Kettering Town Harriers Open Events - Operating Guide and Policy
There are several measures in place for the safety of all volunteers and attendees.
In entering and attending our event, you agree to follow this policy and abide by requests from authorised event volunteers (our hi-viz team).
Please make sure you read through this carefully when entering our events and again before arriving at the facility on the day.
• Parking is limited, please use the Kettering Conference Centre Car Park which is just over the road with entry via Olympic Way NN15 6FZ. DO NOT PARK ON THE ROAD OR THE GRASS VERGE ADJACENT TO THE TRACK.
• Athletes can bring guests
• If you require specific assistance to compete, please get in touch with [email protected] a minimum of 1 day before the event to make specific arrangements.
• All athletes will be given numbers. Pins are available.
• Stadium starting blocks will be available.
• Personal field implements may be used, these must be weighed beforehand.
• We have a no dogs policy at the facility.
We appreciate your co-operation and support.
Kettering Town Harriers July 2021
Health and Safety
Athletics is a multidisciplinary sport that is not fundamentally dangerous but there are areas that do need specific considerations to ensure the safety of all concerned.
The sport can be considered in two broad categories:
• Track and Field
• Off Track (Cross Country and Road Running)
Health and Safety for training and competition taking place within an athletics arena is covered in detail within the UK Athletics Code of Practice, a copy of which is available for inspection in the clubhouse. It is, however, the responsibility of everyone – athletes, coaches, and spectators – to act a responsible and safe manner at all times.
It is always the responsibility of coaches and senior athletes to challenge any unsafe practices and to enforce safety.
The following gives some direction for users. Along with the Risk Assessment contained in the link below.
Risk Assessment Outdoor Training
Track
• If wearing spikes, ensure that they are no longer than the maximum permitted.
• Be aware of other users of the track when coming onto the track and/or when starting and finishing an effort.
• Always run in an anticlockwise direction and do not use lane 1 in the 100m straight for training purposes.
• Under no circumstances should you cross a staked-out area of the infield, it is staked out for throwing.
• All training shall take place in the designated areas for the appropriate discipline with the coach concerned.
Throws
• Throwing implements MUST NOT be collected or used unless a qualified UKA coach is present.
• Throwers using their own implements are reminded that they have a responsibility not to abuse the intent of any of the following safety points:
• Throwing should only take place in the appropriate throwing area.
• Javelin, discus, shot and hammer equipment must only be retrieved when no other athlete is about to throw.
• Throwing implements must be carried, not thrown to the throwing areas and when returning to the equipment store.
• Javelins should always be carried vertically.
Jumps
• Pole vaulting equipment must not be assembled or used unless a UKA qualified coach is present.
• High Jump equipment must not be assembled or used unless a UKA qualified coach is present.
• Long Jump and Triple Jump must only be used in the presence of a UKA qualified coach. All sand should be raked level upon completion with the surrounds brushed and the cover replaced.
Off Track
• Always run on pavements rather than roads wherever and whenever possible.
• Try, whenever possible to run in groups.
• All under 17 athletes must be accompanied by a qualified coach.
• When running during fading light or darkness, run where there is street lighting and wear fluorescent clothing to increase your visibility to traffic and pedestrians.
• Take care when crossing roads. Do not presume.
• When deciding on a route you are to take, make a mental risk assessment of the intended course and ensure that someone within the clubhouse is aware if the general area of your route.
Insurance
• Kettering Town Harriers, being a club affiliated to UK Athletics, is covered by Third Party Liability Insurance for all athletics activity involved. This includes training, competitions, club and regional meetings and social and fund-raising events.
• Officials and coaches are also covered for legal liability whilst they are involved in athletics activities on behalf of the club.
• In coaching, unqualified individuals are only covered if they are under the direct control of a UKA qualified coach.
Welfare and Safeguarding Policy
Our aim is to create the environment in which both the young athlete (child) and parent can feel assured that the Athletic Club is providing a safe, wholesome, and developmental atmosphere for all participants in the sport of athletics. As a Club we will continue to provide relevant support and advice to every athlete, coach, helper, official and officer of the Club to protect them from neglect, exploitation, and abuse. All suspicions and allegations of abuse against young athletes will be acted upon.
Key principles
1.1 All people under the age of 18 years are children for the purposes of this policy.
1.2 All children whatever their culture, ability, gender, racial origin, religious belief, and/or sexual identity have the right to protection from abuse.
1.3 All suspicions and allegations of abuse will be taken seriously and responded to swiftly by the Welfare Officer of the Club who may, if necessary, refer the matter directly to Northamptonshire County Council Safeguarding Hub
1.4 All athletic coaches, team officials, members, and helpers who come into active contact with children at the Club are bound by the Code of Practice and may be subject to a routine police check.
1.5 Club volunteers and coaches who accompany young athletes to venues away from the club premises, e.g. competition, courses, lectures, meetings, and training days are equally bound by the Code of Practice.
1.6 The Club will appoint someone to act as a designated Welfare Officer who will seek out appropriate training and periodic updating to act as a first point of contact in cases of concern about athlete welfare.
Definitions of Child Abuse
1.7 Physical Abuse – Occasions when adults or other children deliberately inflict injuries on a child, or knowingly do not prevent such injuries. This might occur when the nature and intensity of training or competition exceeds the capacity of the child’s immature and growing body. This also includes giving children alcohol or inappropriate drugs.
1.8 Emotional Abuse – When adults or other children fail to show due care and attention or threaten, use sarcasm, taunt or shout at a child causing them to lose self-confidence, self- esteem and become nervous or withdrawn. This may also occur when the child is placed under unrealistic pressure to perform to high expectations constantly.
1.9 Neglect – Where adults fail to provide help and care to the child (i.e. meet a child’s essential need for clothing, food, warmth, and medical attention). This also includes leaving a child without proper supervision or places the child at risk of injury.
1.10 Sexual Abuse – Occurs when adults use children to fulfil their own sexual needs or expose them to pornographic material.
Action to be taken by the Welfare Officer, Chairman or Child
Confidant
It is important that when a child gives information which may lead to a Safeguarding Investigation, the Club Welfare Officer will undertake the following procedures, preferably with the child’s parent or guardian in attendance.
Likewise, if the child gives information of abuse to a volunteer, coach, or member that they feel they can trust, then it is important that this person should follow the following procedure:
2.1 Listen to the child rather than direct him or her.
2.2 Never stop a child who is freely recalling significant events.
2.3 Make it clear to the child that you may not be able to maintain confidentiality.
2.4 Make a note of what was said, taking care to record time, date, settings and who was present.
Reporting Procedure
3.1 Any person other than the child in question, with a suspicion or allegation of child abuse, shall report the matter to a Club Welfare Officer or Club Chairman, who may refer these concerns to the Northamptonshire County Council Safeguarding Hub.
3.2 The person reporting the suspicions or making the allegations must be prepared to speak to Safeguarding Hub if necessary, to clarify their concerns.
3.3 On no occasion shall any person suspected of abusing a child be approached by another member of the Club.
3.4 If the person against whom any allegations are made is a friend of, or relative of the Chairman or Welfare Officers, another officer of the Club nominated by the Chairman, shall undertake the duties in executing this Welfare and Safeguarding Policy.
3.5 Any child, parent or person may contact Northamptonshire County Council Safeguarding Hub directly with information that may lead to a Safeguarding Investigation, without referring the matter to the Club Welfare Officer or Chairman.
3.6 No-one should hesitate to contact the Safeguarding Hub because they are unsure. It is always the responsibility of the Safeguarding Hub whether to investigate further based on information given.
Contact Details
The club has the following Welfare Officers
Name:
Name: Tony James Email: [email protected]
Kettering Town Harriers Chairman
Name: Terry Maywood
Email: [email protected]
Phone Number: 07702507777
Our welfare officers liaise with UK Athletics and Northamptonshire County Council’s Multi-Agency Safeguarding Hub (MASH) and their Designated Officer (LADO) when required:
Email: [email protected]
Phone Number: 01604 364 031
Membership Policy Statement
• All prospective members will have a four-week probationary period, during which time they must register with a Coach and report to them each time they attend a training session. Medical and contact details must be provided on the first attendance by filling in a Membership Application Form.
After completion of the probation period, the athlete should either join the club or cease attending.
• Once an application for membership has been successful and a joining fee payment of £40 together with the current subscription has been received, the new member shall receive a member’s handbook, and an EA Registration Number, a Club vest is presented to new athletes if and when they choose or a selected to compete for the Club.
• Membership fees are renewable every September, at a rate set at the Annual General Meeting. Failure to pay the subscription by 1 November will result in the membership deemed to have lapsed, which in turn will result in a member being unable to train or complete for the Club.
• Numbers of places for track & field members is limited. Any excess shall be placed on a waiting list until such time that places become available. This could be reviewed periodically dependent in numbers of coaches/helpers.
