Safeguarding Lead Training Guide

For Brazilian Jiu-Jitsu Academies

Evidence-Based Protocols for Volunteer Safeguarding Leads

Free Resource | InsightStudio.uk

Purpose of This Guide

This manual provides clear, step-by-step protocols for volunteer safeguarding leads in BJJ academies. You do not need to be a lawyer, therapist, or safeguarding expert to fulfill this role effectively. This guide will show you exactly what to do when someone reports a concern.

1. Understanding Your Role 2. Core Principles 3. When Someone Submits a Report 4. Handling Anonymous Reports 5. Assessing Immediate Safety 6. When to Escalate to Authorities 7. Protecting Reporters from Retaliation 8. Record Keeping & Documentation 9. What NOT to Do 10. Self-Care for Safeguarding Leads 11. UK Legal Context 12. Training Requirements & Resources

1. Understanding Your Role

What a Safeguarding Lead IS:

A trained receiver of safeguarding concerns
A secure documenter of reports
A decision-maker on immediate safety measures
An escalator to appropriate authorities when needed
A protector of confidentiality

What a Safeguarding Lead IS NOT:

An investigator
A judge of guilt or innocence
A mediator between parties
A therapist or counselor
Responsible for "solving" the problem

"Your job is to receive, protect, record, and escalate. Not investigate, judge, or solve."

Key Principle: Trauma-Informed Approach

Your response in the first moments after someone reports can significantly impact their healing and willingness to continue the process. A trauma-informed approach means:

Safety: Ensure physical and emotional safety
Trustworthiness: Be transparent about what will happen next
Choice: Give the reporter control where possible
Collaboration: Work with, not on, the reporter
Empowerment: Recognize their strength in coming forward

2. Core Principles

The Five Non-Negotiables

Believe the reporter. Your job is not to determine truth—it's to receive and document.
Maintain confidentiality. Only share information with those who absolutely need to know.
Act quickly on safety. Immediate risks require immediate action.
Document everything. Write down what was said, when, and what you did.
Never retaliate or allow retaliation. Protect the reporter at all costs.

3. When Someone Submits a Report: Step-by-Step Protocol

This is the most important section. Follow these steps exactly when someone hands you a written report or approaches you verbally.

Step 1: Receive the Report (First 5 Minutes)

What to Say:

"Thank you for telling me. You did the right thing. I'm going to make sure this is taken seriously."

What to Do:

Stop what you're doing and give full attention
Find a private space if possible
Listen without interrupting
Take the report exactly as given

What NOT to Do:

Do NOT ask clarifying questions ("What exactly happened?")
Do NOT ask for details beyond what they offer
Do NOT ask "why" questions ("Why didn't you report sooner?")
Do NOT express doubt or disbelief
Do NOT promise confidentiality (you may need to escalate)
Do NOT write on or correct their written report

CRITICAL: Do Not Contaminate Testimony

Asking detailed questions can:

Pressure the reporter
Create conflicting versions of events
Compromise future investigations
Re-traumatize the person

Step 2: Secure the Report Immediately

For Physical Reports:

Place in a sealed envelope
Date and sign across the seal
Store in locked cabinet OR scan and store digitally
Only you and one designated backup may access

For Digital Reports:

Upload to secure, access-limited folder
Rename file: Safeguarding_Report_YYYYMMDD_SubmissionID
Do not forward via regular email
Use encrypted storage if possible

Step 3: Provide Proof of Submission

The reporter MUST receive proof. Options:

Receipt slip with date, time, your signature
Email acknowledgment (if they provided email)
Photo permission - allow them to photograph the sealed envelope or submission log

Never refuse proof. This protects both the reporter and you.

Step 4: Assess Immediate Safety (2-3 Questions Only)

You may ask ONLY these questions:

"Do you feel safe at the gym right now?"
"Is the person you're reporting currently teaching or supervising you?"
"Is anyone in immediate danger?"

If YES to immediate risk:

Immediate separation is required
This is not disciplinary—it's safeguarding
Accused does not coach, supervise, or train with reporter
Schedule adjustments if necessary

Step 5: Explain What Happens Next

Say This (adapt as needed):

"Here's what will happen next:

I will log this report securely within 24 hours
You will receive written acknowledgment within 48 hours
I will assess whether immediate safety measures are needed
If this involves a child or serious assault, I am required to contact authorities
You will not be pressured to take any action you're not ready for
Retaliation against you is strictly prohibited
Do you have any questions?"

Step 6: Document Immediately

Within 1 Hour, Write Down:

Date and time report received
How it was received (in person, email, physical form)
Reporter's name (if provided) or "anonymous"
Brief summary (2-3 sentences only)
Your immediate actions taken
Who else was notified (if anyone)

4. Handling Anonymous Reports

Anonymous reports are NOT useless. They are valuable for pattern identification and early intervention.

Step 1: Log and Timestamp

Generate report ID
Timestamp submission
Store securely

Step 2: Assess Severity

Ask yourself:

Is this sexual in nature?
Is there abuse of authority?
Is a minor involved?
Is there physical contact described?

If YES to any: escalation rules apply regardless of anonymity.

Step 3: Apply Non-Punitive Safeguards

Without naming anyone, you can:

Adjust training pairings
Require open-mat supervision
Add second coaches to classes
Change locker-room policies
Restrict private lessons temporarily

Step 4: Track Patterns

One anonymous report: Monitor
Two reports: Escalate internally
Three or more: External safeguarding consultation or legal advice

Remember: Serial abuse is rarely a single report. Anonymous reports create paper trails that protect everyone.

5. Assessing Immediate Safety

Immediate Action Required If:

Situation	Action Required	Timeline
Reporter feels unsafe	Immediate separation from accused	Same day
Accused is in position of authority over reporter	Remove supervisory relationship	Same day
Multiple reports about same person	Temporary suspension pending investigation	Within 24 hours
Physical assault described	Contact police immediately	Same day
Minor involved	Contact local authority safeguarding team	Same day

6. When to Escalate to Authorities

Mandatory Reporting Situations (UK Context)

You MUST contact authorities if:

A child (under 18) is involved
Sexual assault is alleged
Physical violence occurred
There is ongoing risk to others
The reporter is a vulnerable adult

Who to Contact:

Situation	Contact	Phone (UK)
Child safeguarding concern	Local Authority Designated Officer (LADO)	Via local council
Sexual assault (adult)	Police (non-emergency)	101
Immediate danger	Police (emergency)	999
Vulnerable adult concern	Adult Social Services	Via local council
General safeguarding advice	NSPCC Helpline	0808 800 5000

What to Say When Contacting Authorities:

"I am the safeguarding lead at [Academy Name]. I have received a report of [type of concern] involving [child/adult]. I am calling to report this and seek guidance on next steps. The incident occurred on [date] at [location]."

Have ready:

Report submission ID
Date and time of incident
Names of individuals involved (if known)
Brief summary of allegations
Your contact information

7. Protecting Reporters from Retaliation

What Retaliation Looks Like in BJJ:

Being excluded from training rounds
Losing coaching attention or competition opportunities
Being publicly discredited or "subtly" shamed
Schedule changes meant to push them out
Social media pile-ons
Friends being encouraged to distance themselves
Being labeled "dramatic" or "problematic"

Immediate Actions:

Separate accused from reporter (no coaching, supervising, or rolling)
Implement "no contact" rules (no direct messaging, no intermediaries)
Limit information access (only you and one backup see report)
Issue general anti-retaliation notice (without naming individuals)

90-Day Monitoring Period:

Log any complaints of exclusion, hostility, or pressure
Even "small" incidents matter—patterns are key
Check in with reporter weekly
Document all observations

WARNING: Violations = Immediate Escalation

Any retaliation must result in disciplinary action, up to and including removal from the academy. No exceptions.

8. Record Keeping & Documentation

For Every Report:

Date and time received
Submission method
Reporter information (if provided)
Brief summary (2-3 sentences)
Type of allegation
Immediate safety assessment
Actions taken
Who was notified
Follow-up dates

Ongoing Documentation:

All communications related to the report
Safety measures implemented
Any changes to training schedules or pairings
Retaliation monitoring notes
External agency contacts
Resolution or ongoing status

Storage Requirements:

Physical: Locked filing cabinet, access limited to safeguarding lead + one backup
Digital: Password-protected, encrypted if possible, not on shared drives
Retention: Keep for minimum 7 years (UK guidance)
Destruction: Shred physical documents, securely delete digital files

9. What NOT to Do

These Actions Can Cause Serious Harm:

✗

Force face-to-face resolution between reporter and accused

✗

Demand proof before taking safety measures

✗

Ask "why didn't you report sooner?"

✗

Ask coaches to "keep an eye on things" informally

✗

Treat reputation damage as equal to physical harm

✗

Require the reporter to "clear misunderstandings"

✗

Discuss the report with anyone not directly involved

✗

Make promises you can't keep ("This will stay confidential")

✗

Minimize or dismiss concerns

✗

Blame the reporter for coming forward

10. Self-Care for Safeguarding Leads

This role can be emotionally demanding. You may hear distressing accounts and face difficult decisions.

Self-Care Strategies:

Debrief: Have a trusted person (not involved in the academy) you can talk to
Boundaries: You are not responsible for solving everything
Support: Connect with other safeguarding leads or professionals
Training: Regular training helps you feel more confident
Supervision: Consider professional supervision if handling multiple cases

Remember: Taking care of yourself is not selfish—it's essential to doing this role effectively.

11. UK Legal Context

Do You Need Formal Qualifications?

Legally: No specific certificate is required by law.
Practically: Training is essential and demonstrates duty of care.

Relevant UK Legislation:

Children Act 1989 & 2004: Duty to safeguard children
Sexual Offences Act 2003: Positions of trust provisions
Care Act 2014: Safeguarding adults at risk
Data Protection Act 2018: Handling personal data

Duty of Care:

UK law operates on "reasonable steps" principle. If something goes wrong, the question is:

"Did the organization act reasonably and competently to protect people from harm?"

Training is how you prove that.

12. Training Requirements & Resources

Recommended Training (UK):

Course	Duration	Cost	Provider
Safeguarding Adults Level 1	2-3 hours	£30-50	NSPCC, UK Coaching
Safeguarding Children Level 1	2-3 hours	£30-50	NSPCC, UK Coaching
Position of Trust Awareness	1 hour	Free-£25	Sport England
Handling Disclosures	1-2 hours	£20-40	Various providers

Additional Resources:

Sport England: sportengland.org/safeguarding
NSPCC Learning: learning.nspcc.org.uk
Ann Craft Trust: anncrafttrust.org (adults at risk)
CPSU (Child Protection in Sport Unit): thecpsu.org.uk

About the Author

Dr. Sharlene Holt is an evidence-based programme designer and researcher specializing in safeguarding, trauma-informed practice, and neurodiversity-affirming approaches. Her work has reached over 16,000 children and young people through programmes like Boost (Gloucestershire Constabulary) and has been recognized with the Charlie Sallis Impact Award for Safeguarding Children and Young People (2024).

This guide is provided free of charge by InsightStudio.uk

For consultation on implementing safeguarding systems in your academy:

Dr. Sharlene Holt | SO@insightstudio.uk | insightstudio.uk