Sligo Rowing Club
Reporting Policy
1. Purpose
The purpose of this Reporting Policy is to ensure that all concerns about child welfare, safety, misconduct, or breaches of club policy are managed promptly, transparently, and in accordance with Irish law and national sporting guidelines.
This policy aligns with:
- Children First Act 2015
- Children First: National Guidance for the Protection and Welfare of Children (2017)
- Sport Ireland Safeguarding Guidance
- Rowing Ireland Child Protection Policies & Procedures
2. Scope
This policy applies to:
- All club members, including coaches, volunteers, athletes, juniors, and parents
- All Club activities, events, competitions, and digital communications
- Any concerns involving children (U18) or vulnerable adults
3. Reporting Principles
The Club is committed to:
- Protecting children and prioritising welfare
- Responding quickly and appropriately to concerns
- Supporting anyone who raises a concern in good faith
- Maintaining confidentiality in accordance with legal requirements
- Ensuring no one is victimised for reporting a concern
- Ensuring compliance with mandatory reporting laws in Ireland
4. Categories of Concerns
Concerns may include, but are not limited to:
4.1 Child Welfare or Protection
- Physical, emotional, or sexual abuse
- Neglect or bullying
- Inappropriate behaviour by adults or peers
- Online safety concerns
- Breaches of safeguarding procedures
4.2 Safety & Operational Concerns
- Unsafe training conditions
- Equipment or facility hazards
- Poor supervision practices
4.3 Conduct or Disciplinary Issues
- Breaches of Code of Conduct
- Harassment, discrimination, or threatening behaviour
- Misuse of club property
5. Who to Report To
5.1 For Any Concern Involving a Child (U18)
- Club Children’s Officer (CCO) – first point of contact
- Designated Liaison Person (DLP) – responsible for onward referral to Tusla or Gardaí
If a child is in immediate danger, contact Gardaí (999/112) immediately and then inform the DLP.
5.2 For Other Club Issues
- Safety Officer – hazards, equipment issues
- Head Coach / Captain – coaching or behaviour concerns
- Club Chairperson – governance or misconduct concerns involving committee members
Any safeguarding concern must always be shared with the CCO or DLP.
6. Mandatory Reporting (Legal Requirement)
Under the Children First Act 2015, certain roles (e.g., coaches or medical personnel meeting the thresholds of a Mandated Person) must report child protection concerns to Tusla.
However, all adults in the club have a duty of care and must pass concerns to the DLP for assessment.
The DLP will:
- Determine if the concern meets the threshold for reporting to Tusla
- Complete a Child Protection and Welfare Report Form if required
- Inform the parent/guardian where appropriate (unless doing so may place the child at further risk)
7. How to Make a Report
7.1 Reporting Steps
- Record the concern as soon as possible, using the Club Incident/Concern Report Form.
- Provide factual, accurate details. Avoid assumptions or personal opinions.
- Submit the form to the CCO or DLP in person or through a confidential channel.
- The CCO/DLP will follow up with the appropriate actions and maintain documentation securely.
7.2 If You Witness an Incident
- Intervene if it is safe to do so
- Ensure the immediate safety of the individuals involved
- Report the incident immediately afterwards
7.3 Anonymous Reporting
Anonymous reports may be submitted, but they may limit the Club’s ability to investigate. All reports are treated seriously.
8. Record Keeping
The DLP and CCO must keep:
- Incident/Concern Report Forms
- Actions taken and decisions made
- Any correspondence with Tusla or Gardaí
All records must be:
- Stored securely
- Accessed only by the DLP, CCO, or Chairperson (where appropriate)
- Retained according to Children First guidelines
9. Responding to a Report
9.1 When a Concern is Raised
The DLP/CCO will:
- Acknowledge receipt where appropriate
- Assess the information using Children First criteria
- Decide the appropriate action (e.g., internal follow-up or reporting to Tusla/Gardaí)
- Inform relevant club officers on a need-to-know basis
- Provide support to those involved
9.2 If the Concern Relates to a Coach or Volunteer
- The individual may be temporarily suspended from duties pending investigation
- The Club may initiate disciplinary procedures
- External authorities will be contacted if the concern relates to child welfare
9.3 If the Concern Relates to a Committee Member
- Refer directly to the Chairperson and DLP
- An independent external advisor may be consulted
10. Protection for Whistleblowers
The Club supports individuals who report concerns in good faith.
No one will be victimised or discriminated against for raising a concern.
Knowingly false or malicious reports, however, may lead to disciplinary action.
11. Communication with Parents/Guardians
Unless doing so puts a child at further risk:
- Parents/guardians will be informed of concerns
- They will not be informed before the DLP consults Tusla if the concern is serious
- The Club will handle communication sensitively and confidentially
12. Confidentiality
- Information will be shared only on a strict need-to-know basis
- All records will be handled according to GDPR and Children First
- Gossip or informal discussion of concerns is prohibited
13. Review of Policy
This Reporting Policy will be reviewed:
- Every two years,
- After any major incident,
- Or when legislation or national policy changes
