Norwich Kung Fu Academy

Child Protection Policy

Written by Jo-Sifu Mark Ringer, chief instructor and co-founder.

Implemented April 2012. Last updated August 2024.  

Introduction

The chief instructors at the Norwich Kung are William Bridgman & Mark Ringer

Like all sporting organisations which make provision for children and young people all instructors working under the authority of Norwich Kung Fu Academy must ensure that:

• the welfare of the child is paramount
• all children, whatever their age, culture, disability, gender, language, racial origin religious beliefs and/or sexual identity have the right to protection from abuse
• all suspicions and allegations of abuse and poor practice will be taken seriously and responded to swiftly and appropriately
• all staff (paid/unpaid) working in sport have a responsibility to report concerns to the appropriate person. This will normally be either the chief instructors of the Academy or the Welfare officer at the school the child ordinarily attends.

Staff/volunteers are not trained to deal with situations of abuse or to decide if abuse has occurred.

Policy statement/aims

Norwich Kung Fu Academy has a duty of care to safeguard all children involved in Kung Fu training from harm. All children have a right to protection, and the needs of disabled children and others who may be particularly vulnerable must be taken into account. Norwich Kung Fu Academy will ensure the safety and protection of all children involved in Kung Fu training through adherence to the Child Protection guidelines adopted by Norwich Kung Fu Academy.

A child is defined as a person under the age of 18 (The Children Act 1989).

Policy aims

The aim of the Norwich Kung Fu Academy Child Protection Policy is to promote good practice:

• providing children and young people with appropriate safety and protection whilst in the care of Norwich Kung Fu Academy
• allow all staff /volunteers to make informed and confident responses to specific child protection issues.

Promoting good practice

Child abuse, particularly sexual abuse, can arouse strong emotions in those facing such a situation. It is important to understand these feelings and not allow them to interfere with your judgement about the appropriate action to take.

Abuse can occur within many situations including the home, school and the sporting environment. Some individuals will actively seek employment or voluntary work with young people in order to harm them. A coach, instructor, teacher, official or volunteer will have regular contact with young people and be an important link in identifying cases where they need protection. All suspicious cases of poor practice should be reported following the guidelines in this document.

When a child enters the club activity having been subjected to child abuse outside the sporting environment, sport can play a crucial role in improving the child’s self-esteem. In such instances the club activity organiser must work with the appropriate agencies to ensure the child receives the required support.

Good practice guidelines

All personnel should be encouraged to demonstrate exemplary behaviour in order to promote childrens’ welfare and reduce the likelihood of allegations being made. The following are common sense examples of how to create a positive culture and climate.

Good practice means:

• Always working in an open environment (e.g. avoiding private or unobserved situations and encouraging open communication with no secrets).
• Treating all young people/disabled adults equally, and with respect and dignity.
• Always putting the welfare of each young person first, before winning or achieving goals.
• Maintaining a safe and appropriate distance with players (e.g. it is not appropriate for staff or volunteers to have an intimate relationship with a child or to share a room with them).
• Building balanced relationships based on mutual trust which empowers children to share in the decision-making process.
• Making sport fun, enjoyable and promoting fair play.
• Ensuring that if any form of manual/physical support is required, it should be provided openly and according to guidelines provided by the Coach Education Programme. Care is needed, as it is difficult to maintain hand positions when the child is constantly moving. Young people and their parents should always be consulted and their agreement gained.
• Keeping up to date with technical skills, qualifications and insurance in sport.
• Involving parents/carers wherever possible. For example, encouraging them to take responsibility for their children in the changing rooms. If groups have to be supervised in the changing rooms, always ensure parents, teachers, coaches or officials work in pairs.
• Ensuring that at tournaments or residential events, adults should not enter children’s rooms or invite children into their rooms.
• Being an excellent role model – this includes not smoking or drinking alcohol in the company of young people.
• Giving enthusiastic and constructive feedback rather than negative criticism.
• Recognising the developmental needs and capacity of young people and disabled adults – avoiding excessive training or competition and not pushing them against their will.
• Securing parental understanding that we would act in loco parentis, if the need arises to administer emergency first aid and/or other medical treatment.
• Keeping a written record of any injury that occurs, along with the details of any treatment given.
• Requesting parental consent if club officials are required to transport young people in their cars.

Practices to be avoided

The following should be avoided except in emergencies. If cases arise where these situations are unavoidable it should be with the full knowledge and consent of someone in charge in the club or the child’s parents. For example, a child sustains an injury and needs to go to hospital, or a parent fails to arrive to pick a child up at the end of a session:

• avoid spending time alone with children away from others
• avoid taking or dropping off a child to an event or activity.

Practices never to be sanctioned

The following should never be sanctioned. You should never:

• engage in rough, physical or sexually provocative games, including horseplay
• share a room with a child
• allow or engage in any form of inappropriate touching
• allow children to use inappropriate language unchallenged
• make sexually suggestive comments to a child, even in fun
• reduce a child to tears as a form of control
• fail to act upon and record any allegations made by a child
• do things of a personal nature for children or disabled adults, that they can do for themselves
• invite or allow children to stay with you at your home unsupervised.

N.B. It may sometimes be necessary for staff or volunteers to do things of a personal nature for children, particularly if they are young or are disabled. These tasks should only be carried out with the full understanding and consent of parents and the person involved. There is a need to be responsive to a person’s reactions. If a person is fully dependent on you, talk with him/her about what you are doing and give choices where possible. This is particularly so if you are involved in any dressing or undressing of outer clothing, or where there is physical contact, lifting or assisting a child to carry out particular activities. Avoid taking on the responsibility for tasks for which you are not appropriately trained.

Incidents that must be reported/recorded

If any of the following occur you should report this immediately to a chief instructor and record the incident. You should also ensure the parents of the child are informed:

• if you accidentally hurt a student
• if he/she seems distressed in any manner
• if a student appears to be sexually aroused by your actions
• if a student misunderstands or misinterprets something you have done.

Use of photographic/filming equipment at training events

There is evidence that some people have used sporting events as an opportunity to take inappropriate photographs or film footage of young and disabled sportspeople in vulnerable positions. All clubs should be vigilant and any concerns should to be reported to the chief instructors.

Videoing as a coaching aid: there is no intention to prevent club coaches and teachers using video equipment as a legitimate coaching aid. However, performers and their parents/carers should be made aware that this is part of the coaching programme and their consent obtained, and such films should be stored safely.

Photography procedures

It is perfectly reasonable for parents/carers to wish to take photographs of their children, particularly at gradings and other events.  This should be encouraged as it is inductive to improving the self-esteem of the students.  However vigilance should be taken to ensure that anyone taking photographs is not behaving in a suspicious way.  Ensure that any person present is there for legitimate reasons; this is an expectation of usual security protocol.

Using photographs of children and young people on websites.

Students and parents will usually be delighted to have pictures placed on the Academy website.  However, permission should always be sought before web publication and where possible before a photograph is taken.  Common sense and norms of decency should always apply in the use photographs of all Academy members of whatever age.

Recruitment and training of staff and volunteers

Norwich Kung Fu Academy recognises that anyone may have the potential to abuse children in some way and that all reasonable steps are taken to ensure unsuitable people are prevented from working with children. Preselection checks must include the following:

All volunteers/staff will be familiarised with our policies.  Where the volunteer is a child themselves, i.e. taking part in Duke of Edinburgh award scheme, they will only be helping in a class that is already under adult supervision from a chief instructor and therefore will be treated no differently from any other class participant in this regard.

All volunteers and assisting instructors will be under the supervision of a chief instructor.

If the volunteer has an existing DBS check or appropriate safeguarding training from a different but contextually similar organisation, it is not deemed necessary to seek another.

Volunteers are selected from students within the academy and already known to the instructors.

Volunteer induction

All employees (and volunteers) will receive an induction carried out to acceptable protocol and recommendations. All employees and volunteers should receive an induction, during which:

• The job requirements and responsibilities should be clarified.
• Child protection procedures are explained and training needs are identified.
• They should sign up to the Academy’s Child Protection Policy and be fully conversant with appropriate Risk Assessments.

Training

In addition to preselection 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 not likely to result in allegations being made.
• 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.

Norwich Kung Fu Academy requires:

Chief Instructors to attend a recognised protection awareness training course, to ensure their practice is exemplary and to facilitate the development of a positive culture towards good practice and child protection.

Relevant personnel 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.

Chief instructors to gain a national first aid training certificate.

Attend update training when necessary. Information about meeting training needs can be obtained from Sports Coach UK, the NSPCC, and the Sport Council.

Volunteers to read and understand our child protection policies.

Where volunteers are students helping other students, under the supervision of a qualified chief instructor, no child protection course or first aid training is required.

Responding to allegations or suspicions

It is not the responsibility of anyone working in Norwich Kung Fu Academy, in a paid or unpaid capacity to decide whether or not child abuse has taken place. However there is a responsibility to act on any concerns by reporting these to the appropriate officer or the appropriate authorities.

Norwich Kung Fu Academy will assure all instructors/volunteers that it will fully support and protect anyone, who in good faith reports his or her concern that a colleague is, or may be, abusing a child.

Where there is a complaint against an instructor/volunteer there may be three types of investigation:

• a criminal investigation
• a child protection investigation
• a disciplinary or misconduct investigation.

The results of the police and child protection investigation may well influence and inform the disciplinary investigation, but all available information will be used to reach a decision.

Reporting concerns about poor practice

If, following consideration, the allegation is clearly about poor practice the chief instructors will deal with it as a misconduct issue.

Reporting concerns about suspected abuse

Any suspicion that a child has been abused by either a member of staff or a volunteer should be reported to the chief instructors, who will take such steps as considered necessary to ensure the safety of the child in question and any other child who may be at risk.

The chief instructors will refer the allegation to the social services department who may involve the police.

The parents or carers of the child will be contacted as soon as possible following advice from the social services department.

If a chief instructor is the subject of the suspicion/allegation, the report must be made to the other chief instructor who will refer the allegation to Social Services.

Further guidance

How to report a concern

If you are concerned about a child and unable to contact the either chief instrcutor, please call the NSPCC on 0808 800 5000.

