Practice Notes

May 12, 2021    ·    Drew    ·    Practice Notes

PART 5 – PRACTICE NOTES

CONTENTS

ANTI-BULLYING                                                                                                       – Page 2

BEHAVIOURS                                                                                                           – Page 6

CELEBRATION – Photography and Filming                                                         – Page 13

COMMUNICATION AND SOCIAL MEDIA                                                               – Page 19

HEALTH                                                                                                                    – Page 24

PLANNING AND ORGANISATION                                                                          – Page 27

PREVENTION PLANNING                                                                                       – Page 32

RELATIONSHIPS                                                                                                      – Page 36

TRAVEL AND TRIPS AWAY                                                                                    – Page 41

ANTI BULLYING

‘Bullying is never acceptable; it doesn’t make a child better or stronger to get through it and it should never be seen as a normal part of growing up.’(respectme)’

Children’s wellbeing can be seriously impacted by bullying behaviour.  Bullying can take some children’s rights away from them. Bullying is both behaviour and impact, the impact is on a person’s capacity to feel in control of themselves.  This is what is termed as their sense of ‘agency’.  Bullying takes place in the context of relationships; it is behaviour that can make people feel hurt, threatened, frightened and left out. This behaviour happens face to face and online. (respectme2015) 

What is bullying?

Bullying behaviour can harm people both physically and emotionally.  Something only has to happen once to make a child feel worried, scared, threatened, left out and hurt. The actual behaviour may not be repeated but the threat may be sustained over time, typically by actions, looks, messages, confrontations, physical interventions, or the fear of these. Bullying behaviour is not always deliberate, but that does not mean that the bullying behaviour does not need to be appropriately challenged.

The Club appreciates that bullying behaviour can be difficult to identify because  it often happens away from others and young people may be reluctant to tell adults for fear of repercussions or an ‘over-reaction’ by adults.  This Practice Note provides guidance for members of staff and volunteers to recognise ‘signs’ of bullying behaviour and understand the impact that it can have on the child or young person who is being bullied.  It sets out how members of staff and Associated Persons should respond should they have any concerns about bullying behaviour.

Prejudice-based bullying

Prejudice-based bullying is when bullying behaviour is motivated by prejudice based on an individual’s actual or perceived identity and can be based on characteristics unique to a child or young person’s identity or circumstance e.g. their ethnicity or religion or sexuality. When the bullying behaviour is as a result of prejudice, there is a need to address the root cause of the prejudice as well as effectively responding to incidents as they arise. 

How to recognise bullying behaviour

The Club will:

• Seek to prevent, reduce and respond effectively to bullying behaviour, through the implementation of this Policy and by ensuring that children and young people know what to do and who they can speak to if they are worried  
• Highlight bullying based on prejudice and perceived differences to ensure our practices are effective in dealing with these issues
• Seek to understand the experiences and address the needs of children and young people who are bullied, as well as those who bully, within a framework of respect, responsibility, resolution and support
• Create an environment where bullying behaviour is not tolerated and is responded to in the best interests of the children and/or young people involved

How to create the right environment

Environments that promote respect, celebrate difference and encourage positive relationships and behaviour are less likely to see bullying as acceptable behaviour. Creating the right environment can discourage bullying behaviour and encourage children and young people to share any concerns.

How to respond to bullying behaviour

NEVER allow bullying behaviour, in any form, to go unchallenged and unreported.

What to do when bullying incidents and behaviour occur

These guidelines have been informed and developed with support from respectme, their publication ‘Bullying in Scotland 2014’ and the Respect for All: National Approach to Anti-Bullying for Scotland’s Children and Young People, Scottish Government 2017.  Copyright remains with respectme and we acknowledge all and any material taken from www.respectme.org.uk

BEHAVIOURS

Football should be an enjoyable activity which allows everyone to take part in a fun and safe manner.  At times this will involve managing behaviours in an appropriate way and responding to challenging behaviour in a safe and thought out manner.

This Practice Note aims to promote best practice that can help support children and young people manage their own behaviour.  It also identifies unacceptable actions or interventions which must never be used by members of staff or volunteers.

These guidelines are based on the following principles:

• The wellbeing of the child or young person is the paramount consideration
• A risk assessment, by means of planning and preparing for each session, should be completed for all activities taking into consideration the needs of all children or young people involved in the activity. For further information see Practice Note – Prevention Planning
• Children and young people must never be subjected to any form of treatment that is harmful, abusive, humiliating or degrading and should always be able to maintain their dignity and respect
• No member of staff or volunteer should attempt to respond to behaviour by using techniques for which they have not been trained

It is important to create the right environment and model the behaviour that you expect from children and young people involved in football.

