Version: 2.0
Approved by: Sports Xtra Senior Leadership Team
Effective from: January 2026
Next review due: January 2027
Status: Public-facing policy
Applies to: All staff, coaches, volunteers, partners and anyone working on behalf of Sports Xtra
Review cycle: Annually, or sooner if legislation or safeguarding arrangements change
1. Policy Statement
Sports Xtra (SX) is a sports coaching organisation delivering activities to children and young people aged 3–18. We recognise our statutory and moral responsibility to safeguard and promote the welfare of all children and young people in our care.
Safeguarding is everyone’s responsibility. Sports Xtra is committed to creating a safe, positive and inclusive environment where children are protected from harm, feel listened to and are supported to thrive.
This policy applies to all individuals working on behalf of Sports Xtra, including paid staff, coaches, volunteers, contractors and partners.
1.1 Our Commitment
Sports Xtra is committed to:
- Protecting children from maltreatment and abuse
- Preventing impairment of children’s health or development
- Ensuring children grow up in circumstances consistent with safe and effective care
- Taking action to enable all children to have the best possible outcomes
1.2 Equality and Inclusion
Sports Xtra gives equal priority to safeguarding all children and young people regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation.
We recognise that some children may face additional barriers to communicating concerns, including disabled children and those from minority or marginalised groups.
We are committed to supporting all children and ensuring staff are trained to recognise and respond appropriately to differing needs.
2. Legal and Statutory Framework
This policy is informed by legislation and statutory guidance relevant to safeguarding children in Wales, including:
- Keeping Learners Safe, Welsh Government
- Working Together to Safeguard People, Wales
- Wales Safeguarding Procedures
- Social Services and Well-being (Wales) Act 2014
- The Children Act 1989 and 2004
- The Prevent Duty Guidance
- Cardiff & Vale Safeguarding Partnership procedures
3. Safeguarding Leadership and Responsibilities
3.1 Designated Safeguarding Lead
Sports Xtra has a named Designated Safeguarding Lead responsible for overseeing safeguarding practice and responding to concerns.
Designated Safeguarding Lead: Carolann McIver
Email: safeguarding@sports-xtra.com
A Deputy Designated Safeguarding Lead may be appointed to support safeguarding arrangements and ensure continuity.
3.2 Escalation
If a safeguarding concern relates to the Designated Safeguarding Lead, or if they are unavailable, concerns should be escalated to a senior director or directly to the relevant Local Authority Safeguarding Partnership.
4. Procedure for Reporting Safeguarding Concerns
All safeguarding concerns are treated seriously and acted upon promptly.
Concerns may include, but are not limited to:
- The conduct of a Sports Xtra staff member or volunteer
- A child disclosing abuse or harm
- Observed signs or indicators of abuse or neglect
- Concerns about radicalisation or extremist behaviour
- Inappropriate language, behaviour or boundary breaches
- Information overheard or observed that causes concern for a child’s welfare
Any member of staff or volunteer who has a concern must report it to the Designated Safeguarding Lead as soon as possible and confirm the concern in writing if requested.
If there is an immediate risk of harm, emergency services should be contacted by calling 999.
Allegations against staff or volunteers will be managed in line with Local Authority Designated Officer procedures.
Confidentiality will be maintained wherever possible, but information will be shared on a need-to-know basis to safeguard children.
Concerns may also be raised directly with the relevant Local Authority Safeguarding Partnership or the NSPCC if required.
Staff and volunteers may raise safeguarding concerns through the organisation’s whistleblowing procedures where appropriate.
5. Responding to a Direct Disclosure
If a child discloses information that raises safeguarding concerns, staff and volunteers should:
- Listen carefully and allow the child to speak freely
- Reassure the child that they have done the right thing by telling someone
- Avoid asking leading questions or investigating
- Remain calm and non-judgemental
- Explain that the information cannot be kept secret and must be shared to keep them safe
The disclosure must be reported to the Designated Safeguarding Lead as soon as possible.
6. Data Protection and Confidentiality
All personal and sensitive information relating to children is handled in line with data protection legislation.
- Information is stored securely and accessed only by authorised individuals
- Information is shared only when necessary to safeguard a child
- Records are disposed of securely when no longer required
7. Safer Recruitment, DBS Checks and Training
Sports Xtra follows safer recruitment practices to help prevent unsuitable individuals from working with children.
- All staff and volunteers undergo safer recruitment checks, including an enhanced DBS check, before working with children
- DBS checks are renewed at appropriate intervals, informed by organisational risk assessment and safeguarding guidance
- Designated Safeguarding Leads undertake regular safeguarding training to remain up to date with legislation and local procedures
- All staff and volunteers receive safeguarding training during induction and through regular updates
- References are obtained and verified before appointment
All individuals are expected to maintain professional boundaries and uphold the highest standards of conduct at all times.
Staff are subject to appropriate supervision and oversight to support safe and professional practice.
8. Use of Phones, Online Safety and Social Media
Sports Xtra recognises that online conduct and the use of digital devices can present safeguarding risks.
- Staff should not use personal phones in the presence of children, except in emergencies
- Photos or videos of children may only be taken using authorised devices and with appropriate consent
- Images are used only for agreed purposes and never for personal use
- Staff and volunteers must not exchange personal contact details or communicate with children through personal social media accounts
Any online behaviour that places a child at risk or breaches professional boundaries will be treated as a safeguarding concern.
9. Prevent Duty: Radicalisation and Extremism
Sports Xtra recognises its responsibility to protect children and young people from the risk of radicalisation and extremism.
Staff and volunteers are expected to:
- Be alert to changes in behaviour that may indicate vulnerability
- Report concerns following the safeguarding reporting procedure
- Promote an environment where children feel safe to discuss worries or concerns
Concerns relating to radicalisation should be reported to the Designated Safeguarding Lead immediately.
10. Bullying and Peer-on-Peer Abuse
Sports Xtra recognises that bullying and peer-on-peer abuse can occur in any setting. Such behaviour will never be tolerated or dismissed as “banter” or “part of growing up”.
Peer-on-peer abuse may include:
- Physical abuse
- Emotional abuse
- Sexual harassment
- Sexual violence
- Online abuse
- Sexting
- Initiation or hazing behaviours
All concerns relating to bullying or peer-on-peer abuse must be reported and managed in line with safeguarding procedures.
11. Review and Monitoring
This policy is approved by Sports Xtra Senior Leadership Team and is reviewed annually, or sooner if legislation, statutory guidance or organisational arrangements change.
Sports Xtra is committed to continuous improvement in safeguarding practice.
Safeguarding is everyone’s responsibility.