Policies

Safeguarding

If you have any concerns with regards to the well-being of a child or adult-at-risk at CHTC, please follow the procedure in this document  CHTC Safeguarding - Concern Reporting Procedure

 

1. Policy statement

The Castle Hill Tennis Club is committed to prioritising the well-being of all children and adults at risk, promoting safeguarding in our club at all times, including all programmes and events we run. This Policy strives to minimise risk, deliver a positive tennis experience for everyone and respond appropriately to all safeguarding concerns/disclosures.

2. Use of terminology

Child: a person under the age of eighteen years.

Note that some legislation in Scotland defines a child as a person under sixteen years old. However, where there is any safeguarding concern, anyone under the age of 18 is regarded as a child unless advised otherwise by the LTA Safe and Inclusive Tennis Team.

Adult at risk of abuse or neglect: a person aged eighteen years or over who is, or may be, in need of community care services by reason of disability, age or illness; and is, or may be, unable to take care of, or unable to protect him or herself against abuse or neglect.

Safeguarding children: protecting children from abuse and neglect, preventing the impairment of children’s health or development, ensuring that they grow up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances.

Safeguarding adults at risk: protecting adults from abuse and/or neglect. Enabling adults to maintain control over their lives and make informed choices without coercion. Empowering adults at risk, consulting them before taking action, unless someone lacks the capacity to make a decision, or their mental health poses a risk to their own or someone else’s safety, in which case, always acting in his or her best interests. 

3. Scope

This Policy is applicable to all committee members, coaches and club members.  It is in line with national legislation and applicable across the UK.

Guidance on implementing the policy is outlined in the following documents:

  • CHTC Concern Reporting Procedure
  • CHTC Safe and Inclusive Code of Conduct
  • CHTC Complaints and Appeals Procedure

Advice, guidance and support is available from the LTA Safe and Inclusive Tennis Team.

4. Responsibility for the implementation of the Safeguarding Policy, Standards, Code of Conduct and Reporting Procedure

SAFEGUARDING IS EVERYONE’S RESPONSIBILITY: NOT RESPONDING TO A SAFEGUARDING CONCERN IS NOT AN OPTION.

  • Our club’s committee has overall accountability for this Policy and its implementation
  • Our club Welfare Officer, Paul Willmott, is responsible for updating this Policy in line with legislative and club developments 
  • All individuals involved in/present at the club are required to adhere to the Policy and Code of Conduct
  • The LTA Safe and Inclusive Tennis Team and Tennis Scotland, Tennis Wales and Tennis Foundation Safeguarding Leads can offer support to help clubs proactively safeguard.

Where there is a safeguarding concern/disclosure:

  • The individual who is told about, hears, or is made aware of the concern/disclosure is responsible for following the Safeguarding Reporting Procedure. Unless someone is in immediate danger, they should inform their club Welfare Officer who will contact the LTA Safe and Inclusive Tennis Team.
  • The LTA Safe and Inclusive Tennis Team is responsible for assessing all safeguarding concern/disclosures that are reported to them and working with the club Welfare Officer and national Safeguarding Leads to follow up as appropriate on a case-by-case basis, prioritising the well-being of the child/ adult at risk at all times. Dependent on the concern/disclosure, a referral may be made to:
  • The police in an emergency (999);
  • Local Authority Children’s Services, Essex County Council 0345 606 1212;
  • Local Authority Adult Services, Essex County Council 0345 606 1212;
  • Designated Welfare Officer for concerns/disclosures about a consultant, coach, official or volunteer;
  • The LTA Safeguarding and Protection Committee for advice and guidance.

5. Breaches of the Safeguarding Policy, Standards, Code of Conduct and Reporting Procedure

Breaches of this Policy and/or failure to comply with the outlined responsibilities may result in the following:

  • Disciplinary action leading to possible dismissal and legal action;
  • Termination of current and future roles within the club and roles in other clubs, the LTA, Tennis Wales, Tennis Scotland and the Tennis Foundation.

Actions taken by consultants, volunteers, officials, coaches inside or outside of the club that are seen to contradict this Policy may be considered a violation of this Policy.

Where an appeal is lodged in response to a safeguarding decision made by the club, the individual should adhere to the club’s appeal procedure.

