Policy Area: Safeguarding Committee Terms of Reference
Monitored: Every two years
Responsibility: Board
Approved by WSP Board 30/01/2026
Review date: January 2029
1. Purpose
The Board has established a Safeguarding Committee (SGC) as a committee of the Board to:
- regularly review relevant policies and procedures in line with best practice and bring to the WSP Board for consideration and approval,
- consider and make decisions with respect to child and vulnerable persons safeguarding concerns, including the outcomes of any child welfare and protection reports,
- consider allegations of a general nature in regard to children and vulnerable persons,
- consider vetting disclosures and/or returns referred to the WSP Designated Liaison Person (DLP) by Sport Ireland.
2. Membership
The SGC membership will comprise of the following:
- the WSP Chairperson
- the WSP DLP (currently the CEO)
- a minimum of 2 and maximum of 3 other WSP Board members
Every effort will be made to ensure gender diversity on the committee is in line with Sport Ireland recommendations.
Each committee member will be appointed for a term of three years.
A Chairperson for the Safeguarding Committee will be nominated between the SGC members. The WSP Chairperson shall not be nominated as SGC Chairperson.
Where the CEO is the nominated DLP, he/she will act as secretary of the committee. If the CEO is not present, a secretary will be nominated at the meeting.
All appointments to the SGC must be approved by the WSP Board. The SGC renewal will take place in line with the Board renewal process annually at the WSP AGM, or earlier if required due to the resignation of a SGC member.
Also,
- Every effort will be made to ensure gender diversity on the committee is in line with Sport Ireland recommendations.
- Each Committee member will be appointed for a term of three years.
- The Chairperson of the Safeguarding Committee will be appointed by the WSP Board. A nomination may come from the SGC to the Board.
- The WSP Chairperson shall not be nominated as SGC chairperson.
- Where the CEO is the nominated DLP, he/she will act as secretary of the committee. If the CEO is not present, a secretary will be nominated at the meeting.
- Where appropriate, secretarial support will be arranged for admin-heavy
It is a function of the WSP Board to appoint chairperson and members to the SGC. All appointments to the SGC must be approved by the WSP Board.
The SGC renewal will take place in line with the Board renewal process annually at the WSP AGM or earlier if required due to the resignation of a SGC member.
3. Meetings
- The SGC Chairperson or the WSP DLP may convene meetings as and when deemed necessary.
- The committee will meet a minimum of twice a year and as the need arises in relation to any safeguarding/vetting concerns.
- The quorum for meetings is three and one of either the SGC Chairperson or the WSP DLP must be in attendance. See 5 below regarding conflicts of interest and loyalty.
- The SGC Chairperson, together with the DLP, will consider the agenda for the meeting. Members may also propose items for the agenda to the SGC Chairperson.
- Notice of each meeting confirming the venue, time and date together with the agenda, minutes of the previous meeting and relevant papers should be circulated to committee members, and to the extent relevant and necessary to any other person required to attend, five working days in advance of the meeting, where possible.
- The secretary of the committee shall minute the proceedings and resolutions of all meetings of the committee, including recording the names of those present and in attendance.
- Following SGC discussion and agreement, the SGC has the authority to seek independent advice/invite an independent advisor to assist the SGC if and where necessary.
- The SGC shall meet in person or online.
- Decisions shall be taken by a majority, having adhered to the process of defensible decision making.
4. Duties and Responsibilities
- The WSP Board devolves authority to the SGC in relation to all matters with respect to child and vulnerable persons safeguarding concerns in the context of WSP’s Child Safeguarding policies.
- The SGC shall report to the WSP Board at each meeting in line with ‘8. Reporting’ below. The level of information provided will be on a need-to-know basis.
- All members of the SGC must attend Safeguarding 1 training before or as soon as possible after taking up a position on the SGC.
- The SGC will take a proactive and positive approach to Child Safeguarding matters.
- The SGC will deal with complaints in line with WSP policies.
- The SGC shall have the power to:
– take decisions in accordance with the WSP Child Safeguarding policies and procedures with due regard to confidentiality
– advise generally on matters of child protection policy, strategy and procedure.
5. Conflict of Interest and Loyalty
The process for recording declarations of conflicts of interest/loyalty of the SGC members will be the same used at WSP Board level. Each member of the committee will take personal responsibility to declare any potential conflict of interest/loyalty arising in relation to any items on the agenda for SGC meetings. The SGC will specify its procedures where a conflict of interest/loyalty arises in the context of a particular agenda item or issue to be discussed, including a requirement that the relevant member brings the potential conflict of interest/loyalty to the attention of the SGC Chairperson and, where necessary, leaves the meeting for the duration of the discussion of the item and does not take part in any decisions relating to the item. Similar arrangements should apply in relation to meeting documentation, with documentation relating to the item not being made available to the member. This should be noted in the minutes of the meeting.
6. Confidentiality
Sensitive information or personal data will be anonymised where possible prior to consideration by the SGC. The agenda, papers, reports, and documentation provided in the context of the work of the committee are confidential and will contain sensitive material and information necessary to allow members to carry out their duties. Members and those in attendance shall not, without the approval of the SGC Chairperson, discuss with or disclose, directly or indirectly, information to third parties. The collation, processing, storage, retention and destruction of data will be in line with WSP GDPR policies.
7. Breach of the Terms of Reference
Any breach of this Terms of Reference, e.g. confidentiality, will be taken very seriously. Where it relates to a staff member (i.e. WSP DLP), the WSP Disciplinary policies and procedures will be followed. For WSP Board members, any minor breach will be dealt with in the first instance informally, for example by the SGC Chairperson or another SGC member, drawing the breach to the Board member’s attention during a meeting or similar.
If an SGC member is concerned that another SGC member may be in breach of this Terms of Reference, they should raise their concerns, in writing, with the SGC Chairperson. If the concern relates to the SGC Chairperson, it should be raised with the WSP Chairperson.
However, where there is evidence of a deliberate, serious or continued breach, this will be taken up by the SGC Chairperson, in a specially convened meeting, if appropriate.
8. Reporting
The SGC will agree a plan of work for the year and will provide a report to the WSP Board, using the WSP Safeguarding Board Report template, at all Board meetings, respecting confidentiality at all times.
The SGC shall provide an overview of its activities and meeting attendance in the WSP Annual Report.
9. Review
This Terms of Reference is required to be reviewed and approved by the WSP Board every two years.
This Terms of Reference for the WSP Safeguarding Committee was reviewed and updated by the SGC on 15th December 2025 and and approved at a meeting of the Board of Directors on 30th January 2026.
Article Modified: February 17, 2026 12:00 pm
