Ash u3a Safeguarding Procedure

Introduction

Ash u3a has a responsibility to ensure that its committee members and group leaders understand their safeguarding responsibilities.

Depending on the nature of the allegation and the identified risk, Ash u3a will support the alleged victims and the alleged perpetrators of any abuse as well as any volunteer who becomes aware of an allegation in so far as this does not compromise any safeguarding enquiry or investigation into the allegation or place other adults at risk.

Ash u3a will make every effort to respect the confidentiality of any information that is disclosed under this policy and procedure, however due to the seriousness of allegations confidentiality is not absolute. Information will be recorded and stored securely in accordance with Data Protection Act 2018 but information may have to be shared with relevant authorities on a ‘need-to-know’ basis only, to prevent:

Danger to a person’s life
Danger to a person’s health
Danger to others
Danger to the community
To facilitate the investigation of a serious crime

Courses of action

Ash u3a’s approach to safeguarding will include members who exhibit health concerns that could put themselves or others at risk, convictions (previous or pending) that include offences of a sexual or violent nature, inappropriate behaviour exhibited by a member including sexual advances, bullying, aggression or violent behaviour, harassment and/or discrimination. This can include behaviour exhibited face to face as well as electronic communications or via social media platforms.

Where the committee becomes aware of a safeguarding concern, steps will be taken, as needed, to ensure the safety of adult/s at risk is secured as a priority. The steps to take to address this will be discussed and agreed between the Executive Officers of the committee in the first instance. No committee member will act in isolation when dealing with a safeguarding concern. The steps taken should be documented and stored securely in accordance with the Data Protection Act 2018.

Where Ash u3a committee becomes aware of a safeguarding concern, the first step will be to gather as much information as possible to assist with the decision as to the next steps. A checklist has been developed for completion as soon as possible after the concern has been identified. Safeguarding Checklist.

Where it is deemed that the risk is high and immediate action needs to be taken, the committee will contact the relevant authorities and the Trust for advice and support.

As far as possible, the adult at risk’s wishes will be respected as to whether or not to refer any concerns to the local authority as a Safeguarding Enquiry under Section 42 of the Care Act 2014. However, it may be necessary to override their wishes in the best interests of other adults at risk.

The committee will consider the level of risk and the action that needs to be taken accordingly. Assessment of risk will include:
- Risk to the individual member
- Risk to other members within the u3a
- Reputational risk for the individual u3a and the u3a movement as a whole

Where the risk is not deemed to be high but support is needed, Ash u3a will contact the Trust to discuss the concerns and seek additional assistance. Assistance will always be sought before moving to exclude any member from the u3a on the basis of a safeguarding risk assessment.

Once the assessment is completed, the committee will decide as to the most appropriate course of action. This could include excluding members from certain groups i.e., groups held in people’s homes, requesting that a member attends the u3a with a carer or excluding a member from a group run by a particular group leader.

Depending on the nature of the allegation it may be necessary to pursue the incident following Ash u3a’s complaints or disciplinary procedure. Where it is decided that this is the best course of action the matter will not be investigated by any party that was privy to the initial reporting of the incident.
All actions taken will be recorded. Any records will remain confidential to the committee unless a prior decision has been taken to share the record with the relevant statutory bodies.

Last updated on 28 April 2026 by Graham (Chair)