Policies, Codes and Procedures
Version 1.1
23/04/2013

www.AikikaiIreland.ie
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Table of Contents
1. General Policies ..........................................................................3
1.1 Policy Statement ............................................................................................. 3
1.2 Benefits of Aikido ............................................................................................ 3
1.3 Dojo Etiquette ................................................................................................. 4
1.4 Quality Atmosphere and Ethos .................................................................... 5
1.5 Safety Statement............................................................................................ 6
1.6 Code of Conduct for Students. ................................................................... 7
1.7 Code for Parents/Guardians ........................................................................ 8
2. Child Protection ...........................................................................9
2.1 Child Protection and Welfare ........................................................................ 9
2.1.1 Responsibility to report child abuse or neglect .................................... 9
2.1.2 Legal Obligation ......................................................................................... 9
2.1.3 Definition and Recognition of Child Abuse .......................................... 10
2.1.4 Responding to allegations of abuse ..................................................... 12
2.1.5 Designated Liaison Person for reporting abuse / neglect ................ 13
2.1.6 Reporting Procedure : .............................................................................. 14
2.2 Allegations of Abuse Against Sensei’s. ..................................................... 16
2.3 Anti-Bullying Policy ..................................................................................... 17
2.4 Guidelines on use of Photographic and Filming Equipment at
Seminars and Practice Sessions ....................................................................... 19
2.5 Role of Children’s Officers ........................................................................... 20
2.6 Disciplinary Procedure ................................................................................ 21
2.7 Disciplinary Complaints Procedure ............................................................ 22
2.8 Appeals Procedures ..................................................................................... 23
3. All Senseis/Club Personnel........................................................24
3.1 Preamble ....................................................................................................... 24
3.2 Recruitment Policies for Sensei’s ............................................................. 25
3.3 Code of Conduct for Sensei’s ................................................................... 26
3.4 Policy for Travelling with Children ............................................................ 28
3.5 Disciplinary Procedures: Sensei’s and Committee Members .............. 30
4. Appendices ...............................................................................32
Appendix A: Membership Forms ....................................................................... 32
Appendix B: Application Forms ......................................................................... 33
Appendix C: Parent Handout re Policy and Procedures................................ 35(Away Trips) ......................................................................................................... 35
Appendix D: Parent Guardian Travel Medical Consent Form. ..................... 37
Appendix E: Standard Reporting Form for Reporting Child Protection andWelfare Concerns to a Health Board................................................................ 38
Appendix F: Definitions Used in this Document ............................................ 41

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1. General Policies
1.1 Policy Statement
Aikikai Ireland (AI) is fully committed to safeguarding the well being of allits members, particularly children. Every Member of the AI should,
At all times, show respect and understanding for the rights, andsafety of others, and conduct themselves in a way that reflects theprinciples of the AI and the guidelines contained in the Code of
Ethics and Good Practice for Children’s Sport in Ireland.
It is the policy of Aikikai Ireland (herein after referred toas the AI), to ensure that every child or young person who takes partin any of the AI`s activities should be able to do so in a fun and safe
environment and be protected from neglect, bullying, and any form ofphysical, sexual or emotional abuse.
For the purpose of this document, the AI follows the practice establishedby the UN, and defines a child as any person 18 years of age, or under.
This policy statement is based on the * Code of Ethics and Good Practice forChildren’s Sports in Ireland * published by the Irish Sports Council.

1.2 Benefits of Aikido
Aikido: is a non-competitive martial art that promotes peace. Through Aikido
techniques students learn to diffuse the force of an attack. The aikidoka
never retaliates but always strives to resolve conflict peacefully.
Physical Benefits: Aikido gives the student an edge in other physicalactivities and sports. Conditioning, balance, timing, relaxation, visualization,kinesthetic awareness and fun are at the core of aikido practice.
Emotional Benefits: Students learn to deal with stressful situations in calm,
controlled, yet self expressive ways. Practicing aikido, over time, gives
students tools for resolving life's daily conflicts and improves self-esteem.
Social Benefits: The sooner students learn that there are alternatives tofighting, both physically and verbally, the sooner they will experience real
personal growth as they develop strong friendships. Aikido encourages goodsocial tendencies that should be a part of everyone's education. Both theindividual and our society benefit.

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1.3 Dojo Etiquette
1. The dojo is a place of peace, concentration and discipline. The
behaviour at the dojo must therefore always be adapted to thecreation of this atmosphere.
2. The word of the Sensei is for everyone.
3. Shoes are to be removed before entering the Dojo and mobile
phones are switched off. Before entering the Tatami (mat area)
make sure feet are clean.
4. When entering the dojo or the Tatami (mat area) a bow is madein the direction of the Shomen (where the picture of the founder
O'Sensei is placed). If training has already started wait for the
Sensei’s permission before stepping onto the tatamis, during
training the mats may only be left with the permission of theSensei.
5. During training talking is to be kept to a minimum.
6. The Aikido-Gi (training suit) is to be clean and finger andtoenails are to be kept short to avoid scratching and cutting.
7. When training with your partner(s), fairness and consideration
are of supreme importance.
8. During the work on the tatami personal friendships or
antipathies are not considered relevant.
9. In training, the attitude toward each person on the tatami is tobe equal, neutral, polite and obliging. When changing training
partners, first bow to the previous partner and then to the newpartner before proceeding with training.
10.The goal of the Aikidoka (person practicing Aikido) is to be
helpful, friendly and courteous.
11. Guests and spectators, who do not participate in the class arewelcome to watch, avoid behaviour which disturbs the class andthose involved.
12. The Sensei is available after the conclusion of the lesson toanswer all questions.
13. After the end of the training session, the students leave thetatamis after the Sensei has left the tatamis.
14. After each training session the tatamis (mats) are to be swept.
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1.4 Quality Atmosphere and Ethos
All children should be treated in an equitable and fair manner
irrespective of age, gender, religion, race, ability, social or ethnic
background, or political persuasion, and have the right toprotection at all times from sexual, physical or emotional abuse. A
young person’s centered ethos will ensure that respect for fellow
Aikidokas is present at all times. Children with a disability shall be
involved in an integrated way thus allowing them to participate totheir potential alongside other children.
The key principles underlying this policy are:Every person under the age of 18 years should be considered as achild for the purpose of this document. While recognising that theprotection of the good name of all members of the AI is of theutmost important, the safety and welfare of the child is paramount.
All suspicions and allegations will be taken seriously and will be
acted on promptly.

