FAQ

Each member organization of the Caritas Ukraine network has its own websites or pages on social networks.

Working in the charitable and humanitarian sector imposes certain restrictions (as does, for example, the civil service). From a practical point of view, an employee of a charitable or humanitarian organization cannot be exempt from the requirements of ethical behavior after the end of the working day. As during work, so during rest or vacation, such an employee cannot afford to participate in abuse, exploitation, human trafficking, sexual relations with children (persons under 18 years of age), etc. He/she also cannot make unethical public statements or support movements that, for example, promote racism, sexism or other ideologies incompatible with the identity of the organization in which they work. Otherwise, the trust and good reputation of charitable and humanitarian organizations will inevitably suffer, and people in need will be left without help.

The Safeguarding system policies have been adopted throughout the national Caritas network. If a local organization does not have a Safeguarding system policy, when implementing programs and projects together with Caritas Ukraine, such organization undertakes and guarantees to comply with the Safeguarding system policies in force in the network. If you are a representative of a newly established organization, you need to contact the person responsible for implementing the Safeguarding system and policies in the national office as soon as possible, to coordinate all issues in order to approve and implement all Safeguarding system policies and procedures within 3 months.

Yes, you have the right to do so. However, please note that all Caritas Ukraine policies are developed in accordance with the norms and principles of Ukrainian legislation, international standards, as well as the requirements of Caritas Internationalis, our partners and donors. Therefore, all policies of local organizations must comply with the general standards of the network. Contact the person responsible for implementing the Safeguarding system and policies in the national office and agree on any provisions that you want to include in the policies.

The Security System policies and procedures are subject to review, amendment and supplementation depending on the needs, conditions and circumstances, but at least once a year. After the update, the previous version of the document becomes invalid.

No. Caritas employees and volunteers must not promote working methods that contradict the moral and ethical teachings of the Catholic Church.

Overwork and lack of rest lead to professional burnout, increased stress levels, and psychosomatic illnesses. Therefore, it is extremely important to immediately warn your colleague and inform your management to correct this situation.

Caritas Ukraine is concerned about the professional development and growth of its staff, and therefore, whenever possible, organizes training courses and seminars for professional development and team building, investing appropriate resources. Therefore, all employees and volunteers of the network are expected to take a responsible attitude to the development and training offered by Caritas Ukraine. Be aware and respect the work of colleagues who organize such events: register on time, attend, complete tasks, fill in the necessary information. If for any reason you cannot attend the planned training, inform your immediate supervisor and coordinate this issue with him.

1.     Report immediately through feedback mechanisms.
2.     Provide evidence (if available) and ensure confidentiality.
3.     Follow a defined procedure for considering sensitive appeals.

Adherence to subordination promotes professional communication, respect for the job responsibilities of each employee, and creates a favorable psychological climate in the team.

Caritas Ukraine employees may be members of different faiths, but they should never use their professional position for proselytizing. In such a case, you should make a remark to the colleague and remind him/her of this requirement of the Code of Ethics and Conduct in a constructive and friendly tone, without provoking a conflict. If the situation does not change, submit a sensitive appeal through the feedback channels.

Caritas Ukraine appreciates your desire to help people in need, but systematic overloading of employees significantly increases the risk of professional burnout, reduces their work productivity. Discuss this issue with the project coordinator. If this situation repeats, contact senior management. Caritas Ukraine highly values ​​volunteering within the organization and network, as well as externally. Here it is worth remembering the voluntariness of the volunteer’s service, as well as the balance of work, service and rest and recovery. Discuss the workload and opportunities for volunteering with your manager.

This practice helps to minimize the risks of any violations in cooperation, increase the level of transparency and accountability, as well as inform and spread awareness of the current policies and procedures in the Caritas Ukraine network. For example, if an affiliate participates in activities with children, the Safeguards clause in the contract is an additional guarantee of child protection and reduces the risks of possible violations and inappropriate behavior.

Inclusion of this clause is your guarantee in all cases of cooperation with affiliates, therefore we recommend including such a clause in all agreements. However, in individual cases you may individually assess the level of involvement of a particular contractor in the work and the potential risks in terms of Safeguards. In all situations where an affiliate will have direct access to our beneficiaries, especially children and vulnerable adults, inclusion and familiarization with the requirements of the Safeguards system is critically necessary.

Caritas Ukraine works on the principles of equality and non-discrimination, regardless of religion or denomination, and provides assistance to people in need regardless of religion. The basis for providing assistance in this case is the needs of this woman and her compliance with the criteria for selecting beneficiaries for the project. If she meets the criteria for the project, you must provide her with the necessary services.

Focusing on the needs of the beneficiaries is fundamental to the work of a Caritas worker. If, during the needs assessment, you have identified that there are other projects within Caritas that can help, use the internal referral to the appropriate specialist or project. And if our organization cannot provide the necessary services, you can refer the person to other organizations in the community.

Among the fundamental principles of Caritas’ work is a friendly attitude towards all people. Your colleague’s behavior violates this principle. If you see a similar situation, draw your colleague’s attention to the need to adhere to this principle. If your remark is ignored, report it through the feedback channels.

You should thank the beneficiary for the invitation, but politely decline the offer in a friendly manner so as not to offend the beneficiary (refer to the organization’s policies, if appropriate). You can also wish the beneficiary a happy birthday verbally, expressing your sincere wishes. We recommend that you do not accept the invitation, as this may lead to a breach of professional boundaries, which will negatively affect the quality of your service.

All posts on public social media pages where your place of work is mentioned may be perceived as “on behalf of” Caritas. Therefore, you should be careful not to publish any posts or photos that could harm the reputation and good name of our network. You should always avoid content that could be misunderstood.

In all cases where you suspect the irrational use of funds or property of the organization, or any other abuse related to property and assets, you have a duty to report this incident through the feedback channels. You do not need to understand the situation yourself, it is enough to submit a sensitive appeal according to the procedure. The confidentiality of appeals through the feedback channels is guaranteed.

We are convinced that all employees of our network are competent and qualified, however, regarding public statements and speeches, the main theses should always be agreed with the senior management and the person responsible for communications. Working in a national network, it is sometimes difficult to independently follow the general line of communication pursued by Caritas Ukraine. Therefore, to avoid misunderstandings and distortion of information, always pre-agree the official position of the organization, including when speaking on television.

Safeguarding is a set of measures aimed at protecting the dignity, rights and safety of all persons who interact with the organization (beneficiaries, staff, affiliates). These measures include the development and approval of Safeguarding policies, the implementation of feedback mechanisms, training of staff and the creation of a safe environment for all participants. Safeguarding is important because it prevents abuse, exploitation, discrimination and violence, and also contributes to the formation of trust in the organization. These principles are based on international standards for the protection of human rights and humanitarian aid and are the basis of the work of Caritas Ukraine.

Every employee, volunteer, partner or affiliate of the organization is responsible for security. In particular, management must ensure the development of policies, their implementation and monitoring of compliance. Each local organization also appoints a person responsible for the implementation of the Security system, who is the main specialist and coordinator for all security issues.

Our specialists are obliged to maintain the confidentiality of the data received, which excludes the possibility of disclosing any information about the beneficiaries, except in cases where this is done with their consent or in accordance with the procedure established by law. We can tell stories in a non-personalized way to find the best ways to help. In order to attract the necessary additional help, you can provide the beneficiary with information about available resources in the community, help him get services from other organizations.

To distinguish harassment from a bad joke, you need to consider several factors:

Context:Is the joke told in a friendly atmosphere and not with the intention of humiliating or offending?

Reaction:How did the person perceive the joke: does he/she laugh easily, or does he/she look upset and embarrassed?

Frequency:Is it a one-time joke, or a behavior that is repeated systematically and continues even after the other person has expressed disagreement or discomfort?

Intention:Does the person making the joke intend to offend or humiliate the other person?

Content and topic:Does the joke refer to appearance, gender, race, or other specific aspects that cross personal boundaries?

If phrases or actions are humiliating and insulting, are repeated systematically, or refer to certain traits and characteristics of a person, they can be considered harassment. Please note that jokes should not violate the boundaries of other people. Before making a joke, think about how your words will be perceived. Any comments that refer to appearance, gender, race, religion, or other sensitive topics are unacceptable.

Although bullying occurs between beneficiaries, it occurs during the implementation of a charity project. Since you organize and conduct such classes, you must ensure the creation of a safe environment. In this case, a woman who is bullied may complain about the inaction of the charity’s employees, because they do not make remarks or prohibit offensive statements, thus supporting the bullying.

(1) Report immediately through established feedback channels. (2) Provide details of the incident, including names of participants, time and location. (3) Maintain confidentiality to avoid publicity or pressure on the affected parties. The complaint will be handled under the Sensitive Complaints Procedure.

The following signs may indicate human trafficking: the presence of physical or psychological signs of coercion or violence in a person; lack of documents or control over them by third parties; irregular working conditions or non-payment of wages; fear or unwillingness to contact other people.

On the one hand, Caritas member organizations implement appropriate standards to ensure that our programs, projects, staff, volunteers, partners and contractors are safe, and therefore do not pose any threat to children and vulnerable adults or violate their rights. On the other hand, thanks to the trust of the people we come into contact with, our organizations can learn about various violations, abuses and violence that have occurred or are occurring outside Caritas: in the family, at school, among friends or in the middle of the street. By responding effectively to such reports, we provide children and vulnerable adults with our protection, support and assistance.

No, any sexual relationship between volunteers and beneficiaries is prohibited.

All employees of member organizations of the Caritas Ukraine network must be safe adults, especially those who work directly with children and vulnerable adults. In order to be a safe adult, it is necessary to comply with all the requirements of the Safeguarding system, as well as undergo training on the protection of children and vulnerable adults. In this case, each Caritas employee must know how to communicate correctly with children and vulnerable adults and their families, what are the signs of violence and how to respond to them.

Responsibility for compliance with the Child and Vulnerable Adult Protection Policy and Procedures lies with all staff of local organizations, as well as partners and contractors who have direct contact with our beneficiaries who are children and vulnerable adults.

Always pay attention to the condition of the technical equipment you work with: tablets, laptops, computers or other gadgets. You need to install appropriate antivirus programs on these devices and systematically update them. Set up parental controls, as well as limit access to advertising and pop-ups. Additionally, it is also recommended to set restrictions on the use of programs and games that may be harmful to children and vulnerable adults.

Violence or abuse manifests itself in different ways. Caritas Ukraine network staff and volunteers may notice signs of such violations (signs of violence are provided in the annexes) through:

• direct observation of a child or vulnerable adult: assessment of appearance, physical or psychological condition, behavioral characteristics, behavior of other family members or persons interacting with the child or vulnerable adult, etc.;
• conducting psychodiagnostics by a psychologist;
• a report from a victimized child or vulnerable adult, their parents, relatives, friends or other person with whom they have contact;
• communicating, interviewing parents, guardians, tutors, teachers, relatives, neighbors, friends or other persons with whom the child or vulnerable adult has contact;
• working with personal files of a child or vulnerable adult or other documents, including educational or medical documents;
• direct presence during an incident of violence or other violation.

If you identify signs of violence or child abuse, follow the algorithm, in accordance with the Child and Vulnerable Adults Protection Policy and Procedures, and maintain confidentiality of all information.

A child and a vulnerable adult have the right to choose a person within Caritas to whom they are willing to tell about their difficult experience. The issue of the safety and trust of the person affected is a priority, therefore Caritas Ukraine familiarizes and trains all employees and volunteers with the rules for receiving a report and the algorithm for responding to it. If a person has contacted you because they trust you the most, accept the report immediately.

Staff and volunteers who receive reports should not investigate or verify the information they receive. Your task is to listen carefully to the person, pay attention to all the details, record the report in the form and act according to the algorithm. At the stage of the appeal, it is important not to doubt the words of the child, a vulnerable adult, but to provide the best support and assistance.

This situation is a potential conflict of interest. Your family relationship may affect the objectivity of decision-making regarding this family. Therefore, you should inform your immediate supervisor in writing about this situation and await his decision on the resolution.

Caritas does not restrict the right of its employees to combine work with other activities. In this case, you should consider whether volunteering in another organization will violate the rules of ethics, values, principles and standards of Caritas Ukraine. In some cases, such a combination may cause a conflict of interest. For example, if you will submit grant applications to the same competition from two organizations, will you use information obtained during your work in Caritas to achieve any advantages in another organization. Inform your immediate supervisor about additional volunteering and periodically check whether this does not cause any conflicts for work.

If a conflict arises between private interest and official authority, the manager must be aware of such a situation and resolve it in order to secure our working environment and prevent possible abuse. Reporting by the manager is also a guarantee for the employee, a way to get out of the difficult ethical choice and the pressure of private interest.

You should thank the woman for the gift, but politely decline it. Accepting expensive gifts violates professional boundaries. The only possible acceptable way to accept gifts is to give inexpensive gifts that remain in the office for common use: a cake that everyone eats together, or flowers/a flowerpot that remains in the office.

You must stop all decisions and actions affected by the conflict of interest, notify your immediate supervisor in writing, and await their decision on resolution. Then follow the supervisor’s instructions in their written communication.

No. Caritas employees must not use the organization’s resources for any support of political activities. This approach ensures that Caritas is not associated with political activities and certain political forces, ensures compliance with the principles of independence and neutrality, protects against reputational risks and ensures credibility in the organization. In case of violation of this rule, disciplinary measures may be applied.

