The Royal Scottish Pipe Band Association,
Dundee, Perth and Angus Branch
Policy on Protecting Children and / or Vulnerable Adults
RSPBA Child Protection Policy Statement.
Since it was founded in 1930, The Royal Scottish Pipe Band Association has maintained a
proud tradition of working with children and young adults. All of our staff and volunteers
recognise that Child Protection is the responsibility of every adult who comes into contact with
children. Throughout the Association, we are committed to promoting the welfare of children.
Furthermore, we wish to ensure that all of the young people who participate in our RSPBA
activities feel valued, safe and are able to participate in an enjoyable and safe environment.
We recognise our moral and legal obligations and will ensure that RSPBA members will take
all reasonable steps to promote safe practice and to protect children, young people and
vulnerable adults from harm, abuse and exploitation.
Dundee, Perth and Angus (DP&A) Branch adhere to this policy in respect of all
activities carried out by the Branch.
This Policy is intended to cover all functions of the RSPBA DP&A Branch where volunteers
work with children directly or indirectly through the course of their RSPBA DP&A Angus
Branch duties. Copies of this policy will be distributed to all members of the RSPBA DP&A
Branch and made available to parents, children and all volunteers participating in events. The
policy and other supporting documents will be available on the RSPBA DP&A Branch website
www.rspba-dpa.org
The Policy aims to ensure that all vulnerable people, whether children, young people or adults
at risk, are protected and kept safe from harm while they are with volunteers in this
organisation.
For the purpose of this policy, children are defined as those aged under 18 years.
The policy should be used in conjunction with associated policies and documents. It is the
intention of the RSPBA DP&A Branch to review its Child Protection Policy and Procedures
every 3 years or sooner, taking into account any new legislation and lessons learnt.
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Our policy is based on the following principles:
• The welfare of children is always our primary concern
• All children have the right to be protected from abuse regardless of their age, culture,
disability, gender, language, racial origin, socio-economic status, religious belief and/or
sexual identity
• Protecting children and young people is everyone’s responsibility
• All children have a right to express their views on matters affecting them.
We will:
• Treat everyone with respect
• Respect and promote the rights, wishes and feelings of children
• Provide time for children to talk to us and listen to what they say
• Encourage children to respect and care for others
• Keep a register of every child involved in our activity where RSPBA DP&A Angus Branch
and taking responsibility for children and young people and include relevant medical
details and have a contact name and number in case of emergencies
• Respect confidentiality and only share information/concerns with the people who need to
know in order to protect the child
• Recruit, train and supervise those who work (paid and unpaid) using the procedure for
safe recruitment
• Take action to stop any inappropriate verbal or physical behaviour including bullying
• Take all concerns/allegations seriously and respond appropriately in line with these Child
Protection Procedures. We will refer not investigate.
• Encourage parents to become involved in the organisation and, when requested, provide
them with copies of all guidelines and procedures
The Chairperson of the RSPBA DP&A Branch (or his/her representative) will be the
Association’s nominated Child Protection Lead Officer.
In all of our activities, if we have suspicions about a child’s physical, sexual or
emotional well-being, we will take action.
All volunteers are encouraged to share concerns with the Child Protection Lead Officer. If the
situation is clearly an urgent case, the child is too frightened to go home or we have very
serious doubts about the child’s safety we will contact Social Work Services or the Police
immediately.
If our concerns are more general about a child’s welfare, then we will discuss these with the
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Child Protection Lead Officer who will then make a referral to an appropriate professional for
assessment of the child’s needs. It is important that all employees and volunteers
communicate concerns accurately. To this end, volunteers will follow the procedures below:
1. Upon receipt of any information from a child or suspicions of abuse towards a child, it is
necessary to make an accurate and detailed written record of what they have seen,
heard or know, at the time the event occurs;
2. Share their concerns with the Child Protection Lead Officer and agree what action to
take;
3. Avoid asking any more questions than are necessary to clarify whether there is a
concern. Always REFER to statutory services to undertake in depth INVESTIGATION of
any suspicions or allegations of abuse.
If we have concerns we must act – it may provide the critical support that is needed to
protect that child and may also prevent further children from being hurt.
Review
This Policy and Procedures will be regularly monitored and reviewed:
• When there is a change in legislation or guidance on the protection of children or
changes within the RSPBA DP&A Branch
• Following any issues or concerns raised about the protection of children in this
organisation
• In all other circumstances, at least every 3 years
The RSPBA DP&A Branch will facilitate the safeguarding of children by:
1. Ensuring that the welfare of the child is our overriding consideration in any decisions
taken that may affect the child
2. Ensuring that our volunteers operate within the RSPBA DP&A Branch Code of Conduct
3. Providing Guidance to our branches, bands employees, volunteers, parents and carers
on protecting children
4. Complying with good practice through our Policy on Safe Recruitment
5. Appointing a designated Child Protection Officer who will liaise with Branches and bands
on matters of Child Protection.
6. Advising on Child Protection Training Needs
7. Providing guidance on dealing with bullying
8. Responding to reported incidents in accordance with our Reporting Procedures.
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The Royal Scottish Pipe Band Association,
Dundee, Perth and Angus Branch
Policy on safe recruitment of volunteers
The RSPBA DP&A Branch aims to ensure that any vulnerable people, whether children, young
people or adults at risk, are protected and kept safe from harm while they are with volunteers
in this organisation. In order to achieve this, volunteers who are carrying out regulated work for
our organisation will be carefully selected, screened, trained and supervised.
Selection
Applicants to our organisation will complete an application form. Short listed applicants will be
asked to attend interview. Short listed applicants will be asked to provide references and these
will always be taken up prior to confirmation of an appointment.
Screening
Where relevant to the post, successful applicants will be asked to agree to an appropriate
disclosure. Disclosures/ PVG Scheme Record Update will be requested prior to the applicant
taking up post.
Training
Successful applicants will receive induction training, which will give an overview of the
organisation and ensure they know its purpose, values, services and structure. Relevant
training and support will be provided on an on-going basis, and will cover information about
their role, and opportunities for practicing skills needed for the work. Training on specific areas
such as health and safety procedures, identifying and reporting abuse, and confidentiality will
be given as a priority to new staff and volunteers, and will be regularly reviewed.
Supervision
All volunteers will have a designated supervisor who will provide regular feedback and
support.
Every volunteer will attend an annual review, where their performance, skills, motivation and
expectations will be discussed. Annual reviews will be recorded and copies made available to
the member of staff / volunteer.
We will ensure that all volunteers involved in recruitment, training and supervision, are aware
of this policy and have received appropriate training and support to ensure its full
implementation.
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The Royal Scottish Pipe Band Association,
Dundee, Perth and Angus Branch
Procedure for safe recruitment of volunteers
The RSPBA DP&A Branch recognises the necessity for appropriate governance of our
recruitment procedures and its relationship with our Child Protection Policy and Procedures.
We will address recruitment and selection of adjudicators, assessors, instructors and
volunteers by doing the following.
1. We accept that it is our responsibility to check that all adults in positions requiring
disclosure checks have been appropriately vetted;
2. We will ensure that every new volunteer will complete a Personal Profile Form.
3. We will make a request for previous addresses on volunteer/job application forms;
4. We will ask for the names of two referees who will be prepared to provide a written
reference;
5. We will follow up each reference with a telephone call or personal contact during which
we will discuss the applicant’s suitability to work with children. A record of this discussion
will be kept in the applicant’s file;
6. We will interview prospective volunteers;
7. We will note at interview all previous experience of volunteers in working with children;
8. We will carry out a probationary period for all volunteers of at least 6 months;
9. We will ensure all volunteers will be supervised as appropriate
10. We will notify Disclosure Scotland if anyone on the Disqualified from Working with
Children List applies to work for or volunteer with our group;
11. We will ensure that all volunteers sign up to operating within the RSPBA DP&A Branch
Code of Practice;
12. We will remove from unsupervised contact with children, any volunteer whom we know
or suspect to have caused harm to a child or to have placed a child at risk of harm and
we will notify Disclosure Scotland of our actions and the reasons for them, even if that
person has left our Association.
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The Royal Scottish Pipe Band Association,
Dundee, Perth and Angus Branch
Code of Conduct and Good Practice Guidance for Branch Bands and
Volunteers
Name
Position held within RSPBA DP&A Branch
(instructor, Adjudicator, Steward, other)
Or
Band Name
Name of representative of Band
I agree to uphold the proud traditions of the Royal Scottish Pipe Band Association
and recognise my responsibilities in ensuring that children and vulnerable adults
are protected from harm. I agree to operate within the RSPBA DP&A Branch Code of
Conduct and follow the RSPBA DP&A Branch Good Practice guidelines.
Signed
Date
Code of Conduct
I will:
• Always put the care, welfare and safety needs of a child first
• Respect a child’s right to be involved in making choices and decisions which directly
affect them
• Respect a child’s culture (e.g. faith and religious beliefs) and right to privacy and
personal space
• Respond sensitively to children who seem anxious about participating in certain activities
• Speak to someone in charge immediately if I am worried about a child
• Be aware of and sensitive to the vulnerabilities of some children e.g. children with a
disability; children from Gypsy and Traveler Communities; minority ethnic children
• Avoid being alone with children and will ensure that when working with children I will be
at least within sight and hearing of other adults
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• Listen carefully to any child who tells me that they are being harmed and report
immediately to the person in charge/ RSPBA DP&A Branch Child Protection Lead Officer
or his / her representative.
• Never dismiss what a child tells me as ‘lies’ or exaggeration
• Always give constructive feedback and not negative criticism
• Always ensure that first aid is administered by people who have relevant training and
qualifications
I will not:
• Exaggerate or trivialise any concern about a child or ignore allegations of suspicion of
abuse
• Discuss personal issues about a child or their family with others except the Child
Protection Officer or Social Work Services/Police where I am concerned about the child’s
well-being
• Make derogatory remarks, gestures or use inappropriate language in front of children
• Allow a child to be bullied or harmed by anyone in the organisation
• Allow children to swear or use sexualised language unchallenged
I will never:
• Hit, push or grab a child or young person
• Engage in sexually provocative games, including horseplay
• Engage in or allow others to engage in touching a child in a sexually provocative way
• Make sexually suggestive comments to a child, even in fun
• Form intimate physical or emotional relationships with children
• Harass or intimidate a child or worker/volunteer, particularly because of their age, ‘race’,
gender, sexual orientation, religious belief, socio-economic class or disability
• Invite or allow children to stay with me at my home in the context of my role within the
organisation
• Contact children and young people by phone, text or email without parental knowledge
or consent
• Contact children and young people through chat rooms and social networking sites
including Facebook, Twitter and MSN, BBM, etc.
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Good Practice Guidelines
Photographing, videoing and filming
Publications and websites are a great way to promote the achievements of children. However,
there is evidence that some people have used activities as an opportunity to take inappropriate
photographs or film footage of children. Some children may be subject to statutory Child
Protection measures and to reveal their whereabouts may place them at risk.
The RSPBA DP&A Branch recommends the following measures as good practice and will
contribute to a child’s safe participation in branch/band activities.
•
The RSPBA DP&A Branch reserves the right at all times to prohibit the use of
photography, film or video at any event or activity with which it is associated
•
Consent should always be obtained from the parent/carer and child and photographs
should avoid naming children unless parent/carer and child have granted permission
•
No unsupervised access or one-to-one sessions should be permitted unless this is
absolutely necessary and has been approved in advance by the child and parent/carer.
•
People are made aware where they can report concerns about the use of photographs
and films to the RSPBA DP&A Branch Child Protection Officer and/or the police
Publications and websites
•
Always obtain consent from the child and parent/carer before displaying pictures or
information
•
Never include personal information that could identify a child or place a child at risk e.g.
full name, home address, e-mail address, telephone number, dates, and place and times
activities take place. Instead give the contact details of a group leader who can deal with
requests for information about the organisation
Transporting children
•
Request written parental/carer consent and ensure vehicles are correctly insured.
•
Inform another member of the organisation that you are transporting a child giving
details of the route and the anticipated length of journey.
•
Take all reasonable safety measures e.g. child in the back seat, booster seats where
appropriate and seatbelts worn.
•
Ensure, where possible, a male and female accompany mixed groups of children.
•
Always plan and prepare a detailed programme of activities and ensure copies are
available for other members and parents including a list of emergency contacts and
medical information available.
•
Ensure that there has been a thorough assessment of the risks and that appropriate
adult-child ratios for supervision are in place.
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The Royal Scottish Pipe Band Association,
Dundee, Perth and Angus Branch
Guidance on dealing with bullying
The RSPBA DP&A Branch does not tolerate bullying in any form. We will investigate any
incidences of bullying reported to us.
Bullying is a form of abuse. It may be seen as particularly hurtful behaviour usually repeated
over a period of time, where it is difficult for those bullied to defend themselves. In some cases
of bullying it may not be an adult bullying a young person. Children and young people may
also be responsible for bullying. Adults within the organisation may also experience bullying in
some form.
We will encourage children, young people and adults to talk about bullying and report any
concerns that they may have. It is everyone’s responsibility to eradicate bullying in every form
that it may take.
Bullying can take many forms including:
 Physical e.g. hitting, kicking, theft
 Verbal e.g. threats or name-calling
 Emotional e.g. isolating a child from the activities
 Harassment e.g. using abusive or insulting behaviour in a manner intended to cause
alarm or distress.
Bullying can be difficult to identify because it often happens away from others and victims do
not often tell. Often, there may be some signs which indicate a child is being bullied.
The child or young person may:

Hesitate to come to branch activities or is reluctant to be with particular individuals in the
branch

Often be the last one picked for an event or is subject to ridicule or name- calling by
other people attending the event

Have clothing, personal possessions or musical instruments go missing or damaged

Have bruising or some other injury, become uncharacteristically nervous/withdrawn or
aggressive
Helping the child or young person:
• Take bullying seriously. Ensure the child is safe
• Encourage all children to speak and share their concerns
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• Reassure the victim that you can be trusted and will help, although you cannot promise
to tell no one else
• Keep records of what is said i.e. what happened, by whom and when
• Report any concerns to the RSPBA DP&A Branch Child Protection Lead Officer where
the bullying is occurring.
Action towards the person displaying bullying behaviours:
 try to help him/her understand the consequences of his/her behaviour and seek an
apology from him/her
 Inform the parents/carers and impose sanctions as necessary. Encourage and support
him/her to change behaviour
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The Royal Scottish Pipe Band Association,
Dundee, Perth and Angus Branch
Secure Handling, Use, Storage and Retention of Disclosure
Information
For the purpose of this policy, PVG Scheme Records, PVG Scheme Record Updates,
Standard and Enhanced disclosures will be referred to as Disclosure Records.
This policy is for Volunteer Scotland Disclosure Services enrolled organisations accessing
Disclosure Records for the purpose of assessing individual’s suitability for paid and/or unpaid
work.
In accordance with the Scottish Government Code of Practice, for registered persons and
other recipients of disclosure information, will ensure the following practice.
Disclosure records will only be requested when necessary and relevant to a particular post
and the information provided on a disclosure record will only be used for recruitment purposes.
RSPBA, DP&A Branch will ensure that an individual’s consent is given before seeking a
disclosure record, and will seek their consent before using disclosure information for any
purpose other than recruitment. Furthermore, RSPBA, DP&A Branch will ensure that all
sensitive personal information that is collated for the purposes of obtaining a record will be
managed confidentially at all times by those involved in the Disclosure process.
Disclosure information will only be shared with those authorised to see it in the course of their
duties.
Disclosure information will be stored in a locked non-portable container and we will not retain
such information for longer than it is relevant to their needs. Only those authorised to see this
information in the course of their duties will have access to this container. Disclosure
information will be destroyed by shredding. No image or photocopy of the disclosure
information may be retained. Recipients of disclosure information may, however, keep a
record of the following:






Date of issue of disclosure record
Name of subject
Disclosure type
Position for which the disclosure was requested
Unique reference number of disclosure
Recruitment decision taken
RSPBA, DP&A Branch will ensure that all staff with access to disclosure information are
aware of this policy and have received relevant training and support. RSPBA, DP&A Branch
undertakes to make a copy of this policy available to any applicant for a post with RSPBA,
DP&A Branch that requires a Disclosure.
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The Royal Scottish Pipe Band Association,
Dundee, Perth and Angus Branch
Child Protection Reporting Procedures
Child abuse can take place within a number of settings. It is crucial that those involved in pipe
bands are aware that all allegations of child abuse are taken seriously and that appropriate
action is taken.
It is not your responsibility to decide whether or not child abuse is taking place. However, it is
your responsibility to inform the appropriate agencies of possible abuse so that they can then
make inquiries and take any necessary action to protect the child. This applies both to
suspicions of abuse occurring within the context of branch activities and to allegations that
abuse is taking place elsewhere.
The RSPBA DP&A Branch is also duty bound to report to Disclosure Scotland (immaterial of
whether the individuals concerned are PVG members or not) any circumstances where we
have concerns about the conduct of a member towards a child or vulnerable adult irrespective
of whether the member is current or has left and especially if the organisation has had cause
to remove the member from a child or vulnerable adults.
These reporting procedures explain how you should respond to such concerns.
Receiving evidence of possible abuse.
You may become aware of possible abuse in various ways. You may see it happening; you
may suspect that it is occurring; it may be reported to you by someone else, or it may be
reported to you directly by the child affected.
In all of these cases, it is particularly important to respond appropriately. If a child says or
indicates that he or she is being abused, or information is obtained which gives you concern
that a child is being abused, you should:
 React calmly so as not to frighten the child
 Tell the child that he/she is not to blame and that it was right to tell
 Take what the child says seriously, recognising the difficulties inherent in interpreting
what is said by a child who has a speech disability and/or differences in language
 Keep questions to the absolute minimum necessary so that there is a clear and accurate
understanding of what has been said. Be careful not to ask leading questions
 Reassure the child, but do not promise to keep the matter secret – explain that to resolve
the problem it will be necessary to inform other people as appropriate.
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Recording information
All information arising in relation to child protection is highly sensitive and confidential.
Accordingly, it should be held under secure conditions and only made available to those who
have a definite need for it. You should make a note as soon as possible of whatever
information you obtain, both for your own future reference and possibly for passing on to
others, and to appropriate agencies such as Local Authorities’ Social Services or the Police.
You should confine yourself to the facts, and distinguish between what is your own personal
knowledge and what you have been told by other people. You should not include your own
opinions on the matter, to avoid the possibility of libel.
Information should include the following:
• The nature of the allegation, in as much detail as possible, including times, dates,
locations and other relevant information
• Details of the child involved, including name, age, address and other contact details, and
identifying who has parental responsibility for the child
• Details of the person against whom the allegation is made, including name, relationship
with the child, age and contact details (if known)
• The identity and contact details of any informants or other witnesses
• The child’s account, if he or she can give one, of what has happened
• A description of any visible bruising or other injuries
• Details of who else has been informed of the alleged incident
• Any other relevant information
• An RSPBA DP&A Branch referral form is attached for your information.
Reporting Concerns
If you have concerns about a child, you must report these concerns to the RSPBA DP&A
Branch Child Protection Lead Officer and follow the steps laid down in the RSPBA DP&A
Branch Reporting Procedures. This will help the well-being of any child concerned and also
protect branch members and volunteers.
Investigating child abuse is a very complex and detailed process. Volunteers must remember
that they are not responsible for deciding whether or not abuse has taken place; rather they
are responsible for reporting their concerns to the relevant person. The flow diagram outlined
below sets out the procedure for the reporting of child protection concerns. In the event of the
Child Protection Lead Officer not being available, you should proceed to the next stage of the
reporting procedure. The Child Protection Lead Officer should be advised of such actions as
soon as practical.
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Reporting Procedures Flow Diagram
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The RSPBA DP&A Branch expects its members and volunteers to discuss any concern they
may have about the welfare of a child immediately with the person in charge, and
subsequently to check that appropriate action has been taken.
The discovery that a branch member or volunteer may be abusing a child will raise feelings
and concerns among other members or volunteers, and it can be inherently difficult to report
such matters. However, it is important that any concerns for the welfare of the child arising
from abuse or harassment by a member of staff or volunteer should be reported immediately.
However, for volunteers, if the abuse is alleged to have occurred within the context of branch
activities, it may also require disciplinary action by the branch. If the matter is being
investigated by the police and/or social services, the branch/ band may decide to await the
outcome of these investigations, which may well influence a disciplinary investigation, although
not necessarily so. In appropriate cases, the branch/band will suspend the individual
concerned while an investigation is taking place. This is not intended to prejudge the outcome
of the investigation, but simply to remove the individual from contact with children until the
investigation is concluded.
Confidentiality
Every effort should be made to ensure that confidentiality is maintained for all concerned.
Information should be handled and disseminated on a need to know basis only. This includes
the following people:

The Event Organisers.

The parents of the person who is alleged to have been abused

The person making the allegation.

Social Work Services/Police.

Seek advice from Social Services on who should approach the alleged abuser (or
parents if the alleged abuser is a child).
Information should be stored in a secure place with limited access to designated people, in line
with data protection laws (e.g. that information is accurate, regularly updated, relevant and
secure).
There is information however, which must be passed on to the Designated Person. This
includes information that a child has been harmed or is at risk of harm. The legal principle
states that the “welfare of the child is paramount” and this means that considerations of
confidentiality can never override the right of a child to be safe from harm.
Conclusion
The RSPBA DP&A Branch is determined to ensure that children and young people can
participate in all forms of pipe band activity with their safety being of paramount importance. All
members of the RSPBA DP&A Branch should be aware of their responsibilities towards the
children and young people in their care. This approach will help protect not only the welfare of
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any child concerned, but also protect members of staff and volunteers.
Questions and answers.
What should I do if I have any reason to suspect a child or young person in a Royal
Scottish Pipe Band Association Dundee, Perth and Angus Branch activity or event is being
abused?

Inform the RSPBA DP&A Branch Child Protection Lead Officer (or his/her
representative)

Make a written record of all details of the facts known to you as soon as possible,
and give a copy to the RSPBA DP&A Branch Child Protection Lead Officer (or his/her
representative)
What should I do if a child or young person tells me about abuse by someone else?

Stay calm, do not be shocked, and try to act normally

Allow the individual to speak freely, without interruption, but do not question them or
attempt to investigate the matter

Offer support and reassurance; assure them that you believe what they say


Explain that you cannot keep it a secret and that you will speak to the RSPBA DP&A
Branch Child Protection Lead Officer (or his/her representative)
about it. Never promise a child that you will keep it a secret

Report the matter as detailed above
What Should I do if I receive an allegation of abuse about any other RSPBA official
or volunteer?

Immediately inform the RSPBA DP&A Branch Child Protection Lead Officer (or his/her
representative) and keep a written record of all the facts as you know them

Try to ensure that no one is placed in a position which could lead to further
compromise

In all cases you must refer the matter to a member of the RSPBA DP&A Branch
Child Protection Lead Officer (or his/her representative) - do not try to deal with any
possible cases of abuse on your own.
If in doubt – report it. The one thing you must not do – is nothing
The RSPBA DP&A Branch Child Protection Lead Officer – Tel No.
07980 776387
Local Authority Child Protection Contacts:
Perth & Kinross – 01738 476768
Angus – 01307 473751
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Dundee – 01382 307940
Fife – 01383 602200
The Royal Scottish Pipe Band Association, Dundee Perth and Angus
Branch
Child Protection Referral form
Child’s Name
Age
Address (if known)
Female parent/carer
Address
Telephone numbers
Home
Mobile
Other relevant information (ie,
siblings, additional support
needs, communication
difficulties etc.)
Referred to (contact details)
Name
Address
Position
Referred by (contact details)
Date of referral
Name
Address
Position
Signature of referrer
Signed
Signed
Date
Date
Details of referral
Location
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FERRAL FORM
Please provide reason for
referral. (Identify nature of
allegation, what your concerns
are and why they have arisen,
the identity and contact details
of any informants or witnesses,
details of any person against
whom the allegation is made.)
If the concern has been
raised by the child or you
have spoken to the child,
please record in the child’s
own words what has been
said.
Details of who else has been
informed of the alleged
incident.
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