Safeguarding & Child Protection Policy | Keepers Zambia Foundation

Introduction

The policy aims at safeguarding and protecting vulnerable people, including children, young people and vulnerable adults, from discrimination, neglect, harm and abuse.

In recent years, there has been increasing recognition of the way in which children, young people and vulnerable adults can be at risk of discrimination, neglect, abuse and exploitation by those who are in positions of trust and power.

As a consequence, there has been a significant increase in the efforts made by development organisations to ensure that no harm results from the contact their employees, volunteers and other representatives have with their target communities.

Keepers Zambia Foundation has an obligation to put in place all reasonable safeguarding measures to ensure the safety and protection of children, young people and vulnerable adults, including those with whom we work and those in the communities where Keepers Zambia Foundation work is undertaken.

Safeguarding is the responsibility that Keepers Zambia Foundation (KZF) has to ensure that its employees and volunteers, partners, vendors, operations and programmes do no harm to children, young people or vulnerable adults; that they do not expose them to the risk of discrimination, neglect, harm and abuse; and that concerns about the safety of vulnerable people within the communities in which KZF works are dealt with and reported to the appropriate authorities. It is also the responsibility that the organisation has for protecting its employees and volunteers when they are vulnerable.

Child protection is a central part of safeguarding. It is the process of protecting individual children identified as either suffering or at risk of significant harm as a result of abuse or a programme of work. It also includes measures and structures designed to prevent and respond to abuse.

Purpose

The purpose of this policy and procedures is to provide guidance on how to engage with children, young people and vulnerable adults when working for, on behalf of, or in partnership with Keepers Zambia Foundation. It is also to help ensure that employees, volunteers and other representatives are protected.

It is intended to help us to have a common understanding of safeguarding issues, develop good practice across the diverse and complex areas in which we operate, and thereby increase accountability in this crucial aspect of our work.

Any breach of this policy will be treated as a disciplinary matter, which may result in immediate termination of employment or contract, withdrawal of volunteer status, and reporting to the police, relevant regulatory authority or other body.

Definitions

Abuse - a violation of an individual's human and civil rights by any other person or persons. It can take the form of physical, psychological, financial or sexual abuse, neglect or negligent treatment or commercial or other exploitation, resulting in actual or potential harm to the health, survival, development or dignity of a child, young person or vulnerable adult.

Abuse can be a single act or repeated acts and can be unintentional or deliberate. Abuse often involves criminal acts.

Discriminatory abuse - abuse motivated by a vulnerable person's age, race, nationality, sex, sexual orientation, disability, or other personal characteristic.

Financial or material abuse - including theft, fraud, exploitation, pressure in connection with wills, property or inheritance or financial transactions, or the misuse or misappropriation of property, possessions or benefits.

Neglect - the persistent failure to meet a vulnerable person's basic physical and/or psychological needs, likely to result in the serious impairment of their health or development. Examples include failure to provide adequate food, clothing and shelter; failure to protect them from physical or psychological harm or danger; failure to ensure adequate supervision, including the use of inadequate caregivers; or failure to ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a vulnerable person's basic emotional needs.

Physical abuse - includes hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm, misuse of medication, restraint, or inappropriate sanctions.

Psychological abuse - includes emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks. Examples include not giving a vulnerable person opportunities to express their views, deliberately silencing them or making fun of what they say or how they communicate. It may feature age- or developmentally inappropriate expectations imposed on a vulnerable person, including interactions beyond a vulnerable person's developmental capability. It may involve serious bullying, including cyberbullying, or the exploitation or corruption of a vulnerable person.

Sexual abuse - involves forcing, enticing or coercing someone to take part in sexual activities, whether or not the vulnerable person is aware of what is happening. Activities may involve physical contact, including assault by penetration, for example rape or oral sex, or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving a vulnerable person in looking at, or in the production of, sexual images; watching sexual activities; encouraging children to behave in sexually inappropriate ways; or grooming a child in preparation for abuse, including via the internet. Sexual abuse can be carried out by adults or other children.

Child - Keepers Zambia Foundation regards a child as anyone under the age of 18 years. It is widely recognised that children are generally more vulnerable to abuse and exploitation due to factors such as age, gender, social and economic status, developmental stage, and dependence on others.

Vulnerable person/people - for the purposes of this policy, this term covers children, young people and vulnerable adults.

Vulnerable adult - a person 18 years and above who, by reason of disability, age, gender, social and economic status, illness or the context they are in, may be unable to take care of or protect themselves against abuse, harm or exploitation.

Youth or young people - individuals aged 15 to 35. Keepers Zambia Foundation recognises that this group spans the categories of children and adults, but regards young people as having particular safeguarding needs and requiring distinct consideration aside from younger children and older adults.

Scope

This policy is mandatory for all Keepers Zambia Foundation employees countrywide. For the purposes of this policy, an employee is anyone who works for or on behalf of Keepers Zambia Foundation, either in a paid or unpaid capacity. This includes directly employed staff, trustees, contractors, employees and volunteers or sub-contractors, agency workers, consultants, volunteers, interns and all visitors to Keepers Zambia Foundation work programmes and offices.

It also covers implementing partners whom we fund, and whom we expect to work under the policy as a condition of their involvement with Keepers Zambia Foundation.

This policy demonstrates how Keepers Zambia Foundation will meet its legal obligations and reassure volunteers, employees, partners and members of the public:

What they can expect Keepers Zambia Foundation to do to protect and safeguard vulnerable people.
That they are able to safely voice concerns through an established procedure.
That all reports of abuse or potential abuse are dealt with in a serious and effective manner.
That there is an efficient recording and monitoring system in place.
That employees, volunteers, subcontracted agencies and partners receive appropriate induction on safeguarding.
That a robust safe recruitment procedure is in place.

There are additional procedures in place that apply to those who work or have contact with, either directly or indirectly, children, young people or vulnerable adults or who live in communities alongside them.

Policy Statement

Keepers Zambia Foundation has zero tolerance against abuse and exploitation of vulnerable people. Keepers Zambia Foundation also recognises that safeguarding is everyone's responsibility and that it has an obligation to put in place reasonable measures to ensure, as far as possible, the safety and wellbeing of vulnerable people with whom we work and those in the communities in which we live.

Keepers Zambia Foundation works to the following key principles to protect vulnerable people:

Everyone has an equal right to protection from abuse and exploitation regardless of age, race, sex, sexual orientation, marriage and civil partnership, pregnancy or having a child, gender reassignment, language, religion, political or other opinion, national, ethnic or social origin, property, disability, birth or other status.
The best interests of the vulnerable person are paramount and shall be the primary consideration in our decision making.
Keepers Zambia Foundation will take responsibility to meet its obligations regarding its duty of care towards vulnerable people, and take action where it believes that a child, young person or vulnerable adult is at risk or is actually harmed.
Keepers Zambia Foundation will ensure that employees and volunteers are inducted in its Safeguarding Standards and procedures as a key part of the recruitment and onboarding process.
Keepers Zambia Foundation will ensure that all partners are informed and in compliance with its Safeguarding Standards.
When working with or through partners or subcontracted agencies, Keepers Zambia Foundation will ensure that their safeguarding procedures are consistent with the principles and approaches set out in this policy.
Keepers Zambia Foundation recognises that an element of risk exists and, while it may never be possible to totally remove this, it will do all it can to reduce it or limit its impact.
Keepers Zambia Foundation respects confidentiality and has a responsibility to protect sensitive personal data. Information should only be shared and handled on a need-to-know basis: access must be necessary for the conduct of one's official duties. Only individuals with legitimate reasons to access the information are allowed to receive it.
Keepers Zambia Foundation commits to monitoring implementation of the safeguarding policy. This policy will be reviewed every three years and earlier if necessary.
Cultural sensitivity: Keepers Zambia Foundation seeks always to work in culturally sensitive ways that respect the diverse nature of the people we work with. We recognise that there are many ways of thinking about and caring for vulnerable people. Protecting these groups and being culturally sensitive can be a difficult balancing act, especially given the situation in many countries where we work. As an organisation, we endorse the United Nations Convention on the Rights of the Child general principle that all rights guaranteed by it must be available to all children without discrimination, and Article 19, which accords equal rights to protection for children from abuse. Every child matters everywhere in the world. Culture must not be used as an excuse to abuse children, young people or vulnerable adults.

Responsibilities

All employees, volunteers, consultants, agency staff, subcontractors, partner organisations and visitors are obliged to follow this policy and maintain an environment that prevents exploitation and abuse and encourages reporting of breaches of this policy using the appropriate procedures.

All people working with Keepers Zambia Foundation will:

Read, understand and adhere to the Keepers Zambia Foundation Safeguarding Policy.
Strive to promote a zero-tolerance approach to discrimination, sexual harassment and abuse in all working environments.
Strive to develop relationships with all stakeholders based on equality, trust, respect and honesty.
Place the safety and welfare of children and vulnerable people above all other considerations.
Report any concerns they may have about the welfare of a child or vulnerable person.
Report any concerns they may have about the behaviour of a Keepers Zambia Foundation representative in relation to safeguarding.
In a one-to-one situation with a child or young person, where privacy and confidentiality are important, try to ensure that another adult knows the contact is taking place and why. If possible, ensure another adult is in sight and that the child or young person knows another adult is around.

All people working with Keepers Zambia Foundation will not:

Sexually harass, assault or abuse another person.
Physically harass, assault or abuse another person.
Emotionally abuse another person, including engaging in behaviour intended to shame, humiliate, belittle or degrade.
Condone, or participate in, behaviour that is abusive, discriminatory, illegal or unsafe.
Develop, encourage or fail to take action on relationships with children or other vulnerable people that could in any way be deemed sexual, exploitative or abusive.
Act in ways that may be violent, inappropriate or sexually provocative.
Agree with a child to keep a secret which has implications for their safety or the safety of other young people.

Keepers Zambia Foundation Senior Management Staff

Senior management staff are responsible for ensuring employees, volunteers, consultants, visitors and partner organisations are aware of the policy and are supported to implement and work in accordance with it, as well as creating a management culture that encourages a focus on safeguarding. They must be responsive, act immediately if they become aware of safeguarding concerns, and support employees or volunteers who complain about breaches in this policy.

Safeguarding Staff

Safeguarding officers are responsible for handling reports or concerns about the protection of vulnerable people appropriately and in accordance with the procedures that underpin this policy.

The Finance and Administration Manager will act as safeguarding officer for the organisation. The safeguarding officer is responsible for:

Monitoring and recording safeguarding concerns.
Ensuring referrals to the relevant authorities happen without delay.
Updating safeguarding training for all staff.
Ensuring this policy is reviewed every three years or earlier if necessary.
Ensuring it is implemented throughout the organisation and safeguarding training is given.
Ensuring monitoring and recording procedures are implemented.

Procedure Overview

Recruitment and Selection

Safe recruitment and vetting processes are followed for all volunteers, employees, consultants and partners.
Where an employee, volunteer or partner is engaged in regulated activity (direct work with vulnerable individuals), a criminal background check will be undertaken as part of the recruitment process.
All Keepers Zambia Foundation employees and volunteers must sign and abide by this safeguarding policy and the Code of Conduct. The Code sets out the standards of practice we expect of employees and volunteers in terms of professional competence, integrity, acting as a representative and safeguarding, which support our vision, mission and values.

Induction and Support

Advice, support and training on safeguarding will be provided to all employees and volunteers on:

What they should do in the event of a disclosure.
What to do if they have concerns about the welfare of a child.
How to recognise signs of abuse.
What to do if they have concerns about a Keepers Zambia Foundation employee, volunteer, or employee of a partner organisation.
Where to go for advice and support within the organisation.

Ensure that clear processes for reporting and dealing with safeguarding concerns and incidents are widely communicated, regularly reviewed and consistently applied.

Where allegations are made about an employee, careful consideration must take place about the appropriateness of the person continuing to work with Keepers Zambia Foundation.

Data Protection

Ensure that personal information is kept confidential unless we have the agreement of the individual and/or their parent/guardian, except where it is necessary to pass this to a specialised child welfare or law enforcement agency in relation to a safeguarding incident.

Minimum Standards

Where employees or volunteers are contracted by other employers, or when working with partners or subcontracted agencies, Keepers Zambia Foundation will brief them on our safeguarding policy and ask for information on how the organisation works to protect vulnerable people and ensure that they meet our Safeguarding Standards.

Social Media

This should be applied in all situations specifically relating to the protection of children, young people and vulnerable adults. Keepers Zambia Foundation will:

Use names and images of children, young people or vulnerable adults that are respectful and do not expose them to further vulnerability, including degrading images or sexual images of children who are naked or partially clothed.
Reproduce images and use names of children only where we have the written permission of their parents or guardians.
Reproduce images and use names of young people and vulnerable adults only where we have their written permission or that of their parents or guardians, whichever is most suitable.
Make clear to vulnerable people and their families that agreement to providing information or images is not a condition of involvement in Keepers Zambia Foundation activities and programmes.
Inform employees, volunteers and partners about the Keepers Zambia Foundation policy in relation to the use of technology, and ensure they understand that they must not use technology to access, produce or distribute information or violent or sexual images that are harmful to vulnerable people. This includes adult pornography.

Ensure that Keepers Zambia Foundation has a format for carrying out and implementing risk assessments at all levels of the organisation.

Train and support safeguarding officers in their work and in any action needed to protect vulnerable people.

Raising and Responding to Concerns

Keepers Zambia Foundation places a mandatory obligation on all employees, volunteers, contractors and partners to report concerns, suspicions, allegations and incidents that indicate actual or potential abuse or exploitation of vulnerable people, or that suggest this policy may in any other way have been breached.

It is not the responsibility of employees to decide whether abuse has taken place. However, concerns should be raised with an individual's line manager, functional lead or safeguarding officer, who will initiate the procedure for dealing with suspected or actual incidents of abuse.

Safeguarding officers are responsible for ensuring that the reporting procedure is followed so that suspected or actual cases of abuse are responded to appropriately and consistently, and referred to the relevant statutory authority.

To ensure that all such situations are handled appropriately and effectively:

Reports must be made, and decisions and actions taken.
Keepers Zambia Foundation is not an investigative authority. It is essential that referrals are made to the relevant law enforcement agency to ensure that appropriate protection and support is given to the vulnerable individual, and that evidence is collected in accordance with the law.
All sensitive and personal data must be kept confidential, including the names of anyone who makes a report of abuse, and shared on a strictly need-to-know basis: access must be necessary for the conduct of one's official duties.
Where a Keepers Zambia Foundation employee is the subject of an investigation, the safeguarding officer will lead the case.

Safeguarding and Child Protection Policy