Child Protection Policy

● Recognise harm caused by physical, sexual, emotional abuse, neglect or exploitation, harassment or bullying within or outside the workplace and in the communities that we serve.
● Increase understanding of safeguarding and child protection risks and define responsibilities for appropriate safeguarding and child protection behaviour by all VCTT beneficiaries, including but not limited to board members, staff members, parents,volunteers, children and vulnerable populations.
● Solidify our commitment to include safeguarding and child protection principles during strategic and project planning, programme delivery, monitoring and evaluation in order to assess and address the potential safeguarding and child protection risks associated with VCTT’s overall operations and project activities.
● Establish processes for: 

• required safeguarding and child protection protocols during recruitment and training of VCTT stakeholders
• VCTT stakeholders to report concerns regarding suspected safeguarding and child protection misconduct to promote a culture of accountability, transparency and
• safety
• investigating and managing reported allegations of safeguarding and child protection misconduct

Reinforcing VCTT’s zero-tolerance for any VCTT stakeholder who violates the safeguarding and child protection principles by:

• Recognising the prevalence of Safeguarding and Child Protection misconduct
• Establishing a culture of reporting such misconduct, where discussion about preventing and handling of Safeguarding and Child Protection issues is normalized and encouraged
• Appropriately addressing instances of Safeguarding and Child Protection misconduct with an ultimate goal of zero instances of such misconduct.
• Recognising and complying with all relevant Trinidad and Tobago legislation

In particular, Staff and Volunteers will:

• a. Accept assignments consistent with their interest, abilities, and available time.
• b. Accept assignments with an open mind and a willingness to learn.
• c. Attend orientation and all relevant training/team building sessions. Training will form an exciting and important part of your volunteering experience and provides valuable information to help you to carry out your role.
• d. Operate under their designated roles. However, staff and volunteers may also support additional activities or tasks where requested.
• e. Be dependable, recognizing the commitment and responsibility to the assignment.
• f. Attend the Projects he/she has committed to as failure to do so would negatively affect scheduling and relations with VCTT, its partners and its beneficiaries/clients. If a staff or volunteer, through emergency, cannot attend the project, a notice of at LEAST 24hrs is requested. This is to ensure we make alternative arrangements to fill your role. Failure to give notice may place additional pressure on existing staff and volunteers and damage the reputation of VCTT and its partners.
• g. Arrive at the projects he/she has committed to promptly, and are expected to remain at the project until the agreed finishing times.
• h. Be neatly groomed, presentable and maintain a high level of personal hygiene at all times when on duty.
• i. Dress in a manner appropriate to the function in which you are engaged.
• j. Display respect and courtesy for VCTT members, beneficiaries/clients, other Volunteers, staff of the Partner Organisation and any other persons you come into interaction with during the scope of the Project. Any form of aggressive, rude, offensive, or anti-social language or behaviour is not acceptable. In particular, any form of bullying or harassment will be treated with the utmost seriousness, and could ultimately lead to the removal/dismissal of a staff or volunteer.
• k. Work cooperatively as a team member with other staff and volunteers.
• l. Use cellular phones and computers on site ONLY if such usage does not distract from the task being performed.
• m. Be open and honest in your dealings with VCTT and communicate your needs as well as the ways in which we can improve our volunteer program and the support that you receive. Also communicate clearly your limitations or reservations in respect of any Project you are assigned to.

If a staff or volunteer feels uncomfortable performing a specific task, he/she can calmly refuse to do the task as long as this is reported to their Project Supervisor or Volunteer Impact Leader at VCTT with the reason for doing so.

Confidential Information:
As a staff or volunteer you have an obligation to protect confidential or personal information in relation to other staff or volunteers and the Partner Organisations you are working with. If you have access to confidential information (including addresses or telephone numbers), you should never discuss or disclose such information to anyone other than the person/s authorised to receive it, both during and after your involvement with the organisation/event, except in circumstances in which you are required to disclose information by law.

Discrimination/Equal Opportunity:
VCTT is committed to ensuring that all volunteers, regardless of disability, gender and/or gender expression, age, ethnicity, religion or lack thereof, sexual orientation, marital status or nationality are treated equally in an inclusive environment of dignity, respect and freedom from discrimination, as such:

• a. Staff and volunteers may not discriminate or encourage discrimination of any kind
• b. If a staff or volunteer feels discriminated against in ANY way, he/she may lodge a complaint with a member of the Volunteer and Partner Impact (VPI) team and actions will be taken to prevent any such incident from occurring.

Facilities and Property:
VCTT and its partners have significant constraints on resources and have a high level of public accountability. We ask you to be efficient and economical and protect these assets. This covers all consumables and equipment including, but not confined to, items such as stationery, communication devices, computers, office equipment and other equipment. Property (including consumables) is not to be removed from the premises and/or used for private purposes without prior authority from your immediate supervisor/manager. You are not authorised to use any associated organization’s equipment such as faxes, photocopiers, PC’s and phones for private purposes.

Intellectual Property
Staff and volunteers agree to transfer all intellectual property rights and interests (including copyright) in any ideas or materials they create relating to their provision of services to VCTT.

Staff and volunteers are taken to consent to VCTT’s use of such creations in a manner reasonably contemplated by the voluntary services provided under this document. Any credit for such contributions will be provided at the discretion of VCTT. As a staff or volunteer you also agree not to bring any claim for infringement of your moral rights in respect of that use.

Health & Safety:
Staff and volunteers are required to exercise reasonable care in the course of your role to ensure the Health and Safety of yourself and others. In particular, staff and volunteers should operate under the following safety responsibilities:

• a. Pay close attention and familiarize yourself with any associated facilities, especially exits and access points.
• b. Familiarise yourself with any emergency plans for any associated venues (e.g. fire evacuations).
• c. Cooperate fully with all associated staff at all times and follow emergency plans and procedures.
• d. Do not use any equipment or machinery which you have not been trained to use.
• e. Take care when lifting and carrying (e.g. don’t lift very heavy boxes).
• f. Report any potential hazards to a member of staff.
• g. In the event of fire/hazard or any other risk, remove yourself and warn others of imminent danger.
• h. If you feel an activity is unsafe or you feel unwell report this to your supervisor.
• i. Contribute to a safe and healthy workplace - don’t leave things lying around, keep work areas and passageways clear and tidy.
• j. Report any injuries to a designated first-aider for assistance. This is to be done regardless of perceived severity of injury.

VCTT’s Safeguarding and Child Protection Behaviour Commitments

VCTT is opposed to any form of discrimination, exploitation and abuse, including slavery, coerced conscription, prostitution, trafficking of persons for any purpose, vulnerable adult or child abuse, and dangerous or exploitative child labour. In the design and implementation of programmes and policies, we seek always to work without bias, to do no harm and to reduce (rather than contribute to) the consequences of discrimination, exploitation and abuse.

As described in our Code of Conduct, all VCTT stakeholders must commit to respecting and safeguarding the rights and dignities of all people, and protecting our beneficiaries (staff members, volunteers (especially vulnerable communities, adults and children) and partners fromexploitation and abuse. This includes the following general standards of behaviour:

• We will respect, promote and safeguard the rights and dignities of all people (with particular attention to beneficiaries, vulnerable adults and children) without discrimination or bullying of any kind.
• We will not engage in any abuse of authority, position or influence by withholding humanitarian assistance or manipulating selection or targeting processes for beneficiaries.
• We will help to create and maintain an environment that prevents sexual exploitation and abuse, safeguards the rights of beneficiaries, and communities (especially vulnerable adults and children), and promotes the implementation of VCTT’s Code of Conduct.
• We will ensure that in all prevention and response activities, the safety, welfare, needs and wishes of survivors of physical or sexual abuse or exploitation, harassment or bullying remain paramount.

VCTT will develop and implement policies, procedures, training and other tools as necessary to support adherence to these commitments and this policy.

VCTT will appoint an independent Safeguarding Officer who will be responsible for monitoring the appropriate implementation of VCTT’s Safeguarding and Child Protection Policy and overall safeguarding and child protection framework.

A. Prevention of Sexual Exploitation and Abuse

Sexual exploitation and abuse (SEA) occurs when people in power exploit or abuse vulnerable populations for sexual purposes. All VCTT stakeholders are prohibited from engaging in sexual exploitation or abuse. In alignment with the VCTT Code of Conduct, all VCTT stakeholders must commit to the following safeguarding and child protection principles and SEA prevention standards (as established by the United Nations) both at work and away from work:

1. We will never engage in sexual exploitation or abuse.
2. We will never engage in sexual activity with a child (person under the age of 18) regardless of the age of majority or age of consent locally. Mistaken belief in the age of a child is not a defence.
3. We will never exchange money, employment, goods or services (including assistance that is due to beneficiaries) for sex, sexual favours or other forms of humiliating, degrading or exploitative behaviour.
4. We will not engage in a sexual relationship with a beneficiary, since it is based on inherently unequal power dynamics and undermines the credibility and integrity of VCTT’s core values. 

Such activities constitute serious misconduct and are grounds for termination of the individual’s
employment or affiliation with VCTT. In addition, VCTT will actively support the prosecution of individuals in cases of proven misconduct.

B. Child Protection

VCTT believes that all children, in all circumstances, have the right to feel and be safe and to live free from harm, exploitation and abuse. VCTT strives to be a safe space for children and reduce the risk of child abuse in all aspects of our operations. A list of VCTT’s Child Protection policy rules are listed below:

1. In accordance with the Children’s Act of Trinidad & Tobago VCTT’s stakeholders must not engage in sexual intercourse or engage in any sexual activity and/or discussion with anyone under 18 years of age, regardless of age of consent locally. Mistaken belief in the
age of a child is not a defence.

2. VCTT’s stakeholders must not engage in any harmful, inappropriate and/or terrorist content, activities or behaviours. This includes but is not limited to religious, racial, ethnic, sexual orientation and gender based persuasions, bullying, harassment or abuse, as well as discriminatory, coercive or illegal activity.
3. VCTT’s stakeholders must act in line with this Safeguarding and Child Protection Policy and the Volunteer Center of Trinidad and Tobago’s Code of Conduct which ensures that the protection and promotion of the safety and wellbeing of all its stakeholders, especially vulnerable adults or groups and children is prioritised at all times.
4. VCTT will recruit staff and volunteers safely, ensuring all necessary background and verification checks are in place prior to working with children and young people.
5. All VCTT staff, volunteers and beneficiaries where relevant must undertake training, appropriate to their position on safeguarding and child protection procedures. This training must include clear guidelines on working safely with children and young people.
6. All VCTT stakeholders must sign the VCTT’s Code of Conduct prior to the commencement of any activities or work affiliated with VCTT.
7. All VCTT stakeholders must report any incident which violates our Safeguarding and Child Protection Policy

C. Prohibition of Prostitution, Trafficking and Forced Labour

1. Prostitution: VCTT expressly prohibits sex trafficking and the procurement of commercial sex acts by any VCTT stakeholder. These standards apply at all times (including when on leave or off duty) and even when commercial sex acts are legal in the local context.
2. Pornography: VCTT expressly prohibits all VCTT stakeholders from accessing, possessing, or circulating pornographic content using VCTT computers or other devices, VCTT email accounts, VCTT-related electronic distribution lists, or an internet connection paid for by VCTT. These standards apply at all times, even when on leave or off duty. Such actions violate VCTT’s commitment to create and maintain an environment that prevents harassment and sexual exploitation or abuse, and therefore will result in disciplinary consequences, up to and including termination, against the individuals involved.
3. Human Trafficking and Forced Labour: VCTT expressly prohibits human trafficking and the use of forced labour by any VCTT stakeholders. VCTT stakeholders will not engage in any of the tactics commonly associated with either of these types of misconduct as defined above.
4. Dangerous or Exploitative Child Labour: While VCTT actively welcomes volunteers, this policy also is designed to safeguard the labour provided by children. These standards are designed not only to prevent the economic exploitation of children, but also to protect
their health, safety and morals. Parental or guardian consent is required for any child under the age of 18 to work or participate in any VCTT related projects, programmes and/or activities.

Protocols for Survivor Assistance

VCTT’s support to survivors will be provided regardless of the status or outcome of an investigation. Upon receipt of an allegation of safeguarding and child protection misconduct, VCTT will consider providing any or all of the following forms of survivor assistance, as
appropriate depending on the nature of the allegations, the circumstances involved, and the informed consent of the survivor:

• .Immediate material care: Assistance in acquiring support to provide for temporary needs such as trauma-informed medical care, food, clothing, or emergency and safe shelter as necessary.
• Psychosocial support: Referrals and/or support to obtain appropriate psychosocial services through a local counselling organization. Comparable services or alternative culturally sensitive psychosocial support will be made available to survivors through appropriate local service providers.
• Legal and advocacy support: Support to obtain survivor advocacy services or legal counselling in order to make an informed decision about whether to pursue legal recourse.

In considering any of the above forms of support, VCTT will consult with both the survivor and with appropriate local specialists. All decisions related to survivor assistance will be documented.

