ࡱ> WYV G+bjbjss 4JG#66yyyyydf ####$i Jyyy##y#y##@S n0UUUyU6 ?:  HYPERLINK "http://www.pitchero.com/clubs/gordano/"  Gordano RFC Mini and Junior Section Tours - Policies & Guidelines Updated 1st July 2009 Ian Pope Mini/Junior Section Vice Chairman 01275 845 798 iapope@tiscali.co.uk Preamble Rugby Tours for young people should be enjoyable events for all concerned. There are dangers for all concerned which need to be recognized and appropriate measures taken before, during and after the tour to ensure that the health, safety, welfare and reputation of the players, managers, coaching staff, accompanying adults and the club are preserved. Pre Tour Arrangements All proposed Mini/Junior tours should be well planned and organized. The Mini/Junior committee should be informed as early as reasonably practicable of any intended plans for tours so that information and advice can be given and the appropriate approvals processed in time for the tour to take place. Without the necessary prior approvals being obtained and in place the tour cannot take place. Tour Authorisation All domestic tours will require prior authorisation by the Mini/Junior committee. Tour Plan All applications for tour authorisation must be made in writing and be accompanied by a Tour Plan which will detail the measures taken by the tour manager to ensure satisfactory compliance with guidelines for the tour, the tour policy and with all other child protection policies. In particular all of the following issues must be addressed in the plan. Parental Involvement / Information Advance notice of any tour should be given to parents as soon as possible. It is advisable to plan tours at least 6 months ahead to enable ample opportunity for good organisation and for less well off families to spread the cost of the tour to allow their children to partake. All parents should be given the opportunity of travelling with the touring party and tour managers should aim to have at least 1 adult member (manager, coaches, helpers or parents) for every 5 children on tour. Any tour which includes female players must also include at least one adult female. Medical & Parental Consents For those tours where players are not accompanied by their parent or guardian; the use of a Parental consent form on which the parent should agree to the team manager acting in full loco-parentis for both medical and disciplinary matters, is required: details of any medical conditions should be asked for and records kept and taken on tour by the tour manager: emergency contact telephone numbers should also be asked for and taken on tour. Financial Arrangements Tours should be priced within the financial means of the majority of the members of a squad to be as inclusive financially as possible. Care should be taken to include all foreseeable expenditure to avoid the need for a second call on parents funds either late before the tour starts or afterwards when collection may be a problem. The club will not normally underwrite the costs of any tour e.g. for deposits. These should be financed out of advanced stage payments made by tour members. It should be remembered that the potential loss of a deposit for any reason should be advised to parents before they commit to the tour. Receipt of monies should be carefully noted by the tour organiser at the time of receipt and detailed record kept up to date to be provided in case of any dispute. Insurance Club Insurance this covers accidental injury to players during games within mainland UK. Travel Arrangements These should be planned as early as possible as bus companies are regularly booked up to one year in advance and availability can be a problem as can be drivers willing to take rugby parties. It is recommended to spell this out to the bus company whereby a sympathetic driver can usually be provided. If travelling by minibus, appropriate safeguards should be made to avoid undue pressure on single drivers and on the hours they are required to drive. At least one deputy driver per vehicle is recommended and should be advised to the hire company before the tour. Driving convictions may be an issue for some hire companies. Care should be taken not to overload mini-busses with excess luggage or other heavy weights. All passengers must be provided with a seat (no sitting on floors) and you should use a vehicle equipped with seat belts which must be used at all times. Accommodation Care must be taken to follow appropriate child protection guidelines when arranging accommodation. Details of the rooms and sleeping arrangements should be provided to parents prior to travelling. Adults should not be roomed with children on their own unless they are the parent/guardian - there should be at least 2 adults and 2 children in cases of mixed (adult/child) sleeping arrangements. Alternatively adults and children should room separately taking care that privacy is protected but that access for checks and supervision is maintained. A roll call should be taken each morning and at night before children are sent to bed. A curfew should be set to ensure all children are safe and on safe premises before adults retire. Supervision and Accompanying Adults A full list of all adults travelling on the tour and their function on the tour must be provided to the Mini/Junior committee and Child Protection Officer before the tour takes place. The club reserves the right to undertake a child protection investigation of any adult proposing to travel on tour. Managers and Coaching Staff you should ensure sufficient responsible adults are on tour to cope with any emergencies such as the hospitalization of a child or involvement in a traffic accident etc. Parents any parent is permitted to accompany his or her child on tour, subject to availability of places - both parents can travel and adequate provision should be made for travelling parents. Other relatives other direct relatives may be allowed to travel at the discretion of the tour manager and subject to availability of places. Guests any person who is not a parent or member of the coaching staff must have a defined reason for travelling and this must be disclosed to the tour manager and to the Mini/Junior committee before the tour. Permission for such guests is absolutely required from the club before a guest may travel. Alcohol & Drugs No access to or use of alcohol or drugs by Mini/Junior age players is acceptable under any circumstances. All medicines should be held by a nominated adult for controlled release to the appropriate child as required or prescribed. Discipline A disciplinary structure should be established before the tour. The rules of justice and fair play should be employed in assessing any disciplinary requirement. The sanctions should take the form of a progressive series of measures which could be taken in the event of any transgression. The smallest form of any disciplinary measure taken should be noted down at the time of issue to a tour member. A record should be kept of all disciplinary decisions and sanctions made and the reasons for the action noted. The disciplinary record should be included in the tour report submitted to the Mini/Junior committee after the tour. In the worst case, children should be sent home from tour. This may involve telephoning the childs parents and requesting them to come to collect their child. Age/Size of Opposition The interests of the children must override the desire to play at any cost. The safety and health of the children should be considered paramount and a graceful decline to play can be in everyones best interests in these cases and should not be overlooked. It is unwise to play mixed age/size teams if the range of the mix is such that any child might be in danger of injury. Age the RFU Continuum guidelines should be fully applied when touring in the home union area. In other areas where this is not possible or slight variations are required then the safety of players should be paramount and the skill and judgement of the team manager applied. In cases of doubt, the safe course of action should be taken. Weight there are no set rules in respect of the weight of opposition players. The skill and judgement of the team manager should be applied and caution exercised. It will not usually offend if you ask for an exceptionally large or small player to be substituted if you consider a risk is present. Goodwill Gestures It is normal, when on tour, to give a simple goodwill gesture, generally in the form of a shield or pennant. The costs of these will need to be taken into account at the planning stage. After Tour Thank you letters/emails should be sent to the clubs and persons who made the arrangements at the receiving clubs. A Tour Report should be prepared for the Mini/Junior committee so that the club may benefit further from the experience of the tour party and any potentially controversial incidents are recorded as close as possible to the event. 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