Safeguarding

Safeguarding is everyone's responsibility. Here's how Exeter Panthers keeps every child safe, and how to raise a concern.

Welfare Officer Contact

welfare@exeterpanthers.com
Email the Welfare Officer

EXETER PANTHERS GRASSROOTS FOOTBALL CLUB — Safeguarding Children Policy. Applies to all players, coaches, managers, volunteers, committee members, parents/carers, officials and other persons involved with the club. Version 1.0.

Policy Statement Our commitment to a safe, positive and inclusive club for every child.

Exeter Panthers Grassroots Football Club is committed to providing a safe, positive, enjoyable and inclusive football environment in which every child and young person can participate, develop and enjoy football.

The club recognises that safeguarding is everyone's responsibility. Every adult involved with Exeter Panthers has a responsibility to safeguard and promote the welfare of children and young people and to take appropriate action where a safeguarding concern arises.

For the purposes of this policy, a child or young person is anyone under the age of 18 participating in club football activities.

Exeter Panthers adopts and supports the safeguarding principles and requirements of The Football Association (The FA) and will comply with applicable FA safeguarding policies, regulations, guidance and affiliation requirements.

The FA states that the welfare of the child must always be the paramount consideration, that children have a right to be protected from abuse and harm, that concerns must be taken seriously and responded to appropriately, and that effective safeguarding requires partnership working with children, parents/carers and relevant organisations.

Exeter Panthers is committed to:

  • putting the welfare of children first
  • providing a safe and welcoming football environment
  • protecting children from abuse, neglect, bullying, discrimination and other forms of harm
  • listening to children and taking their views seriously
  • ensuring concerns are reported and dealt with appropriately
  • recruiting and appointing suitable adults to work with children
  • ensuring relevant coaches, managers, welfare officers and volunteers meet FA safeguarding and DBS requirements
  • promoting positive behaviour and respect throughout the club
  • working with parents and carers to safeguard children

working with Devon FA, The FA, Children's Social Care, the Police and other appropriate agencies when required.

Scope Of This Policy Who the policy covers, and the activities it applies to.

This policy applies to everyone involved with Exeter Panthers Grassroots Football Club, including:

  • players
  • coaches and assistant coaches
  • team managers
  • Club Welfare Officers and assistants
  • committee members
  • volunteers
  • first aiders and medical personnel
  • referees and match officials where applicable
  • parents and carers
  • spectators
  • club officials
  • regular club drivers

anyone else involved in activities organised or controlled by the club.

The policy applies during:

  • training sessions
  • matches
  • tournaments
  • football festivals
  • presentations and awards
  • club events
  • team trips and tours
  • transport organised by the club
  • changing-room and clubhouse activities
  • social activities organised by the club

online and digital communications connected with the club.

The Club's Safeguarding Principles The five principles behind every safeguarding decision we make.

Exeter Panthers will follow the following fundamental principles.

3.1 The welfare of the child comes first

The welfare and best interests of children and young people will always be the primary consideration when decisions are made.

3.2 Every child has the right to be safe

No child should experience abuse, neglect, discrimination, bullying, harassment, intimidation or inappropriate behaviour as a result of participating in football.

Safeguarding applies regardless of a child's:

  • age
  • sex or gender
  • disability
  • race or ethnic background
  • religion or belief
  • sexual orientation
  • gender reassignment
  • pregnancy or maternity

social or economic background.

3.3 Safeguarding is everyone's responsibility

A person does not need to be a safeguarding specialist to report a concern.

The FA's guidance makes clear that it is not the responsibility of an individual to decide whether abuse has occurred. It is their responsibility to report concerns appropriately.

3.4 Children should have a voice

Exeter Panthers will encourage children and young people to speak openly about their experiences and will take their concerns seriously.

Children will be given appropriate opportunities to express their views about their football experience and how safe they feel within the club.

3.5 Concerns will be taken seriously

All safeguarding concerns, allegations and disclosures will be treated seriously and dealt with promptly and appropriately.

The club will not ignore a concern because:

  • there is no evidence
  • the concern appears minor
  • the person involved is well known to the club
  • the person involved is a coach, manager or volunteer
  • the alleged incident happened outside football

the child has subsequently withdrawn the allegation.

Club Welfare Officer Who to speak to first, and what the Welfare Officer does.

Exeter Panthers will appoint a suitably qualified Club Welfare Officer (CWO) in accordance with FA requirements.

Club Welfare Officer

Name: Charles Tape — Email: welfare@exeterpanthers.com

The Club Welfare Officer will:

  • act as the primary safeguarding point of contact within the club
  • promote safeguarding throughout Exeter Panthers
  • provide advice and support to coaches, managers, volunteers, parents and players
  • ensure safeguarding concerns are reported through the appropriate channels
  • work with Devon FA and The FA where required
  • monitor relevant safeguarding training and DBS requirements
  • support safer recruitment
  • promote FA safeguarding policies and best-practice guidance
  • maintain appropriate safeguarding records

promote an environment where children feel safe to raise concerns.

The FA requires Club Welfare Officers to complete the appropriate FA safeguarding and Welfare Officer training and hold an in-date FA-accepted Enhanced DBS check with Children's Barred List check where applicable.

The Club Welfare Officer will not attempt to investigate safeguarding allegations independently where this could interfere with the formal safeguarding process.

Safer Recruitment The checks we run before an adult works with children.

Exeter Panthers recognises that safer recruitment is an important part of safeguarding children.

The club will take reasonable and appropriate steps to ensure that people appointed to roles involving children are suitable to undertake those roles.

Recruitment arrangements may include:

  • an application process
  • appropriate interview or discussion
  • checking relevant qualifications
  • obtaining references where appropriate
  • confirming identity
  • checking FA requirements
  • obtaining an FA-accepted DBS check where the role is eligible
  • checking safeguarding qualifications
  • checking relevant coaching qualifications

monitoring expiry dates for DBS checks and required training.

The FA states that clubs must ensure individuals who require a DBS check hold an FA-accepted in-date DBS disclosure, and newly appointed eligible individuals must have the appropriate DBS clearance before working unsupervised with children and young people.

Roles that can require an Enhanced DBS check with Children's Barred List check include eligible grassroots coaches, managers, first aiders, Club Welfare Officers, chaperones and regular club drivers working with under-18s.

No person will be permitted to undertake unsupervised activities with children where the required safeguarding checks or approvals have not been completed.

Safeguarding Training The safeguarding training our coaches and volunteers must hold.

Exeter Panthers will ensure that relevant personnel complete safeguarding education appropriate to their role.

The club will monitor relevant training through the FA's systems and will encourage all adults working with children to keep their safeguarding knowledge current.

Relevant personnel may include:

  • Club Welfare Officer
  • coaches
  • assistant coaches
  • team managers
  • first aiders
  • committee members

other volunteers who have regular contact with children.

The FA states that the Safeguarding Children qualification is valid for two years and that people working with under-18s should keep their safeguarding knowledge up to date.

The Club Welfare Officer will maintain oversight of training requirements and encourage individuals to renew qualifications before they expire.

Recognising Abuse And Neglect The forms abuse can take, and the signs to look out for.

Safeguarding concerns can arise from many different circumstances.

Abuse may include:

  • physical abuse
  • emotional abuse
  • sexual abuse
  • neglect
  • bullying
  • online abuse
  • discriminatory abuse
  • grooming
  • exploitation
  • inappropriate relationships between adults and children

poor practice that places a child at risk.

A safeguarding concern may arise from something:

  • a child says
  • a child does
  • an adult observes
  • another person reports
  • a coach or volunteer notices
  • a parent or carer reports

another organisation brings to the club's attention.

Concerns may relate to something happening within football or outside football.

A change in a child's behaviour, appearance or wellbeing may be a reason to seek advice, but no individual should attempt to diagnose abuse.

Responding To A Child Who Discloses A Concern What to do, and what not to do, when a child tells you something.

If a child tells a coach, manager, volunteer or another adult that something has happened to them, the adult should:

Listen calmly.

Take the child seriously.

Allow the child to explain what has happened in their own words.

Avoid asking unnecessary or leading questions.

Do not promise confidentiality.

Explain that the information may need to be shared with people who can help keep them safe.

Reassure the child that they have done the right thing by speaking up.

Record the information as soon as reasonably possible, using the child's own words wherever possible.

Report the concern immediately to the Club Welfare Officer or appropriate safeguarding authority.

The adult should not:

  • investigate the allegation
  • interrogate the child
  • ask leading questions
  • make promises they cannot keep
  • confront an alleged perpetrator
  • attempt to resolve the matter themselves

discuss the allegation with other parents, players or club members.

Reporting Safeguarding Concerns Where a concern goes, and how quickly it gets there.

Safeguarding concerns should be reported as soon as possible.

