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Wycombe District Swimming Club Policies

Policy and Code of Conduct

Welfare Policy
Photography, Camera Phones and Videoing Code of Good Practice
The Role of the Welfare Officer Complaints


WDSC Code of Good Practice has been drawn up in line with ASA guidelines. The aim of a Code of Good Practice is to outline for all club members what is acceptable behaviour and how to promote good practice. In addition the club has a Complaints Policy, which is available to all parents and club members, which outlines the Disciplinary Policy of the club. An Anti-Bullying Policy is also available in writing to all parents and members.

WDSC will:
1. Ensure that all members comply with the ASA code of ethics (available on www.britishswimming.org, and from Welfare Officer).
2. Acknowledge the duty of care to all our swimmers until they leave the club venue or event with an appropriate adult.
3. Avoid one to one situations with a swimmer unless in an emergency.
4. Ensure appropriate/expected standards of behaviour at all times from coaches, teachers, officials and helpers who have significant contact with children and young people.
5. Encourage all personnel involved with children directly in the club to undertake suitable training.
6. Provide guidance of the expected and acceptable behaviour of children towards other children (Code of Conduct).
7. Provide a non-violent, non-humiliating disciplinary measures, and a Disciplinary Procedure that complies with the ASA guidelines.
8. Promote an atmosphere in which children and young people are listened to and respected as individuals.
9. Not allow bullying, humiliating behaviour, racist or sexist comments within the club.
10. Not allow any physically rough or sexually provocative games, or inappropriate talking or touching by anyone.
11. Ensure that mixed teams are appropriately accompanied by male and female coaches, teachers and parents.


WDSC Complaints and Disciplinary Procedure follows ASA guidelines for the same.
All complaints and disciplinary action will observe the following key principles:
1. All parties will be fairly treated.
2. The complainant has the opportunity to present their case.
3. The accused has an opportunity to respond or call.
4. The ASA Law conforms to the law of the land, in so much that an individual is innocent until proven guilty.

Any concerns of a child protection nature with regard to any individual involved in the sport of swimming will be referred to the ASA Department of Legal Affairs, as laid out in ASA and WDSC Child Protection Policy.

At WDSC we recognise that, at times, disputes may arise between members of the club (committee/swimmers/teachers/coaches/parents) and the following guidelines should help resolve any issues within the club before the matter becomes a formal complaint (ASA Judicial Law 105/106).

Please note that the club only has the power to legislate for a breach of its own rules (ASA Law 134). The club does not have the power to handle a dispute relating to a member of another club, or to deal with an offence against ASA Law.

If there is an occasion when a problem such as fighting between members during a training session occurs, immediate action from the coach or a club officer (committee member) may be required. At this point they have the power to invoke a temporary exclusion from that training session, and they are then required to make a report to the club officers who will then observe the procedures below.

On receipt of the dispute (either in writing or verbally) every effort will be made to resolve the matter by informal discussion. If this fails or it is clearly necessary to discipline a member, then the club has to set up a panel to deal with the matter.

1. The panel will consist of three people, one of whom will act as a chairman and one as a secretary. These people will not be involved in the dispute, and the club may want to ask individuals from outside the club to sit on the panel if it is deemed necessary.
2. The Chairman of the panel will notify both parties of the date, time and place of the hearing and the names of the panel members.
3. Both parties will be given copies of all papers.
4. The hearing will be within 14 days of receipt of the dispute, unless there are extenuating circumstances.
5. If either party is under 18 years of age they have the right to be accompanied by a parent (or person with parental responsibility), or coach to help them present their case.
6. Both parties will be allowed to bring witnesses, who after questioning will take no further part in the hearing.
7. Notes will be made at the hearing, and the panel will announce any decision verbally as soon as possible, with written confirmation to follow within 5 days.

The panel has the ability to:
1. Issue a verbal or written warning/reprimand.
2. Suspend a member for a specified period of time, with immediate effect.
3. Require a member to resign if, in its opinion, the interests of the club have been compromised by the member. If expulsion is proposed, the individual will cease to be a member of the club. Such action may be subject to any overriding ASA Complaints Procedure.

If either party to the dispute is dissatisfied with the outcome, they are still entitled to make a complaint to the Judicial Administrator at ASA Head Office.


