Royal Leamington Spa Archery Society

Child Protection Policy Guidelines

To avoid allegations of poor practice and to ensure the safety of members and participants, RLSAS has adopted the following good practice guidelines:

Adopt a Child and Vulnerable Adults Protection Policy
Publicise the GNAS policy to show the RLSAS's commitment to child safety and welfare
Adopt and implement a policy of best practice procedures
Publicise a statement of zero tolerance of bullying
Establish procedures through which all complaints or concerns can be voiced and dealt with confidentially
Local authorities may have their own specific rules that are additional to the requirements of the legislation and therefore the club need to check the local situation to see how RLSAS could be affected by these rules
No fewer than two adults must form the General Management of a Junior club, one of whom must be a GNAS member. The names and addresses of these adults must be lodged with the County Association and copies available to GNAS or valid authority upon request. The RLSAS officials must notify the County Association of any changes to the Senior Management of the Junior Archery club
The normal shooting/ meeting times of the Junior club must be made available to the County Association (currently Friday night between 5 - 6pm during outdoor season). This does not preclude RLSAS from arranging extra sessions as required.
The names, addresses and telephone numbers of all junior members of RLSAS must be available at the ground when the club are meeting
Advise parents and children that all archers (including children) applying for MB status or greater or a FITA Star 1200 or greater become eligible for drug testing at any UK domestic tournament
Clearly advise parents that they should be responsible for the care of their own child whilst that child participates in tournaments. Under no circumstances should the Tournament Organiser accept responsibility for the care of children
During all shooting/ teaching sessions, provided exclusively for juniors, two adults (one of whom must be a GNAS member) must supervise and ensure that the ratio of juniors to supervising adults never exceeds 12:1
In the instance where a parent supervises their child, the responsibility for the care of that child would remain with the parent
A parent/ guardian must always accompany their child if they are under the age of 12 years. Any parent who brings along children 12 years of age or under, who are not their own children, must be aware that those children remain in their care.
A parent or guardian may approach either the Child Protection Officer, their Deputy, the Club Chairman or Secretary and ask them to supervise their child - this is done on a voluntary basis and purely at the discretion of the Committee official who is approached
Parents to ensure that at least 2 adult club members are at the ground before they leave their child (applies only if child over 12 years). If there are not 2 adults present, the child must not be left. Parents are also to make arrangements for collection of their child after the shoot/ training session.
Issue a copy of the Child Protection Policy to all parents of junior members
Monitor member's training needs and issues such as poor coaching practice. Ensure there are procedures in place for dealing with poor practice
Designate a person to deal with child protection and welfare issues. This person should undergo a criminal record check and receive appropriate training.
The RLSAS Child Protection Officer should ensure there is a written procedure for contacting local Social Service departments and Police, together with any out-of-hours contacts and procedures.
The Child Protection Officer should ensure that anyone with substantial access to children and vulnerable adults give their consent to having a criminal record check

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 child's parents. For example, a child sustains an injury and needs to go to hospital, or a parent fails to arrive to pick a child up at the end of a session:

Avoid spending excessive amounts of time alone with children away from others
Avoid taking or dropping off a child to an event

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 with a child
Allow or engage in any form of inappropriate language
Allow children to use inappropriate language unchallenged
Make sexually suggestive comments to a child, even in fun
Reduce a child to tears as a form of control
Allow allegations made by a child to go unchallenged, unrecorded and not acted upon
Do things of a personal nature for children or disabled adults that they can do for themselves
Invite or allow children to stay with you at your home un-supervised

N.B. It may sometimes be necessary for members or volunteers to do things of a personal nature for children, particularly if they are young or are disabled. These tasks should only be carried out with the full understanding and consent of the parents and children involved.

Incidents that must be reported / recorded

If any of the following occur, you should report this immediately to another colleague and record the incident. You should also ensure the parents of the child are informed:

If you accidentally hurt anyone (i.e. archer, spectator, visitor)
If s/he seems distressed in any manner
If a participant appears to be sexually aroused by your actions

Use of photographic/filming equipment at sporting events

The specific details concerning photographic/digital/video and filming equipment should, where possible, be published prominently in event programmes and could be announced over the public address system prior to the start of the event.

The recommended wording is:

In line with the recommendation in the GNAS Protection of Children and Vulnerable Adults policy, the promoters of this event request that any person wishing to engage in video, zoom or close range photography should register their details with members at the Registration desk, before carrying out any such photography. The promoter reserves the right of entry to this event and reserves the right to decline entry to any person unable to meet or abide by the promoter's conditions.

Videoing as a coaching aid: there is no intention to prevent RLSAS 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 such films should be stored away safely.

Recruitment of Volunteers

RLSAS has never had a need to recruit volunteers in the sense meant by the GNAS Code Of Good Practice. In the event that a need arises, the Society will recruit people who are well known to at least one member, who can vouch for them and thereby avoid the need to go through the elaborate recruitment process set out in the GNAS Code (other that, if required, CRB checks).

Responding to allegations or suspicions

It is not the responsibility of anyone working in RLSAS to decide whether or not child abuse has taken place. However, there is a responsibility to act on any concerns through the appropriate authorities.

