Policies

Standard policies

  • HEALTH & SAFETY Last reviewed Jan 2016

THE EVENT ORGANISERS (BOWLAND TREC GROUP) WILL ALWAYS TAKE ALL REASONABLE PRECAUTIONS TO ENSURE THE HEALTH AND SAFETY OF EVERYONE PRESENT, AT AN EVENT ORGANISED BY BOWLAND TREC GROUP.   FOR THESE MEASURES TO BE EFFECTIVE, EVERYONE PRESENT AND INVOLVED IN THE ORGANISATION MUST TAKE ALL REASONABLE PRECAUTIONS TO AVOID AND PREVENT ACCIDENTS OCCURRING, AND MUST OBEY THE INSTRUCTIONS OF THE OFFICIALS FOR THE DURATION OF THE EVENT.

NEITHER THE EVENT ORGANISER NOR THE LAND/ACCOMODATION OWNERS CAN ACCEPT RESPONSIBILITY FOR LOSS OR INJURY TO PERSONS OR ANIMALS HOWSOEVER CAUSED.

  • CANCELLATIONS Last reviewed and updated Jan 2016

– COMPETITIONS / TRAINING EVENTS

THE ORGANISERS (BOWLAND TREC GROUP) WILL MAKE EVERY EFFORT TO REFUND, OR HOLD IN CREDIT, ANY AMOUNTS PAID FOR EVENTS SHOULD THE EVENT HAVE TO BE CANCELLED DUE TO BAD WEATHER OR EVENTS OUTSIDE THE CONTROL OF BOWLAND TREC GROUP.

IN THE EVENT OF SOMEONE BEING UNABLE TO ATTEND DUE TO ILLNESS OF HORSE OR RIDER, OR OTHER RELATED EVENT OUTSIDE THEIR CONTROL THE FOLLOWING REFUND GUIDE WILL BE USED AS DEEMED APPROPRIATE BY THE ORGANISER.

  • A withdrawal acknowledged by phone or e-mail by the Entries Secretary before the closing date will usually be refunded in full.
  • A withdrawal made between the closing date for entries and the date that start times are due to be published will be refunded, save for an administration fee of 10% of the entry fee  THE ORGANISERS (BOWLAND TREC GROUP) WILL RESERVE THE RIGHT TO CANCEL THE CAMP PRIOR TO THE CLOSURE DATE THE BALANCES ARE DUE, IF THERE ARE INSUFFICIENT ATTENDEES TO MAKE THE CAMP VIABLE.*NOTE that an administration fee may have to be applied for all cancellations depending on terms and conditions with venues and trainers.
  • IN THE EVENT OF SOMEONE BEING UNABLE TO ATTEND DUE TO ILLNESS OF HORSE OR RIDER OF OTHER RELATED EVENT OUTSIDE THEIR CONTROL THE ORGANISERS WILL MAKE EVERY EFFORT TO FILL THE SPACE AND PROVIDE A FULL REFUND, HOWEVER IF THIS IS NOT POSSIBLE THE ATTENDEE WILL BE ADVISED IF A REFUND IS DUE/POSSIBLE.
  • – TRAINING CAMPS
  • THE ORGANISERS (BOWLAND TREC GROUP) WILL RESERVE THE RIGHT TO CANCEL THE CAMP PRIOR TO THE CLOSURE DATE THE BALANCES ARE DUE, IF THERE ARE INSUFFICIENT ATTENDEES TO MAKE THE CAMP VIABLE.IN THE EVENT OF SOMEONE BEING UNABLE TO ATTEND DUE TO ILLNESS OF HORSE OR RIDER OF OTHER RELATED EVENT OUTSIDE THEIR CONTROL THE ORGANISERS WILL MAKE EVERY EFFORT TO FILL THE SPACE AND PROVIDE A FULL REFUND, HOWEVER IF THIS IS NOT POSSIBLE THE ATTENDEE WILL BE ADVISED IF A REFUND IS DUE/POSSIBLE.

    *NOTE that an administration fee may have to be applied for all cancellations depending on terms and conditions with venues and trainers.

  • PHOTOGRAPHY Last reviewed Jan 2016

ANY PICTURES TAKEN AT ANY EVENT ORGANISED BY BOWLAND TREC GROUP MAY BE USED BY THE GROUP TO PROMOTE THE CLUB AND ITS EVENTS ON THEIR WEBSITE OR FACEBOOK OR FOR PROMOTIONAL MATERIAL.

ANY PERSON NOT WISHING PHOTOGRAPHS OF THEMSELVES OR THEIR HORSE(S) TO BE USED SHOULD NOTIFY THE COMMITTEE ON THE MEMBERSHIP FORM, OR IN WRITING PRIOR TO 7 DAYS BEFORE ANY INDIVIDUAL EVENT THEY WISH THIS TO BE APPLICABLE FOR.

  • DATA PROTECTION  Last reviewed and updated Jan 2016

The information provided on the Bowland TREC Group membership form will only be used for GROUP purposes, and WILL not BE distributed to other parties without permission being given.

Any membership information that is provided to TREC GB, as part of the Membership process as a Bowland TREC Group member can be requested by any member of the Bowland TREC committee for club use.

  • HEAD CAMERAS Last reviewed and updated Jan 2016

THE USE OF HEAD CAMERAS IS NOT PERMITTED FOR ANY PHASE OF TREC COMPETITIONS OR TRAINING

  • Child Protection AND VULNERABLE ADULTS POLICY
  • Last reviewed and updated Jan 2016

The protection of children (the term ‘children’ refers to those under the age of 18 years), young people and vulnerable adults while participating in any sport is of the highest importance as they should be able to take part in a fun, safe environment and be protected from harm, our policy statement is attached as Appendix 1.

Aim and purpose of this policy

It is the purpose of this document to set out the Child Protection Policy and Procedures for Bowland TREC Group. Bowland TREC Group will be called “BTG” in the rest of the policy.

The aim of this policy is to provide procedures for promoting safeguarding, preventing abuse and protecting children, adults at risk and staff. This includes clear procedures for taking appropriate action when safeguarding concerns are raised involving children and adults within BTG, or those who attend our activities and events. We aim:

  • To be professional and to maintain the highest standards of personal behaviour at all times
  • To take in to account the interests, safety and well being of rider and pony/horse over and above performance
  • To respect the rights, wishes and feelings of young and vulnerable people
  • Encourage an open public environment and avoid situations where we are unobserved with any one rider. Presence of others is an insurance against false accusations.
  • Design and use training methods which are wholly appropriate to the individual rider

We do not:

  • Allow riding without parental consent
  • Allow riding without a parent present
  • Use inappropriate language or behaviour
  • Ignore signs of physical, behavioural, sexual or emotional abuse, neither would we assume that any injury is non-accidental without consultation

All parents must have filled in a Parental Consent form and have sent this with their entry form and payment for children entering our events (see Appendix 2)

Who this policy applies to

This policy applies to:  

  • All those who attend BTG events and training
  • Volunteers and helpers

Duty of care and confidentiality

We will maintain confidentiality at all times, except in circumstances where to do so would place the individual or another individual at risk of harm.

Preventing abuse

We will report any concerns within the area of child protection (physical, sexual, emotional, or neglect) in confidence and without delay to the BTG Child Safeguarding Officer (CSO), and /or to another appropriate responsible person such as local social services team or the police. The CSO job description is attached as Appendix 3.

We will not discuss an allegation or suspicion with another person, before the responsible person has been contacted.

Children and young people must be supervised by their parent or guardians at all times

What to do if there is a disclosure or allegation of abuse

If a child, young person or adult makes a disclosure that they are being abused and / or an allegation of abuse against someone, it is important that the person being told:

  • Stays calm and listens carefully
  • Reassures them that they have done the right thing in telling
  • Does not investigate or ask leading questions
  • Explains that they will need to tell someone else if anyone is at risk of harm, in order to help them
  • Does not promise to keep secret what they have been told
  • Informs the CSO as soon as possible
  • Makes a written record of the allegation, disclosure or incident and signs and dates this record (using the template in Appendix 4). This should be given to the CSO and stored securely in a locked filing cabinet.

Procedure in the event of a concern of abuse

If there is an immediate threat of harm, the Police should be contacted without delay.

Where it is judged that there is no immediate threat of harm, the following will occur:

  • The concern should be discussed with the CSO and a decision made as to whether the concern warrants a referral to the statutory authorities
  • A confidential record will be made of the conversation and the circumstances surrounding it using the template at Appendix 4. This record will be kept securely and a copy passed to statutory authorities if a referral is made.
  • The person about whom the allegation is made must not be informed by anyone in the club if it is judged that to do so could place a child or adult at increased risk. If the statutory authorities are involved, they should be consulted beforehand.

When reporting an allegation or suspicion, we will record information, including relevant details (this includes the date and place of the disclosure, the nature of the allegation, any known information about the parties involved, the period of time to which the allegation relates and the degree to which the information is known to be fact, rather than opinion or hearsay)

Child Protection Policy

Key Contacts: Sources of advice and support

BTG CSO is the person to whom all concerns or allegations should be addressed:

Name: Helen Wain

Telephone No: 07910252888

Email: helenwain@talktalk.net

In the absence of the Safeguarding officer, BTG Chairperson can be contacted:

Name: Hannah Garnett

Telephone No: 07786826138

Email: hannah.garnett@btinternet.com

Name:……….HANNAH GARNETT…………………………………………………………….

(person who completed this report)

Position held…….CHAIRPERSON………………………………………………………………………….

Signed:………………………………………………..Dated:………13/01/2016…………………………..

Agreed by:

Name:…………HELEN WAIN………………………………………………………………………

Position held……….TRAINING OFFICER……………………………………………………..

Signed:………………………………………………..Dated:………….13/01/2016………………………

Appendix 1

Safeguarding Policy Statement

The following statement has been agreed by Bowland TREC Group

BTG is committed to the safeguarding of children and adults at risk, and to ensuring their well-being.

  • We believe that all children and vulnerable adults at risk should know that they are valued within BTG
  • We respect the personal dignity and rights of children and vulnerable adults at risk and will ensure that our policies and procedures reflect this.
  • We recognise that we all have a responsibility to help prevent the physical, sexual, emotional abuse and neglect of children under 18 years of age.
  • We recognise that we all have a responsibility to help prevent the physical, sexual, psychological, emotional, financial, discriminatory abuse and neglect of adults at risk.
  • We will report any abuse of children or vulnerable adults at risk that we discover or suspect.
  • Where an allegation suggests that a criminal offence may have been committed, the police will be contacted as a matter of urgency.

We are committed to:

  • Ensuring that we keep up to date with national and local developments relating to safeguarding.
  • Taking all reasonable steps to ensure that as a club, everyone works within the agreed procedures of our safeguarding policies.
  • Supporting the Safeguarding Officer in their work and in any action they may need to take in order to protect children and vulnerable adults at risk.
  • Reporting any abuse of children or adults at risk that we discover or suspect.

Appendix 2

Parental Consent Form

If you are entering a child under 16 for the competition or training, please fill in this form and send it in with your entry

Name of child: ________________________ Date of Birth: _____/_____/_____

Race/ Ethnic Origin: _______________________________________________

Any Disabilities or Special Needs: ____________________________________

Name of Event: _____________________________ Date of Event: __________

Home Address of Parent/ Guardian: ___________________________________

________________________________________________________________

________________________________ Post Code:_______________________

Tel No (Day): _____________________ Tel No (Eve): ____________________

Mobile No: _______________________________________________________

Medical Details

Doctor’s Name and Address: ______________________________________________

________________________________ NHS Card No: _______________________

Additional details: (any information, given in confidence, of which the organisers should be aware – specific dietary needs, details of any medication, allergies etc.)

___________________________________________________________________

DECLARATION: I have received comprehensive details of this event and consent to my child taking part in the activities indicated. I consent to my child receiving any medical treatment, which in the opinion of a qualified medical practitioner, may be necessary.

I am aware that photographs will be taken during the TREC event for promotional purposes, and DO/ DO NOT (delete as appropriate) give consent for my child to feature in such photos.

Signed: __________________________ (Parent/ Carer) Date: ________________

Signed: __________________________ (Child)   Date: ______________________

Appendix3

The role of the Club Safeguarding Officer (CSO)

The role of the Riding Club CSO is:

  • To ensure that their club within British Riding Clubs is aware of British Equestrian Federation (BEF) and British Horse Society procedures and guidelines

Ensure clear communication at club level with regard to Child Protection and Welfare

Ensure parents/children are aware of the policy and procedures

Distribute the policy and guidance documents/templates

Receive queries, offer support re any issues relating to Child Protection

Undertake training as necessary

Respond to any allegations or complaints made from within your club

Liaise with Lead Safeguarding Officer at British Horse Society

Operationally deal with the complaint/allegation to conclusion in line with agreed protocols

Initiate Case Management systems and processes as necessary in consultation with the Lead Safeguarding Officer and relevant statutory agencies

Provide and promote education and training to club support staff, members and volunteers

Ensure that BEF/British Horse Society for recruitment of staff and volunteers are followed and all appropriate existing staff or volunteers have up to date criminal records disclosures/self disclosures with guidance from your Lead Safeguarding Officer

Ensure that codes of conduct are in place for club staff, volunteers, coaches, young people and parents.

Ensure confidentiality is maintained and information is only shared on a ‘’need to know’’ basis.

Appendix 4

Safeguarding Incident Recording Form

 

Basic Information
Full name of person involved
Address including post code

 

 

Email address
Telephone number
Date of birth
Date and time of incident
Location of incident

 

Other people present (witnesses)

 

Record of Incident (continue on a separate sheet if necessary)
 

Please ensure you are as accurate and detailed as possible. Use quotes wherever possible – do not interpret what was said in your own words

 

Include details such as tone of voice, facial expressions and body language.

 

 

Record what you said as well what the child or vulnerable adult said.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Who has been spoken to about the incident
Position / Organisation Name Email Telephone number
CSO
Police
Children’s Services
Adult Services
Other
Feedback and follow up actions (continue on a separate sheet if necessary)