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ATC Membership Booklet Flipbook PDF
ATC Membership Booklet
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Rules and Constitution Name 1) The Club shall be called Alcester Tennis Club Purpose & Object 2) The main purposes of the club are to provide facilities for and to promote participation in the amateur sport of tennis. Affiliation 3) The Club shall be a non-profit making club affiliated to the Lawn Tennis Association Membership 4) Membership of the Club shall be open to anyone interested in tennis on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non discriminatory basis. 5) The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating. 6) Application forms for membership will be displayed on the Club’s notice board. 7) The Membership Secretary shall maintain a register of names and addresses of all members. 8) The club committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members. General Meetings 9) The Club shall hold a General Meeting in every calendar year before 31st March, as its Annual General Meeting. 10) All General Meetings other than Annual General Meetings shall be called Extraordinary General Meetings. 11) Fourteen days notice of all General Meetings shall be given. 12) Extraordinary General Meetings may be convened by the committee whenever it thinks fit, or within thirty days following a requisition to do so, signed by at least one fifth of the members entitled to attend and vote. 13) All members (other than temporary) shall be entitled to be present and to speak and, if aged sixteen years or over, to vote. 14) A quorum at all General Meetings shall be eight members entitled to attend and vote. 15) Voting is strictly “one member one vote” with decisions being made on a simple majority basis. In the event of a tie the Meeting Chair will have the casting vote. Management 16) The Committee will not undertake expenditure in excess of £10,000 except in the ordinary running of the Club without an Extraordinary Meeting 17) Full powers and responsibility for the management of the Club are vested with the Committee. 18) The President of the Club shall be an Honorary position held by a local person elected by the AGM 19) The Committee shall comprise the Chairman, Vice Chairman, Secretary, Treasurer, Match Secretary, Membership Secretary, Coaching Representative, Social Secretary, and two members to be elected each year at the AGM. If one person holds more than one of these offices extra Committee vacancies may be created to make up to nine members. 20) A quorum for Committee Meetings shall not be less than one third of the Committee to include either the Chair or Vice-Chair. 21) The Committee shall have the power to fill any vacancy that may arise from time to time and may co-opt additional members for special functions and purposes.
cc 22) The Committee has the authority and responsibility to undertake loans or funding which is deemed necessary for the club maintenance, improvements and growth. 23) Committee members are voted in for a three year term with options to resign at each AGM. Members may serve a maximum of two consecutive terms however if no other nominations are forthcoming the incumbent may stand for one further term. 24) Committee members, coaches and members will be required, as a condition of membership to agree to be bound by and subject to the rules and constitution of the club, such agreement to contain an express acknowledgement that the Contracts (Rights of Third Parties) Act 1999 applies and that the LTA and ATC can enforce any breach in its sole discretion. [This means that the members need to agree to the LTA’s Rules and Disciplinary Code]. 25) Where deemed appropriate by the Club Committee, the Club may offer an online/electronic and a postal voting option rather than calling an EGM. In such circumstances the same 14 day notice period would be observed but the voting period would remain open for 7 days from the advertised date to ensure members have the opportunity to vote. Voting would be strictly one member one vote as detailed above. Trustees 26) The Committee reserves the right to appoint Trustees as required. Bylaws 27) The Committee may from time to time make Bylaws in relation to the Club and may annul or vary any bylaws. All such bylaws shall be brought to the notice of members and shall be binding on members. 28) No Bylaws may be inconsistent with the Rules of the Club and any Bylaws may be repealed or altered by a Resolution of members at a General meeting. 29) Rules of play shall be displayed on the Club’s notice board along with a weekly club programme / court schedule. Visitors 30) Any member may introduce any visitor. The Visitors Book should be filled in and the appropriate fee paid. 31) Each visitor may not play more than three times per year. 32) Every member of a visiting team shall be a Temporary Member for that day and a competitor in an Open Tournament shall be a Temporary Member for the tournament. Subscriptions 33) Members at the Annual General Meeting will determine the amount of the Annual Subscription payable for each class of member. 34) Subscriptions shall become due from the third week in March in readiness for the club’s playing year which runs from the 1st April to the 31st March. Members are asked to make prompt payment to assist with this renewal process. Payments received prior to the 1st of April will attract the published membership category discount. Members paying after 1st April will be deemed to have had their membership terminated and are therefore reapplying for membership at the published membership rates (without any discounts). 35) To be eligible for match play, prospective players must belong to one of the following membership categories: a) Family b) Full Adult c) Young Adult d) Junior (from 13 yrs) e) Student Please note: All of these categories are payable by the start of the club’s playing year (April 1st) Accounts 36) Financial accounts shall be prepared each year and submitted to the AGM for approval.
Non Distribution to members
cc 37) Non-profit making – All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties. Liability for any, damage or injury 38) The Club does not accept liability for any loss or damage to members’ or guests’ property. Property and Funds 39) The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the club. 40) The club may provide sporting and related social facilities, sporting equipment, coaching, courses and post-match refreshments. 41) The Club may also in connection with the sports purposes of the Club: a) sell and supply food, drink and related sports clothing and equipment; b) employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present; c) pay for reasonable hospitality for visiting teams and guests; d) indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets). 42) The committee will have due regard to the law on disability discrimination and child protection. Dissolution 43) Upon dissolution of the club any remaining assets shall be given or transferred to a registered CASC, a registered charity or the sport’s governing body for use by them in related community sports Change of Rules / Constitution 44) These rules may be changed only by an Extraordinary Resolution at a meeting of members for which fourteen days notice of the proposed alterations has been given to members in writing.
Version Control Version Number Version Date Committee Approval Date Members Approval Date Review Date
V5 17th July 2014 10th July 2014 17th July 2014 9th July 2015
ALCESTER TENNIS CLUB RULES OF PLAY Court priority League matches have priority over all other games. Social play shall take precedence at designated social play times however in exceptional circumstances the Committee may sanction match-play, but only after all other alternatives have been explored. Every effort will be made to communicate changes in such circumstances. 3) Club tournament matches have priority over individually arranged games. 4) Seniors have priority over Juniors after 7.00pm 5) Club social tennis sessions are on Tuesday & Thursday evenings from 7pm and Sunday mornings from 10am to 1pm. See notice board for details. 1) 2)
Dress Code Recognised tennis wear must be worn at all times; beachwear is not acceptable. Only proper tennis shoes are allowed on court; trainers or footwear that either mark or damage the courts are not acceptable. 8) Tennis shirts should not be removed on court. 6) 7)
Floodlights 9) 10) 11) 12) 13)
Play is restricted to 10pm. Court bookings should not be made after 9.15pm Senior members must accompany juniors under the age of 11 ( year 7) Floodlights must be switched off following completion of play A charge is payable by all players who benefit from floodlight play. Floodlight tokens are available at £6 each from The Nelson public house.
General Visitors accompanied by members must be entered in the visitor’s book and a fee of £1.00 collected and handed to a committee member. Non-members are limited to THREE visits per year. A member cannot invite more than three visitors per session and a member may only book one court if playing with visitors. 15) Further to the limitations to non-member visits described in point 14, non-members can book courts at £5.00 per hour per court plus cost of lighting at night. Club members have priority over non-members 16) In order to respect the residents of Rope Walk, cars should be parked either in the Club’s Moorfield Road car park or in the public car park if play is to continue after 7pm 17) Members are asked to respect the wishes of other members including noise being kept to a minimum when play is continuing on adjoining courts. 18) When match-play is in progress members are asked to enter the club via the main entrance near the clubhouse, as matches will typically be played on courts 3 and 4. 19) When any play is in progress on any court, members must not walk across the rear of that court without the agreement of the players playing on it. 20) The courts are to be left clean and tidy. Always loosen and tie the nets. 21) The courts and clubhouse should be locked unless other members are playing. 22) No bicycles, skateboards, footballs etc. are allowed on the courts. 23) Any disputes should be referred to a committee member. 14)
24)
Members are asked to personally dispose of any rubbish they might bring to the club as there are no rubbish collection facilities available to the club – please take your rubbish home or use locally cited rubbish bins.
