FAQ | FunGym

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Safeguarding & Welfare

Safeguarding & Child Protection

FunGym is committed to ensuring that those working with children and vulnerable adults adopt the best possible practice to ensure the health, safety and welfare of the participants and staff.
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FunGym will endeavour to promote the highest standards of care for all members, staff and officials by:-

1. The adoption of government Health, safety and welfare guidelines.The adoption of government guidelines for the protection of children and vulnerable adults.
2. The appointment of a Welfare Officer to whom grievances or complaints can be made confidentially.
3. Ensuring that coaches and officials have been screened to confirm their suitability to work with children. This will include criminal record disclosure if appropriate.
4. Ensuring that the best coaching practice guidelines are followed at all times.
5. Ensuring that grievances or complaints are dealt with promptly and in accordance with the grievance procedure.
6. Ensuring that there are a minimum of two responsible adults at all training sessions.
7. Ensuring that the participants and parents are aware of the purposes of videoing, filming or photography during training or events.
8. Having a zero tolerance level of poor practice, bullying or any other potential form of abuse.

We are committed to safeguarding the welfare of all children, young persons and adults at risk in our sport and our aim is to ensure all who participate in gymnastics have a safe, fun, positive experience and are able to fulfil their potential. In order to help ensure a safe environment, we provide information and training opportunities to enable those working with children in gymnastics to respond appropriately if they are worried a child may be at risk or suffering abuse.

Contact Information

We are committed to safeguarding the welfare of all children, young persons and adults at risk in our sport and our aim is to ensure all who participate in gymnastics have a safe, fun, positive experience and are able to fulfil their potential.

Club Welfare Officers

At our club we have two fantastic Club Welfare Officers in order to help ensure a safe environment at FunGym. Please see their contact information below if you have any safeguarding concerns:

Glynis Tovey
Tel: 07812 057488
‍Email: gtovey@btinternet.com
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Lynne Driver
Tel: 07760 428163
‍Email: lynne.driver@hotmail.com

Safe Environment

Duty of Care
‍All clubs and gymnastics activity providers have a responsibility for the safety and welfare of gymnasts, coaches, volunteers, officials, visitors and others. This responsibility applies to all clubs, regardless of their size or structure. There is a legal responsibility to ensure that participants are protected from harm whilst taking part in gymnastics. This is legally termed as the ‘duty of care’ and is particularly significant when dealing with children.
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For the purpose of this document and all Safeguarding policies, FunGym refers to children as any person under the age of 16 years and a Young Person as being over 16 but under 18 years, irrespective of their role.
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When working with children, an adult who carries out a supervisory role takes on certain responsibilities while the child is in their care. This may include:

Holding a responsibility for care and wellbeing during training.
Safe dispersal after training.
Providing first aid.
Providing/consenting to emergency medical treatment.
Supervision/chaperoning.
Team managing.

In order to fulfil the ‘duty of care’, gymnastics activity providers must make sure that the following areas are properly covered:
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Safeguarding and Welfare.
Safe Environment, including safe apparatus and equipment.
Safe development of the individual through appropriate physical and psychological preparation and progressive skill development.
Provision of suitable first aid support and emergency procedures.
Exercising reasonable care at all times.

Those with an overall responsibility for running a club or providing gymnastics activity must ensure that policies and procedures are in place and implemented as part of their duty of care, although it is impossible to establish detailed guidelines for every aspect of every situation that may arise. However, FunGym policy, training courses and resource materials are designed to provide the club, welfare officer, coach, judge, official and parent with a sufficient basis of knowledge and guidance to enable them to meet their obligations in relation to safeguarding and the promotion of the welfare of children and young people in their care.

‍Club Registration
‍When gymnasts register with FunGym it is essential that the club obtains appropriate personal information about them. The type of information that should be collected at the point of registration would include:

Name and address;
Date of birth;
Parent/Carer information;
Emergency contacts;
Medical details – allergies, existing conditions, including any specific actions to take;Information on any disability or special needs, including English not being the first language;
Medical consent;
Consent for participation in gymnastics;
Consent for photography and filming or option to object;
Equality profile.

FunGym ensures that this information is collected at the earliest opportunity to enable any necessary risk assessments based on medical information and/or disability to be completed prior to participation.
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Data Protection law requires that you must have a lawful reason to use an individual’s personal information. Clubs need to explain clearly how the personal information being collected will be used and why and with whom it may be shared. This includes providing full details of any photography and filming that will take place during club activities (e.g. for coaching purposes or club promotion) and either requesting consent or providing the individual and the person with parental responsibility with the opportunity to object to photography or filming. This information can be found on the enrolment form terms & Conditions when registering with the club.
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Any clubs who publish images of children must comply with the guidance on photography and use of imagery included in this document.

‍Welfare Officers
‍Although the responsibility for safeguarding falls on everyone, a critical element in safeguarding is the designation of an individual who is responsible for safeguarding and promoting the welfare of children and young people. All BG clubs and gymnastics events are required to have an appointed Welfare Officer to be responsible for:Responding to safeguarding, child protection and poor practice concerns.Providing support and advice in the implementation of procedures that safeguard and promote the welfare of children.Assisting the club or event to be more child focused in its activities, e.g. involving children in decision making processes.In order to avoid any potential conflicts of interest, the role is not taken on by a key member of the coaching team or member of his/her immediate family, however an individual who has a more limited involvement in coaching can take on the role in the event that there is no other acceptable alternative.

‍Provision of Safe Environment
Safeguarding is fundamental in the delivery of the sport and the conduct of those involved. Everyone must place the protection of children and young people as the paramount consideration and ensure that the environment where the gymnastics activity takes place is one where children and young people are safe and helps to reduce the risk of them being abused through their participation within the sport.

Clubs and organisations’ must address the following environmental factors:Provide open training environment.Ensure there is a clear policy for use of changing rooms and toilets.Maintain apparatus, equipment and other club property, e.g. minibus;*Provision of first aid facilities;*Storage of personal and sensitive information.
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* These areas are covered in detail in the Health & Safety Management System and Guidance.

‍Open Training Environment

‍It is essential that clubs work in partnership with parents/carers and are open about training sessions. FunGym welcomes parents who wish to observe and in the case of new or potential members, encourage them to view a session and remain with their child until the child is happy to be left.
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There is no requirement to record images when using CCTV for viewing purposes. Clubs that wish to record CCTV images must contact the Information Commissioner for advice on compliance with relevant data protection legislation. This Information can be found in FunGyms’s CCTV Policy.

Additionally, with the advance of modern technology, the use of Livestreaming to facilitate viewing remotely is possible. At present BG do not authorise the use of any Livestreaming in the absence of national guidance regarding the security and management of such images of children.
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FunGym will not support clubs who actively discourage parents from viewing by:
Obscuring windows.
Refusing reasonable requests to view.
Asking parents to leave without due cause.
Justifying the prohibition of viewing on spurious health and safety grounds.
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The provision of an open training environment is much wider than simply providing parents with a viewing area. It involves creating a culture of openness between FunGyn and parents. This will include:

Regular written and oral communication with parents.
Providing regular feedback on a child’s progress.
Opportunities to discuss the child’s progress and training regime.
Opportunity to raise concerns and receive feedback on the outcome.
Encouraging parents to become involved in the club.
Inviting parents to attend welfare briefings prior to an away event.
Encouraging parents to attend events or keep in close contact with their child.

‍Changing Facilities
‍All clubs must have a policy, or rules, relating to the use of changing facilities. There can be difficulties where the gymnastics activity is provided within a multi-use sports centre and will have to be subject to the availability and access to facilities, whether groups are mixed gender and whether the changing facilities are open for public use.
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Although clubs should develop a policy that best meets their specific circumstances, the following underlying principles must be adopted:Where a club is fully responsible for changing facilities, adults must not be permitted to get changed in these facilities at the same time as children.

*There must be separate changing facilities, or times, for males and females.No one should enter changing rooms whilst these are being used by members of the opposite sex.Mobile phones must not be used in changing rooms.

Club Codes of Conduct should address behaviour while using changing facilities.Everyone should be aware that they must report any concerns or incidents without delay.Parents should only be in the changing room with their children if the age range of the session is for an age group where parental help is generally required. This is normally around 7 or 8 years old or under. Additional arrangements may be required if there are children or young people with disabilities in the group and these should be clearer reflected in club policy.
Clubs which are unable to provide safe changing room facilities are advised to suggest/ensure all members arrive wearing their leotards/shorts under their clothes. Suitable notices explaining the above conditions of use should also be posted prominently in and around the changing facility.
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* Where a club has to use a shared changing facility that is accessible by adults, the club should ensure that the changing policy provides guidance for children and young people on what they should do in the event that they have a concern about an adult who is also making use of the facility.

‍Supervision and Mixed Age Group Training
‍It is essential that appropriate ratios for supervision are adopted and everyone is clear of their supervisory responsibilities. Ratios should be determined by considering age, the type of activity and where it is taking place. For club training, FunGym recommends a minimum ratio of one adult to sixteen gymnasts for low-level floor activity. Where events are external to the regular club training venue, a minimum ratio of one adult to ten gymnasts is required. This ratio should be increased for gymnasts aged under-eight years. In addition, there must always be a minimum of two responsible adults present. This ensures there is supervision in the event of an accident or incident that requires one of the adults to leave the group to accompany a child.

‍Mixed Age Groups
‍FunGym does not prohibit adults from training alongside children. Clubs have a responsibility to ensure they consider the differences in needs based not only on age but also experience and stage of development for each of their participants. Where clubs have adults training with children, the club has a responsibility to create a safe environment for all its participants and where necessary, this includes putting safeguards in place to protect children and adults in our sport.

‍Provision of Personal Care
‍There may on occasion be circumstances where some gymnasts will need help with personal and intimate care such as going to the toilet, changing and washing. In the main this is most likely to arise for pre-school children or some gymnasts with severe learning or physical disabilities.

‍Pre-school Children
‍Parents of children under three years of age and of children who require assistance to use the toilet must remain with their child. FunGym require parents of children aged 4 or below years remain nearby and contactable in case their child becomes distressed or requires assistance.

‍Children with Disabilities
‍Some children with disabilities, as a result of their need for practical assistance in daily living, may be more vulnerable to abuse and the risk may be greater where there are a number of carers. This may increase the likelihood of exposure to abusive behaviour and make it more difficult to set and maintain physical boundaries. It can be difficult, particularly for children with severe learning disabilities, to differentiate between different roles if carried out by the same person. This may lead to confusion and additional vulnerability.
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Taking account of the above factors and the safeguarding concerns that can arise from coaches and others putting themselves in a position where they are alone with a child, FunGym views as unacceptable the routine provision of personal care by coaches. FunGym requires all intimate care to be carried out by someone other than the coach (except when the coach is also the parent) whose sole role in relation to the child or young person is to address their care needs.
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In order to provide adequate support to gymnasts, FunGym advocates that either a professional carer approved by the gymnast’s family or the gymnast’s parent or guardian should carry out the role of “carer.”
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Although it is acknowledged that some disabled children who take part in events that require an overnight stay may require overnight support, FunGym considers that it is not acceptable for coaches, or other members in responsible positions, to share a room with an unrelated gymnast in order to provide overnight support.
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FunGym suggests that the parents or guardians together with the coach consider and agree:
Whether to provide a paid or voluntary professional carer to be awake during the night to give overnight support; or
Invite the gymnast’s parent or guardian to provide the overnight support.

‍Supporting Access for Children with Disabilities and Special Needs to Participate in Gymnastics
‍It is the responsibility of every club to consider the needs of children; making reasonable adjustments to help provide for the inclusion of any child who wishes to participate. All BG registered organisations should support young people and their parents to ensure the necessary support is in place for children with disabilities and other special needs to access gymnastics activity.
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Under Section 17 of the Children Act 1989, Local Authorities are required to provide services for any child who would be defined as a ‘Child in Need’. This may include children with significant disability and children with impaired health and development. Although the Local Authority is responsible for ensuring appropriate needs are met, services may be provided by a voluntary organisation acting on behalf of the Local Authority.
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FunGym expects that where a child with a disability requires support from a carer to access gymnastics activity, and the support is not already provided by a professional carer or family member, organisations’ should look with parents at the child’s needs and if appropriate approach Children’s Social Care Services to request support. In the event that no support is available, the club or service provider should examine whether they can meet the needs of the child or young person without significantly affecting the organisation’s ability to provide gymnastics activity to others. Not every child will need continual one-to-one support.

Additional support may be required just for a temporary period until the child settles into the club; for a transition period (e.g. for the first half hour of the club) or for personal care.

‍Key Points to Consider
‍Consultation and Working in Partnership
‍Consult with families, Children’s Social Care Services, Health and other relevant professionals and voluntary groups to determine a child’s needs and identify support. Start by asking parents and, if appropriate, the child about the specific needs and if other professionals should be approached so there is a clear understanding of the support required.

‍Funding
‍Additional funding may be required where there is requirement for one-to-one support or a higher ratio of staff to children (depending on needs). Funding sources include: Local Authorities, Community Councils, Lottery Grants, Private Businesses, Voluntary Services and Charities that provide grants to support children with disabilities. Local Authority schemes may be able to help with funding for one-to-one support workers.
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Facilities
‍Are they suitable and accessible? Are there reasonable adjustments that can be addressed?
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‍Learning Needs
‍Although FunGym does not require coaches to hold a qualification for coaching people with disabilities, specialist training may be beneficial to help with communication methods, ensuring a positive attitude towards inclusion etc.

‍Involving Children and Young People
‍The British Government agreed, in 1991, to undertake the obligations set out in the UN Convention on the Rights of the Child. One of the four core principles is the need to show respect for the views of the child. Article 12 of the Convention states: ‘children have a right to an opinion and for it to be listened to and be taken seriously’.
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The Government is therefore committed to giving children and young people a real say and real choices about the government policies and services that affect them.
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All FunGym takes a similar approach and ensure that children and young people have an opportunity to be consulted and, where appropriate, be involved in decisions that relate to their involvement in the sport, as well as within the specific area of safeguarding policy and procedures.

‍Key principles when involving children and young people:
‍The extent that a child or young people can be involved in decision making will depend on their age and level of maturity and understanding.
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Safe Environment Policy 8 of 18
Children and young people’s involvement and opinions must be acknowledged and appreciated.
Children and young people should be treated honestly.
Their expectations need to be managed and boundaries that may limit their involvement explained.
Children and young people should be provided with timely feedback about how their involvement has shaped or influenced a policy or approach.
All children and young people should be given the opportunity to be involved irrespective of race, religion, culture, disability, age, ethnic origin, language or the area in which they live.
Children should always be provided with age-appropriate information to help them understand.
Information for children and young people should be clear and accessible and in appropriate language and style of communication.
Children and young people should be supported to enable them to make a positive and effective contribution, e.g. by the Welfare Officer.

‍Bullying
‍Bullying by children or adults on children within FunGym and other affiliated organisations’ must never be tolerated. All FunGym clubs must put in place a robust bullying policy that ensures that all forms of bullying are taken seriously and responded to appropriately in accordance with the following minimum standards.
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Bullying is behaviour, usually repeated over time, that intentionally hurts another individual or group; physically or emotionally. There is often a power imbalance that makes it hard for the victim/s to prevent or deal with the perpetrator’s actions. The damage inflicted by bullying can frequently be underestimated. It can cause considerable distress to children and young people, to the extent that it affects their health and development or, at the extreme, causes them significant harm (including self- harm).Bullying can occur between:An adult and child/young person.A child/young person and child/young person.A parent and their own child.

Bullying may take many forms and may be conducted in person or through the actions of another person/other people. These include:

Emotional: Being unfriendly, excluding, tormenting (e.g. hiding belongings, threatening gestures), name-calling, sarcasm, spreading rumours, teasing/taunts, graffiti.
Physical: Pushing, kicking, hitting, punching or any use of violence.
Sexual: Unwanted physical contact or sexually offensive comment/s.
Cyber: Email, Social Media and internet chat room misuse, mobile phone threats by text messaging and calls or misuse of technology (ie photographs/ video footage).

Bullying may also take the form of singling out individuals because they belong to a particular group or are different in some way from others (prejudice-based bullying) and may include:
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Racist and religious based bullying.
Homophobic/ bi-phobic/ trans-phobic:
Because of their sexual orientation, or perceived, or actual gender identity.
Disablist: May focus on, or exploits, a particular aspect of the individual’s disability.

It is acknowledged that the competitive nature of sport can result in tensions that may lead to bullying but bullying cannot be condoned in any circumstance. Examples of bullying in gymnastics could be:

A gymnast who intimidates fellow gymnasts inappropriately.
A coach who adopts a win-at-all costs philosophy.
A parent who pushes too hard.
An official who places unfair pressure on a person.

