Safeguarding Documents - All documents available on application to Admin: This email address is being protected from spambots. You need JavaScript enabled to view it.

SECTION 1
CHILD PROTECTION & ADULTS AT RISK POLICY

1.1 Introduction

Everyone who participates in Karate is entitled to do so in an enjoyable and safe environment. The Welsh Karate Governing Body Ltd (WKGB), have a moral and legal obligation to ensure that, when given responsibility for children and adults at risk, coaches and volunteers provide them with the highest possible standard of care.

The WKGB is committed to devising and implementing policies so that everyone in sport accepts their responsibilities to safeguard children and adults at risk 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 children and young people and adults at risk with appropriate safety/protection whilst in the care of the WKGB and to allow staff and volunteers to make informed and confident responses to specific child protection and adult at risk issues. A child is defined as a person under the age of 18 (Children’s Act 1989)

An adult at risk is defined by the DOH as a person aged 18 or over who may be in need of community care services by reason of mental or other disability, age or illness and who is or may be unable to take care of himself or herself, or unable to protect him or herself against significant harm or exploitation (for further information refer to the Care Act 2014).

1.2 Policy Statement

The Welsh Karate Governing Body Ltd (WKGB) acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice.

The policy recognises that the welfare and interests of children and adults at risk are paramount in all circumstances. It aims to ensure that regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, socio-economic background, all children

• have a positive and enjoyable experience of sport at the WKGB in a safe and child centred environment

• are protected from abuse whilst participating in karate or outside of the activity.

  The WKGB acknowledges that some children, including disabled children and young people or those from ethnic minority communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.

  As part of our safeguarding policy the WKGB will

  • promote and prioritise the safety and wellbeing of children and young people

  • ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people

  • ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern

  • ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored

  • prevent the employment/deployment of unsuitable individuals

  • ensure robust safeguarding arrangements and procedures are in operation.

  • Working in partnership with parents, is essential for the protection of children.

  • Working in partnership with advocates is essential for the protection of adults at risk.

    The policy and procedures will be widely promoted and are mandatory for everyone involved in the WKGB. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation.

    Monitoring

    The policy will be reviewed a year after development and then every three years, or in the following circumstances:

  • changes in legislation and/or government guidance

  • as required by the Local Safeguarding Children Board

  • as a result of any other significant change or event. (Last reviewed January 2018)

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 for children

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 UN Convention on the Rights of the Child.

• Human Rights Act (1998).

• The Data Protection Act (1998).

• Sexual Offenders Act 2003

• Children Act 2004

• Office of Public Guardian Safeguarding Policy May 2013 & the Care Act 2014

• Safeguarding Children: Working Together under the Children Act 2004

• All Wales Child |Protection procedures 2008

• Protection of Freedoms Act 2012

SECTION 2
PROMOTING GOOD PRACTICE

2.1 Introduction

To provide children and adults at risk with the best possible experience and opportunities in Karate, everyone must operate within an accepted ethical framework such as “The Coaches Code of Conduct” and an Equity Policy (See appendix 1 &4).

It is not always easy to distinguish poor practice from abuse. It is therefore NOT the responsibility of everyone including participants and volunteers in Karate 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, and adult at risk 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 Karate fun and enjoyable: promote fairness, confront and deal with bullying.

• Treat all children, young persons and adults at risk equally and with respect and dignity.

• Always put the welfare of the child, young person and adults at risk first, before winning.

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

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

• Involve parents/carers wherever possible, e.g. where children/adults at risk need to be supervised in changing rooms, encourage parents to take responsibility for their own child / adult at risk If groups have to be supervised in changing rooms always ensure parents, coaches etc work in pairs.

• Request written parental consent if club officials are required to transport children in their cars.

• 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 or adults at risk room or invite a child / adult at risk to their rooms.

• Be an excellent role model, this includes not smoking or drinking alcohol in the company of children/adults at risk.

• Always give enthusiastic and constructive feedback rather than negative criticism.

• Recognising the developmental needs and capacity of the child / adult at risk without 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/adults at risk away from others.

• Taking children/adults at risk alone in a car on journeys, however short.

• Taking children/adults at risk to your home where they will be alone with you.

• Sharing a room with a child / adult at risk.

• Engaging in rough, physical or sexually provocative games, including horseplay.

• Allow or engage in inappropriate touching of any form.

• Allowing children/adults at risk to use inappropriate language unchallenged.

