Safeguarding Policy
Reviewed March 2023
This page outlines our policy, procedures and guidance on safeguarding. It explains our commitment to safeguarding, and the procedures we have in place to safeguard the children and adults we come into contact with as part of our work, including our own staff and Leaders.
We are committed to providing safe and supportive environments for everyone involved with our organisation and the work we do. We believe that everyone has the right to be kept safe from harm, exploitation, abuse and neglect, especially those who are in vulnerable circumstances and less able to protect themselves.
1. Introduction
Who does this policy apply to?
This policy applies to all Local Welcome staff, leaders, members and guests. This includes paid employees, office volunteers, Trustees, and all those who come to an event run by Local Welcome (including ADHD Together sessions).
Any breach of this policy, or of the guidance associated with it, may result in a person being subject to disciplinary action. Serious breaches may lead to dismissal (for employees), termination of any agreement (for leaders), or termination of membership (for any members).
Definitions
In this document, the following definitions will be used.
The term child has the specific legal meaning of anyone below the age of 18 years (as defined by the United Nations Convention of the Rights of a Child 1989).
The term adult therefore refers to anyone aged 18 years or over.
An adult at risk (Care Act 2014) is an adult who has needs for care and support, and who is experiencing or at risk of experiencing abuse or neglect, and as a result of their care needs is unable to protect themselves.
Safeguarding means promoting and protecting people's health, wellbeing and human rights, taking their views, wishes, feelings and beliefs into account and enabling them to live free from harm, exploitation, abuse and neglect.
Child or adult protection involves specific steps and measures that an organisation puts in place to protect those identified as either suffering, or likely to suffer from harm, exploitation, abuse and neglect.
Leaders are people from the local community who join our leadership scheme. (Leaders are our version of volunteers). Leaders are recruited to lead Local Welcome meals or ADHD Together sessions on a regular basis, they undergo training and deliver our events in small teams.
Members are people from the local community who join our membership scheme and are invited to attend Local Welcome meals or ADHD Together sessions.
Guests are people from the local community, for example refugees or asylum seekers, who join our guest invitation scheme and are invited to attend Local Welcome meals (not applicable for ADHD Together).
Local Together is another brand name that the charity sometimes uses to deliver meals. The meals are very similar in format and content to Local Welcome meals, but might cater to other attendees aside from refugees, such as families on universal credit. Since Local Welcome meals and Local Together meals can be considered equivalent as far as this policy is concerned, ‘Local Together’ is not referred to specifically, rather Local Together meals can be considered synonymous with Local Welcome meals.
Communicating this policy
All staff, trustees and office volunteers are made aware of this policy during their recruitment and induction. All leaders and other people or partners we work with are made aware of this policy as part of their approval process, or contract or service level agreements. This policy is made available on request for any of our guests or members of the public.
The policy statement is available on our website for anyone to access at localwelcome.org/safeguarding
Safeguarding legislation and statutory guidance
The UK’s four nations – England, Northern Ireland, Scotland and Wales – each have a framework of legislation, guidance and practice to identify children and adults who are at risk of harm, and act to protect them and prevent further abuse occurring. Although the child and adult protection systems are different in each nation, they are all based on similar principles.
This policy reflects the requirements set out in this key legislation and guidance in the UK including Children Act of 1989 and 2004, Children (Scotland) Act 1995, The Children and Social Work Act 2017, Care Act 2014, Adult Support and Protection Act 2007 (Scotland), Safeguarding Vulnerable Groups Act 2006 (Scotland 2007), Social Services and Well-Being (Wales) Act 2014, Protection of Freedoms Act 2012, UK Department for Education: Working Together to Safeguard Children 2018 and Working together to safeguarding People 2014 (Wales).
Monitoring and review
The board of trustees monitor and review this policy on an annual basis, or at an earlier opportunity should the need arise. For example, following feedback from relevant external bodies or updates to legislation.
Related policies and documents
Equality, diversity and inclusion policy
Further information
Any queries or comments about this policy should be addressed to the designated safeguarding officer at safeguarding@local-welcome.org or 07934 377 575.
2. The safeguarding policy
Local Welcome meals help refugees and people from the local community cook and eat together. ADHD Together in an online peer-support group for adults with ADHD. The experience of these shared activities help communities to build solidarity and find common ground.
All Local Welcome staff, trustees and leaders play an active part in keeping adults and children safe. We are committed to providing safe and supportive environments for everyone involved in our events and the work we do. We believe that everyone, and specifically those who are in vulnerable circumstances and less able to protect themselves, has the right to be kept safe from harm, exploitation, abuse and neglect.
