Swimmer Code of Conduct

 

Parent / Guardian Code of Conduct

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

Applicable to parent/guardian/chaperone 

1. I will deliver and collect members punctually to and from training sessions/events. I will inform an appropriate club representative (team manager, coach, committee member) if there is an unavoidable problem. If a coach changes any aspect of the training regime, I will remember that the change is to provide appropriate levels of training and to enable progress, and I should therefore support and encourage this at all times. 
2. The swimmers code of conduct must be fully supported by the parent/guardian
3. I will ensure members are properly and adequately attired for the training session/ events including all mandatory equipment, e.g. hats, goggles, kick board, leg buoy, handle paddles, etc.
4. I will inform the coach/welfare officer before a session if a member is to be collected early from a training session/event and if so, by whom. 
5. I will encourage members to obey the rules and teach them that they can only do their best. 
6. I will behave responsibly as a spectator during training/events and treat members, coaches, committee members and other parents of members of t organisation and any other organisation with due respect, in accordance with SwimEngland (ASA) commitment to equality and diversity. 
7. I will not use inappropriate language within the organisation environment. 
8. I will show appreciation and support my swimmer(s) and all team members. 
9. I will ensure my members needs are met in terms of nutrition and I will listen to advice given from the coach/nutritionist. 
10. I will support the coach and committee appropriately and raise any concerns I may have in the first instance to the coach/team manager in charge or where appropriate to the welfare officer.  
11. I will not enter poolside unless requested to do so or in an emergency. 
12. If I wish to have a discussion with the coach on any matter, I will email in advance or arrange a meeting at a convenient time. Parents should not approach coaches for discussion during training or at any time when they are poolside and responsible for swimmer's safety. Distracting coaches from their duty of care may result in being asked to leave poolside and will be treated as a breach of the parent code of conduct.
13. All coaching and performance feedback must come from the club's appointed coaching staff
14. To support long-term athlete development, all external galas ((including independent entries) must be approved by the coaching team in advance. Training programmes are periodised across the season and unplanned competition can disrupt key training phases, recovery cycles and performance goals.
15. Most of all, I will help my swimmer(s) to enjoy the sport and to achieve to the best of their ability. 

The organisation will: 

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

You have a right to: 

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

 

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

SwimEngland Late Collection Policy

 

 

Medical Treatment and Participation Consent (Under 18s / Vulnerable Adults)

As the parent or legal guardian of the registered member(s), or a person authorised to act on their behalf, I confirm the following:

1. Medical Consent

I give permission for Orpington Ojays SC coaches, team managers, or other authorised personnel to seek and, if necessary, authorise medical treatment or advice from a qualified medical practitioner in the event of an accident, illness, or other medical emergency during any club activity, training session, competition, or associated travel.

2. Medical Information

I confirm that I have provided all relevant medical information via the club’s membership system and understand it is my responsibility to ensure this information is accurate and kept up to date. I agree to inform the club of any changes to the member’s health that may affect their participation in swimming activities.

3. Emergency Contact Details

I confirm that the club has accurate emergency contact details for myself and/or a designated alternative contact person and agree to update these if they change.

4. Participation Acknowledgement

I understand that Orpington Ojays SC takes reasonable care to ensure a safe training and competition environment for all members and that the club holds appropriate public liability insurance. I acknowledge that participation in swimming and associated activities carries an inherent level of risk, and I agree that my child participates voluntarily and under the supervision of qualified staff.

 

Photography Policy

 

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

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

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

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

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

 

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

 

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

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

 

Payment Policy

Club Fees

With the exception of term-based learn to swim classes all other squad fees should be paid in advance via Standing Order on the first of every calendar month. Your account will be invoiced automatically on the first of every month and payment must be made by the 7^th by electronic transfer.

Other club activities including (but not limited to) SwimEngland fees, gala fees, swim camps and shop purchases will be added to your account as a batch as processed by the club. Payment is due within 14 days for items added to your account and will be listed as overdue after this date. All new invoice activity on your account will be emailed to the main account holder and the email will show all new transactions (including payments, credits and refunds) added in that batch along with your current outstanding balance. 

Note that the invoice emails will be generated for all transactions and in most cases separate emails will be generated for the activity amount followed by the payment received once this is reconciled by the treasurer. At any point you can check the balance of your account online and please always allow time for new payments to be manually reconciled from the clubs bank account..

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

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

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

Membership Changes

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

The club reserves the right to postpone a squad move if there are outstanding invoice items for any club activity on your account. 

Terminating Your Membership

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

Failure to pay any outstanding balance to the club will result in the club notifying Swim England, the new club and action being initiated to recover the outstanding debt and any subsequent costs for debt recovery and legal fees.

Long Term Sickness / Injury

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

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