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Insights·Policies & Compliance21 Jul 20265 min readintermediate

Safeguarding policies UK funders expect to see

What a safeguarding policy has to contain to satisfy UK funders, plus a template outline you can adapt for your organisation.

Quick answer

A funder-ready safeguarding policy names a lead, defines who it covers, sets out reporting routes, references training and DBS, and is reviewed annually with a trustee minute.

Safeguarding: Meeting Funder Expectations for UK Charities and CICs

Safeguarding is more than just a policy document; it's a fundamental commitment to protecting the people your organisation engages with. For UK charities and Community Interest Companies (CICs), a robust safeguarding policy isn't merely good practice, it's often a prerequisite for securing valuable funding. Funders need assurance that you have the systems and culture in place to keep children and vulnerable adults safe from harm, abuse, and neglect.

This comprehensive guide will walk you through exactly what UK funders expect to see in your safeguarding arrangements, helping you not only meet compliance requirements but also build a truly safe environment for everyone involved in your work.

Key takeaways:

  • Your safeguarding policy must name a designated lead and clearly define its scope.
  • Funders look for clear reporting routes for concerns, whether internal or external.
  • Regular trustee review and sign-off are crucial for demonstrating accountability.
  • Training, DBS checks, and a strong safeguarding culture are as important as the policy itself.
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How this guide is structured

Understanding the Importance of Safeguarding for Funders

Funders, whether large trusts, foundations, or governmental bodies, are increasingly scrutinising the safeguarding practices of organisations they support. This isn't just about avoiding reputational damage; it's about ethical responsibility and legal compliance. Organisations that receive public or charitable funds are expected to uphold the highest standards of safety and welfare for those they serve. A well-constructed safeguarding policy demonstrates your organisation's commitment and capability in this critical area, building trust and confidence with potential funders.

Without adequate safeguarding, an organisation faces significant risks, including legal challenges, loss of public trust, and, crucially, an inability to secure future funding. Funders want to see that you've thought deeply about potential risks and have concrete measures in place to mitigate them, protecting both the people you support and your organisation's reputation.

What Does a Funder-Ready Safeguarding Policy Look Like?

While the specific format may vary, a strong safeguarding policy for UK funders typically includes several key elements. It's a living document that reflects your organisation's unique activities, the people you work with, and your structure. Here's a breakdown of the essential components:

1. Clear Statement of Intent and Scope

Your policy should begin with a clear, unequivocal statement of your organisation's commitment to safeguarding. This sets the tone and demonstrates your top-level dedication. Equally important is defining the policy's scope: who does it apply to? This typically includes children (under 18) and vulnerable adults, defining what constitutes a 'vulnerable adult' in your specific context (e.g. someone with a learning disability, mental health issue, or physical impairment, who may be unable to protect themselves from harm).

Expert Tip: Don't just copy and paste. Tailor your policy to your specific activities. If you run a youth music project, your risks and procedures will differ from a charity supporting older adults in their homes. Funders can spot generic policies a mile off.

2. Designated Safeguarding Lead (DSL) and Responsibilities

Every funder-ready safeguarding policy must name a specific individual responsible for safeguarding. This person is your Designated Safeguarding Lead (DSL) or equivalent. Their role is pivotal, acting as the first point of contact for concerns, overseeing reporting, and ensuring compliance. The policy should clearly outline their responsibilities, which typically include:

  • Receiving and recording safeguarding concerns.
  • Liaising with external agencies (e.g. social services, police).
  • Providing advice and guidance to staff and volunteers.
  • Ensuring appropriate training is delivered.
  • Keeping up-to-date with best practice and legislative changes.

It's also good practice to name a deputy DSL, ensuring continuity of cover.

Safeguarding policies UK funders expect to see illustration
Illustration by Serin

3. Reporting Procedures and Pathways

This is arguably the most critical section. Your policy must detail clear, step-by-step procedures for reporting concerns, both internal and external. Staff, volunteers, beneficiaries, and even members of the public need to know how to raise an issue and what will happen next. This should cover:

  • Internal reporting: How staff and volunteers report concerns to the DSL.
  • External reporting: When and how to report concerns to local authority social care (children's or adult services) or the police. This should include contact details where possible.
  • Whistleblowing: A clear separate process for raising concerns about colleagues or senior management, ensuring staff feel safe to speak up without fear of reprisal.
  • Confidentiality: Guidance on information sharing and confidentiality, balancing privacy with the need to protect individuals.

