Safeguarding Policy Template for Athletics
Ensuring a safe and positive environment for all participants in athletics
What is the Safeguarding Policy?
The Member Federation is responsible for promoting athletics and making it a safe, happy and positive environment for children and adults to develop their talents and achieve their goals. These experiences should be fun and enjoyable.
This Safeguarding Policy defines the responsibilities of the Member Federation and the Organisation to ensure that children and adults can participate in athletics safely. The Member Federation and Organisation believe that everyone has the right to participate in sport without fear of abuse, harassment or exploitation, and will ensure that this right is fully protected.
Abuse can be perpetrated by men, women or children. It occurs in every part of the world and in every sport and organisation. No region can consider itself exempt or immune from its effects.
Abuse, harassment and exploitation occur when there is an imbalance of power between individuals. When one person is in a stronger position, they may exploit this and abuse, harassment or exploitation may occur.
Policy Commitment Statement & Principles
The Organisation believes that everyone in athletics must be treated with respect and dignity, and has the right to participate in athletics without being subjected to abuse, harassment or exploitation.
Respect & Dignity
Everyone has the right to be treated with respect and dignity, and not to be subject to discrimination on the basis of gender, gender identity, origin, age, ethnicity, ability, sexual orientation, beliefs, or religious or political affiliation.
Safe Environment
Everyone has the right to participate in athletics, enjoy it and develop personally through it in a safe and inclusive environment free from all forms of abuse, harassment or exploitation.
Right to be Heard
Every person, children and adults alike, has the right to be listened to, especially when expressing concerns about their welfare or that of another person. Everyone should know who to turn to for help.
Best Interest
Everyone is responsible for caring for and protecting children and making decisions in their best interest, because their welfare is of paramount importance.
To achieve the above, the Organisation will:
Acknowledge the responsibility of its board members for implementing and enforcing this policy, and appoint a "Safeguarding Champion" to embed the principles of this policy in all aspects of its programmes.
Have a designated staff member or volunteer who takes responsibility for leading safeguarding efforts, to be called the "Safeguarding Officer".
Ensure that everyone knows that this designated person is who they can turn to if they have concerns.
Ensure that everyone is aware of their rights and the procedures to be followed if any concerns are raised.
Implement this policy and put procedures in place, including codes of conduct, rules and disciplinary procedures.
Provide support and guidance to anyone who needs it after reporting concerns or making a complaint.
Educate and train all staff and volunteers on how to handle concerns and complaints.
Deal with all concerns, allegations and complaints in a fair, transparent, effective and timely manner.
Conduct all investigations and hearings in a manner that ensures an appropriate level of independence.
Treat all information relating to concerns, complaints or allegations confidentially and store it securely.
Appoint the right people in the right places, and conduct background checks.
Cooperate with local authorities, NGOs and community groups.
Definitions
The following describes abuse, harassment and exploitation. These can be committed by both men and women, and often occur when one party is in a position of power that controls the other's fate.
Psychological Abuse
An unwanted act, including belittling, diminishing, rejecting, confining, isolating, verbally assaulting, humiliating, intimidating, infantilising, or any other behaviour that may undermine a person's sense of identity, dignity or self-worth.
Physical Abuse
Any intentional or unwanted act, such as kicking, hitting, biting, or burning, that causes injury or physical harm. This can include forced consumption of alcohol or systematic doping practices.
Sexual Abuse
Any behaviour of a sexual nature, whether contact or non-contact based, where consent is not given, cannot be given, or the victim is coerced or manipulated into the act.
Grooming
A process whereby a person builds a relationship with a child and encourages them to trust them so they can manipulate and exploit them for their own benefit. Family and friends are often also groomed to believe the perpetrator is trustworthy.
Harassment
Unwanted or unwelcome behaviour that offends, humiliates or intimidates the victim. Power-based harassment occurs when a person in a position of authority uses their power to harass someone in a lower position.
Exploitation
When a person exercises control over another person and their possessions for personal gain without fully informed consent. Personal gains may be psychological, reputational or commercial.
Neglect
The failure to provide a minimum level of care, whether physical or emotional, resulting in harm. This typically relates to care provided by parents or caregivers to children, or coaches to athletes.
Reporting Concerns
Everyone has a responsibility to ensure that no one is subjected to abuse, harassment or exploitation. Therefore, if anyone has suspicions about a child or adult being abused, harassed or exploited in any way, or about the behaviour of another person, they should report it to the Organisation's Safeguarding Officer so it can be assessed and dealt with appropriately.
Urgent Alert
If someone is at risk of serious harm, there should be no delay in reporting the matter to emergency services.
Investigations into concerns and allegations should be conducted by someone not connected to the matter in any way. The more serious the concerns or allegations, the greater the need for the investigator to be independent from the Organisation.
Mandatory Reporting
Some countries require by law that suspicions of child abuse be reported to public authorities. Organisations must research and clearly outline any mandatory reporting requirements that apply in their territory. It is not the role of the reporter to decide whether abuse has occurred — only to pass concerns to those qualified to assess them.
Reports may come from
- •A victim disclosing abuse directly.
- •A witness who has observed an incident.
- •Anyone noticing indicators of abuse over time — even if the incident occurred outside athletics.
Report a Concern
Reporting Flowchart
A flowchart for reporting concerns of abuse, harassment and exploitation. This flowchart is general and should be read and designed for the Organisation in accordance with local legislation and government guidelines for child protection referrals.
Schedule a Meeting
Meet a Safeguarding Officer
Prefer a one-to-one conversation? Request a confidential meeting with a human safeguarding officer — we will reach out to arrange a time.
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The Safeguarding Officer
Every athletics organisation and Member Federation must appoint a named Safeguarding Officer responsible for implementing safeguarding practice. They are the first point of contact for any concerns.
The Safeguarding Officer may hold other roles within the organisation — what matters is that the responsibility is clearly assigned and that everyone knows who to turn to. They work closely with senior management, local agencies and external investigators when necessary.
Key Responsibilities
- Receive and record concerns reported to the organisation or federation.
- Request any further information needed to manage a case.
- Comply with local legislation and mandatory reporting requirements.
- Report regularly to senior management on numbers, categories and outcomes of concerns.
- Present an annual safeguarding report to the board.
- Decide whether to refer matters to police, social services or external agencies.
- Provide support and guidance to everyone involved in a case.
- Investigate low-level concerns or matters of poor practice.
- Coordinate with disciplinary processes and maintain support throughout.
- Understand confidentiality laws and consent requirements.
- Train staff, officials, volunteers, athletes and parents to raise safeguarding awareness.
Areas of Significant Risk
Athletics involves a range of contexts where safeguarding risks can arise. Organisations should give explicit guidance on what is expected of staff, coaches, athletes and volunteers in each of these situations.
One-to-One Meetings
Meetings between adults and children must be planned in advance, take place in visible spaces, and be communicated to a third party where possible.
Training Sessions
One-to-one training should follow the organisation's protocols. Coaches should avoid being alone with a single athlete in closed environments.
Photography & Recording
Consent must be obtained before photographing or recording athletes. Devices must not be used in changing areas or other sensitive contexts.
Travel
When travelling with young athletes, agreed accommodation, supervision and contact protocols must be in place. Parents must be kept informed at all times.
Social Media & Internet
Communications between coaches and athletes should happen through official channels. Cyberbullying and inappropriate online behaviour must be reported.
Changing Areas
Adults should not be alone with children in changing areas. Where supervision is required, at least two adults must be present.
Massage & Physiotherapy
Physical therapy must only be carried out by qualified professionals, with consent and — where applicable — a chaperone present.
Peer-on-Peer Behaviour
Bullying, hazing or harassment between peers — athletes, coaches or officials — must be treated with the same seriousness as any other safeguarding concern.
Safer Recruitment & Training
The people who work and volunteer in athletics are the most important aspect of safeguarding. Recruiting the right individuals — and training them well — is critical to embedding high-quality safeguarding into every organisation.
Safer Recruitment Principles
Clear Job Descriptions
Every role should have a written description outlining responsibilities, required qualifications and a clear statement that safeguarding is everyone's responsibility.
Open Advertising
Vacancies — paid or volunteer — should be advertised openly, with safeguarding expectations and any required background checks mentioned upfront.
Values-Based Interviews
Interview every short-listed candidate and ask values-based questions: their past experiences, their safeguarding understanding, and how they would respond to concerns.
Background Checks
Criminal record and background checks must be carried out for any role working with children, with results received before the start date.
Verified References
Always obtain at least two references and verify them — phone the referee or contact them directly. Ask specifically about prior safeguarding concerns.
Induction & Training
Every new joiner receives safeguarding training as part of their induction. Training is refreshed regularly for all staff, volunteers, athletes and officials.
Training & Education
Safeguarding training must be relevant to each role. Those working directly with children receive specialist training. Records of all training must be kept and refreshed at least every two years. Resources are available through the International Olympic Committee's Safe Sport platform, World Athletics, and national governing bodies.
Codes of Conduct
The Organisation should have codes of conduct for its staff, executives and any other persons involved in running the organisation.
All codes of conduct revolve around treating others with respect, equality, fairness and dignity, and are based on the principle that every person has value and deserves respect.
Coaches' Code
Athletes' Code
Parents & Caregivers' Code
If anyone is aware of another person violating the relevant codes of conduct, the violation should be referred to the Safeguarding Officer as a concern for investigation and potential disciplinary action.
Policy Scope
This policy applies to the Organisation and its athletes, staff and any other person associated with it. This includes officials, volunteers, athlete care team members, parents, caregivers and anyone connected to athletics at the Organisation.
Employment
All applicants for any role requiring close work with children will be required to undergo background checks or criminal record checks. All applicants will be required to attend a personal interview, provide two references, and attend an induction session upon appointment.
Training & Education
All staff, volunteers and officials will receive safeguarding training relevant to their roles within the organisation. Those working directly with children will receive specialised training specifically related to their responsibilities towards children.
Disciplinary Procedures
Violations of this policy and the Member Federation's safeguarding rules will be dealt with under the Organisation's or Member Federation's disciplinary procedures, and should be referred to for further guidance.
Policy Review
This policy will be reviewed annually, and at least once every three years by senior leaders and the Organisation's officials.
Monitoring
This policy and its implementation will be regularly monitored as appropriate by the Organisation or by an independent safeguarding authority with the necessary expertise to undertake this task.
Resources & Downloads
Access the official safeguarding documents and templates. Download, read, and share these resources with your organisation's staff, coaches, athletes and volunteers.
Introduction to Safeguarding Materials
An overview of the safeguarding framework and the materials available for Member Federations to begin their safeguarding journey.
Safeguarding Starter Pack
A practical starter pack for Member Federations to set up safeguarding from scratch — including policy templates, codes of conduct and rules.
Guide to Safeguarding
The full Member Federation guide covering benchmarking, policy writing, recruitment, training, investigations, partnerships and monitoring.
Policy Flowchart
A visual flowchart describing every step of producing and adopting a safeguarding policy within your organisation.
Action Plan
A ready-to-use action plan template to assess your current safeguarding position and plan the steps ahead.
World Athletics Safeguarding Policy
The official World Athletics safeguarding policy — the global reference document that underpins all national federation and organisational policies.
Safeguarding Rules (D1.2)
Formal safeguarding rules covering prohibited conduct, investigations, sanctions, appeals and the case management process.
Guidance on Reporting Safeguarding Matters
Guidance for Member Federations and Area Associations on how to report safeguarding matters to World Athletics.
Safeguarding AI Assistant
Specialised in sports safeguarding policy