Resources

• World Athletics online learning link

View World Athletics Safeguarding course here

• Posters

Coming soon!

• Club Audit tool

The self-audit tool is a way of assessing how prepared your organisation is for managing child safety. It will help identify things you are doing and where there are gaps that need to be addressed. The tool is based on several existing international audit tool models and covers the four aspects of Sport NZ’s approach and an overall policy assessment. It is available as a downloadable document on our website.

 

Preventing known or potentially unsafe people from having contact with children in our club.
This is about your club ensuring that the ‘right’ people are working with children.
Topic	Current situation	Changes / further action required
We have an agreed process for recruiting and selecting volunteers who are working with children
We conduct Police vetting and other screening of adults working with children
We have clear guidelines about managing the information we receive through the vetting/screening process and we comply with the requirements of the Privacy Act 1993
We have clear, published guidelines about what is acceptable and unacceptable behaviour in relation to contact with children

 

Removing / minimising risks
This involves identifying the potential risks to children within the club and creating protocols and processes to remove or minimise any identified risks.
Topic	Current situation	Changes / further action required
We are very clear about our responsibilities to children
We conduct regular risk management assessments
We have identified the risks to children inherent in our sport and have taken steps to manage and limit these
We provide suitable equipment, protective gear and facilities to ensure all children’s’ safety
We provide child protection training for coaches, parents, and other volunteers
We issue codes of behaviour that outline our expectations in terms of behaviour for athletes, volunteers, coaches, parents and supporters
Children in our care are adequately supervised and protected at all times
Our guidelines for raising concerns about potential harm to children are well-publicised and communicated widely within our club
Children (and their parents) are provided with information on where to go for help and advice when there are concerns about a child’s safety

 

Identifying and stopping inappropriate behaviour
This relates to managing and investigating any complaints, accusations and/or disclosures about unsafe practices and harm to children.
Topic	Current situation	Changes / further action required
We have a named child protection person(s) with clearly defined roles and responsibilities
We have a clear set of procedures in place to manage and investigate accusations or disclosures of harmful activity and unsafe practices
Adults who may be suspected/accused of harmful behaviour have access to specialist advice, support and information
All incidents, allegations and complaints are recorded and monitored and the information provided is held securely
We have made clear the range of penalties that we are entitled to impose
We have identified the circumstances and processes for referring an incident, allegation or complaint that is of a sufficiently serious nature to the appropriate authorities

 

Supporting the child and the family
This relates to how an organisation can support a child and his/her family should the child be harmed in some way.
Topic	Current situation	Changes / further action required
We have a list of contacts for relevant local agencies who can help
We can access other types of support such as counselling

 

• If you have an existing Safe Sport for Children policy

Topic	Current situation	Changes / further action required
Our policy/arrangements have been signed off by our club committee
The policy or arrangements apply to everyone involved in our club
There are clear procedures in place that provide step-by-step guidance on what action to take when there are concerns about the welfare or safety of a child
All children in our club have equal rights and access to safe activities and experiences
We regularly review our policies and procedures relating to keeping children safe – ideally annually

 

• Summary / Action Plan

Focus Area	Action required	Completed by	Responsibility
Policy development
Getting the right people
Removing / minimising risks
Dealing with unacceptable behaviour
Providing support

 

ATHLETICS NEW ZEALAND CODE OF CONDUCT

All Athletics NZ representatives, coaches, officials and members are expected to:

• Comply at all times with the constitution, bylaws, policies, rules and regulations of Athletics NZ as adopted and amended from time to time (collectively, the “Rules”). This includes the Athletics NZ Safe Sport for Children Regulation, the Member Protection and Anti- Harassment Regulation and the Integrity Regulation (including Anti-Doping and Anti Match-fixing).
• Acknowledge and respect the WA, the WPA and Athletics NZ Rules of Competition. This respect should extend to the spirit as well as to the letter of the rules to ensure fairness of competitive opportunity between all athletes.
• Demonstrate through words and actions the spirit of sportsmanship, sports leadership and ethical conduct.
• Treat others with respect and refrain from negative or disparaging remarks or conduct. This includes having respect for the basic human rights of every person involved in athletics, including the athletes, coaches and officials, without discrimination, whether on the grounds of gender, race, colour, language, religion, political or other opinion, national or social origin, birth or other status
• Comply at all times with all applicable laws of New Zealand and the laws of all countries to which officials, coaches and / or athletes may travel as part of an Athletics NZ team or as an Athletics NZ representative.
• Refrain from conduct that may bring Athletics NZ, World Athletics, the World Para Association, the NZ Olympic Committee, the International Olympic Committee, any other member organisation or our sport into disrepute, including not consuming alcohol and not publicly using tobacco products when involved in Athletics NZ competitive events, and only consuming those products in accordance with applicable laws and responsibly in association with Athletics NZ social events.
• Work in a spirit of cooperation with others, assisting less experienced colleagues, and refraining from public criticism of others.
• Refrain from, and not tolerate in others, any form of harassment or abuse be it physical, verbal, mental or sexual of athletes, officials, coaches and other people involved in athletics.
• At all times, be honest and act in the best interests of athletics.
• Follow any specific codes of conduct as outlined – for example, for a member of a NZ Team where an event specific Code of Conduct will be in force.
• Commit to ongoing education and development and to maintaining currency of membership. Seeking a standard of excellence, constantly improving and incorporating the best knowledge and research in your field in order to get better at what you do every single day.
• Undertake a positive and active leadership role to prevent any use of prohibited drugs or other disallowed performance enhancing substances or practices. This includes education of the athletes of the harmful effects of prohibited substances and practices.
• Work collaboratively with and show respect to all individuals and agencies that could play a role in the development of the athletes and athletics in general.
• Always consider the physical and emotional well-being of an athlete (including age and stage appropriate training and competition) and place these needs ahead of any other concerns, such as competition or training.
• Not knowingly place themselves in a situation that could give rise to a conflict between personal interests and the interests of Athletics NZ.

Any breach of this Code will be dealt with in accordance with the disciplinary procedures of Athletics NZ under its constitution and regulations which may include suspension or expulsion from membership.

 

ATHLETICS NEW ZEALAND SAFE SPORT FOR CHILDREN POLICY

 10.1. Guiding Statement

Athletics NZ is fully committed to safeguarding the welfare of all children in its direct care.  We recognise the responsibility to promote safe practice and to protect children from harm and exploitation while participating in activities directly organized and run by Athletics NZ.

Athletics NZ staff will work together to embrace difference and diversity and respect the rights of children.

The purpose of this Safe Sport for Children Policy is to ensure Athletics NZ operates in such a way as to protect children from harm. This policy is relevant to Athletics NZ and its direct operations, not those operations of member clubs or associate members.

This policy has been written with the United Nations Convention on the Rights of the Child in mind and in accordance with the following legislation:

• • Care of Children Act 2004
  • Children’s Act 2014
  • Crimes Act 1961
  • Domestic Violence Act 1995
  • Employment Relations Act 2000
  • Health and Safety Act 1956
  • Health and Safety at Work Act 2015
  • Human Rights Act 1993
  • Oranga Tamariki Act 1989
  • Privacy Act 1993

10.2. Guiding Principles

Athletics New Zealand adheres to the principles of partnership, protection and participation, and the rights and responsibilities accorded by Te Tiriti o Waitangi. In implementing this policy, we are committed to the following principles:

• The welfare of children is the primary concern;
• All children, whatever their age, culture, disability, gender, language, racial origin, socio economic status, religious belief and/or sexual identity have the right to protection from all forms of harm;
• Child protection is everyone’s responsibility;
• Children have the right to express views on all matters which affect them, should they wish to do so; Our organisation will work in partnership with children and parents/carers to promote the welfare, health and development of children.

10.3. Guidelines and Objectives

This Safe Sport for Children Policy confirms the commitment of Athletics New Zealand to the protection of children and proceeds to:

1. Promote the best interests and welfare of children
2. Provide safe environments for children
3. Outline expectations regarding staff recruitment and training
4. Outline the standards and principles by which all staff will abide
5. Outline expected staff behaviour
6. Outline the action to be taken by staff where any form of abuse or ill-treatment is known or suspected
7. Establish what action is required when allegations are made against staff
8. Regularly monitor and evaluate the implementation of these guidelines and procedures

 

10.4. Safe Working Practices

All staff are expected to behave in a manner consistent with the Athletics New Zealand “Code of Conduct”. As a staff member of Athletics NZ, and as part of the wider athletics community in New Zealand, you are expected to:

 10.4.1. Apply a child-centred approach where all children are treated equally and with dignity

• Activities should be appropriate for the age and development of the children in your care
• Ensure feedback to children is about their performance and not of a personal nature
• Use positive and age-appropriate language when talking to children and in their presence

10.4.2. Create a safe and open working environment that also reduces risk to staff

• Exercise common sense
• Do not send children off to train alone and out of sight and supervision
• Ensure that children use appropriate protective gear
• When physical contact is made with a child this should be in response to their needs at the time, of limited duration and appropriate to their age, stage of development, gender, ethnicity and background. Adults should use their professional judgement at all times, observe and take note of the child’s reaction or feelings and use a level of contact and/or form of communication which is acceptable to the child for the minimum amount of time necessary.
• Ensure that all physical contact with children is relevant and appropriate to the activity
• Do not engage in any intimate, over-familiar or sexual relationships with people under the age of 18 years
• Ensure you have written consent from a parent and/or caregiver for any filming or photography of children and that it is appropriate
• Request written consent from a parent and/or caregiver before transporting children in a vehicle and ensure that the vehicle is insured and has a current Warrant of Fitness and Registration
• Ensure you have written consent from a parent and/or caregiver to administer first aid if required
• No staff are to be under the influence of drugs and/or alcohol whilst working with children. Do not use alcohol or cigarettes in the presence of children and do not offer alcohol or cigarettes to children under any circumstances. This is also referred to in the Athletics New Zealand’s Code of Conduct.
• Communication between children and adults, by whatever method, should take place within clear and explicit professional boundaries. This includes the wider use of technology such as mobile phone, text messaging, emails, digital cameras, videos, web-cams, websites, social networking and blogs. Adults should not share any personal information with a child. They should not request, or respond to, any personal information from a child other than that which might be appropriate as part of their professional role. Adults should ensure that all communications are transparent and open to scrutiny.

10.4.3. Avoid situations where you are alone with a child

• Avoid private or unobserved situations, including being alone with a child in the changing rooms.
• Avoid entering the changing rooms that are in use by children if you must enter, knock and announce yourself and try to have at least one other adult with you
• Avoid driving a child unaccompanied. If necessary, an unaccompanied child should travel in the back seat of your vehicle.
• Do not invite or encourage children to your home
• Always have another adult present when staying overnight anywhere with children
• Do not share a room with a child, other than your own

10.5. Safe Recruitment and Training Processes for Staff

Before making any appointment, Athletics New Zealand will complete a robust safety checking process to ascertain the suitability and safety of a staff member to work with children. All appointments made by Athletics New Zealand will follow the requirements of the Athletics New Zealand’s Employment Policy.

10.5.1 Safe Recruitment

• All employed and contracted staff who may work unsupervised with children in their care, will be screened (through police vetting and a criminal record check), and will undergo an interview process which will include careful attention to reference checking.
• Athletics NZ recommends that the wider athletics community follow these guidelines by reference checking and police vetting staff and volunteers who may work unsupervised with children.
• Staff coaching or instructing children are able to apply for a free Community Coach Membership via Athletics NZ, which includes police vetting.

 10.5.2. Appointing a Designated Person for Child Protection

It is recommended that all organisations within the wider athletics community appoint a Designated Person for Child Protection.