• Making sexually suggestive comments to a child / adult at risk even in fun.

• Reducing a child / adult at risk to tears as a form of control.

• Allow allegations made by a child / adult at risk to go unchallenged, unrecorded or not acted upon.

• Do things of a personal nature that the child /adult at risk can do for themselves.

  Where a case arises, where it is impractical or impossible to avoid certain situation e.g. transporting a child /adult at risk in your car, the tasks should only be carried out with the full understanding and consent of the parent/carer and the child /adult at risk involved.

  (See Appendix 5 &6).

  If during your care you accidentally hurt a child,/ Adult at risk they seem distressed in any manner, appears to be sexually aroused by your actions and/or if the child /Adult at risk 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. Parents should also be informed if an incident with a child occurs

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 /ADULT AT RISK ABUSE

3.1 Introduction

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 /adult at risk regardless of their age, gender, race or ability.

There are four main types of abuse relating to children: physical abuse, sexual abuse, emotional abuse and neglect. There are additional categories for adults including financial and institutional all of which may result in significant harm to the individual.

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 / adult at risk directly, or may be responsible for abuse because they fail to prevent another person harming the child / adult at risk.

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

Children/adults at risk 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 / adult at risk e.g. hitting, shaking, throwing, poisoning, burning, biting, scalding, suffocating or drowning. Giving children alcohol or inappropriate drugs could also constitute 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 / adult at risk 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: The persistent emotional ill treatment of a child / adult at risk likely to cause severe and lasting adverse effects on the child/adult at risk emotional development. It may involve telling a child / adult at risk they are useless, worthless, unloved, inadequate or valued in terms of only meeting the needs of another person. It may feature expectations of children/adult at risk that are not appropriate to their age or development.

It may cause a child / adult at risk to be frightened or in danger by being constantly shouted at, threatened or taunted which may make the young person frightened or withdrawn. Ill treatment of children/adult at risk whatever form it takes, will always feature a degree of emotional abuse.

Emotional abuse in sport may occur when the child / adult at risk is constantly criticised, given negative feedback, expected to perform at levels that are above their 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 form 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 / adult at risk too hard to succeed, or a rival athlete or official uses bullying behaviour. (See Appendix 7)

Neglect occurs when an adult fails to meet the child/adults at risk 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 /adult at risk safe, or exposing them to undue cold/heat or unnecessary risk of injury.

Sexual Abuse occurs when adults (male and female) use children/adults at risk to meet their own sexual needs. This could include full sexual intercourse, masturbation, oral sex, anal intercourse and fondling. Showing children/Adults at risk 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/Adults at risk 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 /adult at risk 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 / adult at risk 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 /adult at risk describes what appears to be an abusive act involving them.

• Another child or adult expresses concern about the welfare of a child / adult at risk.

• Unexplained changes in a child’s behaviour/Adults at risk , 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 in the Welsh Karate Governing Body 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/Adults at risk. 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 8)

SECTION 4
RESPONDING TO CONCERNS & ALLEGATIONS

4.1 Introduction

It is not the responsibility of anyone working in the Welsh Karate Governing Body 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 child/adult at risk. This applies BOTH to allegations/suspicions of abuse occurring within the Welsh Karate Governing Body and to allegations/suspicions that abuse is taking place elsewhere. (See Appendix 9,10,&11)

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, we may suspect it happening because of signs such as those listed in section 3 of this document, 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 / adult at risk that they are not to blame and that it was right to tell.

• Listen to the child / adult at risk showing that you are taking them 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 /adult at risk that you have to inform other people about what they have told you. Tell the child / adult at risk this is to help stop the abuse continuing.

• Safety of the child /adult at risk is paramount. If the child / adult at risk 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/adult at risk issue.

• Record all information.

• Report the incident to the club/welfare officer.

  In all cases if you are not sure what to do you can gain help from NSPCC 24 hr help line Tel No: 0808 800 5000

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. ( See Appendix 10 &11).

Information should include the following:

• The child / adult at risk name, age and date of birth.

• The child / adult at risk 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/adult at risk 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 -Child protection

All suspicions and allegations MUST be reported to the Club or Association Designated Child Protection Officer. 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 Welsh Karate Governing Body 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 designated Club Child Protection Officer is not available you should contact the Association Child Protection Officer alternatively you could seek advice from the NSPCC Helpline, the duty officer at your local social services department or the police. Telephone numbers 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 Welsh Karate Governing Body will be involved.

