HRCA Safe Play Center
Our Commitment
HRCA is committed to providing a safe, respectful, and inclusive environment for youth and adults. All HRCA coaches, staff, tournament directors (TDs), and volunteers, agree to our Code of Conduct, undergo background screening, and complete abuse‑prevention training appropriate to their roles. We follow youth‑safeguarding best practices, including no one-on-one contact with minors, appropriate boundaries, and prompt reporting and response to concerns.
HRCA welcomes participants of all backgrounds and abilities. We strive to provide reasonable accommodations. Contact us at least 7 days before an event or class for accessibility needs.
Our coaching staff, Tournament Directors, and executive leadership are all Safe Play-certified.
How to Report a Concern
If you see or experience something that doesn’t feel right, say something. We want everyone to feel safe, respected, and supported in HRCA programs. There is no retaliation for good-faith reports. Anyone involved in or observing HRCA programs — students, parents, volunteers, staff, or spectators — may file a report. You do not need to be directly involved to speak up.
Complete an HRCA Incident Report form
Please include your name and contact details for follow‑up. Reports may include: injury/illness while in an HRCA program, bullying/harassment, code of conduct violations, safety hazards, inappropriate communication, or any behavior that causes discomfort. This form is only monitored by designated HRCA Safe Play leads.
Prefer to email or speak to an HRCA Safe Play staff member?
- Email : admin@hrchessclub.org (monitored by designated Safe Play leads)
- Text/Phone: 757-447-0756
- In person: Ask for club coordinator, HRCA staff member, or Chief Tournament Director
What Information helps us?
- Who was involved (names/roles if known)
- What happened (describe in your words)
- Where and when it occurred (date/time/location/event)
- Any witnesses or evidence (messages, screenshots, photos)
We respect privacy to the extent possible while prioritizing safety and legal obligations. If an incident takes place in one of our school or community programs, we may have to disclose it to school administration/ facility authorities.
Mandatory Reporting
HRCA follows applicable reporting requirements. When a concern involves suspected abuse, exploitation, or neglect of a minor, we may be required to notify child protective services or law enforcement. Individuals may also report directly to public authorities at any time.
What happens after I file a report?
Findings and next steps are handled confidentially and fairly.
- The report is received by HRCA’s Safe Play Team.
- We review it promptly to assess safety and determine next steps.
- If immediate action is needed, we will implement protective measures.
- We may contact you or listed witnesses for more details.
Frequently Asked Questions
What is considered an “incident”?
An incident is any event, behavior, or concern that affects safety, respect, or program integrity.
Examples include:
- Situations that make a participant feel unsafe or uncomfortable
- Bullying, harassment, or inappropriate behavior
- Boundary or supervision concerns
- Accidents or injuries
- Property damage or safety hazards
- Code of Conduct violations
Will my report be kept confidential?
Yes, as much as possible. HRCA limits access to Safe Play reports to trained staff who need the information to address the concern. We may also have to report it to the school/community facility hosting the program. If the report involves suspected abuse or serious safety risks, HRCA may be required by law to notify child protective services or law enforcement.
What if I’m not sure it’s serious enough to report?
If you’re unsure — report anyway. It’s always better to share a concern in good faith early so we can prevent issues or support those involved. Even small or uncertain observations can help keep everyone safe.
What does “good-faith reporting” mean?
A good-faith report means you are sharing your concern sincerely and truthfully, even if you don’t have proof or full details. HRCA will not retaliate against anyone who reports or participates in an investigation in good faith.
What if I think someone retaliated against me for reporting?
Report that, too. Retaliation – including intimidation, exclusion, or punishment – is strictly prohibited and will result in disciplinary action.
Who reviews these reports?
Reports are handled by the HRCA Safe Play Team and, if necessary, escalated to appropriate authorities. Our goal is to resolve concerns quickly, fairly, and safely.
Helpful Links
US Center for SafeSport Parent and Guardian’s Handbook
This page is a summary of HRCA policies. It is not legal advice. Where required, HRCA will follow applicable reporting laws and cooperate with authorities.