Coffee and Coping – Safeguarding Policy

Purpose

Our charitable activities include working with vulnerable people.  The purpose of this policy is to protect them and provide stakeholders and the public with the overarching principles that guide our approach in doing so. 

Applicability

This policy applies to anyone working on our behalf, including our trustees and other volunteers. 

Partner organisations will be required to have their own safeguarding procedures that must, as a minimum, meet the standards outlined below, and include any additional legal or regulatory requirements specific to their work.  These include, but are not limited to other UK regulators, if applicable. 

Safeguarding should be appropriately reflected in other relevant policies and procedures, such as recruitment and whistle blowing. 

Principles 

We believe that: 

• Nobody who is involved in our work should ever experience abuse, harm, neglect or exploitation.
• The Board and staff have a responsibility to promote the welfare of all of our beneficiaries, staff and volunteers, to keep them safe and to work in a way that protects them.
• We all have a collective responsibility for creating a culture in which our people not only feel safe, but also able to speak up, if they have any concerns.

Types of Abuse

Abuse can take many forms, such as physical, psychological or emotional, financial, sexual or institutional abuse, including neglect and exploitation.  Signs that may indicate the different types of abuse are at Appendix 1.

Reporting Concerns

If a crime is in progress, or an individual in immediate danger, call 999, as you would in any other circumstances. 

If you are a beneficiary, or member of the public, make your concerns known to a member of our team, who will alert a senior member of the charity. 

For staff and volunteers, you should make your concerns known to your supervisor.  If you feel unable to do so, speak to a member of the senior team.  

The trustees are mindful of their reporting obligations to the Charity Commission in respect of Serious Incident Reporting and, if applicable, other regulator.  They are aware of the Government guidance on handling safeguarding allegations. 

Responsibilities

Trustees.  This safeguarding policy will be reviewed and approved by the Board annually. 

Trustees are aware of and will comply with the Charity Commission guidance on safeguarding and protecting people and also the 10 actions trustee boards need to take to ensure good safeguarding governance. 

A lead trustee/committee with be given responsibility for the oversight of all aspects of safety, including whistleblowing and H&SW.  This will include:

• Creating a culture of respect, in which everyone feel safe and able to speak up.
• An annual review of safety, with recommendations to the Board.
• Receiving regular reports, to ensure this and related policies are being applied consistently.
• Providing oversight of any lapses in safeguarding.
• And ensuring that any issues are properly investigated and dealt with quickly, fairly and sensitively, and any reporting to the Police/statutory authorities is carried out. 
• Leading the organisation in way that makes everyone feels safe and able to speak up.
• Ensuring safeguarding risk assessments are carried out and appropriate action taken to minimise these risks, as part of our risk management processes. 
• Ensuring that all relevant checks are carried out in recruiting staff and volunteers. 
• Planning programmes/activities to take into account potential safeguarding risks, to ensure these are adequately mitigated. 
• Ensuring that all appointments that require DBS clearance and safeguarding training are identified, including the level of DBS and any training required.
• Ensuring that a central register is maintained and subject to regular monitoring to ensure that DBS clearances and training are kept up-to-date. 
• Ensuring that safeguarding requirements (eg DBS) and responsibilities are reflected in job descriptions, appraisal objectives and personal development plans, as appropriate.
• Listening and engaging, beneficiaries, staff, volunteers and others and involving them as appropriate.
• Responding to any concerns sensitively and acting quickly to address these. 
• Ensuring that personal data is stored and managed in a safe way that is compliant with data protection regulations, including valid consent to use any imagery or video. 
• Making staff, volunteers and others aware of:
  • Our safeguarding procedures and their specific safeguarding responsibilities on induction, with regular updates/reminders, as necessary.
  • The signs of potential abuse and how to report these. 

Everyone. To be aware of our procedures, undertake any necessary training, be aware of the risks and signs of potential abuse and, if you have concerns, to report these immediately (see above).

Grant Making

In making grants, we will ensure that we carry out due diligence checks, check that grantees have appropriate safeguarding procedures in place, have clear lines of responsibility and reporting, and a written agreement or contract.

Fundraising

We will ensure that: 

• We comply with the Code of Fundraising Practice, including fundraising that involves children. 
• Staff and volunteers are made aware of the Institute of Fundraising guidance on keeping fundraising safe and the NCVO Guidance on vulnerable people and fundraising. 
• Our fundraising material is accessible, clear and ethical, including not placing any undue pressure on individuals to donate.
• We do not either solicit nor accept donations from anyone whom we know or think may not be competent to make their own decisions.
• We are sensitive to any particular need that a donor may have. 

