Kinfire

1. Guiding Principles

Declaration of Guiding Principles

We provide babies & toddlers’, children’s and youth groups to children and young people attending our summer residential festival with their parent(s) or guardian(s). Our children’s groups provide childcare, Bible teaching, singing and activities to children while their parents/guardians attend talks and seminars.

Trustees have a responsibility to promote the welfare of all children, young people, and vulnerable adults to keep them safe. They are committed to ensure that this responsibility is fulfilled. The trustees recognise that every person has a value and dignity which comes directly from the creation of male and female in God’s own image and likeness. Christians see this potential as fulfilled by God’s re-creation of us in Christ. Among other things this implies a duty to value all people as bearing the image of God and therefore to protect them from harm.

We believe the following:

1. Our priority to ensure the welfare and safety of every child and young person who attends our service is paramount.

2. Our guiding principles and procedures to safeguard children and young people reflect national policy and legislation and we will review our guiding principles and child safeguarding procedures every two years.

3. All children and young people have an equal right to attend a service that respects them as individuals and encourages them to reach their potential, regardless of their background.

4. We are committed to upholding the rights of every child and young person who attends our service, including the rights to be kept safe and protected from harm, listened to and heard.

5. Our guiding principles apply to everyone in our organisation.

6. Workers/volunteers must conduct themselves in a way that reflects the principles of our organisation.

7. It is the responsibility of everyone working with children or family members to report child protection or welfare concerns.

Our guiding principles are underpinned by Children First: National Guidance for the Protection and Welfare of Children, Tusla’s Child Safeguarding: A Guide for Policy, Procedure and Practice, the United Nations Convention on the Rights of the Child and current legislation such as the Children First Act 2015, Child Care Act 1991, Protections for Persons Reporting Child Abuse Act 1998 and the National Vetting Bureau Act 2012.

Our Designated Liaison Person is: Alison Gill
Contact details: +353 87 784 3709

Our Deputy Designated Liaison Person is: Carol Watson
Contact details: +353 86 217 5563

2. Key roles in Safeguarding

Named Person: Peter Thompson
Contact: 087 914 2870
A person appointed by an organisation to lead the development of guiding principles and child safeguarding procedures and for ensuring that policies and procedures are consistent with best practice. They should liaise with all key workers and volunteers who have relevant roles and responsibilities.

Relevant Person: Mark Smith
Contact: 087 711 4767
As defined in the Children First Act 2015, means “a person who is appointed by a provider of a relevant service to be the first point of contact in respect of the provider’s Child Safeguarding Statement”.

Our Designated Liaison Person is: Alison Gill
Contact details: +353 87 784 3709

Our Deputy Designated Liaison Person is: Carol Watson
Contact details: +353 86 217 5563

The DLP is accessible to any staff member or volunteer who has a child protection concern. DLPs are responsible for ensuring that reporting procedures are followed correctly and promptly and act as a liaison person with other agencies (Tusla, The Garda Síochána). The Deputy DLP assumes responsibility if the DLP is unavailable.

Mandated Persons: Kinfire Board members, CUI leaders, Events delivery, Edengate staff?
Mandated persons are people who have contact with children and/or families and who, because of their qualifications, training and/or employment role, are in a key position to help protect children from harm. As defined in the Children First Act 2015, mandated persons have a statutory obligation to report concerns which meet or exceed the threshold of harm (as defined in the Act) and to cooperate with Tusla in the assessment of mandated reports, where requested to do so. Mandated persons may make joint reports with the DLP in their organisation, however, a mandated person cannot discharge their statutory responsibility to report by reporting to another person (e.g. by reporting to their DLP).

Children First National Guidance, Schedule of Mandated Persons:
(a) Member of the clergy (howsoever described) or pastoral care worker (howsoever described) of a church or other religious community
(b) Director of any institution where a child is detained by an order of a court
(c) Safeguarding officer, child protection officer or other person (howsoever described) who is employed for the purpose of performing the child welfare and protection function of religious, sporting, recreational, cultural, educational and other bodies and organisations offering services to children
(d) Child care staff member employed in a pre-school service within the meaning of Part VIIA of the Child Care Act 1991
(e) Person responsible for the care or management of a youth work service within the meaning of section 2 of the Youth Work Act 2001
(f) Youth worker who:
    (a) holds a professional qualification that is recognised by the National Qualifications Authority in youth work within the meaning of section 3 of the Youth Work Act 2001 or a related discipline, and
    (b) is employed in a youth work service within the meaning of section 2 of the Youth Work Act 2001

Christian Conference Ireland Mandated Persons, 2025:

• Stefan Voidita (Incident Response Team)

• Jenna Morris (Events Team)

• Jonathan Shaw (Youth Director)

Safeguarding Procedures Definitions:

Child or young person – a person under the age of 18 years, who is not or has not been married.

‘Parents’ refers to parents or guardians

Worker and volunteer – inter alia, any staff member, volunteer, member of any board of management, or student engaged in an organisation to provide services to

children or families. In the case of Kinfire, this includes staff working with children and volunteers working with children.

‘Kinfire’ – legal name Christian Conference Ireland

The Board or Trustees – Mark Smith, Allison Gill, Ed Neill.

Designated Liaison Person (DLP) – a resource to any staff member who has a child protection concern. DLPs are responsible for ensuring that reporting procedures are followed correctly and promptly and act as a liaison person with other agencies (see Children First: National Guidance).

Responding to and reporting child protection or welfare concerns

Guiding principles:

• Everyone working with children or family members has a responsibility to report child protection or welfare concerns.

• The safety and well-being of the child must take priority over concerns about adults against whom an allegation may be made.

3.1 Procedures for Reporting Child Safeguarding Concerns Volunteers

All workers and volunteers should be familiar with Appendix 1: Recognising Child Abuse. This provides definitions, features and examples of abuse and neglect.

All volunteers have a responsibility to safeguard children and to report any concerns they may have. Regardless of how a concern comes to a volunteer’s attention, it should be reported to the Designated Liaison Person (DLP), or the Deputy DLP.

Volunteers can report concerns to the DLP verbally, or using the internal report form (see appendix 2)

The DLP will decide whether to report the concern to Tusla, and inform the volunteer of the action taken. The DLP is also responsible for communicating with parents if necessary.

If the DLP decides not to make a report, the volunteer with the reasonable concern is still entitled to make a report to Tusla should they wish to do so. In reporting to Tusla independently, the individual has legal protections under the Protections for Persons Reporting Child Abuse Act 1998.

Volunteers should keep any child safeguarding concerns confidential, other than reporting to the DLP (and in some circumstances the statutory authorities).

Designated Liaison Person

Upon receiving a concern, the DLP will consult with the person who raised the concern to decide if “reasonable grounds for concern” exist.

If reasonable grounds for concern exist, the DLP should report to Tusla without delay, through either the Tusla Web Portal or relevant Dedicated Contact Point for Kinfire below:

Tusla Web Portal: https://www.tusla.ie/children-first/web-portal/ Dedicated Contact Point for Kinfire Festival (Kilkenny): 052 6177302 

Child and Family Agency , Yellow House,

Wester Road, Clonmel, Co Tipperary.

E91 PR83

Details of the safeguarding concern and actions taken should always be recorded in Christian Conference Ireland’s Safeguarding Records. A copy of the report submitted via the Tusla portal should be printed for these records.

Reasonable grounds for concern

Tusla should always be informed when a person has reasonable grounds for concern that a child may have been, is being, or is at risk of being abused or neglected. Ignoring what may be symptoms of abuse could result in ongoing harm to the child. It is not necessary to prove that abuse has occurred; it is Tusla’s role to assess concerns that are reported to it.

Reasonable grounds for a child protection or welfare concern include:

• Evidence, for example of an injury or behaviour, that is consistent with abuse and is unlikely to have been caused in any other way;

• Any concern about possible sexual abuse;

• Consistent signs that a child is suffering from emotional or physical neglect;

• A child disclosing or indicating by other means that he or she has been abused;

• Admission or indication by an adult or a child of an alleged abuse they committed;
  

• An account from a person who saw a child being abused.

Wherever appropriate, any issues should be checked with the parents/guardians when considering whether a concern exists, unless doing so may further endanger the child or the person considering making the report.

Informing parents/guardians

It is best practice to tell a family that a report is being made. However, there may be concerns that telling the family will put the child at further risk, could impact on Tusla’s ability to carry out an assessment, or could place the reporter at risk of harm from the family. In these exceptional circumstances it is not necessary to tell the family that a report is being made.

Immediate risk

Pending intervention by Tusla, a child should never be left in a situation that exposes him or her to harm. If it is thought that a child might be in immediate danger and Tusla cannot be contacted, the Gardaí should be contacted without delay.

Informal consultation

If the DLP is unsure whether a report should be made to Tusla, he or she can contact a Tusla social worker to discuss the concern, decide whether a formal report is appropriate, and to receive advice on caring for the child.

