Policies & Procedures Page
Rules
The club is affiliated to the Amateur Swimming Association ( ASA ) North West Region and therefore is required to have a set of rules and constitution which have been approved by them. You will find these in the appendices of this handbook and on the website. It is important that you read these and you will be asked to sign in agreement of them prior to you being accepted as a member of the club. Each month at the committee meeting new members are proposed and elected or declined.
Code Of Ethics:
All Staff representing the club must:
- Put the well-being, health and safety of members above all considerations including developing performance.
- Comply with the codes, rules and laws within the guidelines set out by the ASA
- Work without discrimination on the grounds of race, colour, language, religion, birth or social status as set out in the equal opportunities policy.
- Respect the basic human rights, worth and dignity of each member.
- Not encourage swimmers, volunteers, officials or parents to violate the rules of the club or the sport.
- Observe the authority and the decisions of all officials.
- Encourage all swimmers to obey the spirit of the rules and laws both in and out of the pool.
- Ensure that all teaching and training and competition programmes are appropriate for the age, ability and experience of the individual swimmer.
- Treat other competitors and teams with respect, in victory and defeat.
- Be able to present evidence of qualifications on request.
- Treat all personal information about individual members as confidential except in exceptional circumstances regarding health and safety, medical requirements, disciplinary action or in accordance with ASA Child Protection procedures and guidelines.
- Display the highest standards of personal hygiene.
- Not drink alcohol or smoke either before or during teaching or coaching sessions or competitions.
- Seek ways of and be willing to increase the development of their current qualifications.
Financial Control:
Written February 2023
Reviewed by W Orr February 2024
Next Review February 2025
Version 1
1.PURPOSE
The purpose of this document is to set out the financial rules of Ashton Central Swimming Club; to ensure club finances are managed correctly and that this can be demonstrated if required.
2.CLUB BANK ACCOUNT
2.1Club has one current (community bank account) and one savings (business premium) account with Barclays Bank. Signatories on the accounts are the Treasurer and Chairman.
2.2Payments can be made by Cheque, On-line banking or by Bank Card. Both Treasurer and Chairman have access. There is no dual authorisation required or set up for any transaction. For this reason, it is important that the Treasurer and Chair should review transactions on the bank account at least once a month and either party should query and unusual transactions and request to see supporting documentation and bank statements when deemed necessary.
2.3The Committee can request to see bank statements and supporting documentation at committee meetings.
3.TREASURERS RESPONSIBILITIES
The Treasurer is responsible for the finances of the club including:-
3.1Producing a budget.
3.2Actual income and expenditure against budget
3.3Paying invoices
3.4Maintaining financial records
3.5Pursuing debts
3.6Providing advice and support to the club on financial matters
3.7Producing a monthly report to committee
3.8Producing an annual set of accounts
4.PREPARING A BUDGET
4.1A rolling two-year budget should be prepared and should be reviewed annually against actual.
4.2The budget is required for Swim mark Accreditation and is due in July of each year.
4.3Producing a Club budget will help identify any potential difficulties before they happen. Knowing how the club is performing against the budget supports decision making.
5.BANK STATEMENTS
5.1 The bank statements should be checked promptly on receipt to ensure that all deposits have been received and that no unauthorised payments have been made from the bank account.
Any discrepancies should be queried promptly with the bank.
5.2 All information is inputted onto spreadsheet data base and a manual record is also kept.
6.INCOME
6.1All income is checked and recorded. Any debts are pursued promptly. If this is fees then these are pursued in accordance with club rules.
6.2Club preferred method of payment of fees is by standing order on the first of each month. However, bank transfer is also acceptable providing it is paid on time. This prevents increase in cash flow and the need to provide receipts.
6.3Cash will be accepted for minor payments, for example badges and tickets and will be kept as petty cash as long as this amount doesn’t exceed £300. Any amount above this will be put into the bank account as soon as possible. All cash is accounted for in the accounts.
6.4Small amounts can also be paid via a card machine. This provides convenience for the customer and limits cash flow. SUM UP percentage is currently 1.7%.
7.EXPENDITURE
The treasurer is responsible for paying the operational costs of the club, on time and in accordance with any specific agreements. All expenditure will be supported by an invoice which will be held on file.
8.REPORTING ACCOUNTS
8.1A record of receipts and payments, income and expenditure is to be maintained on an ongoing basis by the Treasurer.
8.2A monthly financial position statement should be presented to the Committee.
8.3A final set of accounts should be produced at the end of the club’s financial year which is 31st October.
8.4A financial meeting will be arranged with the officers of the Committee and the Chief Coach to plan and review the finances for the next year. Expected expenditure to be discussed along with any training requirements of the staff and costs to ensure the budget is set alongside the Club Development Plan.
8.5An independent review of the annual accounts should be arranged in time for the accounts to be presented to the November Committee meeting.
8.6End of year accounts to be presented at the AGM and then communicated by e mail to all members of Club with the January newsletter.
9.CLUB RESERVES
9.1Club has a proactive approach to managing Club reserves so that funds are available in emergency situations. The Coronavirus pandemic provides an example of significant loss of income from a range of income sources such as a reduction in membership.
9.2Club reserves are financial funds which club has built up over years and are kept to use when unexpected challenges arise. Significant rise in pool hire due to electricity increases and reduction in membership due to the cost of living crisis are examples that require consideration.
10.REFERENCES
Managing Club Finances , Swim England
Reviewed by W Orr February 2024
Next Review February 2025
Version 1
1.PURPOSE
The purpose of this document is to set out the financial rules of Ashton Central Swimming Club; to ensure club finances are managed correctly and that this can be demonstrated if required.
2.CLUB BANK ACCOUNT
2.1Club has one current (community bank account) and one savings (business premium) account with Barclays Bank. Signatories on the accounts are the Treasurer and Chairman.
2.2Payments can be made by Cheque, On-line banking or by Bank Card. Both Treasurer and Chairman have access. There is no dual authorisation required or set up for any transaction. For this reason, it is important that the Treasurer and Chair should review transactions on the bank account at least once a month and either party should query and unusual transactions and request to see supporting documentation and bank statements when deemed necessary.
2.3The Committee can request to see bank statements and supporting documentation at committee meetings.
3.TREASURERS RESPONSIBILITIES
The Treasurer is responsible for the finances of the club including:-
3.1Producing a budget.
3.2Actual income and expenditure against budget
3.3Paying invoices
3.4Maintaining financial records
3.5Pursuing debts
3.6Providing advice and support to the club on financial matters
3.7Producing a monthly report to committee
3.8Producing an annual set of accounts
4.PREPARING A BUDGET
4.1A rolling two-year budget should be prepared and should be reviewed annually against actual.
4.2The budget is required for Swim mark Accreditation and is due in July of each year.
4.3Producing a Club budget will help identify any potential difficulties before they happen. Knowing how the club is performing against the budget supports decision making.
5.BANK STATEMENTS
5.1 The bank statements should be checked promptly on receipt to ensure that all deposits have been received and that no unauthorised payments have been made from the bank account.
Any discrepancies should be queried promptly with the bank.
5.2 All information is inputted onto spreadsheet data base and a manual record is also kept.
6.INCOME
6.1All income is checked and recorded. Any debts are pursued promptly. If this is fees then these are pursued in accordance with club rules.
6.2Club preferred method of payment of fees is by standing order on the first of each month. However, bank transfer is also acceptable providing it is paid on time. This prevents increase in cash flow and the need to provide receipts.
6.3Cash will be accepted for minor payments, for example badges and tickets and will be kept as petty cash as long as this amount doesn’t exceed £300. Any amount above this will be put into the bank account as soon as possible. All cash is accounted for in the accounts.
6.4Small amounts can also be paid via a card machine. This provides convenience for the customer and limits cash flow. SUM UP percentage is currently 1.7%.
7.EXPENDITURE
The treasurer is responsible for paying the operational costs of the club, on time and in accordance with any specific agreements. All expenditure will be supported by an invoice which will be held on file.
8.REPORTING ACCOUNTS
8.1A record of receipts and payments, income and expenditure is to be maintained on an ongoing basis by the Treasurer.
8.2A monthly financial position statement should be presented to the Committee.
8.3A final set of accounts should be produced at the end of the club’s financial year which is 31st October.
8.4A financial meeting will be arranged with the officers of the Committee and the Chief Coach to plan and review the finances for the next year. Expected expenditure to be discussed along with any training requirements of the staff and costs to ensure the budget is set alongside the Club Development Plan.
8.5An independent review of the annual accounts should be arranged in time for the accounts to be presented to the November Committee meeting.
8.6End of year accounts to be presented at the AGM and then communicated by e mail to all members of Club with the January newsletter.
9.CLUB RESERVES
9.1Club has a proactive approach to managing Club reserves so that funds are available in emergency situations. The Coronavirus pandemic provides an example of significant loss of income from a range of income sources such as a reduction in membership.
9.2Club reserves are financial funds which club has built up over years and are kept to use when unexpected challenges arise. Significant rise in pool hire due to electricity increases and reduction in membership due to the cost of living crisis are examples that require consideration.
10.REFERENCES
Managing Club Finances , Swim England
Changing Room Policy:
Written October 2016
Reviewed March 2023
Next Review February 2024
Version 4
1. Purpose
To clarify how parents/carers and swimming club staff are to exercise their duty of care to safeguard children and young people in the swimming pool changing rooms.
2. Changing Facilities used by the Club
2.1 The Club use 2 pools for training purposes. Changing facilities at Ashton and Newton Pool are a changing village.
2.2 On occasions our team will swim in meets at various venues. It is the responsibility of the parent/carer to find out what type of changing facility is at the pool.
3. Personal belongings in Changing Rooms
3.1 The Club will take no responsibility whatsoever for items left in the changing rooms.
3.2 Swimmers’ bags should be taken onto the poolside with them and are the swimmers responsibility.
4. Conduct of the Swimmers in the Changing Rooms
4.1 The Club has high expectations of its swimmers and requires them to abide by the Clubs 'Code of Conduct' which has been agreed by Committee and published on the Club website.
4.2 Parents/Carers should address any concerns in the changing room behaviour to the Child Welfare Officer. [email protected]
4.3 Swimmers must ensure that they vacate the changing room within 15 minutes after the closure of the session.
4.4 Wavepower’s changing room policy prohibits all use of mobile phones and all devices with cameras in the changing areas during Swim England activities. This includes our club training sessions, galas and all activities held by Ashton Central Swimming Club.
5. Duty of Care to Swimmers in the Changing Rooms
5.1 Swim England do not recommend adults to supervise changing facilities as that places them and the swimmer at risk of allegations of improper behaviour and a precedent that could potentially lead to children being put at risk. This includes parents/carers and the club teaching staff.
5.2 Parents/carers are responsible for their children in the changing rooms prior to, during and after the club training session.
5.3 Parents are advised not to stay in the changing rooms whilst the children are getting changed, unless the swimmer is of an age where assistance is required from the parent/carer.
5.4 Children aged 8 years old and under may require assistance or those with additional specific needs.
5.5 If the parent/carer is required to enter a segregated changing room, then they must be of same the sex.
5. 5 The Club has a 'Duty of Care' to safeguard the children and thus has a responsibility for the well-being of the children when they are in the changing room. However there is no specific legal requirement regarding the use of changing facilities (Child Protection in Sport Unit briefings, 2016)
6. Duty of the coach/teacher during the club session
6.1 The swimmers are the Club's responsibility during the session, under the Duty of Care, of the coach/teacher.
6.2 If the swimmer wishes to leave the pool area then the coach/teacher needs to be aware of this.
6.3 If the swimmer does not return within a reasonable time, or is upset when returning then the coach/teacher is required to alert:-
6.3.1 The parent if the swimmer is 12 years or under as the parents are required to stay with their child at the session. Swim watch with other designated parents is allowed.
6.3.2 A committee member/ parent/ a junior poolside helper and another person ( 2 people is recommended) to enter the changing rooms, if the child is 13 years or over.
7. Responsibilities after the session is completed
7.1 Swimmers should vacate the changing rooms within 15 minutes of the session being completed. (If it is the last session before the facility is closing)
7.2 All swimmers aged 12 and under are required to have a parent present at the session and take responsibility for their child's welfare.
7.3 Parents of swimmers aged 13 years and over who are 'dropped' off for the session, are required to return to the pool complex promptly at the session finishing time to assume responsibility for their child whilst they are in the changing room. If the parent/carer are delayed they must ensure that their child is aware of the safe action to take whilst waiting for them to arrive.
7.4 Parents/carers should contact a nominated individual to ensure the swimmer is adequately supervised until collected by the parent/carer. This could be the coach/teacher, committee member or another parent. (Refer to ASA late collection of children for guidance.)
8. Complaints
8.1 If the club receives any complaint about an incident that has occurred between a swimmer and any person, the Club will:-
8.1.1 Investigate the matter if the other person is a club member
8.1.2 Inform the pool manager if the incident involves a council staff member or a member of the public, who will then investigate.
8.1.3 Inform the Club child welfare officer.
Reviewed March 2023
Next Review February 2024
Version 4
1. Purpose
To clarify how parents/carers and swimming club staff are to exercise their duty of care to safeguard children and young people in the swimming pool changing rooms.
2. Changing Facilities used by the Club
2.1 The Club use 2 pools for training purposes. Changing facilities at Ashton and Newton Pool are a changing village.
2.2 On occasions our team will swim in meets at various venues. It is the responsibility of the parent/carer to find out what type of changing facility is at the pool.
3. Personal belongings in Changing Rooms
3.1 The Club will take no responsibility whatsoever for items left in the changing rooms.
3.2 Swimmers’ bags should be taken onto the poolside with them and are the swimmers responsibility.
4. Conduct of the Swimmers in the Changing Rooms
4.1 The Club has high expectations of its swimmers and requires them to abide by the Clubs 'Code of Conduct' which has been agreed by Committee and published on the Club website.
4.2 Parents/Carers should address any concerns in the changing room behaviour to the Child Welfare Officer. [email protected]
4.3 Swimmers must ensure that they vacate the changing room within 15 minutes after the closure of the session.
4.4 Wavepower’s changing room policy prohibits all use of mobile phones and all devices with cameras in the changing areas during Swim England activities. This includes our club training sessions, galas and all activities held by Ashton Central Swimming Club.
5. Duty of Care to Swimmers in the Changing Rooms
5.1 Swim England do not recommend adults to supervise changing facilities as that places them and the swimmer at risk of allegations of improper behaviour and a precedent that could potentially lead to children being put at risk. This includes parents/carers and the club teaching staff.
5.2 Parents/carers are responsible for their children in the changing rooms prior to, during and after the club training session.
5.3 Parents are advised not to stay in the changing rooms whilst the children are getting changed, unless the swimmer is of an age where assistance is required from the parent/carer.
5.4 Children aged 8 years old and under may require assistance or those with additional specific needs.
5.5 If the parent/carer is required to enter a segregated changing room, then they must be of same the sex.
5. 5 The Club has a 'Duty of Care' to safeguard the children and thus has a responsibility for the well-being of the children when they are in the changing room. However there is no specific legal requirement regarding the use of changing facilities (Child Protection in Sport Unit briefings, 2016)
6. Duty of the coach/teacher during the club session
6.1 The swimmers are the Club's responsibility during the session, under the Duty of Care, of the coach/teacher.
6.2 If the swimmer wishes to leave the pool area then the coach/teacher needs to be aware of this.
6.3 If the swimmer does not return within a reasonable time, or is upset when returning then the coach/teacher is required to alert:-
6.3.1 The parent if the swimmer is 12 years or under as the parents are required to stay with their child at the session. Swim watch with other designated parents is allowed.
6.3.2 A committee member/ parent/ a junior poolside helper and another person ( 2 people is recommended) to enter the changing rooms, if the child is 13 years or over.
7. Responsibilities after the session is completed
7.1 Swimmers should vacate the changing rooms within 15 minutes of the session being completed. (If it is the last session before the facility is closing)
7.2 All swimmers aged 12 and under are required to have a parent present at the session and take responsibility for their child's welfare.
7.3 Parents of swimmers aged 13 years and over who are 'dropped' off for the session, are required to return to the pool complex promptly at the session finishing time to assume responsibility for their child whilst they are in the changing room. If the parent/carer are delayed they must ensure that their child is aware of the safe action to take whilst waiting for them to arrive.
7.4 Parents/carers should contact a nominated individual to ensure the swimmer is adequately supervised until collected by the parent/carer. This could be the coach/teacher, committee member or another parent. (Refer to ASA late collection of children for guidance.)
8. Complaints
8.1 If the club receives any complaint about an incident that has occurred between a swimmer and any person, the Club will:-
8.1.1 Investigate the matter if the other person is a club member
8.1.2 Inform the pool manager if the incident involves a council staff member or a member of the public, who will then investigate.
8.1.3 Inform the Club child welfare officer.
General Data Protection Regulations (GDPR) Policy:
Written February 2019
Reviewed September 2021
Reviewed July 2023
Next Review July 2024
Reviewed W. Orr
Version 4
4. Data Collection
4.1 The principal reasons that club collect personal data are;
4.3 The data we collect is:
5 Information usage
6.1 In order to perform some of the voluntary roles within club it necessary to be in possession of membership data. This information sharing is on a need to know basis and the following people may see data in full or in part.
7. Retention of information
7.1 Personal data will be kept for the duration of the membership with club in order to properly manage the membership. The information is stored on IT systems which are password protected. Paper copies are held with an elected officer of the club. It is the members responsibility to ensure the information club holds is current.
7.2 Generally, where there is no legal requirement to retain paper and electronic records, when membership of the club has ceased then records are destroyed by shredding. However, information that is relevant to personal injury or discrimination claims may be retained until the claim has been resolved.
8 Members rights
(Applies to parent / carers if under 18 years of age) in regard to personal data
You have the following rights in relation to personal information;
To access personal data or to discuss changes needed etc, requests should be made in writing to the [email protected]
Reviewed September 2021
Reviewed July 2023
Next Review July 2024
Reviewed W. Orr
Version 4
- Introduction
- Statement
- Aims and Objectives
4. Data Collection
4.1 The principal reasons that club collect personal data are;
- to fulfil the legal obligations for health and safety, insurance and child protection
- to assist with the provision of our service, register collation, collection of fees
- to communicate and share information regarding events
4.3 The data we collect is:
- Name, title, e mail addresses and telephone numbers
- Date of Birth
- Gender
- Membership start date
- Financial transactions
- Health related information
- Attendance at training sessions
- Records of interactions, for example telephone conversations, e mails
- Disclosure and Barring Services reports
- Qualifications, courses and certificates ( relative to swimming club)
- Swim England registration number
- Images such as photographs or video recordings ( see photograph policy)
- Details of next of kin and contacts
- Any disciplinary or grievance records
- Records of any rankings, competition results, times for swimming in galas and time trials
5 Information usage
- to administer your membership with club and register with the Swim England
- to manage financial transactions
- to communicate with members regarding, events, galas, newsletters
- to process competition entries and galas
- to analyse performance and publicise results
- to meet legal obligations, i.e safeguarding
- to respond to any members queries, complaints and compliments
6.1 In order to perform some of the voluntary roles within club it necessary to be in possession of membership data. This information sharing is on a need to know basis and the following people may see data in full or in part.
- Membership secretary
- Chairman
- Treasurer
- Secretary
- Child Welfare Officer
- Coaches
- Team manager
- Swim England Co-ordinator
- Committee members
7. Retention of information
7.1 Personal data will be kept for the duration of the membership with club in order to properly manage the membership. The information is stored on IT systems which are password protected. Paper copies are held with an elected officer of the club. It is the members responsibility to ensure the information club holds is current.
7.2 Generally, where there is no legal requirement to retain paper and electronic records, when membership of the club has ceased then records are destroyed by shredding. However, information that is relevant to personal injury or discrimination claims may be retained until the claim has been resolved.
8 Members rights
(Applies to parent / carers if under 18 years of age) in regard to personal data
You have the following rights in relation to personal information;
- to be informed how your personal information is being used
- to request a copy of any of the information the club keeps about the member
- to amend any of the information held at any time
- to request for information to be deleted, although club will continue to store personal data to meet legal requirements, safeguarding and Swim England requirements.
- to refuse the use of photography (see photograph policy) and the publication of photographs on notice boards, social media and club website
- for data to be transferred or shared with another club.
To access personal data or to discuss changes needed etc, requests should be made in writing to the [email protected]
Procedure for Making and Handling of Complaints:
Written: May: 2017
Reviewed: June 2018
Reviewed: March 2019
Reviewed March 2023
Review: March 2025
Version: 4
1. Introduction
2. Objective
3. Safeguarding Allegation.
This policy does not cover safeguarding concerns as they are covered by the club safeguarding policy and ASA Wavepower document. Any safeguarding concern needs to be referred immediately to the club’s Welfare Officer. (details available on Notice boards and club website.
