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Policies and Risk Assessment

Ventnor Tennis Club Safeguarding Policy



Reporting a Safeguarding Concern within the Tennis Environment

How to respond to allegations against a member of staff/volunteer or another young person within the Tennis Environment

For Tennis Wales/Tennis Scotland cases, on-going consultation will take place with them


Safeguarding Policy

  1. Policy statement

The Ventnor Tennis Club is committed to prioritising the well-being of all children and adults at risk, promoting safeguarding in our clubs at all times, including all programmes and events we run. All activities, events and competitions arranged by the club run in accordance with the LTA’s safeguarding at events, activities and competitions guidance. This policy strives to minimise risk, deliver a positive tennis expressive I respectfully to all safeguarding concerns/ disclosures.


  1. Use of terminology

Child: a person who under the age of 18 years.

Note that some legislation in Scotland defines a child as a person under 16 years old. However, whether is any safeguarding concern, anyone under the age of 18 is regarded as a child unless advised otherwise by the LTA safeguarding team.

Adult at risk: At a person aged 18 years or over who is, or maybe, in need of community care services by reason of disability, age or illness; And is, or maybe, unable to cope or unable to protect him or herself against abuse or neglect.

Safeguarding Children: protecting children from abuse and neglect, preventing the impairment of children's health or development, ensuring that they grow up in circumstances consistent with provision of safe and effective care, and taking action to enable all children have the best life chances.

Safeguarding adults at risk: protecting adults from abuse and/ or neglect. Enabling adults to maintain control over their lives and make informed choices without coercion. Empowering adults at risk, consulting them before taking action, unless someone lacks the capacity to make a decision, or their mental health poses a risk to their own or someone else's safety, in which case, always acting in his or her best interest.

(see appendix A for full glossary of terms)

  1. Scope

This Policy is applicable to all staff, volunteers, committee members, coaches and club members. It is in line with national legislation and applicable across the UK.

Advice, guidance and support is available from the LTA Safeguarding Team.

  1. Responsibility for the implementation of the Safeguarding Policy, Code of Conduct and Reporting Procedure


  • Our club's committee has overall accountability for this Policy and its implementation

  • Our club welfare officer is responsible for updating this policy in line with legislative and club developments

  • all individuals involved in/ present at the club are required to adhere to the Policy and Code of Conduct

  • The LTA Safeguarding Team and Tennis Scotland, Tennis Wales and Tennis Foundation Safeguarding Leads can offer support to help clubs proactively safeguard.

Where there is a safeguarding concern/disclosure:

  • The individual who is told about, hears, or is made aware of the concern/disclosure is responsible for following the Reporting a Safeguarding Concern Procedure shown in the flow chart at the beginning of this policy. Unless someone is in immediate danger, they should inform the club Welfare Office, LTA Safeguarding Team or National Safeguarding Lead.

  • The club Welfare Officer and Safeguarding Leads are responsible for reporting safeguarding concerns to the LTA Safe Safeguarding Team.

  • The LTS Safeguarding Team is responsible for all safeguarding concerns/disclosures that are reported to them and with the club Welfare Officer and National Safeguarding Leads to follow up as appropriate on a case-by-case basis, prioritising thew well-being of the child/ adult at risk at all times.

Dependent on the concern/ disclosure, that may be made to:


  • The police in an emergency (999)

  • Local Authority Children's Services: contact Hants Direct on 0300 300 0117 (24 hours)

  • Local Authority Adult Services: 01983 814980: Out of Hours contact the emergency duty team on 01983 821105. Non urgent concerns can also be emailed to

  • Designated Officer (England only) for concerns/ disclosures about a member of staff, consultant, coach, official or volunteer or the LTA Safeguarding Team directly.


  1. Breaches of the Safeguarding Policy, Code of Conduct and Reporting Procedure

Breaches of this Policy and/ or failure to comply with the outlines responsibilities may result in the following:

  • Disciplinary action leading to possible exclusion from the club, dismissal and legal action

  • Termination of current and future roles within the club and roles in other clubs, the LTA, Tennis Wales, Tennis Scotland and the Tennis Foundation.

Actions taken by players, parents or carers, staff, consultants, volunteers, officials, coaches inside of the club that are seen to contradict this Policy may be considered a violation of this Policy.

Where an appeal lodged in response to decision made by the club, the individual should adhere to the club’s appeal procedure

  1. Whistleblowing

Safeguarding children and adults at risk requires everyone to be committed to the highest possible standards of openness, integrity and accountability. As a club, we are committed to encouraging and maintaining a culture where people feel able to raise a genuine safeguarding concern and are confident that it will be taken seriously.

What is whistle blowing?

A whistle blower may be:

  • a player;

  • a volunteer;

  • a coach;

  • other member of staff;

  • an official;

  • a parent;

  • a member of the public.

How to raise a concern about the child or an adult at risk at the club

If a child or an adult at risk is in immediate danger or risk of harm, the police should be contacted by calling 999.

Where a child or an adult at risk is not in immediate danger, any concerns about their well-being should be made without delay to the Club Welfare Officer. The club welfare officer will pass the details of the concern on to the LTA Safeguarding Team at the earliest opportunity and the relevant local authority and the police will be contacted, where appropriate.

If, however, the whistle blower does not feel comfortable raising a concern with the Club Welfare officer, the whistle blower should contact the LTA Safeguarding Team directly on 020 8487 7000, the Local Authority Designated Officer (LADO) or the NSPCC on 0808 800 5000.

Information to include when raising a concern

The whistle blower should provide as much information as possible regarding the incident or circumstance which has given rise to the concern, including:

  • their name and contact details (unless they wish to remain anonymous);

  • names of individuals involved;

  • date, time and location of incident/ circumstance; and

  • whether any witnesses were present.

What happens next?

All concerns raised by a whistle blower about the well-being of a child or an adult at risk will be taken seriously and every effort will be made to deal with each concern fairly, quickly and proportionately.

if the whistle blower does not believe that the concern has been dealt with appropriately and wishes to speak to someone outside the club all the LTA Safeguarding Team, the NSPCC Whistleblowing advice line should be contacted on 0800 028 0285 or by emailing


The club will not tolerate any harassment, victimisation, or unfair treatment of, and will take appropriate action to protect whistle blowers when they raise a concern in good faith.

Organisations who can provide support include: Mind:; *LADO (Local Authorit Designated Officer) Telephone: 01983 823723 Email: Samaritans: Sporting Chance: www.sporting

Codes of Conduct

All members of staff, volunteers and club members agree to:

  • Prioritise the well-being of all children and adults at risk at all times

  • Treat all children and adults at risk, fairly and with respect

  • Be a positive role model, act with integrity, even when no one is looking

  • Help to create a safe and inclusive environment both on and off the court

  • Undertake a DBS check, where and as required by LTA England (Club members of staff and volunteers)

  • Not allow any rough or dangerous behaviour, bullying or the use of bad or inappropriate language

  • Report all allegations of abuse or poor practice to the club Welfare Office

  • Not use any sanctions that humiliate or harm a child or adult at risk

  • Value and celebrate diversity and make all reasonable efforts to meet individual needs

  • Keep clear boundaries between professional and personal life, including social media

  • Have the relevant consent from parents, guardians, carers, children and adults before taking or using photos and videos

  • Refrain from making physical contact with children or adults unless it is necessary as part of an emergency or congratulatory (e.g. handshake/high five)

  • Refrain from smoking and consuming alcohol during club activities or coaching sessions

  • Ensure roles and responsibilities are clearly outlined and everyone has the required information and training

  • Avoid being alone with a child or adult at risk unless this is required as part of a club activity (e.g. away match) and there is another adult in the vehicle

