The competitive club with the friendly heart

SwimMark Club

Anti-Bullying Policy

Anti-Doping Policy

Behaviour Enforcement Policy

Changing Room Policy

Child Protection/Safeguarding Policy and Procedure

Child Welfare Complaints

Code Of Conduct

Emergency Procedures

Equality and Diversity Policy

Guidance on the supervision of members at away events

Guidance on use of electronic communication and social networking

Internal Disputes and Club Discipline

Late Collection Policy

Missing Child Policy

Photography and Filming Policy

Swim England Code of Ethics

Transport Policy


Welfare Emergency Contacts

Whistleblowing Policy

The above policies, procedures and guidance are provided on the Club’s website as an overview of those which are publicised in the most current edition of Swim England Wavepower and the Swim England Handbook. For complete policies, procedures and guidance, Wavepower and The Handbook should be referred to. The information in Wavepower and The Handbook will override any discrepancies between the Club’s website and Wavepower/The Handbook. 


Anti-Bullying Policy – Wavepower pg59

Our anti-bullying policy sets out how we feel about bullying as a club, what we will do to tackle it and how we shall support children and young people who experience or display bullying behaviour.

Redhill and Reigate Swimming Club is committed to providing a caring, friendly and safe environment for all our members so they can learn to swim or train in a relaxed and secure atmosphere. Bullying of any kind is unacceptable and will not be tolerated. If bullying does occur, all members should be able to speak out and feel reassured that incidents will be dealt with promptly and effectively. We are a TELLING club. That means that anyone who knows that bullying is happening is expected to tell the welfare officer, coach, teacher or committee member. Everybody in the club has a responsibility to work together to stop bullying.

All volunteers, coaches, teachers, members and parents should have an understanding of what bullying is, know what the club’s policy is on bullying and follow it when it is reported. Members and parents should be assured that they will be supported when bullying is reported.

What is bullying?

Bullying is the repetitive, intentional hurting of one person or group by another person or group, where the relationship involves an imbalance of power. It can happen face to face or through cyberspace, and comes in many different forms including:

  • Verbal - name calling, persistent teasing, mocking, taunting and threats
  • Physical - hitting, kicking, pushing, any form of physical violence, intimidating behavior, theft or the intentional damage of possessions
  • Emotional - excluding, tormenting, ridiculing, humiliation, setting people up and spreading rumours
  • Cyber - misuse of digital technologies or communications to bully a person or a group through messages or actions that are threatening and/or intended to cause offence, anxiety or humiliation
  • Racist - bullying based on ethnicity, skin colour, language, religion or cultural practices
  • Homophobic - discrimination based on sexuality and/or gender identity
  • Sexual - unwelcome sexual advances or remarks that are intended to cause offence, humiliation or intimidation
  • Disablist - bullying of children who have special educational needs and disabilities
  • Difference - bullying based on any real or perceived difference, including the way someone looks or dresses, hobbies, interests, family situation or social behaviour

Why is it important to respond to bullying?

Bullying hurts. No one deserves to be a victim of bullying. Everybody has the right to be treated with respect. Members of the club who are bullying others need to learn to behave more appropriately. The club has a responsibility to respond promptly and effectively to issues of bullying.


Incidents of bullying should be reported to the welfare officer. Alternatively, the report may be made to a coach, teacher, or committee member who may then refer it to the welfare officer. The welfare officer will follow the guidance in Wavepower for dealing with bullying.

Parents should be informed and will be asked to attend a meeting to discuss the problem.

If necessary and appropriate, the police will be consulted.

The bullying behaviour must be investigated and stopped quickly.

If bullying is found on the ‘balance of probabilities’ to have taken place, then appropriate action will be taken. This includes attempting to help the bully/bullies to change their behaviour and may involve Behaviour Contracts.


Appropriate action will be taken in response to any reports of bullying. Parents will be consulted on action to be taken.

The bully/bullies may be asked to genuinely apologise, if possible, the members will be reconciled, other consequences may take place. In serious cases, suspension or even exclusion will be considered.

After the incident has been investigated and dealt with, each case will be monitored to ensure repeated bullying does not take place.

Every member, coach, volunteer will:

  • Encourage individuals to speak out about bullying behaviour
  • Respect the feelings and views of others
  • Recognize that everyone is important and equal
  • Follow Codes of Conduct and Swim England Code of Ethics
  • Report incidents of bullying behaviour they see – by doing nothing you are condoning the behaviour

Supporting children

  • Children and young people at the club must know that they will be listened to and supported. They must feel confident to talk to an adult about bullying behaviour or any other issues that may be affecting them
  • Anyone who reports an incident of bullying will be listened to carefully and will be taken seriously
  • Any report of bullying behaviour will be investigated and will involve listening carefully to those involved
  • Children experiencing bullying behaviour will be supported and helped to uphold their right to take part in Club activities in a safe and fun environment
  • Those who display bullying behaviour will be supported and encouraged to develop better relationships
  • Sanctions will be proportionate and fair


Anti-Doping Policy

Whether by accident or on purpose, doping is against the rules of the sport. The British Swimming aim, working in partnership with UK Anti-Doping (UKAD), is to ensure that sport is protected from the threat of doping, and that athletes have the consistent right to compete against other clean athletes. Anti-doping, like sport, is governed by rules. It is the personal responsibility of each athlete and athlete support personnel to acquaint him/herself and comply with the British Swimming Anti-Doping Rules. Athletes are solely responsible for what is in their system, regardless of how it got there, or if there was an intention to cheat or not. Therefore, athletes must check their medication status regularly in relation to the Prohibited list.


