Loch Lomond Rugby Club

SAFEGUARDING CHILDREN IN CLUB RUGBY

Child Protection Officer HANDBOOK

INTRODUCTION

Rugby brings fun and enjoyment to thousands of young people each year. It is a sport which is justifiably proud of the core values that it imparts ¬- teamwork, diversity, fairness, discipline, respect, personal courage, fun and enjoyment.

Club volunteers work hard to deliver programmes of rugby activity for youngsters at all age groups and performance levels. Clubs should be committed to providing a safe and positive, quality experience to the young people involved and to support the volunteers who make this possible. All of those involved with providing rugby activity for young people should be aware of the Club’s Child Protection Policy and codes of conduct.

Young people and their parents should be made aware that as a sport we take their welfare seriously. They need to be clear about who the Child Protection Officer at their club is and how to contact them. Communication with parents should highlight the club’s commitment to safeguarding children.

As the governing body Scottish Rugby seeks to provide advice and guidance to help to ensure a safe and enjoyable experience. These guidelines and templates seek to assist the team of Child Protection Officers in supporting their clubs to give the children and parents participating in their events and activities the safest and most enjoyable experience possible. They are based on the policies and procedures that Scottish Rugby has adopted in its own youth rugby programmes.

We welcome feedback and suggestions for improvements and additions to the handbook and any queries related to the guidelines should be addressed in the first instance to the Scottish Rugby Lead officer for Child Protection and Welfare:

CONTENTS
POLICY
STEP 1
Recommended Child protection policy
4
CONTACTS
STEP 2
Key contacts and role profiles 5-8
RECOMMENDED PROCEDURES
STEP 3
Risk Assessments 11-12
STEP 4
Scottish Rugby Code of conduct / Club Code of Conduct 13-14
STEP 5
Recommended Training 15
STEP 6
Recommended recruitment and Selection procedures 16
STEP 7
Responding to concerns
Significant Incident Report form 20
30
STEP 8
Disciplinary Procedures 32
STEP 9
Reviewing the management of concerns 42
GUIDELINES
STEP 10
Good Practise Guidelines
Partnership with Parents Form
Request for permission to use camera and video equipment
Welfare plan for overnight trips
43
59
61
62
ADDITIONAL INFORMATION
What is child abuse? Signs and indicators 67
Relevant legislation 72
Useful contacts and websites 75

STEP 1
The following is based on the Scottish Rugby Child Protection Policy and is suitable for use as a template for a club’s own child protection policy:

CHILD PROTECTION POLICY

Loch Lomond Rugby Club is fully committed to safeguarding the welfare of all children in its care. It recognises the responsibility to promote safe practice and to protect children from harm, abuse and exploitation. For the purposes of this policy and associated procedures a child is someone under the age of 18 years.
Staff and volunteers will work together to embrace difference and diversity and respect the rights of children and young people.
The policy if based on the following principles:
• The welfare of children is the primary concern.
• All children, whatever their age, culture, disability, gender, language, racial origin, socio-economic status, religious belief and/or sexual identity have the right to protection from all forms of harm and abuse.
• Child protection is everyone's responsibility.
• Children have the right to express views on all matters which affect them, should they wish to do so.
• Organisations shall work in partnership together with children and parents/carers to promote the welfare, health and development of children.
Loch Lomond Rugby Club will:
• Promote the health and welfare of children by providing opportunities to take part in rugby safely.
• Respect and promote the rights, wishes and feelings of children.
• Promote and implement appropriate procedures to safeguard the well-being of children and protect them from abuse.
• Recruit, train, support and supervise its staff, members and volunteers to adopt best practice to safeguard and protect children from abuse and to reduce risk to themselves.
• Require staff, members and volunteers to adopt and abide by this Child Protection Policy and these procedures.
• Respond to any allegations of misconduct or abuse of children in line with this Policy and these procedures as well as implementing, where appropriate, the relevant disciplinary and appeals procedures.
• Observe guidelines issued by local Child Protection Committees for the protection of children.
• Regularly monitor and evaluate the implementation of this Policy and these procedures.

Review
This Policy and these Procedures will be regularly reviewed:
• In accordance with changes in legislation and guidance on the protection of children or following any changes within Scottish Rugby.
• Following any issues or concerns raised about the protection of children within Scottish Rugby
• In all other circumstances, at least every three years.

ASSOCIATED POLICIES AND PROCEDURES
Club Recruitment Policy
Club Code of Conduct
Are You Ready To Play Rugby (Scottish Rugby)
Age-Grade Law variations and regulations (Scottish Rugby)
Welfare and Child Protection Guidelines
Responding to Concerns procedures

STEP 2
KEY CONTACTS

In line with its obligations under the Scottish Rugby Participation agreement a child protection officer (CPO) has been appointed to co-ordinate child protection and welfare on behalf of LLRFC and to provide a main point of contact for staff and volunteers, parents and children in need of support, advice or training or if they need to report a concern.

CLUB CPO Name: Jim Gillen 07714770046

Although matters relating to the welfare of children at LLRFC should ordinarily be referred in the first instance to the club CPO the Scottish Rugby Lead officer for Child Protection and Welfare may also be contacted for support and advice on any child protection matter by any CPO, child, parent, staff member or volunteer at any time.

Scottish Rugby acts as the umbrella body for the purposes of processing applications for the disclosure check of volunteers working with children at rugby clubs in Scotland. Accordingly a PVG administrator has been appointed to process applications for club volunteers and to advise and support Club Child Protection officers on matters relating to the PVG scheme.

The human resources department is responsible for the implementation of appropriate recruitment procedures and PVG applications for contracted staff.

Situations where the immediate safety of a child and/or children is a concern should be reported without delay to the appropriate statutory agency – the local police and/or social services child protection team.

