SHMA is committed to Keeping Children Safe in Education, safeguarding and promoting the welfare of children in Martial Arts.

 

All children are entitled to feel safe and protected from any form of abuse and neglect, and have the right to take part in martial arts in a safe, positive and enjoyable environment.

 

Keeping children safe in education, Safeguarding and promoting the welfare of children is defined within statutory guidance “Working Together to Safeguard Children” as protecting children from maltreatment; preventing impairment of children’s health or development; ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and taking action to enable all children to have the best outcomes.

 

Our Safeguarding statement is based on the following points to maintain our primary goal of keeping children safe in education.​

 

• The welfare of the child (Student) is paramount.

• All participants regardless of age, sex, ability or disability, race, colour, nationality, ethnic or national origin, religion or  belief, size, or sexual orientation have the right to protection from harm on any platform.

• All allegations, suspicions of harm and concerns will be taken seriously and responded to swiftly, fairly and appropriately,

• We will all work together to promote student welfare, health and development.​

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Key Terms​

 

Safeguarding Team

The Safeguarding Team consists of the Designated Lead Protection Officer and the Welfare officer.

 

Children 

The UN Convention on the Rights of the Child defines a child as anyone under 18. The UK has ratified this convention. For the purposes of this Safeguarding Statement this legal definition applies.

 

Children’s Workforce

Everyone who works with children either as a volunteer or as an employee is part of the children’s workforce.

 

Disclosure and Barring Service (DBS)

The DBS is responsible for processing requests for criminal records checks, taking decisions on whether it is appropriate to place a person on or remove a person from the DBS Children’s or Adults’ Barred List for England, Wales and Northern Ireland.

 

Regulated Activity

‘Regulated Activity’ means the statutory definition of the term as set out in the Safeguarding Vulnerable Groups Act 2006 (as amended) (“SVGA”) that for the SHMA purposes shall be construed as meaning: any coaching and training of children; and/or any teaching, instruction, care or supervision of children, carried out by the same person frequently (once a week or more often), or on four or more days in a 30 day period, or overnight.​​

 

Instructors, Senior Class Assistants, Junior Class Assistants & Volunteers​

 

Snow Herons Martial Arts (SHMA) is committed to safeguarding and promoting the welfare of all children and young people. We expect every Instructor, Senior Class Assistant, Junior Class Assistant and volunteer to share this commitment and to play an active role in creating a safe, positive and supportive training environment.​

 

Every child has the right to participate in martial arts in an environment where they feel safe, respected and valued. SHMA is committed to taking all reasonable steps to ensure that only suitable individuals are entrusted with positions of responsibility involving children and young people.​

 

All Instructors, Senior Class Assistants, Junior Class Assistants and volunteers are expected to understand their safeguarding responsibilities, follow SHMA safeguarding procedures and contribute to the ongoing protection and wellbeing of every student. They must know how to recognise and respond appropriately to safeguarding concerns and understand when concerns should be reported to the Class Instructor, Chief Instructor, Designated Safeguarding Lead (DSL), the Local Authority Designated Officer (LADO), Children's Services or the Police, where appropriate.​

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Senior Instructors responsible for regulated activities are expected to hold an Enhanced DBS certificate (where required by their role) and complete recognised safeguarding training, such as the NSPCC Child Protection in Sport and Physical Activity course or an equivalent safeguarding qualification.

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SHMA believes that appropriate safeguarding checks, regular safeguarding training, effective supervision and clear operating procedures help protect children from both intentional and unintentional harm. Through regular monitoring, open communication and a culture of shared responsibility, we aim to provide a safe, welcoming and enjoyable environment for everyone.

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Junior Class Assistants are students under the age of 16 who are developing leadership and teaching skills as part of their Black Belt preparation, volunteering for the Duke of Edinburgh's Award, or who have been invited by the Chief Instructor to assist within classes where they can gain confidence while acting as positive role models for younger students. Junior Class Assistants who regularly assist classes are required to wear the official SHMA Orange Class Assistant T-shirt to clearly identify their role. They must always work under the direct supervision of an Instructor or Senior Class Assistant and must never be left solely responsible for supervising students or conducting a class. Junior Class Assistants may only carry out duties authorised by the supervising Instructor or Senior Class Assistant. They must not alter lesson content, dismiss students, authorise students to leave the training area or make decisions regarding student welfare without permission from the supervising Instructor. If a Junior Class Assistant needs to leave the class for any reason, they must first obtain permission from the supervising Instructor to ensure appropriate supervision is maintained at all times.

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Safeguarding is everyone's responsibility. All Instructors, Senior Class Assistants, Junior Class Assistants and volunteers are expected to challenge or report any behaviour that conflicts with SHMA's Principles, Studio Rules, Code of Conduct or Safeguarding Policy, regardless of whether it appears minor or is intended as a joke. Prompt reporting of concerns helps prevent bullying, inappropriate behaviour and safeguarding issues, ensuring that SHMA remains a safe, respectful and supportive environment for every student.

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Roles & Responsibilities

Snow Herons Martial Arts (SHMA) recognises that safeguarding is everyone's responsibility. We are committed to creating and maintaining a safe, positive and inclusive environment where every child, young person and adult at risk is protected from harm and able to participate in martial arts with confidence.

 

SHMA follows the principles of Keeping Children Safe in Education (KCSIE) and works in partnership with parents, schools, venue providers and statutory agencies to safeguard and promote the welfare of all students.

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Designated Safeguarding Lead (DSL)

SHMA has appointed a Designated Safeguarding Lead (DSL) who has overall responsibility for the management and implementation of the SHMA Safeguarding Policy.

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Faith Carmichael

Email: Carmichael6326@gmail.com

Email: snowheronsmartialarts@gmail.com

Telephone: 07714 425883

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The Designated Safeguarding Lead is responsible for:

• Managing all safeguarding and child protection concerns.

• Receiving, recording and responding to safeguarding disclosures and referrals.

• Liaising with the Local Authority Designated Officer (LADO), Children's Services, the Police and other appropriate agencies where necessary.

• Ensuring safeguarding concerns are managed confidentially, sensitively and in accordance with current legislation and guidance.

• Reviewing and updating the SHMA Safeguarding Policy annually, or sooner where legislation, guidance or local procedures change.

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Venue Safeguarding Contacts

SHMA maintains up-to-date safeguarding contact details for each venue where classes are delivered.

Avenue Academy

Britt Brooke

Email: bbrooke@cirrustrust.uk

Telephone: 020 8642 5138

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Local Authority Designated Officer (LADO)

SHMA maintains current contact details for the Local Authority Designated Officer (LADO).

Sutton LADO

Website: www.sutton.gov.uk

Telephone: 020 8770 4776

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SHMA Responsibilities

SHMA will:

• Maintain a Designated Safeguarding Lead and, where appropriate, a Club Welfare Officer.

• Publish safeguarding contact details and safeguarding procedures on the SHMA website.

• Display an up-to-date Safeguarding Action Flowchart where appropriate.

• Carry out appropriate DBS checks for relevant roles and fulfil any legal referral responsibilities to the Disclosure and Barring Service (DBS).

• Ensure all Instructors, Senior Class Assistants, Junior Class Assistants and volunteers receive appropriate safeguarding guidance and training relevant to their role.

• Promote a culture where safeguarding concerns are recognised, reported and managed appropriately.

• Work in partnership with parents, schools, venue providers and statutory agencies to safeguard children and young people.

• Maintain accurate safeguarding records in accordance with data protection requirements.

• Review safeguarding procedures annually and whenever legislation or safeguarding guidance changes.

• Inform members by email of any change to the Designated Safeguarding Lead or Club Welfare Officer.

• Ensure all disciplinary matters involving children are managed fairly, proportionately and with the child's welfare and emotional wellbeing as the primary consideration.

• Promote a safe, welcoming, respectful and inclusive environment where every student can enjoy martial arts free from abuse, bullying, discrimination or intimidation.

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All Instructors, Class Assistants & Volunteers Will

• Place the welfare of children above all other considerations.

• Follow the SHMA Safeguarding Policy, Code of Conduct and Studio Rules.

• Complete safeguarding training appropriate to their role.

• Report safeguarding concerns immediately to the Designated Safeguarding Lead.

• Support SHMA in maintaining a safe, respectful and positive learning environment.

• Lead by example through professional conduct and positive behaviour at all times.

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Club Welfare Officer

SHMA will appoint a Club Welfare Officer to independently manage any safeguarding concern involving the Designated Safeguarding Lead, ensuring concerns can always be reported appropriately and impartially.

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Good Practice Guidance

Maintaining Our Commitment to Keeping Children Safe in Education

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Snow Herons Martial Arts (SHMA) is committed to creating a culture where safeguarding is everyone's responsibility and where every child, young person and adult feels safe, respected and supported.

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We encourage all Instructors, Senior Class Assistants, Junior Class Assistants, volunteers, students and parents to raise any genuine safeguarding concern without fear of prejudice or discrimination. Every concern will be taken seriously, managed confidentially where appropriate and responded to in accordance with SHMA's Safeguarding Policy.

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The welfare and safety of children will always be our primary consideration.

Creating a Safe Environment

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SHMA aims to provide a safe, welcoming and inclusive environment for everyone. We will:

• Promote a culture where safeguarding is openly discussed and understood.

• Ensure all Instructors, Class Assistants and volunteers understand their safeguarding responsibilities.

• Treat every safeguarding concern seriously and respond promptly.

• Regularly monitor safeguarding practices and review procedures.

• Ensure suitable recruitment, supervision and training of all volunteers and assistants.

• Take all reasonable steps to prevent unsuitable individuals from working with children.

 

 

Communication

Communication with children and young people should always be open, appropriate and transparent.

SHMA will:

• Communicate with children primarily through their parents or guardians.

• Use email, telephone or text messages with parents or guardians for routine communication.

• Avoid unnecessary direct personal communication with children unless there is a safeguarding reason or an immediate risk of harm.

• Ensure that any communication received directly from a child is managed appropriately and remains open and transparent.

 

Supervision

Children must always be appropriately supervised.

• Junior Class Assistants must never supervise students without an Instructor or Senior Class Assistant present.

• Volunteers awaiting DBS clearance must always work under direct supervision.

• Appropriate risk assessments will be completed where necessary.

• Parents or carers must not leave children until an Instructor is present and the class has officially started.

 

Instructor Standards

SHMA expects all Instructors to maintain high professional standards.

Where appropriate to their role, Instructors should:

• Hold an Enhanced DBS Certificate.

• Complete recognised safeguarding training.

• Hold an appropriate First Aid qualification.

• Be suitably qualified and experienced to teach safely.

• Lead by example at all times.

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Professional Boundaries

All adults working within SHMA must maintain professional boundaries at all times.

Adults must never develop inappropriate personal, intimate or sexual relationships with students.

Relationships must always remain appropriate to the student's age, maturity and the Instructor's position of trust.

Any situation that could be misunderstood or give rise to concern must be reported immediately to the Designated Safeguarding Lead.

Although some relationships may not constitute a criminal offence, SHMA considers any inappropriate relationship between an adult in a position of trust and a student to be a serious breach of safeguarding responsibilities and may take disciplinary action, including permanent exclusion from SHMA.

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Physical Contact

Martial Arts is a practical activity which involves appropriate physical contact.

This may include:

• Correcting technique.

• Demonstrating movements.

• Assisting with balance.

• Partner drills.

• Self-defence training.

• Sparring.

 

Physical contact should always:

• Be appropriate.

• Be explained whenever possible.

• Be the minimum necessary.

• Respect the student's dignity.

• Never be used as punishment.

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If a student appears uncomfortable or distressed, alternative coaching methods should be used wherever practicable.

Parents enrolling their child at SHMA acknowledge that appropriate physical contact forms part of Martial Arts instruction.

 

Behaviour Management

Discipline is an important part of Martial Arts and helps maintain a safe learning environment.

Instructors may:

• Correct behaviour.

• Give verbal warnings.

• Stop unsafe behaviour immediately.

• Remove a student from an activity where safety is at risk.

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Master Carmichael's method of teaching will be used.

 

Raised voices may be necessary to prevent immediate injury and should not be confused with aggressive or inappropriate behaviour.

Physical intervention should only ever be used where absolutely necessary to prevent immediate harm and must never be used as punishment.

 

Changing Facilities

Adults and children must never use changing or shower facilities at the same time.

 

Where dedicated changing rooms are unavailable:

• Children aged 7 years and under may change within the training hall under appropriate supervision if assistance is required.

• Any assistance must be provided only by an appropriately authorised adult and always in full view of others.

• Students aged 8 years and over should use suitable changing facilities wherever available.

• Students attending directly from school may change in accordance with SHMA venue procedures.

• All Female students are required to wear a suitable white T-shirt or White vest beneath their Do Bohk.

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Photography & Images

SHMA welcomes the taking of appropriate photographs during special events such as gradings, competitions, presentations and club activities.

Photographs and videos taken by SHMA may be used on our website, social media or promotional material. Parents or students who do not wish images to be used should notify SHMA in writing. Any image will be removed promptly upon request.

Parents, spectators and visitors must not photograph or film children other than their own without the prior consent of SHMA and the parent or guardian of the child concerned.

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Mobile Phones & Electronic Devices

To safeguard all students and protect privacy:

• Student mobile phones must be placed on the administration table with the screen facing down before training begins.

• Spectators must keep mobile phones on silent throughout the class.

• Photography or video recording is not permitted during classes unless authorised by SHMA.

• Mobile phones must remain in a pocket or bag unless permission has been given by the Instructor.

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Parents & Spectators

SHMA welcomes parents and family members to watch classes.

• Spectators are welcome to observe evening classes (after 5:45pm) and weekend classes.

• Spectators must remain in the designated viewing area throughout the lesson.

• To avoid distracting students and maintain a safe learning environment, spectators must not communicate with students during class unless requested by an Instructor.

• Children accompanying spectators remain the responsibility of their parent or guardian at all times.

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Responding to Safeguarding Concerns

Safeguarding is everyone's responsibility.

Anyone who has a concern about the welfare or safety of a child, or the behaviour of an adult towards a child, must report it immediately.

Concerns should never be ignored.

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SHMA follows its Safeguarding Action Flowchart and will work with Children's Services, the Local Authority Designated Officer (LADO), the Police and other relevant agencies where appropriate.

 

If a child is believed to be at immediate risk of harm, emergency services or Children's Services should be contacted without delay.

Recognising Possible Signs of Abuse

Although not proof of abuse, concerns may arise where a child:

• Displays significant changes in behaviour.

• Becomes withdrawn, anxious or unusually quiet.

• Appears frightened of parents, carers or another adult.

• Has unexplained injuries.

• Frequently arrives hungry, tired or poorly presented.

• Begins bullying others or becomes unusually aggressive.

• Displays sexual behaviour inappropriate for their age.

• Suddenly stops attending training or avoids particular people.

• Makes comments or disclosures that cause concern.

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Any concerns should be reported immediately.

 

Responding to a Disclosure

If a child discloses abuse or neglect:

• We will Listen carefully and remain calm.

• We will Reassure the child that they have done the right thing.

• We will not promise confidentiality.

• We will not ask leading questions.

• We will explain that the information must be shared with the Designated Safeguarding Lead so that the child can be helped.

• We will record the disclosure as soon as possible using the child's own words wherever possible.

 

Our records will include:

• Date and time.

• Location.

• Who was present.

• What was said.

• Any action taken.

• Name and signature of the person making the record.

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Managing Safeguarding Concerns

All safeguarding concerns, allegations or disclosures must be reported to the SHMA Designated Safeguarding Lead as soon as possible.

Where appropriate, SHMA will work in partnership with:

• Children's Services

• Local Authority Designated Officer (LADO)

• Police

• Schools

• Other relevant agencies

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Where a safeguarding allegation concerns the Designated Safeguarding Lead, the concern should be reported directly to the Club Welfare Officer or the Local Authority Designated Officer.

The welfare of the child will always remain the primary consideration.

 

 

Safeguarding Complaints

Anyone dissatisfied with how a safeguarding concern has been handled should first contact the SHMA Designated Safeguarding Lead.

Where this is not appropriate, or where the concern relates to the Designated Safeguarding Lead, concerns should be referred directly to the Club Welfare Officer, the Local Authority Designated Officer (LADO) or the Police, where appropriate.

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SHMA welcomes constructive questions and will always seek to explain safeguarding procedures openly and transparently. However, concerns relating to the safety or welfare of a child should never be delayed if immediate referral to a statutory agency is necessary.​