Our policies and procedures follow LTA best practice and are set out in the following sections of this web page:

• Guiding Principles
• Safeguarding & Equality Code of Conduct
• Safeguarding Policy
• Recording of Photos Policy
• Diversity and Inclusion Policy
• Whistleblowing Policy
• Safeguarding Reporting Procedure

See also the LTA's resource  'What's the Score: Safe and Inclusive Tennis

Summary of Guiding Principles

The Committee is committed to safeguarding and equality for all members.

Principles to be followed in promoting safeguarding and equality:

1. Safeguarding and Equality policies apply to all members, coaches and visitors
2. Encourage children and adults to create safe and inclusive sporting environments
3. Safe and inclusive recruitment, induction, training and support
4. Protection of confidential information about safeguarding and equality
5. Prompt action in addressing safeguarding and discrimination concerns

Safeguarding generally is managed collectively by the Committee.

Child protection tennis issues are managed specifically by our Child Protection Officer - Jim Coppack - email via Tennis Chair

Safeguarding and Equality Code of Conduct

• Prioritise the well-being of all children and vulnerable adults at all times
• Be a positive role model. Act with integrity, even when no one is looking
• Help to create a safe and inclusive environment both on and off court and promote the Fair Play values
• Value and celebrate diversity and make all reasonable efforts to meet individual needs
• Keep clear boundaries between your professional and personal life, including on social media
• Check you have the relevant consent from parents before taking or using photos and videos of children
• Ensure that roles and responsibilities are clear and that everyone has the information and training to carry them out
• Where possible, do not be alone with a child or vulnerable adult
• Do not abuse, neglect, harm or discriminate against anyone, or act in a way that may be interpreted as such
• Doing nothing is NOT an option: report all concerns and disclosures as soon as possible

Note - it is illegal to have a relationship with someone who is under 18 years old if you are in a position of trust. It is illegal to have a sexual relationship with anyone under the age of 16 whether they give consent or not.

Safeguarding Policy

SAFEGUARDING IS EVERYONE’S RESPONSIBILITY - NOT RESPONDING TO A SAFEGUARDING CONCERN IS NOT AN OPTION.

Malton Rackets Club is committed to prioritising the well-being of all children and adults at risk, promoting safeguarding in our club at all times, including all programmes and events we run. This Policy aims to minimise risk, deliver a positive experience for everyone and respond appropriately to all safeguarding concerns.

Definition of Safeguarding

• Safeguarding children involves protecting them from abuse and neglect, preventing the impairment of their health or development, and ensuring that they grow up in circumstances consistent with the provision of safe and effective care.
• Safeguarding adults at risk involves protecting them from abuse or neglect and empowering them to make their own choices; consulting them before taking action, wherever possible and safe to do so.

Roles & Responsibilities

• The Committee has overall accountability for this Policy, its implementation and keeping it up to date
• All individuals involved in the Club are responsible for reading and upholding the Policy and Code of Conduct

Safe Recruitment Policy

• We require a DBS check before a new coach is allowed to coach at the Club and renewed every 3 years thereafter
• All coaching staff are required to read our policies and code of conduct and to discuss them with the Lead Coach
• All coaching staff are required to have covered an LTA Safeguarding module as part of their training

Reporting

• Any concerns regarding Safeguarding should be reported using our Safeguarding Reporting Procedure as set out below

Breach of Policy

• Breaches of this Policy may result in disciplinary action leading to possible exclusion from the Club and legal action
• Where an appeal is made following a safeguarding decision made by the Club, an independent appeal body may be used

Recording & Publishing Images Policy

We encourage coaches, parents and friends to take pictures and videos. We believe that this can encourage children to take part in sport, record special moments in their tennis development and can be a useful aid in coaching and development.

• Parents, carers and spectators who want to take photos or videos are required to obtain the consent of the parents of all children involved.
• Coaches who wish to take photos or videos at an event, or publish images after the event, must obtain consent from parents, explaining why they are taking the images and what they will be used for.
• Coaches may use video equipment as a legitimate coaching method. Tennis players and their parents or carers should be made aware if this forms part of the coaching programme and any such recording must be destroyed after use.

