CHILD PROTECTION POLICY
1
CHILD PR
ALLAN GLEN’S RUGBY CLUB ACADEMY
First Implemented / July 2007Date Reviewed / August 2011
Reviewed by / Allan Glens Academy Committee
Next review / August 2014
1Policy Statement
1.1The Rights of the Young Person
2Contact Details
2.1The Role of the Club Child Protection Officer (CPO)
3Recruitment & Selection Procedure for Positions Working with Under 18’s
& Vulnerable People
3.1By Invitation
3.2By Request
4Training Policy
4.1Mini’s (Up to and including P7)
4.2Midi’s & Youth
4.3Safeguarding and Protecting Children
5How To Provide A Safe Environment
5.1Coach/Player Ratios
5.2Changing Rooms
5.3Injuries and Illness
5.4Guidelines for Managing Challenging Behaviour
5.5Collection by Parents/Carers
5.6Discipline
5.7Physical Contact
5.8Away Fixtures and Events
5.9Trips Away From Home (Involving Overnight Stays)
5.10Accommodation
5.11Exchange Visits / Hosting
5.12After the Trip
5.13Information and Communications Technology (ICT)
5.14Internet
5.15Mobile Phones
5.16Texting
5.17Cameras/videos
6Code of Conduct
6.1The Coach – Player Relationship
6.2The Partnership between Team Coaches/Organisers & Parents/Carers
6.3Coaches
6.4Parents
6.5Players (Children)
6.6Spectators
6.7Referees
7Registration
7.1Club Membership
7.2Coach/Referee Registration
7.3Protection of Vulnerable Groups (scotland) Scheme (PVG Scheme)
8Definitions of Child Abuse
8.1Neglect
8.2Emotional Abuse
8.3Physical Abuse
8.4Sexual Abuse
8.5Bullying
8.6Organised Abuse
8.7Peer Abuse
9Responding to Concerns
9.1Responding to Concerns about a Child
9.2CPO
9.3Club
10Anti-bullying Policy
10.1Action to Help the Victim(s) and Prevent Bullying:
10.2Action towards the Bully(ies):
11Reporting Procedure – Injuries and Illness
12Complaints Procedure
APPENDICES
Appendix A Allan Glen’s Rugby Academy Application Form
Appendix B Allan Glen’s Rugby Academy - Vetting
Appendix C Allan Glen’s Rugby Academy Reference Form
Appendix D Allan Glen’s Rugby Academy Incident Form
Appendix E Allan Glen’s Rugby Academy Responding to Concerns About a Child
Appendix F Allan Glen’s Rugby Academy Safe In Care
Appendix G Allan Glen’s Rugby Academy Information & Communications Technology
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CHILD PROTECTION POLICY
1Policy Statement
Allan Glen’s RugbyAcademy recognises that all those involved in the coaching or supervision of children associated with the club are fully committed to safeguarding the welfare of all children in its care. It recognises the responsibility to promote safe practice and to protect children from harm, abuse and exploitation. We will work together to embrace difference and diversity and respect the rights of children and young people associated with the Club regardless of a child’s sex, race or religion.
For the purposes of this policy “a child” means anyone who is under 18 years of age – this includes young people.
The Rights of the Young Person
A Child Protection Policy must give due consideration to both the rights of the young person and to the rights of adults, whilst also seeking to protect both groups in their work together.
In training and developing our young people we must ensure that they are sufficiently aware and knowledgeable so as to reject any behaviour from their peers or from adults that may threaten them in any way.
The contents of this policy cover not only the conduct of coaches to players but that of the players themselves, parents/carers and spectators.
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Contact Details
Morven Steen /
Stephen Bowhay /
The Academy President
Jonathan Willis /
The Club Secretary
Tricia Morrison /
The Club Treasurer
John Buchanan /
A copy of the CHILD PROTECTION POLICY document is available from the above named club officials.
The Role of the Club Child Protection Officer (CPO)
S/he must operate within the guidelines set by the appropriate authorities and those approved by his/her organisation.
Be supported by Scottish Rugby Union and be appropriately trained.
Implement and promote the Club’s Child Protection Policy and Procedures.
Regularly report to the Committee.
Act as the main contact within the Club for the protection of children.
Encourage good practice and support of procedures to protect children.
Keep abreast of developments and understand the latest information on data protection, confidentiality and other legal issues that impact on the protection of children.
Communicate with the Scottish Rugby Union Child Protection Officer.
Maintain confidential records of reported cases, action taken, liaise with the statutory agencies and ensure they have access to all necessary information.
Report cases, concerns and action taken to the Club President, Scottish Rugby Union Child Protection Officer, Social Services and Police.
Attend training on the protection of children and organise appropriate training for other members.
Establish and maintain contact with local statutory agencies including the Police and Social Work Services.
Monitor and review the Child Protection Policy and procedures for the Club on a regular basis.
Liaise/Mediate between the Club, Scottish Rugby Union, coaches and the authorities where it is necessary.
Facilitate the provision of support to victim and/or coach making a referral or against whom an allegation has been made.
