Derwentside AC
Policies
Constitution and rulesHealth and SafetyChild protectionVulnerable AdultsJunior Code of Conduct
Senior Code of ConductCode of conduct for club coaches, officials and volunteersCode of conduct for parents, guardians and other supportersEquity Policy StatementPick-up Policy

Constitution and rulesTitle and Affiliation
The Club shall be named Derwentside Athletic Club and shall be affiliated to the relevant governing body.

Headquarters

The headquarters of the club is the training quarters.

Aims and Objectives
The aims and objectives of the club are:
  • To offer coaching and competitive opportunities in athletics for all, ensuring equality of opportunity regardless of ability, age, gender or ethnic origin.
  • To promote the club within the local community and in athletics.
  • To ensure a duty of care to all members of the club.
  • To provide all its services in a way that is fair to everyone.
  • To ensure that all present and future members receive fair and equal treatment.
Management
The management of the club shall be vested in a committee consisting of six elected officers plus up to 12 but not more than 15 other members. There shall be 12 appointed positions within the club which shall be appointed by the committee. The six elected officers shall be the, President, Vice President, Honorary Chairperson, Vice Chairperson, Honorary Secretary, and Honorary Treasurer. The appointed positions will be as follows: - Coaching Co-ordinator, Fixture Secretary, Junior Section Co-ordinator, Marketing Officer, Membership Secretary, New member Co-ordinator, Public Relations Officer, Road Race Secretary, Social Secretary, Volunteer Co-ordinator, and two Welfare Officers (one male and one female).

Officers and other members are allowed to hold more than one position at any time if necessary. A minimum of six officers or appointed positions in post is necessary to form a quorum. The committee has the power to fill any vacancy that may arise.

Election of officers

Officers will be elected annually at the Annual General Meeting. All officers will retire each year but will be eligible for re-appointment.

All members of age 16 years and over shall be entitled to a vote.
Postal votes shall be allowed and provided for by the club.
Nominations will be closed 7 days in advance of the A.G.M; any vacancies will be filled at the A.G.M.

Membership
Membership of the club is confined to amateurs as defined by the UK Athletics rules as follows:

“An amateur is one who has never competed for a money prize or monetary consideration in any Athletic sport or game or been in any way interested in a staked bet or wager made in connection with any athletic competition in which he/she was an entrant or competitor, who has engaged in, assisted in, or taught any athletic exercise for pecuniary consideration, profit and who has never taken part in any athletic competition with anyone who is not an amateur.”

Derwentside A C is open to all unless against the aims and objectives of the club.

Resignation
A member intending to withdraw from the club shall give notice in writing to the Honorary Secretary and his/her membership terminates on the day of that notice unless he/she is financially indebted to the club in which case the committee may withhold acceptance of the resignation until he/she has discharged his/her liabilities. A member not having tendered his/her resignation prior to an annual general meeting shall be liable for the ensuing subscription. Any member resigning must ensure that the appropriate documentation is completed if they wish to compete for another club in team events within 9 months. A member resigning will not receive any refund or have any claims against the club.

Subscriptions
The annual subscription and nightly subscription shall be that agreed at the AGM. Annual subscription is payable on election and subsequently on the AGM in each year.
The committee shall have the power to take any appropriate action against any member whose subscriptions are 3 months in arrears providing one month’s notice in writing has been given to the proposed action.
The name and address of any person so expelled from the club shall be sent to the appropriate area association, and then deleted from their membership database. Any person deleted from the membership database shall be banned for 9 months from competition for another club at any meeting held under UK athletics rules.

Annual General Meeting

The annual general meeting shall be held during the month of November in every year to receive the committee report and the Honorary Treasurer’s financial statement, elect officers with any other matters specified on the agenda. The Honorary Secretary must publicise 21 days’ notice of the meeting. Notice of any business which is to be placed on the agenda must be given in writing to the Honorary Secretary 14 days prior to the meeting. The quorum for a general meeting shall be 15 paid up members.

Special General Meeting
A special general meeting must be called by the Honorary Secretary within 14 days of the receipt by him/her of a requisition in writing by six members of the club stating the business to be brought before such a meeting.

Alterations to rules
No alterations or additions may be made to the rules except by an AGM or Special General Meeting called for the purpose. Notice of any proposed amendment must be given as provided in rules 10 and 11.

Committee
The committee have the power to draw up rules governing competitions and events and award prizes at their discretion.
The committee shall have the power to deal with contingencies not provided for in the constitution and rules.
Sub committees may be appointed from members of the club whether or not they are members of the committee.

Committee Meetings
In between the AGM the Honorary Secretary shall call committee meeting whenever deemed necessary.
All members are welcome to attend all meetings.
If the Honorary Chairperson is absent; the Vice Chairperson shall preside at all general or committee meeting, except that the president, if present shall preside at the AGM. If neither the Honorary Chairperson, Vice Chairperson nor President is present at the General meeting, the members present shall elect a Chairperson for that meeting.

Club Colours
The colours of the club shall be RED and YELLOW. They shall be worn in all competitive events.

Disciplinary Procedures
Disciplinary procedures are the same as per the UKA disciplinary and grievance procedures. All complaints regarding the behaviour of members should be submitted in writing to the Welfare officer.

Life Membership
Any person who has rendered outstanding service to the club and is no longer actively involved in the running of the club may at an AGM be elected an Honorary Life Member of the Club.

Coaching Qualifications
Coaches are permitted to coach as per the terms of their coaching license.

Child Protection
All persons actively involved with the coaching or working with the junior section must be police checked. A Welfare Officer not working with the junior section should be appointed as a direct contact for the juniors and coaches should the need ever arise. The Club will have a Child Protection Policy to be used as a guide for members involved with the management of the club and for those working with junior members of the club.

Dissolution
A resolution to dissolve the club can only be passed at an AGM or EGM, through a majority vote of the membership, either present or by postal vote. In the event of dissolution any assets of the club that remain will become the property of the relevant governing body or some other club with similar objectives to those of our club.                                                                                                            
  • Club Polices
  • Health and Safety Procedures
  • Child Protection Policy
  • Vulnerable Adults Policy
  • Junior Code of Conduct
  • Senior Code of Conduct
  • Code of Conduct for Club Coaches, Officials and Volunteers
  • Code of Conduct for Parents, Guardians and Other Supporters
  • Equity Policy Statement
Health and safetyIntroduction.
North Durham Academy  are responsible for Health and Safety. They are also responsible for the evacuation of the building in an emergency.
We as coaches are responsible for the young athletes in our care. Therefore are responsible for ensuring they are evacuated from the sports hall if the fire alarm should go off or if instructed to do so by a member of the North Durham Academy community staff by the route instructed to us or via the one of the fire exits.

Emergency procedures.
Evacuation procedure.

When fire alarm sounds exit by the nearest fire exit.
Exit the building if instructed to do so by a member of staff following the instructions given.
Exit the building if told to do so by the North Durham Academy community staff  by the route you are told.
Proceed to the fire collection point where you will be directed to the appropriate place by North Durham Academy Community Staff.
Only re-enter the building if told to do so by the North Durham Academy Community Staff.

In the event of a major injury or incident indoors.

  1. Give immediate first aid.
  2. Send for help (the North Durham Academy community staff are trained and are their to help do not hesitate to ask them for help).
  3. Seek medical attention phone for an ambulance or ensure someone else does.
  4. After the causality has been dealt with ensure the following happens:
  • Ensure parents/Guardians or next of kin are informed (Emergency contact numbers are held by the club’s coaching and junior co-ordinators).
  • Ensure all relevant forms are filled in from North Durham Academy, UK Athletics and ourselves.
  • Ensure all relevant Club Officers are informed as soon as possible.

If an accident should happen, while outdoors or while at a competition.

