Sustainable Merton

Safeguarding and Protecting Adults at Risk Policy

Policy approved by: Board of Trustees

Date Policy approved: 11th November 2023

Next review Date: November 2024

Sustainable Merton Safeguarding Lead

Name: Ben Cuddon

Contact details: bencuddon@gmail.com

Merton Safeguarding Adults Board - First Response Contact Details

Telephone: 02085453983/02085454388

Email: safeguarding.adults@merton.gov.uk

Out of Hours (anytime outside of Mon-Fri 9am-5pm and on Bank Holidays) call: 08456189762

These safeguarding policies and procedures were developed based on the Ann Craft Trust Safeguarding Adults Policy & Procedures Templates.

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Contents

Section 1: Safeguarding Policy _____________________________ pg. 3

1.1 Purpose ________________________________________________________________  pg. 3

1.2 Policy Statement _______________________________________________________  pg. 3

1.3 Commitments _________________________________________________________  pg. 4

1.4 Definitions _____________________________________________________________   pg. 5

1.4.1 Adults at Risk__________________________________________________   pg. 5

1.4.2 Abuse and Neglect_____________________________________________  pg. 5

1.5 Rights and Responsibilities______________________________________________  pg. 5

Section 2: Safeguarding Procedures________________________ pg. 7

2.1 Procedure for reporting safeguarding concerns about yourself__________  pg. 7

2.1 Procedure for reporting safeguarding concerns about others____________  pg. 8

2.1 Guidelines for responding to a direct disclosure _________________________ pg. 9

2.1 Steps following a reported safeguarding concern _______________________  pg. 10

Appendix 1 - Safeguarding Adults Report Form _____________ pg. 15

Appendix 2 - Sources of Information and Support ___________pg. 20

Section 1: Safeguarding Policy

1.1 Purpose

The purpose of this policy is to demonstrate the commitment of Sustainable Merton to safeguarding adults and to ensure that everyone involved in Sustainable Merton is aware of:

• The policy for safeguarding adults.
• Their role and responsibility for safeguarding adults.
• What to do or who to speak to if they have a concern relating to the welfare or wellbeing of an adult within the organisation.

This safeguarding adult policy and associated procedures apply to all individuals involved in Sustainable Merton including staff, volunteers, trustees, and members and to all concerns about the safety of adults whilst taking part in Sustainable Merton, its activities and in the wider community.

We expect our partner organisations to demonstrate their commitment to the principles and practice as set out in this Safeguarding and Protecting Adults at Risk Policy and associated procedures.

1.2 Policy Statement

Sustainable Merton is committed to best safeguarding practice and believes everyone has the right to live free from abuse or neglect regardless of age, ability or disability, sex, race, religion, ethnic origin, sexual orientation, marital or gender status.  

Sustainable Merton is committed to creating and maintaining a safe and positive environment and an open, listening culture where people feel able to share concerns without fear of retribution.

Sustainable Merton acknowledges that safeguarding is everybody’s responsibility and is committed to preventing abuse and neglect through safeguarding the welfare of all adults involved.

Sustainable Merton recognises that health, well-being, ability, disability and need for care and support can affect a person’s resilience.  We recognise that some people experience barriers, for example, to communication in raising concerns or seeking help.  We recognise that these factors can vary at different points in people’s lives.

Sustainable Merton recognises that there is a legal framework within which the voluntary sector needs to work to safeguard adults who have needs for care and support and for protecting those who are unable to take action to protect themselves and will act in accordance with the relevant safeguarding adult legislation and with local statutory safeguarding procedures.

Actions taken by Sustainable Merton will be consistent with the principles of adult safeguarding, ensuring that any action taken is prompt, proportionate and that it includes and respects the voice of the adult concerned.

Sustainable Merton is committed to creating a culture of zero-tolerance of harm to adults which necessitates: the recognition of adults who may be at risk and the circumstances which may increase risk; knowing how adult abuse, exploitation or neglect manifests itself; and being willing to report safeguarding concerns.

