TABLE TENNIS ULSTER
Ulster Branch of the Irish Table Tennis Association Ltd
PUBLIC POLICIES
Approved April 2012
CONTENTS
Page
1. Staff and Volunteer Induction 3
2. Equality and Diversity Policy 4
3. Code of Conduct and Good Practice 5
4. Transport Policy 7
5. Tournament Regulations 8
6. Guidelines for the Development of Table Tennis Clubs in Ulster 10
7. Data Protection Policy 12
8. Freedom of Information Policy 14
9. Child Protection Policy 16
10. Tournaments and Training in Great Britain and Abroad 17
11. Overnight Stays and Away Trips 17
12. Hosting Young People 18
13. Player Disciplinary Policy 19
14. Anti-Bullying Policy 20
15. Anti-Doping Policy 21
16. Recognising Concerns Relating to Child Abuse 22
17. Physical Contact 24
18. Photography and Video Recording Policy 25
19. Dealing with Reported Cases of Child abuse 26
20. Vetting Policy for Children and Vulnerable Adults 28
Staff and Volunteer Induction
Volunteers
The following procedures mostly apply to volunteers who take major roles in the organisation as well as salaried staff. However, from time to time, members and interested parties volunteer to undertake a minor duty on behalf of TTU. This could include
· Fund-raising
· Collecting money, e.g. entry fees
· Administrative assistance
· Serving refreshments
· Moving equipment
· Transporting teams
Where necessary, appropriate training will be given and reasonable expenses will be paid, but a full induction process may not be needed.
Interview and Induction
All employees (and volunteers) will be required to undergo an interview carried out to acceptable protocol and recommendations. All employees and volunteers should receive a formal or informal induction, during which:
· A check should be made that the application form has been completed in full (including sections on criminal records and self-disclosures)
· Their qualifications should be substantiated
· The role requirements and responsibilities should be clarified
· They should sign up to the organisation’s Code of Ethics and Conduct
· Child protection procedures are explained and training needs are identified
Training
In addition to pre-selection checks, the safeguarding process includes training after recruitment to help staff and volunteers to:
· Analyse their own practice against established good practice, and to ensure their practice is likely to protect them from false allegations
· Recognise their responsibilities and report any concerns about suspected poor practice or possible abuse
· Respond to concerns expressed by a child or young person
· Work safely effectively with children
TTU requires:
· Coaching staff to attend a recognised 3-hour good practice and child protection awareness training workshop, to ensure their practice is exemplary and to facilitate the development of a positive culture towards good practice and child protection
· Relevant personnel and volunteers to receive advisory information outlining good practice and informing them about what to do if they have concerns about the behaviour of an adult towards a young person
· Relevant personnel to gain a national first aid training (where necessary)
· Staff to attend update training when necessary.
Equality and Diversity Policy
Statement of Policy
The aim of this policy is to communicate the commitment of all members of Table Tennis Ulster to the promotion of equality of opportunity for all employees, volunteers and members.
It is our policy to provide equality for all, irrespective of
· Age;
· Gender (including gender re-assignment);
· Marital or civil partnership status;
· Disability;
· Religious belief or political opinion;
· Racial group;
· Sexual orientation;
· Illness or disease.
We oppose all forms of unlawful and unfair discrimination. All job applicants, employees, others who work for us, volunteers and members will be treated fairly, and will not be discriminated against. Decisions about recruitment, selection, employment, training or any other benefit will be made objectively and without unlawful discrimination.
Scope
Our Equal Opportunity Policy applies to all employees, potential employees, volunteers and members.
Equality Commitments
We are committed to
· Promoting equality of opportunity for all;
· Promoting a good and harmonious environment in which all employees, volunteers and members are treated with respect;
· Preventing occurrences of unlawful direct or indirect discrimination, harassment and victimisation;
· Fulfilling all our legal obligations under the equality legislation and associated codes of practice:
· Complying with our equal opportunities policy and associated policies;
· Taking lawful affirmative action where appropriate;
· Regarding all breaches of equal opportunities as misconduct that could lead to disciplinary proceedings.
Implementation
The Chairman has specific responsibility for the implementation of this policy. Each Executive member also has responsibilities and we expect all connected with Table Tennis Ulster to abide by the policy and help to create the equality environment which is its objective.
In order to implement this policy we shall:
· Communicate the policy to employees, job applicants, volunteers and members;
· Include duties in respect of implementing the equal opportunities policy into job descriptions and work objectives;
· Provide equality training and guidance as appropriate;
· Ensure that those engaged in selecting or promoting employees will be trained in non-discriminatory selection techniques;
Monitoring and Review
The effectiveness of our equal opportunities policy will be reviewed at least once a year and action taken as necessary.
Complaints
Employees who believe that they have suffered any form of discrimination, harassment or victimisation are entitled to raise the matter through the agreed Table Tennis Ulster Grievance Procedure. A copy of this procedure is available from the Table Tennis office. All complaints will be dealt with seriously, promptly and confidentially. Every effort will be made to ensure that employees who make complaints will not be victimised.
Code of Conduct and Good Practice
Coaches, parents and administrators have an important role to play in promoting good practice in sport. This is as important in Table Tennis as in other sports. Players should always strive to represent Ireland, Ulster, their club or themselves in a positive way and show pride in their sport.
Standards of behaviour by coaches, players, volunteers and parents are as important as results and performance. Ireland and the UK have adopted and are 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 within the right spirit. Fair play is a way of thinking, not just a way of behaving. It incorporates issues concerned with the elimination of cheating, gamesmanship, doping, violence (both physical and verbal), exploitation, unequal opportunities, excessive commercialism, and corruption.”
All activities involving junior players are covered by the TTU Child Protection Policy, and all staff, parents, coaches and volunteers should be aware of its details.
Players:
Players should be encouraged to:
· Perform at their best
· Improve and develop their skills
· Play by the rules, and treat others with openness, honesty, respect and trust
· Appreciate, accept and respect everyone equally regardless of age, ability, gender, culture, language, racial origin, religious beliefs, sexual identity or disability
· Not use offensive or abusive language, or verbally or physically abuse his/her partner, opponent, umpires, officials or spectators
· Not physically abuse his/her racquet, the ball, the table, surrounds or any other equipment while on court
· Say NO to bullying
· Be prepared and punctual for all events and training sessions
· Wear appropriate Table Tennis clothing (no attire which could be conceived as provocative, e.g. Football, GAA or other sports shirts)
· Do nothing that would bring the game of Table Tennis in Ulster into disrepute
· Comply with all anti-doping policies and be drug free
· Live a life-style that is compatible with the highest standards
· Make friends within Table Tennis
Coaches:
Coaches should:
· Make sure that all activity is enjoyable
· Act as good role models in a professional manner
· Treat all players and others equally with openness, honesty, mutual trust and respect
· Take responsibility for the welfare of junior players and keep them safe
· Involve parents and others in what they do
· Be positive and encouraging during interaction with players so that they leave with a feeling of achievement
· Put the health, welfare and enjoyment of players first and strike a balance between this and winning and achieving results
· Set challenging and realistic, but achievable, targets
· Help players take responsibility for their own development and decision making
· Ensure all sessions are inclusive, allowing players to participate in an enjoyable way with no favouritism
· Promote fair play principles and ensure that all players play within the rules
· Be aware always of the developmental stages and needs of players
· Avoid over-training and over-emphasis on competition and winning
· Record and report accurately any problems or injuries that may arise, together with any remedies or actions taken
· Challenge the use of bad language, bullying or abusive behaviour in any form
· Be aware of child protection issues and legislation and be able to recognize and respond appropriately to any concerns; respect confidentiality
· Avoid unnecessary physical contact
· Keep up to date with the latest coaching knowledge
Coaches, Volunteers and Administrators:
Coaches and volunteers should NEVER:
· Exert due influence over children to obtain personal benefit or reward
· Share a room with a young person alone on away trips
· Use any form of corporal punishment or physical force on a young person or exert any undue pressure that could be construed as emotional or mental abuse
· Engage in any form of horseplay or rough or sexually provocative activity
· Undertake any form of therapy such as hypnosis in training young people
· Spend excessive amounts of time with children away from others
· Take training sessions alone
· Take children on journeys unaccompanied
· Use foul or abusive language
· Smoke or use alcohol in the company of children
· Encourage players to use or experiment with drugs or supplements
Parents:
Parents of children taking part in Table Tennis should:
· Encourage their children to play fairly and to do their best
· Not put undue pressure on the child or the coach
· Treat all involved in the sport with respect
· Be positive with encouragement and avoid criticism and denigration of players and their opponents
· Volunteer their help wherever possible and appropriate
· Not interfere with issues that are the proper responsibility of the coach
· Discuss any issues with the coach or officials in a calm and rational way
· Raise any concerns on child protection issues with the Child Protection Officer or appropriate Club official
· If they have a complaint raise it with an appropriate Club or TTU official
Children:
Children in Table Tennis should:
· Play fairly according to the rules, do their best and enjoy the sport
· Be punctual and prepared
· Respect opponents and fellow team members – no cheating, abusive language, violence, or bullying; accept apologies when offered
· Follow the instructions of responsible adults
· Take and seek advice, and respect the person giving it
· Not spread rumours or tell lies about adults or other children
· Not keep secrets about any person who has caused them harm
· Report any concerns accurately to an appropriate adult
· Be modest in victory and gracious in defeat
Social Media
The advent of mobile phones and e-mail and the other social media (Facebook, Twitter, YouTube, etc.) has increased the problem of ensuring that children are kept safe. It is essential that the use of the media is responsible and open. Mobile phones have considerable positive uses in giving to children security, enabling parents to keep in touch and make sure they are safe. Mobile phones allow quick and easy contact, which can be safe and efficient. However, they also have negative uses that need to be avoided, including reducing privacy and allowing persons with intent to cause harm a means to have access to others on a very private basis. The social media can also be used in this way.
Young people
Young people should
· Not reply to an offensive photo, email or message, but save it, make a note of times and dates and tell a parent or responsible adult.
· Not use a phone or the social media to be offensive or to intimidate, tease, or bully another young person.
· Take care to whom they give their phone number, e-mail or Twitter address and don’t respond to calls or messages from unfamiliar sources.
· Change their phone number if they feel bullied or harassed.
· Use their phone carefully; inappropriate use of a camera phone may cause upset or offence to another person, e.g. in changing rooms.
· Guard their phone against theft.
Adults
Coaches and volunteers should
· Inform parents if they intend to use group texts or e-mails for communication among players and teams.
· Not have constant communication with individual players.
· Use their phone carefully; inappropriate use of a camera phone may cause upset or offence to another person, e.g. changing rooms.
The Press and the Public Media
From time to time there will be requests from the media to conduct interviews with young players. Every effort should be made to ascertain the bona fides of the person making the request. Interviews should only take place with the agreement of the young person and an official of TTU in an open environment. During the interview the young person should be accompanied by a coach or TTU official acting in loco parentis who should ensure that the young person is comfortable with any questioning and that his/her answers do not breach any rule of confidentiality or propriety. As in all matters common sense should prevail.
Transport Policy
From time to time clubs and coaches will wish to make arrangements to transport young players to events. Clubs have no control over private arrangements between individual parents, but if any transport is arranged by a club or a coach, it is important that sensible steps are taken to ensure the safety of the young people involved.
For any transport organised by a club or a coach the following should be adhered to: