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Policy Documents

Stroud Rugby Football Club
Safeguarding Children & Vulnerable Adults Policy

1. Stroud Rugby Football Club (RFC) acknowledges its
responsibility to safeguard the welfare of all children and vulnerable adults involved in Stroud RFC from harm.

2. Stroud RFC confirms that it adheres to the Rugby Football Union‟s Safeguarding Policy and the procedures, practices and guidelines and endorses and adopts the Policy Statement contained in that document.

3. A child is anyone under the age of 18 engaged in any rugby union activity. However, where a 17 year old male player is playing in the adult game it is essential that every reasonable precaution is taken to ensure his safety and wellbeing are protected.

4. The Key Principles of the RFU Safeguarding Children & Vulnerable Adults Policy are that:

The welfare of the child or vulnerable adult (as appropriate) is, and must always be, paramount to any other considerations.

All participants regardless of age, gender, ability or disability, race, faith, culture, size, shape, language or sexual identity have the right to protection from abuse or harm.

All allegations or suspicions of abuse, neglect, harm and poor practice will be taken seriously and responded to swiftly, fairly and appropriately.

Working in partnership with other organisations, statutory agencies, parents, carers, children and young people is essential for the welfare of children and young people.

Children have a right to expect support, and personal and social development delivered by an appropriately recruited, vetted and managed in relation to their participation in rugby union, whether they are playing, volunteering or officiating in the community or professional areas of the sport.

5. Stroud RFC recognises that all children have the right to participate in sport in a safe, positive and enjoyable environment whilst at the same time being protected from abuse, neglect, bullying, harm and poor practice.

6. Stroud RFC recognises that this is the responsibility of everyone involved, in whatever capacity, at the club.

7. Stroud RFC will implement and comply with the RFU Code of Conduct and the Codes of Conduct for Coaches, Spectators and Officials as appropriate. Stroud RFC will ensure its spectators, parents, members and officials are all aware of and have accepted the RFU Photographic Policy as set out on the RFU website.

8. Stroud RFC will endeavour to comply with the Guidance for Websites as set out on the RFU website.

9. The Club Safeguarding Officer and Designated Safeguarding Lead (DSL) is Mark Organ who can be contacted on 01453 825433 or 07805 578 560 or in non-urgent circumstances via e- mail at If you witness or are aware of an incident where the welfare of a child or vulnerable adult has been put at risk you must in the first instance inform the Club Safeguarding Officer. They will then inform the CB Safeguarding Manager and the RFU Safeguarding Executive. If an incident involves the Club Safeguarding Officer you should inform the head of the Mini and Junior Section, Nicky Gamble and either the CB Safeguarding Chairman, Stuart McWalter ( ) or the RFU Safeguarding Executive.

10. All members of Stroud RFC who take part in regulated activity with children or a management responsibility for those working with children must undertake an RFU Enhanced Disclosure and Barring Service check, the guidance for which can be found at Appendix A to this policy. The responsibility of the Team Coordinators is outlined in the Team Coordinator Role Description at Appendix B.

11. Stroud RFC will ensure that all its members, whether they are coaches, parents, players or officials will comply with the Best Practice Guidance as issued by the RFU. In summary, the following are NOT acceptable and will be treated seriously by the club and may result in disciplinary action being taken by the club, the CB or the RFU:
Working alone with a child, children, vulnerable adult, or adults. Consuming alcohol whilst responsible for children or vulnerable adults.
Providing alcohol to children or allowing its supply. Smoking in the presence of children.
Humiliating children or vulnerable adults.
Inappropriate or unnecessary physical contact with a child or vulnerable adult.
Participating in, or allowing, contact or physical games with children or vulnerable adults.
Having an intimate or sexual relationship with any child or vulnerable adult developed as a result of being in a „position of trust.‟
Making sexually explicit comments or sharing sexually explicit material.

12. Stroud RFC manages the changing facilities and arranges for them to be supervised by two adults (RFU DBS checked) of the appropriate gender for the players using the facilities. Stroud RFC ensures that all its coaches, parents, officials and spectators are aware that adults must not change at the same time, using the same facilities as children or vulnerable adults.

13. Stroud RFC will ensure that all volunteers will receive the support and training considered appropriate to their position and role. The RFU “Managing Challenging Behaviour” Policy has been adopted and circulated amongst the club workforce both, voluntary and paid .Recruitment will take place in line with Safer Recruitment principles advice on which should be sought from the DSL.

14. Any events held on Stroud RFC premises must comply with this Policy and if appropriate a Safeguarding Plan should be discussed and circulated to those affected. Any tours, overseas or domestic, undertaken by Stroud RFC must comply with the relevant RFU Regulations and Guidance relating to tours. The club also has in place a policy on non-playing trips which can be found on the website.