VCTT’s Required Reporting Protocols for Safeguarding and Child Protection Concerns and Allegations

A. Expectations for reporting

All VCTT stakeholders have a responsibility to report potential safeguarding and child protection
misconduct where this involves VCTT or any affiliated members.
1. VCTT Stakeholders are expected to be able to recognize and be alert for the signs of potential safeguarding and child protection misconduct, such as abuse or exploitation
2. VCTT expressly prohibits retaliation and protects individuals – including their anonymity and safety – who share good faith concerns of misconduct from retaliation or any threat of retaliation by any other VCTT stakeholders.
3. Significant failure to adequately report potential safeguarding and child protection misconduct will be subject to discipline, up to and including termination of engagement.

B. Protocols for reporting

Any VCTT stakeholder who receives a safeguarding or child abuse complaint or who has knowledge or reasonable suspicion of safeguarding and child protection misconduct (whether by an VCTT stakeholder or another party) must:

1. Immediately: If there is reasonable suspicion of child abuse immediately notify his or her direct supervisor via established reporting protocols. If the individual has reason to believe that his or her direct supervisor may be involved in the misconduct (or feels significantly uncomfortable raising such concerns to his or her supervisor), he or she must immediately notify the independent Safeguarding Officer.
2. Within 48 hours: Also ensure that the concerns of safeguarding and child protection misconduct are submitted in writing via email to a VCTT appointed Safeguarding Officer at volunteersafett@gmail.com for allegations of serious misconduct.
3. In the event of an immediate danger or emergency, all local emergency response agencies should be engaged immediately and the relevant VCTT representative notified thereafter. These agencies include but are not limited to:-

                      ● Police - 999
                      ● Fire - 990
                      ● Ambulance- 811
                      ● Children’s Authority Hotline numbers- 996 / 800-2014

Due to the sensitivity of such situations, the individual who receives a safeguarding complaint should NOT start any investigations (including gathering preliminary evidence or questioning the survivor, the accused or any potential witnesses after the initial complaint is received), but
rather report the concerns appropriately.

If you are not sure whether an incident is a Safeguarding or Child Protection incident, the Safeguarding Officer can advise. If no VCTT stakeholders are involved in the incident, the Safeguarding Officer can still provide advice, though this is generally not a Safeguarding or Child
Protection incident.

Investigation Protocols

VCTT’s investigation protocols for potential safeguarding and child protection misconduct will be focused on keeping the survivor safe, minimizing harm, and conducting a thorough, impartial investigation. Safeguarding and Child Protection investigations will be performed by qualified individuals who are:

• Independent from the allegations received
• Free from the appearance or existence of bias; and
• Specifically trained in appropriate safeguarding and child protection investigation procedures

To ensure all safeguarding and child protection investigations are handled with appropriate due diligence and professional care, VCTT establishes a voluntary Safeguarding Investigation Committee to oversee all such investigations made up of key stakeholders, including individuals who have been specifically trained in Safeguarding and Child Protection Investigative procedures. Where necessary, the VCTT Safeguarding Investigation Committee may seek advice or further input from the Children’s Authority of Trinidad and Tobago and the Child Protection Unit of the Trinidad and Tobago Police Service (TTPS). The basic processes that must occur during a safeguarding investigation include the following items:

A. Complaint assessment: Upon receiving an allegation, the VCTT Safeguarding Investigating Committee (in consultation with management) will assess the appropriateness of an investigation based on the severity and information provided. In considering this response, VCTT
will assess factors such as: whether there is an allegation of a criminal offense, the immediate safety concerns of the survivor and other individuals involved, and risks. As there may be circumstances where the performance of an investigation would increase the harm to the
survivor, any such actions will be taken only after full consideration of the safety and the informed consent of the survivor, as well as VCTT’s overall duty of care to the community and responsibility to report issues of child abuse by law. The basis for all decisions related to
investigation performance or non-performance will be documented. 

B. Investigation process: After assessment of the allegations, as well as the needs, wishes and preferences of the survivor, reports of safeguarding and child protection misconduct will be either:

1. Investigated promptly by, or under the supervision of the VCTT Safeguarding Investigation Committee. Where appropriate during the investigation, VCTT will consult with both the survivor and with appropriate local specialists (Children’s Authority and/or the Child Protection Unit of TTPS, especially related to ensuring the safety of the survivor during and after the investigation process.
2. Referred to the appropriate local governmental authority for investigation or inquiry regarding the potential misconduct or violations of law.

While an investigation is going on and after an investigation, VCTT will take appropriate steps to ensure that the survivor is provided with an environment free of exploitation, abuse, harassment or bullying. This may include reassignment of the respondent to a comparable assignment on a temporary or permanent basis.

