Guildford City Membership
The Club is a Company Limited by Guarantee and a registered
Charity. We are also registered with the HMRC for Gift
A condition of membership to the Club is that you accept all the
terms stated in this letter and in the following documents: Club
Constitution, and other policy documents all of which are available
on the Club Website under “Documentation”.
It is the responsibility to keep all contact details and medical
information up to date on the club’s online membership system
TeamUnify. The Club uses email to disseminate information.
Once a swimmer enters the water or a month has passed after the
payment due date it is deemed that you have accepted all of the
Clubs Terms and Conditions, and a full term's fees are due. The
Club does not accept part payment.
Safety and Welfare
Swimmers are asked to be vigilant in the changing areas at all
times as the facilities are open to other members of the
public. Should you notice any damage to any of the individual
cubicles no matter how small please report it to the Duty Manager
of the Centre. We recommend that all swimmers change in a
group changing area.
The ASA, Club and Schools who pools we hire have very clear
guidelines for Parents changing small children in group changing
areas. These guidelines are sent out separately and should be
read before the start of term. Under no circumstances should
parents enter changing areas of the opposite sex.
No photography or filming of lessons is permitted at any time
without express permission of the Guildford City Staff and the
appropriate consent being obtained from the parents of the swimmers
concerned. This is the policy of most leisure centres and school
pools and is in line with the ASA’s child welfare guidelines
as set out in the Wavepower document available online - http://www.swimming.org/assets/uploads/library/00695ASA_Wavepower_A4_Section2_LR.pdf
Club Welfare Officer
The Club’s welfare officer is Caroline Wood. Should you
wish to contact Caroline in confidence please email her at
firstname.lastname@example.org or telephone 07977 407686.
Photography and Filming
Please note that no photography or videoing is allowed on the
premises at any times unless with the express permission of the
coach and duty manager in charge and an entry has been made in the
club record book. This includes mobile phones – please ensure
that swimmers do not take photographs with their mobile phones. For
more information please contact the Club Secretary.
Physiotherapist and Nutritionist
The club has access to a physiotherapist and nutritionist and
contact details can be found on the website. Any arrangements and
payments for service should be negotiated and arranged direct.
Accidents and Incidents
Although the Club has relatively few accidents/incidents, a
report must be made on each occasion and any witnesses asked for a
statement and the report entered into the club book which is a
requirement of our insurers. All coaches carry copies of the forms
in their staff folders. Please contact Janette Smith for more
information at email address below.
The Club is run by a Voluntary Committee details of all
Committee members are on the website. We ask all
parents/guardians/masters to help with club activities in order to
ensure the club runs smoothly. So please volunteer to help at
any of the events, we are happy to train any members willing to
If you would like to get involved and perhaps become a squad
representative please contact membership.
We rely on the help of our parents/masters to help run all of
the Club events. We are also fortunate to have many members still
returning to help. So please bear in mind that all helpers
Payment of Invoices
All membership charges are managed through the online system
TeamUnify. On joining the club an account will be created
with details provided on the membership form. An email will then be
sent giving details on how to log in and create a password.
Any charges from the club will appear in the Invoice/Payment
section of the system. A link to the TeamUnify system is also
on the home page of the Guildford City website.
Training membership fees for the term must be paid by the
Payment Due Date on the invoice. This is important
as we are a non profit making organisation.
The membership team, on behalf of the committee, reserve the
right to impose a £10 surcharge to invoices that remain
outstanding after the payment due date.
Members who wish to discuss the timing of their payment must
contact Liz Simmons before the payment due date to avoid this
Payment should be made by bank transfer:
Account Name: Guildford City SC
Sort Code: 40 17 69, Account No:
Reference: swimmers initials and
The club no longer accepts payment by cheque or
If you have any queries about your invoice or wish to
adjust it please contact Liz Simmons.
Altered & Cancelled Sessions
It is important to check the 'Altered Sessions' on the club
website before each session, as any changes to
training /lessons will be announced here first.