4. Complaint stages
4.1 Informal Complaints
4.1.1 Many causes for concern are as a result of a misunderstanding, which can be quickly resolved at the early stages. Swimmers and parents with a concern are encouraged to raise this informally, in the first instance, with the person most responsible for that role. i.e. The coach if it is a coaching matter or a committee member if it is any other concern about club activities.
4.2.1 If the informal stage of the complaints procedure has not produced an acceptable resolution, a formal written complaint may be made. A formal complaint should be logged within 20 days of the act or omission giving rise to it. Only in exceptional circumstances will a complaint be considered outside of this time scale.
4.2.2 In some circumstances the complainant may choose to make a formal complaint without going through the informal procedure.
4.2.3 Any written complaint is automatically considered to be a formal complaint.
4.2.4 To enter a formal complaint the complainant must put the complaint in writing to the club secretary.(Contact details can be found on the notice board)
4.2.5 If formal complaints are received by any other volunteer these should be forwarded to the club secretary before any further action is taken. The club secretary will then forward the complaint to the appropriate appointed committee member who will then:
1
Provide a written acknowledgement to the complainant within 5 working days, informing them of receipt and investigation.
2
Inform any volunteers, coaches or committee members concerned within 3 working days that a complaint has been submitted.
3
Investigate the complaint, this may involve meeting the complainant.
4
Identify appropriate course of action in an attempt to resolve the complaint.
5
Provide a written response to the complainant.
6
Feedback to club secretary so that a formal log can be completed and documents saved.
5 Monitoring and recording of complaints.
The monitoring and recording of all formal complaints is the responsibility of the club secretary, who will ensure that an annual review takes place and the number and nature of formal complaints received during the preceding year is made available to the committee, if requested.
Appendix 1
Complaints Investigation Tool kit
1.1 Investigator details
Name:
Position:
Telephone Number:
email address:
1.2 Complainant information
Name:
Swimmers Name:
Subject of complaint:
1.3 Has there been an incident or accident related to the complaint, if so what?
1.4 Complainants questions to be answered
1
2
3
4
5
1.5 List of persons involved in the complaint
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
1.6 Statement sheet (use additional sheets if required)
Interviewee's Signature................................................................
Date...........................................................................................
1.7 Timeline of events
DATE
ACTIONS
1.8 Findings/explanations in response to complaints
1
2
3
4
5
1.9 Response to use for the conclusion of investigation.
Appendix 2
Action plan/lessons learned
Lessons learned
Action required
Comments
Date to be completed
Person responsible
Completed by Name...............................................Date............................................
Reviewed: June 2018
Reviewed: March 2019
Reviewed March 2023
Review: March 2025
Version: 4
1. Introduction
- Ashton Central Swimming Club is committed to providing high quality swimming tuition and training to its members. Our intention is to promote the swimming stroke, speed and stamina of all its members, enabling them to reach their full potential. The committee support our voluntary staff to do this, but on some occasions parents / guardians may be unhappy with the process.
- The committee place a high priority upon handling complaints, and recognises that constructive feedback, criticisms and complaints can be valuable aids to improving services. Complaining is one of several ways in which parents of swimmers and our adult swimmers can make their views known.
2. Objective
- This policy outlines the process by which swimmers and parents can complain and how complaints will be handled when raised.
- The primary function of the policy is to ensure that swimmers and parents have guidance on how to complain and the procedures that are in place to address the issues and concerns raised by people with the aim of achieving a resolution where possible.
3. Safeguarding Allegation.
This policy does not cover safeguarding concerns as they are covered by the club safeguarding policy and ASA Wavepower document. Any safeguarding concern needs to be referred immediately to the club’s Welfare Officer. (details available on Notice boards and club website.
4. Complaint stages
4.1 Informal Complaints
4.1.1 Many causes for concern are as a result of a misunderstanding, which can be quickly resolved at the early stages. Swimmers and parents with a concern are encouraged to raise this informally, in the first instance, with the person most responsible for that role. i.e. The coach if it is a coaching matter or a committee member if it is any other concern about club activities.
- The club strive to Investigate and feed back to the swimmer or parent within 15 days of the concern being raised.
- Records of such a concern will not normally be retained or recorded, unless the complainant wishes it to.
4.2.1 If the informal stage of the complaints procedure has not produced an acceptable resolution, a formal written complaint may be made. A formal complaint should be logged within 20 days of the act or omission giving rise to it. Only in exceptional circumstances will a complaint be considered outside of this time scale.
4.2.2 In some circumstances the complainant may choose to make a formal complaint without going through the informal procedure.
4.2.3 Any written complaint is automatically considered to be a formal complaint.
4.2.4 To enter a formal complaint the complainant must put the complaint in writing to the club secretary.(Contact details can be found on the notice board)
4.2.5 If formal complaints are received by any other volunteer these should be forwarded to the club secretary before any further action is taken. The club secretary will then forward the complaint to the appropriate appointed committee member who will then:
1
Provide a written acknowledgement to the complainant within 5 working days, informing them of receipt and investigation.
2
Inform any volunteers, coaches or committee members concerned within 3 working days that a complaint has been submitted.
3
Investigate the complaint, this may involve meeting the complainant.
4
Identify appropriate course of action in an attempt to resolve the complaint.
5
Provide a written response to the complainant.
6
Feedback to club secretary so that a formal log can be completed and documents saved.
- In all stages of this process email communication is an acceptable form of written documentation.
- Where a committee member has a vested interest or a family connection to any of the parties involved in the complaint, they should report this conflict of interest and allow another appropriate member of the committee to take charge. This includes any committee discussion which may take place about the complaint. In the interest of all parties involved they must be excluded from this process.
- It is expected that almost all complaints should be capable of resolution It at stage one following this procedure and that the matter will be resolved within 20 working days where has the right to appeal.
- Formal complaints: stage 2 –Appeal.
- If an appeal is deemed appropriate by the chair he/she will hold an appeal hearing, which isn’t intended to repeat the detailed investigation of the complaint, but to focus on specific factors which the complainant feels has received insufficient consideration, for example, inappropriate conduct of the investigation or unfairness of the investigation.
- The club chair may decide that there are insufficient grounds for an appeal, in which case the complainant will be notified and there will be no further right of appeal to the club.
- If a hearing is to be held it will normally take place as soon as is reasonably possible following receipt of the appeal letter, this will be no later than 20 working days. Appeals will be heard by the club chair who will have the final say on who will be present at the hearing.
- The complainant has the right to be accompanied to the hearing by a person of their choosing, the name and any status of this person will be notified to the chair at least 5 days in advance of the hearing. Any coach or volunteer involved will also be invited to attend and be accompanied by a person of their choice.
- The club secretary will be present at the hearing to keep a record of the proceedings and the club reserves the right to have a legal advisor or an ASA representative present during the hearing.
- Both the complainant and the volunteer involved in the earlier stage of investigation will be asked to submit and present evidence and be questioned on the evidence provided. If witnesses are called as part of the evidence, all parties have the right to question such witness.
- Whenever possible, inform the complainant of the outcomes of the hearing, in writing, not later than 5 working days after the hearing.
- The decision of the club chair is final and there will be no further right of appeal to the club.
- Email communication is an acceptable method of written communication during stage 2 of the complaints procedure unless the complainant requests an alternative route.
5 Monitoring and recording of complaints.
The monitoring and recording of all formal complaints is the responsibility of the club secretary, who will ensure that an annual review takes place and the number and nature of formal complaints received during the preceding year is made available to the committee, if requested.
Appendix 1
Complaints Investigation Tool kit
1.1 Investigator details
Name:
Position:
Telephone Number:
email address:
1.2 Complainant information
Name:
Swimmers Name:
Subject of complaint:
1.3 Has there been an incident or accident related to the complaint, if so what?
1.4 Complainants questions to be answered
1
2
3
4
5
1.5 List of persons involved in the complaint
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
Name:
Job title/position:
Contact details:
Statement taken? Yes / no
1.6 Statement sheet (use additional sheets if required)
Interviewee's Signature................................................................
Date...........................................................................................
1.7 Timeline of events
DATE
ACTIONS
1.8 Findings/explanations in response to complaints
1
2
3
4
5
1.9 Response to use for the conclusion of investigation.
Appendix 2
Action plan/lessons learned
Lessons learned
Action required
Comments
Date to be completed
Person responsible
Completed by Name...............................................Date............................................
Photography And The Use Of Photographic Equipment Policy
Written: April: 2014
Reviewed: January 2016
Reviewed: February 2017
Reviewed: September 2018
Reviewed: October 2022
Reviewed: March 2023
Version:6
1. Introduction
1.1 This policy is written for Ashton Central Swimming Club. It includes Amateur Swimming Association (ASA) recommended best practice guidance, and Ashton Central Swimming Club’s policy on the use of photographic equipment during training sessions for the purpose of skill and stroke improvement.
1.2 This guidance applies to all photographs being taken on film or digital cameras including mobile telephones and any form of moving pictures including video recordings (and video streaming).
1.3 The term ‘’child’’ includes anyone under the age of 18 years.
1.4 It is acknowledged that the majority of images are taken in good faith and appropriate, however it is a known fact that images can be misused and children can be put at risk if procedures are not adhered to.
2. Aim of the policy
2.1 As in all matters concerned with the safeguarding of children, the ASA aims to help clubs establish and develop good practice.
2.2 The ASA aims to help clubs avoid three potential sources of child abuse;
2.2.1 The use, adaptation, or copying of images for child abuse, either on the Internet or in print.
2.2.2 The possible identification of a child when an image is accompanied by significant personal information, which can lead to the child being ‘groomed’.
2.2.3 The identification and locating of children where there are safeguarding children concerns. Such cases would include, for examples, children who could be compromised by any image because; they are removed from their family for their own safety; there are restrictions on their contact with one parent following a parental separation; they are a witness in criminal proceedings.
2.3 The ASA have been aware of such cases where the photographing of swimmers has been used for illicit purposes. Such illicit photographs are taken by persons purporting to be official photographers, hence the ruling that no one unconnected with the event i.e not a parent / carer who takes photographs unless they are a suitable approved photographer and have consent of the meet manager or the club committee.
3. Ashton Central Swimming Club’s recommended best practice
3.1 The publishing of a photograph of a swimmer under 18 either on a notice board or in a published article or video recording (including video streaming) should only be done with parental consent in line with ASA guidelines.
3.2 A parent or guardian has the right to refuse to have their child photographed. The exercise of this right of refusal should not be used as grounds for refusing entry of the child in the swimming pool. Therefore, any photograph that may go to press or on a notice board, be it through a club member or official photographer, should have received written parental consent to do so. The template for completion is included in Appendix 1 of this policy.
