SOUTH NORMANTON ATHLETIC FOOTBALL CLUB
CLUB VULNERABLE ADULTS POLICY AND PROCEDURES
All sporting organisations which make provision for children and vulnerable adults must ensure that:
• The welfare of the vulnerable adults are paramount;
• All vulnerable adults, whatever their age, culture, disability, gender, language, racial origin religious beliefs and/or sexual identity have the right to protection from abuse;
• All suspicions and allegations of abuse and poor practice will be taken seriously and responded to swiftly and appropriately;
• All staff (paid/unpaid) working in sport have a responsibility to report concerns to the appropriate officer.
Staff/volunteers are not trained to deal with situations of abuse or to decide if abuse has occurred.
Policy statement
The committee of the South Normanton Athletic Football Club recognises that Sport can and does have a very powerful and positive influence on people - especially young people and vulnerable adults. Not only can sport provide opportunities for enjoyment and achievement, it can also help those who participate to develop valuable qualities and skills such as self-esteem, leadership and teamwork. These positive effects can only take place if sport is in the right hands - in the hands of those who place the welfare of all young people and vulnerable adults first and adopt practices that support, protect and empower them. The reality is that abuse does take place in sport and in some cases coaches and other trusted adults in sport have been convicted of abusing children and vulnerable adults.
Everyone has a duty of care towards children and vulnerable adults to help to protect them from abuse. The South Normanton Athletic Football Club has developed this document to enable our individual members to provide and promote a safe and secure environment for children and vulnerable adults. We are very proud of our sport and place the future of it in the hands of today's children in the hope and expectation that they will one day be great ambassadors for every sport. The South Normanton Athletic Football Club has a duty of care to safeguard all vulnerable adults involved in The South Normanton Athletic Football Club from harm. All vulnerable adults have a right to protection, and the needs of disabled children and others who may be particularly vulnerable must be taken into account. The South Normanton Athletic Football Club will ensure the safety and protection of all vulnerable adults involved in The South Normanton Athletic Football Club through adherence to the Child and Vulnerable Adults Protection guidelines adopted by The South Normanton Athletic Football Club.
South Normanton Athletic Football Club defines a vulnerable adult based on the Law Commission’s definition – that is a person who: ‘is or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself against significant harm or exploitation.’ In clarifying this further, South Normanton Athletic Football Club, adopts the Department of Health’s guidance in that an ‘adult’ refers to a person aged 18 years and over and that people with learning difficulties, mental health problems, older people and people with a disability or impairment will be included within this definition, particularly when their situation is complicated by additional factors, such as physical frailty or chronic illness, sensory impairment, challenging behaviour, drug or alcohol problems, social or emotional problems, poverty or homelessness.
In clarifying this further, South Normanton Athletic Football Club, adopts the Department of Health’s guidance in that an ‘adult’ refers to a person aged 18 years and over and that people with learning difficulties, mental health problems, older people and people with a disability or impairment will be included within this definition, particularly when their situation is complicated by additional factors, such as physical frailty or chronic illness, sensory impairment, challenging behaviour, drug or alcohol problems, social or emotional problems, poverty or homelessness.
This policy, the related procedures and the codes of good practises in place, establish the roles and responsibilities of committee, coaches, parents or guardians, in relation to the protection of vulnerable adults, with whom their work and activities at the club brings them into contact.
In relation to vulnerable adults, the approach of South Normanton Athletic Football Club will be based on and reflects, the principles of relevant legislation and guidance relating to the protection of vulnerable adults.
• The welfare of the vulnerable adults are paramount;
• All vulnerable adults, whatever their age, culture, disability, gender, language, racial origin religious beliefs and/or sexual identity have the right to protection from abuse;
• All suspicions and allegations of abuse and poor practice will be taken seriously and responded to swiftly and appropriately;
• All staff (paid/unpaid) working in sport has a responsibility to report concerns to the appropriate officer.
• Staff/volunteers are not trained to deal with situations of abuse or to decide if abuse has occurred.

The committee are responsible for the protection of vulnerable adults within The South Normanton Athletic Football Club. They have designated the Club Welfare Officer to oversee this on their behalf. This will include ensuring the implementation and monitoring of this policy.

Recruitment and Employment
All reasonable steps must be taken to ensure unsuitable people are prevented from working with children and vulnerable adults.
For all positions that require regular contact with children or vulnerable adults the correct recruitment procedures must be completed. All applicants will be requested to complete an application and self-declaration form. The purpose of the application form is to obtain relevant details from the applicant for the position. The purpose of the self-declaration form is to collect information on criminal behaviour that is relevant to the position e.g. criminal records or investigations.

The committee recognises that if vulnerable adults are to be truly protected it is essential that everyone working with vulnerable adults contributes to the work of those with direct responsibility for the protection of vulnerable adults. The procedures in place recognise and are consistent with that objective and have been designed to compliment Local Authority procedures.
As a responsible body, The South Normanton Athletic Football Club can not and should not restrict our sense of duty to those vulnerable adults we identify as our service users. Coaches and committee, through their work, come into contact with a number of vulnerable adults each and every year. By being vigilant and acting where concerns exist, we can play an important part of their protection.

Confidentiality
In operating this policy, committee and coaches, must also be aware that, in order to protect vulnerable adults, in some circumstances it will be necessary to share what might normally be regarded as confidential information. The following principles should be adhered to:
• Information will only be shared on a need to know basis.
• Information will only be shared when it is in the best interests of the service users.
• Confidentiality must not be confused with secrecy.
• Informed consent should be obtained but if this is not possible and other vulnerable adults or at risk it may be necessary to over-ride it.
Guidance in the form of a Code of Good Practise has also been developed by South Normanton Athletic Football Club, to provide all our members with ideas which not only help to protect vulnerable adults, but will also help to identify any practises which could be mistakenly interpreted and perhaps lead to false allegations of abuse. Committee and coaches, should familiarise themselves with this and if it is necessary to carry out practises contrary to it, only do so after discussion with, and the approval of, the committee.

Policy aims
The aim of The South Normanton Athletic Football Club Vulnerable Adults Policy is to promote good practice:
• Providing vulnerable adults with appropriate safety and protection whilst in the care of The South Normanton Athletic Football Club.
• Allow all staff /volunteers to make informed and confident responses to specific vulnerable adults protection issues.

Promoting good practice
Abuse, particularly sexual abuse, can arouse strong emotions in those facing such a situation. It is important to understand these feelings and not allow them to interfere with your judgement about the appropriate action to take.
Abuse can occur within many situations including the home, school and the sporting environment. Some individuals will actively seek employment or voluntary work with young people in order to harm them. A coach, instructor, teacher, official or volunteer will have regular contact with young people and be an important link in identifying cases where they need protection. All suspicious cases of poor practice should be reported following the guidelines in this document.
When a vulnerable adult enters the club activity having been subjected to abuse outside the sporting environment, sport can play a crucial role in improving the person’s self-esteem. In such instances the club activity organiser must work with the appropriate agencies to ensure the vulnerable adult receives the required support.
Good practice guidelines
All personnel should be encouraged to demonstrate exemplary behaviour in order to promote vulnerable adults welfare and reduce the likelihood of allegations being made. The following are common sense examples of how to create a positive culture and climate.
Good practice means:
• Always working in an open environment (e.g. avoiding private or unobserved situations and encouraging open communication with no secrets).
• Treating all persons equally, and with respect and dignity.
• Always putting the welfare of each person first, before winning or achieving goals.
• Maintaining a safe and appropriate distance with players (e.g. it is not appropriate for staff or volunteers to have an intimate relationship with a child or vulnerable adult or to share a room with them).
• Building balanced relationships based on mutual trust which empowers them to share in the decision-making process;
• Making sport fun, enjoyable and promoting fair play.
• Ensuring that if any form of manual/physical support is required, it should be provided openly and according to guidelines provided by the Coach Education Programme. Care is needed, as it is difficult to maintain hand positions when the vulnerable adult is constantly moving. Vulnerable Adults and their parents should always be consulted and their agreement gained.
• Keeping up to date with technical skills, qualifications and insurance in sport.
• Involving parents/carers wherever possible. For example, encouraging them to take responsibility for their children in the changing rooms. If groups have to be supervised in the changing rooms, always ensure parents, teachers, coaches or officials work in pairs.
• Ensuring that if mixed teams are taken away, they should always be accompanied by a male and female member of staff. However, remember that same gender abuse can also occur.
• Ensuring that at tournaments or residential events, adults should not enter children’s rooms or invite children into their rooms.
• Being an excellent role model – this includes not smoking or drinking alcohol in the company of young people.
• Giving enthusiastic and constructive feedback rather than negative criticism.
• Recognising the developmental needs and capacity of vulnerable adults – avoiding excessive training or competition and not pushing them against their will.
• Securing parental or carer consent in writing to act in loco parentis, if the need arises to administer emergency first aid and/or other medical treatment.
• Keeping a written record of any injury that occurs, along with the details of any treatment given.
• Requesting written parental or carer consent if club officials are required to transport people in their cars.

Practices to be avoided
The following should be avoided except in emergencies. If cases arise where these situations are unavoidable it should be with the full knowledge and consent of someone in charge in the club or the vulnerable adults parents or carers. For example, a person sustains an injury and needs to go to hospital, or a parent / carer fails to arrive to pick up at the end of a session:
• Avoid spending time alone with vulnerable adults away from others
• Avoid taking or dropping off a vulnerable adult to an event or activity
Practices never to be sanctioned
The following should never be sanctioned. You should never:
• Engage in rough, physical or sexually provocative games, including horseplay
• Share a room
• Allow or engage in any form of inappropriate touching
• Allow vulnerable adults to use inappropriate language unchallenged
• Make sexually suggestive comments, even in fun
• Reduce a vulnerable adult to tears as a form of control
• Fail to act upon and record any allegations made by a person
• Do things of a personal nature for vulnerable adults, that they can do for themselves
• Invite or allow vulnerable adults to stay with you at your home unsupervised
N.B. It may sometimes be necessary for staff or volunteers to do things of a personal nature for vulnerable adults, particularly if they are disabled. These tasks should only be carried out with the full understanding and consent of parents and the players involved. There is a need to be responsive to a person’s reactions. If a person is fully dependent on you, talk with him/her about what you are doing and give choices where possible. This is particularly so if you are involved in any dressing or undressing of outer clothing, or where there is physical contact, lifting or assisting a person to carry out particular activities. Avoid taking on the responsibility for tasks for which you are not appropriately trained.
Incidents that must be reported/recorded
If any of the following occur you should report this immediately to the appropriate officer and record the incident. You should also ensure the parents of the vulnerable adult are informed:
• If you accidentally hurt a player.
• If he/she seems distressed in any manner.
• If a player appears to be sexually aroused by your actions.
• If a player misunderstands or misinterprets something you have done.

Use of photographic/filming equipment at sporting events
There is evidence that some people have used sporting events as an opportunity to take inappropriate photographs or film footage of young or disabled sportspeople in vulnerable positions. All clubs should be vigilant and any concerns should to be reported to the Club Welfare Officer.
Videoing as a Coaching Aid: there is no intention to prevent club coaches and teachers using video equipment as a legitimate coaching aid. However, performers and their parents/carers should be made aware that this is part of the coaching programme and their consent obtained, and such films should be stored safely.

Recruitment and training of staff and volunteers
The South Normanton Athletic Football Club recognises that anyone may have the potential to abuse children or vulnerable adults in some way and that all reasonable steps are taken to ensure unsuitable people are prevented from working with children. Pre-selection checks must included the following:
• All volunteers/staff should complete an application form. The application form will elicit information about an applicant's past and a self disclosure about any criminal record.
• Consent should be obtained from an applicant to seek information from the Criminal Records Bureau.
• Two confidential references, including one regarding previous work. These references must be taken up and confirmed through telephone contact.
• Evidence of identity (passport or driving licence with photo).
Interview and Induction
All employees (and volunteers) will be required to undergo an interview carried out to acceptable protocol and recommendations. All employees and volunteers should receive an induction, during which:
• A check should be made that the application form has been completed in full (including sections on criminal records and self-disclosures).
• Their qualifications should be substantiated.
• The job requirements and responsibilities should be clarified.
• Vulnerable Adults procedures are explained and training needs are identified.
• They should sign up to the organisation’s Code of Ethics and Conduct, Child Protection policy and Vulnerable Adults Policy.
Training
In addition to pre-selection checks, the safeguarding process includes training after recruitment to help staff and volunteers to:
• Analyse their own practice against established good practice, and to ensure their practice is not likely to result in allegations being made.
• Recognise their responsibilities and report any concerns about suspected poor practice or possible abuse.
• Respond to concerns expressed by a child or vulnerable adult.
• Work safely effectively with vulnerable adults.
• The South Normanton Athletic Football Club requires:
• Coaching staff to attend a recognised 3-hour good practice and child protection awareness training workshop, to ensure their practice is exemplary and to facilitate the development of a positive culture towards good practice, child protection and vulnerable adults protection.
• Non-coaching staff and volunteers to complete a recognised awareness training on child and vulnerable adults protection.
• Relevant personnel to receive advisory information outlining good practice and informing them about what to do if they have concerns about the behaviour of an adult towards a vulnerable adult.
• Relevant personnel to gain a national first aid training (where necessary).
• Attend update training when necessary.

Responding to allegations or suspicions
It is not the responsibility of anyone working in The South Normanton Athletic Football Club, in a paid or unpaid capacity to decide whether or not abuse has taken place. However there is a responsibility to act on any concerns by reporting these to the appropriate officer or the appropriate authorities.
The South Normanton Athletic Football Club will assure all staff/volunteers that it will fully support and protect anyone, who in good faith reports his or her concern that a colleague is, or may be, abusing a child.
Where there is a complaint against a member of staff there may be three types of investigation:
• A criminal investigation,
• A vulnerable adult protection investigation,
• A disciplinary or misconduct investigation.
The results of the police and vulnerable adult protection investigation may well influence and inform the disciplinary investigation, but all available information will be used to reach a decision.
Action if there are concerns
1. Concerns about poor practice:
• If, following consideration, the allegation is clearly about poor practice; the designated / Club Welfare Officer will deal with it as a misconduct issue.
• If the allegation is about poor practice by the Organisation/Club Welfare Officer, or if the matter has been handled inadequately and concerns remain, it should be reported to the relevant Football Association officer who will decide how to deal with the allegation and whether or not to initiate disciplinary proceedings.
2. Concerns about suspected abuse
• Any suspicion that a vulnerable adult has been abused by either a member of staff or a volunteer should be reported to the Organisation/Club Welfare Officer, who will take such steps as considered necessary to ensure the safety of the person in question and any other person who may be at risk.
• The Organisation/Club Welfare Officer will refer the allegation to the social services department who may involve the police.
• The parents or carers of the vulnerable adult will be contacted as soon as possible following advice from the social services department.
• The Organisation/Club Welfare Officer should also notify the relevant Derbyshire County Football Association officer who in turn will inform the Football Association Club Welfare Officer who will deal with any media enquiries.
• If the Organisation/Club Welfare Officer is the subject of the suspicion/allegation, the report must be made to the appropriate Manager or in his/her absence the Football Association Club Welfare Officer who will refer the allegation to Social Services.
Confidentiality
Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only. This includes the following people:
• The Club Welfare Officer.
• The parents or carers of the person who is alleged to have been abused
• The person making the allegation.
• Social services/police.
• Seek social services advice on who should approach the alleged abuser (or parents if the alleged abuser is a child).
Information should be stored in a secure place with limited access to designated people, in line with data protection laws (e.g. that information is accurate, regularly updated, relevant and secure).
Internal Enquiries and Suspension
• The South Normanton Athletic Football Club Welfare Officer will make an immediate decision about whether any individual accused of abuse should be temporarily suspended pending further police and social services inquiries.
• Irrespective of the findings of the social services or police inquiries The South Normanton Athletic Football Club Disciplinary Committee will assess all individual cases to decide whether a member of staff or volunteer can be reinstated and how this can be sensitively handled. This may be a difficult decision; particularly where there is insufficient evidence to uphold any action by the police. In such cases, The South Normanton Athletic Football Club Disciplinary Committee must reach a decision based upon the available information which could suggest that on a balance of probability, it is more likely than not that the allegation is true. The welfare of the vulnerable adult should remain of paramount importance throughout.
Support to deal with the aftermath of abuse:
• Consideration should be given to the kind of support that vulnerable adults, children, parents and members of staff may need. Use of helplines, support groups and open meetings will maintain an open culture and help the healing process. The British Association for Counselling Directory is available from The British Association for Counselling, 1 Regent Place, Rugby CV21 2PJ, Tel: 01788 550899, Fax: 01788 562189, E-mail: bac@bacp.co.uk, Internet: http://www.bacp.co.uk.
• Consideration should be given to what kind of support may be appropriate for the alleged perpetrator.
Allegations of previous abuse
Allegations of abuse may be made some time after the event (e.g. by an adult who was abused as a child or by a member of staff who is still currently working with children and vulnerable adults).
Where such an allegation is made, the club should follow the procedures as detailed above and report the matter to the social services or the police. This is because other children or vulnerable adults, either within or outside sport, may be at risk from this person. Anyone who has a previous criminal conviction for offences related to abuse is automatically excluded from working with children. This is reinforced by the details of the Protection of Children Act 1999.
Action if bullying is suspected
If bullying is suspected, the same procedure should be followed as set out in 'Responding to suspicions or allegations' above.
Action to help the victim and prevent bullying in sport:
• Take all signs of bullying very seriously.
• Encourage all persons to speak and share their concerns (It is believed that up to 12 children per year commit suicide as a result of bullying, so if anyone talks about or threatens suicide, seek professional help immediately). Help the victim to speak out and tell the person in charge or someone in authority. Create an open environment.
• Investigate all allegations and take action to ensure the victim is safe. Speak with the victim and the bully(ies) separately.
• Reassure the victim that you can be trusted and will help them, although you cannot promise to tell no one else.
• Keep records of what is said (what happened, by whom, when).
• Report any concerns to the Club Welfare Officer or the place wherever the bullying is occurring.
Action towards the bully(ies):
• Talk with the bully(ies), explain the situation, and try to get the bully (ies) to understand the consequences of their behaviour. Seek an apology to the victim(s).
• Inform the bully’s parents.
• Insist on the return of 'borrowed' items and that the bully(ies) compensate the victim.
• Provide support for the victim's coach.
• Impose sanctions as necessary.
• Encourage and support the bully(ies) to change behaviour.
• Hold meetings with the families to report on progress.
• Inform all organisation members of action taken.
• Keep a written record of action taken.
• Most 'low level' incidents will be dealt with at the time by coaches and volunteers. However, if the bullying is severe (e.g. a serious assault), or if it persists despite efforts to deal with it, incidents should be referred to the designated/Club Welfare Officer as in "responding to suspicions or allegations" above.
Concerns outside the immediate sporting environment
(e.g. a parent or carer):
• Report your concerns to the Club Welfare Officer, who should contact social services or the police as soon as possible.
See below for the information social services or the police will need:
• If the Club Welfare Officer is not available, the person being told of or discovering the abuse should contact social services or the police immediately.
• Social Services and the Club Welfare Officer will decide how to involve the parents/carers.
• The Club Welfare Officer should also report the incident to The South Normanton Athletic Football Club committee. The committee should ascertain whether or not the person/s involved in the incident play a role in The South Normanton Athletic Football Club and act accordingly.
• Maintain confidentiality on a need to know basis only.
• See below regarding information needed for social services.
Information for social services or the police about suspected abuse
To ensure that this information is as helpful as possible, a detailed record should always be made at the time of the disclosure/concern, which should include the following:
• The person’s name, age and date of birth of the vulnerable adult.
• The vulnerable adults home address and telephone number.
• Whether or not the person making the report is expressing their own concerns or those of someone else.
• The nature of the allegation. Include dates, times, any special factors and other relevant information.
• Make a clear distinction between what is fact, opinion or hearsay.
• A description of any visible bruising or other injuries. Also any indirect signs, such as behavioural changes.
• Details of witnesses to the incidents.
• The vulnerable adult’s account, if it can be given, of what has happened and how any bruising or other injuries occurred.
• Have the parents or carer been contacted?
• If so what has been said?
• Has anyone else been consulted? If so record details.
• If the vulnerable adult was not the person who reported the incident, has the vulnerable adult been spoken to? If so what was said?
• Has anyone been alleged to be the abuser? Record details.
• Where possible referral to the police or social services should be confirmed in writing within 24 hours and the name of the contact who took the referral should be recorded.
If you are worried about sharing concerns about abuse with a senior colleague, you can contact social services or the police direct, or the FA / NSPCC Child Protection Helpline on 0808 800 5000, or Childline on 0800 1111.
All of the Policies adopted by The South Normanton Athletic Football Club are under constant revision and you are advised to examine them on a regular basis.