This article has been published by our National Safeguarding Lead, Juliette Maggs-Bowen, providing guidance on how to conduct appropriate checks and balances during the membership application process. This guidance is considered as best practice within the sporting industry and is recommended for implementation by Affiliated Clubs.

Implementation

Clubs may consider a phased implementation, beginning with enhancing the onboarding procedures for new members and potentially extending these requirements to renewing members in the following year.

Real life scenarios

Over the past year, we’ve worked with numerous Affiliated Clubs who, with the benefit of hindsight, wish they had implemented these checks earlier. In some cases, those initial conversations, however uncomfortable they might seem at the time, could have prevented significant safeguarding concerns and a great deal of heartache for the Club.

Improved Club Culture

These checks aren’t about questioning someone’s history within the club. They’re about creating a culture of vigilance and demonstrating our commitment to a safe environment for everyone. These simple questions provide a framework for open communication and allow Clubs to identify any potential red flags before they become a problem for you, your committee and your membership. They also demonstrate to all members, new and old, that safeguarding is a priority for the club, fostering trust and transparency.

We’ve created a sample membership form to show Clubs how these questions can be easily integrated.

Stronger Membership Forms

When using a membership application form, Clubs may want to include a question such as: Do you have any unspent convictions, terms, or cautions? Collecting this information enables Clubs to make informed decisions about membership and helps to identify suitable volunteers for roles that involve power, trust, vulnerable individuals, or the handling of sensitive information. Remember to always advise the Bowls England Safeguarding Team if information is disclosed.

Make sure to:

1. Make sure your Club’s new membership procedure includes buffer time to seek advise from Bowls England
2. Do not publicise the membership form, ensure all Forms are stored appropriately inline with guidance below
3. Disclosing information is a positive step to safeguarding the Club, the individual must not be isolated because of the disclosure
4. Any disclosures should be kept confidential between the Club Secretary and the Club Safeguarding Officer
5. Club Safeguarding Officer must contact the Bowls England Safeguarding Team as soon as possible to disclose the information – the Club must not perform the risk assessment without Bowls England’s interaction

Why Seek Bowls England’s Input?
Bowls England’s Safeguarding Team has extensive experience with safeguarding risk assessments. By consulting them early, your Club can benefit from their expertise, helping you avoid potential pitfalls and ensuring decisions are made responsibly. Always seek their support before completing any assessment or making final membership decisions.

Visual ID checks

Clubs are encouraged to visually check official forms of identification, such as drivers licence, passport or national ID card. By verifying the name and date of birth on the Application Form against the presented ID, clubs can gain confidence in the accuracy of the applicant’s identity. In cases where no other forms of ID can be provided, a Birth Certificate (original or certified) will be sufficient.

Make sure to:

1. Ensure their official name is clearly documented on the membership form, respectfully ask the person to explain the discrepancies.
2. If the explanation is unclear or insufficient, consider requesting additional forms of identification.
3. Consult with the Bowls England Safeguarding Team if the discrepancies raise serious concerns or you are unsure how to proceed.
4. In accordance with data protection regulations and to simplify data management procedures, avoid copying, storing, or sharing any checked ID details.

Storage of documentation

Applications must be securely maintained and accessed only by key authorised personnel. This is crucial as applications may contain sensitive information such as unspent convictions or health details, as well as addresses and emergency contact details.

Make sure to:

1. Ensure confidentiality, physical applications should typically be stored in locked facilities
2. Ensure confidentiality, electronic records should typically be protected by secure access controls, limiting access to those with a legitimate need to know
3. Check out our published article for a reminder of your Club’s GDPR responsibilities click here.

It is important to note that this is a suggestion and not a mandatory requirement set by Bowls England.