Glebian Tennis Club Safeguarding Policy

Policy statement

Glebian 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. All activities, events and trips arranged by the club run in accordance with the LTA’s Safeguarding at Events and Competitions guidance ( This Policy strives to minimise risk, deliver a positive tennis experience for everyone and respond appropriately to all safeguarding concerns/disclosures. 


Our club’s committee has overall accountability for this Policy and its implementation
Our club Welfare Officer, Penny Hollowell, 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.

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

•    Listen carefully and calmly to the individual
•    Reassure the individual that they have done the right thing and what they have told you is very important
•    Avoid questioning where possible, and never ask leading questions
•    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.
•    Report the concern. 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 
•    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.

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 Reporting a Safeguarding Concern Procedure ( Unless someone is in immediate danger, they should inform the club Welfare Officer, the LTA Safeguarding Team or the  National Safeguarding Lead.
The club Welfare Officer is responsible for reporting safeguarding concerns to the LTA Safe Safeguarding Team.
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 02380 833336 – further details on 
Local Authority Adult Services 02380 8330003 Further details on 
Designated Officer (England only) for concerns/disclosures about a member of staff, coach, official email [email protected] 

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.
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 Southampton Local Safeguarding Children Board (LSCB) 02380 832995 or the NSPCC on 0808 800 5000.

The Club Welfare Officer can be contacted on: 02380332281 or [email protected] If not available contact a committee member for guidance or email the LTA: [email protected] 

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 [email protected]

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.
 Codes of Conduct

All members and coaches agree to:
Prioritise the well-being of all children and adults at risk at all times
Treat all children and adults at risk fairly and with respect
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
Not allow any rough or dangerous behaviour, bullying or the use of bad or inappropriate language
Report all allegations of abuse or poor practice to the club Welfare Officer
Not use any sanctions that humiliate or harm a child or adult at risk
Value and celebrate diversity and make all reasonable efforts to meet individual needs
Keep clear boundaries between professional and personal life, including on social media
Refrain from making physical contact with children or adults unless it is necessary as part of an emergency or congratulations (e.g. handshake / high five) 
Refrain from smoking and consuming alcohol during club tennis activities or coaching sessions
Avoid being alone with a child or adult at risk unless there are exceptional circumstances
Refrain from transporting children or adults at risk, unless this is required as part of a club activity (e.g. away match) and there is another adult in the vehicle
Not abuse, neglect, harm or discriminate against anyone; or act in a way that may be interpreted as such
Not have a relationship with anyone under 18 for whom they are coaching or responsible for
Be acutely aware of the power that coaches develop over players in the coaching relationship and avoid any intimacy (sexual or otherwise) with players
Photographs or videos of players should not be taken without players / members permission. Where the player is under 18 years old, the parent or legal guardian should give their express permission. 

All children agree to:
Be friendly, supportive and welcoming to other children and adults
Play fairly and honestly
Respect club staff, volunteers and Officials and accept their decisions
Behave, respect and listen to the coach  
Take care of your equipment and club property
Respect  the rights, dignity and worth of all participants regardless of age, gender, ability, race, culture, religion or sexual identity
Not use bad, inappropriate or racist language, including on social media
Not bully, intimidate or harass anyone, including on social media
Not smoke, drink alcohol or use illegal drugs of any kind on club premises or whilst representing the club at competitions or events
Photographs or videos of players should not be taken without players / members permission. Where the player is under 18 years old, the parent or legal guardian should give their express permission. 
Talk to the club Welfare Officer about any concerns or worries they have about themselves or others.

All parents and carers agree to:
Positively encourage your child and show an interest in their tennis
Use appropriate language at all times
Be realistic and supportive
Never ridicule or admonish a child for making a mistake or losing a match
Treat all children, adults, volunteers, coaches, officials and members of staff with respect
Behave responsibly at the venue; do not embarrass your child
Accept the official’s decisions and do not go on court or interfere with matches 
Encourage your child to play by the rules, and teach them that they can only do their best
Stay on site during your child’s coaching
Ensure your child has appropriate clothing for the weather conditions
Ensure that your child understands their code of conduct 
Adhere to your venue’s safeguarding policy, diversity and inclusion policy, rules and regulations
Provide emergency contact details and any relevant information about your child including medical history 
Photographs or videos of players should not be taken without players / members permission. Where the player is under 18 years old, the parent or legal guardian should give their express permission.
This Policy is reviewed every two years (or earlier if there is a change in national legislation). 

Date approved:  13th December 2020