Skills For The Community - Playbook

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Constitution

We are a not-for-profit community organisation (club).

Organisation name

Pungra

Organisation type

Not-for-profit community organisation (club).

Goal/aim

Make a small contribution to the "big" (obesity) problem through custodianship of standards for physical exercise to Punjabi music and delivering high quality projects, starting off in Ealing borough and gradually enabling similar projects across the UK.

Objectives

  1. Publish videos, courses and other digital objects to facilitate exercise to Punjabi music in any location with the audio/video technology and appropriate space (such as living rooms and fitness centres with online classes).

  2. Form partnerships with agencies vested in expanding our offering, proven through funded projects and ongoing support in other forms. Such as, but not exclusively:

    1. CIMPSA, EMD UK, London Sport, Sports England, Active IQ, UK Active, Active Partnerships, Fitness Chain(s), Community Based volunteer clubs,

    2. Diabetes UK, The British Heart Foundation,

    3. Punjabi music record label(s).

3. Lead certification programs designed to equip group exercise instructors to excel in leading physical exercise to Punjabi music activities.

4. Lead projects designed to increase participation of physical exercise, including in-person classes at fitness activity centres.

Membership to lead organisation

1. Membership shall be open to anyone who has an interest in assisting the club to achieve its aim and is willing to adhere to the rules of the club (owner = chair).

2. Where it is considered membership would be detrimental by the committee to the aims and activities of the club, the committee shall have the power to refuse membership, or terminate/suspend the member by a motion passed (owner = chair).

3. Members shall have the right to appeal via an independent adjudicator determined by mutual agreement of the management committee (owner = chair).

4. Any member of the association may resign his/her membership by providing written notice (owner = chair).

Management appointment

The club shall be administered by a management committee of no less than three people and no more than eight, who must be at least 18 years of age. Members will be elected for a period of up to one year, but may be re-elected at the club’s Annual General Meeting.

Meetings

1. The committee will be discussing agendas, plans and projects primarily digitally. Monthly in-person meetings shall enable the club to discuss actions and monitor progress to date, and to consider future developments.

2. All members shall be given at least fourteen (14) days notice of when a meeting is due to take place, unless it is deemed as an emergency.

3. It shall be the responsibility of the Chairperson to chair all meetings or a designated deputy in his/her absence. All meetings actions and comments are documented within iCloud, and a summary of these details are available at request.

4. The annual general meeting shall take place no later than three months after the end of the financial year. At least fourteen (14) days’ notice must be given before the meeting takes place.

5. All members are entitled to vote at the annual general meeting. Voting shall be made by show of hands on a majority basis. In the case of a tied vote, the Chairperson or an appointed deputy shall make the final decision.

Finance

1. Any money acquired by the club shall be paid into an account operated by the management committee in the name of the club.

2. All funds will be applied to the objectives of the club and for no other purpose.

3. Bank accounts shall be opened in the name of the club. Any cheques/transfers relating to the club’s bank account shall be signed by two committee members.

4. Any income/expenditure shall be the responsibility of the treasurer who will be accountable to ensure funds are utilised effectively and that the club stays within budget.

5. Official accounts shall be maintained, and will be examined annually by an independent accountant who is not a member of the club.

6. An annual financial report shall be presented at the annual general meeting.

7. The club’s accounting year shall run from 01 January to 31 December.

Alteration of the constitution

1. Any changes to this constitution must be agreed by a majority vote at a special general meeting.

2. Amendments to this constitution or dissolution of the club must be conveyed to the chair formally in writing. The chair and other officers shall then decide on the date of a special general meeting to discuss such proposals, giving members at least four weeks (28 days) notice.

Dissolution

The club may be dissolved if deemed necessary by the members in a majority vote at a special meeting. Any assets or remaining funds after debts have been paid shall be returned to their providers or transferred to local charities or similar clubs at the discretion of the management committee. This constitution was adjusted at the last Annual General Meeting on 15th May 2021.

Name

Position

Date

Signature

Ranjit Singh

Chair

Davinder Kaur Sandhu

Secretary

Ravinder Singh Sandhu

Treasurer

Kulbinder Kaur Bagri

Member

Nusrat Butt

Member

Data Protection Policy

Definitions

  1. Club = Pungra

  2. GDPR = General Data Protection Regulations

  3. Responsible Person = Ravinder Sandhu

Data protection principles

The club is committed to processing data in accordance with its responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

  1. processed lawfully, fairly and in a transparent manner in relation to individuals;

  2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;

  3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;

  4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;

  5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and

  6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

General provisions

  1. This policy applies to all personal data processed by the club.

  2. The responsible person shall take responsibility for the club’s ongoing compliance with this policy.

  3. This policy shall be reviewed at least annually.

Lawful purposes

  1. All data processed by the club must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).

  2. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in  consent shall be kept with the personal data.

  3. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the club’s systems.

Data minimisation

  1. The club shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

  2. The club will annually consider which data needs to be retained and that which can be removed.

Accuracy

  1. The club shall take reasonable steps to ensure personal data is accurate.

  2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

Security

  1. The club shall ensure that personal data is stored securely using modern software that is kept-up-to-date.

  2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.

  3. When personal data is deleted this should be done safely such that the data is irrecoverable.

  4. Appropriate back-up and disaster recovery solutions shall be in place.

Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the club shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

Privacy Policy

Introduction

As part of our activities, we will collect information from participants to motivate them to continuous participate in exercise.

The way we collect, process and store this information will comply with the law, specifically the General Data Protection Regulation (GDPR), which came into force in 2018. This also gives participants important rights regarding this data and how we use it.

This guidance aims to explain in simple terms what information we seek from participants and how we remain GDPR complaint in doing so.

Specifically, it will:

  1. Explain what information we ask for, our purpose in doing so and the legal basis on which we do so.

  2. Specify how we use the data and who within our organisation will see it.

  3. Details our policy on sharing data and how long we keep it.

  4. Gives a summary of the rights you have over your data.

  5. Specify our cookies policy.

  6. We explain how we handle modifications to this policy.

The data we collect

The following lists the data we collect and why.

Purpose

Data (summary)

Legal Basis

Email notifications

• Name

• Email address

To keep interested participants informed about projects and how to get involved

How we use participant data

We only collect such data as we need to pursue our legitimate activities and only show it those people in the organisation involved in those activities.

We send a weekly email to all people interested in exercising with our new videos and in-person classes.

The club owns no computers, these are the personal devices of management. They are adequately protected with the relevant up-to-date software to prevent illegal access to information from outside. No personal details are stored on devices; the participants provide their information through a web form, and each manager sends emails to that list with little involvement of knowing the email addresses. The participants are able to unsubscribe from emails from choosing the link in the email.

Because the internet can be insecure, we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at participants’ own risk. We will never ask for your bank details to be sent over the internet – these should only ever be posted to us.

Sharing participant data

We will not share any participant personal data such as name or email address. We will share unidentifiable data such as attendance numbers for activities, broad age range, social-demographic group and gender.

How long we keep data

We keep email addresses on our contact platform, until participants opt out of receiving emails. Those who nominate to mark our emails as junk/spam are converted into inactive subscribers. Inactive subscribers’ email addresses are deleted from our contact platform on a quarterly basis.

Participants’ rights

The rights participants have over their data include (but are not limited to) the following:

  1. They may ask us for a copy of the information we hold about them.

  2. Them may ask us to correct any information that they think is incorrect.

  3. They may ask us to delete any information if they think that we should no longer be using it.

  4. They may ask us to stop using the information if they think it is incorrect.

  5. Where using their information is based upon consent (say when sharing your data), they may withdraw that consent at any time.

  6. They have the right to lodge a complaint with the Information Commissioner if they feel their rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here:

https://ico.org.uk/

Our Cookies Policy

Our web site (pungra.fit) does not use cookies. The platforms we use such as Twitter, Facebook, YouTube, Instagram, Nextdoor and others have their own cookie policies, and participants should decide which of these services they will allow to store cookies on their devices.

