CHILD PROTECTION POLICY

Sofia
Updated version 2023

Table of content

1. Foreword
2. Glossary / Definitions
3. Introduction
4. Introducing child protection
5. Child rights – based approach
6. Elements of a child protection policy and procedure
7. Implementing child protection policies and procedures
8. Monitoring and evaluating child protection policies and procedures
9. Foreword

The Bulgarian Family Planning and Sexual Health Association (BFPA) is a non-governmental organization founded in 1992, registered in public benefit. Since its creation, BFPA works for improvement of sexual and reproductive health of everyone – regardless of gender, ethnicity, creed, or age. Its activities are oriented towards equal access to health care services, sexual and reproductive health and rights (SRHR), health education, advocacy for underserved groups, prevention of trafficking of human beings, sustainable development policies. A key element in our policies is the welfare of children, young people and vulnerable adults.

BFPA introduced for the first time in Bulgaria the concept of peer education, youth friendly services and medical and service delivery standards. The conducted interventions include implementing national-wide media campaigns, optimizing health services and screenings, wide range of trainings, conducting of research, peer education etc. On its own and in various networks and different partnerships, BFPA has initiated and implemented important national campaigns on topics related to awareness raising, youth participation, advocacy for legislative changes, zero tolerance towards sexual exploitation of children, prevention of trafficking, especially for marginalized communities and vulnerable young people in the country. BFPA initiated and is leading the Learning Action Partnership Platform, which gathers NGOs, government representatives and experts for prevention of sexual exploitation of children, including online abuse.

BFPA as a member of the International Planned Parenthood Federation (IPPF) and of the National Network for Children (NNC) has among its core values to support, strengthen, and promote the protection of children, young people and vulnerable adults.

This Child Protection Policy is applied in harmony with the other policies of BFPA and as integral part of the strategic plan of the organization and in the light of its mission and strategic goals.

2. Glossary / Definitions

CHILD – For the purposes of this document, a “child” is defined as anyone under the age of 18, in line with the UN Convention on the Rights of the Child.

CHILD ABUSE – According to the World Health Organization, “Child abuse” or “maltreatment” constitutes “all forms of physical and/or emotional ill-treatment, sexual abuse, neglect or negligent treatment or commercial or other exploitation, resulting in actual or potential harm to the child’s health, survival, development or dignity in the context of a relationship of responsibility, trust or power.”

CHILD PARTICIPATION – Anyone below the age of 18 taking part in a process or playing a role in a process at his/her level, according to their evolving capacities – children and young people thinking for themselves, expressing their views effectively, and interacting in a positive way with other people; involving children in the decisions which affect their lives, the lives of the community and the larger society in which they live.

CHILD PROTECTION – A broad term to describe philosophies, policies, standards, guidelines and procedures to protect children from both intentional and unintentional harm. In the current context, it applies particularly to the duty of organizations – and individuals associated with those organizations – towards children in their care.

DIRECT CONTACT WITH CHILDREN – Being in the physical presence of a child or children in the context of the organization’s work, whether contact is occasional or regular, short or long term.

INDIRECT CONTACT WITH CHILDREN – Having access to information on children in the context of the organization’s work, such as children’s names, locations (addresses of individuals or projects), photographs and case studies.

MYTH – belief, which is held, but which is not true.

CHILD PROTECTION POLICY – “A statement of intent that demonstrates a commitment to safeguard children from harm and makes clear to all what is required in relation to the protection of children. It helps to create a safe and positive environment for children and to show that the organization is taking its duty and responsibility of care seriously.”

INFORMED CONSENT – Capacity to freely give consent based on all available information, according to the age and evolving capacities of the child. For example, if you seek consent from a child regarding taking their photograph and using it for publicity purposes, the child is informed as to how the photograph will be used and is given the opportunity to refuse. If a child is invited to input into the development of a child protection policy, they must be made aware of the time it will take, what exactly will be involved, their roles and responsibilities and only then will they be able to give their “informed consent”.

HARM refers to a negative impact on an individual’s physical, emotional or behavioral health and well-being. Violence, abuse, neglect and exploitation often lead to an individual being harmed.

3. Introduction

BFPA believes that each child must be protected from all forms of harm, abuse, neglect and exploitation, regardless of their age, sex, sexual orientation, gender, gender identity or expression, race, ethnic or national origin, religion or belief, disability, HIV or any other status. Creation of safe environment for all children requires cooperation and responsibility of it’s all staff, volunteers or any associated within BFPA, and in this respect, BFPA not tolerate abuse or exploitation of children by staff, volunteers, or anyone associated with organization.

Although, children rights are guaranteed by Bulgarian national legislation and ratified international documents, the protection of the children must be responsibility of all relevant stakeholders including NGO sector, especially those involved with human rights issues.

The scope of this particular manual is concerned only with child protection within organization

• i.e. recruitment, management, behavior of staff and anyone associated with organization, physical environment of facilities, engagement of children in organizational programs etc. For example, it does not look at issues of violence against children in the family, school, streets and community. It must be stressed, however, that although this manual focuses on child protection within BFPA, the organization and all individuals working with BFPA, including volunteers and partners, also has a responsibility towards children they work with, who may be experiencing specific forms of maltreatment external to the organization. The manual does not address the special situation of establishing child protection policies and procedures for emergency situations dealing with the temporary accommodation of large numbers of migrants, refugees and displaced children, although many of the approaches and materials included here will be useful in such situations.

This manual is the outcome of long period consultation with different interest groups, such as staff, partners etc. including youth groups and volunteers under the age of 18 and has been produced by BFPA and approved by Board of members, as a practical learning tool and set of resources for organizational staff (project managers, project assistants, outreach worker, administration etc.) volunteers and partners, in particular working with children. BFPA’s Child Protection Policy applies on all organizational staff and associates and represent commitment to preventing and responding appropriately to harm to children.

Tools and techniques included here must also be applied, however, to private / commercial and government sector organizations. The manual outlines and explores some of the key principles and issues relevant to child protection, as well as outlining the steps that are needed in order to develop, implement, monitor and evaluate child protection policies and procedures. The tools can be used by those with overall executive responsibility for an organization or by a designated person or group within the organization with responsibility for child protection issues. The manual also serves as background reading on child protection policies and procedures for those who will be involved in developing policies and procedures and their implementation.

4. Introducing child protection

CHILD PROTECTION IN AN ORGANISATIONAL CONTEXT DEFINITION OF CHILD PROTECTION
Child protection – a broad term to describe philosophies, policies, standards, guidelines and
procedures to protect children from both intentional and unintentional harm. In the current context, it applies particularly to the duty of BFPA – and individuals associated/engaged – towards children in their care.

In general, “child protection” is a term used for the work and programmes undertaken in the community or broader social environment.

Types of violence / abuse experienced by children:

• Self-harm: e.g. deliberately cutting or harming oneself; suicidal thoughts; attempted and actual suicide.
• Peer abuse: e.g. bullying (physical and/or psychological); physical and sexual abuse;
gang violence.
• Abuse by adults: e.g. domestic violence (physical, psychological, sexual); corporal punishment in schools and organizations; sexual abuse and exploitation.
• Societal abuse: a social, political, economic and cultural environment which actively encourages or tacitly condones violence against children, e.g. political campaigns which encourage “clearances” of street children; religions and cultures which encourage physical and humiliating punishment of children as acceptable childrearing practices; harmful traditional practices such as female genital mutilation, ritual scarification etc.; high prevalence of violence in the media; cultural attitudes which condone violence against women in the home / which promote ideas of women and children as being the “property” of men / parents rather than as human beings deserving of equal rights.
• The abuse or neglect of a child can be caused by inflicting harm or by failing to act to
prevent harm. Children may be abused in a family, in a community or institutional setting.
• Physical abuse may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child.
• Emotional abuse involves the persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development.
• It may involve conveying to children that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may include not giving the child opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on children.

These may include interactions that are beyond the child’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing the child participating

in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including Online Bullying) causing children frequently to feel frightened or in danger, or the exploitation or corruption of children.

Sexual abuse involves forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example rape or oral sex) or non- penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children 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).

Neglect is the persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health and development.
Abuse is the deliberate act or series of actions which lead to harm. This includes, but is not limited to, verbal, physical, sexual, emotional and psychological abuse.

WHAT IS A CHILD PROTECTION POLICY?

Child protection policy – a statement of intent that represents a commitment of BFPA to safeguard children from harm and makes clear to all what is required in relation to the protection of children. It helps to create a safe and positive environment for children and to show that the organization is taking its duty and responsibility of care seriously.

A child protection policy provides a framework of principles, standards and guidelines on which to base individual and organizational practice in relation to areas, such as:
• Creating a “child safe” and “child friendly” organization (in relation to protection
against physical, psychological and sexual abuse)
• Prevention of abuse
• Personnel recruitment and training
• Robust management systems
• Guidelines for appropriate and inappropriate behavior / attitude
• Guidelines for communications regarding children
• Recognizing, reporting and reacting to allegations of abuse
• Ramifications of misconduct for those failing to follow the policy

A policy is not necessarily solely directed towards sexual abuse, but rather may also encompass all aspects of child protection including, but not limited to disciplinary measures, health and safety measures, physical harm, working with information about children, proper recruitment and managerial procedures, and the ramifications of misconduct.

What a child protection policy is not:

Adopting a child protection policy does not absolve from further action. It is the beginning, not the end of child protection. A policy does not have to be solely directed towards sexual abuse, strongly believe that every organization (whether working directly or indirectly with children, whether funding or being funded) must take responsibility for child protection.

WHAT IS CHILD ABUSE?

This manual adopts a broad understanding of child protection to include (e.g.) prevention of accidents, as well as prevention of deliberate abuse and neglect.

DEFINITIONS OF CHILD ABUSE:

According to the World Health Organization, “child abuse” or “maltreatment” constitutes all forms of physical and/or emotional ill-treatment, sexual abuse, neglect or negligent treatment or commercial or other exploitation, resulting in actual or potential harm to the child’s health, survival, development or dignity in the context of a relationship of responsibility, trust or power.

MYTHS RELATING TO CHILD ABUSE

“Myths” are beliefs which are commonly held, but which are not true / accurate. There are myths relating to all kinds of child abuse, some of which are more or less common in different parts of the world, and they result in a range of views on how to treat and discipline children. Examples of myths relating to child abuse include:

• Children with disabilities must be kept separate from other children so they don’t inflict their bad luck on other children
• A child with behavioral or mental challenges is ‘possessed’ or insane
• “Difficult” children in homes must be punished excessively
• Children need a good spanking to show who’s boss
• Having sex with a very young child or even a baby can cure you of AIDS
• Women and girls should only eat any food which is left after men have eaten
• Street children must be kept in government remand homes as they are all criminals
• Children don’t make the same the mistake again if they are given a good caning
• Children always know why they are being punished

Myths relating to child sexual abuse

Some of the myths surrounding child sexual abuse involve blaming the victims and/or their careers for the offence and minimizing the responsibility of the offender. Other myths suggest that sexual abuse is committed mainly by strangers or by foreign pedophiles even though it is widely known that most abuse is committed by someone known to the child. Likewise, there are myths which suggest that a child sex offender is somehow identifiable by their appearance

(creepy, weird). These are all dangerous misconceptions which can be easily taken advantage of by a child sex offender looking to access children.

WHY CHILD PROTECTION POLICIES AND PROCEDURES?

Since BFPA direct or indirect beneficiaries are also individuals under the age of 18, child protection policy is needed i order to:

I. Create ‘aware culture’
II. To prevent un/intentional harm coming to children
III. Ensure children feel safe
IV. Guarantee environment where children can speak out
V. Guarantee environment where children are listened to
VI. Create environment where children & staff are respected and empowered

• Child protection policy is step by step guideline for dealing with difficult situations. A liable policy is vital for reacting in an informed way and avoidance of accusations of a biased response in any participant’s favor or disadvantage.
• Child protection policies, guidelines and systems prevent exposure of the organization to false or malicious accusations of abuse.
• Without proper policies, guidelines and procedures in place, allegations of abuse, whether founded or unfounded, could have a negative impact on organization’s reputation. This could also have serious implications for fundraising (thus undermining an organization’s entire portfolio of work, even beyond the scope of the particular project concerned) as well as damaging the reputation of NGOs sector as a whole.
• Donors are increasingly requiring organizations to have in place child protection policies as part of their funding criteria.

WHY IS CHILD PROTECTION IMPORTANT?

It offers a useful framework for planning, decision-making, implementation and monitoring of child protection issues. It acts as a simple reminder that child protection is a fundamental right and focuses attention on the essential elements that make child protection implementation successful. A child rights-based approach puts children in the center of work intended for their benefit and involves them as actors in their own protection and development. Without adequate consultation, there is a risk of making inappropriate decisions, implementing ineffective and impractical policies and procedures that are not based on the experience of all stakeholders involved. In particular, this is about child protection. Consulting children themselves, as well as relevant adults in the organization, decrease the risk of producing policies and procedures which children themselves do not understand, cannot access, and which may not necessarily benefit them. Children have much to contribute through a clear understanding

of their own situations and ways in which they can be supported to protect themselves. If all stakeholders do not have a sense of ownership of child protection policies and procedures, then they are unlikely to take responsibility for implementing child protection in their work. The more people feel they “own” ideas, policies and procedures, the more sustainable child protection policies and procedures are likely to be. Without broad ownership across the organization, child protection becomes too dependent on particular individuals. This runs the risk of child protection being weakened or disappearing when these people leave the organization. Failing to keep confidentiality may put people at risk of physical harm and false rumors etc. People in the organization (both adults and children) need to be reassured that any sensitive information in their personnel records / any personal information about them is treated with respect. This means that such information is only accessible to the minimum number of people necessary for the functioning of the organization and that there is clear guidance on instances when confidentiality must be breached in the best interests of the child / child protection. Difficult decisions may also need to be made in situations where the best interests of one child are at odds with the best interests of many children. As a general child protection guideline, the silence shouldn’t be promised to children who disclose abuse; it might be needed to balance between keeping personnel records confidential with sharing concerns with other organizations about a particular person they are interested in recruiting, but had to be dismissed for inappropriate behavior towards children. Transparency combats / breaks through cultures of silence, taboo, secrecy and fear in which child abuse thrives. Transparency and the space and opportunity to talk freely create a preventive and protective environment for children. Transparency shows that an organization has nothing to hide and that it is willing to admit to and learn from mistakes – all of which is a true sign of a learning and accountable organization. For an organization to be accountable, information needs to be properly recorded, signed and dated, clearly marked as either opinion or fact, whether witnessed by anyone else etc. Transparency is about having a clear and standardized process in place to minimize confusion and rumor. Transparency must not be confused with confidentiality: child protection policies and procedures must be transparent, i.e. everyone must know that they exist and must be clear about what they involve and the consequences of breaching them. However, the actual information that passes through the procedures in particular cases (e.g. names and incidences) must be kept confidential, accessible only to those who need to know. There may be some people who feel extremely threatened or uncomfortable by the issue of child abuse itself. Many programmes have had long term participation by people who have developed intimate friendships and bonds. This intimacy is often based on trust and being part of the community. Sometimes these groups find it impossible to contemplate abuse occurring in their programme. There are also privacy concerns that people have about undergoing screening and police checks. Sensitivity in discussions around child protection is essential as participants (adults and children) may have personal experience of abuse which cause them distress.

5. Child rights-based approach

DEFINITION OF A CHILD RIGHTS-BASED APPROACH (CRBA):

A child rights-based approach is an approach which views each and every child , without discrimination, as an individual human being, deserving of rights and capable of participating in the process of achieving them in a supportive and resourced environment.

Stated in more detail, it is an approach which sees each child as a unique and equally valuable human being, with the right not only to life and survival, but also to development to his/her fullest potential, offering the best understanding of anyone of his/her own situation & with essential experience to offer, who deserves to have his/her best interests met through adequate allocation of resources and implementation of all the rights.

The realization of human rights is especially important for those such as street- involved and other vulnerable children who have often been denied those rights.

A child rights-based approach is therefore an approach that also takes into consideration, at all times, the five umbrella rights of the United Nations Convention on the Rights of the Child – CRC. These umbrella rights underpin all other separate articles in the United Nations Convention on the Rights of the Child – CRC:

• Best interests of the child (Art 3.1);
• Non-discrimination (Art 2);
• Participation (Art 12);
• Implementation (including of economic, social and cultural rights to the maximum extent of available resources) (Art 4);
• Right to life, survival and development (Art 6).

