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Commitment to Te Tiriti o Waitangi

Table Tennis NZ recognises Te Tiriti o Waitangi as Aotearoa New Zealand’s founding document and is committed to upholding the mana of Te Tiriti o Waitangi and the principles of Partnership, Protection and Participation.

Policy CS7: Overnight Accommodation and Billeting

Purpose

This policy provides clear guidance to staff and volunteers at Table Tennis NZ and any organisation affiliated to Table Tennis NZ on overnight stays for children or young people.

Application

This policy is to be followed by all staff and volunteers working for or associated with Table Tennis NZ or any organisation affiliated to Table Tennis NZ.

It applies to all children and young people who staff and volunteers come into contact with, while carrying out their role at Table Tennis NZ or any organisation affiliated to Table Tennis NZ.

This policy applies to all hosts and accommodation providers.

Billeting and overnight accommodation procedures

Types of overnight accommodation:

Hostels, motels, hotels, backpackers, and campgrounds accommodate children and young people in a communal environment where they will interact and be in the presence of the general public. This poses a risk to children and young people that must be assessed, and action taken to reduce the risk.

  • Sleeping arrangement standards are mandated as follows:
    • the team manager must maintain an accurate room list
    • children and young people must not share room with an adult
    • children and young people may share a room but must not share a bed
    • no mixed-gender room sharing is permissible
    • there must be privacy to get changed and use the bathroom
    • children and young people will be made aware of these standards
    • hosts, parents, caregivers or whānau will be informed of these standards
    • the emergency evacuation process for the accommodation must be known by all members of the travelling group
    • all rooms occupied by the travelling group must be kept tidy and secure at all times

Billets

The use of billets to accommodate children and young people to allow participation in out-of-town play, active recreation and sport activities is not promoted by Table Tennis NZ. Any arrangements for players staying privately with other families are made directly between the parents/caregivers.

Table Tennis NZ and any organisation affiliated to Table Tennis NZ should assess the risks posed by billets and then decide if it is a mode of accommodation, they wish to continue to use ongoing or in relation to a specific event.

Should an organisation consider billeting, the following arrangements and guidelines must be followed:

  • The host to be Police vetted
  • Potential hosts will be informed that Table Tennis NZ and any organisation affiliated to Table Tennis NZ are Child Safe Organisations and Police vetting standards are in place in a manner that promotes the safety and welfare of the children and young people at Table Tennis NZ and any organisation affiliated to Table Tennis NZ as a priority.
  • Any potential host who refuses or challenges a Police Vet will not be considered.
  • The address, names, and date of birth of all people within the billeting household will be obtained.
  • Information relating to the safety and appropriateness of the property will be obtained - such as smoke alarms.
  • All adults who live at the billeting property will be Police vetted, and the results viewed before any child or young person is billeted.
  • The Child Safeguarding Representative (CSR) will complete a risk assessment on the billeting information and reject any unsafe or inappropriate households.
  • If a Children’s Act 2014 Schedule 2 offence is revealed, no child or young person will attend the property and details of the offer to billet may be given to the Police for further investigation.
  • Any other convictions that are revealed in a Police Vet, the billet host will be considered for their risk to a child or young person by the (CSR) before the billeting taking place.
  • Placing a child in a billet will not occur until a police vet has been returned and any risk assessed.
  • If Table Tennis NZ or any organisation affiliated to Table Tennis NZ or the (CSR) struggles to find suitable billets, then an alternative way of accommodating the team should be sought, rather than placing children and young people in inappropriate households. Cost should not be a consideration if children and young people are at risk.
  • At least two children or young people will be billeted together at each host home.
  • Children and young people must not be billeted alone.
  • Parents, caregivers or whānau will be informed of all the details of the billet:
    • who is in the household
    • address
    • contact number of the host
    • contact number of the (CSR)
    • outcome of Table Tennis NZ’s, or any organisation affiliated to Table Tennis NZ’s risk assessment and Police Vet
  • Throughout the billet, the (CSR) will keep in regular contact with both the child and young person, as well as the billet host.
  • Should there be concerns at any time for the safety and wellbeing of the child or young person, they will be immediately removed and placed in other alternative safe accommodation.
  • Parents, caregivers or whānau will be informed of any changes to original plans.
  • The desire for Table Tennis NZ and any organisation affiliated to Table Tennis NZ to participate in an event must not take priority over the safety and wellbeing of children and young people and will be communicated effectively to parents and coaches.

 

Version: November 2024

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