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1.5 Safety Statement
Aikikai Ireland will ensure the following:(A)

Activities are suitable for age and stage of development , andSenseis should hold appropriate qualifications.

(B)

Know the contact numbers of Emergency Services.

(C)

Ensure First Aid kit is close at hand with access to qualified
First–aider, and ensure that first aid kit is stocked up.

(D)

Keep a record of any specific medical conditions of theparticipants.

(E)
Ensure easy access to medical personnel if needed and havean emergency plan.
(F)

Keep a record of emergency contact numbers forparents/guardians.

(G) If an incident occurs, make a brief record of the
problem/injury/ and outcome. Contact the participant’s parents
and keep them informed of all details.
(H)

Ensure there is adequate insurance cover for all activities.

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1.6 Code of Conduct for Students.
Please be punctual.
Train for your own enjoyment, not to please parents or Senseis.
Learn the rules and etiquette of the Aikido Dojo and abide bythem.
Respect your training partners. Treat them, as you would like to
be treated.
Positive, Clear, Creative and Constructive communication is
expected at all times when training with fellow Aikidokas.
Never make false allegations against other students /Senseis or
any member of the AI.
Behave in a manner that reflects the quality atmosphere andethos that the AI strive to promote at all times through theprinciples of Aikido.
YOU are responsible for your own training equipment. Please
ensure that your name is on all items.
Clean Aikido gi/Hakama is expected at all times, Nails to be cut
short and please remove all jewellery before going into theclass. As Aikido is a contact discipline personal hygiene is of theutmost importance.
Cameras, camera mobile phones and other visual recording
devices will not be allowed without prior permission at training
sessions or Gradings. Please See Section 2.4 of this documentfor guidelines on photography at Aikido seminars/gradings.

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1.7 Code for Parents/Guardians
Aikikai Ireland is committed to providing a safe and fairenvironment for all juvenile students. Our first priority is thewelfare of young students and we are committed to providing anenvironment, which will allow participants to perform to their best
ability, free from bullying and intimidation. AI believes that parents
can support this in the following ways
(A) Be a role model for children and maintain the highest
standards of conduct when interacting with children, otherparents, and with Senseis and organizers.
(B) Encourage your child to abide by rules and etiquette of the
Aikido Dojo.
(C) Take care not to expose any junior Aikidoka, intentionally or
un-intentionally, to embarrassment or disparagement by the useof flippant or sarcastic remarks.
(D) Always recognize the value and importance of the Senseis’
who provide the opportunities for your child to practice the artof Aikido.
(E)

Respect, Senseis organisers and other Aikidokas.

(F)

Encourage mutual respect for fellow students.

(G) Parents are encouraged to support all efforts to remove allabusive and bullying behaviour in all its forms. For further
details re Bullying, please Section 2.1.3 and 2.3 of thisdocument.

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2. Child Protection
2.1 Child Protection and Welfare
Everyone must be alert to the possibility that children with whomthey are in contact may be suffering from abuse or neglect. This
responsibility is particularly relevant to those persons involved in
sports clubs, community activities or other organisations who caterfor children.
All involved adults, children and parents/guardians operating
within the Aikikai Ireland should be aware of how to report childprotection concerns, and to whom concerns must be reported,
within our organization. The safety of young people is everyone’s
responsibility.
Everyone involved in child protection mattersshould be aware of his/her responsibility to work in co-operation
with the statutory child protection authorities.
2.1.1 Responsibility to report child abuse or neglect
The HSE Children and Family Services should always be informed
when a person has reasonable grounds for concern that a child may
have been, is being or is at risk of being abused or neglected.
Any reasonable concern or suspicion of abuse or neglect must elicita response. Ignoring the signals or failing to intervene may resultin ingoing or further harm to the child. The safety of the child musttake priority.
2.1.2 Legal Obligation
All organisations involved with children have an obligation toprovide them with the highest possible standard of care in order topromote their well-being and safeguard them from abuse.
Organisations may also be legally responsible for their failure toprovide adequate care and safeguards for children in their care.
Section 176 of the Criminal Justice Act 2006 introduced thecriminal charge of reckless endangerment of children. It States:‘A person, having authority or control over children a child orabuser, who intentionally or recklessly endangers a child by –(a) causing or permitting any child to be placed or left in asituation which creates a substantial risk to the child of being a
victim of serious harm or sexual abuse, orPage 9(b) failing to take reasonable steps to protect a child from suchrisk while knowing that the child is in such a situation,
Is guilty of an offence’.
The penalty for a person found guilty of this offence is a fine (noupper limit) and/or imprisonment for a term not exceeding 10
years.
2.1.3 Definition and Recognition of Child Abuse
The term “child abuse” is used to describe ways in which children
are harmed, either by adults or peers, and often by those theyknow and trust.
(A) Neglect
Neglect is normally defined in terms of omission, where a childsuffers harm or impairment of development by being deprived offood, clothing, warmth, hygiene, supervision, affection or medicalcare. It would also include occasions where an adult leaves a childalone without proper supervision.
(B) Emotional Abuse
Emotional abuse is normally to be found in the ongoing relationshipbetween an adult and a child. It occurs when a child’s need for
affection, approval, consistency and security is not met. For
children with disabilities it may include over-protection orconversely failure to acknowledge or under stand a child’s
disability.
Persistent criticism, sarcasm, hostility or blaming, inconsistent or
unrealistic expectations of a child, use of unrealistic or over-harshdisciplinary measures, are some examples of emotional abuse.
(C) Physical Abuse
Physical abuse occurs when parents, adults or other children
deliberately inflict injuries on a child or knowingly do not act toprevent such injuries. It includes injury caused by biting, shaking,squeezing, burning, hitting, or excessive force or giving children
alcohol, drugs or poison. Physical abuse may also be deemed tooccur if the nature or intensity of a training session disregards theability of a child, the capacity of the child’s immature and growing
body or puts the child in danger of injury as a result of fatigue oroveruse.
(D) Sexual Abuse
Sexual abuse occurs when a child is used by another person for hisor her sexual gratification or arousal, or for that of other. This formof abuse can range from inappropriate suggestions to sexual
Page 10intercourse. It includes intentional touching or molesting.
Encouraging children to look at pornographic material or to behave
in sexually inappropriate ways also constitutes sexual abuse.
Taking photographic images of children for purposes of sexual
arousal also constitutes abuse. For guidelines on the use ofphotography at AI run competitions/ events, please see“Guidelines for Photography”, Section 2.4.
(E) Bullying
Bullying may include several forms of abuse. It is the firm policy of
Aikikai Ireland that bullying, in any form or circumstances, will not
be tolerated and a prompt and decisive response will be made to
any indication that it is taking place.
Bullying can be defined as repeating aggression and may be seen
as deliberately hurtful behaviour, usually repeated over a period oftime, conducted by an individual or group against others. It isbehaviour that is seen as intentionally aggravating and can be very
intimidating. It can take many forms including; Physical (e.g.
hitting pinching or kicking), Verbal (e.g. racist, sexual, or
homophobic remarks, taunting and threats, and Emotional (e.g.
isolation from games and activities and social rejection by theirpeer groups).
Bullying Can Occur As Follows:Child to Child – includes physical aggression, verbal bullying,
intimidation, or isolation.
Adult to Child – includes the use of repeated gestures or
expressions of a threatening or intimidatory nature, or any
comment intended to degrade the child.
Adult to Adult – includes verbal aggression towards other adults inorder to achieve a beneficial outcome for own self or own child.
Child to Adult - includes repeated gestures or expressions of athreatening or intimidatory nature by an individual child or a groupof children.
Many children are reluctant to tell adults that they are beingbullied, for fear of ridicule, inaction or further intimidation if thecircumstances are made public. It is important to remember thatbullying also takes place in older age groups. If an allegation ofbullying is reported to the Children’s Officer, or to any member ofthe Executive Committee, and if the problem cannot be resolved
informally, immediate steps will be taken. The AI Executive
Committee will be the final arbitrator as whatever action it
considers appropriate in the circumstances.

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How would you know if a child is being bullied?
All bullies operate using furtiveness, threats and fear. Bullying cantherefore only survive in an environment where the victim does not
feel empowered to tell someone who can help or in which it is not
safe to do so. The following indicators are warning signs that ayoung person might be getting bullied.

•
•
•
•
•
•
•
•
•
•

Reluctance to come to a venue or take part in activities
Physical signs (unexplained bruises, scratches, or damage tobelongings).
Stress-caused illness – headaches, and stomach aches which
seem unexplained.
Fearful behaviour (fear of walking to a meeting, going
different routes, asking to be driven)
Frequent loss of, of shortage of, money with vague
explanations.
Having few friends.
Changes in behaviour (withdrawn, stammering, moody,
irritable, upset, distressed).
Not eating.
Attempting suicide or hinting at suicide.
Anxiety (shown by nail-biting, fearfulness, tics) .

There are other possible reasons for many of the above.
For more information re Bullying and our anti bullying Policy pleasesee Section 2.6 of this document.
2.1.4 Responding to allegations of abuse
The Protection for Persons Reporting Child Abuse Act, 1998
provides immunity from civil liability to persons who report childabuse "reasonably and in good faith" to the Health Board or the
Gardai. The act also covers the offence of “false reporting”. This
Act came into operation on 23rd January 1999.
If a young person says or indicates that he/she is being abused, or
information is obtained which gives cause for concern that a young
person is being abused, you should react immediately. False
allegations of abuse can occur but are very rare.
The following responses are advised:(A)

React calmly.

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(B) Listen compassionately and carefully – keep thequestions to an absolute minimum, facilitating the child totell about the problem.
(C)

Take what the child is saying seriously.

(D)

Remember the child has decided to tell about something
very important and has taken a risk to do so.

(E)

Reassure the child.

(F)

If the nature of what the child is saying is unclear, use
open, non-specific questions such as “Can you explain tome what you mean by that".

(G) The child should be given some indication of what
happens next - informing parents/guardians, health board
or social services. It should be kept in mind that the child
may have been threatened and may feel vulnerable at thisstage.
(H)

Carefully record the details.

The following actions should be avoided:(A)

Do not make promises of confidentiality – it may not be
possible to keep that promise.

(B) Do not make a judgment or make negative comments
about the alleged abuser.
(C)

Do not speculate or make assumptions.

(D) Do not interview the child – do not probe for more
information than is offered.
(E)

Do not approach the alleged abuser.

(F)

Do not allow your shock or distaste to show.

2.1.5 Designated Liaison Person for reporting abuse / neglect
Every organisation, both public and private, that is providing
services for children or that is in regular direct contact withchildren should:(a) Identify a designated liaison person to act as a liaison withoutside agencies and a resource person to any staff member or
volunteer who has child protection concerns.
Page 13(b) The designated Liaison person is responsible for ensuring thatthe standard reporting procedure is followed, so that suspectedcases of neglect or abuse are referred promptly to the designatedperson in the HSE Children & Family Services or in the event of an
emergency and the unavailability of the HSE, to an Garda Siochana.
(c) The designated liaison person should ensure that they areknowledgeable about child protection and undertake any training
considered necessary to keep themselves updated on any new
developments.
*The Children’s Officer in each individual AI club will assume therole of designated liaison person for reporting abuse neglect
2.1.6 Reporting Procedure :1. Where an Aikikai Ireland club member (Sensei or otherwise) has
reason to believe that a child attending training with AI may havebeen, is being or is at risk of being abused / neglected - thenhe/she will report this matter to the club Children’s
Officer
without delay.
1.1. The club Sensei or any member of AI Executive Committee
should be informed in the event that the Children’s Officer isunavailable.
1.2. In the event that a child makes a disclosure of abuse / neglect
directly to a club member, that member should be guided bysection 2.1.4 Responding to allegations of abuse.
2. Upon receiving a report of suspected child abuse / neglect froma club member, the club Children’s Officer must decide whether
further action is required i.e. are there reasonable grounds forconcern that a child may have been, is being or is at risk of being
abused.
2.2. Before deciding whether or not to make a formal report, theChildren’s Officer may discuss the reported concern with the HSE
Children & Family Services Duty Social Worker.
2.3. In those cases where a Children’s Officer decides not to reportconcerns to the HSE or Gardai, the individual club member who
initially raised the concern should be given a clear written
statement of the reasons why the Children Officer has madehis/her decision not to take further action. The individual clubmember should be advised that if they remain concerned about thesituation, they are free as individuals to consult with, or report to,
the HSE or Gardai. The provision of the Protection for Person’sReporting Child Abuse Act 1998 apply.
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3. Where reasonable grounds for concern are established that achild club member may have been, is being or is at risk of being
abused – the Children’s Officer will report this concern without
delay to the HSE Children and family Services.
3.1. The Standard Reporting Form for reporting child welfare andprotection concerns to the HSE (see Appendix) should be used. If areport is made by telephone, this form should be completed andforwarded subsequently to the HSE.
4. Under no circumstances should a child be left in a situation that
exposes him or her to harm or to risk of harm pending HSEintervention.
In the event of an emergency where a child isconsidered to be at immediate danger and contact cannot beestablished with the HSE, contact should be made with the Gardai
via the local Gardai station.
5. Information to be included when a child protection concern isreported to HSE Children and Family Services by AI Club Children’s
Officer (or any member of AI Executive Committee):(i) the name, address and age of the child (or children) for whom
the report is being made;(ii) the name of the child’s school (where known);(iii) the name, club role and contact details of the person reporting
concerns(iv) a full account of what constitutes the grounds for concern in
relation to the protection and welfare of the child or children, e.g.
details of the allegation, incident, dates, description of any injuries,etc;(v) the names and addresses of the parents/carers of the child orchildren;(vi) the name, address and details of the person allegedly causing
concern in relation to the child or children;(Vii) the child’s and/or parents/carers’ own views, if known andrelevant;(Viii) any other relevant information
6. The Club Children’s Officer should (where appropriate) consult
and inform individual senior club Sensei of all matters arising inregard to child welfare / protection. Where necessary, the seniorclub Sensei will share this information with AI Executive
Committee members (Ethical and statutory codes concerned withconfidentiality and data protection will be strictly adhered to).

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2.2 Allegations of Abuse Against Sensei’s.
In case of allegations against a Sensei, the safety of the childmaking the allegation and any others who are/may be at risk
should be ensured and this should take precedence over any otherconsideration.
If a Sensei is the subject of the concern s/he should be treatedwith respect and fairness. The matter should behe reported to the
local health board/social services following the standard reporting
procedure outlined in Section 2.1.6, above.
In the event that the concern is connected to the actions of an
Sensei in the club, the individual involved in the concern should be
asked to stand aside pending the outcome of any investigation by
the Statutory Authorities.
It is advisable that an appointed committee member, other thanthe Chairperson who takes the responsibility for reporting,undertakes this task.
The accused should be informed, in private, (a) that an allegation
has been made against him/her, and (b) the nature of theallegation. S/he should be afforded an opportunity to respond.
His/her response should be noted and passed on to the healthboard/social services personnel.
All persons involved in a child protection process (the child, his/herparents/guardians, the alleged offender, his/her family) should beafforded appropriate respect, fairness, support and confidentiality
at all stages of the procedure.
Every effort should be made to ensure that confidentially ismaintained for all concerned. Information should be handled anddisseminated on a need to know basis only. Information should be
stored in a secure place, with limited access to designated people.
The requirements of the Data Protection laws should be adhered to.
Breach of confidentiality is a serious manner.
Anonymous complaints / can be difficult to deal with but should
not be ignored. In all cases the safety and welfare of thechild/children is paramount.
Any such complaints relating to inappropriate behaviour should be
brought to the attention of the AI Executive Committee. The
information should be checked out and handled in a confidential
manner. Rumours should not be allowed to hang in the air. Anyrumours relating to inappropriate behaviour should be brought tothe attention of the Chairperson and checked out without delay.
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2.3 Anti-Bullying Policy
Who should deal with bullying?
While the more extreme forms of bullying would be regarded asphysical or emotional abuse and are reported to the health board of
An Garda Siochana, dealing with bullying behaviour is normally the
responsibility of all Senseis within the AI organisation…
How can it be prevented?
•
•
•

•
•
•
•
•
•

Ensure that all members follow the code of conduct, which
promotes the rights and dignity of each member.
Deal with any incidents as they arise.
Use a whole group policy or ‘no-blame approach’, i.e., not‘bullying the bully’ but working with bullies and the group ofyoung people, helping them to understand the hurt they are
causing, and so make the problem a ‘shared concern’ of thegroup, (see below).
Reinforce that there is ‘a permission to tell’ culture rather
than a ‘might is right’.
Encourage young people to negotiate, co-operative and help
others, particularly new or different children.
Offer victim immediate support and put the ‘no blame
approach’ into operation.
Never tell a young person to ignore bullying, they can’t ignore
it, it hurts too much.
Never encourage a young person to take the law into theirown hands and beat the bully at their own game.
Tell the victim there is nothing wrong with them and it is nottheir fault.

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What is the ‘No Blame’ Approach?
Step 1 – Interview with the victim
If you find that there has been an incident of bullying, first talk to the victim. At
this stage find out who was involved and what the victim is now feeling. Try
asking the following questions:••••

Was it verbal or physical intimidation?
How hurt is the victim?
Was it within his/her own peer group?
Ensure the victim that his/her name will be not come out in theinvestigation. Actively listen.

Step 2 – Meet with all involved
Arrange to meet with all those involved; this should include some bystanders,those who may have colluded, those who joined in and those who initiated thebullying.
• Have a minimum of six to eight in the group – keep the number
controllable• Make a point of calling a ‘special’ meeting• Ensure the severity of the topic is understood to all• Speak only of the hurt caused in general terms with no reference to thevictim• Play on the conscience of all – ask questions like: How would you feel?
Would you like it done to you?
Step 3 – Explain the problem.
The distress being suffered as a result of the bullying incident is explained. At
this stage the details of the incident or the allocation of the blame is notdiscussed. Explain the feelings of loneliness, feeling left out, rejected, laughed
at. Try asking questions: - Would they like if it happened to them? “Someone
here in this group was bullied by someone within the group, what could we do tosee it does not happen again?”. Listen, watch out for reactions, and pick up on
any without isolating anyone
Step 4 – Share the responsibility
Explain what steps / controls may have to be introduced to prevent further
incidents and how everyone will lose out as a result.
Step 5 – Asking the group for their ideas
At this stage the group is encouraged to suggest ways that would make thevictim feel happier. All positive responses are noted. Use phrases “if it were you”
to encourage a response. Listen to all suggestions and note them.
Step 6 – Leave it to them
Now the problem has been identified, solutions suggested, the problem is now
handed over to the group to solve. Arrange to meet again in a week’s time. Pass
responsibility over to the group and give a time frame within which something
must be done.
Step 7 – Meet them again
All of the group, including the bully, discuss how things are going, who is doing
what and have there been other incidents. This allows for continual monitoring
and also keeps all involved in the process.

