Safeguarding Policy

Last updated: August 2025

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Table of Contents

  1. Introduction
  2. Definitions
  3. Purpose
  4. Scope
  5. Responsibilities
  6. Principles for Protecting Vulnerable Persons
  7. Partner Expectations
  8. Safeguarding Procedures
  9. Reporting Safeguarding Concerns
  10. Action and Follow-Up
  11. Prevention Measures
  12. Monitoring and Review
  13. Annex 1: Child Protection Standards

  1. Introduction

The Institute of African Research and Innovation (iARAi) is dedicated to advancing sustainable development across Africa through research, policy, and innovation. Our work often involves engaging with vulnerable communities, including children and adults at risk. This Safeguarding Policy (the “Policy”) outlines iARAi’s commitment to protecting vulnerable persons from harm, abuse, and exploitation in all our activities, ensuring their rights, dignity, and well-being are upheld. The Policy establishes clear procedures for preventing, identifying, and responding to safeguarding concerns, aligning with international standards such as the UN Convention on the Rights of the Child (1989) and the UN Convention on the Rights of Persons with Disabilities (2008).

  1. Definitions

  1. Child: Anyone below the age of 18 years, as defined by the UN Convention on the Rights of the Child (1989).
  2. Adult: Anyone aged 18 years or over.
  3. Adult at Risk: An adult aged 18 or over who has care and support needs due to age, frailty, mental or physical health problems, disabilities, or the impact of disasters or conflicts, and is unable to protect themselves from harm, exploitation, or abuse (Care Act 2014).
  4. Vulnerable Persons: Children and adults at risk, collectively referred to as vulnerable persons in this Policy.
  5. Abuse: Behaviour that causes harm, endangers life, or violates the rights of a vulnerable person, including: (a) Physical Abuse: Deliberate injury, such as hitting, shaking, poisoning, or inappropriate use of medication or restraint. (b) Emotional/Psychological Abuse: Emotional ill-treatment, including threats, humiliation, coercion, or isolation, adversely affecting well-being. (c) Neglect: Ongoing failure to meet basic physical or psychological needs, such as ignoring medical care, nutrition, or social interaction. (d) Sexual Abuse: Unwanted or non-consensual sexual activities, including rape, assault, or exposure to inappropriate material. Any sexual activity involving a child is considered abuse, regardless of consent. (e) Financial or Material Abuse: Theft or misuse of a person’s money, property, or assets, including fraud or coercion. (f) Discriminatory Abuse: Repeated discrimination based on age, sex, gender, disability, race, religion, or other characteristics, leading to unequal treatment or harassment. (g) Organisational Abuse: Mistreatment or neglect by an organisation or its personnel, violating dignity or human rights. 
  6. Exploitation: Manipulating vulnerable persons for financial, sexual, commercial, or extremist purposes, often through grooming or coercion, including: (a) Sexual Exploitation: Exploiting individuals for money, power, or status, including trafficking. (b) Modern Slavery: Forced labour, domestic servitude, or coercion into abusive situations.
  7. Radicalisation: Grooming vulnerable persons to support terrorism or violent extremism.
  8. Harmful Traditional Practices: Violence rooted in cultural practices, such as Female Genital Mutilation (FGM), forced early marriage, or harmful rituals, often targeting women, girls, or individuals with disabilities.
  9. Safeguarding: Promoting and protecting the health, well-being, and human rights of vulnerable persons, ensuring they live free from harm, exploitation, and abuse.
  10. Safeguarding Concern: A worry about the safety or well-being of a vulnerable person based on observed, reported, or disclosed information.
  11. Safeguarding Focal Person (SFP): A designated staff member responsible for receiving and managing safeguarding concerns.

  1. Purpose

This Policy aims to: 

  1. Ensure the safety and protection of vulnerable persons involved in iARAi’s research, programmes, and partnerships. 
  2. Establish clear procedures for preventing and addressing abuse, exploitation, or harm. 
  3. Promote a culture of safeguarding awareness among iARAi staff, partners, and stakeholders. 
  4. Ensure safeguarding concerns are reported and addressed promptly and appropriately.