4. Recruitment, Training, and DBS Checks

Preventative measures are highly valued by funders. Your policy should outline your commitment to safe recruitment practices, which includes:

  • Recruitment: Robust procedures for recruiting staff and volunteers who work with children or vulnerable adults, including application forms, interviews, references, and identity checks.
  • DBS Checks: A clear policy on Disclosure and Barring Service (DBS) checks (enhanced DBS for regulated activities is usually required). This should specify who needs a DBS check, how often they are renewed, and how any disclosures are handled.
  • Training: A commitment to providing regular, appropriate safeguarding training for all staff and volunteers, tailored to their roles and responsibilities. This should cover recognising signs of abuse, reporting procedures, and how to act safely.

5. Review, Monitoring, and Accountability

A static policy gathering dust in a folder is of little use. Funders want to see that your safeguarding commitment is ongoing. This means:

  • Annual Review: A commitment to review the policy at least annually, or sooner if there are significant changes in legislation, guidance, or your organisational activities.
  • Trustee Approval: Evidence that the policy has been formally approved and minuted by your board of trustees or directors. This demonstrates high-level oversight and accountability.
  • Monitoring: How you monitor the effectiveness of your safeguarding arrangements (e.g. through incident logs, training records, feedback).

Template Outline for Your Safeguarding Policy

You don't need to start from scratch. Use this outline as a framework:

Section Key Elements to Include
Introduction & Statement of Intent Organisation's commitment statement, scope (who/what it covers), definitions of child/vulnerable adult, relevant legislation.
Roles & Responsibilities Named DSL/Deputy, their responsibilities, responsibilities of trustees, staff, and volunteers.
Recognising & Responding to Concerns Signs of abuse/neglect, internal reporting steps, external reporting procedures (LA, police), emergency contacts.
Safe Practice Procedures Recruitment (DBS, references), training, code of conduct, digital safeguarding, complaints procedure, anti-bullying.
Policy Review & Dissemination Annual review date, trustee approval, how the policy is communicated to all stakeholders.

Beyond the Policy: Cultivating a Safeguarding Culture

While a robust policy is essential, funders also look for evidence of a 'safeguarding culture' within your organisation. This means safeguarding isn't just a document; it's embedded in everything you do. Consider these points:

  • Openness: Do staff and volunteers feel comfortable raising concerns without fear of reprisal?
  • Training: Is training ongoing and relevant, not just a one-off event?
  • Communication: Is safeguarding information easily accessible to everyone?
  • Leadership: Do senior leaders and trustees actively champion safeguarding?
  • Feedback: Do you actively seek feedback from beneficiaries and stakeholders about their safety and experience?

Demonstrating this wider commitment will significantly strengthen your funding applications.

Next steps

Review your current safeguarding policy against the points raised in this article. Ensure your Designated Safeguarding Lead is fully aware of their responsibilities and that all staff and volunteers have received appropriate training. Prioritise an annual review by your trustees, minuting their sign-off, and proactively communicate your safeguarding commitment in all funding applications.

Step-by-step

How to do this, step by step

  1. Step 1

    Identify Your Designated Safeguarding Lead (DSL)

    Appoint a specific senior member of staff or a trustee to be your DSL. Ensure they have the necessary time, training, and authority to fulfil this critical role effectively. Their name and contact details should be clearly stated within your policy.

  2. Step 2

    Define Your Scope and Context

    Clearly articulate who your safeguarding policy is designed to protect (children, vulnerable adults, or both) and what constitutes 'harm' or 'vulnerability' in the context of your specific activities. Tailor definitions to your organisation's work rather than using generic statements.