INSERT CONTACT DETAILS HERE:

Role Profiles
Club Child Protection Officer

Responsibilities:

 Implement the Scottish Rugby/Club child protection policy and procedures.
 Implement and administer the disclosure checking of volunteers undertaking regulated work on behalf of the club through the PVG scheme in partnership with Scottish Rugby.
 Encourage good practice by promoting and championing the child protection policy and procedures.
 Monitor and review the child protection policy and procedures to ensure they remain current and fit for purpose.
 Regularly report to the Management/Committee/Board.
 Raise awareness of the Club Child Protection Officer role to parents/carers, adults, and children involved in the club.
 Raise awareness of the Code of Conduct for working with children to parents/carers, adults and children involved in the club.
 Challenge behaviour which breaches the Code of Conduct.
 Keep abreast of developments in the field of child protection by liaising with the SGB Child Protection Officer, attending relevant training or events and subscribing to the Safeguarding in Sport newsletter.
 Organise/signpost appropriate training for all adults working/volunteering with children in the club.
 Establish and maintain contact with local statutory agencies including the police and social services.
 Respond appropriately to disclosures or concerns which relate to the well-being of a child.
 Maintain confidential records of reported cases and action taken.
 Where required liaise with the Scottish Rugby Lead Officer for Child Protection and Welfare and/or statutory agencies and ensure they have access to all necessary information.

Person Specification

 The ability to build relationships with club members, parents/carers, children and the Scottish Rugby Lead Officer for Child Protection and Welfare
 An interest in the well-being and safeguarding of children and child protection matters
 A willingness to challenge opinion, where necessary, and to drive the child protection agenda.
 Strong listening skills and the ability to deal with sensitive situations with integrity.
 The confidence and good judgment to manage situations relating to the poor conduct/behaviour of others towards a child.
Skills/Experience

 Attend relevant training to fulfil the role of Club Child Protection Officer.
 Experience of working with children.

Scottish Rugby’s Lead Officer for Child Protection and Welfare

Responsibilities:

 Ensure there are policies, procedures, systems, structures, resources and personnel in place to promote the welfare and protection of children taking part in rugby.
 Actively work jointly with parents/carers and other agencies through joint planning, training and monitoring of their arrangements for the protection of children.
 Ensure there are quality assurance mechanisms in place to monitor, review and evaluate arrangements for the protection of children.
 Lead on the effective implementation of policy and procedures throughout the sport.
 Implement the Scottish Rugby child protection policy and procedures.
 Encourage good practice by promoting and championing the child protection policy and procedures.
 Monitor and review the child protection policy and procedures to ensure they remain current and fit for purpose.
 Regularly report to SRU Board.
 Raise awareness of their role to parents/carers, adults, and children involved in the organisation.
 Raise awareness of the Code of Conduct for working with children to parents/carers, adults and children involved in the organisation.
 Challenge behaviour which breaches the Code of Conduct.
 Keep abreast of developments in the field of child protection by liaising with the Safeguarding in Sport service, attending relevant training or events and subscribing to the Safeguarding in Sport newsletter.
 Organise/signpost appropriate training for all adults working/volunteering with children in the organisation.
 Respond appropriately to disclosures or concerns which relate to the well-being of a child.
 Maintain confidential records of reported cases and action taken.
 Where required liaise with statutory agencies and ensure they have access to all necessary information.
 Support affiliated clubs and their Club Child Protection Officers.
Person Specification

 The ability to build relationships with Management/Committee/Board members, parents/carers, children and adults working/volunteering with children within the organisation.
 An interest in the well-being of children and in safeguarding and child protection matters.
 A willingness to challenge opinion, where necessary, and to drive the child protection agenda.
 Strong listening skills and the ability to deal with sensitive situations with integrity.
 The confidence and good judgment to manage situations relating to the poor conduct/behaviour of others towards a child.
Skills/Experience

 Attend relevant training to fulfil the role of SGB Child Protection Officer.
 Experience of working with children.

Scottish Rugby PVG Administrator

Responsibilities:

 Liaise with CRBS on behalf of clubs and programme managers to ensure the effective processing of PVG applications for volunteers.
 Process and record disclosure application management information using secure SRU data recording systems.
 Advise and liaise with Club Child Protection Officers and SRU programme managers on all matters related to PVG applications.
 Order and distribute PVG Scheme application forms
 Check PVG applications and cover sheets for correct completion prior to submission to CRBS
 Assist with tracking of applications in partnership with CRBS
 Inform CPOs and SRU Programme managers of completed Disclosure checks and issue of PVG scheme records
 Regularly report to SRU Lead Officer
 Keep abreast of developments in the systems and legislation related to PVG scheme.
 Maintain confidential records of checks undertaken
 Monitor updated contact information for Club Child Protection Officers..
 Where required liaise with statutory agencies and ensure they have access to all necessary information.
 Support affiliated clubs and their Club Child Protection Officers.
Person Specification

 The ability to build relationships with relevant personnel working/volunteering with children within the organisation.
 An interest in the well-being of children and in safeguarding and child protection matters.
 The ability to deal with sensitive situations with integrity.
 Excellent attention to detail
 Ability to maintain relevant, updated child protection records
Skills/Experience

 Administration and confidential data management.

RECOMMENDED PROCEDURES

Step 3
Risk Assessment

In order to provide opportunities for children to participate safely and to implement appropriate procedures to safeguard their wellbeing, we must be aware of the areas of risk and adequately assess these risks. This will:
• Make sure children are safe
• protect staff and volunteers
• make sure we comply with legislation
• reduce or remove liability
• give our sport a good reputation.

What Does the Law State?
The United Nations Convention on the Rights of the Child states that all children have the right to be protected from harm, abuse and exploitation at all times. Section 5 of the Children (Scotland) Act 1995 states that if you are 16 or over and have children in your care or control, then you must do what is reasonable in all circumstances to safeguard their health, welfare and development.

What Does All This Mean in Practice?
When children are taking part in our activities we have a responsibility to make sure they are safe from harm. We fulfil this duty by:
1. Accepting we have this duty.
2. Agreeing policies, procedures and practices which tell us what action we need to take in order to keep children safe from harm.
3. Telling all relevant persons about safe practices; for example, through training.
4. Putting them into PRACTICE.
5. Ensuring they are being followed and reviewing them.

We can’t be expected to eliminate every possible risk. Rugby is a contact sport and we don’t want to wrap children in cotton wool or have so many procedures and so much paperwork that staff and volunteers are prevented from carrying out their roles, or worse, put off altogether.

Risk assessments of youth rugby should allow us to focus on the things which are important. By doing what is ‘reasonable’, we will give people the confidence to know they are following good practice, and, therefore looking after themselves too.

CLUB YOUTH RUGBY RISK ASSESSMENT TEMPLATE

1. What are the hazards? 2. Who might be harmed? 3a) Evaluate the hazard 3b) What are you already doing? 3c) What further action is necessary? 4. How will you put the assessment into action?
List the hazards List who might be harmed High: could occur quite easily
Medium: could occur sometimes
Low: unlikely, but conceivable
What is already in place to reduce the likelihood of harm or to make any harm less serious Compare what you are already doing with good practice & policy. If there is a difference, list what needs to be done. Priorities. Deal with hazards that are high-risk and have serious consequences first.
By Whom, when, progress
Failure to follow guidelines on reporting concerns. Children may be harmed due to mishandling or non-reporting of concerns. H Adults asked to read/become aware of child protection policy and procedures. Education through internal briefings and external training. Club Child Protection Officer arranges training dates for staff/volunteers.

Age grade policies not followed / enforced fully.
Children could be harmed due to mismatch of physical abilities/maturity. H Are You Ready To Play Rugby guidance issued and followed. Continuing emphasis and visibility of AYRTPR. AYRTPR guidance documents – Age Grade Law variations and regulations - distributed.
Injury
Children. H Good practise re: injury prevention and management. Serious injury reporting procedures. All coaches and referees Rugby Ready and minimum standards for pitchside safety followed. Liaise with Rugby Ready administrator to ensure all relevant volunteers trained.
Failure to follow code of conduct and/or best practise guidelines.
Children due to poor practise.
Reputation of the club and sport. H Codes of Conduct issued and signed up to by volunteers.

5. Review Date:
Signed:

Step 4
CODE OF CONDUCT FOR SAFEGUARDING CHILDREN IN RUGBY

Scottish Rugby supports and requires all members to observe the following standards of practice, including verbal and non-verbal actions when involved in activities with young players under the age of 18years.

All concerns about breach of this Code of Conduct will be taken seriously and responded to in line with Scottish Rugby Disciplinary Procedure and/or Procedure for Responding to Concerns.

This code of conduct is linked to the overarching Rugby Code of Conduct, which clubs sign up to as part of the annual Participation Agreement. It is also linked to the organisation’s staff performance management systems and disciplinary policies.

GOOD PRACTICE

CLUB
• Implement suitable and robust recruitment for volunteers and staff to work with children
• Appoint suitably trained coaches and managers
• Ensure there is a clear way for children and parents to raise any concerns
• Appoint a child protection officer
• Adopt and implement a child protection policy
• Involve parents/carers wherever possible

ALL
• Make rugby fun, enjoyable and promote fair play principals
• Place value on the efforts and achievements of all players involved, including those on other teams
• Treat all players equally, with respect, dignity and fairness.
• Give enthusiastic and constructive feedback rather than negative criticism.

COACHES
• Follow Scottish Rugby age grade policies and Are You Ready to Play Rugby guidelines
• Properly supervise children during rugby activity
• Put the welfare and development of each player first before winning or achieving team performance goals.
• Build balanced relationships based on mutual trust and respect
• Include players in the decision-making process wherever possible and appropriate.
• Work in an open environment, wherever possible.
• Be an excellent role model
• Recognise the developmental needs and capacity of young players
• Follow medical advice and protocols relating to injury prevention and management

PRACTICE TO BE AVOIDED

COACHES
• Too much emphasis on the team winning over the enjoyment and development of the young players involved (Note: the balance of winning v player development will be different at different ages and levels of performance but should be in line with the relevant LTPD principles)
• Excessive training and competition, pushing young players against their will and putting undue pressure on them.
• Involving adults in practical demonstrations of contact rugby techniques including:
- coaches holding tackle pads and bags for drills for young players
• Spending inappropriate and unnecessary amounts of time working with children alone in private or unobserved situations
• One to one coaching sessions should only take place with parental consent and ideally with a chaperone and/or in a public place.
• One to one sessions for medical treatment are sometimes necessary for purposes of confidentiality.
GENERAL
• Failing to follow SRU guidelines and recommendations on best practise
• Having ‘favourites’
• Arranging to transport a child alone in your car, without prior consent from the child’s parents
• Smoking or drinking alcohol in the company of children
• Entering player’s bedrooms on trips away, unless in an emergency or in the interest of health and safety.
• If it is necessary to enter rooms, knock and say that you are coming in.
• The door should remain open, if appropriate.
• Where possible, doing things of a personal nature for children that they can do for themselves.

UNACCEPTABLE PRACTICE

COACHING
• Deliberately threatening, insulting, humiliating or embarrassing a player as a form of control
and/or ‘motivation’
• Reducing a player to tears as a form of control
• Engaging in rough or physical contact, including tackling a young player
• Swearing at young players or allowing players to do the same unchallenged
• Use sexualised language and/or allowing young players to do the same unchallenged
• Condoning or promoting excessive rivalry between players, teams and/or clubs on or off the pitch
• Shouting abusive or derogatory comments from the touchline at players or match officials

GENERAL
• Inviting or allowing young players to stay at your home
• Sharing a room alone with a young player
• Getting changed and/or showered in the same facilities at the same time as young players
• Forming intimate emotional, physical or sexual relationships with young players
• Allowing or engaging in sexual behaviour
o this includes suggestive comments and provocative jokes and games
• Allowing or encouraging young players to smoke, take drugs or drink alcohol
• Failing to follow SRU policies on safety for young players
- AYRTPR policies
- Injury reporting procedures
• Allowing allegations made by a player to go unchallenged, unrecorded or not acted upon.

Sign-up:
I have read and agree to abide by this Code of Conduct
I have also read and agree to abide by the Scottish Rugby’s Child Protection Policy, Procedures and Guidelines.

Name of staff member/volunteer:

Date signed:

STEP 5
Recommended training and workshops

Any adult who regularly works with children in sport may be the person that a child chooses to tell about abuse. It is vital that adults know how to respond and how to share information with those who can help and local training opportunities are available to build the confidence and knowledge of those working in youth rugby:

Name of Training Format/Content Suitable for Notes
Internal SRU workshop 1-2 hour briefing on SR policy and procedures. Sharing of real-life scenarios. All staff involved in delivery of youth rugby programmes. Child Protection Officers. Contact SRU Lead officer Child Protection and Welfare.
Safeguarding & Protecting Children, sportscoach UK workshop (SPC)
A 3-hour workshop raising basic awareness of issues of child protection in sport.
Suitable for coaches and volunteers who may come into contact with children. Available locally and through Children 1st
Safeguarding & Protecting Children 2, sportscoach UK workshop (SPC 2) 3 hours builds on knowledge gained on the ‘Safeguarding & Protecting Children’ workshop (SPC). Coaches working with children. Available locally and through Children 1st
In Safe Hands 3 hour workshop on putting child protection policies into practise. Club child protection officers. Age grade team managers. Contact Children 1st
Supporting Clubs 1 day workshop for those who provide support to sports clubs. Club DOs, Managers of programmes for young people. Contact Children 1st
Identifying and managing risk 3 hours for those with the responsibility for assessing risk for young people. Managers of programmes for young people.
Team managers. Contact Children 1st
Disciplinary Procedures, CHILDREN 1ST workshop
1 day workshop Anyone who will have responsibility in managing disciplinary processes when challenging the conduct of a member or staff or volunteer.
Contact Children 1st
Reviewing of the Management of Child Protection Concerns, CHILDREN 1ST workshop 1 day workshop Lead officer for Child Protection and Welfare. Contact Children 1st
Participation of Children and Young People, CHILDREN 1ST workshop

A 3-hour workshop is for anyone who has a role in developing participative practices with children and young people Lead Officer Child Protection and Welfare. Contact Children 1st

STEP 6
Recruitment and Selection

Loch Lomond Rugby Club uses an effective ‘recruitment and selection’ procedure to make sure new staff/volunteers have been carefully considered and vetted to do regulated work with children. These processes are overseen by [INSERT RESPONSIBLE PERSON HERE].

Organisations have a legal and moral duty to ensure that adults who work with children are ‘suitable’ to do so. A well-run recruitment process is all part of an organisation’s commitment to putting the welfare of children first. A robust process also prevents those who are barred from regulated work with children from doing so.

The following roles are accepted by CRBS as falling within the category of ‘regulated work’ :
• Youth Rugby Coach
• Youth Rugby Manager
• Child Protection Officer – Advising Children
• Youth Rugby Physio/Medic
• Youth Coaching Supervisor
• Regional Development Manager
• Club Development Officers
• Regional Academy Coach
• Head of Player Development
• Head of Coaching Development
• National Child Protection/Welfare Manager - Contact with Children
• Education Manager

LLRFC will take all reasonable steps to ensure unsuitable people are prevented from undertaking regulated work with children in rugby. Further, we recognise that we have a legal duty under the Protection of Vulnerable Groups (Scotland) Act 2007 to ensure that individuals who are barred from regulated work with children are not engaged (either paid or unpaid) in regulated work with children.

1. Advertising

All forms of advertising used to recruit and select staff/volunteers for regulated work with children will include the following:

• Details of Loch Lomond Rugby Club stance on child protection. A statement that the position applied for is regulated work with children and will require PVG Scheme membership.

2. Pre-application Information

Pre-application information for these positions will be sent to applicants and will include:

• Self-declaration form and PVG Scheme Q&A guidance notes.

Evidence of qualifications will always be verified.

3. Application and Self-Declaration Form

All applicants will be requested to complete a self-declaration form. The application form will include referee contact details. The self-declaration form, which shall include information on any past criminal behaviour, records or investigations, shall be requested in a separate sealed envelope and will not be opened until the applicant is selected for an interview. This form will only be seen by those directly involved in the selection process. If the applicant is not selected the form will be destroyed.

4. Review Applications

Loch Lomond Rugby Club will review application forms and consider applicants for interview. Self-declaration forms of those deemed suitable for interview will then be opened and considered. If the applicant is no longer an interview candidate, the self-declaration form must be destroyed. Successful applicants will be invited to interview.

5. Interview

Interviews will be carried out for all OFFICIAL/PAID positions which are regulated work with children.

6. Offer of Position

Once a decision has been made and an offer of appointment accepted the applicant’s appointment will only be confirmed when:
• satisfactory references have been received and checked
• a satisfactory Scheme Record/Scheme Record Update has been received.

7. References

References will always be requested and thoroughly checked. Where possible at least one of these references will be from an employer or a voluntary organisation where the position required working with children. References from relatives will not be accepted. If the applicant has no experience of working with children, specific training requirements will be agreed before their appointment commences.

8. Membership of the PVG Scheme

Individuals carrying out regulated work with children on behalf of Loch Lomond Rugby Club must be members of the PVG Scheme. We will require the successful applicant to submit a Scheme Record/Scheme Record Update application which will be returned to and processed by the club Child Protection Officer.

Scottish Rugby is registered with CRBS and acts as an umbrella body for clubs wishing to check applicants for regulated work with children as volunteers. A successful applicant will be required to submit a Scheme Record/Scheme Record Update application which will be returned processed by the PVG administrator. Scheme record certificates are returned to the Lead Officer for Child Protection and Welfare and any relevant areas for concern will be shared with the Club CPO and an action plan agreed.

It remains the responsibility of the organisation making the appointment to take the final decision on whether to proceed with the appointment.

Overseas Applicants

Applicants from overseas being appointed to regulated work with children are required to join the PVG Scheme.

Applicants from overseas will be asked to provide a police check from their relevant country where possible. Where this is not possible, or in addition to the police check, the following information, where relevant to the position, may be requested:
• A statement from the governing body in the country of origin of the applicant and/or the country from which they are transferring in regard to their participation and suitability for the position.
• A statement from the international federation of the sport in regard to their participation and suitability for the position.

9. Induction

After the applicant accepts post, the induction process will include the following:
• Clarification, agreement and signing up to the Child Protection Policy and procedures, including the Code of Conduct.

10. Training

Newly appointed staff/volunteers in regulated work with children should complete recommended training over an agreed period. See ‘recommended training’.

12. Monitoring and Performance Appraisal

All staff in positions of regulated work with children should be monitored and their performance appraised. This will provide an opportunity to evaluate progress, set new goals, identify training needs and address any concerns of poor practice.

14. New vetting information on PVG Scheme Records

If new vetting information becomes available, either through retrospective checks of existing members of staff/volunteers or an ongoing suitability process, it is important to consider this information alongside a newly completed self-declaration form to assess any risks.

Should any risk be identified, it will then be necessary to follow the club’s Responding to Concerns procedures about the Conduct of a Member of Staff/Volunteers and/or Disciplinary Procedures.

15. Consideration for Children’s List or Barred Individuals

If Disclosure Scotland inform Scottish Rugby that an individual is barred, that member of staff/volunteer will be removed by the club from regulated work with children immediately in line with the Protection of Vulnerable Groups (Scotland) Act 2007 duties for organisations.

If Disclosure Scotland notify Scottish Rugby that a member of staff/volunteer is considered for listing that individual will be suspended by the club as a precaution until the outcome of the case is determined. Remember that suspension is not a form of disciplinary action and does not involve pre-judgment. In all cases of suspension the welfare of children will be the paramount concern.

16. PVG Scheme Member leaves Scottish Rugby

Loch Lomond Rugby Club will update Scottish Rugby of PVG Scheme members who are no longer in regulated work with children on behalf of the organisation. Should a member of staff/volunteer not be in contact with Loch Lomond Rugby Club for up to three months, Scottish Rugby should be notified that the individual is no longer in regulated work with children within the club.

PROCEDURE FOR RECRUITMENT AND SELECTION OF STAFF/VOLUNTEERS IN REGULATED WORK WITH CHILDREN FLOWCHART

STEP 7
Procedure for Responding to Concerns

Set procedures ensure that everyone is clear on what action to take in the event of suspected abuse or inappropriate behaviour. It gives staff and volunteers clear, important steps to follow; ensuring action is taken quickly and in the best interests of the child.

Procedures:

These procedures apply to all staff/volunteers involved in Loch Lomond Rugby Club.

1. Concerns about the General Welfare of a Child (NOT involving concerns about child abuse)

Loch Lomond Rugby Club is committed to working in partnership with parents/carers whenever there are concerns about a child. Parents/carers have the primary responsibility for the safety and well-being of their children.

Where the concern does not involve the possibility of abuse, worries may be discussed with parents/carers. For example, if a child seems withdrawn, he/she may have experienced an upset in the family, such as a parental separation, divorce or bereavement. Common sense is advised in these situations.

Any significant, untoward or unusual incidents which cause concern about the welfare of a child/children should be recorded on the Significant Incident Form and reported to the Club Child Protection Officer as soon as possible. Parents/carers should also be informed of the circumstances as soon as possible.

Advice should be sought from Scottish Rugby Lead Officer for Child Protection and Welfare if there is any uncertainty about the appropriate course of action where there are concerns about the general welfare of a child.

2. Concerns about the Abuse of a Child

What to Do if a Child Tells You about Abuse

No club staff member or volunteer shall investigate allegations of abuse or decide whether or not a child has been abused.

Allegations of abuse must always be taken seriously. False allegations are very rare. If a child says or indicates they are being abused or information is obtained which gives concern that a child is being abused, the information must be responded to on the same day in line with the following procedure.

2a Respond
• React calmly so as not to frighten the child.
• Listen to the child and take what they say seriously. Do not show disbelief.
• Reassure the child they are not to blame and were right to tell someone.
• Be aware of interpreting what a child says, especially if they have learning or physical disabilities which affect their ability to communicate or English is not their first language.
• Do not assume that the experience was bad or painful - it may have been neutral or even pleasurable.
• Avoid projecting your own reactions onto the child.
• Avoid asking any questions. If necessary only ask enough questions to gain basic information to establish the possibility that abuse may have occurred. Only use open-ended, non-leading questions e.g. Who? Where? When?
• Do not introduce personal information from either your own experiences or those of other children.

Avoid:

• Panicking.
• Showing shock or distaste.
• Probing for more information than is offered.
• Speculating or making assumptions.
• Making negative comments about the person against whom the allegation has been made.
• Approaching the individual against whom the allegation has been made.
• Making promises or agreeing to keep secrets and giving a guarantee of confidentiality.

Observation/Information from an individual or agency
A concern or possible abuse of a child may be observed by another child or adult and information can come from an individual or another agency/organisation.

Where there is uncertainty about what to do with the information, directly from a child’s disclosure or from someone else, Scottish Rugby Lead Officer for Child Protection and Welfare must firstly be consulted for advice on the appropriate course of action.

If Scottish Rugby Lead Officer for Child Protection and Welfare is unavailable or an immediate response is required, the police and social work services must be consulted for advice. They have a statutory responsibility for the protection of children and they may already hold other concerning information about the child. Record any advice given.

If you are concerned about the immediate safety of the child:
Take whatever action is required to ensure the child’s immediate safety.
Pass the information immediately to the police and seek their advice.

2b Record

Make a written record of the information as soon as possible using the Significant Incident Form, completing as much of the form as possible. The following information will help the police and social workers decide what action to take next:

• Child’s name, age and date of birth.
• Child’s home address and telephone number.
• Any times, dates or other relevant information.
• Whether the person making the report is expressing their own concern or the concerns of another person.
• The child’s account, if it can be given, of what has happened and how any injuries
occurred using the child’s own words.
• The nature of the concern (include all of the information obtained during the initial account e.g. time, date, location).
• A description of any visible (when normally dressed) injuries or bruising, behavioural signs, indirect signs (do not physically examine the child).
• Details of any witnesses.
• Whether the child’s parents/carers have been informed.
• Details of anyone else who has been consulted and the information obtained from them.
• If it is not the child making the report, whether the child has been spoken to, if so what was said using the child’s own words.
• The child’s views on the situation.

If completing the form electronically, do not save copies to the hard drive, disk or pen drive. Print a copy, sign and date and then delete immediately. Pass the record to social work services or the police and to the Scottish Rugby Lead Officer for Child Protection and Welfare that day.

2c Sharing Concerns with Parents/Carers

Where there are concerns that the parents/carers may be responsible for or have knowledge of the abuse, sharing concerns with the parents/carers may place the child at further risk. In such cases advice must always firstly be sought from the police or social work services as to who informs the parents/carers.

RESPONDING TO CONCERNS FLOWCHART

RESPONDING TO CONCERNS ABOUT THE CONDUCT OF A MEMBER OF STAFF/VOLUNTEER

Concerns about the Conduct of a Member of Staff/Volunteer

This section of the procedure should be read in conjunction with Loch Lomond Rugby Club Disciplinary Procedure*. The following section details the procedure to be followed where the concern is about the conduct of a member of staff/volunteer.

These procedures aim to ensure that all concerns about the conduct of a member of staff/volunteer are dealt with in a timely, appropriate and proportionate manner. No member of staff/volunteer in receipt of information that causes concern about the conduct of a member of staff/volunteer towards children shall keep that information to himself or herself, or attempt to deal with the matter on their own.
In the event of an investigation into the conduct of a member of staff/volunteer all actions will be informed by the principles of natural justice:

• Employees and volunteers will be made aware of the nature of concern or complaint.
• Where the concern is about possible child abuse, advice will firstly be taken from the police as to what can be said to the employee or volunteer.
• An employee or volunteer will be given an opportunity to put forward their case.
• Loch Lomond Rugby Club will act in good faith, ensure the matter is dealt with impartially and as quickly as possible in the circumstances.

In all cases where there are concerns about the conduct of a member of staff/volunteer towards children, the welfare of the child will be the paramount consideration.

At any point in responding to concerns about the conduct of a member of staff/volunteer, advice may be sought from the police or social work services.

1 Initial Reporting of Concerns

Any concerns for the welfare of a child arising from the conduct of a member of staff/volunteer must be reported to the Club Child Protection Officer on the day the concern arises, as soon as practically possible.

Where the concern is about the Club Child Protection Officer it should be reported to the Scottish Rugby Lead Officer for Child Protection and Welfare.

2 Recording

Concerns must be recorded using the Significant Incident Form as soon as possible. Reporting the concerns to should not be delayed by gathering information to complete the form or until a written record has been made.

All subsequent actions taken and reasons for decisions shall be recorded (in the order in which they happened) on the Significant Incident Form. This should be signed and dated by the Club Child Protection Officer or the person appointed to manage the response to the concerns. Where Performance Management Procedures/Disciplinary Procedures* are invoked, a written record will be made of all actions and reasons for decision. Guidance on the storage, sharing and retention of such records is contained in the relevant procedure.

3 Establishing the Basic Facts

Once the concerns have been reported, the line Club Child Protection Officer will:

• Establish the basic facts.
• Conduct an initial assessment of the facts in order to determine the appropriate course of action.
• Consult club officers and/or external agencies such as the police and social work services for advice at any time. This is important because they may hold other important information which, when considered alongside the current concerns, builds a significant picture of concern.

4 Conducting the Initial Assessment

The Child Protection Officer will conduct the initial assessment and may approach Scottish Rugby Lead Officer for Child Protection and Welfare and/or Children 1st at this point for advice and support.

The purpose of the initial assessment is to clarify the nature and context of the concerns. It should determine whether there is reasonable cause to suspect or believe that a child has been abused/ harmed or is at risk of abuse or harm. Every situation is unique so guidance cannot be prescriptive.

• Where the established facts support a concern about possible breaches of the club code of conduct/abuse, the initial assessment will not form part of the disciplinary investigation. Scottish Rugby should be notified at this point.
• Subject to the nature and seriousness of the situation, if it is not clear at this stage whether a criminal offence may have been committed, the member of staff/volunteer may be approached as part of the information gathering process.
• Where the nature and seriousness of the information suggests that a criminal offence may have been committed, or that to assess the facts may jeopardise evidence, advice will be sought from the police before the member of staff/ volunteer is approached.
• An initial assessment of the basic facts may require the need to ask a child(ren) some basic, open-ended, non-leading questions solely with a view to clarifying the basic facts. It may also be necessary to ask similar basic questions of other children, or other appropriate individuals.
• Interviewing children about possible abuse and criminal offences is the sole remit of specially trained police officers and social workers. Questioning of children by those conducting an initial assessment should always be avoided as far as possible. If it is necessary to speak to the child in order to clarify the basic facts, best practice suggests that consent from the parent be obtained.
Possible outcomes of initial assessment:
(i) No further action (facts do not substantiate complaint).
(ii) Situation is dealt with under [CLUB and/or Scottish Rugby] Disciplinary Procedures.
(iii) Child protection investigation (jointly by police and social work services).
(iv) Criminal investigation (by the police).
The results of a criminal investigation may well influence the disciplinary investigation, but not in all cases.
(v) Civil proceedings (by the child/family who alleged abuse).

5 Initial assessment supports concerns about poor practice and/or misconduct (but not possible child abuse)

The Club Management Committee and the Child Protection Officer will deal with the situation in line with Loch Lomond Rugby Club Performance Management /Disciplinary Procedures*.

Pending the outcome of any investigation conducted under Performance Management Procedures or Disciplinary Procedures, precautionary suspension will be considered in all cases where there is significant concern about the conduct of a member of staff/volunteer towards children. The welfare of children will be the paramount concern in such circumstances.

Where the circumstances meet the referral criteria set out in the Protection of Vulnerable Groups (Scotland) Act 2007, the club must notify Scottish Rugby who will assist with the fulfilment of the club’s legal duty to make a referral to Disclosure Scotland .

6 Initial assessment supports concerns about possible child abuse
Where the initial assessment of information gives reasonable cause to suspect or believe possible child abuse the Club Child Protection Officer will refer the concerns to the police and/or social work services as soon as possible on the day the information is received.

The Club Child Protection Officer will make a written record of the name and designation of the social worker or the police officer to whom the concerns were passed together with the time and date of the call, in case any follow up is required.

Referrals to the police/social work services will be confirmed in writing by the Club Child Protection Officer within 24 hours. A copy of the Significant Incident Form will be provided to the police/ social work services on request.

Appropriate steps will be taken to ensure the safety of the child(ren) or who may be at risk. The parents/carers of the child(ren) involved will be informed as soon as possible following advice from the police/social work services.

Advice will firstly be obtained from the police/social work services about informing the staff member or volunteer involved in the concerns. If the advice is to inform the staff member or volunteer, they will be told that information has been received which may suggest an allegation of abuse. As the matter will be sub judice (i.e. under judicial consideration) no details will be given unless advised by the police. All actions will ensure the best evidence is preserved for any criminal proceedings while at the same time safeguarding the rights of the employee or volunteer.

Loch Lomond Rugby Club will take all reasonable steps to support a member of staff/volunteer against whom an allegation of abuse has been made.

7 Precautionary Suspension
Suspension is not a form of disciplinary action. The member of staff/volunteer involved may be suspended whilst an investigation is carried out.

Suspension will be carried out in accordance with the club’s Disciplinary Procedures. At the suspension interview the member of staff or volunteer will be informed of the reason for suspension (within the confines of sharing information) and given the opportunity to make a statement – which will be recorded – should they wish to do so.

Notification of the suspension and the reasons will be conveyed in writing to the staff member or volunteer in accordance with the club’s Disciplinary Procedures.
8 Disciplinary Investigation
An ongoing criminal investigation does not necessarily rule out disciplinary action. However, any action taken must not jeopardise the criminal investigation. Advice must be taken from the police on this. Sufficient information should be available to enable the club CPO and Management Committee to make a decision whether to go ahead with disciplinary action.
9 False or Malicious Allegations
In exceptional circumstances where an investigation establishes an allegation is false, unfounded or malicious:
• The staff member or volunteer involved will receive an account of the circumstances and/or investigation and a letter confirming the conclusion of the matter. They may wish to seek legal advice.
• All records pertaining to the circumstances and investigation should be kept in accordance with the club Policy on the Secure Storage of Information.
• The club will take all reasonable steps to support the individual in this situation.
• In these circumstances Scottish Rugby will review the child’s participation in rugby. It may be appropriate to have a discussion with the child (with parental/carer permission).
• Data collected for the investigation will be destroyed in accordance with the requirements of the Data Protection Act 1998.

10 Historical Allegations of Abuse
Allegations of abuse may be made some time after the event e.g. an adult who was abused as a child by someone who is still currently working with children. These procedures will be followed in the event of an allegation of historical abuse.

11 Protection of Vulnerable Groups (Scotland) Act 2007

a) The club, in partnership with Scottish Rugby will refer to Disclosure Scotland the case of any member of staff/volunteer who (whether or not in the course of their role within the organisation) has:

• harmed a child
• placed a child at risk of harm
• engaged in inappropriate conduct involving pornography
• engaged in inappropriate conduct of a sexual nature involving a child, or
• given inappropriate medical treatment to a child.

AND as a result:
1. The club has dismissed the member of staff or volunteer.
2. The member of staff or volunteer would have been dismissed as a result of the incident had they not resigned, retired or been made redundant.
3. The club has transferred the member of staff/volunteer to a position in Scottish Rugby which is not regulated work with children.
4. The member of staff or volunteer would have been dismissed or considered for dismissal where employment or volunteer role was not due to end at the expiry of a fixed term contract; or,
5. The member of staff or volunteer would have been dismissed or considered for dismissal had the contract not expired.
The club will also refer the case of a staff member or volunteer where information becomes available after the member of staff or volunteer has:
• been dismissed by the club
• resigned, retired or been made redundant,
• been transferred to another position in the club which is not regulated work with children; and,
• where the club receives information that a member of staff or volunteer who holds a position of regulated work has been listed on the Children’s List, the member of staff or volunteer will be removed from the regulated work with children post.
b) If Disclosure Scotland notify the club (via Scottish Rugby) that a member of staff/volunteer is considered for listing that individual will be suspended as a precaution until the outcome of the case is determined. Remember that suspension is not a form of disciplinary action and does not involve pre-judgment. In all cases of suspension the welfare of children will be the paramount concern.

c) If Disclosure Scotland inform the club (via Scottish Rugby) that an individual is barred, that member of staff/volunteer will be removed from regulated work with children immediately in line with the Protection of Vulnerable Groups (Scotland) Act 2007.

12 Media
Scottish Rugby will provide support any member club with the handling of media enquiries related to any child protection matter. All media enquiries relating to the conduct of a member of staff or volunteer may be referred to Scottish Rugby
Director of Communications and Public Affairs
Dominic McKay
Tel: +44 (0)131 346 5126
Mob: +44 (0)7812 419150

RESPONDING TO CONCERNS ABOUT THE CONDUCT OF A MEMBER OF STAFF/VOLUNTEER FLOWCHART

SIGNIFICANT INCIDENT FORM

This form must be completed as soon as possible after receiving information that causes concern about the welfare or protection of a child. The form must be passed to Club Child Protection Officer/Scottish Rugby Lead Officer for Child Protection as soon as possible after completion; do not delay by attempting to obtain information to complete all sections.
 Complete Part A of this form if the concerns relate to the general welfare of a child.
 Complete Parts A and B if the concerns relate to possible child abuse.

PART A WHERE THERE ARE CONCERNS ABOUT GENERAL WELFARE OF A CHILD
1. Child’s Details
Name:
Date of Birth:
Address:

Postcode: Tel No:
Preferred Language:
Is an interpreter required? YES / NO
Any Additional Needs?

2. Details of Person Recording Concerns

Name:
Position/Role:
Address:

Postcode: Tel No:

3. Details of Incident giving rise to Concerns
(including date, time, location, nature of concern, who, what, where, when, why)

4. Details of any witnesses
(including names, addresses and telephone contacts)

5. Details of injuries
(including all injuries sustained, location of injury and action taken)

PART B WHERE THERE ARE CONCERNS ABOUT POSSIBLE CHILD ABUSE

6. Details of person about whom there is a concern

Name:
Relationship to Child:
Address:

Postcode: Tel No:

7. Details of concerns
(including date, time, location, nature of concern, who, what, where, when, why
Continue on a separate sheet if necessary)

8. Details of any action taken

9. Details of agencies contacted
(including date, time, name of person contacted and advice received)

10. Have the child’s parents/carers been informed? YES/NO (delete as appropriate)
If yes, record details / If no please state why not:

11. Child’s views on situation (if expressed). Where possible, please use the child’s own words.

Signed: Date:

Print Name: Position:
STEP 8
Template Disciplinary Procedures for Staff and Volunteers

[THE CLUB] encourages high standards of behaviour and action will be taken when members of staff/volunteers breach the code of conduct in line with club Disciplinary Procedures.

