Document Sample

  Youth and Mini Section’s


          Tim Slaven
        Youth Chairman

        September 2001
Colchester RFC – Youth Tours Policy


Rugby Tours for young people can be wonderful liberating and enjoyable events for both Players and
Coaching Staff. There are dangers for all concerned which need to be recognized and appropriate measures
taken before, during and after the tour to ensure the health, safety, welfare and reputation of the players,
managers, coaching staff, accompanying adults and the club are preserved.

Pre Tour Arrangements
All proposed youth tours should be well planned and organized. The youth committee should be informed
as early as reasonably practicable of any intended plans for tours so that information and advice can be
given and the appropriate approvals processed in time for the tour to take place. Without the necessary prior
approvals being obtained and in place the tour cannot take place.

Tour Authorisation
All domestic tours will require prior authorisation by the Youth committee. All tours within the home
unions jurisdiction will require further authorisation by the club executive committee
All International tours will require the prior authorisation of the County (Suffolk), Region (Eastern
Counties) and by the English RFU (Twickenham). This latter process takes at least 8 weeks.

Tour Plan
All applications for tour authorisation must be made in writing and be accompanied by a ‘Tour Plan’ which
will detail the measures taken by the tour manager to ensure satisfactory compliance with guidelines for the
tour, the tour policy and with all other child protection policies. In particular all of the following issues
must be addressed in the plan.

Parental Involvement / Information
Advance notice of any tour should be given to parents as soon as possible. It is advisable to plan tours at
least 6 months ahead to enable ample opportunity for good organisation and for less well off families to
spread the cost of the tour to allow their children to partake. All parents should be given the opportunity of
travelling with the touring party and tour managers should aim to have at least 1 adult member (manager,
coaches, helpers or parents) for every 5 children on tour. Any tour which includes female players must also
include 1 adult female.

Medical & Parental Consents
All tour preparation should involve the use of a ‘Parental consent’ form on which the parent should agree to
the team manager acting in full ‘loco-parentis’ for both medical and disciplinary matters. Details of any
medical conditions should be asked for and records kept and taken on tour by the tour manager. Emergency
contact telephone numbers should also be asked for and taken on tour.

Financial Arrangements
Tours should be priced within the financial means of the majority of the members of a squad to be as
inclusive financially as possible. Care should be taken to include all foreseeable expenditure to avoid the
need for a second call on parents funds either late before the tour starts or afterwards when collection may
be a problem. The club will not normally underwrite the costs any tour e.g. for deposits. These should be
financed out of advanced stage payments made by tour members. It should be remembered that the
potential loss of a deposit for any reason should be advised to parents before they commit to the tour.
Receipt of Monies should be carefully noted by the tour organiser at the time of receipt and detailed record
kept up to date to be provided in case of any dispute.

Prepared by:-Tim Slaven, Youth Chairman            Page 2                                      September 2001
Colchester RFC – Youth Tours Policy

Payment of Bills should be made by the tour organiser and receipts and records kept until after the tour for
final auditing and accounting. After the tour an account should be prepared showing when and where
monies have been received and spent (for audit purposes and in case any investigation becomes necessary).

Club Insurance – this covers accidental injury to players during games within mainland UK. Outside the
UK, additional insurance is necessary and should be added to the cost of any tour.
Travel Insurance – It is good administrative practice to arrange travel insurance for any tour and is
mandatory for any international tour through the RFU approved insurers as advised by Twickenham.
Medical Insurance – If travelling outside the UK and the European Union, adequate medical insurance for
all eventualities and to cover sporting injury should be arranged and included in the cost of the tour. This is
in addition to the standard European ‘E111’ form which should be obtained for each member adult or child
travelling. Advice can be obtained from the RFU Insurers.

Travel Arrangements
These should be planned as early as possible as bus companies are regularly booked up to 1 year in advance
and availability can be a problem as can be drivers willing to take rugby parties. It is recommended to spell
this out to the bus company whereby a sympathetic driver can usually be provided. If travelling by mini-
bus, appropriates safeguards should be made to avoid undue pressure on single drivers and on the hours
they are required to drive. At least 1 deputy driver per vehicle is recommended and should be advised to the
hire company before the tour. Driving convictions may be an issue for some hire companies. Care should
be taken not to overload mini-busses with excess luggage or other heavy weight. All passengers must be
provided with a seat (no sitting on floors) and preferably you should use a vehicle equipped with seat belts
which must be used at all times.

Care must be taken to follow appropriate child protection guidelines when arranging accommodation.
Details of the rooms and sleeping arrangements should be provided to parents prior to travelling. Adults
should not be roomed with children on their own, their should be at least 2 adults and 2 children in cases of
mixed (adult / child) sleeping arrangements. Alternatively adults and children should room separately
taking care that privacy is protected but that access for checks and supervision is maintained. A roll call
should be taken each morning and at night before children are sent to bed. A curfew should be set to ensure
all children are safe and on safe premises before adults retire. It is strongly recommended that the
accommodation chosen should not have a bar facility or have access to alcohol, wherever possible.

Supervision and Accompanying Adults

A full list of all adults travelling on the tour and their function on the tour must be provided to the youth
committee and Child Protection Officer before the tour takes place. The club reserves the right to undertake
a child protection investigation of any adult proposing to travel on tour.
Managers and Coaching Staff – you should ensure sufficient responsible adults are on tour to cope with any
emergency such as the hospitalization of a child or involvement in a traffic accident etc.
Parents – any parent is permitted to accompany his or her child on tour, subject to availability of places
both parents can travel and adequate provision should be made for travelling parents.
Other relatives – other direct relatives may be allowed to travel at the discretion of the tour manager and
subject to availability of places.
Guests – Any person who is not a parent or member of the coaching staff must have a defined reason for
travelling and this must be disclosed to the tour manager and to the youth committee before the tour.
Permission for such guests is absolutely required from the club before a guest may travel.

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Colchester RFC – Youth Tours Policy

Alcohol & Drugs
Care must be taken to limit the access of under 18’s to alcohol. Disciplinary action should be taken if any
unreasonable or excessive behavior involving alcohol is discovered. No access to or use of drugs is
acceptable under any circumstances. All medicines should be held by a nominated adult for controlled
release to the appropriate child as required or prescribed.

A disciplinary structure should be established before the tour. The rules of justice and fair play should be
employed in assessing any disciplinary requirement. The sanctions should take the form of a progressive
series of measures which could be taken in the event of any transgression. The smallest form of any
disciplinary measure taken should be noted down at the time of issue to a tour member. A record should be
kept of all disciplinary decisions and sanctions made and the reasons for the action noted. The disciplinary
record should be included in the tour report submitted to the youth committee after the tour. In the worst
case, children should be sent home from tour. This may involve telephoning the child’s parents and
requesting them to come to collect their child.

Age / Size of Opposition
When touring, especially on International tours, situations may arise where the opposition is mismatched in
either age or size. This may be bigger / older or smaller / younger. The interests of the children must over
ride the desire to play at any cost. The safety and health of the children should be considered paramount
and a graceful decline to play can be in everyone’s best interests in theses cases and should not be
overlooked. It is unwise to play mixed age / size teams if the range of the mix is such that any child might
be in danger of injury.
Age – The RFU guidelines should be fully applied when touring in the home union area. In other areas
where this is not possible or slight variations are required then the safety of players should be paramount
and the skill and judgement of the team manager applied. In cases of doubt, the safe course of action should
be taken.
Weight – There are no set rules in respect of the weight of opposition players. The skill and judgement of
the team manager should be applied and caution exercised. It will not usually offend if you ask for an
exceptionally large or small player to be substituted if you consider a risk is present.

Goodwill Gestures
It is normal when on tour to give a simple good will gesture, generally in the form of a shield or pennant.
The cost of and the advance planning for such gestures should be made when preparing for the tour. On
tours to tournaments (e.g. Butlins or Pontins) it may be that several items will be needed. The costs of these
will need to be taken into account at the planning stage.

After Tour
Thank you letters should be sent to the clubs and persons who made the arrangements at the receiving
A Financial Audit should be prepared detailing income and expenditure and the use of any surplus or
dealing with any shortfall.
A Tour Report should be prepared for the Youth Committee so that the club may benefit further from the
experience of the tour party and any potentially controversial incidents are recorded as close as possible to
the event.

Good look with the tour arrangements and with the tour!


Prepared by:-Tim Slaven, Youth Chairman            Page 4                                      September 2001

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