Child Welfare Policy & Procedures

Statement of the Board of Management

Mission Statement:

The Twilight Community Group will through its activities
endeavour to promote Social Inclusion & Integration and advancement
of all Members of our Communities

The objective of the board of Management is to fulfil the Mission statement that all the members have agreed and signed up to.

             The Twilight Community Group is a Non Profit Group.

             The Groups Postal Address will be

Mr Martin Brennan,

Twilight Group,

Higginstown,

Clara,

Kilkenny

             Any change of the Head office address all relevant bodies will notified with in a 14 day period.

             The Twilight Community Group has no capital Stock.

             The Twilight Community Group Accounting will be a, Accrual based accounting records:

  • Revenue that is earned (may be before or after it is received)
  • Expenses when incurred (may be before or after payment). In general,
    it seems that the information provided through accrual based accounting
    is more useful to an organization than cash based accounting because it
    paints a broader financial picture. It allows an NGO to see not just
    its immediate payments and deposits, but also what kind of money they
    owe or may be receiving in the future. This allows an organization to be
    more aware of its financial status

             All financial transactions are documented and recorded into financial journals by the bookkeeper

             Transactions should be numbered and put in
chronological order and thank you notes are essential for every donation
received.

             Thank you notes should be copied and added to the journals, as well as check stubs and deposit receipts.

             The book keeper must be well organized in order to
prevent the misuse of funds and ensure efficient spending for programs.

Fund Raising

             Coming up With a Fundraising Plan Money required for The Twilight Community Group to operate primarily goes into their educational and social programs, the overall operation of The Twilight Community Group (administration, utilities), and projects (surveys, giving programs). Both the board of Management should be active participants in fundraising and it is important that writing grants, seeking contributions, and other fundraising skills are acquired skills early in the Twilight Groups development.

Child Welfare Policy and Procedures

Glossary
Affiliated Member of Twilight Community Group ( TCG ) the  shall mean
all National Bodies, and bodies we are in partnership with whom TCG at
engaged.
AGM Members who have affiliated directly to the TCG or to their
respective governing body.Board shall mean the Board of Management of
the TCG.
Child Welfare Committee shall mean a Committee of the TCG.
Children or Child shall mean individuals under the age of 18 other than a person who is or has been married.
Children First (2011) shall mean Children First: National Guidance for the Protection and Welfare of Children (2011).
Code of Ethics and Good Practice for Children’s Activities  shall mean
the Code which was developed by the Irish Sports Council and the Sports
Council for Northern Ireland. The Code has been adopted and implemented
by governing bodies of sports, clubs, local sports partnerships and
community/voluntary groups.
Designated Child Welfare Officer shall mean the person who is
responsible for child welfare and deals with outside agencies, including
Statutory Authorities, as well as being a resource person to any
employee or volunteer who has child protection concerns.
Designated Child Welfare Liaison Officer (if one of appointed) shall
mean the person who the child welfare day to day functions is delegated
to by the Designated Child Welfare Officer.
Disciplinary Regulations Officer shall mean the person who is charged
with certain responsibilities as set out in the TCG Rule Book.

Stand Down Order shall mean an order which is issued to any person
who is the subject of a complaint or inquiry by a Statutory Authority in
relation to any child welfare concern. A Stand Down Order is issued to
an individual to immediately refrain from particular activities within
the TCG for a specified or indefinite period pending the outcome of an
enquiry or investigation in accordance with TCG Rules.
Statutory Authorities shall mean those state bodies which promote the
welfare and protection of children and young people and have a legal
responsibility for the investigation and/or validation of suspected
child abuse, and these include An Garda Síochána, the Health Service
Executive and the Child and Family Agency.
The Policy shall mean this TCG Child Welfare Policy.
Vulnerable Person means a person, other than a child, who
(a) is suffering from a disorder of the mind, whether as a result of mental illness or dementia,

(b) has an intellectual disability,

(c) is suffering from a physical impairment, whether as a result of injury, illness or age,

(d) has a physical disability.
2

Foreword
The Twilight community Group is committed to ensuring that children can
participate in all  activities in a safe environment. TCG provides an
excellent opportunity to learn new skills, become more confident and
maximise potential as members of teams and as individuals. Participation
in TCG activities should be fun, enjoyable and provide a platform to
learn and develop life skills, make new friends and enhance personal
growth. The safety and welfare of all children is paramount.
The TCG  acknowledges that all our members and volunteers are playing
their part in providing an enjoyable and safe environment in which
children and young people can play, learn and thrive within TCG
Activities .  The work of Affiliated Members, particularly the
Designated Child Welfare Officer, is of crucial importance to
implementing this Policy and their endeavours need to be acknowledged
and supported at all levels within the game. Their efforts are deeply
appreciated and the full adoption and application of this Policy by
everyone in football will help ensure the promotion of happy, healthy
and successful experiences.
Twilight Community Group
TCG CHILD WELFARE POLICY
1 Policy Statement
Why do we need a Policy?
The TCG Child Welfare Policy (the “Policy”) aims to set out guidelines
and procedures to assist those working with children and young people
within the activities and where appropriate those working with
vulnerable persons. It is the responsibility of all adults involved in
TCG to actively promote best practice standards whilst being ever
vigilant and aware of their responsibilities. This policy has been
formulated in line with Children First – National Guidance for the
Protection and Welfare of Children (2011).
Who is the Policy aimed at?
The Policy is aimed at all those working and engaged in TCG activities
in the Republic of Ireland / Europe. The TCG is committed to following
the principles and practice guidelines contained in the Policy by:
• Recognising that the safety, protection and welfare of children and young people is of paramount importance;

• Obliging all relevant persons engaging directly or indirectly with children and young people to be Garda vetted;

• Providing appropriate training and education in the area of child welfare;

• Providing guidance and assistance to all who work directly or indirectly with children and young people;

• Appointing Designated Child Welfare Officers in the TCG ;

• Providing appropriate rules for the protection of children within the TCG Rule Book;

• Appointing a Child Welfare Committee responsible for overseeing the TCG’s policy on child protection and its implementation;

• Providing a clear pathway for the investigation of complaints and appropriate disciplinary procedures;

• Providing codes of practice and templates for all members.

What is contained within the Policy?
In particular the Policy outlines;
• the various types of abuse which can arise;

• the recommended reporting procedures;

• guidance on confidentiality;

• the role of Designated Child Welfare Officers;

• principles of safe record keeping;

• the role of Statutory Authorities;

• safe recruitment and management practices;

• procedures for handling allegations and complaints relating to children and young people;

• the process for involving parents and children;

• guidelines in respect of away/overnight trips;

• best practice for use of photography, websites and social media.

