Havering Gymnastics Centre

 

Approved by:	Director of Coaching and Welfare Team	Date:  8th May 2018
Next review due by:	Policies may be reviewed at any time

 

 

 Contents

1. Aims Data Procedure
2. Legislation and guidance
3. Definitions Data
4. The data controller
5. Roles and responsibilities Data
6. Data protection principles
7. Collecting personal data
8. Sharing personal data
9. Subject access requests and other rights of individuals
10. Biometric recognition systems
11. CCTV
12. Photographs and videos
13. Data protection by design and default
14. Data security and storage of records
15. Disposal of records
16. Personal data breaches
17. Monitoring arrangements
18. Minimise Data Breach
19. Privacy Notice
20. Legal Basis to collect information
21. How to get Information we hold
22. Complaints over data storage
23. Health and Safety Arrangements
24. Parent Code of Conduct
25. Gymnasts’ Code of Conduct
26. Club Complaints
27. Anti-Bullying Policy
28. Child and Vulnerable Adult Policy
29. Lines of Responsibility Reporting
30. Gymnasts and Parents
31. Health
32. Squad Gymnasts & Parent Guidelines
33. Risk Assessment for Participation on Gymnastics
34. Equal Opportunities and Inclusion Policy
35. Terms
36. Summary Risk Assessments
37. Anti -Bullying Review
38. Covid 19 Guidelines and Risk

 

1. Aims Data Procedure

Our Gym aims to ensure that all personal data collected about staff, pupils, parents, stored and processed in accordance with the General Data Protection Regulation (GDPR) and the expected provisions of the Data Protection Act 2018 (DPA 2018) as set out in the Data Protection Bill. 

This policy applies to all personal data, regardless of whether it is in paper or electronic format. 

1. Legislation and guidance

This policy meets the requirements of the GDPR and the expected provisions of the DPA 2018. It is based on guidance published by the Information Commissioner’s Office (ICO) on the GDPR and the ICO’s code of practice for subject access requests.

It also reflects the ICO’s code of practice for the use of surveillance cameras and personal information.

 

 

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1. Definitions

Term	Definition
Personal data	Any information relating to an identified, or identifiable, individual. This may include the individual’s:  ·         Name (including initials) ·         DOB ·         Address, Email ·         Parents/Guardians Contacts Telephone ·         Medical factors Impacting potential on welfare and training ·         Other adults allowed to drop off or pick up children It may also include factors specific to the individual’s medical Issues
Special categories of personal data	Personal data which is more sensitive and so needs more protection, including information about an individual’s: ·         Health – physical or mental
Processing	Anything done to personal data, such as collecting, recording, organising, structuring, storing, adapting, altering, retrieving, using, disseminating, erasing or destroying.    Processing can be automated or manual.
Data subject	The identified or identifiable individual whose personal data is held or processed.
Data controller	A person or organisation that determines the purposes and the means of processing of personal data.
Data processor	A person or other body, other than an employee of the data controller, who processes personal data on behalf of the data controller.
Personal data breach	A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data.

1. The data controller

Our Gym processes personal data relating to parents, pupils, and therefore is a data controller.

The Gym is registered as a data controller with the ICO and will renew this registration annually or as otherwise legally required.

 

 

1. Roles and responsibilities

This policy applies to all staff in our Gym

5.1 Governing board

Head Coach /Director

5.2 Data protection officer

The data protection officer (DPO) is responsible for overseeing the implementation of this policy, monitoring our compliance with data protection law, and developing related policies and guidelines where applicable.

They will provide an annual report of their activities directly to the governing board and, where relevant, report to the board their advice and recommendations on school data protection issues. 

The DPO is also the first point of contact for individuals whose data the school processes, and for the ICO.

Full details of the DPO’s responsibilities are set out in their job description.

Our DPO is Iain Gunn and is contactable via admin@st-peters-southweald.essex.sch.uk.

5.3 Head Coach

The head coach acts as the representative of the data controller on a day-to-day basis.

5.4 All staff

Staff are responsible for:

• Collecting, storing and processing any personal data in accordance with this policy
• Informing the gym of any changes to their personal data, such as a change of address
• Contacting the DPO in the following circumstances:
• With any questions about the operation of this policy, data protection law, retaining personal data or keeping personal data secure
• If they have any concerns that this policy is not being followed
• If they are unsure whether or not they have a lawful basis to use personal data in a particular way
• If they need to rely on or capture consent, draft a privacy notice, deal with data protection rights invoked by an individual, or transfer personal data outside the European Economic Area
• If there has been a data breach
• Whenever they are engaging in a new activity that may affect the privacy rights of individuals
• If they need help with any contracts or sharing personal data with third parties

1. Data protection principles

The GDPR is based on data protection principles that our Gym must comply with. 

The principles say that personal data must be:

• Processed lawfully, fairly and in a transparent manner
• Collected for specified, explicit and legitimate purposes
• Adequate, relevant and limited to what is necessary to fulfil the purposes for which it is processed
• Accurate and, where necessary, kept up to date
• Kept for no longer than is necessary for the purposes for which it is processed
• Processed in a way that ensures it is appropriately secure

This policy sets out how the Gym aims to comply with these principles.

1. Collecting personal data

7.1 Lawfulness, fairness and transparency 

We will only process personal data where we have one of 6 ‘lawful bases’ (legal reasons) to do so under data protection law:

• The data needs to be processed so that the Gym can fulfil a contract with the individual, or the individual has asked the school to take specific steps before entering into a contract
• The data needs to be processed so that the Gym can comply with a legal obligation 
• The data needs to be processed to ensure the vital interests of the individual e.g. to protect someone’s life
• The data needs to be processed for the legitimate interests of the Gym or a third party (provided the individual’s rights and freedoms are not overridden)
• The individual (or their parent/carer when appropriate in the case of a pupil) has freely given clear consent

For special categories of personal data, we will also meet one of the special category conditions for processing which are set out in the GDPR and Data Protection Act 2018.

 

7.2 Limitation, minimisation and accuracy

We will only collect personal data for specified, explicit and legitimate reasons. We will explain these reasons to the individuals when we first collect their data.

If we want to use personal data for reasons other than those given when we first obtained it, we will inform the individuals concerned before we do so and seek consent where necessary.

Staff must only process personal data where it is necessary in order to do their jobs. 

When staff no longer need the personal data they hold, they must ensure it is deleted or anonymised. This will be done in accordance with the Gyms Policies.Disposal

1. Sharing personal data

We will not normally share personal data with anyone else, but may do so where:

• There is an issue with a pupil or parent/carer that puts the safety of our staff at risk
• Otherwise we never share data to their parties

We will also share personal data with law enforcement and government bodies where we are legally required to do so, including for:

• The prevention or detection of crime and/or fraud
• The apprehension or prosecution of offenders
• The assessment or collection of tax owed to HMRC
• In connection with legal proceedings
• Where the disclosure is required to satisfy our safeguarding obligations
• Research and statistical purposes, as long as personal data is sufficiently anonymised, or consent has been provided

We may also share personal data with emergency services and local authorities to help them to respond to an emergency situation that affects any of our pupils or staff.

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

1. Subject access requests and other rights of individuals

9.1 Subject access requests

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them. This includes:

• Confirmation that their personal data is being processed
• Access to a copy of the data
• The purposes of the data processing
• The categories of personal data concerned
• Who the data has been, or will be, shared with
• How long the data will be stored for, or if this isn’t possible, the criteria used to determine this period
• The source of the data, if not the individual
• Whether any automated decision-making is being applied to their data, and what the significance and consequences of this might be for the individual

Subject access requests must be submitted in writing, either by letter, email or fax to the DPO. They should include:

• Name of individual
• Correspondence address
• Contact telephone number and email address
• Details of the information requested Medical etc
• DOB

If staff receive a subject access they must immediately forward it to the Director of Coaching.

9.2 Children and subject access requests

Personal data about a child belongs to that child, and not the child’s parents or carers. For a parent or carer to make a subject access request with respect to their child, the child must either be unable to understand their rights and the implications of a subject access request or have given their consent.

Children below the age of 12 are generally not regarded to be mature enough to understand their rights and the implications of a subject access request. Therefore, most subject access requests from parents or carers of pupils at our school may be granted without the express permission of the pupil. This is not a rule and a pupil’s ability to understand their rights will always be judged on a case-by-case basis.

9.3 Responding to subject access requests

When responding to requests, we: 

• May ask the individual to provide 2 forms of identification
• May contact the individual via phone to confirm the request was made 
• Will respond without delay and within 1 month of receipt of the request
• Will provide the information free of charge
• May tell the individual we will comply within 3 months of receipt of the request, where a request is complex or numerous. We will inform the individual of this within 1 month, and explain why the extension is necessary

We will not disclose information if it:

• Might cause serious harm to the physical or mental health of the pupil or another individual
• Would reveal that the child is at risk of abuse, where the disclosure of that information would not be in the child’s best interests
• Is contained in adoption or parental order records 
• Is given to a court in proceedings concerning the child

If the request is unfounded or excessive, we may refuse to act on it, or charge a reasonable fee which takes into account administrative costs.

A request will be deemed to be unfounded or excessive if it is repetitive or asks for further copies of the same information. 

When we refuse a request, we will tell the individual why, and tell them they have the right to complain to the ICO.

9.4 Other data protection rights of the individual

In addition to the right to make a subject access request (see above), and to receive information when we are collecting their data about how we use and process it (see section 7), individuals also have the right to:

• Withdraw their consent to processing at any time
• Ask us to rectify, erase or restrict processing of their personal data, or object to the processing of it (in certain circumstances)
• Challenge processing which has been justified on the basis of public interest
• Request a copy of agreements under which their personal data is transferred outside of the European Economic Area
• Object to decisions based solely on automated decision making or profiling (decisions taken with no human involvement, that might negatively affect them)
• Prevent processing that is likely to cause damage or distress
• Be notified of a data breach in certain circumstances
• Make a complaint to the ICO
• Ask for their personal data to be transferred to a third party in a structured, commonly used and machine-readable format (in certain circumstances)

Individuals should submit any request to exercise these rights to the DPO. If staff receive such a request, they must immediately forward it to the DPO.

 

1. Biometric recognition systems

The Gym has no biometric recognition system.

1. CCTV

We use CCTV in various locations around the Gym site to ensure it remains safe. We will adhere to the ICO’s code of practice for the use of CCTV. 

We do not need to ask individuals’ permission to use CCTV, but we make it clear where individuals are being recorded. Security cameras are clearly visible and accompanied by prominent signs explaining that CCTV is in use.

Any enquiries about the CCTV system should be directed to haveringgymnastics@btinternet.com

 

1. Photographs and videos

As part of our Gym activities, we may take photographs and record images of individuals within our Gym. These are taken with the Childs or Parents electronic devices.

We will obtain written consent from parents/carers for photographs and videos to be taken of their child for communication, marketing and promotional materials. We will clearly explain how the photograph and/or video will be used to both the parent/carer and pupil.

Uses may include:

• Within Gym on notice boards, brochures, newsletters, etc.
• Outside of Gym by external agencies such as the newspapers, campaigns
• Online on our Gym website or social media site

Consent can be refused or withdrawn at any time. If consent is withdrawn, we will delete the photograph or video and not distribute it further.

When using photographs and videos in this way we will not accompany them with any other personal information about the child, to ensure they cannot be identified.

 

1. Data protection by design and default

We will put measures in place to show that we have integrated data protection into all of our data processing activities, including:

• Appointing a suitably qualified DPO, and ensuring they have the necessary resources to fulfil their duties and maintain their expert knowledge
• Only processing personal data that is necessary for each specific purpose of processing, and always in line with the data protection principles set out in relevant data protection law (see section 6)
• Completing privacy impact assessments where the school’s processing of personal data presents a high risk to rights and freedoms of individuals, and when introducing new technologies (the DPO will advise on this process)
• Integrating data protection into internal documents including this policy, any related policies and privacy notices
• Regularly training members of staff on data protection law, this policy, any related policies and any other data protection matters; we will also keep a record of attendance
• Regularly conducting reviews and audits to test our privacy measures and make sure we are compliant
• Maintaining records of our processing activities, including:
• For the benefit of data subjects, making available the name and contact details of our school and DPO and all information we are required to share about how we use and process their personal data (via our privacy notices)
• For all personal data that we hold, maintaining an internal record of the type of data, data subject, how and why we are using the data, any third-party recipients, how and why we are storing the data, retention periods and how we are keeping the data secure

1. Data security and storage of records

We will protect personal data and keep it safe from unauthorised or unlawful access, alteration, processing or disclosure, and against accidental or unlawful loss, destruction or damage.

In particular:

• Paper-based records and portable electronic devices, such as laptops and hard drives that contain personal data are kept under lock and key when not in use
• Papers containing confidential personal data must not be left on office or around the gym, pinned to notice/display boards, or left anywhere else where there is general access
• Encryption software is used to protect all portable devices and removable media, such as laptops and USB devices
• Where we need to share personal data with a third party, we carry out due diligence and take reasonable steps to ensure it is stored securely and adequately protected (see section 8)

1. Disposal of records

Personal data that is no longer needed will be disposed of securely. Personal data that has become inaccurate or out of date will also be disposed of securely, where we cannot or do not need to rectify or update it.

For example, we will shred or incinerate paper-based records, and overwrite or delete electronic files. We may also use a third party to safely dispose of records on the Gyms behalf. If we do so, we will require the third party to provide sufficient guarantees that it complies with data protection law. 

1. Personal data breaches

The Gym will make all reasonable endeavours to ensure that there are no personal data breaches.  

In the unlikely event of a suspected data breach, we will follow the procedure set out in appendix 1.

When appropriate, we will report the data breach to the ICO within 72 hours. Such breaches in a Gym context may include, but are not limited to:

• A non-anonymised dataset being published on the school website which shows the exam results of pupils eligible for the pupil premium
• Safeguarding information being made available to an unauthorised person
• Stolen Paper Records

 

 

1. Monitoring arrangements

The DPO is responsible for monitoring and reviewing this policy.

This policy will be reviewed and updated if necessary when the Data Protection Bill receives royal assent and becomes law (as the Data Protection Act 2018) – if any changes are made to the bill that affect our Gym’s practice. Otherwise, or from then on, this policy will be reviewed every 2 years 18. Links with other policies.

This data protection policy is linked to our:

• Freedom of information publication scheme
• The acceptable use of ICT
• Child protection and safeguarding policy

Appendix 1: Personal data breach procedure

This procedure is based on guidance on personal data breaches produced by the ICO.

• On finding or causing a breach, or potential breach, the staff member or data processor must immediately notify the DPO
• The DPO will investigate the report and determine whether a breach has occurred. To decide, the DPO will consider whether personal data has been accidentally or unlawfully:
• Lost 
• Stolen
• Destroyed
• Altered
• Disclosed or made available where it should not have been
• Made available to unauthorised people
• The DPO will alert the Head Coach
• The DPO will make all reasonable efforts to contain and minimise the impact of the breach, assisted by relevant staff members or data processors where necessary. (Actions relevant to specific data types are set out at the end of this procedure)
• The DPO will assess the potential consequences, based on how serious they are, and how likely they are to happen
• The DPO will work out whether the breach must be reported to the ICO. This must be judged on a case-by-case basis. To decide, the DPO will consider whether the breach is likely to negatively affect people’s rights and freedoms, and cause them any physical, material or non-material damage (e.g. emotional distress), including through:
• Loss of control over their data
• Discrimination 
• Identify theft or fraud
• Financial loss
• Unauthorised reversal of pseudonymisation (for example, key-coding) 
• Damage to reputation
• Loss of confidentiality
• Any other significant economic or social disadvantage to the individual(s) concerned

If it’s likely that there will be a risk to people’s rights and freedoms, the DPO must notify the ICO.

• The DPO will document the decision (either way), in case it is challenged at a later date by the ICO or an individual affected by the breach. Documented decisions are stored on the school’s admin server
• Where the ICO must be notified, the DPO will do this via the website within 72 hours. As required, the DPO will set out:
• The categories and approximate number of individuals concerned
• The categories and approximate number of personal data records concerned
• A description of the nature of the personal data breach including, where possible:

A description of the measures that have been, or will be taken, to deal with the breach and mitigate any possible adverse effects on the individual(s) concerned

• If all the above details are not yet known, the DPO will report as much as they can within 72 hours. The report will explain that there is a delay, the reasons why, and when the DPO expects to have further information. The DPO will submit the remaining information as soon as possible
• The DPO will also assess the risk to individuals, again based on the severity and likelihood of potential or actual impact. If the risk is high, the DPO will promptly inform, in writing, all individuals whose personal data has been breached. This notification will set out:
• The name and contact details of the DPO
• A description of the likely consequences of the personal data breach
• A description of the measures that have been, or will be, taken to deal with the data breach and mitigate any possible adverse effects on the individual(s) concerned
• The DPO will notify any relevant third parties who can help mitigate the loss to individuals – for example, the police, insurers, banks or credit card companies
• The DPO will document each breach, irrespective of whether it is reported to the ICO. For each breach, this record will include the:
• Facts and cause
• Effects
• Action taken to contain it and ensure it does not happen again (such as establishing more robust processes or providing further training for individuals)

 

• The DPO and Head Coach will meet to review what happened and how it can be stopped from happening again. This meeting will happen as soon as reasonably possible 

18 Actions to minimise the impact of data breaches

We will take the actions set out below to mitigate the impact of different types of data breach, focusing especially on breaches involving particularly risky or sensitive information. We will review the effectiveness of these actions and amend them as necessary after any data breach.

 

 

 

Sensitive information being disclosed via email (including safeguarding records)

 

 

• If special category data (sensitive information) is accidentally made available via email to unauthorised individuals, the sender must attempt to recall the email as soon as they become aware of the error
• Members of staff who receive personal data sent in error must alert the sender and the DPO as soon as they become aware of the error
• If the sender is unavailable or cannot recall the email for any reason, the DPO will ask the ICT department to recall it
• In any cases where the recall is unsuccessful, the DPO will contact the relevant unauthorised individuals who received the email, explain that the information was sent in error, and request that those individuals delete the information and do not share, publish, save or replicate it in any way
• The DPO will ensure we receive a written response from all the individuals who received the data, confirming that they have complied with this request
• The DPO will carry out an internet search to check that the information has not been made public; if it has, we will contact the publisher/website owner or administrator to request that the information is removed from their website and deleted

 

 

19 Privacy notice for gymnasts

 

You have a legal right to be informed about how our Gym uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you where we are processing your personal data.

This privacy notice explains how we collect, store and use personal data about you.

We, Havering Gymnastics Centre are the ‘data controller’ for the purposes of data protection law.

 

 

The personal data we hold

We hold some personal information about you to make sure we can help you learn and look after you at school. 

For the same reasons, we get information about you from some other places too – like other schools, the local council and the government. 

This information includes: 

• Your contact details
• Your DOB
• Your attendance records
• Your Parent/Guardians Contact Details
• Any medical conditions you have
• Photographs
• CCTV images

 

Why we use this data

We use this data to help run the school, including to:

• Get in touch with you and your parents when we need to
• Entry for Competitions (Squads)
• Look after your wellbeing 

 

20 Our legal basis for using this data

We will only collect and use your information when the law allows us to. Most often, we will use your information where:

• We need to comply with the law
• We need to use it to carry out a task in the public interest (in order to provide you with an education)

Sometimes, we may also use your personal information where:

• You, or your parents/carers have given us permission to use it in a certain way
• We need to protect your interests (or someone else’s interest)

Where we have got permission to use your data, you or your parents/carers may withdraw this at any time. We will make this clear when we ask for permission and explain how to go about withdrawing consent.

Some of the reasons listed above for collecting and using your information overlap, and there may be several grounds which mean we can use your data.

 

Collecting this information

While in most cases you, or your parents/carers, must provide the personal information we need to collect, there are some occasions when you can choose whether or not to provide the data.

We will always tell you if it’s optional. If you must provide the data, we will explain what might happen if you don’t.

 

How we store this data

We will keep personal information about you while you are a pupil at our school. We may also keep it after you have left the school, where we are required to by law.

 

 

Data sharing

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We do not share personal information about you with anyone outside the gym without permission from you or your parents/carers, unless the law and our policies allow us to do so.

Where it is legally required, or necessary for another reason allowed under data protection law, we may share personal information about you with:

• National/Regional Bodies for competition entry (Squads)
• Your family and representatives 
• Health authorities
• Health and social welfare organisations
• Professional advisers and consultants
• Charities and voluntary organisations
• Police forces, courts, tribunals
• Professional bodies

 

 

 

 

21 Your rights

How to access personal information we hold about you

You can find out if we hold any personal information about you, and how we use it, by making a ‘subject access request’, as long as we judge that you can properly understand your rights and what they mean.

If we do hold information about you, we will:

• Give you a description of it
• Tell you why we are holding and using it, and how long we will keep it for
• Explain where we got it from, if not from you or your parents
• Tell you who it has been, or will be, shared with
• Let you know if we are using your data to make any automated decisions (decisions being taken by a computer or machine, rather than by a person)
• Give you a copy of the information

You may also ask us to send your personal information to another organisation electronically in certain circumstances.

If you want to make a request, please contact our data protection officer.

Your other rights over your data

You have other rights over how your personal data is used and kept safe, including the right to:

• Say that you don’t want it to be used if this would cause, or is causing, harm or distress
• Stop it being used to send you marketing materials
• Say that you don’t want it used to make automated decisions (decisions made by a computer or machine, rather than by a person)
• Have it corrected, deleted or destroyed if it is wrong, or restrict our use of it
• Claim compensation if the data protection rules are broken and this harms you in some way

 

22 Complaints

We take any complaints about how we collect and use your personal data very seriously, so please let us know if you think we’ve done something wrong.

You can make a complaint at any time by contacting our data protection officer.

You can also complain to the Information Commissioner’s Office 

 

 

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer: havenggymnastics@btinternet.com

 

Privacy notice for parents/carers – use of your child’s personal data at Havering Gymnastics Centre

 

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about gymnasts.

We, Havering Gymnastics Centre, are the ‘data controller’ for the purposes of data protection law.

 

We, Havering Gymnastics Centre, are the ‘data controller’ for the purposes of data protection law.

 

 

The personal data we hold

We process data relating to those we employ, or otherwise engage, to work at our gym Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:

• Contact details
• Date of birth, marital status and gender
• Next of kin and emergency contact numbers
• Salary, annual leave, pension and benefits information
• Bank account details, payroll records, National Insurance number and tax status information
• Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process
• Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships
• Performance information
• Outcomes of any disciplinary and/or grievance procedures
• Absence data
• Photographs
• CCTV footage
• Data about your use of the gyms information and communications system

 

We may also collect, store and use information about you that falls into “special categories” of more sensitive personal data. This includes information about (where applicable):

 

• Health, including any medical conditions, and sickness records

 

 

 

 

 

 

Why we use this data

The purpose of processing this data is to help us run the school, including to:

 

• Facilitate safe recruitment, as part of our safeguarding obligations towards pupils
• Support effective performance management
• Inform our recruitment and retention policies
• Allow better financial modelling and planning
• Enable equalities monitoring
• Improve the management of workforce data across the sector

 

 

Our lawful basis for using this data

We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:

• Fulfil a contract we have entered into with you
• Comply with a legal obligation
• Carry out a task in the public interest

Less commonly, we may also use personal information about you were:

• You have given us consent to use it in a certain way
• We need to protect your vital interests (or someone else’s interests) 

 

Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent and explain how you go about withdrawing consent if you wish to do so.

Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the gyms use of your data.

 

Collecting this information

While the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us.

Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

 

How we store this data 

Personal data is stored in line with our records management policy.

We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment.

Once your employment with us has ended, we will retain this file and delete the information in it in accordance with our records management policy.

 

Data sharing

We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with data protection law), we may share personal information about you with:

• Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns 
• National / Regional body for Competitions or Courses
• Your family or representatives
• Educators and examining bodies
• Suppliers and service providers – to enable them to provide the service we have contracted them for, such as payroll
• Financial organisations
• Central and local government
• Survey and research organisations
• Trade unions and associations
• Health authorities
• Security organisations
• Health and social welfare organisations
• Professional advisers and consultants
• Police forces, courts, tribunals
• Professional bodies
• Employment and recruitment agencies

 

 

 

 

 

 

 

 

 

 

 

Havering Gymnastics Club Code of Conduct Policy

 

For Coaches, Officials, Volunteers and Parents

 

 

 

 

 

 

 

At Havering Gymnastics Club, we take the welfare of all our members very seriously. If you have any concerns about any person or another gymnast then these concerns should be raised with the club’s welfare officer, deputy welfare officer or Head Coach Kate.

