Child and Vulnerable Adult Protection Policy

Last updated September 2013

Introduction
Scottish Academy of Chinese Martial Arts (SACMA) aims to ensure that every child (i.e. person under the age of 18) or vulnerable adult, are protected and kept safe from harm while they are in the care of our instructors. All instructors will work together to embrace difference and diversity and respect the rights of every child and vulnerable adult in their care.
This accompanying document outlines the SACMA commitment to protecting children. For simplicity sake within this document when the word ‘Child’ appears it also applies to vulnerable adults.

At SACMA all our instructors are carefully selected, screened, trained and supervised.

• Selection and Screening
• All applicants to our organisation will complete our SACMA application form.
• Short listed applicants will be asked to attend an interview.
• Short listed applicants will be asked to provide two references. These will be taken up prior to confirmation of an appointment.  The referees must have known the applicant for at least two years and are non-family members.
• All successful applicants appointed into an instructor position will undergo enhanced disclosure checks. These checks will be requested prior to the applicant taking up the position.

The successful applicant will receive induction training, which will give an overview of the organisation and ensure they know its purpose, values, services and structure. Relevant training and support will be provided on an on-going basis and will cover information about their role, and opportunities for practicing skills needed for their position. Training on specific areas such as health and safety procedures, identify and reporting abuse, and confidentiality will be given as a priority to all new staff.

All instructors will have a designated supervisor who will provide regular feedback and support.

SACMA will ensure that all individuals involved in the recruitment, training and supervision, are aware of this policy and have received appropriate training and support to ensure its full implementation.

If a SACMA Instructor identifies signs of physical or emotional abuse or neglect s/he must:

• Inquire on the signs to the child, but ask no leading questions.
• Accurately record signs of abuse e.g. dates, descriptions of abuse, psychological state etc.
• Inform Gary McCaw, SACMA Head Instructor immediately.
• Do not approach parents, guardians, police, social services or teachers.

If a SACMA student discloses abuse to an Instructor s/he must:

• Before disclosure, explain to the child that you have a duty of care and must act upon the information (this is done in a manner the child will understand).
• Afterwards in private, make detailed written record of the conversation in the words of the child.
• Inform Gary McCaw, SACMA Head Instructor immediately.
• Do not approach parents, guardians, police, social services or teachers.

If a SACMA instructor approaches you with a case of abuse you must:

• Ensure that everything is fully documented.
• Do not approach parents/guardians/police/doctors.
• Inform Social Services. You have a duty of care and must act upon the information under Section 47 of the Children’s Act. Non-intervention is unacceptable under the Children’s Act and the SACMA Child and Vulnerable Adult Policy.

A mandatory risk assessment must be conducted in every one of your coaching environments and any prospective venues you may be considering.

The assessment should include a description of every identifiable hazard, the severity of harm the potential hazard may cause, the risk control measure you will/have put in place, the likelihood the hazard will be realised once you have put your control measures in place and finally the overall risk.

As well as obvious hazards such as low ceilings, uneven floors, protruding objects, students can create hazards themselves such as equipment left lying around and drinks bottles left unattended. There are many potential sources of hazard, however, concentrate on tangible hazards and really think how they can be lessened or eliminated.

SACMA has identified the following circumstances under which photographic images of students may be taken. This is meant to be an indicative list of circumstances provided for guidance and is not exhaustive or complete:-  

• Video - training sessions, demonstrations, competitions, gradings and instructional videos
• Action shots - General photos of students during training sessions, demonstrations, competitions, and gradings.
• Team photographs - posed group photos
• Awards and ceremonies
• Press coverage - local newspapers and specialist Martial Arts press
• Tours and competitions
• Additionally, any of the above may be published on the SACMA and Phoenix Martial Arts website, club noticeboards, or facebook.

When a child joins SACMA, it is our policy that written parental consent must be sought to allow their child to appear in club photographic material.
If a parent/guardian does not approve, then the SACMA reserves the right not to allow the relevant child to participate in events where they could be expected to be photographed/videoed. SACMA may consider allowing the relevant child to participate provided their parent/guardian is present throughout and undertakes to supervise and monitor such child for the purposes of photos/videos. If the parent or guardian is unable to prevent unauthorised photographs/videos and is unhappy about this, they should immediately withdraw their child from the event concerned.
Parents that wish to photograph their child at a training session or event must seek permission from the Instructor before hand. If this privilege is abused and contradicts the well being, ethics and integrity of which it was intended, the person will be asked to delete the photographic imagine and asked to leave.
SACMA will not be responsible for photographs/videos taken or used by any third parties.

• In accordance with changes in legislation and guidance on the protection of children
• Following any issues or concerns raised about the protection of children within SACMA.
• In all other circumstances, at least every three years.