WELSH AMATEUR SWIMMING ASSOCIATION LTD

CHILD PROTECTION POLICY AND PROCEDURES

This policy has been prepared in consultation with the NSPCC and has been approved by the Child Protection Sport Unit

Welsh Amateur Swimming Association
Wales National Pool
Sketty Lane
Swansea
SA2 8QG

INDEX

Section									Page No

ONE			Child Protection Policy				3

TWO			Promoting Good Practice				5 

THREE		Defining Child Abuse				8 

FOUR			Responding to Concerns/Allegations		11

FIVE			Recruiting and Selecting				16

SIX			Useful Contacts					18 

Appendices

APPENDIX 1		Code of Conduct					19
APPENDIX 2		Equity Policy						20 
APPENDIX 3		Guidelines for Transporting Children		21
			And Young People
APPENDIX 4		Supervision of Children and Young		22
			People
APPENDIX 5		Anti Bullying Policy					23
APPENDIX 6		Photographic/Recorded Images			24
APPENDIX 7		Parent/Guardian and Young Person		25
			Permission Form for the use of 
			Photographs and Recorded Images
APPENDIX 8		Responding to Concerns About			26
			Parent/Carer
APPENDIX 9		Responding to Concerns About a			27
			Member of Staff or Volunteer
APPENDIX 10		Incident Report Form				28 
APPENDIX 11		Designated Person					30
APPENDIX 12		Sample Declaration Form				31 
APPENDIX 13		Application Form					33 
APPENDIX 14		Criminal Records Bureau (CRB)			35
APPENDIX 15		Reference Form					36
APPENDIX 16		Recommended Legislation/Guidance &		37 
			Publications
APPENDIX 17		Guidelines for Transportation			39
			Application Form
APPENDIX 18		Parental Consent for Visits & Tours		41
APPENDIX 19		Whistle Blowing					43

SECTION 1 - CHILD PROTECTION POLICY

1.1	Introduction

This is the Policy for the Welsh Amateur Swimming Association (WASA) and all clubs MUST work within this policy.

Everyone who participates in the Welsh Amateur Swimming Association is entitled to do so in an enjoyable and safe environment.  The WASA has a moral and legal obligation to ensure that, when given responsibility for children the coaches (including teachers and assistants), support staff and volunteers provide them with the highest possible standard of care.  Even the children themselves have a duty of care to each other and to the staff.

The WASA is committed to devising and implementing policies so that everyone in sport accepts their responsibilities to safeguard children from harm and abuse.  This means to follow procedures to protect children and report any concerns about their welfare to appropriate authorities.

The aim of the policy is to promote good practice, providing everyone with appropriate safety/protection whilst in the care of the WASA and to allow staff and volunteers to make informed and confident responses to specific child protection issues.  A child  is defined as a person under the age of 18 (Children’s Act 1989)

1.2	Policy Statement

The WASA is committed to the following:

•	the welfare of the child is paramount

•	all children, whatever their age, culture, ability, gender, language, racial origin, religious belief and/or sexual identity should be able to participate in aquatic sports in a fun and safe environment

•	taking all reasonable steps to protect children from harm, discrimination and degrading treatment and to respect their rights, wishes and feelings

•	all suspicions and allegations of poor practice or abuse will be taken seriously and responded to swiftly and appropriately

•	all employees/volunteers who work with children will be recruited with regard to their suitability for that responsibility, and will be provided with guidance and/or training in good practice and child protection procedures

•	working in partnership with parents and children is essential for the protection of children

Child Protection Policies should be reviewed every 3 years or whenever there is a major change in the organisation or in relevant legislation

1.3		Legal and Procedural Framework

The practices and procedures within this policy are based on principles contained within UK and International legislation and Government guidance.  (See Appendix 16)

•	The Children Act 1989
•	The Protection of Children Act 1999
•	Working Together to Safeguard Children and Young People (1999)
•	‘Caring for the young and vulnerable’ Home Office guidance for preventing the abuse of trust (1999)
•	Criminal Justices and Court Services Act (2000)
•	The UN Convention on the Rights of the Child 
•	Human Rights Act (1998)
•	The Data Protection Act (1998)

SECTION 2 - PROMOTING GOOD PRACTICE

2.1	Introduction

To provide children with the best possible experience and opportunities in aquatic sports, everyone must operate within an accepted ethical framework such as The Coaches Code of Conduct and an Equity Policy (See appendix 1 & 2).

It is not always easy to distinguish poor practice from abuse.  It is therefore NOT the responsibility of employees or participants to make judgements about whether or not abuse is taking place.  It is however their responsibility to identify poor practice and possible abuse and act if they have concerns about the welfare of the child, as explained in section 4.  

This section will help you identify what is meant by good practice and poor practice.

2.2	Good Practice

All personnel should adhere to the following principles and action:

•	always work in an open environment (e.g. avoiding private or unobserved situations and encouraging open communication with no secrets)

•	make the experience of our sport fun and enjoyable: promote fairness, confront and deal with bullying

•	treat all children equally and with respect and dignity

•	always put the welfare of the child first, before winning

•	maintain a safe and appropriate distance with athletes (e.g. it is not appropriate for staff or volunteers to have an intimate relationship with a child or to share a room with them)

•	avoid unnecessary physical contact with children.  Where any form of manual/physical support is required it should be provided openly and with the consent of the child.  Physical contact can be appropriate so long as it is neither intrusive nor disturbing and the child’s consent has been given

•	Involve parents/carers wherever possible, e.g. where children need to be supervised in changing rooms, encourage parents to take responsibility for their own child.  If groups have to be supervised in changing rooms always ensure parents, coaches etc work in pairs. (The normal pool hire by a club is for swim time and not time when in the changing rooms, this should be the responsibility of the parent/carer and not the coaches and teachers).