 

 

23 Health and Safety Arrangements

 

All of our General Classes and Pre-school classes, parents and other group users are covered by our Public Liability Insurance Cover whilst in our Gymnastics Centre A letter is mounted on our office wall. There an extra charge for this cover and comes with your Gymnastics Annual membership. You may join privately to British Gymnastics if you wish. They will charge an annual fee. All members of our separate elite club must become members of British Gymnastics at either Bronze or Sliver Level. Check with the Head Coach of Elite for this. This policy applies to activities and classes run by Havering Gymnastics Club.

 

Policy Statement

The policy of Havering Gymnastics Club is to provide and maintain safe and healthy working conditions for coaches, volunteers and gymnasts as well as anyone involved in the use, moving, rigging or de-rigging of gymnastics equipment. To this end, information, training and supervision is provided as necessary.

The allocation of safety related duties, the particular arrangements made to implement the policy and the way in which the policy is to be monitored is set out below.

 

 

Lines of responsibility within Havering Gymnastics Club:

1. Director of Coaching and Gymnastics

 

1. Qualified Coaches and Volunteers 18 years +

 

1. Other Coaches and Volunteers

 

1. Gymnasts and Parents

 

Responsibilities of Havering Gymnastics Club

The Director of Gymnastics is responsible for:

• The maintenance of all gymnastics equipment in full and safe working order.
• The provision of training and safety guidelines including risk assessment on all activities undertaken by gymnasts, coaches and volunteers.

 

Our Welfare Officer is Emily Keeler email haveringwelfare@gmail.com Deputy Welfare Officer is Iain Gunn email i.gunn@sky.com

 

The Club follows the British Gymnastics Codes of Practice Health and Safety, Ethics & Equality and Child Protection.  These are available from the British Gymnastics website- With this in mind all Coaches, Officials and Volunteers must observe the following:

 

The Code of Conduct is designed to support the club’s child protection policies. It works in conjunction with the club procedures and British Gymnastics coaching guidelines. It exists to promote a safe and enjoyable gymnastics experience for the members of our club.

Protecting the Rights of the Gymnast. Coaches must respect and champion the rights of every individual to participate in gymnastics. This includes: Providing an environment in which children are free from fear or harassment. Recognising the rights of performers to be treated as individuals. Encouraging performers to confer with other coaches if the need arises and encouraging them to move on as their ability increases, even if this means moving to a new coach. Promoting the concept of a well-balanced lifestyle for performers both within and outside of gymnastics.

 

The Relationship with the Gymnast: Coaches must develop a relationship with the gymnasts in their care based on openness, honesty, mutual trust and respect. This includes: Being publicly open when working with gymnasts. Situations where a coach is working alone or unobserved with an individual must be avoided. Taking care when providing manual support, only BG advised techniques for spotting and handling should be used. If a group of gymnasts need to be supervised in the changing room, coaches of the same sex should supervise in pairs. Coaches should never take a gymnast home with them, or to any other secured place, or transport gymnasts alone. Where the need arises, with parental permission, coaches may transport more than one child and, where possible, another adult. Never engage in rough or sexually provocative games. Never make suggestive remarks to a member – even in fun. Never do things of a personal nature for a child that they can do for themselves,

this includes assisting them in the changing room or toilets. Never share a bedroom with gymnasts on overnight excursions.

 

When a completely unavoidable situation arises, coaches should supervise in pairs and where possible supervise groups of children. Coaches should at all times be concerned for the safety, well-being, protection and future of the gymnast. Revised: Feb 2012 Adult Coaches should not communicate on social networking sites, such as Facebook, with any gymnasts under the age of 18. If applicable, any such gymnast should be removed from your list of friends. The phoning and texting of gymnasts is to be discouraged.

 

Responsibilities – Personal Standards:

 

• Coaches must demonstrate proper personal behaviour and conduct at all times. This includes:

 

• Whilst representing the club coaches should wear club attire and be of a clean and tidy appearance with long hair neatly tied back.

 

• Coaches should maintain good time keeping.

 

• Coaches should call the club at least one hour before the class if they are unable to attend a session due to illness.

 

• Coaches should attend full training sessions, including warm up periods.

 

• Be a good role model at all times.

 

Responsibilities – Professional Standards:

 

To maximise benefits and minimise risks to athletes, coaches must attain a high level of competence through qualifications to ensure safe and correct practice. This includes:

 

Coaches must not misrepresent their qualifications, affiliations or professional competence to the club, club members or any form of the media.

 

Coaches must be qualified to coach at the level appropriate to the gymnasts in their group. Coaching qualification certificates must be presented to the Club Manager to keep on file.

 

Coaches have a professional obligation to the gymnasts to treat all allegations or suspicions of abuse seriously and with utmost discretion. The first point of contact for any matters relating to this is one of the Club Welfare Officers.

 

Coaches should not publicly criticise the club, fellow coaches, non-coaching staff, committee members, parents, guardians or gymnasts in any branch of the media or to club members or parents. This includes social networking sites.

 

Any conflict between coaches should take place in private, not in front of members. Any disagreement that cannot be satisfactorily resolved through discussion and compromise should be reported to the Director of Coaching

 

All matters concerning the business of the gym should be kept confidential at all times.

 

Coaches must not divulge any confidential information relating to a gymnast without consent.

 

All coaches have a professional duty of care. This extends to an obligation to record any accidents in the accident book. The Director of Coaching will immediately bring any accidents to the attention of the Health & Safety Officer.

 

Coaches must discourage unsafe and inappropriate behaviour at all times and, where necessary, are obliged to follow guidelines in the anti-bullying policy.

 

. It is good practice to keep parents informed of children’s progress.

 

Drugs, Alcohol and Criminal Convictions

 

The use of or being under the influence of drugs or alcohol whilst on the premises is strictly prohibited.

 

All coaches over 16 years old are required to complete a CRB disclosure form and present to the Club Manager a current valid DBS certificate prior to the start of work. If during the course of their employment a coach is convicted of a criminal offence, they are obliged to report this to the Club Manager immediately.

Code of Conduct – Gymnasts

 

    Please be ready for your session 5 minutes before you are due to start, having been to the toilet.

    If you are more than 10 minutes late you may not be able to join your class as the warmup would have already started.

    Have a drink with you for every session.

    Remove all jewellery, including earrings, necklaces, bracelets & rings. Please use your own earring tape. We do not provide this.

    Hair is to be tied back securely.

    Clothing: leotard and shorts for girls and boys. Or shorts and t-shirts. Hoodies are not permitted uniform to train in as they present a potential hazard. If you are not wearing suitable clothing, you will not be able to take part in your session.

    You are not permitted on any equipment until your coach has advised you to do so.

    Please listen to your coach at all times and follow their instructions.

    All members are expected to maintain a good standard of behaviour at all times and must treat all coaches & fellow gymnasts with respect. Should poor behaviour be displayed on a regular basis the coach will contact the parent / carer to ask that they are collected. Should this behaviour continue the participant will be asked to leave the club.

    Failure to attend your class on a regular basis without a valid reason and prior notification will result in losing your place.

    Any injuries that have occurred within the gym must be reported to a coach in order that the relevant accident forms are completed.

    Any discipline matters or concerns should be discussed with the gymnast’s coach or alternatively with Theresa at a mutually convenient time.

    No food is to be consumed within the gym or taken up to the changing rooms.

    No eating during your session.

    No mobile phones in the gym. Please leave them at the desk or don’t bring them.

    All Members must adhere to the gym clubs Policies and Procedures which are located at the front desk.

 

 

Code of Conduct – Parents

 

    Should you wish to watch your child during their session; we must reiterate that you look through the window. Please do not open the gym doors.

    Please ensure that if you have other children with you that they do not climb or stand on the sofa or chairs.

    There is a table in the reception area with books & a few toys. Please put the items back after use.

    If food is eaten in the reception, please put all rubbish in the bin.

    Please do not enter the gym during the session. If you need to get a message to your child, ask the member of staff on the desk and they will ensure that your child is advised.

    All Fees are paid for 5 times 10 week terms All fees for any upcoming term are due at least one week before the term begins. If fees are not paid in full by week 3 of the term your childs place may be given to someone on our waiting list

    If you are experiencing financial difficulties in paying your fee’s please contact Kate haveringgymnastics@btinternet.com

    Please email haveringgymnastics@btinternet.com if your child will be absent from class.

    Your gymnast will need to be ready for their session 5 minutes before their class starts having already been to the toilet and have a drink with them.

    Please allow plenty of time to gain entry through the door using their membership card. It is a Safety Requirement that all gymnasts are signed in.

    Please ensure all shoes are removed prior to entering the gym.

    Photography is not permitted at any time.

    It is not acceptable to be abusive or rude to any member of staff at any time. This will result in immediate cancellation of membership.

    Gymnasts must be collected on time. We are unable to let gymnasts leave the building without a suitable adult / parent collecting them. In order to safeguard our gymnasts, we are required to contact the Local Authority if your child is either, collected regularly, or, more than 20 minutes late.  

 

 

Parents Code of Conduct

 

    Remember that children participate in this sport for their benefit, not yours.

    Encourage children to participate, do not force them.

    Focus on the child’s efforts and performance rather than winning or losing.

    Remember that children learn best by example.

    Respect coaches’ and other officials’ decisions and teach children to do likewise.

    Show appreciation of volunteers, coaches, officials and administrators. Without them, your child could not participate.

    Criticism of other people’s children / coaches can be upsetting to all and is frowned upon by this club. Please refrain from this.

    Any problems regarding your child, please speak directly to the appropriate coach.

    Encourage. Don’t criticise.

    In the case of absence, a message should be left with the gym, prior to the start of the training session.

 

24 Gymnasts & Parent Responsibilities

 

Training/Competition (Females):

 

    Gymnasts should wear a one-piece gymnastic leotard (not a swimsuit or a dance suit with narrow shoulder straps). Tracksuits and/or t-shirts may be worn during the warmup period but must be removed for the rest of the training session, as they constitute a danger to both the gymnast and the coach. Shorts/leggings and T shirts may also be worn.

    No jewellery whatsoever, including ear studs or body piercing adornments to be worn at any time during training or competition. This constitutes a safety hazard and British Gymnastics and their Insurers have made it a no-tolerance policy.

    Hair must be neatly tied up, out of the gymnast’s face.

    A Havering Club leotard must be worn for all competitions, which are supplied by the club. And purchased by Parent/Guardians

    Hand guards, wristbands and chalk are the gymnast’s responsibility; these can be purchased from the club.

    Gymnasts are expected to attend every scheduled training session. Gymnasts are encouraged not to miss training except for serious reasons (illness, medical appointments etc). Gymnasts or Parents should inform their respective coach of any planned absence or holidays as soon as possible, as competitions are all year round. Their training is planned out for these competitions. One week away from the gym can set back training by anything up to a month.

    In the case of illness, a message should be left with the gym, prior to the start of the training session.

    Gymnasts with an injury may still attend training sessions and workaround this injury to ensure their flexibility and strength is kept up. A long period of time off can also affect the gymnast socially as well as physically. Please communicate with your child’s coach.

    Please ensure that your child’s coach is present, or expected, before you leave.

    Gymnasts should arrive a few minutes before the start of training for preparation or to go to the toilet. All gymnasts should attend the warmup. It is an essential part of the training that helps the prevention of injury.

 

Fees should be paid up in full for the term (10 Weeks) in Advance of the Term beginning.  Once your payment is made your Childs place is secured for the Term. If fees are not paid within 2 weeks of the start of the term your Childs space may be given to a child on the waiting list. Refunds may be made under exceptional circumstances at the discretion of the club manager.

 

25 Gymnasts’ Code of Conduct

 

A Gymnast must:

 

    Show respect to coaches, judges, officials and other gymnasts.

    Listen to and follow the instructions of his/her coach.

    Support and encourage her teammates.

    Always train with a positive attitude.

    Attempt to do every move with good form.

    Take care of the Club’s equipment.

    Take pride in their Club and make sure that they do their part in keeping the gym clean and tidy.

    Conditioning is an essential part of Gymnastics. Without strength core elements cannot be performed, without flexibility leaps and jumps are low and lack amplitude. All body preparation is an aid in reducing the risk of injury to the gymnast. Manual stretching by the coach is a fact of gymnastics and although there is an element of discomfort at first, most competitive gymnasts adjust quickly. If a coach has requested that a gymnast is to do some conditioning and stretching at home, we request that you as parents encourage and support them in doing their “homework”. The coach has asked the gymnast as this would assist her in obtaining a certain goal or element. Further information can be obtained from her coach.