NB Failure to comply with rules above could result in members being suspended or removed from the membership.
Version Control Version Number Version Date Committee Approval Date Members Approval Date Review Date
V4 17th July 2014 10th July 2014 17th July 2014 9th July 2015
British Tennis Diversity and Inclusion Policy Including Code of Conduct and Reporting Procedure (Alcester Tennis Club)
Concern Reporting Procedure Anyone who has concerns that they or someone else is being discriminated against or has been a victim of discriminatory language or behaviour should: Respond
Listen carefully to what the person is telling you. Do not interrupt; keep questions to a minimum; do not promise to keep the information secret
Refer
Is someone in immediate danger? YES Call the police (999) THEN
NO Talk to the club’s Welfare Officer in confidence (Melanie Short, [email protected]; 07952 770882); Talk to the LTA Safeguarding Team * (020 8487 7000) as soon as possible [Mon-Fri, 9am-5pm]. If the Safeguarding Team is unavailable and you want advice before the next working day, call the NSPCC (0808 800 5000) or Parent Line Scotland (0800 028 2233) if your concerns is about a child. If your concern us about an adult ask them for details of your Local Authority Adult Social Care Services. Hate crime can alternatively be reported through True Vision at www.report-it.org.uk
Record
Write an objective account of your concerns immediately using the Reporting a Concern Form found on the safeguarding page. Send it to the Safeguarding Team within 48 hours of the concern/disclosure ([email protected]) Handling a concern/disclosure can be emotionally difficult. If you would like to talk to someone after making a concern/disclosure, contact the LTA Safeguarding Team by phone 020 8487 7000 or email [email protected]
Tennis Wales Safeguarding Lead (029 2046 3335) Tennis Scotland Safeguarding Lead (0131 444 4154). (See appendix C for more details on what to do if a disclosure from a child or adult at risk is made to you)
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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Diversity and Inclusion in Alcester Tennis Club This Policy sets out our commitment and includes our Safe and Inclusive Standards, Code of Conduct (page 8) and Reporting Procedure (page 2) and it supports our overall aims for diversity and inclusion that are to ensure that: • • • •
Tennis is diverse and inclusive Diversity and inclusion are embedded in our club’s culture and our behaviours We create a culture where inclusive leadership thrives We take a proactive approach using positive action to ensure that communities and individuals are valued and able to achieve their full potential.
To achieve these aims we believe that everyone involved in Tennis has a vital role to play in promoting diversity and inclusion and we ask everyone to become Safe and Inclusive Tennis Champions – proactively promoting Safe and Inclusive tennis and taking action against all forms of discrimination. We are proud to have a Diversity and Inclusion Policy that demonstrates our commitment to making tennis diverse and inclusive. The commitment to Diversity and Inclusion is upheld by all - Lawn Tennis Association (LTA), Tennis Scotland, Tennis Wales and the Tennis Foundation. These commitments are fully supported by the Alcester Tennis Club Committee. Together we can make a positive difference to people from different backgrounds to participate in Tennis at our club. Thank you.
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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Diversity and Inclusion Policy 1. Policy Statement This Diversity and Inclusion Policy, Standards, Code of Conduct and Reporting Procedure are applicable to Alcester Tennis Club and is based on similar policies of: • • • •
The Lawn Tennis Association (LTA) Tennis Scotland Tennis Wales The Tennis Foundation.
As a club we contribute actively to enable more people to play tennis more often, in a manner that it is safe, inclusive, and fair. This applies regardless of a person’s age, disability, gender reassignment status, sex, marital or civil partnership status, pregnancy or maternity, race, sex, sexual orientation, religion, race or sexual orientation, socio-economic status or any other background. We recognise that many concerns and/or disclosures may have both safeguarding and diversity and inclusion elements to them. This policy reflects this through its reporting procedures, which replicate the safeguarding concern reporting procedures. This Policy strives to minimise risk and support our venue, programmes, events and individuals to deliver and experience a positive tennis experience for everyone. The Reporting Procedures in page 2 outlines how to respond to safeguarding or discrimination concerns/disclosures. 2. Use of Terminology We have adopted the following definitions to explain our approach to diversity and inclusion in tennis: Discrimination – treating someone in a less favourable way and causing them harm, because of their age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation Diversity – acknowledging, celebrating and respecting the differences between groups of people and between individuals. We will work to ensure that people can be assured of an environment in which their rights, dignity and individual worth are respected, and in particular that they are able to enjoy their sport without the threat of intimidation, victimisation, harassment or abuse. Harassment – unwanted conduct related to a relevant protected characteristic, which has the purpose or effect of violating an individual’s dignity or creating and intimidating, hostile, degrading, humiliating or offensive environment for that individual or creates an intimidating, hostile, degrading, humiliating or offensive environment. The focus is on the perception of the complainant not the intent of the perpetrator. Employees can complain of behaviour they find offensive even if it is not directed at them. Inclusion – ensuring that tennis is equally accessible to any member of the community so they can be fully involved in whatever capacity they choose; and that they are supported to achieve their potential in any capacity e.g. player, employee, volunteer, coach or official. We will work to ensure that people have a genuine and equal opportunity to participate to the full extent of their own ambitions and abilities, that they feel respected and valued and are not singled out, with regard to their age, disability, gender reassignment status, sex, marital or civil partnership status, Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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pregnancy or maternity, race, sex, sexual orientation, religion, race or sexual orientation, socio-economic status or any other background. Positive action – Alcester Tennis Club is committed to taking positive steps to counteract the effects of physical or cultural barriers – whether real or perceived – that restrict the opportunity for all sections of the community to participate equally and fully. We will ensure that we institute, support or contribute to appropriate measures or initiatives that enable access to tennis and participation in associated activities by people from any group that is under-represented in tennis or has difficulty accessing it and that they can do so with dignity or without being singled out. (See Appendix A for full glossary of terms) 3. Scope Alcester Tennis Club has direct safe and inclusive responsibility for: • • • • •
Staff, consultants, coaches and officials they employ; Volunteers, including board members and councillors they recruit; Venues they own; Events and programmes they run; and Ensuring all accreditation requirements are met by accredited coaches, officials and venues.
We recommend and support the development of good diversity and inclusion practice to: • • • • •
Accredited coaches, officials and venues; Players, parents and carers; Volunteers recruited by other organisations; Venues hired by or on our behalf Club Events.
