Safeguarding Policy
SAFEGUARDING POLICY AND PROCEDURES
- Purpose
1.1. Todmorden Town Twinning Association exists to promote and develop social, cultural, educational, recreational, economic and municipal links between Todmorden, and the surrounding district with local communities in other countries. The Society aims to make a positive contribution to the furtherance of peace and understanding between nations.
1.2 This policy is a recognition Todmorden Town Twinning Association has a responsibility and is committed to the safeguarding the welfare of all children, young people and vulnerable adults. It sets out our principles, what we are seeking to achieve, our procedures to prevent or respond to allegations or suspicions of abuse of children, young persons or vulnerable adults, Appendix 1. to this policy identifies some signs and indicators of abuse and neglect.
1.3. The purpose of this Policy and related procedures is to:
- Promote the welfare of children, young people and vulnerable adults and protect them from harm.
- Prevent harm occurring through early identification of risk and appropriate timely intervention.
- Identify member’s, volunteer’s or associated persons responsibilities in
dealing with reports or suspicions of abuse.
- Provide clear and robust guidance on how to handle these concerns.
- Develop good practice between ourselves and all our partner organisations in the promotion and protection of children, young people and vulnerable adults.
1.4. Nothing in this policy should be interpreted as being an alternative to, or a reason for delaying reporting directly to the appropriate agencies concerns that a child, young person or vulnerable adult in the wider community may be a victim of abuse, neglect, exploitation etc. How to contact those agencies is shown at Appendix 2.
- Scope
2.1. This Policy and related procedures deals with the safeguarding and protection of
children and vulnerable adults from abuse, who are defined as:-.
- Child or young person – a person under the age of 18 years.
- Vulnerable Adult – a person aged 18 or over, who is or may be in need of community care services by reason of mental or other disability, age and who is, or may be unable to take care of him or herself or unable to protect him or herself against significant harm or exploitation.(definition - Department of Health – No Secrets 2002)
- Abuse – see Appendix 1. for more details, but briefly means, neglect or acts of omission, physical, sexual, psychological, emotional, financial or material abuse.
- Principles
This policy and related procedures are based on the following principles.
3.1. Todmorden Town Twinning Association seeks to provide a safe environment for children, young persons and vulnerable adults who participate in our activities in the U.K. or abroad.
3.2. Todmorden Town Twinning Association recognises that abuse can occur anywhere and anyone can be subject, therefore all allegations of abuse will be taken seriously and treated in accordance with the Society’s procedures outlined in the Procedure document for this policy.
3.3. Members of the Association, volunteers or those assisting in our activities will listen, record and report all concerns, disclosures and allegations of abuse in accordance with this policy and procedures, promptly and in confidence.
3.4. A respect for the right of children, young persons, and vulnerable adults, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity to be protected from abuse and exploitation.
3.5. Appoint a designated person with responsibility for safeguarding. In his/her absence
this role will be fulfilled by the Association Chair or person with responsibility for a
specific event or visit. That person is shown in this Policy document at para. 6.6;
also in the Procedures document; at para 1.2; and in Appendix 2
3.6. The designated person, anyone acting for the time being fulfilling that role, volunteer or any member WILL NOT investigate concerns, suspicions or complaints of abuse - this is the role of the Police, Calderdale Children/Social Care, NSPCC or other statutory agencies.
3.7. Regardless of whether a Police and/or Calderdale’s Children’s Social Care investigation follows a referral of concerns/suspicions of abuse Todmorden Town Twinning Association will conduct a thorough review of this policy, procedures and implementation.
3.8. Notwithstanding paragraph 3.7 above Todmorden Town Twinning Association will review annually this policy and procedures, or sooner in response to a reported instance of poor practice.
3.9. Todmorden Town Twinning Association will make this policy and procedures available to all members, volunteers, parents/guardians/carers of children, young person and vulnerable adults, and its implementation may mean we refer concerns/suspicions to investigative agencies in the interest of the child, young person or vulnerable adult.