    If your child brings in a lunch/snack box to the gym due to a long training period (more than 3 hrs) then a balanced diet will be desirable. Gymnast’s food intake prior and during training affects their training efficiency.

    A gymnast must always drink plenty of fluids during training, i.e. water only.

    Our coaches wish to maximise coaching time with their group of gymnasts, therefore if you wish to speak to your child’s coach, please do so either before or after the training session.

    As you can imagine with many children coming through the gym each week, the amount of lost property (mainly socks) is substantial. All lost property will be cleared at the end of each half term. Please ensure your child has all their belongings before they go home.

 

We will always endeavour to answer any questions as quickly as we can. Email is generally the best option. The fees go towards the cost of running the club and for the purchase of new equipment. Please read and follow this code for both you’re and the gymnast’s well-being and enjoyment.

 

If you do not wish to be re-booked for any new term it is vital that you inform the office in writing by the stated re-booking deadline (1 month before the end of term). You can also do this by email. If you are set up with a Direct Debit and you have not contacted us by the specified deadline your place will be re-booked, and you may be liable for fees until you do so regardless of whether or not your gymnast has attended. No refunds will be given at any time for fees

25 Recreational Gymnasts/Parents Guidelines

 

Training (Females):

 

    Female gymnasts should wear safe clothing

    Hair must be neatly tied up, out of the gymnast’s face. Hoodies are not permitted uniform to train in as they present a potential hazard.

 

Training (Males):

 

    Male gymnasts should wear T-shirt and shorts. Hoodies are not permitted uniform to train in as they present a potential hazard

 

    No jewellery whatsoever, including ear studs or body piercing adornments to be worn at any time during training or competition.

    If your child is expected to be away longer than 2 weeks, please let the gym know by email or phone message if possible.

    Gymnasts should arrive a few minutes before the start of training. It is particularly upsetting for the younger children to arrive after all the others have started. All gymnasts should attend and take part in the warmup. It is an essential part of the training that helps the prevention of injury.

    Please do not drop off your own, or other children, early to watch the classes unattended. The Gym Club cannot be responsible for these children until they enter the gym.

    Staff should not be expected to take children to the toilets

    Please ensure you are punctual collecting your children and remind them that they must wait in the building until collected.

    Please advise the Gym Club of any change of circumstances, i.e. medical, change of address and particularly Mobile Phone No’s.

    Parents can watch their children from the viewing area (See New Normal Covid Restrictions)

 

 

25 Fire Policy

 

The whole of Gym is a SMOKE FREE ZONE. In the unlikely event of a fire occurring during a training session an alarm warning will be given, and the following procedures will be implemented:

 

    Gymnasts and coaches will move in an orderly way to the exit doors at either end of the gym and line up at the front the centre and make their way to the CAR PARK ramp

    Parents and others in the waiting area will likewise move to the main entrance doors, through the lobby area and to the front of the CENTRE and make their way to the CAR PARK ramp

  Periodically we plan to have a fire drill so please make sure that your child knows what to do.

 

26 Club Complaints Procedure

 

If you have a complaint or concern about any club member – be it a gymnast, coach, committee member or another parent please let us know as soon as possible.

 

How to Complain:

 

    We hope that most problems can be sorted out quickly, often at the time that they arise and with the person concerned.

    If your problem cannot be sorted out this way and you wish to make a complaint please speak to or email Kate Murphy at haveringgymnastics@btinternet.com or our welfare officer Emily Keeler on haveringwelfare@gmail.com  

    Parents are reminded that for safety reasons they should not approach any of the coaches during classes and that in any case Club matters are the responsibility of the Club not the coaches. If it is considered to be necessary, the Head Coach will pass on the complaint to the Club Welfare Officer.

    Ideally this should be as soon as possible after the incident concerned, in a matter of days or at most two weeks while the incident is still fresh in the memory.

    Written complaints should be addressed to Club Welfare Officer who will then arrange an appointment to speak to you in order to discuss your concerns.

 

What the Club will do:

 

    Your complaint will be acknowledged, and we aim to have looked into your complaint within 2 weeks of the date that you raised the matter with us.

    record will be maintained of all complaints and concerns – whether verbal or written.

 

 

 

 

 

27 Anti-Bullying Policy

 

 

 

 

 

Havering Gymnastics Club Anti Bullying Policy

 

For Coaches, Officials, Volunteers and Parents

 

 

 Raising Awareness

 

Coaches, Gymnasts and parents were made aware of this policy.

1. Policy Aims

 

The aims of the policy are as follows:

1. To make all those connected with Havering Gymnastics Club aware of our opposition to bullying.
2. To produce a consistent and clear club response to any behaviour deemed as bullying.
3. To develop a club ethos in which bullying is regarded as unacceptable.
4. To ensure a safe and secure environment where all children can train without anxiety and feel valued.

 

1. Definition of Bullying

 

At Havering Gymnastic Club, we define bullying as:

‘.. a person or persons who consistently and repeatedly take action to deliberately intimidate or hurt another person verbally, emotionally or physically. This also includes the use of technology (particularly mobile phones and the internet).’

 

We believe that bullying behaviour is:

 

• Deliberately hurtful (including aggression) 
• Repeated often over a period of time
• Difficult for victims to defend themselves against

 

Examples of bullying include: 

• Physical: pushing, kicking, hitting, pinching, any form of violence, threats -One child hurting another.
• Verbal: name-calling, sarcasm, persistent teasing, insulting, teasing, making racist remarks, homophobic remarks or transgender remarks.
• Psychological, spreading hurtful rumours, excluding someone from groups, moving away as a person approaches, leaving notes, failure to speak to or to acknowledge a person.
• Sexual: unwanted physical contact, abusive comments.
• Vandalism: Deliberately damaging or taking another child’s belongings.
• Threatening Either verbally or by e-mail/text message or social media.
• Group bullying any of the above, but where two or more children conduct the bullying behaviour.
• Constantly excluding from conversations or activities

These examples are judged to be bullying only if the action is deliberate, one sided and there are repeated instances. This is not an exhaustive list.

 

It is important to clarify the types of behaviour that we feel are unacceptable, but not examples of bullying. Examples of such types of behaviour include:

 

• Where one gymnast calls another a name on one occasion.
• Where a gymnast has hit or kicked as a response to being hurt him/herself. 
• Where gymnasts fall out on one occasion. 

 

These types of behaviour are not regarded as bullying, but they are regarded as unacceptable forms of behaviour, and would be dealt with according to our Behaviour Policy. 

 

1. Responding to incidents of bullying

 

Our 5 strategies for dealing with bullying as in line with Wirral Children’s Services Anti-bullying strategy are:

 

1. POLICY AND PRACTICE

 

1. Identifying the problem Children who are being bullied are not always prepared to tell those in authority for a number of reasons. When a disclosure of bullying is made, we will always treat it seriously. For pupils who are unable to tell staff of their problems, we know that sometimes their behaviour can give clues about the problem. Such behaviours include:

 

• An unwillingness to come to the club.
• Acting in a withdrawn way, isolating themselves from others.
• Complaining about missing possessions.
• Refusing to talk about the problem.
• Being easily distressed.

 

 

Preventing and investigating the problem

 

Bullying will not be tolerated at Havering Gymnastics Club and all incidents will be taken very seriously. All pupils, their parents and staff members are encouraged to tell us of any concerns, and we will act upon them. All investigations of bullying allegations will be thorough and involve the staff interviewing both the bully and their victim separately. Where others have witnessed the bullying, they will be interviewed so that as far as possible we know exactly what has happened. These conversations could be discreet meetings or informal opportunities if the situation warrants. 

 

The head coach or welfare officer will then investigate the incident by firstly talking with the bullied pupil, listening to and noting the feelings expressed. A written record of the incident, investigation and outcomes will be made, and an Action Plan will be formulated. This may be recorded by voice recording

 

A meeting will then be arranged for all those directly/indirectly involved in which the feelings of the victim will be described, and Sanctions will then be applied. 

 

Parents will be informed and asked to attend a meeting with the Head Coach. The parents of the victim will be fully informed of the ways in which the incident is dealt with, and of the support that will be given to their child after the incident. In dealing with the bullying incident in such a clear, thorough and immediate way, it is hoped that the victim will feel that his/her feelings and safety is paramount to the staff at the club.

 

Further support will be given to the victim in the form of regular monitoring by their coach.

 

• Observation of the child in both the gym and recreational areas. 
• The child will be made fully aware of the support available to him/her.
• A buddying system with another supportive child.
• A Self-esteem book to rebuild self-confidence. 
• Exclusion of any kind is to be regarded as a last resort.

 

 

Where bullying is substantiated appropriate measures will be taken to reduce the chances of it recurring. Bullying will not be eradicated unless the behaviours of the bullies are changed. Efforts will be made to help the bully recognise why their behaviour is unacceptable and they will be offered help to modify that behaviour. This will include trying to understand why the gymnast has bullied, so that recurrence can be prevented. 

If the perpetrator continues with this behaviour their membership at the gym will be withdrawn.

 

 

 

1. Any incidents of bullying will be recorded in the Head Coaches file, kept in the office. Records are maintained of all instances of bullying, actions undertaken and outcomes. 

 

• ENCOURAGING BEST PRACTICE THROUGH EFFECTIVE PARTNERSHIPS

 

Implementation

1. It is vital that once written, the whole club community adopts the Anti-Bullying Policy. To ensure that this is the case. 

 

 

 

 

 

WHERE CHILDREN MAKE ALLEGATIONS AGAINST OTHER CHILDREN 

 

1. Whatever the nature of the allegation, this shall be taken seriously, and the head coach and welfare officer will work promptly to investigate the allegation. If the allegation is a safe-guarding issue and the child is not already referred to social services, the welfare officer lead will ring the British Gymnastics Regional Welfare Officer for advice as to whether to refer the child. If it is not a safe-guarding issue, the club will investigate and then inform both sets of parents of the situation, working with them to restore good relationships between the children.

.

 

1. Staff

The Head Coach and Welfare Officer will have responsibility for all aspects of implementing the anti-bullying policy, and for ensuring their bullying issues are dealt with.  All staff have a responsibility to implement this policy and to ensure all agreed procedures are followed.

 

1. Implementation

This policy is to be introduced and adopted by the whole gym community.  

1. Monitoring and Review

All incidents of bullying will be recorded on an incident proforma and kept by the Head Coach who deals with incidents associated with anti-bullying will feed back to relevant members of the coaching staff.  Any bullying incidents must be shared and dealt with by either the head coach or the welfare officer.

Policy created 04/7/17  

The anti-bullying policy is the head coach’s responsibility and reviewed on an annual basis.  

 

 

28 Havering Gymnastics Club Child and Vulnerable Adult Policy

 

For Coaches, Officials, Volunteers and Parents

 

 

 

 

 

 

 

 The Gymnastics Club complies with the guidelines of British Gymnastics Child Protection Policy-www.lagad.co.uk/…/safeguarding_and_protecting_children_policy 

 

The Gymnastics Club is committed to safeguarding and promoting the welfare of children and young vulnerable adults and expects coaches and volunteers to share this commitment and adhere to and comply with our Child Protection and Vulnerable Adult Statement at all times.

 

The club will endeavour to promote the highest standards of care for all members, staff and officials by:

 

    Providing and implementing procedures to safeguard the well-being of all participants and protect them from abuse.

Record any disclosures made to any member of staff at Havering gymnastics Club.

    Respect and promote the rights, wishes and feelings of all participants.

    Adopt good practice in recruitment, training and supervision of all coaches and volunteers, and provide guidance to parents and carers.

    The appointment of a Welfare Team to whom grievances or complaints can be made confidentially.

 

 

 

 

 

 

 

 

• Ensuring that staff are suitably trained in Child Protection and Health, Safety and Welfare issues.
• Ensuring that coaches and officials have been screened to confirm their suitability to work with children including Enhanced Criminal Record Disclosure
• Ensuring that a minimum of two responsible adults are present at all training sessions or events.
• Ensuring that the participants and/or parents are aware of the purpose of videoing, filming and photography during training or events.
• Having a zero-tolerance level of poor practice, bullying or any potential form of abuse.
• Require all coaches, members and clubs to adopt British Gymnastics’ Code of Ethics and Conduct, Health, Safety and Welfare Policy and the Child Protection Policy and Procedures.
• Respond to all allegations and concerns and implement the appropriate disciplinary and appeals procedure.