In Britain any registered competitor may be tested for drug abuse. Very young competitors tend not to be tested, although testing may occur at National Age Group level.

Accidental Doping:

A swimmer may be breaking regulations even if the drug was taken unknowingly / accidentally, e.g. in medicines.

Some common medicines contain drugs which are illegal. If in doubt check with your GP or pharmacist and refer to the WADA (World Anti-Doping Agency) hyperlink below.

Most anti-asthma drugs are only legal if taken by inhaler. If such drugs have to be used by mouth or injection, they must be declared in writing to the British Swimming Association.

Therapeutic Use Exemption:

Some other groups of drugs are legal if they are declared in advance but only if they are given for a specific condition e.g. dental anaesthetic.

Even the taking of legal medications may require competitive swimmers to complete a medical declaration form.

List of prohibited Drugs

To check you are not unknowingly taking banned substances, please consult the current Prohibited Drugs List via the link below:

Please follow the link below for further useful information, including the latest "100% Me" Official British Swimming Doping Newsletter (Education, Athlete Zone):


Behaviour Enforcement Policy – Wavepower pg100

Enforcement will be in-line with the most current publication of Swim England Wavepower.

Individuals who deliver sport activities to children may, on occasion, be required to deal with a child’s challenging behaviour.

This policy aims to promote good practice and to encourage a proactive response to support children to manage their own behaviour.

In responding to challenging or negative behaviour, the response will always be proportionate to the actions, be imposed as soon as is practical and be fully explained to the child and their parents/carers. In dealing with children who display negative or challenging behaviours, Coaches, teachers, Committee, Welfare Officer, volunteers might consider the following options:

  • Time out from the activity, group or individual work.
  • Reparation – the act or process of making amends.
  • Restitution – the act of giving something back.
  • Behavioural reinforcement – rewards for good behaviour, consequences for negative behaviour.
  • De-escalation of the situation – talking through with the child.
  • Increased supervision by Coaches, teachers, Committee, Welfare Officer, Volunteers.
  • Use of individual ‘contracts’ such as behaviour contracts or other agreements for their future or continued participation.
  • Sanctions or consequences, e.g. missing an outing; conduct may be taken into consideration for team gala selection such as Arena League and/or for squad selection such as Performance Squad; conduct may be taken into consideration for selection for Club positions such as Club Captains.
  • Seeking additional/specialist support through working in partnership with other agencies to ensure a child’s needs are met appropriately, e.g. referral for support to Children’s Services, discussion with the child’s key worker if they have one, speaking to the child’s school about management strategies (all require parental consent unless the child is felt to be ‘at risk’ or ‘in need of protection’).
  • Temporary suspension or permanent exclusion. 
  • Where challenging or negative behaviour affects the entire group/squad, the decision may be made by the coach to terminate a training session early.

Coaches, teachers, Committee, Welfare Officer and volunteers should review the needs of any child for whom sanctions are frequently necessary. This review should involve the child, parents/carers and, in some cases, others involved in supporting or providing services for the child and his/her family, to ensure an informed decision is made about the child’s future or continued participation. As a last resort, if a child continues to present a high level of risk or danger to him or herself, or others, he or she may have to be suspended or barred from the group or club activities.


Changing Room Policy – Wavepower pg65

Under the duty of care to safeguard children, the Club has a responsibility for the wellbeing of children in the changing rooms, although parents have responsibility also.

While a child is training, they remain under the responsibility of the coaches/teachers training them at the time. The coach/teacher should be made aware if a member leaves the pool area, and if the child fails to return within a reasonable time, the coach/teacher shall request a suitable official to check on them with the assistance of a second person who could be a senior member or parent.

If a complaint is received about an incident that has occurred in the changing room between a member of the Club and any other person, the Club will act upon the concern as appropriate, following the guidance in Wavepower.

Parents should be aware that:

  • Changing facilities at venues may be shared by both Club members and members of the general public.
  • Changing facilities at venues may have separate male and female or mixed changing villages.
  • The Club’s Codes of Conduct and Swim England Code of Ethics must be adhered to at all times including in the changing rooms. Masters are asked to be mindful when changing with children. Older children are asked to be mindful when changing with younger children.
  • They should not be in the changing area whilst the children are changing, unless their child requires specific assistance (for example a child with a disability) or is of an age where help is required (usually under seven or eight) in which case, the parent must be the same gender as the child (unless the changing facilities are mixed or there are family changing facilities).


There must be no use of mobile phones or electronic devices for the purpose of taking images or films in the changing rooms or cubicles and there must be no sharing of indecent images. It is a criminal offence to take, make, distribute, upload and/or possess any indecent image of a child (including those taken/possessed by other under 18-year olds), any such incidents will not be tolerated in any form and will lead to disciplinary action and/or the matter being referred to external agencies such as police or children’s services. It is advised that mobile phones or other electronic devices are not taken into changing rooms, however, where there is no alternative to do so, they should remain in bags until leaving the changing room and in all circumstances the camera facility must not be used.


It is advisable that adults do not supervise changing facilities as that places them and the children at risk of harm and allegation. In certain circumstances, an appointed officer or poolside helper may be placed on the outside of the doors in and out of the changing facilities, if required


Child Protection/Safeguarding Policy and Procedure – Wavepower pg21 and pg 107

Redhill and Reigate Swimming Club has a duty of care to safeguard children when they are participating in its activities, this is a legal obligation which is imposed that requires adherence to a standard of reasonable care when undertaking any task or act that could potentially cause harm to another.

While the welfare officer has specific duties, responsibility for safeguarding children and promoting good safeguarding practice belongs to all adults within the organisation.

Redhill and Reigate Swimming Club demonstrates its duty of care and minimises the likelihood of ‘foreseeable harm’ arising by complying with Wavepower Child Safeguarding Policy and Procedures, the Club’s constitution and the Club’s Codes of Conduct.


Redhill and Reigate Swimming Club 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, and to ensure its duty of care is met, the club agrees to:

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

2. Recognise that all children participating at the club (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 Swim England who will take the lead in dealing with all child safeguarding matters raised within the club.

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 at the club 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, at the club have been recruited in accordance with Swim England Safe Recruitment Policy.

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

10. Provide all members of the club 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.

The club’s welfare officer may be contacted at

Other important welfare contacts are provided on the Welfare Emergency Contacts list available on the club’s website and on the club’s noticeboard at Donyngs.

Reacting to, recording and reporting concerns

When you should act

There are several reasons why you might take action, although not a definitive list, including responding to:

- What a child has said.

- Signs or suspicions of abuse or potential abuse.

- Significant and/or unexplained changes in the child’s demeanour or behaviour, including self-harm.

- Concerns about the inappropriate behaviour of a child or adult.

- Allegations made against another member of the club, a member of staff, a teacher, coach or volunteer.

- Allegations made about a parent, carer or someone not involved with the sport.

- Allegations or observations of bullying.

- A breach of code of conduct or an incident of poor practice.


- Stay calm and listen.

- Never show you are upset or disgusted.

- Ensure the child is safe and feels safe.

- Do not ask leading questions.

- Do not make judgements or assumptions, keep an open mind.

- Always take what they say seriously.

- Never promise to keep a secret. It is important to remain confidential but information but must be shared appropriately with those that need to know so that action can be taken.

- Write down what has been said.

- Never disclose information with, or confront, the alleged abuser.

- Never take action yourself other than to share the information appropriately. It is not your responsibility to decide whether or not a child is being abused.

- Never act alone.


-  It is important that all information is recorded as soon as possible and that it is factual.

- Information can be recorded using the Swim England referral form template (contained in Wavepower or obtained from the Club welfare officer) or you can create your own report. The report should include full details of the child concerned, parent/carer details, full details of the concern, full details about the person about whom the concern is about, details of visible injuries, details of witnesses, any other relevant information, opinion or hearsay clearly noted as such, your name and contact details.


- It is everyone’s duty to report potential child safeguarding concerns but it is not your responsibility to decide whether abuse has occurred.

- The concern should be reported appropriately referring to the Emergency Contacts List: The club welfare officer, where the child is not in immediate danger and the welfare officer is not implicated in the concern; external agencies for more serious concerns. Where a child is in immediate danger, do not delay in contacting the Police, Police Child Protection Investigation Team or MASH. Completed Swim England Referral Forms should be sent to:

Swim England Legal Affairs Department

Pavilion 3, SportPark

3 Oakwood Drive, Loughborough University

Leicestershire, LE11 3QF


Child Welfare Complaints - The Handbook pg19

The Swim England Child Welfare Complaints Procedure published in the Swim England Handbook sets out the method of dealing with a child welfare concern when a complaint is received from a parent, guardian, carer or child. It needs to be read in conjunction with the Child Safeguarding Protocols, Child Protection 241 et al, Wavepower and the Swim England Judicial Regulations and Guidelines.

Children and young people are equally as entitled to complain as an adult, procedures must be dealt with in a child friendly way, the child’s rights are protected and the child’s safety is paramount.

Parents, guardians and carers of members will be listened to and appropriate action taken.

A child is deemed to be a person under the age of 18.

If it is believed that a concern or complaint is considered being of sufficient seriousness as to involve not just child welfare issues but child protection issues, these will be dealt with either by direct referral to a Statutory Agency or by referral to the Swim England ICPO who in turn may:

  1. Refer the matter to a Statutory Agency; or
  2. Recommend the matter be dealt with by Swim England under the Protocols for Child Safeguarding Investigations found in the Handbook.

Adults often do not realise that their actions can significantly impact on children, causing them distress. In return, children often do not realise that adults find it difficult to recognise problems, which would cause a child to be worried or unhappy. A concern which may appear minor to an adult can be overwhelming for a child.

