Elmbridge Phoenix Swimming Club

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Elmbridge Phoenix Swimming Club Policies

The Policies below were approved and documented October 2021 as part of the SwimMark Review.

Club Constitution and Conditions of Membership

As a member of Elmbridge Phoenix Swimming Club:

I agree to the rules of the Club reflected in our Club Constitution and Mission statement which can be found under "About EPSC/Club Documentation"
The Club has adopted the Swim England (SE) Wavepower Documents for Safeguarding children and all the Codes of Conduct therein along with SE policies. I agree to read and be bound to the Wavepower document, Codes of Conduct and policies which can be found on the SE website (http://www.swimming.org/swimengland/wavepower-child-safeguarding-for-clubs). The key Wavepower policies can be found on the Club website “About us – Club Policies”. The Parent and Member Code of Conducts are replicated below.
I acknowledge that fees are invoiced on a termly basis and are due in full regardless of how often I or my daughter/son attends. I also acknowledge that late fees incur a late fee charge of £25.
I will update my Team Unify Account with any changes to my personal information, especially emergency contact, medical information, up to date mobile telephone number and e mail address. If there is a change in medical information, I will also inform a Club representative.
I also note that the Club will supply information to the SE or British Swimming and gala organisers and that the Club publish results of competitions including ages.
I acknowledge that changes to these rules and conditions of membership will be notified my email, website or notice board. I will notify the Committee if I do not agree to the changes.

Parent’s Code of Conduct

As a parent/guardian of a club member we understand you have the right to:

Be assured that your child is safeguarded during their time with us.
Know how to access our club policies, rules and procedures.
Know who the Welfare Officer is and how to contact them.
Know that any concerns about your child’s welfare will be listened to and responded to.
Know what qualifications and training those with responsibility for your child have.
Be informed of problems or concerns relating to your child, where appropriate.
Know the procedure should your child be involved in an accident or become injured.
Provide your consent or otherwise for photography and trips away.
Make a complaint to the club committee or Welfare Officer (as appropriate).

Essentials

Make sure your child has the right kit for training and competitions as well as enough food and drink.
Ensure your child arrives to sessions on time and is picked up promptly.
Inform us if you’re running late to collect your child or if your child is going home with someone else.
Complete all consent, contact and medical forms and update us straight away if anything changes.
Maintain a good relationship with your child’s coach or teacher.
Tell us if you wish to talk to us about any concerns regarding your child. We will arrange a mutually convenient time so you can talk to us.
Not enter poolside or interrupt training or competitions unless in an emergency situation

Behaviour:

Remember that children get a wide range of benefits from participating in one of our sports, like making friends, getting exercise and developing skills. It’s not all about wins and losses.
Behave positively as a spectator at training or competitions and treat others with respect.
Give encouragement to your child and tell them when they’ve done well and provide support when they are struggling.
Respect and celebrate difference in our club or activity and not discriminate against anyone else on the grounds of gender, race, sexual orientation, faith or ability.
Respect the children and adults competing for other teams at competitions.
Respect the committee members, coaching and teaching team and all volunteer helpers at the club.
Understand that the use of abusive or inappropriate language, bullying, physical violence or any other behaviour which hurts others will not be tolerated by the club.
Understand that poor behaviour may result in the club taking disciplinary action against you. Any behaviour which alleges a criminal offence will be reported to police by the club.
Talk to your child and ensure they understand the rules of the club and the sport.
Ensure your child understands their Code of Conduct.

Breaches of this Code of Conduct may result in disciplinary action being taken against you by the Club Committee. Continued issues and repeated breaches may result in parents/ guardians being asked not to attend the club, something we never want to do.

Signature of parent/guardian:

Print name:

Dated:

Teachers/Coaches Code of Conduct

As a teacher/coach at the club, we understand you have the right to:

Enjoy the time you spend with us and be supported in your role.
Be informed of Wavepower and the club child safeguarding reporting procedures.
Know who the Welfare Officer(s) is/are and how to contact them.
Be informed of the internal club complaints process and who to contact at the club for advice on complaints.
Be aware of the club rules and procedures.
Be involved and contribute towards decisions within the club.
Be respected and treated fairly by the club.
Feel welcomed, valued and listened to.