  1. Scope

This Policy applies to all iARAi staff (including employees, researchers, consultants, and volunteers), Board members, and partners who engage with vulnerable persons directly or indirectly through iARAi’s activities across Africa and beyond. It covers all forms of abuse and exploitation outlined in Section 2 and aligns with iARAi’s Whistleblowing Policy for reporting concerns.

  1. Responsibilities

  • Board of Directors: 
    • Ensure adequate safeguarding measures and policies are in place. 
    • Monitor compliance and review policies regularly (at least every three years). 
    • Promote a culture of safeguarding awareness. 
    • Ensure serious incidents are reported to relevant authorities.
  • Management Team: 
    • Implement the Policy and address safeguarding matters in regular meetings. 
    • Present an annual safeguarding report to the Board, detailing incidents and actions taken.
  • Safeguarding Focal Person (SFP): The Director of Operations, responsible for: 
    • Receiving and registering safeguarding concerns. 
    • Assessing risks and consulting with leadership, legal, or programme staff. 
    • Making referrals to authorities or partners as needed. 
    • Ensuring staff and partners receive safeguarding training.
  • Managers: 
    • Ensure new staff are trained on the Policy during induction. 
    • Implement safeguarding measures within their teams. 
    • Address concerns promptly.
  • Human Resources (HR): 
    • Incorporate safeguarding checks in recruitment processes. 
    • Document staff compliance with the Policy. 
    • Include Policy briefing in induction processes.
  • All Staff: 
    • Adhere to the Policy and iARAi’s Code of Conduct. 
    • Report safeguarding concerns via the Whistleblowing Policy channel: whistleblowing@theiarai.org 

  1. Principles for Protecting Vulnerable Persons

iARAi staff and partners shall: 

  • Treat all vulnerable persons with dignity and respect, without discrimination based on race, gender, disability, religion, or other status. 
  • Ensure equal protection from abuse and exploitation for all vulnerable persons. 
  • Challenge inequalities and promote the welfare of vulnerable persons. 
  • Recognise the responsibility of all staff and partners to protect vulnerable persons. 
  • Ensure activities involving vulnerable persons are planned to create safe, caring environments. 
  • Work with partners to meet minimum safeguarding standards, guided by frameworks like the Core Humanitarian Standard (CHS) Alliance. 
  • Act as representatives of iARAi at all times, upholding this Policy even outside working hours. 

A Caring Environment is one where: 

  • The health, safety, and welfare of vulnerable persons are prioritised. 
  • Staff are trained to recognise and prevent abuse. 
  • Clear reporting systems are in place for safeguarding concerns.

  1. Partner Expectations

iARAi expects partners to: 

  • Adopt and implement safeguarding policies aligned with this Policy. 
  • Develop codes of conduct prohibiting abuse and exploitation of vulnerable persons. 
  • Create caring environments in their operations, especially when working directly with vulnerable persons. 
  • Conduct risk assessments for activities involving vulnerable persons, addressing factors like travel, supervision, and consent.

iARAi will include a safeguarding clause in all partner agreements, stating:
“iARAi is committed to protecting vulnerable persons, including children under 18 and adults at risk, from all forms of abuse and exploitation. The Recipient/Partner is expected to adhere to iARAi’s Safeguarding Policy and promote its values and standards in their work.”

The Policy will be publicly available at www.theiarai.org, and iARAi will provide guidance to partners to support compliance.

  1. Safeguarding Procedures

  • Staff and partners must be alert to signs of abuse or exploitation and report concerns immediately to the SFP. 
  • The SFP will: 
    • Register concerns and collect additional information. 
    • Assess risks and consult with leadership, legal, or programme staff. 
    • Refer cases to local authorities, partners, or community leaders as appropriate.
  • Staff must not investigate allegations themselves but report directly to the SFP. 
  • A risk assessment must be conducted and approved for activities involving vulnerable persons (e.g., workshops), covering travel, supervision, safe spaces, and consent.

  1. Reporting Safeguarding Concerns

Safeguarding concerns must be reported if: 

  • Abuse is observed or suspected. 
  • An allegation of abuse is made. 
  • A vulnerable person discloses abuse. 
  • A complaint involves possible abuse by an iARAi staff member or partner.

Reports should be made via iARAi’s Whistleblowing channels. The SFP will: 

  • Acknowledge receipt within 3 working days. 
  • Conduct a preliminary assessment to determine the seriousness of the concern. 
  • If necessary, disclose information to the Management Team for further action. 
  • Protect the privacy and confidentiality of all parties involved, sharing information only with those who need to know.

  1. Action and Follow-Up

  • Investigation: The SFP, in consultation with relevant managers, will investigate allegations. The individual(s) concerned will be informed of the allegations and the investigation process. If necessary, they may be reassigned, placed on leave, or suspended during the investigation. 
  • Evidence Collection: Investigations may involve the iARAi team or, if appropriate, local authorities, with SFP approval. 
  • Reporting: A report detailing findings, conclusions, and recommended actions will be shared with the Management Team and Board, respecting confidentiality to avoid reputational harm to innocent parties. 
  • Action: Actions will be determined in consultation with the Management Team and legal staff, which may include disciplinary measures, referral to authorities, or programme adjustments.

  1. Prevention Measures

iARAi will: 

  • Conduct safeguarding checks during recruitment, including: 
    • Assessing roles for contact with vulnerable persons and associated risks. 
    • Requiring consent for background checks, verification of qualifications, and up to three employment references, including questions about suitability to work with vulnerable persons. 
    • Using probationary periods to confirm suitability.
  • Provide mandatory safeguarding training for all staff and partners, included in induction processes. 
  • Develop guidelines for safe use of digital communication (e.g., email, social media) to prevent abuse. 
  • Ensure activities involving vulnerable persons are planned with risk assessments and safeguards, such as supervision and parental consent. 
  • Encourage partners to adopt similar standards, referencing resources like the Core Humanitarian Standard (CHS) Alliance.

  1. Monitoring and Review

  • Compliance with safeguarding measures will be monitored through regular audits and reports to the Board. 
  • iARAi will seek feedback from vulnerable persons, communities, and partners on the effectiveness of safeguarding practices. 
  • All incidents, allegations, and complaints will be recorded and monitored in a secure register. 
  • The Policy will be reviewed every three years, or sooner if needed, with input from staff, partners, and communities.

  1. Annex 1: Child Protection Standards

The following standards, adapted from Keeping Children Safe, guide iARAi’s child protection efforts: 

Children and the Organisation 

  1. iARAi and its partners clearly communicate their responsibility to protect children. 
  2. Staff and partners demonstrate a commitment to child protection through their behaviour. 
  3. Awareness of the UN Convention on the Rights of the Child (1989) underpins child protection efforts. 
  4. Managers ensure children’s voices are heard and their rights are upheld. 
  5. All children have equal rights to protection, and non-violent, non-humiliating behaviour management is used.

Policies and Procedures 

  1. A written child protection policy is in place and endorsed by the Board. 
  2. Procedures provide step-by-step guidance for addressing child safety concerns. 
  3. A named SFP has clearly defined responsibilities. 
  4. Procedures account for local cultural and contextual factors.

Preventing Harm 

  1. Recruitment processes include background checks and reference verification for roles involving children. 
  2. Guidelines define acceptable and unacceptable behaviour with children. 
  3. Consequences for violating guidelines are linked to disciplinary procedures. 
  4. Guidance ensures safe use of information technology to protect children. 
  5. Activities involving children include adequate supervision and safeguards. 
  6. Staff have confidential channels to raise concerns about unacceptable behaviour.

Implementation and Training 

  1. Clear guidance is provided to staff and partners on keeping children safe. 
  2. Child protection measures are culturally sensitive but do not condone harmful practices. 
  3. Staff and partners receive training on recognising and responding to child abuse.

Information and Communication 

  1. Children are informed of their right to be safe from abuse. 
  2. Contact details for the SFP and local child protection resources are widely available. 
  3. Children receive information on where to seek help for abuse or harassment.

Monitoring and Review 

  1. Compliance with child protection measures is monitored regularly. 
  2. Children and caregivers are consulted on safeguarding policies and practices. 
  3. Incidents and allegations are recorded and used to improve policies. 
  4. Policies are reviewed at least every three years with stakeholder input.