Merton SSP Duty of Care
Merton SSP Events: Staff and Participant Guidance
Duty of Care and Event Management
Merton School Sport Partnership (MSSP) has a duty to take all reasonable measures to ensure the health, safety, wellbeing and welfare of all participants, staff, volunteers, spectators and any other attendees involved in our events.
MSSP is committed to providing safe, inclusive and enjoyable sporting experiences for all children and young people. In fulfilling our duty of care responsibilities, MSSP has taken all reasonable steps to ensure risks are identified, assessed and managed appropriately. This includes ensuring that:
- Current UK Government legislation, guidance and advice relevant to sporting events, educational activities and public health have been followed.
- Any relevant guidance, regulations and operating procedures issued by National Governing Bodies (NGBs), sport federations, competition organisers and umbrella organisations have been adopted where applicable.
- Appropriate risk assessments have been completed and reviewed.
- Staff, volunteers and event personnel have received appropriate training and guidance for their roles.
- Emergency procedures are in place and communicated to relevant personnel.
- Suitable insurance arrangements are maintained for MSSP-led activities.
All schools attending MSSP events retain responsibility for the supervision, behaviour, conduct and welfare of their pupils throughout travel to and from the venue and during participation in the event.
Equality, Diversity and Inclusion
MSSP is committed to ensuring that all children and young people have equitable opportunities to participate, compete, lead and volunteer in school sport and physical activity.
We believe every participant should feel welcomed, valued and respected regardless of:
- Age
- Disability
- Ethnicity or race
- Religion or belief
- Sex
- Gender reassignment
- Sexual orientation
- Socio-economic background
- Learning needs or additional support requirements
MSSP strives to create environments where children experience a genuine sense of belonging and where barriers to participation are identified and removed wherever possible.
We expect all attendees to support our commitment to equality, diversity and inclusion and to challenge discriminatory behaviour, language or actions should they occur.
Any concerns relating to discrimination, bullying, harassment or exclusion should be raised immediately with an MSSP member of staff.
Safeguarding and DBS requirements
MSSP acknowledges its responsibility to safeguard and promote the welfare of children and young people and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and the requirements of our host organisation, the Harris Federation.
The welfare of children is paramount in all circumstances.
We aim to ensure that all children and young leaders:
- Have a positive and enjoyable experience of sport and physical activity.
- Participate within a safe, child-centred environment.
- Are protected from harm, abuse, neglect, discrimination and exploitation.
- Feel respected, listened to and supported.
All MSSP staff working at events have undergone appropriate safer recruitment procedures and hold an enhanced Disclosure and Barring Service (DBS) check where required.
Attending schools remain responsible for ensuring that all staff, volunteers and accompanying adults attending events comply with safeguarding requirements, are suitably vetted where required, and can provide evidence of this if requested.
If you have any concern about the welfare or safety of a child at an MSSP event, please report it immediately to a member of the MSSP staff team. Safeguarding contact details will be displayed at all events.
Further information can be found at:
or
mertonssp.org.uk/comments-compliments-and-complaints
Health, Safety and Welfare
MSSP is committed to maintaining a safe environment for all participants and visitors.
All participants, staff and spectators are expected to:
- Follow instructions provided by event organisers and venue staff.
- Act responsibly and safely at all times.
- Use facilities and equipment appropriately.
- Report hazards, accidents or near misses immediately.
- Respect restricted areas and venue safety procedures.
MSSP reserves the right to alter, postpone or cancel any activity where weather conditions, facility issues, participant safety concerns or other unforeseen circumstances create an unacceptable level of risk.
Medical Information and First Aid
MSSP will provide access to basic first aid provision and a qualified first aider at events where appropriate. However, event staff may not always be available to administer treatment for minor injuries as they may be occupied delivering activities.
Attending schools must:
- Ensure a qualified first aider accompanies their team throughout travel and attendance.
- Bring any pupil-specific medication required during the event.
- Ensure staff are aware of medical conditions, allergies, emergency procedures and healthcare plans relating to participating pupils.
- Inform MSSP staff of any significant medical concerns that may impact participation.
In the event of a medical emergency, MSSP staff will follow emergency action procedures and seek appropriate medical assistance when required.
Team Registration and Data Collection
To support MSSP’s Equality, Diversity and Inclusion objectives, all schools are required to complete and submit the MSSP Event Entry and EDI Team Sheet when registering for events.
Schools are not required to provide full pupil names. Initials or first names are sufficient.
The information collected helps MSSP:
- Monitor participation trends.
- Identify barriers to engagement.
- Improve access and representation.
- Evaluate the impact of programmes and competitions.
- Develop future opportunities that better reflect the needs of Merton’s children and young people.
All data is processed in accordance with applicable data protection legislation and MSSP privacy procedures.
Risk Assessments
MSSP undertakes risk assessments for all events and activities.
Event-specific risk assessments are available within the Resources section of the relevant event webpage:
Schools remain responsible for completing their own risk assessments covering:
- Travel arrangements.
- Supervision ratios.
- Participant medical needs.
- Behaviour management.
- Any school-specific considerations.
Attendance at MSSP events constitutes acceptance of the control measures outlined within the event risk assessment.
REFSPECT and Codes of Conduct
MSSP values the contribution of participants, teachers, volunteers, officials, spectators and staff in creating positive sporting experiences.
Through our REFSPECT campaign, we promote:
- Respect for opponents.
- Respect for officials and event staff.
- Respect for teammates.
- Respect for spectators.
- Respect for the rules.
- Respect for facilities and equipment.
- Respect for ourselves and others.
All attendees are expected to conduct themselves in a manner that supports a fun, safe and welcoming environment and will be required to read and sign and event Code of Conduct upon arrival to their first MSSP event of the academic year.
Only authorised staff and volunteers should enter activity areas, courts, pitches or competition spaces unless instructed otherwise.
Spectators are not permitted at Merton SSP events.
Any individual found to be in breach of MSSP policies or the REFSPECT Code of Conduct may be asked to leave the event immediately. Serious incidents may be referred to the relevant Head Teacher and, where appropriate, external agencies.
Further information is available at:
Photography, Filming and Media
Photographs and video footage may be taken by MSSP staff, approved partners or authorised media representatives for promotional, educational and reporting purposes.
If a participating child does not have permission to be photographed or filmed, schools must notify MSSP staff before the start of the event.
School staff must:
- Only photograph or film their own pupils for whom they have appropriate consent.
- Respect venue and event photography guidance.
- Avoid publishing images of children from other schools without permission from the relevant school.
- Ensure photography and filming remain appropriate and consistent with safeguarding expectations.
Social Media
MSSP uses digital and social media channels to celebrate participation, share event updates and communicate with schools and partners.
School staff are expected to use social media responsibly and, in a manner, consistent with safeguarding and REFSPECT principles.
Content that is abusive, discriminatory, offensive, threatening or breaches confidentiality may result in removal from events and referral to appropriate authorities.
Stay connected with MSSP through:
Email: info@mertonssp.org.uk
Instagram: instagram.com/mertonssp
Data Protection and Privacy
MSSP is committed to protecting personal information and handling data responsibly.
Any personal data collected through registrations, event management systems, surveys, photography consents or participation monitoring processes will be processed in accordance with applicable UK data protection legislation and Harris Federation policies.
Information will only be used for legitimate educational, sporting, safeguarding and administrative purposes.
Comments, Compliments and Complaints
MSSP aims to deliver a high-quality service to all participants, schools, volunteers and stakeholders.
We welcome:
- Comments
- Compliments
- Suggestions
- Complaints
Feedback helps us improve our programmes, events and participant experience.
All complaints will be handled fairly, confidentially and in accordance with MSSP and Harris Federation procedures.
Further information is available at: