Safeguarding, conduct and complaints

Every child and adult at KTGA has the right to enjoy the sport safely, and to be treated with respect.

The welfare of the child always comes first.

Everyone has a part to play. Coaches, volunteers, parents, carers and gymnasts should all speak up if they are worried.

We take every concern seriously, however small it seems.

KTGA follows British Gymnastics safeguarding policy and procedures.

If anything in this policy is different from British Gymnastics policy, British Gymnastics policy applies.

British Gymnastics safeguarding information is at: british-gymnastics.org/safe-and-fair-sport/report-a-concern

All children (under 18) and adults who take part at KTGA, including classes, squads, camps and parties.

All coaches, staff and volunteers.

Parents, carers and visitors while they are at KTGA.

Our Lead Welfare Officer is Matthew Caine. Our Secondary Welfare Officer is Victoria Moorhouse. You can reach both at [email protected]. Please email it with any concern about a child’s welfare or about an adult’s behaviour.

Aaron Sheehan, Head Coach and Academy Director, does not handle welfare concerns as part of his coaching role. He can put you in touch with the welfare contact if you ask.

Concerns are not routed through Aaron. Please always use [email protected] first. British Gymnastics is also available as the national route for safeguarding concerns, as set out in British Gymnastics policy (see 5.2).

The welfare contact details will be displayed at the club.

If a child or adult is in immediate danger, or a crime has been committed, call the police on 999. You can also contact your local children’s services.

If there is no immediate danger, email [email protected]. The British Gymnastics Safeguarding Team on 0345 129 7129 is also available as the national route, as set out in British Gymnastics policy.

In either case, a British Gymnastics online incident form should also be completed: bg.vissro.com/public/bgcase.nsf/safeguarding-report

You do not need to be sure. If you are worried, speak up.

Any concern or allegation about a coach, staff member, volunteer, parent or other adult should be sent to [email protected] straight away.

The club will not investigate an allegation about an adult itself. We will not question the child, and we will not tell the adult about the concern unless British Gymnastics or the authorities say we should. We will follow British Gymnastics policy and procedures.

If the concern is about someone who works on the welfare contact, tell us at [email protected] and say so in your message.

Where needed to keep children safe, an adult may be asked to step back from their role while a concern is looked at. This is a safety step, not a judgement.

Stay calm and listen.

Let them speak in their own words. Do not ask leading questions.

Do not promise to keep it secret. Explain that you may need to tell someone who can help.

Tell them they were right to tell you.

Write down what they said, in their words, as soon as you can, with the date and time. Sign it.

Pass it to [email protected] straight away, or follow section 5 if the child is in danger.

The Welfare Officers will record the concern and decide the next step, following British Gymnastics procedures.

This may include contacting British Gymnastics, children’s services or the police.

British Gymnastics may work with the club, the person who raised the concern, and other agencies.

The person who raised the concern will be told what they can be told, while protecting everyone involved.

All concerns are written down, with facts kept separate from opinions.

Records are kept securely, and only the Welfare Officers can see them.

Concerns are treated in confidence.

Information is only shared when it is necessary, proportionate and relevant, and only with people who need it to keep someone safe.

Keeping a child safe always comes before keeping information private.

Any coach, volunteer or parent who is worried about poor practice at KTGA should raise it, even if it involves a colleague or a senior person.

You can raise it at [email protected], or directly with British Gymnastics.

Nobody will be treated unfairly for raising a concern honestly.

All coaches, staff and volunteers in regular contact with children have an enhanced DBS check, renewed as British Gymnastics requires.

All coaches are British Gymnastics members and hold the right British Gymnastics coaching qualification for the sessions they lead.

All coaches complete safeguarding training, and refresh it as British Gymnastics requires.

British Gymnastics membership is required for every child in all classes. Families sign up with British Gymnastics themselves and pay British Gymnastics directly.

References are taken up for new coaches and volunteers.

Guest coaches and cover coaches hold the same checks and qualifications as in 12.1 to 12.3. Outside providers who work with children at KTGA follow this policy and the Code of Conduct, hold enhanced DBS checks, and are supervised by KTGA coaches while they work with children.

We follow British Gymnastics guidance on coach-to-gymnast ratios.

Children are supervised at all times while in our care.

A coach is never alone with a child out of sight of others. If one-to-one time is needed, it happens in full view.

Physical support (spotting) is only used when needed for safety or to teach a skill. Coaches explain it first.

Children are signed in and out where needed. Parents must collect children on time.

Coaches and volunteers do not go into changing rooms while children are changing, except in an emergency. If they must, two adults go in together where possible.

Parents help young children change and use the toilet in Tots classes. At camps, a coach waits outside and a parent is asked to help where needed.

No photos or phones are used in changing rooms or toilets, by anyone.

We take photos and video as set out in our Photo and Video Consent policy, and respect opt-outs.

Parents may take photos of their own child during sessions. Please do not share images of other children online without their parents’ permission.

Anyone else wishing to film or photograph must ask us first. Parents may film their own child only.

Children are always shown in suitable clothing, and their full names are not shared with their image.

Coaches and volunteers do not contact children directly online, by text, by WhatsApp or by social media.

Messages about a child go to the parent or carer. For gymnasts aged 16 and 17, a parent or carer is copied in.

Coaches do not follow or accept friend requests from gymnasts under 18 on personal accounts.

Coaches post on social media only from KTGA accounts, using club devices. They do not post club images from personal accounts or personal phones. All posts follow our photo consent rules.

Bullying is not accepted at KTGA. This includes name-calling, leaving someone out, physical bullying and online bullying.

If you see or hear about bullying, tell a coach or email [email protected].

We will listen to everyone involved, talk to the parents, and agree what happens next. Serious or repeated bullying may lead to a child’s place being removed.

This policy is reviewed every 12 months, or sooner if British Gymnastics guidance changes. Next review: 12 months after approval.

Be positive and encouraging. Praise effort, not just results.

Let the coaches coach. Please speak to a coach after the session if you have a question.

Treat coaches, staff, other families and gymnasts with respect, in person and online.

Drop off and collect your child on time.

Tell us about any medical needs, injuries or changes to contact details.

Follow our photo and video rules.

Do not go onto the equipment or the training area unless invited.

Raise concerns calmly, through the right route.

Listen to your coach and follow instructions.

Only go on equipment when a coach says you can.

Be kind and respectful to everyone.

Wear the right clothes. Take off jewellery. Tie long hair back.

Tell a coach straight away if you are hurt or feel unwell.

Tell a coach, a grown-up you trust, or the welfare team at [email protected] if anything worries you.

Put the welfare of every gymnast first.

Follow British Gymnastics Standards of Conduct and safeguarding procedures.

Keep your DBS, British Gymnastics membership, qualifications, first aid and safeguarding training up to date.

Treat every gymnast fairly, whatever their ability, background or needs.

Never use shouting, humiliation, or exercise as punishment.

Keep professional boundaries. Never be alone with a child out of sight, and never contact children privately online.

Report any concern to [email protected] straight away.

We will usually start with a friendly conversation.

If it happens again, or is serious, we will speak to the parent or carer and may give a written warning.

For serious or repeated breaches, a place may be removed. What happens to fees is set out in our Membership Terms, clause 17.3.

Any safeguarding concern is dealt with under Part A, not this section.

Most worries can be sorted quickly by talking to the coach or to Aaron.

If your complaint is about safeguarding or the behaviour of an adult towards a child, do not use this procedure. Follow Part A, sections 5 and 6, straight away.

Email [email protected] with your name, your child’s name, what happened, when, and what you would like to happen.

If your complaint is about Aaron, email the Welfare Officer at [email protected].

We will confirm we have received your complaint within 5 working days.

We will look into it fairly and may ask to speak to you.

We will give you a written reply within 20 working days. If it will take longer, we will tell you why.

You can ask for your complaint to be looked at again by the Welfare Officer or an independent person.

If your complaint is about a breach of British Gymnastics Standards of Conduct, you can raise it with British Gymnastics. Their complaints pathway is shown on their website: british-gymnastics.org/safe-and-fair-sport/report-a-concern

We will never treat a child differently because their family has made a complaint.