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Safeguarding Policy, Safeguarding Code of Conduct 

and Reporting Procedure


The purpose of the Safeguarding Policy, Code of Conduct and Reporting Procedure is to protect people, including children and at risk adults from harm that that arises from coming into contact with the Trust or projects in which the Trust is engaged.  


The Policy will apply to all Trust projects, and in particular Classic Cupar projects and projects directed at children or vulnerable adults. The policy lays out the commitments made by the Trust and informs staff, associated partners and volunteers of their responsibilities in relation to safeguarding.

Policy Statement:

The Trust:

  • believes that everyone we come into contact with has the right to be protected from all forms of harm, abuse, neglect and exploitation.  
  • The Trust will not tolerate abuse and exploitation by our Board Members, our staff or volunteers who have registered their involvement in Trust projects.
  • The Trust will not tolerate abuse and exploitation by our Board Members, our staff or by volunteers of any beneficiary of assistance arising during or as a result of the delivery of Trust projects. 

Trust and staff responsibilities:

  • Ensure that all Board members, staff and volunteers have access to, are familiar with, and know their responsibilities within this policy.
  • Design and undertake all its activities in a way that protects people from any risk of harm that may arise from their coming into with the Trust and its projects. 
  • Implement safeguarding procedures when recruiting, managing and deploying staff and volunteers.
  • Ensure staff and volunteers receive training on safeguarding at a level commensurate with their respective roles in Trust projects.
  • Ensure that safe, appropriate, accessible means of reporting safeguarding concerns are made available to staff, volunteers and the communities we work with.
  • Follow up on reports of safeguarding concerns promptly and according to due process, including legal and statutory obligations.
  • Ensure confidentiality when dealing with safeguarding concerns and in subsequent case management. 


The Safeguarding Code of Practice 


It is the responsibility of the Trust’s project leaders to ensure that project staff, project partners and in turn volunteers are made aware of the importance of safeguarding people from harm and that they are aware of the policy, the code of practice and the reporting procedure.

A key element in an effective safeguarding practice is the communication of attitudes, priorities, rules and procedures to ensure there is a common understanding of the issues, and that information is fed back where there is cause for concern or suggestions on how to improve policies.

Establishing professional boundaries is an integral part of safeguarding.  Project leaders must ensure that staff are clear about the nature of professional boundaries.  They must maintain clear boundaries regarding the nature of the roles of staff and their relationship with the volunteers and the beneficiaries of the Trust’s activities. They must ensure that volunteers are clear about the nature of the roles they are undertaking.

Staff are expected to make regular telephone or email contact with volunteers and other stakeholders only through their use of Trust equipment.  Staff are advised not to share personal blog addresses or other modes of personal communication with volunteers and not use personal mobile, home telephone numbers or home email for project-related communication unless in exceptional circumstances or emergencies.  

Risk assessment

Project leaders and staff are expected to identify possible risks associated with project activities,  including the risks to volunteer project beneficiaries, and to have designed these, including the personnel involvement, such as to minimise the possibility of harm arising. 

Raising safeguarding concerns

Everyone involved in Trust projects must receive training which will enable them to recognise, respond to, report and record a safeguarding concern.  

Subjects constituting concerns to be reported include:

  • abuse or exploitative conduct
  • risks to safety, health and welfare of any of Board Members, staff, volunteers and beneficiaries 
  • the mis-use of information, assets and resources which have been made available through involvement in projects
  • conduct in an individual’s private life which brings the Trust and the project into disrepute and undermines the individual’s ability to undertake the project role he/she has been given.  
  • the influence of alcohol or  illegal substances, or the possession of illegal substances  while working on a project activity will be considered to present an unacceptable risk.


The Reporting Procedure 

Board members, staff and volunteers are obliged to bring to the attention of the project leader any potential incident, abuse or concern that they witness, are made aware of, or suspect.   

It is the responsibility of the project leader to ensure that project staff receive training and are fully understanding of the procedure for reporting concerns and of incidents.  

It is the responsibility of staff to make volunteers aware of this procedure and to ensure that volunteers receive appropriate training in reporting concerns.

The Safeguarding focal person is the project leader.  Staff, volunteers, partner organisations, or external sources such as members of the public or official bodies should report a concern (a situation of risk) or an incident of actual harm to the project leader.    

The project leader will record the nature of the matter and will establish the facts.   These will be recorded.  The matter will be reported to the Trust’s Bopard Member with responsibility for Governance oversight. 

If the staff member or volunteer prefers he/she may report directly to that Board Member.  The Board Member will be responsible for ensuring that the case management will be progressed in line with due process and legal and statutory obligations.  

Confidentiality will be maintained at all stages of the procedure when dealing with safeguarding concerns.  Information relating to the concern and subsequent case management will be kept secure at all times.  The Board Member is responsible for ensuring the appropriate involvement of the legal and statutory authorities and instruct appropriate action.  In situations where action is required to be taken immediately this will be instructed by the project leader or staff member on hand at the scene of the incident. 

Breaches of Professional Standards

All potential and actual breaches of professional boundaries will be taken seriously. The breach may not be a single event but a series of events and interactions, which together cause the individual to cross the boundary between what would be considered a professional relationship to a non-professional relationship.  

Staff must be supported by the Board in addressing any concern about a breach of professional boundaries without the automatic risk of disciplinary proceedings. However, staff should be made aware of all possible consequences depending on the severity and nature of the breach including possible disciplinary action. 






 Cupar Development Trust is a Company Limited by Guarantee (SC522831) 
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