Policies



Child Protection Policy

1. Policy Statement

• Bristol Henleaze Swimming Club has a duty of care to safeguard all children involved in the club from harm. All children have the right to protection, and the needs of disabled children and others who may be particularly vulnerable, must be taken into account.

• Bristol Henleaze Swimming Club will ensure the safety and protection of all children involved in the club, through adherence to the Swim England Child Protection in Swimming Procedures and Guidelines.

• The welfare of children is the responsibility of everyone involved in the club, ie administrator, club official, coach, teacher, parent, friend and the children themselves. Everyone is involved and can help.

• A child is defined as a person under eighteen years of age (Children Act 1989).

2. Policy Aims

• The aim of Bristol Henleaze Swimming Club Child Protection Policy is to promote good practice:
Providing children and young people with appropriate safety and protection whilst in the care of the club.
Allowing all staff and volunteers to make informed and confident responses to specific child protection issues.

• The underlying principles with respect to child protection are that: The child’s welfare is the first consideration.
All children regardless of age, any disability they might have, gender, racial origin, religious belief and sexual orientation have a right to be protected from abuse.
Children and young people must be treated with dignity and respect.

3. The Club

• Bristol Henleaze Swimming Club acknowledges that children and young people have the right to be treated with respect and that their concerns should be listened to and acted upon.

• Members who make allegations of abuse will be supported by the club, and that all information received will be dealt with in the strictest confidence.

• An environment that is safe, secure and free from threat for all members is to be promoted by the club.

• In order to achieve the highest standards in child welfare Bristol Henleaze Swimming Club will ensure:

There is awareness of all the issues that may lead to children being harmed.

Safe recruiting procedures for volunteers.
Codes of behaviour for volunteers and all poolside staff.
Codes of behaviour for children/young people.
Codes of behaviour for parents.
Availability of relevant information.
Regular review and monitoring of child protection procedures by the management committee. That all children are treated equally.

4. Child Protection Team

Child Welfare Officers:

Tamsin Watts

Hilary Marshall

5. Helplines

Other useful numbers if you wish to report concerns of abuse:

NSPCC 0800 800 5000
Childline 0800 1111
Swimline 0808 100 4001 or 0800 731 7466

This policy applies to all those involved in Bristol Henleaze Swimming Club; coaches, teachers, lifeguards, poolside helpers, administrators, officials, volunteers, parents, children and young people.

A copy of the full policy, Swim England Child Protection in Swimming Procedures and Guidelines, is available from the Club Secretary or can be obtained from :

NEW WAVEPOWER 2012-2015; http://www.swimming.org/asa/clubs-and-members/safeguarding-children/

Members Grievance Procedure

Member Grievance Procedure at Bristol Henleaze Swimming Club

If you are dissatisfied with any matter affecting the:

Coaching / Training programme provided by the Club or your role within it (if any)
The swimming programme generally
Supervision within the club
or any other matter directly affecting the Club's activities


You should in the first instance:

if it relates to any Coaching / Training swimming programme or supervision matter raise it informally with the Club Coaches or Kathryn Wragg or Jez Birds
if it relates to any other matter affecting the Club's activities raise it informally with any committee member

If you are dissatisfied with the response given or decision made you should raise the matter with the Club Committee by writing to the club secretary giving details of your concerns and why you are unhappy with the response or decision given.

The Committee will normally consider your letter at the first available Committee Meeting and will investigate and discuss the matter as required

The Committee may at their discretion continue the matter pending such further investigation and discussion as may be required to the next available Committee Meeting and

The Committee will normally advise you of their decision in writing within 14 days of the Meeting or continued Meeting at which the matter was discussed and will endeavour also to advise you in writing of any decision to continue the matter

The Committee undertake to consider and determine all matters as quickly fairly and reasonably as possible

GCASA Approval of Club Rules

As the person appointed by Gloucester County ASA to scrutinise the rules of clubs within the County I can confirm that I have received a copy of Bristol Henleaze Swimming Club rules and  that they meet the current requirements of the ASA.