Our safeguarding commitment
We will:
promote the general safety and well-being of all.
take steps to minimise the possibility that harm, exploitation, abuse and neglect occur
develop trusting and respectful relationships with those we work with, recognising that they have rights and should be treated with dignity and respect, and in doing so, provide them with a safe and supportive environment.
take steps to ensure those involved in our organisation and the work we do are not discriminated against, by us, through being a child, or on grounds of age, sex, gender, disability, racial heritage, religious belief, sexual orientation, appearance or cultural background, marriage or civil partnership, pregnancy and maternity.
act quickly and appropriately where there are safeguarding concerns.
To meet this commitment, we will ensure:
all staff, trustees, leaders, members and guests have access to the safeguarding policy.
all staff and leaders have access to appropriate training to understand their role and responsibilities, which includes what to do if they have a concern.
there are appropriate risk assessments in place for all our events and activities.
we encourage the active participation of adults and children in keeping themselves and others safe, encouraging them to voice their concerns and knowing where and how to seek help if needed.
effective procedures are in place for responding to safeguarding concerns and a designated safeguarding officer is in place to respond to them.
we practice safe recruitment in checking the suitability of our staff and leaders.
our safeguarding policy meets the requirements of legislation,statutory guidance and the Charity Commission.
we continue to monitor the implementation of our safeguarding policy and take any measures required to strengthen and improve existing practice.
Responding to safeguarding concerns
What is a safeguarding concern?
A safeguarding concern is any worry or concern about the safety or well-being of an adult or child because of something seen or heard, or information which has been received. This includes any concerns about the behaviour of Local Welcome staff or leaders which is harmful or puts others at risk.
For example, someone may tell you they, or someone they know, has been harmed, exploited, abused or neglected, or you might witness a situation where a person is putting the safety of an adult or child at risk.
How to report a safeguarding concern
Anyone can report a safeguarding concern.
You can:
speak to a leader if you are attending one of our events as a Member or Guest.
speak to a staff member if you are a leader.
contact the safeguarding officer (events@local-welcome.org, events@adhdtogether.org.uk or 07934 377 575).
What will we do if there is a concern?
Our staff and leaders will:
treat all safeguarding concerns seriously.
report concerns to the safeguarding officer as soon as possible, for advice on what to do next.
always act in the best interests of people, respecting and involving them, giving them a choice over decision making which impacts them, unless they lack the capacity to do so or it would put them at serious risk of harm, exploitation, abuse and neglect.
provide people with safe and appropriate advice, signposting and referring them to services that meet their needs.
work in partnership with other organisations, including statutory services like the police and social care to make sure they get the help they need.
refer concerns where a child or adult at risk has been or is at significant risk of harm, exploitation, abuse and neglect to local authority social care or the police.
protect confidential information except where the wider duty of care or the public interest might justify making it known.
What if the concern is not related to Local Welcome?
You can still speak to us if you want advice and guidance on what to do next.
Alternatively you can contact a range of other organisations for support:
If you are worried about the safety or welfare of a child you should call the NSPCC Adult Helpline for confidential advice on 0808 800 5000.
If you are worried about the safety or welfare of an adult, you should call the police (if they are in immediate need of help) or your local adult social care team.
Safeguarding roles and responsibilities
All Local Welcome staff and leaders
All Local Welcome staff and leaders have the following responsibilities, to:
be aware of and follow the safeguarding policy and procedures.
undertake safeguarding training to support their role.
act within our safer working practice guidance at all times.
know what to do if someone is worried about an adult or a child and share all concerns quickly and appropriately.
Designated safeguarding officer
The designated safeguarding officer (DSO) is a member of the staff management team. The DSO acts as the main source of support and advice for safeguarding and makes sure everyone follows good safeguarding practice.
The DSO is primarily responsible for:
ensuring our policies and procedures are in line with legislation, guidance and best practice.
supporting staff and leaders with advice and guidance on safeguarding issues.
managing safeguarding concerns raised by staff, leaders or those we work with.
referring concerns to external agencies including the police and local authority social care when required.
ensuring there is an appropriate safeguarding monitoring and reporting procedures in place.
On-call officer
The on call officer is a member of staff who is available for telephone support when our events and activities are running. During events they act as the safeguarding officer. The on call officers receive training on how to identify and respond to safeguarding concerns.
The on call officer is responsible for:
supporting leaders with advice and guidance on any concerns which happen during events.
carrying out any initial actions in the event of a safeguarding concern.
referring emergency concerns to the police if required.
completing the Cause for concern form following a safeguarding concern.
Staff management team
The staff management team are responsible for the implementation of the policy across their areas of responsibility. They also ensure any safeguarding concerns, allegations or incidents have been reported and that any adults or children involved in Local Welcome’s work are ultimately safeguarded. The staff management team receives training on how to identify and manage safeguarding concerns.
Chief executive
The Chief executive is responsible for ensuring Local Welcome has, and regularly reviews, an appropriate and effective safeguarding policy, there are clear lines of accountability and that the staff management team has the resources to implement these across all areas of their work.
