Safe Practice Policy

Walsall Community Active Projects CIC

Company number 17051741

Safe Practice Policy

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1. Statement of Intent

Walsall Community Active Projects CIC runs a wide range of sports and physical activity sessions, including football, basketball, cricket, hockey, boxing, multi-sport and fitness sessions. This Safe Practice Policy sets out the practical standards we expect every coach, session lead and volunteer to follow when delivering these activities.

It sits alongside our Safeguarding, Health and Safety, Risk Assessment and Code of Conduct policies. Where this policy adds detail, it should be read together with those documents.

2. Why This Matters

Sport is one of the most powerful tools we have for engaging young people, building confidence and improving wellbeing. It is also where most accidents, injuries and disputes happen. Good safe practice protects:

• Participants from injury, harm and poor experience
• Coaches and volunteers from being blamed unfairly when things go wrong
• The organisation from claims, complaints and damage to reputation
• Funders' and partners' confidence in our work

3. Who This Policy Applies To

This policy applies to anyone delivering activity on behalf of Walsall CAP, including:

• Paid coaches and session leads
• Volunteer coaches and assistants
• Sessional or guest coaches
• Trainee coaches and apprentices
• Anyone else helping to run a session, including team managers and chaperones

4. Before the Session

Qualifications and Checks

Before leading any session, the lead coach must have:

• Appropriate qualifications for the sport and the age group
• An enhanced DBS check at the appropriate level
• Current safeguarding training (within the last 2 years)
• Current first aid training appropriate to the activity
• Read and signed our Code of Conduct

Risk Assessment

Every session must have a current written risk assessment that has been reviewed in the last 12 months. The lead coach is responsible for:

• Reviewing the risk assessment before each session
• Checking the venue is safe and suitable
• Checking equipment is in good working order
• Confirming first aid kit and contact numbers are accessible
• Confirming weather conditions are suitable for outdoor sessions

Registers and Consent

Before the session starts:

• Check the register and confirm who has signed up
• Confirm consent and emergency contact details are on file
• Note any medical conditions, allergies or access needs
• Confirm photography consent before any images are taken

5. Coach-to-Participant Ratios

As a minimum, we follow national governing body guidance for each sport. As a general guide:

• Under 8s: 1 adult to 6 children, with at least 2 adults present at all times.
• Ages 8 to 11: 1 adult to 8 children, with at least 2 adults present.
• Ages 12 to 18: 1 adult to 10 young people, with at least 2 adults present.
• Mixed-age groups: use the ratio for the youngest age band.
• Participants with additional needs: lower ratios as set out in the risk assessment.

Ratios may need to be tighter for higher-risk activities (such as contact sports or trips off site).

6. Setting Up the Venue

On arrival at the venue, the lead coach will:

• Walk around and check for hazards (broken glass, slip risks, unsafe surfaces, missing fixtures)
• Set up equipment safely, with gates, goals and weights secured
• Set out clear playing or activity zones
• Identify fire exits, assembly points and toilets
• Confirm mobile phone signal in case of emergency
• Set up the first aid kit in a known, accessible location
• Mark off any areas not to be used

7. Welcoming and Briefing Participants

At the start of each session, the lead coach will:

• Welcome participants by name where possible
• Take the register
• Explain the plan for the session
• Cover ground rules, including respect, listening, no bullying and how to ask for help
• Brief on emergency procedures, fire exits and where the first aid kit is
• Ask about any new injuries, illness or concerns
• Identify any participants needing extra support

8. During the Session

Warm-Up and Cool-Down

Every session will include:

• A warm-up appropriate to the activity and age group, at least 5 to 10 minutes
• A cool-down at the end of the session
• Hydration breaks, especially in hot weather

Coaching Practice

Coaches will:

• Match activity intensity and difficulty to the group's ability
• Give clear instructions in plain language, demonstrated as well as spoken
• Use positive feedback and encouragement, not shaming or shouting
• Notice and respond to participants who are struggling or upset
• Avoid physical contact unless necessary for safety or technique, and only with consent
• Stop activity immediately if a safety concern arises
• Adapt activities for participants with additional needs
• Step in promptly to address bullying, exclusion or unsafe behaviour

Boxing-Specific Guidance

For boxing and contact training, additional standards apply:

• Sparring is strictly controlled and supervised by a qualified coach
• Hand wraps, gloves and head guards (where used) must be properly fitted
• Mouthguards are mandatory for sparring
• Participants must be matched fairly by age, size, experience and weight
• Coaches monitor signs of fatigue, distress or head injury throughout
• England Boxing rules will be followed at all times for any competitive elements

Conditioning, Fitness and Weights

Where strength and conditioning is included:

