SAFEGUARDING POLICY

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1. INTRODUCTION

The Safeguarding Policy sets out icipe’s commitment to protect vulnerable persons that the Centre
works with either directly or indirectly, from any form of abuse and exploitation that may arise from
its work. It provides mandatory guidelines on preventing any form of abuse and exploitation of
vulnerable persons and sets out principles that are applicable to icipe’s staff, students, interns,
volunteers, partners and other stakeholders. It also sets out the mechanisms icipe shall follow in the
event that any abuse is reported.

2. PURPOSE AND SCOPE

The purpose of the Safeguarding Policy is to provide clarity to all icipe’s Staff (employees, students,
consultants, interns, volunteers) and collaborators (partners, suppliers, contractors and other
stakeholders) on how they should engage with vulnerable persons when they are working for, on behalf
of, or in partnership with icipe.

This Policy aims to:

(i) Promote the safeguarding of vulnerable persons directly served by icipe’s Staff.
(ii) Promote the safeguarding of vulnerable persons directly served by icipe’s collaborators.
(iii) Ensure that any allegations of abuse of vulnerable persons that occurs in the context
of icipe’s projects and programmes are reported, investigated and addressed appropriately.
(iv) Ensure that any vulnerable person experiencing abuse caused by icipe’s Staff or collaborator
is supported.
This Policy sets out the Centre’s minimum standards and may exceed the requirements of various local
legislation where the Centre operates. The Policy is applicable to all icipe staff and collaborators wherever
they are conducting business for, on behalf of, or in partnership with icipe. Collaborators are responsible
for providing their representative, personnel, agents or officials with a copy of this Policy.

3. DEFINITIONS

(i) Child (Minor): for purposes of this Safeguarding Policy, a child is defined as a person who is under
18 years of age irrespective of the legal definition set out by relevant laws and regulations.
(ii) Youth: youth is best understood as a period of transition from the dependence of childhood to
adulthood's independence. Without prejudice to other definitions in this Policy, youth shall be
defined as every person between the ages of 15 and 35 years (The African Youth Charter). In the
context of this Policy, vulnerable adults include students, interns, volunteers and apprentices.
(iii) Vulnerable Adult: a person, 18 years and above, who by reason of disability, age, gender, social
and economic status, or illness, may be unable to take care of or to protect him or herself against
abuse, harm or exploitation.
(iv) Vulnerable Persons: is an umbrella term which covers children, youth and vulnerable adults.
(v) Collaborators (Partners/Third Parties/Stakeholders): Includes all grantees, suppliers,
consultants, sub-contractors, official visitors/guests or any parties with a contractual or
collaborative relationship with icipe.
(vi) Donor: any party that has made a grant to icipe either in-kind or through funds.
(vii) Staff: individuals who work for icipe either full time or part time i.e. governing council members,
committee members, panel members, directors, managers, regular, temporary, scholars,
students, casuals including adjunct and visiting scientists.
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 (viii) Safeguarding: Safeguarding means promoting and protecting people’s freedom from all forms
of harassment, violence, abuse, neglect and exploitation.
(ix) Abuse: is a violation of an individual’s rights that lowers the dignity of the abused person. It can
take the form of physical, psychological, financial or sexual abuse, neglect or negligent treatment
or commercial or other exploitation, resulting in actual or potential harm to the health, survival,
development or dignity of a vulnerable person. Abuse can apply to a single act or repeated acts
and often involves criminal acts.
(x) Survivor: A person who has been abused or exploited. The term “survivor” is also
interchangeable with the word “victim.”
4. CATEGORIES OF ABUSE

icipe shall not condone or tolerate any conduct by its staff and collaborators that can or could be
construed as abuse as further explained below.

• Physical Abuse
Physical Abuse refers to any action by a person that intentionally causes or could cause physical pain,
injury or death to a vulnerable person. It includes but is not limited to, hitting, shaking, slapping, throwing,
kicking or otherwise causing physical harm, misuse of medication, unlawful or inappropriate restraint and
inappropriate physical sanctions.

