Dacorum and Tring Athletics Club is committed to ensure that athletes of all abilities are able to participate equitably within athletics. We will seek to develop a focus on inclusion, not exclusion, and ensure that we provide appropriate advice to members to ensure that disabled athletes can participate as fully as possible within athletics. We will seek to ensure that we comply with the Equality Act 2010 and encourage our members to do so.

1.         Key aims

The key aims of the Inclusion Policy are:

• To guide and support the integration of inclusive practice into core club/group programmes and activities.
• To contribute towards growing and sustaining numbers of disabled athletes participating within athletics within affiliated clubs and Athletics Networks, Run England groups and AthleFIT sessions.
• To promote the inclusion of disabled athletes in athletics events wherever possible and in accordance with the provisions of the Equality Act.
• To develop inclusive practice within competition.
• To provide support and guidance to athletes, leaders/coaches, officials, competition organisers and other club volunteers to promote the development of inclusive practice and to enhance participation.
• To promote the accessibility of the athletics club/group, premises and activity locations for disabled people including athletes, officials, coaches and spectators.
• To promote the development of knowledge and understanding of disability, equity and inclusion amongst athletes, leaders/coaches, officials, club volunteers and competition organisers by the provision of appropriate training and development.
• To promote close working partnerships with disability groups and organisations to support the development of inclusive practice within athletics locally.

2. The Equality Act 2010

2.1       Definition of a disabled person

The Equality Act (“the Act”) defines a disabled person as someone who has a physical or mental impairment that has a substantial and long-term adverse effect on his or her ability to carry out normal day-to-day activities. For these purposes:

• Substantial means neither minor nor trivial;
• Long term means that the effect of the impairment has lasted or is likely to last for at least 12 months (there are special rules covering recurring or fluctuating conditions); and
• Normal day-to-day activities include everyday things like eating, washing, walking and going shopping.

People who have had an impairment in the past that meets this definition are also covered by the scope of the Act. There are additional provisions relating to people with progressive conditions.

2.2       The key provisions of the Act

Under the Act it is unlawful:

• To discriminate against a disabled person because of their disability; and
• For any organisation or service provider to treat disabled people unfavourably because of something arising in consequence of their disability, unless such treatment can be justified (i.e. unless the treatment is a “proportionate means of achieving a legitimate aim”).

Organisations and service providers must also make reasonable adjustments for disabled people in relation to both their service provision and any physical features of their premises to overcome physical barriers to access.

In relation to reasonable adjustments, the law requires that organisations and service providers make reasonable adjustments in anticipation that they will have disabled members/participants. Thus, an athletics club/group or race organiser cannot wait until a disabled athlete makes a request to join the club or enter a race before taking action. They should instead identify what reasonable adjustments should be made to enable disabled people to participate and should then set out a reasonable timescale for the implementation of those adjustments.

Furthermore, to comply with the Act, organisations, athletics clubs and race organisers must consider what reasonable adjustments may be necessary to ensure that their club/group or race is accessible for disabled people who may wish to participate as coaches, officials, volunteers and spectators as well as athletes.

3. Inclusive Practice

The Inclusion Policy is not just about access to facilities but is intended to promote a change in attitudes and to improve opportunities for disabled people to participate in athletics. There are a number of measures that we will take to ensure that we are working under the guidance of the Policy and within the requirements of the Equality Act (2010).

3.1       We will provide a welcoming environment

Establishing a positive and welcoming approach is one of the most effective ways of encouraging disabled people to participate.

• We will think positively about how we can include disabled people rather than focusing on potential barriers to participation.
• We will consider how athletics in general and the club/group/event are promoted. For example, by positively welcoming and encouraging participants from local disability organisations, by providing information in formats which are accessible to disabled people and by using appropriate imagery.
• Disabled people will be encouraged to contact us to discuss their needs and requirements to facilitate inclusion and we will ensure we consider what reasonable adjustments could be made to enable them to participate.
• We will develop the knowledge and understanding of key staff, club/group or event officials, coaches, leaders and other volunteers, of disability, equity and inclusive practice by providing appropriate guidance and training.

3.2       We will talk to disabled people

• We will, so far as is reasonably possible, consult with relevant groups and with prospective disabled individuals about their needs and requirements.
• We will not make assumptions and will try to speak to disabled people about the reasonable adjustments they believe might be made to enable them to participate and to discuss how these could be made.
• If a risk assessment indicates that an event/activity might be unsafe for individuals with particular impairments we will where possible try and discuss with any disabled athletes wanting to participate.

3.3  We will provide access to facilities

• We will undertake a review of the accessibility of facilities including car parking, toilets, changing facilities, access to buildings and other facilities and discuss with facility providers e.g. schools or Local Authorities about the provisions that they have in place to meet the requirements of the Equality Act (2010).

3.4       We will make reasonable adjustments

• We will demonstrate that every effort has been made to enable disabled people to participate and that inclusion not exclusion has been the priority.
• If reasonable adjustments are required to make an event/activity accessible then we will make those reasonable adjustments. (By way of a general guide, an adjustment is thought unlikely to be reasonable if it is so drastic that it will change the nature of the whole event).
• Adjustments which require additional expense will still be deemed reasonable where the additional expense is relative to our resources. In these circumstances we will bear the additional expense.
• If we consider it is necessary to exclude a disabled person from participating in an event/activity we will ensure that we can justify this decision and any justification will be on the basis of fact, not assumptions, and will be supported by evidence such as a valid risk assessment or previous incidents/experience and discussions with the individual(s).
• If a risk assessment for the event/activity indicates that it is unsafe for a disabled person or persons then the person who has compiled the risk assessment will show that they have sufficient knowledge or experience in the area of disability or has consulted with an appropriate disability organisation or has been advised by someone with the necessary knowledge.
• Where a risk assessment indicates that having taken into account any reasonable adjustments which could be made, that the event/activity is unsafe for disabled people or if it indicates that the participation of disabled people will make the event/activity unsafe for other participants in the first instance we will generally advise rather than issue an outright directive prohibiting disabled people from taking part and only where absolutely necessary issue a directive.

A positive and sensible approach to risk management can and should in most circumstances encourage the inclusion of disabled people in most of our activities.

