Cowelfare’s Policies

Child Protection Policy

Policy Statement

Communities Welfare Network (Cow.net) is committed to practices which protect children from harm. Staff and volunteers in this organisation accept and recognise our responsibilities to develop awareness of the issues which cause children harm.

Principles of the Policy

This policy is based on the following principles:

• The welfare of the child is paramount.
• All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs, and/or sexual identity, have the right to protection from abuse.
• All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.
• All staff (paid/unpaid) have a responsibility to report concerns to the Designated Person with responsibility for child protection.
• Staff/volunteers are not trained to deal with situations of abuse or to decide if abuse has occurred.

Our Commitment to Safeguarding Children

We will aim to safeguard children by:

• Adopting child protection guidelines through procedures and a code of conduct for staff and volunteers.
• Sharing information about child protection and good practice with children, parents, carers, staff, and volunteers.
• Sharing information about concerns with agencies who need to know, and involving parents and children appropriately.
• Carefully following the procedures for recruitment and selection of staff and volunteers.
• Providing effective management for staff and volunteers through support, supervision, and training.
• Committing to reviewing our policy and good practice regularly.

Guidelines on Specific Areas

This policy sets out agreed guidelines relating to the following areas:

• Responding to allegations of abuse, including those made against staff and volunteers.
• Recruitment and vetting of staff and volunteers.
• Supervision of organisational activities.

Definitions of Abuse

These definitions are based on those from Working Together to Safeguard Children (Department for Health, Home Office, Department for Education and Employment).

Physical Abuse

Physical abuse may involve:

• Hitting, shaking, throwing, poisoning, burning, scalding, drowning, suffocating, or otherwise causing harm to a child.
• Physical harm caused by a parent or carer feigning symptoms or deliberately causing ill health (e.g., Munchausen Syndrome by Proxy).

Physical abuse can also result from omission or failure to act to protect a child.

Emotional Abuse

Emotional abuse involves persistent emotional ill-treatment that severely and persistently affects a child’s emotional development. This includes:

• Making a child feel worthless, unloved, or inadequate.
• Imposing inappropriate age/developmental expectations.
• Causing children to feel frequently frightened or in danger.

Emotional abuse can occur with other types of abuse.

Sexual Abuse

Sexual abuse includes:

• Forcing or enticing a child or young person into sexual activities, whether or not the child is aware of or consents to it.
• Involvement in looking at or producing pornographic material or watching sexual activities.

Both boys and girls can be sexually abused, by both males and females, adults, and other young people.

Neglect

Neglect is the persistent failure to meet a child’s basic physical and psychological needs, resulting in serious impairment to their health or development. It may include:

• Failure to provide food, shelter, clothing, or medical care.
• Leaving a child unsupervised or neglecting their emotional needs.

Other Sources of Stress for Children and Families

Recent guidance highlights other factors such as:

• Social exclusion.
• Domestic violence.
• Mental illness of a parent or carer.
• Drug or alcohol misuse.

These can also negatively impact a child’s well-being and should be addressed through the same child protection procedures.

Recognising and Responding to Abuse

The following signs may or may not indicate that abuse has occurred, but the possibility should be considered:

Physical Signs of Abuse

• Any injuries inconsistent with the explanation given.
• Injuries in areas not typically exposed to falls or games.
• Unexplained bruising, burns, or bite marks.
• Repeated urinary infections or unexplained stomach pains.

Changes in Behaviour (Physical Abuse)

• Fear of parents being approached for an explanation.
• Aggressive behaviour or temper outbursts.
• Flinching when approached or touched.
• Reluctance to change clothes, e.g., wearing long sleeves in hot weather.
• Depression or withdrawal.
• Running away from home.

Emotional Abuse Indicators

Physical signs of emotional abuse may include:

• Failure to thrive or grow.
• Speech disorders.
• Persistent tiredness or development delays.

Changes in behaviour that may indicate emotional abuse include:

• Obsessions or phobias.
• Sudden under-achievement or lack of concentration.
• Inappropriate relationships with peers/adults.
• Self-harm or fear of making mistakes.

Sexual Abuse Indicators

Physical signs of sexual abuse may include:

• Pain or itching in the genital/anal area.
• Bruising or bleeding near genital/anal areas.
• Sexually transmitted diseases or vaginal infections.
• Pregnancy.

