Coaches Good Practice Guidance:
Playing Adult Rugby Policy:
First Aid – Policy & Procedures:
Changing Rooms & Showers Policy:
Safe Recruitment of Volunteers – Policy & Procedures:
For the purpose of this policy a volunteer is any adult or young person who volunteers to serve the club on the Committee or in an Age Group and includes all officers, managers, coaches, coordinators, first aiders, safeguarding assistants and those who help on a regular basis in Age groups with other tasks such as organising social events, managing fixtures, fundraising or parent liaison.
Volunteers seeking to take part in regulated activities with children are required to obtain and then maintain as current (less than three years old) a DBS certificate through the RFU. Appointments will not be confirmed until this is in place and volunteers must only work with children in the interim under the strict direct supervision of a suitably qualified person.
The request for a DBS certificate should be completed jointly by the club and the proposed volunteer within a maximum of four weeks of applying to the club for appointment as a volunteer. If the DBS certificate has not been issued within twelve weeks of application, the situation will be reviewed by the Club Safeguarding Officer and the volunteer may be restricted from working with children until the disclosure arrives. If the disclosure reveals any information that is deemed to be ‘of concern’ this will be assessed by the RFU and any recruitment decision they make is binding on the Club. Details of the restrictive issue will not be made known to the Club.
While the recruitment of volunteers is often initiated within individual Age Groups, recruitment decisions about first appointment as a volunteer and the approval of appointments to specific posts is a Club function exercised by the Mini & Youth section. Existing volunteers taking on a new post need approval but do not need to complete the full recruitment process. If a volunteer switches from an unregulated to a regulated role, an Enhanced DBS Disclosure will be required before the new appointment is confirmed. Potential volunteers can apply directly to the Club without going through an Age Group.
- Complete a BHRFC Mini & Youth Volunteer Application Form and send this to the Club Safeguarding Officer.
- If applying to take part in any activity that is regulated for DBS purposes, to obtain an RFU Enhanced DBS Disclosure and undertake to maintain it throughout the period of involvement with the club. This process will include an ID check conducted by the Club Safeguarding Officer.
- If applying to take part only in unregulated activity be prepared to complete a similar ID check with the Club Safeguarding Officer.
- If having been a member of Burgess Hill RFC for less than a year should provide the names and addresses of two people (other than family or close friends) who can provide an independent reference on their suitability to work with children. These will be followed up by the Club Safeguarding Officer.
- If having been a member of Burgess Hill RFC for a year or more an applicant should either provide references (as above) or provide two written recommendations from an existing Club Lead Coach, an Age Group Coordinator, or a member of the Club Committee.
- Candidates will normally be asked to have an informal meeting with the Club Safeguarding Officer, who will then make a recommendation to the appointment panel.
The appointment of coaches must be approved by either the Club Chairman or the Director of Rugby AND the Youth Development Chairman. The appointment of all other volunteers must be approved by the Youth Development Chairman and the Club Safeguarding Officer. The official appointment of Coaches and Team Coordinators is confirmed at the first Mini & Youth meeting after the Club AGM.
Club Chairman : Neil Upton 07860 541743 email
Director of Rugby : Ross Hallifax 07941016836 email
Youth Development Chairman : Simon Lashley 07710 796371 email
Club Safegarding Officer : Louisa Jane Rogers 07812 850589 email
Policy Date : 22nd November 2014
Anti Bullying Policy:
Bullying is not easy to define, can take many forms and is usually repeated over a period of time.
The three main types of bullying are:
- physical (e.g. hitting, kicking),
- verbal (e.g. racist or homophobic remarks, threats, name calling) and
- emotional (e.g. isolating an individual from activities).
They will all include:
- Deliberate hostility and aggression towards the victim
- A victim who is weaker than the bully or bullies
- An outcome which is always painful and distressing for the victim.
Bullying behaviour may also include: –
- Other forms of violence
- Sarcasm, spreading rumours, persistent teasing or theft
- Tormenting, ridiculing, humiliation
- Racial taunts, graffiti, gestures
- Unwanted physical contact or abusive or offensive comment of a sexual nature.
