PRINCIPLE 9

PRINCIPLE  9

Our organisation takes steps to prohibit, prevent, and address inappropriate behaviour by staff, volunteers, contracted or other personnel, in relation to children, vulnerable adults and the local community.

Indicators:

9.1 We provide fair and balanced information about our organisation.

Suggested evidence (some evidence is mandatory) – Copies of/extracts or screenshots from/links to:

 

§  Risk assessment and mitigation plan templates (mandatory);

§  Safeguarding policies and procedures (which are compliant with Irish legislation and policy and reflective of international best practice standards) in relation to children and vulnerable adults (mandatory);

§  Code(s) of Conduct/Behaviour with regard to child and vulnerable adult safeguarding that covers: (mandatory)

        Appropriate language;

        Appropriate communications;

        Banning of alcohol and drugs;

        Gifts to children;

        Physical contact with children;

        All forms of abuse, including emotional abuse;

        Putting themselves in a vulnerable situations;

        Inappropriate relationships with children and vulnerable adults including exploitative and sexually abusive relationships;

        Child labour;

        Photos, images, social media, website, internet and email communication;

        Reporting responsibilities.

§  Code of Conduct/Behaviour which addresses sexual exploitation, sexual abuse and harassment, bullying and all other forms of harassment (mandatory);

§  Disciplinary and grievance policies which includes clearly outlined consequences for breaching Code of Conduct/Behaviour (mandatory);

§  Dissemination plan/distribution list for communicating of above policies to VSA personnel and all volunteers;

§  Signed documentation that volunteers are fully aware of safeguarding policies, codes of conduct/behaviour and disciplinary policies and procedures;

§  Sample volunteer application forms screening questions asking about skills, experience, work with children and vulnerable adults;

§  Guidelines on screening practices and/or interview templates provided to those responsible for recruiting and selecting volunteers
for VSA and/or local partner including: (mandatory);

        Procedures for Garda Siochána/Police Service of Northern Ireland (PSNI) vetting of all volunteers; statutory declarations or local legal equivalent where criminal record checks are unavailable or unreliable;

        Verbal and written referee checks;

        Behavioural-based interview questions.

§  Policy/procedures for Garda/PSNI vetting of all volunteers (mandatory);

§  Appointment of Designated Liaison Person(s) with contact details (mandatory);

§  Qualifications and/or experience of VSA Designated Liaison Person(s);

§  Records/certificates of attendance of Designated Liaison Person in relevant child protection and safeguarding training;

§  Records/certificates of attendance of VSA personnel in training on child and vulnerable adult protection and developing

safeguarding policy;

§  Self audit templates or certification of completion of online audits;

§  Template for the recording of all incidents, complaints, concerns, allegations in compliance with GDPR;

§  Planning documents demonstrating how recorded incidents, complaints and allegations are incorporated into revised programme plans;

§  Lists of contacts for specialist advice, information, and reporting on child/vulnerable adult safeguarding.

 

9.2 We provide fair and balanced information about placements we offer, including clear volunteer role description and skills requirements, and we are realistic about what the placement may achieve. 

Suggested evidence (some evidence is mandatory) – Copies of/extracts or screenshots from/links to:

 

§  Risk assessment and mitigation plan templates (mandatory);

§  Overview of volunteer roles available and programme costs involved are communicated to potential volunteers through:

        VSA website;

        Information pack sent in response to query about volunteering opportunities;

        Email correspondence;

§ Promotional material which encourages realistic volunteer expectations;

§ Detailed volunteer roles, skills description and key placement information, including programme costs on website and/or in information pack sent to volunteers;

§  Information provided to potential volunteers on expectations and mandatory requirements for post-return engagement;

§  Testimonials/blogs/stories of returned volunteers which are communicated to potential volunteers;

§  Database, which is General Data Protection Regulation (GDPR) compliant, of returned volunteers who are willing to engage with potential volunteers through a variety of media including face to face and on line;

§  Procedures/guidelines for facilitating contact between outgoing volunteers and those who have returned;

§  Records which are GDPR compliant, of contacts between outgoing volunteers and those who have returned;

§  Programme outlines, emails, training manuals/plans showing that returned volunteers are invited to speak at training or information events.

9.3 We are committed to good governance and implement high standards in this regard.

Suggested evidence (some evidence is mandatory) – Copies of/extracts or screenshots from/links to:

 

§  Partnership agreement/MOU between VSA and local partners addressing the safeguarding of children and vulnerable adults;

§  Outline of training workshops participated in/delivered by or shared between the VSA and local partners;

§  Documentation reflecting discussion on safeguarding issues between VSA and local partner including dedicated meetings, sharing

of resources, development of shared policy and risk assessment and mitigation plans;

§  Shared child and vulnerable adult safeguarding policy(s) and code of conducts between the VSA and local partners;

§  Shared template for risk assessment and mitigation between the VSA and local partners.

 

 

9.4 We implement a volunteer policy that sets out clear procedures for recruitment, induction, support, appraisal, addressing grievances and disciplinary matters.

Suggested evidence (some evidence is mandatory) – Copies of/extracts or screenshots from/links to:

 

§  Partnership agreement/MOU between VSA and local partners addressing the safeguarding of children and vulnerable adults;

§  Outline of training workshops participated in/delivered by or shared between the VSA and local partners;

§  Documentation reflecting discussion on safeguarding issues between VSA and local partner including dedicated meetings, sharing

of resources, development of shared policy and risk assessment and mitigation plans;

§  Shared child and vulnerable adult safeguarding policy(s) and code of conducts between the VSA and local partners;

§  Shared template for risk assessment and mitigation between the VSA and local partners.

 

 

9.4 We implement a volunteer policy that sets out clear procedures for recruitment, induction, support, appraisal, addressing grievances and disciplinary matters.

Suggested evidence (some evidence is mandatory) – Copies of/extracts or screenshots from/links to:

 

§  Partnership agreement/MOU between VSA and local partners addressing the safeguarding of children and vulnerable adults;

§  Outline of training workshops participated in/delivered by or shared between the VSA and local partners;

§  Documentation reflecting discussion on safeguarding issues between VSA and local partner including dedicated meetings, sharing

of resources, development of shared policy and risk assessment and mitigation plans;

§  Shared child and vulnerable adult safeguarding policy(s) and code of conducts between the VSA and local partners;

§  Shared template for risk assessment and mitigation between the VSA and local partners.

 

 

9.5 We are committed to good practice in raising funds 

Suggested evidence (some evidence is mandatory) – Copies of/extracts or screenshots from/links to:

 

§  Written commitment of the VSA to work to current best practice standards in raising funds;

§  Records/reports that the VSA is signed up to and/or compliant with codes of good practice on fundraising including:

        The Statement of Guiding Principles for Fundraising; 

        The Charities Institute Ireland Fundraising Codes of Good Practice;

         Guidelines for Charitable Organisations Fundraising from the Public;

         Code of Practice for Face to Face Fundraising. 

 

 

9.6 We undertake regular monitoring and evaluation of our programmes and volunteer placements, jointly with local communities and partners and with volunteers, and use feedback from these processes to inform annual planning and programme revision.

Suggested evidence (some evidence is mandatory) – Copies of/extracts or screenshots from/links to:

 

§  Partnership agreements/MOUs agreeing M&E framework between VSA and local partners;

§  Monitoring and evaluation strategies agreed between VSA and local partners which provides for monitoring, regular review and evaluation of volunteer programmes which include the identification of key outcomes for local communities;

§  Monitoring, review and evaluation templates for volunteer roles, profiles and placements to ensure placements are appropriate and effective

§  Monitoring, review and evaluation templates for volunteer training, induction and supports;

§  Planning template which includes integration of evaluation outcomes;

§  Outline of review and evaluation questions, target groups and methodologies;

§  Volunteer feedback on their experiences, issues, key outcomes and suggestions for change throughout the volunteer placement through:

        Monitoring records of local partner and or VSA;

        Feedback/evaluation forms;

        Creative and arts methodologies;

        Collated and anonymised notes in compliance with GDPR from one to one and/or group operational debriefing and other events with returned volunteers present.

§  Local partner feedback, review and evaluation through:

        Review and evaluation templates/forms;

        Notes of shared review and evaluation meetings and workshops between VSA and local partners.

§  Local community feedback, review and evaluation through:

        Feedback/evaluation forms;

        Interviews;

        Creative and arts methodologies;

        Workshop plans;

        Recruitment and training plans for engaging community members as evaluators.

§  Evaluation reports;

§  Dissemination plan for sharing of evaluation conclusions;

§  Outline of how learning is integrated into future planning processes. 

 

9.7 We undertake regular monitoring and evaluation of our programmes and volunteer placements, jointly with local communities and partners and with volunteers, and use feedback from these processes to inform annual planning and programme revision.

Suggested evidence (some evidence is mandatory) – Copies of/extracts or screenshots from/links to:

 

§  Volunteer policy on operational debriefing;

§  Operational debriefing schedule and activities shared with volunteers (in emails, information pack, volunteer manual etc) before placement;

§  Guidelines for of local partner and/or VSA debriefers for one to one and/or group operational debriefing;

§  Outline of questions/templates for local partners and/or VSA debriefers for one to one and/or group operational debriefing;

§  Records of volunteers attending one to one and/or group operational debriefing;

§  Template for recording outcomes of operational debriefing;

§  M&E framework or plan which includes how outcomes of operational debriefing works to inform future programme development; 

 

 

Principle 1
Principle 2
Principle 3
Principle 4
Principle 5
Principle 6
Principle 7
Principle 8
Principle 9
Principle 10
Principle 11
Principle 12
Principle 13

RESOURCES: 

USEFUL LINKS: 

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