Safeguarding and Child Protection Policy

Version 1.0 | 17 March 2026

Got a safeguarding concern?

Contact our Designated Safeguarding Lead: Ramone Codrington at info@gbbakersfield.com

1. Purpose, Scope, and Definitions

1.1 This policy sets out how Gracie Barra Bakersfield (the “Academy”) will safeguard and promote the welfare of children who attend or participate in activities at the Academy.

1.2 In this policy, a “child” means any person under the age of 18. References to “children,” “young people,” and “child students” throughout this policy carry the same meaning.

1.3 This policy applies to the Academy owner, all coaches (whether employed, self-employed, or volunteer), assistant coaches, front-of-house staff, and any other person who comes into contact with children at the Academy. Parents and guardians who assist with sessions or supervise on the premises are also expected to act in accordance with this policy.

1.4 The Academy recognises that the welfare of children is paramount and that all children, regardless of age, gender, ethnicity, disability, sexual orientation, or religious belief, have the right to protection from harm.

1.5 Coaches and volunteers are often among the adults who see a child most regularly outside of school and home. They build relationships with children over months and years of training together. That familiarity means coaches are often the first people to notice when something has changed: a child who becomes withdrawn, a child whose behaviour shifts suddenly, a child who stops wanting to come to class, or a child who arrives with unexplained marks. This awareness is one of the most important safeguards the Academy provides, and this policy exists to support coaches in exercising it confidently and effectively.

1.6 This policy should be read alongside the Academy’s Coach Code of Conduct and any coaching agreements issued to coaches and volunteers.

2. Key Contacts

2.1 The following individuals and organisations are the key safeguarding contacts for the Academy:

Role	Name	Contact
Designated Safeguarding Lead (DSL)	Ramone Codrington	info@gbbakersfield.com
Deputy Safeguarding Lead	Jodie Codrington	info@gbbakersfield.com
Local Authority Designated Officer (LADO)	Caroline Hose	0115 8765166 \| LADO@nottinghamcity.gov.uk
NSPCC Helpline	–	0808 800 5000
NSPCC Whistleblowing Helpline	–	0800 028 0285
Emergency Services	–	999

2.2 These details are displayed in a visible location on the Academy’s premises and are provided to all coaches and volunteers as part of their induction.

3. Designated Safeguarding Lead

3.1 The Academy has appointed a Designated Safeguarding Lead (DSL) who has overall responsibility for safeguarding and child protection at the Academy. The DSL is the first point of contact for all safeguarding concerns, is responsible for recording and assessing those concerns, and for making referrals to the LADO or Local Children’s Social Care where appropriate.

3.2 The DSL has completed a recognised safeguarding training course (such as an FA Safeguarding Workshop, CPSU Time to Listen, or equivalent) and will refresh their training at least every three years.

3.3 The Academy has also appointed a Deputy Safeguarding Lead who can act in the DSL’s absence. The Deputy has received the same level of training as the DSL. If neither is available when a concern arises, the person with the concern shall contact Local Children’s Social Care directly. A safeguarding concern must never be left unreported because the DSL is unavailable.

4. Recognising Abuse and Neglect

4.1 Abuse and neglect can take many forms, including physical abuse, emotional abuse, sexual abuse, and neglect. All coaches and volunteers are briefed on the signs of each category as part of their induction.

4.2 The most common safeguarding concerns that martial arts coaches encounter relate to things happening in a child’s life outside the Academy. Coaches and volunteers are alert to the following signs that a child may be experiencing abuse or neglect at home or elsewhere:

Unexplained injuries, bruises, or marks, particularly in unusual locations or patterns, or injuries that the child gives inconsistent explanations for
A child who is consistently hungry, poorly clothed, or unwashed
Sudden or significant changes in behaviour, such as a previously confident child becoming withdrawn, anxious, or aggressive
A child who becomes reluctant to go home after sessions, or who seems fearful of a particular adult
Sexually explicit language or behaviour that is inappropriate for the child’s age
A child who flinches at physical contact in everyday, non-training situations or who is unusually wary of adults outside of the training context
A child who stops attending regularly without explanation, or whose attendance drops off suddenly

4.3 Coaches are also alert to conduct within the Academy that falls below the standards expected by this policy, including:

A coach using excessive force during demonstrations or applying a submission hold beyond the point of a tap
A coach deliberately mismatching a child against a significantly larger or more experienced partner with the intention of causing harm rather than developing skill
Persistent humiliation, belittling, or singling out of a child in front of the class
A coach using rank or authority to pressure a child into physical contact that goes beyond what is necessary for instruction
Bullying or intimidation between children, including during sparring and partner work

4.4 You do not need to be certain that abuse has occurred in order to report a concern. If something does not feel right, report it. The DSL will assess the concern.

4.5 Children with additional needs: Children with disabilities, learning difficulties, or additional needs (such as autism, ADHD, or physical disabilities) may be more vulnerable to abuse and may communicate distress in different ways. Coaches are aware of these differences and will not dismiss behaviour simply because a child has an additional need. If in doubt, the concern is reported in the usual way for the DSL to assess.

5. Physical Contact in Martial Arts Training

5.1 Martial arts are taught through physical interaction. A coach demonstrates a technique by performing it. A student learns by feeling it. Drilling, sparring, and positional work all involve sustained, close physical contact between training partners. This is not incidental to martial arts instruction; it is the core of it. Good coaching requires hands-on guidance, and children benefit from that guidance in the same way adult students do.

5.2 Appropriate physical contact includes:

Demonstrating a technique on or with a student
Correcting a student’s posture, grip, or body position
Controlled drilling and positional sparring with matched partners
Physical guidance during warm-up exercises or stretching
Providing first aid or immediate physical assistance where a student is hurt or in danger

5.3 Physical contact that is never appropriate includes:

Any contact that is not connected to the instruction or practice of martial arts techniques
Any contact that continues after a student has tapped, said “stop,” or given any other signal that they wish the contact to end
Deliberately applying a technique with force disproportionate to the training context
Sustained tickling, wrestling outside of a structured training exercise, or physical “horseplay” with children
Any contact of a sexual nature

5.4 Encouragement and resilience: A core purpose of martial arts training is to help children develop resilience, discipline, and the ability to manage discomfort. It is appropriate and expected that coaches will encourage children to persist through challenges, including drills or sparring situations that the child finds difficult, tiring, or uncomfortable. There is an important distinction between:

A child who is genuinely distressed, frightened, or in pain: the coach shall stop the activity immediately and check on the child’s welfare
A child who is challenged, frustrated, or reluctant: the coach may use encouragement and professional judgment to help the child push through the difficulty

5.5 Indicators of genuine distress include: visible fear or panic, uncontrolled crying, physical shaking, repeated verbal requests to stop, or any sign of injury. Indicators of normal challenge include: frustration at losing a round, reluctance to try a new technique, tiredness, or mild complaint. Coaches use their experience and knowledge of the individual child to read these signals. Where there is genuine doubt, the coach errs on the side of stopping the activity and checking in with the child.

5.6 If a child does not wish to participate in a particular drill or sparring exercise, the coach will first encourage them, but if the child remains unwilling, they will be allowed to sit out without being singled out or made to feel they have failed. A conversation with the child (and, where appropriate, their parent) after the session may help identify the underlying concern.

5.7 When pairing children for drills or sparring, coaches have regard to the relative size, experience, and temperament of the children involved. Mismatches are sometimes unavoidable and can be a useful learning experience, but will not be used as a form of punishment or to deliberately place a child at a significant physical disadvantage.

6. Mixed Sessions: Children and Adults Training Together

6.1 Many martial arts academies run sessions in which children and adults train alongside each other. This is a normal feature of martial arts training and can be a positive experience for children when managed appropriately.