This extends to recognising and reporting harm experienced anywhere, including within our activities, within other organised community or voluntary activities, in the community, in the person’s own home and in any care setting. 

1.3 Commitments

In order to implement this policy, Sustainable Merton will ensure that:

• Everyone involved with Sustainable Merton is aware of this policy, understands their roles and responsibilities, and knows what to do and who to contact if they have a concern relating to the welfare or wellbeing of an adult.
• Any concern that an adult is not safe is taken seriously, responded to promptly, in line with the procedures in this policy.
• The well-being of those at risk of harm will be put first and the adult actively supported to communicate their views and the outcomes they want to achieve. Those views and wishes will be respected and supported unless there are overriding reasons not to.
• Any actions taken will respect the rights and dignity of all those involved and be proportionate to the risk of harm.
• Confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored in line with our Privacy Policy.
• Sustainable Merton uses safe recruitment practices and continually assesses the suitability of volunteers and staff to prevent the employment/deployment of unsuitable individuals in this organisation.
• Sustainable Merton shares information about anyone found to be a risk to adults with the appropriate bodies.
• When planning activities and events, Sustainable Merton  includes an assessment of risk to the safety of all adults from abuse and neglect.
• Actions taken under this policy are reviewed by the Board of Trustees on an annual basis.

1.4 Definitions

1.4.1 Adults at Risk

An adult at risk is an individual aged 18 years and over who:

(a)  has needs for care and support (whether or not the local authority is meeting any of those needs) AND;

(b)  is experiencing, or at risk of, abuse or neglect, AND;

(c) as a result of those care and support needs are unable to protect themselves from either the risk of, or the experience of abuse or neglect.

1.4.2 Abuse and neglect

Abuse can include physical, financial, material, sexual, psychological, discriminatory, emotional abuse and neglect. Abuse can take place in any setting, public or private, and can be perpetrated by anyone.

There are many different types of abuse, for example:

• abuse by neglect
• physical    
• sexual    
• emotional or mental    
• financial

Some signs of abuse are:

• dirty clothes or hair
• hoarding or neglect
• signs of malnutrition
• bruises or marks on the body    
• being withdrawn    
• flinching when people come near    
• hitting out    
• showing sexualised behaviour

1.5 Rights and Responsibilities

At risk adults have the right:

• To be made aware of this policy;
• To have alleged incidents recognised and taken seriously;
• To receive fair and respectful treatment throughout;
• To be involved in any process as appropriate;
• To receive information about the outcome.

Sustainable Merton trustees’ must:

• It is the responsibility of the Chair to make sure all new Board members are made aware of this policy and procedures and make sure they are followed;
• It is the responsibility of the Board to review any safeguarding concerns and how the charity will respond, and to review the policy every year;
• Notify the appropriate agencies if abuse is identified or suspected;
• Support and where possible secure the safety of individuals and ensure that all referrals to services have full information in relation to identified risk and vulnerability;
• Ensure that all relevant staff and volunteers complete safeguarding training such as the Safeguarding Essentials in Charities course from NVSC;
• Will ensure that lead staff and volunteers working directly with adults at risk have an enhanced check through the Disclosure and Barring Service (DBS) - previously known as the Government’s Criminal Records Bureau (CRB) - before commencement of work or placement.

Sustainable Merton staff and volunteers must:

• Have a responsibility to make sure they follow the policy;
• Take appropriate action in line with this policy whenever necessary;
• Be made aware of this policy when they first become involved with the organisation. For staff this is the responsibility of their line manager and for volunteers it is for the Community Champions Project Manager;
• Sustainable Merton must keep up-date with changes to the law on requirements for working with at risk adults. This is the responsibility of the Chief Executive Officer.
• It is the responsibility of the Chief Executive Officer and Community Champions Project Manager to regularly check if any staff and volunteers respectively wish to raise any Safeguarding concerns.
• It is the responsibility of the Chief Executive Officer to make sure our insurance cover is valid and fit for purpose

Section 2: Safeguarding Procedures

The following procedures must be followed in any circumstances where an adult is at risk of harm, either yourself or someone else. This procedure details the steps to be taken in responding to any concern that an adult involved in Sustainable Merton, or its activities, is at risk of or is experiencing harm.

All those making a complaint, allegation, or expressing concern, whether they are staff, trustees, volunteers or members of the general public should be reassured that:

• They will be taken seriously;
• Their comments will usually be treated confidentially. Although, Sustainable Merton respects confidentiality, there is an exception to this; if they or others are at significant risk. If a person reveals that they are being abused, neglected or are in danger (see list above of different types of abuse), these concerns may be shared with the appropriate authorities.
• You can choose how you talk to us about your concerns and why you don’t feel safe: Talk to us face to face; Email us; Call us on the telephone; Write to us

This Section has four main components:

Section 2.1: Procedure for reporting safeguarding concerns about yourself

Section 2.2: Procedure for reporting safeguarding concerns about others

Section 2.3: Guidelines for responding to a direct disclosure

Section 2.4: Procedures to steps following a reported safeguarding concern

 – For Safeguarding Lead and organisational response

2.1 Procedure for Reporting Safeguarding Concerns About Yourself

If you are in immediate danger or need immediate medical assistance contact the emergency services on 999.

If you are experiencing harm within Sustainable Merton, contact Ben Cuddon, the safeguarding lead at bencuddon@gmail.com. If you would prefer, please contact another member of staff who will help you raise the issue to the Safeguarding Lead.

If the Safeguarding Lead is implicated or you think has a conflict of interest, then report to Diana Sterck, CEO, at diana@sustainablemerton.org.

If you need extra support to talk to us (such as an interpreter), we will do our best to explore options to make this possible.

You can also contact the Police, Social Services, your doctor or other organisations that can provide information and give help and support.

Sustainable Merton will follow the procedure in this document. If you do not think your concerns are being addressed in the way that they should be please contact the CEO or a member of the Sustainable Merton Board.

At all stages you are welcome to have someone who you trust support you and help you to explain what happened and what you want to happen.

It is of the utmost importance to Sustainable Merton that you can take part in our activities safely and we will take every step to support you to do that.

2.2 Procedure for Reporting Safeguarding Concerns About Others

You may be concerned about harm to another person because of something you have seen or heard, information you have been told by others, or because someone has confided in you about things that are happening or have happened to them. You should not keep safeguarding concerns to yourself.

If you have concerns and/or you are told about possible or alleged abuse, poor practice or wider welfare issues, you must contact Ben Cuddon, the trustee safeguarding lead at bencuddon@gmail.com.

If the Safeguarding Lead is implicated or you think has a conflict of interest, then report to the Sustainable Merton CEO, Diana Sterck, at diana@sustainablemerton.org.

When reporting your safeguarding concerns about someone else, please follow the guidance below:

• If it will not put them or you at further risk, discuss your safeguarding concerns with the adult and ask them what they would like to happen next.  Inform them that you have to pass on your concerns to your Safeguarding Lead.  Do not contact the adult before talking to your Safeguarding if the person allegedly causing the harm is likely to find out.
• Ask if they want to talk in a private space and make notes.
• Remember to be person centered.
• When listening to the adult, follow the guidance below in section 2.3
• Complete a Safeguarding Adults Report Form (see Appendix 1) as fully as you are able and send this form to the Safeguarding Lead.
• It is not your responsibility to prove or decide whether an adult has been harmed or abused.  It is, however, everyone's responsibility to respond to and report concerns they have.
• If you are concerned someone is in immediate danger, or a crime is being committed, contact the police on 999 straight away.
• Do not  confront the person thought to be causing the harm.

