CHILD-36-74.pdf

CHILD SAFEGUARDING TOOLKIT Staff and volunteers should report any concerns they have to the safeguarding officer using established reporting lines (anonymously online, by email or phone) using the below form as a guide for reporting. Some staff and volunteers may be more comfortable reporting their...

CHILD SAFEGUARDING TOOLKIT Staff and volunteers should report any concerns they have to the safeguarding officer using established reporting lines (anonymously online, by email or phone) using the below form as a guide for reporting. Some staff and volunteers may be more comfortable reporting their concerns directly to their line manager or a senior member of staff within the organisation. In such cases, the line manager should report these cases to the safeguarding officer to ensure that reports and allegations are managed in a consistent manner. Complainants should be encouraged to report allegations and concerns as soon as possible and within 24 hours. Where a case of abuse is suspected, the safeguarding officer will have a list of names and contacts of local authorities, expert agencies and trusted organisations15 that specialise in child protection who can offer professional help to the alleged victim and family and for cases to be properly investigated. If the safeguarding officer is not available, and in case of an emergency, you should report the matter directly to the child protection agency in your area and/or to the police. A list of relevant emergency contacts should be available to senior personnel within the MA at all times. Options in case of a concern: • Submit a report via the MA’s safeguarding officer who will refer the case to local statutory authorities, agencies and trusted partners who can help. If they are unavailable and it is an emergency: • submit the report directly to the child protection agency in your jurisdiction; • submit the report directly to the police; • [add relevant national helpline numbers here, including those advised by your local child protection agencies as part of your reporting protocol]. • Ensure that all information submitted by you is reported in strict confidentiality. If you become aware of repeated poor practice by one of your colleagues, you have a responsibility to also report the matter to the safeguarding officer. Poor practice reports can be handled internally by the relevant disciplinary or ethics procedures of the MA. Poor practice refers to behaviour that disregards the needs of children, thus compromising their well-being and safety, but does not meet the threshold of child abuse. In some contexts, the relevant statutory authorities may not exist, so it is really important to map out and build partnerships with expert local organisations/NGOs who are trained and competent in this area. 15 Football Agent Exam Study Materials – May 2023 edition - 465 51 CHILD SAFEGUARDING TOOLKIT Grounds for concern of abuse might exist when there is: • An account by a person who saw a child being abused. • Evidence, such as an unexplained physical injury or behaviour which is consistent with abuse, such as the child being withdrawn and really quiet when he/she is not usually so. • Consistent indication, over a period of time, that a child is suffering from emotional or physical abuse and neglect. • A specific indication (or disclosure) from a child that he/she has been abused. Remember, children rarely talk if they are being abused and often do not know what to do or where to go for help. It is very difficult for children to speak up about possible abuse, so be vigilant in picking up signs (see guidance note 14 on how to recognise signs of abuse). In football, incidents of poor practice might occur when the needs of children are not given the necessary priority, resulting in their well-being and safety being compromised. Examples might include: • taking insufficient care to avoid injuries (e.g. by excessive or inappropriate training for the age, maturity, experience and ability of players); • failing to report behaviour which may compromise the welfare of a child and allowing concerning practices to go unreported; • constantly showing favouritism towards or ignoring certain children; • using foul language and prohibited substances in the presence of children; • repeatedly ignoring health and safety guidelines, or failing to undertake regular risk assessments, which may put children at risk of harm (e.g. not ensuring that equipment, transport or facilities are fit for purpose, safe to use and accessible). Failure to challenge and report poor practice can lead to an environment where abuse may occur. REMEMBER: it is not your duty to decide if poor practice or abuse has occurred. It is your responsibility to report any concerns and suspicions you may have to the safeguarding officer or to the appropriate authorities. This flow chart should act as a guidance tool only. Adapt as necessary to your context in consultation with your local partners and expert advisory group. 52 Football Agent Exam Study Materials – May 2023 edition - 466 CHILD SAFEGUARDING TOOLKIT DEALING WITH SUSPECTED POOR PRACTICE AND/OR POSSIBLE ABUSE You have a concern about a child or concern about the behaviour of an individual towards a child involved in the association’s programmes. Report it immediately and within 24 hours. Is it poor practice? (e.g. a coach repeatedly ignoring health and safety guidelines which puts children at an unacceptable risk of injury) Report concerns to the safeguarding officer who can internally refer them as a possible misconduct issue Possible outcomes of an internal MA review: • No case to answer • Advice and warning as to future conduct • Support and safeguarding training required • Suspension Is it possible abuse? Report concerns to the safeguarding officer who will facilitate referral to statutory authorities/local agencies who can help Or, in their absence, report it directly to statutory authorities/local agencies Possible outcomes: • Child protection investigation by social services and/or the police • Care and support provided to the child by local organisations/NGOs • Criminal proceedings • Internal investigation where criminal or statutory investigation threshold is not met 53 Football Agent Exam Study Materials – May 2023 edition - 467 CHILD SAFEGUARDING TOOLKIT What may happen after an allegation of abuse has been made? Dealing with disclosures outside MA programmes This will depend on the country, but it is important to note that allegations of abuse should be responded to after consultation with the relevant statutory authorities or agencies.16 Any internal MA investigation should be put on hold until statutory investigations are complete, so that internal processes do not compromise the statutory or criminal investigation. If your concern relates to the behaviour of an individual outside MA football programmes towards a child, you should report your concerns immediately to the statutory authorities or agencies. Suspending the staff member or volunteer from his/her duties while an external investigation takes place should be standard practice. The MA response may then include (this is not in order of importance or an exhaustive list): • liaising with child protection services as necessary to ensure support is provided to the child for his/her full care and recovery. If child protection services are not operational, engage with local organisations/NGOs to ensure care and support is provided; • record information accurately using the form below as this may be used as part of any investigatory proceedings that may follow; • keep a record of the name of the person or police officer to whom the referral was made; • ensure that all information provided by you is done so in strict confidentiality. CONFIDENTIALITY • informing the general secretary of the association in order to coordinate an internal response, when appropriate; When dealing with concerns relating to possible abuse, staff and volunteers should apply strict discretion and maintain confidentiality. Information should be shared on a “need-toknow” basis only in order to protect the child to whom the concern or allegations relate. Information can, and must, be shared with statutory authorities or agencies in order to assist them with the investigation process. • contacting the victim and his/her family, if advised to do so by statutory agencies, to inform them that the allegations have been forwarded for investigation; What may happen where the concern is not an allegation of abuse but of poor practice? • informing the line manager responsible for the staff member or volunteer; • informing the staff member or volunteer of the allegation made against him/her and affording them the opportunity to respond. 16 When responding to any such disclosure, you should also: Poor practice refers to behaviour that disregards the needs of children, thus compromising their well-being and safety, but does not meet the threshold of abuse. Statutory authorities or law-enforcement agencies are responsible for investigating child protection concerns and allegations of abuse, not the MA. Football Agent Exam Study Materials – May 2023 edition - 468 54 CHILD SAFEGUARDING TOOLKIT The majority of poor practice cases can be dealt with by MAs through the relevant competent body and cooperation from all parties involved. Follow-up by the safeguarding officer is important to ensure that the appropriate course of action has been followed. Key Points • There is a responsibility to respond to both football-related and non-football related concerns. • All concerns and allegations of potential poor practice or abuse should be taken seriously and responded to immediately and appropriately. • Statutory authorities have the responsibility to investigate abuse, not the MA, but it is everyone’s duty to prevent any risk of harm to children and to report any concerns they may have. • Poor practice cases should be dealt with by MAs through the relevant competent body. SAMPLE REPORTING FORM Please fill out as many sections as possible in as much detail as you can. This form is strictly confidential. Carefully record the details and pass on this information to the safeguarding officer. Do not keep a copy for yourself. Your name: Your position: Child’s name and age : Child’s address (if known): Name of parents/guardians and address (if known): Are you reporting a direct disclosure, your own concerns or concerns raised by someone else? Direct disclosure from a child Reporting my own concerns Reporting concerns raised by someone else If reporting concerns raised by someone else, please provide: a) his/her name b) position c) telephone number and email 55 Football Agent Exam Study Materials – May 2023 edition - 469 CHILD SAFEGUARDING TOOLKIT Details of concern/suspicion/incident. Please describe. Time: Date(s): Place or location: Name of member of staff or volunteer involved in incident (if any): Behaviour or physical signs observed: Any other details: Details of any conversation with the child or children: Has the incident been reported to any external authorities or agencies? Yes No If yes, please state name of authority/agency: Contact person: Telephone number(s): Email address (if available): Agreed action or advice given: 56 Football Agent Exam Study Materials – May 2023 edition - 470 CHILD SAFEGUARDING TOOLKIT APPENDIX 06 GUIDANCE ON SAFE RECRUITMENT AND SCREENING PROCEDURES FOR MAs Safe recruitment and screening The range and quality of football programmes for children would not exist without the time, skills and commitment of staff and volunteers. It is recognised that recruitment can never be entirely “safe” but the aim of safer recruitment is to put in place a number of actions that, together, aim to reduce the chances of employing the “wrong” people to work with children. MAs have the responsibility to ensure that those staff and volunteers providing football opportunities for children are appropriately selected, supported and have the necessary safeguarding knowledge to help them in their roles. The following recruitment procedures will help select the right people and screen out and discourage those who are not suitable to work with children in football: 1. All roles involving interaction with children should explicitly include reference to safeguarding in the adverts and job descriptions. 2. At least two reference checks should be conducted and documented. References should be requested to demonstrate the applicant’s suitability to work with children. 3. Applicants should explicitly explain any gaps in employment. 4. The decision to request a police check needs to be made wherever there is an obligation or a possibility to do so under local legislation. Often this will simply be where the role requires access to children. Note that some countries have a database of offenders/people who are not suitable to work with children. If this exists in your country, then it should be checked. Also note that a person may have been convicted or prosecuted for a sexual offence after his/her recruitment. Police checks must be completed before the individual starts working in his/her role but also regularly, once he/she has started working in his/her role (at least once every five years). 5. If police checks do not exist in your country, a self-declaration form (or national equivalent) should be signed where a reliable criminal record check is not available (see sample form below). This can include broader questions about whether the individual has ever been subject to a disciplinary investigation. All such checks must be completed before the individual starts working in his/her role and at least once every five years, once he/she has started working in his/her role. 6. All new employees must attend and complete the MA’s training on safeguarding children in football within three months of taking up a post. 57 Football Agent Exam Study Materials – May 2023 edition - 471 CHILD SAFEGUARDING TOOLKIT 7. All new employees must read and sign the MA’s code of conduct upon taking up a post. 8. All new employees must complete their induction, which must include an obligation to read all relevant policies and procedures pertinent to safeguarding. This checklist can help you think through safer recruitment practises. In some countries, it may be difficult to fully comply with all areas of the checklist – for example, police checks may not be possible. Similarly, obtaining copies of qualifications may be difficult, particularly if applicants have moved several times. Not being able to comply with one aspect of the checklist does not mean that the appointment cannot proceed. An overall assessment of the information available needs to be made. RECRUITMENT & SELECTION PROCESS Profile of candidate Decide what skills and knowledge are needed to safely work with children in football, and include these within the profile Advertisement Include a clear statement about your association’s commitment to safeguarding children Interview questions Recruitment for those who will work directly with children should include an interview plan that incorporates behavioural-based questions. Sample safeguarding questions for interviews may include: - Have you worked/volunteered with children in a similar position before? What did you like about it? What did you find difficult? - How have you handled children who did not want to participate in an activity? - Provide me with three examples of how to work safely with children in football. - How would you handle children who were not listening to your instructions? - What is your understanding of safeguarding children in football? 58 Football Agent Exam Study Materials – May 2023 edition - 472 CHILD SAFEGUARDING TOOLKIT PRE-APPOINTMENT Reference checks Two professional references should be directly provided, including one by the candidate’s current or most recent employer. Open references (e.g. a candidate directly providing a written reference to you) are not sufficient. Proof of identification Verify a candidate’s identification, preferably by using his/her national passport or national ID card. Qualification and registration checks Verify that candidates have actually obtained all qualifications or professional registrations claimed in their application by asking to see original certificates. Police check The decision to request a police check needs to be made based on whether the job entitles access to children, even if such access is occasional (like security or cleaning staff). Note that some countries have a database of offenders/people who are not suitable to work with children. If this exists in your country, then it should be checked. If a police check returns with a conviction, then HR colleagues in consultation with the child safeguarding focal point needs to decide whether to proceed with the appointment. Having a conviction does not necessarily mean that the person cannot be appointed; it depends on the offence. However, any conviction for abuse of a child or a sexual offence will lead to an immediate decision not to hire the person. It is recognised that it may be difficult to obtain police checks and references in some countries or contexts, or their reliability may be questionable. No one check will ever be a total guarantee of someone’s suitability for working with children. Take a pragmatic view and put in place additional steps when background police checks cannot be obtained, such as a selfdeclaration form and references from former employers. Self-declaration form In the absence of a police check, candidates working directly with children should sign a self-declaration form. 59 Football Agent Exam Study Materials – May 2023 edition - 473 CHILD SAFEGUARDING TOOLKIT Sample criminal record declaration form (adapt as necessary to your national context and as necessary to fulfil the requirements of any applicable data protection legislation) All applicants working directly with children must complete this form in full. Please refer to the guidance notes below before completing the following sections. Please complete in black ink. Full Name (block capitals): Post applied for: Please answer the following questions: 1. Have you ever been convicted by the courts or cautioned, reprimanded or given a final warning by the police? Please give details of any offences or penalties as well as the name of the country and dates in the table below.* Please tick ( ) as appropriate: Date and place Yes (Please provide details.) No (Proceed to question 2.) Details *If any circumstances change which would affect your response to this question, you must inform Human Resources where applicable or the recruiting manager of [insert name of member association] about the details without unnecessary delay. 2. Have you ever been subject to disciplinary proceedings or disqualified from work with children or subject to any other sanctions? Please tick ( ) as appropriate: Date and place Yes (Please provide details.) No (Proceed to question 2.) Details 60 Football Agent Exam Study Materials – May 2023 edition - 474 CHILD SAFEGUARDING TOOLKIT 3. Please sign the following declaration and return this form to [insert name of member association] Human Resources where applicable or the recruiting manager with your application for employment. Failure to complete this declaration will result in your application being withdrawn. - I confirm that the information I have given on this form is correct and complete. I understand that any false information could result in my application being rejected or, if appointed, in my dismissal from employment. I understand that any offer of employment made to me may be subject to a further review and I hereby give my consent for [insert name of member association] to carry out the relevant criminal record checks. - I declare that I will notify Human Resources, where applicable, or the recruiting manager of [Insert name of member association] immediately if I am prosecuted or convicted for a criminal offence. - I declare that I am not currently on any barring list or sex offenders list in any country. I declare that I will notify Human Resources where applicable or the recruiting manager of [insert name of member association] immediately if I do become barred or listed in future. Signature: Date: Suggested guidance notes for applicants: Why you need to declare your criminal convictions and other related information [Insert name of member association] is committed to safeguarding children from abuse, and expects all staff and volunteers to share this commitment. We ask you to complete this form as comprehensively and honestly as possible. The only people who will see the information provided will be those directly involved in the recruitment process. At your interview, or in a separate discussion post-interview, we will ensure that an open and measured discussion takes place about any offences or other matter that might be relevant to the position. Having a criminal record will not necessarily prevent you from working with us. This will depend on the nature of the post you have applied for and the relevance and circumstances of your offence(s). We will ensure that anyone making appointment decisions has the necessary information and support to assess the relevance and circumstances of any offences. What will happen if you are offered the post If you are offered the post, we will ask for evidence of your identity, your right to work in (name of country) and your qualifications. We will also carry out a criminal record check (where applicable in country). False information Please note that providing false information could result in your application being rejected or your dismissal from employment if you are appointed. Retention of information The information that you provide in the declaration form will be processed in accordance with national data protection legislation. It will only be used for the purpose of determining your application for this position and working directly with children. Football Agent Exam Study Materials – May 2023 edition - 475 61 CHILD SAFEGUARDING TOOLKIT APPENDIX 07 SAMPLE CODE OF CONDUCT FOR MA STAFF AND VOLUNTEERS Staff and volunteers play an essential role in contributing to the sporting and social development of children in football. As such, they have a duty of care to create a safe, inclusive and positive environment for all. It is important that coaches, managers, medical staff, volunteers, staff, parents and all those involved in football activities or programmes respect the rights and well-being of children in our game. You are confirming your absolute commitment to these values by signing this code of conduct. As a member of staff or volunteer, I will promote good practice and: • Make football a fun experience. • Complete the basic safeguarding awareness training. • Respect the rights, dignity and worth of every child without discrimination on account of age, race, skin colour, ethnic, national or social origin, gender, disability, language, religion, political opinion or any other opinion, wealth, birth or any other status, sexual orientation or any other reason. • Always report any concern of poor practice or abuse immediately to the safeguarding officer or appropriate authorities. I acknowledge that I must report any concerns I may have – no action is not an option. • Lead by example when it comes to good sportsmanship and be a role model for children – this includes not drinking alcohol, taking drugs or using foul, racist, homophobic or other discriminatory language in the presence of children. • Respect my position of trust and maintain appropriate boundaries with children. • Work in an open environment and avoid spending time alone with children away from others. • Arrive in sufficient time to set up activities and ensure that risk assessments are undertaken as necessary for all activities, programmes, and events involving under-18s. • Ensure children are safe by supervising appropriately and using safe training methods and techniques. • Never engage in bullying behaviour. • Challenge any form of bullying behaviour among and towards children. • Communicate in a constructive, age-appropriate manner with children, never humiliating them. • Provide meaningful opportunities that empower children to share in the decisionmaking process. • Never condone rule violations, any form of violence or the use of prohibited substances. • Ensure that confidential information is not divulged unless with the expressed approval of all those concerned or where a case warrants disclosure to relevant authorities. 62 Football Agent Exam Study Materials – May 2023 edition - 476 CHILD SAFEGUARDING TOOLKIT I will never: • engage in or allow any verbal, physical or sexually provocative games with or inappropriate17 touching of children; • engage in any sexual relationship with any player under 18 years of age, including making sexually suggestive comments to a child; • groom18 or exploit a child for personal and financial gain; • engage in inappropriate use of social media – this includes engaging children in private social media conversation and never posting comments that could compromise their well-being or cause them harm; • reduce a child to tears or scare or humiliate him/her as a form of control; • intentionally physically hurt or threaten to hurt a child – hitting and punching may be regulated forms of contact in some (combat) sports but have no place in football. Failure to abide by this code of conduct will result in appropriate action being taken. This may mean your removal from the activity/event for a period whilst an investigation is taking place and may result in disciplinary and/or legal action. I (please print name) agree to abide by the above code of conduct. Association: Position: Signature: Date: Witness (signed by the MA’s safeguarding officer): Contact with buttocks, genitals and breasts must be avoided. Staff and volunteers should never behave in a way that could be interpreted as inappropriate. 18 In the context of child sexual exploitation and abuse, “grooming” is the short name for using children for sexual purposes. It refers to the process of establishing/building a relationship of trust with a child, either in person or through the use of the internet or other digital technologies, to facilitate either online or offline sexual contact. 17 63 Football Agent Exam Study Materials – May 2023 edition - 477 CHILD SAFEGUARDING TOOLKIT APPENDIX 08 RISK ASSESSMENT GUIDE FOR MAs This risk assessment guide considers the potential for harm to come to children whilst they are participating in football. In order to help mitigate risks, templates for an organisational-level risk assessment and an activity-by-activity risk assessment follow. Both refer to the possible risk of abuse and not general health and safety risks (these should be covered under separate health and safety rules set by the association and/or government). You can adapt this assessment to your context as necessary. Explanation of terms used: • Potential risk of harm to children - identified risks of harm to children whilst POTENTIAL RISK OF HARM TO CHILDREN LIKELIHOOD OF HARM HAPPENING: LOW/MEDIUM/ HIGH (L,M,H) accessing football activities or programmes. • Likelihood of harm happening - the likelihood of the risk occurring: low, medium or high. Note that if risks are high, the activity should be modified or cancelled. • Required policy, guidance and procedure document - indication of the policy, guide or procedure required to alleviate the risk. • Responsibility - who is responsible? Indicate where the responsibility for alleviating the risk lies. REQUIRED POLICY, GUIDANCE OR PROCEDURE DOCUMENT WHO IS RESPONSIBLE FOR HANDLING THIS ISSUE? FURTHER ACTION REQUIRED PERSONNEL Recruitment of inappropriate people working directly with children e.g.H • Safeguarding policy • Safe recruitment and screening process • Safeguarding training • Sign code of conduct E.g. proof of qualifications to be confirmed Lack of training on safeguarding for coaches e.g.H • Safe recruitment and screening process • Training on safeguarding for all coaches • Sign code of conduct E.g. proof of qualifications to be confirmed E.g. safeguarding course for coaches to be completed. Coaches sign the code of conduct 64 Football Agent Exam Study Materials – May 2023 edition - 478 CHILD SAFEGUARDING TOOLKIT POTENTIAL RISK OF HARM TO CHILDREN LIKELIHOOD OF HARM HAPPENING: LOW/MEDIUM/ HIGH (L,M,H) Volunteers’ lack knowledge of and training on safeguarding e.g.H Other adults with access to children – e.g. security, medical staff e.g.H REQUIRED POLICY, GUIDANCE OR PROCEDURE DOCUMENT WHO IS RESPONSIBLE FOR HANDLING THIS ISSUE? • Safe screening process • Safeguarding training • Signing code of conduct FURTHER ACTION REQUIRED E.g. reference check volunteers • Safeguarding training • Sign code of conduct COMPLAINTS & DISCIPLINE Concern about behaviour of some adults towards children e.g.H Absence of a complaints & disciplinary process within the MA e.g.H Complaints not being dealt with seriously e.g.M • Safeguarding training • Clear MA complaints & disciplinary process • Guidance on dealing with concerns about a child E.g. report concern to safeguarding officer • Clear MA complaints & disciplinary process • Guidance on dealing with concerns about a child E.g. ongoing review within the MA • MA complaints & disciplinary process Ongoing review within the MA Immediate action needed Greater communication required on where to report concerns REPORTING PROCEDURES Lack of knowledge of organisational and statutory reporting procedures to local authorities/agencies e.g.H • Safeguarding policy • Guidance on dealing with concerns about a child E.g. map out and establish partnerships with referral agencies Make reporting procedures widely available and publicise list of local agencies and organisations 65 Football Agent Exam Study Materials – May 2023 edition - 479 CHILD SAFEGUARDING TOOLKIT POTENTIAL RISK OF HARM TO CHILDREN LIKELIHOOD OF HARM HAPPENING: LOW/MEDIUM/ HIGH (L,M,H) REQUIRED POLICY, GUIDANCE OR PROCEDURE DOCUMENT WHO IS RESPONSIBLE FOR HANDLING THIS ISSUE? FURTHER ACTION REQUIRED No safeguarding officer appointed (or focal point) for safeguarding in the MA • Safeguarding policy • Safeguarding officer/focal point role description/terms of reference • Safeguarding training E.g. appoint and widely publicise name of contact person Not clear who children should talk to or report to if they have concerns • Put up the name(s) of the focal point and inform children of the person’s name and his/her role E.g. widely publicise name of contact person Train him/her in the safeguarding role Train him/her in the role FACILITIES AND ACCOMODATION Unauthorised access to children’s play & practice areas and to changing rooms, showers, etc. e.g.H Children sharing same facilities and accommodation with adults e.g.H • Safeguarding policy • Code of conduct • Safeguarding policy • Safe recruitment for all those who work directly with children • Code of conduct • Safeguarding training Clarify responsibilities before session starts Review and enforce policy in changing and shower areas E.g. plan with management to create a safe environment in shared facilities Check local health and safety legislation/guidelines and standards TRANSPORT AND TRAVEL Transporting children between venues/training is not safe e.g.M Safeguarding checks have not been carried out on any drivers e.g.H • Safe recruitment for all those who work directly with children • Code of conduct No guidance for travelling and trips away e.g.M • Guidance on planning and organisational arrangements 66 Football Agent Exam Study Materials – May 2023 edition - 480 CHILD SAFEGUARDING TOOLKIT POTENTIAL RISK OF HARM TO CHILDREN LIKELIHOOD OF HARM HAPPENING: LOW/MEDIUM/ HIGH (L,M,H) REQUIRED POLICY, GUIDANCE OR PROCEDURE DOCUMENT WHO IS RESPONSIBLE FOR HANDLING THIS ISSUE? FURTHER ACTION REQUIRED COMMUNICATIONS AND SOCIAL MEDIA Inappropriate use of social media and communication by under -18s • Children’s code of conduct Inappropriate use of social media and communication by adults with under-18s • Staff and volunteers’ code of conduct • Guidance on communication Ongoing review Ongoing review GENERAL BEHAVIOURAL ISSUES (child to child, or adult to child) General behavioural issues E.g review and discuss the code(s) of conduct with adults and children • Code of conduct for adults and children This risk assessment was discussed and completed by ( Sign code of conduct ) on / /2019 Signed: Name: Role: Date: 67 Football Agent Exam Study Materials – May 2023 edition - 481 CHILD SAFEGUARDING TOOLKIT Risk assessment template (activity level): to be completed at the start of every new project/activity WHAT CONTACT WILL YOU HAVE WITH CHILDREN/YOUNG PEOPLE THROUGH THIS WORK/ PROJECT? WHAT POTENTIAL RISKS TO CHILDREN/YOUNG PEOPLE CAN YOU IDENTIFY? WHAT STEPS WILL YOU TAKE TO MITIGATE THESE RISKS? • Will the contact be face to face and/or online/digital • Are there any risks inherent in these activities? • What have/will you include in your safeguarding planning? • What activities will children be involved in? • Who will be present? • Will these people be MA staff/ volunteers or third parties? • Who is your designated safeguarding contact for this activity? • What will the environment be like? • What support will be available for the children present? • What physical or emotional issues may arise? • How will concerns be managed should they arise? • Will the children be photographed, filmed or asked to share their stories? • Will parents/carers be present or are staff/volunteers acting in loco-parentis? WHO IS RESPONSIBLE FOR ENSURING THIS ACTION IS TAKEN? PLEASE CONFIRM DATE WHEN THE ACTION WAS COMPLETED • What safeguarding information will everyone involved receive at the start of the activity? Please confirm that this risk assessment has been copied to the safeguarding officer or focal point in the MA. Your name and role: 68 Football Agent Exam Study Materials – May 2023 edition - 482 CHILD SAFEGUARDING TOOLKIT APPENDIX 09 GUIDANCE TO MAs ON SAFEGUARDING AND SUPERVISION OF CHILDREN In any football activity, it is important to ensure any risks in relation to the location, training facilities and equipment are minimised by using the risk assessment tool together with local health and safety guidelines. In addition, during any football activity, children need to be supervised at all times as the likelihood of accidents happening increases when adequate adult supervision is not in place. Staffing and supervision ratios can sometimes be difficult to judge. You need to make sure you have enough staff and volunteers to ensure children are safe – and that these adults are suitable to undertake various tasks as needed. It may not always be possible to stick to recommended ratios. However, you should make every effort to achieve the best level of supervision of children at all times. Recommended adult to child ratios Check if legislation or government guidelines in your country have nationally recommended supervision ratios. If there is no specific guidance on this in your country, the following adult-to-child ratios are recommended to help keep children safe: • when working with children between five and eight years of age, a ratio of one adult to 16 children should be adhered to; • when working with children between nine and 18 years of age, a ratio of one adult to 20 children should be adhered to. If young people are helping to supervise younger children, only those aged 18 or over should be included as adults when calculating adult to child ratios. All activities should always be planned to involve at least two adults. The following factors should also be taken into consideration in deciding how many adults are required to safely supervise children: • the number of children involved in the football activity; • the age, maturity and football experience of the children; • whether any of the members of staff, volunteers or children have a learning or physical disability or special requirements; • whether any of the children have challenging behaviour; • the particular hazards associated with the football activity; • the particular hazards associated with the environment; • the level of qualification and experience of the members of staff and volunteers; • the full programme of football activities. 69 Football Agent Exam Study Materials – May 2023 edition - 483 CHILD SAFEGUARDING TOOLKIT Important things to remember: • There should always be at least one adult per group of children of the same sex as the children involved. • There should always be at least one adult of each sex with mixed groups. • All activities should be planned to involve at least two adults. • Adults should avoid being left alone with children. • All adults working directly with children must be subject to safe recruitment processes, sign the code of conduct and complete the MA’s basic safeguarding awareness training. 70 Football Agent Exam Study Materials – May 2023 edition - 484 CHILD SAFEGUARDING TOOLKIT APPENDIX 10 GUIDANCE ON PLANNING AND ORGANISING TOURNAMENTS, OVERNIGHT STAYS AND AWAY TRIPS Travelling to away games and tournaments should be both safe and fun for children. Parents and carers will often worry when their children are away but careful planning and preparation should help to ease those worries and demonstrate that you have taken into account the various needs of their children and the potential dangers of a trip away. To help planning and organisational arrangements, the following guidelines have been developed to assist MAs in implementing proper safeguarding measures. Much of this preparation can be done at the start of the year when the calendar of events is being planned. Essential planning – at the start of the year/season Hold a meeting with parents or guardians at the start of the season to explain your safeguarding policy and measures, introduce staff, and review the code of conduct. This is a great opportunity to discuss procedures for travelling for away games and tournaments and for parents or guardians to sign consent forms. Hold a meeting with children for the same purposes. Make sure you ensure the following: • Parental (or guardian) consent forms – make sure they are signed and kept safely (see sample below). • When travelling, there should always be at least one adult per group of children of the same sex as the children involved. • There should be a qualified first-aider with the team who has read and signed the code of conduct. • If team doctors and physiotherapists are on the trip, they must always treat a child for illness or injury in a manner that reflects the ethos of their profession. They must also read and sign the code of conduct. • You have the correct insurances in place. • A safeguarding officer or approved chaperone(s) is going on the trip. • The code of conduct is signed by all those travelling (both adults and under-18s). • Children know whom to contact if they have a concern. Important considerations • Draw up a programme, including departure and return dates and times. • Have a meeting with the parents, guardians and players to run through the trip’s programme of events and address any questions or concerns they may have. • Someone from the MA who is not going away needs to be identified as a point of contact. He/she should have a list of 71 Football Agent Exam Study Materials – May 2023 edition - 485 CHILD SAFEGUARDING TOOLKIT those going on the trip and their contact details. • Make it clear who the safeguarding officer or approved chaperone(s) for the trip is, ensure that he/she is suited to this role and make sure that everyone in the group is aware of who this person is and what his/her role is on the trip. Other Important considerations • Before you leave, work with the players to establish rules for the trip (and what will happen to those who break them). Players should sign the children’s code of conduct. • Ideally, children should not be given or wear shirts or hats with their names on (an ID badge should be sufficient). • Agree who is sharing accommodation with whom before you go. • Ensure that you have your staff bedrooms spread out, for example – if the group is over three floors, there should be at least one adult room on each floor. Ideally, the whole team should be on the same floor. Over 18-year-olds should not share rooms with under 18-year-olds. Essential planning – while away On arrival: • Ensure there is no access to alcohol or drugs in the rooms or at any other time. During the trip: • Hold daily group meetings and staff meetings. They do not need to be long and should provide the opportunity to discuss any issues or problems and solve them. On return: • Ask the children and the staff what they enjoyed and what they would change; this will help with the following year’s planning. Staff and volunteers on away trips have a responsibility to: • Ensure the safety and well-being of children. This will mean carrying out a risk assessment in advance, including for transport and accommodation. • Arrive at all departing venues well ahead of children so that they are not left standing alone. • Arrange a group meeting point prior to boarding the mode of transport (i.e. bus, plane, train). • Ensure children are given the name and contact of the safeguarding officer or approved chaperone(s) accompanying them on the trip. • Familiarise the group with the emergency exits in the event of a fire, and agree on a group meeting point – including at the stadium where the match(es) will take place. • Ensure that everyone is aware of fire exits and emergency procedures. • Medical staff (i.e. doctors and physiotherapists) on the trip must always treat a child for illness or injury in a manner that reflects the ethos of their profession. This includes not gaining any individual access to players. • Have group meetings to review the programme and rules. Ensure children have their ID badge on them at all times. • Avoid spending time alone with a child or young person and ensure that the team doctor or physiotherapist is accompanied by another • Ensure movie access is appropriate and that adult movie channels are not available in the children’s rooms. 72 Football Agent Exam Study Materials – May 2023 edition - 486 CHILD SAFEGUARDING TOOLKIT member of staff when treating players. • Should a child or young person have to remain in the hotel during the course of the tournament or trip due to injury or illness, try to ensure that two staff members remain behind to look after him/ her. • In the event that a child or young person falls ill, or is seriously injured, and has to remain behind after a tournament or match, ideally two members of staff should remain with the child if possible. Staff have a duty of care to ensure that the child returns safely to his/her home/home country. • Ensure that all players partake in group excursions, so that no child or young person is left alone in the accommodation. Arrange a ”meeting point” for players in the event of a player being separated from the group. • Have access to mobile phones and be reachable 24/7. Staff should have a full list of contact names and numbers of parents and guardians, and vice versa, in case of emergency. • Ensure you have a clear missing child policy in place that everyone is aware of (see Appendix 11 below). • If “time off” is permitted by the head coach, staff and players should sightsee or partake in recreational activities as a group. Checklist to help think through planning and organisation (adapt as necessary) Purpose of the trip Competition Training Other (specify): Combination: Planning When Where Who (staff/volunteers/players) Communication with parents Destination and accommodation details sent (address/telephone) Name(s)/number(s) of safeguarding officer and/or approved chaperone(s) shared with parents and players Drop-off/pick-up times agreed Transport arrangements in place Competition details shared Kit and equipment list shared Consent form signed Information regarding medical conditions (including allergies) or impairments and access needs, and medication Safeguarding arrangements (reporting concerns, supervision, etc.) 73 Football Agent Exam Study Materials – May 2023 edition - 487 CHILD SAFEGUARDING TOOLKIT Transport Drop-off/pick-up times (agree times with parents, and agree what to do if a parent does not arrive to collect a child at the appointed time) Suitability and accessibility requirements Drivers checked and signed code of conduct Insurance Accommodation Type (hotel, hostel, etc.) Pre-event visit and risk assessment done, if possible Special diets, food allergies Suitability for group, including access needs of attending disabled children (this might include accommodation and meals for a carer or personal assistant) Room lists Supervising adults’ sleeping arrangements Preparing athletes Local culture, language Expectations on dress and behaviour Food and drink Currency Telephones and contacts Supervision and staffing Ratio of staff to children agreed Male/female staff clear responsibilities Documentation Travel tickets Passports, visas Accommodation and travel booking documents Insurance Liability Accident Medical Emergency procedures First aid Specific medical information available for players where needed Information on local emergency medical services, hospitals, etc. Arrival Check rooms, meal times Arrange group meetings Confirm procedures with staff Rules explained (e.g. curfews) Football Agent Exam Study Materials – May 2023 edition - 488 74 CHILD SAFEGUARDING TOOLKIT Parental consent form19 Parents or guardians of players under the age of 18 are required to sign this form. Parent/guardian’s name: Contact number: Event/tournament name: Parental or guardian consent statement I agree to my child’s participation in this activity. I have answered the questions regarding medical information below, and consent that, in the event of any illness or accident, any necessary treatment can be administered to my child, which may include the use of anaesthetics. I understand that, while the adult officials will take every precaution to ensure that accidents do not happen, they cannot necessarily be held responsible for any loss, damage or injury caused to my child. I have read the codes of conduct and acknowledge the need for my child to behave responsibly. Travel arrangements I agree to the transport arrangements that have been made for my child. Child’s details* (please PRINT clearly) First Name: Surname: Age: DOB: Home Address: Child’s medical information Does your child have: 19 any allergies? Yes No If yes, please specify: medication? Yes No If yes, please specify: any special needs? Yes No If yes, please specify: a disability requiring specific access needs? Yes No If yes, please specify: Adapt as necessary to fulfil the requirements of any applicable data protection legislation 75 Football Agent Exam Study Materials – May 2023 edition - 489 CHILD SAFEGUARDING TOOLKIT Doctor’s name: Any other information: Doctor’s tel. no.: I confirm that, to the best of my knowledge, my child does not suffer from any medical condition other than those detailed above and that I will inform the association if this changes. Parent’s signature: When my child is away, I know the contact person is: Add name of safeguarding officer or chaperone(s): 76 Football Agent Exam Study Materials – May 2023 edition - 490 CHILD SAFEGUARDING TOOLKIT APPENDIX 11 SAMPLE MISSING CHILD POLICY FOR MAs On discovering that a child has gone missing, I will: • immediately make a search of the surrounding area; • request help from people around me; • if I am in a public building, alert the staff of the situation and ask for assistance in searching for the missing child; • if I am in a place where it is possible to seal off exits and access CCTV footage, request that this is done immediately; • ensure that people involved in the search are given a description of the child and what he/she is wearing; • reassure the other children in my care, as I am aware that this could become a distressing situation for them. If the search is unsuccessful, I will: • ring the police immediately, providing a description, and keep searching the area; • advise the parents and/or guardians of the situation as soon as it is reasonably practical to do so. After the event, I will review my policy and procedure to establish what went wrong and how it can be avoided in future. Name of safeguarding officer or chaperone(s) on duty: Date of incident: Reported to: 77 Football Agent Exam Study Materials – May 2023 edition - 491 CHILD SAFEGUARDING TOOLKIT APPENDIX 12 GUIDANCE ON CELEBRATION AND COMMUNICATION ARRANGEMENTS, INCLUDING THE USE OF IMAGES OF CHILDREN AND COMMUNICATION VIA SOCIAL MEDIA Celebration & communication: safe use of images of u-18 players Photographs, films and video clips are a great way to publicise football activities and programmes. They can be used to celebrate achievements, promote activities and keep people updated on what is happening. Footage might also be recorded for performance development and analysis reasons. The aim of this guide is not to curb such activity but to ensure that children are protected from those who might seek to take or manipulate photos and video footage in a way that harms children or places them at risk of harm. MAs should take all reasonable steps to promote the safe use of social media, photography and filming. The following is a model guide to assist MAs in developing their own celebration and communication arrangements, while implementing the safeguarding policy. Permission Children and their parents or guardians should be informed that the child may, from time to time, be photographed or filmed whilst participating in football activities or programmes. This could be for the following reasons: • video footage for performance development; • media coverage of an event or achievement; • promotional purposes, e.g. website or publication. Written consent should be obtained (e.g. through a consent form – see sample below) from parents or guardians before any photography or filming takes place. Depending on your country’s legislation, consent may also need to be sought from the child. Safe use of images and general information: To minimise any risk of harm coming to children, the following information should be considered: • Unsupervised access or one-to-one photography or video sessions with under18s should not be allowed. At least one staff member or the child’s parents or guardians should attend any one-to-one photography or video session; • Photographing or filming should not be 78 Football Agent Exam Study Materials – May 2023 edition - 492 CHILD SAFEGUARDING TOOLKIT permitted in changing areas, bathrooms or sleeping areas; • Information published on websites or social networking sites must never include detailed personal information that could identify a child, e.g. his/her home address, email address or telephone number; • Children should never be portrayed in a demeaning, tasteless or provocative manner. Ensure all those featured are appropriately dressed (e.g. a minimum of shirt and shorts). Information and communications technology (ICT) and social media There are various ways in which to celebrate and communicate using ICT and social media. However, misuse of ICT and social media can also put children at considerable risk. For children, the risks include: • inappropriate access to, use or sharing of personal details (e.g. their names, email addresses or phone numbers); • unwanted contact from adults with wrongful or questionable intent; • being sent offensive or otherwise inappropriate material; • online bullying; • grooming for sexual abuse. For adults, risks include: their communication with children being misinterpreted leading to: 20 • potential investigation (internal disciplinary or by statutory agencies); and • potential disciplinary action. As a general principle and good practice, adults should never engage in inappropriate use of social media. This includes: direct messaging with children and posting comments on social media sites that could compromise the wellbeing of a child, cause him/her harm, or bring the association/club into disrepute. Text/Email The general principle is that all communication should be made via parents or guardians of children where possible. Where this is not possible,20 consent should be sought from parents/guardians, as well as the child via email rather than text with a minimum of two adults included (copied) in the communication. Concerns • If at any time the use of an image or information attached to it appears inappropriate, report the misuse of an image to the safeguarding officer. • Anyone behaving in a way which could reasonably be viewed as inappropriate in relation to filming or photographing children or the use of social media should be reported. • Where appropriate, concerns should also be reported to the police. For example, where English (or another language) is not the mother tongue of the parents and therefore communication has to be with the child. 79 Football Agent Exam Study Materials – May 2023 edition - 493 CHILD SAFEGUARDING TOOLKIT Consent form21 This form requires the signature of the parents or guardians of the child. MAs should take all possible steps to ensure images and videos are used solely for the purposes they are intended. If you become aware that images and videos are being used inappropriately, you should report it immediately. All images should be stored securely in line with data protection legislation. To be completed by parent or guardian: I give permission for photographs or videos of my child to be used on the association’s or club’s website, and for printed publications. I give permission for photographs or videos of my child to be used on the association’s or club’s social media pages. Signature of parent: Print name of parent: Date: 21 Adapt as necessary to fulfil the requirements of any applicable data protection legislation 80 Football Agent Exam Study Materials – May 2023 edition - 494 CHILD SAFEGUARDING TOOLKIT APPENDIX 13 GUIDANCE ON THE SAFE USE OF CHANGING ROOMS AND SHOWERING FACILITIES It is important to think about how you can effectively meet the needs of all members of the football family, taking into account the facilities that are available, the number of people accessing them and the activities being undertaken. Children are particularly vulnerable in changing areas due to various stages of dress/undress and because they are less supervised than at many other times. The risk of child-to-child problems, such as bullying, is also present when coaches or staff members are not supervising players or mascots. This is especially true in changing rooms. The following guidelines have been designed to help MAs develop their own policies to reduce the risk of misconduct or abuse in changing areas: 1. Where facilities are used by both adults and children at the same time, there must be access to separate changing, showering and toilet areas. 2. Under no circumstances should adults be undressed in front of children in changing rooms. 3. Adult staff and volunteers must not change or shower at the same time as children using the same facilities. 4. For mixed- gender activities, separate facilities must be available for boys and girls. 5. If a child feels uncomfortable changing or showering in public, then no pressure should be placed on him/her to do so. Instead, he/ she should be encouraged to do so at home. 6. If disabled children need to use facilities, make sure they are accessible and the disabled child and his/her carer are involved in deciding if and how they should be assisted. Make sure the child is able to consent to the assistance that is offered. 7. The use of mobile phones and/or photographic equipment with video recording capabilities by staff and volunteers and children themselves should be prohibited in general and should not be used under any circumstance in changing rooms. 8. Where no changing facilities are available, children and their parents or guardians should be made aware of this prior to the game and advised to make alternative arrangements and take appropriate additional clothing. 9. Parents should be discouraged from entering changing rooms unless it is truly necessary. In such circumstances, only a parent of the same sex as the children may enter the changing room and he/she should let the coach know about this in advance. At least one member of the coaching staff of the same sex as the children involved should be present with the parent when other children are in the changing room. 10. Adult staff and volunteers, especially those of the opposite sex, should not be in the changing room when children are undressed. 81 Football Agent Exam Study Materials – May 2023 edition - 495 CHILD SAFEGUARDING TOOLKIT APPENDIX 14 HOW TO RECOGNISE AND RESPOND TO ABUSE AND STANDARDS OF EXPECTED BEHAVIOUR This information is for awareness-raising purposes and should be used as part of the MA’s broader educational efforts on safeguarding. Child abuse can be a very difficult topic for staff and volunteers. It is unlikely that a child will disclose that he/she is being abused or that you will see abuse happening – it is far more likely you will see indications that a child might be experiencing abuse, so it is important to follow some general guidelines. Children suffering abuse often experience more than one type of abuse. The abuse usually happens over a period of time, rather than being a single, isolated incident. Increasingly, abuse can happen online. There are commonly three stages in the identification of child abuse: 1. questioning the possibility; Considering the possibility The possibility of child abuse should be considered if a child appears to have suffered a suspicious injury for which no reasonable explanation can be offered. This should also be considered if the child seems distressed without obvious reason or displays persistent behavioural problems that he/she never had before. The possibility of child abuse should also be considered if the child displays unusual or fearful responses to certain people like a coach or team doctor or his/her parents or guardians. Looking out for signs of abuse Signs of abuse may be physical, behavioural or developmental. The following is a list of some indicators of abuse, but it is not definitive. National legislation or government guidelines in your country may also describe some of these. 2. looking out for signs of abuse; and 3. recording and reporting. Children who are being abused may hint that they are being harmed and sometimes make direct disclosures. Disclosures should always be believed. 82 Football Agent Exam Study Materials – May 2023 edition - 496 CHILD SAFEGUARDING TOOLKIT PHYSICAL ABUSE Physical indicators Scratches Bite marks or bruises Burns, especially cigarette burns Untreated injuries Broken bones Behavioural indicators Self-harm tendencies Constantly trying to run away Aggressive or withdrawn Fear of returning home Unnecessary fear of adult