The Dacorum & Tring Athletic Club accepts the following England Athletic policies:

Safeguarding Children Welfare Policy, Safeguarding Vulnerable Adults Policy, Ant Bullying Policy, Photographic Policy.

Dacorum & Tring A.C. is committed to protecting the welfare of children (young people under the age of 18 yrs) as well as vulnerable adults, ensuring the highest standard of care for all.

All members of the club are responsible for ensuring that the following policy and procedure is followed to provide a safe, secure and protective environment, free from abuse, maltreatment and misconduct by;- adults against children, adults against adults, and children against adults.

• The safety and welfare of the child/vulnerable adult is paramount.
• All children and vulnerable adults involved in the club have the right to equitable treatment regardless of age, sex, race, religion, ability, sexual orientation or social background.
• All coaches, officials and volunteers working closely with children should apply for a DBS check.
• Young athletes and vulnerable adults have the right to expect appropriate management and support, in regard to the athlete’s personal and social development in their athletic career.
• Coaches, officials and volunteers should undertake training in safety and welfare courses to ensure continuous improvement in standards of child welfare.They should also promote good practice of behaviour and avoid abuse of power, favouritism, overtraining or exerting undue pressure by unrealistic expectations. 
• Coaches, Officials, Team Managers or Volunteers should never be alone with a junior either at training sessions, matches or travelling to and from venues except in extreme emergency.
• Coaches, officials and Team Managers should encourage athletes to maintain a healthy lifestyle and ensure that they are equipped with the correct clothing, food and nutrition according to the weather and the type of event being undertaken.
• Coaches and Team managers should be aware of any medical conditions affecting their athletes and have access to emergency contacts for the athlete.
• Coaches, Officials and Volunteers should take precautions to avoid false allegations against themselves from malicious parties.
• Responsible adults should be aware of signs of any kind of abuse or misconduct amongst their athletes and should report their concern firstly to the Welfare Officers and if necessary further report to the Local Social Services and or the police UK Athletics Head Office. Confidentiality should be upheld in line with the Date Protection Act.
• Appropriate grievance and Disciplinary Procedures will be invoked when a complaint or disclosure is made against any club member. The human rights of coaches, officials, athletes or volunteers who face allegations of misconduct will be upheld during a disciplinary and appeals procedure.

The good name of the club and integrity of the sport of athletics should be upheld at all time.

• All member athletes are eligible for selection to Dacorum and Tring league matches according to their abilities and availability.

• Athlete of the match awards are given at Eastern Young Athlete and U13 Inter Club Challenge matches for both boys and girls highest scorers.

• Athletes are encouraged to compete in County Championships.

• Members may be selected to compete for their county at Inter-county matches.

• Inter-county athletes may be selected for National and International matches,

• Dacorum and Tring Athletic Club hold annual competitions for all ages in both the Pentathlon and Club Championship (all events).

• Financial rewards are made for all junior member athletes who achieve 1st, 2^nd and 3^rd place finishes at English Schools or other international competitions ie FISEC and also for Junior and senior medallists at National level.

(GENERAL DATA PROTECTION REGULATIONS, MAY 2018) Privacy Notice This notice explains how Dacorum & Tring A.C. uses your personal data, describes the categories of personal data we hold and process and for what purposes. This notice also applies when you visit and or use the Dacorum & Tring A.C. website. We are committed to collecting and using personal data fairly and in accordance with the requirements of the General Data Protection Regulation (GDPR).

We are committed to ensuring that your information is kept safe, secure and is always used responsibly. We have put in place, appropriate measures within Dacorum & Tring A.C. to protect such information.

NOTE : All active Dacorum & Tring A.C. athletes are required to be licensed by the governing body, “ENGLAND ATHLETICS”. A separate and specific process must be followed by you to permit ENGLAND ATHLETICS to independently process the personal data that they hold on you. Go to : www.englandathletics.org/myprofile

2. Who we are Dacorum & Tring A.C. (the” Club”) is an England Athletics affiliated athletics club, with registration number 2657863.

The registered address of the Club is: Dacorum Athletics Track, Jarman Way, Hemel Hempstead, Hertfordshire, HP2 4JS.

3. What kind of personal information we use We use personal information for a number of reasons depending on the membership services that we deliver or offer to you or how we otherwise interact with you. We need to hold and use the following personal data:

Ø full name; Ø gender; Ø address; Ø email address; Ø telephone number(s); Ø date of birth; Ø other contact details; Ø parent or guardian details (if your are under the age of 18); Ø details of other clubs to which you may be registered or affiliated; Ø school or college details and applicable attendance status; Ø the nature of any disabilities (visual, physical or hearing); Ø details of certain important medical information tin order to help us

support and safeguard those members with potential vulnerabilities;

emergency contact details.

Ø ALSO : Where you visit / use our websites, we will collect your Internet

Protocol (IP) address and information about your browsing behaviour.

4. How we collect your personal data We collect personal data:

Ø directly from you, for example when you fill out a Club membership application form either in paper or via our website portal; Ø from profile data and athletic performance / statistical data about you, which our coaches or designated Club officials or England Athletics (or its affiliates) may collect from time to time; Ø from organisations to which you have given your express consent (or there is an alternative legal basis) to share your personal data with us for specific athletic related purposes, such as race organisers, course operators.

5. How we use your personal data Data protection law says that we can only use personal data if we have a proper reason to do so. For example, these reasons include:

Ø fulfilling a membership obligation that the Club has with you; Ø when we have a legal duty; Ø when it is in our legitimate Club interest Ø when you consent to a specific and purposeful use.

When data protection law allows us to process your personal data for our own legitimate interests, it is only allowed provided those interests do not override your own interests and/ or your fundamental rights and freedoms.

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An example of us using your personal data when we have a legal duty, is where we must do so in order to comply with statutory duties.

You (or your parents / guardian, if you are under 18), grant us certain GENERAL consents upon the signing, submission and our acceptance of, an application for Club membership. These consents include but, may not be limited to:

Ø participation in activities of the Club ( for Under 18) Ø travelling to club events on Club arranged transport (for Under 18) Ø permitting photographs / images taken by authorised photographers at events, to be used for publicity and promotional purposes.

Ø permitting the member / athlete to be treated in the event of an emergency, by Club First Aider or other medical professional(s) (for Under 18) Ø permitting the storing and use of all Personal Data for the purposes of internal club administration and member record management.

Ø Permitting us to generally communicate with you via default Email preference, for the purposes of Club administration, the management of athlete events and coaching and for Club / Member planning and development.

6. Our purposes for processing your personal data We will only ask you for your personal data where it is necessary to fulfil the following purposes. Where providing us with your personal data is optional, we will inform you of this. Our purposes are grouped under our legal bases for processing.

6.1 Entering into and fulfilling a Member obligation the Club has with you, such as :

Ø To consider and process your membership application or change in your membership status.

Ø To deliver membership services to you, including:

• Receiving and processing membership payments (annually, weekly and ad hoc).

• Making payments on your behalf;

• Providing you with information, advice and guidance on the services that the Club perform on your behalf;

• To address enquiries or complaints that we may receive from you or a representative, parent or guardian appointed by you.

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• To prepare and publish race reports or such other newsworthy information, including publication of digital photography or other media material to social media and newspapers.

6.2 Fulfilling our legal obligations

Ø Confirming your identity; Ø Assisting you with managing the services the Club provide to you; Ø Detecting, investigating and reporting a crime, and taking

safeguarding or other measures to prevent this; Ø Maintaining records of Club business, as required by law – for

instance, keeping records of our accounts, complying with

insurance requirements or ensuring conformity with England

Athletics instructions and regulations.

Ø Complying with any laws which may require us to validly provide

information, directly or indirectly to UK authorities Ø Identifying and managing risks to our Club or its membership and Ø Where we have a duty to protect vulnerable club members

/athletes.

6.3 For our legitimate interests

Ø Understanding how Club members use our facilities or services, so we can improve these; Ø Developing new services and facilities, identifying which may be of interest to you – this may involve profiling our athletes or other memberships.

Ø Where we have the relevant permissions, contacting you to make you aware of services that we feel may be of interest to you. Note: we may contact you for a reasonable period after you cease your membership relationship with us; Ø Sharing certain information with England Athletics or other Clubs, County, National or other race organising bodies Ø Improving our systems and processes, which may include using your personal data to test the accuracy of these, but only where it is essential to do so; Ø To recover money owed to the Club by you or on your behalf; Ø To invite you as a Club Member to participate in the periodic strategic planning process of the Club or to request your feedback and opinion via periodic research and surveys, on the services that the Club provides(or plans to provides) or the facilities that the Club maintains or is proposing to utilise, for the benefit of the Members.

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6.4. Where we will ALWAYS require your separate, express written and explicit consent.

To hold or process about you, where necessary, ‘special categories of personal data’ – this includes data concerning:

Ø Health; Ø Race or ethnicity; Ø Genetic or biometric data about you.

7. Retaining your personal data

We will retain your personal data for as long as we are obliged, under relevant legislation and regulation, or where no such rules apply, for no longer than it is necessary for our lawful and necessary Club purposes. This will usually be no more than four years from the point at which your membership begins (or has been annually renewed). We may also retain data for longer periods for statistical purposes only, and if so we will anonymise such data.

8. Using data processors and transferring your personal data overseas

We may conceivably use service providers, agents and subcontractors to provide membership services on our behalf. This may require these organisations to access and process your personal data. We have listed our third party partners and categories of suppliers we currently use in Appendices 1 and 2.

It is possible that your personal data may be required to be transferred to affiliated Athletic bodies or organisations that are based in countries outside the European Economic Area. In these circumstances, we will ensure they process your personal data only in accordance with the applicable data protection legislation and under strict organisational and contractual controls, specifically EU model clauses.

9. Your Privacy Rights

Ø You have the right to object to how we process any of your personal data that we hold Ø You also have the right to see what personal data we hold about you.

Ø You can ask us to correct inaccuracies, delete or restrict personal data or

ask for some of your personal data to be provided to someone else.

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Requests to exercise your rights to your personal data can be made by Email to :

The foregoing Club Officers are the ONLY Data Protection Officers duly designated by the Club Main Committee.

Your data protection rights are subject to certain restrictions and conditions. We will assess your request and where we decide not to act upon this, we will notify you of our reasons for this. We will not make a charge for handing your rights request, unless we consider this to be manifestly unfounded or excessive (particularly if this is repetitive). You have the right at all times, to complain to us and to the data protection regulator, the Information Commissioner’s Office.

10. Your rights under the GDPR regulations, are:

To be informed: You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights. We fulfil this right by giving you this notice.

Access to your personal data: You can request access to a copy of your personal data that we process as a data controller, together with details of why we use it, who we share it with, how long we keep it for

Right to withdraw consent: If you have given us your consent, you can withdraw that consent or modify it, at any time. Please contact the Club as set out above, if you want to do so. If you withdraw your consent, we may not be able to provide certain services to you or to communicate with you after a specified date or event. If this is the case, we will tell you.

Right to object: You may object to our processing of your personal data at anytime,

You have the right to object to the Club’s request for your feedback to research or survey initiatives, planning or marketing enquiries relating to existing or proposed Club services.

Rectification: You can ask us to change or complete any inaccurate or incomplete personal data held about you.

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Erasure: This is also known as “the right to be forgotten” and this means that you can ask us to delete your personal data where it is no longer necessary for us to use it, you have withdrawn consent (where applicable), or where we have no lawful basis for keeping it or otherwise using it. There are limited exceptions, for example where we need such data to carry out our core obligations to you as a member. The withdrawal or erasure of such data may thus require the Club to withdraw, invalidate or limit, your membership.

Portability: You can ask us to provide you or a third party with some of the personal data that we hold about you in a structured, commonly used, electronic form (such as via a spread sheet), so it can be easily transferred. This is limited to personal data you have provided with your consent and which we process by automated means, such as your membership transaction data.

Your personal data may be held in one or more databases (manual or electronic) and by one or more Club officials or persons who have been expressly authorised by the Club to do so. This may for example include, individual coaches, team managers, team captains. The Club Main Committee has the express duty of care in this respect and will regularly ensure that Personal Data never falls into the possession or use by any person or persons who are unknown to the Club and who are not expressly authorised.

We have listed in Appendix 3, the titles of Club officials who have a need to hold membership personal data pursuant to this PRIVACY POLICY, in order to perform their Club duties.