Record Keeping

When completing the Safeguarding Adults Report Form, use the following guidelines:

• Describe the circumstances in which the concern came about and what action you took/advice you gave.  
• It is important to distinguish between things that are facts, things that have been observed or over-heard and opinions, in order to ensure that information is as accurate as possible.
• If someone has told you about the harm or abuse, use the words the person themselves used.  If someone has written to you (including by email, message) include a copy with the form

Be mindful of the need to be confidential at all times. This information must only be shared with your Safeguarding Lead and others that have a need to know.

2.3 Responding to a Direct Disclosure: What to Do if Someone Reveals They are Being Abused

If an adult indicates that they are being harmed or abused, or information is received which gives rise to concern, the person receiving the information should:

• Take it seriously and stay calm.
• Ask if they would like to talk in a private space.
• Listen carefully to what is said, allowing the adult to continue at their own pace,
• Be sensitive.
• Keep questions to a minimum, only ask questions if you need to identify/clarify what the person is telling you.
• Reassure the person that they have done the right thing in revealing the information.
• Ask them what they would like to happen next.
• Explain what you would like to do next.
• Explain that you will have to share the information with Sustainable Merton Safeguarding Lead.
• Make an arrangement as to how you/the Safeguarding Lead can contact them safely.
• Record in writing what was said using the adult’s own words as soon as possible. Using the Safeguarding Adults Report Form (see Appendix 1)
• Act swiftly to complete a Safeguarding Adults Report Form and report the disclosure to the Safeguarding Lead following the above reporting procedure (Section 2.2).

It is important not to:

• Dismiss or ignore the concern.
• Panic or allow shock or distaste to show.
• Make negative comments about the alleged perpetrator.
• Make assumptions or speculate.
• Come to your own conclusions.
• Probe for more information than is offered.
• Promise to keep the information secret.
• Make promises that cannot be kept.
• Conduct an investigation of the case.
• Confront the person thought to be causing harm.
• Take sole responsibility.
• Tell everyone.

2.3 What Happens Next - For Safeguarding Lead and Organisational Response

Initial Response: Steps 1-5

Step 1: Emergency situations and immediate response. If someone is at immediate risk of harm/danger, contact emergency services. If the risk is said to be due to the behaviour of an employee or other person involved in the organisation/activities use the relevant procedures (e.g., breach of code of conduct, breach of contract, disciplinary or grievance procedures) to prevent that person making contact with the adult being harmed.

Step 2: Safeguarding Report Details. If you have been sent a Safeguarding Adults Report Form, check that you can understand what is written and that all the necessary parts have been completed. If you have not received this form:

• If you are being contacted directly by a member of staff or a volunteer request that they complete a Safeguarding Adults Report Form as soon as possible.
• If the report is being made by the adult themselves or a member of the public fill in the Safeguarding Adults Report Form yourself gaining the details with the person contacting you.
• If possible, talk to the person reporting the concern, and gather as much information from them as you can.

Step 3: Person making the report. Inform, reassure, and advise the person making the report on what will happen next. Reinforce the need for confidentiality.

Step 4: Person at risk. Consider what is known about the situation, what the risks are, what is known of the views of the adult, whether they have given their consent to the report being made and whether they might be considered to be an ‘adult at risk’.  

Find out whether the person making the report believes the adult has the mental capacity to make decisions about what safeguarding actions they want to be taken (they are not expected to assess this, only provide their opinion).

Decide if you need to contact the adult to get more information, determine their wishes, or explain what actions you need to take.

If a person does not use verbal communication, it may be necessary to speak with other people involved in their life. It may be necessary to refer the person to an Advocacy Project for a one to one advocate to make sure they get the individualised advocacy support they need through the process.

Step 5: Person at risk. Ensure that the adult has been given information about the process and what will happen next.  Ensure that they have been provided with information about other organisations that can support them (see Appendix 2).