Mark Organ
Club Safeguarding Officer

Date …15th February 2015

Appendix A

Stroud Rugby
Disclosure and Barring Service (DBS) Check Procedure
The RFU is committed to safeguarding the welfare of children in the sport. All children are entitled to protection from harm and have the right to take part in sport in a safe, positive and enjoyable environment.
“Child” means a person under the age of 18 years as defined by the Children’s Act 1989
Volunteers and staff who work in “Regulated Activity” with children are members of the children’s workforce and as such are required to complete an application in accordance with RFU Regulation 21.
‘Regulated Activity’ means the statutory definition of the term as set out in the Protection of Freedoms Act 2012 which in summary is teaching, training, instruction, care or supervision of Children, carried out by the same person frequently (once a week or more often), or on four or more days in a 30 day period, or overnight.

Regulation 21 states that “An adult who works in Regulated Activity with Children in Rugby Union in England must comply with the requirements of the RFU’s DBS (formerly Criminal Records Bureau) process. These requirements are:-
(i) to apply for a DBS disclosure processed through the RFU Safeguarding Team within four weeks of their employment or appointment
(ii) to provide any such further detail, explanation or clarification of any or all part or parts of that DBS disclosure as may be required by the RFU; and
(iii) to provide, on request from the RFU, references that attest to their suitability to be involved in working in Regulated Activity in Rugby Union.

Whilst awaiting their DBS disclosure a person may temporarily work on a paid or voluntary basis with Children provided that they are supervised at all times during any activity involving Children by a person who is DBS cleared within the Club, Constituent Body, Referee’s Societies or National Representative Body (as applicable).

The DBS process is now streamlined, easy and quick. However it does rely on a few simple requirements. If these are followed a volunteer joining the Club can be checked and cleared within a few days. This is where your help is needed. Overleaf is a brief description of the process to be followed which should enable us to get it right first time.

The Process

• The DBS procedure is carried out via the RFU’s Game Management System (GMS).Therefore, for a check to be carried out, the applicant must have been set up as a member of Stroud Rugby on GMS. The minimum information required for this is your
o Full name
o Date of Birth
o Address
o Contact telephone number
o E-mail address
o Role at the Club
• If your Team Co-ordinator has not already set you up as a member this can be done by the Club Safeguarding Officer (CSO) the Designated Safeguarding Lead, who is:

Mark Organ, Tel. 07805578560, e-mail

• Then, for the process to be started a formal identification by document procedure has to be followed. This entails you bringing the originals of at least 3 forms of identification, which need to be either:
o One document from Group 1 below plus any two from Groups 1 or 2
o Five documents from Group 2

Please note In addition to the above, evidence of your current address must be seen.

Once a DBS certificate has been issued and registered on the Update Service it is possible to use this for other organisations to allow them to carry out a status check on the certificate and it will not be necessary to have a new certificate issued.
However, the RFU have decided that they will not be able to accept DBS certificates from other organisations. This is due to the difficulty there is in ensuring that original DBS certificates are assessed by the appropriate individuals and that confidential personal information is not shared or lost inadvertently or unnecessarily. Having listened to feedback, it was decided that to expect Club Safeguarding Officers to take on this additional responsibility was unacceptable.
As the vast majority of individuals working in the children’s workforce with the RFU are volunteers and therefore entitled to free DBS checks it was decided that to avoid these risks the RFU would not accept other organisations DBS checks.

So, what documents are required for the identification process which kicks off the rest of the DBS process?
The preferred route is what the former Criminal Records Bureau called Route 1

Can the applicant produce a Group 1 document? If yes, then the applicant must produce 3 documents:
• 1 document from Group 1 (refer to list of Valid Identity Documents at the end of this Guide); and
• 2 further documents from Group 1 , 2a or 2b; one of which must verify their current address.
If the applicant cannot produce a document from Group 1, then we need to proceed via Route 2 i.e. the applicant must produce:
• 3 documents from Group 2 comprising of;
o 1 document from Group 2a; and
o 2 further documents from Group 2a or 2b; one of which must verify their current address.
and the organisation conducting the ID check will then need to ensure an appropriate external ID validation service is used to check the applicant against their records to establish the applicant’s name and living history footprint.

Clearly this is a lot of trouble to go to so Route 1 will always be the preferred choice.

The original documents must be presented to the CSO who will take the details and enter them, via GMS onto the DBS system. DBS will then email the applicant a link for them to complete the process. Within a few days the process will be complete, a DBS Certificate will be sent to the applicant and the RFU GMS updated to reflect the DBS check. The check will expire after 3 years when the process will be repeated, other things being equal.

This process is necessary and non-negotiable. No matter what checks have already been carried out by other organisations and regardless of the volunteer’s profession, in order to be able to engage in a regulated activity with a child at the Club, a DBS check must take place. Certainly the most important function that the Team Co-ordinator carries out is to ensure that anyone joining their squad who will be having contact as outlined, goes through this process.

If there is any doubt about this requirement please contact the CSO.

List of Valid Identity Documents

Group 1 – Primary Trusted Identity Credentials
• Current valid Passport.
• Biometric Residence Permit (UK).
• Current Driving Licence (UK) (Full or provisional) Isle of Man /Channel Islands;
o Photo card only (a photo card is only valid if the individual presents it with the associated counterpart licence; except Jersey).
• Birth Certificate (UK and Channel Islands) - issued at the time of birth;
o Full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces. (Photocopies are not acceptable).

Group 2a – Trusted Government/State Issued Documents
• Current UK Driving licence (old style paper version).
• Current Non-UK Photo Driving Licence (valid only for applicants residing outside of the UK at time of application).
• Birth Certificate (UK and Channel Islands) - (issued after the time of birth by the General Register Office/relevant authority i.e. Registrars – Photocopies are not acceptable).
• Marriage/Civil Partnership Certificate (UK and Channel Islands).
• Adoption Certificate (UK and Channel Islands).
• HM Forces ID Card (UK).
• Fire Arms Licence (UK and Channel Islands).

Group 2b – Financial/Social History Documents
• Mortgage Statement (UK or EEA)** (Non-EEA statements must not be accepted). (issued within the past 12 months.)
• Bank/Building Society Statement (UK or EEA)* (Non-EEA statements must not be accepted). (less than three months old)
• Bank/Building Society Account Opening Confirmation Letter (UK).
• Credit Card Statement (UK or EEA)* (Non-EEA statements must not be accepted). (less than three months old)
• Financial Statement ** - e.g. pension, endowment, ISA (UK). (issued within the past 12 months.)
• P45/P60 Statement **(UK & Channel Islands).
• Council Tax Statement (UK & Channel Islands). ** (issued within the past 12 months.)
• Work Permit/Visa (UK) (UK Residence Permit). ** (issued within the past 12 months.)
• Letter of Sponsorship from future employment provider (Non-UK/Non-EEA only – valid only for applicants residing outside of the UK at time of application).
• Utility Bill (UK)* – Not Mobile Telephone. (less than three months old)
• Benefit Statement* - e.g. Child Allowance, Pension. (less than three months old)
• A document from Central/ Local Government/ Government Agency/ Local Authority giving entitlement (UK & Channel Islands)*- e.g. from the Department for Work and Pensions, the Employment Service , Customs & Revenue, Job Centre, Job Centre Plus, Social Security. (less than three months old)
• EU National ID Card.
• Cards carrying the PASS accreditation logo (UK and Channel Islands).
• Letter from Head Teacher or College Principal (16/17 year olds in full time education – (only used in exceptional circumstances when all other documents have been exhausted).

Please note:
If a document in the List of Valid Identity Documents is:
• Denoted with * - it should be less than three months old.
• Denoted with ** - it should be issued within the past 12 months.
• Not denoted – it can be more than 12 months old.

Typical good combinations are:
• Passport, Photo card Driving licence (plus paper counterpart) with a Utility Bill or Bank Statement less than 3 months old, or
• Passport, Birth Certificate (issued at time of birth) and the Utility Bill or Banks Statement of an appropriate age, or
• Birth Certificate with the current year’s Council Tax statement and a Utility Bill or Bank Statement of an appropriate age.

If in doubt contact the CSO.

Thank you.

Appendix B
Stroud Rugby Club – Mini & Junior Section

The roll of the “Team Co-ordinator”

The team coordinator will be the main point of contact for the parents and players.

Some of their responsibilities are listed below, Wherever possible some of the jobs should be delegated to other parents or shared between parents. The team co-ordinator is not expected to attend all matches and training sessions.

1. Assist with fund raising activities.

2. Collect subs and chase non payment.

3. Keep up to date list of all players and contact information.

4. Ensure that details of all people joining their Age Group in a role requiring DBS checks are passed to the Club Safeguarding Officer.

5. Confirm fixtures, and arrange directions if required.

6. Arrange catering for after matches.

7. Organise match reports and post on web site. A team photographer would also be good, the Citizen in particular will print photos.

8. Arrange touch judge. (in conjunction with coaches)

9. Give feedback to the chairman to enable improvements to be made.

10. Liase with the other age group team co-ordinators.

Where next?

Club Social Networking Policy Stroud Rugby Football Club Social Networking Policy 1.Introduction Social networking activities
Mini & Junior Consent Form Type or copy & paste your content here.....


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