CHILD SAFEGUARDING POLICY
The Daughters Of Kenya Child Safeguarding Policy sets a standard for the Organization’s Trustees, Board of Trustees, Staff, Interns, Volunteers, Community workers and other partners in order to safeguard children With whom Daughters Of Kenya has direct or indirect contact. It sets the standards for the recruitment process, conduct of those associated with Daughters Of Kenya, communications and social media, and involvement of children in activities supported by Daughters Of Kenya and/or its partner organizations. It also sets out roles and responsibilities for monitoring the implementation of the policy, the procedure for reporting concerns and timelines for review of the policy.
1.1 “Child” means anyone under the age of 18.
1.2 Abuse” means the violation of an individual’s civil and human rights. It can be a single act or repeated acts. It can be physical, sexual, psychological, socially or emotional. It also includes acts of neglect or an omission to act. In all forms of abuse there are elements of emotional abuse. Other examples of abuse include inflicting physical harm such as hitting or misuse of medication, rape and sexual assault or exposure to sexual acts, inappropriate for a child, without informed consent, emotional abuse such as threats, humiliation and harassment, exploitation, ignoring medical or physical needs, withholding of necessities of life such as food or heating. This list is not exhaustive.
1.3 “Designated Person” means the person within Daughters Of Kenya who takes responsibility for supporting staff members to risk assess activities involving or impacting on children, coordinating the monitoring of the implementation of the organization’s child safeguarding policy, receiving reports of issues relating to the safeguarding of children, inducting staff members and ensuring that progress and issues related to child safeguarding are reported regularly to management forums.
2.1 Daughters Of Kenya a non-profit making charitable Trust organization guided by Christian Values, Ethics and Principles working towards improving and changing the lives of the vulnerable girls and young mothers in Kenya. Vulnerable Girls aged 5 – 18 years are targeted through Education and End
Violence against Girls Programmes. Therefore, there may be occasions which bring staff members and people working on behalf of Daughters Of Kenya into contact with children under the age of 18. Daughters Of Kenya is committed to creating and maintaining the safest possible environment for children and ensuring that they are valued, listened to and respected. Their welfare is paramount and all reasonable steps must be taken to prevent them from harm. All children have the right to grow, develop and thrive in environments free from violence, abuse and exploitation.
2.2 This policy indicates the way in which Daughters Of Kenya deals with activities involving children. It applies to everyone working and entering into any agreement (e.g. service agreements, Memorandum of Understanding) with Daughters Of Kenya including any staff, Board of Trustees, Trustees, interns, contractors, agency workers, volunteers, community workers and others including staff and volunteers in partner organizations whose duties related to Daughters Of Kenya activities bring them into contact with children. Partner organizations include grassroots faith or community based organizations and other organizations Daughters Of Kenya with.
2.3 Any questions about this policy should be directed to the Designated Persons who are responsible for rolling out the policy and inducting new team members and others involved in a specific assignment/event/meeting/project. Currently, the Designated Persons at Daughters Of Kenya are: Betty Bakari (Programme Manager) and Knight Muteti (Executive Director). The Executive Director is accountable to the Board of Trustees for the implementation of the policy and must ensure that the policy is reviewed every three years or sooner, if required.
2.4 Daughters Of Kenya Staff are required to abide by the Daughters Of Kenya Code of Conduct (Annex 1) and to this child safeguarding policy immediately they join the organization.
2.5 All partner organizations that work with Daughters Of Kenya as well as potential grantees and their partner organizations are required to have adequate child safeguarding policies and procedures in place and to adhere to them. Daughters Of Kenya expects that all partner organizations have their own child safeguarding policy, and in the absence of such, agree to fully comply with the Daughters Of Kenya policy. Any concerns about the implementation of the partner organization’s child safeguarding policies and procedures should be raised with the Designated Persons at Daughters Of Kenya.
2.6 This policy refers to all children regardless of gender, ethnicity, disability, sexuality or religion below the age of 18. While primarily intended to safeguard children, this policy is also meant to protect board of trustees, staff members, trustees, interns, agency workers, community workers, contractors, partner organizations and volunteers who are working with Daughters Of Kenya from any false allegation of improper conduct.
2.7 Daughters Of Kenya Safeguarding Policy and the Code of Conduct will be reviewed by the Daughters Of Kenya Secretariat and Board of Trustees every three years or sooner, if required.