Step 1 – Immediate danger

If a child is in immediate danger or requires urgent protection, the Police or appropriate emergency services should be contacted immediately.

Step 2 – Club Welfare Officer

Where appropriate, the concern should be reported to the Exeter Panthers Club Welfare Officer.

Club Welfare Officer: Charles Tape — Email: welfare@exeterpanthers.com

Step 3 – Devon FA

Where required, the concern should be referred to the Devon County Football Association Designated Safeguarding Officer (DSO).

The County FA DSO provides safeguarding advice and support to affiliated clubs and works with The FA and statutory agencies where appropriate.

Devon FA Safeguarding Contact: available from the Club Welfare Officer.

Step 4 – The FA

Safeguarding concerns can also be referred to The FA safeguarding team.

FA Safeguarding: safeguarding@thefa.com

The FA states that anyone with a concern about the welfare of a child or the behaviour of an adult towards a child or young person under 18 in football should refer the concern through the appropriate club, County FA or FA safeguarding route.

Recording Safeguarding Concerns What gets written down, and how those records are kept.

All safeguarding concerns reported to Exeter Panthers will be recorded appropriately.

Records should include, where known:

  • date and time of the concern
  • name of the child
  • age/date of birth where appropriate
  • name of the person reporting the concern
  • what was observed or disclosed
  • the child's own words where possible
  • names of other people involved
  • action taken
  • who the concern was reported to
  • date and time of the referral

any subsequent action or advice received.

Records will be factual and objective.

The club will avoid recording assumptions, opinions or conclusions that are not supported by the information available.

Safeguarding records will be kept securely and access will be restricted to people who have a legitimate safeguarding reason to access them.

Confidentiality And Information Sharing Who is told about a concern, and why it is sometimes shared.

Exeter Panthers will respect the privacy of children, parents, volunteers and staff.

However, confidentiality cannot be guaranteed where information needs to be shared to protect a child or comply with safeguarding procedures.

Information will only be shared with appropriate people and organisations where there is a legitimate safeguarding reason to do so.

This may include:

  • Club Welfare Officer
  • Devon FA
  • The FA
  • Police
  • Children's Social Care
  • other statutory safeguarding agencies

medical professionals where appropriate.

The club will follow applicable data protection requirements when handling personal and safeguarding information.

Bullying And Harassment What counts as bullying at the club, and how we deal with it.

Exeter Panthers will not tolerate bullying.

Bullying can be:

  • physical
  • verbal
  • emotional
  • social
  • discriminatory

online or digital.

Bullying may involve:

  • intimidation
  • threatening behaviour
  • name calling
  • exclusion
  • spreading rumours
  • abusive messages
  • humiliating another player
  • repeated unwanted behaviour
  • discriminatory comments

abuse relating to disability, race, religion, gender or sexuality.

Players, parents, coaches and volunteers are expected to report bullying concerns to the Club Welfare Officer or an appropriate coach/manager.

The club will respond to bullying concerns promptly and proportionately.

The FA identifies anti-bullying and Respect as important elements in creating safe and positive grassroots football environments.

Respect And Behaviour The standards we expect from players, coaches, parents and spectators.

Exeter Panthers supports The FA's Respect principles.

Everyone involved in the club is expected to behave respectfully towards:

  • players
  • coaches
  • referees
  • opposition players
  • opposition coaches
  • parents
  • volunteers
  • club officials

spectators.

The following behaviour will not be tolerated:

  • shouting abuse at children
  • threatening behaviour
  • intimidation
  • discriminatory language
  • bullying
  • aggressive behaviour
  • persistent criticism of children
  • abusive behaviour towards referees
  • encouraging children to behave aggressively

humiliating or embarrassing players.

The purpose of grassroots football is to provide children with an enjoyable, safe and positive environment in which they can develop.

Coaching Children How sessions are run so children train and play safely.

Coaches and managers are in positions of trust and must maintain appropriate professional boundaries.

Coaches will:

  • treat children fairly and respectfully
  • use positive and constructive coaching methods
  • avoid humiliating or ridiculing players
  • maintain appropriate physical boundaries
  • avoid unnecessary one-to-one situations
  • communicate appropriately with children
  • follow club and FA safeguarding guidance
  • report safeguarding concerns

follow the club's codes of conduct.

Physical contact should only be used where appropriate, reasonable and necessary, for example where required for coaching, safety, first aid or injury management.

Coaches should avoid situations where they are alone and unsupervised with an individual child wherever reasonably practicable.