• Sexual Abuse
For purposes of this Policy, the following acts constitute sexual abuse:
(i) Forcing, enticing or coercing a vulnerable person to take part in sexual activities, whether or
not the vulnerable person is aware of what is happening. The activities may involve physical
contact, non-contact activities (such as involving a vulnerable person in looking at, or in the
production of, sexual images, watching sexual activities encouraging children to behave in
sexually inappropriate ways, or grooming a child in preparation for abuse (including via the
Internet).
(ii) Viewing or possessing child sexual abuse images.
(iii) Abuse of power or trust, for sexual purposes, including, but not limited to, profiting in any way
from the sexual exploitation of vulnerable persons.
• Psychological/ Emotional Abuse
Emotional abuse refers to action(s) or omission(s) by a person that causes or could cause emotional
trauma, stress or anguish for the vulnerable person and detracts from the vulnerable person’s quality of
life. Emotional abuse includes actions or omissions that are humiliating, degrading, rejecting, ignoring,
intimidating or terrorizing for the vulnerable person.

• Financial and Material Abuse

Financial or material abuse is any theft or misuse of a vulnerable person’s money, property or resources.
It also includes urging and persuading a vulnerable person to carry out financial and material abuse on
behalf of another individual.
• Photography
Taking photographs without consent from the vulnerable persons which should be granted before the
photo is taken. In this regard photographing or filming of vulnerable persons must:
i. endeavor to comply with local traditions or restrictions for reproducing personal
images before photographing or filming;
ii. Obtain written consent from the vulnerable person (and parent or guardian for
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 Minors) before photographing or filming;
iii. Ensure that photographs, films, videos and DVDs, etc. present the vulnerable
person in a dignified and respectful manner;
iv. Ensure that images are honest representations of the context and the facts;
v. Ensure that all data is handled in line with the Data Protection Policy.

5. SAFEGUARDING POLICY
icipe is committed to the protection and safeguarding of vulnerable persons and acknowledges that it has
a duty to ensure that its programmes and operations are conducted in a manner that is safe for vulnerable
persons.

5.1 Prevention

icipe shall ensure that all reasonable measures are taken to minimize the risk of abuse to Vulnerable Persons
engaged with the Centre’s projects and programmes. In particular:
(i) icipe recognizes that all vulnerable persons have a right to a dignified life without
discrimination of any kind and irrespective of race, sex, language, religion, political or other
opinion, national, ethnic or social origin, property, disability, birth or other status.
(ii) All vulnerable persons have the right to equal protection from abuse and exploitation.
(iii) icipe will safeguard vulnerable persons by valuing, listening to and respecting them.
(iv) icipe shall ensure that its programmes and projects shall be designed and delivered in a way
that protects and safeguards vulnerable people from any risk of abuse and exploitation.
(v) icipe shall ensure that all staff and collaborators are inducted and sensitized on this
Safeguarding Policy and understand their responsibilities within it.
(vi) The recruitment processes used within icipe will reflect the Centre’s commitment to protect
vulnerable persons from abuse and exploitation. It shall include appropriate completion of
satisfactory references and background checks of prospective staff who are to work with
vulnerable persons. This will include checking for correctness or authenticity of the CV of the
new employee.
(vii) icipe shall, wherever considered appropriate, obtain a Certificate of Good Conduct which
indicates the applicant did not commit any offence that is relevant to the performance of duties
with vulnerable persons.
(viii) icipe shall include in its agreements with collaborators a clause which aims to encourage their
adherence to this policy.
(ix) All managers are responsible for promoting awareness of this Policy within their Themes and
Units.
(x) All staff and collaborators have access to, and are familiar with this Policy, and know their
responsibilities within it;
(xi) All staff and collaborators’ representatives have access to information about how to report
concerns or allegations of abuse, including the vulnerable persons themselves.
(xii) Build the understanding and capabilities that are required to implement and manage this policy
including communication plans on safeguarding for staff, partner organizations and
beneficiaries.
(xiii) Assessment of partners which will include questions on safeguarding issues.
5.2 Protection

icipe shall have a zero-tolerance approach to any form of abuse and expects all collaborators to share
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similar values and to actively protect and respect the vulnerable persons who participate in the
Centre’s projects and programmes.

icipe shall take action against all allegations, reports and suspicions of abuse.

5.3 Discrimination
All Vulnerable Persons are entitled to equal treatment and shall not be discriminated against by staff and
collaborators on the basis of their race, sex, language, religion, political or other opinion, national, ethnic
or social origin, property, disability, birth or other status.

5.4 Roles and Responsibilities

(i) All:
All staff and collaborators of icipe are obliged to read, understand and comply with
this Policy and are required to commit to respecting, promoting, upholding and
protecting vulnerable persons at all times. All collaborators are required to ensure
that the staff, consultants, service providers and sub-contractors that they engage on
icipe projects and programmes are aware of this Policy and comply with its terms. In
this regard, all contracts with collaborators shall include appropriate clauses to ensure
adherence to the principles of this policy and full cooperation of its implementation
including the carrying out of investigations into allegations of abuse.
(ii) Managers & Supervisors are responsible for ensuring that staff and collaborators
within their Themes and Units have access to and are aware of this Policy and are
supported to implement and work in accordance with it.

(iii) icipe Senior Management Committee: is responsible for ensuring the effective global
implementation of this Policy and ensuring that all staff and collaborators are
supported to meet their responsibilities under this Policy.

6. RAISING AND RESPONDING TO COMPLAINTS OR CONCERNS

icipe shall treat any allegations or concerns regarding the abuse of a vulnerable person seriously. The
reporting procedure set out below shall be adhered to by icipe’s staff and collaborators.

6.1 Reporting concerns and allegations of Abuse

6.1.1 icipe places a mandatory obligation on all staff and collaborators to report concerns, suspicions,
allegations and incidents which indicate actual or potential abuse or exploitation of vulnerable
persons and which may constitute a breach of this Policy. A report should be made when:

(i) Abuse is observed or suspected;

(ii) An allegation of abuse is made;
(iii) A vulnerable person discloses abuse; and
(iv) There is a concern or complaint made about possible abuse or exploitation of a vulnerable
person by an icipe staff or collaborator.

6.1.2 All allegations or concerns made shall be fully and well documented while respecting privacy. The
key information concerning the offending acts to be included in the report includes:

(i) Description of the specific act;

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 (ii) The time and date of the act;
(iii) The circumstances surrounding the offending act;
(iv) The manner and location of the incident;
(v) If and under what circumstances the complainant made it clear to the alleged offender
that the disputed conduct was unwelcome;
(vi) Witnesses to the offending act or persons to whom the offence was mentioned;
(vii) Other information relevant to the case

6.1.3 Complaints, concerns and allegations of abuse should be made to the Safeguarding Focal Person
(SFP) immediately the staff and collaborator become aware of or witness the allegation or abuse.
The Centre encourages that alleged violations of this Policy be made promptly due to the
continued harm that may be suffered by the vulnerable person due to delayed reporting.

6.1.4 All concerns or allegations of abuse can be made through any of the following channels:

(i) If one wishes to remain anonymous, through the mechanism set out under icipe’s
offsite Whistleblower service available at the following links: Email: icipe@tip-offs.com,
Website: http://www.icipe.org/whistleblowing.
(ii) to the SFP (Safeguarding Focal Person).
(iii) Through any trusted icipe contact.

6.1.5 icipe recognizes that abuse of vulnerable persons is an urgent matter and disclosures and
suspicion will be acted upon swiftly. In the event of an urgent need for the vulnerable person’s
protection, staff and collaborators will take immediate protective action which may include
making a report to the relevant enforcement authorities.

6.2 Safeguarding Staff

The Centre shall designate staffing to deal with safeguarding issues. These will include a Head of
Safeguarding (HoS) who shall be responsible for overall management of compliance, reporting and training
and Safeguarding Focal Persons (SFP) deployed on need basis at regional office and/or programmes.