Changes in behaviour which may indicate sexual abuse:

• Sudden changes in behaviour (withdrawal or aggression).
• Fear of being left with a specific person or group.
• Knowledge of sexual activities beyond their age or developmental level.

Neglect Indicators

Physical signs of neglect may include:

• Constant hunger or stealing food.
• Dirty or smelly appearance.
• Loss of weight or being underweight.
• Inappropriate dress for the weather.

Changes in behaviour indicating neglect:

• Constant tiredness or failing to attend medical appointments.
• Having few friends or mentioning being left alone.

What to Do if You Suspect Abuse

You must report your concerns immediately to the Cow.net secretary.

Role of the Designated Person

The Designated Person will:

• Obtain and record information from staff, volunteers, children, or parents.
• Assess the information and consult with statutory child protection agencies (e.g., Social Services, NSPCC).
• Make referrals to child protection agencies or the police without delay.

In the absence of Adolphe Taho, report concerns to Felix Wohi.

Allegations of Physical Injury or Neglect

If a child shows signs of physical injury or neglect:

• Contact Social Services for advice in cases of deliberate injury.
• Seek emergency medical attention if necessary.
• Inform the parent and suggest medical help if appropriate.
• If parents fail to act, contact Social Services.

Allegations of Sexual Abuse

In cases of sexual abuse allegations:

• Contact Social Services directly (do not speak to the parent).
• Do not attempt to investigate; leave the investigation to Social Services.

Responding to a Child Making an Allegation of Abuse

Steps to take:

• Stay calm and listen carefully.
• Explain that the information will likely be shared with others (no promises to keep secrets).
• Reassure the child and tell them what will happen next.
• Record everything said using the child’s own words, including names, date, and time.

Helpful Statements to Make

• “I believe you.”
• “Thank you for telling me.”
• “It’s not your fault.”
• “I will help you.”

What Not to Say

• “Why didn’t you tell anyone before?”
• “Are you sure this is true?”
• “Who did this? Where? Why?”

What to Do After a Child Discloses Abuse

The procedure:

• Make notes immediately (ideally within 1 hour) and document what was said and when.
• Report your discussion to the designated person (if implicated, report to the Chairperson Felix Wohi).
• Do not discuss the allegation with anyone else.

Recruitment and Appointment of Workers and Volunteers

When recruiting workers and volunteers, we will:

• Define the tasks and responsibilities for the role.
• Ensure a thorough vetting process, including police checks and interviews.
• Ask for references from people knowledgeable about the applicant’s work with children.
• Ensure the applicant signs a declaration confirming no reason why they should be considered unsuitable to work with children.

Allegations Against a Member of Staff

In the case of allegations against staff:

• There may be three types of investigation: criminal, child protection, and disciplinary.
• The welfare of the child will remain paramount.

Action if Concerns Arise

If concerns are about poor practice, they will be dealt with as misconduct. Concerns about abuse will be reported to the Designated Person and Social Services.

Internal Enquiries and Suspension

• A decision will be made about suspending the accused person pending investigation.
• The organisation will assess whether reinstatement is appropriate once investigations are concluded.

Supervisory Arrangements for the Management of Activities and Services

To protect children from abuse, the following guidelines will be followed:

• Keep a register of all children attending activities.
• Record team member attendance and session evaluations.
• Ensure written consent from parents for all children.
• Avoid being alone with children when possible.

Support and Training

Communities Welfare Network is committed to providing child protection training for all team members.

Health and Safety Policy and Procedures

PART 1: GENERAL STATEMENT OF POLICY

The Management Committee of Communities Welfare Network recognises its duty of care to our volunteers, staff, and members of the public. We will strive to provide healthy and safe working conditions, which include equipment and systems of work for all our employees, volunteers, trustees, and visitors. We are also committed to promoting the health, safety, and well-being of all staff while at work. We will aim to provide staff with all such training as is necessary.

• The allocation of duties for safety matters and their arrangements, to implement this policy, are set out below.
• The Health and Safety Policy will be revised and reviewed annually.
• All staff and volunteers will receive training on this Policy.
• Once staff and volunteers have been trained, they will be required to sign the last page of their copy of the Health and Safety Policy to confirm their understanding of it and willingness to adhere to it.

