The RFU and Weybridge Vandals RFC are committed to prioritising the safeguarding of our players and members and this policy also relates to the use of social media by the club, coaches, members, parents and players.

While social media is an amazing way to engage and communicate with its members and used as a form of promotion for the club, it is essential that we ensure everyone is represented in a suitable way.

The risks of communications in relation to sport can include:
- Undue pressure that can be exerted on children
- Inappropriate criticism of a player’s performance
- The coach carries a level of authority and trust that can control a child

What is social media?

For the purposes of this policy this is defined as:

• Facebook pages/groups – both individual team pages and club
• X – any club and youth accounts
• Instagram
• WhatsApp groups – team, club and committee groups
• Snapchat
• TikTok
• Any form of electronic communication where individuals can interact online and sits under the Weybridge Vandals RFC brand is also included

General guidance on content

• All content that is posted or expressed needs to be suitable and relevant
• Nothing should be posted that is detrimental to a person’s sex, race, nationality, ethnic origin, colour, faith, gender, sexual orientation or disability. Any person seen to be posting such items will be subject to disciplinary action
• No abuse being directed towards the opposition, match officials or members of our club should be posted or shared
• All social media content will be monitored and inappropriate content removed
• No personal information about children or that could potentially identify a child should be posted on social media via content or photos
• Respect needs to be shown by all members to others, including the larger rugby community and members need to ensure their behaviour represents the values that Weybridge Vandals stand for.
• Individuals and the club are responsible for posting on their accounts and content needs to be relevant, age appropriate and always uphold Weybridge Vandals reputation at all times
• No player, member or coach should set up a social media page or group that is linked to the club and intended for use by our members without the express permission of the club committee. Once and if approved administrators should ensure that that content complies to the RFU and Weybridge Vandals policy
• Do not use abusive, sexual or derogatory language
• These are public forums and should be treated as such

Communicating with Children

No child under the age of 13 should have a social media account and therefore:

• Weybridge Vandals social media groups should not include any child under the age of 17 and coaches/volunteers/members will not engage directly with them in any form via these means including SMS messaging. Parental permission does not overrule this policy. The only time this can change is if there is an immediate risk to the welfare of the child
• When communicating via a telephone call, where possible coaches should speak to the parent of the child
• If we need to communicate club related information to a child under the age of 18 it should only be to an email address supplied by the parents.
• No coach, volunteer to parent will communicate with a child on email, phone or social media group on a 1-2-1 basis and if any form of communication is received from a child directly to a coach this should be communicated to a parent and any communications actioned through them
• Coaches should not be friends or linked to any of their players in a social media networking environment
• Coaches can communicate on a phone call directly with a child providing that consent is given by the child’s parents or carer and only if the child is old enough to understand

Guidance and procedure on messaging groups

For the older age groups social media and online messaging groups are extremely popular and a great way to communicate with everyone at once.

Coaches of teams that do have player-led messaging groups are encouraged to ensure that their players:

• Do not share anything online that they would not want released to the public
• Engage in abusive or bullying behaviour towards another person in or out of the group
• Share images of a sexual or inappropriate nature whether of themselves or others
• These groups are not a representation of the club

Sanctions

Any club member, players, including children of an age to post, or coaches could face disciplinary action if found to breach these rules and guidance.

Jane Grist and Sally Dodd
Club Safeguarding Officers
Weybridge Vandals RFC