Safeguarding Policy & Plan

Douai Abbey is committed to safeguarding all children and adults. This commitment flows directly from our belief that we are all made in the image of God, and from the Church's common conviction in the preciousness, dignity and uniqueness of every human life. Every person who comes to Douai has a right to the highest level of protection, love, encouragement and respect.

1. Overview

Following safeguarding policy reviews in 2020, 2023, and 2025, we are committed to the One Church Approach to safeguarding and its implementation, consistent with the ongoing developments of the Religious Life Safeguarding Service (RLSS) and the Catholic Safeguarding Standards Agency (CSSA). We are committed to implementing any changes needed and to responding to victim/survivors promptly and with compassion.

2. Scope

This policy applies to all the resident community at Douai, those members serving in other dioceses, employees, voluntary workers, guests and visitors to Douai Abbey, regardless of their role or the activities they undertake.

Safeguarding is everyone's business. All who are connected with Douai Abbey — whether members of the resident community, those attending services in the abbey church, or using the facilities of the abbey — share a responsibility to prevent and be vigilant about all forms of abuse.

Abuse

Abuse in this policy refers to: physical; sexual; emotional; spiritual; neglect; self-neglect; organisational; material; bullying; psychological; financial; domestic; and verbal abuse. Additionally, behaviour which effectively results in modern day slavery or where there is evidence of discrimination or radicalisation shall be recognised and addressed as a safeguarding issue.

Hospitality and Due Diligence

Douai is an abbey of welcome and hospitality. Due diligence will be applied in meeting the needs of guests alongside those in residence. Where supervision and accompaniment of groups is required, a risk assessment will be undertaken.

3. Training

All Douai Abbey members will undergo Safeguarding Training in relation to both children and adults. The minimum training standards for each role are as follows:

Role	Training Required
Abbot	RLG Leader Training (equivalent to Level 2)
Safeguarding Lead	RLG Training (equivalent to Level 3)
Board of Trustees	Trustee Training (equivalent to Level 2)
Community members in parish ministry or conference work	Advanced Safeguarding Training (equivalent to Level 2)
Community members whose ministry is within the Abbey, and retired members	Basic Safeguarding Training (equivalent to Level 1)

All members of the congregation, Trustees, employees and advisors will undertake annual refresher training.

4. Roles and Responsibilities

The Abbot

The Abbot is responsible for ensuring appropriate policies, procedures and best practice are in place for the effective delivery of safeguarding, including any related due diligence checks.

The Safeguarding Lead

The Safeguarding Lead has direct oversight of Douai Abbey's safeguarding plan and guidance, including management of documentation, case progression, and the secure and legally compliant storage of safeguarding reports and related material. The Safeguarding Lead also oversees the relationship with the RLSS and relevant connected safeguarding commissions.

All Members and Staff

All members and staff have an obligation to ensure they know how to respond to safeguarding concerns by being familiar with this policy and the procedure contained within it. Everyone involved in the work of Douai Abbey has a duty to disclose to the Safeguarding Lead any safeguarding concerns that have been raised about them.

5. Practice Guidance

Action must be taken if a concern is raised that a child or adult is suffering or is likely to suffer significant harm. This includes, but is not limited to:

• Someone who is at serious risk of harm from self or others
• Someone who poses a serious risk of harm to someone else
• A concern about a child or vulnerable adult at risk of harm
• Concerns over someone's mental capacity
• A child or adult who appears to have been physically injured

Action must also be taken in line with the Church's mandatory reporting policy, where there are reasonable grounds to suspect that someone holding any role within the Church has committed or may commit a crime, has caused harm, or poses a risk or is otherwise unsuitable to work in a public-facing role.

6. Procedure

If Douai members suspect or become aware of a safeguarding issue, they should contact the Safeguarding Lead, the RLSS Safeguarding Team, or a statutory authority, and pass the concern and all associated records to them immediately.

The Safeguarding Lead or RLSS should:

• Ensure the victim/survivor has been informed of the next steps
• Explain what will happen, give options if possible, and an indicative timescale
• Contact any relevant bodies
• Complete safeguarding paperwork and ensure appropriate record keeping
• Inform the leadership of the new safeguarding referral
• Make all referrals outside the RLSS within 24 hours of receiving the information, unless there are exceptional circumstances

When a concern is reported to a statutory agency, the individual making the referral must be informed that safeguarding information cannot be kept confidential and must be passed to the police and any other appropriate body.

Safeguarding Bodies

Relevant safeguarding bodies include (but are not limited to): CSSA; RLSS; Local Authority Safeguarding Teams (Adults and Children); Local Authority Designated Officer (LADO); Police (999 / 101); Community Psychiatric Nurse; GP; Crisis Team; RLSS Out of Hours Team; Local Safeguarding Commission; Charity Commission; NSPCC; DBS.

7. Whistleblowing

Douai will encourage and enable anyone with a serious concern to raise it without fear of victimisation or disadvantage. If the concern relates to malpractice, illegal acts, or omissions at the Congregation or another religious institution relating to safeguarding, the RLSS should be made aware. An investigation will be undertaken where appropriate, with written feedback provided.

8. Recording and Storage

Primary responsibility for the management of safeguarding documents and case files rests with the Safeguarding Lead and RLSS. All records are potential evidence in a criminal trial, civil case or statutory inquiry, and must be stored in a safe and retrievable format. Records will include: relevant contact details; details of how and when the concern was received; details of the concern itself; relevant historical information; identified risk factors; any actions or investigation undertaken; rationale for actions; and a risk assessment where appropriate.

9. Safer Recruitment

The Safeguarding Lead will ensure that all staff are subject to appropriate Disclosure and Barring Service (DBS) checks, including enhanced DBS checks, in line with statutory and Catholic Church requirements. Appointment to any role will not be confirmed until a satisfactory DBS Disclosure has been received and references confirmed. All new employees will be provided with a copy of this policy and asked to sign to confirm they understand their responsibilities.

10. Policy Review

This plan is approved by the Trustees of Douai Abbey. It will be reviewed annually, or sooner where there is a significant change or need. Review due: November 2026.