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					                                                                                  Reviewed 1/9/2009




                               www.cyclingulster.com




CYCLING               CODE OF ETHICS AND SAFEGUARDING YOUNG
ULSTER                PEOPLE AND VULNERABLE ADULTS POLICY




                 Cycling Ulster Code of Ethics Version 1 : 5 - March 2008| Marian Lamb
            Cycling Ulster Code of Ethics Version 1 : 6 - January 2009 | Patrick McAleavey

             Cycling Ulster Code of Ethics Version 1 : 7 – September 2009 | Marian Lamb




                       Cycling Ulster is a Provincial Executive and sub-c ommittee of
 The Irish Cycling Federation trading as Cycling Ireland. An Irish registered company limited by guarantee.
                                  Company Registration Number – 134567


   Cycling Ulster Code of Ethics                         1
   Version 1 : 7 – Sept ember 2009
Table of Contents                                                  Page Number


Terms and Abbreviations                                                  2
Policy Statement and Rationale                                           3
Core Values                                                              4
Cycling Ulster Lead Safeguarding Officer                                 5
Roles and Responsibilities in Safeguarding                               6
Current Cycling Ulster LSO‟s                                             6

Policies & Guidelines

Code of Conduct for
     Young People                                                       7
     Parents                                                            8
     Youth Leaders                                                      9 – 11
     General Issues
 -       Discipline                                                      12
 -       Travelling                                                      12
 -       Supervision                                                     12
 -       Away Trips/Residentials                                         12
 -       Safety                                                          13
 -       Physical Contact                                                13
 -       Insurance                                                       13

Bullying Policy
      General Information                                               14
      The “No Blame” Approach”                                          15

Child Welfare and Protection Procedures                                  16
      Indicators of Abuse and Bullying                                  16
      Response to Child Abuse Disclosure                                17
       Responding to a disclosure checklist                             17
       Reporting Procedures                                             18
       Allegations against Sports Leaders                               18
       Confidentiality                                                  19

Disciplinary Procedure
       Complaints and Appeals                                           20
       Procedures For Hearing Complaints                                21 – 22
       Investigating Body – Guidelines                                  23

Photography Policy
     General Guidelines                                                 24
     Cycling Ulster Website Policy                                      25

Recruitment and Selection Policy                                         26
      Process of Recruitment of Cycling Ulster Volunteers               27
      Recruitment of Club Volunteers                                    27
      Information for Cycling Ulster Volunteers/Employees               28

Policy on Recruitment of Ex-Offenders                                    29

Information on Disclosure Services
      AccessNI
      AccessNI and Cycling Ulster Clubs                                 31
      Garda Vetting System                                              31
      Types of Disclosures                                              33
      Cycling Ulster Disclosure Policy                                  34
      Requesting Checks                                                 35
      Process In Club Recruitment - Check List                          36

Appendices
    1. 2008 Cycling Ireland Parental Consent Form                        37
    2. Parents/Carers Code Of Conduct:                                   38
    3. Checklist For Away Trips                                          39/40
    4. Cycling Ulster Parental/Guardians Consent Form                    41/42
    5. Youth/Junior Member Contract                                      43
    6. Cycling Ireland 2008 Sign-On Sheet                                44
    7. Significant Incident Form                                         45/46
    8. Coach and Volunteer Registration and Contract forms               47-50
    9. Self Declaration                                                  51/52
    10. Leaders Agreement                                                53
    11. Appendix 11a Garda Vetting Form                                  54/55
    12. Request For A Reference                                          56
    13. Cycling Ulster Approval Form                                     57
    14. Club Complaints & Disciplinary Policies & Procedures             58-60



Cycling Ulster Code of Ethics                                  2
Version 1 : 7 – Sept ember 2009
The guidelines in this document are based on the national guidelines as outlined in
the following documents:-

    Code of Ethics and Good Practice for Children‟s Sport, Sports Council Northern Ireland & Irish Sports
    Council, 2006. (This can be viewed at - http://www.irishsportscouncil.ie)


    Children First: National Guidelines for the Prot ection and Welfare of Children, Dept . of Health & Children
    1999

    Children (NI) Order 1995

    Our Duty to Care NI, DHSS&PS 2007

    Our Duty to Care ROI, Dept. of Health & Children 2002

    European Union Convention on Human Rights


Terms and Abbreviations
The following terms and abbreviations are used in this document:
 The term cycling and cyclist refers to cycling activity at all levels, including leisure and competitive
   activities, and to all cycling disciplines: BMX, Cyclo-Cross, Mount ain Biking (Cross Country and
   Downhill), Road Racing, Time Trials and Track Cycling.
 Anyone under the age of 18 is considered to be a child/young person.
 All policies and procedures described refer to vulnerable adults as well as children.
 The term parent is used as a generic term to represent parents, carers and gua rdians

LSO: Lead Safeguarding Officer for Cycling Ulster or the nominated deputy/deputies

PSNI: Police Service Northern Ireland

Garda: The polic e service in the Republic of Ireland (Garda Síochána)

POCVA: Protection of Children and Vulnerable Adults

ANI: AccessNI the vetting service in Northern Ireland which takes over the vetting proc ess from April 2008

Affiliated Club: All clubs in Ulster which are affiliated through membership of Cycling Ireland. All Affiliated
                clubs are bound by Cycling Ulster‟s Code of Ethics for Young People
Youth: Those under the age of 16

Junior: Those aged 17 - 18

Vulnerable Adult:

A vulnerable adult is someone who is aged 18 years or over who
„is or may be in need of communit y care s ervices by reason of mental health or other disability, age or
illness‟ and „is or may be unable to tak e care of him or herself, or unable to protect him or herself against
significant harm or exploitation‟.
(Who Decides- Lord Chancellors Department (1997))

A vulnerable adult may be a person who
• Is elderly or frail
• Has learning disabilities
• Suffers from mental illness (e.g. dementia, personality disorder)
• Has physical disability
• Is a substance misuser
• Is homeless
• Is in an abusive relationship
(It should be noted that disability or age alone does not signif y that an adult is vulnerable.)




Cycling Ulster Code of Ethics                            3
Version 1 : 7 – Sept ember 2009
                              Policy Statement : Cycling Ulster



Cycling Ulster is fully committed to safeguarding the well being of its members. Every individual in Cycling
Ulster should at all times, show res pect and u nderstanding for member‟s rights, safety and welfare and
conduct themselves in a way that reflects the principles of the organisation and the guidelines contained in
the Code of Ethics and Good Practice for Children’s Sport.

In Cycling Ulster our first priority is the welfare of the young people and vulnerable adults and we are
committed to providing an environment which will allow participants to perform to the best of their ability, free
from bullying, intimidation, harassment or any form of abuse. Cycling Ulster recognis es that it has a duty of
care, to protect all c hildren (and vulnerable adults) and safeguard their welfare, irrespective of age, any
disability they have, gender, racial origin, religious belief and sexual identity.

All suspicions and allegations of poor practice or abuse will be taken seriously and responded to swiftly and
appropriately; Cycling Ulster has implemented suitable suspension, disciplinary and appeals procedures to
ensure that these commitments can be upheld.


Rationale of the Code Of Ethics and Good Practice For Young People

Cycling Ulster‟s Code of Conduct has a number of important functions. It:

       sets out what behaviour is acceptable and unacceptable
       defines standards of practice expected from those to whom it
        applies
       forms the basis for challenging and improving practice
       helps to safeguard staff/ volunteers by encouraging them to
        adhere to agreed standards of practice
       sets out for children and parents the standards of practice which
        they and t he organisation should exp ect from those who
        work/ volunteer with children
       lays down clear guidelines for all those working with young
        people




Cycling Ulster requires its members to observe the highest standards of practice, including verbal and non -
verbal actions when in involved in activities with children as outlined in this document.



All concerns about breach of this Code of Ethics/Code of Conduct will be taken seriously and responded to
in line with Cycling Ulster‟s Complaints Policy and Cycling Ireland‟s Disciplinary Procedure and/or Cycling
Ulster‟s Procedure for Responding to Concerns about Child Abuse




Cycling Ulster Code of Ethics                          4
Version 1 : 7 – Sept ember 2009
                               Core Values in Sport for Young People
The work of Cycling Ulster is based on the following principles that will guide the development of sport for
young people in this organis ation, (as outlined in page 9, Code of Ethics and Good P ractice for Children's
Sport). Young People‟s experience of sport should be guided by what is best for the young person. The
stages of development and the ability of the young person should guide the types of activity provided within
the club. Adults will need to have a basic understanding of the needs of young people, including physical,
emotional and personal.

Integrity in relationships:
Adults interacting with young people in sport should do so with integrity and respect for the child. There is a
danger that sporting contexts can be used to exploit or undermine children. All adult actions in sport should
be guided by what is best for the child and in the context of quality, open working relationships. Verbal,
physical, emotional or sexual abuse of any kind is unacceptable within sport.

Quality atmosphere and ethos
Sport for young people should be conducted in a safe, positive and encouraging atmosphere. A child -
centred ethos will help to ensure that competition and specialisation are kept in their appropriate place. Too
often competitive demands are placed on children too early and results in excessive levels of pressure on
them and as a consequence, high levels of dropout from sport.

Equality
All children should be treat ed in an equitable and fair manner regardless of age, ability, sex, religion, social
and et hnic background or political persuasion. Children with disability should be involved in sports activities
in an integrat ed way, thus allowing them to participate to their pot ential alongside other children.

Fair Play:
Fair play is the guiding principle of the Code of Ethics and Good Practice for Children's Sport.

All children‟s sport should be conducted in an atmosphere of fair play. Ireland has contribut ed and is
committed to the European Code of Sports Ethics, which defines fair play as: “much more than playing within
the rules ”. It incorporat es the concepts of friendship, respect for others and always playing with the right
spirit. Fair play is defined as a way of thinking, not just behaving. It incorporates issues concerned with the
elimination of opport unities, excessive commercialisation and corruption.
(European Sports Charter and Code of Ethics, Council of Europe, 1993).

Competition
A balanced approach to competition can make a significant contribution to the development of young people,
while at the same time providing fun, enjoyment and satisfaction. However, competitive demands are oft en
placed on children too early, which results in excessive levels of pressure on them. This can contribute to a
high level of drop out from sport. Leaders should aim to put the welfare of the child first and competitive
standards second. A child-centred approach will help to ensure that competition and specialisation are kept
in their appropriate place.

A Multi-Di sciplinary Approach
Cycling Ulster firmly believes that our Youth cyclists should be encouraged to not only to participate in the
different cycling disciplines such as off-road, track and road but also in other sports.
By doing so they will
      learn trans ferable skills
      have a healthier lifestyle
      learn about proper diet, training, and general fitness
      be more motivated
      learn self discipline
      learn to work as part of a team
      be encouraged to remain within the sport

No-one under the age of 18 should be forced to commit solely to any discipline unless it is on the
understanding that:-
      it is for an agreed period of time in order to qualify for a major event which the Y outh cyclist himsel f
       wishes to target.
      It is with the full agreement of the rider following consultation with the rider and his parents/carers and
       the reasons for the commitment fully out-lined.

Cycling Ulster Code of Ethics                           5
Version 1 : 7 – Sept ember 2009
Cycling Ulster Lead Safeguarding Officer
The protection of children is the responsibility of everyone in Cycling Ulster regardless of their status or role.

One person will be elected by Council at the Annual General Meeting to take lead responsibility in the area
of Safeguarding. This Officer will be referred to as the Lead Safeguarding Officer (LSO), and will be elected
to the Executive of Cycling Ulster for two years after which time he may stand for re-election. In the event
that a suitable candidat e is not elected at the Annual General Meeting, The Executive will appoint an offi cer
to act in this role in the interim period. They will be pro-active in seeking out a suitable candidat e. Cycling
Ulster may also nominat e up to three other officers to help co-ordinate the work. The role of the LSO will be
clearly defined and subject to annual review.

The Role and Responsibilities of the Lead Safeguarding Officer (LSO)

The LSO will ensure that there is:-

       A point of contact for anyone with conc erns about a child‟s welfare and protection.
       Consistency of response to concerns and secure handling of information.
       Co-ordination of referrals to other agencies and access to information required by them in the course
        of fulfilling their duties.
       Consistent dissemination of information throughout the organisation.
       The implementation, monitoring and review of procedures and training.


Cycling Ul ster’ s Lead Safeguarding Officers should:

   Be appropriat ely trained and supported by Cycling Ulster.
   Have an understanding of the issues affecting young people and the sensitive way in which they must be
    managed.
   Be able to communicate the implications of protecting young people to all members.
   Be able to communicate wit h children.
   Be able to lead the drive for effective implementation of safeguarding procedures throughout the sport.
   Be supportive of the introduction of a Safeguarding Young People and V ulnerable Adults Policy and
    procedures.
   Have an understanding and appreciation of the need to respect confidentiality.
   Be able to follow procedures and recognise when to seek expert advice and not rely solely o n their own
    judgment.
   Be willing to challenge members who do not comply with the Safeguarding Policy and procedures.
   Encourage affiliated clubs to appoint a Lead Safeguarding Officer.

It is essential that information about safeguarding young people reaches those operating in clubs, the level at
which most young people are likely to participate in the sport. Clubs need to be kept informed of the
standards of good practice expected of them and changes in legislation and guidance. It is helpful to have a
point of contact in each affiliated club who has the role of receiving information about Safeguarding and
passing it on to those who need to know in the club.

Further where there are any concerns about child abuse or misconduct, clubs require to manage the
concerns and ensure that Cycling Ulster has the information it needs in order to take action t o protect
children and against those who pos e a risk to young people.




Cycling Ulster Code of Ethics                           6
Version 1 : 7 – Sept ember 2009
Roles And Responsibilities In Safeguarding Young People
Cycling Ul ster will:

   Ensure there are policies, procedures, systems, structures, resources and personnel in place to promote
    the welfare and protection of children taking part in cycling
   Actively work jointly with parents and ot her agencies through joint planning, training and monit oring of
    their arrangements for the prot ection of children.
   Ensure there are quality assuranc e mec hanisms in place to monitor, review and evaluate arrangements
    for the protection of children.

The Lead Safeguarding Officer for Cycling Ul ster will:

   Be supported by Cycling Ulster and be appropriately trained.
   Implement and promote Cycling Ulster‟s Safeguarding Policy and Procedures.
   Will lead on the effective implementation of policy and procedures throughout the sport.
   Regularly report to the Executive
   Act as the main contact within Cycling Ulster for the protection of children.
   Provide information and advice on the protection of children.
   Support and raise awareness of the protection of children.
   Communicate with members on issues of Safeguarding.
   Keep abreast of developments and understand the latest information on data protection, confidentiality
    and ot her legal issues that impact on the protection of children.
   Encourage good practice and support of procedures to protect children.
   Establish and maintain contact with loc al statutory agencies including the police and social work
    services.
   Maintain confidential records of reported cases, action taken, liaise with the statutory agencies and
    ensure they have access to all necessary information.
   Organise training for members.
   Regularly monitor and review the Cycling Ulster Code of Ethics and Safeguarding Young People Policy
    and Procedures.
   Ensure there are mechanisms in place for quality assurance


Current LSO’s Cycling Ulster



Lead Officer                                              Deputy Officer
(Registered with AccessNI)                                (Registered with AccessNI)

Patrick McAleavey                                         Marian Lamb
74 Hunters Hill Park                                      16 Camlin Park
Hunt ers Hill                                             Crumlin
Gilford                                                   Co Antrim
Bt63 6ta                                                  BT29 4HE
Mobile: 077 39552566                                      Mobile 07920132135
Tel:028 38832565                                          Tele: 028 94 453203
Patrick@paddy55. fsnet.co.uk                              Marianlamb@cyclingulster.com


Deputy Officer
(Registered with AccessNI)

Gary McKeegan
14 Listannon A venue
Whitehead
Co. Antrim
BT38 9NN
Mobile: 077 51863332
coaching@live.co.uk


Cycling Ulster Code of Ethics                         7
Version 1 : 7 – Sept ember 2009
Code of Conduct for Young People
Cycling Ulster wishes to provide the best possible environment for all young people involved in the sport.
Young people deserve to be given enjoyable, safe sporting opportunities, free from abuse of any kind. These
participants have rights, which must be res pected.

Young cycli sts should undertake to:
      Be happy, have fun and enjoy cycling
      Respect fellow team members
      Respect opponents
      Have a voice in the club/organis ation
      Experience competition at a level at which they feel comfortable
      Be safe and to feel safe
      Be treated with dignity, sensitivity and respect
      Abide by the rules set down by team Managers when travelling to away events
      Behave in a manner that avoids bringing the sport of cycling into disreput e
      Talk to the children‟s officer at their club if they have any problems or alt ernatively the designated
         Cycling Ulster Lead Safeguarding Officer
                         (See page 6 or http://www.cyclingulster.com for current officer/s)




Young   cycli sts should never undertake to:
       Cheat
       Shout at ,or argue with, the officials, team
       Spread rumours
       Use unfair or bullying tactics to gain advantage
       Keep secrets about any person who may have caused them harm.
       Take banned substances to improve performance.

All cyclists will be given a copy of the squad handbook if chosen to represent Cycling Ulster as a squad/team
member on training, coaching or competitive events. The handbook will be explained and young cyclist will
be given the opportunity to ask questions and discuss the guidelines with parent s/carers before signing.
They will also be made aware that all managers, coaches and leaders also have rules by which to abide.

Squad Handbook                            Available for Download from http://www.cyclingulster.com

Managers/Leaders Handbook                 Available for Download from http://www.cyclingulster.com

Guidelines for Parents

Cycling Ulster believes that parents should:
     Support all efforts to remove abusive/bullying behaviour in all its forms.
     Be a role model for children and maintain a standard of conduct when inter acting wit h children, other
      parents ,officials and organisers
     Encourage children to play by the rules and to enjoy their cycling in all forms

 (Please read the Cycling Ulster Bullying Polic y contained in the Code of Ethics.)

Parents must also sign Cycling Ireland‟s Parental Consent Form when applying for membership of a Cycling
Ireland Club.

APPENDIX 1


Clubs may ask parents to sign the Parents Code of Conduct when registering their child for club
membership.

APPENDIX 2



Cycling Ulster Code of Ethics                           8
Version 1 : 7 – Sept ember 2009
Youth Leaders (General Principles of Behaviour and Code of Conduct)
Cycling Ulster recognises the key role leaders (coaches, selectors and team managers, etc.) play in the lives
of children in sport. Their main concern will be to create a positive environment for the children in the ir care.
It is their responsibility to take the steps necessary to ensure that positive and healt hy experiences are
provided.

The following statements outline the General Principles to which all Leaders are expected to adhere

All Leaders – Bike Leaders, coaches, team managers should have as their first priority the children‟s safety
and enjoyment of the sport.

All Leaders in Northern Ireland must agree to a check being carried out through the DHSSPS or Access NI
from April 2008. For Republic of Ireland members a check will be requested through the Garda Vetting
Service and carried out by the Designated Officer in Cycling Ireland.

Leaders will be given a copy of Cycling Ulster Code of Ethics and Good Practice for Young People. They
should be made aware of the procedures contained within the organisation‟s code and should familiarise
themselves with and adhere to the guidelines and regulations set out in the Cycling Ulster Code of Ethics
and Good Practice for Young People.

Leaders must respect the rights, dignity and worth of every child and must treat everyone equally, regardless
of sex, ethnic origin, religion or ability.

Leaders working with young people in cycling should be suitable and appropriately qualified. Leaders will
be expected to go through appropriate recruitment and selection procedures that apply to all persons with
substantial access to young people, whether paid or unpaid. References will be needed and will be followed
up.

Once appointed the Leader must act as a role model and promote the positive aspects of sport and of
cycling and maintain the highest standards of personal conduct.

Leaders must respect the rights, dignity and worth of every child and must treat everyone equally, regardless
of sex, ethnic origin, religion or ability.

Leaders working with young people in cycling should be suitable and appropriately qualified. Leaders will
be expected to go through appropriate recruitment and selection procedures that apply to all persons with
substantial access to young people, whether paid or unpaid. References will be needed and will be followed
up.

It is important to realise that certain situations or friendly actions could be misinterpreted by the participant or
by outsiders. A void working alone and ensure there is adequate supervision for all activities.

Leaders are responsible for setting and monitoring the boundaries between a working relationship and
friendship with cyclists. Coaches should not involve young cyclists in their personal life i.e. visits to
coaches home or overnight stays.

When approached to take on a new cyclist, ensure that any previous coach -student relationship has been
ended by the student/others in a professional manner.

When young cyclists are invited into adult groups/squads, it is advisable to get agreement from a
parent/carer. Boundaries of behaviour in adult groups are normally different from the boundaries that apply
to junior groups/squads.

Leaders who become aware of a conflict bet ween their obligation to their cyclists and their obligat ion to their
governing body must make explicit the nature of the conflict and the loyalties and responsibilities involved, to
all parties concerned.

Leaders should communicate and co-operate with medical and ancillary practitioners in the diagnosis,
treatment and management of their cyclists‟ medical or related problems. Avoid giving advice of a personal
or medical nature if you are not qualified to do so. Any information of a personal or medical nature must be
kept strictly confidential unless the welfare of the child requires the passing on of this information


Cycling Ulster Code of Ethics                            9
Version 1 : 7 – Sept ember 2009
The nature of the relationship between leader and a participant can often mean that a leader will learn
confidential information about a player or player‟s family. This information must be regarded as confidential
and except where abuse is suspected, must not be divulged to a third party without the express permission
of the player/ family.

Leaders should familiarise themselves wit h the Code of Ethics and Good Practice for Children‟s Sport and
with the Cycling Ulster Code of Conduct and follow the procedures if they suspect or receive complaints of
abuse of any sort

The use of drugs, alcohol and tobacco must be actively discouraged as being incompatible with a healthy
approach to sporting activity.

Care must be taken not to expose a child intentionally or unintentionally to embarrassment or disparagement
by use of sarcastic or flippant remarks about the child or his/her family.

Remember that young cyclists participate for fun and enjoyment and that skill development and personal
satisfaction have priority over highly structured competition. Never make winning the only objective.

Encourage the development of respect for opponents, officials, selectors and other coac hes and avoid
criticism of fellow coaches.

You are the role model for the children in your care

Good Practice

Leaders should
    Create a safe and enjoyable environment
    Set realistic goals for the participants and do not push young cyclists.
    Be positive during session, praise and encourage effort as well as results
    Plan and prepare appropriat ely
    Put the welfare of young person first and strike a balance bet ween this and winning / results
    Encourage fair play and treat participants equally
    Recognise development al needs
    Be qualified and up-to-date with knowledge and skill of sport for young people
    Involve parents where possible and Inform parents when problems arise
    Keep a record of attendance at training
    Keep a brief record of injury(s) and action taken
    Keep a brief record of problem/action/ outcomes, if behavioural problems arise
    Insist that cyclists in your care respect the rules of the race
    Insist on fair play and ensure cyclists are aware you will not tolerate cheating or bullying behaviour
    Set positive examples of behaviour in dealin g with other officials, coaches, parents, children and
     managers.
    Be generous with praise both for the efforts of the children in your care and other participants.

Practice to be avoided
Leaders should not
    Spend excessive amounts of time with children away from others
    Take sessions alone
    Take children on journeys alone in their car
    Show preference to one child over anot her
    Compare the performance/commitment of one child over another in their presence
    Criticise other leaders, (officials, coaches, and selectors)
    Give preferential treatment to one cyclist over another
    Push young cyclists beyond what they are capable of or willing to do




Cycling Ulster Code of Ethics                          10
Version 1 : 7 – Sept ember 2009
Unacceptable practice

In the context of your role within Cycling Ulster, the following practices will never be endorsed:

       Engaging in sexually provoc ative games, including horseplay.
       Engaging in rough or physical contact
       Physical/verbal/emotional abuse or exclusion to punish mistakes
       Forming intimate emotional, physical or sexual relationships with children.
       Allowing or engaging in touching a child in a sexually suggestive manner.
       Allowing children to swear or use sexualised language unchallenged.
       Making sexually suggestive comments to a child, even in fun.
       Reducing a child to tears as a form of control.
       Allowing allegations made by a child to go unchallenged, unrecorded or not acted upon.
       Exert undue influence over a participant in order to obt ain personal benefit or reward
       Engage in rough physical races, sexually provocative races or allow or engage in inappropriate
        touching of any kind, and /or make sexually suggestive comments about, or to a child
       Take measurements or engage in certain types of fitness testing using Power cranks or Turbo
        Trainers linked to computers without the presence of another adult.
       Undertak e any form of therapy (hypnosis etc.) in the training of children
       Inviting or allowing children to stay with you at your home.
       Share a room alone with a child for sleeping accommodation on residential trips.

   Some residential facilities offer dormitory sleeping arrangements where leaders may be required to share
   with children. In such circumstances organisers must ensure that at least two adults who have been
   recruited and selected using the recommended procedure are present, preferably one male and one
   female, and that such arrangements have been discussed and agreed with children and parents in
   advance.

   (Cycling Ul ster recommends that the above facilities are avoided, where possi ble, and alternative
   accommodation sought)

   In some circumstances older children may be required to share rooms with senior team mates (i.e. over
   18s). If this is necessary, it should be discussed and agreed in advance with the young person and the
   parents (where appropriate and practicable). The young people involved should also be aware of whom
   they should speak to if they have any worries or concerns during this time.




Cycling Ulster Code of Ethics                          11
Version 1 : 7 – Sept ember 2009
Guidelines on General Issues
Di scipline
When discipline is used it should be with the clear intention of teaching or reinforcing appropriate behaviour.
It must not be used impulsively, to gain power, or to embarrass or humiliate a child/young person.

Discipline should be used only to:

       Develop a sense of responsibility for behaviour;
       Develop respect for others and their property;
       Reinforce the rules or values of the sport;
       Reinforce positive behaviour or attitudes;
       Reinforce awareness of health and safety aspects of the activity

Travelling with children
There is extra responsibility taken on by leaders when they travel with children to events. When travelling
with young people you should:
     Ensure that there is adequate insuranc e cover
     Not carry more than the permitted number of passengers
     Ensure use of safety belts/booster seats
     A void being alone with one participant, put passenger in the back seat, drop off at cent ral locations
        or seek parental permission to transport an individual participant on a regular basis and clearly state
        times of pick- up and drop off
     Have two adults in vehicle when transporting young riders where possible

Supervision

       Make sure there is an adequat e adult: child ratio. This will depend on the nature of the activity, the
        age of the participants and any special needs of the group. As a guide a ratio of 1:8 for under 12
        years of age and 1:10 for participants over 12 years of age. This is only a guide and will change
        depending on the circumstances, e.g. athletes wit h special needs or away trips
       Where there are mixed groups there should be leaders of both genders
       A void being alone with one participant, if you need to talk separately do so in an open environment,
        in view of others
       In changing rooms, ask parents to take responsibility and supervise in pairs of appropriate gender
       Leaders should not need to enter changing rooms unless the participants are very young or need
        special assistance and such supervision should be done in pairs by appropriate gender
       Clearly state time for start and end of training sessions or competitions, leaders should remain in
        pairs until all participants have been collected
       Keep attendance rec ords and record of any incidents / injuries that arise
       Ask parents to stay and supervise sessions, (for safety and supervision, not necessarily for their
        „technical‟ expertise)

Away trips / Re sidentials (See also APPENDIX 3a/b– CPSU Check Li st)

       Separate permission forms should be signed by parents and participants, containing emergency
        contact number (See APPENDIX 4a/b )
       Young participants should sign a behaviour agreement . (See APPENDIX 5 )
       Appoint a group leader who will make a report on returning home
       A meeting with parents and participants is useful to communicate travel times, competition details,
        other activities, gear requirements, medical requirements, special dietary needs and any other
        necessary details
       Rooming arrangements – adults should not share rooms with children, children share rooms with
        those of same age and gender and adults should knock before entering rooms
       All group socialisation should take plac e in communal areas (i.e. no boys in girls‟ rooms and vice
        versa).
       Alcoholic drink, smoking or other illegal substances are forbidden to cyclists.
       There must be at least one adult of each gender with a mixed party, there should be a good adult –
        child ratio, 1:5/6, and proper access to medical personnel
       Lights out times should be enforced
       Young cyclists should be unde r reasonable supervision at all times and should never leave the
        venue or go unsupervised without prior permission

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Safety

All clubs / organization should have a safety statement, including specific and potential risks attached to their
sport. They should also have procedures in place for safeguarding against such risks. In addition clubs
should:
      Ensure activities are suitable for age and stage of development of participants
      Keep a record of any specific medical conditions of the participants
      Keep a record of emergency contact numbers for parents / guardians
      Ensure any necessary protective gear is used
      Ensure First Aid kit is close at hand with access to qualified first -aider
      Know the contact numbers of emergency services
      Keep first aid kit stocked up
      Ensure easy access to medical personnel if needed and have a emergency plan
      If an incident occurs, make a brief record of injury and action taken. Make a brief record of the
         problem/action/ outcome. Contact the participants parents and keep them informed of all details
      Officials should ensure the conduct of the race
      Participants should know and keep the rules of their sport, keeping in mind that many rules are there
         for safety
      Leaders should hold appropriate qualifications required by Cycling Ulster/Cycling Ireland
      Ensure there is adequate insurance cover for all activities (S ee insuranc e details below)
      Ensure parents / guardians are present at finishing time of sessions or events

Physical Contact

Our sport requires a „hands on approac h‟, especially in a teachin g or coaching situation, e.g., it may be
necessary to support a child learning a new move in cycling but the following should be taken into
consideration
     A void unnecessary physical contact
     Any necessary contact should be in res ponse to the needs of the child and not the adult
     It should be in an open environment wit h the permission and understanding of the participant
     It should be determined by the age and developmental stage of the participant - Don‟t do somet hing
        that a child can do for themselves
     If physical contact is required ensure that the child and parent/carer is aware of this
     Never engage in inappropriate touching

    Ensure the parents are aware of the need for physical contact from time to time and they are
    comfortable wi th what i s required. (Examples of this include supporting a rider on a track bike or a
    time trial, demonstrating skills in off road events. If it is possible the parent can be asked to carry out this
    task if preferred.)


Additional Guidelines on Away Trips can be found in Cycling Ul ster’ s Managers Handbook
  Available for Download from http://www.cyclingulster.com

Cycling Ireland Insurance Cover

   This provides third party insurance and personal accident insurance when participating in Cycling Ireland
   approved events.
   It also provides Public Liability Insurance.

   Some Councils/Organis ations require that a Letter of Indemnity is lodged with them before a venue can
   be used. These can be obtained from Kelly Roche House, North Circular Rd, Dublin on payment of a €60
   fee. (see http://www.cyclingireland.ie

   All volunt eers must be members of Cycling Ireland
   All participants (unless participating in one -off “Try it out E vents” must be members of Cycling Ireland.
   All participants should sign the Cycling Ireland Official Sign-on Sheet. ( APP ENDIX 6)




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Anti-Bullying Policy
What is Bullying?

Bullying can be defined as repeated aggression be it verbal, psychological or physical conducted by an
individual or group against others.

It is behaviour that is intentionally aggravating and intimidating and occurs mainly in social environments
such as schools, clubs and other organisations working with children and young people. It includes
behaviours such as teasing, taunting, threatening, hitting and extortion behaviour by one or more persons
against a victim.

While anyone can be targeted by bullies depending on their personality or circumstances, those who are
shy, overweight, have a disability or are otherwise different from ot hers (e.g. by reason of faith, c ulture,
sexual preference) can be particularly susceptible. It is also a misconc eption that all bullying is carried out by
young people against other young people or vulnerable adults. Thos e in charge of young people and
vulnerable adults should also be aware that the competitive nature of any sport can create an environment
where by bullying can be carried out by adults who have contact wit h young people. Examples of persons in
this position can include:

   a coach who adopts a win-at -all costs philosophy
   a cyclist who intimidates inappropriately
   an official who places unfair pressure on a person.
   An overly competitive, pushy parent who uses bullying tactics to force the child to try harder

How would you know if a child is being bullied?

All bullies operate using furtiveness, threats and fear. Bullying can therefore only survive in an environment
where the victim does not feel empowered to tell someone who can help or in which it is not safe to do so.
The following indicators are warning signs that a young person might be getting bullied.
      Reluctance to come to a venue or take part in activities
      Physical signs (unexplained bruises, scratches, or damage to belongings )
      Stress-caused illness – headaches, and stomach aches which seem unexplained
      Fearful behaviour (fear of walking to a meeting, going different routes, asking to be driven)
      Frequent loss of, or shortage of, money with vague ex planations
      Having few friends
      Changes in behaviour (withdrawn, stammering, moody, irritable, upset, distressed)
      Not eating
      Attempting suicide or hinting at suicide
      Anxiety (shown by nail-biting, fearfulness, tics)There are other possible reasons for many of these)

Who should deal with bullying?
While the more extreme forms of bullying would be regarded as physical or emotional abus e and are
reported to the health board/social services or the police, dealing with bullying behaviour is normally the
responsibility of all Leaders within this organisation.

How can it be prevented?
    Ensure that all members follow the code of conduct, which promotes the rights and dignity of each
      member.
    Deal with any incidents as they arise.
    Use a whole group policy or „no-blame approach‟, i.e., not „bullying the bully‟ but working with bullies
      and the group of young people, helping them to understand the hurt they are causing, and so make
      the problem a „shared concern‟ of the group, (see below)
    Reinforce that there is „a permission to tell‟ culture rather than a „might is right‟
    Encourage young people to negotiate, co-operative and help others, particularly new or different
      children
    Offer victim immediate support and put the „no blame approach‟ into operation
    Never tell a young person to ignore bullying, they can‟t ignore it, it hurts too much
    Never encourage a young pers on to take the law into their own hands and beat the bully at their own
      game
    Tell the victim there is nothing wrong with them and it is not their fault .
   
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What is the ‘No Blame’ Approach?
   Step 1 – Interview with the victim

If you find that there has been an incident of bullying, first talk to the victim. At this stage find out who was
involved and what the victim is now feeling. Try asking the following questions:
      Was it verbal or physical intimidation?
      How hurt is the victim
      Was it within his/her own peer group?
      Ensure the victim that his/her name will not come out in the investigation
      Actively listen

    Step 2 – Meet with all involved

Arrange to meet with all those involved; this should include some bystanders, those who may have colluded,
those who joined in and thos e who initiated th e bullying.
     Have a maximum of six to eight in the group – keep the number cont rollable
     Make a point of calling a „special‟ meeting
     Ensure the severity of the topic is understood by all
     Speak only of the hurt caused in general terms with no reference to the victim
     Play on the conscience of all – ask questions like: How would you feel? Would you like it done to
       you?

    Step 3 – Explain the problem

The distress being suffered as a result of the bullying incident is explained. At this stage the of the incident o r
the allocation of the blame is not discussed. Explain the feelings of loneliness, feeling left out, rejected,
laughed at. Try asking questions:
          Would they like it if it happened to them
          “Someone here in this group was bullied by someone within the group, what could we do to see
             it does not happen again?”
          Listen, watch out for reactions, and pick up on any without isolating anyone

     Step 4 – Share the responsibility

Explain what steps / controls may have to be introduc ed to prevent further incidents and ho w every one will
loose out as a result

     Step 5 – Ask the group for their ideas

At this stage the group is encouraged to suggest ways that would make the victim feel happier. All positive
responses are noted. Use phrases “if it were you” to encourage a response. Listen to all suggestions and
note them

     Step 6 – Leave it to them

Now the problem has been identified, solutions suggested, the problem is now handed over to the group to
solve. Arrange to meet again in a week‟s time. Pass responsibility over to the group and give a time frame
within which something must be done.

     Step 7 – Meet them again

Each member of the group, including the bully, discuss how things are going, who is doing what and have
there been other incidents. This allows for continual monitoring and also keeps all involved in the proc ess.

Again enforce the idea of the „team‟ looking after each other at regular intervals to ensure it is know that
bullying or intimidating behaviour will not be tolerat ed.




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Child Welfare and Protection Procedures
Cycling Ulster accepts that organisations, whic h include young people among its members, are vulnerable to
the occurrence of child abuse. Most children are abused by adults they know and trust; around 80% of
sexual offences take place in t he home of either the offender or victim. The child might disclose this to a
trusted adult or you may notice signs that cause you concern.
However, abuse also takes place outside the family setting and some individuals who want to harm and
abuse children will use sport as a way to gain access to children. Child welfare and the protection of young
people is the concern of all adults at all times, irrespective of their role within the organisation.

If there are grounds for concern (Code, Page 44) about the safety or wel fare of a young person you should
react to the concern. Persons unsure about whether or not certain behaviours are abusive and therefore
reportable, should contact the duty social worker in the local health board or social services department
where they will receive advice. Grounds for concern include a specific indication from a child, a statement
from a person who witnessed abus e or an illness, injury or behaviour consistent with abuse.

A report may be made by any member in the club but should be passed on to the club‟s children‟s officer
who will contact Cycling Ulster‟s SO, (See page 6 or http://www.cyclingulster.com for current officers) who
may in turn have to pass the concern to the local Statutory Authorities. In the situation where none of the
designated officers can be contacted advic e should be sought immediately from the NSPCC NI. or the
NSPCC Safeguarding Helpline on 0808 800 5000. It is not the responsibility of anyone working within
Cycling Ulster in a paid or voluntary capacity, or those working in affiliated organisations, to take
responsibility or decide whether or not child abuse is taking place. That is the job of the loc al statutory
authorities. However, there is a res ponsibility to protect children by assisting the appropriate agencies so that
they can then make enquiries and take any necessary action to protect the young person.
E very one should follow both procedures outlined below, firstly the procedure for responding to a child in
distress and secondly the procedure for reporting the concern.


Indicators of Abuse and Bullying

Indications that a child may be being abused include the following:
 Unex plained or suspicious injuries such as bruising, cuts or burns, particularly if situated on a part of the
    body not normally prone to such injuries.
 An injury for which the explanation seems inconsistent.
 The child describes what appears to be an abusive act involving him/her.
 Someone else (a child or adult) expresses concern about the welfare of another child.
 Unex plained changes in behaviour (eg becoming very quiet, withdrawn or displaying sudden outbursts of
    temper).
 Inappropriat e sexual awareness.
 Engaging in sexually explicit behaviour.
 Distrust of adults, particularly those with whom a close relationship would normally be expected.
 Difficulty in making friends.
 Is prevented from socialising with other children.
 Displays variations in eating patterns including overeating or loss of appetite.
 Loses weight for no apparent reason.
 Becomes increasingly dirty or unkempt.

It should be recognised that this list is not exhaustive and the presence of one or more of the indicators is not
proof that abuse is actually taking place.

             IF IN DOUBT CONS ULT IMMEDI ATELY WITH THE LSO OF CYCLI NG ULSTER




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Response to a Child Di sclosing Abuse

When a young person di sclose s information of suspected abuse you should:

(a) deal with any allegation of abus e in a sensitive and competent way through listening to and facilitating
    the child to tell about the problem, rather than interviewing the child about details of what happened
(b) stay calm and not show any extreme reaction to what the child is saying. Listen compassionately, and
    take what the child is saying seriously
(c) understand that the child has decided to tell something very important and has taken a risk to do so. The
    experience of telling should be a positive one so that the child will not mind talking to those involved in
    the investigation
(d) be honest with the child and tell them that it is not possible that keep information a secret
(e) make no judgmental statements against the person whom the allegation is made
(f) not question the child unless the nature of what s/he is saying is unclear. Leading questions should be
    avoided. Open, non-specific questions should be used such as “Can you explain to me what you mean
    by that”
(g) check out the concerns with the parents/guardians before making a report unless during so would
    endanger the child
(h) given the child some indication of what would happen next, such as informing parents/guardians, heal th
    board or social services. It should be kept in mind that the child may have been threatened and may feel
    vulnerable at this stage.
(i) Carefully record the details
(j) pass on this information to the LSO, Patrick McAleavey
(k) Reassure the child that they have done the right thing in telling you.



Responding to Disclosure Check List

Coac hes, trainee coaches and leaders oft en share a very close and trusting relationship with their cyclists
and this might result in the coach being just the sort of person to whom a child might disclose that s/he is
being abused. Although false allegations of abuse do occur, they are rare, and if a young person says or
indicates that he/she is being abused, or information is obtained whic h gives concern that a young person is
being abused, action must be taken immediately (see Section 4. 2 for reporting procedures).


 Actions to Take                                     Actions to Avoid

 The person receiving the disclosure should:         The person receiving the disclosure should not:
    react calmly so as not to fright en the child        panic
    tell the child he/she is not to blame and was        allow expressions of shock or distaste to
     right to tell                                         show
    take what the child says seriously                   probe for more information than is offered
    keep questions to the absolute minimum to            speculate or make assumptions
     ensure a clear and accurate understanding
     of what has been said                                make negative comments about the alleged
                                                           abuser
    reassure the child but do not make promises
                                                          approach the alleged abuser
     of confidentiality that cannot be kept
    make a full record of what had been said,            make promises that cannot be kept or
     heard and/or seen (fact and not opinion) as           agree to keep secrets.
     soon as possible.




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Reporting Suspected or Disclosed Child Abuse
The following steps should be taken in reporting child abuse to the statutory authorities:
(a) Observe and note dates, times, locations and contexts in which the incident occurred or suspicion was
    aroused, together with any other relevant information
(b) Report the matter as soon as possible to the LSO wit h responsibility for reporting abuse. If the LS O has
    reasonable grounds for believing that the child has been abus ed or is at risk of abuse, s/he will make a
    report to the health board/social servic es who have statutory res ponsibility to investigate and assess
    suspected or actual child abuse
(c) In cases of emergency, where a child appears to be at immediat e and serious risk and the LSO is unable
    to contact a duty social worker, the police aut horities should be contacted. Under no circumstances
    should a child be left in a dangerous situation pending intervention by the Statutory Authorities
(d) If the LSO is unsure whether reasonable grounds for concern exist s/he can informally consult with the
    local health board/social services. S/he will be advised whether or not the matter requires a f ormal
    report.
A LSO reporting suspected or actual child abuse to the Statutory Authorities will first inform the family of their
intention to make such a report, unless doing so would endanger the child or undermine an investigation


In Northern Ireland there is legislation, the Criminal Law Act (NI) 1967 which places the
responsibility on everyone to report offences or to forward information to the police by emphasizing
the, ‘duty of every other person, who knows or believes, (a) that the offence or some other
arrestable offences has been committed: and (b) that he has information which is likely to secure,
or to be material assistance in securing, the apprehension, prosecution or conviction of any person
for that offence’

(See APPENDIX 7 for Reporting Fo rm)


Allegations Against Sports Leaders

Cycling Ulster has agreed procedures to be followed in cases of alleged child abuse against Sports Leaders.
If such an allegation is made against a Leader working within the club, two procedures should be followed:

       The reporting procedure in respect of suspected child abuse (report ed by the LSO),
       The procedure for dealing with the Leader (carried by out by the club Chair)

The safety of the child making the allegation should be considered and the safety of any othe r children who
may be at risk. The club should take any necessary steps that may be necessary to protect children in its
care

The issue of confidentiality is important. Information is on a need to know basis and the Leader should be
treated with respect and fairness.

The Reporting Procedure

If the LSO has reasonable grounds for concern, (S ection 5. Code), the matter should be report ed to the local
health board / social services, following the standard reporting procedure, (S ection 5.12.1, page 45).




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The Sports Leader
While the LSO makes the report to the local health board/social services, the Chair of the club should deal
with the Sports Leader in question, though we recognise that in some clubs the chairperson and the LS O
may well be the same individual. In some case it may be more appropriate to consult with the statutory
agencies first about the timings of informing the sports leader involved.

       The Chair should privately inform the leader that (a) an allegation has been made against him / her
        and (b) the nature of the allegation. He / she should be afforded an opportunity to respond. His / her
        response should be noted and passed on to the health board / social services.
       The leader should be asked to step aside pending the outcome of the investigation. When a person
        is asked to step aside it should be made clear that it is only a precautionary measure and will not
        prejudice any later disciplinary proceedings.

Cycling Ulster should be informed by the LSO that the leader has been asked to stand aside

Cycling Ulster can consider disciplinary action on the leader but should ensure that this does not interfere
with the investigation of the Statutory Authorities. It is important that Cycling Ulster consider the outcome of
the investigation and any implications it might have. The fact that the alleged abuser has not been
prosecut ed or been found guilty does not mean that they are automatically appropriate to work with young
people in the future. Cycling Ulster will consider information/decisions from statutory organisations and carry
out its own risk assessment .



Confidentiality
Confidentiality should be maintained in respect of all issues and people involved in cases of abuse, welfare
or bad practice. It is important that the rights of both the child and the person about whom the complaint has
been made are protected.

The following points should be kept in mind:

       A guarantee of confidentiality or undert akings regarding secrecy cannot be given, as the welfare of
        the child will supersede all other considerations
       All information should be treated in a careful and sensitive manner and should be discussed only
        with those who need to know
       Information should be conveyed to the parents / guardians in a sensitive way of the child about
        whom there are concerns
       Giving information to others on a „need to know‟ basis for the protection of a child is not a breach of
        confidentiality
       All persons involved in a Safeguarding process (the child, his/her parents/guardians, the alleged
        offender, his/her family, Sports Leaders) should be afforded appropriate respect, fairness, support
        and confidentiality at all stages of the procedure.
       Information should be stored in a secure place, with limited access to designated people.
       The requirements of the Dat a Protection laws should be adhered to.
       Breach of confidentiality is a serious manner.

Anonymous Complaints
Anonymous complaints can be difficult to deal with but should not be ignored. In all cases the safety and
welfare of the child/children is paramount. Any such complaints relating to inappropriate behaviour should
be brought to the attention of the LSO. The information should be checked out and handled in a confidential
manner.

Rumours

Rumours should not be allowed to hang in the air. Any rumours relating to inappropriate behaviour should
be brought to the attention of the LSO and checked out without delay




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Disciplinary Policy

Complaints and Appeals Procedure (See          APPENDIX 14 for sample club Disciplinary Procedure s)

General policy statement for the resolution of grie vances in Cycling Ulster

Complaints Policy
There may be issues that arise from time to time which do not constitute action wit hin a Safeguarding policy,
but that are of sufficient concern to warrant action by the club‟s Management Committee or by Cycling Ulster.
For example, a complaint from a parent about the conduct of a volunteer and offensive language. In this
case if a verbal warning is not taken on board by the volunteer and he continues in his use of inappropriate
language then some sort of formal action should be taken. Promoting clarity in terms of processes for
dealing with complaints or grievances will enable a transparency that gives confidence in Cycling Ulster‟s
commitment to providing quality and safe services.

Di stinction must be made between:

a.   Complaints involving children and all other complaints on the basis that the duty of care to a child is
     greater than to an adult.
b.   Complaints made by employees/ volunt eers against other employees/ volunteer including staff in
     management positions and complaints made by third parties.
c.   Complaints involving children in a Safeguarding/safeguarding issue (See separate procedure)

All procedures recognise the principles of nat ural justice and are fair, consistent and equitable. The following
principles apply:

1.     A person subject to a complaint has the right to a statement of the complaint and to know the identity
       of the person(s) making the complaint. If the complaint is of a Safeguarding nature advice should be
       sought from statutory agencies before the individual about who the complaint is about is informed.

2.     A person making a complaint is entitled to the care of the organisation in respect of the complaint and
       to be protected from victimization.

3.     At hearings conducted as part of the grievance procedure, parties to the procedure, are to be provided
       with the opportunity to be accompanied by another person of their choice.

4.     The facts as established must provide a reasonable basis for any findings presented as to the
       existence and extent of any culpability.

5.     Any disciplinary action decided on should be commensurate with the culpability found to exist

6.     No one has the right to determine any complaint made against them. Complaints against a person in
       a management position must be referred to the next level of seniority.

7.     No one who is the author of a complaint has the right to determine any complaint made against that
       person.

8.     Where the nature of a complaint and/or the sanctions to be imposed are defined in the Memorandum
       and Articles of Association of Cycling Ireland such procedures take prec edence over those listed
       below.

Where the Management Board of Cycling Ulster decides that a complaint merits investigation by them, such
investigation can take the following stages.

1.     Informal stage : Typically verbal complaints of a relatively minor nature may be dealt with in this way.
       The Management Board of Cycling Ulster will appoint a pers on to attempt a party -to-party resolution
       with no written report submitted at the end of the proc ess if the matter has been resolved to
       everyone‟s satisfaction.

2.     Formal stage : Where the informal stage fails to resolve a grievance/complaint or where the
       Management Board of Cycling Ulster decides a grievance/complaint is sufficiently serious to warrant it
       a formal investigation and hearing will take according to the following template.


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Procedures to be followed by Cycling Ulster when hearing complaints
                                         ( other   than Safeguarding issues)

1.    A document will be prepared, by the Secretary, stating the grievance/complaint. This document will
      include the name(s) of the complainant(s) and the date the complaint was made.

2.    The Board of Cycling Ulster, as appropriate, will appoint a person or group of people to investigate the
      complaint. Their task will be to gathe r the facts relating to the case, take statements from people who
      can assist with their inquiries and collect any other data relevant to the case

3.    The investigating body will then write, by registered post, to the pers on subject to the complaint,
      advising them that they are investigating the matter, and that they will meet with them and others to
      determine the facts of the case. This notice will also inform the pers on subject to the complaint, of the
      names of the persons who will investigate the complai nt.

4.    Any objection to the composition of the investigating body must be made as soon as reasonably
      practical, and in any event not later than 7 days before the hearing. In the event of an objection to the
      composition of the investigating body point 5 below, applies

5.    The chairman of the investigating body is entitled to determine any pre -hearing procedural or
      evidential matters without recourse to the other members of the investigating body but will report fully
      to his fellow members the results of his deliberations; this can include replacements to the original
      make up of the investigating body.

6.    The investigating body is not bound to apply formal rules of evidence and is entitled to conduct its
      business and regulat e the proceedings as it sees fit, as long as it complies with these regulations but
      is fair and just to all parties.

7.    All parties attending such hearings are entitled to be accompanied by and/or represented by another
      person.

8.    The investigating body may adjourn its meeting to enable appropriat e information to be obtained, and
      may impose a reasonable time limit for the provision of such information.

9.    The investigating body has the power to postpone or adjourn the hearing, but must act at all times to
      ensure a swift resolution of the complaint/grievance.

10.   The parties involved will be afforded a proper opportunity to make represent ations to the investigating
      body and to call witnesses.

11.   The investigating body will note any admissions by any of the parties.

12.   The parties will be given the opportunity to question any witness through the chairman of the
      investigating body.

13.   The decision of the investigating body will be made by at least a simple majority of the members.
      Where the investigating body is unable to come to a majority decision then the chairman of the
      investigating body will have a casting vote.

14.   All hearings of the investigating body will be held in private.

15.   At any hearing the absence of any party or witness will not, in itself, prevent the investigat ing body
      from hearing and det ermining the matter.

16.   Once the investigating body has established the facts of the case it will meet to consider the facts.
      Having considered the facts they will then produce a report detailing their view of the
      grievance/complaint, arrived at from an examination of the facts.

17.   The investigating body will then send a copy of their report, by registered post, to the person subject to
      the complaint and to the complainant(s ). They will give the person subject to the complaint notice (21
      days +2 postage days) of a date at which they will hold a hearing to examine the grievance/complaint.
      The person subject to the complaint will be given an opportunity to present a defence against the
      findings of the report at this meeting.
18    At the conclusion of this process the             investigating body will finalise their report and issue
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      recommendations and recommend which sanctions should be applied. This final document is then to
      be sent to the Board of Cycling Ulster as appropriate.

19.   The Board of Cycling Ulster will meet within 14 days of the receipt of the report and recommendations
      to consider them. The Board of Cycling Ulster may apply the sanctions as recommended or increase
      or dec rease the sanctions as they see fit.

20.   The Board of Cycling Ulster will write by registered post to the person subject to the complaint and
      notify them of the actions they have sanctioned. Any sanctions to be applied will be deferred for 21
      days to allow the person subject to the complaint the opport unity to appeal the findings and/or the
      sanctions applied.

21.   If the person subject to the complaint wishes to appeal the decision of the Board of Cycling Ulster
      such an appeal must be lodged with the Board of Cycling Ulster within 21 days of the decision being
      determined

22.   The appeal must be completed within 60 days of the notice of appeal being received by the Board of
      Cycling Ulster. Otherwise the appeal will be deemed to be successful and no sanctions will be applied
      to the person subject to the complaint.

23.   The appeal panel will consist of 3 people who were not involved in the investigation of the
      grievance/complaint. The appeal panel will be appoint ed by the Board of Cycling Ulster

24.   The person subject to the complaint and the complainant (s)will be notified of the names of the
      members of the appeal panel. This notice will also specify a date and a plac e at which the appeal
      hearing will be heard (This requires a notice period of 21 days +2 postage days). This notice will also
      request the parties to provide any new evidence they may have whic h was not considered by the
      investigating body.

25.   The appeal panel will consider the facts established by the investigating body, they will hear any new
      evidence from the complainant(s) and will give the person subject to the complaint an opportunity to
      present their case. Any objection to the composition of the investigating body must be made as soon
      as reasonably practical and in any event not later than 7 days before the hearing. In the event of an
      objection to the composition of the investigating body rule 5 above applies.

26.   The chairman of the appeal panel is entitled to determine any pre-hearing procedural or evidential
      matters without recourse to the other members of the investigating body but will report fully to his
      fellow members the results of his deliberations.

27.   The appeal panel may adjourn its meeting to enable appropriate information to be obtained and may
      impose a reasonable time limit for the provision of such information.

28.   The appeal panel has the power to postpone or adjourn the hearing, but must act at all times to
      ensure a swift resolution of the complaint/grievance.

29.   The decision of the appeal panel will be made by at least a simple majority of the members. Where
      the appeal panel is unable to come to a majority decision then the chairman of the appeal panel will
      have a casting vote.

30.   All hearings of the appeal panel will be held in private.

31.   At any hearing the absence of any party or witness will not, in itself, prevent the appeal panel from
      hearing and determining the matter.

32.   The appeal panel will then prepare a report. It should note any factual inconsistencies or any new
      evidence. The report should conclude with a recommendation to the Board of Cycling Ireland det ailing
      the sanctions they suggest should be applied.

33.   The Board of Cycling Ulster will meet within 14 days of the receipt of the report and recommendations
      to consider them. The Board of Cycling Ireland may apply the sanctions as recommen ded or
      decrease the sanctions as they see fit.



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The Investigating Bodies Report - Guidelines
The role of the investigating body is to acknowledge, respond investigate and report their findings to the
Board of Cycling Ulster. They should establish the following points during their investigation.

1.      Who received the complaint?
        Was the complaint verbal or written?
        What was the date of receipt of the complaint?

2.      Who made the complaint?

3.      What facts were supplied with the complaint?
        Supply a copy of the written complaint if it was submitted in writing.

4.      What response did the pers on subject to the complaint make to the allegations?
        Did the person subject to the complaint provide any evidence to rebut the allegations?
        Supply copies of all material provided by the person subject to the complaint.

5.      What additional enquiries were made?
        Supply copies of statements taken and copies of notes taken during interviews.

6.      Was any other relevant information available?

7.      The outcome of the process should be a summary of the facts as best understood by the investigating
        body. This summary report should refer to:
        a.    The facts of the case
        b.    The judgement of the investigating body on the basis of the evidence as to whether blame is
              attached and to whom
        c.    The seriousness of the matter
        d.    Recommendations regarding action to prevent such a matter recurring
        e.    Recommendations regarding sanctions if any



Time Limits

     Throughout the procedure, there are time limits which must be adhered to. The time limits are upper limits
     and efforts should be made to deal with matters as quickly as possible. However, in exceptional
     circumstances, with the agreement of both parties, the time limits may be extended, e.g. due to the
     unavoidable abs ence of key individuals.




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Use of Photographic and Filming Equipment
Cycling Ulster has adopted a policy in relation to the use of images of athletes on their websites and in other
publications as there have been concerns about the risks posed directly and indirectly to children and young
people through the use of photographs on sports websites and ot her publications. Where possible we will try
to use models or illustrations when promoting an activity and avoid the use of the first name and surname of
individuals in a phot ograph. This reduc es the risk of inappropriate, unsolicited attention from people within
and outside the sport.

Guidelines on the use of photography:

   If the athlete is named, avoid using their photograph.
   If a photograph is used, avoid naming the athlete.
   If possible ask for the athlete‟s permission to use their image. This ensures that they are aware of the
    way the image is to be used to represent the sport. An athlete‟s permission form is one way of achieving
    this.
   If possible ask for parental permission to use their image. This ensures that they are aware of the way
    the image is to be used to represent the sport.
   Only use images of athletes in suitable dress to reduce the risk of inappropriate use. The content of the
    photograph should focus on the activity not on a particular child
   Create recognised procedure for reporting the use of inappropriate images to reduce the risks to
    athletes. Follow the Safeguarding procedures, ensuring either the LSO or the social service and/or
    police are informed.
   Youth cyclists can only be named on websites or in the media wit h parental permission

Amateur photographers/film/ video operators wishing to record an event or practice session should seek
accreditation with the club‟s children‟s officer or leader of session or directly through Cycling Ulster. Cycling
Ulster will endeavour to build up a list of accredited photographers. Cycling Ulster Clubs should display the
following information at the time of sign on, and/or through a PA system to inform parents of the policy:

“Parents should be aware that it is likely that thi s event will be photographed. Any parent who i s
concerned about thi s should make the promoters of the event aware of their concerns as soon as
possible”.

When commissioning professional photographers or inviting the press to an activity or event we will aim to
ensure they are clear about our expectations of them in relation to Safeguarding. Professional
photographers/film/ video operators wis hing to record an event or practice session should seek accreditation
with the children‟s officer or event organiser by producing their professional identification for the details to be
recorded. We will then:
 Provide a clear brief about what is considered appropriate in terms of content and behaviour
 Keep a record of accreditations
 Inform athlet es and parents that a phot ographer will be in attendance at an event
 Not allow unsupervised access to athletes or one to one photo sessions at events
 Not approve/allow photo sessions outside the events or at an athlete‟s home

Videoing as a coaching aid: Video equipment can be used as a legitimate coaching aid.                    However,
permission should first be obtained from the player and the player‟s parent/carer.

(Anyone concerned about any photography tak ing place at events or training sessions can contact the
children’s officer/ LSO and ask them to deal with the matter.)




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Cycling Ulster Website Policy (www.cyclingulster.com)
The Cycling Ulster website is maintained and up-dated by volunteers to
     Promote all the disciplines of cycling within Ulster
     Disseminate news, results, successes, good practice and new initiatives
     Highlight the work of individuals, clubs or the Executive/Commissions
     Encourage greater participation in the sport of cycling
     Promote/ advertise coac hing, training and fun events.
From time to time these aims will include promoting and recognising youth competitions, successes,
coaching and training camps where photographs will be used. With Safeguarding now a high priority for all
sporting organisations, Cycling Ulster has developed a specific policy in relation to our young participants,
particularly those under the age of 16.
Cycling Ul ster will ensure that
     Youth riders will not be named on the photograph.
     Where a rider is named in reports/results any accompanying photographs will not identify the named
      rider.
     Any photographs are taken in a public plac e with other people close at hand and that where possible
      parents/carers are present.
     The rider‟s permission has been obtained and that no -one is pressurised into having their picture
      taken.
      Where possible parents/carers have given their permission for the photograph to be taken and
      understand that it will be used on the Cycling Ulster website.
     No young person will be photographed in inappropriate attire.
From time to time photographs of Youth/Junior cyclists (usually those in the 15 -18 age bracket) are
specifically named in articles on the website or in media reports compiled by the website team. This is only
done at the express wish of or with the specific permission of the rider and his/her parents/carers.
The web team also receive reports and pictures forwarded by parents/carers with requests to post these on
the website to highlight the rider‟s success. All such reports and photographs are carefully monitored before
inclusion on the website.
Cycling Ulster will remove any photograph from its website if asked to do so by an individual or by a
parent/carer.




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Recruitment and Selection Policy
Cycling Ulster does not currently act as an Employer for any paid positions. However from time to time
money becomes available for staff positions in Northern Ireland. Cycling Ulster has a separat e Recruitment
Policy for paid employment. Cycling Ulster will take all reasonable steps to ensure that people working with
young people on a provincial level are suitable and appropriately qualified. Recruitment and selection
procedures are therefore necessary and these procedures apply to all persons with substantial access to
young people. All volunteers must be Cycling Ireland Members. All paid staff who work wit h young people
must be members of a UCI recognised National Governing Body.

All adults taking responsibility for children in sport should undergo a recruitment process. The responsibilities
of the role and the level of experience/ qualifications required should be drawn up and clearly stated
beforehand.

Volunteers should fill in an application form and Self Decalration Form giving names of two referees that can
be contacted. Where possible there shoul d be an interview. (APPENDICES 8, 9a/9b)

A probationary period is advisable. This period is currently six months.

There will be a “sign-up” procedure, whereby the newly recruited volunteers, agrees to abide by the Code of
Ethics and Good Practice for Children in Sport and to Cycling Ulster‟s Code and policies. (APPENDIX 10)

E very effort should be made to manage and support appointed Cycling Ulster Leaders. Adequate
supervision should always be provided; a leader should not have to work alone.

A decision to appoint a Provincial Leader is the responsibility of Cycling Ulster and not of any one individual
within it. The Cycling Ulster Executive should ratify all recommendations for appointment.

Those coaches or other volunteers, who have substantial ac cess to children in Northern Ireland, will be
asked to agree to checks being carried out through POCVA or AccessNI from April 2008. While this scheme
does not operate in the Republic of Ireland, Cycling Ulster volunteers working there will be asked to agre e to
the Garda Vetting Scheme. This scheme will be managed by Cycling Ireland. (APPENDIX11a/b)

Cycling Ulster recognises the contribution of all staff and volunteers to achieving their aims and will ensure
that measures are in place to support the retention of staff and volunt eers.

Cycling Ulster strongly recommends that affiliated clubs who are appointing a Club leader follow these
guidelines. All those working with young people must have completed a Disclosure Form. The disclosure
forms must be sent to the LSO of Cycling Ulster who will ensure that the necessary forms are completed and
forwarded to the relevant authorities. The LS O will liaise with individual clubs should the checks necessitate
this.

Checks will be requested for the following Cycling Ul ster Posi tions
    Executive Positions (where the position will involve contact with children)
    Coac hing Commission Leaders
    Cycling Ulster Youth and Junior Managers
    All Coaches who attend Cycling Ulster/Cycling Ireland Coaching Courses
    Assistant provincial Youth/Junior Leaders
    Volunteers involved in Residential camps
    Disability Leaders
    Public Relations Officer

Provincial and National Commissaires are all fully trained by recognised Cycling Ireland or UCI Tutors. They
must also pass an examination at the end of the course. The length of the course depends on the level being
sought. At the lowest level this involves a full weekend. Following the successful outcome of the exam all
Commissaires complete a period of training before being recognised at a particular le vel. The period of
training varies according to the level being sought .We also recommend that Commissaires complete
Disclosure Forms as they may be involved in Youth events. We are currently lobbying Cycling Ireland to
have this included as part of the co urse.

Club recruitment Cycling Ulster recommends that clubs also carry out a recruitment process for the
above positions (where relevant)

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Process of Recruitment Of Cycling Ulster Volunteers


Cycling Ulster relies heavily on the time and commitment freely given by volunt eers and without this the
opportunities for children and young people to participate in cycling would not exist. In order to make these
opportunities a positive experience, Cycling Ulster recommends that all adults taking responsibility for young
people in cycling should undergo a recruitment process. The following recruitment steps will help to protect
young people and assist in placing leaders in the position to which they are suited and supported.

For volunteer roles at a Provincial level Cycling Ul ster will

       List tasks that the volunt eers need to perform and the skills needed for those tasks
       Provide a guide to roles and responsibilities
       Make all vac ancies openly available to interested and qualified applicants (Information will be
        circulated by email, letters to clubs and on the Cycling Ulster website www.cyclingulster.com
       Provide each applicant with an application form. This should include a self-declaration section/ form.
        In Northern Ireland new leaders who work with under 18‟s are deemed to be in „regulat ed positions‟
        regardless of whether they are paid or not. It is the policy of Cycling Ulster that all such leaders be
        checked by the current system - Protection of Children (NI) Service(P OCVA) or by AccessNI from
        April 2008 (S ee policy on Disclosures)
       In the Republic of Ireland those who work with young people will be checked by the Garda vetting
        service through Cycling Ireland.
       Confirm identity of leader by checking formal identification
       Verify the references provided and keep these on file. (APPENDIX 12)
       Ensure that all volunteers are adequately managed and supported and any statutory guidelines
        should be adhered to
       Verify qualifications, experience and gaps in employment history

The decision to appoint a Provincial volunteer is the responsibility of the Cycling Ul ster Executive.

       After making a final decision about the applicant, the original information sent to the vetting
        authorities must be destroy ed immediately by shredding or burning. Organisations may, however,
        include a note on any personnel file stating that a check was carried out and that the person's
        conditional offer of appointment was confirmed/withdrawn as a result. (APP ENDIX 13)



Recruitment of Club Volunteers.
The responsibility of recruiting volunteers at club level is the responsibility of the Club Management
Committee. In doing so they must follow the general principles and guidelines in this document.

They must also be aware that it is their duty to ensure that all thos e volunteering for a “Regulated Position”
must be checked and sign a self declaration form. Cycling Ulster will manage this part of the recruiting
process as outlined later in this document.

       List tasks that the volunt eers need to perform and the skills needed for those tasks
       Provide a guide to roles and responsibilities
       Verify the references provided and keep these on file.
       Verify qualifications, experience and gaps in employment history
       Confirm identity of leader by checking formal identification
       Provide each applicant with an application form.
       Provide each applicant with a self-declaration form and an envelope marked private and confidential
       Forward these Confidential forms to the LSO of Cycling Ulster who will initiate the checks through
        the relevant authority.




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Information for Cycling Ulster Volunteers/Employees

For the purposes of your application for the position of Cycling Ulster Leader it is our policy to ask for a
check to be carried out. For those employees/ volunteers in Nort hern Ireland this will be administered by
AccessNI. from April 2008. For those in the Republic of Ireland it will be via the Garda Vetting Service. The
purpose of the check is to make sure that people are not appointed who might be a risk to vulnerable people.

The check will tell us whether you have a criminal record, or whether the social services hold any other
information about you which might have a bearing on your suitability. Any information which we receive will
be treated confidentially, and will be discussed with you before we make a final decision. After that decision
is made the information will be destroyed.

You must have told us if you have a case pending or if you have ever been convicted of a criminal offence,
or cautioned by the police, or bound over. You must include all offences,
even minor matters such as motoring offences, and „spent‟ conviction, that is, things which happened a long
time ago. If you leave anything out it may affect your application. The disclosure of a criminal record or
other information will not debar you from registration / appointment unless Cycling Ulster considers that the
conviction renders you unsuitable. In making this decision the Cycling Ulster will consider the nat ure of the
offence, how long ago it was committed and what age you were at the time and other factors which may be
relevant.

(See Cycling Ulster’s polic y on Ex-offenders)

Please note you are advised that under the provisions of the Rehabilitation of Offenders (Exceptions) Order
(N.I. ) 1979 as amended by the Rehabilitation of Offenders (Exceptions) (Amendment) Order (NI) 1987 you
should declare all convictions including „spent‟ convictions.




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Cycling Ulster’s Policy on the Recruitment of Ex-Offenders

Cycling Ulster undertakes to treat all applicants for pos itions fairly whet her these are paid or voluntary
positions. It undert akes not to discriminate unfairly against any subject of a disclosure on the basis of
conviction or other information revealed.

Cycling Ulster is c ommitted t o the fair treatment of its staff, potential staff, volunteers or users of its service,
regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental
disability or offending background.

We actively promote equality of opportunity for all with the right mix of talent, skills and potential and
welcome applications from a wide range of candidates, including those with criminal records. We select all
candidates for interview based on their skills, qualifications and experience.

A disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate
and relevant to the position concerned. It is foreseen that all those who wish to act as coaches will be
required to complete a disclosure form. For those positions where a disclosure is required, all application
forms, job adverts and rec ruitment briefs will contain a statement that a disclosure will be requested in the
event of the individual being offered the position.

Where a disclosure is to form part o f the recruitment process, we encourage all applicants called for
interview to provide details of their criminal record at an early stage in the application process. We request
that this information is sent under separate, confidential cover, to a designat ed person within Cycling Ulster
and we guarantee that this information will only be seen by those who need to see it as part of the
recruitment process.
Unless the nature of the position allows Cycling Ulster to ask questions about your entire criminal rec ord, we
only ask about 'unspent' convictions.

We ensure that all those in Cycling Ulster who are involved in the recruitment proc ess have been suitably
trained to identify and assess the relevance and circumstances of offences. We also ensure that they h ave
received appropriat e guidance and training in the relevant legislation relating to the employment of ex -
offenders e.g. the Rehabilitation of Offenders Act 1974.

At interview or when receiving a disclosure which shows a conviction, we will take into co nsideration :-
      Whether the conviction is relevant to the position being offered
      The seriousness of the offence revealed
      The length of time since the offence took place
      Whether there is evidence of a pattern of offending behaviour
      Whether the applicant‟s circumstances have altered since the offence took plac e.

 Failure to reveal information that is directly relevant to the position sought could lead to wit hdrawal of an
 offer of employment.
We make every applicant for a post in Cycling Ulster aware of this policy and provide a copy for any post
which requires a disclosure.

Having a criminal record will not nece ssarily bar you from working with us. This will depend on the
nature of the position and the circumstances and background of your offences.




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Information For Members Regarding Requests For Disclosures.
Existing Services

The disclosure services, which currently are provided free of charge by the Police Service of Northern Ireland
(PSNI) and the Department of Health, Social Services and Public Safety (DHS SPS), will come to an end
early in 2008.

These services are regulated by The Protection of Children and Vulnerable Adults (NI) Order (POCVA)
which became law in February 2003 and became operational (with the exception of Article 46) in April
2005.

POCVA aims to improve existing safeguards for children by preventing unsuitable people obt aining work, in
any capacity, whether paid or unpaid, with children. All organisations entrusted with the care of children need
to have robust recruitment and staff selection procedures and to provide appropriate training for all staff and
volunteers. POCVA complements the Safeguarding measures each organisation is required to have.

The final date for making a disclosure application to these services is 17 March 2008. Disclosure
applications received aft er this date will not be processed by either service.

Cycling Ulster will continue to use POCVA forms up until the beginning of March but has already completed
the AccessNI Registration Form and applied to act as an Umbrella Group for all affiliated cycling clubs in
Nort hern Ireland. Neither POCVA nor the new AccessNI system enables us to vet member clubs in the
Republic of Ireland. The LSO is currently liaising with Cycling Ireland in order to refer our ROI members to
the Garda Vetting System.

Since the POCVA system is shortly to be non-existent, this document will provide information on AccessNI.
However any club/member who wishes more information on the POCVA system can contact the LSO of
Cycling Ulster.

Acce ssNI Information

The establishment of AccessNI is part of the Government 's ongoing commitment to delivering ever more
effective safeguards for the vulnerable in our society. AccessNI will put Northern Ireland at the leading edge
of national systems and will ensure that Northern Ireland can play a full role in new and emerging systems of
protection, such as the Independent Safeguarding Authority.

ACCESS NI (ANI) is a new body set up in Northern Ireland to deal with requests for an individual‟s criminal
history. It is similar to the Criminal Record Bureau and Disclosure Scotland. It is being established by the
Nort hern Ireland Office as a res ult of the int roduction in Northern Ireland of Part V of the Police Act 1997 and
will replace the current system of pre -employment checking administered by the DHSSPS and the Police
Service of Northern Ireland.

AccessNI will deliver criminal history disclosure services under Part V of the Police Act 1997. AccessNI will
be self financing and will therefore make a service charge for eac h disclosure. Applications for qualifying
volunteers will be free.

The new legislation does not force us to re-apply for disclosures on staff/ volunteers who have already been
checked through POCVA. Equally, it does not prevent us carrying out retros pective checks. Cycling Ulster
will decide, on the basis of a rigorous risk assessment, whether a new disclosure is required for an existing
employee/ volunt eer.




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What AccessNI Means For Cycling Ulster and Its Affiliated Clubs
Cycling Ulster has applied to register as an umbrella group for all its affiliat ed clubs. We understand that the
vetting of volunteers would put an additional strain on our club officials, who are, themselves, volunteers. As
an Umbrella Group, Cycling Ulster will carry out the administration side of the proc ess and forward all
applications to AccessNI. The LSO will hold all returned information securely for a period of time until it can
be destroyed safely. This will reduce the burden on clubs. Cycling Ulster will collect the forms and return
them to ANI and make decisions on Volunt eers based on the res ults of these checks. The only thing that we
require clubs to do is take up the referee checks.

Each sea son clubs will be asked to return information on all persons involved in their club who
works with anyone under the age of 18 and those who manage these people.

The vast majority of people volunteer through their genuine desire to see children or their particular club
develop. Unfort unat ely we must face the reality that a minority of ot hers will join an organisation or club to
gain access to children and create an air of acceptability about their role, justifying their close contact with
children.
It is important for every organis ation working with children to employ/recruit s uitable personnel. This means
choosing people with the necessary skills, knowledge and experience, and ensuring those whose behaviour
could be a threat to the safety and well being of children are screened out. Children are the least able to
protect themselves from abuse or exploitation, and the least able to seek help if they are ill -treated.

Cycling Ulster wants to be satisfied that potential employees/ volunt eers do not have a criminal record for
violence, abuse or neglect of children before placing someone in a regulated position. Organisations which
do not carry out the appropriate checks may find themselves without any adequate defence against a charge
of „knowingly‟ employing someone who is disqualified from working with children.

It is also worth no ting that:-

       Anyone who is disqualified from working with c hildren will commit a criminal offence if t hey apply for,
        offer to do, accept or do any work either paid or unpaid in a regulated position.
       An individual who knowingly employs a disqualified individual to work in a regulated position, offers
        work to or procures work for a disqualified individual, or fails to remove a dis qualified pers on from a
        child care position will be guilty of a criminal offence.

Individuals found guilty of any of these offences are punishable by imprisonment or fines or both.


AccessNI Disclosures
There are three levels of Disclosure available through AccessNI, each representing a different level of check.
Basic, Standard and Enhanc ed.
Basic Disclosure application forms are completed by the applicant and sent directly to AccessNI. In certain
circumstances, an employer may send the completed application form to AccessNI.
However, Standard and Enhanc ed Disclosures are completed jointly by the Applicant and Cycling Ulster
before being sent to AccessNI. There is a service charge for disclosures relating to paid employees but none
in the case of volunteers.
Cycling Ulster will seek either Standard or Enhanced Disclosures. All regulated positions under the
Protection of Children and Vulnerable Adults (NI) Order 2003 will be subject to an Enhanced Di sclosure.
The decision on the type of disclosure will be based on the applicants‟ access to these groups. Enhanced
Disclosures can take some time due to the more comprehensive nature of the search.




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STANDARD DISCLOSURES
An employer seeking to employ a person in the occupations listed in the Exceptions Order to the
Rehabilitation of offenders (NI) Order 1978, is eligible for a Standard Disclosure.

          This level of disclosure will provide criminal record information including spent and unspent
          convictions and cautions. If the post involves work wit h vulnerable groups, it will als o provide UK
          Disqualification List information. It will not provide Police soft intelligence information.

ENHANCED DISCLOSURE

This level of disclosure will provide UK criminal record including spent convictions and UK Disqualification
List information:
     o Disqualification from Working with Children List (NI)
     o Disqualification from Working with Vulnerable Adult List (NI)
     o Protection of Children Act List (E/W)
     o Protection of Vulnerable Adult List (E/W)
     o Disqualification from Working with Children List (Scotland)
     o Unsuitable Pers ons List (UK)
     o Any further lists developed will also be checked.

          It will also provide UK Soft Intelligence.

The highest level of disclosure allowed, will always be requested by Cycling Ulster to ensure the greatest
protection for Children and Vulnerable Adults.

Checking cannot substitute for sound recruitment and selection procedures, including:

         A clear job description and person specification.
         Written application forms for all paid and voluntary employment.
         A written declaration by the candidate and disclosure of previous convictions, cautions and bind -over
          orders as well as any pending cases.
         At least two written references.
         Clear proof of identification
         Validation of qualifications.
         Investigations of gaps in employment history .



The Garda Vetting Service

Cycling Ireland has registered with the Garda Vetting Service and will begin the process of vetting all those
in “Regulated Positions” in 2008.

Management of the Garda Vetting Service

        Application forms are completed by individuals who give written permission for A n Garda S íochána to
         disclose their personal data to the registered authority.
        The application is validated by the aut horised signatory in Cycling Ireland and forwarded to the Garda
         Cent ral Vetting Unit.
        In line with Data Protection no details of disclosures or information submitted will be discussed over
         the phone.
        Disclosures will be made in writing to the authorised signatory
        A Dispute mechanism is in place to manage instances where individuals dispute the accuracies of t he
         disclosures
                            Cycling Ireland Garda Vetting Designated Officer
                            Declan Byrne,
                            62 Ard Aoibhin,
                            Clonmel, Co. Tipperary (To Be Changed)
                            declan@pdsil.com

As the vetting process takes time, the time element s hould be factored into the Recruitment and selection
process.

Cycling Ulster Code of Ethics                            32
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Barring and Vetting Scheme (This scheme is likely to be in place by early 2009)
The Safeguarding Vulnerable Groups Act provides the legal framework for the new Independent
Safeguarding Aut hority and scheme. This fact sheet explains the terms regulated and controlled activities as
used in the Act and to be implemented when the new Independent Safeguarding Authority is phased in from
autumn 2008.


Improvements under the new arrangements
When the new arrangements are phased in, they will replace and reform existing vetting and barring
practices through the following improvements:

       The integration of lists – The Protection of Children Act (POCA) list, Protection of Vulnerable
        Adults (POVA) list, List 99 and the Disqualification Order Regime will be replaced by the new
        scheme. There will be a single list of those barred from working with children and a separate, but
        aligned, list of those barred from working with vulnerable adults.

       Pre-employment vetting - The scheme will ensure that those who are known to pres ent a risk of
        harm to children and/or vulnerable adults are prevented from entering the relevant workforce in the
        first place.

       Independent and consi stent deci sion making - A new Independent Safeguarding Authority will be
        set up to take all discretionary decisions on who should be placed on the barred lists both prior to an
        individual‟s employment and, if necessary, following a referral into the scheme.

       The introduction of continuous monitoring - When relevant new information becomes known
        about an individual who is already in the workforce and being monitored by the scheme, the
        Independent Safeguarding Authority will, if nec essary, review the original decision not to bar. Where
        they have registered, the employer will be notified if a person‟s status in the scheme has changed.

       Workforce coverage – The scope of the new scheme will be wider than the current arrangements.
        For example, in relation to vulnerable adults this is a significant step forward from the existing
        POCVA scheme, which applies in regulat ed social care settings only.

       A reduction in bureaucracy - Once people have joined the new scheme, subsequent employ ers
        will be able to check their status in the scheme on-line, free of charge.

       Wide range of source s of information - As with the current arrangements, certain employers,
        keepers of professional registers and inspection authorities will be under a duty to refer relevant
        information about individuals to the Independent Safeguarding Authority. Under the new scheme,
        other employ ers and servic e providers will als o have the opportunity to refer information.

The Independent Safeguarding Authority will:
          • Decide who to place on the barred lists and maintain the barred lists
          • Consider repre sentations
          • Comprise a balance of different expertise

Visit the following for more information.
www.everychildmatters.gov.uk/independentsafeguardingauthority/




Cycling Ulster Code of Ethics                         33
Version 1 : 7 – Sept ember 2009
Cycling Ulster Policy Statement On Disclosures
General Principles
As an organisation using Access Northern Ireland to help assess the suitability of applic ants for positions of
trust, Cycling Ulster complies fully with ANI‟s Code of Practice regarding the correct handling, use, storage
retention and dispos al of Disclosure Applications and Disclosure information. We also complies fully with its
obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling,
storage, retention and disposal of Disclosure information.
Storage and Access
Disclosure information is be kept securely, in lockable, non -portable, storage containers wit h access strictly
controlled and limited to those who are entitled to see it as part of their duties.
Handling
In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who
are authorised to receive it in the course of their duties. We maintain a record of all those to whom
Disclosures or Disclosure information has been revealed and it is a criminal offenc e to pass this information
to anyone who is not entitled to rec eive it.
Usage
Disclosure information is only used for the specific purpose for which it was requested and for which the
applicant‟s full consent has been given.
Retention
Once a recruitment (or other relevant e.g. regulat ory or for licensing purposes) decision has been taken, we
do not keep Disclosure information for any longer than is necessary. Information will not be retained but
destroyed once a decision, recruitment or otherwise has been made.
Di sposal
Once the retention period has elapsed, we will ens ure that any Disclosure information is immediately
destroyed by secure means i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure
information will not be kept in any unsecured receptacle (e.g. waste-bin or confidential sack). We will not
keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a
Disclosure or any other relevant non -conviction information supplied by polic e but not included on the
Disclosure. However, despite the above, we may keep a record of the date of issue of a Disclosure, the
name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested,
the Access NI unique reference number of the Disclosure Certific ate and the details of the recruitment
decision taken.

For those who want to learn more about AccessNI the contact details are listed below.
Website                 www.accessni.gov. uk
Email                   accessni@ani.x.gsi.gov. uk
Phone                   02890 259100
Address                 AccessNI
                        Brooklyn
                        65 Knock Road
                        Belfast
                        BT5 6LE.




Cycling Ulster Code of Ethics                          34
Version 1 : 7 – Sept ember 2009
For Whom Should Clubs Reque st Checks?

Each club should review its own club structure and decide on who should be checked. Every person who
works with, manages or recruits those who work with any person under the age of 18 or vulnerable adults
should be checked. Checks should be carried out for both paid and unpaid/ volunteer positions. It is not
necessary for everyone in the club to be checked. Cycling Ulster suggests that the following people must be
checked:

       Youth/Junior Coaches/Assistant Coaches/Helpers (compulsory)
       All members of Yout h/Junior Committee (compulsory )
       Hon. Secretary of Club Committee (advised)
       Chairperson of Club Committee (advis ed)
       Club Chairperson (advis ed)
       Children‟s Officer (c ompuls ory)
       Any person who works in any way with persons Under 18 years of age. (compulsory)
       Any person to whom the rec ruitment or management of staff/ volunteers may be delegated.
        (compuls ory)
       Commissaires (Referees) (compulsory)

Employees within Cycling Ulster must also be asked to complete the AccessNI Application Form.

    The Procedure For Requesting a Check
       All applicants for posts which require a check must be informed at t he time o f initial application that,
        if successful, their appointment will be subject to a Protection of Children (NI) S ervice
        check/AccessNI check.

The actual request for a check should be t he final step in the selection process and should only be us ed for
preferred applicants and following a conditional offer of appointment. It must not be used to shortlist
applicants.
Checks can be requested by completing the attached application forms. All information must be completed.
Applications which are made in any other form or are incomplete will be returned.
Under the Rehabilitation of Offenders (Exceptions) Order (Northern Ireland) 1979 convictions which would
normally be regarded as „spent‟ must be disclosed by a pers on who is applying for a post involving work with
children, and an employer is entitled to take spent convictions into account when deciding whether or not to
appoint someone to such a post.
Organisations should ens ure sufficient time within the selection procedure for the check to be completed,
bearing in mind that a complet e check consists of checks against criminal records, the DWC (NI) List and the
DE List and can take up to 4 - 6 weeks to complete.
The result of a check cannot be given by telephone or fax; and the advice from the DHSSPS is that an
individual should not be appointed to a regulat ed position until the result of a check is known.
*Cycling Ulster realise the pressures this may place on clubs who need volunteers in position to function. We
can only advise that if someone does begin work ing for the club pending a reply from AccessNI Service that
they are supervised and not in sole res ponsibility of children.

Processing of checks
Checks will be processed as quickly as possible. However, where an applicant has a previous address
outside Northern Ireland and within the British Isles, Jersey, Guernsey or the Isle of Man this requires a
check with another police force and will take longer.

The results of the checks
 Cycling Ulster is restricted by law regarding the disclosure of information obt ained via the AccessNI checks.
As a result clubs will only be told either:

       No information has been returned on an applicant.
       Information has been returned on an applicant. In the case of a problem being highlighted Cycling
        Ulster will make contact directly with the individual and investigat e the situation furt her.

Di sclosure of Information
      In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to
        those who are aut horised to receive it in t he course of their duties. We maintain a record of all those
        to whom Disclosures or Disclosure information has been revealed and it is a criminal offence to pass
        this information to anyone who is not entitled to receive it.

Cycling Ulster Code of Ethics                          35
Version 1 : 7 – Sept ember 2009
       Disclosure information is available only to those in Cycling Ulster who need to have access to it in
        the course of their duties;
       Cycling Ulster will not retain Disclosures or a record of Disclosure information for longer than is
        required for the particular purpose. This will be no longer than six months after the date on which
        recruitment or ot her relevant decisions have been taken; or after the date on which any dispute
        about the accuracy of the Disclosure information has been resolved.
       All sensitive and personal Disclosure information is stored when not in use in a locked and non
        portable cont ainer in a secure environment;
       Cycling Ulster co-operates with AccessNI to undertake assurance checks as to the proper use and
        safekeeping of Disclosure information
       Any suspected malpractice in relation to this policy or any suspected offence concerning the
        handling or storage of Disclosure information is treated seriously and will be reported to AccessNI

The value of the check depends on the accuracy of the information provided. All forms must be completed in
full. Where any identity details are omitted the form will be returned unchecked. V erification of the subject‟s
identity is mandatory: At least 2 document s must be produced one of which must be a photo ID.
                An original birth certificate or marriage certificate (where appropriate)
                A photo identity document such as a passport or driving licence.
                A recent utility bill/bank statement or similar document confirming the person‟s identity.

A full list required for AccessNI is available on their website www.accessni.gov.uk




Cycling Ulster Code of Ethics                         36
Version 1 : 7 – Sept ember 2009
Process In Club Recruitment - Check List




                                  Action                       Responsibility

   Ensure all persons in Regulated Positions complete         Club Management
   permission for AccessNI check and application form            Committee
   and forward to Cycling Ulster.
   Club to contact identified referees                        Club Management
                                                                 Committee

   Send applications to AccessNI for checking              Lead Officer/s in Cycling
(For those working in the Republic of Ireland, Garda                 Ulster
Vetting Forms will be returned to designated officer)       Patrick McAleavey and
                                                                 Marian Lamb
   Carry out any investigation that may be required as a         Cycling Ulster
   result of a positive check being returned

   Statement of decision to club                                Cycling Ulster


   Determine suitability of candidates for position           Club Management
                                                                 Committee

   Appoint suitable candidate to club regulated position      Club Management
                                                                 Committee




Cycling Ulster Code of Ethics                37
Version 1 : 7 – Sept ember 2009
APPENDIX 1




                                       Kelly Roche House
                               619 North Circular Road, Dublin 1
                            (Ph) 353 1 8551522/ (Fax) 353 1 8551771




      2008 CONSENT FORM – CYCLING IRELAND
  Consent & Agreement of Parent or Guardian (only applicable when applicant is under the
                                      age of 18)

I hereby give consent to my son, daughter or person for whom I have a legal responsibility taking
part in cycling events under the rules of Cycling Ireland or any other National Federation affiliated
to the UCI. I understand that such events may be run on open roads.
I agree that no liability in respect of injury, loss or damage whatsoever shall attach to the promoter,
promoting club, sponsor, race official, Provincial Federation or National Federation approving the
event.


Signature of Applicant___________________________________ Date:__/___/___

Signature of Parent / Guardian_____________________________ Date: __/___/___

Name of Applicant ________________ Licence Applied For:__________________

Club Authorisation:
I acknowledge that the above applicant is a member of this Cycling Ireland affiliated Club.

Name of Club:_________________ Signature of Club Official_________________


Delete as appropriate:      Secretary     Treasurer     Chairperson        Date: __/___/___



                     Return to Cycling Ireland, 619 North Circular Rd, Dublin 1




Cycling Ulster Code of Ethics                     38
Version 1 : 7 – Sept ember 2009
APPENDIX 2

Parents/Carers Code of Conduct:

   1. I will read and respect the rules and procedures set down in the Cycling Ulster
      Code of Ethics and Good Practice for Young People.

   2. I will respect my child‟s team mates, leaders, other parents, as well as cyclists,
      parents and coaches from opposing teams. I will encourage my child to treat other
      participants, coaches, selectors, and managers with respect.

   3. I will give encouragement and applaud only positive accomplishments whether from
      my child, his/her team mates, their opponents or the officials.

   4. I will respect my child‟s leader(s) and support his/her efforts

   5. I will respect the officials and their authority during sessions and events.

   6. I will never demonstrate threatening or abusive behaviour or use foul language.

   7. I will inform the club/coach of any relevant medical condition

Name:                              ___________________________

Relationship to the child(ren)     ___________________________

Name of Child(ren)                 ___________________________

                                   ___________________________

                                   ___________________________


Signature                          ___________________________


Contact Telephone No               ____________________________


Email                              ____________________________


Date                               ____________________________


Any Relevant Information




Cycling Ulster Code of Ethics                39
Version 1 : 7 – Sept ember 2009
APPENDIX 3a

Checklist for Away Trips (Safeguarding In Sport)

   Communication with parents

      Pick up times                            Supervision and staffing
      Destination and venues
      Competition details                         Ratio of staff to athletes
      Kit                                         Male/female
      Other requirements                          Specialist carers
                                                   Responsibilities
   Transport
                                                Emergency procedures
      Journey times and stopping points
      Supervision                                 First aid
      Suitability, accessibility                  Specific medical details
      Drivers checked                             Reporting procedures
      Insuranc e                                  Home contact details
      Seat belts                                  Athlete information

                                                Insurance

                                                   Liability
                                                   Adequate cover




Cycling Ulster Code of Ethics              40
Version 1 : 7 – Sept ember 2009
APPENDIX 3b
                                                         (Safeguarding In Sport)
Checklist for Residentials                               Emergency procedures

                                                            First aid
Purpose of the trip
                                                            Specific medical details, allergies
      Competition, training, social, combination           Reporting procedures
                                                            Home contact details
   Planning
                                                         Insurance
      When
      Where                                                Liability
      Who                                                  Accident
      Risk assessment of the activity
                                                         Costs
   Communication with parents
                                                            For travel
      Pick up times                                        Payment schedule – deposit, staged
                                                             payment
      Destination and venue
                                                            Extra meals, refreshments
      Competition details
                                                            Spending money
      Kit and equipment list
                                                            Security
      Emergency proc edures, home contact
      Cons ent form
                                                         Arrival
      Code of conduct
                                                            Check rooms, meal times, phones,
   Accommodation                                             valuables
                                                            Check sporting venue
      What type
                                                            Collect in money, valuables
      Catering special diets, allergies
                                                            Information on medications
      Suitability for group, accessibility
                                                            Arrange group meetings
      Room lists
                                                            Confirm procedures wit h staff
                                                            Rules, curfews
   Transport

      Journey times and stopping points
      Supervision
      Suitability and accessibility
      Drivers checked
      Insuranc e

   Supervision and staffing

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




Cycling Ulster Code of Ethics                       41
Version 1 : 7 – Sept ember 2009
APPENDIX 4a
                       Cycling Ulster Parental/Guardians Consent Form
Anything written on this form w ill be held in confidence. Information is only divulged to others
on a need to know basis. Our coaches and leaders need to know these details in order to meet
the specific needs of your child.

I give permission for my child to attend for training/competitive sessions/residential camps.
Child’s Full Name:

Address

Home Tel No.

Age

Date of Birth

Gender:                                 Male                    Female

Name of friend atte nding

Emergency Te l No                 1.
                                  2.

If unavailable contact            Name _________________________________
                                  Te l___________________________________
                                  Re lationship to child_____________________

GP/ Doctor’s Name

GP / Doctor’s Tel No

Details of any known
special dietary
requirement / alle rgies /
medical conditions

Is your c hild on any             Yes          If Yes provide details
medication for asthma?
                                  No

Any other special needs,
requirements, directions,
that would be helpful for
the coaches to know.

Please complete the               My Child may walk/cycle home
information regarding
collection of your child
following training or             My child will be collected
competitive events.

Transport Usage                   I give/do not give permission for my child to be driven home
                                  when they are taken to competitive events.I understand that
                                  (the club) has adopted Cycling Ulster’s transport policy which
                                  follows good practice.



Cycling Ulster Code of Ethics                        42
Version 1 : 7 – Sept ember 2009
APPENDIX 4b


I will inform the coaches of any important changes to my child’s health, medication or needs
and also of any changes to our address or phone numbers given.

It may be essential at some time for the Club Coach or Team Manager accompanying your
son/daughter to have the necessary authority to obtain any urgent treat ment which may be
required w hilst at Club representative competition or training. Would you therefore complete
the details on this form and sign below to give your consent.




I, ________________________________________ ___________________________ being

parent/guardian of ______________________________________ hereby give permission for
the Coach/Youth Leader/Team Manager to give the immediately necessary authority on my
behalf for any medical or surgical treatment recommended by competent medical authorities,
where it would be contrary to my son/daughter's interest, in the doctor's medical opinion, for
any delay to be incurred by seeking my personal consent. In all instances I understand that
the club will do all it can to contact me as soon as possible.

I have been made aware that (Name of C lub) has a Sa fegua rding Policy which is in
line with that of Cycling Ulster’s policy for the Safeguarding of Young people and that
they are committed to ensuring the sa fety of my chil d.


I confirm that all details are correct to the best of my knowledge and I am able to give
parental consent for my child to participate in & travel to all activities.



Signature of Child ______________________________________________

Club                   _________________________________________

Licence Number         _________________________________________

Signature of Parent/Guardian       _______________________________

Print Name     ______________________________________________

Date           ______________________________________________


Please return this form to the re levant Coach or Mana ger or to the Club Secreta ry at
Re gistration.




Cycling Ulster Code of Ethics                43
Version 1 : 7 – Sept ember 2009
APPENDIX 5

Residentials and Away Trips

Youth/Junior Member Contract




I understand that I have a commitment to my family, club and coaches and agree to abide
by the rules set down by the Camp Leader. I understand that I have a commitment to
Cycling Ulster, the management and coaches and my fellow team members to behave in a
manner which is in keeping with the rues of safety, fair play, equality and sporting
behaviour.

I also understand that the management and coaches have a commitment to me as set out
in the Cycling Ulster Code of Ethics For Young People and in the Manager/Leader
Handbook.

Cycling Ulster is committed to equality and any breach of the Equity Policy in terms of
unfair treatment, racial or religious abuse, or any form of discrimination will be treated
seriously. Any such breaches should be reported in the first instance to the
manager/coach (if possible) or to the Safeguarding Officer or Secretary of Cycling Ulster.


I agree to abide by the code set out by the leaders of this camp


Print Name                        _____________________________________


Signature                         ______________________________________


Club                              _______________________________________


Date                              _______________________________________


Contact Telephone                 _______________________________________


Email                             _______________________________________


Witness                           _______________________________________

       Cycling Ulster is a Provincial Executive of The Irish Cycling Federation trading as Cycling Ireland.
                                An Irish registered company limited by guarant ee.
                 Directors: M Concannon, J Watson, R Wyley, M Colbert, E Keogh, S Herlihy
                                     Company Registration Number – 134567
                                  Company Office :Kelly Roche House, Dublin



APPENDIX 6
Cycling Ulster Code of Ethics                          44
Version 1 : 7 – Sept ember 2009
     Date: …………………  Event Name:
     …………………..………………………………
     I understand and agree that I participate in this event entirely at my own risk, that I must rely on my
     own ability in dealing with all hazards and that I must ride in a manner which is safe for myself and
     all others. I am aware that when riding on a public highway the function of the marshals is only to
     indicate direction and that I must decide whether the movement is safe. I agree that no liability
     what so ever shall attach to the Promoter, Promoting Club, Race Sponsor, Cycling Ireland, any
     Sub-Committee of Cycling Ireland, any Race Official or any Member of the Promoting Club in
     respect of injury, loss or damage suffered by me in or by reason of the event, however caused.

No.     Name                              Signature                    Team/Club       Category Licence
                                                                                                Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25




     Cycling Ulster Code of Ethics                     45
     Version 1 : 7 – Sept ember 2009
APPENDIX 7

Significant Incident Form And / Or Safeguarding Referral Form

This form must be completed as soon as possible after receiving information that causes concern about the
welfare or protection of a child. The form must be passed to the LSO of Cycling Ulster as soon as possible
after completion; do not delay by attempting to obtain information to complete all sections.

Complete Part A of this form if the concerns relate to the general welfare of a child.

Complete Parts A and B if the concerns relate to possible child abuse.

    1.   CHILD’S DETAILS

Child‟s Name:                _____________________________________________________
Date of Birth:               _____________________________________________________
Address:                     _____________________________________________________
                             _____________________________________________________
Telephone Contact:           _____________________________________________________


    2.   DETAILS OF P ERS ON RECORDING CONCERNS

Name:                         ____________________________________ _________________
Position/Role:                _____________________________________________________
Club:                         _____________________________________________________
Address:                      _____________________________________________________
                              _____________________________________________________
Telephone Contact:            _____________________________________________________


    3.   DETAILS OF INCIDENT GIVING RISE TO CONCERNS
         (Rec ord details including date, time, location, nature of concerns)




    4.   DETAILS OF ANY WITNESS ES
         (Rec ord names, addresses and telephone contacts)




    5.   DETAILS OF INJURI ES
         (Rec ord all injuries sustained, location of injury and action taken)




PART B           where there are concerns about possible child abuse

    6.   DETAILS OF P ERS ON ABOUT WHOM THERE IS A CONCERN

Cycling Ulster Code of Ethics                            46
Version 1 : 7 – Sept ember 2009
Name:                       __________________________________________________
Relationship to Child:      __________________________________________________
Address:                    __________________________________________________
                            __________________________________________________
Telephone Contact:          __________________________________________________


    7.   DETAILS OF CONCERNS
         (Continue on a separate sheet if necessary)




    8.   DETAILS OF ANY ACTION TAKEN




    9.   DETAILS OF AGENCI ES CONTACTED
         (Rec ord date, time, name of person contacted and advice received)




    10. Have the child’s parents been informed?             YES / NO (delete as appropriate)
        If yes, record details:




    11. Child’s views on situation (if expressed – on no account should you attempt to que stion the
        child directly by a sking leading questions about the incident. Do not use Who, why, where
        etc)




Signed: _____________________________                       Date: _______________________________
Print Name: _________________________                       Posi tion: ____________________________




Cycling Ulster Code of Ethics                          47
Version 1 : 7 – Sept ember 2009
   ACCIDENT/MEDICAL EMERGENCY REPORT FORM
              FOR YOUTH CYCLISTs
You are being asked to fill out this form because we are committed to the safety and well -being of
   our young riders and the adults who work with them. Please give all known information.

Date and time of accident:____________________________________

Name of young person:             ______________________________Age:________________

Address/phone of young person: ___________________________________
                               ___________________________________
                               ___________________________________

Location of accident:                  ___________________________________

Parent/Guardian:                       ___________________________________

Parent/Guardian notified ~ date, time, by whom:_____________________________________

Names of persons who witnessed accident:
     Name:        ________________________                 Phone: _______________________

       Name:            ________________________           Phone: _______________________

       Name:            ________________________           Phone: _______________________

Describe accident:




If medical care was received, briefly describe what and by whom administered:




Signature of Person Making Report            ________________________________

Date ________________________

Cycling Ulster Code of Ethics                   48
Version 1 : 7 – Sept ember 2009
APPENDIX 8a

Coach Registration Form
Please complete & return this form along with your Self Declaration Forms

Name : ………………………………………… Licence No.: ……………… Nat. Ins. No. : ……………….…….………

Club : …………………………………………………….. Contact Details .............................................................................

1         Please tick the level at which you are willing to volunteer

 Club only           Provincial       National           International              Individual __________________
                                                                                                        specify)
2         Please provide details of any cycling coaching qualifications you hold :


          tick                                                               Date (dd/mm/yy)             Awarding Body

                    Foundation Coach

                    Level 1 Coach

                    Level 3 Coach
3         Please indicate your current coaching activity :

                Club                           Please specifiy   ………………………………………………………………………………..….

                School                         Please specifiy   ………………………………………………………………………………..….

                Local Authority                Please specifiy   ………………………………………………………………………………..….

                Individuals                    Please specifiy   ………………………………………………………………………………..….

           Other Sport NGB Scheme            Please specifiy ………………………………………………………………….
4         Please indicate your coaching interests : (You may tick all those in which you are interested)

         Track                 Cyclo-Cross                 MTB XC             Time Trial            Road              Track
        BMX                    MTB DH           Disability Cycling          Young People (Youth/Junior)
5         Do you currently receive payment for coaching?             Yes      No

6         If „ Yes‟, is your paid coaching work. ?                             Full time               Part time

7         Are you available for further coaching work ?                        Daytime                 Evening           Weekend

8         Do you hold a current First Aid Certificate ?              Yes                No
          (Please note: it is your responsibility to maintain a current First Aid Certificate)

9         What is your current occupation? ………………………………………………………………………….

10        Have you sent a completed „Self Declaration Form‟ ?  Yes            No

11     Please supply the names and addresses of two referees whom Cycling Ulster can contact regarding your suitability to work with
       children or vulnerable adults (these must not be a partner or a relation).
1. Full Name                                                          2. Full Name

Address                                                               Address



Telephone Number                                                      Telephone Number

Position held                                                         Position held

How long have you been known to the referee?                          How long have you been known to the referee?


I hereby consent to abide by the Cycling Ulster Code of conduct and I will work only within the constraints of my role and qualifications.

Signed : ………………………………………………….……………. Date : ……………..……………...……………
Cycling Ulster Code of Ethics                                           49
Version 1 : 7 – Sept ember 2009
                                       APPENDIX 8b



                                     www.cyclingulster.com


                   Chairperson: Tommy Lamb,16 Camlin Park, Crumlin, Co.Ant rim, BT29 4HE
                  Secretary/LSO: Marian Lamb 16 Camlin Park, Crumlin, Co.Ant rim, BT29 4HE
               Treas urer: Oliver Hunter, 108 Moneymore Road, Cookstown, Co. Tyrone B T80 9UU



                                         Coach Contract
I, ________________________have read the Cycling Ulster Code of Ethics and Safeguarding
Policy and agree to abide by the rules therein in my dealings with young people. I understand
that it is my duty to ensure that their participation in the sport of cycling is an enjoyable and
positive experience. I understand that I have a commitment to Cycling Ulster and to my club in
ensuring that I uphold the good name of Cycling Ulster in my capacity a coach. I also
understand that if I am in the position of responsibility for collating receipts for events that I will
follow the guidelines provided and forward all relevant material to the Cycling Ulster SNI Liaison
Officer within one week of the event taking place.




Name
(Print)

Signature


Position


Club


Date


Phone


Mobile


Email


Witness

.




Cycling Ulster Code of Ethics                       50
Version 1 : 7 – Sept ember 2009
APPENDIX 8c
                                 Volunteer Registration Form
 Please complete & return this form al ong with your Self Declarati on Forms


 Name : …………………………………………..…… Licence No.: ……………… Nat. Ins. No. : ……………….…….………

 Club : …………………………………………………… Telephone : ……………………………………….

 Email : ……………………………………………………………

 1          Position for which you are applying (Please tick all those in which you would be interested)

  Youth Leader                  Manager                      Mechanic                     Helper             Residential helper

  Coach               Driver  Club Committee                          Provincial Commission                  Provincial Executive

 2          Please tick the level at which you are willing to volunteer

  Club only                     Provincial                   National           International                Other _________

 3          Please provide details of any cycling coaching qualifications you hol d :

            tick                                                         Date (dd/mm/yy)              Awarding Body

                     Foundation Coach

                     Level 1 Coach

                     Level 3 Coach


 4          Please list any skills which would be beneficial for the position e.g. IT competency, bike maintenance:

            …………………………………………………………………………………………………………………………


 5          Do you hold a current First Aid Certificate?                 Yes                          No

 6          What is your current occupation?                  ……………………………………………………………………………….

 7          Have you sent a completed „Self Declaration Form‟ ?  Yes  No

 8        Please supply the names and addresses of two referees whom Cycling Ulster can contact regarding your suitability to work
          with children or vulnerable adults (these must not be a partner or a relation).


     1. Full Name                                                      2. Full Name

     Address                                                           Address



     Telephone Number                                                  Telephone Number

     Position held                                                     Position held

     How long have you been known to the referee?                      How long have you been known to the referee?



 I hereby consent to abide by the Cycling Ulster Code of Ethics and I will work only within the constraints of my role and
 qualifications.

 Signed : ………………………………………………….……………. Date : ……………..……………...……………




 Cycling Ulster Code of Ethics                                         51
 Version 1 : 7 – Sept ember 2009
                                  APPENDIX 8d

                                     www.cyclingulster.com

                   Chairperson: Tommy Lamb,16 Camlin Park, Crumlin, Co.Ant rim, BT29 4HE
                  Secretary/LSO: Marian Lamb 16 Camlin Park, Crumlin, Co.Ant rim, BT29 4HE
               Treas urer: Oliver Hunter, 108 Moneymore Road, Cookstown, Co. Tyrone B T80 9UU



                                      Volunteer Contract
I, ________________________have read the Cycling Ulster Code of Ethics and Safeguarding
Policy and agree to abide by the rules therein in my dealings with young people. I understand
that I have a commitment to Cycling Ulster and to my club in ensuring that I uphold the good
name of Cycling Ulster in my capacity a volunteer. I also understand that if I am in the position
of responsibility for collating receipts for events that I will follow the guidelines provided and
forward all relevant material to the Cycling Ulster SNI Liaison Officer within one week of the
event taking place.




Name
(Print)

Signature


Position


Club


Date


Phone


Mobile


Email


Witness




Cycling Ulster Code of Ethics                       52
Version 1 : 7 – Sept ember 2009
APPENDIX 9a                                              Self Declaration Form
                                      To be completed by :
        Coache s and Other Official s & members who are in direct contact with children or vulnerable adults
                                                 (Northern Ireland)
Full Name : …………………………………………..…… Licence No.:                                           ………………                     Nat. Ins. No. : ……………….…….……

    Any prev ious names/initials by which y ou hav e been known                  Prev ious Address 1


    Date of Birth


    Telep hone Contact Number                                                    Prev ious Address 2




    Present Address                                                              Prev ious Address 3 (Continue other addresses on next page)




1          Have you been convicted of any offence or had a conviction or bind -over order, or is a prosecution pending related to
           children, any offence under the Sexual Offences Act, any offence involving violence of any nature or drug related offences ?
             (Note: You are advised that under the provisions of the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 as amended by
           the Rehabilitation Of Offenders Act 1974 (Exceptions) (Amendment) Order 1986 a person should declare ALL convictions including
           ‘spent’ convictions where working with children. Please include any driving/traffic related offences or convictions.

                                                         Yes                                  No 

2          Are you a person known to ANY social services department as being an actual or potential risk to children / vulnerable adults /
           other people ?
                                                         Yes                                  No   (

3          Have you ever had a sanction imposed against you or been disciplined in any way for any
           matter relating to child abuse, sexual offences, violence or use of drugs ?
                                       Yes (                    No (

4          Please supply the names and addresses of two referees whom Cycling Ulster can contact
           regarding your suitability to work with children or vulnerable adults (these must not be a
           partner or a relation).

    1. Full Name                                                                   2. Full Name
    Address                                                                        Address


    Telephone Number                                                               Telephone Number
    Position held                                                                  Position held
    How long have you been known to the                                            How long have you been known to the
    referee?                                                                       referee?
5             Please list the last 3 clubs (where applicable) with whom you have had an association:

Club Name                                                                   Date – From / To                       Sport
1.
2.
3.

6             CONSENT - PLEASE READ CAREFULLY
I hereby consent to Cycling Ulster undertaking crimi nal record and/or social services and other relevant third party checks in connection with the Self Declaration and
in line with Cycling Ulster Safeguarding Policy’ (available on request). I hereby fully inde mnify Cycling Ulster in relation to any claims or expenses that may arise as
a result of such checks. I understand that the information contained on this for m, the results of police and social service checks and infor mation supplied by third
parties, will be recorded by Cycling Ulster. I understand that I must infor m Cycling Ulster immed iately of any matter relating to the questions above, during the term
of my me mb ership. I understand that action may be taken in relation to my me mbership and un der Cycling Ulster rules in relat ion to the provision of incomplete,
false informatio n or where the infor mation provided leads Cycling Ulster to believe that action should be taken for reasons relating to Safeguarding. I understand

that I have a right of access to information hel d on me and other rights under the Data Protection Act 1984   .
Cycling Ulster Code of Ethics                                                     53
Version 1 : 7 – Sept ember 2009
                                                                               Important
 If you have answered ‘ YES’ to any of the above questions please supply full details on attached sheet, marked ‘ Private & Conf idential’. Please seal this form in the envelope
          marked ‘Pri vate & Conf idential’ supplied. The f orm will be returned to Cycling Ulster’s Saf eguarding Of ficer who will initiate the necessary checks.


Signed : ………………………………………………………………….……………….………… Date : ……………..……………...……………




Cycling Ulster Code of Ethics                                                         54
Version 1 : 7 – Sept ember 2009
APPENDIX 9b




           Self Declaration Form- Additional Information
                                                     To be co mpleted by :
           Coaches and Other Officials & members who are in direct contact with children or vulnerable adults


Name : …………………………………………..…… Licence No.:                           ………………          Nat. Ins. No. :
……………….…….………

An y other addresses not listed on Page 1




Please detail information on any offence, spent or unspent convictions, bind-over order, prosecution pending related to
children, any offence under the Sexual Offences Act, any offence involving violence of any nature or drug related
offences or any driving/traffic related offences.




Cycling Ulster Code of Ethics                               55
Version 1 : 7 – Sept ember 2009
APPENDIX 10

Leaders Agreement

 I will :-

      Be positive during session, praise and encourage effort as well as results
      Plan and prepare appropriately
      Put the welfare of the young person first and strike a balance between this and
       winning or achieving results
      Encourage fair play and treat participants equally
      Recognise developmental needs
      Be qualified and up-to-date with knowledge and skill of sport for young people
      Involve parents where possible and Inform parents when problems arise
      Keep a record of attendance at training
      Keep a brief record of injury(s) and action taken
      Keep a brief record of problem/action/outcomes, if behavioural problems arise

I have read and understood Cycling Ulster‟s Code of Ethics and Good Practice for Young
People and the Safeguarding Policy.

I understand the actions which should be avoided and those which are never sanctioned.

I understand any misdemeanours or breach of this code will be dealt with immediately and
reported to the designated person. Persistent breach of the code will result in dismissal
from Cycling Ulster.

Dismissals can be appealed by the coach / volunteer with final decisions taken by the
Cycling Ulster Executive.

I have read and agree to abide by the rules outlined in Cycling Ulster‟s Code of Ethics and
Good Practice for Young People and the Safeguarding Policy.

I have completed a self-declaration form and understand that Cycling Ulster will forward
these to the relevant authority to be checked.

Name                   _________________________

Position               _________________________

Club                   _________________________

Licence No.            _________________________

Telephone              __________________________

Mobile                 __________________________

Email                  __________________________

Signature              _________________________

Date                   _________________________


Cycling Ulster Code of Ethics                 56
Version 1 : 7 – Sept ember 2009
APPENDIX 11a Garda Vetting Form




APPENDIX 11b Garda Vetting Form

Cycling Ulster Code of Ethics     57
Version 1 : 7 – Sept ember 2009
Cycling Ulster Code of Ethics     58
Version 1 : 7 – Sept ember 2009
APPENDIX 12


                                   www.cyclingulster.com


              Safeguarding Officer: Marian Lamb 16 Camlin Park, Crumlin, Co.Ant rim, BT29 4HE

REQUEST FOR A REFERENCE



The following person:     _____________________________________

has expressed an int erest in working for Cycling Ul ster.

The position for which s/he has applied will involve significant contact with young people and/or vulnerable
adults. As an organisation committed to the welfare and prot ection of children, we are anxious to know if you
have any reason at all to be concerned about this applicant being in contact with children and young people.

YES                     If you have ans wered YES we will contact you in confidence.

NO

If you are happy to complete this reference, any information will be treated with due confidentiality and in
accordance with relevant legislation and guidance. Information will only be shared with the person
conducting the assessment of the candidate‟s suitability for the post, if he/she is offered the position in
question. We would appreciate you being extremely candid, open and honest in your evaluation of this
person.

1.        How long have you known this person? ______________________


2.        In what capacity? _____________________________________________


3.        What attributes does this person have that would make them suited to this work?




Please rate this person on the following – please tick one box for each statement:

                                 Poor           A verage          Good             V Good          Excellent
Responsibility
Maturity
Self-motivation
Can motivat e others
Energy
Trustworthiness
Reliability


Signed:           ___________________________________              Date: _________________

Print Name:       __________________________                       Position:__________________________

Organisation: ________________________________________




Cycling Ulster Code of Ethics                          59
Version 1 : 7 – Sept ember 2009
APPENDIX 13




                       FOR CYCLING ULSTER USE ONLY:


Date application received:        _________________________

Position Applied For:             _______________________________________________

Interviewed by:                   1. ______________________________________________

                                  2. ______________________________________________

Date of interview:     _________________________

References received and are satisfactory            Yes              No

Comments: ___________________________________________________

Disclosure check completed & returned (if appropriate)         Yes            No

Proof of applicants identification received         Yes        No

Identification type_________________________

Recommendation                    Approved                     Not approved
                                  Reasons                      Reasons

SIGNED _________________________________                  DATE _________________




SIGNED _________________________________                  DATE _________________




Cycling Ulster Code of Ethics                  60
Version 1 : 7 – Sept ember 2009
APPENDIX 14

CLUB COMPLAINTS & DISCIPLINARY POLI CIES & P ROCEDURES

Complaints Policy
There may be an issue that arises which does not constitute action wit hin a S afeguarding policy, but t hat is
of sufficient concern to warrant action by the Management Committee of a club. For example, a complaint
from a parent about the conduct of a volunteer and offensive language, which requires addressing through
some sort of formal action. By promoting clarity in terms of processes for dealing with complaints or
grievances we believe will enable a trans parency that gives confidence in our organisation‟s commitment to
providing quality and safe services.

Di sciplinary Policy
We believe that our guidelines in terms of a code of conduct and good practice should dictate appropriate
and acceptable behaviour, but without any system of regulating this there is no clarity for staff/ volunt eers,
parents or children about what may happen if they do not follow the guidelines.

Grievance Policy
The purpose of this policy is to ensure that every member has the opportunity to resolve problems in a
consistent and fair manner, if in exceptional circumstances the problem has remained unresolved after
discussion.

Complaints Procedure
Any member, parent, child or int erested party who believes the conduct of another member is contrary to
that agreed by the club/Cycling Ulster, or whose conduct is likely to bring the club/Cycling Ulster into
disrepute, may inform any member or the Club Management Committee in writing.

It is vitally important to record the det ails of an allegation or reported incident, regardless of whether or not
the concerns are shared with a statutory Safeguarding agency.

An accurate note should be made of:
 date and time of the incident or disclosure
 parties who were involved
 any action taken by the organisation to investigate the matter
 any further action e.g. suspension of a worker
 where relevant, reasons why there is no referral to a statutory agency

The record should be clear and factual as it may be needed by Safeguarding agencies investigating the
incident and may, in the future, be us ed in evidence in court (the organisation should not investigate the
issue if it is a Safeguarding matter). The record will be stored securely and shared only wit h those who need
to know about the incident or allegation. Keeping such a record may also help to protect our organisation.

Consideration has also been given to the Data Protection Act 1998 which requires that personal information
is obtained and processed fairly and lawfully; only disclosed in appropriate circumstances; is accurate,
relevant and not held for longer than is necessary; and is kept securely. The Act allows for the disclosure
without the consent of the subject in certain conditions, including for the purposes of the prevention or
detection of crime, or the apprehension or prosec ution of offenders. The need to safeguard children from
harm should be considered within these parameters and is also addressed under Article 8 of the European
Convention on Human Rights whereby the disclosure of information would usually be for “the prot ection of
health or morals, for the prot ection of the rights and freedoms of others and for the prevention of disorder or
crime…. Disclosure should be appropriate for the purpose and only to the extent necessary to achieve that
purpose”

A meeting of the Management Committee shall be held within 7 days after the complaint has been received.
All parties involved will be invited to attend individually to speak to the Management Committee.

The Management Committee shall inform in writing both the member who made the complaint and the
member who is the subject of the complaint of their decision with 10 days of a decision being made.

Notification of the complaint will be forwarded to Cycling Ulster.



Di sciplinary Procedure
Where a complaint is deemed of appropriate severity by the Management Committee, the Management

Cycling Ulster Code of Ethics                          61
Version 1 : 7 – Sept ember 2009
Committee have the right to invoke the disciplinary procedure.

The Management Committee will have the following options at its disposal under the disciplinary proc edure:
1. Impose a fine where applicable. The member being fined will be informed in writing of the amount, and
   the date by which it must be paid. All fines will be paid to the Treasurer. Failure to pay will result in
   further disciplinary options being invok ed.
2. Recommend the member undertak es a period of re-training or re-education if applic able.
3. Impose a period of suspension for a defined period.
4. Terminate the membership of the pers on as outlined in the constitution.
5. Inform social servic es / PSNI if the reason for the termination was in relation to Safeguarding.

During the period of suspension t he member is suspended from all activities at or on behalf of (name of your
club) and therefore shall be ineligible to participate as a member of the Club.

The member shall be informed in writing of the reas ons for the suspension and the date from which the
suspension shall commenc e. The member may invoke the appeals procedure.

The Management Committee has the power to reinstate the suspended member if the decision of the appeal
procedure finds in favour of t he member and the A dministrative Sec retary shall inform the member in writing
of the date from which he/she is reinstated.

Notification of the disciplinary action taken and the outcome of any appeal will be forwarded to Cycling
Ulster. If the disciplinary action is in response to a Safeguarding issue then Cycling Ulster should consider
making a referral to the DHSSPS Disqualification for working with Children (DWC) list , contact the
Safeguarding in Sport Unit for further details.

Grievance Procedures

Eligibility

This policy applies to all Cycling Ulster members.

Definition of a Grievance:
 A grievance is a complaint made by a member about their treatment at the club or any matter related to
   the organisation affecting the member.
 A member cannot bring a grievance about a managerial decision, but may do so if they believe th at the
   decision or the process used to reach the decision was incompatible with the Organisations policies or
   applied in a discriminatory or unreasonable fashion.
 It is not possible to raise a grievance against an agreed Organisational policy or against a piece of
   legislation or statutory regulation which the Organisation is required to follow.

Use Of Grievance Policy
The policy is designed to allow an initial informal discussion at which it is hoped the majority of grievances
will be settled. Grievances should be resolved as clos e to the event as possible, to minimise disruption and
upset, and where possible resolved informally. If an informal settlement of t he grievance is not possible, it
will be dealt with under the formal procedure.

If you have a grievance but are uncertain as t o what action you might take, or if your grievance involves
sensitive issues, you should seek advic e from Cycling Ulster.

In the event of any difference arising, which c annot immediately be resolved, then whatever practice or
agreement existed prior to the difference shall continue pending a settlement or until the agreed procedure
has been exhausted.

Since grievance cases are often complex, guidance notes and procedures to be followed on the use of the
procedure have been drawn up to expand on some of the steps in the procedure.




Cycling Ulster Code of Ethics                        62
Version 1 : 7 – Sept ember 2009
Procedure:

   Informal Stage

    You should inform a senior club member (preferably a member of the Management Committee) that you
    have a grievance and that you wish to discuss it with him/her. This informal notification should take place
    as soon as possible and, in normal circumstances, within fift een working days of the event or
    circumstance which has given rise to the grievance.

    After seeking advice from the Club Chairman or Cycling Ulster Chairman the member will talk to you
    about your grievanc e within a further ten working days aft er receiving the informal notification.

    Within five working days of this discussion, you will be advised in a s hort informal note of any action s/he
    proposes to take to resolve the grievance.

   Formal Stage
    If you believe that the grievance has not been satisfactorily resolved at the informal stage then you may
    submit a written statement of the grievanc e to your Club Chairperson setting out the areas of
    dissatisfaction with t he earlier decision. You should do t his within ten working days of receiving your line
    manager‟s response.

    Your Chairperson will discuss the original grievance with a representative from Cycling Ulster and will
    investigate the grounds of the complaint, meeting with witnesses and reviewing all documentation as
    appropriate.

    Your Club Chairperson along with the Cycling Ulster official, will meet with you within fifteen working
    days of receiving your written statement, to consider the grievance.

    S/he will give you their decision in writing within five working days of this meeting.


   Appeal
    If the response at the end of the formal stage does not satisfactorily resolve the grievance, you may
    appeal against the decision.

    You do this by giving written notification of the reasons for your dissatisfaction to Cycling Ulster wit hin
    fift een working days of receiving the written response.

    This notification should be copied to your Club Chairperson. The paperwork form the previous stages will
    be passed to Cycling Ulster Chairperson who will decide, after consultation wit h the Cycling Ulster
    Executive, which Cycling Ulster member (or other senior member of staff not previously involved in the
    grievance) should handle the appeal.

    The Cycling Ulster member (or senior nominee) handling your appeal will arrange a meeting to consider
    your appeal.

    The meeting should be held within t wenty working days of the receipt of your written request. The Cycling
    Ulster member (or senior nominee) handling your appeal will decide whet her or not your grievance has
    been substantiated and if so what action should be taken. This decision will be communicated to you, in
    writing, within five working days of the appeal being heard.

   Time Limits
    Throughout the procedure, there are time limits which must be adhered to. The time limits are upper limits
    and efforts should be made to deal with matters as quickly as possible. However, in exceptional
    circumstances, with the agreement of both parties, the time limits may be extended, e.g. due to the
    unavoidable abs ence of key individuals.




Cycling Ulster Code of Ethics                           63
Version 1 : 7 – Sept ember 2009

				
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