An unregulated conflict of interest can lead to various negative consequences: loss of trust from beneficiaries, partners or donors, reputational risks, loss of funding or partnerships, legal liability in case of violation of the law.

Preventing and combating corruption and fraudulent acts is essential to maintain the trust of the people and communities receiving assistance in the Caritas network, our donors and partners; to ensure the targeted and effective use of entrusted funds and resources; to comply with legal requirements, as well as the identity of our organization, the values ​​and principles we profess. Cases of corruption and fraud can lead to loss of funding and trust, damage to relationships with partners, and direct legal sanctions.

Depending on the nature of the case, disciplinary measures (dismissal, reprimand) may be applied to such a violator, the case may be referred to law enforcement agencies, and this violation will definitely affect the reputation and professional trust of such a person.

It is your responsibility to report a potential violation through the feedback channels and provide all the information and evidence available to you. You do not need to conduct an investigation, as this will be handled by the responsible persons. In addition, you must maintain confidentiality and not disclose sensitive information, discuss the situation with third parties, or spread gossip. The process will then follow the Sensitive Complaints Procedure.

To implement safe hiring procedures in your organization, implement the following measures:

• Conduct background checks on candidates for vacant positions and volunteering (checking references and previous work experience, requesting information about the absence of criminal records or other offenses, interviews with an emphasis on knowledge and skills related to security, etc.).
• Familiarize all personnel with the Security system policies and procedures before starting work.
• Arrange for the signing of a declaration of compliance with the policies and procedures of the Security system and the absence of a conflict of interest when hiring or engaging in volunteering.
• Organize systematic training and safety education for all employees and volunteers.
• Maintain confidentiality regarding personnel personal data.
• Check and evaluate staff’s knowledge and skills regarding security.

Each employee and volunteer is required to undergo initial security training before starting work, and then re-training on an annual basis. Caritas also periodically organizes additional training and advanced training. Before the start of projects, donors may require special security training for all personnel involved in such a project. The OVVSU is responsible for conducting training in local organizations.

Through official feedback channels, anyone can provide various feedback, the processing of which will vary. Caritas Ukraine classifies appeals as follows:

• Program request (program request) – any question, suggestion, request or feedback regarding the program, humanitarian assistance or measures being taken (for example, a question about where to register for the program, why an application was rejected, difficulty finding where the offices are located, a request to be included in the program or receive assistance, etc.);
• Program comment (program comment) – any dissatisfaction with the program or humanitarian assistance;
• Acknowledgement – a message that only expresses gratitude to Caritas or Caritas employees, and does not provide suggestions or requests.
• Sensitive complaint – reporting of observations related to the Security system, including suspicions or evidence of violations.

Yes, this is possible. However, please note that in the vast majority of cases, investigation and prosecution of the offender become impossible in the case of an anonymous complaint. For further consideration of the complaint, all responsible persons: a specialist in handling complaints, a specialist-analyst for research and information collection, members of the commission for considering sensitive complaints need to assess specific facts. Anonymous reports often do not contain information about the facts.

There is no difference in procedure. All official channels work equally efficiently and promptly. Choose the channel that is convenient for you.

All participants and witnesses to incidents of security breaches must maintain confidentiality, as disclosure of such sensitive information could be harmful.

If information about a violation of the Safeguards system was published as a comment or otherwise received on the Caritas social media page, the following steps must be taken: (1) promptly send the complainant information about the official communication channels through which he can submit an appeal; (2) independently submit a sensitive appeal through the feedback channels with the information that has become known to you; (3) pre-save and delete from public access any appeals that contain confidential information (personal or other sensitive data, public access to which may jeopardize the safety of any involved or third parties).

No, this is not possible under the Sensitive Complaints Procedure. All sensitive complaints must be handled at the national office level.

In a situation where you need to submit an appeal regarding a complaints specialist, send it directly to the Director of the Network and Identity Directorate of Caritas Ukraine or the President of Caritas Ukraine.

First of all, Caritas Ukraine conducts a thorough and independent investigation and assessment of each case. If a violation is confirmed, disciplinary measures are taken against the violators. In parallel, the current Safeguarding system is monitored, and policies and procedures are improved to avoid recurrence of violations.

Access to sensitive appeals is granted only to authorized persons who have been informed of the confidentiality requirements and confirm their obligations. Any confidential information is transmitted only through secure channels. Also, only statistical data and depersonalized information may be used for further operation of the network, solely for the purpose of improving the Security system and training personnel. Details of sensitive appeals and their investigation may not be disclosed in any case (exceptions are only grounds provided for by law).