Bo'ness Amateur Swimming Club

Aim:
The aim of this Policy is to promote safe and appropriate practice through establishing clear guidelines for acceptable use of mobile phones and other hand held devices while attending or representing the Club.

Scope:
This policy applies to all members of the Club, and relates directly to the appropriate Codes of Conduct.

Responsibility:
It is the responsibility of all members of the Club to adhere to the guidelines outlined in this document as detailed in the Codes of Conduct.

Policy Statement:
It is recognised that smartphones, tablets and similar hand held devices contain a wide variety of functions which can be susceptible to misuse. Misuse includes taking and distribution of indecent images, exploitation and bullying e.g. in the inappropriate use of Facebook, Instagram and other social media.

Misuse of these devices can cause distress to individuals, impact on self-confidence and mental well-being, as well as impact on privacy and right to confidentiality. Such concerns are not exclusive to children and young people. It is appreciated that it can be very difficult to detect when hand held devices are being used, particularly in relation to additional functions. The use of all mobile phones and similar hand held devices is therefore limited, regardless of their capabilities.

‘Mobile Free’ Areas:
There are ‘mobile free’ areas within the Club setting where mobile devices must not be used under any circumstances. These are areas that are considered to be the most vulnerable and sensitive:

• Changing Rooms
• Toilets
• Showers

There is a zero-tolerance policy in place with regards to use of mobile phones or similar devices by any individual in these areas.

Inappropriate Use:
Members

• using vulgar, derogatory or obscene language while using a mobile device or
• using their mobile device to engage in personal attacks, harass other people, post private information about others or take/send photos or objectionable images
• using a mobile device in a ‘mobile free’ area

while attending or representing the Club will face disciplinary actions as detailed in Policy 2 –
Disciplinary Procedure.

Swimmers’ modesty should be respected at all times. To this end, swimmers should only be
photographed in swimwear during action shots in the pool. At all other times, t-shirts should be worn by
all swimmers being photographed.

Parent / Guardian Permission
A signature on the Code of Conduct Signature form confirms that parents:

• have read and understood the above information regarding appropriate use of mobile phones while attending or representing the Club.
• understand that information re mobile phone numbers will be kept on file and that the details may be used (and shared with a third party, if necessary) to assist identifying a phone should the need arise (e.g. if lost, or if the phone is being used inappropriately).
• give their child permission to have a phone at club sessions and understand that their child will be responsible for ensuring that the mobile phone is used appropriately and correctly while under the
  Club’s supervision, as outlined in this document.

BASC operates an ‘Invitation Only’ Session for Bronze and Silver Squad swimmers. These sessions operate in pre-defined blocks and carry an additional fee per block (as outlined in the Club Handbook). Swimmers will be invited to attend the ‘invite only’ sessions by the Head Coach on a block by block basis.

This policy document aims to outline the criteria for the inclusion of Bronze/ Silver squad swimmers at these sessions.

The aim of these sessions is to enhance and further develop swimming capabilities, in line with Scottish Swimming’s Long Term Athlete Development (LTAD) programme. In addition, the sessions will allow coaches to work one to one with the invited swimmers, aiding them in their swimming progression. These sessions will also allow swimmers from Bronze and Silver to swim together and bridge the gap between the two squads to quicken the progression up the BASC squad ladder.

The criteria for invitation to these sessions are detailed below:

• Attendance – in order to be considered for the additional session, a minimum attendance must be met.
  • For Bronze, the specified minimum attendance is 2 out of 3 of the core training sessions per week (one of which must be Saturday am).
  • For Silver, the specified minimum attendance is 3 out of 4 of the core training sessions per week (one of which must be Saturday am)
    Commitment is essential to success in any sport and this must be displayed consistently in order to gain invitation.
• Consistent effort in training, the ability to receive and digest coaches’ feedback and performances in recent competitions will all be taken into consideration by the coaches when recommending swimmers for the additional training.
• The length of time spent in the respective squad may also be taken into consideration in deciding the choice of the swimmers for this invite only session. The coach, at his or her own discretion, may decide that additional coaching may benefit the swimmer in order to allow them to progress to the next level in their swimming careers.

BASC coaching team believe that these additional, invite only, sessions encourage swimmers of the Bronze and Silver squads to improve their technical abilities and also spur them on to increase their efforts in training and in competitions in order to gain invitation to the additional sessions.

