Safeguarding & Volunteer Policy

1. Statement of commitment

Grand Gardens Restoration Group is committed to safeguarding the welfare of every person who takes part in our work, and in particular children and adults who may be at risk of harm. We accept that safeguarding is everyone's responsibility, that the welfare of the child or at-risk adult is paramount, and that concerns must be acted upon rather than discussed informally.

2. Legal framework

Our safeguarding arrangements are made in accordance with the Children First Act 2015 and the Children First: National Guidance for the Protection and Welfare of Children, the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012–2016, the Criminal Justice (Withholding of Information on Offences against Children and Vulnerable Persons) Act 2012, and the Safety, Health and Welfare at Work Act 2005.

3. Designated Liaison Person

The board has appointed a Designated Liaison Person (DLP) and a Deputy DLP with responsibility for receiving safeguarding concerns and, where the threshold is met, reporting them to Tusla — the Child and Family Agency — and to An Garda Síochána. Concerns may be raised in confidence by emailing randolph-bevx@gmx.com marked "For the attention of the Designated Liaison Person", or by telephoning +353 85 175 3192. A concern is never dismissed because it seems small, and a person raising a concern in good faith will never be penalised.

4. Garda vetting and recruitment

• Every volunteer whose role involves necessary and regular contact with children or at-risk adults is Garda vetted through the National Vetting Bureau before that work begins. No exceptions are made for length of acquaintance or local standing.
• Vetting is renewed at least every three years and whenever a volunteer's role materially changes.
• All volunteers complete a short application, provide two references, and receive an induction covering this policy, the code of conduct and site safety.
• Vetting outcomes are recorded as a pass/fail entry only; disclosure documents are not retained.

5. Working with children and school groups

• School visits are always attended by the school's own teaching staff, who retain duty of care. Our volunteers supplement, and never replace, that supervision.
• A minimum of two vetted adults is present at all times. Volunteers do not work one-to-one and out of sight with a child.
• Volunteers aged 16 and 17 are welcome on field days with written parental consent and are supervised at all times; they are not assigned power tools, ladder work or wall-height tasks.
• Photography of identifiable children takes place only with prior written consent from a parent or guardian, and images are never captioned with a child's full name.

6. Adults at risk

We welcome participants referred through day services, mental health supports and rehabilitation programmes. Where a participant has additional support needs, we agree a written participation plan in advance with the participant and their support worker, covering tasks, breaks, communication and any medical considerations. We follow the HSE's Safeguarding Vulnerable Persons at Risk of Abuse national policy in responding to any concern of abuse or neglect.

7. Volunteer code of conduct

• Treat every participant, landowner and visitor with courtesy and respect.
• Follow the site coordinator's instructions and the safety briefing without exception.
• Do not attend under the influence of alcohol or drugs; no alcohol is consumed on any work site.
• Respect confidentiality — personal details of other volunteers or participants are not shared or posted online.
• Report every accident, near miss and safeguarding concern on the day it occurs, however minor it appears.
• Bullying, harassment, discrimination or intimidation of any kind results in immediate removal from the activity and a review by the board.

8. Community event safety

• Every open day, workshop and field day is covered by a written risk assessment reviewed by the Health and Safety Coordinator before the event.
• At least one qualified first-aider and a stocked first-aid kit are present at every activity, with a written accident book maintained on site.
• Public and employers' liability insurance is held and renewed annually; certificates are displayed at events on request.
• An emergency plan identifying the nearest hospital (University Hospital Galway) and the site's Eircode for emergency services is briefed at the start of each day.
• Sign-in and sign-out registers are kept so that everyone present can be accounted for.

9. Environmental and field-work safety

• Unstable structures. No volunteer works at height, under an unpropped wall, or within the exclusion zone of a leaning or fractured structure. Masonry work is supervised by our conservation mason, and unstable sections are fenced and signed.
• Tools and machinery. Hand tools only for general volunteers. Chainsaws, brushcutters and machinery are operated solely by certified operators wearing full PPE, with a marked exclusion zone.
• Biological hazards. Briefings cover tetanus, Weil's disease near standing water, tick awareness and Lyme disease, giant hogweed sap, and safe handling of manure and compost. Gloves are mandatory; handwashing facilities are provided before eating.
• Weather. Activities are cancelled during Status Orange or Red weather warnings and in high winds where tree or wall work is planned. Volunteers are advised on layering, waterproofs and hydration.
• Wildlife and legal constraints. No hedge cutting or vegetation removal between 1 March and 31 August, in line with the Wildlife Acts. Bat roosts, badger setts and nesting sites are surveyed for before works and left undisturbed.
• Lone working. Nobody works alone on a restoration site. Nursery and record-keeping tasks carried out alone require a check-in call at the start and end of the session.

10. Review

This policy is reviewed annually by the board, and immediately following any serious incident. Copies are provided to every volunteer at induction and are available free of charge on request from the Honorary Secretary at Ardamullivan, Shanaglish, Co. Galway, H91 CA30, Ireland.