Tusla Duty Social Work Office for Kinfire: 052 6177302

Not reporting

If a DLP decides not to report to Tusla, the following steps should be taken:

• The details of the concern and reasons for not reporting to Tusla are to be recorded in Christian Conference Ireland’s Safeguarding Records.

• If any actions are taken as a result of the concern, these should also be recorded;

• The worker or volunteer who raised the concern should be given a clear written explanation of the reasons why the concern is not being reported to Tusla;

• The worker or volunteer should be advised that if they remain concerned about the situation, they are free to make a report to Tusla or The Garda Síochána.

Mandated Persons

Under the Children First Act 2015, Mandated Persons have a statutory responsibility to report directly to Tusla any concerns above the “threshold of harm.” This obligation must be carried out by the mandated person themselves.

Christian Conference Ireland shall identify those who are mandated persons by virtue of their roles, and maintain a list of mandated persons. Mandated persons will be notified of their role and asked to complete training.

Threshold of harm

A mandated report must be made to Tusla as soon as possible when a mandated person knows, believes, or has reasonable grounds to suspect that a child has been harmed, is being harmed, or is at risk of being harmed; or if a child discloses to the mandated person his or her own belief that he or she has been harmed, is being harmed, or is at risk of being harmed.

The Children First Act 2015 defines ‘harm’ to a child as:

1. assault, ill-treatment or neglect of the child in a manner that seriously affects or is likely to seriously affect the child’s health, development or welfare, or

2. sexual abuse of the child, whether caused by a single act, omission or circumstance or a series or combination of acts, omissions or circumstances, or otherwise.

If a mandated person determines that the concern reaches the threshold of harm, he or she can make a joint mandated report to Tusla with the DLP. If there is disagreement and the DLP does not wish to report, a mandated person is still legally obliged to make a mandated report to Tusla.

A mandated report should be made via the Tusla Web Portal. In circumstances that might require intermediate intervention, alert Tusla via telephone prior to making a written report:

Tusla Dedicated Contact Point for Kinfire Festival (Kilkenny): 052 6177302  Tusla Emergency Out of Hours Social Work Service: 0818 776 315 (weekdays 6pm-6am; Saturdays, Sundays and bank holidays 9am-5pm)

If Tusla cannot be reached and there is an immediate concern about a child’s safety, contact The Garda Síochána without delay.

Record keeping

The mandated person should record details of the safeguarding concern and actions taken, using the internal report form (appendix 2). A copy of the report submitted via the Tusla portal should also be printed. These should be submitted to the DLP or Deputy DLP for Christian Conference Ireland’s Safeguarding Records.

Informing parents

It is usually best practise to inform parents/guardians that a mandated report is being made. Mandated persons should consult with the DLP to determine if parents are to be informed and decide who will talk to them.

Advice

If a mandated person is unsure whether their concern reaches the legal definition of harm for making a mandated report, Tusla’s Dedicated Contact Point can provide advice and guidance: 052 6177302

Concerns below the threshold of harm

If the concern does not reach the threshold of harm required for a mandated report, a

non-mandated report can be made if there is any reasonable concern about the protection of a child. In this case, mandated persons should follow the procedures for volunteers detailed above.

Responding to a child who discloses abuse

Volunteers should be prepared to respond to a child/young person who hints at or discloses abuse:

• Be as calm and natural as possible.

• Remember that you have been approached because you are trusted. Do not panic.

• Do not promise to keep secrets.

• Be aware that disclosures can be very difficult for the child/young person.
  

• Remember, the child or young person may initially be testing your reactions and may only fully open up over a period of time.

• Listen to what the child/young person has to say. Give them the time and opportunity to tell as much as they are able and wish to.

• Do not pressurise the child/young person. Allow him or her to disclose at their own pace and in their own language.

• Conceal any signs of disgust, anger or disbelief.

• Accept what the child or young person has to say – false disclosures are very rare.

• It is important to differentiate between the person who carried out the abuse and the act of abuse itself. The child/young person quite possibly may love or strongly like the alleged abuser while also disliking what was done to them. It is important therefore to avoid expressing any judgement of, or anger towards the alleged perpetrator while talking with the child/young person.

• It may be necessary to reassure the child/young person that your feelings towards him or her have not been affected in a negative way as a result of what they have disclosed.

• Reassure the child/young person that they have taken the right action in talking to you.

• Questions should be supportive and for the purpose of clarification only. Do not ask leading questions.

• Explain to the child/young person that this information will only be shared with people who can help.

When a child discloses abuse, it must be reported to Tusla; a disclosure of abuse from a child meets reasonable grounds for concern and the threshold of harm for making a mandated report.

As soon as possible, volunteers should:

• Record in writing, in a factual manner, what the child/young person has said, including where possible, the exact words used by the child.

• Inform the DLP immediately. The DLP is required to make a report to Tusla.

• If a mandated person received the disclosure of abuse, a mandated report should be submitted.

• Other necessary actions should be taken, such as contacting the Garda..

Volunteers should continue in a supportive relationship with the child, by maintaining a positive relationship with the child and continuing to include him or her in usual activities.

Any further disclosure should be treated as a first disclosure and responded to as detailed above. Where necessary, immediate action should be taken to ensure a child’s safety.

Responding to adults who disclose childhood abuse

Where an adult discloses abuse that took place during their childhood, there may be ongoing risk to a child who may be in contact with the person subject to an abuse allegation.

If any risk might exist to a child (even if the children about whom there may be a concern are still to be identified), workers, volunteers and mandated persons should follow the reporting procedures by reporting to the DLP and Tusla without delay.

The Tusla Web Portal is the preferred pathway to report disclosures of childhood abuse by adults. Alternatively, the Retrospective Abuse Report Form (RARF) form is available here.

Responding to allegations of abuse against workers/volunteers

An allegation of abuse may relate to a person who has:

• Behaved in a way that has or may have harmed a child/young person;

• Possibly committed a criminal offence in relation to a child/young person;

• Behaved towards a child/young person or children/young people in a way that indicates they may pose a risk of harm to a child/young person;

• Behaved in a way that is contrary to the organisation’s code of behaviour for workers and volunteers (see appendix 6);

• Behaved in a way that is contrary to professional practice guidelines.
  

If an allegation is made against a worker/volunteer, Kinfire has a dual responsibility in respect to both the child and the worker/volunteer. Christian Conference Ireland will follow the reporting procedure to Tusla to protect the child, as well as its internal personnel procedure for dealing with the worker/volunteer.

Reporting allegations of abuse against workers/volunteers

• The DLP and/or mandated persons must always follow the procedures to report to Tusla.

• In addition, the DLP and/or mandated persons should also alert the Board to the allegation.

• The Board must ensure no child is exposed to unnecessary risk.

• Parents/guardians should be informed of any action planned while having regard to the rights to confidentiality of others, such as the person against whom the allegation has been made.

Internal procedures

In the case of allegations of abuse against a worker/volunteer, the safety and welfare of the child(ren)/vulnerable adult in question is paramount and Kinfire will carry out its duty for the protection of all under its care as stated already in this policy. Kinfire will deal with all complaints and breaches of the volunteer/worker code of conduct according to its procedures as outlined below.

Confidentiality and record keeping

All information about a child and family should be handled by organisers and volunteers in a confidential and sensitive manner. Where a child protection concern arises, information will be shared on a need to know basis with the relevant statutory authorities and with parents, in the best interest of a child. Parents should be informed of the limits to data protection e.g. upon registering their children.

Child safeguarding records

The DLP is responsible for overseeing Kinfire’s record-keeping, in order to assist Tusla’s ability to investigate suspicions or allegations of abuse.

Volunteers should be supplied with internal report forms as a means to report safeguarding concerns to the DLP.

All concerns should be documented, including those which, following consideration, do not initially meet reasonable grounds for concern. These concerns may, upon review, show patterns which may heighten the level of concern.

Kinfire’s Safeguarding Records are to be confidential and kept indefinitely. Records are stored securely in a locked filing cabinet in the offices of Irish Church Missions, 28 Bachelors Walk, Dublin 1. This includes:

• Any disclosures, concerns or allegations of child abuse

• Records relating to disclosures, concerns or allegations of abuse, including reports for volunteers, reports to Tusla, informal advice from Tusla, informing parents, reports to Gardai.

• Any complaints about the safety and welfare of children while at children’s activities

• Any protective measures or action taken in relation to an allegation against a staff/volunteer.

• Any actions taken in response to a complaint against staff/volunteer.

Only the DLP (or the DDLP where necessary) may access these records. The DLP and DDLP are responsible for reviewing these records annually.

Personnel records

Personnel records for all volunteers, including application forms, reference forms, vetting disclosures, and training records should also be kept securely by the DLP. Individual volunteers may request to see the information held relating to them.

Group records

Parental consent forms and attendance records for the children’s activities are held by the organisers/leaders during the festival. Necessary information about the children is shared with volunteers as it relates to their care.

After the festival, consent forms, attendance records and any accident/incident forms are to be stored securely in the locked filing cabinet.

