The protection of children in Tennis has been and remains a priority to Ulster Branch Tennis Ireland.
If you are worried about anything in relation to Child Safeguarding you can speak to the UBTI Child Safeguarding Children's Officer (DSCO) Valerie Rowan. Valerie's contact details are:
Ongoing improvements in the vetting process for those working with children and adults defined as vulnerable has resulted in a specialised body known as AccessNI now being responsible for the processing of all vetting/disclosure applications in Northern Ireland. For more information on Access NI please click here
For several years now, Ulster Branch Tennis Ireland has taken a pro-active role in working with affiliated clubs and other associated bodies to ensure the highest level of compliance within our sport in terms of Code of Ethics and Good Practice for Children's Sport. As umbrella organisation for all affiliated tennis clubs in Ulster, UBTI are keen to continue working with clubs to ensure that policies and procedures put in place for the protection of children and vulnerable adults are actively maintained.
Ulster Tennis have introduced a Service Level Agreement (SLA) which all Affiliated Clubs are requested to complete prior to submitting any Access NI Disclosure Forms. the purpose of the SLA is to set out the terms under which Ulster Tennis and the Tennis Club will agree compliance of the handling of data. Every Club should have a SLA which must be completed by the Chairperson/Authorised Official a copy of which the Club holds and a copy is held at the Ulster Tennis Office. The SLA were issued in 2013 and all Clubs have signed up to the Agreement. Please check with your Club Chairperson/Secretary.
In 2012 there were changes to the Vetting Arrangements in Northern Ireland. Those changes related to the introduction of a new more limited definition of Regulated Activity - the term which defines certain paid or voluntary work which must not be carried out by someone who has been barred from doing so. The new definition of Regulated Activity is the basis for eligibility for an Enhanced Disclosure with a Check against the children's barred list. This is the level of checks Ulster Tennis recommend that our Clubs carry out for their coaches and volunteers who partake in Regulated Activity. To view the full document on the changes please click on Recruitment Document below http://www.ulstertennis.co.uk/downloads/child-protection/4-recruitment and the Document "Information about changes to vetting arrangements in Northern Ireland September 2012".
We have put together a step by step guide for recruitment and vetting and this section outlines the relevant forms, identity checks and the process of completing an Online Access NI Application. Please note that from 1st April 2015 all Access NI Applications will be made on-line.
Ulster Tennis recommends that all Clubs whose coaches, volunteers, staff who are involved in regulated acitivity with children, young people, adults defined as vulnerable complete a Club Recruitment Form and the applicant must complete an Access NI Enchanced Disclosure with Barred List Check Form on-line upon recruitment.
Please click on this link for further information on the Access NI Checks https://www.nidirect.gov.uk/articles/employer-obligations-and-fair-treatment.
For further information on Disclosure and Barring please also refer to https://www.justice-ni.gov.uk/articles/disclosure-and-barring
For further information on regulated activity https://www.health-ni.gov.uk/publications/regulated-activity-relation-children and https://www.health-ni.gov.uk/publications/regulated-activity-relation-adults
Ulster Tennis recommends that for good practice that an Access NI Enhanced check is carried out on a three yearly cycle.
Please note: All Access NI Disclosure Paper Applications have been
removed from our website.
All applications from 1st April 2015 must be made on-line
1. To undertake an Access NI Check through UBTI, Clubs are firstly required to complete and return their Service Level Agreement (issued to Clubs in 2013 (clubs with a Junior/Juvenile Section) and a copy is held with your Club Chairperson/Secretary
Once the Service Level Agreement has been returned, Clubs will be required to submit the following to UBTI for each Access NI Check.
Ensure your Club Chairperson/Secretary has a copy of the SLA for your information.
2. You will have to provide the Applicant with Ulster Tennis Information Pin Notification & ID Validation Form (Fact Sheet 14-2) (see Under Recruitment Docs below).
Instructions on how the applicant proceeds are detailed on this form.
It is important that the applicant records all christian names and surnames on this form to ensure that the correct history is disclosed for the applicant.
The Applicant records the Access NI Reference Number on this form at no 7.
He/She then returns it to the Club Chairperson/Secretary or responsible person who gave it to the applicant in the first instance who then completes the ID Validation Section of the Form Page 2 and 3 and ensures fully completed and signed by both the Applicant and the Club Chairperson/Secretary/Responsible Person.
Please read the guidance for signatories who are checking Access NI Identification Documents accessni-guidance-on-identity-checking-for-signatories_June_2016.pdf
Please then send the Information Pin Notification & ID Validation Form to Anna McCartan, Ulster Tennis Office, House of Sport, 2a Upper Malone Road, Belfast BT9 5LA. If a fee is applicable then please also send
3. A cheque for £33 made payable to UBTI (this fee is applicable to all paid positions ie coaches, staff etc) There is no charge for Volunteers.
Once the Applicant completes the Access NI Form on-line it is allocated to Ulster Branch Tennis Ireland's Access NI On-Line Account for completion by the UBTI Authorised Signatory.
The On-Line Application will stay on the Account until UBTI receives the ID Validation Form completed by both the applicant and the Club's Chairperson/Secretary or other authorised signatory and if applicable the relevant fee.
The turnaround time for processing applications is 2/3 working days. As from 1st November 2015 an Access NI Certificate will only be issued to the applicant directly.
Recruiting New Committee Members/Coaches or Staff - Guide to Good Recruitment Practice for Clubs
Ulster Tennis recommends as good practice that Tennis Clubs complete and retain Club Recruitment Form Fact Sheet 14-4 for their own records. When completing the forms please ensure the following:-
- Page 1 -4 of the Recruitment Form have been completed by the Applicant.
- Page 3 - ensure you insert position applied for ie volunteer, childrens officer, coach etc
- Page 5 Sections 1-7 is completed by the applicant and Sections 8-15 is completed by the designated person ie President, Chairperson, Childrens Officer, Secretary, Treasurer after the Applicant has applied on-line and ensure the applicant signs where indicated on this page and that he/she has inserted the 10 digit Access NI Application Reference at Section 7 (This 10 digit reference no will be provided on the confirmation page and email when the applicant completes their details on the Access NI on-line system)
- Page 6- Appropriate ID is obtained
- Page 7- For Club Records
- Page 8- check you have enclosed all documents and send to Ulster Tennis Office
- Page 9 - Reference Form for Club Use
- Page 10 - Code of Conduct to be signed off by Applicant and retained by Club
Safeguarding Children Child Protection Resources
A series of fact sheets to support the implementation of a Club Child Protection Strategy have been developed from materials originally produced by Roger Geraghty and Seamus McCusker.
N.B. Before opening the Fact Sheets it is necessary to download the Club Child Protection Strategy which can be found under Main Documents - Premier Fact Sheet