West Wicklow RFC – Volunteer Recruitment, Vetting and Dispute Resolution Policy
Aligned with IRFU Governance Guidelines
1. Purpose
This policy outlines the procedures for the recruitment, selection, vetting and management of volunteers within West Wicklow Rugby Football Club, in line with the governance and safeguarding requirements of the Irish Rugby Football Union (IRFU).
Its purpose is to ensure that all volunteers are suitable, appropriately qualified and committed to providing a safe, inclusive, and positive environment for all members.
It also sets out the club’s approach to managing non-safeguarding disputes, complaints, and selection-related concerns in a fair, transparent, and consistent manner.
2. Scope
This policy applies to all volunteers within West Wicklow Rugby Football Club, including but not limited to:
● Coaches
● Team managers
● Committee members
● Match officials
● Any individuals working with teams or youth players
3. Policy Statement
West Wicklow Rugby Football Club is committed to best practice in the recruitment, vetting and management of volunteers.
The club will ensure that:
● Recruitment is fair, transparent and based on suitability and merit.
● All volunteers working with children are appropriately vetted.
● Safeguarding standards are fully upheld.
● Clear processes exist for resolving disputes and complaints.
4. Recruitment Procedures (Safer Recruitment)
The club will apply a safer recruitment approach which includes:
● Clear role descriptions outlining duties and responsibilities.
● Open and transparent recruitment of volunteers.
● Informal discussion or interview prior to appointment.
● Consideration of relevant experience, qualifications and references where appropriate.
● Selection based on suitability, integrity and the needs of the club.
Appointments will be made in the best interests of player welfare and club development. Where appropriate, volunteers may be subject to a probationary period, during which suitability for the role may be reviewed.
5. Vetting (Garda Vetting)
All volunteers working with children or vulnerable persons must undergo Garda Vetting in line with IRFU and national safeguarding requirements.
● Vetting will be processed through the appropriate IRFU channels.
● No individual may commence regulated activity until clearance is confirmed.
● Vetting records will be handled confidentially and in compliance with GDPR.
● Volunteers must comply with re-vetting requirements as directed by IRFU or statutory authorities.
The club reserves the right not to appoint, or to remove from a role, any volunteer whose vetting outcome, conduct or safeguarding status indicates unsuitability.
6. Safeguarding Requirements
All relevant volunteers must:
● Complete IRFU-recognised safeguarding training (Child Welfare and Protection)
● Complete refresher training as required
● Adhere to all club safeguarding policies at all times
The club will appoint a Club Welfare Officer (CWO). Volunteers must report any safeguarding concerns immediately through the appropriate safeguarding channels.
7. Induction, Training and Qualifications
All new volunteers will receive an induction covering:
● Club policies and procedures.
● Safeguarding responsibilities.
● Role expectations.
Ongoing support and training will be provided.
To support coach development and the sharing of best practice, the club will encourage a Coach Mentoring and Shadowing Programme. New or less experienced coaches may be paired with an experienced coach as part of a buddy or mentoring arrangement. Coaches may also be invited to observe and shadow training sessions delivered by more experienced coaches across different age groups.
This approach supports the development of coaching skills, promotes consistency in coaching standards throughout the club, strengthens relationships between age-grade sections, and aligns with IRFU and Leinster Rugby coach development principles. Where appropriate, senior or experienced coaches may provide guidance, oversight and support to coaches working with other age groups.Coaching volunteers must hold, or be actively working towards, the appropriate IRFU coaching qualification for their role.
8. Code of Conduct and Behaviour
All volunteers are required to:
● Act in the best interests of the club and its members.
● Maintain appropriate professional boundaries, especially with children.
● Promote respect, inclusion and fair play.
● Comply with all club, IRFU and safeguarding policies.
● Report concerns through the correct safeguarding channels.
9. Confidentiality and Data Protection
All personal information collected during recruitment and vetting will be:
● Treated as strictly confidential.
● Processed in accordance with GDPR and data protection legislation.
● Stored securely and accessed only by authorised personnel.
10. Safeguarding practice and Supervision
Volunteers are expected to support safe practice at all times, including:
● Promoting safe environments during training and matches.
● Avoiding where possible one-to-one unsupervised situations with children.
● Working in line with the club’s safeguarding procedures and IRFU guidance.
11. Breaches of this Policy
Failure to comply with this policy may result in:
● Verbal warning or formal discussion.
● Suspension from duties.
● Removal from role.
● Referral to the Club Committee or safeguarding authorities where appropriate.
12. Complaints, Selection and Dispute Resolution
(Non-Safeguarding Matters)
The club recognises that from time to time disputes or concerns may arise which are not
safeguarding-related. These may include:
● Selection decisions.
● Playing time concerns.
● Coaching or team management decisions.
● Volunteer conduct not related to safeguarding.
● General club operational complaints.Key Principles
● Coaching and selection decisions are made in the best interests of player development and the team.
● Selection decisions are final and are not subject to external challenge during the competition cycle.
● All parties are expected to communicate respectfully and constructively.
● Social media is not an appropriate forum for complaints or disputes.
Process for Raising Concerns
1. Informal Resolution: Concerns should first be raised directly with the relevant coach or team manager after a suitable cooling-off period.
2. Club Level Escalation: If unresolved, the matter should be referred to the relevant Club Officer or Youth Committee representative.
3. Formal Review: If still unresolved, the issue may be escalated to the Club Committee for formal review.
4. Final Decision: The Club Committee decision is final in relation to non-safeguarding matters.
Safeguarding Exclusion
Any matter involving safeguarding, welfare, abuse, or protection concerns must be reported immediately to the Club Welfare Officer (CWO) and will not be handled under this section.