Safeguarding and Child Protection

Introduction

1. Parliament Buildings is a public space and the Northern Ireland Assembly Commission’s (the Assembly Commission’s) Behaviour Code sets out how all of those working in the Assembly or visiting Parliament Buildings should treat others and be treated.

2. While informal visitors to Parliament Buildings on a day to day basis may include children, young people and vulnerable adults, these groups formally interact with and/or visit the Northern Ireland Assembly for a range of reasons, including for example as part of an organised school or youth group meeting or through their participation in the Youth Assembly. For those attending as part of an education visit, teaching staff or other responsible adults accompanying school or visiting groups normally operate in accordance with their own child protection policies and procedures. While the primary responsibility for the welfare of these children, young people and vulnerable adults, rests with those accompanying the group, the Northern Ireland Assembly Commission (the Assembly Commission) also has a duty of care to protect them whilst visiting our premises.

3. The Assembly Commission wants children, young people and vulnerable adults to enjoy their interaction with us, whether as a visitor, a Youth Assembly participant, or during a work placement. A member of staff from our Education Service, Parliamentary Outreach, or Visitor Experience Teams is responsible for organising interaction with the Assembly in accordance with their established procedures, whether this is virtual or through attendance at Parliament Buildings or at an Assembly sponsored event elsewhere. Our staff member will liaise with the school, visiting group representative or parent/guardian, as appropriate.

4. The Assembly Commission is committed to ensuring that all those involved in these areas of work are safeguarded and their rights protected at all times. The safety and welfare of children, young people and vulnerable adults is of paramount consideration.

Scope and Purpose of the Policy

5. The Safeguarding and Child Protection Policy (the Policy) applies to all Assembly Commission staff (which is deemed to include temporary agency workers and inward secondees) acting on behalf of the Assembly Commission. The principles of the Policy also apply to contractors working in Parliament Buildings or at events sponsored by the Assembly Commission in other venues, on behalf of the Assembly Commission. The purpose of the Policy is to:

Support the promotion of a safe working environment and a culture of care in which the rights of all children and vulnerable adults are protected and respected;
Clarify the roles and responsibilities of all parties working within the scope of the Policy;
Provide clear guidance and procedures for those working with children and vulnerable adults; and
Promote best practice in how Assembly Commission staff interact with children and vulnerable adults attending Parliament Buildings, or events sponsored by the Assembly Commission at other venues.

6. The Assembly Commission seeks to keep children and vulnerable adults safe by:

Valuing, listening to and respecting them;
Having in place trained Designated Safeguarding Officers;
Adopting safeguarding and child protection best practice through this Policy and procedures within individual business areas;
Ensuring that security clearance checks are carried out in accordance with the Security Clearance Policy, at recruitment stage and during employment; and
Providing effective management of staff through training, supervision, support and quality assurance measures.

Definitions, Roles and Responsibilities

7. For the purposes of this policy:

A child or young person is defined as a person under the age of 18. From this point the terms child or children will be used to refer to this group; and
An adult is considered vulnerable if he/she is over 18 years of age and requires activities or services which would lead him/her to be considered vulnerable at a particular time.

8. This Policy requires the parent/guardian, school or representative to identify that the individual is vulnerable prior to visiting Parliament Buildings, its grounds or an Assembly sponsored event.

9. Annex 1 - fuller definition of children and vulnerable adults.

Annex 2 - view the roles and responsibilities of staff in relation to implementation of this Policy.

Designated Safeguarding Officers

10. The implementation of this Policy is supported by the Assembly Commission’s team of Designated Safeguarding Officers (DSOs). The DSOs’ role is twofold: to serve as a source of information and guidance on the Policy; and to support Assembly Commission staff who may be required to deal with any suggestion of misconduct. Further information on the responsibilities of the DSOs is set out in Annex 2. DSOs are provided with appropriate training to undertake their role. If you need to speak to a DSO, you should contact the Human Resources Office.

Security Clearance

11. The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007, as amended by the Protection of Freedoms Act 2012 sets out the activities and work which are ‘regulated activity’, which a person who has been barred by the Disclosure and Barring Service must not do.

Visit GOV.UK's Disclosure and Barring Service webpage [EXTERNAL LINK].

12. Access NI (view the AccessNI webpage [EXTERNAL LINK]) currently provide the disclosure service for Northern Ireland. Regulated activity excludes family arrangements and personal, non-commercial arrangements. A fuller definition of regulated activities is provided here: nidirect - Regulated activity with vulnerable groups [EXTERNAL LINK].

13. In accordance with the Assembly Commission’s Security Clearance Policy, all Assembly Commission staff, temporary agency workers and inward secondees are required to have an Access NI Basic Check which discloses details of all convictions considered to be unspent under the Rehabilitation of Offenders (NI) Order 1978 or state that that no such convictions were found. Contractors providing a service to the Assembly Commission require security clearance to the level determined by the Assembly Commission.

14. Posts in the Assembly Commission involved in activities with children and vulnerable adults that may be defined as Regulated Activity, are subject to Access NI Enhanced Disclosure which contains all of the information in the Access NI Basic Check, plus other relevant information held in police records.

15. The Access NI Enhanced Disclosure also clearly indicates whether the applicant is barred from working with those groups. Relevant information in police records can include information about attempted prosecutions that were unsuccessful or behaviour that might be indicative of criminal activity.

16. Posts within the Assembly Commission for which Access NI Enhanced Disclosure is currently required include Education Officer; posts undertaking specific work with the Youth Assembly; and DSOs.

Code of Behaviour for Staff Working with Children and Vulnerable Adults

17. All Assembly Commission staff working with children and vulnerable adults should familiarise themselves with and understand this Policy. In dealings with children and vulnerable adults, you must:

Remember their welfare takes priority;
Be respectful and professional;
Be caring and attentive;
Communicate in a way that suits their needs;
Listen to them;
Be aware, approachable and understanding; and
Address concerns or suspicions in accordance with the procedures outlined in this Policy.

You must not:

Touch or physically interact with a child or vulnerable adult;
Make assumptions about their thoughts or wishes;
Use inappropriate language;
Through your conduct, harm a child or frighten a child;
Be alone with them (if this cannot be avoided, the occurrence should be reported to your line manager);
Behave in a threatening or aggressive way;
Behave or speak in a demeaning way;
Do anything of a personal nature for them, that they can do themselves;
Force them to do something they do not want to do;
Let them expose him/herself to danger;
Take photos without appropriate permission;
Share your personal contact details with them and/or enter into communication with them individually; or
Place yourself in a vulnerable position with the child or vulnerable adult.

18. In all dealings with all children and vulnerable adults, you should:

Demonstrate exemplary behaviour in order to promote the wellbeing of children and vulnerable adults;
Work in an open environment (i.e. avoiding private or unobserved situations and encouraging open communication with no secrets);
Treat all children and vulnerable adults fairly, with respect and dignity;
Maintain a safe and appropriate physical distance from children and vulnerable adults;
Ensure that, if any form of manual/physical support is provided, it is with the consent of the child or vulnerable adult and their carer, and is carried out in an open environment and that the purpose of the help is clear;
Report any suspicion or allegation of abuse or inappropriate conduct immediately to a DSO;
Keep a written record of any injury that occurs, along with the details of any treatment given. This should be reported to the Health and Safety Officer who will be responsible for entering the incident into the Assembly Commission’s Accident and Occurrence Book. The member of staff who coordinated the event should be made aware of the incident to enable them to inform the parent/guardian, school or representative;
Maintain clear professional boundaries;
Approach any child apparently in distress and ask if you can help;
Seek assistance from colleagues or line managers where appropriate;
Be aware of the possibility of danger from others and question situations that you find suspicious; and
Avoid any situations that might appear compromising.

