Implementing a safeguarding policy in your club: the 5-step toolkit

By Géraldine Heinen28 August 202616 min read

Having a safeguarding policy is one thing; bringing it to life in a club is another. This article presents a five-step journey, from the first state of play to long-term follow-up, with concrete tools at every step, all free to download in Word format: action plan, reporting form, recruitment procedure and criminal record extract, code of conduct, risk assessment guide, supervision and changing room rules. It draws on the expertise of Actitude 360, built through training and international and national references, including the FIFA Guardians programme, UEFA's child safeguarding toolkit and the recommendations of ADEPS and its partner Yapaka on preventing abuse, and on the experience of supporting clubs in their implementation. The journey applies to any club or federation.

1. What "safeguarding" means

Safeguarding means taking proactive measures to protect people from harm or abuse, through appropriate prevention and response measures, and promoting their well-being. It means doing everything possible to identify and manage risks and prevent any type of harm or abuse (physical, sexual, emotional, neglect, trafficking and exploitation). It also means having appropriate systems in place to address and respond adequately to concerns.

A club's target group is made up of every young person under 18 and every affiliated adult at risk, that is to say adults who run a greater risk than others because of their situation or circumstances: female athletes, young people on their way to professional sport, people with disabilities. On this basis, the people to inform and train are the target groups themselves and all the club's employees and volunteers, with additional attention to those who supervise activities.

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2. What Belgian law expects from clubs

In the Wallonia-Brussels Federation, the decree on assistance to child victims of abuse states that, "given their mission and their capacity to act, the professional is required to provide help and protection to a child who is a victim of abuse or to one where such mistreatment is suspected. This help aims to prevent or put an end to the abuse". At federal level, the Criminal Code punishes violence, sexual violence and harassment, with heavier penalties when the victim is a minor or vulnerable, and the International Convention on the Rights of the Child, ratified by Belgium, places the best interests of the child at the centre of every decision concerning them. Most countries have equivalent provisions; check those that apply to you.

Coaches and supervising adults therefore have an important role to play in detecting violence, whether experienced outside the club or within it, in order to direct the child towards appropriate care by relying on the existing network of professionals. Reporting is an obligation; inaction is not an option.

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3. Three ways to use this journey

Clubs progress at different paces. Three approaches are possible.

• Beginner approach, "starting from a blank page": if your club is tackling the question for the first time, start by understanding what a safeguarding policy is and learn to identify abuse, risk factors and prevention and response actions (see our article on the content of a safeguarding policy), then follow the five steps in order.
• Intermediate approach, "where does my club stand": complete a self-assessment tool to determine which step of the journey you are at, then apply the à la carte approach.
• Advanced approach, "à la carte": if your club is already well advanced, concentrate on the steps or materials needed to be fully up to standard.

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4. Step 1: take stock of what exists

Before writing anything, the club answers three sets of questions.

A. How is the target group involved in your activities? Children may play in youth categories or with adults, attend competitions as supporters, referee or officiate, take part in tournaments and camps, train in an academy, supervise other young people or help organise matches. It is important to take into account all the ways a child can be involved, so that prevention measures protect them in all these situations and not only when they play. The club then lists all the people who interact with children and the nature of that interaction.

B. What measures have you already put in place? Is there a policy covering all areas of participation, and procedures to implement it? What steps have been taken so that children and adults understand what prevention is and why it matters? How do you know that your measures actually protect children?

C. Who protects children around you? Which agencies or organisations are responsible for protecting children and their rights in your region? Maps of associations exist; the club identifies those close to it.

Having answered, the club uses an organisational assessment tool to find out which step of its journey it is at.

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5. Step 2: establish your safeguarding policy

Every club has a duty to do everything possible to prevent any mistreatment of the target group and to ensure its well-being. By establishing a safeguarding policy, the club has an official means of managing this duty: a clear, accessible and adequate policy promotes prevention, and adults and children alike know what they have to do. The policy must apply in all areas of the club's activity, throughout the year.

At a minimum, the club must:

• have the policy approved by its board and accompany it with an action plan (Word template and action plan to download);
• identify a safeguarding lead who facilitates the process and makes sure everyone understands the concept of prevention (this may be the club's ethics officer or another person);
• if possible, create an internal steering committee and/or an external advisory committee to support the design and implementation of the action plan;
• regularly review the policy following changes in legislation or experience in the field.

The outline of a club policy in nine sections

1. Introduction: the importance of safeguarding for the club and its commitment to the safety and well-being of children and adults at risk in all its activities.
2. Definitions: children, adults at risk, abuse, neglect, using the definitions in use in the world of sport.
3. Objectives, in three categories: preventing abuse, raising all members' awareness of risks and procedures, promoting a safe and respectful environment.
4. Identification of the target group: all minor athletes and adults at risk, as well as everyone who interacts with them regularly (coaches, volunteers, administrative staff).
5. Legal framework and responsibilities: the national framework governing child protection and how the club complies with it.
6. Essential principles of the club's programme.
7. Prevention actions: safer recruitment procedures (Word template to download), codes of conduct for all members (Word template to download), ongoing training, regular risk assessment (Word template to download).
8. Response actions: reporting process with a standardised form, response to concerns, support for victims, collaboration with the competent authorities.
9. Final recommendations: a clear, accessible and regularly reviewed policy, which all members are encouraged to read, understand and respect.

The action plan that accompanies the policy takes the form of a table: for each action, the priority level (from 1 to 5), the person or group responsible, the resources needed, remarks, the planned completion date and the progress status (done, in progress, to do).

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6. Step 3: develop procedures and guidelines

A. How to respond to a concern

Raising concerns or allegations of poor practice can be stressful, especially when a club coach or volunteer is involved. Yet reporting is crucial to prevent abuse and ensure an adequate resolution. Staff or volunteers who raise concerns in good faith must be supported by their club, even if the allegations turn out to be unfounded. A club culture that allows reporting without fear of reprisal ensures that cases or risks of abuse are not ignored. It is not up to members to determine the truth of the facts, but it is their responsibility to report any doubt to the safeguarding lead, through the mechanisms provided (online form, e-mail, telephone).

The club's reporting form makes it possible to report possible abuse or a concern about a child or an adult at risk, within the club's activities or outside them. It can be completed anonymously and must be accessible to all audiences. A written procedure then distinguishes two scenarios:

• poor practice (for example a coach who constantly ignores health and safety guidelines, leading to an unacceptable risk of injury): the safeguarding lead handles the situation internally as a potential behaviour problem, with possible outcomes of no further action, advice and a warning, support and training, or disciplinary sanctions;
• potential abuse: the safeguarding lead refers the situation to the judicial authorities or the competent local agencies (or, in their absence, the report is sent to them directly), with an investigation by social services and/or the police, and care and support offered to the child.

The judicial authorities, not the clubs, are responsible for investigating in cases of abuse; clubs, through their competent body, manage cases of poor practice. Everyone has a duty to prevent risks and report any potential problem, whether it occurs within the club's activities or outside them.

B. Select, appoint and train the people in contact with the target group

Safer recruitment is one of the main building blocks of safeguarding: it protects the club's front door. The same procedures apply whether staff are paid or volunteers, full-time or part-time. Eight tips:

1. Advertisements and descriptions for any position involving contact with children explicitly mention the safeguarding policy, for example: "You are responsible for ensuring the safety and well-being of children, by integrating the preventive measures of the club's safeguarding policy into all the activities you supervise".
2. At least two reference checks are carried out and documented, with the candidate's consent, by telephone or e-mail, with specific questions about their skills and behaviour.
3. Every candidate is asked to provide references attesting to their suitability for working with children; without direct experience, other means exist (academic references, volunteering, internships, transferable skills).
4. A criminal record extract is requested (in Belgium, model 596-2).
5. If it is impossible to obtain one, a self-declaration form for criminal history (Word template to download) is signed, before taking up the role and then at least every three years.
6. New staff complete safeguarding training within three months of taking up their role.
7. Newly engaged people are informed of the club's rules and actions, for example by signing a code of conduct.
8. When recruiting someone from abroad, values and views on how to treat children vary considerably from one country to another: request the equivalent of the criminal record extract in the country of origin (a refusal is a warning sign), have the self-declaration signed, contact the sports federation of the country of origin to confirm qualifications and check the absence of complaints or disciplinary measures, explain national law and the club's policy, and consider additional supervision if the whole process cannot be applied.

The code of conduct for staff and volunteers (Word template to download) affirms the club's zero tolerance of abuse and poor practice and recalls that the supervising adult is a role model with a great impact on the athlete's well-being, development and experience. It is organised in four parts: respect and ethics (respecting everyone's rights, dignity and worth, encouraging fair play, avoiding favouritism), athletes' well-being (enjoyment, constructive feedback, availability), safety and integrity (respecting the safeguarding policy, fighting all bullying, no humiliation, no exploitation, no sexual relationship or sexually connoted comment towards a minor athlete, no provocative games, no violence or physical punishment) and responsibility and communication (treatments in an open and supervised environment, regular participation in training, acceptance of sanctions in case of non-compliance: suspension, loss of licence, dismissal, report to protection bodies or the police). It is dated and signed.

