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«Last Revised Rugby Ontario 4/14/2011 RUGBY ONTARIO – CHILD PROTECTION POLICY PROCEDURES MANUAL Table of Contents Introduction Pg 3 Section #1 – ...»

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• Contact should be avoided with buttocks, genitals and breasts. Club members & volunteers should never behave in a way which could be interpreted as sexual;

• Any form of physical intervention should achieve an outcome that is in the best interests of the child whose behaviour is of immediate concern.

• Club members & volunteers should consider the circumstances, the risks associated with employing physical intervention compared with the risks of not employing physical intervention.

• The scale and nature of physical intervention must always be proportionate to the behaviour of the young person and the nature of harm / damage they might cause.

• All forms of physical intervention should employ only a reasonable amount of force - the minimum force needed to avert injury to a person or serious damage to property – applied for the shortest period of time.

–  –  –

Any physical intervention used should be recorded as soon as possible after the incident by the staff / volunteers involved, and passed to the Child Protection Officer as soon as possible.

A timely debriefing for staff / volunteers, the child and parents should always take place following an incident where physical intervention has been used. This should include ensuring that the physical and emotional well-being of those involved has been addressed and ongoing support offered where necessary. Club members / volunteers, children and parents 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 and parents about the child’s needs and continued safe participation in the rugby activity.

Transporting Children

Where it is necessary to transport children, the following good practice is required:

• Where parents make arrangements for the transportation of children to and from an activity, without the knowledge of Rugby Ontario or its member Clubs, it will be the responsibility of the parents to satisfy themselves about the appropriateness and safety of the arrangements.

• Where Rugby Ontario makes arrangements for the transportation of children and youth, the club members and volunteers involved will undertake a risk assessment of the transportation required. This will include an assessment of the

following areas:

• Ensuring that all vehicles are correctly insured for the purpose.

• Ensuring the driver has a valid and appropriate license for the vehicle being used.

• All reasonable safety measures are available i.e. fitted, working seatbelts.

• An appropriate ratio of adults per child.

• Ensuring drivers have adequate breaks and rest stops.

• When transporting children, wherever possible they should be in the back seat of the car for health and safety reasons.

• Where practicable and planned, written parental consent will be requested if club members or volunteers are required to transport children.

–  –  –

To safeguard the club member / volunteer the following good practice is required:

• Agree on a pick-up policy with parents which will include a clear and shared understanding of arrangements for pickup at the end of a session.

• Always tell another member that you are transporting a child, give details of the route and the anticipated length of the journey.

• Take all reasonable safety measures e.g. children in the back seat, seatbelts worn.

• Where possible, have another adult accompany you on the journey.

• Call ahead to inform the child’s parents that you are giving them a lift and inform them when you expect to arrive Trips Away from Home involving overnight stays Designate a Child Protection Officer for the Trip Those in charge of the group will be responsible for the safety and well being of children in their care. It is recommended that one of the group leaders co-ordinates the arrangements to safeguard the safety and welfare of children during the trip.

The Child Protection Officer should ensure all practical arrangements have been addressed and act as the main contact for dealing with any concerns about the safety and welfare of children while away from home. A detailed itinerary will be prepared and copies provided to the designated contact for Scottish Rugby and parents.

Risk Assessment

Potential areas of risk should be identified at the planning stage through a risk assessment. Safeguards should be put in place to manage the risks, where appropriate.

Risk assessment should be an on-going process throughout the trip as groups can often find themselves in unexpected situations despite the best developed plans.

Travel Arrangements

Organizers must ensure there is adequate and relevant insurance cover (including travel and medical insurance). If the trip involves travel out of the country. Organizers shall ensure they are aware of local procedures for dealing with concerns about the welfare of children and are familiar with the details of the emergency services, including hospitals, in the location of the visit.

–  –  –

Adult-to-Child Ratios All trips away should be planned to involve at least two adults, preferably one male and one female where possible. The guidelines on adult to child ratios will inform an assessment of the numbers of adults required to safely supervise the group.

Those involved should be recruited and selected in accordance with the procedure for recruiting and selecting volunteers to work with children.

Tour managers should be familiar with and agree to abide by Rugby Ontario’s, Child and Youth Protection Policy, Procedures and Code of Conduct.

Accommodation Organizers should find out as much as possible about the accommodation and the surroundings at the planning stage. Where possible, an initial visit to the venue/ accommodation should take place to help those organizing the trip identify all practical issues and allow time to address them in advance, in consultation with children and parents where appropriate.

The following is a (non-exhaustive) list of some of the practical things which should be

considered in advance about the arrangements for accommodation:

• Location: central and remote locations both present different challenges.

• Sleeping arrangements: These will enable suitable sharing in terms of age and gender and appropriately located staff / volunteer bedrooms for both supervision and ease of access in case of emergency. Parents and children should be consulted in advance about arrangements for sharing where possible and appropriate.

