Whistle Blowing Policy and Procedure
Applicable to:
Welsh Triathlon
Date of Origination:
November 2008
Effective From:
November 2008
Lead Officer:
Chairman
Status:
Draft
For Review (Annually):
By Committee
Last updated: November 2009
Welsh Triathlon Whistle-Blowing Policy
Rationale
Welsh Triathlon is committed to creating and maintaining the safest possible environment for all individuals to participate in triathlon and recognises its responsibility to promote a safe environment and for any concerns to be reported without fear of reprisal.
Whistle-blowing is an early warning system. It is about revealing and raising
concerns over misconduct or malpractice within an organisation or within an
independent structure associated with it.
The Public Interest Disclosure Act 1998 protects those who raise legitimate concerns
about specified matters. It makes provision about the kinds of disclosure that may be
protected and the circumstances in which disclosures are protected. This policy is
therefore intended to comply with the Act by encouraging everyone in WT to
make disclosures about fraud, misconduct or wrongdoing to the sport of Triathlon and
anyone within it, without fear of reprisal, so that problems can be identified, dealt with
and resolved quickly.
Principles
• Everyone should be aware of the importance of eliminating fraud or
wrongdoing. Report anything that you become aware of that is illegal
• You will not be victimised subject to a detriment or dismissed for raising a
legitimate matter under this procedure
• Victimisation of an individual for raising a qualifying disclosure under this
procedure will be a disciplinary offence and dealt with under WT’s disciplinary procedure
• Covering up someone else’s wrongdoing is also a disciplinary offence. Never
agree to remain silent about a wrongdoing, even if told to do so by a
person in authority
• You will not be penalised for raising a qualifying disclosure even if it is not
upheld, unless the complaint was both untrue and made in bad faith
• It is not the responsibility of the person reporting the disclosure to investigate.
It is WT’s responsibility to investigate
• Confidentiality should be upheld in line with legislation and government
guidance. Confidentiality will be maintained during the process to the extent
that it is practical and appropriate in the circumstances
• Finally, maliciously making a false allegation is a disciplinary offence
Objectives of the Policy
• All clubs and members, committee members, coaches, volunteers and
parents should have an understanding of whistle-blowing.
• All clubs and members, committee members, coaches and volunteers
should know where to access the WT’s policy for whistle-blowing and follow it when anything is reported.
• All players and parents should know what the WT policy is on whistle-blowing, and what they should do if legitimate concerns arise
• Individuals should be assured that they will be supported when concerns are
reported.
Qualifying Disclosures
Welsh Triathlon would expect any members or participants to report any of the following:
a criminal offence (including fraud)
a failure to comply with a legal obligation
a miscarriage of justice
the endangering of an individual’s health and safety
damage to the environment
deliberate concealment of information relating to any of the above.
Where the nature of the disclosure is not included in the above list, it should be made
by way of WT’s grievance procedure and/or other procedures as appropriate and not under the whistle-blowing procedure.
Your belief must be reasonable, but it need not be correct. It might be discovered
subsequently that you were in fact incorrect, but you must be able to show that you
held the belief in good faith and that it was a reasonable one to hold in the
circumstances at the time.
Disclosure Procedure
1. If you wish to make a qualifying disclosure, you should in the first instance
report the situation to the Committee.
2. Such disclosures should be made promptly so that investigation may proceed
and any action taken quickly.
3. All qualifying disclosures will be taken seriously. The disclosure will be
promptly investigated and as part of the investigatory process, you will be
interviewed and asked to provide a written witness statement setting out the
nature and details of your qualifying disclosure and the basis for it.
Confidentiality will be maintained during the process to the extent that it is
practical and appropriate in the circumstances. In order to investigate a
disclosure, WT must be able to determine the scope of the
investigation and the individuals who should be informed about the
disclosure. WT reserves the right to appoint another investigator
to investigate the disclosure other than the designated person to whom you
reported.
4. WT may ask you to attend a meeting at a reasonable time and
place at which your disclosure can be discussed. You should take all
reasonable steps to attend that meeting and you have the right to bring with
you an appropriate other individual of your choice.
5. Once the investigation has been conducted and completed, you will be
informed in writing of the outcome and WT’s conclusions and
decision as soon as possible.
6. If you wish to appeal against WT’s decision, you must do so in
writing within five working days of the decision. On receipt of an appeal a
senior officer or member of the Committee shall make arrangements to hear your appeal. WT may ask you to attend a meeting at a reasonable time and place at which your appeal can be discussed. You should take all reasonable steps to attend that meeting and you have the right to bring with you an appropriate other individual of your
choice.
7. Following WT hearing your appeal, you will be informed in writing
of the outcome and WT’s conclusions and decision within five
working days.
8. Once WT’s decision has been finalised, any necessary action will
be taken. If no action is to be taken, the reasons for this will be explained to
you.
9. If, on conclusion of the above stages, you reasonably believe that appropriate
action has still not been taken, you may report the matter to the proper
authority in good faith. The Act sets out a number of prescribed bodies or
persons to which qualifying disclosures can be made. However, WT always encourages members and staff to raise their concerns directly in the first instance, rather than externally. This enables issues to be dealt with promptly and speedily.
Implementation
The implementation of this policy is mandatory and will be supported by an
appropriate time-phased implementation plan to ensure compliance and effective
delivery.
Further Information
For more information and guidance please contact a member of the Committee.
Dr D Hardie 16th November 2008
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