Please note: this section will be under continual review in line with changes in legislation, technological advances, changes in coaching practices etc.
Sports organisations have a duty of care towards all children involved in activities. These good practiceguidelines help people take a common sense approach, setting out how staff/volunteers can keep children safe whilst ensuring best practice.
These guidelines provide practical guidance for those working and/or volunteering directly with children on practices to keep children safe and to promote a safe operating environment for the member of staff/volunteer. These guidelines compliment and should be read in conjunction with theCode of Conduct for Safeguarding Children in Rugby.
Breach of these guidelines may be dealt with under the club’s Performance Management, Disciplinary Procedure and/or Procedure for Responding to Concerns About a Child/Concerns About the Conduct of a Member of Staff or Volunteer*.
Children under the age of 16 years should not be placed in positions of sole responsibility in relation to other children. These guidelines apply to all children and young people under the age of 18 years. Common sense should be applied when considering the circumstances of older children and all children should have the opportunity to express their views on matters which affect them, should they wish to do so.
The following guidelines are therefore based on generally recognised good practice and common sense. Ultimately, most practical situations will require a judgment to be made about what is practicable and reasonable in the circumstances.
The current topics are:
· Adult to child ratios
· Physical Contact
· First Aid/medical treatment
· Sexual Activity
· Managing Challenging Behaviour
· Physical Intervention
· Transporting Children
· Collection by parents/carers
· Trips away including overnight
· IT/Social Media/Internet/Mobiles/Videos
· Clubhouse and Changing Rooms
· Volunteers under 18
· Partnership with parents template form
· Welfare Plan for overnight trips away
The following ratios are recommended when delivering rugby practical activities
Age: 3 and over 1:8
If all children are over 8 1:10
All activities should be planned to involve at least two adults, preferably one male and one female. As a general guide, the following factors will also be taken into consideration in deciding how many adults are required to safely supervise children:
There may be other considerations which are specific to the environment in which the training/match is taking place, such as overnight stays and trips abroad.
All forms of physical contact should respect and be sensitive to the needs and wishes of the child and should take place in a culture of dignity and respect for all children. Children should be encouraged to express their views on physical contact.
In the first instance, coaching techniques should be delivered by demonstration (either by the coach or an athlete who can display the technique being taught). Educational instruction should be clearly explained with a description of how it is proposed to handle or have contact with the child before doing so. This should be accompanied by asking if the child is comfortable. Manual support should be provided openly and must always be proportionate to the circumstances.
Rugby is a contact sport and the Are You Ready to Play Rugby policies, including Rugby Ready courses, age-band regulations and age-grade law variations, aim to reduce mis-matches in physical maturity and thereby reduce the incidence of injury. In general, large mismatches in ability and physical stature should be avoided and common sense exercised when supervising matches and training. Adults and children should not take part in contact training or matches together, even for the purposes of demonstration. Adults should not hold contact shields or pads for young players during training drills.
If it is necessary to help a child with personal tasks e.g. toileting or changing, the child and parents/carers should be encouraged to express a preference regarding the support and should be encouraged to speak out about methods of support with which they are uncomfortable. Staff/volunteers should work with parents/carers and children to develop practiced routines for personal care so that parents/carers and children know what to expect.
Do not take on the responsibility for tasks for which you are not appropriately trained e.g. coaching contact rugby techniques, or providing manual assistance for a child with a physical disability.
All staff/volunteers must ensure:
· Where practicable all parents/carers of children under the age of 16 have completed a Partnership with Parents/Carers Form before their child participates in rugby.
· There is a responsible adult with access to a working telephone for the purpose of calling emergency services and who has access to the address and emergency access information for the venue.
· There is an accessible and well-resourced first aid kit at the venue.
· They are aware of any pre-existing medical conditions, medicines being taken by participants or existing injuries and treatment required.
· A Serious injury report form is completed if a child sustains a significant injury along with the details of any treatment given. Common sense should be applied when determining which injuries are significant.
· Where possible, access to medical advice and/or assistance is available.
· A child’s parents/carers are informed of any injury and action taken as soon as possible.