  3. Step 3

    Establish Clear Reporting Pathways

    Map out the exact steps for reporting a safeguarding concern, both internally (to your DSL) and externally (to local authority social services or the police). Include contact details where appropriate and ensure staff know how to report concerns about colleagues or senior management through a whistleblowing process.

  4. Step 4

    Implement Safe Recruitment and Training

    Detail your procedures for vetting staff and volunteers, including DBS checks and robust referencing. Outline your commitment to regular, role-specific safeguarding training for everyone involved in your organisation, ensuring they can recognise and respond to concerns.

  5. Step 5

    Ensure Annual Review and Trustee Approval

    Commit to reviewing your safeguarding policy at least once a year, or sooner if there are changes in legislation or your activities. Critically, ensure the updated policy is formally approved by your board of trustees or directors and that this approval is recorded in board minutes.

Practical examples

Effective Reporting Language

Instead of a vague statement like 'report any concerns,' an effective policy section might say: 'If you have any concerns that a child or vulnerable adult is being harmed or is at risk of harm, you must immediately report this to [Name of DSL], our Designated Safeguarding Lead, on [DSL's contact number/email]. If [DSL's Name] is unavailable, please contact [Deputy DSL's Name] on [Deputy's contact number/email]. In an emergency where you believe someone is in immediate danger, always call 999 first, then inform the DSL as soon as it is safe to do so. For non-emergencies requiring external support, our DSL will consult with [Local Authority Children's/Adult's Services contact number] or the police.' This provides clear, actionable steps and contact information.

Trustee Oversight and Accountability

A strong example of trustee oversight would be evident in board meeting minutes. For instance: 'Minute 2024/09/15_SG Policy: The Board of Trustees reviewed the Safeguarding Policy (Version 3.2, dated September 2024) as presented by [Name of DSL]. Key updates included new guidance on online safety and revised contact details for local authority services. Trustees discussed adherence to annual training requirements and confirmed that all relevant staff and volunteers had completed their refresher training by [date]. The policy was unanimously approved for another year, and the DSL was tasked with ensuring its dissemination.' This demonstrates active engagement and formal approval.

Common mistakes to avoid

  • Using a generic, unadapted policy downloaded from the internet without tailoring it to the organisation's specific work and beneficiaries.
  • Not naming a specific Designated Safeguarding Lead (DSL) and deputy, or if named, not clearly outlining their responsibilities.
  • Lacking clear, step-by-step reporting procedures for concerns, leaving staff or volunteers unsure of what to do.
  • Failing to stipulate annual review of the policy by the board of trustees and recording this in meeting minutes.
  • Not providing adequate, regular, and role-specific safeguarding training for all relevant staff and volunteers.
  • Assuming that DBS checks are a one-time event, rather than considering renewal periods or ongoing monitoring.
  • Not having a separate whistleblowing policy or procedure for staff to raise concerns about colleagues or senior management.
FAQ

Frequently asked questions

What's the difference between safeguarding and child protection?+

Safeguarding is a broader term encompassing all actions taken to promote the welfare of children and vulnerable adults and protect them from harm. Child protection specifically refers to actions taken to protect a child who has already been identified as suffering or being at risk of suffering significant harm.

Do small charities and CICs need a safeguarding policy?+

Yes, absolutely. Any organisation that works with or comes into contact with children or vulnerable adults, regardless of size, must have a robust safeguarding policy and procedures in place. Funders will expect this as standard.

How often should our safeguarding policy be reviewed?+

It should be reviewed at least annually, or sooner if there are any significant changes in legislation, guidance, or your organisation's activities. The review and any updates should be formally approved and minuted by your board of trustees.

What training should our staff and volunteers receive?+

Everyone should receive general awareness training on recognising signs of abuse and reporting procedures. Those in roles with direct contact with children or vulnerable adults should receive more in-depth training, ideally from a recognised provider, specific to their responsibilities.

What if our organisation doesn't directly work with children or vulnerable adults, but they might visit our premises?+

Even if your primary beneficiaries are not children or vulnerable adults, if they can reasonably be expected to be on your premises or interact with your staff/volunteers (e.g. parents visiting with children, adults with care needs attending events), you still need a safeguarding policy. It demonstrates you've considered these possibilities.

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