A child rights-based approach is an approach which sees each child:

1) As a unique and equally valuable (non-discrimination – Art. 2) human being,

2) With the right not only to life and survival, but also to development to his/her fullest potential
(Art. 6),

3) Offering the best understanding of anyone of his/her own situation & with essential experience to offer (participation – Art. 12),

4) Who deserves to have his/her best interests met (Art. 3),

5) Through adequate allocation of resources and implementation of all the rights in the CRC (Art. 4).

6. Elements of a child protection policy and procedure

BFPA guiding PRINCIPLES in child safeguarding are:

1. All children have a right to protection
2. All children have a right to participate
3. All actions regarding the safeguarding children must be undertaken in the best interest of the child
4. All BFPA programmes and activities must be designed to ensure that we respect children rights and do not cause harm
5. Child protection policy applies to all those working with or on behalf of BFPA by agreeing to work with/for the organization, it is implied that the terms and conditions of the Child protection policy have been accepted as a condition of involvement.
6. All staff (including consultants and volunteers) are required to sign and abide by the
   Code of Conduct as a condition of their involvement with BFPA. This sets out specific expectations of acceptable and unacceptable behavior.
7. Do not harm principle must be applied by BFPA staff/volunteers at all stages of the project /programme lifecycle, right from needs assessment and scoping through to design, inception, implementation and monitoring and evaluation.
8. Everybody has a responsibility to protect children
9. All BFPA partnering organizations must meet the minimum requirements in protection of child

BFPA divided the contents of a child protection policy into the 8 areas, as standards that must be considered essential for the child protection. These areas are:

1) MANAGEMENT RESPONSIBILITY IN CHILD PROTECTION

Existing management structure of BFPA must took responsibility on safeguarding children at any time, and to apply Child Protection Policy in all segments of work and communication with children and in relation to children. BFPA has a Safeguarding focal point who is responsible for making sure that all safeguarding measures are implementing in organization, including its integration in all programmes and projects activities.

1) Executive Director must ensure that each new employee receive, read and sign The Child Protection Policy before signing employment contract. Signed copy must be stored in their personnel file.
2) Executive Director and Safeguarding Focal point must to ensure that all new employees receive Child Protection safeguarding policy training
3) Executive Director, Safeguarding Focal point and Project Managers must ensure that all BFPA partners and associates are informed about child safeguarding and to ensure appropriate behavior towards children engaged in their project’s activities

4) Safeguarding Focal point and Project managers must ensure that all consultants who are in contact with children through the organization work are provided with a copy and have sign a copy of Child Protection Policy
5) Safeguarding Focal point and Project managers must ensure that all volunteers and activist who are in contact with children through the organization work are provided with a copy and have sign a copy of Child Protection Policy
6) Executive Director, Safeguarding Focal point must ensure that those one who report
child safeguarding concerns are given all support and protection in all aspects of the case circle.
7) Managers and Safeguarding Focal point make sure that children families know about
BFPA child protection measures and commitments.
8) Executive Director must ensure that organization has established system for investigation of reported concerns and incidents.
9) Executive Director must lead the development of safeguarding policies and procedures
10) The Board members must be a champion of safeguarding inside and outside organization
11) The Board members must support the Executive Director in development and
adaption of safeguarding framework

2) PERSONNEL RECRUITMENT

All employees, contractors, trustees, officers, interns and volunteers, whether paid or unpaid, full time or part time, temporary or long-term, having direct or indirect contact with children must undergo a thorough and standardized recruitment process.

3) EDUCATION AND TRAINING

There must be opportunities within the organization to develop and maintain the necessary skills and understanding to safeguard children.

It is important to ensure that all personnel and children themselves understand the importance of child protection, so that all personnel know how to implement policies and procedures and work to the same high standards and that children know best how to protect themselves and make use of the policies and procedures in place.

4) MANAGEMENT STRUCTURE

A management process must be adopted in order to facilitate the implementation of the child protection policy and procedures. Without effective management support, staff working on child protection may feel isolated and be unaware of where responsibilities lie,

and policies and procedures may fall through the gaps / not be taken seriously / not be acted on / not be fully implemented / not run smoothly.

5) BEHAVIOUR PROTOCOLS
Written guidelines for all employees, contractors, trustees, interns, volunteers and visitors must detail appropriate behavior with children. It might be good to consider developing behavior guidelines with children for appropriate behavior by children towards children.

It is important to clarify what constitutes appropriate and inappropriate behavior towards children and to ensure that all personnel understand and abide by behaviors which create a “child safe environment” that respects children’s physical and mental integrity / space / privacy. Behavior guidelines also allow children to know what behavior to expect from personnel and from each other, to know the difference between “good touch” and ‘bad touch’ and when to speak out if they feel uncomfortable. This will ensure the avoidance of potential misunderstandings which may lead to false allegations of child abuse.

6) COMMUNICATION GUIDELINES
There must be a set of guidelines to control confidential information regarding children and to prevent the presentation of degrading images of children through the organization’s publications and website.

The communication guidelines must clarify what constitutes appropriate and inappropriate use of written, visual and verbal information relating to children and to ensure that all personnel understand the importance of protecting and respecting children’s dignity and privacy and which safeguards them from being identified by those who may wish to harm them.
Communication guidelines must also allow children to know what rights they have regarding the use of information that relates to them, to introduce them to the concept of
‘informed consent’ regarding such information and when to speak out if they feel uncomfortable.

6) REPORTING AND REACTION PROTOCOLS

BFPA established the procedures for reporting and reacting to witnessed, suspected or alleged child abuse and/or violation of the child protection policy, which is made available to, and understood by, all employees, contractors, trustees, interns, volunteers and children themselves.

This is important so that in the case of an incident, immediate and appropriate action is taken in the best interests of the child to treat the child with dignity and protect the child from harm, as well as that all personnel and children are clear about what they must do to report and react to an incident.

For external incident reporting BFPA is using IPPF Safe Report, which provides safe space where anyone can raise concerns and complaints without fear of retaliation (https://www.ippf.org/ippfsafereport). Reports can be made 24 h a day, and service is available in multiple language.

7) RAMIFICATIONS OF MISCONDUCT

This implies steps which must be undertaken as a result of any investigation of an allegation of a violation of the policies, guidelines, principles or practice of child protection, and to deter personnel from violating child protection policies and procedures, to ensure that those who do violate child protection are held accountable for their actions, with possibilities for further training (in the case of minor violations) or dismissal and potentially legal action.

8) REPRESENTATION OF CHILDREN THROUGH MEDIA CHANNELS

This section considers the actions that need to be taken to ensure that safeguarding children is included in media activities undertaken by BFPA.

7. Implementing child protection policies and procedures

Based on the requirements laid out in the BFPA’s policy, the designated Safeguarding Focal point
/ representative takes responsibility for ensuring that the procedures outlined in the policy are implemented.

1. PERSONNEL AND CHILDREN – PAPERWORK

a) BFPA has The Safeguarding Focal point who is the primary source of advice and support in relation to child safeguarding concerns and the implementation of the Child Protection Policy.

The role of this person is to provide a point of contact, and to advise, support and assist staff, volunteers etc. in the implementation of the Child protection Policy.

It must be understood that the Safeguarding Focal point is not solely responsible for child safeguarding – this responsibility rests with everyone.

The Safeguarding Focal point establishes a filing system for child protection issues. This must include a locked filing cabinet for storing confidential information to which only they / the absolute minimum number of essential personnel have access.

b) All personnel sign a Statement of Commitment to the organization’s policy which is held on file.

c) When someone leaves an organization, all confidential paperwork relating to them is destroyed. It is not adequate just to throw away confidential paperwork. This information must be shredded or burnt.

d) A secure filing system is established for all children’s case histories and personal information, accessible to the minimum number of personnel who need to refer to such information.

2. PERSONNEL AND CHILDREN – TRAINING / ORIENTATION:

All staff must be given guidance as to the Child protection policy, and their responsibilities towards safeguarding children. Volunteers must also be included in this training.

Staff and volunteers will be given the opportunity for regular updates on safeguarding children

• either formally, such as through training or supervision, or more informally, for example through discussion at staff meetings.

Records must be kept in HR files of all trainings conducted – with the date and list of attendees. a) Conduct a training needs assessment for personnel associated with the organization which identifies who needs to be trained, what type of information they need to know, who will conduct the training, by when, and the materials needed to conduct the training.

b) In consultation with stakeholders, establish a timetable for the training of personnel. c) There are likely to be different types of training / orientation needed.

I. Initial / basic awareness raising and training on the organization’s child protection policy for existing staff and associated personnel;
II. Initial / basic awareness raising and training on the organization’s child protection
policy for new staff and associated personnel as and when they join the organization; III. General refresher training for personnel (once/twice a year) to remind personnel of
procedures in place and to update on any new developments;
IV. Specialized briefings / training designed for particular audiences such as for those working in direct contact with children on all aspects of child protection; communications, media and fundraising staff who are not in contact with children, on the use of images and case studies etc.

d) It must be ensured that participants have plenty of opportunity to ask questions and discuss issues of concern as part of the training. The trainer must know where they can go for advice if they need additional help in answering these questions (e.g. leading local child rights organizations and networks or other institutions practicing child protection.

e) Where possible, get feedback from the participants on how the briefing / session went with suggestions for future improvement.

f) Conduct appropriate orientation for children on the organization’s child protection policies and procedures. Involving children in developing the training/orientation session will ensure that it is more likely to be appropriate and useful to other children.

3. PERSONNEL – MANAGEMENT:

a) Have a written procedure on what to do if a member of personnel is concerned about witnessed, reported or potential child abuse. The procedure must include the contact details of the relevant person to contact (especially a phone number) and an alternate contact, and it must be kept up to date and clearly displayed in the organization for easy reference.
b) Use annual staff reviews/appraisals as an opportunity to discuss child protection issues with staff: i.e. are they happy with the level of training they have received? Would they know what to do if they witnessed an incident of abuse? Are they comfortable with the organization’s guidelines on the use of images and case studies of children? If they had any queries regarding child protection during the year, were they dealt with satisfactorily? Do they have any suggestions to make for improvements to the organization’s policy and procedures? Does their manager have recommendations that the staff member improve their understanding / practice on particular issues? etc.

c) Information management: there must be a clear procedure on information storage and sharing.

Important questions:

• Who has access to files (hard copy or electronic) which contain confidential or sensitive information about particular individuals in the organization or particular children in the organization’s projects?
• Do all of these people really need access to these files?
• Could the number of people who have access to such information be reduced?
• For those who do need access / who are authorized, are they aware about what constitutes proper and improper use of personal information, case studies etc.?
• Are you keeping sensitive information for longer than is necessary?
• Is sensitive and confidential information kept in a locked filing cabinet?
• Who has access to the information on computer(s)?

1. RECRUITMENT OF NEW PERSONNEL:

BFPA recruitment procedures clearly and comprehensively describe process of recruitment of the new staff or other category of workers. All recruitment procedures are based on a detailed analysis of each job or volunteer task and the level of contact with children. Safer recruitment

procedures include pre-selection, selection and post-se- lection actions to ensure that there are as many safe- guards as possible in place.

To ensure that the organization hires the best possible staff to work with children who are best suited to the specific role they are undertaking and to ensure that unsuitable candidates / child abusers are deterred from applying and are not recruited into the organization.

Recruitment process must ensure that all new staff, interns, volunteers, consultants or other category of staff have been properly vetted (background checked), including references provided checked. Obligatory check of criminal record certificates from all locations where a candidate worked must be conducted during recruitment process. This procedure is obligatory component of safe recruitment procedure and must be applied to each category of candidates.

a) It must be ensured that the designated Safeguarding focal point is informed when a position becomes vacant in the organization so that they are able to input child protection advice from an early stage.

b) Advertisements for jobs must make it clear that the organization has a child protection policy in place.

c) Application packs must include a copy of the organization’s child protection policy and must state that employment with the organization is contingent on commitment to the policy and must include police reference and character reference checks. Applicants must be required to sign a statement of commitment to the policy.

d) Candidates who do not conform with the child protection aspects of the application process must not be shortlisted for interview.

e) The designated Safeguarding Focal point must advise the interview panel of the child protection implications of the interview process, making them aware of possible questions that must be asked and warning signs to watch out for during the interview.

5. DISPLAYING INFORMATION:

a) The BFPA’s Code of Conduct and Communication Guidelines are clearly displayed in the organization for easy reference by personnel.

b) Emergency and advice telephone numbers are clearly displayed in the organization for easy reference by personnel. These numbers include the emergency services and others as appropriate.

d) Child-friendly / illustrated versions of key elements of the child protection policy are clearly displayed and accessible to children themselves. Such key elements must include behavior and communication guidelines and reporting and reaction procedures.

REPRESENTATION OF CHILDREN THROUGH MEDIA CHANNELS

All BFPA staff, volunteers and other involved in work with BFPA on representation of children through media must follow guidelines below with the aim to ensure that safety of the child will not be compromised if one disseminates images of child’s home, community or environment.

a) Before any action it is necessary to obtain permission from the child and the person who is responsible for looking after him or her

b) Do not take or publish photos of children who are completely naked or dressed inappropriately. Images of children which are exploitative, or offensive must not be used.

c) Always respect the children’s dignity. Do not represent the children as victims. Images must present children in a ‘positive way’. Similarly, stories about children must aim to report not only the negative aspects of children’s lives, but also their strengths rather than sensationalizing the child’s experience.

d) Taking pictures or videos is reserved for strictly professional use. In this way, officially approved photographs may be distributed more broadly on personal social media sites. Unofficial photographs do not be posted or uploaded on personal pages. For distribution of photos it is necessary to provide written parental consent.

e) Never indicate in the files any information that can endanger the child victim of abuse. When publishing/distributing photos, images, stories etc., personal information must be removed to ensure privacy (i.e. names and addresses must not be included and if necessary other identifying features such as school name must also be omitted).

f) Only use photos available for public use (verified and validated by person in charge of visual communication in organization).

8.Monitoring and evaluating child protection policies and procedures

Everyone has a responsibility for ensuring that the Child Protection Policy is implemented as set out in the policy and procedures outline in this document. The Executive Director by mandate has overall responsibility for the Child Protection Policy. The Executive Director is responsible for determining policy and good practice and for implementation of the policy in all activities related to their areas of organizational responsibility.

Annually, shall be conducted a self-assessment of safeguarding and the implementation of the Child Protection Policy. The assessment must be carried out using a prescribed template, with the aim to evaluate progress in safeguarding, recording good practices and also identifying areas for action.

Based on the self-assessment, annual plan of action must be developed to address any gaps in policy implementation and to mitigate any risks identified.

Both the self-assessments and the development of action plans will be coordinated by the external experts, so that information can be assessed to measure safeguarding across the organization.
This policy is reviewing on a regular basis. Such reviews must include feedback from staff, volunteers, partners and other interest groups and where possible, the views of children, their families as well as other local stakeholders.

To ensure appropriate implementation of child protection policy BFPA must map potential risks and conduct risk assessment in contact/work with children. Risk assessment consider context of work, potential impact on interaction with children, analysis of potential risks, strategies to prevent and/or minimize risk, communication and consultation channels. Potential risks must be identified in according to organization (staff, volunteers, interns, partners, associates), organizational programmes and projects, service provision, communication and technology and finances. After mapped and identified risks, must be developed and implemented mitigation strategy with action plan, defined timeline and set up clear roles and responsibilities of relevant actors. Risk assessment and risk mitigation are part of BFPA risk management strategy that is implementing, evaluating and monitoring on regular basis.

A good monitoring system must include both processes monitoring and impact monitoring: A. Process Monitoring, for:
• Reviewing and planning work on a regular basis;
• Assessing whether activities are carried out as planned;
• Identifying and dealing with problems as they arise;
• Checking to see that personnel records are up-to-date, that job descriptions for new positions include reference to child protection etc;
• Checking to see that training has been undertaken according to schedule;
• What constitutes appropriate forms of discipline is discussed and clarified;
• Regular meetings with personnel and children include the opportunity to discuss child protection thus providing an opportunity for all personnel and children to raise problems and to document action that needs to be taken by the Safeguarding
• Focal point or others in order to resolve the problem. B. Impact Monitoring, for:
• Measuring progress towards meeting objectives;
• Identifying need to change objectives;
• Changing work in response to shifting circumstances without altering overall direction;

• Assessing the effectiveness of child protection policy and procedures in terms of working towards a child-safe organization / identifying changes that child protection policy and procedures have brought about for children in BFPA’s care;
• Adapting policy and procedures to make sure that all children are protected at all times, even if the programme / work shifts into a new area such as working with new groups of children (e.g. sexually abused and exploited children, children with disabilities, etc.) When planning and undertaking monitoring, it is often easy to overlook impact monitoring at the expense of process monitoring. Other terms Other terms which are frequently used in the context of monitoring and evaluation (M&E):

DEVELOPING A PARTICIPATORY MONITORING FRAMEWORK

For participatory M&E to be successful, inclusive approaches need to be planned from the outset. Participatory M&E differs from more conventional approaches to monitoring and evaluation in that it seeks to engage key project stakeholders more actively in reflecting and assessing the progress of the project and in particular the achievement of results. In contrast, conventional M&E is often judgmental with outsiders determining the state of a project and proposing recommendations from an outsider’s perspective. Stakeholders must be involved in selecting indicators to measure change, defining what will be evaluated, who will be involved, when it will take place, the participatory methods for collecting information, analysis to be used etc.

Radosveta Stamenkova
Executive Director

Approved by the Board members 21.04.2023

Bulgarian Family Planning and Sexual Health Association (BFPA)
Policy for protecting and supporting children, young people and vulnerable adults

Values

The Bulgarian Family Planning and Sexual Health Association (BFPA) as a member of the International Planned parenthood Federation (IPPF) and of the National Network for Children (NNC) has among its core values to support, strengthen and promote the protection of children, young people and vulnerable adults.
A key element in working to safeguard the welfare of all children young people and vulnerable adults is the promotion of their rights to:
• have their health, safety and well-being, and their best interests considered at all levels of work
• have their welfare and development promoted and safeguarded so that they can achieve their full potential
• be valued, respected and understood within the context of their own culture, religion and ethnicity, and to have their needs identified and met within this context and within the context of their family wherever possible
• be listened to and to have their views given careful consideration, and to be encouraged and helped to participate in decisions which affect them.This policy is applied in harmony with the other policies of BFPA and as integral part of the strategic plan of the organization and in the light of its mission and strategic goals – to work for the improvement of sexual and reproductive health (SRH) in Bulgaria and to create conditions for realization of the Sexual and Reproductive Rights (SRHR) of everyone. Policy and procedures

1. The purpose of this policy is to provide a set of guiding principles and minimum standards for creating a safe environment for children, young people and vulnerable adults at all levels of work of BFPA ;
2.  The policy applies to all BFPA staff, members and volunteers. As a natural follow-up of this, individuals, experts, NGO employees and organizations, which have a contractual relationship with BFPA will share this policy and may access the training made available under this policy.
3  BFPA will only collaborate with an institution or other organization that agrees with the standards and principles of BFPA on protection of children, young people and vulnerable adults;
4  Safe recruitment supportive supervision and monitoring processes will be ensured for all staff members who will be working with children, young people and vulnerable adults;
5  A protection code of conduct must be acknowledged by all members of BFPA whatever their status is, including all staff, volunteer and consultants;

Statements

1 BFPA  recognizes that, as rights-holders, children, young people and vulnerable adults are entitled to access sexual and reproductive health information and services and to do so in ways that keep them safe from abuse or exploitation.
2 BFPA does not tolerate any type of abuse or exploitation towards any child, young person or vulnerable adult and commits to ensuring that all staff are made aware of, and supported in, their responsibilities to prevent abuse and protect children, young people and vulnerable adults.
3.BFPA considers that adults, parents, guardians, carers, service providers, educators and others who work with children, young people and vulnerable adults are duty-bearers in relation to their sexual rights and have a responsibility to ensure that the rights of children, young people and vulnerable adults are met.
4 BFPA believes that creating a safe environment for all children, young people and vulnerable adults requires the cooperation of all staff members of BFPA and its partners.

Six Main Principles are guiding BFPA work with children and young people:

1.Child rights based.
2. Child participation.
3. Non-discrimination.
4. Best interest.
5. Respecting and building on strengths.
6. Do no harm!

DEFINITIONS AND TERMS

Child is any person under 18 years of age.
Young person is everyone aged between 18 and 25 years.
Vulnerable adult is anyone over the age of 25, who has been a victim of torture, rape or other forms of psychological, physical or sexual violence; every person with disabilities; any person with special needs; everyone, unable for some reason to care for him/herself.
Internal organizational child protection is the responsibility that BFPA team have to ensure the activities and programs implemented by the organization are not harmful to children, are not putting them at risk of abuse and all concerns regarding the safety of children in the communities where we work, if necessary, are reported to the relevant departments.
„Do not harm” concerns the responsibility of the organization „not to harm”, or to reduce the harm, that can be caused unintentionally as a result of not appropriate design and /or implementation of activities, projects and programmes.

Definitions on harm and abuse:

Physical abuse

Actual or potential physical abuse caused by a person – child or adult. May include hitting, shaking, throwing, poisoning, combustion or burning, drowning, strangling, or any other physical injury to a child and / or youth including falsification of symptoms or intentional deterioration of health.

Sexual abuse

Includes forcing or luring a child, young person or vulnerable adult to sexual activities, whether familiar or not with what is happening. These actions can include physical contact, including invasive or non-invasive actions. They can also include involvement of children, young people and vulnerable adults in watching or producing of pornographic materials or encouraging them to behave inappropriately.

Sexual exploitation of children, young people and vulnerable adults

Forms of sexual abuse, that includes children, young people and vulnerable adults, involved in sexual activities for money, presents, food, shelter, endearment, status quo or something else they or their families need. This form of abuse can be connected with manipulating, befriending them, winning their trust and providing access to alcohol and drugs. This type of abusing interrelations between victim and perpetrator are based on misbalance of power where the opportunities for the victim are quite limited. This form of abuse can be wrongly understood by children and adults as interrelations based on mutual consent.

Sexual exploitation of children, young people and vulnerable adults appears in different ways. It can include perpetrator, exercising financial, emotional or physical control over infant, minor or adult. It can include also peers manipulating or encouraging the victim to sexual activity in some cases in the frame of a gang or neighborhood. This form can appear also via organized network of perpetrators who receive financial benefits from trafficking people in different locations, so that to participate in sexual activities with a large number of people.

Neglecting

Depending on the context, resources and circumstances the neglecting and disparagement can be defined as a constant failure in meeting the basic physical and/or psychological needs of persons which can transform in serious damage of health or development, for example insufficient food, shelter and clothes or carelessly attitude and irresponsibility towards basic emotional needs. Neglecting can consist in unconcern of mother during pregnancy, using alcohol and drugs, as well insufficient care to child or adult with disabilities.

Emotional abuse

Constant emotional maltreatment which reflects to emotional development and condition. Actions, connected with emotional abuse can include a ban of free movement, humiliation, condescension, harassment (including cyber bullying), bullying, intimidation, discrimination, derision and other forms of treatment based on rejection or hostility.

Monitoring and evaluation

1 The Board, staff and volunteers have overall responsibility for the safeguarding policy and procedure for ensuring that all children, young people and vulnerable adults involved in a way with BFPA are protected and assisted;
2 The policy for protection and support of children, young people and vulnerable adults is integrated in organizational risk assessment an annual reports.
3 Risk assessment for children, young people and vulnerable adults is in advance foreseen as an integral part of developing programmes and projects, also in all activities of BFPA. Strategies for avoiding and/or reducing the potential risk are developing in case of need and in process of work.
4 All staff members, whose job description includes task on youth programs and vulnerable youth and adults programs (youth coordinators, managers of youth programs, coordinators of programs for young people with learning or physical disabilities, service providers, trainers, peer educators volunteers etc) are involved and responsible together with the Management Board, Executive Director and Senior staff for the review and update of the policy and procedure at least in every 3 years;

Management responsibilities

1 To promote the BFPA safeguarding and protecting young people policy and procedures and to ensure that all members are aware of their responsibilities;
2. To introduce to staff members the principles of this Policy to Protect and Support for working with or for children, young people and vulnerable adults as part of the procedure on recruitment and placement and to ensure that all members of the Association are familiar with their duties and responsibilities.
3. To strengthen commitment to and support for the sexual and reproductive health and rights and needs of young people and vulnerable adults;
4. To promote participation of young people and vulnerable adults in governance, youth-adult partnership and in the identification, development and management of programs that affect them;
5. Currently to give information and knowledge and train its staff on protection and support of the children, young people and vulnerable adults.
6.  To increase access to comprehensive, youth friendly, gender-sensitive comprehensive sexuality education and safe SRH services and counselling;
7. To reduce gender-related barriers and practices which affect the sexual and reproductive health and rights of young people and vulnerable adults;
8. Create safe and comfortable environment for young people and vulnerable adults.
9. Management is responsible to aware new employees about the policy starting from the recruiting moment;
10. By signing working agreement with company new employees (and retrospectively all employees) should confirm the agreement with policy and with the new updates of the policy.
11. To inform partners about the principles of the current policy when signing agreements for mutual activities, as well to require from them their keeping.

Confidentiality principles

1. General provisions: BFPA’s staff and those working for BFPA’s partners shall safeguard all confidential information obtained during the course of their work. Except in cases where there are concerns that the abuse of children is taking place, BFPA’s staff and those working for BFPA’s partners shall disclose confidential information to others only with the informed written consent of the client and/or service user.
2. Keeping and sharing confidential information: Confidential information should be shared for professional purposes only. This applies to both staff and volunteers and is valid also when information is shared outside BFPA and the organizations BFPA works with and for. All confidential information should be saved and kept locked.  Access can be granted only to authorised people who are given this right by law and to colleagues who need it for professional purposes.
3. Limited access to client and/or service users’ records: BFPA’s staff and those working for BFPA’s partners shall limit access to clients and/or service users’ records and shall ensure that all persons working under their authority are familiar with the confidentiality requirements related to these records.
4. Multi-disciplinary working: When rendering services as part of a multi-disciplinary team, if the service-provider shares confidential information about the client and/or service user when so authorized by the client, the service provider shall advise all persons receiving the information that the information should be maintained in a confidential manner.
5. Disguising confidential information: Attempts should be made where possible to use non-real cases in training, books and publications in order to illustrate the type of work undertaken with clients and/or service users. When case reports or other confidential information are used as the basis of training, research or other published reports, BFPA’s staff and those working for BFPA’s partners shall exercise reasonable care to ensure that the reported material is appropriately disguised to prevent client and/or service user identification.
6. Confidentiality after termination of professional relationship: BFPA’s staff and those working for BFPA’s partners shall continue to treat information regarding clients and/or service users as confidential after the professional relationship between the individuals and/or the organizations providing the services and the clients and/or service users has ceased.

Key Rules and regulations

BFPA board, staff and volunteers, as well as partners of BFPA should:

• at all times treat children, young people and vulnerable adults  with respect and recognize them as individuals in their own rights
• value children young people and vulnerable adults as individuals who have specific needs and rights and value views and take them seriously
• work with children, young people and vulnerable adults in a spirit of co-operation and youth-adult partnership based on mutual trust and respect
• work with children young people and vulnerable adults  in ways that enhance their inherent capacities and develop their potential
• strive to understand children young people and vulnerable adults  within the context in which they live.

BFPA board, staff and volunteers, as well as partners of BFPA should NEVER:

• never physically / psychologically abuse children young people and vulnerable adults
• never hit children young people and vulnerable adults as a form of discipline
• never develop physical/ sexual relationships with children young people and vulnerable adults 
• never develop exploitative or abusive relationships with children young people and vulnerable adults
• never act in ways that may be abusive or may place children young people and vulnerable adults at risk of abuse
• never behave physically in a manner which is inappropriate or sexually provocative
• never condone, or participate in, behavior of children young people and vulnerable adults, which is illegal, unsafe or abusive
• never act in ways intended to shame, humiliate belittle or degrade children young people and vulnerable adults, or otherwise perpetrate any form of emotional abuse
• never discriminate against, show differential treatment, or favour particular children young people and vulnerable adults to the exclusion of others.
• never make photographs or video footage without the consent of the children young people and vulnerable adults and/or their families or legal guardians and wherever possible, the likely use of the images should be explained.

In case of identifying a serious infringements of rules and regulations connected with the safety of children, young people and vulnerable adults, the staff of BFPA fills Reporting Procedure Form and informs the Board.

The information on protection and support the children, young people and vulnerable adults can be found on the BFPA webpage.

The Bulgarian Family Planning and Sexual Health Association (BFPA)

Policy on volunteer’s recruitment and development and on youth involvement1. The relevance of BFPA volunteers strategy  is to create a safe environment for volunteers, empower them, and equip with responsibilities requiring to be prudent and reliable, to carry out tasks to the best of his her ability, to respect confidentiality of clients, to be loyal to the association, to accept guidance and criticism, to maintain good working relationships with other members in the team, both volunteers and staff, to be willing to learns and participate as full team member, to be accountable, transparent and available.
2. BFPA is a non-governmental organization registered in public benefit that was founded by volunteers. Volunteer is a member of the Association that offers his/her time, commitment and services to the organization free of charge.

 3. Volunteering should be based on the following principles:
• dignity,
• respect,
• non discrimination,
• equity,
• accountability
• 
4.  Volunteerism work in practice, basic: communication, incentives, recruitment, managem BFPA is having in its work a special focus on youth empowerment, youth-adult partnership and peer education and thus the role of the young people in BFPA is unique and the recruitment, support and motivation of young volunteers is integral part of its work. Encouragement plays a crucial role in the commitment and experience and capacity building of young volunteers.
5. The leadership of BFPA as per its statutes is provided by its volunteers via its governing bodies – General Assembly and Management Board. BFPA is committed to protect and reinforce voluntarism as the primary characteristic of its structure. To ensure continuing sound leadership, the Association encourages involvement of experts from a wide range of disciplines with variety of competencies to volunteer their services and to involve young people and women in leadership capacity.
6. BFPA is committed to maintain a wide and diversified membership based and to maximize the availability of existing volunteers and recruiting also new members and encourages representatives of the target groups of the Association other that young people, including vulnerable, underserved and marginalized groups representatives  to apply and become BFPA volunteers. Organization is also recruiting volunteers from different regions of the country, urban and rural.

Volunteer Recruitment

7. Every candidate for volunteer is encouraged to apply for membership with written application. The Management Board approves new volunteers and gives feedback on in no longer than one month after the last MB meeting.
8. Volunteers pay annual membership fee stated by the Management board. Volunteers under 18 and those with social conditions pay 50 % of the annual fee. 
9. Volunteers are recruited on the basis of their readiness to make a contribution to the development of the organizations work and the issues for which it exists to advocate and defend. Volunteers are supposed to actively participate in the activities on the basis of the expertise, time and willingness they offer to organizational work. Volunteers are not paid, but expenses that occur in connection with activities they perform in connection with BFPA goals and strategies shall be remunerated. Incentives given follow IPPF Policies.
10. BFPA MB and staff put special efforts to widen the voluntary participation. The voluntary contribution is always taken into account and integrated into the planning process when the annual work plan is developed. This enables the volunteers to be more involved in and contribute to the organization at all levels. Volunteers have a general job description.

Rights and responsibilities of Volunteers:

1. Volunteers must be motivated and must be provided with adequate working conditions. (Giving on time and in place incentives);
2. Young volunteers must be encouraged to apply for the Governing bodies of the Association;
3. Volunteers are able to become members of the governing body, if she/he is volunteer of the organization at least 1 year and when she/he is 18 years or older. Young volunteers are considered those under 25. Young members of the MB are those hwo were under 25 at the moment oft heir election by the GA;
4. The form ation of youth groups in country shall be supported;
5. Collaboration with existing youth organization for better involvement of youth nationally and internationally should be encouraged;
6. Volunteers are committed to BFPA strategic documents – strategic plan, statutes , values and policies and non-discriminaroty treatment of its members and constituency.
7. Volunteers volunteering their services to the Association shall not receive any payment for those services except for expenses incurred.
8. The work of volunteers is valued and appreciated. Volunteers have the right to choose the type of work they will perform. Volunteers are not in the organization in order to fill gaps no one wants to fulfill.
9. BFPA involves young (and all) volunteers in all aspects of work, not only in implementation and not for showing youth/volunteers presence. Young (and other) volunteers are not tokens, they are part of the management (including financial), governance and strategies and projects design, implementation, monitoring and evaluation.
10. BFPA tries to provide opportunities for training, capacity building and development of volunteers as part of its sustaining of already recruited volunteers
 
Volunteer Job Descriptions

1. The volunteer accepts and has clear understanding on its roles, rights and responsibilities based on BFPA policies and strategic documents
2. The volunteer has a staff member she/he reports to and can refer to and receive information and support at erlier convenience
3. The volunteer has a working place for the parts of his work that requires such.
4. The volunteer has timeframe of the scope of its activities that can change accordingly to availability and BFPA needs
5. The volunteer has clear tasks, and is aware of the monitoring and evaluation mechanisms needed for its working performances.
6. The volunteers are encouraged to teamwork and are enhanced to establish friendly and cooperative relationship with other volunteers and have smooth communication with staff and volunteers.
7. Volunteers provide support during community activities, especially in their own communities and target groups
8. Volunteers support and encourage peers and experts in performing activities in collaboration with other providers
9. Volunteers progress and achievements are subject of appraisal and are communicated via various channels. 

Other rules and regulations

1. Association encourages involvement of its volunteer youth networks, in regional IPPF structures, and any other networks BFPA is a member of by:
• Giving information about the networks
• Giving information about upcoming national and international events
• Providing logistical support

2. The main strategy to the recruitment of volunteers and especially youth is
• to provide them with the rights to be considered and equal members of the team,
• to be kept informed,
• to be given appropriate and well defined assignments
• to receive orientation and training for the job he/she is assigned to do,
• to be given guidance and direction,
• to be respected and recognized,
• to have clear procedures for reimbursement of expenses of travel.

3. The MB members and volunteers can not apply for any paid position within the Association, unless they have tendered their resignation and at least 12 months has passed;
4. Volunteers respect the conflict of interests policy of BFPA together with staff and MB membes.
.
Approved by the Management board and AGM July 2018

Bulgarian Family Planning and Sexual Health Association (BFPA)

Policy for avoiding conflicts of interests 

For members of the Board, staff and consultants of the Bulgarian Family Planning and Sexual Health Association (BFPA)

The Bulgarian Family Planning and Sexual Health Association (BFPA) is against  the existence of conflicts of interests within and concerning the activities of the Association. The present document is mandatory for all Board members, employees and consultants of the BFPA.

For the purposes of this document:

Connected person is every physical and legal entity, state authority or international organization in regards to which employees, consultants and Board members have a financial connection or are members of governing bodies, directors, employees, experts or other representatives.

Transactions with connected persons are agreements of any character (incl. employment or consultation contracts) which are concluded with connected persons and create a situation of conflict of interests.

Conflict of interests is every interest or intent of employees, consultants and Board members which contradict the interests or intents of the BFPA

The aim of this policy is:

A. to not allow transactions with connected persons unless they are beneficial for  the organization
B. to solve conflicts of interests in accordance with the determined procedure; and
C. to provide information to BFPA about the connections and activities of its Board members, employees and consultants which contradict the interests or purposes of the BFPA.

Basic considerations

1. Every Board member, key staff and long-term consultant is obliged to disclose in full to the BFPA all facts in respect to relations which he/she might have with other non-profit organizations as well as with organizations, institutions or persons which
 i) have similar, competing or other interests which are in conflict with the purposes of the BFPA (incl. competing with BFPA in funding application);
 ii) ensure funding for BFPA;
iii) are relevant to pharmaceutical or other companies which provide contraceptives, medications or equipment to BFPA or
iiii) receive funding from BFPA. The full disclosure of such facts may be limited by existing legal or other preceding confidentiality liabilities for which BFPA is timely informed.

2. Every Board member, key staff and long-term consultant is obliged to provide information for potential transactions or activities from which a conflict of interests may arise or can be defined as transactions with connected persons as well as such which are competing with BFPA’s activities and projects.

3. Every Board member, staff and consultant assumes that they will not use or disclose to third parties secret and confidential information about the BFPA, unless there exists a legal obligation for providing such information. Secrets and confidential information include, but are not limited to, details regarding BFPA’s projects and contracts and all other information concerning confidential data about BFPA’s activities.

Procedures

1. Each year the BFPA Board member, key staff and long-term consultants shall provide a written declaration about their involvement in non-profit organizations and point out possible cases of conflict of interests. They will update this information as soon as they are aware of existing or potential conflict of interests.

2. The declarations for conflict of interests of the employees and consultants will be reviewed by the Executive Director, and those of the Board members – by the Chairman of the Board who assesses the existence of conflict of interests and takes action for resolving it.

If BFPA assumes the existence of conflict of interests which ought to be resolved, the respective person undertakes the obligation to solve the conflict of interests. The Executive Director and Board may propose ways of avoiding the conflict of interests. In case the conflict of interests is not solved in a satisfactory for BFPA fashion, the organization reserves the right to undertake all legal or other actions for the purpose of removing the conflict of interests.

Introduction

1. The Bulgarian Family Planning Association (BFPA) has elaborated and presented to the Board for approval HIV/AIDS Policies and Procedures which reflect its basic values as an organization respecting and protecting human rights. The goal of BFPA is to promote a progressive policy which supports People Living with HIV (PLHIV) as well as to ensure supportive and safe conditions for voluntary HIV counseling and testing, protecting the clients’ rights

Goal

2 (a) BFPA want its team, service providers and volunteers to be informed and educated on the subject of HIV/AIDS. The BFPA team is expected to support and promote a working environment which contributes to the principles of the International Planned Parenthood Federation (IPPF) – “Active involvement of people living with HIV/AIDS” as well as “Ensuring optimal conditions for service provision in the field of sexual and reproductive health”
   (b) BFPA, as well as IPPF, would like to ensure a supportive and caring work conditions for the staff members who are infected or affected by HIV/AIDS. BFPA’s aim is to remove the workplace stigma and discrimination, based on real or suspected HIV status or potential vulnerability towards the HIV infection.  

Scope

3. These Policies and procedures concern the team, partners and volunteers.

Confidentiality and disclosing of information

4. (a) IPPF, respectively BFPA encourage a supportive work environment in which the team and clients can openly discuss HIV/AIDS, including their own experience of living with HIV/AIDS. If a staff member discloses that they or a member of their family are living with HIV/AIDS, confidentiality will be respected in regard of the circumstances of the disclosing of the information. In case of any doubt whatsoever, the staff member, living with HIV/AIDS, will be counseled before any disclosing of the information.
    (b) By the “Active involvement of people living with HIV/AIDS” principle IPPF wants to outline the special role and the important contribution of the staff members who have disclosed their HIV status when addressing the challenges of living with HIV.
    (c) The staff members are not obligated to disclose their HIV status to BFPA management or their colleagues
    (d) Any information concerning the HIV status of a personnel member which has come to the knowledge of BFPA management will be strictly confidential and will not be disclosed without consent from the personnel member concerned.
    (e) Information, concerning the HIV status of clients, staff members, members of their families or job applicants will be strictly confidential.
    (f) Confidentiality of the HIV status of a staff member should be abided at any time by all BFPA staff members. Every breach of confidentiality will be viewed upon as a disciplinary violation. 

Stigma and discrimination

5 (a) In accordance with BFPA’s Equal opportunities policy all personnel memebers will be treated equally, independent of their age, health status, gender, family responsibilities, family status, nationality, race, religion or sexual orientation.
   (b) BFPA should not discriminate in any way personnel members on the basis of an actual or suspected HIV status.
   (c) Living with HIV/AIDS will not be a reason for excluding a candidate from the work process in case they’re able to perform their duties from a medical point of view. This will not be a reason for illegibility of the candidate for a raise, training or self improvement or any other opportunity if they are fit from a medical point of view for the position or opportunity.
   (d) The BFPA team, after the example of the IPPF team, is encouraged to undertake the necessary steps to actively promote a discrimination-free work environment and specifically – to protect the rights of personnel members, living with HIV/AIDS. (See section 7)
   (e) No discrimination of a staff member living with HIV/AIDS from another staff member will be tolerated. Such a conduct will be the subject of disciplinary measures in accordance with the Disciplinary policy of the IPPF. Discrimination includes but is not limited to spreading rumours about a colleague’s HIV status or refusal to work with a personnel member living with HIV/AIDS.

Education and training

6. (a) As a part of the employment process BFPA ensures for its new and current staff members training and information about HIV/AIDS. BFPA offers a two-hour training for newcomers and has the opportunity to renew it for new volunteers every four months.
    (b) The training includes basic information about HIV/AIDS, prevention of HIV infection, universal means of protection, legal and ethical matters, gender and sexuality, stigma and discrimination, treatment, care and support. The goal of BFPA is to reflect the needs of its team as consultants and BFPA as an organization. Attending training sessions is strongly encouraged.
    (c) BFPA encourages all personnel members to educate themselves about the rights concerning HIV/AIDS and related matters. In accord with that BFPA management will give all staff members the opportunity to receive an education about HIV/AIDS in a supportive environment.
    (d) BFPA provides free condoms if wanted for its clients, available at the reception.

Voluntary counseling and testing (VCT), follow-up and treatment

7 (a) BFPA does not require HIV testing for work applicants or current staff. No employee (temporary or full-time), consultant, volunteer, partner or new employee will be asked to undergo a HIV test or disclose their HIV status in order to be employed, take part in BFPA initiatives or receive services, nor it will be a condition for a transfer or a raise. HIV testing, however, might be a condition when applying for a visa. In such a case the decision is up to the employee.
   (b) BFPA supplies to all above-mentioned the necessary information on protection from HIV infection. Information is presented by the fore-mentioned training sessions.
   (c) BFPA encourages all of the above-mentioned to undergo VCT by supplying information about suitable services and ensures access to those services.
   (d) The staff and consultants have access to information about specialized clinics for treatment of urinary system as well as other organizations which offer counseling and advice on HIV/AIDS.
   (e) All team PLHIV members will be given a reasonable amount of leave to undergo VCT, follow-up and treatment sessions where and when necessary.

Support for members of staff living or affected by HIV/AIDS

8 (a) In order to gain access to specific benefits, mentioned in sections 9, 10, 11 of these Policies and procedures, staff members living with HIV/AIDS will have to disclose confidential information to a certain staff member responsible for the  health and the well-being of staff members.
    (b) BFPA staff members, living with or affected by HIV/AIDS and those who have such concerns, are encouraged to discuss their concerns and receive information.

Social benefits

9(a) All contractual terms, including sick leave, vacation, leave concerning a family member will be applied equally for all staff members, including the ones living with HIV/AIDS.
   (b) In some cases and at the discretion of BFPA, i.e. in connection with sick leave, extra benefits might be offered to staff members living with HIV.
   (c) A staff member s affected by HIV when a close family member (offspring, parent, partner, brother/sister, spouse) is living with HIV/AIDS. In such a case the staff member has the right of extra days of leave for family reasons.

Disabilities

10 (a) Disability might be applied when a staff member cannot fulfill their obligations due to a disease, i.e. HIV/AIDS.
      (b) Disability on the basis of the disease or trauma may be temporary or constant. If a staff member cannot fulfill his obligations temporarily, the degree of the disability r trauma will be scrutinized and application of practical and reasonable changes  will be considered.
      (c) If the disability leads to a sickness absence, the staff member has a right to sick leave as stated in the Labour code. When a staff member has exhausted their sick leave, they can apply for extra sick leave in accordance with these Policies. 

Due compensation

11 (a) As HIV/AIDS is a disease, BFPA will ensure a realistic due compensation for staff members LHIV.
     (b) An authorized employee together with the personnel member LHIV, will access the extent to which the staff member LHIV can fulfill his work duties.
     (c) BFPA will do everything possible to satisfy claims by staff members LHIV for flexible work conditions in accordance with IPPF’s Policies and procedures for flexible working conditions.
     (d) Staff members LHIV will be entitled to flexible working hours which will allow for an extra break to cope wit exhaustion and all other side effects, connected with HIV.
     (e) In case the staff members LHIV need a personal assistant, they will be entitled to change their working hours in accordance with appointments in connection with their health.
     (f) When a staff member LHIV cannot fulfill their duties, a suitable alternative position for them will be sought.
     (g) BFPA will ensure the necessary training for the staff member to undertake their new duties.

Travelling procedure

12 (a) In accordance with IPPF’s Travel policy, BFPA ensures full insurance coverage for all staff members when travelling on business, independent of their HIV status. (Pls, see section 9(d) of this document)
      (b) BFPA will do everything possible to make reasonable changes for staff members LHIV travelling abroad to countries which apply measures unsuitable for PLHIV (i.e. – when possible, moving the location to a country which does not apply such policies) if they choose to disclose to BFPA their HIV status of PLHIV

Complaints procedure

13 (a) When a staff member or a client has a HIV/AIDS-related complaint, standard IPPF staff complaint procedures apply. 
     (b) Where possible, the right of confidentiality will be respected when reviewing HIV/AIDS – related complaints.

Occupational hazards

14 (a) BFPA will present and maintain, as much as possible, a safe working environment which is hazard–free and does not endanger the health of staff members. BFPA will take all possible precautionary measures to create a healthy work environment for PLHIV. BFPA has staff, trained in CPR. It is an obligation for CPR-trained staff members to be familiar with these Policies and procedures, so that they are able to advise and counsel about the available information and the support that can be given. 

Review of the BFPA’s Policies and procedures in connection with HIV/AIDS and PLHIV

15 (a) The Policies and procedures will be reviewed on a yearly basis and updated where and if needed.
(b) The executive director bears full responsibility for the application of the Policies and procedures in connection with HIV/AIDS and PLHIV
(c) The Policies and procedures will be updated to contain all changes in the national legislature as well as regulations or good practice guidelines of EU, IPPF, WHO and the other UN structures.

Approved by the Management board on February 2009

Non Discrimination

1. BFPA in all its history, as member of relevant national and international networks such as IPPF, the National Network for children and the National Platform for International development supports core values, believes in social justice, and understands that a framework of non-discrimination underlies all human rights protection and promotion.
2. The framework of non-discrimination prohibits any distinction, exclusion or restriction on the basis of age; sex; sexual orientation; marital status; race; color; ethnicity; language; religion; political or other opinion; national, geographical or social origin; physical or mental disability; health status, including HIV; and civil, political, social or other status; which has the purpose or effect of impairing or nullifying the recognition, enjoyment or exercise on an equal basis with others, of all human rights and fundamental freedoms in the political, economic, social, cultural, civil or any other field.

3. The Association fully accepts the basic principles of sexual rights as one of the Basic Human rights and considers as issue of discrimination and gender inequality the unequal access to cultural, economic, political or social rights such as sexual and reproductive health services, comprehensive health abd sexuality education.
4. The Association rejects any form of sexual violence, abuse or exploitation which impair a person’s enjoyment of rights on an equal footing with others.
5. Equality requires every individual to enjoy fundamental rights and freedoms on an equal basis with others. This may require that particular attention be paid to vulnerable, marginalized and under-served groups.
6. BFPA works for better and equal access for all and to sexual and reproductive health and rights.
7. BFPA believes in social justice and challenges all forms of discrimination especially that based on sex, age, social class, disability, HIV status, sexual orientation, religion, race and ethnicity.
8. BFPA works to support young people, both girls and boys to fulfill their potential and become active members of their societies and recognizes the need to understand better their needs, and to address those needs by directing resources through its program work in order to improve their positions in society.
9. Non-discrimination is an important principle that forms the basis of BFPA strategies. The Association takes as the foundation of our practice the UN Convention on Human Rights and IPPF Declaration on Sexual Rights to work to eliminate gender discrimination in societies at all levels.
10. BFPA strives to provide an environment free of discrimination and harassment, where all individuals are treated with respect and dignity can contribute fully and have equal opportunities.

Equal opportunities

1. Goal: to support the achievement of equal opportunities of women and men and ensure access to the SRHR services equally.
2. Ensure women equal participation with men in the working processes of the Association, including governing bodies and senior staff
3. Gender equality is a crosscutting issue and as such must be considered as an integral part of BFPA policies, programs and projects. Addressing gender equality as a crosscutting goal requires that women views, interests and needs shape the Association works as much as men, and that the organization supports progress towards more equal relations between women and men with special emphasis on Young People.
4. Achieving gender equality does not mean that women become the same as men and vice versa. Equality means that ones rights or opportunities do not depend on being male or female
5. Support women and girls and vulnerable groups in the realization of their full human rights via:
• providing training and education to make sure everyone knows their rights and responsibilities
• Identifying marginalized groups of the population and promoting access to services
• regularly monitoring organizational systems for barriers
• promoting non discrimination during the working on all levels of the organization (including: implementing projects   and its activities, promoting services and etc
• Promoting appropriate standards of conduct at all times
• Empower vulnerable groups and improve their capacity and opportunities
6. Achieving equal opportunities requires the recognition that every policy, program and project affects women and men. Supporting men’s health and engaging and involving participation of men and boys is as essential as engaging women and girls.
7. BFPA believes that every individual should enjoy the equal rights and makes contribution to elimination of any kind of discrimination based on the gender roles and power relations attitude towards girls and women. No distinction should be made for opportunities such as division of labor, education access to health care and sociali benefits. No person should be the victim of violence, abuse or exploitation, as per the concept of non discrimination.

Approved by the Management board and the AGM July 2018