Effective 17 March 2026
Review date 17 March 2027
This procedure sets out how safeguarding concerns are identified, reported,
recorded and responded to. The organisation is committed to ensuring the
safety, wellbeing and dignity of every child it works with and has zero
tolerance for any form of abuse, neglect, exploitation or discrimination.
The primary aim of this procedure is to protect children and young people
and ensure that safeguarding concerns are handled promptly, sensitively and
appropriately.
This procedure applies to:
• All staff, volunteers, consultants and Board members
• Anyone acting on behalf of the organisation
• Activities, events or communications involving children supported
through the organisation’s work
• Safeguarding concerns relating to children engaged through partner
schools and NGOs
A child or young person is defined as anyone under the age of 18.
A Designated Safeguarding Lead (DSL) will be appointed and has overall
responsibility for safeguarding matters, including:
• Identifying signs of abuse and knowing when to seek advice or contact
relevant authorities
• Liaising with external agencies on safeguarding matters
• Ensuring safeguarding concerns are recorded appropriately
• Supporting the effective implementation of this procedureThe name and contact details of the DSL will be communicated to relevant
personnel and reviewed annually.
All staff, volunteers and partners share responsibility for safeguarding and are
expected to act in a manner that upholds the safety, dignity and wellbeing of
children at all times.
A safeguarding concern may arise when anyone witnesses, becomes aware of
or suspects harm, abuse, neglect or inadequate protective measures. This
may include:
• Direct disclosure by a child or young person
• Disclosure from a parent, caregiver, school or partner organisation
• Observed signs of abuse, neglect or exploitation
• Information suggesting a child is at risk of significant harm
Concerns may relate to physical abuse, emotional abuse, sexual abuse,
neglect, exploitation or trafficking, or serious mental health or wellbeing risks.
For guidance on signs of child abuse, please see: https://child-protection-in-
action.hkfws.org.hk/en/useful-tips/2/public-article-2
If a child or young person discloses a safeguarding concern:
• Ensure the child’s immediate safety and wellbeing
• Listen calmly and respectfully
• Reassure the child that they have done the right thing by speaking up
• Do not promise confidentiality
• Do not ask leading questions or probe for details
• Explain that the information must be shared with someone who can
help
If a child or young person is in immediate danger:
• Take steps to ensure their immediate safety
• Contact emergency services where necessary
• Inform the DSL as soon as possibleWhere any staff member, consultant or partner falls within a category of
mandated reporter under the Mandatory Reporting of Child Abuse
Ordinance, they are required to make a report as soon as practicable in
accordance with the law. The DSL will support any mandated reporter to fulfil
their legal obligations.
All safeguarding concerns must be reported promptly.
Who to report to:
• The Designated Safeguarding Lead (DSL)
• If the concern involves the DSL, report directly to the Chair of the Board
When to report:
• As soon as possible after the concern arises
• Verbally if urgent, followed by a written record within one working day
How to report:
A safeguarding reporting form must be completed, including:
• Date and time of the concern or disclosure
• Details of the child or young person
• A factual account of what was seen, heard or reported
• Actions taken and decisions made
• Name and role of the person reporting
Records must be factual, stored securely, and accessible only to those with
safeguarding responsibilities.
Allegations involving staff, volunteers of partners:
Where a safeguarding concern involves a member of staff, volunteer,
consultant or partner, the matter will be handled sensitively and reported in
line with this procedure, with appropriate escalation to the Board Chair where
required.
The DSL will:
• Assess the level of risk• Seek advice where necessary
• Decide on appropriate next steps
Actions may include monitoring, internal support, discussion with parents or
caregivers (where safe and appropriate), liaison with schools or partner NGOs,
or referral to statutory or specialist services. The welfare of the child is always
the primary consideration.
Where a child is believed to be at risk of abuse or significant harm, the DSL
will make a referral to relevant statutory authorities or appropriate support
services. The organisation will cooperate fully with any external investigation.
Safeguarding information will be shared only on a need-to-know basis.
Confidentiality will not be maintained where doing so would place a child at
risk. All safeguarding information will be handled in line with the
organisation’s Data Protection and Privacy Policy and the Personal Data
(Privacy) Ordinance.
Safeguarding risks will be reduced through the adoption of proportionate
safer working practices. These include:
• Ensuring all staff, volunteers and consultants receive a basic
safeguarding briefing appropriate to their role
• Making this Safeguarding Policy available to relevant personnel and
partner organisations
• Requiring appropriate professional boundaries when communicating
with children and young people, including the safe and appropriate use
of online and digital communication
• Ensuring that communications involving children and young people
are child-focused, respectful and safe, prioritising children’s dignity,
privacy and best interests
• Working through trusted schools and partner NGOs when engaging
with children and families, rather than operating in isolation• Considering safeguarding risks when designing programmes, events or
communications involving children
• Promoting a culture in which safeguarding concerns can be raised
early, openly and without fear of blame or reprisal
Safeguarding prevention is a shared responsibility. Safeguarding practices will
be reviewed regularly to ensure they remain appropriate to the size, scope
and nature of the organisation’s activities.
All safeguarding incidents and concerns will be reviewed internally as soon as
possible, and within one working day.
Learning will be used to strengthen practice and prevention.
This procedure will be reviewed annually or following a serious incident.