Bebington S C Policy Documents










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After acceptance the swimmer will be required to set up a monthly standing order of £42

Bebington Swimming Club: Account No 84831089 Sort Code 09 01 54

Account Name: Bebington Swimming Club Bank: Santandar Quoting swimmers name

A yearly membership fee £55 (£50 for each additional family member) is required to cover ASA registration costs etc.

At which time they (over 18 years) and their parents:

  • Agree to pay the fee for sessions allocated

  • Agree to abide by the Clubs policies and procedures.

If payments are not received a verbal request will be made followed by a written request. Arrangements can be made in the event of a financial difficulty. In the case of non-payment the committee will take action, a letter will be sent to parent/carer from the committee.

Each case will be treated individually before the next stage of action. All efforts would be made not to exclude a swimmer although this could be an option.


The club has a website,, e-mails and notice board via which most information can be located.

Please feel free to speak to any coach or committee member if you need further information, at the beginning or end or training session.

A parent/carer must accompany any children of primary school age.

Any parent/carer wishing to become involved with any aspect of the club please ask.

Parents/Carers are encouraged to communicate with the coaches.

If a problem arises or a parent has any further concerns, coaching staff are always willing to discuss them.

The Welfare Officer is KATHY CLIFFORD.

All swimmers are treated individually according to their needs.


On arrival the parent/carer (swimmer) is required to ensure that (they) or their child has (have) the appropriate equipment, costume, goggles, hat, water bottle etc. The swimmers will need to bring their belongings onto poolside where they should be placed safely away from Fire Exits or stored in a locker.

At the appropriate time the session will begin with coaches’ guidance and a lifeguard on poolside.

It is the responsibility of the swimmer to register that they are attending the session. The coaches are only responsible for the swimmer once they are on poolside. Swimmers are not to leave poolside without informing a coach during a session; they will be dismissed together at the end of a session.

Parents/Carers are responsible for their child/ren in the changing rooms and must make adequate arrangements to collect their child/ren after a session.

Please ensure that swimmers are not just dropped off without checking that the session has not been cancelled; as this can sometimes happen at short notice and out of our control. E mails will be issued as soon as we know.

Time can be made available to talk to parents at the beginning or end of a session.


News of the club galas and activities are displayed on the notice board, via e-mails and on the website

We ask parents/carers to inform us of any experiences, skills or knowledge that they can share with the club. We endeavour to make information accessible to all parents in whichever appropriate medium is required. Parents/Carers are invited to participate in sessions, are encouraged to attend ASA accredited courses and become poolside helpers. All will be required to complete necessary Police Check Forms, DBS (Disclosure and barring service) at Enhanced Disclosure level. Parents/Carers are invited to assist at organised galas, trips and outings.

Parents/Carers are invited to attend the Annual General Meeting and Presentations Evenings. Parents are encouraged to take an active part in all aspects by being a parent representative on the management committee. They are encouraged to support any activity to raise funds for the club and local charity.

Parents or coaches can arrange time to discuss a swimmers progress, problems or queries that will enable us to work in partnership for their child’s benefit.


All administration, attendance register of adults and children, accident book, fire drill records, membership forms, medication records and coach details are treated confidentially.

Parents must complete membership documents giving details of name, address, date of birth, family details, emergency contact, doctor and medical history. E-mail addresses are helpful to keep you informed of club activities and events.

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Everyone within our community is welcome to join the club. The family will be made to feel valued and given the opportunity to share their experiences and to appreciate and value each other's similarities and differences, taking a positive account of gender, religion, ethnic origin, sexual preference, marital status, ability or specific educational need.

All coaches, committee, parents, carers and volunteers involved with the club are required to treat all adults and children with equal respect and as individuals.

The Equity Policy is reflected in the admissions, the provision of equipment, in activities and in personal interactions.

Coaches and committee members will address any instances of prejudices immediately and appropriately. All efforts will be made not to exclude a swimmer on financial grounds.

Assistance will be sought if any of our information needs to be translated into the appropriate language.


In line with our Equity Policy, the club welcomes all swimmers.

In cases of identified special need consultation will be held with the swimmer, parents, carers and other professionals to assess provision required for that swimmer.

After consultation, committee and coaches will decide if the club will be able to promote the welfare and development of the individual swimmer.

The club will work in partnership with parents to meet the needs of individual swimmer.


DBS Enhanced disclosures will be required for all coaching members, poolside helpers and committee members. Until notification is received they will not be unsupervised or left alone with any swimmer. This applies to volunteers and visitors within the group.

It is important that the coaches are constantly aware of child protection issues; this is reviewed at committee meetings.

Changes in a swimmer's behaviour or appearance will be investigated. Parents will normally be the first point of reference. All such suspicions and investigations will be kept confidential, shared only with those who need to know.

Wherever worrying changes are observed in a swimmer’s behaviour, physical condition, appearance or vocabulary a specific and confidential record will be set up (only accessible to those who need to know). The record will include the name and address of the child, timed and dated observation, describing objectively the swimmer's behaviour and appearance; the exact words spoken by the swimmer with out comment of interruption; the date, name and signature of the recorder.

The club will following the ASA Child Protection Guidelines and have the photography/videography book to sign available.

The club will take every step in its power to build up trusting and supportive relationship between family, coaches and committee.

Confidential records kept on the child will be shared with the parents unless advised by person in authority.

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Risk Assessment will be carried out.

No training session will commence without the presence of a qualified coach and Lifeguard.

All swimmers undertake the Preliminary Diving assessment before being allowed to dive in the shallow end.

The club holds public liability insurance through the ASA.


The club will not normally administer medicine.

