SHOE4AFRICA / SHOE FOR KENYA
SAFEGUARDING STANDARD OPERATING PROCEDURES (SOP) MANUAL
Effective Date: __March 3, 2022_________________
Approved By: __Chelimo Saina, CEO SHOE FOR KENYA_______
Next Review Date: _Reviewed each AGM_________
Safeguarding Officer: Joanne Kosgei, Shoe4Africa Head Coach
TABLE OF CONTENTS
- Purpose
- Scope
- Guiding Principles
- Roles and Responsibilities
- Code of Conduct
- Risk Assessments
- Safe Recruitment
- Staff Induction & Training
- Working with Children
- Hospital Safeguarding Procedures
- School & Community Programme Procedures
- Boys & Girls Club & All4Running Procedures
- Women’s Programmes
- Volunteers, Visitors & International Teams
- Photography & Social Media
- Digital Safeguarding
- Transport & Excursions
- Incident Reporting
- Incident Response Procedures
- Investigations
- Confidentiality
- Survivor Support
- External Reporting
- Record Keeping
- Partner Safeguarding
- Monitoring & Compliance
- Annual Review
Appendices
1. PURPOSE
This manual explains how Shoe4Africa / Shoe for Kenya implements its Safeguarding Policy across all programmes and operations.
The procedures ensure every child, vulnerable adult, participant, volunteer, staff member and visitor is protected from abuse, neglect, exploitation, harassment, discrimination and harm.
Safeguarding is everyone’s responsibility.
2. SCOPE
These procedures apply to:
- All programme participants
- Employees
- Volunteers
- Board members
- Contractors
- Consultants
- Coaches
- Teachers
- Medical personnel
- International visitors
- Mission teams
- Donors while visiting projects
- Media representatives
- Researchers
- Partner organisations
These SOPs apply at all Shoe4Africa activities including:
- Children’s Hospital
- Children’s Cancer Hospital
- Schools
- Boys & Girls Club
- All4Running Club
- Women’s Empowerment programmes
- Nutrition programmes
- Community outreach
- Hospital outreach
- Sporting events
- Educational visits
3. GUIDING PRINCIPLES
Every participant has the right to:
- Safety
- Respect
- Dignity
- Privacy
- Equality
- Be listened to
- Be protected
All safeguarding decisions will place the welfare of the participant above organisational reputation.
4. ROLES & RESPONSIBILITIES
Board
- Approves safeguarding policy
- Reviews annual safeguarding reports
- Ensures adequate resources
CEO
- Overall safeguarding accountability
- Ensures compliance
- Reports serious incidents
Safeguarding Officer
Joanne Kosgei
Responsible for:
- Receiving reports
- Maintaining confidential records
- Coordinating investigations
- Liaising with authorities
- Supporting survivors
- Staff training
- Annual safeguarding audits
Every Staff Member
Must:
- Read policy
- Attend training
- Report concerns immediately
- Follow Code of Conduct
Sign a copy and send the signature page to team@shoe4africa.org
5. CODE OF CONDUCT
Personnel shall:
- Treat every participant equally.
- Never hit, humiliate or intimidate.
- Never request sexual favours.
- Never exchange gifts for affection.
- Never communicate secretly with children.
- Never transport children without authorization.
- Never be alone in private with a child unless absolutely necessary.
- Avoid physical contact unless medically or culturally appropriate.
- Respect privacy during medical care.
6. RISK ASSESSMENTS
Every programme must complete a safeguarding assessment before implementation.
Consider:
- Location
- Age of participants
- Gender
- Overnight stays
- Medical risks
- Transport
- Photography
- Volunteers
- Child-to-child interaction
- Online communication
Mitigation measures must be documented.
7. SAFE RECRUITMENT
Before engagement:
✓ Application completed
✓ Interview conducted
✓ References checked
✓ Identification verified
✓ Criminal background check where legally available
✓ Safeguarding declaration signed
No individual begins work until approved.
8. STAFF TRAINING
All personnel receive:
- Safeguarding Policy
- SOP Manual
- Reporting procedures
- Professional boundaries
- Child protection
- GBV awareness
- Digital safeguarding
- Confidentiality
Refresher training:
Minimum annually.
9. WORKING WITH CHILDREN
Always:
- Work in visible areas.
- Keep doors open where possible.
- Have another adult nearby.
- Obtain parental consent where required.
- Use respectful language.
- Encourage children to speak out.
Never:
- Isolate children.
- Promise secrecy.
- Exchange private contact information.
- Arrange private meetings.
- Use corporal punishment in ANY FORM.
10. HOSPITAL PROCEDURES
Staff and volunteers shall:
- Respect patient confidentiality.
- Wear identification.
- Obtain ward permission.
- Follow infection prevention protocols.
- Never photograph patients without written consent.
- Never post patient information online.
Visitors must remain accompanied unless approved.
11. SCHOOL PROGRAMMES
Teachers and volunteers:
- Maintain attendance registers.
- Supervise break times.
- Report absenteeism concerns.
- Never administer corporal punishment.
- Encourage reporting of bullying.
