— Our Club

Safeguarding & Policies

Everything that keeps East Grinstead Hockey Club safe, fair and well run: our safeguarding and welfare policies, codes of conduct, club governance and the forms you may need. Read any document here or download the PDF.

Welfare contacts England Hockey safeguarding

Worried about a child or young person? Speak to one of our Club Welfare Officers straight away at welfare@eghockey.co.uk. In an emergency, always call 999.

Email welfare

Club documents · A–Z

Policies & documents

23 documents in alphabetical order. Select a title (or Read) to open it in a side panel, or use PDF to download the original.

Safeguarding & Welfare (9)

Equality & Inclusion (3)

Juniors & Talent (4)

Codes of Conduct (2)

Club Governance (3)

Forms (2)

Safeguarding & Welfare · England Hockey guidance

DBS Information

England Hockey's DBS FAQs and eligibility guidance, adopted by EGHC, explaining who needs a criminal record check and how to obtain one.

Published: Date TBC

Read PDF ↓

Forms · EGHC

EGHC Accident Report Form

A blank one-page form for recording details of any incident or accident at an EGHC session, to be signed by the supervising coach.

Published: Date TBC

Read PDF ↓

Safeguarding & Welfare · EGHC

EGHC Child Protection Statement

EGHC's statement adopting England Hockey's safeguarding policy, defining the main forms of child abuse and the signs to look out for.

Published: Date TBC

Read PDF ↓

Club Governance · EGHC

EGHC Constitution

The club's governing constitution, setting out its objects, membership, committee structure, general meetings, conduct, amendment and dissolution rules.

Published: Date TBC

Read PDF ↓

Equality & Inclusion · EGHC

EGHC Diversity and Inclusion Policy

EGHC's policy setting minimum standards for equality, diversity and inclusion, and how to raise concerns with the Club Welfare Officer.

Published: 31 May 2022

Read PDF ↓

Equality & Inclusion · EGHC

EGHC Equity Policy

EGHC's short equity policy statement adopting Sport England's definition of sports equity and committing to fair, discrimination-free hockey.

Published: January 2013

Read PDF ↓

Juniors & Talent · EGHC

EGHC Healthy Talent Environment

EGHC's commitment to a healthy talent development culture for junior players, and how the junior section governs and reviews it.

Published: Date TBC

Read PDF ↓

Juniors & Talent · EGHC

EGHC Junior Player Pathway

Outlines EGHC's junior performance and participation pathways by school year, and the conditions attached to pathway selection.

Published: Date TBC

Read PDF ↓

Codes of Conduct · EGHC

EGHC Junior Section Code of Conduct – Officials

The club's code of conduct setting out the ethical standards expected of all club officials and volunteers.

Published: Date TBC

Read PDF ↓

Codes of Conduct · EGHC

EGHC Junior Section Code of Conduct – Parents & Carers

The Junior Section's code of conduct explaining what the club asks of parents and carers, from kit and communication to sideline behaviour.

Published: Date TBC

Read PDF ↓

Juniors & Talent · EGHC

EGHC Juniors Playing in Adult Teams

The club's position on when junior players (U16 and above) may play in adult teams, following England Hockey guidance.

Published: Date TBC

Read PDF ↓

Club Governance · EGHC

EGHC Kit Regulations

The club's rules on training and match kit, shin pads, mouthguards and earrings for players, particularly juniors.

Published: Date TBC

Read PDF ↓

Club Governance · EGHC

EGHC Privacy Policy

The club's privacy policy explaining what personal data it collects from members, how it is kept, secured and accessed.

Published: Date TBC

Read PDF ↓

Juniors & Talent · EGHC

EGHC RARE Statement

The club's commitment to England Hockey's Right Athlete Right Environment (RARE) principles for developing young players.

Published: Date TBC

Read PDF ↓

Safeguarding & Welfare · EGHC

EGHC Safeguarding and Protecting Young People

Detailed safeguarding guidance for coaches, managers and captains, including conduct rules, communication, social media and the adopted England Hockey policy.

Published: Date TBC

Read PDF ↓

Safeguarding & Welfare · EGHC

EGHC Safeguarding Policy

A one-page summary of the club's safeguarding policy, adopted from England Hockey, with good-practice points for coaches and reporting procedures.

Published: Date TBC

Read PDF ↓

Forms · EGHC

EGHC Volunteer Agreement Form

Form for club volunteers, coaches and officials to confirm they have read England Hockey and EGHC policies and will adhere to them.

Published: Date TBC

Read PDF ↓

Safeguarding & Welfare · EGHC

EGHC Welfare Contacts

Contact details for the club's Welfare Officers plus external safeguarding helplines, social services and England Hockey safeguarding staff.

Published: Date TBC

Read PDF ↓

Safeguarding & Welfare · EGHC

EGHC Welfare Process

Step-by-step process for anyone at the club to follow when they have a concern about, or are told of, possible child abuse.

Published: Date TBC

Read PDF ↓

Safeguarding & Welfare · England Hockey

EH Safeguarding Master Document

England Hockey's master safeguarding document, adopted by the club.

Published: Date TBC

Read PDF ↓

Safeguarding & Welfare · England Hockey

EH Safeguarding Young People in Hockey

England Hockey's complaints and disciplinary regulations for investigating and sanctioning safeguarding concerns involving young people in hockey.

Published: 4 May 2021

Read PDF ↓

Equality & Inclusion · England Hockey

England Hockey Equality Policy

England Hockey's policy committing to equality of opportunity and setting out how discrimination, harassment and victimisation are prevented and handled.

Published: July 2014

Read PDF ↓

Safeguarding & Welfare · England Hockey

England Hockey Reporting Procedures

England Hockey guidance on responding to and reporting safeguarding concerns about young people, including whistleblowing, confidentiality and key contacts.

Published: Date TBC

Read PDF ↓

National governing body

England Hockey resources

EGHC follows England Hockey's safeguarding framework. These links open England Hockey's own, always-current versions.

England Hockey · External

England Hockey safeguarding resources

England Hockey's safeguarding hub: policies, guidance and how to report a concern.

Visit ↗

England Hockey · External

Spirit of Hockey – Code of Conduct

England Hockey's code of conduct for everyone involved in the game.

PDF ↓

England Hockey · External

Trans and Non-Binary Participation Policy

England Hockey's participation policy, September 2025 (v2).

PDF ↓

► Necessary Cookies Standard

Necessary cookies enable essential site features like secure log-ins and consent preference adjustments. They do not store personal data.

None

► Functional Cookies Remark

Functional cookies support features like content sharing on social media, collecting feedback, and enabling third-party tools.

None

► Analytical Cookies Remark

Analytical cookies track visitor interactions, providing insights on metrics like visitor count, bounce rate, and traffic sources.

None

► Advertisement Cookies Remark

Advertisement cookies deliver personalized ads based on your previous visits and analyze the effectiveness of ad campaigns.

None

Safeguarding & Welfare · Club policies

Download PDF ↓ Close ✕

DBS Information

Published: Date TBC · 9-page PDF · England Hockey guidance, adopted by EGHC

England Hockey's DBS FAQs and eligibility guidance, adopted by EGHC, explaining who needs a criminal record check and how to obtain one.

Disclosure & Barring Service

EGHC is committed to following the guidance of England Hockey and recruitment at EGHC.

England Hockey (EH) has created this DBS FAQ document in order to support both clubs/organisations and applicants when carrying out a DBS application.

Additional information and guidance can be found on the official DBS section of the government’s website: https://www.gov.uk/disclosure-barring-service-check/overview

What is the Disclosure and Barring Service?

The Disclosure and Barring Service (DBS) was created in December 2012. It brought together the Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA).

The DBS provides a system for organisations to obtain an individual’s criminal convictions, plus any cautions, reprimands or warnings held in England and Wales and on the Police National Computer. It will also check the barred status of an individual if they are applying for a role that is deemed ‘regulated activity’.

Do clubs / associations have to carry out a DBS on people working with young people?

Clubs / associations have a legal responsibility to not knowingly employ (paid or unpaid) someone in regulated activity who is on the barred list and are therefore legally required to undertake a DBS check.

England Hockey’s DBS Eligibility Guidance provides details of roles that require a check and at what level.

How can my club get registered on the online DBS system?

The online DBS system is a service for affiliated clubs/organisations. If your club/organisation is affiliated with England Hockey please ask your club to email Yasmin Dyer – Yasmin.dyer@englandhockey.co.uk who will be able to add your club/organisation to the system.

Who requires a DBS check within hockey?

There are various levels of DBS check and as explained above, those who meet the definition for 'Regulated Activity' are legally required to complete the highest level check (enhanced DBS and barred list check). In addition England Hockey requires all those working with children to undertake a DBS check - the level of check depends on whether the role is supervised.

England Hockey provide guidance on who needs a DBS check and to what level – see DBS Eligibility Guidance

The disclosure must be applied for within 4 weeks of the individual being appointed to their role. During this period, whilst waiting for the completion of the DBS, an individual must be supervised by a DBS /CRB cleared individual.

How can I get a DBS check?

Please contact your club/organisation DBS contact who will be able to process your check for you. All England Hockey DBS checks are completed online through GBG Online Disclosures – the company we use to process our checks.

What is involved in the DBS process?

Your club/organisation DBS contact will send you an application link which you will receive in an email from GBG Online Disclosures.
You will need to fill out your personal details and have 3 different forms of ID documents verified by your club/organisation DBS contact.
Once your documents have been verified you will have to log back into your application and make payment. Payment can be made online via PayPal or Credit/Debit card.
Your application will then be checked by the police.
Once your DBS check has been completed you will receive your certificate in the post.
England Hockey will receive notification that the check is complete and will notify your club/organisation DBS contact.

Can I refuse to do a DBS check?

If you refuse to apply for a DBS check then you must cease your role working with U18's.

What will my club/organisation do if my role requires a DBS check, but I am yet to complete one?

We strongly recommend best practice at all times in this situation. Please see below:

You will not be allowed to carry out unsupervised coaching sessions for U18's.
You will be supervised until your DBS check has been completed.
Coaches and committee members at your club/organisation will be made aware that they must not be left unsupervised with U18's.

What if I've lost my DBS disclosure certificate?

You must keep your DBS certificate safe and secure as the DBS will not issue replacement certificates after 14 days of issue. If it's subsequently lost you will need to arrange for a new DBS application to be completed.

What is the Single Disclosure scheme?

The Single Disclosure scheme means that whereas previously both the applicant and Registered Bodies would receive a copy of the DBS disclosure certificate, now only the applicant will. As a result EH will need to obtain, for those which have content on, a copy of the original DBS certificate directly from the applicant.

Why do I have to apply online?

There are many reasons why EH has decided to no longer accept paper application forms. The main reasons are due to the Single Disclosure scheme. By using EH’s online application system to carry out DBS applications, applicants can obtain a DBS check in a fast, secure and cost effective manner. Additionally, EH will be informed via the online system that a certificate has been issued and also whether it contains any disclosed information.

How will I know if EH need to see my certificate?

If your DBS certificate contains any disclosed information EH will want to see the original copy and will write to you directly to request this. You will need to send the original certificate to England Hockey via a secure postal route. If you fail to provide a copy of your disclosure within the specified time your club/organisation will be informed officially and you will be required to cease any involvement in U18 hockey until the certificate is received and can be assessed.

How do I send my certificate to EH?

You must send your DBS disclosure certificate, marked 'Private and Confidential' to the Safeguarding Department, England Hockey, Bisham Abbey National Sports Centre, Marlow, Bucks SL7 1RR via a secure and recorded delivery.

Who will see the information on my DBS certificate?

Any information that is disclosed on a DBS certificate will only be reviewed by England Hockey's Safeguarding Case Management Panel (CMP), a small group of people with expertise in assessing this information. CMP will review any information and assess against a number of factors including:

Nature of the offence
How long ago the incident happened
Whether the incident involved young people
The role applied for

Individuals may be asked to provide additional information to the panel in order to make an informed decision as to a person's suitability for a specific role.

No details will be shared with anyone else in EH or the individual’s Club Welfare Officer (WO) / organisation. Once the review has taken place, assuming there are no concerns, the WO will receive a simple email confirmation that the DBS process has been completed.

What happens while my disclosed information is being assessed?

You will be able to carry out your role, but only under supervision.

If the information on your DBS certificate causes significant concern, you and your club will be advised in writing. You will then need to cease your involvement in U18 hockey while a more detailed risk assessment takes place.

How do I know if EH has approved my DBS disclosure after my disclosed information has been assessed?

Once your DBS disclosure has been approved we will contact you and confirm this in writing. Additionally, your WO will be notified that the DBS process has been completed (details of any disclosed information will not be shared).

When will I get my certificate back from EH?

Once your DBS disclosure certificate has been approved or it is decided that further information is required, EH will return your certificate, to your home address (as detailed on the disclosure certificate) via secure and recorded delivery.

If for any reason you require the certificate back before our approval process is complete, please contact the EH Safeguarding Department on 01628 897500.

What is ‘Duty to Refer’?

Clubs / Associations must inform EH immediately if any individual has ceased or been removed from their role for any safeguarding or disciplinary reason.

England Hockey will advise and support clubs in this situation and will make the decision about next steps; these may include:

Referral to England Hockey's Case Management Group
Referral to the Disclosure and Barring Service (DBS) for consideration to the 'barred list'

Do EH accept DBS checks completed through other organisations?

No, England Hockey does not accept DBS checks that has been processed through other organisations.

Do EH accept checks through the DBS 'Update Service'? (electronic updates)

No, England Hockey does not accept checks from the update service, unless the original check has been processed through England Hockey.

Registration on the update service either needs to be done at application stage or within 19 days of receipt of your certificate.

To find out more details about the DBS Update Service visit: https://www.gov.uk/dbs-update-service.

Are DBS checks ‘portable’ within hockey?

Yes, once you have had a DBS check processed through an England Hockey affiliated organisation it is portable to other England Hockey affiliated organisations.

To 'port' a DBS check within hockey, an individual must complete a Portability Form and send it to the safeguarding team at England Hockey. The check will then be verified and England Hockey will share the outcome of their DBS check with the other hockey organisation (as detailed by the applicant).

What is the cost of a DBS check in hockey?

The cost of a DBS check in hockey is as follows:

£6.50 volunteers
£50.50 paid role

What is the definition of a volunteer?

The DBS definition of a volunteer is defined in the Police Act 1997 (criminal records) Regulations 2002 as:

"Any person engaged in an activity which involves spending, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party and not a close relative."

To qualify for a free-of-charge criminal record check, an applicant must not benefit directly from the position the DBS application is being submitted for. An applicant must not:

benefit directly from the position for which the DBS application is being submitted
receive any payment (except for travel and other approved out-of-pocket expenses)

It states on the DBS application form 'By placing a cross in the yes box (at section 68) you confirm that the post meets the DBS definition for a free-of-charge volunteer application.

Please note that DBS may recover the application fee if box 68 is marked in error and this could result in the cancellation of your DBS registration'.

Disclosure and Barring Service (DBS) (formerly CRB) eligibility guidance

Introduction

This guidance has been written to provide an update and clarity on the roles that require a Disclosure and Barring Service (DBS) check, previously known as Criminal Records Bureau (CRB).

The introduction of the Protection of Freedom Act 2012 brought several changes to the way the DBS is approached and implemented. This document is designed to help you understand the eligibility criteria and ensure that any individual who should undertake an Enhanced DBS or barred list check does so.

Changes to the checking process:

Definition of ‘regulated activity’ – i.e. what activity requires a DBS check.
Merging of the CRB and Independent Safeguarding Authority (ISA) to become the DBS
Under 16’s are not eligible for a DBS check

The DBS enables England Hockey (EH) and its’ clubs and organisations to make informed recruitment decisions. Any individuals wishing to work with young people in hockey are required to undertake an enhanced DBS check and / or barred list check.

Please remember DBS checks should not be used in isolation, they should be one part of the process to determine if someone is suitable to work with young people in a particular role.

England Hockey is committed to providing guidance and support to hockey clubs and organisations to ensure that all children in hockey participate in an environment that is both safe and enjoyable.

Who is eligible for a check?

The Government have reviewed the criteria to determine who is eligible for a DBS check and have introduced a definition of ‘regulated activity’ to assist. The new guidance introduces consistent safeguarding and vetting requirements for all those working with young people, whether they are in a paid or voluntary capacity. Please see grid overleaf to see a more detailed breakdown of who needs a check and at what level.

The definition distinguishes between roles that meet the definition of 'regulated' activity AND whether they are deemed supervised or unsupervised roles. The supervision distinction determines the level of check required i.e. enhanced DBS check and / or barred list check. See diagram below for eligibility:

Activity that involves: teaching, training, instructing, caring for or supervising children; or providing guidance / advice on well being; or driving a vehicle only for children
AND happens frequently (once a week or more) or intensively (on 4 or more days in a 30 day period or overnight)
Is the role unsupervised?
Yes — Enhanced DBS check required AND barred list check required ('Regulated Activity').
No — Enhanced DBS required. Barred list check NOT required.

Eligibility for a DBS check by role

England Hockey has taken the new definition and applied the criteria to the hockey environment to provide a list (not exhaustive) of roles. Each role has been broken down to determine what level of check is required.

Coach — Enhanced DBS check: Yes · Barred list required: Yes
Team Captain (club) — Enhanced DBS check: Yes · Barred list required: Yes · Notes: If Capt of a team that includes under 18's
Vice Captain (club) — Enhanced DBS check: No · Barred list required: No · Notes: Only needs checking if regularly deputising for Captain.
Team Manager — Enhanced DBS check: Yes · Barred list required: Yes
Welfare Officer — Enhanced DBS check: Yes · Barred list required: Yes
DBS Coordinator — Enhanced DBS check: No · Barred list required: No · Notes: If stand alone role (admin only)
Parent Helper — Enhanced DBS check: Yes · Barred list required: No – only needed if the role involves supervision of children and is 'regular'.
Young Leaders — Enhanced DBS check: Yes · Barred list required: No · Notes: Aged 16+
Umpire — Enhanced DBS check: Yes · Barred list required: Possibly – needed if regulated activity is undertaken frequently or intensively. See separate EH guidance 'DBS Checks and Officiating Guidance'.
Technical Official — Enhanced DBS check: Yes · Barred list required: Possibly – needed if regulated activity is undertaken frequently or intensively. See separate EH guidance 'DBS Checks and Officiating Guidance'.
Umpire Coach/Manager / Assessor — Enhanced DBS check: Yes · Barred list required: Possibly – needed if regulated activity is undertaken frequently or intensively. See separate EH guidance 'DBS Checks and Officiating Guidance'.
Junior Administrator — Enhanced DBS check: No · Barred list required: No
Photographer — Enhanced DBS check: No · Barred list required: No
Chair person / President — Enhanced DBS check: No · Barred list required: No
Secretary — Enhanced DBS check: No · Barred list required: No
Membership Secretary — Enhanced DBS check: No · Barred list required: No
Treasurer — Enhanced DBS check: No · Barred list required: No
Website Administrator — Enhanced DBS check: No · Barred list required: No
Bar staff — Enhanced DBS check: No · Barred list required: No

NOTE: U16's are not eligible for a check

What are your responsibilities as a club / organisation?

Ensure all those that are eligible complete a DBS check to the appropriate level (checks should be completed every three years).
Do not deploy (paid or unpaid role) anyone in 'regulated activity' unless you have completed a barred list check.
Inform people prior to them taking on a role, if it will require a DBS / barred list check.
Inform EH if you have a concern about a person and they are working with young people

How do you get checks processed?

All DBS checks need to be submitted through England Hockey. EH use a company, Online Disclosures, GB Group to process all our checks.

All hockey checks are processed online through Online Disclosures via their secure online system. If you are not already signed up to the online service, please contact Yasmin Dyer, DBS Coordinator and she will be pleased to assist.

Useful contact details

First point of contact for all DBS enquiries:
Yasmin Dyer – Ethics & Compliance Administrator
Email: yasmin.dyer@englandhockey.co.uk
Tel: 01628 897516

Organisation that processes all online checks on behalf of EH:
GBG Online Disclosures
Email: onlinedisclosures@gbgplc.com
Tel: 0845 251 5000

To report concerns about a person that is working with young people:
Alison Hogg, England Hockey - Ethics & Compliance Manager
Email: alison.hogg@englandhockey.co.uk
Tel: 01628 897500

Download the PDF ↓ Back to all policies

Safeguarding & Welfare · Club policies

Download PDF ↓ Close ✕

EGHC Child Protection Statement

Published: Date TBC · 5-page PDF · East Grinstead Hockey Club

EGHC's statement adopting England Hockey's safeguarding policy, defining the main forms of child abuse and the signs to look out for. EGHC adopts the Safeguarding and protecting Young People in Hockey Policy proposed by England Hockey and which states:

That the safety and welfare of children should always be of paramount importance, whatever the circumstance.
A child, regardless of age, ability, gender, racial origin, religious belief and sexual orientation has a right to be protected from abuse.
The rights dignity and worth of a child should always be respected.
That everyone with a role in working with children has a moral and legal responsibility to safeguard and promote a child’s welfare particularly when it comes to protecting children from abuse.
That special care is needed in dealing with children whose age, inexperience or physical state makes them particularly vulnerable to abuse.

This policy applies to any person or organisation involved in the care of children in hockey. A “child” is defined as any person under the age of 18 years, and anyone over the age of 18 who may be vulnerable by nature of impairment or disability. The Children Act 1989 states that anyone who is involved in the care of children should: “do what is reasonable in the circumstances for the purpose of safeguarding or promoting the child’s welfare”.

Child welfare definitions

Abuse

Somebody may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm. Children may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by a stranger. Children can be abused by adults or other children. It is generally accepted that there are four main forms of abuse. The following definitions are taken from Sports check.

Physical abuse

Physical abuse may involve hitting, shaking, poisoning, burning or scalding, drowning suffocating or otherwise causing physical harm to a child

Physical harm may also be caused when a parent or a carer feigns the symptoms of, or deliberately causes ill health to a child they are looking after (Munchausen syndrome by proxy).

Physical abuse, as well as being a result of a deliberate act can also be caused through omission or the failure to act to protect.

Emotional abuse

Emotional abuse is the persistent emotional ill treatment of a child such as to cause severs and persistent adverse effects on the child’s emotional development. It may involve making a child feel or believe that they are worthless or unloved, inadequate or valued only so far as they meet the needs of another person.

Emotional abuse may feature age or developmentally inappropriate expectations being imposed on children. It may also involve causing children to frequently feel frightened, or in danger, or the exploitation or corruption of a child.

Sexual abuse

Sexual abuse involves forcing or enticing a child or young person to take part in sexual activities whether or not the child is aware of or consents to what is happening. The activities may involve physical contact, including penetrative acts such as rape, buggery or oral sex, or non-penetrative acts such as fondling.

Sexual abuse may also include non-contact activities, such as involving children in looking at, or in the production of pornographic material or watching sexual activities or encouraging children to behave in sexually inappropriate ways.

Boys and girls can be sexually abused by males and females alike and by adults and other young people.

Neglect

Neglect is the persistent failure to meet a child’s basic and/or physiological needs, likely to result in the serious impairment of the child’s health or development. It may involve a parent or a carer failing to provide adequate food, shelter or clothing, leaving a young child home alone or the failure to ensure that a child gets the appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to a child’s basic emotional needs.

It is accepted that in all forms of abuse there are elements of emotional abuse, and that some children are subjected to more than one form of abuse at any one time. These four definitions do not minimise other forms of maltreatment.

Recent interagency guidance draws attention to other sources of stress for children and families such as social exclusion, domestic violence, the mental illness of a parent or carer or drug or alcohol misuse. All of these areas may have a negative impact on a child’s health and development and may be noticed by an organisation caring for a child. If it is felt that any one of these areas adversely affects a child’s wellbeing the same procedure should be followed.

Recognising signs of abuse

Recognising child abuse is not easy and it is not your responsibility to decide whether or not a child has been abused or is at significant risk. You do, however, have a responsibility to act if you have a concern.

The following information might help you to be more alert to the signs of possible abuse.

Physical abuse

Most children will collect cuts and bruise in their daily life. These are likely to be in places where there are bony parts of their body, like elbows, knees, shins and knuckles.

Some children, however, will have bruising which can almost only have been caused non-accidentally. An important indicator of physical abuse is where:

Bruises or injuries are unexplained
Or if they are explained the explanation does not fit the injury
Or where the injury appears on parts of the body other than those mentioned above.

A delay in seeking medical treatment when it is obviously necessary is also a cause for concern.

Bruising may be more or less noticeable on children of different skin tones or from different racial groups and specialist advice may be needed.

REMEMBER WHATEVER THE CIRCUMSTANCE, IF YOU HAVE A CONCERN, TALK TO SOMEONE.

Physical signs of abuse may include:

Unexplained bruising, marks or injuries on any part of the body
Bruises which reflect hand marks or fingertips
Cigarette burns
Bite marks
Broken bones
Scalds

Changes in behaviour which could also indicate physical abuse:

Fear of parents being approached for an explanation
Aggressive behaviour or severe temper outbursts
Flinching when approached or touched
Reluctance to get changed
Wearing inappropriate clothing for the weather conditions
Depression
Withdrawn behaviour
Running away from home

Examples of physical abuse in sport include when the nature and intensity of training and competition exceeds the capacity of the child’s immature and growing body or where drugs are used to enhance performance or delay puberty

Emotional abuse

Emotional abuse can be difficult to measure, and often children who appear to be well cared for may be emotionally abused by being taunted, or belittled. They may receive little or no love, affection, or attention from their parents or carers. Emotional abuse can also take the form of children not being allowed to play or mix with other children.

The physical signs of emotional abuse may include:

A failure to thrive or grow, particularly if the child puts on weight in other circumstances e.g. in hospital or away from the parent’s care.
Sudden speech disorders
Developmental delay either physically or emotionally.

Changes in behaviour which can also indicate emotional abuse include:

Neurotic behaviour, e.g. hair twisting, rocking
Being unable to play
Fear of making mistakes
Self-harm
Fear of parents being approached regarding behaviour

Examples of emotional abuse in sport could include constant criticism, name calling and sarcasm, bullying or unrealistic pressure to perform to high expectations consistently.

Sexual abuse

Usually in cases of sexual abuse it is the child’s behaviour which may cause you to become concerned although physical signs may be present. In all cases children who talk about sexual abuse do so because they want it to stop. It is therefore VERY IMPORTANT TO LISTEN TO THEM AND TAKE THEM SERIOUSLY.

Physical signs of sexual abuse may include:

Pain or itching in the genital/anal areas
Bruising or bleeding in the genital or anal areas
Sexually transmitted diseases
Vaginal discharge or infection
Stomach pains
Discomfort when walking or sitting down
Pregnancy

Changes in behaviour which can also indicate sexual abuse may include:

Sudden or unexpected changes in behaviour e.g. becoming aggressive or withdrawn
Fear of being left with a specific person or group
Having nightmares
Running away from home
Sexual knowledge which is beyond their age or developmental level
Sexual drawings or language
Bedwetting
Eating problems such as bulimia or anorexia
Self-harm
Saying they have secrets which they cannot tell anyone
Substance or drug abuse
Suddenly having unexplained sources of money
Acting in a sexually explicit way towards adults

In sport coaching techniques that involve physical contact with children could potentially create situations where sexual abuse could go unnoticed. The power of the coach over young performers, if misused, may also lead to abusive situations.

Neglect

The physical signs of neglect may include:

Constant hunger
Constantly dirty or smelly
Loss of weight or being constantly underweight
Inappropriate dress for the weather conditions

Changes in behaviour which might indicate neglect may include:

Complaining of being tired all the time
Not requesting medical assistance or failing to attend appointments
Having few friends
Mentioning being left alone or unsupervised

Neglect in sport could include a teacher or coach failing to ensure that children are safe, exposing them to undue cold or heat or to unnecessary risk or injury.

Download the PDF ↓ Back to all policies

Club Governance · Club policies

Download PDF ↓ Close ✕

EGHC Constitution

Published: Date TBC · 6-page PDF · East Grinstead Hockey Club

The club's governing constitution, setting out its objects, membership, committee structure, general meetings, conduct, amendment and dissolution rules.

1. The name, location, objects and type of Club

1.1. The name of the Club shall be East Grinstead Hockey Club hereafter referred to as ‘the Club’. The main purpose of the Club is to provide services for and to promote participation in the amateur sport of hockey.

1.2. The Club is an unincorporated, not-for-profit members’ association.

1.3. The Club shall be situated in the county of West Sussex.

1.4. The Club shall be affiliated to England Hockey.

1.5. Membership of The Club shall be open on application to anyone interested in hockey, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion, or other beliefs, except as a necessary consequence of the requirements of the activities set out above.

1.6. Discrimination of whatever nature is in direct opposition to the Club’s aims and objectives; the Club does not limit its definition of discrimination to the categories set out in the clause above.

1.7. The Club may:

1.7.1. Have different classes of membership and subscription on a non-discriminatory and fair basis.
1.7.2. Refuse membership, or remove it, only for just cause, such as conduct or character likely to bring the club or sport into disrepute. This will be in line with the Club’s Disciplinary Policy available on the website.
1.7.3. Regulate how many members it has, in accordance with the Club’s fair and open membership process and operating procedures, to enable it to carry out its objectives of providing services for, and promoting participation in, hockey.
1.7.4. Keep subscriptions at levels that will not pose a significant obstacle to people participating. The club operates an open-door policy and individual circumstances will be taken into consideration. Subscription monies will be used for the benefit of the members exclusively.

1.8. All surplus income or profits are to be reinvested in the Club. No surpluses or assets will be distributed to members or third parties. The Club may make donations to charities or to other clubs that are registered as CASCs (Community Amateur Sports Club) subject to approval by the Committee.

1.9. The objects of the Club shall be:

1.9.1. The recruitment and development of individuals into the sport of hockey as players, coaches, umpires, and administrators.
1.9.2. The provision of playing, coaching, umpiring and administrative opportunities in hockey at all levels.
1.9.3. To provide equality of opportunity across all areas of the Club.
1.9.4. To provide a safe, effective and child friendly environment in which to play, learn and excel at hockey.
1.9.5. To promote the Club within the local community and within the wider circle of the hockey family.
1.9.6. To provide a social and family environment for all.

2. Membership

2.1. Membership categories, match fees and training fees will be set annually and agreed by the Committee.

2.2. Membership is subject to the completion of a membership form, parental consent (when under 18) and the payment in full (subject to any pre-agreed payment plan) of the appropriate subscription fee.

2.3. Membership can be suspended/terminated in accordance with the Club’s membership policy.

2.4. All members will be subject to the Constitution and by joining the Club will be deemed to have accepted this and any Codes of Conduct or Policies that the Club adopts.

2.5. Membership entitles the member to use of the pitch at allocated times, match playing opportunities and coaching provided by the club.

2.6. To be eligible for team selection, a player must be a Member of the Club.

2.7. Elected Members of the Committee and Vice Presidents are deemed to have conveyed upon them the same voting rights as any member.

2.8. All Members, Elected Committee Members and Vice Presidents will be included within the insurance of the Club.

2.9. All Members receive affiliate member status of the East Grinstead Sports Club.

3. Committee and Officers

3.1. The affairs of the Club shall be managed by the elected Committee of the Club (hereafter referred to as ‘the Committee’) except for matters reserved for the Club at the Annual General Meeting

3.2. The Committee shall consist of at least eight Officers elected annually at the Annual General Meeting (AGM). The roles will include Chairperson, Vice-Chairperson, Secretary, Treasurer, Fixtures, Membership and two independent members. In addition, key sections of the club will have individual Chairpersons who will also have a vote at the Committee meetings.

3.3. The Committee has the authority to set up a Section(s) of the Club which will be given clear responsibilities under a Terms of Reference document setting out the Section role and responsibility. These Terms of Reference will be reviewed annually and available for any member to see. A section may be a separate legal entity, but it will always be under the control of the Committee.

3.4. These sections are required to support key decision-making and the successful management of the Club and will include as a minimum: Performance, Men’s Section, Ladies Section, Junior Section.

3.5. All Officers will retire each year but will be eligible for re-election at the Annual General Meeting.

3.6. Members of the Committee will be appointed each year at the Annual General Meeting by a simple majority either by the show of hands or by secret ballot at the discretion of the Chairperson or Committee at the time.

3.7. The Committee may co-opt additional individuals to the Committee for such purposes as it may deem appropriate. These will be non-voting roles.

3.8. The Committee may replace any of the officials elected at the AGM if they are no longer able to perform their duties and the newly appointed officials will take on the voting rights. Any such appointments must be agreed and adopted by a quorum of the Committee.

3.9. The Committee may enter into agreement(s) with any Section or stakeholder for the provision of various services to the Club.

3.10. The Committee may enter into agreement(s) with third parties, for the provision of various services to the Club as the Committee sees fit.

3.11. All payments made by the Club must be approved by two authorised Committee Members.

3.12. The Committee can set up any Standing Committees as required.

3.12.1. This must include a Finance Committee Chaired by the Treasurer which will operate under a clear Terms of Reference as authorised by the Committee. The Finance Committee should set out clear policies for the financial management of the Club and Sections. These should be reviewed and approved annually by the Committee.

3.13. The Treasurer or nominated person(s) in consultation with the Committee shall be responsible for recording all financial income and expenditure of the Club and for presenting financial accounts at each Annual General Meeting of the Club.

3.14. An independent examination of the financial statements will take place prior to their presentation at the AGM. The independent examiner will provide a written report to the members at the AGM.

3.15. The quorum required for business to be agreed at Committee meetings shall be seven, with at least four of the eight elected Officers present.

3.16. Committee meetings shall be convened by the Secretary and meetings shall take place at least six times per annum.

3.17. The Committee shall be responsible for the management of all policy, codes of conduct, and rules affecting the Club and its membership.

3.18. Vice Presidents (VPs), whom have been officials of the Club, Club Umpires and/or provided longstanding service may be appointed through committee member nominations (nominated and seconded at least one month prior to the Annual General Meeting) and voted/agreed upon at the Annual General Meeting (or EGM). VPs may be elected for life or until such time as they resign or are removed.

3.19. An officer of the Club may be removed from office by a resolution carrying a majority vote at the Committee. A VP may be removed following a majority vote by the committee, an EGM must be called to ratify the committee’s proposal.

