Upper Thames Rowing Club Safeguarding & Protecting Juniors Policy & Procedures

(As displayed on the Clubhouse notice board)

UTRC overall governance

It is the responsibility of the Main Club Committee to ensure these policies and procedures are defined, reviewed annually and implemented effectively.

A junior is any individual under 18 participating in an activity at UTRC irrespective of whether they are a club member or not.

By the November Committee meeting each year the British Rowing Safeguarding and Protecting Children Policy and the UTRC Safeguarding Juniors Policy and Procedures should be reviewed, validated and minuted by the new committee.

UTRC key general procedures

All coaches of Juniors or vulnerable athletes must be appropriately vetted in line with British Rowing guidance including a Criminal Records Bureau Disclosure certificate under British Rowing guidelines.

The British Rowing’s Safeguarding and Protecting Children Policy must be on display in the main clubhouse and on the UTRC website for access to all members.

All parent/carers and juniors should receive a copy of these procedures and the British Rowing stay Safe & Have Fun Junior Card when they first join and each year i.e. at the start of each new season. They should also receive contact details for the Captain and Club Welfare Officer as well as the junior coaching team.

A contacts list for the CWO, British Rowing Child Protection Officer (British Rowing CPO) and other child services (British Rowing form WG 3.5) should be completed by 30th September each year and placed on the Notice board. This is a duty of the Junior Co-coordinator having agreed this with the CWO.

A Club Welfare Audit (British Rowing Form WG 3.6) must be completed by Jan 31st each year and signed by the Club Captain, noted by the Main Committee (including any actions required), and be available for all to view upon request. Any actions required should be completed by the second Rowing Sub Committee meeting after the audit being presented to the Rowing Sub Committee or 3 months whichever is the earlier.

All parents and coaches in contact with Juniors must have been CRB checked prior to the coach or parent helper assisting in any way.

The initial application forms for CRB are available on the British Rowing Website http://www.britishrowing.org/welfare/guidance-documents and by down loading form WG 2.6 and returning this form direct to The Child Protection Officer, British Rowing, 6 Lower Mall, London, W6 9DJ.

The CWO is to be advised that this form has been sent by contacting her by email at janet.d.hope-brown@gsk.com and advising that you have begun the application process and advising your email and phone contact

The term “Course Leader (CL)” is used in this document for the purposes of describing the person responsible for organizing a team for an event or a training activity. For trips away the CL must have read and understood all the guidelines distributed by British Rowing and UTRC.
It is the responsibility of the Captain and RSC to ensure all UTRC coaches (junior and otherwise) receive advice on Duty of Care and Child Protection by way of British Rowing form WG 3.1

All UTRC coaches are expected to follow British Rowing guidelines of good practice and take all reasonable measures to eliminate bad practice. (Section 2 of the British Rowing Safeguarding and Protecting Children Policy).

Each Training Session

  • All coaches (designated as course leaders) should be acquainted with the risk assessment associated with the specific location being used.