Restriction: You can ask us to restrict the personal data we hold and use about you where:

Ø it is inaccurate; Ø you have asked for it to be erased; Ø you have objected to the use or holding of it; or

When you have asked us to restrict the use of your personal data we may still centrally store your information but will not use it or distribute it further, without your newly issued consent

11. Marketing We may use your personal data to tell you about relevant services, events or facilities that we think you may find interesting. We can only use your

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personal data to send you such marketing messages if you have given your consent or it is for a legitimate interest (when we have a good operational reason to use your information).

You can ask us to stop sending you marketing messages by contacting us at any time (as directed above).

Unless you have specified to the contrary, any marketing communications with you will be by Email.

12. Keeping up to date

We keep our Privacy Notice under regular review.

This notice was last updated in May 2018.

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Appendix 1 List of Third Party Partners

We do not currently have any affiliated partners

Appendix 2 Categories of entities with whom we may share personal data for Club or Membership promotional purposes

England Athletics Chiltern League Organisers SAL / EYAL & County Event Organisers Subscription service providers Web Analytics or Hosting service providers

Appendix 3

The following classes of Club Officials are authorised by the Club, to hold and make qualified use of, the Personal Data of members, in strict conformity with this Privacy Policy

Classes of Persons

Title of Club Official:

Treasurer

Club Secretary

Membership Secretary

Social Secretary

Road Runners (Male and Female) Captains

Cross Country Administrator

Coaches (Track, Field and Road)

Track & Field Team Managers

Club Chairman & Club President

Welfare Officers

Club Records & Statistics Officer(s)

Web Manager/ Media

Dacorum and Tring  Athletics Club supports the view and initiates guidance to ensure that everyone who takes part in athletics does so in an enjoyable and safe environment. As a club, we also recognise that in order to provide continuous opportunity for athletes to develop in their chosen field and reach their potential, we need to provide a variety of training structures and systems that are appropriate for that individual and would benefit their performance or enjoyment.

There are occasions when athletes aged 12-18 would benefit from participating in a road running training session. Dacorum and Tring Athletics Club supports this providing the following conditions are met:-

1/ The child must be a current fully paid up member of the athletics club.

2/ The parent of said child must also be a current, fully paid up member of the club.

3/ The parent must participate and run in the same group as the child. This may mean the parent running in a different group than they would normally run in.

4/ The group must be led by a qualified Leader In Running Coach

5/ The planned session must comply with the guidance from England Athletics on maximum distances and must also take the ability of the child into consideration.

6/ The child will only be able to undertake this session once a week, in accordance with the individuals  training plan and where appropriate under the guidance of a qualified Athletics Coach.

7/ The child must wear ‘high viz’ clothing .during the session.

Dacorum and Tring Athletics Club recognises that athletes are required to train a large number of hours to achieve high levels of performance and therefore great commitment is required not only from the athletes but also from their parents.  

Dacorum and Tring has adopted England Athletics ‘Safeguarding Children Welfare Policy and Safeguarding Vulnerable Adults Policy and thereby the principles regarding transportation to and from training sessions, coaching courses and competitions. Dacorum and Tring will not accept any practice that places coaches, helpers or volunteers in breach of any England Athletics policies and procedures, rules or regulations.

Safeguarding and Protection of Children advice requires that UKA coaches do not take children alone on car journeys, except in *unforeseen circumstances; this should only happen when there is no other alternative and must not be a regular, approved practice.

The following are practical suggestions to help alleviate transport problems:

• Make parents aware (preferably when their child joins the club) that it is the coaches’ responsibility to coach and not to provide transport for their child.Parents should not put coaches in a difficult position by requesting that they provide transport for their children.
• When a child accepts a place in a squad/group, the parent should be asked to commit to ensuring the child attends all training sessions and to be responsible for making the necessary transport arrangements
• Encourage parents to share transport with other parents
• Transport athletes in groups

It is unacceptable for coaches to transport one child alone and in the case of transporting a group of athletes, best practice would require two responsible adults in the car. However, in exceptional circumstances where this is not possible, and subject to prior consent from all relevant parents, a coach could transport a group of athletes without another adult present. This is subject to the following conditions:

• The driver must ensure there are central pick-up and drop-off points to ensure they are not alone with a child.
• The driver should also provide parents with full details of any planned breaks in the journey and departure and arrival times.
• The Club Welfare Officer should be made aware of the arrangements.

*Unforeseen would only apply in the event of an accident or where something unexpected has happened and there is no other alternative but to take a child alone in the car and to fail to act would put the child at risk of harm. Where these situations are unavoidable and whenever possible the full consent of either the Welfare Officer, Head coach or Official in the club and/or the child’s parents should be obtained.

Late collection of children from training sessions or competitions where the transport has been provided by the club:-

All parents must be advised that in the event that they are delayed for any reason, they must:

• Contact Dacorum and Tring at the earliest opportunity
• Provide clear guidance on what they wish the club to do e.g. consent for another parent to transport their child home.

Dacorum and Tring club officers will:

• Maintain a list of parent contact details and emergency numbers
• Never leave a child or young person alone unless she/he is over 16 and then only with parent’s permission
• Carry out appropriate assessments of situations as they arise, acknowledging that some young people aged 16 and over can go home alone if their parent is delayed

Dacorum and Tring club officers must not:

• Take the child home or to another location.
• Ask the child to wait in a vehicle or the club with them alone.
• Send the child home with another person without permission.

If the parent is considered by the club as being unduly late, Dacorum and Tring Club officers will:

1. Attempt to contact the parent
2. Attempt to contact the emergency contact person nominated.
3. If there is no reply from the emergency contact, ask the child if there is another family member who may be contacted.
4. Wait with the young person(s) at the club with at least one other official/coach/ teacher/volunteers or parents.
5. Respond to any instructions received from the parent
6. If no-one can be reached, contact the local police or Children’s Social Care Services to enquire about the best course of action.

England Athletics Grievance Procedures

1. Introduction

1.1. These procedures will be used by England Athletics to resolve grievances raised with them.

1.2. Grievances arising in clubs, associations, competition providers and other bodies should be resolved within those organisations and only in exceptional circumstances will England Athletics become involved as a final level of appeal.

