Appendix 7: Supervision, Transport, Travelling, Away Trips and Trips Abroad

(Including training, matches home and away, day camps, overnight trips and trips abroad)

1.Supervision

Once a young person arrives at an event, or handed over by a parent to travel to an event, the Club Officials and volunteers have a duty to provide the best possible care towards them whilst in a supervisory role. The responsibility for the young person/s remains until they are handed back to their parents.

1.1 Staff Ratios

It is essential that appropriate ratios for supervision are adopted and all adults are clear of their supervisory roles and responsibilities. Ratios should be determined by considering age, the degree of risk the activity involves, whether there are disability needs and where it is taking place. The lower the age of the participants, the greater the need for supervision. One person should never be in sole supervision. In the event of an accident or incident occurring that requires the adult's attention this may result in potentially leaving the other participants unsupervised.

For Teams with participants ten years or older the minimum recommendation is (1) one member of staff for 10 young people. At least one of these supervisory staff should be a qualified coach. For teams with mixed gender participants male and female adults must be in attendance. There should be one additional member of staff for every 10 extra young people or part thereof per session.

For Teams where squads involve younger children a higher proportion of staff is required, a ratio of at least 1adult to 8 young people is recommended. Where special needs participants are involved you will require an adequate number of staff with knowledge and training in special needs.

For away travel, especially for overnight accommodation, a supervisory ratio of adult staff to young people should be at least one to fifteen, more for younger participants (see above recommendations).

1.2 Missing Participants

Organisations must ensure that there is clear guidance on reporting missing participants. As a general rule where a child is reported missing there should be a maximum of 20 minutes before the police are called. This may need to be reduced where a young child is involved.

For residential events, it is recommended that the Welfare Officer has access to photos young people in the event of then having to report a participant missing to the police.

2. Transport

Draw up a timetable of activities at the beginning of a season and notify parents of any changes to this timetable in writing.

If all other options have been exhausted resulting in Club Officials being required to transport young people in their cars, parental consent should be sought.

· Parents should be informed of the person who will be transporting their child, the reasons why and how long the journey will take.

· A person other than the planned driver should talk to the child about transport arrangements to check they are comfortable about the plans.

· The driver should have completed a Self-Declaration form, or been disclosure checked.

· Ensure that anyone transporting young people on behalf of the Club has a valid driving licence and MOT and tax when using their own vehicle.

· The driver must ensure that they have insurance to carry others, particularly if they are in a paid position or claiming expenses.

· Ensure regulations regarding the wearing of seat belts are abided by.

· The driver should attempt to have more than one child in the car.

· When leaving children off after a match or training session coaches/volunteers should alternate which child is dropped off last. Ideally two children would be left off at an agreed point i.e. one of their family homes.

· The person who escorts children home should be alternated; this would reduce the risk of any one individual from always being alone with the child.

· The driver should have a point of contact and mobile phone should they break down.

· Ensure that children are aware of their rights and they have someone to turn to or report any concerns they may have.

· Children should wear seatbelts at all times. The driver is legally responsible to ensure that a child under 14 wears a seatbelt (i.e. the adult would have to pay any fine) but morally responsible to ensure all passengers wear seatbelts.

· Late collections. These can present clubs and coaches with particular difficulties. Parents should be provided with guidelines addressing the issue and outlining their responsibility and the consequences of late collections. Clubs should have contact numbers for parents and if possible should be provided with an alternative contact number. Parents should have a contact number for the Club/coach to inform them of emergencies and possible late collections.

Like all advice these procedures will only reduce the risk and still the best advice is to avoid transporting children alone in a car.

3. Travel

When taking young people on an away fixture or on any other trip, whether for a day, weekend or longer, it is important to plan ahead to ensure their safety and well being while in your care, and to ensure they have an enjoyable, learning experience. As to be expected, parents will nearly always worry when their children are away but careful planning and preparation should help to ease those worries and demonstrate that you have taken into account the various needs of their child and the potential dangers of a trip away.

The following guidelines have been developed to assist you in organising trips and travelling. Much of this preparation can be done at the start of the season when you register members at your Club. For regular away trips you will find that very little needs to change from week to week although if you have a new team member or helper with additional needs or a different cultural background you may need to consider your planning again.

3.1 Trips Away

Hold a meeting with parents and participants at the start of the season, to explain your club philosophy, introduce staff, discuss club rules and your club code of conduct. This is a great opportunity to discuss procedures for travelling for away fixtures; future trips or tours and the importance of the club’s consent forms.

3.1.1 Planning

The organisation of trips can be demanding, however properly planned they are often highlights of the year, and prove to be a rewarding experience.

· Draw up a programme for the event. Details should include:

· Date of event.

· Purpose of trip/competition.

· Destination and venue.

· Full cost of event.

· Any meals or refreshment provide, or if the group needs to provide their own.

· Departure and return times.

· Pick up and dropping off points.

· Designated contact for the Club.

· Ensure Consent Forms are signed, returned and kept safely in line with data protection legislation. None football activities may be available e.g. swimming make sure the Consent Form covers such activities. Also ensure your insurance covers none football activities.

· Ensure staff ratios are appropriate. When taking male/female only groups, there should always be one adult of the same gender present at all times.

· Provide all supervisory staff with written information on the passengers to include:

· Name and contact number.

· Pick up and drop off point, and times.

· Name of parent collecting participant.

· Someone from the Club who is not going on the trip needs to be identified as a point of contact, they should have a list of who is on the trip and their contact details (including the Team Manager, Welfare Officer and helpers)

· Ensure you have the following insurance in place, this includes:

· Public and civil liability

· Personal Accident

· Vehicle Breakdown cover (whether it’s a car or mini bus)

· Always ensure a qualified First Aider travels and a fully equipped, up to date, first aid box is available.

· Ensure everyone is aware of emergency procedures.

3.1.2 Overnight Trips or Trips Abroad

Before each trip hold a meeting with parents and participants to run through the trip’s programme of events and address any questions or concerns.

Work together with the players to establish rules for the trip (and what will happen to those who break them).

3.1.3 When Staying Away

If possible check out facilities at the accommodation prior to booking. If a visit is impossible, check with another club who have used this accommodation before or check with the local Tourist Information or visit their website. When booking accommodation you need to consider the following:

· The accommodation has suitable access for players/supporters with a disability.

· If self-catering, designate those who will do the cooking. Agree the menu before the trip, and make note of special dietary needs.

· Check if there are no smoking rooms.

· If there is a bar - consider what rules to have in place.

· Is there a social area, and if activities are available for children to do when not playing football>

· Some children suffer enuresis (bed-wetting) ensure that this can be dealt with discretely.

· Check if the accommodation have a current fire certificate.

· What the locality like.

· Is there is provision for secure parking.

· Can varied dietary needs be catered for.

· Can valuables be stored safely.

· Are there night security arrangements.

· If there is en-suite facilities or separate facilities for children and adults. (All beds must be single and staff and players must not share a room).

· Agree who is sharing with whom before you go, and make a list. Ensure no player over 18 shares a room with a minor.

· Ensure that you have your staff bedrooms spread out, e.g. if the group is over several floors, there should be at least one adult room on each floor.

3.1.4 On Arrival

· Check all rooms have the correct number of beds.

· Check that all windows and doors are safe.

· Check the rooms for any damage and report immediately.

· Ensure there is no alcohol in the rooms.

· Ensure movies available are appropriate or request for movies not to be available in the rooms

· Ensure that everyone is aware of fire exits and emergency procedures.

· Safely store any money and valuables

· Have a group meeting to review the programme for the activity and rules.

3.1.5 During the Trip

· Hold daily group meetings and a staff meeting. This provides an opportunity to discuss any issues or problems and resolve them.

3.1.6 On Return

· Ask the children and the staff what they enjoyed and what they would change, this will help with future planning.

3.1.7 When Going Abroad

· Make sure that your insurance covers you. You may need additional cover, e.g. medical

· Check if you need visas.

· For some trips, you may need vaccinations, or to take pre-trip medication.

· Ensure all in the group completes an E111 Form.

· Check the weather, and what precautions may be needed.

· Make sure passports and return tickets are stored in a secure place

· Check the cultural traditions of the country. In some instances this may have an implication on what clothes you ask the group to take.

· Consider the implications of communication barriers where countries are none English speaking, and how to deal with them.

4. Collection

Clubs should develop and publicise policies regarding the collection of young people from sports activities. The policies should reflect the age, location, time and nature of the activity.

Late collection

These can present clubs with difficult situations and the club should develop guidelines for dealing with this and issue these to parents. This should cover the club policy for dealing with late collections and a contact number for parents during an activity that can be used to inform the club of late collection. Parents should also be asked to provide an alternative contact name/number.

Parents should be informed it is not the responsibility of the club to transport young people in the event of them being detained.

All staff should be informed they should:

· Attempt to contact the parent in the event of late collection;

· Check the club contact number for any information regarding the young person;

· Contact the alternative contact name/number;

· Wait with the young person at the sport facility with wherever possible other staff/volunteers or parents;

· Remind parents of the policy relating to late collection.

Staff should not:

· Take the child home or to any other location without parental permission.

· Task the child to wait in a vehicle or sport facility with you alone;

· Send the child home with another person without parental permission.

For all trips give everyone an information pack, that should include: dates, what you are doing, where you are going, rules, kit list, pocket money, medical care needs, documents required.