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Club Policies

SAFEGUARDING POLICY

 

Welfare Officer – Miranda Horton

 

The Organisation is based at: Cranmer Primary School, Cranmer Road, Mitcham, CR4 4XU.​

 

Empiya Stream Gymnastics Club has adopted this Safeguarding Policy and expects every adult working or helping at ESGC to support it and comply with it. Consequently, this policy shall apply to all staff, managers, coaches, volunteers, gymnasts, or anyone working on behalf of ESGC.

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Purpose of the Policy: 

This policy is intended to protect children/adults who receive any service from us, including those who are the children of adults who may receive services from us. Under this policy, the term children shall mean any person who is under eighteen years of age. ESGC believes that no child or young person should experience abuse or harm and is committed to the protection of children and young people. This policy is intended to provide guidance and overarching principles to those who represent us as volunteers or staff, to guide our approach to child protection and safeguarding.

​The Risks to Children: 

Children can be vulnerable to different forms of abuse and harm. It is important to recognise that abuse and harm of children can cover a wide range of circumstances and behaviors. For example, children can be at risk of: - physical or emotional abuse - neglect - sexual abuse - female genital mutilation (FGM) - grooming and exploitation - trafficking and modern slavery - exposure to or infliction of domestic abuse - bullying or cyber bullying - exposure to other inappropriate content or behavior, such as violence or criminal behaviour - self-harm - physical harm when engaging with activities without adequate supervision The causal factors of any such harm and/or abuse can also be wide-ranging. For example, children can be placed at risk by family members or by members of the community.​

Safeguarding Principles: 

Safeguarding children from harm and abuse is an essential responsibility for ESGC. We are committed to ensuring that any child who come into contact with our services is properly safeguarded. Every person under this policy must ensure that they play an active role in ensuring that children are properly safeguarded. Every person under this policy holds responsibility for:

 - remaining alert and aware of possible safeguarding risks to children

 - guarding children against harmful environments with appropriate actions (for example, adequate supervision or ensuring safe environments)

 - taking positive steps to maintain the safety and well-being of children engaging with us at ESGC.

 - reporting concerns expeditiously and appropriately, in line with child protection procedures

 - understanding the duty to report specific concerns (and understanding how these interplay with confidentiality)

 - challenging any inappropriate or harmful behavior of any other adult and reporting this accordingly

 - acting appropriately in the presence of children

 - not taking any inappropriate risks

 - not smoking, drinking, or taking any form of illicit substances in the presence of children

Empiya Stream Gymnastics Club Welfare Officer

​Any question, report, or concern in relation to the safeguarding of children should be shared with our Welfare Officer: Name: Miranda Horton: esgcwo@outlook.com  

Confidentiality and Data Protection

All personal information we may process relating to children, shall be processed, and stored in accordance with our Data Protection Privacy Policy,

Responding to a Safeguarding Concern

​Where a child is at immediate risk of serious harm, any adult present should call 999 or the NSPCC. Thereafter, the Welfare Officer should be contacted as soon as is reasonably practicable. Where there is a safeguarding concern but no immediate risk of serious harm, the adult who has heard or witnessed this concern should consult with the Welfare Officer as soon as practicable and by no later than the end of that same day. Where any child makes a disclosure relating to harm or abuse to an adult, it is important to:

- listen calmly and carefully, showing that their views are taken seriously 

- provide an appropriate and honest level of reassurance

- avoid interrogating children and asking probing, intrusive and/or leading questions

- avoid making false promises regarding secrets and confidentiality with the child (because any concern of abuse/harm must be shared with the Welfare Officer and any subsequent safeguarding referral)

- make a confidential written record of the discussion either during the discussion or immediately afterwards. The record should include the key details of the disclosure together with any relevant times, dates, places, and people concerned. Audio and video recordings of children making disclosures should be avoided.

- refer all relevant information to the Welfare Officer as soon as practicable afterwards, and by no later than the end of the day Upon receipt of any safeguarding concern, the Welfare Officer shall consult with any other relevant persons and will make any appropriate referrals to the relevant authorities, such as the applicable Merton Children and Young People’s Service.

Reporting concerns about other adults within the Organisation:

Where any person has a concern regarding the conduct of an adult connected to the ESGC, which poses or may pose a safeguarding risk to children such as:

- harming a child either physically or emotionally

- exposing a child to behavior which may cause physical or emotional harm

- engaging in criminal activity concerning a child this must be raised in the first instance with the Welfare Officer (or where this is not appropriate, a different senior member of the organisation) so that the next appropriate steps may be agreed and actions. We recognise that there could be circumstances where a person may need to report a matter that has taken place in a setting outside of the person's engagement with ESGC. Usually, any appropriate steps following a safeguarding referral in respect of an individual connected to the Organisation will include either:

 - further initial enquiries - escalation to the applicable Local Authority Children's Services department for assessment and/or the police for investigation

- instigation of any appropriate disciplinary, formal investigation processes and suspension of any person concerned within the Organisation

- a referral to the Disclosure and Barring Service, Disclosure Scotland or Access Northern Ireland, or any other relevant regulatory bodies. Any person within the Organisation who has allegations made against them shall be informed properly in a formal meeting of the particulars of the allegations and the relevant next steps which shall be taken. Such a meeting should ordinarily be held by the Welfare Officer. On certain occasions, such a meeting may not be convened until this has been approved by any authorities involved (such as the police or the relevant Local Authority). Any person from within the Organisation who has allegations made against them shall be treated fairly. All enquirers, investigations and decisions taken shall be just and fair, with the safety of any child concerned at the heart of the process. Any person from within ESGC who makes an allegation against another person from within ESGC shall be listened to, taken seriously, and shall be treated fairly and justly throughout the process of enquiries, investigations and decision making. Disclosure and Barring Service (DBS) Access Northern Ireland, Disclosure Scotland Checks under the appropriate legislation should be undertaken wherever required. The groups of people we will usually undertake checks with the DBS, Access Northern Ireland, and Disclosure Scotland (whichever is applicable) in relation to are: All staff that undertake coaching with ESGC. Wherever we deem it is necessary and appropriate to remove any individual from a position of work in an activity which is regulated under the relevant legislation, we shall also be obliged to make a referral to the DBS, Access Northern Ireland and Disclosure Scotland.

​Safeguarding Children at Events and Activities Responsibilities and Planning:

Typically, we may arrange the following types of events and/or activities which could involve children: Gymnastics Classes throughout the week/competitions. The Welfare Officer or supervising Senior Coach shall hold ultimate responsibility for the safety and appropriateness of the event. They may however appoint a delegate for some responsibilities the purpose of a specific event. Although the Welfare Officer and any appointed delegates will hold ultimate responsibility for overseeing the safety for events and activities, all individuals under this policy must also play an active role in always ensuring the safety of children. Appropriate background checking shall be undertaken for any adult engaged by us in connection with an event or activity involving children, wherever this is required by law (see the relevant section above). For certain types of events or activities, we may issue an additional code of conduct, policy, or some specific other requirements which is specific to that occasion. Any such additional documentation will be made available to all those concerned (staff members, parents, guardians etc.) in advance. These should be read carefully and adhered to.

Venues:

Any events or activities held by us will typically take place at: Cranmer Primary School, Cranmer Road, Mitcham, CR4 4XU or competition venues. We have carried out a health and safety risk assessment of these locations in reference to safety and suitability for children. Where any events or activities are held at any other location, we shall also carry out a risk assessment.

First Aid:

We have the following first aid procedure within ESGC at reception/desk in our venue: Any accident or injury concerning a child should be brought to the attention of the nearest first aider and should thereafter be formally reported in the Incident/Accident Book. 

Consent forms:

We shall always obtain online consent from a parent or guardian for any event which takes place with children in attendance without their responsible parent or guardian present. Consent will be obtained via: Online form, consent forms will include emergency contact details and will set out any specific safety needs/requirements for children. All consent forms will be kept secure and shall be stored in accordance with our data protection privacy policy. Supervision for most activities and events, our procedure for supervision of children is as follows: 1:10 ratio with another member of staff to help. Where we hold any events or activities whereby a child attends alongside their parent or guardian, parents and guardians should ensure that children are properly supervised.

​Managing Behavior of Children:

Whenever any adult engaged by us is faced with challenging or inappropriate behavior from a child or with conflict between children, they must:

- treat each child fairly and equally - approach the situation in a calm and neutral manner

- only ever use physical restraint/intervention to protect the immediate safety of a person, for example to prevent an injury or harm either to the child or others

- wherever it is justified to physically restrain a child or to physically intervene, the amount of force used should be kept to the absolute minimum considering the risk posed.

- make a written record of the incident and ensure this is reported appropriately to the Welfare Officer. Further details regarding our procedures for managing behavior can be in our behavior Policy.

​Managing Risks Posed by Other Children:

It is important for all adults engaged by us to recognise that children can face harm from their peers. This can commonly take the form of bullying. Bullying can be defined as any behavior which is:

- repeated; and,

 - has the intention of hurting somebody either physically or emotionally. Bulling can sometimes be motivated by prejudices based on certain groups, for example gender, race, religion, or sexual orientation. Bullying can often include:

- physical harm perpetrated against another child

- name calling and threats

- cyber-bullying (threats and abusive comments made via technology) Any instance of bullying or concern relating to possible bullying between children at any event or activities arranged by us will usually be dealt with by us in the first instance as follows: All people involved will be spoken to and will receive a verbal warning. Where any behavior amounting to bullying continues following this, the following steps will be taken: The child/adult found liable of the continues bullying will be banned from the classes. All steps in relation to the prevention or management of bullying should be taken in consultation with the Welfare Officer.

​Photography: 

On some occasions, we may take photographs featuring children. We recognise that photography of children carries risks, such as:

- the potential for images to be re-used, shared, or adapted in a damaging or inappropriate manner

- the general risk of sharing images and the impact this could have on child's public image as they grow older in view of these risks, we will:

- always ask for permission from a child and their parent/guardian before taking and sharing any image of them

- always ensure that a child and their parent/guardian are properly informed how an image will be used and shared

- always ensure that a child's identity is protected as far as is possible within any published material

- ask that parents, guardians, children, and any other person connected to them who may wish to share any of our published images which features other children to refrain from doing so unless they have the permission of the other children and their parent/guardian

- always store photos in accordance with our data protection policy.

 

This policy has been drawn up in accordance with all relevant and applicable legislation and guidance available to the Organisation in the jurisdictions it operates within.

 

This Policy is approved and robustly endorsed by Empiya Stream Gymnastics Club and is due for review every 12 Months.

 

Reviewed: 19/12/2023

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CODE OF CONDUCT

Coaches

The Coaches and Officials Code of Conduct is designed to support the Club’s policies and procedures together with IGA coaching guidelines and policies. It represents the essence of good conduct and practice and exists to promote a safe and enjoyable gymnastics experience for all Club members.

Protecting the Rights of the Gymnast

 

Coaches will:

  • Provide an environment in which all are free from fear or harassment.

  • Recognise the rights of athletes to be treated as individuals.

 

The Relationship with the gymnast coaches will:

  • Always be publicly open when working with gymnasts.

  • Take care when providing manual support.

  • Never take a gymnast to their home or other scheduled place, and when transporting gymnasts, explicit permission will be sought from the parent/guardian.

  • Never do things of a personal nature that a child can do for themselves.

  • At all times, be concerned for the safety, well-being, protection, and future of the gymnast.

 

Responsibilities of coaches will:

  • Wear the clothing provided by the Club.

  • Display consistently high standards of behavior and appearance and not use inappropriate language.

  • Communicate politely, always showing respect and courtesy with all members of the club both verbally and in writing.

  • Provide adequate notice if unable to attend a session, meeting, or other scheduled event.

  • Have appropriate valid qualifications and IGA insurance.

  • Follow all guidelines laid down by the Club and IGA.

  • Promote the positive aspects of the sport, such as fair play.

  • Treat all allegations or suspicions of abuse seriously and with discretion.

  • Keep all matters concerning the business of the Club confidential.

  • Keep information relating to a gymnast confidential unless it is a specific welfare matter.

  • Hold a duty of care that includes a responsibility to ensure that equipment is safe to use, suitable for purpose and appropriate for the gymnasts’ ability level.

  • Ensure all Health and Safety matters are recorded and are obligated to bring them to the attention of the Club Manager and Welfare Officer.

  • Discourage unsafe and inappropriate behavior.

  • Encourage all performers to value their performances and not just results.

  • Never exert undue influence over gymnasts to obtain personal benefit or reward.

  • Always be immediately accessible and never leave the premises while a session is in progress.

  • Always ensure that there is a minimum of two responsible adults present during each session; one of which must be Level 2 or above, the other must not be a participating gymnast.

Criminal Convictions:

  • A current enhanced DBS disclosure is required. A conviction of a criminal offence during the term of volunteering must be reported to the Clubs Head of Coaches.

 

Gymnasts:

The Club is fully committed to safeguarding and promoting the well being of all our gymnasts. The Club believes that it is important that gymnasts, coaches, administrators, and parents associated with ESGC should, always, show respect and understanding for the safety and welfare of others. Therefore, gymnasts and parents are encouraged to be always open and share any concerns that they may have about any aspect of the Club with the Club Manager, Head Coach, or the Club Welfare Officer.
As a member of the ESGC you are expected to abide by the following rules:

  • Gymnasts must wear suitable attire (leotards and shorts) for training and events as agreed with the Coach.

  • All long hair must be tied back, and all body jewelry must be removed. If jewelry cannot be removed a gymnast cannot participate, unless previously agreed with Head Coach in competitive disciplines only.

  • Gymnasts must inform their coach of any injuries or illness they may have before the warm up begins.

  • Gymnasts should not eat or chew gum during a session.

  • Gymnasts must not use bad language and are expected to always maintain a good standard of behavior.

  • Gymnasts must treat all equipment with respect and must not climb upon or use any equipment unless instructed to do so by a coach.

  • Gymnasts must always follow the instructions of their coach.

  • All gymnasts must participate within the rules and respect coaches, judges and officials and their decisions.

  • All gymnasts must respect their opponents and fellow club members.

  • Gymnasts should keep to agreed timings for training and competitions or inform their coach if they are going to be late. Failure to attend training sessions on a regular basis without good reason and notification may result in a gymnast losing their place.

  • Gymnasts must not smoke, consume, take or, be under the influence of alcohol or drugs of any kind when training or representing ESGC.

  • Gymnasts should remain with coaches at the end of a session until collected by their parent or carer unless parental consent has been given for walking home unaccompanied.

  • Gymnasts must not leave the gymnasium or sports hall without the permission of their coach.

  • Empiya Stream Gymnastics Club reserve the right to remove any gymnast from training, that does not adhere to the rules or who is seen to compromise their own or others safety.

 

Empiya Stream Gymnastics Club will review the Code of Conduct policy every 12 months.

 

Reviewed: 20/08/2023

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