Ipswich Canoe Club Child Protection Policy

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Ipswich Canoe ClubChild Protection Policy

• First edition October 2002
• Second edition March 2008

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ICC Child Protection Policy

• This policy applies to all of Ipswich Canoe
  Club the main club and all sub-sections of it.
• The definition of coach throughout this policy
  means
• BCU Level 1 coach and above
• UKCC Level 1 coach and above
• Lifeguard Level 2 coach and above
• Any other person whos qualification/grade gives
  then the remit to work unsupervised

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ICC Child Protection PolicyStatement of Intent

• Ipswich Canoe Club has a role to play in
  safeguarding the welfare of all young people, and
  vulnerable adults by protecting them from
  physical, sexual or emotional harm and from
  neglect or bullying.
• We acknowledge that every child or young person
  who participates in club activities should be
  able to take part in an enjoyable and safe
  environment and be protected from poor practice
  and abuse. Ipswich Canoe Club recognises that
  this is the responsibility of every adult
  involved in our club.
• The key principles which underpin the Ipswich
  Canoe Club Child Protection Policy are that
• The child's welfare is, and must always be, the
  paramount consideration.
• All children and young people have a right to be
  protected from abuse regardless of their age,
  gender, disability, culture, language, racial
  origin, religious beliefs or sexual orientation.
• All suspicions and allegations of abuse will be
  taken seriously and responded to swiftly and
  appropriately.

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Contents

• Child Vulnerable Adult Protection Policy
• CRB Checks
• Parental Consent Forms
• Coach Verification
• BCU Guidelines
• Getting Changed
• Reporting Concerns
• CRB Self Certification

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Young Person Vulnerable Adult Protection Policy

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ICC Young Person Vulnerable Adult Protection
Policy

• Ipswich Canoe Club is fully committed to
  safeguarding the well being of its members. All
  members should show
• respect and understanding for the rights, safety
  and welfare of others, and conduct themselves in
  a way that reflects
• the principles of the club.
• We believe that taking part in Paddlesport should
  be a positive and enjoyable part of childrens/
• vulnerable adults lives and to achieve this have
  the following aims
• Club coaches should follow the BCU Coaches
  Officials Code of Conduct
• All club coaches, helpers and officials working
  with young people should read and adhere to the
  BCU child and vulnerable adults policy. The club
  will follow the policy in the event of any
  concerns or allegations
• The club will ensure that anyone working with
  young people and vulnerable adults undertake a
  screening procedure, namely a Criminal Records
  Bureau Disclosure
• All club members are made aware of the Club
  Code/s of Conduct
• The club will obtain written medical details of
  child/vulnerable adult paddlers which will be
  made known to coaches where deemed appropriate
  and/or necessary
• The club will only use BCU qualified/updated
  coaches unqualified coaches can only work
  alongside a qualified coach. The club will
  encourage and support helpers to gain
  qualifications and assist coaches to stay
  updated.
• The club will identify a person whose role it is
  to deal with any issues concerning child
  protection and vulnerable adults and notify this
  person to all members. Anyone with concerns in
  respect to children or vulnerable adults should
  then contact that person. If that person is
  unavailable they can contact the BCU Child
  Protection Officer on Tel [phone]
• The club will regularly review its policies

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CRB Checks

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Who Must Be CRB Checked

• ALL ICC COACHES
• If an ICC Coach declines to be CRB checked then
  they cannot teach or lead groups on club events,
  regardless of whether only adult pupils or not
• ALL ORGANISERS OF CLUB EVENTS INVOLVING AN
  OVERNIGHT STAY
• If an event organisers is not CRB cleared before
  the event then either
• The organiser must insist parents/guardians of
  young people and vulnerable adults attend the
  event, stay in the same accommodation, and take
  charge of that person when not on canoeing
  activities
• Or young people nor vulnerable adults must not
  attend the event
• Or the organiser must be replaced with someone
  who is CRB cleared
• Or the event must be cancelled
• VISITING COACHES RUNNING ICC COURSES EXCLUSIVELY
  FOR YOUNG PEOPLE AND VULNERABLE ADULTS
• OTHER ADULTS AS DEEMED NECESSARY BY ICC COMMITTEE
• Adults who have significant contact with young
  people and vulnerable adults. Maybe an adult who
  transports juniors to Club events, particularly
  if this is a regular occurrence, or maybe an
  adult left alone to supervise young people or
  vulnerable adults
• This assessment must be a standing item on the
  Committee Meeting agenda

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Who Does Not Need CRB Checks

• Visiting Coaches running ICC courses
• If they coach a group that includes adult ICC
  members, at least one of whom is CRB checked, and
  the visiting coach is never left alone with young
  people or vulnerable adults
• External Courses Advertised By ICC
• We are thinking of things such as the Eastern
  Region Coaching Weekend, Suffolk Dart Trip and
  Lifeguards Convention here
• These events have a duty to set their own
  policies to ensure the wellbeing of young people
  attending
• Other adult members of the Club
• Because they will not be left alone with young
  people or vulnerable adults.
• Even on trips involving an overnight stay, most
  adults would not be left alone with young people
  or vulnerable adults.
• Anyone who is likely to be left alone will be
  identified and CRB checked see earlier
  (OTHER ADULTS WILL BE CRB CHECKED AS DEEMED
  NECESSARY BY ICC COMMITTEE)

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ICC CRB Check Process 1

• CRB PROCESS FOR IPSWICH CANOE COACHES AND HELPERS
• Bernie Holloway, Child Protection Officer, 24
  November 07
• Following BCU recommendation Coaches and helpers
  who work with young people are expected to
  complete a CRB disclosure form.
• The process to be used by the club is described
  below. It assumes that the BCU is the registered
  body and takes account of the way the BCU handles
  CRB disclosure applications.
• CRB Disclosure process
• The coach or helper obtains a CRB form from the
  clubs Child Protection (CP) Officer and the CP
  Officer logs the date, CRB reference number and
  name of the individual.
• The coach or helper completes sections A, B, C, D
  and H of the CRB form (See the BCU instructions
  for completing the application form for Voluntary
  Coaches and helpers)
• The proof of identity and address documents are
  shown to the Child protection officer who
  verifies the details as entered on the CRB form.
  (See the BCU instruction regarding the types of
  documents required)
• The Child protection officer logs the date of
  posting to the BCU.
• The BCU records the name of the individual and
  forwards the application for CRB checking. After
  checks are complete the results of the CRB check
  are sent to the BCU and the Coach or helper
  concerned. (Note it is not sent to anyone else,
  the CRB return is stored by the BCU in a secure
  file for six months and then shredded)
• The individual lets the Ipswich Canoe Clubs CP
  Officer know when the CRB return has been
  received. The Child protection officer logs the
  date of this return and passes a record of the
  CRB completion to the Club Membership Secretary
  for inclusion in the list of club coaches and
  helpers with CRB clearance. The Child Protection
  Officer also monitors the progress of this CRB
  disclosure process and contacts the BCU or
  individual as necessary. (The BCU does not inform
  the club when a CRB disclosure has been
  completed).
• When the CRB disclosure is due for renewal the
  Club Membership Secretary sends out a reminder to
  the individual and the clubs CP Officer. A new
  CRB form is obtained by the CP Officer and passed
  to the individual for completion. The name,
  reference number and date of this are logged by
  the CP officer.

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ICC CRB Check Process 2

• CRB PROCESS FOR IPSWICH CANOE COACHES AND HELPERS
  (continued)
• Bernie Holloway, Child Protection Officer, 24
  November 07
• Procedure for handling Referred CRB Disclosures
• If the BCU considers that the information
  provided by the CRB is likely to affect the
  individuals role as a Coach or helper, the BCU
  writes to the nominated contact no details of
  the offence are given. The nominated person for
  the Club is the Child Protection officer with the
  Chairperson as the alternate (If there is a
  problem with the CRB return for the Child
  Protection officer then the letter would be sent
  to the Chairperson). .
• The individual is contacted by the CP officer who
  explains the CRB application has been referred by
  the BCU and asks if they are prepared to have the
  matter reviewed by the CP Officer and the
  Chairman. If the individual agrees and following
  the review their role in the club is considered
  to be acceptable then they are deemed cleared
  and a record of the outcome and any risk
  assessment is recorded in writing and filed with
  the secretary and the BCU.
• If the CP Officer and Chairman feel in any way
  uncomfortable in clearing the person then the
  referral must be debated by the full Committee
  plus CP Officer - Junior members and any co-opted
  members must be excluded from this.
• If the individual is not prepared to co-operate
  then the referral must be debated by the full
  Committee plus CP Officer - Junior members and
  any co-opted members must be excluded from this.
  The likely outcome is that the individual must be
  excluded from the Club unless the individual or
  BCU can provide evidence to alleviate concerns.
• Finally the club writes to the BCU to record how
  the referral has been handled. A copy is also
  sent to the individual concerned and held by the
  CP Officer.

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CRB Check Failures

• If a club member fails a CRB check such that the
  BCU and ICC Committee believe they are a
  potential risk to young people and/or vulnerable
  adults within the club then their membership of
  ICC should be rescinded and their current years
  membership fees refunded to them.
• Before this happens the ICC CP Officer must
  ensure the BCU Child Protection Office supports
  this action.
• The individual should be informed in writing of
  the decision and justification and the letter
  signed by the ICC Chairman.
• The BCU Child Protection Office should be sent
  copies of correspondence.

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ICC Committee CRB Requirements

• ICC provides a nominated officer to the BCU.
  This will be the Child Protection (CP) Officer
  with the Chairman as a secondary contact
• Committee meeting agenda to have a standing item
  to review names against events to ensure they are
  CRB checked
• CP Officer and Committee to regularly review
  whether individuals are obeying any
  caveats/restrictions imposed

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CRB Renewals

• The BCU requires a CRB disclosure to be renewed
  every three years
• The Membership Secretary will record when a CRB
  check is done and ask the CP Officer to contact
  the individual when it is due for renewal, and
  provide relevant forms

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Parental Consent Forms

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ICC Parental Consent Forms

• BCU policy states Written permission of
  parents/guardians should be obtained for all
  overnight away trips
• ICC will use parental consent forms for all
  events involving an overnight stay. This will be
  compulsory for all under 18s who do not have a
  parent or legal guardian present on the trip and
  staying in the same accommodation. A template
  will be provided that can be tailored if deemed
  necessary by the event organiser
• Additionally, the ICC Membership Secretary will
  provide all current ICC Coaches with a list of
  members, their emergency contact details, date of
  birth if under 18, and any alergies/illnesses/
  disabilities they have declared. This will be
  kept updated with any new information provided
  during the year.
• ICC Coaches should always carry this information
  with them if leading a group or club event

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ICC Parental Consent Forms

• See attached form
• This form must be completed for all ICC events
  involving an overnight stay by all under 18s who
  do not have a parent or legal guardian present on
  the trip and staying in the same accommodation

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ICC Membership Form

• See attached form
• Medical and Emergency Contact information will
  be collected from members. Both new members form
  and annual renewal form need to contain the
  information as attached

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ICC Members Medical Info

• See attached Coach Prompt form
• The Medical and Emergency Contact information
  from the membership forms will be collated and
  passed to the coaches. It is strongly advised
  that coaches carry this with them when leading a
  group.

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Coach Verification

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ICC Coach Verification

• Just because a member says theyre a current
  Coach, it doesnt mean they are!
• We cannot afford to expose any members or guests
  to Coaches who tell us they are qualified and
  re-validated but arent, and particularly not
  young people and vulnerable adults
• The ICC Membership Secretary needs to have proof
  of coaching qualifications, revalidation
  information, and a current first aid certificate
• The Coach to show original certificates to the
  Membership Secretary who will record award,
  discipline, expiry date, and certificate number.
• This does not need to be an annual activity, but
  just when an update is needed and should be
  prompted by the Membership Secretary
• Refusal to provide this information does not mean
  the person cannot be a club member just that
  they cannot coach or lead groups on club events
• If under-pinning requirements lapse then the
  coach must commit to update them in a reasonable
  time. If the coach does this then they can
  continue coaching within the Club so long as the
  BCU still recognises their qualifications. The
  Membership Secretary must record this plan.

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ICC Coach Verification

• See attached form
• Records of coaching qualifications should be
  held by the Membership Secretary. These are used
  to verify new coaches and to prompt existing
  coaches to update CRBs, first aid, etc.

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BCU Guidelines

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BCU Guidelines

• The BCU publishes a large amount of information
  on child protection best practice on their
  website.
• The most relevant bits to ICC not already covered
  in this Policy are reproduced below, and the Club
• adopts them as part of their policy
• If possible, avoid situations where you are alone
  with a child/vulnerable adult
• If any form of physical support is required then
  ask the paddlers permission and explain what you
  are doing
• Where there are mixed groups they should always
  be accompanied by an adult male and adult female
• The club should appoint a group leader for away
  trips. That person should have overall
  responsibility for the childrens well being,
  behaviour and sleep arrangements.
• All trips should be risk assessed
• It is a good idea to be familiar with the
  area/venue to which you are travelling, or to
  have made an exploratory visit
• Adequate adultchild ratios should be observed
• As a norm, adults should not share a room with a
  child. Where the presence of an adult is needed
  there should be more than one child in the room
  with the adult. If children are sharing a room,
  it should be with those of the same age and sex
• Where a self-drive minibus is arranged, all
  drivers should have attended a minibus driving
  course as appropriate and have the appropriate
  licence.
• Follow BCU guidelines for photography

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Getting Changed

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Getting Changed

• Getting changed from general clothing into
  canoeing gear and back is a necessary part of our
  sport as is showering etc. It is identified as a
  potential area of issue and so club members are
  made aware of the following
• Parents must ensure they find the conditions
  under which their child will get changed
  acceptable. They must also make efforts to
  ensure the child feels comfortable changing in
  the environment provided.
• Rarely are there specific enclosed childrens
  areas for changing on canoeing events. Even at
  our indoor pool the changing is only separated by
  gender, and adult and children change together
• Most canoeing events are held outdoors where
  changing rooms are not available
• We ask all members to change discretely and with
  thought for others

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Reporting Concerns

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Reporting Concerns

• If you have any concerns about someones conduct
  towards a young person or vulnerable adult this
  should be reported immediately to ICC Child
  Protection Officer.
• If the ICC CP Officer is not available then your
  concerns should be reported to the BCU Child
  Protection Officer on 0845 370 9500
• You must never question a child or try to
  investigate yourself as you could prejudice any
  case. If an investigation is necessary it can
  only be handled by trained Child Protection
  professionals

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CRB Self Certification

• See attached form
• Return to the ICC Event Organiser or Child
  Protection Officer, whoever is requesting it.
• Do not return to the BCU despite what it says!
• The CRB Self Certification should not be used in
  place of a full CRB check. It is seen as of
  minimal benefit in deterring people who may be a
  problem but is included in this policy as a tool
  for coaches and event organisers to use if they
  think it appropriate.

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ICC Child Protection Policy

• Keeping our club a
  safe
• place for young
  people
• and vulnerable adults