Modifications to this policy

We may modify this privacy policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify those whose details we hold and are affected.

Equality, Diversity & Inclusion Policy

Introduction

Pungra is committed to encouraging equality, diversity and inclusion among our volunteers and members, and eliminating unlawful discrimination.

The aim is for our club to be welcoming to all communities and for all of them to be well represented within it, and for all members and volunteers to feel respected and able to give their best.

This policy’s purpose is to:

  • Provide equality, fairness and respect for all in our members and volunteers

  • Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of:

    • age

    • disability

    • gender reassignment

    • marriage or civil partnership

    • pregnancy and maternity

    • race (including colour, nationality, and ethnic or national origin)

    • religion or belief

    • sex

    • sexual orientation

  • Oppose and avoid all forms of unlawful discrimination. This includes in:

    • Assignments of work

    • Membership of the Management Committee and appointment to any of its officer posts

    • Dealing with grievances and discipline

Our Commitments

  1. Encourage equality, diversity and inclusion in what we do as they are good practice and make for a more effective club.

  2. Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.

  3. Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow members and any others in the course of the club’s activities. Such acts will be dealt with under the club’s Code of Conduct and associated disciplinary procedures.

  4. Attempt to make the best use of members and volunteer’s talents and experience both for the benefit of the individual and the club.

  5. Review policies when necessary to ensure fairness, and also update them to take account of changes in the law.

  6. Periodically assess the extent to which the club is representative of the make up of its users and members and to take steps to attract any under-represented groups.

Agreement to follow this policy

This policy is fully supported by the management committee, the constitution of the club and by its Code of Conduct and associated grievance and associated disciplinary procedures.

Our disciplinary and grievance procedures

Any grievances regarding equality, diversity and inclusion should be initially discussed with the person in charge of any work. If the complainant is not satisfied with their response, they should approach the secretary who will deal with the grievance according to the procedures laid out in the constitution.

Signature of chair:

Date:

Reviewed at every Annual General Meeting.

Health and Safety Policy

Introduction

The Pungra Management Committee has overall responsibility for health and safety in the organisation, and for ensuring that it fulfils all its legal responsibilities. It recognises that it is the duty of committee members and volunteers to uphold this policy and to provide the necessary funds and resources to put it into practice.

The Pungra Management Committee is committed to ensuring that all its activities are safe and it will do whatever it can to provide for the health, safety and welfare of all volunteers, members and visitors ensuring that risks to volunteers, members and visitors are minimised at all times.

It will observe the Health and Safety at Work Act 1974 (“HASAWA”) and all relevant regulations and codes of practice made under it.

This policy will be reviewed annually by the management committee.

The Health & Safety Officer’s Responsibilities

The Committee member responsible for the implementation and monitoring of health and safety policies and recommending changes where necessary is Pungra.

All accidents or unsafe incidents will be investigated by Pungra on behalf of the Committee as soon as possible and then to be reported to the committee at the next available committee meeting.

The Health & Safety Officer is responsible for:

  1. Assessing the risk to the health and safety of volunteers, members and visitors and identifying what measures are needed to comply with its health and safety obligations;

  2. Ensuring that venues or vehicles used for trips are safe and without risk to health including safe ways of entering and leaving;

  3. Ensuring that equipment is safe and well maintained;

  4. Providing information, instruction, training and supervision to volunteers in safe working methods and procedures as required;

  5. Encouraging volunteers and members to co-operate in ensuring safe and healthy conditions and systems by effective joint consultation

  6. Establishing emergency procedures as required.

Volunteer responsibilities

All Pungra Volunteers will ensure that:

  1. They are aware of the contents of this safety policy.

  2. They comply with this policy.

  3. They take care of themselves and others who may be affected by their actions or omissions.

  4. They will report all accidents, or unsafe situations, and any near misses (things which could have led to an accident), to the Health & Safety Officer or another Committee member at once.

  5. They record accidents or near misses at work in the accident book kept in the reception of the hired venue.

  6. They are aware of all fire procedures for the area in which they are working.

  7. If they identify anything which they think could be in any way unsafe, they will report it.

Risk Assessments

The responsible committee member will ensure that all premises and tasks are assessed in line with the current relevant legislation. Assessments will be repeated when there is a:

  1. trip or event to organise.