1.3. These procedures are transferable to each of the organisations described above.

1.4. A grievance is an issue, complaint, dispute, concern or problem, which does not involve alleged serious misconduct 1 . Allegations of serious misconduct should be resolved by reference to England Athletics’ Disciplinary Procedures.

1.5. For the purposes of these procedures a person raising a grievance will be referred to as the Aggrieved and the individual against whom the grievance is being taken will be referred to as the Respondent. The terms ‘Aggrieved’ and ‘Respondent’ in the context of this document are in no way intended to imply fault by either party. At all stages of the grievance process the Aggrieved and the Respondent may be supported and accompanied by a supporter.

1.6. If in the course of these procedures evidence emerges of serious misconduct that the Aggrieved wishes to pursue formally, these procedures will be put aside and the case will be dealt with under the England Athletics’ Disciplinary Procedures.

1.7. These Grievance Procedures enable individuals or groups to raise issues that affect their well-being and ability to perform within athletics effectively. It is impossible to provide

For a definition of ‘Misconduct’ see England Athletics’ Disciplinary Procedures

2 a comprehensive list of all the issues that might give rise to a grievance, but some of the more common include: breaches of health and safety; breaches of Codes of Conducts; breaches of policies, practices and procedures and equal opportunities. The Respondent may be an individual, a group of individuals, or an organisation, such as a club, county or other association, event organiser, or body such as England Athletics.

1.8. England Athletics recognises the importance of dealing with grievances, disputes and complaints seriously, fairly and quickly.

1.9. Any person that raises a grievance will: –

1.9.1. Be given a fair hearing concerning any grievances they may have;

1.9.2. Have the right to be accompanied by a supporter when raising a grievance;

1.10. All parties to a grievance should cooperate constructively to resolve matters by informal methods wherever appropriate. It is hoped that grievances can be resolved amicably thereby maintaining, and where necessary, restoring good relations within the sport of Athletics.

1.11. A person with a grievance must state his or her grievance formally in writing which may be by email (unless it is resolved informally) for this procedure to be applied.

1.12. Where the person with a grievance has a disability England Athletics will make reasonable adjustments to ensure they are not treated less favourably. For example, if an Aggrieved is unable to submit a written grievance, because of a disability, England Athletics will provide assistance where reasonable.

2. Jurisdiction

2.1. England Athletics is the governing body for all branches of athletics in England incorporating cross country, fell and hill, trail running, race walking, road running and

3 track and field. The Board of England Athletics holds ultimate responsibility for seeing that all grievances made to it are dealt with in accordance with its policies and procedures.

2.2. The Board and Council of England Athletics delegate specific management and governance functions to its Staff which include a responsibility to the Welfare Officer to resolve any grievances that are referred to it.

2.3. England Athletics is an employer and any grievance or disciplinary matters concerning members of England Athletics’ staff shall be dealt with under separate procedures.

3. Raising Grievance Issues Informally

3.1. England Athletics is committed to the resolution of individual grievances informally whenever possible. An Aggrieved is strongly encouraged to seek to resolve any matter with the club, association or individual concerned prior to any action by England Athletics.

3.2. If a matter cannot be resolved the Aggrieved is advised to discuss the problem informally with their local Club and Coach Support Officer to seek a resolution.

3.3. England Athletics staff should give any grievance that has been raised informally proper and full consideration. They will be encouraged and supported to facilitate mutually acceptable solutions to genuine concerns raised by people involved in athletics.

4. Raising Grievance Issues Formally.

4.1. Stage One

4.1.1. If the Aggrieved has not been able to resolve a grievance within the relevant club, association, competition provider and other bodies England Athletics will only become involved in exceptional circumstances and as a final level of

4 appeal. The Aggrieved may request a review of the grievance by the England Athletics. The request should be made in writing which may be by email to the Welfare Officer. The request should state the details of the grievance, the action taken by the Aggrieved to resolve the matter so far and the outcome or remedy sought and the exceptional circumstances which warrant the involvement of England Athletics. Copies of relevant papers in support of the grievance should be included with the letter. If the Welfare Officer is a cause of the grievance, the Welfare Officer in consultation with the relevant Executive Chair, will identify an appropriate person to consider the grievance.

4.1.2. The Welfare Officer or appointed Investigating officer considering the grievance will notify the Respondent that a grievance has been submitted by the Aggrieved and will provide the Respondent with a copy of the grievance. The Respondent will be given the opportunity to provide a statement and any relevant papers in response to the grievance, normally to be returned to the Welfare Officer or Investigating officer within one week. Both parties should be made aware that information provided by them may be disclosed to the other party to the grievance.

4.1.3. In certain circumstances, it may also be necessary for the Welfare Officer or investigating Officer to carry out further investigation into the Aggrieved grievance by meeting with the Respondent and any relevant witnesses to any of the matters complained of.

4.1.4. The Welfare Officer or Investigating Officer considering the grievance will then arrange to meet with the Aggrieved, usually within four weeks’ of receipt of the grievance. The Aggrieved must take all reasonable steps to attend the meeting.

4.1.5. The purpose of the meeting will be for the Aggrieved to state their grievance, for those present to understand the full nature of the grievance, discuss the grievance and explore potential solutions. To facilitate a solution the Welfare

5 Officer or Investigating Officer considering the grievance may, with the prior approval of the Aggrieved, use the meeting to bring together the Aggrieved and the Respondent.

4.1.6. It may be necessary to undertake further investigation of the grievance, in which case the meeting may be adjourned in order to enable this to take place, and reconvened within a reasonable period of time. The timetable for any further investigation necessary will be discussed and agreed with the Aggrieved. Every attempt will be made to address the issue promptly.

4.1.7. Following the meeting, the Aggrieved will be informed by the Welfare Officer or Investigating Officer considering the grievance in writing of the decision under Stage One of the Grievance Procedure. This will normally be issued to the Aggrieved within one week of the close of the grievance meeting. The letter will generally summarise:

4.1.7.1. the nature of the grievance;

4.1.7.2. the investigation that was conducted;

4.1.7.3. the decision;

4.1.7.4. the reason for the decision;

4.1.7.5. any outcome for a change in practices as a result of the decision; and

4.1.7.6. a copy of meeting records and any formal minutes taken.

4.1.8. A copy of the paperwork referred to in 4.1.7 will also be provided to the Respondent. Any dissenting comments in connection with the decision will be recorded.

