For many clubs, associations and organisations, safeguarding children and vulnerable people is one of the most important parts of their administration. Here at Coacha we realise the vital role admin systems can plan in the development of a robust safeguarding process. Coacha includes a dedicated Safeguarding Section to help with this.
To develop this part of the system, we have combined years of experience with guidance from leading safeguarding organisations. This section is designed to be secure and easy to use. This includes being able to securely export data to pass on to the relevant authorities should the need arise.
Security and Visibility
When dealing with sensitive data it is important that only the right people see the information and that there are safety measures in place to ensure this remains the case.
The Safeguarding Section is only for the Admin Role, which is the highest level of user role in Coacha. Staff, members and NOKs will not see this section.
This is because, in addition to recording safeguarding notes on member profiles, this section will enable you to apply safeguarding notes to coaches and staff should the need arise.
To further enhance the security of this sensitive data, when you go to the Safeguarding Section you will be asked to re-enter your password to access the information. You will also be asked to re-enter your password when downloading safeguarding information from Coacha.
Using the Safeguarding Section
The Safeguarding Section can be found under PEOPLE > Safeguarding
You will be asked to re-enter your Coacha Password to access the section.
Once you have logged into the section you will note several tabs & an area to add new Safeguarding Notes appears.
Adding a new Safeguarding Note
You can add notes against both member and staff profiles. Simple find the "Create a Safeguarding Note" panel (note, on some screen sizes this may be below the tabbed notes section so you will need to scroll down).
Step 1 - Start typing the name of the individual you would like to add a note to. Next to the name you will see the 'role' of the person.
Step 2 - Type in your note and then hit "Add Note" - this will add the note against the profile of the individual.
Viewing Safeguarding Notes
Safeguarding Notes can be viewed in the tabbed section. Here you can view all member notes and all staff notes.
To view notes for the different roles, click on the relevant tab.
To search for specific individual notes, use the search bar. Start typing a name to find a person and then select them from the options.
To reset your search - hit the reset button.
Exporting your Safeguarding Data
When exporting your safeguarding data, you will be asked to re-enter your password once again. Data will be exported based on your search parameters. If you have searched for a specific member then hit "Export" and it will only be the data from the search that is exported. If you have All Data on the screen everything will be exported.
Note: Once out of Coacha, it is important that you maintain good control and security of your files and downloads to ensure sensitive data is protected.
Granting access to Safeguarding Officers and other Admins.
Coacha allows the organisation owner to grant access to the Safeguarding Section to selected individuals with the Admin level of access. You can do this by heading to the last tab in the tabbed section labelled "Access".
Simply tick the people you would like to grant access to in order to allow them to see the Safeguarding Section of Coacha.