Safeguarding Everyone Guidance and Procedures

Key Reminders for Club Safeguarding Officers

• Always prioritise safety. If in doubt, refer up or seek advice.
• Keep accurate records of concerns, conversations, advice, decisions, and actions.
• Maintain confidentiality, but do not promise secrecy.
• Know your contacts in the Scottish Rugby’s Safeguarding Team and your local statutory services.
• Support the club in building a culture of awareness, where individuals feel safe to raise concerns.

How to Recognise, Respond, Report, Record, Refer (Children)

There are many signs and indicators that a child might be suffering from harm or abuse. One sign on its own might not be a cause for concern for example, someone may be withdrawn for many reasons, but a pattern of concerns or signs in combination must be taken seriously.

If someone discloses abuse, you witness a concern, or you are informed by someone else, follow the 5 R’s:

The 5 R’s of Safeguarding:

1. Recognise

2. Respond

3. Report

4. Record

5. Refer

1. Recognise

Recognising harm means staying alert to potential signs of abuse, neglect, or exploitation whether physical, emotional, sexual, or psychological.

Things to look out for:

• Sudden changes in mood, behaviour, or confidence
• Withdrawal from activities or avoiding certain individuals
• Physical signs of injury (bruises, cuts, burns) without clear explanation
• Frequent unexplained absences
• Fearfulness, anxiety, or hyper-vigilance
• Inappropriate or concerning language or behaviour
• Deterioration in personal hygiene or appearance
• Expressions of low self-worth or hopelessness
• Mentioning or showing signs of self-harm
• Reluctance to be touched or discomfort during physical activity
• Hesitation to speak freely in the presence of others

If you have a concern, it is not the role of any volunteer or paid member including the Safeguarding Officer to investigate or decide whether a person has been abused. Concerns should be reported so that experts can advise and take action if necessary.

Club Safeguarding Officer or Scottish Rugby’s Safeguarding Team liaise with Police Scotland and Social Work for their advice on individual concerns.

Please see the flowchart for action to be taken in the event of a concern.

2. Respond appropriately

Sometimes a concern is obvious; sometimes it is not. You must respond when a person shares that something harmful is happening in their life, or when you witness or are told about a concern. Not all individuals will disclose what is happening to them, so if you see or hear anything worrying, respond quickly and calmly.

• React calmly so as not to frighten the person.
• Listen to what they say and do not show disbelief or shock, or negative emotion.
• Reassure them they are not to blame and were right to speak up.
• Let them speak freely- avoid interrupting or asking too many questions.
• Gather only essential facts: who, where, when.
• Avoid personal opinions or leading questions.
• Reassure them they are not in any trouble.
• Do not promise to keep a secret

3. Report your concerns

You must pass on the concern to the appropriate person. This starts the process of ensuring Scottish Rugby and your club are meeting their safeguarding responsibilities.

• Speak to your club’s Safeguarding Officer if you have one.
• If you don’t or you are the Club Safeguarding Officer, contact Scottish Rugby’s Safeguarding Team for advice.
• Complete “Report a Concern Form”.
• In emergency, or immediate risk of harm, please see the Refer section.

4. Record your observations

You need to record your observations, your concerns and the actions you take or do not take using the Scottish Rugby reporting form. Include:

• The person’s name and date of birth.
• Date, time, and location of the disclosure or incident.
• Whether the concern was disclosed directly or observed.
• Use the person’s own words, do not rephrase.
• Describe the concern or incident.
• Record any visible injuries or behaviours (do not examine the person).
• Include names of any witnesses.
• Record the person’s views. Understanding that abuse may seem “normal” to them and not always be consciously recognised.

5. Refer

Not every concern will result in a formal referral to Social Work, Police Scotland, or another statutory agency. Some issues may be addressed through appropriate support within the club environment, in consultation with the Club Safeguarding Officer or Scottish Rugby’s Safeguarding Team. However, where there is a concern about harm, abuse, or risk to an adult, it may be necessary to refer the concern to external agencies who have legal powers to investigate and protect.

If someone is at immediate risk of harm or a crime has been committed, contact Police Scotland without delay by calling 999.

Where there is no immediate risk but a safeguarding concern exists, the concern should be referred to:

• The Local Authority Social Work Department

Why contact them? To make a referral or seek advice when someone’s welfare or safety may be at risk. Even if you’re unsure, they can advise on next steps.

• Scottish Rugby’s Safeguarding Team, who can support you in assessing the concern and liaising with statutory services.

Why contact them? They are your first point of contact within rugby for advice, escalation, and support, especially when unsure how to proceed. They may handle matters internally, refer to authorities, or guide Safeguarding Officers in club environments.

Referrals can be made by:

• • Your club’s Safeguarding Officer (previously known as the CPO),
  • Scottish Rugby’s Safeguarding Team, or
  • Person, directly, if the concern is urgent and waiting would place the individual at further risk. You do not need permission to refer.

When referring, you should provide:

• • A clear summary of the concern, including what was observed, disclosed or suspected.
  • Details of the individual at risk (name, age, contact information if known).
  • Relevant context or history if available (e.g. pattern of concern, previous incidents).
  • Your own contact information for follow-up.
  • A completed Scottish Rugby ‘Report a Concern Form’, where applicable.
  • Referrals must be timely, appropriate, and focused on the wellbeing of the individual. All actions should be guided by Scottish Rugby’s Safeguarding Everyone Policy and Procedures.

Key point: You are not responsible for proving abuse, only for reporting and referring concerns to those who are trained and empowered to act.

If you’re unsure whether a referral is necessary, speak to:

• • Your Club’s Safeguarding Officer, or
  • Scottish Rugby’s Safeguarding Team, who will offer support, guidance, and escalate the matter as needed.

There are many signs and indicators that an adult may be at risk of harm. One sign on its own might not be a cause for concern for example, someone may be withdrawn for many reasons, but a pattern of concerns or signs in combination must be taken seriously.

If someone discloses abuse, you witness a concern, or you are informed by someone else, follow the 5 R’s:

The 5 R’s of Safeguarding:

1. Recognise

2. Respond

3. Report

4. Record

5. Refer

1. Recognise

Recognising harm means staying alert to potential signs of abuse, neglect, or exploitation whether physical, emotional, sexual, or psychological.

Things to look out for:

• Sudden changes in mood, behaviour, or confidence
• Withdrawal from activities or avoiding certain individuals
• Physical signs of injury (bruises, cuts, burns) without clear explanation
• Frequent unexplained absences
• Fearfulness, anxiety, or hyper-vigilance
• Inappropriate or concerning language or behaviour
• Deterioration in personal hygiene or appearance
• Expressions of low self-worth or hopelessness
• Mentioning or showing signs of self-harm
• Reluctance to be touched or discomfort during physical activity
• Delay or avoidance in seeking medical attention for injuries
• Fear or discomfort around carers, coaches, or peers
• Unexplained loss of money or possessions
• Hesitation to speak freely in the presence of others
• Denied access to communication or support
• Passive or confused responses when questioned
• Expressing concerns about being pressured or manipulated
• Sudden changes to financial arrangements or decision-making
• Appearing over-medicated or drowsy without medical explanation
• Self-neglect or hoarding behaviour

If you have a concern, it is not the role of any volunteer or paid member including the Safeguarding Officer to investigate or decide whether a person has been abused. Concerns should be reported so that experts can advise and take action if necessary.

Club Safeguarding Officer or Scottish Rugby’s Safeguarding Team liaise with Police Scotland and Social Work for their advice on individual concerns.

Please see the flowchart for action to be taken in the event of a concern.

2. Respond appropriately

Sometimes a concern is obvious; sometimes it is not. You must respond when a person shares that something harmful is happening in their life, or when you witness or are told about a concern. Not all individuals will disclose what is happening to them, so if you see or hear anything worrying, respond quickly and calmly.

• React calmly so as not to frighten the person.
• Listen to what they say and do not show disbelief or shock, or negative emotion.
• Reassure them they are not to blame and were right to speak up.
• Let them speak freely- avoid interrupting or asking too many questions.
• Gather only essential facts: who, where, when.
• Avoid personal opinions or leading questions.
• Reassure them they are not in any trouble.
• Ask them what they would like to happen.
• Ask for permission to share this information with relevant people.
• Do not promise to keep a secret, explain that the concern might need to be shared if there is a significant risk to them or others.

3. Report your concerns

You must pass on the concern to the appropriate person. This starts the process of ensuring Scottish Rugby and your club are meeting their safeguarding responsibilities.

• Speak to your club’s Safeguarding Officer if you have one.
• If you don’t or you are the Club Safeguarding Officer, contact Scottish Rugby’s Safeguarding Team for advice.
• Complete “Report a Concern Form”.
• In emergency, or immediate risk of harm, please see the Refer section.

4. Record your observations

You need to record your observations, your concerns and the actions you take or do not take using the Scottish Rugby reporting form. Include:

• The person’s name and date of birth.
• Date, time, and location of the disclosure or incident.
• Whether the concern was disclosed directly or observed.
• Use the person’s own words, do not rephrase.
• Describe the concern or incident.
• Record any visible injuries or behaviours (do not examine the person).
• Include names of any witnesses.
• Record the person’s views. Understanding that abuse may seem “normal” to them and not always be consciously recognised.

5. Refer

Not every concern will result in a formal referral to Social Work, Police Scotland, or another statutory agency. Some issues may be addressed through appropriate support within the club environment, in consultation with the Club Safeguarding Officer or Scottish Rugby’s Safeguarding Team. However, where there is a concern about harm, abuse, or risk to an adult, it may be necessary to refer the concern to external agencies who have legal powers to investigate and protect.

In Scotland, referrals follow national adult protection frameworks and are made in partnership with agencies like Police Scotland, Social Work, and Health services.

• If someone is at immediate risk of harm or a crime has been committed, contact Police Scotland without delay by calling 999.
• Where there is no immediate risk but a safeguarding concern exists, the concern should be referred to:

• The Local Authority Social Work Department (Adult Services). 

Why contact them? To make a referral or seek advice when someone’s welfare or safety may be at risk. Even if you’re unsure, they can advise on next steps.

• The local Health and Social Care Partnership (for adult protection or mental health concerns).

Why contact them? For adult safeguarding concerns where the person may need both social work and health intervention (e.g., mental health assessment, supported decision-making, or protection orders).

• Adult Protection Teams for concerns relating to adults at risk under the Adult Support and Protection (Scotland) Act 2007.

Why contact them? When there is actual or suspected harm to an adult meeting the legal threshold, for example, financial exploitation, coercion, neglect, or abuse by a carer, partner, or peer.

• Scottish Rugby’s Safeguarding Team, who can support you in assessing the concern and liaising with statutory services.

Why contact them? They are your first point of contact within rugby for advice, escalation, and support, especially when unsure how to proceed. They may handle matters internally, refer to authorities, or guide Safeguarding Officers in club environments.

Referrals can be made by:

• • Your club’s Safeguarding Officer (previously known as the CPO),
  • Scottish Rugby’s Safeguarding Team, or
  • Person, directly, if the concern is urgent and waiting would place the individual at further risk. You do not need permission to refer.

When referring, you should provide:

• • A clear summary of the concern, including what was observed, disclosed or suspected.
  • Details of the individual at risk (name, age, contact information if known).
  • Relevant context or history if available (e.g. pattern of concern, previous incidents).
  • Your own contact information for follow-up.
  • A completed Scottish Rugby ‘Report a Concern Form’, where applicable.
  • Referrals must be timely, appropriate, and focused on the wellbeing of the individual. All actions should be guided by:
    • Adult Support and Protection (Scotland) Act 2007 for adults at risk.
    • Scottish Rugby’s Safeguarding Everyone Policy and Procedures.

Key point: You are not responsible for proving abuse, only for reporting and referring concerns to those who are trained and empowered to act.

If you’re unsure whether a referral is necessary, speak to:

• • Your Club’s Safeguarding Officer, or
  • Scottish Rugby’s Safeguarding Team, who will offer support, guidance, and escalate the matter as needed.

Balancing Reporting, Referring and Consent

Club Safeguarding Officers play a key role in determining when and how concerns should be escalated. This involves balancing reporting obligations with respect for individual rights, particularly in relation to consent and understanding the threshold for referral.

