This pack contains the following: The Boxing Scotland Club Pack for Season

Transcription

1 This pack contains the following: The Boxing Scotland Club Pack for Season The Boxing Scotland Child Protection Policy and the 10 Steps to Safeguarding Children in Boxing best practice guidelines Boxing Scotland will only issue one Boxing Scotland Club Pack per club. If clubs wish to make additional copies of the Boxing Scotland Club Pack, they may do so at their own convenience. The Boxing Scotland Club Pack is the Clubs own guidance hand book and should be kept within the club for Coaches and Officials to refer to, whenever required. Boxing Scotland will send Clubs out any updates or additions to the documents and/or information contained in the pack. The pack contains the relevant information required to promote good governance, best practice and standardise procedures within Boxing Scotland Member Clubs throughout Scotland. Please take time to read through the whole Pack carefully, ensuring all Coaches and Officials at the Club are made aware of the Club Pack, have read through it and/or have a copy of their own. Boxing Scotland Ltd Club Pack

2 Boxing Scotland Club Pack Definitions Boxing Scotland Means the National Governing Body for boxing in Scotland. Boxing Scotland Championships Means the National Championships, held annually to determine the National Champion in each category. Boxing Scotland Members Means clubs which are fully Affiliated Members of Boxing Scotland. Boxing Scotland Permit Means a document of approval issued by Boxing Scotland for a Boxing Scotland Member club to host a boxing show/event. AIBA Means the International Boxing Association to which all Boxing Federations, such as Scotland (Boxing Scotland) are affiliated members. Adult PAR-Q Means a Physical Activity Readiness Questionnaire for someone 18 years or older, which is to be completed before taking part in any boxing, fitness or other training activities at the club, by the person taking part. AOB Means AIBA Open Boxing, which is the type of boxing, Boxing Scotland is signed up to deliver and govern. AIBA Rules Means the Rules of the International Boxing Association, which all member Federations must abide by. Boxing show Means an event organised and delivered by Boxing Scotland or one of its Member clubs, where AIBA Open Boxing takes place between club boxers &/or nationally selected boxers. CP Policy Means the Child Protection Policy, which is in place to highlight Boxing Scotland s/the club s commitment to protecting children. Also see 2The 10 Steps Guide definition. Club Development Officer Means the Boxing Scotland Club Development Officer, a Local Authority Club Development Officer or the club s own Club Development Officer, who is responsible for helping develop the club and its members Committee Member Means a member of the clubs Committee i.e. the Secretary, President or Treasurer, among other Committee positions. CPO/Club Child Protection Officer Means the person(s) mainly responsible for child protection policies and measures within Boxing Scotland/the club. The CPO should sign up to a role description and attend the relevant child protection training workshops to become the clubs CPO. Child Protection is everyone s responsibility. Not just the CPO. Delegate Means a Member of a Member who is eligible to attend meetings on the clubs behalf, District Meetings &/or the Boxing Scotland AGM. District Championships Means the Championships of the relevant District (East, West and North), held annually to determine the District Champion in each category. District Executive Means the Executive Committee Members for each of the three Districts. There are 9 District Committee Members at any one time, made up of a President, Secretary and Treasurer for each of District. District Meeting(s) Means a monthly meeting held within each District to discuss District business, issue permits and appoint Officials for upcoming boxing shows/events. These meetings are currently under review and may become less frequent in due course. District Secretary Means the Secretary for their District, who is responsible for all District/club correspondence, organising and running the District Championships, and issuing Boxing Scotland permits for clubs to hold boxing shows/events. Elite/Senior Boxer A registered boxer who is aged years, as determined by their year of birth, not their age. FOP/Field of Play Means the competition area which extends for at least 6 meters outside the platform of the ring for AOB. Intermediate Boxer Means a boxer with no less than seven contest s experience and no more than 14 contest s experience. This definition only applies to Boxing Scotland boxers, and may differ within other Boxing Federations. Boxing Scotland Ltd Club Pack

3 Intermediate Championships Means the Annual National Championships held for Intermediate level Boxers with no less than 7 contests and no more than 14 contests experience. Junior Boxer Means a registered boxer who is aged between years, as determined by their year of birth. Not their age. Members of Members Means official Members of Boxing Scotland member clubs, i.e. the Committee Members, Coaches, Officials and volunteers. Novice Boxer Means a boxer with no more than 6 contests experience. This definition only applies to Boxing Scotland boxers, and may differ within other Boxing Federations. Novice Championships Means the annual National Championships held for Novice boxers with no more than 6 contests experience. Open Championships Means the annual National Championships held for boxers who are above Intermediate level, and are looking to compete at international level. Open-Class Boxer Means a boxer with enough experience and ability to compete at international level, and at major international tournaments. Schoolboy/Girl Boxer Means a registered boxer who is aged between years, as determined by their year of birth, not their age. Session Plan(s) Means the document for writing/planning structured club training sessions. SGB or NGB Means the Sport s Governing Body or the National Governing Body for sport. SME 1 Means the Scottish Medical Examination document 1, which is the initial medical examination form to be completed by a Doctor for anyone registering to compete as a boxer with Boxing Scotland. SME 2 Means the Scottish Medical Examination document 2, which is the boxer s official record card. The card is issued with a unique registration number and must be completed by the Official in Charge/Supervisor at any boxing show/event on the boxer passing their medical examination at the event. The 10 Steps Guide Means the 10 Steps to Safeguarding Children in Boxing best practice guidelines, issued with the Boxing Scotland/Boxing Scotland Child Protection Policy and the Boxing Scotland Club Pack. Under-18 PAR-Q Means a Physical Activity Readiness Questionnaire for someone who is under 18 years of age. The Under- 18 PAR-Q is to be completed by the parent or guardian of the person who is under 18 years of age, before they take part in any boxing, fitness or other training activities at the club. The Under-18 PAR-Q acts as a parental consent form, emergency contact details and a pre-exercise medical questionnaire. Working Official Means a club Official, who regularly volunteers and helps out at boxing shows/events within their District each season. Officials may also assist with boxing shows/events in the other two Districts, but their home District should be their main priority. A Working Official has to work a minimum number of shows per season in order to earn their club the right to be granted a BOXING SCOTLAND/Boxing Scotland permit, to hold a boxing show/event. Youth Boxer Means a registered boxer who is aged between years, as determined by their year of birth, not their age. Boxing Scotland Ltd Club Pack

4 Boxing Scotland Club Pack Table of Contents Boxing Scotland Insurance Policy guide/summary 1 Child Protection 1.1 Boxing Scotland Child Protection Policy 1.2 PVG explanation for Clubs and Sporting Organisations 1.3 Schedule 2 Regulated Work with Children & other PVG requirement terms 1.4 Appointing a new Child Protection Officer at the club 1.5 If your Child Protection Officer leaves the club 1.6 Child Protection Officer and Child Protection Training 2 Registering and Re-Registration of Boxers 2.1 Boxers initial medical examination SME1 and registration process 2.2 Process for completing the SME2 (by the Boxing Scotland Office only) 2.3 Boxer re-registration 2.4 SME postage guide 2.5 General Principles of the Boxing Scotland Medical Scheme 3 Members of Members moving clubs 3.1 A Boxer moving clubs 3.2 A Coach moving clubs 3.3 Re-registering a Coach with their new club 3.4 A Committee Member moving clubs 3.5 A Delegate moving clubs 4 New Members of Members 4.1 Accepting a new coach at a club 4.2 Registering a new Coach with Boxing Scotland 4.3 Accepting a new committee member at a club 4.4 Accepting a new delegate at a club 5 Tournaments and Permits 5.1 Holding a Boxing Show 5.2 Applying for a Boxing Scotland Permit to hold a boxing show/event plus quick guide 6 Miscellaneous 6.1 Attending District Meetings 6.2 Boxing Scotland Fees 2015/ Boxing against another country at home or away 6.4 Registering a complaint 6.5 Hydration and sweat-suits advice from GB Boxing expert 6.6 Useful Templates Adult Physical Activity Readiness Questionnaire U18 Physical Activity Readiness Questionnaire Club Attendance Register Club Session plan Code of Conduct for parents/carers Code of Conduct for boxers 7 Appendices 7.1 Appendix A AIBA Technical Rules & AOB (AIBA Open Boxing) Rules 7.2 Appendix B Boxing Scotland 10 Steps to Safeguard Children in Boxing guide 7.3 Appendix C Boxing Scotland Tournament Permit Guide 7.4 Appendix D Boxing Scotland Staff & District Secretaries with contact details Boxing Scotland Ltd Club Pack

5 1.1 BOXING SCOTLAND LTD - CHILD PROTECTION POLICY Boxing Scotland Ltd. is fully committed to safeguarding the welfare of all children in its care. It recognises the responsibility to promote safe practice and to protect children from harm, abuse and exploitation. For the purposes of this policy and associated procedures a child is recognised as someone under the age of 18 years. Staff and volunteers will work together to embrace difference and diversity and respect the rights of children and young people. This document outlines Boxing Scotland s commitment to protecting children. These guidelines are based on the following principles: The welfare of children is the primary concern. All children, whatever their age, culture, disability, gender, language, racial origin, socio-economic status, religious belief and/or sexual identity have the right to protection from all forms of harm and abuse. Child protection is everyone's responsibility. Children have the right to express views on all matters which affect them, should they wish to do so. Organisations shall work in partnership together with children and parents/carers to promote the welfare, health and development of children. Boxing Scotland will: Promote the health and welfare of children by providing opportunities for them to take part in Amateur Boxing safely. Respect and promote the rights, wishes and feelings of children. Promote and implement appropriate procedures to safeguard the well-being of children and protect them from abuse. Recruit, train, support and supervise its staff, members and volunteers to adopt best practice to safeguard and protect children from abuse and to reduce risk to themselves. Require staff, members and volunteers to adopt and abide by this Child Protection Policy and these procedures. Respond to any allegations of misconduct or abuse of children in line with this Policy and these procedures as well as implementing, where appropriate, the relevant disciplinary and appeals procedures. Observe guidelines issued by local Child Protection Committees for the protection of children. Regularly monitor and evaluate the implementation of this Policy and these procedures. Review This Policy and these Procedures will be regularly reviewed: In accordance with changes in legislation and guidance on the protection of children or following any changes within Boxing Scotland. Following any issues or concerns raised about the protection of children within Boxing Scotland. In all other circumstances, at least every three years. This Child Protection Policy should be adopted and adhered to at club level within Boxing Scotland, communicated to everyone involved with the club, including children, parents and carers and should be displayed on the club wall in a prominent position at all times. 1.3 Schedule 2 Regulated Work with Children Boxing Scotland Ltd Club Pack

6 Annex A SCHEDULE 2 (introduced by section 91) REGULATED WORK WITH CHILDREN PART 1 PRELIMINARY Regulated work with children 1. Regulated work with children is work in: (a) a position whose normal duties include carrying out an activity mentioned in Part 2, (b) a position (i) which is not a position mentioned in sub-paragraph (a), (ii) whose normal duties include work in an establishment mentioned in Part 3, and (iii) which gives the holder of the position, when doing anything permitted or required in connection with the position, the opportunity to have unsupervised contact with children, (c) a position mentioned in Part 4, or (d) a position whose normal duties include the day to day supervision or management of an individual doing regulated work with children by virtue of sub-paragraph (a) or (b). Definitions in relation to unsupervised contact with children 1A In this schedule unsupervised contact with children means contact with children in the absence of (a) a responsible person, (b) a person carrying out an activity mentioned in paragraph 3, 4 or 5, or (c) an individual who, in relation to a child, has agreed to supervise the contact under arrangements made by the child s parent or guardian or any person aged 18 or over with whom the child lives in the course of a family or personal relationship, responsible person means, in relation to a child, any of the following persons (a) the child s parent or guardian, (b) any person aged 18 or over with whom the child lives, (c) the person in charge of any establishment mentioned in Part 3 in which the child is accommodated, is a patient or receives education (and any person acting on behalf of such a person), (d) a person who provides day care of children, within the meaning of section 2 of the 2001 Act, (e) any person holding a position mentioned in Part 4, and (f) any person holding a position in a children s charity, within the meaning of paragraph 27, family relationship and personal relationship have the meanings given in section 95. Exceptions relating to children s employment and work 2. Work which would be regulated work with children by virtue of any of paragraphs 3 to 7 is not, despite those provisions, regulated work with children if Boxing Scotland Ltd Club Pack

7 (a) the activity concerned is carried out in relation to children aged 16 or 17 in the course of the children s work, or (b) in the case of the activities referred to in paragraphs 5 and 6, the activity is carried out in relation to children under the age of 16 in the course of the children s employment. Application of sections 35 and 36 to host parenting 2A Work which (a) consists of being a host parent (see paragraph 11A), but (b) does not include carrying out any other activity mentioned in Part 2 otherwise than in connection with being a host parent, is not regulated work with children for the purposes of sections 35 and 36. PART 2 ACTIVITIES Caring for children 3. Caring for children (except caring for children which is merely incidental to caring for individuals who are not children). Teaching, instructing, training or supervising children 4. Teaching, instructing, training or supervising children (except teaching, instructing, or training children which is merely incidental to teaching, instructing, or training individuals who are not children). Being in sole charge of children 5. Being in sole charge of children. Unsupervised contact with children 6. Unsupervised contact with children under arrangements made by a responsible person. Providing advice or guidance to children 7. Providing advice or guidance to a child or to particular children which relates to physical or emotional wellbeing, education or training (except providing advice or guidance to a child or to particular children which is merely incidental to providing advice or guidance to individuals who are not children). Moderating certain interactive communication services 8. Moderating a public electronic interactive communication service which is intended for use wholly or mainly by children. A person moderates such a service if, for the purpose of protecting children, the person has any function relating to (a) monitoring the content of matter which forms any part of the service, (b) removing matter from, or preventing the addition of matter to, the service, or (c) controlling access to, or use of, the service. But a person who only moderates such a service as mentioned in sub-paragraph (b) or (c) if the person has (i) access to the content of the matter, or (ii) contact with users of the service. Provision of care home services 9. Providing, or working for an organisation which provides a care home service which is provided exclusively or mainly for children (but only if doing anything permitted or required in connection with the position gives the holder of the position the opportunity to have contact with children). Care home service has the same meaning as in the 2001 Act. Boxing Scotland Ltd Club Pack

8 Provision of independent health care services 10. Providing, or working for an organisation which provides an independent health care service which is provided exclusively or mainly for children (but only if doing anything permitted or required in connection with the position gives the holder of the position the opportunity to have contact with children). Independent health care service has the same meaning as in the 2001 Act. Work on day care premises 11. Work on any part of day care premises at times when children are being looked after in that part. Day care premises means premises at which day care of children, within the meaning of section 2 of the 2001 Act, is provided. Being a host parent 11. Being a host parent. A host parent is a person (a) who provides overnight accommodation for, or otherwise looks after, a child (as if the child were part of that person s family) in connection with an organised activity in which the child is participating, but (b) who is not responsible for looking after the child when the child is participating in that activity. PART 3 ESTABLISHMENTS Children s detention institution 12. An institution which is exclusively or mainly for the detention of children. Detention means detention by virtue of an order of a court or under an enactment. Children s hospital 13. A hospital which is exclusively or mainly for the reception and treatment of children. Hospital has the meaning given by section 108(1) (interpretation) of the National Health Service (Scotland) Act 1978 (c. 29). Educational institutions etc. 14. A school. 15. A further education institution. Further education institution means a body listed under the heading Institutions formerly eligible for funding by the Scottish Further Education Funding Council in schedule 2 to the Further and Higher Education (Scotland) Act 2005 (asp 6). Ministers may by order amend the definition of further education institution so as to include or exclude bodies listed in that schedule. 16. A hostel used mainly by pupils attending a school or institution mentioned in paragraph 14 or 15 respectively. Children s home 17. A home which is exclusively or mainly for children and is provided by a council under (a) section 59 (provision by councils of residential and other establishments) of the Social Work (Scotland) Act 1968 (c. 49), or (b) section 25 (provision of care and support services by local authority) of the Mental Health (Care and Treatment) (Scotland) Act 2003 (asp 13). PART 4 Boxing Scotland Ltd Club Pack

9 POSITIONS Manager of educational institutions etc. 18. Manager or member of a governing body, body of trustees or other body responsible for the management, of a school, further education institution or hostel mentioned in paragraphs 14 to 16 (but not a member of a council). Member of council committee 19. Member of (a) a committee (including joint committee) of a council which is concerned with the provision of education, accommodation, social services or health care services to children, (b) a sub-committee which discharges any functions of any such committee. Member of children s panel etc. 20. Member of (a) a children s panel established by section 39(1) of the Children (Scotland) Act 1995(c.36), (b) a Children s Panel Advisory Committee, (c) a joint advisory committee established under paragraph 8(1) of Schedule 1 to that Act, (d) a sub-committee which discharges any functions of any committee mentioned in sub-paragraph (b) or (c). Chief social work officer 21. Chief social work officer of a council. Chief education officer 22. Chief education officer (however called) of a council. Commissioner for Children and Young People in Scotland 23. Commissioner for Children and Young People in Scotland. 24. Member of that Commissioner s staff. Registrar of Independent Schools in Scotland 25. Registrar of Independent Schools in Scotland. Fostering 26. Foster carer. Charity trustee 27. Charity trustee of a children s charity. Children s charity means a charity whose (a) main purpose is to provide benefits for children, and (b) principal means of delivery of those benefits is by its workers doing regulated work with children. An individual works for a charity if the individual works under any arrangements made by the charity. PART 5 GENERAL Power to amend schedule 28. Ministers may by order modify this schedule as they think appropriate. 29. An order under paragraph 28 may dis-apply or otherwise modify the application of sections 34 to 37 in relation to particular kinds of regulated work with children. Boxing Scotland Ltd Club Pack

10 1.4 Appointing a new Child Protection Officer at the club 1. The Club Child Protection Officer must be an active member of the clubs coaching personnel or Committee, who regularly attends the club, is known to the Members and has been through satisfactory PVG checks. 2. This person must have volunteered to become the club s CPO, be willing to attend the two child protection courses Safeguarding & Protecting Children and In Safe Hands has read and signed the Club CPO role description and is enthusiastic about their role as the club CPO. 3. As well as Child Protection, they will be responsible for filing and storing all the personal details of club Members and will be involved in the recruitment process of new staff/volunteers at the club. (For CPO Job Description, see page 7 of Boxing Scotland 10 Steps to Safeguard Children in Amateur Boxing guide) 4. The Club Secretary should go over the CPO role description with the applicant and make sure they know exactly what the role entails before committing to becoming the clubs designated CPO. Note: See 1.6 Child Protection Officer and Child Protection training 1.5 If your club Child Protection Officer leaves the club 1. The club Secretary must inform Boxing Scotland s Child Protection Officer Linsey Naysmith by phone Mobile or . linsey.naysmith@boxingscotland.org as soon as they are aware the CPO wishes leave the club. 2. The club must actively seek to put another Member of the club Committee or coaching staff through the relevant child protection courses Safeguarding & Protecting Children and In Safe Hands as soon as possible. The Boxing Scotland Child Protection Officer (details above) can assist with course arrangements and advice. 3. Having a fully qualified Child Protection Officer is a Minimum Operating Requirement for affiliation to Boxing Scotland. Any clubs who do not endeavour to put their existing or new Child Protection Officer through the relevant qualifications, may have their affiliation to Boxing Scotland temporarily suspended. 1.6 Child Protection Officer and Child Protection training Boxing Scotland Ltd Club Pack

11 1. The club must first have someone who has volunteered to become their designated Child Protection Officer (as per 1.4 appointing a new Child Protection Officer at the club). 2. The person who has volunteered for this role must have read the Child Protection Officer role description, has signed up to it and is fully aware of the responsibilities, training, time and effort involved with being the Child Protection Officer. 3. The Designated Club CPO must have been through satisfactory PVG checks with a Boxing Scotland Signatory. If they have not previously gone through the PVG checks with a Boxing Scotland Signatory and/or have not been involved with the organisation continuously since, they must actively seek to go through the PVG Scheme checks and have clearance from Boxing Scotland before they can become involved with the club in an active role doing regulated work with or being left in unsupervised care of children (anyone under 18 years old). 4. Once all of the above is in order, the CPO &/or Club Secretary should contact the Boxing Scotland Child Protection Officer Linsey Naysmith Tel , Mob or . linsey.naysmith@boxingscotland.org to find out about training opportunities. The CPO is required to attend two CPO training workshops Safeguarding & Protecting Children and In Safe Hands. The CPO should attend the Safeguarding & Protecting Children workshop before they attend an In Safe Hands workshop. 5. Safeguarding & Protecting Children is a three hour workshop designed to encourage group discussion and raise awareness of child abuse. The workshop also teaches how to spot the signs and symptoms of child abuse and how to report any concerns or instances of abuse. Attendees will also get advice on how to avoid placing themselves in compromising situations involving children. On completion of the workshop all attendees will receive a certificate of attendance, which you must retain, as Boxing Scotland will require you to provide proof of your attendance. (See workshop description on page 8 of the Boxing Scotland 10 Steps to Safeguard Children in Olympic Style Boxing guide) 6. In Safe Hands is a three hour workshop specific to Club Child Protection Officers. The workshop consists of group discussions, tasks, question and answer opportunities, discussions on the roles of and responsibilities of the Club CPO, responding to concerns and reporting procedures. On completion of the workshop you will receive a certificate of attendance, which you must retain, as Boxing Scotland will require you to provide proof of your attendance. (See workshop description on page 8 of the Boxing Scotland 10 Steps to Safeguard Children in Olympic Style Boxing guide) 7. The Club Secretary &/or the Club CPO should inform Boxing Scotland s Child Protection Officer Linsey Naysmith (contact details above) when you have booked onto the workshops and when you have completed them. 2 REGISTRATION & RE-REGISTRATION PROCESS 2.1 Boxers initial medical examination SME1 and registration process Boxing Scotland Ltd Club Pack

12 2.1.1 A Boxer must be training with the club they intend to register with The boxer must notify his/her Club Coach and Club Secretary they wish to register and compete as a boxer The Club Secretary must request an SME1 Form (Initial Medical Examination) from their District Secretary The District Secretary will issue the SME1 form to the Club Secretary The Club Secretary or Coach must arrange for the boxer to go through a medical examination with a Doctor (Boxing Scotland have recommended Doctors for medical examinations if required) The top section of the SME1 Form must be completed by the Club Secretary or one of the clubs coaches. BUT NOT by the boxer. The Boxer must present the SME1 Form to the Doctor for their medical examination If the boxer is passed fit to box, the Doctor must complete all required sections of the bottom part of the SME1 Form and sign it, ready to be sent back to Boxing Scotland. The Doctor must also clearly print the name of the Boxer who is deemed fit to box The SME1 Form must then be checked by the Club Secretary to ensure the form has been completed in accordance with the Boxing Scotland SME Guide. The SME1 Form must be completed in full with legible hand writing and in BLOCK CAPITALS The SME1 Form must have two recent passport photos attached. One with the Boxers name clearly written on the back, attached by paper clip, and the other one stuck onto the photo part of the form The completed SME1 form must then be sent to Boxing Scotland with a payment of 20 in return for the Boxers SME2 Record Card and a stamped addressed envelope with adequate postage for the number of cards to be returned (see section 3) The processing time will be a maximum of 14 days for SME1 Initial Medical Examination forms. This may vary depending on the amount of forms being received by Boxing Scotland Any form found to be incomplete will not be processed by Boxing Scotland, and will be returned to the sender SME1 Forms will no longer be accepted or processed at BOXING SCOTLAND National Championships, District or Club shows. Forms delivered to the Boxing Scotland office will no longer be processed on site while Club Coaches/Secretaries wait Boxing Scotland will examine the SME1 Form and subject to satisfactory completion, an SME2 (Boxers Record Card) will be sent to the club Secretary in the stamped addressed envelope provided The boxer is then deemed registered and is fit to compete at BOXING SCOTLAND sanctioned Club Shows and National Championships. IMPORTANT! Under no circumstances should boxers be matched or entered into shows or championships prior to being issued with their SME2 Record Card. Boxing Scotland will not process SME 2 cards for boxers who have been matched prior to receiving their SME 2 (Boxer s record card). Process for Completing the SME2 (by the Boxing Scotland Office only) After checking the SME1 Form for correct completion, Boxing Scotland issues a unique registration number. 12

13 Complete SME2 with Registration Number, attach Photograph, insert Club and District, Forename and Surname, Date of Birth, and Address, Signature of Registrar and Date. The SME2 Record Book will be stamped with Boxing Scotland Stamp Attach a label to the front with Boxer s Name, Club, Registration Number and Date of Birth. If a duplicate book is required this must be written in Red ink at the top of the page containing the Signature of the Registrar, with Number of contests the Boxer has had. If a Boxer has had a Medical suspension and is now fit to Box then the words Passed fit to Box by Doctor on Date in the appropriate line, when the rest period is completed. Please Note We will have to check many other aspects concerning the welfare of the Boxer, this may take some time to complete. 2.2 Boxer Re-registration At the end of the season the club Secretary should send the SME2 (Boxers Record Card) to Boxing Scotland Ltd, 5 Nasmyth Court, Houstoun Industrial Estate, Livingston, EH54 5EG, to be re-registered for the coming season. A stamped, addressed envelope with adequate postage (see section 3), re-registration fee of 10 and a note to request re-registration of the Boxer(s) with the named club for the coming season Boxing Scotland will check the SME2 Boxers Record Card, stamp it for the coming season as re-registered and send it back in the envelope provided Once the club receive the re-registered stamped SME2 Boxers Record Card, the boxer is then registered for the coming season and can compete in Boxing Scotland sanctioned shows/events and National Championships. 2.3 SME2 Postage Guide (Boxers Record Cards) When sending Boxing Scotland your clubs SME1 (Initial Medical Examination Card) please make sure you follow this postage guide for the return of SME2 Boxer Record Cards. Your addressed envelope should have the following postage attached: Number of SME 2 Size of envelope cards to be returned required Envelope required postage required 1 A5 Padded A5 Padded A4 Padded 1.68 If posting more than 8 cards, please include additional envelopes for the appropriate quantity - max of 4 cards per A5 envelope and 8 cards per A4 envelope. 2.5 GENERAL PRINCIPLES OF THE BOXING SCOTLAND MEDICAL SCHEME Boxing Scotland has in place a Medical Scheme for the protection of its Boxers. An Initial Medical Examination is given to every entrant before they are allowed to Box. 13

14 Initial Medical Examination Form (SME1) MUST be signed by the Parent or Guardian if the Boxer is under 18 years of age, with contact details included. Boxers Medical Record Card, the Registration Book (SME2) allows the Boxer to Box. The (SME3) Form is used after Medical suspension. The Supervisor form (SME4) is used to record details of the Tournament i.e. if a Boxer is knocked out (KO), or if the Referee stops the contest from a blow to the Head (TKO) will be recorded and the appropriate action taken, which is 30 days rest plus other action if necessary. If the Referee stops the contest (TKO) because a Boxer was being outscored by a large margin that would also be recorded. The Doctor, Officials and their Duties would also be recorded. There is also a section for a Report on how the Tournament went. The Tournament Record Sheet (SME4a) is used to record all the Results and Contests that took place at the Tournament. The (SME4b) gives further Data on the Boxers taking part at the Tournament, with a section for the Signature of the Supervisor and Doctor. All the Tournament Record Sheets have to be sent to Boxing Scotland Ltd, Livingston within 7 Days. THE INITIAL MEDICAL EXAMINATION The Medical Examination means the Initial Medical Examination which must be undertaken before anyone is permitted to Box. The form of examination which takes place at Tournaments, will be referred to as Medical Inspection The Initial Medical Examination must take the form laid down by Boxing Scotland Ltd, and contained in the File card headed Initial Medical Examination (SME1) Family Medical History Central Nervous System Personal Medical History Spine, Joints and Muscles Eyes Blood Pressure Ears Chest Measurement Heart Height and Weight Throat and Lungs Urine Abdomen 3. MEMBERS OF MEMBERS MOVING CLUBS 3.1 A Boxer moving clubs 14

15 1. The boxer should approach the Club Secretary/Coach of their current club to inform them they wish to leave the club. 2. On notification of the boxer s desire to change clubs, the Club Secretary of the boxer s current club MUST send the boxers SME2 (boxers record card) into the Boxing Scotland Ltd Office at Boxing Scotland, 5 Nasmyth Court, Houstoun Industrial Estate, Livingston, EH54 5EG. 3. Boxing Scotland will retain the SME 2 (boxer s record card) until the new club make a request in writing, through the Club Secretary, for the boxer to be re-registered with the new club. 4. The boxer should ask the club Secretary/Coach at their new club to request their re-registered SME 2 from the Boxing Scotland Office. 5. The Club Secretary must send the re-registration fee into Boxing Scotland at 5 Nasmyth Court, Houstoun Industrial Estate, Livingston, EH54 5EG along with a brief note explaining the change of clubs and a stamped, addressed envelope with adequate postage for the return of the SME2 (see 2.4 SME2 Postage Guide). 6. Once these requirements have been fulfilled and Boxing Scotland has received the re-registration fee, the boxer will be re-registered under the new club and the SME2 will be sent out to the boxer s new Club Secretary. 7. Once the club receive the SME2, stamped and signed for the current season, the boxer is now re-registered and eligible to compete in Boxing Scotland sanctioned events/shows and National Championships for that club. 3.2 A Coach moving clubs 1. The coach who wishes to move clubs should speak to their current Club Secretary and inform them they want to leave their current club. 2. The Club Secretary MUST inform their relevant District Secretary and Boxing Scotland that the coach is no longer with their club. 3. The coach should speak to the Secretary of the club they wish to join and ask them to inform their relevant District Secretary that they wish to join that club. 4. The Club Secretary MUST then follow the Boxing Scotland recruitment procedures in the Boxing Scotland 10 Steps Guide pages 26-30, as best they can. 5. Once all the relevant steps have been followed, and the club receive approval from Boxing Scotland, the Club Secretary MUST contact their relevant District Secretary and Boxing Scotland to inform them of the appointment of their new coach. As soon as the coach and the club receives authorisation Boxing Scotland, they are able to begin their role with their new club. Note: The club s Child Protection Officer should be made aware of all new staff/volunteer appointments and should be involved in the recruitment process. 3.3 Re-registering a Coach with their new club 1. The Club Secretary of the coach s new club should contact the Boxing Scotland office phone or enquiries@boxingscotland.org to request the Coach s Registration Badge is updated with their new club 15