3.1 Anyone who is likely to have access to confidential material regarding children must be made aware that the requirement for confidentiality is paramount.
3.2 All information regarding the safeguarding of children is highly confidential and should only be shared with appropriate people on a need to know basis. Information will be stored in a secure place and Daughters Of Kenya will, at all times according to Data Protection Bill, 2018.
4 POLICY STATEMENT
4.1 At Daughters Of Kenya we are committed to the well-being, empowerment and rights of children and to safeguarding children from harm in all of our activities. Daughters Kenya aims to promote an environment of trust and understanding where the welfare of children is paramount. Daughters Of Kenya recognizes its responsibility and the responsibilities of all who work with the organization to develop awareness of the issues which cause children harm.
4.2 Daughters Of Kenya will promote the welfare of children by:
a. Recruitment of child friendly staff and associates
4.2.1 Carefully following recruitment procedures and due diligence during the selection process of staff members, board of trustees, interns, agency workers, community workers and volunteers including carrying out reference checks and criminal records checks, where appropriate and available.
4.2.2 Assessing all roles at Daughters Of Kenya for their level of potential contact with children, or access to child sensitive data, and seek appropriate references for prospective finalists.
4.2.3 Including a statement regarding the Daughters Of Kenya’s’ commitment to the above policy during the advertising process and including child safeguarding related questions, relevant to the role, during the interviewing process.
4.2.4 Requiring that all staff members, board of trustees, community workers, interns, agency workers and volunteers prior to taking up their position provide their CV and cover letter, include names and contact information of at least two references, provide photographic evidence of their identity, and undergo a Criminal Investigation check at the CID headquarters if appropriate for their role. No person who is prohibited by local laws from working with children may take up any role at Daughters Of Kenya which may involve contacts with children, or access to child sensitive data.
4.2.5 Ensuring that all staff members, board of trustees, community workers, interns, agency workers and volunteers at Daughters Of Kenya $ are aware of and introduced to this policy at the time of induction process, and have easy access to it at all times.
4.2.6 Asking Daughters Of Kenya staff members, trustees, interns, agency workers and volunteers to confirm in writing that they have read, understood and will abide by the Organization’s Child Safeguarding Policy and Code of Conduct and that they have never been subject to prosecution for acts contravening the above policy.
4.2.7 Providing appropriate training and support for staff members, board of trustees, interns, community workers, agency workers and volunteers on child safeguarding issues so that they are clear about their responsibilities.
4.2.8 Complying as appropriate with any applicable laws and regulations regarding working with children.
b. Working with Daughters Of Kenya partners
4.2.9 Requiring that all Daughters Of Kenya partners or grass root organizations having a partnership with Daughters Of Kenya confirm having in place an appropriate child safeguarding policy and agree to abide by the Daughters Of Kenya Code of Conduct. For those who have not developed their own child safeguarding policy, Daughters Of Kenya requires they adhere and act in accordance with the Daughters Of Kenya Child Safeguarding Policy and abide by the Daughters Of Kenya Code of Conduct.
4.2.10 Ensuring that the text of this policy is included on the Daughters Of Kenya website and a copy is given to all partner organizations with whom Daughters Of Kenya works on projects /meetings /events and where they can come into contact with children, unless they have their own child safeguarding policy in place. The policy should be made available to the parents and cares of children with whom Daughters Of Kenya or the partner organizations plan to work and appropriate consents should be sought from$ parents/cares (Annex 2).
4.2.11 Requiring that donors, interpreters, journalists, photographers and other contractors who may come into contact with children through their involvement with Daughters Of Kenya act in accordance with this policy while visiting projects or attending meetings/events organized by Daughters Of Kenya or by its partner organizations, and abide by and sign the Daughters Of Kenya Code of Conduct.
4.2.12 Requiring that any contractors working on behalf of Daughters Of Kenya who might come into contact with children while participating in an event or a project, where no other Daughters Of Kenya staff member or representative of a partner organization is present, undergoes an appropriate Criminal Investigation check. The Designated Person will request the check prior to the freelance person being engaged.
4.2.13 Ensuring that a risk assessment is carried out for any project, activity or event involving, or impacting on, children and contact details for the local child safeguarding authorities have been provided. Copies of the risk assessment should be sent to the Designated Persons at Daughters Of Kenya.
4.2.14 Sharing information about concerns with local statutory safeguarding agencies who need to know, and involving parents, children and cares appropriately.
(including photography, filming, audio, journalism and social media)
5.1 All staff members, board of trustees, interns, agency workers, community workers, contractors, volunteers and other partners of Daughters Of Kenya should be vigilant regarding people using media which involves children and have an understanding of the potential for misuse of photographic and recorded images.
5.2 Engaging children in activities which may include taking their photo, filming or using other image recorders must only be done so with full and informed consent from the child and his/her parent/care.
5.3 Both children and parents/cares must be provided with sufficient explanation and, when required, translated information to make an informed decision regarding participation in an interview/meeting/event, including risks that might be associated with the activity. This must include information about how and where photographs, messages, case studies will be used and in what media. Only then, the parents/cares and the child should be asked to sign the consent form (Annex$1).If they are unable to sign the consent form, they can be filmed providing consent or asked to stamp the documents with a fingerprint.
5.4 Staff members, board of trustees, community workers, interns, agency workers, contractors, volunteers and other partners who work with children on Daughters Of Kenya behalf must follow these guidelines:
5.4.1 Prior to any project involving photography, film or audio, the project officer must liaise with the Designated Person and the Daughters Of Kenya partners who are facilitating the trip to assess any potential risks to the children involved (e.g. stigma, familial reputation, community/political backlash). They must assess risks associated with the scope of activities and make a decision
whether or not to go ahead. A risk assessment document must be provided to the Designated Person, which includes steps to be taken, if a referral needs to be made.
5.4.2 Prior to travel, all photographers, film makers, journalists and interpreters must receive a clear child safeguarding briefing and understand the Daughters Of Kenya Child Safeguarding Policy and sign its Code of Conduct.
5.4.3 In the event of a freelancer filming or collecting images on behalf of Daughters Of Kenya, where unaccompanied by a staff member, the freelancer must undergo Criminal Investigation check prior to travel. This will be organized by Designated Person.
5.4.4 All contractors or agencies obtaining images, films or stories on behalf of Daughters Of Kenya must provide all source material to Daughters Of Kenya. Contractors and agencies are not permitted to retain or use the material for any other purpose.
During interviews, audio recordings or photoshoots:
5.4.5 The child should be happy and comfortable being interviewed, filmed or having their picture taken and should understand the full implications of how their story/picture will be used.
5.4.6 Images or footage of a person who is at risk or deemed vulnerable, but has given consent, should not reveal their identity. This means only taking profile or back of the head shots, out of focus shots, or focusing on hands or feet.
5.4.7 Where possible children should participate in the process e.g. by showing them images to ensure they are happy with how they have been represented or recorded and giving them the opportunity to communicate their stories directly themselves.
5.4.8 Photographers, film makers, journalists and interpreters must never be allowed unsupervised access to children or carry out one to one interviews and/or photographic sessions.
5.4.9 Images which are sexual or exploitative in nature, or open to obvious misinterpretation and misuse must never be taken. This includes images of children naked or partially clothed, women or children breastfeeding or images that risk undermining the dignity of the child. Suspected inappropriate taking of photographic or recorded images should be challenged. This includes taking images without consent or any activities which contradict Daughters Of Kenya Photography Guidelines and the Child Safeguarding Policy.
After the interview photoshoot, filming:
5.4.10 Daughters Of Kenya does not permit the full names of children and their specific geographic locations to be used in print, photographs, video footage including on social media. When
publishing details of a child, only first name and district level information should be provided (e.g. Mwende, Machakos). For any child, where publication of their story risks any stigma, backlash etc. or they are deemed vulnerable, they should have their real names changed, photos should not make the subject easily identifiable, and their specific geographic locations should not be revealed.
5.4.11 If the child and his/her parent/cares is adamant that their real name should be used, only the child’s first name can be given and no specific geographical location (e.g. Village name, distinguishable landmark) be provided. No personal information that could put a child at risk should be published on public facing literature or any media platforms.
5.4.12 All images of children should be securely stored to avoid inappropriate use.
5.4.13 Daughters Of Kenya will strive to follow up with individuals involved in its work, so they know the outcome of their engagement in a particular activity. Daughters Of Kenya will endeavor to evaluate the impact of its activities and the risks the children may face in light of their public facing activism.
5.5 Daughters Of Kenya recognizes that social media can be a force for good when using Facebook, Twitter, blogs and others to promote the organizations identity and work. Staff members, board of trustees, interns, community workers agency workers, contractors, volunteers, donors and other partners may link to or re[tweet Daughters Of Kenya online content in their private capacity, but must not post any material that brings Daughters Of Kenya into disrepute or undermines trust in Daughters Of Kenya Brides. All of the communication guidance above also applies to the content Daughters Of Kenya uploads to social media.
