FAQ

You should follow your club's Child Wellbeing and Protection policy and speak to the CWPO.

You can also seek advice from:

  • The Child Wellbeing and Protection Officer for your sport's governing body. Details are available on your governing body's website.

  • To contact social work services, you will find local numbers at
    social-services

A child protection concern is a matter for the statutory agencies so it must be referred to the police or social work services without delay.

  • Contact the police on 101 or in an emergency 999.

You should follow your club's Child Wellbeing and Protection policy and speak to the CWPO.

For any child wellbeing concern it is important that it is discussed with the child and the parents.

Sources of support include:

  • The child or young person's school

  • The Child Wellbeing and Protection Officer for your sport's governing body. Details are available on your governing body's website.

  • To contact social work services, you will find local numbers at
    social-services

Please use your club email address if you have one rather than your personal one. This will mean if a different volunteer takes over from you, you are not receiving unwanted emails into your inbox!

That's not a problem if this is the one you usually use. The information being entered is not sensitive data so if other club personnel see it, it should not be an issue.

The main thing is that you, and any other individuals at the club who are tasked with using the tool directly, are the people who make all the changes to content - that way you can ensure consistency.

The only reasons your email address will be used is in relation to your use of the tool. We are bound by law about this and ensuring we make this very clear to you.

Generic emails and prompts will be issued on completion of the tool, when you have not used the tool for a while and when it is time for a review of the information you entered. See the terms and conditions section of the tool for further information on this.

Click on the 'Forgotten your password?' link and follow the instructions.

If you are part of a multi-sport club where the same name could be used by different sports under the club's name, write in your sport too e.g. Glasgow Sports Club football.

You can select multiple areas from the drop-down list if required.

If your sport isn't listed, please select 'Other' and then record your sport in the text box.

We require your consent to share your self assessment information with sportscotland, Children 1st and your governing body if you are affiliated to one. (Your action plan will not be shared.) This is for the purpose of identifying appropriate training and support, as well as the development of resources to help clubs meet the Standards.

Only your self assessment information will be shared - that is how you have 'assessed' your club against the Standards. Anything you add to the action plan will not be shared.

If you are affiliated to a governing body of sport, and you indicate this here, you will be able to access their child wellbeing and protection web pages throughout the tool. This will give you access to sport specific resources, which will help you put in place the relevant policies and procedures needed to keep children and young people safe in your club. You will also have access to generic resources at the same time, so that if a sports specific resource isn't available, you still have what you need.

Where your governing body asks you to meet certain affiliation requirements relating to safeguarding, the questions in the tool that relate to these will also be shown as 'In Place'.

It is worth remembering that the governing body you indicate you are affiliated to, will receive your self assessment information. This is the only information that will be shared - the action planning information and history will not.

If you don't indicate that you are affiliated to a governing body of sport, you will be given access to generic resources throughout the tool that are not sport specific. These will help you put in place the relevant policies and procedures needed to keep children and young people safe in your club.

We have listed only those SGBs who are currently invested by sportscotland. If your affiliated SGB is not on this list, please select 'Not Affiliated'.

The profile page is currently not editable. You will need to clear your data and start again.
To do this Select 'Profile' from the top of the page and navigate to the 'Admin' tab.
You can select the 'Delete your data', this will return you to the terms and conditions page and an empty Profile.

If you have assessment information you wish to keep, please navigate to Actions list via the 'Actions' menu item and choose the 'Export' button at the foot of the Action/Task list.

Apologies we will add this ability in a future version.

As the owner of a club profile, you have the ability to share access with 2 other contributors.

    To do this, follow these steps:
  1. Navigate to Profile/Access Tab
  2. Enter First name, Surname and Email of the user you want to invite
  3. Select New share
  4. The details will be added to the list and an email posted to the new contributor and the status will show as ‘Requested’
  5. When the contributor registers or signs in again their status will be set to ‘Enabled’
Some points to note:If you enter an invalid email address you will not receive a notification that it was not delivered.
You have the ability to remove the entry and start again with the correct email address.

If you enter a different first name and/or surname than the user uses, don’t worry - when the user enters the correct name and email address, the list will be updated with these details.

  1. Navigate to Profile/Access Tab
  2. Enter First name, Surname and Email of the user you want to invite as a contributor
  3. Select New share
  4. Once the contributor logs in and verifies their account you can click the New Owner option
  5. Click the check box next to the contributor and then click the Select option to set them as the New Owner
  6. They will not become the New Owner until their next login, at which point the ownership is transferred
If you change your mind and the contributor is not yet the Owner you can click the Revoke button to remove the setting and return the Owner to original.
If you don’t see any checkboxes, then your contributors have not been verified yet.

  1. Navigate to Profile/Access Tab
  2. Enter First name, Surname and Email of the email address you now want to use
  3. Select New share
  4. Log out
  5. You must now login in with your new email address so that it can be verified
  6. Log out again and login as the original email address
  7. Make your new email address the owner
  8. Log out again and login with your new email address
  9. You will now be the new owner of the profile

You will need to ask the owner of the club profile to create you as a new contributor so that they can share access with you, using your new email address.
Once you receive an email to your new address you can then log into the club and continue with your new email address.

As the owner of the club profile you can remove the contributor with the incorrect email address and share again with the new email address.

The system will work on a rolling 4 year retention of data.
As the club profile record is updated there is an audit trail of changes made.
This is the data that will be deleted on a rolling period.

If the club is not accessed within a 3 year period by any owner or contributor all the data will be cleared for that club profile.

If a user does not access the system for 3 year period they will be deleted from the system.

Notification by email will happen before any of these events take place.

If you click on the 'Standards' link at the bottom of the page, you will be taken to Child Wellbeing and Protection in Sport's web pages where you will find an infographic of the Standards in addition to a more detailed document with both the Standards and the minimum criteria.

Instructions on completing the tool can be found in the 'About this Section' tab.

You need to answer all the questions for a Standard before you can move onto writing the actions for it and thereby creating your action plan.

When you have answered all the questions for a particular Standard, you will see that the button next to it changes to 'Actions'.

FAQ - Dashboard getting started.pdf
FAQ - Making your assessment.pdf

If you click on the information button you will see the 'Why is this important' tab which explains what the question is about.

If you click on the information button you will get all the information you need on how to put it into place, including links to helpful resources and templates. This information is also available later on when you start creating your action plan.

No, your answers will be saved, and you will be able to pick up where you left off the next time you log in.

The tool does not currently have this functionality. This will be added in a future version.

You can change your assessment for any question - for example 'getting there' to 'in place' - in the Update Assessment section. This is in the action planning area, which you can get to by clicking on the Actions button next to the relevant bar on the dashboard or the Actions tab at the top of any page.

Once in the action planning area, you can click on the Actions button next to the relevant question that you want to update.

FAQ - Actions.pdf

Guidance on how to complete a To Do list can be found in the 'About this Section' tab.

The To Do list function is there to help you make a note of tasks against any question including those that are not yet 'In place'.

You can therefore enter anything you need in here but just make sure not to include any personal or sensitive information.

Information provided in your To Do list should not include any personal or sensitive information. This means it should be generic and not related to or mention any specific cases or persons.

You can use the drop-down menus in the Filter Options to filter the questions (called Actions here) and To Do list down to a particular standard.

Yes, you can. Do this by clicking 'Export'. This will export your action plan to Excel and you can further filter, sort and print from there.

