Date for review: 11 Apr 2024

Reference:  ICYE UK – Safeguarding

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1. Introduction and Aim

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This policy should be read alongside the ICYE GLOBAL POLICY ON SAFEGUARDING OF CHILDREN which is the overarching policy of the ICYE Federation. This contains additional policies on corporal punishment, children in orphanages and guidelines for safeguarding in communications and ICYE-UK supports all these policies. We will also adopt the case management reporting forms and system in the ICYE Federation policy and we have a code of conduct for staff and co-workers and trustees and one for volunteers on placement. All these documents are available on request or through our website at https://icye.org.uk/about/

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Safeguarding is the responsibility that an organisation has to ensure that: 

• their employees and volunteers, partners, vendors, operations and programmes do no harm to children, young people or vulnerable adults (together referred to as ‘vulnerable people’ under this policy); 

• they do not expose them to the risk of discrimination, neglect, harm and abuse; and 

• that any concerns the organisation has about the safety of vulnerable people within the communities in which they work, are dealt with and reported to the appropriate authorities. 

• It is also the responsibility that the organisation has for protecting its employees and volunteers when they are vulnerable, for example, when ill or at risk of harm or abuse.

 

Inter-Cultural Youth Exchange (ICYE-UK) has a strong commitment to keeping all staff and volunteers safe and is at the heart of what we do. The policies must be followed by all ICYE-UK’s volunteers, programme participants, trustees and directors,  partners,  all staff employed by ICYE whether permanent, fixed term or contracted and any agency staff.

 ICYE-UK has a zero tolerance approach to misconduct.

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In the interests of the safety of all staff, participants and volunteers. ICYE UK acknowledges that it has a duty to report to medical or legal authorities when it is deemed that a person/person(s) are at immediate risk of harm to themselves or others and when safeguarding incidents have occurred.  We have policies and procedures in place so that staff, volunteers, participants and trustees can work to prevent abuse and know what to do in the event of abuse.

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The following ICYE-UK Policies support our approach to safeguarding:

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• Safety and Security arrangements for Volunteers taking part in voluntary programmes overseas with ICYE UK.

• Grievance procedure for exchanges

• ICYE Federation Policy on Sexual Harassment

• Global code of conduct

• Whistleblowing

• GDPR
   

ICYE-UK places volunteers with organisations who have their own safeguarding procedures in place to protect their beneficiaries. We work in line with these organisations and their policies to support the best outcome. Safeguarding policies of partners will be reviewed on a regular basis, especially when placing a volunteer.  ICYE UK will not work with a partner (UK host organisation or ICYE organisation abroad) which cannot reassure us their processes are robust and that our volunteers will be informed and, in their own turn, protected.

ICYE-UK will work closely with our partners where safeguarding issues occur, ensuring ICYE-UK, Federation and partner safeguarding policies have been followed in all cases.

 

2. What is safeguarding?

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Safeguarding is the responsibility that an organisation has to ensure that their employees and volunteers, partners, vendors, operations and programmes do no harm to children, young people or vulnerable adults (together referred to as ‘vulnerable people’ under this policy.

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Any of the following could be a sign that someone is being harmed or abused.

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Physical

• Bruises, cuts, burns, scalds 

• Unlikely reasons for injuries 
   

Psychological 

• Tearful or defensive 

• Self-harm 

• Noticeable changes in behaviour 

 

Sexual

• Inappropriate behaviours towards others 

• Reluctance to be with a certain person 

 

Financial 

• Lack of money 

• New items and/or friendships 

• Bank activity unexplained: 

 

Neglect 

• Poor weight, hygiene and clothing 

• Malnutrition or constant hunger 

• Hoarding 

Grooming 

• Unusual secretive behaviour 

• Change of emotional stare- withdrawn or volatile

 

3. ICYE Code of Conduct

Every member of staff, volunteer, board member or trainer working with ICYE UK must sign the code of conduct. Volunteers should sign this before they start their placement and others should sign on an annual basis.

The aim of the Code of Conduct commits every ICYE UK staff, board member and co-worker (mentors, coordinators, volunteers working for the NC, including returnees) to:

• Comply with the ICYE Safeguarding Policy and adhere to our principles both at work and outside work

• Be responsible for observing and spreading awareness of the Code of Conduct in the work environment

• Act according to the best interest of the affected person

• Contribute to creating a safe, nurturing and empowering environment for all vulnerable persons where they feel valued, respected and safe

• Meaningfully engage vulnerable people in their own protection

• Respond appropriately and immediately to any concerns, allegations and incidents and to notify the ICYE UK Safeguarding Person/ Officer without delay.

• Apply safeguarding measures in all phases of the volunteering exchange (e.g. trainings, placements, workcamps)

• Support host families and host organisations in ensuring that disciplinary measures for children are free of violence, abuse and humiliation
   

4. What Staff, Trustees or Volunteers should do if safeguarding issues are  reported

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 If you come across a child or adult who is at risk of harm or abuse remember to: 

• Stay safe 

• See it 

• Recognise it 

• Refer it 

 

If a vulnerable person alerts you to harm or abuse, you should:

• Listen carefully to the vulnerable person

• Let them know they’ve done the right thing

• Tell them it’s not their fault

• Say you will take them seriously

• Not communicate with the alleged abuser

• Explain what you’ll do next

• Ensure there is no delay reporting the abuse

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If the vulnerable person discloses information about an abusive situation or says they want to tell you something which is a ‘secret’ or ‘confidential’:

• Make it clear that if you think what they have told you means they could come to harm, you will have to inform the relevant authorities and explain the reason for this

• Be absolutely clear that you cannot promise confidentiality

• If the vulnerable person queries confidentiality, explain our procedures in an appropriate way

• If the vulnerable person continues with the disclosure you will need to document:

  • the date, time, and place of abuse

  • the individual(s) present

• Record accurate factual notes on what the vulnerable person disclosed (If possible, write down verbatim what the they said as these notes may be used in court at a later date)

• Use a body map where possible and if required.

 

5. Duty to Refer

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If a staff member, trustee or volunteer is concerned that a vulnerable person is being harmed through abuse or neglect they must in the first instance speak to the Designated Safeguarding Officer, the Chair of Trustees.

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In the event that they are not available, they should try to speak to the Office Manager. Normally the designated safeguarding officer or office manager will then deal with the next stages and any referral or further investigation. In the rare cases that they are not available, for someone under 18 the ICYE-UK staff, volunteer or trustee should contact the Children, Young People and Families Duty and Assessment team at Camden council or seek advice from Child Protection Advisors in the Safeguarding and Quality Service in the local authority in which the child is a resident. For an adult, the referral is to either Adult Social Care Services at camden council or the Police.

 

Parental Consultation for Children under 18

 

Where practicable, the Designated Safeguarding Officer will discuss concerns with the family and agreement sought for a referral unless this may, either by delay or the behavioural response it prompts, place the child at risk of harm. A decision by any staff member, trustee or volunteer not to seek parental permission before making a referral to Duty and Assessment Team must be recorded and the reasons given. Where a parent has agreed to a referral, this must be recorded and confirmed in the referral to Duty and Assessment Team. Generally, referrals will not be treated as anonymous, so the parent will ultimately become aware of the identity of the referrer.

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Where the parent refuses to give permission for the referral, further advice should, unless this would cause undue delay, be sought and the outcome fully recorded.

If, having taken full account of the parent’s wishes, it is still considered that there is a need for a referral:

• The reason for proceeding without parental agreement must be recorded

• The Duty and Assessment Team should be told that the parent has withheld her/his permission

• The parent should be contacted to inform her/him that after considering their wishes a referral has been made

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Adults over 18 in the UK

For an adult over 18 years in the UK, the referral is to either Adult Social Care Services at Camden Council or the Police.  insert contact details

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Adults over 18 years in a placement abroad:

No action will be taken without the consent of the survivor - except it is legally mandatory to report (e.g. in case of minors). ICYE staff or co-workers found to have sexually harassed or violated another person will face administrative or disciplinary action, up to and including dismissal from employment as well as referral to the relevant authorities for further action, including filing criminal charges. It is the responsibility of the host ICYE to take this action in line with their Safeguarding Policy. Safeguarding incidents and sexual violence will not be tolerated inside or outside of ICYE premises. The policy will be applied both during as well as outside of normal working hours.

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ICYE UK participants abroad should inform the office of their hosting ICYE in the first instance.  

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ICYE UK participants abroad should then report the incident to the ICYE UK Office Manager if there has been a safeguarding incident as soon as possible. The Office Manager must report the incident to the Designated Safeguarding Officer who is the Chair of Trustees. 

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In the event that the UK participant does not want to report to the hosting or sending offices, they can report directly to the ICYE International Office which will treat all cases with the necessary confidentiality and according to the commitments in this policy: reporting-cases@icye.org

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ICYE UK will ensure that the survivor is always involved and informed as far as they wish. ICYE UK staff will make sure that all the persons concerned are aware that all incidents of sexual violence are anonymously reported every year to the Federation. 

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6. Responsibilities of ICYE-UK:

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ICYE-UK will ensure:

 

• that all staff, trustees, volunteers, interns, agency staff, programme participants and anyone working on behalf of ICYE-UK are familiar with our relevant policy and procedures and the policy and procedures in their place of work.

• that measures are in place to prevent safeguarding issues arising in the first place, especially ensuring everyone has been trained. All staff and Trustees must have attended safeguarding training with the NSPCC

• the Office Manager  will endeavor to keep up to date with national developments relating to preventing abuse and welfare of adults

• that the designated, named person understands his/her responsibility to refer incidents to the relevant agencies (including, when relevant, Charity Commission and governmental or inter-governmental funders).

• promote good practice and ensure people are aware of the importance of safeguarding 

• that staff, partners and volunteers understand the processes in place to report safeguarding issues

• that any allegations of abuse or suspicions are dealt with immediately and appropriately

• the person reporting the abuse is supported during and after the event

• perform due diligence when recruiting staff members, co workers, members of their board, volunteers, host families and host projects to ensure all persons and organisations selected share the same values as ICYE

• keep track of previous cases in order to avoid placements that might represent a risk for future volunteers, 

• work within their capacity to ensure protection against retaliation for anyone who reports an incident, 

• report to the International Office at least once a year about incidences of sexual violence maintaining the anonymity of persons involved at all times 

• share best practises and support other NCs at regional and federation levels

 

The Designated Safeguarding Officer in ICYE UK is the Chair, of the Board of Trustees this person should be contacted for support and advice on implementing the policy.

If the complaint is specifically about the Chair – reports should be directed to info@icye.org.uk whereby the Office Manager, will inform the Board of Trustees confidentially, in the absence of the Chair, as to the complaint and a designated Trustee will then be assigned from the remainder of the Board to manage the process as per this policy. 

ICYE-UK will check it is implementing its safeguarding policy by producing evidence on the policy, people, procedures, accountability as shown below.

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7. Host Families

Host Families are responsible to 

• review, sign and have a good understanding of the ICYE Policy "Safer Together", 

• adhere to the Hosting NC’s code of conduct, 

• participate in training sessions on the topic,

• understand and communicate cultural differences towards intimacy, consent and physical contact,

• inform volunteers about risk factors in their region,

• offer a safe space for volunteers, 

• communicate with the NC cases of sexual violence in which the volunteer is involved and discuss what steps to take

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