  1. Give immediate first aid or seek help from a more qualified person if at a competition.
  2. Send for help from another coach.
  3. Seek medical attention phone for an ambulance or ensure someone else does. (Emergency number is 112 if phoning from a mobile).
  4. Ask another coach to take the other athletes back to North Durham Academy or home if at a competition.
  5. After the causality has been dealt with ensure the following happens:
  • Ensure parents/guardians or next of kin are informed (Emergency contact numbers are held by the club’s coaching and junior co-ordinators).
  • Ensure all relevant forms are filled in from UK Athletics and ourselves.
  • Ensure all relevant club officers are informed as soon as possible.

For minor accidents.
  1. Administer first aid if qualified to do so.
  2. If no first aider is present seek help from the North Durham Academy Community Staff who are qualified or a first aid person if at a competition i.e. someone from the St.Johns ambulance or the Red Cross.
  3. Give accurate advice on any further treatment and check they understand.
  4. Ensure accidents forms ours and the North Durham Academy’s if appropriate are filled in.

Precautions.
Check athletes for medical conditions or injuries before beginning exercise.
Check the areas to be used before starting the session
If defects are discovered please inform the North Durham Academy Community staff.
Check athletes laces are fastened before beginning session.
Check athletes are wearing appropriate clothing.
If going outdoors a first aider should be present do not go out if there is not.
If going outdoors explain, what is expected of them to ensure they and others are safe.
If training outdoors during the winter months ensure that, the athletes are wearing high visibility bibs.
Always ensure equipment is safe to use and not defective before using it.
Ensure other coaches are informed about any defective equipment.
Ensure athletes follow your instructions before using any equipment to ensure the safety of themselves and others.
Risk assessments for all athletics activities should be done by the coach leading the session.
Risk assessments for all venues used by the club are to be done and reviewed on a regular basis.
Child protectionChild Protection Officers: - Carol Greenwood and Dave Howe

Our aim is to create an environment in which the young athlete (child) and their parent(s), (responsible adult, carer, closest relative) can feel confident that the Athletic Club is providing a safe and wholesome setting for all participants in the sport of Athletics.

As a Club, we will provide support and advice to every athlete, coach, helper, official and officer of the Club, in order to protect them from neglect, exploitation and abuse.

All suspicions and allegations of abuse against young athletes will be responded to and followed up appropriately, in accordance with local guidelines.

Key Principles
  • All people under the age of 18 years are children for the purpose of this policy which will also extend to cover vulnerable adults e.g. those with the mental age of a child.
  • All children, regardless of their gender, racial origin, culture, ability, religious belief and sexual orientation have the right to protection from abuse.
  • All suspicions or allegations of abuse shall be reported to the Child Protection Officer or any Club officer. Who should, without delay, refer their concerns to the NSPCC in the first instance, who will then advise the Child Protection Officer who to refer the issue to either the Local Social services department or UKA Welfare Officer.
  • All coaches and helpers who come into active contact with children will be subject to a Police reference.

Code of Practice for people working in Athletics with children:
  • Avoid, whenever possible, situations where you are alone with an individual child.
  • Do not touch a child. If necessary, demonstrate a move or technique on another adult. Coaches in particular should be aware that parents are becoming increasingly sensitive about touching children and this needs to be taken into account.
  • Volunteers and Coaches are expected to hold appropriate qualifications recognised by UK Athletics and the Club. Otherwise, they must work only under the direct supervision of an appropriately qualified person approved by the Club.
  • Never over-criticise young athletes, or use language or actions which may cause children   to lose self-esteem or confidence.
  • Do not take individual children, who are not related to you, home. On car journeys, permission must be obtained from the child’s parents or guardian. The presence of a further person ought to be sought if at all possible. It is sensible to seat any child in the rear of the car.
  • Confidentiality cannot be guaranteed in all conversations with children, so Coaches and other adults should not allow themselves to be so bound.

Action to be taken by the Child Protection Officer (or in their absence by an officer or officers of Derwentside AC.)

