Safeguarding Policy

The Zen Trust

Registered Charity Number: 1172021

 

Introduction

Our guiding principle is that all those participating in Zen Group activities should always behave in a manner consistent with the Buddha Dharma; this means showing care and consideration for everyone at all times. In terms of safeguarding, this means the policy and procedures contribute to the personal safety of all adults, by promoting safeguarding awareness, good practice and transparent procedures.

This policy aims to provide:

  1. Protection for adults participating in Zen Group activities who may be considered vulnerable.
  2. Protection for class leaders, temple residents and volunteers working with them.

It sets out:

  1. Information about the prevention of harm to adults at risk, previously known as vulnerable adults.
  2. What action to take if harm is suspected.

This policy is based on the following principles:

  • The welfare of the adult participant is paramount.
  • Everyone whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity, have the right to protection from neglect and abuse.
  • All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.
  • Course Leaders are aware of the nature of abuse and to be alert to matters of concern.
  • All Course Leaders have a responsibility to report concerns to the designated person with responsibility for safeguarding.

The Trustees of the Zen Group recognise their responsibility to safeguard adults who may be deemed to be “at risk” and we are committed to working with statutory agencies to ensure the safety and well-being of all participants.

 

We aim to safeguard by:

  • Adopting safeguarding guidelines through procedures and a code of conduct for Course Leaders
  • Sharing information about safeguarding and good practice with Course Leaders
  • Sharing information about concerns with agencies who need to know
  • Reviewing our policy and good practice at least once every 3 years or after an incident

Our designated Safeguarding is: Jeremy Frank who can be contacted using the Zen Trust email provided above.

 

Safeguarding duties apply to:

  • An individual who is experiencing, or at risk of abuse or neglect, including self-neglect.
  • An individual who is in need of care and support and as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect.

 

Definitions:

Adults: 

 An adult is a person who has passed their 18th birthday.  Zen group activities are not open to minors.  Should a minor have occasion to visit one of our temples they must be accompanied at all times by a responsible parent, guardian or care-giver.

Adults at Risk:

An adult at risk is defined as:

“A person aged 18 or over who needs, or may need, community care services because they are frail or have a learning disability, sight or hearing disability or mental health issues and cannot (or may not be able to) care for themselves or take steps to protect themselves from significant harm or exploitation.”

Vulnerability

Zen training is a religious practice and not a form of physical or mental therapy.  People with mental health or other medical problems participate in our activities on the clear understanding that we are unable to provide specific help for their special needs.  We are a religious educational charity with limited resources, established to teach Zen Buddhism.

People who are generally emotionally and psychologically stable in most aspects of their lives may occasionally be vulnerable or at risk.

Anyone reporting or displaying symptoms of physical or mental illness must be advised to seek appropriate professional help.  They must not substitute Zen practice for professional medical care.

In cases of serious mental illness it may be necessary to advise the person to suspend their participation until they are deemed well enough to continue by those looking after them, as well as their Zen teacher.   

 

Participation in Zen Group Activities

We welcome all those interested in Zen Buddhism regardless of race, gender, age or sexual orientation.

It is important to ensure that those who participate in our activities are given sufficient preparation and guidance before embarking on more serious training which can involve lengthy periods of sitting meditation.

We offer monthly evening talks, Saturday introduction to meditation and Zen Sundays as well as a more structured introductory course, all of which are open to any interested member of the public.

Participation in our evening sitting meditation classes, day-long and residential weekend and 5-day sesshins (retreats) is by invitation. In order to ensure appropriate guidance for participants, experienced class leaders and members of the ordained sangha offer individual practice talks on a regular basis.

Online Protection

Since the Covid pandemic some of our classes have been held online via Zoom.  Some online participants are long-standing members of the group who find it difficult to attend in person for reasons of geography, age or health. Some, however, are new to Zen training and have participated largely or exclusively online.

It is more difficult to recognise signs of mental health problems when interacting with someone online.

 

Procedures for class leaders:

In order to ensure appropriate guidance for online participants, experienced class leaders offer individual practice talks on a regular basis.  If any warning signs of mental health problems should be picked up during such talks, the class leader should alert our Safeguarding Officer.

When an incident or disclosure has occurred the course leader will, without discussing the matter with anyone else, contact the designated safeguarding officer.

The charity is required, under the Data Protection Act 2018, to maintain confidentiality of all participants. When safeguarding vulnerable adults, there may be a need to disclose confidential           information to someone from another organisation, such as the police, adult social services or mental health team. This will only be done when the law allows, and when disclosure will help a vulnerable adult in need, or prevent a crime. If confidential information is to be shared, this will be done where possible with the person’s agreement. If this is not given, assessment of their best interests may still justify disclosure, and issues involving a wider or public interest may justify overriding their views. Where the vulnerable adult lacks mental capacity, the Zen Trust may undertake consultation with another on their behalf (in accordance with the guidelines in the Mental Capacity Act 2015).

Any information shared will be on a “need to know” basis, i.e. only information that is directly relevant to safeguarding a vulnerable adult and only the minimum necessary to achieve the objective of protection of vulnerable adults. Where a vulnerable adult expresses a wish for concerns not to be pursued, this should be respected wherever possible. However, decisions about whether to respect their wishes must have regard to the level of risk to the individual and others, and their capacity to understand the decision in question. In some circumstances the vulnerable adult’s wishes may be overridden in favour of considerations of safety.

The consent of the vulnerable adult must be obtained except where:

– the vulnerable adult lacks the mental capacity to make a decision (in accordance with the guidelines in the Mental Capacity Act 2015), and a risk assessment indicates that referral would be in their best interests

–  others may be at risk

– a crime has been committed.

Information will be gathered, recorded and stored in accordance with our Data protection policy and Confidentiality policy.  All leaders  must be aware that they cannot promise participants or their families/ carers that they will keep secrets.

 

Grievance procedures:
If a participant has  a particular grievance with a particular course leader or class activity they should raise the issue with the Course leader who will try to resolve the issue as soon as practicable. If the grievance involves a safeguarding issue the safeguarding office should be informed at the outset.

 

 

Protection for Class leaders, sangha members and volunteers

Our charity functions thanks to the goodwill and hard work of our ordained sangha members, class leaders and volunteers.

Verbal or physical abuse or aggression towards them or indeed towards any fellow group member will not be tolerated and will result in the person responsible being asked to withdraw from the group.

This policy will be reviewed at least once every 3 years and always following a serious incident.

Last updated June 2024

 

 

 

 

 

 

 

Recording procedures:

If you have any safeguarding concerns, you should inform the designated person named on the first page of the policy by completing the Confidential recording sheet below and submit it using the email address serviceszecentre@gmail.com

Confidential recording sheet

Name:
Home address:
Postcode:
Telephone number:
Give a brief description of what has prompted the concerns, include date, time and an outline of specific incidents.

 

 
Have you spoken to the person?  If so, what was said?

 

 

 
Have you consulted anyone else?  Please give details.

 

 

 
Name of person reported to:

 

 Date of reporting:
Signature:

 

 Today’s date:

 

 

Action taken:

 

 

 

 
Notes: