Good Practice for Day Trips and Overnight Stays Introduction More often than not young people will be involved in competitions either through school club, divisional or national. When taking a team away from the club to participate in a competition, consideration and planning needs to be paramount to ensure the duty of care for the young people within the team is fulfilled. If you are hosting a competition, the policy for the duty of care of your team will be more or less the same as for coaching a club session.

Away Competitions Planning The following section provides guidance on planning and taking a team to an away competition for the day. It does not include overnight stays:

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Appoint a Team Manager with clear roles and responsibilities Ensure you establish where and when the competition is Ensure you have sufficient staff to manage and look after the young people Ensure that you have written permission from the parents/guardians/carer for transporting and supervising their sons/daughters whilst in your care Ensure that the team has agreed to comply with the necessary BWL code of conduct Ensure that all staff who are responsible for young people within the team have been recruited and DBS checked, in accordance with the online BWL Safeguarding and Protecting Children and Young People in Lifting Policy Ensure that a risk assessment is conducted Ensure that there is a ‘club home contact’ i.e. a member of the club who is not travelling away, who will act as a contact point if required

There are four potential ways of managing this: 1. A letter to parents with a permission form each time you are at an away competition 2. A letter to parents at the beginning of the year detailing all away competitions, pick up and drop off points (e.g. the club, times, location of competition, who the club coaches are, who the club volunteers drivers are, other than parents) asking parents to sign a permission form for the year 3. If any of the arrangements change, once written consent is given, where practically possible you should write to the parents and inform them of appropriate changes 4. Parents to be solely responsible for transportation of young people to and from away competitions

Communicating with parents The following information needs to be clarified and communicated to parents and the team when travelling to a competition for the day:

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Methods of transport Pick up point Time of departure Time of return Destination and venue Competition details Name of team manager and coaches responsible for the team Contact details for team manager and coaches Contact details and any medical information for members of the team Kit requirements Cost implications i.e. cost of transport, competition fee, pocket money

Transport Private cars British Weight Lifting recognises that junior, youth and vulnerable adult participation exists through the support of volunteers and parents and that often private cars are used as a form of transport to away competitions British Weight Lifting strongly advises that private cars, other than those of parents, are not used by coaches, club volunteers, team managers and officials to transport young lifters at any time, either to and from a training session, or to away competitions If, for any reason, this is the ONLY feasible method of transport, the following guidelines must be followed:        

Driver must register their vehicle with the club (see Appendix 3) Driver must ensure the safety of passengers Driver must ensure that their vehicle is roadworthy and that they have a valid licence and insurance Drivers must only use vehicles with seat belts and ensure that their passengers are wearing these when in transit Drivers must be aware of their legal obligation when transporting young competitors Parents/guardians/carers must give written permission if their child/children are being transported in another adults car Drivers should not be alone with a young person in the car at any time. If this situation arises, drivers need to ensure that the young person is in the back of the car The driver must have complied and been checked by the recruitment procedures set out in the BWL Safeguarding and Protecting Policy

If hiring transport When booking transport for an away fixture you will need to remember the following points:  

Passenger safety Competence of the driver and whether the driver holds an appropriate valid licence

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Number of driving hours for the journey and length of the drivers day, including non-driving hours Whether more than one driver is required Type of journey, traffic conditions, weather, and appropriate insurance cover Journey time, distance and stopping points Supervision requirements Suitability of transport if the team includes lifters with disabilities That drivers need to take breaks and to be aware of emergency procedures

Legislation points to remember  All vehicles must be appropriate and roadworthy  The driver is responsible for the vehicle during the trip  All minibuses and coaches carrying groups of three or more young people aged between 3 and 15 years must be fitted with a seatbelt for each young person (restraints must comply with legal regulations – see Dept. of Environment – “Minibus and Coach Seat Belts – Advice to Users and Operators…” www.roads.detr.gov.uk  There must be an anchor point for wheelchair users Minibuses Ensure that anyone is driving a group minibus has received training on driving a minibus and the management of passengers Supervision  All staff – paid or voluntary – must have complied with and been checked through the recruitment procedure set out in the BWL Safeguarding and Protecting Policy  Within the group of staff responsible for the team there must be a nominated person who is familiar with, and who has received training on, the child protection policies and procedures for BWL  For single sex groups, there must be at least one same sex member of staff  For mixed sex groups there must be at least one member of staff of each sex

Roles and Responsibilities  

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All members of staff need to have a clear knowledge of their role and responsibility for the team Where possible try to appoint a head coach and team manager, the head coach and coaches taking responsibility for the training and competition management of the team and the team manager taking responsibility taking responsibility for any other necessary support All staff should go through an induction programme ensuring they understand the following: o The welfare of young people policy o Ethical issue o BWL codes of conduct and behaviour All staff must be provided with a full itinerary, including contact and medical information and travel arrangements If parents are spectating at the competition it needs to be made clear that the team is the responsibility of the staff and parents should not compromise this situation

Good Practice for Day Trips and Overnight Stays 

There needs to be a register so a head count can be taken at any point

Staff Ratios It is important to try to accomplish that there are a high number of staff-to-athlete ratios on any trip, to ensure the safety of the team. Consideration needs to be given to the following:          

Sex, age, ethnicity and ability of the team Athletes with special needs, medical requirements or with disabilities Duration of the journey Competence and likely behaviour of the players Number of team managers, assistants, coaches and specialist staff Experience of staff in supervising young people The need for enough staff to be able to deal with an emergency (minimum of 2) Minimum requirement of a 1:10 ratio of staff to athletes for a team of over 8 year olds Need for ratio to be increased for young people, depending on above factors and considerations No more than 26 children/young people involved in each party

Supervision whilst travelling   

The team manager is responsible for the team and staff at all times including maintaining good discipline The driver should not be responsible for supervision All team members and staff are familiar with emergency procedures within the vehicle i.e. emergency door

Team Manager needs to consider the following      

The level of supervision necessary on double-decker buses and coaches i.e. one supervisor on each deck The safety of the group when crossing the road Clarity of the ground rules when the team is in transit. The main cause of accidents is misbehaviour Sufficient and supervised stops In the event of breakdown or accident, the team and staff remain under the supervision of the team manager The head count when the team is getting on and off the transport

Emergency Procedures      

Medical forms must be completed, signed by the parent/guardian/carer and returned to the club Medical details and relevant information must be carried by a member of staff The staff must be aware of any specific medical conditions Staff should have access to calling emergency services and the minimum first aid provision All staff have a common law duty of care to act as a prudent parent would Staff must act in an emergency situation and take life-saving action in extreme situations

Good Practice for Day Trips and Overnight Stays If an emergency occurs:         

Establish the nature of the emergency and names of any casualties Ensure the rest of team are safe and supervised Ensure all members of the party are aware of the situation and are following emergency procedures Ensure that a member of staff accompanies any casualties to hospital Notify the police of necessary Complete an incident form Ensure that no-one if the group speaks to the media. All media enquiries should be managed through the BWL CEO Ensure that the team and staff do not discuss the incident Contact the club home contact who will: o Contact parents and keep them informed about the situation o Liaise with the club staff, and if necessary British Weight Lifting o Liaise with the media contact if applicable o Report the incident to the insurers, using the appropriate forms if necessary

Insurance   

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Clubs must ensure that they have insurance. Affiliation to British Weight Lifting does not automatically provide comprehensive insurance cover for clubs Clubs are advised to check their insurance policies for clarification of cover for competitions away from their home club/division Coaches who are members of the BWL coaches association have insurance within their membership services. All coaches must be qualified and insure when working with young people and vulnerable adults All officials should ensure that they have relevant and up to date qualification and insurance cover

Good Practice for Day Trips and Overnight Stays Overnight Stays When planning a trip it is important to allow sufficient time for all requirements to be complete. The following action plan needs to be fulfilled and completed:              

Establish the purpose of the trip Date of the trip What is the location of the trip? What is the duration of the trip? Identify suitable venue and facilities for both competitions and accommodation Who will be going, competitors and staff? How much will it cost? How much spending money is required? Conduct a risk assessment What insurance cover is required? Supervision of competitors, both competition and non-competition time Appropriate accommodation Catering for all food requirements Communication with parents

Risk Assessment Planning is the key to the prevention of any incident. Conducting a risk assessment is an innate part of planning any trip. Young people must not be placed in situations which expose them to an unacceptable level of risk. Consider the following:     

What are the hazards? Who might be affected by them? What safety measures can be put in place? Can the team manager put the safety measures in place? What steps will be taken in an emergency?

Home Contact  

Ensure that a list of the team and staff is left, with contact numbers and address of accommodation Ensure that there are emergency contact number for all the team and staff

Accommodation    

Discuss you code of conduct and discipline policy with the staff at the accommodation If rooms are equipped with satellite TV, inappropriate programmes may be available. It may be possible to arrange for these programmes to be disconnected Check the accommodation policy for extras on bills, breakages and lost keys All accommodation must be clean and with access to sufficient toilet and bathing facilities

Good Practice for Day Trips and Overnight Stays It is not acceptable:   

For athletes to share a bed For male and female athlete to share a room For staff to share a room with athlete

Whatever the accommodation, the team manager must be sure that the squad is safe. For wheelchair users, it is important to check access to the building and room and bathroom facilities  

Checks must be made to ensure that the needs of an athlete with disability are met All squad members must know which rooms the staff are in and how to contact them if required

Communication with Parents Before taking any young competitors away on tour, you must arrange a meeting with the parents and squad to provide details of the trip. Parents must be made aware and given written information on the following:               

Purpose of the trip Name and contact details of the team manager The names of all the staff Name and contact number of the person acting as club/home contact Details of transport to and from the venue and during the trip Details of the accommodation with address and contact number An itinerary giving as much details as possible Kit and equipment list Emergency procedures and telephone contacts Codes of conduct for both staff and players Welfare and child protection policies Estimated cost Date for paying deposit Spending money Details of insurance

Information required from parents/guardians/carers    

Signed consent form accepting the code of conduct and detailing any specific medical information Special dietary requirements Consent for emergency medical treatment Agreement to pay the fee

Preparing Competitors Try to meet with the lifters prior to the trip to agree:

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Codes of conduct/behaviour Emergency procedures Expectation of the lifters Staff roles and responsibilities Support if they become homesick Support if they are unhappy, or need to speak to someone in confidence

British Weight Lifting Profile Form To ensure that we have the correct contact details for participants, please insert the information requested below and return this form to If you are under 18 please also ask your parent/guardian/carer to sign this form before it is returned Name Address Postcode Home Telephone Number Date of Birth Gender

Male

Female

Ethnicity A White British Irish Any other white background (please specify): B Mixed White & Black Caribbean White & Black African White & Asian other mixed background (please specify): C Asian or Asian British Indian Pakistani Bangladeshi Other Asian background (please specify): D Black or Black British Caribbean African Other Black background (please specify): E Chinese or other ethnic group Chinese Other- (please specify):

Good Practice for Day Trips and Overnight Stays Disability The Disability Discrimination Act 1995 defines a disabled person as anyone with ‘a physical or mental impairment, which has a substantial and long-term adverse effect on his or her ability to carry out normal day-to-day activities’. Do you consider yourself to have a disability?

Ye s

N o

If yes, what is the nature of your disability? Visual impairment impairment

Hearing

Physical disability disability

Learning

Multiple disability specify):

other (please

Sporting Information Have you taken part in any weight training / lifting activity before? Yes No If yes, where have you trained in the sport? (Please indicate below) Primary school Secondary School Local authority coaching session(s) Club County other (please specify):

Medical information Please detail below any important medical information that our Coaches need to be aware of (E.g. epilepsy, asthma, diabetes, etc.)

Emergency contact details to be completed by Parent / Carers Please indicate the person(s) who should be contacted in case of an incident / accident:

Contact name (e.g. Parent / Carers)

Good Practice for Day Trips and Overnight Stays Emergency contact number By returning this completed form, I agree to my son / daughter / child in my care, taking part in the activities of the Club. I understand that I will be kept informed of these activities & of any changes made - for example timing and transport details. I understand that in the event of any injury or illness, all reasonable steps will be taken to contact me and to deal with that injury / illness appropriately. Name of Parent / Carers Signature of Parent / Carers: Date

Private vehicle registration form To be completed by volunteer/divisional/regional/club drivers Purpose of the form:  

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To register the private vehicle used for the transportation of individuals in connection with BWL away competitions or tours To inform drivers of the need to amend their insurance, if they intend to use their vehicle on behalf of the division/region/club and if passengers are being carried in connection with division/regional/club activities or events The form must be completed by the driver of any private vehicle used for the transportation of individuals to and from weightlifting/para-powerlifting activity on behalf of the division/region/club Completed forms must be handed to the division/region/club secretary or chairperson Driver Details

Vehicle Details

Full Name:

Registration No:

Address

Colour: Name of Registered Keeper

Postcode

Make:

Good Practice for Day Trips and Overnight Stays Tel:

Model:

Driving license No and type (e.g. full) Other members authorized to drive the vehicle: MOT Expiry Date:

Road Tax Expiry Date:

Insurance Company:

Insurance Expiry Date:

Declaration Please check through the following and tick each box 

I have informed the insurance company of my intention to transport members, on behalf of British Weight Lifting

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I have stated is I will be claiming expenses in connection with this additional use

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I have extended the policy and paid any additional premium as required by the insurance company

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My vehicle is roadworthy and complies with all current traffic legislation

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I will inform all passengers of the legal requirements to wear seat belts when the above vehicle is being used on behalf of BWL

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I am aware that it is not good practice to give young people a lift individually

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I declare that the information stated here is correct and that I will inform BWL of any changes

Signed Print Name Date

Good Practice for Day Trips and Overnight Stays To be used when travelling/planning trips away by minibus. This from covers some general risks but clubs are responsible for considering specific details What is the risk/danger?

What actions can we take to reduce the risks?

Who is responsible for the actions?

Good Practice for Day Trips and Overnight Stays Mini bus is unsafe

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Breakdown

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Bullying on bus

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Unsafe behavior by children/young people

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Accident

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Ask to see the MOT Check lights/washers/ tyres/indicators before use Use a well-known provider Refuse to use if there any concerns on the day of hire Use a reputable hire firm Check their procedures for cover in event of breakdown Consider who has breakdown membership Carry a mobile phone Check latest Police/Breakdown guidelines for procedures in event of a breakdown Carry a warning triangle and /or high visibility jacket Have drinks/snacks/few small games to keep children busy Carry children’s consent forms so families can be contacted Consider the seating arrangements Establish rules and sanctions before leaving. Carry agreed sanctions through e.g. ringing parents to collect Stop minibus until behaviour halts. Share the driving Take regular rests (every 2 hours) Never drink and drive or use drugs (prescription or otherwise) which may affect your ability to drive safely Do not use mobile phone when driving Plan route before leaving Carry consent forms in case of emergency Insist seat belts are used Minimise luggage loose in bus Ensure that exits are kept clear Carry a First Aid Kit

Hirer and driver

Hirer

Adults to decide who is bringing what.

Good Practice for Day Trips and Overnight Stays Risk Assessment Form Name of Club Venue Name and Position of person doing check Date of check

Training area Check that the area and surroundings are safe and free from obstacles. Is the area fit and appropriate for Ye N activity? s o (If no, please outline the hazard, which may be at risk and action taken, if any.)

Is the clubhouse, including all facilities within, safe and free from obstacles and harm? Yes

No Equipment Check that it is fit and sound for activity and suitable for age group/ability. Is the equipment safe and appropriate for activity? (If no, please outline any unsafe equipment & who might be at risk and action taken, if Any.)

Good Practice for Day Trips and Overnight Stays Competitors Check that the attendance register is up to date with medical information and contact details. Check that competitors are appropriately attired for the activity 

Is /are the register(s) in order?

Yes

No

(If no, please outline current state and action taken, if any.) Are performers appropriately attired and safe for activity? Yes

No (If no, please outline unsafe equipment/attire and action taken, if any.)

Good Practice for Day Trips and Overnight Stays Emergency Points Check that emergency vehicles can access facilities and that a working telephone is available with access to emergency numbers. Have emergency access points been checked and are they operational? Yes No (If no, please outline the issues and action taken, if any.)

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Is a working telephone available?

Yes

No

(If no, please outline the issues and action taken, if any.)

Good Practice for Day Trips and Overnight Stays Safety information Check that evacuation procedures are published and posted somewhere for all users to see. Ensure that volunteers and staff have access to information relating to health and safety. Are emergency procedures published and accessible to those with responsibility for sessions in? The YesClub? (If no, please outline what information is missing and action taken, if any.)

Does the Club need to take any further action?  (If yes, please specify.)

Signed Date Print Name

Good Practice for Day Trips and Overnight Stays Guidelines for changing club policy Changing Facility All BWL clubs must have a policy or rules relating to the use of changing facilities. There can be difficulties where the weightlifting activity is provided within a mutli-use sports centre and will have to be subjected to the availability and access to facilities, whether groups are mixed sex, and whether the changing facilities are open for public use. Although clubs should develop a policy that best meets their specific circumstances, the following underlying principle must be adopted:      

Where a club is fully responsible for changing facilities, adults must not be permitted to get changed within these facilities at the same time as children There must be separate changing facilities or time for males and females No-one should enter changing rooms whilst these are being used by members of the opposite sex Mobile phones must not be used in changing rooms Codes of conduct should address behaviour while using changing facilities Everyone should be aware that they must report any concerns or incidents without delay

Parent should only be in the changing room with their children if the children age range of the session is for an age group where parental help is generally required. This is normally around 7 or8 years old. Additional arrangements may be required if there are young people with disabilities in the group. Clubs which are unable to provide safe changing room facilities must ensure that all members arrive wearing the lifting suit/shorts under their clothes. Where a club has to use a shared changing facility that is accessible by adults, the club should ensure that the changing policy provides guidance for young people on what they should do in the event that they have a concern about an adult who is also making use of the facility. Where possible, parents should be responsible for their own children in the changing rooms or toilets. If a group of children must be supervised in the changing rooms ensure that adults work in pairs to supervise the children.

Supervision It is essential that appropriate ratios for supervision are adopted and everyone is clear of their supervisory responsibilities. Ratios should be determined by considering age, the type of activity and where it is taking place. For club training, BWL would recommend a minimum ratio of one adult to fifteen lifters for low-level activities. Where events are external to the regular club training venue a minimum ratio of one adult to ten lifters is required. This ratio should be increased for lifter aged eight years or below. In addition, there must always be a minimum of two responsible adults present. This ensures there is supervision in the event of an accident or incident that requires one of the adults to leave the group to accompany a child.