6. Related policies and guidance

  • CHTC Concern Reporting Procedure
  • CHTC Safe and Inclusive Code of Conduct
  • CHTC Complaints and Appeals Procedure
  • CHTC Whistleblowing Policy

Download Document

 

CHTC Safe and Inclusive Code of Conduct

  • Prioritise the well-being of all children and adults at all times
  • Be a positive role model. Act with integrity, even when no one is looking
  • Help to create a safe and inclusive environment both on and off court and promote the Fair Play values: enjoy; respect
  • Value and celebrate diversity and make all reasonable efforts to meet individual needs
  • Keep clear boundaries between your professional and personal life, including on social media
  • Check you have the relevant consent from parents/carers, children and adults before taking or using photos and videos
  • Ensure your own roles and responsibilities, and those of everyone you are responsible for, are clearly outlined and everyone has the information, training and support to carry them out
  • Where possible, do not be alone with a child or adult at risk
  • Do not abuse, neglect, harm or discriminate against anyone; or act in a way that may be interpreted as such*
  • Doing nothing is NOT an option: report all concerns and disclosures as soon as possible, following the Concern Reporting Procedure. If someone is in immediate danger, call the police (999).

 

*It is illegal to have a relationship with someone who is under 18 years old if you are in a position of trust; it is illegal to have a sexual relationship with anyone under the age of 16 whether they give consent or not. 

The Code of Conduct should be interpreted in a spirit of integrity, transparency and common sense, with the best interests of children and adults at risk as the primary consideration.

Download Document

 

CHTC Complaints and Appeals Procedure


This procedure details how an individual lodges a complaint or appeal following a safeguarding or equality and diversity incident. Download the procedure below.

Download Document

 

Whistleblowing Policy

Castle Hill Tennis Club Safeguarding Whistle Blowing Policy

Safeguarding children and adults at risk requires everyone to be committed to the highest possible standards of openness, integrity and accountability. As a club, we are committed to encouraging and maintaining a culture where people feel able to raise a genuine safeguarding concern and are confident that it will be taken seriously.

 

What is whistle blowing?

In the context of safeguarding, “whistle blowing” is when someone raises a concern about the well-being of a child or an adult at risk.

A whistle blower may be:

  • a player;
  • a volunteer;
  • a coach;
  • other member of staff;
  • an official;
  • a parent;
  • a member of the public.

 

How to raise a concern about a child or an adult at risk at the club

If a child or an adult at risk is in immediate danger or risk of harm, the police should be contacted by calling 999.

Where a child or an adult at risk is not in immediate danger, any concerns about their well-being should be made without delay to the Club Welfare Officer. The Club Welfare Officer will pass the details of the concern on to the LTA Safeguarding Team at the earliest opportunity and the relevant local authority and the police will be contacted, where appropriate.

If, however, the whistle blower does not feel comfortable raising a concern with the Club Welfare Officer, the whistle blower should contact the LTA Safeguarding Team directly on 020 8487 7000, the Local Authority Designated Officer (LADO) or the NSPCC on 0808 800 5000.

 

Information to include when raising a concern

The whistle blower should provide as much information as possible regarding the incident or circumstance which has given rise to the concern, including:

  • their name and contact details (unless they wish to remain anonymous);
  • names of individuals involved;
  • date, time and location of incident/circumstance; and
  • whether any witnesses were present.

 

What happens next?

All concerns raised by a whistle blower about the well-being of a child or an adult at risk will be taken seriously and every effort will be made to deal with each concern fairly, quickly and proportionately.

If the whistle blower does not believe that the concern has been dealt with appropriately and wishes to speak to someone outside the club or the LTA Safeguarding Team, the NSPCC Whistleblowing advice line should be contacted on 0800 028 0285 or by emailing help@nspcc.org.uk.

 

Support

The club will not tolerate any harassment, victimisation or unfair treatment of, and will take appropriate action to protect, whistle blowers when they raise a concern in good faith.

Download Document

 

Safe Recruitment Policy

Castle Hill Tennis Club is committed to safeguarding children (anyone under 18) and adults at risk. Castle Hill Tennis Club complies with National Safer Recruitment Procedures and relevant legislation to ensure a consistent and thorough recruitment process. Castle Hill Tennis Club conducts Disclosure and Barring Service (DBS) checks on applicable positions as part of this process.

Full details can be found in the Safe Recruitment Policy here.