16 details and posted out to them. They should provide the 5 registration fee and a stamped, addressed envelope for the return of the re-registered badge. 2. The new Registration Badge will be processed at the Boxing Scotland Office and posted in the stamped, addressed envelope provided. 3.4 A Committee Member moving clubs 1. The Committee member must inform their current Club Secretary &/or the other Committee members at their current club that they wish to leave the club. 2. The club Secretary or another relevant Committee Member MUST inform their relevant District Secretary and Boxing Scotland that the Committee member is no longer with the club. 3. The District Secretary will then inform Boxing Scotland that the Committee member is no longer with that club and Boxing Scotland can update their records accordingly. 4. The Committee member must speak to the Secretary or President of the club they wish to join and ask them to inform their relevant District Secretary that they wish to join that club. 6. The Club Secretary MUST follow the Boxing Scotland recruitment procedures in the Boxing Scotland 10 Steps Guide pages 26-30, as best they can. 7. Once all the relevant steps have been followed, and the club receive approval from Boxing Scotland, the Club Secretary MUST contact their relevant District Secretary and Boxing Scotland to inform them of the appointment of their new Committee Member. As soon as the coach and the club receives authorisation from Boxing Scotland, they are able to begin their role with their new club. 3.5 A Delegate moving clubs 16

17 1. The Delegate must inform their current Club Secretary &/or the other Committee members at their current club that they wish to leave the club. 2. The club Secretary or another relevant Committee Member MUST inform their relevant District Secretary and Boxing Scotland that the Delegate is no longer with the club. 3. The District Secretary will then inform Boxing Scotland that the Delegate is no longer with that club and Boxing Scotland can update their records accordingly. 4. The Delegate must speak to the Secretary or President of the club they wish to join and ask them to inform their relevant District Secretary that they wish to join that club. 5. The Club Secretary MUST then follow the BOXING SCOTLAND recruitment procedures in the Boxing Scotland 10 Steps Guide pages 26-30, as best they can. 6. Once all the relevant steps have been followed, and the club receive approval from Boxing Scotland, the Club Secretary MUST contact their relevant District Secretary and Boxing Scotland to inform them of the appointment of their new Delegate. As soon as the coach and the club receives authorisation from Boxing Scotland, they are able to begin their role with their new club, pending their announcement at the subsequent District meeting. Note: The club s Child Protection Officer should be made aware of all new staff/volunteer appointments and should be involved in the recruitment process. 4. NEW MEMBERS OF MEMBERS 4.1 Taking on a new Coach at the club 17

18 BOXING SCOTLAND PROCEDURE FOR RECRUITMENT AND SELECTION OF STAFF/VOLUNTEERS IN REGULATED WORK WITH CHILDREN FLOWCHART Full details of the post are circulated as widely as possible, which should state if the role requires PVG checks or not. The information should also include the Club Secretary s contact details for any correspondence. Club Secretary should have all the application paperwork at hand and ready to send to anyone interested. They must also ensure that the BSL application form contains a BSL Equality Monitoring Form to promote equality of opportunity. The Club Secretary should provide any interested candidates with the relevant role description, a BSL application form, BSL self-declaration form and the PVG Scheme guidance notes, and instruct them of their next steps. Applicant asked to complete the BSL application form and return to the Club Secretary, along with the completed selfdeclaration form, which should be sealed in an envelope marked PRIVATE & CONFIDENTIAL Self-declaration Form. The Club Secretary is satisfied with the application form and wishes to continue with the application? YES NO Self-declaration form is destroyed; BSL is made aware of the development immediately after the interview. And application is taken no further. Club Secretary and Child Protection Officer open the Self-declaration Form envelope, are both satisfied from the selfdeclaration form that the applicant is suitable for the position applied for, and wish to continue with the application? YES NO Self-declaration form is destroyed; BSL is made aware of the development immediately after the interview. And application is taken no further. Club Secretary should photocopy the completed application form, retain the original for club records and send the copy along with the completed self-declaration form, which should be re-sealed in the PRIVATE & CONFIDENTIAL envelope to; New Member Registrations, Boxing Scotland Ltd, 5 Nasmyth Court, Houstoun Industrial Estate, Livingston, EH54 5EG The applicant is successfully interviewed for the position, is offered the role at the club pending receipt of satisfactory references, satisfactory disclosure information, and accepts the position at the club? YES NO Self-declaration form is destroyed; BSL is made aware of the development immediately after the interview. And application is taken no further. Club Secretary contact BSL at; linsey.naysmith@boxingscotland.org to request the applicant be referred to their nearest BSL Signatory to go through their PVG Scheme checks. Please note: BSL will only refer applicants who have provided both their completed BSL application form and self-declaration form. Club Secretary & CPO are satisfied with both references. Secretary keeps a copy of both forms and sends originals to BSL. Individual appointed on receipt of a satisfactory Scheme Record/Scheme Record Update. Applicant accepts post in writing, which includes signing up to the Child Protection policy and code of conduct. New member receives a welcome tour of the club prior to their starting date, which includes a tour of the facility, an introduction to all present members and volunteers, general health & safety advice and the offer of any required training or mentoring to help their personal development within their chosen role. Ongoing monitoring of new members suitability, retrospective checks and assessing of any new vetting information. YES Still suitable? NO Follow Procedure for Responding to Concerns about the conduct of a member of staff/volunteer. 4.2 Registering a new Coach with Boxing Scotland 18

19 1. Once the Coach has been through all the steps in 4.1 Taking on a new Coach at the club, the Club Secretary should hand them the Boxing Scotland /Club code of Conduct and their Boxing Scotland Coach Registration Application (Coach Registration Applications are to be requested from the relevant District Secretary). 2. Coach reads, signs and dates the Boxing Scotland /Club Code of Conduct; 3. Coach completes the Boxing Scotland Coach Registration Badge Application Form, adds 1 passport photo and gives both of the above documents to their Club Secretary 4. Club Secretary sends both completed documents to the BOXING SCOTLAND office along with the 5 processing fee and a stamped, addressed envelope for the return of the Coach Registration Badge Note: the club should keep copies of all paperwork posted into the Boxing Scotland Office, as Boxing Scotland is not responsible for any posted mail that doesn t arrive at the office. 4.3 Accepting a new Committee Member at the club 19 Full details of the post are circulated as widely as possible, which should state if the role requires PVG checks or not. The information should also include the Club Secretary s contact details for any correspondence.

20 4.4 Accepting a new Delegate at the club Full details of the post are circulated as widely as possible, which should state if the role requires PVG checks or not. 20 The information should also include the Club Secretary s contact details for any correspondence.

21 5. TOURNAMENTS AND PERMITS 5.1 Applying for an Boxing Scotland Permit to hold a boxing show/event 21

22 A club wishing to hold a boxing show must be affiliated with Boxing Scotland for no less than 12 months and have an active working Official. If the club does not have an Official who regularly attends and helps at District shows/events, their permit application will not be considered. 1. The club must carry out a full risk assessment of the proposed venue where the show will take place, and ensure the dimensions of the ring, hall and Field of Play are as close to the AIBA Rules as possible. 2. The club requesting a Permit must first contact their relevant District Secretary to discuss the show/event they have in mind and ask the Secretary for a Permit Application Form. The permit application form can also be downloaded from the Boxing Scotland website, in the club section. 3. The club should complete the Boxing Scotland Permit Application form in full and send it to their relevant District Secretary, to be considered (his may be subject to change in the near future). 4. The District Secretary must receive the Permit Application no less than 2 months before the date of the proposed event. 5. There will be a period of 10 working days processing time for Permit Applications. 6. If the date of the event clashes with any Boxing Scotland National events, Boxing Scotland &/ or the District will do their best to accommodate the club by supplying alternate dates. 7. If the Permit is granted, this will be raised at the subsequent District meeting where Officials for the event will be appointed as per normal practice (this practice may be subject to change in the near future). 8. The club requesting the Permit must to pay the District 100 before the Permit is issued ( 100 is split 60%/40% between Boxing Scotland and the relevant District and this practice may be subject to change in the near future). 9. Once the permit has been issued, it must be displayed in a prominent position at the venue at all times during the event. 5.2 Holding a boxing show 22

23 Boxing Scotland Permits will only be issued to clubs who have a fully trained, active, working officials. Permit applications will not be considered for clubs that do not have active working officials. 1. The event organiser must first find a suitable venue, which must have adequate changing and toilet facilities for Boxers and Officials, adequate space around ringside when ring is fully erected, including space above the ring, up to date health & safety procedures in place, clean drinking water available for Boxers and Officials, Disabled access, clear capacity guidelines and adequate security for the event to take place. Clubs must aspire to meet AIBA Technical & Competition rules where possible, when running a tournament. Boxing Scotland will issue further guidelines on the running of tournaments in due course. 2. If the venue has not been used for a boxing event before, a District and/or Boxing Scotland representative will have to attend and carry out a risk assessment to assess the suitability of the proposed venue. 3. Once the venue has been selected and a successful risk assessment carried out, the event organiser must then contact their relevant District Secretary to check their proposed dates are available and do not clash with any other club shows or Boxing Scotland events. 4. Once a date to stage the show/event has been agreed with the District, Boxing Scotland and the venue, the club must then check the availability of a Doctor(s) to attend in order to carry out the medical examinations prior to the boxing and be in attendance throughout the show/event. 5. The club must then contact their relevant District Secretary and request a Tournament Permit Application Form or download from the Boxing Scotland website. 6. The Tournament Permit Application Form must be completed in its entirety and returned to the relevant District Secretary. 7. If the Permit is granted, this will be raised and the subsequent District meeting where Officials for the event will be appointed. 8. The club requesting the Permit must to pay Boxing Scotland 100 before the Permit is issued (this money is split 60%/40% between Boxing Scotland and the relevant District). Districts will be reimbursed their share of permit fees on a quarterly basis (unless agreed otherwise). 9. The Permit must be displayed in a prominent position at the venue during the event. 10. The host club is responsible for providing adequate security at the event. 11. The host club is responsible for supplying/hiring an adequate boxing ring for the show/event (contact Boxing Scotland to clarify adequate). 12. The host club is responsible for providing a meal or light meal and travel expenses for the Officials, Coaches and Boxers involved in the event. 13. The host club is responsible for providing trophies for the boxers taking part in the event. 14. The host club must provide Glove Stewards to check the bandages of and glove up the boxers taking part. 15. The host club is solely responsible for maintaining a high level of health and safety awareness at the event and will be held accountable if there are any incidents that arise due to negligence on the clubs behalf. 6. MISCELLANEOUS 6.1 Attending District meetings 23

24 1. Only one of club s Delegate s, who has been through all the relevant Boxing Scotland /PVG checks can attend a District meeting. 2. The club Delegate can be the club Secretary and/or one of the other named Delegates on the clubs affiliation forms. 3. Each club can have up to three Delegates (this may be subject to change following a review of the current Articles). 4. The Delegate should attend the District meetings at least ten minutes prior to the scheduled start time, and sign the attendance register before taking their seat. 5. If a club wishes to have a matter of relevance raised at the meeting they must inform the relevant District Secretary in writing no less than 7 days prior to the meeting and a Delegate from that club must be in attendance for the matter to be raised. 6. A club announcing a new Delegate must put the request in writing to the relevant District Secretary no less than 7 days prior to the date of the meeting. 7. Anyone wishing to voice an opinion or raise a relevant point at a District meeting must raise their hand, wait their turn and speak through the chair when invited to do so. Note: All Delegates will be speaking on behalf of their club. 6.2 Boxing Scotland Fees Item Fee Payable to Club Affiliation/Re-affiliation Boxing Scotland Ltd Insurance (Season ) TBC Boxing Scotland Ltd Boxer registration for the Season Boxing Scotland Ltd Boxer re-registration for the Season Boxing Scotland Ltd Boxer moving clubs to be reregistered Boxing Scotland Ltd with their new club Tournament Permits Relevant District account Coach registration 5.00 Boxing Scotland Ltd 6.3 Boxing against other countries at home or away 24

25 IMPORTANT! Any club wishing to have boxers compete against another country, home or away (including the home nations, England, Wales and Ireland) must seek permission from the Boxing Scotland Office. The Boxing Scotland insurances will not cover Clubs and their Boxers that have not sought the necessary authorisation to compete out with Scotland and may be subject to disciplinary action. The club Secretary should contact Boxing Scotland in writing, via through the website ( scotland.org) or by letter, to ask permission to either attend or host an International or Inter-Nation Tournament. The definition of this is any boxer from another Nation including Home Nations (England, all Ireland and Wales) boxing against a Scottish opponent either in Scotland or elsewhere. The request must detail: Which Nation(s) will be boxing Whether the Nation(s) will be travelling to Scotland or overseas travel is necessary for Scottish boxers Names and weights of boxers matched or taking part Date and venue of the event Details of the proposed Coaches, Officials and Team Manager for all countries involved If the information requested above is not available for any reason in full, Boxing Scotland would ask you to provide as many details as possible about the proposed event. If approval is given for an International or Inter-Nation Tournament to be held in Scotland to a member, they should apply for a Boxing Scotland Permit from Boxing Scotland by completing a permit application form which can be requested from their relevant District Secretary (see 5.2). 6.4 Registering a complaint 1. The person reporting the club or member of the club must put as much detail about the complaint as possible in writing and send forward the complaint to their relevant District Secretary. 2. The District Secretary may pass the complaint onto or share the complaint with Boxing Scotland. The District Secretary and/or Boxing Scotland will endeavour to establish the facts of the complaint and possibly investigate the matter further. 3. The person making the complaint may be asked to meet with the District Secretary and/or Boxing Scotland to discuss the matter in more detail. 25

26 6.5 Hydration and sweat-suits advice from GB Boxing expert Q&A: Ask the experts English Institute of Sport (EIS) Senior Performance Nutritionist Mark Ellison explains how the right approach to diet and training can help elite boxers maintain their weight Q: I weigh 54 kg and have some questions about diet and training practices of the Olympic boxers: 1) What does a 54kg Olympic boxer eat to keep their weight down? 2) What is their training regime like? 3) Is it bad to train in a sweat-suit? Below is an example day taken from a Boxer boxing at 54kg. To compete successfully at international level you must be able to make the weight 4 or 5 times over 7-14 days. Therefore, 54kg boxers maintain their body weight at no more than 56.5kg throughout the year, bringing it down to 55.5kg a couple of weeks before competition through diet, and limiting dehydration to 2-3% of body weight (1-1.5kg) in the hours before weigh-in. Example day - TIME DIET TRAINING 7.00 Glass of water Check weight 30-40min cardio work bowl of porridge made with skimmed milk & 1 apple ml water or electrolyte 90min strength & conditioning drink chicken breast, 4 tbsp pasta, 4 tbsp vegetables ml water or electrolyte drink 90min boxing (bags, pads or spar) Recovery shake salmon fillet, 8 tbsp vegetables ml water Recovery session e.g. Ice bath / jacuzzi Sleep If your weight is managed professionally there is no need to dehydrate by any more than 1.5kg for a 54kg boxer. This volume of fluid can be lost during a normal training session in a well hydrated boxer. 1.5kg is just within the reasonable limits of fluid volume that can be absorbed by the body through carbohydrate and electrolyte drinks in the short period between weigh in and entering the ring. The focus for all boxers in the week before competition (like any athlete) must be on tapering the training load, getting sufficient rest, sharpening up and getting in the correct frame of mind to perform. Historically, boxers who get this right are the ones who succeed at major tournaments! Losing just 5% of your weight (2.7kg) in a short period of time through dehydration and dietary restriction can reduce muscle strength, speed, agility and concentration. Exactly what you don t need in the week before a major competition! When athletes try to cut too much weight in a short period of time, not only does the dietary and fluid restriction suppress the immune system, increasing the risk of picking up coughs and colds, but the reduced concentration, speed and agility often causes unnecessary injuries to occur in the final stages of preparation, be it in sparring or as simple as rolling an ankle during a run. 26

27 Dehydration through training in sweat suits was a major factor in the deaths of three US College wrestlers in 1998; one of them having a body temperature of 42 degrees celsius at time of death. Dehydration and sweat suits ultimately impact negatively on both health and performance and should be avoided at all costs, they are banned in our gym, and only used if necessary to drop the last 1-1.5kg in the final training session (12 hours before weigh-in), again - in well hydrated athletes. Their use in routine training is pointless as you will replace the fluids each day when you eat and drink. Some athletes believe that by wearing plastics you can burn more Calories and this may be true, however, you also fatigue earlier (physically and mentally) reducing the amount and quality of work you can do, ultimately reducing the number of Calories burnt and your ability to recover and train again! Key Points: Always maintain your body weight within 5% of your weight category limit (56.5kg). Bring your weight down to 2-3% of your weight category limit (55kg) gradually through diet 3-4 weeks out. Avoid the use of sweat suits, and if necessary limit use to 30min in the last hours before weigh in. Only if your well hydrated and under strict supervision! Be organised! Plan out your diet and weight targets and stick to it! Your main focus has to be training and nutrition to be the best, not to make the weight! ***No one should undertake energy restriction or dehydration without the strict supervision of a registered nutritionist or medical practitioner. 27

28 6.6 USEFUL TEMPLATES ADULT Physical Activity Readiness Questionnaire Boxing Club Name D.O.B. Address Town/City Post Code Tel: Mobile Person to contact in case of emergency Name Tel: Mobile Relationship Do you now, or have you had in the past (please circle as appropriate) History of heart problems, chest pains or stroke within your family Yes No Increased or low blood pressure Yes No Advice from Doctor stating not to exercise Yes No Surgery within the last 12 months Yes No Pregnancy now or within the last 3 months Yes No History of breathing or lung problems Yes No Muscle, joint or back disorder or any previous injury affecting your ability Yes No Diabetes or thyroid condition Yes No Hernia or condition that may be aggravated by lifting weights Yes No Any recent injuries Yes No Any other condition not previously mentioned (please state) Formal declaration I declare to the best of my knowledge I know of no reason why I should not participate in a personalised programme, exercise class or sparring session. I take part in any recommended programme, exercise class or sparring session entirely at my own risk and waive any legal recourse for damages or property arising from my participation. Signature Date 28

29 6.6.2 Under-18 Physical Activity Readiness Questionnaire Boxing Club To be filled out and signed by Parent or Guardian Name D.O.B. Address Town/City Post Code Club Activity Person to contact in case of emergency Name Tel: Mobile Relationship Does your Child have now, or have had in the past (please circle as appropriate) History of heart problems, chest pains or stroke within your family Yes No Increased or low blood pressure Yes No Advice from Doctor stating not to exercise Yes No Surgery within the last 12 months Yes No Pregnancy now or within the last 3 months (only tick when applicable) Yes No History of breathing or lung problems Yes No Muscle, joint or back disorder or any previous injury affecting your ability Yes No Diabetes or thyroid condition Yes No Hernia or condition that may be aggravated by lifting weights Yes No Any recent injuries Yes No Any other condition not previously mentioned (please state) I give my consent for my child to take part in supervised controlled sparring within the club YES NO Formal declaration I declare to the best of my knowledge I know of no reason why my Child should not participate in a personalised programme or exercise class. They take part in any recommended programme or exercise class entirely at their own risk and waive any legal recourse for damages or property arising from their participation. Signature Date 29

30 6.6.3 Club Attendance Register Club Attendance Register BC ATTENDANCE REGISTER This template serves two purposes; firstly as an attendance register and as a means to record the Coach to Boxer Ratio for Club Sessions Name(s) of coach(s) taking this session: Title of Session and Age Group (i.e. adult, female only, mixed etc.): Venue: Full Name Age Emergency contact details (if the club do not already have these details, please ask one of the coaches for a PAR-Q to complete with your details and those of your emergency contact person) Registered Boxer (Please tick) Fitness/ Recreational use only (Please tick) 30

31 Please Note: The person(s) in charge of any session are to be made aware of any individual boxers/fitness users with a medical condition(s) prior to exercising. This information must be kept in confidence and safely secured away if supplied in writing Club Session Plan [INSERT CLUB NAME] SESSION PLAN Session Coach names: Venue: Activity/Facility Requirements: Participant Information: Circle appropriately: Beginner / Intermediate / Advanced Other relevant information: Date: No. of participants: Age range: M / F / mixed gender Activity/Participan t Goal(s): Warm-up Activities: Time allocated Main Session Activities (in running order): Cool Down Activities: 31

32 Summary & evaluation: CODE OF CONDUCT FOR PARENTS/CARERS INSERT CLUB NAME HERE Encourage your child to learn the rules of boxing and play within them. Discourage unfair play and arguing with Officials, their opponent or their opponent s coaches. Help your child to recognise good performance, and not just focus on results. Never force your child to take part in sport against their will, especially boxing. Set a good example by recognising fair play and applauding good performances of all. Not just winning performances. Never punish or belittle a child for losing, making mistakes or not performing to the best of their ability. Publicly accept Officials' judgements, even if you disagree with the decision. Support your child's involvement any way you can, and help them to enjoy their sport as much as possible. Always conduct yourself in a proper manner, try to use correct and proper language at all times, as children look to adults as their role models and may copy your behavior. Encourage and guide your child to accept responsibility for their own performances and behaviour. Help them understand that sport is not about winning all the time. This document should be displayed in a prominent position on the club wall, and every parent/carer of a child at the club should be given a copy. 32

33 6.6.6 Boxing Scotland Ltd Boxer Code of Conduct Athletes accessing national and international training and competition support through from BOXING SCOTLAND Ltd, support through the Institute Network and those who are members of BOXING SCOTLAND Ltd s squads are ambassadors for the sport of boxing, themselves, their family and their country. This code of conduct details guidelines and requirements expected of boxers training or competing for Boxing Scotland Ltd on a domestic or international basis. All athletes are required to read, fully understand and comply with the information / guidelines outlined below. Boxing Scotland Ltd s National Squads operate to help you, the boxer, work towards the attainment of your full potential in Boxing. Elite sport has to be a serious, professional business that requires a large commitment from all boxers, coaches and Team leaders. In order to maintain a positive training and competition environment, while working toward medal success, it is important that boxers, coaches and staff have a clear understanding of what is expected of them. Set out below are a number of guidelines and parameters that will help to facilitate this. What we expect: That you agree to: Commit to furthering myself as an athlete by exhibiting the most professional attitude to training and competition at all times. Keep to agreed timings for training and competitions and inform the Performance/Development Coach if I am going to be late. Attend all activities as agreed with the Performance/Development Coach. Appreciate other athlete s rights to respect, confidentiality of information and individuality. Any points of concern should be raised with the appropriate coach/team leader initially. Train and compete within the rules and respect coaches, officials and referee s decisions. Abide by Anti-Doping policy and commit to training and competing drug-free. Wear suitable kit for training and competition, appropriate team kit when assembling, travelling, at other functions or occasions as notified by team manager/coach. Not use foul or abusive language when representing Boxing Scotland Ltd in public areas. Not engage in inappropriate sexual activity. 33

34 Not smoke, possess or consume any alcohol pre, during and post training or competition or any illegal or performance enhancing drugs. Not tolerate or be involved in discrimination of any kind Complete any relevant forms / paperwork as required by stated deadlines. To be at sessions in good time. If you are not at a session in good time or with the correct equipment the coach has the right to exclude you from that session. Sanctions Breaches of the code of conduct shall be dealt with in the first instance by the Team leader/manager appointed to the event. He/she will report the incident to the Boxing Scotland Ltd disciplinary panel who shall take further action as deemed necessary. This will consist of a first stage investigation meeting then a disciplinary meeting should there be the need. I am aware that I am an ambassador for my sport and my country and I take full responsibility for my actions when representing my country. I have read this code of conduct, understand the guidelines set out above, and agree to comply. Signed: NAME: (Please print): Signed (parent/guardian if under 16 yrs) NAME: (Please print): Signed (Team Manager/Coach in attendance) NAME: (Please print): Date: Date: Date: Date: Date: Date: 34

35 7.1 Appendix A AIBA Technical Rules & AOB (AIBA Open Boxing) Rules Please click on the links below to open the AIBA Technical and AOB Competition Rules AIBA-Technical-Rules pdf AOB-Competition-Rules pdf 35

36 7.2 Appendix B Boxing Scotland 10 Steps to Safeguard Children in Boxing guide 10 Steps to Safeguard Children in Boxing 36

37 CONTENTS STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 ADDITIONAL INFORMATION Introduction 3 Safeguarding in sport service 4 10 Steps: what should your club do to safeguard children in sport? 5 Outline Role description for Club Child Protection officer template Training workshops Outline BSL Child protection policy Outline Guidelines - identifying and managing risk Risk assessment template Training workshop Outline Boxing Scotland Code of conduct template Outline Training workshops Outline Procedure for the recruitment and selection of staff/volunteers in regulated Work with children Flowchart Recruitment templates Training workshop Outline Boxing Scotland Procedure for responding to concerns about a child Flowchart Boxing Scotland Procedure for responding to concerns about the conduct of Member of staff/volunteer Flowchart Boxing Scotland Responding to concerns template Outline Guidelines for disciplinary issues Procedure: disciplinary Disciplinary templates Training workshop Outline Boxing Scotland Guidelines - why review the management of a concern? Guidelines - planning A review Boxing Scotland Procedure: review of the management of concerns Boxing Scotland Review planning template Training workshop Outline Boxing Scotland Safe in care guidelines Boxing ScotlandSafe in care templates Training workshops How to let everyone know about the 10 steps 109 What is child abuse? Signs and indicators Relevant legislation Useful contacts and websites

38 INTRODUCTION You remember what it was like, don t you? That first moment in sport when you achieved. Maybe you scored a goal for the first time, got a badge for mastering a skill or were singled out by the teacher to show how a move should be executed. At CHILDREN 1 ST and sportscotland we want children and young people to have many of these good moments in sport and in life. We know that sport allows children the opportunity to have fun and to develop self-esteem, confidence, leadership and teamwork skills. But this can only happen when we all put children s welfare first and create and develop a culture where individuals are respected and listened to. Any adult who works with children on a regular basis may be the person a child chooses to talk to about something happening in their life. It is important, therefore, that they know how to respond to a child and how to share information appropriately with those who can help. 10 Steps to Safeguard Children in Sport * is a collection of guidelines, good practice, practical advice, template procedures and policies all tools which can help keep children safe in sport. Ultimately, it is up to the people within your organisation to make this happen. The 10 Steps: Are for any club, Sports Governing Body or organisation which provides activities for children under 18 years Can be used to look at what you already have in place, confirm the positives and identify any gaps Can help a new member of staff or volunteer taking on the role of a child protection officer to understand the range of responsibilities, procedures and guidelines. It is important to recognise that the 10 Steps are inclusive of the Minimum Operating Requirements for protecting children in sport. They also take account of updated child protection guidance, practice and legislation. We believe that every child should have the opportunity to take part in sport at all levels in the knowledge that he or she will be safe, secure and respected. Above all, taking part in sport should be enjoyable and fun. Good moments happen when this is the case. Stewart Harris, Chief Executive, sportscotland Anne Houston, Chief Executive, CHILDREN 1ST 38

39 SAFEGUARDING IN SPORT SERVICE Our service is a partnership between CHILDREN 1 ST and sportscotland established in 2002, to support sports organisations put safeguards in place to keep children and young people safe. Formerly known as Child Protection in Sport we provide advice, consultancy and training on the development and implementation of child protection policies and procedures. The content of the 10 Steps has been shaped through our work with sports organisations, the issues they face and what we have learned from children and young people. They have been endorsed by the members of the Safeguarding in Sport Steering Group: CHILDREN 1 ST - sportscotland - Local Authority Child Protection in Sport Network Group Scottish Association of Local Sports Councils - Scottish Disability Sport - Scottish Sports Association - Stop it now - For further information contact: Safeguarding in Sport, CHILDREN 1 ST, 61 Sussex Street, Glasgow, G41 1DY T: E: safeguardinginsport@children1st.org.uk W: This 3rd edition was updated and revised by the Safeguarding in Sport Service with help and contributions from the following: Edinburgh Leisure Scottish Canoe Association Child Protection in Sport Unit (NSPCC) Children in Golf Strategy Group respectme Edinburgh Cala Hockey Club Scottish Orienteering Association Hilary Arneil 39

