Policy & Procedures

Head Injury

 

Policy and Procedures

MISSION STATEMENT
The Colchester Phoenix Amateur Swimming Club is a registered charity which provides/offers a wide range of water based activities / opportunities for people with disabilities.

AIMS:
To offer the same unique opportunities to people with a disability as are available to the non-disabled person.

To allow members to reach a more integrated level of participation without being placed in situations that could put them at ‘risk’.

To offer opportunities where all members, irrespective of their disability, ability age, sex, colour or creed can participate together.

To Develop performance ‘pathways’ within our sport and to encourage members to act as a ‘Role Model’ and raise standards and awareness overall.

To further integrate within disability swimming.

To promote disability swimming within the Borough/County/Region.

To promote a Healthy Lifestyle

To ensure the safety, enjoyment and development of our entire Members
‘Ability Not Disability’.


EQUALITY AND DIVERSITY AT THE COLCHESTER PHOENIX AMATEUR SWIMMING CLUB.
The Colchester Phoenix Amateur Swimming Club, known as The Phoenix is totally committed to the principles and practice of equal opportunities within its club structure as a Swimming Club for people with pan disabilities.

In our work with key partners, such as swimmers, teachers, coaches, club helpers, officials, administrators, parents and carers we will advocate our policies and make every effort to ensure that all participation has equality at its core.

NB: Within the structure of the Colchester Phoenix Amateur Swimming Club the word Membership means: Swimmers, Teachers, Coaches, Club / Poolside Helpers, Officials, Administrators, Parents and Carers.

(1)The Phoenix is committed to work towards ensuring that we will provide a service to all its membership in a safe and friendly environment and that our service is accessible to the many rather than the few.
(2)The Phoenix recognises the need to acknowledge the diversity of provision that is required to ensure that all its membership, regardless of their race, sex/gender, disability, age, sexual orientation, social or economic background can access swimming and develop at a level appropriate to them.
(3)The Phoenix¡¦ recognises the need to celebrate difference and diversity of provision as a means of creating entitlement and accessibility to our structures.
(4)The Phoenix¡¦ recognises that equal opportunity is about recognising that people are different and therefore require different provision.
(5)The Phoenix recognises the need to consult widely in order to respond to diversity.

CLUB RULES
Please note that in the following rules ‘Phoenix’ means the Colchester Phoenix Amateur Swimming Club
1. Members, Club Helpers, Swimming Teachers/Instructors and Coaches must abide by the rules of Colchester Leisure World (CLW) and at any other venue at all times.
2. Members, Club Helpers, Swimming Teachers / Instructors and Coaches must follow the directions and instructions of Colchester Leisure World Lifeguards / Staff or at any other venue in all aspects of pool safety.
3. All Members, Club Helpers, Swimming Teachers / Instructors, Coaches and Club Officers must at all times comply with the Phoenix’ Code of Conduct, Club Members Protection Policy and any other policies that are deemed appropriate.
4. To assist with identification during Phoenix club sessions, Club Helpers should wear the blue Helpers Tee-shirt (provided by the club).
5. Personal belongings remain the responsibility of the owner. Lockers are available and should be used. The Phoenix cannot be held responsible for any loss or damage incurred.
6. Swimming aids provided by the Phoenix are primarily for club members use and therefore members must be given priority of use. Swimming aids that are provided by the Phoenix remain the property of the Phoenix.
7. Alcohol and non-prescribed drugs are forbidden at Phoenix club sessions and at any event where the Phoenix is being represented.
8. Members personal prescribed medication, if brought onto poolside and/or used at any event where the Phoenix is being represented, should be clearly marked with the member’s name and its security remains the member‘s responsibility.
9. Annual Club Membership fees must be paid within one month of the due date. Failure to comply with this will mean that membership has ceased.
10. All fund raising activities/events, by any means whatsoever, associated with the Phoenix must be approved by the club’s Executive Committee. The Executive Committee may then delegate specific fund raising activities to elected members.
11. All publicity, press and media coverage, by any means whatsoever, associated with the Phoenix must be approved by the club’s Press Officer or Club Secretary.
12. The Phoenix Executive Committee reserves the right to refuse or rescind membership.

