Youth Aid Council Safeguarding Policy

Youth Aid Council invests in local organizations working with children and youth around The United Kingdom. Our global grant-making programs address a wide range of social justice issues, including education, gender equity, youth empowerment, disability, and freedom from violence and exploitation. Youth Aid Council has a strong commitment to protecting those most at risk and to act as a role model for child and Youth in the Uk. Although children and youth may be extremely resourceful and resilient, they are also particularly vulnerable to abuse due to their lack of status and power, their stage of development, and their reliance on adults. We recognize that:

Organizations and professionals working or in contact with children and youth have a duty to ensure safety and well-being. • The welfare of the child is a paramount consideration, as enshrined in the UN Convention on the Rights of the Child.
All children and youth have an equal right to protection, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation, or gender identity.
It is our responsibility to minimize the harm that may be done as a result of our activities.

This Global Safeguarding Policy reflects our commitment to respect, promote, uphold, and protect the rights of the child and young people as set out in the UN Convention on the Rights of the Child and in line with Youth Aid Council values.

Accountability Safeguarding is the responsibility of all. The procedures and processes contained in this Policy apply equally Youth Aid Council (Directors, trustees, committeemembers, senior leadership team, all staff and volunteers)

To guarantee the effectiveness of this Policy, Youth Aid Council will ensure that:

There is a designated director for safeguarding.
There is a Member designated safeguard lead (DSL).
There is a Member Safeguarding Team that meets at least Two times per year, ahead ofBoard meetings, to monitor organizational safeguarding practices and promote learning.
An update on safeguarding is given by the designated director at each Board meeting and a board of trustees meeting.
Implementation and effectiveness of this Policy is reviewed annually, and the Policy is updated annually based on findings and/or whenever there is a relevant change in the law.
A safeguarding report is presented to the Board of trustees on an annual basis.

Youth Aid Council will treat any breach of this Policy seriously. Failure to comply with this Policy may incur sanctionsranging from disciplinary action (including possible dismissal) to termination of contracts orpartnerships, and where appropriate, may result in referral to the police or other relevant authorities.

Safeguarding Roles and Responsibilities

Designated Board Member/Trustee for Safeguarding

To be the point of contacts within the Board and of trustees, respectively, for any issues relating to safeguarding
To support the senior leadership in managing any safeguarding concerns/investigations that may affect the reputation and standing of the organization
To report any serious global safeguarding incidents to the Charity Commission, as appropriate or required by applicable law or this Policy

Member Designated Safeguard Lead (DSL)

To promote awareness of this Safeguarding Policy and monitor its implementation
To act as a source of support and information for staff and others who are required to comply with this Policy, and where appropriate, grassroots partners, on safeguarding issues
To identify training needs and provide capacity development where needed
To maintain clear records of any child protection concerns that are reported and the actions taken to address these concerns

Safeguarding Team

Key individuals within the Youth Aid Council make up the Safeguarding Team. These are the DSL, the designated director and trustee for safeguarding, the president and CEO (person responsible for safeguarding), the vice president of programs, and the designated staff member on the Governance Committee. The aims of the team are:

To promote consistency in the implementation of the Safeguarding Policy across the organization.
To analyse data on safeguarding incidents and to generate learning and improve practice.
To develop tools and training to support the implementation of the Safeguarding Policy.
To conduct an annual review of safeguarding implementation and effectiveness across the organization.
To coordinate an annual report on safeguarding for the Youth Aid Council of trustees.

Contact Details

safeguading@youthaidcouncil.org

Definitions

Children

While the definition of a child varies around the world, this Policy refers to an individual under the age of 18, in line with the UN Convention on the Rights of the Child.

Youth

An individual between the ages of 18 and 24, in line with the upper age limit in the UN definition of youth.

Unless otherwise noted below, all references to children in this Policy should be read as a reference to children and youth.

Safeguarding

Child and youth safeguarding is the responsibility that an organization has to develop and implement policies and procedures designed to ensure that its staff, operations, and programs do not harm children and youth; that they do not expose children or youth to the risk of harm or abuse; and that any concerns the organization has about children or youth’s safety within the communities in which it works are reported to the appropriate authorities, as appropriate.

Safeguarding means:

Protecting children from abuse and maltreatment
Preventing harm to children’s health or development
Ensuring that children are provided with safe and effective care
Taking action to enable all children to have the best outcomes.

Child protection is part of the safeguarding process. It focuses on protecting individual children identified as suffering or likely to suffer significant harm. This Policy includes response and reporting procedures, which detail how to respond to concerns about a child.

Harm and Abuse

According to the World Health Organization “child abuse” or “maltreatment” constitutes “all forms of physical and/or emotional ill-treatment, sexual abuse, neglect or negligent treatment or commercial or other exploitation, resulting in actual or potential harm to the child’s health, survival, development or dignity in the context of a relationship of responsibility, trust or power.” It is important to recognize, however, that definitions of abuse vary significantly across locations. Harm may also be caused to children or youth in ways that do not meet the threshold of “abuse” or do not fit easily within traditional definitions. For the purposes of this Policy, the staff of Youth Aid Council and others required to adhere to this Policy should be alert to any actions that may cause harm to children or youth, whether these reach the threshold of abuse or not and whether the harm is caused intentionally or unintentionally, or directly or indirectly.

Safeguarding within Human Resources

Safe Recruitment

Youth Aid Council seeks to recruit staff who are committed to the highest standards of personal and professional conduct. This goes beyond simply complying with protocols and extends to ensuring that individuals have an appropriate set of personal and professional values and are committed to promoting the safety and well-being of children and youth.

Recruitment of Staff

All staff is required to provide two references (phone and email references), as well as a copy of an official photo ID as proof of identity, and these items are stored securely in personnel files.
For staff roles that include contact with children and youth, questions are included in interviews relating to safeguarding.
Compliance with the Safeguarding Policy is a contractual requirement for each staff member.
The level of background check is determined by the following:
The type of activity the individual is engaged in at Youth Aid Council and the level of potential risk this poses to children and youth, and
The frequency of unsupervised contact with children and youth at the Youth Aid Council.
To the extent available (taking into account cost and other factors), DBS checks shall be obtained.

Board of Directors, Board of Trustees and Committee members

In order to support our Boards in understanding safeguarding, this Safeguarding Policy is included as part of the Board Orientation Manual. An acknowledgment of receipt of this Global Safeguarding Policy is included in the onboarding forms that directors/trustees sign when joining the Boards. All directors/trustees are required to provide at least one reference (reference names and contact information), as well as a copy of an official photo ID as proof of identity, and these items are stored securely in personnel files.

Staff Training and Support

Youth Aid Council shall provide training and support designed to ensure that staff and others required to comply with this Policy understand their safeguarding responsibilities and have the knowledge and skills necessary to fulfill their obligations.

Compliance with this Policy is a requirement in all employees’ contracts.
All staff receives an induction on safeguarding within the first month of work. If they are regional staff, they also receive context-specific induction delivered by their regional program director supported by the DSL.
Capacity development on safeguarding is provided across the organization on an annual basis, including refresher training within three months of the Safeguarding Policy being updated.
Staff with specific responsibilities for child or youth safeguarding receive regular specialist capacity development and have access to the resources and tools necessary to execute their responsibilities.
Supervision of staff and volunteers shall be provided where appropriate.

Volunteers and Interns

Volunteers and interns follow the same safe recruitment process as staff.

Associates of Youth Aid Council include consultants, contractors and service providers whose work for Youth Aid Council involves direct or indirect contact with children and youth (to the extent such contractors or providers are legal entities, then the references to Associates shall refer to those individuals whose work for Youth Aid Council through such entities involves direct or indirect contact with children and youth).
Associates are provided with a copy of this Policy prior to work commencing, which they must read and sign a commitment to adhere to.
Expectations with regard to safeguarding are explained in induction prior to undertaking assignments that involve direct or indirect contact with children and youth.
Contracts for Associates include a clause requiring compliance with this Policy and the consequences of a breach.
Associates of Youth Aid Council partners must adhere to the partner organization’s own safeguarding policies during the duration of the partnership.
Background checks are completed on Associates contracted by Youth Aid Council to work directly with Youth Aid Council partners where they may come into contact with children and youth:
- All Associates whose work involves direct or indirect contact with children and youth must provide Youth Aid Council with two independent references that are verified by telephone or email. References cannot be family members and must have known the candidate for longer than two years.
- For all Associates whose work involves direct or indirect contact with children and youth, a DBS, or other government background check obtained in the past two years must be produced. If one is not in place, Youth Aid Council will ensure that one is completed prior to any contact with children or youth. Where such checks are not available, Youth Aid Council reserves the right to call references to seek further information about the candidate’s practice in relation to children and Youth.

Visitors

When Youth Aid Council guests participate in partner visits with our staff, we will ensure that:

There are a clear purpose and reason for their visit (e.g., donor visiting a project, volunteer from a corporate partner offering a brief training session).
We provide a review of relevant local context and customs.
We provide them with a copy of this SafeguardingPolicy, and they are briefed on any additional safeguarding measures required by the partner and they commit in writing to comply with the Policy and partner-specific safeguarding measures.
They are not left unsupervised at any time with children and youth.

Youth Aid Council Safeguarding Code of Conduct

All Youth Aid Council personnel should be aware of their impact in their local context and should familiarize themselves with different cultural norms prior to going out into the field. This Safeguarding Code of Conduct outlines the behavior we expect of all our directors/trustees, senior leadership team, staff, Associates, volunteers and interns, and others visiting Youth Aid Council programs or Youth Aid council-supported programs at Youth Aid Council request or instruction. It aims to help us protect children and youth from abuse but also serves to protect from allegations of inappropriate conduct.

Any breach of this code will be taken seriously and investigated. This may result in disciplinary action(including termination) and/or referrals to relevant authorities such as the police or social services.

Responsibility

Ensure that you have read and follow Youth Aid Council policies and procedures at all times.
Never engage in any action that harms or exploits children or youth.
Never engage in illegal activities or use illegal substances.
Never behave in ways that are contrary to the values and mission of the Youth Aid Council or could negatively affect the organization’s reputation.
Never smoke or consume alcohol while on-site at Youth Aid Council funded partner organizations.
Report all allegations or suspicions of abuse immediately, using the Youth Aid Council reporting procedures outlined at the end of this Policy.

Rights and Respect

Respect differences and never discriminate on the grounds of gender, sexual orientation, culture, race, ethnicity, disability, and religious belief systems.
Never act in a way that could be perceived as threatening, including the use of physical punishment or physical force to manage children or youth.
Listen to children and youth and take their contributions seriously.
Never make sarcastic, insensitive, derogatory, or sexually suggestive comments or gestures to or in front of children and youth.
Respect a child or youth’s right to personal privacy and use caution when discussing sensitive topics.

Relationships with Children and Youth.

Ensure that there is more than one adult present during interactions with children and youth.
Avoid spending excessive time with anyone child or youth or otherwise showing favoritism.
Never give money or a gift of any kind to individual children, youth, or their families. If you wish to give a gift to a child or youth, this must be agreed upon with the project staff in advance.
Never give children or youth your personal contact details (cell number, email, or address) or have contact with them via a personal email, phone, or social media account.
Never take a child or youth to your home, hotel, or any other private space.
Never engage in any form of sexual contact with a child or youth. Mistaken belief regarding the age of a child or youth is not a defense.

Social Media Use

Never directly post images or stories about children or youth who are engaged with the Youth Aid Council and/or our partners on your personal social media accounts. Consent, when obtained, is given to Youth Aid Council as an organization and not to the individual for personal use.
Never accept contact requests or engage via personal social media with children or youth you have met through Youth Aid Council or our partners, and please report and forward requests to the DSL.
Always think twice about what you post/share and what implications this may have for the organization.
Never upload or post any racist, defamatory, obscene, or abusive content.

Upholding This Safeguarding Code of Conduct.

If you become aware of any breaches of this code, please follow the procedure below:

Report to your direct supervisor.
Confidential reports can be made to the DSL.
If the breach is not promptly addressed, escalate to the DSL, or if necessary, to the President, (person responsible for safeguarding).

A person may report on an anonymous basis, although that may impede the DSL’s ability to thoroughly investigate the allegations. No person who makes a report in good faith will be subject to retaliation of any sort. In this regard, any report shall be subject to the protections afforded by the Youth Aid Council Whistle-blower policy.

Program Management

Grantmaking

Youth Aid Council has a legal and moral obligation to take all reasonable steps to prevent foreseeable harm in any activity or interaction it is responsible for. This includes a responsibility to ensure that partners receiving our equipment have the competence to fulfill their obligations safely and have the policies and procedures in place to prevent harm or abuse to children and youth.

Youth Aid Council is legally accountable for ensuring that the organization’s equipment is used properly and that due diligence checks are conducted to identify and verify who our partners are, to ascertain that they have the capacity and skills to deliver initiatives safely, and to monitor their activities and conduct. This responsibility is delegated to the president of programs, the director of Equipment,

To ensure that our Commission of equipment function is working to safeguard children and youth, the following measures are in place:

Due diligence checks of all prospective partners are completed, including a review of the policies, procedures, and processes that are in place to safeguard children and youth.
Partners must fulfill the terms of their Letter of Agreement, which includes having a safeguarding policy in place by the end of the first full year of funding and committing to comply with this Policy in the interim.
Where personally identifiable data, including research involving children and youth, is shared between Youth Aid Council and the partner, a written data-sharing agreement is developed that covers the standard guidelines for ethical research of human subjects, including informed consent where relevant. • Where necessary, Youth Aid Council provides additional capacity development to ensure the appropriate safety practices and policies are in place to ensure children and youth are safeguarded.

Visits to Partners

When visiting Youth Aid Council partner organizations, Youth Aid Council personnel must adhere to the partner’s own safeguarding and child protection policies and processes for the entire duration of the visit, as well as this Policy, including the Youth Aid Council Safeguarding Code of Conduct, while in the field. It is recommended that this information be requested prior to the visit wherever possible, to ensure adequate preparation is made.

Should our partners be concerned about the behaviour of Youth Aid Council staff or others subject to this Policy, they can report their concerns by emailing our DSL directly or via the website. Youth Aid Council will investigate all reports, and the fact of notifying Youth Aid Council of concerns will not impact the equipment relationship between Youth Aid Council and the partner organization.

Adaption to the Local Context

When working in different areas of the world, Youth Aid Council believes that:

Every child and youth has the right to be protected from all forms of violence, abuse, and maltreatment, irrespective of their nationality, race, religion, or socioeconomic status.
Respect for local laws and customs is critical in following the appropriate reporting and response procedures when working with our partners to keep children and youth safe in diverse contexts.

We understand that each country in which we operate has a different approach and understanding of what safeguarding means. Our regional programs teams will play a key role in supporting our partners to ensure that they are meeting the local context, as well as in ensuring that the Youth Aid Council Safeguarding Policy remains fit for purpose within the context of local law and customs.

No matter where our staff, consultants, volunteers or interns are in the world when visiting our partner organizations, if they see something that makes them feel uncomfortable or they become worried about someone’s safety, they must report directly to the DSL and, if appropriate, to the person responsible in the partner organization. If the concern is about the partner, then this must be reported immediately to the DSL. If a child or youth is in immediate danger, Youth Aid Council staff, consultants, volunteers, and interns must call the relevant local authorities and then report immediately to the DSL (see reporting and response procedures on page 13).

Supporting Our Partners in Upholding Their Safeguarding Practices Youth Aid Council recognizes that there is an inherent power dynamic between Find Equipment and partner. We want to create relationships that enable organizations to discuss with us, without fear of recrimination or of their funding being suspended, any safeguarding concerns they have, whether within their organization or about other organizations (including foundations and other donors). Through our capacity development resources, we aim to support our partners in developing robust safeguarding practices and help where they face challenges.

Children and Youth Participation

The United Nations Convention on the Rights of the Child establishes children’s right to participate and to have their views taken into account in matters that affect them. For the purposes of this Policy,

participation is understood to be activities or initiatives where Youth Aid Council invites children or youth to take an active role in the delivery of our initiatives or to share their views, ideas, and experiences as partof our work.

Risk assessments are conducted prior to any long-term participatory activities involving children or youth and result in a Risk Management Plan that addresses all aspects of child safety, including digital safety.

