Donabate Portrane Tennis Club Child Protection Policy

Donabate Portrane Tennis Club - Recruitment Policy

1. The General Approach to Recruitment

Donabate Portrane Tennis Club relies heavily on the time and commitment freely given by volunteers. Without this the opportunities for children to participate in tennis would not exist. However, the club is also mindful of its commitment to “safeguarding the well-being of its members” as outlined in its Child Protection Policy Statement.

This Recruitment Policy document sets out how the need for and encouragement of volunteer participation in our programmes and employment of staff is balanced against the obligation to take all reasonable steps to ensure the well-being of our junior members. We trust that potential volunteers and employees will appreciate the obligation on the club to satisfy itself that all those volunteering or working for the club fully understand the role which they are taking on and the responsibilities attaching to that role. In addition, it is reasonable that those with substantial access to children in our care provide the kind of information that is essential in assessing an individual’s suitability for responsible positions.

We expect that potential volunteers will provide any requested information in the overall spirit of the club’s commitment to child protection. Similarly, staff employed by the club will be expected to provide the necessary information and to give the required undertakings in regard to their dealings with club members.

2. The Specific Recruitment Procedures

Donabate Portrane Tennis Club will ensure good recruitment procedures by utilizing the following.

1. Clearly defining the duties and responsibilities associated with each position (both voluntary and paid) within the club.

2. Insisting that anybody volunteering and working for a voluntary position or applying for a paid position within the club completes an application form (see Volunteer/Coach Application Form in Appendix 1).

3. Obtaining written references (see Third Party Reference Form in Appendix 2).

10/12/2016 1 DPTC Recruitment Policy - Version 12

4. Stipulating that anybody volunteering for a voluntary position or applying for a paid position within the club provides proof of identity.

5. Requiring the individual to obtain Garda vetting via Tennis Ireland.

6. Ensuring that any appointment, whether paid or voluntary, is approved by the club’s Recruitment Committee and signed off by Chairperson or Secretary of the Club. The Recruitment Committee will consist of Executive Officers, Recruitment Coordinator (where appointed), Child Protection Officer and Junior Committee Coordinator (or a representative of Junior Committee)

7. Providing suitable induction and where considered appropriate setting a probationary period.

8. Requiring that all volunteers, coaches and employees to undertake to abide by the Club’s “Code of Conduct for Adult Volunteers, Coaches and Employees“

9. Requiring that all coaches have suitable insurance, are certified with Tennis Coach Ireland (TCI) and have First Aid Training.

The review of the information provided will be carried out by the Recruitment Committee. In the case of the review and assessment of any of the members of the committee, they will be absent for the duration of that particular review.

The following table sets out the various criteria to be complied with by volunteers and post-holders

Complete Provide Provid Garda CP Insuran Qualificati Certifie Code of Inductio Volunteer, Referenc e proof Vettin Awarene ce ons d with Conduct n (see Coach or es of ID g ss TCI Undertaki note 5) Employee Course ng Application (See note Form 2)

Club M M M M M D Chairperson/President Club Secretary M M M D M D

Club Treasurer. M M M D M D

Club Captains M M M M M D

Club Vice Captains M M M M M D

Volunteer working with M M M M M M M juniors( see note 1) Volunteer/Committee or M M M D M D Sub Committee member

Tennis Coach M M M M M M M M M M (See Note 4) Employee M M M M D M M (See Note 4) D – Desired, M – Mandatory

Note 1: Volunteers engaged in assisting with a children's activity more than three (3) times per year will need to obtain require Garda Vetting, attend the Child Protection Course and submit references. Garda vetting will need to be obtained prior to commencing work with children.

Note 2: The Code of Conduct Undertaking applies to Adult Volunteers, Coaches and Employees.

Note 3: New volunteers/committee members should apply for Garda vetting within 6 weeks of commencing the role within the club.

Note 4: New Coaches and Employees should be fully Garda vetted prior to taking up the role in the club.

Note 5: Induction is an overview of key club’s rules, policies and structure for new joiners to help them orientate themselves in the club.

3. Protection of Data provided by volunteers

All information provided to Donabate Portrane Tennis Club under the requirements of these recruitment procedures will be kept strictly confidential. Only the members of the Executive Committee will have access to this information. Only hard copies of the information will be retained by the club. This hard copy information will be kept by the Club Secretary/Child Protection Officer in a locked storage area. The information will be returned to the volunteer, coach or employee or destroyed when no longer required for the purposes of complying with these recruitment procedures.

APPENDIX 1 VOLUNTEER, COACH or EMPLOYEE APPLICATION FORM

All information in this form will be treated confidentially

Name: Maiden Name: (If applicable)

Address:

Tel: Mobile: E-mail:

1. Are you a Certified Fist Aider? Yes No. If yes, please enclose a copy current First Aid Certificate

2. Do you have any specific skills that could assist the club in some way? (this can be any professional or social skills, e.g. accounting, marketing, graphic design, event management, engineering, etc)

3. Have you previously been involved in voluntary work? Yes No If yes, give details:

4. How much time can you commit? (Please tick)  Ad –Hoc Help □  Regular Involvement in Committee/Sub-committees work (evening meetings approximately once a week) □

5. Are there specific areas that you are interested in helping out with?

6. Are you interested in Helping out with Junior committee activities? Yes No 7. Do you have current Garda Vetting with Tennis Ireland Yes No

If yes, please include a copy of Garda Vetting Certificate

If no, please submit Garda Vetting application as soon as possible

8. Have you ever been asked to leave a sporting organisation in the past? (if you have answered yes we will contact you in confidence) Yes No

Any other relevant information?

Questions 9, 10 and 11 to be completed by coaches, employees and those interested in working with Junior Subcommittee (substantial access to children)

9. Have you completed the Safeguarding 1 - Basic Awareness Workshop in Child Welfare & Protection or similar? Yes No If Yes, please enclose a copy of certificate. If No, do you agree to undergo this training? Yes No

10.List all relevant training courses (coaching-any sport, etc.) that you have completed. Course Organising Body Date completed ______

11.Please supply the names of two responsible people whom we can contact and who from personal knowledge are willing to endorse your application. If you have had a previous involvement in a sports club one of these names should be that of an administrator / leader in your last club / place of involvement.

Name: Name:

Address: Address:

Tel: Tel:

Designation: Designation:

13. Disclosure of non-criminal activitiesStatement of non-discrimination:

Donabate Portrane Tennis Club is committed to equal opportunity for all applicants including those with criminal convictions. Information about criminal convictions is requested to assist the selection process and will be taken into account only when the conviction is considered relevant to the post. Any disclosure will be seen in the context of the role criteria, the nature of the offence and the responsibility for the care of existing club members and employees.

You must tell us now if you have a case pending or if you have ever been convicted of a criminal offence, or cautioned the police, or bound over. You must include all offences, even minor matters such as motoring offences, and ‘spent’ conviction, that is, things which happened a long time ago. If you leave anything out it may affect your application. The disclosure of a criminal record or other information will not debar you from registration / appointment unless Tennis Ireland considers that the conviction renders you unsuitable. In making this decision Tennis Ireland will consider the nature of the offence, how long ago it was committed and what age you were at the time and other factors which may be relevant.

Have you ever been convicted of a criminal offence or been the subject of a caution; a Bound Over Order (NI only); been given the benefit of the Probations Act (ROI); or are you at present the subject of criminal investigations? Yes No

If so, please state below the nature, date(s) and sentence of the offence(s)

______

I declare that all answers are complete and correct to the best of my knowledge and I will inform the club’s Designated Liaison Person of any future convictions or charges.

Signature: ______Print Name: ______Date: ______

APPENDIX 2 - Third Party Reference Form

STRICTLY CONFIDENTIAL

This form should be returned only to the person who requested its completion.

If returning reference form by post, please address the mail to the person requesting the reference on behalf of Donabate Portane Tennis Club and post to: Donabate Portrane Tennis Club, c/o Donabate Golf Club, New Road, Balcarrick, Donabate, Co. Dublin.

The following person: ______has expressed an interest in working in Tennis.

If you are happy to complete this reference, any information will be treated with due confidentiality and in accordance with relevant legislation and guidance. Information will only be shared with the person conducting the assessment of the candidate’s suitability for the post, if he/she is offered the position in question. We would appreciate you being extremely candid, open and honest in your evaluation of this person.

Requestor for Donabate Portrane Tennis Club: Signed ______

Print Name______Date______

1. How long have you know this person?

______

2. In what capacity?

3. What attributes does this person have that would make them suited to this work?

This post involves substantial access to children. As an organisation committed to the welfare and protection of children, we are anxious to know if you have any reason at all to be concerned about this applicant being in contact with children and young people.

Yes No . If you have answered YES we will contact you in confidence.

Signed:______Date:______

Print Name:______

Position:______Organisation: ______

Appendix 3 - Recruitment Checklist

Candidate Name:

Address:

Role applied for: Volunteer Volunteer working with juniors , Coach Employee :

Application Date:

No Item Mandatory for Date Cop Expiry Date Details Received y on File Y/N

1 Signed copy of Volunteer, Coach, All n/a Employee Application Form

2 3 copies of IDs All n/a

3 Garda Vetting form submitted All n/a

4 Garda Vetting Confirmation All Received

5 Child Protection Awareness Course As per Type of CP Certificate Recruitment Course: requirements table

6 Induction Completion Confirmation Volunteers n/a working with juniors, Coaches, Employees

7 Code of Conduct – signed All n/a undertaking

8 2 References Coach, n/a Employee, Volunteer working with juniors

9 First Aid Certificate Coach

10 Insurance Coach

11 Tennis Coach Ireland Certification Coach

Date Approved for Volunteer/Coach/Employee Work______Authorizing Signature______

(Chairperson/Secretary)

Date Approved for Work with Juniors______Authorizing Signature 1______

(Child Protection Officer)

Authorizing Signature 2______

(Junior Committee)