HTBB Safeguarding Handbook V1.0.pdf -

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HOLY TRINITY BUKIT BINTANG (HTBB) SAFEGUARDING HANDBOOK Version 1.0 2023 Page 1 of 21 CONTENTS 1.0 Introduc,on ................................................................................................................................................................. 3 1.1 Purpose of Handbook ........................................................................................................................................................ 3 1.2 Defini7on of Safeguarding ................................................................................................................................................. 3 1.3 Defini7on of Abuse ............................................................................................................................................................ 3 1.4 Forms of Abuse .................................................................................................................................................................. 3 2.0 Safeguarding in Church ................................................................................................................................................. 5 2.1 Theology of Safeguarding .................................................................................................................................................. 5 2.2 The Church's Role and Responsibility ................................................................................................................................ 6 2.3 Promo7ng a Safer Church .................................................................................................................................................. 7 3.0 Policy & Procedure ....................................................................................................................................................... 8 3.1 Excerpts from HTBB Safeguarding Policy ........................................................................................................................... 8 3.2 Safeguarding Officers ......................................................................................................................................................... 8 3.3 Repor7ng Procedures for Safeguarding Concerns ............................................................................................................. 9 3.4 Confiden7ality and Data Protec7on ................................................................................................................................ 11 3.5 Safeguarding Training and Educa7on............................................................................................................................... 11 3.6 Safer Recruitment of Staff ............................................................................................................................................... 12 3.7 Safer Recruitment of Volunteers ..................................................................................................................................... 12 4.0 Preven,on .................................................................................................................................................................. 12 4.1 Principles for Safer Working/ Serving .............................................................................................................................. 12 4.2 Guidelines for Working/ Serving Safely ........................................................................................................................... 12 4.3 Guidelines when Serving Children. .................................................................................................................................. 13 4.4 Online Safety ................................................................................................................................................................... 15 4.5 Vulnerable Adult with Safeguarding Needs ..................................................................................................................... 17 5.0 Response .................................................................................................................................................................... 19 5.1 How to Respond to Disclosures ....................................................................................................................................... 19 5.2 Self Care ........................................................................................................................................................................... 20 5.3 Caring Pastorally for Vic7ms or Survivors of Abuse ......................................................................................................... 20 5.4 Review and Learning........................................................................................................................................................ 21 Page 2 of 21 1.0 Introduction 1.1 Purpose of Handbook Holy Trinity Bukit Bintang Church (HTBB) is committed to the safety and well-being of all its members, particularly children, youth, and vulnerable adults. Everyone who participates in the life of HTBB plays a part in promoting a safer church for all. The HTBB Safeguarding Handbook provides safeguarding information and protocols to members of the HTBB church to play a part in fostering a welcoming, inclusive, and safe environment for everyone to thrive and grow in their faith journey or to explore faith in Jesus. The Handbook complements HTBB's Safeguarding Policy. 1.2 Definition of Safeguarding Safeguarding is all the action a church takes to promote a safer culture. Safeguarding includes: • Promoting the welfare of children, young people, and vulnerable adults. • Preventing abuse from happening. • Protecting those who are at risk of being abused. • Responding well to those who have been abused. There are three components to doing this: Protection from harm Protecting people's rights to live safely, free from abuse and neglect. This means protecting them from things that are bad for their health, development, or well-being. It means being transparent and accountable. Collaborating with others The best way to safeguard someone vulnerable is not to keep them dependent on one pastoral relationship but to work together with others–to provide care for them in the community. Promotion of Well-being Encouraging our teams and volunteers to prioritise our families, take appropriate amounts of rest, and help people forgive and reconcile where appropriate. 