Safeguarding Policy

Report type: Policy

This policy seeks to meet best practice in safeguarding and all relevant legislation.

Our approach to safeguarding

Culture for Climate Scotland believes that everyone has a responsibility to promote the welfare of all children, young people and vulnerable adults, to keep them safe and to practise in a way that protects them. Culture for Climate Scotland is committed to creating and maintaining a safe and secure environment for children, young people and vulnerable adults in all areas of our operations. We firmly reject any form of abuse, neglect or harm towards children, young people or vulnerable adults, and are committed to safeguarding practice that reflects statutory responsibilities, government guidance and complies with best practice requirements.

As part of our safeguarding policy we will:

Promote and prioritise the safety and wellbeing of children, young people and vulnerable adults.
Value, listen to and respect children, young people and vulnerable adults.
Give equal priority to keeping all children, young people and vulnerable adults safe regardless of their age, disability, gender reassignment, race, religion or belief, sex or sexual orientation, and socio-economic background.
Ensure robust safeguarding arrangements and procedures are in operation.
Adopt safeguarding best practice through our policies, procedures and code of conduct for staff and volunteers.
Ensure all staff and volunteers understand their roles and responsibilities in respect of safeguarding and are provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children, young people and vulnerable adults.
Provide effective management for staff and volunteers through supervision, support, training and quality assurance measures so that all staff and volunteers know about our policies, procedures and behaviour codes and follow them confidently and competently.
Ensure appropriate action is taken in the event of all incidents or concerns, from lower-level concerns and poor practice to more serious abuse.
Provide support to the individual(s) who raise or report the concern.
Ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored.
Record and store information securely, in line with data protection legislation and guidance.
Prevent the employment or deployment of unsuitable individuals by recruiting and selecting staff and volunteers safely, ensuring all necessary checks are made for those undertaking regulated work as part of their role.
Appoint a nominated safeguarding lead, a deputy and a lead trustee for safeguarding.
Develop and implement an effective online safety policy and related procedures. Share information about safeguarding and good practice with children and their parents via leaflets, posters, group work and one-to-one discussions.
Make sure that children, young people, vulnerable adults and their families know where to go for help if they have a concern.

The policy and procedures will be widely promoted and are mandatory for everyone involved in Culture for Climate Scotland. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal or exclusion from the organisation.

Definitions

Children and young people

Refers to individuals under the age of 18 years.

Vulnerable adults

Refers to adults who are at risk of harm due to disability, mental disorder, illness, or physical or mental infirmity, and are unable to protect themselves from harm or exploitation.

Responsibilities

Management

The director holds overall responsibility for implementing and upholding this policy. They will ensure the provision of adequate resources, training and supervision to staff, volunteers and partner organisations engaged in activities involving children, young people and vulnerable adults.

Staff and volunteers

All staff and volunteers affiliated with Culture for Climate Scotland are responsible for promoting the welfare and safeguarding of children, young people and vulnerable adults. They must familiarise themselves with this policy, promptly report any concerns or incidents, and participate in relevant training programs.

Designated safeguarding officer (DSO)

Culture for Climate Scotland’s designated individual as the DSO is the senior operations manager. They will oversee the implementation of this policy, provide guidance and support, and act as the primary point of contact for safeguarding concerns.

Recruitment and selection

All individuals engaging in regulated work involving children, young people and vulnerable adults must undergo thorough recruitment procedures, including Disclosure Scotland checks, in line with the Protection of Vulnerable Groups (Scotland) Act 2007. References will be sought and diligently verified for all prospective staff and volunteers involved in activities concerning children, young people and vulnerable adults.

At Culture for Climate Scotland, regulated work is classified under Disclosure’s activity description ‘providing cultural, leisure, social or recreational activities for children/protected adults’. This work could be undertaken by artists delivering activities, events or workshops in
communities. A PVG scheme disclosure application will be made for anyone working in an embedded artist role at Culture for Climate Scotland.

Code of conduct

Culture for Climate Scotland expects all staff, volunteers and relevant personnel to adhere to a code of conduct that clearly outlines acceptable behaviour when interacting with children, young people and vulnerable adults.

This code of conduct will include guidelines on appropriate language, physical contact, confidentiality and maintaining professional boundaries.