CODES OF CONDUCT.
1.0. Introduction.
(a) Throughout this section the term ‘participant/s’ shall be taken to mean a competitor, coach, team official, club helper, escort, club member or other person/s who is deemed to be part of and or acting on behalf of the Colchester Phoenix Amateur Swimming Club.
(b)The following Code of Conduct shall apply at any representational event, National, Regional, Home or International Event/Championship, qualifying event/s, training day/s, squad training session/s, club session/s or any other session/s/event/s, social function/s or activities that fall under the auspices of the Colchester Phoenix Amateur Swimming Club. (‘Phoenix’)
N.B. ‘Phoenix’ meaning Colchester Phoenix Amateur Swimming Club.
(c)The Executive Committee will take appropriate action against any participant/s who is deemed to be in breach of the following codes of conduct.
(d)Alleged breaches of conduct can be notified to the Executive Committee by any person who witnesses such a breach.
2.0 .CODES OF CONDUCT.
(a)GENERAL.
During the period of any National, Regional, Home or International event, events, social functions or any of the activities in 1.0(b) participants should not behave in an inconsiderate way towards fellow participants, officials, event organisers or venue/hotel staff and other users/guests, or do anything which might in any way bring the Colchester Phoenix Amateur Swimming Club into disrepute.
(b)BAD LANGUAGE.
The use of bad language or inappropriate gestures by participants will not be tolerated.
(c)UNSPORTING/ IMPOLITE/UNSOCIAL BEHAVIOUR.
Participant/s must refrain from any act, gesture, comment or undertaking, prior, during, either following any event, or as in 1.0(b), which is potentially hurtful or damaging to a fellow participant/s.
Participants should not at anytime either prior, during or following the course of any National, Regional, Home or International event seek to gain unfair advantages through the undertaking of any act or omission not within the ‘rules of the game’ over fellow participant/s.
Participants should not at anytime put fellow participant/s ‘at risk’ - physically, sexually or emotionally.
(d)PROHIBITED SUBSTANCES.
Participants must not deal in or personally use any prohibited substances as set out by the United Kingdom Sport Council (Sport England) and/or other governing bodies. Nor should they knowingly encourage or condone the dealing or use of such substances by others.
(e)DRESS.
Participants should dress in an appropriate manner as not to offend fellow participant/s.

All participants at a national, regional, home, international or other event
must at all times comply with the specific ‘dress code’ as laid down for that event and/or as laid down by the appropriate governing body.

(f)DISPUTES.
Participants must not enter into disputes concerning ‘Phoenix’ activities with referees or other officials, event organisers, venue operators or other participants, save through a member of the ‘Phoenix’ Executive Committee and/or the person in charge at that time.

(g)BREACHES.
Any act or omission which is not specifically covered in items 2.0(a)-(f) above, but is regarded by the Colchester Phoenix Amateur Swimming Club Executive Committee to be unacceptable conduct, will be deemed to
have breached those Codes of Conduct.

3.0. NOTIFICATION.
(a)The Colchester Phoenix Amateur Swimming Club Executive Committee will use it’s discretion regarding investigating any alleged breach of conduct which is brought to it’s attention within a reasonable period of time of the reported incident – 14 working

4.0 DEALING WITH BREACHES.
(a)Once a potential breach of these Codes of Conduct has been notified, the matter will be investigated by two of the following club officials: Chairperson, Club Secretary and Membership Secretary.
(b)At the time of a potential breach and prior to any investigation the Chairperson or his/her appointed agent of the Colchester Phoenix Amateur Swimming Club and one other appointed person shall determine whether the person/s involved may continue participating at any event/s which are organised by the Colchester Phoenix Amateur Swimming Club and/or representing the Colchester Phoenix Amateur Swimming Club.
(c)At the appointed officials’ discretion and taking account of the facts of the situation, the participant/s may be warned, temporarily suspended or dismissed.
(d)If the case is proven the individual/s concerned together with their chosen representative will be notified as follows:
(i)Verbally following the investigation – as soon as possible.
(ii)and in writing within 14 days of the incident, being reported to the Chairperson or his/her appointed agent of the Colchester Phoenix Amateur Swimming Club.

