Procedures and Policies

Safeguarding Code in MA Kite Mark

We are extremely proud to have been awarded the Safeguarding in Martial Arts Kite Mark.

For more information please visit

If you have any safeguarding issues please contact Thames Karate Kai’s Safeguarding Officer, Steve Robson, on 07504 451232. 


Children can also contact Childline on 0800 1111.

Safeguarding Policy

Statement of Intent at Thames Karate Kai

We aim to:

  • Provide a happy, caring and secure environment where everyone is valued.
  • Create a balanced and inspiring curriculum so that every child strives for excellence and achieves their true potential.
  • Nurture each child’s individuality and inspire a love of karate.
  • Provide a multi-cultural ethos where differences are acknowledged and respected within our Club and local community and where British values are promoted.


Children and young people have a right to be safely cared for and parents and carers need to have confidence that the organisations to which they entrust their children and young people will provide safe care. Everyone shares responsibility for safeguarding and promoting the welfare of children and young people, irrespective of individual roles.

Our Designated Safeguarding representative for the Club is Steve Robson and the deputy designated representative for the Club is Kate Russell. This policy aims to ensure that:

  • the welfare of the child is paramount
  • all children without exception have the right to protection from abuse
  • regardless of gender, ethnicity, disability, sexuality or beliefs
  • the policy applies to all staff and volunteers
  • children, young people, parents and carers are informed of the policy and procedures as appropriate
  • all concerns, and allegations of abuse will be taken seriously by and responded to appropriately – this may require a referral to children’s services and in emergencies, the Police
  • a commitment to safer recruitment, selection and vetting
  • Establish and maintain an environment where children feel secure, are encouraged to talk, and are listened to
  • Ensure children know that there are adults in the Club whom they can approach if they are worried

First Aid

 In the Club there are trained members of staff who oversee first aid. There is a first aid kits situated at the desk. When a child is poorly, or has suffered an accident in training there is a protocol for staff to follow:

  • A person trained in first aid is consulted
  • The incident is logged in the accident book
  • For head injuries parents are informed
  • If there is any doubt at all a parent/carer is contacted. In rare circumstances the appropriate emergency service will be contacted as a matter of urgency before the parent.

Behaviour Policy

Good behaviour is essential in the Club and we have high expectations for this. Although the emphasis is always on the positive there are also times when children have to be disciplined in order to maintain the safety and security of all children

Racial Tolerance

The Club asserts that pupils will be prepared for an ethnically diverse society. The Club will work hard to promote racial equality and harmony by preventing and challenging racism. If anyone ever feels unjustly treated then the Club welcomes and values a response.

Photographing and Videoing

The Club follows The English Karate Federation policy for Photography and Social Media.

Bring and Collecting

Parents/Carers are encouraged to stay whilst their child/children are training. In the event that a parent/carer cannot stay a contact number is always available. It is the parents/carers responsibility to collect their child/children on time but no child/children will be left alone, the Safeguarding Officer or Chief Instructor will remain with them.


Safe Practice Policy

Warm Ups

All activities should first include a thorough warm up, and head to toe stretching and gradual cardiovascular activity. To help reduce injury, specific attention should be paid to those muscle groups that will be used during later activity.

Karate strikes, punches and kicks

The risks are: concussion (brain injury) from heavy blows to the head; damage to internal organs and joints from heavy blows; injury from inappropriate stretching and other exercises.

Safe practice must include for U16’s, head contact is allowed, but light contact only. (Light contact means the technique is targeted but controlled so that whilst the opponent is touched the technique is not followed through).

Avoiding excessive stretching and exercises such as press-ups on the knuckles or hitting heavy bags; the joints of children are still developing and can be damaged by these exercise

Good supervision at all times by Instructors

Above all, safe practice means having a suitably qualified and experienced instructor who will ensure that children are not exposed to the above risks and who can make a training session enjoyable whilst maintaining the discipline essential to learning Karate.

Complaints Procedure

 Thames karate kai are committed to providing a high-quality service to all our participants, children/young people and adults; parents/carers.  When something goes wrong, we need you to tell us about it.  This will help us to improve our standards.

If you have a complaint, please contact us with the details. We have 28 days to consider your complaint.

What will happen next?

  1. We will send you a letter acknowledging receipt of your complaint within three days of receiving it, enclosing a copy of this procedure.
  2. We will then investigate your complaint. This will normally involve passing your complaint to our client care partner who will review your matter file and speak to the member of staff who acted for you.
  3. We will then invite you to a meeting to discuss and hopefully resolve your complaint. The club secretary will do this within 14 days of sending you the acknowledgement letter.
  4. Within three days of the meeting, we will write to you to confirm what took place and any solutions the management committee  has agreed with you.
  5. If you do not want a meeting or it is not possible, we will send you a detailed written reply to your complaint, including his/her suggestions for resolving the matter, within 21 days of sending you the acknowledgement letter. 
  6. At this stage, if you are still not satisfied, you should contact us again and we will arrange for someone unconnected with the matter.
  7. We will write to you within 14 days of receiving your request for a review, confirming our final position on your complaint and explaining our reasons.