Safeguarding Policy
& Procedures

1. Purpose

Everyone has the right to be safe.

OCAAF is committed to safeguarding and promoting the welfare of all children, young people and adults at risk with whom it works.

Everyone has the right to be safe from abuse, neglect, exploitation and harm.

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2. Scope

Who the policy applies to

This policy applies to trustees, employees, volunteers, contractors, consultants and anyone representing OCAAF.

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3. Principles

Safeguarding principles

• Put welfare and safety first.
• Treat everyone with dignity and respect.
• Take concerns seriously.
• Respond promptly to safeguarding concerns.
• Ensure safe recruitment, training and oversight.

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4. Definitions

Children and adults at risk

Child: A person under 18.

Adult at Risk: A person aged 18 or over with care and support needs who may be unable to protect themselves.

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5. Responsibilities

Roles and responsibilities

Trustees

• Ensure safeguarding is embedded within governance.
• Monitor safeguarding risks.
• Review safeguarding arrangements regularly.
• Ensure appropriate reporting to regulators and authorities where required.

Designated Safeguarding Lead

• Receive safeguarding concerns.
• Maintain records.
• Liaise with statutory agencies.
• Advise staff and volunteers.
• Promote safeguarding awareness.

Staff and Volunteers

• Follow this policy.
• Report safeguarding concerns immediately.
• Maintain professional boundaries.
• Participate in safeguarding training where required.

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6. Safe Recruitment

Recruitment and checks

Where appropriate, OCAAF will:

• Obtain references.
• Conduct identity checks.
• Carry out DBS checks where roles require them.
• Provide safeguarding information during induction.

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7. Reporting Concerns

What to do if you are concerned

Anyone concerned about a child’s or adult’s welfare should:

• Record the concern as soon as possible.
• Report it immediately to the Designated Safeguarding Lead.
• In an emergency, call 999.
• Do not investigate the matter themselves.

Concerns will be treated confidentially and information will be shared only on a need-to-know basis.

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8. Responding to Disclosures

If someone discloses abuse

• Listen carefully.
• Remain calm.
• Reassure them that they have done the right thing.
• Do not promise confidentiality.
• Record what was said accurately.
• Report the matter promptly to the DSL.

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9. Allegations

Allegations against trustees, staff or volunteers

Any allegation involving a trustee, employee or volunteer must be reported immediately to the DSL and, where appropriate, the Chair of Trustees.

OCAAF will:

• Act fairly and promptly.
• Cooperate with relevant authorities.
• Take steps to protect all parties involved.

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10. Online Safety

Digital communication

OCAAF will:

• Promote safe online behaviour.
• Protect personal information.
• Use secure communication channels.
• Respond appropriately to online safeguarding concerns.

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11. Record Keeping

Safeguarding records

Records will:

• Be accurate and factual.
• Be stored securely.
• Be accessible only to authorised personnel.
• Comply with UK data-protection requirements.

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12. Whistleblowing

Raising concerns

Staff and volunteers are encouraged to report unsafe practices without fear of retaliation.

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13. Review

Policy review

The policy will be reviewed annually or sooner if legislation, guidance or organisational circumstances change.

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Incident Procedure

Safeguarding incident reporting

1. Ensure immediate safety.
2. Call 999 where necessary.
3. Report concerns to the DSL within 24 hours.
4. Complete a safeguarding incident report.
5. Maintain confidential records.

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DBS Procedure

DBS checking

• Determine DBS eligibility for each role.
• Verify identity and references.
• Complete appropriate DBS checks.
• Review disclosures fairly and proportionately.

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Risk Assessment

Safeguarding risk assessment

• Identify risks.
• Assess likelihood and impact.
• Implement controls.
• Review annually and following incidents.