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Tuesday, 11 September 2018 14:23

Policy 13: Team Manager Policy

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


  • 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


  • 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)


  • Authorise the Club to carry out a PVG check
  • Undertake the appropriate Team Manager 1 and Team Manager 2 qualifications with Scottish Swimming
Tuesday, 11 September 2018 14:19

Policy 12: New Swimmer Entry Procedure

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.

Tuesday, 11 September 2018 14:16

Policy 11: Expenses Policy

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 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.

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).

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).

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.

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.

Tuesday, 11 September 2018 14:05

Policy 8: Equal Opportunities Policy

Bo’ness Amateur Swimming Club (BASC) is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following definition of sports equity:

“Equal opportunity in sport is about fairness, equality of access, recognizing inequalities and taking steps to address them. It is about ensuring the culture and structure of sport is equally accessible to everyone in society.”

  • BASC respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social / economic status.
  • BASC is totally committed to the principals and practice of equal opportunities as stated above across its training, coaching and competitive programme by all its members.
  • BASC is committed to everyone having the right to enjoy their sport in an environment free from threat of discrimination, intimidation, harassment and abuse.
  • All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
  • BASC will deal with any incidence of discriminatory behaviour seriously according to club disciplinary procedures and national governing body (Scottish Swimming) guidelines.
Tuesday, 11 September 2018 14:03

Policy 7: Volunteer Code of Conduct

Bo’ness Amateur Swimming Club (BASC) is committed to complying with best practice in terms of service delivery.

It is expected, therefore, that volunteers should:

  • Promote a positive image of the club
  • Consider the safety and wellbeing of swimmers at all times
  • Follow all guidelines laid down by Scottish Swimming
  • Refrain from open criticism of the club, other clubs, coaches, poolside helpers or other committee members as this will lead to instability and damage relationships with others
  • Always respect the way other committee members carry out their duties – it may not always be your way
  • Maintain strict impartiality
  • Remember that decisions must be taken for the benefit of the whole club
  • Always recognise and observe your responsibilities in respect of the confidentiality of issues discussed
  • Remember that any decisions taken by the Committee are collective and as such should be respected, accepted and promoted by all committee members
  • Ensure that the equipment and facilities meet safety standards and are suitable for training
  • Promote the positive aspects of the sport
  • Actively promote and encourage parents to assist in any club roles however large or small, particularly encouraging new parents for club sustainability
  • Remember we are all volunteers, circumstances change, never feel pressure to remain in a role
  • Read and agree to abide by the Club Mobile Phone policy

Print Name: ________________________________________

Signature: _______________________________

Date: ________________________

Tuesday, 11 September 2018 14:00

Policy 6: Parents Code of Conduct

Bo’ness Amateur Swimming Club (BASC) is committed to creating a positive environment for all participants.

It is expected, therefore, that parents should:

  • Ensure that their child arrives to be ready five to ten minutes before the start of the session
  • Ensure that the coach and lifeguard is present before dropping their swimmer at the pool, and remain at the pool until the session has started. This will involve entering the building and not just dropping off in the car park
  • Inform the coach personally, or via another adult, if their child is required to leave a training session early
  • Arrive to collect swimmers ten minutes before the session is due to finish
    The Club’s responsibility for swimmers ends when the session ends.
  • Advise the relevant squad coach in advance of non-attendance at training sessions or competitions
  • Always discuss or email the Senior Development Coach/ Head Coach, in the first instance, any concerns about their child’s performance, behaviour, or other issue
  • Discuss serious behaviour issues in other swimmers with the Senior Development Coach/ Head Coach in the first instance. If a parent observes worrying or undesirable behaviour on the part of a swimmer (other than their own child), this should not be raised directly with the swimmer unless it is a minor act, e.g. running in the changing rooms, throwing water, rowdy behaviour
  • Never interrupt a coach or attempt to communicate to a swimmer during a training session. When needing to speak to a coach do so at an agreed convenient time where possible either before or after a training session
  • Resist the temptation to provide coaching advice to your child
  • Never ridicule or shout at a swimmer for making mistakes or losing a race
  • Promote respect of swimming opponents as well as for officials, fellow coaches and poolside personnel
  • Promote the positive aspects of the sport i.e. fair play
  • Always respect and never shout at or abuse officials or coaches, or undermine the authority of the volunteer poolside
  • Be willing to undertake to help the Club, if requested to do so, and if necessary to ensure that the chaperone requirements at training sessions and galas are met
  • Respect decisions made by coaches in relation to your child. If on occasion you don’t understand a decision made about your child, email the Senior Development Coach/ Head Coach to arrange a suitable time to discuss
  • Read and agree to abide by the Club Mobile Phone policy