Because of this, it is vital to encourage communication between adults and children so that a child that is worried or unhappy about something feels confident that they can let someone know what is worrying them and believe their worries and concerns will be addressed.

It is therefore important to work towards a culture at club level that is conducive to encouraging all our members under the age of 18 years to feel able to speak to other members of the club regarding their worries and concerns.

A child welfare concern, from the point of view of someone under 18 years old, will be something very important to them and may potentially have been causing them concern for a long time before they took the step of reporting it to another party.

It is important that complaints of this nature are dealt with at the earliest opportunity and as such the Child Welfare Complaints Procedure should be a last resort for matters that have been incapable of resolution.

Any action complained of under the Child Welfare Complaint Procedure may also amount to a breach of Swim England Laws and Regulations or of the Swim England Code of Ethics and therefore for a Judicial complaint to be filed for the same set of circumstances. Any Swim England member may bring a complaint under the Judicial Regulations against a Swim England member. Where both a judicial complaint and a Child Welfare Compliant are filed, the child welfare matter will take precedence.


Emergency Procedures

Serious Incidents

Upon observing a serious or potentially serious incident in the water or on poolside, a member of the Coaching staff and/or lifeguard will effectuate any necessary rescue or other action according to their training, ensuring that “back-up” is available from other lifeguard(s) or responsible adult(s), at the earliest opportunity and in accordance with appropriate and correct protocol for the particular venue.

The pool should be cleared immediately when a serious situation arises to avoid any secondary incidents.

As a matter of course, 999 should be rung from the pool telephone or directly from a mobile phone to request the emergency services. If in doubt, the call should be made to avoid any delays in medical treatment.

All incidents should be recorded in the accident/incident report book and reported to the club’s child welfare officer.

Non-Serious Incidents

For non-serious incidents e.g. nose bleeds, cuts, nausea, cramp etc. the pool may not need to be cleared. This will be dependent upon having more than one lifeguard available, one to maintain vigilance on participants in the pool, and one to deal with the incident.

If the non-serious incident then becomes serious, the serious incident process above should be followed.

All incidents should be recorded in the accident report book and reported to the club’s child welfare officer.

Evacuation of the pool area:

Where there is a situation involving a   fire, suspected fire, fire alarm activation, bomb threat, lighting failure, structural failure or chemical contamination, the pool should be evacuated using the emergency exits as appropriate for the venue.

First Aid and Emergency Aid

A first aid kit is available at each swim venue; cuts may be dressed and a plaster applied although re-entry into the pool is not allowed. Those who complain of feeling unwell should be supervised by a nominated adult whilst changing, following the Changing Room Policy.


Equality and Diversity Policy – Wavepower pg58

Redhill and Reigate Swimming Club is committed to treating everyone equally regardless of gender, ethnic origin, religion, level of ability or disability, age, sexual orientation or political persuasion, or any other relevant characteristic.

Redhill and Reigate Swimming Club will ensure that equality as stated in the club rules is incorporated in all aspects of its activities and also recognises and adopts the Sport England definition of Equality and Diversity in sport:

Sporting opportunities should be open to all. The Club is 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 under-represented in sport.

Redhill and Reigate Swimming Club is committed to ensuring that everyone has the right to enjoy their sport in an environment free from threat of discrimination, intimidation, harassment and abuse.

All club members have a responsibility to challenge discriminatory behaviour and promote equality of opportunity.

The club will deal with any incidents of discriminatory behaviour seriously, according to the club disciplinary procedures.

The club also seeks to fulfil the Swim England Equality and Diversity Policy objectives by being fully committed to the principles and practice of equality of opportunity in all its functions. It is responsible for ensuring that no job applicant, employee, volunteer, member, service user or person within its jurisdiction are unlawfully discriminated against because of gender, ethnic origin, religion, disability, age, sexual orientation, political persuasion, or any other relevant characteristic.

Redhill and Reigate Swimming Club supports four key principals as being fundamental to ensuring that everyone can participate in our sport and the achievement of equality of opportunity:

Entitlement: People have a right to participate in and access quality and appropriate experiences within swimming.

Accessibility: It is the responsibility of the club – our teachers, coaches, officials and administrators – to adapt provision to fit the needs of the many.

Inclusion: Wherever and whenever possible, all to access the same quality of provision, and if necessary, to use positive action to ensure this.

Integrity: Whatever we do as a club to change or adopt provision, it must be of equal worth, challenging, relevant and in no way patronising.

Lines of responsibility

Redhill and Reigate Swimming Club will strive to become an organisation that values diversity and in order to achieve this we recognise that there must be clear lines of responsibility between all segments of the organisation.

Coaches, teachers and volunteers:

Redhill and Reigate Swimming Club aspires to provide a diverse workforce, a composition of which reflects that of the broader community in terms of gender, ethnicity, disability, or any other relevant characteristic. In order to bring about this diversity we undertake to:

·       Provide full and fair considerations for all roles and appointments.

·       Assist all our coaches and helpers to realise their full potential by ensuring that they receive fair consideration of their training and development needs.