•	request written parental consent if club officials are required to transport children in their cars.  Club officials must have registered their vehicle with the club on the appropriate form (see Appendix 17)
•	gain written parental consent for any significant travel arrangements e.g. overnight stays 

•	ensure that if mixed teams are taken away, they should always be accompanied by a male and female member of staff

•	ensure that at away events, adults should not enter a child’s room or invite child to their rooms

•	be an excellent role model, this includes not smoking or drinking alcohol in the company of children

•	always give enthusiastic and constructive feedback rather than negative criticism

•	recognising the developmental needs and capacity of the child and do not risk sacrificing welfare in a desire for club or personal achievements.  This means avoiding excessive training or competition and not pushing them against their will

•	secure written parental consent for the club to act in loco parentis, to give permission for the administration of emergency first aid or other medical treatment if the need arises

•	keep a written record of any injury that occurs, along with details of any treatment given

2.3	Poor Practice

The following are regarded as poor practice and should be avoided by all personnel:

•	unnecessarily spending excessive amounts of time alone with children away from others

•	taking children alone in a car on journeys, however short

•	taking children to your home, where they will be alone with you

•	sharing a room with a child

•	engaging in rough, physical or sexually provocative games, including horseplay

•	allow or engage in inappropriate touching of any form

•	allowing children to use inappropriate language unchallenged

•	making sexually suggestive comments to a child, even in fun 	
	
•	reducing a child to tears as a form of control

•	allow allegations made by a child to go unchallenged, unrecorded or not acted upon
•	do things of a personal nature that the child can do for themselves

Where the/a case arises and where it is impractical/impossible to avoid certain situations e.g. transporting a child in your car, the tasks should only be carried out with the full understanding and consent of the parent/carer and the child involved. (See Appendix 3 & 4).

If during your care you accidentally hurt a child, the child seems distressed in any manner, appears to be sexually aroused by your actions and/or if the child misunderstands or misinterprets something you have done, report any such incidents as soon as possible to another colleague and make a written note of it and place a copy with your Club Child Protection Officer.  Parents should also be informed of the incident.

2.4	Physical Contact in Sport

Many sports, by their nature, require a degree of physical contact between adults and children.  Physical contact can be used appropriately to instruct, encourage, protect or comfort.  The aims of guidelines relating to physical contact are to provide adults and children with appropriate types and contexts for touching.

Physical contact between adults and children should only be used when the aim is to:

•	Develop sports skills or techniques
•	Treat an injury
•	Prevent an injury
•	Meet the requirements of the particular sport

Physical contact should:

•	Not involve touching genital areas, buttocks or breasts
•	Meet the need of the child and not the need of the adult
•	Be fully explained to the child and, with the exception of an emergency, permission should be sought
•	Not take place in secret or out of sight of others

Records of injuries should be fully recorded

SECTION 3 - DEFINING CHILD ABUSE

3.1	Introduction

Child abuse is any form of physical, emotional or sexual mistreatment or lack of care that leads to injury or harm. It commonly occurs within a relationship of trust or responsibility and is an abuse of power or a breach of trust.  Abuse can happen to a child regardless of their age, gender, race or ability.

There are four main types of abuse: physical abuse, sexual abuse, emotional abuse and neglect.  The abuser may be a family member, someone the child encounters in residential care or in the community, including sports and leisure activities.  Any individual may abuse or neglect a child directly, or may be responsible for abuse because they fail to prevent another person harming the child.

Abuse in all of its forms can affect a child at any age. The effects can be so damaging that, if not treated, may follow the individual into adulthood.

Children with disabilities may be at increased risk of abuse through various factors such as stereotyping, prejudice, discrimination, isolation and a powerlessness to protect themselves or adequately communicate that abuse had occurred.

3.2	Types of Abuse

Physical Abuse: where adults physically hurt or injure a child e.g. hitting, shaking, throwing, poisoning, burning, biting, scalding, suffocating or drowning. Giving children alcohol or inappropriate drugs would also constitute physical abuse.
	
This category of abuse can also include when a parent/carer reports non-existent symptoms or illness deliberately causes ill health in a child they are looking after.  

In a sports situation, physical abuse may occur when the nature and intensity of training disregards the capacity of the child’s immature and growing body.

Emotional Abuse: is the persistent emotional ill treatment of a child, likely to cause severe and lasting adverse effects on the child’s emotional development.  It may involve telling a child they are useless, worthless, unloved, inadequate or valued in terms of only meeting the needs of another person.  It may feature expectations of children that are not appropriate to their age or development.  It may cause a child to be frightened or to feel that s/he is in danger by being constantly shouted at, threatened or taunted which may make the young person frightened or withdrawn. Ill treatment of children, whatever form it takes, will always feature a degree of emotional abuse.

Emotional abuse in sport may occur when the child is constantly criticised, given negative feedback, expected to perform at levels that are above his/her capability.  Other forms of emotional abuse could take the form of name calling and bullying.

Bullying may come from another young person or an adult.  Bullying is defined as deliberate hurtful behaviour, usually repeated over a period of time, where it is difficult for those bullied to defend themselves. There are three main types of bullying.

It may be physical (e.g. hitting, kicking, slapping), verbal (e.g. racist or homophobic remarks, name calling, graffiti, threats, abusive text messages), emotional (e.g. tormenting, ridiculing, humiliating, ignoring, isolating from the group), or sexual (e.g. unwanted physical contact or abusive comments).

In sport, bullying may arise when a parent or coach pushes the child too hard to succeed, or a rival athlete or official uses bullying behaviour. (See Appendix 5)

Neglect occurs when an adult fails to meet the child’s basic physical and/or psychological needs, to an extent that is likely to result in serious impairment of the child’s health or development.  For example, failing to provide adequate food, shelter and clothing, failing to protect from physical harm or danger, or failing to ensure access to appropriate medical care or treatment.

Refusal to give love, affection and attention can also be a form of neglect.

Neglect in sport could occur when a coach does not keep the child safe, or exposing them to undue cold/heat or unnecessary risk of injury.