This Policy is in line with national legislation (see appendix B for details of the relevant legislation) and applicable to our club, specifically to every person and place that we have direct safe and inclusive responsibility for. 4. Responsibility for implementation of the Diversity and Inclusion Policy Diversity and inclusion is everyone’s responsibility: not responding to discriminatory or unacceptable language and behaviour is not an option. • • • •
The club’s Committee and Chair have overall accountability for this Policy and Reporting Procedure, for being the strategic lead on diversity and inclusion and for ensuring compliance with the relevant legislation (see Appendix for details). The club’s chair Duncan Robinson and Welfare Officer Melanie Short have overall responsibility for implementation of the policy. The Chair and Welfare Officer of the club are responsible for updating this Policy and Reporting Procedure in line with legislative and organisational developments; and develop a strategic and proactive approach to diversity and inclusion and respond to discrimination concerns. The Alcester Tennis Club’s Welfare Officer, Melanie Short is responsible for supporting the club to identify where diversity and inclusion support is required; to implement safe and inclusive procedures; promote
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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• • •
diversity and inclusion principles, including the Safeguarding and Reporting Procedure, to all the venues they manage, programmes, events and individuals including players, parents and carers. All staff, consultants, coaches, officials and volunteers involved in tennis are responsible for raising diversity and inclusion concerns with the club’s Welfare Officer to start with; then the Safe and Inclusive Tennis team if applicable, as outlined in the Reporting Procedure. Players, parents and guardians are responsible for upholding the Code of Conduct and Reporting Procedure. The Alcester Tennis Club committed to: o formally adopt this policy, o take steps to ensure that our committee, members, participants and volunteers behave in accordance with the policy, including where appropriate taking disciplinary action under our constitution; o ensure that access to membership as well as access to participation is open and inclusive; o publish accurate information about the location and accessibility of our facilities; and o support measures and initiatives that British Tennis may institute or take part in to advance the aims of this policy as part of our commitment to our LTA membership.
Where there is a diversity and inclusion concern/disclosure: •
The individual who is told about, hears, or is made aware of the concern/disclosure is responsible for following the Concern Reporting Procedure above
5. Breaches of the Diversity and Inclusion Policy, Standards, Code of Conduct and Reporting Procedure Where there are concerns that diversity and inclusion good practice has not been followed, all staff are encouraged to follow the club’s whistleblowing policy; consultants, coaches, officials, volunteers and players are encouraged to:
1. Complain directly to the person or organisation and seek resolution. In the first instance, this can often resolve many disputes or concerns.
2. If required, you can contact the LTA Safeguarding Team: [email protected] - they can assist in liaising with the club and investigating the matter. Alternatively, the NSPCC Whistleblowing advice line: 0800 028 0285; [email protected] can be contacted.
3. Seek further advice from the Equality Advisory Support Service a call on 0808 800 0082. For further information their website is: http://www.equalityadvisoryservice.com/app/ask
If someone comes to you with a concern around discrimination, listen to their complaint, reassure them and advise them of the routes listed above (1-3). Breaches of this Policy and/or failure to comply with the outlined responsibilities may result in the following by the LTA, Tennis Scotland, Tennis Wales and/or the Tennis Foundation: •
Venues – Potential removal of LTA accreditation
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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• •
Staff – disciplinary action leading to possible dismissal and legal action. Contracted consultants, officials and coaches – termination of current and future roles within all four organisations and possible legal action. Recruited volunteers, including councillors and board members – termination of current and future roles within all four organisations and possible legal action.
•
Actions taken by staff, consultants, volunteers, officials, coaches, venues, clubs and/or events outside of the LTA, Tennis Scotland, Tennis Wales and/or the Tennis Foundation that are seen to contradict this Policy may be considered a violation of this Policy. Where an appeal is lodged in response to a safeguarding decision made by the LTA Safeguarding Team and Safeguarding and Protection Committee and/or Licensing and Registration Committee, an independent appeal body such as Sport Resolutions may be used. Their decision is final. 6. Related policies and guidance • • • • •
Safeguarding Policy Grievance Policy Bullying Policy Transgender Policy Data Protection Policy
• • • • •
Disciplinary Policy Harassment Policy Complaints Policy Whistle-blowing Policy And others as may be identified from time to time.
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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Codes of Conduct All members of staff and volunteers agree to:
• • • • • • • • • • •
Prioritise the well-being of all children and adults at risk at all times
• • • •
Refrain from smoking and consuming alcohol during club activities or coaching sessions
• • •
Not abuse, neglect, harm or discriminate against anyone; or act in a way that may be interpreted as such
Treat all children and adults at risk fairly and with respect Be a positive role model. Act with integrity, even when no one is looking Help to create a safe and inclusive environment both on and off court Not allow any rough or dangerous behaviour, bullying or the use of bad or inappropriate language Report all allegations of abuse or poor practice to the club Welfare Officer Not use any sanctions that humiliate or harm a child or adult at risk Value and celebrate diversity and make all reasonable efforts to meet individual needs Keep clear boundaries between professional and personal life, including on social media Have the relevant consent from parents/carers, children and adults before taking or using photos and videos Refrain from making physical contact with children or adults unless it is necessary as part of an emergency or congratulatory (e.g. handshake / high five) Ensure roles and responsibilities are clearly outlined and everyone has the required information and training Avoid being alone with a child or adult at risk unless there are exceptional circumstances Refrain from transporting children or adults at risk, unless this is required as part of a club activity (e.g. away match) and there is another adult in the vehicle Not have a relationship with anyone under 18 for whom they are coaching or responsible for Not to have a relationship with anyone over 18 whilst continuing to coach or be responsible for them
All children agree to:
• • • • • •
Be friendly, supportive and welcoming to other children and adults
• • •
Not use bad, inappropriate or racist language, including on social media
•
Talk to the club Welfare Officer about any concerns or worries they have about themselves or others
Play fairly and honestly Respect club staff, volunteers and Officials and accept their decisions Behave, respect and listen to your coach Take care of your equipment and club property Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, culture, religion or sexual identity Not bully, intimidate or harass anyone, including on social media Not smoke, drink alcohol or drugs of any kind on club premises or whilst representing the club at competitions or events
All adults agree to: • Positively reinforce your child and show an interest in their tennis Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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• • • • • • • • • • • •
Use appropriate language at all times Be realistic and supportive Never ridicule or admonish a child for making a mistake or losing a match Treat all children, adults, volunteers, coaches, officials and members of staff with respect Behave responsibly at the venue; do not embarrass your child Accept the official’s decisions and do not go on court or interfere with matches Encourage your child to play by the rules, and teach them that they can only do their best Deliver and collect your child punctually from the venue Ensure your child has appropriate clothing for the weather conditions Ensure that your child understands their code of conduct Adhere to your venue’s safeguarding policy, diversity and inclusion policy, rules and regulations Provide emergency contact details and any relevant information about your child including medical history
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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Appendix A: Glossary of terms Age: This refers to a person belonging to a particular age group, which can mean people of the same age (e.g. 32year old’s) or range of ages (e.g. 18 - 30-year old’s, or people over 50). Bisexual or Bi: – refers to a person who has an emotional and/or sexual orientation towards more than one gender. Bullying: can involve any form of physical, emotional, sexual or discriminatory abuse. It can also include cyberbullying – using social media or mobile phones to perpetrate bullying. Direct discrimination: treating someone less favourably than another person because of a protected characteristic. Disability: A person having a physical or mental impairment that has a substantial and long-term adverse effect on that person's ability to carry out normal day-to-day activities. Discrimination: treating someone in a less favourable way and causing them harm, because of their age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation. Discrimination by association: discrimination against someone because they are associated with another person who possesses a protected characteristic. Discrimination by perception: discrimination against someone because of the belief that someone possesses a protected characteristic. Diversity: acknowledging and celebrating the differences between groups of people and between individuals. Equality: treating everyone with fairness and respect and recognising and responding to the needs of individuals. Taking positive actions to address existing disadvantages and barriers affecting how people engage with and participate in tennis. Ethnicity: the social group a person belongs to, and either identifies with or is identified with by others, as a result of a mix of cultural and other factors including language, diet, religion, ancestry and physical features traditionally associated with race. Ethnicity is essentially self-defined and may change over time. Gay: refers to a man who has an emotional, romantic and/or sexual orientation towards men. Also, a generic term for lesbian and gay sexuality - some women define themselves as gay rather than lesbian. Gender identity: this is an individual’s internal self-perception of their own gender. A person may identify as a man, as a woman, as neither man or woman (non-binary) or as androgyne/polygender. Gender reassignment: The process of changing or transitioning from one gender to another. Harassment: unwanted conduct related to a relevant protected characteristic, which has the purpose or effect of violating an individual’s dignity or creating and intimidating, hostile, degrading, humiliating or offensive environment for that individual or creates an intimidating, hostile, degrading, humiliating or offensive environment. The focus is