Board of trustees
The board of trustees hold ultimate accountability for safeguarding within Local Welcome. They must take steps to ensure that those benefiting from, or working with, Local Welcome are not harmed in any way through contact with it. They should ensure safeguarding policies and guidance are approved, implemented and monitored. The board nominates a safeguarding trustee to represent them.
Safeguarding trustee
The safeguarding trustee is the nominated board level lead for safeguarding, who will support the staff management team.
The safeguarding trustee is responsible for:
supporting the staff management team to ensure our policies and procedures are in line with legislation, guidance and best practice.
supporting all trustees to better understand and carry out their legal responsibilities regarding safeguarding.
supporting the assessment of safeguarding risks in relation to organisation’s activities.
being the point of contact for the safeguarding officer to report any serious safeguarding concerns or incidents to the trustee board.
Safer working practice guidance
Safer working practice is a sensible and simple approach that helps all our staff, leaders, members and guests keep themselves, and those they are working with safe.
By following it we aim to protect those we work with and ourselves and to avoid anyone misunderstanding behaviours. The following principles help us reduce risk and make sure our events and activities are as safe and fun as possible.
Safer working practice principles
We are all responsible for our own actions and behaviour and have a duty to keep ourselves and others safe. This is achieved by having a respectful, caring and honest approach in everything we do and by upholding our values.
We do this by:
being friendly and kind at all times.
treating everyone with respect regardless of our differences.
communicating and behaving in an open and transparent way.
planning and organising our events and activities to minimise risks to health, safety and wellbeing
respecting other people’s privacy and boundaries
creating and maintaining a non-defensive, non-judgemental attitude and an open culture in which to discuss any issues or concerns
seeking help when we need it, for ourselves and others
We will not knowingly:
talk in a way which is inappropriate or hurtful to others
act in a way that is unsafe or harmful to others
force others to do something they do not want to do
Planning and running events
For a thorough explanation of how we apply our safer working practice principles to Local Welcome meals and ADHD Together sessions, please see the Appendix at the end of this document.
3. Safer recruitment
Local Welcome is committed to minimising the risk of harm to adults and children from its staff and leaders. We will select, train and support all staff and leaders in line with our safer recruitment guidelines.
This means that we will:
Ensure that our recruitment and selection processes are inclusive, fair, consistent and transparent.
Take all reasonable steps to prevent those who might harm children or adults at risk from working for us.
Adhere to safer recruitment guidance and standards, responding positively to changing understandings of good safer recruitment practice.
Safer recruitment guidelines
Safer recruitment means thinking about and including issues to do with safeguarding at every stage of the recruitment process. We know people who seek to harm others may look for an organisation or project where they can have access to children or adults at risk and where good recruitment practices are not in place.
Our safer recruitment guidelines mean that potential staff and leaders must:
At the recruitment stage
Complete the specified application process for the role to which they have applied.
Undertake an interview to assess suitability and capability to carry out the role.
At the approval stage (if offered a role)
Complete the appropriate criminal record checks.
Provide identity documents including photographic identity.
Provide two references (staff only).
Provide evidence of their right to work in the UK (staff only).
At the induction stage (once the role has been approved)
Complete appropriate training for their role, which includes safeguarding training.
Sign a leader agreement or contract of employment which sets out their roles and responsibilities.
Read and confirm they understand any policies, including safeguarding policy and procedures.
While carrying out their role
Follow the safer working practice guidelines
Be provided with regular opportunities for support and development.
Criminal records checks
Leaders are responsible for delivering Local Welcome meals and ADHD Together sessions, with the help of the event tools we design, the training we give them, and an on call officer available on the phone. Local Welcome meals are attended by refugees and those seeking asylum, and ADHD Together sessions are attended by adults who have ADHD (often alongside other comorbidities). Therefore some members and guests who attend these events may be in vulnerable circumstances, or have vulnerable characteristics which are known or unknown to us. Supervised children may also attend Local Welcome events.
In both instances, staff and leaders do not fall into Regulated Activity, according to the UK Government guidance on Disclosure and Barring Service (DBS) checks (in England and Wales), Access NI checks (in Northern Ireland) and Disclosure Scotland checks (in Scotland). Any vulnerabilities that attendees have are incidental, rather than being the core focus of the activity. We place a lot of trust in leaders to carry out the responsibilities (including safeguarding duties) competently, and criminal records checks are one way to attempt to mitigate any risk related to their suitability. Therefore we carry out a basic level check without barring for all our staff and leaders.
Guests and Members
We do not carry out criminal records checks on those who attend our events or activities as guests or members. Members and guests are made aware of this policy and our code of behaviour as part of the invitation process.
Meals in schools
For groups operating meals in schools, our recruitment processes will be in line with those required in Keeping Children Safe in Education 2022 and will be reviewed in line with the annual updates to this document. We will conduct, as a minimum requirement, enhanced DBS checks on all leaders. Where a school may not choose to supervise Local Welcome volunteers throughout the whole meal, we will conduct barred list checks.
