Club guidelines
Safeguarding children and young people who take part in your sports activities
Help and advice from the Child Protection in Sport Unit
Ratios
Adult/participant ratios should be based on the age of the children involved, the degree of risk the activity involves, and whether there are disability needs. The lower the age of the participants, the greater the need for supervision. If the activity is mixed gender, male and female staff should be available.
Further information:
Guidelines on staffing/supervision ratios for children/young people’s activities (PDF, 55KB)
Your sport's Governing Body should be able to give you specific guidance.
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Changing rooms
For private club facilities, when children and young people use changing rooms, they should be supervised by two members of staff/volunteers. Adult staff /volunteers should not change or shower at the same time using the same facilities. For mixed gender activities, separate facilities should be available for boys and girls.
If a child feels uncomfortable changing or showering in public, no pressure should be placed on them to do so. Instead, they should be encouraged to shower or change at home.
If children with disabilities use your club, make sure they and their carers are involved in deciding how they should be assisted. Ensure they are able to consent to the assistance that is offered.
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Injuries and illness
Your organisation should have guidelines and report forms for any injuries children sustain during activities. Where staff witness an injury the parents must be told as soon as possible. If the child needs medical attention you must arrange this immediately and inform the parents/carers as soon as possible. You should always ensure you have up-to-date contact details at sports activities or events and information about any relevant medical conditions.
Sample Accident Reporting Form (PDF, 100KB)
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Collection by parents/carers
Your organisation should develop and publicise policies about the collection of children and young people from sports activities. These policies should be based on the age of the children and the location, time and type of activity.
Make sure you receive permission from parents/carers for children and young people to participate in any of the games, competitions, training or practice sessions you run. This should be done by using a consent form.
Sample Parental / Guardians Consent Form (PDF, 30KB)
This form may be one of the few formal communications with every parent therefore we would recommend that you use it to also promote the safeguarding practices you have in place. You should provide a timetable of activities at the beginning of the season. You should also notify parents/carers of any changes to this timetable in writing.
Late collection of children
Late collection of children by parents presents clubs and coaches with a potentially difficult situation. Your organisation should develop written guidelines for parents, this could be included in a parents/carers code of conduct which explains your policy for dealing with late collection of children.
Sample codes of conduct for parents/guardians (PDF, 29KB)
make clear that it is not your organisation's responsibility to transport children home on behalf of parents who have been delayed
include a staff/volunteer contact number and an instruction to parents/carers to phone if there is any likelihood of late collection
ask parents to provide an alternative contact name or number, for staff/volunteers to use when they are not available on their usual number.
In cases of late collection, staff and volunteers should:
attempt to contact the child's parent or carer on their contact number
use the alternative contact name/number if necessary
wait with the child/young person at the sport facility, with other staff/volunteers or parents present if at all possible
remind parents/carers of the policy relating to late collection.
In cases of late collection, staff and volunteers should not:
take the child home or to any other location
send the child home with another person without permission from a parent or carer
ask the child to wait in a vehicle or sport facility with you alone.
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Discipline
When discipline is used it should be with the clear intention of teaching or reinforcing appropriate behaviour. It must not be used impulsively, to gain power, or to embarrass or humiliate a child/young person.
Discipline should be used only to:
develop a sense of responsibility for behaviour
develop respect for others and their property
reinforce the rules or values of the sport
reinforce positive behaviour or attitudes
reinforce awareness of health and safety aspects of the activity.
Sanctions
The use of sanctions is an important element in the maintenance of discipline. The age and developmental stage of the child should be taken into consideration when using sanctions. Sanctions should be fair and consistent and in the case of persistent offence, should be progressively applied. They should never be used to retaliate or to make a coach feel better. The following steps are suggested and should always be used in conjunction with the code of conduct for young people:
rules should be stated clearly and agreed
a warning should be given if a rule is broken
a sanction (for example, use of time out) should be applied if a rule is broken for a second time. The use of green, yellow and red cards are encouraged, irrespective of the sport
if a rule is broken for the third time the child should be spoken to, and if necessary, the parents/guardians may be involved
sanctions should not be applied if a coach is not comfortable with them. If an appropriate action cannot be devised right away, the child should be told that the matter will be dealt with later, at a specified time and as soon as possible
a child should not be sanctioned for making errors when s/he is playing
physical activity (e.g. running laps or doing push-ups) should not be used as a sanction. To do so only causes a child to resent physical activity, something that s/he should learn to enjoy throughout his/her life
sanctions should be used sparingly. Constant sanctioning and criticism can cause a child to turn away from sport
once sanctions have been imposed, it is important to make the young person feel s/he is a valued member of the group again
where relevant, some sanctions may need to be recorded and parents informed.
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Physical contact
Many sports require a degree of physical contact between sports staff and children or young people. Coaches and staff may need to use it to instruct, encourage, protect or comfort. Your organisation should develop and publicise clear guidelines about physical contact, so that adults and children/young people understand what are the appropriate types of touching and their appropriate contexts.
Physical contact during sport should always be intended to meet the child's needs, NOT the adult's. The adult should only use physical contact if their aim is to:
The adult should explain the reason for the physical contact to the child. Unless the situation is an emergency, the adult should ask the child for permission.
The contact should not involve touching genital areas, buttocks or breasts.
Physical contact should not take place in secret or out of sight of others.
All injuries should be fully recorded by staff.
Further information:
Physical contact and young people in sport (PDF, 208KB)
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Sexual activity
Within sport, as within other activities, sexual relationships do occur. All sports organisations should therefore be aware of the law relating to sexual behaviour and should develop and promote guidelines relating to sexual activity. These guidelines should address sexual activity both between children and young people and between adults and young people.
Sexual activity between children/young people involved in sport should be prohibited during team events, in sports facilities or social activities organised by the club/organisation. Inappropriate or criminal sexual behaviour committed by a young person may lead to disciplinary action in accordance with the sports governing body guidance and reports being made to external agencies like the police or social work departments.
Sexual interactions between adults and young people (16+) involved in sport raise serious issues given the power imbalance inherent in the relationship. Where a young person is of the age of consent the power of the adult over that young person may influence their ability to genuinely consent to sexual activity. A coach or other adult in a position of authority may have significant power or influence over a young person’s career.
Sexual activity between adults and young people (16+) involved in the same sport should be prohibited when the adult is in a position of trust or authority (coach, trainer, official). Inappropriate or criminal sexual behaviour committed by an adult should lead to suspension and disciplinary action in accordance with the sports governing body guidance, which in the case of criminal action must include contacting the police.
Sexual activity between adults and children under the age of 16 is a criminal act and immediate action must be taken to report it.
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Participants with disabilities
Children or young people with disabilities should have the same rights and opportunities as others involved in sport to have fun and be safe. Their particular vulnerability to abuse or neglect requires sports clubs/organisations to take additional steps to safeguard them.
Information relating to club policies and procedures should be fully accessible to children and young people with communication difficulties.
Specialist training or advice should be sought by clubs/organisations that involve children/young people with disabilities in sport. For example, when staff/volunteers need to guide blind or partially sighted children, training will help ensure that they use the most appropriate methods. If training is not available, ask the child for advice or seek the advice of parents or carers.
When transporting children with disabilities, the vehicles used should meet the needs of the children and be roadworthy. Appropriate and trained escorts should be in attendance in the vehicle.
When children with disabilities are lifted or manually supported, the individual child should be treated with dignity and respect. Relevant health and safety guidelines must be followed to ensure the safety of the child and those assisting. It is recommended that those assisting receive appropriate training.
Vulnerability of those with a disability
In the largest study into the issue of disabled children and abuse, Sullivan & Knutson (2000) found that 31% of disabled children had been abused, compared to a percentage rate of 9% among the non-disabled child population. Source: Sullivan, P. M. and Knutson J, F. (2000) Maltreatment and disabilities: a population-based epidemiological study. Child Abuse and Neglect, 24(10): 1257-73.
It is recognised that children with a disability:
have the same needs and require the same safeguards as all children
may also have additional needs associated with their disability, which may increase their vulnerability to abuse
are often more dependent on adults, e.g. in intimate care needs and may be cared for by a number of different adults. Such children often spend a lot of time away from home
may be unable to recognise abusive behaviour because they may have learning difficulties or a lack of awareness, and /or reduced exposure to the norm of adult/children interactions. For example, a child with disabilities may have difficulty in differentiating between appropriate and inappropriate touching
particularly those with physical disabilities, may have a poor and/or incomplete body image and therefore may not recognise inappropriate behaviour.
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Good practice for linking with schools
All clubs that link with schools need to be able to evidence that they meet nationally agreed minimum operating standards that demonstrate a commitment to the welfare of children and young people.
Schools and clubs need to be confident that any sporting activity provided by your club for children, independently or in partnership with schools, is of high quality and both safe and fun. Here are a few good practice pointers for clubs linking with schools:
Ensure your club has adopted and promoted the child protection policy and procedures of the NGB for your sport.
Ensure these are made available to all club members upon request and that all club members (coaches / staff / volunteers / parents /children) are aware of how they can get help if they have any concerns and who to contact.
Seek
Clubmark accreditation - contact your NGB for details.
Appoint a
club welfare officer who has been appropriately recruited and selected because of their suitability for the job and commitment to child welfare. Ensure that they have a clearly defined role and responsibilities and access to training to afford them the skills, knowledge and confidence to undertake this role.
Find out about child protection and equity training opportunities through your NGB lead child protection officer and actively encourage staff, volunteers, coaches, officials and other club members to make sure they are updated regularly.
Ensure that activities are well structured and varied to ensure that the needs of children of all abilities can participate - as an athlete, official, leader or volunteer. Ensure that you are aware of any additional support needs that any participating child might have and have a clear understanding with the school about how these needs can appropriately be addressed.
Ensure that adults working with children are appropriately recruited and vetted to ensure their suitability to work with children and young people. This should be supported by supervision, induction and training as appropriate.
Make every effort to ensure that coaches or other adults never work in isolation with a child or groups of children. At least two responsible adults must be present at all times when activities are being delivered.
Ensure that there are practice guidelines in place for any trips or fixtures away from the club or school facility that involve transportation of children.
Communicate regularly and openly with the school’s designated teacher/person, staff, parents and participants about the measures you are taking to ensure that safeguards are in place and make a difference for children. The Club Welfare Officer should take lead responsibility for this communication.
Make sure that your club welfare officer and all those who are involved with linking with the school are aware of the schools child protection procedures and how to respond to a concern in accordance with
local safeguarding children boards (LSCB) guidance.
Ensure that codes of conduct and good practice guidelines are made available to all when they join the club and that these are actively promoted.
Ensure there is a clear agreement about who holds lead responsibility for any activities (e.g. school staff or club coach) and a clear programme of activities over the period that the club will be linking with the school.
If you need to communicate with a child or young person other than during the delivery of sessions, all communication must go via the school or Local Education Authority (LEA). Parental consent for each child to participate in activities should be sought and consent forms sent home with the children or young people via their school.
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