Annex 1: ASCU Reporting Procedure for Concerns and Incidents involving Underaged Participants

Step 1: Concern or Complaint Raised

Any participant, staff member, volunteer, or stakeholder who becomes aware of or experiences a concern or complaint within ASCU should promptly report it.

Step 2: Report to Designated Person (Group Leader, Facilitator, Staff member, Project Coordinator)

The concern or complaint should be reported to responsible person within ASCU:

-          Participants in the activity should report any concerns to group leaders, facilitators, or staff members present at the activity.

-          Group leaders, facilitators, or staff members who receive a report of concern should promptly inform the Project Manager and, if necessary, the parents or guardians of the participants.

-          The Project Manager is responsible for informing the National Agency and all relevant parties, including local or national authorities, if required.

Step 3: Internal Safeguarding Procedures

Project Manager initiates immediate action to ensure the safety and well-being of the participants involved. If necessary, steps should be taken to prevent further harm:

- The concern is handled with the utmost discretion. Information is only shared on a need-to-know basis to protect the privacy of all parties involved.

- A comprehensive assessment of the concern is conducted. This includes gathering relevant information, interviewing involved parties, and reviewing any available evidence.

- All details related to the concern, including dates, times, individuals involved, and actions taken, are carefully documented. This documentation is crucial for any potential investigations or follow-up actions.

- Adequate support is provided to the individuals affected by the concern. This may include counseling, medical assistance, or any other necessary support services.

- If the concern involves illegal activities or requires intervention from local or national authorities, a report is promptly made to the appropriate authorities.

- If the investigation reveals misconduct from staff, appropriate disciplinary actions are taken against the responsible party. These actions may range from counseling and training to suspension or termination, depending on the severity of the concern.

-The organization reviews the handling of the concern to ensure that all necessary steps were taken and that any necessary changes to policies or procedures are implemented to prevent similar incidents in the future.

- All involved parties, including the individual who reported the concern, are kept informed of the progress and outcome of the investigation. Transparent communication is essential throughout the process.

- The organization uses the lessons learned from addressing concerns to continually improve its safeguarding procedures, policies, and training programs.

Step 4: Follow-Up and Documentation

The project manager will oversee the follow-up on all reported concerns. The case will be thoroughly documented, including actions taken, communications, and outcomes.

Step 5: Notification

All relevant parties, including the individual who reported the concern, will be informed of the outcome and any actions taken.

Version: 2025