‍Strategies to Discourage Bullying
‍Create an open environment and provide adequate supervision at all times. Encourage children to speak out and share any concerns with the person in charge, the Club Welfare Officer or other responsible adults.Take all signs or allegations of possible bullying seriously.

‍Responding to Victims of Bullying
‍Anyone becoming aware that a child or young person is being bullied, they should offer reassurance and try to gain their trust. Explain that someone in authority may need to be informed. Keep accurate records of what happened and what was said, together with names of those involved and any action taken.Report suspicions or concerns to the person in charge.

‍Confronting the Bully(ies)
‍Talk to the bully, or bullies; explain the situation and try to get them to understand the consequences of their actions.Seek an apology from the bully (or bullies) to the victim.Inform the bully’s parents.Insist that any borrowed items are returned to the victim.Impose sanctions or disciplinary action if necessary.Report and record all actions taken.Provide support for the victim and his/her coach.Encourage the bully (or bullies) to change his/her behaviour.

‍Supporting the Bullied
‍Children who have been bullied will often need support from club officers to deal with the impact of bullying. This may include having a specific person to whom concerns can be raised in specific situation or providing a named senior gymnast as a “buddy” in changing facilities.They will need support external to the club from parents, other relatives and sometimes school teachers.The club may consider holding a reconciliation meeting to help address the issues between the bully and the bullied person.The club can advise the child, young person(s) or parent(s) to contact either:

Kidscape (Email info@kidscape.org.uk or call 0207730 3300), a charity that offers support to bullied children, as well as day courses to help them deal with bullying and its after effects including how to avoid being bullied in future.

Anti-Bullying Alliance. A coalition of organisations and individuals that are united against bullying.

‍Communication
‍FunGym have a communication policy that covers the use of communication devices and the manner in which coaches can communicate with children and young people. The following key points must be included:

Mobile phones should be turned off in the gym except in the case where a phone is used as a club contact number or for emergencies.

It is inappropriate for adult members/staff to communicate with gymnasts under the age of 18 years by:
Text message.
Through internet chat rooms/networking sites.
E-mail.
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All communication by the above methods should be through the parent. Subject to parental consent, coaches can communicate with young people over the age of sixteen years either by group e-mails/texts or by copying correspondence to either the Club Welfare Officer or a senior official, as well as the parent(s).Coaches should limit communications to training related issues.In the event of a gymnast showing a coach a text message, image or email that is considered to be inappropriate for a child to have, the coach must inform the Club Welfare Officer.

As technology has developed, the internet and its range of services can increasingly be accessed through various devices including mobile phones, computers and game consoles. Although the internet has many positive uses, it provides the key method for the distribution of images of child abuse. In addition, networking sites and chat-rooms have increasingly been used by people for the purpose of ‘grooming’ children and young people for abuse, and by children as a means of bullying.
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Further information and guidance on this subject can be found in the FunGym Social Networking Guidelines

‍Spotting and Manual Support
‍Supporting and shaping the gymnast is an essential part of coaching gymnastics in that it helps the gymnast to understand shapes, movement patterns and complex skills, but also reduces the risk of injury due to a fall or error in performance. Detailed guidance on appropriate supporting techniques is provided as part of the BG Coach Education programme.
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The key points on safe spotting and manual support are:The coach must ensure that support is only used when necessary and “over-handling” is avoided.The coach must always be alert to the possibility of performance errors or anxiety, which may increase the risk of injury.Supporting techniques must not inhibit performance.Physical contact should not be invasive of sensitive areas of the body, i.e. genital areas, buttocks or breasts.Infrequent non-intentional physical contact can arise out of error on the performer or coach’s part. Such situations should not be ignored and need to be acknowledged through an apology to the gymnast and reported to the Club Welfare Officer or head coach and parents. A written report should be made of any significant incident, which is to be reported to the a governing body.
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It is also good practice to explain and provide some written guidance, perhaps as part of an induction pack, to new members and parents that some physical contact will be required but that only appropriate, non-invasive techniques should be used. If a gymnast or parent has any concerns, they should be raised with the Club Welfare Officer.
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In any circumstance where abuse is suspected, Safeguarding reporting procedures should be followed.

‍Flexibility/Stretching Exercises
‍There is a range of techniques and types of exercise for extending flexibility that involve the application of force. These techniques can also lead to the person applying the force coming into close proximity with the gymnast and having prolonged contact with areas of the gymnast’s body.

Coaches must follow the following guidelines:
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Use slow, progressive and prolonged stretching exercises, within the “discomfort zone”, rather than what might be considered to be excessive force.
Avoid exercises that place the coaches and gymnasts body in “close proximity” and might be seen as unnecessary by the less-informed parent or observer.
Be sensitive to how the exercise might be perceived by the parents and children.
Consider holding a parents’ forum to explain the flexibility training techniques, so that the parent is more aware and therefore less likely to misinterpret the techniques being used.
Use partner exercises with more experienced gymnasts where possible.

‍Adults in positions of trust in dual roles
‍Some FunGym coaches hold relevant professional accreditations that would enable them to fulfil a range of support roles within the sport. Common examples include coaches who are also trained as physiotherapists, nutritionists and masseurs.
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FunGym members who wish to make use of their professional qualifications within the sport must first ensure the person being treated is completely clear about the capacity in which they are acting.
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The adult in the position of trust is ultimately responsible for maintaining appropriate professional boundaries and ensuring that there is a clear separation between their coaching/gymnastics role and any other activities they undertake. FunGym strongly recommends that anyone providing an additional support service within the sport does not treat gymnasts that they coach without parental supervision.

‍High Performance Coaching
‍Key factors in safeguarding children and young people include always ensuring there are at least two responsible adults present during training and avoiding situations where a responsible person is alone with a child.
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A small proportion of children/young people involved in gymnastics who are training at the high performance levels may find that these principles are in conflict with the practicalities of intensive training. One-to-one coaching has clear benefits for a small proportion of appropriately prepared and highly experienced gymnasts and is recognised as the best way to achieve excellence. The number of gymnasts who would benefit from training in this manner is small. In addition, due to the fact that this training tends to take place during the school day and outside standard club hours it can be very difficult to ensure there are always two responsible adults present.
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Therefore, while it is always desirable that an additional responsible adult is present, in circumstances where it is not possible, gymnasts within the national system may train in a one-to one situation, subject however to prior approval by FunGym Technical and Performance Director and National Coaching Staff and in liaison with parents/guardians. The squad and/or Club Welfare Officer must also confirm the gymnast’s readiness to train in this manner and that there are appropriate support mechanisms are in place. Requests will only be confirmed on the proviso that there is additional support staff in the building, available to assist in the event of an emergency.
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Requests should be made in writing to the FunGym Performance and Technical Director and will only be granted if it is believed that it is in the best interest of the gymnast and the governing body is assured that suitable provision is available to ensure the gymnast’s welfare needs are met.

‍Photography and Use of Imagery

‍General Principles Concerning the Use of Photographs or Recorded Images
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Implicit within the FunGym policies and procedures for the Protection of Children is the commitment to ensure that all publications and media represent participants appropriately and with due respect. It is not the intention of FunGym to prevent parents from taking pictures of their children, gymnasts of their friends, or enthusiasts of the sport of gymnastics, but rather to ensure that photographic practices are carefully managed and effective prevention measures are in place to deter anyone with undesirable intentions from taking and publishing inappropriate images.

All FunGym registered organisations’ must comply with the following guidelines:

Ensure that gymnasts and/or the person with parental responsibility is fully aware, in advance of the details of where images of the gymnast may be published and are afforded the opportunity to object.
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No personal information, other than their name and their club, should accompany published images (particular provisions apply in connection to photography at public events such as competitions and displays below).While some editing of images is acceptable, images taken of gymnasts should not be modified, merged or manipulated in a way which might cause embarrassment or distress to the subject or cause the final image to be inappropriate.

Care must be taken to ensure that images of children who are under a court order are not recorded or published without permission.

Simultaneous “live” streaming of images onto a website is no longer recommended by FunGym until national guidance is provided. Prior guidance must be sought. FunGym recommends pre- recording and, where appropriate, editing material to remove any inappropriate images before it is published.

Any instance of the use or publication of inappropriate images of gymnasts should be reported to FunGym who may then inform the appropriate authorities and/or consider any further action.

