CHILD PROTECTION POLICY

For further information on this policy please contact:

Dr Kate Dawson
Secretary, Sgoil an Iochdair agus a’Choimhearsnachd
The Old School,
Iochdar,
South Uist

Tel: 01870 610373
 e-mail  kdawson@ukonline.co.uk

section 										PAGE

1.	Introduction									3

2.	Definitions		4

3.	Identifying Abuse		5

4.	Roles		6

5.	Responding to Complaints and Alleged or suspected Incidents		7

6.	Guidance for the designated Child Protection Officer				9

7.	Promoting Good Practice								9

8.	Volunteers about whom a complaint has been made				10

9.	Outcome notification								10

10.	List of offenders									11

11.	Reinstatement									11

12.	Responsibilities									11

13.	Monitoring of the Policy								11

Annex A	Code of Conduct for People Working with Children			12

Annex B	Advice for Young People on How to Avoid Misconduct		14
by others in Athletics and What To Do about It

Appendix a	A Quick reference							16

Appendix B	Volunteer Application Form						17

Appendix C	Reporting Allegations or Suspicions	Poster				19

Appendix D	Volunteer Reference Form						20

1. Introduction

It is the policy of Sgoil an Iochdair Agus a’Choimhearsnachd to ensure that every child or young person who takes part in athletics should be able to participate in a fun and safe environment and be protected from neglect and physical, sexual and emotional abuse.

The key principles that underwrite this policy are:

Key Principles

•	Anyone under the age of 18 years should be considered as a child for the purposes of this document

•	The child’s welfare is paramount

•	All children whatever their age, culture, ability, gender, language, racial origin, religious belief and/or sexual identity have the right to protection from abuse

•	All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately

•	Clubs and other organisations will be provided with the appropriate documentation and support to ensure they are able to implement the Policy

•	To ensure that adults working with children are also provided protection and are aware of the best practice so they can be protected from wrongful allegations

•	Working in partnership with children and their parents/carers is essential for the protection of the child

•	Sgoil an Iochdair agus a’Choimhearsnachd recognises the statutory responsibility of Social Services Departments to ensure the welfare of children and it is committed to working with Local Area Child Protection committees, and to comply with their procedures.

•	Sgoil an Iochdar agus a’choimhearsnachd is compliant with the Protection of Children (Scotland) act 2003

2. Definitions

The term child abuse is used to describe ways in which children are harmed; usually by adults and often by those they know and trust.

There are four main types of child abuse, though a child may experience more than one kind at any one time in his/her life.

Physical Abuse – Occasions when parents, adults or other children deliberately inflict injuries on a child or knowingly do not prevent such injuries.  It includes injury caused by hitting, shaking, squeezing, burning, biting or using excessive force, and giving children alcohol, inappropriate drugs or poison, and attempts to suffocate or drown them.  Physical abuse may also be deemed to occur if the nature and intensity of training disregards the capacity of the child’s immature and growing body, or predisposes the child to injury resulting from fatigue or overuse.

Emotional Abuse – Occasions when adults fail to show children due care and attention or threaten, use sarcasm, taunt or shout at a child causing him/her to lose self confidence or self esteem and become nervous or withdrawn.  These may also occur when an adult repeatedly ignores or fails to respond to a child’s efforts or progress, or places the child under unrealistic pressure to perform to high expectations constantly.

Neglect – Occasions where adults fail to meet a child’s essential needs, such as adequate clothing, food, warmth and medical care.  It also includes occasions where an adult leaves a child alone without proper supervision, or does not ensure that the child is safe, or exposes them to undue extremes of temperature or risk of injury.

Sexual Abuse – Occurs when males and females use children to meet their own sexual needs.  Examples include forcing a child to take part in sexual activity such as sexual intercourse, masturbation, oral sex, anal intercourse, fondling or exposure to pornographic material.  This also includes suggestions that sexual favours can help (or refusal can hinder) a career.

There is also the abuse of trust – Where young people are indoctrinated with attitudes to training, drugs and cheating, or social, political and religious views which are unacceptable to the young athletes family, community or rules of the sport.

The inappropriate use of photographic material taken at sporting events is an area of abuse that is increasing and all those involved within the sport should be aware of this.

All forms of bullying, both verbal and physical from other children is also a form of abuse and there is a requirement for all within the sport to ensure that there are sufficient mechanisms to allow children to report instances of bullying. 
3. Identifying Abuse

Dealing with child abuse is rarely straightforward.  In some cases a child’s disturbed behaviour, or an injury, may suggest that the child has been abused.  In many situations however, the signs will not be clear-cut and decisions about what action to take can be difficult.

Possible signs include:

Signs

•	Uncharacteristic changes in the child’s behaviour, attitude and commitment e.g. becoming quiet and withdrawn, or displaying sudden outbursts of temper;

•	Trackside gossip;

•	Bruises and injuries untypical of the sport or injury for which the explanation seems inconsistent;

•	Signs of discomfort and pain;

•	Reluctance to remove tracksuit, or shower;

•	The child becomes increasingly dirty or unkempt;

•	The child loses weight for no apparent reason;

•	Nervousness when approached or touched;

•	Fear of particular adults – especially those with whom a close relationship would normally be expected;

•	The child wishes to switch to another coach without a reasonable explanation;

•	Inappropriate sexual awareness;

•	Children who are always alone and unaccompanied and/or are prevented from socialising with other children; and

•	Children who are reluctant to go home.

It must be recognised that the above list is not exhaustive, and the presence of one or more indicators is not proof that abuse is actually taking place.

It is not the responsibility of those working in member clubs to decide that child abuse is occurring, but there is a responsibility to pass on any concerns. 

4. Roles

For effective implementation of this policy all clubs must work in partnership, each with a role to ensure the protection of the children in their care.

The role of member clubs will be as follows:
•	To appoint one Child Protection Officer
•	To accept that all Officers and Committee members have responsibilities in this area and be prepared to respond to any indication of abuse
•	To be ready to amend bad practice
•	To implement any recommendations from the Uists and Barra sports council, or the Scottish Athletics Association relating to this area
•	To maintain confidentiality of the child and the accused
•	To comply with the Protection of Children (Scotland) act 2003

The role of the Child Protection Officer within the Club will be as follows:
•	To ensure all club helpers/officials/coaches complete a volunteer reference form
•	To ensure all new regular volunteers undergo police checks.
•	To receive and advise on reports from other club members
•	To comply with the Protection of Children (Scotland) act 2003

The role of Sgoil an Iochdair agus a Choimhearsnachd will be as follows:

•	To provide support and guidance to child protection officers and member clubs
•	To keep a list of disqualified persons
•	To monitor policy
•	To ensure compliance with the Protection of Children (Scotland) act 2003

The role of Uists and Barra Sports Council will be as follows: 

•	To provide support and information to Sgoil an Iochdar agus a’Choimhearsnachd
•	To arrange suitable training on child protection issues

The Role of Scottish Athletics association will be as follows:
•	To appoint a Disciplinary Panel when necessary
•	To provide support and guidance to Child Protection Officers and Clubs
•	To make decisions on misconduct
•	To inform all appropriate individuals and bodies of their decision
•	To provide training for Child Protection Officers
•	To keep a list of all disqualified persons
•	To monitor the policy

The Role of UK Athletics
•	To develop a training pack for Child Protection Officers
•	To keep a National Record of all disqualified persons
•	To monitor the policy

Everyone has a responsibility to maintain awareness and openness with regard to child protection issues.  

5. Responding to Complaints and Alleged or Suspected Incidents

Abuse may become apparent in a number of ways:

1	A child may tell you
2	A third party may have reported an incident, or may have a strong suspicion
3	You may have a suspicion

If an allegation is brought to your attention:

STEP 1 – LISTEN & REASSURE

DO

Stay calm – do not rush into inappropriate action

Reassure the Child – that they are not to blame and confirm that you know how difficult it must be to confide

Listen and Believe – to what the child says and show that you take them seriously

Allow only one Adult to Talk to the Child – as any discrepancies in statements may lead to legal problems

Keep Questions to a Minimum – in many cases it may be more appropriate to nod and acknowledge the child’s account.  If you must question then use open ended questions i.e. those where more than a yes/no response is required.  The law is very strict and child abuse cases have been dismissed if it appears that the child has been led or words and ideas have been suggested

Ensure that you clearly understand what the Child has said – so that you can pass it on to the appropriate agencies

Consult with the Identified Child Protection Person – ensuring that you communicate all the information accurately

Maintain Confidentiality

DO NOT

Do Not Panic

Do Not Make Promises You Can’t Keep – explain that you may have to tell other people in order to stop what is happening whilst maintaining maximum possible confidentiality

Do Not Make the Child Repeat the Story Unnecessarily

Do Not Delay

Do Not Take Sole Responsibility for Further Action

In all cases if you are not sure what to do you can gain help from NSPCC 24 hour telephone on 0800 800 500.
STEP 2 - RECORD

Record what the child has said and/or your concerns legibly and accurately.  Details should include:

Misconduct/Allegation Reports

1	The child’s name, address and date of birth
2	Date and time of the incident(s) and/or nature of allegations
3	Your observations e.g. describe the behaviour and emotional state of the child and/or bruising or other injuries
4	The child’s account – if it can be given – of what has happened
5	Any action that you took as a result of your concerns e.g. comments made to the child, whether the parents/carers have been contacted
6	Record whether the person writing the report is expressing their own concerns, or passing on those of someone else
7	Sign and date the report
8	Keep a copy of the report

Please note that when a disclosure is made, it is the person to whom the disclosure is made that the authorities (police and/or social services) will come to for an account of what was said.  This first hand account is of primary importance.

STEP 3 – INVOLVE THE APPROPRIATE PEOPLE

Once you have completed your report you must ensure that the Child Protection Officer in your club has been informed so a decision can be made as to the most appropriate action.  This person must forward the report to the Western Isles Council Social Work department.

If the club is also a member of another organisation, such as Scottish Athletics, they should also follow their reporting procedures for coaches. Scottish Athletics have their own discipliniary procedures for registered coaches. 

If you are unhappy with the Child Protection Officer’s handling of the incident or the allegations are made specifically against this individual you should contact the Uists and Barra Sports Council. The person in charge shall then contact the Social Services.  A record of the same name and designation of the official informed, together with the time and date of the call should be kept, in case future contact is required.  

In all cases - do not delay – if you cannot contact the persons above immediately, you must contact the authorities (police and/or social services). Use the usual council contact number, even out-of-hours; Faire switchboard can contact the duty social worker for you. 

If you are unsure what to do advice can be obtained from the NSPCC freephone Helpline on 0800 800 500 or contact your local social services department on 01870 602425

6. Guidance for Designated Child Protection Officer

When reports of misconduct or allegations are brought to your attention a decision must be made as to whether the allegation made is abuse, or related to poor practice.

If the allegation is ABUSE, the following process should be followed:

1.	Make a full report of any allegations or suspicions.
2.	Report to the Social Services Department immediately and make a record of this.
3.	If the club is a member of any other organisations, such as Scottish Athletics, their own procedures should also be followed. 
4.	Confidentiality must be maintained.

If the allegation relates to POOR PRACTICE, the following process should be followed:

1.	Make a record of the allegations.
2.	Seek advice from either Sgoil an Iochdair agus a’Choimhearsnachd, or from the Uists and Barra Sports council
3.	Confidentiality must be maintained. 
4.	If the club is a member of any other organisations, such as Scottish Athletics, their own procedures should also be followed.

(An action plan summarising these procedures can be found in Appendix A)

7. Promoting Good Practice

By promoting good practice throughout member clubs and in the wider context of sport it is possible to reduce situations for the abuse of children.  All volunteers should know what to do if there are concerns about abuse and where the procedures are kept.

The appointment of a Child Protection Officer is key in this process. This will normally be the club secretary or Chairman. They will be encouraged to promote good practice throughout the Club and by ensuring everyone is aware of his or her responsibilities.  This role may include leading by example, organising simple training briefings and the use of leaflets/posters and notices throughout the areas used by the Club.

In addition to the procedures described above it is the Child Protection Officer’s responsibility to ensure that the Clubs get all volunteers to complete the appropriate forms (see Appendix B).  The volunteers have to be prepared to subject themselves to police vetting.  Clubs should also display Child Protection material highlighting the child-line phone number.  

