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Child Protection Policy

Nairn Sailing Club, Safeguarding and Child Protection Policy and Procedures

Revised Feb 2017

Policy Statement

Nairn Sailing Club is committed to safeguarding, from physical, sexual or emotional harm, neglect or bullying, children taking part in its activities. We recognise that the safety, welfare and needs of the child are paramount and that all children, irrespective of age, disability, race, religion or belief, sex, sexual or gender identity or social status, have a right to protection from discrimination and abuse.

For the purposes of this policy anyone under the age of 18 should be considered as a child. All members of the Club should be aware of the policy.

Club Welfare Officer

The Club Welfare Officer is: David Bushell. 07789178072, dab66@live.co.uk

Staff and Volunteers

All Club staff and volunteers whose role brings them into regular contact with young people will be asked to complete an Application for Post Form (Appendix A), Reference Request Form (Appendix B) and a Self Disclosure Form (Appendix C). The Club Welfare Officer and those regularly instructing, coaching or supervising young people will also be asked to apply for a PVG Disclosure check.

Good Practice

All members of the Club should follow the good practice guidelines attached (Appendix D) and agree to abide by the Club Code of Conduct (Appendix E) and the RYA Racing Charter contained in the Racing Rules of Sailing. Those working or volunteering with young people should be aware of the guidance on recognising abuse (Appendix F).

Adults are requested not to enter the showers and changing rooms at times when children are changing before or after junior/youth training or racing. If this is unavoidable it is advised that they are accompanied by another adult. A notice will be applied to all changing room doors stipulating access arrangements (Appendix G).

The Club will seek written consent from the child and their parents/carers before taking photos or video at an event or training session or publishing such images. Parents and spectators should be prepared to identify themselves if requested and state their purpose for photography/filming. If the Club publishes images of children, no identifying information other than names will be included. Any concerns about inappropriate or intrusive photography or the inappropriate use of images should be reported to the Club Welfare Officer.

Parental Consent

A Parental Consent Form (Appendix H) is required to be completed for any participant under the age of 18 by the parent/guardian/person with legal responsibility. This will ensure any relevant contact, medical and dietary information is made known as well as allowing for a declaration of participation conditions and use of images consent.

Concerns

Anyone who is concerned about a young member’s or participant’s welfare, either outside the sport or within the Club, should inform the Club Welfare Officer immediately, in strict confidence. The Club Welfare Officer will follow the procedures for reporting as described in the RYA Safeguarding and Child Protection Policy and Guidelines.

Any member of the Club failing to comply with the Safeguarding Policy and any relevant Codes of Conduct may be subject to disciplinary action under the Club Rules.

Safeguarding Adults

Many of the safeguarding principles in this policy also apply to ‘Vulnerable Adults’ or ‘Adults at Risk’, but the statutory procedures to be followed in the case of a concern are different. Guidance on this should be obtained from the Safeguarding Vulnerable Adults part of the RYA Policy.

 

Application for the post/role of (job/role title) Appendix A

When completed this form should be returned, marked 'Private and Confidential', to:

The closing date for applications is:

Personal details

Title: Surname:

Other names in full:

Contact details

Address:

Home phone:

Work phone:

(state if you do not wish to be contacted at work)

Mobile:

E-mail:

Training and Qualifications

Academic and/or vocational qualifications

RYA or other qualifications relevant to the role

Do you hold a valid UK driving licence? YES / NO

Summary of past experience

Please state the name of organisation, position held, dates and a brief description of responsibilities and duties (continue on separate sheet if required)

Please state how you think your skills and experience match the requirements of this role and give your reasons for applying.

Other relevant information

eg. recreational interests, hobbies, voluntary or community work

Criminal record

Having a criminal record will not necessarily bar you from working with us. This will depend on the position applied for and the nature of your offence. If you are applying for a position involving regular contact with children or vulnerable adults you will be required, at the offer stage, to apply for an Enhanced Criminal Records Disclosure, with Barred List check if relevant (in Scotland: membership of the Protection of Vulnerable Groups Scheme).

Do you have any convictions, cautions, reprimands or final warnings that are not ‘protected’ as defined by the Rehabilitations of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013)? YES / NO

If yes, give brief details

Is there any reason why you are unable to work in Regulated Activity (in Scotland: Regulated Work) with children or adults? YES / NO

References

Please give names and addresses of two people who can be asked to provide a reference. At least one should have first-hand knowledge of your previous work with children. References from relatives will not be accepted. Please indicate if you do not want us to contact any of your referees before interview or before an offer of employment.

