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Reporting Procedures for Safeguarding Concerns

 

1. Purpose

The purpose of these reporting procedures is to ensure that any concerns about the welfare or safety of children involved in the Rugby IQ Academy are identified and addressed promptly and appropriately. This document outlines the steps for reporting incidents of abuse, neglect, or any situation where a child’s safety may be at risk.

2. Definition of Concerns

Concerns may include, but are not limited to:

• Child Abuse: Physical, emotional, or sexual abuse.
• Neglect: Failure to provide basic needs such as food, shelter, or medical care.
• Inappropriate Behaviour: Any behaviour by coaches, volunteers, or others that makes a child feel unsafe or uncomfortable.
• Bullying: Any form of physical or emotional bullying among children or from staff/volunteers.
• Inappropriate Communication: Unprofessional contact via social media, messaging apps, or other digital means.

3. Who Can Report a Concern

• Coaches and Staff: All coaches and staff members are required to report any concerns they may have about a child's safety or welfare.
• Volunteers: Any volunteer involved with the Academy is also required to report concerns immediately.
• Children: Children participating in the Rugby IQ Academy should feel safe to report any concerns directly to a coach, staff member, or their parent/guardian.
• Parents/Guardians: Parents or guardians are encouraged to report concerns on behalf of their children or in relation to any other child.
• Others: Any person who witnesses or becomes aware of a potential safeguarding issue, including members of the public, may report a concern.

4. Reporting Process

Step 1: Identifying the Concern

• A concern may arise in a variety of situations, such as witnessing an incident, hearing about something troubling, or being informed by a child about something that has happened to them.
• The concern may also arise through a child’s change in behaviour, withdrawal, or distress during training or events.

Step 2: Immediate Action (if necessary)

• If there is an immediate danger to the child, the Welfare Officer or designated staff member must be contacted immediately.
• In cases of emergency (e.g., physical abuse or an immediate threat to a child’s safety), An Garda Síochána should be contacted immediately.
• Emergency contact number: 112 or 999 (for Garda or emergency services).

Step 3: Reporting the Concern

• To the Welfare Officer:
• Any concern, regardless of its severity, should be reported to the Welfare Officer (Child Protection Officer) as soon as possible. The Welfare Officer is the designated person for receiving reports, managing concerns, and ensuring appropriate action is taken.
• If the Welfare Officer is not available, the concern should be reported to a Senior Academy Official.
• Report Format:
• Reports should be made in writing wherever possible using the Incident Report Form (to be provided by the Academy). This ensures that the concern is documented accurately.
• If writing a report is not immediately possible, the concern should be communicated verbally, but a written report should follow as soon as practical.

Step 4: Recording the Concern

• A detailed written record of the concern must be kept, including:
• Date, time, and location of the incident.
• The names of the individuals involved (including the child, if relevant).
• A description of what occurred (i.e., what was observed, heard, or disclosed).
• Any action already taken (e.g., providing medical attention, speaking to a child).
• The name of the person reporting the concern.
• Confidentiality: The report will be kept confidential. Information will only be shared with those who need to know to investigate the matter or protect the child. Information may be shared with statutory authorities like Tusla (Child and Family Agency) or An Garda Síochána if required.

Step 5: Investigating the Concern

• The Welfare Officer will review the report and decide on the next steps. In some cases, this may involve an immediate investigation by the Academy to determine if there is any risk to the child’s safety.
• Internal Investigation: The Academy will conduct a thorough investigation into any alleged incident, ensuring that all parties are treated fairly and with respect. This may involve interviews with the child (if appropriate), staff, or any witnesses to the incident.
• External Reporting: If necessary, the Welfare Officer will escalate the concern to external authorities:
• Tusla (Child and Family Agency): If the concern involves potential child abuse or neglect.
• An Garda Síochána: If there is suspicion of criminal activity or the child is at immediate risk.
• IRFU: If the issue involves a breach of the sport’s code of conduct or safeguarding protocols.

Step 6: Taking Action

• Interim Measures: If the concern is serious or involves a potential risk to a child’s safety, the Academy may take interim action (e.g., suspending the individual(s) involved from working with children) while the investigation is ongoing.
• Action Based on Findings: Following the investigation, the Academy will take appropriate action based on the findings:
• If the concern is substantiated, disciplinary actions may include the removal of individuals from coaching or volunteering roles, or even referral to authorities for legal action.
• If the concern is not substantiated, appropriate steps will be taken to support the individuals involved and ensure that no further issues arise.

Step 7: Reporting to Authorities (if applicable)

• If a safeguarding concern involves abuse or neglect, the Welfare Officer will report the incident to the relevant authorities:
• Tusla (Child and Family Agency): The Welfare Officer is legally required to report concerns of child abuse or neglect to Tusla if it is believed that the child is at risk of harm.
• An Garda Síochána: If a concern involves criminal activity, the Garda will be notified immediately.

Step 8: Follow-up and Support

• After the reporting and investigation process, the Academy will provide appropriate support to the child, their family, and any other individuals affected.
• The Welfare Officer will maintain contact with the child and family to ensure that the situation is appropriately managed and that the child’s wellbeing is prioritized.
• Where appropriate, the child or their family will be referred to additional support services, including Tusla, counseling, or mental health services.

5. Confidentiality

• The confidentiality of all parties involved in the report (i.e., the child, reporting individual, staff, etc.) must be maintained throughout the process, subject to legal requirements for disclosure to authorities.
• Any breach of confidentiality (e.g., discussing the details of the report with unauthorized individuals) will be treated seriously and could lead to disciplinary action.

6. No Retaliation

• The Academy will not tolerate any form of retaliation against individuals who report concerns in good faith. Anyone found to be retaliating against a reporter will face disciplinary action.
• If the child or reporting individual feels unsafe following a report, the Welfare Officer will take immediate steps to ensure their safety and wellbeing.

7. Timeline for Reporting and Action

• All concerns must be reported immediately, within 24 hours of occurrence.
• The Academy will aim to take initial action within 48 hours of receiving a report.
• Investigations should be completed in a timely manner, with regular updates provided to the relevant parties.

Conclusion

The Rugby IQ Academy is committed to ensuring that all concerns about the welfare of children are taken seriously and handled in a transparent, fair, and timely manner. These reporting procedures ensure that children are protected and that all individuals involved in the Academy’s activities adhere to safeguarding best practices.