The ASA have been aware of cases where photographing of swimmers has been used for illicit purposes. Hence the ruling that no one unconnected with an event i.e. not a parent/carer takes photographs unless they are a suitably approved photographer, and have the consent of the meet manager.

Parents/carers of swimmers under 18 have the right to refuse to have children photographed, and/or photographs being published.

Professional photographers/filming/video operators wishing to record any event must seek accreditation with the event organiser by producing their professional identification for the details to be recorded. Ideally this should be at least 5 days prior to the event.

Students or amateur photographers/film/video operators wising to record the event must seek accreditation with the event organiser by producing their student or club registration card and a letter from their club/educational establishment outlining their motive for attending the event.

All other spectators wishing to use photographic/film/video equipment with a telescopic or zoom lens should register their intent with the event organiser. Under ASA guidance, once a parent/carer has signed the photography record book we are happy for them to take photos on the belief this is of their swimmer in the main. Other swimmers may be nearby but not the main object of the photograph.

Mobile phones should be registered as a camera if it has that facility, in line with guidelines for other photographic/film/video equipment. Whilst we do not support the banning of phones (children need them to keep in touch with parents, particularly in an emergency) we do support the ASA requirement that manufacturers ensure they add a 'noticeable sound' that is audible if a phone camera is used.

When mobile phones are taken into the changing rooms by members, the camera facility must not be used.

Accreditation procedure:
1. A system should be established to record an individual's name/address/club.
2. Professionals should register prior to the event and records kept of their details. Details should be confirmed with the issuing authority.
3. An identification label should be used at each event to highlight those with accreditation. Different labels should be used for different events to prevent unofficial replication.

PublicI Information: Specific details regarding photographic/film/video equipment registration should, where possible, be published prominently in event programmes and announced over the public address system prior to the start of the event.

Publication of Photographs: Publication of a photograph of a swimmer under 18 either on a notice board or in a published article should only be done with the parents consent (preferably in writing) and in line with ASA guidelines.

ASA guidelines for photos for publication are head/neck only, or in tracksuits if full length; and no details of the swimmer such as full name, place of residence or school attended.

The ASA advice on the use of videoing equipment is clear. There is no intention to prevent club coaches and teachers using videoing as a legitimate coaching aid, however videoing of children is not recommended. Any videos that are taken would have to be justified by the club as to why the video has been made e.g. to assist in swimming stroke development).

Assuming that a video is made:
· written consent is required from the parents of the children;
· an invitation to the parents to attend the videoing should be made;
· the parents should be able to view the video subsequently;
· any concern expressed by the child or parent and the videoing should cease;
· after videoing (unless it can be justified as to why the video is to be kept) the video should be destroyed once it has served its purpose.
· The videoer should be extremely careful in the content of the video.

If the club is concerned that someone unknown to them is using club sessions for photographic or filming purposes, they should ask them to leave and contact the pool management.

ROLE OF THE Welfare Officer

THE Welfare Officer (CWO):
1. Has an understanding of, and will ensure the introduction and maintenance of, the child welfare Policy.
2. Has an understanding and appreciation of the need for confidentiality.
2. experience in liaising with other organisations such as Social Services and other relevant agencies, and in representing the views of others.
3. Is able to follow procedures, and know when to seek advice and not rely solely on own judgement.

The CWO is expected to:
1. Ensure that all persons working with children and young people are fully aware of what is required of them within the protocols of the policy.
2. Assist in administrative work associated with information required on new coaches/teachers/volunteers.
3. Liaise with club officials/parents/children and young people in ensuring that all agreed procedures for the prevention of risk are followed.
4. Advise the club of policy matters with regard to child welfare and protection.
5. Act as the contact person on matters relating to child welfare and protection.

CWO procedures where abuse is alleged or disclosed:
1. The CWO will take details of the allegation/concern.
2. If the allegation/concern does not fall within club complaints and disciplinary procedures, the CWO will contact the appropriate Child Protection professional i.e. the ASA, Social Services, and/or the Police.
3. The CWO will follow the advice given by the appropriate child protection professional.

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Contact Details
WDSC c/o: Wycombe Sports Centre
Street/Road: Marlow Hill
Town: High Wycombe
County: Buckinghamshire
Postcode: HP11 1SX
Email: WDSC Committee
Club Line: 01494 410 075