Safeguarding Policy 2025  

Foreword from Leadership  

At Solihull Moors FC and Solihull Moors Foundation, nothing is more important than the safety and welfare of the children, young people and adults at risk who engage in our programmes, attend our matches, and are part of our community.  

Safeguarding is not an add-on or a compliance exercise; it is central to everything we do. Every member of staff, volunteer, coach, trustee, player and partner organisation has a role to play in creating a culture of safety, respect and inclusion.  

This policy makes clear our responsibilities, the standards we expect, and the systems we use to prevent harm and respond swiftly to concerns. It reflects statutory guidance including Keeping Children Safe in Education 2025 and Working Together to Safeguard Children 2023, as well as The FA’s safeguarding frameworks.  

As leaders of this organisation, we are committed to constant vigilance, ongoing learning, and to empowering those we work with to speak up when they feel unsafe. Safeguarding is everyone’s responsibility – and together, we will make Solihull Moors a safe place for all.  

Signed,  

Organisation: Solihull Moors FC & Solihull Moors Foundation 
Full Review Due: September 2026 (this is a live document and may be updated at any time)

 

  1. Policy Statement & Purpose 

Solihull Moors FC and Solihull Moors Foundation are fully committed to safeguarding and promoting the welfare of all children, young people, and adults at risk who engage in our activities. We recognise that safeguarding is not only a statutory duty but also a moral responsibility. Every participant, supporter, employee, volunteer, and partner has the right to feel safe, respected, and valued.  

This policy sets out the standards, responsibilities, and procedures that underpin our safeguarding approach. It explains how we prevent harm, respond to concerns, and build a culture where safeguarding is embedded into everything we do. By adopting a culture of vigilance, we empower individuals to raise concerns and give children and adults at risk the confidence that they will be listened to and supported.  

Our safeguarding work is guided by the principle that the welfare of the child is paramount. We are equally committed to inclusivity, ensuring our safeguarding approach is responsive to issues of equality, diversity, and accessibility.  

  1. Scope & Settings Covered 

This policy applies to all aspects of the work of Solihull Moors FC and Solihull Moors Foundation. It covers: 
– All staff (permanent, temporary, sessional, and casual) 
– Trustees and Board members 
– Apprentices, interns, and work experience students 
– Volunteers and matchday stewards 
– Contractors and delivery partners 
– Players and representatives acting on behalf of the Club or Foundation  

Safeguarding applies to any and all activities undertaken at the following locations/departments, including but not limited to:

  • Solihull Moors Football Club  
  • Solihull Moors 1st Team and Elite Academy  
  • Solihull Moors Foundation  
  • Solihull Moors Football and Education Programme  
  • Solihull Moors Foundation Schools Clubs  
  • Solihull Moors Foundation Holiday Camps   
  • Solihull Moors Foundation Ability Counts Programme  
  • Solihull Moors Foundation Youth and Junior   
  • Solihull Moors Foundation Tiny Tekkers and Wildcats Sessions  
  • Solihull Moors Foundation External Community Events  
  • Damson Park 
  • Studley Sports Centre  
  • The DOWTK 3G Arena  (Moorish Café) 
  • Land Rover Sports and Social Club, Broomhall Lane Playing Fields, Moseley Rugby Club, Shirley Town Football Club, Solihull Football Centre, Yardley 5ives, KESH Academy  
  • Solihull Moors Retail  
  • Travel, Events and Supporter Liaison  
  • Other club related activities/entities existing outside of the UK  

Where Solihull Moors engages third-party organisations, we expect them to demonstrate safeguarding standards of an equivalent level. We will not partner with any organisation that cannot evidence robust safeguarding arrangements.  

 

  1. Principles & Legal Framework 

Our safeguarding approach is based on the following principles:   

– Child-Centred: The welfare of the child is at the heart of everything we do. 
– Trauma-Informed: We understand that past trauma can shape behaviour, and we respond with empathy and consistency. 
– Inclusive: Safeguarding must reflect the diversity of our community and address the needs of all participants, including those with SEND or from marginalised groups. 
– Collaborative: Effective safeguarding depends on partnership with statutory services, schools, families, and communities.  

This policy aligns with statutory and regulatory frameworks, including:   

– Children Acts 1989 & 2004 
– Working Together to Safeguard Children (2023) 
– Keeping Children Safe in Education (KCSIE 2025) 
– The FA Safeguarding Standards 
– The Care Act 2014 
– Prevent Duty Guidance 
– Equality Act 2010 
– Data Protection Act 2018 & UK GDPR  

 

  1. Definitions 

  • Child: Any person under the age of 18.  
  • Adult at Risk: An adult with care and support needs who may be unable to protect themselves from harm.  
  • Designated Safeguarding Leads (DSLs): The named senior officers with lead responsibility for safeguarding. The DSLs are Joseph Butler. 
  • Welfare Officers: Individuals supporting the DSLs and providing accessible safeguarding contact points. These are Scott Langford and Hiten Pankhania.  
  • Child-on-Child Abuse: Abuse perpetrated by one child against another, including bullying, sexual harassment, harmful sexual behaviour, and exploitation.  
  • Abuse: Encompasses physical, emotional, sexual, neglect, exploitation, domestic abuse, female genital mutilation (FGM), radicalisation, and online harms.  

  

  1. Roles & Responsibilities 

Safeguarding is a shared responsibility across Solihull Moors FC and Solihull Moors Foundation.  

Trustees and the Board 
Trustees and Board members hold ultimate accountability for safeguarding. They are responsible for strategic leadership, embedding safeguarding into the organisational culture, reviewing quarterly safeguarding reports from the DSLs, and ensuring sufficient resources are allocated. All Trustees receive annual safeguarding training.  

Designated Safeguarding Leads (Joseph Butler) 
The DSLs share operational responsibility for safeguarding. They: – Act as primary points of contact for safeguarding concerns. 
– Liaise with statutory services such as MASH, LADO, and Police. 
– Ensure all staff receive induction and ongoing safeguarding training. 
– Lead on safeguarding policy development, implementation, and review. 
– Oversee case management, record-keeping, and monitoring of safeguarding practice.  

Welfare Officers (Scott Langford & Hiten Pankhania) 
The Welfare Officers provide additional points of contact for staff, participants, and families. They support DSLs in casework, provide visibility at sessions, and help promote a culture of safeguarding.  

Safety Officer 
On matchdays, the Safety Officer leads safeguarding operations, ensuring stewards and event staff are trained, briefed, and supported.  

All Staff and Volunteers 
Everyone working with Solihull Moors FC and Solihull Moors Foundation is required to act in accordance with this policy, follow the Code of Conduct, complete mandatory training, and report any safeguarding concerns immediately.  

  1. Safer Recruitment & DBS Checks 

We follow safer recruitment practices to prevent unsuitable individuals from working with children or adults at risk. This includes, application and interview processes that include but are not limited to:  

 
– Safeguarding specific questions. 
– Verification of identity, right-to-work, and qualifications.  

– A minimum of two references, including the most recent employer. 
– Enhanced DBS checks with barred list checks where appropriate. 
– Three-yearly DBS renewals and encouragement of the DBS Update Service. 
– Risk assessments for any positive DBS disclosures. 
– Maintenance of a Single Central Record of all recruitment checks.  

No one may undertake regulated activity until all checks are satisfactorily completed.  

  1. Induction & Training 

All new staff and volunteers undergo safeguarding induction covering this policy, the Code of Conduct, DSL/Welfare Officer contacts, reporting procedures, whistleblowing, Prevent Duty, and online safety.  

We maintain a Safeguarding Training Matrix outlining training by role. Examples include:   

– Trustees: annual safeguarding training. 
– DSLs and Welfare Officers: advanced training refreshed every two years. 
– All staff and volunteers: annual refresher training. 
– Matchday staff: role-specific safeguarding induction  

– Relevant FA Safeguarding Training (as required).  

Training reflects current safeguarding challenges, including child-on-child abuse, harmful sexual behaviour, and online risks, in line with KCSIE 2025.  

  1. Code of Conduct 

The Code of Conduct sets out expectations for professional behaviour. All staff and volunteers must:   

– Place the welfare of children and adults at risk first. 
– Maintain professional boundaries. 
– Avoid unsupervised one-to-one situations. 
– Use only official communication channels. 
– Avoid private social media or messaging contact with under-18s. 
– Never use discriminatory, abusive, or sexualised language. 
– Abstain from alcohol or drugs while responsible for safeguarding. 
– Report all concerns immediately.  

  

  1. Safeguarding in Key Settings 

Safeguarding approaches differ across settings:   

Matchdays: Matchdays present unique safeguarding considerations due to increased attendance, large crowds, and the presence of children, young people and adults at risk. The Safety Officer leads matchday safeguarding operations in conjunction with the Designated Safeguarding Leads (DSLs) and Welfare Officers. Dedicated Matchday Safeguarding Procedures are in place including safeguarding personnel, steward briefings, reporting pathways, lost child procedures, designated welfare spaces, safeguarding codewords, emergency response procedures and liaison with statutory agencies. Where a safeguarding concern arises involving a child or young person under the age of 18, they may be supported within a designated welfare area whilst the concern is assessed and appropriate action is taken. Wherever possible, the child or young person will be supported by two appropriately trained members of staff. The welfare area provides a safe, calm and supervised environment whilst decisions are made regarding next steps, including contacting parents or carers, Children’s Services, Police or emergency services where necessary. 

– Football Coaching/Delivery: All staff hold the minimum FA Safeguarding qualification, one coach per team also holds a valid and in date FA Introduction to First Aid Certificate.  

  

  1. Specific Risks 

We recognise multiple safeguarding risks, including but not limited to:   

– Child-on-child abuse and harmful sexual behaviour 
– Criminal and sexual exploitation (CCE/CSE) 
– Domestic abuse 
– Female genital mutilation (FGM) and honour-based abuse 
– Serious youth violence 
– Neglect and emotional abuse 
– Mental health concerns and self-harm 
– SEND vulnerabilities 
– Online harms, including grooming, radicalisation, and cyberbullying 
– Attendance issues and hidden harm 
– Risks associated with lone working  

Staff are trained to recognise, respond, record, and report concerns.   

  

  1. Prevent Duty 

We comply with the Prevent Duty by training staff to recognise signs of radicalisation, including extremist rhetoric, isolation, or sudden behavioural change. Concerns are reported to the DSLs, who will consult with local Prevent or Channel panels as appropriate.  

  

  1. Online Safety & AI 

We take online safety seriously and ensure:   

– Filtering and monitoring systems on networks. 
– Education for children about safe and responsible internet use. 
– Robust responses to online safeguarding incidents, including grooming, sexting, and cyberbullying. 
– Awareness of risks from misinformation, online extremism, and misuse of AI. 
– Staff are prohibited from inputting children’s personal data into AI platforms.  

  

  1. Whistleblowing & Low-Level Concerns 

We promote an open culture where staff can raise concerns about behaviour, practice, or safeguarding culture. Low-level concerns are logged and reviewed. Whistleblowers are protected from detriment in line with employment law.  

Independent reporting routes include Trustees, Local Authorities, and the NSPCC Whistleblowing Helpline.  

  1. Allegations Against Staff 

Any allegation that an adult has harmed a child or placed them at risk must be reported to the DSLs immediately.Where a safeguarding concern may arise around a DSL, clear instructions are provided on all club documentation on where these disclosures can and should be escalated.  

 

  1. Information Sharing & Records 

We will share information lawfully and proportionately where it is necessary to protect children and adults at risk. Records are:   

– Factual and objective. 
– Stored securely with restricted access. 
– Retained until at least the individual’s 25th birthday, or longer where required.  

  

  1. Photography & Media 

Photographs and videos will only be used with prior consent. Personal details will not accompany images. Live streaming will only take place following risk assessment and formal approval.  

  

  1. Health, Safety & Welfare 

Safeguarding and health and safety are interlinked. We ensure:   

– Qualified First Aid provision at all activities 
– Clear consent-based medication procedures 
– Safe and vetted transport providers 
– Appropriate supervision of toilets and changing areas 
– Physical contact is proportionate, explained, and appropriate  

  

  1. Risk Assessment & Ratios 

Risk assessments are mandatory for all activities. Supervision ratios are:  

– Under 8s: 1 adult per 8 children 
– Ages 8–12: 1 adult per 10 children 
– Ages 13+: 1 adult per 12 young people  

Ratios are adjusted to reflect SEND needs and higher-risk activities.  

  

  1. External Partners & Contractors 

We only engage external partners who can evidence compliance with safeguarding standards. Requirements include safeguarding policies, DBS checks, and training. All contracts include safeguarding clauses, and partners must report concerns promptly.  

  

  1. Data Protection 

All safeguarding information is handled in line with the Data Protection Act 2018 and UK GDPR. Confidentiality is respected and information is only shared on a need-to-know basis.  

  

  1. Local Safeguarding Contacts 

  • Emergency services: 999 
      
  • Birmingham CASS: 0121 303 1888 • Out of hours: 0121 675 4806 
      
  • Solihull MASH: 0121 788 4300 • Out of hours: 0121 605 6060 
      
  • Warwickshire MASH: 01926 414144 • triagehub@warwickshire.gov.uk 
      
  • Coventry MASH: 024 7678 8555 • mash@coventry.gov.uk 
      
  • Prevent Birmingham: prevent@birmingham.gov.uk • 0121 251 0241 
      
  • NSPCC Helpline: 0808 800 5000  

  

  1. Monitoring & Review 

This policy will be reviewed annually, or sooner if required by changes in law, guidance, or following safeguarding incidents. The DSLs lead the review process and report findings to the Trustees/Board. Independent audits are carried out to ensure compliance and effectiveness.  

Feedback from staff, volunteers, children, and families is actively sought to ensure safeguarding measures are effective and responsive.  

  1. Reporting a Safeguarding Concern 

How to Report a Concern:  

If a child is in immediate danger or injured, call the emergency services (999).  

If you receive an allegation, disclosure, or suspicion of poor practice or abuse, report this to a DSL immediately.  

This can be done through Solihull Moors Foundation:  

Tel: 0121 705 6770 
Email: safeguarding@solihullmoorsfc.co.uk  

Safeguarding Contacts:

Designated Safeguarding Lead:
Joe Butler – joe.butler@solihullmoorsfc.co.uk

Welfare Officers:
Scott Langford – scott.langford@solihullmoorsfc.co.uk
Hiten Pankhania – hiten.pankhania@solihullmoorsfc.co.uk

The Next Steps:  

If you cannot contact the DSLs or Welfare Officers, or if the matter is urgent, you can contact:  

BCFA DSO – Sarah Willis 
Mobile: 07791 120829 
Email: safeguarding@BirminghamFA.com  

National League Safeguarding – Martyn Cannon 
Mobile: 07796 296008
Email: safeguarding@thenationalleague.org.uk  

The FA Safeguarding Team 
Tel: 0800 169 1862 
Email: safeguarding@TheFA.com  

The Police – 999 (if in immediate danger)  

Children’s Social Care 
– Birmingham Children’s Services / CASS: 0121 303 1888 – Out of hours: 0121 675 4806 
– Solihull MASH: 0121 788 4300 – Out of hours: 0121 605 6060 
– Warwickshire MASH: 01926 414144 – triagehub@warwickshire.gov.uk 
– Coventry MASH: 024 7678 8555 – mash@coventry.gov.uk  

NSPCC 24 Hour Helpline 
Tel: 0808 800 5000 
Text: 88858 
Email: help@nspcc.org.uk  

Where a safeguarding concern meets the threshold for referral, the Designated Safeguarding Lead (DSL) will complete a Multi-Agency Referral Form (MARF) to the relevant Children’s Services department. Where criminal activity is suspected, or where a child may be at risk of significant harm, the Police will be informed immediately. Solihull Moors FC and Solihull Moors Foundation will work collaboratively with Children’s Services, Police, health services and other statutory partners to ensure appropriate safeguarding action is taken. All referrals, consultations and decisions will be recorded and retained securely. 

Process Following a Report: 

The DSL will ensure that the concern is promptly recorded and undertake an initial safeguarding assessment.

Where further information is required, an appropriate and proportionate fact-finding or safeguarding investigation will be undertaken. Relevant evidence will be gathered and considered objectively before findings and any required safeguarding actions are determined.

All decisions, actions taken and the rationale for those decisions will be recorded securely.

 

  1. Safeguarding Concern Form & Reporting Tools 

To support a culture of openness and consistency in reporting, Solihull Moors FC and Solihull Moors Foundation operate a centralised Safeguarding Concern Form.  

The form can be accessed online via the following link: https://forms.gle/F3ydbBUELdJE3qUv9  

Accessibility of the Form:   

– Shared with all staff at both Solihull Moors FC and Solihull Moors Foundation.   

– Available via QR codes on safeguarding posters displayed around Solihull Moors FC, the DOWTK 3G Arena, and all multi-use/shared spaces across the grounds.   

– Accessible via both organisational websites: – www.solihullmoorsfc.co.uk and www.solihullmoorsfoundation.co.uk  

– Stored on the communal SharePoint for staff access.  

Use of the Form:   

– Safeguarding concerns must be recorded promptly using the Safeguarding Concern Form or another appropriate formal safeguarding record. Where a concern is received through another documented route, including written correspondence or a formal complaint, the DSL will ensure that it is appropriately recorded and retained within the safeguarding case record.

– Completed forms are automatically directed to the DSLs for action, logging, and follow-up.   

– Records are maintained securely in line with data protection and safeguarding standards.  

Appendices  

Appendix A. Codes of Conduct  

Coaches, Club Officials and Volunteers – Coaches, Club Officials and Volunteers Code of Conduct 2025.pdf  

Players – Player Code of Conduct 2025.pdf  

Parents, Guardians and Spectators – Parents, Guardians and Spectators Code of Conduct 2025.pdf  

Appendix B. Signs & Indicators of Abuse  

Guidance provided by the NSPCC – Spotting the signs of child abuse | NSPCC  

The signs of child abuse aren’t always obvious, and a child might not feel able to tell anyone what’s happening to them. Sometimes, children don’t even realise that what’s happening to them is abuse.  

There are different types of child abuse and the signs that a child is being abused may depend on the type. For example, the signs that a child is being neglected may be different from the signs that a child is being abused sexually. Children of different ages may also show different signs of child abuse. For example, a toddler will show different signs that they’ve been sexually abused than a teenager.  

Common signs of child abuse  

Some common signs that there may be something concerning happening in a child’s life include:  

  • unexplained changes in behaviour or personality  
  • becoming withdrawn  
  • seeming anxious  
  • becoming uncharacteristically aggressive  
  • lacks social skills and has few friends, if any  
  • poor bond or relationship with a parent  
  • knowledge of adult issues inappropriate for their age  
  • running away or going missing  
  • always choosing to wear clothes which cover their body.  

These signs don’t necessarily mean that a child is being abused, there could be other things happening in their life which are affecting their behaviour – but we can help you to assess the situation.  

You may also notice some concerning behaviour from adults who you know have children in their care, which makes you concerned for the child/children’s safety and wellbeing.  

Appendix C. Reasonable Adjustments & Inclusion  

Foundation Inclusion Framework.docx  

Appendix D. Templates & Concern/Incident Forms  

Incident Report Form – Incident Report Form.docx  

Safeguarding Report Form – https://docs.google.com/forms/d/e/1FAIpQLSdIXJ1JTeb-jsRlk_9GHST3l4AgHuF3FPdj-2TAJawP74fkzA/viewform?usp=header  

Body Map Template – Accompanying Body Map.docx  

Risk Assessment Template – Blank Risk Assessment Template.docx  

Investigation Report Template – Blank Investigation Form.docx  

Appendix E. Matchday Safeguarding Policy  

Matchday Safeguarding Policy.pdf  

Appendix F. Reporting Concerns Procedure  

Foundation – Reporting Safeguarding Concerns Poster.pdf – All Documents  

Appendix G. DSL/Welfare Officer Contact Card  

Welfare Officers Contact Card.pdf  

Appendix H. Safeguarding Training Matrix  

The safeguarding matrix is a live document and will be updated continuously  

Foundation Safeguarding Training Matrix.xlsx  

Approval: 
This policy was approved by the Trustees/Board of Solihull Moors Foundation on 30th September 2025 and is due for review in September 2026, unless updated earlier.  

Policy Approval & Review Record
Original Approval Date: 30 September 2025
Current Version: V1.1
Last Updated: 16 June 2026
Next Review Due: September 2026 (unless legislative, regulatory or organisational changes require an earlier review).
This policy remains a live document and may be updated at any time.