An introduction to the CRSS

Introduction

A full process flow of the scheme and what it requires

1.   Introduction

Welcome to the Charity Retail Association (CRA) Charity Retail Safeguarding Scheme (CRSS). We hope this document, and the other documents to be found on our website, will provide you with everything you need to set up a formal safeguarding scheme within your retail operation.

Who is this scheme for?

The scheme can be operated by any charity retailer irrespective of size or number of shops.

What does it aim to do?

It provides CRA members with the mechanism to set up a safeguarding licensing scheme for their shops, so that they can produce an official licence which can go on the shop wall to state that the shop conforms to a minimum set of safeguarding requirements. Please note that it is NOT a method of guaranteeing that you are doing safeguarding properly – you must still take proper advice about your safeguarding processes and procedures.

What does it mean in practice?

To operate the scheme you (i.e. a charity running shops, NOT an individual) need to do the following things:

1.  The charity must register for the scheme with the CRA in order to use the CRA branding and acquire the ability to award the certification. This will involve ensuring all the relevant documentation and elearning is in place, completing the application/declaration and having it approved by CRA staff. See the accompanying application and declaration form for full details of what is required

2. Once the declaration has been correctly completed and received by the CRA the branding and licensing information will be provided to the charity (not to individual shops)

3. The charity should implement it across their shop network as soon as possible.

2.   Objectives

The objectives of the scheme are:

•  To help ensure that a consistent and fit-for-purpose safeguarding methodology is available for every charity retailer, no matter its size or the size of its chain

•  To offer an example of best practice which charity retailers can be confident in implementing

•  To enhance charity retail’s safeguarding credentials and to be able to point to a concerted effort to undertake best practice, increasing confidence in the sector

•  To offer materials specifically created for the sector to assist charity retailers in their safeguarding and in the implementation of the scheme.

Background

The Barnardo’s Licence to Operate scheme is already working effectively. It provides a written and auditable methodology for ensuring that each of Barnardo’s shops have a consistent and effective approach to safeguarding, culminating in the award of a certificate which is posted on the wall of the shop.

Barnardo’s met with CRA and a number of its smaller members to revise the scheme in a way which should be implementable by retailers of any size. CRA is very grateful to Barnardo’s for their open approach to the provision of the scheme and to the members who contributed to the discussion:

•  British Heart Foundation

•  Highland Hospice

•  Royal Trinity Hospice

•  Wandsworth Oasis

Scope

To join the scheme the charity retailer must confirm that they will be applying the principles to all new staff, and as many existing staff as is practical to achieve in a reasonable period of time.

The scheme also applies to volunteers. We expect all new key volunteers (ie those who are keyholders and/or have supervisory responsibility) to be subject to the scheme, and as many existing key volunteers as is practical to achieve in a reasonable period of time.

Non-key volunteers can of course be subject to the scheme, but this is at the discretion of the charity.

Joining the scheme

In order to earn the right to use the CRSS and CRA/Barnardo’s logos and state that they are operating the scheme, charities will need to prove to CRA that all aspects of the scheme are being followed. This will be a self-certification process, but CRA will reserve the right to audit the self-certification in more detail at any stage.

CRA will approve charities’ ability to deliver the CRSS scheme, including approving any elearning or equivalent that will be used. Once this approval has been given, any shop that conforms can be granted a CRSS certificate by the charities’ own retail management.

The CRSS certificate is granted by the charity to the shop, not the manager. But shop managers should be retrained and relicenced every year. If this uncovers any serious issues the certificate can be revoked and removed from the wall.

As part of the approval process CRA will provide a CRSS certificate to which the charities’ own logo can be added.

3.   The scheme

The various stages of the scheme are shown below. It is to be stressed that this scheme is to be run by the charity retailer, not by CRA. CRA’s role is to allow inclusion into the overall CRSS methodology and to issue the relevant branding and certificate. Membership of the scheme should NOT be taken as sufficient proof of the adequacy of your safeguarding arrangements.

A simple flowchart is attached to the end of the document for ease of use and help with induction.

STAGE A: PRE-REQUISITES

The scheme cannot be implemented until the following documentation is available. In most organisations this documentation should be available already and you should check with your HR departments before creating anything new. If you do need to create a new one we have provided samples in some cases, and you should ensure that the document is properly signed off before proceeding.

