Guidance documents and resources
As part of the new UKA Welfare Policy there are also a range of supporting documents that might be useful to clubs and that can also be downloaded from here. These include but are not limited to:
Codes of Conduct
We have produced some templates for codes of conduct which can be adopted by clubs or adapted as necessary to meet their needs. The codes of conduct cover athletes, coaches, officials, parents, clubs and sports therapists. All codes of conducts for Athletics clubs; coaches; officials; athletes; parents/carers; team managers; contractors and track managers; medical support; and club welfare officer details can be found on the Club Matters website.
There is a template anti-bullying policy which clubs can adapt and adopt for their own use as necessary. The policy is produced by Kidscape.
Volunteer Recruitment Form
Clubs are advised that it is good practice to ask volunteers to complete a volunteer recruitment form and to obtain references for all club volunteers. This form should be used especially for volunteers where they may not require a DBS check but it is important for the club to verify their background. The form can also be used for volunteers who are under 18 years old and therefore cannot be subject to DBS checks.
Club Welfare Officer Roles and responsibilities
This is a guidance document which sets out the general responsibilities of the club welfare officer and the athletics club in relation to compliance and wellbeing issues.
Compliance and Wellbeing within an Athletics Club
Within an athletics club ALL club officers and committee members have responsibility to uphold the UKA and EA welfare policies and procedures, to adhere to good practice and to respond to any suspected breaches. It is strongly recommended that every athletics club appoints at least one Welfare Officer (preferably two – one male and one female). The Welfare Officer’s role is to advise and support the club officers and committee to implement UKA and EA welfare policies and procedures, to respond to any concerns regarding child protection and to ensure that all coaches/officials/volunteers have completed DBS and Independent Safeguarding Authority checks as required. The Welfare Officer should have attended Safeguarding and Protecting Children Training and Time to Listen Training for Club Welfare Officers within the last 3 years. Information about this training and advice, support and information about the compliance and wellbeing responsibilities of athletics clubs and Welfare Officers can be obtained from the England Athletics Athlete and Club Compliance Manager.
Photography & Video
Guidance on photography at athletics events is available from the British Athletics website. This covers, but is not limited to, photographs and video images of children and young people under the age of 18.
To access these resources please see www.uka.org.uk/governance/policies/use-of-photographic-video-images-of-children-young-people-under-the-age-of-18.
This page also offers advice and guidance on other related matters as well as resources such as consent form, photography day pass and club policy statement document templates which clubs and competition providers can utilise.
England Athletics Club Guide to Social Media
England Athletics has worked with Girling Hughes Associates to produce a detailed Guide to using Social Media for clubs.
This resource is only available to our affiliated clubs to help them make the most of their online presence, particularly using social media resources such as Facebook, Twitter and Instagram, but also advise how to do so safely.
The guide includes:
- Practicalities of setting up club social media presence on a number of Social Media platforms including Facebook, Twitter and Instagram
- How to use them effectively to publicise your club
- More specific guidance on functionality that can be useful for clubs, such as how to use Facebook Groups for smaller closed communication such as with club committees or coaching team
- What not to do: how social media can damage your impact, credibility or leave clubs exposed on welfare related grounds
- Suggested social media usage guidance for clubs to give members
This resource has been emailed to club secretaries. Clubs committee members wishing to request a copy on behalf of their club can also email firstname.lastname@example.org stating your club and official position within that club.
If you have any concerns relating to Social Media please click here to see our welfare section for more information or to contact a member of our Compliance team.
Information Sharing Protocol
England Athletics recognises the importance of sharing information appropriately in the interests of protecting children from harm. In line with good practice England Athletics has adopted an Information Sharing Protocol based on the protocol drawn up by the Child Protection in Sport Unit. The purpose of the protocol is to provide a framework within which England Athletics, other sports organisations, statutory bodies and relevant others can share information appropriately, clarify the principles upon which information will be shared, how it will be shared, with whom and for what purposes. Any queries regarding the Information Sharing Protocol should be addressed to the England Athletics Athlete and Club Compliance Manager.
Information in different formats
If you require any information or documents from this page in a different language or format e.g. large print please contact Jane Fylan.
- Advice and support regarding Club and Athlete Compliance and Wellbeing matters can be obtained by contacting Jane Fylan – England Athletics Athlete & Club Compliance & Wellbeing Manager email@example.com or call 0121 713 8450 (option 3).
- Advice and support regarding Safeguarding/Child Protection concerns or UKA Licensed Coach/Official concerns can be obtained by contacting David Brown CBE – UKA Lead Safeguarding Officer firstname.lastname@example.org or call 0121 713 8450 (option 2).
- Advice and support regarding DBS (Disclosure & Barring Service) enquiries can be obtained by contacting Laura Mottershead – UKA Welfare Administrator email@example.com or call 0121 713 8450 (option 1).