Taking Action: Steps 6-14

In all situations you should ensure those in your organisation who can act (within their remit) to prevent further harm have the information to do so.  This includes supporting the person at risk.  Depending on the situation you may need to pass information to and work together with other organisations such as the Police and the Local Authority safeguarding team.

Step 6: Consult and decide. If necessary, consult with the Board of Trustees and with the Local Authority/Police and decide which of the following actions need to be taken.

Step 7: Contact the police if:

• a serious crime has been committed.
• a crime has been committed against someone without the mental capacity to contact the police themselves.
• the adult has asked you to make a report to the Police on their behalf because they are unable to themselves.

Step 8: Referral. Make a referral/report to the Merton Safeguarding Adults Board if you believe they may be an adult at risk AND one of more of the following:

• the adult appears not to have the mental capacity to make decisions about their own safety and well-being;
• the risk is from a person employed/volunteering in work with adults who have care and support needs;
• there are other ‘adults at risk’ (e.g. another family member, another volunteer or other people using a service);
• the adult at risk has asked you to make a report or have given their informed consent to you making it.

If you are unsure whether or not to make a referral/report you can ask for advice by contacting the Merton Safeguarding Adults Board and discuss the situation with them without disclosing the identity of the adult or the person who may be causing harm

Merton Safeguarding Adults Board - First Response Contact Details:

Telephone: 02085453983/02085454388

Email: safeguarding.adults@merton.gov.uk

Out of Hours (anytime outside of Mon-Fri 9am-5pm and on Bank Holidays) call: 08456189762

https://www.mertonsab.org.uk/

Step 9: Use policy and procedures to stop harm within the organisation. If the person who may be causing harm is a person involved in Sustainable Merton in whatever capacity, inform the CEO Diana Sterck at diana@sustainablemerton.org. .  

Decide what policy and procedures the organisation will use to decide which actions will be taken based on the relevant policy (e.g., breach of code of conduct, disciplinary procedures, breach of contract).

Agree what short term arrangements can be put in place to enable the adult who may be being harmed to be able to continue participating in Sustainable Merton.

The arrangements made must respect the rights of the person who may be causing harm and must be consistent with the relevant policy and procedures.

Step 10: If statutory agencies are involved, work together with them to agree the next steps. E.g., the Police may need to interview an employee before a disciplinary investigation is conducted. Attend and contribute to any safeguarding adults strategy or case meetings that are called by the Local Authority.

If statutory agencies say that they will not be taking any action in relation to a referral, this should not stop Sustainable Merton taking internal steps to safeguard the adult. E.g., the Police may decide not to pursue a criminal investigation where there is an allegation against an employee, but the organisation should still follow its disciplinary procedure.

Step 11: Decide who in the organisation will maintain contact with the adult to consult with them, keep them informed and make sure they are receiving the support they need.

Unless advised not to by the Police or Local Authority, and only if there is a safe way to do so, contact the adult to let them know about the actions you have taken and the outcomes so far.  Find out if the actions taken are working, what matters to them, what they would like to happen next and what outcomes they want to achieve.

Step 12: Convene a Case Management Group meeting to coordinate actions internally to your organisation:

• share information about what has happened with those within Sustainable Merton who have a role in safeguarding the adult.
• share the views of the adult.
• share any actions being taken by the Police/Local Authority.
• agree who will coordinate between Sustainable Merton and other agencies.
• decide what actions Sustainable Merton will take.
• coordinate action by Sustainable Merton.

These actions can include:

• Use of internal procedures such as breach of code of conduct/disciplinary procedures to address any behaviour that may have caused harm;
• Reporting any employee or volunteer found to have caused harm to the Disclosure and Barring Service;
• Communication with the adult about the safeguarding process;
• Offering support to the adult and making any arrangements needed for them to continue their involvement with the organisation;
• Offering support to staff, volunteers and members affected by the circumstances;
• Ensuring senior managers are updated as needed.
• Contact the person’s social worker            
• Contact the person at risk’s emergency contact or carers who can offer support and are not committing the abuse

Step 13: Case Management Group meeting(s) must be recorded so that decision making is transparent, and actions agreed are followed. Follow up meetings should be held as necessary until the actions needed are complete.

