East Glamorgan CHESS Association (EGCA) 

 Safeguarding Policy



 This policy applies to all players, parents and visitors attending matches involving the EGCA. 


Policy statement


The EGCA is committed to creating and maintaining a safe and positive environment for children, young people and vulnerable adults involved in chess. It    accepts its responsibility to assist in the welfare and to safeguard them from poor practice, abuse and bullying.


All individuals within the EGCA - players/parents/visitors/support staff - have a role and responsibility to help ensure the safety and welfare of everyone involved in playing chess.


The EGCA accepts that we are required to fulfil our duty of care, which means that we must do everything that can be reasonably expected of us to help safeguard and protect people from harm, and to act when we suspect that someone is being harmed or is at risk of harm.


Children and Young People   Anyone under the age of 18 years

Vulnerable adults                    Anyone over 18 who is:

Ÿ Unable to care for themselves

Ÿ Unable to protect themselves from significant harm or exploitation

                                                Ÿ Or may be in need of community care services          


Legal Framework


Safeguarding is underpinned by:


·       The Care Act 2014

·       Mental Capacity Act (MCA) 2005

·       Children Act 1989

·       United Convention of the Rights of the Child 1991

·       Data Protection Act 1998

·       Human Rights Act 1998

·       Sexual Offences Act 2003

·       Children Act 2004

·       Safeguarding Vulnerable Groups Act 2006

·       Protection of Freedoms Act 2012

·       Children and Families Act 2014

·       Special educational needs and disability code of practice


We recognise that:


·       the welfare of our players, parents and visitors is paramount regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation

·       some people are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues

·       working in partnership with players, parents, carers and other agencies is essential in promoting people’s welfare.


We will seek to keep everyone involved in EGCA safe by:


·       valuing them, listening to and respecting them

·       appointing a Designated Safeguarding Officer

·       creating and maintaining an anti-bullying environment

·       ensuring we provide a safe physical environment

·       everyone involved with EGCA have a duty of care to be vigilant and respond appropriately to suspicions of poor practice, abuse or bullying.


Contact details


Designated Safeguarding Officer (DSO)


Peter Slater                 Tel 07816 047613       email: peter.slater@ipo.gov.uk


WCU Safeguarding Officer


Adrian Davies             Tel: 01792 232877

Safeguarding Procedures

Any safeguarding concerns or allegations, and any comments or questions regarding the policy or procedures, should be directed to the DSO.  Any concerns about the DSO should be directed to the EGCA chairman.

Disclosure and Barring Services (DBS) will be required for anyone who has regular, unsupervised contact with children or vulnerable adults

Each club night and away match will have a designated adult in charge (normally a team captain or committee member).  It is desirable that another adult be present.

The designated adult in charge should have DBS clearance.  If this is not possible on a given evening then two other adults may deputise provided neither is left in sole charge of any players.

All parents/carers (or other adult known to and trusted by the child/vulnerable adult) will be required to escort their child/vulnerable adult into the club room and return in good time to collect them again.  The adult in charge will supervise uncollected children/vulnerable adults until they are collected.

Team members requiring transport for away matches will normally be picked up and dropped off by the adult in charge at location agreed in advance with parents/carers

Any allegations or concerns will be investigated, and if necessary pursued by the DSO, in accordance with the Welsh Chess Union’s Safeguarding Policy

In particular written statements must be taken at the time of reporting, including full contact details of all people involved (directly or as witnesses) and full details of the concerns

The EGCA endorses and adopts the principles and procedures of the Welsh Chess Union with appropriate adjustments to fit our local situation.


Terms of reference for the EGCA DSO

The DSO should have a working knowledge of current safeguarding principles and practice.

Key Responsibilities:

·       Implementing the EGCA Recruitment Policy

·       Maintaining appropriate records

·       Providing information, training and support in safeguarding matters to the EGCA committee, coaches and volunteers

·       Keeping up to date with national guidelines and best practice (http://www.isa.homeoffice.gov.uk/)

·       Responding to changes in national guidance by cascading information to the EGCA committee and reformulating policy and procedures as necessary

·       Maintaining a register of alleged, actual or threatened abuse including action taken

·       Liaison with outside agencies in cases of suspected abuse

·       Securely storing EGCA safeguarding records in perpetuity


EGCA Recruitment Procedure


This procedure applies to the recruitment of all adults performing a role at EGCA events who:

1.     Have regular contact with children/vulnerable adults without their parents/carers being present

2.     Who might be perceived by a child/vulnerable adult to be in a position of trust

In practice this will be the EGCA Zone Secretary or team captains.  Additionally it will include adults who regularly assist with children/vulnerable adults in the playing hall at EGCA tournaments as Tournament Controllers and Arbiters.


It may be necessary for the EGCA Zone Secretary to source a coach at short notice in order to ensure a safe supervision ratio – in such circumstances the EGCA Zone Secretary will ensure adequate supervision of said coach.

It is the EGCA policy to support the development of its juniors, some of whom may wish to assist at training days and tournaments.  Junior leaders will be supervised by a named adult usually the EGCA Zone secretary, Tournament Controller or DSO.

It is EGCA policy to encourage the parents/carers of juniors/vulnerable adults to become involved with the organisation.  Parents/carers assisting at training or tournaments on an ad hoc basis will be supervised by a named adult, usually the EGCA Zone Secretary, Tournament Controller or DSO.


The term ‘applicant’ refers to any adult, voluntary or paid, who fulfils the criteria set out in ‘Scope’ above.


Any applicant who meets the criteria above should be identified to the DSO, prior to commencement of duties.

The DSO will then ensure that the applicant has undergone enhanced level DBS checks.    

If the applicant already holds a satisfactory enhanced level disclosure issued within the last three years AND the applicant is still resident at the same address AND the applicant is still volunteering for or employed by the organisation that commissioned the check, EGCA may accept that disclosure as adequate when presented with proof or current residence (e.g. a utility bill dated within the last 3 months). 

If this is not possible on a given evening then the applicant can act with support from another adult provided neither is left in sole charge of any players.

The applicant must receive a copy of the Code of Conduct and Procedure for Handling a Concern or Disclosure.

The DSO will hold records of all applicants and will be responsible for ensuring that DBS checks are updated in line with national guidelines.


EGCA Code of Conduct

General Principles:

ü Treat everyone with respect

ü Provide an example of behaviour for others to follow

ü Respect other’s right to privacy

ü Avoid situations that may compromise your relationship with children/vulnerable adults, and are unacceptable within a relationship of trust

ü Recognise that children/vulnerable adults from different backgrounds may have different values

ü Recognise that children/vulnerable adults with differing abilities may have differing requirements

ü Be prepared for colleagues to remind you if you forget any of the requirements for good practice and be prepared to help a colleague by advising them in return.

Do Not….

x Permit abusive peer activities e.g. bullying, ridiculing

x Display inappropriate physical contact

x Show favouritism

x Make inappropriate or suggestive remarks or gestures

x Let any suspicion, disclosure or allegation go unrecorded

x Believe “it could never happen to me”.

Specific Guidance for Coaches, Tournament Controllers and Arbiters

ü Know your group – record names of children/vulnerable adults attending an event and alert an EGCA organiser if a child/vulnerable adult fails to return after a break

ü Alert an EGCA organiser if you consider the group is unsafe, either because of large numbers or due to the dynamic of the attendees within the group

ü Never leave your group unattended

ü Do not leave your group with either a junior leader or an adult who is not supervised

 ü Familiarize yourself with the exits at the venue in order that you could lead a safe evacuation of your room if necessary

ü It is the responsibility of parents/carers to make coaches, Tournament Controllers or Arbiters aware of any medical, emotional or educational needs which may impact the safety of their children/vulnerable adults or other participants in a session.

ü Coaches, Tournament Controllers and Arbiters should be sensitive to the possibility of common medical conditions in children and how to summon assistance

üBe vigilant to the motives of adults showing an interest in the training of children/vulnerable adults

 Procedure for Handling a Concern or Disclosure


If you have reason to suspect that a child of vulnerable adult is being abused:

·       Record your concerns using facts and observational detail

·       At the earliest opportunity pass to the DSO, or if the DSO is not present, pass to the senior organiser at the event

·       Do not discuss the concern with anyone else

If the child/vulnerable adult tells you they are being abused


·       Allow the child/vulnerable adult to talk, but do not press or prompt for information

·       Provide reassurance, but do not pass judgement

·       Record the facts as told to you, using the child’s/vulnerable adult’s words and observational detail e.g. “x was rocking and crying and said…” instead of “x was upset and said…”

·       At the earliest opportunity pass to the DSO, or if the DSO is not present, pass to the senior organiser at the event

·       Do not discuss the concern with anyone else

If you receive an allegation of abuse against an EGCA volunteer or coach

·       Record the facts as told to you

·       At the earliest opportunity pass to the DSO, or if the DSO is not present, pass to the senior organiser at the event

·       Do not discuss the concern with anyone else

·       At the earliest opportunity pass to the DSO, or if the DSO is not present, pass to the senior organiser at the event

·       If the accusation is against the DSO pass to the senior EGCA organiser at the event

·       Do not discuss the concern with anyone else