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Safeguarding During Croquet Competitions

The purpose of this note is to clarify the roles and responsibilities in safeguarding young/vulnerable people during croquet competitions hosted by CA clubs.

These are likely to arise in a variety of circumstances.

The first is during internal club competitions. Each club should have a Safeguarding Policy which is made known to its members. It should conform to the circulated CA policy. It is the responsibility of the club to apply that policy to all young/vulnerable people playing in internal competitions.

The second is during inter-club team competitions. The young/vulnerable person's club needs to be aware of the CA's safeguarding policy and to appoint a designated adult on the team who is properly briefed and is responsible for all safeguarding issues. In away matches the designated adult should talk to the host club to ensure that the host team is aware of the safeguarding issue and identify any specific problems for resolution (e.g. changing facilities). If the team comprises all young persons (e.g. a school team) then the team must be accompanied by a properly authorised adult who is responsible for all safeguarding issues.

The third is when a young/vulnerable person enters as an individual any external competition or tournament whether it is organised by a club, Federation or the CA. The young/vulnerable person must inform the organiser/tournament director of his/ her status on entry. (The CA online entry system is being modified from 2020 to accommodate this.) On receipt of this information the organiser/tournament director must have the entry endorsed by the parent or responsible adult and declaring who will be the responsible adult for the duration of the tournament. It will usually be the parent but it could be another adult e.g. a teacher or fellow competitor. If not the parent the individual needs the permission of the parent and be willing to undertake the role. The organiser must also point out to the parent/responsible adult that official photos or videos may be taken during the event. (See Appendix 1 for details)

Once an entry of a young/vulnerable person has been flagged up it is the responsibility of the organiser/tournament director to make the host club aware of the entry and to jointly ensure that any issues are properly managed within the club/Federation/CA policy. Should a young/vulnerable person turn up without the appropriate responsible adult every effort should be made to contact the parents, (failing that the home club officials) to validate the entry and during the interim period ensure proper protection for the young/vulnerable person. In the case of further difficulties the guidance of the club/Federation/CA safeguarding officer should be sought as a matter of urgency.

For large under 18 competitions the host club should ensure that sufficient DBS checked adults are on hand and a detailed protection policy is in place. For WCF championships/events (which involve young people from outside the UK) the WCF guidance must be followed. Likewise if any young/vulnerable person enters a competition outside the CA domain he/she should follow the host country's policy.

This guidance is referenced from the CA Tournament regulations.

The CA Safeguarding Officer, Jean Hargreaves, is available for advice and guidance.

Appendix 1 Video, Live-Streaming and Still Photography

Video, live-streaming and still photography may take place and be used for reporting, publicity and marketing purposes. Young / vulnerable competitors and their parents/accompanying adult are to be informed. Consent to this policy is assumed unless the competitor informs the tournament director no later than the player briefing that he/she does not wish to be filmed or photographed.

Other players and accompanying supporters are asked to respect anyone who does not wish to be filmed or photographed.

Filming and photography can take place anywhere outdoors. Indoor filming or photography will be limited to the public area of the pavilion.

Young/vulnerable competitors may be asked if they will participate in interviews or one-to-one filming. Any competitor can decline; if competitor consent is given their accompanying responsible adult will be asked to approve that consent.

No interviews or one-to-one filming will take place during a game or match.

For the Programme or Briefing Spectators

Officially sanctioned video, live-streaming and still photography may take place and be used for reporting, publicity and marketing purposes. Consent has been obtained for this from all the competitors involved. All spectators should be aware that some/all of the competitors are under 18 and therefore no photographs in which young competitors can be identified are permitted without their consent. No filming or photography should disrupt the competitor's concentration.