19. You must maintain the same standard of conduct in any electronic contact with children and vulnerable adults. Electronic contact includes by telephone/mobile and any form of on-line environment. In particular, you must not:

Initiate electronic contact with a child or vulnerable adult unless this is approved and solely related to the Assembly and your role/duties;
Become involved in communication unrelated to the Assembly and your role/duties, or exchange personal information or photographs, virtual gifts or any other action that encourage or suggest sharing of personal feelings or engagement in a personal friendship/relationship; or
Initiate or accept “friend requests” through social media – you are also advised to ensure that your personal social media security settings are set in such a way to ensure that children/vulnerable adults whom you come into contact with through work, cannot access your personal information.

20. You have a strict duty never to subject any child or vulnerable adult to any form of harm or abuse and if you breach this policy, or through your negligence enable others to breach the policy, you may be subject to disciplinary action. If you have reasonable grounds to believe that the conduct of another person may be in breach of this policy, or that an unlawful act may be or has been committed, you should immediately bring the matter to the attention of a DSO. Further advice and information on the policy may be obtained from a DSO or the Human Resources Office.

Recognising Abuse

21. Abuse happens when a person harms a child/vulnerable adult. Recognising abuse is not always easy. It is not your responsibility to decide whether or not abuse has taken place or if a child or vulnerable adult is at significant risk of harm. However, in your interaction with the children and vulnerable adults, you should be aware of the different types of abuse and what signs may indicate that abuse has taken or is taking place.

22. Types of abuse may include the following:

Physical abuse: actual or likely physical injury or failure to prevent physical injury or suffering;
Neglect: failure to protect a child or vulnerable adult at risk from exposure to danger or to carry out important aspects of their care;
Sexual abuse: actual or likely sexual exploitation including rape, sexual harassment, inappropriate looking or touching, sexual teasing and innuendo. On-line sexual abuse may occur if sexual images or messages are shared or if a child or vulnerable adult is pressured or coerced into creating or sending these;
Emotional abuse: persistent or severe emotional ill-treatment or rejection causing a negative effect on emotional or behavioural development;
Bullying or cyber bullying: hurtful behaviour including name calling, hitting, pushing, undermining a person or spreading rumours (cyber bullying is when this type of behaviour takes place in an on-line environment);
Child Sexual Exploitation: a type of sexual abuse that may include for example, exploiting a child or vulnerable adult by giving them gifts, money or drugs in exchange for performing sexual activities;
Child trafficking and modern slavery: defined as recruiting, moving, receiving or harbouring children for the purpose of exploitation (child trafficking is a form of modern slavery);
Grooming: occurs when someone builds a relationship, trust and emotional connection so that they can manipulate, exploit and abuse a child or vulnerable adult; and
Radicalisation: the way in which a person comes to support or be involved in extremism and terrorism – this is a slow process and a child or vulnerable adult may not realise that it is happening.

23. When working with children and vulnerable adults, it is important that you are aware of signs that may indicate they are experiencing abuse. Signs to be aware of include:

Unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated on a part of the body not normally prone to such injuries;
Any injury for which the explanation provided appears unlikely or is inconsistent;
The child or vulnerable adult describing what appears to be an abusive act;
Another person expressing concerns about the welfare of the child or vulnerable adult;
Unexplained changes in behaviour, for example becoming quiet, withdrawn or nervous;
Display of inappropriate sexual awareness or behaviour;
Mistrust of others, particularly those with whom a close relationship would normally be expected;
Appearing fearful of someone with whom a trusting relationship would normally be expected;
Being prevented from socialising with their peer group;
Variations in eating patterns from overeating to loss of appetite;
Loss of weight for no apparent reason;
Becoming unkempt or dirty;
Never having any personal money; and
Mention of being sent abroad to get married.

24. If you are concerned about the welfare of a child or vulnerable adult, it is important to act on your concerns and not assume that someone else will. The following paragraphs set out the steps that you should take. The Assembly Commission appreciates that you will be required to apply your personal judgement in raising a concern and may feel apprehensive. However, you will be supported in situations where you have followed the ethos of and procedures set out in this Policy.