As a teacher/coach at the Club we expect you to:

Adhere to and implement Wavepower and the club safeguarding procedures.
Adhere to the Swim England Equality and Diversity Policy.
Adhere to the Swim England regulations, Code of Ethics, club constitution and rules.
Adhere to any conditions stipulated under the pool hire agreement.
Refer all child safeguarding concerns to the Welfare Officer.
Ensure all complaints are referred under the internal club complaints process.
Champion everyone’s right to take part and celebrate difference in our club or activity by not discriminating against anyone else on the grounds of gender, race, sexual orientation, faith or ability.
Adhere to your role responsibilities.
Make our club a happy, friendly and welcoming place for all members.
Attend child safeguarding training every three years if applicable for your role.
Ensure you have a current Disclosure and Barring Service (DBS) certificate (renewable every three years) if applicable to your role.
Keep any qualifications or CPD up to date if applicable to your role.
Lead by example by promoting positive behaviour and good sportsmanship. Encourage all members to behave in a positive manner and follow the rules of the club and sport.
Never encourage or condone members of the club to breach the rules of the sport.
Treat all personal information about members or their families on a confidential “need-to-know” basis unless information sharing with others is required to protect and safeguard a child from harm.
Observe the authority of officials and follow the rules of the sport when questioning any decisions.
Treat with respect and encourage all members to respect all competitors and teams from other organisations in victory or defeat.

Signature of the coach/teacher:

Printed name:

Position in the club:

Dated:

Committee members, officials and volunteers Code of Conduct

As a committee member, official or volunteer at the club, we understand you have the right to:

Enjoy the time you spend with us and be supported in your role.
Be informed of Wavepower and the club child safeguarding reporting procedures.
Know who the Welfare Officer(s) is/are and how to contact them.
Be informed of the internal club complaints process and who to contact at the club for advice on complaints.
Be aware of the club rules and procedures.
Be involved and contribute towards decisions within the club.
Be respected and treated fairly by the club.
Feel welcomed, valued and listened to.

As a committee member, official or volunteer at the Club we expect you to:

Adhere to and implement Wavepower and the club safeguarding procedures.
Adhere to the Swim England Equality and Diversity Policy.
Adhere to the Swim England regulations, Code of Ethics, club constitution and rules.
Adhere to any conditions stipulated under the pool hire agreement.
Refer all child safeguarding concerns to the Welfare Officer.
Ensure all complaints are referred under the internal club complaints process.
Champion everyone’s right to take part and celebrate difference in our club or activity by not discriminating against anyone else on the grounds of gender, race, sexual orientation, faith or ability.
Adhere to your role responsibilities.
Make our club a happy, friendly and welcoming place for all members.
Attend child safeguarding training every three years if applicable for your role.
Ensure you have a current Disclosure and Barring Service (DBS) certificate (renewable every three years) if applicable to your role.
Keep any qualifications or CPD up to date if applicable to your role.
Lead by example by promoting positive behaviour and good sportsmanship. Encourage all members to behave in a positive manner and follow the rules of the club and sport.
Never encourage or condone members of the club to breach the rules of the sport.
Treat all personal information about members or their families on a confidential “need-to-know” basis unless information sharing with others is required to protect and safeguard a child from harm.
Observe the authority of officials and follow the rules of the sport when questioning any decisions.
Treat with respect and encourage all members to respect all competitors and teams from other organisations in victory or defeat.

Signature of the volunteer:

Printed name:

Position in the club:

Dated:

Code of Conduct for Members (Athletes)

As a member of our club, we understand you have the right to:

Enjoy the time you spend with us and know that you are safe.
Be told who you can talk to if something’s not right.
Be listened to.
Be involved and contribute towards decisions within the club or activity.
Be respected by us and other team members and be treated fairly.
Feel welcomed, valued and not judged based on your race, gender, sexuality, faith or ability.
Be encouraged and develop your swimming, para-swimming, diving, high diving, artistic swimming, water polo and open water swimming skills with our help and support.
Be looked after if there’s an accident or injury and have your parents/guardians informed, where appropriate.

As a member of our club or activity we expect you to:

Essentials

Keep yourself safe by listening to your coach or teacher, behave responsibly and speak out when something isn’t right.
Take care of our equipment and premises as if they were your own.
Make it to training and competitions on time and if you’re running late, let a member of the club know.
Make your coach or teacher aware if you have any difficulties attending training or competitions.
Not wander off, or leave training or a competition without telling your coach, teacher or team manager.
Bring the right kit to training and competitions.
Follow the rules of the club, squad or activity at all times.
Respect the privacy of others especially in the changing rooms.