Sexual Abuse occurs when adults (male and female) use children to meet their own sexual needs.  This could include full sexual intercourse, masturbation, oral sex, anal intercourse and fondling.  Showing children pornography or talking to them in a sexually explicit manner are also forms of sexual abuse.

In sport, activities which might involve physical contact with children could potentially create situations where sexual abuse may go unnoticed.  Also the power of the coach over young athletes, if misused, may lead to abusive situations developing.

3.3	Indicators of Abuse

Even for those experienced in working with child abuse, it is not always easy to recognise a situation where abuse may occur or has already taken place.  Most people are not experts in such recognition, but indications that a child is being abused may include one or more of the following:

•	unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated on a part of the body not normally prone to such injuries

•	an injury for which an explanation seems inconsistent

•	the child describes what appears to be an abusive act involving him/her

•	another child or adult expresses concern about the welfare of a child

•	unexplained changes in a child’s behaviour, e.g. becoming very upset, quiet, withdrawn or displaying sudden outbursts of temper

•	inappropriate sexual awareness

•	engaging in sexually explicit behaviour

•	distrust of adults, particularly those whom a close relationship would normally be expected

•	difficulty in making friends

•	being prevented from socialising with others

•	displaying variations in eating patterns, including over eating or loss of appetite

•	losing weight for no apparent reason

•	becoming increasingly dirty or unkempt

Signs of bullying include:

•	behavioural changes such as reduced concentration and/or becoming withdrawn, clingy, depressed, tearful, emotionally up and down, reluctance to go to training or competitions

•	an unexplained drop off in performance

•	physical signs such as stomach aches, headaches, difficulty in sleeping, bed wetting, scratching and bruising, damaged clothes, bingeing e.g. on food, alcohol or cigarettes

•	a shortage of money or frequent loss of possessions

It must be recognised that the above list is not exhaustive, but also that the presence of one or more of the indications is not proof that abuse is taking place.  It is NOT the responsibility of those working within the WASA to decide that child abuse is occurring.  It IS their responsibility to act on any concerns.

3.4	Use of Photographic/Filming Equipment at Sporting Events

There is evidence that some people have used sporting events as an opportunity to take inappropriate photographs or film footage of children.  All clubs should be vigilant and any concerns should be reported to the Club Child Protection Officer.

All parents and performers should be made aware when coaches use video equipment as a coaching aid. (See Appendix 6 & 7)

SECTION 4 - RESPONDING TO CONCERNS & ALLEGATIONS

4.1	Introduction

It is not the responsibility of anyone working within the WASA, in a paid or unpaid capacity, to decide whether or not child abuse has taken place.  However, there is a responsibility to act on any concerns through contact with the appropriate authorities so that they can then make inquiries and take necessary action to protect the young person.  This applies BOTH to allegations/suspicions of abuse occurring within the WASA and to allegations/suspicions that abuse is taking place elsewhere.  (See Appendix 8 & 9)

This section explains how to respond to allegations/suspicions.

4.2	Responding to concerns/allegations 

We may become aware of possible abuse in various ways.  We may see it happening or we may suspect it happening because of signs such as those listed in section 3 of this document or it may be reported to us by someone else or directly by the young person affected.

In the last of these cases, it is particularly important to respond appropriately.  If a young person says or indicates that they are being abused, you should:

•	stay calm so as not to frighten the young person
•	reassure the child that s/he is not to blame and that it was right to tell
•	listen to the child, showing that you are taking him/her seriously
•	keep questions to a minimum so that there is a clear and accurate understanding of what has been said.  The law is very strict and child abuse cases have been dismissed where it is felt that the child has been led or words and ideas have been suggested during questioning.  Only ask questions to clarify
•	inform the child that you have to inform other people about what s/he has told you.  Tell the child this is to help stop the abuse continuing
•	safety of the child is paramount.  If the child needs urgent medical attention call an ambulance, inform the doctors of the concern and ensure they are made aware that this is a child protection issue
•	record all information
•	report the incident to the Club Child Protection Officer (Club CPO)

In all cases if you are not sure what to do you can gain help from the WASA on 01792 513638/01792 513636 (Mon – Fri 9.00am – 5.00pm); NSPCC Wales help line (Mon – Fri 10.00am – 6.00pm).  Tel No: 08081002524 or the NSPCC 24 hour help line Tel No: 0800800500

4.3	Recording Information

To ensure that information is as helpful as possible, a detailed record should always be made at the time of the disclosure/concern.  In recording you should confine yourself to the facts and distinguish what is your personal knowledge and what others have told you.  Do not include your own opinions.

Information should include the following:

•	the child’s name, age and date of birth
•	the child’s home address and telephone number
•	whether or not the person making the report is expressing their concern or someone else’s
•	the nature of the allegation, including dates, times and any other relevant information
•	a description of any visible bruising or injury, location, size etc.  Also any indirect signs, such as behavioural changes
•	details of witnesses to the incidents
•	the child’s account, if it can be given, of what has happened and how any bruising/injuries occurred
•	have the parents been contacted?  If so what has been said?
•	has anyone else been consulted?  If so record details
•	has anyone been alleged to be the abuser?  Record detail

4.4	Reporting the Concern

All suspicions and allegations MUST be reported appropriately.  It is recognised that strong emotions can be aroused particularly in cases where sexual abuse is suspected or where there is misplaced loyalty to a colleague.  It is important to understand these feelings, but not allow them to interfere with your judgement about any action to take.

The WASA expects its members and staff to discuss any concerns they may have about the welfare of a child immediately with the person in charge and subsequently to check that appropriate action has been taken.

If the Club Child Protection Officer is not available, you should take responsibility and seek advice from the WASA .  If the WASA is not available then contact the NSPCC Helpline, the duty officer at your local Social Services department or the police.  Telephone numbers for the last two can be found in your local directory.