6.1 Daughters Of Kenya respects staff members’ privacy, but reserves the right to monitor and record all incoming and outgoing emails and websites use (and other electronic material) for its legitimate purposes.
6.2 In no circumstances may any obscene material be viewed or downloaded from the internet. Sending messages that contain obscene, abusive or inflammatory remarks or materials directed toward an individual or group, or that contain obscene images is unauthorized and breaches may result in disciplinary proceedings.
7.1 If a staff member witnesses or suspects abusive behavior towards a child, he/she should make an immediate written record of the details and report it to the Designated Person immediately and not later than within 24 hours.
7.2 If a child makes a disclosure alleging abuse, a staff member should stay calm, listen carefully, be reassuring and explain that he/she will have to share the information with others. A staff member must NOT promise to keep the disclosure a secret. A staff member should only ask questions for clarification and explain to the Child what he/she will do next. The priority for any staff member to whom a child makes a disclosure must be the immediate department of children services. Any disclosure must be immediately recorded in writing and reported to the Designated Person. It is not a staff member’s duty to carry out an investigation himself/herself. A staff member should refer concerns to the Designated Person.
7.3 A staff member should not discuss his/her concerns with anyone other than the Designated Person.
7.4 The Designated Person will:
7.4.1 Obtain information from staff members, community workers, interns, agency workers, contractors, volunteers, children or parents and cares who have concerns.
7.4.2 Make a written record of any incidents or concerns about abuse whether major or minor.
7.4.3 Assess the information quickly and ask for further information as appropriate.
7.4.4 Report to and consult with a child safeguarding representative of a local Daughters Of Kenya grass root partner organization, if appropriate, and agree on next steps.
7.4.5 Clarify any doubts or worries with the statutory authorities.
7.4.6 Make a referral to the statutory authorities or the police where necessary.
7.5 The Designated Person will be responsible for contacting the Office of Children Department and Child welfare Daughters Of Kenya recognizes that it not its responsibility to decide whether abuse has taken place.
7.6 It is the right of any individual to make direct referrals to the statutory authorities. If a staff member feels that the Designated Person has not responded appropriately to the concern/ incident raised, then it is up to a staff member to contact the child safeguarding agencies, child welfare society or children department directly.
8. ALLEGATIONS OF ABUSE AND ALLEGED BREACHES OF THIS POLICY
8.1 Any allegations of abuse made against anyone working for Daughters Of Kenya in any capacity will be thoroughly investigated as will any alleged breach of this policy or the Code of Conduct.
8.2 In the case of a complaint against any staff member, board of trustee, intern, agency worker, community worker or volunteer an internal investigation will be undertaken.
8.3 Daughters Of Kenya reserves the right to refer any matter regarding a staff member, trustee, intern, community worker, agency worker or volunteer to the Children department, child welfare society of Kenya or police as appropriate.
8.4 If an allegation is made against a staff member directly to him or her, a staff member should make a written record of the allegation and advise the Designated Person immediately. A staff member should also report to the Designated Person if he/she:
8.4.1 Accidentally hurt a child
8.4.2 Is distressed with an allegation made against him/her directly to him/her
8.4.3 Notice that a child seems distressed in any manner
8.4.4 If a child misunderstands or misinterprets anything a staff member has done.
9.1 Daughters Of Kenya assures all staff members, board of trustees, interns, community workers agency workers, contractors and volunteers that Daughters Of Kenya will fully support and protect anyone, who in good faith reports his or her concern that a colleague is or may be abusing a child. Daughters Of Kenya recognizes that the person raising the concern may wish to raise a concern in confidence. Individuals who raise concerns will not have their identity disclosed without their prior consent. It must be appreciated, however, that in some situations the investigation process may not be concluded unless the source of the information and a statement by the individual is produced as part of the evidence.
10.1 Daughters Of Kenya recognizes that training and education are essential to implementing this Child Safeguarding Policy. All Designated Persons will be provided with training in relation to this policy, the Code of Conduct and the safeguarding of children and all staff members, board of trustees, interns, agency workers and volunteers will be inducted accordingly.
11.1 Safety of the people Daughters Of Kenya works with is paramount and Daughters Of Kenya is committed to providing a safe environment within which to work. Those working with children should ensure all appropriate risk assessments and security checks have been carried out prior to any assignment. This should include first aid arrangements and accident reporting, if required. When transporting children, the transport should be checked to ensure it is roadworthy and adequate for the purpose.
11.1.1 Any equipment used must be safe and only used for the purpose for which it is intended. Users should be adequately trained.
11.1.2 Appropriate insurance should be up to date and adequate to cover such assignments and should cover the children.
This policy will be reviewed by the Daughters Of Kenya Designated Persons, The Executive Director and the Board of Trustees every three years or sooner, if required.
Annex1: Code of conduct – Working with children
This Code of Conduct provides guidance on appropriate and expected standards of behavior of adults towards children. It has been designed to give all who work with Daughters Of Kenya the confidence to carry out their roles and to ensure that positive relationships are developed. This is not an exhaustive list and should be interpreted in a spirit of common sense. Everyone should avoid actions or behavior which may constitute poor practice or potentially abusive behavior towards children, and should ensure that a culture of openness exists empowering children.
When working with children you must ALWAYS:
- Avoid working alone and spending excessive time with a child and be aware of situations which may present risks. You should plan your work so that, at least, two adults are present at any time and avoid taking children to your home or go to their home, especially, where they may be alone with you. If working alone is unavoidable, you should move to an area where you and the child can both be seen by other colleagues or other adults.
- Avoid inappropriate physical contact with a child. If a child is hurt or distressed, comfort or reassure him/her without compromising his/her dignity or doing anything to discredit your own behavior.
- Behave appropriately, ensure that language is moderated in their presence and refrain from adult jokes or comments which are clearly unsuitable.
- Pay attention to what the children are saying, and respond/report appropriately.
- Plan activities in advance to ensure they take into account the age range, gender and needs and ability of all participants.
- Be familiar with the procedure for reporting at Daughters Of Kenya or the partner organization and immediately report any concerns related to the child’s welfare to the Designated Person.
- Maintain confidentiality.
When working with children you must NEVER:
- Hit or otherwise physically assault/ them or act in ways that may be abusive or may place the child at risk of abuse.
- Develop physical/ sexual relationships with them, behave in a manner which is inappropriate sexually provocative, or develop relationships which could in anyway be deemed exploitative or abusive.
- Use language, make suggestions or offer advice which is inappropriate, offensive or abusive.
- Have a child with whom you are working to stay overnight at your home unsupervised.
- Condone, or participate in, behavior of a child which is illegal, unsafe or abusive.
- Act in ways intended to shame, humiliate, belittle or degrade children, or otherwise perpetrate any form of emotional abuse, discriminate against, show differential treatment, or favor particular children to the exclusion of others.
- Allow allegations made by a child or concerns about their welfare go unrecorded or not acted upon.
I____________________________________understand and agree to abide by the above Code of Conduct and the Daughters Of Kenya Safeguarding Policy. I hereby declare that I have never been subject to prosecution for acts that contravene the above Policy. I understand that any breaches of the above Code of Conduct will be reported to the Designated Person and appropriate action, in accordance with the policies and procedures in place, will be taken.
Signature: _____________________________________ Date: _________________________
Full name: _____________________________________Title: _________________________
Annex 2: Photo Consent and Release Form
Without expectation of compensation or other remuneration, now or in the future, I hereby give my consent to DAUGHTERS OF KENYA, its’ affiliates and agents, to use my image and likeness and/or any interview statements from me in its publications, advertising or other media activities (including the Internet). This consent includes, but is not limited to:
- Permission to interview, film, photograph, tape, or otherwise make a video reproduction of me and/or record my voice;
- Permission to use my name; and
- Permission to use quotes from the interview(s) (or excerpts of such quotes), the film, photograph(s), tape(s) or reproduction(s) of me, and/or recording of my voice, in part or in whole, in its publications, in newspapers, magazines and other print media, on television, radio and electronic media (including the Internet), in theatrical media and/or in mailings for educational and awareness.
This consent is given in perpetuity and does not require prior approval by me.
The below signed parent or legal guardian of the above-named minor child hereby consents to and gives permission to the above on behalf of such minor child.
Signature of Parent
Or Legal Guardian: Print Name:
The following is required if the consent form has to be read to the parent/legal guardian:
I certify that I have read this consent form in full to the parent/legal guardian whose signature appears above.
Date Signature of Organizational Representative or Community Leader.