Louth Area of Sanctuary Policy & Procedures
Safeguarding Child Protection & Vulnerable Adults
Introduction
LAoS is committed to keeping children and vulnerable adults safe from abuse and harm.
(PO2.1)
Any suspicion of abuse should be reported to one or more of the designated safeguarding leads: Alison Spittles,
Kate Mitchell.
If any of these persons is the subject of the complaint the suspicion should be reported to any other committee member. (PO2.2)
The Policy and Procedures explain what is expected from everyone associated with LAoS and how LAoS will deal with any reports that these expectations are not being met.
Any suspicion of abuse that falls outside the definitions in these documents should be reported in the same way and similar procedures will be followed.
(NB subscripts refer to the relevant paragraphs in the policy (PO) or procedure (PR) )
- General Policy and Principles
1.1 LAoS’s primary purpose is to welcome and befriend refugees and asylum seekers in the Louth area, regardless of whether they reside here or are visiting to participate and use local resources. To achieve this as effectively as possible, LAoS is committed to safeguarding and promoting their safety and welfare and that of all children, young people, and vulnerable adults.
1.2 This policy aims to outline the safeguarding responsibilities of LAoS committee members, any involved professionals, volunteers and visitors towards children, young people and vulnerable adults, with particular emphasis on provision of services to asylum seekers and refugees. Although concerned in the main with asylum seekers and refugees, our safeguarding responsibilities apply equally to the welfare and protection of all children and adults.
1.3 NB. Occasionally concerns may be raised about a committee member, a volunteer, (including hosts), or other professional whose behaviour indicates that they may pose a risk of harm towards children or vulnerable adults. Such concerns should be dealt with and reported as per the processes outlined in these policies and procedures.
1.4 Throughout this document, asylum seekers and refugees are referred to as either children or adults. All those actively involved in any aspect of providing services to asylum seekers and refugees, regardless of their status as paid professionals, hosts or volunteers, are referred to throughout as LAoS members and/or volunteers.
1.5 The key objectives of this document are to:
Explain the responsibilities that LAoS members and volunteers have towards child protection and vulnerable adult protection
Provide LAoS members and volunteers with an overview and understanding of general safeguarding, of child protection and vulnerable adult protection
Outline the procedures to be implemented when child protection or vulnerable adult safeguarding issues arise.
2 The Policy Principles
2.1 All children and vulnerable adults have the right to be safe from harm and to be able to live free from fear of abuse, neglect, cruelty and exploitation.
2.2 All LAoS members and volunteers have a duty to ensure all children and vulnerable adults are protected and their welfare and safety is ensured.
2.3 As per statutory guidelines, LAoS members and volunteers sometimes may be required to be subject to DBS checks. That is where an individual LAoS members or volunteer has substantial responsibility or unsupervised access to children or adults. He or she will require a satisfactory enhanced DBS check as a condition of their continued involvement.
2.4 All LAoS members and volunteers will have access to the policy and procedures. Each has a duty to ensure that they have read, understand and apply the policy accordingly. If in doubt they should consult with a designated LAoS committee member at the earliest opportunity.
2.5 LAoS members and volunteers may receive disclosures of abuse from children, adults or others. They may also become aware of or observe individuals who appear to be at risk. The policy and procedures aim to enable LAoS members and volunteers to recognise signs and risks and provide an informed and confident response to child protection and adult safeguarding issues.
2.6 All LAoS members and volunteers are encouraged by the LAoS designated safeguarding leads to access appropriate online training on the recognition and awareness of types of harm. All involved with LAoS will be briefed on the policies and procedures and directed to recommended reading that addresses the safeguarding and protection of children and vulnerable adults.
2.7 Where appropriate, this policy and safeguarding issues in general will form part of relevant meetings, supervision, discussions and interviews.
3 Compliance and Working in Partnership
3.1 LAoS members and volunteers have a professional responsibility and legal duty to share relevant information about safeguarding and protection issues with others, including investigative agencies such as police and Lincolnshire Children’s and Adult’s Safeguarding Services.
3.2 All personal and sensitive information or records made regarding individuals will be kept confidential. This will be with the exception of our statutory obligations to share information with police, safeguarding services or the courts as required.
3.3 This policy complies with the GDPR and with Data Protection Act 2018 as outlined in our Information and Data Policy. It is compliant with Lincolnshire’s Safeguarding Children and Adults Procedures.