4.1.9. There may be situations where, with mutual agreement, it would be helpful to seek external advice and assistance during the grievance procedure or after it has concluded. For example, where relationships are strained a facilitator might be able to assist in resolving the problem. A facilitator may be used to assist in the rebuilding of relationships or to provide expert advice on a particular area of activity. The facilitator may be an external person or an

6 agreed person active in athletics in the region not directly connected with the grievance. The Welfare Officer or Investigating Officer considering the grievance may recommend the use of a facilitator with the agreement of the Aggrieved.

4.2. Stage Two – Appeal.

4.2.1. An Aggrieved who is not satisfied with the outcome of the grievance meeting held under Stage One above may appeal.

4.2.2. The Aggrieved should write to the Welfare Officer within two weeks of receipt of the letter issued following Stage One of the Grievance Procedure. The letter should state that the grievance has not been resolved to the Aggrieved’s satisfaction under Stage One of the procedure and the reasons why the Aggrieved is not satisfied with the outcome. The note must be accompanied by a cheque for £100 made payable to England Athletics (the Deposit) this deposit shall be held by EA and repaid to the Aggrieved in the event the appeal panel so decides. The remedy or outcome sought should be specified in the letter from the Aggrieved.

Costs

4.2.3. Each party shall bear its own costs (including but not limited to legal costs, scientific or other experts’ fees, witness costs) in connection with Complaints made or Disputes or Appeals brought under these Procedures.

4.2.4. The costs of any mediator shall be shared by the parties equally and the costs of any arbitration body appointed shall be borne by the parties in such proportions as the arbitration body shall rule at the conclusion of the matter.

7 4.2.5. The Welfare Officer, in consultation with the Executive Chair or his/her representative, shall appoint an Appeal Panel of three members. These members shall be from people active in athletics.

4.2.6. In the interests of fairness and impartiality none of the members of The Panel shall have been directly involved in the matter being considered.

4.2.7. The Appeal Panel should receive in advance copies of any documents that either party wishes to refer to during the Appeal Hearing. The Appeal Panel must also be informed of any witnesses who wish to submit written evidence from either party to put before the Panel. The Panel will decide whether it wishes to hear evidence from witnesses in person or whether it wishes to rely on written statements.

4.2.8. The Welfare Officer will arrange for a Hearing to be convened for The Panel to consider the appeal.

4.2.9. The purpose of the Hearing will be to understand the on-going nature of the grievance, to review the basis for the earlier decision and to explore potential solutions. The Aggrieved will be afforded every opportunity to state their grievance at the meeting. It may also be necessary for further investigation to take place in which case the Hearing may be adjourned to enable this to be undertaken, and reconvened within a reasonable period of time. Again, the timetable for investigation will be discussed and agreed with the Aggrieved. Every attempt will be made to address the issue promptly.

4.2.10. The letter with the decision under Stage Two of the Grievance Procedure will normally be issued within one week of the conclusion of the Hearing. The letter will generally summarise:

4.2.10.1. the nature of the grievance;

4.2.10.2. the investigation that was conducted;

4.2.10.3. the decision;

8 4.2.10.4. the reason for the decision;

4.2.10.5. any outcome for a change in practices as a result of the decision.

4.2.10.6. a copy of Hearing records and any formal minutes taken

4.2.11. A copy will be sent to all parties who attended the Hearing and opportunity made for the recording of any dissenting comments. This will conclude the process for the resolution of grievances.

5. Keeping Records

5.1. England Athletics will keep confidential records for up to six years of:

5.1.1. Nature of grievance

5.1.2. Copy of written statement of grievance

5.1.3. Copy of England Athletics’ response

5.1.4. Action taken

5.1.5. Reasons for action

5.1.6. Any business relating to an appeal

5.1.7. Further developments

Coaches, officials and other volunteers are to be given a funding allowance which they can draw upon, subject to criteria, for bona fide expenses that benefit the club as a whole.

It is up to the individuals to decide how or whether they wish to spend the money. All courses considered mandatory for coaches and officials by Dacorum and Tring Athletics Club will be funded and are not considered part of this policy.

• Fees for Level 1 courses:-

After a period of helping with sessions as a parent volunteer for at least 3 months, half of the course fee will be refunded on completion of the course and production of a copy of the coaching/ officials license. The remainder will be reimbursed following a further 3 months as a coaching assistant within the club or officiating at 3 matches.

A course application form and a signed funding agreement ( Course Funding Policy) will need to be submitted before the funding is considered by the committee.

• Level 2 courses:-

Will continue to be fully funded for those holding a current level 1 course (usually after 6 months assisting with sessions and attendance of at least 1 coaches meeting and officiating at 6 matches). A course application form and a signed funding agreement ( Course Funding Policy) will need to be submitted before the funding is considered by the committee

Associated travel expenses will be paid at 25p per mile to a maximum of £100 and accommodation costs must be applied for using a grant form.

3) The funding is also for:

• other bona fide course fees, on-line and digital coaching resources

4)Coaches accompanying  athletes , competing for the club or Hertfordshire County in the age groups U20, U17, U15, U13 (? All athletes ) to Southern Regional Events, National Championships and International events will be eligible for reimbursement of travel and accommodation costs to the maximum combined sum of £100.

5) Where Dacorum and Tring Athletics Club has identified a gap in the coaching pathway (ie specific event coaching), these coaches may be sought individually or through the Network and reasonable reimbursement can be paid for travel, child care.

6) Reimbursement to coaches for maintaining school links and providing school-based sessions extra to the volunteering on club nights  to maintain Clubmark accreditation will be made.

7) Travel expenses to and from the Dacorum and Tring Athletic Track at Jarman Park or Cavendish School for recognised Club training sessions on a Tuesday and Thursday.

8) Any other circumstance not covered by the above will need submission of a grant application for consideration by the committee( such as training sessions at another venue for a minority of athletes that is not open to all athletes)

In addition:

• funding application forms will need to be submitted for course fees.

• payment will only be made on production of receipts to the Treasurer attached to a submitted  expenses claim form
• no travel expenses, with the exception of officials,  will be paid if the club has provided a motor coach to the venue  which is under-capacity

• where attendance is to support their athletes in competition, these should not be family members.

