Email Messaging Guidelines
The following guidelines have been developed by the Child Protection in Sport Unit (CPSU) to deal with the main sources of
Emailing in relation to Children and Young People to ensure effective safeguarding measures are put in place. There are fewer
opportunities for misuse and abuse if the mail is sent to more than one individual, rather than one-to-one email arrangements
between coaches/ volunteers and young people.
Only staff that have been through relevant safeguarding procedures and training should have access to emailing as
it involves knowledge of personal details of children and young persons.
Numbers of staff using it should be kept to a minimum and their details recorded by the SO/WO.
Consent must be obtained before messages are sent to young people (if under 15 from their parents).
Contact details of young people should be stored securely, either under lock and key or in a file which
is password protected and not shared with anyone else.
If an email is send to a group of young people, the same message must be sent to all. The email messaging system should
never be used to send messages on an individual basis or (ideally) to less than 5 people.
Email messages should make it clear who is sending the message, rather than just a Email address.
Young people should be discouraged to respond back, ie communication should be one-way.
Email messages sent must never contain any offensive, abusive or inappropriate language or be open to misinterpretation.
All Email messages should include a sentence at the bottom which provides the young person with the opportunity to
unsubscribe from receiving further texts.
A moderator should be able to audit the messages sent to ensure the system is being used in an appropriate manner
and be able to respond to any concerns raised.
The Safeguarding and Child Protection policy should include consideration for dealing with breaches or abuse using email
messaging with referral to statutory agencies if indications of abuse (eg grooming for abuse) come to light.
Return to previous page
RETURN TO HOME PAGE
