Play BETTER, Play SMART

 

Policies and Procedures

1. Purpose

The purpose of these policies and procedures is to ensure the safety, welfare, and well-being of all children involved in the Rugby IQ Academy. This document outlines the responsibilities of staff, volunteers, and stakeholders to comply with Irish law and best practice safeguarding standards.

2. Garda Vetting (Background Checks)

In compliance with the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012-2016, all coaches, staff, volunteers, and anyone involved in the direct supervision of children must be Garda vetted. 

Procedures:

• Garda Vetting Requirement: All staff and volunteers working with children must undergo Garda vetting before taking part in any coaching, training, or other related activities.
• Vetting Process: The Rugby IQ Academy will process Garda vetting applications through the National Vetting Bureau (NVB) via Irish Vetting Service.
• Regular Updates: Garda vetting must be updated every 3 years or as per the Rugby IQ Academy’s policy.
• Record Keeping: The results of the Garda vetting will be kept confidential and stored securely in accordance with data protection laws.

3. Welfare Officer (Child Protection Officer)

The Academy must appoint a Welfare Officer who will have the primary responsibility for ensuring the welfare and safeguarding of all children in the Academy.

Duties of the Welfare Officer:

• Training & Awareness: Ensure that all coaches, volunteers, and staff receive child protection and safeguarding training.
• Liaising with Authorities: Act as the primary contact for any concerns related to child welfare and safeguarding, including liaising with the Tusla Child and Family Agency and An Garda Síochána when necessary.
• Reporting Procedures: Ensure that all suspected cases of abuse or neglect are reported immediately according to the Academy’s child protection procedures.
• Annual Safeguarding Review: Conduct an annual review of safeguarding procedures to ensure they meet legislative requirements and best practice.
• Support for Children and Families: Provide support and guidance to children and their families if concerns arise.

4. Code of Conduct for Coaches, Staff, and Volunteers

A Code of Conduct must be in place to provide clear guidelines for coaches, staff, and volunteers in their interactions with children.

Key Principles:

• Treat children with respect and dignity at all times.
• Never use physical punishment or any form of degrading treatment.
• Ensure that all communications with children are appropriate and professional.
• Maintain appropriate physical boundaries (e.g., no unnecessary physical contact).
• Use social media and digital communication responsibly and in a manner that is in line with safeguarding practices.
• Ensure that any interactions outside of training sessions (e.g., social events) are appropriate, supervised, and consistent with safeguarding principles.

Disciplinary Action:

• Failure to adhere to the Code of Conduct will result in disciplinary action, including suspension or removal from the Rugby IQ Academy, depending on the severity of the breach.

5. Child Protection and Safeguarding Policy

The Rugby IQ Academy will adopt a Child Protection and Safeguarding Policy that aligns with best practice as outlined by Sport Ireland and The Irish Rugby Football Union (IRFU).  Whilst Rugby IQ Academy is not governed by or associated with either Sport Ireland or the IRFU, it will adopt policies and procedures that aligns with best practice as outlined by Sports Ireland and The Irish Rugby Football Union (IRFU)

Key Elements:

• Safeguarding of Children: The Academy is committed to ensuring that children’s welfare is the highest priority, and to promoting a safe and supportive environment for all participants.
• Reporting Procedure: A clear, confidential procedure for reporting concerns related to child welfare or safety, which should be known to all participants, coaches, and staff. Concerns should be reported to the Welfare Officer immediately.
• Whistleblowing: Encourage an environment where individuals feel safe to report any concerns they may have about potential harm to children, without fear of retaliation.
• Safe Recruitment: All recruitment processes will involve checks and interviews to assess the suitability of coaches and staff members to work with children.

6. Child Protection Training

All staff, volunteers, and coaches involved with the Rugby IQ Academy must complete child protection training to ensure they are equipped to understand the risks, recognize signs of abuse, and act appropriately.

Training Requirements:

• Induction Training: Every new coach, staff member, and volunteer will receive child protection and safeguarding training as part of their induction process.
• Ongoing Education: Refresher courses will be provided every 3 years to keep everyone updated on the latest safeguarding protocols.
• Content of Training: Topics will include recognizing signs of abuse (physical, emotional, sexual, and neglect), reporting procedures, creating safe environments, and the importance of positive relationships with children.

7. Safe Training Environments

The Academy will ensure that all training environments are safe and conducive to the well-being of children.

Procedures:

• Risk Assessments: All training sessions, matches, and events will be risk-assessed to ensure that physical and emotional safety standards are met.
• Supervision: There will be an appropriate number of coaches and staff to ensure children are supervised at all times, both on and off the field.
• Changing Facilities: Separate and secure changing facilities will be provided for male and female players, where applicable. Coaches and staff will never enter changing rooms uninvited or without reason.
• Travel and Away Events: When organizing away events, appropriate arrangements will be made for the safe transport and supervision of children.

8. Parent/Guardian Involvement

The Academy will encourage an open line of communication with parents/guardians about the welfare and development of their children.

Procedures:

• Parental Consent Forms: Parents or guardians will be required to complete consent forms for their children to participate in training, matches, and any other events.
• Parent Code of Conduct: Parents will be provided with a Code of Conduct outlining expectations for behaviour during training sessions and matches. This includes respecting the rights of children, coaches, and other parents.
• Communication Channels: Regular communication will be maintained with parents/guardians regarding their child’s progress, wellbeing, and any relevant incidents.

9. Incident Reporting

An Incident Reporting System will be established for staff, volunteers, and children to report any safeguarding concerns, accidents, or injuries.

Procedures:

• Incident Reports: All incidents must be documented and reported immediately to the Welfare Officer.
• Confidentiality: All reports will be treated confidentially, with only those who need to know being informed, in accordance with legal obligations.
• Investigation: The Welfare Officer, in conjunction with relevant authorities, will investigate any serious incidents. Appropriate disciplinary actions will follow, and relevant authorities will be notified where necessary.

10. Evaluation and Review

These policies and procedures will be reviewed annually to ensure they remain effective and in line with any updates to national legislation, guidance from Sport Ireland, the IRFU, or other relevant bodies.

Review Process:

• Annual Safeguarding Audits: The Rugby IQ Academy will conduct an annual safeguarding audit to assess compliance with these policies and procedures.
• Feedback Mechanism: Coaches, staff, children, and parents will be invited to provide feedback on the policies and procedures during the annual review.
• Policy Updates: Any updates or amendments to policies will be communicated to all staff, volunteers, parents, and children.

Conclusion

The Rugby IQ Academy is committed to providing a safe, supportive, and enjoyable environment for all children involved in its programs. By adhering to these policies and procedures, Rugby IQ Academy will not only comply with Irish law but also ensure that the highest safeguarding standards are maintained in all its activities.