Burgess Hill Junior Chess

Home of the Kings

Safeguarding Policy and Procedures


Purpose


The primary function of Burgess Hill Junior Chess (BHJC) is to promote chess; however, it recognises its responsibility towards the welfare of the children and young people attending the events it organises.
BHJC recognises that:
  • The welfare of the child is paramount
  • All children, regardless of age, disability, gender, racial heritage, religious belief, and sexual orientation have the right to equal protection from all types of harm or abuse
  • Working in partnership with other agencies is necessary for the safeguarding of children
The purpose of this policy is:
  • To put in place safeguards for the protection of the children who attend our events
  • To support our staff and volunteers by providing them with appropriate procedures and guidance.

Scope


The terms ‘child’, ‘children’ or ‘junior’ refers to all young people under the age of eighteen.
This policy applies to all adults performing a role at BHJC events who:
  • Have regular contact with children without their parents being present
  • Who might be perceived by a child to be in a position of trust
In practice this will be the BHJC Coach and BHJC Director and any adult who may become involved.

Exceptions:


It may be necessary for the BHJC Director and the Coach to source a coach at short notice in order to ensure a safe supervision ratio – in such circumstances the BHJC Coach will ensure adequate supervision of said coach who will have been CRB checked.
It is BHJC policy to support the development of its juniors, some of whom may wish to assist at training events and tournaments. Junior leaders will be supervised by a named adult who is in possession of an enhanced CRB check, usually the BHJC Coach, Tournament Controller, or Safeguarding Officer.
It is BHJC policy to encourage the parents of juniors to become involved with the organisation. Parents assisting at training or tournaments on an ad hoc basis will be supervised by a named adult who is in possession of an enhanced CRB check, usually the BHJC Coach, Tournament Controller or Safeguarding Officer.

Policy


BHJC seeks to safeguard the children who attend its events by:
  • Appointing a named person responsible for the implementation of this policy – the BHJC Safeguarding Officer,
  • Adopting child protection best practice through procedures and a code of conduct for staff and volunteers,
  • Recruiting staff and volunteers safely in line with National guidelines,
  • Sharing information about concerns with agencies who need to know, and involving parents and children appropriately,
  • Supporting our staff and volunteers through supervision, support and training.
This policy is implemented through the following procedures which are available as appendices to this policy:
A. Terms of Reference for the BHJC Safeguarding Officer
B. BHJC Recruitment Procedure
C. BHJC Code of Conduct for Coaches and Volunteers
D. Procedure for handling a concern or disclosure
Elements of the BHJC safeguarding procedures are a requirement under the terms of BHJC’s insurers. Proposed changes to this policy or procedures must be checked against the policy documentation to ensure continued compliance.

Appendix A – Terms of Reference for the BHJC Safeguarding Officer
Pre-requisites:
The BHJC Safeguarding Officer must be in possession of an enhanced level CRB disclosure which is less than three years old.
The BHJC Safeguarding Officer should have a working knowledge of current safeguarding principles and practice.
Key responsibilities:
The BHJC Safeguarding Officer is responsible to the BHJC Director.
The BHJC Safeguarding Officer is responsible for:
  • Implementing the BHJC Recruitment Policy; maintaining appropriate records
  • Providing information, training and support in safeguarding matters to the BHJC Director, coaches and volunteers.
  • Keeping up to date with National guidelines and best practice http://www.isa.homeoffice.gov.uk/)
  • Responding to changes in National guidance by cascading information to the BHJC volunteers and reformulating policy and procedures as necessary
  • Maintaining a register of alleged, actual or threatened abuse including action taken
  • Liaison with outside agencies in cases of suspected or alleged abuse
  • Securely storing BHJC safeguarding records in perpetuity

Appendix B – BHJC Recruitment Procedure
Scope
This procedure applies to the recruitment of all adults performing a role at BHJC events who:
1. Have
regular contact with children without their parents being present
2. Who might be perceived by a child to be in a position of trust
In practice this will be the BHJC Coach and Director and volunteers.

Terminology
The term ‘applicant’ refers to any adult, voluntary or paid, who fulfils the criteria set out in the ‘Scope’ above.
Procedure
Any applicant who meets the criteria above should be identified to the BHJC Safeguarding Officer, prior to commencement of duties.
The BHJC Safeguarding Officer will then ensure that the applicant;
1. Has undergone satisfactory enhanced level Criminal Records Bureau (CRB) checks1.
If the applicant already holds a satisfactory enhanced level disclosure issued within the last three years AND the applicant is still resident at the same address, BHJC may accept that disclosure as adequate when presented with proof of current residence (e.g. a utility bill dated within the last month).
Otherwise, BHJC will commission a new disclosure via its preferred agent.

2. Is in possession of a reference dated within the last 12 months confirming their suitability for working with children.
3. Receives a copy of Appendices C and D, together with a briefing commensurate with the applicant’s experience of safeguarding issues.
The BHJC Safeguarding Officer will hold records of all coaches and volunteers, and will be responsible for ensuring that CRB checks are updated every three years.

Positive Disclosures
On receiving a positive CRB disclosure (i.e. the CRB check is NOT clear), the BHJC Safeguarding Officer will contact the applicant to see if they accept the information disclosed:

If they do not – it is the responsibility of the applicant to take the matter up with the Vetting and Barring Service. Until such time as the matter is resolved, BHJC will not allow the applicant to be present at events where they may be alone with children or be perceived to be in a position of trust.
Appendix C – BHJC Code of Conduct for Coaches and Volunteers
General Principles:
  • Treat everyone with respect
  • Provide an example of behaviour for others to follow
  • Respect other’s right to privacy
  • Avoid situations that may compromise your relationship with children, and are unacceptable within a relationship of trust
  • Recognise that children from different backgrounds may have different values
  • Recognise that children with differing abilities will have differing requirements
  • Be prepared for colleagues to remind you if you forget any of the requirements for good practice, and be prepared to help a colleague by advising them in return
Do Not…..
× Permit abusive peer activities e.g. bullying, ridiculing
× Display inappropriate physical contact
× Show favouritism
× Make inappropriate or suggestive remarks or gestures
× Let any suspicion, disclosure or allegation of abuse go unrecorded
× Believe “it could never happen to me”
Specific Guidance for Coaches
  • Know your group – record the names of children attending and alert an BHJC organiser if a child unexpectedly fails to return after a break
  • Alert a BHJC organiser if you consider the group is unsafe, either because of large numbers, or due to the dynamic of the children present within the group
  • Never leave your group unattended
  • Do not leave your group with either a Junior Leader or an adult who is not subject to the BHJC Safeguarding Policy
  • Familiarise yourself with the exits at the venue in order that you could lead a safe evacuation of your room if necessary
  • It is the responsibility of parents to make coaches aware of any serious medical, emotional or educational needs which may impact the safety of their children, or other participants, in a session.

However, coaches and the Director and volunteers should be sensitive to the possibility of common medical conditions in children and know how to summon assistance
  • Be vigilant to the motives of adults showing an interest in the training or in particular children

Appendix D – Procedure for Handling a Concern or Disclosure
D1. If you have reason to suspect that a child is being abused:
  • Record your concerns using facts and observational detail
  • At the earliest opportunity, pass to the BHJC Safeguarding Officer, or, if the BHJC Safeguarding Officer is not present, pass to the senior BHJC organiser at the event
  • Do not discuss the concern with anyone else
D2. If a child tells you they are being abused:
  • DO NOT PROMISE CONFIDENTIALITY
  • Allow the child to talk, but do not press or prompt for information
  • Provide reassurance, but do not pass judgement
  • Record the facts as told to you, using the child’s words and observational detail e.g. “x was rocking and crying and said….” instead of “x was upset and said….”
  • At the earliest opportunity, pass to the BHJC Safeguarding Officer, or, if the BHJC Safeguarding Officer is not present, pass to the senior BHJC organiser at the event.
  • Do not discuss the concern with anyone else.
D3. If you receive an allegation of abuse against a BHJC volunteer or coach:
  • Record the facts as told to you
  • At the earliest opportunity, pass to the BHJC Safeguarding Officer, or, if the BHJC Safeguarding Officer is not present, pass to the senior BHJC organiser at the event
  • If the accusation is against the BHJC Safeguarding Officer, pass to the senior BHJC organiser at the event
  • Do not discuss the concern with anyone else.


(Currently the BHJC venue is secure and no child is alone with any one adult. Parents have to sign their children in and out unless they have given specific permission for their older child to meet them outside the Chess Training room).

Currently the BHJC Safeguarding Officer is Peter Barton who is also the Director