Approval and Review

Approval By Trustees

Date 21 November 2024

Next Review Date 21 November 2025

Trustee Board

nov 24

Nov 25

Useful Links:

NCVO: Online safeguarding resources.

Gov.UK – Guidance: Handling safeguarding allegations

NSPCC: Writing a safeguarding policy

CC: Infographic; 10 actions trustees need to take.

CC: Safeguarding duties of charity trustees

CC: Safeguarding - policies and procedures

CC: How to protect vulnerable groups

CivS: How to bring your charity's safeguarding up to scratch

Appendix 1 – Signs of Abuse

Physical Abuse.

• bruises, black eyes, welts, lacerations, and rope marks.
• broken bones.
• open wounds, cuts, punctures, untreated injuries in various stages of healing.
• broken eyeglasses/frames, or any physical signs of being punished or restrained.
• laboratory findings of either an overdose or under dose medications.
• individual's report being hit, slapped, kicked, or mistreated.
• vulnerable adult's sudden change in behaviour.
• the caregiver's refusal to allow visitors to see a vulnerable adult alone.

Sexual Abuse.

• bruises around the breasts or genital area.
• unexplained venereal disease or genital infections.
• unexplained vaginal or anal bleeding.
• torn, stained, or bloody underclothing.
• an individual's report of being sexually assaulted or raped.

Mental Mistreatment/Emotional Abuse.

• being emotionally upset or agitated.
• being extremely withdrawn and non-communicative or non-responsive.
• nervousness around certain people.
• an individual's report of being verbally or mentally mistreated.

Neglect.

• dehydration, malnutrition, untreated bed sores and poor personal hygiene.
• unattended or untreated health problems.
• hazardous or unsafe living condition (e.g., improper wiring, no heat or running water).
• unsanitary and unclean living conditions (e.g., dirt, fleas, lice on person, soiled bedding, faecal/urine smell, inadequate clothing).
• an individual's report of being mistreated.

Self-Neglect.

• dehydration, malnutrition, untreated or improperly attended medical conditions, and poor personal hygiene.
• hazardous or unsafe living conditions.
• unsanitary or unclean living quarters (e.g., animal/insect infestation, no functioning toilet, faecal or urine smell).
• inappropriate and/or inadequate clothing, lack of the necessary medical aids.
• grossly inadequate housing or homelessness.
• inadequate medical care, not taking prescribed medications properly.

Exploitation.

• sudden changes in bank account or banking practice, including an unexplained withdrawal of large sums of money.
• adding additional names on bank signature cards.
• unauthorized withdrawal of funds using an ATM card.
• abrupt changes in a will or other financial documents.
• unexplained disappearance of funds or valuable possessions.
• bills unpaid despite the money being available to pay them.
• forging a signature on financial transactions or for the titles of possessions.
• sudden appearance of previously uninvolved relatives claiming rights to a vulnerable adult’s possessions.
• unexplained sudden transfer of assets to a family member or someone outside the family.
• providing services that are not necessary.
• individual's report of exploitation.

Safeguarding Lead: Edmund Aitken-Ballard. 07795820

Safeguarding Vulnerable Adults and Children Policy

1. Commitment to Safeguarding

[Your Business Name] is committed to providing a safe, respectful, and inclusive environment for all individuals, including vulnerable adults. We recognize our responsibility to prevent harm, abuse, and neglect and to promote the welfare of those who may be at risk. 

2. Definition of a Vulnerable Adult

A vulnerable adult is any person aged 18 or over who, due to age, disability, illness, or other circumstances, may be unable to protect themselves from harm, exploitation, or abuse.

3. Safeguarding Measures for Vulnerable Adults

• All staff are trained to recognize and respond to concerns regarding the welfare of vulnerable adults.

• Any suspected abuse, neglect, or exploitation will be reported in accordance with our safeguarding procedures.

• We always liaise with the care workers for vulnerable adults and ask for them to be present at our groups to support their clients. We will ensure that our services are delivered in a way that respects the dignity, rights, and independence of vulnerable adults.

4. Policy on Children

Coffee and Coping operates a strict no-children policy. Our services are designed exclusively for adults, and we do not permit individuals under the age of 18 on the premises or to use our services. This policy is in place to ensure compliance with legal and safety requirements.

 If a child is found on the premises or attempting to use our services, staff will:

• Politely inform the parent/guardian of our policy.

• Request that the child be removed from the premises immediately.

• In cases where a child is left unattended or at risk, appropriate authorities may be contacted.

 5. Reporting Concerns

 Any concerns regarding the safety or well-being of a vulnerable adult should be reported immediately to the designated safeguarding lead:

 Designated Safeguarding Lead: Edmund Aitken-Ballard

Contact Information: 07795820089 Edmund@coffeeandcoping.org

All concerns will be handled in line with our safeguarding procedures and confidentiality policies.

Coffee and Coping Equality, Diversity, and Inclusion (EDI) Policy

1. Introduction

At Coffee and Coping, we are committed to fostering an environment of equality, diversity, and inclusion (EDI). Our mission is to create a society where everyone, regardless of their background or characteristics, has equal access to the opportunities and services we provide. This policy outlines our commitment to promoting a culture of respect, fairness, and equal opportunity for all.

2. Our Commitment to Equality

• Equality of Opportunity: We believe in providing equal opportunities for all, ensuring that no one is treated unfairly or discriminated against based on characteristics such as race, gender, age, disability, religion, sexual orientation, or any other characteristic protected by law.
• Fair Recruitment and Employment Practices: We are committed to providing a fair and transparent recruitment process. We encourage applications from people from all backgrounds and will select candidates based on skills, experience, and ability to perform the role.
• Non-Discrimination: Discrimination, harassment, or bullying of any kind will not be tolerated. This includes but is not limited to: racism, sexism, homophobia, ableism, or ageism.

3. Our Commitment to Diversity

• Embracing Diversity: We value and celebrate diversity, as it enhances creativity, innovation, and the quality of the services we provide. We aim to ensure that our workforce, volunteers, and board members reflect the diversity of the communities we serve.
• Creating a Diverse Workforce: We aim to recruit and retain staff and volunteers from diverse backgrounds to reflect the range of experiences and perspectives that will enable us to better serve our beneficiaries.

4. Our Commitment to Inclusion

• Inclusive Environment: We are dedicated to creating an environment where everyone feels welcomed, valued, and respected. Inclusion means that everyone has an equal opportunity to contribute and thrive, regardless of their background or identity.
• Accessible Services: We ensure our services and activities are accessible to all people, including those with disabilities. We will make reasonable adjustments to meet the needs of individuals and ensure full participation.
• Supportive Work Environment: We will ensure that all staff and volunteers feel supported, and we will take steps to eliminate any barriers to participation in training, development, or progression.

5. Training and Awareness

• EDI Training: All staff, volunteers, and trustees will receive EDI training during induction, and regularly throughout their time with us. This will ensure that everyone understands the importance of EDI, and how to promote these values in their roles.
• Ongoing Learning: We are committed to staying up to date with best practices and will regularly review our approach to EDI to ensure continuous improvement.

6. Implementation and Accountability

• Responsibility for EDI: The overall responsibility for implementing and overseeing this policy lies with [Job Title or Department, e.g., HR Manager, Senior Management Team].
• Monitoring and Reporting: We will monitor and measure the effectiveness of our EDI practices through surveys, feedback, and regular reviews. Any feedback or concerns about EDI issues will be taken seriously and addressed promptly.
• Complaints and Grievances: Any employee, volunteer, or beneficiary who feels they have been discriminated against or treated unfairly can raise their concerns through our formal complaints procedure. All complaints will be investigated and resolved in a fair and timely manner.

7. Legal and Ethical Compliance

We are fully committed to complying with relevant equality legislation, including:

• The Equality Act 2010 (UK) and other applicable laws in our jurisdiction.
• The principles of fairness, equity, and respect in all our dealings.

We also recognize our duty to go beyond legal obligations and uphold high ethical standards in all of our practices.

8. Review and Continuous Improvement

• Review of Policy: This policy will be reviewed annually to ensure it remains effective and relevant. Any changes or updates will be communicated to all staff, volunteers, and stakeholders.
• Feedback: We encourage feedback from all stakeholders to ensure that we are constantly improving our approach to EDI.

9. Communication

• Internal Communication: This policy will be made available to all staff and volunteers upon induction and regularly reviewed as part of training. It will also be shared on our internal communication platforms to ensure widespread awareness.
• External Communication: We will ensure that our EDI commitment is visible to our beneficiaries, partners, and the wider community. Our website will display this policy, and we will encourage feedback to ensure our practices are transparent.

10. Conclusion

At Coffee and Coping, we are committed to being a charity that promotes fairness, diversity, and inclusion. We recognize that diverse teams and inclusive practices lead to better outcomes for our beneficiaries and stronger, more connected communities. We will continue to work hard to build a fair and supportive environment for everyone, and we encourage all stakeholders to join us in upholding these values.

Signed:

Edmund Aitken-Ballard

24/11/2024
Coffee and Coping Charity 1211144