Requirements & Audit

  1. Requirements: Tennis Ireland 12-point compliance check list
  2. Child Protection Sample Policy
  3. Tennis Ireland Sample Policy Appendices
  4. Other Supporting Documents:
  Appendix 1

Sample Policy Statement
Sample Child Protection for a Club
Sample Child Protection for an Organization
Appendix 2 Volunteer/Coach Application Form
Appendix 3 Confidential Refererence Form
Appendix 4 Protection of Children Service (Northern Ireland only)
Appendix 5  Disclosure of criminal conviction & permision for statuory checks
Appendix 6 Recording allegations or suspicions of abuse
Appendix 7 References and source material

 

All statutory voluntary or community organisations working with and in direct contact with children should have procedures and guidelines derived from and consistent with the Children First Guidance.
 

Child Protection Requirements

 

1. Has your Club's Constitution been amended (if necessary) to reflect Child Protection guidelines?

  • Appendix 1 Irish Sports Council Appendices above
  • Some clubs may have a Constitution but others may have some other governing document. Check which applies to your club and if necessary take steps to insert a clause reflecting the club’s commitment to Child Protection – it may have to be done at a general meeting of the club.
  • A suggested one would be: ".....Lawn Tennis Club is fully committed to safeguarding the well-being of its members. Every individual in the club should at all times show respect and understanding for their rights, safety and welfare, and conduct themselves in a way that reflects the principles of the club and the guidelines contained in the Code of Ethics and Good Practice for Children’s Sport."

 

2. Has your club appointed two gender specific Children's Officers (CCO)?

They should be child centred in focus and have as the primary aim the establishment of a child centred ethos within the club. She/he is the link between the children and the adults in the club. 

  • All Clubs must appoint two gender specific children’s officers – one male and one female officer.
  • The Children's Officers should be made known to all club members and photographs of each Officer should be posted on the wall of the club.
  • Child Officers take responsibility for monitoring and reporting to the Club Management Committee on how club policy impacts on young people and Sports Leaders
  • Reference to Appendix 1 of the sample policy should assist you to comply with this requirement.

 

3. Has your club appointed a Designated person for the Club (Designated Liaison Person - DLP)?

  • A club may appoint the same person to both the CCO and DLP positions, however best practice advises that they are kept as separate roles.
  • It is recommended that this person is a senior member of the club.
  • This person will be the reporting officer in the case of a serious offence committed by a club member.
  • Reports will be submitted to the officer on duty in the HSE /Social Services or to the Guards in the case of an emergency.
  • The organisation’s child protection policy and procedures should include the name and contact details of the Designated Liaison Person and the responsibilities attached to the role.
  • Reference to Appendix 16 of sample policy should assiste you to comply with this requirement.

 

4. Does one of the Children's Officers sit on the Club's Executive Committee to report on Child Protection issues?

Children's Officers are not expected to work in isolation. They should have the full support of all those serving on the committee. One of the Children’s Officers / Designated Person must sit on the Club’s Executive Committee to report on Child Protection issues:

  • Putting together the clubs policies and procedures 
  • Maintain consistency while implementing the clubs child protection policies
  • Child Protection must be an item on the Club’s Executive Committee Monthly Agendas
  • The committee are also responsible for the recruitment & replacement of Children's Officers in the event of either one of the Officers resigning from his or her post.
  • Reference to Appendix 1 of the sample policy should assist you to comply with this requirement.

 

5. Have your Club's Children Officers completed the required Child Protection Courses (Safeguarding 1 & 2)?

The level 2 course will help the Club Children’s Officer to carry out the function of their role in the club and support the implementation of best practice in the club.

  • Children’s Officers and the Designated Liaison Person must attend this course
  • Participants will also receive a Club Children’s Officer Action Planning document as part of the training

  • Reference to Appendix 1 of the sample policy should assist you to comply with this requirement.

 

6. Has the Designated Liaison Person completed the required Child Protection Course (Safeguarding 1 & 3)?

  • Reference to Appendix 16 of the sample policy should assist you to comply with this requirement.

 

7. Have all Club Coaches completed the required child protection course (Basic Awareness Child Protection Course - Safeguarding 1)?