From time to time members of staff and volunteers working or volunteering with children and/or young people may be required to deal with a child or young person’s behaviour that they find challenging. Managing this behaviour will involve advance planning of activities, responding in an appropriate way to the challenging behaviour and reflecting on how practice can be improved.

Preparation and Planning

Agreeing Acceptable Behaviour

Members of staff, volunteers, children/young people and their parents/carers should be involved in developing an agreed statement of what constitutes acceptable and unacceptable behaviour.  This is commonly known as a ‘Code of Conduct’.  All members of staff and volunteers working or volunteering with children and young people will be expected to sign up to the ‘Set the Standards – Behaviours, Expectations and Requirements’ and uphold the Wellbeing and Protection Values – Inclusive, Approachable, Empowering and Accountable.

The children and young people involved in club activities should also be encouraged to develop their own Code of Conduct.  This will primarily involve children and young people who are playing football and can be done at the start of the season, in advance of a trip away from home or as part of a welcome session.

How do we help children and young people come up with a Code of Conduct?

• Ask the children and/or young people as a group to set out what behaviour they find acceptable and unacceptable within their group or team 
• Ask them what the consequences of breaking the ‘agreement’ should be.  Experience shows that they will tend to come up with a sensible and working ‘agreement’
• If and when such a list is compiled every member of the group will be asked to sign it, as can new members as they join 
• If possible, a copy of the ‘agreement’ should be visible for reference during the activity e.g. in the team’s changing room

Planning Activities

Good practice requires planning sessions around the group as a whole, but also involves taking into consideration the needs of each individual child or young person within that group. Planning sessions involves ‘risk assessing’ the sessions and those taking the session or activity should consider whether any members of the group have presented challenges in the past or are likely to present any difficulties in relation to the tasks involved, the other participants or the environment.

Managing behaviour during the activity

It is essential that responding to difficult behaviour is always done in a thought out and calm manner. 

After each activity

• Reflect on practice – what worked well, what did not work?
• Issues of behaviour and control should regularly be discussed with members of staff, volunteers, the child or young person and their parents/carers in the context of rights and responsibilities  

Members of staff and volunteers should review the needs of any child or young person on whom consequences are frequently imposed. This review should involve the child or young person and their parents or carers to ensure an informed decision is made about the child/young person’s future or continued participation in the group or team. Whilst it would always be against the wishes of everyone involved at the club ultimately, if a child or young person presents a high level of risk or danger to themselves, or others, they may not be able to continue participating. This assessment could result from a single incident.

There are a range of situations where members of staff and/or volunteers may come into physical contact with the children and/or young people. For example, to prevent or treat an injury, a child who is upset reaching out for comfort, congratulating a player who has done well, to position the player for a drill etc.

The general guidance is as follows:

• All forms of physical contact should be respectful and be sensitive to the needs and wishes of the child or young person and take place in a culture of dignity and respect
• Children and young people should be encouraged to express their views on physical contact
• Physical contact should be in a reasonable and appropriate manner in an open environment with other adults present, where possible
• Be mindful that to comfort a child or young person who is upset, it is not always necessary or appropriate to place an arm around them. Sitting down and listening to them and maybe holding their hand can show concern for their situation
• Sometimes children or young people will initiate a hug or other forms of excited/happy contact with coaches and other adults, this is a normal form of human expression.  It is important that adults respond to this in an appropriate manner, where they engage with the child or young person in a positive way while not prolonging the contact or imitating it.  Respond and then re-direct them into a more suitable coach/player form of positive expression such as a high 5 or dropping to one knee to speak to them at eye level  

Members of staff and volunteers must never:

• initiate unnecessary physical contact with their participants
• engage in sexually provocative games e.g. horseplay or touching a child or young person in a sexually suggestive manner
• engage in ‘rough’ physical contact

Supporting a child with personal care

Some members of staff and/or volunteers may be working with younger children or young people with particular needs. It is recommended that the child’s parents/carer undertake any personal care, where possible.  If it is necessary to help a child or young person with personal tasks e.g. toileting or changing, the child or young person and their parents/carers must be encouraged to express a preference regarding the support and work together with the member of staff and/or volunteer to develop practiced routines for personal care so that the child or young person and their parents/carers know what to expect. It is also important to establish what the child or young person can do themselves and any support should be limited to what the child or young person cannot do. The child or young person and their parents/carer should also be encouraged to speak out about methods of support with which they are uncomfortable.

