Universe International School (UIS) – Erbil, Iraq
Document Control:
- Policy Version: 3.2
- Effective Date: May 2025
- Review Date: May 2026
- Policy Owner: Designated Safeguarding Lead
- Approved by: Board of Governors & Principal
- Last Review: July 2025
Executive Summary
Universe International School (UIS) is unequivocally committed to safeguarding and promoting the welfare of all children and young people in our care. This comprehensive policy establishes our framework for creating and maintaining a safe, secure, and nurturing environment where every student can learn, grow, and thrive without fear of harm, abuse, or neglect.
Operating in Erbil, Kurdistan Region of Iraq, we recognize our unique responsibility to blend international best practices with local cultural sensitivities and legal requirements. Our safeguarding approach respects diverse cultural backgrounds while maintaining unwavering standards for child protection that align with internationally recognized frameworks.
Policy Statement and Commitment
Our Fundamental Commitment
Every child has the right to be safe. Universe International School accepts full responsibility for safeguarding all students within our educational community. We are committed to:
- Prevention: Creating an environment where abuse is less likely to occur through robust policies, procedures, and cultural awareness
- Protection: Responding swiftly and effectively when concerns arise about a child’s welfare
- Support: Providing appropriate assistance to children who have experienced harm or are at risk
- Partnership: Working collaboratively with families, local authorities, and international agencies to ensure comprehensive protection
Scope and Application
This policy applies to all members of the UIS community, including:
- All students enrolled at Universe International School
- Teaching and non-teaching staff (permanent, temporary, and volunteer)
- Board members and school leadership
- Contractors, service providers, and visitors
- Parents and guardians during school-sponsored activities
- External organizations using school facilities
Our safeguarding responsibilities extend beyond school hours and premises to include school-sponsored activities, educational trips, online interactions, and any situation where UIS staff have contact with students.
Legal and Regulatory Framework
International Standards Compliance
United Nations Convention on the Rights of the Child (UNCRC) We fully embrace the fundamental principles that children have the right to:
- Protection from all forms of abuse, neglect, and exploitation
- Expression of views on matters affecting them
- Privacy and dignity in all interactions
- Access to appropriate support and services when needed
International Education Standards
- Council of International Schools (CIS) Safeguarding Framework
- International Baccalaureate (IB) Child Protection Guidelines
- Association of International Schools in Africa and the Middle East (AISAME) Standards
- British Schools Overseas (BSO) Safeguarding Requirements
Local Legal Framework
Iraqi National Laws
- Iraqi Constitution provisions for child protection
- Iraqi Penal Code relating to crimes against children
- Iraqi Personal Status Law regarding family matters
- Anti-trafficking legislation and child labor protections
Kurdistan Regional Government (KRG) Regulations
- KRG Education Ministry safeguarding requirements
- Regional child protection directives
- Cultural and religious considerations framework
- Local authority reporting procedures
Data Protection and Privacy
Our safeguarding practices comply with:
- General Data Protection Regulation (GDPR) principles adapted for Iraq
- Iraqi data protection laws and regulations
- International standards for handling sensitive child welfare information
- Confidentiality requirements balancing transparency with privacy
Definitions and Key Concepts
Forms of Abuse and Neglect
Physical Abuse Any form of physical harm or injury to a child, including:
- Hitting, shaking, throwing, poisoning, burning, or scalding
- Giving harmful substances or inappropriate medication
- Physical punishment that causes injury or distress
- Fabricated or induced illness
Emotional/Psychological Abuse Persistent emotional maltreatment causing severe adverse effects on emotional development:
- Verbal abuse, humiliation, or constant criticism
- Intimidation, isolation, or rejection
- Age-inappropriate expectations or limitations on development
- Witnessing domestic violence or serious family dysfunction
Sexual Abuse Forcing or enticing a child to participate in sexual activities:
- Contact abuse including rape, sexual assault, or inappropriate touching
- Non-contact abuse including exposure to sexual images or conversations
- Online sexual exploitation or grooming
- Commercial sexual exploitation
Neglect Persistent failure to meet basic physical and psychological needs:
- Inadequate food, clothing, shelter, or medical care
- Failure to protect from physical or emotional harm
- Inadequate supervision appropriate to child’s age
- Failure to ensure access to education or development opportunities
Cultural Considerations
Honor-Based Violence Recognition and response to practices that may harm children in the name of family honor:
- Forced marriage arrangements affecting minors
- Female genital mutilation (FGM) or male circumcision concerns
- Restrictive practices limiting education or social development
- Violence or threats related to perceived dishonor
Religious and Cultural Practices Balancing respect for diverse traditions with child protection:
- Distinguishing between acceptable cultural practices and harmful traditions
- Engaging respectfully with families about concerning practices
- Providing culturally sensitive support while maintaining safety standards
- Collaborating with community leaders to promote child welfare
Organizational Structure and Responsibilities
Designated Safeguarding Lead (DSL)
Primary Responsibilities:
- Overall strategic leadership for safeguarding across the school
- Liaison with local authorities, police, and child protection agencies
- Coordination of safeguarding training and professional development
- Management of safeguarding records and confidential information
- Annual policy review and continuous improvement initiatives
Current DSL: [Name and contact information to be inserted] Deputy DSL: [Name and contact information to be inserted]
School Leadership Team
Principal/Head of School
- Ultimate accountability for safeguarding policy implementation
- Ensuring adequate resources and support for safeguarding activities
- Board reporting on safeguarding effectiveness and incidents
- External representation in safeguarding matters
Vice Principals/Assistant Heads
- Day-to-day operational oversight of safeguarding procedures
- Support for DSL in complex case management
- Coordination with academic and pastoral teams
- Staff supervision and performance management related to safeguarding
Teaching and Support Staff
All Staff Responsibilities:
- Vigilant monitoring of student welfare and behavior changes
- Immediate reporting of safeguarding concerns through proper channels
- Maintenance of appropriate professional boundaries with students
- Active participation in safeguarding training and development
- Implementation of protective strategies in daily interactions
Specialized Roles:
- Counselors/Mental Health Professionals: Therapeutic support and intervention
- Medical Staff: Health-related safeguarding concerns and first aid
- IT Administrators: Online safety monitoring and digital protection
- Transport Coordinators: Safety during school transportation
Board of Governors
Governance Oversight:
- Policy approval and regular review of safeguarding effectiveness
- Appointment of qualified DSL and safeguarding personnel
- Ensuring adequate financial resources for safeguarding activities
- Independent challenge and support for school leadership
- Compliance monitoring with legal and regulatory requirements
Recognition and Response Procedures
Identifying Concerns
Physical Indicators:
- Unexplained injuries, bruises, or marks
- Frequent accidents or injuries with inconsistent explanations
- Poor hygiene, inadequate clothing, or signs of malnutrition
- Fatigue, illness, or frequent absences from school
- Regression in previously acquired skills or development
Behavioral Indicators:
- Significant changes in behavior, mood, or academic performance
- Withdrawal from friends, activities, or normal interactions
- Excessive compliance or fearfulness around adults
- Age-inappropriate sexual knowledge or behavior
- Self-harm, substance abuse, or risky behaviors
Environmental Indicators:
- Disclosure of abuse or neglect by the child or others
- Parental behavior suggesting inability to care for child
- Dangerous or unstable home conditions
- Exposure to domestic violence or criminal activity
- Social isolation or lack of community support
Cultural and Contextual Awareness
Regional Considerations: Given our location in the Kurdistan Region of Iraq, staff are trained to recognize:
- War trauma and refugee experiences affecting student behavior
- Economic pressures that may impact family stability
- Cultural practices that may conflict with child protection principles
- Language barriers that may prevent disclosure of concerns
- Political or social tensions affecting student safety
International Community Dynamics:
- Expatriate family stressors and adjustment challenges
- Third culture kid identity and belonging issues
- Frequent relocations affecting emotional stability
- Cultural conflicts between home and school values
- Communication challenges with families from diverse backgrounds
Immediate Response Protocol
Step 1: Ensure Immediate Safety
- Address any immediate danger to the child or others
- Provide necessary medical attention if required
- Create a safe, supportive environment for the child
- Maintain calm, professional demeanor while responding
Step 2: Listen and Document
- Allow the child to speak without leading questions
- Record information accurately using the child’s own words
- Note observations about behavior, appearance, and demeanor
- Avoid making promises about confidentiality that cannot be kept
Step 3: Report and Refer
- Immediately inform the Designated Safeguarding Lead
- Complete incident documentation within 24 hours
- Participate in planning appropriate next steps
- Maintain confidentiality while ensuring appropriate information sharing
Step 4: Follow-up and Support
- Monitor the child’s ongoing welfare and progress
- Provide continued support as directed by DSL
- Participate in multi-agency meetings as required
- Document all follow-up actions and observations
Reporting and Information Sharing
Internal Reporting Structure
Primary Reporting Chain:
- Initial Concern: Any staff member identifies potential safeguarding issue
- Immediate Supervisor: Department head or line manager notification
- Designated Safeguarding Lead: Formal reporting and assessment
- Senior Leadership: Principal involvement for serious concerns
- Board of Governors: Notification for significant incidents
Documentation Requirements:
- Incident Report Form: Standardized documentation template
- Chronological Records: Timeline of events and interventions
- Multi-agency Communications: Records of external consultations
- Follow-up Monitoring: Ongoing welfare assessment documentation
External Reporting Obligations
Local Authority Partnerships:
- Kurdistan Regional Government (KRG) Social Services: Primary child protection agency
- Erbil Directorate of Education: Educational authority notification
- Ministry of Interior: Law enforcement involvement when required
- Health Department: Medical concerns and treatment coordination
International Reporting:
- Embassy/Consulate Notification: For students of foreign nationality
- International School Networks: Serious incident reporting protocols
- Insurance Providers: Risk management and liability considerations
- Accreditation Bodies: Compliance reporting requirements
Information Sharing Principles
Need to Know Basis: Information is shared only with individuals who require knowledge to:
- Ensure the child’s immediate safety and welfare
- Investigate concerns appropriately and thoroughly
- Provide necessary support services and interventions
- Fulfill legal or regulatory reporting obligations
Confidentiality Balance: We maintain strict confidentiality while recognizing that:
- Child safety takes precedence over confidentiality concerns
- Information sharing may be necessary to prevent further harm
- Parents have a right to know about concerns affecting their children
- Professional judgment guides decisions about disclosure timing and extent
Prevention and Protection Strategies
Safe Recruitment and Employment
Pre-Employment Screening:
- Enhanced criminal record checks from all relevant countries
- Verification of professional qualifications and experience
- Comprehensive reference checking with specific safeguarding questions
- Medical fitness assessments including mental health considerations
- Social media and digital footprint screening
Ongoing Employment Safeguards:
- Regular performance reviews including safeguarding competency assessment
- Continuous professional development in child protection practices
- Peer observation and feedback systems for identifying concerns
- Clear disciplinary procedures for safeguarding policy violations
- Exit procedures ensuring proper handover of safeguarding responsibilities
Educational Environment Design
Physical Safety Measures:
- Comprehensive security systems including CCTV in public areas
- Controlled access systems preventing unauthorized entry
- Safe design principles minimizing isolated spaces and blind spots
- Regular safety audits and risk assessments of facilities
- Emergency response procedures and evacuation protocols
Supervision and Monitoring:
- Appropriate adult-to-child ratios for all activities and locations
- Clear policies on one-to-one interactions between staff and students
- Open-door policies and visual supervision requirements
- Regular break and transition supervision protocols
- After-school and extra-curricular activity oversight
Digital Safety and Online Protection
Technology Use Policies:
- Acceptable use agreements for students, staff, and families
- Robust internet filtering and monitoring systems
- Clear guidelines for social media and digital communication
- Regular digital citizenship education for students
- Staff training on online safety and digital professional boundaries
Cyber-Safety Education:
- Age-appropriate curriculum addressing online risks and safety
- Regular workshops for parents on digital parenting strategies
- Collaboration with local authorities on cyber-crime prevention
- Incident response procedures for online safety concerns
- Regular review and updating of digital safety measures
Support Systems and Interventions
Student Support Services
Counseling and Mental Health:
- Qualified counselors available for individual and group support
- Mental health screening and assessment protocols
- Crisis intervention procedures for students in distress
- Referral networks for specialized therapeutic services
- Collaboration with families to coordinate care
Academic and Social Support:
- Learning support services for students affected by trauma
- Peer support programs and buddy systems
- Social skills development and relationship education
- Transition support for new students and those facing changes
- Extra-curricular activities promoting positive relationships
Family Engagement and Support
Parent Education and Involvement:
- Regular workshops on child development and protection topics
- Clear communication about school safeguarding policies and procedures
- Opportunities for parents to discuss concerns and receive guidance
- Cultural competency support for families navigating different systems
- Resource provision for families needing additional support
Community Partnerships:
- Collaboration with local organizations providing family services
- Referral networks for specialized support (legal, medical, social)
- Community education initiatives promoting child welfare
- Interfaith and intercultural dialogue on child protection issues
- Advocacy for improved child protection resources in the region
Staff Support and Development
Professional Development:
- Comprehensive initial safeguarding training for all new staff
- Annual refresher training with updates on policies and procedures
- Specialized training for staff in specific roles (DSL, counselors, etc.)
- External training opportunities and conference participation
- Peer learning and best practice sharing initiatives
Staff Wellbeing:
- Employee assistance programs providing confidential support
- Regular supervision and debriefing following difficult incidents
- Stress management and resilience building programs
- Clear procedures for supporting staff who experience secondary trauma
- Work-life balance initiatives promoting staff mental health
Special Considerations and Vulnerable Groups
Students with Special Educational Needs
Enhanced Protection Measures:
- Individual risk assessments for students with disabilities
- Specialized communication methods for students with communication difficulties
- Additional supervision and support during transitions and activities
- Collaboration with families and specialists to understand specific vulnerabilities
- Regular review of protection plans and support strategies
Accessibility and Inclusion:
- Physical environment modifications ensuring safety and accessibility
- Assistive technology support for communication and participation
- Staff training on disability awareness and inclusive practices
- Peer education promoting understanding and acceptance
- Advocacy for students’ rights and appropriate accommodations
Refugee and Displaced Students
trauma-Informed Support:
- Specialized assessment and support for students affected by conflict or displacement
- Cultural mediators and interpreters facilitating communication
- Collaboration with humanitarian organizations and refugee support services
- Flexible academic programming accommodating disrupted education
- Family support services addressing settlement and integration challenges
Legal and Documentation Support:
- Assistance with educational documentation and credential recognition
- Liaison with legal services for immigration and residency issues
- Advocacy for student rights regardless of legal status
- Confidential support that doesn’t compromise family security
- Network development with other international schools serving similar populations
Third Culture Kids and Expatriate Students
Identity and Belonging Support:
- Counseling services addressing identity formation and cultural adjustment
- Peer support groups for students with similar experiences
- Cultural celebration and recognition activities
- Transition support for students arriving or departing mid-year
- Parent education on third culture kid development and challenges
Global Mobility Considerations:
- Comprehensive records transfer systems ensuring continuity of care
- International referral networks for ongoing support needs
- Crisis planning for political instability or emergency evacuations
- Maintenance of connections with home countries and cultures
- Preparation for reverse culture shock and reintegration challenges
Training and Professional Development
Mandatory Training Requirements
All Staff Initial Training (16 hours minimum):
- Child protection fundamentals and legal frameworks
- Recognition of abuse and neglect indicators
- Reporting procedures and documentation requirements
- Cultural sensitivity and awareness in safeguarding
- Professional boundaries and appropriate relationships with students
Annual Refresher Training (8 hours minimum):
- Policy updates and procedural changes
- Case study analysis and scenario-based learning
- Emerging risks and trends in child protection
- Local context updates and community resource information
- Skills practice and competency assessment
Role-Specific Advanced Training:
- DSL Certification: 40-hour specialized program with annual 16-hour updates
- Mental Health First Aid: For counselors and key support staff
- Trauma-Informed Practice: For staff working with vulnerable populations
- Digital Safety Expertise: For IT staff and online learning coordinators
- Cultural Competency: Advanced training for staff from different cultural backgrounds
Training Delivery Methods
Multi-Modal Approach:
- Face-to-face workshops and seminars with expert facilitators
- Online learning modules allowing flexible, self-paced completion
- Simulation exercises and role-playing scenarios
- Case study analysis and group problem-solving activities
- Peer learning circles and mentorship programs
External Training Partnerships:
- Local law enforcement and child protection agencies
- International safeguarding consultants and trainers
- University child development and education programs
- Mental health professionals and trauma specialists
- Cultural and religious community leaders
Monitoring, Evaluation, and Quality Assurance
Continuous Improvement Framework
Regular Assessment Activities:
- Monthly safeguarding team meetings reviewing cases and procedures
- Quarterly policy effectiveness reviews with stakeholder feedback
- Annual comprehensive audit by external safeguarding experts
- Student and family satisfaction surveys including safety perceptions
- Staff confidence and competency assessments in safeguarding practices
Data Collection and Analysis:
- Incident reporting and trend analysis
- Training participation and effectiveness measurement
- Resource utilization and outcome tracking
- Benchmark comparison with other international schools
- Risk assessment updates and mitigation strategy evaluation
Quality Indicators and Metrics
Quantitative Measures:
- Number and types of safeguarding incidents reported and resolved
- Staff training completion rates and assessment scores
- Response time metrics for incident investigation and resolution
- Student attendance and academic performance indicators
- Family engagement levels in safeguarding education activities
Qualitative Measures:
- Student feedback on feelings of safety and support at school
- Staff confidence in identifying and responding to safeguarding concerns
- Parent satisfaction with school communication and support during incidents
- Community perception of school’s commitment to child protection
- External agency feedback on school’s cooperation and effectiveness
External Validation and Accreditation
International Accreditation Maintenance:
- Council of International Schools (CIS) safeguarding standards compliance
- International Baccalaureate (IB) child protection requirement adherence
- British Schools Overseas (BSO) safeguarding framework alignment
- Association of International Schools certification maintenance
- Insurance provider risk assessment and compliance verification
Local Authority Recognition:
- KRG Ministry of Education safeguarding excellence recognition
- Local child protection agency partnership agreements
- Community leader endorsements of school safeguarding practices
- Media recognition of safeguarding innovation and effectiveness
- Professional association awards and recognition programs
Crisis Management and Emergency Response
Emergency Response Protocols
Immediate Response Team:
- Crisis Commander: Principal or designated senior leader
- Safeguarding Coordinator: DSL or trained deputy
- Communications Manager: Designated staff member for media and family communication
- Student Support Coordinator: Counselor or mental health professional
- External Liaison: Staff member coordinating with authorities and agencies
Response Procedures:
- Immediate Safety: Secure the safety of all students and staff
- Assessment: Evaluate the nature and extent of the crisis
- Communication: Activate internal and external communication protocols
- Support: Deploy appropriate support resources for affected individuals
- Recovery: Implement long-term recovery and learning strategies
Specific Crisis Scenarios
Child Abuse Allegations Against Staff:
- Immediate suspension pending investigation
- Child protection authority notification within 24 hours
- Independent investigation coordination
- Support for affected students and families
- Media management and reputation protection
Serious Student Safety Incidents:
- Medical emergency response and treatment
- Family notification and support coordination
- Incident investigation and documentation
- Community communication and reassurance
- Policy review and prevention strategy updates
External Threats and Security Concerns:
- Lockdown procedures and facility security enhancement
- Law enforcement coordination and support
- Student and staff evacuation protocols
- Family reunification procedures
- Ongoing threat assessment and monitoring
Post-Crisis Recovery and Learning
Immediate Aftermath:
- Comprehensive debriefing with all involved parties
- Trauma counseling and mental health support provision
- Community healing activities and communication
- External support agency coordination
- Initial lessons learned documentation
Long-term Recovery:
- Policy and procedure review and enhancement
- Staff training updates based on incident learning
- Community trust rebuilding activities
- Victim support and ongoing care coordination
- Prevention strategy strengthening and implementation
Policy Implementation and Communication
Implementation Timeline
Phase 1: Foundation (Months 1-3):
- Staff training on new policy requirements
- System updates and documentation preparation
- Community communication and engagement activities
- Initial monitoring and feedback collection
- Minor adjustments based on early implementation experience
Phase 2: Integration (Months 4-6):
- Full procedural implementation across all school operations
- Advanced training for specialized roles and responsibilities
- External partnership development and formalization
- Comprehensive monitoring and evaluation system activation
- Quality assurance and compliance verification activities
Phase 3: Optimization (Months 7-12):
- Continuous improvement based on monitoring data and feedback
- Advanced training and professional development opportunities
- Community engagement expansion and deepening
- External recognition and accreditation pursuit
- Annual review and policy update preparation
Communication Strategy
Internal Communication:
- Staff meetings and professional development sessions
- Student assemblies and classroom discussions appropriate to age
- Parent information sessions and written communication
- Board meetings and governance oversight activities
- Regular newsletter and website updates
External Communication:
- Community leader engagement and partnership development
- Media relations and public information sharing
- Professional network participation and best practice sharing
- Government agency liaison and compliance reporting
- International school network collaboration and learning
Resources and Support Information
Contacts:
- School Security: +964 750 934 1244
- Principal Emergency Line: +964 750 945 1244
International Support:
- US Consulate Erbil: +964 66 4000 211
- UK Consulate Erbil: +964 750 823 7415
- German Consulate: +964 750 790 7909
- International Committee of the Red Cross: +964 66 227 28 50
- UNICEF Iraq: +964 750 830 3938
Mental Health and Specialized Services:
- Kurdistan Psychiatric Hospital: +964 750 426 9700
- Private Counseling Services: +964 750 115 6555
Educational Resources
Online Resources:
- NSPCC Learning: www.learning.nspcc.org.uk
- Child Protection in Education: www.cpie.org.uk
- Keeping Children Safe International: www.keepingchildrensafe.org.uk
- Internet Safety: www.internetmatters.org
Professional Development:
- International Safeguarding Children Conference: Annual regional conference
- Council of International Schools: Safeguarding workshops and certification
- Local University Programs: Child development and protection courses
- Online Training Platforms: Specialized safeguarding education modules
Appendices and Supporting Documents
Appendix A: Forms and Templates
- Safeguarding Incident Report Form
- Child Protection Referral Form
- Risk Assessment Template
- Safety Plan Template
- Communication Log Template
Appendix B: Legal and Regulatory References
- Iraqi Laws Related to Child Protection (Arabic and English)
- Kurdistan Regional Government Education Regulations
- International Convention Texts and Interpretations
- Professional Standards and Codes of Conduct
Appendix C: Cultural and Community Resources
- Local Community Organizations Directory
- Cultural Sensitivity Guidelines
- Religious Leader Contact Information
- Interpreter and Translation Services
- Cultural Calendar and Considerations
Appendix D: Emergency Procedures
- Evacuation Plans and Assembly Points
- Lockdown Procedures and Communication Protocols
- Medical Emergency Response Procedures
- Family Reunification Plans
- Crisis Communication Templates
Policy Review and Updates
This Safeguarding Policy is reviewed annually by the Designated Safeguarding Lead in consultation with the Principal, Board of Governors, and key stakeholders. The policy is updated as necessary to reflect:
- Changes in local and international legislation
- Emerging best practices in child protection
- Lessons learned from incidents and case experiences
- Feedback from students, families, and staff
- External audit recommendations and compliance requirements
Next Scheduled Review: August 2026
Interim Review Triggers: Significant incidents, legislative changes, external recommendations
Document Classification: PUBLIC (with confidential appendices)
Approved by: UIS Board of Governors
Effective Date: May 2025
Distribution: All staff, families, Board members, key external partners