Orpington Ojays Swimming Club - Team Portal

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Policies signed by members for 2024 registration

1. Mobile Phone and Social Media Policy

2. Swimmer Code of Conduct

3. Parent / Guardian Code of Conduct

4. Photography Policy

5. Payment Policy

Other Club Policy Links

6. Privacy

7. Code of Conduct for Coaches

8, Code of Conduct for Officials, Volunteers and Commitee Members

9, Club Consitution

10. Wave Power

10.1 Equality and Diversity

10.2 Anti-Bullying

10. Code of Ethics

11. Equity and Diversity

12. Late Collection Policy

Mobile Phone and Social Media Policy

Mobile Phone and Tablet Device Policy

Orpington Ojays Swimming Club (OOJSC) acknowledges that mobile phones, text messaging, email and other forms of electronic communication are now widely used within daily life.  The aim of this policy is to promote safe and appropriate practice by establishing clear guidelines for acceptable use of mobile phones and other handheld devices in accordance with Swim England (ASA) guidelines.

 

Guidance for Swimmers and Parents

It is recognised that smart phones, tablets and other handheld devises contain a variety of functions that can be susceptible to misuse.  Misuse may include the taking and distribution of images, exploitation and bullying.  For example, the inappropriate use of social media platforms such as Facebook, Instagram and other social media.  Please refer to guidelines in the OOJSC Social Media policy for more detail.  This can be found on the OOJSC website.

Misuse of these devises can cause immense distress and upset to individuals which may impact their health and self confidence. 

Inappropriate use of mobile phones and Tablet devices includes:

  • Using derogatory or obscene language
  • Making personal attacks, bullying, or harassing an individual.
  • Texting or posting private information or images of another individual.

Any photos taken on mobile phones and tablet devices should fall in line with the guidelines in the OOJSC Photography Policy, which can also be found on the OOJSC website.  The camera facility on mobile phones and Tablet devices must not be used at any time in the changing rooms.

You may at some point, come across or be made aware of, inappropriate use of mobile phones and Tablet devices. If this is in relation to the swimming club, please inform the Club Welfare Officer at [email protected].

 

Social Media Policy

Orpington Ojays Swimming Club (OOJSC) recognises that the use of networking sites is a growing phenomenon and is increasingly used as a communication tool of choice.  Although these technologies are useful and provide exciting opportunities they are also unfortunately accompanied by dangers and negative consequences if abused by users.

 

This Social Media Policy has been created in order to set down guidelines and advice for acceptable usage of all online social networking communications that relate to OOJSC.  The policy includes, but is not limited to, the following:-

Twitter Whatsapp Reddit
Facebook Snap Chat Flickr
Instagram Pintrest LinkedIn
You Tube Tik Tok others

                                       

This policy applies to all members or persons involved with OOJSC and includes Coaches, Assistant Coaches, Teachers, Officials, volunteers and swimmers.

The following rules must be adhered to at all times:-

  • Never post any photos or videos or make comments that may be hurtful, untrue or upsetting, or that may be used by other people in a way you did not intend.
  • Do not post content that could bring you, or the Club, into disrepute.  This includes disparaging comments, anything that contains nudity, photos of a sexually suggestive nature, graphic or gratuitous violence, and anything that can be regarded as racist, biased or misleading.
  • Never post any personal information about anyone else that leaves the other person vulnerable to online abuse, bullying, identity theft or exposure to inappropriate content.

 

Additional Guidance for Swimmers under the age of 18

Do not ask your Coach or Teacher to be your friend on any social networking site. They will refuse, as to accept would be a breach of good practice.  Use the internet responsibly and don’t place yourself at risk.  Be careful who you invite to be your friend and follow the good advice of the social networking sites to ensure you are talking to the person that you think you are talking.  There is some good advice on http://www.thinkuknow.co.uk/

Always remember that any communications, comments, videos or photographs that are posted onto a networking site may be shared or seen by more people than you intended.  Never share any photos of yourself, family or friends that you wouldn’t be happy for your family to see.  Always remember social media is instantaneous and can sometimes mean that posts are sent in the ‘heat of the moment’ and then instantly regretted.  Never place a comment on the internet that you would not put in writing or say out loud to someone.