  • Child Abuse
    • Abuse and neglect are forms of maltreatment of a child. Somebody may abuse or neglect a child by inflicting, or by failing to act to prevent, significant harm to the child. Children may be abused in a family or in an institutional setting, by those known to them or, more rarely, by a stranger.
    • Abuse can take many forms, for example, emotional, neglect, sexual, physical.
  • Child Wellbeing
    • The 8 wellbeing indicators state that children and young people should be: healthy, achieving, nurtured, active, respected, responsible, included and safe.
    • In sport, it is essential that we understand not only how participation contributes to these wellbeing indicators, but also what we need to do if we are ever worried that something is impacting a child’s wellbeing.
  • CWPO
    • Child Wellbeing & Protection Officer.
    • (Some clubs may have different names for this role e.g. Child Protection Officer, Safeguarding Officer, Wellbeing Officer).
  • CWPS Training
    • Child Wellbeing & Protection in Sport Training
    • For those who are 16 years + and in regulated work, delivering or leading sporting activities.
    • Training (sportscotland.org.uk)
  • CWPO Training
    • Child Wellbeing and Protection Officer Training
    • For Child Wellbeing and Protection Officers or those in a similar role who are aged 18 years and over.
    • Training (sportscotland.org.uk)
  • Digital Communication
    • Any type of communication that relies on the use of technology.
    • There are many types such as email, phone calls, video conferencing, instant messaging like SMS and web chats.
  • Disclosure Scotland
    • Disclosure Scotland is an Executive Agency of the Scottish Government and helps employers make safer decisions when recruiting people. It also makes sure unsuitable people don't work with vulnerable groups, including children and protected adults.
    • It does this through providing disclosure certificates that give details of an individual’s criminal convictions as well as through managing the Protection of Vulnerable Groups (PVG) scheme – a membership scheme for those working with children or vulnerable adults.
    • Disclosure Scotland - mygov.scot
  • GIRFEC
    • Getting it right for every child (GIRFEC) is the national approach to improving the wellbeing of children and young people. Through policy and the delivery of services at national and local level, it supports families by making sure children and young people can receive the right help, at the right time, from the right people. The aim is to help them to grow up feeling loved, safe and respected so that they can realise their full potential.
    • Getting it right for every child (GIRFEC) - gov.scot (www.gov.scot)
  • Personal identifiable information
    • Personally identifiable information is information that, when used alone or with other relevant data, can identify an individual.
  • Regulated Work
    • The PVG Scheme only applies to individuals carrying out 'regulated work' (this can be paid or unpaid). There are 2 types of regulated work – work with children and work with protected adults. In sport regulated work with children usually includes caring for, training, supervising or being in sole charge of a child as part of a volunteer or staff member’s ‘normal duties’.
    • Types of work covered by PVG - mygov.scot
  • SGB
  • SHANARRI Indicators
    • The Getting it right for every child (GIRFEC) approach supports children and young people so that they can grow up feeling loved, safe and respected and can realise their full potential.
    • At home, in school or the wider community, every child and young person should be: Safe; Healthy; Achieving; Nurtured; Active; Respected; Responsible; Included
    • These eight indicators are often referred to by their initial letters – SHANARRI.
    • Getting it right for every child (GIRFEC): Wellbeing (SHANARRI) - gov.scot (www.gov.scot)
  • Statutory Agency
    • Government agency or body such as local authorities (including Social Work Services), Police, and health services.
  • VSDS

    • Throughout this tool, you will find links to different procedures and policies that you need in your club to better safeguard children and young people. You will also find suggestions on how to implement these.

    Your Governing Body's Child Wellbeing and Protection Officer may also be able to help - find their contact details on their website.

    Check out the Child Wellbeing and Protection in Sport website for more useful information to help you in this area.

    That's brilliant that you are able to build on the work you have done to keep children and young people safe at your club.

    Firstly, keep doing what you are doing!

    To build on this, take it one step at a time. Decide on, for example, one particular Standard or area you would like to work and build on. Have a discussion with other volunteers about what is currently being done and what could be put in place to take it further.

    Ask children and young people. Explain to them how you are doing things just now and ask them for ideas about how they think it can be improved.

    Check out the Child Wellbeing and Protection in Sport website for advice and information about child wellbeing and protection, including good practice guides compiled from what others are doing in this area. These will give you ideas on how you may want to progress.

    Use the action planning section of the tool to create your tasks.

    Find a list of sports with recognised governing bodies on the sportscotland website sportscotland.org.uk