General

As mentioned previously in this document the Welsh Karate Governing Body 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 /adult at risk 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: It may be just one of a series of other incidences which together cause concern.
Any suspicion that a child / adult at risk has been abused by an employee or a volunteer should be reported to the Welsh Karate Governing Body who will take appropriate steps to ensure the safety of the child / adult at risk in question and any other child / adult at risk who may be at risk. This will include the following:

• The Welsh Karate Governing Body will refer the matter to social services department

• The parent/carer of the child / adult at risk will be contacted as soon as possible following advice from the social services department

• The Chief Executive 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 relevant sport governing body

• 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 social services

  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 social services. 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.

  What I do if I am concerned about a Adult at Risk?

  If the person is in immediate danger you should first ensure that they are safe, and

  contact the emergency services if necessary, report suspected abuse by contacting Social Services. Note permission from the person in question must be obtained prior to official reporting and taking action unless permission is obtained from their advocate. If in doubt contact social services who will guide you through the correct procedures.

  If you think that a criminal act has or may have taken place you can contact the police.

  All reports to be sent to WKGB Head Office, This email address is being protected from spambots. You need JavaScript enabled to view it./ 07941 106984.

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.

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 Welsh Karate Governing Body 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 CPO. All staff and volunteers will be encouraged to talk to the designated if they become aware of anything that makes them feel uncomfortable. (see appendix 14)

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 10 & 11).

• If the Club Child Protection Officer is not available, the person being told or discovering the abuse should contact their local social services department or the police immediately.

• Social Services and the Club Child Protection Officer will decide how to inform the parents/carers.

• The Club Child Protection Officer should also report the incident to the Welsh Karate Governing Body. The Governing Body should ascertain whether or not the person/s involved in the incident play a role in the 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 parents of the child.

• Advocate for the adult at risk

• The person making the allegation.

• Social Services/Police.

• The Welsh Karate Governing Body Regional Development Manager / case management panel and your Sport Governing Body Child Protection Officer

• The alleged abuser (and parents if the alleged abuser is a child).

  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 Welsh Karate Governing Body Child Protection Officer will make an immediate decision about whether any individual accused of abuse should be temporarily suspended pending further police and social services inquiries.

Irrespective of the findings of the social services or police inquiries the Welsh Karate Governing Body Disciplinary Committee 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 case the Welsh Karate Governing Body Disciplinary Committee 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 / adult at risk should remain of paramount importance throughout.

4.9 Working with the Aftermath

• After a suspicion or allegation about a child protection/adult at risk 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 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/adults at risk. This applies equally to paid staff and volunteers, both full and part time. To ensure unsuitable people are prevented from working with children/adults at risk the following steps should be taken when recruiting

5.2 Controlling Access to Children

• All WKGB Officials including Coaches are required to hold a current Disclosure & Barring Service DBS check.

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 organization’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 requires coaches 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 Welsh Karate Governing Body requires:

• All staff and volunteers who have access to children/adults at risk to undertake relevant child protection training to ensure their practice is exemplary and to facilitate the development of positive culture towards good practice and child protection and hold a current a DBS check.

• All staff and volunteers to 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.

• All coaches, trainee coaches and leaders should have an up to date First Aid qualification.

SECTION 6
USEFUL CONTACTS

Childline UK Post 1111 London N1 OBR Tel - 0800 1111

DBS customer services This email address is being protected from spambots. You need JavaScript enabled to view it. Telephone: 0870 90 90 811
Minicom: 0870 90 90 344
Welsh line: 0870 90 90 223 Monday to Friday, 9am to 5pm

Transgender applications
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Sensitive applications team Customer services

PO Box 165
Liverpool
L69 3JD

NSPCC Child Protection Helpline National Helpline 0808 800 5000 www.nspcc.org.uk

WKGB Lead Safeguarding Officer
Nicola Cole. 02920 750312 / 07498 280494
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WKGB registered office 63 Ashcroft Crescent Fairwater
Cardiff CF5 3RL
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Police and Social Services
Consult your telephone directory for the most relevant local numbers

APPENDICES TO SAFEGUARDING POLICY

APPENDIX 1
Code of Conduct for Coaches

All Coaches involved in representing the Welsh Karate Governing Body Ltd (WKGB) at any events, meetings, displays or other activities, where the name and good standing of the WKGB are potentially at risk, must demonstrate behaviour of the highest order at all times.

