Safeguarding Statement

1. Introduction and scope

1.1 Purpose

• The Open Community is committed to safeguarding children, young people and adults at risk in all activities, including community sponsorship, community welcome, hosting, and community-based support for refugees and displaced people.

1.2 Scope

• This policy applies to all staff, board members, volunteers, interns, contractors, and members of community/welcome groups and host households engaged with The Open Community.
• It covers all activities where The Open Community directly delivers support to community welcome groups and newcomers, e.g. in the formation of a sponsorship group, and pre- and post-arrival supports.

1.3 Legal and policy framework (Ireland)

• Children First Act 2015 and Children First: National Guidance for the Protection and Welfare of Children 2017.
• HSE Safeguarding Vulnerable Persons at Risk of Abuse Policy 2014 (and any successor guidance).
• Relevant provisions of data protection law (GDPR and Irish Data Protection Acts) and any funder or network safeguarding standards you adopt.

2. Definitions and principles

2.1 Key definitions

• Child: any person under 18 years of age.
• Adult at risk: an adult who, due to age, disability, illness, trauma, isolation, or social or economic circumstances, may be unable to protect themselves from harm or exploitation.
• Abuse: physical, emotional/psychological, sexual, neglect, financial/material, discriminatory abuse, organisational abuse and domestic violence.
• Harm (children): as defined in Children First Act 2015, including assault, ill‑treatment, neglect or sexual abuse.

2.2 Guiding principles

• The best interests and rights of the person are paramount.
• Do no harm and trauma‑informed practice, recognising refugees may have experienced conflict, torture, trafficking or exploitation.
• Non‑discrimination and respect for dignity, culture, religion, gender and sexual orientation.
• Empowerment, consent and choice in all interactions, including hosting arrangements.
• Confidentiality and information‑sharing on a need‑to‑know basis, in line with legal duties to report.

3. Roles, responsibilities and governance

3.1 Board of Directors

• Owns the safeguarding policy, approves and reviews it at least every two years or after serious incidents.
• Ensures safeguarding risks are included in the organisational risk register and that adequate resources, training and supervision are in place.

3.2 Safeguarding Lead and Deputy

• Safeguarding Lead (SL) = Ger Harvey, Interim Executive Director
• Designated Liaison Person (DLP) = Martina Deasy, Retired Social Worker
  • Contact details published internally and on key public-facing materials.
• Responsibilities:
  • Provide advice and support on safeguarding to staff, volunteers and community groups.
  • Receive, document and assess concerns, and decide on referral to Tusla, HSE Safeguarding and Protection Teams and/or An Garda Síochána.
  • Maintain secure safeguarding records and report anonymised data and trends to the Board.

3.3 Staff and volunteers

• Must read and sign this policy and the code of conduct; complete required training; follow procedures; and report any concerns or allegations promptly to the SL.

3.4 Community groups and hosts

• All community/welcome groups and host households supported by the NGO must:
  • Sign a Memorandum of Understanding (MoU) including safeguarding clauses.
  • Agree to follow this policy and code of conduct (or demonstrate an equivalent policy).
  • Cooperate with the NGO and statutory bodies in managing concerns and incidents.

4. Safe recruitment and vetting

4.1 Recruitment of staff and volunteers

• Clear role descriptions and application process for any position involving contact with refugees, children or adults at risk.
• Garda vetting for roles that meet the legislative criteria (e.g. regular, scheduled work with children or vulnerable adults).

4.2 Selection and screening of hosts and community sponsors

• Simple but structured assessment process for host households and key group coordinators, including:
  • Application form outlining household composition, space offered, and motivation.
  • Remote interview online with sponsorship coordinator.
  • Remote home check by video call and photos to assess basic safety functions before placement (see section 6).
• Additional checks (including Garda vetting) where hosting involves regular contact with children or adults at risk, in line with legal thresholds and risk assessment.

5. Code of conduct and safe behaviour

5.1 General behaviour standards

• Treat all people with respect, listen without judgement, and avoid any behaviour that could be seen as abusive, exploitative or discriminatory.
• Do not develop sexual or romantic relationships with beneficiaries or misuse power (including offering housing, money or support in exchange for sex, labour or other favours).

5.2 Boundaries in hosting and home‑based support

• Respect privacy: no entering bedrooms or bathrooms without explicit consent and necessity; hosts provide private, lockable space wherever possible.
• Household expectations (chores, visitors, quiet hours, shared spaces) discussed, agreed and written down at the start of hosting.
• No requirement for beneficiaries to provide domestic work, childcare or other services in exchange for accommodation beyond what is reasonable and mutually agreed.
• Gifts and money: clear rules on loans, gifts and shared expenses to reduce dependency and exploitation risks.

5.3 Contact with children and young people

• Never be alone with a child where you cannot be observed, unless this is an essential part of the role and has been explicitly risk‑assessed and approved.
• Physical contact only when appropriate, necessary and with the child’s consent; avoid any behaviour that could be misinterpreted.
• Parents/guardians retain primary responsibility; hosts and volunteers must not take a child overnight or on trips without explicit parental/guardian consent and, where relevant, risk assessment.

5.4 Digital and social media

• Use agreed channels for communication; avoid private, unrecorded one‑to‑one messaging where possible, especially with children.
• Do not share images, stories or personal details about beneficiaries without informed, written consent and clear explanation of how they will be used.

6. Hosting and home visit procedures

6.1 Pre‑placement assessment and preparation

• Conduct a structured remote/online home visit to:
  • Check the accommodation is safe, adequately furnished and in a reasonable state of repair.
  • Identify any hazards (e.g. fire safety, locks, privacy, accessible exits).
• Document findings using a standard checklist; address any essential issues before placement.
• Provide hosts and beneficiaries with a written hosting agreement covering: length of stay, roles and expectations, house rules, financial arrangements, privacy, guests, curfew, and how to raise concerns or end the arrangement.

6.2 Conduct of home visits by staff/volunteers

• In the majority of cases, check-ins and mediations will be conducted remotely and online. The below guidelines apply to exceptional cases when an in-person visit is deemed feasible and most appropriate.
• Risk-assess each type of visit (e.g. routine check-in, conflict mediation, vulnerable individual) and decide whether two-person visits are required.
• Record planned visits (time, location, purpose) in advance and follow a lone‑worker safety procedure (check‑in and check‑out).
• Keep visits time‑limited and focused; avoid accepting gifts or favours that could compromise professional boundaries.

6.3 Ongoing monitoring and support

• Ongoing, scheduled check‑ins (by phone or email) with both host and beneficiary to monitor well‑being, boundaries and any early warning signs.
• Option for either party to request mediation or support from The Open Community where tensions arise.
• Clear, non‑punitive process for ending a placement safely, with contingency planning where possible.

7. Recognising and responding to concerns

7.1 Recognising concerns

• Concerns may arise from: disclosures, observations, third‑party reports, or patterns of behaviour (e.g. controlling behaviour by a host, signs of fear, injuries, withdrawal, self-neglect).
• Staff and volunteers are not expected to investigate, but must notice and pass on concerns promptly.

7.2 Immediate safety

• If anyone is at immediate risk of harm, contact emergency services (999/112) or An Garda Síochána and take reasonable steps to secure safety.
• Inform the Safeguarding Lead as soon as practicable.

7.3 Internal reporting process

• Any concern or allegation must be reported to the SL as soon as possible, and within the same working day where feasible.
• Use a standard incident form, capturing: who, what, when, where, witnesses, what was reported, and your own actions.

7.4 External reporting (statutory agencies)

• Children: the SL assesses whether the concern meets the threshold for reporting to Tusla under Children First and/or as a mandated report, and submits a report using Tusla’s reporting forms.
• Adults at risk: the SL considers referral to HSE Safeguarding and Protection Teams in line with HSE policy.
• Criminal concerns: where a crime may have been committed, the SL or senior manager informs An Garda Síochána without delay.
• If the SL is not available, or the situation is complex, then the DLP can also be contacted.

7.5 Allegations against staff, volunteers, hosts or community group members

• Remove the person from direct contact with beneficiaries where necessary to manage immediate risk (this may include temporary suspension or removal from hosting pending inquiry).
• Follow internal HR or volunteer procedures, while cooperating fully with Tusla/HSE/Gardaí. Internal investigation will not interfere with statutory processes.
• Provide appropriate support to the person who may have been harmed and to the person who is the subject of the allegation, recognising the need for fairness and confidentiality.

8. Record‑keeping, data protection and learning

8.1 Record‑keeping

• All safeguarding concerns, decisions and actions are recorded on secure systems accessible only to the SL, DLP, and designated senior management.
• Records are kept in line with data protection requirements and retention schedules.

8.2 Data protection and confidentiality

• Information is shared only on a need‑to‑know basis and in accordance with legal duties under Children First and HSE Safeguarding policy.
• Service users are informed about limits to confidentiality at first contact and in hosting agreements.

8.3 Learning and review

• After any serious incident, the SL conducts a brief internal review to identify learning and updates to practice.
• The Board receives at least annual anonymised safeguarding reports (number and type of concerns, referrals, training completed, policy updates).

9. Training, communication and implementation

9.1 Training

• Induction training on safeguarding and reporting routes for all staff, volunteers, and board members.
• Short, accessible training or briefing sessions and written guides for community groups and hosts, tailored to their role.

9.2 Communication

• Policy and a one‑page “What to do if you are worried” guide shared with all stakeholders.
• Hosting agreements and community group MoUs attach or link to core safeguarding expectations and contact details for raising concerns.

9.3 Review

Policy reviewed every two years, or earlier if there is a major incident, legal change, or expansion of activities (e.g. new hosting model).