Coulsdon Chess Safeguarding Policy
It is the policy of Coulsdon Chess to safeguard the welfare of all people attending its events by protecting them from physical, sexual and emotional harm.

Coulsdon Chess is committed to ensure that all of its activities fall within expected child safeguarding practices.  It also includes vulnerable adults. This Statement gives our policy and routines for the various activities that we are involved in, but is something we will look to amend as appropriate should be feel that there is a gap in our policy or where legislation moves to require a change. 

Coulsdon Chess holds a standard Public Liability Insurance Policy and all of its trainers and staff, whether regular or otherwise, are considered to be covered by this policy whilst operating in any school or at any event under the Coulsdon Chess umbrella.  Coulsdon Chess does not cover trainers or staff where they teach in schools or work at tournaments where they are not under the Coulsdon Chess umbrella.   Also, trainers are not covered by Coulsdon Chess when they work on a private small group or 1-2-1 session not directly arranged by Coulsdon Chess.  Coulsdon Chess will often recommend trainers to families but do so, unless stated otherwise, on the basis there is no liability to Coulsdon Chess or its insurers for any incidents.

It should be noted that these policies apply to all of our junior activities.  However with activities involving adults, Coulsdon Chess cannot guarantee that other entrants to competitions are ideal or DBS clear and cannot take responsibility for those people.  Obviously Coulsdon Chess as an organisation will do all that is reasonably possible to protect juniors who play in senior events (as we wish to encourage them to do so) but as entry is open to anyone and they are "adult" events, we cannot assure everyone of the integrity of everyone taken part.  However, we will take seriously any complaint made at such an event.

*    Coulsdon Chess require all of its adult trainers to undergo an enhanced Disclosure and Barring Service (DBS) check at least every 3 years.  Coulsdon Chess will do this check themselves unless a school that one of their trainers is teaching in has insisted on doing another check for their own records, in which case Coulsdon Chess will ask to inspect the relevant documentation to ensure that the result is satisfactory for them to continue training or officiating under the Coulsdon Chess umbrella and will accept that as the start of another 3 years till the next check is required.  Coulsdon Chess will always carry out an initial DBS check for all new trainers, Coulsdon Chess may accept repeat DBS from other agencies such as Schools for adults who have provided continuous service to Coulsdon Chess.

*    Coulsdon Chess will also expect trainers to ensure that they are not ‘disqualified by association’ and should contact Coulsdon Chess immediately should their circumstances change.

*    Coulsdon Chess will also contact any suitable references provided by the trainer and will expect the trainer to provide a full working history.
*    Where a trainer is new to our training team and is not yet DBS cleared, Coulsdon Chess may arrange a suitable chaperon who will shadow that trainer in their activities until such time as their "clear" DBS check arrives so that they may start coaching on their own.  Obviously this will only happen with prior consultation and agreement with the school they are training in.
*    Coulsdon Chess is happy to work with every school to ensure that their Child Protection Policy works together with ours to the satisfaction of both organisations.  Coulsdon Chess may make reasonable amendments to this policy when training in a school in order to bring things in line with policies of the individual school.
*    Coulsdon Chess trainers are expected to use school discipline structures (which vary from school to school) in dealing with unruly behaviour.  This is both for the protection of the trainer and of the pupils, who should be used to the measures that their school will take against them.  Trainers should be aware that disciplinary procedures and attitude towards discipline can vary considerably from school to school.
*    Coulsdon Chess trainers should ideally refrain from any physical contact with any of its trainees.  This can be difficult when some younger children are by nature tactile or possibly upset and where the trainer must use their judgment accordingly.  Trainers are strongly advised to register any concerns or such incidents with both the school office and the Coulsdon Chess office immediately afterwards for their own protection, regardless of how "minor" they may have been.
*    Coulsdon Chess trainers are expected to be well presented and professional whilst teaching in schools under the Coulsdon Chess umbrella.
*    In the event of a complaint being made by a school or an individual against a Coulsdon Chess trainer, Coulsdon Chess will discuss with the school whether or not it is appropriate for that trainer to continue.  Obviously the nature and seriousness of the accusation/incident will determine this decision.  If appropriate and if the school so request, that trainer will be temporarily substituted whilst the incident is being investigated.  If the incident/accusation is deemed serious enough, for the protection of the child, the trainer and Coulsdon Chess, Coulsdon Chess will call for police involvement and the trainer will be suspended from all Coulsdon Chess activities pending the outcome.  
*    Parental agreement is required prior to the Chess Training Session commencing each term. Payment directly to the Coulsdon Chess Office shall be deemed as such.

*    Although nobody at a tournament should have unsupervised access to children (by the very nature of the event), Coulsdon Chess will only use adult staff with clear enhanced DBS checks less than 3 years old to run our events.  However, please note that when we are running events, we often use a team of young helpers who know the format of the event and therefore can assist us in running them; these helpers are obviously not DBS cleared, but are carefully chosen and well supervised as they work for the tournament management team.
*    Tournament Staff shall not place themselves in a 1-2-1 situation with a child.  If they need to speak to a child, they should seek the permission of the Senior Arbiter (or Coulsdon Chess Senior Officials) and an appropriate adult as a witness.
*    Tournament Staff are not responsible for the general safety of children at events they are working at.  Parents should read
Conditions of Entry for further details.

