Helderberg Chess Club Safeguarding Policy

Last Updated: 29 August 2025

Purpose

This safeguarding policy sets out the standards, responsibilities, and procedures to protect the safety, dignity, and welfare of all children and vulnerable persons participating in Helderberg Chess Club activities.

The Club is committed to creating a safe, inclusive environment where children can learn, play, and develop their chess skills without fear of harm, neglect, or exploitation.

Scope

This policy applies to:

  • All committee members
  • All coaches and trainers
  • All volunteers and helpers involved in Helderberg Chess Club activities

It covers activities held at the club venue, tournaments, training sessions, outreach programmes, and any events where children are present under the Club’s care.

1. Core Principles

  • Child First — The wellbeing of the child takes priority in all decisions and actions.
  • Zero Tolerance — Any form of abuse, harassment, neglect, or exploitation will not be tolerated.
  • Shared Responsibility — Safeguarding is everyone’s responsibility: committee, coaches, volunteers, and parents.
  • Accountability — All safeguarding concerns will be taken seriously, documented, and acted upon promptly.

2. Code of Conduct

All committee members, coaches, and volunteers must:

  • Treat all children with respect and dignity.
  • Maintain professional and appropriate boundaries.
  • Use appropriate language and behaviour at all times.
  • Avoid being alone with a child where possible; ensure visibility (open doors, public spaces).
  • Never engage in any form of abuse — physical, emotional, verbal, or sexual.
  • Refrain from favouritism, unfair treatment, or discriminatory behaviour.

3. Certification and Clearance

All committee members, coaches, and helpers are required to complete the Safeguarding Awareness Certificate provided by the Western Cape Department of Cultural Affairs and Sport.

Course link: Safeguarding Awareness Certificate

Certain roles may also require a Police Clearance Certificate from SAPS. The committee will decide which roles require SAPS clearance based on the nature and level of contact with children.

4. Responsibilities When Working with Children

  • Always work in group settings when possible.
  • Inform parents or guardians of schedules, locations, and activities in advance.
  • If one-on-one interactions are unavoidable, ensure visibility and notify another adult.
  • Avoid physical contact unless necessary for safety reasons.
  • Report any concerns immediately to the Club Safeguarding Officer or Chairperson.

5. Reporting Concerns and Disclosures

If a child discloses abuse or a concern arises:

  • Stay Calm — Listen attentively without judgement or promises.
  • Do Not Investigate — Avoid asking leading questions.
  • Report Immediately — Notify the Club’s Safeguarding Officer and, if necessary, SAPS or local child protection services.
  • Document — Record details factually (date, time, what was said, who was present).
  • Confidentiality — Share only with those who need to know for child protection purposes.

6. Confidentiality and Record-Keeping

  • Safeguarding records must be kept securely and confidentially.
  • Only authorised individuals (e.g., Safeguarding Officer, Chairperson, relevant authorities) may access safeguarding reports.
  • Data protection regulations must be observed at all times.

7. Training and Support

  • All members working with children must complete safeguarding training before involvement.
  • Annual refresher training is recommended.
  • Support and advice will be available from the Club’s Safeguarding Officer for any concerns.

8. Monitoring and Review

  • This policy will be reviewed annually at the AGM by the committee.
  • Feedback from members, parents, and children will be considered during review.
  • Updates will be circulated to all committee members, coaches, and volunteers.

Policy Approval

This safeguarding policy has been approved by the Helderberg Chess Club Committee.

All committee members, coaches, and helpers must acknowledge and adhere to this policy as a condition of their involvement with the Club.

If you have any questions, please reach out to us on info@helderbergchess.co.za