40 Considerations for distribution and use of these 10 Steps: It is imperative that all clubs who use the 10 Steps and content within them consider how they make them accessible for all people within their club. Alternative formats should be available if required. Please take the time to separate the individual 10 sections (steps) and read through them one section at a time. 10 STEPS: WHAT SHOULD YOUR CLUB DO TO SAFEGUARD CHILDREN IN SPORT? 1. Appoint a named contact to co-ordinate child protection within your club who has attended Safeguarding & Protecting Children or other basic child protection awareness training and In Safe Hands Club Child Protection Officer workshop. 2. Adopt a Child Protection Policy at committee level within your club. 3. Identify any risks to children participating in your activities. 4. Get all adults working with children in your club to sign up to the Boxing Scotland Code of Conduct for working with children. 5. Support all adults working with children in your club to attend Safeguarding & Protecting Children or other basic child protection awareness workshop. 6. Adopt and use the Boxing Scotland recruitment and selection procedure to make sure new staff/volunteers have been carefully considered and vetted to do regulated work with children. 7. Adopt the Boxing Scotland responding to concerns procedures to ensure that staff/volunteers get the appropriate help for a child or challenge the inappropriate conduct of any adults within your club. 8. Adopt the Boxing Scotland disciplinary procedure to ensure your club can deal with any inappropriate conduct or child abuse and if necessary refer any individual to Disclosure Scotland for consideration on the Children s List. 9. Adopt a procedure to review any child protection concerns which have arisen to ensure procedures are followed and appropriate action taken in the best interests of the child. 10. Adopt the Boxing Scotland Safe in Care guidelines that are appropriate to your club s activities, e.g. trips away from home, physical contact, adult to child ratios, ICT and social media. Remember to communicate all of the above to the children in your club and to their parents/carers so that everyone recognises and understands the important safeguards put in place to help keep children safe. Additional Information - How to let everyone know about the 10 Steps. - What is child abuse? Signs and Indicators. - Relevant Legislation. - Useful Contacts and Websites. 40

41 STEP 1 - Appoint a named contact to co-ordinate child protection within your club who has attended Safeguarding & Protecting Children or other basic child protection awareness training and In Safe Hands Club Child Protection Officer workshop. Why is this important? Everyone has a responsibility to ensure children are safe from harm. But in an club a Child Protection Officer (CPO) will be the main point of contact to make it easy for everyone to know who to go to if they need support, advice or training or if they need to report a concern. They will champion good practice and ensure consistency in safeguarding children. Templates: - Role Description for Club Child Protection Officer Training: - Safeguarding & Protecting Children or other child protection basic awareness workshops - Safeguarding & Protecting Children 2 workshop - In Safe Hands Club Child Protection Officer workshop - Supporting Clubs workshop 41

42 Child Protection Officer Role Description ROLE TITLE: Child Protection Officer RESPONSIBLE TO: The Club Executive Committee SKILLS/ATTRIBUTES REQUIRED: Approachable with friendly manner Good listener Well organised Highly motivated Prepared to pass on concerns to professional agencies when necessary Responsible with confidential documents and information MAIN DUTIES JOINT RESPONSIBILITY: 1) Ensure that the child protection procedures are understood and adhered to by all at the club. 2) Establish and maintain the complaints procedures as per BSL Child Protection guidelines. 3) Attend the Safeguarding in Sport workshops Safeguarding & Protecting Children and In Safe Hands and/or any other relevant child protection training. 4) Be familiar with current child protection legislation and The Children Act ) Understand the Boxing Scotland child protection procedures, rules and regulations and seek clarification on any areas you feel unsure of from Safeguarding in Sport or the BSL Child Protection Officer. 6) In the event of a complaint being made ensure that the complaints procedures are met in accordance with the BSL child protection guidelines and see the procedures through to the final decision. 7) Record all information in relation to any incidents/significant incidents or disclosures. 8) If unable to attend any executive committee meeting, a report/apologies should be sent to the club secretary. 9) To be actively involved in the vetting and recruitment processes of new staff and/or volunteers at the club and to monitor their conduct throughout their time with the club. 10) Responsible for the safe and responsible filing and storage of confidential details and documents. 11) To go through the PVG Scheme checks with an Boxing Scotland Signatory. TIME COMMITMENT (per week) hours/sessions SIGNATURES: Child Protection Officer (Sign) Print Name Date / / 42

43 Chairperson/President (Sign) Print Name TRAINING WORKSHOPS Date / / Boxing Scotland provides its own version of the Safeguarding & Protecting Children workshop listed below. Please contact BSL Child Protection Officer James Docherty at james.docherty@bsl-ltd.org.uk or call for more information. Safeguarding & Protecting Children, Boxing Scotland and sportscoach UK workshop (SPC) This 3-hour workshop is suitable for coaches and volunteers who may come into contact with children. This workshop explores the Code of Conduct for those in contact with children and provides basic information on recognising child abuse and responding to concerns. It is recommended that all coaches and volunteers working with children and young people attend this workshop. Other basic child protection awareness workshops available in Scotland Throughout Scotland, local Child Protection Committees organise and offer free training to the voluntary sector working with local children and young people. The content of these workshops will be similar to that of Safeguarding & Protecting Children. To find out what workshops are on offer, please visit the children 1 st website at: Safeguarding & Protecting Children 2, sportscoach UK workshop (SPC 2) This 3-hour workshop reflects on practice, is aimed primarily at coaches and builds on knowledge gained on the Safeguarding & Protecting Children workshop (SPC). Outcomes for delegates include increasing awareness, helping recognise the signs of abuse and poor practice and helping to deal sensitively and effectively with issues that arise. In order to keep knowledge up to date in this area, it is recommended that individuals first attend the SPC workshop and follow this up with SPC 2 every two to three years. In Safe Hands Club Child Protection Officer, CHILDREN 1 ST workshop This 3-hour workshop supports clubs to put child protection policies into practice. It is most suitable for those acting as the club child protection officer but is also relevant for those responsible for managing or organising the club. Participants attending this workshop should have first attended a basic awareness course in child protection such as the sportscoach UK Safeguarding & Protecting Children workshop or equivalent. Supporting Clubs, CHILDREN 1 ST workshop This 1-day workshop is for those who provide support to sports clubs and activity groups for children, such as sports development officers, club development officers, Active Schools Co-ordinators and Scottish governing body of sport personnel. The overall aim of this workshop is to ensure that participants understand what sports organisations and clubs need to have in place for the protection of children and young people in their sport and how they can support people in their own organisation or affiliated clubs to understand their roles and responsibilities. Participants attending this workshop should have first attended a basic awareness course in child protection such as the sportscoach UK Safeguarding & Protecting Children workshop or equivalent. 43

44 STEP 2 Adopt a Child Protection Policy at committee level within your club. Why is this important? A Child Protection Policy is like a set of rules that everyone follows within your club. Its aim is to put the welfare of children and young people first. Having a policy is the basis for everyone taking responsibility for child protection. It should underpin all work with children and young people and be at the centre of any procedures developed. Template: - Child Protection Policy 44

45 BOXING SCOTLAND LTD CHILD PROTECTION POLICY Boxing Scotland Ltd. is fully committed to safeguarding the welfare of all children in its care. It recognises the responsibility to promote safe practice and to protect children from harm, abuse and exploitation. For the purposes of this policy and associated procedures a child is recognised as someone under the age of 18 years. Staff and volunteers will work together to embrace difference and diversity and respect the rights of children and young people. This document outlines Boxing Scotland s commitment to protecting children. These guidelines are based on the following principles: The welfare of children is the primary concern. All children, whatever their age, culture, disability, gender, language, racial origin, socio-economic status, religious belief and/or sexual identity have the right to protection from all forms of harm and abuse. Child protection is everyone s responsibility. Children have the right to express views on all matters which affect them, should they wish to do so. Organisations shall work in partnership together with children and parents/carers to promote the welfare, health and development of children. Boxing Scotland will: Promote the health and welfare of children by providing opportunities for them to take part in Boxing safely. Respect and promote the rights, wishes and feelings of children. Promote and implement appropriate procedures to safeguard the well-being of children and protect them from abuse. Recruit, train, support and supervise its staff, members and volunteers to adopt best practice to safeguard and protect children from abuse and to reduce risk to themselves. Require staff, members and volunteers to adopt and abide by this Child Protection Policy and these procedures. Respond to any allegations of misconduct or abuse of children in line with this Policy and these procedures as well as implementing, where appropriate, the relevant disciplinary and appeals procedures. Observe guidelines issued by local Child Protection Committees for the protection of children. Regularly monitor and evaluate the implementation of this Policy and these procedures. Review This Policy and these Procedures will be regularly reviewed: In accordance with changes in legislation and guidance on the protection of children or following any changes within Boxing Scotland. Following any issues or concerns raised about the protection of children within Boxing Scotland. In all other circumstances, at least every three years. This Child Protection Policy should be adopted and adhered to at club level within Boxing Scotland, communicated to everyone involved with the club, including children, parents and carers and should be displayed on the club wall in a prominent position at all times. 45

46 STEP 3 Identify any risks to children participating in boxing &/or exercise at your club. Why is this important? By identifying any risks, 46lubs can then work towards reducing the risks and making their activities as safe as they can. This gives a basis to develop relevant procedures and guidelines to protect children. Guidelines: - Identifying and Managing Risk Template: - Risk Assessment Form Training: - Identifying and Managing Risk 46

47 GUIDELINES IDENTIFYING AND MANAGING RISK WHAT IS RISK ASSESSMENT? A risk assessment is simply a careful examination of what, in the context of your activities, could cause harm to other people, so that you can identify and decide whether you have taken enough precautions or should do more to prevent harm. Why Bother? The child protection policy states that opportunities will be provided for children to participate safely and that appropriate procedures will be implemented to safeguard their wellbeing. To do this effectively, your organisation must first be aware of the areas of risk and be able to adequately assess these risks. Thus you will be: making sure children are safe protecting your staff and volunteers making sure you comply with legislation reducing or removing liability giving boxing a good reputation. What Does the Law State? The United Nations Convention on the Rights of the Child states that all children have the right to be protected from harm, abuse and exploitation at all times. Section 5 of the Children (Scotland) Act 1995 states that if you are 16 or over and have children in your care or control, then you must do what is reasonable in all circumstances to safeguard their health, welfare and development. What Does All This Mean in Practice? Put simply, when children are taking part in our activities we have a responsibility to make sure they are safe from harm. We fulfil this duty by: 1. Accepting we have this duty. 2. Agreeing policies, procedures and practices which tell us what action we need to take in order to keep children safe from harm. 3. Telling all relevant persons about safe practices; for example, through training. 4. Putting them into PRACTICE. 5. Ensuring they are being followed and reviewing them. We can t be expected to eliminate every possible risk. We don t want to wrap children in cotton wool or have so many procedures and so much paperwork that staff and volunteers are prevented from carrying out their roles, or worse, put off altogether. A risk assessment should be a benefit to your club by allowing you to focus on the things which are important. By doing what is reasonable, you will give people the confidence to know they are following good practice, and, therefore looking after themselves too. This guide will help you to identify what is reasonable. SOME HELPFUL DEFINITIONS HAZARD HARM RISK Any situation or any practice which might cause harm. Includes harm which is not physical. A child may be harmed in a number of ways; for example, emotional, physical and/or sexual abuse, neglect, intentional/inappropriate restraint, harassment or bullying, carelessness which amounts to neglect or failure to attend to essential health and safety requirements. The chance that someone could be harmed, and an indication of how serious the harm might be. 47

48 1: Identify ways in which children and adults may be exposed to harm i.e. hazards. 2: Decide: - Who might be harmed? - How they might be harmed? - How serious is the risk? Quick Guide to Identifying and Managing Risk to Keep Children Safe in Sport 5: Develop an action plan detailing: - Action required. - Timescales. - Who will take action - Follow up date 4: Record your findings and share with those who need to know e.g. Club CPO, BS CPO, relevant Club Committee Member(s). 3: Evaluate the hazards and decide on precautions. - Eliminate the risk, or - Reduce the risk to an acceptable level. 48

49 CONDUCTING A RISK ASSESSMENT 1 IDENTIFY WAYS IN WHICH CHILDREN AND ADULTS COULD BE HARMED, i.e. HAZARDS First you need to work out how children, staff/volunteers could be harmed. This could be through: The general failure of the organisation to meet its responsibility to keep children safe. Failure to ensure that those who work or volunteer with children are suitable to do so. Failure to ensure that all activities and events are safe for children. Failure to take action to help a child who discloses they are being harmed or abused out with sport. Failure to take action to address the harmful or potentially harmful behaviour of someone within sport. Failure to provide information or training to staff and volunteers who are part of the organisation. How will you identify other hazards in your sport or organisation? Ask staff and volunteers. Asking others will give you a broad and objective perspective rather than relying on one person s knowledge and experience. Ask parents/carers/children. Have a look back over any incidents or issues which have arisen or been reported. 2 DECIDE WHO MIGHT BE HARMED AND HOW For each hazard identified; decide who might be harmed and how. Try to be as specific as you can, for example, if there are no seatbelts in the minibus passengers may be injured if there is an accident. Think carefully about the people involved in the activity. Young children are generally more dependent on adults, and athletes with a physical or learning disability may require special assistance during activities. Are there other special considerations in your sport or organisation? 3 EVALUATE THE HAZARDS AND DECIDE ON PRECAUTIONS When you know what the hazards are you need to consider the risk, i.e. how likely it is that harm could occur and how serious it would be. This is often described as rating risk. For example: High: Medium: Low: could occur quite easily could occur sometimes unlikely, although conceivable It is up to your organisation to decide what action you will take, but remember that the law expects you to do what is reasonable in all the circumstances. The recommended good practice, guidance and procedures on each of the areas covered in the Framework for Risk Assessment and Suggestions for Risk Management are regarded as reasonable. Start by identifying what you currently do. Then compare this to the recommended good practice and further information within the Framework for Risk Assessment and Suggestions for Risk Management. Is there anything you need to do to bring your organisation up to the standards set out in the recommended good practice? The key questions to answer in relation to each hazard are: 1. Can we eliminate the risk altogether? 2. If yes, what do we need to do to achieve this? 3. If no, what can we do that will allow us to manage the risk so that it becomes an acceptable level of risk? 4. Ask children, parents/carers, staff and volunteers what will be realistic and work in practice. 4 RECORD YOUR FINDINGS AND ACT ON THEM 49

50 It is helpful to record the result of your risk assessment. The risk assessment form will help you to do this. The benefits of recording are: It shows everyone involved that you take this seriously and that you value their involvement. It will be helpful in the future when you look back to review what action was identified. Keep it simple; for example, for medical emergencies: medical information forms issued, completed forms held by coach, annual check forms up-to-date. If there are a number of actions required, tackle the important ones or those which are rated high first. Agree timescales for addressing the other actions and who will be responsible. 5 REVIEW YOUR RISK ASSESSMENT AND UPDATE IF NECESSARY On completion of your first risk assessment, decide when you will conduct the next one. It s a good idea to fix a date for this. This might be annually for some areas or more frequently for others. In reviewing your risk assessment ask yourself, has anything changed? Are there improvements still to be made? Have you learned anything from problems which have arisen since the last assessment? If anything significant happens between scheduled assessments don t wait to make changes. NOTE: INSURANCE REQUIREMENTS It is now common practice for insurance brokers to insist on a risk assessment for child welfare and protection. This publication is a general guide and each organisation must check with its insurers on their own specific requirements to ensure these are met. 50

51 FRAMEWORK FOR RISK ASSESSMENT AND SUGGESTIONS FOR RISK MANAGEMENT HAZARDS AND RISKS RECOMMENDED GOOD PRACTICE WHERE TO FIND GUIDANCE & FURTHER INFORMATION No organisational ownership and accountability Organisational child protection policy, adopted by the management of the Boxing Scotland guidelines. for: organisation, applicable to all members. Boxing Scotland CPO Procedures, guidance and codes of conduct to support staff/volunteers to 10 STEPS TO SAFEGUARD 1. The protection of children and young people carry out their role. CHILDREN IN SPORT taking part in the sport. Support for staff/volunteers who are involved in dealing with concerns (CHILDREN 1 ST and 2. Ensuring staff/volunteers are not exposed to about children or the behaviour of an adult towards a child. sportscotland, 2011) 1. unnecessary risks or harm through working with children and young people. Training on policy and procedures relevant to roles and responsibilities in the organisation. (All references below are to this document). The appointment of staff/volunteer on the Children s List under the Protection of Vulnerable A procedure for the safe recruitment and selection of those who work/volunteer with children and young people in the sport. BSL Recruitment and Selection Procedure 1. Groups (Scotland) Act Membership of the PVG Scheme for relevant positions. BSL Code of Conduct 1. Clear roles and responsibilities for all positions. Safeguarding & Protecting Staff/volunteers behaving in a way which is A Code of Conduct which outlines standards of practice for those positions. Children (SPC) and In Safe potentially or actually harmful towards a child or children. Staff/volunteers sign up to Code of Conduct and receive training Hands Club Child Protection Officer training (ISH) 2. Failing to take appropriate action where there is Guidance on how to recognise concerns. Guidance on What is abuse? 1. concern about the welfare of a child out with sport. Procedures for responding to concerns about a child and reporting concerns about abuse. BSL Procedure for Responding to Concerns 1. Training on guidance and procedures. SPC and ISH 2. Support for staff/volunteers. Failing to take appropriate action where there is Procedures for responding to concerns about misconduct or abuse by a BSL Procedure for Responding concern about the conduct of a staff member of staff/volunteer. to Concerns 1. member/volunteer which is potentially or Complaints, Disciplinary and Grievance Procedures. Guidelines on Disciplinary actually harmful towards a child or children. Whistleblowing Policy. Issues relating to a child Training on guidance and procedures. protection concern 1. Failure to make a referral when the criteria Support or access to support for staff/volunteers. SPC and ISH 2. outlined in the Protection of Vulnerable Groups (Scotland) Act 2007 is met within required timescale. for referral forms 1 Available from the Boxing Scotland Child Protection Policy at 2 Details of these workshops are available at under the Training section 51

52 HAZARDS AND RISKS RECOMMENDED GOOD PRACTICE WHERE TO FIND GUIDANCE & FURTHER INFORMATION Code of Conduct detailing appropriate standards of practice in this area BSL Code of Conduct 1. where staff/volunteer sign up to Code of Conduct. SPC and ISH 2. Training for all coaches and all staff/volunteers who are working with children and young people. Coach-athlete relationships: 1. A coach is in position of trust and power. 2. Athlete open to exploitation by the coach. 3. Coach open to criticism; for example, of favouritism. Trips away from home and overnight stays: 1. Lack of appropriate supervision. 2. Inappropriate accommodation and sleeping arrangements. 3. Personal safety in new environments and cultures. Harm resulting through lack of appropriate supervision of activities. Transportation of children: 1. Road traffic accidents. 2. Children being abused when isolated from others. 3. Staff/volunteers open to accusations when alone with a child. Inappropriate touching or injurious contact during coaching/instruction. One-to-one arrangements: 1. Child being exploited when alone. 2. Adult open to accusations. Being unable to respond appropriately to a medical emergency or inappropriate use of first aid. A child s behaviour places the child, other children or property at risk. Procedures in place for planning and running a trip away from home. Training on procedures and what is required during the trip. Children and parents/carers involved in planning and aware of arrangements. Code of Conduct for the trip. Requirements for all activities thoroughly assessed. Supervision ratios implemented. Guidance for transportation of children. Training on guidance. Code of Conduct. BSL guidance on technical aspects of coaching practice. Code of conduct. Training on Code of Conduct. Guidance on one to one arrangements. Code of Conduct. Training on guidance. Trained first aider and first aid kit accessible at all activities. Knowledge of medical conditions/allergies and emergency contact details available to staff/volunteers running activities. Recording of any significant incidents. Reporting any significant incidents to parents. Guidance and procedures for managing challenging behaviour. Training on the guidance and procedures. Recording any significant incidents. BSL Safe in Care Guidelines 1. ISH 2. BSL Safe in Care Guidelines 1. BSL Safe in Care Guidelines 1. Code of Conduct 1. BSL Guidelines. BSL Code of Conduct 1. BSL Code of Conduct 1. BSL Safe in Care Guidelines 1. BSL Safe in Care Guidelines 1. BSL Code of Conduct 1. 52

53 Reporting any significant incidents to parents/carers. HAZARDS AND RISKS RECOMMENDED GOOD PRACTICE WHERE TO FIND GUIDANCE & FURTHER INFORMATION Hazards associated with information technology including photos, films, video, mobile phones, websites and internet. 1. Child who is considered by social work services to be at risk of harm is identified and vulnerability increased. 2. Inappropriate footage or footage being manipulated. 3. Opportunity for child to be targeted by those who may wish to harm them as a result of contact information being available. 4. Children bullied, groomed, threatened or harassed by text, or social sites. Guidance and procedures on the use of information technology. Training on the guidance and procedures. BSL Safe in Care Guidelines 1. Please note this is not an exhaustive list. 53

54 RECORD OF RISK ASSESSMENT TEMPLATE Name of Organisation: Date of Risk Assessment: 1. What are the hazards? 2. Who might be harmed? List the hazards. List who might be harmed. 3a) Evaluate the hazard High: could occur quite easily Medium: could occur sometimes Low: unlikely, although conceivable 3b) What are you already doing? List what is already in place to reduce the likelihood of harm or to make any harm less serious 3c) What further action is necessary? You need to make sure that you have reduced risks to compare what you are already doing with good practice. If there is a difference, list what needs to be done. 4. How will you put the assessment into action? Remember to prioritise. Deal with hazards that are high-risk and have serious consequences first. Action Action Done by whom by when Hazard Example Failure of adults to follow guidelines on reporting concerns. Hazard A Children may be harmed due to mishandling or nonreporting of child protection concerns. H Adults asked to read/become aware of child protection policy and procedures. Education through training on child protection awareness workshop. CPO Timescale Complete arranges set to & ongoing date of train all training training adults dates for new staff/ volunteers Hazard B Hazard C 4. Review Date: Signed: 54

55 TRAINING WORKSHOP Identifying and Managing Risk, CHILDREN 1 ST workshop This 3-hour workshop is for anyone who has responsibility in assessing the risks to children and young people participating in their sport. The overall aim of this workshop is to ensure that participants understand the role played by good risk assessment and management, in keeping children and young people safe, and how it can be developed and maintained in their organisation or club. 55

56 STEP 4 Get all adults working with children in your club to sign up to the Boxing Scotland Code of Conduct for working with children. Why this is important? A Code of Conduct has a number of important functions. It: sets out what behaviour is acceptable and unacceptable defines standards of practice expected from those to whom it applies forms the basis for challenging and improving practice helps to safeguard staff/volunteers by encouraging them to adhere to agreed standards of practice sets out for children and parents/carers the standards of practice which they and the organisation should expect from those who work/volunteer with children. Template: - BSL Code of Conduct 56

57 CODE OF CONDUCT FOR COACHES AND VOLUNTEERS CLUB NAME BOXING CLUB The essence of good ethical conduct and practice is summarised below. GOOD PRACTICES/BEHAVIOURS: Make sport fun, enjoyable and promote fair play. Treat all children equally, with respect, dignity and fairness. Involve parents wherever possible. Always work in an open environment. Avoid private or unobserved situations. Consider the wellbeing and safety of participants before the development of performance. Build balanced relationships based on mutual trust and respect that empower and include children in the decision-making process. Make sure all activities are appropriate to the age, ability and experience of those taking part. Display consistently high standards of behaviour and appearance. Be an excellent role model including not smoking or drinking alcohol in the company of children. Follow all guidelines laid down by Boxing Scotland and the club. Hold appropriate valid qualifications and insurance cover. Encourage participants to value their performances and not just results. Recognise the development needs and the capacity of the children and avoid excessive training and competition, pushing them against their will and putting undue pressure on them. BAD PRACTICES/BEHAVIOURS: Have favourites this could lead to resentment and jealousy by other children and could be misinterpreted by others. Spend excessive amounts of time alone with children away from others. Enter a child s bedroom on trips away from home, unless in an emergency situation or in the interest of health and safety. If it is necessary to enter rooms, alert the occupants by knocking and announcing your intention to enter. The door should remain open, if appropriate. Where possible, do things of a personal nature for children that they can do for themselves. Condone rule violations, rough play or the use of prohibited substances. UNNACCEPTABLE PRACTICES/BEHAVIOURS: Engaging in sexually provocative games, including horseplay. Engage in rough or physical contact except as permitted within the rules of the game or competition. Form intimate emotional, physical or sexual relationships with children. Page 1 of 2 57

58 All Boxing Scotland members are required to: Maintain satisfactory standards of performance, a high level of quality, accuracy and diligence Co-operate with colleagues and Boxing Scotland employees, maintain acceptable standards of working relationships, and comply with reasonable Boxing Scotland instructions and/or requests Take all necessary steps required to safeguard Boxing Scotland s public image and preserve positive relationships with clients and customers Ensure that you understand Boxing Scotland s health and safety and child protection procedures; all incidents/accidents, however small, must to reported to the clubs Child Protection Officer, Boxing Scotland and other relevant bodies as soon as possible Comply with Boxing Scotland s requirements regarding Conflict of Interest Comply with the requirements regarding Confidentiality Keep up to date with the latest version of the AIBA Technical & Competition Rules All Boxing Scotland members must not: Use any of Boxing Scotland s clients and customer resources and services for personal use without management authorisation Remove Boxing Scotland property and equipment from Boxing Scotland premises unless for use on authorized Boxing Scotland business or with management authorisation; all property must be signed for and returned immediately upon resignation or dismissal Publish any book or articles or make any media statements or appearances in connection with the work of Boxing Scotland or its subsidiaries without first seeking permission from the Board of Directors including submitting a draft of any written works which may be published for comment or approval. Take part in, support or encourage any events, conversations or internet discussions which may be deemed as bringing Boxing Scotland or Boxing Scotland staff into disrepute as per article 19.2 I have read, understood and agree with the above Code of Conduct in order to be involved with the club and BOXING SCOTLAND and understand that failure to follow this Code of Conduct could result in disciplinary proceedings and possible expulsion from Boxing Scotland. NAME (print) POSITION HELD WITHIN CLUB SIGN DATE Page 2 of 2 58

59 STEP 5 Support all adults working with children in your club to attend the Boxing Scotland Safeguarding & Protecting Children or other basic child protection awareness workshop. Why is this important? Any adult who regularly works with children in sport may be the person that a child chooses to tell about abuse happening in their life. It is vital that adults know how to respond and know how to share information with those who can help. As well as giving adults a basic awareness of what to do if they re concerned about a child, it helps build confidence and knowledge in keeping children safe. Training: - Safeguarding & Protecting Children or other basic child protection awareness workshops - Safeguarding & Protecting Children 2 workshop 59

60 TRAINING WORKSHOPS Boxing Scotland provides its own version of the Safeguarding & Protecting Children workshop listed below. Please contact BSL Child Protection Officer James Docherty at or call for more information. Safeguarding & Protecting Children, Boxing Scotland and sportscoach UK workshop (SPC) This 3-hour workshop is suitable for coaches and volunteers who may come in to contact with children. This workshop explores the Code of Conduct for those in contact with children and provides basic information on recognising child abuse and responding to concerns. It is recommended that all coaches and volunteers working with children and young people attend this workshop. Other basic child protection awareness workshops available in Scotland Throughout Scotland, local Child Protection Committees organise and offer free training to the voluntary sector working with local children and young people. To find out how to get in touch with your local Child Protection Committee, click here. The content of these workshops will be similar to that of Safeguarding & Protecting Children. Safeguarding & Protecting Children 2, sportscoach UK workshop (SPC 2) This 3-hour workshop reflects on practice, is aimed primarily at coaches and builds on knowledge gained on the Safeguarding & Protecting Children workshop (SPC). Outcomes for delegates include increasing awareness, helping recognise the signs of abuse and poor practice and helping to deal sensitively and effectively with issues that arise. In order to keep knowledge up-to-date in this area, it is recommended that individuals first attend the SPC workshop and follow this up with SPC 2 every two to three years. 60

61 STEP 6 Adopt and use the Boxing Scotland recruitment and selection procedure to make sure new staff/volunteers have been carefully considered and vetted to do regulated work with children. Why is this important? Clubs have a legal and moral duty to ensure that adults who work with children are suitable to do so. A well-run recruitment process is all part of an club s commitment to putting the welfare of children first. A robust process also prevents those who are barred from regulated work with children from doing so. Procedure: - Recruitment and Selection of Staff/Volunteers in regulated work with children. Templates: - Letter to applicants for regulated work with children. - Role description for regulated work with children. - Application form for regulated work with children. - Self-declaration form for regulated work with children. - PVG Scheme Q&A guidance notes. - Letter to referees for regulated work with children. - Sample interview/discussion questions for regulated work with children. - Retrospective checks letter for regulated work with children. Training: - Recruitment and Selection. NOTE: This section deals with recruiting staff/volunteers to undertake regulated work with children. How to assess if someone is doing regulated work: 1. Is it work? It has to be work, (paid or unpaid) i.e. not simply an arrangement between friends/family. 2. Who are they working with? It has to be with children under the age of 18 years. 3. What do they do? The work has to include: - caring for children - teaching, instructing, training or supervising children - being in sole charge of children - having unsupervised access to children - being a host parent. 4. Is it their normal duties? It has to be part of normal duties i.e. the activity is reasonably anticipated and could appear in the Role description. 5. Are there any exceptions? Where the presence of children in the activity is incidental (e.g. the activity is targeted at adults but has a couple of U18s attending). For further assistance, to decide if a post is regulated we recommend you refer to the Disclosure Scotland Regulated Work Assessment Tool at: 61

62 PROCEDURE FOR THE RECRUITMENT AND SELECTION OF STAFF/VOLUNTEERS IN REGULATED WORK WITH CHILDREN WITHIN Boxing Scotland Boxing Scotland will take all reasonable steps to ensure unsuitable people are prevented from undertaking regulated work with children. Further, we recognise that we have a legal duty under the Protection of Vulnerable Groups (Scotland) Act 2007 to ensure that individuals who are barred from regulated work with children are not engaged (either paid or unpaid) in regulated work with children within Boxing Scotland. This recruitment and selection procedure has two functions. It: 1. Provides Boxing Scotland with an opportunity to assess the suitability of the individual for a particular regulated work role with children. 2. Provides the prospective employee or volunteer with an opportunity to assess the organisation and the opportunities available. The following recommended procedure will be completed for all positions deemed to be regulated work with children within Boxing Scotland. 1. Advertising All forms of advertising used to recruit and select staff/volunteers for regulated work with children will include the following: The aims of Boxing Scotland and, where appropriate, details of the particular programme involved. The responsibilities of the role. The level of experience or qualifications required (e.g. experience of working with children is an advantage). Details of Boxing Scotland open and positive stance on child protection. A statement that the position applied for is regulated work with children and will require PVG Scheme membership. 2. Pre-application Information Pre-application information for these positions will be sent to applicants and will include: A Role description and person specification (e.g. stating qualifications or experience of working with children required) which outlines the roles and responsibilities of the position. Application form, self-declaration form and PVG Scheme Q&A guidance notes. Information on Boxing Scotland and related topics. Evidence of qualifications will always be verified. 3. Application and Self-Declaration Form All applicants will be requested to complete an application form and self-declaration form. The purpose of the application form is to obtain relevant details for the position and referee contact details. The self-declaration form, which shall include information on any past criminal behaviour, records or investigations, shall be requested by the Boxing Scotland Collator. This form will only be seen by those directly involved in the selection process. If the applicant is not successful the form will be destroyed. 4. Review Applications Boxing Scotland &/or the club will review application forms and consider applicants for interview or informal discussion with the Club Committee and Child Protection Officer. Self-declaration forms of those deemed suitable for interview will then be opened and considered. If the applicant is no longer an interview candidate, the self-declaration form must be destroyed. Successful applicants will be invited to interview. 62

63 5. Interview/formal discussion with club Interviews/a formal discussion will be carried out by the Club Committee for all positions which are regulated work with children. 6. Offer of Position Once a decision has been made to offer appointment, an offer letter will be sent to the applicant. This will include details of the position, any special requirements and any obligations e.g. agreement to the policies and procedures of Boxing Scotland, the probationary period and responsibilities of the role. The offer must be formally accepted and agreed to in writing e.g. by the individual signing and dating their agreement on the offer letter and returning it to the Club Secretary. The applicant s appointment will only be confirmed when: the self-declaration form has been opened and considered satisfactory references have been received and checked a satisfactory Scheme Record/Scheme Record Update has been received. 7. References References will always be requested and thoroughly checked. Where possible at least one of these references will be from an employer or a voluntary organisation where the position required working with children. References from relatives will not be accepted. If the applicant has no experience of working with children, specific training requirements will be agreed before their appointment commences. 8. Membership of the PVG Scheme Boxing Scotland is registered with Disclosure Scotland & Central Registered Body in Scotland. Individuals carrying out regulated work with children within Boxing Scotland must be members of the PVG Scheme. Boxing Scotland will require the successful applicant to submit a Scheme Record/Scheme Record Update application which will be returned to and processed by BSL Collator Jimmy Dunn. Overseas Applicants Applicants from overseas being appointed to regulated work with children within Boxing Scotland are required to join the PVG Scheme. Applicants from overseas must prove their right to work in the UK and be asked to provide a police check from their relevant country where possible. Where this is not possible, or in addition to the police check, the following information, where relevant to the position, will be requested: A statement from the governing body in the country of origin of the applicant and/or the country from which they are transferring in regard to their participation and suitability for the position. A statement from the international federation of the sport in regard to their participation and suitability for the position. 9. Induction After the applicant accepts post in writing, the induction process will include the following: An assessment of training, individual aims, needs and aspirations. Clarification, agreement and signing up to the Child Protection Policy and procedures, including the Code of Conduct. Clarification of the expectations, roles and responsibilities of the position. 10. Training Newly appointed staff/volunteers in regulated work with children should complete recommended training over an agreed period. Recommended training includes Boxing Scotland s Introduction to Coaching course, sportscoach UK s 63

64 Safeguarding & Protecting Children (a basic introduction to child protection) and, should it become relevant, In Safe Hands (a workshop for club child protection officers). 11. Probation Newly appointed staff/volunteers will complete an agreed period of probation (e.g. 3 months). 12. Monitoring and Performance Appraisal All volunteers in positions of regulated work with children will be monitored and their performance analysed. This will provide an opportunity to evaluate progress, set new goals, identify training needs and address any concerns of poor practice. 13. Ongoing suitability Once an individual is in a position of regulated work, Boxing Scotland will require the individual to complete a selfdeclaration form and apply for a Scheme Record Update every two/three * years. This ensures the organisation is continually risk assessing staff/volunteers to keep participating children safe. 14. Existing staff/volunteers joining PVG Scheme For existing members of staff/volunteers, who were not previously checked or were previously enhanced disclosure checked for a childcare position under the Protection of Children (Scotland) Act 2003, Boxing Scotland will require those individuals to become PVG Scheme members if they are carrying out regulated work with children. At the appropriate time, existing members of staff/volunteers will be notified by a Retrospective checks letter giving information on the process. Staff/volunteers will be required to complete a self-declaration form and submit a Scheme Record/Scheme Record Update application. This will ensure, over time that everyone in regulated work in the organisation is a PVG Scheme member. 15. New vetting information on PVG Scheme Records If new vetting information becomes available, either through retrospective checks of existing members of staff/volunteers or an ongoing suitability process, it is important to consider this information alongside a newly completed self-declaration form to assess any risks. Should any risk be identified, it will then be necessary to follow Boxing Scotland Responding to Concerns about the Conduct of a Member of Staff/Volunteers and/or Disciplinary Procedures. 16. Consideration for Children s List or Barred Individuals If Disclosure Scotland inform Boxing Scotland or the club that an individual is barred, that member of staff/volunteer will be removed from regulated work with children immediately in line with the Protection of Vulnerable Groups (Scotland) Act 2007 duties for organisations. If Disclosure Scotland notify Boxing Scotland or the club that a member of staff/volunteer is considered for listing that individual will be suspended as a precaution until the outcome of the case is determined. Remember that suspension is not a form of disciplinary action and does not involve pre-judgment. In all cases of suspension the welfare of children will be the paramount concern. 17. PVG Scheme Member leaves Boxing Scotland The club will update Boxing Scotland and Disclosure Scotland on PVG Scheme members who are no longer in regulated work with children on behalf of the organisation. Should a member of staff/volunteer not be in contact with the club for up to three months, the club will inform Boxing Scotland, who will then inform Disclosure Scotland that the individual is no longer in regulated work with children within the organisation. 64

65 BOXING SCOTLAND PROCEDURE FOR RECRUITMENT AND SELECTION OF STAFF/VOLUNTEERS IN REGULATED WORK WITH CHILDREN FLOWCHART Full details of the post are circulated as widely as possible, which should state if the role requires PVG checks or not. The information should also include the Club Secretary s contact details for any correspondence. Club Secretary should have all the application paperwork at hand and ready to send to anyone interested. They must also ensure that the BSL application form contains a BSL Equality Monitoring Form to promote equality of opportunity. The Club Secretary should provide any interested candidates with the relevant role description, a BSL application form, BSL self-declaration form and the PVG Scheme guidance notes, and instruct them of their next steps. Applicant asked to complete the BSL application form and return to the Club Secretary, along with the completed selfdeclaration form, which should be sealed in an envelope marked PRIVATE & CONFIDENTIAL Self-declaration Form. The Club Secretary is satisfied with the application form and wishes to continue with the application? YES NO Self-declaration form is destroyed, BSL is made aware of the development immediately after the interview. And application is taken no further. Club Secretary and Child Protection Officer open the Self-declaration Form envelope, are both satisfied from the selfdeclaration form that the applicant is suitable for the position applied for, and wish to continue with the application? YES NO Self-declaration form is destroyed, BSL is made aware of the development immediately after the interview. And application is taken no further. Club Secretary should photocopy the completed application form, retain the original for club records and send the copy along with the completed self-declaration form, which should be re-sealed in the PRIVATE & CONFIDENTIAL envelope to; New Member Registrations, Boxing Scotland Ltd, 5 Nasmyth Court, Houston Industrial Estate, Livingston, EH54 5EG The applicant is successfully interviewed for the position, is offered the role at the club pending receipt of satisfactory references, satisfactory disclosure information, and accepts the position at the club? YES NO Self-declaration form is destroyed, BSL is made aware of the development immediately after the interview. And application is taken no further. Club Secretary contacts BSL at; james.docherty@boxingscotland.org to request the applicant be referred to their nearest BSL Signatory to go through their PVG Scheme checks. Please note: BSL will only refer applicants who have provided both their completed BSL application form and self-declaration Club Secretary & CPO are satisfied with both references. Secretary keeps a copy of both forms and sends originals to BSL. Individual appointed on receipt of a satisfactory Scheme Record/Scheme Record Update. Applicant accepts post in writing, which includes signing up to the Child Protection policy and code of conduct. New member receives a welcome tour of the club prior to their starting date, which includes a tour of the facility, an introduction to all present members and volunteers, general health & safety advice and the offer of any required training or mentoring to help their personal development within their chosen role. Ongoing monitoring of new members suitability, retrospective checks and assessing any new vetting information. YES Still suitable? NO Follow Procedure for Responding to Concerns about the conduct of a member of staff/volunteer. 65

66 LETTER TO APPLICANTS FOR REGULATED WORK WITH CHILDREN - TEMPLATE Dear Your interest in the position of (e.g. coach) within the activity of boxing We thank you for your interest in taking up this post within Scottish boxing and have enclosed all forms that are relevant to this. Please contact The Club Secretary if you have any questions or need help completing the forms. Boxing Scotland has a legal duty to ensure the suitability of any individual who works or volunteers with children and young people. In accordance with the Boxing Scotland Child Protection Policy and Procedures, everyone seeking appointment in such a position must complete an application form and a self-declaration form prior to appointment. Boxing Scotland deems this post to be regulated work with children. To comply with the Protection of Vulnerable Groups (Scotland) 2007 Boxing Scotland will require the person it wishes to appoint to this post to be a member of the PVG Scheme. If you are considered suitable for this role you will be asked to complete a Scheme Record/Scheme Record Update. We would ask, therefore, that you complete the enclosed application and self-declaration forms. Please insert the selfdeclaration form in an envelope marked, Private and Confidential seal it and return it to the Club Secretary, with the completed application form. All information will be strictly managed in accordance with Boxing Scotland Policy on the Secure Storage of Information, Policy on the Rehabilitation of Offenders and will only be shared with those who are involved in decisions about recruitment and selection. Having a criminal record will not necessarily bar you from working with us. This will depend on the circumstances and background of any offences and nature of the position. A full assessment of each applicant s suitability will be undertaken based on all available information. Thank you, again, for your interest in promoting boxing to children and young people. We look forward to receiving your application. Yours Enclosed: Role description for regulated work with children. Application form for regulated work with children. Self-declaration form for regulated work with children. PVG Scheme Q&A guidance notes. 66

67 Role Description Template President/Chair Person The template below provides some ideas for the type of skills and duties that can be included on a Role description for a Chair Person. The duties should be amended, improved, added to or deleted to suit the circumstances of the club, but in particular to suit the person taking on the Role e.g. their current commitments, skills, time constraints etc. ROLE TITLE: RESPONSIBLE TO: SKILLS REQUIRED: President/Chair Person The Club Executive Committee Enthusiastic Well organised Prepared to make a regular time commitment Prepared to make instant decisions when necessary Confident at some public speaking and keeping order during meetings. MAIN DUTIES: 1) Take responsibility for managing the executive committee and the affairs of the club 2) Oversee and guide all decisions taken by the executive committee and sub committees 3) To undertake training appropriate to the role e.g. child protection training and BSL Executive training courses 4) In liaison with the Child Protection Officer, oversee the work and recruitment of all officers 5) To lead on the management of concerns regarding child protection issues at the club 6) In conjunction with the secretary, prepare and present the annual report 7) Liaise with the secretary on the Agenda for each meeting and approve the minutes before they are circulated 8) Be completely familiar with the constitution, club rules, committee procedures and the AIBA Technical & Competition Rules. 9) Liaise with the Treasurer to ensure that funds are spent properly and in the best interests of the club 10) Help to prepare and submit any statutory documents that are required (e.g. VAT, grant aid reports) 11) If unable to attend any committee meeting, a written report should be sent to the meeting and the Vice Chairman/Secretary briefed on the Agenda 12) If position involves regulated work with children, you will be required to go through the PVG Scheme checks with a BSL Signatory TIME COMMITMENT: SIGNATURES per week Chair Person Date / / Print name Secretary Date / / Print name 67

68 Role Description Template - Secretary The template below provides some ideas for the type of skills and duties that can be included on a Role description for a Secretary. The duties should be amended, improved, added to or deleted to suit the circumstances of the club, but in particular to suit the person taking on the Role e.g. their current commitments, skills, time constraints etc. ROLE TITLE: RESPONSIBLE TO: Secretary The Club Management Committee SKILLS REQUIRED: Well organised Good communication skills A strategic thinker, who is able to plan ahead Prepared to make a regular time commitment Friendly and approachable manner MAIN DUTIES: 1) The first point of contact for all enquiries 2) Represent the club at regular Club/District/BSL meetings 3) To take and distribute minutes from meetings 4) To undertake training appropriate to the role e.g. child protection training and BSL Executive training courses 5) To communicate all relevant club business to relevant personnel 6) To ensure action points from meetings have been carried out within agreed timescale(s) 7) To deal with correspondence and keep everyone at the club up to date with current rules, legislation, events and competitions 8) Organising and/or assisting with relevant District events/boxing shows 9) Communicating regularly with the relevant District Secretary and BSL 10) If position involves regulated work with children, you will be required to go through the PVG Scheme checks with a BSL Signatory TIME COMMITMENT: SIGNATURES: per week Treasurer Date / / Print name Chair Person Date / / Print name 68

69 Role Description Template - Treasurer The template below provides some ideas for the type of skills and duties that can be included on a Role description for a Treasurer. The duties should be amended, improved, added to or deleted to suit the circumstances of the club, but in particular to suit the person taking on the Role e.g. their current commitments, skills, time constraints etc. ROLE TITLE: RESPONSIBLE TO: SKILLS REQUIRED: Treasurer The Club Management Committee Well organised Able to keep records Confident about handling figures and money Honest Prepared to make a regular time commitment MAIN DUTIES: 1. Responsible for the club finances 2. Deal efficiently and effectively with all invoices and bills 3. Keep up to date records of all the financial transactions 4. Ensure that funds are spent properly 5. Issue receipts and record all money received 6. Attend committee meetings and present the budget report 7. Prepare the end of year accounts to present to the auditors 8. In agreement with the committee plan the annual budget 9. Monitor the budget throughout the year 10. Do annual pre-season projections for the season ahead, to plan and budget accordingly 11. If position involves regulated work with children, you will be required to go through the PVG Scheme checks with a BSL Signatory TIME COMMITMENT: SIGNATURES: per week Treasurer Date / / Print name Chair Person Date / / Print name 69

70 Role Description Template Delegate/Working Official The template below provides some ideas for the type of skills and duties that can be included on a Role description for a Delegate/Working Official. The duties should be amended, improved, added to or deleted to suit the circumstances of the club, but in particular to suit the person taking on the Role e.g. their current commitments, skills, time constraints etc. ROLE TITLE: Delegate/Working Official RESPONSIBLE TO: The Club Management Committee SKILLS REQUIRED: Well organised Good communication skills Able to take notes/minutes from meetings and communicate them back to the club Prepared to make a regular time commitment MAIN DUTIES: 1. To attend regular club/district meetings and help out at regular boxing shows/events 2. To undertake training appropriate to the role e.g. child protection training and BSL Executive training courses 3. Represent the club at regular Club/District/BSL meetings and communicate relevant information back to the club 4. To liaise and communicate regularly with the Club Secretary and to keep up to date on any club/district issues 5. To communicate regularly with Boxing Scotland 6. If position involves regulated work with children, you will be required to go through the PVG Scheme checks with a BSL Signatory TIME COMMITMENT: SIGNATURES: per week Delegate Date / / Print name Chair Person Date / / Print name 70

71 Child Protection Officer Role Description Role TITLE: Child Protection Officer RESPONSIBLE TO: The Club Executive Committee SKILLS/ATTRIBUTES REQUIRED: Approachable with friendly manner Good listener Well organised Highly motivated Prepared to pass on concerns to professional agencies when necessary Responsible with confidential documents and information MAIN DUTIES - JOINT RESPONSIBILITY: 1. Ensure that the child protection procedures are understood and adhered to by all at the club. 2. Establish and maintain the complaints procedures as per BSL Child Protection guidelines. 3. Attend the Safeguarding in Sport workshops Safeguarding & Protecting Children and In Safe Hands and/or any other relevant child protection training. 4. Be familiar with current child protection legislation and The Children Act Understand the Boxing Scotland child protection procedures, rules and regulations and seek clarification on any areas you feel unsure of from Safeguarding in Sport or the BSL Child Protection Officer. 6. In the event of a complaint being made ensure that the complaints procedures are met in accordance with the BSL child protection guidelines and see the procedures through to the final decision. 7. Record all information in relation to any incidents/significant incidents or disclosures. 8. If unable to attend any executive committee meeting, a report/apologies should be sent to the club secretary. 9. To be actively involved in the vetting and recruitment processes of new staff and/or volunteers at the club and to monitor their conduct throughout their time with the club. 10. Responsible for the safe and responsible filing and storage of confidential details and documents. 11. You will be required to go through the PVG Scheme checks with a BSL Signatory TIME COMMITMENT (per week) hours/sessions SIGNATURES: Child Protection Officer (Sign) Print Name Date / / Chairperson/President (Sign) Print Name Date / / 71

72 Role Description Template Head Coach The template below provides some ideas for the type of skills and duties that can be included on a Role description for a Head Coach. The duties should be amended, improved, added to or deleted to suit the circumstances of the club, but in particular to suit the person taking on the Role e.g. their current commitments, skills, time constraints etc. ROLE TITLE: RESPONSIBLE TO: Head Coach The Club Management Committee and/or Chair person/president SKILLS REQUIRED: Well organised Good communication skills A strategic thinker, who is able to plan ahead Prepared to make a regular time commitment Friendly and approachable manner Willing to learn and develop their skills and attributes MAIN DUTIES: 1) The first point of contact for anyone attending the gym 2) To familiarise yourself with the AIBA Technical & Competition Rules and keep up to date with any changes 3) To maintain high ethical standards in coaching, to keep up-to-date with knowledge, skills and qualifications 4) Prepare all coaching sessions in advance, using session plans, white boards, flip charts etc 5) To work with and include assistant coaches in the preparation and running of each session 6) To identify, plan for and continually evaluate the development needs of the boxers 7) To undertake training appropriate to the role e.g. child protection training and BSL coaching courses 8) To travel to championships, boxing shows/events with the club s boxers and ensure they have arranged travel to and from events 9) To communicate regularly with the Club Secretary/Delegates and BSL to keep up to date with any changes in rules and/or procedures 10) If position involves regulated work with children, you will be required to go through the PVG Scheme checks with a BSL Signatory TIME COMMITMENT: SIGNATURES: per week Head Coach Date / / Print name Chair Person Date / / Print name 72

73 Role Description Template Assistant Coach The template below provides some ideas for the type of skills and duties that can be included on a Role description for an Assistant Coach. The duties should be amended, improved, added to or deleted to suit the circumstances of the club, but in particular to suit the person taking on the Role e.g. their current commitments, skills, time constraints etc. ROLE TITLE: RESPONSIBLE TO: Assistant Coach The Club Management Committee and/or Chair person/president SKILLS REQUIRED: Well organised Good listener with good communication skills Good team player, able to follow instructions Prepared to make a regular time commitment Friendly and approachable manner Willing to learn and develop their skills and attributes MAIN DUTIES: 1) The first point of contact, out with the Head Coach for anyone attending the gym 2) To familiarise yourself with the AIBA Technical & Competition Rules and keep up to date with any changes 3) To maintain high ethical standards in coaching, to keep up-to-date with knowledge, skills and qualifications 4) To work with Head coach in the preparation and running of each session 5) To identify, plan for and continually evaluate the development needs of the boxers in line with the Head Coach s recommendations 6) To undertake training appropriate to the role e.g. child protection training and BSL coaching courses 7) To travel to championships, boxing shows/events with the club s boxers and ensure they have arranged travel to and from events 8) To communicate regularly with the Head Coach and BSL to keep up to date with any changes in rules and/or procedures 9) If position involves regulated work with children, you will be required to go through the PVG Scheme checks with a BSL Signatory TIME COMMITMENT: SIGNATURES: per week Assistant Coach Date / / Print name Chair Person Date / / Print name 73

74 APPLICATION FORM FOR NEW BOXING SCOTLAND COACHES Club (applying to join) Boxing Scotland District Position(s) applied for Personal Details Title (Mr/Mrs/Ms/Miss): Surname: First name(s): Any first name, surname or maiden name previously known by: INSERT COACH PHOTO HERE PLEASE NOTE: Date of birth: Place of birth: Home address and contact Details Address: Home Telephone number: address: Postcode: Mobile no. Application will not be considered without an up to date photograph Employment Details Current occupation: Role title: Address: Name of organisation: Start date: Telephone number(s): Nature of duties: Postcode: 74

75 Page 1 of 3 Previous experience(s) of volunteer work with children &/or experience relevant to this position Name of organisation(s): Start date(s): Finish date(s): Description of role and duties: If you have any other relevant voluntary experience, please use an additional sheet of paper Qualifications & training relevant to this position (please provide dates and venues where possible) Academic qualifications: Sporting qualifications or training courses attended: Child protection training attended: Previous boxing &/or boxing coaching experience: Please provide information on your previous boxing &/or boxing coaching experience including level(s) boxed/coached at i.e. club, national, international and number of years in the sport: Boxing experience Club Country From (Year) To (year) Achievements Coaching experience Club Country From (Year) To (year) Achievements References Page 2 of 3 75

76 Please provide details of two people that have known you well for at least 2 years who we can contact for a reference (not relatives). One must have first-hand experience of your work with children (where applicable). Name: Name: Address: Address: Postcode: Telephone number(s): Postcode: Telephone number(s): How the person is known to you: How the person is known to you: Applicant Declaration I confirm that the information I have provided in support of my application is a complete and true record. I agree to accept and work to the ABS Child Protection Policy and to accept and follow the Codes of Conduct laid down in the Boxing Scotland Best Practice Guide. Signed: Print name: Date: For Club Use Only Applicant Successful? Yes No References Received? Yes No CRB Disclosure Check Obtained Yes No Please return this form to: Boxing Scotland Ltd, 5 Nasmyth Court, Houston Industrial Estate, Livingston, EH54 5EG We guarantee that this information will only be seen by those who need to see it as part of the recruitment process. Boxing Scotland is fully committed to the principles of equality of opportunity and is responsible for ensuring that no Role applicant, employee, volunteer or member receives less favourable treatment on the grounds of age, gender, disability, race, ethnic origin, nationality, colour, parental or marital status, pregnancy, religious belief, class or social background, sexual preference or political belief. Boxing Scotland will ensure that there will be open access to all those who wish to participate in all aspects of boxing and leisure activities and that they are treated fairly. 76

77 Page 3 of 3 APPLICATION FORM FOR NEW BOXING SCOTLAND VOLUNTEERS Club ABS District Position(s) Applied For Personal Details Title (Mr/Mrs/Ms/Miss): Surname: First name(s): Any first name, surname or maiden name previously known by: Date of birth: Place of birth: Home address and contact Details Address: Postcode: Telephone number(s): address: Employment Details Current occupation: Job title: Address: Name of organisation: Start date: Postcode: Telephone number(s): Nature of duties: 77

78 Page 1 of 3 Previous experience(s) of volunteer work with children &/or experience relevant to this position Name of organisation(s): Start date(s): Finish date(s): Description of role and duties: If you have any other relevant voluntary experience, please use an additional sheet of paper Qualifications & training relevant to this position (please provide dates and venues where possible) Academic qualifications: Sporting qualifications or training courses attended: Child protection training attended: Previous Boxing Judging &/or Refereeing experience (if applicable): Please provide information on your previous Judging &/or Refereeing experience including level(s) Judged/Refereed at i.e. club, national, international and number of years in the sport: Judging experience Club Country From (Year) To (year) Estimated number of contests Judged Refereeing experience Club Country From (Year) To (year) Estimated number of contests Refereed 78

79 Page 2 of 3 References Please provide details of two people that have known you well for at least 2 years who we can contact for a reference (not relatives). One must have first-hand experience of your work with children (where applicable). Name: Name: Address: Address: Postcode: Telephone number(s): Postcode: Telephone number(s): How the person is known to you: How the person is known to you: Applicant Declaration I confirm that the information I have provided in support of my application is a complete and true record. I agree to accept and work to the ABS Child Protection Policy and to accept and follow the Codes of Conduct laid down in the ABS Best Practice Guide. Signed: Print name: Date: For Club Use Only Applicant Successful? Yes No References Received? Yes No CRB Disclosure Check Obtained Yes No Please return this form to: Boxing Scotland Ltd, 5 Nasmyth Court, Houston Industrial Estate, Livingston, EH54 5EG We guarantee that this information will only be seen by those who need to see it as part of the recruitment process. Amateur Boxing Scotland is fully committed to the principles of equality of opportunity and is responsible for ensuring that no job applicant, employee, volunteer or member receives less favourable treatment on the grounds of age, gender, disability, race, ethnic origin, nationality, colour, parental or marital status, pregnancy, religious belief, class or social background, sexual preference or political belief. Amateur Boxing Scotland will ensure that there will be open access to all those who wish to participate in all aspects of boxing and leisure activities and that they are treated fairly. 79

80 Page 3 of 3 Section 4 Protection of Vulnerable Groups (Scotland) Act 2007 Before signing the declaration below, please read the following notes on the Protection of Vulnerable Groups (Scotland) Act 2007 (PVG Act): 1. Section 34 of the PVG Act makes it an offence for an individual to do, or to seek or agree to do any regulated work (paid or unpaid) from which the individual is barred. 2. Section 35 of the same act makes it an offence for an organisation to offer regulated work (paid or unpaid) to an individual barred from that work. 3. A person is barred from regulated work with children if they are: The subject of an automatic listing (under section 14 of the PVG Act). Included in the PVG Children s List (and, by default, the Independent Safeguarding Authority Children s List which covers the rest of the UK) under section 15 of the PVG Act. 4. Under section 12 of the PVG Act an individual can be considered for listing as information on their suitability to work with children is assessed. *I confirm that I am not barred from regulated work with children as set out in sections 14 and 15 of the PVG Act, nor am I under consideration for listing as set out in section 12 of the same Act. OR *I am under consideration for listing *(delete as appropriate) I certify that all information contained in this form is true and correct to the best of my knowledge and realise that false information or omissions may lead to dismissal. I understand that deliberately giving false information can result in prosecution. Signed: Date: Section 5 Declaration 1. I hereby declare and represent that, except for as disclosed above, I have not at any time, whether in the United Kingdom or abroad, been found guilty and sentenced by a court for a criminal offence. 2. I will assist Boxing Scotland to request a Scheme Record/Scheme Record Update (as appropriate under the PVG Act) for the purposes of verifying the replies given in this declaration, including enquiries of any relevant authority. 3. I agree to inform the club and Boxing Scotland if I am convicted of an offence while a member of staff/volunteer with the organisation. I understand that failure to do so may lead to the immediate suspension of my work (paid or unpaid) for the organisation and/or the termination of my services. 4. If I become considered for listing, I understand this will result in precautionary suspension. 5. I agree to abide by the conditions above and certify that the information contained in this form is true and correct to the best of my knowledge and I realise that false information or wilful omissions may lead to the immediate suspension of my work for the organisation or the termination of my services. Signed: Date: 80

81 PVG SCHEME Q&A GUIDANCE NOTES - TEMPLATE The Protection of Vulnerable Groups (Scotland) Act 2007 introduced the PVG Scheme for those in regulated work with children and protected adults. Disclosure Scotland holds a Children s List and an Adult s List of individuals barred from regulated work with children and/or protected adults. For the purposes of our organisation and in line with our Procedure for the Recruitment and Selection of Members of Staff/Volunteers in regulated work with children, we require you to become a PVG Scheme member. Regulated work with children includes: - caring for children - teaching, instructing, training or supervising children - being in sole charge of children - having unsupervised access to children - being a host parent. 1. Does the legislation state I need to be a PVG Scheme member to work with children? No. It is not a legal requirement for you. However, it is a legal requirement of our organisation to ensure that we do not employ an individual (paid or unpaid) who is on the Children s List and therefore barred from working with children. That is why we are asking you to become a PVG Scheme Member. This is the only way we can check you are not barred. We want to ensure that we are safeguarding the children in our organisation to the best of our ability. 2. What do I need to do to become a PVG Scheme member? We have identified that the role you are applying for is regulated work with children. If we wish to appoint you to this post you will have to be a PVG Scheme member. To join the PVG Scheme, it is necessary to complete a form applying for a Scheme Record and have your identification verified. A copy of your Scheme Record, with your own unique identification number, is then issued to you and to this organisation. You will remain a Scheme member for life or until you are no longer involved in regulated work with children. 3. What if I have previous convictions/non-conviction information? Having a criminal record will not necessarily prevent you from working in our organisation. Any relevant vetting information disclosed on your Scheme Record will be considered in relation to the position you have applied for. By disclosing this information in the self-declaration form, you will have had the opportunity already to make us aware of this information and provide some details. If required, we will invite you to a meeting to discuss this further (if this did not happen at interview) to ensure we have as much of an understanding as possible with regards to your situation. 4. What are Scheme Record Updates? As part of our ongoing commitment to safeguard children in our organisation, we will require those in regulated work with children to complete self-declaration forms every two/three * years as well as complete a Scheme Record Update. This provides both you and our organisation with any updated information on your Scheme Record. 5. How much will it cost? There is no charge for PVG application through Boxing Scotland for a voluntary position. For more information and details on PVG: 81

82 Dear, LETTER TO REFEREES FOR REGULATED WORK WITH CHILDREN has applied to volunteer with amateur boxing in a role as and has given your name as a referee. The position includes regulated work with children. As an organisation committed to the welfare and protection of children we would like to know if there is any reason at all to be concerned about this applicant being in contact with children? YES/NO Delete as appropriate. If you have answered YES we will contact you in confidence. We would appreciate your honesty in providing us with some information which will allow us to consider their application. All the information on this form will be treated confidentially and in accordance with relevant legislation and guidance. Information will only be shared with the person conducting the assessment of the applicant s suitability for the position. How do you know the applicant and how long have you known them? What qualities does this person have that would make them suitable to work with children? Please rate this person on the following (please tick one): Unsatisfactory Satisfactory Good Excellent Attendance Responsibility Maturity Self-motivation Can motivate others Ability to work as a team Willingness to follow instructions Commitment Communication skills Trustworthiness Reliability - If you have ticked unsatisfactory for any of the above, please provide more details. - Please also use this space to provide any other information about the applicant which you consider is relevant to the position applied for (continue on a separate sheet if necessary). I declare that all the information contained in this form is accurate and truthful to the best of my knowledge. Signature: Date: Print Name: Referee to return completed reference to Boxing Club Secretary: Boxing Club Secretary to; photocopy completed reference form and send a copy to; New Member Registrations BSL-Ltd, 5 Nasmyth Court, Houston Industrial Estate, Livingston, EH54 5EG 82

83 SAMPLE INTERVIEW/DISCUSSION QUESTIONS FOR REGULATED WORK WITH CHILDREN Interviews are a two way process of gathering information. The best way to do this is to ask questions that seek to explore a person s previous experiences, their attitudes and to look at how they have used those experiences and their awareness of attitudes. Questions that allow for simple Yes or No answers should be avoided. The following suggested questions will help you to plan the interview/discussion and should be built around other information gathering questions. The questions are accompanied by the sorts of words and phrases that interviewers might look for in a good candidate. Question Can you tell us why you want to take on the post of [insert]? Can you tell us about your experience of caring for, working with, or coaching children and young people? What do you think are the attributes/skills required in a good coach/team manager of children and young people? Can you give us examples of where and how you have used some of those skills? Can you think of an example where you have been critical towards a child? How could you have handled it differently? If we approached people who know you well, what would they say were your strengths so far as this post/role is concerned? If a child approaches you to say they re being bullied by others in the team, how will you handle this? How will you gain the respect and trust of children and young people? Answers should demonstrate: A commitment to helping young people enjoy the sport safely and to share knowledge and experience. Experiences as a parent, employment or voluntary work. Interviewers must also assess what level of direct, unsupervised contact was involved. An understanding of issues that affect children. Communication skills. The importance of promoting enjoyment, not just achievement. Promoting healthy competitiveness. Being sensitive to the ability of children. Encouragement, not criticism. Experience at work (perhaps working with adults, but the skills should be evident) or in voluntary work. Positively demonstrating or explaining how child could have acted/behaved. Patience. Supportive. Encouraging attitude. Interviewers should refer to the relevant section in the Safe in Care Guidelines and compare applicant s response. Being fair, consistent, not having favourites. Being clear in what is said and done. Being honest. Positive. Listening. Respect. 83

84 SAMPLE INTERVIEW/DISCUSSION QUESTIONS FOR REGULATED WORK WITH CHILDREN Question An adult volunteer is shouting repeatedly at a child they are training. How would you respond? Give an example of a time when you had a difficult day at work and had to go straight to a coaching session with children. Tell us about how you approached that session. Did you do anything differently? A young child is lingering in the showers after a game. He says he can t dry himself properly and asks you to do it. What do you do? Would you be willing to undertake training sessions as and when required? Will you undertake to read and abide by [Organisation name] Child Protection Policy and Procedures? Have you done anything which would preclude you from working with children and young people? Answers should demonstrate: Adult could be venting their frustration. Failing to understand the child s perspective. Failing to recognise that they are an adult and dealing with a child (using adult orientated language etc). Challenge adult s behaviour. Asking another adult to assist at the session. Being aware that that was work, this is now sport. Focusing on the session and the young people. Interviewers should refer to Code of Conduct and compare applicant s response. Ask child why. Get another adult to view (unobtrusively) actions. If the answer is No then you do not have a successful candidate. If the answer is No then you do not have a successful candidate. If answer is Yes ask for details. If the answer is No advise that their self-declaration form will be compared to their Scheme Record/Scheme Record Update. 84

85 RETROSPECTIVE CHECKS LETTER FOR REGULATED WORK WITH CHILDREN Private & Confidential Name Address Address Address Post Code Date Dear, Retrospective Checks Boxing Scotland has an ongoing commitment to keep children safe in our organisation. Therefore we require all members of staff/volunteers to undertake a Scheme Record/Scheme Record Update in line with our Recruitment and Selection Procedure for regulated work with children. Before we undertake these retrospective checks we are issuing all affected staff/volunteers a self-declaration form (for regulated work with children) for completion and return. This is to ensure you have had the opportunity to declare any conviction or non-conviction information to us prior to our request for a Scheme Record/Scheme Record Update. Once this information has been received you will be asked to complete the relevant application form. Please complete the enclosed self-declaration form, seal it in an envelope, and return it to; New Member Registrations BSL-Ltd, 5 Nasmyth Court, Houston Industrial Estate, Livingston, EH54 5EG Any relevant conviction or non-conviction information declared on a self-declaration form, or which subsequently appears on a Scheme Record/Scheme Record Update, will be discussed with you at a formal meeting. If you have any questions regarding this process please speak to Jimmy Dunn in the first instance. Yours Enclosed: Self-declaration form for regulated work with children. 85

86 TRAINING WORKSHOPS Recruitment and Selection, CHILDREN 1 ST workshop This 1-day workshop is for anyone who will have responsibility in recruiting and selecting staff/volunteers to regulated work with children. The overall aim of this workshop is to ensure that participants understand the importance of a robust recruitment and selection process in the protection of children and young people and how this can be developed and maintained in their organisation. 86

87 STEP 7 Adopt the Boxing Scotland responding to concerns procedures to ensure that staff/volunteers get the appropriate help for a child or challenge the inappropriate conduct of any adults within your club. Why is this important? It can be very difficult to know what to do if faced with a concern about a child, especially if the concern involves someone you know. A set procedure ensures that everyone is clear on what action to take in the event of suspected abuse or inappropriate behaviour. It gives staff and volunteers clear, important steps to follow; ensuring action is taken quickly and in the best interests of the child. Procedures: - BSL Responding to Concerns about a child. - BSL Responding to Concerns about the conduct of a member of staff/volunteer. Template: - BSL Significant Incident Report Form. 87

88 PROCEDURE FOR RESPONDING TO CONCERNS ABOUT A CHILD These procedures apply to all staff/volunteers involved in Boxing Scotland. 1. Concerns about the General Welfare of a Child (NOT involving concerns about child abuse) Boxing Scotland is committed to working in partnership with parents/carers whenever there are concerns about a child. Parents/carers have the primary responsibility for the safety and well-being of their children. Where the concern does not involve the possibility of abuse, worries may be discussed with parents/carers. For example, if a child seems withdrawn, he/she may have experienced an upset in the family, such as a parental separation, divorce or bereavement. Common sense is advised in these situations. Any significant, untoward or unusual incidents which cause concern about the welfare of a child should be recorded on the Significant Incident Form and reported to the Club Child Protection Officer as soon as possible. Parents/carers should also be informed of the circumstances as soon as possible. Advice must be sought from Boxing Scotland Child Protection Officer James Docherty if there is any uncertainty about the appropriate course of action where there are concerns about the general welfare of a child. 2. Concerns about the Abuse of a Child What to Do if a Child Tells You about Abuse No member of Boxing Scotland shall investigate allegations of abuse or decide whether or not a child has been abused. Allegations of abuse must always be taken seriously. False allegations are very rare. If a child says or indicates they are being abused or information is obtained which gives concern that a child is being abused, the information must be responded to on the same day in line with the following procedure. 2a Respond React calmly so as not to frighten the child. Listen to the child and take what they say seriously. Do not show disbelief. Reassure the child they are not to blame and were right to tell someone. Be aware of interpreting what a child says, especially if they have learning or physical disabilities which affect their ability to communicate or English is not their first language. Do not assume that the experience was bad or painful - it may have been neutral or even pleasurable. Avoid projecting your own reactions onto the child. Avoid asking any questions. If necessary only ask enough questions to gain basic information to establish the possibility that abuse may have occurred. Only use open-ended, non-leading questions e.g. Who? Where? When? Do not introduce personal information from either your own experiences or those of other children. Avoid: Panicking. Showing shock or distaste. Probing for more information than is offered. Speculating or making assumptions. Making negative comments about the person against whom the allegation has been made. Approaching the individual against whom the allegation has been made. Making promises or agreeing to keep secrets and giving a guarantee of confidentiality. Observation/Information from an individual or agency A concern or possible abuse of a child may be observed by another child or adult and information can come from an individual or another agency/organisation. 88

89 Where there is uncertainty about what to do with the information, directly from a child s disclosure or from someone else, Boxing Scotland Child Protection Officer must firstly be consulted for advice on the appropriate course of action. If Boxing Scotland Child Protection Officer is unavailable or an immediate response is required, the police and/or social work services must be consulted for advice. They have a statutory responsibility for the protection of children and they may already hold other concerning information about the child. Record any advice given. If you are concerned about the immediate safety of the child: Take whatever action is required to ensure the child s immediate safety. Pass the information immediately to the police and seek their advice. 2b Record Make a written record of the information as soon as possible using the Significant Incident Form, completing as much of the form as possible. The following information will help the police and social workers decide what action to take next: Child s name, age and date of birth. Child s home address and telephone number. Any times, dates or other relevant information. Whether the person making the report is expressing their own concern or the concerns of another person. The child s account, if it can be given, of what has happened and how any injuries occurred using the child s own words. The nature of the concern (include all of the information obtained during the initial account e.g. time, date, location). A description of any visible (when normally dressed) injuries or bruising, behavioural signs, indirect signs (do not physically examine the child). Details of any witnesses. Whether the child s parents/carers have been informed. Details of anyone else who has been consulted and the information obtained from them. If it is not the child making the report, whether the child has been spoken to, if so what was said using the child s own words. The child s views on the situation. If completing the form electronically, do not save copies to the hard drive, disk or pen drive. Print a copy, sign and date and then delete immediately. Pass the record to social work services or the police and to the Boxing Scotland Child Protection Officer that day. 2c Sharing Concerns with Parents/Carers Where there are concerns that the parents/carers may be responsible for or have knowledge of the abuse, sharing concerns with the parents/carers may place the child at further risk. In such cases advice must always firstly be sought from the police or social work services as to who informs the parents/carers. 89

90 BOXING SCOTLAND RESPONDING TO CONCERNS ABOUT A CHILD FLOWCHART Disclosure by child to staff member /volunteer Observation Information from another individual /agency Concern about child abuse Report to CPO (if not available go to next box) Take steps to ensure child s immediate safety, if required Record on Significant Incident Follow advice from police/social work as to who informs parents/carers Refer to police and/or social work Decide how to support child 90

91 BOXING SCOTLAND PROCEDURE FOR RESPONDING TO CONCERNS ABOUT THE CONDUCT OF A MEMBER OF STAFF/VOLUNTEER IN RELATION TO CHILDREN Concerns about the Conduct of a Member of Staff/Volunteer This section of the procedure should be read in conjunction with Boxing Scotland Complaints Procedure/Disciplinary Procedure *. The following section details the procedure to be followed where the concern is about a member of staff/volunteer. These procedures aim to ensure that all concerns about the conduct of a member of staff/volunteer are dealt with in a timely, appropriate and proportionate manner. No member of staff/volunteer in receipt of information that causes concern about the conduct of a member of staff/volunteer towards children shall keep that information to himself or herself, or attempt to deal with the matter on their own. In the event of an investigation into the conduct of a member of staff/volunteer all actions will be informed by the principles of natural justice: Employees and volunteers will be made aware of the nature of concern or complaint. Where the concern is about possible child abuse, advice will firstly be taken from the police as to what can be said to the employee or volunteer. An employee or volunteer will be given an opportunity to put forward their case. Boxing Scotland will act in good faith, ensure the matter is dealt with impartially and as quickly as possible in the circumstances. In all cases where there are concerns about the conduct of a member of staff/volunteer towards children, the welfare of the child will be the paramount consideration. At any point in responding to concerns about the conduct of a member of staff/volunteer, advice may be sought from the police or social work services. 1 Initial Reporting of Concerns Any concerns for the welfare of a child arising from the conduct of a member of staff/volunteer must be reported to the Club Child Protection Officer on the day the concern arises, as soon as practically possible. Where the concern is about the line manager or the Child Protection Officer it must be reported to the Boxing Scotland Child Protection Officer, James Docherty. 2 Recording Concerns must be recorded using the Significant Incident Form as soon as possible. Reporting the concerns to the Club Child Protection Officer should not be delayed by gathering information to complete the form or until a written record has been made. All subsequent actions taken and reasons for decisions shall be recorded (in the order in which they happened) on the Significant Incident Form. This should be signed and dated by the Club Child Protection Officer or the person appointed to manage the response to the concerns. Where Disciplinary Procedures * are invoked, a written record will be made of all actions and reasons for decision. Guidance on the storage, sharing and retention of such records is contained in the relevant procedure. 3 Establishing the Basic Facts Once the concerns have been reported Club Child Protection Officer will: 91

92 Establish the basic facts. Conduct an initial assessment of the facts in order to determine the appropriate course of action. Consult external agencies such as the police and social work services for advice at any time. This is important because they may hold other important information which, when considered alongside the current concerns, builds a significant picture of concern. 4 Conducting the Initial Assessment The Club Child Protection Officer will conduct the initial assessment. The purpose of the initial assessment is to clarify the nature and context of the concerns. It should determine whether there is reasonable cause to suspect or believe that a child has been abused/ harmed or is at risk of abuse or harm. Every situation is unique so guidance cannot be prescriptive. Where the established facts support a concern about possible abuse, the initial assessment will not form part of the disciplinary investigation. Subject to the nature and seriousness of the situation, if it is not clear at this stage whether a criminal offence may have been committed, the member of staff/volunteer may be approached as part of the information gathering process. Where the nature and seriousness of the information suggests that a criminal offence may have been committed, or that to assess the facts may jeopardise evidence, advice will be sought from the police before the member of staff/ volunteer is approached. An initial assessment of the basic facts may require the need to ask a child(ren) some basic, open-ended, nonleading questions solely with a view to clarifying the basic facts. It may also be necessary to ask similar basic questions of other children, or other appropriate individuals. Interviewing children about possible abuse and criminal offences is the sole remit of specially trained police officers and social workers. Questioning of children by those conducting an initial assessment should always be avoided as far as possible. If it is necessary to speak to the child in order to clarify the basic facts, best practice suggests that consent from the parent be obtained. Possible outcomes of initial assessment: (i) (ii) (iii) (iv) (v) No further action (facts do not substantiate complaint). Situation is dealt with under Boxing Scotland Disciplinary Procedures. Child protection investigation (jointly by police and social work services). Criminal investigation (by the police). The results of a criminal investigation may well influence the disciplinary investigation, but not in all cases. Civil proceedings (by the child/family who alleged abuse). 5 Initial assessment supports concerns about poor practice and/or misconduct (but not possible child abuse) The Club Child Protection Officer will deal with the situation in line with Boxing Scotland Disciplinary Procedures. Pending the outcome of any investigation conducted under Performance Management Procedures or Disciplinary Procedures, precautionary suspension will be considered in all cases where there is significant concern about the conduct of a member of staff/volunteer towards children (see section 7). The welfare of children will be the paramount concern in such circumstances. Where the circumstances meet the referral criteria set out in the Protection of Vulnerable Groups (Scotland) Act 2007, Boxing Scotland has a duty to make a referral to Disclosure Scotland (see section 11). 6 Initial assessment supports concerns about possible child abuse Where the initial assessment of information gives reasonable cause to suspect or believe possible child abuse the Club Child Protection Officer will refer the concerns to the police and/or social work services as soon as possible on the day the information is received. 92

93 The Club Child Protection Officer will make a written record of the name and designation of the social worker or the police officer to whom the concerns were passed together with the time and date of the call, in case any follow up is required. Referrals to the police/social work services will be confirmed in writing by the Club Child Protection Officer within 24 hours. A copy of the Significant Incident Form should be provided to the police/ social work services on request. Appropriate steps will be taken to ensure the safety of the child(ren) or who may be at risk. The parents/carers of the child(ren) involved will be informed as soon as possible following advice from the police/social work services. Advice will firstly be obtained from the police/social work services about informing the staff member or volunteer involved in the concerns. If the advice is to inform the staff member or volunteer, they will be told that information has been received which may suggest an allegation of abuse. As the matter will be sub judice (i.e. under judicial consideration) no details will be given unless advised by the police. All actions will ensure the best evidence is preserved for any criminal proceedings while at the same time safeguarding the rights of the employee or volunteer. The Club &/or Boxing Scotland will take all reasonable steps to support a member of staff/volunteer against whom an allegation of abuse has been made. 7 Precautionary Suspension Suspension is not a form of disciplinary action. The member of staff/volunteer involved may be suspended whilst an investigation is carried out. Suspension will be carried out by [name of person/group/panel responsible] in accordance with Boxing Scotland Disciplinary Procedures. At the suspension interview the member of staff or volunteer will be informed of the reason for suspension (within the confines of sharing information) and given the opportunity to make a statement which will be recorded should they wish to do so. Notification of the suspension and the reasons will be conveyed in writing to the staff member or volunteer in accordance with Boxing Scotland Disciplinary Procedures. 8 Disciplinary Investigation An ongoing criminal investigation does not necessarily rule out disciplinary action. However, any action taken must not jeopardise the criminal investigation. Advice must be taken from the police on this. Sufficient information should be available to enable the Boxing Scotland Chief Operating Officer to make a decision whether to go ahead with disciplinary action. 9 False or Malicious Allegations In exceptional circumstances where an investigation establishes an allegation is false, unfounded or malicious: The staff member or volunteer involved will receive an account of the circumstances and/or investigation and a letter confirming the conclusion of the matter. They may wish to seek legal advice. All records pertaining to the circumstances and investigation should be kept in accordance with Boxing Scotland Policy on the Secure Storage of Information. The Boxing Scotland &/or the Club Child Protection Officer will take all reasonable steps to support the individual in this situation. In these circumstances Boxing Scotland will review the child s participation in boxing. It may be appropriate to have a discussion with the child (with parental/carer permission). Data collected for the investigation will be destroyed in accordance with the requirements of the Data Protection Act Historical Allegations of Abuse Allegations of abuse may be made some time after the event e.g. an adult who was abused as a child by someone who is still currently working with children. These procedures will be followed in the event of an allegation of historical abuse. 93

94 11 Protection of Vulnerable Groups (Scotland) Act 2007 a) Boxing Scotland will refer to Disclosure Scotland the case of any member of staff/volunteer who (whether or not in the course of their role within the organisation) has: harmed a child placed a child at risk of harm engaged in inappropriate conduct involving pornography engaged in inappropriate conduct of a sexual nature involving a child, or given inappropriate medical treatment to a child. AND as a result: 1. Boxing Scotland has dismissed the member of staff or volunteer. 2. The member of staff or volunteer would have been dismissed as a result of the incident had they not resigned, retired or been made redundant. 3. Boxing Scotland has transferred the member of staff/volunteer to a position in Boxing Scotland which is not regulated work with children. 4. The member of staff or volunteer would have been dismissed or considered for dismissal where employment or volunteer role was not due to end at the expiry of a fixed term contract; or, 5. The member of staff or volunteer would have been dismissed or considered for dismissal had the contract not expired. Boxing Scotland will also refer the case of a staff member or volunteer where information becomes available after the member of staff or volunteer has: been dismissed by Boxing Scotland, resigned, retired or been made redundant, been transferred to another position in Boxing Scotland which is not regulated work with children; and, where Boxing Scotland receives information that a member of staff or volunteer who holds a position of regulated work has been listed on the Children s List, the member of staff or volunteer will be removed from the regulated work with children post. b) If Disclosure Scotland notify Boxing Scotland that a member of staff/volunteer is considered for listing that individual will be suspended as a precaution until the outcome of the case is determined. Remember that suspension is not a form of disciplinary action and does not involve pre-judgment. In all cases of suspension the welfare of children will be the paramount concern. c) If Disclosure Scotland inform Boxing Scotland that an individual is barred, that member of staff/volunteer will be removed from regulated work with children immediately in line with the Protection of Vulnerable Groups (Scotland) Act Media All media enquiries relating to the conduct of a member of staff or volunteer will be referred to Boxing Scotland Chief Operating Officer *. 94

95 BOXING SCOTLAND RESPONDING TO CONCERNS ABOUT THE CONDUCT OF A MEMBER OF STAFF/VOLUNTEER FLOWCHART Concern about the conduct of a member of staff/volunteer Report to BSL COO or CPO Record on the Significant Incident Initial assessment to establish the basic facts Consider precautionary suspension where appropriate Inappropriate behaviour? Serious poor practice/ misconduct? Possible child abuse? COO will take appropriate action Situation will be managed according to Disciplinary Procedures BSL CPO or COO will report concerns to police/social work Possible outcomes: Possible outcomes: Possible outcomes: No case to answer Informal discussion Formal discussion Further training and support agreed No case to answer Disciplinary Hearing Formal warning Further training and support agreed Dismissal Referral to Disclosure Scotland where PVG Police investigation Criminal proceedings Civil proceedings Disciplinary Hearing Referral to Disclosure Scotland where PVG criteria met Opportunity to appeal decision of the Disciplinary Hearing 95

96 SIGNIFICANT INCIDENT FORM - TEMPLATE This form must be completed as soon as possible after receiving information that causes concern about the welfare or protection of a child. The form must be passed to Boxing Scotland Child Protection Officer as soon as possible after completion; do not delay by attempting to obtain information to complete all sections. Complete Part A of this form if the concerns relate to the general welfare of a child. Complete Parts A and B if the concerns relate to possible child abuse. PART A WHERE THERE ARE CONCERNS ABOUT GENERAL WELFARE OF A CHILD 1. Child s Details Name: Address: Postcode: Preferred Language: Any Additional Needs? Date of Birth: Tel No: Is an interpreter required? YES / NO 2. Details of Person Recording Concerns Name: Address: Position/Role: Tel No: Postcode: 3. Details of Incident giving rise to Concerns (including date, time, location, nature of concern, who, what, where, when, why) 4. Details of any witnesses (including names, addresses and telephone contacts) 5. Details of injuries (including all injuries sustained, location of injury and action taken) 96

97 PART B WHERE THERE ARE CONCERNS ABOUT POSSIBLE CHILD ABUSE 6. Details of person about whom there is a concern Name: Address: Relationship to Child: Tel No: Postcode: 7. Details of concerns (including date, time, location, nature of concern, who, what, where, when, why Continue on a separate sheet if necessary) 8. Details of any action taken 9. Details of agencies contacted (including date, time, name of person contacted and advice received) 10. Have the child s parents/carers been informed? YES/NO (delete as appropriate) If yes, record details / If no please state why not: 11. Child s views on situation (if expressed). Where possible, please use the child s own words. Signed: Date: Print Name: Position: STEP 8 The Club Child Protection Officer should inform the Boxing Scotland Child Protection Officer of any disciplinary issues relating to child protection. The BSL Child Protection Officer will then use the BSL disciplinary procedure to deal 97

98 with any inappropriate conduct or child abuse and if necessary refer any individual to Disclosure Scotland for consideration on the Children s List. Why is this important? boxing clubs should encourage high standards of behaviour and action should be taken when members of staff/volunteers breach the code of conduct. A disciplinary procedure allows inappropriate behaviour to be addressed fairly and consistently. Child protection within an organisation is greatly enhanced by having a good disciplinary procedure. Guidelines: - Disciplinary Issues - Managing Common Reactions in a Disciplinary Hearing Procedure: - Disciplinary Templates: - Notice of precautionary suspension - Notice of disciplinary hearing - Notice of written warning or final written warning - Notice of dismissal or action short of dismissal - Notice of appeal hearing against disciplinary action - Notice of result of appeal hearing against disciplinary action Training: - Disciplinary Procedures 98

99 GUIDELINES FOR DISCIPLINARY ISSUES IN RELATION TO CHILD PROTECTION These guidelines are provided for managing a disciplinary procedure with an emphasis on cases of misconduct by a member of staff/volunteer involving children. It outlines good practice but it is not intended as an exhaustive guide to all disciplinary matters. If your organisation has existing disciplinary procedures and practices in place these should be followed. When managing any concern regarding the conduct of a member of staff/volunteer involving children it is first important to refer to your organisation s Responding to Concerns Procedure. Please note that the police or social work services can be contacted for advice with regard to any concern involving the alleged mistreatment of a child. If the nature of the concern suggests a criminal offence has occurred, or that a child may have been abused, the police or social work services must be contacted for advice. If a child is at risk of immediate harm contact the police. 1. MANAGING A PRECAUTIONARY SUSPENSION Duration - the duration of the suspension will vary depending on the circumstances. Typically it should not exceed the time taken to conduct a satisfactory investigation. Communication - at the outset the member of staff/volunteer should be invited to a suspension interview. The member of staff/volunteer will be informed of the reason for the suspension (within the confines of sharing information) and the duration of the suspension. The details of the suspension should also be confirmed in writing. (Notice of Precautionary Suspension) Extensions - an extension to the suspension period may be appropriate; if for example a disciplinary hearing uncovers further facts for investigation or it is advised by the police or social work services. The period of suspension should be kept under review and the member of staff/volunteer informed in writing of extensions. Pay - in the case of a paid member of staff, any period of suspension should be with full pay, as to freeze pay may be interpreted as a disciplinary penalty. Status - at the conclusion of the investigation the member of staff/volunteer should be invited to a disciplinary hearing. Consideration should be given to the suspension status of the member of staff/volunteer at this time. It may be extended pending further investigation or terminated following the conclusion of the disciplinary hearing. The member of staff/volunteer should receive confirmation in writing when the suspension is terminated. It is important to recognise that the suspension of a member of staff/volunteer may generate disruption within the organisation and consideration should be given to how to minimise this. 2. MANAGING A DISCIPLINARY PROCEDURE Where the initial assessment of a reported concern identifies misconduct, but not child abuse, by a member of staff/volunteer, the formal disciplinary procedure should be followed. If the nature of the concern suggests a criminal offence has occurred or that a child may have been abused then advice must be sought from the police before instigating the disciplinary procedure. A disciplinary procedure should be based on the principles of natural justice which promote fair treatment: the member of staff/volunteer will be made aware of the nature of concern or complaint the member of staff/volunteer will be given an opportunity to put forward their case the organisation will act in good faith, ensure the matter is dealt with impartially and as quickly as possible in the circumstances the organisation will offer the member of staff/volunteer the opportunity to appeal a disciplinary decision. 99

100 3. ROLES IN MANAGING A DISCIPLINARY PROCEDURE Typically there are three key roles in the management of a disciplinary procedure: 1. Investigating Officer (BSL Child Protection Officer). 2. Disciplinary Panel (BSL Board of Directors). 3. Appeal Panel (Sportscotland). The Investigating Officer will conduct the disciplinary investigation to establish the facts surrounding the alleged misconduct. The Disciplinary Panel will conduct a disciplinary hearing, make a decision on disciplinary action, and communicate the decision to the member of staff/volunteer at the centre of the allegation. The Appeal Panel will review the grounds for appeal by the member of staff/volunteer and make a determination on the appropriateness of the initial disciplinary action. Post holders should: be selected taking account of impartiality (that is, have no bias and be unconnected to the incident(s) in question be familiar with the standard procedures understand the importance of dealing with confidentiality, rumour and intimidation have consideration and respect for all parties including witnesses make efforts to put people at ease and deal firmly but sensitively with a potentially stressful experience. To promote impartiality at each stage of the process the Investigating Officer should not be involved in the Disciplinary or Appeal Hearing unless to deliver evidence. The Manager/Panel Members involved in the Disciplinary Hearing should not be involved in the Appeal Hearing. 4. CONDUCTING A DISCIPLINARY INVESTIGATION The following are recommendations for conducting a disciplinary investigation: Step 1 - Planning the Investigation Establish the precise details of the allegation, (seek clarification from complainant). List the parts of the code of conduct that have been breached. List what further information/evidence is needed to establish the facts. Define the resources and timelines for conducting the investigation. Step 2 - Establishing the Facts Identify who needs to be interviewed and the information required. For guidance on interviewing children or young people refer to section 6. Plan the order of interviews. Interviewing the volunteer/staff member at the centre of the allegation first may save a lot of time if, for example, he/she admits to the allegation. Ensure notice is provided to the interviewee and that it is at a convenient time and in a private location. It may be helpful to prepare questions or points to cover during the interview. State clearly the purpose of the interview and what the information will be used for. Open-ended questions (e.g. who, what, where, how and why) encourage people to talk and expand on the subject. Close-ended questions (e.g. Do you..) will only be answered by yes or no and should be used sparingly. They can be useful for confirming facts. Record the key points of the interview and ask the interviewee to confirm that it reflects the content of the conversation. Step 3 - Assessing the Facts Review all of the evidence to confirm whether there are any gaps in it. 100

101 Assess the investigation findings and determine whether a disciplinary hearing is appropriate. Certainty is preferable but it is sufficient to form an opinion on the balance of probabilities. 5. MANAGING A DISCIPLINARY HEARING Where the investigation findings provide sufficient evidence to instigate a disciplinary hearing the disciplinary procedure must be followed. The following are good practice guidelines on managing a Disciplinary Hearing and Conducting a Disciplinary Hearing: Invitation to Disciplinary Hearing This should be in the form of a letter to the member of staff/volunteer at the centre of the allegation (Notice of Disciplinary Hearing) and include: Confirmation of the date, time and venue of the proposed hearing. Confirmation that there is a requirement to attend. Reasonable detail of the allegations which will be presented. A copy of any documentary evidence that may be used at the hearing. Confirmation that the alleged misconduct may, if proven, require a disciplinary penalty to be imposed. If dismissal is an option this should be clearly stated in the letter. Clarification that no judgement will be made in advance of the disciplinary hearing. Confirmation that there will be the opportunity to answer the allegations. Clarification on the right to be accompanied by a colleague or trade union representative. Conducting the Disciplinary Hearing The following practices are recommended when conducting a disciplinary hearing: The allegations and evidence will be put clearly to the member of staff/volunteer. The member of staff/volunteer will be asked to comment on the evidence and the allegations. If matters come to light at the disciplinary hearing that warrant further investigation, consideration will be given to adjourning the hearing while those matters are investigated. The results of any further investigation will be reported to the member of staff/volunteer who will be given an opportunity to comment. Once the issues have been put to the member of staff/volunteer and discussed, the respective positions of both sides will be summarised at the end of the hearing. The member of staff/volunteer is told that all that they have said will be considered and that they will be written to with the Manager/Panel s decision. The Manager/Panel will retire to consider its decision before contacting the member of staff/volunteer. The Disciplinary Manager/Panel should avoid the following behaviours during the course of the disciplinary hearing: Using humour. Being apologetic or debating the evidence. Defending, arguing, justifying. Allowing the meeting to go on too long. Making promises that can not be kept. 6. SPECIAL CONSIDERATIONS - SPEAKING TO CHILDREN DURING THE INVESTIGATIVE PROCESS OR AS PART OF A DISCIPLINARY HEARING In establishing the facts of any concern or complaint, it may be necessary to speak to a child or children who were involved in the alleged incident. In some circumstances, it would not be appropriate for the person conducting the investigation to speak to a child involved in the incident. In particular, if the nature of the concerns suggests a criminal offence has occurred or that a child may have been abused, then it is the Role of specially trained and competent police officers and social workers to interview the child. If there is any doubt as to whether it is okay to speak to a child, advice should firstly always be sought from the police 101

102 or social work services. In cases where the nature of the complaint or concern is such that the police or social work services are not involved, careful consideration should still be given before approaching children to give information as part of the initial investigation process or as part of a disciplinary hearing. To minimise distress or anxiety for the child it is a good idea to give some thought as to how to approach them. Some things to consider are: The age, gender and background of the child i.e. will they require an interpreter? Whether the child has any learning or physical disability which might affect their ability to communicate with others The child s emotional state Timing and location of interview, bearing in mind the child s daily routines What you will do if the child becomes upset Obtaining consent from the parents/ carer Any other information which may be relevant. Parties should decide whether it is BSLolutely necessary for the child to be involved in a disciplinary hearing. If the child is to be involved consideration should be given to the following: Allowing the child to be accompanied by a relative or other responsible adult (preferably someone who is not involved in the case) The environment or room layout - how intimidating it could appear to a child The number of people present - try to ensure only those who need to be there are present whilst the child gives evidence The age of the child The nature of the evidence the child may be giving The nature of the relationship between the child and the subject of the hearing The tone and style of questioning i.e. clear, non-threatening with sufficient opportunity for the child to consider the questions and answer them. These considerations should be balanced against the need to ensure the member of staff/volunteer has a fair hearing. 7. DECIDING ON THE DISCIPLINARY PENALTY Where the Disciplinary Manager/Panel believes that a case of misconduct is proven, a decision must be reached on the appropriate disciplinary penalty. A decision on the disciplinary penalty should be applied in accordance with the disciplinary procedure. The following should be considered when deciding on the penalty: The nature and seriousness of the misconduct. Previous disciplinary record. The likelihood of repeating the misconduct. Previous service/contribution to the organisation. The penalty should be appropriate to the severity of the misconduct. Once the penalty has been agreed the member of staff/volunteer should be written to with confirmation of the penalty and the brief reasons (Notice of Written Warning or Final Written Warning). If a warning is to be given, the length of time for which this will be live should be stated in the letter and should be in accordance with the disciplinary procedure. Any letter of dismissal should make clear the reason why the member of staff/volunteer is being dismissed and the date when the termination will take effect (Notice of Dismissal of Action Short of Dismissal). 102

103 8. THE APPEAL PROCESS In line with the principles of natural justice a member of staff/volunteer should have the right to appeal a disciplinary penalty decision. Letters communicating a disciplinary penalty should state that the member of staff/volunteer has a right to appeal against the disciplinary penalty and should include details of the person to write to and the timescales involved. A member of the organisation who is in a more senior position than the person making the penalty decision should conduct an appeal. The person(s) hearing the appeal should not have been involved in the procedure leading up to the penalty decision. The appeal hearing should be arranged with advance notice of date, time and venue and should be confirmed in writing to the member of staff/volunteer. Prior to the appeal hearing, the member of staff/volunteer should be asked to confirm any grounds on which they are appealing and why they believe the penalty decision was incorrectly made. Once any issues have been discussed at the appeal hearing the matter should be adjourned and the member of staff/volunteer told that a decision will be made and confirmed in writing. The decision of the Appeal Manager/Panel should be confirmed in writing to the member of staff/volunteer. In accordance with the club s disciplinary procedure the letter should confirm whether there is any further right of appeal (Notice of Appeal Hearing Against Disciplinary Action). 103

104 Response/Morale GUIDELINES: MANAGING COMMON REACTIONS IN A DISCIPLINARY HEARING A disciplinary hearing involves having a difficult conversation and this can generate a mixture of feelings for both the person leading the hearing and the member of staff/volunteer at the centre of it. For the person leading the hearing these concerns often centre around managing the response from the member of staff/volunteer and the impact it will have on your relationship with them, or their peer group. It is important to acknowledge these feelings and to use any available support. This might involve speaking with someone who you know has led a disciplinary process before or seeking guidance from your governing body. As part of the preparation for managing a disciplinary procedure it can be helpful to consider the member of staff/volunteer at the centre and their possible reactions. Below is a model that describes the stages that an individual is likely to go through when faced with a change in their lives. Indeed, the organisation s staff/volunteers can go through the same cycle. It can be applied when considering the stages a member of staff/volunteer may go through when an allegation has been made against them. Though just a model it can be a useful prompt to consider where a member of staff/volunteer might be in the change process. This can help you consider what type of reactions you may be faced with during the course of the disciplinary hearing. Shock Moving On Denial Acceptance Fear Anger Understanding Depression The Change Curve by Kubler Ross. Time Here are some of the more typical reactions and some suggestions of how to manage them. Person who argues Always expect some disagreement. Listen carefully and paraphrase to demonstrate you understand their point of view. Reiterate the why and what of the decisions that have been made. Don t make false promises. If you don t know the answer say that you don t and that you will go and investigate. Remember that this person is probably in the denial stage of the change curve. Person who loses their temper Stay calm, listen and hear the person out. Acknowledge their emotion and try to understand what is making them angry. Calmly restate your points and involve him/her in reaching a shared understanding. Focus on those things that are in the person s control. 104

105 I can see you have strong feelings about this news. If you continue to feel that the decision is unfair there is an appeals procedure that you can follow. Any use of shouting or personal insults should lead you to end the discussion. Non-responder Use the silence. Give the person plenty of time to formulate a response. Listen. Ask open questions to encourage them to talk. Ask what they are feeling/thinking. Check their understanding of what has been said. Person who cries Allow some time for the emotion. Make sure you have tissues. Offer them time to visit the bathroom. Demonstrate empathy. Focus on the immediate next steps. I can see that you are upset. What is your main concern at the moment? Persecuted person Focus on the objectivity and transparency of the process. Avoid offering your personal opinions. Avoid engaging in discussion on performance of other colleagues. DISCIPLINARY PROCEDURE The Boxing Scotland aim is to encourage high standards of individual behaviour in all aspects of the sport. This procedure sets out the action which will be taken when the code of conduct is breached by a volunteer or a member of staff. This procedure should be read in conjunction with the procedure for Responding to Concerns about the Conduct of a Member of Staff/Volunteer 1. PRINCIPLES a) This procedure is designed to establish the facts quickly and to deal with disciplinary issues consistently. b) No disciplinary action will be taken until a matter has been fully investigated. c) The member of staff/volunteer involved may be suspended from their role while an investigation is carried out. Suspension is not a form of disciplinary action. A decision to suspend will be made by the BSL Board of Directors. Notification of the suspension and the reasons will be conveyed in writing to the member of staff/volunteer. d) At every stage of the formal disciplinary procedure the member of staff/volunteer will have the opportunity to state his/her case at a disciplinary hearing. If so wished he/she will have the opportunity to be represented or accompanied at the hearings by a third party e.g. a friend or colleague or a trade union representative, (where applicable). e) The member of staff/volunteer has the right to appeal against any disciplinary action. f) The disciplinary procedure may be implemented at Stage 1, 2 or 3 if the member of staff/volunteer s alleged misconduct warrants such action. 2. THE PROCEDURE 2.1 Initial Assessment/Stage The purpose of the initial assessment is to clarify the nature and context of the concern. It should determine whether there is reasonable cause to suspect or believe that a child has been abused or harmed, or is at risk of abuse or harm. 105

106 It will involve asking some basic questions of appropriate individuals with the sole purpose of clarifying the basic facts. If the nature of the concern suggests a criminal offence has occurred, or that a child may have been abused, then advice must be sought from the police before speaking to child witnesses or to the member of staff/volunteer at the centre of the allegation. The possible outcomes of the initial assessment are: 1. No further action (facts do not substantiate complaint). 2. Situation is dealt with under formal disciplinary procedures (by sports organisation). 3. Child protection investigation (jointly by the police or social work services). 4. Criminal investigation (by the police). Where a member of staff/volunteer fails to meet the required standard of behaviour and the shortfall is of a minor nature, the [role title] may decide to speak to the member of staff/volunteer on an informal basis to avoid the need for formal disciplinary action. The [role title] will also advise the member of staff/volunteer of the need to achieve and maintain the standards required. The [role title] may inform the member of staff/volunteer that failure to achieve the required standards will result in a formal disciplinary hearing, which may result in disciplinary action. Facts of the conversation should be noted and confirmed in writing to the member of staff/volunteer so there is clarity about what has to be achieved. Following the initial assessment a period of precautionary suspension may be helpful or necessary while a concern is being further investigated. 2.2 Precautionary Suspension Precautionary suspension may be considered in the following circumstances: if the police or social work services advise suspension if the allegation made against the member of staff/volunteer was ultimately to be proved, then there would be a significant concern about the conduct of that member of staff/volunteer towards children or other adults if the member of staff/volunteer s attendance or involvement in the club could compromise the investigation if Disclosure Scotland notify Boxing Scotland that an individual is being considered for the Children s List. Suspension is not a form of disciplinary action and does not involve pre-judgment.. It should only be considered in the above circumstances. In all cases of suspension the welfare of children will be the paramount concern. 2.3 Formal Disciplinary Procedure Stage 1 First warning If conduct is unsatisfactory, the member of staff/volunteer will be given a written warning. Such warnings will be recorded. The warning will expire after [6 months] of satisfactory conduct. A final written warning may be considered if there is no sustained satisfactory improvement or change. Stage 2 Final written warning If the offence is serious, or there is no improvement in standards, or if a further offence of a similar kind occurs, a final written warning will be given. The written warning will expire after [12 months]. Action at Stage 3 will be taken if there is no sustained satisfactory improvement or change. Stage 3 Dismissal or Action Short of Dismissal If the conduct has failed to improve, the member of staff/volunteer may suffer demotion, disciplinary transfer, or dismissal. 106

107 Gross misconduct If, after investigation, it is confirmed that a member of staff/volunteer has committed an offence of the following nature (the list is not exhaustive), the normal consequence will be dismissal without notice or payment in lieu of notice: - theft, damage to property, fraud, incapacity for work due to being under the influence of alcohol or illegal drugs, physical violence, bullying, abuse of a child and gross insubordination. Following advice from the police, cases that also involve a criminal investigation will not preclude disciplinary action being taken. This is provided sufficient information is available to enable Boxing Scotland to make a decision and that to do so does not jeopardize the criminal investigation. Any decision to dismiss will be taken by Boxing Scotland only after full investigation. 3. APPEALS A member of staff/volunteer who wishes to appeal against any disciplinary decision must do so to [role title/appeal panel] within seven working days of the disciplinary decision being made known to them. The member of staff/volunteer should provide a written statement of the appeal, indicating the grounds for the appeal together with such accompanying documents as they feel appropriate. The appeal will be heard by [role title/appeal panel] and a decision on the case made as impartially as possible. The [role title/appeal committee] will notify the member of staff/volunteer of the decision in writing as expeditiously as possible. The decision of [role title/appeal committee] is final and there is no right of appeal. 4. REFERRALS TO THE CHILDREN S LIST Where Boxing Scotland takes disciplinary action to remove a member of staff/volunteer from regulated work as a result of harmful behaviour towards a child, then they have a duty to refer the member of staff/volunteer to Disclosure Scotland so that consideration can be given to whether that individual should be barred from any kind of regulated work with children. Without this duty there would be no way of preventing individuals moving undetected to other organisations where they may continue to pose a risk. The Protection of Vulnerable Groups (Scotland) Act 2007 stipulates that organisations must refer to Disclosure Scotland the case of any member of staff/volunteer who (whether or not in the course of their role within the organisation) has: harmed a child placed a child at risk of harm engaged in inappropriate conduct involving pornography engaged in inappropriate conduct of a sexual nature involving a child, or given inappropriate medical treatment to a child. AND as a result: 1. Boxing Scotland has dismissed the member of staff/volunteer. 2. The member of staff/volunteer would have been dismissed as a result of the incident had they not resigned, retired or been made redundant. 3. Boxing Scotland has transferred the member of staff/volunteer to a position in Boxing Scotland which is not regulated work with children. 4. The member of staff/volunteer would have been dismissed or considered for dismissal where employment or volunteer role was not due to end at the expiry of a fixed term contract; or, 5. The member of staff/volunteer would have been dismissed or considered for dismissal had the contract not expired. 107

108 Boxing Scotland will also refer the case of a member of staff/volunteer where information becomes available after the member of staff/volunteer has: been dismissed by Boxing Scotland resigned, retired or been made redundant been transferred to another position in Boxing Scotland which is not regulated work with children; and, where Boxing Scotland receives information that a member of staff/volunteer who holds a position of regulated work has been listed on the Children s List, the member of staff/volunteer will be removed from the regulated work with children post. 108

109 NOTICE OF PRECAUTIONARY SUSPENSION - TEMPLATE Date Dear I am writing to tell you that you that following the suspension interview/notification of your consideration for listing to the Children s List *, you will now be suspended for duration of time/until outcome is determined if you are barred from regulated work with children*. This is in response to. You will next be informed of any disciplinary action that will follow the investigation period. Yours Signed [Role Title] NOTICE OF DISCIPLINARY HEARING - TEMPLATE Date Dear I am writing to tell you that you are required to attend a disciplinary hearing on at am/pm which is to be held in. At this meeting the question of disciplinary action against you, in accordance with the [organisation s name] Disciplinary Procedure, will be considered with regard to: Description of incident e.g. An incident which took place on [date] between yourself on the one hand and x on the other when it was alleged that you Please find enclosed the following available evidence: e.g. written witness statements where available. You will have the opportunity at the hearing to respond to the incidents as described and to the enclosed evidence. You are entitled, if you wish to be accompanied by a colleague or trade union representative. If you are unable to attend this meeting, please contact [insert name] on [insert number], as a matter of urgency to arrange an alternative date. You are required to take all reasonable steps to attend the meeting. Failure to attend without good reason could result in the meeting being held, and a decision being taken, in your BSLence. Yours Signed [Role Title] Enclosed: Disciplinary Procedure * delete as appropriate to the situation 109

110 NOTICE OF WRITTEN WARNING OR FINAL WRITTEN WARNING - TEMPLATE Dear Date You attended a disciplinary hearing on I am writing to confirm the decision taken that you be given a [written warning/final written warning] under the [first/second] stage of the Boxing Scotland Disciplinary Procedure. This warning will be recorded but will be disregarded for disciplinary purposes after a period of [6 months/12 months], provided your conduct improves. a) The nature of the unsatisfactory conduct or performance was: [insert] b) The conduct or performance improvement expected is: [insert] c) The timescale within which the improvement is required is: [insert] d) The likely consequence of further misconduct or insufficient improvement is: [insert] You have the right of appeal against this decision. Please submit your appeal in writing to within [x working] days of receiving this disciplinary decision. Yours Signed [Role Title] 110

111 NOTICE OF DISMISSAL OR ACTION SHORT OF DISMISSAL - TEMPLATE Date Dear You attended a disciplinary hearing on I am writing to confirm the decision taken that you be [dismissed/demoted/transferred] under the final stage of the Boxing Scotland Disciplinary Procedure. The reasons for your [dismissal/demotion/transfer] are: This will take effect from [insert date]. You have the right of appeal against this decision. Please submit your appeal in writing to [role title] within [x working] days of receiving this disciplinary decision. Yours Signed [Role Title] 111

112 NOTICE OF APPEAL HEARING AGAINST DISCIPLINARY ACTION - TEMPLATE Date Dear You have appealed against the [written warning/final written warning] confirmed to you in writing on. Your appeal will be heard by in on at. You are entitled to be accompanied by a colleague or trade union representative. The decision of this appeal hearing is final and there is no further right of review. Yours Signed [Role Title] 112

113 NOTICE OF RESULT OF APPEAL HEARING AGAINST DISCIPLINARY ACTION - TEMPLATE Date Dear You appealed against the decision of the disciplinary hearing that you be [dismissed/subject to disciplinary action]. The appeal hearing was held on. I am now writing to confirm the decision taken by [name of manager who conducted the appeal hearing], namely that the decision to [stands/is revoked]. Specify if no disciplinary action is being taken or what the new disciplinary action is. You have now exercised your right of appeal under the Boxing Scotland Disciplinary Procedure and this decision is final. Yours sincerely, Signed [Role Title] 113

114 TRAINING WORKSHOPS Disciplinary Procedures, CHILDREN 1 ST workshop This 1-day workshop is for anyone who will have responsibility in managing disciplinary processes when challenging the conduct of a member or staff or volunteer. The overall aim of this workshop is to help participants understand when there may be a need to initiate disciplinary procedures relating to a child protection concern and be clear how to go about it. 114

115 STEP 9 - Adopt the Boxing Scotland procedure to review any child protection concerns which have arisen to ensure procedures are followed and appropriate action taken in the best interests of the child. Why is this important? If your club has had to deal with a child protection issue it is important to review how this was handled. This ensures that you have considered what was done well and what could be done better in future. There will be something to learn from every incident. This is good practice and helps make sure that the organisation is doing its utmost to protect children. Guidelines: - BSL Why review the management of a concern? - Planning a review Procedure: - BSL Review of the Management of Concerns Template: - Review Planning Training: - Reviewing the Management of Child Protection Concerns 115

116 GUIDELINES - WHY REVIEW THE MANAGEMENT OF CONCERNS? Reviewing how concerns have been managed is an important part of practice. It provides an opportunity to: 1. Explore if policies and procedures were followed. 2. Establish whether appropriate action was taken. 3. Identify if any changes are required to improve procedures. 4. Identify whether individuals may require support in the aftermath of an incident. 5. Identify any training needs within the organisation. 6. Increase the confidence of those involved in the organisation by demonstrating an open and transparent approach. Having to deal with concerns about child abuse, poor practice or misconduct is often difficult for those involved. While procedures and guidelines provide a structure of support, individuals often report feelings of isolation, worry and anxiety; for example, I still worry if we did enough to keep the child safe. I m not sure reporting it to the police was the right thing to do. I can t help feeling there s something else we could ve done to prevent this from happening. In these situations, the organisation has a responsibility to offer support to those involved. Taking time to review how concerns were managed will, in most cases, provide reassurance about judgements made and action taken. This feedback is essential to develop confident and competent club and governing body child protection officers. In a wider sense, reviewing the management of cases also provides an opportunity to identify specific areas of risk, trends or patterns within an organisation and across a sport. Identifying and sharing this information will help ensure that emerging policy is based on needs identified in practice and allow resources to be targeted more effectively. These guidelines and procedures will help sports organisations to plan and carry out a review. Template forms can be adapted for use. Further advice on conducting a review is available from the Safeguarding in Sport Service. 116

117 GUIDELINES - PLANNING A REVIEW Taking time to think about some preliminary matters will help to ensure that the review is as effective as possible. The template at the end may help you to plan your review. 1. WHY? Be clear from the outset about the remit and aim(s) of the review, or why you are reviewing. This will make it much easier to decide who should be involved, how to go about it and what information you need to gather. There may be more than one reason for reviewing a case or cases; for example: To examine the role of all staff/volunteers in responding to concerns identified about a child or coach. To establish whether the organisation s procedures were followed and how effective they were in safeguarding the child. To establish how well the child and the staff/volunteers involved in the case were supported by the organisation. To explore how well all of the organisations involved in the case worked together. To establish whether there are lessons to be learned, what those lessons are and to make recommendations for future action. Setting out the remit for the review will keep the reviewer focused and also provide clarity to others about the process or intended outcomes. 2. WHO? The child protection lead officer should help the organisation determine who should conduct the review. This may be part of the Boxing Scotland child protection officer s role. An ex-officio member of the management team. In some cases it may be appropriate for an independent person to conduct the review; for example, where individuals from the organisation have been very closely involved or there are concerns around the conduct of individuals or the processes they have applied. Having someone independent carry out the review can be beneficial, particularly where the case has had a significant impact on the individuals involved and/or the sport. This independent person should have the necessary skills, knowledge and understanding of child protection, from either within or out with the sport; for example, a child protection officer from another sports organisation or an existing volunteer who works professionally in child protection. Where someone independent is involved, it is important to ensure there is agreement about confidentiality. Other points to consider are: Who else, if anyone, should be involved in the review? Will other organisations involved in the case be invited to contribute? This may include police, social work or the governing body. Will the child and parents/carers be involved? If so, how? If the child and parents/carers are involved, it is important to keep them informed of the progress of the review and to share findings with them. 3. WHEN? Here are some examples of WHEN a review may be appropriate: At the conclusion of any case dealt with through the Boxing Scotland procedures for Responding to Concerns about a Child or Responding to Concerns about the Conduct of a Staff Member or Volunteer. At the conclusion of legal proceedings. At the conclusion of disciplinary proceedings including an appeal. As part of an annual review of all child protection cases which arose during the year. 117

118 Clearly a full review of a case subject to criminal investigation by the police, a child protection investigation by police and social work, or legal proceedings will only be possible at the conclusion of the investigation or legal proceedings. However a review should be held as soon as possible to ensure that any lessons learned are acted upon quickly and effectively. 4. HOW? Firstly, agree a timescale for carrying out the review. Secondly, ensure that police and/or social workers have completed any investigations and that there are no outstanding legal proceedings. The review process will be informed by the reasons for reviewing, which will probably reflect the complexity of the incident. The main source of information is likely to be the form for recording concerns (Significant Incident Form). This form may provide all the information required. In cases where these forms have not been completed or the quality of the information is poor, it may be necessary to speak to the people involved to get more details. It s important to consider and acknowledge how people might be feeling about the incident itself and the possible impact of a review. People may feel their actions are being called into question or scrutinised, which could leave them feeling anxious or threatened. Where the reviewer intends to speak to those involved, they should plan how they will introduce the review, explain the purpose of it and how they will deal with any reactions or questions from those involved; for example: I ve been asked by Boxing Scotland to review how the organisation dealt with the concerns about X. This review will consider how procedures were followed and whether appropriate action was taken to protect those involved. I understand that you were involved in this case and would like to talk to you about it. This will give you an opportunity to tell me about your experience and make any suggestions for improving things in the future. 5. RECORDING AND REPORTING THE FINDINGS The reviewer should make a record of the review and its findings. This doesn t necessarily need to be a lengthy report, although a full report may be appropriate in certain circumstances. Generally, any record of a review should contain the following information: The source of the concern. The nature of the concern. A chronology of events, individuals and organisations involved. Action taken. An analysis of the key issues or matters linked to the aims of the review. Any other relevant points or observations. Lessons to be learned and changes to be made. Recommendations. 118

119 PROCEDURE: REVIEW OF THE MANAGEMENT OF CONCERNS 1. Establish the facts of the case, a chronology of events and the roles of individuals and organisations involved. Setting out the actual sequence of events will help the reviewer to understand what happened, when, and who was involved; for example: 23 April 2011 Child disclosed physical abuse to coach. 23 April 2011 Coach reported concern to club CPO. 24 April 2011 Club CPO reported incident to SGB CPO. 24 April 2011 SGB CPO sought advice from PC Smith, London Road Police Station, referral then made to the Family Protection Unit. 2. Identify any issues or key questions relating to the aims of the review. Having established the sequence of events the reviewer should then be able to answer the questions contained in the specific remit of the review. If the reviewer considers that a child may still be at risk despite action taken during the case or as a result of Boxing Scotland failure to take appropriate action, they should be prepared to act. Any urgent issues should be addressed immediately without waiting for the conclusion of the review. 3. Identify any other relevant points or observations. The reviewer may identify issues which are worth exploring further. These may include: PROCEDURES Were the relevant procedures followed? If not, is there a reasonable explanation for this? Were the timescales appropriate? Do the current procedures provide adequate information about what to do in such a situation? If appropriate, was a referral made to Disclosure Scotland as required by the Protection of Vulnerable Groups (Scotland) Act 2007? PEOPLE Were the right people involved? Were the views of the child/family obtained? Were those involved aware of the procedures? Had the people involved been trained on the procedures? Where appropriate, were external organisations involved; for example, the police or governing body of sport? OUTCOMES Was the outcome appropriate in the case? If not, why not? Is there a need to take further action in this case; for example, referring the case to police/social work? RECORDING Were records kept? Is the quality of the information recorded satisfactory? Can the forms be improved? 4. Identify any lessons to be learned and what changes need to be made. 5. Make recommendations. Recommendations may include things like changes to procedures, forms and/or the provision of training. It may be helpful for the reviewer to prioritise the recommendations as appropriate; for example, essential, desirable or helpful. POST REVIEW 119

120 Responding to the Findings and Recommendations Having invested the time and effort in conducting a review, the club should carefully consider how to respond to the findings and any recommendations. It must also consider how to advise/support any others on whose behalf it has conducted the review. Decisions on how to react to the recommendations should be taken by the appropriate executive committee. Where recommendations are to be followed, the management should identify the priorities, what action is required, who will take action and timescales for completion. This information must be clearly communicated to those involved. Management should follow up to check that action has in fact been taken. If it is decided not to follow the recommendations, this decision and the reasons should be clearly recorded in management minutes. Applying the Learning in Practice Lessons learned and/or changes made to procedures or practice must be communicated to those who need to know so they can be put into practice. This can be achieved in a number of ways: a briefing note training session group article in an Boxing Scotland publication or website. The best method will often be determined by the significance or nature of the information to be passed on. Like all other policies and procedures, these changes in practice should be subject to regular monitoring and review to ensure compliance. Sharing the Findings and Recommendations Internally and Externally There are benefits to sharing the outcomes of a review with others: It demonstrates that the club and Boxing Scotland are committed to continuous improvement. Other individuals and organisations may benefit from the lessons learned from the clubs experience. It can contribute to the wider understanding of child protection in sport and the ways in which practice and guidance can be enhanced. Remember that many of the details of the case will be confidential, so any information shared must be presented in a way that protects the anonymity and privacy of those involved. Internally Identify those within the club who should get feedback on the outcomes of the review. This will include the board/management/executive committee, the individuals involved in the case, and where appropriate, member clubs. Externally The club should also consider whether there are other organisations or partners who would benefit from the review and its recommendations. Depending on the circumstances of the case, there may be media interest in the outcome of the review. The club should have a strategy in place to deal with any enquiries from the media. 120

121 REVIEW PLANNING - TEMPLATE Name of reviewer: Case reference: Outstanding investigations and proceedings: Remit of review: Timescales for completion: If this record is going to be shared with others, the details of the case should be anonymised using a unique reference number or identifier. If relevant to this case, have the following been concluded: 1. Police and social work child protection investigation? Y/N 2. A criminal investigation by the police? Y/N 3. Any related legal proceedings? Y/N If the answer to any of these questions is no, the review cannot proceed. List here in bullet point form the reasons for the review This should be the dates when the review will begin and end with the reported findings. How will the review be conducted? Are there any special considerations or features in this case? List here the methods to be used to conduct the review; for example: a review of all paper records telephone/face to face interviews with relevant individuals contact with other organisations involved as necessary. For example, this case was reported in the press, the child involved has a learning disability. How will the findings and recommendations be reported? Who will the outcomes of the review be shared with? List here all internal and external parties with whom information will be shared. Is a media strategy required? 121

122 TRAINING WORKSHOP Reviewing of the Management of Child Protection Concerns, CHILDREN 1 ST workshop This 1-day workshop is for anyone who will have responsibility in reviewing the management of a concern at the conclusion of a case. The overall aim of this workshop is to help participants understand how to undertake a review of the management of a child protection concern, and be clear about how to go about it. 122

123 STEP 10 - Adopt Safe in Care guidelines that are appropriate to your club s activities, e.g. trips away from home, physical contact, adult to child ratios, ICT and social media. Why is this important? Boxing Clubs have a duty of care towards all children involved in activities. These good practice guidelines help people take a common sense approach, setting out how staff/volunteers can keep children safe whilst ensuring best practice. Safe in Care Guidelines: - Adult to Child Ratios - Physical Contact - First Aid & Treatment of Injuries - Sexual Activity - Managing Challenging Behaviour - Transporting Children - Collection by Parents/Carers - Trips Away from Home - ICT and Social Media - Clubhouses and Changing Rooms - Volunteers aged 18 or Under - Preventing and Responding to Bullying Behaviour Templates: - Safe in Care Partnership with Parents/Carers Form - Request for Permission to use Camera and Video Equipment - Notification to Applicant Training: - Identifying and Managing Risk - Participation of Children and Young People 123

124 SAFE IN CARE GUIDELINES These guidelines provide practical guidance for those working and/or volunteering directly with children on practices to keep children safe and to promote a safe operating environment for the member of staff/volunteer. These guidelines compliment and should be read in conjunction with the Code of Conduct for Safeguarding Children in Sport. Breach of these guidelines may be dealt with under Boxing Scotland s Complaints Policy*, Performance Management*, Disciplinary Procedure* and/or Procedure for Responding to Concerns About a Child*/Concerns About the Conduct of a Member of Staff or Volunteer *. Sports organisations have a duty of care towards all children involved in activities. Children under the age of 16 years should not be placed in positions of sole responsibility in relation to other children. These guidelines apply to all children and young people under the age of 18 years. Common sense should be applied when considering the circumstances of older children and all children should have the opportunity to express their views on matters which affect them, should they wish to do so. As sport takes place in many different structures, locations, environments and formats, it is impossible to provide specific guidance on many of the issues covered. The following guidelines are therefore based on generally recognised good practice and common sense. Ultimately, most practical situations will require a judgment to be made about what is practicable and reasonable in the circumstances. ADULT TO CHILD RATIOS As a guide, the following ratios are recommended in the National Care Standards: Early Education and Childcare up to the Age of 16 (Scottish Executive, 2005): Age: 3 and over 1:8 If all children are over 8 1:10 All activities should be planned to involve at least two adults, preferably one male and one female. As a general guide, the following factors will also be taken into consideration in deciding how many adults are required to safely supervise children: The number of children involved in the activity. The age, maturity and experience of the children. Whether any of the group leaders or children has a learning or physical disability or special requirements. Whether any of the children have challenging behaviour. The particular hazards associated with the activity. The particular hazards associated with the environment. The level of qualification and experience of the leaders. The programme of activities. There may be other considerations which are specific to the sport or environment in which the sport takes place. Some sports can take place in a variety of terrain from mountain moors to sand dune forests. The Scottish weather brings a lot of spontaneously changing weather conditions. The safety of children in certain sports relies on heavy planning and preparation, including checking weather forecasts and making sure the children are equipped with appropriate clothing to survive the worst case scenario of becoming injured in a remote area, during severe weather conditions 1. PHYSICAL CONTACT 1 Adapted from guidelines issued by the Scottish Orienteering Association 124

125 All forms of physical contact should respect and be sensitive to the needs and wishes of the child and should take place in a culture of dignity and respect for all children. Children should be encouraged to express their views on physical contact. In the first instance, coaching techniques should be delivered by demonstration (either by the coach or an athlete who can display the technique being taught). Educational instruction should be clearly explained with a description of how it is proposed to handle or have contact with the child before doing so. This should be accompanied by asking if the child is comfortable. Manual support should be provided openly and must always be proportionate to the circumstances. If it is necessary to help a child with personal tasks e.g. toileting or changing, the child and parents/carers should be encouraged to express a preference regarding the support and should be encouraged to speak out about methods of support with which they are uncomfortable. Staff/volunteers should work with parents/carers and children to develop practiced routines for personal care so that parents/carers and children know what to expect. Do not take on the responsibility for tasks for which you are not appropriately trained e.g. manual assistance for a child with a physical disability. All staff/volunteers must ensure: FIRST AID AND THE TREATMENT OF INJURIES Where practicable all parents/carers of children under the age of 16 have completed a Partnership with Parents/Carers Form before their child participates in boxing. There is an accessible and well-resourced first aid kit at the venue. They are aware of any pre-existing medical conditions, medicines being taken by participants or existing injuries and treatment required. Only those with a current, recognised First Aid qualification treat injuries. In more serious cases assistance should be obtained from a medically qualified professional as soon as possible. A Significant Incident Form is completed if a child sustains a significant injury along with the details of any treatment given. Common sense should be applied when determining which injuries are significant. Where possible, access to medical advice and/or assistance is available. A child s parents/carers are informed of any injury and action taken as soon as possible. The circumstances in which any accidents occur are reviewed to avoid future repetitions. SEXUAL ACTIVITY * Within sport, as within other activities, sexual relationships do occur. It is important to address sexual activity both between children and young people and between adults and young people. Sexual activity between children/young people involved in sport should be prohibited during team events, in sports facilities and social activities organised by the club or Boxing Scotland. Inappropriate or criminal sexual behaviour committed by a young person may/will lead to disciplinary action in accordance with the Boxing Scotland Disciplinary Procedure and reports being made to external agencies such as the police or social services. Sexual interactions between adults and young people (16+) involved in sport raise serious issues given the power imbalance inherent in the relationship. Where a young person is of the age of consent the power of the adult over that young person may influence their ability to genuinely consent to sexual activity. A coach or other adult in a position of authority may have significant power or influence over a young person s career. Sexual activity between adults and young people (16+) involved in the same sport should be prohibited when the adult is in a position of trust or authority (coach, trainer, official). Inappropriate or criminal sexual behaviour * Adapted from NSPCC Child Protection in Sport Unit s Club Guidelines 125

126 committed by an adult should lead to suspension and disciplinary action in accordance with Boxing Scotland Disciplinary Procedures, which in the case of criminal action must include contacting the police. Sexual activity between adults and children under the age of 16 is a criminal act and immediate action must be taken to report it to the police. MANAGING CHALLENGING BEHAVIOUR Staff/volunteers delivering activities to children may, from time to time require to deal with a child s challenging behaviour. These guidelines aim to promote good practice which can help support children to manage their own behaviour. They suggest some strategies and sanctions which can be used and also identify unacceptable actions or interventions which must never be used by staff or volunteers. These guidelines are based on the following principles: The welfare of the child is the paramount consideration. A risk assessment should be completed for all activities which take into consideration the needs of all children involved in the activity. Children must never be subject to any form of treatment that is harmful, abusive, humiliating or degrading and should always be able to maintain their respect and dignity. No member of staff should attempt to respond to challenging behaviour by using techniques for which they have not been trained. Planning Activities Good coaching practice requires planning sessions around the group as a whole but also involves taking into consideration the needs of each individual athlete within that group. As part of a risk assessment, coaches should consider whether any members of the group have been challenging in the past or are likely to present any difficulties in relation to either the tasks involved, the other participants or the environment. Where staff/volunteers identify any potential risks, strategies to manage those risks should be agreed in advance of the session, event or activity. The risk assessment should also identify the appropriate number of adults required to safely manage and support the session including being able to adequately respond to any challenging behaviour and to safeguard other members of the group and the staff/volunteers involved. All those delivering activities to children should receive training on these guidelines and should be supported to address issues of challenging behaviour through regular supervision. Agreeing Acceptable and Unacceptable Behaviours Staff, volunteers, children and parents/carers should be involved in developing an agreed statement of what constitutes acceptable and unacceptable behaviour. They should also agree upon the range of options which may be applied in response to unacceptable behaviour (e.g. dropped from the team for one game etc). This can be done at the start of the season, in advance of a trip away from home or as part of a welcome session at a residential camp. Issues of behaviour and control should regularly be discussed with staff, volunteers, parents/carers and children in the context of rights and responsibilities. It is beneficial to ask children as a group to set out what behaviour they find acceptable and unacceptable within their group/team. It is also helpful to ask them what the consequences of breaking these rules should be. Experience shows that they will tend to come up with a sensible and working set of rules. If and when such a list is compiled, every member of the group can be asked to sign it, as can new members as they join. It can then be beneficial to have a copy of the rules visible for reference during the activity. Managing Challenging Behaviour In dealing with children who display risk-taking or challenging behaviours, staff and volunteers might consider the following options: 126

127 Time out - from the activity, group or individual work. Making up - the act or process of making amends. Payback - the act of giving something back. Behavioural reinforcement - rewards for good behaviour, consequences for negative behaviour. Calming the situation - talking through with the child. Increased supervision by staff/volunteers. Use of individual contracts or agreements for their future or continued participation. Consequences e.g. missing an outing. Adults and children shall never be permitted to use the any of the following as a means of managing a child s behaviour: Physical punishment or the threat of such. The withdrawal of communication with the child. Being deprived of food, water or access to changing facilities or toilets. Verbal intimidation, ridicule or humiliation. Staff and volunteers should review the needs of any child on whom consequences are frequently imposed. This review should involve the child and parents/carers to ensure an informed decision is made about the child s future or continued participation in the group or activity. Whilst it would always be against the wishes of everyone involved in Boxing Scotland, ultimately, if a child continues to present a high level of risk or danger to him or herself, or others, he or she may have to be barred from activity in the sport. Physical Interventions The use of physical interventions should always be avoided unless it is BSLolutely necessary in order to prevent a child injuring themselves, injuring others or causing serious damage to property. All forms of physical intervention shall form part of a broader approach to the management of challenging behaviour. Physical contact to prevent something happening should always be the result of conscious decision-making and not a reaction. Before physically intervening, the member of staff or volunteer should ask themselves, Is this the only option in order to manage the situation and ensure safety? The following must always be considered: Contact should be avoided with buttocks, genitals and breasts. Staff/volunteers should never behave in a way which could be interpreted as sexual. Any form of physical intervention should achieve an outcome that is in the best interests of the child whose behaviour is of immediate concern. Staff/volunteers should consider the circumstances, the risks associated with employing physical intervention compared with the risks of not employing physical intervention. The scale and nature of physical intervention must always be proportionate to the behaviour of the young person and the nature of harm/ damage they might cause. All forms of physical intervention should employ only a reasonable amount of force - the minimum force needed to avert injury to a person or serious damage to property applied for the shortest period of time. Staff/volunteers should never employ physical interventions which are deemed to present an unreasonable risk to children or staff/volunteers. Staff/volunteers shall never use physical intervention as a form of punishment. Any physical intervention used should be recorded as soon as possible after the incident by the staff/volunteers involved using the Significant Incident Form and passed to the Child Protection Officer as soon as possible. A timely debrief for staff/volunteers, the child and parents/carers should always take place following an incident where physical intervention has been used. This should include ensuring that the physical and emotional well-being 127

128 of those involved has been addressed and ongoing support offered where necessary. Staff/volunteers, children and parents/carers should be given an opportunity to talk about what happened in a calm and safe environment. There should also be a discussion with the child and parents/carers about the child s needs and continued safe participation in the group or activity. TRANSPORTING CHILDREN Where it is necessary to transport children, the following good practice is required: Where parents/carers make arrangements for the transportation of children to and from the activity, out with the knowledge of the club or Boxing Scotland it will be the responsibility of the parents/carers to satisfy themselves about the appropriateness and safety of the arrangements. Where the club or Boxing Scotland makes arrangements for the transportation of children the members of staff/volunteers involved will undertake a risk assessment of the transportation required. This will include an assessment of the following areas: - Ensuring that all vehicles and drivers are correctly insured for the purpose. - Ensuring the driver has a valid and appropriate license for the vehicle being used. - All reasonable safety measures are available e.g. fitted, working seatbelts, booster seats where appropriate. - An appropriate ratio of adults per child. - Ensuring drivers have adequate breaks. When transporting children, wherever possible they should be in the back seat of the car for health and safety reasons. Where practicable and planned, written parent/carer consent will be requested if staff/volunteers are required to transport children. To safeguard the member of staff/volunteer the following good practice is required: Agree a collection policy with parents/carers which will include a clear and shared understanding of arrangements for collection at the end of a session. Always tell another member of staff/volunteer that you are transporting a child, give details of the route and the anticipated length of the journey. Take all reasonable safety measures e.g. children in the back seat, seatbelts worn. Where possible, have another adult accompany you on the journey. Call ahead to inform the child s parents/carers that you are giving them a lift and inform them when you expect to arrive. COLLECTION BY PARENTS/CARERS On some occasions, parents/carers can be late when picking their child up at the end of a session. It is not the responsibility of the club or Boxing Scotland to transport children home on behalf of parents/carers who have been delayed. It is therefore important for the guidelines below to be followed: - It is clear that while the club/session/training is running then leaders and coaches have a duty of care to the children that are in their charge. This is a principle of good practice and one, which we all should to sign up to. - When the session has finished, obligations that we have under guidance, good practice and legislation still remain. We still have care and control of the child in the BSLence of a parent/carer or other responsible adult. - To help avoid this situation occurring in the first place, here are some points to consider: 128

129 1. Make sure that the clubs and Boxing Scotland s literature, application forms and consent forms; Are clear about starting and finishing times of sessions. Are clear about the expectations of parents/carers not to drop children off too early and collect children promptly when sessions finish. Ask parents/carers whether they give consent for children to go home unaccompanied (according to their age and stage). Have a late collection telephone contact and number on Partnership with Parents/Carers Form. 2. Where possible make sure that there is more than one adult/leader to lock up at the end of a session. 3. Discuss and rehearse with members of staff/volunteers how to deal with being left alone with a child. Put preventative measures in place (points 1 and 2) and draw up simple guidelines about how the situation should be dealt with if it arises. Although as a general rule we should not put ourselves in the position of being alone with a child there are exceptions and this situation is one of them. Remember the welfare of the child has to take precedence, so leaving children alone is not an option. 4. That you have access to a record of the child s address, contact telephone number and an alternative phone number e.g. of a grandparent or other responsible adult. You need this information to contact the adult responsible for the child and ask them to collect the child. If you are unable to contact anyone then you have to make a decision of whether to take the child home yourself (see point 5) or call the police (point 6) 5. If you are left alone with a child then transparency is the key. Keep a record of your actions (use the guidelines above in Transporting Children re; good practice to safeguard member of staff/volunteer) and make sure that you inform the Club Child Protection Officer and parents/carers as soon as possible. 6. When all else fails call the police. TRIPS AWAY FROM HOME (INVOLVING OVERNIGHT STAYS) 1. Designate a Child Protection Officer for the Trip Those in charge of the group will be responsible for the safety and well being of children in their care. It is recommended that one of the group leaders co-ordinates the arrangements to safeguard the safety and welfare of children during the trip. The Child Protection Officer should ensure all practical arrangements have been addressed and act as the main contact for dealing with any concerns about the safety and welfare of children whilst away from home. A detailed itinerary will be prepared and copies provided to the designated contact for the club and parents/carers. 2. Risk Assessment Potential area of risk should be identified at the planning stage through a risk assessment, which should be recorded in writing. Safeguards should be put in place to manage the risks, where appropriate. Risk assessment should be an on-going process throughout the trip as groups can often find themselves in unexpected situations despite the best laid plans! 3. Travel Arrangements Organisers must ensure there is adequate and relevant insurance cover (including travel and medical insurance). If the trip involves travel abroad, organisers shall ensure they are aware of local procedures for dealing with concerns about the welfare of children and are familiar with the details of the emergency services in the location of the visit. Children should be informed of any local customs. (For more details see Guidelines on Transporting Children). 4. Adult to Child Ratios 129

130 All trips away should be planned to involve at least two adults, preferably one male and one female where possible. The guidelines on adult to child ratios above, will inform an assessment of the numbers of adults required to safely supervise the group. Those involved should be recruited and selected in accordance with the procedure for recruitment and selection of staff/volunteers in regulated work with children. Group leaders should be familiar with and agree to abide by Boxing Scotland Child Protection Policy, Procedures and Code of Conduct. 5. Accommodation Organisers should find out as much as possible about the accommodation and the surroundings at the planning stage. Where possible, an initial visit to the venue/accommodation should take place to help those organising the trip identify all practical issues and allow time to address them in advance, in consultation with children and parents/carers where appropriate. The following is a (non-exhaustive) list of some of the practical things which should be considered in advance about the arrangements for accommodation: Location: central and remote locations both present different challenges. Accommodation facility: health & safety of building confirmed by owners/providers. Sleeping arrangements. These will enable suitable sharing in terms of age and gender and appropriately located staff/volunteer bedrooms for both supervision and ease of access in case of emergency. Parents/carers and children should be consulted in advance about arrangements for sharing where possible and appropriate. Appropriate safeguards where others have access to the sleeping quarters. Special access or adaptive aids required by group leaders or children. Environmental factors. Personal safety issues. Exchange Visits/Hosting Before departure, organisers should ensure there is a shared understanding of the standards expected during home stays between them, host organisation/families, parents/carers and children themselves. These standards should include arrangements for the supervision of children during the visit. Host families should be appropriately vetted (adults should be PVG Scheme members) where possible or equivalent police checks undertaken and references thoroughly checked. Organisers, parents/carers and children should all be provided with a copy of emergency contact numbers. Children should be aware of who they should talk to if problems arise during the visit. Daily contact should be made with all children to ensure they are safe and well. Residential at a Facility/Centre Organisers should ensure the facility is appropriately licensed and has adequate and relevant insurance cover in place. The facility should have a policy on the protection of children and Health and Safety. Adequate security arrangements should be in place and facility staff should have been appropriately vetted. Facility staff involved in the training or instruction of children must be appropriately qualified and trained. Organisers should ensure there is adequate supervision of the group for the duration of the stay, particularly when the facility is being shared with other groups. 6. Involving Parents/Carers 130

131 Where possible, a meeting should be held with parents/carers before departure to share information about the trip, answer their questions and make joint decisions about arrangements where appropriate. A Code of Conduct shall be agreed with children and parents/carers in advance of the trip along with sanctions for unacceptable behaviour. Parents/carers must complete a Partnership with Parents/Carers Form and provide emergency contact details. In the event of an emergency at home during the trip, parents/carers should be encouraged to make contact with the group leaders in the first instance so that arrangements can be put in to place to support the child on hearing any distressing news. 7. During the Trip Organisers must ensure arrangements are in place for the supervision and risk assessment of activities during free time. Children shall not be allowed to wander alone in unfamiliar places. Group leaders should have clear roles and responsibilities for the duration of the trip. They must not be over familiar with or fraternise with children during the trip and remember that they are in a position of trust at all times. The use of alcohol and/or drugs or engaging in sexual relationships (between two young people) should not be condoned during the trip, even if the legislation relating to any of these behaviours is more lenient than in Scotland. Group leaders should maintain an overview of the well being of all children during the trip. This can help to identify issues at an early stage and resolve them as quickly as possible. Children can participate in this process by, for example, taking turns to complete a daily diary about the trip. This can be an overt or discreet way for them to communicate things (both positive and negative) that they want you to know. 8. After the Trip Where appropriate, a de-brief will take place with all those involved in the trip, including children. This will provide an opportunity to reflect on what went well, not so well and what could have been done differently. Feedback will be used to inform future trips. INFORMATION AND COMMUNICATIONS TECHNOLOGY (ICT) AND SOCIAL MEDIA Technology advances extremely quickly, meaning ways in which we communicate and receive and BSLorb information are changing all the time. This provides a great opportunity for organisations to promote their activities and communicate easily with members. But it can also put children and young people at considerable risk, which is why safeguards must be put in place. Whether your organisation is considering setting up a social networking page or using to inform young people about match details, be aware that the following guidelines should be met: Where possible, try to ensure that no one is excluded, e.g. young people who may not have access to a mobile phone/internet etc; that written permission is sought from parents/carers for all children under 16 years; that the need for the technology is clearly identified and its use is specific; that it is the organisation who is communicating information one-to-one interaction is strongly discouraged and safeguards should be in place and settings adjusted to prevent this happening; children and young people should be briefed about the introduction of the technology. They should also be given information on how to keep themselves safe and who to report any concerns to within the club All concerns about the inappropriate use of technology will be dealt with in line with Boxing Scotland Complaints Policy *, Performance Management*, Disciplinary Procedure* and/or Procedure for Responding to Concerns about a Child*/Concerns About the Conduct of a Member of Staff or Volunteer*. This may include the concerns being reported to the police. Further advice is available from the Child Exploitation and Online Protection Centre (CEOP) (see useful contacts). 131

132 1. COMMUNICATIONS TECHNOLOGY 2 There are significant benefits for organisations using texts/ s and setting up social networking sites. Not only is it cheap, it s one of the most direct forms of communication with young people. However, there are risks. Adults who seek to harm children have been known to use messaging to groom children. This area is now specifically addressed by the Protection of Children and Prevention of Sexual Offences (Scotland) Act For children and young people, the safeguarding risks of these technologies include: inappropriate access to, use or sharing of personal details (e.g. names, addresses); unwanted contact with children by adults with wrongful/questionable intent; being sent offensive or otherwise inappropriate material; online bullying by peers; grooming for sexual abuse; direct contact and abuse. For adults, risks involved include: their communication with children being misinterpreted; potential investigation (internal or by statutory agencies); potential disciplinary action. 1.2 TEXT/ Staff/volunteers must consider whether it is necessary to communicate with children via text and . The general principle is that all communications with children should be open, transparent and appropriate. Good practice would include agreeing with children and parents/carers what kind of information will be communicated directly to children by text message. This information should only be need to know information such as the last minute cancellation of a training session. In the first instance parent/carer consent must be obtained for all children under 16 years. Contact should always be made at the phone number/ address the parent has provided on the child s behalf. Parents/carers should be offered the option to be copied in to any messages their child will be sent. Although consent is not legally required for young people aged between 16 and 18 it is still recommended that parents are informed of the intention to send their child(ren) s or texts. It is also good practice to obtain the consent of the 16 to 18-year-old. The following good practice is also required: All phone numbers/ addresses of children and young people should be recorded and kept securely in a locked cabinet or password-protected electronic file or database; The number of people with access to children and young people s details should be kept to a practical minimum. A record should be kept of their numbers/addresses (preferably by the Club Child Protection Officer); Messages should never contain any offensive, abusive or inappropriate language. They should not be open to misinterpretation; The organisation should be clear that messages should be sent only to communicate details of meeting points, training, match details, competition results etc. The same message should be sent to every member of the group/team. One-to-one messaging arrangements between coaches/volunteers and children should be strongly discouraged. 1.3 INTERNET The internet brings with it an opportunity for organisations to extend their community profile, advertise and communicate easily with their members. Sometimes this is done via social networking sites such as Facebook and Twitter. Thought should be given to content, tone and how sites or social networking sites and pages will be monitored. In terms of publishing information and pictures the following good practice should be noted: Permission 2 Adapted from the NSPCC s Child Protection in Sport Unit: Text and Messaging-Safeguarding Guidelines 132

133 Written parent/carer consent must be obtained for all children aged under 16 before publishing any information or pictures of a child. If the material is changed from the time of consent, the parents/carers must be informed and consent provided for the changes. Special care must be taken in relation to vulnerable children e.g. child fleeing domestic violence or a child with a disability, and consideration given to whether publication would place the child at risk. Young athletes who have a public profile as a result of their achievements are entitled to the same protection as all other children. In these cases, common sense is required when implementing these guidelines. All decisions should reflect the best interests of the child. Use of Images and Information Information published on the websites/social networking sites must never include personal information that could identify a child e.g. home address, address, telephone number of a child. All contact must be directed to Boxing Scotland. Credit for achievements by a child should be restricted to first names e.g. Tracey was Player of the Year Children must never be portrayed in a demeaning, tasteless or a provocative manner. Children should never be portrayed in a state of partial undress, other than when depicting an action shot within the context of the sport. Attire such as tracksuits or t-shirts may be more appropriate. Information about specific events or meetings e.g. coaching sessions must not be distributed to any individuals other than to those directly concerned. Concerns Any concerns or enquiries about publications or the internet should be reported to the Boxing Scotland Child Protection Officer. 1.4 SOCIAL NETWORKING SITES The following is recommended if the organisation decides to allow mutual access between it and its members (including children): Permission Obtain written permission from parents/carers of under 16s to allow mutual interaction with the organisation profile. Make parents/carers aware of the profile s existence, the site the child will be accessing and the restrictions of use for this preferred site. An official agreement should be in place which states that access to members profiles are used only to pass on relevant information or to answer questions regarding organisation or sport issues. This agreement should also be incorporated into the Boxing Scotland Rules or Code of Conduct. Set up an Boxing Scotland profile rather than staff/volunteer profiles. This avoids access from members to individual s profiles. Keep the Boxing Scotland profile on private - allowing only members access to it (the organisation can monitor this and accept or decline requests to join). Concerns Informal online chat with members around subjects outside the sport/activity should be immediately discouraged. Private matters or questions should also be discouraged. However, any disclosures should be removed from the site and dealt with in line with Responding to Concerns about a Child/Concerns About the Conduct of a Member of Staff/Volunteer. 1.5 INTERNET FORUMS There has been an increase in the use and abuse of internet forums to target individuals or to engage contributors in debates which can cause upset and embarrassment to children and young people. Sites should be well monitored 133

134 and any offending comments removed. A coach, member of staff or volunteer should refrain from being drawn into any debates concerning selection, performance or personalities even where the subject of the discussion is anonymous. This could be considered a breach of the code of conduct or poor practice. 1.6 MOBILE PHONE CAMERAS/VIDEOS There have already been a number of cases where children have been placed at risk as a result of the ability to discreetly record and transit images through mobile phones. There is also scope for humiliation and embarrassment if films or images are shared on popular websites such as YouTube. The use of mobile phones in this way can be very difficult to monitor. The Procedure for the use of Photographs, Film and Video should be observed in relation to the use of mobile phones as cameras/videos. Particular care is required in areas where personal privacy is important e.g. changing rooms, bathrooms and sleeping quarters. No photographs or video footage should ever be permitted in such areas of personal privacy. PROCEDURE FOR THE USE OF PHOTOGRAPHS, FILM AND VIDEO Photos and video clips can be used to celebrate achievements, promote your activities and let people know that bit more about your team, club or sport. Footage is also recorded for performance development reasons. The aim of these guidelines is not to curb such activity but to ensure that children are protected from those who would seek to take or manipulate photos and video footage in a way that harms children or places them at risk of harm. Some sports take place in areas where organisers have little or no control over the environment such as open river or areas to which the public have general rights of access e.g. the open countryside. In these circumstances, organisers should take all reasonable steps to promote the safe use of photographing and filming and to respond to any concerns raised. 1. PHOTOGRAPHS, FILM and VIDEO Scope Boxing Scotland will take all reasonable steps to promote the safe use of photographing and filming at all events and activities with which it is associated. However, Boxing Scotland has no power to prevent individuals photographing or filming in public places. Boxing Scotland reserves the right at all times to prohibit the use of photography, film or video at any event or activity with which it is associated. Notification Parents/carers and children will be informed they may, from time to time, be photographed or filmed whilst participating in boxing. This could be for one of the following reasons: (i) Video footage for performance development. (ii) Media coverage of an event or achievement. (iii) Promotional purposes e.g. website or publication. Materials promoting events will state, where relevant, that photography and filming will take place. Those who have sought and obtained permission to photograph or film will be formally identifiable e.g. a badge or sticker will be issued, after production of the letter of approval and identification (Request for Permission to Use Camera and Video Equipment and Notification to Applicant) Information about what to do if concerned about photographing and filming will be available at all events. Registration of intention to photograph will be required on the day. This enables tracking of the equipment and operator should concerns arise in the future. Permission Written consent must be obtained from the child s parents/carers before any photography or filming takes place. 134

135 Special care must be taken in relation to vulnerable children e.g. child fleeing domestic violence or a child with a disability, and consideration given to whether publication or use of the pictures/film would place the child at risk. Young athletes who have a public profile as a result of their achievements are entitled to the same protection as all other children. In these cases, common sense is required when implementing these guidelines. All decisions should reflect the best interests of the child. All actions by Boxing Scotland will be based on the best interests of the child. Use of Images and Information No unsupervised access or one-to-one sessions will be allowed unless this has been explicitly agreed with the child and parents/carers. No photographing or filming will be permitted in changing areas. All images and accompanying information will comply with Boxing Scotland Safe in Care Guidelines, where this is within the control of Boxing Scotland. Boxing Scotland will ensure that all negatives, copies of videos and digital photograph files are stored in a secure place. These will not be kept for any longer than is necessary having regard to the purposes for which they were taken. Images will not be shared with external agencies unless express permission is obtained from the child and parents/carers. Concerns Anyone behaving in a way which could reasonably be viewed as inappropriate in relation to filming or photographing should be reported to the person in charge on the day. They should be approached for an explanation. If a satisfactory explanation is not provided, the circumstances should be reported to the person in charge on the day or Boxing Scotland Child Protection Officer. Where appropriate concerns should also be reported to the police. CLUBHOUSES AND CHANGING ROOMS 3 One of the areas where children are particularly vulnerable at many sports facilities is the locker/changing/shower room. Limited changing facilities sometimes mean that people of all ages regularly need to change and shower during the same period. To avoid possible misunderstandings and embarrassing situations, adults need to exercise care when in the changing room at the same time as children. However, bullying can be an issue where children are left unsupervised in locker rooms, and a balance should be struck depending on the situation. In general it is better if one adult is not alone to supervise in a locker room, and extra vigilance may also be required if there is public access to the venue. If, in an emergency, a male has to enter a female changing area, or vice versa, another adult of the opposite gender should accompany him or her. The following advice may be useful: Wherever possible, adults should avoid changing or showering at the same time as children. Parents/carers need to be aware that on occasions, adults and children may need to share a changing facility. It is recommended that particular attention is given to the supervision of children aged 10 and under in changing rooms. It is advisable for adults not to be alone with any such child under these circumstances. If children are uncomfortable changing or showering in public, no pressure should be placed on them to do so. 3 Adapted from the Children in Golf s Strategy Group: Guidelines for Safeguarding Children in Golf 135

136 While some organisations may be restricted to changing rooms for the purposes of team talks, if at all possible another area should be considered for this. If there are no other options, it is best practice to wait until all children are fully dressed. VOLUNTEERS AGED 18 OR UNDER There is no legal barrier to anyone aged 18 or under becoming a coach or volunteer with children or young people. If their remit falls into that of regulated work as per the Protection of Vulnerable Groups (Scotland) Act 2007 then they should be subject to the same recruitment and selection procedures as other volunteers, including Scheme Record/Scheme Record Update (note that there is no lower age limit with regards to PVG Scheme Membership). Anyone under 16 is defined as a child (under the Children (Scotland) Act 1995), and it is not recommended that they take up regulated work with children. They can, however, be encouraged to help out and should be supervised by a more senior qualified coach or volunteer who has been appropriately vetted. In turn, the organisation has a responsibility to support the supervising coach. Remember that young coaches or volunteers may come under different pressures (e.g. lack of respect from peers, closeness in age could lead to possible relationship) so regular supervision, training and extra support is recommended. It is important that adult to child ratios are reassessed as a young volunteer may not be experienced/capable of overseeing a group of children and young people. PREVENTING AND RESPONDING TO BULLYING BEHAVIOUR 4 Bullying may be seen as particularly hurtful behaviour where it is difficult for those being bullied to defend themselves. It can be a one-off occurrence or repeated over a period of time, and can take many forms including children being bullied by adults, their peers and in some cases by members of their families. Bullying can be difficult to identify because it often happens away from others and those who are bullied often do not tell anyone. Bullying is not always deliberate. Examples of Bullying Physical e.g. theft, hitting, kicking (in some cases, this might constitute an assault). Verbal (including teasing) e.g. spreading rumours, threats or name-calling, ridicule or humiliation. Emotional e.g. isolating a child from the activities or social acceptance of the peer group. Cyberbullying e.g. sending insulting messages via text or s; posting images or upsetting information on social networking sites or forums etc. Using abusive or insulting behaviour in a manner which causes alarm or distress. Prejudiced based singling out children who are perceived as different due to, e.g. race, gender, sexual orientation, disability, children who are asylum seekers, looked after children, young carers and so on. Having belongings stolen or damaged. Being targeted because of who the child is or who they are perceived to be. Signs which may raise concerns about bullying include: hesitation or reluctance to attend training or activity reluctance to go to certain places or work with a certain individual often last one picked for a team or group activity for no apparent reason, or being picked on when they think your back is turned clothing or personal possessions go missing or get damaged bruising or other injuries losing pocket money repeatedly becoming nervous and withdrawn suddenly prone to lashing out at people, either physically or verbally, when normally quiet 4 Guidance adapted from 136

137 When talking about bullying, it s never helpful to label children and young people as bullies or victims. Labels can stick for life and can isolate a child, rather than helping them to recover or change their behaviour. It is preferable to talk about someone displaying bullying behaviour rather than label them a bully behaviour can be changed with help and support. Action to help children and young people on the receiving end of bullying behaviour: Cultivate an ethos where there s an anti-bullying culture it is especially important that adults are good role models for children and young people. Take all signs of bullying very seriously. Encourage all children to speak and share their concerns. Help those being bullied to speak out and tell the person in charge or someone in authority. Create an open environment. Take all allegations seriously and take action to ensure the young person is safe. Speak with those being bullied and those displaying bullying behaviour separately. Reassure the young person that you can be trusted and will help them, although you can t promise to tell noone else. Keep records of what is said i.e. what happened, by whom and when. In cases of cyberbullying advise young people who are being bullied by text, etc to retain the communication or to print it out. Report any concerns to the person in charge at the organisation where the bullying is occurring. Support for children and young people involved in bullying behaviour: Talk with the young person (or people), explain the situation and try to get them to understand the consequences of their behaviour. In some cases it might be worth considering seeking an apology from those involved in bullying behaviour (for example where those on the receiving end wish reconciliation). Apologies are only of real value however, when they are genuine. Be sensitive and use good judgement when it comes to informing parents/carers of those whose negative behaviour is impacting on others. Put the child at the centre will telling the parents/carers result in more problems for the young person? If appropriate, insist on the return of 'borrowed' items and compensation for the person/people being bullied. Impose consequences as necessary, e.g. exclusion from the team until behaviour standards are improved. Sport offers good opportunities for this. Encourage and support those displaying bullying behaviour to change this behaviour. Ask them to consider the impact their actions are having. Keep a written record of action taken. What can your organisation do? Creating an anti-bullying ethos is the best prevention. We should not underestimate the importance of the behaviour of adults as they are role models for children and young people. Strategies and solutions do not come in one size fits all. Each case is unique and requires an individual response to the individual situation. What might work in one situation might not work in another. You might have to adopt different strategies before finding one that is effective. It is also important to ask for help and support if you need it to deal with a bullying incident. The Useful Contacts list has more details but ChildLine and ParentLine Scotland are useful contacts to know. 137

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139 SAFE IN CARE - PARTNERSHIP WITH PARENTS/CARERS FORM - TEMPLATE CLUB NAME values the involvement of children in our sport. We are committed to ensuring that all children have fun and stay safe whilst participating in boxing. To help us fulfil our joint responsibilities for keeping children safe, the club adhere to the Boxing Scotland Safe in Care Guidelines. These Guidelines tell you what you can expect from us when your child participates in boxing and details the information we need from you to help us keep your child safe. We need you to complete this form at the start of every season and to let us know as soon as possible if any of the information changes. All information will be treated with sensitivity, respect and will only be shared with those who need to know. Child s Name: Address: Date of Birth: Tel No: Postcode: Emergency Contact Name: Relationship to Child: Late Collection Contact: Relationship to Child: Name of GP: Emergency Contact Tel No: Contact Tel No: Tel No of GP: Address of GP: Postcode: A. GENERAL & MEDICAL INFORMATION Please complete the following details. If none, please state none. 1. Does your child have a disability/medical condition that will affect their ability to take part in sport? If yes, please give details: 2. Does your child take any medication? If yes, please give details: 3. Does your child have any existing injuries (include when injury sustained and treatment received)? If yes, please give details: 4. Does your child have any allergies, including allergies to medication? If yes, please give details: 5. Is there any other relevant information which you would like us to know about your child? (e.g. access rights, disabilities, etc) B. CONSENT MEDICAL TREATMENT I consent / I do not consent (delete as appropriate) to my child receiving medical treatment, including anaesthetic, which the medical professionals present consider necessary. 139

140 C. CONSENT TRANSPORTATION OF CHILDREN I consent / I do not consent (delete as appropriate) to my child being transported by persons representing CLUB NAME individual members or affiliated clubs for the purposes of taking part in boxing. I understand CLUB NAME will ask any person using a private vehicle to declare that they are properly licensed and insured and, in the case of a person who cannot so declare, will not permit that individual to transport children. D. CONSENT - PHOTOGRAPHS AND PUBLICATIONS (INCLUDING WEBSITE, FACEBOOK & TWITTER) Your child may be photographed or filmed when participating in boxing. I consent / I do not consent (delete as appropriate) for my child to be involved in photographing/filming and for information about my child to be used for the purposes stated in the Boxing Scotland Safe in Care Guidelines. E. CONSENT CONTACT INFORMATION The club &/or Boxing Scotland may contact your child from time to time via , text or social networking site. I consent / I do not consent (delete as appropriate) for my child to be contacted via , text or social networking site for the purposes stated in Boxing Scotland Safe in Care Guidelines. I do / do not (delete as appropriate) wish to be copied in to these messages. F. CONSENT SIGNATURE 1. I am aware of the Safe in Care Guidelines for boxing and agree to work in partnership with CLUB NAME to promote my child s safe participation in boxing. 2. I am aware of the Boxing Scotland Code of Conduct and Child Protection Policy and Procedures. 3. I undertake to inform CLUB NAME should any of the information contained in this form change. Parent/Carer s Signature: (Please state relationship to child if not parent) Date: Print Name: 140

141 REQUEST FOR PERMISSION TO USE CAMERA AND VIDEO EQUIPMENT - TEMPLATE This form must be completed by individuals seeking permission to use camera or video equipment. Section A To be Completed by the Applicant Name: Address: Designation: Postcode: Venue/event: Date: Purpose: I declare that the pictures/film(s) produced will not be altered in any way without prior written permission of the person(s) concerned. I understand that I may only use the pictures/film(s) for the purpose stated above. I have read and agree to abide by Boxing Scotland Safe in Care Guidelines and Child Protection Policy. Signature: Date: Section B Application Signed: Print Name: For Official Use Only APPROVED / REFUSED (delete as appropriate) Date: Designation: Reason for refusal Now complete Notification to Applicant form, and keep a copy of this form. 141

142 NOTIFICATION TO APPLICANT - TEMPLATE Your application has been ACCEPTED / REFUSED (delete as appropriate) for use as follows: Name: Venue/event: Designation: Date: Purpose: Permission granted by: Signature: Designation: Date: NOTE: Proof of identity and this letter of approval must be produced on request at the event or activity to which it relates. 142

143 TRAINING WORKSHOPS Identifying and Managing Risk, CHILDREN 1 ST workshop This 3-hour workshop is for anyone who has responsibility in assessing the risks to children and young people participating in their sport. The overall aim of this workshop is to ensure that participants understand the role played by good risk assessment and management, in keeping children and young people safe, and how it can be developed and maintained in their organisation or club. Participation of Children and Young People, CHILDREN 1 ST workshop This 3-hour workshop is for anyone who has a role in developing participative practices with children and young people to involve them in their sport. The overall aim of this workshop is to encourage and support the involvement of children and young people in running a club or group. 143

144 HOW TO LET EVERYONE KNOW ABOUT THE 10 STEPS Communicate all of the above to the children and young people who participate in your club and their parents/carers. This is so that everyone recognises and understands the important measures put in place to help keep children safe in your organisation! Why is this important? There is no point in doing all the hard work to safeguard children if no one knows about it! Young people need to be aware of who they can go to for help. Their parents/carers should know that there are measures in place to protect their children and staff/volunteers should be confident that the organisation has measures in place to be able to deal with any child protection matters which may arise. Ideas for how to let everyone know about the 10 Steps: It is vital that young people in your group or club know that you take their welfare seriously. They should be told who the Child Protection Officer (CPO) is and how to contact them. You can do this in person (maybe when the season starts or during training); via posters or leaflets on the club noticeboard or using your normal communication channels whether that s , text or letter. Parents and carers should also be in the loop. So, when you re sending out consent forms, stick a letter in about the organisation s commitment to safeguarding children and put in the CPO s contact details. Safeguarding in Sport produce a fold-out leaflet called Stay Safe and Have Fun which is specifically designed by young people for young people. Hand these out to prompt discussion about their safety and welfare. Posters with space for details about a club and the CPO are available from Safeguarding in Sport for free just get in touch on If your organisation has a newsletter, create a regular column for the Child Protection Officer to keep everyone up-to-date. The 10 Steps are really important in ensuring children stay safe and have fun in sport. You could also publish a step (or two) every issue so that people become familiar with the policies and procedures. If you can give people an overview of each step (rather than print the whole thing!) this would be helpful. Some governing bodies and local authorities might have an intranet to which articles can be submitted again, a regular update is a good idea to keep everyone informed. Websites, Facebook, Twitter whatever media you use to promote your club or activity why not use it to remind people that you take child protection seriously? Local clubs keep in touch with their local papers, so use that contact to tell everyone the work you re undertaking on safeguarding children. This lets the wider community know and might even result in a few more junior members. Safeguarding in Sport run a training workshop based on their resource Play Your Part. This looks at ways of getting children and young people involved in the running of a club or group. Actively involving young people can be hugely rewarding not only do they come up with great ideas, but being asked for their opinions makes them feel valued and, ultimately, looked after. Remember that there are loads of ways to get the safeguarding message out there, now go forth and communicate Resources: - Stay Safe and Have Fun in Sport leaflet and information sheet - Play Your Part! Training: - Participation of Children and Young People workshop 144

145 TRAINING WORKSHOP Participation of Children and Young People, CHILDREN 1 ST workshop This 3-hour workshop is for anyone who has a role in developing participative practices with children and young people to involve them in their sport. The overall aim of this workshop is to encourage and support the involvement of children and young people in running a club or group. WHAT IS CHILD ABUSE? SIGNS AND INDICATORS The following examples are ways in which children may be abused or harmed, either within or out with sport. What is child abuse and child neglect? Abuse and neglect are forms of maltreatment of a child. Somebody may abuse or neglect a child by inflicting, or by failing to act to prevent, significant harm to the child. Children may be abused in a family or in an institutional setting, by those known to them or, more rarely, by a stranger. While it is not necessary to identify a specific category of abuse when adding a child s name to the Child Protection Register, it is still helpful to consider and understand the different ways in which children can be abused. (i) Emotional Abuse (iii) Neglect (ii) Physical Abuse (iv) Sexual Abuse These categories are not mutually exclusive, for example, a child experiencing physical abuse is undoubtedly experiencing emotional abuse as well. The following definitions show the different ways in which abuse may be experienced by a child but are not exhaustive, as the individual circumstances of abuse will vary from child to child. (All definitions taken from National Guidance for Child Protection in Scotland 2010 ). Identifying Child Abuse Although the physical and behavioural signs listed may be symptomatic of abuse, they may not always be an indicator and, conversely, children experiencing abuse may not demonstrate any of these signs. Child abuse is often difficult to recognise. It is not the responsibility of anyone involved in sport to decide whether or not a child has been abused. This is the role of trained professionals. We all however, have a duty to act on any concerns about abuse. (i) EMOTIONAL ABUSE is the persistent emotional neglect or ill treatment that has severe and persistent adverse effects on a child s emotional development. It may involve conveying to a child that they are worthless or unloved, inadequate or valued only insofar as they meet the needs of another person. It may involve the imposition of age or developmentally inappropriate expectations of a child. It may involve causing children to feel frightened or in danger, or exploiting or corrupting children. Some level of emotional abuse is present in all types of ill treatment of a child; it can also occur independently of other forms of abuse. Examples of Emotional Abuse in Sport Persistent failure to show any respect to a child e.g. continually ignoring a child. 145

146 Constantly humiliating a child by telling them they are useless. Continually being aggressive towards a child making them feel frightened. Acting in a way which is detrimental to the child s self-esteem. Signs which may raise concerns about emotional abuse include: low self-esteem significant decline in concentration running away indiscriminate friendliness and neediness extremes of passivity or aggression self-harm or mutilation (ii) PHYSICAL ABUSE is the causing of physical harm to a child or young person. Physical abuse may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning or suffocating. Physical harm may also be caused when a parent or carer feigns the symptoms of, or deliberately causes, ill health to a child they are looking after. Most children sustain accidental cuts and bruises throughout childhood. These are likely to occur in parts of the body like elbows, shins and knees. An important indicator of physical abuse is where the bruises or injuries are unexplained or the explanation does not fit the injury or the injury appears on parts of the body where accidental injuries are unlikely e.g. on the cheeks or thighs. The age of the child must also be considered. It is possible that some injuries may have occurred for other reasons e.g. skin disorders, rare bone diseases. Examples of Physical Abuse in Sport Bodily harm that may be caused by: Over training or dangerous training of athletes. Over playing an athlete. Failure to do a risk assessment of physical limits or pre-existing medical conditions. Administering, condoning or failure to intervene in drug use. Signs which may raise concerns about physical abuse include: refusal to discuss injuries aggression towards others improbable excuses given to explain injuries fear of parents being approached for an explanation running away untreated injuries excessive physical punishment unexplained injuries, particularly if recurrent avoiding activities due to injuries or possibility of injuries being discovered wearing long or extra clothing to hide injuries (iii) NEGLECT...is the persistent failure to meet a child s basic physical and/or psychological needs, likely to result in the serious impairment of the child s health or development. It may involve a parent or carer failing to provide adequate food, shelter and clothing, to protect a child from physical harm or danger, or to ensure access to appropriate medical care or treatment. It may also include neglect of, or failure to respond to, a child s basic emotional needs. Neglect may also result in the child being diagnosed as suffering from non-organic failure to thrive, where they have significantly failed to reach normal weight and growth of development milestones and where physical and genetic reasons have been medically eliminated. In its extreme form children can be at serious risk from the effects of malnutrition, lack of nurturing and stimulation. This can lead to serious long-term effects such as greater susceptibility to serious childhood illnesses and reduction in potential stature. With young children in particular, the consequences may be life-threatening within a relatively short period of time. 146

147 Examples of Physical Neglect in Sport Exposing a child to extreme weather conditions e.g. heat and cold. Failing to seek medical attention for injuries. Exposing a child to risk of injury through the use of unsafe equipment. Exposing a child to a hazardous environment without a proper risk assessment of the activity. Failing to provide adequate nutrition and water. Signs which may raise concerns about neglect include: constant hunger poor personal hygiene and/or poor state of clothing constant tiredness frequent lateness or unexplained non-attendance (particularly at school) untreated medical problems low self-esteem poor peer relationships stealing (iv) SEXUAL ABUSE is any act that involves the child in any activity for the sexual gratification of another person, whether or not it is claimed that the child either consented or assented. Sexual abuse involves forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening. The activities may involve physical contact, including penetrative or non-penetrative acts. They may include non-contact activities, such as involving children in looking at, or in the production of, pornographic material or in watching sexual activities, using sexual language towards a child or encouraging children to behave in sexually inappropriate ways. Some of the aforementioned activities can occur through the internet. Boys and girls are sexually abused by males and females, including persons to whom they are and are not related and by other young people. This includes people from all walks of life. Some children may never be able to tell someone they have been sexually abused. Changes in a child s behaviour may be a sign something has happened. In some cases there may be no physical or behavioural signs to suggest that a child has been sexually abused. Examples of Sexual Abuse in Sport Exposure to sexually explicit inappropriate language or jokes. Showing a child pornographic material or using a child to produce such material. Inappropriate touching. Sexual intercourse and/or sexual activity with a child under 16. The following signs may raise concerns about sexual abuse: lack of trust in adults or over familiarity with adults, fear of a particular adult social isolation being withdrawn or introverted, poor peer relationship sleep disturbance (nightmares, bed-wetting, fear running away from home of sleeping alone) girls taking over the mothering role school problems e.g. falling standards, truancy reluctance or refusal to participate in physical low self-esteem activity or to change clothes for games drug, alcohol or solvent abuse display of sexual knowledge beyond the child s age sexual promiscuity, over-sexualised behaviour, eating disorders compulsive masturbation unusual interest in the genitals of adults, children or animals anxiety, depression, self-harm/mutilation, suicide attempts 147

148 bruises, scratches, bite marks to the thighs or pregnancy genital areas discomfort/difficulty in walking or sitting fear of medical examinations urinary tract problems, vaginal infections or genital damage genital odour, venereal /sexually transmitted diseases stained underwear, soiling or wetting itchiness, soreness, discharge, unexplained bleeding from the rectum, vagina or penis fear of bathrooms, showers, closed doors abnormal sexual drawings having irrational fears developmental regression/acting younger than their age psychosomatic factors e.g. recurrent abdominal Grooming including over the internet or headache pain wearing extra clothing / clothing tied tight (e.g. tracksuit trousers); reluctance to wear sports kit Children and Young People with a Learning or Physical Disability Research, including It doesn t happen to disabled children Child Protection and Disabled Children, NSPCC (2003), tells us that children and young people who have a learning or physical disability are more vulnerable to abuse. This is because: They are often dependent on a number of people for care and handling, some of which can be of an intimate nature. They may be unable to understand the inappropriateness of the actions or communicate to others that something is wrong. Signs of abuse can be misinterpreted as a symptom of the disability. Like other children, they are fearful of the consequences of disclosing abuse. Attitudes and assumptions that children with disabilities are not abused. They may be unable to resist abuse due to physical impairment. Of negative attitudes towards children with disabilities. Possible failures to recognise the impact of abuse on children with disabilities. Particular care should be taken by all staff and volunteers when with working with children affected by disability. 148

149 RELEVANT LEGISLATION This is intended as a brief guide to the legislation relevant to the care and protection of children in Scotland. Sports organisations should obtain advice from a solicitor in relation to specific legal issues. INTERNATIONAL CONVENTIONS United Nations Convention on the Rights of the Child (1989) UNCRC An international agreement which prescribes the rights of all children and young people under the age of 18. The rights in the Convention generally cover three areas: participation (e.g. a child s right to have a say in decisions which affect them), provision (e.g. provision of services to promote health and education) and protection (e.g. the right to be protected from all forms of abuse, harm and exploitation at all times). The UK is a signatory to UNCRC and must report to a UN Committee on steps taken to promote and respect these rights. Whilst not legally binding, the Convention is highly influential on decisions made by courts and public authorities about the lives of children. European Convention on Human Rights (1950) This convention is legally binding on the UK because its provisions were introduced in to the law of Scotland by the Human Rights Act 1998 and the Scotland Act The rights prescribed apply to children and adults. The main articles of relevance are: Article 8: right to respect for private and family life, home and correspondence Article 3: the right not to be tortured or experience inhuman or degrading treatment Courts and public authorities must act in a manner which is consistent with these rights and can only interfere (in some cases) where there is a legitimate reason to do so. The protection of children is one such reason. For a copy of the Convention see UK and SCOTTISH LEGISLATION Rehabilitation of Offenders Act 1974 Generally, criminal convictions become spent after a period of time (which depends on the sentence imposed by the court at the time of conviction). As a result of this Act spent convictions, generally, do not have to be disclosed to potential employers. Exclusions and Exceptions (Scotland) Amendment Order 2010 There are certain Roles and voluntary positions for which prospective employers need to know about a person s criminal record to decide whether they are suitable for the position e.g. regulated work with children and protected adults. This Order lists the positions and professions where there is an exception to the general rule on non-disclosure of convictions. Police Act 1997 Part V of this legislation made it possible for local authorities, third sector organisations (e.g. sports organisations) as well as other organisations to seek to obtain criminal record certificates on individuals likely to undertake direct work with children and other vulnerable groups. Age of Legal Capacity (Scotland) Act 1991 Children under 16 do not generally have legal capacity. This act sets out the circumstances in which children are regarded as having legal capacity including the ability to consent to medical treatment. Criminal Procedure (Scotland) Act 1995 Schedule 1 to this Act contains a list of offences against children e.g. abandonment or wilful neglect. Someone who has committed an offence which is listed in this Schedule is often referred to by professionals as a Schedule 1 offender. 149

150 Children (Scotland) Act 1995 The main piece of legislation covering child welfare and protection. Covers the rights and responsibilities of parents, the role of the local authority, the Children s Hearing System and introduced a number of measures for taking action to protect children in an emergency. This Act clearly states that the best interests of the child must always be considered and children should be given an opportunity to have a say on matters which affect them, should they wish to do so. Data Protection Act 1998 Applies to any information, however obtained and used, which relates to living persons. Covers how such information is to be gathered, stored, processed and protected. All organisations that hold or process personal data must comply. Sexual Offences (Amendments) Act 2000 Sexual Offences (Scotland) Act 2009 Introduced a new offence of abuse of trust applicable to positions of trust which involve looking after children and young people who are in full time education, detained under a court order, looked after in a hospital/ children s home or other establishment providing social care or in foster care. Section 55 also allows for a Scottish resident to be convicted of an offence committed abroad if it would be deemed a criminal offence in Scotland. It is no longer necessary for the behaviour to be illegal in the country where it occurs. Unlawful sexual intercourse with a 12-year-old somewhere in Asia, for example would be able to be prosecuted in Scotland. Protection from Abuse (Scotland) Act 2001 While the primary focus of this legislation is women subjected to domestic abuse and the potential legal remedies available to them, parts of this Act can be applied to attempts to safeguard the interests of children, particularly given what is now known about the impact of abuse on children. The primary remedy offered by the Act is that of the powers of arrest being attached to an interdict, regardless of the relationship between the abused and the abuser. Criminal Justice (Scotland) Act 2003 Amended the law in Scotland in relation to the physical punishment of children by parents. This Act makes it illegal for parents to hit a child on the head, hit a child with an implement and to shake a child. Commissioner for Children and Young People (Scotland) Act 2003 This Act created the role of Scotland s Commissioner for Children and Young People. The Commissioner promotes and safeguards the rights of children living in Scotland as set out in UNCRC. Protection of Children and Prevention of Sexual Offences (Scotland) Act 2005 Addresses the predatory behaviour of those who groom children with the aim of abusing them by introducing a new offence of grooming. Enables the police to take preventative action before the child meets the perpetrator. Provides the police and courts with additional powers to apply for and grant, a Risk of Sexual Harm Order on those who are considered to pose a risk to children. Protection of Vulnerable Groups (Scotland) Act 2007 All organisations have a legal responsibility to ensure that any individual who will be in regulated work with children or protected adults is not listed on the Children s List and/or Adult s List, which bars them from working with children and/or protected adults. Regulated work with children includes: - caring for children - teaching, instructing, training or supervising children - being in sole charge of children - having unsupervised access to children - being a host parent. The PVG Scheme is a membership scheme for people doing regulated work with children and/or protected adults in Scotland. For an organisation to check an individual against a list, they can request an individual becomes a PVG Scheme member by applying for a Scheme Record. A Scheme Record disclosure will provide the organisation and individual with any vetting information, criminal conviction information, if they are on the Sex Offender s Register, relevant non-conviction information from police forces and any prescribed civil orders. This information may then 150

151 help employers to make safer recruitment decisions. Short scheme records and statements of scheme membership are other forms of disclosure available to organisations and individuals. Organisations also have a legal duty to refer individuals who meet the referral criteria to Disclosure Scotland to be considered for listing. The PVG Scheme is managed and delivered by Disclosure Scotland. Organisations can register directly with Disclosure Scotland to access this vetting information. For more information and details on PVG: USEFUL CONTACTS AND WEBSITES Boxing Scotland Boxing Scotland Child Protection Officer Boxing Scotland Collator Safeguarding in Sport sportscotland Help For Clubs CHILDREN 1 ST 5 Nasmyth Court Houston Industrial Estate Livingston EH54 5EG Tel Linsey Naysmith . linsey.naysmith@boxingscotland.org Tel Linsey Naysmith . Lisney.Naysmith@boxingscotland.org Tel CHILDREN 1 ST 61 Sussex Street Glasgow G41 1DY Doges, Templeton on the Green 62 Templeton Street Glasgow, G40 1SA Whitehouse Loan Edinburgh EH9 1AT ChildLine in Scotland ParentLine Scotland Child Protection in Sport Unit (NSPCC- covers England, Wales and Northern Ireland) Scottish Disability Sport Central Registered Body in Scotland General Helpline: Disclosure Scotland Scottish Government Commissioner for Children and Young People Volunteer Development Scotland Legislation 151

152 Child Exploitation Online Protection (CEOP) Respect Me Anti Bullying Network

153 7.3 BOXING SCOTLAND Ltd Tournament Permit Guide 1 Boxing Scotland affiliated club apply to relevant District Secretary for a tournament permit application Form. Club Secretary completes tournament permit application form. 2 - Affiliated club submits Tournament Permit Application Form directly to the relevant District Secretary. 4 At the appropriate District meeting Officials will be appointed. The Permit will then be given to the club at same District meeting 3 Subject to the information provided, the District Secretary will grant a referenced Tournament Permit or will request that further information is provided Key Responsibility Club District Secretary What is permit granting? Permit granting is the process of registering your event with Boxing Scotland Ltd, submitting a permit application form and finally being awarded a show permit certificate. Sanctioned events are required to provide and Official in Charge report to Boxing Scotland Ltd after the conclusion of each event. What is the permit granting process? Prior to the event Boxing Scotland affiliated clubs complete a boxing Scotland Ltd permit application form. These will be requested directly from the appropriate District Secretary. These should be submitted to the District Secretary as soon as a date for your event has been identified, usually 3-6 months before the event. Prior to granting a tournament permit, the District Secretary may ask for further information or also seek clarification on whether the applicant has a working official who actively works at Boxing Scotland Ltd boxing shows. Boxing Scotland will endeavour to ensure permitted shows are carefully scheduled throughout the calendar year; however it is the responsibility of the Show Organiser to choose appropriate dates in relation to Boxing Scotland National and Home International events. The District Secretary will then review your permit application and either issue an event permit, or will ask you for further information to ensure the smooth and safe running of your event before issuing a permit. NOTE: Should Tournament information changes occur after a permit has been issued, an updated or new permit application must be submitted to Boxing Scotland Ltd 153