GUIDELINES FOR BEST PRACTICE IN SAFEGUARDING

A general checklist of Safeguarding Standards to be met by national or international civil entities in activities with minors and vulnerable persons which include formation given on behalf of the Prelature of Opus Dei

The apostolates of Opus Dei with young people aim to provide, for all those who wish to participate, an integral human and Christian formation, to help each one to develop their unique personality as a child of God, to grow in freedom and responsibility, and to forge a path in life based on the ideals of service and love for God and neighbour. 

For this purpose, a wide variety of formational activities for young people are promoted in the centres of the Prelature and also in various civil entities that receive pastoral support from the Prelature. These formative activities are carried out in a climate of trust that the families have placed in the specific entities. Likewise, the families trust the Prelature to foster a solid Christian formation and ethos in these activities, which are always carried out with full respect for the responsibility and authority of parents and guardians.

The safeguarding standards which should be maintained in these civil entities are described in general terms in this guide, as a checklist of elements to be taken into account in the specific working relationships between the Prelature and each entity. The nature of such agreements will depend on the character of the activity, the location, its permanence or transience, whether it involves persons domiciled in more than one civil jurisdiction etc.

While this guide is not normative of itself, it aims to foster safe environments for activities in which young people can learn, grow and develop healthy relationships. It outlines seven key topics to be considered in assessing whether such an environment is being achieved and whether risks of abuse are identified and adequate preventative measures adopted. Each topic comprises one or more standards of best practice, and each of these twelve standards in turn has several components which indicate how the standard may be achieved. While some organisations have an established professional and staff structure and others are more informal and flexible, it is important to ensure that each of the standards is adhered to where applicable. 

This checklist is intended to complement whatever national civil safeguarding legislation and guidance may be applicable in each case (e.g. police vetting procedures). Organisations should obtain appropriate advice on the relevant legal requirements in each civil jurisdiction in which they may be responsible for activities with minors or vulnerable persons, whether on a permanent or temporary basis. 

Civil entities which receive pastoral support from the NWE region of the Prelature on the island of Ireland should also be familiar with its Local Safeguarding Policy (LSP-I) and in particular with LSP-I Art. 55 §4-§6.

Topic 1 ~ Policies 

Standard 1 Organisational policies communicate zero tolerance for abuse. 

Standard 2 Organisational policies define appropriate interactions with minors. 

Topic 2 ~ Selection of personnel 

Standard 3 The organisation uses a selection process that is designed to assess the suitability of applicants. 

Topic 3 ~ Formation 

Standard 4 The organisation trains staff members, equipping them with the knowledge and skills necessary to prevent and respond to abuse. 

Topic 4 ~ Monitoring 

Standard 5 The organisation systematically monitors staff members. 

Standard 6 The organisation systematically monitors children. 

Standard 7 The organisation systematically manages and monitors programme areas and facilities. 

Standard 8 The organisation systematically monitors high-risk activities. 

Topic 5 ~ Raising awareness 

Standard 9 The organisation provides young people with information about abuse and what constitutes appropriate and inappropriate interactions with staff members, including online interactions. 

Topic 6 ~ Reporting and response 

Standard 10 The organisation has procedures in place for reporting concerns, complaints or grievances. 

Standard 11 The organisation defines the roles of all staff members in responding to reports of inappropriate behaviour, policy violations, allegations or incidents of abuse, whether among staff or between young people. 

Topic 7 ~ Administrative practices 

Standard 12 Managing the organisation's risk of abuse is a function of its governing body. 

Abuse

Physical and/or emotional maltreatment, sexual abuse, neglect, negligence and commercial or other exploitation, resulting in actual or potential harm to the health, survival, development or dignity of the child in the context of a relationship of responsibility, trust or power. 

Organization

Refers to a school, cultural centre, club, youth association or other entity that promotes educational or formational activities for minors or vulnerable persons.

Staff members

Adults or young people, whether employees or volunteers, who lead or otherwise collaborate in activities involving minors or vulnerable persons. 

Minors 

In this Guide means young persons under the age of 18 (and, where the context allows, vulnerable persons) taking part in the organisation's programmes or activities. 

Policies define the spectrum of acceptable behaviour in an organisation. When staff know and understand policies or standards of conduct and good practice, they can report violations that may raise suspicions of or disclose abuse. 

Standard 1 Organisational policies communicate zero tolerance for abuse.

Components that ensure compliance with Standard 1:

1. The organisation has a policy or code of conduct and good practice that prohibits the abuse or mistreatment of young people. 

2. The organisation has a policy that prohibits the abuse or mistreatment of a young person by another young person. 

3. The organisation reviews all abuse prevention policies annually for relevance, usefulness and necessity, and revises them as appropriate. 

4. The organisation requires all staff members to sign a statement indicating that they have read and agree to abide by the organisations safeguarding policies. 

5. The organisation requires new staff members to read and sign a statement informing them of their legal and ethical duty to report any suspicion of abuse. 

6. The organisation adequately communicates its policies to parents and/or guardians of minors.

 Standard 2 Organisational policies define appropriate interactions with minors. 

Components that ensure compliance with the Standard 2:

1. The organisation has a policy that defines appropriate and inappropriate physical contact with minors. 

2. The organisation has a policy defining appropriate and inappropriate verbal interactions with minors. 

3. The organisation has a policy for managing risk when an employee or volunteer must be alone with a young person. 

4. Consideration is given to ensuring safe interactions in relation to communication outside the activity or programme, including online communications and interactions. 