RLSAS will assure all members/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 or volunteer, there may be three types of investigation:

A criminal investigation
A child protection investigation
A disciplinary or misconduct investigation

The results of the police and child protection investigation may well influence the disciplinary investigation, but not necessarily.

Action if there are concerns

Concerns about poor practice:

If, following consideration, the allegation is clearly about poor practice, the RLSAS Child Protection Officer will deal with it as a misconduct issue
If the allegation about poor practice is made against the Child Protection Officer, or if the matter has been handled inadequately and concerns remain, it should be reported to the relevant GNAS officer, who will decide how to deal with the allegation and whether or not to instigate disciplinary proceedings

Concerns about suspected abuse:

Any suspicion that a child has been abused by either a member or a volunteer should be reported to the RLSAS Child Protection Officer, who will take such steps as considered necessary to ensure the safety of the child in question and any other child who may be at risk
The RLSAS Child Protection Officer will refer the allegation to the Social Services Department who may involve the Police, or go directly to the Police if out-of-hours
The parents or carers of the child will be contacted as soon as possible, following advice from Social Services
The RLSAS Child Protection Officer should also notify the GNAS officer who will, in turn, inform the GNAS Child Protection Officer who will deal with any media inquiries
If the RLSAS Child Protection Officer is the subject of the suspicion/allegation, the report must be made to the GNAS Child Protection Officer who will refer the allegation to the 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 RLSAS Child Protection Officer and their Deputy, the Club Chairman and Secretary
The parents of the person who is alleged to have been abused
The person making the allegation
Social Services/Police
The GNAS Child Protection Officer
The alleged abuser (and parents if the alleged abuser is a child)

Social Service's advice should be sought on who should approach the alleged abuser.

Information should be stored in a secure place with limited access to designated people, in line with the Data Protection laws.

Internal Enquiries and Suspension

A sub-committee (comprising of the Club Child Protection Officer, their Deputy, the Club Chairman, Secretary and 3 co-opted Committee members) will make an immediate decision about whether any individual accused of abuse should be temporarily suspended, pending further Police and Social Services inquiries
On completion of the Police / Social Services investigation, the same sub-committee will regroup and decide whether a member 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 RLSAS sub-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 child should remain of paramount importance throughout.

Support to deal with the aftermath of abuse

Consideration should be given to the kind of support that children and parents 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. E-mail bac@bacp.co.uk or via 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 who is still currently working with children).

Where such an allegation is made, the RLSAS should follow the procedures as detailed in this Policy and report the matter to the Social Services or Police. This is because other children, 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 'Responses to suspicions or allegations'.

Action to help the victim and prevent bullying in sport:

Take all signs of bullying very seriously
Encourage all children 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 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 happening, by whom, when)
Report any concerns to the RLSAS Child Protection Officer or the school (wherever the bullying is occurring)

Action toward 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
Inform the bully (ies) 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

Concerns outside the immediate sporting environment (e.g. a parent or carer):

Report your concerns to the RLSAS Child Protection Officer, who should contact Social Services or the Police as soon as possible
If the RLSAS Child Protection Officer is not available, their Deputy should contact the Social Services / Police immediately
Social Services and the RLSAS Child Protection Officer will decide how to involve the parents/carers
The RLSAS Child Protection Officer should also report the incident to the GNAS. The GNAS should ascertain whether or not the person/s involved in the incident play a role within RLSAS and act accordingly
Maintain confidentiality on a need to know basis only

A Quick Guide to Procedures if you Suspect Abuse of a Child

If concerned about a child or vulnerable adult

Record what the child or vulnerable adult has said or what has been seen with as much detail as possible

Report your concern to the Designated Officer

The Designated Officer should contact Social Services and the Police.
Only contact the parents if advised to do so

Report the matter to the GNAS Child Protection Officer

A Quick Guide to Procedures If You Have Concerns
About Possible Abuse By a Colleague

If it is considered to be possible abuse

Report your concerns to the Designated Officer who must then ensure the safety of the child and refer to Social Services, who may involve the Police

If the concern relates to the person in charge - refer the matter to the County Designated Officer who will deal with the matter as above

All incidents of abuse must be reported confidentially to the GNAS Child Protection Officer immediately

The person the allegation is made against would be immediately suspended whilst the investigation is carried out under the GNAS Disciplinary Regulations

A Quick Guide to Procedures If You Have Concerns
About the Behaviour of a Colleague

If it is considered poor practice i.e. teaching contravenes practice contained in the GNAS Coaching Manuals

Report your concerns to the RLSAS Designated Officer or person in charge

The local Coaching Officer i.e. RLSAS, County or Region should be contacted, they will ascertain if indeed the coaching is poor practice

If the Coaching Officer considers the case to be poor practice, they should make arrangements for the coach to be re-trained. The coach should not participate in any coaching activities until the re-training has been completed

A written confidential record of the allegation and action taken, if any, should be sent to the GNAS Office

If it is considered the behaviour of a member contravenes the GNAS Rules, Policies or Codes

Report your concerns to the RLSAS Secretary

If the RLSAS cannot deal with the matter, refer it to the County Secretary

The County Secretary may refer the matter to the Regional Secretary

Serious cases can be sent to GNAS via County and Region

January 2004