Who approves the Policy?
The Policy is approved by the Board of the TCG. Proposals for additions
and/or amendments are considered by the Child Welfare Committee of
the TCG on an ongoing basis.
What are the underlying principles of the Policy?
The Policy follows the principles outlined in relevant guidelines and legislation provided by Statutory
Authorities. The Policy is established on a number of core principles: –
the needs of the child, integrity and respect, environment, equality,
fair play, welfare and safety in children’s football. These underlying
principles underpin the Policy and outline our principles of good
practice and child protection policy and procedures.
(i) Safe Environment
The safety and welfare of children is of paramount importance and
children must feel safe in their surroundings. Unhealthy competitive
demands should not be placed on children too early as this could result
in excessive levels of pressure and as a consequence, high levels of
dropout from the sport. Those working with children should be suitable
for their positions, i.e. all should be Garda vetted and should be aware
of the principles of Children First (2011) and the requirements of the
Policy. Administrators should ensure proper procedures are put in place
to ensure our children can participate in a safe manner and that
concerns regarding their welfare are correctly and speedily handled.
(ii) The Needs of the Child
A balanced approach to competition can make a significant contribution
to the development of children and young people, while at the same time
providing fun, enjoyment and satisfaction. Participants should put the
welfare of the child first and competitive standards second. A
child-centred approach will help to ensure that competition and
specialisation are kept in their appropriate place.
(iii) Integrity and Respect
Adults interacting with children and young people in football should do
so with integrity and respect. All adult actions in football should be
guided by what is in the best interests of the child and in the context
of quality and open working relationships. Child abuse of any kind is
unacceptable within TCG projects & programmes.
(iv) Equality
All children should be treated in an equitable and fair manner
regardless of age, ability, gender, religious, social, or ethnic
background or political persuasion. The provisions of equality
legislation applies to all involved in football.
(v) Fair Play
Fair Play is the guiding principle of the Code of Ethics and Good
Practice for Children’s Sport. It states that “All children’s sport
should be conducted in an atmosphere of fair play”. Ireland has
contributed and is committed to the European Code of Sports Ethics,
which defines fair play as: “much more than playing within the rules. It
incorporates the concepts of friendship, respect for others and always
playing with the right spirit. Fair play is defined as a way of
thinking, not just behaving”.
2 What is Child Abuse?
Child Abuse can be categorised into four main types: neglect, emotional
abuse, physical abuse and sexual abuse. Other forms of abuse include
bullying. A child may be subjected to one or more forms of abuse at any
given time.
Definition of ‘neglect’
• Neglect can be defined in terms of an omission, where the child
suffers significant harm or impairment of development by being deprived
of food, clothing, warmth, hygiene, intellectual stimulation,
supervision and safety, attachment to and affection from adults, and/or
medical care.

• Harm can be defined as the ill-treatment or the impairment of the
health or development of a child. Whether it is significant is
determined by the child’s health and development as compared to that
which could reasonably be expected of a child of similar age.

• Neglect generally becomes apparent in different ways over a period of time rather than at one specific point. For example;

• a child who suffers a series of minor injuries may not have his or her needs met in terms of necessary supervision and safety.

• a child whose height or weight is significantly below average may be deprived of adequate nutrition.

• a child who consistently misses school may be deprived of intellectual stimulation.

• The threshold of significant harm is reached when the child’s needs
are neglected to the extent that his or her well-being and/or
development are severely affected.

Definition of ‘emotional abuse’
• Emotional abuse is normally to be found in the relationship between a
parent/carer and a child rather than in a specific event or pattern of
events. It occurs when a child’s need for affection, approval,
consistency and security are not met. Unless other forms of abuse are
present, it is rarely manifested in terms of physical signs or symptoms.
Examples may include:

• the imposition of negative attributes on a child, expressed by persistent criticism, sarcasm, hostility or blaming;

• conditional parenting in which the level of care shown to a child is made contingent on his or her behaviours or actions;

• emotional unavailability of the child’s parent/carer;

• unresponsiveness of the parent/carer and/or inconsistent or inappropriate expectations of the child;

• premature imposition of responsibility on the child;

• unrealistic or inappropriate expectations of the child’s capacity
to understand something or to behave and control himself or herself in a
certain way;

• under or over protection of the child;

• failure to show interest in, or provide age-appropriate opportunities for, the child’s cognitive and emotional development;

• use of unreasonable or over-harsh disciplinary measures;

• exposure to domestic violence;

• exposure to inappropriate or abusive material through new technology.

• Emotional abuse can be manifested in terms of the child’s
behavioural, cognitive, affective or physical functioning. Examples of
these include insecure attachment, unhappiness, low self-esteem,
educational and developmental underachievement, and oppositional
behaviour. The threshold of significant harm is reached when abusive
interactions dominate and become typical of the relationship between the
child and the parent/carer.

Definition of ‘physical abuse’
• Physical abuse of a child is that which results in actual or potential
harm from an interaction, or lack of interaction, which is reasonably
within the control of a parent or person in a position of
responsibility, power or trust. There may be single or repeated
incidents.

Physical abuse can involve:

• severe physical punishment;

• beating, slapping, hitting or kicking;

• pushing, shaking or throwing;

• pinching, biting, choking or hair-pulling;

• terrorising with threats;

• observing violence;

• use of excessive force in handling;

• deliberate poisoning;

• suffocation;

• fabricated/induced illness;

• allowing or creating a substantial risk of significant harm to a child.

Definition of ‘sexual abuse’
• Sexual abuse occurs when a child is used by another person for his or
her gratification or sexual arousal, or for that of others. Examples of
child sexual abuse include:

• exposure of the sexual organs or any sexual act intentionally performed in the presence of the child;

• intentional touching or molesting of the body of a child whether by
a person or object for the purpose of sexual arousal or gratification;

• masturbation in the presence of the child or the involvement of the child in an act of masturbation;

• sexual intercourse with the child, whether oral, vaginal or anal;

• sexual exploitation of a child, which includes inciting,
encouraging, propositioning, requiring or permitting a child to solicit
for, or to engage in, prostitution or other sexual acts. Sexual
exploitation also occurs when a child is involved in the exhibition,
modelling or posing for the purpose of sexual arousal, gratification or
sexual act, including its recording (on film, video tape or other media)
or the manipulation, for those purposes, of the image by computer or
other means. It may also include showing sexually explicit material to
children, which is often a feature of the ‘grooming’ process by
perpetrators of abuse;

• consensual sexual activity involving an adult and an underage
person. In relation to child sexual abuse, it should be noted that, for
the purposes of the criminal law, the age of consent to sexual
intercourse is 17 years for both boys and girls. An Garda Síochána will
deal with the criminal aspects of the case under the relevant
legislation.

• It should be noted that the definition of child sexual abuse
presented in this section is not a legal definition and is not intended
to be a description of the criminal offence of sexual assault.

Other forms of ‘Abuse’
Bullying
• Anyone can be the target of bullying but no one deserves to be the
victim of bullying. Everyone has the right to be treated with respect.
The TCG will not accept or condone bullying in TCG activities and has
defined bullying as a category of abuse. It is the responsibility of
everyone in football, whatever their role, to ensure that bullying is
dealt with appropriately. Bullying can take place anywhere, but is more
likely to take place where there is inadequate supervision. Examples of
Bullying include:

• physical: hitting, kicking and theft;

• verbal: name calling, constant teasing, sarcasm, racist or homophobic taunts, threats and gestures;

• emotional: tormenting, cyber, ridiculing, humiliating and ignoring;

• sexual: unwanted physical contact or sexually abusive comments.

Cyber, text and social media bullying
Cyber bullying can involve unwanted text messages, phone video
recordings or web posts being used to threaten abuse or harm someone. It
is similar to physical or verbal bullying, but it uses technology
instead. Cyber bullying, like all bullying, is difficult for the victim.
It can be hard to prove and difficult to get the courage to report it.
Text bullying or harassment can be texts that frighten, insult, threaten
or make the recipient feel uncomfortable. Email, social networks like
Facebook/Twitter and phone calls can be used to harass in the same way.
Recognising Child Abuse
Child abuse can often be difficult to identify and may be present in
many forms, therefore it is necessary to follow some general guidelines.
There are commonly three stages in the identification of child abuse:
1. Considering the possibility;

2. Looking out for signs of abuse;

3. Recording of information.

Stage 1: Considering the possibility
The possibility of child abuse should be considered if a child appears
to have suffered a suspicious injury for which no reasonable explanation
can be offered. It should also be considered if the child seems
distressed without obvious reason or displays persistent or new
behavioural problems. The possibility of child abuse should also be
considered if the child displays unusual or fearful responses to
parents/carers.
Stage 2: Looking out for signs of abuse
Signs of abuse can be physical, behavioural or developmental. They can
exist in the relationships between children and parents/carers or
between children and other family members/other persons. A cluster or
pattern of signs is likely to be more indicative of abuse. Children who
are being abused may hint that they are being harmed and sometimes make
direct disclosures. Disclosures should be believed.
Some signs are more indicative of abuse than others. These include:
• Disclosure of abuse and neglect by a child or young person;

• Age-inappropriate or abnormal sexual play, language or knowledge;

• Specific injuries or patterns of injuries;

• Absconding from home or a care situation;

• Self harm

• Attempted suicide;

• Underage pregnancy or sexually transmitted disease;

• Signs in one or more categories at the same time may together indicate a pattern of abuse.

Most signs of abuse are non-specific and must be considered in the
child’s social and family context with the aid of
professionals. Associate Groups are often the places where appropriate
trusting relationships with adults outside the family or formal
education sector are developed. However it can also provide
opportunities for adults to target and groom a child or young person
through their role as a volunteer or paid employee. Grooming can be seen
as the process by which an individual manipulates those around them –
particularly, but not exclusively, the child – to provide opportunities
to abuse and reduce the likelihood of being reported or discovered.
Stage 3: Recording and reporting of information
If abuse is suspected, it is important to establish the grounds for
concern by obtaining as much detailed information as possible.
Observations should be accurately recorded and should include dates,
times, names, locations, context and any other information that may be
relevant. Please refer to the reporting procedures section of the Policy
for more information.
Points to remember;
• The severity of a sign does not necessarily equate with the severity
of the abuse. Severe and potentially fatal injuries are not always
visible. Emotional and/or psychological abuse tends to be cumulative and
effects may only be observable in the longer term.

• Neglect is as potentially fatal as physical abuse. It can cause
delayed physical, psychological and emotional development, chronic
ill-health and significant long-term damage. It may also precede, or
co-exist with other forms of abuse and must be acted upon.

• Child abuse is not restricted to any socio-economic group, gender
or culture. All signs must be considered in the wider social and family
context.

• Challenging behaviour by a child or young person should not render
them liable to abuse. Children in certain circumstances may present
management problems. This should not leave them vulnerable to harsh
disciplinary measures or neglect of care.

• It is sometimes difficult to distinguish between indicators of
child abuse and other adversities suffered by children and families. The
advice of professionals should always be sought.

Vulnerable Children
Certain children are more vulnerable to abuse than others. Such children
include those with disabilities, homeless children and those who, for
one reason or another, are separated from their parents or other family
members and who depend on others for their care and protection. The same
categories of abuse
– neglect, emotional abuse, physical abuse and sexual abuse – are
applicable, but may take a slightly different form. For example, abuse
may take the form of deprivation of basic rights, harsh disciplinary
regimes or the inappropriate use of medications or physical restraints.
Distinguishing between ‘Child abuse’ and ‘Poor Practice’
Concerns identified as child abuse will fall within the following categories:
1. Physical Abuse

2. Neglect

3. Sexual Abuse

4. Emotional Abuse

5. Bullying

Incidents of poor practice occur when the needs of children and young
people are not afforded the necessary priority, so that their welfare
is compromised. Some examples are likely to be:
• When insufficient care is taken to avoid injuries (e.g. by excessive
training or inappropriate training for the age, maturity, experience and
ability of participants ).

• Giving continued and unnecessary preferential treatment to
individuals and regularly or unfairly rejecting others (e.g. singling
out and only focusing on the talented individuals and failing to involve
the full memberships ).

• Placing children or young people in potentially compromising and
uncomfortable situations with adults (e.g. changing in a 1:1 situation
with a coach).

• Allowing abusive or concerning practices to go unreported

• Ignoring health and safety guidelines .

• Failing to adhere to the TCG’s codes of practice

Points to remember;
• Judgement about whether an incident is one of child abuse or poor
practice may not be possible at the point of referral, but only after
the collation of relevant information.

• The majority of poor practice concerns should be dealt with
directly by the club in the first instance. Further support and guidance
should be sought from home organisation , the National Body/Provincial
Association and then the TCG where appropriate.

• In some cases poor practice may amount to child abuse,

• All child abuse investigations will be dealt with by the Statutory Authorities with the support of the TCG.

• The role of the TCG is to also report any allegations of abuse to
the Statutory Authorities. Any action taken by the TCG will not
interfere with or impede any statutory investigation.

3 The TCG Child Welfare Committee
The Policy shall be monitored by the TCG Child Welfare Committee (the
Child Welfare Committee). The Child Welfare Committee is constituted in
accordance with TCG Rules and shall conduct itself in accordance with
the provisions of the Policy, TCG Rules and any relevant guidelines or
legislation. The Committee has the following general remit:
a) To monitor and oversee compliance with the Policy, TCG Protection and
Welfare of Children Rules, statutory provisions, legislation and all
regulations, codes, policies and guidelines in respect of child
protection and welfare.

b) To consider matters referred to it by the TCG Designated Child Welfare Officers in accordance with the Policy.

c) To review decisions made by the TCG regarding vetting disclosures in accordance with the Policy.

d) To review all Stand Down Orders issued by TCG Designated Child Welfare Officers pertaining to child welfare.

e) To issue automatic bans where necessary.

f) To take all appropriate action in relation to breaches of the
Policy, TCG Protection and Welfare of Children Rules, statutory
provisions, legislation and any regulations, codes, policies and
guidelines in respect of child protection and welfare.

g) Advise the Statutory Authorities of any concerns pertaining to child protection and welfare

h) To report concerns pertaining to child protection and welfare
regarding any TCG employee or independent contractor to the TCG Human
Resources Department.

i) To prepare reports for the Board and for the Legal and Corporate Affairs Committee on its activities.

j) To consider complaints regarding the Policy or practices and to make recommendations to the Board.

k) To partake where necessary in disciplinary investigations and hearings instigated by the Disciplinary
Regulations Officer (the “DRO”) in accordance with TCG Rules.

l) To work closely with the Designated Child Welfare Officers.

m) To consider such other matters as it and/or the Board consider appropriate to fulfil its aims as the Child Welfare Committee.

