Turtles Swimming Club

Child Protection & Safeguarding

Policy Procedures

All young people have a right to be safe and enjoy their sport, and as such this document outlines the Child Protection & Safeguarding Policy Procedures for Turtles Swimming Club.  These procedures should be read in conjunction with the club’s Child Protection Policy Statement.  It is imperative that all coaches, volunteers, officials and parents read and fully understand the club’s Child Protection & Safeguarding Policy to ensure that all young people at the club are protected from harm and safe to enjoy sport.  Adults at all times in the vicinity of young people at the club must be conscious and aware of these procedures and abide by them fully.

 It is important that all individuals working with Young People behave in an appropriate manner, operating within an accepted ethical framework. This will protect both the Young People and the Adults within the club.

 The following section provides guidelines on acceptable and unacceptable behaviour when working with Young People.  The guidelines are relevant to all Adults and Young People (Coaches, Officials, Team Managers, Volunteers and Parents) working with Children and Young People at Turtles Swimming Club.

 1.      Principles of Good Practice  

·       Ensure that the sport is fun, enjoyable and fair play is promoted.

·       Treat all Young People equally, with respect and dignity.

·       Be an excellent role model - this includes not smoking or drinking alcohol in the company of Young People.

·       Always put the welfare of each Young Person first, before winning or achieving goals.

·       Always work in an open environment (e.g. avoid private or unobserved situations and encourage an open environment, e.g. no secrets).

·       Build a balanced relationship based on mutual trust, which empowers Young People to share in the decision-making process.

·       Ensure that the club adopts Home Office guidelines which recommend the principle that people in positions of trust and authority do not have sexual relationships with 16-17 year olds or vulnerable adults in their care.

·       Ensure the activity is appropriate for the age, maturity, experience and ability of participants. 

·       Recognise the developmental needs and capacity of Young People, avoiding excessive training or competition and not pushing them against their will.

·       Give enthusiastic and constructive feedback, rather than negative criticism. Never ridicule or shout at a participant for making a mistake or losing.

·       Ask each participant to complete a Application/ Participation Profile Form providing details on:

ú        name, address, date of birth

ú        experience of playing the sport

ú        disability, any special needs or requirements / existing injuries

ú        any medicines being taken

ú        epilepsy and diabetes history

ú        emergency contact details of a Parent or Carer together with medical contacts

·       Ensure the information on the r Profile Form is to hand, in case of emergency.

·       Keep a written record of any accident/incident that occurs, along with the details of any treatment given.

·       Ensure that if any form of manual/physical contact is required, it should be provided openly and only when necessary. Always follow the guidelines of your Governing Body of Sport.

·       Keep up to date with the technical skills, qualifications and insurance in the sport.

·       If groups have to be supervised in the changing rooms, always ensure Parents/Teachers/Coaches/Officials work in pairs.

·       Ensure that if mixed teams are taken away, they should always be accompanied by a male and female member of Staff.

·       Ensure that at tournaments or away/overnight fixtures, Adults do not enter Young People’s rooms without following appropriate guidelines, or invite Young People into their rooms.

·       Ensure that there is regular communication with Parents/Carers, gaining written consent:

• to act in loco parentis, if the need arises to give permission for the  administration of emergency first aid and/or other medical treatment.

• to take Young People away to a tournament.

·       Take responsibility for Children and Young People in your care until they have safely left the club activity.

2.      Principles of Poor Practice

 The following practice will place Young People and those working with them in a vulnerable position and is deemed to be poor practice. If poor practice is identified through a complaint or referral, this may result in an investigation and disciplinary action in terms of various relevant authorities (as listed at the end of this procedure).

All individuals working with Young People should avoid the following practice.

You should NEVER:  

·       Spend time alone with Young People away from others.

·       Take Young People to your home where they will be alone with you.

·       Transport Young People in your car alone.

·       Engage in rough, physical or sexually provocative games.

·       Share a room with a Young Person.

·       Allow or engage in any form of inappropriate touching or physical abuse.

·       Allow Young People to use inappropriate language unchallenged.

·       Make sexually suggestive comments to a Young Person, even in fun.

·       Show favouritism or personally reward a Child or Young Person.

·       Reduce a Young Person to tears as a form of control or use humiliating punishments.

·       Allow allegations made by a Young Person to go unchallenged, unrecorded or not acted upon.

