Training Venue

• Athletes and staff will sign-in and out every time they enter or leave the building. If there is a fire we must know who is in the building.
• Coaches will be assigned responsibility for a group of athletes and keeping an eye on their welfare. If an athlete moves group there will be a formal welfare handover between coaches.
• There will be a check-in at the start of day and after lunch.
• All parents of U18s are required to complete a form letting us know how athletes are getting home. BF reserve the right to request parental pickup based on a risk assessment (eg location and timings of camp, time of year, age of athlete etc)

Accommodation – in addition to the Non-residential protocols:

• Athletes will be asked to sign-in when they first arrive on-site – the ‘entry point’ – This entry point may be at the accommodation or at the training facility.
• Athletes and staff will be asked to sign-in and out every time they enter or leave the accommodation block.
• Staff will be assigned responsibility for a group of athletes and keeping an eye on their welfare. If an athlete moves group there will be a formal welfare handover between staff members.

Arrival times for camps should be advised for 30mins before the start of the first session.   Eg, Arrival by 8:30am for a prompt 9:00am start.

If an athlete has not arrived 15 mins after the arrival time:

• If the athlete is age 15 or over the welfare officer will call the athlete and text them if no answer.
• If the athlete is age 14 and under the welfare officer will call the parent/guardian (s) listed as the emergency contacts and text if no answer.

If an athlete has not arrived 30 mins after the arrival time, and no message received:

• If the athlete is age 15-17 the welfare officer will call the parent/guardian (s) listed as the emergency contact (s) and text if no answer.
• If the athlete is age 14 the welfare officer will text the child (this requires permission from the parents to use the child’s number for logistical/operational communications, ideally on a group message function with the parent(s).

If an athlete has not arrived 60 mins after the arrival time, and no message received:

• For age 18 and over we will call the people listed as the emergency contact(s) on the camp joining form and text if no answer.

Joining instructions will have 3 phone numbers (the welfare officer, the camp manager, and senior staff member) and athletes/parents should make contact in advance if there is a likelihood of being late.

If a participant is unexpectedly absent (with no other concerns eg not a known risk)

Step 1 – establish that they are missing.

The welfare office, or someone acting under their instruction will:

• Text athlete (or athlete parent) “you are expected in the training hall/cafe/etc, can you let us know everything is OK”
• Check- in with other coaches and athletes to confirm where and when were they last seen
• Check toilets and changing rooms
• Check accommodation (if residential)
• Notify venue staff to support search
• Text BF Safeguarding Lead as an FYI

If there are known welfare concerns we will immediately move onto Step 2, otherwise we will search for 20 mins in total before moving to Step.2.

Step 2.

If U18 we will call the parent/guardian (s) listed as the emergency contact (s) and text if no answer.

Incident Management Panel convened – Senior BF person in the room will lead and make the decision to call the IMP and who to bring into the meeting – expected WO and BF Welfare Lead

If athlete is Under 18 the police will be notified at this stage

Step 3.

• For age 18 and over after a further 30 minutes we will call the people listed as the emergency contact (s) and text if no answer.

Failure to collect

Camps will be given a departure time 30mins before staff leave.

Parents/guardians can give BF advance permission to allow their child to leave unaccompanied.

15 mins after departure time, if a child under 16 has not been collected their parents/guardians athletes will be contacted.

Athletes should remain in the hall or the reception area of the centre they should not wait for parents in the carpark. Two staff members should remain with any athlete aged under 16 until collected.

60 mins after departure time, if a child under 16 has not been collected and contact from the parent/emergency contact has not been achieved, the BF Safeguarding Lead should be contacted and police notified.

Please note that coaches/staff will not be able to give U18 athletes lifts home etc.