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 their sports Governing Body and hold appropriate insurance cover.

3. Coaches must develop an appropriate working relationship with performers, especially children/ Adults at risk 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.

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 co-operate fully with other specialists e.g. other coaches, officials, sports scientists, doctors and 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. For more information on guides for sports visit http://www.sportscoachuk.org

APPENDIX 2
Code of Conduct for Young People

As a member of the WKGB and/or its member association you are expected to abide by the following junior code of practice:

Children / young people are expected to:

• Be friendly and particularly welcoming to new members

• Be supportive and committed to other team members

• Keep yourself safe

• Report inappropriate behaviour or risky situations for youth members

• Play fairly and be trustworthy

• Respect officials and accept decisions

• Show appropriate loyalty and be gracious in defeat

• Respect opponents

• Not cheat or be violent and aggressive

• Keep within the defined boundary of the playing/coaching area

• Behave and listen to all instructions from the coach.

• Play within the rules and respect the official and their decisions

• Show respect to others and show team spirit

• Take care of equipment owned by the club (and the WKGB)

• Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, cultural background or religious beliefs or sexual identity

• Refrain from the use of bad language or racial/sectarian references. This includes bullying using new technologies like chat-rooms or texting

• Not get involved in inappropriate peer pressure and push others into something they do not want to do

• Refrain from bullying or persistent use of rough and dangerous play

• Keep to agreed timings for training and competitions or inform their coach or team manager if they are going to be late

• Pay any fees for training or events promptly

• Not smoke on club premises or whilst representing the club at competitions

• Not consume alcohol or drugs of any kind on the club premises or whilst representing the club

APPENDIX 3
Code of Conduct for Parents / Carers

• Encourage your child to learn the rules and work within them.

• Discourage unfair play and arguing with Instructors.

• Help your child to recognise good performance, not just results.

• Never force your child to take part in a martial art.

• Set a good example by recognising fair play and applauding the good performances of all.

• Never punish or belittle a child for losing or making mistakes.

• Publicly accept Officials and Instructors judgements.

• Support your child’s involvement and help them enjoy their martial art.

• Use correct and proper language at all times.

• Leave the coaching to the Coaches.

• Ensure mobile phones are turned off during your child’s session.

• Actively discourage breaches of conduct in other parents.

APPENDIX 4
Equity Policy

Statement of Intent

The Welsh Karate Governing Body is fully committed to the principles of the equality of opportunity 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 Welsh Karate Governing Body is required by law, not to discriminate against its employees, members or volunteers and recognises its legal obligation under the following acts and subsequent revisions.

• Equal Pay Act 1970.

• Sex Discrimination Act 1975.

• Race Relations Act 1976.

• Disability Discrimination Act 1995.

• Rehabilitation of Offenders Act 1974.

• Children’s Act 2004.

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 Welsh Karate Governing Body 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 Welsh Karate Governing Body 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

Welsh Karate Governing Body Equity Policy.

APPENDIX 5
Guidelines for Transporting Children & Adults at Risk

It is important to ensure that all steps are taken to ensure the safe transport of children and adults at risk. If children / adults at risk 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 will 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 children / adults at risk are to be transported by air the following should be considered:

• Use a reputable company providing transport and necessary insurance.

• Ensure sufficient supervisors are present.

• Parents/carers are issued with detailed information of

  • Flight details

  • Hotel arrangements

  • Pick up and drop off points and times

  • Emergency contact information of support team

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

  Under any circumstances should a Coach / supervisor transport a child or adult at risk in their own.

APPENDIX 6
Supervision of Children and Adults at Risk

Prevention is the most important aspect of supervision of children and young people. From the moment the child / adult at risk arrives at the 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/adults at risk 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 of photos of children/adults at risk (attached to their consent form) in the event of them having to report a participant missing to the police.

APPENDIX 7
Anti Bullying Policy

Bulling is not easy to define, can take many forms and is usually repeated over a period of time. The three main types of bulling are: physical (e.g. hitting, kicking), verbal (e.g. racist remarks, threats, name calling), emotional (e.g. isolating an individual from activities). The bullying may take one or all forms of the aforementioned. 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 is more likely however it is 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.

  
  Decide on appropriate action, such as:

• Obtain an apology from the bully(ies) to the victim.

• Inform parents 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.

• Remind all members of the Code of Conduct they are required to follow.

APPENDIX 8
Photographic/ Recorded Images

While the Welsh Karate Governing Body recognises that publicity and pictures/recordings of children and Adults at risk enjoying Karate are essential to promote the sport and a healthy lifestyle, the following rules should be observes:

• Please contact WKGB Head Office or Nicola Coles for a copy of the Parent/Guardian Permission Form for the use of Photographs and Recorded Images at WKGB Events.

• Parents, children/Adults at risk 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.

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

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

• 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.

• Club’s or organisations’ 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.

• 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.

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

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

• All children/Adults at risk must be appropriately dressed, for the activity taking place.

• Ensure parents/guardian/children/Adults at risk have granted their consent for the taking and publication of photographic images and have signed and returned the Parent/Guardian and young Permission Form.

Download the Parent/Guardian Permission Form for the use of Photographs and Recorded Images at WKGB Events, by clicking here. 

APPENDIX 9
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.

Remember:

• Maintain confidentiality.

• Ensure the person in charge follows up with the police and or social services.

APPENDIX 10
Outline safeguarding reporting procedure concerns. (Courtesy of CPSU)

1. About the behaviour of the organisation's staff member or volunteer. (e.g. allegation about a coach or officers behaviour towards a child).

2. Concerns about the behaviour of another organisation's staff member or volunteer (e.g. allegations reported about an individual working for a partner organisation).

3. Concerns about children / young people arising out of sport (e.g. at home, school or in the community).

APPENDIX 11
Incident Report Form

Download the Incident Report Form, by clicking here. 

Forward this form to:

Nicola Cole Lead Safeguarding Officer
e mail: This email address is being protected from spambots. You need JavaScript enabled to view it. (e mail is the preferred means of correspondence)

Welsh Karate Governing Body
63 Ashcroft Crescent
Fairwater
Cardiff
CF5 3RL

(Note any paper correspondence to be market private and confidential.)

APPENDIX 12
Welfare Officer (WO)/ Child Protection Officer (CPO)

Every WKGB Member Association should designate a person or persons to be responsible for dealing with any concerns about the Protection of Children/Adults at Risk

Individual Member Association WO/CPO’s WKGB role/responsibilities and how they can be contacted should be available to all association members. The Officer should ensure they are knowledgeable about Child/Adults at risk protection and that they undertake any training considered necessary to keep themselves updated on new developments.

Role:

• Establish contact with senior member of social services staff responsible for child protection in the organisations catchment area.

• Provide information and advice on child protection within the organisation.

• Ensure that the organisation’s child protection/Adults at risk policy and procedures are followed and particularly to inform social services of relevant concerns about individual athletes.

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

• Liaise with social services and other agencies as appropriate.

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

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

• Advise the organisation of child protection training needs.

APPENDIX 13
Disclosure & Barring Service
(Formerly the Criminal Records Bureau )

The Disclosure & Barring Service (DBS) 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 DBS is available to all organisations working with children and

Adults at risk, either directly as registered bodies or through ‘umbrella’ organisations. Should any WKGB member wish to obtain further details on DBS access they should contact

WKGB Head Office This email address is being protected from spambots. You need JavaScript enabled to view it. / 07941 106984

APPENDIX 14
Whistle Blowing Policy

Introduction

The Welsh Karate Governing Body Ltd (WKGB) is committed to creating and maintaining the safest possible environment for adults, children and young people to participate in Karate in Wales and recognises its responsibility to promote a safe environment for any concerns to be reported without fear of reprisal.

Whistle-blowing is an early warning system. It is about revealing and raising concerns over misconduct or malpractice within an organisation or within an independent structure associated with it.

The Public Interest Disclosure Act 1998 protects those who raise legitimate concerns about specified matters. It makes provision about the kinds of disclosure that may be protected and the circumstances in which disclosures are protected.

This policy is therefore intended to comply with the Act by encouraging everyone in Welsh Karate to make disclosures about fraud, misconduct or wrongdoing to the sport of Karate and anyone within it, without fear of reprisal, so that problems can be identified, dealt with and resolved quickly.

Principles

• Everyone should be aware of the importance of eliminating fraud or wrongdoing.

• You should report anything that you become aware of that is illegal

• You will not be victimised or dismissed for raising a legitimate matter under this procedure

• Victimisation of a member for raising a qualifying disclosure under this procedure will be a disciplinary offence and dealt with under WKGB’s disciplinary procedure

• Covering up someone else’s wrongdoing is also a disciplinary offence. Never agree to remain silent about a wrongdoing, even if it is told to do so by a person in authority

• You will not be penalised for raising a qualifying disclosure even if it not upheld, unless the complaint was both untrue and made in bad faith

• It is not the responsibility of the person reporting the disclosure to investigate any complaint that responsibility lies with the WKGB.

