Information on How To Report a Concern



Guidelines For Reporting Allegations/ Incidents

  • Record all incidents reported or observed on an Incident Form

  • 1 copy to Club safeguarding officer

  • Ensure confidentiality-only "need to know basis" (reference confidentiality clause)


    The Children’s Officer will be responsible for storing any report in a safe and secure environment.


    Guidelines For Responding To A Child Reporting An Incident



  • Record what has been said asap

  • Remain sensitive and calm

  • Reassure child that they:

      • are safe

      • were right to tell

      • are not to blame

      • are being taken seriously

  • Let child talk - don’t interview!

  • Ensure the experience of talking is as positive as possible

  • Explain that you must report, but will maintain confidentiality

  • Tell child what will happen next

  • Involve appropriate individuals immediately



  • Panic

  • Promise to keep secrets

  • Enquire into the details of the abuse

  • Make a child repeat the story unnecessarily.


    Grounds of Concern

  • Specific indication from a child that s/he has being abused.

  • An account by a witness

  • Consistent indication, over a period of time that a child is suffering from emotional or physical neglect.

  • Evidence, such as an injury or behaviour that is consistent with abuse and unlikely to be caused another way.

  • Corroborative indicators supporting a concern e.g. pattern of injuries, an implausible explanation, other indicators of abuse, dysfunctional behaviour.


    For more details see guidance on Confidentiality.


Steps to be taken if concerned about a member of staff or volunteer’s behaviour



Reporting a Concern 1



If you do not know who to turn to for advice or are worried about sharing your concerns with a senior colleague, you should contact the Social Services direct (or in NI call the National Society for the Prevention of Cruelty to Children (NSPCC) on 0808 800 5000 or Childline on 0800 1111 or in RoI contact the Irish Society for the Prevention of Cruelty to Children (ISPCC) at At any stage during the process in the left hand column the issue can be refered externally either formally or informally for advice.  Following the external (right column) outcome the matter may be refered back to the club’s Disciplinary Committee.


What steps need to be taken when reporting concern 

When the complaint is about possible abuse outside the organisation

Reporting a Concern Outside Org


Guidelines For Reporting Accidents

In the event of an accident, the following procedure will be carried out:-

  • Fill in 2 copies of the Accident Form for ALL accidents

  • Make contact with parents/ guardians

  • One copy of form to incident book/ folder

  • Forward 1 copy to Club Children’s officer for record keeping/ action required

  • Contact emergency services/ GP if required

  • Record in detail all facts surrounding the accident, witnesses etc.