Safeguarding Reporting Process

Stokesley Hockey Club – Safeguarding Reporting Process

1. Purpose

1.1 Stokesley Hockey Club is committed to safeguarding and promoting the welfare of all children and young people involved in hockey activities.
1.2 This reporting process explains:
•    How safeguarding concerns should be reported
•    Who concerns should be reported to
•    How concerns will be managed
•    When concerns should be escalated externally
1.3 This process applies to:
•    Players
•    Coaches
•    Volunteers
•    Parents and guardians
•    Committee members
•    Officials and umpires
•    Any person involved with Stokesley Hockey Club activities

 

2. Immediate Danger or Emergency

2.1 If a child or young person is in immediate danger or requires urgent medical attention:
•    Call 999 immediately
•    Request Police or Ambulance assistance as appropriate
2.2 As soon as possible afterwards:
•    Inform the Club Welfare Officer
•    Inform the Club Chair if the Welfare Officer is unavailable
•    Record the concern in writing

 

3. What Should Be Reported

3.1 Any safeguarding concern should be reported, including:
•    Abuse or neglect
•    Bullying or harassment
•    Poor practice by adults or young people
•    Inappropriate behaviour
•    Discrimination
•    Online safety concerns
•    Inappropriate communication
•    Concerns relating to welfare or wellbeing
•    Allegations against coaches, volunteers or members
•    Concerns arising outside hockey if they may affect safety within hockey
3.2 You do not need proof before reporting a concern.
3.3 If in doubt, report the concern.

 

4. Who to Report Concerns To

4.1 Safeguarding concerns should normally be reported to the Club Welfare Officer.
4.2 If the concern involves the Club Welfare Officer, the concern should be reported to:
•    The Club Chair; or
•    England Hockey Safeguarding Team
4.3 Where appropriate, concerns may also be referred directly to:
•    Police
•    Children’s Services
•    England Hockey

 

5. How to Report a Concern

5.1 Concerns may be reported:
•    In person
•    By telephone
•    By email
•    In writing
5.2 Reports should include as much information as possible, including:
•    Name of child or young person
•    Nature of concern
•    Date, time and location
•    Names of witnesses
•    Exact words used where relevant
•    Any immediate actions taken
5.3 Reports should contain factual information only and avoid assumptions or opinions.

 

6. Responding to a Disclosure

6.1 If a child or young person discloses information:
•    Stay calm
•    Listen carefully
•    Reassure them they have done the right thing
•    Do not promise confidentiality
•    Do not ask leading questions
•    Do not investigate yourself
6.2 Explain that the information may need to be shared with people who can help keep them safe.
6.3 Record the disclosure as soon as possible using the child’s own words where possible.

 

7. Role of the Club Welfare Officer

7.1 The Club Welfare Officer will:
•    Receive safeguarding concerns
•    Assess immediate risk
•    Maintain confidential records
•    Refer concerns where necessary
•    Liaise with England Hockey and statutory agencies
•    Support those involved appropriately
7.2 The Welfare Officer does not determine guilt or innocence and must not conduct formal investigations unless advised to do so.

 

8. Referral to External Agencies

8.1 Concerns may be referred externally where:
•    A child may be at risk of harm
•    A criminal offence may have occurred
•    England Hockey safeguarding thresholds are met
•    Advice from statutory agencies recommends referral
8.2 External referrals may include:
•    Police
•    Children’s Services
•    Local Authority Designated Officer (LADO)
•    England Hockey Safeguarding Team

 

9. Confidentiality

9.1 Safeguarding information will only be shared on a need-to-know basis.
9.2 Confidentiality cannot be guaranteed where:
•    A child is at risk of harm
•    Criminal behaviour may have occurred
•    Disclosure is required by law
9.3 All safeguarding records will be stored securely and handled in accordance with data protection legislation.

 

10. Recording Concerns

10.1 All safeguarding concerns must be recorded accurately and promptly.
10.2 Records should include:
•    Date and time of concern
•    Details of concern
•    Actions taken
•    Persons informed
•    Outcome or follow-up actions
10.3 Records should be signed and dated where possible.

 

11. Allegations Against Staff or Volunteers

11.1 Any allegation against a coach, volunteer, official or committee member must be reported immediately to the Club Welfare Officer or Club Chair.
11.2 The club may:
•    Refer the matter to England Hockey
•    Refer the matter to statutory agencies
•    Impose interim restrictions or suspension where appropriate
11.3 No internal investigation should compromise any Police or Children’s Services investigation.

 

12. Poor Practice Concerns

12.1 Some concerns may involve poor practice rather than abuse.
Examples include:
•    Inappropriate language
•    Minor breaches of codes of conduct
•    Poor supervision
•    Inappropriate communication methods
12.2 Poor practice concerns should still be reported and recorded.
12.3 The club may address poor practice through:
•    Advice
•    Training
•    Monitoring
•    Informal or formal disciplinary action

 

13. Whistleblowing

13.1 Stokesley Hockey Club encourages all individuals to report concerns about safeguarding or poor practice.
13.2 Individuals reporting concerns in good faith will be supported and protected from victimisation wherever possible.

 

14. Online and Social Media Concerns

14.1 Concerns involving online communication, social media or digital platforms should be reported in the same way as any other safeguarding concern.
14.2 Evidence such as screenshots or messages should be retained where safe and appropriate.

 

15. Training and Awareness

15.1 The club will promote safeguarding awareness through:
•    Safeguarding training
•    Volunteer induction
•    Codes of conduct
•    Communication with parents and players
15.2 Relevant individuals may be required to complete England Hockey safeguarding training.

 

16. Review of Process

16.1 This Safeguarding Reporting Process will be reviewed every three years or sooner if:
•    Legislation changes
•    England Hockey guidance changes
•    A safeguarding incident identifies a need for review
16.2 Policy Owner: Stokesley Hockey Club Committee
16.3 Next Review Date: 2028