Purpose

This Safeguarding Policy outlines PSJKM commitment to ensuring the safety, dignity, and respect of all individuals we work with, including staff, volunteers, and the communities we support. We have zero tolerance for any form of exploitation, abuse, or harm.

Scope

This policy applies to all staff, volunteers, partners, and any individuals working with or benefiting from PSJKM.

Key Principles

• Zero Tolerance: We do not tolerate any form of abuse, exploitation, or harassment within our organization or in any activities involving the communities we support.
• Respect for All: All individuals, including staff, volunteers, and community members, are to be treated with respect and dignity. We uphold a culture of mutual respect, fairness, and equality.
• Privacy and Confidentiality: Personal information will be protected and only used for appropriate purposes in line with our privacy policy.
• Commitment to Safety: We are committed to creating a safe and supportive environment where everyone feels protected.

Prevention

• All staff and volunteers are expected to maintain professional and respectful relationships with beneficiaries
• Inappropriate behavior or exploitation of power will not be tolerated.

Reporting

Any suspected safeguarding violations should be reported immediately to the designated Safeguarding Officer or management team (see Reporting Procedure).

Purpose

This outline how PSJKM will monitor and ensure compliance with our safeguarding policies and procedures, and how concerns related to safeguarding will be reported and addressed.

Monitoring Process

1. Policy Accessibility:
   • The most updated version of the Safeguarding Policy will be made available on PSJKM’s official website (https://www.psjkm.org.my/) for easy access by all staff, volunteers, and the public.
2. Annual Review and Updates:
   • The Safeguarding Policy will be reviewed annually by the Safeguarding Officer or management team. If necessary, amendments or updates will be made to ensure it remains relevant and effective.
3. Notification of Changes:
   • Any updates or changes to the Safeguarding Policy will be communicated to staff and volunteers via official channels, ensuring they are aware of the latest guidelines and responsibilities.
4. Designated Safeguarding Officer:
   • PSJKM will appoint a Safeguarding Officer who will be responsible for monitoring adherence to the policy. This person will serve as the point of contact for any safeguarding concerns or incidents. (For further details, please refer to Appendix A)

Reporting Safeguarding Concerns

1. Immediate Reporting:
   • Any staff, volunteer, or community member who witnesses or suspects a safeguarding breach must report it immediately to the Safeguarding Officer.
   • Reports can be made in person, via email, or through a written report to the Safeguarding Officer. (For further details, please refer to Appendix A)
2. Incident Investigation:
   • Upon receiving a report, the Safeguarding Officer will conduct a confidential investigation into the matter.
   • The investigation will determine whether a breach occurred and what corrective actions, if any, are necessary.
3. Confidentiality and Protection:
   • All reports and investigations will be handled confidentially to protect the privacy of all parties involved.
   • Retaliation against anyone who reports a safeguarding issue in good faith is prohibited.

Purpose

This Code of Conduct outlines the expected behavior of all staff, volunteers, and partners of PSJKM to maintain a safe, respectful, and inclusive environment for everyone involved.

Expected Behavior

1. Respect and Dignity:
   • Treat all individuals, including staff, volunteers, and community members, with respect and dignity.
   • Be sensitive to cultural differences and respect the values of the communities we serve.
2. Professional Boundaries:
   • Maintain appropriate professional boundaries in all interactions with community members, particularly with vulnerable individuals.
   • Avoid any behavior that could be seen as exploitation, favoritism, or abuse of power.
3. Avoid Inappropriate Relationships:
   • Romantic or intimate relationships with beneficiaries are strictly prohibited, any relationship with beneficiaries shall be disclosed to the Safeguarding Officer.
   • Avoid any behavior that could be perceived as harassment or abuse.
4. Safety and Protection:
   • Protect the physical and emotional well-being of community members.
   • Do not engage in any behavior that could cause harm or distress.
5. Confidentiality:
   • Protect the confidentiality of any personal or sensitive information shared by beneficiaries or staff.
   • Do not disclose confidential information unless required by law or safeguarding concerns.

Consequences for Violations

Any staff member or volunteer found to be in breach of this Code of Conduct will be subject to disciplinary action, which may include dismissal from the organization.

Reporting

Any concerns or violations of this Code of Conduct should be reported to the Safeguarding Officer or management (see Reporting Procedure).

Policy Statement

PSJKM is committed to conducting all its activities with honesty, transparency, and integrity. We do not tolerate corruption, bribery, fraud, or any form of money laundering in our organisation.

Scope

This policy applies to all Board members, staff, volunteers, partners, vendors, and any individuals acting on behalf of PSJKM.

Key Principles

• PSJKM practices zero tolerance towards corruption and illegal financial activities.

• All funds received and spent must be for legitimate and approved purposes.

• Financial records must be kept accurate, complete, and transparent.

Basic Procedures

• PSJKM will ensure that donations, grants, and payments are received and used through proper and traceable channels.

• Reasonable checks will be carried out before entering partnerships, projects, or major financial commitments.

• Any suspected corruption, bribery, misuse of funds, or suspicious financial activity must be reported immediately.

Responsibilities

• Leadership and management are responsible for setting ethical standards and overseeing compliance.

• All individuals associated with PSJKM must act responsibly and report concerns in good faith.

Non-Compliance

Failure to comply with this policy may result in disciplinary action, termination of engagement, or reporting to relevant authorities.

Review

This policy will be reviewed periodically to ensure it remains appropriate to PSJKM’s operations and legal requirements.

Purpose

This policy provides a safe and responsible way for individuals to report concerns about misconduct, unethical behaviour, or policy breaches within PSJKM.

Scope

This policy applies to:

• Board members, staff, and volunteers

• Partners, suppliers, beneficiaries, and members of the public who have dealings with PSJKM

What Can Be Reported

Concerns may include, but are not limited to:

• Corruption or bribery

• Fraud or misuse of funds

• Abuse of power

• Serious misconduct or violation of PSJKM policies

Reporting Channels

Reports may be made through:

• A designated PSJKM contact person or management representative

• A confidential email or written submission (where applicable)

Anonymous reports may be accepted, though providing contact details may help with follow-up.

Protection of Whistleblowers

• PSJKM will take reasonable steps to protect whistleblowers who report concerns in good faith.

• Retaliation, discrimination, or unfair treatment against whistleblowers is not permitted.

Handling of Reports

• All reports will be treated confidentially.

• Reports will be assessed and addressed in a fair and appropriate manner.

• Where necessary, corrective or disciplinary action will be taken.

False Reporting

Reports made maliciously or with false intent may result in appropriate action.

Review

This policy will be reviewed from time to time to ensure effectiveness and relevance.

1. For year 2024 – 2026, PSJKM’s Secretary, Ms. Teo Siew Fang has been selected to take up this role.
2. Her contact details is as follows:
   • Phone No.: +6012-205 3321
   • Email: esteeteo1005@yahoo.com