• A disciplinary procedure is in place, and any member found to have contravened the Constitution and Rules, or health and safety issues shall have the appropriate action taken against them.
Disciplinary Action/Procedure
(a) In the event of any disciplinary action, this should be agreed by a two-thirds majority of the Committee members present., of whom all shall have been elected at the previous AGM
(b) There shall be three phases of disciplinary action, dependant on the severity, one verbal warning, one written warning and suspension
Data Protection Policy
Our Data Protection Policy sets out our commitment to protecting personal data and how we implement that commitment with regards to the collection and use of personal data.
We are committed to ensuring that we comply with the eight data protection principles, as listed below:
• Meeting our legal obligations as laid down by the Data Protection Act 1998
• Ensuring that data is collected and used fairly and lawfully
• Processing personal data only in order to meet our operational needs or fulfil legal requirements
• Taking steps to ensure that personal data is up to date and accurate
• Establishing appropriate retention periods for personal data
• Ensuring that a nominated officer is responsible for data protection compliance and provides a point of contact for all data protection issues
• Ensuring that all club officers are made aware of good practice in data protection
• Providing adequate training for all staff responsible for personal data
• Ensuring that everyone handling personal data knows where to find further guidance
• Ensuring that queries about data protection, internal and external to the organisation, are dealt with effectively and promptly
• Regularly reviewing data protection procedures and guidelines within the club
Data protection principles
1. Personal data shall be processed fairly and lawfully
2. Personal data shall be obtained for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purposes
3. Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed
4. Personal data shall be accurate and, where necessary, kept up to date
5. Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes
6. Personal data shall be processed in accordance with the rights of data subjects under the General Data Protection Regulations 2018
7. Appropriate technical and organisational measures shall be taken against unauthorised and unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data
Useful Links
Northants Athletic Association www.northantsathletics.org.uk
England Athletics www.englandathletics.org
British Athletics www.britishathletics.co.uk
Code of Conduct for Athletes
As a responsible athlete you will:
• Respect the rights, dignity and worth of every athlete, coach, technical official and others involved in athletics and treat everyone equally.
• Uphold the same values of sportsmanship off the field as you do when engaged in athletics Cooperate fully with others involved in the sport such as coaches, technical officials, team managers, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the yourself and other athletes
• Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances
• Anticipate and be responsible for your own needs including being organised, having the appropriate equipment and being on time
• Inform your coach of any other coaching that you are seeking or receiving
• Always thank the coaches and officials who enable you to participate in athletics
As a responsible Athlete, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:
• Act with dignity and display courtesy and good manners towards others.
• Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse
• Challenge inappropriate behaviour and language by others
• Never engage in any inappropriate or illegal behaviour
• Avoid destructive behaviour and leave athletics venues as you find them
• Not carry or consume alcohol to excess and/or illegal substances.
• Avoid carrying any items that could be dangerous to yourself or others excluding athletics equipment used during your athletics activity
In addition, athletes, especially young athletes, and vulnerable adults, should follow these guidelines on safe participation in athletics:
• Notify a responsible adult if you must go somewhere (why, where and when you will return)
• Do not respond if someone seeks private information unrelated to athletics such as personal information, home life information
• Strictly maintain boundaries between friendship and intimacy with a coach or technical official
• Never accept lifts in cars or invitations into homes on your own without the prior knowledge and consent of your parent/carer
• Use safe transport or travel arrangements
• Report any accidental injury, distress, misunderstanding or misinterpretation to your parents/carers and club Welfare officer as soon as possible.
• Report any suspected misconduct by coaches or other people involved in athletics to the club welfare officer as soon as possible
Code of Conduct for Coaches
As a responsible athletics Coach you will:
• Respect the rights, dignity and worth of every athlete and others involved in athletics and treat everyone equally.
• Place the welfare and safety of the athlete above the development of performance
• Be appropriately qualified including obtaining DBS/Disclosure Scotland/Access NI clearance, update your licence and education as and when required by UKA and adhere to the terms of the coaching licence
• Ensure that activities you direct, or guide are appropriate for the age, maturity, experience and ability of the individual athlete
• At the outset clarify with athletes (and where appropriate, with parents or carers) exactly what it is that is expected of them and what athletes are entitled to expect from you
• Never try to recruit, either overtly or covertly, athletes who are already receiving coaching. If approached by an athlete receiving coaching refer immediately to the coach currently providing coaching support.
• Try to observe a recommended maximum ratio of 1 coach to 12 athletes at a training session or work in partnership with another coach/coaching assistant.