• Confidentiality should be upheld in line with legislation and government guidance and will be maintained during the process to the extent that it is practical and appropriate in the circumstances

• Finally, maliciously making a false allegation is a disciplinary offence.

   

Aims and Scope of This Policy

This policy aims to:

• encourage all employees and members to feel confident in raising serious concerns and to question and act upon concerns

• provide avenues for you to raise concerns and receive feedback on any action taken

• ensure that you receive a response to your concerns and that you are aware of how to pursue them if you are not satisfied

• reassure you that you will be protected from possible reprisals or victimisation if you have a reasonable belief that you have made any disclosure in good faith.

Qualifying Disclosures

WKGB would expect any members or employee’s to report any of the following:

• a criminal offence (including fraud)

• a failure to comply with a legal obligation

• a miscarriage of justice

• the endangering of an individual’s health and safety

• damage to the environment

• deliberate concealment of information relating to any of the above.

• harassment or victimisation

Where the nature of the disclosure is not included in the above list, it should be made by way of the organisation’s Grievance Procedure and not under the Whistle-Blowing

Procedure

Your belief must be reasonable, but it need not be correct. It might be discovered subsequently that you were in fact incorrect, you would then be asked to show that you held the belief in good faith and that it was a reasonable one to hold in the circumstances at the time.

How to Raise a Concern

As a first step, you should normally raise concerns with your line manager. This depends, however, on the seriousness and sensitivity of the issues involved and who is suspected of the malpractice. For example, if you believe a line manager is involved you should approach the President.

• Concerns should be raised in writing.

• The earlier you express the concern the easier it is to take action

How WKGB Will Respond

WKGB will respond to your concerns. Where appropriate, the matter raised may:

• be investigated through the disciplinary process
• be referred to the WKGB Board
• be referred to police

In order to protect individuals and those accused of possible malpractice, initial enquiries will be made to decide whether an investigation is appropriate and, if so, what form it should take. Concerns or allegations which fall in the scope of specific procedures, for example, Safeguarding and Protecting Children, will normally be referred for consideration under those specific policies and procedures.

Disclosure Procedure

1. If you wish to make a qualifying disclosure, you should in the first instance report the situation to an appropriate manager.

2. Such disclosures should be made promptly so that any investigation may proceed and any action taken quickly.

3. Any qualifying disclosure will be reported to the WKGB Disciplinary Officer who will Determine who will investigate the disclosure in accordance with the WKGB Disciplinary procedures.

4. Once an investigation has been conducted and completed, you will be informed in writing of the outcome and WKGB’s conclusions and decision as soon as possible.

5. If you wish to appeal against WKGB’s decision, you must do so in writing within five working days of the decision. On receipt of an appeal the WKGB Disciplinary officer will make arrangements to hear your appeal.

6. Following WKGB hearing your appeal, you will be informed in writing of the outcome and WKGB’s conclusions and decision within five working days.

7. Once WKGB ’s decision has been finalised, any necessary action will be taken. If no action is to be taken, the reasons for this will be explained to you.

8. If, on conclusion of the above stages, you reasonably believe that appropriate action has still not been taken, you may report the matter to the proper authority in good faith.

9. The Act sets out a number of prescribed bodies or persons to which qualifying disclosures can be made. However, WKGB always encourages members and staff to raise their concerns directly in the first instance, rather than externally

Anonymous Allegations

This policy encourages you to put you name to your allegation whenever possible. Concerns expressed anonymously are much less powerful but will be considered at the discretion of WKGB.

In exercising this discretion the factors to be taken into account would include:

• the seriousness of the issues raised

• the credibility of the concern

APPENDIX 15
Recommended Legislation/Guidance & Publications

The Children Act 1989. (England and Wales)

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

Publications

SafeSportAway: a guide to planning
Available from the NSPCC Child Protection in Sport Unit Tel: 0116 234 7278 EmailThis email address is being protected from spambots. You need JavaScript enabled to view it.This email address is being protected from spambots. You need JavaScript enabled to view it.

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 childrenThis email address is being protected from spambots. You need JavaScript enabled to view it.This email address is being protected from spambots. You need JavaScript enabled to view it.