Confidentiality

Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only. This includes the following people:

• the parents of the person who is alleged to have been abused
• the person making the allegation
• social services/police
• the Norwich Kung Fu Academy chief instructors 

Seek social services advice on who should approach the alleged abuser (or parents if the alleged abuser is a child).

Information should be stored in a secure place with limited access to designated people, in line with data protection laws (e.g. that information is accurate, regularly updated, relevant and secure).

Enquiries and further action

Internal enquiries and possible suspension

The Norwich Kung Fu Academy chief instructors will make an immediate decision about whether any individual accused of abuse should be temporarily suspended pending further police and social services inquiries.

Irrespective of the findings of the social services or police inquiries the Norwich Kung Fu Academy chief instructors will assess all individual cases to decide whether a member of staff or volunteer can be reinstated and how this can be sensitively handled.

This may be a difficult decision; particularly where there is insufficient evidence to uphold any action by the police. In such cases, the Norwich Kung Fu Academy chief instructors must reach a decision based upon the available information which could suggest that on a balance of probability, it is more likely than not that the allegation is true. The welfare of the child should remain of paramount importance throughout.

Support to deal with the aftermath of abuse

Consideration should be given to the kind of support that children, parents and members of staff may need. Use of helplines, support groups and open meetings will maintain an open culture and help the healing process.

The British Association for Counselling Directory is available from The British Association for Counselling, 1 Regent Place, Rugby CV21 2PJ, Tel: 01788 550899, Fax: 01788 562189, E-mail: bac@bacp.co.uk, Internet: www.bacp.co.uk .

Consideration should be given to what kind of support may be appropriate for the alleged perpetrator.

Allegations of previous abuse

Allegations of abuse may be made some time after the event (e.g. by an adult who was abused as a child or by a member of staff who is still currently working with children).

Where such an allegation is made, the Academy should follow the procedures as detailed above and report the matter to the social services or the police. This is because other children, either within or outside sport, may be at risk from this person. Anyone who has a previous criminal conviction for offences related to abuse is automatically excluded from working with children. This is reinforced by the details of the Protection of Children Act 1999

Bullying

If bullying is suspected, the same procedure should be followed as set out in ‘Responding to suspicions or allegations’ above.

Action to help the victim and prevent bullying in Norwich Kung Fu Academy:

• Take all signs of bullying very seriously.
• Encourage all children to speak and share their concerns (It is believed that up to 12 children per year commit suicide as a result of bullying, so if anyone talks about or threatens suicide, seek professional help immediately). Help the victim to speak out and tell the person in charge or someone in authority. Create an open environment.
• Investigate all allegations and take action to ensure the victim is safe. Speak with the victim and the bully(ies) separately.
• Reassure the victim that you can be trusted and will help them, although you cannot promise to tell no one else.
• Keep records of what is said (what happened, by whom, when).
• Report any concerns to the chief instructors (wherever the bullying is occurring).

Action towards the bully(ies):

• Talk with the bully(ies), explain the situation, and try to get the bully(ies) to understand the consequences of their behaviour. Seek an apology to the victim(s).
• Inform the bully’s parents.
• Insist on the return of ‘borrowed’ items and that the bully(ies) compensate the victim.
• Provide support for the victim’s Instructor.
• End the bully(ies) membership if necessary.
• Encourage and support the bully(ies) to change behaviour.
• Hold meetings with the families to report on progress.
• Inform all Academy members of action taken if considered helpful.
• Keep a written record of action taken.

Most ‘low level’ incidents will be dealt with at the time by Instructors. However, if the bullying is severe (e.g. a serious assault), or if it persists despite efforts to deal with it, incidents should be referred to the chief instructors as in “responding to suspicions or allegations” above.

Further guidance

Anti-Abuse policies and procedures.

Reporting concerns outside the immediate training environment (e.g. a parent or carer)

• Report your concerns to the chief instructors, who should contact social services or the police as soon as possible.
• If a chief instructor is not available, the person being told of or discovering the abuse should contact social services or the police immediately.
• Social Services and the chief instructor will decide how to involve the parents/carers.
• Maintain confidentiality on a need to know basis only.

Providing information to police or social services

Information about suspected abuse must be accurate and a detailed record should always be made at the time of the disclosure/concern.  It should include the following:

• The child’s name, age and date of birth of the child.
• The child’s home address and telephone number.
• Whether or not the person making the report is expressing their own concerns or those of someone else.
• The nature of the allegation. Include dates, times, any special factors and other relevant information.
• Make a clear distinction between what is fact, opinion or hearsay.
• A description of any visible bruising or other injuries. Also any indirect signs, such as behavioural changes.
• Details of witnesses to the incidents.
• The child’s account, if it can be given, of what has happened and how any bruising or other injuries occurred.
• Have the parents been contacted?
• If so what has been said?
• Has anyone else been consulted? If so record details.
• If the child was not the person who reported the incident, has the child been spoken to? If so what was said?
• Has anyone been alleged to be the abuser? Record details.
• Where possible referral to the police or social services should be confirmed in writing within 24 hours and the name of the contact who took the referral should be recorded.