It is important that when a child gives information which may lead to a child protection investigation, the Child Protection Officer undertakes the following procedures, preferably with the child’s parents/guardian in attendance, unless there are good reasons not to do so, e.g. the parent/guardian is the suspected abuser:

  • Listen to the child rather than question him/her.
  • Never stop a child who is freely recalling significant events.
  • Make it clear to the child that you may not be able to maintain confidentiality
  • Make a note of what was said, taking care to record the time, date, setting and people present.
  • Any person with a suspicion or allegation of child abuse shall report the matter to the Child Protection Officer or any Club officer. Who should, without delay, refer their concerns to the NSPCC in the first instance, who will then advise the Child Protection Officer who to refer the issue to either the Local Social services department or UKA Welfare Officer.
  • The person reporting the suspicions or making the allegations must be prepared to speak to the Social Services in order to clarify their concerns.
  • Any person suspected of abusing a child should not be approached on the matter by another Club member. The person suspected will be immediately suspended from the Club pending the outcome of any investigation.
  • Another Club officer should deal with the matter if a relationship or friendship with the suspected person compromises the person who would normally deal with it.
  • Any child, parent or other person is encouraged to contact their local Social Services Department directly without referring the matter to the Club’s Child Protection Officer.
  • Immediate action needs to be taken if it is not considered safe for a child to return home.

Definitions of Child Abuse

  • Physical abuse: Adults or other children deliberately inflict injury on a child, or knowingly do not prevent such injury, e.g. the nature and intensity of training or competition exceeds the capacity of the child’s immature or growing body. Also includes giving a child alcohol or inappropriate drugs.
  • Emotional abuse: Adults or other children fail to show due care and attention or threaten, use sarcasm, taunt or shout at a child causing him or her to lose confidence or self-esteem or become nervous or withdrawn. This may also occur when a child is placed under unrealistic pressure to perform to high expectations constantly.
  • Neglect: Adults fail to provide help and care to the child (meet the need for food, clothing, warmth and medical attention). Also includes leaving a child without proper supervision or placing the child at risk of injury.
  • Sexual abuse: Adults use children to fulfil their own sexual needs, e.g. forcing a child to take part in a sexual activity, fondling or exposing the child to pornographic material.

Contacts
Durham Social Services

Vulnerable adultsOur aim is to create an environment in which the vulnerable adult and their parent or carer can feel confident that the athletics club is providing a safe and wholesome setting for all participants in the sport of athletics.
As a club, we will provide support and advice to every athlete, coach, volunteer, official and officer of the club, in order to protect them from neglect, exploitation and abuse.

All suspicions and allegations of abuse against vulnerable adults will be responded to and followed up appropriately, in accordance with England athletics guidelines.

Key Principles
  • A Vulnerable adult is defined as a person over the age of 18 who is or may be unable to take care of him or herself, or is unable to protect him or herself from significant harm or exploitation.
  • All Vulnerable adults are entitled to a duty of care and to be protected from abuse regardless of their gender, racial origin, culture, ability, religious belief and sexual orientation.
  • All suspicions and allegations of abuse and poor practice will be taken seriously and responded to swiftly and appropriately.
  • The club will ensure that, all coaches, officials and volunteers who encounter vulnerable adults understand and accept their responsibility to report concerns report concerns to the appropriate officer.
  • The club will ensure that, all coaches, officials and volunteers that encounter vulnerable adults are CRB checked.