4. Payments and Benefits

4.1. The Committee may, at its discretion, appoint paid subcontractors for specific development projects. Such projects must be projects deemed for the purpose of achieving the Club's objectives

4.2. The appointment of any and every paid subcontractor must be reviewed and confirmed at least once annually at a meeting of the Committee. The Committee may review such appointments more frequently and shall consider all appointments paying due attention to the overall financial situation of the Club.

5. Annual General Meeting

5.1. An Annual General Meeting of the Club shall be held no later than 30 May each year.

5.2. Notice of the Annual General Meeting shall be posted publicly on the Club website and an email sent to every voting member at least 21 days before the date of such a meeting.

5.3. Reports from Officers and a copy of the financial accounts will be available on request from the Secretary.

5.4. An Extraordinary General Meeting may be called at any time by the Committee or by ten voting members making a written request to the Secretary for such a meeting. The meeting shall be convened by giving not less than 21 days clear notice of such a meeting. The notice must be displayed publicly on the Club website and every voting member notified.

5.5. All fully subscribed members (aged 18 or over) of the Club shall be entitled to be present and to vote at any General Meeting of the Club. To represent the Junior Section, each year group (U6, U8, U10 etc.) can have two representative member votes.

5.6. Should there be equality on any voting issue the Chair of the Meeting shall have the casting vote.

5.7. Proposals to be included on the agenda and nominations for Members of the Committee shall be sent to the Secretary at least 14 days before the AGM. The Chairperson may, if appropriate, accept nominations and proposals at the AGM.

5.8. In the event of insufficient nominations, the Committee shall have the power to appoint any officer roles as it sees fit after the AGM.

5.9. The quorum for any General Meeting shall be 15 voting members (excluding the existing committee).

5.10. Through the election of officers to the Committee the members empower the Committee to act in all matters pertaining to the management of the Club.

5.11. A member may vote at any AGM or EGM through a proxy on any resolution by email or letter notified to the Club Secretary in advance of the AGM or EGM.

6. Conduct of Members

6.1. The Committee will adopt and comply with the England Hockey policies and procedures and ensure all members of the Club do also. All policies will be available on the Club’s website.

6.2. The Committee shall be responsible for disciplinary hearings on any infringement of the Club policies.

6.3. The Committee may suspend any member, volunteer, or VP whose conduct has been, in the opinion of Committee, contrary to the Interests of the Club or the sport.

6.4. Any complaint regarding the behaviour or conduct of a member shall be submitted in writing to the Secretary.

6.5. The Committee shall meet to review complaints within fourteen days.

6.6. The Committee may take any action it sees fit following such hearings by adhering to the policy rules. This will include an appeal process.

7. Changes to the Constitution of the Club

7.1. This Constitution may be altered, added to, or revoked, in accordance with Clubs and Association law, by majority comprising two-thirds or more of the members present and entitled to vote at any General Meeting of the Club.

7.2. Advance notice of at least four weeks must be given to the Secretary, in writing, if any amendment to the Constitution is proposed. At the meeting, such an amendment must secure a two thirds majority vote by those entitled to vote.

7.3. The interpretation of any policy, rule or procedure by the Committee shall be binding on all members.

7.4. The Committee shall have the power to legislate upon any point not provided for in these rules.

7.5. Absent eligible voting committee members may confer a vote by proxy to the Secretary in advance of the meeting.

8. Disclaimer

8.1. The Club neither accepts responsibility for the custody of the property of members, spectators, or visitors, nor shall it be held responsible for any accident or injury to any member, spectator, or visitor.

8.2. Officers of the Club shall be indemnified against risk and expenses incurred by them on behalf of the Club, for costs incorporated within the annual budget or agreed by the Committee, out of the assets of the Club.

9. Dissolution of the Club

9.1. Notice of a vote on the dissolution of the club shall be posted publicly on the Club website and other digital channels, at least 90 days before the date of such a meeting.

9.2. Any such dissolution of the club must be proposed by Resolution and approved at a General Meeting convened in accordance with this constitution by not less than 75% of those fully paid-up members with voting rights and who are present or have submitted a vote by proxy at least 7 days in advance of the meeting.

9.3. Upon dissolution of the club any assets remaining, following the discharge all the debts and liabilities, shall be given, or transferred to East Grinstead Sports Club, a registered CASC (Community Amateur Sports Club) or charity, or the sport’s governing body for use by them in related community sports. The exact details and potential proportionate split shall be decided by the members.

Addendum 1: Terms of Reference

The purpose of these Terms of Reference is to provide the framework for the East Grinstead Hockey Club Section Committees (EGHCSCs) to operate as a sub-committee of East Grinstead Hockey Club (EGHC).

Authority
The EGHCSCs are authorised by EGHC to conduct their business in accordance with the Terms of Reference set out below. These Terms of Reference may be reviewed by the EGHC Committee at any time.

Composition and membership
The composition of the EGHCSCs shall comprise of at least four persons including the EGHC Committee member responsible for this Sub Committee who will Chair the meeting. Members of the committee do not necessarily need to members of EGHC. Members are to be appointed by the Chair and will need to have relevant qualifications to perform their role.

Responsibilities
The EGHCSCs will be responsible for operational decisions pertinent to the composition of the individual EGHCSC. These include:

Communications
Social events
Resource planning (pitch, facilities)
Marketing
Safeguarding
Membership
Liaison with England Hockey
Management of relationships with service providers
Leagues and Referees

Reporting structure
The EGHCSCs shall report to the EGHC Committee. A brief written report should be prepared for each Committee Meeting. Agendas and Minutes of EGHCSCs meetings will be circulated in advance and would be available for review by any Committee member by request. The Chairman of EGHC, or their representative, has an automatic right to attend meetings.

Meetings
EGHCSCs will meet at regular intervals and at least six times a year.

Download the PDF ↓ Back to all policies

Equality & Inclusion · Club policies

Download PDF ↓ Close ✕

EGHC Diversity and Inclusion Policy

Published: 31 May 2022 · 2-page PDF · East Grinstead Hockey Club

EGHC's policy setting minimum standards for equality, diversity and inclusion, and how to raise concerns with the Club Welfare Officer.

1. Introduction

1.1 This Policy applies to all club officials (including TC Exec Board, committee & sub-committee members, coaches and managers), umpires, volunteers, playing and non-playing members, including junior members, parents of junior members, and supporters of East Grinstead Hockey Club (our “Club”).

1.2 EGHC is committed to the principles of equality and opportunity, diversity and inclusion of and for all people, irrespective of age, gender, race, religion, ethnic origin, creed, colour, social status, neurodiversity or sexual orientation, and to ensure that there is an equal opportunity for all to participate in hockey at all levels and in all roles. This includes and applies to everyone in the Club and within our wider EGHC community.

1.3 EGHC subscribes and adheres to the guidelines laid out by England Hockey in their Equality Policy.

2. Purpose

2.1 The purpose of this Policy is to set the minimum standards that EGHC shall maintain to achieve equality, diversity and inclusion, and opportunity and fairness to all in relation to our Club’s activities.

3. EGHC standards

3.1 EGHC shall:

3.1.1 Ensure that there will be open access to all its services.
3.1.2 Select and train members of the Club solely on the basis of merit and ability, and will adapt facilities, equipment, and level of coaching where necessary and reasonably possible to achieve this.
3.1.3 Not support or tolerate views expressed by anyone, and in particular by anyone associated with our Club, that undermine minority or underrepresented groups, or protected characteristics such as age, disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, and pregnancy.
3.1.4 Maintain a zero tolerance towards behaviour by any person or persons in or associated with the Club, that goes against the standards set out herein. Any such behaviour shall be treated as gross misconduct on the part of the person or persons involved, and such person or persons shall be liable to appropriate EGHC disciplinary action in accordance with the EGHC Disciplinary Policy.
3.1.5 Make every reasonable effort to prepare and produce materials that are appropriate for all persons in respect of language, format, and approach.
3.1.6 Make every reasonable effort to develop a diverse and inclusive management structure and coaching provision.

3.2 If you have reason to believe that the standards set out herein has in any way not been upheld, then you should raise your concern directly with the Club Welfare Officer. Details of how to get in touch with our Club Welfare Officer is published on the East Grinstead Hockey Club website.

3.3 Concerns raised in accordance with clause 3.2 will be treated with respect and in confidence, and you will be kept appraised of the outcome or resolution of the matter raised in accordance with this policy.

3.4 The Committee is responsible for ensuring that all concerns raised in accordance with this policy is appropriately investigated, and addressed or resolved satisfactorily.

4. General

4.1 This policy is owned by the EGHC Committee.

4.2 This policy is dated 31 May 2022 and will be reviewed annually.

4.3 The next review date is 31 May 2023

Download the PDF ↓ Back to all policies

Juniors & Talent · Club policies

Download PDF ↓ Close ✕

EGHC Healthy Talent Environment

Published: Date TBC · 2-page PDF · East Grinstead Hockey Club

EGHC's commitment to a healthy talent development culture for junior players, and how the junior section governs and reviews it. East Grinstead Hockey Club is committed to providing a “Healthy Talent Development Culture” for our young hockey players to thrive.

What does this mean in practice?

While we are a hockey club with hockey players, we appreciate that all players in the junior section are young people. You should feel like you (or your child) are treated as such. This means our coaches, managers and other club officials will be obviously conscious of each member’s needs as a person, to be spoken to with respect, be encouraged not threatened, have their mental & physical wellbeing recognised and made to feel part of the club.

As a player they should get the correct level of opportunity to suit their ability and desires. They should be in training groups and teams which suit them. If their coach, manager or the club feel they need to make a change, this should be discussed with them (and relevant stakeholders) and their opinion understood.

Where possible our hockey environment should offer them the right level of hockey experience and coaching to develop their potential, without compromising their physical, mental, emotional and social well-being.

We also strive to work in partnership with all the stakeholders who support our members. Parents, school teachers, coaches, managers and captains are all responsible for ensuring the best possible experience for young players. A partnership between these stakeholders should be available to everyone and EGHC.

If at any point you feel your experience of EGHC is any less than outlined, we want you to contact us. You can do this at any time by emailing welfare@eghockey.co.uk

What do we do to govern this?

All sounds great doesn’t it, but what do we do to govern the fact we wish to provide this type of environment for young people?

The development culture at EGHC is a standing item within the governance sub-committee of the junior section. We discuss individual situations and the system as a whole, constantly looking at how we can improve.

You contribute to feedback via our membership satisfaction survey. The score and the comments submitted here are reviewed by the exec-board of the juniors, anything which directly or indirectly applies to the healthiness of our culture is considered when planning our operations.

Within our regular communications you will hear of any updates on this matter and our door is always open to feedback on anything which is specifically affecting you or your child.

As your child goes through the age groups, you may also experience mentors, team inductions, specific focus meetings and personal communication, all designed to make the experience more visible and understandable.

Download the PDF ↓ Back to all policies

Juniors & Talent · Club policies

Download PDF ↓ Close ✕

EGHC Junior Player Pathway

Published: Date TBC · 5-page PDF · East Grinstead Hockey Club

Outlines EGHC's junior performance and participation pathways by school year, and the conditions attached to pathway selection. EGHC’s goal is to provide hockey to hundreds of young people, giving them a life-long love of our sport.

For different players this “life-long love” will be created by a range of different experiences.

EGHC’s “Player Pathway’s” are designed to guide the hockey experiences, coaching and competition provided by the club to players, to help ensure achievement of our goal.

Players are generally defined as being club members and/or on a “Performance Pathway”. Players who exhibit high levels of potential are given opportunity to take part in hockey experiences designed to nurture that potential into Talent.

This document outlines the potential pathway through existing’s and future offerings EGHC provide for players identified with high-potential to develop Talent.

EGHC Junior Performance Pathway: players aged 9–13

For each player profile, the pathway sets out what the player must have:

Players in School Years 5 & 6 who exhibit high-potential — EGHC Age Group Hockey · Invited to “Mini-Stars” program
Players in School Year 7 who exhibit high-potential — EGHC Age Group Hockey “A-Team” · Invited to “Mini-Stars” program
Players in School Year 8 who exhibit high-potential — EGHC Age Group Hockey “A-Team” · Invited to “Talent Foundations Academy”

EGHC Junior Performance Player Pathway: age 13–16

Players in School Year 9 who exhibit high-potential — EGHC Age Group Hockey “A-Team” · Invited to “Talent Foundations Academy”
Players in School Year 10 who exhibit high-potential — EGHC Age Group Hockey “A-Team” · Invited to “Talent Foundations Academy” · Nominated to Talent Academy activity for age group
Players in School Year 11 who exhibit high-potential — EGHC Age Group Hockey “A-Team” · Nominated to Talent Academy activity for age group · Participate in “performance” adult team training/activity

Players in these school years may also be nominated to “National Age Group Team trials”.

The definition of which adult’s teams are considered “performance” will be on a case-by-case basis when this is part of a player's progress

EGHC Junior Participation Player Pathway

For some players who fall outside of the “Performance Pathway” but whom the club believe it will benefit the players and/or the club, they may be offered opportunities for additional participation.

This will generally involve playing some hockey in an alternate/additional age group, playing in a junior development side and/or sometimes for older (normally 15+) playing in an adult side appropriate for their ability.

Reasons for this path might include:

There is not an appropriate age group team for the player
The player attends a school without a hockey program
The player has a relationship with an adult and playing together would be beneficial
The player is showing a passion for the sport but not yet at a level for the Performance Pathway

EGHC Junior Pathway conditions

EGHC provides these pathways as an addition to normal club activity. It is a benefit to members which comes as a bonus, not a right. We respectfully ask that this is recognised by our members, it should not be the only reason to be an EGHC member.

Parents are not always correct when assessing the ability level of their own children. Consciously or not parents are normally bias. Parents should expect to have no influence or participation in whether/which pathway their child might suit. We know our members, we employ good coaches and have experienced volunteers, please leave their pathway identification to us. EGHC reserve all rights regarding entry and exit to pathway opportunities.

We generally keep children out of adult teams, certainly until they are 16/17 years old. Other clubs let kids play in adult teams at a younger age, their reasons differ. Please refer to our Junior Players in Adult Teams policy if this document isn’t clear enough.

If you feel you have an issue with any of these pathway, please follow the club complaints procedure.

Download the PDF ↓ Back to all policies

Codes of Conduct · Club policies

Download PDF ↓ Close ✕

EGHC Junior Section Code of Conduct – Parents & Carers

Published: Date TBC · 5-page PDF · East Grinstead Hockey Club

The Junior Section's code of conduct explaining what the club asks of parents and carers, from kit and communication to sideline behaviour.

Welcome to the EG Hockey Family!!

At East Grinstead Hockey Club, our Junior Section is first and foremost about enjoyment, belonging and developing a love of hockey.

We want our young players to have fun, make friends, grow in confidence and enjoy playing competitive hockey in a positive and supportive environment.

We are fortunate to have an experienced and committed coaching team who will nurture and support your child throughout their hockey journey. Every player develops differently, and our aim is to help each child progress at the right pace for them while feeling happy, valued and part of the club.

East Grinstead prides itself on its supportive club-family ethos. Parents and carers play a really important part in helping us create that environment.

By working together, we can make EG a great place for every young person to play hockey.

Your Responsibilities as a Parent or Carer

We ask parents and carers to help us by making sure that:

Getting to hockey
Your child arrives on time for training and at the agreed meet time on match days. If you are going to be late, please let your Team Manager know as soon as possible.

If your child is lift-sharing or travelling home with another family, please also let your Team Manager know.

This helps us make sure that every young person arrives and leaves training and matches safely.

Kit & Equipment
Please make sure your child comes appropriately dressed and equipped for hockey. This includes:

Gum shield
Shin pads
Protective glove for the left hand
Appropriate hockey footwear
East Grinstead Grays Hockey Club kit for matches

If you have any questions or difficulties regarding purchasing club kit, please speak to your Team Manager.

Please also make sure your child brings water and appropriate snacks for training and match days.

Teamo & Availability
Please keep your contact details and your child's relevant medical information accurate and up to date on Teamo.

We would be grateful if you could respond to requests for match availability as promptly as possible.

Team Managers need to pass this information to our coaching team so that squads can be selected and communicated in good time.

Please also ensure that all relevant consent forms and photo/video permissions have been completed.

Communication & social media
Please use our club communication channels, social media and apps responsibly and respectfully.

Remember that messages can easily be misunderstood.

We want our online communication to reflect the same friendly, inclusive and respectful culture that we expect at the club.

What We Encourage

Help us create a positive environment
We want every child to feel safe, happy and included during their time at East Grinstead.

Parents and carers can make an enormous difference to a young person's experience of sport.

We encourage you to:

Talk to your child about their hockey and what they would like to achieve.
Ask them what they enjoyed about training or a match rather than focusing only on the result.
Listen if your child says they do not want to do something and ask them why. A sudden change in behaviour or enjoyment may sometimes indicate that something else is going on.
Encourage your child and their teammates positively.
Celebrate effort, teamwork, improvement and resilience as well as goals and wins.
Remember that children develop at different rates, both physically and as hockey players.
Help us make hockey somewhere children look forward to coming each week.

Positivity from the Sidelines
We love having parents and families supporting our junior teams.

Please keep that support positive and encouraging!

We ask that you:

Encourage all our players positively.
Show respect towards opposition players, coaches and supporters.
Respect and accept the decisions of the umpires.
Avoid coaching your child from the sidelines. Let our coaches do the coaching and enjoy being their supporter.
Never enter the field of play unless invited to do so by an official or coach.
Remember that junior hockey is about development and enjoyment as well as competition.

Cheer them on, encourage their effort and let them play.

Supporting Our Coaching Team

We are extremely fortunate to have an experienced coaching team at East Grinstead, with a depth of experience coaching players across many different levels of hockey.

Our coaches give a significant amount of time and commitment to the Junior Section alongside their work, families and other responsibilities.

Training groups & team selection
Training groups and match-day squad selection are the responsibility of our coaching team. Our coaches work together to make these decisions and aim to ensure that every player is playing and training at a level that is appropriate for their current stage of development.

Our priority is to develop happy, confident young players who enjoy playing hockey at EG. We appreciate that there may occasionally be decisions that you or your child find disappointing.

Being selected for a particular team or training group that you feel doesn’t meet your childs needs does not mean that we do not value your child as a player, nor does it determine their future potential.

Junior players develop at different rates. Teams and training groups will change and fluctuate throughout their hockey journey.

We ask parents to trust our coaches to make these decisions with the development of the players and teams in mind.

We politely ask that parents and carers should not contact coaches directly by private message or telephone to discuss team selection, playing time or an individual player's performance.

We want these conversations to come through the relevant Team Manager, who can then liaise with the coaching team appropriately.

Please where possible do not approach coaches individually immediately after matches or training sessions to discuss team selection, playing time or individual performance concerns.

Emotions can understandably run high around competitive sport, and the end of a match or training session is rarely the best environment for these conversations.
Pre-planned chats are fine!

We are not discouraging communication with our coaching team!

We absolutely want a friendly, approachable and inclusive club. It is about making sure that conversations happen through the right channels, at the right time and with appropriate boundaries for everyone involved.

Feedback
Our coaching team are happy to provide constructive feedback where this would be helpful for your child's development.

Please initially speak to your Team Manager, who can help arrange this with the appropriate member of the coaching team.

Safeguarding & Welfare

The safety and wellbeing of our junior players is everyone's responsibility.

If you have any concern about your child or another child at the club, however small it may seem, please speak to your Team Manager or contact our Junior Club Welfare Officer:

Hannah Burrage
Junior Club Welfare Officer
hannah.burrage@eghockey.co.uk

You do not need to be certain that something is wrong before raising a concern. We would always rather you speak to us so that we can offer appropriate support.

Thank you for Choosing East Grinstead Hockey Club!

Parents and carers are a hugely important part of our Junior Section.

We are always happy to have new volunteers at the club to lend a hand. We have regular club socials and would love you see you all there!

We are fortunate to have our adult First Teams playing in the Premiership Division.

Please do come down and support our senior section at home games.

Kids get in for free! There is also the opportunity to be a club mascot or be part of our ball patrol at these home games.

Please look out for social media posts and links on the WhatsApp Community page for these opportunities.

By joining East Grinstead Hockey Club, we ask you to help us create an environment where our young players can:

Have fun. Make friends. Feel safe. Develop their hockey. Build confidence. Compete positively.

And love being part of EG!

Thank you for supporting your child, our coaches, our volunteers and each other.

Together, we can make sure East Grinstead remains a friendly, inclusive and supportive hockey family for every young player.

Download the PDF ↓ Back to all policies

Safeguarding & Welfare · Club policies

Download PDF ↓ Close ✕

EGHC Safeguarding and Protecting Young People

Published: Date TBC · 7-page PDF · East Grinstead Hockey Club

Detailed safeguarding guidance for coaches, managers and captains, including conduct rules, communication, social media and the adopted England Hockey policy.

Position of trust

EGHC’s Welfare team can be contacted on Welfare@eghockey.co.uk. This welfare mailbox is regularly monitored. The Welfare team are responsible for dealing with concerns and working with England Hockey’s Safeguarding team for those cases of a more serious nature. All concerns are treated in the strictest confidence, only involving those that are necessary to ensure that the issue can be dealt with appropriate. The Welfare officer confidentially reports issues to the EGHC board.

As a Coach, Team Manager or Captain with EGHC you are in a position of trust invested in you by parents, the sport and the young person. It is therefore essential that you adhere to the following guidelines – they are here to protect you, as well as our young players.

Do:

Always be publicly open when working with young people. Ensure that whenever possible there is more than one adult present during activities with young people, or at least that you are in sight or hearing of others. E.g. team talks in changing rooms.
Manual support is rarely required in the sport of hockey. If an adult feels that it is necessary the reasons should be clearly explained to the young person, and if possible the parents/carers, and their consent gained. Be aware that any physical contact with a young person may be misinterpreted.
Treat all young people with respect.
Provide an example of good conduct you wish others to follow.
Good Practice when Working with Young People.
Respect a young person’s right to personal privacy/encourage young people and adults to feel comfortable and caring enough to point out attitudes or behaviour that they do not like.
Remember that someone else might misinterpret your actions, no matter how well intentioned.
Be aware that some young people are additionally vulnerable, this could be due to a number of reasons including disability, sexual orientation, their elite status, language, culture.
Challenge unacceptable behaviour and report all allegations/suspicions of abuse.

Do not (except in an emergency):

Spend excessive amounts of time alone with young people away from others.
Take young people alone on car journeys, however short.
Take young people to your home where they will be alone with you.

If cases arise where these situations are unavoidable, they should occur only with the full knowledge and consent of the young person’s parents. Where someone has had to act outside England Hockey guidance in an emergency, this should be reported to your Welfare Officer.

You should never:

Engage in rough, physical or sexually provocative games.
Allow or engage in any inappropriate physical, verbal or e-contact with young people.
Allow young people to use inappropriate language unchallenged.
Make sexually suggestive comments to a young person, even in fun.
Allow allegations of a young person to go unchallenged, unrecorded or not acted upon.
Do things of a personal nature for young people that they can do for themselves.
Invite or allow young people to stay with you at your home unsupervised.
Allow any form of bullying or bad behaviour by young people.
Allow yourself to be drawn into inappropriate attention-seeking behaviour or make suggestive or derogatory remarks or gestures in front of young people.
Jump to conclusions about others without checking facts.
Either exaggerate or trivialise child abuse issues.
Show favouritism to any individual.
Discuss any reported issue with those unconnected to the case, and where you are reporting or discussing an issue ensure that you are not being overheard by others.

Communication with young people

When communicating with young people it is recommended that you:

Contact players only when necessary.
If players need to be contacted urgently i.e. a change in training arrangement, set up a ‘grapevine’ system.
Copy parents into written communication (i.e. letters or emails).
Speak with a player and their parents if there is a need to communicate information in relation to playing, training or competition.
Clearly state the club’s policy on communication, including social media with young people and their parents/carers.

You should avoid:

Contacting a young person unnecessarily.
Contacting young people by phone, text or email should never be undertaken without parental consent.
Emailing young people directly as individuals (can be done as part of a disclosed list, once permission gained to do so).
Using text as a medium of contact with a young person individually.
Making or receiving calls on a mobile phone during training or at competition. It is inappropriate to compromise the safety of a session.
Emailing one young person without copying in parents, other players or club members.
Allowing any young person to be part of your personal social networking sites.

Use of social networking sites

East Grinstead Hockey Club and England Hockey recognises the use of social networking sites to allow people to engage, connect and disseminate information virally to a network of individuals. Whilst these technologies provide exciting opportunities, if they are misused, they can have negative consequences. It is therefore important for anyone who has a position of trust over young people within hockey to give careful consideration to their use of social networking sites. The following is guidelines of what NOT TO DO when using social networking sites:

Use a personal social network profile to engage with young people in hockey. Accept friend or follower requests on your personal account if:
– You are in a position of trust in respect of that young person.
– You hold a position of trust in the club.
– Your contact with the young person is through the club and consent from the parent/guardian has not been given.
Post information that you don’t want everyone seeing.
Use social networking to abuse or criticise another club or association member.
Use inappropriate language or humour, or link to any unsuitable content.
Use photos of young people without gaining written consent from the player and parents/legal guardians.

Young players are rarely seen without a mobile device of some kind, which when used in the wrong way can bring unwanted attention and media exposure. Young people often feel pressurised into sending a sexting image or message believing it is what is expected of them. By creating and sending the image a young person is ‘producing and distributing child abuse images’ and risk being prosecuted (even if the image is taken and shared with their permission).

You have a duty to act in a way that will not bring you or the young person into question. If you receive inappropriate messages or images from our young people report it immediately to our Safeguarding or Welfare Officer, do not engage in reciprocal messaging as this may be misinterpreted.

Safeguarding and Protecting Young People in Hockey Policy

EGHC adopts England Hockey’s Safeguarding and Protecting Young People in Hockey Policy and works in accordance with the following statement:

Introduction
EGHC is committed to creating and maintaining a safe and positive environment for all young people involved in hockey. It accepts its responsibility to help safeguard the welfare of all young people and protect them from poor practice, abuse and bullying.

Every individual and organisation within the Hockey Family has a role and responsibility to help ensure the safety and welfare of young people. The Hockey Family is defined below.

EGHC as a provider of opportunities for young people in hockey accepts that we are required to fulfil our duty of care, which means that we must do everything that can be reasonably expected of us to help safeguard and protect young people from any reasonably foreseeable harm.

Definitions
Hockey Family — all individuals, clubs, associations and other organisations involved in any capacity in the game of hockey, and whether or not members of England Hockey. For the avoidance of doubt, this includes all players and anyone working within hockey (in a paid or voluntary capacity, and whether as an employee or on a self-employed or other work basis) including all coaches, umpires, referees and other officials.

Young People — anyone under the age of 18.

Obligations under this policy
Everyone within EGHC must act in accordance with:

The general principles set out in this policy; and the principles set out in the particular policies below, together with the supporting good practice document:

The recruitment of persons working with young people
The use of DBS checks in recruitment and employment
Anti-bullying
Taking and use of photographic and recorded images of young people;

Affiliation to England Hockey will evidence agreement of these obligations by the Club and membership of will evidence agreement by the Hockey Family.

EGHC has in addition, adopted and implemented our own: Safeguarding and Protecting Young People (or Child Protection) policy which complies with the general principles set out in this policy; and Everyone within EGHC must also:

Abide by England Hockey’s Code of Ethics, which specifies conduct in relation to the safeguarding of young people within hockey, among other issues
Follow England Hockey reporting procedures where there are concerns relating to the safety or welfare of young people.

For clarity, policies, procedures and good practice relating to the safeguarding of young people in hockey need to be applied both in relation to activities for young people specifically and where young people may be involved within the adult game. For example, where players or umpires under 18 years of age are incorporated into adult team hockey.

England Hockey’s role

As the national governing body, England Hockey will publicise and promote within hockey its Safeguarding Young People Policy, Procedures and Good Practice Guidance. It will also support its affiliated clubs and associations in adopting and implementing their own policies by producing template policies and procedures and through access to appropriate training and education opportunities.

England Hockey is committed to ensuring that concerns relating to the safety and welfare of young people in hockey are taken seriously and acted upon swiftly and appropriately. To achieve this, England Hockey has developed procedures for reporting concerns.

England Hockey recognises the roles and responsibilities of the statutory agencies in safeguarding young people and the responsibilities and expertise of the relevant agencies in determining whether young people have, or may have, been abused or otherwise harmed. England Hockey is committed to complying with the procedures of the Local Safeguarding Children Boards (LSCBs) [1]. Accordingly, England Hockey will work co-operatively with the relevant statutory agencies on matters relating to safeguarding young people and where England Hockey receives report of a concern, it will refer the matter to the relevant statutory agency where appropriate.

England Hockey is also committed to directly challenging conduct within hockey that is, or may be, harmful to young people. It may, therefore, instigate proceedings under its own Safeguarding and Protecting Young People Complaints and Disciplinary Regulations where concerns or complaints are raised (by sources internal or external to hockey) relating to the safety and welfare of young people. England Hockey will take action against any person or organisation within its jurisdiction whose conduct is found to have harmed a young person in hockey or whose conduct (within or outside hockey) poses or may pose a risk of harm to young people in hockey. England Hockey may also refer matters back to a club for resolution at club level where appropriate.

EGHC will follow England Hockey’s Reporting Procedures and will make all their members aware that they are subject to the above Regulations if there is a breach of the Policy.

General safeguarding and protecting young people principles

The safety and welfare of young people is paramount.
All young people, regardless of age, ability, sex, race, religion or belief, ethnic origin, social status or sexual orientation have the right to be protected from harm.
The rights, dignity and worth of all young people should always be respected.
EGHC wishes to promote a telling culture. Everyone within hockey must therefore report all concerns in accordance with England Hockey’s reporting procedures.
It is the responsibility of child protection experts to determine whether or not abuse has taken place, but it is everyone in hockey’s responsibility to report concerns.
The roles and responsibilities of the statutory agencies in safeguarding young people must be recognised and the procedures of the Local Safeguarding Children Boards must be complied with.
Any policy or procedure is only as effective as the ability and skill of those who operate it.
EGHC is committed to encouraging, and everyone within hockey must recognise and regard as essential, the effective and safe recruitment of all individuals working with young people in hockey.
All those working in hockey, in a paid or voluntary capacity, must abide by England Hockey’s Code of Ethics.

Guidance and legislation

The practices and procedures within this policy and documentation are based on the principles contained within UK and international legislation and Government guidance and have been designed to complement Local Safeguarding Children Boards procedures and take the following into consideration:

The Children Acts 1989 and 2004
The Protection of Children Act 1999
The Police Act 1997
The Rehabilitation of Offenders Act 1974
Criminal Justices and Court Services Act 2000
The UN Convention on the Rights of the Child
Human Rights Act 1998
The Data Protection Act 1998
“Caring for the young and vulnerable” Home Office guidance for preventing the abuse of trust 1999
“What to do if you are Worried a Child is being Abused” DOH 2006
“Working Together to Safeguard Children” 2006, HM Government
The Safeguarding Vulnerable Groups Act 2006

[1] Local Safeguarding Children Boards (LSCBs) are the key statutory mechanism for agreeing how the relevant organisations in each local area will co-operate to safeguard and promote the welfare of children in the locality. The core membership of LSCBs is set out in the Children Act 2004, and includes local authorities, health bodies, the police and others. The objective of LSCBs is to coordinate and to ensure the effectiveness of their member agencies in safeguarding and promoting the welfare of children. They also provide education and training opportunities at local level.

Download the PDF ↓ Back to all policies

Safeguarding & Welfare · Club policies

Download PDF ↓ Close ✕

EGHC Welfare Process

Published: Date TBC · 3-page PDF · East Grinstead Hockey Club

Step-by-step process for anyone at the club to follow when they have a concern about, or are told of, possible child abuse. welfare@eghockey.co.uk

If at any time you have concerns or are made aware on an incident please support East Grinstead Hockey Club by following the simple steps below.

Remember it is not your responsibility to decide to investigate if abuse has occurred. It is your responsibility to take action, however slight your concern.

Step 1

If a child shows signs of abuse or an incident is reported to a member of staff about abuse. Remember to be calm, reassure the child. Be honest, do not make promises you can’t keep. Keep questions to a minimum. Make notes so you can fill out the England Hockey Child Protection Investigation Report Form

Step 2

Determine if immediate treatment is necessary and if yes continue with Step 3: If “No” go to Step 7.

Step 3

Take child to hospital or call ambulance

Step 4

Inform Doctor of concerns – Doctor will take further action

Step 5

Ensure that the Club Welfare Officer is made aware of the Incident and with her support fill out the England Hockey Child Protection Incident Report Form and pass it to the England Hockey Child Welfare Officer

Step 6

Help authorities investigate
You will have the support of the Club Welfare Officer throughout the process

Step 7 (if immediate treatment is not necessary)

Inform the person in charge and/or the club Child Welfare Officer.

Step 8

With the support of the Club Welfare Officer fill in the England Hockey Child Protection Incident Report Form.

Step 9

The Club Welfare Officer will report the incident to the England Hockey Child Welfare Officer

Step 10

(If available) Area/Region Child Welfare Officer to contact Social Services, Police or NSPCC if not already informed
(If not available) Club Welfare Officer will contact Social Services, Police or NSPCC (0800 800 500)

Does the allegation involve a family member or carer?

If Yes – Do not inform the Parents/Carer without discussing with Social services or Police first
If No – Inform the parents/carer with the agreement of Social Services or Police

Step 11

At this point no further action is required.

The Club Welfare Officer will act as a focal point with England Hockey and will monitor the progress of the investigation into the incident until complete.

East Grinstead Hockey Club and all participants thank you for your support in this matter.

Download the PDF ↓ Back to all policies

Safeguarding & Welfare · Club policies

Download PDF ↓ Close ✕

EH Safeguarding Young People in Hockey

Published: 4 May 2021 · 21-page PDF · England Hockey

England Hockey's complaints and disciplinary regulations for investigating and sanctioning safeguarding concerns involving young people in hockey.

Introduction

England Hockey is committed to ensuring that young people are able to enjoy the sport of hockey free from harm, abuse and exploitation. As part of its commitment, England Hockey has published Safeguarding Young People in Hockey (“SYP”) Regulations which everyone within the Hockey Family must comply with. England Hockey will challenge conduct that does not comply with; the policies, the regulations and any behaviour that has or is likely to pose a risk of harm to children or young people in hockey.

These regulations set out a framework for England Hockey to investigate and decide upon such matters and the disciplinary actions that may be taken. These regulations were made by the Board of England Hockey under the Articles of Association on 4 May 2021 and take effect from that date. Where any conflict arises with other regulations, rules or procedures relating to child protection/safeguarding young people and/or discipline, the regulations set out below will take precedence.

1. Definitions

1.1 ‘Appellant’ - the individual or organisation who has submitted a Notice of Appeal under 13 below.

1.2 ‘Board’ - the board of directors of England Hockey.

1.3 ‘CMG’ - Case Management Group - the Group appointed under 17 and 18 below.

1.4 ‘Charge’ - an allegation of grounds for disciplinary action under 5 below.

1.5 ‘Chair of CMG’- the individual who has been appointed as such by the Chief Executive or the Board.

1.6 ‘Hockey Family’ - all individuals, clubs, associations, and other organisations involved in any capacity in the game of hockey, whether or not members of England Hockey. For the avoidance of doubt, this includes all players and anyone working within hockey (in a paid or voluntary capacity, whether as an employee or on a self-employed or other work basis) including all coaches, umpires, and other officials.

1.7 ‘Interim Suspension’ - a suspension imposed under regulation 8 below pending the conclusion of relevant investigations and proceedings.

1.8 ‘Safeguarding Young People (SYP) Appeals Panel’ - a Panel appointed under 20 below.

1.9 ‘Safeguarding Young People (SYP) Disciplinary Panel’ - a Panel appointed under 19 below.

1.10 ‘Suspension’ a disciplinary sanction that may be made under these regulations by the CMG (under 11.1.2 below) or by the SYP Disciplinary or Appeals Panels (under 14.1 below).

1.11 ‘Young Person’ or ‘Young People’ – anyone under the age of 18.

2. Delegation

2.1 The powers of the Board to investigate and adjudicate upon complaints, and to impose suspensions or sanctions under these Regulations, shall extend to the CMG; the SYP Disciplinary Panel and the SYP Appeals Panel in accordance with these regulations. In addition, these same powers, as well as that of providing formal advice to England Hockey, shall extend to any independent investigator or organisation instructed by England Hockey to undertake an investigation in relation to any allegations that fall under these regulations.

3. Confidentiality

3.1 Disclosure and/or publication is provided for in these regulations or is in accordance with the law. In addition, where appropriate the outcome of these procedures will be shared with the Statutory Authorities and other relevant bodies. Such bodies will include but are not limited to the Police, Children’s Services, any national governing body or international governing body. Outside of these conditions all matters considered under these regulations, will, so far as practicable, be regarded as confidential and used only for the purposes of these regulations.

3.2 All persons considering complaints under these regulations will be expected to sign an appropriate confidentiality agreement, but in the absence of such there is reasonably held expectation that the persons hold a duty of confidentiality.

3.3 Disclosure of DBS information obtained under these regulations will be subject to the DBS Code of Practice. For the avoidance of doubt, the Lead Safeguarding Officer (LSO), CMG or such other Recipient of Disclosure Information on behalf of England Hockey may disclose DBS information obtained under these regulations to persons considering complaints under these regulations in the course of their duties.

3.4 All confidential information sharing will be done in accordance with all data protection legislation.

3.5 Where CMG considers it appropriate, they can seek external legal advice for any matters relating to these Regulations.

4. Jurisdiction

4.1 England Hockey has disciplinary jurisdiction under these regulations over the following:

4.1.1 all members of England Hockey and all employees, volunteers, workers, self-employed individuals and officers thereof;

4.1.2 all persons (including players, coaches, officials, umpires and officers) who are members of a club or other organisation which is a member of England Hockey;

4.1.3 all persons (including players, coaches, officials, umpires and officers) who take part in hockey in any capacity, directly or indirectly, under the jurisdiction of England Hockey or any club or other organisation which is a member of England Hockey;

4.1.4 all persons (including players, coaches, officials, umpires and officers) who have, whether by enjoying any form of licence, accreditation qualification, training or any other status from England Hockey, or otherwise, consented (expressly or impliedly) to be bound by these regulations;

4.1.5 all persons applying for a role within England Hockey’s jurisdiction;

4.1.6 all employees, volunteers, contractors, and officers of England Hockey.

4.2 Once an investigation has commenced under these safeguarding Regulations, even if an individual gives up their membership, jurisdiction will still exist;

4.3 If an individual was caught under jurisdiction as set out in 4.1.1 to 4.1.6 when the allegation being investigated occurred, but is no longer a member, England Hockey will still have jurisdiction over them under these Regulations.

4.4 All Members of England Hockey are required to ensure that all persons referred to at 4.1.1 to 4.1.6 above are expressly bound by, and that their attention is drawn to:

4.4.1 these Regulations;

4.4.2 England Hockey’s Safeguarding Young People Policy including England Hockey’s reporting procedures;

4.4.3 England Hockey’s Code of Ethics and Behaviour.

4.5 Should the person involved be an employee of England Hockey, the matter will be dealt with in parallel under the Disciplinary Procedures contained in the Employee Handbook.

5. Grounds for disciplinary action

5.1 It shall be a ground for disciplinary action to be taken under these regulations where an organisation/person over whom England Hockey has jurisdiction is considered to have:

5.1.1 harmed the safety and/or welfare of a young person or young people either in hockey, or under any other conditions outside of hockey;

5.1.2 carried out conduct (whether in hockey or not) which is deemed to pose actual or potential risk of harm to the safety and/or welfare of a young person or young people in hockey.

5.2 In reaching a decision as to whether there are grounds for disciplinary action in accordance with paragraph 5.1 above, account will be taken of any failure to comply with:

5.2.1 England Hockey’s Safeguarding Young People Policy including England Hockey’s reporting procedures;

5.2.2 England Hockey’s Code of Ethics and Behaviour.

5.3 Where a person:

5.3.1 has a criminal conviction or recorded caution, or warning for an offence against or concerning a young person or young people; this would include a juvenile caution or warning; or

5.3.2 is included on any statutory list barring, or restricting, their working with young people;

5.3.3 has a conviction for a serious offence which could or would indicate a risk to a young person (for example: murder, manslaughter or rape) the conviction or inclusion on a list shall be conclusive proof of grounds for disciplinary action.

6. Complaints and allegations

6.1 A complaint, allegation or matter relating to the safety and/or welfare of a young person or young people in hockey may be made to, or drawn to the attention of, England Hockey by any person or organisation within or outside the Hockey Family and under any circumstances.

7. Action following receipt of a complaint or allegation

7.1 Upon receipt of, or upon becoming aware of, a complaint, allegation or matter under 6.1, England Hockey’s LSO shall decide (in consultation with the CMG if they consider appropriate), whether to:

7.1.1 refer the matter to the relevant statutory agency(ies) for further consideration (and/or to review the matter following consideration by a relevant statutory agency). This may be done now or at any stage during the investigation; or

7.1.2 instigate an investigation under these regulations; or

7.1.3 refer the matter for resolution, or to be investigated at local level by a club, association or other organisation.

7.2 Where an individual has been charged with a criminal offence or is the subject of an investigation by the Police, Children’s Services or any other public or other investigatory authority, in respect of conduct which is or may be grounds for disciplinary action under paragraph 5 above, the CMG shall seek advice from the relevant agency as to whether or not England Hockey shall postpone consideration of the matter under these regulations pending the outcome of any such proceedings/investigation, and as to whether or not in the meantime, an interim suspension should be imposed under these regulations.

7.3 Where an investigation is commenced under 7.1.2 above, if CMG considers it appropriate, may cease or postpone the investigation pending consideration under 7.1.1 or 7.1.3.

7.4 It will be at the discretion of England Hockey whether or not to commence or proceed with an investigation under these regulations where the complainant does not consent to their identity being disclosed to the subject of the complaint.

7.5 It will be at the discretion of England Hockey whether or not to proceed with an investigation under these regulations where the complainant does not wish to pursue an allegation. England Hockey will under these circumstances give consideration to the wider issues of safeguarding in hockey.

8. Interim Suspension

8.1 In the circumstances set out at 7.1.1 or 7.1.2 above, England Hockey (with the assistance of CMG where necessary, or on the recommendation of the independent investigator) has the power to impose an immediate interim suspension if they consider by reference to the factors at 8.2 below, that it is appropriate to exclude an individual concerned from any involvement in hockey under the jurisdiction of England Hockey which might involve access to young people, until the conclusion of all proceedings/investigations mentioned at 7.2 above or under these regulations.

8.2 The factors to be taken into consideration are:

8.2.1 whether the safety and/or welfare of a young person(s) may be, at risk of harm;

8.2.2 whether an interim suspension is necessary to facilitate the conduct of any investigation or proceedings by England Hockey or any other authority or body, having regard in all cases to the need for any action to be proportionate.

8.3 England Hockey shall as soon as reasonably practicable, notify the individual concerned of the interim suspension.

8.4 An interim suspension shall be reviewed by England Hockey at appropriate regular intervals, taking into particular consideration the factors outlined at 8.2 above and whether the circumstances or facts surrounding a case justify the continuation of the interim suspension.

8.5 When an individual is under interim suspension, England Hockey shall bring and conclude any proceedings under these regulations as soon as reasonably practicable.

8.6 Any breach of an interim suspension shall constitute grounds for disciplinary action under these regulations.

8.7 The decision of CMG to impose an interim suspension can be appealed to the England Hockey Chief Executive whose decision will be considered to be final.

9. Investigation

9.1 England Hockey, whether instigating or continuing with an investigation under these regulations, shall make all (or any further) inquiries considered necessary to establish the facts and circumstances of complaint, allegation or matter.

9.2 England Hockey shall give the respondent concerned notification of the complaint, allegation or matter under investigation. It will be a matter for England Hockey to determine at this stage how much information is given, however it must be sufficient for the respondent to know the matter(s) under investigation.

9.3 The identity of the complainant(s), shall be made known to the respondent unless England Hockey determine that there are compelling reasons not to, or if the complainant had explicitly forbidden.

9.4 England Hockey’s inquiries may include, but are not limited to, contacting and obtaining information from the following:

9.4.1 the Police;

9.4.2 Children’s Services;

9.4.3 any other authority involved in the protection and welfare of young people;

9.4.4 any other person or party as deemed appropriate by England Hockey. Where it is considered necessary to obtain information from a young person, contact will be made on behalf of England Hockey by an appropriately trained Child Protection specialist, this will be via a parent / guardian where possible.

9.5. In carrying out its function, England Hockey shall have the power to require:

9.5.1 the attendance, upon reasonable notice, of any individual or representative of any organisation mentioned in 4.1 above, to answer and provide information;

9.5.2 the production, upon reasonable notice, by any individual or organisation mentioned in 4.1 above, of documents, information or other material in whatever form held;

9.5.3 where considered appropriate, that a respondent undertakes a DBS Enhanced with Barred Lists check;

9.5.4 where considered appropriate to make themselves available to attend a formal interview. They will be allowed to have legal representation (at their own expense) or a person attend in support who is not in any way connected with the case. 72 hours’ notice of the name and details of the accompanying person must be provided to England Hockey ahead of any formal interview;

9.5.5 if the person is under the age of 18, they must attend with an appropriate adult which could be a parent or guardian;

9.5.6 all interviews will be audio recorded and copies will be provided to the individual(s) on request.

9.6 Where England Hockey requests the respondent, or such other individual or organisation mentioned at 9.5 above, to comply with a reasonable request or requirement as part of the investigation under these regulations, any failure to do so may amount to grounds for disciplinary action under these regulations.

9.7 At the conclusion of an investigation, England Hockey (with the assistance of CMG where necessary, or on the recommendation of any independent investigator) shall decide the appropriate course of action in accordance with regulation 10 below.

10. Decision

10.1 Upon conclusion of an investigation, England Hockey shall decide:

10.1.1 if satisfied that the investigation has established that there is no case to answer, the case shall be dismissed; or

10.1.2 if the respondent partly or wholly admits the complaint, allegation or matter and England Hockey is satisfied that there are grounds for disciplinary action as defined at 5 above and that it is a ‘Summary Offence’ (as defined at 11.1), then the Summary Procedure shall be invoked (see regulation 11); or

10.1.3 if the respondent does not admit the complaint, allegation or matter; or where the respondent admits the complaint or allegation and EH considers there are grounds for disciplinary action but is not satisfied that the case is appropriate for the Summary Procedure, then the SYP Disciplinary Procedure shall be invoked (see regulation 12 below); or

10.1.4 where the matter falls outside of the scope of the regulations, England Hockey may refer the matter under the England Hockey Disrepute Complaints Regulations to be considered; or

10.1.5 where the matter falls outside of the scope of the regulations, England Hockey may refer to any other governing body, authority or organisation which would be better placed to deal with the complaint.

10.2 Prior to reaching a decision under 10.1, England Hockey may direct that further inquiries be undertaken.

10.3 Where England Hockey considers it appropriate, they can seek external legal advice for any matters relating to these Regulations.

11. Summary Procedures

11.1 A Summary Offence is one where England Hockey believes that the appropriate disciplinary order should be no more than:

11.1.1 a warning; and/or

11.1.2 an order specifying certain training to be undertaken; and/or

11.1.3 an order requiring an individual to be monitored in specific matters; and/or

11.1.4 a suspension for a period not exceeding 28 days; and/or

11.1.5 a Risk Assessment be undertaken (at the individuals’ expense);

11.1.6 that no sanction should be imposed;

11.1.7 any others sanction or conditions which are felt necessary by England Hockey.

11.2 Upon a decision by England Hockey under 10.1 they shall send written notice to the respondent concerned:

11.2.1 informing them of the decision;

11.2.2 If 10.1.2 applies, confirming the charge formally, setting out a summary of the supporting facts and evidence.

11.3 When an individual against whom a charge is made was under the age of 18 years when the alleged matter occurred, correspondence will, if reasonably possible, be addressed to the individual in question and their parents or guardian or an appropriate adult.

11.4 England Hockey shall as soon as reasonably practicable notify the respondent of the decision and the disciplinary order, and shall otherwise publish the matter in accordance with 15 below.

11.5 The respondent must have signed to confirm that they will comply with the disciplinary order, failure to do so will immediately involve regulation 12.

11.6 If under 18 then their parent / guardian or an appropriate adult should countersign to confirm compliance with the sanction and that they have been read and fully explained to the young person concerned.

11.7 Failure to comply with and complete the sanction will amount to a breach of these Disciplinary procedures.

11.8 There shall be no right of appeal against the decision and/or sanction under the Summary Procedure.

12. Safeguarding Young People (SYP) Full Disciplinary Procedure Notification

12.1 Upon a decision by England Hockey at 10.1.3 above, or if the respondent does not consent to the summary procedure being followed, England Hockey shall send written notice to the respondent:

12.1.1 informing them that the matter will be dealt with under the SYP Full Disciplinary Procedure;

12.1.2 confirming the charge formally, setting out a summary of the supporting facts and evidence; and

12.1.3 enclosing the evidence in support of the charge, or if not available at that time when the evidence will be submitted;

12.1.4 requiring their written response to the charge within 15 days.

12.2. When a respondent is under the age of 18 years when the matter alleged occurred, correspondence will, if reasonably possible, be addressed to the individual and will also be copied to their parent or guardian or appropriate adult. The parent or guardian or appropriate adult may respond on the respondent’s behalf.

Pre-hearing procedures
12.3 Once the reply to the charge has been received, or if no reply is received within the prescribed period under 12.1.4 above, the matter shall be referred to the Chair of the SYP Disciplinary Pool who will appoint Panel members to hear the matter (in accordance with regulation 20.1 and 20.2 below).

12.4 The respondent shall be given at least 30 days’ written notice of the date, place and time of the hearing. All hearings will be conducted remotely by secure video link. Should there be exceptional circumstances or following a request for an in-person oral hearing, consideration to such a request will be given by the SYP Disciplinary Panel and notification to the parties be given as soon as practicably possible.

12.5 At least 15 days before the hearing the respondent must provide details of any witnesses and/or supply evidence that they intend to bring before the SYP Disciplinary Panel. If without good reason such evidence is not furnished to England Hockey at least 15 days before the hearing, the respondent will not be permitted to rely upon that evidence at the hearing without permission from the Chair of the SYP Disciplinary Panel.

Presenting the case
12.6 England Hockey or their appointed representative (legal or otherwise) will present the case to the SYP Disciplinary Panel.

12.7 The Chair of the Panel reserves the right to call the respondent and England Hockey to a prehearing meeting (phone, video or in person) should any matters require a determination and action prior to the hearing.

Representation
12.8 The respondent, appearing before the SYP Disciplinary Panel, shall have the right to be represented by a legal or other representative of their choice at their own expense.

12.9 In addition, if a charge against a respondent under 18 years of age results in a hearing, the parents or guardian or appropriate adult shall also be entitled to be present in support and may make additional representations as the Chair of the panel thinks fit.

Hearing procedures
12.10 The SYP Disciplinary Panel shall have the power to regulate its own procedures. Subject to that power, the hearing shall generally be conducted in accordance with the following regulations.

12.11 A breach of procedure under these regulations shall not invalidate the proceedings unless, in the opinion of the SYP Disciplinary Panel, such breach seriously prejudices the position of the respondent.

Private Hearing
12.12 All proceedings of the SYP Disciplinary Panel shall take place in private. The public and press shall have no right of access. The SYP Disciplinary Panel shall not issue any press statement or conduct any press conferences. All press/media announcements in relation to any decision of the SYP Disciplinary Panel shall be approved by an Executive Director of England Hockey.

Proof and Evidence
12.13 The burden of proving the charge, on the balance of probability, rests with England Hockey.

12.14 The SYP Disciplinary Panel shall not be obliged to follow strict rules of evidence and may admit evidence as it sees fit and accord such weight to the evidence as it thinks appropriate in all the circumstances.

12.15 Where the evidence for the charge relates to:

12.15.1 a criminal conviction or caution falling within 5.3 above, or

12.15.2 a previous finding of guilt in any other judicial or quasi-judicial proceedings, including that of another sports national governing body or statutory agency proceedings related to the welfare of children, it shall be presumed that the respondent was guilty of the offence for which they were convicted or cautioned, or of the charge for which they were found guilty, and/or that the facts and matters upon which the conviction/caution/finding of guilt was made were correct.

12.16 A previous finding of fact under Clauses 12.15.1 and/or 12.15.2 shall be conclusive proof that the individual does pose a risk to young people and the charge is proven.

12.17 Anyone under the age of 18 years when the allegation/incident occurred is not required to attend a hearing before the SYP Disciplinary Panel to give evidence in person. A young person’s statement may be read to the SYP Disciplinary Panel to constitute their evidence.

12.18 No witnesses (whether they have given evidence or not) will be allowed to sit in on the hearing, other than where express permission has been given by the SYP Disciplinary Chair.

12.19 The SYP Disciplinary Panel may at its discretion consider anonymous evidence provided the limitation of such evidence is taken into account by the Panel.

Adjournment
12.20 The SYP Disciplinary Panel may, on request or on its own volition, adjourn the proceedings, whether prior to a scheduled hearing date or during the hearing, if it considers it just to do so.

The absence of the respondent charged
12.21 If, at the hearing, the respondent is not present or represented, the SYP Disciplinary Panel may proceed to hear the matter in their absence if satisfied that, following receipt of notification of the matter under 9.2 above, all reasonable steps have been taken to give notice of the hearing to the respondent.

Order of proceedings
12.22 The order of proceedings, unless the Chair otherwise directs, shall be as follows:

12.22.1 Submissions by England Hockey.

12.22.2 Hearing of witnesses called by England Hockey, followed by cross-examination, provided that if a young person is called by England Hockey, (subject to 12.15) they may only be cross examined on behalf of the respondent charged, by a suitably qualified person or qualified solicitor or barrister. If the respondent charged is not legally represented, the SYP Disciplinary Panel will, at their sole discretion, ask questions relevant to the issues in the case, requested by the respondent charged.

12.22.3 Submissions by the respondent.

12.22.4 Hearing of any witnesses called by the respondent, followed by their cross examination by England Hockey.

12.22.5 Closing submissions by England Hockey.

12.22.6 Closing submissions by the respondent.

12.22.7 Members of the SYP Disciplinary Panel may themselves at any time question witnesses, parties or their representatives.

12.22.8 The SYP Disciplinary Panel shall then retire to consider in private whether it finds the charge proved and shall return to announce its decision.

Order of proceedings following a finding that the charge is proven
12.23 If the SYP Disciplinary Panel finds the charge proved, it shall seek recommendations as to the appropriate sanction from England Hockey’s representative. For the avoidance of doubt, the SYP Disciplinary Panel is not, at this stage, required to provide a written report on finding the case proven.

12.24 The respondent against whom the charge has been found proved may make any mitigation to the SYP Disciplinary Panel. Once the SYP Disciplinary Panel have heard the mitigation, they shall then retire in private to consider the appropriate sanction.

Order of proceedings where charge is admitted
12.25 Where the respondent appearing before the SYP Disciplinary Panel admits the charge, England Hockey will outline the case and then the respondent admitting the charge shall make any mitigation to the SYP Disciplinary Panel either in person or in writing. Once the mitigation has been given, England Hockey shall then have the opportunity to present to the SYP Disciplinary Panel its recommendations for the appropriate sanction.

Risk assessment
12.26 The SYP Disciplinary Panel at their own direction may adjourn prior to reaching a decision on the appropriate sanction, after a finding, in order to obtain a risk assessment on the respondent.

12.27 The cost of any risk assessment will be borne by the respondent.

Decision on disciplinary sanctions
12.28 The SYP Disciplinary Panel may make any one or more disciplinary sanctions in accordance with regulation 14 below.

Notification of decision
12.29 The SYP Disciplinary Panel having decided on the disciplinary sanctions shall communicate its decision to the respondent either at the time of the hearing or as soon as reasonably practicable thereafter. In all cases the SYP Disciplinary Panel shall produce a summary of written reasons relating to its decision. This summary shall be conveyed to the respondent (and, where deemed appropriate by England Hockey, to the complainant) as soon as possible, and in all events within 14 working days of the date of notification of the decision.

12.30 England Hockey shall otherwise publish the matter in accordance with 15 below.

13. Appeals

Right of Appeal
13.1 A respondent may submit a Notice of Appeal with supporting evidence against a finding of guilt and/or disciplinary sanctions by the SYP Disciplinary Panel only on the following grounds:

13.1.1 that the SYP Disciplinary Panel misdirected itself in its conduct of the matter; or

13.1.2 that the SYP Disciplinary Panel’s finding was based on error of fact; or

13.1.3 that the SYP Disciplinary Panel exercised its discretion wrongly in reaching its decision.

13.2 England Hockey has a full right of appeal in the same terms as the respondent.

13.3 The burden of proving the appeal, on the balance of probability, lies with the appellant.

13.4 The appellant is responsible for fully preparing their case including preparing and providing the bundles and case files to all the relevant parties, and the Appeals Panel.

Notice of Appeal
13.5 The individual or organisation submitting a Notice of Appeal shall be known as the “Appellant” and shall have 30 days from the date of notification of the SYP Disciplinary Panel’s decision to submit the Notice of Appeal to England Hockey. The other party shall be known as the "Respondent".

13.6 The Notice of Appeal must contain a statement of the grounds upon which the appeal is brought, either 13.1.1 or 13.1.2 or 13.1.3 and the supporting facts and matters including the evidence upon which the Appellant intends to rely.

Appeals Panel
13.7 Having received the Notice of Appeal the Chair of the SYP Appeals Panel will consider whether the Notice of Appeal satisfies regulation 13.1 and if it does a SYP Appeals Panel shall be appointed to consider the matter in accordance with regulation 21 below.

13.8 If the Chair of the SYP Appeals Panel deems the grounds are not met the Appellant will be advised of this, setting out the reason(s) for rejecting the appeal.

Powers of the Appeals Panel
13.9 The SYP Appeals Panel will consider all of the documents and evidence submitted to the hearing before the SYP Disciplinary Panel and, subject to any explanation given pursuant to 13.5, shall receive fresh evidence and may, at its discretion, re-hear any witness called before the SYP Disciplinary Panel.

13.10 The SYP Appeals Panel may uphold vary or set aside the decision of the SYP Disciplinary Panel and may substitute any other finding or order (on such terms and conditions if any) as it considers appropriate in accordance with regulation 14 below.

Notification of hearing and exchange of information
13.11 Following the formation of a SYP Appeals Panel, the Appellant shall be given at least 30 days’ written notice of the date, time and place of the appeal hearing. In exceptional circumstances and if all parties agree, the hearing can take place via a secure video conference facility.

13.12 At least 15 days prior to the date of the hearing, the Appellant must submit, consistent with the grounds of appeal set out in 13.1;

13.12.1 any such fresh evidence that they wish to rely upon which must be directly related to the grounds for the appeal; and

13.12.2 the names and addresses of any witnesses whom they wish to call in person, and an outline of what each witness is expected to say.

13.12.3 the appellant is responsible for full case file preparation and circulation to England Hockey and SYP Appeals Panel

13.13 At least 7 days prior to the date of the hearing, the Respondent shall, if they intend to rely on fresh evidence or to seek the agreement of the SYP Appeals Panel to the rehearing of any witness called before the Disciplinary Panel, provide the Appellant with the fresh evidence which they wish to rely upon, together with the names and addresses of any witnesses which wishes to call in person and an outline of what each witness is expected to say.

13.14 Neither party shall without the consent of the other or the permission of the SYP Appeals Panel rely on any fresh evidence or call any witness.

13.15 The Chair of the Appeals Panel reserves the right to call the appellant and respondent to a prehearing meeting (phone, video or in person) should any matters require a determination and action prior to the hearing.

Presenting, or responding to, the appeal
13.16 England Hockey will appoint a representative (legal or otherwise) on their behalf to present, or respond to, the appeal.

Representation
13.17 The individual or organisation appealing or responding to an appeal, shall have the right to be represented before the SYP Appeals Panel by a representative (legal or otherwise) of their choice at their own expense.

13.18 If the individual concerned is under 18 years of age, the parent or guardian shall also be entitled to be present and make such representations as they think fit on the young person’s behalf.

Hearing procedures
13.19 The SYP Appeals Panel will consider whether the grounds for appeal set out in 13.1, 13.2 and/or 13.3 have been met and shall have the power to regulate its own procedures. Subject to that power, the hearing of an appeal shall generally be conducted in accordance with the following regulations.

13.20 A breach of procedure under these regulations shall not invalidate the proceedings unless, in the opinion of the SYP Appeals Panel, such breach seriously prejudices the position of the person or organisation appealing or responding to an appeal.

Private hearing
13.21 All proceedings of the SYP Appeals Panel shall take place in private. The public and press shall have no right of access. The SYP Appeals Panel shall not issue any press statement or conduct any press conferences. All press/media announcements in relation to any decision of the SYP Appeals Panel shall be approved by an Executive Director of England Hockey.

Adjournment
13.22 The SYP Appeals Panel may, on request or on its own volition, adjourn the appeals hearing if it considers it just to do so.

13.23 If, at the appeals hearing, the party appealing or responding is not present or represented, the SYP Appeals Panel may proceed to consider the matter in their absence if it is satisfied that all reasonable steps have been taken to give notice of the hearing to the party concerned.

Order of proceedings
13.24 The order of proceedings for the appeals hearing, unless the Chair otherwise directs, shall be as follows:

13.24.1 Submissions by the Appellant;

13.24.2 Hearing of any witnesses called by the Appellant, followed by cross examination (subject to the proviso at 12.18 above);

13.24.3 Submissions by the Respondent;

13.24.4 Hearing of any witnesses called by the Respondent, followed by cross examination (subject to the proviso at 12.18.above);

13.24.5 Closing submissions by the Appellant.

13.25 If the appeal is against the disciplinary order only, the procedure shall be as set out at 12.22 and 12.23 above.

13.26 The SYP Appeals Panel may adjourn for a risk assessment as set out at 12.26 and 12.27 above.

Decision of SYP Appeals Panel
13.28 The decision of the SYP Appeals Panel shall be notified to the parties concerned as soon as practicable after the conclusion of the hearing and may be published in accordance with 15 below.

13.29 The decision by the SYP Appeals Panel is final and shall be deemed to be the final decision of England Hockey.

14. Disciplinary Sanctions

14.1 If the SYP Disciplinary Panel or SYP Appeals Panel finds a charge to have been proved or admitted, it may make any one of, or a combination of, the following disciplinary sanctions and on such terms and conditions as it considers appropriate having regard to the nature and seriousness of the offence, the individual’s character, the individual’s/organisation’s past record and any other relevant circumstances (including the outcome of any risk assessment undertaken):

Individuals
14.1.1 a warning;

14.1.2 an order to undertake specified training;

14.1.3 an order requiring an individual to be monitored in specific matters;

14.1.4 a fine not exceeding £1,000;

14.1.5 suspension for a specific period of time from involvement in hockey in any capacity directly or indirectly under the jurisdiction of England Hockey which might involve access to young people;

14.1.6 permanent exclusion from involvement in hockey in any capacity directly or indirectly under the jurisdiction of England Hockey which might involve access to young people;

14.1.7 suspension for a specific period of time from involvement in hockey in any capacity directly or indirectly under the jurisdiction of England Hockey;

14.1.8 permanent exclusion from involvement in hockey in any capacity directly or indirectly under the jurisdiction of by England Hockey;

14.1.9 termination of England Hockey membership and/or any England Hockey licence or accreditation;

14.1.10 where the appropriate criteria are met, referral of the case to any statutory list barring or restricting work with children or young people;

14.1.11 a variation of the current sanctions, increase or decrease;

14.1.12 any other sanction considered appropriate.

Organisations
14.1.13 a warning;

14.1.14 a fine not exceeding £1,000;

14.1.15 a requirement to make specified changes or actions;

14.1.16 termination of England Hockey membership;

14.1.17 a variation of the current sanctions, increase or decrease;

14.1.18 any other sanction considered appropriate.

14.2 The SYP Appeals Panel may where it considers it appropriate when an appeal has been dismissed order the appellant to pay a sum in respect of the costs reasonably incurred by the other party in the proceedings (such sum not to exceed the maximum figure set by the Board from time to time);

14.3 Where the SYP Disciplinary Panel imposes any period of suspension, that period shall run from the date of the decision, notwithstanding that any Notice of Appeal is submitted;

14.4 In imposing or reviewing a suspension, the SYP Disciplinary Panel or SYP Appeals Panel shall take into account the length of suspension (whether interim or otherwise) served by the individual in deciding the appropriate period of any further suspension.

15. Publication of decisions

15.1 England Hockey may choose to publish interim suspensions (under 8 above) and disciplinary decisions and orders made under these regulations, (whether under the Summary Procedure or under the SYP Disciplinary Procedure) on a ‘need to know’ basis, in such form and manner, and to such extent, as it deems necessary for the purposes of enforcement of/compliance with such decisions and orders.

15.2 For the avoidance of doubt, in addition to providing notice to the parties concerned as provided for above in these regulations, England Hockey will, at its discretion, publish interim suspensions and disciplinary decisions and orders as follows:

15.2.1 to the Welfare Officer (or other relevant senior official) of any club, association or other organisation within the Hockey family through which the individual is known, or reasonably believed to have access to young people in hockey:

15.2.2 to the Welfare Officer (or other relevant senior official) of the County and Regional Association within whose district(s) the individual is known or reasonably believed to have access to young people in hockey;

15.2.3 to the Welfare Officer (or other relevant senior official) of any other organisation through which the individual is known or reasonably believed to have access to young people;

15.2.4 to any statutorily authorities that require notification;

15.2.5 as deemed necessary by the CMG for the protection and welfare of children.

15.3 England Hockey will also inform the complainant of an interim suspension and/or disciplinary decision and order where it is deemed appropriate.

16. Enforcement of Disciplinary Orders

16.1 Members of England Hockey must take all steps necessary to ensure compliance with any interim suspension (under 8 above) and any disciplinary order made under these regulations, whether ordered under the Summary Procedure or under the SYP Disciplinary Procedure.

16.2 If a Member of England Hockey fails to comply with its obligations under 16.1 above, such conduct shall be grounds for disciplinary action against the member, and or organisation under these regulations.

17. CMG

17.1 The CMG shall consist of between 3 and 5 people, at least one of whom shall be an independent member and include the Chair of the Group appointed by the CEO of England Hockey.

17.2 The functions of the CMG shall be to:

17.2.1 decide, in consultation (and where consulted by) action to be taken under 7 above following receipt of, or upon becoming aware of a complaint or allegation or matter relating to the safety and/or welfare of a young person or young people in hockey

17.2.2 issue and review Interim Suspensions under 8 above

17.2.3 decide whether the summary procedure should be invoked under 10 above and, if so, to apply the summary procedure (with the consent of the respondent concerned)

17.2.4 monitor and review progress on all cases and to identify any trends or actions which may require a review/revision of existing policies/procedures.

17.2.5 decide on the appropriate course of action following DBS disclosures.

17.3 CMG will meet as and when necessary, dependent on cases but not less than 6 times a year.

17.4 The quorum for all meetings of the CMG shall be three, of whom at least one shall be an independent panel member and at least one shall be an England Hockey panel member. For cases requiring immediate action, the Chair may consult with (or delegate authority in their absence) a minimum of one other member of the CMG with any decision ratified by the full CMG.

18. Safeguarding Young People Disciplinary Pool

18.1 The Safeguarding and Protecting Young People (“SYP”) Pool shall consist of between 3 and 15 people, including a Chair appointed by the Chief Executive.

18.2 The Safeguarding and Protecting Young People (“SYP”) Disciplinary Panel and the SYP Appeals Panel shall be drawn from the SYP Disciplinary Pool as provided at 19 and 20 below.

19. Safeguarding Young People Disciplinary Panel

19.1 The Safeguarding Young People (“SYP”) Disciplinary Panel shall consist of 3 people but where considered necessary a legal advisor can sit as an additional member and advisor to the Panel but has no voting power.

19.2 Where a matter is referred to the Chair of the SYP Disciplinary Pool under 12.3 above, the Chair shall appoint a SYP Disciplinary Panel consisting of 3 members of the SYP Disciplinary Pool.

19.3 The Chair of the SYP Disciplinary Pool may sit on the SYP Disciplinary Panel if they consider it appropriate, in which case they shall act as the Panel’s chair. In all other cases, the Chair of the SYP Disciplinary Pool shall appoint one of the 3 members of the SYP Disciplinary Panel to act as the Panel’s Chair.

19.4 No SYP Disciplinary Pool member may sit on a SYP Disciplinary Panel where they have had any prior involvement with the case or matter or has any material financial or other relevant interest in the outcome of the proceedings.

19.5 Decisions may be made by a majority of the members of the SYP Disciplinary Panel.

19.6 The function of the SYP Disciplinary Panel shall be to hear and decide upon disciplinary cases and, where appropriate, to make disciplinary orders as provided at paragraphs 12 and 14 above.

19.7 The SYP Disciplinary Panel shall meet as and when necessary, dependent on cases.

20. Safeguarding Young People Disciplinary Appeals Panel

20.1 Where an appeal is received under 13 above, a SYP Appeals Panel comprising 3 members shall be appointed by the Chief Executive of England Hockey as follows:

20.1.1 an independent lawyer (who shall Chair the SYP Appeals Panel); and

20.1.2 2 members of the SYP Disciplinary Pool.

20.2 No SYP Disciplinary Pool member may sit on an SYP Appeal Panel where they have had any prior involvement with the case or matter, or has any material financial or other significant relevant interest in the outcome of the proceedings.

20.3 Decisions may be made by a majority of the members of the SYP Appeals Panel.

20.4 The function of the SYP Appeals Panel is to consider and decide upon appeals submitted to it and, where appropriate, to make disciplinary orders, as provided at regulations 13 and 14 above.

21. Exclusion of liability

21.1 England Hockey shall not be liable to any respondent for any loss, or costs arising out of action taken under these regulations. This includes any form or suspensions of restriction.

22. Service of notices

22.1 Any notice or other documents required by these regulations to be given to a respondent who is the subject of an allegation or charge may be delivered either personally or by post (save that any notice required to be given under paragraphs 8.3, 9.2, 11.2, 11.6, 12.1, 12.5, 12.25, 13.8 and 13.23 shall, if sent by post, be sent by recorded delivery).

22.2 Where any such notice or any document is served by post or recorded delivery, it shall be sent to the last known address of the respondent concerned which is recorded by him/her/it with England Hockey or with a member of England Hockey or as notified by the police or social services to England Hockey, and (unless returned to England Hockey), it shall be deemed that wherever that address may be, to have been served on the second day following that on which it was posted unless at the place of receipt that latter day is a Sunday or a public holiday in which case service shall be deemed to have occurred on the first day thereafter which is not one of such exceptional days.

22.3 Service by email will be accepted as a means of notification.

Document control

Document Name — Safeguarding Young People in Hockey – Complaints and Disciplinary Regulations
Version — 1.0
Reviewed — 2020
Department — Finance and Operations
Next review — 2025

Download the PDF ↓ Back to all policies

Equality & Inclusion · Club policies

Download PDF ↓ Close ✕

England Hockey Equality Policy

Published: July 2014 · 6-page PDF · England Hockey

England Hockey's policy committing to equality of opportunity and setting out how discrimination, harassment and victimisation are prevented and handled.

1. Policy objectives

1.1 England Hockey (EH) is fully committed to the principles of equality of opportunity and is responsible for ensuring that no employees, job applicants, office holders, volunteers, consultants, members within its jurisdiction (together "Stakeholders") are unlawfully discriminated against because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including ethnic origin, nationality and colour), religion or belief, sex and sexual orientation (together the "Protected Characteristics").

1.2 EH aims to ensure that there will be open access to all those who wish to participate in any aspects of hockey activities and those Stakeholders are treated fairly, equally and with respect.

1.3 In addition EH recognises that we live in a diverse society and will endeavour to ensure that all Stakeholders are given the same opportunities regardless of their socio-economic backgrounds.

1.4 Internally, EH is fully committed to the elimination of unlawful and unfair discrimination and values the differences that a diverse workforce brings to the organisation. Equality will also be promoted as part of EH’s Behaviour and Values.

1.5 EH encourages other Stakeholders, including member clubs, affiliated associations, to adopt and/or demonstrate their commitment to the principles and practice of equality as set out in this Equality Policy.

1.6 The policy sits alongside all other EH policies and regulations including but not limited to the ‘Respect’ Code of Ethics and Behaviour and adherence will be managed through the “Respect” Code of Ethics and Behaviour.

2. Purpose of the policy

2.1. This Policy has been produced to try to address and prevent any unlawful discrimination or other unfair treatment, whether intentional or unintentional, direct or indirect, against Stakeholders that may preclude them from participating fully in any aspect of hockey.

2.2. Equality is about respecting people’ individuality. In doing so EH recognises that this Policy must provide flexibility in order to ensure a service, which is adaptive to individuals’ needs, thus enabling all in our society to participate without prejudice or unnecessary barriers.

3. Legal requirements

3.1. EH is required by law not to unlawfully discriminate against its Stakeholders and recognises its legal obligations under, and will abide by the requirements of, the Equality Act 2010, and any equivalent legislation (as amended) in any UK jurisdiction, Jersey, Guernsey or the Isle of Man and any later amendments to such legislation or subsequent equality related legislation that may be relevant to EH.

3.2. EH will seek advice each time this Policy is reviewed to ensure it continues to reflect the current legal framework and good practice.

4. Discrimination, harassment and victimisation

4.1 EH recognises the following as being unacceptable:

4.1.1 Unlawful discrimination which can take the following forms:

Direct Discrimination: treating someone less favourably than you would treat others because of a Protected Characteristic.
Indirect Discrimination: applying a provision, criterion or practice which, on the face of it, applies equally to all but which, in practice can disadvantage individuals with a particular Protected Characteristic. Such requirements or conditions are lawful only if they can be objectively justified.

4.1.2 Harassment: engaging in unwanted conduct relating to a relevant Protected Characteristic or unwanted conduct of a sexual nature where the conduct has the purpose or effect of violating the recipient's dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for the recipient, or any other individual affected by such conduct. EH is committed to ensuring that its Stakeholders are able to conduct their activities free from harassment.

4.1.3 Bullying: the misuse of power or position to criticise persistently or to humiliate and undermine an individual's confidence.

4.1.4 Victimisation: subjecting someone to a detriment because he or she has in good faith taken action under the Equality Act 2010 (or equivalent legislation) by bringing proceedings, giving evidence or information in relation to proceedings, making an allegation that a person has contravened the Equality Act 2010 (or equivalent legislation) or doing any other thing for the purpose of or in connection with the Equality Act 2010 (or any equivalent legislation).

4.1.5 EH regards discrimination, harassment, bullying or victimisation, as described above, as serious misconduct. All complaints against Stakeholders will be taken seriously and appropriate measures, which may including disciplinary action being brought against any Stakeholder who unlawfully discriminates against, harasses, bullies or victimises any other person.

5. Reasonable adjustments

5.1. When any decision regarding reasonable adjustments is made about an individual, the only personal characteristics that may be taken into account are those that are consistent with any relevant legislation and are relevant to the substance of the decision being made.

5.2. EH recognises that it has a duty to make reasonable adjustments for disabled persons. EH will consider all requests for adjustments and where possible will accommodate reasonable requests and will work with disabled Stakeholders to implement any adjustments that will enable them to participate more fully in hockey related activities. In addition, when acting as a service provider, EH has an obligation to think ahead and address any barriers that may impede disabled people from accessing its services.

6. Transgender athletes

EH considers that hockey is a gender affected sport under the Equality Act 2010 and refers any transgender athletes to its policy relating to participation by transgender persons.

7. Responsibility, implementation and communication

7.1. The following responsibilities will apply:

7.1.1. The Board of EH is responsible for ensuring that this Equality Policy is implemented, followed and reviewed when appropriate. The EH board is also responsible for ensuring that this Equality Policy is enforced and any breaches are dealt with appropriately. The Chief Executive has the overall responsibility for the implementation of the Equality Policy although this will be managed by the Finance and Administration Director.

7.1.2. A member of the Board will be appointed as the "Equality Champion" and will ensure that equality is included as an agenda item at Board meetings when appropriate and that the Board takes equality issues into consideration when making decisions.

7.1.4. The Ethics and Compliance Manager, reporting to the Finance and Administration Director, will have the overall day-to-day responsibility for the implementation of this Equality Policy and for achieving any equality related actions resulting from it. The Ethics and Compliance Manager’s work programme will reflect this. If required, an internal and/or external equality group will be created to provide additional support.

7.1.5. All Stakeholders have responsibilities to respect, follow and promote the spirit and intentions of this Equality Policy. Individual work programmes for EH employees will be amended to include equality related tasks where appropriate.

7.2. This Equality Policy will be implemented as follows:

7.2.1. EH will regularly review its employment practices to ensure continuing compliance with relevant legislation, and where possible good practice. All job packs sent out by EH will contain a statement regarding equal opportunities.

7.2.2. No applicant for any post (including job applicants, consultant advisers and suppliers) will be placed at a disadvantage by requirements or conditions which are not necessary to the performance of the job or which constitute unlawful discrimination.

7.2.3. All Stakeholders will be required to adhere to this policy. Partner organisations to EH will be required to abide by the principles of this Equality Policy and it will be referred to in any service level agreements or contracts issued by EH.

7.3. This Equality Policy will be communicated in the following ways:

7.3.1. The Policy will be included in any employee handbook (or equivalent paper or electronic document). Reference will be made to this Equality Policy in any ‘Respect’ Code of Ethics and Behaviour.

7.3.2. The Policy will be highlighted in all staff and volunteer inductions carried out by EH;

7.3.3. A copy of this Equality Policy will be publicly available on the EH website and copies in other formats will also be available from EH Head Office. All Stakeholders will be made aware of the Policy and will be responsible for disseminating to their members when they join;

7.3.4. EH will promote continuing professional development for all employees and volunteers to support equal opportunities within the organisation and, where appropriate, provide specialist facilities, adapted conditions, equipment or training.

8. Commitment to action

8.1. EH will review, maintain and monitor an Equality Action Plan to ensure the objectives of this Equality policy are consistently delivered throughout all areas of the organisation.

8.2. EH recognises that, in some cases, to further the principle of equality, an unequal distribution of resource is required. If appropriate, and proportionate, EH may take positive action or introduce special measures to assist any group with a Protected Characteristic which is currently underrepresented within any group of Stakeholders.

8.3. EH is committed to providing appropriate training opportunities as detailed within the Equality Action Plan.

9. Monitoring and evaluation

9.1. This policy will be reviewed every three years, unless any proposal to the Board, or legislation change, requires an interim review and/or amendment.

9.2. This Equality Policy will remain in force until it is amended, replaced or withdrawn.

9.3. The Equality Action Plan, created to ensure the objectives of this Equality Policy are delivered, will be reviewed by the Finance and Administration Director and the Ethics and Compliance Manager regularly, but in any event not less than once every 12 months.

9.4. On an annual basis, statistical and, if appropriate qualitative, information will be collected and a report will be produced by the Finance and Administration Director for the Board. Once approved by the Board the report will be published internally and externally (with due regard the sensitivity of the information), to show the impact of this Equality Policy, implementation of the Equality Action Plan and progress towards achieving the Equality Standards.

10. Disciplinary and grievance procedures

10.1. To safeguard individual rights under this Equality Policy, any Stakeholder who believes they have suffered inequitable treatment within the scope of this Equality Policy may raise the matter through the appropriate procedure, either the employee Grievance Procedure or the Disrepute Regulations as part of the ‘Respect’ Code of Ethics and Behaviour.

10.2. Appropriate disciplinary action will be taken against any EH Stakeholder who violates this Equality Policy under the employee Disciplinary Procedure or the EH Disrepute Regulations as part of the ‘Respect’ Code of Ethics and Behaviour.

10.3. An individual raising an employee grievance will not be penalised for doing so unless it is untrue and not made in good faith.

10.4. As with all disciplinary and grievance procedures, the final point of appeal relating to this policy is the Board appeals committee.

Other EH policies and procedures

For staff (as part of the staff handbook)

Disciplinary Procedure
Grievance Procedure
Personal Harassment Procedure

For members (available from EH website and on request)

‘Respect’ Code of Ethics and Behaviour including associated Disrepute Regulations
Transgender Policy
Pregnancy Policy

Definitions

Within this policy and all future terminology EH will use the following definitions:

Equality in sport is about fairness, equality of access, recognising inequalities and taking steps to address them. It is about evolving the culture and structure of hockey to ensure that it becomes equally accessible to all members of society, whatever their age, gender, ability, race, religion/belief, ethnic origin, colour, nationality, social status or sexual orientation.
Sports Equality is about an individual’s and organisation’s responsibility to challenge discriminatory practice and promote inclusion
Equal Opportunities is the policy of treating employees and others without discrimination relating to the Protected Characteristic
Equality of Opportunity is about treating individuals equally, which is not necessarily the same as treating them the same. In some cases the need for equality may require unequal effort to ensure the principle is achieved.

The Equality Standards are owned by the 5 Sports Councils through the Sports Councils Equality Group (SCEG)

Download the PDF ↓ Back to all policies

Safeguarding & Welfare · Club policies

Download PDF ↓ Close ✕

England Hockey Reporting Procedures

Published: Date TBC · 9-page PDF · England Hockey

England Hockey guidance on responding to and reporting safeguarding concerns about young people, including whistleblowing, confidentiality and key contacts. The Government’s “Every Child Matters: Change for Children” strategy is supported by legislation, plans and guidance entitled ‘Working Together to Safeguard Children’, which sets out how individuals and organisations should work together to safeguard and promote the welfare of children.

England Hockey has developed policies, procedures and systems to manage concerns or allegations of poor practice and abuse against young people. England Hockey will always work in accordance with procedures as set out in the above guidance.

It is not the club’s responsibility to decide if a child is being abused or poor practice has occurred. Any concerns or allegations will be managed by England Hockey, with the club’s cooperation and assistance. However, all adults working within hockey have a duty of care to be vigilant and respond appropriately to suspicions of poor practice, abuse or bullying. It is your responsibility to report your concerns.

This section is divided into two parts:

Responding to concerns: If a young person or adult has concerns, it is important that they are able to report them to someone at the club. It is therefore important that the club know how to respond, and who will do this.
Taking appropriate action: Once a concern has been reported, it is important that appropriate action is taken. It will not be the club’s responsibility to decide if action needs to be taken, unless a child is at immediate risk of harm. It is, however, the club’s responsibility to report the concerns appropriately in accordance with England Hockey’s policies, procedures and systems.

Responding to concerns

There are a number of reasons a person might need to report a concern:

in response to something a young person has said to you – a disclosure
in response to signs or suspicions of abuse
in response to allegations made against a member of staff or a volunteer
in response to allegations made about a parent, carer or someone not working within the sport
in response to bullying
in response to a breach of the Code of Ethics and Behaviour*
observation of inappropriate behaviour
in response to anything which makes a young person uncomfortable based on inappropriate behaviour of an adult or changes in behaviour of a young person
in response to behaviour being contrary to England Hockey’s Safeguarding and Protecting Young People in Hockey Policy (pages 6–7) and procedures (Section 2).

It is important to note that even if an incident occurs outside the hockey environment, it should still be reported to England Hockey if the adult or young person concerned is involved in hockey. This is in accordance with standard practice in sport.

* Document available online at www.englandhockey.co.uk/safe

Always:

stay calm
reassure the person reporting their concerns that they have done the right thing in telling you
keep an open mind
listen carefully to what is said and take them seriously
find an appropriate early opportunity to explain that it is likely that the information will need to be shared with others – do not promise to keep secrets
ask questions for clarification only, and at all times avoid asking questions that suggest a particular answer. To help you to do this, try to ask questions starting with what, how, where, when, who
tell them what you will do next and with whom the information will be shared
report the incident to the your Club Welfare Officer or England Hockey Lead Child Welfare Officer
record in writing what was said using the young person’s own words as soon as possible, using the England Hockey Safeguarding Referral Form (Template 11).

Never:

panic
make promises you cannot keep
make a young person repeat the information unnecessarily
delay in reporting to your Welfare Officer or England Hockey Lead Child Welfare Officer
make assumptions
approach the alleged abuser
take sole responsibility

It is acknowledged that taking appropriate action is never easy. The discovery that a member of a club or colleague may be acting inappropriately, bullying or abusing a child, will raise concerns and emotional feelings both for the person receiving the concern, and amongst other colleagues.

These emotions may evolve around feelings of:

doubt: Is it true?
guilt: Should I have known? Did I miss something? Did I have any suspicions? Should I have said something?
fear: Will others or I be suspected? What actions should be taken?
confusion: What will happen? What will be the effect?
concerns: What can I do to support all those people who may need support? How will it affect further relationships or contact with children? Are there systems in place to expose future situations?

These are natural responses, but remember that the safety and welfare of young people is paramount.

Remember:

it is not the club’s responsibility to decide if a child is being abused or poor practice has occurred
any concerns or allegations will be managed by England Hockey, with the club’s cooperation and assistance
it is your responsibility to report your concerns, not act on them
speak to your Club Welfare Officer or England Hockey Lead Child Welfare Officer who will: support you; listen to you; take all concerns seriously; believe you; act immediately within hockey’s policies, procedures and systems

Taking appropriate action

England Hockey has clear procedures for reporting concerns. It is important that you follow the procedure detailed and fulfill YOUR role in the process. It is not your responsibility to decide if a situation is poor practice, abuse or bullying, but it is your responsibility to report your concerns.

How do you report the concerns?
The diagrams on pages 22 and 23 illustrate the reporting process depending on whether the concerns are from within or outside the hockey environment.

It is important that information regarding the concerns is recorded properly and promptly. To assist with this process, England Hockey has developed a Safeguarding Referral Form which outlines the information that is required. See Template 11.

As soon as possible after concerns have been reported to you, complete the Safeguarding Referral Form and contact your Club Welfare Officer. In their absence, contact England Hockey’s Lead Child Welfare Officer on 0870 126 2308 or e-mail childwelfare@englandhockey.org

Who do you report the concerns to?
If the England Hockey Lead Child Welfare Officer is not available, and a child is at immediate risk or in danger, you must avoid delay and seek advice from your local authority Children Social Care Department (previously Social Services) or the Police.

You should report to the Local Authority Children’s Social Care Department (Social Services) or Police in the area that the child lives.

As soon as possible, inform England Hockey’s Lead Child Welfare Officer and explain the action taken to date.

For other situations, where a child is not at immediate risk or danger:

Working in an affiliated club:

you must report your concerns or any information received to the Club Welfare Officer, who will refer the matter to England Hockey Lead Child Welfare Officer.

Working in a school:

you must inform the designated teacher, who will follow their reporting procedures. Also advise England Hockey’s Lead Child Welfare Officer for their information
England Hockey and the school will work to safeguarding protocol and procedures that have been developed through the PE and School Sport (PESSCL) programme in such instances

If your concern is regarding the Welfare Officer, report directly to the England Hockey Lead Child Welfare Officer.

What happens next?
Statutory Agencies will follow procedures under The Children Acts 1989 & 2004, and Government Guidance “Every Child Matters: Change for Children” and “Working Together to Safeguard Children”.

Where a concern is reported to England Hockey and further action is required, England Hockey’s Lead Child Welfare Officer and England Hockey’s Case Management Group will follow the Safeguarding and Protecting Young People Complaints and Disciplinary Regulations. These are available on request from England Hockey and online at www.englandhockey.co.uk/safe.

At all times England Hockey will support and communicate with the Club Welfare Officer where required in the management of the situation.

In some circumstances it may be most appropriate for the matter to be handled at local level e.g. on matters relating to minor poor practice or bullying. If this is appropriate, suitable guidance will be given by the England Hockey Lead Child Welfare Officer.

References:

HM Government 2006: Working Together to Safeguard Children www.everychildmatters.gov.uk
“What to do if you’re worried a child is being abused” Department of Health, 2003 www.doh.gov.uk/safeguardingchildren

Reporting concerns of possible abuse WITHIN the hockey environment

What to do if you are concerned about the behaviour of any member, volunteer or staff of England Hockey.

If you are concerned about the behaviour of an adult in hockey towards a young person.
Does the young person require immediate medical attention? YES – call an ambulance and inform the doctor that there is a child protection concern. NO – go to the next step.
Report concerns to the Welfare Officer who will complete an EH safeguarding referral form and send to the EH Lead Child Welfare Officer.
Initial assessment by EH Lead Child Welfare Officer, to include potential referral to statutory agencies (or the matter is referred back to the Welfare Officer with guidance).
Information presented to the Case Management Group. Decision taken by them on appropriate course of action.
Outcome: No case to answer; Possible abuse – referral to statutory agencies, possible internal investigation in partnership with agencies; or Possible poor practice – internal investigation.
Discipline.
Appeal.

Potential outcomes

There are a number of potential outcomes from this process, this list is not exhaustive:

no further action taken/no case to answer
training, retraining or mentoring recommended
warning
fine
conditions applied to further involvement in hockey
temporary suspension
permanent suspension
investigation/criminal prosecution
possible EH investigation depending on outcome of statutory agencies’ investigation
referral to statutory lists barring, or restricting, work with young people
referred back to club/organisation with advice on process to be followed.

It is natural to be concerned about the potential implications of reporting concerns. These are natural responses, but remember that the safety and welfare of young people is paramount. Reported concerns will be dealt with professionally and confidentially.

All processes and procedures are conducted in accordance with England Hockey’s Safeguarding and Protecting Young People Complaints and Disciplinary Regulations.

Reporting concerns of possible abuse OUTSIDE the hockey environment

What to do if you are concerned that a young person is being abused outside the hockey environment (but that concern is identified through that young person’s involvement in hockey).

If you are concerned that a young person could be being abused outside the hockey environment.
If the young person requires immediate medical attention, call an ambulance and inform the doctor there is a child welfare concern.
Report your concerns to the Welfare Officer or EH Lead Child Welfare Officer who will refer the matter to the Local Authority (LA) Children’s Social Care Department (previously Social Services) or the Police without delay. Make a record of anything the child has said or what you have seen, if possible with dates and times.
If the Welfare Officer/EH Lead Child Welfare Officer is not available, refer the matter to LA Children’s Social Care Department (Social Services) or Police without delay.
Take advice from LA Children’s Social Care Dept (Social Services) or the Police whether it is appropriate to discuss the matter with parents.
Complete an EH safeguarding referral form, copy it to the relevant external agency and the EH Lead Child Welfare Officer.

Confidentiality

Every effort must be made to ensure that confidentiality is maintained when an allegation has been made and is being investigated.
Only tell individuals who need to know and can help to manage the concern.

Confidentiality is essential and if maintained will ensure:

the safety of the young person involved
that action is taken to protect the young person
that individuals involved in any complaint are protected from gossip and assumptions
that individuals who have a complaint against them receive fair treatment, without prejudice or pre-judgment
that all policies, procedures and systems can work to manage any situation quickly, professionally and effectively.

Impact if confidentiality is breached
If confidentiality is breached the following can happen:

the child is put in danger either by: further inappropriate action of any adult involved; other individuals who hear about any concern through rumours; through lack of action
any investigation by either England Hockey or the statutory agencies may be invalidated by misinformation or rumours
individuals with a complaint against them may be victims of inappropriate behaviour from club members
the policies, procedures and systems in place will not support or uphold any complaint or concern

Whistleblowing policy

If there is a concern with regard to the behaviour of an adult towards a young person, it is important that you share your concerns with the England Hockey Lead Child Welfare Officer.

All information received and discussed will be treated in confidence and only shared with those individuals within England Hockey who will be able to manage and resolve the situation. On occasion it may be necessary to seek advice, or inform the statutory agencies e.g. Social Services or the Police. All concerns will be taken seriously and managed according to the England Hockey Safeguarding Young People Policies and Procedures.

General principles
Players, coaches, officials or parents are often the first to realise that a young person’s safety and welfare are under threat. However, they may not express their concerns because they feel that speaking up would be too difficult to handle. It may also be that they fear harassment or victimisation. In these circumstances it may be easier for them to ignore the concern rather than report what may just be a suspicion of poor practice.

England Hockey is committed to the highest possible standards of openness, honesty and accountability. In line with that commitment, individuals are encouraged, if they have serious concerns about any aspect of a young person’s safety and welfare, to come forward and voice those concerns.

This policy makes it clear that individuals can raise a matter of concern without fear of victimisation, subsequent discrimination or disadvantage. The policy is intended to encourage and enable individuals to raise serious concerns within England Hockey rather than overlooking a problem or blowing the whistle outside.

It is in the interest of all concerned that disclosure of potential abuse or irregularities are dealt with properly, quickly and discreetly. This includes the interests of England Hockey, its employees, all persons registered as members of England Hockey and any persons who are the subject of any complaint, as well as the person making the complaint.

Safeguards
England Hockey is committed to good practice and high standards and wants to be supportive of everyone within the Hockey Family.

England Hockey recognises that the decision to report a concern can be a difficult one to make, not least because of the fear of reprisal from those responsible for the alleged poor practice. If an individual believes what they are saying to be true, they should have nothing to fear, because in reporting their concern they will be doing their duty to the child or young person concerned.

England Hockey will not tolerate any harassment or victimisation (including informal pressures) and will take appropriate action to protect individuals when they raise a concern in good faith.

Any investigation into allegations of poor practice will not influence or be influenced by any disciplinary procedures that already affect individuals unless there may be a pattern of poor practice/abuse which requires the cases to be linked /dealt with together.

Confidentiality
England Hockey will do its best to protect the identity of the whistleblower when they raise a concern and do not want their name to be disclosed. It must be appreciated that the investigation process may reveal the source of the information and a statement by the whistleblower may be required as part of the evidence. They will be given prior notice of this and a chance to discuss the consequences.

Anonymous allegations
This policy encourages the whistleblower to put their name to their allegation. Concerns expressed anonymously are much less powerful, but they will be considered (at the discretion of the England Hockey Case Management Group).

In exercising the discretion, the factors to be taken into account would include:

the seriousness of the issues raised
the credibility of the concern
the likelihood of confirming the allegation from attributable sources or factual records.

Unfounded allegations
If an individual makes an allegation in good faith, but it is not confirmed by the investigation, no action will be taken against them. If, however, it is established that they have made malicious or frivolous allegations, or for personal gain, disciplinary action may be taken against them. In such cases, England Hockey’s disciplinary procedure* will apply.

* Document available online at www.englandhockey.co.uk/safe

Use of the Whistleblowing Policy
The Whistleblowing Policy should only be followed if the person raising the concern feels unable to follow the standard reporting procedures as set out in England Hockey’s Safeguarding and Protecting Young People in Hockey Policy and Procedures.

How to raise a concern

Individuals should raise the concern in the first instance with the England Hockey Lead Child Welfare Officer on 0870 126 2308 or by post to England Hockey, Bisham Abbey National Sports Centre, Near Marlow, Buckinghamshire, SL7 1RR (you should mark the envelope ‘private & confidential’) or e-mail: childwelfare@englandhockey.org. If you believe that you have not received a satisfactory response to your concern, you should contact the Finance and Administration Director.

Concerns may be made verbally or in writing to the England Hockey Lead Child Welfare Officer (as above). The individual should set out the background and history of the concern, giving names, dates and places where possible and the reason why they are particularly concerned about the situation. The earlier the individual expresses concern, the easier it is for someone to take action.

Although the whistleblower is not expected to prove the truth of an allegation, they will need to demonstrate to the England Hockey Lead Child Welfare Officer that there are sufficient grounds for their concern.

If your concern is about the England Hockey Lead Child Welfare Officer, you should refer the matter to England Hockey’s Finance and Administration Director.

If you do not want, or feel unable, to report the matter to England Hockey, a number of external agencies are also available for reporting purposes. For details please see page 27.

How will England Hockey respond?

The action taken by England Hockey will depend on the nature of the concern. In all cases the matter will be referred to the England Hockey Case Management Group.

In order to protect individuals it is likely that the England Hockey Lead Child Welfare Officer will conduct initial enquiries so that the Case Management Group can decide whether an investigation is appropriate and, if so, what form it should take. The amount of contact between the people considering the issues and the whistleblower will depend on the nature of the matters raised, the potential difficulties involved and the clarity of the information provided. If necessary, further information will be sought from the whistleblower as part of the investigation process.

When any meeting is arranged, the whistleblower has the right, if they so wish, to be accompanied by a friend or a person of their choice who is not involved in the matter to which the concern relates.

England Hockey will take steps to minimise any difficulties which individuals may experience as a result of raising a concern. For instance, if the whistleblower is required to give evidence in criminal or disciplinary proceedings, England Hockey will advise them about the procedure.

England Hockey accepts that the whistleblower needs to be assured that the matter has been properly addressed. Subject to legal constraints, they will receive information about the outcome of any investigation, and the action that is to be taken against those whose actions caused them concern. Also, if appropriate, what policy changes are to be made to minimise the possibility of a similar concern being raised in the future.

How can the matter be taken further?

This policy is intended to provide individuals with a way in which they can raise concerns about the safety and welfare of any young person involved in any hockey activity under the jurisdiction of England Hockey. England Hockey hopes individuals will be satisfied that any child protection matter they raise has been considered properly. If they are not satisfied, and if they feel it is right to take the matter outside England Hockey, they should contact:

the Child Protection in Sport Unit (CPSU) 0116 234 7278
their local area Safeguarding Children’s Board (LSCB)
their local Children’s Social Care Dept (Social Services)
their local police

If they do take the matter outside England Hockey, they will need to ensure that they do not disclose prohibited confidential information. They must check this before they make contact.

What to do if you have a complaint about the way England Hockey has dealt with a Safeguarding Young People or Child Protection issue

England Hockey is committed to providing high levels of customer satisfaction. If you are not satisfied with the way England Hockey have handled a Safeguarding or Protecting Young People issue, please refer to the final section of the Safeguarding Young People in Hockey (SPYP) Complaints and Disciplinary Regulations*.

* Document available online at www.englandhockey.co.uk/safe

Contact details

Emergency
Please find below contact details in case of emergency. Use the spaces below to complete the details for your local contacts for Children’s Social Care Department (Social Services) and Police.

NSPCC Helpline (24 hours) — 0808 800 5000 · www.nspcc.org.uk
England Hockey Lead Child Welfare Officer — T: 0870 126 2308, E: childwelfare@englandhockey.org, Bisham Abbey National Sports Centre, Near Marlow, Buckinghamshire, SL7 1RR · www.englandhockey.co.uk
Your Club Welfare Officer* — (to be completed)
Local Authority Children's Social Care Dept (Social Services) – ask for Duty Manager — www.everychildmatters.gov.uk/socialcare/safeguarding/lscb/
Police (Child Protection Team) — In an emergency call 999
Samaritans (will hold Social Services Duty Officers' contact details in an emergency) — 08457 90 90 90 · www.samaritans.org

* please complete these details

Useful contact details – help, support and advice
The following organisations offer specialist support and advice to young people, parents, individuals and organisations.

NSPCC – Child Protection in Sport Unit (CPSU) — T: 01162 34 7278, E: cpsu@nspcc.org.uk · www.thecpsu.org.uk · Sport specific advice on safeguarding and protecting young people
NSPCC – 24hr helpline — 0808 800 5000 · www.nspcc.org.uk · National Society for the Protection of Children
Victim Support — Helpline: 0845 3030 900 · www.victimsupport.org.uk · Provide emotional support, information and practical advice for victims and witnesses
The British Association of Counselling and Psychotherapy — 0870 443 5252 · www.bacp.co.uk
Local Safeguarding Children's Board — www.everychildmatters.gov.uk/socialcare/safeguarding/lscb/ · Education and training opportunity
Government Guidance — www.everychildmatters.gov.uk · Government guidance on safeguarding and protecting young people

Useful contact details – advice for children and young people

NSPCC — 0808 800 5000 · www.thereforeme.com · Support and advice for 12-16-year-olds via the website
Don't hide it — www.donthideit.com · Aimed at young people to find out more about abuse and what to do about it
Childline — 0800 1111 · www.childline.org.uk · Free helpline for children and young people
Kidscape — 0207 730 3300 · www.kidscape.org.uk www.bullying.co.uk · Support on bullying

Download the PDF ↓ Back to all policies

Safeguarding & Policies

Policies & documents

England Hockey resources

EGHC Welfare Contacts

Contact details for East Grinstead’s Welfare Officers

Other useful numbers

DBS Information

Disclosure & Barring Service

What is the Disclosure and Barring Service?

Do clubs / associations have to carry out a DBS on people working with young people?

How can my club get registered on the online DBS system?

Who requires a DBS check within hockey?

How can I get a DBS check?

What is involved in the DBS process?

Can I refuse to do a DBS check?

What will my club/organisation do if my role requires a DBS check, but I am yet to complete one?

What if I've lost my DBS disclosure certificate?

What is the Single Disclosure scheme?

Why do I have to apply online?

How will I know if EH need to see my certificate?

How do I send my certificate to EH?

Who will see the information on my DBS certificate?

What happens while my disclosed information is being assessed?

How do I know if EH has approved my DBS disclosure after my disclosed information has been assessed?

When will I get my certificate back from EH?

What is ‘Duty to Refer’?

Do EH accept DBS checks completed through other organisations?

Do EH accept checks through the DBS 'Update Service'? (electronic updates)

Are DBS checks ‘portable’ within hockey?

What is the cost of a DBS check in hockey?

What is the definition of a volunteer?

Disclosure and Barring Service (DBS) (formerly CRB) eligibility guidance

Introduction

Who is eligible for a check?

Eligibility for a DBS check by role

What are your responsibilities as a club / organisation?

How do you get checks processed?

Useful contact details

EGHC Accident Report Form

Section to be completed by supervising coach

EGHC Child Protection Statement

Child welfare definitions

Abuse

Physical abuse

Emotional abuse

Sexual abuse

Neglect

Recognising signs of abuse

Physical abuse

Emotional abuse

Sexual abuse

Neglect

EGHC Constitution

1. The name, location, objects and type of Club

2. Membership

3. Committee and Officers

4. Payments and Benefits

5. Annual General Meeting

6. Conduct of Members

7. Changes to the Constitution of the Club

8. Disclaimer

9. Dissolution of the Club

Addendum 1: Terms of Reference

EGHC Diversity and Inclusion Policy

1. Introduction

2. Purpose

3. EGHC standards

4. General

EGHC Equity Policy

EGHC Healthy Talent Environment

What does this mean in practice?

What do we do to govern this?

EGHC Junior Player Pathway

EGHC Junior Performance Pathway: players aged 9–13

EGHC Junior Performance Player Pathway: age 13–16

EGHC Junior Participation Player Pathway

EGHC Junior Pathway conditions

EGHC Junior Section Code of Conduct – Officials

Code of Conduct for Club Officials and Volunteers

EGHC Junior Section Code of Conduct – Parents & Carers