• Cooperate fully with others involved in the sport such as technical officials, team managers, other coaches, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the athlete
• Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances
• Encourage and guide athletes to accept responsibility for their own performance and behaviour
• Develop appropriate working relationships with athletes based on mutual trust and respect, especially with those athletes under 18 years or vulnerable adults
• Do not exert undue influence to obtain personal benefit or reward
• A coach MUST strictly maintain a clear boundary between friendship and intimacy with athletes and do not conduct inappropriate relationships with athletes. Relationship with athletes can cause significant problems for other team members, raising concerns of favouritism and/or victimisation should the relationship later end.
• You MUST NOT allow an intimate personal relationship to develop between yourself and any athlete aged under 18 years. Any violation of this could result in a coach licence being withdrawn. It may also be a criminal offence to conduct a relationship with an athlete aged under 16 years. It may also be a violation of your coaching licence to form an intimate personal relationship with a vulnerable adult coached by you.
• It is strongly recommended that you do not allow intimate relationships to develop between yourself and athletes coached by you aged over 18 years.
As a responsible coach, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:
• Act with dignity and display courtesy and good manners towards others
• Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse
• Challenge inappropriate behaviour and language by others
• Be aware that your attitude and behaviour directly affects the behaviour of athletes under your supervision
• Never engage in any inappropriate or illegal behaviour
• Avoid destructive behaviour and leave athletics venues as you find them
• Not carry or consume alcohol to excess and/or illegal substances.
• Avoid carrying any items that could be dangerous to yourself or others excluding athletics equipment used during your athletics activity
In addition, coaches should follow these guidelines on best coaching practice, with young athletes or with vulnerable adults:
• Avoid critical language or actions, such as sarcasm which could undermine an athlete’s self-esteem.
• Avoid spending time alone with young athletes unless clearly in the view of others to protect both yourself and the young athlete. In special circumstances, for example when coaching elite young athletes, one to one coaching sessions may form part of the required training schedule. In this circumstance, parental/guardian consent must be sought and obtained prior to sessions taking place. The coach must inform the parent/guardian of the venue for training and an emergency contact number should be provided by both the coach and parent/guardian.
• Avoid taking young athletes alone in your car
• Never invite a young athlete alone into your home
• Never share a bedroom with a child
• Always explain why and ask for consent before touching an athlete
• Ensure that parents/carers know and have given consent before taking a young athlete away from the usual training venue
• Work in same-sex pairs if supervising changing areas
• Respect the right of young athletes to an independent life outside of athletics
• Report any accidental injury, distress, misunderstanding or misinterpretation to the parents/carers and club Welfare officer as soon as possible.
• Report any suspected misconduct by other coaches or other people involved in athletics to the Club, Regional, National or UKA welfare officer as soon as possible
Code of Conduct for parents/people with parental responsibility
As a responsible parent/person with parental responsibility you will:
• Respect the rights, dignity and worth of every athlete, coach, technical official and others involved in athletics and treat everyone equally
• Cooperate fully with others involved in the sport such as coaches, technical officials, team managers, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the athlete
• Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances
• Never place undue pressure on children to perform, participate or compete
• Check out the qualifications and licences of people who are coaching or managing your child or offering a service connected to athletics such as physiotherapy, massage or nutritional advice.
• Take an active interest in your child’s participation
• Attend training or competitions whenever possible
• Know exactly where your child will be and who they will be with at all times
• Never make assumptions about your child’s safety
• Ensure that your child does not take any unnecessary valuable items to training or competition
• Inform your child’s coach or team manager of any illness or disability that needs to be taken into consideration for athletic performance
• Provide any necessary medication that your child needs for the duration of trips
• Assume responsibility for safe transportation to and from training and competition
• Return any necessary written consent forms to the club/team manager or appropriate person, including next of kin details, health and medical requirements before your child goes to any away events or trips
• Report any concerns you have about your child’s or any other child’s welfare to the Club Welfare Officer, Regional, National or UKA Welfare Officers. (This does not affect your right to contact your local social services or the police if you feel it is necessary)
As a responsible parent/person with parental responsibility for a young athlete, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:
• Act with dignity and display courtesy and good manners towards others
• Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse
• Challenge inappropriate behaviour and language by others
• Be aware that your attitude and behaviour directly affects the behaviour of your child and other young athletes
• Avoid destructive behaviour and leave athletics venues as you find them
• Never engage in any inappropriate or illegal behaviour
• Not carry or consume alcohol to excess and/or illegal substances.
• Not carry any items that can be dangerous to yourself or to others excluding athletics equipment used during your child’s athletics activity