GUIDANCE NOTES FOR THE APPOINTMENT OF COACHES, OFFICIALS & VOLUNTEERS

(Updated 1/11/2016)

You seek to appoint someone (paid or volunteer) to work with children and/or vulnerable adults in the name of Pentathlon GB (including within one of its constituent clubs, academies, etc.)

Will they be undertaking Regulated Activity? – defined as:

Yes No

If advertising draw potential applicants’ attention to Pentathlon GB’s Child Protection Policy on the website If offered a conditional position after interview, inform them that before confirmation they will be required to: (i) provide details of 2 referees able to comment on their character and ability to undertake the task

required of them (ii) sign a self-declaration form (downloadable form the website).

undertake SCUK’s Safeguarding and Child Protection 1, or CPSU’s Safeguarding in Sport on-line course

within 6 months of starting. [Courses can be found via Sports Coach UK website course finder, they are 3

hours duration and usually cost £30. Local funding can often be accessed via the local authority, CSPs, Pentathlon GB (for volunteers) For CPSU’s course see: http://www.nspcc.org.uk/what-you-can-do/get-expert-training/child-protection-sport-online-course/ (iii) Supply original copy of appropriate coaching/officiating qualifications for activity and level to be

responsible for (UKCC II often include child protection training as a pre requisite).

200000000000000000000000000000000000000000000000000000000l.yyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyyy77777777777777777777777777777777777777777777777777777777777 S&CP and First Aid training – make a note of dates).

(iv)

Issue them with a Self-Declaration Form to sign and return (see Appendices) Pentathlon’ GB’s Code of Conduct for Coaches, officials, etc.- see Appendices and downloadable from website), ask them to read and sign as understanding

and abiding by them (answer any queries they might have).

Ensure they are technically competent to

undertake duties assigned to them by their supervisor and consider development needs.

Additional to NO, if already subscribed to DBS Update service, using their Disclosure ref. and DofB, check against Barred List https://secure.crbonline.gov.uk/crsc/subscriber. If not subscribed forward details of name and e-mail to S&CP Lead Officer with signed Consent Form

giving permission for Pentathlon GB to undertake enhanced DBS check and for them to share the Disclosure with the S&CP Lead Officer within 14 days of its issue (see Appendix A). If they are to be paid for their services this will be at their cost - £60 (to be invoiced or deducted at HQ from any

payments they are due). Note only if a Disclosure has been obtained after the 17/ 6/2013 for a similar role by another

organisation can it be considered as transportable . Please check with S&CPLO.

Below is a flow chart which summarises if an individual is in Regulated Activity and therefore requires an enhanced DBS check.

Are you aged 16 or over?

Do you carry out any form of health care provided by, or under the direction or supervision of a regulated health care professional OR any form of personal care (even if the activity is only carried out once)?

You require a DBS Enhanced

Disclosure and Barred List check. You cannot carry out this role until a satisfactory DBS check has been completed.

Do you work with children in any of the following regulated activities? Coaching / Instructing, Training, Teaching, Supervising, Caring Transport of Children Providing Advice OR Do you supervise an adult working with children in any of the above regulated activities?

Yes

No Ineligible for a DBS.

Yes

No

Yes

You are not currently eligible for a DBS check. If your role changes, make sure you recheck yourself on this chart.

You are not

currently eligible for a DBS check. If your role changes, make sure you recheck yourself on this chart.

Do you work with children in a role which involves regularly caring, training, supervising or being in sole charge of children? (at least 6 times in a period of 3 months)

You require a DBS Enhanced

Disclosure and Barred List

check. You cannot carry out this role unsupervised until a satisfactory DBS check has been completed.

Do you operate in the role or specified place: Frequently (once a week or more often)? Intensively (on 4 or more days in a 30 day period)? Overnight (between 2 and 6am)?

Do you operate in a specified place? School Academy Children Centre

Yes No

You require a DBS Enhanced Disclosure

check. You cannot carry out this role unsupervised until a satisfactory DBS check has been completed.

No

No

Yes

You require a DBS

Enhanced Disclosur

e check. You cannot carry out this role unsupervised until a satisfactory DBS check has been completed.

Do you work with children in a role which involves regularly caring, training, supervising or being in sole charge of children?

Will you be supervised at all times during this role? (Unsupervised is defined as being out of sight or hearing of someone who has a DBS Enhanced Disclosure and Barred List check)

Yes

Yes

Yes

No

No

No

DBS Flowchart

A list of eligible roles might include.

Enhanced DBS required Barred List check required

Coach Yes Yes

Club Welfare Officer Yes Yes

Regional Welfare Officer Yes Yes

Chaperone Yes Yes

Team Manager Yes Yes

Medical Staff e.g. Doctor or

Nurse

Yes Yes

Sport Psychologist Yes Yes

Host Family parent/carer with

responsibility for a child.

NB - if this is a private arrangement

between parents a DBS or Barred

List check will not be required.

Yes Yes

Physiotherapist (including

Sports Massage)

Yes Yes

Nutritionist Yes Yes

Helper - Supervised role

manually assisting and

supporting children

Yes No

Helper - Individuals not

training to be or acting as a

coach.

Yes No

Chairperson No No

Club Secretary No No

Photographer or filming

children

No No

General assistant handing out

equipment, tidying up after

sessions.

No No

Once the S&CPLO has received the signed Self-Declaration Form and DBS Consent Form (Appendix A or C whichever applies) he will activate the process and the candidate will be issued with an e-mail inviting them to complete an on-line form providing him with the necessary information. Once successfully completed, the candidate will be instructed to show original documents identified on the form to one of the Development Team, S&CPLO or Admin Manager at HQ. Once verified, the DBS will initiate the check and issue a Disclosure to the candidate (this can take between a few days and couple of months). On receipt of the Disclosure, the candidate must send it to the S&CPLO within 14 days (Appendix B provides a reminder letter). Should there be any content on the Disclosure raising concerns about the candidate working with children or vulnerable adults this will be discussed with the CEO. Concerns of a serious nature will be risk assessed by an independent Case Management Review Group. They will ultimately decide if the candidate is deemed suitable to work with children and vulnerable adults under the auspices of Pentathlon GB. On appointment, all new staff will receive a briefing on how Pentathlon GB aims to safeguards its members and deals with any breaches of its policies and procedures, as part of the formal Induction process. Coaches will be issued with and required to sign a copy of the Coaches’ Code of Conduct. Request that within 3 years of completing Sports Coach UK’s S&CP I (to be undertaken within first 6 months if not already done), they undertake SCUK’s S&CP II. The Appointing Officer will be required to coordinate collection of all the above information and hand over to the file, including the ‘Freelance Coach detail form’ to the Admin. Manager at HQ. The line manager or club chairman will be responsible for monitoring performance and making appropriate recommendations. It is important to stress that these are not paper exercises and organisations are now legally responsible and therefore liable for any breaches of accurate checking, sharing appropriate information with appropriate authorities, etc.

Appendix A – Permission letter to undertake and share DBS

To: Dr Richard Cox, Safeguarding and Child Protection Lead Officer (S&CPLO) [insert address] I, [Individual to insert his/her name] agree to Pentathlon GB S&CPLO commissioning a DBS Check for the purposes of my role as [insert name of Individual’s role] with [insert Club or Coaching Environment] which requires me to hold a DBS Enhanced Disclosure. I agree to share the content of that Disclosure with the S&CPLO within 48 hours of receiving it. I understand that its content may require further risk assessment in which I will fully cooperate Print Name: ........................................................ Address: ........................................................

......................................................... .........................................................

Appendix B – Reminder letter to forward DBS Disclosure with S&CPLO

To: [insert name of Individual] [insert address] [insert date] Dear [insert name of Individual] Further to your application for the role of [insert name of role] with [insert name of Club or Affiliated Association], we understand that your DBS Enhanced Disclosure has been issued by the DBS. Please send your original DBS Enhanced Disclosure within 14 days of the date of this letter to: Dr Richard Cox, Safeguarding and Child Protection Lead Officer at Pentathlon GB. We wish to inform you that pending receipt of your DBS Enhanced Disclosure, you shall not be permitted to undertake the role of [insert name of role as per above] but may remain in a supervised role for a maximum of 3 months. If your DBS Enhanced Disclosure is not received within 14 days as set out in this letter, it may be necessary to temporarily suspending you from undertaking any role with Pentathlon GB. We trust however that this will be unnecessary and thank you in anticipation of your co-operation. We look forward to hearing from you. Yours sincerely [Name of appointing officer] For and on behalf of Pentathlon GB