Responding to a disclosure

25. If you witness inappropriate behaviour or abuse towards a child or vulnerable adult within Parliament Buildings or at an Assembly sponsored event at another location, or you suspect that this has occurred, you should report it to a DSO immediately (names and contact information for the DSOs is available on AssISt or by contacting the Human Resources Office). This process should also be followed if concerns or suspicions are raised with you by another person.

26. It is not your responsibility to investigate your suspicions or to look for evidence of abuse. The DSO will complete the Safeguarding Issue Reporting Form and immediately liaise with one of the Senior DSOs. It is the role of the Senior DSO to consider next steps (taking advice as appropriate) and determine whether the matter should be reported to an external body including Social Services and the Police Service of Northern Ireland (PSNI). Sharing of information with any external body will be managed in accordance with the provisions of Section 8 of the Data Protection Policy.

27. The Assembly Commission’s Senior DSOs are listed below and should be contacted in the order stated:

Head of Human Resources;
One of the Clerk Assistants;
A Director; and
Clerk/Chief Executive.

28. If a child or vulnerable adult makes a disclosure to you, in your official capacity, about inappropriate behaviour or abuse having occurred outside of Parliament Buildings by a person not directly covered by this Policy, you should follow the same process and report it to a DSO. The DSO will bring the disclosure to the attention of a Senior DSO, who will consider necessary next steps.

29. Your initial response to a child or vulnerable adult who has made a disclosure is very important. If this occurs, you should:

Remain calm and reassure them that you are listening;
Encourage them to talk, but do not prompt them or ask leading questions;
Be careful not to interrupt when they are recalling significant events;
Listen carefully to what they are saying so that you do not need them to repeat their account of events;
Explain what actions you will take, in a way that is appropriate to the
age and understanding of the individual;
Not promise to keep what you have been told secret, as you have a legal responsibility to disclose information to those who need to know. Reporting concerns is not a betrayal of trust;
Write down what you have been told, using the exact words if possible;
Make a note of the date, time, place and people who were present during the discussion; and
Report the matter immediately to a DSO.

30. In the event that you require urgent advice on a safeguarding issue outside of working hours and you are unable to contact a DSO or your line manager, you should contact any of the Senior DSOs in paragraph 26. Advice is also available on the websites of the health and social care trusts and the PSNI.

If an allegation of abuse is made against you

31. If an allegation or concern is raised directly with you regarding your behaviour towards or interaction with a child or vulnerable adult, you must immediately inform a DSO. This is essential even if you disagree with the allegation or concern or consider that the issue raised is minor in nature. The DSO will liaise with a Senior DSO, who will decide on next steps.

32. In the event that a formal complaint is made against you under this Policy, the matter will be managed in accordance with the Assembly Commission’s Discipline Policy. In accordance with the Discipline Policy, if it appears that a criminal offence may have been committed, the Head of Human Resources will consider what action is necessary in relation to informing the PSNI (sharing of information with any external body will be managed in accordance with the provisions of Section 8 of the Data Protection Policy). Disciplinary action may be taken in parallel with criminal proceedings concerning the same circumstances.

33. An allegation that you have failed to comply with the standards of conduct set out in this Policy, if substantiated, may be regarded as gross misconduct.

Guidance for staff when dealing with work placement students

34. Some members of staff will, from time to time, be required to work with young people from 14-17 years of age. It is recognised that the schools and colleges expect young people undertaking work experience placements to develop independence, personal responsibility, develop the ability to make their own decisions and to apply learning.

35. It is also recognised that it is not practical, or necessary, for work experience students to be supervised or accompanied by two or more staff at all times. However, management of work placement students should be consistent with the principles of this policy.

36. If you are required to spend time alone with a work placement student, you should implement the following measures;

Ensure that your line manager or another staff member knows where you are working and the proposed activity;
If you are working alone in a room with a work placement student, where possible doors should remain open; and
Before engaging in any activity with a placement student that requires you to work away from the normal office environment or to travel to another location, you should discuss the proposed arrangements with the student and ensure that they have adequate time to discuss the proposed plans with their college, school, parent or guardian as appropriate. In addition, you should discuss and agree these arrangements with your line manager.

Procedures to be followed by staff in cases of lost/found children or vulnerable adults

37. If someone reports to you that a child or vulnerable adult is missing, you should immediately inform a DSO and Usher Services (Administration Team), providing:

Their name and age (if known);
The school/visitor group that they are with;
A brief physical description (height, colour of hair, clothing, etc.); and
Where and when they were last seen.

38. After a thorough check is made and if the child or vulnerable adult has not been located, the Head of Usher Services will decide on next steps (taking advice as they deem necessary), including informing the PSNI. It is the role of the DSO to liaise with the person responsible for the missing child or vulnerable adult, keeping them advised of actions taken by the Assembly Commission. This liaison will continue until the matter is resolved.

39. If you find a child or vulnerable adult who appears lost or separated from their group, you should immediate inform a DSO and Usher Services (Administration Team), providing the information outlined above. You should remain with them, in a public area, until assistance arrives.

Photographing children or vulnerable adults

40. Photographs in which children or vulnerable adults can be identified should only be taken and/or used by the Assembly Commission if the appropriate written consent has been obtained in advance. Such written consent may be from: the child or vulnerable adult themselves and/or their parent/guardian; a group leader; or a teacher/school. Photographs retained by the Assembly Commission must be managed in accordance with the Data Protection Act.

Training

41. Staff directly involved in working with children and vulnerable adults and in implementing this Policy, including DSOs and Senior DSOs, are provided with training in relation to their role and responsibilities under the Policy. General training on safeguarding and child protection will be made available to other staff.

Further Information

Annex 1

Definitions of a child

The United Nations Convention on the Rights of the Child (UNCRC) defines a child as everyone under 18 unless, "under the law applicable to the child, majority is attained earlier".

In Northern Ireland, The Children (Northern Ireland) Order 1995 defines a 'child' as a person under the age of 18.

Definition of a Vulnerable Adult

In Northern Ireland, if an adult requires “regulated activity”, the adult will be considered vulnerable at that particular time.

Regulated activity excludes any activity carried out in the course of family relationships and personal, non-commercial relationships.

Regulated activity is defined as:

The provision of health care by any health care professional to an adult, or the provision of health care to an adult under the direction or supervision of a health care professional.
The provision of personal care, providing an adult with physical assistance with eating or drinking, going to the toilet, washing or bathing, dressing, oral care or care of the skin, hair or nails because of the adult’s age, illness or disability.
The provision of social work in relation to adults who are clients or potential clients, including assessing or reviewing the need for health or social care services, and providing ongoing support to clients.
Provision of assistance to an adult with general household matters including managing the person’s cash, or paying the person’s bills, or shopping on their behalf.
Provision of assistance in conducting a person’s affairs, for example by virtue of for example: an Enduring power of attorney within the meaning of the Enduring Powers of Attorney (Northern Ireland) Order 1987; a Court order or direction in relation to a person’s property and affairs; or by receiving payments on behalf of that person under the Social Security Administration (Northern Ireland) Act 1992.
Provision of assistance in conveying an adult because of their age, illness or disability to or from places where they have received, or will be receiving, health care, relevant personal care or relevant social work.

Annex 2

Roles and responsibilities

All Assembly Commission Staff

All staff should familiarise themselves with the Safeguarding and Child Protection Policy, in particular the Code of Behaviour for Staff Working with Children and Vulnerable Adults (paragraphs 17 to 20 of the Policy) and the types and signs of abuse (paragraphs 22 and 23 of the Policy).

In the event that any member of Assembly Commission staff becomes aware, or has concerns, of a safeguarding issue, they should contact a Designated Safeguarding Officer (DSO) immediately. The list of DSOs is available on AssISt or by Contacting the Human Resources Office.

