Open your eyes – look and protect!

Institutional Safeguarding Policy of Kommende Dortmund

Social Institute of the Archdiocese of Paderborn

Attention: The offical version of the policy is published in German language.

Kommende Dortmund is the social institute of the Archdiocese of Paderborn, which also serves as their legal entity. As a Catholic Academy, Kommende Dortmund is one of the educational centres of the Archdiocese of Paderborn. It is a member of the Directors' Circle of Catholic Academies and of the Arbeitsgemeinschaft katholisch-sozialer Bildungswerke in der Bundesrepublik Deutschland e.V. (AKSB).

The quality management of the Kommende Dortmund is certified according to the quality system Gütesiegelverbund Weiterbildung.

As an ecclesiastical institution and educational centre for political and social education, Kommende Dortmund is committed to the faith, doctrine, and social teaching of the Catholic Church. Its work is based on the fundaments, principles, and values of Christian social ethics and of a modern, free, democratic, and solidary society. Its work is oriented towards the guiding principle of social justice.

This ethical basis fundamentally includes the protection of the human person and their dignity. This requirement makes it particularly important to protect children and young people as well as vulnerable persons ‘in need of protection’ from any form of violence, especially sexualized violence.

The safeguarding policy of Kommende Dortmund therefore emphasizes the responsibility towards participants in its services, its guests, and employees to live and cultivate a ‘culture of mindfulness’. Such a culture should promote a sensitive perception of violent behavior and actions and consistently name and pursue misconduct with the aim of protecting every person from experiences of violence and offering a safe stay at Kommende Dortmund in this sense. The institutional safeguarding policy serves these purposes. It guides and guarantees the preventative actions of all employees to protect against all forms of violence.

Table of Contents

1.    LEGAL FRAMEWORK AND CONTEXT
2.    SCOPE OF APPLICATION
2.1 Safeguarded persons and protection delegates
2.2 Forms of violence
3.    RISK ANALYSIS
4.    STAFF SELECTION, RECRUITMENT AND MANAGEMENT
5.    TRAINING AND CONTINUING EDUCATION, QUALIFICATION
6.    COMMUNICATION AND PUBLIC RELATIONS
7.    PROCEDURE AND COMPETENT PERSONS
Internal contacts and contact options
Consultation and contact points
Non-religious counseling centers
Counseling centers under church auspices
8.    MONITORING AND EVALUATION OF THE  SAFEGUARDING POLICY
APPENDICES

 

1. LEGAL FRAMEWORK AND CONTEXT

The safeguarding policy of Kommende Dortmund is based on the principles of the UN Convention on the Rights of the Child. Accordingly, it serves to protect children from any form of physical or mental violence, abuse, and neglect as described in Article 19 of the Convention on the Rights of the Child.

The current prevention regulations of the Archdiocese of Paderborn, the legal entity of the Kommende Dortmund, and their provisions form the legally binding basis of this safeguarding policy. The standards of these prevention regulations are transferred to the work of the Kommende Dortmund with children and other persons in need of protection.

The safeguarding policy is committed to the motto of the prevention regulations of the Archdiocese of Paderborn, ‘Open your eyes! – Look and protect’. The aim is to ensure the highest level of protection against the use of violence, especially sexualized violence, at Kommende Dortmund in a sensitive and vigilant manner.

2. SCOPE OF APPLICATION

2.1 Safeguarded persons and protection delegates

Firstly, all minors are vulnerable persons, but the concept also applies in particular to vulnerable adults in need of protection or assistance within the meaning of Section 225 (1) of the German Criminal Code (‘persons defenseless due to infirmity or illness’). Church employees have a special responsibility towards these persons, either because they are entrusted to their care and custody or because they are at particular risk within the meaning of this concept simply because they are in need of protection or assistance. It also includes persons who are subject to a special relationship of power and/or dependency.

Those responsible whose work involves contact with children, young people, and adults in need of protection or assistance bear particular responsibility for implementing the safeguarding policy in their educational offers. In particular, employees and honorary staff must be taken into account. Where individual volunteers work for Kommende Dortmund, this regulation applies analogously to them.

2.2 Forms of violence

The aim of this safeguarding policy is to protect those in need of protection (see chapters 1 and 2.1.) from various forms of violence. In particular, the concept relates to the following forms of violence:

1. Physical violence refers to the actual and potential physical injury of other people. In the case of vulnerable persons, the failure to protect them from physical injury must also be recognized.
2. Sexualized violence against vulnerable persons includes both punishable and non-punishable sexual acts and boundary violations. It relates to all behavior and conduct (within and outside the church ministry) with a sexual reference towards children, adolescents, and vulnerable adults that occurs with presumed consent, without consent, or against their explicit will. This also includes all acts of preparation, execution, and concealment of sexualized violence.
3. Emotional violence against vulnerable persons includes the deprivation of an environment appropriate to their age or personal level of development and conducive to their further development, as well as persistent or significant verbal abuse or rejection with negative effects on the emotional development or behavior of persons under protection.
4. Neglect begins as soon as those in need of protection are deprived of basic care for their own psychosocial development – for example, in the areas of health, nutrition, clothing, accommodation, education, etc.
5. Digital violence takes various forms: Cyberbullying refers to various forms of defamation, harassment, and coercion of other people or organisations using electronic means of communication via the internet, chat rooms, instant messaging, and/or mobile phones. This also includes the theft of (virtual) identities. Online grooming is also a violent phenomenon in which a relationship, trust, or emotional connection is established online, often without third parties being able to see it, with a person under protection with the aim of committing an act of violence.

3. RISK ANALYSIS

The educational programs offered by Kommende Dortmund are primarily aimed at adults. Events and seminars with young people take place in the departments of ‘Political Education’ (in the form of social seminars and political-social education programs) and ‘Youth Social Engagement in Europe’ (in the form of local youth project weeks with cooperation partners abroad and international youth meetings/seminars). The participants in these programs are between 14 and 18 years old.

In addition, Kommende Dortmund's Department of Political Education offers young people the opportunity to complete (school) internships for career guidance. At the beginning of their employment, interns are informed about the institutional safeguarding policy and contact persons in the general workplace introduction. They must provide an extended certificate of good conduct.

As a non-profit organisation, Kommende Dortmund also offers young people the opportunity to carry out legally ordered leisure and community service hours. This option is occasionally utilised by young people under the age of 18. These people are also made aware of the institutional safeguarding policy and contact persons when they start work.

The programs offered by the ‘Political Education’ department usually take the form of one-day seminars. In addition, there are individual events lasting several days with overnight stays at a third location, for which an event-related risk analysis is carried out, and appropriate measures are taken on this basis. The safeguarding policy of Kommende Dortmund also applies to these seminars.

The programs offered by the ‘Youth Social Engagement in Europe’ department are usually held as multi-day events with overnight stays in cooperation with European partners. For events in Germany, Kommende Dortmund's safeguarding policy applies and is discussed in advance with those responsible from the partner countries. Those responsible abroad also sign the English version of the Code of Conduct. In the case of events abroad with persons under protection exclusively from the partner country, the safeguarding policy of the partner organisation applies; if none exists, the partner organisation will be supported in its development. In the case of mixed events, an event-related risk analysis is carried out and a protection agreement is concluded on this basis. Kommende Dortmund regularly offers training opportunities for international partners in the field of safeguarding or enables participation in third-party training courses.

In addition, Kommende Dortmund also occasionally organises digital events in which also vulnerable persons can participate. As the intervention options of the responsible person are limited in the digital space, an event-related risk assessment and protected access to online formats are more important. Those responsible, including young people themselves, are made aware of the particular challenges and response options within the format in advance.

Where social media (especially Instagram, Facebook, LinkedIn, X) are used in the context of the work of Kommende Dortmund and its event and project-related cooperation partners, this use is subject to data protection regulations, considering the special requirements of vulnerable persons. Any inappropriate content, including in the comments section, is promptly removed by the respective account managers, and the action taken is documented.

Both the publicly accessible parts of the Kommende Dortmund conference centre and the outdoor area are bright and clearly arranged. Since there is usually a lot of public traffic, especially during the seminar times, there are not easily accessible ‘unobserved’ places. Even after dusk, the grounds of the centre are adequately lit.

Processes and experiences relating to the concerns and effectiveness of the safeguarding policy are subject to review in the annual management review as part of the quality management of Kommende Dortmund. The risk analysis is also regularly reviewed in this context, particularly when new activities or programs are added, or existing ones are changed. In addition, the safeguarding policy is under the supervision of the Archdiocese of Paderborn in accordance with the applicable prevention regulations of the Archdiocese of Paderborn.

4. STAFF SELECTION, RECRUITMENT AND MANAGEMENT

The Kommende Dortmund commits itself and its employees to a "culture of mindfulness." This includes respecting the dignity and rights, and especially the physical integrity, of individuals. A respectful and trusting interaction with guests and employees is expected. Discriminatory and violent or boundary-crossing behavior in word and deed, in person and online, will not be tolerated. Such behavior is countered by the measures of the safeguarding policy and a culture of mindfulness to protect those affected. This culture of mindfulness is concretized in the Code of Conduct for violence prevention, developed in a participatory manner with employees and honorary staff of the departments of Political Education and Youth Social Engagement in Europe, which must be signed by all individuals working with those entrusted to the care of Kommende Dortmund.

A fundamental piece of information for the employees of the Archdiocese of Paderborn is provided by the brochure "Open Your Eyes: Look and Protect."[3] It describes the concerns of prevention, information on cases of violence and their criminal significance, and provides information on how to proceed in incidents as well as tips on help and support.

Before being employed by the Kommende Dortmund, employees must present an extended criminal record. The records remain part of the personnel file in the Archdiocese of Paderborn. The certificate must be updated every five years. This is required and monitored by the Human Resources Department of the Archdiocese of Paderborn.

Employees who conduct activities with individuals under their protection must have participated in a prevention training (Basis+, 6 hours) and provide proof of this. At the latest every five years, they participate in advanced training sessions. In addition, signing the Code of Conduct of Kommende Dortmund is a binding requirement for hiring, employment, or continued employment.

Honorary staff who continuously accompany activities with children or vulnerable adults must also submit an extended criminal record and sign the Code of Conduct. Furthermore, these employees must have taken part in a prevention training course (Basic+, 6 hours) and provide proof of this. The submission of certificates and evidence is documented in the Political Education department.

Honorary staff and volunteers who only work sporadically (up to a total of 60 units) for Kommende Dortmund can only work at events that also involve vulnerable persons and are led by employed or honorary staff who have submitted an extended criminal record and have taken part in prevention training. They sign the Code of Conduct before starting their first assignment.

5. TRAINING AND CONTINUING EDUCATION, QUALIFICATION

The training and further education, as well as the qualification of all employees and volunteers, is carried out depending on the target group, as specified in Chapter 4. Employees are informed by the management about the safeguarding policy and the Code of Conduct, while honorary staff and volunteers are informed by the respective department heads.

In the regular training programs of the departments of Political Education and Youth Social Engagement in Europe, information and exchange on violence prevention are an integral part. In addition, Kommende Dortmund offers prevention training for all employees, honorary staff and volunteers employees at least once a year.

Furthermore, the Kommende Dortmund has a specifically trained prevention specialist who is available as a contact person.

6. COMMUNICATION AND PUBLIC RELATIONS

Employees are informed of this safeguarding policy and the associated Code of Conduct by the management of Kommende Dortmund via email and at regular information meetings (Info Treff).

The cooperation partners are continuously informed about the institutional safeguarding policy by the heads of the departments of Political Education and Youth Social Engagement in Europe. This approach will be integrated as a standard practice in quality management.

Quality management defines the form of information for guests and the public on the institutional safeguarding policy (content, form of address, media such as notice boards, flyers, website). Accordingly, the notices in the Kommende Dortmund and the digital presentation on the website are kept up to date. The protection concept is also available for inspection in paper form at the reception of Kommende Dortmund.

The handling and use of (digital) media and social networks with regard to violence is regulated separately in the Code of Conduct of Kommende Dortmund.

7. COMPLAINTS

At the beginning of events with vulnerable persons, both in person and online, it is mandatory to inform in target group-appropriate language about the institutional safeguarding policy and the contact persons, including the ways to get in touch. First points of contact are the seminar leaders, supplemented and alternatively the prevention specialist or the trusted person of Kommende Dortmund. Confidential contact with contact persons is also possible through the reception staff.

The safeguarding policy explicitly provides for different ways of contact.

Furthermore, for a non-binding consultation, please refer to the internal and external contact points in Chapter 8 of this concept.

8. PROCEDURE AND COMPETENT PERSONS

Dealing with the perception of a suspected or actual assault in person, online, or in a third location requires a calm and measured approach. All measures must be taken with the primary consideration of victim protection.

In doing so, different situations with their specific requirements must be considered. In the work areas of Kommende Dortmund, these are particularly:

1. Verbal or physical boundary violations between participants (offline and online, outside of criminal law)
2. Suspect that participants have become victims of violence (offline and online, outside and within criminal law)
3. Report from participants of violence (offline and online, outside and within criminal law)
4. Perceived incident of violence in the seminar context (offline and online, outside and within criminal law)

For situations a to c, the concept particularly refers to the brochure "Open your eyes" (pages 16 to 21 in the appendix), which provides a step-by-step guide for the response.

In the event of perceived violence in the specific offline or online seminar context (d), the first step for initial assessment should be to have a conversation with the trusted person or the prevention specialist of Kommende Dortmund. These individuals will create a written note of the incident.

In the event of a substantiated suspicion, the following additional steps are provided for in accordance with the Prevention Order of the Archdiocese of Paderborn:

1. Involving the trained prevention specialist from Kommende Dortmund (and, if necessary, the prevention officer from the Archdiocese of Paderborn). They advise on the next steps, know the procedures, and can refer to internal and external counselling centres if necessary.
2. In case of indications of violent behavior, immediate notification of the responsible management level. In cases within church contexts, the management will inform the intervention officer and the designated, independent contact persons of the Archdiocese of Paderborn; in non-church contexts, the local youth welfare office will be informed, taking victim protection into account.
3. The intervention officer of the Archdiocese of Paderborn coordinates the intervention in the Archdiocese of Paderborn in the event of a specific suspicion. They initiate a procedure according to the Intervention Order of the Archdiocese of Paderborn. The intervention order regulates the mandatory reporting to state prosecution authorities and the additional initiation of a canonical procedure.
4. For reporting cases of violence by employees in the ecclesiastical service of the Archdiocese of Paderborn, independent contact persons are appointed by the Archbishop of Paderborn. The contact persons inform, advise, accompany, and support those affected.

Any violent act against those under protection can have disciplinary and/or criminal consequences for the employees and participants. The relevant higher-level regulations of the Archdiocese of Paderborn and criminal law apply.

Suspected and concrete cases of violence according to this safeguarding policy are documented using the attached documentation template.

Internal contacts and contact options

Prevention specialist of Kommende Dortmund
Detlef Herbers, Phone: +49 231 20605-46, E-Mail: herbers@kommende-dortmund.de

Trusted Person
Hannes Groß, Direktor des Instituts für christliche Organisationskultur (Einrichtung der Kommende Dortmund), Phone: +49 231 20605-91, E-Mail: gross@i-c-o.org. Emergency/SMS: +49 173 4947630

Prevention Officer and Contact Point Archdiocese of Paderborn
Vanessa Meier-Henrich, Phone: +49 5251 125 1213; E-Mail: praeventionsbeauftragte@erzbistum-paderborn.de

Independent Contact Persons on Matters of Violence of the Archdiocese of Paderborn
Gabriela Joepen, Phone: +49 160 7024165, E-Mail: gabriela.joepen@ap-paderborn.de
Prof. Dr. Martin Rehborn, Phone: +49 170 8445099, E-Mail: missbrauchsbeauftragter@rehborn.com

Intervention Officer of the Archdiocese of Paderborn
Thomas Wendland, Telefon: +49 171 8631898, E-Mail: intervention@erzbistum-paderborn.de

 

Consultation and contact points

Those affected by sexualised violence and their relatives can also turn to independent contact points. The following help portal also offers a regionally filterable overview: www.hilfe-portal-missbrauch.de.

An anonymous and free consultation is offered by:

Non-religious counseling centers

Child Protection Center Dortmund (Kinderschutz-Zentrum Dortmund)

Phone: +49 231 2064580, E-Mail: kontakt@kinderschutzzentrum-dortmund.de

www.kinderschutzzentrum-dortmund.de

Councelling for Women and Girls (Frauenberatungsstelle Dortmund)
Phone: +49 231 521008, E-Mail: frauen@frauenberatungsstelle-dortmund.de
www.frauenhaus-dortmund.de

Support Phone Violence Against Men (Hilfetelefon Gewalt an Männern)

Phone: +49 800 1239900, E-Mail: beratung@maennerhilfetelefon.de
www.maennerhilfetelefon.de 

Counseling centers under church auspices

Social Service of Catholic Women Dortmund (Sozialdienst katholischer Frauen Dortmund e.V.)
Youth protection centre – counselling and reception for young people in crisis situations
Phone: +49231 56783611, E-Mail: jss@skf-dortmund.de,

https://www.ksd-dortmund.de/skf-dortmund/angebote/jugendschutzstelle

Councelling of the Catholic Marriage-, Family- and Life Services in the Archdiocese of Paderborn

Provide support both digitally and with 22 local counselling centres in the archdiocese for initial crisis management and in the search for further support measures: https://paderborn.efl-beratung.de/ueber-uns/anmeldung/

 

9. MONITORING AND EVALUATION OF THE SAFEGUARDING POLICY

The safeguarding policy and the commitment to a culture of mindfulness are integral components of the quality management system at Kommende Dortmund. The inclusion of the safeguarding policy, particularly the risk analysis, is a mandatory subject of the annual management review for quality assurance. In addition, the safeguarding policy is comprehensively evaluated and reviewed as part of the re-certifications of the quality management of Kommende Dortmund at least every three years.

An evaluation of the safeguarding policy is also mandatory after each incident.

In the regular information meetings on quality management, measures and developments regarding the safeguarding policy for all employees of Kommende Dortmund are presented and explained. Furthermore, the safeguarding policy is part of the yearly offered safeguarding trainings.



The present institutional safeguarding policy will come into effect on July 1, 2025. It replaces the previous safeguarding policy from 2024.

Dortmund, 15. June 2025

 

Prälat Dr. Peter Klasvogt
Direktor des Sozialinstituts Kommende Dortmund

 

APPENDICES

Prevention Regulations of the Archdiocese of Paderborn

Intervention Regulations of the Archdiocese of Paderborn

Brochure: Open your eyes – look and protect p.16-21

Template for documenting suspicions and specific cases of violence

Code of Conduct

In addition, Kommende Dortmund has adopted the following Code of Conduct, which came into force on 30 August 2023: