Child Protection Policy


All organisations which make provision for children and young people must ensure that:

• the welfare of the child is paramount

• all children, whatever their age, culture, disability, gender, language, racial origin religious beliefs and/or sexual identity have the right to protection from abuse

• all suspicions and allegations of abuse and poor practice will be taken seriously and    responded to swiftly and appropriately

• all staff (paid/unpaid) working for EA UK have a responsibility to report concerns to the appropriate officer.

Staff/volunteers are not trained to deal with situations of abuse or to decide if abuse has occurred.

Policy statement/aims

EA UK has a duty of care to safeguard all children involved in EA UK activities from harm. All children have a right to protection, and the needs of disabled children and others who may be particularly vulnerable must be taken into account. EA UK will ensure the safety and protection of all children involved in Upside Out activities through adherence to the Child Protection guidelines adopted by EA UK

A child is defined as a person under the age of 18 (The Children Act 1989).

Policy aims

The aim of the EA UK Child Protection Policy is to promote good practice:

• providing children and young people with appropriate safety and protection whilst in the care of EA UK

• allow all staff /volunteers to make informed and confident responses to specific child protection issues.

• Child abuse, particularly sexual abuse, can arouse strong emotions in those facing such a situation. It is important to understand these feelings and not allow them to interfere with your judgement about the appropriate action to take.

Abuse can occur within many situations including the home, school and the sporting environment. Some individuals will actively seek employment or voluntary work with young people in order to harm them. A coach, instructor, teacher, official or volunteer will have regular contact with young people and be an important link in identifying cases where they need protection. All suspicious cases of poor practice should be reported following the guidelines in this document.

When a child enters the activity having been subjected to child abuse outside the environment, Education can play a crucial role in improving the child’s self-esteem. In such instances the activity organiser must work with the appropriate agencies to ensure the child receives the required support.

Good practice guidelines

All personnel should be encouraged to demonstrate exemplary behaviour in order to promote children’s welfare and reduce the likelihood of allegations being made. The following are common sense examples of how to create a positive culture and climate.

Good practice means:

• Always working in an open environment (e.g. avoiding private or unobserved situations and encouraging open communication with no secrets).

•Treating all young people/disabled adults equally, and with respect and dignity.

• Always putting the welfare of each young person first, before winning or achieving goals.

• Maintaining a safe and appropriate distance with players (e.g. it is not appropriate for staff or volunteers to have an intimate relationship with a child or to share a room with them).

• Building balanced relationships based on mutual trust which empowers children to share in the decision-making process.

• Ensuring that if any form of manual/physical support is required, it should be provided openly and according to guidelines provided by the Education Programme. Care is needed, as it is difficult to maintain hand positions when the child is constantly moving. Young people and their parents should always be consulted and their agreement gained.

• Keeping up to date with technical skills, qualifications and insurance.

• Involving parents/carers wherever possible. For example, encouraging them to take responsibility for their children. If groups have to be supervised always ensure parents, teachers, Staff or officials work in pairs.

• Ensuring that if mixed groups are taken away, they should always be accompanied by a male and female member of staff. However, remember that same gender abuse can also occur.

• Being an excellent role model - this includes not smoking or drinking alcohol in the company of young people.

• Giving enthusiastic and constructive feedback rather than negative criticism.

• Recognising the developmental needs and capacity of young people and disabled adults,

Securing parental consent in writing to act in loco parentis, if the need arises to administer emergency first aid and/or other medical treatment.

• Keeping a written record of any injury that occurs, along with the details of any treatment given.

• Requesting written parental consent if Upside Out is required to transport young people in their cars.

Practices to be avoided

The following should be avoided except in emergencies. If cases arise where these situations are unavoidable it should be with the full knowledge and consent of someone in charge or the child’s parents. For example, a child sustains an injury and needs to go to hospital, or a parent fails to arrive to pick a child up at the end of a session:

• avoid spending time alone with children away from others

• avoid taking or dropping off a child to an event or activity.

Practices never to be sanctioned

The following should never be sanctioned. You should never:

• engage in rough, physical or sexually provocative games, including horseplay

• allow or engage in any form of inappropriate touching

• allow children to use inappropriate language unchallenged

• make sexually suggestive comments to a child, even in fun

• reduce a child to tears as a form of control

• fail to act upon and record any allegations made by a child

• do things of a personal nature for children or disabled adults, that they can do for themselves

• invite or allow children to stay with you at your home unsupervised.

N.B. It may sometimes be necessary for staff or volunteers to do things of a personal nature for children, particularly if they are young or are disabled. These tasks should only be carried out with the full understanding and consent of parents and those involved. There is a need to be responsive to a person’s reactions. If a person is fully dependent on you, talk with him/her about what you are doing and give choices where possible. This is particularly so if you are involved in any dressing or undressing of outer clothing, or where there is physical contact, lifting or assisting a child to carry out particular activities. Avoid taking on the responsibility for tasks for which you are not appropriately trained.

Incidents that must be reported/recorded

If any of the following occur you should report this immediately to the appropriate person and record the incident. You should also ensure the parents of the child are informed:

• if you accidentally hurt a player

• if he/she seems distressed in any manner

•if a person appears to be sexually aroused by your actions

• if a person misunderstands or misinterprets something you have done.

Use of photographic/filming equipment

There is evidence that some people have used events as an opportunity to take inappropriate photographs or film footage of young and disabled people in vulnerable positions. All people should be vigilant and any concerns should to be reported to EA UK.

Recruitment and training of staff and volunteers

EA UK recognise that anyone may have the potential to abuse children in some way and that all reasonable steps are taken to ensure unsuitable people are prevented from working with children.

Pre-selection checks must include the following:

• All volunteers/staff should complete an application form. The application form will elicit information about an applicant's past and a self-disclosure about any criminal record.

• Consent should be obtained from an applicant to seek information from the Criminal Records Bureau.

•Two confidential references, including one regarding previous work with children. These references must be taken up and confirmed through telephone contact.

• Evidence of identity (passport or driving licence with photo). Interview and induction

All employees (and volunteers) will be required to undergo an interview carried out to acceptable protocol and recommendations. All employees and volunteers should receive an induction, during which:

•A check should be made that the application form has been completed in full (including sections on criminal records and self-disclosures).

• Their qualifications should be substantiated.

•The job requirements and responsibilities should be clarified.

• Child protection procedures are explained and training needs are identified.

• They should sign up to the organisation’s Code of Ethics and Conduct and Child Protection policy.

Responding to allegations or suspicions

It is not the responsibility of anyone working for EA UK in a paid or unpaid capacity to decide whether or not child abuse has taken place. However there is a responsibility to act on any concerns by reporting these to the appropriate officer or the appropriate authorities.

Upside Out will assure all staff/volunteers that it will fully support and protect anyone, who in good faith reports his or her concern that a colleague is, or may be, abusing a child.

Where there is a complaint against a member of staff there may be three types of investigation:

• a criminal investigation

•a child protection investigation

• a disciplinary or misconduct investigation.

The results of the police and child protection investigation may well influence and inform the disciplinary investigation, but all available information will be used to reach a decision.

Reporting concerns about poor practice

If, following consideration, the allegation is clearly about poor practice the Management Team will deal with it as a misconduct issue. If the allegation is about poor practice by the EA UK Management Team, or if the matter has been handled inadequately and concerns remain, it should be reported to the relevant officer who will decide how to deal with the allegation and whether or not to initiate disciplinary proceedings.

Reporting concerns about suspected abuse

Any suspicion that a child has been abused by either a member of staff or a volunteer should be reported to the EA UK Child Protection Officer, who will take such steps as considered necessary to ensure the safety of the child in question and any other child who may be at risk.

The EA UK Child Protection Officer will refer the allegation to the social services department who may involve the police.  The parents or carers of the child will be contacted as soon as possible following advice from the social services department.

If the EA UK Child Protection Officer is the subject of the suspicion/allegation, the report must be made to the appropriate Manager or in his/her absence to Social Services.


Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only. This includes the following people:

• the EA UK Protection Officer

• the parents of the person who is alleged to have been abused

•the person making the allegation

• social services/police

Seek social services advice on who should approach the alleged abuser (or parents if the alleged abuser is a child).

Information should be stored in a secure place with limited access to designated people, in line with data protection laws (e.g. that information is accurate, regularly updated, relevant and secure).

Enquiries and further action

Internal enquiries and possible suspension

The EA UK Child Protection Officer will make an immediate decision about whether any individual accused of abuse should be temporarily suspended pending further police and social services inquiries.

Irrespective of the findings of the social services or police inquiries the EA UK Disciplinary Committee will assess all individual cases to decide whether a member of staff or volunteer can be reinstated and how this can be sensitively handled.

This may be a difficult decision; particularly where there is insufficient evidence to uphold any action by the police. In such cases, the EA UK Disciplinary Committee must reach a decision based upon the available information which could suggest that on a balance of probability, it is more likely than not that the allegation is true. The welfare of the child should remain of paramount importance throughout.

Support to deal with the aftermath of abuse

Consideration should be given to the kind of support that children, parents and members of staff may need. Use of helplines, support groups and open meetings will maintain an open culture and help the healing process.

The British Association for Counselling Directory is available from The British Association for Counselling, 1 Regent Place, Rugby CV21 2PJ, Tel: 01788 550899, Fax: 01788 562189, E-mail:, Internet: .

Consideration should be given to what kind of support may be appropriate for the alleged perpetrator.

Allegations of previous abuse may be made some time after the event (e.g. by an adult who was abused as a child or by a member of staff who is still currently working with children).

Where such an allegation is made, the club should follow the procedures as detailed above and report the matter to the social services or the police. This is because other children, either within or outside sport, may be at risk from this person. Anyone who has a previous criminal conviction for offences related to abuse is automatically excluded from working with children. This is reinforced by the details of the Protection of Children Act 1999.


If bullying is suspected, the same procedure should be followed as set out in 'Responding to suspicions or allegations' above.

Action to help the victim and prevent bullying in sport:

• Take all signs of bullying very seriously.

•Encourage all children to speak and share their concerns (It is believed that up to 12 children per year commit suicide as a result of bullying, so if anyone talks about or threatens suicide, seek professional help immediately). Help the victim to speak out and tell the person in charge or someone in authority. Create an open environment.

• Investigate all allegations and take action to ensure the victim is safe. Speak with the victim and the bully(ies) separately.

• Reassure the victim that you can be trusted and will help them, although you cannot promise to tell no one else.

• Keep records of what is said (what happened, by whom, when).

• Report any concerns to the Club Child Protection Officer or the school (wherever the bullying is occurring).

Action towards the bully(ies):

• Talk with the bully(ies), explain the situation, and try to get the bully (ies) to understand the consequences of their behaviour. Seek an apology to the victim(s).

• Inform the bully’s parents.

• Insist on the return of 'borrowed' items and that the bully(ies) compensate the victim.

• Provide support for the victim's coach.

• Impose sanctions as necessary.

• Encourage and support the bully(ies) to change behaviour.

• Hold meetings with the families to report on progress.

• Inform all organisation members of action taken.

• Keep a written record of action taken.

• Most 'low level' incidents will be dealt with at the time by coaches and volunteers.

However, if the bullying is severe (e.g. a serious assault), or if it persists despite efforts to deal with it, incidents should be referred to the Upside Out Child Protection Officer as in "responding to suspicions or allegations" above.

Reporting concerns outside the immediate environment (e.g. a parent or carer)

Report your concerns to the EA UK Child Protection Officer, who should contact social services or the police as soon as possible. If the EA UK Protection Officer is not available, the person being told of or discovering the abuse should contact social services or the police immediately.

Social Services and the EA UK Protection Officer will decide how to involve the parents/carers.

Maintain confidentiality on a need to know basis only.

Providing information to police or social services

Information about suspected abuse must be accurate and a detailed record should always be made at the time of the disclosure/concern.  It should include the following:

•The child's name, age and date of birth of the child.

• The child's home address and telephone number.

• Whether or not the person making the report is expressing their own concerns or those of someone else.

• The nature of the allegation. Include dates, times, any special factors and other relevant information.

• Make a clear distinction between what is fact, opinion or hearsay.

• A description of any visible bruising or other injuries. Also any indirect signs, such as behavioural changes.

• Details of witnesses to the incidents.

• The child’s account, if it can be given, of what has happened and how any bruising or other injuries occurred.

• Have the parents been contacted?

• If so what has been said?

•Has anyone else been consulted? If so record details.

• If the child was not the person who reported the incident, has the child been spoken to? If so what was said?

• Has anyone been alleged to be the abuser? Record details.

• Where possible referral to the police or social services should be confirmed in writing within 24 hours and the name of the contact who took the referral should be recorded.

If you have any concerns about a child call the NSPCC 24-hour Helpline on 0808 800 5000 for immediate advice.

Equal opportunities & Diversity policy

The information in this page forms part of your terms and conditions of employment

EAUK is committed to Equal Opportunities and the management of diversity.  It is committed to fostering and promoting a workplace where people are treated with dignity and respect and where people are valued as individuals.  We recognise that people with different backgrounds, skills, attitudes and experiences can bring fresh ideas and perceptions which can make our work more efficient and provide better services to a wider community.  We are committed to ensuring employees maximise their potential and their contribution to the organisation.

EAUK will ensure that it provides equality of opportunity in all aspects of employment and that no job applicant or employee is discriminated against on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation, spent criminal convictions, employment status or any other criterion not relevant to the point at issue.  This principle applies to all aspects of employment, including pay, hours of work, holiday entitlement, work allocation, sick pay, pensions, recruitment, training, promotion, disciplinary and grievance matters and redundancy.

The aim of this policy is to communicate the commitment of the management to the promotion of equality of opportunity.  It is our policy to provide equality to all, irrespective of:

•gender, including gender reassignment

• marital or civil partnership status

• having or not having dependents

• religious belief or political opinion

• race (including colour, nationality, ethnic or national origins, being an Irish traveller)


• sexual orientation

• age

We are opposed to all forms of unlawful and unfair discrimination. All members of the organisation will be treated fairly and will not be discriminated against on any of the above grounds. Decisions on employment, training or any other benefit will be made objectively, without unlawful discrimination, and based on aptitude and ability.

We recognise that the provision of equal opportunities in all our activities will benefit the organisation. Our equal opportunities policy will help employees to develop their full potential and the talents and resources of the employees will be utilised fully to maximise the effectiveness of the organisation.

EAUK recognises that there is a statutory duty under the NI Act 1998, to implement an equal opportunities policy. This policy applies to applicants for employment and volunteers alike.

EAUK is committed to the principles and practice of Equality. EAUK values the diversity of the local population. We want our services, facilities and resources to be accessible and useful to every citizen regardless of gender, age, ethnic origin, religious belief, disability, marital status, sexual orientation, or any other individual characteristic which may unfairly affect a person’s opportunities in life.

Equality Commitments

We are committed to:

• promoting equality of opportunity for all persons

• promoting a good and harmonious learning environment in which all men and women are treated with respect and dignity and in which no form of intimidation or harassment is tolerated

• preventing occurrences of unlawful direct discrimination, indirect discrimination, harassment and victimisation

• fulfilling all our legal obligations under the equality legislation and associated codes of practice

• complying with our own equal opportunities policy and associated policies

• taking lawful affirmative or positive action, where appropriate

• breaches of our equal opportunities policy will be regarded as misconduct and could  lead to termination of membership to our programmes


EAUK will ensure that job descriptions and person specifications reflect the job and do not incorporate any stereotyping. Selection criteria will be reviewed to ensure that they are justifiable on non-discriminatory grounds as being essential for the effective performance of the job. When a new post is created or the job description for an existing post is substantially changed, the job description will be checked by the HR Director to ensure that it does not contain in-built prejudice.  Requirements as to length of service, physical characteristics, mobility, or other qualifications which could be in breach of this policy will be excluded.

All vacant posts will be advertised both internally and externally.  The minimum advertising for each position will consist of the website and Facebook as well as advertising through the press or other media is at the discretion of the manager responsible for recruiting to that post, but EA UK will not in any circumstances rely on word of mouth recruitment alone.

All advertisements will state EAUK is committed to equal opportunities.

EAUK aims to have a workforce that is representative of the communities from which it is drawn.   Where this is not the case it will take positive steps to improve the situation. This includes careful consideration of where and how it may be most effective to advertise vacant posts.

All applicants will be required to fill in a EAUK application form.

Application forms will contain only questions relevant to the job applied for and will not ask unnecessary personal questions.

Application forms will seek to enable people to emphasise the positive aspects of their application, and will make it clear that life experience as well as formal qualifications and previous work experience is valid.

A brief statement of EAUK Equal Opportunities Policy will form part of all job application forms.

Whenever applicants receive an application form they will also receive an Equal Opportunities Monitoring Form and a job description.  Job descriptions will include a person specification which will indicate the work experience, personal attributes, education qualifications and any other factors that are essential for the performance of the job.

Each applicant will be assessed against the job description and the person specification.  If managers have difficulty in assessing overseas academic qualifications they should contact the HR Team.

EAUK will provide job descriptions on tape and disk when asked, and will do whatever else it can to facilitate applications from disabled people.

EAUK is positive about employing disabled people and any disabled applicant that meets the minimum criteria as stated in the person specification will be invited to attend an interview.  Reasonable adjustments will be made to the assessment process to allow disabled people to demonstrate their abilities.

EAUK is committed to taking positive action to ensure that groups who are oppressed or discriminated against are equally represented at all levels of employment within the organisation.

Work Life Balance and Flexible Working

EA UK recognises that work life balance policies can play a key role in allowing employees to combine work and family responsibilities and can enhance the equal opportunities of staff with family or caring responsibilities.

Requests to rearrange working conditions to take into account family or caring responsibilities from staff will be considered sympathetically by EAUK.  Arrangements that may be considered would be part-time hours, job-sharing, working from home or allowing staff to work their hours flexibly.  It should be recognised that any requests for change will have to accommodate work priorities.

EAUK recognises that flexible working can be a requirement for different people at different times and will therefore not dismiss any request for flexibility in working pattern without consideration and balancing of individual and business needs.


The Management team have specific responsibility for the effective implementation of this policy. We expect all employees to abide by the policy and help to create the equality environment which is its objective.

In order to implement this policy we shall:

• Communicate the policy to staff by issuing an induction pack to all existing, and new members

• EAUK will endeavour through appropriate training to ensure that it will not consciously, or unconsciously discriminate in the selection or recruitment of applicants for employment

• Incorporate specific and appropriate duties in respect of implementing the equal opportunities policy into roles and responsibilities of staff

• Incorporate equal opportunities notices into general communications practices (e.g. announcements, meeting, notices and newsletters. This policy will be read out to all staff at each annual general meeting

• Ensure that adequate resources are made available to fulfil the objectives of the policy

Monitoring and review

We will establish appropriate information and monitoring systems to assist the effective implementation of our equal opportunities policy. The effectiveness of the equal opportunities policy will be reviewed regularly (at least annually) and action taken as necessary.


EAUKis committed to monitoring to ensure effective implementation of the policy.  In order to ensure that this policy is operating effectively (and for no other purpose), EA UK maintains records of applicants and employees’ ethnic origins and disability.

All information collected for monitoring will be treated as confidential and will be clearly separated from the process of selection of staff.

Annual monitoring will show the current staff profile with a breakdown by grade, programme, race, sex, age and disability.

EAUK will ensure that any information gathered for the purpose of monitoring will only be used for monitoring and will be protected from misuse, in accordance with Data Protection laws.