Clubs are strongly recommended to introduce a consent form, ideally as part of the process applied when a gymnast joins the club, concerning the taking or use of images whilst at events or during training.

Clubs are to give due consideration to the secure storage of images. They should not be stored on unencrypted portable equipment such as laptops, memory sticks or mobile phones. Avoid using any personal equipment or personal social media platform (whether to publish or store). Only use devices belonging to the club.
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Withdrawal of consent to use photographs/Images. In circumstances, where parental consent is withdrawn, clubs must adhere to existing Data Protection legislation and guidance provided by the Information Commissioners Office. The Act states that where consent has been removed, the relevant organisation must conform to such a request within a reasonable amount of time. Whilst this is not further defined in law, clubs must do so as soon as possible and provide confirmation to the parent(s) of such.
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FunGym recognises that there is a potential for abuse of any image placed on the Internet or within other forms of media. Although the exploitation of such images may be rare, FunGym has a responsibility to provide guidance on how images of children and young people should be used to reduce the risk of potential ‘grooming’.

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Those creating or administering websites should carefully monitor their content to eliminate the use of inappropriate images or improper text.
When determining whether it is appropriate to publish a photograph on a website or another form of media, consideration should be given to both the potential for inappropriate use of an image and the possibility that an individual could make contact with a child by using any personal and club details placed on line.

The following steps should be taken to reduce the risk from the publication of imagery:

Do not use any personal details if it is possible from the image to ascertain a specific location, or there are any details on your site about the training venue.

If it is not possible to ascertain any training or competitive location, consider using a first name only next to an image.The dress of a child should be considered when using the photo: –
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i.) If it is a posed shot for example taken during a medal presentation, try to ensure that the child is fully clothed in a tracksuit or similar attire.
ii.) If it is an action shot, try to use profile imagery and avoid full-length shots.

Alternatively, use digital software to blur the child’s facial features.Do not use images that can appear staged and potentially provocative.Avoid using images that appear to focus unnecessarily directly on the groin area in movements where legs are in a split position.

Always use a parental consent form to request the use of a child’s image for publication. The parent should be encouraged to discuss the matter with their child before signing a consent form.
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FunGym should be informed of any inappropriate use of imagery on Gymnastics websites or any other form of media, which is not in keeping with this guidance.

Anyone discovering a child’s image that appears to be being used illegally online should report the matter to Child Exploitation and Online Protection Centre (UK) (CEOP), who provide a single point of contact for reporting abuse of children online.

‍Photography at Gymnastic Events
‍Official Photography
‍Accredited photographers may be present at planned events, and in some cases events will be videoed and/or live steamed. These images may be used by FunGym and our subsidiary companies for the purposes of promotion, education and development of the sport. They may also be shared with relevant third party organisations for journalistic/promotional purposes.
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FunGym competition entry forms will advise participants that photography and filming will take place at the event. Clubs will also announce the photography/filming arrangements at the event. Clubs must ensure that gymnasts/parents are informed of the photography arrangements for the relevant event. Any gymnast or parent who does not wish themselves or their child to be photographed/filmed at the event must advise the FunGym Events department or the event organiser. Although it is not always practical to manage the content of live steamed footage, FunGym will ensure any identifiable images of the participant are not published.Personal PhotographyFunGym does not wish to discourage the use of video or photographic equipment at events for appropriate use, but will take all reasonable precautions to protect gymnasts against the possible inappropriate use of films or photographic images. FunGym Photography Regulations require anyone organising a gymnastic event to regulate the taking of photographs and apply, as a minimum, the Conditions for Photography at Gymnastic Events.
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If the event organiser/welfare officer (or authorised representative of the event organiser/welfare officer) suspects inappropriate photography or filming, the officer/organiser should exercise his/her powers under the conditions to request the person to leave the venue and to surrender any film and/or delete any images relating to the event. Any person at an event, who has any concerns about any images being taken, by any person, should bring them to the attention of the competition organiser or other designated person.

‍Use of Video as an Aid to Coaching
‍The use of video equipment can be a valuable aid to coaching. The points below are implemented to safeguard against inappropriate practice:Ensure that the performers and the person with parental responsibility are aware of the purpose of the filming as a coaching aid.Ensure that there is at least one other responsible adult present in addition to the person filming.Ensure any video recording is stored securely to avoid inappropriate or unauthorised use and deleted when it is no longer require for coaching purposes.

‍Transporting Gymnasts
‍The following guidance relates to coaches who transport gymnasts to training or events/competitions. Additional guidance is provided for the official provision of transport by a club for away events.
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Gymnasts are required to train a large number of hours to achieve high levels of performance, therefore great commitment is required not only from the gymnasts but also from their parents. In the past, it has often been the case that well-meaning coaches or officials have provided transport to members of their clubs to assist parents. However, it has been identified that some adults in the sport have used this as an opportunity to get children or young people alone and abuse has occurred. As a result, FunGym requires that all coaches do not take children alone on car journeys, except in unforeseen circumstances. *The following are practical suggestions to help alleviate transport problems:

Make parents aware (preferably when their child joins the club) that it is the coaches’ responsibility to coach and not to provide transport for their child.When a child accepts a place in a squad, the parent should be asked to commit to ensuring the child attends all training sessions and to be responsible for making the necessary transport arrangements.Encourage parents to share transport with other parents.Transport gymnasts in groups.It is unacceptable for coaches to transport one child alone and in the case of transporting a group of gymnasts, best practice would require two responsible adults in the car. (This does not include another coach who is themselves under 18 years). However, in exceptional circumstances where the provision of two responsible adults is not possible and subject to prior consent from all relevant parents, a coach could transport a group of gymnasts (Not individual) without another adult present. This is subject to the following conditions:The driver must ensure there are central pick-up and drop-off points to ensure they are not alone with a child.The driver should also provide parents with full details of any planned breaks in the journey and departure and arrival times.Gymnasts must be seated in the back of the car with booster seats if required.The Club Welfare Officer should be made aware of the arrangements.
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In the case of gymnasts attending National Squad training, parents should be encouraged to team up with the parents of another squad member who lives closest to them. On occasion that the parents are unable to provide transport, a coach or official could then transport the gymnasts as a pair.* Unforeseen would only apply in the event of an accident or where something unexpected has happened and there is no other alternative but to take a child alone in the car and to fail to act would put the child at risk of harm. Where these situations are unavoidable, and whenever possible, the full consent of either the Welfare Officer, Head coach or Official in the club and/or the child’s parents should be obtained.

‍Late Collection of Children
‍The following information provides guidance for clubs on how to respond where a parent, for whatever reason, does not arrive at the required time to collect their child.All parents must be advised that in the event that they are delayed for any reason, they must:

Contact the club at the earliest opportunity.
Provide clear guidance on what they wish the club to do, e.g. consent for another parent to transport their child home.

The Club must:

Maintain a list of parent contact details and emergency numbers.
Never leave a child or young person alone unless she/he is over 16 and then only with parent’s permission.
Carry out appropriate assessments of situations as they arise, acknowledging that some young people aged 16 and over can go home alone if their parent is delayed.
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The Club Officers’ must not:

Take the child home or to another location.
Ask the child to wait in a vehicle or the club with them alone.
Send the child home with another person without permission.

If the parent is considered by the club as being unduly late, the Club Officers should:

Attempt to contact the parent from the information sheet completed on joining/renewing membership.
Attempt to contact the emergency contact person nominated.
If there is no reply from the emergency contact, ask the child if there is another family member who may be contacted.
Wait with the child at the club with at least one other official/coach/teacher/volunteer or parent.
Respond to any instructions received from the parent.
f no one can be reached, contact the local police or Children’s Social Care Services to enquire about the best course of action.

‍Persistent Failure to Collect a Child/Young Person on Time
‍Parents who persistently fail to collect a child on time or have not arrived after a reasonable period of time and have given no prior notice or informed the club they are delayed, may be failing to provide adequate care for their child.
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If the parent makes no effort to contact the club or provide reasonable explanation for the delays, the Club Welfare Officer and another club officer should arrange to meet with the parent to discuss the matter. It may be the parent/carer needs assistance to arrive on time.
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If there is no change the Club Welfare Officer should either contact the children’s team at the local Children’s Social Care Services or seek advice from the FunGym Safeguarding & Compliance Department.
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If a parent arrives to collect a child and there is concern that the parent’s ability to take appropriate care of the child may be impaired (e.g. the parent is considered to be under the influence of alcohol or drugs to the extent that she/he is unfit to drive, and/or take care of the child) the club should seek advice from the Police or Children’s Social Care Service.