Referee 1

Name

Address

E-mail address

Phone number

Capacity in which known to you

Referee 2

Name

Address

E-mail address

Phone number

Capacity in which known to you

Declaration

Data Protection Act In order to recruit to this post [insert name of organisation] will (within the terms of the Data Protection Act 1998) process personal information given in connection with this application. Information relating to the successful applicant will form part of personnel records. No other use will be made of information about applicants.

Consent I consent to the processing of personal information in the way described.

Declaration I declare that to the best of my knowledge the information given on this form is correct and understand that misleading statements or deliberate omission may be sufficient grounds for cancelling any appointment arising from this application.

Signature

Date

CONFIDENTIAL Reference Request Form Appendix B

(Name) ............................................................................................ has expressed an interest

in working with Nairn Sailing Club in the role of..........................................................................., and has given your name as a referee. This role involves substantial access to children. As an organisation committed to the protection and welfare of children, we are anxious to know if there are any reasons to be concerned about this applicant being in regular contact with children or young people.

If you agree to complete this reference, any information will be treated with due confidentiality and in accordance with relevant legislation and guidance and will only be shared with the person conducting the assessment of the applicant’s suitability, should they be offered the role. We would appreciate you being candid, open and honest in your evaluation of this person.

1. How long have you known this person? .............................................................................

2. In what capacity? ...............................................................................................................

3. What attributes does this person have which would make them suitable for this role?

............................................................................................................................................

............................................................................................................................................

............................................................................................................................................

 

4. Please rate this person on the following (please tick one box for each question)

Poor

Average

Good

Very good

Excellent

Responsibility

Maturity

Self-motivation

Motivation of others

Commitment

Energy

Trustworthiness

Reliability

5. Do you have any reason at all to be concerned about this applicant being in regular contact with children or young people? YES / NO

If you answer ‘Yes’ we will contact you in confidence.

Name: (please print) .............................................................. Tel. No: .........................................

Signed: .................................................................................. Date: ............................................

Please return this form, marked ‘Confidential’ to: ..........................................................................

CONFIDENTIAL Appendix C

Self Disclosure form for applicants for posts involving

regular contact with children and/or vulnerable adults

Nairn Sailing Club is committed to safeguarding children from physical, sexual and emotional harm. As part of our Safeguarding policy, we require applicants for posts involving frequent or regular contact with children to complete this self-disclosure form. Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences.

All information will be treated as confidential and managed in accordance with data protection legislation and guidance. You have a right of access to information held about you under the Data Protection Act 1998.

Name …………………………………………………………………………………………..

1. Do you have any convictions, cautions, reprimands or final warnings that are not ‘protected’ as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013)? YES / NO

If yes, please supply details.

2. Have you ever been known to any Children Services Department or the Police as being an actual or potential risk to children? YES / NO

If yes, please supply details.
 

3. Have you ever been the subject of any disciplinary investigation and/or sanction by any organisation due to concerns about your behaviour towards children? YES / NO

If yes, please supply details.
 

Declaration

I declare that to the best of my knowledge the information given above is correct and understand that any misleading statements or deliberate omission may be sufficient grounds for disciplinary action and/or the withdrawal of my appointment.

I understand that I may be asked to provide a Criminal Records Disclosure and consent to do so if required. I agree to inform the organisation within 24 hours if I am subsequently investigated by any agency or organisation in relation to concerns about my behaviour towards children or young people.

I understand that the information contained in this form and in the Disclosure, or relating to subsequent concerns about my behaviour, may be shared with regulatory bodies and/or other persons or organisations, in circumstances where this is considered necessary to safeguard children.

Signed: ………………………………………………………….. Date: ……………………………

Note: if the applicant is aged under 18, this form should be counter-signed by a parent or guardian

Appendix D

Handout for Instructors, Coaches and Volunteers –

Good Practice Guide

This guide only covers the essential points of good practice when working with children and young people. You should also read the organisation’s Child Protection Policy and Procedures which are available for reference at all times.

Avoid spending any significant time working with children in isolation

Do not take children alone in a car, however short the journey

Do not take children to your home as part of your organisation’s activity

Where any of these are unavoidable, ensure that they only occur with the full knowledge and consent of someone in charge of the organisation or the child’s parents

Design training programmes that are within the ability of the individual child

If a child is having difficulty with a wetsuit or buoyancy aid, ask them to ask a friend to help if at all possible

If you do have to help a child, make sure you are in full view of others, preferably another adult

Restrict communications with young people via mobile phone, e-mail or social media to group communications about organisational matters. If it’s essential to send an individual message, copy it to the child’s parent or carer.

You should never:

engage in rough, physical or sexually provocative games

allow or engage in inappropriate touching of any form

allow children to use inappropriate language unchallenged, or use such language yourself when with children

make sexually suggestive comments to a child, even in fun

fail to respond to an allegation made by a child; always act

do things of a personal nature that children can do for themselves.

It may sometimes be necessary to do things of a personal nature for children, particularly if they are very young or disabled. These tasks should only be carried out with the full understanding and consent of the child (where possible) and their parents/carers. In an emergency situation which requires this type of help, parents should be fully informed. In such situations it is important to ensure that any adult present is sensitive to the child and undertakes personal care tasks with the utmost discretion.

Appendix E

Nairn Sailing Club, Code of Conduct

It is the policy of Nairn Sailing Club that all participants, coaches, instructors, officials, parents and volunteers show respect and understanding for each other, treat everyone equally within the context of the sport and conduct themselves in a way that reflects the principles of the club. The aim is for all participants to enjoy their sport and to improve performance.

Abusive language, swearing, intimidation, aggressive behaviour or lack of respect for others and their property will not be tolerated and may lead to disciplinary action.

Participants - young sailors

Listen to and accept what you are asked to do to improve your performance and keep you safe

Respect other participants, coaches, instructors, officials and volunteers

Abide by the rules and play fairly

Do your best at all times

Never bully others either in person, by phone, by text or online

Take care of all property belonging to other participants, the club/class or its members

Parents

Support your child’s involvement and help them enjoy their sport

Help your child to recognise good performance, not just results

Never force your child to take part in sport

Never punish or belittle a child for losing or making mistakes

Encourage and guide your child to accept responsibility for their own conduct and performance

Respect and support the coach

Accept officials’ judgements and recognise good performance by all participants

Use established procedures where there is a genuine concern or dispute

Inform the club or event organisers of relevant medical information

Ensure that your child wears suitable clothing and has appropriate food and drink

Provide contact details and be available when required

Take responsibility for your child’s safety and conduct in and around the clubhouse/event venue

Coaches, Instructors, Officials and Volunteers

Consider the welfare and safety of participants before the development of performance

Encourage participants to value their performance and not just results

Promote fair play and never condone cheating

Ensure that all activities are appropriate to the age, ability and experience of those taking part

Build relationships based on mutual trust and respect

Work in an open environment

Avoid unnecessary physical contact with young people

Be an excellent role model and display consistently high standards of behaviour and appearance

Do not drink alcohol or smoke when working directly with young people

Communicate clearly with parents and participants

Be aware of any relevant medical information

Follow RYA and club/class guidelines and policies

Holders of RYA Instructor and Coach qualifications must also comply with the RYA Code of Conduct and keep up to date with relevant training.

Holders of RYA Race Official appointments must also comply with the RYA Race Officials Code of Conduct.

If you are concerned that someone is not following the Code of Conduct, you should inform your Club Welfare Officer or the person in charge of the activity.

Appendix F

What is child abuse?

(Based on the statutory guidance ‘Working Together to Safeguard Children’ 2015)

Abuse and neglect are forms of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm. Children may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others (including via the internet). They may be abused by an adult or adults, or another child or children.

Physical abuse may involve adults or other children inflicting physical harm:

by hitting, shaking, throwing, poisoning, burning or scalding, drowning or suffocating

giving children alcohol or inappropriate drugs

in sport situations, physical abuse might also occur when the nature and intensity of training exceeds the capacity of the child’s immature and growing body.

Emotional abuse is the persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve:

conveying to a child that they are worthless, unloved or inadequate

not giving the child opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate

imposing expectations which are beyond the child’s age or developmental capability

overprotection and limitation of exploration and learning or preventing the child from participating in normal social interaction

allowing a child to see or hear the ill-treatment of another person

serious bullying (including cyber bullying), causing children frequently to feel frightened or in danger

the exploitation or corruption of children

emotional abuse in sport might also include situations where parents or coaches subject children to constant criticism, bullying or pressure to perform at a level that the child cannot realistically be expected to achieve.

Some level of emotional abuse is involved in all types of maltreatment of a child.

Sexual abuse. Sexual abuse involves an individual (male or female, or another child) forcing or enticing a child or young person to take part in sexual activities, whether or not the child is aware of what is happening, to gratify their own sexual needs. The activities may involve:

physical contact (eg. kissing, touching, masturbation, rape or oral sex)

involving children in looking at, or in the production of, sexual images

encouraging children to behave in sexually inappropriate ways or watch sexual activities

grooming a child in preparation for abuse (including via the internet)

sport situations which involve physical contact (eg. supporting or guiding children) could potentially create situations where sexual abuse may go unnoticed. Abusive situations may also occur if adults misuse their power over young people.

Neglect is the persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health or development. Neglect may involve a parent or carer failing to:

provide adequate food, clothing and shelter

protect a child from physical and emotional harm or danger

ensure adequate supervision

ensure access to appropriate medical care or treatment

respond to a child’s basic emotional needs

neglect in a sailing situation might occur if an instructor or coach fails to ensure that children are safe, or exposes them to undue cold or risk of injury.

Bullying (including ‘cyber bullying’ by text, e-mail, social media etc) may be seen as deliberately hurtful behaviour, usually repeated or sustained over a period of time, where it is difficult for those being bullied to defend themselves. The bully may often be another young person. 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.

The acronym STOP – Several Times On Purpose - can help you to identify bullying behaviour.

Recognising Abuse

It is not always easy, even for the most experienced carers, to spot when a child has been abused. However, some of the more typical symptoms which should trigger your suspicions would include:

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

sexually explicit language or actions

a sudden change in behaviour (eg. becoming very quiet, withdrawn or displaying sudden outbursts of temper)

the child describes what appears to be an abusive act involving him/her

a change observed over a long period of time (eg. the child losing weight or becoming increasingly dirty or unkempt)

a general distrust and avoidance of adults, especially those with whom a close relationship would be expected

an unexpected reaction to normal physical contact

difficulty in making friends or abnormal restrictions on socialising with others.

It is important to note that a child could be displaying some or all of these signs, or behaving in a way which is worrying, without this necessarily meaning that the child is being abused. Similarly, there may not be any signs, but you may just feel that something is wrong. If you have noticed a change in the child’s behaviour, first talk to the parents or carers. It may be that something has happened, such as a bereavement, which has caused the child to be unhappy.

If you are concerned

If there are concerns about sexual abuse or violence in the home, talking to the parents or carers might put the child at greater risk. If you cannot talk to the parents/carers, consult your organisation’s designated Child Protection/Welfare Officer or the person in charge. It is this person’s responsibility to make the decision to contact Children’s Social Care Services or the Police. It is NOT their responsibility to decide if abuse is taking place, BUT it is their responsibility to act on your concerns.

Appendix G

Nairn Sailing Club

Changing Room Policy

When children are changing in this changing room, please avoid using the facility. If this is unavoidable, it is best practice to enter with another adult.

Any child under the age of 8 can accompany a parent or guardian of the opposite gender into the changing room of that parent or guardian to receive assistance.

If it is essential in an emergency situation for an adult of the opposite gender to enter a changing area it is advised that they are accompanied by another adult preferable of the opposite gender.

Please support this policy as it forms part of our operating principles for protection of children

Appendix H

Parental Consent form (for participants under 18 years)

Please complete all sections in Block Capitals

Participant’s details

First name

Surname/family name

Home Address

Date of birth

Age

Parent/guardian/person with legal responsibility

First name

Surname/family name

Relationship to child

Home Number

Mobile Number

Alternative Emergency Contact:

First name

Surname/family name

Relationship to child

Contact number during sessions

Medical information

It is your responsibility to make known any disability/medical condition that may affect your child during the activity, and any medication that they may require. This information will be shared with those responsible for supervising the activity.

Has your child ever suffered from any of the following conditions:

Asthma/bronchitis, heart condition, fits, fainting or blackouts, severe headaches, diabetes? YES / NO


If YES please provide details, including any specific medical advice to be followed in an emergency:

Is your child currently taking any medication? YES / NO

If YES please specify:

When did your child last have a tetanus vaccination? Year:

Is your child currently suffering/recovering from any injuries which may

affect their sailing? YES / NO

If YES please provide details:

Is your child vegetarian? YES / NO

Does your child have any food allergies? YES / NO

If YES please provide details:

Does your child have a disability, learning difficulty or medical condition which

may affect their learning (ability to participate in practical or theoretical sessions)? YES / NO

If YES please provide details:

Declaration of parent or person with legal responsibility

I the parent/guardian of ……………………………………….…………………….. hereby acknowledge that I have read the attached conditions of participation and that I fully understand them. I have explained them to my child, who understands and agrees to abide by them.

Medical consent

I give permission to the organisers of activities during the period ...................................... (dates of event) to administer any relevant treatment or medication to the above-named participant when or if necessary.

In an emergency situation I authorise the organisers to take my child to hospital and give my full permission for any treatment required to be carried out in accordance with the hospital’s diagnosis. I understand that I shall be notified, as soon as possible, of the hospital visit and any treatment given by the hospital.

Consent for use of images

I grant to the organisers without payment the right in perpetuity to make, use and show any motion pictures, still pictures and live, taped or filmed television of or relating to the event.

I have read and understood the Conditions of Use attached.

I agree to notify the organisation of any relevant changes in my child’s circumstances.

I confirm that my child is not under a court order.

Signed: (participant) ………………………………………………………………………………………..

Signed: (parent/guardian)………………………………………………………..…………………………

Name: (please print) …………………………………................................. Date:

……………..

Training Session Booking Conditions

Training sessions will be delivered by Nairn Sailing Cub in accordance with RYA training centre guidance, and staffed by appropriately qualified and experienced RYA instructors.

Nairn Sailing Club reserves the right, at all times, to cancel bookings at our discretion.

All participants MUST be between the ages 8 and 16, wear the buoyancy aid provided and be confident in the water.

All children must be accompanied by a parent or guardian at the beginning and end of the session. Parents or guardians must also be contactable (for example by mobile phone) for the duration of the session.

Neither Nairn Sailing Club nor any of its employees or agents shall be liable in any way whatsoever in respect of loss or damage to property.

Nairn Sailing Club must be informed, at the time of booking, of any medical condition affecting the participant, or of any medication taken by the participant that could affect their taking part in the above sailing session, e.g. asthma, epilepsy, heart conditions. Nairn Sailing Club reserves the right to refuse any booking on medical grounds.

All bookings are accepted on the understanding that any instructions or directions given by any member of the centre’s staff are to be observed. Participants are asked to respect the equipment provided; compensation will be sought from anyone deliberately causing damage to equipment.

Nairn Sailing Club reserves the right at all times to refuse or restrict the use of facilities. The right is also reserved to evict anyone who refuses to comply with the conditions as stipulated, or who behaves inappropriately or, in any way, causes damage or annoyance to any other persons.

Participants are to wear suitable clothing and footwear when going on a boat. Suitable footwear means flat soft soled shoes or trainers. Please bring a change of clothing as sailing can be wet.

If any injuries are sustained or damage to valuables occurs, participants are to notify the centre’s staff immediately.

Conditions of Use of photography or video

In accordance with our safeguarding and child protection policy Nairn Sailing Club will not arrange for photographs, video or other images of young people to be taken or published without the consent of the parents/guardians and children. We will abide by the Conditions of Use below. If you have any concerns about the way images are being used, you should inform the clubs Welfare Officer immediately.

We will normally only identify a child by reference to the child’s first name.

We will not use personal details or full names (ie. first name and surname) of any child to accompany a photographic image on video, on our website, in our organisation brochure or any other electronic or printed publications without good reason. ‘Good reason’ includes using the full name of a child in a newsletter to organisation members if the child has won a trophy or award.

We will not include personal email or postal addresses, telephone or mobile numbers on video, on our website, in our organisation brochure or in other electronic or printed publications.

We may use group photographs or video with very general labels, such as ‘Cadet Week’.

We will only use images of children who are suitably dressed, to reduce the risk of such images being used inappropriately.

Photographs or video may be used for coaching purposes or by officials during competition to illustrate incidents on the water.

Commercial sale of any form of media will be limited to the organisers or their official photographers.




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