1. Purpose
This Code of Conduct applies to all staff, volunteers, contractors and sub-contractors involved in the planning, delivery and operation of the Event.
The Event is committed to providing a safe, welcoming and inclusive environment for all children, young people and adults. Everyone working at the Event has a responsibility to safeguard children and promote their welfare in accordance with RFU safeguarding policies and applicable UK legislation.
For the purposes of this Code, a child is any person under the age of 18. This definition is consistent with the Children Act 1989 and RFU safeguarding policies.
2. Safeguarding Principles
All staff, volunteers and contractors must:
- Put the welfare of children first.
- Treat all children and adults with dignity, fairness and respect.
- Promote the RFU Core Values of Teamwork, Respect, Enjoyment, Discipline and Sportsmanship.
- Help create a safe and inclusive environment free from abuse, bullying, discrimination, harassment and victimisation.
- Recognise that safeguarding is everyone's responsibility.
- Report concerns immediately rather than attempting to investigate them personally.
- Follow instructions issued by the Event Safeguarding Lead and Event Management Team.
3. Legal and Regulatory Framework
This Code should be read alongside:
- RFU Safeguarding Children Policy.
- RFU Regulation 21 (Safeguarding).
- RFU Codes of Conduct.
- Children Act 1989.
- Children Act 2004.
- Safeguarding Vulnerable Groups Act 2006.
- Working Together to Safeguard Children statutory guidance.
- Equality Act 2010.
- Data Protection Act 2018 and UK GDPR.
- Health and Safety at Work etc. Act 1974.
The Event reserves the right to remove any individual from duties where safeguarding concerns arise.
4. Expected Standards of Behaviour
All staff, volunteers and contractors shall:
4.1 Professional Conduct
- Behave professionally and responsibly at all times.
- Be a positive role model for children.
- Use appropriate language and behaviour.
- Respect personal boundaries.
- Follow all event rules, safeguarding procedures and risk assessments.
- Wear any required accreditation or identification.
- Cooperate with safeguarding investigations and incident reporting processes.
4.2 Equality and Inclusion
You must:
- Treat all participants equally regardless of age, disability, sex, race, religion or belief, sexual orientation, gender reassignment or socio-economic background.
- Challenge discriminatory behaviour where safe and appropriate to do so.
- Support an inclusive environment for all participants and spectators.
4.3 Alcohol, Drugs and Smoking
While undertaking duties you must not:
- Be under the influence of alcohol or illegal drugs.
- Consume alcohol while supervising children or undertaking safeguarding responsibilities.
- Smoke or vape in designated child activity areas.
Any breach may result in immediate removal from duties.
5. Working Around Children
5.1 Supervision
Because parents, carers and responsible adults will remain on site throughout the Event:
- Parents and carers remain primarily responsible for their children unless children are participating in an organised rugby activity under the supervision of authorised coaches and officials.
- Volunteers and staff must not assume parental responsibility.
- Any lost, distressed or vulnerable child must be immediately referred to the Event Safeguarding Lead or designated welfare point.
5.2 One-to-One Situations
Staff, volunteers and contractors must:
- Avoid being alone with a child wherever possible.
- Ensure interactions with children are open, observable and justifiable.
- Use the "rule of two" wherever practicable.
- Move conversations to public or visible locations.
- Inform another authorised adult if a one-to-one conversation becomes necessary.
5.3 Physical Contact
Physical contact must:
- Be appropriate to the activity.
- Be necessary for safety, first aid or coaching purposes.
- Take place in an open environment where possible.
- Respect the child's wishes and dignity.
Inappropriate physical contact is prohibited.
5.4 Photography and Social Media
You must:
- Follow the Event photography and media policy.
- Respect parental permissions and restrictions.
- Never use personal devices to obtain or share inappropriate images of children.
- Never publish identifying information about a child without proper authorisation.
- Never contact children through personal social media accounts.
6. Prohibited Conduct
The following behaviours are strictly prohibited:
- Bullying, intimidation or humiliation.
- Physical, emotional or sexual abuse.
- Grooming behaviour.
- Inappropriate relationships with children.
- Inappropriate physical contact.
- Favouritism towards individual children.
- Private meetings in isolated locations.
- Transporting a child alone unless authorised in an emergency and reported immediately.
- Exchanging personal contact details with children.
- Communicating with children through personal messaging apps, social media accounts or gaming platforms.
- Taking children to private accommodation or sleeping areas.
- Sharing accommodation with a child who is not a family member.
- Making sexually suggestive comments or jokes.
- Using discriminatory or offensive language.
- Retaliating against anyone who raises a safeguarding concern.
7. Accommodation and Overnight Arrangements
Where camping or overnight accommodation is provided:
- Children must remain under the supervision of their parent, carer or responsible team management.
- Volunteers and contractors must not enter family sleeping areas except where required for safety, welfare or emergency reasons.
- Any welfare concern arising overnight must be reported immediately to the Event Safeguarding Lead.
- Appropriate privacy and dignity must be maintained in all washing, changing and sleeping facilities.
8. Safeguarding Concerns
All staff, volunteers and contractors have a duty to report concerns.
Concerns may include:
- Abuse or neglect.
- Poor practice.
- Inappropriate conduct by adults.
- Concerns about a child's welfare.
- Allegations against staff, volunteers or contractors.
If a concern arises:
- Ensure immediate safety.
- Listen calmly and do not promise confidentiality.
- Record facts accurately.
- Report immediately to the Event Safeguarding Lead or Deputy Safeguarding Lead.
- In an emergency or where a child is at immediate risk of harm, contact emergency services and notify the Event Safeguarding Lead as soon as possible.
No individual should attempt to investigate safeguarding concerns themselves.
9. Recruitment, Vetting and Training
The Event may require:
- Appropriate references.
- Safeguarding training.
- DBS checks where legally appropriate and applicable to the role.
- Verification of qualifications and competence.
Individuals must only undertake duties for which they are authorised and competent.
10. Contractors and Sub-Contractors
All contractors and sub-contractors:
- Must comply with this Code.
- Must ensure their employees understand safeguarding expectations.
- Must report safeguarding concerns immediately.
- Must not permit unsupervised access to children unless specifically authorised and appropriately vetted.
11. Breaches of this Code
Breaches may result in:
- Removal from duties.
- Removal from the Event site.
- Referral to the RFU.
- Referral to the Disclosure and Barring Service where appropriate.
- Referral to the police, local authority or other statutory agencies.
Serious safeguarding breaches will be treated as gross misconduct.