4 Designated Child Welfare Officers /Liaison Officers
The TCG and all member clubs, leagues, divisional associations or other
football bodies engaged with children shall appoint a Designated Child
Welfare Officer within their relevant football body. This person shall
be the most senior member of the football body concerned however, if
required, the day to day functions may be delegated to a suitable person
who shall be known as a Designated Child Welfare
Liaison Officer.
The Designated Child Welfare Officer and/or Liaison Officer shall
• Be responsible for all matters pertaining to the protection and welfare of children at their level within the game.

• Be informed and knowledgeable about child protection and welfare
including the provisions of the Policy and the FAI rules and shall
undertake any training considered necessary to keep themselves updated
on new developments.

The role includes:
• Promoting best practice and procedures within the game.

• Receiving reports and being familiar with and able to carry out reporting procedures.

• Communicating with parents and/or authorities as appropriate.

• Assisting with the ongoing development and implementation of the organisation’s child protection training needs.

• Being aware of local contacts and services in relation to child
protection, i.e. principal and duty social workers and their contacts.

• Informing Statutory Authorities of relevant concerns about individual children.

• Reporting poor practice to their relevant governing body having
ensured that any concerns regarding child protection issues have been
reported to the relevant statutory authority.

• Advising administrators on issues of confidentiality, record keeping and data protection.

5 Criminal Record Checks / Garda Vetting
The TCG is a registered organisation with the Gardaí for the purposes of
Garda vetting. Garda vetting is a process which involves an individual
giving consent for An Garda Síochána to furnish the TCG with a statement
that there are no convictions recorded in the Republic of Ireland or
elsewhere or a statement of all convictions and / or prosecutions,
successful or not, pending or completed in the State or elsewhere as the
case may be.
Garda vetting should be completed prior to the commencement of any
position for those who will be working with children and/or vulnerable
persons in any capacity. Garda vetting is not a substitute for safe
recruitment but provides another element in determining a person’s
suitability to work with children.
The TCG recommends that Affiliated Members do not solely rely upon
vetting checks but should also seek to determine an individual’s
suitability for a position through normal recruitment processes
including interviews and reference checks.
TCG Vetting Obligations
a) All those engaging with persons under the age of 18 and vulnerable persons shall be Garda Vetted.

b) All Designated Child Welfare Officers, Designated Child Welfare
Liaison Officers, Chairpersons and Secretaries of each Affiliated Member
involved with teams that are competing in any age group up to and
including Under 18’s shall be Garda Vetted.

c) All coaches or those involved with the management of any team that
are competing in any age group up to and including Under 18 shall be
Garda Vetted.

d) Any other person working or volunteering with children in any capacity on behalf of the TCG or an
Affiliated Member shall be Garda Vetted. It is the responsibility of the
football body concerned to determine the relevant persons within their
organisation who this applies to subject to the relevant legislation and
guidelines.

e) Failure to ensure that the relevant persons are vetted in
accordance with the Policy, TCG Rules and/ or legislation may result in
disciplinary action against the individual and/or Affiliated Member and
may also constitute a legal offence under relevant legislation.

f) Affiliated Members shall not accept confirmation of the Garda
vetting status of any individual prior to confirmation being received
from the TCG that the Garda vetting of the individual is in order. It is
the responsibility of each club, l and divisional association who
engage individuals to ensure that they have received a copy of vetting
approval.

Vetting Applications
a) The TCG shall provide a Garda vetting service to all Members.
Applications for vetting may be made by contacting the Designated Child
Welfare Officers and/or Designated Child Welfare Liaison Officer of the
relevant  body .

b) The TCG shall be solely responsible for the approval of all
vetting applications and final determination on disclosures provided by
the Gardaí in accordance with the Policy.

c) All persons shall complete their vetting application in good faith
and shall ensure all information provided is accurate, complete and up
to date.

d) All matters disclosed as part of the Garda vetting application
shall remain confidential to TCG authorised personnel, the applicant and
Statutory Authorities. However, approvals and rejections shall be
notified to all relevant football personnel in accordance with the
Policy.

Vetting Application Process
When available applications may be made online at www.fai.ie by
registering as an TCG Member and following the steps to complete a
vetting application. Applications may also be made by manually
completing the TCG  approved Vetting Application form by hand.
Incomplete forms will be returned and may delay applications.
Step 1
Once a Vetting form has been fully completed either manually or on-line
all forms should be sent by the club, league, provincial association or
national body by post to the Child Welfare Officer, TCG , Higginstown,
Clara Kilkenny  . All forms must be sent to the TCG for processing and
not to An Garda Síochána.
Step 2
When the Garda vetting forms are returned to theTCG, the Garda vetting
form will contain a statement which will include either that;
(a) there are no convictions recorded against the individual in the Republic of Ireland or elsewhere, or

(b) a statement of all convictions and/or prosecutions, successful or
not, pending or completed, in the State or elsewhere as the case may
be.

Step 3 – No disclosures
Should the Garda vetting form disclose no convictions recorded against
an individual, correspondence shall be sent to the applicant advising
them of this. This correspondence should be provided to the relevant
football body as proof of vetting by the individual. Verbal assurances
should never be accepted.

Step 4 – Disclosures
In some instances disclosure of convictions and/or other information
will be provided to the Designated Child Welfare Officer of the TCG by
the Gardaí. In many cases these disclosures may not prevent an
individual from working with children.
Applicants will be given an opportunity to comment on any disclosures
before any decision is made by the Child Welfare Committee to ensure
fairness and transparency at all times. In some cases it may be
necessary to meet and interview the applicant before a decision is made.
Applicants will then be advised of the decision which has been made in
respect of any vetting disclosures. If the decision is negative, a
letter informing them of this decision will be sent to them. If an
applicant is currently engaged within football, and if a vetting
application is not accepted, they may also be issued with an immediate
Stand Down Order in accordance with the Policy. The TCG shall advise all
relevant football bodies who are known to be associated with the
applicant of the outcome of any negative vetting application.
Unsuccessful applicants will be afforded an opportunity for a negative
decision made against them to be reviewed by the FAI.

Step 5 – Review
Unsuccessful applicants will be afforded an opportunity for a negative
decision made against them to be reviewed by the Legal and Corporate
Affairs Committee. The applicant will be invited to make any written
submissions to support their position. In some situations it may be
necessary to meet and interview the applicant if the Legal and Corporate
Affairs Committee deems this appropriate in any given case. This is a
review process conducted at the sole discretion of the Legal and
Corporate Affairs Committee and they shall determine what further
information they may require for any particular review. Decisions made
by the Legal and Corporate Affairs Committee regarding vetting
applications are final and not subject to appeal.
If the recommendation of rejection is confirmed, the relevant persons and football bodies involved will be duly informed.
In the case of rejection of an applicant the Legal and Corporate Affairs
Committee may also issue an automatic ban from membership of the TCG
where vetting disclosures deem it necessary for the protection of
children.

Vetting Enquiries
The TCG shall keep a secure central database of all vetting applications
in accordance with data protection legislation. Vetting information
shall be passed to Affiliated Members seeking information on applicants
where the applicant has indicated their consent to such information
being disclosed. Affiliated Members shall not engage any person to work
with children without such information being provided either by way of
production of a letter confirming the vetting status of an individual or
an enquiry being made to the TCG with the consent of the individual
concerned.
Length of Vetting Status
An individual’s criminal record may change at any time hence the
importance of general practices being put into place around safe
recruitment, references and safe practices in working with children. The
current recommended vetting period is every 3-5 years. Notwithstanding
this if any person has a concern that an individual should be re-vetted
at an earlier interval this should be requested.
Convictions
Any member charged with or convicted of an offence in any jurisdiction
for an offence which may raise concerns regarding their appropriateness
to work with children may be issued with a Stand Down Order and/or
Automatic Ban as referred to in the Policy.
6 Reporting Procedures
The TCG shall treat all concerns reported under the Policy in a serious manner and in line with the following principles.
(i) Members of the TCG who are advised, suspect or are concerned that a
child may be at risk of abuse are obliged to immediately inform the
relevant Designated Child Welfare Officer of their Affiliated Member
body. If this is not possible the TCG Designated Child Welfare Officer
should be informed. The priority in all cases is the safety and
wellbeing of the child. The Statutory Authorities should also be advised
where appropriate and all necessary steps taken to protect the child.

(ii) Employees or others engaged by the TCG who are advised, suspect
or are concerned that a child may be at risk of abuse are obliged to
immediately inform the TCG Designated Child Welfare Officer. The
priority in all cases is the safety and wellbeing of the child. The
Statutory Authorities should also be advised and all necessary steps
taken to protect the child.

(iii) In the event of an emergency where a child is believed to be in
immediate danger the Statutory Authorities should be alerted as a
matter of urgency. This may be done through any Garda station.

(iv) In cases where there is deemed to be a serious risk to children
the Designated Child Welfare Officer may issue a temporary Stand Down
Order in line with the Policy.

(v) Reports can be made to the Statutory Authorities in person, by telephone or in writing and should
include all relevant information. A standard form for reporting child
protection and/or welfare concerns can be found in Appendix 1.

(vi) If abuse is suspected, it is important to establish the grounds
for concern by obtaining as much detailed information as possible.
Observations should be accurately recorded and should include dates,
times, names, locations, context and any other information that may be
relevant. It is not the role of Designated Child Welfare Officer to
investigate the circumstances of an allegation of abuse prior to
informing the Statutory Authorities. It should be ensured that all
relevant information is recorded and provided to the Statutory
Authorities.

(vii) Parents/carers of a child who is a suspected victim of abuse
should be advised that a report is being made unless doing so is likely
to endanger the child.

(viii) Reports received anonymously should be taken seriously and
relevant enquiries made to establish if there is any substance to the
complaint. The welfare of the child is a priority in all cases.

(ix) Children who are being abused may hint that they are being
harmed and sometimes make disclosures. Disclosures should always be
believed and reported to the relevant Designated Child Welfare Officer
without delay.

(x) Any request to keep information anonymous cannot be guaranteed.

(xi) Where a complainant is dissatisfied with the handling of a
report they may refer the matter to the Designated Child Welfare Officer
of their governing Affiliated Member body as appropriate.

(xii) Where the Designated Child Welfare Officer decides not to refer
a report to the Statutory Authorities the complainant shall be informed
in writing and advised that they are entitled to contact the Statutory
Authorities directly if they so wish.

Missing Children
If a child is believed to be missing, efforts should be made to first
establish the child’s whereabouts by contacting the parents/carers. If
the child’s location cannot be established and/or the parents/carers are
not available and reasonable efforts have been made to contact them the
matter should be reported to the Gardaí urgently.
Protection from civil liability for persons reporting concerns of child
abuse in good faith (The Protections for Persons Reporting Child Abuse
Act 1998)
Legislation makes provision for the protection from civil liability of
persons who have communicated child abuse ‘reasonably and in good faith’
to designated officers of the Child and Family Agency or to any member
of An Garda Síochána. This protection applies to organisations as well
as to individuals. This means that even if a communicated suspicion of
child abuse proves unfounded, a plaintiff who took an action would have
to prove that the person who communicated the concern had not acted
reasonably and in good faith in making the report.
How Reports shall be managed
Once a report is received it shall be reviewed by the relevant
Designated Child Welfare Officer. The Designated Child Welfare Officer
shall determine if an investigation is required and the nature and
extent of enquiries and/or reports to be made. It is a matter for the
Designated Child Welfare Officer to determine if a report falls under
the remit of the Policy and such determination is not subject to appeal.
Any report made directly to the Designated Child Welfare Officers shall
be assessed and if deemed more appropriate it shall be remitted to the
Designated Child Welfare Officer of the Affiliated Member for
investigation.
False/Malicious Allegations
False or malicious allegations are deemed to be a serious breach of the
Policy and the TCG Rules. This may result in disciplinary action been
taken and may constitute an offence under relevant legislation.
7 Stand Down Orders
The Stand Down Order may be issued to an individual directly by the FAI
itself or by an Affiliated Member. A Stand Down Order is an order made
for the immediate protection and safeguarding of children and is not a
determination of wrongdoing by any individual. Stand Down Orders may be
issued in a number of circumstances including but not limited to the
following:
• Any person who is the subject of a complaint or inquiry by a Statutory
Authority in relation to any child welfare concern shall be issued with
a Stand Down Order from all football activities. This order shall be
issued by the Designated Child Welfare Officer or Designated Child
Welfare Liaison Officer of theTCG or any Affiliated Member, pending the
outcome of any inquiry and any subsequent internal disciplinary
proceedings. Terms of a Stand Down Order must be complied with.

• Affiliated Members shall immediately notify the TCG of any Stand Down Order issued.

• The TCG may also issue a Stand Down Order in circumstances where
concerns are raised with the TCG outside of a Statutory Authority
investigation.

• Stand Down Orders shall be issued, managed and lifted in accordance with TCG Child Welfare Policy.

• Any person engaged within football who is the subject of a vetting
disclosure, which in the opinion of a Designated Child Welfare Officer
deems them unsuitable to work with children, shall be issued with an
immediate Stand Down Order.

• Where it is determined that urgent action is required for any reason an immediate Stand Down Order shall be issued.

