Latch provides a variety of support to children, young people, and adults through its activities. We recognise our responsibility to safeguard the welfare of children, young people, and adults at risk of harm, and are committed to creating and maintaining the safest possible environment. 

We therefore have in place a Safeguarding Policy. 

 

This policy demonstrates our duty of care to all the children, young people, and adults with whom we work, and our responsibility to safeguard them from harm. LATCH believes that everyone has a right to such protection.

Latchis working towards a culture that encourages the raising of any concerns by LatchTeam Members (Latch Staff, agency workers, temporary workers, contractors and volunteers, including Trustees and any other agency or individual working on behalf of or representing the organisation) to be embedded into routine discussions on the charity’s work and service provision (e.g. problem solving, service review, performance improvement, quality assessment, training and development) as these are the most effective mechanism for early warning of concerns, wrongdoing, malpractice or risks and line managers are accordingly best placed to act on, deal with and resolve such concerns at an early stage. 

Latch recognises that: 

  1. The welfare of children is paramount in all the work we do and in all the decisions we take
  2. All children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse
  3. Some people are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues
  4. Working in partnership with children, young people, their parents, carers, and other agencies is essential in promoting young people’s welfare 

The Latch Safeguarding Policy and procedures are based on legislative requirements, national guidance, and UN Conventions. It relates to the Cardiff and Vale University Health Board (CAV UHB) Safeguarding Procedures and a range of Government legislation, including the Social Services and Well-being (Wales) Act 2014, the Children Act 1989, the Protection of Freedoms Act 2012 and the Safeguarding Vulnerable Groups Act 2006.

The Wales Safeguarding Procedures 2019 guides safeguarding practice for all those employed in the statutory, third and private sectors in health, social care, education, police, justice, and other services. They apply to all practitioners, managers and volunteers working with children and adults in Wales, whether employed by a devolved or non-devolved agency, and whether in paid or unpaid work. The Procedures helps practitioners apply the legislation of the Social Services and Wellbeing (Wales) Act 2014 and statutory safeguarding guidance ‘Working Together to Safeguard People’. 

Latch will comply with the Wales Safeguarding Procedures 2019 and Working Together to Safeguard People: volumes 5 and 6, as well as any local procedures produced by the Regional Safeguarding Boards (RSB) in Wales. 

Purpose

Latch aims to support and reinforce existing legislation and statutory guidance and sets out some key principles to help fulfil its duty towards children, young people, and adults with whom it has contact. 

Latch aims to: 

  1. Create a culture in which safeguarding and protecting is everyone’s responsibility, people are valued and their right to be safe is paramount.
  2. Ensure that team members understand their role in safeguarding and protecting children, young people, and adults at risk.
  3. Help team members to create a safe and positive working environment, where the culture is to go beyond the legal minimum and where everyone feels safe and respected.
  4. Enable all team members to make informed and confident responses to specific safeguarding issues
  5. Give guidance to team members in the context of their work for and on behalf of Latch on what action must be taken when abuse, harm or neglect is suspected or disclosed
  6. Support Latch team members in safeguarding the welfare of children, young people, and adults with whom they work and in safeguarding themselves against allegations.

Scope and Application

This Policy relates to Latch Team members - Latch staff, agency workers, temporary workers, contractors, and volunteers, including Trustees, and any other agency or individual working on behalf of or representing the organisation.

Definitions used within safeguarding 

  1. A child is defined as a person up to the age of 18 years, in line with the Children Act 1989, the Social Services and Well-being Act and UNCRC. When the term child is used throughout the policy it also refers to young people under the age of 18 years.
    1. S.130 (4) of the Social Services and Well-being (Wales) Act 2014 defines a “child at risk” as a child who:
      1. Is experiencing or is at risk of abuse, neglect, or other kinds of harm;
      2. Has care and support needs (whether the authority is meeting any of those needs).
  2. An “adult at risk,” as defined by Section 126(1) of the Social Services and Well-being Act is an adult who:
    1. Is experiencing or is at risk of abuse or neglect
    2. Has needs for care and support (whether the authority is meeting any of those needs); and
    3. As a result of those needs is unable to protect himself or herself against the abuse or neglect or the risk of it.”
  3. The use of the term ‘at risk’ means that actual abuse or neglect does not need to occur before practitioners intervene, rather early interventions to protect an individual at risk should be considered to prevent actual abuse and neglect.
  4. The term ‘relevant team members’ applies to all team members who are expected to have unsupervised contact with young people or adults at risk. If a team member is involved in carrying out regulated activity on behalf of LATCH, they will need an enhanced DBS and barring check.
  5. Designated Safeguarding Person - DSP
    1. Regulated activity is activity involving contact with children or adults and is of a specified nature on a frequent (once per month or more), intensive (3 or more days in any 30-day period) or overnight basis.
  6. is the identified person within the organisation who is available to discuss safeguarding concerns and should be consulted, when possible, as to whether to raise a safeguarding concern with the local authority. They will provide support or manage any immediate actions required to ensure the individual at risk is safe from harm.