C. Confidentiality: All investigations will be performed in a manner designed to protect confidentiality and will not be disclosed or discussed with anyone other than those who have a legitimate need to know the details of the case. Information may be shared with external agencies
where Trinidad and Tobago legislation, requires or allows it. Where consideration is given to sharing information, the following must be taken into account:

• whether the requesting agency is authorized to receive such information
• whether the information is being requested for an approved reason
• whether the best interests and safety of the survivor are being served by the information release

In addition, care must be taken to:

• ensure that information provided is up to date and accurate
• ensure that sufficient information is given, including background or related information to help achieve the desired outcome, but
• to ensure that information given does not include anything that is not relevant to the purpose for which it was requested

In recognition of the complexities relating to the release of personal information as briefly summarized above, all such requests must be referred in the first instance to the Safeguarding Officer who will in turn consult with the Founder/Chief Volunteer of VCTT.

 

Documentation: Where the investigation is performed by VCTT investigators, all investigation procedures, findings and recommendations will be thoroughly documented in accordance with VCTT’s policies.

1. Documentation of investigation procedures will be retained in a central repository at VCTT and kept in alignment with the VCTT Data Protection Policy. To protect confidentiality, access to the information will be restricted.
2. A written report or memo summarizing the investigation findings and recommendations will be prepared and provided to management for their use in initiating any appropriate remediating actions. Investigation recommendations will specifically include, but are not limited to, any recommendations related to necessary discipline of VCTT stakeholders, any potential requirements to report findings to local authorities, and necessary improvements to any processes or controls to prevent or reduce future occurrences of the safeguarding misconduct.
3. Within 48 hours after the investigation finalization, a copy of the report should be included in the case file previously created to track the incident.

Communications with the survivor: VCTT will provide the survivor with periodic updates on the status of the investigation. In addition, VCTT will provide the survivor with a summary of the investigation findings when the investigation is completed.

Management Remediating Actions: Upon receipt of the investigation report or memo, management will promptly initiate any necessary remediating actions related to investigation findings, including but not limited to:
1. Internal disciplinary procedures: If the investigation confirms the allegations of safeguarding and child protection misconduct, VCTT will discipline the individual who engaged in the safeguarding and child protection violation in accordance with the organization’s disciplinary procedures. For staff members, disciplinary actions will be based upon the seriousness of the offense and could range from a written
warning to termination of engagement or employment. For other VCTT stakeholders (funding partners, board members, volunteers, implementing partners, suppliers, etc.), the disciplinary actions will also depend on the seriousness of the offense and may result in the termination of their relationship with VCTT.
2. Pursuing legal recourse: In addition to internal discipline, if the investigation confirms the allegations of safeguarding and child protection misconduct, VCTT is committed to supporting and/or pursuing appropriate legal recourse in instances where a crime may have been committed. Since local laws vary on the definitions and illegality of certain behaviors (e.g. abuse, harassment, etc.), VCTT will consult
with both the survivor and with appropriate local legal counsel, in considering whether to pursue legal recourse. The basis for all such decisions will be documented.
3. Other internal remediating activities: VCTT’s senior management (and Board where applicable) will be responsible for ensuring VCTT promptly implements all necessary improvements to any processes or controls to prevent or reduce future occurrences of the safeguarding misconduct.

 

Safeguarding Protocols during Recruitment
To uphold the principles of Safeguarding and Child Protection the following steps will be taken during VCTT’s recruitment processes:

Interview and selection process
i. Job descriptions will contain references to the VCTT Code of Conduct and VCTT’s expectations for ethical behaviour (including safeguarding and child protection).
ii. Applicants are notified about required background and reference checks during selection processes (including submission of a Police Certificate of Character and two reference contacts).

Safeguarding and Child Protection Training
A. Onboarding

At the time of onboarding, all VCTT stakeholders, including Board members, staff, volunteers, and implementing partners will be required to read the VCTT Safeguarding and Child Protection Policy and sign VCTT’s Code of Conduct. In addition, all VCTT staff will complete training related to ethics, safeguarding principles and appropriate behaviour for VCTT stakeholders, for example through an orientation session with senior management.

B. Periodic training
Refresher and supplementary training will be provided on a periodic basis through VCTT’s standard methods for training and behaviour reinforcement, such as staff meetings, in-person training sessions and online training. In addition, for positions that involve direct contact with
beneficiaries, children or child related-projects, additional in-depth training may be required. (Note: As part of their responsibilities for creating and maintaining a safe environment, managers are responsible for ensuring that the staff reporting to them complete all required training.)