Purpose
The Jigsaw Team acts as the coordinating body for an organization’s Sexual Abuse & Misconduct (SAM) risk management.
It coordinates the organization’s efforts and resources around managing uncertainty related to sexual abuse: identifying uncertainties; integrating and coordinating controls into a coherent system; maintaining that system; responding as issues arise; adapting to change; and continuously learning so the system becomes ever more robust.
Composition
- Chaired by the person responsible for managing SAM risk (Jigsaw Team Leader / SAM Risk Manager).
- Members drawn from all key functional areas (e.g., HR, Operations, Programs, Finance, Safety/Safeguarding, IT, Facilities, Communications, etc.), ideally the leaders in those areas.
- Appointed roles: existing positions can be designated, or, in flatter structures, the most effective person for each domain.
- Onboarding for new members + annual refresher training covering risk management, legal obligations, organizational policy, and handling conflicts.
Meeting Cadence & Reporting
| Frequency | Activities / Focus |
|---|---|
| Quarterly | • Monitor control implementation (intake, training, behavior, security, etc.) • Review breach/suspicion/disclosure records; extract learning. • Monitor changes in “why” (e.g., mission, environment, and risk sets). • Review overdue or outstanding actions. • Ensure required background checks, training, and policies are current. • Update on implementation of policies or tools (e.g., Safety Override, SIAs, etc.). |
| Annual | Strategic Review (every 3-5+ years, depending on organization) |
| Strategic Review (every 3-5+ years depending on organization) | • Re-examine “why” (mission, Swans, organizational values), risk landscape, legal/regulatory changes. • Decide if major shifts or redesigns in controls, policies, or culture are needed. |
Whenever Required: | For serious incidents, suspected abuse, or emergent risks, the Jigsaw Team (or designated subgroup) convenes immediately. Decisions/actions documented; learning captured. |
Core Responsibilities
These are the things the Jigsaw Team is responsible for ensuring happen. Some tasks will be done by functional owners, but monitoring, review, integration, and accountability rest with the Team.
- Risk Assessment & System Design
- Support the Leader in assessing SAM risks (“whys”) and designing the control system.
- Oversee adoption and application of core controls (e.g., intake, training, behavior, security, incident response).
- Implementation, Monitoring & Review of Controls
- Verify that controls are operating as intended.
- Regularly review each control area (intake, training, security, behavior, incident response, record keeping, stakeholder engagement, etc.).
- Monitor for changes, such as in environments, spaces, staff, or stakeholders, that require adaptation.
- Incident Response Oversight
- Respond as a core part of incident response when needed.
- Review behavior breaches, discipline, and reports to ensure consistency.
- Ensure learning from every incident is recorded and applied.
- Governance & Compliance
- Maintain policies, procedures, background check compliance, training approval, and documentation.
- Ensure the organization is ready for external audits/oversight.
- Manage stakeholder concerns; uphold transparency where appropriate.
- Communication & Culture
- Ensure that SAM risk management goals, responsibilities, and expectations are communicated throughout the organization.
- Promote a culture of safety, reporting, and accountability.
- Record Keeping & Data Management
- Ensure all records are always current and accurate.
- Maintain decision logs, minutes, documentation of conflicts of interest/priority, of safety override, or impact assessments.
- Oversight & Learning
- Extract lessons from past incidents and near misses; feed into policy, training, and control design.
- Review performance metrics and progress against goals or criteria.
Performance & Review Cycles
- Use indicators of success and failure to track overall control performance.
- Regular feedback from staff, participants, or external sources regarding safety perception and trust.
- Conduct audits, peer reviews, and external reviews to assess whether the system meets the “fit for purpose” criteria in both lived experience and operational implementation.
Minimum Record / Documentation Standards
- Meeting agendas and minutes for every meeting.
- Action item tracking with responsibilities and dates.
- Decision documentation for any trade-off or override of safety.
- Updated lists of required checks, training, and policy versions.
- Reports to the board or equivalent on key metrics and risk status.