Behaviour

Make our club and activity a fun, happy, friendly and welcoming place to be.
Respect and celebrate difference in our club or activity and not discriminate against anyone else on the grounds of age, gender, race, sexual orientation, faith or ability.
Understand that the use of abusive or inappropriate language, bullying, physical violence or any other behaviour which hurts others will not be tolerated by the club.
Not use any device to take photographs or footage of others in the changing rooms or cubicles.
Report any concerns you have about others taking photographs or footage of others in the changing rooms or poolside.
Understand that poor behaviour may result in the club taking disciplinary action against you. Any behaviour which may be a criminal offence will be reported to police by the club.
Report any incidents of bullying or unkind behaviour to the club, even if you’re just a witness.
Treat other children with respect and appreciate that everyone has a different level of skill or talent.
Support and encourage your team mates, tell them when they’ve done well and be there for them when they are struggling.
Respect the children and adults competing for other teams at competitions.
Respect the committee members, coaching and teaching team and all volunteer helpers at the club.
Get involved in club decisions, it’s your sport too.

Signed child:

Signed Parent:

Date:

Elmbridge Phoenix SC Privacy and Data Protection Policy

In compliance with the Data Protection Act 1998, all efforts will be made to ensure that all information is accurate, kept up to date and secure and that it is used only in connection with the purpose and activities of the club. Information will not be kept once a person is no longer member of the club. The information will be disclosed only to those members of the club for whom it is appropriate and relevant officers of the Amateur Swimming Association or British Swimming.

British Swimming has registered with Data Protection on behalf of the three Home Counties to hold personal data of members and all affiliated clubs, counties and regions. There is no need for any club, county or region to register independently. Records are kept on computer and coaches keep details of swimming performance. Keeping information in this way enables us to run the club more efficiently. If you wish to check the information is correct then please contact the membership team.

Elmbridge Phoenix SC Medical Consent Template

For Parents / Guardians of Competitive Swimmers under 18 year
It may be essential at some time for the Club Coach or Team Manager accompanying your son / daughter to have the necessary authority to obtain any urgent treatment which may be required whilst at a competition with Elmbridge Phoenix Swimming Club. Would you therefore please complete the details on this form and sign below to give your consent.

I, being the parent/carer of the above named child hereby give permission for the coach or team manager to give the immediately necessary authority on my behalf for any medical or surgical treatment recommended by competent medical authorities, where it would be contrary to my son/daughter’s interest, in the doctor’s medical opinion, for any delay to be incurred by seeking my personal consent.

I hereby waive, release and forever discharge Elmbridge Phoenix Swimming Club and associated supervisor, coach or other team administrator from all rights and claims for damages, injury, loss to person or property which may be sustained or occur during participation in Elmbridge Phoenix Swimming Club activities, whether or not damages or loss is due to negligence. I hereby acknowledge that my child(ren) is (are) physically fit and capable of participation in all Swim Team activities.

Signed:

Dated:

Elmbridge Phoenix SC Child Video Recording and Photography Parental Consent Form

Video Recording Equipment

The Club has a SD Video Camera for use by the coaching staff during training sessions. The camera will be used, on an ad hoc basis (at Xcel, ACS, Hurst or Aldershot) to enhance the coaching capabilities by recording individual swimmers techniques and immediately playing the captured image back to them.

Firstly this will enable the swimmer to see their technique (which is often different to how they believe it to be) and secondly to enable the coach to more easily point out exactly where the individuals could improve. Videos may be uploaded via TeamUnify to your swimmers membership account and therefore parents/carers will be able to view these once logged into their account.

Before this is introduced it is necessary for the Club to be aware of all swimmers that either wish to or not wish to participate.

Please note you can withdraw your consent in writing to the club Welfare Officer at any time should you wish to.

Photography Consent

The Club may wish to take photographs of swimmers under the age of 18 that may include your child during their membership of the Club. Photographs could be of individual swimmers or a group of swimmers.

All photographs will be taken and published in line with ASA policy. The Club requires parental consent to take and use photographs and parents have a right to refuse agreement to their child being photographed.

By signing this agreement you are agreeing for the Club to take and use photographs. If you wish to withdraw your consent please do so in writing to the club Welfare Officer on registration or at any other time should you so wish to.