- This policy will be implemented in the following ways:
4.1. Todmorden Town Twinning Association will provide and keep up-dated a Procedures document available (electronically) to all members, volunteers, persons assisting which outlines the action to be taken if they are aware, suspect or have concerns a child, young person, or vulnerable adult is, or may be a victim of abuse. Plus useful U.K. and Continental telephone numbers of where to report abuse.
4.2. Todmorden Town Twinning Association will not allow a child or young person 17 (seventeen years of age or under to travel on any visit overseas organised by this Society unless accompanied by a parent, guardian, carer, or an accredited responsible adult.
4.3. If a child/young person or vulnerable adult wlll be travelling unaccompanied by a parents, carer, guardian or immediate family member. The Society must be informed in writing in advance if they consent for their child, young person/adult to travel and provide details of a responsible adult who will be accompanying and taking responsibility for the care and welfare of the chid/young person.
4.4. An Immediate family member for the purpose of this policy will mean grandparents, siblings (including step or adopted) 18 years of age or over, aunts and uncles or In the case of a vulnerable adult will brothers, include brothers, sisters, sons and daughters over the age of 18 years.
- 5. A form shown at Appendix 4 must be completed and signed by the parent, guardian or carer and signed by the responsible accompanying adult. The completed must sent to the Secretary of the Society before arrangements for travel/accommodation are undertaken by the Society.
- Responsibility for obtaining a child/young person/vulnerable adult’s travel insurance will always rest with his/her parent/guardian/carer or responsible adult.
4.7. In any visit or activity organised by Todmorden Town Twinning Association or in which it is a participant there is an indication or concern that a child or young person from another country, or being a UK resident is seeking to travel abroad, is accompanied by an adult whose relationship is “uncertain,” the Society’s designated person will seek clarification from the organiser of the visit. In the case of a UK citizen(s) seeking to travel abroad advice should be sought from Calderdale’s Safeguarding Board. (That agency referred to hereafter in this policy as CSB)
4.8. When arranging host families/accommodation the Society and its affiliated groups will take into account as far as is reasonably practicable information provided in advance about any special requirements, dietary cultural, allergies, accessibility, or gender appropriate hosts.
4.9. Members, volunteers etc. must refer any concern or suspicion to the Society’s dedicated safeguarding member promptly, who will undertake to contact external agencies.
4.10. Todmorden Town Twinning Association will support anyone, who in good faith reports his or her concerns that a member, volunteer/person assisting is, or is suspected of the abuse of a child/young person/vulnerable adult. In this context, anyone and fellow member etc. includes those associated with our international partner organizations.
4.11.All members, volunteers, persons assisting in the Society’s activities will treat all children/vulnerable adults with dignity and respect in attitude, language and actions.
4.12.Members of Todmorden Town Twinning Association and volunteers will comply with and ensure compliance with the Health and Safety Control strategies for activities for children or vulnerable adults organized by The Society or by any affiliated organization.
4.13. Members of the Society and/or any volunteers will not engage in any unsupervised
capacity or in any organized activity involving direct contact with children or vulnerable
adults, whether such activity is organized by The Society or an affiliated organization
unless a Disclosure and Baring Service check has been carried out.
. 5. Confidentiality
5.1. Confidentiality and trust should be maintained as far as possible, but the safety and welfare of the child/vulnerable adult remains the overriding concern. The degree of confidentiality will be governed by the need to protect the individual and therefore complete confidentiality cannot be guaranteed especially if the services of a translator are required.
- Administrative arrangements.
6.1. Todmorden Town Twinning Association will keep securely a written record of all children/vulnerable adults attending visits, or any organised residential activity.
6.2. The recommendation of The Disclosure and Barring Service is The Society does not accept DBS checks from organisations an individual has worked/volunteered previously.