Participation

In order to safeguard their needs, children, and youth (and their parents/guardians) are provided with information in advance that explains the initiative and the role they are being asked to fulfill. They are given time to consider the request, and it is made clear that participation is voluntary.
Where children or youth agree to participate, a written agreement is produced outlining Youth Aid Council’s expectations of them, the support they can expect from Youth Aid Council, and the extent/limit of their ongoing involvement. The agreement is signed by the child/youth and their parent/guardian, confirming their informed consent to participate. Separate consent is obtained for the use of any information provided by children and youth.
Children and youth should not incur costs as a result of their participation (e.g., travel, materials, meals, refreshments). They are reimbursed in advance for any costs related to participation.
Children and youth are given clear feedback on the impact of their involvement, the outcome of any decisions, next steps, and the value of their involvement. Feedback is sought about their satisfaction with the participation process and ways in which it could be improved.

Facilitators of Children and Youth Participation

Staff and consultants facilitating participation by children and youth are provided with appropriate training and tools to enable them to work effectively with children and youth. This includes, at a minimum, training on the safeguarding measures to be implemented throughout the initiative.
Staff and consultants are expected to review this Policy before any involvement in child or youth participation to ensure they are confident in their knowledge of the reporting procedures.
The DSL should be notified before any child or youth participation is due to take place to ensure that staff and consultants are fully supported to carry this out safely.

Safeguarding Youth Aid Council Communication

In our marketing and communications, Youth Aid Council believes in:

The best interests of the child/youth: The public use of images and communication of children and youth inevitably poses potential risks. Where there is a risk of potential negative consequences for children and youth, we make decisions that favor their safety and protection.
Dignity: In our communications, we uphold the rights and dignity of the child or youth, their family, and the wider community. We do not use language or images that stereotype, degrade, or shame children and youth.
Privacy: Youth Aid Council upholds every child and youth’s right to privacy. The sharing of information is kept to the minimum necessary to achieve wider goals, and we never share information that could put a child or youth at risk.
Accuracy: The organization’s portrayal of individuals or groups must not be manipulated or sensationalized in any way, but instead should provide a balanced depiction of their life and circumstances. We keep children and youth safe in our communication by following these guidelines:
Where children or youth are survivors of violence or human rights violations, both the child/youth (and their parent/guardian) and the partner must give informed consent to their communication being told. Where consent is given, photos may be taken of the child or youth.
Consent must be obtained before taking photographs of children and for images to be used on social media, in recognition of the specific risks associated with posting imagery on the internet. Consent via partner is acceptable if the partner has consent for images to be taken from participants and/or their parents/guardians.
All content, publications, and presentations featuring children or youth are reviewed by at least two Youth Aid Council team members, including at least one member of the marketing and communications team, to ensure that no child or youth is put at risk. Where doubts exist, content decisions will be discussed with the DSL.
Images that could be considered sexually provocative or where children or youth are not fully clothed are not used.
Youth Aid Council obtains informed consent from partners when using their own imagery, and the partner must confirm that it has obtained appropriate consent from the children and youth pictured.
Consent documentation is communicated by the marketing and communications team.
If we receive a request to remove a photo from our archives, we will do this promptly.

Children’s Voice in communication.

Whenever possible, children and youth are given the opportunity to provide their own accounts and personal narratives, rather than having people speak on their behalf. When using content created by children and youth, we share the right to use it with the partner involved provided we have received any necessary consent to do so.

Refusing to Participate

Youth Aid Council partners can refuse to participate in marketing activity if this has a safeguarding consequence for their organization. This will not impact the funding relationship with youth Aid Council, nor will it prevent the partner from being involved in marketing at a later date.

Reporting and Response Procedures

When a child safeguarding concern if brought to your attention – ACT.

Act on your concerns. If in doubt, speak out!
Child-centered. The protection of children is the most important consideration.
Time counts. Ensure timely, effective, confidential, and appropriate responses to child safeguarding issues.

It is the responsibility of all to take seriously any concerns, complaints, allegations, suspicions, or incidents involving children and youth. Reporting these concerns to the DSL is a Youth Aid Council mandatory requirement. Failure to report will be considered a serious breach of Youth Aid Council’s Global Safeguarding Policy and could result in termination. There shall be no retaliation of any sort against any Youth Aid Council personnel reporting in good faith in accordance with the policies of the Youth Aid Council in effect from time to time.

Please follow the Youth Aid Council reporting and response procedures on page 15.