Reporting and responding to concerns

Any safeguarding concerns or incidents involving children, young people or vulnerable adults must be immediately reported to the DSO and/or your line manager within Culture for Climate Scotland using the abuse report form.

All concerns will be treated seriously, promptly investigated and appropriate action will be taken, following statutory guidelines and local procedures. Culture for Climate Scotland will cooperate fully with statutory agencies, such as the police or social services, as required.

Training and support

Culture for Climate Scotland will provide comprehensive safeguarding training to all relevant staff, volunteers and personnel, ensuring that it is regularly updated to reflect current legislation, best practice and the identification of safeguarding concerns. Refresher training will be undertaken every three years.

Support mechanisms will be in place to assist staff, volunteers and relevant personnel in dealing with safeguarding issues, including access to counselling and debriefing services.

Confidentiality and data protection

Culture for Climate Scotland will handle all safeguarding concerns and records with strict confidentiality, ensuring compliance with relevant data protection legislation. Information will be shared on a need-to-know basis, and consent will be obtained when appropriate and in accordance with legal requirements.

Review and monitoring

This policy will undergo an annual, or as necessary, review, to ensure its effectiveness and compliance with current legislation. Regular monitoring and evaluation will be conducted to assess the implementation of safeguarding measures and identify areas
for improvement.

Dissemination of the policy

This policy will be readily available to all staff, volunteers, partner organisations, attendees and relevant stakeholders. It will be communicated through training sessions, staff inductions and prominently displayed within Culture for Climate Scotland digital platforms.

Code of conduct for safeguarding at Culture for Climate Scotland

Respect and dignity

Treat all children, young people and vulnerable adults with respect, dignity and fairness, regardless of their background, abilities or characteristics.
Uphold their rights and promote their wellbeing, ensuring their views are considered and valued in decisions that affect them.

Professionalism and integrity

Maintain professionalism at all times, acting in the best interests of children, young people and vulnerable adults, and avoiding any actions that may compromise their safety or wellbeing.
Conduct all activities within the boundaries of your role and responsibilities, adhering to legal and ethical standards.

Boundaries and relationships

Establish and maintain appropriate boundaries with children, young people and vulnerable adults, ensuring interactions are professional, respectful, and without any form of exploitation or abuse.
Avoid engaging in any behaviour that may be misinterpreted, inappropriate or harmful.

Confidentiality and information sharing

Respect the confidentiality of personal information relating to children, young people and vulnerable adults, sharing it only on a need-to-know basis and in accordance with legal requirements and data protection regulations.
Report any concerns or disclosures promptly to the designated person within Culture for Climate Scotland, maintaining confidentiality while ensuring appropriate action is taken.

Communication and language

Use clear, appropriate and respectful language when communicating with children, young people and vulnerable adults, ensuring they can understand the information provided.
Avoid using language or engaging in conversations that may be offensive, discriminatory or harmful.

Supervision and monitoring

Provide appropriate supervision and monitoring to ensure the safety and wellbeing of children, young people and vulnerable adults during activities and interactions.
Report any concerns regarding the behaviour or actions of colleagues, volunteers or third-party individuals promptly to the DSO.

Reporting and response to concerns

Report any safeguarding concerns or incidents in accordance with our safeguarding policy, ensuring prompt action is taken to protect the safety and wellbeing of children, young people and vulnerable adults.
Co-operate fully with any investigations or inquiries by relevant authorities or agencies.

Training and professional development

Engage in regular training and professional development opportunities related to safeguarding, child protection and the wellbeing of vulnerable adults.
Stay informed about current legislation, policies and best practice in order to fulfil your role effectively.

Compliance with policies and procedures

Familiarise yourself with and adhere to our safeguarding policy and all relevant policies and procedures pertaining to the safety and wellbeing of children, young people and vulnerable adults.
Follow all statutory requirements and local guidelines applicable to your role and the activities you are involved in.

Breach of code of conduct

Any breach of this code of conduct will be taken seriously and may result in disciplinary action, up to and including termination of employment, partnership or termination of volunteer engagement.
By adhering to this code of conduct, we create a safe and respectful environment for children, young people and vulnerable adults, promoting their wellbeing and safeguarding their rights.