Sparrowhawk Leisure Policies and Procedures

The policies on this page have been formally adopted by Andrew Hamp on behalf of Sparrowhawk Leisure Ltd on 6th April 2013.

Policies will be implemented at each event or session by the Lead Instructor with Andrew Hamp taking ultimate responsibility. The policies are reviewed at least annually and will next be reviewed 6th April 2017.

Child Protection Policy

This child protection policy is applicable to all staff and instructors at Sparrowhawk Leisure Ltd as well as all participants and spectators at Sparrowhawk Leisure Ltd sessions or events. 

Sparrowhawk Leisure Ltd recognises its duty of care to children, young people and vulnerable adults and will ensure that the Code of Practice below is adhered to at all times.  

Sparrowhawk Leisure Ltd follow Archery GB's Policy for Safeguarding Children, Young People and Vulnerable Adults. The Archery GB Policy can be viewed on their website www.archerygb.org.uk

Andrew Hamp has been appointed Child Protection Officer (CPO) for Sparrowhawk Leisure Ltd. He is the first point of contact to report any concern regarding an abuse and can be contacted by email on contactsparrowhawk@gmail.com or in person at events. Alternatively Assistant Child Protection Officer, Laura Hamp, may be contacted.


Code of Practice:

Sparrowhawk Leisure Ltd, will adhere to the following Code based on the Archery GB Policy for Safeguarding Children, Young People and Vulnerable Adults.

1.  Bullying will not be tolerated.

2.  If the adult responsible for a junior, aged under 18 wishes not to remain with that young person during any session or event,    they must agree to the following conditions:

*  They must remain with the young person until the session or event commences.

*  They must collect the young person at the end of the session or event, at the time requested. If a parent/guardian wishes to allow a young person to leave on their own, they must provide written consent in advance.

3.  A Junior Consent Form, including contact details for parent or guardian, as well as any relevant medical conditions, must be completed by the parent/guardian.

4.  A completed consent form, including contact details of the parent or guardian will be present at every session or event that young person attends. These will be kept confidentially by the lead coach at each session. 

5.  Members who are children, young people or vulnerable adults may only participate when supervised by at least 2 adults, one of whom must be a NGB qualified instructor. At least 2 adults must be present when young members or vulnerable adults arrive and until they have all departed.

6.  All members of staff who are involved with under 18’s will have a DBS check on record with Sparrowhawk Leisure Ltd as soon as possible. No member of staff without a valid DBS will be left in a situation where they may end up alone with any participant under 18.

7.  If a child, young person or vulnerable adult has a medical condition which may in any way affect their participation, this should be disclosed on the consent form and they should inform either the Child Protection Officer or an Instructor who will advise the best course of action. This will be dealt with confidentially where possible.

8.  Any photographs or videos taken at sessions or events, which may include children, young people or vulnerable adults should be logged and a record kept by the Lead Instructor, or Child Protection Officer - this helps prevent photographs or videos of children, young people or vulnerable adults from later being manipulated and added to inappropriate websites. Participants and spectators should check and report anyone seen to be taking photographs or videos of children, young people or vulnerable adults.

9.  The use of sexually suggestive comments, discrimination and offensive language, such as swearing, will not be tolerated and will at all times be challenged. 

10.  No one is permitted to participate whilst under the influence of alcohol. 

11.  Children and young people may not be taken on car journeys by any member of staff. All forms of transportation must be provided by parents or guardians.

12.  The personal life, beliefs and religious faith of a Club Member must be respected at all times, regardless of their age, gender, colour or ethnicity.

13.  No one should engage in rough, physical or sexually suggestive games with any child, young person or vulnerable adult.

14.  Any physical contact with a child, young person or vulnerable adult should be made in an open and non-threatening manner, and kept to a minimum. Physical contact should only occur when absolutely necessary.

15.  Any accident involving a child, young person or vulnerable adult, however minor, must be reported to the Child Protection Officer or Assistant Child Protection Officer, and recorded in the Accident Book, and the parents/guardians must be informed of the incident as soon as possible.

