When safeguarding children in any environment, information sharing is a critical component. Ensuring that children are safe during sports activities, events and competitions requires seamless communication between various parties involved in their care.
The Child Protection in Sport Unit (CPSU) provides comprehensive advice on how to manage child safeguarding in sport settings with their Safe Sports Events Management Tool. In this blog we explore the recommended processes to follow on information sharing, tailored for all those working with children in sporting environments, from individual clubs to international organisations.
The Importance of Sharing Information to Safeguard Children
To safeguard children effectively, timely and appropriate information sharing among adults responsible for their care is essential. The CPSU also highlights the importance of providing clear boundaries around information sharing to maintain confidentiality and to ensure that only those who need to see sensitive information are made aware of it. With clear, prompt and appropriate information sharing, safeguarding leads can make informed decisions and take actions when necessary to protect children from harm.
There are a wide range of safeguarding concerns or issues regarding the welfare of children which may be identified in sports environments. Information that should be shared appropriately includes:
- Concerns About a Child
One of the primary pieces of information that needs to be shared involves concerns regarding a child’s wellbeing within or outside the sport. This might include physical signs of abuse, evidence of neglect, or any other form of maltreatment.
- Concerns About a Person in a Position of Trust
If there are suspicions or evidence that an individual in a position of trust (such as a coach) poses a risk to children, this information must be shared promptly to mitigate potential harm. This could include information identified on a Disclosure & Barring Service (DBS) check.
- Concerns About a Member
In some cases, concerns may arise about other members within the organisation who interact with children in operating the sports club or activity. Sources of information to be considered when ensuring the safety of children could include previous criminal convictions, press stories or formal Common Law Police Disclosures.
- Concerns About an Environment
The physical and emotional environment where children spend time also plays a critical role in their safety. Any concerns regarding unsafe or unhealthy environments, such as the event location, hosting or any overnight stay arrangements, should be communicated to prevent harm.
Confidential Information Sharing in Safeguarding
Ensuring child safety in sports organisations involves highly sensitive information that directly affects the welfare of children and young people. This is why it is crucial that when concerns arise, information is only shared with the appropriate agencies and professionals to ensure confidentiality, impartiality and the best outcomes for all children involved.
The CPSU identify several key bodies which should be contacted appropriately regarding any safeguarding concerns, including:
- Statutory Organisations
Statutory bodies, such as Children’s Services and the Police, play a vital role in child protection and sharing information with them is often necessary to mitigate safeguarding risks. If a child is potentially at immediate risk, the police should be contacted without delay. Additionally, local children’s services have the expertise and authority to investigate and intervene in the event of any child protection concerns.
- Local Authority Designated Officer (LADO)
For concerns about adults in positions of trust, the LADO is the appropriate contact. While they do not directly investigate concerns, the LADO’s role involves working with police, children’s services, employers and other involved professionals to handle allegations impartially and ensure that appropriate measures are taken to protect children.
- Disclosure and Barring Service (DBS)
If someone in a regulated activity is suspended or expelled from the organisation due to safeguarding concerns, the DBS should be notified. This helps prevent individuals who pose a risk from working with children elsewhere.
- Other Clubs and Other Sports Organisations
Where appropriate, it is important that other settings and organisations are informed of potential safeguarding risks to children in their charge as well. When doing so, it is crucial that sensitive information is handled confidentially and shared only with the appropriate people.
The Seven Golden Rules for Sharing Safeguarding Information
Before sharing any confidential concerns regarding child safeguarding in sport with any individuals or organisations, the CPSU recommend considering The Seven Golden Rules for Sharing Information provided by the Department for Education. Below is a summary of the advice for practitioners providing safeguarding services for children, young people, parents and carers.
- Data Protection Act and GDPR Legislation: These laws do not prevent the sharing of information if it concerns the welfare of a child. Protecting the child is always the paramount concern.
- Be Open and Honest: Where appropriate, it is important to keep all parties informed of information-sharing plans, processes, and boundaries. Transparency fosters trust and ensures everyone understands the importance of safeguarding.
- Seek Advice: In situations where you are unsure about sharing information, seek advice without disclosing the identity of the individual where possible. This ensures confidentiality while obtaining the necessary guidance.
- Share with Consent Where Appropriate: Whenever possible, share information with the consent of the concerned parties. However, if it is not in the best interests of the child, sharing without consent may be necessary.
- Safety and Wellbeing: Consider the support needs of all involved parties, including the child, family, and professionals. Providing adequate support can alleviate stress and promote cooperation.
- Keep a Record: Maintain a signed, dated record of every stage of the information-sharing process. Document how and why decisions were made, ensuring accountability and traceability.
- Ensure Records Are Necessary, Proportionate, Relevant, Accurate, Timely, and Secure: All records should meet these criteria to uphold the integrity of the information-sharing process.
How Safeguarding Software Can Help Safeguard Children in Sports Clubs
The ability to quickly and securely share information with authorised personnel is one of the key points in the CPSU’s information sharing advice. Whether it’s notifying statutory organisations, such as children’s services or the LADO, or communicating internally within the school, CPOMS StudentSafe facilitates efficient and confidential information sharing. The platform’s permission-based access ensures that sensitive information remains protected and only accessible to those who need it, thereby supporting compliance with GDPR while prioritising the welfare of the child.
With CPOMS StaffSafe you can upload, keep, record and govern all information regarding adults working within your sports club. From managing and maintaining your Single Central Record (SCR) to capturing low level concerns, the platform is easy to use and manage.
For more information on how CPOMS software solutions can enhance your safeguarding processes, book a demo today