PART 2: ORGANISATION OF HEALTH AND SAFETY

General Statement

Communities Welfare Network is committed to providing a safe and healthy workplace for employees, volunteers, trustees, and visitors, and to promoting the health, safety, and well-being of all its staff while at work.

Responsibilities

• The Management Committee:
  • Has overall responsibility for ensuring adequate arrangements are provided for the health and safety of employees, volunteers, and the general public.
  • Ensures all aspects of the policy are reviewed annually.
• The Organisation’s Secretary:
  • Advises the Management Committee of any changes in legislation that may have implications on this policy and any changes needed to the policy.
  • Ensures adequate information, instruction, and training is available to every member of staff and volunteers.
  • Ensures there is adequate first aid provision and fire drills are carried out as required.
  • Monitors the implementation of the policy and investigates accidents.
  • Ensures there are adequate safety arrangements for off-site activities.

The Secretary has prime responsibility for instituting and ensuring adherence to the overall policy, including:

• Identifying hazards within the premises that may endanger any person using the building and reporting these to the Coordinator/Director.
• Providing information on aspects of health and safety.
• Training staff and volunteers in safety procedures.
• Monitoring accidents, recording them in the Accident Book, and taking steps to minimise the risk of recurrence.

Staff and Volunteers Responsibilities

All staff and volunteers must:

• Ensure their working environment is safe (e.g., eliminating tripping hazards, trailing leads, and frayed carpets).
• Discuss health and safety issues at least twice a year.
• Work in a safe manner and in accordance with any issued safety instructions.
• Report accidents and potential hazards to line management immediately.

Safety Procedures

• All accidents must be reported to the Secretary and entered into the Accident Book, located in the main office.
• A full investigation will be carried out, and recommendations will be implemented to prevent recurrence.
• At least one staff member on-site will hold a current First Aid Certificate.
• A First Aid Box is available at the training centre, checked monthly by the Safety Officer.

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Additional Sections:

• Fire Safety: Fire alarms will be checked monthly, and fire drills will be organised every six months.
• Welfare Arrangements: Includes adequate workspace, drinking water, and resting areas.
• Work Equipment: Ensuring maintenance, usage, and regular breaks for VDU users.
• Temperature and Ventilation: Maintained at reasonable levels with proper ventilation.
• Lighting: Adequate lighting provided, with protection to prevent glare and reflection.
• Electricity and Gas Safety: Regular inspections and clear protocols for repair and maintenance.
• Smoking Policy: Smoking is not permitted on the premises.
• Hazards and Hygiene: Staff are responsible for identifying hazards and maintaining hygiene.
• Clothing and Manual Handling: Protective clothing and proper handling procedures for heavy objects.
• Off-Site Activities: Ensures vehicle maintenance, passenger safety, and proper equipment use.

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PERSONAL SAFETY

• Staff working alone should lock the front doors and only allow access to known individuals.
• Training will be provided on handling aggression and working with anger.
• Staff working off-site must inform line managers of their location and schedule.

RISK ASSESSMENT

• Risk assessments will be regularly undertaken to identify and mitigate potential hazards.
• Staff must cooperate by reporting risks and adopting safe working practices.

MONITORING AND REVIEW

The Coordinator/Director will:

• Inspect the premises monthly using a checklist.
• Review the accident book.
• Ensure health and safety is integral to staff induction and supervision.

Policy Review:

• This policy will be reviewed every two years or as required by legislative changes.

Reviewed on: 08/12/2022

Equal Opportunities Policy

Vision Statement

The Communities Welfare Network is committed to promoting equal opportunities for all service users. The organisation:

• Values diversity and encourages fairness and justice.
• Will combat discrimination wherever possible to help overcome discriminatory barriers.

In seeking to achieve this vision, the organisation will strive to:

1. Encourage equality of opportunity for all people and actively promote good inter-relations.
2. Eliminate any conditions, procedures, and individual behaviour that can lead to discrimination, even where there was no intent to discriminate, with particular regard to:
   • Race
   • Gender
   • Disability
   • Sexuality
   • Age
   • Religion and Belief
   • Employment issues
3. Offer services fairly to all people, ensuring that anyone in contact with the organisation is treated with respect, making provision for those groups within the community whose needs and expectations are less well met.
4. Comply with all legislation dealing with discrimination and the promotion of equality.
5. Ensure mechanisms are in place for responding to complaints of discrimination.
6. Encourage individuals to participate in the community’s life improvement.
7. Make this policy known to all service users, funders, and partner organisations.
8. Periodically review the Equal Opportunities Policy.

Equal Opportunities Policy – Supporting Statements

Race Equality

The Communities Welfare Network is committed to:

• Promoting a cohesive society and eliminating unlawful discrimination.
• Promoting equality of opportunity and good relations between people of different racial, national, and ethnic groups.

Disability Equality

The organisation will:

• Not treat a person less favourably, directly or indirectly, on the basis of their disability.
• Promote equality of opportunity for people with disabilities.

Gender Equality

The Communities Welfare Network will:

• Not treat a person less favourably, directly or indirectly, due to gender or marital status.

Equality of Employment

The Communities Welfare Network will, through its policies and training, seek to create:

• A prejudice-free and supportive working environment.
• A team of employees that reflects the diversity of the service users it serves, ensuring equality of opportunity for people from all sections of the community to obtain employment and volunteering opportunities in all areas and levels of the organisation.

Accessibility

The organisation’s services must:

• Be accessible and appropriate for all members of the community who might wish or need to use them.

Sexual Orientation

The Communities Welfare Network will:

• Not discriminate directly or indirectly on the grounds of sexual orientation.

Gender Reassignment

The Communities Welfare Network will:

• Not discriminate directly or indirectly on the grounds of gender reassignment.

Religion and Belief

The organisation will:

• Not discriminate directly or indirectly on the grounds of religion or belief.

Age

The organisation will:

• Ensure a person’s age does not lead to unfair discrimination.

Revised: 12/12/2022

This format maintains a professional tone with clear headings, lists, and proper hierarchy for easy reading and understanding.

Financial Policy and Procedures

Financial Policy

The Management Committee is responsible for:

• Safeguarding the assets of the charity.
• Preventing fraud.
• Avoiding mistakes.
• Maintaining financial records in accordance with the governing document and relevant legislation (e.g., Charities Act).
• Preparing annual accounts in compliance with the governing document and legislation.

To fulfill these responsibilities, the financial procedures outlined below must be followed by all Management Committee members, staff, and volunteers.

• A copy of the policy and procedures will be provided to all Management Committee members upon election or appointment and to all relevant staff and volunteers.
• The policy and procedures will be reviewed annually by the Management Committee and revised as needed.

Financial Procedures

Bank Accounts

• All bank accounts must be in the organisation’s name.
• No account may be opened in an individual’s name.
• New accounts and changes to bank mandates require Management Committee approval, with decisions recorded in minutes.
• All monies received must be banked within five working days. Cash must be banked intact and not used for payments or petty cash.
• Cash receipts must be counted by two individuals.
• Cheques must be signed by two authorised signatories, who must verify accuracy and documentation before signing.
• Blank cheques are prohibited.

Annual Budget

• An annual budget outlining the organisation’s financial plan will be prepared by the Treasurer and approved by the Management Committee before the financial year begins.

Financial Reports

• Financial reports will be prepared quarterly by the Treasurer, circulated to the Management Committee, and discussed during meetings.

Accounting and Financial Records

The organisation will maintain:

• A Receipts and Payments Analysis Book to record cheques, cash received, bank transactions, and payments.
• A Petty Cash Analysis Book for recording cash transactions.
• Each transaction must include the date, the name of the individual or organisation involved, the amount, purpose, and relevant budget heading.
• All related documents will be filed in the order they appear in the books.

Authorisation and Payment

• All orders must be recorded in writing and retained.
• Purchases require Management Committee authorisation, which must be recorded in minutes.
• No payments may be authorised for committee or staff members, their partners, or relatives.
• Goods must be checked against invoices before payments are authorised.
• Cheque payments must be authorised in writing, with the Cheque Requisition Form, cheque stub, and supporting documents signed by both signatories.
• Paid invoices must be marked “paid” with the cheque number and date.

Petty Cash System

• The organisation operates an Imprest Petty Cash System.
• Petty cash vouchers must be completed, signed by the Treasurer, and counter-signed by the recipient.
• Receipts should be attached where possible.
• The petty cash float will be reconciled monthly or when additional funds are required.

Payroll

• All employees, including part-time and seasonal staff, must complete PAYE forms before receiving payment.
• Staff changes and employment terms must be authorised and recorded by the Management Committee.