4.O APPEALS.
(a)Any person/s disciplined under these Codes of Conduct may appeal against any action taken against them.
(b)Appeals must be made in writing by the individual/s or their chosen representative
(c)Appeals must be forwarded to the Chairperson or his/her appointed agent of the Colchester Phoenix Amateur Swimming Club and must arrive within 21 days of the date of written notification as outlined in paragraph 3.0. 4.0(a-d) above.
(d)Appeals will be considered by the full Executive Committee
(e)The result of any appeal will be notified in writing to the person/s concerned or their chosen representative within 28 days of receipt of the letter of appeal.
(f)The decision resulting from the appeal will be final.

5.0 TERMINATION/SUSPENSION.
(a)The Executive Committee of the Colchester Phoenix Amateur Swimming Club reserve the right to suspend and/or terminate membership of the Colchester Phoenix Amateur Swimming Club.

COMPLAINTS PROCEDURE.
It is very important that you know what to do if you have a complaint, which is in connection with your activities as a *member of the Colchester Phoenix Amateur Swimming Club.
The following explains the procedure you should adopt:

Report your complaint to any member of the ‘Phoenix’ Committee – in the first instant verbally. There should be at least one committee member present at any event. Explain clearly what the complaint/grievance is and what you think a satisfactory outcome would be. The Committee Member may ask you to put the complaint/grievance in writing, which should be done within twenty-four hours.

The committee member will try to resolved/defused the situation/problem in the first instance on your behalf, but if necessary will refer it to one of the club’s executive officers. The complaint/grievance will be dealt with in strict confidence.

Do not take any action yourself. In particular, you must not contact the Management or Staff at any venue where an event/activity is being held, as this may make it difficult for the committee to get a satisfactory result for you and may even result in a complaint being made against you!

Straight-forward complaints should be dealt with quickly, but more serious complaints/grievances may take a little longer, in which case a member of the committee will let you know what is happening within five working days of receiving your written complaint/grievance. If the grievance/complaint cannot be fully resolved within that time, you will be kept informed of the progress/situation.

Please do not hesitate to tell a committee member if you are unhappy about any aspect of the ‘Phoenix’ activities. We would prefer to deal with the problem rather than lose you as a member – Remember….. The ‘Phoenix is your club.

This procedure applies to all participants in the Colchester Phoenix Amateur Swimming Club activities. It therefore applies whether you are a member, competitor, coach, team official, club official, club helper, escort, parent, guardian, carer or anyone else connected with or acting on behalf of the club.

Events covered by this procedure are club session, training sessions, any galas or Championships, social function/events or any other activities involving the Colchester Phoenix Amateur Swimming Club.

N.B.
Where the name ‘Phoenix’ is used in this procedure it is deemed as Colchester Phoenix Amateur Swimming Club.

Club Members Protection Policy.
Protecting the Welfare of ‘all’ it’s Club Members.
When the policy is used in the context of disability, it refers to child and adult club members.

All persons coming into contact with children and adults under the aegis of activities of the Colchester Phoenix Amateur Swimming Club must comply with the Club Members Protection Policy and Code of Conduct Policy of the Club.

As one such person you are required to sign a copy of this document. By signing you agree to comply with this Policy and to follow the Code of Conduct Policy. The signed form must be handed to your Club Secretary.

The Colchester Phoenix A.S.C. accepts that in all matters concerning club member’s protection, the welfare and protection of the club member is the paramount consideration.

