Child Protection Policy

Protecting children from abuse is a responsibility of all those who come into contact with them. We in Newry Tennis Club are committed to practice which protects children from harm. Information contained in this document will help to create an understanding and direction for staff, officials, coaches, volunteers, members, parents, children and young people involved in Tennis and affiliated regional and local clubs.

Policy Statement

Newry Tennis Club is committed to ensuring that the safety, welfare and well-being of children are maintained at all times during their participation in activities run by Newry Tennis Club and its member bodies. We aim to promote a safe environment for all children and to assist all staff, officials, coaches, members and volunteers to recognise child abuse and neglect and follow the appropriate notification procedures when reporting alleged abuse.

Rationale

The focus of this policy and guidelines is the prevention of child abuse in the sporting environment. This policy will assist Newry Tennis Club in establishing co-ordinated strategies for dealing with child abuse and neglect in a responsible, effective and consistent manner.

Objectives

• Adopt child protection guidelines through a code of conduct for all staff
• Provide information to assist staff and volunteers in recognising and responding to all forms of child abuse
• Provide direction regarding legal responsibilities under child protection legislation
• Follow procedures for recruitment and selection of staff and volunteers

Scope

This policy applies to all management and staff (paid, voluntary, permanent or casual) of Newry Tennis Club and its affiliated regional and local clubs.

Policy Review

This Child Protection Policy will be reviewed annually and updated in line with any legislative changes that have significant impact on the manner in which child protection issues are to be dealt with.

Parents are expected to:

• Complete and return the Health and Consent Form pertaining to their child's participation. There is a legal requirement for parental consent.
• Deliver and collect the child punctually to and from coaching sessions and matches.
• Ensure their child is properly attired for weather conditions and wearing proper footwear at all times. Any child not in possession of the fundamental requirements will not be permitted to participate.
• Detail any health concerns on the consent form, particularly breathing or chest conditions. Any changes in the child's health should be reported to the coach prior to sessions.
• Inform the coach prior to departure if a child is to be collected early from a session.
• Encourage their child to play by the rules and to do their best.
• Behave responsibly on the sidelines and show appreciation for coaches.
• Accept officials' judgements and be realistic in their expectations.
• Ensure their child's hygiene and nutritional needs are met.
• Acknowledge the important role of club coaches who give their time to ensure children's participation.

Parents and guardians have the right to:

• Know their child is safe
• Be informed of problems or concerns relating to their children
• Be informed if their child is injured
• Have their consent sought for issues such as trips
• Contribute to decisions within the club
• Complain if they have concerns about the standard of coaching

Any breach of this code of conduct will be dealt with immediately by a club official. Persistent breaches may result in the parent or guardian being asked not to attend. In serious cases, the club may regrettably ask the child to leave.

Newry Tennis Club will ensure:

• Proper supervision of children with a satisfactory ratio of coaches to children — a maximum of 1:8 for primary school children and 1:12 for post-primary children.
• Use of proper, recommended equipment; clearly visible identification markers; coaching surfaces free from debris.
• Equipment used only when supervised by a coach.
• A clearly defined, fenced area of play, safe from vehicular traffic.
• Public Liability Insurance in place covering all members.
• Only children within the same or similar age bands are selected for team playing and coaching.
• A first aider and first aid kit on hand at all times, with an accident book maintained. All accidents will be reported to parents at collection.
• Any transport is provided by coaches or volunteers in possession of a driving licence and roadworthy vehicles, with prior parental permission.
• Ongoing training and information for leaders.
• Implementation of policy and procedures in line with Our Duty to Care and the Code of Ethics & Good Practice for Children's Sport.
• Open discussion on member protection issues.
• Support to members who report accusations of abuse, with all suspected abuse information treated confidentially.
• Appropriate action taken if members breach standards of reasonable behaviour.
• The designated officer has knowledge of statutory child protection procedures and responsibilities under Co-operating to Safeguard Children (DHSSPS).
• Parents have access to the club's policy guidelines for away trips, overnight stays, and the use of photography and video equipment.

Best practice is to avoid transporting a child alone in a car. Where this is unavoidable, the following safety measures must be in place:

• All drivers must have agreed to a Pre-Employment Consultancy Service check. The club must have sight of the driver's licence to ensure there are no endorsements.
• Parents must be informed of who will be transporting their child, the reasons why, and the expected duration of the journey.
• A person other than the planned driver should speak to the child about arrangements to confirm the child is comfortable.
• The driver must ensure they have insurance to carry others, particularly if in a paid position or claiming expenses.
• The driver should attempt to have more than one child in the car.
• When dropping off children, coaches should alternate which child is left last. Ideally two children should be dropped at an agreed point such as one of their homes.
• The person who takes children home should be alternated to reduce the risk of any one individual always being alone with a child.
• The driver should have a point of contact and mobile phone in case of breakdown.
• Children must wear seatbelts at all times. The driver is legally responsible for ensuring children under 14 wear a seatbelt.
• Parents will be provided with guidelines on late collections, outlining their responsibilities and consequences. The club will hold contact numbers for parents and an alternative emergency contact.