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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on the perception of the complainant not the intent of the perpetrator. Employees can complain of behaviour they find offensive even if it is not directed at them. Hate crime: crime that is targeted at a person because of hostility or prejudice towards that person’s disability, race or ethnicity, religion or belief, sexual orientation or transgender identity. This can be committed against a person or property. Homophobia: the fear, unreasonable anger, intolerance or/and hatred toward homosexuality, lesbian gay and bisexual people whether that person is homosexual or not. Inclusive leadership – leaders who are aware of their own biases and preferences, actively seek out and consider different views and perspectives to inform better decision-making. They see diverse talent as a source of competitive advantage and inspire diverse people to drive organisational and individual performance towards a shared vision. An Inclusive Leader – is a role model exemplar of inclusive behaviour; listens to and seeks out the views of diverse people and takes account of these views, without bias, in the decisions they make; appreciates that a diverse group of people will generate more creative solutions to problems and encourages this; inspires people through a shared vision of future success and motivates them to deliver it; leverages difference for high performance and provides responsive excellence to customers’, clients’ and service users’ needs; provides positive feedback to boost people’s self-efficacy; puts effort into helping diverse people identify their talents and develop them for performance now and future advancement; communicates authentically and honestly in a way that inspires trust, loyalty and wellbeing. Inclusion: recognising that people from different backgrounds may have difference needs and expectations and may experience barriers in trying to access tennis. An inclusive venue is one that takes steps to attract and engage with people from many different backgrounds and meet their needs so that everyone has a positive experience and has the opportunity to achieve their potential. Indirect discrimination: a practice, policy or rule which applies to everyone in the same way, but that has a worse effect on some people than others. LGBTQ: an acronym for Lesbian, Gay, Bisexual, Trans and Questioning. Lesbian: a woman who has an emotional romantic and /or sexual orientation towards women. Monitoring equality: refers to data collection and analysis to check if people with protected characteristics are participating and being treated equally. For example: monitoring of the number of people with a disability who play tennis at our venue. Non-binary – an umbrella term for a person who does not identify as only male or only female, or who may identify as both. Positive action: a range of lawful actions that seek to overcome or minimise disadvantages (for example in employment opportunities) that people who share a protected characteristic have experienced, or to meet their different needs. Pregnancy and maternity: pregnancy is the condition of being pregnant or expecting a baby. Maternity refers to the period after the birth, and is linked to maternity leave in the employment context. In the non-work context, protection against maternity discrimination is for 26 weeks after giving birth, and this includes treating a woman unfavourably because she is breastfeeding. Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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Questioning: it refers to the process of exploring your own sexual orientation and/or gender identity. Race: refers to the protected characteristic of race. It refers to a group of people defined by their race, colour, and nationality (including citizenship) ethnic or national origins. Radicalisation, extremism and terrorist behavior: Radicalisation is the process by which a person comes to support terrorism and/or forms of extremism. Extremism is vocal or active opposition to fundamental British values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs. There is no single way to identify an individual who is likely to be susceptible to extremist ideology. The internet and the use of social media can be a major factor in the radicalisation of people. Reasonable adjustment: What is considered reasonable will depend on all the circumstances of the case including the size of an organisation and its resources, what is practicable, the effectiveness of what is being proposed and the likely disruption that would be caused by taking the measure in question as well as the availability of financial assistance Religion or belief: religion has the meaning usually given to it but belief includes religious and philosophical beliefs including lack of belief (e.g. atheism). Generally, a belief should affect your life choices or the way you live for it to be included in the definition. Sex: refers to the biological makeup such as primary and secondary sexual characteristics, genes, and hormones. The legal sex is usually assigned at birth and has traditionally been understood as consisting of two mutually exclusive groups, namely men and women. Sexual orientation: a person’s emotional, romantic and/or sexual attraction to another person. Trans: an umbrella term to describe people whose gender is not the same as, or does not sit comfortably with, the sex they were assigned at birth. Trans people may describe themselves using one or more of a wide variety of terms, including (but not limited to) transgender, cross dresser, non-binary, genderqueer (GQ). Transphobia: the fear, unreasonable anger, dislike, intolerance or/and hatred toward trans people, whether that person has undergone gender reassignment or is perceived to have done that. Transsexual Person: someone who has started the process of changing their gender identity is undergoing or has undergone gender reassignment. Unconscious bias or implicit bias: this refers to a bias that we are unaware of, and which happens outside of our control. It is a bias that happens automatically and is triggered by our brain making quick judgments and assessments of people and situations, influenced by our background, cultural environment and personal experiences. Victimisation: when someone is treated badly because they have made or supported a complaint or grievance.
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
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Appendix B: Legislation The Equality Act 20101 legally protects people from discrimination in the workplace and in wider society. It replaced previous anti-discrimination laws with a single Act, making the law easier to understand and strengthening protection in some situations. It sets out the different ways in which it’s unlawful to treat someone. It is against the law to discriminate against anyone because of: o age o being or becoming a transsexual person o being married or in a civil partnership o being pregnant or on maternity leave o disability o race including colour, nationality, ethnic or national origin o religion, belief or lack of religion/belief o sex o sexual orientation These are called ‘protected characteristics’. People are protected from discrimination: o at work o in education o as a consumer o when using public services o when buying or renting property o as a member or guest of a private club or association People are also protected from discrimination if: o they are associated with someone who has a protected characteristic, e.g. a family member or friend o they have complained about discrimination or supported someone else’s claim Discrimination can come in one of the following forms: o direct discrimination - treating someone with a protected characteristic less favourably than others. o indirect discrimination - putting rules or arrangements in place that apply to everyone, but that put someone with a protected characteristic at an unfair disadvantage. o harassment - unwanted behaviour linked to a protected characteristic that violates someone’s dignity or creates an offensive environment for them. o victimisation - treating someone unfairly because they’ve complained about discrimination or harassment.
1
http://www.legislation.gov.uk/ukpga/2010/15/contents
Diversity and Inclusion Policy and Concern Reporting Procedure Last Updated: September 2018 Next Review: September 2020 (or earlier if there is a change in legislation)
Page 13 of 13
Alcester Tennis Club Disciplinary Code Effective September 2018
Section One: General 1.
Jurisdiction and Powers
1.1
The disciplinary code adopted by Alcester Tennis Club should be read in conjunction with the LTA’s Disciplinary Code. For the avoidance of doubt, any process followed under this policy will be undertaken by Alcester Tennis Club following applicable LTA Policies.
1.2
Alcester Tennis Club (the “Club”) has disciplinary jurisdiction over: (i) all members of the Club (the “Members”), entities or persons which are registered as associates of the Club (the “Associates”) and, in each case, their members and officers; (ii) all members of the Committee of the Club (the “Committee”), officials, referees, umpires, officers or employees of or connected to the Club; (iii) all tennis players who are members of a Member or Associate or who participate in any tennis event or training organised or authorised by the Club or by any Member or Associate or by any other body; (the “Players”); (iv) where a Player is under the age of 18 on the date of the tennis event or training organised or authorised by the Club or by any Member or Associate or by any other body, the parent or (if different) the legal guardian of the Player (the “Parent”); (v) any supporter of a Player attending the tennis event or training in which the Player is participating (the “Supporters”); and (v) any person who has any form of licence, authorisation, accreditation from the Club (for example a coach or official under the LTA licensing and accreditation schemes), or receives any other benefit from the Club.
