Safeguarding

The BUCS Safeguarding and Wellbeing Policy is one of several policies that are designed to allow the organisation to demonstrate good governance and high levels of operational transparency in our efforts to deliver exceptional student sporting experiences.

BUCS recognises its responsibility towards safeguarding and wellbeing and this policy is in place to ensure that every individual (which for the purpose of this policy shall be defined as including, but not limited to, any employees, participants, spectators, contractors, volunteers, university staff and the public engaging in a BUCS programme, can be involved in exceptional student sporting experiences, that inspire, develop and unite and are free from abuse, or action that has the potential to cause harm. BUCS recognises its commitment to safeguard all individuals involved in BUCS programmes, not just those covered by specific legislation.

BUCS Safeguarding Policy

BUCS has created a Safeguarding Scope of Liability, which sets out the responsibilities it has in safeguarding. It has been formed through consultation with our Members and sector partners and has provided clarity on responsibility and procedures that BUCS will undertake.

BUCS Safeguarding Scope of Liability covers the following areas, which BUCS deems to be within its safeguarding responsibilities:

• BUCS delivered sporting events. 

• Third-party delivered BUCS Events.

• GB Students international representation.

• BUCS delivered training events.

• BUCS delivered Member Events.

BUCS does not take responsibility for safeguarding and wellbeing in the league and knockout competitions which are hosted and delivered by Members. In these cases, BUCS considers the responsibility for safeguarding to sit with the Member institutions.

Supporting the successful delivery of the Safeguarding Policy are BUCS Safeguarding Operating Procedures. These include the following aspects: 

• Raising a Safeguarding Concern 

• Case Management (inc. triage and investigation) 

• Thresholds

• Data Management 

• Implementation in BUCS Programmes 

• Appeals 

Raising a Safeguarding Concern

BUCS has created a dedicated BUCS Safeguarding Report Form through which all concerns should be raised. All concerns raised through the portal will be taken through case management, with a commitment to providing update on the concern throughout the case management to those involved.  

Case Management 

Case Management contains several separate but linked elements – each of which allow BUCS to process any concerns raised through the reporting form.  

Triage Assessment Panel 

As soon as BUCS receives a report through the safeguarding form notifying of an incident, concern or disclosure, we assume management of the case (provided it is not being dealt with by the police, Local Authority Services, or another relevant third party). Once BUCS receives notification of a concern or disclosure via the reporting tool, the Triage Assessment Panel will convene to review and discuss the information. The case will be reviewed against the BUCS Scope of Liability and the Safeguarding and Wellbeing thresholds and the panel will make an initial assessment. Notification of this assessment outcome shall be shared with the discloser and relevant Member institution (where appropriate), within five working days, if a report contains contact details.  

The BUCS Safeguarding Case Management Triage Assessment Panel is made up of a minimum of 3 of the following members of staff: 

• Chris Rawlings - Governance Manager & Safeguarding Lead Officer 

• Helen Weeks - Head of Governance and Integrity and Deputy Safeguarding Lead Officer 

• Amy Garrett - International Student Sport Coordinator 

• Alex Tullet - Head of People

Potential Outcomes of the Triage Assessment Panel: 

• Deemed not be a safeguarding matter or insufficient information provided in the report. 

• Deemed not to be a safeguarding matter, but requires an additional course of action: 

• Referred to Misconduct 

• Referred to BUCS Staff Disciplinary 

• Referred to Member 

• Deemed to be a safeguarding matter and requires the following course of action 

• Requires further investigation 

• Referred to Statutory Agency 

• Referred to National Governing Body 

• Referred to Member

Safeguarding Investigation Panel

If the BUCS Safeguarding Triage Assessment Panel deems the information to require further investigation, BUCS Safeguarding Investigation Panel shall then convene to discuss and investigate further. The panel shall consist of the following: 

• Chris Rawlings - Governance Manager & Safeguarding Lead Officer or 

• Helen Weeks - Head of Governance and Integrity and Deputy Safeguarding Lead Officer 

• A member of BUCS Management Team who is not directly involved in the case. 

• Any relevant parties who are able to support the investigation as appropriate.

The panel shall respond to the concern or disclosure raised within 28 working days of confirmation that the threshold for investigation has been met. In circumstances where BUCS does not have the information it needs to continue with the investigation; the investigation timeline will be paused until a time in which the required supporting information has been obtained. Therefore, there may be instances due to circumstances arising from the investigation or unforeseen events, where the investigation takes longer than the intended 28 working days however, the investigator will keep the discloser and focal person updated at regular intervals.  The reporter of the concern and focal person of the concern, where details have been included will be provided with updates as the investigation proceeds. 

Appeals Process 

BUCS has created a mechanism to raise an appeal against a decision that BUCS has made following the case management of a safeguarding report. These decisions include, but are not limited to: 

• Decisions made by BUCS to investigate or not investigate a safeguarding report. 

• Decision to not uphold safeguarding concerns following case management of the report. 

• Sanctions, outcomes and remedial actions provided by BUCS as a result of investigations into reports of safeguarding concern. 

BUCS will only make decisions on safeguarding reports received through its report system and are pertaining to its own practices, fall within the Scope of Liability, Members, groups or individuals operating on behalf of BUCS and does not investigate individuals or organisations who do not hold a membership, partnership or are not recognised as operating on behalf of BUCS. Where BUCS is made aware of a disclosure outside of our system and/or not pertaining to our work we would take appropriate action to notify relevant parties.  

The safeguarding appeals form will be shared directly following the outcome of the Case Management process being shared with those involved. 

Data Management 

To support with effective case management and investigation, BUCS reserves the right to share information with relevant third parties (including but not limited to National Governing Bodies, Member institutions, delivery partners and local authorities) where necessary. Whilst anonymity cannot be guaranteed, where requested all reasonable efforts shall be made to promote this.   

Implementation in BUCS Programmes 

All programmes that operate within BUCS Safeguarding Scope of Liability will have the following in place: 

Programme Organiser - each BUCS programme operating within the BUCS Safeguarding Scope of Liability will have a named Programme Organiser. This includes but is not limited to, those events delivered under a third-party agreement. Ideally, this will be a different individual to the Programme Lead Safeguarding Officer, but in some circumstances, they may fulfil both roles. 

Programme Lead Safeguarding Officer - each BUCS programme operating within the BUCS Safeguarding Scope of Liability will have a named Lead Safeguarding Officer who is responsible for handling safeguarding concerns raised during the programme. Ideally this will be a different individual to the Programme Organiser, but in some circumstances, they may fulfil both roles 

Programme Risk Assessment - this will cover all potential risks regarding the safeguarding and wellbeing of all individuals involved in the Programme. The risk assessment will be reviewed and updated at regular intervals and shared with all staff, officials and volunteers involved in the Programme. A record of the Programme risk assessment will be kept.  

Supporting our Safeguarding Policy is our Anti-Bullying And Harassment Policy which is designed to ensure an inclusive, respectful and enjoyable experience for all, and our Social Media Policy which reflects our commitment for all social media content and comment from BUCS to be positive and supportive. These policies make clear the cultural expectations and standards of behaviour and practice expected in university sport. 

BUCS recognises that effective safeguarding relies on the creation of partnerships with organisations operating in the sport and higher education field. Perpetrators seek to exploit gaps in provision, so BUCS is committed to working alongside partner organisations to create a cohesive safeguarded experience for all. This will include but is not limited to the following groups as outlined in BUCS Safeguarding Policy: any employees, participants, spectators, contractors, volunteers, university staff and the public engaging in a BUCS programme. Partners BUCS are working alongside include: 

Member Institutions - BUCS continues to work with staff from Member institutions to ensure effective communication and sharing of support and information relating to the delivery of BUCS programmes. 

National Governing Bodies of Sport - BUCS works closely with our National Governing Bodies of Sport partners to ensure clarity on the safeguarding policies being used in each event and to quality check the quality of provision when using a sport specific policy. 

Third-Party Delivery Partners - BUCS works closely with out third-party event deliverers to ensure clarity on the safeguarding policies being used in each event and to quality check the quality of provision when using a third-party policy. 

Ann Craft Trust - through the Safeguarding Adults in Sport Framework and their network of Higher Education Institutions, BUCS is able to benchmark safeguarding against the framework and connect with Safeguarding Lead Officers in a range of Member institutions. 

Sport Welfare Officers - The Sport Welfare Officer (SWO) Network is a national (England) network of 63 SWOs providing free local, and professional support for Club Welfare Officers and their organisations. Funded by Sport England through National Lottery investment, the network works alongside National Governing Bodies, the Child Protection in Sport Unit (CPSU) and the Ann Craft Trust (ACT) to help clubs create safer, more inclusive environments for everyone involved in sport.

Wherever you are based, your county will have at least one dedicated Sport Welfare Officer supporting clubs and volunteers. Find your local SWO here: Sport Welfare Officer Network - Active Partnerships

Lead Safeguarding Officer

The Lead Safeguarding Officer for BUCS is Chris Rawlings, who combines this role with his responsibilities as Governance Manager. As well as leading the BUCS Safeguarding Strategy Group, Chris’ responsibilities include policy creation and review, operating procedures, case management and working with a range of sector partners (including but not limited to the Ann Craft Trust, Member Institutions and National Governing Bodies of Sport). Chris also leads BUCS on compliance with the Anne Craft Trust Safeguarding Adults in Sport Framework - a requirement of all System Partners in receipt of Sport England investment. Chris has recently completed and successfully passed the Lime Culture Safeguarding Leadership Programme. Chris can be contacted through this email address: Safeguarding 

Lead Trustee for Welfare & Safety

In addition, BUCS has a designated Welfare and Safety Lead on our Board of Trustees, who liaises directly with the CEO and Lead Safeguarding Officer. Ben O’Connell is the Director of Sport at Cardiff Met University and was appointed to the Board in July 2026.  

BUCS Safeguarding Strategy Group

The Safeguarding Strategy Group is an organisation wide group, who are responsible for the application of our policies and procedures and ensuring that they are up to date and compliant with evolving requirements. The group consists of BUCS Senior Leadership Team, Management Team and is chaired by BUCS Lead Safeguarding Officer, Chris Rawlings. It meets quarterly and ensures that safeguarding is considered from multiple organisational perspectives and is supporting the ongoing integration of safeguarding into BUCS strategy and operational delivery.

BUCS recognises the seriousness of dangerous behaviours including sexual harassment, initiations, hazing and bullying, and takes responsibility as a member organisation for ensuring member vigilance, supporting member action, and for engaging appropriate stakeholders in driving long-term and sustainable culture change.

Please visit the Club Culture webpages for further information.

We recognise that coming forward with a concern can be daunting, and that it is often difficult to tell whether the actions of an individual or institution constitutes abuse or the potential for harm. Remember, it is not your role to decide whether it is a safeguarding matter or not, but to be curious about what you may see and here and to report anything that seems out of place or behaviours that are of concern. 

In such circumstances, it is important that concerns about the welfare of another person, or the impact of practice you witness, is reported. If you have any queries or concerns about a safeguarding matter, please report these through the BUCS Safeguarding Report Form. You may find that you cannot complete all the information fields on the form, don’t worry about this - just focus on the information that you can provide. A report should not be delayed by trying to search for further information. If there is an immediate threat to the welfare of an individual, please contact the emergency services immediately.  

Should you have questions please contact Safeguarding.

Reflecting BUCS commitment to trust being at the heart of strong safeguarding practice, we recognise that we are on a safeguarding journey and are always seeking improvement. Please raise any practice concerns to ensure our continual improvement is informed.   

• Whistleblowing - is the raising of concerns over misconduct or malpractice within BUCS. This could be the individual behaviour of a staff member or representative towards another person, or when it’s recognised that appropriate actions have not been taken. BUCS Whistleblowing Policy

• Safeguarding Complaints - are about how we respond to a safeguarding concern and how it is managed. All reports must be made through the BUCS Safeguarding Report Form. Should you have questions or require any further information please contact Safeguarding.

• If the concern is about the Lead Safeguarding Officer, contact the BUCS Chief Executive Officer.

All concerns submitted in in good faith, will be supported and treated seriously and managed sensitively and appropriately. Safeguarding concerns and complaints reported to us will be taken seriously and responded to promptly and appropriately.