In the case of a Stand Down Order issued, the TCG Designated Child
Welfare Officer shall inform the individual of the issuance of a Stand
Down Order and shall also inform all relevant persons who are engaging
the individual within the game. Failure of any person or body to comply
with the terms of such an order once notified shall be a disciplinary
matter and subject to further sanction.
Where a Stand Down Order has been issued directly by an Affiliated
Member, that member should immediately inform the TCG Designated Child
Welfare Officers to determine if such a stand down should be applied to
all TCG football related activity.
The Child Welfare Committee shall monitor all Stand Down Orders issued
and may be requested to review a Stand Down Order on request from the
individual concerned. This is a review process, not an Appeal, and the
Child Welfare Committee shall make all such final determinations as it
deems necessary for the protection and welfare of children.
If the Child Welfare Committee considers that any breaches of TCG Rules
or the Policy are deemed to have occurred it shall refer such matters to
the DRO for disciplinary action where necessary.
8
The TCG Child Welfare Committee may also issue an automatic ban from
membership of the TCG where deemed necessary for the protection of
children.
9 Disciplinary Action
If, following an investigation, a person is found to have breached
the TCG Rules or committed an offence in relation to child protection
and welfare they shall be subject to disciplinary action. Such
disciplinary action may be at Affiliate level if appropriate or
submitted to the TCG Disciplinary Bodies in accordance with the below
procedure.
Disciplinary action by the TCG may proceed notwithstanding any action by
Statutory Authorities, however the TCG reserve the right to liaise with
the Statutory Authorities in respect of any action and to take
instruction from them in respect of same.
Any delay in the initiating of disciplinary charges at the request of
Statutory Authorities shall not prejudice later disciplinary action.
It should be noted that any action taken by the TCG under the Policy is
under football rules and policy and not indicative of any criminal or
civil liability.
Disciplinary Procedure:
1. All disciplinary procedures shall be carried out in accordance with
the disciplinary procedures outlined in TCG Rules and in line with the
Policy.

2. The Designated Child Welfare Officers, in consultation with the
Child Welfare Committee, shall notify the DRO in writing of the alleged
offence.

3. For the avoidance of doubt vetting determinations and decisions
relating to Stand Down Orders or automatic bans shall be handled in
accordance with sections 5, 6 and 7 above and not within the remit of
the Disciplinary Bodies of the TCG.

4. The Designated Child Welfare Officer shall provide the DRO with all relevant information from the investigation.

5. The DRO shall empanel a Disciplinary Committee to hear the charge and notify all parties of the
venue, date and time of the hearing and the constitution of the panel. All notified parties are entitled to attend the hearing.

6. Any party specifically requested to attend by the Disciplinary
Committee shall do so. Failure to attend when requested to do so may
result in disciplinary sanction.

7. All parties involved in the hearing must confirm to the
Disciplinary Control Unit (the “DCU”) in writing the name and role
within, or relationship to the party, of all persons who will be
attending the hearing on their behalf, or at their request within the
time limits as stated in the notification. The Disciplinary Committee
shall have discretion to permit the attendance of any persons not
confirmed within the stated deadlines.

8. The Disciplinary Committee, once appointed, can issue directions
to the parties in respect of the hearing prior to proceedings
commencing.

9. All parties shall be notified by the DCU within three days by fax
and/or electronic mail and/or registered post, of the decision of the
Disciplinary Committee. In urgent matters the Chairperson
may issue or direct the DCU to issue an oral decision in advance of the written notification

10. A hearing can be postponed if the appointed Disciplinary
Committee requires additional information prior to proceedings
commencing or to allow technical or other issues to be addressed.

11. The Disciplinary Committee may adjourn or suspend proceedings for
further deliberation, or to seek further or additional evidence or
expert advice or where it is otherwise considered necessary to do so,
provided an adjournment does not unduly prejudice any party.

12. The Disciplinary Committee shall consider all evidence that it deems relevant to the case.

Appeals
All Disciplinary Committee decisions are subject to appeal in accordance with the TCG Rules.
10 Safe Recruitment Practices
TCG Recruitment
The TCG shall ensure that all employees, independent contractors and
persons working directly with children are vetted and have received the
relevant training. The Designated Child Welfare Officers shall work
closely with Human Resources and relevant employees, independent
contractors and affiliated members to ensure best practice and
procedures are adopted at all times.
The following principles shall be adopted by the TCG in recruitment for positions involving work with children;
• Roles shall provide a clear description to ensure employees,
independent contractors and volunteers understand the extent and nature
of their role.

• Advertisements for a role involving work with children shall stipulate that Garda vetting shall be required.

• Persons applying for a role or for an event shall complete an
application form which shall include a section allowing the individual
to self declare any convictions.

• At least two written references, one of which should include
someone who can comment on their previous work with children, shall be
requested and shall be contacted to confirm.

• Those roles shall involve an interview or meeting with at least two
representatives of the organisation face to face or otherwise.

• A probationary/trial period (usually 6 months) shall be included for employee positions.

• All contracts shall be dependent on Garda vetting and persons will
be advised of the process pending record checks being completed.

TCG Induction and Training
The recruitment and selection process for those engaged by the
Association shall be followed up with relevant training for those
working with children. In particular new employees, independent
contractors and those engaged to work with children should be;
• Brought through the policy and made aware that child abuse can occur.

• Made aware of how to recognise abuse.

• Made aware of the reporting procedures.

• Made aware of the importance of listening to children and taking their concerns seriously.

• Complete a basic awareness training course as part of their induction.

Affiliated Members Recruitment and Training
Affiliated Members should ensure they encompass the above principles
into their recruitment of employees, independent contractors and
volunteers where appropriate.

11 General guidelines for interaction between Adults and Children
Conduct and Behaviour towards Children
All adults involved in football have an important role to play in
promoting good practice. Their first priority has to be the children’s
welfare, safety and enjoyment of the game. Adults should be aware of the
emotional, physical and personal needs of children and should ensure
that children are treated with integrity and respect. The trust implicit
in adult child relationships in sport places a duty of care on all
adults, voluntary or professional to safeguard the health, safety and
welfare of the child while engaged in football. Adults have a crucial
leadership role to play and contribute to the creation of a positive
sporting environment for children. This allows the child to develop and
express themselves in an open and secure way.
The principles referred to in Section 1 of this Policy should always be
emphasised in football and children should be given clear guidelines
regarding acceptable standards of behaviour. The importance of
participation for each child, best effort and enjoyment rather than
winning should be stressed. All children should be valued and treated in
an equitable and fair manner and every child, irrespective of ability,
should be involved in community activities  in an integrated and
inclusive way where possible.
In particular all adult-child relationships in TCG activities and programmes  should be:
• open, positive and encouraging;

• defined by a mutually agreed set of goals and commitments;

• respectful of the creativity and autonomy of children;

• carried out in a context where children are protected and where their rights are promoted;

• free from any abuse or any threat of such abuse;

• respectful of the needs and developmental stage of the child;

• aimed at the promotion of enjoyment and individual progress;

• in accordance with TCG policies and codes;

• respectful but not unquestioning of authority;

• aware that children with disabilities may be more vulnerable.

General Supervision of Children
It is important to create a safe and enjoyable environment in which to
play and train and to ensure any risks in relation to premises, training
facilities and equipment are minimised with the implementation of
appropriate safety rules. Children need to be supervised at all times as
the likelihood of accidents happening increases when adequate
supervision is not in place.
In particular the following should be adhered to;
• Ensure adequate Adult: Child ratios.