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2.4 Guidelines on use of Photographic and Filming Equipment at
Seminars and Practice Sessions
Amateur photographers/film/camera mobiles/video operators
wishing to record an event such as a training session or Embukai
should seek accreditation with the event organizer or Sensei ofpractice session.
During seminars or Training sessions, children must not be
photographed or filmed without their permission and the express
permission of one of their parents or person acting for the parent.
A record of the permission should be kept.
Professional photographers/film/video operators wishing to record
an event or Training session should seek accreditation with theevent organizer by producing their professional identification forthe details to be recorded.
A record should be kept of accreditations.
This information should be published prominently in event
programs and should be announced over the public address system
prior to the start of an event. The following is the recommended
wording:"In line with the recommendation in the Aikikai Ireland Code of
Conduct, the promoters of this event request that any person
wishing to engage in any video, zoom or close range photography
should register their details with the organizers. On no accountshould children be photographed or filmed without their permission
and the permission of their parents ".
Videoing as a coaching aid: Video equipment can be used as alegitimate coaching aid. However, permission should first be
obtained from the student and the student's parent/carer.
Anyone concerned about any photography-taking place at events or
training sessions can contact the organizers and ask them to deal
with the matter.

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2.5 Role of Children’s Officers
Aikikai Ireland will appoint one or more Children’s Officers. These
officers are an essential element in the creation of a quality
atmosphere in any club. They act as a resource to members withregard to children’s issues and also ensure that children have avoice in the running of the club and can freely talk of theirexperiences.
Government guidelines advise that all clubs should appoint achildren’s officer and this should be done in accordance withrecommended selection and recruitment procedures.
The Children’s Officer should have the following functions:(A)

To promote the Code of Ethics & Good Practice.

(B)

To influence policy and practice and to prioritisechildren’s needs.

(C)

To ensure that children know how and whom they canreport their concerns to within the club. Information
disclosed by a child should be dealt with in accordancewith the Department of Health and Children’ Guidelines“Children First”.

(D)

To encourage the participation of parents/guardians inclub activities.

(E)

To co-operate with parents to ensure that each child enjoys
his/her participation in Aikido.

(F)

To act as a resource with regard to best practice inchildren’s sport.

(G)

To report regularly to the Executive Committee.

(H)

To monitor changes in membership and follow up any
unusual dropout, absenteeism or club transfers by children
or Senseis or other assistants.

Children’s Officers do not have the responsibility of investigating or
validating child protection concerns within the club and have nocounselling or therapeutic role. This responsibility lies with the
Health Boards and An Garda Síochána.

Page 20

2.6 Disciplinary Procedure
When an infraction of the rules of the Aikikai Ireland occurs, thefollowing procedure shall apply:
1st Offence:
A verbal warning is given by an executive committee member
or Sensei, whichever is appropriate. A verbal warning will be
noted in the minutes of the AI committee..
2nd Offence:In the case of a child, the parent/guardian is informed inwriting. In the case of a member over 18 years of age, themember is informed in writing that they are in breach of theAI`s code.
The warning will be sent by a committee member or Sensei,
whichever is appropriate.
3rd Offence:
The Committee, in consultation with any Sensei or otherassistant who might be involved, will decide a sanction,
appropriate to the nature, frequency, and consequences of theinfringement.

Page 21

2.7 Disciplinary Complaints Procedure
It is part of the ethos of the Aikikai Ireland and its affiliated clubsthat infractions of the rules are dealt with, in the first instance,
through the disciplinary procedures laid out in 2..9, of thisdocument. However, where this fails, or where the infractions of
the rules are persistent, of a serious nature, or likely to cause
injury, damage or offence, the Committee has in place a complaints
procedure that allows all members with dissatisfaction to register
their complaint in a formal way and put an open process ofinvestigation into action as follows:(A) Complaints may be lodged by all members of the club.
(B) The secretary of the club should receive them in writing
within 7 days of the alleged incident.
(C) The complaint should outline all relevant details aboutother parties involved.
(D) The complaint will be brought to the attention of the
Chairperson by the secretary, who will convene theDisciplinary committee, consisting of the chair and 2other ordinary members.
(E) If the complaint involves a criminal offence the
Chairperson should inform the statutory authorities anddisband the Disciplinary committee.
(F) The disciplinary committee should hear the case of allparties involved and decide if a rule or regulation has
been infringed.
(G) They should, in writing, inform those involved of the
sanctions to be imposed. Written notification should begiven to parents if the complaint is against a juniormember.
(H) Keep all records on file. The Secretary will be
responsible for storing all records. Allegations that proveto have been unfounded will be kept on file for a
maximum of 12 months of being received.
(I) If any party does not agree with the disciplinarycommittee they an appeal can be lodged. (See Section
2.10
of
this
document,“Appeals
Procedures”).
(J) Fordisciplinary
procedures
involving
Senseis,assistants, or members of the executive committee,
please see Section 3.5 of this document.
Page 22

2.8 Appeals Procedures(A)

If any party does not agree with the disciplinarycommittee they can appeal the decision inwriting within 10-day period.

(B)

The appeals committee is convened, whose
chairperson should be taken from the executive
committee (not the original chair) and 2 otherordinary members (not the original members).

(C)

The appeals committee should confirm or set aside
or change any sanction imposed by the disciplinarycommittee.

Page 23

3. All Senseis/Club Personnel.
3.1 Preamble
Aikikai Ireland fully recognises the key role Senseis play in the
lives of children in sport. All Senseis have as their first priority thechildren’s safety and enjoyment of the art of Aikido and should
adhere to the guidelines and regulations set out in the AI Code of
Policies, Codes and Procedures.