Code of Practice for people working in athletics with Vulnerable Adults.
  • Be open and conduct all interactions with vulnerable adults in a public place and with the appropriate consent.
  • Avoid situations whenever possible where you are alone with an individual athlete.
  • If you have to meet or coach one athlete, ensure it is conducted in an open environment.
  • If you are travelling alone with a vulnerable adult, gain appropriate consent, avoid consistently having one vulnerable adult alone with you in the car and never share a room on your own vulnerable adult.
  • Challenge bullying, foul or provocative language or controlling behaviour that could upset individuals or reduce them to tears.
  • Never ignore bullying by parents, coaches, or children. Listen to and support the person being bullied.
  • Maintain an appropriate relationship with vulnerable adults. This means treating them fairly, with respect and avoid favouritism.
  • Be friendly and open and ensure that relationships are appropriate for someone in a position of power and trust.
  • Respect all athletes and help them to take responsibility for their own development and decision-making.
  • Avoid unnecessary physical contact. In certain circumstances, physical contact is perfectly acceptable and appropriate, as long as it is not intrusive or disturbing to the athlete and that consent for contact has been given by the individual and their parent or carer.
  • Ensure that you hold the appropriate qualifications for the activities that you are undertaking with your athletes and ensure that they are kept up to date.
Adopting best practice not only ensures the individuals welfare. It also protects you from possible wrongful allegations. Vulnerable adults very rarely make false allegations. If they do, it is usually because they are confused or covering up for someone else’s behaviour and hoping their action might scare the real abuser into stopping.

Poor Practice
  • The following are examples of poor practice and should be avoided:Engaging in rough, physical or sexually provocative games including horseplay.
  • A coach shouting comments at athletes when they are not working hard enough.
  • A coach engaging in an intimate relationship with one of his/her athletes.
  • A group of athletes ganging up on a new athlete and refusing to talk to him/her.
  • A coach taking a group of athletes away to a weekend event on their own.
This list is not exhaustive and many other examples exist. If any of the following incidents should occur report them immediately to another colleague, make a written note of the event and inform parents and/or appropriate adults of the incident:
  • If you accidentally hurt an athlete.
  • If a vulnerable adult appears distressed in any manner.
  • If a vulnerable adult appears to be sexually aroused by your actions.
  • If a vulnerable adult misunderstands or misinterprets something you have done.

Action to be taken by the Club Welfare Officers (or in their absence by an officer or officers of Derwentside AC).

It is important that when a vulnerable adult gives information which may lead to a welfare protection investigation, the Club Welfare Officer undertakes the following procedures, preferably with the vulnerable adults parents/carers in attendance, unless there are good reasons not to do so, e.g. the parent/ carer is the suspected abuser:
  • Listen to the vulnerable adult rather than question him/her.
  • Never stop a vulnerable adult who is freely recalling significant events
  • Make it clear that you not be able to maintain confidentiality.
  • Make a note of what was said, taking care to record the time, date, setting and people present.
Details of witnesses
  • Any times, dates or other relevant information.
  • Any action that was taken as a result of the concerns.
  • A clear distinction between what is fact, opinion or hearsay.
  • A copy of this information must be sent to the UKA CPLO

Any person with a suspicion or allegation of abuse shall report the matter to the Club Welfare officer or a club officer who should, without delay, refer the concerns to the UKA CPLO, who will refer the allegation to the appropriate social care services department, who may involve the police.

Confidentiality should be maintained at all times. Information should be handled and disseminated on a need to know basis only.
Note: For more in depth procedures please refer to the England Athletics Welfare policy.

Definitions of Abuse
  • Physical Abuse: Adults deliberately inflict injury on a vulnerable adult or knowingly do not prevent such injury, e.g. the nature and intensity of training or competition knowingly exceeds the capacity of the vulnerable adult’s abilities. This also includes giving a vulnerable adult drugs.
  • Emotional abuse: Adults fail to show due care and attention or threaten, use sarcasm, taunt or shout at a vulnerable adult causing him or her to loose confidence or self-esteem or become nervous or withdrawn. This may also occur when a vulnerable adult is placed under unrealistic pressure to perform to high expectations constantly.
  • Neglect: Adults fail to provide help and care to the vulnerable adult (meet the needs for food, clothing, warmth and medical attention). Also includes leaving a vulnerable adult without proper supervision or placing the child at risk of injury.
  • Sexual abuse: Adults use vulnerable adults to fulfil their own sexual needs, e.g. forcing a vulnerable adult to take part in a sexual activity, fondling or exposing the vulnerable adult to pornographic material.
Junior code of conductAims
For  safe, wholesome, development of young athletes, good order has to exist within Derwentside A.C. children need a well-ordered, purposeful and caring atmosphere and it is our aim to create and maintain such conditions. In order to achieve this aim a code of conduct will apply at training sessions, race meetings and social events.