1.3
For avoidance of doubt, any reference in this Code and its appendices: (i)
to the “ATC” or the “Alcester Tennis Club” is to the Club;
(ii)
to the “Disciplinary Code” or the “Code”, is to this Code;
(iii)
to the “Articles” is to the Articles of Club of the LTA; and
(iv)
to the “Rules” is to the Rules of the ATC.
1.4
The Club shall exercise its disciplinary powers in the manner set out in this Code.
1.5
The Club shall delegate its power to: (i)
act upon disciplinary matters to a Chairman (the “Chairman”) in accordance with the Terms of Reference of the Chairman (Schedule 1);
(ii)
decide disciplinary matters to a disciplinary panel (the “Disciplinary Panel”) in accordance with the Terms of Reference of the Disciplinary Panel (Schedule 2);
(iii)
impose interim suspensions to the Disciplinary Panel in accordance with paragraph 3 below;
(iv)
decide upon appeals against the decisions of the Disciplinary Panel and any other disciplinary matters to an appeals tribunal (the “Appeals Tribunal”) in accordance with the Code.
1.6
This Code shall apply to any disciplinary matter which raises child protection issues in accordance with Appendix One.
1.7
The Club shall have jurisdiction to consider a matter if a formal complaint of alleged misconduct is made.
1.8
The Club shall also have jurisdiction to investigate any other matter which the Chairman, in his or her sole discretion, considers may constitute Misconduct.
1.9
The Club shall also have jurisdiction over appeals against decisions or rulings of the governing body of a Member and/or in respect of the Club’s competition regulations (including appendices) (the "Competition Regulations") and/or in respect of non-disciplinary decisions of the Club. Such appeals will be dealt with by an Appeals Tribunal in accordance this Code.
1.10
Where both the Club and a Member have jurisdiction over a matter, the Chairman may, in his or her sole discretion on behalf of the Club, determine that: (i)
such matter should be dealt with by the Club; or
(ii)
such matter should be dealt with by the Member.
A Member may formally request that the Club deals with a matter, in which case the Chairman shall, in his or her sole discretion on behalf of the Club, determine whether the matter should be dealt with by the Club or by the Member. 1.11
Where an individual against whom a complaint is made is under the age of 14 years when the matter complained of occurred, correspondence will be addressed to his or her parent or guardian only. Where an individual is between 14 and 18 years of age a copy of all correspondence from the Club will be copied to a parent or guardian. In either case, if a complaint of Misconduct results in a hearing, the parent or guardian shall be entitled to be present and make such representations as the parent or guardian thinks fit on the minor's behalf.
1.12
The Committee of the Club may amend these procedures as it sees fit from time to time. Any such amendments shall come into full force and effect upon the date specified by the Committee of the Club.
2.
Misconduct
2.1
The Club’s committee will determine whether misconduct has taken place to the extent where formal action should take place.
2.2
Misconduct is defined as: (i)
any breach of the Rules (including its appendices) or regulations;
(ii)
any breach of any of the regulations concerning match fixing
(iii)
any conduct which is detrimental to the interests of the game of lawn tennis.
3.
Membership Withdrawal
3.1
If the Chairman considers that an allegation, complaint or matter which has been drawn to his or her attention falls within the scope of the Club’s disciplinary regime and is of sufficient seriousness to warrant the suspension of a person or body from any aspect of involvement in tennis (including,
where relevant, the suspension of a coach accreditation or officials licence or coaching assistant’s accreditation in line with the LTA Disciplinary Code) until such time as the LTA Disciplinary Panel has reached its decision (an “Interim Suspension”), s/he shall write to such person or body informing him, her or it of the position. 3.2
The Chairman shall state that it is his or her intention to apply to the Disciplinary Panel for a temporary order that the person or body be so suspended until the hearing of the case before the Disciplinary Panel. The person or body involved shall be asked for his or her comments upon this application as a matter of urgency and within the time limit stated in the letter.
3.3
The Chairman shall consider the response received. If no response is received within the time limit set out by the Chairman, or if the Chairman considers that, notwithstanding the response, his or her view remains that an interim suspension should be sought, the Chairman shall submit the matter to the Disciplinary Panel who shall decide whether or not it is appropriate to impose an interim suspension pending a hearing before the Disciplinary Panel. Such decision may be made at a meeting of the Disciplinary Panel or by telephone or by written communication.
3.4
The person or body whose suspension is sought shall not have the right to appear before the Disciplinary Panel. However, the Panel, in reaching its decision, shall, take into account any representations made by such person or body either to the Chairman in response to his or her letter informing such person or body of his or her intention to request an interim suspension or otherwise. The decision of the Disciplinary Panel, in this matter, shall not be subject to any appeal.
3.5
If at any time the facts or circumstances surrounding a case change, the Disciplinary Panel may consider, either of its own motion or by an application brought by a person or body subject to an interim suspension, whether such interim suspension should continue. In their absolute discretion the Disciplinary Panel may lift such suspension or may impose such conditions as they think fit in default of which the person or body will remain subject to suspension.
3.6
Subject to the outcome of the Disciplinary Panel, the Chairperson may withdraw membership where it is found that the conduct or behaviour of said member does not adhere to the rules set by the Club and is of such a nature as to be considered detrimental to the safe conduct of the game of tennis at the Club. Such circumstances include but are not limited to: (i) (ii) (iii)
Substantiated safeguarding concerns Theft or damage of club or member’s property Wilful neglect of Club property
Alcester Tennis Club Safeguarding Policy
Reporting a Safeguarding Concern within the Tennis Environment Useful Contacts
Concerns arise about the behaviour of a member of staff, coach or volunteer towards a child/children. Make a note of anything you/the witness has seen/said, with dates and times
British Tennis Services team: 020 8487 7000 Email: [email protected] NSPCC: 0808 800 5000 Emergency Services: 999
Note: You should inform the parent/carer of the concern, unless you believe it would put the child/adult at risk, yourself or others at risk
Is there an immediate risk to a young person or vulnerable adult?
NO
YES
Crime/Immediate risk: Call Police/ Social Services
Medical: Call an Ambulance
Is the Club Welfare Officer available?
NO
YES
Safeguarding Team in conjunction with SPC makes decision as to Level of concern.
Level 1 (Low level i.e. poor practice) LTA investigate or tennis club investigate with support from the LTA
Level 2/3 Serious Concern (i.e. suspected abuse) LTA inform SPC, conduct investigation, inform Police/LADO
Concern dealt with by club (internal discipline/appeals process). If LTA disciplinary investigation undertaken a hearing is held by LRC/SPC*
Club Welfare Officer contacts the Safeguarding Team for advice and guidance and provides the completed Reporting a Concern Form
If you are unable to contact the Welfare Officer or the LTA Safeguarding Team, please contact your Local Authority Children’s Services Team and follow their advice
LTA consults with SPC re interim suspension and notifying other organisations. Consultation with Police/LADO and strategy discussion to agree investigative process. Internal Investigation may be delayed pending police enquiries.
Outcome of disciplinary process (e.g. no case to answer, advice or warning/sanction)
If your Club Welfare Officer is unavailable please report to the Safeguarding Team for advice and complete Reporting a Concern Form
LTA await outcome of Children’s Social Care or Police investigation (e.g. NFA, criminal prosecution, assessment of risk). Full disciplinary investigation undertaken and SPC hearing held. Outcome i.e. removal of coach accreditation, further training, approved for accreditation.