6.2 When children and adults share mat space, coaches shall:

Exercise particular care when pairing children with adult training partners, having regard to the size, experience, and temperament of both the child and the adult
Monitor interactions between adult and child training partners throughout the session
Intervene if an adult partner is using excessive force, behaving inappropriately, or if the child appears uncomfortable or distressed
Ensure that adult students are aware that additional care is expected when training with children

6.3 The Academy may, at its discretion, set minimum age requirements for mixed sessions or restrict certain activities (such as open sparring) to specific age groups.

7. Changing Facilities and Supervision

7.1 Many martial arts academies operate from premises with limited changing and bathroom facilities. This policy recognises that reality and sets out practical measures to manage risk within those constraints.

7.2 Where a child needs to use the changing room or bathroom during a session, the child’s parent or guardian should accompany them. If the parent or guardian is not present, the Academy will have a clear arrangement in place, agreed with the parent in advance, for how this will be managed.

7.3 A coach or volunteer shall never be alone in a changing room or bathroom with an unaccompanied child. If a coach needs to use the changing room and an unaccompanied child is already in there, the coach will wait until the child has left. If an unaccompanied child needs to use the changing room while a coach is in there, the coach will leave or ensure that at least one other adult is present.

7.4 The Academy makes parents aware of the facilities available and the Academy’s expectations regarding supervision of younger children in changing areas as part of the enrolment process.

8. Photography and Social Media

8.1 Coaches and volunteers shall not use personal devices (including mobile phones, tablets, smart watches, or personal cameras) to photograph, film, or record children during Academy sessions or on Academy premises. Where the Academy wishes to capture images or video, only Academy-approved equipment shall be used.

8.2 The Academy obtains written consent from a child’s parent or guardian before publishing any image or video in which the child is identifiable. Parents may withdraw consent at any time. If consent has not been given or has been withdrawn, the Academy will take reasonable steps to ensure the child is not included in photographs or recordings.

8.3 The Academy will not publish any image or video that identifies a child by their full name alongside their photograph without the specific consent of the parent or guardian.

8.4 Parents and spectators may take photographs or video of their own child during sessions, but are asked not to photograph or record other people’s children. The Academy may restrict photography where necessary to protect children whose parents have not given consent.

9. Communication with Child Students

9.1 Coaches and volunteers shall not initiate, encourage, or maintain any private or personal communication with any child student of the Academy outside of Academy-sanctioned activities and official communication channels.

9.2 This includes, but is not limited to: personal social media accounts, private messaging applications (such as WhatsApp, Instagram Direct, or Snapchat), text messages, telephone calls, personal emails, and in-person meetings outside of the Academy.

9.3 All communication with child students and their parents regarding Academy activities takes place through the Academy’s official channels.

9.4 If a child student or their parent initiates contact with a coach through personal channels, the coach will redirect the communication to an official Academy channel and inform the DSL.

9.5 Coaches and volunteers will not accept friend or follow requests from child students on personal social media accounts.

9.6 Where the Academy operates any online group or community (such as a WhatsApp group, Facebook group, or Discord server) in which children are members or have access, the Academy ensures that at least one adult moderator is designated, that the group is used only for Academy-related communication, and that all participants are made aware that safeguarding rules apply. Coaches will not engage in private messaging with child members of any such group.

10. Reporting Concerns

10.1 Any person who has a safeguarding concern about a child at the Academy, whether it arises from something they have witnessed, something a child has told them, or a general sense that something is not right, should report it. You do not need to be certain that abuse has occurred. It is not your role to investigate or decide whether a concern is justified.

10.2 The reporting procedure is as follows:

Report the concern to the DSL as soon as possible
Complete a Safeguarding Concern Form and pass it to the DSL
Do not investigate, do not confront the person the concern is about, and do not discuss the concern with anyone other than the DSL
The DSL will assess the concern and decide whether to refer it to the LADO or Local Children’s Social Care

10.3 If you believe a child is in immediate danger, call 999 first. You do not need to wait for the DSL’s permission to contact the emergency services.

