Guildford Hockey Club Est. 1912


Welfare Reporting Procedures

Our Club Welfare Officer:

07879 603059

Please contact Melinda as soon as possible after concerns have been either witnessed by or reported to you.

Please see the full information guide on Reporting Procedures using this link.


Some guidance is here below:

There are a number of reasons a person might need to report a concern:

  • in response to something a young person has said
  • in response to signs or suspicions of abuse
  • in response to allegations made against a member of staff or a volunteer
  • in response to allegations made about a parent, carer or someone not working within the sport
  • in response to bullying
  • in response to a breach of the code of ethics adn behaviour
  • observation of inappropriate behaviour
  • in response to anything which makes a young person uncomfortable based on inappropriate behaviour of an adult or changes in behaviour of a young person

It is important to note that even if an incident occurs outside the hockey environment, it should still be reported to England Hockey if the adult or young person concerned is involved in hockey. This is in accordance with standard practice in sport.



  • stay calm
  • reassure the person reporting their concerns that they have done the right thing in telling you
  • keep an open mind
  • listen carefully to what is said and take them seriously
  • find an appropriate early opportunity to explain that it is likely that the information will need to be shared with the CWO (do not promise to keep secrets)
  • ask questions for clarification only, and at all times avoid asking questions that suggest a particular answer.  To help you to do this, try to ask questions starting with what, how, where, when, who
  • tell them what you will do next and with whom the information will be shared
    report the incident to the your Club Welfare Officer or England Hockey Lead Child Welfare Officer
  • record in writing what was said using the young person's own words as soon as possible, using the England Hockey Safeguarding referral form


  • panic
  • make promises you cannot keep
  • make a young person repeat the information unnecessarily
  • delay in reporting to your Welfare Officer or England Hockey Lead Child Welfare Officer
  • make assumptions
  • approach the alleged abuser
  • take sole responsibility

It is acknowledged that taking appropriate action is never easy.  The discovery that a member of a club or colleague may be acting inappropriately, bullying or abusing a child, will raise concerns and emotional feelings both for the person receiving the concern, and amongst other colleagues.

These emotions may evolve around feelings of:

  • doubt: Is it true?
  • guilt: Should I have known?
  • did I miss something?
  • did I have any suspicions?
  • should I have said something?
  • fear: Will others or I be suspected?
  • what actions should be taken?
  • confusion: What will happen?
  • what will be the effect?
  • concerns: What can I do to support all those people who may need support?
  • how will it affect further relationships or contact with children?
  • are there systems in place to expose future situations?

These are natural responses, but remember that the safety and welfare of young people is paramount. 


  • it is not the club's responsibility to decide if a child is being abused or poor practice has occurred
  • any concerns or allegations will be managed by England Hockey, with the club's cooperation and assistance
  • it is your responsibility to report your concerns, not act on them;
    speak to your Club Welfare Officer or England Hockey Lead Child Welfare Officer who will:
    • support you
    • listen to you
    • take all concerns seriously
    • believe you
    • act immediately within hockey's policies, procedures and systems







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