16.  Any complaint made about an Instructor will be dealt with in a timely and confidential manner, and in accordance with the complaints procedure below, as well as Archery GB's Policy for Safeguarding Children, Young People and Vulnerable Adults.

17.  All allegations of abuse, irrespective of how trivial they may seem, must be reported to the Child Protection Officer or Assistant Child Protection Officer.

18.  If anyone suspects that a child, young person or vulnerable adult is being abused - be it sexually, physically or emotionally - or neglected, either within or outside the Club, they should inform the Club Child Protection Officer or Assistant Child Protection Officer. It is not the responsibility of anyone to decide that a person is being abused but it is their responsibility to act upon their concerns.

Useful contact numbers:

NSPCC Helpline - 0808 800 5000 (24 hours)

Child Line - 0800 1111 (24 hours)

Archery GB Child Protection - 01952 677 888


PROCEDURE FOR COMPLAINTS:

Any concerns regarding the welfare of a child, young person or vulnerable adult, occurring either within Sparrowhawk Leisure Ltd sessions or externally, should be reported to the Child Protection Officer or Assistant Child Protection Officer immediately.

If a child, young person or vulnerable adult tells you about abusive behaviour:

*  React calmly so as not to frighten the person.

*  Reassure the person that they were right to confide in you.

*  Make sure that you understand exactly what is being reported - listen carefully and ask questions only to clarify facts or words that you do not understand. Do not speculate, or make assumptions or judgements.

*  Do not make promises to the person making the disclosure which you may not be able to keep - tell them you will need to inform others and write things down in order to help them.

*  Do not make comments about the alleged abuser.

*  Do not approach the alleged abuser.

*  Report what you have been told immediately to the Child Protection Officer or Assistant Child Protection Officer.

Every effort will be made to ensure that confidentiality is maintained for all concerned.

The Child Protection Officer, or Assistant Child Protection Officer, must inform the Police and/or Social Services regarding a case of possible abuse and a written report is to be completed within 24 hours. 

Where a complaint has been made against an Instructor, a written acknowledgement will be sent immediately to the person making the complaint, by the Child Protection Officer. A full investigation will be carried out and every effort will be made to inform all parties concerned about the outcome of the investigation, in writing, within 30 days. The individual involved will be immediately suspended pending investigation and all necessary action will be taken once the investigation has been completed, including disciplinary or dismissal and criminal charges where appropriate. 

Health and Safety Policy

·          All participants will complete a disclaimer when enrolling on a course, all participants under the age of 18 will have their
          disclaimer countersigned by a legal guardian.

·          All consent forms and disclaimers will be kept securely and information kept confidential. No information will be shared with
           third parties. 

·         The Lead Instructor is responsible for the health, safety and safeguarding of all participants of the course. Andrew Hamp has
          ultimate overall responsibility and is available to give guidance where necessary or requested. 

·          All activities and courses will have an individual Risk Assessment including terrain and weather conditions.

·          All equipment will be regularly checked and certified as safe.

·          Any activity deemed to be adventurous or dangerous will be run by an Instructor with the appropriate NGB qualification
           where the qualification is available.

·          If no NGB qualification is available for an activity the Lead Instructor will be experienced and competent in that subject.

·          A visual check of the area used for a course will be carried out no more than 24 hours before the start time of that course.

·          All courses will start with a safety briefing detailing fire procedures, First Aid facilities and equipment safety as appropriate.

·          All courses will have a First Aider with a minimum of a 16 hour qualification (as required for NGB qualifications).

·          All participants will supply a nominated point of contact for use in the event of accident or injury.

·          Any accidents/injuries will be recorded in an accident book and followed up after 24 hours with the nominated point of
           contact.

·          Health and Safety policy is reviewed and amended where considered appropriate, at least annually.

·          Any incidents contrary to the above will be recorded and parents/guardians informed.

·          Any complaints should be sent to contactsparrowhawk@gmail.com. These will be investigated fully and reported to the                    relevant authority if appropriate.