Safe Recruitment & Volunteer Policy

Saltcoats Victoria FC depends on volunteers, and we want everyone who gives their time to have a good experience. We also have a duty to make sure that the people who work with our children, young people and adults at risk are suitable to do so. This policy sets out how we recruit, check, support and manage volunteers, coaches and officials.

Who this covers

Anyone in a volunteer or unpaid role, and any paid staff or contractors, including coaches, managers, team helpers, committee members, matchday volunteers, stewards and drivers.

Our approach

Every role has a clear description, including whether it involves regulated work with children or protected adults.
We recruit openly and fairly, without discrimination, in line with our Equality, Diversity & Inclusion policy.
No one starts a role that involves working with children or protected adults until all of the checks for that role are complete.

Recruitment steps

Role and description. The committee agrees what the role involves and what checks it needs.
Application. The applicant completes a short form with their contact details, relevant experience and qualifications, and any declarations required.
Conversation. A committee member meets the applicant, explains our values and policies, and asks about their experience, motivation and suitability for working with young people or vulnerable adults.
References. At least two references are taken up, at least one from someone who is not a family member, for roles with children or adults at risk.
Identity. The applicant’s identity is checked using suitable documents.
PVG check. For regulated roles, the applicant must join the Protecting Vulnerable Groups (PVG) Scheme through Disclosure Scotland, or have an existing membership that is updated for the club. The result is reviewed by the person responsible for safeguarding and is kept confidential.
Decision. The committee decides whether to appoint. A history of harm to others, or a refusal to complete required checks, means that the person cannot take on a role with children or adults at risk.
Induction. The volunteer receives and confirms that they have read our Code of Conduct and our safeguarding, photography and health & safety policies, and is told who to speak to with a concern.

Training and qualifications

Coaches and managers are encouraged and supported to hold the Scottish FA coaching qualifications that are appropriate to their role, and to complete safeguarding training, including the Scottish FA Child Wellbeing and Protection training, and first aid training.
Training is kept up to date and records are kept.

Probation and supervision

New volunteers in regulated roles are supervised for an initial period, and someone senior checks in with them.
Adults should not be left alone with a child in a place where they can’t be seen. Sessions should be open, with more than one adult present whenever possible.
Volunteers are reviewed each year, and PVG membership is kept up to date.

Volunteer rights

Volunteers can expect a clear role, support and training, a safe environment, reasonable out-of-pocket expenses agreed in advance, to be treated with respect, and to raise concerns or complaints without fear of coming to harm. They are not employees, and this policy does not create an employment relationship.

Volunteer responsibilities

Follow club policies and the Scottish FA and league rules that apply.
Report any concern about the welfare of a child or adult, straight away.
Tell the club if anything changes that might affect their suitability, such as a criminal charge, caution or conviction, or a concern raised about them elsewhere.
Not use their role for personal gain, and declare any conflict of interest.

Concerns, and ending a role

If a concern is raised about a volunteer, it is handled under our safeguarding policies and our Complaints & Disciplinary Procedure. The person may be suspended from their role while it is looked into. If someone is removed from a role because of harm, or the risk of harm, to a child or protected adult, the club will meet its legal duty to tell Disclosure Scotland and will inform the Scottish FA.

Records and confidentiality

Application forms, references and check results are kept securely, seen only by those who need them, and kept only for as long as needed, in line with our Data Protection Policy.