Step 14: Ensure records are complete and stored securely.  Collate monitoring information, including feedback from the person who was at risk of harm and report to the CEO and Board of Trustees as requested.

Our Privacy Policy sets out how we keep and use individuals’ personal information. We only keep information that you give us permission to keep so that we can provide services to you or that we need for employment or volunteering records.

Appendices

Appendix 1 - Safeguarding Adults Report Form

Appendix 2 - Sources of Information and Support

Appendix 1 - Safeguarding Adults Report Form

Please complete as fully as possible if you have concerns regarding an adult.

If it is safe to do so, it is important to inform the adult about your concerns and that you have a duty to pass the information onto the Safeguarding Lead. The Safeguarding Lead will then assess the  information and start to plan a course of action.

This form is confidential and due to GDPR will be saved in a secure confidential drive and not on the shared drives once it has been submitted.

Appendix 2: Sources of Information and Support

Action on Elder Abuse

A national organisation based in London. It aims to prevent the abuse of older people by raising awareness, encouraging education, promoting research and collecting and disseminating information.

Tel: 020 8765 7000

Email: enquiries@elderabuse.org.uk

www.elderabuse.org.uk

Ann Craft Trust (ACT)

A national organisation providing information and advice about adult safeguarding.

Tel: 0115 951 5400

Email: Ann-Craft-Trust@nottingham.ac.uk

www.anncrafttrust.org

Men’s Advice Line

For male domestic abuse survivors

Tel: 0808 801 0327

Merton Safeguarding Adults Board

A statutory partnership as defined under the Care Act 2014, providing leadership for adult safeguarding in the London Borough of Merton. Our overarching purpose is to ensure proportionate responses and adequate systems to safeguard adults with care and support needs (whether or not they are in receipt of a service).

Tel: 02085453983/02085454388

Out of Hours (anytime outside of Mon-Fri 9am-5pm and on Bank Holidays) call: 08456189762

Email: safeguarding.adults@merton.gov.uk

National LGBT+ Domestic Abuse Helpline

Tel: 0800 999 5428

National 24 Hour Freephone Domestic Abuse Helplines

Tel: 0808 2000 247

www.nationaldahelpline.org.uk/Contact-us

Rape Crisis Federation of England and Wales

Rape Crisis was launched in 1996 and exists to provide a range of facilities and resources to enable the continuance and development of Rape Crisis Groups throughout Wales and England.

Email: info@rapecrisis.co.uk

www.rapecrisis.co.uk

Respond

Respond provides a range of services to victims and perpetrators of sexual abuse who have learning disabilities and training and support to those working with them.

Tel: 020 7383 0700 or 0808 808 0700 (Helpline)

Email: services@respond.org.uk

www.respond.org.uk

Stop Hate Crime

Works to challenge all forms of Hate Crime and discrimination, based on any aspect of an individual’s identity. Stop Hate UK provides independent, confidential and accessible reporting and support for victims, witnesses and third parties.

24 hours service:

Tel: 0800 138 1625

Web Chat: www.stophateuk.org/talk-to-us/

E mail: talk@stophateuk.org

Text: 07717 989 025

Susy Lamplugh Trust

The Trust is a leading authority on personal safety. Its role is to minimise the damage caused to individuals and to society by aggression in all its forms – physical, verbal and psychological.

Tel: 020 83921839

Email: info@suzylamplugh.org

www.suzylamplugh.org

Victim Support

Provides practical advice and help, emotional support and reassurance to those who have suffered the effects of a crime.  

Tel: 0808 168 9111

www.victimsupport.com

Women’s Aid Federation of England and Wales

Women’s Aid is a national domestic violence charity. It also runs a domestic violence online help service.

www.womensaid.org.uk/information-support