  • Not abuse, neglect, harm or discriminate against anyone, or act in a way that may be interpreted as such

  • Not have a relationship with anyone under 18 for whom they are coaching or responsible for

  • Be actually aware of the power that coaches and coaching assistants develop over players in the coaching relationship and avoid any intimacy (sexual or otherwise) with players

All children and junior club members agree to:

  • Be friendly, supportive and welcoming to other children and adults

  • Play fairly and honestly

  • Respect club staff, volunteers and officials and accept their decisions

  • Behave, respect and listen to your coach

  • Take care of your equipment and club property

  • Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, culture, religion or sexual identity

  • Not use bad, inappropriate or racist language, including on social media

  • Not bully, intimidate or harass anyone, including on social media

  • Not smoke, drink alcohol or drugs of any kind on club premises or whilst representing the club at competitions or events

  • Obtain their parents, guardians or carers consent (junior members aged 13018 years) to access the tennis courts alone during unsupervised times e.g. when the head coach or a club volunteer is not present and when there are no planned club activities

  • Talk to the club Welfare Officer about any concerns or worries they have about themselves or others

All parents, guardians and carers agreed to:

  • Positively reinforce your child and show an interest in their tennis

  • Use appropriate language at all times

  • Be realistic and supportive

  • Never ridicule or admonish a child for making a mistake or losing a match

  • Treat all children, adults, volunteers, coaches, officials and members of staff with respect

  • Behave responsibly at the venue; do not embarrass your child

  • Accept the official’s decisions and do not go on court or interfere with matches

  • Encourage your child to play by the rules, and teach them that they can only do their best

  • Deliver and collect your child punctually from the venue

  • Ensure your child has appropriate clothing for the weather conditions

  • Ensure that your child understands their code of conduct

  • Have responsibility for consenting to allow junior members, aged 13-18 years, to access the tennis courts alone during unsupervised times e.g. when the head coach or club volunteer is not present and when there are no planned club activities

  • All responsible steps to ensure that their child/ children, when at the club unsupervised, know what to do in an emergency and who to contact; also, that they have the means to do so e.g. are carrying a working mobile phone

  • Adhere to your venue's safeguarding policy, diversity and inclusion policy, rules and regulations

  • Ensuring that their child/ children now what to do in an emergency and who to contact

  • Provide emergency contact details and any relevant information about your child including medical history



This Policy is reviewed every two years (Or earlier if there is a change in national legislation)

This Policy is recommended for approval by:


Club Committee Chair (Ashley Curzon):                                                                  Date:


Club Welfare Officer (Marcus Garman):                                                                  Date:



Appendix A: Glossary of Terms

Safeguarding: protecting children from abuse and neglect, preventing the impairment of children’s health or development, ensuring that children are growing up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances. Enabling adults at risk to achieve the outcomes that matter to them in their life; protecting their right to live in safety, free from abuse and neglect. Empowering and supporting them to make choices, stay safe and raise any concerns. Beginning with the assumption that an individual is best-placed to make decisions about their own wellbeing, taking proportional action on their behalf only if someone lacks the capacity to make a decision, they are exposed to a life threatening risk, someone else may be at risk of harm, or a criminal offence has been committed or is likely to be committed.

Abuse and neglect

Physical abuse: A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child or adult at risk. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness.

Sexual abuse: Involves Forcing or enticing a child or young person to take part in abuse sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example, rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encourage children to behave in sexual inappropriate ways, or grooming a child in preparation for abuse (including via the Internet). Sexual abuse is not solely perpetrated by adult males. Women can also connect acts of sexual abuse, as can other children.

Emotional abuse: The persistent emotional maltreatment of the child or adult at risk such as to cause severe and persistent adverse effects on their emotional development. It may involve conveying to a child/ adults at risk that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person; not giving them opportunities to express their views; deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed, including interactions that are beyond a child or adult at risk’s developmental capability, as well as over protection and limitation of exploring and learning, or preventing them participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. it may involve serious bullying (including cyber bullying), causing a child or adult at risk to feel frightened or in danger plumber for the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child from a that may occur alone.

Neglect: The persistent failure to meet a child/ adult at risk’s basic physical and/ or psychological needs, Likely to result in a serious impairment hope that helps all development. It may involve a parent or carer failing to:

  • provide adequate food, clothing and shelter (including exclusion from home or abandonment);

  • protect a child/ adult at risk from physical and emotional harm or danger;

  • ensure adequate supervision (including the use of inadequate care-givers); or

  • ensure access to appropriate medical care or treatment.

It may also include neglect of, or unresponsiveness to, a child’s or adults at risk’s basic emotional needs. Neglect may occur during pregnancy as a result of maternal substance abuse.

Additional examples of abuse and neglect of adults at risk

Financial abuse: having money or property stolen; being defrauded; Being put under pressure in relation to money or other property; and having money or other property misused.

Discriminatory abuse: includes physical, sexual, psychological or financial abuse by someone who is, or has been a partner or family member. Includes forced marriage, female genital mutilation and honour-based violence (an act of violence based on the belief that the person had shame on their family or culture). domestic abuse does not necessarily involve physical contact or violence.

Psychological abuse: including emotional abuse, threats of harm or abandonment, deprivation of contacts, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks

Organisation abuse: where the needs of an individual or not matched by an organisation due to a culture of poor practise or abusive behaviour within the organisation

Self-neglect: behaviour which threatens an adult’s personal health or safety (but not that of others). includes an adult’s decision to not provide themselves with adequate food, clothing, shelter, personal hygiene, or medication (when indicated), or take appropriate safety precautions

Modern slavery: encompasses slavery, human trafficking, criminal and sexual exploitation, forced labour and domestic servitude. Traffickers and slave masters use whatever means they have at their disposal to coerce, deceive and force individuals into a life of abuse, servitude an inhumane treatment.

  • A person who is being abused may experience more than one type of abuse

  • Harassment, and bullying are also abusive and can be harmful

  • Female Genital Mutilation (FGM) is now recognised as a form of physical, sexual and emotional abuse that is practise across the UK

  • Child Sexual Exploitation is recognised as a form of sexual abuse in which children are sexually exploited for money, power or status

  • Child trafficking is recognised as child abuse where children are often subject to multiple forms of exploitation. children are recruited, moved or transported to, all within the UK, then exploited, forced to work or sold

  • People from all cultures of subject to abuse. It cannot be condoned for religious or cultural reasons

  • Abuse can have immediate and long-term impacts on someone's well-being, Including anxiety, depression, substance misuse, eating disorders and self-destructive conducts, offending and anti-social conduct

  • those committing abuse are often adults, both male and female. However, child-to-child abuse also takes place.



Appendix B: What to do if a disclosure from a child or adult at risk is made to you:

  1. Listen carefully and calmly to the individual

  2. Reassure the individual that they have done the right thing and what they have told you is very important

  3. Avoid questioning where possible, and never ask leading questions

  4. Do not promise secrecy. Let the individual know that you will need to speak to the Welfare Officer/ LTA Safeguarding Team because it is in their best interest. If you intend to speak to the police or social care, you should let them know this too.

  5. Report the concern. In an emergency, call the police (999), otherwise talk to the Welfare Officer/ LTA Safeguarding Team as soon as possible. Do not let out/ personal bias prevent you from reporting the allegation

  6. Record details of the disclosure an allegation using the LTA’s online reporting a concern form within 24 hours. If you do not have access to the online form, right down the details using what you have available then sign and date it.



Appendix C: Reporting a Safeguarding Concern outside the Tennis Environment

What to do if you are worried that a child is being abused outside the tennis environment (e.g. at home, school or in the community) but the concern is identified through the child's involvement in tennis.

For Tennis Wales/ Tennis Scotland cases, on-going consultation will take place with them.

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