C. Identify, prevent and minimise risks

At a minimum, the club's guidelines cover: risk identification (assessments), expected and prohibited behaviour (code of conduct), the minimum adult-to-child ratio and the definition of the term "supervision", the planning of travel and tournaments (overnight stays, away trips), promotion and communication (use of images of children, social media), what to do if a child goes missing, the proper use of changing rooms and showers (Word template to download), and risks specific to the local community.

Supervision and recommended ratios. Children must be supervised at all times, because the likelihood of accidents increases in the absence of adequate supervision. In the absence of a national recommendation, the following ratios (Word template to download) are recommended: one adult for 16 children aged 5 to 8, one adult for 20 children aged 9 to 18. Only people over 18 count as adults. All activities provide for the presence of at least two adults; at least one adult of the same sex as the children is present, and at least one adult of each sex for mixed groups; adults avoid being alone with children; all adults in direct contact with children have gone through a safer recruitment procedure, signed the code of conduct and completed basic awareness training. The number of adults also takes into account the number of children, their age and maturity, specific needs, the dangers of the activity and the environment, and the experience of the supervisors.

Changing rooms and showers. Children are particularly vulnerable in changing rooms, because they have to undress in front of others and are less supervised there. Ten rules reduce the risks: adults and children have separate facilities when they use them at the same time; no adult undresses in front of children; supervisors do not change or shower at the same time as children; boys and girls have separate facilities during mixed activities; a child who does not wish to change or shower in public is never put under pressure and is encouraged to do so at home; a child with a disability and their carer decide together on any help needed, with the child's agreement; no telephone or photo or video equipment is used in changing rooms, under any circumstances; if no changing room is available, children and parents are informed before the activity; parents do not enter changing rooms unless really necessary, and then only a parent of the same sex, having informed the coach, in the presence of a supervisor of the same sex; adult staff, in particular of the opposite sex, are not present when children are changing.

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7. Step 4: communicate and train

In themselves, policies, procedures and guidelines are not enough to protect children. Communication and education are essential so that everyone involved understands the prevention measures and principles. The first step is to list all the roles in the organisation and indicate, for each one, the connection with children, in order to determine the level of training to offer: for example, adults who look after children during trips need additional training.

At a minimum, educational measures must: raise the awareness of everyone in contact with children and young people (recognising problems, knowing how to intervene, knowing the expected behaviour); deepen the knowledge of the people who will have to manage problems or recruit; raise the awareness of children and their families so that they can prevent, detect and report abuse and know who to turn to; and make a code of conduct or a charter for children and parents visible and accessible.

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8. Step 5: monitor, evaluate and review

How do you know that the measures in place actually protect children? The club's risk assessment guide (Word grid to download) reviews seven areas: the policy, the designated safeguarding person, recruitment and training, engagement of the target group, working safely, the procedure for responding to concerns and monitoring of progress. For each action (for example "the safeguarding policy includes a reference to the principles, the legislation and the definitions of abuse" or "the policy is clearly written and distributed in different formats, for children, parents, etc."), the club indicates whether it is in place, partially implemented, not implemented or not applicable, explains why, and notes what remains to be done. This exercise, repeated every year, feeds the action plan and makes it possible to review the policy after any legislative change or field experience.

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9. The tools in the toolkit

A complete toolkit for clubs comprises ten appendices, each to be adapted to the club's context. The seven operational tools are available free of charge in Word format, standardised for any sports organisation: click on "Download the Word template" in the cards concerned.

Two complementary toolkits extend this journey: a "travel" toolkit (planning tournaments, overnight stays and travel, missing child policy), detailed in the article Tournaments, travel and overnight stays: organising a safe trip with young people, and an "online" toolkit (use of images of children, communication on social media), which we detail in the article Photos, videos and social media: protecting the young people of your club online.

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10. What next?

This journey can be followed alone, at your own pace. It goes faster and further with support: that is the purpose of our safeguarding support, which helps clubs and federations identify their needs and put in place concrete actions, adapted to their reality on the ground, with four levels of support depending on each organisation's starting point. To find out where your club stands, start with the free self-assessment (the questionnaire is currently in French; an English version is on its way) or contact us.

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