Print Name: ________________________________________

Signature: _______________________________

Date: ________________________

Tuesday, 11 September 2018 13:56

Policy 5: Swimmers Code of Conduct

Bo’ness Amateur Swimming Club (BASC) is committed to creating a positive environment for all participants.

It is expected, therefore, that swimmers should:

  • Behave with respect to others including coaches, officials, poolside staff and other swimmers
  • Refrain from inappropriate conduct towards others including physical, verbal, written or emotional, in person or through use of social media platforms
  • Arrive poolside five to ten minutes prior to the start of the session with the appropriate kit ready to train
  • Encourage and support team-mates in all club related situations
  • Treat all BASC and Council property with the utmost respect and avoid horseplay around the changing rooms/ village
  • Display a positive attitude and show commitment and responsibility for your development, attempting all tasks set by the coach to the best of your ability
  • Always behave in an appropriate manner whilst in the changing room, poolside/land training and whilst representing the Club at competitions
  • Speak to the coach before and after each race, at competition, in order to obtain advice and feedback on their swim
  • Wear their Club kit, including Club Cap when representing the Club in competition
  • Use lockers in changing room where provided
  • Read and agree to abide by the Club Mobile Phone Policy

In addition, it is expected that swimmers will follow pool discipline:

  • Follow coach’s direction at all times
  • Swim clockwise/ anti-clockwise in line with lane etiquette unless informed otherwise by the coach
  • Allow a safe distance between other swimmers and take the appropriate rest intervals
  • Allow other swimmers to complete full lengths and execute correct finishes
  • Ensure that lane order is observed and that the fastest swimmer is setting off first, unless told otherwise by squad coach
  • When overtaking other swimmers ensure that the move is started and completed in between the flags
  • Only enter the pool when instructed to by the lifeguard
  • Only dive when supervised and instructed to do so by the coach


Print Name: ________________________________________

Signature: _______________________________

Date: ________________________

Tuesday, 11 September 2018 13:53

Policy 3: Grievance Procedure

If you are dissatisfied with any matter affecting the club, i.e. the coaching programme provided by the Club, your role within the club (if any), the swimming programme, general supervision within the club, or any other matter directly affecting the Club's activities, then you should in the first instance:

  • Raise the matter informally with the Head Coach. In his/ her absence the President assumes direct responsibility.
  • If it relates to any other matter affecting the club's activities raise it informally with any member of the Executive Committee (Officers of the Club)

If you are dissatisfied with the response given or decision made you should raise the matter with the Executive Committee (Officers of the Club) by writing to the Club Secretary giving details of your concerns and why you are unhappy with the response or decision given.

The Executive Committee (Officers of the Club) will normally consider your letter at the first available meeting and will investigate and discuss the matter as required and will undertake to consider and determine all matters as quickly, fairly and as reasonably as possible.

The Executive Committee (Officers of the Club) will normally advise you of their decision in writing within 14 days of the meeting and will endeavour also to advise you in writing of any further developments in relation to the grievance raised.

If you are dissatisfied with the Executive Committee’s decision, you will have the right to appeal within 14 days of notification and should do this in writing to the Club President.

The Club President will consider the whole matter anew including your letter of appeal and may carry out further investigation or discussion at his/her discretion and will determine the matter by one of the following

  • By upholding the original decision.
  • By upholding your letter of appeal
  • By substituting his own decision in the matter.

The President will advise you of his/her decision in writing within 14 days of receiving your letter of appeal.