‍Missing Children
‍In the rare event that a child goes missing from a club, the following guidelines have been devised to outline the actions that should be taken. At the point that a child has been identified as missing the club should:

Ensure that other children in the group are looked after appropriately while a search for the child concerned is conducted.
Inform the child’s parents if they are present, or nominate an appropriate person to telephone them and advise them of the concern.
Reassure them that everything is being done to locate the child.
Organise all available responsible adults by areas to be searched. It is best to take a short time to organise the search properly so that all places are searched fully.
Search the area in which the child has gone missing including changing rooms, toilets, public and private areas and the club grounds.
Request all those searching to report back to a nominated adult at a specific point and time.
Make a note of the circumstances in which the child has gone missing and where he/she was last seen.

Prepare a detailed physical description of the child as this will be required by the Police. This should include:
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• Approximate height.
• Build.
• Hair and eye colour.
• Ethnicity.
• Clothing he/she was wearing.

Report the concern to the Police if the search is unsuccessful. This must happen no later than 30 minutes after the child or young person’s disappearance is noted, even if the search is incomplete.Follow Police guidance if further action is recommended and maintain close contact with the Police.Ensure that you inform all adults involved including the parents, searchers and Police if at any stage the child is located.Refer the concern ASAP to the Safeguarding & Compliance team.

Social Networking

Background
‍There has been a growing awareness in sport of the increasing communication by adults and young people on the rapidly developing social networking sites and how this media has become a feature of social communication. There are both positive and negative aspects to using social networking sites that FunGym staff and members should be aware of. It is important to acknowledge that if used properly, social media can be a very effective tool. However, FunGym has identified a number of issues that have led to both disciplinary and safeguarding concerns which stem from the improper or inappropriate use of such sites by its members.

‍Introduction
‍FunGym recognise that the use of social networking sites and online gaming (Xbox, Play Station) are rapidly growing phenomenon and increasingly being used as a communication tool of choice by young people. Facebook is the largest such site whose mission is to give people the power to share and make the world more open and connected.
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These sites permit users to chat online, instant message, post pictures, and write ‘blogs’ etc, through the creation of an online profile, that can either be publicly available to all or restricted to an approved circle of electronic friends.
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Social media platforms have developed to allow the uploading and viewing of video clips, which with the latest cameras and mobile phones becomes ever easier and with the development of live streaming can be instantaneous.
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Social networking can be a great tool to promote yourself or your club if used in the correct way. Whilst these technologies provide exciting opportunities, they are accompanied by dangers and negative consequences if abused by users.

‍Social Networking Guidelines
‍The purpose of this guidance is to provide a recommendation of best practice to all FunGym club members and parents on the use of social networking sites as they relate to individual’s roles in the club. If used correctly, social networking can be a fun, safe and productive activity.
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Note: Throughout this guidance a young person/ child relates to anyone under the age of 18.

‍Guidance for Coaches, Judges, helpers/volunteers and other officers in a position of trust and responsibility in respect of children in a FunGym club
‍FunGym members in a position of trust and/or responsibility (as defined in the FunGym Safeguarding and Protecting Children Policy) should not be in contact with any young people through any social networking sites whether the young person is a member of their club or any other club.
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Should a young person request to become a named friend on your Social Networking Page or request that you become a named friend on their Social Networking Page you should decline as you are in a position of trust and responsibility within a FunGym registered club.
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The above also applies to official club social networking sites. Only club staff (except for the following paragraph) and parents, should be permitted access.
Social networking sites should never be used as a medium by which to abuse or criticise FunGym, affiliated Home Countries, Regional Gymnastics associations, FunGym members or other gym clubs. To do so would be in breach of FunGym Standards of Conduct.
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The publishing of a photograph or video footage on a social networking site is governed by the same requirements as any other media – see the Safeguarding and Protecting Children Policy.
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Guidance to coaches who have children that they coach in a club.

Parents are becoming members of social networking sites that their children sign up to for security reasons in order to ensure the wellbeing of their own child by being able to view their child’s site. This will give the parent access via their child’s site to all children listed as friends of their child. It would not be appropriate for FunGym to prevent a parent who is also a coach from using this form of protection for their child’s online activities.

Therefore, in such cases the coach can:
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Have gymnasts on the site they are accessing providing the under 18-year-old members on the site are listed as friends of their child; However, in this case the following also applies:
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The coach concerned should not have direct contact with gymnasts other than their own child through the social networking site;
The coach should not accept such gymnasts as friends on their personal site;
The coach should inform the Club Welfare Officer of this arrangement and a record kept of such.

‍Social Networking Guidelines
‍Coaches/Judges/Club officials who are under 18.
FunGym recognise that social networking sites can be a useful tool for judges, coaches and officials within FunGym clubs to share information with other judges, coaches or officials. If, however, the judge, coach or official is under the age of 18 while they may be a colleague, the requirements of the above paragraphs must be adhered to.
However, for young people aged 16 or 17 it is the view of FunGym, that to restrict the ability to share professional information with them from other coaches, judges or officials may be detrimental in their professional development in their role in FunGym.
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Therefore, in such cases if the parent of a young person in a position of responsibility aged 16/17 and the young person themselves requests to have contact with an adult club officer or coach for the purposes of sharing professional information relevant to their role the club should:
Gain written consent of the parent/guardian and young person to have such contact naming the individual adult and social networking site concerned;
The named adult must sign an agreement to keep the contact with the young person to the discussion of matters relevant to the young person’s professional role in the club;
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All such communications should be shared with an identified 3rd person (e.g. the young person’s parent/guardian or Club Welfare Officer); and
If the young person or the adult is found to breach the above agreement, action must be taken by the club, cease the connection and where appropriate referred to FunGym management and welfare for further consideration and action.

‍Guidance to FunGym members under the age of 18
In December 2017, UNICEF published a report ‘State of the World’s Children 2017’ which outlined the increased number of young people that are using the internet. The report also examined how the internet increases children’s vulnerability to risks and harms, including misuse of their private information, access to harmful content, and cyberbullying https://www.unicef.org.uk/press-releases/unicef-make-digital-world-safer-children/

To protect yourself online, FunGym provide the following guidance:
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Do not ask your coach, judge, helper/volunteer or club official to be your social networking site friend – they will refuse as that would breach good practice and the FunGym Safeguarding and Protecting Children Policy.

‍Social Networking Guidelines
Use the internet positively and do not place yourself at risk. Have a look at www.ceop.gov.uk for some useful tips.
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Consider who you are inviting to be your friend and follow the good advice of the social networking sites to ensure you are talking to the person you believe you are talking to.
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Never share your personal details online and ensure your privacy settings are secure.
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Ensure that your social media platforms are password protected and that you do not share this password, unless your parent/guardian requests it.
Always remember that anything you say including photos, pictures and video clips posted on your site may be shared with people other than those for whom it was intended.
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Never post, share or send any photographs, videos or make comments that may be hurtful, untrue and upsetting and you may regret sharing later on or used by other people in a way you did not intend or want.
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Remember that it can be difficult to delete information that has been uploaded to the internet, it may have been shared or copied as soon as it is uploaded.
Do not put pictures of other club members on your site within the club setting as you may breach the FunGym Photography Policy. If you do wish to upload such a picture you must get advice and consent from your parent, the other young person and their parent and a club officer before considering uploading such a photo. This will not prevent you having pictures of your gymnastics friends on your site taken outside of the sporting arena, but it is good advice to always ensure they and their parents are happy with any picture you have of them on your site.

Always be aware that social networking sites are a method of communication like email and the spoken word. They are bound by the same laws and rules. Such technology is instant and this allows you as the user to react in the ‘heat of the moment’, where in the past you would have been required to write a letter which would have taken time and allowed for you to think again before sending. So never place a comment on the internet that you would not put in writing or say to the individual concerned as to do so may not only breach FunGym Policy but also the law.
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Remember to report any concerns you have to a responsible adult.

‍Guidance to parents of FunGym members under the age of 18
‍With the increased development of technology, a number of internet connected devices are available for adults and young people. The NSPCC https://www.nspcc.org.uk/preventing-abuse/keeping-children-safe/online- safety/technology-toys-and-the-internet/ provides guidance and training for parents on how to keep your child(ren) safe.