3.3 Parents are allowed to take photographs of their own child, other swimmers may be included in the photograph but should not be the main focus of the photograph. However the parent / carer of another child does have the right to object to this practice if they do not want their child included in the photograph.
3.4 In the case of open meets and other competitions where the host club may have an official photographer present, all parents should be made aware of this by the team manager. If photographs are to be published then all parents should be given the opportunity to withhold their consent.
4. ASA guidelines on photographs for publication
4.1 Action shots should be a celebration of the sporting activity and not a sexual image in a sporting context.
4.2 Action shots should not be taken if the photograph reveals a torn or displaced costume.
4.3 Poolside shots of children should be above the waist only in a swimming costume, unless approved by the parent/guardian.Full length tracksuit shots are approved.
4.4 Photographs should not be taken from behind swimming blocks at the start of a race or exhibit swimmers climbing out of the pool.
4.5 Published photographs may identify the swimmer by name and club but should not include the home address or the school attended.
4.6 The ASA state that they do not wish to stop parents photographing their own children if they wish, but all clubs have to ensure they safeguard children’s wellbeing in the current climate of concern.
5. The Official Photographer
5.1 In some cases the committee may appoint a club member to be the official photographer. Any one carrying out this role should be DBS checked.
5.2 When the club uses a self-employed official photographer then the ASA recommends that the club committee see that the photographer has a current DBS and references from other service users.
5.3 All photographers acting in this capacity should be asked to:
5.3.1 Focus on the activity rather than on the individual child.
5.3.2 Include groups of children rather than individuals, if possible.
5.3.3 Ensure all those featured are appropriately dressed.
5.3.4 Represent the broad range of youngsters participating in swimming.
5.4 The committee will screen the photographer for their suitability just like they would with any other volunteer involved with the clubs activity.
6. Filming during club swimming sessions by Coach / Teacher.
6.1 The club may wish to take photographs and / or videos of individuals or groups of swimmers for the purpose of for example stroke development (under the water or on top of the water), under the age of 18. All photographs and videos will be taken in line with the ASA photography policy.
6.2 The photography of children during club sessions will be under the supervision of Coaches / Teachers and will only be used to assist with the skill / stroke development of the swimmer.
6.3 Written consent will be required from the parent, and an invitation will be given to them to attend the photograph session and to view the photograph / video.
6.4 Filming should cease and/ or the footage destroyed should any concerns be raised or if consent is withdrawn.
6.5 Once the photograph / video has been viewed by the swimmer and coach, the photograph / video will be removed after it has served its purpose.
7. Mobile telephones.
7.1 Mobile telephones should be registered as cameras if they are intended to be used as such. Whilst the ASA does not support the banning of phones, as children need them to keep in touch with parents, particularly in emergencies, they do support the requirement that phones should emit a ‘noticeable sound’ if the camera facility is used.
7.2 Members should be reminded that mobile phones should not be used in the changing rooms as cameras in line with ASA policy.
8. Photographs on website
8.1 Generally individuals’ photographs will not be kept on the Club website. The same applies to the club newsletter or any other printed materials.
8.2 The only exception to this is where the child’s parent gives specific written consent to the Club publishing photographs. This consent may be withdrawn at any time and the Club will take all reasonable steps to respect the wishes of the parent.
9. Social Media
No photographs of swimmers should be posted on social media without prior permission from the swimmers or parent / guardian.
Reviewed: January 2016
Reviewed: February 2017
Reviewed: September 2018
Reviewed: October 2022
Reviewed: March 2023
Version:6
1. Introduction
1.1 This policy is written for Ashton Central Swimming Club. It includes Amateur Swimming Association (ASA) recommended best practice guidance, and Ashton Central Swimming Club’s policy on the use of photographic equipment during training sessions for the purpose of skill and stroke improvement.
1.2 This guidance applies to all photographs being taken on film or digital cameras including mobile telephones and any form of moving pictures including video recordings (and video streaming).
1.3 The term ‘’child’’ includes anyone under the age of 18 years.
1.4 It is acknowledged that the majority of images are taken in good faith and appropriate, however it is a known fact that images can be misused and children can be put at risk if procedures are not adhered to.
2. Aim of the policy
2.1 As in all matters concerned with the safeguarding of children, the ASA aims to help clubs establish and develop good practice.
2.2 The ASA aims to help clubs avoid three potential sources of child abuse;
2.2.1 The use, adaptation, or copying of images for child abuse, either on the Internet or in print.
2.2.2 The possible identification of a child when an image is accompanied by significant personal information, which can lead to the child being ‘groomed’.
2.2.3 The identification and locating of children where there are safeguarding children concerns. Such cases would include, for examples, children who could be compromised by any image because; they are removed from their family for their own safety; there are restrictions on their contact with one parent following a parental separation; they are a witness in criminal proceedings.
2.3 The ASA have been aware of such cases where the photographing of swimmers has been used for illicit purposes. Such illicit photographs are taken by persons purporting to be official photographers, hence the ruling that no one unconnected with the event i.e not a parent / carer who takes photographs unless they are a suitable approved photographer and have consent of the meet manager or the club committee.
3. Ashton Central Swimming Club’s recommended best practice
3.1 The publishing of a photograph of a swimmer under 18 either on a notice board or in a published article or video recording (including video streaming) should only be done with parental consent in line with ASA guidelines.
3.2 A parent or guardian has the right to refuse to have their child photographed. The exercise of this right of refusal should not be used as grounds for refusing entry of the child in the swimming pool. Therefore, any photograph that may go to press or on a notice board, be it through a club member or official photographer, should have received written parental consent to do so. The template for completion is included in Appendix 1 of this policy.
3.3 Parents are allowed to take photographs of their own child, other swimmers may be included in the photograph but should not be the main focus of the photograph. However the parent / carer of another child does have the right to object to this practice if they do not want their child included in the photograph.
3.4 In the case of open meets and other competitions where the host club may have an official photographer present, all parents should be made aware of this by the team manager. If photographs are to be published then all parents should be given the opportunity to withhold their consent.
4. ASA guidelines on photographs for publication
4.1 Action shots should be a celebration of the sporting activity and not a sexual image in a sporting context.
4.2 Action shots should not be taken if the photograph reveals a torn or displaced costume.
4.3 Poolside shots of children should be above the waist only in a swimming costume, unless approved by the parent/guardian.Full length tracksuit shots are approved.
4.4 Photographs should not be taken from behind swimming blocks at the start of a race or exhibit swimmers climbing out of the pool.
4.5 Published photographs may identify the swimmer by name and club but should not include the home address or the school attended.
4.6 The ASA state that they do not wish to stop parents photographing their own children if they wish, but all clubs have to ensure they safeguard children’s wellbeing in the current climate of concern.
5. The Official Photographer
5.1 In some cases the committee may appoint a club member to be the official photographer. Any one carrying out this role should be DBS checked.
5.2 When the club uses a self-employed official photographer then the ASA recommends that the club committee see that the photographer has a current DBS and references from other service users.
5.3 All photographers acting in this capacity should be asked to:
5.3.1 Focus on the activity rather than on the individual child.
5.3.2 Include groups of children rather than individuals, if possible.
5.3.3 Ensure all those featured are appropriately dressed.
5.3.4 Represent the broad range of youngsters participating in swimming.
5.4 The committee will screen the photographer for their suitability just like they would with any other volunteer involved with the clubs activity.
6. Filming during club swimming sessions by Coach / Teacher.
6.1 The club may wish to take photographs and / or videos of individuals or groups of swimmers for the purpose of for example stroke development (under the water or on top of the water), under the age of 18. All photographs and videos will be taken in line with the ASA photography policy.
6.2 The photography of children during club sessions will be under the supervision of Coaches / Teachers and will only be used to assist with the skill / stroke development of the swimmer.
6.3 Written consent will be required from the parent, and an invitation will be given to them to attend the photograph session and to view the photograph / video.
6.4 Filming should cease and/ or the footage destroyed should any concerns be raised or if consent is withdrawn.
6.5 Once the photograph / video has been viewed by the swimmer and coach, the photograph / video will be removed after it has served its purpose.
7. Mobile telephones.
7.1 Mobile telephones should be registered as cameras if they are intended to be used as such. Whilst the ASA does not support the banning of phones, as children need them to keep in touch with parents, particularly in emergencies, they do support the requirement that phones should emit a ‘noticeable sound’ if the camera facility is used.
7.2 Members should be reminded that mobile phones should not be used in the changing rooms as cameras in line with ASA policy.
8. Photographs on website
8.1 Generally individuals’ photographs will not be kept on the Club website. The same applies to the club newsletter or any other printed materials.
8.2 The only exception to this is where the child’s parent gives specific written consent to the Club publishing photographs. This consent may be withdrawn at any time and the Club will take all reasonable steps to respect the wishes of the parent.
9. Social Media
No photographs of swimmers should be posted on social media without prior permission from the swimmers or parent / guardian.
| Consent Form.png |
Privacy Policy:
Written February 2022
Written by W Orr
Reviewed February 2023
Version 2
2 . Data Categories
2.1 The data we collect about you
You are not required (by law or by any contract with us) to provide personal information to us via the website. We will only require you to provide personal information to us where it is necessary for us to provide you with membership.
2.2 Information you provide to us
We collect personal information about our members when you complete the membership application form at your initial trial and when you complete the forms in the swimming club handbook which is e mailed to you on acceptance for admission to ACSC.
3. What personal information does ACSC collect about you?
We may collect, use, store and transfer different kinds of personal data about our swimmers, their parents/guardians and volunteers which we have grouped together as follows;
Identity Data
Swimmer name, date of birth, gender, sportswear size, medical information, information about club membership and membership in sports bodies and associations, ability group, attendance history, competition results, emergency contact, videos, photos, any additional comments, notes or information about a swimmer provided by you.
Results
Swimmer meet results and times accomplished. Time trial results, internal competition times and results and attendance records.
Swim Englandregistration data and numbers for swimmers and the club workforce/volunteers.
Safety
Background and criminal record checks results for the club workforce/volunteers, with consent.
Contact Data
Parent / legal guardian name, date of birth, and contact details, such as address, email and phone number.
Profile Data
includes your username and password on any member portal, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data
includes information about how you use our website and services.
Bank details
(if offered) to treasurer for transfer of monies.
Qualifications/ certificate
evidence of volunteers in respect of their role. Identification records e.g passports and identity records.
4.1 If you fail to provide personal data
Where ACSC need to collect personal data by law, or under the terms of a contract we have with you (i.e. your or your swimmer’s membership with the club) and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with normal services offered to club members we require completion and return of all the forms in the club handbook).
4.1.3 You can withdraw your consent and request erasure of your data at any time prior to the completion of your membership application which you may do by contacting the chair on the e mail below.
4.1.4. Please note, however, that the withdrawal of your consent it will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
4.2 Special Categories of personal information
4.2.1. We may also collect, store and use the following ‘special category data’ about you:
information about your race or ethnicity, religious beliefs, sexual orientation and political opinions; medical information about you which is collected purely for the purpose of ensuring your health and safety when competing and which will not be transferred to any third party save as specifically authorised by you, or in a medical emergency.
information about any relevant impairments that you may have.
4.2.2 We may not collect all of the above types of ‘special category data’ about you however, if we do process such data it will be on the basis that: the processing is necessary for reasons of substantial public interest, on a lawful basis;
it is necessary for the establishment, exercise or defence of legal claims; it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or based on your explicit consent.
For volunteers we may also collect criminal records information from/about you, this will be completed by the use of the Disclosure Barring Service.
We are concerned to protect the privacy of swimmers aged 17 or under. If swimmers are aged 17 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
4.3 How is your personal data collected?
We use different methods to collect data from and about you/your swimmer including through:
4.3.1 Direct interactions. You may give us your Identity Data, Contact Data and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
4.3.2 In becoming a registered swimmer, coach, official or volunteer, you will provide certain information to third parties including Swim England, Swim England Institute of Swimming, and British Swimming. This information may be shared with us.
4.3.3 If you are providing us with details of next of kin, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
5. How ACSC use swimmer and parent/legal guardian personal data
ASCC uses this information for the following purposes:
The table below describes the main purpose for which we process your personal information.
Written by W Orr
Reviewed February 2023
Version 2
- Purpose
- Ashton Central Swimming Club respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you. In this privacy policy we explain how we collect and use your personal information.
- Ashton Central Swimming Club (hereinafter referred to as ACSC) are the data controller for the purposes of the Data Protection Act 2018 and the EU General Data Protection Regulation (GPDR). Details of how to contact us if you have any questions about privacy or data protection can be found below in the Contact Details section. We must have a lawful basis to process your personal data, and this policy explains what our lawful basis is in respect of each purpose for which we keep and use information about you.
2 . Data Categories
2.1 The data we collect about you
You are not required (by law or by any contract with us) to provide personal information to us via the website. We will only require you to provide personal information to us where it is necessary for us to provide you with membership.
2.2 Information you provide to us
We collect personal information about our members when you complete the membership application form at your initial trial and when you complete the forms in the swimming club handbook which is e mailed to you on acceptance for admission to ACSC.
3. What personal information does ACSC collect about you?
We may collect, use, store and transfer different kinds of personal data about our swimmers, their parents/guardians and volunteers which we have grouped together as follows;
Identity Data
Swimmer name, date of birth, gender, sportswear size, medical information, information about club membership and membership in sports bodies and associations, ability group, attendance history, competition results, emergency contact, videos, photos, any additional comments, notes or information about a swimmer provided by you.
Results
Swimmer meet results and times accomplished. Time trial results, internal competition times and results and attendance records.
Swim Englandregistration data and numbers for swimmers and the club workforce/volunteers.
Safety
Background and criminal record checks results for the club workforce/volunteers, with consent.
Contact Data
Parent / legal guardian name, date of birth, and contact details, such as address, email and phone number.
Profile Data
includes your username and password on any member portal, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data
includes information about how you use our website and services.
Bank details
(if offered) to treasurer for transfer of monies.
Qualifications/ certificate
evidence of volunteers in respect of their role. Identification records e.g passports and identity records.
- Data collection
4.1 If you fail to provide personal data
Where ACSC need to collect personal data by law, or under the terms of a contract we have with you (i.e. your or your swimmer’s membership with the club) and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with normal services offered to club members we require completion and return of all the forms in the club handbook).
- In the case of non-return of the required information, we may have to cancel your or your swimmer’s membership, but we will notify you if this is the case at the time.
4.1.3 You can withdraw your consent and request erasure of your data at any time prior to the completion of your membership application which you may do by contacting the chair on the e mail below.
4.1.4. Please note, however, that the withdrawal of your consent it will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
4.2 Special Categories of personal information
4.2.1. We may also collect, store and use the following ‘special category data’ about you:
information about your race or ethnicity, religious beliefs, sexual orientation and political opinions; medical information about you which is collected purely for the purpose of ensuring your health and safety when competing and which will not be transferred to any third party save as specifically authorised by you, or in a medical emergency.
information about any relevant impairments that you may have.
4.2.2 We may not collect all of the above types of ‘special category data’ about you however, if we do process such data it will be on the basis that: the processing is necessary for reasons of substantial public interest, on a lawful basis;
it is necessary for the establishment, exercise or defence of legal claims; it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or based on your explicit consent.
For volunteers we may also collect criminal records information from/about you, this will be completed by the use of the Disclosure Barring Service.
We are concerned to protect the privacy of swimmers aged 17 or under. If swimmers are aged 17 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
4.3 How is your personal data collected?
We use different methods to collect data from and about you/your swimmer including through:
4.3.1 Direct interactions. You may give us your Identity Data, Contact Data and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply for membership
- completion of forms in the club handbook
- create an account on our website
- enter swimming competitions
- provide us with feedback
- contact us for information
4.3.2 In becoming a registered swimmer, coach, official or volunteer, you will provide certain information to third parties including Swim England, Swim England Institute of Swimming, and British Swimming. This information may be shared with us.
4.3.3 If you are providing us with details of next of kin, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
5. How ACSC use swimmer and parent/legal guardian personal data
ASCC uses this information for the following purposes:
- To operate the club and allow swimmers and their parents / guardians to easily register for and attend swim meets, sign up for volunteering roles, access swim time histories and swimming practice photos and videos, practice management, for event management, communication, billing and collection of fees, and other services they request;
- To comply with national and regional sports bodies (e.g., Swim England) registration and membership requirements;
- Where we need to comply with a legal or regulatory obligation, or otherwise to protect ACSC legal rights or to prevent fraud or illegal activity.
The table below describes the main purpose for which we process your personal information.
5.5 Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:
Specific consent where you have provided specific consent to us using your personal information in a certain way, such as to send you email or texts.
Performance of a contract to allow us to provide member services associated with the day to day running of the club and its activities such as requests for payments, registers, and fees.
Legitimate Interest to send information on activities and events which have been arranged as part of membership.
Legal obligation to fulfil legal obligations for health and safety, insurance and child protection purpose
6.1 We may have to share your personal data with the parties set out below.
Service providers acting as processors based in the United Kingdom who provide IT and database services for swimmers and swimming competitions, Swim England and the Amateur Swimming Association.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services to ACSC.
6.2 We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
7. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to the club volunteers, committee members and other third parties who have a legitimate need to know. They are subject to a duty of confidentiality
ACSC will only use your personal information for the purposes for which it was collected, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If ACSC need to use your personal information for an unrelated purpose you will be notified and explanation given as to the legal basis which allows us to do so.
Please note that ACSC may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
10. Your Rights
10.1 You have the following rights in relation to your personal information:
The right to be informed about how your personal information is being used;
The right to access the personal information held about you;
The right to request the correction of inaccurate personal information held about you;
The right to access the personal information held about you;
The right to request the correction of inaccurate personal information held about you;
The right to request the erasure of your personal information in certain limited circumstances;
The right to restrict processing of your personal information where certain requirements are met;
The right to access the personal information held about you;
The right to object to the processing of your personal information;
The right to request the transfer of elements of your data either to you or another service provider;
The right to object to certain automated decision-making processes using your personal information.
10.2 You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However some rights have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
11. Contact details
Any questions regarding this policy, our practices, query or complaint should be sent to [email protected]
Specific consent where you have provided specific consent to us using your personal information in a certain way, such as to send you email or texts.
Performance of a contract to allow us to provide member services associated with the day to day running of the club and its activities such as requests for payments, registers, and fees.
Legitimate Interest to send information on activities and events which have been arranged as part of membership.
Legal obligation to fulfil legal obligations for health and safety, insurance and child protection purpose
- Disclosures of your personal data
6.1 We may have to share your personal data with the parties set out below.
Service providers acting as processors based in the United Kingdom who provide IT and database services for swimmers and swimming competitions, Swim England and the Amateur Swimming Association.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services to ACSC.
6.2 We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
7. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to the club volunteers, committee members and other third parties who have a legitimate need to know. They are subject to a duty of confidentiality
- Data retention
- We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or accounting requirements.
- The duration for which personal information is retained will differ depending on the type of information and the reason why it is collected from you. However, in some cases personal information may be retained on a long-term basis; for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements.
- For example, information that may be relevant to personal injury claims or discrimination claims which may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation might not start to run until a long time after the event,
- We will continue to store individuals’ performance data which form part of the club’s competitive records.
ACSC will only use your personal information for the purposes for which it was collected, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If ACSC need to use your personal information for an unrelated purpose you will be notified and explanation given as to the legal basis which allows us to do so.
Please note that ACSC may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
10. Your Rights
10.1 You have the following rights in relation to your personal information:
The right to be informed about how your personal information is being used;
The right to access the personal information held about you;
The right to request the correction of inaccurate personal information held about you;
The right to access the personal information held about you;
The right to request the correction of inaccurate personal information held about you;
The right to request the erasure of your personal information in certain limited circumstances;
The right to restrict processing of your personal information where certain requirements are met;
The right to access the personal information held about you;
The right to object to the processing of your personal information;
The right to request the transfer of elements of your data either to you or another service provider;
The right to object to certain automated decision-making processes using your personal information.
10.2 You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However some rights have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
11. Contact details
Any questions regarding this policy, our practices, query or complaint should be sent to [email protected]
Risk Assessment Policy and Procedures
Written: May 2014
Reviewed September 2021
Reviewed March 2023
Version 8
2. Responsibilities
Committee members and teaching staff have responsibilities by;
2.2 Ensuring risk assessments for activities are undertaken, control measures are identified and implemented, and the outcomes communicated to club members and Swim England, as required.
3. Definitions
For the purpose of this policy the following definitions apply;
3.1 Potential Hazard: Something with the potential to cause harm or damage
3.2 Potential Risk: What could potentially happen and to who
3.3 Risk Rating: The overall judgment of the level of risk which may arise from the hazard, based upon the likelihood of the event occurring and the potential severity of the consequence
3.4 Control Measures: Method used to reduce or control risks arising from identified hazards
3.5 Residual Risk: The level of risk remaining once control measures have been applied to reduce risks so far as is reasonably practicable.
4. Elements for the Identification of Hazards
5. Risk Evaluation and Estimation
5.1 Once the hazards associated with the activities have been identified, it becomes necessary to establish what the potential hazardous outcomes or events could be associated with the hazard.
Consider:
5.2 The next stage is to examine the likelihood of a hazardous event occurring. Infrequently occurring hazards present less risk than frequently occurring hazards.
5.3 Once the likelihood has been determined the probable severity of the hazardous event should be considered.
6. Risk Matrix (Swim England)
The matrix illustrates how the risks are to be evaluated using the five point model.
Reviewed September 2021
Reviewed March 2023
Version 8
- Introduction
- The purpose of a risk assessment is to identify hazards and evaluate any associated risks to health and safety arising from Ashton Central Swimming Club’s activities, enabling informed decisions to be taken to eliminate or minimise any risk or harm to those who may be affected.
- Risk assessments are a legal requirement under the Management of Health and Safety at Work Regulations and recommended by Swim England.
- Risk assessments do not have to be complicated, but the level of detail in them should be relevant to the level of risks involved with the activity. Risk Assessments will clarify procedures and policies which the club already have in place but formally document them. The analytical process involved with risk assessment and control can also result in the identification of efficiencies in existing processes.
- Risk assessments can also assist in the identification of requirements and changes in practice for example in levels of, instruction, information, training and supervision that may be required for the activity.
2. Responsibilities
Committee members and teaching staff have responsibilities by;
- Assisting with and participating in the process of risk assessment.
2.2 Ensuring risk assessments for activities are undertaken, control measures are identified and implemented, and the outcomes communicated to club members and Swim England, as required.
- Ensure that mechanisms are in place for safe systems of work, and if appropriate standard operating procedures are in place.
- Ensure that any risk assessments where control measures are out of the clubs control are communicated to the appropriate authority, i.e safeguarding, swimming pool managers.
- Ensure that allocation of resources is adequate to ensure control measures are achievable.
- Setting up of frameworks within committee meetings whereby identified risks can be discussed.
3. Definitions
For the purpose of this policy the following definitions apply;
3.1 Potential Hazard: Something with the potential to cause harm or damage
3.2 Potential Risk: What could potentially happen and to who
3.3 Risk Rating: The overall judgment of the level of risk which may arise from the hazard, based upon the likelihood of the event occurring and the potential severity of the consequence
3.4 Control Measures: Method used to reduce or control risks arising from identified hazards
3.5 Residual Risk: The level of risk remaining once control measures have been applied to reduce risks so far as is reasonably practicable.
4. Elements for the Identification of Hazards
- List the activities undertaken
- Identify the potential hazards
- Identify what could happen
- Identify existing control measures and assess the risk
- Effectively reduce the risk of the hazard
5. Risk Evaluation and Estimation
5.1 Once the hazards associated with the activities have been identified, it becomes necessary to establish what the potential hazardous outcomes or events could be associated with the hazard.
Consider:
- Who could be harmed?
- By what?
- How?
5.2 The next stage is to examine the likelihood of a hazardous event occurring. Infrequently occurring hazards present less risk than frequently occurring hazards.
5.3 Once the likelihood has been determined the probable severity of the hazardous event should be considered.
6. Risk Matrix (Swim England)
The matrix illustrates how the risks are to be evaluated using the five point model.
Risk Rating Action:
1-3: No Action
4-7: Monitor
8-12: Action Required
13-19: Urgent Action Required
16-25: Stop Activity Immediately
Risk assessment is the overall judgement of the level of risk arising from the hazard, based upon the likelihood of the hazard occurring and the potential severity, taking into account existing measures that are already established to be in place to reduce / control the risk. Using the matrix as a guide each identified risk is assessed to identify the risk rating.
Likelihood x Severity = Risk Rating
7. Risk Control
Suitable and sufficient risk control measures will be identified and implemented to ensure that all risks are appropriately controlled and meet legal requirements as a minimum.
Risk control measures are methods used which reduce/control risks where reasonably practicable arising from the hazard.
8. Communication
Risk Assessments should be communicated to;
Committee members, safeguarding lead, coaches, teachers and swimming pool
managers if appropriate.
It is a requirement that risk assessments are communicated to Swim England as part of the Swim Mark.
9. Record Keeping
Risk assessments should be reviewed every year or when necessary. e.g a change in practice or following an incident.
1-3: No Action
4-7: Monitor
8-12: Action Required
13-19: Urgent Action Required
16-25: Stop Activity Immediately
Risk assessment is the overall judgement of the level of risk arising from the hazard, based upon the likelihood of the hazard occurring and the potential severity, taking into account existing measures that are already established to be in place to reduce / control the risk. Using the matrix as a guide each identified risk is assessed to identify the risk rating.
Likelihood x Severity = Risk Rating
7. Risk Control
Suitable and sufficient risk control measures will be identified and implemented to ensure that all risks are appropriately controlled and meet legal requirements as a minimum.
Risk control measures are methods used which reduce/control risks where reasonably practicable arising from the hazard.
8. Communication
Risk Assessments should be communicated to;
Committee members, safeguarding lead, coaches, teachers and swimming pool
managers if appropriate.
It is a requirement that risk assessments are communicated to Swim England as part of the Swim Mark.
9. Record Keeping
Risk assessments should be reviewed every year or when necessary. e.g a change in practice or following an incident.
Safeguarding Policy:
Written: May 2014
Reviewed: May 2016
Reviewed: May 2017
Reviewed: March 2023
Reviewed: February 2024
Version: 5
to raise awareness and reporting of possible cases of abuse;
to ensure effective communication between all volunteers;
to clarify procedure for reporting issues of possible child abuse;
to allow all volunteers to make informed and confident responses to specific safeguarding issues.
Physical, Sexual, Emotional and Neglect.
If there is a suspicion that the child is a victim of abuse then this is reported immediately to the child Welfare officer.
Any action in dealing with the suspected abuse should be in line with the ASA guidelines.
All parties involve should handle the investigation with sensitivity, with the interest of the child paramount.
All safeguarding issues are strictly confidential.
Good practice means:
Always working in an open environment (e.g. avoiding private or unobserved situations)
Treating all children equally, and with respect and dignity.
Always putting the welfare of each individual child first, before winning or achieving goals.
Maintaining a safe and appropriate distance with swimmers (e.g. it is not appropriate to have an intimate relationship with a child).
Building balanced relationships based on mutual trust which empowers children to share in the decision-making process;
Making swimming fun, enjoyable and promoting fairness.
Ensuring that if any form of manual/physical support is required, it should be provided openly and according to guidelines provided by the teacher’s education programmes. Some parents are becoming increasingly sensitive about manual support and their views should always be carefully considered.
Keeping up to date with the technical skills and qualifications, including safeguarding courses.
Involving parents for the responsibility of their children e.g. in the changing rooms, and staying at the sessions.
Ensuring that if mixed teams are taken to galas, a male and female escort should accompany them.
Ensuring that at galas or residential events, club volunteers should not enter children’s rooms or invite children into their rooms.
Being an excellent role model, this includes not smoking, drinking alcohol or using abusive language in the company of children.
Giving enthusiastic and constructive feedback rather than negative criticism.
Recognising the developmental needs and capacity of children avoiding excessive training or competition and not pushing them against their will
Keeping a written record of any injury that occurs, along with the details of any treatment given.
Requesting written parental consent for photography (see photograph policy)
Have current insurance cover
6.2 The following should be avoided except in emergencies. For example, a child sustains an injury and needs to go to hospital, or a parent fails to arrive to pick a child up at the end of a session:
Avoid spending excessive amounts of time alone with children away from others;
Avoid taking children to your home where they will be alone with you.
Avoid taking the child in your car when you are alone.
All volunteers complete an application form.
Disclosure and Barring Service will be carried out.
All volunteers will be former swimmers, parents or/and known to the officers of the committee prior to commencement of the role.
10.1 Poor Practice
If, following consideration, the allegation is clearly about poor practice; the Club Child Welfare Officer along with the Committee will deal with it as a misconduct issue.
If the allegation is about poor practice by the Club Child Welfare Officer, or if the matter has been handled inadequately and concerns remain, it should be reported to the club officers who will decide how to deal with the allegation and whether or not to initiate disciplinary proceedings.
10.2 Suspected Abuse
Any suspicion that a child has been abused by a volunteer should be reported to the Club Child welfare Officer, who will take such steps as considered necessary to ensure the safety of the child in question and any other child who may be at risk.
The Club Child Welfare Officer will discuss with the ASA, if necessary, which may result in a referral to the social services department.
The parents of the child will be contacted as soon as possible.
If the Club Child welfare Officer is the subject of the suspicion/allegation, the report must be made to the officers of the club, who will refer the allegation to Social Services.
10.3 Confidentiality
Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only. This includes the following people:
The Club Child welfare Office
The parents of the person who is alleged to have been abused.
The person making the allegation
Social services/police.
The Swimming Regional Development Manager and Swimming Child Welfare Officer.
The alleged abuser (and parents if the alleged abuser is a child). *
* Seek social services advice on who should approach alleged abuser.
Information should be stored in a secure place with limited access to designated people, in line with data protection laws (e.g. that information is accurate, regularly updated, relevant and secure).
The British Association of Counselling Directory is available from The British Association for Counselling, 1 Regent Place, Rugby CV21 2PJ, Tel: 01788 550899, Fax: 01788 562189,
Consideration should be given about what support may be appropriate to the alleged perpetrator of the abuse.
Encourage all children to speak and share their concerns (It is believed that up to 12 children per year commit suicide as a result of bullying, so if anyone talks about or threatens suicide, seek professional help immediately).
Investigate all allegations and take action to ensure the victim is safe. Speak with the victim and the bully (ies) separately.
Reassure the victim that you can be trusted and will help them, although you cannot promise to tell anyone else.
Keep records of what is said (see appendix, for guidance)
Report any concerns to the Club Child welfare Officer.
Inform the bully’s parents.
Impose sanctions as necessary.
Encourage and support the bully (ies) to change behaviour.
Hold meetings with the families to report on progress.
Communicate outcome, on a needs to know basis.
Keep a written record of action taken.
Appendix 1: A Quick Guide to Procedures
This guide is designed to inform the most appropriate action in relation to concerns about either a parent or career (e.g. outside the immediate swimming environment).
Remember:
Appendix 2: What to do if there are concerns
Information passed to the social services or the police must be as helpful as possible, hence the necessity for making a detailed record at the time of the disclosure/concern. Information should include the following:
Please remember, it’s not your responsibility to decide whether a child is being abused but we are asking you to act on your concerns. Make a detailed note of what you have seen or heard but don’t delay in passing on the information.
If you are a member, or the parent/carer or friend of a member, of the swimming club you should:
Tell the Club Child Welfare Officer, their coach / teacher, or at an event the referee - unless, of course, you suspect them of being involved.
OR
Ring Swimline on 0808 100 4001
SwimLine is the ASA’S own Helpline where you can talk to someone who understands both swimming and the requirements of safeguarding
Appendix 3: SwimLine Facts
SwimLine calls are free and do not appear on itemised bills unless the call is made from a mobile phone.
SwimLine does not use the 1471 code or any other call return or call display facilities.
If you leave a message they aim to ring back during the next working day. If you phone over the weekend they will aim to contact you on Monday
OR
YOU CAN CALL THE FREE 24 HOUR NSPCC CHILD PROTECTION HELPLINE DIRECT ON 0808 800 5000
Reviewed: May 2016
Reviewed: May 2017
Reviewed: March 2023
Reviewed: February 2024
Version: 5
- Introduction
- The health, safety and well-being of all our children is of paramount importance to all volunteers involved in the running of Ashton Central Swimming Club. We believe that the children have the right to protection, regardless of their age, gender, race, culture or disability.
- In our club we respect children. The atmosphere is one that encourages all children to do their best.
- Ashton Central Swimming Club believe that the welfare of the children is everyone’s responsibility involved in the swimming club, particularly when it comes to protecting children from abuse. i.e. club officials, committee, coaches, teachers, assistant teachers, poolside helpers, parents, and the children themselves. This is both a moral and arguably a legal obligation.
- Statement
- Aims and objectives
- Ashton Central Swimming Club ‘Child Protection Policy’ ensures that all volunteers involved with Ashton Central Swimming Club are clear about the actions necessary with regard to safeguarding issues.
- The safeguarding procedures within the club stems from the following principles:
to raise awareness and reporting of possible cases of abuse;
to ensure effective communication between all volunteers;
to clarify procedure for reporting issues of possible child abuse;
to allow all volunteers to make informed and confident responses to specific safeguarding issues.
- Child abuse, particularly sexual abuse, can arouse strong emotions in those facing such a situation. It is important to understand these feelings and not allow them to interfere with our judgment about the appropriate action to take.
- Abuse can occur within many situations including in a swimming environment. Our volunteers have regular contact with young people and can be an important link in identifying cases where a child needs protection. All suspicious cases of poor practice should be reported following the guidelines in this document.
- If a child enters the club having been subjected to child abuse outside the swimming environment, swimming can play a crucial role in improving the child’s self- esteem. In such instances the club must ensure the child receives the required support.
- What is Child Abuse?
Physical, Sexual, Emotional and Neglect.
- Physical Abuse
Physical Abuse is just what the term implies – hurting or injuring a child for example, by hitting or shaking them. Physical abuse may occur if a child is forced to train beyond their capabilities. Bullying is likely to come into this category. - Sexual Abuse
Sexual abuse occurs when a child knowingly or unknowingly takes part in something, which meets the sexual needs of the other, person or persons involved – it could range from sexually suggestive comments to full intercourse. - Emotional Abuse
Emotional Abuse occurs when a child is not given love, help and encouragement and is constantly derided or ridiculed or, perhaps even worse, ignored. Conversely, it can occur if a child is over protected. It is present in the unrealistic expectations of parents and coaches over what a child can achieve.
- Procedures
If there is a suspicion that the child is a victim of abuse then this is reported immediately to the child Welfare officer.
Any action in dealing with the suspected abuse should be in line with the ASA guidelines.
All parties involve should handle the investigation with sensitivity, with the interest of the child paramount.
All safeguarding issues are strictly confidential.
- Good Practice Guidelines for our volunteers
Good practice means:
Always working in an open environment (e.g. avoiding private or unobserved situations)
Treating all children equally, and with respect and dignity.
Always putting the welfare of each individual child first, before winning or achieving goals.
Maintaining a safe and appropriate distance with swimmers (e.g. it is not appropriate to have an intimate relationship with a child).
Building balanced relationships based on mutual trust which empowers children to share in the decision-making process;
Making swimming fun, enjoyable and promoting fairness.
Ensuring that if any form of manual/physical support is required, it should be provided openly and according to guidelines provided by the teacher’s education programmes. Some parents are becoming increasingly sensitive about manual support and their views should always be carefully considered.
Keeping up to date with the technical skills and qualifications, including safeguarding courses.
Involving parents for the responsibility of their children e.g. in the changing rooms, and staying at the sessions.
Ensuring that if mixed teams are taken to galas, a male and female escort should accompany them.
Ensuring that at galas or residential events, club volunteers should not enter children’s rooms or invite children into their rooms.
Being an excellent role model, this includes not smoking, drinking alcohol or using abusive language in the company of children.
Giving enthusiastic and constructive feedback rather than negative criticism.
Recognising the developmental needs and capacity of children avoiding excessive training or competition and not pushing them against their will
Keeping a written record of any injury that occurs, along with the details of any treatment given.
Requesting written parental consent for photography (see photograph policy)
Have current insurance cover
6.2 The following should be avoided except in emergencies. For example, a child sustains an injury and needs to go to hospital, or a parent fails to arrive to pick a child up at the end of a session:
Avoid spending excessive amounts of time alone with children away from others;
Avoid taking children to your home where they will be alone with you.
Avoid taking the child in your car when you are alone.
- Guidelines for Use of Photographic Equipment
- Recruitment and selecting staff and volunteers
All volunteers complete an application form.
Disclosure and Barring Service will be carried out.
All volunteers will be former swimmers, parents or/and known to the officers of the committee prior to commencement of the role.
- Responding to Allegations
- It is not the responsibility of any volunteer working in Ashton Central Swimming Club, to take lone responsibility or to decide whether or not child abuse has taken place. However there is a responsibility to act on any concerns through contact with the child Welfare officer.
- Ashton Central Swimming Club officers assure volunteers that they will fully support and protect anyone, who in good faith reports his/her concerns that a colleague is, or may be, abusing a child.
- Action if there are concerns
10.1 Poor Practice
If, following consideration, the allegation is clearly about poor practice; the Club Child Welfare Officer along with the Committee will deal with it as a misconduct issue.
If the allegation is about poor practice by the Club Child Welfare Officer, or if the matter has been handled inadequately and concerns remain, it should be reported to the club officers who will decide how to deal with the allegation and whether or not to initiate disciplinary proceedings.
10.2 Suspected Abuse
Any suspicion that a child has been abused by a volunteer should be reported to the Club Child welfare Officer, who will take such steps as considered necessary to ensure the safety of the child in question and any other child who may be at risk.
The Club Child Welfare Officer will discuss with the ASA, if necessary, which may result in a referral to the social services department.
The parents of the child will be contacted as soon as possible.
If the Club Child welfare Officer is the subject of the suspicion/allegation, the report must be made to the officers of the club, who will refer the allegation to Social Services.
10.3 Confidentiality
Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only. This includes the following people:
The Club Child welfare Office
The parents of the person who is alleged to have been abused.
The person making the allegation
Social services/police.
The Swimming Regional Development Manager and Swimming Child Welfare Officer.
The alleged abuser (and parents if the alleged abuser is a child). *
* Seek social services advice on who should approach alleged abuser.
Information should be stored in a secure place with limited access to designated people, in line with data protection laws (e.g. that information is accurate, regularly updated, relevant and secure).
- Internal Enquiries
- Support to Deal with the Aftermath
The British Association of Counselling Directory is available from The British Association for Counselling, 1 Regent Place, Rugby CV21 2PJ, Tel: 01788 550899, Fax: 01788 562189,
Consideration should be given about what support may be appropriate to the alleged perpetrator of the abuse.
- Action if Bullying is suspected
- Action to Help the Victim and Prevent Bullying
Encourage all children to speak and share their concerns (It is believed that up to 12 children per year commit suicide as a result of bullying, so if anyone talks about or threatens suicide, seek professional help immediately).
Investigate all allegations and take action to ensure the victim is safe. Speak with the victim and the bully (ies) separately.
Reassure the victim that you can be trusted and will help them, although you cannot promise to tell anyone else.
Keep records of what is said (see appendix, for guidance)
Report any concerns to the Club Child welfare Officer.
- Action Towards the Bully(ies):
Inform the bully’s parents.
Impose sanctions as necessary.
Encourage and support the bully (ies) to change behaviour.
Hold meetings with the families to report on progress.
Communicate outcome, on a needs to know basis.
Keep a written record of action taken.
- Conclusion
- All of our teachers / coaches are trained in how to deal with these issues and are fully conversant with good practice in relation to these matters.
- All staff and volunteers have been checked via the Disclosure and Barring Service.
We prioritise the sharing of information about child protection and good practice with children, parents, staff, volunteers and outside agencies that need to know. - Staff and volunteers are required to accept and recognise their responsibility to develop awareness of the issues that cause children harm. Training in this area is provided and promoted.
Appendix 1: A Quick Guide to Procedures
This guide is designed to inform the most appropriate action in relation to concerns about either a parent or career (e.g. outside the immediate swimming environment).
Remember:
- Maintain confidentiality on a need to know basis only.
- Ensure the Club Child Welfare Officer follows up with social services.
- The Club Child Welfare Officer should also report the incident to the Swimming Child welfare Officer. This guide is designed to inform the most appropriate action in relation to concerns about a member of staff or volunteer within swimming.
- If you do not know who to turn to for advice or are worried about sharing your concerns with the child protection lead or committee officers, you should contact Social Services direct. (or the NSPCC on 0808 800 5000)
Appendix 2: What to do if there are concerns
Information passed to the social services or the police must be as helpful as possible, hence the necessity for making a detailed record at the time of the disclosure/concern. Information should include the following:
- Name of child
- Age of child and date of birth
- Home address and telephone number
- Is the person making the report expressing their own concerns or those of someone else
- What is the nature of the allegation? Include dates, times, any special factors and other relevant information.
- Make a clear distinction between what is fact, opinion or hearsay.
- A description of any visible bruising or other injuries. Behavioural signs indirect signs?
- Witnesses to the incidents.
- The child’s account, if it can be given, of what has happened and/if any injuries occurred.
- Have the parents been contacted?
- If so what has been said?
- Has anyone else been consulted? If so record details.
- If it is not the child making the report has the child concerned been spoken to? If so what was said?
- Has anyone been alleged to be the abuser? Record details.