  2. change in legislation.

  3. change of premises.

  4. significant change in work carried out .

  5. transfer to new technology or any other reason which makes original assessment not valid.

Training

To comply with legislation and to promote the health, safety and welfare of volunteers, health and safety training will be provided as follows:

  1. at inductions.

  2. on the introduction of new technology.

  3. when changes are made to venues.

  4. when training needs are identified during risk assessments.

Resolving health and safety problems

Any volunteer with a health and safety concern must first tell the responsible committee member.

If, after investigation, the problem is not corrected in a reasonable time, or the responsible committee member decides that no action is required but the volunteer is not satisfied with this, the volunteer may then refer the matter to the management committee chairperson. This must be in writing.

If the volunteer is still dissatisfied, the matter will be entered on the agenda for the next meeting of the Management Committee.

Signature of chair:

Date:

Reviewed at every Annual General Meeting.

Volunteer Enablement Policy

Introduction

The aim of this policy is to provide as supportive an environment as possible for volunteers, where they are fully prepared for the work assigned to them, where their effort is recognised and appreciated and where work is conducted in a spirit of enjoyment and comradeship.

Recruitment

  1. All posts are open to all people eligible for membership of the club and where relevant, have the suitable qualifications and experience for the work.

  2. All posts to be suitably advertised (posters in the area, through significant organisations such as churches, schools and clubs, word of mouth etc).

Induction

On joining the club, all volunteers will:

  1. Be told of the aims of the club and why they are for the benefit of Pungra.

  2. Be told why the work they will be involved with will further these aims.

  3. Be able to raise any questions or concerns.

  4. Meet other volunteers as soon as possible and have the opportunity to discuss the work with them.

  5. Have explained to them all relevant policies (Volunteer Management, Health & Safety, Equality, Diversity & Inclusion).

Training & Support

  1. Volunteers will be given all relevant training in the work involved and associated safety procedures by a suitably experienced and qualified member of the club.

  2. During their period with the club, volunteers will be given regular opportunities to discuss ongoing needs and any issues that arise with those leading the work.

  3. Volunteers may also request from work leaders any feedback on their performance.

  4. If feasible, volunteers will have work assigned to them that best suits them or best enhances their development.

  5. As much scope for individual initiate as possible will be given, and the aim will always be to lead volunteers, not manage them.

  6. All matters that arise will be listened to in a sympathetic and supportive manner.

  7. Refreshments will be provided where appropriate.

  8. All reasonable expenses will be paid. Volunteers should consult the work leader first before making any purchases they want to claim for, and the leader will advise.

Grievances

If a volunteer feels they have been treated unfairly, is not getting the support they require or otherwise has any serious concerns, they should:

  1. In the first instance discuss the matter with the work leader.

  2. If this fails to satisfy them, they can contact the Secretary who will decide on further action.

Signature of chair:

Date:

Reviewed at every Annual General Meeting.


Equality and Diversity Policy

Pungra Fit is committed to encouraging equality and diversity among our team, and eliminating unlawful discrimination.

The aim is for our team to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.

The organisation – in providing goods and/or services and/or facilities – is also committed against unlawful discrimination of customers or the public.

The policy’s purpose is to:

·       provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time

·       not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender) and sexual orientation

·       oppose and avoid all forms of unlawful discrimination. This includes in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities

The organisation commits to:

·       encourage equality and diversity in the workplace as they are good practice and make business sense

·       create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued

o   This commitment includes training managers and all other employees about their rights and responsibilities under the equality policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination

·       All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public

·       take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities

o   Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and any appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice

o   Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence

·       make opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation

·       decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act)

·       review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law

·       monitor the make-up of the workforce regarding information such as age, gender, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality and diversity, and in meeting the aims and commitments set out in the equality policy.

Monitoring will also include assessing how the equality policy, and any sporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.

The equality policy is fully supported by senior management and has been agreed with trade unions and/or employee representatives.