Adults are presumed to have the capacity to make informed decisions about their own safety. It is important to:

• Seek the adult’s consent to share information or refer to their concern.
• Respecting their wishes unless one or more of the following apply:
  • The adult lacks capacity to consent.
  • There is a risk to others, including children or other adults at risk.
  • A serious crime has been committed.
  • There is a risk to life or risk of serious harm.
• If an adult refuses consent, but you believe there is a legal or ethical reason to override this, consult with the Scottish Rugby Safeguarding Team and/or statutory services for advice before proceeding.
• Record the concern, the conversation about consent, and your decision-making process clearly.

Thresholds for Action

You must exercise sound judgement and seek advice where needed. Use the table below to guide your response:

Thresholds Aligned with the Adult Support and Protection (Scotland) Act 2007.

All clubs should have a clear and accessible procedure for children and young people to report any worries or concerns they have about their experiences within the club. This includes concerns about behaviour, safety, wellbeing, or anything that makes them feel uncomfortable.

Procedures should be:

• Age-appropriate and easy to understand
• Clearly displayed or communicated to young people
• Supported by trusted adults or safeguarding leads within the club

Children should know who they can talk to and feel confident that they will be listened to and taken seriously.

This guidance will look into the best practice on how clubs can manage low level concerns (LLC).

This guidance can help provide openness and curiosity by looking at a framework and language to help clubs and volunteers better understand how important it is to notice unusual or concerning behaviours. Additionally, creating a culture which promotes safeguarding everyone.

Difference between low-level concern and allegation

An LLC is when an adult has not met the threshold for an allegation but have acted in a way that, no matter how small, has caused a sense of unease and is inconsistent with a club’s code of conduct or values. This includes any inappropriate conduct outside of their role. Some examples of concerns include, but are not limited to:

• Being overly friendly (for example, tagging a player on personal social media profiles, hugging players, inappropriate banter etc.)
• Having favourites
• Being connected on personal Social Media platforms
• Taking photographs of children, contrary to club policy
• Using inappropriate sexualised, intimidating, or offensive language
• Engaging on a one-to-one bases in a secluded area
• Humiliating children

An allegation is when an adult has:

• Behaved in a way that has harmed or may harm an individual.
• Possibly committed a criminal offence against or related to another member of the club.
• Behaved in a way that indicates they may pose a risk of harm to others.
• Behaved or may have behaved in a way that indicated they may not be suitable to work with vulnerable groups.

Any allegations must be escalated to the Safeguarding Team for support and potentially involving Scottish Rugby Case Management Panel for further advice and action.

Spectrum of low-level concerns

There are a range of reasons behind behaviour that falls under LLC’s. The lower end of the scale is unintentional and thoughtless where the person requires training and support in understanding their action and consequence. In the middle, the concern may look inappropriate, but might not be in specific circumstances. For example, an Uncle or Aunt who coaches their Niece or Nephew and interacts with them via Facebook. Finally, the higher end of the spectrum is the behaviour is ultimately intended to enable abuse. For example, building and abusing a relationship of trust with intention to groom.

Making a safe club environment for everyone

This should be a continuous process which involves everyone to evaluate, reflect upon, plan, and implement club culture. Some key fundamental points create a strong foundation for a safe and secure environment.

• Having clearly defined values and expected behaviours which are identified and promoted through club code of conduct.
• Setting clear boundaries which are considered important and adhered to in every aspect of paid and volunteer roles.
• Creating a low-level concerns process that encourages everyone to question and share any
• That all concerns, no matter how small, about someone’s own behaviour or that of another person which does not meet professional standards or club expectations, needs to be shared with confidence, received in a sensitive manner and responded to proportionately.

Responding to a LLC step by step

1. LLC information shared with club Safeguarding Officer Officer (SO) within 24 of becoming aware of it. However, it is heavily emphasised that it is never too late to share a LLC.
2. Contact Scottish Rugby Safeguarding Team (see contact details below) with all information gathered by completing a Report a Concern Form with relevant information attached. Get in touch with the Safeguarding Team for support and advice where needed.
3. SO speak to person who raised LLC (unless raised anonymously).
4. SO speak to person who the LLC has been raised If club deems appropriate, explain they will need to be suspended as a precautionary measure pending outcome of the fact finding process. Not all situations will require precautionary suspension (e.g. a coach has shouted and intimidated players but is remorseful and will undertake training). A precautionary suspension should be done as a reasonable and proportionate step to mitigate any potential risk to the children and/or the club
5. SO to fact find by speaking to any potential witnesses and others
6. SO review with club committee member nominated to support in confidential safeguarding matters on whether concern:
   • breaches code of conduct, club policies and/or the It is mindful to note it is not clubs’ responsibility to decide if laws have been broken, but their duty of care to report to the necessary external agencies if required.
   • constitutes as LLC or meets the threshold of an allegation and needs to be referred to relevant external agencies.
   • when comparing with other LLCs previously raised about the same individual could now meet the threshold of an allegation and should be referred to relevant external agencies. If club are unsure whether this threshold is met, speak to Safeguarding team for support.
7. Club Board to make appropriate records of all information gathered, decision(s) made, rationale for decision and any action This will help keep track of any patterns and when to escalate LLC to an allegation.
8. Club committee reflect on concern to see what improvements can be made to policy and practice to reduce LLC from reoccurring.

Bear in mind, as per Scottish Rugby’s Safeguarding Everyone Policy, all safeguarding concerns should be referred to a member of the Scottish Rugby Safeguarding Team in the first instance. All safeguarding concerns must be reported as soon as possible, irrespective of whether they occur within the rugby environment. The concern will be dealt with as follows:

• Scottish Rugby Safeguarding Team’s will mostly act in an advisory capacity by providing any club who raises a concern with advice and support to allow the club to directly dealing with the safeguarding issue.
• However, if Scottish Rugby’s Safeguarding Team deem (at its sole discretion) a concern to be significantly serious or of a high risk to an individual, club or Scottish Rugby then the Safeguarding Team will refer the concern to its internal Safeguarding Case Management Panel (“CMP”).

Reviewing LLC

Reviewing how  safeguarding concerns have been managed is an important part of good practice and risk management. It provides an opportunity to:

• Explore if policies and procedures were followed and were
• Establish whether appropriate action was
• Examine the role of individuals involved in responding to and managing the concern to establish whether further support or training is required.
• Review how well the club worked with other organisations involved in the
• Identify if any changes are required or recommendations for the
• Identify specific areas of risk, trends, or
• Increase the confidence of those involved in the club by demonstrating an open and transparent approach.

If the SO is away from the club for any period of time it is important for a deputy SO to be clearly identified who can start the LLC process and share findings once lead SO has returned.

Self-reporting LLC

Occasionally, a club member may find themselves in a situation which could be misinterpreted, or might appear compromising to others. For example, a parent is late to pick up their child and the coach decides to drive them home rather to ensure they aren’t left alone at the club.

Equally, a club member may have behaved in a manner which, on reflection, they consider falls below the standard set out in the club code of conduct.

Self-reporting in these circumstances can be positive for several reasons:

1. It is self-protective, in that it enables a potentially difficult issues to be addressed at the earliest opportunity.
2. It demonstrates awareness of the expected behavioural standards and self-awareness as to the individual’s own actions or how they could be perceived.
3. It is an important means of maintaining a culture where everyone aspires to the highest standards of conduct and behaviour.

Clubs should ensure that they create an environment where everyone is encouraged and feel confident to self-refer.

This section of the procedure should be read in conjunction with the club’s Complaints Procedure/Performance Management Procedure/Disciplinary Procedure. The following section details the procedure to be followed where the concern is about a member of staff/volunteer.

These procedures aim to ensure that all concerns about the conduct of a member of staff/volunteer are dealt with in a timely, appropriate and proportionate manner. No member of staff/volunteer in receipt of information that causes concern about the conduct of a member of staff/volunteer towards children shall keep that information to himself or herself, or attempt to deal with the matter on their own.

In the event of an investigation into the conduct of a member of staff/volunteer all actions will be informed by the best practice principles:

• Employees and volunteers will be made aware of the nature of concern or complaint.
• Where the concern is about possible child abuse, advice will firstly be taken from the police as to what can be said to the employee or volunteer.
• An employee or volunteer will be given an opportunity to put forward their case.
• Club will act in good faith, ensure the matter is dealt with impartially and as quickly as possible in the circumstances.

In all cases where there are concerns about the conduct of a member of staff or volunteer towards children, the Scottish Rugby Safeguarding Team must always be notified, regardless of the perceived level of harm. The welfare of the child remains the paramount consideration.

At any point in responding to concerns about the conduct of a member of staff/volunteer, advice may be sought from the police or social work services.

Initial Reporting of Concerns

Any concerns for the welfare of a child arising from the conduct of a member of staff/volunteer must be reported to the Club Safeguarding Officer on the day the concern arises, as soon as practically possible.

Where the concern is about the Club Safeguarding Officer, it must be reported to the Club President or other senior club committee member.

The Scottish Rugby Safeguarding Team must always be notified immediately.

Recording

Concerns must be recorded using the Safeguarding Report a Concern Form as soon as possible. Reporting the concerns to the Club Safeguarding Officer should not be delayed by gathering information to complete the form or until a written record has been made.

All subsequent actions taken and reasons for decisions shall be recorded (in the order in which they happened) on the Safeguarding Report a Concern Form. This should be signed and dated by the Club Safeguarding Officer or the person appointed to manage the response to the concerns. Where Performance Management Procedures/Disciplinary Procedures are invoked, a written record will be made of all actions and reasons for decision.

Establishing the Facts

Once the concerns have been reported, the Club Safeguarding Officer will:

• Establish the facts.
• Conduct an initial assessment of the facts in order to determine the appropriate course of action.
• Consult external agencies such as the police and social work services for advice at any time. This is important because they may hold other important information which, when considered alongside the current concerns, builds a significant picture of concern.

Conducting the Initial Assessment

The Club Safeguarding Officer will conduct the initial assessment.

The purpose of the initial assessment is to clarify the nature and context of the concerns. It should determine whether there is reasonable cause to suspect or believe that a child has been abused/ harmed or is at risk of abuse or harm. Every situation is unique so guidance cannot be prescriptive.

Where the established facts support a concern about possible abuse, the initial assessment will not form part of the disciplinary investigation.

Subject to the nature and seriousness of the situation, if it is not clear at this stage whether a criminal offence may have been committed, the member of staff/volunteer may be approached as part of the information gathering process.

Where the nature and seriousness of the information suggests that a criminal offence may have been committed, or that to assess the facts may jeopardise evidence, advice will be sought from the police before the member of staff/ volunteer is approached.

An initial assessment of the basic facts may require the need to ask a child(ren) some basic, open-ended, non-leading questions solely with a view to clarifying the basic facts. It may also be necessary to ask similar basic questions of other children, or other appropriate individuals.

Interviewing children about possible abuse and criminal offences is the sole remit of specially trained police officers and social workers. Questioning of children by those conducting an initial assessment should always be avoided as far as possible. If it is necessary to speak to the child in order to clarify the basic facts, best practice suggests that consent from the parent be obtained.

Possible outcomes of initial assessment:

• No further action (facts do not substantiate complaint).
• The situation is dealt with under Club’s Disciplinary Procedures.
• Child protection investigation (jointly by police and social work services).
• Criminal investigation (by the police).
• The results of a criminal investigation may well influence the disciplinary investigation, but not in all cases.
• Civil proceedings (by the child/family who alleged abuse).

Initial assessment supports concerns about poor practice and/or misconduct (but not possible child abuse)

The Club Safeguarding Officer will deal with the situation in line with Club’s Performance Management Procedures/Disciplinary Procedures.

Pending the outcome of any investigation conducted under Performance Management Procedures or Disciplinary Procedures, precautionary suspension will be considered in all cases where there is significant concern about the conduct of a member of staff/volunteer towards children (see Precautionary Suspension). The welfare of children will be the paramount concern in such circumstances.

Where the circumstances meet the referral criteria set out in the Protection of Vulnerable Groups (Scotland) Act 2007, clubs have a duty to make a referral to Disclosure Scotland (see Protection of Vulnerable Groups (Scotland) Act 2007).

Initial assessment supports concerns about possible child abuse

Where the initial assessment of information gives reasonable cause to suspect or believe possible child abuse, the Club Safeguarding Officer will refer the concerns to the police and/or social work services and the Scottish Rugby Safeguarding Team as soon as possible on the day the information is received.

The Club Safeguarding Officer will make a written record of the name and designation of the social worker or police officer to whom the concerns were passed, along with the time and date of the call, in case any follow-up is required. A crime reference or incident number should also be included, if applicable.

Referrals to the police/social work services will be confirmed in writing by the Club Safeguarding Officer within 24 hours. A copy of the Safeguarding Report a Concern Form should be provided to the police/ social work services on request.

Appropriate steps will be taken to ensure the safety of the child(ren) or who may be at risk. The parents/carers of the child(ren) involved will be informed as soon as possible following advice from the police/social work services.

Advice will firstly be obtained from the police/social work services about informing the staff member or volunteer involved in the concerns. If the advice is to inform the staff member or volunteer, they will be told that information has been received which may suggest an allegation of abuse. All actions will ensure the best evidence is preserved for any criminal proceedings while at the same time safeguarding the rights of the employee or volunteer.

Clubs will take all reasonable and proportionate steps to support a member of staff/volunteer against whom an allegation of abuse has been made.

Precautionary Suspension

Suspension is not a form of disciplinary action. The member of staff/volunteer involved may be suspended whilst an investigation is carried out.

Suspension will be carried out by the club in accordance with its Disciplinary Procedures. At the suspension interview the member of staff or volunteer will be informed of the reason for suspension (within the confines of sharing information) and given the opportunity to make a statement, which will be recorded, should they wish to do so.

Notification of the suspension and the reasons will be conveyed in writing to the staff member or volunteer in accordance with the Club’s Disciplinary Procedures.

Disciplinary Investigation

An ongoing criminal investigation does not necessarily rule out disciplinary action. However, any action taken must not jeopardise the criminal investigation. Advice must be taken from the police on this. Sufficient information should be available to enable the Club Safeguarding Officer to make a decision whether to go ahead with disciplinary action.

False or Malicious Allegations

In exceptional circumstances where an investigation establishes an allegation is false, unfounded or malicious:

• The staff member or volunteer involved will receive an account of the circumstances and/or investigation and a letter confirming the conclusion of the matter. They may wish to seek external legal advice.
• All records pertaining to the circumstances and investigation should be kept in accordance with Club’s Policy on the Secure Storage of Information.
• The Club Safeguarding Officer will take all reasonable steps to support the individual in this situation.
• In these circumstances Club will review the child’s participation in rugby. It may be appropriate to have a discussion with the child (with parental/carer permission).
• Data collected for the investigation will be destroyed in accordance with the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Historical Allegations of Abuse

Allegations of abuse may be made some time after the event e.g. an adult who was abused as a child by someone who is still currently working with children. These procedures will be followed in the event of an allegation of historical abuse.

Protection of Vulnerable Groups (Scotland) Act 2007

1. Scottish Rugby will refer to Disclosure Scotland the case of any member of staff/volunteer who (whether or not in the course of their role within the organisation) has:

• harmed a child
• placed a child at risk of harm
• engaged in inappropriate conduct involving pornography
• engaged in inappropriate conduct of a sexual nature involving a child, or
• given inappropriate medical treatment to a child.

AND as a result:

• The club has dismissed the member of staff or volunteer.
• The member of staff or volunteer would have been dismissed as a result of the incident had they not resigned, retired or been made redundant.
• The club has transferred the member of staff/volunteer to a position in the club  which is not regulated work with children.
• The member of staff or volunteer would have been dismissed or considered for dismissal where employment or volunteer role was not due to end at the expiry of a fixed term contract; or,
• The member of staff or volunteer would have been dismissed or considered for dismissal had the contract not expired.

The club will also refer the case of a staff member or volunteer where information becomes available after the member of staff or volunteer has:

• been dismissed by the Club,
• resigned, retired or been made redundant,
• been transferred to another position in the Club which is not regulated work with children; and,
• where the Club receives information that a member of staff or volunteer who holds a position of regulated work has been listed on the Children’s List, the member of staff or volunteer will be removed from the regulated work with children post.

If Disclosure Scotland notify Scottish Rugby that a member of staff/volunteer is considered for listing that individual will be suspended as a precaution until the outcome of the case is determined. Remember that suspension is not a form of disciplinary action and does not involve pre-judgment. In all cases of suspension the welfare of children will be the paramount concern.

If Disclosure Scotland informs Scottish Rugby that an individual is barred, that member of staff/volunteer will be removed from regulated work with children immediately in line with the Protection of Vulnerable Groups (Scotland) Act 2007.

Flow Chart:

Concern arises about employee/volunteer conduct towards a child
⬇
Report immediately to Club Safeguarding Officer (SO)
(If concern is about SO, Report to Club President/Committee)
 ⬇
Notify Scottish Rugby Safeguarding Team
(Always, regardless of perceived severity)
 ⬇
Record concern on Safeguarding Report a Concern Form
⬇
Club Safeguarding Officer establishes basic facts
⬇
Decision: Is there reasonable cause to suspect child abuse/harm?

If NO (poor practice/misconduct):

-Deal under Low Level Concern/Disciplinary Procedures
-Consider precautionary suspension if risk to children
-Record all actions/decisions
⬇
Possible referral to Disclosure Scotland if criteria met
⬇
Proceed to disciplinary outcome

If YES (possible child abuse):

-Refer to Police/Social Work Services + Notify Scottish Rugby Safeguarding Team (same day)
-Record details of referral (names, times, incident/crime ref no.)
-Take immediate steps to protect child(ren)
-Seek advice from police/social work before informing staff/volunteer

-Notify parents/guardians as soon as possible
⬇

Outcome:

– Criminal Investigation (Police)

– Child Protection Investigation (Police + Social Work)

– Possible Disciplinary Procedures (parallel but not jeopardising police work)

At Any Stage

• Advice may be sought from Police/Social Work.
• Precautionary suspension may be applied (not disciplinary).
• Support provided to employee/volunteer under investigation.

Additional Scenarios

• False/Malicious Allegation → Support staff/volunteer, confirm in writing, destroy data per GDPR.
• Historical Allegation → Follow same procedure.

Under Scottish law, certain roles within clubs and organisations are defined as positions of trust. This means that the individual holds responsibility, authority, or influence over a young person as part of their role.

In line with the Sexual Offences (Scotland) Act 2009 (Sections 42–45), it is a criminal offence for an adult in a position of trust to engage in sexual activity with a young person aged 16 or 17 who is under their care or supervision, even if the young person appears to consent.

This applies to individuals working or volunteering in roles where they:

• Have direct responsibility for the care, supervision, training, or instruction of a young person, or
• Are in a role where there is an expectation of trust and authority.

Examples of positions of trust in a rugby setting may include:

• Coaches
• Team managers
• Medical staff
• Safeguarding Officers (or Child Protection Officers)
• Welfare / Wellbeing Officers (or equivalent)
• Staff or volunteers in residential or tour settings

It is important that everyone working with young people understands:

• The legal responsibilities attached to their role
• The importance of maintaining professional boundaries
• That any breach of trust may be both a safeguarding and criminal matter

Clubs must ensure that all individuals in positions of trust are made aware of their responsibilities and receive appropriate safeguarding training. Any concerns about a possible breach of trust must be reported and managed in line with Scottish Rugby safeguarding procedures.

The wellbeing of the person is at the centre of any concerns raised. Scottish Rugby will always take any concerns seriously and our first priority will be to a victim and any witnesses.

Concerns should be referred to a member of the Scottish Rugby Safeguarding Team in the first instance.

The concern will be dealt with as follows:

(i)
 Scottish Rugby Safeguarding Team’s will act in an advisory capacity by providing any club who raises a concern with advice and support to allow the club to directly deal with the safeguarding issue.

(ii)
However, if Scottish Rugby’s Safeguarding Team deem (at its sole discretion) a concern to be significantly serious or of a high risk to an individual, club or Scottish Rugby, then the Safeguarding Team will refer the concern to its internal Safeguarding Case Management Panel (CMP).

If a referral has been made to the CMP:

• The CMP will consider the concern raised. The individual the concern is in relation to, the club Safeguarding Officer, and any relevant point of contact at the club will receive a copy of the allegations.
• The individual will be given the opportunity to:
  • accept the concern,
  • accept the concern with their own comments, or
  • reject the concern raised.

This will be taken into account by the CMP.

Once the CMP has considered the relevant information, they will issue an outcome, which may include a series of actions that must be followed by the club in dealing with the concern. Scottish Rugby will then oversee and monitor the implementation of those actions.

Failure to report a safeguarding concern by an individual, or failure to implement the actions of the CMP, is a breach of this Safeguarding Policy and Code of Conduct and may be regarded as an incident of Misconduct under clause 9 of Scottish Rugby’s Disciplinary Rules (the “Disciplinary Rules”).

In some cases, our Disciplinary Department may also be involved should we consider that an individual’s club membership should be suspended or terminated.
You will find examples in paragraph 13.2.9 of our Discipline Procedures:
 scottishrugby.org/values/discipline

Reviewing how child and adult safeguarding, wellbeing, and protection concerns have been managed is an important part of good practice and risk management.

It provides an opportunity to:

• Explore if policies and procedures were followed and effective
• Establish whether appropriate action was taken
• Examine the role of individuals involved in responding to and managing the case to identify if further support or training is required
• Review how well Scottish Rugby worked with other organisations involved in the case
• Identify if any changes are required or recommendations for the future
• Identify specific areas of risk, trends, or patterns
• Increase the confidence of those involved in the club by demonstrating an open and transparent approach
• Scottish Rugby will conduct a review:
• At the conclusion of any safeguarding case (child or adult) dealt with through the procedures for responding to concerns
• At the conclusion of legal proceedings where Scottish Rugby has been involved in the investigation
• At the conclusion of disciplinary proceedings, including an appeal
• As part of the regular review of all safeguarding cases (children and adults)

Support for Clubs
Scottish Rugby will support its member clubs to undertake reviews for cases that meet the above criteria. Scottish Rugby monitors which club safeguarding cases may require review via the SCRUMS Safeguarding Concerns Dashboard. This includes the ability to mark and track cases requiring review and the learning that has been taken.

The Case Review Matrix and Review Planning Template will be used to assist in the case review process.

CASE REVIEW MATRIX

CASE REVIEW TEMPLATE

Clubs should have appropriate whistleblowing procedures in place. Please refer to your club’s website or safeguarding policy for guidance.

If you do not feel able to report inappropriate behaviour or concerns directly to your club, please refer to the “Tell Us” section for how to raise concerns directly with the Scottish Rugby Safeguarding Team.

Tell Us is a confidential support resource developed by Scottish Rugby to encourage individuals to raise concerns or report negative experiences within rugby environments, including clubs, schools, and the professional game.

This may include, but is not limited to:

• Racism
• Homophobia
• Misogyny or sexism
• Sexual assault
• Transphobia
• Any other form of discrimination or inappropriate behaviour

Submissions are sent to a dedicated, confidential inbox, which is monitored daily. Concerns are reviewed by experienced representatives from Scottish Rugby’s Rugby Development, Disciplinary, and Safeguarding teams, with appropriate follow-up and action taken based on the nature of the concern.

If you do not feel comfortable reporting an issue directly to your club, Tell Us offers a safe and direct alternative.

All clubs, players, and other persons involved in rugby are bound by the Scottish Rugby Disciplinary Rules. These rules aim to promote fair play, protect the welfare of participants, and ensure that incidents of foul play or misconduct are dealt with independently, fairly, and promptly. Disciplinary matters may arise from red cards, citings, misconduct, or persistent offending, and are handled by an independent Discipline Panel. Clubs are also accountable for the conduct of their players, coaches, officials, and supporters, and must take all reasonable steps to uphold the values and integrity of the game. For full details, refer to the Scottish Rugby Disciplinary Rules.

All clubs must have clear and accessible Codes of Conduct in place for volunteers, players, and parents/carers. These codes set out the standards of behaviour expected from everyone involved in the club and help create a safe, respectful, and supportive environment for all.

Clubs should ensure that:

• All individuals receive and agree to follow the relevant code of conduct before taking part in any rugby activity. It’s best practice and highly recommended this code of conduct is signed.
• The codes are reviewed regularly and reflect Scottish Rugby values and safeguarding standards
• Breaches of the code are addressed promptly and in line with the club’s disciplinary or safeguarding procedures

Below are example templates that clubs can adopt or adapt for their own use:

• Volunteer Code of Conduct
• Player Code of Conduct
• Parents/Carers Code of Conduct

These documents should be made available on the club website, shared during induction, and easily accessible to all members throughout the season.

A Code of Conduct has several important functions:

• It sets out what behaviour is acceptable and unacceptable and provides transparency for all on what practice and behaviours to expect from others
• It defines standards of practice expected from those to who it applies
• It forms the basis for challenging and improving poor practice and behaviour.

[INSERT CLUB NAME] supports and requires all members to observe the following standards of practice, including verbal and non-verbal when working/volunteering with children and young people.

All concerns about breach of this Code of Conduct will be taken seriously and responded to in line with [INSERT CLUB NAME] appropriate policy/procedure. This may include the Responding to Concerns Procedure, Complaints Procedure, and/or Disciplinary Procedure.

• Make rugby fun, enjoyable and promote fair play.
• Treat all children and young people equally, with respect, dignity and fairness. Challenge where you see other adults or children and young people participating in disrespectful or bullying behaviour.
• Involve parents/carers wherever possible.
• Build balanced relationships based on mutual trust.
• Include children and young people in decision-making processes.
• Always work in an open environment, wherever possible. Avoid private or unobserved situations.
• Put the wellbeing of each child or young person first before winning or achieving performance goals.
• Be an excellent role model including not smoking. Drinking alcohol, taking drugs or swearing in the company of children and young people.
• Recognise the developmental needs and capacity of children and young people.
• Avoid excessive training and competition, pushing children and young people against their will andputting undue pressure on them.
• Follow [INSERT CLUB NAME] Digital Communication and Social Media guidance in relation to communicating with children and young people.

In the context of your role with [INSERT CLUB NAME], the following should be avoided:

• Having ‘favourites’- this could lead to misinterpretation, or resentment and jealousy by other children and young people.
• Spending excessive amounts of time alone with children and young people away from others.
• Entering children and young people’s bedrooms on trips away from home, unless in an emergency or in the interest of health and safety.
• Where possible, doing things or a personal nature for children or young people that they can do for themselves.
• Contacting children and young people outside [INSET CLUB NAME] Digital Communication and Social Media Guidance.

In the context of your role within [INSERT CLUB NAME], the following practices are unacceptable:

• Allowing allegations made by a child or young person, or about the wellbeing and protection of a child or young person, to go unrecorded and unreported.
• Forming intimate emotional, physical or sexual relationships with children and young people.
• Making sexually suggestive comments to a child or young person, allowing or engaging in touching a child or person in a sexually suggestive manner, or engaging in sexually provocative games.
• Being physically violent towards a child or young person.
• Allowing children or young people to swear or use sexualised language unchallenged.
• Behaving in a coercive or controlling manner towards a child or young person.
• Allowing a child or young person to share a room alone with a coach or adult member or inviting a child or young person into your home.

• Remember that children and young people play for enjoyment as well as competition.
• Remember that your behaviour may affect not only your child but the other children and young people participating.
• Stay outside the field of play and in the Spectator’s Area (where provided)
• Never engage in, or tolerate, offensive, insulting or abusive language or behaviour.
• Always respect the match officials’ decisions.
• Applaud effort and good play as well as success.
• Let the coaches do their job and not confuse the players or athletes by telling them what to do.
• Encourage the players and athletes to respect the opposition and match officials.
• Never criticise a player or athlete for making a mistake. Remember that mistakes are important part of learning and wellbeing.
• Pass on any concerns that you have about the wellbeing of a child or young person to a club official.

I understand that breaches of the code may result in action being taken away by [INSERT CLUB NAME]. 

If you have any concerns about the wellbeing of a child or young person at the club, you can contact [INSERT CLUB CPO NAME AND CONTACT DETAILS], Child Wellbeing and Protection in Sport on 0141 419 1156 or Children 1^st Parentline on 080000 28 22 33.

 Adults as [INSERT CLUB NAME] should help to make sports safe and fun. This is your job too. This means respecting other players/athletes and the people who are there to help you to learn. You should do this by:

• Being ready and on time for training and competition.
• Respecting the coach and other helpers.
• Accepting what the coach or match officials ask you to do in the rules of the game.
• Playing to the best of your ability
• Never swearing at or insulting anyone, including other players.
• Telling your parents or carers where you are, or if you are going to be late.
• Following advice from sport doctors or physios to keep you safe and injury free.
• Never bullying other players/ athletes either yourself or in a group.

Bullying can happen between children or between adults and children. It means things like:

• Name calling
• Making fun at someone’s expense
• Giving only negative feedback
• Hitting
• Shoving
• Stealing
• Damaging belongings
• Spreading rumours
• Making threats
• Sending/posting nasty messages
• Leaving people out on purpose.

If you are worried about something don’t keep it to yourself. Speak to an adult who you know and trust such as a parent, coach, teacher, the Safeguarding Officer at your club, a guidance teacher, doctors or school nurse.

If there isn’t anyone you can talk to, you can contact Childline in Scotland on 0800 1111 or at childline.org.uk. It’s free, private and confidential.

Clubs must promote a culture where professional and respectful relationships are maintained at all times. This is essential to ensure the safety and wellbeing of all players, including children, adults at risk, and those participating in the adult game.

In a safeguarding context:

• Personal or sexual relationships between a coach, volunteer, or staff member and a player under 18 or an adult at risk are never appropriate and may constitute a criminal offence under the Sexual Offences (Scotland) Act 2009 if a position of trust exists.
• Boundaries must be maintained at all times, even if the player initiates contact or appears to consent.
• For adult players (18+), clubs must still be alert to situations where there is a power imbalance, such as a coach–player, team manager–player, or selector–player dynamic. These relationships can raise safeguarding, ethical, and reputational concerns.
• Communication with (U18) players, including through social media, messaging apps, or informal platforms, must follow Scottish Rugby safeguarding and communications guidance.
• All individuals in a position of trust must understand their responsibilities and avoid any behaviour, online or in person, that could be misinterpreted or that risks breaching professional boundaries.

Anyone in a position of trust including coaches, team managers, volunteers, and support staff should self-report to the Club Safeguarding Officer (or Scottish Rugby Safeguarding Team) in any of the following situations:

• They are currently in, or have previously had, a personal or sexual relationship with a player who is under 18 or is an adult at risk.
• They begin a personal relationship with an adult player where a power imbalance exists.
• A player under 18, an adult at risk, or a player in a subordinate role initiates personal, intimate, or inappropriate contact, including:
  • Private or suggestive messages via social media or messaging app
  • Requests to meet alone outside of training or matches
  • Expressions of romantic or sexual interest

Even if the adult in the position of trust does not encourage or reciprocate the behaviour, this must be reported. Doing so allows the club to:

• Monitor for any potential safeguarding concerns
• Provide support and guidance
• Protect both the player and the adult involved
• Maintain safe boundaries and avoid the appearance of impropriety

Disclosures will be managed confidentially and sensitively. Self-reporting is not a disciplinary matter in itself, but failure to disclose could lead to safeguarding action. The welfare of players must always be the primary consideration, and early disclosure helps uphold a safe, transparent, and accountable club culture

Within sport, as within other activities, sexual relationships can and will occur. This section looks at both sexual activity among young people and between adults and young people. Anyone working with children and young people who becomes aware of sexual activity taking place has a duty of care to consider the impact and whether this behaviour is indicative of a wider child protection issue.

There are certain circumstances in which adults working with children and young people should automatically share child protection concerns:
• If the child is, or is believed to be, sexually active and is under 13.
• If the young person is currently 13 or over but sexual activity took place when they were 12 or under.
• If there is evidence or indication that the young person is involved in pornography or prostitution.
• If the ‘other person’ is in a position of trust in relation to the young person.
• If the ‘other person’ is over the age of 18.

Sexual Activity – Under 13 years:
Children under 13 cannot legally give their consent to any form of sexual activity. If the underage sexual activity involves a child under the age of 13, or the activity took place when they were 12 or under, the concerns must be passed on to the police in line with child protection procedures.

Sexual Activity – 13-15 years
The Scottish Government acknowledges that not every case of sexual activity in under-16s will have child protection concerns, but young people may still need support in relation to their sexual development and relationships. For more information see the National Guidance on ‘Under-age Sexual Activity: Meeting the Needs of Children and Young People and Identifying Child Protection Concerns’.

Whilst sexual activity between the ages of 13-15 is considered an offence, even if both parties’ consent, the guidance advises that where there are suspicions that underage sexual activity is taking place, a risk
assessment of needs should be carried out in line with the Getting it Right for Every Child (GIRFEC) assessment. This may mean that information is collected through fact finding within rugby and then
shared with other agencies who are best placed to assess the needs of the young people involved. This will help to ensure that the appropriate response is given.

Consideration should be given to whether the sexual behaviour and/or relationship may be abusive or exploitative and it is vital to remember that young people may not be able to identify this type of behaviour. The facts of the actual relationship should be looked at in order to consider the wider needs of the young person involved (such as consent, safe sex, birth control etc.) and where the person carrying out the assessment of needs doesn’t know the people involved very well, information sharing must be encouraged to ensure that accurate assessment occurs (this may include speaking to education, social work, parents/carers etc.).

Sexual Activity – 16-18 years
The age of consent to any form of sexual activity is 16 for both men and women, so any sexual activity between an adult and someone under 16 is a criminal offence. The age of consent is the same regardless of sex or sexual orientation. Over the age of 16, sexual activity is legal. However, consideration should always be given to whether the activity was consensual or if the young person has vulnerabilities and related needs which could impact consent. There should also be consideration given as to whether the ‘other person’ in the relationship is in a position of authority.

Sexual Activity – Position of Trust
Sexual interactions between adults and young people (16+) involved in rugby raise serious issues given the power imbalance inherent in the relationship. Where a young person is of the age of consent, the power of the adult over that young person may influence their ability to genuinely consent to sexual activity. A coach or other adult in a position of trust may have significant power or influence over a young person’s career.

A person in a legally defined ‘position of trust’ who takes advantage of their position to develop an intimate relationship with a child/young person is committing a criminal offence known as ‘abuse of trust’. Sports coaching is not currently defined in law as a ‘position of trust’ in Scotland, but the principle of the law should be followed and captured in club policies.

Sexual activity between adults and young people (16+) involved in rugby should be prohibited when the adult is in a position of trust or authority (coach, trainer, official). This should be communicated clearly to adults in such positions at the outset and clear procedures drawn up to enable such a situation, should it arise, to be dealt with promptly, fairly and consistently.

Inappropriate or criminal sexual behaviour committed by an adult will lead to suspension and disciplinary action, which in the case of criminal action will include contacting the police. Sexual activity between adults and children under the age of 16 is a criminal act and immediate action will be taken to report it to the police.

The notion of ‘positions of trust’ applies as much to young people in leadership roles as it does to adults.

Grooming
Most adults involved in rugby with children participate with the aim of providing a fun and positive experience for the children taking part. However, a small minority may use sport as a way of gaining
access to children with the purpose of developing inappropriate intimate relationships.

People who commit sexual offences against children often first gain the trust of people around the child, such as their family and friends and those involved in sport. Those who commit offences work hard to portray themselves as caring and trustworthy and they befriend their victims to break down barriers before an offence may be committed.

Parents and Carers’ Role

Parents and carers play a key role in the safeguarding network around children and young people. Wherever appropriate, and in line with child protection procedures, parents and carers should be:

• Informed and supported if concerns about sexual activity arise, parents should be involved in discussions (unless this places the young person at greater risk) and offered guidance about how to support their child.
• Partners in assessment- parents often hold valuable insight into their child’s behaviour, relationships, and needs. Where risk assessments are being carried out, their input should be sought to provide a holistic understanding.
• Clear about expectations and should understand that the safeguarding team’s role is not to criminalise young people unnecessarily, but to ensure safety, offer support, and act if exploitation or abuse is suspected.
• Educated about grooming and exploitation- Clubs should ensure parents are aware of grooming behaviours and power dynamics within sport, empowering them to raise concerns early.