Codes of Conduct for Swimmers and Parents

Code of Conduct for parents

Parents are expected to:

  1. Complete and return the Health and Consent form as requested by the club and detail any health concerns relevant to the
  2. child on the consent form. Any changes in the state of the child's health should be reported to the coach prior to coaching
  3. sessions. And ensure the club has up to date contact details for you and any alternative person.
  4. Deliver and collect the child punctually to and from coaching sessions/swim meets. Please inform a member of the committee or coaching staff if there is an unavoidable problem. lf the club changes your child's lane and changing times, please remember the change is to provide appropriate levels of training and enable your child to progress and should be facilitated and encouraged at all times.
  5. Ensure your child is properly and adequately attired for the training session/events including all required equipment, i.e.hats, goggles etc.
  6. Inform the coach/WO before a session if your child is to be collected early from a coaching session/meet and if so by whom.
  7. Encourage their child to obey rules and teach them that they can only do their best.
  8. Behave responsibly as a spectator at training/meets and treat swimmers, coaches, committee members and parents of
  9. yours and other clubs with due respect meeting the ASA commitment to equality, diversity and inclusion.
  10. Ensure they do not use inappropriate language within the club environment.
  11. Show appreciation and support your child and all the team members.
  12. Ensure your child's needs are met in terms of nutritional needs and listen to advice given from the club coach/nutritionist.
  13. Support the club coach and committee appropriately and raise any concerns you have in an appropriate manner. Details
  14. of the club WO can be found on  "contact us" page of this website. 
  15. Do not enter poolside unless requested to do so or in an emergency. lf you wish to have a discussion with the coach check with the club Welfare Officer how this can be arranged.
  16. Most of all help your child enloy the sport and achieve to the best of their ability.

The club will undertake to:

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

The parent has a right to:

  1. Make a complaint to the club if they feel the club or a member of the club is not acting appropriate to ASA/club laws and rules. Details of how to do this can be obtained from the club Welfare Officer.
  2. Make a complaint on behalf of their child to the ASA. Any misdemeanors and breach of this code of conduct will be dealt with by the club.

Code of Conduct for swimmers from ALL disciolines

General behaviour

  1. Treat all members of the club with due respect including:
    Fellow swimmers
    Coaches
    Officials
  2. Treat all competitors and representAtives from competing clubs with due respect.
  3. The use of inappropriate or abusive language, bullying, harassment, discrimination or physical violence will not be tolerated and could result in action being taken through the club disciplinary or child welfare policy.

Swimming training

  1. Arrive in good time to stretch. 15 -20 minutes before starttime.
  2. Have all your equipment with you, i.e. paddles; kick boards, hats, goggles etc.
  3. Use the lavatory before training begins and always inform the coach if you need to leave the pool during training.
  4. Listen to what your coach is telling you.
  5. Always swim to the wall as you do in a race, and practice turns as instructed.
  6. Do not stop and stand in the lane, you may get injured.
  7. Do not pull on the ropes as this may injure other swimmers.
  8. Do not skip lengths or sets you are only cheating yourself.
  9. Think about what you are doing during training.

Competition

You must swim events and galas that the Chief Coach has entered/selected you for unless agreed otherwise by prior agreement with the relevant club official.

  1. At Open Meets, check when you should post your cards and be sure to post them on time.
  2. Warm-up before the event. Prepare yourself for the race.
  3. Warm up properly by swimming, not playing or stopping in the lane. Turning practice should have taken place during your normal training sessions.
  4. Be part of the team. Stay with the team on poolside. lf you leave for any reason you must tell the Coach and Team Manager where you are going.
  5. Listen for your race to be announced. Go to the marshalling area in time and report in. Take your hat and goggles with you
  6. Support your team mates. Everyone likes to be supported.
  7. You must wear club uniform and hats when representing the club.
  8. Swim down after the race, if possible. Do not use this time to play.
  9. After your race report to the coach, not your parents. Receive feedback on your race and splits.

Good Practice Guidelines on the use of social networking sites for Swim England Clubs and Members

Good Practice Guidelines on the use of social networking sites for ASA Clubs and Members.

Guidance to ASA members under the age of 18.

You should not ask your coach or teacher to be your social networking site friend.

Use the internet positively and do not place yourself at risk. Have a look at www.ceop.gov.uk for some useful tips.

Consider who you are inviting to be your friend and follow the good advice of the social networking sites to ensure you are talking to the person you believe that you are talking to.

ALWAYS REMEMBER that anything you say including photos posted on your site may be shared with people other than those whom it was intended for.

Never post anything that is: Hurtful, untrue and upsetting or that you may regret sharing later on. This may be used by other people in a way that you did not intend or want.

See also WAVEPOWER 2012-2015 : http://www.swimming.org/asa/clubs-and-members/safeguarding-children/  for the ASA Child Safeguarding Policy and Procedures.

Equity Policy Statement 2013

CLUB EQUITY POLICY STATEMENT

Bristol Henleaze swimming club is committed to treat everyone equally within the context of their activity, regardless of sex, ethnic origin, disability, age, sexual orientation or political persuasion.

Bristol Henleaze swimming club will ensure that equity as stated in the club rules is incorporated in all aspects of its activities and also recognises and adopts the Sport England definition of Sports Equity.

Sports Equity is about fairness in sport, equality of access, recognizing 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.

Bristol Henleaze swimming club is committed to everyone having the right to enjoy their sport in an environment free from threat of discrimination, intimidation, harassment and abuse.

Bristol Henleaze swimming club members have a responsibility to challenge discriminatory behaviour and promote equality of opportunity.

Bristol Henleaze swimming club will deal with any incidence of discriminatory behaviour seriously, according to the club procedures.

The ASA provides updates to their equity policy. <click here > for the latest information

ASA Guidance on late collection of swimmers

BHSC fully supports the ASA guidance on the late collection of swimmers.

On occasion we understand that parents may be delayed and unable to collect their child from training or after an event. 

It is the parent/carer's responsibility to ensure the club has up to date contact numbers in case of an emergency or for use in situations such as these. The parent/carer should also inform the appropriate club officer if they are delayed with clear guidance on what the club will be required to do i.e. the parent must give consent if they wish another parent to transport their child home. The club officers must never leave a child or young person alone unless they are over 16 and then only with parent’s permission. 

PLEASE remember that your club is run by volunteers and they also have children and homes to get back to.

Parents, who persistently fail to collect a child on time, have not arrived after a reasonable period of time or have given no prior notice or informed the club they are delayed, may be failing in their care of their child. In certain circumstances the club will consult the Police or Local Authority Safeguarding Team Duty Officer for advice on action to take. 

If a parent / carer fails to collect their child or young person on several occasions with no contact or reasonable reason for the delay, the club Welfare 

Officer and another club officer will arrange to meet with them and discuss the matter. 

To read this section in full visit Page 71 of the following link: http://www.swimming.org/assets/uploads/library/00695ASA_Wavepower_A4_Section2_LR.pdf

Swim England Guidance on late collection of swimmers

BHSC fully supports the Swim England guidance on the late collection of swimmers.

On occasion we understand that parents may be delayed and unable to collect their child from training or after an event. 

It is the parent/carer's responsibility to ensure the club has up to date contact numbers in case of an emergency or for use in situations such as these. The parent/carer should also inform the appropriate club officer if they are delayed with clear guidance on what the club will be required to do i.e. the parent must give consent if they wish another parent to transport their child home. The club officers must never leave a child or young person alone unless they are over 16 and then only with parent’s permission. 

PLEASE remember that your club is run by volunteers and they also have children and homes to get back to.

Parents, who persistently fail to collect a child on time, have not arrived after a reasonable period of time or have given no prior notice or informed the club they are delayed, may be failing in their care of their child. In certain circumstances the club will consult the Police or Local Authority Safeguarding Team Duty Officer for advice on action to take. 

If a parent / carer fails to collect their child or young person on several occasions with no contact or reasonable reason for the delay, the club Welfare 

Officer and another club officer will arrange to meet with them and discuss the matter. 

To read this section in full visit Page 71 of the following link: 

http://www.swimming.org/assets/uploads/library/00695ASA_Wavepower_A4_Section2_LR.pdf

ASA Insurance and Notification

Bristol Henleaze Swimming Club is affiliated to the Amateur Swimming Association and as such provides the following iinsurance cover. Any queries regarding this Insurance should be directed to Mark Williams who is the nominated representative for Bristol Henleaze. He  may be reached via the 'Contact us' page on this website.

AMATEUR SWIMMING ASSOCIATION

Summary of Cover 2013-14

ALL AFFILIATED SWIMMING CLUBS

NAME OF CLUB……Bristol Henleaze Swimming Club…………………………. AFFILIATION NUMBER…………BRHN

It is hereby certified that, by virtue of affiliation to the Amateur Swimming Association, the above name Club is covered for the following cover as hereinafter defined, whilst participating in any activity recognised and/or authorised by the Association anywhere in the world. Cover is for UK residents only.

Period of Cover: For 12 months from your affiliation date to the ASA. This scheme has been renewed by the Amateur Swimming Association on 1st April 2011 and is annually renewable thereafter.