· The circumstances in which any accidents occur are reviewed to avoid future repetitions.
Within sport, as within other activities, sexual relationships do occur. It is important to address sexual activity both between children and young people and between adults and young people.
Sexual activity between children/young people involved in sport should be prohibited during team events, in sports facilities and social activities organised by the club. Inappropriate or criminal sexual behaviour committed by a young person may/will lead to disciplinary action in accordance with the club Disciplinary Procedure and reports being made to external agencies such as the police or social services.
Sexual interactions between adults and young people (16+) involved in sport raise serious issues given the power imbalance inherent in the relationship. Where a young person is of the age of consent the power of the adult over that young person may influence their ability to genuinely consent to sexual activity. A coach or other adult in a position of authority may have significant power or influence over a young person’s career.
Sexual activity between adults and young people (16+) involved in the same sport should be prohibited when the adult is in a position of trust or authority (coach, trainer, official). Inappropriate or criminal sexual behaviour committed by an adult should lead to suspension and disciplinary action in accordance with Scottish Rugby Disciplinary Procedures, which in the case of criminal action must include contacting the police.
Sexual activity between adults and children under the age of 16 is a criminal act and immediate action must be taken to report it to the police.
Staff/volunteers delivering activities to children may, from time to time be required to deal with a child’s challenging behaviour.
These guidelines aim to promote good practice which can help support children to manage their own behaviour. They suggest some strategies and sanctions which can be used and also identify unacceptable actions or interventions which must never be used by staff or volunteers.
These guidelines are based on the following principles:
Good coaching practice requires planning sessions around the group as a whole but also involves taking into consideration the needs of each individual athlete within that group. As part of a risk assessment, coaches should consider whether any members of the group have been challenging in the past or are likely to present any difficulties in relation to the tasks involved, the other participants or the environment.
Where staff/volunteers 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 staff/volunteers involved.
All those delivering activities to children should receive training on these guidelines and should be supported to address issues of challenging behaviour through regular supervision.
Agreeing Acceptable and Unacceptable Behaviours
Staff, volunteers, children and parents/carers should be involved in developing an agreed statement of what constitutes acceptable and unacceptable behaviour. They should also agree upon the range of options which may be applied in response to unacceptable behaviour (e.g. dropped from the team for one game etc). 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 staff, volunteers, parents/carers and children in the context of rights and responsibilities. It is beneficial to ask children as a group to set out what behaviour they find acceptable and unacceptable within their group/team. It is also helpful to ask them what the consequences of breaking these rules should be. Experience shows that they will tend to come up with a 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. It can then be beneficial to have a copy of the ‘rules’ visible for reference during the activity.
Managing Challenging Behaviour
In dealing with children who display risk-taking or challenging behaviours, staff and volunteers might consider the following options:
Adults and children shall never be permitted to use the any of the following as a means of managing a child’s behaviour:
Staff and volunteers should review the needs of any child on whom consequences are frequently imposed. This review should involve the child and parents/carers to ensure an informed decision is made about the child’s future or continued participation in the group or activity. Whilst it would always be against the wishes of everyone involved at the club, ultimately, if a child continues to present a high level of risk or danger to him or herself, or others, he or she may have to be barred from activity in the sport.
The use of physical interventions should always be avoided unless it is absolutely necessary in order to prevent a child 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 member of staff or volunteer 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. Staff/volunteers should never behave in a way which could be interpreted as sexual.
· Any form of physical intervention should achieve an outcome that is in the best interests of the child whose behaviour is of immediate concern.
· Staff/volunteers 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 young person and the nature of harm/ damage they might cause.
· 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.
· Staff/volunteers should never employ physical interventions which are deemed to present an unreasonable risk to children or staff/volunteers.
· Staff/volunteers 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 staff/volunteers involved using the Significant Incident Form and passed to the Child Protection Officer as soon as possible.
A timely debrief for staff/volunteers, the child and parents/carers 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. Staff/volunteers, children and parents/carers should be given an opportunity to talk about what happened in a calm and safe environment.
There should also be a discussion with the child and parents/carers about the child’s needs and continued safe participation in the group or activity.
