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Member Welfare

Chesham Rugby Club is committed to providing an environment which nurtures and encourages individuals of all ages, nationalities and abilities to achieve their goals and objectives.

Jane Morris is our Welfare Officer, responsible for child protection and the manner in which our club operates

Below are details of the various policies and codes of conduct within which we work at all times :-

Officers and Volunteers Codes of Conduct
Statement on Bullying
Policies on taking & displaying of Photograhic images for the club
Equity Statement
Policy on Criminal Records Bureau Disclosures (CRB)

Officers and Volunteers Code of Conduct

The essence of good ethical conduct and practice is summarised below.

All volunteers must:-

  • Consider the well-being and safety of participants before the development of performance.
  • Develop an appropriate working relationship with performers based on mutual trust and respect.
  • Make sure all activities are appropriate to the age, ability and experience of those taking part.
  • Promote the positive aspects of the sport. (e.g. Fair Play)
  • Display consistently high standards of behaviour and appearance.
  • Follow all guidelines laid down by the national governing body and the club.
  • Hold the appropriate, valid qualifications and insurance cover.
  • Never exert undue influence over performers to obtain personal benefit or reward.
  • Never condone rule violations, rough play or the use of prohibitive substances.

Statement on Bullying - Anti Bullying Policy

Bullying is not easy to define, can take many forms and is usually repeated over a period of time. The three main types of bullying are:-

  • Physical (e.g. hitting, kicking)
  • Verbal (e.g. racist or homophobic remarks, threats, name calling)
  • Emotional (e.g. isolating an individual from activities)

They will all include:-

  • Deliberate hostility and aggression towards the victim
  • A victim who is weaker than the bully or bullies
  • An outcome which is always painful and distressing for the victim

Bullying behaviour may also include:-

  • Other forms of violence
  • Sarcasm, spreading rumours, persistent teasing or theft
  • Tormenting, ridiculing, humiliation
  • Racial taunts, graffiti, gestures
  • Unwanted physical contact or abusive or offensive comment of a sexual nature

Emotional and verbal bullying is more likely to be found in Rugby than physical violence. It is also difficult to cope with or prove. It is of paramount importance that all clubs develop their own anti-bullying policy to which all its members, coaches, players, staffing volunteers and parents subscribe to and accept.

Every club should be prepared to:-

  • Take the problem seriously
  • Investigate any incidents
  • Talk to the bullies and victims separately
  • Decide on appropriate action, such as :-
  • Obtain apology from the bully (ies) to the victim
  • Inform parents of the bully (ies)
  • Insist on the return of items ‘borrowed’ or stolen
  • Insist bullies compensate the victim
  • Hold club or class discussions about bullying
  • Provide support for the coach of the victim

Photographic Images - Policies & Guidelines

While we recognise that publicity and pictures of young people enjoying rugby are essential to promote the sport and a healthy lifestyle, the following rules should be observed:

  • Ensure parents/guardians/young people have granted their consent for the taking and publication of photographic images and have signed and returned the Parent/Guardian and Young Person permission form.
  • All young people must be appropriately dressed for the activity taking place.
  • Photography or recording should focus on the activity rather than a particular young person and personal details which might make a young person vulnerable, such as their exact address, should never be revealed.
  • Where an individual has achieved success in the game (e.g. when selected for representative side or showing triumph over adversity), permission must be gained from a parent/guardian and the young person to use photographs/recordings and relevant details.
  • Where possible, to reflect the Clubs Equity Policy, photographs/recordings should represent the diverse range of young people participating in Rugby.
  • Anyone taking photographs or recording at any Rugby event must have a valid reason for doing so and seek the permission of the organisers/persons in charge.
  • They should make themselves known to the event organisers/persons in charge and be able to identify themselves if requested during the course of the event.
  • All concerns regarding inappropriate or intrusive photography should be reported in confidence to the Club Equity and Ethics Manager via the Welfare Officer.

The Club's Best Practice Guidelines have been developed to provide Chesham Rugby Union Football Club, schools and constituent bodies with information regarding our use of images of young people. It is recommended that this is adopted by all involved and the ‘Eight Golden Rules’ made available to as many people as possible. The whole policy document is kept by our Welfare Officer for future reference.

Any change to these guidelines will be notified via our website and in any relevant publications. Please remember that the safety and enjoyment of young people is paramount in all our activities and this has been designed to help us to achieve this.

Chesham Rugby Union Football Club is committed to providing a safe and enjoyable environment for young people under the age of 18. Implicit in this is the commitment to ensure that all publications, resources and media represent participants appropriately and with due respect. By adopting the points outlined in these guidelines, we are putting in place the best possible practice to protect young people wherever photographs or recorded images are taken and stored.

Key Concerns

The key concerns contained within this policy regarding the use of images of young people relate to:-

  • The taking of inappropriate photographs or recorded images of young people.
  • The possible identification of young people when a photograph is accompanied by inappropriate information.
  • The inappropriate use, adaptation or copying of images for use on child pornography websites.