On occasions training/lessons may be cancelled and where we know
this in advance it will be on the Altered Sessions. This may be due
to an event such as a designated meet. However, sometimes we have
to cancel sessions at the last minute and if possible we will
announce this on the Altered Sessions and send an email. If it is
very last minute it may be just a text from the coach.
Guildford City do not offer refunds for these sessions, however,
if a pool is unavailable for a prolonged period every effort will
be made to find a suitable alternative. This is taken into account
when calculating the fees for the year.
Swim England (ASA) Membership
A condition of membership of the club is that all swimmers must
automatically also become Guildford City affiliated members of our
umbrella organisation Swim England. The club will apply for
membership on behalf of all members via their online system.
Swim England membership insures your child whilst swimming/
It is a requirement of the Guildford City constitution that all
swimmers under the age of 18 must have a nominated parent who is a
category 3 member of Swim England. The parent who has completed the
club membership form will automatically be signed up unless the
membership is informed otherwise.
The club will register all members using Swim England's online
registration system. There is no form for members to
All members can check their Swim England membership
Club Membership Fee / Gift Aid
The club membership fee is a proportion of the squad fees separated
out for accounting purposes only and therefore due on a termly
basis making no difference to the overall fee charged.
If you are a UK tax payer the club membership fee can be
declared as Gift Aid and reclaimed by the club in
order to help with club finances. All you need to do is
complete the form on the website -
http://www.gcsc.co.uk/gift-aid-form/ . This only needs to be
These pro rata discounts are made if a swimmer joins the club
after the start of term.
Parents and Guildford City’s Duty of Care re
Minors during and after Swimming Sessions
For children up to the Age of 7 (or older if deemed necessary by
parent/Club), parents must remain on poolside for the duration of
the class, therefore ensuring that they collect their child
promptly at the end of the session from the area designated by the
For children aged 8 and over parents are advised to stay within
the confines of the building and must meet their child promptly at
the end of the session from the designated area. Parents are
advised to stay within the confines of the building and must meet
their child promptly at the end of the session from the designated
area. However the Club also realises that this is not always
practical for busy parents particularly where sessions are over an
hour. If a parent wishes to leave the building arrangements
should be made with another responsible adult to collect the child
promptly at the end of the session should they be delayed. If
this has not been done and the parent is unavoidably delayed the
parent must make every effort to contact the venue, coach or
another parent at the session so that the child and coach can be
informed and a suitable waiting place found for the child.
Many older children may have mobile phones and in such
circumstances and can be contacted by their parents. Parents
must decide themselves whether those children need
supervising (for instance children of Secondary school age)
and set out with their child their own plan of action should they
fail to pick up promptly at the end of the session.
Similarly parents must ensure that if they fail to collect the
child at all and no contact has been made, the child knows that
they should contact their coach (or any coach if they are not
available) and let them know the situation. The coach should
follow the guidance in the Coaches duty re Failure of Parent to
Collect Child. It is particularly important for this to
happen in large venues such as SSP, Spectrum or the Garrison as
coaches cannot search the venues to ensure all children have been
[Where the word Parent is used– please read guardian or
other responsible adult]
Late Arrivals To Lessons/Coaching
We do understand that occasionally and due to circumstances
beyond your control it is impossible for swimmers to arrive
promptly for the start of their lesson. Please ensure that
all late arrivals report to their lead coach poolside for
registration before entering the water.
Training at Surrey Sports Park (SSP)
You may use the car park in front of the Sports Park, if that is
full please use the overflow car park on the approach road to the
centre. Please do not double park.
The Sports Park has asked the Club to the following rules:
swimmers may not enter the changing village unless absolutely
necessary to do so;
Only swimmers, coaches
and committee are allowed on poolside with appropriate pool
Swimmers must shower
before entering the pool.
No bags of any kind can
be taken on poolside. There will be a room provided at the side of
the pool to store swimmers bags. Swimmers will still have easy
access to medication etc.
There is free wireless internet access via The Cloud.
Liz Simmons Invoice Queries:
Janette Smith Payment Queries: