While the RFU/RFUW recognises that publicity and pictures of young people enjoying rugby are essential to promote the sport and a healthy lifestyle, the following rules should be observed:
1. Ensure parents/guardians/young people have granted their consent for the taking and publication of photographic images and have signed and returned the Parent/Guardian and Young Person Permission Form;
2. All young people must be appropriately dressed for the activity taking place;
3. Photography or recording should focus on the activity rather than a particular young person and personal details which might make a young person vulnerable, such as their exact address, should never be revealed;
4. Where an individual has achieved success in the game (e.g. when selected for representative side or showing triumph over adversity), permission must be gained from a parent/guardian and the young person to use photographs/recordings and relevant details;
5. Where possible, to reflect the RFU/RFUW Equity Policy, photographs/recordings should represent the diverse range of young people participating in rugby;
6. Anyone taking photographs or recording at any rugby event must have a valid reason for doing so and seek the permission of the organisers/persons in charge;
7. They should make themselves known to the event organisers/persons in charge and be able to identify themselves if requested during the course of the event;
8. All concerns regarding inappropriate or intrusive photography should be reported in confidence to the RFU Equity and Ethics Manager via the rugby club or Constituent Body Welfare Manager.
Introduction
The RFU/RFUW’s Best Practice Guidelines have been developed to provide clubs, schools and Constituent Bodies with advice and guidance on the use of images of young people. It is recommended that this is adopted by clubs and Constituent Bodies and the ‘Eight Golden Rules’ made available to as many people as possible. The whole policy document should be kept by the organisation’s administrators for future reference.
Any change to these guidelines will be notified via the RFU/RFUW’s website and in any relevant publications. Please remember that the safety and enjoyment of young people should be paramount in all your activities and this has been designed to help you in this.
The RFU/RFUW is committed to providing a safe and enjoyable environment for young people
under the age of 18. Implicit in this is the commitment to ensure that all publications, resources and media represent participants appropriately and with due respect. By adopting the points outlined in these guidelines, you will be putting in place the best possible practice to protect young people wherever photographs or recorded images are taken and stored.
Key Concerns
The key concerns contained within this policy regarding the use of images of young people relate to:
• The taking of inappropriate photographs or recorded images of young people;
• The possible identification of young people when a photograph is accompanied by inappropriate information;
• The inappropriate use, adaptation or copying of images for use on child pornography websites.
Recording Images of Young People
There have been concerns about the risks posed directly and indirectly to young people through the use of photographs on sport websites and other publications.
Therefore, the following guidelines should be followed:
• All young people featured in photographs/recordings must be appropriately dressed with outer clothing garments covering their torso from at least the bottom of their neck to their thighs (i.e. a minimum of vest/shirt and shorts);
• The photograph/recording should ideally focus on the activity. Where possible, images of children/young people should be recorded in small groups (the group may comprise any combination of adults and children);
• Clubs’ or organisations’ coaches and teachers should still be allowed to use video equipment as a legitimate coaching aid and means of recording special occasions. However, care should be taken in the dissemination and storage of the material.
Publishing Images of Young People
• If a photograph/recording is used, personal details of young people such as email address, home address and telephone numbers should never be revealed;
• Ask for parental/guardian permission to use an image of a young person. This ensures that parents/carers are aware of the way the image of their child is representing the sport. A Parent/Guardian and Child Permission Form is the best way of achieving this and can be done at the beginning of the season (see page ?);
• Ask for the young person’s permission to use their image. This ensures that they are aware of the way the image is to be used to represent the sport. A Parent/Guardian and Young Person Permission Form is the best way of achieving this and can be done at the beginning of the season (see page ?);
• Where a story concerns an individual (e.g. their selection for representative side, triumph over adversity), particular attention should be paid to ensuring permission is gained from a parent/guardian and the young person to use a photograph/recording and relevant details;
• In order to guard against the possibility of a young person under a court order appearing on a website, the simultaneous streaming of images onto a website is not recommended. Delayed streaming also provides an opportunity for the editing of inappropriate clips (e.g. disarranged clothing). If video/film clips are delivered from your own server, that material can be downloaded. It is therefore recommended that you use an independent server so that material cannot be accessed, copied or downloaded;
• Think about the level of consideration that you give to the use of images in all publications, e.g. the processes used in choosing photographs for a publicity brochure for the club. Apply an increased level of consideration to the images of youngsters used on websites. Simple technology features such as watermarking may dissuade third parties from using or attempting to access controlled imagery.
• Try to take photographs that represent the diverse range of youngsters participating safely in rugby. This might include:
• Boys and girls;
• Young people from minority ethnic communities;
• A range of clothing, e.g. tracksuit/jogging trousers;
• Girls with hair covered - baseball cap will do;
• Disabled people;
• Glasses - okay if not actually playing at the time;
• Shin pads must be on if they are recorded playing;
• Jewellery should be off in all images.
Use of Photographic/Filming Equipment by the Media at Rugby Events
There is evidence that some people have used sporting events as an opportunity to take inappropriate photographs or film footage of young people.
While this might be rare in rugby, all those involved have a duty of care to young people to ensure that this risk is as small as possible. By taking some simple steps, risks will be reduced.
If professional photographers are commissioned or the press is invited to a rugby activity or event, it is important to ensure they are clear about expectations of them in relation to the welfare of young people:
• The photographer/camera person must have bona fide identification and be able to produce it on request. They must also sign the Event Registration Form;
• Participants and parents must be informed that a photographer/camera person will be in attendance at an event and ensure that they consent to both the taking and publication of films or photographs;
• Do not allow unsupervised access to rugby players or one-to-one photo sessions at events;
• Do not approve/allow photo sessions outside the event or at a rugby player’s home.
Use of Photographic/Filming Equipment by Parents and Spectators
If parents or other spectators are intending to photograph or video at an event they should also be made aware the expectations:
• Parents and spectators should be prepared to identify themselves, if requested, and state their purpose for photography/filming.
In addition:
• Participants and parents should be informed that if they have concerns about inappropriate or intrusive photography/filming, these should be reported to the event organiser or official and recorded in the same manner as any other child protection concern;
• Event organisers should approach and challenge any person taking photographs who has not made his/herself known and/or registered with them. They might need to refer it to the local police force if this person continues to record images unauthorised.
Summary
Protecting the welfare of young people is about putting in place the best possible practices and procedures; this will protect not only young people but also the adults in rugby.
For further information or advice please contact:
RFU Ethics and Equity Manager
Steve Farr
Telephone: 0208 831 7479
Email: stevefarr@rfu.com
RFUW Child Protection Lead Officer
Helen Ames
Telephone: 0208 831 7996
Email: helenames@rfu.com
Your Club or Constituent
Body Welfare Officer
The RFU Helpline
0208 831 6655
NSPCC Helpline
Telephone: 0808 800 5000
Asian Helpline: 0800 096 7719
Welsh Helpline: 0800 100 2524
Deaf Users Textphone: 0800 056 0686
Web: www.nspcc.org.uk
This is a 24-hour free and confidential
telephone helpline that provides counselling,
information and advice to anyone concerned
about a child at risk of ill treatment or abuse.
Child Protection in Sport Unit (CPSU)
3 Gilmour Close, Beaumont Leys, Leicester
LE4 1EZ
Telephone: 0116 234 7278
Web: www.thecpsu.org.uk