Elmbridge Phoenix SC Child Safeguarding Policy Statement

Elmbridge Phoenix SC is committed to providing an environment in which all children and young people participating in its activities have a safe and positive experience.

In order to achieve this, Elmbridge Phoenix SC agrees to:

1. Adopt and implement the policies and procedures in Wavepower in full.

2. Recognise that all children participating in Elmbridge Phoenix SC (regardless of age, gender, race, religion, sexual orientation, ability or disability) have a right to enjoy their involvement in aquatics in a safe environment and be protected from harm.

3. Ensure that all individuals who work with children in the organisation, whether paid or voluntary, provide a positive, safe and enjoyable experience for children.

4. Appoint a welfare officer with the necessary skills and training as outlined by the ASA who will take the lead in dealing with all child safeguarding matters raised within Elmbridge Phoenix SC.

5. Ensure that the welfare officer’s name and contact details are known to all staff, members and parents of members.

6. Ensure the welfare officer is available to discuss issues of concern on matters of safeguarding and deal with such concerns appropriately and in line with Wavepower.

7. Ensure that all individuals who work with children in the organisation have undertaken the appropriate training, have had the relevant DBS checks, and adhere to the required practices for safeguarding children as outlined in Wavepower.

8. Ensure that all individuals who will be working or will work with children in Elmbridge Phoenix SC have been recruited in accordance with the ASA Safe Recruitment Policy.

9. Ensure that all individuals who work with children in Elmbridge Phoenix SC have the appropriate training, code of conduct and good practice to follow in line with the guidance in Wavepower.

10.Provide all members of Elmbridge Phoenix SC and parents of members with the opportunity to raise concerns in a safe and confidential manner if they have a concern about a child’s welfare.

11.Ensure that all child safeguarding matters, whether they be concerns about child welfare or protection, are dealt with appropriately in accordance with the guidance for reporting and action in Wavepower.

12.Ensure that confidentiality is maintained appropriately and in line with the best interests of the child.

13.Ensure all papers relating to child safeguarding matters are held in a safe and secure manner.

Elmbridge Phoenix SC Equality and Diversity Policy

Elmbridge Phoenix Swimming Club is committed to treating everyone equally regardless of their age, level of ability or disability, gender (including gender reassignment), marital or civil partnership status, pregnancy or maternity, race, religion or belief, sexual orientation or any other relevant characteristic. Elmbridge Phoenix Swimming Club will ensure that equality is incorporated in all aspects of its activities and also recognises and adopts the Sport England definition of Equality and Diversity in sport:

Sport England believes sporting opportunities should be open to all and are committed to:

· Developing a culture that enables and values everyone’s full involvement

· Creating an environment in which everyone has opportunities to play, compete, officiate, coach, volunteer and run community sport.

· Overcoming potential barriers for those wishing to play sport, particularly if they are from groups who are currently underrepresented in sport.

Elmbridge Phoenix Swimming Club also seeks to fulfil the ASA’s Equality and Diversity Policy objectives which states:

‘The Amateur Swimming Association (“ASA”) and its subsidiaries are fully committed to the principles and practice of equality of opportunity in all its functions: as an employer, membership organisation, awarding body, in its training and development of teachers and coaches; involvement with officials and administrators; as an advisor to swimming pool designers and operators and as a facilitator of the aquatic disciplines by all its members. It is responsible for ensuring that no job applicant, employee, volunteer, member, service user or person within its jurisdiction (together “Stakeholders”) are unlawfully discriminated against because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation (together the “Protected Characteristics under the Equality Act 2010”) or any other irrelevant characteristic.’ ‘The ASA considers the aquatic disciplines to provide “sport for all”. They can and should be made accessible to everyone, to the greatest extent possible.’

Elmbridge Phoenix Swimming Club is committed to ensuring that everyone has the right to enjoy sport in an environment free from the threat of discrimination, intimidation, harassment or abuse.

All members of Elmbridge Phoenix Swimming Club have a responsibility to challenge discriminatory behaviour and to promote equality of opportunity. Elmbridge Phoenix Swimming Club will deal with any incidents of discriminatory behaviour seriously, in accordance with Elmbridge Phoenix Swimming Club’s disciplinary procedures.

The full ASA Equality and Diversity Policy, along with further useful information and equality guidance can be found at www.swimming.org/swimengland

Privacy Statement