Safety Documents

Health & Safety Guide

WDSL Health & Safety Of Young People - Code Of Practice

Every potential and existing W.D.S.L. player should be able to participate in an enjoyable and safe environment and be protected from any form of abuse. The W.D.S.L. recognises and accepts its responsibility to safeguard the welfare of all young people and children by protecting them from physical, emotional or sexual harm and from bullying and neglect. It is determined to meet these obligations to ensure that all those in the W.D.S.L. who provide opportunities for children and young people do so, to the highest possible standard of care.

This code of practice has been produced as clear guidance to ensure the health and safety of children and young people at any W.D.S.L. Team events. Events include development and selection courses, and all Tournaments. This includes those events where all players are under the age of eighteen and also senior events where young players are included.
 

Introduction

The health and safety of all children and young players under 18 and involved in any activity run by the W.D.S.L. is of paramount importance.

Responsibilities - Away Trips

The W.D.S.L. will appoint a Head of Delegation who is responsible for the safety of young players at all times and for every aspect of the Event. The Head of Delegation must:

• Have experience in supervising players of all of the age groups participating in the Event
• Ensure that all staff have complied with the W.D.S.L here staff screening requirements
• Be capable of organising the Event, staff and players effectively
• Ensure that all coaches are qualified for the work allotted to them
• Complete a risk assessment form for each Event
• Appoint a Designated Person for Child Protection who is responsible for all child protection issues and the general well being of players under 18. Reference should be made to best practice guidelines. See Appendix 13
• Complete and submit the Event Report Form. See Appendix 11

Appointed staff are responsible to the Head of Delegation and must:

Have appropriate knowledge of the W.D.S.L./FAI child protection and best practice guidelines

• Be aware of their specific responsibilities at all times throughout the Event
• Have completed and returned Staff Personal and Medical Consent Forms
• Have complied with all W.D.S.L. vetting and screening procedures

Risk Assessment

The Head of Delegation must carry out a risk assessment for the Event. He/She must consider potential hazards and what safety measures should be taken to avoid them and produce a contingency plan. He/She should consider what will be done in the event of a serious accident, injury or emergency.  See Appendix 14

No amount of planning can guarantee a safe and incident free trip but good planning and attention to safety measures can reduce the likelihood of serious incidents. Check travel, venue, staffing, weather and catering arrangements for possible dangers and put in place safety and emergency procedures.

If players are allowed to swim or be involved in any water activity while on the Event, including the use of pools for rehabilitation work, the Head of Delegation must establish the swimming competence of each player. The Head of Delegation must arrange appropriate lifeguard supervision. See Appendix 7

If the Event is to involve experience of adventure or other high risk activity and a specialist provider is engaged, the Head of Delegation must obtain written confirmation from the provider that a current licence issued by the appropriate Licensing Authority is held for the activity in question. The Head of Delegation must check that the insurance covers these activities both at home and abroad.

Advance Visit

Unless previously visited by or otherwise known to the Head of Delegation or apointed staff, the Head of Delegation or appointed staff should visit the Event venue(s) in advance. The Head of Delegation should check arrangements for travel, accommodation (including food and drink), playing, training and medical facilities, communications, laundry and opportunities for recreation.

The Events Plan

The Head of Delegation/Event Administrators plans must include consideration of the:

• Age of players
• Nature of Event, particularly if non soccer activities are involved
• Ratio of staff to players (a minimum of 1:8)
• Qualifications and experience of Staff
• Description and rota of Staff duties, including designation of Staff to carry and use first aid equipment
• Medical, educational and/or other special needs of individual players
• Travel arrangements
• Contingency measures for exceptional circumstances
• Insurance
• Communication arrangements
• Emergency procedures
• Designation and briefing of the Designated Person for Child Protection if other than the Head of Delegation
• Other people who may visit the Event
• Any other person invited to attend the Event

Medical Support And Equipment

One member of Staff must be qualified in first aid, and should be responsible for the appropriate first aid equipment and for it being available to them at the Event and for treating young players at the Event.

All Staff must know how to contact the emergency services and a working mobile phone must be carried with the group at all times.  Parents/Guardians should be informed as soon as possible if their child suffers a significant injury or accident.  Injuries should be recorded, with a note of action taken in relation to each one. It is recommended that an accident/incident book be maintained with a specific incident form to be completed by staff/leaders.

Supervision Arrangements

The staff to children ratio will depend on:

• The risk assessment
• The age of the players: one staff member to 10 players is recommended for players over 11, more staff are recommended for groups of younger children, whether they are single or mixed sex groups. If mixed there should be at least one male and one female
• Any special needs, you may need extra staff if there are children with special needs or disabilities
• If you are taking any player who has been a management problem in the past who may need close supervision.

The minimum number of Staff, (with the exception of remote supervision) at any time during the Event, must be a ratio of 1 member of Staff to every 10 players.  The Head of Delegation must communicate with Staff to inform them of their exact supervisory responsibilities and ensure that these responsibilities are clearly understood by the members of Staff.

The Head of Delegation must ensure that there is a Designated person for Child Protection. All players must be made aware as to whom is to carry out this role at the beginning of the Event.

All Staff must have access to a list of the names of players at the Event and access to the Emergency Procedures.

Members of Staff are advised not to be left alone with a child or young person. (See Code of Practice for Coaches). Medical Staff will adhere to Good Practice Guidelines when treating children or young people.

The Head of Delegation and appropriate staff should liaise in relation to young people who might need closer supervision and/or support.

Roll calls should take place frequently and must be made before the group leaves a venue. Players must be given rendezvous points and told what to do if they become separated from the group. Players should be provided with the address and telephone number of their accommodation, which they will be advised to carry with them.

During Players free time, Staff will continue to supervise players. This should be explained to the Players including remote supervision.

Where groups are of mixed gender, there must be a minimum of one male and one female member of staff.

Players at an Event must be easily identifiable and should wear designated kit, unless the Event Leader is advised otherwise. Players should not wear name badges unless these are specifically required by a Tournament or Festival Organiser.

All Players are advised to carry the phone number of the Group Mobile Phone.

During the time away, make sure you consider the following:

• The need for daily briefings to discuss the day's events, problems and future planning. Provide an opportunity for players to speak alone with staff if necessary. Although private, remember this should always be in view, not behind closed doors.
• The need for daily staff meetings to review, plan and troubleshoot. Its important to deal with problems (e.g. any conflict within the group, poor behaviour) as early as possible.

After the trip, you should hold a staff debrief session to discuss what went well, what did not go so well, what you have learnt and to make recommendations for further trips.

Travel

Where cars, minibuses and coaches are fitted with seat belts, Players are required to use them.

Staff members should not travel alone with a young person unless it is unavoidable. If travelling by car the Player should sit in the rear seat.

A driver of a vehicle who is not a member of Staff carrying a young person should not be given responsibility for their supervision.

In the case of vehicles hired with a driver, the hire contract must be with an approved W.D.S.l. company unless in exceptional circumstances. In the event that a vehicle has to be hired from a company that is not on the W.D.S.L. approved list, the hire contract must be in writing with a reputable operator. The W.D.S.L requires that the appropriate insurance applies and that the driver is competent to drive the particular vehicle and holds the correct driving licence.

Adults who drive young players in their own car must ensure that their passenger's safety is not at risk by ensuring that the vehicle is roadworthy, and that they hold the appropriate licence and insurance cover for carrying young players.

Insurance For The Event

The League shall ensure that it has adequate insurance cover for all Staff and Players. Parents/Guardians should be made aware of the need for comprehensive insurance to cover their child, e.g. health/medical insurance etc.

If the Event is to include any potentially hazardous activities, once having taken into account the risk assessment guidelines, (e.g. other sports or adventure experiences) particular care should be taken to ensure that Players and Staff are covered appropriately.

Additional insurance may be necessary for Staff or Players with known medical conditions. The Head of Delegation/Event Administrator should check this out, long before departure date.

Accommodation

At all times the Head of Delegation must be satisfied that buildings meet health and safety required standards.

Young player's accommodation must be close to rooms occupied by Staff. Consideration should be given when groups comprise both male and females by allocating the same gender, rooms within the same area. Where possible similar age groups should be kept together. On arrival, players should be shown the accommodation plan and be made aware of Staff rooms and fire exits. A fire drill should be carried out as soon as possible.

At no time can a member of Staff share a room with any young person.

Staff must not use changing, shower or cloakroom facilities at the same time as young players, except in the most exceptional circumstances.

Where groups are of mixed gender, there must be separate male and female sleeping and bathroom facilities for both young people and adults.

Communication With Parents / Carers

The Event Administrator is responsible for ensuring that Parents and young players complete and return all consent forms.

Parents should be informed that when a young player is still attending school is selected, permission should be sought from the Principle to release the young player from school during term time.

Prior to any Event, parents will be informed if a player is selected. The Event Leader Administrator must give to parents/carers written details of the Event including:

• Dates of the Event
• Times of departure and return
• Clearly specified pick up and set down points for players and the beginning and end of any Event
• Names of the Head of Delegation and accompanying Staff
• Details of soccer and non soccer activities (adventure and potentially hazardous activities at the Event must be emphasised)
• Addresses and telephone numbers of the accommodation being used
• Telephone numbers of theW.D.S.L. and the Event Administrator and contact number/s for the group
• Insurances
• Standards of behaviour and dress
• Clothing and playing equipment required
• What expenses are covered

Communication With Clubs

When the player is under the age of 18 and not attending school, permission will be sought from the club as well as from parents/carers.

When the player selected is still attending school, Clubs will be advised that permission has been sought from the parent/carer and the player's school. Dates of the Event will also be supplied.

Communication With Young Players

The Head of Delegation must tell young players:

• The standard of behaviour and dress expected of them, both on and off the football pitch
• The safety precautions, including supervision arrangements, to be taken
• To wear seat belts (when provided) when travelling in cars, minibuses or coaches
• Which expenses will be their own responsibility and which will be met by the W.D.S.L.
• To carry the Group mobile telephone number, identity cards and address and telephone number of their accommodation with them at all times
• The name of the Designated Person for Child Protection at the Event
• That they can approach any member of Staff if they have concerns or worries while at the Event.

Documentation At The Event

The Head of Delegation or nominated member of Staff must carry the following documentation at the Event:

• A list of all group members, both Staff and Players
• Staff Personal Contact Forms
• Parental and Player Consent Forms/Contact Numbers
• Name, address and telephone number of the groups accommodation
• Emergency Procedures Guidance

The Medical Staff must carry all relevant Medical Consent Forms

Documentation At The League

W.D.S.L. must keep:

• The itinerary
• Names, addresses and telephone numbers of parents/carers
• Contact addresses and telephone numbers for Staff
• A copy of the Emergency Procedures Card carried by the Event Leader
• Copies of all documentation carried by the Event Leader
• Copies of all Consent Forms for Parents, Players and Staff
• Copies of all Medical Information

Emergency And Accident Procedures

The Head of Delegation must make themselves familiar with the Emergency and Accident Procedure listed in the Emergency Procedure Guidance and carry it with them at all times.

The Head of Delegation must ensure appropriate staff carry the Emergency Procedure Guidance at all times at the Event.

Overseas Events - Additional Requirements

Form E111 is the certificate of entitlement to free or reduced cost emergency medical treatment for EU nationals in most European countries. Ensure appropriate insurance cover.

Passports, Visas And Vaccinations

The Event Administrator must check the validity of passports of all members of the Event.

If any player is subject to a care or court order, the appropriate Authority must be consulted well in advance and the necessary consent obtained for travel.

In the case of an Event to a country or countries, which require a visa, the Event Administrator must ensure that all Players and Staff are in possession of a valid visa for the country or countries.

In the case of an Event to a country or countries that require vaccinations, the Event Administrator must ensure that all Players and Staff have had the necessary vaccinations.

Money And Valuables

The Head of Delegation must tell Players how to carry money and valuables discreetly. The group's money including Players own pocket money should be held at a secure central location and distributed on a regular basis by a designated member of Staff.

Documentation

In addition to the documentation carried at Events in the Irish Republic, the Head of Delegation must ensure the appropriate staff carry:

• Travel tickets
• Passports, visas and vaccination certificates
• Insurance arrangements and contact telephone numbers
• Address and phone number of the Irish Embassy or Consulate
• Location of hospital(s) and medical services and how to contact them
• A separate list of the numbers of any documents and passports

The Event Administrator must be provided with appropriate matching documentation.

Mobile Phones

The mobile phone carried with the group must be capable of use in the country or countries concerned.

Contingency Funds

Contingency funds (or access to them) must be taken.

Casualty Report Sheet

Download Casualty Report Sheet here. >>

General Ground Regulations

GROUND REGULATIONS - LAMBERTON, ARKLOW

1. Parents, guardians, managers and coaches are requested to adhere to the regulations and to ensure that all children under their care have regard to their own safety and the safety of others at all times.
2. For the purposes of these Ground Regulations, a "child" shall be defined as a person under the age of 18 years - see definition below.
3. All persons entering the ground are admitted only subject to these Ground Regulations and entry to the ground shall be deemed to constitute unqualified acceptance of all of these rules and regulations
4. Children entering the ground, whether as players or spectators, shall, at all times, be under the supervision and responsibility of accompanying parents, guardians, coaches or managers.
5. Children must comply with any instructions given by supervising adult(s) and must remain under the supervision of adult(s) at all times.
6. Children entering the ground shall have due regard to their own safety and to the safety of others and shall not engage in any activity which could constitute a danger to themselves or others.
7. The climbing of structures within the ground - including gates, fences, trees, stands, dugouts or buildings - is prohibited.
8. Activities such as running down or rolling down the sloping areas surrounding the pitches are forbidden.
9. Unnecessary noise or behaviour likely to cause nuisance of any kind, including foul or abusive language, is not permitted in any part of the ground.
10. Unauthorised persons are not permitted to enter onto the pitch areas.
11. Under no circumstances is it permitted to throw any object onto any pitch.
12. Arklow Town FC (Juniors) reserve the right for its servants, agents or representatives to remove from the ground any person who does not comply with the Ground Regulations or whose presence on the ground could reasonably be construed as constituting a source of danger, nuisance or annoyance to others within the ground.

According to "Children First - National Guidelines for the Protection and Welfare of Children" (Department of Health and Children - September 1999), "child" means a person under the age of 18 years, excluding a person who has been married. Both the Children (NI) Order 1995 and the UN Convention on the Rights of the Child define a child as a person under the age of 18 years.

The Ground Regulations have been compiled in an effort to ensure the health, safety and welfare of all persons attending the Arklow Town FC grounds at Lamberton, Arklow, Co Wicklow

Guidance for Water Based Activities

Swimming in the sea or other natural waters

Swimming and paddling in the sea or other natural waters are potentially dangerous activities for a group. They should only be allowed as formal and supervised activities, preferably in recognised bathing areas, which have official surveillance i.e., qualified lifeguard cover. Nevertheless, young players should always be in sight of their supervisors. One supervisor should always stay out of the water for better surveillance.

A member of staff should hold a relevant lifesaving award especially where lifeguard cover may not be available.

Swimming is prohibited if there is no lifeguard present

The Event Leader should:

• Be aware that many children who drown are strong swimmers.
• Ascertain for themselves the level of the young persons swimming ability.
• Be aware of local conditions, such as currents, weeds a shelving, uneven or unstable bottom, using local information from the lifeguard, coastguard, harbourmaster, police or tourist information office.
• Designate a safe area of water for use by the group.
• Be aware of the dangerous effects of sudden immersion in cold water.
• Ensure that the young players have not eaten (at least half an hour before swimming).
• Ensure the activity is suitable for young players (especially for those with any disabilities).
• Adopt and explain signals of distress and recall.

Swimming Pools

Heads of Delegation should consider a minimum ratio of 1 adult to 8 players for swimming pools. If using a pool that has not been used before it is advisable to check the following:

• Is there constant pool supervision and a sufficient number of lifeguards?
• Where there is no lifeguard, the Head of Delegation/delegated staff member should stay at the poolside at a raised location. In such circumstances, the Head of Delegation or designated member of staff should have a relevant lifesaving award and be accompanied by an appropriate number of supervisors.
• Is the water temperature appropriate?
• Is the water clear?
• Are there signs clearly indicating the depth and is there a shallow end?
• Does the deep end allow for safe diving?
• Is there a poolside telephone?
• Are there resuscitator and other pieces of first aid and rescue equipment, and is there someone trained to use them?
• Have the young players been instructed how to behave in and around the water?
• Swimming is prohibited if there is no lifeguard present

Specific parental consent should be obtained for water-based activities. Parental consent does not mean that the Head of Delegation or designated staff should not check for themselves the level of a players swimming ability.
 

Handling Injuries:- Club Policy on how to Handle Player Injuries

All teams should have a medical kit. Contact Daragh Murray to receive one.

Normal Injuries:

1. Attract the Referee's attention and get play stopped.
2. Attend the player with the medical kit and a water bottle in hand.
3. Do not allow the players parents onto the pitch - assess the situation first. Parents are emotional not rational in these situations.
4. Reassure the player that everything will be alright.
5. Get the player to try to stand up on their own.
6. Assess the problem by asking the player questions and observing their movements.
7. Give the player water and crack a few jokes to take their mind off the injury.
8. Calm the player down and pour water on the area of contact.
9. If a player is winded do not start bending them up and down as this will not solve anything.Just let the player take his time, reassure the player and his body will relax and and start to breath more slowly.
10.  A knocked knee will be painful for a few moments and will distress the player. Be calm and reassuring and don't rush the player.
11. If a player asks to come off then make a substitute - do no t try to persuade the child to play on against their will ( regardless of what their parents may say from the sideline ).
12. If a player has a cut, then use the medical kit ( including gloves ) to wash, treat and put a bandage / plaster on the affected area. Again, use common sense to decide whether the player should play on or not. Deep cuts should be treated as best you can and the player brought to a doctor as soon as possible ( do not wait until the game is over ) for an expert opinion.
13. If a player has a clash of heads which involves a cut take them off immediately and designate some one to observe them until the match is over. Then bring them immediately to a doctor. If you feel this should be done straight away then let your assistant manager take over and make the necessary arrangements ( see below for more details ).
14. Continue to observe the player after play resumes and if they are still struggling take them off. In Super 7's football only if all your substitutes have been used you are entitled to put another player back on in the child's place. Substitutes for injuries can be made at any time during the match. Always inform the referee and the opposing manager when doing this.

Serious Injuries:

1. If the injury is serious do not move the player. Make them comfortable and ring for an ambulance immediately. This is especially important for a broken leg.
2. Inform the referee that you wish the game to be abandoned as injuries of this nature can be upsetting to all the other players on the field and you do not need any distractions. The injured player is the most important one.
3. Make sure that the player is warm and does not get cold by wrapping them up in track suits, coats or foil blanket etc. Ensure that at least 2 other adults from the club stay with you at all times ( this does not include the parents if they are at the match ).
4. Get your assistant manager to organise the other players being brought home as if the game finished normally.
5. Often you will need the 2 adults to hold the players hands to help them with the pain and to comfort them. Always talk to the player and make sure they respond at all times ( this is to prevent them going into shock ).
6. Ensure that the player has plenty of fluids at all times.
7. If the players parents are not at the match they should be contacted immediately. Also inform the Club Committee Members (John MacDonald / Daragh Murray ).
8. When the ambulance arrives discuss the situation with the relevant medical people and accompany the player to hospital in the ambulance ( if a parent is there allow them to go also ). Inform them of any medical conditions the child may have ( from the Arklow Town Juniors Registration Form ).
9. Once the player has been admitted to casualty wait until a parent arrives. You must stay in attendance until you can hand over to a parent.

Reporting Injuries:

1. Always inform a parent that the player got hurt in the match regardless of how minor it was. Warn them to keep an eye on the child when they return home.
2. For more serious injuries or where you have brought a player to the doctor always inform the Club Secretary ( Daragh Murray ).
3. Always get a copy of the bill from the doctor and get the doctor to send the bill directly to the club for payment.

Bringing a child to the Doctor or to Casualty in your own car:

1. Always be accompanied by another adult and another child if possible.
2. Ensure that the adult who is not driving is in the back seat with the injured player.
3. The adult in the back seat should continuously monitor the players condition.
4. Always engage the player in conversation and ensure you are getting coherent responses.
5. Always report the incident to the Club Secretary (Daragh Murray) or Childrens Officer (Paul Breslin)
6. Ensure you provide all the necessary information to the doctors including the Club's address for sending on invoices and the Club Secretary (Daragh Murray) number if required.
7. Contact the parents as soon as possible to ensure someone is at home when you return with the player if the parents can not meet you at the doctors.