6.3. Society members may from time to time co-operate with an external organization to organise activities on behalf of the Society’s which involves the unsupervised access to, or direct contact with children/and or vulnerable adults, such members must submit their personal information to apply for a Disclosure and Barring Service certificate if so required by that external organization.
6.4. Members, volunteers and any paid workers used by the Society’s for events/activities organized by The Society which involves direct contact with or the unsupervised access to or direct contact with children and/or vulnerable adults must be in possession of a current Disclosure and Barring Service certificate.
6.5. The Todmorden Town Twinning Association will always seek from any affiliated organisation a copy of their Safeguarding/Child Protection Policy Health and where appropriate Safety Control strategies for activities for children or vulnerable adults with which the Society may be involved.
6.6. The current Designated Safeguarding Member for Todmorden Town Twinning Association is:- Elaine Jackson
This Policy and related Procedures were adopted and approved on:-
Date 3rd February 2025
Signed .Ben Jancovich . (President)
..Janet Peter. (Secretary)
PROCEDURES DOCUMENT
1.1. Anyone with an immediate concern about the safety or welfare of a child, young person or vulnerable adult should contact the Police U.K - 999 telephone system, or if abroad inform the Police in that country or cause for them to be contacted without delay. Immediate concern means an individual is in, or very likely to be in, immediate danger of sexual physical violence abuse or harm.
Appendix 2 has Emergency Nos. for the French and German Police. Access will probably require the assistance of an interpreter, the Appendix also has a general European number to contact emergency services.
.
1.2. Anyone with a concern or suspicion concerning the abuse of a child, young person, or vulnerable adult in circumstances other than an emergency should immediately inform the named member with responsibility for safeguarding. In his/her absence this role will be fulfilled by the Society’s President or the person with responsibility for a specific visit or event.
The current named member with responsibility for safeguarding is:-
Appendix 2 has French, German and Italian non-emergency numbers to seek
advice or report abuse etc.
1.3. There are no reciprocal arrangements/procedures between CSB and similar agencies in other countries. The responsibility for safeguarding rests with the relevant agencies where the person is normally domiciled. If during the course of a visit or activity there are concerns a child, young person, or vulnerable adult visiting from another country, may be at risk of harm, anyone with a concern will.
- Contact the Police if there is immediate concern about the safety or welfare of a child, young person or vulnerable adult.
- If there are no immediate concerns - inform the Society’s dedicated person or in his/her absence the Society’s President, who will make a written record and inform the dedicated/named person or individual for the time being fulfilling that role from the visiting organization.
- Alternatively if there are no immediate concerns nothing in this policy should constrain anyone from contacting directly an agency in the child, young person or vulnerable adult’s home country – see Appendix 2
1.4. A child, young person, vulnerable adult may at any time during an activity organised by the Society in the course of conversation with a member, volunteer, person assisting etc say something that directly or indirectly gives rise to concerns or suspicions they are subject of abuse. In those circumstances:-
- A written record should be made of what was said using as far as it is possible the child’s own words/expressions, names, places.
- Record time and date, it should be signed by the member etc.
- Retain written record.
- Under no circumstances should the matter be discussed with anyone other than the Society’s dedicated safeguarding person.
- Under no circumstances should confirmatory/investigative enquiries be undertaken with any other person.
- Inform the Society’s dedicated person as soon as possible, the absence of that individual. should not delay in contacting CSB.
- If this disclosure is made whilst visiting another country i.e. abroad, the dedicated person should still inform CSB or the appropriate agency where the child, young person or vulnerable adult lives.
- Appendix 3 provides some useful information on some helpful phrases and what not to say to the child/young person/vulnerable adult.
1.5. Upon being informed of a concern or suspicion of abuse TTTA designated safeguarding member or other person fulfilling that role will:-
- Make a written record as soon as possible, time/date person reporting nature and brief details of concern/suspicion.
- Assess the information quickly and carefully and ask for further information as appropriate.
- That assessment should take into account any risk on an immediate threat of serious injury or harm.
- Inform CSB.
1.6. The safety and well being of the child/young person/vulnerable adult is and always remains the priority. If any member, volunteer, etc has reason to believe the designated person(s) as defined has not responded appropriately to an allegation or concerns they should contact CSB directly, or in the case of a child etc not resident in the U.K. an agency for the relevant country – useful numbers are shown in Appendix 2.
1.7. All members, volunteers, persons assisting or associated with the Society in the course of an event should follow child protection and vulnerable adult guidelines including the code of behaviour.
1.8. All members, volunteers, persons assisting or associated with the Society should contribute to the development of safe practices, by challenging poor, unsafe, or inappropriate behaviour and language.
1.9. If Todmorden Town Twinning Association participates in an event or visit exclusively for young people will arrange or otherwise ensure Disclosure and Barring Service checks are undertaken for its members and/or volunteers.
APPENDIX 1.
What is Abuse?
Defining abuse is complex and rests on many factors. The term “abuse” can be widely interpreted. However, “abuse” is defined in the Department of Health No Secrets guidance as the “violation of an individual’s human and civil rights by any other person or persons.” Abuse may happen as the result of deliberate intent, negligence or ignorance. Here are some examples of abuse.
- Physical abuse - This includes hitting, slapping, pushing, kicking, misuse of
medical/chemical restraint or inappropriate sanctions.
- Sexual abuse - This includes rape and sexual assault or sexual acts to which the child/vulnerable adult has not, or could not, consent and/or was pressured into consenting.
Ø Comments about sexual activity. Sexual knowledge or comments which are not what you would expect from a child.
Ø Sexual behavior which is not what you would expect from a child
Ø Unexpected reactions of fear or wariness to people
- Repeated urinary or genital infections
- Pregnancy/sexually transmitted diseases
- Unexplained gifts – also consider grooming
- Psychological/emotional abuse - This includes emotional abuse, cyber bullying, threats of harm or abandonment, deprivation of contact, humiliation, verbal or racial abuse, forced marriage, isolation or withdrawal of services or supportive networks.
Examples of what to look out for
- Withdrawn, anxious behavior, lack of self-confidence
- Self-harm and eating disorders
- Demanding or attention-seeking behavior
- Unwillingness to communicate
- Repetitive, nervous behavior such as rocking, hair twisting or scratching
- Financial or material abuse - This includes theft, fraud, exploitation; pressure in connection with wills, property, inheritance or financial transactions; or the misuses or misappropriation of property, possessions or benefits.
- Neglect and acts of omission - This includes ignoring medical or physical care needs; failure to provide access to appropriate health, social care or educational services; the withholding of the necessities of life, such as medication, adequate nutrition and heating.
Some examples:-
- The child’s clothes are often dirty, scruffy or unsuitable for the weather.
- No one seeks medical help when child is ill or hurt
- The child is smelly and dirty
- The child is left alone or with unsuitable carers
- The child is thin, pale, lacking in energy
- Lots of accidents happen to the child.
- The child is exposed to risks or dangers, such as dangers in the home or drugs or needles being left around
The above should not be considered an exclusive or even exhaustive list of the types of abuse which can be experienced by children/vulnerable adults.
APPENDIX 2.
The current Designated Safeguarding Member for Todmorden Town Twinning Association is:-
United Kingdom - Useful Numbers
The NSPCC Child Protection Helpline is a free 24-hour service that provides counselling, information and advice to anyone concerned about a child at risk of abuse. Telephone: 0808 800 5000 - Email: help@nspcc.org.uk
Specific advice about issues concerning South Asian children can be sought on the NSPCC National Child Protection Asian Helpline on 0800 096 7719. The helpline is a free multilingual service for the UK's Asian communities providing counselling, information and advice to ANYONE who is concerned about the welfare of a child,
Reporting a concern
For more information about these forms of abuse, see Appendix 1
If you are concerned contact:-
Calderdale’s Safeguarding Board on the following numbers:-
Call MAST (Multi-Agency Screening Team): 01422 393336 (in normal working hours)
Out of hours call the Emergency Duty Team (EDT) on: 01422 288000
Safeguarding Adults on (Gateway to Care): 01422 39300 or Gatewaytocare@calderdale.gov.uk
If you know of a child or young person who is living with people that are not close relatives, it might be a private fostering arrangement and you need to contact Children Social Care about this.
Europe
Dial 112 from anywhere in Europe, and an operator will connect you to an emergency service in the country you're visiting. The service functions alongside existing national emergency numbers. Operators can answer your call in their native language, English, and French.
Some useful European telephone numbers to report concerns/suspicions of child abuse are:-
France
- Police emergency (Police Nationale/Gendarmerie) – 14
- Child in danger (Safeguarding) - 119
The French 119 Child in Danger (“119 - Allô Enfance en Danger”) system was set up by legislation and comprises of a team of 50 professionals, listening, advising, orienting, providing information and in some cases transmitting information to the relevant department-based services.
Germany
- Police emergency – 110
- Kids and Youth Hotline (German speaking, but they may be able to help) - 0800 – 111-03-03
APPENDIX 3
Responding to a child/young person/vulnerable adult making an allegation etc:-
- Stay calm, listen carefully, and take it seriously.
- At the earliest opportunity explain that it is likely information will need to be shared with others, especially if they and or other s may be at risk of harm – Do Not Promise to keep secrets.
- Allow the individual to talk at their own pace, allow them to use their own words, their own expressions.
- Ask questions only for clarification. Avoid asking questions that suggest a particular answer, i.e. leading questions.
- Take pains to reassure them they have done the right thing in telling you.
- Tell them with whom you will share the information.
- Record, time, date, sign the record and to whom the information is given.
Helpful phrases to use:-
- I believe you (or other expression(s) showing acceptance of what they say.)
- Thank you for telling me.
- It’s not your fault
- I will help you.
Do Not Say
- Why didn’t you tell anyone before?
- I can’t believe that!
- Are you sure that is true?
- NEVER make false promises or promise to keep what they have told you a secret.
APPENDIX 4
CONFIDENTIAL
PARENTAL/guardianSHIp/carer
consent to travel AND PERSONAL iNFORMATION FORM
to be used when it is intended a child/young person/vulnerable adult as defind in the safeguarding policy will TRAVEL unaccompanied by a parent(s), guardian, CAREr or A member of their immediate family – DEFINED AS being grandparent(S), siblings (Adopted or step) if over 18 years OF AGE, aunt(s), uncle(s)
| NB: This form is for the information of Todmorden Town Twinning Association only, it may be regarded as insufficient to constitute a letter of consent to travel from a parent/guardian to a responsible person accompanying the child/young person which the UK Border Agency or a foreign border control may require to be produced. Please see notes 1-3 overleaf. |
|
DETAILS OF EVENT: (e.g. Visit to [name of town and country and dates.] |
|
|
| CHILD/YOUNG PERSON/ADULT |
| Full Name
(PLEASE USE BLOCK CAPITALS)
Age and date of birth: |
| Home Address (inc. postcode):
(PLEASE USE BLOCK CAPITALS)
|
|
PARENT/GUARDIAN/CARER |
| Full Name:
(PLEASE USE BLOCK CAPITALS)
|
| Home Address: (inc. postcode):
(PLEASE USE BLOCK CAPITALS)
|
| All 24 hour contact nos:
Home: Mobile:
Work: |
| IF WE ARE UNABLE TO CONTACT YOU IMMEDIATELY PLEASE PROVIDE DETAILS OF AN ALTERNATIVE EMERGENCY CONTACT. |
| Full Name: Show relationship to child/young person/adult
|
| Contact Address (inc. postcode):
(PLEASE USE BLOCK CAPITALS)
|
| All 24 hour contact nos:
Home: Mobile:
Work: |
|
Notes:- |
- Please ensure that if your child/young person is under 16 or your adult son/daughter has a valid U.K. passport up-dated with any changes of personal details and valid for the dates of travel. See information provided on gov.uk/get-a-child-passport. .......
- A letter from the person with parental responsibility for the child is usually enough to show you’ve given permission for them to go abroad.
The responsible adult accompanying your child/young person might be asked for the letter at a U.K or foreign border, or if there’s a dispute about taking a child abroad. the letter should include the other person’s contact details and details about the trip. See example of template:- www.gov.uk/government/uploads/system/uploads/attachment.
- It is your responsibility to obtain adequate travel insurance for your child/young person or vulnerable adult. Hebden Bridge Twinning Society does not provide travel insurance cover.
- If prior to the event the responsible person named below is unable to travel with the child/young person and you nominate another individual you as the parent/guardian must inform Hebden Bridge Twinning Society as soon as possible of the details of your new nominee.
| NAME OF RESPONSIBLE ADULT(S) WHO WILL BE ACCOMPANYING CHILD/YOUNG PERSON/ADULT | |||
| Full Name(s)(PLEASE USE BLOCK CAPITALS)
|
|||
| Relationship to the individual or family
|
|||
| Home Address (inc postcode):
(PLEASE USE BLOCK CAPITALS)
Home phone no. Mobile: |
|||
| DETAILS OF DOCTOR
Name/Practice, address and telephone no: (PLEASE USE BLOCK CAPITALS)
|
|||
|
- Please outline any medication which the child/young person/adult is required to take including frequency.
- Do you consent to your nominated responsible/person/supervising adult to administer this medication
YES / NO
- Does your child/young person/adult have any dietary requirements?
- Does your child/young person/adult have any allergies or food intolerances?
- Does your child/young person/adult have any cultural requirements?
- Has the nominated responsible/supervising adult accompanying your child/young person/adult been made aware of any issues or concerns you have [which will be dealt with in the strictest confidence]
YES / NO
PARENT/GUARDIAN/CARER AND ACCOMPANYING/SUPERVISING ADULT PLEASE READ AND SIGN– THIS COMPLETED FORM SHOULD BE RETURNED TO SECRETARY Todmorden Town Twinning Association BEFORE TRAVEL/ACCOMODATION ARRANGEMENTS CAN BE MADE.
PARENT/GUARDIAN/CARER TO COMPLETE AND SIGN.
I/we agree to [insert name of child/young person in block capitals]
………………………………………………………………………………………… travelling/participating in the above named visit/event.
I/we agree to [insert name of responsible adult in block capitals]
………………………………………………………………………………………………
accompanying my/our child/young person, and to be responsible for his/her care and welfare.
I/we agree to [insert name of child/young person in block capitals]
.. …………..…………………………………… receiving medication as instructed and any emergency dental treatment, medical or surgical treatment including anesthetic or blood transfusion as considered necessary by the competent medical authorities present.
I/we have been made aware of / provided with a Copy of Todmorden Town Twinning Association’s Safeguarding Policy and Procedures.
…………………………………………………………………………
NAME IN BLOCK CAPITALS PLEASE
SIGNATURE:……………………………………………..DATE: ……………………….
RESPONSIBLE/SUPERVISING ADULT TO COMPLETE AND SIGN.
I/we agree to be responsible for the care and welfare of the above named child/young person’s/adult.
I/we have also been made aware of / provided with a Copy of Hebden Bridge Twinning Society’s Safeguarding Policy and Procedures
FULL NAME OF RESPONSIBLE/SUPERVISING ADULT
………………………………………………………
NAME IN BLOCK CAPITALS PLEASE
SIGNATURE: ……………………………………………….DATE: ………………………..