1.3 Definition of Abuse Abuse is the misuse of power, a betrayal of trust, and harming those who cannot protect themselves. Most interactions between individuals in a church context are safe, healthy, nurturing and enjoyable. Yet these close and trusting relationships could mean that we miss vital signs and symptoms that suggest abuse might be happening. We must make extra effort to identify the warning signs and respond appropriately. 1.4 Forms of Abuse The following forms of abuse described may constitute criminal offences in Malaysia under the Penal Code, the Child Act 2001, the Sexual Offences Against Children Act 2017 (SOAC), the Domestic Violence Act 1994 and other relevant legislation. It is also important to note that the Sexual Offences Against Children Act 2017 (*Section 19 SOAC 2017) makes the failure to report any abuse or potential abuse of a child an offence Page 3 of 21 Neglect • Neglect is the failure to provide for basic physical, emotional or social needs; failure to administer medication; isolating a person; failure to respect their privacy or independence; failure to respect their religious, cultural, or social needs. • Self-neglect is the lack of self-care that threatens personal health or safety, inability to avoid self-harm, failure to seek help or access services, inability or unwillingness to manage one's personal affairs. Physical Abuse • Physical abuse involves hitting, slapping, punching, kicking, hair-pulling, biting or pushing; rough handling, scalding or burning; administering physical punishments or inappropriate or unlawful use of restraint; deliberately making someone uncomfortable; involuntary isolation or confinement, misuse of medication; force-feeding or withholding food. Sexual Abuse • Sexual abuse involves rape, attempted rape, or sexual assault. Inappropriate touch on any part of the body is sexual abuse, as is any sexual activity in which the person lacks the capacity to consent to it. • Sexual abuse can also include inappropriate looking, sexual teasing, innuendo or sexual harassment, sexual photography, forced use of pornography, and indecent exposure. Psychological or Emotional Abuse • This includes enforced social isolation, removing mobility or communication aids, intentionally leaving someone unattended when they need assistance, preventing someone from meeting their religious or cultural needs, failure to respect privacy, or preventing the expression of choice and opinion. It may also include intimidation, coercion, harassment, use of threats, humiliation, bullying, or verbal abuse. Spiritual Abuse • Spiritual abuse is a form of psychological and emotional abuse within a religious context. It shares some hallmarks of bullying and harassment, including intimidation, manipulation, and inducing fear – in particular, coercion through religious position, membership of the religious community, use of scripture and spiritual threats. Other forms of abuse: • Domestic abuse – any incident or pattern of controlling, coercive or threatening behaviour, violence, or abuse between those aged 16 or over who are, or who have been, intimate partners or family members • Modern slavery – Human trafficking, forced labour, domestic servitude, sexual exploitation such as prostitution, debt bondage • Child grooming - Grooming is when someone builds an emotional connection with a child or adult to gain their trust and commit abuse. In Malaysia, child grooming is a criminal offence defined in law as: "a gradual process where a paedophile lays a foundation of trust, love and friendship with a child before escalating the relationship to that of a sexual nature." • Online abuse – Includes cyberbullying, which is bullying behaviour repeated over a long time using social networks, games, and mobile phones. Online abuse may include adults pretending to be children of similar ages, grooming and abusing children, and trying to obtain images or engineer meetings with them. Page 4 of 21 2.0 Safeguarding in Church 2.1 Theology of Safeguarding Made in the Image of God Safeguarding is at the heart of our Christian faith. We are all created in the image of God. Though that image is often marred, Jesus came that we might have life and have it in abundance. Jesus says: "The thief comes only to steal and kill and destroy; I have come that they may have life, and have it to the full." - John 10:10 The church exists to preach the Gospel. And the Gospel speaks of welcome for all, especially those most vulnerable. The Gospel says, this community is one where the value and dignity of every human being is affirmed and those in positions of authority are truly trustworthy. We are called to demonstrate the love of God through: Proximity - The Lord is close to the broken-hearted and saves those who are crushed in spirit. - Psalm 34:18 Advocate - Defend the weak and the fatherless; uphold the cause of the poor and the oppressed. Rescue the weak and the needy; deliver them from the hand of the wicked. - Psalm 82:3-4 Hospitality - Those who look to him are radiant; their faces are never covered with shame. This poor man called, and the Lord heard him; he saved him out of all his troubles. - Psalm 34:5-6 Safeguarding and Forgiveness Forgiveness is at the heart of the Christian Gospel. • Part of the Good News of Jesus Christ is that everyone can have a clean start; no one has done something so wrong that they cannot be reconciled to God. • Christianity teaches that we need to be forgiven, and that all of us can be forgiven through Jesus' sacrifice on the cross. Jesus also taught us to forgive others, as God has forgiven us. However, in some cases of abuse in the church, a superficial understanding of forgiveness has been applied in the absence of other responses that promote accountability. I. Is forgiveness the opposite of justice? • A misunderstanding of forgiveness causes harm when victims are encouraged to forgive instead of reporting abuse. Forgiveness is not the opposite of justice. • Part of the reality of abuse is that victims are silenced. Biblical forgiveness does not continue to silence victims. Victims should be encouraged and supported to speak out about what has happened to them and to seek to have their abusers held accountable for their actions. II. Forgiveness instead of protection? • A misunderstanding of forgiveness causes harm when it prevents us from taking sensible steps to protect people. • Forgiveness is not the opposite of protecting the vulnerable. Forgiveness does NOT remove the need to protect the vulnerable. Page 5 of 21 • When we extend Christian forgiveness to an abuser, we must never do so in a way that gives them another chance to abuse. The Bible makes it clear that the struggle against sin is real, often involving failure and long-term effort. All Christians know this in their own lives. Someone who has abused another person can be forgiven, but this does not mean we treat them as if they no longer present a risk. It also does not exonerate them from the appropriate lawful consequences. III. Forgiveness is not hiding abuse. • A misunderstanding of forgiveness causes harm when it helps to cover up abuse. Forgiveness is not pretending that bad things have not happened or looking the other way. • Forgiveness is not the opposite of truth. The Gospel of John tells us that Jesus came to earth full of grace and truth. • We have seen his glory, the glory of the one and only Son, who came from the Father, full of grace and truth.- John 1:14 • Sin is forgiven in Christianity; it is not hidden away because it is brought into the light. Sin as a debt • This means that you can forgive someone and call the police. One way to think about this is using Jesus' idea of 'sin as a debt owed' (Matthew 6:9-13, Luke 7:41- 50). When someone sins against you, they owe a debt to you. But when the sin is criminal, they also owe society and the victim a debt. • Whilst a victim may choose to forgive the debt the person owes to them, the victim cannot forgive the debt the perpetrator owes to society. The debt to society must be processed and handled by the correct authorities and ultimately through the police, courts, and the rule of law. 2.2 The Church's Role and Responsibility We are called to welcome and care for the oppressed, the marginalised, and the victims of injustice, and how we respond to those who have survived abuse in any form, whether as a child or as an adult, is a measure of our humanity, compassion and the church's mission in the world. Two groups of people specifically call for the church's care and consideration. 1. Survivors • Survivors take huge courage to step forward and speak about their abuse. Often, they fear they will not be believed; we must listen to survivors, hear the stories they are willing to share, and allow what they say to change the way we think and act today. • As one survivor of abuse in the church has said: "As a survivor, I need to see the church understand what happened, to remember it correctly, to discern where responsibilities lay, and to integrate it into their history. It is a brave church community that decides to face such abuse head-on." • Survivors should have a personal choice to share on a 'need to know' basis or disclose anything with others, as many may prefer it to be healed discreetly. 2. The Vulnerable • We have a duty to value all people as bearing the image of God, and to protect them from harm. Individuals who suffer abuse, particularly in an institution meant Page 6 of 21 to nurture their spiritual development and growth, often experience losing their identity and worth. There is often shame, misplaced guilt, and a deep feeling of isolation. It can lead to someone questioning their faith or doubting the existence or goodness of God. • The church is intended to be a place where people, including those who are vulnerable, find healing and wholeness. Church as an organisation is distinct from other organisations for three main reasons: The church welcomes All. • The fact that the church welcomes all means that managing safeguarding concerns is often a challenge. Why? Because the church is a place where survivors and abusers, and individuals who may be vulnerable congregate and come into contact with one another. The church is perceived as Trustworthy. • The perception of church people is that we are trustworthy and that church is a safe place. We tend to treat church friends like family. And as a result, we can become over-trusting of others. The church is made up of people working in complex situations. • The church is responsible not only for ordained clergy and pastors but also for those working in a wide range of complex contexts, such as schools, hospitals, prisons, connect groups, children's groups and food banks. • Some of this pastoral work involves 1-1 work, which presents particular risks to all concerned and needs to be understood and accounted for so that important ministry can be carried out safely. • When appropriate and more beneficial, we connect with other agencies that can provide support in complex safeguarding cases. Our society has had to confront the reality that children, young people, and vulnerable adults can be harmed by others in their church community. 2.3 Promoting a Safer Church We want to work towards six overarching commitments in safeguarding and need to assess as times change and new situations arise continually. 1. Promoting a safer environment and culture. This means we respect all children, young people and adults and are committed to their care and nurture. We provide respectful pastoral ministry and seek to foster safe and caring communities that provide an environment of love where there is informed vigilance as to the risk of harm. 2. Safely recruiting and supporting all those with safeguarding responsibilities. We select and train carefully all those with any responsibility related to children or vulnerable adults within HTBB, in line with safer recruitment principles. 