The AI will take all reasonable steps to ensure that Senseis
working with young people are suitable and appropriately qualified.
Application procedures are therefore necessary and theseprocedures apply to all persons, paid or unpaid, with substantial
access to young people. References will be required and will befollowed up.
There will be a “sign-up” procedure, whereby the appointed/reappointed Senseis agrees to abide by the Code of Ethics and Good
Practice for Children in Sport and to the AI Code of Conduct.
Potential appointees will be given a copy of both when appointed
by the Executive Committee.

Page 24

3.2 Recruitment Policies for Sensei’s
The committee will take reasonable steps to ensure that suitablepeople work with members and young students. Specificprocedures will be adopted for all persons with substantial accessto young people, see junior section of this manual.
All Senseis should undergo a recruitment process, (see applicationform) and those taking on a temporary teaching role should beaware of the guidelines for Senseis.

(A)

Checks with referees will be followed up.

(B)
It is recommended that terms of reference, clearly
outlining the tasks to be performed and the skills required, bedrawn up before recruiting and appointing a Sensei.
(C)

A decision to appoint a Sensei is the responsibility of theClub and not of any one individual within it.

(D)
The club committee should ratify all recommendations
for appointment.
(E)
Every effort will be made to manage and support
appointed Senseis.

There will be a “sign-up” procedure, whereby the newly recruited
Sensei agrees to abide by the C of E & GP and the policies /codesand procedures of the AI.

Page 25

3.3 Code of Conduct for Sensei’s .
***Aikikai Ireland Sensei’s Code***

Remember You are a role model, always lead by example, and as
Senseis of a juvenile class you have a duty of care, which is more
onerous than that of a Sensei to an adult class.
Be generous with your praise when it is deserved and encourage asense of team spirit amongst all participants.
Watch out for bullying.
Never use foul or vulgar language.
Never ridicule a student for making mistakes. Screaming abuse or
unrealistic instructions never improved a student’s performance.
Be reasonable in your demands on your student’s time. Rememberthat they have other interests that should also be encouraged.
If you need to discipline a student – take the student aside and talkto him/her quietly.
Be consistent in your approach – if you are inconsistent it confuses
young people and they will lose faith in your ability.
Do not ignore their questions – if you do they will stop asking andseek answers elsewhere and perhaps leave your club.
Do not ever give the impression that you are perfect or infallible you insult their intelligence and leave yourself open to ridicule.
Be aware at all times of the Tenets and Core Values of the AI.
As a Sensei your role is to remain objective at all times and neverresort to favouritism in any shape or form.
Try to remember Aikido is not the only martial art in the world andthat all education is complementary.
Be generous with praise and never ridicule or shout at players formaking mistakes. All young students are entitled to respect.
Be careful to avoid the “star system”. Each child deserves equal
time and attention.

Page 26

Care must be taken not to expose a child intentionally Or
unintentionally to embarrassment or disparagement by use of
sarcastic or flippant remarks about the child or his/her family.
Physical punishment or physical force must never be used. Neverpunish a mistake - by verbal means, physical means, or exclusion.
Encourage the development of respect for fellow students andother Senseis, avoid criticism of fellow Senseis.
It is important to realise that certain situations or friendly actions
could be misinterpreted by the participant or by outsiders. Senseis
are responsible for setting and monitoring the boundaries between
a working relationship and friendship with students. It is
unadvisable for Senseis to involve young Aikidoka in their personal
life i.e. visit to Senseis home or overnight stays.

Page 27

3.4 Policy for Travelling with Children
If the activities involve staying away from home overnight,
attention should be paid to the following:•

Written parental consent (for each individual trip) forms to besigned. The Consent Form in the ` Procedures Section ` within
the Level I Manual and may be photocopied for your use.

•

Cars used to transport Aikidokas: Those who use their own
Vehicles to transport players must ensure that they haveadequate insurance cover and be careful not to carry morethan the permitted number of passengers. Senseis areactively discouraged from travelling alone in cars withchildren.

•

Adequate insurance, to cover all aspects of the trip.

•

Any information about the children which may be relevant tostaying away overnight, i.e., allergies, medical problems, or
special needs.

•

Appropriate and well-supervised sleeping arrangements. As anorm adults should not share a room with a child. Where thepresence of an adult is required there should be more than
one child in the room with the adult. If children are sharing aroom, it should be with those of the same age and sex.

•

Respect for the privacy of children and young people in
Dormitories, Changing rooms, showers and toilets.

•

Where there are mixed groups there should be at least one
adult female in the group.

•

All adults who travel on away trips should be carefully
chosen.

•The roles and responsibilities of adults on away trips should
be clearly defined.

•

Adequate adult/child ratios should be observed.

Page 28•Special care should be taken in the selection of homes forovernight stays and where practicable more than one childshould be placed with each host family.

•

Avoid being alone with one Aikidoka (e.g. travelling to avenue or consulting/ advising in closed off room – If
necessary leave the door open and be in earshot of others.

•

Avoid unnecessary physical contact outside the normal Dojo
training session.

•

Remember casual comment can be open to misconstruction.

•

All group socialisation should take place in communal area.
(i.e. no boys in girls’ rooms and vice versa).

•

Alcoholic drink, smoking or other illegal substances are
forbidden to students.

•

The behaviour of the group should at all times be such thatthe good name of the AI is upheld.

•

Lights out times should be enforced.

•

Young students should be under reasonable supervision at all
times and should never be allowed to leave theaccommodation or sports venue without prior permission•

Injury(s): Make a brief record of injury and action taken.

•

Behavioural Problems: Makeproblem/action/outcome.

•Submit report/s on return home.

•

Parents/Guardians should be informed as soon as possible
should their child suffer a significant injury or accident.

a

brief

recordoftheSenseis /Authorised Volunteer asked to travel with the group in asupervisory capacity must sign up for each overnight trip.
Parents must sign an agreement that their children will abide by
the Code of Conduct of our organisation.

Page 29

3.5 Disciplinary Procedures: Sensei’s and Committee Members
An allegation of misconduct involving Executive Committee
members, Senseis, or any other person involved in the running of
any AI club is a serious matter, with implications for the well-beingof the alleged victim, the good name of the alleged perpetrator, anda potentially detrimental effect on the proper conduct of theorganisation. In instances in which the misconduct is not serious,or arises from a misunderstanding, AI prefer to deal with suchallegations by means of informal reconciliation. However, (a)when, in the opinion of the Executive Committee such informalmeans have been exhausted; (b) when the accusations are of aserious nature; or (c) when either the accused or the accuser
requests, the following process will be applied:
Within a period not exceeding two weeks of the first verbal
statement of allegations of misconduct, the accuser shall furnish, inwriting, a signed and dated statement containing the following:a. General substance of the allegations of misconduct
b. Details of individual instances of misconduct, including
the location, date, approximate time, as well as names
and contact details of witnesses who were present, as
well as their relationship to the accuser and accused.
c. Good cause as to why the alleged instances of
misconduct outlined in the statement constitute a matterthat falls within the jurisdiction of the Club.
Upon receipt of such an allegation of misconduct, the Chairpersonof the Executive Committee shall appoint a Disciplinary Sub
Committee, who shall be authorised to investigate the allegations.
The Sub-Committee shall be composed of four members, at least
one of who shall be external to the Executive, and who will haverelevant experience. Every effort will be made to achieve genderbalance in the composition of the Sub-Committee. If it deems
necessary, the Sub-Committee may request that the Executive
Committee provide resources to obtain specialised professional
advice.
As a part of their investigations, the Sub-Committee of Enquiry
shall discuss the allegations with the person or persons accused of
misconduct. The Sub-Committee will offer the accused theopportunity to supply the names and contact details of witnesses
who were present at the time of the alleged instances of
misconduct. The Sub-Committee will also discuss the allegations
with the accuser.

Page 30

The Sub-Committee will be asked to report under the following
three headings:•••

The truthfulness of the allegations of misconduct.
The seriousness of such misconduct.
Whether or not such misconduct falls within the jurisdiction of
the Club and its activities.

The Sub-Committee will present its findings three headings inwriting.
All Sub-Committee decisions will be decided by a majority votewithin the Sub-Committee. In the case of an evenly balanced vote,the Chairperson shall be co-opted to the Sub-Committee to cast thedeciding vote.
The report of the Sub-Committee of Enquiry will be presented to ameeting of the whole Executive, convened solely for that purpose,
excluding the accuser, the accused, and any other Executive
member who may feel the need to declare a conflict of interest.
The Executive Committee thus composed will adjudicate on thetruthfulness of the allegations of misconduct, based on the reportof the Sub-Committee. If it finds that the allegations are truthful, it
will further rule on whether or not the misconduct falls within thejurisdiction of the Club. It will then rule on the seriousness of the
misconduct. All decisions of the Executive Committee on thesematters will be determined by a majority vote.
If the Club decides, based on the report of the Sub-Committee, thatthe allegations are truthful, within the jurisdiction of the Club, andof a serious nature, it will decide whether or not disciplinary action
is warranted, and if so, what form such disciplinary action will take.
Should the Executive Committee determine that the allegations are
unfounded and malicious, it may decide to implement disciplinary
procedures against the accuser.
Any party to the original allegation may appeal all decisions of the
Sub-Committee, and actions arising from such decisions. The
composition of the Appeals Sub-Committee will be determined by
the Chairperson, who shall take cognisance of the nature of theoriginal allegation in convening such a Sub-Committee. The
Appeals Sub-Committee will either uphold, uphold withmodifications, or reject the decision of the original Sub-Committee.

Page 31

4. Appendices
Appendix A: Membership Forms

NAME:………………………………………………………………………………………-

ADDRESS:………………………………………………………………………………………
………………………………………………………………………………………

D.O.B. : …………………………….

E-MAIL : …………………………

PHONE NO:MOBILE …….……………………….

……………………………….

CLUB: ………………………………….

GRADE : ……………………………

HEALTH:
Do you have any medical condition that the Sensei should be aware of?
state details.

Please………………………………………………………………………………………………………………
Are you on medication? If yes – please give details.
……………………………………………

*** SPECIAL MEDICAL INFORMATION /ALLERGIES :Please state type :----------------------------------------------In the event of an emergency and should I not be contactable I DO / DO NOT
consent to my child receiving any medical treatment deemed necessary.
I will respect the rules and procedures of the AI and the Code of Ethics & Good
Practice as adopted by Aikikai Ireland.

Signed : _______________

Date:__________

Welcome and Thank you for completing the membership form.
www.AikikaiIreland.ie
Page 32

Appendix B: Application Forms** SENSEI APPLICATION FORM **Confidential .
Name:------------------------------------------------------------

Address:----------------------------------------------------------------------------------------------------------------------------------------------Telephone No:
Mobile :--------------------------------------------------E-mail: -------------------------------

Date of Birth:-----------------

Previous experience/involvement in Martial Arts? Please supply details.

Aikido / Sporting/ NGB Qualifications:
Name of Club

Dates………………………………

Job Title

Reasonleaving?

forPrevious experience/involvement in voluntary work related to children?
Please supply details.
Name
Organisation

of

Dates

Nature of work

Reasonleaving

forHave you ever been asked to leave a sporting organisation in the past?
Yes
NoPage 33(If you have answered yes we will contact you in confidence)
Please note that, Aikikai Ireland is an organisation fully committed to thewelfare/protection and happiness of children, all appointments are subject
to reference checks and when available, Garda clearance.
Do you agree to operate within the ***Code of Ethics &Good Practice as adopted by Aikikai Ireland.
Yes
No
Referee:
Please supply the names of two responsible people whom we can contact and
who from personal knowledge is willing to endorse your application. If you had aprevious involvement in sport, one of these names should be that of an
administrator/Sensei of your last club/place of involvement.

Referees Name/Address

Signed:…………………………………

Date:………………….

Page 34

Appendix C: Parent Handout re Policy and Procedures(Away Trips)
We in Aikikai Ireland are fully committed to ensuring that all necessary steps aretaken to protect and safeguard the welfare of children and young people who
participate in Aikido.
It is the policy of AI to safeguard the welfare of our under age Aikidokas byprotecting them from physical, emotional or sexual harm and from neglect orbullying.
This information is given to you not as a response to massive problems
within Aikido , rather our organisation has accepted its moral andlegal responsibilities and mainly to ensure that children enjoy Aikido in safety.
At all times we are committed to providing the highest possible standardsof care in a safe environment.
In this respect children are entitled to: Be safe Be treated with dignity, sensitivity and respect .
 Be happy, have fun and enjoy Aikido.
 Comment and make suggestions in an appropriate andconstructive manner.
 Be listened to.
 Be believed.
Most importantly they are entitled to express concerns and make complaints in
an appropriate way and have these dealt with through an effective complaints
procedure.
The Children’s Officer for our club is…………………………………….
and they can be contacted at :…………………………..………

On all away trips there is a designated Head of Team /Delegation who
has overall responsibility for the student’s well being, behaviour andaccommodation arrangements.
The designated Head of Team/Delegation for this Event is:Name…………………….