If anyone has concerns about inappropriate photography, this should be reported immediately to the event organiser or the Club Child Protection Officer who will follow our Safeguarding procedures.

Appropriate Images

All children featured in photographs or recordings must be:

• Appropriately dressed with clothing covering their torso from their neck to thighs, e.g. t-shirts and shorts or skirt
• Featured with people engaging in sporting activity
• Recorded in groups with other children or adults where possible
• Representative wherever possible of the diversity across the sport, with regard to age, gender, ethnicity and disability
• Identified using their first name only, although it is preferable that their name is not given

Diversity & Inclusion Policy

The aim of this policy is to ensure that everyone is treated fairly, with respect and to ensure that members, non-members and visiting teams are not denied access to our tennis venue because of any discriminatory reason.

Our commitment is to:

• Establish an inclusive and welcoming environment
• Ensure that all members and visitors are treated fairly and with respect
• Promote the LTA's  Fair Play values within all sporting activities
• Eliminate discrimination by reason of age, gender, sexual orientation, race, nationality, religion or disability
• Oppose all forms of harassment, bullying or abuse whether it is physical, verbal or online
• Encourage the development of coaches in order to achieve greater diversity and inclusion within the sports
• Ensure there is an immediate investigation of any complaints of discrimination

Whistleblowing Policy

All members should feel safe and supported in reporting any concerns or wrongdoing and whistleblowing plays an important part in this. The Club will ensure that any concerns related to illegal activities, unethical behaviour, financial impropriety, health and safety violations, harassment, discrimination, or any other actions that are contrary to the Club's values and policies are addressed appropriately. 

Handling of concerns: 

•    All concerns reported under this policy will be treated with utmost seriousness, and the Club will investigate and address them promptly and fairly. 
•    The Tennis Chair is the Club’s Whistleblowing Officer, who will notify the Club Chairman upon receipt of notification of a concern. The Whistleblowing Officer is responsible for receiving and addressing reports. 
•    Members can also report through any other committee member to maintain anonymity, if required.
•    Upon receipt of a report an initial assessment will be conducted to determine the appropriate course of action. This may involve consultation with legal advisors or relevant authorities.
•    If the concern falls within the scope of another existing policy (e.g., Safeguarding, Code of Conduct), it will be directed to the appropriate channel for investigation.
•    For concerns falling under this policy, the Whistleblowing Officer will initiate an investigation to be carried out by committee members who are not directly involved in the reported issue. The investigation will be both partial and transparent. 
•    The confidentiality of individuals reporting concerns and the subjects of the reports will be protected. Information will be shared only on a need-to-know basis to facilitate a fair investigation and resolution.
•    Retaliation against individuals who report concerns will not be tolerated. Any form of retaliation will be considered a violation of this policy and will be subject to disciplinary action.
•    Once an investigation is complete, the Club will take appropriate action based on the findings. This may include corrective actions, disciplinary measures, or other steps to address the reported concern and prevent its recurrence.

Concerns can be reported directly to the Tennis Chair or through the Club email: tennischairmrc@gmail.com

Safeguarding Reporting Procedure

This Procedure provides guidance to the individual to whom a concern around Safeguarding or Discrimination is reported.

If you are made aware of a Safeguarding concern you should follow the following procedure:

If someone is in immediate danger, call the police: 999

Respond

• Listen carefully; do not interrupt
• Keep questions to a minimum
• Do not promise to keep the information secret

Refer

• If someone is in immediate danger, call the police (999)
• Inform our Child Protection Officer immediately, who will report it to the LTA Safeguarding Team
• Contact the LTA Safeguarding Team or NSPCC if you are unable to contact the Club Child Protection Officer

Record

• Ask our Child Protection Officer for a Reporting a Concern Form or download one here Reporting a Concern Form
• Complete the form within 48 hours of the concern and return it to the Child Protection Officer

Contact Details

• Club Child Protection Officer (Tennis) - Jim Coppack - 07597 844492 - tennissafeguardingmrc@gmail.com  
• The British Tennis Safeguarding Team - 020 8487 7000 (office hours)
• NSPCC - 0808 800 5000 (outside office hours)