Appeal process
*SPC – Safeguarding and Protection Committee *LRC – Licensing and Registration Committee Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 2 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Safeguarding Policy 1. Policy statement The Alcester Tennis Club is committed to prioritising the well-being of all children and adults at risk, promoting safeguarding in our club at all times, including all programmes and events we run. This Policy strives to minimise risk, deliver a positive tennis experience for everyone and respond appropriately to all safeguarding concerns/disclosures. 2. Use of terminology Child: a person under the age of eighteen years. Note that some legislation in Scotland defines a child as a person under sixteen years old. However, where there is any safeguarding concern, anyone under the age of 18 is regarded as a child unless advised otherwise by the LTA Safeguarding Team. Adult at risk of abuse or neglect: a person aged eighteen years or over who is, or may be, in need of community care services by reason of disability, age or illness; and is, or may be, unable to take care of, or unable to protect him or herself against abuse or neglect. Safeguarding children: protecting children from abuse and neglect, preventing the impairment of children’s health or development, ensuring that they grow up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances. Safeguarding adults at risk: protecting adults from abuse and/or neglect. Enabling adults to maintain control over their lives and make informed choices without coercion. Empowering adults at risk, consulting them before taking action, unless someone lacks the capacity to make a decision, or their mental health poses a risk to their own or someone else’s safety, in which case, always acting in his or her best interests. (See appendix A for full glossary of terms). 3. Scope This Policy is applicable to all staff, volunteers, committee members, coaches and club members. It is in line with national legislation and applicable across the UK. Advice, guidance and support is available from the LTA Safeguarding Team.
4. Responsibility for the implementation of the Safeguarding Policy, Code of Conduct and Reporting Procedure SAFEGUARDING IS EVERYONE’S RESPONSIBILITY: NOT RESPONDING TO A SAFEGUARDING CONCERN IS NOT AN OPTION. • • • •
Our club’s committee has overall accountability for this Policy and its implementation Our club Welfare Officer is responsible for updating this Policy in line with legislative and club developments All individuals involved in/present at the club are required to adhere to the Policy and Code of Conduct The LTA Safeguarding Team and Tennis Scotland, Tennis Wales and Tennis Foundation Safeguarding Leads can offer support to help clubs proactively safeguard.
Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 3 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Where there is a safeguarding concern/disclosure: • The individual who is told about, hears, or is made aware of the concern/disclosure is responsible for following the Reporting a Safeguarding Concern Procedure. Unless someone is in immediate danger, they should inform their club Welfare Officer, LTA Safeguarding Team or National Safeguarding Lead. • The club Welfare Officer and Safeguarding Leads are responsible for reporting safeguarding concerns to the LTA Safe Safeguarding Team. • The LTA Safeguarding Team is responsible for assessing all safeguarding concern/disclosures that are reported to them and working with the club Welfare Officer and national Safeguarding Leads to follow up as appropriate on a case-by-case basis, prioritising the well-being of the child/ adult at risk at all times. Dependent on the concern/disclosure, a referral may be made to: o o o o o
The police in an emergency (999); Local Authority Children’s Services – 01926 41444 (in hours), 01926 886922 (out of hours) Local Authority Adult Services – 01926 412080 Designated Officer for concerns/disclosures about a member of staff, consultant, coach, official or volunteer – Melanie Short 07952 770882 Disclosure and Barring Service (Adult Social Work Team or Health and Social Service Department (Channel Islands) for concerns/disclosures about a member of staff, consultant, coach, official or volunteer
5. Breaches of the Safeguarding Policy, Code of Conduct and Reporting Procedure Breaches of this Policy and/or failure to comply with the outlined responsibilities may result in the following: • Disciplinary action leading to possible exclusion from the club, dismissal and legal action • Termination of current and future roles within the club and roles in other clubs, the LTA, Tennis Wales, Tennis Scotland and the Tennis Foundation. Actions taken by players, parents or carers, staff, consultants, volunteers, officials, coaches inside or outside of the club that are seen to contradict this Policy may be considered a violation of this Policy. Where an appeal is lodged in response to a safeguarding decision made by the club, the individual should adhere to the club’s appeal procedure [for guidance on developing an appeal procedure – see What’s the Score toolkit]. 6. Whistleblowing Safeguarding children and adults at risk requires everyone to be committed to the highest possible standards of openness, integrity and accountability. As a club, we are committed to encouraging and maintaining a culture where people feel able to raise a genuine safeguarding concern and are confident that it will be taken seriously. What is whistle blowing? In the context of safeguarding, “whistle blowing” is when someone raises a concern about the well-being of a child or an adult at risk. A whistle blower may be: • a player; • a volunteer; • a coach; • other member of staff; • an official; • a parent; • a member of the public. How to raise a concern about a child or an adult at risk at the club If a child or an adult at risk is in immediate danger or risk of harm, the police should be contacted by calling 999. Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 4 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Where a child or an adult at risk is not in immediate danger, any concerns about their well-being should be made without delay to the Club Welfare Officer. The Club Welfare Officer will pass the details of the concern on to the LTA Safeguarding Team at the earliest opportunity and the relevant local authority and the police will be contacted, where appropriate. If, however, the whistle blower does not feel comfortable raising a concern with the Club Welfare Officer, the whistle blower should contact the LTA Safeguarding Team directly on 020 8487 7000, the Local Authority Designated Officer (LADO) or the NSPCC on 0808 800 5000. The Club Welfare Officer can be contacted on: 07952 770882 Information to include when raising a concern The whistle blower should provide as much information as possible regarding the incident or circumstance which has given rise to the concern, including: • their name and contact details (unless they wish to remain anonymous); • names of individuals involved; • date, time and location of incident/circumstance; and • whether any witnesses were present. What happens next? All concerns raised by a whistle blower about the well-being of a child or an adult at risk will be taken seriously and every effort will be made to deal with each concern fairly, quickly and proportionately. If the whistle blower does not believe that the concern has been dealt with appropriately and wishes to speak to someone outside the club or the LTA Safeguarding Team, the NSPCC Whistleblowing advice line should be contacted on 0800 028 0285 or by emailing [email protected]. Support The club will not tolerate any harassment, victimisation or unfair treatment of, and will take appropriate action to protect, whistle blowers when they raise a concern in good faith.
Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 5 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Codes of Conduct All members of staff and volunteers agree to: • Prioritise the well-being of all children and adults at risk at all times • Treat all children and adults at risk fairly and with respect • Be a positive role model. Act with integrity, even when no one is looking • Help to create a safe and inclusive environment both on and off court • Not allow any rough or dangerous behaviour, bullying or the use of bad or inappropriate language • Report all allegations of abuse or poor practice to the club Welfare Officer • Not use any sanctions that humiliate or harm a child or adult at risk • Value and celebrate diversity and make all reasonable efforts to meet individual needs • Keep clear boundaries between professional and personal life, including on social media • Have the relevant consent from parents/carers, children and adults before taking or using photos and videos • Refrain from making physical contact with children or adults unless it is necessary as part of an emergency or congratulatory (e.g. handshake / high five) • Refrain from smoking and consuming alcohol during club activities or coaching sessions • Ensure roles and responsibilities are clearly outlined and everyone has the required information and training • Avoid being alone with a child or adult at risk unless there are exceptional circumstances • Refrain from transporting children or adults at risk, unless this is required as part of a club activity (e.g. away match) and there is another adult in the vehicle • Not abuse, neglect, harm or discriminate against anyone; or act in a way that may be interpreted as such • Not have a relationship with anyone under 18 for whom they are coaching or responsible for • Not to have a relationship with anyone over 18 whilst continuing to coach or be responsible for them All children agree to: • Be friendly, supportive and welcoming to other children and adults • Play fairly and honestly • Respect club staff, volunteers and Officials and accept their decisions • Behave, respect and listen to your coach • Take care of your equipment and club property • Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, culture, religion or sexual identity • Not use bad, inappropriate or racist language, including on social media • Not bully, intimidate or harass anyone, including on social media • Not smoke, drink alcohol or drugs of any kind on club premises or whilst representing the club at competitions or events • Talk to the club Welfare Officer about any concerns or worries they have about themselves or others All adults agree to: • Positively reinforce your child and show an interest in their tennis • Use appropriate language at all times • Be realistic and supportive Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 6 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
• • • • • • • • • •
Never ridicule or admonish a child for making a mistake or losing a match Treat all children, adults, volunteers, coaches, officials and members of staff with respect Behave responsibly at the venue; do not embarrass your child Accept the official’s decisions and do not go on court or interfere with matches Encourage your child to play by the rules, and teach them that they can only do their best Deliver and collect your child punctually from the venue Ensure your child has appropriate clothing for the weather conditions Ensure that your child understands their code of conduct Adhere to your venue’s safeguarding policy, diversity and inclusion policy, rules and regulations Provide emergency contact details and any relevant information about your child including medical history
This Policy is reviewed every two years (or earlier if there is a change in national legislation). This Policy is recommended for approval by: Club Committee Chair – Duncan Robinson:
Date: 01/09/18
Club Welfare Officer – Melanie Short:
Date: 01/09/18
Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 7 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Appendix A: Glossary of Terms Safeguarding: protecting children from abuse and neglect, preventing the impairment of children’s health or development, ensuring that children are growing up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances. Enabling adults at risk to achieve the outcomes that matter to them in their life; protecting their right to live in safety, free from abuse and neglect. Empowering and supporting them to make choices, stay safe and raise any concerns. Beginning with the assumption that an individual is best-placed to make decisions about their own wellbeing, taking proportional action on their behalf only if someone lacks the capacity to make a decision, they are exposed to a lifethreatening risk, someone else may be at risk of harm, or a criminal offence has been committed or is likely to be committed. Abuse and neglect Physical abuse: A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child or adult at risk. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness Sexual abuse: Involves forcing or enticing a child or young person to take part in abuse sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example, rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse (including via the internet). Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children Emotional abuse: The persistent emotional maltreatment of a child or adult at risk such as to cause severe and persistent adverse effects on their emotional development. It may involve conveying to a child/ adult at risk that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person; not giving them opportunities to express their views; deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed, including interactions that are beyond a child or adult at risk’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing them participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyber bullying), causing a child or adult at risk to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone. Neglect: The persistent failure to meet a child/ adult at risk’s basic physical and/or psychological needs, likely to result in the serious impairment of their health or development. It may involve a parent or carer failing to: o provide adequate food, clothing and shelter (including exclusion from home or abandonment); o protect a child/ adult at risk from physical and emotional harm or danger; o ensure adequate supervision (including the use of inadequate care-givers); or o ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child’s or adult at risk’s basic emotional needs. Neglect may occur during pregnancy as a result of maternal substance abuse. Additional examples of abuse and neglect of adults at risk Financial abuse: having money or property stolen; being defrauded; being put under pressure in relation to money or other property; and having money or other property misused.
Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 8 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Discriminatory abuse: treating someone in a less favourable way and causing them harm, because of their age, gender, sexuality, gender identity, disability, socio-economic status, ethnic origin, religion and any other visible or non-visible difference. Domestic abuse: includes physical, sexual, psychological or financial abuse by someone who is, or has been a partner or family member. Includes forced marriage, female genital mutilation and honour-based violence (an act of violence based on the belief that the person has brought shame on their family or culture). Domestic abuse does not necessarily involve physical contact or violence. Psychological abuse: including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks. Organisational abuse: where the needs of an individual are not met by an organisation due to a culture of poor practice or abusive behaviour within the organisation. Self-neglect: behaviour which threatens an adult’s personal health or safety (but not that of others). Includes an adult’s decision to not provide themselves with adequate food, clothing, shelter, personal hygiene, or medication (when indicated), or take appropriate safety precautions Modern slavery: encompasses slavery, human trafficking, criminal and sexual exploitation, forced labour and domestic servitude. Traffickers and slave masters use whatever means they have at their disposal to coerce, deceive and force individuals into a life of abuse, servitude and inhumane treatment. • • • • • • • •
A person who is being abused may experience more than one type of abuse Harassment, and bullying are also abusive and can be harmful Female Genital Mutilation (FGM) is now recognised as a form of physical, sexual and emotional abuse that is practised across the UK Child Sexual Exploitation is recognised as a form of sexual abuse in which children are sexually exploited for money, power or status Child trafficking is recognised as child abuse where children are often subject to multiple forms of exploitation. Children are recruited, moved or transported to, or within the UK, then exploited, forced to work or sold People from all cultures are subject to abuse. It cannot be condoned for religious or cultural reasons Abuse can have immediate and long-term impacts on someone’s well-being, including anxiety, depression, substance misuse, eating disorders and self-destructive Conducts, offending and anti-social Conduct Those committing abuse are most often adults, both male and female. However, child-to-child abuse also takes place.
Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 9 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Appendix B: What to do if a disclosure from a child or adult at risk is made to you: 1. 2. 3. 4.
Listen carefully and calmly to the individual Reassure the individual that they have done the right thing and what they have told you is very important Avoid questioning where possible, and never ask leading questions Do not promise secrecy. Let the individual know that you will need to speak to the Welfare Officer/LTA Safeguarding Team because it is in their best interest. If you intend to speak to the police or social care, you should let them know this too. 5. Report the concern. In an emergency, call the police (999), otherwise talk to the Welfare Officer/LTA Safeguarding Team as soon as possible. Do not let doubt/personal bias prevent you from reporting the allegation 6. Record details of the disclosure and allegation using the LTA Reporting a Concern Form. Make certain you distinguish between what the person has actually said and the inferences you may have made. Your report should be sent to the LTA Safeguarding Team within 48 hours of the incident. If you do not have access to this document, write down the details using what you have available then sign and date it.
Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 10 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Appendix C: Reporting a Safeguarding Concern outside the Tennis Environment What to do if you are worried that a child is being abused outside the tennis environment (e.g. at home, school or in the community) but the concern is identified through the child’s involvement in tennis
Member of staff, coach or volunteer made aware of concerns about child’s welfare or safety (e.g. suspicions of bullying at school, allegations of abuse within the family etc.) Make a note of anything the young person/witness has said, and what you have seen with dates and times
Useful Contacts British Tennis Services team: 020 8487 7000 Email: [email protected] NSPCC: 0808 800 5000 Emergency Services: 999
Note: You should inform the parent/carer of the concern, unless you believe it would put the child/adult at risk, yourself or others at risk
Does the young person require immediate attention?
YES
NO
Call an Ambulance and inform them you have a child protection concern
Is the Club Welfare Officer available?
YES
Club Welfare Officer reports to local police/Social Care without delay. The Safeguarding Team can be contacted for advice during office hours.
NO
If your Club Welfare Officer is unavailable please contact police/social care without delay. The Safeguarding Team can be contacted for advice during office hours.
Complete reporting a concern form and forward to the police/Social care and LTA Safeguarding Team within 24 hours
Safeguarding Team consider need for support or advice for original referrer, Club Welfare Officer or others involved.