6.2.1 The Safeguarding Focal Person (SFP) is responsible for handling reports, complaints or concerns
about the protection of vulnerable persons in accordance with the procedures contained in this
Policy.
6.2.2 It shall be the duty of the SFP to receive and register all reports of abuse of vulnerable persons.
The register shall also set out how the complaints were dealt with. Any reports which relate to the
SFP shall be sent to and be received by the HoS.
6.2.3 The SFP (or any other party to whom a report of abuse has been made) shall within three days of
receiving notice of the allegation, complaint or concern of abuse, make a report to the HoS. The
SFP (or any other party receiving the complaint), HoS and Chair of the Anti-Fraud, Harassment and
Ethics Committee (AHEC) shall make preliminary assessment and determine whether the allegation
or concern contains sufficient information/evidence to commence an investigation. They will also
agree on the best way to carry out the investigation.
6.2.4 The HoS shall be responsible for providing icipe’s Senior Management Committee with periodic
reports on the implementation of this Policy, reports of any safeguarding allegations that may
have been reported, the outcome of investigations carried out and any actions taken by icipe as a
result. Similarly, S/he shall draw up bi-annual reports for the Executive Board, highlighting
safeguarding activities.

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6.3 Investigations

6.3.1 The SFP, HoS and Chair AHEC (hereafter referred to as the Trio) shall in consultation with other
interested parties, use their judgement to decide on the best process for carrying out the
investigation. The investigation could be undertaken by the AHEC, or either of the following acting
singly or in a team - a Director, Senior Manager, Internal Auditor, Security Coordinator, Head of
Human Resources or other independent party deemed appropriate. The person/s so appointed
shall be referred to as the Investigator.

6.3.2 Investigations may also be carried out jointly or singly by local enforcement where the offence so
demands. The SFP shall however follow-up closely with the enforcement authorities to ensure that
s/he has all the necessary information.
6.4 Investigation Process

6.4.1 All investigations into allegations, complaints and concerns of a buse shall be carried out within
o n e m o n t h . If this is not feasible or not achieved, reasons for this must be clearly recorded,
including the impact that any delays will have on the vulnerable person at risk or on the
outcome/effectiveness of the investigation.
6.4.2 The following principles will underpin all investigations:
(i) icipe will maintain confidentiality and will not disclose personal details of those involved
in the investigations, unless such disclosure is deemed necessary to ensure that a
vulnerable person and particularly a child is protected (for example where a child may
need specialist services or where a criminal offence may have been committed).
(ii) The organization and/or individual(s) against whom the concern or allegation of abuse
relates shall be informed in writing of the allegations made against them.
(iii) The organization and/or individual under investigation will respond in writing and provide
the investigator with all relevant information that is sought by it.
(iv) The investigator shall not disclose the name of the person who made the report.
(v) As many witnesses as possible shall be interviewed by the investigator or their
representatives within the investigation period.
(vi) All responses shall be documented and signed by the persons providing the information.
(vii) In addition, all participants shall be expected to adhere to strict confidentiality and their
cooperation shall be required.
(viii) In case the complaint relates to child abuse, the child’s parent, guardian or a welfare
officer, will as far as possible be present when the child is being interviewed.
(ix) If the allegation or concern of abuse has not been reported to the enforcement
authorities, the investigator, in consultation with the Legal Unit, shall advise icipe whether
based on local law, the allegation or concern of abuse should be referred to the police or
other statutory enforcement authorities for criminal investigation.
(x) No retaliation or intimidation shall be entertained. Any individual that makes any report
of allegation, complaint or concern of abuse and/or gives any information during the
investigative process is entitled to protection from retaliation.

6.5 Investigation Outcome

6.5.1 Once the investigation process has been completed, the investigator will evaluate the evidence
and prepare an investigation report.

6.5.2 The Report shall:

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 (i) Set out how the investigator carried out the investigations and the outcome of the same.
(ii) Contain a clear outcome of the investigation (i.e. 'substantiated', 'not substantiated' or '
inconclusive’) with evidenced reasons for this;
(iii) Contain recommendations of action to be taken.

6.5.3 The investigator, unless otherwise agreed by the appointing party, shall have overall responsibility
in the compilation and submission of the report. The report should be prepared within five (5)
days after the completion of the investigations.

6.5.4 The HoS shall submit the report to the Trio who shall, with appropriate consultation, determine
the course of action to be taken.

6.5.5 Disciplinary Measures

Any employee found to be in violation of this Policy will be subject to appropriate disciplinary action
including reprimand, suspension, discharge and/or reporting them to the respective enforcement
authority.

Any of the following measures may be taken, depending on the severity of the offence:

(i) The offender may be required to provide an apology;

(ii) The offender may receive a verbal warning;
(iii) The offender may be given a written warning with a copy for his or her personal file;
(iv) The offender’s contract may be terminated;
(v) The offender may be dismissed summarily.
6.5.6 Rights of the Complainant and Accused

icipe will handle allegations or concerns in a fair and timely manner. All parties can expect that their
rights under this Policy will be respected and that their privacy will be maintained to the extent
necessary and possible. In addition, both the complainant and the accused have the right:

(i) To access necessary support resources to ensure a fair process.

(ii) To equal opportunity to provide relevant information and to present witnesses.
(iii) To the same opportunities to have others present during a proceeding, including
opportunities to be accompanied by an advisor of their choice at any meeting or interview.
(iv) To appeal the findings of the investigation in accordance with this Policy.

6.5.7 False Allegations

If a staff is found to have made a false allegation, h/she will be subject to disciplinary action, up to
and including termination of employment.

7. ACCOUNTABILITY

Any behavior by icipe staff and collaborators towards vulnerable persons, which results in abuse will trigger
action on the part of icipe as follows;

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7.1 Staff

(i) Any staff who has been under investigation by icipe or by official legal enforcement
authorities for any area of abuse or exploitation as defined under this Policy shall be
subjected to staff disciplinary procedures as set out in icipe’s Employee Manual paragraph
2.11 (a).

(ii) If a staff is dismissed for unlawful proven harm, exploitation or abuse, icipe will inform
the relevant enforcement authorities.

7.2 Collaborators

In the case of collaborators, appropriate action will be taken up to and including immediate termination
of a grant, or partnership agreement. In this case, the impact of the termination on the beneficiaries of
the partnership will be considered. icipe will also notify the relevant enforcement authorities.

7.3 Donors

icipe will report violations of this Policy to its donors in accordance with each donor’s contractual requirements.

8. SUPPORT FOR SURVIVORS AND VICTIMS

Support will be offered to survivors and victims, regardless of whether or not formal internal investigations
have commenced. Support may include specialist psycho-social counselling, medical access and/or access
to other specialist and other appropriate support as needed. The nature and level of support which the
Centre will provide to the Survivor will be determined on a case by case basis by the Trio on consultations
with icipe’s Senior Management.

9. PREVENTIVE MEASURES

9.1 Safeguarding of vulnerable persons is an essential component of the action to be taken by the
Centre in the discharge of its duty to take all appropriate measures towards the protection of vulnerable
persons.

9.2 Employees should be aware of any conduct that may be construed as abuse. In some situations,
a person may not realize that his or her behaviour is inappropriate or undesirable. Employees who
consider any person’s behaviour as inconsistent with this policy are encouraged to inform the HoS or
designated SFP. The SFP or HoS shall communicate to the employee the inappropriateness of the
behaviour. The person so told should comply immediately and graciously with such requests.

9.3 The Centre’s recruitment process should be designed to ensure there is full objectivity that
evidences the level of risk in each role right from how the job description is designed to the actual reference
checking and induction of the individual into icipe.

9.4 The Centre shall conduct regular and mandatory awareness training for all staff, collaborators
and vulnerable persons to raise awareness of the Centre’s zero tolerance to abuse of vulnerable persons,
to provide guidance on the policy and procedures that safeguard occurs and abuse is prevented.

9.5 The HoS shall ensure all employees familiarize themselves with this Policy and with the various
options and channels available for addressing complaints upon taking up their appointments.

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9.6 To help resolve problems associated with abuse of vulnerable persons, directors, heads of
themes/units, managers, other supervisory staff shall maintain open channels of communication and
ensure that those who wish to raise their concerns have access and can do so freely without fear of
victimization and/or adverse consequences.

10. EFFECTIVENESS
This Policy will become effective immediately upon approval and remain in effect until it is modified,
revoked or superseded.

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