FOR OFFICIAL USE ONLY: Applicant Name: Date application received: Date of interview: Interviewed by: 1. 2. References received and are satisfactory: Yes No Access NI check completed and returned (if appropriate): Yes No Comments: Proof of applicants identification received: Yes No Group 1 _______________ _ Group 2 ________________________ _________________________ Recommendation Approve Not approved Reasons: _________________________ ____________________ Signature Date __________________________ ____________________ Print Name Position in Organisation CONFIDENTIAL The following person __________________________________ has expressed an interest in working for NAME OF CLUB.
Be safe Have any concerns listened to Be respected by their coach and host family Have easy access to phone contact with the trip organiser Have a list of events (itinerary) Regular group meetings with other young people Have their religious needs facilitated Have prior knowledge of the climatic variation to enable them to bring adequate clothing Be made aware of the codes required for phoning home Maps of the local area Have the currency of the country they are visiting explained to them Be made aware of collection and drop off arrangements Show respect to their host families Show respect to other youth members and their leaders Keep themselves safe Report inappropriate behaviour or risky situations Attend any prior planning meeting to ensure they are fully informed of the plans Maintain the sport’s reputation by adhering to their Code of Conduct Discussing their dietary needs with the host family (though it is the parent’s/organiser’s responsibility to ensure this information is passed on in advance) Maintain the accommodation to the standard set by the family Be aware that they are acting as an ambassador for their sport and on occasions their country Dependent on arrangements with parents, manage their own money COACH/MANAGER Right To: Responsibility Have support form their governing body if reporting any concerns about the arrangements Be protected from abuse by children/youths, other adults, members or parents involved in the trip Not be left vulnerable when working with children Receive the relevant information from parents/guardians in advance of the trip i.e. Dietary needs Any personal care needs Emergency contact numbers Signed medial consent form/permission form To plan well in advance of the trip Check governing body guidelines Gather information on destination and venue (if possible carry out a risk assessment) Facilitate information meetings prior to the trip for parents and children Maintain confidentiality about sensitive information Be a role-model during the trip and adhere to sports code of conduct and boundaries about behaviour. (disciplined/committed/ time keeping) Fostering team work to ensure the safety of youth members in their care Respond to children/youth members’
List of any medication/allergies EHIC European Health Insurance Card (replacement for E111) form completed (EU visits) Be respected by the children in preparation for and during the trip To have any personal “out of pocket” expenses reimbursed To be able to apply sanctions in line with the governing body guidelines and discussed prior to the trip To have time off i.e. that another adult is the point of contact for an emergency rather than one individual all the time statements and concerns Record any complaints or accidents on relevant documentation Provide the children, parents and host with an itinerary of events Have clear arrangements for collecting and transporting children during the trip Ensure that if a young person has to share a room that it is with someone of the same sex and that they are aware of who this is in advance Check adequate insurance cover is arranged Ensure they have received the relevant documentation from the child’s parents/guardians To inform parents and children of standards of behaviour required and possible sanctions To ensure that there is an appropriate adult/child ratio To submit a report to club or governing body after the trip Make parents and children aware of photographic policy and obtain parent’s signature (or include on permission form) PARENTS/GUARDIANS Right To: Responsibility Know their child is safe Be informed of any problems or concerns relating to their children Be informed if their child is injured Have their consent sought prior to the trip Contribute to the decisions in planning the trip (when appropriate) Have knowledge of where their young person is staying and with whom Have a contact number for their child’s hosts and trip organiser Have a detailed itinerary of events that their young person will be taking part in To be aware of the Code of Conduct for children, coaches and hosts To agree sanctions with the coach and child prior to the trip Ensure the child has appropriate spending money To pay for relevant costs prior to their child going on the trip Provide the coach with all relevant documents and emergency contact number Ensure the young person has a passport (if required) prior to the trip Provide appropriate clothing to meet the needs of the child while away from home Drop off and collect their child at agreed
time Encourage their young person to play by the rules HOSTS Right To: Responsibility To be treated with respect by the children, coaches and parents To have prior knowledge of any special requirements e.g. medical, food, religion, transport or mobility. To have telephone contacts, lists of parents and coaches in the event of an emergency To be financially reimbursed for any expenses (when agreed) To be informed of competition details To have clearly defined roles prior to the event To be consulted about any change in plans. To have agreed to a Code of Conduct To consent to checks/references being sought into the appropriateness of them being hosts To provide a safe and supportive environment for the children while they are hosting them To attend host family meeting prior to and during the competition if arranged To provide the young person with a positive experience of staying way from home and possibly a different culture