*    Generally, Coulsdon Chess staff will be in a group supervised situation (whether in a school or running a tournament) and therefore should not be in a one-to-one situation with any child.  Should circumstances arise where a member of staff is left on their own with a single child, then the trainer should seek to move themselves and the child to an area where they are with or close to another adult as soon as is possible.
*    In the event of Coulsdon Chess staff transporting children between venues, adults should do all they can to ensure they are not left alone in a car with a single child who is under the age of 16 (and especially of Primary School age). 
*    Any drivers must ensure they have the necessary seating safety requirements before agreeing to transport children in their vehicles.

*    Coulsdon Chess will take seriously any complaint made against a member of its staff and will seek to act quickly to bring the matter to a satisfactory conclusion as this is in everyone's interests.  Any complaints made should be directed to Rachel Warner as the head of the Coulsdon Chess organisation, unless the complaint has been made against her, in which case it should be directed to Emma Freeman as the Office Manager. If the complaint is about either Mrs Warner or Mrs Freeman, or a member of their family, it will be automatically directed to a suitable independent person such as Mr Daniel Gliddon or Mrs Kim Barker.
*    Coulsdon Chess will also look into complaints of bullying or mis-treatment by other competitors or individuals attending one of its events.  However, it must be noted that where issues relate to the actual playing of the match the the Laws of Chess may be the relevant documentation to refer to when making judgment and in some cases, the Laws of Chess will be used to resolve the issue.
*    In the event of a serious complaint being made which Coulsdon Chess feels is outside of its remit to investigate, then the police will be asked to deal with the matter and Coulsdon Chess will work with the police to ensure that the investigation is thoroughly and accurately carried out.
*    If Coulsdon Chess decides that an internal investigation is appropriate (this does not prevent parents/carers chosing to take the matter further should they feel it appropriate), then it will seek to obtain all of the facts from all of the parties involved to bring the matter to a conclusion as quickly as reasonably possible.

a) If you suspect a child is being abused:-

1) immediately inform the Coulsdon Chess Manager (Rachel Warner) or Office Manager (Emma Freeman) or the Coulsdon Chess Supervisor in charge of the event.
2) record the facts in writing as you know them and give a copy to the appropriate official as above.
3) ensure that the child has access to an independent adult.
4) ensure that no situation arises which could cause further concern.
5) ensure access to confidential information is restricted to appropriate officials.

b) If a child tells you about abuse by someone else

1) allow the child to speak without interruption, accepting what is said.
2) alleviate feelings of guilt and isolation, while passing no judgement for or against either the child or the accused party/parties.
3) advise that you will try to offer support, but that you must pass the information on as appropriate.
4) same steps as 1 – 5 above

c) If you receive any allegation of abuse about any adult or about yourself

1) Immediately inform the the Coulsdon Chess Manager (Rachel Warner) or Office Manager (Emma Freeman) or the Coulsdon Chess Supervisor in charge of the event.
2) record the facts as you know them and give a copy to the appropriate official as above.
3) try to ensure that no-one is placed in a position which could cause further compromise.


Code of Conduct

Do put the guidelines into practice
Do treat everyone with respect
Do provide an example you wish others to follow
Do plan activities which involve more than one other person being present or at least are within sight or hearing of others. This applies to such activities as one-to-one training and travelling to or from chess events.
Do respect a young person’s right to privacy
Do have separate sleeping accommodation for adults and young people.
Do provide access for young people to talk to identifiable responsible adults about any concerns they may have. Deal with any concerns in a sympathetic and appropriate manner.
Do encourage young people and adults to feel comfortable and caring enough to point out attitudes or behaviour they do not like
Do avoid situations that compromise your relationship with young people and are unacceptable within a relationship of trust.
Do remember that someone else might misinterpret your actions, no matter how well-intentioned
Do recognise that caution is required even in sensitive moments of counselling
Do recognise that children with differing abilities have differing requirements.
Do recognise that children from different backgrounds may have differing values.

Do NOT permit abusive peer activities (e.g. bullying, ridiculing)
Do NOT play dangerous physical contact games with young people
Do NOT have any inappropriate physical or verbal contact with others
Do NOT allow yourself to be drawn into inappropriate attention seeking behaviour such as tantrums
Do NOT show favouritism to any individual
Do NOT make suggestive remarks or gestures even in fun
Do NOT let suspicion, disclosure or allegation of abuse go unrecorded or unreported
Do NOT rely on just your good name to protect you
Do NOT believe ‘it could never happen to me’

Notes on Unacceptable Behaviour by Children

If you wish further advice and support

If you feel Coulsdon Chess has not processed the matter appropriately, or you feel a child is in immediate danger, you are entitles to contact the authorities.  The Police can be contacted on 101, Childline are also available to assist in such matters or call 0808 800 5000.  Numbers Local social services can also be found on council websites.