Use of photography and video recorders – There has been an increase in the misuse of sports photography and video recording within the sporting arena.  To reduce the risk of abuse to children some Sports Centres require any person wishing to use cameras and video recorders to declare their interest by filling in a simple form which asks their name, address, who they are with and the reason for the use of the camera/recorder.  This is not intended to prevent bona fide use of this equipment for family or coaching purposes but may deter the inappropriate use of such material.  Clubs, event promoters and Sports Centres are encouraged to adopt this practice.

Bullying – There is a possibility that bullying may occur between children and all involved in the sport are encouraged to be aware of this possibility.  Clubs are encouraged to adopt an anti-bullying policy and ensure that everyone understands bullying will not be tolerated in any form.  Clubs must be prepared to take the problem seriously and investigate any incident and decide on appropriate action, also ensuring that children are able to report the instance of bullying (either to themselves or team members) to someone in authority, preferably the Child Protection Officer. 

Team Management / Team Travel  - Implicit within this Policy is the Duty of Care that a Team Manager and/or Club has to its young athletes when travelling to events.  It is recommended that Clubs travel with a full address list and contact telephone numbers for all the children within their team and the permission of the parent/guardian of each child (the inclusion of special instructions, dietary requirements and allergies is also extremely useful).  This will allow Team Managers to take the necessary action in the event of an emergency.

For those events that require an overnight stay in lodgings/hotels it is essential that Team Managers take the necessary action to prevent the misuse of alcohol  (from hotel minibars etc.) and access to adult video/film channels.  

Only police-checked volunteers are allowed to go on overnight trips with children. 

8. Volunteers about whom a complaint has been made:

While there are ongoing investigations regarding any complaints or allegations about a volunteer, then that volunteer should not continue to attend club events in any capacity. 

The Child protection officer is responsible for informing the volunteer that a complaint or allegation has been made, and that they cannot attend club events in any capacity. 

The child protection office should inform the volunteer about the outcome of any investigation as soon as is practicable. 

9. Outcome notification
			
Once the outcome of any investigation is made known to the child protection officer, the club, the complainant and the volunteer shall be notified in person as to the outcome. 

The child protection officer should also notify Sgoil an Iochdair agus a’Choimhearsnachd, the Uists and Barra Sports council, and any other groups that the club is affiliated to. 

10. New volunteers

Anyone who has a previous criminal conviction for offences related to abuse is automatically excluded from working with children.

All volunteers must complete a Volunteer Application Form (Appendix C) in which there is a self-declaration of previous convictions and any failure to disclose information on this form will lead to suspension.

All volunteers must undergo an enhanced disclosure check before being allowed to work with children. 

11. Responsibilities

Sgoil an Iochdair agus a’Choimhearsnachd will not accept responsibility for any fees, expenses or other costs incurred by either or any party bringing or defending any action and shall have no liability to award any compensation for harm done or suffering by either party.

12. Monitoring of the Policy

It will be the responsibility of the Secretary to monitor the policy by:

1	Keeping records of cases brought and their outcomes
2	Requesting clubs for comments on a regular basis, about the ease of implementation and the effect of the policy

Annex A:	Code of Conduct for People working with Children

To ensure that all forms of abuse are prevented and to help protect people who work with children the following guidelines should be followed:

1	All volunteers working with children will undergo an enhanced disclosure (police) records check.
2	The child protection officer will undergo an enhanced disclosure check.
3	The Child protection officer will ensure that volunteers have undergone an enhanced disclosure. 
4	Those on any register of disqualified persons will not be permitted to work with children. The Child Protection officer is responsible for ensuring that this point is adhered to.
5	Always be publicly open when working with children.  Avoid situations where you and an individual child are completely unobserved.
6	If a performer needs to be touched, it should be provided openly and the performer should be asked first.  Care is needed, as it is difficult to maintain hand positions when providing manual support if the child is constantly moving.  Some parents are becoming increasingly sensitive about touching children and their views should always be carefully considered.
7	Where possible parents should take responsibility for their children in changing rooms.  If groups are to be supervised in changing rooms, always ensure that adults work in pairs.
8	Where clubs take trips away from home, all adults accompanying the club should have undergone an enhanced disclosure check. 
9	Where groups away from home are of mixed gender, they should always be accompanied by at least one male adult and one female adult.
10	Volunteers and professionals must respect the rights, dignity, and worth of all and treat everyone with equality.
11	Volunteers and professionals must place the well-being and safety of the performer above the development of performance.  They should be adequately insured.
12	Coaches should hold current athletics leadership or coaching qualifications.
13	Adults must ensure that the activities which they direct or advocate are appropriate to the age, maturity and ability of the performer e.g. they must not break the UKA rules on age group for competitions.
14	Adults should always promote the positive aspects of their sport (e.g. fair play) and never condone rule violations or use of prohibited substances.
15	Adults must consistently display high standards of personal behaviour and appearance.
16	Adults should never overtly criticise athletes or use sarcasm where it may cause the child to lose self-esteem or confidence.

You should never:

•	Engage in rough physical or sexually provocative games, including horseplay
•	Permit or engage in any form of inappropriate touching
•	Permit children to use inappropriate language unchallenged
•	Make sexually suggestive comments to a child, even in fun
•	Allow allegations made by a child to go unchallenged, unrecorded or not acted upon
•	Do things of a personal nature that a child can do for itself.  (However it may be necessary for a volunteer to do things of a personal nature for children particularly if they are very young or disabled.  Such tasks should only be carried out with the full understanding and consent of the parent/carer.  There is also a need in these instances to be responsive to the child’s reactions – if a child is fully dependant upon you talking with him/her about what you are doing and give choices where possible.)
•	Agree to meet a young athlete on your own

Everyone should also be aware that as a general rule it does not make sense to:

•	Spend amounts of time alone with children away from others
•	Take children alone on car journeys, however short
•	Take children to your home if they will be alone with you
•	If it should arise that such situations are unavoidable they should only take place with the full knowledge and consent of someone in charge in the club/governing body and/or the child’s parents/carer.

In addition you must discourage over enthusiastic kisses and embraces

If you accidentally hurt a child, or cause distress in any manner, or the child appears to be sexually aroused by your actions, or misunderstands, or misinterprets something you have done, report the incident as soon as possible.  Parents/carer should also be informed of the occurrence. 

Annex B:	Advice for Young People 

What is misconduct?

Very broadly, any form of unacceptable behaviour towards you such as sexual misbehaviour, physical acts, inappropriate remarks, suggestive gestures, pictures or other material, or some other forms of abuse such as physical violence and all forms of bullying. 

What you can do to avoid such misconduct?

1	Listen to the advice of your parents
2	Avoid being left alone with anyone
3	If you have to leave a group tell someone – where you are going, why you are going, how long you are likely to be, and report to them when you return
4	Do not allow anyone to talk to you about something personal concerning themselves or ourselves if it has nothing to do with their job or work in sport.  If they still persist, walk away and complain to someone in a senior position
5	Do not agree to meet anyone on your own any time, without informing another adult
6	Do not accept a lift from anyone if you will be the only passenger, unless you have informed another adult.  Either refuse or insist that someone else go along too.  Do not accept a lift if you feel unsafe
7	Do not walk home alone at night
8	Be especially wary of parked cars with engine running
9	Do not tolerate any form of bullying from team mates and other athletes

If misconduct happens what should you do?
•	Tell that person to stop at once
•	Tell others who may be present what happened
•	If they actually saw what happened remember who they are so they can be your witnesses
•	If the misconduct continues, tell that person again to stop at once then leave if you can or shout help.  If this is not possible then you must report the matter as soon as possible, to another official or adult
•	Tell your parents as soon as possible
•	Keep a record of the date, time and place and what happened, and make a list of any witnesses
•	If any of your group or club mates have suffered the same sort of experience, ask them to make a similar record
•	Ask any witnesses to do the same
•	Talk to your parents and decide to whom to make a formal complaint.  You should at least report it to your club.

What you should definitely not do:

•	Do not wrongly complain if nothing happened
•	Do not exaggerate if something did happen
•	Do not ignore behaviour that makes you uncomfortable
•	Do not keep to yourself what happened
•	Do not delay before complaining
•	Do not agree to hush up or hide what happened
•	Do not be afraid or embarrassed to tell your parents or a friend

In all cases if you are not sure what to do you can gain help from the NSPCC  24 hour telephone Child Helpline on 0800 800 500

Appendix A:		 A Quick Reference for volunteers/coaches

You have concerns about misconduct

Has the child told you directly?

No

Yes

Decide on type of misconduct

Talk to the child, do not lead or prompt.  Listen to the child’s personal account

Is it Abuse?

Is it Poor Practice

Yes

Yes

Record what the child has said or what has been seen.  Include dates, times, etc.  Keep copies for social services and the Governing Body

Report your concerns to your Club Child Protection Officer

Report your concerns to your Club Child Protection Officer

If allegations are about the  Child Protection Officer, report concerns to another club official, and the social work department.

You may wish to contact parents to seek confirmation or clarification of a possible explanation

The Child Protection Officer can seek advice from the Governing Body and decide upon the appropriate action

Child Protection Officer or Person in Charge must then refer to Social Services and any Governing Body. Maintain confidentiality

Governing body takes appropriate action e.g. concerning retraining, suspension. 

Social Services take action as necessary

If in doubt how to proceed, call Social work department on 602425            or contact the NSPCC 24 Hour Child Helpline on 0800 800 500

Appendix B:		Volunteer Application Form

Personal Details:

Forenames:
		Surname/Title:		
		Previous surname:
		
Address:	

	Post Code	

Tel: (Home)	
	Tel: (Wk)		
Email:	
	Fax:		

Athletics governing body qualifications

Name of Qualification	Date Obtained	

		

Athletics Scotland Membership number (if applicable)

all volunteers will be expected to undergo aN ENHANCED disclosure (police) check. 
Employment Record                               (Page  2 aNNEX b - VOLUNTEER FORM)

Please list your employment record with present occupation first

Name of employer	Address	Dates of 
Employment	

	

		

	

Experience            Please give details of previous experience of work with children

……………………………………………………………………………………………

……………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

References       Please list two referees, at least one of whom should be able to give details of your suitability to work with children:

Name                                                         Name

Address                                                      Address

Tel                                                               Tel

Have you ever been convicted as a result of criminal proceedings?
Yes          No

(Rehabilitation on Offenders Act 1974 Exemption Order 1975)

Do we have your permission to carry out a police check?
Yes           No

Please note that unless you undergo a police check, you will not be able to work with children or vulnerable adults.

Signed……………………………………………………Date……………………………

Appendix C:          Reporting Allegations Or Suspicions Of Abuse

Everyone in your organisation should be aware of the person within the organisation who should always be informed of any concerns about a child being abused

Your Club Child Protection Officer is:

Name:  
Dr Kate Dawson	
Address: 
The Old School,
Iochdar,
South Uist

Telephone number:
01870 610373

Your appropriate contacts outside the organisation

Social Services Office:

Address:
Social Work Department
Comhairle nan Eilean Siar,
Balivanich,
Benbecula

Telephone Number: 01870 602425
Emergency Number: 01870 602425

Police Station:

Address: 
Balivanich Police Station,
Balivanich
Benbecula

Telephone number: 602374

NCPCC help-line:
                                             0800 800 500
Appendix D:               Volunteer Reference Form

(Name)…………………………………………..has expressed an interest in becoming a coach / official / team manager / helper (please circle as appropriate) and has given your name as a referee. 

If you are happy to complete this reference, all the information contained on the form will remain absolutely confidential, and will only be shared with the applicant’s immediate supervisor should they be offered a volunteer position.  We would appreciate you being extremely candid in your evaluation of this person.

1	How long have you known this person?

2	In what capacity?

3	What attributes does this person have that would make them a suitable volunteer?

4	How would you describe their personality?

5	Please rate this person on the following (please tick one box for each)

	Poor	Average	Good	V/Good	Excellent	
Responsibility						
Maturity						
Self Motivation						
Can motivate others						
Commitment						
Energy						
Trustworthiness						
Reliability						

This post involves substantial access to children.  As an organisation committed to the welfare and protection of children, we are anxious to know if you have had any reason at all to be concerned about this applicant being in contact with children or young people.
                        Yes                       No                (please tick one box)

If you have answered Yes we will contact you in confidence