The West Bay Nippers Club protects the welfare of all participants in its care. We recognize the duty to facilitate safe practices and to safeguard children and young people from harm and exploitation while participating in club events and activities.
1.0 SCOPE
Club members, contractors, staff, volunteers, and other participants engaged directly by West Bay Nippers who work with children and young people must read and understand these policies and procedures.
2.0 PURPOSE
The West Bay Nippers club acknowledges the duty to promote safe operating practices, foster well-being, and protect participants. The purpose of the West Bay Nippers Club policies and procedures is to establish the following:
2.1 Protect all participants, whatever their gender, culture, socioeconomic status, disability, racial origin, language, sexual identity, and/or religious belief, from neglect and abuse.
2.2 Promote and respect the rights and feelings of children and young people.
2.3 Increase understanding of acceptable and unacceptable behavior and our role in maintaining participants’ safety, welfare, and interests.
2.4 Promote standards of practice expected from all participants and implement appropriate guidelines to protect the well-being of all participants
2.5 Provide training, guidelines, supervision, and support to all club members to adhere to agreed standards of practice and adopt best practices to safeguard and protect participants from abuse and to avoid risk to themselves.
2.6 Identify and provide procedures for volunteers and staff to guide them should a suspected incident occur or a charge is made about improper conduct by any person by providing training, support, and advice to staff and volunteers.
2.7 Work in partnership with children, young people, parents/guardians, and other organizations and agencies to promote children’s welfare, health, and development.
2.8 Regularly monitor and evaluate the performance of this policy and procedures.
3.0 INTRODUCTION
All staff, volunteers, members, and families have a moral and legal duty of care to protect and foster the welfare of all participants. All athletes, coaches, administrators, parents/guardians, and participants must respect and understand the safety and welfare of themselves and others and comply with these policies and procedures in Appendices A, B, C, and D.
4.0 DEFINITIONS
The following definitions apply to this policy:
4.1
- Child Abuse – The physical, emotional, or sexual abuse, deprivation, exploitation, mistreatment, or neglect of any child or young person.
- Emotional Abuse – The constant attack on a participant’s psychological, emotional, or social well-being and sense of worth.
- Neglect – The constant failure to look after a participant’s basic psychological or physical needs, leading to negative or impaired physical or emotional functioning or development.
- Physical Abuse – Examples are kicking, punching, beating, shaking, biting, burning, or throwing a participant. It can also result in improper or unreasonable discipline or violence.
- Sexual Abuse – The behaviors or acts where a person abuses a child or young person for a sexual purpose.
4.2
- Child – Any person aged under 18 years
- Child Protection – Activities to guarantee that children and young people are safe from the risks of neglect or suspected abuse
- Club Child Welfare Officer – A person/s appointed by the Chairperson of West Bay Nippers, responsible for maintaining oversight of concerns and disclosures of the alleged child or young person abuse.
- *National Child Welfare Officer – A person/s appointed by the Chief Executive of Lifesaving Taiwan, responsible for maintaining oversight of concerns and disclosures of the alleged child or young person abuse at a Regional or National level. (*to be confirmed)
- Social and Family Affairs Administration, Ministry of Health and Welfare – The Taiwan government department is responsible for the well-being of children.
- Safeguarding – The action to promote the welfare of young people, protect them from harm, and help manage the risk of unsuitable persons actively engaging in activities and events associated with children and young people.
- Safety Check – Verifying identity and gathering information through application forms, face-to-face conversations, police vetting, and reference checks.
- Whistleblowing – An individual gives relevant information regarding misconduct via transparent, open, and secure working conditions where people can share their findings.
- Vetting – The formal process of obtaining relevant safety reviews from another agency, e.g., the Police vetting service or criminal record checks.
- Volunteer – A person who gives their time, knowledge, and skills to assist West Bay Nippers in delivering their operations and/or services. A person from West Bay Nippers participates in club operations and/or services.
5.0 RELATED DOCUMENTS, POLICIES, AND PROCEDURES
West Bay Nippers Safeguarding Children Incident Report Form
West Bay Nippers Changing Room Policy
West Bay Nippers Safeguarding Children during Beach & Water Demonstration Policies
West Bay Nippers Code of Conduct Policy
West Bay Nippers Anti-Bullying Policy
West Bay Nippers Indemnity and Consent Form
West Bay Nippers Medical Emergency Action Plan
West Bay Nippers Beach and Water Incident/Accident Report Log
West Bay Nippers Procedure: Review of Management of Concerns Form
6.0 Recruitment and Training Policies
6.1 All new West Bay Nippers volunteers and employees must undergo Safety Checks before confirming their appointment and every two years after that.
6.2 All existing West Bay Nippers volunteers and employees must undergo safety checks by March 2023 and every two years. Staff and volunteers likely to interact with young athletes include, but are not limited to, coaches, Club Welfare Officers, and instructors.
6.3 All staff and recognized volunteers will receive safeguarding children training appropriate for their role and operational level. Links to CPSU
Roles and Responsibilities of Staff and Volunteers
6.4 The Chairperson of West Bay Nippers Club shall designate a Club Child Welfare Officer, whose role and duties include:
a. Ensuring that safeguarding children procedures are available to all staff and volunteers
b. Raising awareness of safeguarding within the West Bay Nippers Club
c. Establishing and maintaining a complaints procedure
d. Regularly reporting to the Club Chairperson on safeguarding children issues and complaints
e. Acting as the primary contact for safeguarding concerns
f. Keeping up-to-date with developments in safeguarding children legislation
g. Preserving confidential records of reported cases and any action taken
h. Regularly reviewing and adapting the West Bay Nippers Club policies and procedures
6.5 Staff, volunteers, and members must be attentive, show knowledge and awareness of the indicators of neglect and abuse, and instantly document any apprehensions, concerns, or allegations of suspected abuse. Inform the Child Welfare Officer, and complete the Incident Report Form.
Complaints and Allegations
6.6 Allegations or concerns of inappropriate safeguarding procedures are handled seriously in conjunction with the relevant agencies promptly and confidentially.
6.7 The person involved in the alleged inappropriate safeguarding procedures will be temporarily suspended until an investigation and an outcome has been achieved. Temporary suspension is not a disciplinary measure but a safety criterion for both the person and the participant.
6.8 The person involved in a complaint or allegation may be required to undertake alternative duties in cases where relevant agencies are not involved to avoid direct contact with young athletes until an outcome has been reached.
6.9 Where desired and permitted, the West Bay Nippers Club shall seek to support the young athlete and their immediate family through any investigation procedures if undertaken.
6.10 Where desired and permitted, the West Bay Nippers Cub shall seek to deliver peer support programs to the volunteer or staff member through any investigation procedures if launched.
7.0 Recruitment and Training Procedures
7.1 The procedure of filling staff and/or volunteer placements requiring contact or interaction with young athletes must include the following:
a. Written role descriptions
b. Checking referrals
c. Interviewing selected candidate/s
d. Safety checks from the relevant agencies of the preferred nominee/s
7.2 Consistent monitoring and internship of staff and volunteers to:
a. Ensure that staff and volunteers work effectively and safely with young athletes
b. Identify and respond to any unacceptable behavior or practices
c. Enable staff and volunteers to analyze their behavior and practices against the West Bay Nippers Club Safeguarding Code of Conduct – Please refer to Appendix A to minimize the risk of complaints or allegations against that individual
d. Reply positively to concerns raised about any staff or volunteer behavior, e.g., via training to improve practices – Refer to Appendix B, Allegations and Complaints
7.3 In all cases and at all times, the West Bay Nippers Club will implement a RESPOND, RECORD, CONSULT, and REPORT/MONITOR approach.
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RESPOND
7.4 In the event of an immediate risk of harm to the young athlete, emergency medical treatment is required, or a crime against a young athlete has been committed, staff or volunteers must
call 119 and inform the West Bay Nippers Club Child Welfare Officer. If an allegation is against the West Bay Nippers Club Child Welfare Officer, notify the West Bay Nippers Club Chairperson or relevant authorities.
7.5 If a child or young person discloses information, react calmly and show that you are listening and concerned.
7.6 Acknowledge what the participant has communicated without interrupting and allow them to continue at their own pace.
7.7 Do not give guarantees of confidentiality. Explain that the relevant agencies will have access to all information to assist them in an investigation. Inform the participant of the next step and offer reassurance that the incident will conclude with an outcome made by the relevant agencies.
7.8 Verify and clarify what the participant is communicating. Refrain from asking questions. The relevant agencies will launch an investigation.
7.9 The West Bay Nippers Club fully supports ‘whistleblowing’ to protect a child or young person. The West Bay Nippers Club will support staff or volunteers who report inappropriate behavior.
RECORD
7.10 Make a comprehensive record of the allegation or complaint.
The Incident Report Form must include the following:
a. a verbatim record of the participant’s version, in their own words, of what happened and should not include the opinions or assumptions of other individuals. This record needs to be as accurate as possible as it could be used later in a criminal trial and
b. a report of any visible injury.
c. the place, time, and date of the alleged meeting, incident, and other potentially helpful information.
7.11 Transfer all messages and notices to the West Bay Nippers Club Incident Report Form, keeping all original documents attached, as they may be needed as proof. At the earliest opportunity, give all the relevant documents to the West Bay Nippers Club Child Welfare Officer, who will store them securely. The West Bay Nippers Club must retain all Incident Report Forms for 50 years.
CONSULT
7.12 The Child Welfare Officer must be informed of an allegation or disclosure as soon as practicable. You must detail what occurred and relevant actions (if any) taken in response to the incident.
7.13 Never work alone, investigate, interrogate an alleged offender, or contact the participant’s family without prior approval from the relevant Taiwanese agencies and only in consultation with the West Bay Nippers Club Child Welfare Officer.
REPORT/MONITOR
7.14 Once an Incident Report Form has been submitted to the West Bay Nippers Club Child Welfare Officer, the club will evaluate whether a Report of Concern should be made to the relevant Taiwanese agencies. The West Bay Nippers Club Child Welfare Officer will seek guidance from the relevant Taiwanese authorities and agencies as to what further actions the club can take if any. Where permitted, the Child Welfare Officer will notify all groups of the progress and procedure, which may comprise one or more of the following:
a. Notifying parents, volunteers, staff, and the relevant organization responsible for the participant
b. Speaking to the participant
c. Communicating with the alleged offender
d. Collaborating with *Lifesaving Taiwan’s National Child Welfare Officer
*(to be confirmed)
7.15 The West Bay Nippers Club will not enter into any compensation agreement where a participant’s safety and/or security is concerned, i.e., where a compensation agreement contradicts safeguarding and child protection.
7.16 If a participant and/or the alleged person(s) leaves the West Bay Nippers Club while a case is underway or where a case emerges after their exit, the Club Child Welfare Officer, the Club Chairperson, and the relevant agencies will determine appropriate actions.
APPENDIX A– WEST BAY NIPPERS CODE OF CONDUCT POLICY – VOLUNTEERS/STAFF/COACHES
The West Bay Nippers Club, its employees, and volunteers recognize that the welfare of children and young people is vital and will ensure that staff and volunteers;
A1. Are aware of and understand their safeguarding responsibilities.
A2. Facilitate best safeguarding practices for staff, volunteers, and young athletes.
A3. Are supported to meet safeguarding expectations.
A4. Embrace and display safeguarding as a shared responsibility.
A5. They are accountable for their behaviors, actions, and safeguarding practices at all times.
A6. Openly and transparently record and report infringements.
A7. Are supported by having a code of conduct for children. Refer to Appendix C, as this is their version of their responsibilities and behavior towards staff, volunteers, and other children or young people.
A8. Are supported by having a code of conduct for parents/caregivers. Refer to Appendix D. This is their version of their responsibilities and behavior towards staff, volunteers, and young athletes in their care.
A9. Recognize that the relevant Code of Conduct encompasses everyone regardless of position or seniority.
West Bay Nippers Staff and Volunteers must:
A10. Only commence duties upon completing all necessary recruitment details, including the required Safeguarding training and police vetting.
A11. Immediately notify the West Bay Nippers Club Chairperson, as soon as possible, of any modifications to known or likely criminal charges/convictions during their voluntary position or employment at the club.
A12. Acknowledge that safeguarding is both a personal and team responsibility amongst all staff and volunteers to support approaches and behaviors befitting of their role/s as entrusted providers of the West Bay Nippers Club services, including but not limited to;
a. Always work in the best interests of the young athlete.
b. Carry out a risk assessment to determine any possible risk to children, young people, staff, and volunteers, and identify suitable control measures to mitigate the risks.
c. Where supplied, ensure West Bay Nippers ID/attire is worn when representing/undertaking West Bay Nippers activities.
d. Foster an inclusive environment.
e. Achieve the required Safeguarding qualifications for their role.
f. Only use approved West Bay Nippers Information and Communication Technologies (ICT) resources to communicate with children, young people, and their families.
g. Ensure that all communication, behavior, and actions with or around children and young people are appropriate and optimistic to their age level of development.
h. Only use the West Bay Nippers Club behavior management procedures and practices when addressing or challenging inappropriate behavior.
A13. Work in the line of sight and sound of others at all times.
A14. Comply with all statutory regulations and the West Bay Nippers Club policies, procedures, and practices regarding promptly reporting any concerns or noncompliance issues.
A15. Obtain written parental or caregiver consent before:
a. Working one-on-one and/or where appropriate physical contact is needed.
b. Using ICT to communicate with a young athlete directly.
c. Verifying outings, overnight stays, sleeping arrangements, and travel.
d. Taking, sharing, or storing of imagery.
A16. We, as the West Bay Nippers Club and individually as volunteers/staff/coaches, agree to:
a. Be open-minded, patient, and a role model.
b. Consider what might have provoked the dispute.
c. Be respectful of differences in opinion.
d. Try to resolve conflict as soon as possible.
e. Negotiate solutions before continuing with the lesson.
f. Listen carefully to all views and discrepancies.
g. Use appropriate language
h. Seek help if the confrontation escalates
A17. Respect the freedoms, dignity, and worth of every human being through the following:
a. Treat everyone equally and never discriminate.
b. Provide safe supervision of activities
c. Treat all information of a personal nature as confidential.
d. Take all reasonable actions to create a safe working environment.
e. Ensure that all teaching is appropriate for the individual’s age, ability, and experience
f. Make sure coaching is regulated and approved by the relevant associations.
g. Maintain and improve our coaching, lifesaving qualifications, and professional development to ensure your child is with safe and experienced instructors, offering the best available knowledge.
h. Be involved mainly with the well-being, health, and future of the individual and only then with optimizing their performance.
i. Respect the participant’s rights, wishes, and feelings.
APPENDIX A– WEST BAY NIPPERS CODE OF CONDUCT POLICY – VOLUNTEERS/STAFF/COACHES
A18. West Bay Nippers, its employees, and volunteers must:
a. Take reasonable actions to safeguard the children from harm, prejudice, or degrading treatment.
b. To complete routine safeguarding training in line with national governing authorities’ recommendations.
c. Encourage and guide participants to accept accountability for their behavior and performance.
d. Always be publicly open when working with children. We will avoid situations where we are entirely unobserved as coaches and individual participants.
e. Provide appropriate physical contact that benefits the child in an open environment
f. Administer a policy of “No secrets.”
g. Always show high standards of behavior and appearance.
h. Develop an appropriate working relationship with participants based on mutual trust and respect.
i. Never exert unwarranted influence to obtain personal benefit or reward.
j. Ensure any suspicions and allegations of safeguarding issues will be taken seriously and answered swiftly and appropriately.
k. Ensure you have Public Liability Insurance for the event and activity.
Please remember that all participants in the activity have volunteered their talents and time. We ask that you treat all members with respect and courtesy.
Staff and Volunteers must not:
A19. Leave young athletes unattended or alone with unauthorized adults.
A20. Use their position of power and trust for any intention that would be a detriment to a young athlete or their family.
A21. Take part in any form of sexual engagement or behavior in the sight of, between, or with any individual, especially those under 18, while accessing or providing the West Bay Nippers Club services, including non-contact and/or contact behaviors.
A22. Perform any behavior that may question the intentions, reasons or be open to perceptions of grooming that includes but is not exclusive to:
a. Offering and giving personalized gifts.
b. Encouraging social contact and/or taking an athlete to out-of-service facilities, e.g., personal home, etc.
c. Being secretive or fostering secrecy among other participants.
d. Displaying favoritism, bias, or exclusion towards participants.
A23. Start or partake in unwarranted, undesirable, or improper physical contact, e.g., boisterous activities and games, personal care (when the person is competent in self-care), unnecessary affection, etc.
A24. Use behavior management outside of organizational requirements, including but not exclusive to:
a. Any form of physical punishment/discipline or degrading treatment.
b. Any form of emotional abuse, including threats, references to diversity differences, withdrawal of care and/or necessities, etc.
A25. Attend work in possession of/under the influence of drugs or alcohol.
Appendix B – Flowchart for Managing Allegations of Abuse or Harm
APPENDIX C – WEST BAY NIPPERS PARTICIPANT’S CODE OF CONDUCT
West Bay Nippers, its employees, and volunteers recognize that the welfare of the participants is paramount and will ensure that staff and volunteers encourage children and young people to:
C1. Value each other, parents, caregivers, staff, and volunteers, and advise them that they may be asked for their views and feedback.
C2. Include all children and young people and encourage them to value and embrace differences throughout the club activities.
C3. Please abide by the rules to keep participants safe, such as keeping out of prohibited areas, not leaving the site or program without staff permission, and adhering to restricted access to certain areas, e.g., bathrooms, changing rooms, etc.
C4. Behave appropriately towards each other, staff, volunteers, parents, and caregivers.
C5. Expect behavior falling outside expectations to be addressed and what this may look like, e.g., time out, phoning parents/guardians.
C6. Take care of themselves and others. Be safe.
C7. Tell someone if they or someone else is being treated unfairly or differently and/or if they are worried about someone.
Participants Code of Conduct
As a West Bay Nippers Club member, all young athletes must demonstrate good behavior.
C8. We ask that you, as participants, agree with the following:
a. Arrive at all training sessions on time, ready to participate and show commitment to the sport.
b. Participate within the rules of the sport, respect the decisions of coaches and officials, and demonstrate respectful behavior towards all fellow athletes and opponents.
c. Always wear the appropriate and suitable clothing during training for all events.
d. Demonstrate positive behavior at all times.
e. No swearing or inappropriate behavior in any public environment (i.e., while in the club, traveling as part of a team/squad, at team events/functions, etc.).
APPENDIX C – WEST BAY NIPPERS PARTICIPANT’S CODE OF CONDUCT
C9. West Bay Nippers must:
a. Treat fellow athletes, coaches, and staff with respect at all times. We do not tolerate degrading comments about individuals.
b. Agree not to smoke, consume alcohol, or take non-prescription drugs.
c. Treat all sports equipment and venues respectfully and keep them in good condition.
d. Make sure bathrooms and changing rooms are tidy at the end of sessions.
e. Inform your coach of any injuries or illnesses you may have before your session begins.
f. Follow the instructions of coaches and staff to comply with any safety regulations.
g. If you need help understanding the instructions, please ask us to explain again.
h. Do not use mobile phones in changing areas.
i. Demonstrate respectful behavior in all areas of your life, including social media. Remember that what you post, like, or share reflects on you as a person and as a West Bay Nippers Club member.
C10. West Bay Nippers must:
a. Only enter the water if directed to do so by the coach.
b. Only use equipment under the instruction and supervision of the coach.
c. Be able to swim at least 25 meters in open water.
d. Ensure you have Public Liability Insurance for the event and activity.
e. Keep your equipment in good condition.
f. Always wear a surf leash to prevent losing your softboard.
g. Have consideration for other water-based users
h. Never surf alone
i. Never surf immediately after eating a meal.
j. Always return to the beach before nightfall.
k. Never mix surfing with alcohol or drugs.
l. Be thoughtful of other beach users
m. When possible, use a lifeguard patrol beach. Obey the lifeguards’ instructions and be ready to help them if required.
n. Where possible, surf in a recognized surfing area
o. When paddling out, avoid surfers who are riding waves.
p When taking a wave, see that you are clear of other surfers. Remember, you must not take off if someone else is already riding the wave.
q. Be environmentally friendly. Always leave the beach and other areas as you wish to find them.
APPENDIX D – WEST BAY NIPPERS PARENTS & CAREGIVERS CODE OF CONDUCT
West Bay Nippers, its employees, and volunteers recognize that the welfare of young athletes is paramount and will ensure that staff and/or volunteers inform parents/guardians that they:
D1. And their child’s voice is valued, and they may be asked for their views and/or feedback.
D2. Must be contactable or nominate an emergency contact who will be available at all times while their child or young person is involved in West Bay Nippers operations or activities.
D3. Should tell someone if they or someone else is being treated differently and/or if they are worried about someone.
D4. Be expected to behave according to West Bay nippers and Lifesaving Taiwan’s Code of Conduct.
D5. Are expected to behave appropriately and compassionately towards others, including should they be dissatisfied, e.g.
a. Remembering staff and volunteers are people too, and some may be young staff or volunteers.
b. Not raising voices/using inappropriate language towards staff or volunteers, particularly in the vicinity of children and young people.
c. Knowing that any conduct perceived as being abusive, racist, sexist, bullying, harassing, threatening, etc., is not permitted and may result in service exclusion.
D6. Along with West Bay Nippers, they must promote inclusivity and undertake all reasonable steps to accommodate any special needs where practicable and resources permit.
D7. Are encouraged to support the actions taken by staff or volunteers to address inappropriate behaviors that may breach West Bay Nippers and/or Lifesaving Taiwan’s Code of Conduct and also how they may
be managed, e.g.
a. For children and young people: immediate strategies such as time out, etc., as well as Behavioral Management Plans that incorporate parent or caregivers’ involvement and agreement.
b. For children and young people, and adults: serious concerns (e.g., illegal behavior, danger, harm towards self or others, persistent failings to comply, etc.) may result in temporary and/or permanent exclusion.
D8. Are required to abide by the West Bay Nippers Club operational and/or activity requirements, e.g., dropping off/collecting children and young people at times and locations specified.
D9. Are required to abide by all the West Bay Nippers Club policies, procedures, and practices at all times, including refraining from taking, sharing, or storing images of children and young people other than their own, noting:
a. Taking of imagery is only permitted if authorized by staff.
b. The West Bay Nippers Club will create opportunities for imagery to be taken safely.
c. How breaching imagery requirements may place others at risk, e.g., from family violence, etc.
D10. Remember that safeguarding is a shared responsibility.
APPENDIX D – WEST BAY NIPPERS PARENTS & CAREGIVERS CODE OF CONDUCT
D11. Parents/Guardians Code of Conduct
The West Bay Nippers Club recognizes the vital role that parents/guardians play in our sport. We know that participants function at their best when they have the backing of supportive family members. Children are involved in West Bay Nippers for enjoyment. It can be easy for parents/guardians to get caught up in the moment, which can detract from a young person’s positive experience.
We ask that you, as Parents/Guardians agree with the following:
a. Encourage your child’s effort – the effort is as significant as a result.
b. Congratulate other children’s efforts
c. Be a role model and encourage fair play.
D12. Parents/Guardians Code of Conduct
a. Do not verbally abuse a child for making a mistake.
b. Oversee activities and take responsibility for your child’s location at all times
c. Motivate children to participate. Please do not force them to complete an activity.
d. Focus on the child’s efforts, enjoyment of the training, and new skills, rather than winning or losing
e. Encourage children to always participate according to the rules and settle disputes in a non-violent manner.
f. Never punish, tease or shout at a participant for making an error or losing.
g. Reinforce all steps to remove verbal and physical abuse from the activities.
h. Respect every young person’s rights, dignity, and worth regardless of gender, ability, cultural background, or religion.
i. Please refrain from interfering with the progress and conduct of the technical advice provided by the professional coach. A few words of encouragement are acceptable.
j. Ensure you have Public Liability Insurance for the event and activity.
APPENDIX D – WEST BAY NIPPERS PARENTS & CAREGIVERS CODE OF CONDUCT
D13 Parents/Guardians Code of Conduct
a. Use correct and appropriate language at all times.
b. Share relevant details about matters affecting your child’s well-being (e.g., medical conditions, additional support needs, allergies, worries at school, family bereavement, etc.) with coaches and club administrators.
c. Ensure that the West Bay Nippers Club has up-to-date contact details as required.
d. Ensure that your child is on time for their lessons and is in good health to participate in the activity.
e. Consistently display high standards of behavior and report poor behavior by others to an appropriate staff member.
f. Behave responsibly as a spectator
g. To respect the privacy of others, especially in the use of changing facilities. Click here for the West Bay Nippers Changing Room Policy.
h. Ensure your child is aware of the Code of Conduct for Participants
