Managing safeguarding concerns

Every organisation can prepare its staff and volunteers to deal with issues when they occur. Everyone working in your team should have induction or training and the right support to identify risks and recognise the signs and symptoms of harm and abuse. Your team should understand the particular risks to the people you work with. Your organisation's culture should encourage anyone worried about someone to speak up, even if they are not certain.

You should adopt a set of safeguarding procedures that detail how these issues will be managed in your organisation.

• Read our guidance about setting policies and procedures 

What action you and others in your organisation will take depends on the type of harm, level of risk and whether a child or an adult at risk of harm is affected.

General principles to consider when responding to a safeguarding worry include:

• Listen carefully: Provide a safe space for individuals sharing concerns to express themselves. Whether they are telling you about issues in their own life or worried about others, listen calmly without judgment and acknowledge their feelings. Avoid any accusatory or leading questioning, focusing only on clarifying the situation.
• Be alert to others behaviour: Be observant to potential breaches of your organisation's code of conduct or inappropriate behaviour.
• Always promptly report: Inform your organisation's designated safeguarding lead (if you have one) or relevant authorities as soon as possible. Timely reporting is crucial.
• Maintain confidentiality: Keep the details of the concern confidential, sharing information only with those who need to know, such as your organisation's designated safeguarding lead. Do not inform a colleague directly if someone has made an allegation against them.
• Make a written record: Write down all relevant details accurately, including dates, times, and what was said or observed. Share this with your organisation's designated safeguarding lead.
• Others may need help: Your primary concern should be the best interests of the person at risk of harm. However, others may be impacted or affected. Consider how those responding to concerns or who have had an allegation raised about them might need support.
• Get support If unsure, consult with safeguarding professionals or helplines for advice on how to proceed appropriately.

Who your organisation tells will depend on the circumstances of the concern.

Potential bodies to share information with include:

• You can report a suspected crime to the police.
• If an incident involves a child or adult at risk of harm, you should report it to social services.
• Depending on the nature of your organisation, you might notify a regulator like the Care Inspectorate or depending on the nature of the concern, you might notify a regulator like the Information Commissioner Office.
• Depending on the nature of any professional implications, you might notify a professional body like the Scottish Social Services Council
• If you believe someone in your team has shown harmful behaviour to children and certain groups of adults, check if you need to refer them to Disclosure Scotland.
• If you are worried that a charity may be putting the people it helps at clear risk of harm, for example, by not having appropriate safeguarding procedures, you might inform the Scottish charity regulator OSCR through the Raise a Concern Form.