Roles and responsibilities

  1. In accordance with the principles of the Wales Safeguarding Procedures Latch recognises that safeguarding and protecting is everybody’s responsibility. The statutory responsibility however for the welfare of children and adults is that of Social Services Departments and the Regional Safeguarding Boards for children and adults. Effective safeguarding requires everyone and every organisation to play their part.
  2. To support this approach, Latch has appointed a Designated Safeguarding Person (DSP) who reports directly to the Chief Executive, Menai Owen-Jones and, where appropriate, the Safeguarding Lead of the Trustee Board, Sally Davies. Latch's Designated Safeguarding Person is Jasmine Jones.

Safeguarding Lead of the Trustee Board (SLTB)

The SLTB’s role is to:

  1. Consider Latch'sstrategic plans, and in conjunction with the CEO, make sure they reflect safeguarding legislation, regulations specific to our activities, statutory guidance, and the safeguarding expectations of the Charity Commission and CAVUHB.
  2. Work with the CEO and designated safeguarding person (DSP) to review at regular intervals whether the measures Latch has in place are creating a safer culture and are keeping people safe.
  3. Check that Latch's Risk Register reflects safeguarding risks appropriately and actions to mitigate risks are sufficient.
  4. Ensure that the Board regularly reviews safeguarding reports and support other trustees to understand and challenge those reports as appropriate.
  5. Working with the DSP and CEO participate in learning from case reviews locally and nationally, to improve our organisation’s policy and procedures.
  6. Together with the CEO, DSP, and Chair, oversee safeguarding allegations against Latch team members (unless they are alleged to be involved in the reported matter).
  7. Be a point of contact for Latch team members if someone wishes to complain about a lack of action by the DSP and/or CEO in relation to safeguarding concerns.
  8. Champion safeguarding throughout the organisation.
  9. Attend relevant safeguarding training events and conferences.
  10. Support other trustees in developing their individual and collective understanding of safeguarding.
  11. Periodically attend meetings, activities, projects to engage with team members to understand safeguarding on the ground.
  12. Work with the Chair, CEO, DSP, and communications lead in order to manage all serious safeguarding cases.
  13.  

Designated Safeguarding Person (DSP)

The DSP’s role is to: 

  1. Ensure Latch's safeguarding policy and procedures are followed.
  2. Ensure regular communication with the Head of Safeguarding at CAVUHB to ensure appropriate information exchange between both organisations in relation to safeguarding policy and practice.
  3. Undertake an annual review of the Latch Safeguarding Policy and Procedures and provide this review to the Board of Trustees.
  4. Ensure they know how to contact relevant Regional Safeguarding Board/local authority social services departments, Health Board and the police who are responsible for dealing with safeguarding concerns both during and after office hours.
  5. Ensure that any concerns that indicate a person is experiencing or at risk of experiencing harm are reported to the relevant social services or the police and involve CAVUHB safeguarding team, as appropriate. (N.B. Urgent concerns should be reported immediately by those aware of them when the designated person is not available.)
  6. Act as a source of advice and training on all safeguarding matters and seek further advice and guidance from CAUVHUB safeguarding team and local statutory agencies as needed.
  7. Ensure that a record is kept of any concerns about a child, adult at risk or team members or volunteer, and of any conversation or referrals to statutory agencies. Latch is committed to maintaining confidentiality wherever possible and information will be shared only with those who need to know. These records will be kept securely (within restricted access folders) and will comply with data protection regulations.
  8. Report to the CEO when any action is taken, concerns recorded, or incidents. Also report when any ‘new’ situations may arise, such as undertaking a new type of work where safeguarding may need to be reviewed.
  9. Maintain and regularly update their knowledge of child protection and safeguarding children through relevant training, including refreshing their Safeguarding training every 3 years.
  10. Conduct regular audit activity, at least every 3 years, to ensure Latch is working in line with current practice.
  11. In collaboration with the CEO and the ESR (Electronic Staff Record) system, maintain an overview of team members and volunteer training and DBS check dates, and to send out reminder of when they are due for renewal.

LATCH team members 

  1. All Latch team members are expected to be aware of the Safeguarding Policy and Procedures and apply them in practice. They will report any concerns by following the Safeguarding Procedures set out in Appendix 1
  2. It is everyone’s duty to conduct themselves in a manner which safeguards and promotes the welfare of children and adults. This also protects them against false allegations and misconduct.
  3. If there are any matters that remain unresolved, individuals should be referred to Latch's Whistleblowing Procedure.

LATCH Recruitment

  1. Recruitment of Team Members
  2. Latch follows recruitment guidelines that comply with the CAVUHB and Welsh Government’s guidelines. We take all reasonable precautions to avoid the appointment of unsuitable people to posts that will have contact with children, young people, or adults at risk.
  3. DBS Checks
    1. All LATCH contractors, agency/temporary workers and staff roles need an enhanced DBS check due to the location of the office in the Children’s Hospital for Wales and the unsupervised access that allows.
    2. All regular entertainers, visitors and volunteers on-site must have a standard DBS check, where they do not have one. These will be updated every three years.
  4. Checks will be completed before the beginning of employment (or contract) and then on a 3-year rolling cycle. Checks will be carried out earlier if the member of team has a break in service of 3 months or more, when a team member returns to work following an extended sickness or maternity absence or if there are grounds for concern about the person’s suitability to work with children, young people, or adults.
  5. Before any new work/project with children and young people begins, the manager of that piece of work must ensure that all those involved in the project are adequately trained, that appropriate Disclosure and Barring Service (DBS) checks have been carried out where necessary and that team members are familiar with and agree to work within the framework provided by this document.
    1. All Latch team members are required to disclose criminal convictions acquired during employment which may be relevant to their position or that relate to violence, assault, or damage to property. Disclosure should be made confidentially to the line manager who will consider the effect of the offence on the employee’s post as outlined in this procedure. It is a criminal offence for an organisation to allow a barred individual to work in regulated activity.
    2. For Latch employees, failure to disclose relevant information to their line manager during employment could result in disciplinary proceedings or dismissal. For all other Latch team members other actions may be taken should there be an instance of failure to disclose.

Training for Team Members 

  1. Latch  is committed to ensuring that team members receive appropriate safeguarding training in accordance with their role. Managers need to be familiar with Whistleblowing Procedure, disciplinary and grievance procedures, and the relevant legislation.
  2. All Latch contractors, agency/temporary workers and staff should complete level 1 safeguarding mandatory training as part of their induction and will be asked to confirm that they have read and understood this policy.
  3. All team members who are expected to have unsupervised contact or contact under the definition of regulated activity with children, young people and adults at risk will receive appropriate training on safeguarding issues including guidance on the identification of indications of abuse and how to make a referral before they undertake any direct work. This training will be undertaken on a 3-year rolling programme and will be recorded on ESR and or Personnel folders. It will include content on how employees should deal with safeguarding related to the Prevent strategy and to understand the potential signs of extremist views and behaviours. Information will also be provided on modern slavery and trafficking.
  4. Team members who may engage directly with children, young people, and adults at risk online or through social media platforms will be provided with guidance, and appropriate safeguarding training.
    1. The Designated Safeguarding Person will receive regular training relevant to and commensurate to their role and responsibility.
    2. Depending on their role other team members may be required to receive this training, for example managers.
    3. Refresher and update training should be undertaken by all those listed above at intervals of no more than three years. This training should draw on findings from new research, best practice and learning from experience, locally and nationally. It will be adapted according to the team member's role/responsibilities.
    4. Keeping Training & DBS Records
  5. Training and DBS records of team members will be maintained by the ESR.
  6. General personnel folders will hold records of DBS checks, safeguarding training undertaken by team members, and store any files demonstrating that this Safeguarding Policy and Procedure, and any changes, have been notified to team members. These records will also include any volunteer, Trustee or associate involved in regulated activity. 

Promoting and Monitoring the Safeguarding Policy and Procedures

Latch will actively promote its Safeguarding Policy by: 

  1. providing a copy to all team members and training, including to Trustees.
  2. publicising and making it available to all stakeholder and partner organisations and ensuring that it provides the minimum standards for Latch’s work with and through partners.
  3. publicising and promoting it as necessary with children, young people, adults at risk and their carers with due consideration to language, accessibility and different ways of communication providing induction, ongoing training, and development opportunities for team members (linked to supervision, appraisal, and team members development policies).
  4. Monitoring its consistent application and effectiveness
  5. formally reviewing it with the Board of Trustees annually, following a serious incident or whenever there is a meaningful change in the organisation or relevant legislation
  6. As part of a charity’s risk-management process, the Board of Trustees checks key safeguarding risks carefully and records how these are managed.

Reporting Serious Incidents to the Charity Commission

  1.  As a registered Charity, Latch has a duty to report any serious failures in protecting people and safeguarding in the charity. Incidents that have resulted in, or risk, significant harm to beneficiaries and other people who come into contact with the charity through its work.
  2. The CEO will be responsible for assessing the severity of incidents and reporting any incidents that meet the ‘serious’ threshold, in liaison with the Board of Trustees.
  3. Latch has a responsibility to report an incident to the Charity Commission if it results in, or risks, significant:
    1. Harm to people who come into contact with our charity through its work.
      1. incidents of abuse or mistreatment (alleged or actual) of beneficiaries of the charity (adults or children) which have resulted in or risk significant harm to them and this happened while they were under the care of the charity, i.e. at a Latch event.
      2. someone connected with the charity, for example a trustee, staff, or volunteer, was responsible for the abuse or mistreatment (alleged or actual).
      3. breaches of procedures or policies at Latch which have put people who come into contact with it through its work at significant risk of harm, including failure to carry out relevant vetting checks which would have identified that a person is disqualified in law from holding their position within the charity. This might be, for example, because they are disqualified under safeguarding legislation from working with children and/or adults at risk
      4. An incident that involves actual or alleged criminal activity will usually be reportable to the Commissio