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Chess Scotland policy on Child Protection and Adults at Risk
Main Policy Document October 2011
Background and History of Policy Amendments
The original policy was approved in 1996 by the Scottish Junior Chess Association (subsequently amalgamated with the Scottish Chess Association to form Chess Scotland) and amended by the Council of Chess Scotland in 2003, 2004, and 2008. It was further amended in 2011 to take account of changes in legislation. This policy takes account of the provisions of the Protection of Children ( Scotland ) Act 2003, Adult Support and Protection ( Scotland ) Act 2007, and the Protection of Vulnerable Groups (PVG) ( Scotland ) Act 2007.
Whilst the basic function of Chess Scotland is to promote chess, it is important that chess related activity is carried out within an environment that regards as its prime concern the welfare of any child or protected adult. Chess Scotland must take all reasonable steps to ensure that those who have regular contact with children and protected adults through paid and unpaid work do not have a known history of harmful behaviour.
For this reason the following policy and guidelines have been adopted by Chess Scotland to be applicable to all Chess Scotland events , arbiters, coaches and chaperons registered, working and volunteering to work with Chess Scotland.
Policy
It is the duty of the appointed officials in Chess Scotland (the Executive) to examine all volunteers who wish to undertake regulated activity before the volunteers are appointed and listed as authorised to operate in the designated role/s. Where it is necessary, volunteers will be required to undergo a Disclosure process to establish, inter alia, that they have no criminal history that prevent them from a regulated activity.. It shall be the duty of the Executive to take appropriate means to check all relevant information provided.
Anyone putting their name forward as a potential volunteer in a regulated activity may be asked to provide details of two referees who may then be approached by the Executive. When writing to a referee, Chess Scotland will state explicitly that the potential volunteer is being considered for a position which involves work with children and /or adults at risk, and seeking views on his or her suitability for such work. If the reference provided is vague or ambiguous the referee will be contacted in person or by telephone to discuss the matter further. Such checks will not to be taken as a guarantee of integrity and all other safeguards will still apply.
Persons on the Disqualified from Working with Children or Vulnerable Adults Register will be banned from involvement in all Chess Scotland positions and events.
Chess is an international activity and tournaments are organised for children and vulnerable adults in most countries in the world. Chess Scotland will, if asked by another national association who are hosting a tournament, confirm that the Chess Scotland coaches, arbiters and chaperones have been approved in accordance with the laws of Scotland . Similarly, where coaches, arbiters and chaperones from another country participate in a tournament in Scotland , Chess Scotland will seek a statement from the nation concerned that the coaches and chaperones are suitable persons in accordance with the law of that country.
Clubs & Congresses
Chess Scotland operates a free service for chess clubs to assist them in ensuring compliance with PVG (child protection) legislation. The service is only available to chess clubs which meet both of the following conditions:-
- be a member of Chess Scotland
- accept the authority of the Chess Scotland Standards Committee and undertake, in writing, to implement any of its decisions (subject to the established appeal process)
The same service is available to Chess Congresses subject to meeting both of the following conditions:-
- be an event which will processed through the chess Scotland grading system
- accept the authority of the Chess Scotland Standards Committee and undertake, in writing, to implement any of its decisions (subject to the established appeal process).
The service for clubs can be viewed as a third option, i.e. additional to PVG scheme membership as a Chess Coach or Chaperon. Contact details for those who achieve PVG club clearance will not be published on the Chess Scotland website unless they wish this and are members of Chess Scotland. The individual concerned would retain his PVG documentation and could display it to interested parties at his/her discretion.
Utilising this service is not mandatory; however, it is suggested that it would be goodpractice for clubs and congresses to ensure that at least one official involved in regular contact with juniors has completed the form "Application to Join PGV Scheme" and has then obtained a satisfactory "PVG Scheme Record" (formerly Disclosure Certificate). The good practice recommendation is further reinforced where the club or congress is encouraging junior chess players to participate, e.g. a junior section of a chess club or a junior chess event. Where there is not a specific invitation/encouragement for juniors to participate, it can be argued that the attendance of juniors is "incidental" and, as such, PVG disclosure may be considered unnecessary.
For information on the operation of the Chess Scotland service for clubs and congresses see separate document Clubs & Congresses
Guidelines
Where journeys involve children or vulnerable adults , it is advisable to have adults of both sexes accompanying the party. However, before counting such people as adults for this purpose, regard should be given to the nature of the trip and the maturity of the young adult bearing in mind that legislation defines a child as a young person under 18 years of age whereas a protected adult is anyone of 16 and over.
As children tend to be 'playful' on long journeys it is advisable to have an adult, other than the driver, on the vehicle or public transport used. In the case of adults at risk a carer should be in attendance if one is normally assigned to the adult at risk.
Where an overnight stay is involved it is imperative to have registered Chess Scotland chaperons of both sexes present.
It is inadvisable that training be offered, particularly to younger children, on a one to one basis if this involves being alone with the child. Where training is taking place it is advisable to use only a registered and listed Chess Scotland Coach and to have a parent present. At the very least, any training should take place in a room which can be observed easily by others. Similar considerations apply to adults at risk where the degree of disability is such that a carer should be present throughout any training.
If taking children or adults at risk home, e.g. from a chess match, serious consideration should be given to arranging a pickup point for the party. If this cannot be done conveniently then consideration should be given to the order in which children or adults at risk are dropped off e.g. plan the route to minimise your time alone with a child or adult at risk; try to keep to busy roads; etc. Anyone waiting alone with a child to be collected by a responsible adult, is advised to wait in clearly visible public place.
As a normal practice, Chess Scotland will require parents/guardians to sign letters of consent indicating agreement any envisaged transport etc arrangements.
If anyone, parent or carer of an adult at risk, has any concerns about a Chess Scotland Official, these concerns must be passed on to Chess Scotland as soon as possible so that appropriate investigations and action where necessary can be instigated. Such information should be given either to the Child Protection Officer or to the President.
Contact details are available on the Chess Scotland website. Similarly, other Chess Scotland officials have a duty to pass on any such concerns to these officials.
Any Official or volunteer who has an allegation of abuse to children or vulnerable adult made against him or her whilst in office must inform the Executive Director (or President). Similarly, where a local organiser is aware of concern, this must be reported to the Executive Director (or President). In some circumstances it may be advisable for the person to 'step down' whilst the allegations are being investigated. Under no circumstances will such an action be seen as admitting any guilt but should be seen as a way of distancing the organisation from controversy. Chess Scotland will meet its obligations to report to Scottish Ministers under the various Acts of the Scottish Parliament.
Chess Scotland recommends that any child or vulnerable adult with concerns should immediately speak to another accompanying adult or carer or other responsible person. An alternative to informing parents would be to confide in a carer or school teacher or in the case of children contact Childline (0800 1111).
An adult or carer to whom an allegation is made must act on the information given. This could mean seeking professional help from Social Services or the police. The adult or carer should not keep the information to him/herself nor promise the child that such information will be restricted to the two of them.
October 2011