Safeguarding Adults and Children

Anyone can report a concern to either their club welfare officer or the GBWR safeguarding lead by completing the Safeguarding Referral Form and sending this to safeguarding@gbwr.org.uk. Contact details for Club Welfare Officers can be found using our club finder, or you can find external and other contacts below.

Safeguarding is everyone’s responsibility and we understand that it is natural to feel a little nervous about sharing concerns, but it is important to remember that it is not your responsibility to decide if abuse or neglect is happening, it is your responsibility to share your concerns. Doing nothing is not an option. You will find more information on sharing concerns here.

GBWR take safeguarding seriously and we hope this page help’s our members understand their safeguarding requirements and understand what to do if they have any concerns. Early in 2024, GBWR updated their safeguarding policies which you can find and download here. The policies sit along side GBWRs safeguarding guidance documents which cover a range of areas and are designed to help clubs and members understand their responsibilities in regards to safeguarding children and adults in particular situations aswell as preventative measures to consider.
Safe recruitment is covered on this page also, with information surrounding DBS checks and the procedure to apply. We have also answered some frequently asked questions and hope these cover alot of imporant subjects. Finally, to help embed GBWRs safeguarding policy we have covered some scenarios that could potentially arise within a wheelchair rugby club and what to do in these instances. 

Policies, Guidance and Training

Sharing Concerns

All GBWR members should be aware of how to share any concerns which they are aware of, however, it is especially important that club welfare officers are aware of the reporting procedures for any safeguarding concern. It is important to note that even if an incident or allegation occurs outside the wheelchair rugby environment, it should still be reported to GBWR if the young person or adult concerned is involved in wheelchair rugby. This is in accordance with standard practice in sport.

You should follow the three stages below if you have a concern or are made aware of a concern about a member’s wellbeing:

Stage 1 – React to the concern, disclosure, suspicion or allegation in a timely and appropriate manner.
Stage 2 – Record the relevant information
Stage 3 – Report the information to the appropriate person(s) and/or organisation(s), subject to consent conditions being met if the concern is regarding an adult, more information on consent can be found in the Reporting Procedures guidance.

You do not have to decide whether a concern or incident amounts to abuse or a failure to safeguard a member. You do have to refer that concern to your club welfare officer or GBWR’s safeguarding lead so they can make that decision.

For more information on how to share concerns regarding adults or children, please see our reporting flowchart below.

To assist with sharing your concerns and logging any information you may have we have a Safeguarding Referral Form. You should complete this form and include as much information as possible. Once complete you can give this to your club welfare officer or GBWR safeguarding lead via safeguarding@gbwr.org.uk 

Safer Recruitment

GBWR is committed to promoting a safe and inclusive environment for children and adults at risk and expects all staff and volunteers to share this commitment. Anyone taking part in wheelchair rugby is entitled to participate in a safe and welcoming environment. We recognise that while the vast majority of people who want to work with children and adults at risk of harm in our sport do so with the best intentions, there is always the possibility that individuals who are less suitable may apply and it’sonly through sound recruitment practices that they can be screened out. To learn more about the safe recruitment of volunteers and employee’s please see GBWRs Safer Recruitment guidance.

Disclosure and Barring Service (DBS) Checks

GBWR work alongside the RFU to manage applications to the Disclousure and Barring Service (DBS), this service helps to identify those who may pose a risk to children and adults within our sport. Learn more about how we manage DBS checks in GBWRs DBS Case Management Process.

DBS checks are an important part of GBWRs safer recruitment procedures, however clubs should be aware that a DBS check should not be completed by every volunteer within your club. GBWR currently only require a clubs Head Coach and Club Welfare Officer to complete a DBS check.

Club members can request a DBS check by completing the DBS request form. Applicants will be added to the RFU Game Management System (if not already on the system) where they will be required to complete a short eLearning workshop. Once complete, applications will be proccessed through RFU Disclosures. To find out more about GBWR’s DBS requirements or ask a question please contact GBWR’s Development and Coaching Co-ordinator, Dale Thompson.

Safeguarding Scenarios
  • Scenario one - WhatsApp group conversation (banter)

    Concern: there is a 14 year old male playing alongside adults in the local league. The club are using WhatsApp as a method of communication. The boy’s parent has read through the conversation and is concerned about the content in the chat and suggests it’s inappropriate. The parent has raised this with the team captain and their response was ‘they need to ‘man up’ it’s only banter’.

     Response / things to think about:

    • This type of concern should be reported to the Club Welfare Officer, who may seek advice from GBWR.
    • Always take any concerns raised seriously.
    • Make a record of what was reported as soon as possible and keep notes of any subsequent conversations / action.
    • WhatsApp terms of use now state individuals must be 16yrs old to use WhatsApp, therefore clubs should not use this method of communication below this age.
    • At this stage there is no detail about what is inappropriate about the chat – don’t make assumptions.
    • Don’t allow ‘banter’ to be used as an excuse. Banter becomes bullying when there is an imbalance of power, when its consistent or hurtful. Excessive and repetitive banter can quickly become bullying.
    • How easy is it for the 14yr old to say they are not comfortable with this chat?
    • Is the conversation still available on WhatsApp? CWO could review – discuss content and its appropriateness with GBWR if necessary.
    • The nature of the messages will determine the action required.

    Who do you report the concerns to?

    • If the nature of the messages means that referral to GBWR is required (and the GBWR Safeguarding Lead is not available) and a child is at immediate risk or in danger, you must avoid delay and seek advice from your local authority and the Police.
    • Opportunity to review ‘dos & don’ts’ on WhatsApp – get all members to agree what it should and shouldn’t be used for – it makes it easier to challenge if these are agreed.
    • Find an appropriate way of involving the 14yr old that makes them feel part of the team
    • Involve the parent in messaging, so they have sight of all communication
    • Consider appointing a mentor for the young player – someone they can relate to and share their concerns with.
  • Scenario two - News Article Highlights Safeguarding Concern

    Scenario two – news article highlights safeguarding concern

    Concern: Your club Chair receives a call from a player with information relating to another player who has recently been convicted of possessing inappropriate images of under 18’s. The player highlights a news article which confirms the conviction. The club Chair calls the Welfare Officer and proposes to hold a committee meeting to discuss this.

    Response / things to think about:

    • Make a record of what was said, including names, numbers, dates, times etc. and as much detail as possible.
    • Obtain a copy of the news article to refer to.
    • Contact GBWR Safeguarding Lead immediately, do not discuss this matter with the committee, any other club members or the individual player.
    • GBWR / RFU Case Management is consulted on the incident and will lead the process for establishing facts, liaison with statutory agencies and will inform club of any actions agreed.
    • GBWR will advise the club on next steps and any relevant communication with the player and membership.
  • Scenario Three - Suspected Neglect by Caregivers

    Concern: Your welfare officer receives a call from the head coach who has concerns about a one of the players within your club. The player has been a regular participant over the last couple of years and receives support from carers to attend training sessions and whilst at home. The coach has noticed a drop in attendance at club events and has noticed the player has lost a lot of weight recently. The coach has also said there is noticeable signs of the player turning up to sessions dirty and smelling unbathed. The coach has reasonable suspicions that the player is being neglected by his caregivers.

    Response / things to think about:

    • Welfare Officer to manage this situation sensitively and take advice from GBWR Safeguarding Lead if necessary.
    • Make a note of what was reported, including time, names and details
    • Action must be taken – you cannot ignore and do nothing
    • Don’t make assumptions
    • Has anyone spoken to the player directly?
      • How is the player?
      • How do they feel?
      • Are they concerned?
      • Are they looking for help?
    • Has the player disclosed any information to the coach or welfare officer in relation to their health?
    • If you feel the player is in an immediate risk of harm then you must contact a statutory agency (children’s or adult social services or the Police). Consent should be obtained before contacting anyone if an adult has the capacity to give this.

    If the player is under 18 (child), additionally to the above:
    How old is the player? This may have an impact on parental involvement.

    • GBWR would always advocate parental involvement, unless there is good reason not to.
    • If the player is happy for you to speak to their parent/s, do so, if not, seek advice from the GBWR Safeguarding Lead.
    • If you feel the player is in an immediate risk of harm then you must contact a statutory agency (children’s social care service or the Police).

FAQs
  • What do I do if I have a concern?

    Follow GBWRs guidance on sharing concerns as below and the reporting procedures.

    Stage 1 – React to the concern, disclosure, suspicion or allegation in a timely and appropriate manner.
    Stage 2 – Record the relevant information
    Stage 3 – Report the information to the appropriate person(s) and/or organisation(s), subject to consent conditions being met if the concern is regarding an adult, more information on consent can be found in the Reporting Procedures guidance.

    We understand that it is natural to feel a little nervous about sharing concerns, but it is important to remember that it is not your responsibility to decide if abuse or neglect is happening, it is your responsibility to share your concerns.

  • How do I know if I need a DBS check? 

    Your requirement for a DBS check will be based entirely on your role, please see the list of roles which require DBS checks in the eligibility guidance.

  • How do I get a DBS check?

    To apply for a DBS check you should complete the online DBS request form stating which wheelchair rugby role you are undertaking at your club. Once this form has been completed GBWR will then be able to add you to the RFU’s Game Management System (GMS) which is used to initiate the DBS application.

    All applicants are required to complete a short eLearning module through GMS called Introduction to Safeguarding. This checks for a basic understanding of the main safeguarding principles and must be completed by anyone who is wanting to initiate a DBS application.

    GBWR will be able to guide you through the process, and if you encounter any issues we would be happy to support you.

  • I already have a DBS check through my job or with the RFU, do I need to re-apply?

    Due to the uncertainty of the validity GBWR has of the verification process used by other governing bodies or organisations, GBWR does not accept the outcome of DBS checks that were carried out outside of the organisation. If you already have a DBS check through the RFU you will still need to apply for a separate DBS check under the GBWR roles as these may differ and therefore have different DBS requirements.

Contacts