Club Training, Participation, and Communications Governance Policy

The club seeks to provide a welcoming, supportive, and child‑centred environment in which young athletes can enjoy sport, develop their abilities, and participate with confidence and respect.

All club activities aim to foster inclusion, respect, fairness, and positive participation. The wellbeing and experience of athletes, particularly juvenile athletes, remain central to the organisation of training and club activities.

This framework establishes the governance structure for the organisation and administration of training within the club.

The framework ensures that:
• training structures are clearly defined
• participation in coaching groups is managed consistently and transparently
• communication with parents and athletes is clear and appropriate
• coaches are supported in delivering training without being placed in administrative decision‑making roles.

Training governance operates across three levels:

Executive Committee – strategic oversight and policy authority
Coaching Group Coordinator – administrative management of participation
Coaches – delivery of training and athlete development

This structure separates responsibility for training delivery and administrative participation decisions.

The Executive Committee determines the overall structure and emphasis of training within the club.

Responsibilities include:
• determining the structure and emphasis of training programmes
• establishing coaching group structures
• approving capacity guidelines for coaching groups
• appointing Coaching Group Coordinators
• approving policies relating to participation and communication.

Responsibility for Training Schedule

The Executive Committee is responsible for establishing the overall schedule for club training sessions.

This includes:
• determining the training days and times for coaching groups
• coordinating access to training facilities
• ensuring that training schedules reflect the available coaching resources and the capacity of the club.

The Executive Committee may review the training schedule periodically, or where changes arise in facilities, coaching availability, or participation levels.

Consultative Input from Coaches

Coaches may provide input regarding:
• appropriate scheduling for training activities
• practical considerations relating to training content
• athlete development needs
• safe and effective group sizes.

This input will inform the scheduling decisions made by the Executive Committee.

Administrative Coordination

The Coaching Group Coordinator supports the implementation of the training schedule by:

• confirming the athletes assigned to each coaching group
• ensuring that training times are communicated through official club communication channels
• liaising with coaches and club officers where necessary.

Communication of Training Schedule

Training schedules should be communicated to parents and athletes through official club communication channels.

Where changes to training times are required, these should be communicated clearly and in advance wherever possible.

Individual coaches should not alter scheduled training times or locations without prior agreement through the club’s established governance processes.

Purpose

The club recognises that participation levels, coaching resources, and facility availability may change over time. Periodic review of training structures helps ensure that coaching groups continue to operate safely, effectively, and in a manner that supports athlete participation and development.

Responsibility

The Executive Committee will periodically review the structure of coaching groups within the club.

This review may consider:

• the number of athletes participating in each coaching group
• waiting list levels
• available coaching resources
• safe coach-to-athlete ratios
• facility availability and scheduling
• the developmental needs of athletes at different age groups.

Consultation with Coaches

As part of any review, the Executive Committee may seek input from coaches regarding:

• appropriate group sizes
• training requirements for different age groups
• safety considerations
• coaching capacity.

Outcome of Reviews

Following review, the Executive Committee may:

• adjust coaching group capacity guidelines
• modify group structures or training schedules
• establish additional groups where coaching resources permit
• review waiting list procedures where demand exceeds capacity.

Communication

Where changes arise from such reviews, these should be communicated clearly to coaches, parents, and athletes through official club communication channels.

 

The Coaching Group Coordinator manages the administrative composition of coaching groups under delegated authority from the Executive Committee.

Responsibilities include:
• maintaining group membership lists
• managing waiting lists where necessary
• confirming eligibility to participate in groups
• communicating participation decisions through official channels
• liaising with coaches and club officers where required.

Coaches are responsible for training delivery, athlete development, and supervision of athletes during sessions.

Coaches may provide consultative input regarding:
• safe group sizes
• training suitability for athletes
• safety considerations.

However, administrative decisions relating to group membership and waiting lists remain the responsibility of the club through the Coaching Group Coordinator.

The club is committed to providing a positive, inclusive, and supportive environment for young athletes.

Participation should prioritise:
• the wellbeing of the child
• encouragement of participation
• a positive sporting experience.

Where training groups have capacity limits, participation will be managed in a fair and transparent manner, including waiting lists where required.

Children should not be placed in situations where they feel embarrassed, singled out, or publicly excluded. Administrative matters relating to participation should be handled discreetly.

Golden Rule:

Where a child presents for training, the presumption is that they will be facilitated to participate where it is safe to do so, with any administrative matters addressed afterwards.

Where a walk‑up occurs, coaches should:
• treat the child and family in a welcoming and supportive manner
• facilitate participation where safe and practical
• avoid situations where a child is excluded publicly or in a distressing manner.

Where necessary, the child may participate provisionally for that session.

Following the session, the matter should be referred to the Coaching Group Coordinator who will confirm eligibility, group placement, waiting list status, and any registration requirements.

The purpose of this protocol is to ensure clear and consistent communication with athletes, parents, coaches, and club officials.

Official communication channels include:
• the club messaging platform (e.g. ClubZap)
• official club email
• communications issued by the Executive Committee or designated officers.

Communications relating to training groups may be issued by:
• the Executive Committee
• the Coaching Group Coordinator
• an authorised Lead Coach.

Messaging platforms such as WhatsApp may be used for reminders and logistical updates but should not be used to confirm participation, manage waiting lists, or make administrative decisions.

Communication with juvenile athletes should normally occur through parents or guardians.

Coaches and club officials should avoid private one‑to‑one messaging with children. Where communication with an athlete is necessary, a parent or guardian should be included in the communication.

This policy will be reviewed periodically by the Executive Committee to ensure that training governance, participation procedures, and communication practices remain effective and consistent with safeguarding standards.