·       Wherever possible modify practices and procedures to reduce barriers experienced by members of disadvantaged social groups in seeking, and during, work with the club.

·       Maintain full records in recruitment, training and employment and use this information as a means of identifying areas of inequality.


Redhill and Reigate Swimming Club are committed to encouraging membership from all sectors of the community. To achieve this, we undertake to:

·       Promote an open and honest culture that values diversity.

·       Communicate widely, ensuring that our messages can be understood and appreciated by all.

·       Positively encourage the involvement of all people, regardless of their gender, race, disability, age, social background, or any other relevant characteristic.

·       Work to redress the effects of discrimination.

·       Promote attitudes and working practices to ensure that everyone can feel a valued member of the club, one that recognises different needs.

Teachers and Coaches:

In our training and development of Teachers and Coaches, we will strive to ensure that they:

·       Establish and implement professional and ethical values and practice.

·       Promote and apply the principals and practices of equal opportunities

·       Promote positive images of people with special or different needs.

·       Ensure appropriate training / development opportunities are available to all our teachers / coaches.

·       Encourage high expectations and standards of achievement from all they teach.

·       Involve everyone in meaningful and appropriate activity to ensure a quality experience.

·       Help everyone to achieve their full potential.

Officials and Administrators:

In our involvement of officials and administrators we will expect them to:

·       Adopt, promote and practice the values of the club.

·       Ensure that participation can be enjoyed by all.

·       Provide meaningful and appropriate experiences, which recognise and value the diversity of the participants.

·       Actively encourage the participation and involvement of people from disadvantaged groups of the community.


Guidance on the supervision of members at away events – Wavepower pg84

The Club has a duty of care to safeguard child members whether it is for ‘home’ or away events/training. In addition to the guidance below, Wavepower Safe Recruitment Policy, Transport Policy and Codes of Conduct must be adhered to, and guidance by the NSPCC CPSU Safe sport events, activities and competitions should also be referred to.

Trip away without overnight stay:

  • Where transport is provided, the Transport Policy should be followed.
  • Parent contact details and member’s medical information should be recorded and up-to-date.
  • Where parents are not present at the venue, the poolside team (coach/volunteers) should be informed so they are aware the children are left in their care.
  • Children should inform a member of the poolside team if they need to leave poolside for whatever reason, for example to go to see their parents/leave the event with parents before the end/go to the toilet.
  • Where parents are in attendance at the venue, they should be available to receive their child back after the event.

Trips away with an overnight stay:

  • The Event Team is responsible for the wellbeing and safeguarding of members under 18 years of age at the Event, from the moment of handover by the parent to the moment of return to the parent. When parents do not attend, this will include the care of the children day and night at the Event venue and accommodation.
  • The core members of the Event Team shall be: The Event welfare officer, team manager, chaperone(s), head coach. There will also be a ‘home contact’ who will not be attending the Event itself but who can contact parents/carers and/or statutory agencies on behalf of the Events Team.
  • The Event welfare officer will not necessarily be the Club welfare officer and may be appointed specifically for the Event, but they must meet the requirements of the welfare officer role as set out in Wavepower including appropriate training requirements. They should consult Wavepower for details of role requirements for the Event.
  • The team manager is advised to undertake Swim England team manager training prior to the Event. They should consult Wavepower for full details of role requirements for the event.
  • Chaperone(s) take on the role of a responsible adult, acting ‘in loco parentis’, for the members for whom they are nominated. Adult:Child ratios must be adhered to. Wavepower should be consulted for full details of role requirements for the event.
  • Together, the Event Team must ensure they follow full guidance detailed in Wavepower and NSPCC Safe Sport Events, Activities and Competitions including risk-assessment of the venue, making suitable room sharing plans, agreeing an emergency plan.


Guidance on the use of electronic communication and social networking – Wavepower pg70-75

Mobile phones, text messaging, e-mail, other forms of electronic communication and social networking sites are increasingly used for communication between adults and young people in the context of sport. Whilst these technologies can provide exciting opportunities and tools, there are associated risks and the improper or inappropriate use of such communications can lead to disciplinary and safeguarding concerns.

The purpose of this guidance is to provide recommendation of good practice.

  • Coaches, teachers and volunteers are in a position of responsibility and as such should not personally hold the mobile number, e-mail address or social networking contact details of any young person of the Club.
  • Coaches, teachers and volunteers may hold mobile numbers and/or e-mail addresses of members’ parents with their consent, it is then the parent’s responsibility to inform the child of the message.
  • In limited circumstances, it may be necessary for coaches, teachers, volunteers to have mobile phone contact details of the member, for example at an away camp for safeguarding reasons. In such circumstances, the individual holding the contact details must be DBS checked, have undertaken appropriate safeguarding training and have the consent of each member’s parent/guardian or carer to temporarily hold that information for the purpose of that event. The members’ phone numbers should then be deleted after the event.
  • When members need to be informed of changes to training sessions, the club’s website or email messaging to parents should be used, no direct one-to-one contact is available to individual members.
  • Communications may be made between coaches or committee members and members aged 16-18 only, for a specified purpose (e.g. training, competition, lifeguarding), and copying the parent/guardian/carer into the communication. In this case, a Contact Agreement Form for coach/volunteer and a Contact Consent Form for parent/guardian/young person aged 16-18 should be completed. 
  • Where a coach aged 18-21 was previously, or still is, a member of the Club, and may therefore have contact details for their friends aged 16-18, it is deemed acceptable and appropriate for them to continue to communicate with them. However, it is advisable they inform the welfare officer and head coach.
  • In the event of a member showing a teacher/coach/volunteer/parent a message or image, which is considered to be inappropriate for a child to have, the teacher/coach/volunteer/parent must advise the welfare officer or committee member.
  • It is inappropriate and unacceptable for electronic communications and social networking sites to be used by any coach, teacher, volunteer, member, parent or carer to criticize or verbally abuse the club or other organisation, a coach, teacher, volunteer, member, parent or carer.