Local Welcome will provide assurances to schools that all necessary checks have been conducted by ourselves. This will include the name and DBS number of all leaders who will attend the school premises. Local Welcome leaders will be asked to provide photographic ID to the designated member of staff on arrival to school. Schools may, with prior agreement with Local Welcome, ask leaders to show their DBS on arrival at school.
The recruitment of ex-offenders
We are committed to equality of opportunity for all staff and leader roles and aim to select people based on their skills, abilities, experience and knowledge. This assessment will take place before any assessment of a person’s criminal record.
Having a criminal record will not automatically bar someone from working or being a leader with Local Welcome. Any person with a criminal record will be assessed for risk to children and adults, which will depend on the circumstances and background of their offences.
As an organisation using criminal records checks to assess a person’s suitability, we will:
treat all applicants for positions fairly
only ask a person to provide details of convictions and cautions we are legally entitled to know about.
not discriminate unfairly against any subject of a criminal record check based on a conviction or other information revealed.
have an open and measured discussion about any offences or other matters that might be revealed with the person as part of the approval process.
ensure all those who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences.
Assessing suitability
Any assessment of suitability, based on criminal records check information, will take into consideration the nature of the offence, the number of offences, the age of the person at the time of the offence and the time period since the offence. Particular attention will be given to all offences against children or adults at risk, or of a sexual, violent or threatening nature, as these are in direct conflict with our aims and values. Any unspent convictions involving sexual, violent or threatening offences will automatically result in a decision not to approve a person for a role.
Where there is no risk to children, adults at risk or other adult volunteers we are committed to the active rehabilitation and integration of previous offenders and would seek to offer support and guidance for anyone with a non-violent criminal record.
If the criminal records check is returned with information on it, we will:
arrange a time to have a conversation with the person about the information provided.
ask for a reference.
two members of the management team will make a decision based on the assessment criteria below.
the safeguarding trustee will be notified of any decision.
Assessing suitability criteria
The management team will consider the following questions:
Is the person barred from working with children or adults at risk?
Did the person openly disclose information about the offence?
Did the offence result in a conviction, caution or reprimand?
Does the offence involve violent or threatening behaviour?
Does the offence involve children or young people?
Is the offence spent?
Was the person a child (under 18) at the time of the offence?
Was this a singular offence?
Type of conviction: Violent and Threatening offences, Sexual Offences
Not a barrier to approval if the offence:
occurred over ten years ago, and
the conviction is spent, and
it was a single incident
More information needed from the person and a reference if:
occurred less than ten years ago, even if spent and/or
more than one conviction or caution, even if spent and/or
involve children or adults at risk
Application declined if:
the conviction is unspent
Type of conviction: Theft related Offences, Motoring Offences, Drug Offences, Other offences
Not a barrier to approval if the offence is spent.
More information needed from the person and a reference if the offence is unspent.
4. Identifying, reporting and responding to safeguarding concerns
How could a safeguarding concern arise?
A safeguarding concern might arise in different ways and for different reasons.
For example:
The behaviour of the adult or child gives you or someone else cause for concern.
An adult or child says they are being harmed, exploited, abused or neglected.
An adult or child indicates they want to harm themselves.
You spot signs of harm, exploitation, abuse or neglect.
You directly witness an adult or child being harmed.
Somebody tells you an adult or child is being harmed or is at risk of harm.
The behaviour of a leader or staff member gives you cause for concern about the safety of others.
An adult survivor tells you about their experience of harm, exploitation, abuse or neglect (sometimes called ‘historical abuse’). The perpetrator may still be alive, and others may be at risk.
What should you do if you have a concern?
All staff or leaders must:
Act if you have concerns about the safety or wellbeing of a child or adult, or if you observe concerning behaviour from others you may be working with.
If something seems unusual, or you are worried about a person’s safety or well-being try to speak to the person, if appropriate, to seek further information.
If you have concerns and are not sure what to do, you must ask for help immediately. Share your concerns or seek help and advice from the on call officer.
Whatever your concern, whether you have been told something, whether you have seen or heard something that has made you uncomfortable– you must report it to the on call officer.
Once you have shared your concern the on call officer will decide what the next course of action should be and inform the safeguarding officer.
Emergency situations
In any medical emergency or when there is a risk of imminent, significant harm, you must contact the appropriate emergency services, and then report directly to the on call officer as soon as possible.
Imminent risk, or significant harm means that the situation is life threatening or a person is in immediate danger and to do nothing would result in actual harm to the person.
You should:
Where possible and appropriate, explain to the person your concerns and the potential seriousness of the situation, and what actions will be taken, seeking consent from the person. If the person does not give consent you can still act if you feel it is in the public interest to prevent a crime or to protect the person or others from significant harm.
Where necessary, share relevant information with the appropriate services as soon as possible (for example, the police, health or social services).
When contacting emergency services, you should:
say who you are
give the details of the person at risk
state what they have told you
provide any relevant background information
ask what will happen next.
Following this, the on call officer must be informed as soon as possible. They will take charge of the situation and advise you on what to do next.
How to listen and behave if you receive a safeguarding concern
Sometimes, people will share their worries or experiences of abuse with us and it is essential that we listen to them and their voice is heard and taken seriously.
Here’s what you should do to support this:
Listen carefully and compassionately to what is being said.
Find an appropriate early chance to explain that it is likely that you’ll need to share what you’ve been told with others. Don’t make promises, particularly about confidentiality or outcomes.
Allow the person to continue at their own pace and avoid asking them to repeat their story.
Ask open ended questions for clarification only, Can you tell me what’s worrying you? Can you tell me what happened?
Avoid asking questions that suggest a particular answer or that lead the person into saying something. Also avoid asking questions about why something happened.
Reassure the person that they’ve done the right thing in telling you.
Tell the person what you’ll do next and with whom you’ll share the information, except where doing this may put them or someone else at risk. If you’re unsure seek advice from the on call officer.
Record in writing what was said using, wherever possible, the person’s own words as soon as you can. Note the date, time, places, allegations, any names mentioned and to whom the information was given.
ADHD Together: how to report flowchart
Local Welcome: how to report flowchart
5. Complaints and whistleblowing
Complaints
A complaint is an expression of dissatisfaction, either in writing or spoken, about any aspect of the way Local Welcome conducts its activities. We will try to satisfactorily resolve any complaint as promptly as possible. We aim to formally acknowledge any complaint within five working days, and respond within twenty working days. If you remain dissatisfied with the response you have received, you have the right to contact our Chief Executive to request an appeal. You can tell us about your complaint in any of the following ways:
Verbal complaints may be made;
by phone to 07934 377 575
in person to any of our Local Welcome staff
Written complaints may be sent;
to Local Welcome, Unit A 82 James Carter Road, Mildenhall Industrial Estate, Suffolk IP28 7DE
by e-mail at events@local-welcome.org
Whistleblowing
Whistleblowing is when someone raises a concern about malpractice or wrong-doing or provides information, usually about illegal or dishonest practices within our work. This includes:
A criminal offence
Failure to comply with any legal duty
A miscarriage of justice
A danger to the health and safety of any individual
Bribery or financial fraud
Unethical conduct
Deliberate attempt to conceal any of the above
If at any time you believe that anyone involved with Local Welcome has acted illegally, unethically or improperly, or that our policies have not been complied with (for example, if you believe a safeguarding matter has not been addressed as it should have been) you should not hesitate to raise or escalate a concern.
You can raise any concern with our safeguarding officer. If the concern involves the safeguarding officer, you can contact the chief executive (ceo@local-welcome.org).
If the concern is about the chief executive, you should contact the chair of the board of trustees (chair@local-welcome.org).
If the concern is about a chair of trustees, please contact the chief executive, and they will ensure it is dealt with by different trustees.
6. Responding to safeguarding concerns
Guidance for the on call and safeguarding officer
What does the on call officer do?
Once the on call officer has received a concern, they assess and decide what initial action needs to be taken. Their priority is to identify whether anyone is at risk of immediate or serious harm.
If there is a risk of immediate or serious harm, the police will be called.
If not, the on call officer will discuss what actions need to be taken to reduce any other risks, and to support any individuals.
The on call officer will make sure they have as many details as possible in order to complete the Cause for concern form and send this to the safeguarding officer.
What does the designated safeguarding officer do?
Once the designated safeguarding officer has received a concern, they assess and decide what further action needs to be taken. Any further action will always be discussed with someone else, a leader (if the concern involves a guest or member), a senior staff member (if the concern involves a leader), the CEO or safeguarding trustee (if the concern involves a staff member).
Types of safeguarding concerns
Safeguarding emergency. A life-threatening situation where there is imminent danger and harm to a person. What we will do:
On call officer - Immediately contact the emergency services if this has not already happened. Once the emergency service has taken charge of the situation, we will establish how others are coping and determine if there are any immediate support needs.
Designated safeguarding officer - Within 24 hours the CEO and safeguarding trustee will be informed. We will follow up with emergency services if appropriate. We will arrange a check in with staff or leaders to determine if there are any ongoing support needs.
Protection concerns. A person is unable to protect themselves and is at current risk of or has experienced harm, abuse, exploitation or neglect. What we will do:
On call officer - If there is an immediate risk of harm, the police will be contacted. If not, we will ask the person reporting to inform the person we are concerned about, where appropriate, that we will be contacting the local authority safeguarding team with our concern.
Designated safeguarding officer - Within 24 hours we will contact the local authority safeguarding team (children or adult) or the police directly and make a telephone referral. We will be guided by them on any further actions. The CEO and safeguarding trustee will be informed. If someone has been harmed as a result of Local Welcome activities or people, the charity commission will be informed. We will arrange a check in with staff or leaders to determine if there are any ongoing support needs. Within 3 days, the staff management team will be notified. Within one week, the entire on call team will be notified.
Welfare concerns. No-one has been harmed in any way, but a person shows signs of being in vulnerable circumstances and you have concerns for their health, wellbeing or safety if they do not get help. What we will do:
On call officer - Immediately we will assess the risks and agree if any immediate actions are needed to keep the person safe. We will ensure the person we are concerned about has the help and support they need.
Designated safeguarding officer - Within three days we will speak with the person, where appropriate, to make sure they have the support they need.
We may need to:
help the person to access services or give them the information they need to access it themselves.
help the person to access their local authority services or refer them to another organisation with their consent.
If the person refuses consent to the referral, and we have serious concerns about their safety or wellbeing, we will still contact the local authority Safeguarding Team for advice and inform the person of our actions.
If the person already has a lead professional, we will speak to them about the person’s needs
Allegation involving Local Welcome staff or leaders. Someone has made an allegation of harm, exploitation or abuse, or alleged there may be a risk of harm from staff or leaders. What we will do:
On call officer - Immediately we will assess the risks and agree if any immediate actions are needed to keep others safe. For example, asking staff or leaders to immediately leave the event.
Designated safeguarding officer - Within 24 hours we will contact the local authority safeguarding team (children or adult) or the police directly and make a telephone referral. The CEO and safeguarding trustee will be informed. Any allegation of sexual harassment or assault involving a member of the senior management team or a trustee will be reported to the charity commission.
Unsafe situation or practice. A situation has been identified as unsafe or a person has behaved in a way which might put the safety and wellbeing of others at risk. What we will do:
On call officer - Immediately we will assess the risk and agree what actions to take to make the situation safe.
Designated safeguarding officer - Within 7 days we will agree and record any actions to be taken to address the situation or behaviour, and set a review, when appropriate.
When we are unsure what to do
We may encounter situations where we are not sure whether to make a referral. In such cases we will contact the relevant team at the local authority for advice. No confidential information, including names, will be disclosed at this stage, without the consent of the person concerned. If the concern involves a child, we may also call the NSPCC Adult Helpline for confidential advice on 0808 800 5000.
Consent
The person we are concerned about will be involved in any discussions about referrals or professional help. This means explaining they need immediate professional help, or that we are really worried about their safety or wellbeing.
If the person refuses permission, we will explain we may still need to share the information with other professionals, in order to make sure they or their family get the help they need.
We will not need to seek consent to share information if it might:
Be unsafe to seek (e.g. if might increase the risk to the adult or child).
Cause an unjustified delay.
Prejudice the prevention, detection or prosecution of a serious crime
When statutory agencies take a referral
If a local authority safeguarding team decides to accept a referral or to investigate the concern, we will be informed within 48 hours. We will follow up if we are not informed of the next steps within 48 hours. In some situations, the local authority may ask us to work with them to manage the situation. We will always share any information we have permission to share with the persons concerned.
If the local authority safeguarding team or the police take the lead for an investigation, we will confirm what actions are expected of us. This may include providing evidence or removing the person from any further activity while an investigation is carried out. We will not carry out any disciplinary action until all investigations have been concluded.
Record keeping
As a minimum we always maintain a reporting form, a case file and a concerns log.
Cause for concern form
The Cause for concern reporting form is completed by the on call officer to record any safeguarding concerns or other incidents or accidents reported to them. The form is completed and emailed to the safeguarding officer.
Cause for concern log
The cause for concern log is a tool to keep a track of incidents, accidents and concerns reported to us. The concerns log allows us to record and track any actions. It does not include any personal details, which are kept separately and securely when the cause for concern report is filed. The concerns log also helps us to report both internally and externally on the number and types of safeguarding concerns we are receiving.
7. Appendix: Planning and running events
At Local Welcome we have spent several years running and developing events, and this experience has helped us learn how to make our Local Welcome meals and our ADHD Together sessions both fun and safe. Our safer working practice principles (see section 2 of this policy) are applied in practice for these two different event contexts, and below is an explanation of how we achieve this.
Local Welcome meals
Feeling welcome and safe
A good place to meet. We choose our venues carefully to make sure they have everything we need. They are usually public buildings which are part of the community. If we are sharing a building with others, we chat with them, so they know what we are doing.
The right company. We operate a ticket system, so we know who will be attending our events. One of our leaders will welcome everyone to the event, and make sure they are on the guest list. We will turn people away if we don’t know who they are or arrive too late.
A good host. We recruit our leaders from the local community and train them to run our events. There will always be several leaders at our events, and they make sure our meals run as planned and everyone has some fun. You can tell who they are, because we will introduce them at the start of each meal. We think this is important, so people know who to talk to if they have a worry.
Table manners. We have created a simple set of rules which are there to help everyone feel safe and valued, so they can enjoy a sociable and fun meal. We make sure all our guests and members are aware of this during our events. We encourage everyone to speak up if they have a worry about someone else’s behaviour.
Looking after your health and safety
A set menu. All our events have a step by step guide which our leaders follow. This has been created after years of practice and serving up our meals. Our health, safety and food standards are embedded in the guide, making it as easy as possible for our leaders. We also carry out regular food safety audits to make sure we continue to meet the required standards.
The kitchen cupboard. Prior preparation is important to us. All the equipment we use is planned and packed in special Local Welcome kit boxes to make sure we have everything we need. This includes a first aid kit and cleaning materials. We check it all in and check it back at the end of each meal. Anything that is broken or damaged will be replaced.
Clean and tidy. As part of our preparations, our leaders set up the venue and make sure there are no potential sources of accidents. All food is washed and prepared, and we encourage members and guests to help us with the cleaning up at the end – under supervision of our leaders.
Following the recipes. Our recipes have been carefully prepared, with food hygiene in mind. They are all vegetarian to make sure they are as inclusive as possible. We also try to choose food that is free of the common allergies. We have recipes cards available, complete with picture illustrations, to make sure people know what is in the food, just in case.
Developing honest and lasting relationships
Table talk. We want people to talk to each other and develop friendships, but we know this is not always easy. A part of what we do is ask questions at different stages of the meal preparation. These questions have been carefully designed to encourage guests to get to know each other in a safe way.
Sharing stories. Sharing stories about ourselves is an important part of relationship building. We know some of our guests, as refugees and asylum seekers, will have experienced tremendous hardship and heartbreak. This can be hard to share and hard to hear about. We make it clear that guests should only share what they feel comfortable in sharing. We let members and guests know they can talk to us, if they feel worried or upset about something they have heard.
Expect the unexpected. We know unexpected things will happen, no matter how well you plan. We encourage our members and guests to try new things and learn from mistakes together. We encourage our leaders to set the right tone at events, so that they can handle different situations that may arise confidently and resiliently. We also encourage our members and guests to ask for help, if they are unsure what to do, or feel uncomfortable, worried or anxious about a situation.
Away from the table. Our aim is to start cooking as strangers and end up eating as friends. This means it doesn’t always end when the meal is ended. We want the friendships which we have started to be positive and safe, so we encourage everyone to follow our ‘table manners’ both at and away from the table. If anyone is worried about something or needs help, we want them to speak out, and we provide them with our contact details to do this.
ADHD Together sessions
Safety is designed into our sessions
Knowing who to expect. We operate a ticket system, so we know who will be attending our events. When you are leading, one leader should always welcome everyone to the event by name, and whoever lets them in should check their name matches one on the attendance list first.
Following the structure. The ritual has been designed carefully, to deliver positive impacts for people with ADHD. Structure helps people feel 'held', especially when they are new to the sessions, and/or unfamiliar with other participants in the room. Following it should help each session be safe and successful no matter who is there on the night.
Stating our expectations. We make sure people know the behaviours that are expected of them in order to keep everyone safe. These are read out near the beginning of each session from the rules slide, and can be referred to throughout as a reminder of these shared expectations.
Explaining to members how we keep people safe. There is a short explanation near the beginning of the session that we ask you to read aloud to everyone. This is important, because it helps people understand that, although sessions are generally confidential, occasionally an ADHD Together staff member might need to contact them directly about something they've shared in a session in order to keep them safe and supported. Similarly, we clarify that our sessions are not professional medical advice.
Keeping to time. The timed slots mean that each person has the same length of time to talk, and this equality protects against certain voices dominating. Using it consistently will also help you as a leader respect people's boundaries by finishing the session on time.
Safety is delivered by leaders on the day
Controlling the room. One leader always has administrator access to the video call room. This means that you can prevent latecomers from entering (when the introductions begin), mute people and turn their cams off, and, if necessary, remove someone from the room..
Making yourself vulnerable (but not too vulnerable). Leaders always go first in our question rounds, to show the level of vulnerability that is expected. Leaders also keep the structure moving, preventing people’s responses turning into open free discussion that isn’t part of the session design.
Being good hosts. Leaders always lead a session as a small team (never alone), so you can draw on each other's support, and hold each other accountable. As a leader you should be identifiable at sessions by adding “(leader)” after your screen name. We think this is important, so people know who to direct questions to if they need help in the session.
Choosing a space to sit. You're on a video call. Use good lighting and make sure you're ok with your background. Use headphones. Make sure you're not going to be interrupted. (A drink, a phone, a charger and something to take notes with are all important too!).
Applying the 7 principles. Everything you need to do as a leader boils down to the 7 principles: adhdtogether.org.uk/7-principles They're there, they're relevant, and they help support safe spaces.
Sharing our culture. Safety isn’t a tickbox exercise, it’s a mentality that we can all develop together. The ADHD Together leader code of conduct reflects this mentality that we want leaders to have (adhdtogether.org.uk/leader-code-of-conduct), and all of this is underpinned by the values of the charity Local Welcome (localwelcome.org/vision-and-values).
Safety is supported by everyone who takes part
Protecting against gossip. Our sessions are a safe space. This means that what happens at a session stays in a session (aside from safeguarding concerns). No one in a session should refer to a previous session experience using people's names. And similarly, when you're telling others outside ADHD Together about the sessions, respect the anonymity of what you've heard people say.
Exchanging contact details. Of course people can swap their social media details with each other if each of them wants to. For many this is a natural instinct as people build relationships, regardless of whether they are leaders or members. Outside of sessions, whether it's face-to-face or online messaging, people's communication and behaviours should always help everyone feel safe and valued, in order to develop the honest and lasting relationships we are seeking to create.
Encouraging everyone to give feedback. Getting as much feedback as possible helps us grow and learn. It is also important that members know they can reach out to us if they have their own concerns (for example, if they feel worried or upset about something they have heard). Point them to our email address on the final slide so that they know how to do this.
Sticking to 18+. We are really clear in our sign-up journeys that ADHD Together is for adults with ADHD. It is important that we stick to this boundary for policy reasons. If anyone joins a session you are leading who you think is clearly under 18 years old, then please ask them kindly to leave, let the on call officer know, and we will follow up with them.
Self-care
We put all of the above safeguards in place, but even when things go to plan, there is always a chance that you encounter something stressful at one of our sessions. Sometimes people will say things which might make you feel shock, anger, sympathy, disbelief, or sadness - which is unsurprising when we remember how much forced migration or ADHD can impact people’s lives.
Stress may come from a single story that you hear, or it may also come from a gradual build-up of stories over time. And as a leader, people will look to you to maintain a compassionate tone during the session, and protect the structure of the space for the rest of the group. Once a session is over, you may have other emotional responses which are totally normal. Practising self-care will help you process these emotions, so that you can ‘bounce back’ cognitively, physically and emotionally each day over the long term.
How to do self-care
Self-care looks different for everyone, but looking after your physical and emotional needs is important. Here are some good examples…
Take time to reflect on each session personally. Reflection helps us to be self-aware, for example: What am I finding difficult about leading? What am I learning? How did that session leave me feeling (exhausted, or energised?) Why? People reflect in different ways - it could be talking things through with someone in your support network, or taking a walk, or writing in a journal. Maintain self-awareness whilst you reflect so you can quickly identify any catastrophising, thoughts and avoid jumping to conclusions or mind-reading. These intrusive thoughts will take you away from the calmer frame of mind that self care is intended to take you to.
Lean on your leaders, and on us. You will meet your other leaders in a briefing before every session, and check in again after every session. These are prime opportunities to let each other know how you’re feeling. We will also arrange for you to have a separate check-in every so often to hear about how you are finding leading sessions on a more general basis.
Draw on your support network. You will already have a supportive network around you, so it’s important that you use it. Research is unanimous on the value of contact with loved ones as a protective factor which keeps us safe and well. Tell supportive friends that you are a Local Welcome / ADHD Together leader and what this means. This will help them actively look out for you, and make sure you know who you can reach out to when a listening ear might help.
Recognise your changing emotions. This is difficult, as we are often taught to hide our emotions. But we do need to recognise and respond to our emotions. It’s OK to feel sad, angry, anxious. Be alert to any changes in your feelings, attitudes and beliefs which are continuing for several days; changes to your personal motivations and expectations of being a leader, or personal stress signs.
Stick to leader-member boundaries. Be aware that you play a role as a leader which separates you from other participants at sessions. This separation protects you, and it is important you maintain this boundary - although sometimes it might be hard. Try not to get too emotionally invested in other people’s struggles. Don’t show favouritism (even if you know some individuals at a session better than others). And before each session, have a think about how much you feel comfortable sharing with the group.
Eat, sleep, move, repeat. As cliché as it might sound, our bodies - like cars - need the right fuel to run effectively. This is why choosing to eat a balanced diet, containing food which makes you feel nourished and taking part in exercise which you enjoy are both important forms of self care. Leading sessions when you feel rested and energised will help you to get the most out of your experience as a leader as well.
Be kind to yourself if you are sick, or just need a break. Sometimes we feel a lot of pressure to perform, even when we are not in the state of health to do so. To accept your limits is not a sign of weakness, but one of strength, because it means you’re taking responsibility for yourself and therefore for others. If you are feeling under the weather, or just not in the right frame of mind, just let us know - it is never too late to cancel.
Consider meditation, relaxation or spiritual practice. This will be different for each of us, but it can help to maintain balance, and allow us a moment to focus on us – body, mind and soul.
Know you can always ask for help. You will always be learning, so never be afraid of asking for help. It’s one of the best strategies to keep ourselves safe. There are others who can help or could provide ideas and guidance you haven’t considered. If in doubt, check it out.