The competitive nature of Rugby Union makes it a potential environment for the bully. This may manifest itself in some of the following ways:
- A parent who pushes too hard.
- A coach who adopts a win at all costs philosophy.
- A player who intimidates others.
- An official who is over officious.
All adults involved in the Club have a responsibility to:
- Take the problem seriously
- Investigate any incidents
- Talk to the bullies and victims separately
This adult should liaise with the Child Welfare Officer to decide on appropriate action to address this, such as:
- Obtain apology from the bully(ies) to the victim
- Inform parents of the bully(ies)
- Insist on the return of items “borrowed” or stolen
- Insist bullies compensate the victim
If you wish to discuss bullying or feel you may have witnessed bullying in any form, please contact your club safeguarding officer in complete confidence :
Club Safeguarding Officer : Louisa Jane Rogers 07812 850589 email
Deputy Safeguarding Officer : Steve Blanthorn 07894 082038 email
Data Protection policy:
The Data Protection Act 1998 regulates the processing of information relating to individuals, this includes the obtaining, holding, using or disclosing of such information and covers computerised records as well as a manual filling system and card indexes.
Burgess Hill RFC (“BHRFC”) will hold the minimum personal information necessary to enable it to perform its function. All such information is confidential and needs to be treated with care to comply with this law.
It is therefore the policy of BHRFC to comply with the Data Protection principles of good practice which underpin the Act these state that personal data shall:
1. Members will be made aware of the reasons why we require personal information to be collected and have consented to its collection and use. This will be done by a statement printed on any document BHRFC requires members to provide any personal information.
2. All personal information relating to individuals will be fairly and lawfully processed and used in maintaining an accurate data base of members’ categories, including numbers, for both senior, youth members and whether male or female. This information will only be used to further the aims and objectives of BHRFC in maintaining a members’ data base for, communicating with all members and having access to any relevant medical information that may be required in the event of an emergency situation and for no other reason.
3. This information will be processed for limited purposes as outlined above.
4. All information held will be adequate, relevant but not excessive.
5. Information will be as accurate and as up to date as possible.
6. Information will only be kept as necessary. Removed and destroyed when a member(s) leaves the club for any reason. A member who has ceased being an active member can request that their contact details remain on the club’s database so that they can receive any relevant club information.
7. Personal information will be processed in accordance with the individual’s rights.
8. All personal information on members of the club will be dealt with professionally and kept subject to appropriate security measures as outlined in point 9 below.
9. This includes all personal data that is stored electronically which, where practically possible should be either encrypted or if stored on a personal computer MUST be PASSWORD PROTECTED. Data held on paper records (team managers’ files containing telephone numbers, medical conditions and allergies of players etc.) MUST be kept secure at all times and only divulged to those persons who have a need to know.
10. All personal data held by the club on a member must and will be freely accessible for that member to view as outlined below.
11. Information will not be transferred outside the European, Economic, Area (EEU)
Safeguarding Children & Vulnerable Adults Policy:
1.Burgess Hill RFC acknowledges its responsibility to safeguard the welfare of all children and vulnerable adults involved in the club from harm.
2.Burgess Hill RFC confirms that it adheres to the RFU Safeguarding Policy and the procedures, practices and guidelines and endorse and adopt the Policy Statement contained in that document.
3.A child is anyone under the age of 18 engaged in any rugby union activity. However, where a 17 year old male player is playing in the adult game it is essential that every reasonable precaution is taken to ensure his safety and wellbeing are protected.
4.The Key Principles of the RFU Safeguarding Children & Vulnerable Adults Policy are that:
- The welfare of the child or vulnerable adult (as appropriate) is, and must always be, paramount to any other considerations.
- All participants regardless of age, gender, ability or disability, race, faith, culture, size, shape, language or sexual identity have the right to protection from abuse or harm.
- All allegations or suspicions of abuse, neglect, harm and poor practice will be taken seriously and responded to swiftly, fairly and appropriately.
Working in partnership with other organisations, statutory agencies, parents, carers, children and young people is essential for the welfare of children and young people.
- Children have a right to expect support, and personal and social development delivered by an appropriately recruited, vetted and managed in relation to their participation in rugby union, whether they are playing, volunteering or officiating in the community or professional areas of the sport.