Where it is necessary to transport children, the following good practice is required:
- Ensuring that all vehicles and drivers are correctly insured for the purpose.
- Ensuring the driver has a valid and appropriate license for the vehicle being used.
- All reasonable safety measures are available e.g. fitted, working seatbelts, booster seats where appropriate.
- An appropriate ratio of adults per child.
- Ensuring drivers have adequate breaks.
To safeguard the member of staff/volunteer the following good practice is required:
· Agree a collection policy with parents/carers which will include a clear and shared understanding of arrangements for collection at the end of a session.
· Always tell another member of staff/volunteer that you are transporting a child, give details of the route and the anticipated length of the journey.
· Take all reasonable safety measures e.g. children in the back seat, seatbelts worn.
· Where possible, have another adult accompany you on the journey.
· Call ahead to inform the child’s parents/carers that you are giving them a lift and inform them when you expect to arrive.
On some occasions, parents/carers can be late when picking their child up at the end of a session. It is not the responsibility of the club to transport children home on behalf of parents/carers who have been delayed. It is therefore important for the guidelines below to be followed:
- It is clear that while the club/session/training is running then leaders and coaches have a duty of care to the children that are in their charge. This is a principle of good practice and one, which we all should sign up to.
- When the session has finished, obligations that we have under guidance, good practice and legislation still remain. We still have care and control of the child in the absence of a parent/carer or other responsible adult.
- To help avoid this situation occurring in the first place, here are some points to consider:
1. Make sure that literature, application forms and consent forms;
_ Are clear about starting and finishing times of sessions.
_ Are clear about the expectations of parents/carers not to drop children off too early and collect children promptly when sessions finish.
_ Ask parents/carers whether they give consent for children to go home unaccompanied
_ Have a late collection telephone contact and number on Partnership with Parents/Carers Form.
2. Where possible make sure that there is more than one adult/leader to lock up at the end of a session.
3. Discuss and rehearse with members of staff/volunteers how to deal with being left alone with a child. Put preventative measures in place (points 1 and 2) and draw up simple guidelines about how the situation should be dealt with if it arises. Although as a general rule we should not put ourselves in the position of being alone with a child there are exceptions and this situation is one of them. Remember the welfare of the child has to take precedence, so leaving children alone is not an option.
4. That you have access to a record of the child’s address, contact telephone number and an alternative phone number e.g. of a grandparent or other responsible adult. You need this information to contact the adult responsible for the child and ask them to collect the child. If you are unable to contact anyone then you have to make a decision of whether to take the child home yourself (see point 5) or call the police (point 6)
5. If you are left alone with a child then transparency is the key. Keep a record of your actions (use the guidelines above in Transporting Children re; good practice to safeguard member of staff/volunteer) and make sure that you inform the Scottish Rugby Child Protection Officer and parents/carers as soon as possible.
6. When all else fails call the police.
1. Designate a Child Protection Officer for the Trip
Those in charge of the group will be responsible for the safety and well being of children in their care. It is recommended that one of the group leaders co-ordinates the arrangements to safeguard the safety and welfare of children during the trip. The Child Protection Officer should ensure all practical arrangements have been addressed and act as the main contact for dealing with any concerns about the safety and welfare of children whilst away from home. A detailed itinerary will be prepared and copies provided to the designated contact for the club and parents/carers.
2. Risk Assessment
Potential area of risk should be identified at the planning stage through a risk assessment, which should be recorded in writing. Safeguards should be put in place to manage the risks, where appropriate. Risk assessment should be an on-going process throughout the trip as groups can often find themselves in unexpected situations despite the best laid plans!
3. Travel Arrangements
Organisers must ensure there is adequate and relevant insurance cover (including travel and medical insurance). If the trip involves travel abroad, organisers shall ensure they are aware of local procedures for dealing with concerns about the welfare of children and are familiar with the details of the emergency services in the location of the visit. Children should be informed of any local customs.
(For more details see Guidelines on Transporting Children).
4. Adult to Child Ratios
All trips away should be planned to involve at least two adults, preferably one male and one female where possible. The guidelines on adult to child ratios, will inform an assessment of the numbers of adults required to safely supervise the group.
Those involved should be recruited and selected in accordance with the procedure for recruitment and selection of staff/volunteers in regulated work with children.
Group leaders should be familiar with and agree to abide by the club’s Child Protection Policy, Procedures and Code of Conduct.
Organisers should find out as much as possible about the accommodation and the surroundings at the planning stage. Where possible, an initial visit to the venue/accommodation should take place to help those organising the trip identify all practical issues and allow time to address them in advance, in consultation with children and parents/carers where appropriate.
The following is a (non-exhaustive) list of some of the practical things which should be considered in advance about the arrangements for accommodation:
Before departure, organisers should ensure there is a shared understanding of the standards expected during home stays between them, host organisation/families, parents/carers and children themselves. These standards should include arrangements for the supervision of children during the visit.
Host families should be appropriately vetted (adults should be PVG Scheme members) where possible or equivalent police checks undertaken and references thoroughly checked. Organisers, parents/carers and children should all be provided with a copy of emergency contact numbers.
Children should be aware of who they should talk to if problems arise during the visit. Daily contact should be made with all children to ensure they are safe and well.
Residential at a Facility/Centre
Organisers should ensurethe facility is appropriately licensed and has adequate and relevant insurance cover in place. The facility should have a policy on the protection of children and Health and Safety. Adequate security arrangements should be in place and facility staff should have been appropriately vetted. Facility staff involved in the training or instruction of children must be appropriately qualified and trained.
Organisers should ensure there is adequate supervision of the group for the duration of the stay, particularly when the facility is being shared with other groups.
6. Involving Parents/Carers
Where possible, a meeting should be held with parents/carers before departure to share information about the trip, answer their questions and make joint decisions about arrangements where appropriate. A Code of Conduct shall be agreed with children and parents/carers in advance of the trip along with sanctions for unacceptable behaviour.
Parents/carers must complete a Partnership with Parents/Carers Form and provide emergency contact details.
In the event of an emergency at home during the trip, parents/carers should be encouraged to make contact with the group leaders in the first instance so that arrangements can be put in to place to support the child on hearing any distressing news.
7. During the Trip
Organisers must ensure arrangements are in place for the supervision and risk assessment of activities during free time. Children shall not be allowed to wander alone in unfamiliar places.
Group leaders should have clear roles and responsibilities for the duration of the trip. They must not be over familiar with or fraternise with children during the trip and remember that they are in a position of trust at all times. The use of alcohol and/or drugs or engaging in sexual relationships (between two young people) should not be condoned during the trip, even if the legislation relating to any of these behaviours is more lenient than in Scotland.
Group leaders should maintain an overview of the well being of all children during the trip. This can help to identify issues at an early stage and resolve them as quickly as possible. Children can participate in this process by, for example, taking turns to complete a daily diary about the trip. This can be an overt or discreet way for them to communicate things (both positive and negative) that they want you to know.
8. After the Trip
Where appropriate, a de-brief will take place with all those involved in the trip, including children. This will provide an opportunity to reflect on what went well, not so well and what could have been done differently.Feedback will be used to inform future trips.
See Also Scottish Rugby Welfare Plan for Overnight Trips Template
Technology advances extremely quickly, meaning ways in which we communicate and receive and absorb information are changing all the time. This provides a great opportunity for organisations to promote their activities and communicate easily with members. But it can also put children and young people at considerable risk, which is why safeguards must be put in place.
The following guidelines should be met:
Further advice is available from the Child Exploitation and Online Protection Centre (CEOP) (see useful contacts).
1. COMMUNICATIONS TECHNOLOGY2
There are significant benefits to setting up social networking sites. Not only is it cheap, it’s one of the most direct forms of communication with young people. However, there are risks. Adults who seek to harm children have been known to use messaging to “groom” children. This area is now specifically addressed by the Protection of Children and Prevention of Sexual Offences (Scotland) Act 2005.
For children and young people, the safeguarding risks of these technologies include:
For adults, risks involved include:
Staff/volunteers must consider whether it is necessary to communicate with children via text and email. The general principle is that all communications with children should be open, transparent and appropriate.