Recording Images of Young People

There have been concerns about the risks posed directly and indirectly to young people through the use of photographs on sport websites and other publications. Therefore, the following guidelines are followed:-

  • All young people featured in photographs/recordings must be appropriately dressed with outer clothing garments covering their torso from at least the bottom of their neck to their thighs (i.e. a minimum of vest/shirt and shorts).
  • The photograph/recording should ideally focus on the activity. Where possible, images of children/young people should be recorded in small groups (the group may comprise any combination of adults and children).
  • Clubs’ or organisation’s’ coaches and teachers should still be allowed to use video equipment as a legitimate coaching aid and means of recording special occasions. However, care should be taken in the dissemination and storage of the material.

Publishing Images of Young People

If a photograph/recording is used, personal details of young people such as email address, home address and telephone numbers will never be revealed.

We will ask for parental/guardian permission to use an image of a young person. This ensures that parents/carers are aware of the way the image of their child is representing the sport. A Parent/Guardian and Child Permission Form is available via the website and is the best way of achieving this and can be done at the beginning of the season.

We will ask for the young person’s permission to use their image. This ensures that they are aware of the way the image is to be used to represent the sport. A Parent/Guardian and Young Person Permission Form is available via the website and is the best way of achieving this and can be done at the beginning of the season.

Where a story concerns an individual (e.g. their selection for representative side, triumph over adversity), particular attention should be paid to ensuring permission is gained from a parent/guardian and the young person to use a photograph/recording and relevant details.

In order to guard against the possibility of a young person under a court order appearing on a website, we avoid the simultaneous streaming of images onto our website. Delayed streaming also provides an opportunity for the editing of inappropriate clips (e.g. disarranged clothing).

A high level of thought and consideration is given to the use of images in all publications, e.g. the processes used in choosing photographs for a publicity brochure for the club. There is an increased level of consideration to the images of youngsters used on our Website.

We try to take photographs that represent the diverse range of youngsters participating safely in Rugby. This might include:-

  • Boys and girls
  • Young people from minority ethnic communities
  • A range of clothing, e.g. tracksuit/jogging trousers
  • Girls with hair covered - baseball cap will do
  • Disabled people

Use of Photographic/Filming Equipment by the Media at Rugby Events

There is evidence that some people have used sporting events as an opportunity to take inappropriate photographs or film footage of young people.

While this might be rare in Rugby, all those involved have a duty of care to young people to ensure that this risk is as small as possible. By taking some simple steps, risks will be reduced. If professional photographers are commissioned or the press is invited to a Rugby activity or event, it is important to ensure they are clear about expectations of them in relation to the welfare of young people:-

  • The photographer/camera person must have bona fide identification and be able to produce it on request. They must also sign the Event Registration Form.
  • Participants and parents must be informed that a photographer/camera person will be in attendance at an event and ensure that they consent to both the taking and publication of films or photographs.
  • Do not allow unsupervised access to Rugby players or one-to-one photo sessions at events.
  • Do not approve/allow photo sessions outside the event or at a Rugby player’s home.

Use of Photographic/Filming Equipment by Parents and Spectators

If parents or other spectators are intending to photograph or video at an event they should also be made aware the expectations:-

  • Parents and spectators should be prepared to identify themselves, if requested, and state their purpose for photography/filming.

In addition:

  • Participants and parents should be informed that if they have concerns about inappropriate or intrusive photography/filming, these should be reported to the event organiser or official and recorded in the same manner as any other child protection concern.
  • Event organisers should approach and challenge any person taking photographs who has not made his/herself known and/or registered with them. They might need to refer it to the local police force if this person continues to record images unauthorised.


Protecting the welfare of young people is about putting in place the best possible practices and procedures; this will protect not only young people but also the adults in Rugby.

Equity Policy

Chesham Rugby Union Football Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:

  • Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
  • Chesham Rugby Union Football Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
  • Chesham Rugby Union Football Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
  • All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
  • The Club will deal with any incidence of discriminatory behaviour seriously, according to the Club disciplinary procedures.

Policy on Criminal Records Bureau Disclosures

Chesham Rugby Union Football Club
is committed to ensuring that we provide a safe secure environment for young people and vulnerable adults to enjoy rugby.

Parents and guardians must also satisfy themselves that the Officers and Coaches taking sessions and organising activities are people whom can be trusted and have been checked against various registers.

Coaches and Officers who take training and practice sessions or Officers who are required to manage transport and other activities that include these vulnerable groups are required by Chesham Rugby Union Football Club to obtain a CRB certificate.

This certificate is one measure in which we can provide some confidence that those responsible for the activities and events we organise have been evaluated as suitable. More details on the CRB Certification and what it means can be obtained from the club's Welfare Officer.


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