Safeguarding Governance Policy 
 

Glasgow East Juniors RFC SCIO 

Safeguarding Governance Policy 

Document Title: Safeguarding Governance Policy 
Applies To: Trustees, Coaches, Volunteers and Officials 
Approved By: Board of Trustees 
Review Period: Annual 
Version: 1.0 

 

1. Purpose 

Glasgow East Juniors RFC SCIO is committed to ensuring that all children and young people participating in rugby activities are protected from harm and are able to enjoy sport in a safe, positive and inclusive environment. 

This policy establishes the governance arrangements through which the Club oversees safeguarding responsibilities and ensures compliance with relevant legislation, charity governance requirements and sporting standards. 

 

2. Policy Statement 

The Board of Trustees recognises that safeguarding is a fundamental governance responsibility and not solely an operational matter. 

The Club will: 

• Place the welfare of children at the centre of its activities. 

• Create and maintain a safe environment. 

• Promote a culture of vigilance and accountability. 

• Take all safeguarding concerns seriously. 

• Ensure appropriate reporting and escalation procedures. 

• Comply with applicable legislation and regulatory requirements. 

• Support continuous safeguarding improvement. 

Safeguarding shall be a standing governance responsibility of the Board. 

 

3. Scope 

This policy applies to: 

• Trustees 

• Coaches 

• Assistant Coaches 

• Volunteers 

• Parents and Guardians 

• Match Officials 

• Visiting Coaches 

• Contractors 

• Anyone acting on behalf of the Club 

It applies to all Club activities including: 

• Training sessions 

• Matches 

• Tournaments 

• Trips and tours 

• Social events 

• Online activities 

• Communication platforms 

 

4. Governance Principles 

The Club will ensure that safeguarding is: 

Child-Centred 

The welfare of children is the paramount consideration. 

Accountable 

Clear responsibilities and reporting structures shall exist. 

Transparent 

Safeguarding concerns will be managed through documented procedures. 

Proportionate 

Responses shall be appropriate to the nature of the concern. 

Continuous 

Safeguarding arrangements shall be regularly reviewed and improved. 

 

5. Role of the Board of Trustees 

The Board has overall responsibility for safeguarding governance. 

The Board shall: 

• Approve safeguarding policies. 

• Review safeguarding performance annually. 

• Ensure adequate safeguarding resources. 

• Monitor compliance. 

• Ensure safeguarding risks are managed. 

• Support the Child Protection Officer. 

• Ensure appropriate training takes place. 

• Review safeguarding incidents and lessons learned. 

• Promote a safeguarding culture throughout the Club. 

The Board retains ultimate accountability even where safeguarding responsibilities are delegated. 

 

6. Safeguarding Lead Trustee 

The Board shall appoint a Trustee Safeguarding Lead. 

The Safeguarding Lead shall: 

• Act as Board liaison for safeguarding matters. 

• Support the Child Protection Officer. 

• Monitor safeguarding performance. 

• Report safeguarding matters to the Board. 

• Ensure safeguarding remains on the governance agenda. 

• Oversee policy reviews. 

The Safeguarding Lead does not replace the operational role of the Child Protection Officer. 

 

7. Child Protection Officer 

The Club shall appoint a suitably trained Child Protection Officer (CPO). 

The CPO is responsible for: 

• Receiving safeguarding concerns. 

• Managing safeguarding records. 

• Liaising with external agencies. 

• Supporting volunteers and coaches. 

• Maintaining confidentiality. 

• Providing safeguarding advice. 

• Monitoring compliance requirements. 

• Coordinating safeguarding training. 

The CPO shall provide regular reports to the Board. 

 

8. Safer Recruitment 

The Club shall implement safer recruitment practices. 

This includes: 

• Role descriptions. 

• Volunteer application processes. 

• Reference checking when appropriate. 

• PVG Scheme compliance. 

• Safeguarding screening. 

• Code of Conduct agreements. 

• Appropriate induction procedures. 

No individual shall undertake regulated work with children unless relevant checks have been completed. 

 

9. Training Requirements 

The Club shall ensure that safeguarding training is completed by relevant individuals. 

Trustees 

Trustees shall receive: 

• Safeguarding awareness training. 

• Charity governance training relating to safeguarding responsibilities. 

Coaches 

Coaches shall receive: 

• Safeguarding training. 

• Rugby-specific welfare training. 

• First aid and concussion awareness training where required. 

Volunteers 

Volunteers shall receive safeguarding induction appropriate to their role. 

 

10. Reporting Concerns 

Any individual who has a concern about the welfare of a child must report the matter immediately. 

Concerns may include: 

• Abuse. 

• Neglect. 

• Bullying. 

• Emotional harm. 

• Inappropriate behaviour. 

• Online safeguarding concerns. 

• Grooming concerns. 

• Poor practice. 

Concerns should be reported to: 

1. Child Protection Officer. 

1. Trustee Safeguarding Lead (where appropriate). 

1. Relevant statutory authority where immediate danger exists. 

No person will be criticised for reporting a genuine concern. 

 

11. Incident Management 

All safeguarding incidents shall: 

• Be documented promptly. 

• Be recorded accurately. 

• Be handled confidentially. 

• Be investigated appropriately. 

• Be escalated where required. 

The Club shall maintain a secure safeguarding incident register. 

 

12. Allegations Against Adults 

Any allegation involving: 

• Trustees 

• Coaches 

• Volunteers 

• Contractors 

shall be treated seriously. 

The Club will: 

• Suspend duties where appropriate. 

• Seek advice from relevant authorities. 

• Protect confidentiality. 

• Maintain fair procedures. 

• Prioritise child welfare at all times. 

 

13. Online Safety 

The Club recognises the safeguarding risks associated with digital communication. 

Appropriate safeguards include: 

• Official communication channels. 

• Parent visibility where appropriate. 

• Monitoring of communication practices. 

• Compliance with the Club Social Media Policy. 

• Safe use of images and videos. 

Direct private communication between adults and junior players should be avoided except where operationally necessary and appropriately authorised. 

 

14. Trips and Events 

Risk assessments shall be completed for: 

• Away fixtures. 

• Tours. 

• Residential events. 

• Special activities. 

Appropriate arrangements shall be implemented regarding: 

• Supervision. 

• Transport. 

• Emergency contacts. 

• Medical information. 

• Accommodation. 

 

15. Safeguarding Risk Management 

The Board shall maintain oversight of safeguarding risks. 

The safeguarding risk register shall include: 

• Recruitment risks. 

• Training compliance. 

• Facility risks. 

• Online safety risks. 

• Incident management risks. 

• Governance risks. 

Safeguarding risks shall be reviewed at least annually. 

 

16. Confidentiality and Information Sharing 

Safeguarding information shall: 

• Be treated confidentially. 

• Be shared only when necessary. 

• Be stored securely. 

• Comply with GDPR requirements. 

Confidentiality shall never prevent information being shared where a child may be at risk of significant harm. 

 

17. Safeguarding Reporting to Trustees 

The Board shall receive a safeguarding report at least annually covering: 

• Training compliance. 

• PVG compliance. 

• Number of reported concerns. 

• Policy reviews completed. 

• Safeguarding risks identified. 

• Improvement actions. 

Personal details shall be anonymised where appropriate. 

 

18. Policy Monitoring 

The Board shall monitor: 

• Safeguarding incidents. 

• Compliance rates. 

• Training completion. 

• Recruitment controls. 

• Audit findings. 

• Emerging safeguarding risks. 

The Board may commission safeguarding reviews where required. 

 

19. Non-Compliance 

Failure to comply with safeguarding requirements may result in: 

• Additional training. 

• Formal management action. 

• Suspension. 

• Disciplinary action. 

• Removal from role. 

• Referral to statutory agencies. 

 

20. Review 

This policy shall be reviewed: 

• Annually; 

• Following any significant safeguarding incident; 

• Following legislative, regulatory or Scottish Rugby guidance changes; 

• When directed by the Board of Trustees. 

 

Approval Record Version 1.0

Date Approved By Board of Trustees 

Review Date 16/09/2026

Next Review Due: 16/09/2027 

Policy Owner : Trustee Safeguarding Lead : Lynne Millar  
Glasgow East Juniors RFC SCIO