Safeguarding & Code of Conduct

Welcome to Stroud Chess Club.

Our aim is to promote chess in a safe, respectful and inclusive environment where players of all ages and abilities can enjoy the game and the spirit of fair competition.

The club’s safeguarding duties and behavioural expectations are set out below.

By becoming a member, you agree to follow this policy.

1. Key Principles

1. Experienced Safeguarding Leads

The Club’s two Safeguarding Officers are highly experienced in safeguarding through their previous and current employment. Both hold clear Enhanced DBS checks.

2. Clear Roles

Safeguarding Officers are the first contact for any concern and the link to the English Chess Federation (ECF) and statutory agencies.

3. Positive Culture

We set high standards of behaviour, listen to feedback from juniors, parents and members, and welcome diversity in all forms.

4. Membership Commitment

Joining or renewing membership means accepting and abiding by this Safeguarding & Code of Conduct.

2. General Conduct

• • Respect for All: Treat everyone—players, volunteers, parents, visitors—with dignity, courtesy and fairness.

  • No bullying, harassment, discrimination or offensive language.

  • Fair Play: Follow the rules of chess and any event regulations; cheating or using unauthorised assistance is prohibited.

  • Sportsmanship: Show humility in victory and grace in defeat.

  • Punctuality: Arrive on time for matches or events and give prompt notice if delayed or unable to attend.

  • Language & Substance Use: Avoid profanity, especially around juniors.

  • No alcohol or drugs on club nights or when representing the club; do not attend under the influence.

3. Game Etiquette

• Maintain a quiet environment during games to allow concentration.

• Follow league/tournament electronic-device rules: phones and smart-watches off and stored unless permitted by an arbiter.

4. Facility & Property

• Respect the venue, furniture and chess equipment.

• Clean up after yourself and help keep spaces tidy.

• Act with care to avoid risk to yourself or others.

5. Digital Communication & Social Media

• • Club Accounts: Password-protected and monitored by at least two committee members.

  • Public posts will never include personal details such as home addresses or school names.

  • Contacting Juniors:

    • Under-16s – contact only through a parent/guardian.

    • 16–17 year-olds – may be contacted directly if both the junior and parent/guardian give written consent.

  • Online Conduct: Extend the same courtesy online as in person.

  • Do not share images or personal information of others without explicit consent.

  • Boundaries: Adult members must not “friend” or “follow” juniors from personal accounts; juniors are advised not to follow or friend adult members.

6. Responsibilities of Adults

• Parents/guardians remain responsible for their children unless specific supervision is agreed.

• Volunteers and organisers must always act in line with this Safeguarding & Code of Conduct.

7. Transport / Lift-Sharing

• Transport to events is the responsibility of the parent/guardian.

• Adults giving lifts should ensure another adult or the parent is aware of journey details.

8. Safeguarding & Reporting Concerns

• 3 Rs: Respond appropriately, Record accurately, Report promptly.

• If the concern involves one of the Safeguarding Officers, contact the Club Chair or the ECF Safeguarding Team directly.

• Confidential information is shared only with those who need to know.

9. Complaints & Feedback

• Minor issues may be dealt with quietly by a committee member.

• Serious or repeated breaches can lead to suspension or termination of membership, as decided by the committee.

• Formal complaints or feedback can be emailed confidentially to chessinstroud@gmail.com

• This policy is reviewed regularly and updated in consultation with members.

10. Oversight

• Safeguarding Officers provide an annual report at the AGM.

• Any policy updates will be circulated to all members, who must digitally acknowledge receipt.

Contacts

    Club Safeguarding Officers

• Vince Southcott 

• David Horton

    Email

chessinstroud.safeguarding@gmail.com