4. Working safely with children

Safe recruitment and selection procedures

Christian Conference Ireland is responsible for ensuring that all volunteers working with children have undergone appropriate selection procedures to ensure that they are suitable to work with children.

Kinfire looks for qualifications, skills and experience relevant to the age group the individual will work with. As a Christian organisation, Kinfire looks for Christian faith, maturity and support of Kinfire’s aims in potential volunteers.

Recruitment and selection procedures are applied equally to all volunteers. The recruitment and selection procedures are undertaken/overseen by the Board.

Role descriptions are developed for each volunteer role. Volunteer positions are advertised on social media and through personal invitation (e.g. by churches’ leaders and staff).

Christian Conference Ireland requires the following steps prior to an individual being accepted as a volunteer working with children:

1. Application form

The applicant provides details of qualifications and experience.

The form includes a declaration section in which the applicant self-declares any information in relation to their suitability. Volunteers from other jurisdictions are asked to sign a declaration from abroad form

1. Garda vetting

Should a disclosure arise following an applicant’s vetting procedure, it is at the discretion of the Board to reject unsuitable candidates. However, the policy is always as follows:

• Kinfire will not accept anybody who is known to have harmed children or vulnerable adults (i.e. if the Vetting Bureau discloses ‘Specified Information’ or any offences against a child or vulnerable adult)

• Kinfire will not accept applicants with any offence involving possession, supply or use of drugs, where the conviction took place within three years prior to the individual’s application.

• Reference checks

At least 2 written references are sought for applicants, which are followed up by email. Kinfire’s referee criteria are as follows:

• The referee should know the applicant well and for at least 2 years

• They must be over 18.

• They must not be related to the applicant.

• One referee should be the leader of the church the applicant attends. If it cannot be the leader of the applicant’s church, then it can be someone else who holds a senior leadership role.

• Interview with applicant by Board Member to ensure suitability to work with children and to help determine the best place for the volunteer in the team.

• Safeguarding training - the applicant reads the relevant sections of the Safeguarding Policy, completes the relevant e-learning modules, attends in person or online Kinfire Safeguarding training and takes part in in-person training at the start of the event. Records of attendance are kept by the named person on behalf of the board.

• Approval by the board of Christian Conference Ireland.

• Contract - volunteer signs their receipt and acceptance of the child safeguarding procedures and code of behaviour (see appendix 6).

All application and training records will be kept securely and indefinitely by Christian Conference Ireland.

Returning volunteers

The following steps are required from volunteers returning to Kinfire from the year previous:

• Declaration form (self-declaring any information in relation to their suitability)

• 1 written reference

• Contract

Returning volunteers are re-vetted by the National Vetting Bureau and asked to repeat the safeguarding training every 3 years if they have been in continual service.

Volunteers returning to the festival after a break in service should be treated as new volunteers and undergo the full recruitment process above.

Safeguarding Training Strategy

Christian Conference Ireland aims to recruit volunteers with experience working with children and young people (e.g. staff and volunteers in other organisations and churches).

While appreciating that these individuals are regularly trained in safeguarding procedures through other organisations, Christian Conference Ireland requires all new volunteers to complete the Tusla Children First e-learning modules, to attend in person or online Kinfire Safeguarding training before the festival begins, to attend the in-person induction at the start of the festival and to be familiar with the Child Safeguarding Procedures.

Volunteers: An Introduction to Children First

Mandated persons: An Introduction to Children First and Children First: Mandated Person Role and Responsibilities

Designated Liaison Persons: An Introduction to Children First and Children First: DLP Role and Responsibilities

All volunteers (new and returning) will attend the in person or online Kinfire Safeguarding training before the festival where, among other things, they are briefed on Christian Conference Ireland’s guiding principles and child safeguarding procedures, provided with relevant contacts, and provided the opportunity to ask any questions. All volunteers will also attend the induction at the beginning of the event.

Safe management of activities Registration and record keeping

• Parents/Guardians are required to complete consent forms for each child attending the children’s programmes (including photography consent)

• Attendance records are kept by group leaders; children are signed in and out of their programme each time.

• Medical details, individual needs, and emergency contact telephone numbers are accessible to group leaders and volunteers.

• Any accidents or incidents are recorded, with a note of the action taken. Parents should be informed of any accidents, incidents or illnesses which occur while children are participating.

• Any complaints or grievances made by parents or volunteers are documented.

Health and safety

Kinfire will ensure that:

• The facilities and equipment being used are safe and meet required standards

• Food preparation areas are sanitary and meet food safety requirements

• Fire precautions are in place, and parents and children are informed of these.
  

• First aid facilities and equipment are adequate

• There is access to a phone

• Insurance cover is adequate

• Risk assessments are carried out for activities

Accidents and incidents

Kinfire will ensure that:

• Activities being undertaken are suitable for the abilities, ages and experience levels of all participants.

• Equipment and facilities meet appropriate safety and quality standards and are appropriate to the needs of the participants.

• Activities are risk assessed and appropriate responses to identified risks are planned and implemented.

• Where protective equipment is deemed necessary, it should be used.

• Any injuries should be recorded with a note of the action taken. It is recommended that each organisation maintain an accident/incident book with a specific incident form for completion by workers/volunteers (see below). Due regard must be given to confidentiality (see section 3.5 Confidentiality).

• Parents/guardians should be notified by the appropriate person of injuries/illnesses which occur while children/young people are participating in an activity.

• Insurance cover is adequate to the organisation’s needs.

Volunteers/workers who witness or are made aware of any accidents or incidents (not an allegation of abuse) will be required to fill out an Incident/Accident Report Form (see appendix 3). This should be filled out with the help of the team leader. Once completed, this form should be given to the DLP and will be stored with other records securely.

Safe supervision

Volunteers are made aware of when they are responsible for supervising the children.

Once children are dropped to their programme by parents, leaders and volunteers should know the location and activity of all children at all times.

Ratios

Kinfire will ensure that adequate supervision of children is provided and adhered to. The minimum adult/child (under 18) in any group should be 2 adults for the first 16 people under the age of 18 and 1 more adult for every subsequent 8 people under the age of 18. If the children are very young, more supervision will be needed, in which case, Kinfire uses the adult/child ratios put forward by Tusla.

Depending on the needs of children attending activities, the 1:8 ratio may be lowered considerably. Where possible, this will be assessed 2 months prior to the festival and the allocation of leaders will be finalised.

When dealing with group members of mixed gender we endeavour to have sufficient adults of both genders to properly supervise activities.

Code of behaviour for children

Group rules should be established and communicated to the children so that children understand their rights and responsibilities when participating in Kinfire’s activities. These rules can be created in partnership with the children.

The children’s code of behaviour should include expectations around the use of mobile phones and social media while in Kinfire activities.

Our own code of conduct of children is outlined in Appendix 6

Managing workers/volunteers

Code of behaviour for volunteers (see appendix 7)

This code outlines the boundaries which volunteers are expected to adhere to when working with children.

Organisers and volunteers are responsible to report any breaches in this code, by themselves or another volunteer, to the DLP.

• Treat all children with value, dignity and respect.

• Consider the individual needs of each child (e.g. disability)

• Make an effort to involve and include all children equally.

• Encourage respectful interactions between children.

• Keep any information about a child and family confidential, other than when abiding by reporting procedures.

Child protection

• Be aware of the procedures for recognising, responding to, and reporting abuse.

• Report any safeguarding concerns and disclosures by a child to the DLP, and provide a written record of details.

• Report to the DLP any concerns about a fellow volunteer which may cause harm to a child.

Health and safety

• Provide a safe environment for children

• Don’t leave children unattended or unsupervised

• Be aware of the accident, incident and emergency (e.g. fire) procedures.

• In the event of injury or illness, use a first aider. Contact the parent when necessary.

• Record any accidents or incidents on an accident/incident form.

• Inform parents/guardians of any issues concerning their children.

Physical contact:

• The level of physical contact must be appropriate to the needs and age of the child.

• Touch should generally be initiated by the child and not the volunteer.

• Don’t do things of a personal nature for children that they can do themselves.

• Seek consent in relation to physical contact (except in an emergency or a dangerous situation)

• Don’t allow or engage in inappropriate touching

• Don’t allow or engage in rough physical or sexually provocative games.

• Don’t hit or physically chastise children.

• Ensure a child is comfortable when doing activities that might involve physical contact.

• Volunteers may use reasonable force to restrain a child, either to protect them from themselves or to protect other children from harm.

Inappropriate behaviour

• Ensure you are not left alone with a child. Remain visible to other leaders if you are talking to a child confidentially.

• Don’t socialise inappropriately with children or allow an inappropriate relationship to develop with an individual child.

• Don’t humiliate, belittle or put down a child.

• Do not discriminate or allow a child to be discriminated against because of their race, sex, age, sexual orientation or disability.

• Don’t use or allow behaviour and language that is offensive, abusive or sexually suggestive.

• Protect children from sexual embarrassment by avoiding innuendo and wearing modest clothing.

• Do not agree to look after money for a child. Do not lend or borrow money from them.

• Do not take photographs/videos during the children’s programme, or upload any images to social media. Only official photographers are permitted to take photographs.

• Do not communicate with children during or after the Kinfire Event via electronic means or social Media. If a volunteer receives such communication from a child, they should report it to the DLP.

Bullying

• Encourage children to treat one another with kindness and respect.

• Encourage children to tell if they are being bullied.

• Be alert to signs of bullying and act to stop this.

• Volunteers should record instances of bullying on an incident form and report it to their team leader, so that it can be dealt with and monitored over time.

• Team leaders should inform parents about the issue, and inform the DLP in serious instances.

• Bullying should be dealt with on a case by case basis. If the incident is serious or if bullying is persistent, exclusion or suspension from activities should be considered. In extreme cases where the behaviour is regarded as possibly abusive, a referral to Tusla and/or the Gardai may need to be made.

Supervision and Support of Workers and Volunteers

Workers and volunteers working with children at Kinfire require ongoing supervision and support. This is important for best practice to continue, for the welfare of the worker/volunteer and ultimately for the welfare of the children and young people at Kinfire. Supervision and support will be provided in the following ways:

The team leader will give informal feedback throughout the course of the festival about how workers/volunteers are doing.

Workers/Volunteers will be encouraged to talk to the team leader about anything that’s concerning them (where this is a safeguarding concern such as a disclosure of harm, the procedures for reporting child safeguarding concerns above should be followed).

All workers/volunteers will be asked to fill out feedback forms relating to their time working with children and young people at Kinfire (see appendix 5). These will be reviewed by the team leader who will follow up with individuals as needed. The team leader will pass on any recommendations for further training or other supports that may arise from feedback (both from workers/volunteers and their own).

4.5 Dealing with a concern about another worker/volunteer

It is important that if a worker or volunteer has a concern about the behaviour of another worker/volunteer that they report these concerns to the Designated Liaison Person. Where the concern relates to the DLP, reports should be made to the team leader. This expectation is included in the organisation’s code of behaviour.

Kinfire will create an open and supportive environment where workers/volunteers feel comfortable and safe to pass on these types of concerns.

Concerns about colleagues’ behaviour may relate to:

• Breaches of the code of behaviour for workers/volunteers;

• Conduct which may breach professional standards or codes of ethics;

• Suspected or witnessed abuse.

Should a concern about another worker/volunteer come to attention through the complaints procedure, this will be dealt with through the procedure for responding to allegations of abuse against workers/volunteers).

Where a worker/volunteer has a concern about a colleague they should:

• Bring it to the attention of the DLP or a team leader. If the concern relates to poor practice it should be discussed with the team leader. If the concern involves suspected or witnessed abusive behaviour, this should be reported without delay to the DLP (following Kinfire’s reporting procedure).

• Keep a record of the concern. The DLP or team leader will consider if the concern constitutes a child protection concern, if so he/she must follow the Kinfire’s reporting procedures for child protection or welfare concerns. It will also be necessary to follow the Kinfire’s procedure for responding to allegations of abuse against workers and volunteers.

Where the worker/volunteer feels their concerns for a child or young person’s welfare or safety have not been given due regard within Kinfire or feels nervous or worried about bringing the concern to the attention of the DLP or management they should contact Tusla or The Garda Síochána directly.

If the concern does not need to be reported to Tusla (i.e. does not meet the threshold for harm under the Children First Act 2015 or reasonable grounds for concern), it may still need to be addressed by the DLP or team leader with the worker/volunteer. This would be the case, for example, if the concern related to poor practice rather than abusive behaviour.

Complaints & Disciplinary procedures

Disciplinary procedures are essential in the overall response to a failure by a worker/volunteer to meet the expected standard of work or behaviour in their working practice. Kinfire is committed to following these disciplinary procedures in every case where a worker/volunteer may have to be warned, reprimanded, or dismissed as a result of a complaint or failure on the worker’s part to meet the expected standards. The disciplinary procedures, including procedures for appealing disciplinary actions, can be found in appendix 4

Disciplinary procedures may be instituted when:

There is a complaint made about a worker or volunteer; There is an alleged breach of the code of behaviour;

There is an allegation of abuse made against a worker or volunteer.

5: Procedures for sharing your guiding principles and child safeguarding procedures and involving parents, guardians, families, children and young people

5.1 Sharing your guiding principles and safeguarding procedures

The following policies and guidelines are available on our website. We encourage all parents/guardians and anyone else interested in the care of children and young people at Kinfire to make themselves familiar with these.

Kinfire’s guiding principles and child safeguarding procedures. Kinfire’s Child Safeguarding Statement

Kinfire’s anti-bullying policy

Kinfire’s complaints and disciplinary procedure

….

In addition, every parent/guardian is given a handbook for parents/guardians by email before the festival (hard copies will be available upon request). This handbook includes …

…

The following will be displayed in the kids and youth spaces, as well as at the registration desk:

Kinfire’s guiding principles and child safeguarding procedures Kinfire’s Child Safeguarding Statement

“Who to talk to” poster with names, photos and numbers of DLP, DDLP, …

….

5.2 Empowering children and young people to claim their rights

At Kinfire, children and young people will be informed:

Of the rules and regulations of the activities they’re attending, and of our expectations of them, including how they behave towards other individuals

Of the fire safety procedures of Kilkenny College

Of the facilities that are available for their use at the venue, e.g. toilets

About how, and with whom, they can share their concerns, complaints, and anxieties

This information will be given at the commencement of the first activity by the team leader. Part of this will be to show children and young people where the “Who to talk to” poster is displayed in their activities space.

5.3 Anti-bullying policy

Procedures Regarding Bullying Behaviour

All those working with children at Kinfire will foster an environment that supports the disclosure, discussion and reporting of all acts of bullying. Children and young people are to

be encouraged to share episodes of bullying with staff or volunteers. A failure to report bullying can have lasting effects on those being subjected to bullying behaviour.

• Kinfire confirms that appropriate supervision and monitoring policies and practices are in place to both prevent and deal with bullying behaviour and to facilitate early intervention where possible during activities at the Kinfire festival.

• Kinfire staff and leaders of children’s activities will exercise sound judgement to establish whether or not bullying has occurred and decide on what steps need to be taken to resolve the situation. As far as is practical, efforts will be taken to help to restore relationships.

• Investigations of group bullying will involve a discussion with the group, followed by a conversation with each individual.

• Enquiries by Kinfire staff or leaders of children’s activities may include children that are not directly involved, as they may have useful information.

• Incidents of bullying will be monitored to ensure that there are no further occurrences.

• An Incident Report Form will be completed by Kinfire staff or leaders of children’s activities detailing the facts of each instance of bullying.

• Parents will be notified about all incidents of bullying behaviour.

• Serious acts of bullying and instances where the bullying behaviour persists will result in those responsible being removed from Kinfire Youth and Kids activities to be supervised by their parents/guardians for the remainder of the festival.

Definition of Bullying

• In the context of these procedures, bullying is defined as unwanted negative behaviour (verbal, psychological or physical) conducted by an individual or group against another person (or persons) and which is repeated over time.

• The following types of bullying behaviour are included in this non-exhaustive definition:

» Deliberate exclusion, malicious gossip, and other forms of relational bullying.

» Cyber-bullying.

» Identity-based bullying such as homophobic bullying, racist bullying, and bullying of those with disabilities or special educational needs.

• In addition, in the context of these procedures placing a once-off offensive or hurtful public message, image or statement on a social network site or other public forum where that message, image or statement can be viewed and/or repeated by other people will be regarded as bullying behaviour.

• Isolated or once-off incidents of intentional negative behaviour including a once-off offensive or hurtful text message or other private messaging do not fall within this definition of bullying and should be dealt with, appropriately, in accordance with the Kinfire’s code of behaviour. A single incident can have a serious effect on a child or young person.

Types of Bullying

• Physical aggression - This behaviour includes pushing, shoving, punching, kicking, poking, and tripping people. It may also take the form of severe physical assault.

• Intimidation - This behaviour may take the form of aggressive body language or facial expressions which convey aggression and/or dislike.

• Isolation/Exclusion - This behaviour occurs where a person is deliberately isolated, excluded or ignored.

• Cyber-bullying - This behaviour is increasingly common and is continuously evolving. It is bullying carried out using information and communication technologies such as text, social network sites, email, instant messaging, apps, gaming sites, chatrooms, and other online technologies. Cyber abuse is a growing concern and can have a significant impact on the welfare of children or young people. It is very important that this is stopped as soon as it is discovered for the sake of both the victim and the abuser, for whom it could become a dangerous habit. The sooner you act, the more likely it is that the abuse will stop, and that the child will recover from their experiences.

• Name-calling - This behaviour is persistent name-calling directed at the same individual(s) which hurts, insults, or humiliates.

• Damage to property – Personal property can be the focus of attention for bullying behaviour.

• Extortion - Demands for money may be made, often accompanied by threats.

Impacts of Bullying Behaviour

Children who are being bullied may develop feelings of insecurity, humiliation and extreme anxiety and thus may become more vulnerable. Self-confidence may be damaged with a consequent lowering of self-esteem. While they may not talk about what is happening to them, their suffering is indicated through changes in mood and behaviour. Extreme cases of bullying may result in suicide. It is essential to be alert to changes in behaviour as early intervention can be effective.

Children who witness bullying may also be affected and may suffer in similar ways to those who are bullied.

There are also consequences for individuals who engage in bullying behaviour. Children who become involved in such behaviour can be at higher risk of depression.

Indicators of someone who is being bullied.

Indicators may include anxiety, unexplained changes in behaviour, distress, unexplained bruising or cuts, damage to clothes or personal property, missing possessions, and a reluctance to say what may be troubling the child or young person in question.

Key Principles of Best Practice

Kinfire is fully committed to the following key principles of best practice in preventing and tackling bullying behaviour. These include:

• Establishing a positive culture and climate which is welcoming of difference and diversity and is based on inclusivity. This encourages children to disclose and discuss incidents of bullying behaviour in a non-threatening environment and promotes respectful relationships, empathy, and resilience.

• Effective leadership and a team-wide approach to bullying.

• A shared understanding of what bullying is and its impact.

• Implementation of education and prevention strategies (including awareness raising measures)

• Addressing the issues of cyber-bullying and identity-based bullying including homophobic and transphobic bullying.

• Effective supervision and monitoring of children.

• Training and support for staff.

• On-going evaluation of the effectiveness of the anti-bullying policy.

Who is Responsible for Doing What?

• Volunteers should report any suspected bullying to Kinfire staff or leaders of children’s activities.

• The leader of the particular activity is responsible for investigating and dealing with bullying.

• The leader of the particular activity will investigate and record incidents of bullying behaviour.

5.3 Guidelines for working in partnership with parents/guardians and children/young people

Parents are responsible for their children's welfare at all times, and they should be assured that their children are involved with a credible and caring organisation.

They should be aware of the nature of relationships with adults with whom their children form friendships.

To support this, we will:

• Make them aware of our Safeguarding Policy

• Make them aware of whom they should contact if they have concerns or complaints

• Inform them of the Code of Behaviour for Workers and volunteers involved in the ministry of Kinfire

5.3.2 Communications strategy

Email the following information to parents/guardians before festival

Communicate to children/young people who they should talk to if they have any concerns Display - DLP/DDLP name/number/picture

Parents

Communicate to parents what happens when an incident occurs Seek feedback after festival

5.4 Complaints procedure

The Complaints and Disciplinary Procedures along with the Complaints Form can be found in Appendix 4.

6. Best Practice Theme 6: Implementing, monitoring and reviewing your guiding principles and child safeguarding procedures

Best Practice Theme 6: Implementing, monitoring and reviewing your guiding principles and child safeguarding procedures

6.1 Planning for implementation, monitoring, review and evaluation

Kinfire will endeavour to implement, monitor, review and evaluate the guiding principles and child safeguarding procedures.

This is to include:

• a group consisting of a Board member, the named person and others as deemed appropriate to complete review of the Safeguarding Policy.

• this review group will assess efficacy implementation of the Policy and Procedures at Kinfire within two months after the festival.

• this review group will analyse any and all complaints made; any and all child protection concerns and actions taken; all feedback from children, parents/guardians and volunteers

  • feedback will be sought from children, parents/guardians and volunteers in the following ways (see appendix 7 for focus group questions and questionnaires)

    • focus group towards the end of the festival consisting of several parents/guardians with their child(ren).

    • focus group towards the end of the festival consisting of several volunteers.

    • questionnaires for all parents/guardians and volunteers

• the review group to communicate changes to practice no less than four months in advance of the festival to any and all affected.

Any and all amendments to the Safeguarding Policy or Safeguarding Statement must be ratified by the Board.

Appendix 1: Recognising Child Abuse

Child abuse can be categorised into four different types: neglect, emotional abuse, physical abuse and sexual abuse. A child may be subjected to one or more forms of abuse at any given time.

Abuse and neglect can occur within the family, in the community or in an institutional setting. The abuser may be someone known to the child or a stranger, and can be an adult, or another child.

In a situation where abuse is alleged to have been carried out by another child, it is considered a child welfare and protection issue for both children and child protection procedures should be followed for both the victim and the alleged abuser.

The following definitions of neglect and abuse are not legal definitions but are outlined by Children First: National Guidance in order to describe ways in which a child might experience abuse and how this abuse may be recognised.1

Neglect

Neglect occurs when a child does not receive adequate care or supervision to the extent that the child is harmed physically or developmentally. It is generally defined in terms of an omission of care, where a child’s health, development or welfare is impaired by being deprived of food, clothing, warmth, hygiene, medical care, intellectual stimulation or supervision and safety. Emotional neglect may also lead to the child having attachment difficulties. The extent of the damage to the child’s health, development or welfare is influenced by a range of factors. These factors include the extent, if any, of positive influence in the child’s life as well as the age of the child and the frequency and consistency of neglect.

Neglect is associated with poverty but not necessarily caused by it. It is strongly linked to parental substance misuse, domestic violence, and parental mental illness and disability.

A reasonable concern for the child’s welfare would exist when neglect becomes typical of the relationship between the child and the parent or carer. This may become apparent where you see the child over a period of time, or the effects of neglect may be obvious based on having seen the child once.

The following are features of child neglect:

• Children being left alone without adequate care and supervision

• Malnourishment, lacking food, unsuitable food or erratic feeding

• Non-organic failure to thrive, i.e. a child not gaining weight due not only to malnutrition but also emotional deprivation

• Failure to provide adequate care for the child’s medical and developmental needs, including intellectual stimulation

• Inadequate living conditions – unhygienic conditions, environmental issues, including lack of adequate heating and furniture

• Lack of adequate clothing

• Inattention to basic hygiene

• Lack of protection and exposure to danger, including moral danger, or lack of supervision appropriate to the child’s age

• Persistent failure to attend school

• Abandonment or desertion

Emotional abuse

Emotional abuse is the systematic emotional or psychological ill-treatment of a child as part of the overall relationship between a caregiver and a child. Once-off and occasional difficulties between a parent/carer and child are not considered emotional abuse. Abuse occurs when a child’s basic need for attention, affection, approval, consistency and security are not met, due to incapacity or indifference from their parent or caregiver. Emotional abuse can also occur when adults responsible for taking care of children are unaware of and unable (for a range of reasons) to meet their children’s emotional and developmental needs. Emotional abuse is not easy to recognise because the effects are not easily seen.

1 Children First National Guidance, pp.7-15.

A reasonable concern for the child’s welfare would exist when the behaviour becomes typical of the relationship between the child and the parent or carer.

Emotional abuse may be seen in some of the following ways:

• Rejection

• Lack of comfort and love

• Lack of attachment

• Lack of proper stimulation (e.g. fun and play)

• Lack of continuity of care (e.g. frequent moves, particularly unplanned)

• Continuous lack of praise and encouragement

• Persistent criticism, sarcasm, hostility or blaming of the child

• Bullying

• Conditional parenting in which care or affection of a child depends on his or her behaviours or actions

• Extreme overprotectiveness

• Inappropriate non-physical punishment (e.g. locking child in bedroom)

• Ongoing family conflicts and family violence

• Seriously inappropriate expectations of a child relative to his/her age and stage of development

There may be no physical signs of emotional abuse unless it occurs with another type of abuse. A child may show signs of emotional abuse through their actions or emotions in several ways. These include insecure attachment, unhappiness, low self-esteem, educational and developmental underachievement, risk taking and aggressive behaviour.

It should be noted that no one indicator is conclusive evidence of emotional abuse. Emotional abuse is more likely to impact negatively on a child where it is persistent over time and where there is a lack of other protective factors.

Physical abuse

Physical abuse is when someone deliberately hurts a child physically or puts them at risk of being physically hurt. It may occur as a single incident or as a pattern of incidents. A reasonable concern exists where the child’s health and/ or development is, may be, or has been damaged as a result of suspected physical abuse.

Physical abuse can include the following:

• Physical punishment

• Beating, slapping, hitting or kicking

• Pushing, shaking or throwing

• Pinching, biting, choking or hair-pulling

• Use of excessive force in handling

• Deliberate poisoning

• Suffocation

• Fabricated/induced illness

• Female genital mutilation

The Children First Act 2015 includes a provision that abolishes the common law defence of reasonable chastisement in court proceedings. This defence could previously be invoked by a parent or other person in authority who physically disciplined a child. The change in the legislation now means that in prosecutions relating to assault or physical cruelty, a person who administers such punishment to a child cannot rely on the defence of reasonable chastisement in the legal proceedings. The result of this is that the protections in law relating to assault now apply to a child in the same way as they do to an adult.

Sexual abuse

Sexual abuse occurs when a child is used by another person for his or her gratification or arousal, or for that of others. It includes the child being involved in sexual acts (masturbation, fondling, oral or penetrative sex) or exposing the child to sexual activity directly or through pornography.