5.Burgess Hill RFC recognises that all children have the right to participate in sport in a safe, positive and enjoyable environment whilst at the same time being protected from abuse, neglect, harm and poor practice. Burgess Hill RFC recognises that this is the responsibility of everyone involved, in whatever capacity, at the club.
6.Burgess Hill RFC will implement and comply with the RFU Code of Conduct and the Codes of Conduct for Coaches, Spectators and Officials as appropriate. Burgess Hill RFC will ensure its spectators, parents, members and officials are all aware of and have accepted the Club Photographic Policy as set out in the club registration pack and on the website.
7.Burgess Hill RFC will endeavour to comply with the Guidance for Websites as set out by the RFU.
8.If you witness or are aware of an incident where the welfare of a child or vulnerable adult has been put at risk you must in the first instance inform the Club Safeguarding Officer. They will then inform the CB Safeguarding Manager and the RFU Safeguarding Executive. If an incident involves the Club Safeguarding Officer you should inform any senior club official and either the CB Safeguarding Manager or the RFU Safeguarding Executive.
Club Safeguarding Officer : Louisa Jane Rogers 07812 850589 email
Deputy Safeguarding Officer : Steve Blanthorn 07894 082038 email
Statement Of Commitment:
Burgess Hill Rugby Football Club (“BHRFC”) as an organisation seeks to ensure that individual contributions are encouraged and valued, recognising the significant benefits that can be achieved from a diverse membership.
BHRFC operates a policy of providing equal opportunities in all aspects of membership including playing, volunteering and administration, whatever the colour, race, religion, belief, ethnic or national origin, gender, sexual orientation, marital status, age or disability of the member, having regard to the individual’s aptitudes and abilities and requirements. BHRFC is opposed to all forms of unlawful and unfair discrimination.
All policies and procedures within BHRFC are based on best practice and ensure that the organisation operates at all times within a legal framework. Policies are designed to meet the overall needs of the organisation and to ensure that individuals are treated fairly, equitably and with respect.
BHRFC will take every possible step to ensure that decisions based on membership, selection for games, volunteering and administration and every other aspect of running a rugby club are justifiable and based solely on objective criteria.
Our aim is to create an environment conducive to the achievement of BHRFC’s aims, and reflecting its priorities. Continuous review of policies are undertaken to improve practice, and to maintain BHRFC’s position as a well respected community organisation.
Reportable Injury Events:
These are defined as:
- An injury which results in the player being admitted to a hospital (this does not include those that attend an accident and emergency department and are allowed home from there).
- Deaths which occur during a game or within six hours of a game finishing.
Reportable Injury Event Protocol
In the event of a serious injury that fulfils the above criteria, the following protocol is to be followed:
- Provide immediate first aid and arrange transport by ambulance to the hospital.
- A club representative must phone the Sports Injuries Administrator Helpline (0800 298 0102), as soon as the seriousness of the player’s condition is confirmed and certainly within 48 hours of the game or training session in which the injury occurred.
- Please have a pen and paper ready, along with details of the incident. Out of working hours there will be a recorded message that provides contact details of the Injured Player Welfare Officer (IPWO).
You will be asked to email an
- The IPWO will then establish contact with the club and player or their family in order to confirm the injury, initiate the Pastoral Support Programme, and collect additional information about the injury.
- The club/school must notify their insurers. The RFU insurers are Marsh Sports Group (Claims), Tel: 0131 311 4254
- Record witness statements. Where a potential insurance or personal injury claim may arise, clubs and schools are advised to retain on file witness statements. These statements must confine themselves to the facts and not include opinion or hearsay, or apportion or infer blame. They must be signed and dated by the person making them.
If you have any queries, you can also contact either the Sports Injuries Administrator or the Injured Player Welfare Officer:
Sports Injuries Administrator (SIA) :
Community Rugby, Rugby House, Rugby Road, Twickenham, TW1 1DS
Tel: 0800 298 0102 – Email: email@example.com
RFU Injured Player Welfare Officer :
David Phillips, 16 Holborn Ave, Leigh, Lancashire, WN7 1TT
Tel: 07894 489 716 – Email: firstname.lastname@example.org