• Appropriate safeguards where others have access to the sleeping quarters.

• Special access or adaptive aids required by group leaders, children or volunteers.

• Environmental factors.

• Personal safety issues.

Exchange Visits / Hosting;

Before departure, organizers should ensure there is a shared understanding of the standards expected during home stays between them, host organization / families, parents and children themselves. These standards should include arrangements for the supervision of children during the visit.

–  –  –

Accommodation at a Hotel / Facility / Centre;

Organizers should ensure the accommodation facility is appropriately licensed and has adequate and relevant insurance cover in place. Adequate security arrangements should be in place and accommodation facility employees should have been screened (where appropriate). All accommodation or facility staff involved in the training or instruction of children must be appropriately qualified and trained [i.e. swimming pools, etc). Organizers 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.

Parental Involvement

Where possible, a meeting should be held with parents before departure to share information about the trip, answer their questions and make joint decisions about arrangements where appropriate. Guidelines on behaviour and conduct should be agreed with children and parents in advance of the trip along with sanctions for unacceptable behaviour. Parents must provide emergency contact details.

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

During the Trip Organizers must ensure arrangements are in place for the supervision and risk assessment of activities during free time. Children should not be allowed to wander alone in unfamiliar places. Group leaders should have clear roles and responsibilities for the duration of the trip. They must not be over familiar, or fraternize with, children during the trip, and must remember that they are in a position of trust at all times. The use of alcohol and / or drugs or engaging in sexual relationships (between two young people) should not be condoned during the trip. Group leaders should maintain an overview of the well being of all children during the trip. This can help to identify issues at an early stage and resolve them as quickly as possible. Children can participate in this process by, for example, taking turns to complete a daily diary about the trip. This can be an overt or discreet way for them to communicate things (both positive and negative) that they want you to know.

–  –  –

Where appropriate, a de-briefing will take place with all those involved in the trip, including children. 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.

Information & Communications technology guidelines The aim of these guidelines is to not to prevent bona fide persons from recording activities for performance development reasons or the recording of achievements. They aspire to ensure that children are protected from the misuse of opportunities to take or manipulate film and video footage in a way that harms children or places them at risk of harm.

Some rugby fixtures take place in areas where club members and volunteers have little or no control over the environment; such as training/playing fields in areas to which the public have general rights of access. In these circumstances, club members and volunteers should take all reasonable steps to promote the safe use of photographing and filming and to respond to any concerns raised.

Photographs, Film & Video Scope Rugby Ontario and its member clubs will take all reasonable steps to promote the safe use of photographing and filming at all events and activities with which it is associated. However, Rugby Ontario has no power to prevent individuals photographing or filming in public places. Rugby Ontario reserves the right at all times to prohibit the use of photography, film or video at any event or activity with which it is associated.


• Parents and children will be informed they may, from time to time, be photographed or filmed while participating in rugby. This could be for one of the

following reasons:

(i) Video footage for performance development.

(ii) Media coverage of an event or achievement.

(iii) Promotional purposes e.g. website or publication.

–  –  –


• Parents will be offered the opportunity to withhold their permission to photographing and filming. In the absence of any expressed objection, parental agreement will be assumed.

• Where appropriate, children will be asked their views. Where a child is able to provide an informed view, this will be taken into consideration by Rugby Ontario and its member clubs.

• Rugby Ontario will do everything reasonable in the individual circumstances to give effect to the wishes of parents and children. All actions by Rugby Ontario will be based on the best interests of the child.

Use of Images and Information

• No unsupervised access or one-to-one sessions will be allowed unless this has been explicitly agreed with the child and parent.

• No photographing or filming will be permitted in changing areas.

• Rugby Ontario will ensure that all negatives, copies of videos and digital photograph files in its possession are stored in a secure place. These will not be kept for any longer than is necessary having regard to the purposes for which they were taken.

• Images will not be shared with external agencies unless express permission is obtained from the child and parent.


• Anyone behaving in a way which could reasonably be construed as inappropriate in relation to filming or photographing should be reported to the person in charge on the event/activity. They should be approached for an explanation. If a satisfactory explanation is not provided, the circumstances should be reported to the person in charge on the event/activity, or Rugby Ontario’s Child Protection Officer.

• Where appropriate, concerns should also be reported to the police.

–  –  –


• Written consent must be obtained from the child’s parent before publishing any information about a child. If the material is changed from the time of consent, the parents must be informed and consent provided for the changes.

• Special care must be taken in relation to vulnerable children e.g. child fleeing domestic violence or a child with a disability, and consideration given to whether publication would place the child at risk.

• Young athletes who have a public profile as a result of their achievements are entitled to the same protection as all other children. In these cases, common sense is required when implementing these guidelines. All decisions should reflect the best interests of the child.

Use of Images and Information

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