 

 

 

 

 

Havering Gymnastics Club Health & Safety Policy

 

 

 

 

 

 

 

 

It is our aim as a gymnastics club is to:

 

• Create a safe environment
• Give all gymnasts attending the club a fulfilling and enjoyable gymnastic experience
• Strive to provide the opportunity for members to achieve their gymnastic potential and feel good about themselves

 

 

 

Our strategies for achieving the above is to:

 

• Improve the physical well-being, posture, coordination, concentration and confidence of participants
• Implement all relevant health and safety and child protection guidelines and policies
• Give all participants (regardless of age and ability) a gymnastic experience that is stimulating, challenging, fulfilling, safe and fun
• Provide appropriate opportunities (facility and coaching) for the gymnast to fulfil his/her gymnastic potential
• Where appropriate, develop individualised training programmes that are specific to the level of ability, potential and commitment of the gymnast

 

 

 

Overall: We want coaches, gymnasts and everyone associated with the club to feel a sense of satisfaction and pride derived from being part of a successful and caring gymnastics club.

 

What to do if you have a concern:

 

    If your concern is regarding your child’s training or gymnastic progress it is best to speak to your child’s coach or the club manager in the first instance. If you are not comfortable doing this you can, of course, speak to one of the welfare team and they will pass on your concerns.

    If your concern is regarding a specific incident, please make a note of the date and time it occurred and report it as soon as possible. Please also make a note of the key facts relating to the incident and speak to a member of the welfare team or the manager as soon as possible.

    If you have a general concern, please make a note of the main points of your concern and report them either to the welfare officer or to the manager.

    If you are not sure about whether to report a concern or not, we advise that you speak in confidence to one of our welfare officers as they will give you advice about what to do next. Please remember it is important that the club is aware of your concerns even if you are unsure about them.

 

 

 

All gym members are bound by their code of conduct to treat all reports with the utmost discretion and confidentiality.

 

Ways of making contact:

 

    You can raise your concerns in person by dropping into the main office or arranging a meeting.

    You can phone if you are not comfortable discussing the issue in person.

    You can write a letter highlighting your concerns either to the club manager-  Kate Murphy at haveringgymnastics@btinternet.com or our welfare officer Emily Keeler on haveringwelfare@gmail.com 

    If you wish you can send a letter anonymously highlighting your concerns – however, please be aware that it is sometimes more difficult to address the problem if we cannot contact the person who has reported it.

 

 

Please remember that these guidelines are for children as well as parents. It doesn’t matter who makes the report, or how old they are, everyone’s concerns are equally important and will be taken seriously.

 

 

The implications of this policy are effective immediately.

 

Gymnasts should not enter the gymnastics training area until all large equipment including bars, beams and vaults are securely in place. Gymnasts should be supervised during the moving of gymnastics equipment and apparatus

Gymnasts are only to be involved in the following activities.

 

Moving of small items of equipment:

Gymnasts of an appropriate age and size who have been properly instructed and are supervised may move the following:

 

• Floor level beams (at least 2 people)
• Box tops (at least 2 people)
• Springboards (at least 2 people)
• Safety mats/coaching blocks
• Small landing modules (2m by 3m size) (at least 2 people)
• Trampette (at least 2 people)
• Junior equipment including soft play items and remedial equipment kept

 

Floor area Gymnasts may clear the floor area of small items of equipment that has been used during the session.

 

The moving and replacing of individual floor mats should be carried out only as follows:

 

• Gymnasts may turn, roll and unroll mats under supervision.
• Beams may not be moved by gymnasts or helpers under the age of 18.
• Vaulting horses may not be moved by gymnasts or helpers under the age of 18.
• Asymmetric Bars may not be erected dismantled or moved by gymnasts or helpers under the age of 18. Before the second (bottom) bar is removed, all gymnasts must be a safe distance away from the bars by being on the floor area or outside the training area.

 

29 Gymnast Safety during Training

 

Condition and arrangement of equipment:

Coaches and gymnasts should ensure that sufficient and appropriate matting is provided for the activities of the gymnasts under their control. Coaches should check the equipment for safety prior to starting, regardless of whether another group of gymnasts has already been performing on the same equipment.

 

Safety matting should not be removed from set ups where gymnasts are working without prior consent from the coach in control of the gymnasts working on that apparatus. New set ups (those not previously used in our gym) must be agreed safe by the coach intending to use the set up and the Director of Gymnastics and Coaching.

 

Gymnasts must practice only the skills that they have been instructed to on the set up provided. If gymnasts require a different set up, they must ask the coach to help them to set this up. Coaching and Supervision Gymnasts should be supervised at all times whilst using the apparatus.

 

A Level 2 (or above) Coach to gymnast ratio of 1:16 must not be exceeded. For each Assistant Coach and additional 10 gymnasts are allowed. Coaches should ensure that they place themselves in a position that allows them to view all of the gymnasts under their control.

 

A Gymnastics class or training session cannot take place/continue unless a fully qualified Coach is present (Level 2 or above in the appropriate discipline). Gymnasts should not perform new skills on apparatus including the Floor and tumble without close supervision and/or spotting or without the appropriate preparation having been given prior to the attempt. Gymnasts may not use the Trampette for somersault practice without a coach to spot them on landing. Both gymnast and coach must be clear on which skill is being performed particularly in the case that the coach is required to spot or support the skill.

 

Coaches should be aware that coaching a complete move where the full weight of the gymnast is taken by the coach during the move is not always the best practice for gymnast or coach. Coaches should be prepared to move the gymnast back to a previous preparation if full support is consistently being required.

 

As part of our child protection policy, coaches are not permitted to accompany individual Gymnasts to the toilet or changing facilities at the Gymnastic Centre. The Gymnastics Club cannot take responsibility events that may occur in the toilet or changing facilities at the Gymnastic Centre when children leave the gym hall to use them, however, if a gymnast is gone for a length of time that is a cause for concern, an older gymnast may be sent to check on him/her or two coaches may attend the facility together.

 

30 Behaviour of Gymnasts

 

Gymnasts must adhere to the Club rules and policies with regard to their dress and conduct.

Gymnasts must not be allowed to run in the gym except as instructed as part of their training.

Gymnasts must not walk across any landing areas when the associated equipment is in use. This includes bars and beam landing areas. Gymnasts must not use any equipment without the express permission of a coach who agrees to supervise them.

 

Gymnasts should not indulge in rowdy or distracting behaviour. Gymnasts should not use the equipment for anything other than what the coach has instructed or their program dictates. Gymnasts should not perform skills whilst eating or drinking. Coaches are expected to take reasonable steps to ensure the behaviour of gymnasts is kept within the following guidelines by pointing out and identifying risks and reprimanding any unacceptable behaviour.

 

 

 

31 Health of Gymnasts

 

It is the parents and gymnast’s responsibility to alert the coaches to any injuries or illnesses that may affect their training. If a gymnast is showing signs of illness or complains of an injury, they should stop training until the coach is satisfied that it is safe for them to continue.

 

Gymnasts should not train when they are in pain or feel unwell, particularly in the case of: – Pain in the torso – Nausea or feeling sick – Breathing problems such as an asthma attack. In the case of an injury occurring in the gym, the appropriate guidelines for treatment and reporting must be followed carefully.

 

Any signs of illness or reported injury during training should be recorded in the Clubs incident book and include the outcome (e.g. gymnast felt unwell and sat out during one activity but then felt better and joined in with the rest of the class).

 

Gymnasts should be encouraged to drink regularly and often. The best way to ensure this is to send them to have drink before each time you move to another piece of apparatus or begin a new activity. Gymnasts are mostly children who do not understand unless we teach them the possible implications that certain activities may have on their immediate and future health.

 

It is our responsibility as coaches and parents to ensure that these children are given correct and sound instruction that will more likely result in a more perfect physical and psychological outcome than if they had not taken part in gymnastics, rather than the other way around.

 

31 Training and rehabilitation of injured gymnasts

 

In the case that a gymnast has sustained a serious* injury, either in or outside of the gym, the proper procedures must be followed with regard to his/her return to training. Depending on the severity and location of the injury, it may be possible for the gymnast to continue with some aspects of their training (e.g. conditioning other parts of the body) during the healing stage. Express written permission and the advice of a medical or health professional should be sought before the gymnast re-commences training of any kind.

 

A full risk assessment must be carried out which should be read, understood and signed by all parties, including the gymnast, coaches and parents. This risk assessment can be updated as the gymnast progresses with his/her recovery. Coaches, parents and the gymnast are required to adhere to the conditions and guidelines set out in the risk assessment. The gymnast and his/her parents are responsible for ensuring the any physiotherapy appointments are kept and that any advice / exercise programs for rehabilitation are followed and where necessary communicated to the coach. Resumption of full training may only occur with the express written consent of a physiotherapist or consultant who has been dealing with the gymnast’s injury and after.

 

 

 

A full physical assessment has been conducted by the Clubs Director of Gymnastics and Coaching. Re-introduction to full training should and must be gradual, with the gymnast beginning on the basic elements before progressing to the stage at which he/she had reached prior to injury. *Serious injury refers to: broken bones, ligaments or tendons or high-grade sprains.

 

 

Risk assessment for Participation in Gymnastics

 

A full risk assessment has been carried out on the risks involved in participation in Gymnastics at the Gymnastics Club. All coaches are supplied with a full copy of this risk assessment and must adhere to the measures of prevention/minimisation set out therein. A summary of the risk assessment is available to all members and parents on the club website and a full copy can also be viewed on request.

 

32 Safety of Coaches at the Gymnastics Club. Risk Assessment

 

All Coaches and assistants are required to read the risk assessment which outlines the do’s and don’ts with regard to their own physical safety. This risk assessment can be tailored for an individual where necessary, but the basics remain the same. Responsibility to self and other Coaches are responsible for their own safety with regard to safe conduct and practice in the gym. Coaches also have a responsibility toward each other and to all gymnasts and members in the gym. In order to promote the safety of the gymnasts themselves and to uphold the values of the club, Coaches should abide by the code of conduct for coaches and officials.

 

Safe Coaching Practice

 

In order to ensure that gymnasts benefit from the highest possible care in their gymnastics training, coaches should apply their Coach training when working with gymnasts. In addition to this, the club has many guidelines and information documents that can be accessed in order to help coaches ensure the safety of gymnasts and prevent injury. Self Employed Level 2 coaches should keep their membership of BG up to date. The club will advise twice for any lapsed qualification at least 6 weeks apart Coaches will maintain their own Public Liability Cover Any lapses after 2 warnings may result in a suspension of coaching

 

 

 

31 Safety of other members of the public in relation to the Gymnastics Club

 

Entering the Gymnasium.

 

No members of the public should enter the gymnastics area during a gymnastics training unless invited.

Should parents or members of the public wish to speak to a coach or gymnast, they may not come into the training area to do so. Parents and other members of the public may only speak to the coaches outside the Gymnasium, by the entrance or by approaching the desk before or after a training session.

 

Adopted 04/07/2017  

 

 

 

 

Policies

Safeguarding and Code of Conduct – For Coaches, Officials, Volunteers and Parents

 

 

 

29 Lines of Responsibility Reporting

This policy applies to activities and classes run by Havering Gymnastics Club.

Policy Statement

The policy of Havering Gymnastics Club is to provide and maintain safe and healthy working conditions for coaches,

volunteers and gymnasts as well as anyone involved in the use, moving, rigging or de-rigging of gymnastics

equipment. To this end, information, training and supervision is provided as necessary.

The allocation of safety related duties, the particular arrangements made to implement the policy and the way in

which the policy is to be monitored is set out below.