Day Trips/ regattas including overnight stays

  • Full contact details for CL, relevant helpers and coaches must be given to parents/carers
  • One appropriately vetted adult should be nominated to act as Welfare Officer for the event/trip. This person should be made known to everyone attending the event/trip.
  • For events where junior athletes leave and return on the same day parents must have received contact details for all junior coaches, the CWO, the Captain and his Deputy for contact in case of emergency and signed and returned the UTRC Day Event Form to be completed annually by parents and securely filed with the Captain, Junior Coordinator and CWO.
  • For trips with overnight stays relevant parent/carer consent forms must be signed and received (one copy with course leader and one copy filed with CC (British Rowing form WG 4.2).
  • A Coach/helper information sheet may be documented and used by the CL to help (one copy to stay with CL one copy to be filed with the Captain) (British Rowing form WG 4.3).
  • Risk assessment for venues must be completed and all coaches/helpers are to have access to rather than receive (i.e., posted on website or on trailer at event) a copy from the CL. A copy must be filed with the Captain. This can be the event’s own risk assessment.
  • Any issues arising from the trip should be put in writing by the CL with as much detail as possible and within 7 days of returning and sent to the relevant person (in cases of bullying/ abuse to the CWO (cc to the CC and JC) in cases of discipline e.g. alcohol/ drugs/general behaviour to the CC, (cc JC and CWO)
  • No alcohol or illegal substances are to be consumed by anybody under 18 whilst on an organised UTRC trip (this will result in disciplinary action by UTRC including potential exclusion from the event and possibly from UTRC)
  • Training Camp
  • In addition to the points outlined above for day trips/regattas/overnight stays;
  • A water safety and welfare checklist must be completed by the course leader (one copy to stay with the CL, one copy to be filed with CC) (British Rowing form WG 4.4)
  • All Parents and Juniors attending must also agree to the UTRC Residential trips with children, Code of Conduct as available at a link at the base of this document
  • Reporting Concerns
  • All coaches (paid and volunteer), helpers and club officials involved in any section of the club should ensure they are aware of what to do in the case of a junior choosing them to confide in of abuse and or bullying.
  • Concerns of any UTRC member must be reported immediately to the Captain or CWO for action (if none of these is available the member has a duty to refer the situation to the British Rowing CPO, or in cases of emergency straight to the Police/ NSPCC or (see British Rowing form WG 1.2)
  • Concerns about any under 18’s rowing at UTRC but not UTRC members (e.g. as part of a school under a separate agreement) must also be reported to the CC or the CWO.
  • At the Club/ General
  • Juniors must complete a swim test and capsize drill before going on the water when they join UTRC.
  • The club shall have a section of notice board for the sole use of the CWO for junior welfare and safety.
  • The UTRC Code of Conduct is to be given to all coaches before starting at UTRC and a signed acknowledgement received and lodged with the CC. (British Rowing form WG 1.4).
  • Each coaching session should have at least one British Rowing qualified coach or a coach deemed competent by the Club Captain (or hold another NGB rowing qualification as deemed acceptable by the Captain)
  • A Risk Assessment should be completed by 1st September, 1st January and 1st April each season and held by the JC and CC.
  • The qualified coach has the final say on the safety for the sessions including the final say on boating. If a qualified coach deems rowing unsafe for a group this will deem the outing to be over or not to begin. The Lead coach can decide to review the situation at a later point and if he/she is satisfied that the session can proceed, it can begin.
  • The Club Captain if present or another qualified coach involved in the session has the power on safety grounds to stop or cancel any junior training sessions at any point.
  • Juniors may not boat even in private boats if the decision not to row has been taken on safety grounds.
  • Parents/ carers must adhere to arrival and collection times for their children
  • Parents must read and follow the British Rowing Conduct (British Rowing Form WG 1.4)
  • Juniors must read a copy of the Code of conduct for Junior Members and agree to abide by it (to include of list or required kit/equipment) (see separate form by link )
  • Parents must make coaches aware of any illness or injury that may affect their child or others they row with
  • Parents must inform the UTRC Junior Coordinator and CC of any changes to the child’s medical condition
  • Parents must maintain an up to date address, email (unless they are not on email) and phone number with the club membership secretary
  • Graham Lloyd Email graham.utrc@robics.com
  • Parents and juniors can expect confidentiality of any information held about them and that information will be shared on a need-to-know basis only.
  • Coaches must avoid unnecessary physical contact with juniors with the exception of where it is deemed a useful tool for aiding technical development in the sport. A coach must always ask before touching any junior athlete.
  • If a junior athlete feels they have been treated inappropriately, the athlete should report the incident to the CWO, the Club Captain, or their parents, another trusted person, the British Rowing CWO or phone the Police or NSPCC. All numbers can be found on the junior notice board and on the separate contact form on this page .
  • All junior coaches should meet the CWO and be made aware of reporting procedures in case of concerns. Details of the CWO are available on the club noticeboard along with other points of contact.
  • JC and CWO and Junior coaches should hold the relevant and updated Child Welfare training certification as required by British Rowing. Contact details for the CWO, NSPCC, Local Authority and other relevant bodies (e.g. British Rowing CWO) must be posted on the notice board at all times and held by the JC and the CC.
  • The club will aim to adhere to photography guidelines regarding juniors in line with British Rowing Guidance
  • Contravention of these guidelines, or those issued for regattas and camps, by a junior athlete or parent can result in disciplinary measures being taken which may involve restricting access to Upper Thames Rowing Club either on a temporary or permanent basis.

Further Contacts and information

Further Links

Child Protection Policy
Vulnerable Adults Policy
CRB Checks
Guidance Documents
Row Safe – A guide to Good Practice in Rowing