A summary of reporting procedures is provided in Appendix 10 .  Where there is a complaint against an employee or volunteer, there may be three types of investigation.

•	Criminal, in which case the police are immediately involved

•	Child protection, in which case the Social Services (and possibly) the police will be involved
•	Disciplinary or misconduct, in which case the WASA and the club will be involved

As mentioned previously in this document, Members of the WASA are not child protection experts and it is not their responsibility to determine whether or not abuse has taken place.  All suspicions and allegations must be shared with professional agencies that are responsible for child protection. 

Social Services have a legal responsibility under The Children Act 1989 to investigate all child protection referrals by talking to the child and family (where appropriate), gathering information from other people who know the child and making inquiries jointly with the police.

NB:	If there is any doubt, you must report the incident to the WASA: it may be just one of a series of other incidences which together cause concern

Any suspicion that a child has been abused by an employee or a volunteer should be reported to the WASA who will take appropriate steps to ensure the safety of the child in question and any other child who may be at risk.  This will include the following:

•	The WASA or the club can refer the matter to Social Services department
•	the parent/carer of the child will be contacted as soon as possible following advice 
•	the Lead Child Protection Officer of your organisation should be notified to decide who will deal with any media inquiries and implement any immediate disciplinary proceedings
•	the Child Protection Officer should also notify the WASA
•	if the club Child Protection Officer is the subject of the suspicion/allegation the report must be made to the appropriate manager who will refer the matter to the WASA

Allegations of abuse are sometimes made sometime after the event. Where such allegation is made, you should follow the same procedures and have the matter reported to the WASA. This is because other children in the sport or outside it may be at risk from the alleged abuser.  Anyone who has a previous conviction for offences related to abuse against children is automatically excluded from working with children.

4.5	Whistle Blowing

It is important that the organisation has well known procedures for enabling staff and volunteers to share, in confidence with a designated person, concerns they may have about a colleague’s behaviour (Appendix 19)

This may be behaviour linked to child abuse or behaviour that pushes boundaries beyond acceptable limits. If this is consistently ignored, a culture may develop within an organisation whereby staff and young people are ‘silenced’.  

The WASA is fully supportive of ‘whistle blowing’ for the sake of the child, and will provide support and protect those who ‘whistle blow’.  While it is difficult to express concerns about colleagues, it is important that these concerns are communicated to the designated person.  All staff and volunteers will be encouraged to talk to the designated person if they become aware of anything that makes them feel uncomfortable.  

4.6	Concerns outside the immediate Sporting Environment (e.g. a parent or carer)

•	Report your concerns to the Club Child Protection Officer (See Appendix 11).
•	If the Club Child Protection Officer is not available, the person being told or discovering the abuse should contact the WASA who will contact the local Social Services department or the police if deemed necessary
•	The WASA / Club Child Protection Officer / Social Services will decide how to inform the parents/carers
•	The Club Child Protection Officer should also report the incident to the WASA.  The Governing Body should ascertain whether or not the person/s involved in the incident play a role in the club/organisation and act accordingly
•	Maintain confidentiality on a need to know basis

4.7	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 Club Child Protection Officer
•	The WASA Lead Child Protection Officer
•	The parents of the child
•	The person making the allegation
•	Social Services/police
•	The alleged abuser (and parents if the alleged abuser is a child)

You can seek Social Services advice on who should approach the alleged abuser.

All information should be stored in a secure place with limited access to designated people, in line with data protection laws.

4.8	Internal Inquiries and Suspension

•	The Club Child Protection Officer will make an immediate decision about whether any individual accused of abuse should be temporarily suspended pending further inquiries

•	Irrespective of the findings of the inquiries the Club Disciplinary Panel (if necessary in conjunction with the WASA) will assess all individual cases to decide whether a member of staff or volunteer can be reinstated and how this can be sensitively handled. This may be a difficult decision; especially where there is insufficient evidence to uphold any action by the police. In such cases, the Club Disciplinary Panel must reach a decision based upon the available information, which could suggest that, on the 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.
4.9	Working with the Aftermath

After a suspicion or allegation about a child protection concern has been investigated, there is likely to be strong feelings amongst staff, parents and children and possibly among the wider community, which will need to be addressed.

There are likely to be issues of:

•	Communication - if rumour or fact
•	Guilt and blame - if  suspicions had been around for some time
•	Impact - on individuals, or the nature of what occurred and to whom
•	Gaps in the club/organisation in terms of roles and post held

Careful thought will need to be given to the sharing of information and the provision of appropriate support.  

SECTION 5 - RECRUITING & SELECTING

5.1	Introduction

It is important that all reasonable steps are taken to prevent unsuitable people from working with children.  This applies equally to paid staff and volunteers, both full and part time.  To ensure unsuitable people are prevented from working with children the following steps should be taken when recruiting.

5.2	Controlling Access to Children

•	All staff and volunteers should complete an application form.  The application form will elicit information about the applicants past and a self disclosure about any criminal record (See Appendix 13)
•	Consent should be obtained from the applicant to seek information from the Criminal Records Bureau (CRB) (See Appendix 14)
•	Two confidential references, including one regarding previous work with children should be obtained.  These references MUST be taken up and confirmed through telephone contact (See Appendix 15)
•	Evidence of identity must be original documents (passport or driving licence with photo)

5.3	Interview and Induction

All employees and volunteers will be required to undertake an interview carried out to acceptable protocol and recommendations.  All employees and volunteers should receive formal or informal induction during which:

•	A check should be made that the application form has been completed in full, including sections on criminal records and self disclosures
•	Their qualifications should be substantiated
•	The job requirements and responsibilities should be clarified
•	They should sign up to the club/organisation’s Code of Ethics and Conduct
•	Child Protection Procedures are explained and training needs identified e.g.  basic child protection awareness

5.4	Training

In addition to pre-selection checks, the safeguarding process includes training after recruitment to help staff and volunteers to:

•	Analyse their own practice against what is deemed good practice, and to ensure their practice is likely to protect them from false allegations
•	Recognise their responsibilities and report any concerns about suspected poor practice and/or abuse
•	Respond to concerns expressed by a child
•	Work safely and effectively with children

The WASA will require that:

•	All staff and volunteers who have access to children will be required to undergo a Criminal Records Bureau check by the WASA
•	All employees, volunteers, coaches, welfare officers and team managers  undertake relevant child protection training or undertake a form of home study, to ensure their practice is exemplary and to facilitate the development of positive culture towards good practice and child protection
•	All staff and volunteers receive advisory information outlining good/bad practice and informing them what to do if they have concerns about the behaviour of an adult towards a young person

SECTION 6 - USEFUL CONTACTS

WASA
Wales National Pool
Sketty Lane
Swansea
SA2 8QG
Tel – 01792 513636
www.welshasa.co.uk

Childline UK
Post 1111
London N1 OBR
Tel - 0800 1111

Criminal Records Bureau
PO Box 91 Liverpool L69 2UH
Helpline 0870 90 90 811
www.crb.gov.uk

NSPCC Child Protection Helpline
National Helpline 0808 800 5000
Welsh Helpline 0800 100 2524 (Mon-Fri 10am-6.00pm)
Asian Helpline 0800 096 7719
Deaf User’s Textphone 0800 056 0686
www.nspcc.org.uk

NSPCC Child Protection in Sport Unit (Wales)
Unit 1
Cowbridge Court
Cowbridge Road West
Cardiff
CF5 5BS
029209838085
www.thecpsu.org.uk

Police and Social Services
Consult your telephone directory for the most relevant local numbers

APPENDIX 1

Code of Conduct

1.	Coaches must respect the rights, dignity and worth of every person and treat everyone equally within the content of their sport.
2.	Coaches must place the well being and safety of the performer above the development of performance.  They should follow all guidelines laid down by the WASA and hold appropriate insurance cover
3.	Coaches must develop an appropriate working relationship with performers, especially children, based on mutual trust and respect.  Coaches must not exert undue influence to obtain personal benefit or reward.
4.	Coaches must encourage and guide performers to accept responsibility for their own behaviour.
5.	Coaches should hold up to date nationally recognised governing body coaching qualifications.
6.	Coaches must ensure the activities they direct or advocate are appropriate for the age, maturity, experience and ability of the individual as in line with Long Term Athlete Development.
7.	Coaches should at the outset clarify with performers, and where appropriate their parents, exactly what is expected of them and what performers are entitled to expect from the coach.
8.	Coaches should cooperate fully with other specialists e.g. other coaches, officials, sports scientists, doctors, physiotherapists in the best interest of the performer.
9.	Coaches should always promote the positive aspects of their sport e.g. fair play and never condone rule violations or the use of prohibited substances.
10.	Coaches must consistently display high standards of behaviour and appearance

This charter is reproduced by courtesy of Sportscoach UK.  http://www.sportscoachuk.org

APPENDIX 2

Equity Policy

Statement of Intent

The WASA is fully committed to the principles of equality of opportunity for all and is responsible for ensuring that no job applicant, employee, volunteer, competitor, child/young person receives less favourable treatment on the grounds of age, gender, ethnic status, parental/marital status, nationality, religious belief, political persuasion, social background and sexual preference.

Legal Requirements:

The WASA is required by law not to discriminate against its employees, members or volunteers and recognises its legal obligation under the following Acts:

•	Equal Pay Act 1970
•	Sex Discrimination Act 1975
•	Race Relations Act 1976
•	Disability Discrimination ACT 1995
•	Rehabilitation of Offenders Act 1974
•	Children’s Act 1989

Types of Discrimination:

Discrimination can take the following forms

Direct Discrimination - This means treating someone less favourably than you would treat others in the same circumstances

Indirect Discrimination - This occurs when a job requirement or condition is applied equally to all, which has a disproportionate and detrimental effect on one group.

The WASA is fully committed to equality of opportunity and where decisions are made about an individual, the only personal characteristics taken into account will be those which, as well as being consistent with relevant legislation are necessary to the performance of the sport.

Harassment - Can be described as inappropriate actions, behaviour, comments or physical contact that is objectionable or causes offence to the recipient.

The WASA is committed to ensuring that all staff, volunteers and competitors are able to conduct their activities in an environment that is free from harassment or intimidation

A copy of this document will be available to all staff, members, competitors and volunteers.

Appropriate disciplinary action will be taken against any employee, member or volunteer who violates the WASA Equity Policy

APPENDIX 3

Guidelines for Transporting Children & Young People

It is important to ensure that all steps are taken to ensure the safe transport of children and young people.

If children are to be transported by coach the following should be considered:

•	Use a reputable company providing transport and necessary insurance

•	Ensure sufficient supervisors are on each coach

•	All participants have a seat and seat belt regulations are adhered to

•	Parents/carers are issued with detailed information of pick up and drop off points and times

•	All supervisory staff are issued with all relevant information of passengers e.g. name/contact number, pick up/drop off point, name of parent/carer to collect, emergency telephone number. 

•	Participants are not to be left unsupervised i.e. dropped off and a parent/carer is not there

If private cars are used for transport, you should ensure parental consent has been obtained

APPENDIX 4

Supervision of Children and Young People

Prevention is the most important aspect of supervision of children and young people.  From the moment the child arrives at an event, staff and volunteers are acting in loco parentis and have a duty of care towards them.

Appropriate supervision ratios and systems for monitoring the whereabouts of children are essential.  It must be clear at all times, who in the team is responsible for supervision.  This is particularly important where events are held on large sites and at residential venues.

For events involving children under the age of 8, the supervision ratios are set out in Out of School Care (available to download on www.ofsted.gov.uk).  For children over the age of 8, experience has shown that a ratio of one adult to 10 participants is the minimum required.

The supervisor must ensure that there is clear guidance on reporting missing participants.  As a general rule where a child is reported missing there should be a maximum of 20 minutes before the police are called.  This may need to be reduced where a young child is involved.

For residential events, it is recommended that the event coordinator has access to photographs of children/young people (attached to their consent form) in the event of s/he having to report a participant missing to the police.

APPENDIX 5

Anti Bullying Policy

Bullying is not easy to define, can take many forms and is usually repeated over a period of time.  The three main types of bullying are: physical (e.g. hitting, kicking), verbal (e.g. racist remarks, threats, name calling), emotional (e.g. isolating an individual from activities).  They will include:  

•	Deliberate hostility and aggression towards the victim
•	A victim who is weaker than the bully or bullies
•	An outcome which is always painful and distressing for the victim

Bullying behaviour may also include:

•	Other forms of violence
•	Sarcasm, spreading rumours, persistent teasing or theft
•	Tormenting, ridiculing, humiliation
•	Racial taunts, graffiti, gestures
•	Unwanted physical contact or abusive/offensive comments of a sexual nature

Emotional and verbal bullying are more likely to occur, however, and are more difficult to cope with or prove. It is of paramount importance that all clubs develop their own anti bullying policy to which all its members, coaches, players, staff and volunteers and parents subscribe to and accept.

Every club should be prepared to:

•	Take the problem seriously
•	Investigate any incidents
•	Talk to bullies and victims separately

and decide on appropriate action, such as:

•	Obtaining an apology from the bully(ies) to the victim
•	Inform parents of the names/identities of the bully(ies)
•	Insist on the return of items ‘borrowed’ or stolen
•	Insist bullies compensate the victim
•	Hold club discussions on bullying
•	Provide support for the coach of the victim

APPENDIX 6

Photographic/Recorded Images

While the WASA recognises that publicity and pictures/recordings of young people enjoying aquatic sports are essential to promote the sport and a healthy lifestyle, the following rules should be observed:

•	Ensure parents/guardian/young person have granted consent for the taking and publication of photographic images and have signed and returned the Parent/Guardian and young person’s Permission Form (See Appendix 7).

•	All young people must be appropriately dressed for the activity taking place.

•	Photography or recording should focus on the activity rather than a particular young person and personal details, which might make the young person vulnerable, such as their exact address should never be revealed.

•	Anyone taking photographs or recording must have a valid reason for doing so and seek permission from the organisers/person in charge.

•	They should make themselves known to the event organiser/person in charge and be able to identify themselves if requested during the course of the event.

•	The Club’s or organisation’s coaches should be allowed to use video equipment as a legitimate coaching aid and means of recording special occasions, however, care should be taken in the dissemination and storage of the material

•	Participants and parents must be informed that a photographer/camera person will be in attendance at an event and ensure consent to both taking and publishing is given.

•	Do not allow unsupervised access to players with photographers or one to one photo sessions at events.

•	Parents and spectators taking photographs/recordings should be prepared to identify themselves, if requested, and state their purpose for photography/filming.

•	Parents and children should be informed that if they have any concerns they should report them to the event organiser or official and recorded in the same manner as any other child protection concern.

•	Check with Unitary Authorities for their Guidelines

APPENDIX 7

Parent/Guardian and Young Person Permission Form for the use of Photographs and Recorded Images

I  ______________________________________________ (insert parent/carer full name)   
                                                                          
consent to the photographing/videoing and publication of,    
________________________________________________ (name of young person) 

under the WASA / Club Child Protection and Best Practice guidelines and I confirm that I am legally entitled to give this consent.

I also confirm __________________________________   (name of young person) is not under a court order.    

Signature of Parent/Guardian:	______________________________________

Date:	____________________

I  _________________________________________________  (name of young 

person) consent to the photographing/videoing/digital imaging and publication of images of my involvement in aquatic sport under the WASA / Club Child Protection and Best Practice Guidelines.

Signature of Young Person:	______________________________________

Date:	____________________

Please return this form to: (insert details)

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 

APPENDIX 8

Responding to Concerns About Parent/Carer

This guide is designed to inform the most appropriate action in relation to concerns about a parent or carer

Are you concerned about the behaviour of a parent/carer? 

 YES

Report your concerns to the Designated 		Record what the child
Person.  							has said.	
If the person in charge is not  				Include times, dates
available, refer your concerns to			and if possible send a Social Services or police immediately 				copy to Social  Services

Remember:

•	Maintain confidentiality
•	Ensure the person in charge follows up with Social Services

APPENDIX 9

Responding to Concerns About a Member of Staff or Volunteer

This guide is designed to inform the most appropriate action in relation to concerns about a member of staff or volunteer within sport

APPENDIX 10

Incident Report Form  

Name of child  _______________________________   Age/DOB_______________

Parent/Carer’s name __________________________________________________

Home address  ______________________________________________________

Telephone number  ___________________________________________________

Are you reporting your own concerns or passing on those of someone else?  Give details of witnesses.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Brief description of the concerns: include date, time, location etc  of specific incidents

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Any physical signs?  Behavioural signs?

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Have you spoken to the child?  If so what was said?

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Have you spoken to the parent(s)?  If so, what was said?

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Has anyone been alleged to be the abuser?  If so give details, including the relationship with the child.  Have you consulted with anyone else?  Give details.

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Your name/position  __________________________________________________

To whom reported and date of reporting?  Give contact information for future reference

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Signature  __________________________________________________________

Date  ______________________________________________________________

APPENDIX 11

Designated Person (DP)

Every organisation should designate a person or persons to be responsible for dealing with any concerns about the protection of children (Club Child protection Officer).

The sports organisation’s Child Protection Policy should include the name of this person, their role/responsibilities and how they can be contacted.  The person designated should ensure they are knowledgeable about child protection and that they undertake any training considered necessary to keep themselves updated on new developments.

Role of the DP/CPO:

•	Find the point of contact in the Social Services Department responsible for child protection in the organisations catchment area

•	Provide information and advice on child protection within the club

•	Ensure that the club’s child protection policy and procedures are followed and particularly to inform the WASA / Social Services of relevant concerns about individual children

•	Ensure that appropriate information is available at the time of referral and that the referral is confirmed in writing

•	Liase with the WASA / Social Services and other agencies as appropriate 

•	Keep relevant people within the club, particularly the head or leader of the club, informed about any action taken and any further action required

•	Ensure that an individual case record is maintained of the action taken by the club, the liaison with other agencies and the outcome

•	Advise the organisation of child protection training needs

APPENDIX 12

Application Form

Part A

Surname: ________________________  First Name: ________________________

Title:  _______________________	      Sex:  M/F   ______________________

National Insurance Number:  __________________________________________

Any previous names by which you may have been known:

_________________________________________________________________________________________________________________________________________________________________________________________________________

Address:  

_________________________________________________________________________________________________________________________________________________________________________________________________________

Postcode:  _________________________     Tel No:  _______________________

Date of Birth:  _____________________       Place of Birth: ___________________

Post for which applying:________________________________________________

Relevant experience, qualifications and training:

_________________________________________________________________________________________________________________________________________________________________________________________________________

Career/involvement in sport  (with dates):

_________________________________________________________________________________________________________________________________________________________________________________________________________

I confirm that I have read and agree to abide by the club’s code of conduct

Signature:   _________________________   Date: __________________________

Please supply the names and addresses of two people (not relatives) who will provide references regarding your experience of, and suitability for, working with children and young people (e.g. previous employers):

Name:  ___________________________________

Address:  _________________________________________________________________________________________________________________________________________________________________________________________________________

Position:  ____________________________________________

Tel No:  _____________________________________________

Name:  _____________________________________

Address:  _________________________________________________________________________________________________________________________________________________________________________________________________________

Position:  _____________________________________________

Tel No:  ______________________________________________

APPENDIX 13

Criminal Records Bureau (CRB)

The Criminal Records Bureau (CRB) enables employers of private paid and voluntary organisations in England and Wales to do checks related to the applicant’s suitability to work with children.  Access to the CRB is available to all organisations working with children and young people, either directly as registered bodies or through ‘umbrella’ organisations.

The WASA is an umbrella body and will be carrying out enhanced checks on all WASA registered coaches, volunteers and other staff.

The WASA recognises that this will be carried out over a period of time (approx 3 years to cover all current members).  In the meantime self declaration forms will be used and are acceptable to all bodies including the NSPCC.

All staff and volunteers who have regular contact with children will be subjected to an enhanced CRB check

For more information on CRB Checks contact

PO Box 91
Liverpool
L69 2UH

Help line – 0870 9090811
www.crb.gov.uk

APPENDIX 14

Reference Form

(Name of staff/volunteer)  ___________________________________________________________

Has expressed an interest in working for (Name of Organisation/Club), and has given your name as a referee.  If you are happy to provide this reference all 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 position.  

How long have you known this person?  __________________________________

In what capacity?  ____________________________________________________

Would this person be suitable to work with children/young people?  _____________

Further Information  (where applicable)  _________________________________________________________________________________________________________________________________________________________________________________________________________

Signed  _______________________________________________

Position _______________________________________________

Date  ______________________________

Address  _________________________________________________________________________________________________________________________________________________________________________________________________________

Telephone Number  __________________________________________________

The above should be regarded only as the minimum information that must be obtained in relation to Child Protection.  In practice, requests for references are likely to include further questions relevant to the particular circumstances.

NB:  Give full contact details of the person to whom the reference is to be sent, including name, address, telephone number and any other relevant details.

APPENDIX 15

Recommended Legislation/Guidance & Publications

The Children Act 1989. (England and Wales)

Criminal Justice and Court Services Act 2000
www.hmso.gov.uk

The Data Protection Act 1984 and 1998
www.legislation.hmso.gov.uk/acts/acts1998/19980029.htm (the Act)
www.homeoffice.gov.uk.ccpd/dpu98news.htm (the overview)

The Human Rights Act 1998
www.homeoffice.gov.uk.hract/hramenu.htm

The Protection of Children Act 1999
www.doh.gov.uk/scg/childprotect

Sexual Offences (Amendments) Act 2000
www.hmso.gov.uk/acts/en/2000en44.htm

The United Nations Convention on the Rights of the Child
www.un.org

Our Duty to Care
www.volunteering-ni.org

Working Together to Safeguard Children
www.the-stationary-office.co.uk/doh/worktog.htm

WASA Child Protection Policy & Procedures
www.welshasa.co.uk

Publications

SafeSportAway: a guide to planning
Available from the NSPCC Child Protection in Sport Unit
Tel: 0116 234 7278	Email: cpsu@nspcc.org.uk

Code of ethics and conduct for sports coaches
Sports Coach UK
www.brianmac.demon.co.uk/ethics.htm

Sportscheck: a step by step guide for sports organisations to safeguard children
E mail: cpsu@nspcc.org.uk  

Safe Sports Events
E Mail: cpsu@nspcc.org.uk

Time to Listen
E Mail: cpsu@nspcc.org.uk

Appendix 16
Guidelines for the Transportation of Children and Young People
Private Vehicle Registration Form
To be completed by Volunteer/Club Drivers
Purpose of the form:                      
•  To register the private vehicles used for the transport of individuals in 
connection with away fixtures or tours.
•  To inform drivers of the need to amend their insurance, if they intend to use their vehicle on behalf of the club and if passengers are being carried in connection with club activities or events.
•  The form must be completed by the driver of any private vehicle used for the transportation of individuals to and from an activity.
•  Completed forms must be handed to the club secretary or chair.

Driver Details 

	Vehicle Details
	
Full Name:
	Registration No:

	Colour:
	
	Name of Registered Keeper:
	
Postcode;
	Make:
	
Tel:

	Model:
	
Driving Licence No and Type (eg full):
	
Other members authorised to drive the vehicle:
	
MOT Expiry Date:

Insurance Company:

Insurance Expiry Date: 
	
Road Tax Expiry Date:	

Declaration                         
Please tick each box that applies to you:

I have informed the insurance company of my intention to transport members on behalf of the club.		
		
I have stated if I will be claiming expenses in connection with this additional use.		
		
I have extended the policy and paid any additional premium as required by the insurance company.		
		
My vehicle is roadworthy and complies with all current traffic legislation.		
		
I will inform all passengers of the legal requirements to wear seat belts when the above vehicle is being used on behalf of the club.		
		
I am aware that it is not good practice to give individual young people a lift on their own.		
		
I declare that the information stated here is correct and that I will inform the club of any changes		

Signed

Printed

Date

    APPROVED DRIVER

Name

    Registration Number

    Signed

    Date

    Chair/Secretary
	
Appendix 17

PARENTAL CONSENT to SWIMMING VISITS and TOURS

“I give advance general consent to my son/daughter ________________________ 

(name) participating in the above meet subject to the arrangements complying, as far as is reasonably practicable, with the WASA’s published Guidelines for Swimming Visits and Tours. (copy with all WASA clubs)

I further agree to the following conditions:

1.	I agree to pay for any non-recoverable loss, damage or injury which may be occasioned to any person or property solely through the proven misconduct or carelessness of my son/daughter.

2.	I will indemnify such adult members of the party in respect of any non-recoverable expenses reasonably incurred in consequence of any accident to, illness of, my son/daughter, or as a result of any need to accompany him/her home following serious misconduct as decided by the Leader.

3.	I consent to my son/daughter travelling by any form of public transport and/or in a motor vehicle driven by an adult member of the group providing any relevant legal requirement in relation to the vehicle or driver is satisfied.

4.	I declare that my son/daughter fully understands that at all times he/she must be of good behaviour and shall comply with any safety rules and related instructions of those in charge.

5.	I agree/do not agree for any adult member of the group to consent on my behalf to such medical treatment, including inoculation, surgery or blood transfusion, which in the opinion of a qualified medical practitioner may be necessary while participating in the visit or tour.

6.	I agree to give details of any medical condition of my son/daughter to the Leader and I do so in the separate letter attached to this form.  The details will also include, and sets out, the precise medical requirements that may be required.

7.	I agree to give details in a separate letter attached to this form, of any special dietary needs of my son/daughter.

8.	I also agree to give the additional following information:

i	whether my son/daughter has been in contact with any infections or contagious diseases or has suffered from anything that may be, or become, infectious or contagious in the 3 weeks before the visit.  I also give an undertaking to inform the Visit Leader if this should become the position.

ii	my son/daughter’s medical card number;

iii       the name, address and telephone number of the family doctor: and agree to his being contacted directly in case of emergency

	GP_______________________________________

	Tel No. ___________________________________

iv	my contact telephone numbers:
	
	home ___________________________

	mobile __________________________

	work ___________________________

iii	alternative contact if I am not available:

	name ___________________________

	telephone number 	home _________________________
		
					mobile ________________________

					work _________________________

Parent’s Name (in capitals) _________________________________

Address __________________________________________________________

______________________________________________________________

Signature ____________________________

Date _______________________

APPENDIX 18

WHISTLE BLOWING POLICY

1.	Introduction

1.1	The WASA cannot itself deliver its services and so it depends on people who may be individuals, employees or volunteers. Investment in people is therefore very important and the WASA is confident that employees and volunteers will reach and maintain the highest ethical standards whether working for the WASA, Areas or Clubs.  However, in order to ensure no drop in these standards or discourage the adoption of unethical practices the WASA has adopted the following whistle-blowing policy to counter human failings whenever, wherever and for whatever reason they arise.  It is important for the sport and its governance and administration that an open and honest culture exists where individuals who have concerns about others should feel free to voluntarily report them so as to combat a perceived breach of ethical standards.  

1.2	The events or circumstances deserving disclosure are:

i.   any actions which breach ethical standards or the adoption of                                                                                                                                                                                     unethical practices e.g. falsifying records; 
ii.      concealing information and records; not keeping records; 
iii.     those which expose anyone to situations which might threaten their  health, safety or welfare; 
iv.     those which may expose anyone or the organisation they work for to  the risk of civil action or criminal action;  
v.     breaches of WASA Law and/or published policy.	

1.3.	Action Plan Employees
i.	Concerns about a colleague should be reported to your Line Manager;
ii.	Concerns about your Line Manager should be reported to a Senior Officer of the Association e.g. Chairman, President, Director;
iii.	Concerns about any volunteer, Club or Area should be reported in the same way to the WASA Chairman, Director or CEO.

1.4	Action Plan Volunteers
i.	Volunteers, Clubs/Areas should report their concerns about other volunteers, Clubs or Areas to the WASA Chairman, Director or CEO as appropriate;
ii.	Concerns about employees should be reported to the WASA Chairman, Director or CEO.
1.5	Legitimate concerns of employees or volunteers etc. will be taken up and the party reporting will be asked to put them in writing with supporting evidence in a sealed envelope marked “Addressee Only” and addressed as instructed in 1.3 or 1.4 above.
1.6	Disciplinary proceedings may be instituted under contracts of employment for employees and under WASA Law for volunteers, Clubs and Areas.

2.	Protection
2.1	Protection for employee disclosures from any form of discrimination is guaranteed by the Public Interest Disclosures Act 1998.
2.2	Protection for volunteers, Areas/Clubs is guaranteed by WASA Laws Which authorise proceedings for any action held to bring the sport into disrepute.

3.	Warning
3.1	Disclosures will not be protected if they are false or malicious and employees or volunteers, Clubs or Areas making such disclosures will face disciplinary action as well as putting themselves at risk of civil or criminal action initiated by the colleague or volunteer, Club/Area wrongly reported.