Insurance

The organisation will maintain appropriate insurance policies covering:

• Employer’s liability.
• Public liability.
• Contents.
• Professional indemnity.
  An inventory of all physical assets will be maintained and updated regularly.

Reserves Policy

The organisation aims to maintain reserves of 6–10% of unrestricted funds at the end of each financial year to:

• Ensure service stability and reduce recruitment, training, and marketing costs by avoiding redundancies.
• Address unexpected costs, such as equipment breakdowns or staff cover for illness or parental leave.
• Fulfill contractual liabilities in case of closure, including redundancy pay, creditor obligations, and lease commitments.

Restricted reserves will be maintained to complete specific projects as designated by funders.

Reviewed: 11/11/2022

Volunteering Policy of Communities Welfare Network

Purpose and Scope

The Communities Welfare Network aims to provide a range of services and opportunities for the local community, including promoting opportunities for volunteering. Our goal is to encourage and support people from all sections of the community who wish to volunteer in a variety of ways. Volunteering can be on a regular basis, an occasional basis, or a one-off basis.

Exceptions

This Volunteering policy does not apply to:

• The Communities Welfare Network’s Directors in their roles as Board Members. Director roles and responsibilities are covered by other policy documents and legal regulations.
• Student or Job-Seeker placements, which are subject to other agreements between the Communities Welfare Network and educational institutions.

The Role of Volunteers – POLICY Statement

The Communities Welfare Network recognises the importance of the contribution volunteers make to our services. We aim to give all possible support to our volunteers, ensuring mutual benefits for both the volunteers and the organization. This policy statement outlines how we seek to achieve that aim and establish a mutually beneficial volunteering relationship. It forms part of the volunteering agreement between the Communities Welfare Network and its volunteers.

Guiding Principles

• Volunteers are an integral part of the life and work of the Communities Welfare Network. The work they do is essential in our overall response to the community.
• Volunteers may play a role in promoting the Communities Welfare Network within their community contacts. If so, they are asked to observe confidentiality regarding any information concerning service users.
• Volunteers are not substitutes for paid staff and should never replace workers except in cases of employee absence.

Volunteering Agreement

• A written Volunteering Agreement will be discussed with each volunteer. Both parties are encouraged to sign it.
• The agreement will detail the role to be performed and the name of the supervisor.
• The agreement is not a contract, and no employment relationship is created.

The Communities Welfare Network’s Policies

We expect volunteers to act in accordance with the Communities Welfare Network’s policies, including Health and Safety, Equal Opportunities, and Confidentiality. Induction and training will be provided as necessary to enable volunteers to achieve this.

Recruitment

• Volunteers will be recruited following consistent procedures in line with the Equal Opportunities policy.
• Applicants must complete a registration form and participate in an interview to help determine their role, support needs, and future development.
• References: In line with current legislation, appropriate personal references will be requested from volunteers. Disclosures will be required for those working in roles involving children, as per the Protection of Children Act 1999. All volunteers will be asked to disclose any criminal record.

Induction, Training, and Support

• All volunteers will receive an induction with their supervisor upon starting. The induction will be tailored to the circumstances of the volunteer and their role.
• The induction will include an introduction to the organization’s work, staff, and policies.
• Volunteers will receive support and supervision from a staff member, with frequency depending on the nature of the role. The aim is to ensure clarity regarding the role and tasks, provide feedback on performance, and allow volunteers to express their views and development needs.

Expenses

• Volunteers will not receive payment for their services, but out-of-pocket expenses incurred during their work, such as travel and essential food costs, will be reimbursed as permitted by current legislation or guidelines.
• Supervisors will inform volunteers of how to claim expenses, and claims should be supported by receipts or other evidence unless a valid reason exists.

Evaluation

• The Communities Welfare Network will encourage volunteers to provide feedback on how they are used and involved within the organization.
• Volunteers can expect to be consulted about their experiences to help improve the center’s approach to volunteer involvement.
• Volunteers must inform the organization of any concerns regarding their roles, responsibilities, work, or safety of persons and premises.

Notice

• Volunteers should provide as much notice as possible if they are unable to fulfill their volunteering duties (e.g., due to holidays or other absences).
• The Communities Welfare Network will also provide notice if a volunteer’s attendance is not required.
• Volunteers intending to withdraw their services should inform the organization and give as much notice as possible. This will be reciprocated by the Communities Welfare Network.

Complaints Procedure

• If a volunteer has a complaint during their volunteering, they should bring it to their supervisor’s attention.
• If the volunteer remains dissatisfied, they can escalate their complaint to the Centre Director, as outlined in the organization’s Complaints procedure.

Suspension

• If a volunteer flagrantly breaches codes of conduct or acts in a manner that brings the organization into disrepute, the Centre Director has the right to immediately suspend the Volunteering Agreement.
• The Centre Director will inform the Board.
• If the volunteer wishes to appeal, the Board will appoint two Board Members to form an Appeal Panel and invite the volunteer to attend. The decision of the Appeal Panel will be final.

Policy Review

This policy was reviewed on 13/01/2023.

Vulnerable Adults Safeguarding Policy Statement

1. The Scope of this Policy

This policy applies to all functions and services where there is potential for direct or indirect contact with vulnerable adults. Board members, staff, and volunteers are all committed to practices that protect vulnerable adults from harm.

Definition of a Vulnerable Adult

A vulnerable adult is any person aged 18 or over who may be unable to protect themselves from significant harm or exploitation due to factors such as mental health problems, disability, sensory impairments, age, frailty, or illness.

2. Access to Information

Vulnerable adults will have access to information they can understand to make informed choices, including expert knowledge and advocacy when needed.

3. Choice

Vulnerable adults will be provided with the opportunity to choose independently from a range of options, based on clear and accurate information.

4. Confidentiality

Vulnerable adults will be informed that their information will be managed appropriately, with a clear understanding of confidentiality and its limits among staff.

5. Consent

Vulnerable adults have the right to make their own decisions and to give or withhold consent for activities or services. Consent can be verbal, gestured, written, or through participation. No one can give or withhold consent on behalf of another adult unless legally authorized.

6. Dignity and Respect

Vulnerable adults will be treated with the same dignity and respect as any other adult, recognizing their uniqueness and individual needs.

7. Equality and Diversity

Vulnerable adults will be treated equally, with their background and culture respected and valued.

8. Fulfilment

Vulnerable adults will be invited to participate in activities and services that enable them to achieve their potential.

9. Independence

Vulnerable adults will have as much control as possible over their lives, while being safeguarded from unreasonable risks.

10. Privacy

Vulnerable adults will be free from unnecessary intrusion, with a balance between their safety and the safety of others.

11. Safety

Vulnerable adults will live free from violence, neglect, or abuse in any form and will feel safe.

12. Support

Vulnerable adults will be supported to report any form of abuse.

14. Management Committee Roles and Responsibilities

The Chair and Community Development Worker (CDW) are responsible for ensuring compliance with this policy. Day-to-day responsibility is delegated to the Secretary, Miss Yllo Aya Kohi, and CDW, Talat Shafique, who act as points of contact for reporting concerns.

15. Staff Roles and Responsibilities

Staff must adhere to the policy and notify the Secretary or CDW about any safeguarding concerns regarding vulnerable adults.

16. Training

Staff, volunteers, and others who come into significant contact with vulnerable adults will receive appropriate safeguarding training.

Recruitment and Selection of Staff

The Board will ensure a thorough recruitment process for staff in positions involving substantial contact with vulnerable adults, including:

• Clear job descriptions and person specifications.
• An open recruitment process with application forms and interview processes.
• Criminal record checks (DBS) when required.

18. Definition of Abuse of Adults

Abuse is the violation of an individual’s rights by another person, which can include physical, psychological, emotional, financial, or sexual maltreatment or neglect. Abuse can occur within a relationship of trust or outside of it and may be deliberate or caused by ignorance or lack of training.

19. Concerns and Disclosures
When a concern arises, staff should report it through the appropriate channels. They are not responsible for determining whether abuse has occurred, but must pass on any concerns.

What to Do if a Vulnerable Adult Discloses Abuse

• Stay calm and listen.
• Express concern and reassure them.
• Record the disclosure and report it promptly.
• If immediate help is needed, contact emergency services.

21. Checking Out

If a concern arises (e.g., noticing an injury), staff can “check out” the situation by asking simple, non-leading questions. However, they should not investigate further.

22. How to React and What to Do

Staff are responsible for reporting concerns but not for investigating or deciding if abuse has occurred.

Reporting and Recording

All concerns, disclosures, or suspicions should be documented using the Vulnerable Adults Safeguarding Report form and submitted to the designated Safeguarding Officer.

23. Basic Response Procedure/Action

Concerns should be recorded and reported to the Safeguarding Officer immediately. If necessary, social services, police, or medical assistance should be contacted.

Response to Allegations of Abuse

• Take allegations seriously and report them immediately.
• Complete the necessary report forms and send them to the Safeguarding Officer.

24. Confidentiality and Information Sharing

Confidentiality will be maintained, and information will be shared on a need-to-know basis. Only the relevant parts of reports will be shared with external authorities.

External Contact Information

• Brixton Police: 999/101
• Lambeth Adult Safeguarding Helpline: 0808 808 8141 / enquiries@elderabuse.org.uk
• Lambeth Social Services: 020 7926 5555

Policy Review

This policy was adopted on 28/11/2016 and will be reviewed annually.

Conflict of Interest Policy

Trustees of Communities Welfare Network are legally obligated to act in the best interests of the organization, in line with its governing document, and to avoid situations that may present a potential conflict of interest.

Conflicts of interest arise when personal or familial interests and/or loyalties conflict with those of the Communities Welfare Network. These conflicts may lead to issues such as:

• Discouraging open discussion
• Resulting in decisions or actions not aligned with the organization’s best interests
• Creating the impression that the organization has acted improperly

The purpose of this policy is to safeguard both the organization and its trustees from any appearance of impropriety.

Declaration of Interests

Trustees are required to declare their interests, as well as any gifts or hospitality received in connection with their role at Communities Welfare Network. A declaration form is provided for this purpose (see Appendix A).

Declarations should be updated at least every two years and whenever any changes occur. The following types of interest must be declared:

• Personal/family relationships with paid staff, volunteers, or potential recruits
• Any gifts or hospitality received
• Trustees renting property to or lending money to the charity
• Relationships with other organizations that could affect the trustee’s role, especially if both organizations operate within the same geographical area or share the same client/user groups
• If the trustee is a councilor, employee, or board member of an organization from which Communities Welfare Network may seek or is receiving funding
• Situations where a trustee learns of an opportunity that could benefit them personally or another group, which the charity may or may not wish to pursue

Data Protection

The information provided will be processed in compliance with data protection laws, specifically the Data Protection Act. The data will be used exclusively to ensure trustees act in the organization’s best interests and will not be used for any other purposes.

Managing Conflicts of Interest

In the event of a long-term conflict, trustees should discuss the issue with the board, particularly the chair, as soon as possible to determine how to proceed.

At the start of each meeting, trustees must immediately declare any potential conflicts related to agenda items.

Disclosure in Accounts

Any income or benefits received by trustees during an accounting year must be disclosed. Additionally, any connection between staff members of Communities Welfare Network and parties involved in supplying goods or services to the charity must also be disclosed in the annual report and accounts.

Decision-Making with Conflicted Interests

When decisions are made by the board involving a trustee or staff member with an interest, these decisions will be made by vote, in accordance with the organization’s constitution.

Recording Disclosures

All decisions, including disclosures of conflicts and their outcomes, will be recorded in the minutes of the board meetings.

Reviewed on: 25/09/2022

Interest Record Form

I, ______________________________________________, have provided below my interest in accordance with the Trust’s Conflict of Interest Policy.

Category	Details of the Interest
Current employment and any previous employment in which the Trustee continues to have a financial interest
Appointments (voluntary or otherwise) such as trusteeships, directorships, local authority roles, or membership of tribunals
Membership of professional bodies, special interest groups, or mutual support organizations
Investments in companies, partnerships, or other business interests that could constitute a potential conflict of interest
Any contractual relationship with Communities Welfare Network
Ownership of property that could create a conflict of interest
Gifts or hospitality offered by external bodies, and whether accepted or declined in the past 12 months
Any other potential conflicts of interest not covered above
Any other people, organizations, companies, or institutions with whom you are connected and have not referred to above

To the best of my knowledge, the above information is complete and accurate. I agree to update this information annually and give consent for it to be used for the purposes outlined in the Conflict of Interest Policy.

Name: ___________________________________________
Signed: _________________________________________
Position: ________________________________________
Date: ___________________________________________