Appendix C Permission for S&CPLO- to check automated updating service

To: Dr Richard Cox, Safeguarding and Child Protection Lead Officer, Pentathlon GB [insert address] I, [Individual to insert his/her name] give my consent for the Pentathlon GB S&CPLO to access my status information online through the use of the DBS Update Service as frequently as may be required by the Pentathlon GB S&CPLO for the purposes of my role as [insert name of Individual’s role] with [insert Club] which requires me to hold a DBS Enhanced Disclosure and such consent is provided by me for the duration of my appointment to the role of [insert Individual’s role] and until such time as I notify the Pentathlon GB S&CPLO that I no longer occupy a role requiring a DBS Enhanced Disclosure. In the event of me being appointed to another role with Modern Pentathlon which requires me to hold a DBS Enhanced Disclosure, then I hereby consent to the Pentathlon GB S&CPLO continuing to access my status information online through the DBS Update Service for the purposes of this role and for the duration of my appointment to such role. Print Name:..................................... Address:......................................... ......................................................... ........................................................ ......................................................... Signature:...................................... Date:..............................................

Enhanced DBS Disclosure Ref. No:.................................

Code of Conduct for Coaches

Purpose: To promote good practice and prevent children and vulnerable Adults being harmed. To whom does it apply?: The Code of Conduct for Coaches applies to all coaches working under the auspices of Pentathlon GB. If the Code is breached and reported, all complaints and allegations will be acted upon accordingly. Responsibilities: Prior to engagement you will:

Completed, sign and submit to Pentathlon GB a Self-Declaration form (downloadable from the website).

Be appropriately qualified and produce original evidence of holding a current qualification relevant to the role to be undertaken.

Complete and sign a self-disclosure form (available on request)

Agree to Pentathlon GB undertaking a DBS check and sharing the disclosure with the S&CP Lead Officer.

Read and understand all the relevant Pentathlon GB Safeguarding & Child Protection Policies and Procedures (List of relevant documents available on request) and code of Ethics.

Have attended SCUK Safeguarding & Protecting Children Workshops I & II within the last 3 years.

Have an induction into their duties and responsibilities before undertaking the role for the first time.

Sign the Code of Conduct for Coaches.

When participating in or attending any Pentathlon GB coaching activities, including competition events you will:

Respect the rights, dignity and worth of every person within the context of Modern Pentathlon. This includes treating everyone equally regardless of age, ability, gender, race, religion, ethnic origin, social status or sexual orientation and accept that everybody has the right to be protected from abuse.

Place the safety and welfare of all athletes first and foremost, including ahead of the development of performance.

Follow all Pentathlon GB’s Safeguarding policies and procedures.

Act with dignity and display courtesy and good manners towards others

Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse

Challenge inappropriate behaviour and language by others

Be aware that your attitude and behaviour directly affects the behaviour of athletes under your supervision

Develop an appropriate working relationship with performers, especially children, based on mutual trust and respect.

Respect the rights, dignity and worth of every athlete and others involved in Modern Pentathlon (MP) and treat everyone equally.

Ensure that activities you direct or guide are appropriate for the age, maturity, experience and ability of the individual athlete

At the outset clarify with athletes (and where appropriate, with parents or carers) exactly what it is that is expected of them and what athletes are entitled to expect from you

Try to observe a recommended maximum ratio of 1 coach to 8 athletes at a training session or work in partnership with another coach/coaching assistant.

Cooperate fully with others involved in the sport such as technical officials, team managers, other coaches, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the athlete

Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances

Encourage and guide athletes to accept responsibility for their own performance and behaviour

Develop appropriate working relationships with athletes based on mutual

Maintain a strict boundary between friendship and intimacy with athletes and do not conduct inappropriate relationships with athletes. Relationship with athletes can cause significant problems for other team members, raising concerns of favouritism and/or victimisation should the relationship later end.