Use of the organisation’s grievance and/or disciplinary procedures does not affect an employee’s right to make a claim to an employment tribunal within three months of the alleged discrimination.


Safeguarding Policy

Aims

This policy outlines the steps Pungra Fit will make to safeguard adults and children with care and support needs if they are deemed to be at risk or at risk. This policy sets out the roles and responsibilities of Pungra Fit in working together with other professionals and agencies in promoting the adult’s welfare and safeguarding them from abuse and neglect.

Pungra Fit will ensure that decisions made will allow adults to make their own choices and include them in any decision making. Pungra Fit will also ensure that safe and effective working practices are in place.

This policy is intended to support staff and volunteers working within Pungra Fit to understand their role and responsibilities in safeguarding adults. All staff and volunteers are expected to follow this policy. 

The key objectives of this policy are for all employees and volunteers of Pungra Fit to:

·       have an overview of adult and children safeguarding.

·       be clear about their responsibility to safeguard adults and children.

·       ensure the necessary actions are taken where an adult or child with care and support needs is deemed to be at risk.

This policy is based on:

·       The Care Act 2014 and the Care and Support statutory guidance

·       London Safeguarding Adults policy and procedures

·       Islington Safeguarding Adults Board’s local procedures and appendices

Under the Human Rights Act 1998, everyone has the right to live free from abuse and neglect. https://www.equalityhumanrights.com/en/human-rights/human-rights-act​

Copies of this policy should be available within Pungra Fit and ra Fit will not tolerate the abuse of adults or children in the organisation and staff and volunteers should be made aware of how this policy can be accessed.

What is Safeguarding adults and children?

‘Safeguarding means protecting adults and childrens right to live in safety, free from abuse and neglect. It is about people and organisations working together to prevent and stop both the risks and experience of abuse or neglect, while at the same time making sure that the adult’s wellbeing is promoted including, where appropriate, having regard to their views, wishes, feelings and beliefs in deciding on any action. This must recognise that adults sometimes have complex interpersonal relationships and may be ambivalent, unclear or unrealistic about their personal circumstances.’ Care and Support Statutory Guidance, Department of Health, updated February 2017

All adults and children should be able to live free from fear and harm. But some may find it hard to get the help and support they need to stop abuse.

An adult or child may be unable to protect themselves from harm or exploitation due to many reasons, including their mental or physical incapacity, sensory loss or physical or learning disabilities. This could be an adult or child who is usually able to protect themselves from harm but maybe unable to do so because of an accident, disability, frailty, addiction or illness.

Pungra Fit adheres to following the six key principles that underpin safeguarding work (See Care Act guidance):

·       Empowerment

·       Prevention

·       Proportionality

·       Protection

·       Partnership

·       Accountability

Pungra Fit will not tolerate the abuse of adults or children in staff and volunteers should ensure that their work reflects the principles above and ensure the adult with care and support needs is involved in their decisions and informed consent is obtained. Pungra Fit should ensure that the safeguarding action agreed is the least intrusive response to the risk. Partners from the community should be involved in any safeguarding work in preventing, detecting and reporting neglect and abuse. Pungra Fit should be transparent and accountable in delivering safeguarding actions.

What is Making Safeguarding Personal (MSP)?

MSP means a case should be person-led and outcome-focused. The individual should be involved in identifying how best to respond to their safeguarding situation by giving them more choice and control as well as improving quality of life, wellbeing and safety.

Pungra Fit will not tolerate the abuse of adults or children and will ensure that adults are involved in their safeguarding arrangements and each individual is dealt with on a case by case basis.  As adults and children may have different preferences, histories and life styles, the same process may not work for all.

Who do adult safeguarding duties apply to?

The Care Act 2014 sets out that adult safeguarding duties apply to any adult who:

·       has care and support needs, and

·       is experiencing, or is at risk of, abuse and neglect, and

·       is unable to protect themselves from either the risk of, or the experience of abuse or neglect, because of those needs.

Who do I go to if I am concerned?

The named responsible person for safeguarding duties for Pungra Fit is Ravi Sandhu.

