In order to ensure an audit trail for the club accounts, it is important that we maintain an accurate record of all income and expenditure. Whilst it is recognised that it is not always possible to follow these guidelines strictly, volunteers handling cash on behalf of the club should endeavour to adhere to the following principals.
- Where possible, cash should be counted with two people present.
- The attached cash count sheet should be used to document:
- Names of people collecting and counting
- Date and event for which the cash is collected and counted
- Cash breakdown of coins, notes, cheques
- Two signature lines for people signing cash
- When cash bags are handled, it should be counted by two people and both people should sign the cash count sheet acknowledging that the recorded amount of cash was collected.
- If cash is handed off to another person, the person accepting the cash should ideally count the cash before accepting it and keep the signed copy of the cash record with the cash until banked.
- Once banked, the cash sheets should be passed to the Treasurer as documentary evidence for the independent reviewer.
- Bank deposit slips should match the cash sheets.
- Records should be kept on all cash handling deposits.
As detailed in the Coaches Code of Conduct:
BASC are dedicated to presenting a professional image to swimmers, parents and the public. In order to achieve this goal, we require all Coaches and Lifeguards to attend sessions dressed appropriately as outlined in this document.
The Club will provide all Coaches and Lifeguards with at least one BASC Coaches t-shirt.
Coaches/ Lifeguards who regularly attend three or more sessions weekly, will be provided with two t-shirts.
Additional Coaches t-shirts can be purchased if required at the cost price to the club.
All orders should be processed through our Swim Shop representative.
In addition to the BASC Coaches t-shirt, Coaches and Lifeguards should wear:
- Dark coloured shorts or tracksuit bottoms with minimal branding to all sessions and external events.
- Suitable poolside shoes (i.e. trainers), kept for indoor use
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.
This policy applies to all members of the Club, and relates directly to the appropriate Codes of Conduct.
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.
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
There is a zero-tolerance policy in place with regards to use of mobile phones or similar devices by any individual in these areas.
- 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 –
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.
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.