Policy Title: Safeguarding Policy Last Updated: 01/09/2018
Page 11 of 11 Next Review: 01/09/2020 (or earlier if there is a change in legislation)
Team Tennis Series The LTA recognises that the AEGON Team Tennis Series events provide a unique experience for players to represent their County, School or Club in a team environment. In order to ensure all Team Tennis Series events continue to operate in the same way we have created some guidance, which contains matters for your awareness relating to the law and to offer protection against potential incidents that may occur when looking after players. Guidance for Captains
An enhanced DBS and Barred List check is required when there is an overnight stay caring for players under the age of 18. Please ensure your DBS and Barred List check is less than 3 years old. For more information about a DBS and Barred List check, please contact [email protected].
Players should take pride in their appearance and act in a professional manner when representing their County, School or Club, both on and off the court.
Captains should remind all players to be on their best behaviour when away, to lead by example for juniors and play by the LTA Competition Regulations at all times.
Captains should remind all players about the law in relation to sexual relationships;
16 is the age of consent and it is an offence to have a sexual relationship with anyone under 16, regardless of whether consent was given; and
Any sexual relationship with someone under the age of 16 will be reported to the police and if prosecuted, you could end up with your name on the Sex Offenders Register and/or barred from working with children.
Be responsible when consuming alcohol and do not allow anyone under 18 to consume alcohol.
When organising teams, there should be a minimum of two adults, one of which should be of the same gender as the team.
A completed Consent and Emergency Contact Form should be obtained for all players on a team.
Captains must bring to the Tournament Director/Referees attention any players that do not grant permission to be included in any photography or filming.
Junior players should not share a room with an adult (unless it is their parent) and should not enter rooms occupied by the opposite gender.
Junior players should not be allowed out of their room after the agreed bed time, unless approval has been given by their Captain.
Junior players should not have any illegal items or substances in their room or amongst their belongings.
Junior players should be informed that their Captain is the first point of contact for any concerns when competing.
1
I have read the Team Tennis Series guidance and will ensure I inform my Team of the points contained herein. Captain Name
Captain Signature
Team Name
Event
Date
Please sign and return this form to your LTA Regional Office (for County Cup events) or the onsite Tournament Director (for Team Tennis and Team Tennis Schools events). Safe and Inclusive Tennis Team Contact Details T: 0208 487 7000 E: [email protected]
2
Reporting a Safeguarding Concern within the Tennis Environment How to respond to allegations against a member of staff/volunteer or another young person within the Tennis Environment
Useful Contacts British Tennis Services team: 020 8487 7000 Email: [email protected] NSPCC: 0808 800 5000 Emergency Services: 999
Concerns arise about the behaviour of a member of staff, coach or volunteer towards a child/children. Make a note of anything you/the witness has seen/said, with dates and times
Note: You should inform the parent/carer of the concern, unless you believe it would put the child/adult at risk, yourself or others at risk
Is there an immediate risk to a young person or vulnerable adult?
NO
YES
Crime/Immediate risk: Call Police/ Social Services
Medical: Call an Ambulance
Is the Club Welfare Officer available?
NO
YES
Safeguarding Team in conjunction with SPC makes decision as to Level of concern.
Level 1 (Low level i.e. poor practice) LTA investigate or tennis venue investigate with support from the LTA
Concern dealt with by club (internal discipline/appeals process). If LTA disciplinary investigation undertaken a hearing is held by LRC/SPC*
Level 2/3 Serious Concern (i.e. suspected abuse) LTA inform SPC, conduct investigation, inform Police/LADO
Club Welfare Officer contacts the Safeguarding Team for advice and guidance and provides the completed Reporting a Concern Form
If you are unable to contact the Welfare Officer or the LTA Safeguarding Team, please contact your Local Authority Children’s Services Team and follow their advice
LTA consults with SPC* re interim suspension and notifying other organisations. Consultation with Police/LADO and strategy discussion to agree investigative process. Internal Investigation may be delayed pending police enquiries.
Outcome of disciplinary process (e.g. no case to answer, advice or warning/sanction)
*SPC – Safeguarding and Protection Committee *LRC – Licensing and Registration Committee
If your Club Welfare Officer is unavailable please report to the Safeguarding Team for advice and complete Reporting a Concern Form
LTA await outcome of Children’s Social Care or Police investigation (e.g. NFA, criminal prosecution, assessment of risk). Full disciplinary investigation undertaken and SPC hearing held. Outcome i.e. removal of coach accreditation, further training, approved for accreditation.
Appeal process
Lost or missing child Details of the lost/missing child Name Date of birth Hair colour Eye colour Description of clothing Ethnicity Time and place last seen Time event staff informed
Details of the parent, guardian or carer Name Phone: Contact details
Mobile:
Email:
Address
Action taken Event staff informed Police informed Other
Reunification with child Time found Location found Visible injuries? Other relevant information
Finding a child Details of the found child
1
Time
Name Date of birth Hair colour Eye colour Description of clothing Ethnicity Any medical requirements? Visible injuries? Other relevant information
Details of the Adult handing the child or young person over to Event Staff Name Phone: Contact details
Mobile:
Email:
Address
Details of Event Staff responsible for the child or young person Name of Event Staff Time child or young person handed to Event staff
Action taken Event security informed Police informed Other
Details of the Adult collecting the child or young person Name
2
Time
Phone: Contact details
Address Relationship to child Identity document(s) checked Time reunited
3
Mobile:
Email:
Self-Declaration form preface Guidance for venues What is a self-declaration form? A self-declaration form is used to allow people who work with children to declare if they have any relevant offences or been subject to a police or social care investigation. What is the difference between a self-declaration form and criminal record check (e.g. DBS)? A self-declaration form allows the applicant to disclose information themselves whereas a criminal records check formally discloses information held by the police and other statutory bodies. If someone completes a self-declaration form, do they still need to complete a criminal record check? Yes, self-declaration forms do not remove the need for a criminal record check. Self-declaration forms are often best used to supplement a criminal record check, for example, if a club asks a volunteer junior helper to complete a DBS check every three years, a self-declaration form can be requested in the years between each DBS renewal. Can members be asked to complete self-declaration forms? No, you cannot ask someone to disclose criminal offences for the purposes of club membership. If that member takes on a voluntary/paid role working with children within the club then a criminal records check (and self-declaration form) should then be obtained. What should I do if someone discloses something on their self-declaration form? Please contact the Safe and Inclusive Tennis [email protected] for guidance on this.
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487
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I have more questions about the self-declaration form, who can help me? Please contact the Safe [email protected].
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Self-Declaration Form Name Date of Birth Contact number Email The position I am applying for / currently hold is
Please circle Do you have any convictions, cautions, reprimands or final warnings which would not be ‘filtered’ in line with current DBS guidance? (https://www.gov.uk/government/publications/filtering-rules-for-criminalrecord-check-certificates)
Yes
No
Have you been subject to a police or social care investigation even if it Yes did not result in a criminal conviction?
No
I agree that the information provided here may be processed in connection with recruitment purposes and I understand that an offer of employment (paid or voluntary) may be withdrawn or dismissal may result if information is not disclosed by me and subsequently come to the organisation’s attention. I agree to inform the organisation within 24 hours if I am subsequently investigated by any agency or organisation in relation to concerns about my behaviour towards children or young people. I understand that the information contained on this form, the results of the DBS check and information supplied by third parties may be supplied by the organisation to other persons or organisations in circumstances where this is considered necessary to safeguard other children.
Signature Print Name
Date
[Name] Tennis Club
W E L F A R E O F F I C E R
NAME CONTACT EMAIL ABOUT ME