Many parents are becoming ‘friends’ with their children on social networking sites for security reasons. This may then give the parent access to the profiles of other children listed as ‘friends’ of their child. In such cases where the parent also works or is a volunteer for the Club, the parent should inform the welfare officer of this arrangement and must not:

- have direct contact with members through the social networking site.

- contact any other children under the pretence of being their child.

- accept their child’s friends as friends on their own social networking site.

If you have any concerns, such as cyberbullying, contact the welfare officer or one of the following agencies directly:

Swimline helpline 0808 100 4001

ChildLine 0800 1111

Complete a Child Power leaflet


NSPCC helpline 0800 800 5000

The Internet Watch Foundation


Internal Disputes and Club Discipline – The Handbook pg75

An internal club dispute is a dispute involving an alleged breach of the club’s rules, between two or more club members, any or none of whom may be an officer of the club, or one or more club members and one or more employees of the club (the ‘parties’).

The dispute must be dealt with by the club in compliance with Regulations 150 to 155 of the Handbook. Failure to comply shall be grounds for a complaint under Regulation 102.

Any dispute which involves an allegation that there has been a breach of Swim England Law or Regulation by a member must be dealt with as a Complaint under Regulation 102 and the other relevant Regulations. A Complaint is a formal expression of dissatisfaction with the actions or behaviour of any person, including an individual or a club, or other body, or organisation or with alleged unfair practice in connection with the sport. Decisions of a club, body, organisation, association, County Association or Region on selection of teams may not be the subject of a complaint.

If the dispute involves an allegation against a paid employee of the club the issue must be dealt with under the terms of his contract of employment. 

For a breach of its own rules and subject to Swim England Regulations 150 and 151, the club may apply sanctions to a member relating to activities wholly within its own jurisdiction up to and including suspension from any or all of them, in accordance with the Swim England Handbook Regulation 281.

If either party to the dispute is dissatisfied with the outcome of the internal dispute process, they are still entitled to make a complaint to the Judicial Administrator at Swim England Head Office:

Swim England Legal Affairs Department

Pavilion 3, SportPark

3 Oakwood Drive, Loughborough University

Leicestershire, LE11 3QF


Late Collection Policy – Wavepower pg81

Occasionally, parents may be unable to collect their child on time from training or after an event. Parents are asked to inform the coach if they are going to be delayed, with clear guidance on what measures are to be taken e.g. the parent must give consent if they wish another parent to transport their child home. Where there is no prior warning of lateness or arrangements made, the list of emergency numbers for the parents will be used to contact them.  If contact cannot be made with the parents, at least two adults (coach/teacher/club volunteer/parent) should wait with the child until they are collected. A child or young person must never be left alone unless they are over 16, and then only with parental consent.

The child should not be taken home or to another location, asked to wait in a vehicle, or be sent home with another parent without permission.

It is possible that a young person over 16 is able to take themselves home, in which case, coaches/teachers will assess each situation as they arise in an appropriate manner.

Where a parent persistently fails to collect a young person on time, with no contact from them or reasonable explanation, the welfare officer and another officer will arrange to meet with them and discuss the matter and attempt to assist. If after this the situation continues, the welfare officer will contact Swim England Safeguarding Team, Children’s Services or MASH Team for further advice.


Missing Child Policy – Wavepower pg82

It is hoped that a child will never go missing, however, if they do, the following guidelines of action to be taken should be followed by officers of the club:

  • Ensure that other young people in its care are looked after appropriately while a search for the missing young person is organised.
  • Inform the young person’s parents if they are present at the event, or telephone them to advise them of the concern. Reassure them you are doing all that you can to locate their child.
  • Divide up all the available responsible adults into areas to be searched, search the area in which the child has gone missing.
  • If the search is unsuccessful, and no later than 30 minutes after the young person’s disappearance, the police should be informed. Police guidance should be followed.
  • At any stage, if the young person is located, all adults involved in the search, the parents of the missing young person and the police if they are involved, should be informed.
  • The concern should be referred to the Swim England Child Safeguarding Team as soon as possible.


Photography and Filming Policy – Wavepower pg76

This policy applies to all images and videos taken on any type of camera or recording device (including mobile phone). It applies to all training sessions, activities and events run by the club.