All staff and volunteers should contact Ravi Sandhu for any concerns/queries they have in regards to safeguarding adults. A log of the concern must be kept.

Ravi Sandhu will be responsible to make decisions about notifying adult social services if required and consider alternative actions, where necessary.

Ravi Sandhu will also ensure that the safeguarding adults and childrens policies and procedures are in place and up to date. They will ensure a safe environment is promoted for staff and volunteers and adults accessing the service. Ravi Sandhu will ensure they are up to date with their safeguarding adults training.

What should I do if I am concerned?

Staff and volunteers at Pungra Fit who have any adult or child safeguarding concerns should:

Respond

1.     Take emergency action if someone is at immediate risk of harm/in need of urgent medical attention.  Dial 999 for emergency services

2.     Get brief details about what has happened and what the adult would like done about it, but do not probe or conduct a mini-investigation

3.     Seek consent from the adult to take action and to report the concern.  Consider whether the adult may lack capacity to make decisions about their own and other people’s safety and wellbeing.  If you decide to act against their wishes or without their consent, you must record your decision and the reasons for this.

Report

1.     Name the person to whom staff/volunteers need to report any potential safeguarding concerns.  This will usually be the organisation’s designated safeguarding lead (see above).

Record

1.     As far as possible, records should be written contemporaneously, dated and signed.

2.     Keep records about safeguarding concerns confidential and in a location where the alleged abuser will not have access to the record. Access should not be given to any unauthorised personal for accessing confidential information including the sharing of passwords.

Refer

In making a decision whether to refer or not, the designated safeguarding lead should take into account:

1.     the adult’s wishes and preferred outcome

2.     whether the adult has mental capacity to make an informed decision about their own and others’ safety

3.     the safety or wellbeing of children or other adults with care and support needs

4.     whether there is a person in a position of trust involved

5.     whether a crime has been committed

This should inform the decision whether to notify the concern to the following people:

1.     the police if a crime has been committed and/or

2.     The council's Access & Advice Team (part of adult social services) for possible safeguarding enquiry

3.     relevant regulatory bodies such as Care Quality Commission, Ofsted, Charities commission

4.     service commissioning teams

5.     family/relatives as appropriate (seek advice from adult social services)

The designated safeguarding lead should keep a record of the reasons for referring the concern or reasons for not referring.

Incidents of abuse may be one-off or multiple and may affect one person or more. Staff and volunteers should look beyond single incidents to identify patterns of harm. Accurate recording of information will also assist in recognising any patterns.

As soon as Adult Social Services becomes involved, a 4-stage safeguarding adults process is followed.  For more information about this 4-stage safeguarding adults process, refer to the London Safeguarding Adults Procedures.

What are your roles and responsibilities?

All staff, management, trustees and volunteers at Pungra Fit are expected to report any concerns to the named person for safeguarding. If the allegation is against one of Pungra Fit members, volunteers, trustees or directors, seek advice from Pungra Fit safeguarding lead Ravi Sandhu. If the allegation is against the safeguarding lead, seek advice from Council's Access & Advice Team.

The designated safeguarding adults lead should be responsible for providing acknowledgement of the referral and brief feedback to the person raising the original concern. Feedback should be given in a way that will not make the situation worse or breach the Data Protection Act.  If the police are involved, they should be consulted prior to giving feedback to the referrer to ensure any criminal investigation is not affected.

The local authority will decide on who will lead on a safeguarding enquiry should it progress to that stage. The named organisation should not conduct its own safeguarding enquiry unless instructed to do so by the local authority.

Staff and volunteers should ensure that the adult with care and support needs is involved at all stages of their safeguarding enquiry ensuring a person-centred approach is adopted.

Complaints procedure

Pungra Fit promotes transparency and honesty when things go wrong. All staff and volunteers should apologise and be honest with service users and other relevant people when thing go wrong.

Pungra Fit is committed to ensuring that staff and volunteers who in good faith whistle-blow in the public interest, will be protected from reprisals and victimisation.

The Mental Capacity Act 2005 is to be used when decisions on behalf of those adults with care and support needs who are unable to make some decisions for themselves.  Refer to the Mental Capacity Act Code of Practice, https://www.gov.uk/government/publications/mental-capacity-act-code-of-practice. You will need to involve an advocate if the person lacks capacity to make decisions about the safeguarding concern.

Why is it important to take action?

It is may be difficult for adults with care and support needs to protect themselves and to report abuse. They rely on you to help them.

Confidentiality and information sharing

Pungra Fit expects all staff, volunteers, trustees to maintain confidentiality at all times. In line with Data Protection law, Pungra Fit does not share information if not required.

It should however be noted that information should be shared with authorities if an adult is deemed to be at risk of immediate harm. Sharing the right information, at the right time, with the right people can make all the difference to preventing harm.  For further guidance on information sharing and safeguarding see: https://www.scie.org.uk/care-act-2014/safeguarding-adults/sharing-information/keymessages.asp​

Recruitment and selection

Pungra Fit is committed to safe employment. Safe recruitment practices, such as Disclosure and Barring checks reduce the risk of exposing adults with care and support needs to people unsuitable to work with them. Refer to the council’s guidance on Safer Recruitment.

Training, awareness raising and supervision?

Pungra Fit ensures that all staff and volunteers receive basic awareness training on safeguarding adults as they may come across adults with care and support needs who may be at risk of abuse. Those adults and children may report things of concern to staff or volunteers who should be equipped with the basic knowledge around safeguarding adults and be confident to identify that abuse is taking place and action is required.  All staff and volunteers should be clear about the core values of Pungra Fit and commitment to safeguarding adults.

It is also useful to discuss training with staff who have attended training sessions to ensure they are embedding this in practice.

Voluntary organisations (including volunteers) who support adults and children with care and support needs can access the basic awareness safeguarding adults training provided by the Council.

Similarly, staff and volunteers may encounter concerns about the safety and wellbeing of children.

Prevent

Radicalisation and extremism of adults with care and support needs is a form of emotional/psychological exploitation. Radicalisation can take place through direct personal contact, or indirectly through social media.

If staff are concerned that an adult or children with care and support needs is at risk of being radicalised and drawn into terrorism, they should treat it in the same way as any other safeguarding concern.

For more information about Prevent see: Prevent duty guidance.

What are the types of safeguarding adults abuse?

The Care and Support statutory guidance sets out the 10 main types of abuse:

·       Physical abuse

·       Neglect

·       Sexual abuse

·       Psychological

·       Financial abuse

·       Discriminatory

·       Organisational

·       Domestic violence

·       Modern Slavery

·       Self-neglect

However, you should keep an open mind about what constitutes abuse or neglect as it can take many forms and the circumstances of the individual case should always be considered.

For more information, read section 14.17 of the Care and Support Statutory Guidance.

What are the possible signs of abuse?

Abuse and neglect can be difficult to spot.  You should be alert to the following possible signs of abuse and neglect:

·       Depression, self-harm or suicide attempts

·       Difficulty making friends

·       Fear or anxiety

·       The person looks dirty or is not dressed properly,

·       The person never seems to have money,

·       The person has an injury that is difficult to explain (such as bruises, finger marks, ‘non-accidental’ injury, neck, shoulders, chest and arms),

·       The person has signs of a pressure ulcer,

·       The person is experiencing insomnia

·       The person seems frightened, or frightened of physical contact.

·       Inappropriate sexual awareness or sexually explicit behaviour

·       The person is withdrawn, changes in behaviour

You should ask the person if you are unsure about their well-being as there may be other explanations to the above presentation.

Who abuses and neglects adults?

Abuse can happen anywhere, even in somebody’s own home. Most often abuse takes place by others who are in a position of trust and power. It can take place whether an adult lives alone or with others.  Anyone can carry out abuse or neglect, including:

·       partners;

·       other family members;

·       neighbours;

·       friends;

·       acquaintances;

·       local residents;

·       people who deliberately exploit adults they perceive as vulnerable to abuse;

·       paid staff or professionals; and

·       volunteers and strangers