CIVIL & EMPLOYERS LIABILITY - POLICY NO. RTT254765 & F10069635A

Indemnity will be provided to all ASA affiliated Clubs, including all Officers, Staff, Coaches, Teachers, Members and Voluntary Helpers. The interest of Principals such as Pool or Leisure Centre Proprietors, Event Sponsors and the like is included in this cover.

Cover 1. Civil Liability - Cover is provided by Royal & Sun Alliance Insurance plc and Brit Insurance Holdings plc

This covers legal liability for damages and legal costs arising out of Third Party loss injury or damage, in connection with the approved activities of the ASA and notified to the insurers within the period of insurance. This includes Public Liability, Professional Indemnity, Directors and Officers insurance, damage to leased and rented premises, member to member liability and liability arising out of goods sold or supplied, including refreshments.

The cover is written on a claims made wording which means that the cover will respond when a claim is made, not when the incident occurred. All incidents which may give rise to a claim in the future should be notified to the insurers through Perkins Slade Ltd, at the time of the incident.

2. Employers’ Liability - Cover is provided by Royal and Sun Alliance Insurance plc (RSA) Legal Liability to pay damages and Court costs for injury to employees. N.B. A separate certificate needs to be displayed in

the work place by law if you have employees. The ASA will issue a Royal & Sun Alliance Employers’ Liability Certificate to you.

Limits of Indemnity 1. £20,000,000

2. £10,000,000 Employers’ Liability but limited to £5,000,000 in respect of Terrorism

The limit of indemnity in respect of item 1 applies to any one event, except in relation to goods sold or supplied (Products), Pollution, Directors & Officers and Abuse/Child Protection claims where the limit applies in the aggregate to all events occurring during any one period of insurance. Directors and Officers and Abuse/Child Protection claims are costs inclusive.

The primary £10,000,000 limit of indemnity in respect of item 1 is provided by Royal & Sun Alliance Insurance plc. The £10,000,000 in excess of the primary £10,000,000 is provided by Brit Insurance Holdings plc.

Principal Exclusions Criminal Acts of the Insured

Loss of or damage to your own property

The ownership, possession or use of vehicle, aircraft, hovercraft or waterborne craft

Product Guarantee or recall, repair or replacement

Medical Malpractice

Abuse in respect of the individual accused or alleged to have committed abuse or have permitted abuse

Restricted cover applies in respect of legal actions brought in a court of Law within the USA or Canada

PERSONAL ACCIDENT INSURANCE - POLICY NO. PA00021224

Insurer:- Royal & Sun Alliance Insurance plc

The insured persons are all bona fide members of affiliated Clubs.

Cover Applies if an insured person suffers accidental bodily injury which, within two years, is the sole cause of death, disablement or incurring of medical expenses in accordance with the terms and conditions of the Policy

Benefits

  1. Death £ 2,000
  2. Loss of two or more Limbs or both eyes or one of each £30,000
  3. Loss of one limb or eye £30,000
  4. Permanent and total loss of speech £30,000
  5. Permanent and total loss of hearing in both ears £30,000
  6. Permanent Total Disablement from gainful employment or gainful occupation for which the Insured Person is fitted for by education, training or knowledge £30,000
  7. Medical expenses necessarily incurred in the treatment of the Insured Person £ 100

In respect of any Insured Person 70-75, cover is restricted to benefits 1, 2, 3 and 5 only. In respect of any Insured Person aged 76-80, cover is restricted to benefit 1 only. There is no cover for persons aged over 80

Aircraft accumulation limit £1,000,000 in the case of multi-engined aircraft

£ 250,000 in the case of all other aircraft

Main exceptions Flying, other than as a passenger; Illness, Disease & HIV; Suicide; War Risks or the Insured Person undertaking sport against medical advice

LEGAL EXPENSES INSURANCE - POLICY NO. TT8/3720449

Insurer :- DAS

Insured are all affiliated Clubs of the Association

Cover 1. Employment Disputes and Compensation Awards

{C}1.      {C}2. Legal Defence Cover

{C}2.      {C}3. Property Protection Cover

{C}3.      {C}4. Tax Protection

{C}4.      {C}5. Bodily Injury

Cover includes fees and expenses of solicitors, barristers and expert witnesses, together with Court costs and opponents costs if they are awarded against a Club in a civil case

Limit of Indemnity £50,000 per claim

Extension The Policy also includes a 24 hour Legal Advice helpline which provides free confidential advice on any matters affecting the Club

Main exceptions Fine or other penalties, debt recovery, contract disputes or any Club with excess of £50,000 wageroll

The above is intended to be only a summary of cover and full copies of the policy wordings are available on request. For any queries concerning the details above, please contact Perkins Slade Ltd on 0121 698 8050, who are the ASA‘s Insurance Brokers.

In the event of a claim:

You must report every claim and any incident that is likely to give rise to a claim in the future. Incident Notification Guidelines are attached to this document to assist you. Please contact Perkins Slade Ltd claims and complete the necessary report/claim form as soon as possible to avoid prejudicing your claim. Do not admit liability, do not make an offer or promise to pay.

Royal & Sun Alliance, DAS Legal Expenses, Brit Insurance Holdings plc and Perkins Slade Limited are authorised and regulated by the Financial

Services Authority. Royal & Sun Alliance Insurance plc (No.93792). Registered in England and Wales at St Mark’s Court, Chart Way, Horsham, West

Sussex, RH12 1XL. DAS Legal Expenses Insurance Company Ltd (No.103274). Registered in England at DAS House, Quay Side,

Temple Back, Bristol, BS1 6NH. Brit Insurance Holdings plc (No.3121594). Registered in England and Wales at 55 Bishopsgate, London, EC2N 3AS.

Perkins Slade Limited (No.969374). Registered in England at 3 Broadway, Broad Street, Birmingham, B15 1BQ

Incident Notification Guidelines

This information sheet tells you when you should report an incident/accident to your insurance brokers Perkins Slade Ltd.

[Do not send accident report books]

It is important that all incidents that may give rise to a claim are reported to us as soon as possible after the event. This will enable Insurers to carry investigations at an early stage whilst information relating to the claim remains fresh in the mind. This will also ensure that you are complying fully with your policy terms and conditions.

In order to achieve this, we would ask that you notify us immediately of any incident that involves:-

  1. a fatal accident
  2. an injury involving either referral to or actual hospital treatment
  3. any allegations of libel/slander
  4. any allegations of Professional Negligence i.e. arising out of tuition, coaching or advice given
  5. any investigation under any child protection legislation
  6. any circumstance involving damage to third party property

An injury is defined as:-

  1. any head injury that requires medical treatment (Doctor or Hospital)
  2. any fracture other than to fingers, thumbs or toes
  3. any amputation, dislocation of the shoulder, hip, knee or spine
  4. loss of sight (whether temporary or permanent)
  5. any injury resulting from electrical shock or burn, leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours
  6. any other injury leading to hypothermia, heat induced illness or to unconsciousness which requires resuscitation or admittance to hospital for more than 24 hours
  7. loss of consciousness caused by asphyxia or by exposure to a harmful substance or biological agent

Please note the above list is not exhaustive and if you are unsure as to whether an incident should be reported, then please do not hesitate to contact Perkins Slade Claims Department for further advice.

We would remind you that in NO circumstances should you admit liability or agree to pay for any damage caused as this may prejudice the position of Insurers and COULD result in the withdrawal of any indemnity.

Finally, please note that this is a liability policy where Insurers decide if negligence attaches to you. Therefore any payments you make to any third parties will not necessarily be re-imbursed.

Incident Recording Guidelines

We would recommend that a designated person within your organisation is made responsible to record any reportable accident. Records must be kept for at least 3 years. Names and addresses of any possible witnesses should also be recorded.

From 31st December 2003 it is a requirement to use a new style accident book, that is compliant with data protection legislation. It is available from HSE books. It also contains information of first aid and guidance on how to prevent accidents occurring in the first place.

The register must contain the following information relating to all reportable accidents or dangerous occurrences:

  1. date and time of accident
  2. as regards a person at work - full name; occupation; nature of injury; age
  3. as regards a person not at work - full name; status; (e.g. customer); nature of injury; age
  4. place where accident occurred
  5. a brief description of the circumstances
  6. method by which the event was reported

Reporting Incident to Health & Safety Executive

You may also have obligations under the RIDDOR 95 regulations to report incidents to the HSE. For further information and to obtain a copy of the "RIDDOR explained" leaflet log onto the HSE website www.hse.gov.uk.

Perkins Slade Limited, 3 Broadway, Broad Street, Birmingham, B15 1BQ. Tel 0121 698 8040

Perkins Slade Limited are authorised and regulated by the Financial Services Authority

For questions regarding insurance, please contact the club secretary, Kin Larnach.