 The eligibility criteria for coaches to receive funding are:

• All coaches, officials and other volunteers such as committee members, team managers must hold club membership to be supplied by Dacorum and Tring Athletics Club and renewed on an Annual basis subject to the individual still performing the role.

• The coach has supplied the Club with the required documentation (ie DBS and Coaching Licence) as part of our Clubmark renewal application.
• The coach should be regularly coaching Dacorum and Tring athletes on club nights.
• The coach attends coaches’ meetings, (at least three of the annual six)

Those who coach for Dacorum and Tring Athletics Club but have yet to fulfil the criteria above will not receive a funding allowance but will have to request funding on an individual basis using a grant form. As ever, this will be looked upon more favourably if requests are made in advance.

 The scheme to run for one year from 1st January 2016 with a review at year end.

The Committee have overall discretion to amend and update these rules and their decision is final in the event of dispute/clarification

There is growing concern being expressed about what is and what is not permissible in the area of communication between adults and children and young people in sport. Understandably, with the rapid development of mobile phones, text messaging, e-mail and other forms of electronic communication, these methods of communicating have become a feature of the sporting landscape.

The purpose of this paper is to clarify the current position of the CPSU in relation to this issue and provide guidance to all those involved in working with young people in sport. It also provides guidance for children and young people that we hope will be promoted by sports bodies.

A number of sports have experience of cases where coaches in particular have misused text messaging and other forms of electronic communication, and the bodies concerned have sought advice and information from the CPSU. There is evidence of the use of mobile phones and other electronic communication for grooming or other purposes by coaches and others in positions of trust in relation to children throughout sport. There have also been incidents of young athletes becoming very distressed as a result of bullying by coaches or others who have contacted them without parental knowledge on their mobiles. For this reason we would strongly support the adoption of good practice guidance that acknowledges the potential risks and additional vulnerability of children and young people, and advises against the use of mobile phones and other forms of electronic communication for the purposes outlined below.

Firstly, we would have concerns about the use of mobile phones by coaches during training or at competitions, for the purposes of either making or receiving calls. We would consider this to be both unsafe and inappropriate conduct. Our view is that the primary responsibility of the coach must be the supervision and safety of children and young people that they coach and the provision of a structured, quality coaching experience. Anything which compromises the coach’s ability to maintain a safe environment and give their full attention to the supervision and coaching of children should be actively discouraged.

Many facility providers also have clear guidance on restricting the use of mobile phones based on the concerns that have been identified about their potential misuse (for example, as part of a facility photography policy). Coaches using mobile phones may be breaching guidance and undermining the ability of a facility to enforce their restrictions.

There are situations when access to a mobile phone will make a positive contribution to the safety and welfare of children and young people, particularly when an emergency occurs. Therefore we are not proposing any form of blanket ban on the use of mobile phones by coaches.

Contacting children and young people by phone, text or e-mail should never be undertaken without parental knowledge or consent. Ideally contact by coaches would be primarily on a face to face basis. Additional communication relating to events, training and other information should be directed to the child or young person’s parents or legal guardian.

It is our view that coaches should not be e-mailing children and young people directly as individuals, but may do so as part of a disclosed list (having received prior permission to disclose in group e-mail) where they are disseminating information in relation to training or competitions. We also encourage the use by clubs of disclosed lists for sending club information via a designated and suitably trained adult (because of their position this person should also have been subject to appropriate selection and vetting processes). Group e-mails should also give individuals the opportunity to have their contact details removed from the list by including a statement such as: “If you wish to be removed from this e-mail list please contact the administrator”.

Whilst we recognise that we live in free society, and that communication between individuals regardless of age is part of daily life, we do not consider it good practice for coaches to text or e mail individual children or young people at any time, on any matter.

We recognise the Health & Safety issues raised where coaches make and receive calls on mobile phones whilst observing or delivering a ‘training’ session. We do not consider it good practice for them to do so. However at certain competitions or training events, where there may be considerable periods of time between athletes performing, at appropriate times this may be acceptable Some sports and many Local Authorities however have strict regulations about the use of mobile phones in sports centres and use of such devices which have integrated photographic/video cameras are not permitted.

Guidance for children and young people

Chat rooms and messaging can be great fun, but remember, you never really know who you are talking to online. It could be someone trying to trick you, some kind of weirdo, or someone really dangerous. Here are some tips to help you keep safe:

• Never use your real name in chat rooms – pick a special online nickname.
• Never ever tell anyone personal things about yourself or your family – like your address or telephone number, or the school or clubs you go to. That goes for sending them photos as well (that way if you don’t want to hear from them again, you only have to log off.) Remember, even if somebody tells you about themselves, never tell them things about you.
• If you arrange to meet up with someone you’ve only spoken to online, remember that they might not be who they said they were, so only meet people in public places and take along an adult – they should do this too, because they don’t know who you really are either!
• If an adult you know makes arrangements to meet you or contacts you directly on-line or on your mobile without your parents’ or carers’ knowledge, make sure you let your parents or guardians know about this before agreeing to do anything
• Never respond to nasty or rude messages, and never send any either! If you feel suspicious or uncomfortable about the way a conversation is going, or if it’s getting really personal, save a record of it and stop the conversation. That way you can show someone and ask what they think.
• Be careful with any e-mail attachments or links that people send you, they might contain nasty images, or computer “viruses” that could ruin your PC. So if you don’t know who it’s from, don’t open it.
• Agree some rules with your parents or carers about what you can and can’t do on the Net. It’ll save arguments later.
• Take a look at ‘Hands Off!’ the NSPCC magazine for teenagers on keeping safe from abuse. It’s got some tips on safe surfing.
• If you are concerned about anything you receive, whether it is from a stranger or someone you know, tell someone you trust. Don’t delete the message it may be important if some action needs to be taken.

INJURY OR ILNESS

In the event of a sports injury during training sessions, the incident should be reported to a trained First Aider either, Track Staff or a qualified Club Member. The first aid room within the clubhouse contains several first aid kits and an Automated External Defibrillator. If the injury is to a junior member, the parent/carer should be notified by telephone. 

EMERGENCY CONTACT DETAILS ARE KEPT SECURELY IN THE BOOKCASE IN THE CLUBROOM. 

The key to the cupboard is held by the Volunteer in charge of refreshments and training fee collection.

Should the injury be deemed serious, medical help should be called (999).  The name and address of the injured person should be noted and an accident report written. Emergency Vehicle Access is near the children’s playground end of the Track in St. Albans Hill.

A working telephone is available in the Track Office.  Other personal mobile phones belonging to members of the club are also available for use in an emergency

EVACUATION PROCEDURE

Should there be a major incident at a training session or match event  an evacuation procedure should be followed  as follows;-

Attendance registers for the session should be kept available for checking.

Coaches/Officials and Volunteers should remain as calm as possible-  DO NOT PANIC!  The coach/official/volunteer should collect their athletes together and as far as possible ascertain that they are all accounted for.  The coach/official/volunteer should then decide on the most appropriate route for evacuation of the facility.

Clubhouse Evacuation

The evacuation of the clubhouse should be made through the main entrance lobby to the steps and up to the car park (IF SAFE TO DO SO). 

Should this route appear unsafe then follow the procedure for Exterior Evacuation by exiting from the track side doors and proceeding to the vehicle access gate at St. Albans Hill.  The official/coach/volunteer should then take a register of the athletes within their charge and keep the group together until permission is given to disperse.

Track/Field Side Evacuation

The evacuation from the exterior area of the facility should be made through the main building (IF SAFE TO DO SO) to the lobby and main entrance and up the steps to the Car Park and follow the procedure as above.

Evacuation can also be made along the road at the back of the Pole Vault Area towards the Children’s Playground area and the vehicle access gate at St. Albans Hill.  All athletes using this route should again be registered and kept in the area until given permission to disperse.

Parents and Carers should be informed of the emergency.

Our commitment

Electronic communication is essential for sharing club news and information with our members. Our communication will be timely, appropriate and related to club business.

What we will do

Dacorum and Tring Athletic Club wishes to operate in an environment where people show respect for others and their property, free from harassment and is non-discriminatory.

We communicate with our members using a range of mediums including electronic tools.

Our communication will protect members’ privacy, maintain clear boundaries and ensure that bullying and harassment does not occur. We promote responsible use of social media.

One or more communication co-ordinators will be appointed to provide accountability and control over material published on our club’s website and any related discussion groups or social media websites, such as Facebook, YouTube or Twitter.

Website

• Our website will include current information on competitions, social events, committees, policies, constitution, rules and by-laws.

• No offensive content or photos will be published.

• We will seek parental consent regarding the publication of any appropriate images during an organised athletic activity on any of our media mediums ( website, Facebook, printed publications including local newspaper etc)

• We will seek feedback from members to improve the information available on the site and respond to any concerns regarding our media in accordance with England Athletics Guidelines.

SMS and email

Committee members, coaches and team managers may use SMS and email to provide information about competition, training, club-sanctioned social events and other club business, however:

• SMS messages should be short and about club/team matters

• E-mail communication will be used when more information is required

• Communication involving children will be directed through their parents – a child is deemed as being under 18 years of age. Furthermore if a young person (U18) request to become a named friend on an individuals social networking site, this must be declined.

Social media websites

• We treat all social media postings, blogs, status updates and tweets as public ‘comment’.

• Postings (written, photos or videos) will be family-friendly and feature positive club news and events.

• No personal information about our members will be disclosed

• No statements will be made that are misleading, false or likely to injure a person’s reputation.

• No statements will be made that might bring our club into disrepute.

• Abusive, discriminatory, intimidating or offensive statements will not be tolerated. Offending posts will be removed and those responsible will be blocked from the site.

What we ask you to do

We expect our members to conduct themselves appropriately when using electronic communication to share information with other members or posting material on public websites connected to the club.

Electronic communication:

• Should be restricted to club matters

• Must not offend, intimidate, humiliate or bully another person

• Must not be misleading, false or injure the reputation of another person

• Should respect and maintain the privacy of members

• Must not bring the club into disrepute.

Individuals must be aware that by posting images of events with other children in may breach  England Athletics Photography Guidance.

Coaches and others who work with children and young people must direct electronic communication through the child’s parents – a child is deemed as being under 18 years of age.

Non-compliance

Members may face disciplinary action for sending inappropriate electronic communication or posting online content or comments that harass, offend, intimidate or humiliate another member, as outlined in our code of conduct.

Under certain circumstances, cyber bullying (e.g. bullying that is carried out through an internet service such as email, a chat room, discussion group, instant messaging or website) is a criminal offence that can be reported to the police.

 In addition, members who publish false or misleading comments about another person in the public domain (e.g., Facebook, YouTube or Twitter) may be liable for defamation.

What to do is you have concerns about any communication that the club is using or that the club is associated with:-

As a user of a social networking site, whether you are a child or an adult, you may at some time have a concern about what you are seeing or being told about by another user. Concerns may range from negative or abusive comments, and cyber bullying to suspected grooming for sexual abuse.

 Please contact the Welfare Officers of the Club for any further information or guidance:-

Petra Carroll:-  petra.carroll@hotmail.co.uk     07985 250736

Cathie Woolfrey:-   cathiewoolfrey@icloud.com

Below is a list of agencies that you can contact, anonymously if you wish, where you can raise such concerns:-

• thinkuknow.co.uk: the main UK Government website with advice for parents on how to keep children safe online

• ceop.police.uk: the Child Exploitation and Online Protection Centre (CEOP) is the Government body dedicated to eradicating abuse of children.
• iwf.org.uk: the Internet Watch Foundation (IWF) works to remove illegal material from the internet. If you have found any material you believe to be illegal e.g. child sex abuse images, other obscene material or material which incites racial hatred, you can report it to the IWF.

A number of specialist websites contain general advice that may be of help to parents. These include www.nspcc.org.uk, www.nch.org.uk, www.barnardos.org.uk, and www.beatbullying.org.

Other sites can offer parents support on broader issues. These include www.parentlineplus.org.uk

England Athletics through the Welfare Office Jane Fylan at jfylan@uka.org.uk or on 0121 713 8450

Childline 0800 1111 or www.Childline.org.uk is another NSPCC support service. Using this website, children can talk confidentially to NSPCC advisors online about any issues or problems they may be experiencing, using an application similar to Instant Messenger (IM).

Stop It Now freephone 0808 1000 900 or www.stopitnow.org.uk

The Local Police or Children’s Services – their number appears in the phone book.