If a swimmer has a diagnosed chronic medical condition which may in an emergency require treatment parents or the swimmers are required to write instruction on how to administer the medication and label all the medication with the swimmers name.

If coaches are required to administer the medication all details need to be recorded and witnessed, and information passed to parents.


A swimmer who is infectious, contagious or who is feeling unwell is requested not to train.


It is the responsibility of the Pool Management to provide a first-aider on the premises at all time.

Any accident is recorded in the accident book, nature of accident, date and time of occurrence, action taken and by whom. A record is kept by the Pool Management and the club, if accident occurs in training sessions, the parents/carers will be informed and required to sign the entry upon collection.

In the case of an emergency contact will be made immediately with the designated contact numbers from swimmer's records.

Fire Drill, Emergency and Evacuation Procedures

The lifeguards and Pool Management have the responsibility to ensure that all the coaches know where the emergency exits are located. These are clearly marked with appropriate labels. Fire doors must never be obstructed. In the event of the Fire Alarm being sounded the coaches will act on the Authority Lifeguards instructions.

The Pool Management holds fire drills. Dates and details are recorded in the fire drill book.

In the event of a bomb scare we would wait by the poolside until we received further instructions.


All swimmers should toilet and shower before entering the water.

No smoking is allowed on the premises.

Coaches should wear appropriate sports clothing and clean footwear when on poolside.

Food and Snacks

Swimmers can bring drinks onto poolside during training and galas; ensure that they clear away any belongings when they leave the poolside.

The swimmers need to abide by the pool guidelines regarding food or snacks on poolside.


The club attends away galas and organises outings.

Insurance Policy covers outings and transport

A reputable coach company is used at all times; bookings are made in advance with clear instructions that the coach will have seat belts for all in working order. It is also confirmed that they know of a safe route to and from the destination with a suitable area to disembark. Regular head counts will be done. No child will be able to travel alone; a parent or carer must accompany them unless prior arrangements have been made.

A coach will have a mobile phone, be taken to enable parents/carers to contact us and for use in case of an emergency; other coaches are asked to bring a mobile phone as a back up.


Parents - Any parents, who are uneasy about any aspect of the club's provision, should talk this over with a coach, committee member or welfare officer.

Complaints on the nature of the complaint the coach or committee present will record their account, initial action taken and subsequent action to follow. If there is no satisfactory outcome, the parent should put their concern in writing and request a meeting with the Chair of the Committee.

The parents can use an external mediator. Parents or the club can request advice from the ASA.


Any coach, who is uneasy about any aspect of the club's provision, should talk this over with the committee.

If there is no satisfactory outcome, the coach should put their concern in writing and request a meeting with the Chair of the Committee. The coach can request advice from ASA. The address and telephone number of the ASA will be provided to a coach if requested.


Good planning is the key to making swimmer's learning effective, exciting, varied and progressive, relating to individual swimmer's needs.

Within our club all swimmers are supported in developing at their own pace.

A wide range of teaching strategies, resources and equipment enable us to provide opportunities to motivate and support the swimmers, extending their knowledge, experience. Developing skills; their self-esteem; and their confidence in their ability to learn. All coaches have a high level of understanding of swimming development and the club encourages all coaches to act as positive role models, having a consistent approach to all swimmers.

Good communication is vital, the swimmers will need to listen and respond to instructions given.

The coaches will need to communicate both verbally and with body language, they will also need to be aware that there are different levels of understanding and they may need to repeat instructions again and again.


The coaches must agree to abide by our Equity Policy and the Club Policies and Procedures.

The committee ensures that the coaches in attendance at club session/s is/are qualified and have the necessary experience.

The coaches are directly responsible to the Chairperson of the Bebington Swimming Club Committee.

All coaches will be required to submit to the vetting procedures by the ASA which include DBS checks to Enhanced Disclosure level. All coaches are to read and agree to abide by the ASA Code of Ethics.

All coaches are volunteers will be required to both mentally and physically suitable to care for children. All coaches should feel free to contact the committee, chairperson or other committee members at any time to discuss problems, queries or any other aspect of the group.

Adult - Child ratios

A minimum of two adults will be present.

Coaches will ensure that they are deployed effectively on poolside considering the safety, welfare and development of swimmers.

All coaches and committee members are volunteers.

The coaching team meets to plan the delivery of sessions, training, diving, T20, IM and trial times. Other aspects of running the group are also discussed at this time including feedback on training; risk assessment; equipment and resource supplies. Discussion takes place regarding individual swimmers development and their needs. Regular observations are made to ensure the needs of all the swimmers are met. The coaches and committee members ensure that the environment is one where the swimmers learn and develop through support, guidance, praise and encouragement.


All coaches have induction training including health and safety and safeguarding children policies and procedures in the first weeks. All coaches' feedback on training course attended.

Coach developmental plans will be discussed.

The coaches are encouraged to attend training, the committee gives financial support to coaches who qualify as ASA Level 1 Teacher/Coach, Level 2 ASA Teacher/Coach and above provided they continue with their commitments to the club.


An elected committee runs Bebington Swimming Club.

The Club has adopted a constitution based on information from the ASA.

An Annual General Meeting is held yearly

The committee must consist of 3 officers: Chairperson, Treasurer, who over sees annual membership and monthly session fees, he/she liases with the Oval management regarding pool bookings, and Secretary, to administrate, newsletters, notices, and deal with any correspondence as the club sees fit.

A designated person take will on the role of Swim 21 Liaison officer, Work force co-ordinator, Disability liaison officer, Welfare officer,

All committee members will be vetted. Officers and committee members who attend sessions will also be DBS checked – Enhanced Disclosure level.

The coaches will attend committee meetings.

Constitutional rules will always take precedence over procedural guidance.

Bebington Swimming Club