Always explain why and ask for consent before touching an athlete

Ensure that parents/carers know and have given consent before taking a young athlete away from the usual training venue

Work in same-sex pairs if supervising changing areas

Respect the right of young athletes to an independent life outside of athletics

Report any accidental injury, distress, misunderstanding or misinterpretation to the parents/carers and club Welfare Officer as soon as possible.

Report any suspected misconduct by other coaches or other people to the Pentathlon GB Safeguarding and Child Protection Lead Officer as soon as possible

You MUST NOT:.

Allow an intimate personal relationship to develop between yourself and any athlete aged under 18 years.

Use MSM Text messaging, e-mail or social networking sites to communicate with children and otherwise share information in breach of the guidance provided by Pentathlon GB (see separate document on using social media and electronic communications)

Carry or be under the influence of illegal substances.

Not depart the training venue or agreed rendezvous point until the safe dispersal of all young people is complete if no one else is in charge of the children (please refer to the separate policy on the Late Collection of Children)

Avoid destructive behaviour and leave venues as you find them

Never smoke or consume alcoholic beverages in the presence of children in your charge

Engage in any other form of inappropriate or illegal behavior. Use critical language or actions, such as sarcasm which could undermine an athlete’s self esteem.

Spend time alone with young athletes unless clearly in the view of others to protect both yourself and the young athlete. In special circumstances, for example when coaching

elite young athletes, one to one coaching sessions may form part of the required training schedule. In this circumstance, parental/guardian consent must be sought and obtained prior to sessions taking place by the athlete getting their parent to complete an Informed Consent Form (downloadable for the Pentathlon GB website). The coach must inform the parent/guardian of the venue for training and an emergency contact number should be provided by both the coach and parent/guardian.

Take young athletes alone in your car.

Invite a young athlete alone into your home.

Share a bedroom with a child.

I understand and agree to abide by the terms of this Code. I understand that breaches of these terms may result in disciplinary action.

Signed by …………………………… ……………………… …………………. Signature (Coach) Print Coaches Name Date

Code of Conduct for Technical Officials

Purpose: To promote good practice and prevent children and vulnerable Adults being harmed. To whom does it apply?: Any technical official engaged by Pentathlon GB to oversee the training, fitness, health, etc. of a child or vulnerable adult. If the Code is breached and reported, all complaints and allegations will be acted upon accordingly. Responsibilities:

Pentathlon GB values the work of officials, especially volunteers, however, they must:

1. Respect the rights, dignity and worth of every person within the context of Modern Pentathlon. This includes treating everyone equally regardless of age, ability, gender, race, religion, ethnic origin, social status or sexual orientation and accept that everybody has the right to be protected from abuse.

2. Place the safety and welfare of all children first and foremost.

3. Be up-to-date and familiar with the rules of Modern Pentathlon pertaining to the discipline over which they have jurisdiction.

4. Put the well-being and safety of participants first and foremost. 5. Endeavour to develop an appropriate working relationship with pentathletes

based on mutual trust and respect. 6. Promote the positive aspects of the sport (e.g. fair play). 7. Display consistently high standards of behaviour and appearance 8. Never condone law violations, rough play or the use of prohibited substances. 9. Report any safeguarding concerns to the Event Welfare Officer, or failing this the

Pentathlon GB Safeguarding and Child Protection Lead Officer as soon as possible. (This does not affect your right to contact your local social services or the police if you feel it is necessary).

10. Sign the Code of Conduct for Officials. 11. Complete, sign and submit to Pentathlon GB a self-declaration form (downloadable

from the Pentathlon GB website)

I understand and agree to abide by the terms of this Code. I understand that breaches of these terms may result in disciplinary action. Official’s Name Official Signature

Date:

Employment Self-Declaration and Disclosure Form For roles involving contact with children (under 18 year olds).

Private and Confidential All information will be treated as confidential and managed in accordance with relevant data protection legislation and guidance. You have a right of access to information held on you under the Data Protection Act 1998.

Part One For completion by the organisation:

Name:

Address and Postcode:

Telephone/Mobile No:

Date of Birth:

Gender: Male / Female

Identification (tick box below):

I confirm that I have seen identification documents relating to this person, and I confirm to the best of my ability that these are accurate.

