ClubsFirst 5th Edition

Page 1 www.englandhockey.co.uk/clubsfirstPASSION.

SPEED. RESPECT.

DEVELOPING YOUR CLUB

Required Evidence

1 The Club has a five-year development plan, which is reviewed annually (as a minimum) by the Club Management Committee

YOUR ChECkLIst

EVIDENCE REQUIREDtemplate available online?

Draft CopyApproved

by committee

Uploaded to internet for approval

Your notes

a Five-year development plan that covers the period of accreditation

b The Club has highlighted its priorities and objectives for the coming season

CONTINUES.../

The evidence required to successfully meet the criteria in this section of the England Hockey Board’s (EHB) ClubsFirst accreditation scheme is shown over the next few pages. There are five different sets of criteria in this section.

This has been designed to be used as a worksheet for you and allows you to keep track of your progress by using the checklist part of each table. It will enable you to see when you are ready to submit all your evidence for assessment.

Each section ends with a series of FAQ’s to assist you in completing the criteria. Please note there may not be an FAQ and answer for every criteria element. If you have any additional questions, please direct them to your EHB Development Officer.


SPEED. RESPECT.


Required Evidence

2 The Club is committed to the recruitment, development and retention of volunteers, coaches and players

YOUR ChECkLIst


Draft CopyApproved

by committee


Your notes

a Role description club volunteer coordinator

b Details of the club volunteer coordinator have been submitted as part of the club’s affiliation with EHB

c Recruitment plan for recruitment, development and retention of volunteers, coaches and players

CONTINUES.../


SPEED. RESPECT.


Required Evidence

3 The Club has documented clear roles and responsibilities for all volunteers involved in delivery to young people

YOUR ChECkLIst


Draft CopyApproved

by committee


Your notes

a Completed diagram outlining the club’s organisational structure

b Role descriptions for junior coordinator, junior coaches, coaching assistants and managers

c Details of the club’s junior coordinator have been submitted as part of the club’s affiliation with EHB

CONTINUES.../


SPEED. RESPECT.


Required Evidence

4 The Club has a Facilities Development Plan

YOUR ChECkLIst


Draft CopyApproved

by committee


Your notes

a Development plan for facilities

b If the Club owns their pitch, they have an appropriate sinking fund for upgrades and replacement of facilities

5 The Club has at least two cheque signatories for the club account

YOUR ChECkLIst


Draft CopyApproved

by committee


Your notes

a Details of signatories on club account (bank mandate for club account)

END OF CRItERIA FOR thIs sECtIONPLEAsE CONtINUE READING FOR FAQs RELAtING tO thIs sECtION


SPEED. RESPECT.


Frequently Asked Questions

1 The Club has a five-year development plan, which is reviewed annually (as a minimum) by the Club Management Committee

a Five-year development plan that covers the period of accreditation

What is a five-year development plan?This is a vital document for any club and should be used to drive the club forward. This is the best place to start when working towards ClubsFirst. The template provided is ideal and should be used as the basis for each club’s plan. The plan should look at all areas of the club e.g. volunteer recruitment, training for coaches, recruitment of juniors, facility development. It should highlight where the club wants to develop and the steps it is going to take to move towards its aims. The plan should set out the club’s aims and objectives for a five-year period which must cover the period of accreditation applied for (accreditation lasts three years). A document on how to begin writing your plan is available online at www.englandhockey.co.uk

Can the development plan last longer than five years?Absolutely. Sport England generally request a five-year strategy when accepting applications for funding and EHB will accept development plans that last longer than five years.

b The Club has highlighted its priorities and objectives for the coming season

how does this differ from the Development Plan? This is the Club’s priorities and objective for the season ahead. It should be linked to the overall development plan but specific to a single season.

CONTINUES.../


SPEED. RESPECT.



2 The club is committed to the recruitment, development and retention of volunteers, coaches and players

a Role description club volunteer coordinator

Does the Volunteer Co-ordinator have to be part of the committee?Yes, they should be on the club committee. If the club has a small group of people co-ordinating volunteers, a representative of the group should attend and participate in committee meetings. The co-ordination of volunteers and volunteering within the club is very important. Without volunteers, very few clubs would exist. It’s obvious therefore that the recruitment, recognition, retention and reward of all volunteers is crucial to club success.

c Recruitment plan for recruitment, development and retention of volunteers, coaches and players

Can this be part of the development plan? Yes, this should be part of the clubs overall development plan. Recruitment of new volunteers, coaches and players is vital for a club’s survival and progression.

What support is available for clubs trying to recruit, develop and retain volunteers, coaches and players? EHB has developed a series of resources for clubs as part of ‘Grow your own’. There is specific support for ‘Grow your own volunteers’, go to www.englandhockey.co.uk/GYO or contact your local EHB Development Officer or Volunteer Development Officers from the CSP.

3 The club has documented clear roles and responsibilities for all volunteers involved in delivery to young people

a Completed diagram outlining clubs organisational structure

Why is a diagram of the club’s organisational structure needed?This is needed so that the club can show who takes responsibility for what area’s of the club and how the junior section links. A template is provided, but this may vary depending on the size of the club and its structure. This is a useful tool for clubs as it gives a visual representation of people’s roles and can be published within the club to help define the roles and responsibilities of volunteers. It may also identify if and where there are any gaps.

b Role descriptions for junior coordinator, junior coaches, coaching assistants and managers

Why do we need to provide a role description for all these roles? This is to provide as much information to volunteers wanting to get involved in the running of the junior section. There should be a description for all junior positions. It also allows the club and volunteer to see who has responsibility for what and what is expected of them in that role.

CONTINUES.../


SPEED. RESPECT.



4 The Club has a Facilities Development Plan

a Development plan for facilities Can this be part of the development plan? Yes, this should be part of the clubs overall development plan. Planning for the development of new or existing facilities will enable the club to progress in the future.

Our cub doesn’t own it’s facilities do we need to complete this criteria? Yes, this is not just about getting your own pitch it is also about ensuring you have enough pitch time if your club expands and developing links with the facility provider to ensure they have a sinking fund for refurbishment or new equipment.

b If the Club owns their pitch, they have an appropriate sinking fund for upgrades and replacement of facilities

how much should this be for?The Club should aim to set aside a sinking fund of £20K - £25K per year assuming an average pitch lifespan of 8 - 10 years

how can the Club evidence this? This should be part of the Clubs Development Plan under the facilities section.

5 The Club has at least two cheque signatories for the club account

a Details of signatories on club account (bank mandate for club account).

Why must our club prove it has two signatories on its bank account?Two signatories helps ensure that the club finances are properly run and minimises the risk of fraud. Most funding bodies will also check this when reviewing applications. A bank mandate should be easily available from the bank – your treasurer simply needs to go in to the holding branch and ask for a copy. Committee minutes or a letter on the club’s headed paper saying that this is policy will only be accepted if the documents state who the two (or more) signatories are and they have been signed and dated by the committee (the Chairperson or Secretary).

What happens if we can’t get a mandate from the bank? In the absence of a bank account mandate, a letter on club’s headed paper or club committee minutes stating who the two (or more) signatories are will be accepted. Either of these documents must to be signed and dated by the committee (the Chairperson or Secretary).

END OF FREQUENtLY AskED QUEstIONs


SPEED. RESPECT.

DEVELOPING YOUNG PEOPLE

Required Evidence

6 The Club provides junior-only coaching sessions weekly throughout the season, for at least one age group involving young people

YOUR chEckLIst

EVIDENcE REQUIREDtemplate available online?

Draft copyApproved

by committee


Your notes

a Copy of junior schedule for the season of accreditation – matches, festivals and training dates (including age group and duration of sessions)

b Copy of a ten week coaching programme per age group with coaching points in line with the Single System Syllabus and leading to competitive opportunity

CONTINUES.../

The evidence required to successfully meet the criteria in this section of the England Hockey Board’s (EHB) ClubsFirst accreditation scheme is shown over the next few pages. There are eight different sets of criteria in this section.




SPEED. RESPECT.


Required Evidence

7 The Club has developed a partnership with nearest suitable School Sport Partnership(s) and Competition Manager(s) Partnership and has offered them a timeline for accreditation

YOUR chEckLIst


Draft copyApproved

by committee


Your notes

a Copies of correspondence or meeting note, detailing the initial discussion to plan what activity will be delivered and in which schools (it is expected that each club will work with a minimum of 10 schools – 8 primary and 2 secondary)

8 The Club, through the Club-School Link and in partnership with the local Competition Manager, support a minimum of four Quicksticks sessions at the Club or school with a link for “new” participants.

YOUR chEckLIst


Draft copyApproved

by committee


Your notes

a Delivery plan for activity, including dates, times, venue and key personnel involved

b Evidence that delivery of the activity has started.

c Promotional flyers/school letters/press releases (identifying session details)

CONTINUES.../


SPEED. RESPECT.


Required Evidence

9 The Club is committed to the individual development of all young members and demonstrates a developmental philosophy

YOUR chEckLIst


Draft copyApproved

by committee


Your notes

a Evidence of regular player development feedback in line with the EHB guidance

b Demonstrate a commitment to the single system pathway and an awareness of the local junior single system contacts and pathway

c Number of young people put forward for appropriate representative assessment given on affiliations form

d Have a Developmental Selection Policy

e Evidence of the opportunity for young people to develop their umpiring and leadership skills

CONTINUES.../


SPEED. RESPECT.


Required Evidence

10 The Club provides regular competitive opportunities for the age groups coached and entry into local competition as appropriate

YOUR chEckLIst


Draft copyApproved

by committee


Your notes

a Fixture card and results of junior fixtures

b The Club has made contact with the local Competitions Manager and/or PDM and have an awareness of local school competition structures

11 The coaches responsible for overseeing the junior coaching programme are suitably qualifiedinline with England Hockey Boards recommendations

YOUR chEckLIst


Draft copyApproved

by committee


Your notes

a Copy of two UKCC Level 2 certificates or above or one Level 2 certificate and evidence of a coach working towards Level 2

CONTINUES.../


SPEED. RESPECT.


Required Evidence

12 The Club has a Level 1 coach or above as the ‘person in charge’ per age group

YOUR chEckLIst


Draft copyApproved

by committee


Your notes

a Certificates for coaches alongside details of age group responsibility

13 The Club ensures that all relevant volunteers (e.g. coaches and umpires) have adequate liability insurance

YOUR chEckLIst


Draft copyApproved

by committee


Your notes

a Copy of Insurance certificates for Insured persons, venue or organisation stating cover for coaches and for how much

END OF cRItERIA FOR thIs sEctIONPLEAsE cONtINUE READING FOR FAQs RELAtING tO thIs sEctION


SPEED. RESPECT.



6 The Club provides junior-only coaching sessions weekly throughout the season for at least one age group

a The Club provides junior-only coaching sessions weekly throughout the season, for at least one age group involving young people

Why must the club provide junior-only training? What if we can’t because of too few numbers?ClubsFirst is geared around clubs with junior sections. Young people within hockey are the future of our sport and ClubsFirst is about helping clubs who have junior sections to develop further and rewarding them for their time and effort once they achieve their accreditation. ClubsFirst can be a tool to help small clubs with one or two young players to set up a junior section – no matter how small to start with – to ensure the future of the Club and to aid the development of their juniors within the principles of EHB’s Single System (SS). If you are a small club and need help on how to set up a junior section or want information on SS, please contact your local EHB Development Officer. Contact details can be found on www.englandhockey.co.uk

b Copy of a ten week coaching programme per age group with coaching points in line with the Single System Syllabus and leading to competitive opportunity

What is the difference between a training schedule and a coaching programme?A training schedule outlines which age groups and genders are being catered for, what pitch time they are getting and how much competitive opportunity. The coaching programme is a block of sessions of at least ten weeks (could be longer) that shows a clear progression of skills to be practised each week, with competitive opportunities. The coaching program should be linked to EHB SS Syllabus with age group suitable coaching points

Why does the clubs coaching plan need to be linked to the ss syllabus? EHB has spent a lot of time and resources developing the Single System for our sport. As part of this specific core skills have been identified as an essential requirement for a players future development. Clubs form a vital part of the SS and by delivering the syllabus at the beginning of a players hockey ‘career’ it gives them a step up to reach their potential.

how does the club evidence that the coaching programme is in line with the ss? EHB has developed a coaching syllabus which highlights the skills and techniques for development at specific ages. These skills are used for the assessment of players within the Single System centres. Within the coaching programme a club should show evidence of delivering these skills and techniques and/or evidence of the use of EHB coaching resources which includes these skills.

CONTINUES.../


SPEED. RESPECT.



7 The Club has developed a partnership with nearest suitable School Sport Partnership(s) and Competition Manager(s) Partnership and has offered them a timeline for accreditation

a Copies of correspondence or meeting note, detailing the initial discussion to plan what activity will be delivered and in which schools (it is expected that each club will work with a minimum of 10 schools – 8 primary and 2 secondary)

What is a school sport Partnership?School Sport Partnerships (SSPs) are groups of schools (secondary schools plus their feeder primaries) working together to develop PE and sport opportunities for all young people. They will typically have at their centre a hub school which is a Specialist Sports College and has a Partnership Development Manager (PDM). The PDM is responsible for the delivery of PE and sport opportunities within that SSP. Ideally your club should set up a meeting with the PDM or one of their representatives to outline your goals of achieving ClubsFirst, your desire to link with local schools to encourage the delivery of hockey and the opportunity for youngsters to continue participating at your club. Your local EHB Development Officer will be able to help you determine who your local PDM is and your most appropriate SSP.

Why is the discussion taking place with the ssP and not just our local school?As explained above, the PDM is responsible for sport and PE provision across the whole SSP, which will encompass your local school. It may be that initially you only plan to begin working with your local school due to location, resource, etc but by going through your PDM this will be co-ordinated to minimise duplication and maximise resource and opportunity.

What happens if the ssP won’t work with us as we are not an accredited club? EHB will provide the Club with a letter of support that will explain the process to the SSP to ensure they will work with your club.

CONTINUES.../


SPEED. RESPECT.



8 The club, through the Club School Link and in partnership with the local Competition Manager, support a minimum of four Quicksticks sessions at the club or school with a link for “new” participants.

a Delivery plan for activity, including dates, times, venue and key personnel involved

Why is the club required to support this activity?This is to make sure the club are aware and able to deliver Quicksticks and take an active interest in all hockey activity in schools within their area.

What format does the activity need to take?There must be at least two training sessions and two competition opportunities. These can be conducted either at the school or club facility. Sessions could include festival days (organised with the Competitions Manager), Quicksticks demonstrations in school assemblies, or taster sessions for teachers and/or pupils.

What age group does the activity need to be for? EHB’s current priority for delivery is Quicksticks to 7 to 10 year olds.

We don’t have enough coaches available in school time?Quicksticks training can be accessed to educate and train people on how to deliver the activity, so the sessions could be run by school teachers as part of PE lessons, with a club rep there to assist. Clubs may also be able to link into hockey ‘School Sports Coaching’ hours that have been delivered within each SSP. Information on the number of hockey hours delivered in each SSP is available from the EHB and clubs can speak to PDMs to find out which coaches have delivered the hours to see if they would be available to deliver activity in conjunction with the club. Some counties may also have community coaches who could be trained to deliver the activity (CSPs would have details of these). The club could also look at recruiting new coaches or volunteers who are available during the day and look to train them up to be able to deliver the activity required.

What qualification does the coach need to hold to do this? If the coach is running the activity session independently they must be a qualified Level 2 coach. If the coach is assisting a qualified teacher to run the session, they can be Level 1. If the activity involves helping out at a festival where there are a number of other coaches / teachers present, no coaching qualification is required.

b Evidence that delivery of the activity has started.

What can be used to evidence this? Evidence could be a register of participants from a coaching session, a register of schools who attended a festival or a press release of activity.

CONTINUES.../


SPEED. RESPECT.



9 The Club is committed to the individual development of all young members and demonstrates a developmental philosophy

a Evidence of regular player development feedback in line with the EHB guidance

Why is the club required to deliver this activity?This is to make sure the Club is aware and able to deliver Quicksticks and take an active interest in all hockey activity in their area.

b Demonstrate a commitment to the single system pathway and an awareness of the local junior single system contacts and pathway

how can the club demonstrate commitment?Your club can show this commitment by agreeing at committee level to develop the Club in line with EHB’s single system and the centralised calendar.

Where can we get local contacts and details of the local pathway?Many counties and regions will have websites and/or handbooks with the structures and contacts within them. Ask your local Regional Office or Development Officer for help if you need it.

c Number of young people put forward for appropriate representative assessment given on affiliations form

Why do we need to provide a list of young people put forward for appropriate representative assessment? What if none of our players ever get selected?It is crucial that all clubs understand the SIngle System pathway which is open to all young people and give their members every opportunity to reach their potential. Your club is not being judged on how far those players are moving up that pathway, as selection is largely out of your hands, but your club should be looking to nominate young people at the entry level (JDC = Junior Development Centre). Your local EHB Development Officer will be able to assist you with this.

d Have a Developmental Selection Policy What is a Developmental selection Policy?This policy highlights that the development of all young players is paramount. It should include key areas such as: no under 13 year olds playing in adult competition (not to be confused with development competition such as beavers/badgers/etc) all young members to have a similar amount of time on the pitch in matches or events, no discrimination that players should be ready for competition in terms of their development, young players not playing in more than one age group, etc. For more information

CONTINUES.../


SPEED. RESPECT.



e Evidence of the opportunity for young people to develop their umpiring and leadership skills

how can we evidence providing opportunities to our juniors in terms of umpiring and leadership?There are a number of ways of achieving this. You may have links with a local Hockey Development Group or a County Hockey Umpiring Association or County Sport Partnership (CSP) many of whom offer courses and opportunities. Advertising these through posters or newsletters to your juniors (and adult members where appropriate) would evidence opportunity. A large number of young people are now doing Sports Leadership within school and this could be linked into Step Into Sport (ask your CSP or EHB Development Officer about this) or Duke of Edinburgh Awards. Perhaps you could run a leadership course which has an umpiring module within your club. These are straightforward to run yourselves and are a great way of training your next generation of volunteers! If you have young people who are helping to organise, coach or umpire younger age groups at coaching sessions, then you are providing opportunities for those young people to develop in those areas, so this would satisfy the criteria.

10 The Club provides regular competitive opportunities for the age groups coached and entry into local competition as appropriate

a Fixture card and results of junior fixtures What type of fixtures? The fixtures can be a structured age group league, a badgers or vixens league or a number of club festivals, as long as they are age appropriate and are in line with the players developmental needs.

b The Club has made contact with the local Competitions Manager and/or PDM and have an awareness of local school competition structures

Why do we need to know local school competition structures?The Club should have made contact with the Competition Manger so they can offer an exit route for the schools activities and support for local competition. It is important to know what school activity is available so as to manage players and not overplay them and link with the CM to run school and club competition at different age groups inline with EHBs centralised calendar

CONTINUES.../


SPEED. RESPECT.



11 The coaches responsible for overseeing the junior coaching programme are suitably qualified inline with England Hockey Boards recommendations

a Copy of two UKCC Level 2 certificates or above or one Level 2 certificate and evidence of a coach working towards Level 2

What is meant by ‘overseeing’ the coaching programme?That there is a Level 2 coach or above present at every session. The VRQ Level 1 award, which has been awarded since January 2005, is an assistant coach award and therefore coaches with this qualification are not qualified to oversee the programme and are unlikely to be insured to lead sessions without the supervision of a Level 2 coach or above. The Level 2 coach should be the person responsible for writing and developing the coaching programme and should lead the Level 1 coaches in their delivery. The Level 1 award issued before January 2005 was a full coach award and coaches with this qualification can still lead sessions independently. However, this award will not be accepted for ClubsFirst and it is recommended that these coaches urgently update to Level 2, as from 1st January 2012, no coach except those licensed at UKCC Level 2, or above, will be permitted to coach independently.

how can we evidence someone is working towards a Level 2? An email confirmation from an EHB regional office or the course organiser to confirm attendance on the 28 hour tutored course or confirmation that they have accepted on the APEL. This will be followed up with evidence from the club’s annual review which will show 2 level 2 or above coaches in the future

Why does the club need 2 Level 2 or above to oversee the junior coaching program?This is to allow the Club to develop in the future, as the number of young players increases you will require more coaches and work load will increase, this is often too much for one coach. It also allows succession planning for the sustainability of the Club for when a coach may retire or leave and to allow for sick or absent coach cover.

CONTINUES.../


SPEED. RESPECT.



12 The Club has a Level 1 coach or above as the ‘person in charge’ per age group

a Certificates for coaches alongside details of age group responsibility

What does ‘person in charge’ mean?With large numbers of young players the coaching session may be split into groups, this means that for each age group there must be a level 1 ‘in charge’ of the group. This does not replace the Level 2 coach with overall responsibility.

Why does the ‘person in charge’ require a level 1 or above about qualification?This is to ensure the coaching delivered is effectively and also to allow for sustainability of the Club these Level 1 coaches will hopefully become the Level 2s of the future.

13 The Club ensures that all relevant volunteers (e.g. coaches and umpires) have adequate liability insurance

a Copy of Insurance certificates for Insured persons, venue or organisation stating cover for coaches and for how much

Are you asking that all volunteers have their own insurance?The simple answer is no. The key aspect of this criterion is ‘relevant volunteers’ which will generally be the club’s coaches. Are your club’s coaches and any other appropriate volunteers within the club insured via the club’s public liability insurance or do they need separate cover? Many volunteers (coaches or otherwise) will be covered under the club’s policy. This criterion seeks to ensure that your club has looked into this and are sure that all your members are covered should the worst happen. If you are paying a coach externally, you would expect them to have their own insurance and it should be included here. All coaches are advised to buy insurance when they attend any EHB coaching course, to be sure they are protected.

END OF FREQUENtLY AskED QUEstIONs


SPEED. RESPECT.

SAFEGUARDING AND PROTECTING YOUNG PEOPLE

Required Evidence

14 The club has adopted the England Hockey Board (EHB) ‘Proud to Protect’ Safeguarding and Protecting Young People in Hockey Policy, Procedures and Good Practice Guidance and has implemented its procedures

YOUR ChECkLIST

EVIDENCE REQUIREDTemplate available online?

Draft CopyApproved

by committee


Your notes

a Copy of minutes of committee meeting where EHB Safeguarding & Protecting policies were adopted – signed and dated by committee member

b Safeguarding & protecting young people development plan including timescales

CONTINUES.../

The evidence required to successfully meet the critiria in this section of the England Hockey Board’s (EHB) ClubsFirst accreditation scheme is shown over the next few pages. There are nine different sets of criteria in this section.




SPEED. RESPECT.


Required Evidence

15 The club has a Welfare Officer in post

YOUR ChECkLIST


Draft CopyApproved

by committee


Your notes

a Details of the club Welfare Officer have been submitted as part of the clubs affiliation with EHB

b The Club, and specifically the Welfare Officer, has a copy of, and is aware of, EHB ‘Proud to Protect’ reporting procedures for child protection concerns

c Copy of the Welfare Officer’s scUK ‘Safeguarding & Protecting Young People in Sport’ workshop certificate and Hockey ‘Time to Listen’ workshop certificate.

CONTINUES.../


SPEED. RESPECT.


Required Evidence

16 All volunteers with significant access to young people are Criminal Records Bureau (CRB) checked through EH every three years as per EH guidelines

YOUR ChECkLIST


Draft CopyApproved

by committee


Your notes

a The club is registered with England Hockey Board’s CRB service.

b Policy/action plan for checking new and existing volunteers.

CONTINUES.../


SPEED. RESPECT.


Required Evidence

17 All coaches and volunteers working within the junior section are committed to Safeguarding & Protecting Young People in Sport.

YOUR ChECkLIST


Draft CopyApproved

by committee


Your notes

a Copy of scUK’s Safeguarding & Protecting Young People in Sport training attendance certificate for all L2 or above coaches involved in the junior programme

b Copy of certificates for club personnel regularly working with young people for completion of EHB’s Online Safeguarding and Protecting Young People in Hockey Course.

c The club has included Safeguarding & Protecting Young People training for all coaches and volunteers involved in the junior program including timescales in the clubs development plan

CONTINUES.../


SPEED. RESPECT.


Required Evidence

18 All club members (including young members) are aware of who to report child protection concerns to

YOUR ChECkLIST


Draft CopyApproved

by committee


Your notes

a Evidence of how this is directly communicated to young people. Examples might include: junior newsletters, website screenshots, laminated credit card size information cards, etc

b Evidence of how this is communicated to coaches, parents, officials and volunteers who have regular contact with young people.

19 The club has access to a fully equipped first aid kit at all coaching and competition sessions

YOUR ChECkLIST


Draft CopyApproved

by committee


Your notes

a Copy of role descriptions for coaches, captains or team managers highlighting responsibility for first aid kit

b Copy of first aid certificate for the coach who is the 'person in charge' or nominated person per age group .

CONTINUES.../


SPEED. RESPECT.


Required Evidence

20 The club has documented procedures for dealing with serious injuries/accidents (including ensuring contact through telephone/radio is available to call the emergency services)

YOUR ChECkLIST


Draft CopyApproved

by committee


Your notes

a Copy of club emergency procedures

b Copy of completed risk assessment form (for home venue)

c Copy of club accident report form

CONTINUES.../


SPEED. RESPECT.


Required Evidence

21 The club maintains a secure database of all young people’s contact details (emergency contact information and consent of their parent or person with legal responsibility, photography consent and medical information should be included).

YOUR ChECkLIST


Draft CopyApproved

by committee


Your notes

a Sample copy of form used for collecting data

b Written description on clubs headed paper of how the database is secure (password protected), where it is held, who has access, procedures for update and communication to coaches and volunteers. Signed by Club Chair or secretary

CONTINUES.../


SPEED. RESPECT.


Required Evidence

22 The club has a mechanism for regular communication with parents (or whoever has legal responsibility)

YOUR ChECkLIST


Draft CopyApproved

by committee


Your notes

a Examples of internal communication (newsletter, e-letter, etc.)

b Examples of external communication (press cuttings, website, etc.)

END OF CRITERIA FOR ThIS SECTIONPLEASE CONTINUE READING FOR FAQs RELATING TO ThIS SECTION


SPEED. RESPECT.



14 The Club has adopted the England Hockey Board (EHB) ‘Proud to Protect’ Safeguarding and Protecting Young People in Hockey Policy, Procedures and Good Practice Guidance and has implemented its procedures

a Copy of minutes of committee meeting where EHB Safeguarding & Protecting policies were adopted – signed and dated by committee member

Why must my Club sign up to the EhB ‘ Proud to Protect’ Safeguarding & Protecting Young People in hockey policy?National Governing Bodies of Sport are guided by national organisations such as the NSPCC’s Child Protection in Sport Unit (CPSU). The EHB ‘Proud to Protect’ Safeguarding & Protecting Young People in Hockey Policy, Procedures and Good Practice guidance has been written in line with legislation and industry good practice. EHB’s guidance is produced to assist and support clubs in meeting their moral and legal obligations in relation to their work with young people.

b Safeguarding & protecting young people development plan including timescales

“What is a ‘safeguarding & protecting young people’ development plan?This is an development plan that relates specifically to safeguarding and protecting young people. It should have clear objectives, detail who is responsible for each objective, when the objective will be met and any resource this will require. Some objectives need to be completed before applying for accreditation such as the appointment of a Welfare Officer and CRB checks for volunteers every three years. “

Can this be part of the development plan?Yes, this should be part of the club’s overall development plan. Safeguarding and Protecting children should be integrated into the clubs overall development, throughout all it’s practices and events

CONTINUES.../


SPEED. RESPECT.



15 The Club has a Welfare Officer in post

a Details of the Club Welfare Officer have been submitted as part of the Club’s affiliation with EHB

"What is a Welfare Officer and what is their role?The Welfare Officer at your club will be a named person who is the point of contact if any concerns are raised relating to young people. Everyone, including coaches, parents, young people and volunteers should be aware of who this person is. They will also coordinate and promote best practice within your club. It is important to remember that safeguarding and protecting young people is the responsibility of EVERYONE, not just the Welfare Officer."

What is the difference between the Welfare Officer and the CRB contact? The CRB contact is the person who registered the Club with EHB for CRB checks, this maybe the same person as the Welfare Officer or someone different. The CRB contact will receive all the information from EHB regarding the Club’s CRB checks

c Copy of the Welfare Officer’s scUK ‘Safeguarding & Protecting Young People in Sport’ workshop certificate and Hockey ‘Time to Listen’ workshop certificate

What is hockey 'Time to Listen (TTL)'?TTL is hockey specific safeguarding training. It is targeted specifically at those people in a welfare role. It builds on basis awareness and focuses on implementation. The training gives individuals the opportunity to discuss hockey specific issues, challenges and good practice. It also provides an opportunity to meet and discuss the role with those in a like role.

Can a Welfare Officer go straight onto a TTL course? If the WO's has a professional background (social work, teaching etc) in child welfare or has attended basic child protection training within the last 3years within their professional role (or within another sport) and can evidence it, they can go straight to TTL (without doing SPC).

CONTINUES.../


SPEED. RESPECT.



16 All volunteers with significant access to young people are Criminal Records Bureau (CRB) checked through EH every three years as per EH guidelines

a The Club is registered with England Hockey Board’s CRB service.

Who needs to be CRB checked ?CRB checks are required for ALL people who "regularly cares for, trains, supervises or is in sole charge of young people". The role must involve directly working with young people (therefore not general committee members). EHB takes the view that all adults who work with young people in hockey are in a position of trust which has been invested in them by parents, the sport and the young person. This relationship can be described as one in which the adult is in a position of power and influence by virtue of their position. Clubs must assess each role within their club and make a decision on which roles require a check. CRB checks should not be done in isolation, they should form part of the recruitment process. See EHB guidance for full details.

Why must our club carry out Criminal Record Bureau (CRB) checks through England hockey Board?It is essential that anyone who has regular contact with children within hockey must be CRB checked through EHB, irrespective of whether they are in a paid or unpaid role. EHB is an Umbrella Body registered with the CRB and is able to facilitate CRB checks on behalf of affiliated clubs. EHB complies with the CRB’s Code of Conduct. The EHB CRB checking service provides a mechanism to assist clubs in the recruitment of all adults working with young people within their club. CRB checks should be used as part of the recruitment process and should not be used in isolation. If information is disclosed on a CRB check that is carried out through EHB, EHB will risk assess the information revealed and advise the club on that person’s suitability for the role. Checks should be renewed every three years. In terms of providing evidence in your file, the CRB Nominated Person will be able to provide some documentation from EHB to say that the Club is signed up to the EHB Umbrella CRB Service. For more information on this service please visit the EHB website at www.englandhockey.co.uk and the CRB website at www.crb.gov.uk

What is the Vetting & Barring Scheme?This came into force in October 2009. It has been introduced by the Government and relates to reporting concerns and recruitment of people that work with children and vulnerable adults. EHB will inform clubs of their obligations under this scheme and guidance will be issued as and when Government release details. Clubs that work within EHB’s reporting procedures will meet the requirements.

CONTINUES.../


SPEED. RESPECT.



b Policy/action plan for checking new and existing volunteers

how often should the Club CRB check people?Every three years, this should be evidence within the Club Development Plan under the CRB section

Can I use my CRB check that has been carried out by a County Sport Partnership, another sport or another organisation?No, EHB will not accept CRB checks carried out through any other organisation. One of the main elements of CRB checking is identity verification. By conducting the checks through EHB’s service, this element is processed on a first hand basis. The nature of CRB information is extremely sensitive and EHB is fully committed to handling such information in line with the CRB’s Code of Conduct. Under the Code there is strict guidance on information sharing."

CONTINUES.../


SPEED. RESPECT.



17 All coaches and volunteers working within the junior section are committed to Safeguarding & Protecting Young People in Sport.

a Copy of scUK’s Safeguarding & Protecting Young People in Sport training attendance certificate for all L2 or above coaches involved in the junior programme

how long are Sports Coach Uk certificates valid for?All Sports Coach UK certificates (Safeguarding and Protecting Young People in Sport is a Sports Coach UK course) are valid for three years. All certificates submitted must be valid. If they have expired, they will not count towards the file of evidence.

Are only Sports Coach Uk certificates accepted?These are widely accepted as the most appropriate workshops for the sport industry. At time of print, only three other equivalent courses will be accepted in place of the Sports Coach UK workshop certificates: Gymnastics – ‘Safeguarding and protecting children’ RFU – ‘Safeguarding and protecting young people in Rugby Union’ FA – ‘Safeguarding children in football’ If you have Time To Listen training, please speak to your local Development Officer who will take advice from the National Manager.

b Copy of certificates for club personnel regularly working with young people for completion of EHB’s Online Safeguarding and Protecting Young People in Hockey Course.

Who should complete the online course? This will vary from club to club but as a minimum of ?? should complete the training. The online course provides basic safeguarding and protection awareness and should be completed by all those working with young people within a hockey environment. The workshop is hockey specific. Some roles require a higher level of training and the online training does not replace the specific training i.e. Level 2 + coaches must do scUK Safeguarding and Protecting Young People, Welfare Officer - Time to Listen etc.

c The Club has included Safeguarding & Protecting Young People training for all coaches and volunteers involved in the junior program including timescales in the club’s development plan.

Where do we evidence this?This should be part of the Child Protection section of the Development Plan.

What if all our coaches and volunteers have attend a workshop? As the development plan will cover a period of five years those certificates will run out, it is important that the Club has a training program in place to ensure personal attend training prior to expiry dates.

CONTINUES.../


SPEED. RESPECT.



18 All Club members (including young members) are aware of who to report child protection concerns to

a Evidence of how this is directly communicated to young people. Examples might include: junior newsletters, website screenshots, laminated credit card size information cards, etc

how can we evidence informing our young members?It is important that everyone knows how to report a concern. Young people are often overlooked, as it is often assumed that only adults will recognise potential concerns. You may wish to put the information below into every newsletter or on your website: Details of your Club/Child Welfare Officer NSPCC Helpline: 0808 800 5000 www.donthideit.com – advice aimed at young people on how to find out more about abuse and what you can do about it. Childline: 0800 1111 www.childline.org.uk – free helpline for children and young people Anti-bullying: www.bullying.co.uk – advice and guidance www.thereforme.com – advice aimed at teenagers (12–16yrs) on a range of issues such as abuse, bullying, exams, drugs and self harm

b Evidence of how this is communicated to coaches, parents, officials and volunteers who have regular contact with young people.

how can this be evidenced? Through welcome packs, the Club’s website, newsletters, a photo of the club notice board with details on.

CONTINUES.../


SPEED. RESPECT.



19 The Club has access to a fully equipped first aid kit at all coaching and competition sessions

a Copy of role descriptions for coaches, captains or team managers highlighting responsibility for first aid kit

Why do coaches, captains or team managers have to have responsibility for first aid kit within their role description?It is important that a first aid kit is available at each junior session, whether it is a coaching session or competitive session. The kit should be fully equipped. The Health & Safety Executive website states that there is no set list of contents for a first aid kit. England Hockey suggests that clubs purchase standard first aid kits, which are available from most hockey retailers.

b Copy of first aid certificate for the coach who is the 'person in charge' or nominated person per age group .

Why must we have a first-aider present with each junior team?The Club needs to ensure that should an accident happen, whoever is responsible for the young people in that team are equipped to deal with it. Your home venue may have sports centre staff who are first aid trained and cover home fixtures but who is responsible when travelling away?

What level of first aid qualification do people need to achieve?Emergency first aid is sufficient. We are not looking for volunteers to do anything other than deal with the minor bumps and bruises. Outside of this, they should only be looking to keep the injured person alive and safe until medical help can be sought. The Level 2 coach at your club will have a certificate, as this is part of the criteria of the Level 2 course. You may find that within your club you have people trained in first aid through their workplace or you may even have people that work in the medical profession. Do a thorough audit before sending lots of volunteers on a course. You can access courses through a number of organisations. Clubs often set up their own through St John’s Ambulance or go on courses organised by local universities, their County Sport Partnership, Local Councils, etc.

What does it mean by nominated person?There needs to be a first aider present with each age group and even thought the coach should be first aid trained the responsibility may have been given to another volunteer (i.e. a manager)

CONTINUES.../


SPEED. RESPECT.



20 The Club has documented procedures for dealing with serious injuries/accidents (including ensuring contact through telephone/radio is available to call the emergency services)

b Copy of completed risk assessment form (for home venue)

how often does the Club need to carry out a written risk assessment?The Club should do a full written risk assessment of the home venue at the beginning of each season and this should be placed in the file of evidence. However, coaches are taught on their courses to do an informal risk assessment before every coaching session. You may wish to write this into a coach’s job description, although this is not mandatory for the file of evidence.

21 The Club maintains a secure database of all young people’s contact details (emergency contact information and consent of their parent or person with legal responsibility, photography consent and medical information should be included).

b Written description on the Club’s headed paper of how the database is secure (password protected), where it is held, who has access, procedures for update and communication to coaches and volunteers. Signed by Club Chair or secretary.

What is meant by a ‘written description of the Club database’ and ‘written procedures for informing coaches of relevant member information’?The Club needs to outline how they store their members’ information safely, particularly the information on their young members. A simple statement is required on how the database is secured so that only those that need to know can access that information. For example, we would expect that young members’ information, such as contact details and medical information should not be available to everyone. However, the team manager of the U15s will need to have the information he needs to contact parents or authorise medical treatment. Another example may be a 15 year old playing for an adult team. Is there a process in place to ensure that the captain, team manager or whoever has responsibility for that young person knows their parents’ details or that the player is allergic to penicillin for example? There are various templates available. While you are reviewing how your club handles data securely, it is worth looking at how the Club collects information from its members and how this is collated. England Hockey requires data on a number of categories such as ethnicity and disability with this accreditation (within the club audit and annual self review) which is mirrored in the affiliation data which the Club is required to give each year.

END OF FREQUENTLY ASkED QUESTIONS


SPEED. RESPECT.

KNOWING YOUR COMMUNITYRequired Evidence

23 The Club has an open constitution that welcomes new members from all areas of the community

YOUR ChECKlIsT


Draft CopyApproved

by committee


Your notes

a Copy of club constitution, including dissolution clause – signed and dated by committee

24 The Club has adopted the EHB Equality Policy

YOUR ChECKlIsT


Draft CopyApproved

by committee


Your notes

a Copy of Equity Policy/Statement adopted by the club signed and dated by committee

CONTINUES.../

The evidence required to successfully meet the criteria in this section of the England Hockey Board’s (EHB) ClubsFirst accreditation scheme is shown over the next few pages. There are six different sets of criteria in this section.




SPEED. RESPECT.


25 The Club must provide an up to date development plan identifying how it can recruit and retain members from its community. To support this development it is recommended that you attend “A Club for All workshop – attracting more members from the whole community”

YOUR ChECKlIsT


Draft CopyApproved

by committee


Your notes

a The Club has identified it’s local community within the club development plan linking it to the EHB profile provided (this can be strengthened with a copy of a certificate from ‘A Club for All ‘ workshop)

26 One coach who coaches juniors has attended the Sports Coach UK Equity in Your Coaching workshop

YOUR ChECKlIsT


Draft CopyApproved

by committee


Your notes

a Certificate of Equity in Your Coaching workshop attendance.

CONTINUES.../


SPEED. RESPECT.


27 The Club has adopted EHB’s ‘Respect’ Codes of Ethics & Behaviour for all members and non-members working with young people.

YOUR ChECKlIsT


Draft CopyApproved

by committee


Your notes

a Copy of minutes of committee meeting where the 'Respect' Code of Ethics & Behaviour were adopted by the Club – signed and dated

b The Club has included how to communicate the 'Respect' Code of Ethics & Behaviour to all members, coaches and parents in the clubs development plan

c Sample of completed & signed volunteer agreements including agreeing to 'Respect' Code of Ethics & Behaviour

28 The Club has a specific membership fee and pricing policy for young people.

YOUR ChECKlIsT


Draft CopyApproved

by committee


Your notes

a Copy of membership/price structure (can be club fixture/handbook/registration form or AGM minutes)

END OF CRITERIA FOR ThIs sECTIONPlEAsE CONTINUE READING FOR FAQs RElATING TO ThIs sECTION


SPEED. RESPECT.

KNOWING YOUR COMMUNITY


23 The Club has an open constitution that welcomes new members from all areas of the community

a Copy of club constitution, including dissolution clause – signed and dated by committee

What is an open constitution and why do we have to include a copy?In order for a club to be appropriately administered and regulated, it needs have a club constitution. A club constitution can be a simple document that outlines the club’s functions, meeting cycles, committees and so on. It is important that it does not preclude membership to anyone on discriminatory grounds, thereby ensuring that it is open. The constitution must include a dissolution clause.

Why does the Club need a dissolution clause?This is linked to funding. When the Club applies for any funding they will need a dissolution clause to show what will happen to the funding should the Club fold. It should state that the funds will be passed to another sports club or organisation with similar aims or to a local charity. Funding applications from most agencies (Sport England, local government, England Hockey) insist on a constitution with an appropriate dissolution clause. A template is provided to assist you with this. Further questions can be forwarded to your local EHB Development Officer.

25 The Club must provide an up to date development plan identifying how it can recruit and retain members from its community. To support this development it is recommended that you attend “A Club for All workshop – attracting more members from the whole community”

a The Club has identified it’s local community within the Club Development Plan linking it to the EHB profile provided (this can be strengthened with a copy of a certificate from ‘A Club for All ‘ workshop)

Why is it recommended that club management committee members attend ‘A Club for All’ workshop, where can we find them and are they time limited?To encourage a positive approach to the issue of recruiting members from all aspects of the community. It is the Club’s management committee that is ultimately responsible for the Club’s Development Plan which incorporates recruitment of volunteers and so it is appropriate that the committee has someone who has attended this training workshop. This workshop is run by Running Sports and, unlike Sports Coach UK workshops, is not time limited. Your local County Sport Partnership, EHB Development Officer or Running Sports website will assist you in finding your local course.

how should we structure the development plan?You should include this as part of your clubs overall development plan. When recruiting from your local community it is also important to consider retaining so ensure that the plan covers both the recruiting and retaining aspects.

CONTINUES.../


SPEED. RESPECT.

KNOWING YOUR COMMUNITY


27 The Club has adopted EHB’s ‘Respect’ Codes of Ethics & Behaviour for all members and non-members working with young people.

a Copy of minutes of committee meeting where the 'Respect' Code of Ethics & Behaviour were adopted by the Club – signed and dated

What’s is the ‘Respect’ Code of Ethics & Behaviour?EHB’s Code of Ethics and Behaviour exsits to protect everyone within the game and outlines the behaviour expected from all people within the Hockey Family in England. Everyone should be aware of the Code of Ethics and Behaviour and know that they are bound by it. The Club should adopt EHB Code of Ethics and Behaviour.

END OF FREQUENTlY AsKED QUEsTIONs

Date post:	12-Mar-2016
Category:	Documents
Upload:	alex-teasdale
View:	258 times
Download:	1 times

ClubsFirst 5th Edition

Documents