Youth Aid Council Internal Safeguarding Procedures Concerns about harm or abuse must be internally reported where:

You observe concerning behaviour/abuse to a child or youth.
The alleged perpetrator is a Youth Aid Council staff member, visitor, or associate, or a member of the staff of a partner organization.
The alleged perpetrator is a member of the child’s family or community or is unknown to the child.
The alleged perpetrator is also a child, although responses should take into account the protection and safety of both the child victim and the alleged child abuser.
The abuse is historical. Most abuse is not disclosed until many years after it has occurred, but the risks of harm to children or youth may persist and require investigation.
The report is anonymous as this does not automatically mean that it bears less substance but may indicate fear of reprisal, shame or other barriers to disclosure. Duty of Care Youth Aid Council has a legal and moral obligation to respond to cases of harm and abuse when these are identified through our engagement with children and youth. We must not, however, initiate interventions or offer advice that requires specialist child protection expertise, as this is outside our area of competence and could inadvertently result in further harm to the child. Details of concerns are treated with the highest degree of confidentiality and only shared with the minimum number of people necessary to ensure the safety of the child and consistent with our legal obligations. The responsibility for decisions and actions rests with the Youth Aid Council as an organization and not with any individual. Staff, Associates, volunteers, and interns must not act in isolation but must consult with Youth Aid Council’s DSL and/or their direct supervisor before taking any action in response to child protection concerns (except in the case where a child or youth is in immediate danger, in which case call the police and/or relevant authorities immediately (or if there are legitimate concerns around the appropriateness of reporting to authorities take in-country advice on appropriate steps).

Youth Aid Council understands the need to make decisions that are appropriate and effective in the local contextand take into account local laws, culture, etc. Generally, the local partner organization will take thelead in decision-making, following their safeguarding procedures, unless it is a concern about the partner, in which case local expertise/advice may be sought via Youth Aid Council contacts/network.

A central database of all safeguarding incidents is maintained. The data is anonymized but is analysed regularly by the DSL and the Safeguarding Team to evaluate the effectiveness of the response, identify gaps in resources and knowledge, and develop methods to improve practice. This evaluation is recorded in the Safeguarding Team’s annual report to the Board. Access to records is limited to the DSL, regional program directors, and the person responsible for safeguarding. Access by other individuals requires permission from the DSL.

Managing Disclosures

Youth Aid Council staff may find they are the recipient of a disclosure by a child or a partner in the field. These bullet points should offer some direction in how to receive this disclosure safely and appropriately and follow the correct next steps:

Is the child safe? If not, how can we ensure their safety?
Reread the Global Safeguarding Policy.
Think about what you might say/do and how you might present it before it happens.
Try to be available to be spoken to. The child/youth may not be ready when you are.
Listen carefully without interrupting. When it is appropriate, ask questions to clarify the allegation, but remember you are there to clarify facts, not to conduct an investigation.
Take any disclosures seriously, even if you cannot see any injury that would support the story.
Be sensitive—arrange a safe and private environment.
Stay calm—don’t show shock or horror.
Be reassuring—tell the child/youth that they were right to tell and have done nothing wrong. • Be responsive—acknowledge how difficult it was for the child/youth to tell, explain what needs to happen next.
Be honest—don’t make promises that you can’t keep.
Be supportive—put arrangements in place for initial support.
Don’t promise confidentiality.
Don’t delay action in response to disclosure.
Don’t be afraid of being wrong or be concerned about starting an investigation.
Don’t pre-judge what you are told or make assumptions.
Before taking any further action, immediately contact the DSL or, if unavailable, your supervisor to discuss the next steps. They will work with you to decide who should be informed of the child’s network.
At the earliest opportunity, make a written record.

Decisions about referrals of the child/youth to wider agencies (e.g., for counseling or psychosocial support) should be led by the child/youth, the partner organization (if applicable), and/or a trusted adult they identify, not Youth Aid Council. Youth Aid Council will, however, provide details of support services that have been vetted as child-friendly by either Youth Aid Council, our consultants, our partners, or a recognized child protection agency.

Concerns involving Youth Aid Council staff, Associates, consultants and volunteers

DSL informed immediately.
DSL informs the designated Board member/trustee for safeguarding.
Regardless of region, the designated Board member/trustee informs the UK Charity Commission, as appropriate.
The staff member may be suspended, pending investigation.