All written safeguarding records will be kept securely for a specified period compliant with data protection guidelines and that specified by Lincolnshire Safeguarding Children Partnership (LSCP) and Lincolnshire Adult Safeguarding Board, (whichever is longer).
3.4 This policy complies with the duties outlined in Working Together to Safeguard Children 2018 guidelines. These specify the responsibilities of all statutory agencies and those of voluntary and community sector workers in contact with children and families.
In fulfilling these duties LAoS will report to Children’s Social Care all allegations made against individuals involved with LAoS or any connected staff working with children.
LAoS members and volunteers will co-operate fully with partner agencies and investigating bodies with safeguarding inquiries and investigations. On occasions, concerns may arise regarding visitors to LAoS events and activities; e.g. entertainers, caterers or those hosting activities. Safeguarding concerns should be raised with the LAoS designated members in line with this policy.
4 Policy Details
4.1 Effectiveness: The effectiveness of this policy will be monitored by the LAoS committee at Annual General Meetings and referenced in the Annual Report. It will be reviewed annually to reflect learning from experience and ensure compliance with changes to guidance and legislation.
4.2 Complaints: In the first instance LAoS designated committee members will be responsible for dealing with complaints from: asylum seekers, refugees; members of the public and complaints raised by volunteers or staff working with refugees and asylum seekers.
5 Definitions
5.1 A ‘child’ is any person under 18 years old. All children have the right to protection from all forms of abuse and cruelty including exploitation, neglect, physical and mental abuse regardless of age, gender, disability, culture, language, racial origin, religious beliefs, or sexual orientation.
5.2 An ‘adult’ is any person aged 18 years or over. Some adults are less able than others to protect themselves and may have difficulty making their wishes and feelings known, increasing their vulnerability to abuse or exploitation. A vulnerable adult is someone who lacks capacity to make decisions or choices for themselves and fails to understand the implications of choices or decisions they are being asked to make. Lacking capacity will increase vulnerability to abuse or exploitation.
(NB: An adult is not vulnerable simply because English is not their first language or they make decisions or choices that may place them at risk of harm.)
5.3 Abuse: Abuse is a violation of a child’s or adult’s human and civil rights by any other person or persons. Abuse may consist of a single act or repeated acts of commission or omission.
5.4 Keeping Safe: The first priority of LAoS members and volunteers must always be to ensure the safety and protection of children and vulnerable adults. It is therefore the responsibility of LAoS members and volunteers to act on suspicion, signs or evidence of abuse, neglect, or exploitation and to pass their concerns to a designated person or safeguarding/investigative agency. (Police or Local Authority Social Services)
6 Safety Online
6.1 Working on-line: If working online on LAoS equipment with children or adults, LAoS members and volunteers will apply monitoring and safety measures to accessible wi-fi networks to ensure social media is used appropriately and access to inappropriate content is prevented.
6.2 Use of Social media: Where LAoS uses social media to post information or communicate within or outside of the immediate group, care must be taken not to infringe the privacy of children or adults or to compromise their safety through access to inappropriate contacts or predatory adults.
6.3 Whistleblowing: In fulfilling our safeguarding duties, we will promote an internal whistle-blowing system whereby safeguarding issues can be raised without repercussions or negative impact on the person or persons raising their concerns.
7 Training and Guidance
7.1 LAoS will provide safeguarding information and guidance to volunteers on working with refugees and asylum seekers. Such information will help develop awareness of specific groups of people who are vulnerable to exploitation and abuse by virtue of their circumstances and experiences, particularly refugees and asylum seekers.
7.2 LAoS will access appropriate training identified via the Lincolnshire Safeguarding Children Partnership and the Safeguarding Adults Board. Information on training will be provided to volunteers via the designated Safeguarding LAoS members. Volunteers will be given details on required reading relating to safeguarding, including these procedures.
7.3 At initial briefings, volunteers will be made aware of this policy and these procedures and directed towards the procedures on what to do if they feel a child or adult is at risk.
7.4 Lone working: LAoS members and volunteers will also be advised that they are required to avoid any lone or unsupervised contact with children and vulnerable adults; i.e. contact must always be in the presence of the parent/carer or another safe adult.
(See addendum A1 LAoS Lone Working Policy)
8 Dealing with disclosures or suspected abuse
It is not the responsibility of LAoS members or volunteers to decide if abuse is occurring nor to investigate, but is their responsibility to act on their concerns, their observations or on information reported to them. In all cases, they should comply with this policy and report their concerns to one or more of the designated committee members as per procedures.
9 Confidentiality, record retention and destruction
Written records will remain confidential and be shared with relevant agencies and exceptionally with LAoS members on a need to know basis only, in accordance with guidance and legislation. Records will be retained in line with Lincolnshire Safeguarding Boards’ guidance and data protection legislation.
10 Louth Area of Sanctuary safer working practices
10.1 References: LAoS will aim for all volunteers registering to work with LAoS to complete an application form and provide one referee. Referees will be contacted by a safeguarding lead to verify references. Volunteers will not be registered or used on a regular basis until LAoS has obtained a satisfactory reference regarding their suitability.
10.2 Disclosure and Barring Service checks will be required only where volunteers or committee members have unsupervised contact with children and vulnerable adults. Where this is likely as part of their role, the designated safeguarding leads will advise on provision of a DBS.
10.3 Volunteers will be made aware that they should establish appropriate clear boundaries in their relationships with children and adults. Where these boundaries are breached, or concerns about inappropriate behaviour are raised, these will be reported to one of the designated safeguarding lead. Depending on the nature of the concerns, a volunteer or other LAoS member may be suspended from involvement with LAoS as a precautionary measure pending the matter being investigated or resolved.
10.4 This section of the policy must be communicated to LAoS members and registered volunteers.
11 Roles and Responsibilities
Designated safeguarding leads will
- Advise and support the committee to be safeguarding aware
- Be familiar with the current guidelines on safeguarding children and vulnerable adults
- Ensure appropriate access to training and guidance for LAoS members and volunteers
- Provide support for volunteers working with children and vulnerable adults
- Respond promptly to, and refer appropriately, any allegations or suspicions of abuse or exploitation as set out in the procedures
- Exercise their duty of care to guests, hosts, and volunteers: ie they and all committee members will take reasonable steps at all times to ensure the safety and well-being of all
12 The duties of all volunteers and those designated to work with LAoS
- Be safeguarding-aware
- Work within LAoS’s Safeguarding Policy and Procedure and inform and support LAoS by keeping designated leads informed of their concerns or worries regarding children’s and adults’ safety and well-being. This is irrespective of whether these concerns have already been reported to another agency.
- Access relevant training online or in person as advised by the safeguarding leads
- Follow the procedures for reporting any safeguarding concerns
- Share information with other designated agencies relevant to any investigation as required
SAFEGUARDING PROCEDURES
Managing Allegations of Harm through Abuse or Harm
To ensure that children and vulnerable adults are protected from abuse and neglect it is important that all complaints, allegations or suspicions are taken seriously. This procedure must be followed whenever an allegation of abuse is made or when there are indicators and/or suspicion of abuse.
1 Managing Allegations
An allegation may relate to a person who works with children or adults (paid or unpaid) and has:
- behaved in a way that has harmed, or may have harmed a child or vulnerable adult
- potentially committed a criminal offence against, or related to, a child or vulnerable adult
- behaved towards a child (or children) or vulnerable adult in a manner that indicates they may pose a risk of harm to children or adults
- behaved in a way that indicates they may pose a risk to vulnerable adults
2 Definitions of Abuse
The main types of abuse and harm both for children and vulnerable adults are:
2.1 Physical abuse: Includes but not confined to hitting, slapping, pushing, scalding, kicking, poisoning, misuse of or withholding medication, physical restraint, or inappropriate sanctions.
2.2 Sexual abuse: Includes, but is not confined to, rape, sexual assault or sexual acts to which a child or adult has not consented, could not consent to or was pressured into consenting. Sexual abuse may involve forcing or enticing children or adults to participate in sexual activities, (including prostitution), regardless of whether the victim is aware of what is happening. E.g. physical contact, penetrative acts (rape, buggery or oral sex) or non-penetrative acts (kissing, fondling, masturbation). It may include non-contact activities such as children or vulnerable adults viewing or being involved in sexual online images or being encouraged to behave in sexually inappropriate ways.
2.3 Emotional abuse: Includes threats of harm, abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal of services or supportive networks. Children’s legislation includes harm caused by witnessing harm to others e.g. a child being exposed to domestic abuse
2.4 Financial or material abuse (usually of adults): Includes theft, fraud, exploitation, pressure in connection with wills, property or inheritance, financial transactions, or the misuse or misappropriation of property, possessions or benefits.