10.4 If you are unsure whether something constitutes a safeguarding concern, report it anyway. It is always better to report and be wrong than not to report and be right.

Whistleblowing

10.5 If anyone has a safeguarding concern about the conduct of a coach, volunteer, or member of staff, they should report it to the DSL. If the concern is about the DSL, report it to the Academy owner. If the concern involves the Academy owner, or if the person feels the Academy has not dealt with a concern adequately, they may contact the LADO, Local Children’s Social Care, or the NSPCC Whistleblowing Helpline (0800 028 0285) directly. Contact details are in the Key Contacts table in section 2.

10.6 Any person who reports a safeguarding concern in good faith will not be subject to any detriment, disciplinary action, or termination of their engagement as a result.

Record Keeping

10.7 All safeguarding concerns, including the date, nature of the concern, the child’s name, the person reporting, the action taken, and the outcome, are recorded using a Safeguarding Concern Form. Records are stored securely and separately from general Academy records, with access limited to the DSL, Deputy DSL, and the Academy owner.

10.8 Safeguarding records are retained for at least six years following the child’s last attendance at the Academy, or until the child reaches the age of 25 (whichever is longer), unless a longer period is required by law or by the circumstances of the case.

11. Managing Allegations Against Coaches and Volunteers

11.1 If an allegation of abuse or inappropriate conduct is made against a coach, volunteer, or any other person working at the Academy, the Academy will follow a process that is fair to all parties while prioritising the child’s safety. The steps are as follows:

The allegation shall be reported to the DSL immediately (or to the Academy owner if the allegation concerns the DSL)
The DSL (or Academy owner) shall contact the LADO for advice before taking any further action, unless there is an immediate risk to a child, in which case the police shall be contacted first
The person against whom the allegation has been made shall be suspended from all activities involving children pending the outcome. Suspension is a neutral act and does not imply guilt
The Academy shall not conduct its own investigation. Investigation is the responsibility of the statutory authorities
The Academy shall cooperate fully with any investigation
The person shall be informed of the allegation and treated fairly, while understanding that the Academy’s primary obligation is to the child’s welfare
All information shall be kept confidential and shared only with those who need to know

11.2 The Academy will follow the guidance of the LADO and statutory authorities in determining the outcome. A record of all allegations, actions, and outcomes will be maintained regardless of whether the allegation is substantiated, and retained in accordance with section 10.8.

12. Recruitment, DBS Checks, and Training

12.1 Every coach and volunteer who has regular contact with children at the Academy holds a current Enhanced DBS check before commencing any activities involving children. Where a DBS check returns disclosures, the Academy will carry out a risk assessment of the disclosed content, taking into account factors such as the nature, age, and relevance of the matters disclosed. The Academy will only permit a person to work with children where it is satisfied that the disclosure does not present an unacceptable risk to children. The Disclosure and Barring Service does not make hire or no-hire decisions; that decision rests with the Academy.

12.2 In addition to DBS checks, the Academy takes reasonable steps to verify the identity, qualifications, and references of coaches and volunteers before they begin working with children.

12.3 The DSL and Deputy DSL have completed a recognised safeguarding training course and will refresh it at least every three years.

12.4 All coaches and volunteers complete a basic safeguarding awareness course before commencing any work with children. No coach or volunteer will be permitted to work with children before this training has been completed.

12.5 All coaches and volunteers receive an induction covering this policy, the reporting procedure, the role of the DSL, the Academy’s photography rules, and the rules on communication with child students. The coach or volunteer confirms in writing that they have read and understood this policy.

13. Competitions, Visitors, and Trial Sessions

Competitions and Away Events

13.1 Where a child attends a competition, seminar, grading, or other event outside the Academy’s premises, the child remains in the care of their parent or guardian unless a specific alternative arrangement has been agreed in writing in advance.

13.2 If the Academy organises transport to or supervision at an event, it will ensure that a minimum of two DBS-checked adults are present and that written consent (including emergency contact details and relevant medical information) has been obtained from parents.

13.3 Coaches who attend competitions in a personal capacity should be aware that safeguarding standards apply to their conduct at the event in the same way as at the Academy, even though the child may be in the care of their parent.

Visitors and Guest Instructors

13.4 Any guest instructor who will be directly coaching or supervising children must hold an Enhanced DBS check and appropriate insurance. The Academy will verify this before the guest instructor takes part. Visitors who are observing only and who will not have unsupervised access to children do not require a DBS check, but should not be left alone with children at any time.

Trial Sessions and Taster Days

13.5 Children who attend a trial session, taster day, or any other introductory activity are covered by this policy in the same way as enrolled students.

13.6 The Academy collects basic information from the parent of a trial student before the session begins, including the child’s name, age, the parent’s name and contact number, and any relevant medical conditions. Photography consent is not assumed for trial students.

14. Camps, Residential Trips, and Out-of-Hours Events

14.1 From time to time, the Academy may run activities outside its normal session schedule, including holiday camps, day-long workshops, residential training trips, overnight stays, or other out-of-hours events involving children. Where the Academy organises any such activity, the additional measures in this section apply alongside the rest of this policy.

14.2 Before any out-of-hours or residential activity involving children takes place, the Academy will carry out a written risk assessment covering the venue, supervision arrangements, transport, sleeping arrangements (where applicable), medical and emergency procedures, and any specific risks associated with the activity.

14.3 The minimum staffing ratio for any activity covered by this section is two DBS-checked adults at all times. For residential activities and overnight stays, the Academy will set staffing ratios appropriate to the number, age, and needs of the children attending, and will not rely on a single adult being responsible for a group of children at any point.

14.4 The Academy will obtain specific written consent from each child’s parent or guardian for the activity. This consent is separate from general membership consents and covers: the dates and location of the activity, the supervising adults, transport arrangements, sleeping arrangements (where applicable), emergency contact details, medical information, any medication the child is taking, and consent to administer first aid if needed.

14.5 For overnight stays and residential trips, the following additional standards apply:

Children sleep in dedicated children’s accommodation, separate from adult sleeping areas
An adult is never alone with an individual child in a sleeping area
Sleeping arrangements take into account age, gender, and the wishes of the children and their parents
A clear lights-out and supervision schedule is set in advance and shared with parents
At least one adult is awake and contactable throughout the night, or a clear arrangement is in place for waking adults if needed
Children are made aware of how to contact a supervising adult during the night if they need to

14.6 During out-of-hours events, the rules on physical contact (section 5), communication with child students (section 9), and photography (section 8) apply with the same force as during normal sessions. Coaches and volunteers do not relax safeguarding standards because the setting is informal or social.

14.7 If the Academy uses external venues, providers, or contractors as part of an out-of-hours activity (for example, a campsite, hostel, transport company, or activity provider), the Academy will check that the provider has appropriate safeguarding arrangements in place before booking.

14.8 An incident reporting and escalation process is agreed before the activity begins, including how to contact the DSL during the activity and how to contact the Academy owner if the DSL is part of the activity. Emergency services and the LADO contact details (section 2) are carried by the lead supervising adult at all times.

15. Working with Parents and Guardians

15.1 This policy is published on the Academy’s website. A summary of the key contacts and reporting procedure is provided to parents as part of the enrolment process. Parents who have concerns about the welfare of any child at the Academy are encouraged to raise them with the DSL at info@gbbakersfield.com.

15.2 The Academy will agree with each parent the arrangements for the child’s arrival and departure, including who is authorised to collect the child. For younger children, a parent or named authorised person should be present to collect the child at the end of the session.

16. Policy Review

16.1 This policy is reviewed at least once a year by the Academy owner and the DSL. It is also reviewed following any safeguarding incident, any relevant change in legislation or statutory guidance, or any significant change to the Academy’s operations.

16.2 The date of each review, the name of the reviewer, and a summary of any changes made are recorded internally.