C HILD P ROTECTION P OLICY

November 2009

MISSION: SSF was created to improve the quality of life for families living in extreme destitution
in Cambodia. SSF aims to develop educational support programs for children who run a high risk
for being trafficked. SSF helps these children by protecting them from all forms of violence,
exploitation and abuse including: commercial sexual exploitation, trafficking, child labor and
child marriage. Our team is also committed to provide emergency support to extremely poor
communities in rural Cambodia to reduce drop-out rates from public schools and to assist
families in becoming economically self-sufficient through switching those target families from
repeating low income generating activities to unique and more financially sustainable activities.
This economic independence will enable families more productive through more frequent
planting for daily harvesting to provide for their own children entire family without the need to
place them in orphanages, force them to quit school to work or, in extreme cases, traffic them.

SSF recognizes UNICEF’s definition for the term ‘child protection’, which is as follows:
preventing and responding to violence, exploitation and abuse against children – including
commercial sexual exploitation, trafficking, child labor and harmful traditional practices, such as
female genital mutilation/cutting and child marriage. UNICEF’s child protection programs also
target children who are uniquely vulnerable to these abuses, such as when living without parental
care, in conflict with the law and in armed conflict. Violations of the child’s right to protection
take place in every country and are massive, under-recognized and under-reported barriers to
child survival and development, in addition to being human rights violations. Children subjected
to violence, exploitation, abuse and neglect are at risk of death, poor physical and mental health,
HIV/AIDS infection, educational problems, displacement, homelessness, vagrancy and poor
parenting skills later in life.

The Convention on the Rights of the Child (1989) outlines the fundamental rights of children,
including the right to be protected from economic exploitation and harmful work, from all forms
of sexual exploitation and abuse, and from physical or mental violence, as well as ensuring that
children will not be separated from their family against their will. These rights are further refined
by two Optional Protocols, one on the sale of children, child prostitution and child pornography,
and the other on the involvement of children in armed conflict.
For the significance of daily operations, Sao Sary Foundation (SSF) has based its child
protection policy on three conventions:
1. SSF has a zero tolerance for abuse – physical, mental or other form of abuse including
negligence, maltreatment, and exploitation – towards children.
2. The term children is applied to any person aged 18 years and younger.
3. SSF acknowledges that the interest of the child – legal, physical, and mental – is first and
foremost the primary concern of SSF.
4. SSF recognizes that the protection of children goes beyond the actions and agenda of
SSF. It is a duty that all members of the local, regional, and global community have an
accountability to uphold.

S A O S A R Y F O U N D A T I ONP R OM I S E S T O U P H OL D T HE
F OL L OW I N G

 SSF is committed to providing a nurturing environment in which children are being provided
a protected and positive development experience.
 SSF recognizes that the protection and well being of children is a responsibility of the
community beyond the confines of SSF and promises to promote the pledge set forth in this
document throughout said population.
 SSF is committed to providing proper supervision, support, resources and training to
personnel within the organization that work – directly and indirectly – with children.
 SSF recognizes that is the responsibility of all personnel to prevent – and if discovered,
report – any form of child abuse.
 SSF is committed to informing and educating all personnel of the regulations set forth in this
policy. Each person shall be given a copy of this and other relevant SSF policies.
 ANY organization working in cooperation with SSF shall be informed of the regulations set
forth within this document, and if requested shall be given a copy of the policy.

P R OC E D U R E F OR I N I T I A T I N G E M PL OY M E N T OF
PR OS PE C T I V E PE R S O N N E L W I T H C HI L D R E N

 All personnel working with children will be asked to complete an informational document
detailing current living address, educational background, employment background, criminal
background, skills and training. This form will also be attached to a declaration of

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 compliance with the rules and regulation set forth by SSF in this policy; said form MUST be
signed by the prospective employee.
 All prospective employees will be asked to give written consent to background check of
criminal records and personal reference. The executive director and hiring personnel only
will use information gained from said investigations for review of employment.