The primary role of the Designated Person for Child Protection is to manage child protection issues. Their main duties/responsibilities would include:

• Ensuring that child protection procedures are understood and adhered to by Athletics NZ staff members who have contact with children.
• Organising promotional activities, training and raising awareness of child protection within the organisation
• Reporting to the Board/Executive Committee/Management as appropriate
• Acting as the main contact and support for child protection matters
• Maintaining confidential records of reported cases and any action taken
• Regularly monitoring and reviewing existing policies and procedures

10.5.3 Education and Training of Staff

Athletics NZ ensures that staff working directly with children in the organisation have adequate and appropriate information and training about child abuse in order to protect children and to recognise and respond when children are at risk. Anyone who is to have contact in the course of their work with children will be given appropriate training covering basic awareness of child protection.

Education and training is recommended to help staff:

• Recognise the risks inherent in the sport;
• Identify vulnerability and abuse;
• Take appropriate precautions to manage and limit identified risks;
• Limit the risk of being the target of allegations and complaints;
• Respond in an appropriate manner to children who have been harmed or are suspected of being harmed; and
• Understand responsibilities in relation to keeping children safe both in terms of prevention and management of cases that may arise

10.6. The Complaint and Investigative Process

10.6.1 Reporting poor practice or breaches of codes of conduct

Poor practice involves actions that are contrary to the good practice guidelines provided by Athletics NZ in section 10.4 and increase the risk of harm to children.

• Initial concerns should be discussed with the Designated Person for Child Protection within your organisation and recorded accurately and appropriately:
  • Athletics NZ staff should refer matters to the Athletics NZ Designated Person for Child Protection and/or CEO
  • Members of the wider athletics community / athletics clubs should refer matters to their assigned Designated Person for Child Protection and/or relevant local organisation
• When a complaint is received first ensure the child is safe from immediate harm
• The relevant Designated Person for Child Protection will consider the allegation and where there is a legitimate concern, provide a written notice to the individual(s) involved of the complaint and/or information received
• The alleged offender should be given a fair opportunity to respond and be heard
• Clubs and Regional Associations should deal with any formal complaints in line with their guidelines for investigation and response if the complaint is regarding a local issue. Athletics NZ should be informed of any disciplinary procedures implemented as a result of confirmed allegations. At all times the confidentiality of all parties involved must be ensured
• Depending upon the seriousness of the poor practice, if it continues or there is repeated poor practice following a written notice, disciplinary procedures will be enacted. This may include termination of employment, contract or membership with the athletics association.
• In some cases, one instance of poor practice may warrant an immediate penalty which, in some cases, might be termination of employment, contract or membership.

10.6.2 Suspecting and reporting harm in the form of physical, sexual, emotional abuse or neglect

Records should be factual (not opinion or hearsay) and concise and include:

• The nature of the allegation
• Who noticed/disclosed the harm and their relationship to the child
• Details of any witnesses
• Signs and symptoms noted (including behavioural change)
• Any particular incidents with dates, times and places (if possible)

 10.6.3 Allegations or complaints that are frivolous, malicious or vexatious

In instances where an allegation or a complaint is made that, after investigation, is found to be frivolous, malicious or vexatious, the organisation dealing with the complaint will consider any necessary action against the person(s) who made the complaint.

10.7. Potential Disciplinary Outcomes

Possible outcomes of the disciplinary process include:

• A satisfactory mediated outcome
• Disciplinary action imposed for a breach of these guidelines
• No action taken due to a finding of no breach of the guidelines or insufficient evidence
• Action against the complainant (or other person) due to a finding of frivolous, malicious or vexatious allegation
• Referral to another agency i.e. Police

Types of action or penalties that could be imposed are:

• Written warnings;
• Suspension or termination of a person from a role they hold with Athletics NZ;
• Banning of a person from activities held by or sanctioned by Athletics NZ;
• A direction to complete a reasonable task i.e. letter of apology or corrective action; or
• Referral of the matter to an appropriate authority i.e. Police

10.8. Guidelines Review

This policy will be reviewed annually and updated regularly, to ensure it is kept up to date with changes that may have been made to legislation, related policies and procedures, and in light of operational experience.

The overall responsibility for this policy rests with the Designated Person for Child Protection and the Chief Executive Officer.