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Contents

Introduction 

How to draw up a Document that meets the needs of your Organisation 

Introduction

All the statutory agencies are expected by the guidance in Working Together to Safeguard Children 2010 to have in place not only the inter-agency procedures but also their own internal agency protocol, statement or policy. 

Most such documents have a similar format and key principles set out.  The expectation now is that not only the statutory agencies but a range of other agencies identified in the national guidance should have some form of internal document to guide anyone working or acting within the agency’s or organisation’s remit in relation to children.

 Many organisations from whom funding is sought have an expectation that, those smaller groups or community organisations seeking funding, will have in place a document outlining their response and action to be taken in relation to child protection issues

How to draw up a Document that meets the needs of your Organisation:

• In all instances it is advisable to draw up a document in partnership with the whole or a representative group of the staff, employees, volunteers or other participants in order to ensure that there is ownership of the document that is agreed.
• The document itself does not have to be too lengthy or complicated –clear and user-friendly formats are more likely to be successful.
• It is helpful to make a brief statement about the values of the organisation and its role in safeguarding and promoting the welfare of children, and make particular reference to its views about Children and keeping them safe from harm.
• A brief reference to the organisation working within the framework of the Coventry Safeguarding Children Board clarifies your position in relation to national guidance under the Children Act 1989 and Working Together to Safeguard Children 2010.
• However small or large the organisation one person needs to be identified as the Key person, often referred to as the LINK PERSON, the DESIGNATED PERSON or the NAMED PERSON.  This person will also need to have a nominated back up person to cover sickness or leave.
• The role of the Link Person needs to be set out briefly in your document. This can for example be that he or she will be responsible for keeping all records in the organisation, ensuring safe recruitment policies, updating training and new guidance, and making the referrals to the statutory agencies – in short they will be the point of contact for any concerns about children.
• Decision-making needs to be clarified, including who will make the decision to refer to the statutory agencies.  This will usually be the Person identified.
• A brief reference to the need for timely responses needs to be made. It is not helpful to hold on to concerns, better to discuss them with the Link Person promptly for advice.
• There needs to be some reference to how you will record any information and that you will do so within the framework of the Data Protection and Human Rights legislation.
• Remembering that where a child is believed to be at risk from Significant Harm this overrides the need to inform Parents before a referral is made is overridden if it would place the child at further risk to do so.  The need to record carefully making a clear distinction between what is fact or opinion and signing and dating entries will ensure that you keep within the framework of the legislation.  Always keep information in a safe place and consider before sharing information what needs to be shared, with whom and for what purpose.
• Confidentiality needs to be seen in the context of the above and can never be promised 100% as there will be times when the danger or risks to a child or others overrides the confidentiality of information given or held.
• Any document needs to set out that the organisation will keep its members up to date with some form of training or awareness raising and that there will be support and advice when a member of staff or the organisation finds themselves involved in a particular matter; this could be that a child has told them something which has been referred or that they have observed something. There needs to be an acknowledgement that the contents of child abuse can be distressing and that adults may need support.
• There needs to be a clear statement in any document that the organisation, group or agency will take action should there be any concerns about the behaviour of one of its own members, staff, volunteers etc. in relation to children and young people.  An organisation that is clear that it will not condone behaviour which puts children at risk will not be so vulnerable to being targeted by adults who do not have the best interests of children in mind.
• A clear reference to how anyone should raise or refer concerns or complaints about an adult member of the organisation should be included.
• Where it is possible the organisation or group should have a Child Protection information leaflet or sheet not just for its staff or members but also for the parents and children or young people who use its services, this provides the best practice for all parties. Any such document should set out the ground rules and therefore action to be taken where there are disagreements or complaints, if everyone has had the information leaflet/sheet with the policy, statement or protocol, the starting point is clear.

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