• There should be at least one adult of each gender with mixed parties.

• Children should be supervised at all times.

• Adults should avoid being left alone with children. Clearly state
times for start and finish of training and/or competitions. If late
collections occur, participants should remain in pairs until all players
have left.
• If a coach/manager needs to talk separately to a player this should be done in an open environment, in view of others.

• Respect the privacy of children while changing, coaches/managers
may only need to enter changing rooms where the participants are very
young or require special assistance. When necessary, participants should
supervise in pairs or seek assistance, it is the safety and welfare of
the participants that is of paramount importance.

• If a child suffers an injury or accident the parents/guardians should be informed and necessary reports completed.

• Activities being undertaken should be suitable for the ability, age, and experience of the participants.

• Equipment and facilities should meet the highest possible standards and be appropriate to the maturity of the participants..

• Where protective equipment is deemed necessary it should be used.

• First Aid should be available for all activities.

Transport of Children
Children being transported should have the express permission of
parents/guardians to do so. Appropriate insurance should be in place by
the transporter and duties conducted in accordance with relevant
legislation including the use of seat belts. Only the permitted number
of passengers should be allowed in specific transport. Clear itineraries
for transport arrangements including collection and drop off details
and contact details for the appropriate adults in charge should be
provided. Personnel shall not allow themselves be alone with any one
child when assisting with transport arrangements. The use of private
cars may be necessary from time to time but where possible this should
be avoided.
Parents/guardians have a responsibility to ensure that they are fully
aware of any transport arrangements and that they are happy with them.
Children should be collected promptly and it is a matter for parents/
guardians to make any necessary arrangements. In the event that a
parent/guardian is late for collection or drop off immediate contact
should be made with the contact person involved. In the event a child is
late being collected efforts should be made to contact the
parent/guardian to make whatever other appropriate arrangements can be
made. It is a matter for parents/guardians to arrange transport to
events for children unless specific arrangements are made. If a private
arrangement is made between parents/guardians they should be aware that
there are extra responsibilities placed on persons who transport players
to events.
Overnight and away trips
All TCG employees, independent contractors and Affiliated Members have a
responsibility to ensure the safety of the players with whom they work
as far as possible within the limits of their control. There are
additional responsibilities placed on adults accompanying teams in
relation to the organisation of away trips and overnights.
The following general guidelines should be followed:
• All adults who travel on away trips with children should be carefully chosen and appropriately vetted.

• Written permission of parents/guardians shall be required for all
overnight trips. Parents/Guardians should complete the Parent/Guardian
Medical Consent Form as attached in Appendix 2 disclosing any medical
conditions or special needs of their child/children.
• A meeting with parents and participants is useful to communicate
travel times, competition details, other activities, gear requirements,
medical requirements, special dietary needs and any other necessary
details. Ground rules and behavioural expectations can also be
discussed.

• Participants should sign a behaviour agreement.

• Any group socialisation should take place in communal areas (i.e. no boys in girls’ rooms and vice versa).

• Alcoholic drink, smoking and other illegal substances/activities
shall be forbidden and adults are expected to act as appropriate role
models in this respect.

• Lights out times should be enforced.

• The roles and responsibilities of adults participating in away trips should be clearly defined.

• The organising body should appoint a team manager/head of
delegation for all away trips having overall responsibility for the
children’s well being, behaviour and sleeping arrangements. Children
should be informed at the outset to whom they can report any concerns
they might have and shall be clearly encouraged to tell anybody if they
should have a concern.

• On away trips, coaches should be accountable to the appointed team
manager/head of delegation in all non-performance related matters.

• Where there are mixed teams there should be at least one female in the management/coaching structure.

• The team manager/head of delegation should submit a report as soon
as possible after the trip recording any incidents/accidents or simply
recording that no incidents arose.

• Adults should never share a room with a child. Where the presence
of an adult is absolutely necessary due to accommodation arrangements
this should be agreed with parents/guardians in advance and arrangements
made to ensure there should be an agreed number of children in the room
with the adult. If children are sharing, it should be with those of the
same age and sex. Adults should respect children’s privacy and knock
before entering rooms.

• Avoid being alone with one child. If talking separately, do so in an open environment, in view of others.

• Best practice is to ensure two coaches are on site for each team.
Adequate child ratios should always be maintained (this can depend on
the ages of the children, the nature of the activity involved or any
special needs of the group) Guide 1:15. Ensure adequate supervision at
all times.

• Ensure that there is adequate insurance cover for the trip and that any incidents are correctly reported.

• Parents/Guardians should be informed as soon as possible if their
child suffers any significant injury, accident or becomes unwell.

Hosting Children
Being a host family or being hosted is an integral part of many sports
and, if handled appropriately, can add to a child’s enjoyment and
experience at a competition. Hosting can be a challenging role but also
very rewarding. Special care should be taken in the selection of homes
for overnight stays. A host should be provided with as much information
about the child/children staying with them and details of the
competition.
Where practicable, more than one child should be placed with each host
family. The family in turn should agree to provide references and be
vetted. In addition clubs should follow recommended recruitment and
selection procedures.
When arranging hosting for events/trips abroad, clubs, leagues,
divisional associations and other football bodies will be dependent on
the ability of the host organisation to access vetting services and
obtain appropriate references. It is the responsibility of the trip
organiser to provide the hosts with the relevant information on the
child and details of what is expected.
Host families should:
• Agree to abide by the TCG Child Welfare Policy.

• Consent to appropriate vetting checks and references.

• Attend host family meetings before competitions or events.

• Provide a safe and supportive environment for children and young people.

• Should not ask a child to share a bed or room with an adult.

Organisers shall:
• Provide a travel pack to hosting families.

• Check out vetting and references with hosting families.

• Provide an itinerary of the trip.

• Gather information on destination and venue.

Children and Young People:
• Should sign an age appropriate behaviour agreement.

• Should be happy with the arrangements.

• Should show respect to the host families.