 

Additional Guidance for Parents of Swimmers under the age of 18

Many parents are becoming ‘friends’ with their children on social networking sites, perhaps for security reasons and to ensure the wellbeing of their child. This may give the parent access to the profiles of other children listed as ‘friends’ of their child. It would not be appropriate for SwimEngland to prevent a parent whose own child is a swimmer from using this form of protection for their child’s online activities.  The parent concerned should not have direct contact with other swimmers through the social networking site, unless prior consent has been given from the child’s parent.  Where the parent has access to the child’s networking site they should not contact any other children under the pretence of being their child.  Parents should be aware that posting any content on a social networking site of a derogatory nature will breach the Parent’s Code of Conduct.

 

General Guidelines for Parents

Prevention is better than cure, and to help protect your children, they need to understand how to prevent putting themselves in vulnerable situations.  Please try to:

  • Limit the amount of personal information your child has on show
  • Remind your child that the internet is available to everyone
  • Talk with your child about the importance of being wary of strangers
  • Educate your child to be aware of potential online predators.  Some people may post false or misleading information about themselves including their identities.
  • Check privacy policies
  • Be on the look-out for cyber bullying
  • Be aware of your child’s online habits
  • Guide them to appropriate sites
  • Teach them about internet safety

 

Additional Guidance for Coaches, Teachers and Volunteers (Adults)

Coaches, Teachers or volunteers of the Club should not be in contact with young people through social networking sites if they are members of the club.  Friendship requests from any young person in the Club should not be accepted.  Contact with the child should be through the Club and the parent/guardian.

The publishing of a photo or video on any social networking site is governed by the same requirements as those contained within the SwimEngland photography guidance. Social networks should never be used as a tool to abuse or criticise club members or SwimEngland organisations.  To do so is likely to be in breach of the SwimEngland Rules and Regulations.

 

Additional Guidance for Coaches, Teachers and Volunteers aged between 18 to 21

SwimEngland recognises that many young Coaches will have been members of the Club before becoming a Coach, and will have been friends with their fellow members, some of whom will be 16 to 17 years old or below. It is therefore possible they will have contact details for those members and will be friends with them on Social networking sites.  In these circumstances SwimEngland accepts that it would be inappropriate to require such friends to be removed from their contact list on the networking sites.  The Coach is, however, advised to inform the Welfare Officer and the Head Coach of any friends on their networking site that they may also coach.

 

Additional Guidance for Coaches, Teachers and Volunteers aged 16 to 18

If the Coach is a young person aged 16 or 17 and requires contact with other Coaches aged 18 and over for professional reasons, written consent must be obtained from the parent/guardian which names the individual adult and social networking site concerned.  The named adult must sign an agreement to keep contact with the young person to the discussion of matters relevant to the young person’s professional role within the club.  All communications should be shared with an identified third person e.g. parent/guardian or Club Welfare officer.  If the young person or adult is found to be in breach of the above, action must be taken by the club to address the concern.  Or the breach can be referred to SwimEngland or statutory agencies concerned.

What to do if you have concerns

You may at some point, come across or be made aware of, inappropriate use of social networking. If this is in relation to the swimming club, please inform the Club Welfare Officer at [email protected].

Alternatively, you or your child can raise concerns anonymously with the following organisations:

  • Swimline Child Protection helpline: 0808 100 4001
  • www.childnet.org.uk (NSPCC support service for young people)
  • Stop It Now Freephone 0808 1000 900
  • NSPCC helpline and website 0800 800 5000 www.nspcc.org.uk
  • The Internet Watch Foundation (IWF) www.iwf.org.uk

If you are unhappy with content you are tagged in, ‘untag’ yourself or contact the person and ask them to remove the content.  If you think the content breaks the terms of use of the social networking site, report it directly to them.  If you are asked to remove content, do so immediately.

 

Consequence of actions

Please be aware that anyone posting messages, comments or any media on a social networking site that breaches the above social media policy may face disciplinary action in accordance with the Club’s disciplinary Procedures.

Further Information

SwimEngland (ASA) has produced detailed guidance on the use of social networking, which can be found in Wavepower www.swimming.org/asa/clubs-and-members/safeguarding-children

 

Swimmer Code of Conduct

General behaviour

  1. I will treat all members of, and persons associated with, SwimEngland with due dignity and respect.
  2. I will treat everyone equally and never discriminate against another person associated with SwimEngland on any grounds including that of age, sexual orientation, gender, faith, ethnic origin or nationality.
  3. I understand that the use of inappropriate or abusive language, bullying, harassment, or physical violence will not be tolerated and could result in action being taken through the disciplinary or child welfare policies.
  4. I will display a high standard of behaviour at all times.
  5. I will always report any poor behaviour by others to an appropriate officer or member of staff.
  6. I will recognise and celebrate the good performance and success of fellow club and team members.
  7. I will respect the privacy of others, especially in the use of changing facilities.
  8. I will respect the rules of the Centre for which I am swimming

Swimming Training

  1. I will arrive in good time on poolside before the training session starts to complete poolside warm up as directed by my coach.
  2. I understand that if I arrive late, I must report to my coach before entering the pool.
  3. I will ensure that I have all of my equipment with me, e.g. paddles, kick boards, hats, goggles, etc.
  4. I will make my coach aware if I have difficulties in attending training sessions as per the rules laid down for my squad. This includes advance notice of late starts and or early finishes.
  5. I will treat my coach and fellow members with respect. 
  6. If I need to leave the pool for any reason during training, I will inform my coach before doing so.
  7. I will listen to what my coach is telling me at all times and follow any instructions given. This includes following lane etiquette set out by the coach/teacher
    • I will always swim to the wall as I would do in a race, and I will practise turns as instructed.
    • I will not stop and stand in the lane, or obstruct others from completing their training.
    • I will not pull on the ropes as this may injure other members.
    • I will not skip lengths or sets – to do so means I would only be cheating myself.
    • I will leave my phone in my bag during training unless agreed by my coach prior to the session.
  8. If I have any problems with the behaviour of fellow members, I will report them at the time to a club representative i.e. team manger, coach, or committee member.
  9. If any bullying is reported it will immediately be acted upon by the Committee or other appointed person. In serious cases of bullying, the incident will be referred to SwimEngland for advice. You (or parent/guardian if under 18) will be informed and asked to attend a meeting to discuss the problem.

Discipline

  1. All disciplinary issues will be dealt with promptly by the coach/teacher in the first instance.
  2. Swimmers will receive an informal verbal warning. This will be noted in the register.
  3. A subsequent breach of the same or a different rule will result in a strike and the swimmer will be asked to sit out of the activity. This will be recorded and  will be communicated to you  (or your parent/guardian) by letter or email.
  4. Further breaches will be noted in the same way until a maximum of 3 have been reached, at  which point the matter will be brought before the committee and a decision will be made as to further disciplinary action.
  5. Strikes will remain valid for a period of 3 months and are transferable if the swimmer changes squads.
    • The strikes are given entirely at the discretion of the coach on poolside at the time and will be given for a breach of any of the above rules.
  6. In the case of a serious breach of discipline, the committee may decide to give a formal warning, reallocate the swimmer to a different squad, suspend the swimmer from training for a period of time to be decided by the coach/committee, In the case of very serious  breaches the swimmer may be exclude from the club.

Competitions

  1. At competitions, whether they be open meets, national events or club galas, I will always behave in a manner that shows respect to my coach, the officers, my team mates and the members of all competing organisations.
  2. I understand that I will be required to attend events and galas that the Chief Coach has entered/selected me for, unless agreed otherwise by prior arrangement with the relevant official and coach.
  3. I understand that I must wear appropriate swimwear, tracksuits and club kit if applicable, T-shirts/shorts and hats as per the rules laid down by the organisation.
  4. I will report to my coach and/or team manager on arrival on poolside.
  5. I will warm up before the event as directed by the coach in charge on that day and ensure I fully prepare myself for the race.
  6. I will be part of the team. This means I will stay with the team on poolside.
  7. If I have to leave poolside for any reason, I will inform, and in some cases, get the consent of the team manager/coach before doing so.
  8. After my race, I will report to my coach for feedback.
  9. Mobile phone time will be at a minimum as its important everyone is supporting their fellow team mates at galas.
  10. I will swim down after the race if possible, as advised by my coach. My behaviour in the swim down facility must be appropriate and respectful to other users at all times.
  11. I will never leave an event until either the gala is complete or I have the explicit agreement of the coach or team manager. This does not include open events.

