This policy provides guidance on how Pinewood Judo Club uses the internet and social media, and the procedures for doing so. It also outlines how we expect coaches, parents, volunteers, and the children and young people who are members of our club, to behave online.
Aims
The aims of our online safety policy are:
– to protect all children and young people involved with our club and who make use of technology (such as mobile phones, game consoles and the internet) while in our care
– to provide coaches and volunteers with policy and procedure information regarding online safety and inform them how to respond to incidents
– to ensure our organisation is operating in line with our values and within the law regarding how we behave online
Understanding the online world
As part of using the internet and social media, our club will:
– understand the safety aspects – including what is acceptable and unacceptable behaviour for our coaches and children – when using websites, social media, apps and other forms of digital communication
– be aware that it doesn’t matter what device is being used for digital interaction, but that the same safety aspects apply whether it is a computer, mobile phone or game console
– when using social media platforms (including Facebook, Twitter, WhatsApp and Instagram), ensure that we adhere to relevant legislation and good practice guidelines
– regularly review existing safeguarding policies and procedures to ensure that online safeguarding issues are fully integrated, including:
– making sure concerns of abuse or disclosures that take place online are written into our reporting procedures
– incorporating online bullying (‘cyberbullying’) in our anti-bullying policy
provide training for the person responsible for managing our club’s online presence.
Managing our online presence
Our online presence through our website or social media platforms will adhere to the following guidelines:
– all social media accounts will be password-protected, and at least 3 committee members will have access to each account and password
– the account will be monitored by a designated person, who will have been appointed by the club committee
– the designated person managing our online presence will seek advice from our Child Welfare Officer to advise on safeguarding requirements
– inappropriate posts will be removed, with an explanation as to why, and anyone affected will be notified (as well as the parents of any children involved)
– account, page and event settings will be set to ‘private’ so that only invited club members can see their content
– identifying details such as a child’s home address, school name or phone number will not be posted on social media platforms
any posts or correspondence will be constant with our aims
– we will ensure children and young people are aware of who to contact if they have any concerns about the running of the account
– parents will be asked to give their approval for us to communicate with their children through social media, of by any other means of communication
– parents will be asked to give their permission for photographs or videos of their child to be posted on social media
– all our accounts and emails addresses will be appropriate and fit for purpose.
We expect coaches and volunteers:
– to be aware of this policy and behave in accordance with it
– to seek the advice of the Child Welfare Officer if they have any concerns about the use of the internet or social media
– to communicate any messages they wish to send out to children and young people to the designated person responsible for the organisation’s online presence
– not ‘friend’ or ‘follow’ children or young people from personal accounts on social media
– not communicate with young people via personal accounts or private messages
– to choose a more formal means of communication with parents, such as face-to-face, in an email or in writing, or use an organisational account, profile or website
– to copy at least one other committee member into any emails sent to children or young people
– to avoid communicating with children or young people via email outside of normal office or hours, or session times
– sign emails off in a professional manner, avoiding the use of emojis or symbols such as ‘kisses’ (X’s)
– to deal with any disclosures of abuse reported through social media in the same way as a face-to-face disclosure, according to our reporting procedures
– to respect the private lives of others and not take or distribute pictures of other people if it could invade their privacy
– along with young people, not to engage in ‘sexting’ or sending pictures to anyone that are obscene, indecent or menacing.
We expect children and young people:
– to be aware of this online safety policy and agree to its terms
– to ensure their online behaviour is consistent with the guidelines set out in our accept able use statement on all digital devices, including smart phones, tablets and consoles.
Using mobile phones or other digital technology to communicate
When using mobile phones (or other devices) to communicate by voice, video or text (including texting, email and instant messaging), we’ll take the following precautions to ensure the safety of young people:
– coaches/volunteers will avoid having children’s or young people’s mobile numbers and will instead seek contact through a parent or guardian
– we’ll seek parental permission on each occasion we need to contact children or young people directly; the purpose for each contact will be clearly identified and agreed upon
– a method of accountability will be arranged, such as copies of texts also being sent to the CWO or parents
– texts will be used for communicating information, such as reminders of upcoming events, and not to engage in conversation
– if a young person misinterprets such communication and tries to engage a coach/volunteer in conversation, that person will either end the conversation/stop replying, or suggest discussing the subject further at the next practice or event. The CWO should be appraised, as well as other appropriate agencies if there are concerns about the child/young person in question.
Using mobile phones during sports activities
Pinewood Judo Club discourages the use of mobile phones during practice sessions/events and, as part of this policy, we will;
– make children aware of how and who to contact in an emergency, or in the event of a change to previously agreed arrangements with the club
– inform parents of appropriate times they can contact children who are away at camps or trips and discourage them from attempting to make contact outside these times
– advise parents it may not be possible to contact children during activities and provide a contact within the club who can be reached in an emergency
– explain to children/young people how using mobile phones during activities has an impact on their safe awareness of their environment, and their level of participation and achievement.
Use of other digital devices and programmes
The principles in this policy apply no matter which current or future technology is used – including computers, laptops, tablets, web-enable games consoles and smart TVs – and whether an app, programme or website is used.
If any digital devices are used as part of activities within the club:
– we expect children and young people to adhere to the guidelines surrounding online use and behaviour set out in our acceptable use policy
– we’ll establish appropriate restrictions/parental controls on any device provided to prevent misuse or harm.
As a club we commute to implementing this policy and addressing any concerns quickly and within these guidelines.
Further information for parents/carers on keeping children safe online
NSPCC/O2 Helpline 0808 800 5002 – www.o2.co.uk/help/nspcc/child-protection
Childnet – www.childnet.com
The UK Safer Internet Centre – www.saferinternet.org.uk