&

Contact Number ……………

He/she will also act as the designated child protection officer for the trip and allconcerns or complaints should be submitted to this person.
In the event that the complaint refers to this person they can approach any
member of staff of their choice and they can be assured that their concerns will
be dealt with in an appropriate manner.

Page 35

Parents and students are also advised that they can also raise concerns with theAI’s National Children’s Officer :Name:……………………….

& Contact Number :…………..

Parents and students inhibited for any reason in reporting any incident
internally ,or are unhappy with the internal response, can also reportconcerns to your local Health Board who have statutory responsibility
for safeguarding and protecting the welfare of children here in Ireland.
The first priority is that no student will be exposed to unnecessary risk in
keeping with the fundamental principle that the welfare of the child isthe first and paramount importance.
All allegations of child abuse will be managed, in accordance with theGovernment Guidelines, in the Code of Ethics and Good Practice.
In keeping with best practice standards, a Parent/guardian Travel
Consent /Medical Form is required for all activities relating to yourson/daughters participation whilst in the care of the designated Head of Team .

Page 36

Appendix D: Parent Guardian Travel Medical Consent Form.

TRAVEL CONSENT FORM
( UNDER 18s – same form for seniors)
Seminar :Date:

NAME: …………………………...
ADDRESS:………………………………………………………..
HOME PHONE: …………….

MOBILE: ……………………..

E-MAIL ADDRESS OF PARENT : ……………………………….
PARENTS/GUARDIAN SIGNATURE: …………………………..
EMERGENCY CONTACT No. ………………………………….
HEALTH:
Do you have any medical condition that the Sensei should be aware of ?
state details.

Please------------------------------------------------------------------------------------------Are you on medication?
-----------------------------------------------------*** SPECIAL MEDICAL INFORMATION /ALLERGIES :Please state type :…………………………………………………………………
A)
Underage format.
In the event of an emergency and should I not be contactable I DO / DO NOT
consent to my child receiving any medical treatment deemed necessary.
I will respect the rules and procedures of the AI and the Code of Ethics & Good
Practice as adopted by the Aikikai Ireland.
Parent Signature: ………………………………….

Date:………………………

A)
Senior 18years and over..
In the event of an emergency I give my consent to :Name:……………………………………
Contact No: ……………………………
who will act on my behalf, should any medical treatment be deemed necessary.
I will respect the rules and procedures of the AI and the Code of Ethics & Good
Practice as adopted by Aikikai Ireland.
Signature: : ………………………………….

Date:…………………………

Page 37

Appendix E: Standard Reporting Form for Reporting
Protection and Welfare Concerns to a Health Board.

ChildStandard reporting Form
For
Reporting Child Protection and Welfare Concerns to a Health Board

1. Date of Report : ………………………………….
2. Name of person reporting:…………………………………………………………….
3. Address of person reporting:…………………………………………………………………….
4.

Relationship of reporting person with child :………………….

5. Method of reporting (telephone call, personal call to office):………………………………….
6. FAMILY DETAILS
Details of child concerned
SurnameForename

D.O.B.

Male/ Female

Alias (known as)

Address :Correspondence address (if different)

Telephone number

E-mail:7. State whether you consider your report to indicate (a) suspected or actual
child abuse or (b) need for family support, giving reasonsPhysical
Abuse
Suspected
ActualSexualAbuse

Emotional
Abuse

Neglect

Page 38

8. Details of other family members/household members
NAME
AGE
RELATIONSHIPEMPLOYMENT/TOSCHOOLCHILD

LOCATION

In cases of emergency, or outside health board hours, reports should
be made to An Garda Siochana.
9.
Name of other professionals involved with child/ren and/or
parents/carers. Public health nurse: School:General practitioner:
Any other agency or professional involved (please describe the nature of any
involvement:

10. REPORT DETAILS
Describe, as fully as possible the nature of the problem or Incident being
reported, giving details of times and dates of Individual Incidents, thecircumstances in which they occurred, any other Persons who were present
at the time,
and their involvement:
11.
Has any explanation been offered by the child, and/or parents/carerwould account for the currant problem or incident? (details)

which

12.
As far as possible, describe the state of the child/rens physical, Mental
and emotional well being.
13.
If child abuse is being alleged, who is believed to be responsible forcausing it:
Include (if known)
Name: ……………………………………
Address: ………………………………………………………………………………………

Describe (in detail) any risks to which the child/ren in this situation
are believed to be exposed.
15.
How did this information come to your attention?
16.
What has prompted you to report your concern at this time?
17.
What evidence of Harm exists at present?

Page 39

18.
Are there any factors in the child and/or parents/care present
situation, which may have relevance to the currant concern? (For
Example, recent illness, bereavement, separation, addiction,
mental Health problem or other difficulty)
19.
Are there any factors in the Childs and/or parents/carers situation which
could be considered protective or helpful (for example, extended family orcommunity support.
20.
Has any action been taken in response to the current concern or Incident/
details: Are the child’s parents/carers aware that this concern is being
reported to the health board?
21.
Is there a need for urgent protective action at this point?

SIGNED ____________________

DATE__________

Page 40

Appendix F: Definitions Used in this Document
Child:For the purpose of this document, The Aikikai Ireland follows
the practice established by the UN, and defines a child as any person
18 years of age, or under.
Sensei:Any person instructing in all aspects of Aikido as practiced and taught by Aikikai
Ireland.
Committee Member:
Any member of the Executive Committee of Aikikai Ireland.
This includes both those positions defined by the AI Constitution( Copy of same may be had on request), as well as any additional
positions that the Committee may chose to bring into being at its
ordinary meetings.
Member:Any person, whether adult or child, who is a fully paid-up member of Aikikai
Ireland.
Parent/Guardian:
Even when it is not explicitly stated, the word “parent” in this document
refers to any adult who has a duty of care towards a child.
Student:
Any person, whether child or adult, who is learning the art of
Aikido under the auspices of the Aikikai Ireland.

Page 41