Bo’ness Amateur Swimming Club (BASC) is committed to ensuring that the skills of our Lifeguarding Team are maintained at the appropriate level to meet the requirements of the NPLQ.

All self-employed members of the team, who provide lifeguarding services must comply with the following training requirements:

• Attend two hours of ‘in house’ training monthly (one hour dry-side, one hour wet-side) at the designated time outlined by the Lifeguard Co-ordinator
• Attend two hours of external training monthly, should you be absent from the ‘in house’ training. Training opportunities should be discussed with the Lifeguard Co-ordinator. Evidence of training hours completed out-with the Club’s training schedule should be documented and sent to the Lifeguard Co-ordinator by the end of each calendar month
• All training carried out must be under the supervision of an NPLQ Training Assessor, and all evidence must be recorded for personal records

The Club’s Management Committee, in consultation with the Head Coach, reserves the right to remove any self-employed lifeguard from the rota for one calendar month (or until training is up to date) should they fail to comply with the expectations outlined.

Bo’ness ASC is a competitive swimming club and all swimmers are encouraged to take part in competitions.

Once committed to a competition, swimmers should only be withdrawn in exceptional circumstances, and the Competition Secretary and Head Coach advised immediately.

The procedure for entries is as follows:

Forth Valley Junior League (FVJL)
The FVJL galas provide an early introduction to competitive swimming, and the entry procedures are different to those for all other competitions. See Policy 15 – FVJL for more information. There are no entry fees for FVJL galas.

Other Competitions
As swimmers progress through the Club’s squad structure, they will participate in higher level competitions than FVJL. The Head Coach selects competitions appropriate for each squad and posts a Competition Calendar on the Club’s website. All eligible swimmers are automatically entered unless the Competition Secretary hears otherwise from a swimmer’s parents.

Normally 4 to 6 weeks before each competition the Head Coach selects swimmers who will be entered for that meet. An ‘entry report’ showing the selected swimmers and their events, together with details of the meet, are posted on the Competitions section of the Club’s website, and an email sent to parents requesting withdrawals by a particular date. If a swimmer is unable to take part then it is important to notify the Competition Secretary before this withdrawal deadline. After this deadline all swimmers who have not been withdrawn are entered for the competition and, because the Club is required to pay in full at the time of entry, parents become liable for payment of entry fees.

Usually 2 to 3 weeks before each competition a ‘draft programme’ is received from the meet organisers, and posted on the Competitions section of the Club’s website. This will show confirmed, reserve (alternative or ‘alt’) and unsuccessful (scratched or ‘scr’) swims. If the meet is oversubscribed, swimmers may not get to compete in all the events they were entered for. The Competition Secretary will advise parents of confirmed swims and request payment at this stage. Parents will also be notified of any reserve swims which are confirmed before the meet, and be reminded of payment for these.

Competition Entry Fees

Competition fees for each swim are initially paid by the Club when the entry is submitted. The organisers will refund fees where the meet is oversubscribed and children do not get all their swims, but for no other reason. It is therefore important not to miss the withdrawal deadline as parents become liable for payment of fees after this date.
Policy Statement issued by the Management Committee on behalf of

All entry fees for confirmed swims must be paid before the meet, and payment for any reserve swims received on the day of the competition must be received within one week.

Competitions are an important part of a swimmer’s development, but the Club does recognise the potentially significant cost involved. Therefore, it currently pays the full cost of relays and subsidises competition entry fees for individual events as follows:

• Up to and including £6.00 per swim: £1.00 subsidy
• Over £6.00 per swim: £2.00 subsidy

N.B. FIRST Competition Fees are only subsidised for swimmers who were members of BASC for 2 years or more prior to moving to FIRST.

Only events a swimmer competes in will be subsidised. If a swimmer is withdrawn after the deadline, or does not take part in a scheduled swim for whatever reason, then the full unsubsidised cost of entry fees must be met by the parent.

How to Pay
The preferred method of payment is by bank transfer to the Bo’ness ASC Competition Account. The payment should be referenced with the swimmer’s name, and the Competition Secretary advised when done. Alternatively, payment can be made by cheque. The Competition Secretary will provide payment information, along with entry fee details, once swims are confirmed.

The following rules apply in relation to payment of entry fees:

• Parents become liable for payment if a swimmer is not withdrawn by the withdrawal deadline.
• Subsidised amount due for confirmed swims must be paid before the competition.
• Subsidised amount due for any successful 'alternative' swims must be paid within one week of the competition.
• Withdrawals after the withdrawal deadline, or 'no shows', will result in parents being liable for the full cost of confirmed swims, which must be paid by the day of the competition.
• Swimmers will not be eligible for entry into future competitions when fees are outstanding from previous meets.
• The Executive Committee may take such further action as it deems appropriate where fees remain unpaid for one calendar month.
• The Executive Committee may disapply, or apply in modified form, any of the above rules should it consider appropriate to do so in particular circumstances.

Bo’ness Amateur Swimming Club (BASC) is committed to ensuring compliance with governance documentation outlined by Scottish Swimming. In line with this, Team Managers will travel to competitions/ external events with the team, in accordance with the following criteria:

• In the event that team travel to a particular destination is required
• In the event that overnight stay is required for the purposes of visit
• In any event that the Management Committee, in consultation with the Head Coach, deem appropriate

A ratio of one team manager for every 15 swimmers will be used. In some situations, more or less team managers will be required.

Swimmers under the age of 12 must be accompanied by a parent (or capable designate). Since the care of a young athlete is also a full time commitment, this parent (or designate) shall be excluded from being a team manager.

Team Managers must perform duties as outlined in the guidelines below:

Medical Information

• Be aware of any medical conditions or allergies that the swimmer may have. The medical information sheets completed at registration will be kept in the team manager bag
• Be aware if a swimmer is required to take medication during the trip, and discuss the instructions with the parents prior to departure
• Have ready access to a first aid kit
• Each swimmer must have a form signed by parent if attending a meet

General Responsibilities

• Be responsible to the Head Coach during trip
• Ensure the safety and well-being of the swimmers while travelling to and from a swim meet
• Be willing and able to drive a vehicle while at a meet
• Liaise with the Head Coach to ensure that all documentation (risk assessment, codes of conduct and team travel agreement) is completed prior to departure
• Supervise the swimmers during away events at such times when not in care at their lodgings
• Be available to the swimmers and provide guidance when necessary
• Know the swimmers names, ages, parents name and number, medical info etc.
• Maintain a list of lodging names, phone numbers and addresses and provide list to all parents and coaches
• Meet all lodging families personally
• Remain with swimmers on each day of the meet until all have been taken home by their lodging families
• Be polite, courteous, and helpful to the swimmers
• Safeguard the swimmers plane tickets, keys, valuables and money (subject to activity agreement)
• Ensure the swimmers behave and act responsibly and are respectful of others
• Ensure that each swimmer has the team manager’s hotel name, phone number and room number
• Under no circumstance consume any alcoholic beverage while chaperoning at an event
• Do not officiate at a meet, unless there is another parent available to take over the team manager duties temporarily

Supervision Responsibilities

• Ensure the swimmers are accounted for at all times
• Keep everyone together in the same facility
• Arrange to have the group be on time, wherever you go
• Keep control, maintain order, but not be overbearing
• Help children use their best manners and be respectful of others
• When the bus/van is offloaded, check windows, floors and seats for trash or forgotten items.
• Remain in the same facility as the team at all times. If shopping (for Team supplies such as food, etc) needs to be done, then the team manager needs to arrange alternate supervision of the swimmers with the coach or other team managers so that they may leave the facility to perform this task

At The Pool

• Maintain indirect supervision and be available, but not interfere with the swimmers or coaches during the competition
• Be aware of the event, heat and start times, be prepared for unexpected event changes
• Assist coach to keep track of swimmers (especially younger ones) making sure they are on time for their events.
• Be available to the coaches for any special tasks providing these tasks do not impede on the team managers primary task (chaperoning the athletes)
• Remind swimmers to leave the change rooms tidy and to clean up their rest areas of any garbage
• Ensure all lodging swimmers and families have the team manager’s name, phone number and room number

Transportation

• Ensure all vehicles are adequately equipped with seat belts and driven by appropriately licensed drivers.
• Ensure that rental vehicles are rented with full insurance coverage
• Take regular attendance before the bus or vehicle gets underway
• Assist the younger swimmers get on and off the buses/vans in a safe manner
• Where feasible, the accompanying coach should sign on as a second driver

Accommodation

• Wake up rounds (make sure the kids are up and getting ready)
• Final night rounds – (ensure the kids are settling down and in their own rooms)
• Shopping – there will be trips to the grocery store that will have to be worked in – usually when the kids are resting between heats and finals
• Ensuring adequate supplies of snacks and water are taken to the pool
• Coordinating pick-up and drop-off times to and from the pool with the bus driver and/or the other team (that may be sharing)

Prerequisites

• Authorise the Club to carry out a PVG check
• Undertake the appropriate Team Manager 1 and Team Manager 2 qualifications with Scottish Swimming

Bo’ness ASC is a competitive age group swimming club and welcomes new swimmers to the club. To ensure swimmers are placed in the correct squads and that squad sizes are not increased beyond capacity the club has set out the following procedures for entry. New swimmers are considered from two categories.

Category A: swimmers who will be joining a swimming club for the first time

1. BASC accepts swimmers aged 7 and over who can swim at least one length of breast stroke, freestyle and backstroke.
2. BASC offers trials to Category A swimmers on the first Thursday of every month (excl. Jan and July).
3. If successful, swimmers are normally invited to join our Developer squad for a 4 week trial but may be placed in another squad at the discretion of the Head Coach.

Category B: swimmers who wish to move to Bo’ness ASC from another club.
Within category B we prioritise the swimmers as follows:

1. We will always do our best to accept swimmers moving from other clubs outside the West Lothian/ Falkirk area, since we feel it is our responsibility, as a club, to ensure current swimmers can continue pursuing their sport after a family move. Such swimmers will be invited to a trial and (if successful) entered into the squad appropriate to their experience and ability.
2. We will, where possible, accept swimmers from another club in the West Lothian/ Falkirk area who wish to move to Bo’ness ASC. Such swimmers will only be invited to a trial if there is capacity to accept the swimmer into the club. If successful at a trial the swimmer will be entered into the squad appropriate to their experience and ability. Swimmers who are already members of our sister clubs, Grangemouth ASC or Falkirk Otter ASC should contact the Head Coach at their own club to discuss prior to approaching Bo’ness ASC seeking a transfer.
   Note: A swimmer joining the Competition Squads with a view to moving on to FIRST would only get their FIRST Competition Fees subsidised if they have been a member of BASC for 2 years or more prior to moving to FIRST.

The final decision on the allocation of new places and placing in squads lies with the Head Coach.

Upon being offered a place in Bo’ness ASC, applicants must complete either a Scottish Amateur Swimming Association (SASA) club membership form (for new swimmers) or a SASA change of club membership form (for swimmers transferring from another club). This form, together with relevant fees for SASA membership, must be returned to the Membership Secretary within 28 days of joining the club. This is important as it ensures swimmers have insurance cover when swimming with the club.

Bo’ness Amateur Swimming Club is a non-profit making organisation. All income shall remain in the Club to promote Club Development. Allowable expenses are determined by the Management Committee.

Volunteer Coaches who attend competitions can claim:

• Travel by bus, train, car (35p per mile), or alternative public transport (subject to agreement with the Management Committee)
• Reasonable cost to cover overnight accommodation where this is not included in the event
• A daily food expense where meals are not included in the event of up to £10 for day events
• A daily food expense where meals are not included in the event of up to £30 for overnight stays

Volunteer Coaches should neither profit nor be left out of pocket as a result of their participation in events on behalf of the Club, and therefore, the Management Committee reserves the right to authorise additional expenses.

Paid Coaches who attend competitions can claim expenses in accordance with their agreement. Anything not covered in their agreement will be dealt with as per the above claim options.

Team Managers, who attend competitions or camps outside of Scotland in an official Club capacity as team manager (see Team Manager Policy), can claim:

• Travel by bus, train, car (35p per mile), alternative public transport (subject to agreement with the Management Committee)
• Reasonable cost to cover over night accommodation where this is not included in the event

In order for reimbursement Coaches/Volunteer must fill out a claim form and provide evidence of expense (wherever possible).

Bo’ness ASC encourages members of the club to become involved in coaching and for this purpose operate a sponsorship policy. This policy applies to members who wish to attend accredited coaching or Lifeguard education courses and who:

• Meet the required standard set by the professional bodies to obtain the desired accreditation
• Have been approved by the BASC Head Coach to pursue the course
• Have been approved by the BASC Committee as qualifying for sponsorship.

Approval Process

The Coach should seek approval from the Head Coach in advance of attending the course.
This approval should be noted in writing and forwarded to the BASC Secretary detailing the level of coaching/Lifeguarding expected by the coach upon qualification.
The BASC Committee will assess the recommendation and a decision will be noted in the minutes at a Committee Meeting. If granted a written sponsorship approval stating the terms of the sponsorship including the expected level of Coaching/Lifeguarding upon completion of course will be forwarded to the Coach and the Head Coach.

Coaching Course Sponsorship

Sponsorship Level
The Committee can grant sponsorship up to 100% of the course cost at their discretion.

UKCC Level 1 Courses
A bursary is currently available from Scottish Swimming to cover part of the cost of this course. The coach will apply for this bursary and will also provide BASC with a cheque to cover an agreed proportion (typically 50%) of the cost of the course which will act as an insurance policy for the club.
This cheque will only be banked if the coach fails to:

• attend the course or
• meet the criteria of the Scottish Swimming Bursary to the extent that this is not paid or
• meet the levels of coaching agreed with the Committee prior to application.

The cheque will be returned to the coach 12 months after completion of the course conditional on the above criteria having been met.

UKCC Level 2/3 Courses
Bursaries may be available from Scottish Swimming to cover part of the cost of these courses. The coach will apply for this bursary and will also provide BASC with a cheque to cover an agreed proportion of the cost of the course which will act as an insurance policy for the club.
The criteria to be met will be agreed between the Committee and the Coach prior to applying for the course and will be recorded in the form of a sponsorship agreement as detailed above. The cheque will only be banked if the coach fails to meet these criteria.
The cheque will be returned to the coach 12 months after completion of course conditional on the criteria having been met.

NPLQ Lifeguard Courses
The Club will pay for 25% of the cost of the Lifeguarding Course. The remaining 75% must be covered by the Lifeguard. The Lifeguard can either pay directly for the remaining 75% or can pay for part and commit to paying back the remainder in approved Lifeguarding hours. The candidate should provide a cheque to the club to cover the costs which will be covered by approved hours.
This cheque will only be cashed should the Lifeguard fail to work the required number of hours for the club.
The cheque will be returned to the Lifeguard once the required number of hours have been worked.

SASA Annual Fees and Monthly Swimming Fees
The Club will also cover the annual SASA Membership Fee and monthly swimming fees for all Coaches who are also swimmers and who:

• are qualified to a minimum of UKCC Level 1 and
• coach 2 or more sessions per week on a regular basis

The Head Coach will advise the Committee of any Coaches who meet these criteria and, once agreed by the Committee, the Membership Secretary/Treasurer will adjust the fees accordingly.

Should the Coach subsequently no longer meet the criteria above, their monthly fees will return to normal and they will be required to cover the cost of future SASA Annual Membership fees.

The use of visual evidence of performance, e.g. stroke technique, in training and competition, is an important tool for coaching swimming.

BASC will sometimes use videos and/or cameras during training sessions and competitions for coaches and swimmers to analyse stroke technique and performance. Video evidence of this nature is for internal club use only and shall not be shown to any external agency without the express consent of both the athlete and their guardian(s).

We will take photographs for appropriate media coverage including newspapers or websites from time to time. Any club personnel using video or camera equipment will be aware of and agree to abide by this policy and have permission from the Management Committee for use at named occasions.

External agencies are required to apply for permission and will be made aware of and agree to abide by this policy before permission for use is granted.

PERMISSION
Permission for use must be obtained before attending training / competitions (see Scottish Swimming REQUEST FOR PERMISSION TO USE CAMERA AND VIDEO EQUIPMENT application form). In order to be granted permission, you must agree to abide by the following policy.

THE POLICY
All material must be used for the purpose stated on the application and must not be altered in any way without the prior approval in writing of the person(s) photographed or their guardian(s).

VIDEOS
Video evidence used for stroke technique and performance analysis in club training sessions or at competitions must be used solely for this purpose and viewed with consent of the athlete in question. Video evidence gathered by the club will not be given to any outside agency without the express consent of the athlete and their guardian(s).

PHOTOGRAPHS
We would request that the swimmer’s modesty is protected at all times. To this end, swimmers should only be photographed in swimwear during action or staged shots. At all other times, t-shirts should be worn by all swimmers being photographed.

APPLICATION FORMS for permission to photograph or video are available from our Child Protection Officer who can be contacted via the website.

NB:
It is the camera users own responsibility to be aware of facility Normal Operating Procedures.
Permission from the Club does not necessarily infer permission from facility owners/operators.