Title

Travel and Transport - Guidance Procedures

General

Coaches and Club or Association officials offering sporting opportunities for children and vulnerable adults must recognise that they are in a position of trust. Parents and carers are entitled to expect that they will act responsibly, taking the same care for the well-being of the individuals entrusted to them as if they were the legal guardian.

It is important therefore that there is a common understanding of what is expected of all parties, and that parents are aware that those to whom the individuals are entrusted are unpaid volunteers. Obtaining parental/carer consent (specimen forms are available on the Sample Forms page) is a minimal first step towards this understanding.

Publication of Junior Club Rules and other helpful codes of conduct and behaviour, (e.g. for the parents as well as the volunteers), should also be considered where children under 18 are involved.

Good Practice

Codes of Conduct are not only aimed at protecting children and vulnerable adults from harm, but also to help adults follow good practice in order to avoid actions which might be misunderstood. For example it does not make sense for a coach or any other adult third party to:

Spend amounts of time alone with children and vulnerable adults away from others;
Take children/ vulnerable adults alone on car journeys, however short.

In the event that such situations are unavoidable, they should only take place with the full knowledge and consent of a responsible club/association official, and/or a person with parental responsibility for the child.

Good practices and codes of conduct can be found on the Expected Behaviour and Codes of Conduct page.

Collection

Clubs should develop and publicise policies regarding the delivery of young people and vulnerable adults to, and their collection from, coaching sessions, matches and other events. The policy should reflect the ages of the individuals concerned and the location, time and nature of the events. Ideally, parents and carers should be given a written timetable of all events at the start of the season and be notified in writing of any changes. Club and coach contact telephone numbers should be included for parent and carer enquiries.

If Club/Association officials are required to transport young people or vulnerable adults in their car, written parental consent should be obtained. It is recommended that regular drivers hold a valid CRB Disclosure Certificate and ensure that their vehicle insurance covers transporting such passengers. Ideally, children or vulnerable adults should not sit in the front passenger seat.

Late collection of children and vulnerable adults can present clubs andcoaches with difficult situations and parents and carers should be informed that it is not the responsibility of the coach or club to transport children in such circumstances. Guidelines should be included in the club policy for dealing with these situations, and parents and carers should be asked to provide alternative contact telephone numbers.

Summary advice

In the event of late collection contact the parent, or the alternate named individual.
Check with the club for messages regarding the child or vulnerable adult.
Wait with the child or at risk adult at the agreed collection point, with when possible, other coaches, officials or parents and carers.
DO NOT take the child or at risk adult home or to another location.
DO NOT ask the child or at risk adult to wait in the car or club with you alone.
DO NOT send the child or at risk adult home with another person without parental or carer permission.

Sample Consent forms for travel can be found on the Sample Forms page, and checklists etc can be found below.

Checklist for away fixtures

Communication with parents

Pick up times
Destination and venues
Competition details
Kit
Other requirements
Process for parent contacting coach or young person.

Transport

Journey times and stopping points
Supervision
Suitability, accessibility
Drivers checked
Insurance
Seat belts.

Supervision and staffing

Ratio of staff to athletes
Male/female
Specialist carers
Responsibilities.

Emergency procedures

First aid
Specific medical details
Reporting procedures
Home contact details
Athlete information.

Insurance

Liability
Adequate cover.

Transport - Checklists

Travel – can be used by Club or Association CPO/SO or delegated person and can be used in any risk assessment and planning of procedures

Purpose of Trip	Competition, away fixture, coaching, social, combination of any of the above
Planning	When? Where? Who? Risk Assessment of activity.
Communication with parents	Pick up points Destination and venue Competition Dates Kit and equipment list required Emergency Procedures, home contact Consent form Code of conduct (of players and also parents)
Host venue	Hosts aware of special requirements, e.g. diet Transport arrangements Telephone contact Local map and information
Transport	Journey time and any stopping points Supervision Suitability and accessibility Drivers checked Insurance Seat belts
Supervision and staffing	Ratio of adults to participants Male/female (ensure at least one male and female for mixed group) Specialist carers? Staff checked Staff have relevant child protection training? Responsibilities
Emergency Procedures	First Aid Special medical information Medications (aware of and who for) Player information Home contact details Reporting procedures
Insurance	Liability Accident
Costs	Fares Meals and refreshments while away.

Source: NSPCC/CPSU

In addition, if a trip involves overnight stays the following should also be considered (particularly if parents, guardians or carers are not accompanying the child or vulnerable adult)

Accommodation	What type? Catering, special diet, allergies Suitability for group, accessibility Room lists
Hosts	Hosts vetted (if applicable Hosts aware of special requirements Transport arrangements telephone contact Local maps and information, etc.
Insurance	Travel (if applicable) Medical (if outside UK)
Costs	For trip Payments and schedule: deposit, staged payments Extra meals, refreshments Spending money Security
Documentation	ID for child (if applicable)
Preparing participants	Code of conduct maps of area etc advice on valuables, etc.
Arrival	Check rooms, meal times, phones, valuables check venues Information on medications of participants arrange group meeting(s) Confirm care and child protection with group and staff Rules, curfew – code of conduct.

Source NSPCC/ CPSU

Residential Trips and Overnight Stays

Clubs, Associations, team managers, coaches, leaders etc should ensure that:

All residential facilities are adequate for the age of and number of children
All children/vulnerable adults are adequately supervised for the duration of the trip or overnight stay and that a responsible adult is available at all times (see ratios below)
Ratios of adults to children are observed:
- Children under 6 years of age 1 adult for 5 children
- Children 7 years and over 1 adult for 10 children
Children and supervising adults should not sleep in the same rooms
All information relevant to the stay should be made available to the parent/guardian/carer including address, emergency telephone numbers etc
All information about parents/guardians/carers is collected prior to the event/trip including telephone numbers where parents/guardians/carers can be contacted at any time during the trip/overnight stay
Parents/guardians/carers provide up to date health/medical information
Parents/guardians/carers are aware of all travelling arrangements and that where travel firms are used they are members of recognised organisations for passenger protection
Children are fully aware of the regulations governing alcohol purchase and consumption and that the children/at risk adults are not exposed to tobacco or any form of drugs
The leaders should display high standards of behaviour, individually and as a group recognising that their behaviour sets an example for the group

Clubs, Associations, team managers, coaches, leaders etc MUST NOT:

Shower with children or vulnerable adults under any circumstances
Visit children’s rooms unnecessarily
Conduct individual meetings, training sessions with children in inappropriate surroundings
Leave children/vulnerable adults unsupervised or unaware of the whereabouts of a responsible adult during the trip/stay
Supply or encourage under age children/at risk adults to purchase/consume alcohol or banned substances of any sort or supply or encourage pornographic material. This is especially relevant to adult trips/overnight stays

Checklists can be found above, while reference to Health forms with regard to youth travelling can be found at Sample Forms: Youth Health Profile (Microsoft Word .doc file, 65kB.)

Trips: Rights and Responsibilities

Travelling to away fixtures is a regular event for many junior clubs. Trips vary from short journeys across town to play another local team or involve more complicated arrangements involving overnight stays. What many appear as the most straightforward of trips will still require some level of planning.

All involved have rights and responsibilities regarding travel, even the junior members. The lists below detail the rights and responsibilities of those involved.

Child or Youth Member

Has the Right to

Has the following Responsibilities

Be Safe
Have any concerns listened to
Be respected by their coach and host family (if applicable)
Have easy access to phone contact with the trip organiser
Have a list of events (itinerary)
Regular Group Meetings with other young people
Have their religious needs facilitated
Have prior knowledge of the climatic variation to enable them to bring adequate clothing
Be made aware of the codes required for phoning home
Maps of the local area (if applicable)
Have the currency of the country they are visiting explained to them (if outside sterling area)
Be made aware of collection and drop off arrangements.

Show respect to their host families
Show respect to other youth members and their leaders
Keep themselves safe
Reporting inappropriate behaviour or risky situations
Attending any prior meeting to ensure they are informed of the plans
Maintain the sport’s reputation by adhering to their code of conduct
Discussing their dietary needs with the host family (though it is the parent’s and organiser’s responsibility to ensure this information is passed on in advance)
Maintain the accommodation to the standard set by the family
Be aware that they are acting as an ambassador for their sport and on occasions their country
Dependent on arrangements with parents, manage their money

Coach and/or Manager

Has the Right to

Has the following Responsibilities

Have support from their Governing Body if reporting any concerns about the arrangements
Be protected from abuse by children, youths, other adults, members or parents involved in the trip
Not be left vulnerable when working with children
Receive the relevant information from parents and/or guardians in advance of the trip, i.e.
- any personal care needs
- signed medical consent form and permission forms
- list of medication and allergies
- EHIC (European Health Insurance Card) if travelling abroad
- be respected by the children in preparation for and during the trip
- To have any personal ‘out of pocket’ expenses reimbursed
- To be able to apply sanctions in line with the Governing Body guidelines and discussed prior to the trip
- To have time off, i.e. that another adult is the point of contact for an emergency rather than one individual all the time.

To plan well in advance of the trip
Check Governing Body guidelines
Gather information on destination and venue (if possible carry out a risk assessment)
Facilitate information meetings prior to the trip for parents and children
Maintain confidentiality about sensitive information
Be a role-model during the trip (disciplined, committed, time keeping)
Fostering team work to ensure the safety of youth members in their care
Respond to children and youth members’ statements and concerns
Report any complaints or accidents on relevant documentation
Provide the children, parents and host with an itinerary of events
Have clear arrangements for collecting and transporting children during the trip
Ensure that if a young person has to share a room that it is with someone of the same sex and that they are aware of who this is in advance
Check adequate insurance is arranged
Ensure they have received the relevant documentation from the child’s parents/ guardian
To inform parents and children of standards of behaviour required and possible sanctions
To ensure that there is an appropriate adult/child ratio
To submit a report to the Club or Governing Body after the trip
Make parents and children aware of the photographic policy and obtain parent’s signature (or include on permission form).

Parents and Guardians

Have the Right to

Have the following Responsibilities

Know their child is safe
Be informed of any problems or concerns relating to their children
Be informed if their child is injured
Have their consent sought prior to the trip
Contribute to the decisions in planning the trip (when appropriate)
Have knowledge of where their child is staying and with whom
Have a contact number for their child’s hosts and trip organiser
Have a detailed itinerary of events that their child will be taking part in.

To be aware of the Code of Conduct for Children, Coaches, Hosts etc
To agree sanctions with the coach, trip organiser and child prior to the trip
Ensure the child has appropriate spending money
To pay for relevant costs prior to their child going on the trip
Provide the coach or organiser with all relevant documents and emergency contact number
Ensure the child has a passport (if required) prior to the trip.
Provide appropriate clothing to meet the needs of the child while aware from home
Drop off and collect their child at agreed time
Encourage their child to play by the rules

Hosts

Have the Right to

Have the following Responsibilities

Be treated with respect by the children, coaches and parents
Have prior knowledge of any special requirements, e.g.
- medical
- food
- religious
- transport
- mobility
Have telephone contacts, lists of parents and coaches in the event of an emergency
Be financially reimbursed for any expenses (when agreed)
Be informed of competition details
Have clearly defined roles prior to the event
Be consulted about any change in plans

To have agreed a Code of Conduct
To consent to checks/references being sought into the appropriateness of them being hosts
To provide a safe and supportive environment for the children while they are hosting them
To attend host family meeting prior to and during the event/competition if arranged
To provide the child with a positive experience of staying away from home and possibly a different culture.

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