Balancing Confidentiality and Safety

Young people may be reluctant to disclose sexual activity if they fear parental involvement. Safeguarding Officers must balance confidentiality with safeguarding duties, ensuring that information is shared with parents where necessary, but always prioritising the safety and welfare of the young person. Guidance from GIRFEC and child protection policies should inform decisions on when parental involvement is appropriate.

Parent Engagement in Safeguarding Culture

• Clubs should provide safeguarding briefings or resources to parents, explaining expectations around safe boundaries, positions of trust, and reporting concerns.
• Parents should be encouraged to speak with safeguarding leads if they notice concerning changes in their child’s behaviour, relationships, or wellbeing.

Clubs must be fully committed to protect all children and young people in its care. We understand that wellbeing can be seriously impacted by bullying behaviour. Bullying is a behaviour that can make a child feel frightened, threatened, left out and hurt. Something only has to happen once to make a child feel worried or scared. Bullying is both behaviour and impact; what someone does and the impact it has on a person’s capacity to feel in control of themselves. For the purposes of this guidance a child is recognised as someone under the age of 18 years and applies to all children regardless of age, gender, sexual orientation, disability, race, religion, socio-economic status or family circumstance.

Best Practice:

• Respect the rights of children as paramount
• Work together to develop positive relationships amongst children and adults which are mutually respectful, responsible and trusting; and promote their emotional health and wellbeing
• Seek to prevent, reduce and respond effectively to bullying behaviour
• Train and support club volunteers and paid staff to adopt best practice to prevent, reduce and respond to bullying
• Address the needs of children who are bullied as well as those who bully within a framework of respect, responsibility, resolution and support
• Respond to any concerns raised either in the experiences of poor practice/misconduct or abuse caused by an adult’s bullying behaviour
• Highlight bullying based on prejudice and perceived differences, to ensure our practices are effective in dealing with these issues
• Regularly monitor and include children’s views when creating or reviewing club anti-bullying policy and guidance

Useful contacts

NSPCC Helpline 0808 800 5000

Childline 08001111 / www.childline.org.uk

Anti-Bullying Alliance www.antibullyingalliance.org 

INSERT CLUB LOGO

SAFEGUARDING – ANTI BULLYING TEMPLATE

All Clubs will:

• Recognise their duty of care and responsibility to protect all players from harm

• Ensure that bullying behaviour is not tolerated or condoned

• Take action to investigate and respond to any reports of bullying from children and young people

• Ensure that coaches are given access to information, guidance and training on bullying

Supporting children

• Our club will create an ‘open door’ ethos where children feel confident to talk to an adult about bullying behaviour or any other issue that affects them
• Potential barriers to talking (including those associated with a child’s disability or impairment) will be acknowledged and addressed at the outset to enable children to speak out
• Ensure children are aware of helpline numbers
• Anyone who reports an incident of bullying will be listened to carefully and reports will be investigated and taken seriously
• Children experiencing bullying behaviour will be supported and helped to uphold their right to play rugby and live in a safe environment
• Those who display bullying behaviour will be supported and encouraged to develop better relationships

Useful contacts

INSERT CLUB SAFEGUARDING OFFICER DETAILS XXXXX

NSPCC Helpline 0808 800 5000

Childline 08001111 / www.childline.org.uk

Respectme https://respectme.org.uk/ 

Anti-Bullying Alliance www.antibullyingalliance.org 

All individuals involved in rugby have the right to participate in an environment that is free from harassment. Harassment is any unwanted behaviour that causes a person to feel intimidated, offended, degraded, or humiliated, and may relate to characteristics such as age, gender, race, religion, sexual orientation, disability, or any other personal attribute. Harassment can be verbal, physical, written, or online, and may occur as a single incident or repeated behaviour. Clubs must take all reports of harassment seriously and respond promptly, ensuring that all members understand that such behaviour is unacceptable and will not be tolerated.

All clubs must take a zero-tolerance approach to any form of discriminatory language or behaviour. Under the Equality Act 2010, every person involved in the club including players, coaches, volunteers, parents, carers, match officials, and spectators has the right to feel safe, respected, and included.

Nobody should experience discrimination because of their protected characteristics:

• Age
• Disability
• Gender reassignment
• Marriage and civil partnership
• Pregnancy and maternity
• Race (including colour, nationality, and ethnic or national origins)
• Religion or belief
• Sex
• Sexual orientation

This commitment applies equally to all aspects of club life, regardless of someone’s background, appearance, or any other personal characteristics

What Discrimination Looks Like

Discrimination includes (but is not limited to):

• Racist, sexist, homophobic, transphobic, or ableist remarks
• Mocking or excluding someone based on disability, neurodiversity, appearance, or background
• The use of slurs, offensive “banter”, or threatening language
• Behaviour that isolates, humiliates, or degrades another person

Club Responsibilities

Clubs must ensure that:

• Clear expectations are set through Codes of Conduct and club policies
• All incidents or concerns are reported to the Club Safeguarding Officer (or equivalent) and are taken seriously
• Education and awareness are promoted regularly for players, coaches, and volunteers
• Victims are supported, and action is taken to address behaviour in line with club policies and Scottish Rugby disciplinary procedures

Safeguarding Link

Discriminatory behaviour can be a safeguarding concern, particularly where it causes harm, affects wellbeing, or creates a hostile environment for young people or adults at risk.

Clubs must not dismiss comments as “just banter” or allow a culture where inappropriate language is normalised. If a child, young person, or adult at risk is the target or witness of discrimination, the incident should be:

• Recorded accurately
• Managed as a safeguarding concern
• Escalated following club reporting procedures

Everyone involved in the club including players, coaches, volunteers, parents/carers, and spectators has a role to play in promoting a safe, respectful, and inclusive environment. This includes being prepared to challenge behaviour that is inappropriate, disrespectful, discriminatory, or harmful.

Inappropriate behaviour may include:

• Discriminatory or degrading language
• Bullying, intimidation, or exclusion
• Sexualised comments or gestures
• Dismissing or minimising concerns
• Aggressive, mocking, or threatening behaviour
• Behaviour that goes against the club’s Code of Conduct

Even if something is intended as a joke, if it causes offence or harm, it is not acceptable and should be addressed.

The role of bystanders

Bystanders play a key role in setting the tone within the club. Where it is safe to do so, individuals are encouraged to:

• Challenge the behaviour calmly (e.g. “That’s not appropriate.”)
• Show support to the person affected
• Report the incident to the Club Safeguarding Officer or another trusted official
• Model positive behaviour for others

There is no expectation that anyone puts themselves at risk, even small actions like not laughing along, changing the subject, or checking in afterwards can make a difference.

Club responsibilities

Clubs should actively promote a culture where:

• Speaking up is supported, not discouraged
• Bystanders feel safe and empowered to act
• Concerns are taken seriously and addressed appropriately
• Codes of Conduct are embedded in the day-to-day culture of the club
• Training and education are provided to build confidence in recognising and responding to concerns

Challenging behaviour early helps prevent escalation and reinforces a positive, welcoming club environment for all.

Parent and Carer Behaviour

Parents and carers play a vital role in supporting their child’s enjoyment and development in rugby. Clubs should foster a positive, inclusive environment where parents are welcomed, informed, and expected to uphold the values of respect, responsibility, and safety.

To support this, clubs must have a Parent/Carer Code of Conduct in place and ensure it is shared and agreed at the start of each season or on joining the club.

Parents and carers are expected to:

• Show respect to all players, coaches, match officials, volunteers, and other spectators
• Let coaches coach and avoid giving instructions to players during training or matches
• Encourage positive behaviour and model good sportsmanship
• Celebrate effort and enjoyment over results or performance
• Use appropriate language at all times: on the touchline, in conversations, and on social media
• Raise any concerns or complaints through the correct club channels

Unacceptable behaviour includes:

• Shouting at or criticising players, coaches, or referees
• Using abusive, aggressive, or discriminatory language
• Undermining coaching decisions
• Attempting to confront players or staff during or after matches
• Making negative or inappropriate posts about the club, players, or officials online

It is never acceptable for a parent or carer to shout at, criticise, or intimidate their own child or any other player. This includes negative comments about performance, body language that causes distress, or any behaviour that could be considered emotionally harmful or abusive.

Where behaviour falls short of expectations, the club may take action in line with its disciplinary or safeguarding procedures. In serious or repeated cases, this may include removal from matches or club events, or restrictions on attendance.

By working together with parents and carers, clubs can create an environment where young people feel safe, supported, and proud to be part of rugby.

For more information on positive pitch side behaviours please go to https://gainline.scottishrugby.org/

Everyone involved in the club is expected to uphold high standards of behaviour.

Children and young people:

• Should receive clear guidance on expected behaviours and the consequences of misconduct.
• Should never be subjected to humiliating, aggressive, or punitive discipline.
• Should be supported through restorative and educative approaches where possible.

Adults (staff, volunteers, parents):

• Must adhere to the club’s Code of Conduct.
• Should model respectful and inclusive behaviour at all times.
• Must be aware that shouting, ridicule, or physical punishment is never acceptable.
• Breaches of conduct should be addressed consistently and fairly through the club’s complaints or disciplinary process.

Under the Prevent Duty, organisations working with children and young people must have due regard to the need to prevent individuals from being drawn into terrorism or extremist ideologies.

Definitions

• Radicalisation is the process by which a person comes to support terrorism or extremist ideologies associated with terrorism.
• Extremism refers to vocal or active opposition to fundamental values such as democracy, the rule of law, individual liberty, and mutual respect and tolerance of different faiths and beliefs.

Radicalisation can affect anyone, regardless of age, gender, background, or ethnicity. It may occur online, in person, or through social or peer networks.

Responding to Concerns

If a club member, volunteer, or official has a concern that a child, young person, or adult may be at risk of radicalisation or extremist influence, the following steps must be followed:

• Recognise- Be aware of signs such as sudden changes in behaviour, isolation, use of extremist language or materials, or expressing support for harmful ideologies.
• Respond- Stay calm and do not challenge or confront the individual. Reassure them if they’ve made a disclosure and explain that you need to share the concern.
• Report- Pass the concern to the club’s Safeguarding Office as soon as possible.
• Record- Write down what was said or observed clearly and factually. Include dates, names, and your actions.
• Refer- The club SO should seek advice from Scottish Rugby’s Safeguarding Team, Police Scotland, or local Social Work services. In an emergency, call 999.

Preventive Measures

Clubs should promote an inclusive and respectful environment where diversity is valued. Awareness of Prevent and radicalisation risks should be shared with support offered to staff and volunteers if concerns arise.

Hazing, initiations, or any form of ritualised behaviour that causes humiliation, distress, or harm have no place in rugby. These practices, even when framed as tradition or team bonding, can be abusive, discriminatory, or dangerous, particularly for children, young people, and new members.

All clubs must make it clear that forced participation in activities, coercion, peer pressure, or inappropriate or degrading tasks are strictly prohibited. This applies to all settings, including tours, training camps, and social events.

Any concerns or reports relating to hazing or initiation practices should be reported immediately to the Club Safeguarding Officer and the Scottish Rugby Safeguarding Team. Clubs should actively promote welcoming, inclusive, and respectful ways to build team culture.

Scottish Rugby is committed to promoting the health, wellbeing, and safety of everyone involved in the game including players, coaches, volunteers, spectators, and officials. The use of illicit drugs and misuse of alcohol pose serious risks and will not be tolerated in any rugby environment.

Illicit Drugs

Illicit drug use threatens player welfare, sets a poor example, and brings the sport into disrepute. It is considered misconduct under Scottish Rugby’s Disciplinary Rules.

All players and members must comply with SDR 21.2: Illicit Drugs.

• First offences are typically addressed through education and support
• Second or repeated offences may result in suspension from the game
• Concerns can be reported confidentially to: [email protected] | 0131 346 5000

 Read the full Illicit Drugs Policy

Alcohol and Drugs: Responding to Concerns

If someone appears to be under the influence of drugs or alcohol at a rugby activity, follow these steps to protect their safety and the safety of others:

Recognise the Signs

• Slurred speech or unsteady movement
• Aggressive, erratic, or impaired behaviour
• Visible use of substances or smell of alcohol

Take Action

1. Remove from Activity
   Do not allow them to play, coach, officiate, or participate in any capacity.
2. Move to a Safe Area
   If needed, move them away from others to a safe space.
3. Notify a Senior Official
   Inform the Coach, Club President, or Safeguarding Officer immediately.
4. Ensure Safety
   1. For children, contact their parent/carer as soon as possible.
   2. For adults, ensure they do not drive or leave alone, arrange safe transport.
5. If Aggressive or Unsafe
   1. Keep others at a safe distance.
   2. Contact Police Scotland via 101 or 999 if the situation escalates.
6. Record the Incident
   1. Log what happened, who was involved, and the actions taken.
   2. Refer the matter to the Committee for follow-up (e.g. warnings, support, suspension).