Photographs can be used as a means of identifying children when accompanied with personal information, making a child vulnerable to grooming or abuse. Newry Tennis Club has developed the following policy on the use of images of athletes.

Newry Tennis Club will:

• Avoid the use of the first name and surname of individuals in photographs.
• If the child is named, avoid using their photograph. If a photograph is used, avoid naming the child.
• Ask for the child's permission to use their image, and ask for parental permission via a Parental Permission Form.
• Only use images of children in suitable dress to reduce the risk of inappropriate use.
• Maintain a recognised procedure for reporting the use of inappropriate images.

Guidelines for Photographic Equipment at Sporting Events

• Provide a clear brief about what is considered appropriate in terms of content and behaviour.
• Issue the official photographer with identification which must be worn at all times.
• Inform children and parents that a photographer will be in attendance and ensure consent is given for taking and publication of photographs.
• Not allow unsupervised access to children or one-to-one photo sessions at events.
• Not approve photo sessions outside of events or at a child's home.
• Ensure parents and spectators intending to photograph or video at an event are made aware of club expectations.
• Ask spectators to register if they wish to use photographic equipment at an event.
• Encourage anyone with concerns about inappropriate photography to report these to the event organiser, to be recorded as a child protection concern.

Volunteers and coaches are carefully selected, trained and supervised. The following procedures apply:

• Office bearers of the club committee must vouch for a volunteer's potential involvement, ratified by the unanimous approval of remaining coaches.
• All new coaches working with children must complete the club application form.
• Declaration of past convictions or cases pending, and agreement to a Pre-Employment Consultancy check, is a prerequisite to approval to coach.
• All volunteers and coaches must agree to abide by the club's Child Protection Policy and sign a pro-forma to this effect.
• Any concerns regarding the suitability of a coach must be submitted to the designated person and raised with the club committee.
• The club will define the role clearly, obtain 2 written references, and set a probationary period of 12 months.
• Two members will interview the individual, formally or informally, assessing their experience with children, knowledge of child protection, and ability to communicate with young people.

• Governing Body approved coaching sessions have been scheduled and all participants are expected to qualify to at least Level 1 coaching qualification.
• Appointment of volunteers and coaches will be based on current or previous experience playing or coaching tennis.
• Education and training in child protection will apply to all coaches and volunteers working with children, with continuous review of the Child Protection Policy.
• All new coaches must attend a child protection awareness workshop within 12 months of taking up their post. This opportunity should also be made available to parents and other volunteers.

The Children (NI) Order 1995 formally recognises four types of abuse:

In addition, Newry Tennis Club recognises its responsibility to protect children from bullying and has policies and procedures in place to do so.

Newry Tennis Club will never promise to keep secrets. However, information of a confidential nature will only be communicated on a "need to know" basis, with the welfare of the child paramount.

Considerations of confidentiality will not be allowed to override the rights of children or young members to be protected from harm.

A full Child Protection policy document is available within club premises for all interested parties to read.

All children should be valued and treated in an equitable and fair manner regardless of ability, age, sex, religion, social and ethnic background or political persuasion. Children, irrespective of ability or disability, should be involved in sports activities in an integrated and inclusive way, allowing them to participate to their full potential alongside other children.

Newry Tennis Club recognises the additional vulnerability of some children and the extra difficulties they may face when seeking help. To address this, coaches will seek guidance on working with children with a disability from external agencies, parents and the children themselves.

Bullying may take the form of physical attacks, verbal assault, name-calling, sectarian or racist assaults, or indirect forms such as spreading malicious rumours or excluding someone from a group.

Bullying is not an accepted behaviour towards anyone at Newry Tennis Club, whether child, coach, volunteer or parent. Anyone found to be bullying others will be dealt with seriously.

If a child states they are being bullied:

1. The child should be given time to say how they are being bullied and reassured they are right to tell.
2. The adult or Children's Officer should keep the young person informed of proposed action and take into account the child's feelings and perspective.
3. The Chairperson or leader of the club should be informed of any bullying incident so that policies and practices can be reviewed regularly.

The child's parents may be informed of concerns and the club's response.

In the event of an accident, the following procedure will be carried out:

1. Fill in 2 copies of the Accident Form for all accidents.
2. Make contact with parents or guardians.
3. File one copy in the incident book or folder.
4. Forward one copy to the designated person for record keeping and any action required.
5. Contact emergency services or GP if required.
6. Record in detail all facts surrounding the accident, including witness information.

1. Record all incidents reported or observed on an Incident Form.
2. Submit one copy to the designated person.
3. Ensure confidentiality — information shared on a need-to-know basis only.
4. The designated person is responsible for storing any report in a safe and secure environment.