Do not take on the responsibility for tasks for which you are not appropriately trained e.g. manual assistance for a child or young person with a physical disability.

Physical Contact for drills

Members of staff and/or volunteers who are training on particular techniques should demonstrate the move themselves or ask another player who can display the technique being taught. In exceptional circumstances, despite a demonstration or verbal description, it may be necessary to move the child or young person into a particular position.  In these circumstances, the child or young person must be asked if they are comfortable to be moved into the correct position and a description given to the child or young person as to what it will involve e.g. “is it ok if I put my hands on your shoulders and move you into the correct position?”  Manual support should be provided openly and must always be proportionate to the circumstances and must never involve contact with the child or young person’s buttocks, genitals or breasts.

Physical Interventions

The use of physical interventions should always be avoided unless it is absolutely necessary in order to prevent a child or young person 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 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:

Any physical intervention used should be recorded as soon as possible after the incident by the member of staff and/or volunteer and reported to the Child Wellbeing and Protection Officer as soon as possible.  This can be done by completing the Concern Recording Form and emailing it to cwpo.shipyard@gmail.com

A timely debrief for members of staff and volunteers, the child or young person and their parents/carers should always take place following an incident where physical intervention has been used. This should include ensuring that the physical and emotional wellbeing of those involved has been addressed and on-going support offered where necessary.  Members of staff and volunteers, the child or young person and their 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 or young person and their parents/carers about the child/young person’s needs and continued safe participation in the group, team or activity.

CELEBRATION – Photography and filming

Photographs, films and video clips can be used to celebrate achievements, promote activities and keep people updated.  Footage can also be recorded for performance development and analysis reasons.  It is important not to curb such activity and to remember that the majority of images taken are appropriate and taken in good faith. 

This Practice Note sets out simples measures that must be taken to ensure the safety of children and young people in football when it comes to photography and filming.  These measures are necessary to protect children and young people from those who would seek to take or manipulate photos and video footage in a way that harms children and/or young people or places them at risk of harm. 

This Practice Note applies to members of staff, volunteers (including professional photographs contracted by the club for particular events and activities), as well as the children and young people and their parents/carer who themselves will want to take photographs or videos of games, training or football related activities.

Potential risks:

• Inappropriate use, adaption or copying of images for use on websites
• Inappropriate photographs or videos being taken of children and young people
• Identification of children and/or young people when a photograph is accompanied by significant personal information
• Identification and locating of children and/or young people in inappropriate circumstances e.g. where the child or young person has been removed from their family for their own safety, or where there are restrictions on contact with one parent following a parental separation, or any other safeguarding concern away from football.

Young people who have a public profile as a result of their achievements are entitled to the same protection as all other children and young people. In these circumstances common sense is required and all decisions should reflect the best interests of the child or young person and be made in partnership with the child or person.

A Consent Form must be completed by the child or young person and their parents/carers before any photography or filming takes place and before any images are published online. This informs them that the child or young person may be photographed or filmed whilst participating in football and the purpose of this.

Special care must be taken in relation to vulnerable children and young people e.g. a child or young person fleeing domestic violence or a child or young person with a disability, and consideration given to whether publication or use of the photographs and/or video footage would place the child or young person at risk.  If the Consent Form states that consent is not given to the child or young person being photographed this must be adhered to and practical arrangements put in place to avoid this happening. For example, the photographer should be told the child or young person’s squad number and advised that they are not be photographed or filmed. If the situation cannot be managed safely then filming and/or photography during the activity should be prohibited.

The child or young person may be taking part in a game or event that involves live streaming bythe Club. Live streaming is the live visual broadcast over the internet.  Live streaming must never take place in the changing rooms and should only be taken by authorised persons. The child or young person, if appropriate, and their parents/carers will be asked to provide consent. Before giving their consent they must be advised of the following:

• Where the live streaming will take place e.g. Facebook, Instagram, YouTube etc.
• Who the stream will be monitored by and for what purpose
• When the live stream will go live and when it will end
• Once the stream has finished, where the footage may be published and/or stored
• How individuals can withdraw their consent, if they wish to do so

Use of Images and Information

Where consent is given to the taking and use of images the following practices will be implemented:

The Club will take all reasonable steps to promote the safe use of photography and filming at all events and activities with which it is associated, however the club has no power to prevent individuals photographing or filming in public places.

If there are concerns about the safety and wellbeing of children and young people, the Club reserves the right at all times to prohibit the use of photography or filming at any event or activity with which it is associated and in locations where the club has jurisdiction.

There have already been a number of cases where children and young people have been placed at risk as a result of the ability to discreetly record and transmit 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.

This Practice Note 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 areas. No photographs or filming should ever be permitted in such areas of personal privacy.

Members of staff and volunteers who become aware that inappropriate photographs or video footage has been taken in any of the above areas, whether by an adult or another child or young person, should immediately report the matter to the Child Wellbeing and Protection Officer as per the Responding to Concern Procedure.

The Club may post information, photographs and videos on its website which is available to all members of the public. In terms of publishing anything that includes an image or information about a child or young person, the following good practice should be followed:

The Clubwill ensure that all images, negatives, videos and photographs will be stored in a secure environment, whether digital or hard copy. These will not be kept for any longer than is necessary having regard to the purposes for which they were taken.

Images, negatives, videos and photographs will be reviewed regularly and held in line with the Club’s Data Retention Schedule.

COMMUNICATION AND SOCIAL MEDIA

Information and communication technology (ICT) and social media are developing and advancing extremely quickly, meaning the way in which we communicate and receive and absorb information is changing all the time.  These advancements provide significant benefits for organisations, including opportunities to promote activities and communicate easily with children and young people, their parents/carers and the wider community through various channels e.g. text, email and social media. It allows people to connect to the world instantly and it enables organisations to disseminate information widely at a low to no cost and provide a platform to celebrate success.

In addition to the benefits there is also potential for misuse and it is the misuse of communication technology and social media which can put children and young people at considerable risk.  Therefore, safeguards around its use must be put in place.

The Club may contact children and young people and their parents/carers via text or email, or possibly through social networking sites, depending on the football activity that each child or young person is involved in with the club. 

This Practice Note is for members of staff and volunteers who use any of these methods to communicate with children and young people.

For further information on publishing photographs or videos of children and young people on social media see the Safe Use of Images section in the Practice Note – Celebration.  

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 and any offending comments removed and reported to the relevant site and the Child Wellbeing and Protection Officer, where appropriate.

Any inappropriate or offensive or abusive texts/email/use of social media must be reported to the Child Wellbeing and Protection Officer and will be dealt with in line with the Responding to Concerns Procedure.

Any offensive or abusive comments posted on social media or within a shared group chat must be removed immediately. Group administrators must familiarise themselves with how to do this when the Group is set up.

HEALTH

During football there are times when children and young people may sustain an injury which requires treatment.  This Practice Note looks at wellbeing and protection best practice in first aid and the treatment of injuries in these circumstances and covers situations where a child or young person has a pre-existing medical condition. 

Parents or carers and the young person, if they are aged 13 and over, must complete the Consent Form before participating in any football activity. This ensures that members of staff and volunteers running an event or activity are aware of any pre-existing medical conditions, any medication taken by the participants or existing injuries and treatment required. 

For children and young people who play football this form should be completed at the start of every season and will be retained by the Club for the season. Young people and parents/carers must update the form should anything change during the season.

For children and young people who are involved in a specific event or activity a consent form should be completed in advance of the event or activity.

Football is an inclusive game and the Club seeks to provide opportunities to children and young people of all abilities regardless of any medical conditions, disabilities or allergies they may have. It is important that children or young people with medical conditions or allergies are not unnecessarily excluded from taking part in activities with their peers and that reasonable steps are taken to accommodate their individual needs.

This Practice Note highlights how the club expects its members of staff and volunteers to respond to children or young people with allergies or pre-existing medical conditions in order to safeguard and protect the child or young person’s wellbeing whilst attending their football activity. It also sets out the responsibilities of the child or young person’s parents/carer in alerting members of the staff and volunteers of any pre-existing medical conditions or allergies.  Parents/carers should be informed that they are required to provide this information, where appropriate.  

Parent/Carer Responsibility

The Club’s Responsibility

PLANNING AND ORGANISATION

Planning and organising is a vital part of the delivery of club activities for children and young people and is essential to ensure the safety and wellbeing of all taking part.

All activities must be planned to involve at least two adults. For teams that include both girls and boys it is recommended that there is at least one male adult and one female adult present.  For each activity a risk assessment should be completed and, based on that risk assessment, a decision made as to how many adults are necessary to safely supervise the activity. With a minimum of at least two adults present, the following ratios are recommended[1] as a general guide:

Other factors will also be taken into consideration in deciding how many adults are required to safely supervise the activity or event. 

[1] The ratios are recommended in the National Care Standards: Early Education and Childcare up to the age of 16 (Scottish Executive, 2005, revised September 2009). They are a relevant minimum for daytime activities, but should be modified for overnight stays, trips away from home and to take into account other risk factors.

A key part of the planning an activity or event is considering any risks associated with the activity or event and how these risks can be minimised and managed. 

For further information on risk assessments see Practice Note – Prevention Planning.

There may be occasions when a parent/carer is late to pick up their child at the end of a football activity.  It is not the responsibility of the Club to transport children or young people home on behalf of parents/carers who have been delayed however, the club does continue to have a duty of care to the child or young person in the absence of their parent/carer.

Staff and volunteers will:

• Make sure that the club’s communications are:
• Clear about starting and finishing times of the football activity.
• Clear about the expectations of parents/carers not to drop children off too early and collect children promptly when the football activity finishes.
• Ensure that there is more than one member of staff and/or volunteers at the end of the football activity to supervise collections.
• Ensure that there is more than one member of staff and/or volunteers at the end of the football activity to supervise collections.

As a general rule, members of staff should not be in a position where they are alone with a child or young person, however there are exceptions and an emergency situation is such an example. For example, if there is an emergency situation which requires an adult to respond, this may result in the other adult being left alone a child or young person.

• Ensure they have access, as appropriate, to child or young person’s address, contact telephone number and an alternative phone number of another responsible adult, provided by the parent/carer.  The consent form completed prior to the activity or completed at the start of the season must include an emergency contact and a late collection contact number. 

• It may be appropriate for a young person to travel unaccompanied to and from the activity or event e.g. if the activity is for young people who are an appropriate age and ability to travel independently. If it would be appropriate for a young person to make their way to and from the activity or event alone consent must first be sought from the young person themselves and their parents/carers.  This can either be done through the Consent Form signed annually or verbal consent.

A child or young person should never be allowed to travel home alone unless the express consent of the parent/carer has been given in advance or is obtained by telephone and, even with this consent, a common sense approach should be taken about whether it is safe for them to do so in the circumstances e.g. the distance, location, time of day and weather will all be relevant factors.

• Never transport a child or young person alone on a 1 to 1 basis, unless necessary due to an emergency situation. In such circumstances the child or young person should be transported in line with the requirements set out in Practice Note – Travel and Trips Away on ‘Transporting Children’.

• In the rare situation when the staff or volunteer are left alone with a child or young person, transparency is the key Keep a record of your actions; and Inform the Child Wellbeing and Protection Officer and the child’s parents/carers as soon as possible.  

• When all else fails and a child or young person has not been collected and there is no sign of them being so and it would not be appropriate to or you are unable to transport the child or young person, call the police.
• Any concerns about the child or young person or their parents/carers which arise during collection should be responded to in line with the Responding to Concerns Procedure. If you have a concern about the immediate safety of a child or young person, or others, you must take all reasonable steps to ensure their safety and contact the police.

One of the areas where children and young people are particularly vulnerable at football is the changing 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 particular care when children or young people are changing and provide enough supervision to recognise if there are any issues between the children and young people while they are using the changing room e.g. bullying behaviour.

PREVENTION PLANNING

Prevention planning is considering all the risks associated with running football related activities and planning and managing the risks by putting in preventative measures to minimise them. Prevention Planning may take the form of various assessments but for day to day activities or one off events this will involve conducting a risk assessment as part of planning and organising the activity or event. 

Members of staff and volunteers who provide football activities for children and young people have a duty to undertake a risk assessment of the environment in which they are operating, the activity itself and the group to ensure that the group’s requirements are met.  Potential areas of risk should be identified at the planning stage and should be recorded in writing.  Safeguards should then be put in place to manage the risks identified. Depending on the nature of the event, activity or trip the risk assessment may be an ongoing process as unexpected situations can arise.

What is a risk assessment?

A risk assessment is an important step to ensure the safe delivery and involvement of everyone participating in football activities, in any capacity e.g. as a player, a coach, a spectator, a referee, a volunteer etc.   Completing a risk assessment allows those running day to day football activities or a specific event or activity to focus on the risks that really matter – the ones with the potential to cause significant harm. 

A risk assessment is simply a careful examination of what could cause harm to other people so that the risks are identified and an informed decision be made as to whether enough precautions have been taken or more should be done to prevent harm.

Why is a risk assessment necessary?

The Policy Statement declares that the Club will act in the best interests of children and young people and promote children’s rights, including the right to be protected from harm and abuse.  To do this effectively, those working with children and young people must first be aware of the areas of risk and be able to adequately assess these risks.  By doing this members of staff and volunteers will be:

• making sure children and young people are safe
• protecting members of staff and volunteers
• making sure that the club complies with legislation
• reducing or removing liability
• giving the sport a good reputation

What does the law state?

The United Nations Convention on the Rights of the Child (UNCRC) 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, development and welfare.

Carrying out a risk assessment

Step 1 – Identify potential risks

Think about who or what might cause harm to children and/or young people taking part in the activity or event. 

Step 2 – Identify who might be harmed and how 

When identifying who might be harmed and how try to be specific. For example, during the game a child may be injured by an opponent’s tackle. In this example, the possibility of an injury has been identified as a potential risk and this step allows for further consideration as to how this risk can be reduced and responded to in the event it does arise.

Step 3 – Evaluate the risks and decide on precautions

Evaluating risks includes considering how likely it is that harm could occur and how serious would it be. This is often described as ‘rating’ risk.  Risk should be evaluated for likelihood and impact and a risk rating given for each.  An example of rating is:

High:               could occur quite easily                        High:               could cause significant harm

Medium:          could occur sometimes                        Medium:          could cause moderate harm

Low:                unlikely, although conceivable              Low:                could cause minimal harm

In the example above of the young person being injured by an opponent tackle the evaluation may be High/Low to Medium.  This would show that the risk ‘could occur quite easily’ but would cause minimal to moderate harm.

Once the risk has been evaluated a decision can be made on what action should be taken. It is up to the member of staff and/or volunteer as to what action should be taken and this will include understanding that the law expects the club to do what is reasonable in all the circumstances.

For each risk assessment a risk owner should be assigned. The risk owner will assess what current controls are in place to reduce the risk, what future actions must be done to reduce the risk and what else they need to do about the risk.

The risk owner should consider the following:

1. Can we eliminate the risk altogether?
2. If yes, what do we need 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. Who will manage this risk?

If the assessment of risk is that there is a high likelihood of occurring and a risk of significant harm and safeguards cannot be put in place to reduce the likelihood or harm then the activity should not go ahead.

Step 4 – Record your findings and act on them

It is helpful to record the result of your risk assessment.  The benefits of recording are:

• It shows everyone involved that you take this seriously and that you value their involvement; and

• It will be helpful in the future when you look back to review what action is identified.

Keep it simple.  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.

Step 5 – Monitor and review

After the event/activity/trip review how it went:

• Were the controls effective? 
• Were the actions effective? 
• What can we learn?

Ask the children and/or young people who took part in the activity or event, their parents and carers and the member of staff and volunteers who were involved as to what would be realistic and work in practice for future activities and events.  Where appropriate, children and young people should also be consulted at the planning stage as they may be able to highlight risks which have not been considered by the adults involved.

RELATIONSHIPS

Developing good relationships leads to positive behaviour on and off the pitch.  Positive relationships are essential for creating the right environment.  Unfortunately, there may be occasions where inappropriate relationships with children and young people are formed through football.

Within the Club all staff and volunteers are expected to be proactive in promoting positive relationships with all children and young people involved in football.  This Practice Note sets out how members of staff and volunteers can develop positive relationships, it includes information about ‘positions of trust’ and it highlights behaviour which is inappropriate and the response which should be take should by anyone involved in football if they have concerns.

Positive relationships are essential for creating an environment of inclusivity and fun.  They lead to effective learning and create place where children and young people feel able to share any worries or concerns. Where children and young people feel included, respected, safe and secure they are more likely to develop self-confidence, resilience and positive views of themselves.

In football, as in many sports, children and young people look up to the adults involved in the game and those in leadership roles. They see these individuals are idols, role models and sometimes the people who can help them achieve their goal of becoming a professional footballer, whether this is real or perceived.