Either

UK Passport Number and Issuing Office

UK Driving Licence Number (with picture)

Plus

National Insurance Card or current Work Permit Number

Signature of authorised Employing Officer:

Print name:

Date:

Part Two If the role you are in or have applied for involves frequent or regular contact with or responsibility for children you will also be required to provide a valid DBS (Disclosure and Barring Service) certificate which will provide details of criminal convictions; this may also include a Barring List check depending on the nature of the role (see organisational guidance about eligibility for DBS checks).

For completion by the individual (named in Part one):

Have you ever been known to any Children’s Services department or Police as being a risk or potential risk to children?

YES / NO (if Yes, provide information below):

Have you been the subject of any disciplinary investigation and/or sanction by any organisation due to concerns about your behaviour towards children?

YES / NO (if Yes, provide information below):

Confirmation of Declaration (tick box below)

I agree that the information provided here may be processed in connection with recruitment purposes and I understand that an offer of employment may be withdrawn or disciplinary action may be taken if information is not disclosed by me and subsequently come to the organisation’s attention.

In accordance with the Pentathlon GB’s procedures if required I agree to provide a valid DBS certificate and consent to the Association clarifying any information provided on the disclosure with the agencies providing it.

I agree to inform the Pentathlon GB within 24 hours if I am subsequently investigated by any agency or organisation in relation to concerns about my behaviour towards children or young people.

I understand that the information contained on this form, the results of the DBS check and information supplied by third parties may be supplied by the organisation to other persons or organisations in circumstances where this is considered necessary to safeguard children.

Signature:

Print name:

Date:

Appendix D – FREELANCE COACH DETAILS FORM This is to be completed by all coaches utilised on a freelance basis (voluntary or paid) by Pentathlon GB. Once completed the original completed form must be returned to: Office Manager, Pentathlon GB, 21-22 Eastwood, University of Bath, Bath BA2 7AY. Note that all completed forms will be kept in a secure location in the head office.

PERSONAL DETAILS

Name

Address

Postcode

Phone Number Mobile

Home

Date of Birth

National Insurance Number

BANK ACCOUNT DETAILS Not required for volunteers

Bank/Building Society Name

Address

Postcode

Account Name

Sort Code

Account Number

COACHING QUALIFICATION DETAILS You are required to enclose proof of qualification e.g. original certificates when you return this form, which will then be returned to you once they have been approved

Qualification 1 Qualification 2

Coach Qualification

Awarding Body

Date Awarded

DBS CHECK AND SAFEGUARDING COMPLIANCE If within the past three years you have not completed the Sports Coach UK (SCUK) Safeguarding and Child Protection I training course, you must do so within three months of working or volunteering for Pentathlon GB. To find a course please check the SCUK website at the following address: http://www.sportscoachuk.org/workshops/workshop-search If 3 years has elapsed since completing Part I you will be required to have completed Part II. If you have completed this course you must send the original certificate back with this form. When you sign this document you are confirming that you give Pentathlon GB permission to carry out a DBS check on you. For paid coaches a one off £60 fee will be deducted from your first payment, volunteers must fund this check themselves returning a cheque payable to Pentathlon GB for £10 with this form.

You must also read and comply with the following Pentathlon GB policies and procedures see Hi 5: Pentathlon GB’s Safeguarding Handbook and in particular the Code of Ethics and Conduct (separate ones from Coaches, Technical Officials, Chaperones, etc..

DECLARATION When you sign below you are confirming that all the details you have included on this form are correct, that you have read and understood the policies listed above and that you will return original signed copies of the attached forms to Pentathlon GB HQ within ten working days.

Signed

Name

Date

Checklist to be completed by engaging authority to show all stages of the process completed. A copy of this must then be deposited

with HQ and held on file.

COMPLETION CHECKLIST

Form Issued/Seen Date task completed and returned

Completed Freelance Coach Details Form

Original Coach Qualification Certificates

Safeguarding and Child Protection Training Course Certificate(s) If not completed please give the date it will be

Pointed to Hi 5Safeguarding Handbook. (On Pentathlon GB website)

Payment for DBS (volunteers normally free)

Consent for DBS check (to be sent to S&CP Lead Officer) Or, DBS Disclosure ref. No. if subscribed to Update Service

DBS Disclosure sent to S&CP Lead Officer

Self Declaration Form

Signed Code of Conduct

First Aid Certificate