  • This course educates participants on the implementation of best practice in protecting the welfare of children involved in sport. It provides information on codes of conduct, bullying, recruitment, etc. as well as child protection guidelines.
  • All coaches must complete this course and provide details (eg. certificate number or copy of the Certificate received).
  • All enquiries regarding awareness or specific training courses should be to the Local Sports Partnerships.
  • For contact information on the nearest Sports Partnership to your area CLICK HERE

 

8. Is Child Protection an item on the Club's Executive Committee Monthly Agenda?

A sample agenda item might look like:

CHILD PROTECTION:

  • Has any Child Protection issue arisen that required a report by the Designated Liaison Person to the HSE or An Garda Siochana? (see note below)
  • Is there any Child Protection issue that does not require a report to a statutory authority but is being dealt with by the club’s Designated Liaison Person?
  • Club’s Child Protection Policy implementation update.”

Note: The details (names, alleged wrongdoing, etc.) surrounding issues that require action by the Designated Liaison Person generally should be treated as confidential with a limited number of people within the club being made aware of the details. Clubs should develop a clear procedure on how and to whom such information is recorded and disseminated

 

9. Does the Club have a robust recruitment process in place for all committee members, coaches and staff members?

  • The process must include vetting, references and interview
  • Helpful templates are available in the Irish Sport Council Appendices Document (link on the top of this page)
                 - Application Form: Appendix 2
                 - References Form: Appendix 3
                 - Disclosure of Criminal Convictions and Permission for Statuory Checks: Appendix 5
  • Reference to Appendix 5 of the sample policy should assist you to comply with this requirement.
  • Garda Vetting Informations and Forms

10. Has your club made it a provision that all Senior Members of the Club formally indicate their acceptance of the Code of Ethics and Good Practice for Children's Sport and that a copy of the club's Child Protection Statement is available for members to view on the club notice board or website?

  • Reference to Appendix 8 of the sample policy should assist you to comply with this requirement.
  • Clubs should make provision on the annual subscription forms for new and existing members to sign up to the code.
  • Useful links:
                  - Code of Ethics document
                  - Code for Coaches
                  - Code for Volunteers
                  - Code for Parents
                  - Code for Children
  • Sample text:

    I have read the Irish Sports Councils/Sport NI's Code of Ethics and Practice for Children in Sport and agree to abide by the guidelines as set out in the code.

    Signature of Player___________________________

    Print Name_____________________

    Signature of Parent/ Guardian*___________________

    Print Name____________________ 

    Date______________

    *Please note that the person signing the parent/guardian section must ensure they have parental responsibility for the child.

11. Does the club have a complaints procedure in place?

  • Reference to Appendix 6 of the sample policy should assist you to comply with this requirement.

12. Is adequate Adult Supervision (one male and one female) provided during all children's activities organised by the club, it's coaches or officials, or by the club sub committees?

  • Reference to Appendix 10 of the sample policy should assist you to comply with this requirement.
  • Adult supervision (One male and one female adult) should be present during all children's activities organised by the clubs committee or sub committees. In most cases, this will include, coaching, training, competition and social events.
  • The club, however, cannot accept responsibility for independent recreational play (i.e. two juniors arriving at the club on their own to play a game)
  • It is strongly recommended that if parents are encouraging their children to play independently of the clubs organised activities that one of the parents stays for the duration of the activity.
  • SAMPLE PARENTAL/GUARDIAN CONSENT EXTRACT FROM MEMBERSHIP RENEWAL:
    I am the Parent/Guardian of ____________________________________
    I hereby consent to the above child participating in tennis activities of the club/branch/NGB in line with the Code of Ethics for Tennis. I will inform the leader of any changes to the information above. I confirm that all details are correct and I am able to give parental consent for my child to participate in and travel to all activities.
    I understand that photographs will be taken during or at tennis related events and may be used in the promotion of tennis
    If selected for representative teams, I confirm I am happy with the travel arrangements the club may arrange for my child
    I acknowledge that the club is not responsible for providing adult supervision for my child except for formal club coaching, matches and competitions
    SIGNATURE: _____________________________________
    PRINTED NAME: __________________________________