  • Safeguarding code of conduct. Such a document is essential, whether or not it is specific to retail. Ideally this document should be approved by trustees. A sample Safeguarding Code of Conduct can be found here

  • An interview Risk Assessment document. A sample document can be found here 

  • A whistleblowing policy

  • There must be a visible permanent description of the safeguarding and whistleblowing procedures in each shop. The simplest way of doing this is via a poster

  • A 6-monthly shop risk assessment by each shop manager. A sample risk assessment document can be found here

  • An Area Manager (or equivalent) visit assessment sheet, which could be combined with the shop manager’s Risk Assessment. A sample visit assessment document can be found here.

STAGE B: INTERVIEW AND EMPLOYMENT PHASE

The scheme starts very early in the individual’s career with the organisation, at interview.

  • At interview, all potential candidates are asked at least one safeguarding question specific to their role.

Examples could be:

Young and vulnerable people work in our shops. If you witnessed something concerning in your shop what would you do and what outcome would you like to achieve?

What happens if someone comes in to the shop seeking assistance or making a disclosure? How would you manage a situation that develops between two or more volunteers?

  • As part of the interview/application process a basic Disclosure and Barring check, or the equivalent in Scotland, must be carried out. If a candidate is able to start before the DBS is complete you should carry out an interview Risks Assessment. If the check discloses a criminal or related record a risk assessment should be carried out. A sample risk assessment for this can be found here.

  • For all staff AND volunteers, two qualifying references are required within the first 4 weeks of employment

  • If such references are not received within 4 weeks a risk assessment should be carried out by a more senior staff member. This risk assessment could result in termination of the contract or volunteer agreement, or an extension could be granted for a maximum of another 4 weeks, after which a final warning will be given to produce the reference(s) immediately, or dismissal will result. A sample risk assessment for such a process can be found here.

STAGE C: INDUCTION PHASE

Once the employee or volunteer has been chosen, they must be inducted.

  • Within the first week of employment the staff member or volunteer must read and sign the Safeguarding Code of Conduct and review it with their line manager

  • If this conversation reveals any concerns, e.g. family situation, health, personal matters, the manager who is undertaking the overall training will do a risk assessment on these disclosures, and identify any adjustments that might need to be made

  • New staff and volunteers must complete a safeguarding elearning package or an appropriate equivalent within two weeks. This will have to be a scheme that CRA approves. If you have your own then you are free to use it, or you may use the CRA’s own package at no cost. You can access the CRA's package here.

  • New staff and volunteers are introduced to the posters in the shops and informed of the escalation procedures that have been identified

  • As part of their induction training the new member of staff or volunteer is taken through the 6-monthly shop Risk Assessment form and the individual Risk Assessment form. A sample individual Risk Assessment form can be found here

  • In addition they are also shown any other safeguarding related documentation

  • New shop managers are shown how to complete the Risk Assessments and informed that they are updated every six months and reviewed quarterly

  • New shop managers must be given a comprehensive training package to supplement the elearning provision. This should include providing the necessary awareness, knowledge and skills to recognise and respond appropriately to concerns about children, young people or vulnerable adults (adults at risk) who work in or come into contact with the retail stores. This training could include the introduction to the risk assessments mentioned above.

STAGE D: MONITORING PHASE

It is a critical part of the process that monitoring is undertaken of the shop and its manager to ensure ongoing compliance with the scheme.

  • The shop risk assessment and other documentation is completed every 6 months by shop managers and reviewed by their management. This should be done as part of a consistent self-assessment process and must include detailed evidence that is auditable

  • Area manager or equivalent shop visits must include questions on the safeguarding process and awareness

  • At any time, or as part of the managerial shop visits, the manager will escalate any concerns which must be addressed before the CRSS certificate can be granted, and in the worst case the certificate can be revoked and removed from the premises.

STAGE E: CERTIFICATION

Once the awarding manager is satisfied that all the above conditions have been met, and the staff are implementing the processes satisfactorily, a CRSS certificate can be awarded and placed on the shop wall.

A flowchart for this process is available here.