Child sexual abuse may cover a wide spectrum of abusive activities. It rarely involves just a single incident and in some instances occurs over a number of years. Child sexual abuse most commonly happens within the family, including older siblings and extended family members.

Cases of sexual abuse mainly come to light through disclosure by the child or his or her siblings/friends, from the suspicions of an adult, and/or by physical symptoms.

It should be remembered that sexual activity involving a young person may be sexual abuse even if the young person concerned does not themselves recognise it as abusive.

Examples of child sexual abuse include the following:

• Any sexual act intentionally performed in the presence of a child

• An invitation to sexual touching or intentional touching or molesting of a child’s body whether by a person or object for the purpose of sexual arousal or gratification

• Masturbation in the presence of a child or the involvement of a child in an act of masturbation

• Sexual intercourse with a child, whether oral, vaginal or anal

• Sexual exploitation of a child, which includes:

  • Inviting, inducing or coercing a child to engage in prostitution or the production of child pornography [for example, exhibition, modelling or posing for the purpose of sexual arousal, gratification or sexual act, including its recording (on film, videotape or other media) or the manipulation, for those purposes, of an image by computer or other means]

  • Inviting, coercing or inducing a child to participate in, or to observe, any sexual, indecent or obscene act

  • Showing sexually explicit material to children, which is often a feature of the ‘grooming’ process by perpetrators of abuse

• Exposing a child to inappropriate or abusive material through information and communication technology

• Consensual sexual activity involving an adult and an underage person

An Garda Síochána will deal with any criminal aspects of a sexual abuse case under the relevant criminal justice legislation. The prosecution of a sexual offence against a child will be considered within the wider objective of child welfare and protection. The safety of the child is paramount and at no stage should a child’s safety be compromised because of concern for the integrity of a criminal investigation.

In relation to child sexual abuse, it should be noted that in criminal law the age of consent to sexual intercourse is 17 years for both boys and girls. Any sexual relationship where one or both parties are under the age of 17 is illegal. However, it may not necessarily be regarded as child sexual abuse.

Details on exemptions for mandated reporting of certain cases of underage consensual sexual activity can be found in Chapter 3 of Children First: National Guidance for the Protection and Welfare of Children.

Bullying

It is recognised that bullying affects the lives of an increasing number of children and can be the cause of genuine concerns about a child’s welfare. Bullying can be defined as repeated aggression – whether it is verbal, psychological or physical – that is conducted by an individual or group against others. It is behaviour that is intentionally aggravating and intimidating, and occurs mainly among children in social environments such as schools. It includes behaviours such as physical aggression, cyberbullying, damage to property, intimidation, isolation/exclusion, name calling, malicious gossip and extortion. Bullying can also take the form of abuse based on gender identity, sexual preference, race, ethnicity and religious factors. With developments in modern technology, children can also be the victims of non-contact bullying, via mobile phones, the internet and other personal devices.

In cases of serious instances of bullying where the behaviour is regarded as possibly abusive, you may need to make a referral to Tusla and/or An Garda Síochána.

Circumstances which may make children more vulnerable to harm

Some children may be more vulnerable to abuse than others. Also, there may be particular times or circumstances when a child may be more vulnerable to abuse in their lives. In particular, children with disabilities, children with communication difficulties, children in care or living away from home, or children with a parent or parents with problems in their own lives may be more susceptible to harm.

The following list is intended to help you identify the range of issues in a child’s life that may place them at greater risk of abuse or neglect. It is important for you to remember that the presence of any of these factors does not necessarily mean that a child in those circumstances or settings is being abused. However, you should consider these factors as part of being alert to the possibility that a child may be at risk of suffering abuse and in bringing reasonable concerns to the attention of Tusla.

Parent or carer factors:

• Drug and alcohol misuse

• Addiction, including gambling

• Mental health issues

• Parental disability issues, including learning or intellectual disability

• Conflictual relationships

• Domestic violence

• Adolescent parents

Child factors:

• Age

• Gender

• Sexuality

• Disability

• Mental health issues, including self-harm and suicide

• Communication difficulties

• Trafficked/Exploited

• Previous abuse

• Young carer

Community factors:

• Cultural, ethnic, religious or faith-based norms in the family or community which may not meet the standards of child welfare or protection required in this jurisdiction

• Culture-specific practices, including:

  • Female genital mutilation

  • Forced marriage

  • Honour-based violence

  • Radicalisation

Environmental factors:

• Housing issues

• Children who are out of home and not living with their parents, whether temporarily or permanently

• Poverty/Begging

• Bullying

• Internet and social media-related concerns

Poor motivation or willingness of parents/guardians to engage:

• Non-attendance at appointments

• Lack of insight or understanding of how the child is being affected

• Lack of understanding about what needs to happen to bring about change

• Avoidance of contact and reluctance to work with services

• Inability or unwillingness to comply with agreed plans

Appendix 2

Kinfire Child Safeguarding

Internal Report Form

To be used by either a staff member or volunteer

You may not be able to complete all of the fields in this form and not all sections will be relevant to a particular concern.

NB. A staff member or volunteer should, in the first instance, report to DLP who will report to a statutory agency.

Appendix 3

Kinfire Youth & Children Accident / Incident Report Form

Name of person: ___________

Age: ___________

Parent/guardian’s name: ___________

Activity: ___________

Date of accident / incident: ___________

Details of accident / incident: ___________

Names of witnesses: ___________

Action taken and by whom (details of first-aid, medical or Garda involvement): ___________

I declare that the above to be true in every respect. ___________

Signed: _________ Date: ___________

Position: ___________

Countersigned Date: ___________

Signature of parent (if subject of report is a child): ___________

Once completed, this form should be returned to the team leader or the DLP.

Appendix 4

Kinfire

Complaints and Disciplinary Procedures

Kinfire is committed to ensuring the safety and welfare of all members. We also try to ensure that children have a positive and enjoyable experience when participating in Kinfire activities.

This complaints procedure aims to cover any situation which may arise, when children or their parents/guardians are not happy with the way children were treated while they were at an activity run by Kinfire.

The following are examples of the types of complaints that may arise:

• An alleged breach of the code of behaviour by a staff member or volunteer;

• Perceived poor attitude of a staff member or volunteer;

• A child feeling unhappy about an incident or an event;

• A parent/guardian feeling unhappy about an incident or event involving their child;

• Dissatisfaction in relation to an aspect of the service being provided.

What Complaints are accepted?

• Complaints involving child protection concerns must be dealt with in accordance with reporting procedures as set out in the safeguarding policy and not through this Complaints procedure.

• The Complaints procedure below should not be used to disagree with a policy set by Kinfire.

There are basic rules for the acceptance of complaints:

• Complaints must be raised within three months of the Complainant knowing the facts (Kinfire will not deal with complaints that are older).

• Kinfire does not generally investigate anonymous complaints.

• Complaints that are broadly or substantively the same as a previous complaint, which have already been addressed, will not be accepted.

• Kinfire will refuse any complaints which are believed to be vexatious or malicious.

Who can make a complaint?

Complaints can be made by:

• Children who are members of children’s activities organised by Kinfire.

• Their parents/guardians.

• Staff members or volunteers in Kinfire.

• Other advocates on behalf of children.

How to make a complaint

1. If the complaint is in relation to the safety and welfare of children, the complaints should be made to the DLP.

2. Other complaints should be made to the staff member or volunteer in charge of the group which the child is a member, with whom you should raise the concern orally (informal complaint).

3. If the complainant does not want to discuss the matter with the staff member or volunteer in charge of the group, if the staff member/volunteer cannot answer the complainant’s concern, if the complainant is dissatisfied with the initial response of the staff member/volunteer to a complaint, or if the complaint is more serious, the complaint can be made in writing to the Trustees (formal complaint).

Information the Complainant needs to provide

Complaints should be made, in the first instance, orally to the staff member/volunteer in charge of the group and provide them with the following information to allow them to investigate the complaint:

• Name of child affected and the group or event they were involved in

• If the complaint is being made by a parent or guardian, the name and address of the parent/guardian

• Exactly what the complainant is dissatisfied with and identification of the person(s) against whom the complaint is made

• The name of the staff member/volunteer who dealt with the matter the complainant is dissatisfied with.

Complaints made in writing should be made on the Complaints form (see appendix) and give as much factual details as possible to allow the matter to be investigated.

If I make a Complaint how will my Complaint be dealt with?

Your complaint will be dealt with fairly and objectively. Kinfire’s policy is to deal with any valid complaints in a positive and pro‐active manner and expect resolutions and outcomes to contribute to a process of continuous improvement.

Informal complaint

The leader in charge of the group will likely need to speak to a number of other people about your complaint but will endeavour to be able to provide a response to your informal complaint within ten days. If the leader in charge of the group is unable to respond to your informal complaint substantively within this time frame, they will endeavour to revert to you to update you on the situation.

Formal complaint

It may take time to process a complaint; however, you will be kept informed of the progress of the complaint with an acknowledgement of a formal complaint within seven days and endeavours will be made to provide a response to the complaint within four weeks.