Good practice would include agreeing with children and parents/carers what kind of information will be communicated directly to children by text message. This information should only be “need to know” information such as the last minute cancellation of a training session.
In the first instance parent/carer consent must be obtained for all children under 16 years. Contact should always be made at the phone number/email address the parent has provided on the child’s behalf. Parents/carers should be offered the option to be copied in to any messages their child will be sent. Although consent is not legally required for young people aged between 16 and 18 it is still recommended that parents are informed of the intention to send their child(ren) emails or texts. It is also good practice to obtain the consent of the 16 to 18-year-old.
The following good practice is also required:
The internet brings with it an opportunity for organisations to extend their community profile, advertise and communicate easily with their members. Sometimes this is done via social networking sites such as Facebook and Twitter. Thought should be given to content, tone and how sites or social networking sites and pages will be monitored. In terms of publishing information and pictures the following good practice should be noted:
· Written parent/carer consent must be obtained for all children aged under 16 before publishing any information or pictures of a child. If the material is changed from the time of consent, the parents/carers must be informed and consent provided for the changes.
Use of Images and Information
1.4 SOCIAL NETWORKING SITES
The following is recommended if the organisation decides to allow mutual access between it and its members (including children):
1.5 INTERNET FORUMS
There has been an increase in the use and abuse of internet forums to target individuals or to engage contributors in debates which can cause upset and embarrassment to children and young people. Sites should be well monitored and any offending comments removed. A coach, member of staff or volunteer should refrain from being drawn into any debates concerning selection, performance or personalities – even where the subject of the discussion is anonymous. This could be considered a breach of the code of conduct or poor practice.
1.6 MOBILE PHONE CAMERAS/VIDEOS
There have already been a number of cases where children have been placed at risk as a result of the ability to discreetly record and transit images through mobile phones. There is also scope for humiliation and embarrassment if films or images are shared on popular websites such as YouTube. The use of mobile phones in this way can be very difficult to monitor.
The Procedure for the use of Photographs, Film and Video should be observed in relation to the use of mobile phones as cameras/videos. Particular care is required in areas where personal privacy is important e.g. changing rooms, bathrooms and sleeping quarters. No photographs or video footage should ever be permitted in such areas of personal privacy.
Photos and video clips can be used to celebrate achievements, promote your activities and let people know that bit more about your team, club or sport. Footage is also recorded for performance development reasons. The aim of these guidelines is not to curb such activity but to ensure that children are protected from those who would seek to take or manipulate photos and video footage in a way that harms children or places them at risk of harm.
Some sports take place in areas where organisers have little or no control over the environment such. In these circumstances, organisers should take all reasonable steps to promote the safe use of photographing and filming and to respond to any concerns raised.
1. PHOTOGRAPHS, FILM and VIDEO
(i) Video footage for performance development.
(ii) Media coverage of an event or achievement.
(iii) Promotional purposes e.g. website or publication.
· Written consent must be obtained from the child’s parents/carers before any photography or filming takes place.
Use of Images and Information
One of the areas where children are particularly vulnerable at many sports facilities is the locker/changing/shower room. Limited changing facilities sometimes mean that people of all ages regularly need to change and shower during the same period.
To avoid possible misunderstandings and embarrassing situations, adults need to exercise care when in the changing room at the same time as children. However, bullying can be an issue where children are left unsupervised in locker rooms, and a balance should be struck depending on the situation. In general it is better if one adult is not alone to supervise in a locker room, and extra vigilance may also be required if there is public access to the venue. If, in an emergency, a male has to enter a female changing area, or vice versa, another adult of the opposite gender should accompany him or her.
The following advice may be useful:
There is no legal barrier to anyone aged 18 or under becoming a coach or volunteer with children or young people. If their remit falls into that of regulated work as per the Protection of Vulnerable Groups (Scotland) Act 2007 then they should be subject to the same recruitment and selection procedures as other volunteers, including Scheme Record/Scheme Record Update (note that there is no lower age limit with regards to PVG Scheme Membership).
Anyone under 16 is defined as a child (under the Children (Scotland) Act 1995), and it is not recommended that they take up regulated work with children.
They can, however, be encouraged to help out and should be supervised by a more senior qualified coach or volunteer who has been appropriately vetted. In turn, the organisation has a responsibility to support the supervising coach.
Remember that young coaches or volunteers may come under different pressures (e.g. lack of respect from peers, closeness in age could lead to possible relationship) so regular supervision, training and extra support is recommended.
It is important that adult to child ratios are reassessed as a young volunteer may not be experienced/capable of overseeing a group of children and young people.
Bullying may be seen as particularly hurtful behaviour where it is difficult for those being bullied to defend themselves. It can be a ‘one-off’ occurrence or repeated over a period of time, and can take many forms including children being bullied by adults, their peers and in some cases by members of their families. Bullying can be difficult to identify because it often happens away from others and those who are bullied often do not tell anyone. Bullying is not always deliberate.
Examples of Bullying
Signs which mayraise concerns about bullying include:
When talking about bullying, it’s never helpful to label children and young people as ‘bullies’ or ‘victims’. Labels can stick for life and can isolate a child, rather than helping them to recover or change their behaviour. It is preferable to talk about someone displaying bullying behaviour rather than label them a ‘bully’ – behaviour can be changed with help and support.
Action to help children and young people on the receiving end of bullying behaviour:
Support for children and young people involved in bullying behaviour:
What can your organisation do?
Creating an anti-bullying ethos is the best prevention. We should not underestimate the importance of the behaviour of adults as they are role models for children and young people.
Strategies and solutions do not come in ‘one size fits all’. Each case is unique and requires an individual response to the individual situation. What might work in one situation might not work in another. You might have to adopt different strategies before finding one that is effective.
It is also important to ask for help and support if you need it to deal with a bullying incident. The Useful Contacts list has more details but www.respectme.org.uk, ChildLine and ParentLine Scotland are useful contacts to know.
Scottish Rugbyvalues the involvement of children in our sport. We are committed to ensuring that all children have fun and stay safe whilst participating in rugbyTo help us fulfil our joint responsibilities for keeping children safe Scottish Rugbyhave good Practice Guidelines. These Guidelines tell you what you can expect from us when your child participates in rugby and details the information we need from you to help us keep your child safe.
We need you to complete this form at the start of every season and to let us know as soon as possible if any of the information changes. All information will be treated with sensitivity, respect and will only be shared with those who need to know.
Date of Birth:
Emergency Contact Name:
Relationship to Child:
Emergency Contact Tel No:
Late Collection Contact:
Relationship to Child:
Contact Tel No:
Name of GP:
Tel No of GP:
Address of GP:
A. GENERAL & MEDICAL INFORMATION
Please complete the following details. If none, please state “none”.
B. CONSENT – MEDICAL TREATMENT
I consent / I do not consent (delete as appropriate) to my child receiving medical treatment, including anaesthetic, which the medical professionals present consider necessary.
C. CONSENT – TRANSPORTATION OF CHILDREN
I consent / I do not consent (delete as appropriate) to my child being transported by persons representing [Scottish Rugby] individual members or affiliated clubs for the purposes of taking part in [sport].
I understand [Scottish Rugby] will ask any person using a private vehicle to declare that they are properly licensed and insured and, in the case of a person who cannot so declare, will not permit that individual to transport children.
D. CONSENT - PHOTOGRAPHS AND PUBLICATIONS (INCLUDING WEBSITE)
Your child may be photographed or filmed when participating in rugby.
I consent / I do not consent (delete as appropriate) for my child to be involved in photographing/filming and for information about my child to be used for the purposes stated in Scottish Rugby Guidelines.
E. CONSENT – CONTACT INFORMATION
Scottish Rugby may contact your child from time to time via email, text or social networking site.
I consent / I do not consent (delete as appropriate) for my child to be contacted via email, text or social networking site for the purposes stated in Scottish Rugby Safe Guidelines. I do / do not (delete as appropriate) wish to be copied in to these messages.
F. CONSENT – SIGNATURE
1. I am aware of the Safe in Care Guidelines for rugby and agree to work in partnership with Scottish Rugbyto promote my child’s safe participation in rugby.
2. I am aware of Scottish Rugby Code of Conduct and Child Protection Policy and Procedures.
3. I undertake to inform Scottish Rugby should any of the information contained in this form change.
Parent/Carer’s Signature: Date:
(Please state relationship to child if not parent)
This form must be completed by individuals seeking permission to use camera or video equipment.
Section A To be Completed by the Applicant
I declare that the pictures/film(s) produced will not be altered in any way without prior written permission of the person(s) concerned. I understand that I may only use the pictures/film(s) for the purpose stated above. I have read and agree to abide by Scottish Rugby Guidelines and Child Protection Policy.
Section B For Official Use Only
Application APPROVED / REFUSED (delete as appropriate)
Reason for refusal
Now complete “Notification to Applicant” form, and keep a copy of this form.
NOTIFICATION TO APPLICANT - TEMPLATE
Your application has been ACCEPTED / REFUSED (delete as appropriate) for use as follows:
Permission granted by:
NOTE: Proof of identity and this letter of approval must be produced on request at the event or activity to which it relates.
TEMPLATE WELFARE PLAN FOR OVERNIGHT TRIPS AWAY
Number and age of children involved.
Purpose of the trip
Competition, training, social, combination.
Parental Communication and Permission
Permissions should cover the following:
· destination and venue
· detailed itinerary
· Supervision arrangements
· responding to concerns procedures
· Player codes of conduct and sanctions
· Staff codes of conduct – pg 5 SR CPP
· Emergency procedures, home contact
Process for parent contacting coach and/or young person
Kit and equipment list
· Payment schedule
· Extra meals/ refreshments, Spending money
Designate a Child Protection Officer for the trip
Reporting procedures for concerns clear and visible
· Two avenues for reporting minimum
Codes of conduct clear and visible
· Codes of conduct
· Aware of procedures for responding to concerns
· Clear roles and responsibilities
· Ratios 1:10 for age group 8+
Emergency procedures/Medical cover
Injury and Illness
· Player medical details including allergies
· Reporting procedures agreed
· Player home contact details
Aware of requirements
Overnight supervision arrangements
· special dietary requirements
· Insured (liability and accident)
· Suitable staff
· Risk assessment
At least two adults to supervise any overnight stay
If younger children are to share with older, or children are to share with adults arrangements should be discussed with the young people and their parents in advance. These young people should be made aware of who they would speak to if they had any worries or concerns.
Travel and transport
Journey times and stopping points
Suitability and accessibility
Good Practice used
· appropriate ratio of adults:children
· vehicles insured
· driver licensed
· safety measures available e.g. safety belts
· Where practicable and planned, get written parental consent
· Tell another member of staff that you are transporting a child/children. Give route details and expected length of journey.
· Take all reasonable safety measures – seat belts etc
· Where possible 2 adults minimum
Staff member giving a child a lift
· Prior consent from parents
· Keep parents informed of journey as appropriate – call ahead to say that you are giving a lift and expected journey time
Collection policy ( including late collection policy)
parents/carers to phone if late collection likely
Alternative contact name or number
In cases of late collection, staff and volunteers should:
· attempt to contact the child's parent
· use the alternative contact name/number if necessary
· wait with the child at the sport facility, with other staff/volunteers or parents present if possible
· remind parents/carers of the policy for late collection.
In case of late collection, staff and volunteers should not:
· take the child home or to any other location
· send the child home with another person without permission from a parent or carer
· ask the child to wait in a vehicle or sport facility with you alone
Check basic setup
· two members of staff/volunteers
· Sporting venue
· Phones, valuables
· Medical info
· Care and child protection procedures
· codes of conduct
· two members of staff/volunteers.
· Adults should not change or shower at the same time using the same facilities.
Supervision and risk assessment
· Children should not be left to wander alone in unfamiliar places
· Adults in charge should not be over-familiar and fraternise with children
Use of alcohol, drugs, sexual behaviour should not be condoned.