3. Responding promptly to every safeguarding concern or allegation. We respond promptly to every concern that suggests that a child, young person, or adult may have been harmed or at risk of harm. We will cooperate with the statutory authorities in their safeguarding work. 4. Caring pastorally for victims/ survivors of abuse. Page 7 of 21 We endeavour to work with anyone suffering or who has suffered abuse or harm, developing appropriate support and care for them and others. 5. Caring pastorally for those who are the subject of concerns or allegations of abuse. We challenge any abuse in our church communities, and care pastorally for those who are the subject of concerns or allegations of abuse. Clear policies and practices for handling allegations of abuse are crucial to ensuring that people are not falsely accused. 6. Responding to those that may present a risk to others. We endeavour to offer pastoral care and support, including managed oversight and referral to the proper authorities, to any member of our church community who may present a risk to a child, young person or adult. As members of God's church, it is all part of our responsibility to see that everyone understands this. 3.0 Policy & Procedure 3.1 Excerpts from HTBB Safeguarding Policy Everyone who participates in the life of HTBB plays a part in promoting a safer church for all. Hence, HTBB is committed to the following: • Promote a safer environment and culture to nurture, protect, and safeguard all members, particularly children, youth and vulnerable adults. • Conduct proper due diligence on selecting and recruiting all staff and volunteers. • Ensure staff and volunteers abide by HTBB Staff and Volunteers: Behaviour Protocols (Appendix 2). • Equip staff and volunteers with safeguarding knowledge and skills to recognise and respond to abuse or safeguarding concerns. • All concerns and allegations of abuse will be responded to appropriately, including referring to the relevant authorities if necessary. • Provide pastoral care and support to anyone who has suffered or been affected by abuse. • Review the implementation of the HTBB safeguarding policy, procedures, and practices annually. Refer to HTBB Safeguarding Policy and HTBB Staff and Volunteers Behaviour Protocols. 3.2 Safeguarding Officers The role of Safeguarding Officers includes: • Receive any concerns about children or adults (whether at risk or presenting a risk) • Ensure that the agreed policies and plans are followed in response. • Seek advice if needed from the wider church (e.g. Diocese) or statutory bodies (e.g. Police, Social Services) to ensure that proper referrals are made • Ensuring that records are kept well, • Promote safe practice. • Responsible for ensuring that HTBB's safeguarding policy is kept up to date annually (with HTBB Head/Deputy Head of Operations) Page 8 of 21 The role of Safeguarding Officers does not include: • The designated safeguarding officers do not decide whether a child/adult has been abused. However, should there be signs and symptoms of harm and abuse, the safeguarding officers have the discretion to report to the local authorities. It is the responsibility of investigative statutory agencies such as Children's Social Work Services or the local authorities to conduct further Page 9 of 20 investigations. However, keeping children safe is everybody's responsibility, and all staff/ volunteers should know who to go to and how to report any concerns they may have about a child being harmed or at risk of being harmed. HTBB Safeguarding Officers The appointed HTBB Safeguarding Officers are: • Sarah Toulmin • Revd. Abel Cheah • Revd. Eddie Ong • Annarina Jacob 3.3 Reporting Procedures for Safeguarding Concerns Safeguarding concerns or allegations should be reported to any HTBB Safeguarding Officers. They can be contacted via the Hotline number: +60195556916 or by email at [email protected] The chart below guides the reporting procedures on any safeguarding concerns: Page 9 of 21 Page 10 of 21 3.4 Confidentiality and Data Protection 3.4a Confidentiality While maintaining confidentiality as much as possible to respect the privacy and safety of the disclosing individual is essential, we never promise absolute, unqualified confidentiality. We must be open and honest with the person from the outset about why, what, how and who we will share information with. If you are unsure, it is not a breach of confidentiality to seek advice and guidance from the Safeguarding Officer in your setting. There are two circumstances when we must pass on the information disclosed to us: 1. If someone is at risk of significant harm to themselves or others. 2. If a crime has been or may have been committed. If a person asks for absolute confidentiality during a disclosure: • It would be best if you said you cannot make that promise but that you can promise the disclosure will be dealt with appropriately and only with those who are required to know. These guidelines ensure that information is shared appropriately with only the individuals who need to know. 3.4b Data Protection All safeguarding incident reports, documented evidence and data findings will be stored in HTBB's Safeguarding SharePoint, under Incident Management. Only HTBB's Safeguarding Officers and Head/ Deputy Head of Operations have access to the information. 3.5 Safeguarding Training and Education All HTBB staff and volunteers will be equipped with safeguarding awareness and protocols. All staff and volunteers will need to comply with the following: • Read and understand the HTBB Safeguarding Policy annually • Sign HTBB Staff and Volunteer Behaviour Protocols annually • Read and understand the HTBB Safeguarding Handbook (where applicable) • Complete the Safeguarding Training Course (where applicable) It is required for HTBB staff and all volunteers serving in the following ministries to understand the HTBB Safeguarding Handbook and receive Safeguarding training: • CHTBB • HTBB Youth Ministry • Campus Ministry • Capture team • Social Action • Team Leads for Ministries • CG leaders and core team leaders In addition, HTBB staff and the above ministry volunteers are required to complete a refresher safeguarding training bi-annually. Page 11 of 21 3.6 Safer Recruitment of Staff HTBB takes diligent measures to ensure all employment candidates undergo safeguarding screening measures. These measures include addressing safeguarding in: a. Job advertisements (when feasible) – This includes mentioning in the advertisements that references are required as part of their application. b. Application Forms – Application forms must include three referees and a section on declaration of prior criminal convictions. c. References – Reference checks for shortlisted individuals shall include questions regarding the suitability of the individuals to work with vulnerable adults and children. d. Identification check – Identification check must be done to identify if the individual's identity is valid and not misrepresented through checking valid identity documents and certificates e. Interviews – During the interview process, the individuals are asked about previous work with children and vulnerable adults (where applicable). 3.7 Safer Recruitment of Volunteers HTBB also ensures that volunteers, interns, and service providers working with children, youth, and vulnerable adults go through the safeguarding screening measures as below: a. Application Forms – Application forms must include two referees and a section on declaration of prior criminal convictions. The two referees have to comprise: I. A pastor or ministry leader who has known you for at least six months. II. Someone who has known or worked with you for more than three years (preference for if this includes someone who has worked with children with you) b. References – Reference checks for shortlisted individuals shall include questions regarding the suitability of the individuals to work with vulnerable adults and children. c. Interviews – During the interview process, the individuals are asked about previous work with children and vulnerable adults. These screening measures apply to ministries such as CHTBB, HTBB youth, campus and social action, where volunteers have direct contact with children and vulnerable adults. 4.0 Prevention 4.1 Principles for Safer Working/ Serving At HTBB, we orientate our ministry about safeguarding around these principles: • Being attentive, aware and listening to the voice of the vulnerable. • Transparency and accountability in all areas and levels of church life. • Taking responsibility for the role we each play in our community. • Acting in practical ways that reduce the risk of harm and promote well-being. 4.2 Guidelines for Working/ Serving Safely During ministry activities, a range of situations may present a risk to those involved, including yourself. Ministry activities may be planned or unplanned; it may be that you must make rapid decisions about your actions when presented with the unexpected. Page 12 of 21 Suppose you oversee a team of volunteers/ interns or staff; you will need to provide guidance for others about how to manage these working situations. The following are best practices to help develop a safer ministry place at HTBB: 4.2a Key Practices for Working/ Serving Safely • Work in an open and transparent way • Keep to open spaces where there is a direct line of sight. • Be mindful and always be sure you have the consent and permission of others for physical touch, for example, during prayer ministry or when greeting them. For guidelines on physical touch with children, refer to 4.3b – Acceptable Touch. 4.2b Key Practices when Working/ Serving Alone Wherever you can, try not to work alone, Jesus tended to send people off in groups rather than alone; this has the added benefit of meaning that you can train someone if they come with you. You may be alone for a range of reasons, for example: • Visiting individuals or families in their own homes by yourself. • Meeting on a one-to-one basis with a young person, both in-person and online. • Giving a lift to another person in your car. • Children arrive early for an event whilst you are setting up by yourself. In these situations, principled decision-making and self-awareness can prevent unwise actions and reduce risks to all involved. Key practices when working alone are: • Ensure a colleague, volunteer, or ministry leader knows where you are going and the time to expect you back. • If the person you are visiting seems under the influence of alcohol or drugs, rearrange the visit. • If you think you are in danger – LEAVE IMMEDIATELY – and seek advice from the Head of Ministry or the Safeguarding Officer. • Make a record and pass your concerns to the Safeguarding Officer. 4.3 Guidelines when Serving Children. Given the position that children occupy, we need to provide an open, transparent, positive, safe, nurturing environment that supports their well-being and spiritual growth. The church community may be the only place of refuge and safety a child has in their lives. As a result, they can share things in church that they feel unable to share anywhere else. We need to ensure that all ministry work with children is undertaken by those who intend 'good and not harm' to those in their care. Therefore, oversight, accountability and support are needed for all those involved in this work. Children are a particularly vulnerable group because: • They are unable to provide for their welfare. • They instinctively look toward and trust adults to protect, support and nurture them. • They are unable to communicate as clearly as adults. Page 13 of 21 4.3a Key Practices for working with children Adults in classroom • Parents with children from four (4) years old and above are encouraged to leave their child(ren) with our volunteers throughout the service from the first time when the child(ren) joins CHTBB. • Children under four (4) years old should attend Sparklers, accompanied by one (1) parent/ guardian. • No other than staff, parents, approved volunteers, or children are permitted in the children's ministry areas during ministry times without pre-approval. Should an adult be in the ministry area, they must abide by CHTBB safeguarding protocols at all times. Three-month rule CHTBB volunteers must attend HTBB church for at least three (3) months before joining the volunteer team. Open door policy During ministry hours, all classrooms with children and volunteers must have a door with a see- through window; if this is not possible, the classroom door must always remain open. Digital and social media • CHTBB volunteers should not be on their phones while serving and are disallowed from showing anything personal to the children. • Group photos of children during CHTBB are allowed to be taken for the purpose of internal team communications and communication with parents. • Do not post or repost photos of children on your personal social media channels. However, images and videos of children from official HTBB social media can be reposted without prior permission. • Volunteers are also prohibited from interacting one-on-one with children on social media, text, or any other private communication outside the church. Never be alone with a child • There should always be at least two (2) volunteers in every room when children are present. If this is not possible, always practise the open-door policy. • A married couple counts as one volunteer. In the case of married couples serving in the same ministry area, another volunteer (or student volunteer) must be present from a different family to fulfil the two-volunteer room requirement. • Volunteers should never be alone with children in the restroom. Sending child back to parents before service ends If you need to get a hold of parents during the service, inform the CHTBB Service Leader (SL) or Registration volunteer to contact the parent. SL will let a host team member know, and they will assist in locating the parents in the service. Parents should be contacted if a child exhibits symptoms of illness, is crying inconsolably for more than 10 minutes, or behaves in a violent manner. Incident report due to injury or illness • For any instance in which a child gets hurt or an illness occurs while in the care of the children's ministry, an incident report must be completed and signed by the children's ministry volunteer, CHTBB Service Leader/Ministry Head, and the parent/guardian (after SL has discussed the incident with them). Page 14 of 21 • It is recommended to send a copy home with the parents and keep a copy in the children's ministry records. 4.3b Acceptable Touch Children and adults need sympathetic attention, humour, encouragement and appropriate physical contact. Some physical contact with children, particularly younger children, is wholly appropriate. The following general guidelines regarding touching are suggested: • Always ask permission. • Be mindful of your body position. • Keep everything public. A hug in a group context is very different from a hug behind closed doors. • Touch should be in response to a child's needs and not related to anyone's. It should be age-appropriate, welcomed and generally initiated by the child, not the staff/ volunteer. • Avoid any physical contact that could be construed as sexual and abusive/offensive. Showing affection is a natural part of the ministry and working with children. Here are some guidelines for showing appropriate affection to children while maintaining integrity. • Hugs — Hugs should be brief and should be side hugs. Children should always initiate hugs. • Hands — High fives, handshakes, and fist bumps are always appropriate. Handholding is acceptable for children eight years old or younger. • Holding — A child over the age of two (2) should not be held. If a child wants to sit on your lap on the floor, gently move the child to a sitting position beside you. The following forms of affection are inappropriate in our children's ministry in any circumstance: • Lengthy hugs, full hugs • Kisses • Holding children over the age of 2 • Children sitting in your lap on the floor. • Touching genitals over or under clothing • Helping a child in the restroom (if children have an accident or need help wiping, parents must be informed via text message or during pick-up on the same day) • Tickling • Piggyback rides • Any form of unwanted affection 4 4.4 Online Safety Social media sites enable users to create and share content and keep in touch with other users. For many, especially young people, social media is an extension of physical face-to-face relationships. Therefore, HTBB must also engage with its congregation through these platforms. However, this must be done safely to avoid the risk of: • Forming inappropriate relationships. • Saying things you should not, such as offensive, sexual or suggestive comments. • Grooming and impersonation. • Bullying and harassment. Page 15 of 21 Where there is concern that a young person or adult is at risk of abuse, or they pose a risk of abuse to others, safeguarding procedures must always be followed. Below is a non-exhaustive list of Dos and Don'ts to guide your engagement with HTBB children, youth and adults in the digital space. DOs • Maintain the utmost integrity – honesty, transparency, consistency, and accountability are essential. Treat online communication with children, young people and adults as you would communicate face-to-face. • Report any safeguarding concerns that arise on social media to the Safeguarding Officers. • Receive parental permission before initiating any form of social media or text contact. Private, one-on-one online communication with children should be done in a group chat or platform. However, if this cannot be avoided, conversations must be kept to a limited frequency and have a clear aim. • Always assume that everything you write is permanent and may be viewed by anyone at any time. Always think before you post and practise clear, unambiguous, and purposeful communication. • Always ensure privacy settings are in place – what are good privacy settings? Below are some suggested best practices: Mobile phone o Set a password/passcode to protect the information stored in your mobile phone. o Always take stock of the people who can access your information, such as contact numbers and email addresses on your mobile phone. o Use group communications such as messaging or texts to pass on information. o Always encourage safe and healthy use of social media. No one should be pressured into doing anything they do not want to do. Indecent images o Always communicate to young people that they should