Staff working with Children and Vulnerable Adults

Assembly Commission staff working with children and Vulnerable adults (as part of their day to day role or if coming into contact on an irregular basis) should have a clear understanding of the Safeguarding and Child Protection Policy and ensure that they comply with the Code of Behaviour for Staff Working with Children and Vulnerable adults, set out in paragraphs 17 to 20 of the Policy.

In the event that any member of Assembly Commission staff becomes aware, or has concerns, of a safeguarding issue, they should contact a DSO immediately. The list of DSOs is available on AssISt or by contacting the Human Resources Office.

Designated Safeguarding Officer (DSO)

The DSO serves as a source of information and guidance on the Safeguarding and Child Protection Policy. All safeguarding issues (or potential issues) should be brought to the attention of a DSO as quickly as possible. The DSO will complete the Safeguarding Issue Report Form and liaise with a Senior Designated Safeguarding Officer.

A DSO will also support Assembly Commission staff who may be required to deal with any suggestion of misconduct.

Senior Designated Safeguarding Officer

If they are made aware of a safeguarding issue (or potential issue), it is the role of the Senior DSO to discuss the matter with the reporting DSO; consider next steps (taking advice as appropriate, for example from the Director of Legal, Governance and Research Services); and determine whether the matter should be reported to an external body including Social Services and the Police Service of Northern Ireland (PSNI). Sharing of information with any external body will be managed in accordance with the provisions of Section 8 of the Data Protection Policy. The Senior DSO will brief Directors and the Clerk/Chief Executive on the matter and what action has been taken.

Human Resources Office

The Human Resources Office enables Enhanced Check for those involved in regulated activity, as require by the Safeguarding and Child Protection Policy.

It is the responsibility of the Human Resources Office to monitor implementation of the Safeguarding and Child Protection Policy; to keep the under review and ensure that necessary amendments are made to reflect developing legislation and good practice. Policy review and amendments will be undertaken in consultation with relevant business areas.

The Human Resources Office will also source and facilitate provision of specific training for those involved in working with children and vulnerable adults and in implementation of the Policy, and general awareness training available to all staff.

Annex 3

Annex 4

Contact information and websites

Northern Ireland Assembly Commission

If you require further information about safeguarding in relation to the Youth Assembly, or if you have any other queries or concerns regarding safeguarding and child protection issues, please contact us by email at safeguarding@niassembly.gov.uk.

PSNI Gateway

South Eastern Trust 0300 1000 300
Belfast Trust 02890 507000
Western Trust 02871 314090
Southern Trust 02837 567100
Northern Trust 0300 1234 333

Child Protection - Police Service of Northern Ireland [EXTERNAL LINK]

Regional Emergency Social Work Service

5:00pm to 9:00am Monday to Thursday

5:00pm Friday to 9:00am Monday

24-hour cover over public holidays.

Telephone: 02895 049999

Annex 5

The Process Map below shows the procedure for reporting a concern under the Safeguarding and Child Protection policy.

If you have any issues viewing the map, a plain text version of the information is available below the eimage.

A plain text version of this process map is available below the image.

Plain text version of process map

This plain text version of the process map has been put together as an alternative for people who prefer a text version of the processes or who have assistive needs and experience difficulties with flowcharts.
If you see or suspect abuse; if a young person discloses abuse; or if an allegation of abuse is made, the process for reporting a disclosure is as follows:

1. Reassure the child/young person/vulnerable adult and if necessary, clarify/confirm what they have told you.

2. Confirm that you will need to share the information with a Designated Safeguarding Officer (DSO), Contact a DSO immediately.

3. DSO should immediately record the disclosure, using young person's own words, if possible, by completing the Issue Report Form.

4. DSO report the matter to a Senior DSO and provide them with the completed Issue Report Form (and any other information available).

5. Senior DSO discuss the disclosure with the DSO; Consider next steps (taking advice as necessary); and determine if the matter should be reported externally.

Please note that this information is an overview of the process.

Staff should refer to the Safeguarding and Child Protection Policy for full details.