Communication With Children The rules for phones, messaging and contacting young players.

Communication between adults and children should be appropriate, transparent and related to football.

Where possible, communications with children should take place through recognised club channels and with parents/carers appropriately included.

Adults should avoid:

  • inappropriate private messaging
  • sexualised conversations
  • inappropriate photographs
  • disappearing messages where inappropriate
  • communication late at night unless genuinely necessary
  • conversations unrelated to football that could create an inappropriate relationship

sharing inappropriate content.

The FA provides specific guidance covering social networking, mobile phones, email, texts and communications with under-18s. Exeter Panthers will follow this guidance.

Photography, Video And Social Media When photos and video can be taken, and where they can be shared.

Exeter Panthers recognises that photographs and video form an important part of grassroots football.

The club will ensure that photography and filming involving children is carried out responsibly.

The club will:

  • obtain appropriate parental/carer consent where required
  • explain how photographs and video may be used
  • avoid identifying children unnecessarily
  • avoid inappropriate images
  • ensure images are appropriate to the child's age and activity
  • ensure club social media is appropriately managed

respond to concerns regarding inappropriate photography or online content.

Coaches and volunteers should not take or distribute inappropriate photographs or videos of children.

Changing Rooms And Showering Supervision rules for changing rooms and showers.

The club will follow FA best-practice guidance regarding changing rooms and showering facilities.

Adults should avoid unnecessary presence in changing areas where children are changing.

Where adult supervision is necessary, the club will consider:

  • the age of the children
  • the number of children
  • the facilities available
  • privacy
  • gender considerations
  • disability or additional needs

whether another responsible adult should be present.

The club will take particular care to protect children from inappropriate photography, filming or behaviour within changing areas.

Transport And Travel Arrangements for lifts, away games and club trips.

Where Exeter Panthers organises travel involving children, appropriate safeguards will be considered.

The club will:

  • ensure appropriate adult supervision
  • use suitable vehicles and drivers
  • ensure appropriate insurance
  • obtain parental/carer consent where necessary
  • maintain emergency contact information
  • ensure children are not placed in inappropriate one-to-one situations with adults wherever reasonably practicable

follow FA guidance for trips, tournaments and travel.

Where regular club drivers transport children, the relevant FA safeguarding and DBS requirements will be considered.

Children With Disabilities Or Additional Needs How we make football safe and inclusive for every child.

Exeter Panthers is committed to providing an inclusive football environment.

Children with disabilities or additional needs will be supported to participate safely and fully wherever reasonably practicable.

The club will consider:

  • individual communication needs
  • medical needs
  • accessibility
  • additional supervision
  • equipment requirements
  • emergency arrangements
  • reasonable adjustments

individual safeguarding risks.

The FA provides specific guidance on including and safeguarding deaf and disabled children and young people.

Medical And First Aid Arrangements First aid cover, medical information and what happens in an emergency.

Exeter Panthers will take reasonable steps to ensure that appropriate first aid arrangements are available during football activities.

Relevant personnel should be aware of:

  • emergency procedures
  • known medical information where appropriately shared
  • emergency contact details
  • the location of first aid equipment

arrangements for obtaining emergency medical assistance.

Medical information relating to children will be handled sensitively and appropriately.

Child-On-Child Abuse Harm between children, and how the club responds to it.

Safeguarding concerns may involve one child behaving inappropriately towards another child.

This may include:

  • bullying
  • physical violence
  • sexualised behaviour
  • inappropriate touching
  • harassment
  • discriminatory behaviour
  • online abuse
  • threats
  • coercion

intimidation.

The club will take such concerns seriously.

The fact that the person alleged to have caused harm is also a child does not mean that the concern should be ignored.

Appropriate safeguarding advice will be sought and the club will work with parents/carers, Devon FA, The FA and statutory agencies where appropriate.

Poor Practice Behaviour that falls short of our standards, even when it is not abuse.

Not every safeguarding concern will necessarily meet the threshold of abuse.

However, poor practice can still create an unsafe environment and must be addressed.

Examples may include:

  • persistent inappropriate shouting
  • humiliating children
  • inappropriate physical contact
  • favouritism
  • inappropriate language
  • failing to follow safeguarding procedures
  • inappropriate communications
  • unnecessary one-to-one situations

failing to report a safeguarding concern.

The club will address poor practice appropriately and may refer matters to Devon FA or The FA where required.

Allegations Against Club Staff Or Volunteers The process when a concern is raised about an adult at the club.