never pass on indecent images -sharing images could be construed as bullying, and they could be breaking the law. Explain that it is illegal to hold, share or take indecent images. o Should there be any safeguarding concerns on sexual abuse or sharing of indecent images, please follow the Safeguarding Reporting Procedure and contact HTBB Safeguarding Officers immediately. If unsure, refer to HTBB Safeguarding Policy for more information. DON'Ts • Do not post or repost photos of children and young people on your personal social media channels. However, images and videos of children and young people from official HTBB youth and HTBB social media can be reposted without prior permission. • Do not tag children or young people on your personal social media. However, they can choose to tag you on their social media. • Do not encourage or foster exclusivity in communications, either wittingly or unwittingly. • Do not get into deep and personal chats online or by text; keep to brief online chats and arrange a catch-up in a physical, public space. In particular, do not allow content to contain or share links to other sites that contain: • Libellous, defamatory, bullying or harassing statements. Page 16 of 21 • Breaches of copyright and data protection. • Material of an illegal nature. • Offensive sexual or abusive references. • Inappropriate language. • Anything which may be harmful to a child, young person or vulnerable adult or which may bring the church into disrepute or compromise its reputation. For more information regarding Digital Management and Online Safety for HTBB youth, refer to HTBB Youth Coaches Behaviour Protocols. 4.5 Vulnerable Adult with Safeguarding Needs Vulnerable adults, or "adults with safeguarding needs," comprise a wide range of people, including people with: • Learning disabilities • Dementia • Fluctuating mental capacity • Mental health difficulties • Substance misuse difficulties Whether a person can be described as 'an adult with safeguarding needs' will depend on the extent to which they can make - and carry out - their own informed choices. This must be free from pressure, coercion, or undue influence. The individual's ability will also be affected by their ability to protect themselves from abuse, neglect and exploitation. 4.5a Guidelines for Well-being of Vulnerable Adults When engaging with vulnerable adults we start from the premise that individuals can make their own choices and decisions and need to respect their wishes and feelings. Ministry activities connected with the church often provide practical support and pastoral care for vulnerable adults, including those described as adults with safeguarding needs. Often, they will be significantly dependent on a range of others from their family, the community, healthcare providers and the church for their health and well-being. We also should be concerned with promoting vulnerable adults' well-being. In practice, this means enabling their access, participation and contribution to our life as a Christian community. Key principles1 in safeguarding adults include: 1. Empowerment - People are supported and encouraged to make decisions and give informed consent. 2. Prevention - It is better to take action before harm occurs. 3. Proportionality - The least intrusive response appropriate to the risk presented. 'I am sure that the professionals will work in my interest, as I see them, and they will only get involved as much as needed.' 4. Protection - Support and representation for those in greatest need. 5. Partnership - Local solutions through services working with their communities. Communities have a part to play in preventing, detecting, and reporting neglect and abuse. 6. Accountability - Accountability and transparency in delivering safeguarding. 'I understand the role of everyone involved in my life, and so do they.' • 1 The UK Care Act 2014 Page 17 of 21 4.5b Responding to Potential Risk Individuals The church opens its doors to all, and this means there are likely to be those with criminal convictions for sexual offences and other forms of abuse attending church. There may be those who do not have convictions or cautions, but where there are sound reasons for considering that they still might pose a risk to others. Where people may pose a risk to others, their position in a congregation must be carefully and sensitively assessed to decide whether they pose a present risk to others and to put in place arrangements to ensure these risks are mitigated. In these circumstances, it is not only about monitoring individuals but offering support to lead a fulfilled life. As such, HTBB plays an important role in contributing to the prevention of future abuse. Always contact a Safeguarding Officer as soon as possible and within 24 hours if you learn that any of the following people worship in the church: 1. Anyone placed on the sex offenders register with a violent offence or conviction. 2. Anyone who admits to being an abuser, including non-recent abuse. 3. Anyone subject to an investigation for suspected abuse, including possessing indecent images of children, and/or is suspended from their usual role. 4. Anyone who may pose a risk to other church members due to their behaviour, irrespective of their criminal status. Category (4) may include a person in relation to whom: • An allegation of abuse against a child or adult has been investigated. However, the matter has not proceeded to court, the person has been acquitted, or the matter is currently the subject of proceedings in the criminal or civil courts. However, the person may still pose a risk. • A complaint or grievance has been received alleging appropriate behaviour, which is not criminal. • Concerns about the person's alleged abusive behaviour to a previous or current partner have occurred. The Safeguarding Officers will determine the appropriate action to be taken to best safeguard the church based on the particular facts and circumstances of each case. Suppose a person is assessed as posing a risk to children or adults. In that case, the Safeguarding Officer will support the HTBB team and relevant ministry leaders in ensuring proper steps are taken to protect all parties. This includes: • Forming a small group of people to offer pastoral support, friendship, and monitoring the respondent. • Maintain the highest levels of confidentiality unless there is a breach of the agreement, and it is necessary to inform others to protect a child or vulnerable adult. • Agree with the respondent that they worship elsewhere if their victim or family worships in the same church. Page 18 of 21 • Ensure the respondent is never offered any official role in the church or position of responsibility where others may trust them, for example that of churchwarden, worship leader or any in which a child or vulnerable adult may, as a result, place trust in that person. • Consider whether, with the person's agreement and that of any statutory authorities involved, the congregation should be informed. • Meet with the respondent to set out the parameters of their behaviour in the church setting. The parameters may involve: o Attend designated services or meetings only. o Sit apart from children. o Stay away from areas of the building where children or vulnerable adults meet. o Attend a connect group where there are no children or vulnerable adults. o Decline hospitality where there are children or vulnerable adults. o Never be alone with children or vulnerable adults. o Never work in a mixed group with children or vulnerable adults. o Take no role or office in the church that gives them status or authority, as others may deem that person trustworthy. 5.0 Response 5.1 How to Respond to Disclosures In any disclosure, it is important to identify if it is a safeguarding or a pastoral concern. Safeguarding concerns or allegations should be reported to the HTBB Safeguarding Officers, while pastoral concerns can be supported by the respective ministry and pastoral teams. If unsure, always consult the Head of Ministry or Safeguarding Officers. This section provides some best practices when responding to disclosures. When someone shares a trauma that has happened, it can be hard to know how to respond and react. A helpful way to think about how to respond when encountering a safeguarding issue is to think of four Rs. • Recognise • Respond • Record • Refer Recognise • Firstly, take what is being said seriously without showing shock or disbelief. • Let the person tell their story without pushing for information or asking leading questions. • Do not interrogate; it is not our place to decide if they are telling the truth. • Be alert to signs and symptoms of abuse. • Our role in this is to LISTEN. Respond • Reassure the individual that they have taken the right step in sharing this information and are not to blame. • Be honest; never make promises to keep what you are told confidential. If abuse is involved, you will need to tell someone. • Do not introduce personal information from either your own experience or that of others. • Do not investigate the matter further or approach the person about whom allegations may have been made. • Tell them what you will do with the information they have shared and that they will be kept informed. (For example, I will share this with the HTBB safeguarding team) • Our role in this is to demonstrate that we have HEARD them. Page 19 of 21 Record • Next RECORD. Write down, concisely, exactly what has been seen, said or heard and make clear where you have added your views or interpretation. • Remember that this is your information and that you are responsible for passing it on to the person with safeguarding responsibility. • Have this information in writing. Remember your written comments may be needed if further legal or disciplinary action is taken. • You may find it helpful to use the 4 W's, as follows: o WHO was involved? Name the key people. o WHAT happened? Facts not opinions. o WHEN did it happen? Date and time. o WHO have you referred the issue on to? • Only pass the information on verbally if it is an emergency. You must find time to write it down within 24 hours and send it to the relevant person(s) as soon as possible. • Use formal written communication channels (i.e. Email, not WhatsApp). Refer • Once you have recorded the information, please pass it on to the HTBB Safeguarding team within 24 hours via email, by writing to [email protected]. • In case of an emergency, contact the police or relevant authorities. • For guidance on the safeguarding reporting process, refer to HTBB Safeguarding Policy: Reporting Procedures. 5.2 Self Care A note about self-care: receiving information about someone else's abuse can be quite distressing for several reasons. For example: • They can't believe that this could happen to anyone. • It can't be true because the alleged perpetrator is such a nice person. • The disclosure may trigger similar personal and painful memories. We need to recognise that it is normal to feel this way when listening to a disclosure of abuse and to be able to access support for ourselves if we need it. When receiving a disclosure, it is important to: • Discuss disclosure with a Safeguarding Officer without details and talk about its effect on you. • Do not promise unqualified confidentiality as you may need to speak to someone about the disclosure for your self-care. 5.3 Caring Pastorally for Victims or Survivors of Abuse We journey alongside those who have been abused. Some may be seeking pastoral support from the church. Some may need advice about how best to seek professional help. This may involve support to access local specialist services. We can offer to: • Listen to and represent the victim/survivor's pastoral needs. • Identify any therapeutic or other needs and offer choices for how these are best met. • Record any meetings or contact they have with the victim/survivor. Page 20 of 21 • Share relevant information with the Safeguarding Team. Victims/survivors who are children or young people will require specialist support. The Safeguarding Officers will seek advice and support from a professional agency, as required. 5.4 Review and Learning The Safeguarding Officers and HTBB Head / Deputy Head of Operations will conduct regular monitoring and annual reviews of existing safeguarding policy, protocols and practices to consider the past learnings and changes in the church context. Page 21 of 21