2.5 Neglect and acts of omission: Includes ignoring medical or physical care needs, failing to provide access to necessary health care, social care or education, withholding basic necessities such as medication, adequate clothing, nutrition and warmth.
2.6 Discriminatory abuse: includes racist, sexist, or gender abuse or abuse based on a person’s disability, age or sexuality, and other forms of harassment, slurs or similar treatment.
2.7 Serious or significant Harm: Serious harm includes, but is not limited to, harm whereby the child or adult has sustained as a result of abuse or neglect:
- potentially life threatening injury or
- serious or likely long-term impairment of physical/mental health or physical, intellectual, emotional, social, or behavioural development
3 Additional Sources of Harm
Harm can occur to children and vulnerable adults as outlined above. We should however remain vigilant to the factors below that for children and vulnerable adults are also sources of harm:
3.1 Domestic abuse: Can include: physical violence, emotional control and coercion perpetrated via partners, close relationships within households and those sharing accommodation, such as siblings, children aged 16 or over and other relatives. The Children Act 2003 legislates for children ‘witnessing harm to others, E.g. from domestic abuse can constitute significant harm and as such is a safeguarding issue.
3.2 Female Genital Mutilation: (FGM) FGM is illegal in the UK. The law requires that should professional staff working with children or adults become aware of FGM then they have a legal duty to report this. To fail to do so is a criminal offence.
3.3 Forced Marriage: It is a commonly held myth that forced marriage and marriages of children under 16 is legal in some cultures. Forced marriage is a criminal offence and children under 16 cannot consent to marriage. If those working with children or adults become aware of this or suspect it, it must be reported as a criminal matter.
3.4 People Trafficking and Slavery: We should remain alert to the increased vulnerabilities of refugees and asylum seekers, particularly unaccompanied children and young people. They are increasingly vulnerable to sexual exploitation, people trafficking, modern slavery and targeting by predatory adults for purposes of financial gain; E.g. gang masters obtaining cheap/free labour; drug dealing; and prostitution etc.
4 Suspicion or Observation of Abuse or Neglect
Where there is suspicion of abuse or neglect from observation or third party information, this should in the first instance be reported to a designated LAoS Safeguarding lead if he or she can be contacted. It will be their responsibility to decide on what referral if any should be made to safeguarding services.
5 Immediate or urgent protection from harm
Where immediate harm is witnessed, such as a criminal offence occurring or ongoing abusive activity, this should be reported directly to police or medical help sought by calling 999 if the child or vulnerable adult appears to need immediate medical attention or is at risk of actual violence.
6 Managing Disclosures
Where a direct disclosure has been made, the recipient of the information should explain the position regarding their role and what action they may have to take as a result.
Promises of confidentiality should never be given. To do so may conflict with both the need to ensure the safety and welfare of the individual and your legal duty to share information or report concerns. If the child or adult confiding in an LAoS member or volunteer, requests that the information be kept secret, it is important that the person receiving the disclosure explains sensitively that they have a duty to refer alleged abuse to the appropriate agencies.
The complainant should be assured, however, that the matter will be disclosed only to those people who need to know about it. They should also be reassured that support will be given throughout the process and that they will be kept informed regarding outcomes.
7 Written records
A full record must be made as soon as possible. This should detail the nature of the allegation. Where an individual receives a disclosure this should as far as possible be recorded in the words used by the informant or the complainant. Other relevant information should also be recorded and as a minimum include that outlined below.
8 Information to be recorded
- the date and time information was received
- by whom it was received,
- the place where the alleged abuse/harm is deemed to have occurred,
- your name and the names of others present,
- the name of the complainant and, where the complainant is not the alleged victim,
- the name of the child, young person or adult who has allegedly been abused or is at risk.
- the nature of the alleged abuse,
- a description of any injuries observed or reported,
- details of the account which has been given about the allegation
- the date and time the information was passed to a committee member or other agency,
- the name and designation of the person/s to whom the matter was reported.
9 Direct disclosures
If the complainant is the child or vulnerable adult, questioning should be kept to the minimum necessary to understand what is being alleged. Leading questions should always be avoided as these can cause problems for subsequent investigations, obtaining admissible witness evidence and any court proceedings. The person receiving the information should avoid encouraging the child or adult to disclose further information than they readily volunteer. (If required, further details will be obtained by trained interviewers in police or social care.)