Changing facilities
Where possible children should have sole use of changing facilities and
all efforts should be made to try and secure separate facilities for
children. As many children are self-conscious about changing in front of
others it may become more suitable to ask children to change at home
before and after activities. A common sense approach should be adopted
as to what the parents/guardians may prefer.
Where facilities are being used by children proper supervision is
required and careful consideration should be given to who should be
supervising. Those persons should be suitable for such supervision,
being vetted and recruited in line with the safe procedures outlined in
this Policy. Adults in such supervisory roles should balance the need of
supervision with respect of the privacy of children at all times. It is
recommended that more than one adult supervise at any time and
supervisors are of the same gender as the children involved. Contact
between other adults and children should be avoided by careful timing of
the changing facilities and adequate notices being put in place. Where
mixed changing facilities with adults and children are unavoidable
proper adult supervision is even more important. Parents may be of
valuable assistance but should also be suitable for undertaking this
responsibility. Where mixed gender teams are involved arrangements
should be made to allow for separate changing facilities. This can be
accomplished through timing arrangements, changing at home only,
allocating rooms or areas which are screened off.
Accidents/Incidents
Any accidents or incidents involving children should be reported in full
to the Designated Child Welfare Officer by completion of the
appropriate report in Appendix 3 and/or Appendix 4.
If a child is referred for medical treatment contact should immediately
be made with the child’s parent/ guardian and the relevant consent form
located for medical treatment. The child should be accompanied by the
person in charge of the child, if for any reason enquiries should be
made regarding any diagnosis or treatment. An incident report form
should be completed in all cases whether medical treatment is required
or not. In all cases insurers should be notified of the incident and the
report form submitted for their records.
Insurance
Appropriate Insurance should be in place to cover organised activities
and programmes undertaken with children. Away trips should be included
in such cover. In relation to away trips, parents/guardians should be
advised of the need for comprehensive personal insurance to cover the
child (example medical or health insurance). Adults transporting
children in cars should be aware of the extent and limits of their motor
insurance cover, particularly in relation to acceptable numbers and
liability.
12 Complaints
Complaints regarding the Policy
Should any person wish to make a complaint regarding the application of
the Policy by the TCG the complaint should be made in writing and
addressed to the Chief Executive Officer. All relevant information
should be included regarding the subject of the complaint. On receipt,
the complaint shall be reviewed and a response shall be issued as soon
as possible.
Child Welfare Complaints
Complaints relating to child welfare matters should be reported in accordance with the Reporting Procedure as outlined above.
Complaints relating to TCG Employees/Independent Contractors
Complaints relating to TCG employees or independent contractors should
be reported to the TCG for review. Employees shall be advised of any
complaints made against them and afforded the opportunity to respond in
line with relevant HR policies.
13 Confidentiality
All matters relating to the welfare and protection of children shall be managed in accordance with the
Policy and the following principles shall be adhered to;
a) All complaints, concerns and allegations shall be handled in the best
interests of the child concerned and in a careful and sensitive manner.
It is a matter for the Designated Child Welfare Officers to determine
the relevant persons to be advised in such circumstances. No
undertakings regarding secrecy shall be given to any party.

b) All information regarding concerns relating to child protection
and welfare shall be shared on ‘a need to know’ basis in the interests
of the child. This shall not be deemed a breach of confidentiality.

c) The exchange of information with the Statutory Authorities for
ensuring the protection of children is not a breach of confidentiality.

d) Any information gathered for one purpose will not be used for any
another purpose without consultation with the persons who provided that
information.

e) All TCG employees and independent contractors working with children shall be trained in respect of
the confidentiality and how information shall be disseminated to the
parties involved. At all times the protection of a child shall determine
decisions made by FAI employees to share and exchange relevant
information.

f) All breaches of confidentiality shall be considered extremely serious and dealt with accordingly.
All information gathered by the TCG shall be stored in a secure location
with access only by Designated Child Welfare Officers, Statutory
Authorities and where necessary Authorised Signatories.
All records shall be maintained in an accurate manner so as to ensure
the protection of children and all information shall be recorded.
Records shall be presented so that clear information may be accessed by the Statutory Authorities if necessary.
15
The TCG holds all information in accordance with data protection
legislation and in line with the TCG Data Protection Policy. Information
shall not be passed to third parties unless by consent or deemed
necessary for the protection and welfare of children or otherwise in
line with the Policy and the data protection policy.

Appendix 1 – Reporting Allegations or Suspicions of Abuse

Appendix 2 – Parent/Guardian Medical Consent Form

CLUB NAME: ……………………………………………………………………………..………………………………………………………
Parent/Guardian Medical Consent Form

Name of Applicant: ………………………………………………………………………..………………………………………………………
Address:
…………………………………………………………………………………………………..………………………………………………………
…………………………………………………………………………………………………..………………………………………………………
Date of Birth: ……………………………………………………………………………..………………………………………………………
Parent/Guardian Contact Tel. Number: ……………………………………..………………………………………………………
Parent/Guardian Alternative Tel. Number: ……………………..………..………………………………………………………
Club / Organisation: …………………………………………………………………………………………..………………………………………………………
Medical Information:
Any specific medical requirements?
…………………………………………………………………………………………………..………………………………………………………
…………………………………………………………………………………………………..………………………………………………………
…………………………………………………………………………………………………..……………………………………………………… …………………………………………………………………………………………………..………………………………………………………

Appendix 2 – Parent/Guardian Medical Consent Form

Allergies
…………………………………………………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………………………………………………
Medications
……………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………………
In the event of a medical emergency, I/We authorise the Twilight
Community Group  nominated Event Leader to consent to emergency medical
treatment as may be deemed necessary on appropriate professional medical
advice.

Signed (Parent/Guardian): ………………………………………………………..………………………………………………………
Please print name: ……………………………………………………………………..………………………………………………………
Date: ……………………………………………………………………………..……………………………………………………………………

Appendix 3 – Accident Report Form

CLUB / ORGANISATION NAME: ……………………………………………………………………………..………………………………………………………
Accident Report Form (Please use block capitals or type this form)
Name of person completing this Form:
………………………………………………………………..………………………………..………………………………………………………
Title/Role: ………………………………………………..………………………………..………………………………………………………
Address: …………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
Tel: (H) ……………………..………………………………..…… (Mobile) ………..………………………………………………………
Accident Details (Please give details of any witnesses:)
Date & Time of Incident: …………………………..………………………………..………………………………………………………
Venue: …………………………………..………………………………..………………..………………………………………………………
Full description of accident: PLEASE WRITE IN BLOCK CAPITALS
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..……………………………………………………… ………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
Name of injured person: …………………………..………………………………..………………………………………………………
Details of injuries:
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
………………………………………………………………..………………………………..………………………………………………………
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How did the accident occur?
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Witness/Witnesses
Please List Names and Contact details of all Witness/es (Statements
should be sought from witnesses as soon as is practical while the
accident is still fresh in their minds):

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Signature: ………………………………………………..………………………………..………………………………………………………

Date: ………………………………………………………..………………………………..………………………………………………………

Appendix 4 – Incident Report Form

CLUB /ORGANISATION NAME: ……………………………………………………………………………..………………………………………………………
Incident Report Form (Please use block capitals or type this form)
Name of person completing this Form:
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Title/Role: ………………………………………………..………………………………..………………………………………………………
Address: …………………………………………………..………………………………..………………………………………………………
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Tel: (H) ……………………..………………………………..…… (Mobile) ………..………………………………………………………
Incident Details (Please give details of any witnesses:)
Date & Time of Incident: …………………………..………………………………..………………………………………………………
Venue: …………………………………..………………………………..………………..………………………………………………………
Full description of incident: PLEASE WRITE IN BLOCK CAPITALS
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Witness/Witnesses
Please List Names and Contact details of all Witness/es (Statements
should be sought from witnesses as soon as is practical while the
incident is still fresh in their minds):

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Signature: ………………………………………………..………………………………..………………………………………………………

Date: ………………………………………………………..………………………………..………………………………………………………