• Use exercises and loads appropriate to age and stage of physical development
• Teach technique before adding resistance or speed
• Avoid maximum lifts with under-16s
• Ensure correct supervision and spotting where weights are used
• Build in adequate rest and recovery

Outdoor Sessions

• Check weather forecasts before the session
• Stop or move sessions in extreme heat, cold, thunder or poor air quality
• Apply sun safety in summer: shade, sunscreen, water, breaks
• Provide warm layers and dry kit in winter
• Be alert to terrain hazards on uneven or wet surfaces

9. Hydration, Nutrition and Body Image

Coaches will:

• Encourage regular hydration and rest
• Avoid comments about weight, body shape or appearance
• Not promote particular diets, supplements or 'cutting weight' practices for under-18s
• Refer concerns about disordered eating to the Designated Safeguarding Lead

10. Handling Injuries and Incidents

If a participant is injured:

• Stop the activity immediately and protect the area
• Use trained first aid response only – no one should give treatment beyond their training
• Call 999 for serious injury or any suspected head, neck or spinal injury
• Inform parents or carers as soon as possible for under-18s
• Record the incident in the accident book on the day
• Report to RIDDOR where required (see Health and Safety Policy)
• Debrief the session team after the incident

Concussion and Head Injuries

Any participant with a suspected head injury must:

• Stop activity immediately
• Be assessed by a first aider
• Not return to play in the same session
• Be told they need medical advice before returning to contact training
• Follow the 'If in Doubt, Sit Them Out' principle

11. Behaviour and Safeguarding

Coaches will:

• Stop unsafe or unsporting behaviour immediately
• Address bullying, name-calling and exclusion in the moment
• Use a calm, fair approach rather than public shaming
• Pass on safeguarding concerns to the Designated Safeguarding Lead the same day
• Never tell a participant to 'keep something secret'

12. Personal Conduct of Coaches

Coaches and session leads will:

• Wear suitable kit and appropriate footwear
• Avoid bringing personal valuables to sessions where they cannot be secured
• Keep mobile phones on hand for emergencies but avoid personal use during sessions
• Not consume alcohol or other intoxicants before or during sessions
• Refrain from smoking, vaping or use of e-cigarettes in or near participants
• Maintain professional language and tone at all times
• Avoid favouritism and treat all participants fairly

13. Transport and Travel

Where travel to or from sessions is part of our service:

• Use vehicles that are properly insured for business use
• Use seat belts and appropriate child seats
• Never transport a participant alone in a personal vehicle without prior approval and a risk assessment
• Confirm consent for transport with parents or carers in advance
• Stick to agreed pick-up and drop-off points

14. Off-Site Trips and Competitions

Trips and competitions require additional planning:

• A specific risk assessment
• Written parental consent for under-18s
• Higher staff-to-participant ratios
• A trip leader with overall responsibility
• An emergency contact plan
• Clear meeting points and timings
• First aid cover appropriate to the activity

15. Inclusion and Adaptation

All sessions will be inclusive. Coaches will:

• Adapt activities for participants with disabilities or additional needs
• Make reasonable adjustments to rules, equipment or timings
• Welcome participants regardless of background, faith or identity
• Provide gender-appropriate facilities and chaperoning where needed
• Respect cultural and religious requirements (such as fasting, modesty in kit, prayer times)

16. After the Session

After every session, the lead coach will:

• Pack down equipment safely and check the venue is left tidy
• Make sure all participants are collected, especially under-18s
• Never leave a participant alone with one adult unless a parent is there
• Complete any registers, accident records and incident reports
• Pass on safeguarding concerns to the DSL the same day
• Debrief with co-coaches and discuss anything to improve next time

17. Photography and Filming

Within sessions:

• Coaches use organisation devices, not personal ones, for any photos or video
• Only photograph participants where consent is recorded
• Do not share images outside agreed channels
• Follow our Photography, Filming and Consent Policy in full

18. Concerns and Disagreements

If a coach has a concern about another coach's practice, they should:

• Raise it directly with the coach if it is safe and reasonable to do so
• Speak to the senior coach or session lead
• Report serious concerns to the Founder or Designated Safeguarding Lead
• Use our Whistleblowing Policy for serious wrongdoing

19. Training and Continuous Improvement

All coaches will:

• Refresh safeguarding and first aid qualifications on time
• Take part in continuous professional development as available
• Attend team debriefs and reflective practice sessions
• Share lessons learned across the coaching team

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Policy Review

This policy was adopted on 14 February 2026 and will be reviewed annually, with the next scheduled review in February 2027. It will also be reviewed earlier if there are significant changes in legislation, guidance, or our activities.

All staff, volunteers and trustees will be made aware of any updates and asked to confirm they have read and understood the revised version.

Signed on behalf of the Board