It is the policy of the Colchester Phoenix A.S.C. to safeguard the welfare of the club membership and all others involved in its activities by protecting them from physical, sexual and emotional harm.

Everyone applying for membership or registering as a teacher, coach or club helper will be required to disclose all convictions, whether spent or not.

All persons involved in the Colchester Phoenix A.S.C activities are required to follow the Club’s Code of Conduct. They must also be familiar with the steps to be taken in the event of becoming aware of, suspecting or receiving allegations of abuse.

Anyone convicted of an offence involving abuse or causing harm to club members will be subject to disciplinary action, which will normally include expulsion from membership of the Club and prohibition from participating in the activities of the Club.

Persons, against whom allegations of such offences have been made, which appear well founded, will be denied access to club members in the course of Club activities even though they may not have been convicted of a relevant offence. Any person so accused does of course have the right to appeal against this decision.

If you suspect a Club Member is being abused:
1. Immediately tell your Club Secretary.
2. Record the facts as you know them and give a copy to your Club Secretary.
3. Ensure that the Club Member has access to an independent adult.
4. Ensure that no other situation arises which could cause any further concern.

If a Club Member discloses to you abuse by someone else:
1. Allow the Club Member to speak without interruption, accepting what is said.
2. Alleviate feelings of guilt and isolation, while passing no judgment.
3. Advise that you will try to offer support, but that you must pass the information on.
4. Follow same steps as 1 - 4 as in suspecting a Club Member is being abused.
If you receive an allegation about a Club Member or about yourself:
1. Immediately tell the Club Secretary.
2. Record the facts as you know them and give a copy to your Club Secretary.
3. Try to ensure no one is placed in a position, which could cause further compromise.
You must refer; you must not investigate.

PROCEDURE FOR REPORTING ALLEGATIONS OR SUSPICIONS OF ABUSE.

All persons coming into contact with children and adults under the aegis of the Colchester Phoenix Amateur Swimming Club must be aware of the 'links in the chain' of contact within the club for reporting any concerns about a member being abused. (Member meaning all Club Members, Helpers, Instructors, and Coaches, Committee Members and/or other persons involved under the aegis of the Colchester Phoenix ASC).

Appointed CLUB WELFARE Officers:
FIRST LINK IN THE CHAIN.
*Name:Maggie Hargraves
*Job/Role/Title:
Club Secretary/Squad Manager/Coach.
*Address:No.1.Jarmin Road, Colchester, Essex. C01 1XW.
*Tel:01206-512021.
*Email:
phoenixswim@btinternet.com
SECOND LINK IN THE CHAIN.

*Name:Peter Andrews or Sarah Del-Guidice
*Job/Role/Title:
Swim teach/Coach.
Snr Swim Teacher / Co-ordinator.
*Address:
c/o CPASC. 1 Jarmin Road,
Colchester, Essex. C01 1XW
*Tel:
Peter Andrews: 07894204207.
Sarah Del-Guidice
07739321826.


Below helpful contacts outside the organision of the club. This should not be undertaken without the knowledge (where appropriate) of the above-appointed Officers and/or the person concerned.

NATIONAL HELP LINES:
*NSPCC. 0800 800500.
TEXTPHONE 0800 056 0566
*ASA SWIMLINE.0808 100 4001.
*CHILDLINE.0800 1111.
TEXTPHONE 0800 400 222
*THE SAMARITANS.
0845 7 909090.or your local branch open 24/7.
*THE ELDER.
0808 808 8141.
(For the mature person)
LOCAL HELP LINES:
*THE SAMARITANS.
01026 561234.
*SOCIAL SERVICES.
01026 572926.
(Emergencies – out of hours 01245- 434083.)
POLICE:
*COLCHESTER CHILD PROTECTION UNIT
01026 762412.
POLICE:
*IN AN EMERGANCY.
DIAL 999.