10 Consent
Where it is possible and safe to do so, consent from the complainant should be sought to make a referral to an investigating body. Consent should always be sought unless doing so appears likely to increase the risk to the complainant. If a parent is not implicated in the allegation, a young child’s parent should also be asked to consent. If consent is refused, consultation should take place with Children’s social care or adult safeguarding who will decide whether or not the concern is considered to be sufficiently serious to dispense with consent.
11 Reporting
Any suspicion, allegation or incident of abuse must be reported to a designated committee member on the same working day where possible. Should the allegation implicate a designated committee member, then the matter should be reported to another member and advice sought.
A written record of the date and time of the report will include details as outlined above. Telephone reports will be confirmed in writing to the relevant local authority child or adult social services department within 24 hours (or the next working day at a weekend or bank holidays).
12 Designated safeguarding leads
The relevant designated safeguarding lead will telephone and report the matter to the appropriate local child or adult social services department. They will also advise relevant parties on next steps and any action agreed with the local authority (or police if relevant).
Addendum
A1 LAoS Lone Working Policy
This policy applies to all Louth Area of Sanctuary committee members and volunteers.
LAoS is committed to keeping all involved with its activities safe from harm and reducing the likelihood of having to make or become the subject to any form of allegation regarding contact with asylum seekers and or refugees. Where we are involved with adults and children whose backgrounds, health issues, histories and cultural experiences are unknown to us, we may be putting ourselves, members of the public or the individuals themselves, at risk by spending time alone with them.
With the exception of unplanned contacts required due to emergency medical treatment or protecting somebody from or preventing serious harm or offences, this policy should be adhered to in all instances. LAoS requires that lone working and lone contacts should not be arranged in connection with LAoS activities with children or adults with refugee or asylum seeker status. Wherever possible, activities should be with at least one other member of the committee or volunteer group, including at pre-arranged welcome club meetings.
Home visits: Where LAoS individuals may be required to deliver or collect items from residential addresses they should not enter the properties alone. Where entering the property is unavoidable e.g. in order to help carry an item into or from a property, this should be done with a colleague.
Transport provision: Individuals are sometimes requested to provide transport for asylum seekers (or refugees who are neither the guests of committee members or volunteers nor residents in the Louth area). For adults and children, transport should always be planned in advance with a colleague and should not be undertaken alone.
Meeting Individuals in social settings: LAoS discourages lone contact with asylum seekers (and refugees unless they are residents in Louth or guests of Louth hosts), but where this does take place, it should be in a public area where other people are present as with Welcome Club meetings.
Emergency Lone Working: The 4 ‘W’s – Keeping everyone safe where lone working is unavoidable requires the following questions to be answered beforehand to ensure someone knows who to contact if things don’t go according to plan. What? Who? Where? When?
Emergency situations: Situations sometimes arise where lone contact is unavoidable, particularly in circumstances where transport is needed quickly, for example to take a child to hospital. Where lone contact is unavoidable individuals must inform a colleague, family member or friend of what they are doing, who they are with, where they are, where they are going, and when they will be back.
Useful Numbers and Referral Contact Details for Lincolnshire
Children’s Safeguarding: 01522 782111 (Monday to Friday 8.00am to 6.00pm)
Adult’s safeguarding: 01522 782155 (Monday to Friday 8.00am to 6.00pm)
Out of Hours team: 01522 782333
If you believe a crime has been committed or there is an immediate risk of danger call 999 or 112
If there is no immediate danger call 101 or Children or Adults’ safeguarding Services
For people who are hearing impaired you can use the police Typetalk service on 01522 558263 or 01522 558140 or 07761 911287
For concerns solely about Domestic Abuse call EDAN Lincs on 01522 510041
Child Sexual Exploitation: there is a 24 hour helpline available for children and young people who are worried they are in an exploitative situation. They can call or text for free on 116 000
Designated LAoS Safeguarding Leads:
- Kate Mitchell 07777 696690
- Alison Spittles 07708 560418
APPROVED Date: 21st January 2025
AMENDED Date: 15th April 2025
SIGNED ON BEHALF OF THE COMMITTEE BY:
NAME: Alison Spittles
SIGNATURE: Date: 26/05/25
To be reviewed by end of March 2026