Concern Reporting Procedure

View Concern Reporting Procedure as pdf

If you have any concerns with regards to the safety or well-being of a child or adult-at-risk or concerns that you or someone else is being discriminated against or has been a victim of discriminatory language or behaviour then please follow this procedure:

Response Tree


This Concern Reporting Procedure should be used for all concerns relating to:

  • Safeguarding concerns / disclosure relating to children or adults at risk
  • Concerns if you feel that you or someone else has been discriminated against
  • You have any other concerns about a coach or member of the Club (for example if you feel someone has breached the club Code of Conduct)

If you wish to make a complaint about a coach or club member relating to other matters, then contact either the Welfare Officer, the Chair or Club Secretary in accordance with the Club Complaints Procedure.

How to Raise a Concern at the Club

The individual who is told about, hears, or is made aware of the concern/disclosure is responsible for following the Reporting a Safeguarding Concern Procedure shown in the flowchart on the next page.

  • If a child or an adult at risk there is an immediate danger or risk of harm, call the police by calling 999

If there is no immediate danger, inform the club Welfare Officer, LTA Safeguarding Team or National Safeguarding Lead without delay.

  • The Club Welfare Officer and Safeguarding Leads are responsible for reporting safeguarding concerns to the LTA Safe Safeguarding Team.


The Club Welfare Officer is Jeremy Fisk and can be contacted on


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 or does not believe the concern has been dealt with appropriately and wishes to speak to someone outside the club, the whistle blower should contact the LTA Safeguarding Team directly, the Local Authority Designated Officer (LADO) or the NSPCC as appropriate, using the contact details below.

The LTA Safeguarding 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

  • Derbyshire County Council Child Protection Service – Starting Point - 01629 533190 (or 01629 532 600 out of hours) - [email protected]
  • Derbyshire Safeguarding Children Partnership - [email protected]
  • Derby City First Contact Team - Tel: 01332 641172

Local Authority Adult Services

  • Derbyshire Safeguarding Adults Board 01629 533190
  • Derby City Careline - 01332 786968

LTA Designated Officer (England only) for concerns/disclosures about a member of staff, consultant, coach, official or volunteer

National Services

Reporting a Concern Tree - in Tennis

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 to do if a disclosure from a child or adult at risk is made to you

  1. Listen carefully and calmly to the individual
  2. Reassure the individual that they have done the right thing and what they have told you is very important
  3. Avoid questioning where possible, and never ask leading questions
  4. Do not promise secrecy.  Let the individual know that you will need to speak to the Welfare Officer/LTA Safeguarding Team because it is in their best interest.  If you intend to speak to the police or social care, you should let them know this too.
  5. Report the concern. Read and follow the club guidance on reporting a concern / whistle blowing. In an emergency, call the police (999), otherwise talk to the Welfare Officer/LTA Safeguarding Team as soon as possible. Do not let doubt/personal bias prevent you from reporting the allegation
  6. Record details of the disclosure and allegation using the LTA’s online reporting a concern form within 24 hours. If you do not have access to the online form, write down the details using what you have available then sign and date it.



This Policy is reviewed every two years (or earlier if there is a change in national legislation).

This Policy is recommended for approval by:

Club Committee Chair Jeremy Fisk   Date: 24/02/2020

Club Welfare Officer Jeremy Fisk      Date: 24/02/2020



Appendix A

Reporting Concerns Outside Tennis Environment