West Wicklow RFC – Transport and Away Fixture Policy
Aligned with IRFU Governance Guidelines
1. Purpose
This policy sets out the standards and responsibilities for the safe transport of players to and from training sessions, matches, and club events. It is designed to promote the safety, welfare, and safeguarding of all players, and is aligned with the Club’s Child Safeguarding Statement and relevant guidance from the Irish Rugby Football Union (IRFU).
2. Scope
This policy applies to all:
● Players (underage and adult where relevant)
● Parents/guardians
● Coaches
● Volunteers
● Club officials involved in team activities
3. General Principles
● The welfare and safety of players is the primary consideration in all transport arrangements.
● Parents/guardians retain primary responsibility for arranging transport for their children unless otherwise agreed.
● All transport must comply with Irish road traffic legislation, including valid licences, insurance and roadworthiness requirements.
● Players should only travel in vehicles that are safe, insured and driven by appropriately licensed adults.
● Where practicable, arrangements should avoid situations where a single underage player is alone with one adult in a private vehicle.
4.Responsibility of Parents / Guardians
Parents/guardians are responsible for:
● Arranging transport to and from training, matches and club events
● Ensuring they are aware of meeting times, venues and return arrangements
● Ensuring children are not left unattended at venues unless appropriate supervision has been confirmed
Players must not be left at venues unless a responsible adult or designated club official has confirmed supervision is in place.
5. Carpooling between families
● Carpooling arrangements between families are private, informal arrangements made at the discretion of parents/guardians.
● The club does not organise, coordinate or accept responsibility for private carpooling arrangements.
● Parents/guardians are responsible for ensuring that any driver involved is appropriately licensed, insured and legally permitted to carry passengers.
6. Transport by coaches, volunteers or club officials
The Club actively discourages the transport of players by coaches or volunteers in private vehicles except where absolutely necessary. Where transport by a coach or volunteer is unavoidable:
● Wherever possible, more than one player should travel together.
● The transport of a single underage player alone should be avoided wherever possible.
● A second adult should be present where practicable.
All volunteers must maintain appropriate professional boundaries at all times.
7. Away Fixtures and Events
For all away fixtures and club events:
● Travel arrangements, meeting times and venues will be communicated clearly and in advance by the coach or team coordinator.
● Coaches and team officials are responsible for appropriate supervision of players during fixtures and while in their care.
● Players remain under the supervision of the club during the agreed time period and at designated venues only.
● Responsibility transfers back to parents/guardians once the player is released from the supervision of the coach or team official after the event.
● Any changes to travel arrangements must be communicated as soon as possible.
8. Emergency Situations
In exceptional or emergency circumstances (e.g. injury, severe weather, transport disruption, or late collection), coaches or designated club officials may act in the best interests of player welfare. In such cases:
● Reasonable steps will be taken to ensure safe and appropriate transport arrangements.
● Parents/guardians will be contacted as soon as possible.
● Any emergency transport arrangements will still adhere to safeguarding principles where practicable.
● All such situations should be reported to the Club Welfare Officer after the event if relevant.
9. Player Responsibilities
Players are expected to:
● Follow all instructions from coaches, team officials and designated adults.
● Wear seatbelts at all times while travelling in vehicles.
● Behave respectfully and in line with the Club Code of Conduct during all travel.
● Respect property, vehicles and other passengers at all times.
10. Safeguarding
The safety and welfare of players is paramount in all transport arrangements.
● The Club Welfare Officer (CWO) is the designated point of contact for any safeguarding concerns relating to transport or travel arrangements.
● All safeguarding concerns will be handled in accordance with the Club’s Safeguarding Statement and IRFU safeguarding procedures.
● Any concerns regarding inappropriate or unsafe transport arrangements must be reported immediately.
11. Monitoring and review
The Club Committee will review this policy regularly to ensure compliance with:
● IRFU safeguarding requirements.
● Best practice in youth sport governance.
● Legal and insurance obligations
12. Commitment
West Wicklow Rugby Football Club is committed to ensuring that all transport arrangements involving players are conducted safely, responsibly and in line with safeguarding best practice, creating a secure and well-managed environment for all members.