12. BOYS & GIRLS CLUB / ALL4RUNNING
Minimum supervision ratio:
One adult per 15 children (where practical).
Rules:
- Register attendance.
- Sign-in/sign-out.
- Emergency contacts available.
- First aid kit present.
- Water available.
- No participant leaves without authorization.
- Caretakers details/phone contact must be kept and checked once every six months for validity
13. WOMEN’S PROGRAMMES
Participants experiencing:
- Domestic violence
- Sexual violence
- Child marriage
- Female genital mutilation
- Trafficking
shall be treated confidentially and referred appropriately.
14. VISITORS
All visitors:
- Sign visitor register.
- Receive safeguarding briefing.
- Wear identification.
- Follow photography policy.
- Never remove participants from programmes.
- Never interview children without permission.
Mission teams must receive safeguarding orientation before programme activities.
15. PHOTOGRAPHY & SOCIAL MEDIA
Always:
- Obtain informed consent.
- Use respectful images.
- Protect dignity.
- Avoid revealing sensitive medical information.
Never:
- Publish identifying information that places a participant at risk.
- Share abuse cases online.
- Use degrading images.
16. DIGITAL SAFEGUARDING
Personnel shall not:
- Private message children.
- Friend minors on personal social media.
- Share personal phone numbers unless authorised.
Official communication should occur through approved channels whenever possible.
17. TRANSPORT
Before transport:
- Parent/guardian permission confirmed.
- Driver licensed, and leaves their contact details with our staff members.
- Vehicle roadworthy check.
- Emergency contacts available.
Children should never travel alone with one adult unless unavoidable and authorised.
18. REPORTING PROCEDURE
Anyone may report:
- Abuse
- Suspicion
- Neglect
- Harassment
- Exploitation
- Bullying
- Unsafe behaviour
Reports may be verbal or written.
Immediate reports go to:
Joanne Kosgei
Safeguarding Officer
If unavailable:
CEO – direct line 0796 260121
If criminal:
Notify Police and relevant authorities immediately.
19. INCIDENT RESPONSE
Within 24 hours:
- Ensure immediate safety.
- Obtain emergency medical care if needed.
- Notify Safeguarding Officer.
- Record facts.
- Preserve evidence.
- Maintain confidentiality.
- Refer where necessary.
Do not investigate before immediate safety is secured.
20. INVESTIGATIONS
Every investigation shall:
- Be impartial.
- Respect confidentiality.
- Be documented.
- Protect all parties.
- Avoid victim blaming.
21. CONFIDENTIALITY
Information is shared strictly on a need-to-know basis.
Records remain securely stored.
22. SURVIVOR SUPPORT
Shoe4Africa shall endeavour to provide or facilitate access to:
- Medical care
- Counselling
- Legal referrals
- Protection services
- Social support
The wishes and dignity of survivors should guide all actions, subject to legal reporting obligations.
23. EXTERNAL REPORTING
Where required by Kenyan law:
Notify:
- National Police Service
- Department of Children’s Services
- Relevant health authorities
- Other competent authorities
24. RECORD KEEPING
Maintain:
- Incident reports
- Investigation notes
- Risk assessments
- Training records
- Visitor logs
- Consent forms
Records shall be securely retained in accordance with organisational policy and applicable law.
25. PARTNER SAFEGUARDING
Partner organisations should:
- Maintain safeguarding policies.
- Train staff.
- Report incidents.
- Cooperate with investigations.
Shoe4Africa reserves the right to suspend partnerships where safeguarding standards are not met.
26. MONITORING
Annual safeguarding audit includes:
- Staff compliance
- Training completion
- Incident trends
- Policy effectiveness
- Risk review
- Lessons learned
27. ANNUAL REVIEW
This manual shall be reviewed every twelve months or sooner following:
- Serious incident
- Legal change
- Organisational expansion
- Donor requirement
APPENDIX A
INCIDENT REPORT FORM
- Date
- Time
- Location
- Reporter
- Person affected
- Description
- Immediate action taken
- Witnesses
- Referrals made
- Signature
APPENDIX B
VISITOR DECLARATION
I agree to:
- Follow Shoe4Africa safeguarding procedures.
- Respect confidentiality.
- Protect all participants.
- Immediately report concerns.
Signature: ___________________
APPENDIX C
SAFEGUARDING RISK ASSESSMENT
Programme:
Venue:
Date:
Potential Risk | Likelihood | Impact | Mitigation | Responsible Person
APPENDIX D
STAFF SAFEGUARDING DECLARATION
I have:
☐ Read the Safeguarding Policy
☐ Read the SOP Manual
☐ Understood reporting procedures
☐ Agreed to follow the Code of Conduct
Name: ___________________
Signature: ___________________
Date: ___________________
SHOE4AFRICA SAFEGUARDING COMMITMENT
Every child. Every woman. Every participant. Every day.
CEO’s statement, “At Shoe4Africa, safeguarding is not simply a policy—it is a commitment embedded in every programme, every activity, every partnership, and every decision we make. Every member of our organisation shares responsibility for creating environments where children and vulnerable adults are safe, respected, heard, and able to thrive.”