Behavior
  • Behave sensibly and with consideration for others at all time.
  • Only use mobile phones or any electronic devices with permission from your coach.
  • Use appropriate language at all times. Do not behave aggressively, either verbally or physically, to anyone.
  • Any bullying, sexual or racial harassment may result in your membership being withdrawn from our club
  • Use equipment only when asked by a coach, use the facilities as they should be used
  • No spitting in the direction of others or in the sportshall
  • Please promote a good image of Derwentside A.C.
  • Please show respectfulness to the general public and coaches and volunteers at the club.
  • Recognize the importance of team spirit and encourage your club mates to do their best regardless of their ability.
  • Please put litter in the nearest bin.
  • Please have fun and enjoy yourself and promote the positive aspects of our sport
  • Keep to agreed timings of training/ competition or inform your coach if they are going to be late or are not going to be there.
  • Pay fees for training/ events promptly.
Health and Safety
  • Listen to and obey instructions from coaches and club officials.
  • Please only use equipment as instructed by your coach
  • Please observe track protocol.
  • Always wear the appropriate clothing and footwear for training sessions and competitions..
  • Please only consume food and substances permitted by law.
Senior code of conductThe essence of good ethical conduct and practice is summarised below. All members must: -
  • Promote the positive aspects of the sport (eg fair play)
  • Always wear appropriate clothing and footwear at all times.
  • Always use appropriate language.
  • Display consistently high standards of behaviour.
  • Follow all guidelines laid down by the national governing body.
  • Never condone rule violations, rough play or the use of prohibitive substances.
  • Encourage members to value their performances and not just results
  • Always encourage other club members regardless of their ability.
  • Any bullying, sexual or racial harassment may result in your membership being withdrawn from our club.
Code of conduct for club coaches, officials and volunteersThe essence of good ethical conduct and practice is summarised below. All volunteers must: -
  • Consider the well being and safety of participants before the development of performance.
  • Develop an appropriate working relationship with performers, based on mutual trust and respect.
  • Make sure all activities are appropriate to the age, ability and experience of those taking part.
  • Ensure the ratio of Coach to athletes is appropriate for the training group as per the National governing body’s guidelines is being adhered to wherever possible.
  • Promote the positive aspects of the sport (eg fair play)
  • Display consistently high standards of behaviour and appearance.
  • Follow all guidelines laid down by the national governing body.
  • Hold the appropriate, valid qualifications and insurance and has an up to date DBS Check.
  • Never exert undue influence over performers to obtain personal benefit or reward.
  • Never condone rule violations, rough play or the use of prohibitive substances.
  • Encourage performers to value their performances and not just results
Code of conduct for parents, guardians and other supporters
  • Encourage your child to learn the rules of their code of conduct and plays within them.
  • Discourage your child from arguing with officials, volunteers and Coaches
  • Help your child to recognise good performance, not just results.
  • Never force your child to take part in sport.
  • Set a good example by recognising fair play and applauding the good performance of all.
  • Never punish or belittle a child for losing or making mistakes.
  • Publicly accept the official’s judgements.
  • Support your child’s involvement and help them to enjoy their sport.
  • Use correct and proper language at all times
  • Encourage and Guide performers to accept responsibility for their own performance and behaviour.
  • Ensure that your child is wearing appropriate clothing and footwear at all times
Equity policy statement
  • Derwentside Athletic club is committed to ensuring equity is incorporated across all aspects of its development. In doing so, it acknowledges and adopts the following Sport England definition of sports equity.
  • Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
  • The club respects the rights, dignity and worth of every person and will treat everyone equally, within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social / economic status.
  • The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
  • All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
  • The club will deal with any incidence of discriminatory behaviour seriously, according to the clubs disciplinary procedures.

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