A position of trust is any position of authority that requires the holder of the position to enjoy the trust of a person over whom they exercise this authority and can also be known as a ‘relationship of trust’. In the context of this Practice Note people who hold positions of trust are generally adults but will also apply to young people who are aged under 18 and have taken on leadership roles. 

If there is an additional competitive aspect to the activity and the person in the position of authority is seen as having a role in the child or young person’s success or failure, for example through team selection, then the dependency of the younger person has upon the person in a position of authority will be increased.  It is therefore vital for everyone to recognise the responsibility they must exercise in ensuring that they do not abuse their position of trust.

Current sexual offences legislation classifies any sexual activity involving children under 16 years old as unlawful.  The Sexual Offences (Scotland) Act 2009 defines specific roles and settings where sexual activity between 16 or 17 year olds and those in a position of trust, responsibility, or authority, constitutes a criminal offence. The legislation does not currently include sports roles (e.g. coaches, instructors or helpers) or sports organisation settings (e.g. clubs, leisure facilities or events) within these definitions.  Nonetheless the Club recognises the influence that a member of staff and/or volunteer has over children and young people, and that by virtue of their role they have the capacity to influence their personal, social and sporting development.

Genuine relationships do occur, however, no intimate relationship should begin whilst the member of staff or volunteer is in a position of trust with the child or young person, regardless of whether they are both over the legal age of consent.

Any concerns that a member of staff and/or volunteer is or has abused their position of trust must be reported to the Child Wellbeing and Protection Officer. 

Football is a great place to make new friends and increase your social circle.  Through a common interest in football friendships will form and relationships will develop between the children and young people.  This may include intimate emotional relationships between children and/or young people.  Often no harm comes from them, indeed they can be positive relationships. However, children and/or young people who suffer abuse can do so at the hands of other children and/or young people. Peer on peer abuse may include physical, emotional and/or sexual abuse. The Club takes harmful behaviour by children and/or young people towards other children and/or young people seriously.  Any concerns about such conduct must be reported to the Child Wellbeing and Protection Officer and, if appropriate, reported to the police and local statutory services.

‘Positions of trust’ also apply to children and young people who have taken on a leadership role within football. If there is a concern that a young person has abused their position of trust or acted inappropriately towards another young person this will be responded to in line with the Responding to Concerns Procedure. 

The vast majority of adults involved in Club activities with children and young people participate with the aim of providing a fun and positive experience for those with whom they work. However, the club recognise that some people (though a minority) may use football as a way of gaining access to children and young people for inappropriate reasons, including sexual abuse. In order to gain access to children and young people, those who commit offences often first earn the trust of people surrounding the child or young person. This may include representatives of the child or young person, members of the club, coaches and volunteers, parents and carers and other children or young people.  This process is referred to as ‘grooming’.  This predatory behaviour is an offence and may be prosecuted separately to direct sexual abuse. Those who commit offences often portray themselves as caring and trustworthy individuals so they are freely entrusted with the care of children or young people. Once they have gained access to children or young people, they befriend them in order to break down any pre-existing barriers.  As soon as a trusting friendship has been established, they manipulate and control children or young person into gratifying their sexual needs.   It is important to recognise that this can occur over a very short or a very long period of time depending on the individual and the role they have, for example if a person is perceived by the child or young person as being able to influence their sporting career then the process can be very short indeed.

Some children or young people who have been sexually abused may not consider that they have been abused as a result of grooming and instead may think that they are in a ‘loving’ relationship with the adult.  It is important to understand that grooming is part of the abuse and is a criminal offence.  The 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 an offence of “grooming”.  Any member of staff or volunteer must report any suspicions or allegations of grooming to the Child Wellbeing and Protection Officer in line with the Responding to Concerns Procedure.

Not all people who abuse children and young people are predatory or go into a role with the intention of abusing children and young people.  In some circumstances, the adult may take advantage of the opportunity through misuse of their position of trust and a lack of clear boundaries (“opportunistic behaviour”).  Others may be in a situation where through working with a child or young person they start to feel an attraction (“situational behaviour”).  For those whose behaviour is opportunistic or situational, they may have never previously considered abusing a child or young person or had a sexual attraction to children or young people and may be just as confused about their own behaviour, thoughts and feelings. This does not mean that their behaviour is any less concerning.  The wellbeing and safety of the child or young person must always be the paramount consideration and all actions should be taken in their best interests. Any concerns of such behaviour must be responded to under the Responding to Concerns Procedure and reported to the police, if possible criminal behaviour. 

In circumstances of opportunistic or situational behaviour the Appointment and Selection Procedure becomes less effective as a preventative measure and prevention planning becomes necessary as part of an on-going assessment to the safety of all children and young people involved in the activity or event.

Within football, as within other activities, sexual relationships do occur.  It is important to address sexual activity both between children and between adults and children.

Sexual activity between children and/or young people involved in football is prohibited during team events, in facilities and social activities organised by the Club.  Inappropriate or criminal sexual behaviour committed by a child or young person may lead to the information being shared with the child/young person’s Named Person and may lead to reports being made to external agencies such as the police or social services. Sexual activity between children and young people is unlawful if one or both are aged under 16.

Sexual interactions between adults and young people (aged 16 and over) involved in football while not illegal 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. Members of staff and/or volunteers in a position of authority may have significant power or influence over a young person’s career. Sexual activity between adults and young people (aged 16 and over) involved in football is prohibited when the adult is considered to be in a position of trust or authority (coach, official etc).  Inappropriate or criminal sexual behaviour committed by an adult will lead to suspension and disciplinary action in accordance with the club’s Disciplinary Procedures, which in the case of criminal behaviour must include contacting the police.

Sexual activity between adults and children or young people under the age of 16 is a criminal act and should be immediately reported to the Child Wellbeing and Protection Officer and the police.

*All references and information provided on legislation listed above has been taken from ’10 Steps to Safeguard Children in Sport’ published online by the Safeguarding in Sport Service: www.children1st.org.uk/what-we-do/our-services/search-our-services/safeguarding-in-sport/10-steps-to-safeguard-children-in-sport

TRAVEL AND TRIPS AWAY

Travel to away games and trips away from home should be both safe and fun for children and young people. It should be a chance for all children and young people to grow in confidence, self-esteem and skills.  Parents and carers will often worry when their children are away but careful planning and preparation should help to ease those worries and demonstrate that consideration has been given to the various needs of their children and the potential risks associated with trips away.

This Practice Note sets out what is expected of members of staff and volunteers when travelling with children and young people as part of the football activities and should be read in conjunction with the Practice Note on Planning and Organisation.

Where it is necessary to transport children and/or young people it is important to consider the risks associated. The following provides information about the responsibilities of both the child’s parents/carers and the Club and sets out what is required when transporting children and young people.

Travelling to away fixtures, tournaments and residential stays are regular activities which may require detailed arrangements involving overnight stays. Even what may appear as the most straightforward trip will require some level of planning and coordination by the members of staff and/or volunteers involved to make sure that it is a safe and enjoyable experience.

The following information outlines a number of issues that members of staff and volunteers must take into consideration when travelling with children and young people.  This guidance applies to all away trips including trips which involve overnight stays and travelling abroad.

Planning and preparation

Designated Child Wellbeing and Protection Officer for the Trip

During the trip members of staff and/or volunteers will be responsible for the safety and wellbeing of children and/or young people in their care. It is essential that a member of staff or volunteer is designated as Child Wellbeing and Protection Officer (CWPO) to coordinate the arrangements to promote, support and safeguard the wellbeing of the children and/or young people during the trip. The CWPO will ensure all practical arrangements have been addressed and act as the main contact for dealing with any concerns about the safety and wellbeing of the children and/or young people whilst away from home.  A detailed itinerary will be prepared and copies provided to the club’s Child Wellbeing and Protection Officer and parents/carers, including the CWPO’s contact details during the trip.  The CWPO should be familiar with contact details for the club’s Child Wellbeing and Protection Officer so that advice can be sought, if required. 

In the event of an emergency at home during the trip, parents/carers should be encouraged to make contact with the CWPO in the first instance so that arrangements can be put in to place to support the child on hearing any distressing news.

Accommodation

Members of staff and/or volunteers should find out as much as possible about the accommodation and the surroundings at the planning stage to help identify all practical issues and allow time to address them in advance, in consultation with children/young people and their parents/carers, where appropriate.

Residential at a Facility / Centre

Members of staff and/or volunteers should ensure the facility is appropriately licensed and has adequate and relevant insurance cover in place. The facility should have policies on Child Wellbeing / Protection and Health & 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 and/or young people must be appropriately qualified and trained. Members of staff and/or volunteers 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.

During the trip

After the trip

Where possible, a debrief will take place with all those involved in the trip.  Ask the children and/or young people and the staff and/or volunteers what they enjoyed and they would change. 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.