1. Our commitment

Hagan Institute of Leadership (HIL) works with children and young people — including Junior and Senior High School students through the Emerging Leaders Programme — as well as adult learners and professionals. We believe that the welfare of every participant is paramount. No programme objective, partnership, commercial interest or reputational concern will ever take priority over the safety of a child or vulnerable person.

HIL has zero tolerance for abuse, exploitation, neglect, bullying or harassment in any form. Safeguarding is a governance responsibility at HIL and is overseen at the highest level of the Institute, as set out in our Governance Policy.

2. Scope

This policy applies to everyone who works, volunteers or acts on behalf of HIL, including Board members, staff, facilitators, mentors, guest speakers, service supervisors, interns, contractors and representatives of partner organisations during joint activities. It covers all HIL activities — in person and online — including programmes, events, mentorship, service activities and communications.

For the purposes of this policy, a child is anyone under the age of 18, consistent with Ghana’s Children’s Act, 1998 (Act 560). A vulnerable adult is any adult who may be unable to protect themselves from harm because of their circumstances, health or disability.

3. Principles

• The welfare of the child is paramount.
• Every child has an equal right to protection, regardless of age, gender, ability, background, religion or ethnicity.
• Concerns are always taken seriously, acted on promptly and never ignored or concealed.
• Children and young people are listened to and treated with dignity.
• We work in partnership with parents, guardians, schools and, where necessary, the relevant authorities.
• Allegations are handled fairly, confidentially and without presuming guilt or innocence before proper assessment.

4. Responsibilities

HIL designates a Safeguarding Lead who is responsible for receiving and acting on concerns, maintaining records, advising staff, and ensuring this policy is implemented. The Safeguarding Lead can be contacted through HIL’s main contact details above and reports serious matters to the Governing Board.

Every person within the scope of this policy is responsible for:

• Understanding and following this policy and the Code of Conduct;
• Completing safeguarding orientation before working with participants;
• Reporting any concern immediately, however small it may seem;
• Never attempting to investigate a concern themselves.

5. Safer recruitment

Anyone whose role involves contact with children or young people is recruited through a safer recruitment process. Depending on the role, this includes verification of identity, references, an interview that explores attitudes to safeguarding, and appropriate background checks where available. Safeguarding orientation is required before engagement, and suitability is kept under review.

6. Safe programme practice

• Programmes are planned with risk assessments covering venue, activities, transport and supervision.
• Appropriate adult-to-participant ratios are maintained at all times, with mixed-gender supervision where groups include both boys and girls.
• Adults avoid being alone with an individual child out of sight of others; where one-to-one conversations are necessary, they take place in a visible, open setting.
• Registers are kept, and children are released only to authorised persons.
• Parental or guardian consent and emergency contact details are collected before participation.
• Medical needs and allergies disclosed by parents are recorded and shared only with those who need to know.
• Physical contact is limited to what is appropriate, necessary and in plain view.

7. Service activities

Community-impact activities delivered through our partnership with The Love Jar Foundation are structured, supervised and age-appropriate. Specific parental or guardian consent is obtained for each service activity. Students are briefed beforehand, remain under supervision throughout, are never left alone with members of the public, and are not assigned tasks that are unsuitable for their age. HIL and LoveJar share responsibility for safeguarding during joint activities, and both organisations’ safeguarding standards apply.

8. Online safety & communication

• Communication with participants under 18 takes place through HIL-approved channels, with parents or guardians included or informed.
• Staff, facilitators and mentors must not initiate private, one-to-one messaging or social media relationships with participants under 18.
• Online sessions involving children are hosted on HIL-controlled accounts with at least two adults present.
• Mentoring of under-18s takes place in group or supervised settings.

9. Images & consent

HIL does not publish photographs or videos in which a child can be identified without the written consent of a parent or guardian. Children’s full names are not published alongside their images, and images are never used in a way that could embarrass, endanger or expose a child. Consent can be withdrawn at any time by contacting HIL.

10. Recognising concerns

Abuse can be physical, emotional, sexual or take the form of neglect, exploitation or bullying, including online. Concerns may arise from something a child says, a change in behaviour, an injury, the conduct of an adult or another young person, or information from a third party. You do not need to be certain that abuse has occurred to raise a concern.

11. Reporting a concern

If a child tells you something that worries you:

• Stay calm, listen carefully and reassure them that they were right to tell you.
• Do not promise to keep it secret — explain that you will need to tell someone who can help.
• Do not ask leading questions or investigate.
• Write down what was said, in the child’s own words, as soon as possible, with the date and time.
• Report it to the Safeguarding Lead the same day.

Parents, guardians, schools, participants and members of the public can raise concerns in the same way. Concerns about the Safeguarding Lead or senior leadership can be raised directly with the Governing Board through the same contact details, marked for the attention of the Board Chair.

12. Responding to allegations

When a concern or allegation is received, HIL will act promptly to protect the child, which may include removing an adult from contact with participants while the matter is assessed. Where the law requires or the child’s safety demands it, HIL will refer the matter to the appropriate authorities, such as the Ghana Police Service’s Domestic Violence and Victim Support Unit (DOVVSU) or the Department of Social Welfare. HIL will cooperate fully with any investigation. No one who raises a genuine concern in good faith will suffer retaliation.

13. Confidentiality & records

Safeguarding information is shared only with those who need it to protect a child or comply with the law. Records are stored securely, separately from general programme records, and retained in line with our Data Protection policy.

14. Review

This policy is reviewed at least annually, and after any serious incident, by HIL’s leadership and Governing Board. Questions about this policy can be sent to [email protected].