Proper screening and selection requires organisations to vet thoroughly those applying to join their staff and to use what is known about the techniques of abusers to make informed admission decisions. 

Standard 3 The organisation uses a selection process that is designed to assess the suitability of applicants.

Components that ensure compliance with the Standard 3:

1. The organisation requires applicants to complete a standardised application form designed to assess the risk of abuse. 

2. The organisation conducts face-to-face interviews that include behaviourally based questions designed to assess the risk of abuse by those applying to join its staff (see Appendix for sample questions). 

3. The organisation conducts two or more reference checks, including at least one personal or family reference. The publications (photos, etc.) available on the applicants' social media are checked. 

Effective abuse prevention training provides staff members with the information and skills they need to keep their dependents safe. Training should be regular, specific and immediately useful on the job. 

Standard 4 The organisation trains staff members, equipping them with the knowledge and skills necessary to prevent and respond to abuse.

Components that ensure compliance with the Standard 4:

1. The organisation requires all staff to complete basic abuse prevention training prior to having access to young people. 

2. The organisation requires all staff to complete abuse prevention training on a cyclical basis. 

3. The organisation requires all staff to complete training to recognise and respond to boundary violations and allegations or incidents of abuse. 

4. The organisation requires all staff to complete training on effective monitoring and supervision practices for the management of young people and high-risk activities. 

Monitoring is preventive: when staff members are properly supervised, potential abusers are less likely to act on their impulses. It also helps to detect potential problems early. High-risk situations (such as overnight activities, showering and bathing, changing clothes, night-time activities, etc.) are associated with an increased risk of abuse.

Monitoring involves observing interactions and reacting appropriately. This includes both interactions between staff and young people and between young people themselves. Monitoring can be formal (such as evaluations) or informal (such as observation, e.g. roving supervision and checking interactions over a period of activity). 

A factor that is sometimes overlooked in organisations, but is an important part of abuse prevention, is the maintenance of safe and appropriate peer interactions. Organisations should therefore maintain an appropriate ratio of adults to young people and take into account factors such as the age of the young people and the risk of the activity when determining the appropriate ratio. 

Standard 5 The organisation systematically monitors staff members. 

Components that ensure compliance with the Standard 5:

1. All staff members are responsible for monitoring behaviour and interactions within the organisation. Roles and responsibilities are defined by including supervision within the job description. 

2. The organisation requires staff members to adhere to established methods for monitoring and supervising interactions among young people. 

Standard 6 The organisation systematically monitors children.

Components that ensure compliance with the Standard 6:

1. The organisation requires an appropriate ratio of adults to young people in activities. 

2. The organization requires staff members to adhere to established methods for monitoring and supervising interactions between young people. 

Standard 7 The organisation systematically manages and monitors programme areas and facilities. 

Components that ensure compliance with the Standard 7:

1. The organization chooses spaces where activities are easily visible. 

2. The organisation ensures that interactions are observable and interruptible. 

3. The organisation is always aware of who is present at all times. Protocols establish which outsiders can enter and under what circumstances. 

Standard 8 The organisation systematically monitors high-risk activities.

Components that ensure compliance with the Standard 8: 

1. The organisation has policies and procedures in place to reduce risk during overnight activities, showering and changing clothes. 

2. These policies take into account not only the risk of abuse by staff, but also the risk of inappropriate or harmful contact between young people. 

If young people know how to recognise suspicious or inappropriate interactions, they can protect themselves and others. 

Standard 9 The organisation provides young people with information about abuse and what constitutes appropriate and inappropriate interactions with staff members, including online interactions. 

Components that ensure compliance with the Standard 9:

1. The organisation provides young people with developmentally and age-appropriate information on how to protect themselves from abuse. 

2. The organisation provides young people with information about the organisation's policies and procedures related to abuse prevention. 

3. The organisation provides parents/guardians with information related to abuse prevention and the organisation's policies and procedures related to abuse. 

The organisation's response to reports of suspicious or inappropriate interactions, policy violations or suspected abuse is a very important component of prevention and helps to avoid further harm. 

Standard 10 The organisation has procedures in place for reporting concerns, complaints or grievances. 

Components that ensure compliance with the Standard 10:

1. The organisation has a clear, accessible, written procedure that includes how to make a complaint to a designated person, the process for responding to a complaint, prompt consultation and civil reporting, providing support and assistance, and achieving systemic improvements following a complaint. 

2. Complaint procedures are consistent with civil and ecclesiastical law, including reporting and data protection obligations. 

3. Parents, guardians and young people themselves are aware of the procedure. 

Standard 11 The organisation defines the roles of all staff members in responding to reports of inappropriate behaviour, policy violations, allegations or incidents of abuse, whether among staff or between young people. 

Components that ensure compliance with Standard 11:

1. The organisation has written procedures outlining the appropriate staff response to allegations of inappropriate behaviour, policy violations, allegations or incidents of abuse. 

The board of directors or trustees should be well informed of the risks assumed by the organisation and the operational practices in place to ensure the safeguarding of minors and vulnerable persons in its activities. 

Standard 12 Managing the organisation's risk of abuse is a function of its governing body. 

Components that ensure compliance with Standard 12: 

1. The organisation's governing body receives and reviews information, training and audit reports on the organisation's commitment to abuse prevention in its programmes.