If an allegation or safeguarding concern relates to a coach, manager, volunteer, committee member, welfare officer or other adult involved with Exeter Panthers, the matter must be reported immediately through the appropriate safeguarding route.

The person who receives the allegation must not attempt to investigate it themselves.

Where the concern relates to the Club Welfare Officer, the concern should be referred directly to the Devon FA Designated Safeguarding Officer or The FA.

The club will cooperate fully with any investigation undertaken by:

  • Devon FA
  • The FA
  • Police
  • Children's Social Care

other appropriate statutory agencies.

No individual involved in the allegation will be allowed to interfere with or influence the safeguarding process.

Whistleblowing How to raise a concern about the club itself, safely.

Everyone involved with Exeter Panthers has the right and responsibility to raise a safeguarding concern.

A person should not be discouraged from reporting a concern because:

  • they are worried about upsetting someone
  • the person involved is senior within the club
  • the person involved is a friend
  • they believe nothing will happen

they are unsure whether the concern is serious enough.

Where an individual believes a safeguarding concern has not been appropriately addressed within the club, they should escalate the matter to Devon FA, The FA or the appropriate statutory safeguarding authority.

Parents And Carers What we ask of parents, and what you can expect from us.

Parents and carers have an important role in safeguarding.

Exeter Panthers expects parents and carers to:

  • support the club's safeguarding arrangements
  • treat children, coaches, referees and volunteers respectfully
  • report safeguarding concerns
  • encourage children to speak to trusted adults
  • follow club and FA Respect requirements
  • avoid abusive or aggressive behaviour

avoid putting unnecessary pressure on children to perform.

Parents and carers will be provided with information about who they can contact if they have a safeguarding concern.

Children And Young People Your rights as a Panthers player, in plain terms.

Players are encouraged to:

  • treat others with respect
  • tell a trusted adult if they are worried
  • report bullying
  • report inappropriate behaviour
  • speak up if they feel unsafe
  • respect teammates and opponents
  • follow reasonable club rules

use social media responsibly.

Children will be reminded that they will not be blamed for reporting a genuine safeguarding concern.

Safeguarding During Matches And Training Safety arrangements on matchdays and at training.

Before activities commence, coaches and managers should consider safeguarding arrangements including:

  • appropriate supervision
  • safe access and egress
  • changing facilities
  • emergency arrangements
  • first aid
  • weather conditions
  • safeguarding risks associated with the venue
  • collection arrangements
  • communication arrangements

any individual safeguarding needs.

The FA also provides safeguarding risk assessment guidance and templates for clubs.

Club Safeguarding Records And Monitoring The records we keep, and how we check we are getting it right.

The Club Welfare Officer will maintain appropriate oversight of:

  • DBS status
  • safeguarding training
  • Welfare Officer training
  • relevant coaching requirements
  • safeguarding concerns
  • referrals
  • safeguarding actions

policy reviews.

The club will use appropriate FA systems where applicable to monitor safeguarding compliance.

The FA's safeguarding systems allow Welfare Officers and club officials to monitor relevant DBS and training requirements.

Review Of This Policy When this policy is reviewed, and who signs it off.

This policy will be reviewed at least annually and whenever there is:

  • a significant change in FA safeguarding requirements
  • a change in legislation
  • a significant safeguarding incident
  • a change in club structure
  • a change in the club's Welfare Officer

new FA guidance or regulations requiring amendments.

The Club Welfare Officer and committee will ensure that the policy remains consistent with current FA safeguarding requirements.

For the 2026/27 season, Exeter Panthers will also ensure that its safeguarding arrangements remain consistent with the club's FA affiliation and safeguarding declaration requirements.

FA Safeguarding Contacts Contacts outside the club, including The FA and emergency services.

Devon County FA Designated Safeguarding Officer

Contact details: available from the Club Welfare Officer.

The Football Association – Safeguarding

Email: safeguarding@thefa.com

Website: The FA Safeguarding section

Emergency

If a child is in immediate danger, contact the Police/emergency services immediately.

Club Commitment Our closing promise to every child who plays for Exeter Panthers.

Exeter Panthers Grassroots Football Club recognises that safeguarding is a continuous responsibility.

We are committed to creating a football environment in which children can:

  • play football safely
  • enjoy themselves
  • develop their skills
  • make friends
  • feel valued and respected
  • have their voices heard

be protected from abuse, bullying and discrimination.

Everyone connected with Exeter Panthers has a part to play in achieving this.

Safeguarding is everyone's responsibility.