Although the majority of images taken are appropriate and in good faith, images can be misused and children can be put at risk if common sense procedures are not observed.

The aim of this policy is to help avoid three potential sources of child abuse:

  • The use, adaptation, sharing or copying of images for child abuse purposes, either electronically or in print.
  • The possible identification of a child when an image is accompanied by significant personal information, which can lead to the child being ‘groomed’.
  • The identification and locating of children where there are safeguarding concerns; such cases would include, for example, children who could be compromised by an image because they have been removed from their family for their own safety, children where there are restrictions on their contact with one parent following a parental separation, children who are a witness in criminal proceedings.

Recommended best practice

1. The publishing of a photograph of a member under 18, either on a notice board or in a published article or video recording (including video streaming) during a training session or a competition ('Publication') should only be done with parental consent and in line with Swim England guidelines.

2. A parent or guardian has a right to refuse to have children photographed. The exercise of this right of refusal should not be used as grounds for refusing entry into a competition.
Therefore, any photo that may go to press or on a notice board, be it through a member of the club or official photographer, should receive parental consent, preferably in writing, before being published or displayed

3. Under Swim England guidance on the taking of photos, once parent consent has been obtained, we are happy for them to take photos in the belief that their swimmer is the main subject of the photo. However, another person can object to a parent/carer taking a photo if they believe their child, not the child of the photographer, to be the main subject of the photo.

4. In the case of any event or competition where the host club has an official photographer present, all parents of members who are attending should be made aware of this in the event details. If photos are to be published anywhere, each individual parent should be given the opportunity to withhold their consent. Their right to do so should be specifically drawn to their attention.

5. Published photographs may identify the individual by name and club but should not state the member’s place of residence or school attended. The club does not wish to stop parents photographing their child if they wish, but it must ensure it does all it can to safeguard each child’s wellbeing.

6. It is recommended that individualised photographs should not be kept on a club's website and certainly not with identifying names as this could lead to a child being identified, approached and placed in a vulnerable position. The same applies to a club's printed materials such as a club’s annual report or kit.

7. The filming of children during club sessions is not recommended. The requirement for any filming must be justified by the club, e.g. to assist in stroke development. Written consent must then be obtained from the parents of each child who should then be invited to attend the filming and to subsequently view the video. The individual who is responsible for filming should exercise caution and ensure the content is appropriate, following the advice outlined in Wavepower. Once the footage has served its purpose, it should be destroyed, unless the need to keep it can be justified.

8. Parental consent may be withdrawn at any time and the club should take all reasonable steps to respect the wishes of the parent/carer.

9. There must be no use of mobile phones or electronic devices for the purpose of taking images or films in the changing rooms or cubicles and there must be no sharing of indecent images. It is a criminal offence to take, make, distribute, upload and/or possess any indecent image of a child (including those taken/possessed by other under 18-year olds), any such incidents will not be tolerated in any form and will lead to disciplinary action and/or the matter being referred to external agencies such as police or children’s services. It is advised that mobile phones or other electronic devices are not taken into changing rooms, however, where there is no alternative to do so, they should remain in bags until leaving the changing room and in all circumstances the camera facility must not be used.

10. In the event of a member showing a coach/teacher/volunteer/parent a text, e-mail, social networking message or image which is considered to be inappropriate for a child to have, this must be reported to the welfare officer or committee member immediately.


 Swim England guidelines for publication 

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

·       Action shots should be a celebration of the sporting activity and not 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 in a swimming costume should be above the waist only , though full- length tracksuit shots are approved.

·       Photographs should not be taken from behind the starting blocks at the start of a race or exhibit young swimmers climbing out of the swimming pool.


Swim England Code of Ethics – The Handbook pg18

The Swim England Handbook is the official guide to Swim England contacts, procedures and information, including the Code of Ethics. To view the full Handbook document, click here.

The content of the Code of Ethics applies to all those involved within the sport of swimming, diving, water polo, open water swimming and synchronized swimming and should be read in conjunction with the Club’s Codes of Conduct.


  • All individuals within the Swim England aquatic disciplines will at all times: Respect the rights and dignity and worth of every person, be they adult or child, treating everyone equally within the context of the sport.
  • Respect the spirit of the sport adhering to the rules and laws in and out of the pool, incorporating the concept of friendship and respect for others.
  • Promote the positive aspects of the sport and never condone the use of inappropriate or abusive language, inappropriate relationships, bullying, harassment, discrimination or physical violence.
  • Accept responsibility for their own behaviour and encourage and guide all Swim England members and parents of junior members to accept responsibility for their own behaviour and conduct.
  • Ensure all concerns of a child safeguarding nature are referred in accordance with Wavepower.
  • Conduct themselves in a manner that takes all reasonable measures to protect their own safety and the safety of others.
  • Promote the reputation of the sport and never behave or encourage or condone others to behave in a manner that is liable to bring the sport into disrepute.
  • Adhere to Wavepower.
  • Adhere to the Codes of Conduct contained in Wavepower.
  • Adhere to Swim England’s Equality Policy.
  • Adhere to the Laws and Regulations of the Amateur Swimming Association.
  • Adhere to the British Swimming Anti-Doping Rules.


Transport Policy – Wavepower pg83

This policy should be read in conjunction with the most recent NSPCC Child Protection in Sport Unit document, Safe sport events, activities and competitions.

Parents and carers are responsible for the safe delivery and collection of their child to and from any training session or competitive event, except when the club is providing transport for the team.

It is not the responsibility of the coach/teacher or other volunteer to transport, or arrange transport, for members to and/or from any training session, event or gala.

Arrangements made between parents to transport children of other members is at the sole discretion of the parents concerned.

When transport is provided by the club, written consent should be obtained by each parent/carer.

Where the club provides transport, the team manager will provide parents with written details of the type of transport being provided, the departure time and expected return time, the venue for the departure and return, and a contact number of a nominated officer at the event for emergency use only.

Coaches, teachers and officers unrelated to a member under 18 should not transport members alone in a car or other transport except where to fail to do so would cause the child to be placed at risk of harm. If a child has to be transported without a relative present, two suitably DBS checked adults should be present and the child should always be placed in the back seat and the adults in the front. If possible, parent/carer consent should be obtained in advance.



Wavepower is the Swim England Child Safeguarding Policies and Procedures publication. It has been produced to assist in safeguarding and protecting children in our sport and must be adopted by all Swim England affiliated clubs and organisations.

Ensuring child safety should be a key part of how our club operates. It helps provide a safe, happy, fun environment where children can learn to swim and develop their skills.

The responsibility to safeguard children does not belong to any one person. Instead it belongs to everyone who plays a part in delivering our sporting activities.

Wavepower is intended for anyone involved in these activities and offers practical guidance and information on mandatory requirements and good practice.

To view the full Wavepower document, click here.

Whistleblowing  Policy – Wavepower pg36

The concept of whistleblowing is important in any organisation that is committed to maintaining appropriate levels of safeguarding and good practice. Whistleblowing allows individuals to raise the alarm on any potential incident of poor practice or misconduct by members and employees.

Children are vulnerable to abuse and all adults who work in clubs, whether paid or unpaid or whether members or non-members, must look to safeguard their welfare. Swim England believes it is necessary to develop a culture in all clubs, counties and regions, where concerned individuals can raise the alarm about unacceptable practice and misconduct in a safe and supportive environment.

Whistle Blowing is an important part of the safeguarding of children in swimming, delaying raising concerns does not deal with them, it just delays the inevitable and may cause matters to get worse. Such matters will seldom, if ever, improve by being ignored and the damage to the children involved will inevitably increase.

When is it necessary to whistleblow?

A member, volunteer or employee may witness or be told about a situation of poor practice, a failure to safeguard or even an incident of abuse within the sport in which a colleague is implicated.

While you may be the first person to become aware of an issue, it is not always easy to raise a concern as to do so may appear to be disloyal to your colleague(s) and you may be fearful that you will be victimised or disadvantaged as a result of taking such action. That is an understandable fear, but you must remember that all children have a right to be protected and that it is often the most vulnerable children who are targeted and who are least able to act or defend themselves or disclose what is happening. They need you and others like you to protect their wellbeing and safeguard them from harm or potential harm.

Everyone involved in aquatics has a responsibility to raise concerns appropriately to individuals who can act upon them whether that is the welfare officer, the Swim England Child Safeguarding Team or the statutory agencies.

Swim England acknowledges that ‘blowing the whistle’ on a colleague or friend will be difficult but it is important you do so rather than allow a child to become or remain at risk.

Once the concern has been raised, the Club Welfare Officer, the Swim England Child Safeguarding Team and/or the statutory agencies will take action as appropriate.

Every Club member, member’s parent(s), employee and volunteer has a responsibility to raise concerns about potential poor practice and abuse/unacceptable behaviour in order to prevent the problem increasing, protect or reduce the risk to others, and prevent becoming a party to the concern by lack of appropriate action.

It can be difficult to whistleblow because you may feel worried that you will be starting a chain of events you have no control over, that you will disrupt the Club, the young person and/or yourself, that you may have got it wrong and the concern will prove to be unfounded, or that you will not be listened to or believed.

At each stage, concerns are managed by professionals, with a view to independently assess the information, and act in the best interests of any children that may be involved. Concerns are taken seriously, and if proved unfounded, any action taken is designed not to disrupt children and families unnecessarily. Reporting concerns will not start a process that cannot be halted, if unfounded.

If you are a member of the Club, or the parent of a member, and your concern is regarding another member or the parent of a member, you must refer the matter to the Club Welfare Officer, the county or regional welfare officer, the Swim England Child Safeguarding Team or the statutory agencies.

Do not try to deal with the concern yourself, do not inform the person about whom the concern has been raised, do not commence your own investigation, do not remove evidence received, do not delay in reporting the concerns.

Swim England assures all those involved in aquatics that they will be treated fairly, and all concerns will be properly considered.

If you act in good faith in reporting a concern, even if the suspicion is unfounded, you will be supported, and no action will be taken against you.

If, however, it is proven the concern has been raised maliciously to cause harm to others, you may be liable to action under the Swim England complaints and disciplinary process.