·       Do things of a personal nature for Young People that they can do for themselves.

If any of the above, or the following incidents occur or are observed, you must report them to the Club Child Welfare Officer and make a written note, which is signed and dated and inform Parents wherever possible if:

 ·       You accidentally hurt a Young Person

·       A Young Person seems distressed in any manner

·       A Young Person appears to be sexually aroused by your actions

·       A Young Person misunderstands or misinterprets something you have done

 3.      Codes of Conduct

 The Codes of Conduct adopted by Turtles Swimming Club are based on the principles of good practice and Home Office guidance in “Caring for Young People and the Vulnerable? - Guidance for Preventing Abuse of Trust”, 1999, which protects those working with Young People or Vulnerable Adults against sexual activity within relationships of trust.

 Adults and Young Leaders working with Children and Young People in the club, in particular Coaches and Team Managers, are in a relationship of trust. This can be described in broad terms as one party (the Adult or Young Leader) having responsibility for another party (the Young Person/People) in a way which gives the Adult/Young Leader power or influence over a Child/Young Person. It is not acceptable for a person in a position of trust to have a sexual relationship with anyone in his/her care. (“Caring for Young People and the Vulnerable? - Guidance for Preventing Abuse of Trust”, Home Office, 1999).

 If coaches, volunteers or officials at the club breach this code of conduct, the individual may face disciplinary action.

 4.      Guidance for the Appointment of Coaches, Volunteers & Officials

 When appointing a coach, volunteer or official to support or run a young person’s team, it is essential for the person to undertake the following:  

·       The individual has been screened to check his/her suitability to work with Young People.  Ideally this screening process will involve an official Enhanced Criminal Records Bureau check, or otherwise will be a self-declaration form and references.

·       The individual should be screened every three years.

·       To complete a form to indicate that they have read and understood the: Code of Conduct, Role Description, the Club Constitution, The Child Protection Policy, and the Equity Statement.

 It would be desirable if the person had the following:

 ·       The individual is appropriately qualified

·       Holds relevant current insurance

 5.      Guidelines on Photography and Use of Video

 Turtles Swimming Club recognises that photographs of Children and Young People can pose direct or indirect risks to their subjects. For example, an individual may use images accompanied by personal information to learn more about a Child or Young Person prior to ‘grooming’ them for abuse. Or the content of a photograph featured on a website could be used or adapted for inappropriate use. This kind of adapted material has appeared on child pornography sites.

 There is also evidence that certain individuals will visit sporting events to take photographs or video footage of young and disabled sports participants for inappropriate use.

 The club is keen to promote positive images of Children and Young People playing sport at the club and is not banning the use of photographic or videoing equipment. The club has established the following guidelines therefore to regulate the taking of and publication of photographs and video footage:

 The Club will:  

·       Always ask parents/guardians/carers to give their permission for photographs and/or video footage of their child(ren) to be taken and used to ensure that they are aware of the way the image will be used to represent the club or sport.

·       Ask for the Young Person’s permission to use his/her image to ensure that he/she is aware of the way the image will be used to represent the club or sport.

·       Avoid using a photograph of a young person named in accompanying text.  

·       Avoid using a young person’s name in a photograph caption or accompanying text if his/her photograph is being used.

·       Only use images of Young People in appropriate dress, to reduce the risk of inappropriate use, and to provide positive images of the Young Person at the club.

·       Encourage the reporting of inappropriate use of images of Young People. If you are concerned, report your concerns to the Club Child Welfare Officer

·       Only use video equipment as a legitimate coaching aid, ensure that Players and their Parents/Carers are aware that this is part of the Coaching programme and take care in the storing of such films.  

The Parents/Carers and Young People must provide written consent for the use of photography and video analysis. 

  6.      Guidelines on Changing

A parent or carer of the same gender should accompany any junior member or vulnerable adult when changing before and after a swimming session. 

Members aged 10 and under must be supervised at all times in changing rooms by two members of Staff of the same gender as the Players.

 Adults working with young teams, including Volunteers, Coaches, Officials or

Staff, should not change or shower at the same time using the same facility as Young Players (under 17).

 Mixed gender teams must have access to separate male and female changing rooms.

 If Young swimmers (under 17) swim for Adult Teams, they and their Parents must be informed of the Club’s policy on changing arrangements.

 If Young People are uncomfortable changing or showering in public, no pressure should be placed on them to do so.

 The Club will ensure that disabled participants and their Carers will be involved in deciding how, if applicable, they wish to be assisted to change and ensure they provide full consent to any support or assistance required.

 7.      Guidelines on Transportation

 The parents / carers will be informed by the club of the transport policy regarding the dropping off and collecting of Young People at the Club.  

 The following principles will help underpin the policy: 

·       Coaches and Club Staff will be responsible for Young People in their care when on the Club premises

·       It is the responsibility of Parents/Carers to transport their child/children to and from the Club

·       It is not the Coach’s or Volunteer’s responsibility to transport the Young People to and from the Club

·       The Club must receive permission from Parents/Carers for Young People to participate in all competitions and away fixtures/events

·       The Club will provide a timetable of activities at the beginning of a season and notify Parents/Carers in writing where practically possible of any changes to this timetable

·       The Club will require contact numbers for Parents/Carers and any alternative numbers if they are not contactable on the numbers provided

·       The Club will provide the Parents/Carers with a contact number which may be used if the Parents/Carers will be late in collecting their child/children

 If a Parent/Carer is late the Club will:

 ú          Attempt to contact the Parent/Carer

ú          Check the Club contact number for any information regarding the Young Person

ú          Contact the alternative contact name/number

ú          Wait with the Young Person at the Club with, wherever possible, other Staff/Volunteers or Parents

ú          Remind Parents/Carers of the policy relating to late collection

ú          If Parents/Carers remain out of contact, Staff will need to report the situation to Social Services or the Police

 Staff/Volunteers should avoid:

 ú          Taking the Child home or to any other location

ú          Asking the Child to wait in a vehicle or the Club with them alone

ú          Sending the Child home with another person without permission

8.      Use of Alcohol and Illegal Substances

 Whilst actively working with Children and Young People ALL Adults and Young Leaders must adhere to the Code of Conduct. If an Adult/Young Leader is reported to have breached the Code of Conduct, with regard to the use of alcohol, cigarettes or illegal substances, he/she will be investigated under the club’s complaints and discipline procedures.

  Within the Club setting or on away fixtures or tours, it is inappropriate and it is illegal for Adults, Coaches, Volunteers, or officials to allow Young People to consume alcohol, smoke (under the age of 16), or take illegal or banned substances. If a report is received with allegations of this taking place, the individuals will be seen to have breached the Code of Conduct and will be investigated under the club’s disciplinary procedures.

 9.      Use of Electronic Communication

 Contacting children and young people by telephone, text or email should never be undertaken without parental knowledge or consent.  Ideally contact by coaches would be primarily on a face-to-face basis. 

 However, if it necessary to make contact with young people by text messaging or emailing: for children under 11 all mobile phone communication and emails should be made with parents or carers. For children and young people of 11 and over, it is acceptable to send text messages or emails but the messages should also be sent to parents.  Messages could also be copied to a responsible person within the club. 

 The club will keep any details of phone numbers and email addresses securely.

 10.    Types of Abuse

 Child abuse is any form of physical, emotional or sexual mistreatment or lack of care that leads to injury or harm. It commonly occurs within a relationship of trust or responsibility and is an abuse of power or breach of trust. Abuse can happen to a child, young person or vulnerable adult regardless of their age, disability, gender or race. Abusers can be adults (male or female) and other young people, and are usually known to and trusted by the child and family.

 There are four main forms of child abuse:

 ·       Physical abuse

·       Sexual abuse

·       Emotional abuse

·       Neglect

 The abuser may be a family member, or they may be someone the child encounters in residential care or in the community, including during sports and leisure activities. An individual may neglect a child directly, or may be responsible for abuse because they fail to prevent another person harming that child/young person. 

11.    Bullying and Harassment

 Although anyone can be the target of bullying, victims are typically shy, sensitive and perhaps anxious or insecure. Sometimes they are singled out for physical reasons - being overweight, physically small, having a disability or belonging to a different race, faith or culture.

 Although bullying often takes place in schools, it can and does occur anywhere where there is inadequate supervision - on the way to and from school, at a sporting event, in the playground and in changing rooms.

 The competitive nature of sport can create or support an environment for the bully. The bully in sport can be:  

·       A Parent who pushes too hard

·       A Coach who adopts a “win at all costs” philosophy

·       A Young Player who intimidates inappropriately

·       An older Player who intimidates inappropriately

·       An Official who places unfair pressure on a Young Person.

 Bullying can be defined in the following ways:  

·       Physical: e.g. hitting, kicking and theft

·       Verbal: e.g. name-calling, constant teasing, sarcasm, racist or homophobic taunts, threats and gestures

·       Written: e.g. graffiti, letter or mobile text messaging

·       Emotional: e.g. tormenting, ridiculing, humiliating and ignoring

·       Sexual: e.g. unwanted physical contact or abusive comments  

The damage inflicted by bullying can frequently be underestimated. It can cause considerable distress to Young People, to the extent that it affects their health and development or, at the extreme, causes them significant harm (including self-harm). There are a number of signs that may indicate that a Young Person is being bullied:  

·       Behavioural changes such as reduced concentration and/or becoming withdrawn,

·       Being clingy, depressed, tearful, and emotionally up and down,

·       Showing reluctance to go to school, training or sports Club

·       A drop off in performance at school or standard of play

·       Physical signs such as stomach-aches, headaches, difficulty in sleeping, bed-wetting, scratching and bruising, damaged clothes and bingeing for example on food, cigarettes or alcohol

·       A shortage of money or frequent loss of possessions

·       Drop out of a newer member

  It should be recognised that this list is not exhaustive and the presence of one or more of the indicators is not proof that bullying or harassment is actually taking place.

 It is not the responsibility of those working in the club to decide that bullying or harassment is occurring, but it is their responsibility to act on any concerns.

 12.    Indicators of Abuse

 Not all situations that give cause for concern may be a breach of Code of Conduct or poor practice. Some incidents may be suspected child abuse, either within or outside the sport or club.

 Indications that a Young Person may be being abused include the following:

·       Unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated on a part of the body not normally prone to such injuries

·       An injury for which the explanation seems inconsistent

·       The Young Person describes what appears to be an abusive act involving him/her

·       Someone else (a Young Person or Adult) expresses concern about the welfare of another Young Person

·       Unexplained changes in behaviour (e.g. becoming very quiet, withdrawn or displaying sudden outbursts of temper)

·       Inappropriate sexual awareness

·       Engaging in sexually explicit behaviour

·       Distrust of Adults, particularly those with whom a close relationship would normally be expected

·       Has difficulty in making friends

·       Is prevented from socialising with other Young People

·       Displays variations in eating patterns, including overeating or loss of appetite

·       Loses weight for no apparent reason

·       Becomes increasingly dirty or unkempt

It should be recognised that this list is not exhaustive and the presence of one or more of the indicators is not proof that abuse is actually taking place. Some changes in behaviour can be caused by changes at home, for example bereavement. Parents/Carers must inform the Coach, Club or Volunteer of any significant changes which may affect the behaviour of their child.

It is not the responsibility of those working in the club to decide that child abuse is occurring, but it is their responsibility to act on any concerns.

13.    Reporting Procedures – Action to take if you suspect a child/young person is being harmed

 It is your responsibility to act upon any concerns you may have about poor practice or potential abuse arising from complaints, concerns, observations, allegations and/or disclosures. The reporting of such concerns should never be delayed and allegations made by Children or Young People must never be dismissed.

 If you have cause for concern for whatever reason (may be simply a ‘gut feeling’), it is vital that an accurate written record of what you have heard or observed is recorded as soon as possible. It is imperative that a note be kept of all complaints, injuries or behaviours that cause concern. This information should be recorded on an Incident Report Form, which should be immediately signed and dated and should be kept securely.

 Information must be as detailed as possible as it may be used in any subsequent legal action.  The incident report should contain the following information:

 ú        The child/young person’s name, age, date of birth, full address and telephone number

ú        The child/young person’s account, if it can be given, of what has happened and who was involved

ú        A description of any visible bruising or other injuries

ú        Details of any witnesses

ú        Any observations that have been made by you or to you

ú        Any times, locations, dates or other relevant information

ú        A clear distinction between what is fact, opinion or hearsay

ú        Information and details of the alleged abuser, where possible

ú        Your knowledge of and relationship to the child/young person

ú        The date the incident was reported and to whom.

 Remember, this information should remain strictly confidential.

When responding to a disclosure you need to always:

·       Stay calm

·       Keep an open mind

·       Listen carefully to what is said and take the Young Person seriously

·       Find an appropriate early opportunity to explain that it is likely that the information will need to be shared with others - do not keep secrets

·       Ask questions for clarification only, and at all times avoid asking questions that suggest a particular answer

·       Reassure the Young Person that they have done the right thing by telling you

·       Tell them what you will do next and with whom the information will be shared

·       Record in writing what was said using the Young Person’s own words as soon as possible.

·       Report the incident to the Club Child Welfare Officer or National Governing Body’s Welfare Case Officer.

You must report your concerns or any information received immediately to the Club Child Welfare Officer (Sylvia Smith), who will refer the matter to NASCH or to an appropriate statutory agency, such as the Police or Children’s Services (formerly Social Services) or to the NSPCC at the earliest opportunity.

If you are unable to contact the Club Child Welfare Officer, you should refer your concerns to Children’s Services or Police – see contact details above.

 You should give or send the completed Incident Report Form to the Club Child Welfare Officer as soon as possible in a sealed envelope marked ‘Private and Confidential’. No copies of this form should be kept.

 Reporting the matter to the NGB, Children’s Services or the Police should not be delayed by attempts to obtain more information. Wherever possible, referrals telephoned to the Children’s Services department must be confirmed in writing within 24 hours.

 A record must also be made of the name and designation of the Children’s Services member of staff or Police Officer to whom the concerns were passed, together with the time and date of the call, in case any follow-up is needed. A copy of this information should be sent to the National Governing Body’s Welfare Case Officer.

 The Club Child Welfare Officer, NGB Welfare Case Officer or Statutory Services (e.g. Police, Children’s Services etc) are then responsible for deciding the next course of action to be taken to ensure the safety of the child/young person in question and any other child/young person who may be at risk.

 On referring the matter to Children’s Services or the Police, the Club Child Welfare Officer will seek guidance on their next course of action to ensure that they do not take any steps that will adversely affect a resulting investigation.

 For further information and guidance on what action to take, please see the ‘Responding to Child Protection Concerns’ Flow Diagram below.

 14.    Dealing with Alleged Abuse

 It is not the club’s responsibility to decide if a referral is child abuse. If there is any cause for concern or doubt, the information received will be shared with Children’s Services, the Police or other appropriate child protection agency.

 Children’s Services are legally bound to make enquiries with regard to referrals. They will always work in partnership with the Police, as necessary. Their primary duty is to safeguard and ensure the welfare of the Young Person.

 Where there is a complaint of abuse against a member of Staff or Volunteer, there may be three types of investigation:

·       Disciplinary or misconduct – the club and possibly the National Governing Body is involved

·       Criminal - the Police are involved

·       Child protection - Children’s Services are involved (possible involvement by the Police)

Information passed to the NGB, Children’s Services or the Police must be as helpful as possible, hence the necessity for making a detailed record at the time of the disclosure/concern.

Confidentiality & Information Sharing:

If you have a concern with regard to the behaviour of an Adult or Young Leader towards a Child/Young Person, it is important that you share your concerns with the Club Child Welfare Officer, National Governing Body Welfare Case Officer or appropriate statutory agency such as Children’s Services or the Police, as outlined above

The legal principle that the ‘welfare of the child is paramount’ means that the considerations which might apply to other situations in the organisation should not be allowed to over-ride the right of Young People to be protected from harm.

However, every effort will be made to ensure that confidentiality is maintained when an allegation has been made and is being investigated.

 The Club is aware that the Government has published guidance on information sharing as part of Every Child Matters, which explicitly highlights the importance of sharing information to protect the welfare of all children and will seek guidance from NASCH.

 The Club recognises that it is important for decisions to share information are made using case-by-case judgements and that, in all cases, the safety and welfare of a child or young person must always be the overriding consideration.

 All concerns will be taken seriously and managed accordingly within the Club’s policies and procedures for the Safeguarding the welfare of Children and Young People in sport.

Reporting Procedures:

 The ‘Responding to Child Protection Concerns’ flow diagram overleaf provides clear, step-by-step guidance on what action to take it you have concerns about a child’s safety or welfare together with key contact details.  Please note that you should complete the supporting ‘Incident Report Form’ in the event of any suspicions you may have to ensure there is an  accurate, written record.