S A O S A R Y F O U N D A T I ON W I L L GU A R A N T E E T H A T

 As far as possible, no personnel will work alone with any child, where their activity cannot
be seen or easily observable.
 A system of Parental/Guardian Consent Forms for use of activities and actions shall be
operated and maintained by SSF.
 A system of Incident Documentation shall be operated and maintained by SSF.
 An appropriate First Aid and/or Emergency Procedure(s) shall be prepared and maintained by
SSF.

PERSONNEL W O R KI N G W I T H C HI L D R E N S H OU L D
A D HE R E T O T HE F OL L O W I N G

 Treat all children with respect and dignity; this includes, language and tone of voice, general
physical contact, and other emotional/mental aquaintance.
 Not engage in any of the following:
o Excessively physical games
o Sexually provocative games
o Making sexually suggestive comments, about or to a child; under no
circumstances will this be acceptable
o Inappropriate and intrusive touching of any form
o Any scapegoating, ridiculing or rejecting a child
o Invading the privacy of children when they are showering, using the restroom,
getting dressed, or engaged in any personal action where privacy would generally
be suitable.
 Learn to control and discipline children appropriately; this means without using coercive
physical or emotional tactics.

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 Will not allow children to involve you in activities, which could be misinterpreted, as overtly
sexual, physical or emotional in nature; this includes excessive attention seeking.
 Will not invite a single child or group of children to their place of residence without other
personnel being in attendance.
 Where possible will not share sleeping accommodations with a child or children, nor enter
the dormitories of the opposite sex without personnel of the opposite sex in attendance; it is
crucial that all resources and options are exhausted before disregarding this rule – with few
possibilities, the only exception to this rule would be in an emergency situation.
 In a situation where, for example, a child not able to dress themselves should be dressed by
personnel of the same sex with other adult personnel in attendance.
 If other personnel are observed disregarding the rules and regulations set forth in this policy,
such an incident must be reported to supervising authority.

S U PE R V I S OR S A N D P E R S ON N E L I N A U T H O R I T Y S H OU L D
A D HE R E T O T HE F OL L O W I N G

 Meet regularly with workers to review daily operations and if necessary, modify SSF
procedure and activity.
 Ask personnel about relationships, professional and otherwise, with children at SSF.
 Create opportunities and take advantage of occasions to observe personnel working with
children.
 Keep records of meetings with personnel and anything of significance, which has been
observed.
 If the supervising authority has any suspicion of personnel violating the rules and regulations
set forth in this policy, it is that supervisor’s responsibility to investigate that suspicion until
there is no possibility of abuse.

P R OC E D U R E S IF ABUSE IS REVEALED

Types of abuse-
 Physical: bodily harm and injury
 Emotional: lack of proper love and/or affection, fear from threats of harm, or given
responsibility beyond the child’s/children ability

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 Sexual: where a child or children are used to fulfill sexual desires
 Neglect: failure to care for a child/children and protect them from danger or inability to
provide a nourishing environment in which proper development can be provided.
If abuse is exposed or discovered:
 Do not delay
 Do not act alone
 Do not start to investigate
 Consult with the supervising authority as soon as possible so the appropriate action can be
initiated

R E GU L A T I ON S F OR P H OT O GR A PH Y & M E D I A

1. ‘Standard Photograph’ refers to a photo taken of the child, in which the child has a plain
background behind in which no defining landscape of the child’s location or any other
person is visible. The child may be situated in any pose that is comfortable for them, or that
is necessary for any physical inability they may have, as long as the pose is NOT considered
provocative in any way.
2. ‘Personal Information’ refers to the full name (given name and surname), address, or any
other information that may be used to identify a beneficiary’s personal or family location, as
well as private history and records.
3. Prior to distribution of standard photographs and media Sao Sary Foundation MUST acquire
written consent from both the parent/legal guardian AND the child beneficiary.

For Funding Partners & Private Donors:

 ONE (1) standard photograph is permitted for distribution only for the requirement of
quarterly/bi-annual/yearly progress reports that SSF is obligated to provide.
 Group photos and media are permitted for distribution, provided the child beneficiaries are
engaged in routine educational activities or recreation.
 Under no circumstances may funding partners and private donors share ANY information or
photographs and media with other parties that are not partners of Sao Sary Foundation.

For Sao Sary Foundation Website & Distributed Informational Media or Material:

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 SSF is permitted to upload/distribute ONE (1) standard photograph of child beneficiaries for
the explicit purpose of providing information.
 Group photos and media are permitted for distribution, provided the child beneficiaries are
engaged in routine educational activities or recreation, for the explicit purpose of providing
information.
 Under no circumstances may personal information, other than first name ONLY, be shared as
for the protection of the child beneficiaries. The only permitted exception is for the
distribution of information in connection with SSF programs and activities.

For Volunteers & SSF Staff:

 The following regulations are designed specifically relevant to social network sites, however
are inclusive of other forms of photograph and media distribution.
 Under no circumstances may standard photographs, media or personal information be shared,
this includes the first name or any nickname for the child.
 Photos of a single child beneficiary are not permitted, regardless of the activity or SSF
program the child is participating in.
 Photos of a single child beneficiary AND the volunteer are permitted, providing no personal
information is shared and the photo or activity is not provocative in any manner.
 Group photos and media of the children participating in activities or SSF programs are
permitted, providing no personal information is shared and the photo or activity is not
provocative in any manner.
 Volunteers may physically share (i.e. in person and not via the internet) personal photos and
media with friends and family provided that they do not share ANY personal information that
can be used to locate that child beneficiary or impair their security and welfare.

Any violation of the policy set forth in “Regulations for Photography &
Media” will result in legal action, be it locally or internationally, assuming
the country in which the incident occurs would support such proceedings.

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 P ROSPECTIVE V OLUNTEER I NFORMATION
We ask all prospective volunteers to complete this form. Sao Sary Foundation will keep the
information confidentially, and the form retained by the designated supervising authority.

Name: ___________________________________ Date of Birth: __ / __ / __ (Mo./Day/Yr.)

Address:______________________________________________________________________
_____________________________________________________________________________
Contact Number: 1.__________________________ 2.__________________________

Please tell us about your previous employment experience.

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Please tell us something of yourself – any specific interests and skills you have and previous
experience working with children. Where appropriate name the organization and the dates.
Continue on another sheet if necessary.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Have you any relevant qualifications or appropriate training?

If YES, please indicate
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Are you prepared to undertake some (more) training? ¤ YES ¤ NO

Do you suffer, or have you suffered, any illness that may directly affect your work with children
or young people? ¤ YES ¤ NO

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References:

In the space below please give the names, addresses and telephone numbers of two people who
know you well and who would be able to give a personal reference. Tell us their relationship to
you.

Note these references may not be taken up in every case.

Reference Reference
____________________________________ ____________________________________
____________________________________ ____________________________________
____________________________________ ____________________________________
____________________________________ ____________________________________
____________________________________ ____________________________________
____________________________________ ____________________________________

Relationship Relationship
____________________________________ ____________________________________

Declaration of Criminal History:

Have you ever been convicted of a criminal offense, or are you at present the subject of criminal
charges?
¤ YES ¤ NO
If YES, what was the nature and date of the offense?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Do you give permission for a criminal record check to be done?

¤ YES ¤ NO

Statement of Authenticity:
Promises that the information provided in this
______________________________ document is truthful to the best of their knowledge and
PRINT NAME
awareness. If it is discovered that the personnel
indicated has provided false information, they will be
immediate given notice of termination.

Signed____________________________________________ Date____________________

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 C HILD P ROTECTION C ODE OF C ONDUCT
I,_______________________________, engaged by Sao Sary Foundation, agree that while
acting on the part of SSF, I will adhere to all rules and regulations set for the Child Protection
Policy, to include (but not limited to):

Treat children with respect regardless of race, color, sex, language, religion, political or other
opinion, national, ethnic or social origin, property, disability, birth or other status.

As far as possible, I will not work alone with any child, where their activity cannot be seen or
easily observable.

I will not engage in excessively physical games, sexually provocative games, making sexually
suggestive comments or conversation about or to a child, inappropriate and intrusive touching of
any form.

I will not invade the privacy of children when they are showering, using the restroom, getting
dressed, or engaged in any personal action where privacy would generally be suitable.

I will learn to control and discipline children appropriately; this means without using coercive
physical or emotional tactics.

I will not allow children to involve me in activities, which could be misinterpreted, as overtly
sexual, physical or emotional in nature; this includes excessive attention seeking.

I will follow all policies set forth in the “Regulations for Photography & Media” section and I
understand any violation of such may result in legal action.

Where possible, I will not share sleeping accommodations with a child or children, nor enter the
dormitories of the opposite sex without personnel of the opposite sex in attendance; I understand
that, it is crucial that all resources and options are exhausted before discounting this – the only
immediate exception to this rule would be in an emergency situation.

I will not use language or behavior towards children that is inappropriate, harassing, abusive,
sexually provocative, demeaning or culturally inappropriate.

I will use computers, mobile phones, or video and digital cameras appropriately, and never to
exploit or harass children or to access child pornography through any medium.

I will immediately report concerns or allegations of child abuse to the appropriate supervising
authority.

Print Name_________________________________________

Signed____________________________________________ Date____________________
 V OLUNTEER C ONTRACT FOR P ERSONNEL OF SSF
Name of Worker__________________________________________
Position and Duties
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

You are joining a team that is committed to providing a nurturing environment in which children
engaged in activities with Sao Sary Foundation will receive proper development and life skills.

Working with vulnerable people is a responsibility, but it also brings great rewards. We hope you
will enjoy your work.

Signed__________________________________(Executive Director) Date______________

D ECLARATION OF P ERSONNEL TO U PHOLD

S AO S ARY F O UNDATION ’ S C HILD P ROTECTION P OLICY
I understand the nature of the work I am to do with Sao Sary Foundation. I have received a copy
of, and have read, SSF’s Child Protection Policy. I understand that it is my duty to protect the
children with whom I come into contact. I know what action to take if abuse is discovered or
disclosed. I understand that any abuse done on my part is justification for immediate dismissal.

Name ______________________________________________

Signed ______________________________________________

Date __________________

Note: 2 copies of this contract should be signed and retained as follows:

1. Worker
2. Executive Director
 V OLUNTEER C ONTRACT FOR P ERSONNEL OF SSF
Name of Worker__________________________________________
Position and Duties
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

You are joining a team that is committed to providing a nurturing environment in which children
engaged in activities with Sao Sary Foundation will receive proper development and life skills.

Working with vulnerable people is a responsibility, but it also brings great rewards. We hope you
will enjoy your work.

Signed__________________________________(Executive Director) Date______________

D ECLARATION OF P ERSONNEL TO U PHOLD

S AO S ARY F O UNDATION ’ S C HILD P ROTECTION P OLICY
I understand the nature of the work I am to do with Sao Sary Foundation. I have received a copy
of, and have read, SSF’s Child Protection Policy. I understand that it is my duty to protect the
children with whom I come into contact. I know what action to take if abuse is discovered or
disclosed. I understand that any abuse done on my part is justification for immediate dismissal.

Name ______________________________________________

Signed ______________________________________________

Date __________________

Note: 2 copies of this contract should be signed and retained as follows:

1. Worker
2. Executive Director
 S AO S ARY F OUNDATION
P RIVACY P OLICY
The Sao Sary Foundation is fully conscious of the trust and
accountability that has been bestowed upon SSF due to the work
with at-risk populations, particularly children. Their best interest is
ALWAYS at the forefront of any activities and programs that SSF
performs or participates in. Because of this responsibility, NO
personal information of our beneficiary clients will be shared with
any other entity outside of SSF without prior consent; for
beneficiaries under the age of 18 years old, this includes the
written consent of both the child and the parent or legal guardian.
We require written consent from children, as well as the guardian,
as we believe they deserve to have an active role and decision in
what happens in their life and future.