Please remember, it’s not your responsibility to decide whether a child is being abused but we are asking you to act on your concerns. Make a detailed note of what you have seen or heard but don’t delay in passing on the information.
If you are a member, or the parent/carer or friend of a member, of the swimming club you should:
Tell the Club Child Welfare Officer, their coach / teacher, or at an event the referee - unless, of course, you suspect them of being involved.
OR
Ring Swimline on 0808 100 4001
SwimLine is the ASA’S own Helpline where you can talk to someone who understands both swimming and the requirements of safeguarding
Appendix 3: SwimLine Facts
SwimLine calls are free and do not appear on itemised bills unless the call is made from a mobile phone.
SwimLine does not use the 1471 code or any other call return or call display facilities.
If you leave a message they aim to ring back during the next working day. If you phone over the weekend they will aim to contact you on Monday
OR
YOU CAN CALL THE FREE 24 HOUR NSPCC CHILD PROTECTION HELPLINE DIRECT ON 0808 800 5000
Succession and Recruitment Policy:
Written July 2014
Reviewed March 2015
Reviewed July 2016
Reviewed September 2018
Reviewed February 2023
Reviewed February 2024
Ashton Central Swimming Club recognises that the high standards and quality of the service it provides is dependent upon the contribution, effort, and loyalty of the volunteers.
The purpose of this policy is to ensure Club has volunteers with the required skills and competencies to be considered for the posts available to ensure the continued running of the Club’s activities. The Club needs to forward plan to prevent interruption in service at any level if a position becomes vacant and to ensure that the Club has a healthy and vibrant future.
3.1 Succession planning will only be successful if the committee take the following into consideration: -
3.2 In the preparation of workforce development plans consideration should be given to volunteers who can undertake future roles after training and development. This approach will prepare for future changes to the workforce by developing Club members and their parents/guardians to ensure the continuation of plans and their execution.
3.3 The Club committee adopted the Swim England / Swimmark framework, for committee members, coaches, teachers, poolside helpers, and all other volunteer roles.
3.4 All volunteers are asked to give 3 months notice if they wish to leave their roles. This allows the committee time to recruit and induct new members. When notice is given then the committee will commence a recruitment drive.
4.1 Legal Requirement to Equal Opportunities – Equality Act 2010
4.2 The Club seeks to develop positive practice to promote equality of opportunity in the recruitment of volunteers. Specifically, it aims to ensure that every possible step is taken to ensure individuals are treated equally and fairly and that decisions on recruitment are based solely on job related criteria and merit.
4.3 The Club aims to attract, appoint, and retain the best volunteers regardless of their age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity, in line with the Equality Act 2010.
4.4 All volunteers will be required to undertake Disclosure and Barring Service screening and if a coaching/teaching position taken, safeguarding training.
4.5 Volunteer training is fully or partially funded by the club and therefore will be required to complete the ‘Training Agreement’ (Appendix 1). They will be required to commit to an agreed number of sessions per week.
5.1 The committee welcomes volunteers. All our volunteers are parents, ex- parents, swimmers, ex-swimmers, grandparents, or friends of committee. We would welcome volunteers who have no direct association with the club. All our volunteers complete an application form (Appendix 2) and are interviewed by the management committee for their suitability and their skills associated with the job description (Appendix 3). The management committee consists of the chairman, secretary, treasurer, head coach, coach/teacher, and the membership secretary.
We actively encourage our teenage swimmers to be poolside helpers and encourage their development and training.
5.2 There are many different roles within Ashton Central Swimming Club.
Other opportunities are available such as chaperone, fundraising etc.
6.4 Coaches / Teachers/Assistant coaches & assistant teachers will be appointed a mentor and are able to go through a preceptor-ship period.
6.5 Officials can work alongside experienced officials.
6.6 There are circumstances when poolside volunteers will be accepted when they are not club members. This is when the volunteer is involved in a scheme e.g., Duke of Edinburgh award scheme, (or similar). The volunteer must complete the poolside volunteer application form and be agreed by the committee, deemed to be of value to the club session and be Swim England registered.
7.1 Swimmers are eligible from 4 years of age.
7.2 All swimmers are trialed prior to commencement to assess stroke competency and allocated a group in which they will be able to develop to their full potential. They need to complete the application form to join Club (Appendix 5).
7.3 We ask that when the swimmer leaves, they inform the committee, at their earliest convenience, then their place can be re-allocated. An evaluation form is requested to be completed. This is to audit the service, make improvements, when required (Appendix 6) and is sent out to all leavers with an accompanying letter (Appendix 7).
Appendices
Reviewed March 2015
Reviewed July 2016
Reviewed September 2018
Reviewed February 2023
Reviewed February 2024
- Introduction
Ashton Central Swimming Club recognises that the high standards and quality of the service it provides is dependent upon the contribution, effort, and loyalty of the volunteers.
The purpose of this policy is to ensure Club has volunteers with the required skills and competencies to be considered for the posts available to ensure the continued running of the Club’s activities. The Club needs to forward plan to prevent interruption in service at any level if a position becomes vacant and to ensure that the Club has a healthy and vibrant future.
- Aims
- Support and continuously improve the consistency and effectiveness of the Club’s succession and recruitment processes.
- Ensure that the Club is attracting and selecting volunteers with suitable skills, knowledge, experience and qualifications, or the willingness to undertake.
- Set out a framework to promote objective, fair and transparent recruitment processes.
- Ensure that selection decisions are based on objective and justifiable criteria.
- Succession planning
3.1 Succession planning will only be successful if the committee take the following into consideration: -
- long term sickness.
- maternity leave.
- retirement.
- volunteer turnover, report patterns and trends.
- balance swimming members with teacher/coach ratio.
- Development of all volunteers in their roles.
3.2 In the preparation of workforce development plans consideration should be given to volunteers who can undertake future roles after training and development. This approach will prepare for future changes to the workforce by developing Club members and their parents/guardians to ensure the continuation of plans and their execution.
3.3 The Club committee adopted the Swim England / Swimmark framework, for committee members, coaches, teachers, poolside helpers, and all other volunteer roles.
3.4 All volunteers are asked to give 3 months notice if they wish to leave their roles. This allows the committee time to recruit and induct new members. When notice is given then the committee will commence a recruitment drive.
- Recruitment
4.1 Legal Requirement to Equal Opportunities – Equality Act 2010
4.2 The Club seeks to develop positive practice to promote equality of opportunity in the recruitment of volunteers. Specifically, it aims to ensure that every possible step is taken to ensure individuals are treated equally and fairly and that decisions on recruitment are based solely on job related criteria and merit.
4.3 The Club aims to attract, appoint, and retain the best volunteers regardless of their age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity, in line with the Equality Act 2010.
4.4 All volunteers will be required to undertake Disclosure and Barring Service screening and if a coaching/teaching position taken, safeguarding training.
4.5 Volunteer training is fully or partially funded by the club and therefore will be required to complete the ‘Training Agreement’ (Appendix 1). They will be required to commit to an agreed number of sessions per week.
- Who do we recruit?
5.1 The committee welcomes volunteers. All our volunteers are parents, ex- parents, swimmers, ex-swimmers, grandparents, or friends of committee. We would welcome volunteers who have no direct association with the club. All our volunteers complete an application form (Appendix 2) and are interviewed by the management committee for their suitability and their skills associated with the job description (Appendix 3). The management committee consists of the chairman, secretary, treasurer, head coach, coach/teacher, and the membership secretary.
We actively encourage our teenage swimmers to be poolside helpers and encourage their development and training.
5.2 There are many different roles within Ashton Central Swimming Club.
- Coaches
- Teachers
- Assistant teachers
- Poolside helpers
- Team managers
- Timekeepers
- Committee members
Other opportunities are available such as chaperone, fundraising etc.
- What training is available?
- Formal Training
- Coaching/Teaching/Assistant teaching. We will provide financial assistance for these courses. There is a prerequisite of 12 months poolside helper service prior to consideration by the committee to fund such courses (this may be reduced at the discretion of the committee with regard to adult helpers).
- Officiating. The club will financially assist anyone wishing to take the Swim England timekeepers, judges, and starter exam.
- Informal Training which involves working alongside an experienced teacher to gain experience (Appendix 4).
- Poolside helpers and assistant teachers/coaches are always supervised by a level 2 swimming teacher/coach.
6.4 Coaches / Teachers/Assistant coaches & assistant teachers will be appointed a mentor and are able to go through a preceptor-ship period.
6.5 Officials can work alongside experienced officials.
6.6 There are circumstances when poolside volunteers will be accepted when they are not club members. This is when the volunteer is involved in a scheme e.g., Duke of Edinburgh award scheme, (or similar). The volunteer must complete the poolside volunteer application form and be agreed by the committee, deemed to be of value to the club session and be Swim England registered.
- Recruitment of swimmers
7.1 Swimmers are eligible from 4 years of age.
- Initial referral via local pools
- Personal Contact
- Local Sport website
- School swimming galas
- Notice boards at local pools.
- Siblings of swimmers
- Friends of swimmers
- Social media
- Website
7.2 All swimmers are trialed prior to commencement to assess stroke competency and allocated a group in which they will be able to develop to their full potential. They need to complete the application form to join Club (Appendix 5).
7.3 We ask that when the swimmer leaves, they inform the committee, at their earliest convenience, then their place can be re-allocated. An evaluation form is requested to be completed. This is to audit the service, make improvements, when required (Appendix 6) and is sent out to all leavers with an accompanying letter (Appendix 7).
Appendices
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Appendix 1 (a&b) Training Agreements
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Appendix 2 Application form for volunteers
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Appendix 3 (a) Club President
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Appendix 3 (b) Swim Mark Coordinator
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Appendix 3 (c) Club Chairperson
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Appendix 3 (d) Secretary
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Appendix 3 (e) Treasurer
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Appendix 3 (f) Child Protection Officer
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Appendix 3 (g) Membership Secretary
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Appendix 3 (h) Fundraising Officer
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Appendix 3 (i) Equipment Officer
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Appendix 3 (j) Website facilitator
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Appendix 3 (k) Head Coach
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Appendix 3 (l) Head Swimming Teacher
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Appendix 3 (m) Team Manager
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Appendix 3 (n) Group representative
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Appendix 3 (p) Swimming Teacher
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Appendix 3 (q) Swimming Assistant Teacher / Assistant Coach
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Appendix 3 (r) Coach
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Appendix 3 (s) Disability Liaison Officer
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Appendix 4 Poolside induction list
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Appendix 5 Membership Application Form
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Appendix 6 Exit Questionnaire
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Appendix 7 Letter of response to resignation
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Easy Fund Raising Ashton Central
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