Belgrave Harriers welfare policy and code of conduct
Last updated 24th October 2023
Policy statement
Belgrave Harriers recognises that every person associated with the Club has a right to be treated with respect and consideration. No individual shall be subject to offensive behaviour, intimidation, bullying, slander, harassment, unsafe or threatening environments, or anything that lessens their enjoyment of the sport.
This Policy is built up from UK Athletics Child Safeguarding Procedures and UK Athletics Adult Safeguarding Procedures, both released in April 2021. Belgrave’s welfare statement and code of conduct will be reviewed on an annual basis and updated as necessary, with a record of the review made at the relevant Committee Meeting.
Any behaviour not in accordance with this Welfare Policy shall be reported in line with Section 9.
2. Key roles and responsibilities
All persons associated with Belgrave Harriers are subject to this Code of Conduct. For the purpose of this document, these persons shall be described as ‘Affiliates’ and are as follows:
All Club Members
Coaches (including external coaches)
Event volunteers (including non-members, if volunteering on behalf of Belgrave)
Officials
All individuals participating in Belgrave organised training (including non-members)
All those attending Belgrave sponsored events or meetings, whether virtually or in person (including non-members)
All the above have a responsibility to behave in accordance with this Code of Conduct, and report all instances of contravention with this Code of Conduct to Committee.
Belgrave Harriers will ensure that every Affiliate of the club is aware of this policy.
All Affiliates have a duty to co-operate fully with other colleagues (e.g. other coaches, officials, team managers, sport scientists, doctors, physiotherapists and governing body staff) in the best interests of any specific individual.
All members of the club management committee must have a thorough working knowledge of this policy and UKA procedures. The Membership Body will be issued with the updated welfare policy annually, and all Affiliates must be made aware of it.
In addition to the above, several individuals have increased levels of responsibility, as detailed in the following sections.
2.1 Welfare Officers (WO)
Belgrave Harriers Committee will include two Welfare Officers (one male, one female), elected in accordance with Belgrave Harriers’ Club Rules. The WO will act in an advisory and supporting capacity to club personnel to implement welfare policies and procedures, and to support the club in adhering to the codes of conduct and good practice published by the National Governing Body (NGB).
The names and contact details of the current Officers are:
Male welfare officer: Luke Pratt Email
Female welfare officer: Samantha Amend Email
They are directly contactable by using the above email links.
WOs are responsible for ensuring health, safety and welfare is not compromised during all events where Belgrave Harriers is in attendance (either as a host or as a guest). This includes, but is not limited to:
Ensuring all individuals involved in Belgrave events are behaving in accordance with the Code of Conduct
Ensuring that transport to and from events is safe and accessible (in conjunction with relevant Team Managers)
Ensuring equipment used for training, event or competition purposes is fit for purpose and accessible
Ensuring facilities used for events, meetings, training or competitions are fit for purpose and accessible
Ensuring complaints are dealt with promptly and empathetically
Ensuring all other key roles holders are fulfilling their duties in line with this Code of Conduct.
The WO will respond to suspected breaches of Belgrave’s Welfare Policy and liaise with the Committee to provide responses and appropriate action.
2.2 First aiders and mental health first aiders
Belgrave Harriers has a duty to provide First Aiders at all Belgrave events, meetings, training or competitions, with the exception of fully virtual events. Provision of First Aiders may be by Club Members with relevant First Aid training, or by hiring First Aiders for specific events (for example hiring First Aid for a competition). All First Aiders must be clearly communicated to all those present.
Belgrave Harriers also has a duty to provide Mental Health provision in the form of Mental Health First Aiders. The Mental Health First Aiders should be clearly displayed on the website along with contact details.
2.3 Coaches
Coaches must develop appropriate working relationships with athletes (especially under 18s), based on mutual trust and respect. Coaches must maintain a strict and clear boundary between friendship and intimacy with all athletes and not conduct inappropriate relationships with athletes (whether in person or through any communication or media channel, including social media websites). Relationships with athletes can cause significant problems for other team members and can fracture teams.
Belgrave considers it an an abuse of a position of trust if an athlete is coerced or indoctrinated with attitudes to training, drugs and cheating, or social, political and religious views (radicalisation) which go against societal norms or the rules of the sport.
Coaches must only lead activities for which they are trained, insured and licenced.
3. Equality, diversity and inclusion
The enjoyment of the rights and freedoms [of athletics] shall be secured without discrimination on any ground such as sex, race, colour, language, religion, political or other opinion, national or social origin, association with a national minority, property, birth or other status.
Belgrave Harriers and all Affiliates will treat all people with due care and respect, regardless of age, race, religion, gender, sexual orientation, marital status, beliefs, mental capacity or physical ability.
No individual shall use to discriminatory language, comments, jokes or terminology.
No individual’s competency, behaviour or ability shall come under additional scrutiny because of their age, race, religion, gender, sexual orientation, marital status, beliefs or disability of any kind unless the disability prevents them from being able to carry out the role they aspire to perform.
Where differences of opinions exist, this shall not form the basis of slanderous, offensive or vilifying language or behaviour.
If any Affiliate is reported to be in contravention of the above, they shall be subject to the Reporting and Disciplinary Procedure in Section 9.
4. Health and safety
Any activities which the club has the primary responsibility of overseeing will be properly risk assessed. Such assessments will relate both to the activity being carried out and the venue at which they are being carried out, and will be recorded by Coach or Team Manager as applicable.
4.1 Transport
Where Belgrave Harriers is organising transport to and from events, competitions or training, the Team Managers along with the WO must ensure that the transport is safe and accessible for all requiring travel. This includes but is not limited to the below:
Any vehicles (excluding private vehicles for which Belgrave do not take responsibility) to have in-date MOT and licenced driver
Where necessary, public transport to be planned in such a way that people with reduced physical mobility still have full access
Licenced taxis or Uber only to be used
A Belgrave Coach or Volunteer with an enhanced DBS must be present for all Belgrave organized transport of under 18s
4.2 Equipment
Belgrave Harriers has a duty to ensure that all equipment used in Belgrave organised events, meetings, training or competition is fit for purpose. Coaches shall ensure that all equipment used within Belgrave training sessions is fit for purpose and inspect all equipment twice a year. It is the responsibility of Team Managers and Officials Secretary to do the same at competition events hosted by Belgrave.
4.3 Facilities
Belgrave Harriers has a duty to ensure that all facilities used for Belgrave organised events, meetings, training or competition are fit for purpose. As a minimum the following should be provided at all facilities:
Male and female toilets. Other toilet requirements should be provided where necessary.
Drinking water provision
A place suitable for washing hands
All facilities hired by Belgrave Harriers for competition or training must conform to UKAs health and safety standards as well as the above. Prior to competition season, a track survey will be completed by the Team Managers and Enable to confirm that all facilities meet the standards set out by UKA.
5. Mental health and well-being
Belgrave Harriers takes the mental state of all Affiliates seriously. All Affiliates should support each other’s mental health and well-being, by behaving in ways that are civil, respectful and empathetic. Coaches should encourage relaxed and respectful behaviour during sessions, and report any instances of bullying, intimidation to the WO.
Where an Affiliate is concerned about the mental health or mental well-being of another Affiliate, help and support can be provided by the Welfare Officer or by the Mental Health First Aiders.
It is noted that external influences (such as work or family issues) may impact an Affiliate’s mental health. Belgrave Harriers and its Affiliates are not expected to resolve an individual’s mental health, but should provide support in the form of Mental Health First Aiders where needed, and be empathetic and respectful of different people’s concerns.
6. Child safeguarding
For the purposes of this policy, a child means a person under the age of 18.
Belgrave Harriers takes the security and protection of its U18 Affiliates very seriously. This policy shall be made available to all parents and guardians and clearly displayed on the website. The purpose of the Child Safeguarding outlined here is to demonstrate compliance with UKA’s safeguarding policy, in particular:
Keep children and young people safe by valuing, listening to and respecting them
Promote the wellbeing of children through opportunities to take part in athletics safely
Put in place policies and procedures to promote the wellbeing and protection of children
Recruit, train and support all our staff and volunteers to prioritise the safety of children who take part in our activities.
6.1 Recruitment of coaches, officials, volunteers
Belgrave Harriers must ensure all club coaches, helpers and volunteers have complied with a volunteer recruitment process and have a current ‘enhanced’ DBS certificate, a copy of which will be kept by the Club. The Club will complete periodic checks to ensure that necessary renewals are completed promptly. Officers/coaches may not operate under expired qualifications.
The Coaching Secretary will keep a record to ensure all DBS and Coaching licenses are up to date. Any issues must be reported to the WO with immediate effect and coaches whose licences or DBS are not valid will not be permitted to coach until renewed.
All coaches having any contact with young people under the age of 18 or any vulnerable adults in any respect whatsoever must be fully briefed by the WO or Coaching Secretary on existing policies and procedures relevant to their role. This should take place prior to taking on Coaching responsibility, with rebriefing occurring every year (to align with the annual policy update). Similarly, the WO or Officials Secretary should circulate the Welfare and Safeguarding policies to all active officials every year. Records of the briefings should be kept by the WO.
6.2 Working with children
All Coaches should ensure that the training provided is appropriate for age, maturity, experience and ability of the individual athletes. Where necessary, guidance and clarity should be sought from the relevant parent or guardian. At the outset, they should clarify with athletes (and where appropriate their parents or guardians) exactly what is expected of them and what athletes are entitled to expect from the individual.
All coaches and officials should consistently promote positive aspects of the sport (e.g. fair play) and never condone rule violations or adopt or encourage the use of prohibited or age-inappropriate substances or techniques. No Coach or volunteer should engage inappropriately with anyone under the age of 18.
6.3 Reporting concerns
Anyone can report a concern about a child, and some key indicators to look out for with recognising child abuse are given below:
A change in a child’s behaviour
A display of bullying, sexual behaviour or inappropriate language
Unexplained cuts, bruises or other injuries
A reluctance to return home
When dealing with suspected abuse, you should always take the concerns seriously and never appoint blame to the child. Explain that the information will have to be shared with the WO.
Any concerns for the wellbeing and safety of a child arising from the conduct or practice of a member of staff/volunteer must be reported to the Club Welfare Officer on the day the concern arises, or as soon as practically possible. If the Club Welfare Officer is not available the complaint should be made to the most senior club official present. The Club Welfare Officer must report the concern to the UKA Safeguarding Team immediately but within 48 hours.
The WO should report all concerns about child abuse to local children’s social care services relative to the location of the incident immediately. If the WO is not available, then the person reporting those concerns should do so themselves.
Any practice concerns that is not child abuse should be the subject of consultation between the WO and complaining party, which may be the child in question or their representative. In the event the WO is unavailable, the post of Coaching Secretary or Junior Team Manager will be the default deputy unless otherwise minuted at a previous club committee meeting.
6.4 Confidentiality and information sharing
All information relating to Child Protection is confidential and must only be shared with the WO and others that have a need to know, in order to keep the child safe while awaiting action.
7. Adult safeguarding
Belgrave Harriers commits to treating all Adults with due respect and civility. Abusive, manipulative, offensive or vilifying language is unacceptable and any instances of that must be immediately reported to the WO.
7.1 At-risk adult safeguarding
In England, an Adult is considered ‘At Risk’ if they are over 18 years of age; they need additional care and support and they are experiencing (or are at risk of experiencing) abuse or neglect, which they cannot protect themselves from due to the additional need for care and support.
In the context of athletics, this may manifest itself as any of the following:
Harassment or not meeting the needs of a participant because of their (perceived) protected characteristic
An individual in a position of power (e.g. an Official or Coach) who exploits, threatens or intimidates an individual with learning difficulties or who is lacking mental capacity to make a decision.
An individual in a position of power (e.g. an Official or Coach) who exploits the financial, mental or emotional state of an individual
7.1.1 Mental capacity
‘Lacking Mental Capacity’ is a term given to someone who cannot make a decision at any given instant in time. It may be temporary (e.g. someone who has recently taken some medication) or long-term (e.g. dementia).
Belgrave Harriers will follow UKA’s Adult Safeguarding policy for individuals lacking mental capacity, which are summed up as follows:
We can only make decisions for other people if they cannot do that for themselves at the time the decision is needed.
If the decision can wait, then wait – for example, to get help to help the person make their decision or until they can make it themselves.
If we have to make a decision for someone else then we must make the decision in their best interests (for their benefit) and take into account what we know about their preferences and wishes.
If the action we are taking to keep people safe will restrict them, then we must think of the way to do it which restricts their freedom and rights as little as possible.
If anyone suspects that an individual lacking mental capacity is being abused, the Local Authority and WO should be informed.
7.2 Reporting concerns
Anyone can report a concern about an Adult, and some typical signs and symptoms of Adult abuse may include:
Unexplained bruises or injuries
The individual is no longer enjoying the sessions
Self-harm
A fear of a particular group of people or individual
Always take complaints of abuse seriously. Inform the individual reporting concerns that the WO must be informed. Do not take any action that may cause further harm to the individual concerned, and explain that information will only be shared with those who need it to further protect the individual at question.
8. Anti-bullying
Bullying is the intentional hurting of one person or group by another person or group. It can happen face to face or online. It can be overt or hidden, and may continue long-term or have the potential to continue long-term. Bullying can take many forms but may include:
Emotional bullying
Physical bullying
Cyber bullying
Belgrave Harriers will take all instances of bullying extremely seriously. Any instances of bullying must be reported to the WO and dealt with in accordance with Section 9.
8.1 Emotional bullying
Belgrave Harriers defines emotional bullying as any of the following:
Non-violent intimidation, threatening or blackmailing of an individual
Deliberate humiliation of an individual
Belittling, disparaging or vilifying language or behaviour towards an individual
Spreading rumours that seek to damage the reputation or standing of an individual
8.2 Physical bullying
Belgrave Harriers defines physical bullying as any unwanted physical contact on an individual. Extreme cases of this would involve punching, slapping or kicking, but it may be as subtle as invading personal space, pushing or shoving.
8.3 Cyber bullying
Cyber bullying is defined as any intimidation taking place through the use of technology, such as smart phones or computers. It may include any of the following:
Spreading lies about or posting embarrassing photos of someone on social media
Sending hurtful messages or threats via email or messaging platforms
Impersonating someone online
9. Reporting and disciplinary procedure
9.1 Reporting of unlawful behaviour
Any unlawful behaviour must be reported to the police immediately, either by an individual involved, the WO or a member of Committee. The WO and Belgrave Harriers Committee must be informed of any police reports made. In these instances the WO and Committee will fully cooperate with the police, and encourage full cooperation of all individuals. The WO and Committee may decide to continue internal misconduct proceedings regardless of the outcome of any police investigation.
The UKA Safeguarding Procedures provide more detail on the following unlawful behaviour:
Physical, emotional or sexual abuse
Neglect of a child or vulnerable person
Fraud, scamming or other types of Financial abuse
Alcohol or substance abuse
Domestic abuse
Female Genital Mutilation
Honour based violence and forced marriage
Child Criminal Exploitation
Child Trafficking
9.2 Reporting of breaches of Welfare Policy
Any reports of breaches of the welfare policy should be reported to the WO. In exceptional situations (for example if the WO is in breach of the welfare policy) the reports may be made directly to the Committee.
The sequence and timeline of the reporting procedure is given below.
The complainant reports the breach in writing to the WO (email is acceptable). The complainant should include information such as the name of the person in breach, the type of offence and the date and time it occurred
The WO has 7 calendar days to acknowledge receipt of the report. This acknowledgment must be made in writing (email is acceptable)
Following receipt of the report, the WO has 7 calendar days to notify Committee of the report
Committee have 14 days to consider the report and agree on any disciplinary measures. At this stage, additional information may be sought from the complainant or the respondent. This may be completed verbally but should be recorded in writing.
Following a majority agreement on disciplinary measures that is either minuted or formally captured over email, the WO has 7 calendar days to notify both the complainant and the respondent. The exception is if the majority agreement is that no action should be taken, in which case the respondent will not be notified. All notifications must be completed in writing but opportunity should be given to both parties to discuss verbally, either virtually, in person, or over the phone.
9.3 Disciplinary measures
Depending on the level of misconduct noted, Committee may consider one of the following options as disciplinary actions.
9.3.1 No action
Where Committee is in agreement that no breach of the welfare policy has occurred, no action against the respondent will be taken.
9.3.2 Formal Warning
For minor breaches of the welfare policy or isolated incidents, the Committee may choose to issue a Formal Warning to the respondent. This warning will be recorded by the WO and have a duration of 12 months.
9.3.3 Temporary suspension
For more serious contraventions, or where two or more Formal Warnings are issued in a 12 month period, Committee may choose to temporarily suspend an individual’s Belgrave membership for a period not exceeding 6 months. If the individual involved is not a Belgrave member but an Affiliate described by items 2-6 in Section 2, the suspension will take the form of any interaction with the Belgrave Harriers being rescinded. This includes voluntary work, attendance at Belgrave events or meetings, coaching or training. If the individual is in receipt of expenses relating to club events in this period they will not be reimbursed.
9.3.4 Permanent expulsion
For the most serious contraventions or repeated offenders, Committee may choose to suspend an individual’s Belgrave membership permanently. If the individual involved is not a Belgrave member but an Affiliate as described by items 2-6 in Section 2, the expulsion will take the form of any interaction with the Belgrave Harriers being rescinded. This includes voluntary work, attendance at Belgrave events or meetings, coaching or training. If the individual is in receipt of expenses relating to club events they will not be reimbursed.
9.4 Appeals process
Either the complainant or the respondent may appeal Committee’s decision. In this instance, formal notice of the appeal must be made to the WO within 7 calendar days of the Committee’s initial outcome being notified. The appealer must state the reasons for appeal.
Within 7 calendar days of the written notification of the appeal, the WO must notify both Committee and the other party (i.e. if the complainant lodges the appeal, the respondent must be notified and vice versa). The Committee then has 14 calendar days to discuss. The result of this appeal must be either formally minuted or captured over email. The WO will then have 7 calendar days to notify both parties of the appeal results.
The results of the appeal may be no change; a revocation of the original disciplinary measures; a change in the duration of the temporary suspension, or a change in the disciplinary action chosen. This will be at the discretion of the Committee.
9.5 Note on external events
Where an external party (i.e. an individual who is not an Affiliate) attending an event alongside Belgrave Harriers has acted in breach of this Welfare Policy towards an individual who is an Affiliate, a report can and should still be made to the WO. In this case, the WO may choose to inform the Athletic Club or company that the external party is affiliated with, and return any feedback to the complainant.
Similarly, if an external party reports behaviour that is in breach of the welfare code of conduct, conducted by an Affiliate at an event where Belgrave Harriers is present, the WO must be informed of the report and the procedure outlined in Section 9 carried out.
10. Recording and information sharing
10.1 Complaints
All reports of breaches must be formally reported to the WO and include the following information:
Name of complainant
Name of respondent
Details of the incident considered in breach of the welfare policy
Date, location and timing of the incident
Details of any appeals processes
Disciplinary measures imposed
Information relating to abuse will only be disclosed to the WO, the UKA Safeguarding Team, and anyone else who may be required to have certain information to keep the individual safe. It will not be made publicly available beyond those who have a need to know.
10.2 Photos
Belgrave Harriers has an ‘opt-out’ procedure for all Affiliates of the Club over the age of 18 with regards to photos being displayed online, at facilities or on social media platforms. This will form part of membership registration process.
All photos of Affiliates younger than 18 must have written parental consent prior to being displayed physically or virtually.
10.3 Member data
Access to member data will be on a strict ‘need-to-know’ basis (for example, Team Manager’s will only have access to that information needed to organise teams). Information regarding an individual’s age, performance, health or financial status must not be communicated between Belgrave parties without the express permission of that individual.
Similarly, Affiliates’ contact details may not be shared without the express permission of that individual. Where possible, Coaches, Team Managers, Officials or others should use the Belgrave mailing lists at all times to communicate with Affiliates.