Ensure there are mechanisms in place for quality assurance.
3Recruitment & Selection Procedure for
Positions Working with Under 18’s &
Vulnerable People
There are two distinct ways in which volunteers are recruited to work with children within the Club.
By Invitation
Extended from the current Co-ordinator of the age group to a parent/carer who, over an extended period, has assisted with various activities e.g. transport, etc. The procedure to be followed will take the form of the following:
The vetting procedure will be explained to the volunteer.
The volunteer will be given the opportunity to read the Club Child Protection Policy and discuss any issues.
It is expected that the candidate will join the PVG Scheme (Scotland). They will not be allowed to coach without the supervision of a scheme member or existing Disclosure checked coach until this application is complete.
Relevant coaching and refereeing courses will be attended.
A mentor will be allocated for a three-month probationary period once the relevant courses have been attended.
Vetting Checklist should be completed for the volunteer. (see appendix B).
Membership of the Club will be invited once conditions 3.1.1 to 3.1.6 have been met successfully and ratified by the Club Committee.
By Request
Someone approaching the Club with a request to work with any of the groups under 18 or vulnerable people must undergo a rigorous vetting procedure. This will take the form of the following:
The vetting procedure will be explained to the volunteer.
The volunteer will be given the opportunity to read the Club Child Protection Policy and discuss any issues.
The volunteer must complete a Volunteer Application Form. (see appendix A).
Two written references must be obtained.
The two written references must be followed up.
It is expected that the candidate will join the PVG Scheme (Scotland). They will not be allowed to coach without the supervision of a scheme member or existing Disclosure checked coach until this application is complete.
Relevant coaching and refereeing courses will be attended.
A mentor will be allocated for a three-month probationary period once the relevant courses have been attended.
Vetting Checklist should be completed for the volunteer. (see appendix B).
Membership of the Club will be invited once conditions 3.2.1 to 3.2.9 have been met successfully and ratified by the Club Committee.
4Training Policy
The club will ensure all volunteers receive the level of training relevant to the age group they are involved with.
Mini’s (Up to and including P7)
IRB Rugby Ready On line course and Practical
Foundation Coaches Course
Foundation Referee’s Course
Midi’s & Youth
IRB Rugby Ready On line course and Practical
UKCC Level I Coaches Course
Level I Referee’s Course
All Volunteers
Safeguarding and Protecting Children
This 3 hour workshop is suitable for coaches and volunteers who may come in to contact with children. This workshop explores the Code of Conduct for those in contact with children and provides basic information on recognising child abuse and responding to concerns.
In Safe Hands
This 3 hour workshop supports clubs to put child protection policies in to practice. It is most suitable for those acting as the club child protection officer but is also relevant for those responsible for managing or organising the club.
These workshops are run by the local council in association with SportScotland and Children1st. To apply for these contact either the CPO’s or Sports Council representative.
5How To Provide A Safe Environment
All activities shall be planned to minimise situations in which abuse may occur.
Parental Consent Forms containing contact details will be available at all activities.
Coaches are aware of any pre-existing medical conditions, medicines being taken by players or existing injuries and treatment required.
An accessible and well-resourced first aid kit, (coaches will not attempt to treat injuries unless qualified to do so) will be on hand at all activities.
An Accident/Incident Book/Form will always be available to record incidents that may have repercussions for the club, coach, volunteer or player.
Whilst at coaching, home fixtures and travelling to away fixtures children will be kept under the closest supervision.
Coaches shall observe the following guidelines to good practice.
Coach/Player Ratios
As a guide, the following ratios are recommended in the National Care Standards Early Education and Childcare up to the age of 16 (Scottish Executive, 2005):
Age: 3 and over1:8
If all children are over 81:10
All training sessions should be planned to involve at least two coaches. As a general guide, the following factors will also be taken in to consideration in deciding how many coaches are required to safely supervise children:
The number of children involved in the activity.
The age, maturity and experience of the children.
Whether any of the group leaders or children has a learning or physical disability or special requirements.
Whether any of the children have challenging behaviour.
The particular hazards associated with the activity.
The particular hazards associated with the environment.
The level of qualification and experience.
Do not participate in one to one coaching other than during a normal coaching session and always in the presence of at least one other coach and other players.
Coaches shall not meet children away from the Rugby Club situation or meeting place without a parent or other adult being present.
Changing Rooms
Follow an open door policy in changing rooms and showers.
Prohibit the use of camcorders and cameras (including mobile phones) in changing rooms and showers.
Allow parents/carers access to changing areas when appropriate.
Separate changing areas will be provided for male and female players.
Injuries and Illness
Parents/carers should be contacted immediately in the event that a player is unable to continue to participate in an event.
Accidents/Incidents that require professional care should be recorded in the Accident/Incident Book.
Parents/carers should be encouraged to attend matches and coaching sessions and to accept responsibility for ensuring their child’s safety.
Only those with a current, recognised First Aid qualification treat injuries. In more serious cases assistance should be obtained from a medically qualified professional as soon as possible.
Where possible, access to medical advice and/or assistance is available. Do not take on the responsibility for tasks for which you are not appropriately trained e.g. giving a player an injection.
Guidelines for Managing Challenging Behaviour
Coaches who deliver activities to young people may, from time to time, require to deal with a players challenging behaviour.
These guidelines aim to promote good practice and to encourage a proactive response to supporting players to manage their own behaviour. The Guidelines suggest some strategies and sanctions which can be used and also identify unacceptable sanctions or interventions that must never be used by officials.
These guidelines are based on the following principles:
The welfare of the player is the paramount consideration.
A risk assessment should be completed for all activities that takes in to consideration the needs of all players involved in the activity.
Players must never be subject to any form of treatment that is harmful, abusive, humiliating or degrading and should always be able to maintain their respect and dignity.
No coach should attempt to respond to challenging behaviour by using techniques for which they have not been trained.
Planning Activities
Good coaching practice requires planning sessions around the group as a whole but also involves taking into consideration the needs of each individual player within that group. As part of a risk assessment, officials should consider whether any members of the group have presented in the past or are likely to present any difficulties in relation to either, the tasks involved, the other participants or the environment.
Where coaches identify any potential risks, strategies to manage those risks should be agreed in advance of the session, event or activity. The risk assessment should also identify the appropriate number of adults required to safely manage and support the session including being able to adequately respond to any challenging behaviour and to safeguard other members of the group and the coaches involved.
All those delivering activities to players should receive training on these guidelines and should be supported to address issues of challenging behaviour through regular supervision.
Agreeing Acceptable and Unacceptable Behaviours
Players, coaches and parents should be involved in developing an agreed statement of what constitutes acceptable and unacceptable behaviour and the range of sanctions that may be applied in response to unacceptable behaviour. This can be done at the start of the season, in advance of a trip away from home or as part of a welcome session at a residential camp.
Issues of behaviour and control should regularly be discussed with coaches, parents and players in the context of rights and responsibilities. When players are specifically asked, as a group, to draw up a List of Acceptable and Unacceptable Behaviours and Sanctions for Unacceptable Behaviour that will govern their participation in the team, they tend to arrive at a very sensible and working set of rules. If and when such a list is compiled, every member of the group can be asked to sign it, as can new members as they join.
Managing Challenging Behaviour
In dealing with players who display risk-taking or challenging behaviours, officials might consider the following options:
Time out- from the activity, team or individual work.
Reparation - the act or process of making amends.
Restitution - the act of giving something back.
Behavioural reinforcement - rewards for good behaviour, consequences for negative behaviour.
De-escalation of the situation - talking through with the player.
Increased supervision by coaches.
Use of individual contracts or agreements for their future or continued participation.
Sanctions or consequences e.g. missing a number of matches or missing a trip.
Coaches and players shall never be permitted to use any of the following as a means of managing a player’s behaviour:
Physical punishment or the threat of such.
The withdrawal of communication with the player.
Being deprived of food, water or access to changing facilities or toilets.
Verbal intimidation, ridicule or humiliation.
Coaches should review the needs of any player for whom sanctions are frequently necessary. This review should involve the player and his/her parents to ensure an informed decision is made about the player’s future or continued participation in the team. Whilst it would always be against the wishes of everyone involved in rugby, ultimately, if a player continues to present a high level of risk or danger to him or herself, or others, he or she may have to be debarred from rugby within the club.
Physical Interventions
The use of physical interventions should always be avoided unless it is absolutely necessary in order to prevent a player injuring themselves, injuring others or causing serious damage to property. All forms of physical intervention shall form part of a broader approach to the management of challenging behaviour.
Physical contact to prevent something happening should always be the result of conscious decision-making and not a reaction. Before physically intervening, the coach(s) should ask themselves, Is this the only option in order to manage the situation and ensure safety?
The following must always be considered:
Contact should be avoided with buttocks, genitals and breasts. Coaches should never behave in a way that could be interpreted as sexual.
Any form of physical intervention should achieve an outcome that is in the best interests of the player whose behaviour is of immediate concern.
Coaches should consider the circumstances, the risks associated with employing physical intervention compared with the risks of not employing physical intervention.
The scale and nature of physical intervention must always be proportionate to the behaviour of the player and the nature of harm/damage they might cause.
All forms of physical intervention should employ only a reasonable amount of force - the minimum force needed to avert injury to a person or serious damage to property applied for the shortest period of time.
Coaches should never employ physical interventions that are deemed to present an unreasonable risk to a player or official.
Coaches shall never use physical intervention as a form of punishment.
Any physical intervention used should be recorded as soon as possible after the incident by the coach(s) involved using an ALLAN GLEN’S RUGBYACADEMY Incident Record Form and passed to the relevant Child Protection Officer as soon as possible.
A timely debrief for coaches, the player and his/her parents should always take place following an incident where physical intervention has been used. This should include ensuring that the physical and emotional well-being of those involved has been addressed and ongoing support offered where necessary. Coaches, players and parents should be given an opportunity to talk about what happened in a calm and safe environment.
There should also be a discussion with the player and his/her parents aboutthe players needs and continued safe participation within the team.