 

Parent / Guardian Code of Conduct

To apply to those who are responsible for children or vulnerable adults

Applicable to parent/guardian/chaperone 

  1. I will deliver and collect members punctually to and from training sessions/events. I will inform an appropriate club representative (team manager, coach, committee member) if there is an unavoidable problem. If a coach changes any aspect of the training regime, I will remember that the change is to provide appropriate levels of training and to enable progress, and I should therefore support and encourage this at all times. 
  2. The swimmers code of conduct must be fully supported by the parent/guardian
  3. I will ensure members are properly and adequately attired for the training session/ events including all mandatory equipment, e.g. hats, goggles, kick board, leg buoy, handle paddles, etc.
  4. I will inform the coach/welfare officer before a session if a member is to be collected early from a training session/event and if so, by whom. 
  5. I will encourage members to obey the rules and teach them that they can only do their best. 
  6. I will behave responsibly as a spectator during training/events and treat members, coaches, committee members and other parents of members of the organisation and any other organisation with due respect, in accordance with SwimEngland (ASA) commitment to equality and diversity. 
  7. I will not use inappropriate language within the organisation environment. 
  8. I will show appreciation and support my swimmer(s) and all team members. 
  9. I will ensure my members needs are met in terms of nutrition and I will listen to advice given from the coach/nutritionist. 
  10. I will support the coach and committee appropriately and raise any concerns I may have in the first instance to the coach/team manager in charge or where appropriate to the welfare officer.  
  11. I will not enter poolside unless requested to do so or in an emergency. 
  12. If I wish to have a discussion with the coach, I will check with the welfare officer as to how this can be arranged. 
  13. Most of all, I will help my swimmer(s) to enjoy the sport and to achieve to the best of their ability. 

The organisation will: 

  1. Inform you at once if your swimmer becomes ill and will ensure their wellbeing until you are able to collect him/her. 
  2. Ensure good child safeguarding guidelines are followed at all times to keep your child safe. 
  3. Ensure all activities are properly supervised/ taught/coached and that consent is obtained for any activity outside of that previously agreed. 

 

You have a right to: 

  1. Make a complaint to the Club if you feel the organisation or a member of the organisation is not acting appropriately or in accordance with Swim England / Club rules and regulations. A complaint form can be requested from the Club Chair (see Complaints Process documented on the website) 
  2. Escalate a complaint to Swim England Office of Judicial Administration when you are not satisfied with outcome following the club complaint/dispute process.

Parents/Guardians should also be aware of the Swim England late Collection Policy which can be seen here:

SwimEngland Late Collection Policy

 

Photography Policy

 

Orpington Ojays SC (OOJSC) has produced this Photography Policy as a result of the wide range of devices, including mobile telephones, that have photographic and filming capabilities, and which enable the capture of static and moving images. The majority of images are taken in good faith and are appropriate. However, images can sometimes be misused. Sharing images without consent may betray a confidence or identity of a person which could present a risk of harm to that individual. The following procedures should be carefully followed:

  • Parents and carers are asked to only take pictures of their own children, as much as is possible, avoiding including other children in their images, especially if those images are to be shared with friends or family on social media. It is acknowledged that parents/carers wish to celebrate the achievements of their own children when taking part in swimming events, but it should be recognised and respected that other parents/carers may not want their child’s image to be taken and shared in this way.
  • At swimming competitions, there will be specific photography guidelines to that particular event. Please ensure you are aware of the requirements of that events photography policy. If you have any child safeguarding concerns at the event, please contact the event organiser or an event official.
  • The publishing of a photograph of a swimmer under the age of 18, for example on a noticeboard or the OOJSC website, should only be done with parent’s consent and in line with SwimEngland guidelines.
  • A Refusal of Consent to Photography form will be given to the parent of every new member joining the club. The parent can then opt out of their child being photographed by OOJSC by signing the consent form. Every parent has a right to refuse to have their child photographed. If the parent does not sign this form it will be a confirmation of consent for OOJSC to take photographs of the swimmer and for the publication of photographs on the website or noticeboard. 
  • Parental consent may be withdrawn at any time. Please contact the Welfare Officer in writing to organise withdrawal of photography consent at [email protected] or use the online Photography Refusal of Consent form which can also be found on the Members Team portal site.

All photographs must observe generally accepted standards of decency, in particular:

  • Action shots should be a celebration of a sporting activity and should not be a sexualised image in a sporting context.
  • Action shots should not be taken or retained where the photograph reveals a torn or displaced swimming costume.
  • Poolside shots of children should normally be above the waist only when wearing a swimming costume, though full length tracksuit shots are approved.
  • Photographs should not be taken from behind the starting blocks and should not include participants climbing out of the pool.
  • The videoing of swimmers during club sessions is not recommended by SwimEngland, but any videos that are taken would need to be justified, for example, to assist stroke development. The video should be deleted once it has served its purpose, unless the need to keep it can be justified.
  • Published photographs may identify the individual by name and organisation but should not state the member’s place of residence or school attended.

Swim England does not wish to stop parents photographing their children but all organisations must ensure they do all they can to safeguard each child’s wellbeing.

 

If you wish to refuse consent for photographs of your swimmer then please complete this form - Photography Refusal of Consent form

 

You may at some point, come across or be made aware of, inappropriate use of photography. If this is in relation to the swimming club, please inform the Club Welfare Officer at [email protected].

For further information on all safeguarding issues, please refer to the Swim England (ASA) child safeguarding procedures and policies at www.swimming.org/swimengland/wavepower-child-safeguarding-for-clubs 

 

Payment Policy

Squad Fees

With the exception of term-based learn to swim classes all other squad fees should be paid in advance via Standing Order on the first of every calendar month.

Your account will also be invoiced automatically on the first of every month and your balance adjusted to include any other payments that must be made by the 7th by electronic transfer. A link to the current invoice and balance due will be emailed to the main account holder and will show all squad fees for members in your household plus any other charges which are due for gala entries, Swim England fees, hat sales and fees for other club activities. In addition, your invoice will show payments, credits and refunds since your previous invoice.

Note that the balance will show the amount due BEFORE your squad fee standing order is paid. At any point you can check the balance of your account online and please always allow time for new payments to be manually reconciled from the clubs bank account.

We request that all outstanding payments be made promptly and although a reminder will be sent after 2 weeks, repeated late payments may result in further action being taken.

If you are having difficulty settling monthly payments then please notify [email protected] as soon as possible.

If after 30 days payment is still outstanding the committee under conditions of membership will discontinue training and participation in events such as club championships and block entry to open galas on the club calendar.

Membership Changes

If membership changes for a squad move then you should make changes to your standing order immediately so that the correct fee is paid at the beginning of the month. Failure to pay the correct fee for the new squad may result in the squad move being suspended. Movement to a competitive squad or for a new joiner may also require a charge to be levied for Swim England membership or a change to the level of licence currently held and this must be collected immediately so that you are correctly insured to train and/or compete.

Terminating Your Membership

If at any point you decide to end your membership then 1 month’s notice must be served by email to [email protected]. The final monthly squad fee will then be taken on the 1st of the next calendar month and membership will be terminated on the final day of that month for which you have paid. All outstanding balances should also be settled on the first of the month including any galas to which you have committed at your own expense.

Failure to pay any outstanding balance to the club will result in the club notifying Swim England who will block transfer to another club until payment has been settled.

Long Term Sickness / Injury

If a swimmer knows in advance that they will be absent from training for more than a whole calendar month for reasons of injury or sickness (e.g. broken bone or operation due) they can apply to have their fees suspended via email to [email protected]. At the discretion of the committee the member’s monthly fees may then be suspended from the first full calendar month of the sickness until their return. (Please note that when the swimmer returns to the pool they will be liable for the full month’s fees regardless of the number of sessions attended).

The membership secretary will confirm in writing that they have received notification of sickness / injury and the date from which the monthly fees will be suspended. Members will not be eligible for participation in this policy unless all fees (monthly, annual and Swim England) are paid up to date. The club reserves the right to ask for medical certification for illness / injury and may withdraw this policy at any time without notice.