Club Expectations

Clubs must promote a culture of safety and responsibility. That includes:

• Communicating clear boundaries around drugs and alcohol
• Ensuring social events are inclusive, safe, and well-managed
• Upholding Scottish Rugby policies in all settings, including training, matches, events, and tours

By taking a proactive and consistent approach, clubs can protect their members, uphold the values of the game, and create a safe, respectful rugby environment.

Scottish Rugby is committed to clean sport. Doping is completely against the spirit of rugby and goes against Scottish Rugby’s core values of Leadership, Engagement, Achievement, Enjoyment, and Respect.

All players, coaches, and support personnel must comply with Scottish Rugby’s Anti-Doping Regulation (SDR 21.1). This includes understanding what substances are banned and the risks of inadvertent doping through medication or supplements.

Scottish Rugby supports both testing (in and out of competition) and education as key tools to protect the integrity of the game and promote doping-free behaviour.

Learn more about Anti-Doping

Educational resources include:

• World Anti-Doping Code
• UK Anti-Doping Rules
• World Rugby Regulation 21
• The WADA Prohibited List
• World Rugby’s Keep It Clean programme

If in doubt, players and support staff should always check before they take any substance or supplement.

Scottish Rugby places player welfare at the very centre of the game. The safety and wellbeing of all participants must be the primary consideration in all decisions and activities.

The Player Welfare section offers comprehensive guidance and resources on a broad spectrum of welfare-related matters, both on and off the field, including:

• Mental wellbeing
• Injury prevention and management
• Concussion education and policy
• Age-banding & Age Grade regulations
• Gender participation eligibility
• Illicit drugs
• Medical matters such as pregnancy
• Awareness around tackle height adjustments and transgender participation rules
• Access to community health initiatives like the Brain Health Clinic

Explore the full Player Welfare resources here: Player Welfare- Scottish Rugby

Activities should be planned to involve at least two adults. Wherever possible, the gender of supervising adults should reflect the gender of the group, for example:

• Male-only groups should be supported by male staff
• Female-only groups should be supported by female staff
• Mixed/co-ed groups should have both male and female supervision

Ratios of adults to children should take into account the nature of the activity and other risk factors, such as:

• Whether any of the group has additional needs or a physical disability
• The level of experience of the leaders
• The age, maturity, and experience of the children or young people in the sport

Recommended ratios are:

• Age 3 and over: 1:8
• If all children are over 8: 1:10

Considerations for adults at risk:

• Where supervision is required, ensure two individuals are present and the setting is appropriate to the adult’s needs.
• Always consider the individual’s right to privacy, dignity, and autonomy in determining staffing levels.

Adults and children must never use the same facilities at the same time to shower and change.

It is recognised that in a rugby environment that adults may need to supervise children in changing rooms, or that in certain situations, physio or medical treatment may be necessary. There should be two adults present, both of whom are PVG members and this should be for necessary activity only.

No pressure should be placed on any children who feel uncomfortable changing or showering with others, and they should be allowed to do so at home if needed.

For mixed gender activities, separate facilities should be available and people of the same gender on duty.

Considerations for adults at risk:

• If assistance is required with changing, it should be done with consent from the individual, in private, and with two same-gender individuals if possible.
• Separate and accessible changing areas should be provided where practicable.

In most cases it is the responsibility of parents to drop off and pick up their children. There should be a clear transport policy in place with consent given for the children to be transported by the club to fixtures.

Drivers must have appropriate licenses, insurance and, if a regular occurrence, a PVG check. Vehicles used must be in good condition with seatbelts and where required booster seats.

No child should travel unaccompanied. In the event of late collection, the club should try to contact the parents, wait with the child, preferably in the company of others, and notify the club Safeguarding Officer. No child should be transported alone unless in emergency circumstances, where parents should be made aware and have given consent that the child is given a lift.

Considerations for adults at risk:

• Consent (or best interest decisions) must be clearly documented if transport is provided; risk assessments should be completed in advance.
• Adults at risk should not be transported alone by a single person unless unavoidable and all relevant safeguards are in place.

This procedure sets out clear guidance for the safe drop-off and collection of children and young people attending club activities, training, sessions, or fixtures. It ensures the club fulfils its duty of care, safeguards all children, and manages the risks associated with late or failed collection.

General Principles

• Responsibility for a child begins when they are signed in or formally handed over to a designated adult at the start of a session.
• A clear register or sign-in system must be in place for all training sessions, matches, or events.
• Parents/carers must be informed in advance of start and finish times and the location of each session or fixture.
• Parents/carers should be reminded not to drop children off too early and that they are expected to collect their children promptly.
• Children must only be collected by a known and authorised adult, unless written permission has been provided in advance.
• Parents/carers who wish their child to go home unaccompanied (according to age and maturity) must provide written consent in advance.

Roles and Responsibilities

• Leaders, coaches, and volunteers have a duty of care to children while they are under the club’s supervision.
• This duty continues until the child is collected, even after a session has finished.
• It is not the responsibility of staff or volunteers to transport children home.
• Where possible, more than one adult/leader should remain until all children are collected and the facility is locked up.
• If a single adult is left in charge, they should record all actions taken and inform the Safeguarding Officer (SO) and parents/carers as soon as possible. They must have PVG check in place.

Uncollected or Late Collection Procedure

If a child is not collected at the expected time:

1. Attempt to contact the parent/carer using the details provided.
2. If no contact is made, attempt to contact alternative authorised contacts listed on the ‘Partnership with Parents/Carers Form’.
3. Ensure that two PVG checked adults remain with the child until they are collected, where possible.
4. Children must not:
   1. Leave alone.
   2. Be taken home by another parent/carer unless authorised in advance.
   3. Travel in a taxi unless pre-authorised by the parent/carer.
5. If the child remains uncollected for an extended period and no contact can be made, inform the Club Safeguarding Officer (SO) and seek advice from Police Scotland or local Social Work services.
6. All incidents of late or failed collection must be:
   1. Recorded accurately, including times, names, and actions taken.
   2. Reported to the Safeguarding Officer, who may follow up with the family and assess any safeguarding concerns.

Club Expectations

Parents/carers are expected to:

• • Collect their child on time.
  • Inform the club if they are delayed and provide an emergency contact number.

Persistent late collection may:

• • Trigger a meeting with the Safeguarding Officer to discuss concerns or support needed.
  • Lead to a referral to local services where necessary.
• Clubs may set a reasonable time limit for supervision after a session ends.

Good Practice for Staff and Volunteers

• Children should never be left unsupervised while under club care.
• Staff and volunteers should avoid:
  • Taking a child home alone in their own vehicle.
  • Waiting alone with a child in an isolated or locked facility.
  • Assuming responsibility for collection arrangements without clear parental consent.
• In exceptional circumstances where transporting a child is unavoidable (e.g. emergency):
  • The adult must inform the Safeguarding Officer or another club official immediately.
  • Full details must be recorded (time, reason, journey, and who was informed).

For all rugby activities in Scotland including training, competition, or travel involving a child (under 18) who goes missing or is unaccounted for.

Immediate actions:

1. Stay calm but act quickly.
2. Confirm the child is missing:
   1. Check toilets, changing rooms, spectator stands, car parks, first aid areas.
   2. Ask teammates, coaches, volunteers, and carers.
3. Alert the Club Safeguarding Officer immediately if available.
4. Ensure supervision of remaining children to maintain safety.

Escalation

1. Contact the parent/carer immediately, unless already present.
2. If the child is not found quickly (within 15 minutes or sooner if there are heightened risks):
   1. Call Police Scotland (999 if urgent / 101 if non-emergency).
   2. Provide details: child’s name, age, description, clothing, last known location, medical needs, and family contact details.
3. If away from home (travel/competition):
   1. Inform the trip leader/club official.
   2. Alert venue staff/security.

Record-Keeping

1. Record all actions, timings, and persons involved on an incident form.
2. Report the incident to the Club Safeguarding Officer, who should inform the Scottish Rugby Safeguarding Team.

Follow-Up

1. Support the child once located.
2. Review supervision procedures (headcounts, buddy systems, signing in/out) and inform the parents of the findings.
3. If there are wider concerns about neglect, risk, or lack of parental supervision, follow the  Safeguarding Everyone Policy and Procedure.

For all rugby activities involving an adult at risk of harm as defined by the Adult Support and Protection (Scotland) Act 2007  i.e. adults unable to safeguard themselves, at risk of harm, and affected by disability, illness, or mental disorder.

Immediate Actions

1. Stay calm but act quickly.
2. Confirm the adult is missing by:
   1. Checking toilets, changing rooms, medical areas, nearby shops or transport points.
   2. Asking teammates, coaches, carers, and staff.
3. Alert the Club Safeguarding Officer immediately if available.
4. Ensure others remain supervised and safe.

Escalation

1. If not located quickly (within 20 minutes or sooner if there is an immediate risk):
   1. Call Police Scotland (999 / 101).
   2. Provide: name, age, description, clothing, last known location, vulnerabilities, medical needs, and emergency contacts.
2. Inform the carer/guardian/key contact (if applicable).
3. If during travel or competition:
   1. Notify the trip leader.
   2. Alert venue staff/security.

Record-Keeping

1. Record actions, timings, and witnesses in an incident form.
2. Report to the Club Safeguarding Officer, who should escalate to the Scottish Rugby Safeguarding Team.

Follow-Up

1. Support the adult once found.
2. Review and strengthen supervision arrangements (staff ratios, clear communication, buddy system).
3. If the incident raises broader concerns (neglect, abuse, inability to safeguard themselves), refer to the Safeguarding Everyone Policy and Procedure.

Online Safety – Photography, Videography and Social Media Guidance 

Sporting activities can play a big part in the lives of many young people and their families. Understandably achievements and special moments will be celebrated and documented by all of those involved. In some instances, it will also be helpful and appropriate to use photographs or videos as a tool to support skills and development.    

However, we should always consider and be mindful of child protection and safeguarding risks attached to taking photographs and videos during an event and how this content will be shared and used. Clubs must ensure that the use of photography and videos comply with their duty of care towards protecting children and young people’s personal data.  

Social Media Guidance 

Clubs must ensure there is nothing on its website or other social media platforms which could harm a child, directly or indirectly. A club is legally and morally responsible for its online content. As part of using the internet and social media, clubs will: 

• Understand the safety aspects – including what is acceptable and unacceptable behaviour  
• When using social media platforms (including Facebook, Twitter and Instagram), ensure that clubs adhere to relevant legislation and good practice guidelines 

Managing online presence 

Clubs should adhere to the following guidelines: 

• All social media accounts will be password-protected, and at least 2 club committee members will have access to each account and password 
• The accounts will be monitored by a designated person who will seek advice from the club Safeguarding Officer on safeguarding requirements 
• Inappropriate posts by children, volunteers or staff must be removed 
• Account, page and event settings will be set to ‘private’ so that only invited club members can see their content 
• Identifying details such as a child’s home address, school name or telephone number must not be posted on social media platforms 
• Clubs will make sure children and young people are aware of who manages the social media accounts and who to contact if they have any concerns about the running of the account 
• Parents must be asked for permission for photographs or videos of their child to be posted on social media via the consent form 

What we expect of coaches and volunteers 

• Coaches and volunteers should seek advice from the club Safeguarding Officer if they have any concerns about the use of the internet or social media 
• Coaches and volunteers should not ‘friend’ or ‘follow; children or young people from personal accounts on social media 
• Coaches and volunteers must ensure any content posted is accurate and appropriate 
• Coaches and volunteers must not communicate with young people via personal accounts or private messages  
• Any disclosures of abuse reported through social media should be dealt with in the same way as face-to-face disclosure, according to club reporting procedures 
• Coaches, volunteers and young people must not engage in ‘sexting’ or send pictures to anyone that are obscene, indecent or menacing 
• Clubs should make children and young people aware of social media policy 

Using mobile phones or other digital technology to communicate 

When using mobile phones (or other devices) to communicate by voice, video or text (including texting, email and instant messaging), clubs will take the following precautions to ensure young people’s safety: 

• Coaches and volunteers will avoid having children’s or young people’s personal mobile numbers and seek contact through a parent or guardian.
• Any group chats that are created to communicate regarding children and young people under the age of 16 must be between clubs and parent/guardians 
• Young people over the age of 16 at the club can create a group chat at the clubs discretion. Any group chats that are made need to be monitored by either the club Safeguarding Officer or two youth coaches.  
• Copies of texts also be made available to the club’s Safeguarding Officer or to parents 
• Texts will be used for communicating information – such as reminding children or young people about upcoming events, which kit to bring or practice timings – and not to engage in conversation
• If a young person misinterprets such communication and tries to engage a staff member or volunteer in conversation, the member of staff or volunteer will take the following steps: 

• • End the conversation or stop replying 
  • Suggest discussing the subject further at the next practice or event 
  • If concerned about the child or young person, provide details for the club’s Safeguarding Officer or appropriate agencies 

Use of other digital devices and programmes 

These principles apply no matter which current or future technology is used. If any digital devices are used as part of activities within the club establish appropriate restrictions, more commonly known as ‘parental controls’, on any device provided to prevent misuse or harm. 

Further information for parents and carers on keeping children safe online 

The following websites provide information for organisations and parents about online safety to help them protect their children from harm:  

• Internet Matters – https://www.internetmatters.org/  
• Child Exploitation and Online Protection Centre (CEOP) – www.ceop.police.uk 
• Childnet – www.childnet.com 
• The UK Safer Internet Centre – www.saferinternet.org.uk  

Videos and Photography 

Use of social media and taking photographs is largely a positive tool for promotion of rugby and recording of children’s participation and enjoyment of the sport. However, there are risks associated and a few key principles should be followed. 

Potential Risks 

• There is a greater risk of children and young people being identified when a photograph/video is shared including personal information (full name, address, school etc). This information could be used by individuals looking to locate, contact or groom a child  
• Some children may be placed in local authority care, adoptive/foster family in which case it would be potentially dangerous to share information which would identify them 
• Inappropriate photos of videos being taken in private situations (e.g. changing rooms, toilet facilities) 
• There is no guarantee that any images/videos shared privately online will not be re-shared on another public domain  
• It is hard to enforce best practice in a public place where you cannot control who will take and share videos or photographs 

Best Practice 

• Parental/guardian consent should always be sought for children under the age of 18. Ideally at the start of the season stating how photos/videos will be used, shared and stored (see example consent form on p5) 
• If parental/guardian consent is expressly not given the club should manage sensitively so the child does not feel excluded  
• Never share personal information alongside an image which would identify a child or young person (full name, age, school etc) 
• Children should always be pictured in suitable kit with the focus being on the sporting activity rather than the child or young person 
• Images must not be inappropriate or of a sexual or exploitative nature 
• Children should be featured as a team rather than individually 
• Share the relevant guidance with your club members and lead by example. If photographs/videos are being taken in a public place (e.g. a park) this is very hard to police and to enforce 
• Store images and videos securely  

Example Consent Form 

You might want to include asking for parental/guardian consent at the start of the season along with any new membership documents/fees.  

Parental/Guardian Photography and Video Consent Form for Children 

Name of Club: __________________________________________ 

We recognise the need to ensure the welfare and safety of all young people and children taking part in any activity associated with our rugby club.  

In accordance with our child protection policy we will not permit photographs, video or other images of young people to be taken without the consent of the parents/carers and children. We would like to ask for your consent to take photographs/videos throughout the season which may contain images of your child.  

The club will take generic group photographs and will not publish any identifying information that could be used to identify your child (e.g. name, age, school etc) 

If you become aware that these images are being used inappropriately you should inform us immediately. 

I consent to having my child photographed or recorded for this event. 

Child’s Name: __________________  

Parent or Legal Guardian’s Name:__________________________________ 

Parent or Legal Guardian’s Signature and Date: _______________________ 

Physical intervention refers to any use of force or physical contact intended to control or manage a person’s behaviour. In a rugby setting, this may arise when responding to an incident or preventing harm. Physical intervention must always be a last resort and must never be used as a form of punishment or discipline.

When physical intervention may be used

Physical intervention may only be used in exceptional circumstances, where:

• A child or young person is at immediate risk of harm to themselves or others.
• A situation requires urgent action to prevent a serious incident or injury.
• There is no safer or reasonable alternative available at the time.

Acceptable Intervention

Any physical intervention must be:

• Proportionate- the minimum force necessary for the shortest time possible.
• Reasonable- appropriate to the situation and individual involved.
• Non-restrictive wherever possible- with consideration for the child’s dignity and wellbeing.

Examples may include:

• Gently guiding a child away from a confrontation or hazard.
• Blocking a child from running into a dangerous situation.
• Intervening to break up a physical altercation, if safe to do so.

Unacceptable Practices

The following are never acceptable under any circumstances:

• Holding, pinning, or restraining a child in anger or as punishment.
• Using excessive force.
• Physically blocking or isolating a child as a form of control.
• Touching, holding, or handling in any way that causes distress or injury.
• Parents/careers should not enter the field of play unauthorised.

Reporting and Recording

If physical intervention is used:

• It must be reported to the club’s Safeguarding Officer (SO) immediately.
• A written report must be completed as soon as possible, detailing:
  • What led to the intervention.
  • What actions were taken.
  • Who was involved and present.
  • The outcome.
• Parents/carers must be informed at the earliest opportunity.
• Scottish Rugby’s Safeguarding Team should be notified in serious cases.

Awareness and Guidance

• Staff and volunteers should have awareness of understanding how to de-escalate situations without physical intervention.
• Physical intervention should not form part of routine behaviour management.
• The club should promote positive behaviour and relationship-based approaches, focusing on prevention and support.

Scottish Rugby clubs should be inclusive environments where neurodivergent children, young people, and adults feel welcome, supported, and safe to participate fully in rugby. Neurodiversity refers to the natural variation in how people think, learn, and process information. This includes (but is not limited to) individuals who are autistic, have ADHD, dyslexia, dyspraxia, or Tourette’s.

Key Principles

• Respect and understanding: Every individual is different. Not all neurodivergent people will require adjustments, and those who do may need different things at different times.
• Strengths-based approach: Neurodivergent players, coaches, and volunteers often bring creativity, focus, energy, and different ways of thinking that enrich club environments.
• Proactive inclusion: Clubs should take steps to understand needs in advance and be flexible in how they deliver training, coaching, and communication.

Practical Considerations

For both children and adults, clubs should:

• Ask whether any adjustments or support needs are required as part of registration or onboarding.
• Create a predictable environment with clear routines and expectations.
• Offer visual schedules, written reminders, or clear instructions when appropriate.
• Allow for quiet spaces or breaks during busy or high-sensory sessions or events.
• Be mindful of communication preferences (e.g. direct language, avoiding idioms, giving time to respond).
• Provide coaches and volunteers with awareness training, including how to support behaviour positively and avoid escalation.
• Avoid assumptions and speak with the individual or their parent/carer to understand what works best.

Behaviour and Safeguarding

• Behaviour that appears challenging may be a form of communication. Consider underlying causes such as sensory overload, anxiety, or unclear instructions.
• Use a child-centred and strengths-based approach when responding to behaviour, and avoid punitive measures that do not take individual needs into account.
• Make sure safeguarding responses are sensitive to neurodivergent communication and processing styles. This might mean that disclosures or concerns may look different.

Roles and Responsibilities

• The Safeguarding Officer and coaches should work together to support inclusion and manage any specific risks.
• Parents and carers should be engaged as partners to help plan for success.
• The club should make reasonable adjustments in line with the Equality Act 2010 to ensure equal access to opportunities and participation.

People of all abilities and experiences to train, play, and socialise together as equals. It is not a separate form of rugby but an inclusive model that adapts mainstream rugby to ensure everyone is welcome and supported, regardless of ability, learning needs, or background.

Core Principles

• Equality and inclusion– All players are valued as full members of the team and there are no selection criteria based on skill or ability.
• Participation for all– Sessions focus on enjoyment, personal development, and team spirit rather than performance outcomes.
• Respect and dignity– Players, coaches, and volunteers are expected to respect individual differences and work together to create a safe and welcoming environment.
• Social integration– Off-pitch activities, volunteering, and leadership opportunities are open to everyone.

Safeguarding Considerations

Mixed Ability Rugby may involve players considered adults at risk under the Adult Support and Protection (Scotland) Act 2007. Safeguarding principles for both children and adults apply equally. Clubs must ensure:

• All concerns about harm, abuse, or neglect, whether involving children or adults, are reported to the club Safeguarding Officer.
• Where an adult at risk is involved, advice should be sought from Scottish Rugby and, where appropriate, local Adult Protection teams.
• Boundaries are maintained between staff/volunteers and players, especially where personal care or one-to-one support may be needed.
• Carers or support workers attending training/matches understand club policies and safeguarding expectations.
• Players (or parents/carers) understand and consent to participation, including potential risks in contact rugby.
• Being sensitive to players who may not want to be photographed, and seeking explicit consent.
• Consider pairing experienced players with new or neurodivergent players to offer support and inclusion.
• Ensuring these are clear and accessible complaints and whistleblowing procedures for all members.

Risk Assessment

Clubs should carry out regular risk assessments for Mixed Ability sessions and fixtures, considering:

• Facilities: Access to pitches, changing rooms, toilets, and emergency exits.
• Medical and health needs: Understanding any medical requirements (e.g. epilepsy, asthma) and ensuring first aid provision.
• Contact and tackling: Coaches should adapt contact drills appropriately and ensure all players understand safe techniques.
• Supervision and ratios: Ensuring adequate support is available during sessions and travel.
• Transport and travel: Making clear arrangements for away fixtures, including roles of carers/support staff.
• Insurance: Confirming the club’s insurance covers Mixed Ability rugby activities, including travel and fixtures.
• Game variations and adaptations: Ensuring any adaptations to the game are clearly explained to players and, where appropriate, parents or carers before participation.
• Communication and support needs: Maintaining clear communication with families or support workers while promoting player independence wherever possible.

Risk assessments should be reviewed frequently and updated when:

• New players join
• Significant changes to the activity occur
• Incidents highlight new risks

Coaching and Inclusion

• Use simple, clear instructions and supplement with visual aids or demonstrations where needed.
• Build routines and structure into training sessions to provide predictability.
• Offer quiet spaces or breaks for players who may find busy environments overwhelming.
• Focus on strengths and positive reinforcement rather than performance metrics.
• Ensure all coaches and volunteers receive training on disability awareness and inclusive coaching, in addition to safeguarding training.

Behaviour and Communication

• Behaviour that may seem challenging can be a form of communication. Take time to understand triggers and adjust approaches accordingly.
• Avoid punitive measures; use restorative conversations and positive support strategies.
• Establish clear communication channels with families and carers, ensuring players’ preferences and voices are prioritised.

Safer Recruitment and Training

• All volunteers and staff involved in Mixed Ability Rugby must follow the club’s safer recruitment process and Code of Conduct.
• Recommended that a Basic Disclosure is competed for anyone in a position of trust (e.g. coach / enabler)
• Ongoing safeguarding training, including topics such as inclusive practice, neurodiversity awareness, and managing additional support needs, should be part of the club’s development plan.

Match Day and Game Play

• Mixed Ability Rugby follows the Laws of the Game, but clubs may agree adaptations by mutual consent to ensure safety and inclusion (e.g. touch/tackle options).
• Referees, opposition teams, and event organisers must be briefed in advance to ensure understanding and inclusivity.
• The focus remains on enjoyment, fair play, and social connection rather than results.

Reporting Concerns

Any safeguarding concern whether related to behaviour, wellbeing, or the safety of a child or adult must be:

1. Recognised and taken seriously.
2. Responded to appropriately, ensuring safety of all involved.
3. Reported to the Safeguarding Officer immediately.
4. Recorded factually using the safeguarding Reporting a Concern Form.
5. Referred to Scottish Rugby or statutory services if there is a risk of harm.

This template is provided by Scottish Rugby Union Limited (“Scottish Rugby”) for guidance purposes only and not for the purposes of providing professional advice. Contents are believed to reflect law and practice in Scotland, but this document is not intended to be a statement of law. Scottish Rugby accepts no duty of care, responsibility or liability to any person, whether arising by way of negligence or otherwise, for any errors, omissions, or misleading statements within this document or within any links contained in this document, nor for any action or inaction of any person due to reliance on the contents of this document or any links contained in this document. This template is written in general, non-exhaustive terms and does not cover individual or specific situations. All persons must seek their own independent professional advice before making any decisions relating to the subject matter of this document.

Please note – this is a template and clubs may and are entitled, to add content to this policy as they wish. However the sections below must be included.

Scottish Rugby Safeguarding Policy can be found at https://scottishrugby.org/clubs-and-schools/safeguarding-3/

{CLUB NAME } Safeguarding Policy

[club name] RFC acknowledges its responsibility to protect and safeguard the welfare of everyone in [club name] from harm.

[club name] RFC recognises that everyone has the right to participate in rugby union in a safe, enjoyable and positive environment whilst at the same time being protected from abuse, neglect or poor practice.

[club name] RFC confirms that it adheres to the Scottish Rugby Safeguarding Everyone Policy and the procedures, guidelines, and practices contained in supporting documents.

[club name] confirms that it will appoint a Safeguarding Officer (SO) at the club. Their details will be available within the clubhouse and on the club website. The SO will undergo Safeguarding training as directed by Scottish Rugby.

The [club name] SO is [                                     ] and they agree to be contacted with any concerns regarding safeguarding and will take appropriate action.

[club name] RFC agrees that all allegations or suspicions of abuse, neglect, harm or poor practice will be taken seriously and responded to swiftly, fairly and appropriately.

[club name] RFC recognises that everyone has the right to expect their participation in rugby union will be supported and delivered by suitably recruited, vetted and managed staff, whether they are volunteering or officiating.

All members of [club name] RFC who undertake a regulated role must be member of the PVG Scheme with a Scheme Record Update if necessary.

{club name} acknowledges the Disclosure Scotland referrals process and agrees to action a referral if required.

[club name} agrees that any tours, oversees or domestic must comply with the relevant Scottish Rugby Regulations and Guidance relating to tours.

A well-structured and easily accessible Club Handbook is vital for ensuring current and future members have key information about your club. To support this, Scottish Rugby has created a downloadable PowerPoint presentation and guidance document, enabling clubs to design a customised handbook with relevant details and club colours. Once completed, it can be saved as a PDF for easy access, enhancing the experience for all members, both now and in the future. This is aligned with a Club Development Plan and the creation of clear volunteer role descriptions, provides clubs with a comprehensive suite of resources and documents to support a vibrant environment.

As a community-focused Rugby Club, clear communication and guidance to your membership, supporters, community, and sponsors is vital for current and future sustainability. This guidance document is divided into sections to assist your club in creating a customised ‘Handbook’ that meets the needs of everyone associated with your club. The included appendix ‘Template’ can be used to begin developing your club’s handbook, ensuring that everyone involved, both currently and in the future, has clarity on your offerings.

Your club handbook should be in line with your club’s development plan and adhere to basic principles to ensure consistency, relevance, and accessibility to the widest possible audience.

You can read and download the Club Handbook on Gainline

Welcome to the Safeguarding team!

Firstly, thank you for taking on this vital role at your club. It is imperative to create a safe environment for everyone. Child protection and safeguarding is everyone’s responsibility.

Part of your role is speaking to coaches, parents, players, children and young people to ensure they know who you are, the important part you play and how they can contribute.

We appreciate this is a volunteer role and that’s why we are here to support you in any way possible. Our website has a lot of useful information and we are only a phone call or email away if you have any questions or queries.

We very much look forward to working with you and feel free to get in touch with us at any time.

Scottish Rugby Safeguarding team

Safeguarding Officer Job Description

Every club with youth or mixed ability sections are required to have a Safeguarding Officer (SO) appointed and confirmed to the Scottish Rugby Safeguarding Team. Details should also be confirmed on the SCRUMS data management system.

Clubs should notify any changes in their SO details by emailing [email protected].

The SO role is an important one and should cover the following broad areas:
• Work with other members of the club to ensure that everyone enjoys a welcoming, safe, friendly and helpful environment.
• Ensure the club has a Safeguarding Policy that is available on the club website, available on request and understands the principles in the policy.
• SO name and contact details are visible in the clubhouse, on the club website and that they are visible and approachable at the club (within reasonable parameters).
• Complete the relevant child protection and safeguarding training within 3 months of their appointment
• SO must be a member of the PVG Scheme which links them to their club
• SO to manage the PVG Memberships within the club. Any person carrying out a REGULATED ROLE must have a PVG number which should be notified against the Youth Coach listed in the active coach list. (details of the PVG process follow below)
• Take responsibility for dealing with concerns, contacting the relevant people to take forward (NSPCC/Children 1st or Police Scotland if required) and notify Scottish Rugby.

Safeguarding Officer Checklist

Here is a useful checklist of next steps once you have taken over SO role:

• Notify Scottish Rugby Safeguarding team ([email protected]) by
  submitting the ID Checker Contract and PVG Process Suitability Decision
  Making Agreement
• Meet with previous SO to talk about child protection and safeguarding at
  your club and handover any important information/records
• Update club child protection/safeguarding policy with your name and
  contact details
• Update SCRUMS and change the SO name and contact details
• Update SO contact details on your club webpage/Facebook group
• Update SO contact details on Child Protection posters at the club.
• Find out about child protection and safeguarding training in your area by
  keeping an eye on our website or email [email protected]
• Introduce yourself to parents, coaches, children and young people at
  your club
• Ask your club committee to invite you to their next meeting to introduce
  yourself and receive updates on child protection and safeguarding

Permission to Tour

WR Regulation 16 sets out the approval process in relation to international tours and tournaments. Scottish Rugby has adopted this WR Regulation into its domestic regulations.

Guidance as to how a club or affiliated school can obtain Permission to Tour or Permission to Host a Tour from another Union can be found below.

Find all your information here.

Clubs must handle all safeguarding concerns with sensitivity and in line with Scottish law, including the Data Protection Act 2018, the Adult Support and Protection (Scotland) Act 2007, and national child protection guidance. While confidentiality is important, it must never prevent the sharing of information where there are concerns about a child, young person, or adult at risk.

Key Principles

• Do not promise confidentiality to a child, young person, or adult at risk. Explain that you may need to share the information with someone who can help keep them safe.
• Information must be shared promptly with the Club Safeguarding Officer.
• Information is only shared on a need-to-know basis with those directly involved in responding to the concern (e.g. Scottish Rugby, Police Scotland, Social Work).
• The focus should always be on the safety and wellbeing of the individual at risk, not on confidentiality for its own sake or concerns about reputational damage.

When to share information

You should share safeguarding information if:

• A child, young person, or adult may be at risk of harm.
• Sharing the information may help prevent harm to others.
• The law or a statutory process requires it.
• The individual involved is unable to protect themselves, and consent cannot reasonably be obtained.
• A statutory service (e.g. Police or Social Work) requests it as part of an investigation or protection plan.

Recording and Storing Information

• Record all concerns clearly, factually, and as soon as possible.
• Include what was said, seen, or done, who was involved, when it happened, and what actions were taken.
• All safeguarding records must be stored securely, separate from general club records, and accessible only to the Club Safeguarding Officer and those authorised by Scottish Rugby.

Consent and Capacity

• Where safe and appropriate, seek the individual’s informed consent before sharing their information.
• For adults at risk, consider whether they have the capacity to make informed decisions. If in doubt, contact Social Work or seek advice from Scottish Rugby’s Safeguarding Team.
• If gaining consent would increase the risk of harm, share the information without consent, and record the reason.

All personal information gathered or shared in the context of safeguarding must be handled in line with the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR).

Clubs must ensure that safeguarding information is:

• Collected lawfully, fairly, and transparently
• Used only for the specific safeguarding purpose for which it was collected
• Relevant and limited to what is necessary
• Accurate and kept up to date
• Stored securely and only for as long as necessary
• Only accessed or shared by those with a legitimate need to know

These principles apply to all safeguarding records, including concern forms, incident reports, and correspondence with statutory services.

Further guidance is available from the Information Commissioner’s Office (ICO): https://ico.org.uk

If in doubt, clubs should seek advice from Scottish Rugby’s Safeguarding Team before sharing or storing sensitive information.

Safeguarding support visits help ensure clubs provide a safe and positive environment for all participants. They give Regional Managers the chance to have open conversations with clubs about safeguarding, promote good practice, and highlight where extra support may be needed.

What They Involve

• Unscheduled visits by Scottish Rugby colleagues help get a real sense of how a club operates day-to-day
• Focus on:
  • PVG compliance – all youth coaches must have a PVG linked to the club and be registered on SCRUMS.
  • Standards for Child Wellbeing and Protection in Sport – a framework of 8 standards created by Children 1st and sportscotland, setting out what good safeguarding looks like in sport.
• Conversations with whoever is responsible on the day (club SO, lead coach, or club contact).

What Happens After

• A short report is completed with a RAG rating (Red, Amber, Green).
• Feedback may include:
  • Sharing examples of best practice.
  • Offering extra support or guidance.
  • Acting on any serious concerns (e.g. if a youth coach does not have the correct PVG, they must stop coaching immediately).

These visits are not inspections. They are designed to support clubs, celebrate good safeguarding, and ensure participants’ wellbeing is at the heart of rugby.

To ensure all individuals involved in rugby at club level understand their safeguarding responsibilities and can respond appropriately to concerns, the following training requirements apply:

Club Safeguarding Officers (SOs)

• All Club Safeguarding Officers must complete both the Child Wellbeing and Protection in Sport (CWPS) and Child Wellbeing and Protection Officer (CWPO) courses.
• These courses must be completed within 3 months of appointment to the club SO role.

Coaches and Match Officials

• All coaches and match officials must complete the RugbyRight training programme annually.
• RugbyRight includes a Safeguarding module, which is mandatory each year to maintain up-to-date awareness and understanding of safeguarding in rugby contexts.

Child Wellbeing and Protection in Sport (CWPS) Course Access

• The CWPS course is open to anyone involved in rugby, including volunteers, administrators, and support staff.
• A short online pre-course module must be completed before attending the in-person or virtual CWPS session.

Adult Safeguarding Module (Optional)

• An Adult Safeguarding training module is being introduced to raise awareness of safeguarding risks, rights, and responsibilities in relation to adults at risk.
• This optional online module is recommended for all employees, contractors, and volunteers involved in Scottish Rugby, particularly those working with adult players, vulnerable groups, or in positions of trust.

Ongoing Awareness and Support

• Clubs should provide ongoing safeguarding awareness, reinforcement, and support for all individuals involved in rugby.
• This includes promoting a culture of vigilance, open communication, and continued learning around safeguarding, wellbeing, and protection.

Please note that records of all volunteers should be retained securely by the club. A club official must be able to access data in the event of an emergency.  

Scottish Rugby’s safeguarding team are available for advice throughout any part of this process. 

PVG Membership 

Scottish Rugby’s Safeguarding Everyone Policy requires all volunteers within our member clubs who are in a regulated role to be a member of the PVG Scheme.  No one is permitted to work until they have a rugby PVG in place and approved by Scottish Rugby. 

Not all volunteers will be in regulated role and require a PVG, however a club application form and references should still be completed and kept on record.  

The club will be responsible for employing all volunteers and paid members undertaking a regulated role. Scottish Rugby is responsible for making the suitability decision based on PVG information. The applicant must freely consent to undertake the PVG process and this consent can be withdrawn at any time. Scottish Rugby will confirm to club Safeguarding Officer the PVG suitability decision.

Anyone who is placed under consideration for listing, will be suspended from working with vulnerable groups as a precautionary measure pending the outcome from Disclosure Scotland.

Scottish Rugby and clubs have a legal duty to refer an individual to Disclosure Scotland who meets the relevant criteria. See more information on the PVG process and Referral by clicking the below link.

All supporting documents can be found here.