Letcombe Regis Parish Council Safeguarding Policy

Updated January 2018

The Letcombe Regis Parish Council (LRPC) supports several local initiatives and activities that involve children under the age of 18. The LRPC requires as a condition of support that such groups have in place a safeguarding policy which is compatible with the Council’s policy, given below.

It is the responsibility of the individual clubs to ensure that all necessary steps are taken to protect the children and young people under the age of 18 who participate in sports activities. The child protection policy and procedures set out in this document establishes the clubs’ responsibilities for child protection and safeguarding and provides good practice guidance. Where clubs already have policies in place, these guidelines are to be used alongside them.


The four main categories of abuse are physical, sexual, emotional abuse and neglect. Bullying can also be a category of abuse. The abuse, or possible abuse, of a child/young person may come to attention in a variety of ways. There may be aspects of the child’s/young person’s behaviour or presentation that suggest that they may be at risk. These possible signs should be shared with the Club’s Named Child Protection Person who may then decide to refer the child/young person to care agencies for further enquiries to be made.
The possible signs of abuse/neglect include:

  • Information given by the child/young person.
  • Information reported by a concerned adult.
  • Changes in the child’s/young person’s behaviour. For example, the child/young person suddenly becomes quiet, tearful, withdrawn or aggressive.
  • Loss of weight without a medical explanation.
  • Eating problems, for instance, overeating or loss of appetite.


The following guidelines should be followed:

  • Treat all children and young people equally, with respect and dignity.
  • Put the welfare of the child first, before winning or achieving goals.
  • Make the Club safe, fun, enjoyable and promote fair play.
  • Give enthusiastic and constructive feedback.
  • Adopt a Child Protection Policy and actively promote it to all staff, volunteers, parents/ carers, children and young people.
  • Display the Model Club Policy Statement.
  • All staff and volunteers should be carefully selected and Criminal Records Bureau checked.
  • All staff and volunteers should have access to training.
  • Ensure that any videoing or photography of the children/young people is pre-arranged with the Club Organiser and requests are in writing.
  • Avoid situations where you may be alone and unobserved with a child or group of children.
  • Avoid taking children/young people on car journeys.
  • Do not allow any physically rough or sexually provocative games or inappropriate talking or touching during any activity.
  • All physical interactions between adults and children must be appropriate to the situation.
  • If physical contact needs to be made, for example, supporting a child/young person during a particular movement, the staff member should always explain what they are going to do and why beforehand. Physical contact should be minimised and ceased as soon as it is safe to do so.


The LRPC is committed to creating and maintaining the safest possible environment for children and young people. Groups supported by the LRPC should do this by:

  • Recognising that all children have the right to freedom from abuse and harm.
  • Ensuring that all our staff and volunteers are carefully selected and vetted, have the relevant qualifications and experience, and accept responsibility for helping to prevent the abuse of children in their care.
  • Responding quickly and appropriately to all suspicions or allegations of abuse.
  • Providing parents/carers, children and young people with the opportunity to voice any concerns they may have.
  • Adopting disciplinary measures and sanctions which are non-violent and do not impose humiliation.
  • Appointing a named Child Protection Officer who takes specific responsibility for the protection, safety and well-being of children and young people.
  • Reviewing the effectiveness of the Club’s Child Protection Policy and Procedures.
  • Working with external agencies, for example, Tennis Club and the LTA, Children’s
  • Social Services, and the police, to ensure, as far as is possible, that children and young people are protected.
  • Not tolerating bullying. Incidents of bullying will be investigated and treated
  • seriously. Action will be taken to stop the bullying.
  • National Governing Bodies will be able to provide further advice and guidance on the detailed content of a model policy document. Any parent or club member wishing to record any photographic or electronic image within the pavilion/clubhouse must obtain the permission of the Club beforehand.


If children/young people need to share changing facilities with adults:

  • The Club must have consent from the child’s parent/carer that the child can share changing room with adults in the Club.
  • Parents must be allowed to supervise their children whilst they are changing if they so wish.
  • Adults should not change or shower at the same time as the children/young people using the same facility.
  • Children/young people should be supervised at all times in the changing rooms by 2 members of staff/volunteers.
  • If any child/young person is uncomfortable changing or showering in public, no pressure should be placed on them to do so. In this instance, they should be encouraged to change or shower at home.
  • If the activity is mixed gender, separate facilities should be made available.


A form is to be completed by the parent/carer and the child/young person when joining the club and each following year giving the following details:

  • Name of child.
  • Date of Birth
  • Age.
  • Address.
  • Telephone contact number.
  • Parent’s/Carer’s mobile number.
  • Known health needs and allergies.
  • Details of current medication.
  • Specific action to keep the child well e.g. administer planned medication.
  • Consent of Parent/Carer

Signature and name of parent/carer giving consent for their child to participate in LRPC supported events and accepting responsibility for informing the Club directly of any changes to the details recorded on the form.

Letcombe Regis Parish Council.