‍Social Networking Guidelines
‍In the overwhelming majority of cases, the benefits of the internet easily outweigh any drawbacks. To keep it that way, parents and children need to know that there are places on the internet, which promote racial hatred, contain violent images or pornographic material all of which adults, as well as children, may find distressing. Regrettably, it is also true that certain sites will attract a number of adults with a highly inappropriate interest in children.
Beyond these dangers, other websites have the potential to harm impressionable young people through the presentation of extremist views. Sites may be very disrespectful of other people’s religious beliefs or cultural backgrounds or seek to distort history. Sites may also promote anorexia or self-harming, for example, in ways which might attract the attention of a particular child who could, at that moment, be going through a vulnerable or difficult phase in their life. There are other more insidious threats around too. Without the experience to distinguish between genuine and misleading messages, children may be fooled by scams of various kinds.
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There are however, a few simple steps which parents can take to help their children use the internet safely.

‍Ways to keep children safe online
‍Get to know your child’s online habits. Children are inquisitive. They will look to explore the internet as much as they do the real world. Knowing the sites they go to, the people they meet there and what they do will help to keep children safe.
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Stay alert to any sudden changes in mood or appearance, or to any major change in habits or to increased secretiveness. These are often tell-tale signs that something is not right.
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Keep lines of communication open – tell your child they can always talk to you or another trusted adult, such as a teacher or Club Welfare Officer, if they do end up in some sort of trouble on the internet. Make children aware that there are things on the internet which may distress them.
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Spend time with your child(ren) surfing the internet together. Explain the Applications (App), games and social media platforms that are acceptable for them to use and the reason for others not being suitable.
If your child(ren) mentions that they wish to use an App, game or social media platform that you have not permitted them to, research the area and explain the reason it is not acceptable.
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Spend some time surfing the internet yourself. The more that you know about the internet, the better able you are, in turn, to help your child navigate around it without coming to any harm.
Set parental controls.
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Install internet filtering software showing a Child Safety Online Kitemark on your computer. Filtering products with a Kitemark have been independently tested to provide a simple and effective means of support to parents, helping to ensure that a child’s online experience is a safe one. The Kitemark scheme is sponsored by the Home Office and Ofcom.
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There have also been occasions where parents of FunGym members have used social networking sites to criticise or verbally abuse gymnastics clubs, its officers, officials, coaches, judges, and gymnasts in an inappropriate and unacceptable manner.

‍Social Networking Guidelines
‍This has in some cases led the person who is the subject of the verbal abuse to take action through statutory agencies or statutory legislation to address the comments made.
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FunGym members found to be abusing or working outside of these good practice guidelines, may be subject to disciplinary action or investigation as outlined in the FunGym Complaints & Grievance Procedures.

‍Additional National guidance
‍The Child Protection in Sport Unit (CPSU) provides a wealth of advice and guidance. In particular, their website provides additional guidance regarding Social networking services, social media and sport It can be accessed via http://thecpsu.org.uk.

Additionally, Safety Net Kids provides specific advice for children at: http://www.safetynetkids.org.uk/personal-safety/staying-safe-online/

What to do if you have concerns:
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As a user of a social networking site, whether you are a child, young person or an adult, you may at some time have a concern about what you are seeing or being told about by another user. Concerns may range from negative or abusive comments and cyber bullying to suspected grooming for sexual abuse.
FunGym has compiled a list of agencies that can be contacted, anonymously if you wish, where such concerns can be raised:
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www.thinkuknow.co.uk: the main UK Government website with advice for parents on how to keep children safe online.
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www.ceop.police.uk: the Child Exploitation and Online Protection Centre (CEOP) is the Government body dedicated to eradicating abuse of children. Concerns about inappropriate contacts between a child and an adult, including online, can be reported directly to CEOP. Reporting can be accessed by pressing the CEOP button on the BG website’s CEOP page.
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www.iwf.org.uk: the Internet Watch Foundation (IWF) works to remove illegal material from the internet. If you have found any material you believe to be illegal e.g. child sex abuse images, other obscene material or material which incites racial hatred, you can report it to the IWF.
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A number of specialist websites contain general advice that may be of help to parents. These include www.nspcc.org.uk, www.barnardos.org.uk, and www.beatbullying.org.
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Other sites can offer parents support on broader issues. These include https://www.familylives.org.uk/

FunGym Welfare officers: Lynne Driver on 07760 428163 or email at lynne.drive@gmail.com ; Glynis Tovey on 07812 057488 or email at gtovey@btinternet.com
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British Gymnastics Safeguarding & Compliance Team on 0345 129 7129 ext 2346

‍Social Networking Guidelines
Childline 0800 1111 or www.Childline.org.uk is another NSPCC support service. Using this website, children can talk confidentially to NSPCC advisors online about any issues or problems they may be experiencing, using an application similar to Instant Messenger (IM).
Stop It Now freephone 0808 1000 900 or www.stopitnow.org.uk
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The Local Police, or if you unsure of the force you need to speak to call 101 and they will direct you or in an emergency situation call 999.
Local Authority Children’s Services are available for advice and guidance – their number appears in the phone book.

Safe Recruitment

Introduction
‍Safe recruitment requires safeguarding issues to be considered at every stage of the recruitment process when appointing to a position working or volunteering with children. Although the vast majority of coaches and officials/unqualified assistants are committed, dedicated people who are motivated to work within the sport for commendable reasons, it is vital that all reasonable steps are taken to ensure that any unsuitable people or people who may abuse children are prevented from working with young people.
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The following procedures should be adopted and applied consistently, and help to ensure that gymnastics organisations recruit individuals who share the organisation’s values and approach to safeguarding as well as providing an effective deterrent to anyone who wants to abuse children within the sport. All registered bodies should review their existing practice and make any required changes.
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As people who want to abuse children may seek out various avenues to gain access to children, it is equally important that robust recruitment procedures are in place for both paid and voluntary positions. These practices must be followed at all times, even where there is only one applicant for a position.

‍One-off Volunteers
‍The only current exception to this is in the case of one-off volunteers who will only have supervised contact with children for a limited period of time. This may include:
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– parents or other volunteers helping out at a club fundraiser or event;
– young people attending the club for a work experience.
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Clubs who run a dedicated facility should ensure they operate a sign-in and out system for these volunteers/visitors.
Where one-off volunteering becomes more regular, e.g. more than once a month, the recruitment procedures must be fully applied.

‍Parents
‍It should be noted that it is inappropriate, and in the case of criminal records checks unlawful, to apply recruitment procedures to parents whose only role is to care for their own child, e.g. a parent of a child with a disability who attends a gymnastics session to provide one-to-one support for the child. However, in the event that the individual in question wishes to take on a role within the club that will bring responsibility for other young people the full recruitment procedures must be applied.
It is essential that the following recruitment and selection procedures are applied without unlawfully discriminating against candidates on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation, and are fully compliant with the Data Protection 1998.

‍Safe Recruitment Processes
‍The key elements of a robust safe recruitment process will include:

‍Preparing Candidate Information
‍This should include: –
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– job description that makes reference to the responsibility for safeguarding and promoting the welfare of children;
– person specification ensuring specific reference is made to suitability to work with children;
– application form, which contains appropriate safeguarding sections.

‍Attracting Candidates
‍This may be done through advertising commonly in the press and on websites. Any publicity must make clear reference to safeguarding and the use of criminal records checks as part of the recruitment process.

‍Scrutinising Applications
‍The process of analysing application forms with a view of selecting a shortlist and picking up on any discrepancies or anomalies in their paperwork, which may be addressed with the candidate at interview.

‍Obtaining References
‍References that specifically address the applicant’s suitability to work with children should, with consent of the applicant, ideally be taken before interview so that any issues can be addressed at this stage.

‍Interview
‍In addition to the candidate’s suitability for the role, the interview process should investigate the candidate’s suitability to work with children.
Verifying
· Applicant’s identity;
· Right to work in UK;
· Qualifications;
· Criminal Record Check.
An enhanced DBS or home country equivalent in line with the requirements set out in Criminal Record Checks Policy and Guidelines must be completed for anyone over the age of sixteen who has not completed a check through FADV online within the last three years or registered with the DBS Update Service.

‍Induction
‍The successful candidate should have a period of time where she/he is introduced to the organisation’s safeguarding policy and procedures, an assessment of learning needs is conducted and appropriate training, coaching and mentoring are provided to address the identified needs.

‍Monitoring and Appraisal
‍An employee or volunteer should be provided with regular performance reviews, particularly during the probation period.

‍Candidate Information
‍Anyone who expresses an interest in the job or role should be sent a candidate information pack, which together with the terms and conditions for the post and the application form should include a job description and a person specification as well as information on the organisation’s safeguarding policy and equality policy.
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The Job description identifies the key roles and responsibilities that make up the position. As safeguarding children is everyone’s responsibility, it should include the responsibility the post holder will have for safeguarding and promoting the welfare of children.
In addition to the job description, the person specification should aim to provide a profile of the ‘ideal’ person for the job, providing a framework within which a number of candidates can be assessed. It is standard practice to indicate which factors are essential and those that are desirable and common to identify how each aspect will be assessed, e.g. questioning at interview. An essential factor that must be included in all person specifications for roles working with young people is suitability to work with children.

‍Application Form
‍All applicants should be required to complete a standard application form, even if they have provided a curriculum vitae (CV). This will ensure all required details are provided and will allow for easier comparison between applicants. The application should indicate that a criminal record check will be requested as part of the pre-recruitment checks where a risk assessment has identified that it is both proportionate and relevant to the position concerned. Such positions are exempt from the Rehabilitation of Offenders Act 1974 and require that applicants disclose all cautions, reprimands, final warnings and convictions; even those that are considered ‘spent’. The Exceptions Order 1975 (2013) states that certain spent convictions and cautions are ‘protected’ and are not subject to disclosure to employers , and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found at https://www.gov.uk/government/news/disclosure-and-barring-service-filtering
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The applicant should be asked to supply the following information:
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– Current and any former names, address and other contact details;
– National Insurance number to confirm the right to work;
– Any relevant academic or vocational qualifications and details of the awarding body;
– Current BG membership number;
– A full history in chronological order of any paid or voluntary positions working with children, with start and end dates and reasons for leaving;
– A statement of the personal qualities and experience that demonstrate the applicant’s suitability for the position and how she/he fulfils the person specification;
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– Contact details of at least two referees (not relatives), one of whom should be a previous employer or club who have agreed to provide written comment on the individual’s experience and suitability to work with children and young people. The application form should indicate that references will be sought for short-listed candidates prior to the interview, except in the case of current employers where the applicant has a justifiable objection;
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– Confirmation of whether they have any convictions, cautions, reprimands or final warnings that are not “protected” as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013).
It should highlight that the successful applicant will be required to complete a criminal record check through FunGym or the relevant Home Country Gymnastics governing body.

‍Attracting Candidates
‍Safeguarding needs to feature strongly in any advertising when recruiting for a position working with young people. The recruiting organisation should prepare a safeguarding statement that should feature in any publicity about the role. In addition, the organisation should include a statement advising that a criminal record check will be required as part of the recruitment process.
– Sample advertisement;
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– Details of recruiting organization;
– Position and main duties and responsibilities;
– Salary (or indication of whether expenses can be claimed if the role is voluntary);
– Experience/qualifications required;
– Safeguarding statement: ‚FunGym is committed to safeguarding children and ensuring all young people have a positive experience in the sport. Anyone recruited to work or volunteer for the organisation must be fully committed to these values‛
– The use of criminal records checks as part of the recruitment and selection process.

‍Scrutinising Applications
‍All applications should be scrutinised to ensure all the required information has been provided and to identify anything of concern. This could include any discrepancies in information provided or any unexplained gaps in respect of applicants’ involvement in the sport.
All candidates should be assessed equally against the criteria contained in the person specification without exception or variation and a shortlist prepared. Any concerns identified from the application form should be addressed with the applicant at interview.

‍Obtaining References
‍Prior to the interview, subject to the applicant’s consent, references should be sought and, where appropriate, relevant qualifications or previous experience should be confirmed.
In the event that someone is being interviewed who has indicated she/he has previous qualifications/experience in gymnastics, the recruiting organisation should request, in writing on formal headed paper, confirmation of: –
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· Active insurance membership;
· date of last criminal record check;
· any BG qualifications/awards;
· any known reason for not employing/appointing the named person.
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Seeking references prior to interview is always preferable in order that any concerns can be addressed with the applicant. An applicant who does not agree to their current employer being approached should be advised that in the event they are the preferred candidate for the job, they will be required to address any issues raised by the current employer prior to their appointment being confirmed.
In addition to the current employer, references should also be sought from any previous organisations’ where the applicant worked in paid or voluntary position with children. It is useful to make use of the BG reference form for positions working with children to ensure the referee covers all the required information.

‍Interview
‍Where a position involves significant contact with young people a formal interview should be held according to correct procedures and protocol. The purpose of the interview is to carry out an assessment of the qualities of candidates in relation to the requirements of the job and their suitability to work with children. There should always be a face-to-face interview, even if there is only one candidate.
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Additional information can be requested at interview to support the details contained in the application form and address/ask questions relating to any information disclosed in the self- declaration of convictions. It is also important to explore any discrepancies between the information on the application form and the information obtained in pre-interview checks.
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Where the post involves working with children, it is always preferable that there are a minimum of two interviewers to allow for a full assessment of the candidate’s responses. The members of an interview panel must have attended safeguarding awareness training as a minimum and have the authority to make the recruitment decision.
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It is important to agree in advance the process for the interview and the questions that will be asked. These should include a number of questions that focus on suitability to work with children. These questions should aim to identify underlying attitudes and may require the interview panel members to be probing in their questioning techniques. Possible ways to elicit this type of information include asking how the applicant behaved in an actual situation involving young people, or to question why they believe specific aspects of the safeguarding policy are important.
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The interview panel should take the opportunity to address any concerns arising from the information on the application form or as part of a reference. The panel should also confirm the details made in the self-declaration are correct and the willingness to complete a DBS disclosure or equivalent if required in line with Criminal Record Checks Policy & Guidance.

‍Verification Processes
‍Anyone recruiting people to work with children should adopt a checklist to be applied following the selection process, without satisfactory completion of which a firm employment offer should not be made. The checklist should include:
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· Verification of identity;
· Sponsorship and Endorsement of Migrant Workers.
If a non EU national (known as a migrant worker) wants to live/work in the UK they must apply to the UK Border Agency for a working visa under the new Points Based System – for further details refer to www.ukba.homeoffice.gov.uk
· Verification of qualifications.
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To avoid any unnecessary delays, all candidates should be instructed to bring their identity documents to the interview. Candidates must also bring with them any qualification and awards certificates.

‍Identity Checks
‍It is vital to be sure that the person is who he or she claims to be. As identity verification is required as part of the criminal record check application process, the Welfare Officer or other nominated designated person should conduct the identity verification process using the Identity Verification Form (IVF). Original identity documents must be provided and verification must be conducted in the presence of the applicant to ensure they are the person shown in photographic evidence.

‍Confirming the Appointment
‍Once a decision has been made to employ someone or invite someone to take a voluntary role within a club or organisation, an offer letter should be sent out. This letter should specify full details and requirements of the position and any probation period if appropriate. The applicant should be informed that appointment would be subject to a satisfactory criminal record check and references (if any have not yet been checked).

‍Criminal Records Checks
‍The Protection of Freedoms Act 2012 became law in May 2012 and placed the following legal requirements on organisations:
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· To not knowingly allow a barred person to work in ‘Regulated Activity’;
· To inform the DBS if an individual is removed from ‘Regulated Activity’ because they have harmed or because they pose a risk of harm to vulnerable groups (including children).
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A criminal records check will confirm whether an individual is included on a barred list. FunGym members in regulated activity are required to complete an enhanced DBS with barring list check every three years. It is the responsibility of the affiliated organisation to assess the role and determine whether a criminal record check is required in line and the appropriate level in line with Criminal Records Checks Policy & Guidance.
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Where a club or other affiliated organisation is recruiting a new employee or volunteer who is already a member of FunGym and has completed a disclosure within the last three years or has registered for the DBS Update Service, a new disclosure is not compulsory and it is the decision of the recruiting organisation whether they wish to carry out the check. If it is decided not to request a new disclosure, the recruiting organisation must confirm that BG has approved the individual before an appointment is confirmed.
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Prior to receipt and approval of the criminal record check, the individual may be permitted to undertake a role which is supervised at all times by a person in regulated activity within the affiliated organisation, for a maximum period of 6 weeks.
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The Management Team is responsible for carrying out an initial assessment of any content on a disclosure and will make a suitability decision in the case of content assessed to be low risk. In the case of medium-high risk content, the BG Case Referral Management Group (CRMG) will be responsible for the suitability decision. Affiliated organisations’ must abide by FunGym decisions. FunGym will contact the recruiting club without delay in the event that a criminal record check contains information of significant concern.

‍Overseas Candidates
‍A DBS/Access NI/Disclosure Scotland Criminal Record Check will not provide a full picture of a criminal record for any candidate who has been resident in a foreign country. Different countries operate varying methods for providing background checks and not all countries are able to provide this service. The DBS website provides current advice on which countries are able to provide a check and the applicable procedure. Non-UK vetting must also be undertaken on British passport holders who have lived abroad in the past five years.

‍Induction
‍While the pre-recruitment processes are important, particularly to act as a deterrent to those individuals who may be considered unsuitable, perhaps the most significant time is the successful candidate’s period of induction in the initial months of appointment.
There may be some standard elements of induction but a successful induction is likely to have considered the individual needs of each new recruit and will involve a variety of elements, including:
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· An explanation of Club Safeguarding and protecting children policy and other policies.
· Formally signing up to club policies and codes of ethics and conduct.
· Clarification of roles, responsibilities and consideration of expectations.
· An assessment of learning needs, e.g. safeguarding, coaching, first aid, equality and diversity, English (if English is not a first language).
· Coaching and mentoring.
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Experienced individuals often have various mentors who support them at times throughout their career. A mentor is particularly important in an induction period and may act as a role model, cultural differences, language barriers etc.
Good induction programmes will fully support the needs of new employees or volunteers and allow them to be successfully integrated into the club. An induction period may also highlight any potential poor practice concerns and allow the club to take any necessary remedial action.

‍Monitoring and Appraisal
‍All staff and volunteers should be given the opportunity to receive feedback, either through a formal appraisal or more informally through mentoring. Although this is good practice for any voluntary or paid position, appraisals are essential for positions that involve significant contact with young people. Appraisals should be offered at regular intervals, initially at the end of a probation period and thereafter at yearly intervals. An appraisal can help to establish learning needs, review targets and consider any concerns.
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All clubs must put in place a procedure to deal with complaints over staff and volunteers. Parents and all members should be made aware of the procedures for raising a complaint or concern. Provision should be made in the club rules or constitution to allow complaints and disciplinary procedures to be implemented

Health, Safety & Welfare

Background
‍FunGym regards the health, safety and welfare of all members to be of paramount importance, which should not be comprised. To this end, it is FunGym policy to ensure so far as is reasonably practicable, that procedures are in place to maintain a safe and healthy environment not only for its members but also for other people who may be affected by the activities of FunGym and/or affiliated clubs and organisations.

‍Purpose
‍This policy document sets out FunGym’s responsibilities and the minimum standards required of registered clubs, affiliated organisations and members in line with health and safety law.
FunGym aims to promote a positive health and safety culture, and to ensure the health and safety of everyone involved in the sport. FunGym endeavours to achieve the highest standards of welfare and requires all clubs and affiliated organisations to work with it to achieve these aims.

‍Scope
‍Everyone involved in gymnastics has a responsibility to help maintain a positive health and safety culture across the sport. All clubs have a common law duty of care to those why may be affected by their activities and have a responsibility to implement appropriate health and safety policy and arrangements.
Gymnastics is a complex sport with inherent risks. Anyone providing gymnastics activities should take all reasonable steps to minimise these risks.

‍Policy Statements
‍FunGym has developed a Health & Safety Management System & Guidance to assist clubs and affiliated organisations to meet their legal responsibilities. Implementing the Management System and following FunGym’s guidance will help reduce the likelihood of a successful negligence claim being made against FunGym or affiliated organisations.
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The policy and the associated guidance should be read and understood any member of staff given responsibility for the implementation of health and safety measures. It is important, however, that all those involved in operating the club – employees, contractors and volunteers – are aware of these documents and are encouraged to familiarise themselves with the guidance. All these people are given appropriate information, instructions, training and supervision in relation to health and safety. This reflects the general point that whereas clubs and organisations are responsible for the introduction of appropriate health, safety and welfare measures, the application and operation of these measures lies to a considerable extent in the hands of all the individual workers involved.

‍Definitions
“Gymnastics” is used as a generic term and includes all FunGym recognised disciplines (Acrobatics, Aerobics, Gymnastics for All, TeamGym, Disability Gymnastics, Preschool, Men’s Artistic, Rhythmic, Trampolining & DMT, Tumbling and Women’s Artistic) and gymnastics activities (e.g. freestyle)
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The term “safe”, as used in this document, means a situation where, so far as is reasonable practicable, all reasonable steps have been taken to understand the nature of the risks involved and to ensure suitable steps have been taken to control the risks and keep them to a minimum.

‍Roles & Responsibilities
‍Compliance, Monitoring & Review
The Health and Safety at Work Act 1974 (and its subordinate legislation) is the principle legislation that informs the policy. The Management of Health and Safety at Work Regulations 1999 is one other key pieces of legislation that underpins the FunGym Management System & Guidance. responsible for ensuring the policy and procedure:]
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There are some Home Country variations in certain aspects of health and safety legislation i.e. the legislation governing smoking in public places falls under a different Act of Parliament in each country. In addition, in Northern Ireland and Scotland there are different underpinning legal systems. Difference of this kind may need to be taken into account in the interpretation of the policy and the FunGym Management System & Guidance.
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The Health and Safety Executive website www.hse.gov.uk offers further information relating to Health and Safety Law.
FunGym Responsibilities – FunGym will support registered clubs and affiliated organisations to meet their responsibilities under health and safety law and will:
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Develop, monitor and evaluate the effectiveness of health, safety and welfare policy
Provide a comprehensive Health & Safety Management System and learning resources to support clubs and affiliated organisations to meet legal obligations
Provide access to expert health and safety advice and support to implement effective health and safety arrangements
Undertake regular audits and review of the effectiveness of health and safety arrangements across gymnast activity
Review near misses, accidents and other adverse events to identify trends and take action to prevent incidents occurring
Respond to health and safety concerns in line with the FunGym Complaints and Disciplinary Procedure.Monitoring & Review Arrangements
The FunGym Health, Safety and Welfare policy will be annually monitored and full policy review will take place every three years. A policy review many also be conducted in response to any of the following occurrences:
Changes in legislation or guidance
Changes in governance of the sport
Changes in the nature or size of FunGym
A procedural review taking place as a result of a significant case.

‍Interdependencies & Related Policies
‍The following related policies/guidance should be used in conjunction with this policy;
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Safe Coaching Practice
Safe Participation
Safe Trips
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Further guidance can be found within British Gymnastics publications, such as Coaching Resources and Club Management Resources. Members who are also members of other affiliated Home Countries and Regions can also refer to the Articles of Association and Rules of these Organisations.

‍Procedures
‍Actions to be taken by FunGym, affiliated organisations and members
Although clubs and affiliated organisations may have policies and procedures in place, these policies must, as a minimum requirement, comply with the standards adopted by FunGym.
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The right to take part in gymnastics activities in a safe environment, and stay free from harm, applies to everyone and all members must take reasonable steps to ensure they are fully aware and compliant with the relevant aspects of the policy.
FunGym and affiliated organisations must therefore:
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Comply with FunGym policy and the relevant statutory requirements (as declared as part of the annual registration process).
Identify the organisation’s health and safety responsibilities (see appendix 4.1 in the FunGym Health & Safety Management System & Guidance document), and put in place the relevant aspects of the FunGym or equivalent health & Safety Management system.
Identify significant risks and plan the work of the organisation to minimise all risks in respect of Health, Safety and Welfare.
Ensure the responsibilities for Health, Safety and Welfare are designated to individuals with the appropriate skills and experience.
Ensure that there are adequate training opportunities for staff, coaches, instructors, officials and other volunteers.
Ensure reporting procedures are followed for any accidents or incidents and inform FunGym of any serious allegations or concerns of poor practice.

In addition, all members must:
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Take reasonable care of their own health, safety and welfare and that of other people whom their acts or omissions may affect
Conduct activities in line with training and FunGym policy and guidance
Co-operate with FunGym, and the appropriate Home Country or Regional affiliated organisations and club, on issues relating to health, safety and welfare
Ensure reporting procedures are followed for any accidents or incidents and inform FunGym of any serious allegations or concerns of poor practice.

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