Child Protection Sample Policy Appendices
For simplicity, this page includes just a summary of the main issues dealt within the appendixes and links to each related full document.
Appendix 1: Club Children's Officers
It is a requirement of membership of Tennis Ireland that each club appoints 2 Children’s Officers one male and one female. The role of the Children’s Officers is to lead the implementation of Child Protection Policies and Procedures.
The sample policy lists the personal qualities that suitable candidates should possess. In addition the officers will require training before taking up the position
The training is provided by the local Sports Partnership in your area.
Photographs of the Children’s Officers should, if possible, be displayed on the club’s notice board and website.
Full document
Appendix 2: Coaches, Sports Leaders, Officials
Coaches, Sports Leaders and other officials have a particular responsibility to act in an exemplary fashion when dealing with children. The club should decide who is required to sign and abide by this Appendix/Undertaking but in general terms all club coaches and members of the Junior Committee plus any adults who will be regularly supervising children’s activities and/or managing under-age teams etc. should sign up. It is worth considering having all members of the executive committee sign up also. Ensure that a copy of the signed undertaking is stored and that the undertaking is being honoured.
Full document
Appendix 3 & 4: Conduct of Children and Parents
To ensure that children are protected from poor behaviour of other children or adults there should be minimum standards of conduct set down by the club. All parents and children should be aware of these minimum standards and should undertake to uphold them. For simplicity we propose that signing the undertaking in Appendix 8 means that members have signed up to both codes. However, if your club wishes to have the actual Code of Conduct signed by each individual then it is open to you to do so. In either case it is recommended that copies of the Codes are posted prominently in the club.
Appendix 5: Club Recruitment Procedures
Printable full document and forms
This is probably one of the more difficult areas in the policy. However, clubs should be aware of the need to take all reasonable steps to ensure that adults working with children are suitable and appropriately qualified. Recruitment and/or supervision procedures should apply to all persons with substantial access to young people, whether paid or unpaid. A decision to recruit either a paid official or a volunteer is the responsibility of the club and not of any one individual within it. In that instance it is important that the club can demonstrate that it followed a satisfactory recruitment procedure.
We suggest that because of the nature of the information to be provided by volunteers and paid personnel alike all recruitment issues would be dealt with by a Recruitment Sub-committee. The sample policy suggests that the Recruitment committee comprises the Club Officers plus a representative of the Junior Committee. This is only a suggestion of course and the club is free to structure this committee as it sees fit.
The next step is to clearly set out the responsibilities of the role and the level of experience/qualifications required. You can then determine whether the person will have substantial access to children in that particular role.
If they will have such access then the club should document 3 areas. These are Garda Vetting/Access NI, an Application Form and Third Party References. This is relatively straightforward if the club is recruiting a paid staff member as these requirements would be standard.
However, we appreciate that because this is may be a new procedure in the club some clubs might be reluctant to ask willing volunteers to undergo this apparently rigorous procedure. If such is the case in your club the following are a few suggestions for your consideration.
At the outset it should be borne in mind that all this process is trying to achieve is that the club is satisfied that it has checked out the bona fides of anybody it puts in a position of having substantial access to children.
A good first step would be for the club’s current committee and volunteers to complete the recruitment forms (application and third party reference) and provide evidence of Garda vetting. This starts the process of “normalizing” the procedures. In addition the reasons behind putting the procedures in place should be outlined to the volunteer – most people will accept this and co-operate with procedure. In time the procedure will be accepted as standard practice.
The process must be documented and ideally the forms included in Appendix 5 should be filled out by the applicant/volunteer and by the third party referees. However, if the club is uncomfortable with this in the case of volunteers then the club’s Recruitment Sub-committee should be able to complete the application form details without the formality of having the person complete it themselves.
In regard to the third party references it is suggested that if the club does not wish to ask the person themselves to nominate such referees a discreet enquiry of somebody of good standing in the club who knows the volunteer would fulfil the requirement. If the person is a relatively new member and there isn’t anybody within the club in a position to provide such a reference then the club will have no choice but to request the names of suitable referees. Again all of the forgoing should be documented. The important point here is that the club takes adequate steps to satisfy itself as to the volunteer’s good character.
In regard to the Garda Vetting/Access NI process most people are aware of and accept the need for this requirement and should not have a difficulty with it. If a volunteer does have such a difficulty then the club should decline their offer to become involved.
All volunteers and paid staff are entitled to assurance that data they provide will be made available to a limited and specified number of people and that such data will be secure. The suggestion in the sample policy that a small Recruitment Committee would deal with all of this will help to achieve this. The members of the sub-committee should be required to give an undertaking to uphold the confidentiality of the information provided.
The sample policy sets out a table showing the criteria to be complied with across all staff and volunteers within the club. This table is illustrative only and clubs should decide for themselves the criteria they consider appropriate.
Appendix 6: Club's Complaints Procedures
The club’s Complaints Procedure is a vital element of the Child Protection Policy as it may be necessary in order to ensure that children are protected that matters of say discipline or complaint relating to a child or children may have to be dealt with under this procedure. The procedures must be clear and must be consistently applied. What the sample policy is attempting to do is ensure that all members are aware that there is a standard procedure and what that procedure is.
With a view to ensuring that all member clubs deal with these matters in a standard way Tennis Ireland published a set of Rules & Procedures to do with Complaints Objections (to match results) and Disciplinary matters. It is mandatory for all affiliated clubs to follow these Rules & Procedures in dealing with the matters mentioned. The document is included in the policy in Appendix 14.
Note that it is not necessary to review the Tennis Ireland Rules and Procedures with a view to whether they are suitable from your club’s point of view – the club has no option but to accept them as they are. What is important is that the policy accurately summarises the procedures as set out in the Tennis Ireland document.
Appendix 7: Roles and Responsibilities
The club’s Complaints Procedure is a vital element of the Child Protection Policy as it may be necessary in order to ensure that children are protected that matters of say discipline or complaint relating to a child or children may have to be dealt with under this procedure. The procedures must be clear and must be consistently applied. What the sample policy is attempting to do is ensure that all members are aware that there is a standard procedure and what that procedure is.
With a view to ensuring that all member clubs deal with these matters in a standard way Tennis Ireland published a set of Rules & Procedures to do with Complaints Objections (to match results) and Disciplinary matters. It is mandatory for all affiliated clubs to follow these Rules & Procedures in dealing with the matters mentioned. The document is included in the policy in Appendix 14.
Note that it is not necessary to review the Tennis Ireland Rules and Procedures with a view to whether they are suitable from your club’s point of view – the club has no option but to accept them as they are. What is important is that the policy accurately summarises the procedures as set out in the Tennis Ireland document.
Appendix 7 full downloadable document
Appendix 8: Member's Code Sign-up
Tennis Ireland requires that each club makes provision for all senior (i.e. over 18 years of age) members to sign up to the Code of Ethics and Good Practice for Children’s Sport (See Appendix 12).
There are a number of ways in which clubs can make this provision and it is up to each club to decide which method suits their particular circumstances.
- By including a clause in the constitution (or governing document) which makes it a condition of membership that members abide fully by the constitution and the clubs bye laws. In turn the club constitution will include a Child Protection Policy Statement and members are deemed to accept the policy statement by the act of renewing their membership. In addition the Child Protection Policy should be brought to the attention of the members on an annual basis. This could be done by posting it on the clubs notice board, website or in a note with the annual subscription reminder.
- Acceptance of a specific clause regarding sign up to the Code on the annual subscription form either electronically or on paper
- Any other means whereby the club can demonstrate that the required provision has been made for senior members sign up to the Code.
The particular method included in the sample policy is designed to get a written record of each senior member’s agreement to sign up to the code by having them sign a specific undertaking. It also allows parents and legal guardians to sign up on behalf of the children in their care. Note the sample undertaking requires members to “abide” by the Code. Members need not necessarily read the Code in its entirety in order to give such an undertaking though we recommend that members should familiarize themselves with the Code’s contents.
Appendix 8 downdoable form
Appendix 9: Travel & Hosting
Not all clubs arrange overnight travel away from the club but for those who do the club must ensure that children on overnight stays under the auspices of the club are protected. We recommend that even if your club doesn’t currently organize such events it should include a policy in any case.
The aspects of such trips to be considered carefully include transport, accommodation, supervision, illness/injury while away. The sample policy is intended to put procedures in place to address all of these elements.
In addition to protecting the children it should be borne in mind that the adults and children on such trips represent the club and and as such their behavior must be of an acceptable standard. The policy also addresses this aspect.
Again hosting overnight visits are not common to all clubs but in the event that your club might be involved in hosting it has a responsibility to ensure the safety and welfare of visiting children.
Because these events tend to be one-off it is best practice that the executive committee of the club sanction all such events. The committee should ensure that all of the appropriate measures outlined in the club’s policy have been put in place before sanctioning the event. It is advisable that each such event should be viewed as a stand-alone project with its own particular format based on the policy document.
Appendix 9 downloadable document
Appendix 10: Supervision of Children/Parental Consent
This is probably the most important section of the Child Protection Policy because it deals directly with the protection of the children within the club premises. There are 2 elements to it namely;
- The measures to be put in place to ensure that there is adequate adult supervision of children on the club premises during specific activities.
- To outline to parents and guardians the times and activities during which such adult supervision is provided by the club. (The corollary of this is that at all other times there is no adult supervision provided and parents/guardians have a responsibility to ensure the safety of their children at those times)
The Code requires that as a minimum there should be at least one male and one female adult supervising any activity organized by the club. (Ref. Chapter 4 - Practice – of the Code) If the club feels that it is not in a position to provide such supervision then it should consider not running the particular activity.
It is of course open to the club to provide supervision in excess of the minimum. In either case it is important that parents are provided with accurate information about the level of supervision available when they decide to allow their children to take part in club activities.
The club should ensure that parents/guardians give their consent for children to take part in club activities as well as acknowledging that the club cannot accept responsibility for the adult supervision of independent recreational play. It is also prudent to get relevant information relating to any health issues a child may have plus details of person dropping/collecting, emergency contact details etc. This information should be updated as necessary and the policy should make it clear that the onus is on the parent/guardian to inform the club of any changes.
Most importantly this information should be readily accessible to those who may need it in an emergency – adult supervisors, coaches etc. In the event that a child is travelling to an away event the information should be provided to the adult travelling with them.
The sample policy suggests a possible hardcopy format for collecting this information.
With the concerns around photographing/videoing of children it is an important protection to have a protocol in place regarding the taking of photographs and/or videos in the club including the use of mobile phones for this purpose. This should include the written permission of parents to allow photographs of their children to be taken in certain limited circumstances. The sample policy includes this permission in the overall consent form.
In drafting this policy the guiding principles should be
- Has the club taken reasonable measures to protect the children in its care?
- Are parents/guardians fully aware of the division of responsibility between them and the club in protecting the children of the club?
Appendix 10 downloadable document
Appendices 12, 13, 14 & 15: Publications
We would advise all clubs to include the relevant publications in their policy document. We would also recommend that the club advise members to read the Code of Ethics & Good Practice for Children’s Sport as a minimum. This in itself will help raise the awareness of the importance of proper Child Protection.
Appendix 16: Child Welfare, Reporting, etc
This is the area of Child Protection that most adults find difficult. This is natural as we are all repulsed by the thought of any abuse of a child. Fortunately most clubs and their members will probably never encounter this but nevertheless it is very important that the club has the procedures in place for dealing with such an occurrence.
The policy relates to the steps to be taken in the event that a serious allegation is made by a person within the club against either a club member or somebody outside the club. The formal steps which the club must follow will be set out clearly in the policy.
Child Protection legislation requires that organizations dealing with children must put in place a specific individual whose responsibility it is to liaise with the statutory authorities when
- Seeking advice in regard to possible child abuse
- Reporting an incident of child abuse.
This person is known as the Designated Person and all clubs must appoint one. The person to fill this role should have particular qualities and these are listed in the sample policy. In addition they must also undergo specific training for this role – also outlined in the sample policy. The club has a number of options in regard to the person to fill the role.
- A specific elected officer (say President/Chairperson) would automatically become the DP.
- A senior person of good standing in the club but who may not necessarily be a club officer could be appointed.
If the club has difficulty getting somebody to fill the role it may get one of the Children’s Officers to do it but this is not considered good practice and should only be done as a last resort.
It is vital that the DP is known to all members and we strongly recommend that their photograph and contact details are prominently displayed in the club premises.
The sample policy contains quite a lot of information and we suggest you read it first.
Appendix 16 downloadable document
Appendices 17, 18 & 19: General Appendices to protect children
The sample policy contains a number of other policies – Bullying, Mental Wellbeing, etc. which for the most part are self-explanatory. The purpose of these is to highlight the particular issues and outline the club’s procedures for dealing with them.
Appendix 20: Forms
A number of the Appendices include forms to be completed and signed and retained by the club. We recommend including all such forms in one appendix at the end of the policy. It will just make it easier to find them instead of trying to remember which Appendix contains which form.