Why is this important?
Sports organisations should encourage high standards of behaviour and action should be taken when members of staff/volunteers breach the code of conduct. A disciplinary procedure allows inappropriate behaviour to be addressed fairly and consistently. Child protection within an organisation is greatly enhanced by having a good disciplinary procedure.

DISCIPLINARY PROCEDURE

1. PRINCIPLES
a) This procedure is designed to establish the facts quickly and to deal with disciplinary issues consistently.
b) No disciplinary action will be taken until a matter has been fully investigated.
c) The member of staff/volunteer involved may be suspended from their role while an investigation is carried out. Suspension is not a form of disciplinary action. A decision to suspend will be made by [role title]. Notification of the suspension and the reasons will be conveyed in writing to the member of staff/volunteer.
d) At every stage of the formal disciplinary procedure the member of staff/volunteer will have the opportunity to state his/her case at a disciplinary hearing. If so wished he/she will have the opportunity to be represented or accompanied at the hearings by a third party e.g. a friend or colleague or a trade union representative, (where applicable).
e) The member of staff/volunteer has the right to appeal against any disciplinary action.
f) The disciplinary procedure may be implemented at Stage 1, 2 or 3 if the member of staff/volunteer’s alleged misconduct warrants such action.
2. THE PROCEDURE
2.1 Initial Assessment/Stage

The purpose of the initial assessment is to clarify the nature and context of the concern. It should determine whether there is reasonable cause to suspect or believe that a child has been abused or harmed, or is at risk of abuse or harm. It will involve asking some basic questions of appropriate individuals with the sole purpose of clarifying the basic facts.
If the nature of the concern suggests a criminal offence has occurred, or that a child may have been abused, then advice must be sought from the police before speaking to child witnesses or to the member of staff/volunteer at the centre of the allegation.

The possible outcomes of the initial assessment are:

1. No further action (facts do not substantiate complaint).
2. Situation is dealt with under formal disciplinary procedures (by sports organisation).
3. Child protection investigation (jointly by the police or social work services).
4. Criminal investigation (by the police).

Where a member of staff/volunteer fails to meet the required standard of behaviour and the shortfall is of a minor nature, the [role title] may decide to speak to the member of staff/volunteer on an informal basis to avoid the need for formal disciplinary action. The [role title] will also advise the member of staff/volunteer of the need to achieve and maintain the standards required. The [role title] may inform the member of staff/volunteer that failure to achieve the required standards will result in a formal disciplinary hearing, which may result in disciplinary action.
Facts of the conversation should be noted and confirmed in writing to the member of staff/volunteer so there is clarity about what has to be achieved.

Following the initial assessment a period of precautionary suspension may be helpful or necessary while a concern is being further investigated.

2.2 Precautionary Suspension

Precautionary suspension may be considered in the following circumstances:
• if the police or social work services advise suspension
• if the allegation made against the member of staff/volunteer was ultimately to be proved, then there would be a significant concern about the conduct of that member of staff/volunteer towards children or other adults
• if the member of staff/volunteer’s attendance or involvement in the club could compromise the investigation
• if Disclosure Scotland notify [Scottish Rugby] that an individual is being considered for the Children’s List.

Suspension is not a form of disciplinary action and does not involve pre-judgment.. It should only be considered in the above circumstances.

In all cases of suspension the welfare of children will be the paramount concern.

2.3 Formal Disciplinary Procedure
• Stage 1 – First warning
If conduct is unsatisfactory, the member of staff/volunteer will be given a written warning. Such warnings will be recorded. The warning will expire after [6 months] of satisfactory conduct. A final written warning may be considered if there is no sustained satisfactory improvement or change.
• Stage 2 – Final written warning
If the offence is serious, or there is no improvement in standards, or if a further offence of a similar kind occurs, a final written warning will be given. The written warning will expire after [12 months]. Action at Stage 3 will be taken if there is no sustained satisfactory improvement or change.
• Stage 3 – Dismissal or Action Short of Dismissal
If the conduct has failed to improve, the member of staff/volunteer may suffer demotion, disciplinary transfer, or dismissal.
Gross misconduct
If, after investigation, it is confirmed that a member of staff/volunteer has committed an offence of the following nature (the list is not exhaustive), the normal consequence will be dismissal without notice or payment in lieu of notice: - theft, damage to property, fraud, incapacity for work due to being under the influence of alcohol or illegal drugs, physical violence, bullying, abuse of a child and gross insubordination.
Following advice from the police, cases that also involve a criminal investigation will not preclude disciplinary action being taken.. This is provided sufficient information is available to enable the club to make a decision and that to do so does not jeopardize the criminal investigation. Any decision to dismiss will be taken by the club only after full investigation.
3. APPEALS
A member of staff/volunteer who wishes to appeal against any disciplinary decision must do so to [role title/appeal panel] within seven working days of the disciplinary decision being made known to them.
The member of staff/volunteer should provide a written statement of the appeal, indicating the grounds for the appeal together with such accompanying documents as they feel appropriate.
The appeal will be heard by [role title/appeal panel] and a decision on the case made as impartially as possible.
The [role title/appeal committee] will notify the member of staff/volunteer of the decision in writing as expeditiously as possible. The decision of [role title/appeal committee] is final and there is no right of appeal.
4. REFERRALS TO THE CHILDREN’S LIST

Where a club takes disciplinary action to remove a member of staff/volunteer from regulated work as a result of harmful behaviour towards a child, then they have a duty to refer the member of staff/volunteer to Disclosure Scotland so that consideration can be given to whether that individual should be barred from any kind of regulated work with children. Without this duty there would be no way of preventing individuals moving undetected to other organisations where they may continue to pose a risk.

The Protection of Vulnerable Groups (Scotland) Act 2007 stipulates that organisations must refer to Disclosure Scotland the case of any member of staff/volunteer who (whether or not in the course of their role within the organisation) has:

• harmed a child
• placed a child at risk of harm
• engaged in inappropriate conduct involving pornography
• engaged in inappropriate conduct of a sexual nature involving a child, or
• given inappropriate medical treatment to a child.

AND as a result:
1.The club has dismissed the member of staff/volunteer.
2. The member of staff/volunteer would have been dismissed as a result of the incident had they not resigned, retired or been made redundant.

Loch Lomond Rugby Club

Introduction