Participant Safeguarding Procedure

PURPOSE

This procedure accompanies DCIRS’s NDIS Safeguarding Policy and provides guidance for identifying, responding to, reporting and escalating actual, suspected or alleged abuse, neglect, exploitation and other safeguarding concerns.

SCOPE

This procedure applies to all DCIRS employees, contractors, volunteers, and students. Managers are responsible for helping workers use the procedure and for ensuring improvement actions within their area are completed and reviewed.

PROCEDURE

DCIRS recognises that abuse, neglect, and exploitation present significant risks to participant safety, wellbeing, dignity, human rights, and quality of life. Workers should use this procedure to guide and inform their actions.

Recognising Abuse, Neglect and Exploitation

Workers should remain alert to indicators that a participant may be experiencing abuse, neglect, or exploitation. Regardless of the circumstances factoring into a matter under this procedure, including the presence or absence of intent, workers should learn to recognise the signs and act accordingly. Participant safety must be prioritised.

The following examples aim to assist workers in this process and should be considered alongside other factors when providing supports. Other factors may include physical evidence, witnessing an event, or comments and complaints made by the participant or someone close to them.

Examples of Abuse

Abuse may include:

• Physical abuse

• Emotional or psychological abuse

• Verbal abuse

• Sexual abuse

• Financial abuse

• Coercive or controlling behaviour

• Restrictive practices that are not authorised

• Inappropriate use of power or authority

  
  

Examples of Neglect

Neglect may include:

• Failure to provide necessary supports

• Failure to respond to health needs

• Poor personal care

• Inadequate nutrition or hydration

• Unsafe living conditions

• Failure to supervise where supervision is required

• Failure to follow agreed support arrangements

  
  

Examples of Exploitation

Exploitation may include:

• Misuse of participant money

• Unauthorised use of participant property

• Pressure regarding financial decisions

• Manipulation

• Grooming behaviours

• Taking advantage of a participant's vulnerability

• Unauthorised access to personal information or resources

Responding to Abuse, Neglect or Exploitation

The following provides an 8-step process from assessing a risk under this procedure through to review and follow-up of the risk. Workers should provide an appropriate and proportionate response to identified risks.

Step 1: Assess Immediate Risk

Where abuse, neglect, or exploitation is suspected, workers must first consider whether the participant is at immediate risk.

Questions may include:

• Is the participant currently safe?

• Does the participant require urgent medical attention?

• Is emergency assistance required?

• Does the participant require immediate protection from further harm?

  
  

If immediate danger exists:

• Contact emergency services where necessary.

• Remove the participant from danger where safe and appropriate.

• Seek urgent managerial support.

• Follow emergency-response requirements.

  
  

Step 2: Protect the Participant

Workers must take reasonable steps to protect the participant from further harm. This may include:

• Remaining with the participant.

• Seeking additional support workers.

• Contacting a mananger, supervisor, or team leader.

• Modifying support arrangements.

• Restricting access to individuals causing harm where appropriate.

• Supporting access to emergency or crisis services.

  
  

Step 3: Preserve Information and Evidence

Workers should document concerns accurately and objectively. Workers should record:

• Observations without opinion or embellishment.

• Participant disclosures using the participant's own words where possible.

• Dates, times, and locations as accurately as possible.

• Any actions taken.

  
  

Workers should not:

• Conduct their own investigation into the circumstances of any safeguarding matter.

• Question participants repeatedly or pressure them to provide information.

• Alter records or documentation other than to correct a mistake (i.e. facts only).

  
  

Step 4: Notify Management

All actual, suspected or alleged abuse, neglect and exploitation concerns must be reported to a manager, team leader, or Responsible Person as soon as practicable. Notification should occur immediately where:

• Participant safety is affected or likely to be affected.

• Criminal conduct or serious harm is suspected.

• Safeguarding concerns exist.

  
  

Step 5: Incident Reporting

The matter must be reported through DCIRS’s incident-reporting processes. Reporting should occur irrespective of whether:

• An allegation is substantiated.

• The alleged offender denies the allegation.

• An external report has already been made.

  
  

Step 6: Safeguarding Assessment and Escalation

When a breach of safeguarding occurs, management will determine any further safeguarding actions, including:

• Any necessary investigation requirements.

• Reportable incident and external reporting obligations.

• Participant-support requirements.

• Risk-management actions.

  
  

Appropriate authorities may be notified where required by law or organisational obligations. Workers must not make any external reports or notifications unless they are explicitly authorised by DCIRS.

Step 7: Participant Support and Advocacy

Participants should be supported throughout safeguarding processes. Treating participants with dignity, respect, and sensitivity is a fundamental requirement—but workers should also recognise that safeguarding processes may hold discomfort or distress for some participants. Where appropriate, support may include:

• Access to advocacy.

• Communication supports and supported decision-making assistance.

• Family, nominee or representative involvement where authorised.

• Emotional and wellbeing support.

  
  

Step 8: Review and Follow-Up

Following resolution or escalation, a review should be conducted. Reviews should include the following aspects:

• Risks and continual improvement opportunities.

• Support arrangements and safeguarding controls.

• Lessons learned to support the team in providing and administering future supports.

  
  

Following a review, any identified improvements should be documented and actions assigned. Participant and worker wellbeing should also be considered in any review and follow-up.

Responsibilities of Managers and Supervisors.

Managers and supervisors are responsible for supporting their direct reports to identify and report abuse, neglect, or exploitation matters and to provide training and refreshers to support workers in the identification and reporting of these matters. Managers and supervisors will:

• Respond promptly to safeguarding concerns to support participant safety;

• Monitor safeguarding risks; and

• Provide the necessary support to workers who may deal with matters that have the potential to be distressing.

  
  

In accordance with DCIRS's risk and incident management processes, managers and supervisors will support the review of trends, incidents and system improvements.

ASSOCIATED DOCUMENTS

• Continual Improvement Policy

• Continual Improvement Procedure

• Incident and Risk Reporting Policy

• Incident Report Form

• NDIS Safeguarding Policy

• NDISC Risk Assessment Form

• Risk Management Policy

• 24-Hour Incident Report Form

VERSION AND REVIEW INFORMATION

DCIRS reserves the right to amend and vary this procedure from time to time.

Version 1.0: 14 September 2026 | Review Date: 14 September 2028

© 2026 DCIRS Community Care Pty. Ltd. All rights reserved. This procedure is the intellectual property of DCIRS Community Care. No part of this document may be reproduced, distributed, copied, or transmitted in any form or by any means, including photocopying, digital scraping, or other electronic methods, without the prior written permission of the copyright owner.