Choice International acknowledges its duty of care to safeguard and promote the welfare of its service users, volunteers and staff and anyone it comes into contact with through its operations. Specifically children, young people, and the vulnerable adults that it works with, and is committed to ensuring its safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice, the Equality Act 2010, Working Together to Safeguard Children 2018, and the Care Act 2014.
This policy recognises that the welfare and interests of children, young people, and vulnerable adults are paramount in all circumstances. It aims to ensure that regardless of age, disability, gender, race, religion or belief, sex or sexual orientation, or socio-economic background, all individuals involved in its operations:
- have a positive and enjoyable experience during activities at Choice International in a safe and welcoming environment
- are protected from abuse while participating in disability sports and inclusive fitness activities with Choice International
Choice International acknowledges that some children or vulnerable adults, specifically those with physical or learning disabilities can be particularly vulnerable and we accept responsibility to take reasonable and appropriate steps to ensure their welfare and safety whilst engaging in our activities.
As part of our safeguarding policy Choice International will:
- promote and prioritise the safety and wellbeing of staff, volunteers, beneficiaries and service users, specifically children, young people, and vulnerable adults who engage in our work
- take the utmost care in ensuring the safety of staff, volunteers, children, young people, and vulnerable adults as our top priority before any activity is carried out
- ensure everyone understands his or her roles and responsibilities in respect to safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children, young people, and vulnerable adults
- ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose a concern
- ensure that confidential, detailed, and accurate records of all safeguarding concerns are maintained and securely stored by the organisation
- ensure those working with vulnerable groups/children/young people have a DBS check and have a suitable background for working with these individuals
- ensure robust safeguarding arrangements and procedures are in operation.
The policy and procedures will be widely promoted and are mandatory for everyone involved in Choice International. Failure of any player, volunteer or staff to comply with this policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation’s activities.
Working in Partnership
Choice International will ensure that all relevant partners that it works with on activities involving children, young people or vulnerable adults, have a safeguarding policy in place.
Choice International will ensure that any international partners or projects delivered outside the UK are aware of our policy and procedures as required, and have an appointed individual locally who will take responsibility for safeguarding.
Choice International will ensure that we are content with partner safeguarding procedures, and that safeguarding forms part of all MoUs or longer-term partnerships where relevant.
Choice International will ensure all volunteers and beneficiaries that it works with are aware of our safeguarding policy and procedures and how to report a concern.
Data Retention and processing
Data recorded relating to any safeguarding concerns will be processed by the Safeguarding Officer and may need to be shared with relevant authorities and partners where relevant and appropriate to do so, to ensure the safety and welfare of individuals in concern. This may include the Local Authority Designated Officer (LADO), and governing bodies such as the LTA, GBWBA or others.
Data stored by Choice International will be kept on file and processed in accordance with the General Data Protection Act 2018. Personal Data will be stored for upto 3 years where needed.
Choice International’s Safeguarding Operational Procedure
Choice’s main activities involve coaching and group sessions with disabled people with a physical impairment. We also run events and workshops aimed at promoting diversity and inclusion.
Our beneficiaries fall within the following categories
- A child who is someone under the age of 16
- A young person who is someone between the ages of 16-18
- An adult at risk whois an individual aged 18 years or over; who may be in need of community care services by reason of disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation.
Roles and Responsibilities
Directors have overarching responsibilities for the organisation to ensure safety and welfare of individuals who come into contact with Choice International through our operations. Working with the Safeguarding Officer they are responsible for ensuring compliance across operations. Directors should record and bring to the attention of the Safeguarding Officer any circumstances where they believe that a beneficiary is at or could come to harm. They should also inform if something has been disclosed to them by another volunteer, staff member, or beneficiary which is a cause for concern relating to their safety or welfare.
Directors/Advisors without an appropriate DBS check must ensure they are accompanied by a parent or responsible adult, coach, member of staff or volunteer with a DBS check running the project if they are in close proximity to a child/young person/adult at risk, and abide by the professional boundaries detailed below at all times.
This is the designated individual responsible for ensuring safeguarding procedures and principles are in place within the operations of Choice’s activities, complying with legislation and takes responsibility for dealing with any concerns relating to the safety and welfare of individuals coming into contact with Choice activities, raised by a member of staff,volunteer,consultant, service user or beneficiary. This individual must have appropriate safeguarding training and knowledge of risks involved in relation to safeguarding. This individual must ensure they are accompanied by a parent or responsible adult, coach, member of staff or volunteer with a DBS check running the project if they are in close proximity to a child/young person/adult at risk and abide by the professional boundaries detailed below at all times.
Volunteers/staff/consultants should bring to the attention of the Safeguarding Officer any circumstances where they believe that a beneficiary is at or could come to harm. They should also inform if something has been disclosed to them by another volunteer, staff member, or beneficiary which is a cause for concern relating to their safety or welfare. Volunteers must ensure they are accompanied by a parent or responsible adult, coach, member of staff or volunteer with a DBS check running the project if they are in close proximity to a child/young person/adult at risk and abide by the professional boundaries detailed below at all times.
Coaches working directly with children/young people/adults at risk must hold valid DBS check, appropriate level coaching qualifications and where appropriate an association with the relevant governing body sich as the LTA, GBWBA.
Coaches should bring to the attention of the Safeguarding Officer any circumstances where they believe that a beneficiary is at or could come to harm. They should also inform if something has been disclosed to them by another volunteer, staff member, or beneficiary which is a cause for concern relating to their safety or welfare, and ensure they abide by the professional boundaries detailed below at all times.
Professional Boundaries/Code of Conduct
- Prioritise the wellbeing of all individuals that come into contact with you during Choice activities, specifically all children, young people and adults at risk at all times.
- Help to create a safe and inclusive environment both on and off activities
- Never make any inappropriate comments, jokes, or banter
- Never share any inappropriate images and or other contents unrelated to wheelchair tennis during or outside sessions
- Do not try to contact anyone involved in activities individually who is not already known to you in a personal capacity
- Do not contact those under the age of 18 without parental consent, all communication must go through or include parents
- Keep clear boundaries between sporting/professional and personal life, including on social media- do not befriend a child/young person on social media or provide lifts unaccompanied by a parent
- Always check that relevant consents from parents/guardians/carers and children/young people/adults at risk have been gained before the taking or use of photos and videos.
- Where possible, there should be more than one adult present during activities with children, young people and adults at risk, or at least that they are within sight or hearing of others
- Avoid physical contact with a child/ young person or Adult at Risk.
- Report all concerns/ disclosures as soon as possible, following the Reporting Process.
Reporting a concern
Any safeguarding concerns relating to a volunteer, staff, service user or beneficiary in
Choice International’s duty of care, should be reported to the Designated Safeguarding Lead, Manoj Soma at 07940967723 or firstname.lastname@example.org
If the Safeguarding Officer is not available, or you wish to speak to an alternative contact, you can reach our other Director Richard Frost at email@example.com /
If there is any immediate risk to life contact the police immediately.
All staff, volunteers and beneficiaries should use the following format to record and report any concerns in writing to the safeguarding officer.
- Date, Time and location of concern:
- Who was present/involved (Name, Age, and other relevant details):
- What was the incident/disclosure made:
- Your name, date and contact details:
Listening to a disclosure
- Just listen and be supportive, do not directly question
- Don’t ask leading questions (that yes or no can be the response to)
- Assure the person that they were right to talk to you
- Allow the person to freely recall events, do not push them to tell you more information
- Record the conversation immediately
- Record time, day, date, location of conversation, and anyone else who was present, following the process above
- Sign and date your record and hand to the designated safeguarding lead
- All subsequent events affecting the person need to be recorded
Photography and Social Media
- Always ensure that appropriate permission has been granted from all individuals whether child/adult to be photographed or videoed in recordings of sessions
- Ensure we have Parental/guardian permission to take and use image of a child or young person through usage of Choice’s photo consent form in advance to any sessions
- Avoid using names or other personal details in photographic captions where they can be identified, specifically for children/young people/adults at risk, unless we have informed consent. If they are named, avoid using his or her photograph. If a photograph is used and their name is included within the photograph caption avoid stating their surname.
Review Process and persons responsible
This policy will be reviewed by Directors and Safeguarding Officer annually or in the following circumstances:
- changes in Choice International policies, activities or practices
- changes in legislation and/or government guidance
- as required by the Local Safeguarding Children Board, UK Sport, GBWBA, The Tennis Federation and/or Home Country Sports Councils, the UK government, the Equality Act 2010, and the Care Act 2014.
- as a result of any other significant change or event
Name: Manoj Soma
Title: Founder Director
Date/last updated: 1st July 2020
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