Incident and Concern Reporting Procedure

1. Purpose

The purpose of this Procedure is to ensure that concerns, complaints, incidents, and safeguarding matters connected to Ramzunā Languages are identified, reported, and addressed appropriately. Ramzunā Languages encourages all team members, volunteers, students, parents, partners, and other stakeholders to raise concerns in good faith where they believe a student, volunteer, or the organisation may be at risk of harm or where organisational standards may have been breached.

2. Scope

This Procedure applies to all individuals acting on behalf of Ramzunā Languages, including volunteer teachers, team members, advisors, interns, partners, and members of leadership. It also applies to students, parents or guardians, and other individuals who wish to report concerns relating to Ramzunā Languages activities.

3. What Should Be Reported

The following should be reported under this Procedure:

• Complaints from students, parents, volunteers, or partners.
• Safeguarding concerns.
• Concerns regarding the welfare or safety of a student.
• Alleged breaches of organisational policies.
• Volunteer, team member or student misconduct.
• Harassment, discrimination, or bullying.
• Psychological or emotional abuse.
• Breaches of confidentiality, privacy, or data protection, including the unauthorised disclosure of student, teacher, or team member information, safeguarding information, personal data, recordings, images, or other confidential information.
• Security incidents affecting students, volunteers, or organisational activities.
• Serious disputes.
• Conflicts of interest.
• Reputational risks.
• Any incident that may result in harm to an individual or to the organisation.

Complaints are considered a form of concern and may be reported through this Procedure.

4. Reporting a Concern or Incident

Concerns or incidents should be reported as soon as reasonably practicable after they are identified. Reports may be submitted by email at safeguarding@ramzunalanguages.org or through our contact form.

5. Information to Include

Where possible, reports should include the date and time of the incident or concern, the names of any individuals involved, a description of what happened, any immediate actions taken, and any witnesses or supporting information. Individuals are not expected to investigate concerns themselves before making a report.

6. Assessment and Response

Upon receiving a report, Ramzunā Languages will assess the nature and seriousness of the concern, determine whether immediate action is required, consider whether additional information is needed, determine any appropriate safeguarding, disciplinary, operational, or organisational response, and record the actions taken and outcomes. Safeguarding concerns are managed in accordance with our Safeguarding Policy.

7. Confidentiality

All reports are handled with appropriate confidentiality. Information is only shared with individuals who need it to protect people, fulfil organisational responsibilities, investigate concerns, or comply with legal obligations. Personal information is handled in accordance with our Privacy Policy.

Reports may be submitted anonymously. We will consider and assess anonymous reports in the same manner as other reports, to the extent reasonably possible. However, anonymous reporting may limit our ability to verify information and conduct a thorough investigation.

8. Protection from Retaliation

Ramzunā Languages will not tolerate retaliation against any individual who raises a concern or reports an incident in good faith. Knowingly false or malicious reports will themselves be treated as misconduct.

9. Record Keeping

We maintain appropriate records of reported incidents and concerns. Records are stored securely, and access is restricted to authorised individuals. Where appropriate, actions taken and outcomes are also recorded.

10. Review

This Procedure is reviewed at least every two years, or sooner where operational, legal, or safeguarding developments make review necessary.