However, where it is not possible to respond to the complaint within four weeks, you will be provided with an update within that period and the matter resolved at the earliest possible opportunity.

Kinfire personnel may need to speak to you and a number of other people to fully understand your complaint and the circumstances surrounding it.

Ultimately Kinfire will decide about the Complaint and will inform you whether your complaint is upheld or not and the actions that will be taken as a result.

Actions that may be taken in response to the investigation of a complaint:

Responses to a complaint might include:

• An apology (either verbal or written) to the complainant and/or the member;

• An explanation provided to the complainant and/or member, e.g. as to why something happened;

• A review of a decision made;

• An assurance that any poor practice identified in the investigation will be addressed at future activities;

• A meeting with the staff member/volunteer (who is the subject of the complaint) and the complainant in order to resolve the situation;

• Compulsory attendance by staff member/volunteer at specific training event;

• A period of supervision of staff member/volunteer by other staff/volunteers;

• In the case of a serious incident the suspension or dismissal of staff / volunteer (in line with disciplinary procedures – see below).

This list is not exhaustive and in the individual circumstances of a specific complaint the response to that complaint may include one or more of the above items or may not include any of them.

What if I am not satisfied with the outcome of my Complaint?

If you are not satisfied with the outcome of your Complaint or the way in which it was handled, then you may appeal. Any appeal must be made within 21 days of being given the decision and outcomes of your Complaint.

Your appeal must be formally lodged in writing to the Trustees. In your appeal, you must clearly explain the basis on which you are making the appeal and your preferred outcome to resolve the issue.

The Trustees will consider the process undertaken to handle the original complaint and the outcome of the original complaint. You will be kept informed of the progress of your appeal with an acknowledgement of your appeal within seven days and a response within four weeks. Where it is not possible to complete the appeal within four weeks, you will be provided with an update within that period and the matter resolved at the earliest possible opportunity.

The Trustees may need to speak to you and a number of other people to fully understand your appeal and the circumstances surrounding the investigation of your complaint.

The Trustees will make a decision about the appeal and will inform you whether your appeal is upheld or not and the actions that will be taken as a result.

Disciplinary procedures if volunteer is found in breach of Code of Behaviour

Each breach of the Code of Behaviour will be assessed in line with the Complaints procedure above. If a volunteer is deemed to be in breach of the Code of Behaviour the following procedures should be followed:

Informal Process Stage:

At this early stage, the main aim of the procedure is to help the volunteer achieve the required standard of performance or behaviour. It should be Kinfire’s aim to be able to (where possible) resolve issues at this stage and not invoke any formal procedures.

However, depending on the nature of the matter it is up to the Trustees to decide whether or not to initiate this procedure. It can be in the form of a supervision meeting and the Trustees will;

• Informally meet with the volunteer to discuss with them the unacceptable behaviour or underperformance.

• Agree on improvement measures and the timeframe for these improvements.

• Offer to support and coach the volunteer in improving their performance.

• Decide on a date to review the progress.

• Inform the volunteer in a clear manner of the next steps in the procedure if agreed standards of improvement are not achieved.

• Maintain a record of the meetings held.

Formal Process Stage:

This disciplinary procedure allows for warnings to be given for failure to meet standards of Code of Behaviour where the matter cannot be dealt with at the informal process stage.

Disciplinary meetings:

Disciplinary meetings will be held with the volunteer so that the volunteer can respond. The Trustees will never give a warning or decide on the level of a warning until after this meeting takes place and the volunteer is given a fair hearing under the principles of natural justice. The meeting will always be adjourned, and all aspects considered before a discipline or warning is imposed. A discipline/ warning may not be imposed if the volunteer’s response is satisfactory.

Stage One – Verbal Warning:

The Trustees will convene a disciplinary meeting. The volunteer will be given the opportunity to state their case. The meeting will be adjourned to decide what course of action will be taken, the volunteer and their representative will be asked to re-join the meeting and they will be informed of the decision. The verbal warning should be given by the Trustees (more than one trustee should be present for this). The Trustees will inform the volunteer:

1. What the issue/matter is

2. What action or improvement is required from the volunteer

3. Set a date for review meeting

4. What will happen if there is no improvement made by the volunteer

The verbal warning will be issued verbally and in writing and in duplicate, a copy of which the volunteer will be asked to sign. This should be returned to the Trustees. This verbal warning remains active for a period of 6 (six) months. All warnings issued can be appealed, please see below for the appeals process.

Stage Two– Written Warning:

If the matter is not resolved at stage one stage two is initiated. The same process as stage one is applied however the warning is in writing and remains active for a period of 12 (twelve) months.

Stage Three – Final Written Warning:

If the matter is not resolved at stage two, stage three is initiated. The same process as stage two is applied.

Stage Four – Removal from Volunteer Role:

If there are further breaches of discipline after the third stage or if an incident is so serious that the matter cannot be dealt with at stages 2 or 3, then the Trustees may decide to remove the volunteer from their role. The process for dismissal is:

1. An appropriate investigation and consideration by the Trustees

2. A meeting with the Trustees, the volunteer and their representative in order to dismiss the volunteer
   

3. Outline the Kinfire position to the volunteer

4. Consideration to be given by the Trustees to the volunteer and their representative’s position.

The dismissal will be issued in writing and will include information on the appeals process.

Volunteers' Rights:

At each stage of the disciplinary procedure, volunteers have the right:

• To be informed of the complaint against them and be given sufficient opportunity to present their case and call witnesses to support their case, as appropriate.

• To be accompanied to disciplinary meetings by a representative (this can be in the form of a colleague or friend)

• To be given an opportunity to present their case before a decision regarding the discipline to be imposed is reached.

• To normally not be removed from role for a first offence, other than gross misconduct.

• To be informed and encouraged to use the right of appeal.

Appeals Process:

An appeal should be made by the volunteer to the Trustees in writing within two weeks of the disciplinary action been taken.

An appeals panel will be set up to investigate the appeal. This panel will consist of members from the Trustees and at least one other member.

The person hearing the appeal should not have a previous knowledge of the matter. A meeting will take place within two weeks of the application to appeal the disciplinary decision.

The outcome of the appeals process will be issued to the volunteer in writing within one week.

If a serious allegation of abuse is made against a volunteer, the DLP will follow procedures as per the safeguarding policy.

Disciplinary procedures if a staff member is found in breach of Code of Behaviour

Each breach of the Code of Behaviour will be assessed in line with the complaints procedure outline above. If a staff member is deemed to be in breach of the Code of Behaviour the disciplinary procedures in the staff member’s contract or staff handbook shall be followed where it is a serious incident which may potentially warrant suspension or dismissal of the staff member.

COMPLAINTS FORM

(PLEASE USE BLOCK CAPITALS)

YOUR NAME, ADDRESS & CONTACT NUMBER:

DATE ON WHICH THE ALLEGED INCIDENT HAPPENED:

LOCATION OF ALLEGED INCIDENT:

NATURE OF COMPLAINT: (E.G. Harassment, Bullying etc.):

NAME OF PARTY OR PARTIES INVOLVED:

PLEASE GIVE A DETAILED ACCOUNT OF THE ALLEGED INCIDENT:

SIGNATURE:

DATE:

PLEASE NOTE THAT A COPY OF THIS FORM WILL BE FORWARDED TO ALL RELEVANT PERSONS INVOLVED.

Received By:

Date:

In line with Data Protection regulations, we are committed to protecting the personal information we hold on you. By providing the information requested, you are giving us permission (consent) to use this information for Safeguarding, legal or regulatory purposes and we will use it for no other purpose without further consent unless mandated or required to do so under the Data Protection Act 2018 or equivalent legislation. If you have any questions about how we process your personal data, please contact a member of the Trustees.

Appendix 5

Kinfire Children and Youth Volunteer feedback form

Full Name: _________________________________________________________________________________________________________

Role :_________________________________________________________________________________________________________

Date: _________________________________________________________________________________________________________

1. What have you found most encouraging while serving with Children and Youth at Kinfire.

________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

1. What have you found most difficult?

_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________

1. How can Kinfire better support and equip you in this ministry, spiritually, theologically, and practically? (Have you been motivated and equipped for service? What teaching and training would you benefit from? How is our communication?

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

1. Do you have any ideas for how we can better disciple the children in our care, and better support parents as disciple-makers?

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

Do you have any other feedback, suggestions, or requests?

_________________________________________________________________________________________________________

Appendix 6

Kinfire Code of Behaviour for Children and Young people

Group Culture ( Everyone, Ages 4-17)

• Be kind with your words and actions.

• Listen to leaders and other campers.

• Include everyone - no bullying, teasing, or excluding.

Stay Safe

• Stay in your group unless you have permission to leave or are accompanied by a parent or leaders.

• Follow all safety rules - especially near water, during games, and at night.

• No physical fighting, rough play, or dangerous behaviour.

• Let a leader know if someone is hurt or upset.

• Don't keep secrets that make you or someone else feel unsafe.

Use of property and equipment

• Respect school and Kinfire property

• Do not use other peoples property without their permission
  

Mobile Phones & Social Media

• Under 11s: Phones should be left at home or kept with leaders.

• Ages 11-17: Phones are discouraged and use should be limited to contacting parents if needs be.

• No photos or videos of others without permission - ever.

• No posting to social media during camp unless a leader gives the okay.

• No sharing hurtful messages, images, or gossip - online or in person.

• If you see or receive something worrying online, tell a leader straight away.
  

Be Yourself + Be a Good Example

• You don't have to be perfect, but we seek to honour God together.

• Encourage others, worship, and enjoy the fun.

• If you make a mistake, own up - there's always grace.

For Teens (13-17)

• No romantic physical contact or sneaking off in pairs.

• Be a role model - especially to younger campers.
  

What Happens If the Code Is Broken?

We're all learning and growing. If someone breaks this code:

1. Leaders will talk with you kindly and clearly about how we ought to behave.

2. There may be a consequence (e.g., missing an activity).
   

3. If something serious happens, your parents will be informed and in some cases you may not be invited to return.

Appendix 7

Kinfire Code of Behaviour for Workers/Volunteers

This code outlines the boundaries which volunteers are expected to adhere to when working with children.

Organisers and volunteers are responsible to report any breaches in this code, by themselves or another volunteer, to the DLP.

• Treat all children with value, dignity and respect.

• Consider the individual needs of each child (e.g. disability)

• Make an effort to involve and include all children equally.

• Encourage respectful interactions between children.

• Keep any information about a child and family confidential, other than when abiding by reporting procedures.

Child protection

• Be aware of the procedures for recognising, responding to, and reporting abuse.

• Report any safeguarding concerns and disclosures by a child to the DLP, and provide a written record of details.

• Report to the DLP any concerns about a fellow volunteer which may cause harm to a child.

Health and safety

• Provide a safe environment for children

• Don’t leave children unattended or unsupervised

• Be aware of the accident, incident and emergency (e.g. fire) procedures.

• In the event of injury or illness, use a first aider. Contact the parent when necessary.

• Record any accidents or incidents on an accident/incident form.

• Inform parents/guardians of any issues concerning their children.

Physical contact:

• The level of physical contact must be appropriate to the needs and age of the child.

• Touch should generally be initiated by the child and not the volunteer.

• Don’t do things of a personal nature for children that they can do themselves.
  

• Seek consent in relation to physical contact (except in an emergency or a dangerous situation)

• Don’t allow or engage in inappropriate touching

• Don’t allow or engage in rough physical or sexually provocative games.

• Don’t hit or physically chastise children.

• Ensure a child is comfortable when doing activities that might involve physical contact.

• Volunteers may use reasonable force to restrain a child, either to protect them from themselves or to protect other children from harm.

Inappropriate behaviour

• Ensure you are not left alone with a child. Remain visible to other leaders if you are talking to a child confidentially.

• Don’t socialise inappropriately with children or allow an inappropriate relationship to develop with an individual child.

• Don’t humiliate, belittle or put down a child.

• Do not discriminate or allow a child to be discriminated against because of their race, sex, age, sexual orientation or disability.

• Don’t use or allow behaviour and language that is offensive, abusive or sexually suggestive.

• Protect children from sexual embarrassment by avoiding innuendo and wearing modest clothing.

• Do not agree to look after money for a child. Do not lend or borrow money from them.

• Do not take photographs/videos during the children’s programme, or upload any images to social media. Only official photographers are permitted to take photographs.

• Do not communicate with children during or after the Kinfire Festival via electronic means or social Media. If a volunteer receives such communication from a child, they should report it to the DLP.

Bullying

• Encourage children to treat one another with kindness and respect.

• Encourage children to tell if they are being bullied.

• Be alert to signs of bullying and act to stop this.

• Volunteers should record instances of bullying on an incident form and report it to their team leader, so that it can be dealt with and monitored over time.

• Team leaders should inform parents about the issue, and inform the DLP in serious instances.

• Bullying should be dealt with on a case by case basis. If the incident is serious or if bullying is persistent, exclusion or suspension from activities should be considered. In extreme cases where the behaviour is regarded as possibly abusive, a referral to Tusla and/or the Gardai may need to be made.

I have read and understand the Kinfire Code of Behaviour for Workers/Volunteers. I agree to adhere to the code while I am volunteering with Kinfire, and to contact the DLP with any questions or concerns during my volunteer work.

Signed by Volunteer: _____________________________

Date: _____________________________

Appendix 7

Kinfire Safeguarding Focus Group Questions & Questionnaire

Children/young people Focus Group questions:

Do you feel safe at Kinfire?

Do you feel safe during the kids/youth programme?

If you felt unsafe, who would you tell? (Who would you tell apart from your parent/guardian?)

How could we make the kids/youth programme safer for you? How would you make Kinfire safer?

Parents/guardians Focus Group questions:

Do you feel confident of your child’s safety at Kinfire?

Do you feel that your child is safe when at the kids/youth programme?

If you had an issue regarding the safety of your child, who would you contact? How could we make the kids/youth programme safer for your child?

How would you make Kinfire safer?

Volunteers Focus Group questions:

Do you think that children/young people are safe at Kinfire?

Do you think that children/young people are safe when at the kids/youth programme?

If someone had an issue regarding the safety of a child/young person, who would you contact?

How could we make the kids/youth programme safer for children/young people? How would you make Kinfire safer?

Parents/guardians Questionnaire:

Did you feel confident of your child’s safety at Kinfire?

If yes, what contributed to that? In no, why not?

Did you feel that your child was safe when at the kids/youth programme?

If yes, what contributed to that? In no, why not?

If you had an issue regarding the safety of your child, who would you contact? How could we make the kids/youth programme safer for your child?

How would you make Kinfire safer?

Volunteers Questionnaire:

Do you think that children/young people were safe at Kinfire?

If yes, what contributed to that? In no, why not?

Do you think that children/young people were safe when at the kids/youth programme?

If yes, what contributed to that? In no, why not?

If someone had an issue regarding the safety of a child/young person, who would you contact?

How could we make the kids/youth programme safer for children/young people? How would you make Kinfire safer?

Child Safeguarding Statement

Kinfire Festival (Christian Conference Ireland)

We are committed to safeguarding the children and young people who attend Kinfire through protecting them from harm and creating an environment where they can flourish and grow. We understand that children and vulnerable young people may be harmed through a lack of care and attention being given to their needs. We also appreciate that they may be preyed upon by individuals who do not have their best interests at heart.

For these reasons, we have undertaken a risk assessment which sets out our understanding of potential risks, their perceived likelihood of occurring, and steps that we have taken to manage that risk.

Kinfire is an annual festival in Ireland that exists to gather Christians from across the island to build them up and strengthen local churches. The festival takes place in Kilkenny College each August. As part of our festival, we provide a number of services to groups such as babies & toddlers ’activities, children’s and youth groups, for young people attending our festival with their parent(s) or guardian(s). Our children’s groups provide childcare, Bible teaching, singing and activities to children while their parents/guardians attend talks and seminars.

Risk assessment

We have carried out an assessment of any potential for harm to a child while availing of our services including the area of online safety when accessing the internet. Below is a list of the areas of risk identified and the list of procedures for managing these risks.

Against each potential risk we have identified steps to mitigate those risks. These risks are reviewed after each festival to ensure that the steps taken were sufficient.

Procedures

Our Child Safeguarding Statement has been developed in line with requirements under the Children First Act 2015, the Children First: National Guidance, and Tusla’s Child Safeguarding: A Guide for Policy, Procedure and Practice. In addition to the procedures listed in our risk assessment, the following procedures support our intention to safeguard children while they are availing of our service:

Procedure for the management of allegations of abuse or misconduct against workers/volunteers of a child availing of our service

Procedure for the safe recruitment and selection of workers and volunteers to work with children

Procedure for provision of and access to child safeguarding training and information, including the identification of the occurrence of harm

Procedure for the reporting of child protection or welfare concerns to Tusla Procedure for maintaining a list of the persons in Kinfire who are mandated persons Procedure for appointing a relevant person

All procedures listed are available upon request.

Implementation

Kinfire is committed to maintaining the highest possible standards with respect to both safeguarding procedures and culture. We recognise that this is an ongoing process which needs constant vigilance and review. As a result matters of safeguarding a standing item on our board’s agenda and our policies are fully reviewed on an annual basis. This review is undertaken with the collaboration of both parents and volunteers to ensure that, as far as we are able, a 360o review is carried out every 12 months. We are committed to the implementation of this Child Safeguarding Statement and the procedures that support our intention to keep children safe from harm while availing of our service. This Child Safeguarding Statement will be reviewed annually (no later than 30th April), or as soon as practicable after there has been a material change in any matter to which the statement refers.

Signed:

Chairperson of the Board

For queries, please contact Mark Smith (info@kinfire.ie) - Relevant Person under the Children First Act 2015.