Coaching Responsibilities Welfare If a concern about a welfare issue arises a coach must not take it upon themselves to discuss anything with other coaches, gymnasts, parents or members of the public

 They must as soon as possible inform the Director of Coaching and the lead (or deputy) welfare officer of any concerns. They will in investigate and also have a duty to pass on information if a child or vulnerable adult is in any potential or immediate danger The Director of Coaching and Welfare Officers must also work with discretion and confidentiality and have an obligation to liaise with the RWO or Statutory Authorities in regards to potential or imminent danger to a child or vulnerable adult The Welfare Officers and any others responsible as lead safety officers and Director of Coaching will liaise to address any issues in the soonest appropriate time frame

 

Lines of responsibility within Havering Gymnastics Club:

Director of Coaching and Gymnastics Welfare Team

 

Qualified Coaches and Volunteers 18 years +

 

Other Coaches and Volunteers

 

30 Gymnasts and Parents

 

 

 

The Club follows the British Gymnastics Codes of Practice Health and Safety, Ethics & Equality and Child Protection.  These are available from the British Gymnastics website with this in mind all Coaches, Officials and Volunteers must observe the following:

 

 

 

30 Squad Gymnasts & Parent Guidelines

 

Training/Competition (Females):

 

    Gymnasts should wear a one-piece gymnastic leotard (not a swimsuit or a dance suit with narrow shoulder straps). Tracksuits and/or t-shirts may be worn during the warmup period but must be removed for the rest of the training session, as they constitute a danger to both the gymnast and the coach. Shorts and T shirts may also be worn.

    No jewellery whatsoever, including ear studs or body piercing adornments to be worn at any time during training or competition. This constitutes a safety hazard and British Gymnastics and their Insurers have made it a no-tolerance policy.

    Hair must be neatly tied up, out of the gymnast’s face.

    A Havering Club leotard must be worn for all competitions, which are supplied by the club.

    Hand guards, wristbands and chalk are the gymnast’s responsibility; these can be purchased from the club.

    Gymnasts are expected to attend every scheduled training session. Gymnasts are encouraged not to miss training except for serious reasons (illness, medical appointments etc). Gymnasts or Parents should inform their respective coach of any planned absence or holidays as soon as possible, as competitions are all year round. Their training is planned out for these competitions. One week away from the gym can set back training by anything up to a month.

    In the case of illness, a message should be left with the gym, prior to the start of the training session.

    Gymnasts with an injury may still attend training sessions and workaround this injury to ensure their flexibility and strength is kept up. A long period of time off can also affect the gymnast socially as well as physically. Please communicate with your child’s coach.

    Please ensure that your child’s coach is present, or expected, before you leave.

    Gymnasts should arrive a few minutes before the start of training for preparation or to go to the toilet. All gymnasts should attend the warmup. It is an essential part of the training that helps the prevention of injury.

 

 Gymnasts’ Code of Conduct

 

 

 

    If your problem cannot be sorted out this way and you wish to make a complaint please speak to or email Kate Murphy at haveringgymnastics@btinternet.com or our welfare officer Emily Keeler on haveringwelfare@gmail.com 

 

 

 

 

 

 

 

 

 

34 Risk Assessment for Participation on Gymnastics

 

This risk assessment applies to participation in gymnastics at recreational (general) and squad competitive level, unless stated otherwise herein.

 

 

 

The equipment is laid out both at podium level, equipment is checked regularly for wear and damage each session.

 

Documented equipment checks are carried out regularly with any defects being rectified within a reasonable timeframe.

 

Equipment deemed unsafe for use is taken out of use until it is repaired to full working order. It is the job and responsibility of the Club Coaches to erect and make safe the various items of equipment before it is used. Club Coaches know and understand the correct set up of equipment and are aware of the inherent dangers of faulty equipment or set ups.

 

The risk of injury caused by faulty equipment is therefore minimised to almost none by this process.

 

Recreational gymnastics is not considered to pose a particular risk, except in the case that the gymnasts are unsupervised. The Gymnastics Club maintains a sensible coach to gymnast ratio and this ratio is less in terms of gymnasts for younger children.

 

Gymnasts are not allowed to use the equipment if a qualified coach isn’t in overall control. If this rule is broken, the club reserve the right to exclude the gymnast from training. This rule is consistently re-enforced and made known to all gymnasts throughout all sessions.

 

Older recreational gymnasts and those who are involved in competitive training are at certain risk when they start performing inverted skills such as backflips, somersaults and dismounts from the beam and bars. These skills are first learnt using foam safety mats that are at least 30cm thick with adequate landing matting beneath and foam pits and with coach support. The coach must make the decision about when it is considered safe for the gymnast to attempt the move without assistance. At this stage, it is more likely for gymnasts to make a mistake and for this reason; adequate matting should continue to be used.

 

Risks associated with participation in gymnastics and the measures taken in the prevention/minimisation of these risks are described below.

 

Risk: Breaks, Minor or Major sprains to joints from landing badly.

Prevention / minimisation:

 

    Gymnasts are taught the correct landing technique from the very earliest stage of training.

    Adequate matting is used.

    Gymnasts are adequately warmed up each session.

    Gymnasts are taken through the correct progressions and can perform the pre-requisite skills prior to performing the skill being learned.

    Gymnasts are supported where necessary and until it is considered safe for the gymnast to attempt the skill without assistance.

    Gymnasts are spotted on all landings from somersaults and somersault dismounts on any apparatus until completely comfortable unaided.

    Gymnasts are supervised when using the equipment.

    Gymnasts are made aware of the dangers and how best to avoid them.

    Gymnasts must not practice skills that carry risk when they are too tired or when they are unwell or injured in any way.

 

These measures serve to minimise the risk of breaks and bad sprains to joints from landing badly, but they cannot remove the risk altogether.

 

Risk: Broken bones from falls from apparatus, such as to the wrists or arms.

Prevention / minimisation:

 

    Gymnasts are taught safe falling technique from the earliest stage of training.

    Adequate matting is used.

    Gymnasts do not use a piece of apparatus that is considered too high for their    ability or relative height.

    Gymnasts are taken through the correct progressions and can perform the pre-requisite skills prior to performing the skill being learned.

    Gymnasts are supported where necessary and until it is considered safe for the gymnast to attempt the skill without assistance.

    Gymnasts are spotted on all landing from somersaults and somersault dismounts on any apparatus.

    Gymnasts are supervised when using the equipment.

    Gymnasts are made aware of the dangers.

    Gymnasts must not practice skills that carry risk when they are too tired or when they are unwell or injured in any way.

 

These measures serve to minimise the risk of broken bones from falls from apparatus, but they cannot remove the risk altogether.

 

Dangerous Risk.

 

In rare cases there is always the danger of a broken neck or back, but this would normally only happen as a result of a move going badly wrong. The gymnast loosing special orientation or scaring (bailing) out of a move can cause it to go wrong. The latter is most dangerous and most difficult to anticipate. It is very unlikely that recreational gymnasts would ever be performing a skill with the speed and height to create sufficient impact forces to do such damage. Squad gymnasts as they advance are required to perform much harder and more dangerous skills.

 

Prevention/Minimisation:

 

    Recreational gymnasts are closely spotted during somersaults as their abilities justify close attention.

    All coaches involved in coaching somersaulting skills should have a full understanding of the inherent dangers to their gymnasts.

    Coaches must only work within their level of qualification unless supervised by a     more senior coach who is qualified to the level of the skill being practised.

    If a coach feels that he or she requires assistance, even though qualified to the level of the skill that is being practised, he or she must seek help.

    Coaches and gymnasts must not attempt anything that they are not comfortable with.

    Gymnasts must not practise skills that carry risk when they are too tired or when they are unwell or injured in any way. These measures serve to minimise the already small risk of broken neck or back from gymnastics, but they cannot remove the risk altogether.

 

Risk: General risk of injury including bruises, muscle strains, bad sprains, ligament damage and minor or major fractures due to element performance ‘going wrong’.

 

The risk of injury in gymnastics cannot be entirely removed.

 

Most injuries occur due to poor landings. Injuries more particularly occur during element performances that go wrong. The gymnast loosing special orientation or scaring (bailing) out of a move can often cause an element performance to go wrong. The latter is most dangerous and most difficult to anticipate.

 

The risk of severe injury due to element performances ‘going wrong’ is very small in recreational gymnastics as the level of skills that are taught mean that it is very unlikely that recreational gymnasts would ever be performing a skill with the speed and height to create sufficient impact forces to result in severe damage.

 

Squad gymnasts as they advance are required to perform much harder and more dangerous skills.

 

    A large amount of repetition of the skill is done with assistance or spotting before the gymnast is allowed to attempt it unaided.

    The gymnast must consistently show appropriate technique and confidence performing the element with assistance or spotting before attempting the element unaided.

    Coaches must only work within their level of qualification unless supervised by a more senior coach who is qualified to the level of the skill being practised.

    Gymnasts learning double somersaults are taught the progressions and then taken to another facility where they can practice the whole skill into a foam pit before they are allowed to perform the skill at the Gymnastics Club.

    Gymnasts returning to training after time off for any reason are re-introduced gradually, building up slowly and ensuring that fitness is regained before performing at the level at which they were previously working. These measures serve to minimise the general risk of injury due to element performances ‘going wrong’ but they cannot remove the risk altogether.

 

33 Procedures Risk:

 

Overuse Injuries.

 

All gymnasts can suffer overuse injuries, particularly prior to competitions. These are rarely serious, but they do need time to heal. Overuse injuries can affect any part of the anatomy, but in girls and general gymnastics they most commonly occur in the lower extremities, like the knees, and ankles.

 

Prevention/Minimisation:

 

    Gymnasts are adequately warmed up each session.

    Gymnasts must show that they have the strength, flexibility and fitness to perform the skill being learned.

    In recreational classes, the basic strengthening of vulnerable parts of the body is applied through the work on the Awards Schemes and other simple exercises that are performed as part of the warmup or during apparatus work.

    Overuse injuries are uncommon in recreational gymnastics because of the small amount of time that the gymnasts spend in the gym. However, these can affect their performance if they have been sustained as a result of other activities in which the gymnast participates more regularly.

    For those gymnasts participating for more than one hour per week, a conditioning program is followed as appropriate to the level and number of training hours of the gymnast. In particular, Lower Body workouts serve to strengthen the vulnerable parts of the body including stabilising joints by strengthening the muscle frameworks that support these joints. The program also includes exercises that promote gentle stretching of the muscles that are connected to the joints in order to maintain flexibility and full mobility as appropriate to gymnastics activity.

    Gymnasts are made aware of the dangers and the possible consequences of not regularly doing their conditioning and preparation properly.

    Gymnasts must build up their fitness through low-risk conditioning and preparation exercises in order to prepare their body for the demands that gymnastics will make upon it.

    Any discomfort reported by a gymnast during an activity is investigated and monitored accordingly. The activity may be ceased until the discomfort is resolved.

    Adequate matting is used and forgiving surfaces are used where appropriate, particularly when a great amount of repetition is required.

    Gymnasts are constantly reminded of the importance of correct landing techniques.

    Gymnasts must not continue training elements and in particular new elements when they are becoming fatigued. Coaches are aware of and understand the risks of training when tired and must recognise this before performance becomes impaired as such to present an additional risk of injury.

 

Risk: Permanent injury, minor or major.

 

Due to the speed of rotation, kinetic speed and height, any squad gymnast has the potential to be severely injured. There is always the danger of permanent injury. The types of injury that might be permanent are those to the neck and back that consequently affect the spinal cord. Another type of injury that could result in permanent damage is an injury to the head.  The risk of permanent injury such that affects the spinal cord or permanent damage resulting from an injury to the head is very small in recreational gymnastics. The risk is slightly increased for squad gymnasts as they advance due to the speed, height and difficulty of the skills that they may be performing

 

Prevention/Minimisation:

 

    Gymnasts are taken through the correct progressions and can perform the pre-requisite skills prior to performing the skill being learned.

    Adequate matting is used.

    A large amount of repetition of the skill is done with assistance or spotting before the gymnast is allowed to attempt it unaided.

    The gymnast must consistently show appropriate technique and confidence performing the element with assistance or spotting before attempting the element unaided.

    All coaches involved in coaching somersaulting skills are qualified to at least Club Coach Level and understand the inherent dangers to their gymnasts.

    Coaches must only work within their level of qualification unless supervised by a more senior coach who is qualified to the level of the skill being practised.

    If a coach feels that he or she requires assistance, even though qualified to the level of the skill that is being practised, he or she must seek help.

    Coaches and gymnasts must not attempt anything that they are not comfortable with.

    Gymnasts learning double somersaults are taught the progressions and then taken to another facility where they can practice the whole skill into a foam pit before they are allowed to perform the skill at the Gymnastics Club.

    Gymnasts are supervised when using the equipment.

    Gymnasts returning to training after time off for any reason are re-introduced gradually, building up slowly and ensuring that fitness is regained before performing at the level at which they were previously working. These measures serve to minimise the general risk of permanent injury major or minor, but they cannot remove the risk altogether.

 

Risk: Risk of injury resulting from faulty equipment.

 

This is considered minimal at the Gymnastics Club, but measures are still taken to further avoid the risk.

 

Prevention/Minimisation:

 

    The equipment is checked regularly for wear and damage each session, the equipment is checked to ensure it is correctly and safely erected.

    It is the job and responsibility of the Club Coaches to erect and make safe the various items of equipment before it is used.

    Club Coaches know and understand the correct set up of equipment and are aware of the inherent dangers of faulty equipment or set ups.

    All of the equipment used by the Gymnastics Club is of a high standard and is regularly checked, thus minimising risk in this area.

 

Risk: General risk of injury resulting from trip hazards in the gymnasium.

 

Due to the nature of any gymnasium layout there is always the risk of users tripping or falling around or over gymnastics equipment.

 

Prevention/Minimisation:

 

    Coaches know and understand the correct set up of equipment and are aware of the inherent dangers of placing equipment thoughtlessly.

    Gymnasts and coaches move around the gym in a controlled manner, with running only as part of the training.

    Items of equipment that are not in use are at the side of the gym out of the working area.

    Items of equipment are placed tidily around the gym, with particular care taken with regard to the placement of mats and items of equipment at floor level that are most likely to represent a trip hazard.

    Gymnasts are reminded regularly about the risk of tripping in the gymnasium.

    To avoid potential risk to non-members and the general public, no non-members are allowed in the gymnasium during gymnastics training or set up of gymnastics equipment.

 

35 Summary of the risk assessment

 

The main identified risks are:

 

    Minor or Major sprains to joints from landing badly.

    Broken bones from falls from apparatus, such as to the wrists or arms.

    Overuse Injuries.

    Permanent injury, minor or major.

    General risk of injury including bruises, muscle strains, bad sprains, ligament damage and minor or major fractures due to element performance ‘going wrong’.

    General risk of injury resulting from trip-hazards in the gymnasium. It is accepted and understood that the risks affecting Squad gymnasts are slightly but still significantly greater than the risks affecting recreational gymnasts.

 

The main risk areas are from inverted skills and the speed required to perform more advanced skills.

 

Accidents cannot themselves be completely avoided, though the risk of accidents occurring can be minimised through certain measures. The risk of injury occurring due to an accident can also be minimised through certain measures. Injuries that occur as a result of an element performance ‘going wrong’ are difficult to anticipate. The gymnast loosing special orientation or scaring (bailing) out of a move can often cause an element performance to go wrong. In summary, these are the measures in place to ensure the minimisation of the risk of accidents and injury at the Gymnastics Club:

 

    Ensuring gymnasts are adequately warmed up.

    Ensuring gymnasts are adequately supervised.

    Making gymnasts aware of the dangers.

    Ensuring that gymnasts are taught the correct landing technique from the very earliest stage of training.

    Ensuring that gymnasts are taught safe falling technique from the earliest stage of training.

    Ensuring that gymnasts do not use a piece of apparatus that is considered too high for their ability or relative height.

    Using adequate matting.

    Ensuring that gymnasts are taken through the correct progressions and can perform the pre-requisite skills prior to performing the skill being learned.

    Ensuring that a large amount of repetition of the skill is done with assistance or spotting before the gymnast is allowed to attempt it unaided.

    Ensuring that the gymnast consistently shows appropriate technique and confidence in performing the element with assistance or spotting before attempting the element unaided.

    Ensuring both coach AND gymnast agree when it is safe to attempt the skill with less assistance and finally none.

    Using adequate and appropriate spotting.

    Ensuring coaches are sufficiently qualified for the skills they are teaching

    Ensuring coaches only work within their level of qualification unless supervised by a more senior coach who is qualified to the level of the skill being practiced.

    Ensuring coaches seek assistance when they need it.

    Ensuring coaches and gymnasts do not attempt anything that they are not comfortable with.

    Ensuring that conditioning and preparation is carried out as appropriate to the age, ability and training hours of the gymnast in order to develop the strength and fitness required for the demands that gymnastics makes upon the body.

    Ensuring that gymnasts returning to training after time off for any reason are re-introduced gradually, building up slowly and ensuring that fitness is regained before performing at the level at which they were previously working.

    Ensuring gymnasts do not practice skills that carry risk when they are too tired or when they are unwell or injured in any way.

    Expecting and demanding a high level of discipline during training and classes.

    Expecting and demanding appropriate dress and compliance with the no tolerance policy on jewellery.

 

A long process is followed before a gymnast is allowed to perform skills unaided that carry a risk. For this reason, the dangers to gymnasts are minimised and safety remains high on the list of coach’s priorities.

 

The Gymnastics Club do not consider the level of sport at their facility is life threatening except where there may be a medical reason that coaches are not aware of. For this reason, parents have a legal obligation to ensure the coaches know of any such problem. The Gymnastics Club are not responsible for any such problem.

If there is a medical problem that is aggravated by this sport, parents must advise the Gymnastics Club staff and decide if the child should continue.

 

It is the parent’s decision in such cases, not that of the Gymnastics Club staff. The Gymnastics Club does not accept responsibility for injuries that occur as a result of a gymnast acting contrary to instruction, whether direct or implied. This includes incidents when a gymnast has performed or attempted to perform a skill before instruction has been given or against the instructions of the coach.  Gymnasts are all made aware of the gym rules and are constantly reminded of them. Gymnasts who are found to be breaking any rule may be excluded from the activity or dismissed from the class.

 

This document has not been prepared in order to alarm parents or coaches but is a requirement of Health and Safety rules and regulations. The risk assessment and its summary are regularly checked to ensure it is correct and complete. It is also checked by other members of the Gymnastics Club Team.  Any input into this document is checked and agreed by the undersigned.

 

K Murphy (Director of Gymnastics and Coaching)

Adopted 4/05/2017 by the Gymnastics Club 

 

 

Risk Assessment for Parents, Non-participating children and Members of the general public

 

This risk assessment applies to the actions of parents, non-participating children and members of the general public

 

The training sessions and classes are run on the Gymnasium at podium level. Risk can occur if members of the public, parents, and non-participating children enter the gym during training.

 

These risks are:

 

    Injury to the parent, non-participating child or member of the public due to inadequate awareness of the safety issues in the gym.

    Injury to the gymnasts as a result of distraction or inappropriate conduct of the parent, non-participating child or member of the public.

    Damage to the equipment.

    Violation of our child protection policy.

 

Prevention/Minimisation:

 

    No unauthorised person may enter the parts of the hall being used for gymnastics during training, classes or during rigging, de-rigging of the equipment.

    Parents may not enter the gymnastics training area during training unless expressly invited or in the event of an emergency.

    Non-participating gymnasts may not enter the gymnastics training area at any time whatsoever.

    Parents wishing to speak to a coach must do so by the desk and at times when the coach is not involved in teaching a class.

    Parents are prohibited from trying to attract the attention of gymnasts or coaches during the class unless it is a genuine emergency.

    During events when spectators attend, a specified spectator’s area is designated, and all spectators must stay in this area and not enter the gymnastics performing area (arena) unless in the event of an emergency. These measures are made clear through the relevant codes of conduct published by the Club. The Gymnastics Club do not accept responsibility for injuries that occur as a result of a parent, sibling or member of the general public acting contrary to instructions, whether direct or implied.

 

In the event of an incident occurring under these circumstances where a gymnast in the care of the Gymnastics Club or a coach is injured, the person who acted contrary to instructions will be held fully responsible.

 

This document has not been prepared in order to alarm parents or coaches but is a requirement of Health and Safety rules and regulations. The risk assessment and its summary are regularly checked to ensure it is correct and complete. It is also checked by other members of the Gymnastics Club Team, input into this document is checked and agreed by the undersigned.

 

Kate  Murphy (Director of Gymnastics and Coaching)

Adopted 4/07/2017  

 

Risk Assessment for Participation in Gymnastics. SUMMARY

 

 

 

Equipment is checked regularly for wear and damage each session; the equipment is checked to ensure it is correctly and safely erected. Documented equipment checks are carried out regularly with any defects being rectified within a reasonable timeframe. Equipment deemed unsafe for use is taken out of use until it is repaired to full working order.

 

It is the job and responsibility of the Club Coaches to erect and make safe the various items of equipment before it is used. Club Coaches know and understand the correct set up of equipment and are aware of the inherent dangers of faulty equipment or set ups.

 

The risk of injury caused by faulty equipment is therefore minimised to almost none by this process. Recreational gymnastics is not considered to pose a particular risk, except in the case that the gymnasts are unsupervised. the Gymnastics Club maintain a sensible coach to gymnast ratio and this ratio is less in terms of gymnasts for younger children.

 

Gymnasts are not allowed to use the equipment if a qualified coach does not supervise them. If this rule is broken, the club reserve the right to exclude the gymnast from training. This rule is consistently re-enforced and made known to all gymnasts throughout all sessions.

 

Older recreational gymnasts and those who are involved in competitive training are at certain risk when they start performing inverted skills such as backflips, somersaults and dismounts from the beam and bars. These skills are first learnt using foam safety mats that are at least 30cm thick with adequate landing matting beneath and with coach support. The coach must make the decision about when it is considered safe for the gymnast to attempt the move without assistance. At this stage, it is more likely for gymnasts to make a mistake and for this reason, adequate matting should continue to be used.

 

Risks associated with participation in gymnastics and the measures taken in the prevention/minimisation of these risks are described below.

 

35 Summary of the risk assessment:

 

Below is a summary of the detailed risk assessment. The full risk assessment is available on request.

 

The main identified risks are:

 

    Minor or Major sprains to joints from landing badly.

    Broken bones from falls from apparatus, such as to the wrists or arms.

    Overuse Injuries.

    Permanent injury, minor or major.

    General risk of injury including bruises, muscle strains, bad sprains, ligament damage and minor or major fractures due to element performance ‘going wrong’.

 

It is accepted and understood that the risks affecting competitive gymnasts are slightly but still significantly greater than the risks affecting recreational gymnasts. The main risk areas are from inverted skills and the speed required to perform more advanced skills.

 

Accidents cannot themselves be completely avoided, though the risk of accidents occurring can be minimised through certain measures. The risk of injury occurring due to an accident can also be minimised through certain measures. Injuries that occur as a result of an element performance ‘going wrong’ are difficult to anticipate. The gymnast loosing special orientation or scaring (bailing) out of a move can often cause an element performance to go wrong.

 

In summary, these are the measures in place to ensure the minimisation of the risk of accidents and injury at the Gymnastics Club:

 

    Ensuring both coach AND gymnast agree when it is safe to attempt the skill with less assistance and finally unaided.

    Using adequate and appropriate spotting techniques.

    Expecting and demanding a high level of discipline during training and classes.

    Expecting and demanding appropriate dress and compliance with the policy on jewellery.

 

A long process is followed before a gymnast is allowed to perform skills unaided that carry a risk. For this reason, the dangers to gymnasts are minimised and safety remains high on the list of the coach’s priorities.

 

The Gymnastics Club do not consider that the level of sport at their club is life threatening except where there may be a medical reason that coaches are not aware of. For this reason, parents have a legal obligation to ensure the coach know of any such problem.

 

The Gymnastics Club is not responsible for any such problem. If there is a medical problem that is aggravated by this sport, parents must advise the Gymnastics Club staff and decide if the child should continue. It is the parent’s decision in such cases, not that of the Gymnastics Club staff.

 

The Gymnastics Club do not accept responsibility for injuries that occur as a result of a gymnast acting contrary to instruction, whether direct or implied. This includes incidents when a gymnast has performed or attempted to perform a skill before instruction has been given or against the instructions of the coach. Gymnasts are all made aware of the gym rules and are constantly reminded of them. Gymnasts who are found to be breaking any rule may be excluded from the activity or dismissed from the class.

 

This document has not been prepared in order to alarm parents or coaches but is a requirement of Health and Safety rules and regulations. The risk assessment and its summary are regularly checked to ensure it is correct and complete. It is also checked other members of the Gymnastics Club Team.

 

Any input into this document is checked and agreed by the undersigned.

 

K Murphy (Director of Gymnastics and Coaching)

Adopted 4/05/2017 by the Gymnastics Club 

 

 

 

 

 Gymnastics Centre Health & Safety Policy

 

 

A Level 2 (or above) Coach to gymnast ratio of 1:16 must not be exceeded. For each Assistant Coach and additional 10 gymnasts are allowed. Coaches should ensure that they place themselves in a position that allows them to view all of the gymnasts under their control.

 

A Gymnastics class or training session cannot take place/continue unless a fully qualified Coach is present (Level 2 or above in the appropriate discipline). Gymnasts should not perform new skills on apparatus including the Floor and tumble without close supervision and/or spotting or without the appropriate preparation having been given prior to the attempt. Gymnasts may not use the Trampette for somersault practice without a coach to spot them on landing. Both gymnast and coach must be clear on which skill is being performed particularly in the case that the coach is required to spot or support the skill.

 

 

 

Adopted 01/03/2017 The Gymnastics Club 

 

 

 

 

 

35 Equal Opportunities and Inclusion Policy

The Gymnastics Club is committed to standards of conduct through the principals of

equity and good moral and ethical frameworks. All persons must respect the rights, dignity

and the worth of every human being. All individuals will be treated fairly and equally regardless

of gender, age, ethnic origin, religion, political persuasion or disability. Sexual and racial

harassment and discrimination are prohibited.

Children with special individual needs

Where necessary, a full risk assessment will be carried out before offering a place to a child

with a severe physical disability or learning impairment. It may not always be possible to

offer the class, but it is important that coaches recognise and support this policy and that

they are willing to adapt some aspects of their teaching if necessary and feasible. There

are some situations where it may be deemed unsafe for a particular individual to

participate. If it is deemed that participation of an individual will result in unnecessary risk

to that individual or to other participants or coaches and if this risk cannot be reasonably

managed, we may have to refuse to allow the individual to participate on grounds of

reasonable safety.

Coaches are expected to follow any guidelines that have been given for dealing with

individual children who have special needs. These may be as a result of a medical

condition, learning or physical disability. Coaches are fully informed on a need-to-know

basis of any children who have special requirements in their class. This information can

also be found on the child’s annual registration form.

The most frequently occurring needs to date within Havering Gymnastics Club have been to do

with asthma and respiratory problems, mild cardiac problems (e.g. heart murmurs), learning

difficulties, medical conditions affecting temperament, deafness or partial deafness.

Coaches cannot be expected to have full medical knowledge of the child’s condition but

should take into account how it may affect the child’s participation in the class and be

flexible accordingly.

It is the responsibility of the parent to inform the club if their child has any medical

condition, or disability and to make us aware of how this may affect his/her participation

and performance in a gymnastics class.

We strongly recommend that parents watch a few classes before enrolling a child with

special individual needs so that they themselves have an idea of what it involves.

 

36 OFFICIAL GRIEVANCE PROCEDURE

OF

Havering Gymnastics Club

1 INTRODUCTION

1.1 This grievance procedure is intended for use by any coach, volunteer or member or who

has a grievance regarding his/her work, working environment or working relationships, and?

wishes to have that grievance formally heard by the management of the company. The

grievance procedure enables coaches, volunteers or members to raise issues with the

management about their work or about the actions of the parents,

colleagues or coaches, that affect them. The company is committed to ensuring that

grievances are dealt with as quickly and as fairly as possible and that any proceedings are

kept confidential.

1.2 Coaches volunteers or members are encouraged to raise these issues informally as this

may solve the problem quickly and protect good working relations. However, if this informal

approach does not work, then the coach, volunteer or member must formally raise the

grievance.

2 INFORMAL PROCEDURE

Where possible, grievances and complaints should be dealt with informally by discussing the

matter with the coach, volunteer or member’s immediate superior, more specifically, the

coach in charge of the class, or the immediate coach to the group who may be able to resolve

the matter directly and quickly. If this is not possible, or if the problem is with that person, the

coach, volunteer or member should go to the next most senior person, Kate Murphy Director of Coaching. In this situation it is advisable for both the coach, volunteer or member and the

superior to keep a written note of the informal meeting.

3 STANDARD 3-STEP GRIEVANCE PROCEDURE

Where the grievance cannot be resolved informally, the matter should be dealt with under the

following standard statutory 3-step grievance procedure. The standard 3-step procedure will

apply in all cases where the coach, volunteer or member is still in the company. It will also apply in most cases where the coach, volunteer or member is no

longer in the company (but see paragraph 4 below) or where exemptions apply

(see paragraph 5 below):

3.1 STEP 1 – WRITTEN STATEMENT

The coach, volunteer or member must set down in writing the nature of the alleged

grievance and send the written complaint to the club Head Coach and/or Welfare Officer. If grievance is sensitive

and represents a Child Protection issue, then the letter must be sent or given to the Club’s

Welfare Officer. If the grievance is related to Child Welfare and needs to be dealt with in a

different way to steps 2 and 3 below, then the Welfare officer must inform all parties involved of

the procedure to be followed as necessary.

3.2 STEP 2 – MEETING

Within a reasonable time (normally within 5 working days) either Head Coach and/or Welfare Officer must invite the coach, volunteer or member to at least one meeting at which the

alleged grievances can be discussed. The coach, volunteer or member must explain what

The basis for the grievance is. The meeting should be at a reasonable time and location and

The coach, volunteer or member must take all reasonable steps to attend. The coach,

volunteer or member has a right to be accompanied by a colleague or coach, volunteer or

another representative. If the coach, volunteer or member or the companion is disabled the

company will take all reasonable steps to ensure that they have no problems participating

 

fully in the meeting. After the meeting either the Head Coach and/or Welfare Officer must inform

the coach volunteer or member about any decision in writing and offer the coach,

volunteer or member the right of appeal if the decision goes against him/her.

3.3 STEP 3 – APPEAL

If the coach, volunteer or member considers that the grievance has not been satisfactorily

resolved, he/she must inform either the Head Coach and/or Welfare Officer within 5 working

days that he/she wishes to appeal against the company’s decision or failure to make a

decision. either Head Coach and/or Welfare Officer

must arrange a meeting to discuss the

appeal within a reasonable time (normally within 7 working days) and the coach, volunteer

or members must take all reasonable steps to attend. If possible, a manager more senior than

either Head Coach and/or Welfare Officer will chair the appeal meeting, but if this is not

possible, all effort will be made to deal with the matter impartially. The coach, volunteer or

member has a right to be accompanied by a colleague or coach, volunteer or member

representative. After the meeting the coach, volunteer or member must be told of the

decision in writing, making it clear that it is final.

4 MODIFIED 2-STEP GRIEVANCE PROCEDURE

4.1 In general, the standard grievance procedure will apply even after the coach, volunteer or

a member has left the company’s employment. However, there is a shorter procedure that can

be used when the aggrieved coach, volunteer or member is no longer working for the

company and:

4.1.1 both parties agree in writing that it should apply; and

4.1.2 the company did not know about the grievance or the procedure was either not

started or was started but not completed before the coach, volunteer or member

left employment.

4.2 This modified procedure can also be used if it is not reasonably practicable for one or other

party to carry out the standard procedure e.g. if one of them has left the country for an

extended period, and both parties agree in writing that it should apply.

4.3 The modified 2-step grievance procedure is:

4.3.1 STEP 1 – WRITTEN STATEMENT

The ex-coach, volunteer or member sends a written statement of grievance to

his/her former company.

4.3.2 STEP 2 – WRITTEN RESPONSE

The company writes back to the ex-coach, volunteer or member giving his/her

response to the points raised.

5 WHEN PROCEDURES DO NOT APPLY

Situations in which the grievance procedures have not been complied with but are treated as

having been complied with are as follows:

5.1 where one party behaves in such a violent and unreasonable manner that the other party

could not be expected to sit down with them and go through the procedures;

5.2 where the coach, volunteer or member has left the employment before the grievance

procedure has commenced and it is not reasonably practicable for the coach, volunteer or

member to write a written statement of grievance;

 

5.3 where the coach, volunteer or member has reasonable grounds for believing that putting

his/her grievance in writing to the company would result in a significant threat to the

coach, volunteer or member or his/her property or some other person or their property;

5.4 where the grievance is of a ‘collective’ nature. The grievance is counted as collective if it is

raised by a recognised trade union or a workplace representative on behalf of two or more

coach, volunteer or members;

 

5.6 where it is not reasonably practicable for the coach volunteer or member to put his/her

grievance in writing to the company within a reasonable period, for example because the

company is a sole trader and is not available due to long-term illness; or

5.7 where there are circumstances in which it is just not possible to complete the procedures, for

example if one of the parties leaves the country or becomes seriously ill.

 

Explanations:

In the case of members under the

age of 18 years, this can also refer to the parent(s) or Guardian(s) of the member.

Coaches, volunteers or members under the age of 16 must be represented or accompanied by a

suitable adult at any meeting to discuss their grievance or grievance against them.

Coaches, volunteers or members between the ages of 16 and 18 may choose to be represented or

accompanied by a suitable adult at any meeting to discuss their grievance or any grievance

against them.

 

Communications Policy

Parents, Gymnasts, Coaches and Officials

These guidelines are to help avoid misunderstandings in communications between Parents,

Coaches and Gymnasts.

Coaches should avoid opening themselves up to criticism through the content of any text message

or email to parents or gymnasts.

Parents are advised to follow the same guidelines as coaches with regard to texting gymnasts other

than their own children.

The purpose of this policy is:

• To ensure that relationships between coaches and gymnasts remain professional.
• To protect gymnasts, coaches and parents from allegations of inappropriate conduct.
• To ensure that there are clear guidelines for parents, coaches and gymnasts with regard to

the use of text messaging and other messaging services.

Guidelines for appropriate communication:

• Coaches should not text gymnasts in their care for any reason, except for cases where the

express permission has been sought and given by the parent. Please communicate through

the parent.

• Parents and coaches should generally avoid calling or texting outside the hours

of 9am and 8pm. Exceptions to this would be:

o in an emergency where no other means of communication is possible.

o to confirm / check arrangements for the following morning, if there is no other way of getting this

information.

o to update about an injury where a child has gone to hospital and coach wishes to be kept

informed (thankfully very rare!)

o to inform of an unavoidable and unplanned absence the next morning.

• Parents should where possible address any concerns in person or by email, allowing

coaches to respond thoughtfully at a convenient time.

• Parents should be aware that coaches receiving communications from a parent or gymnast

regarding a concern or complaint may forward this communication to the head coach or club

welfare officer for advice on how to proceed.

• Please bear in mind that most of our coaches and officials have other jobs or occupations

and may not be able to respond immediately to your call or message.

• Coaches, parents and gymnasts alike should avoid making disparaging comments or

comments that could be perceived as such about the club, coaches or other gymnasts. This

applies to private text messaging as well as all social media and instant messaging services.

• Email addresses may be shown at the top of messages when the email is sent to a specific

group of parents. Parents of gymnasts in squads or involved in specific events are

encouraged to have contact in order to discuss arrangements.

 

• If you are given a telephone number of a coach this is for your personal use only. You may

not share this number with anyone else except with the express permission of the person

whose number it is.

• Havering Gymnastics Club, its coaches, volunteers and officials are not allowed to share the

telephone numbers of its members with other members or anyone else. Please do not ask

us for numbers of other parents as we cannot give them to you.

 

 

 

 Coaches, Officials and Volunteers

The use of social media is now a normal part of life for many people and it is used for entertainment,

communication and self-expression.

In addition to protecting children in the club, members of any club or organisation have a responsibility to the

organisation, its staff and officials, and other members to maintain a positive image of the organisation and this

extends to the use of social media publication.

The purpose of this policy is:

• To minimise the risk of the young people in our club from being exposed to material inappropriate for

their age via social media connected to the Club or its coaches.

• To ensure that relationships between coaches and gymnasts remain professional.
• To protect gymnasts, coaches and parents from allegations of inappropriate conduct.
• To ensure that there are clear guidelines for parents, coaches and gymnasts with regard to the use of

social media.

If you experience any contravention to this policy please let your head coach know as soon as possible, even if

you don’t think it is a problem. Most contraventions will be innocent and non-harmful but nonetheless we

would like to know.

 

 

Guidelines for appropriate use of social media:

Coaches and officials should avoid posting any remarks, photographs or video that could be

disparaging or embarrassing to the club, its staff or volunteers or members in any social media facility.

Please also avoid remarks that disparage or embarrass other clubs.

 Coaches and officials should never friend request gymnasts on Facebook or undertake a similar action

on other social media.

 Coaches and officials should never engage in online chat with gymnasts in any form and should not

engage in social chat via text message.

 Coaches and officials may accept a friend request from a gymnast on Facebook or other similar

network provided the any gymnasts are prevented from viewing the following:

o Your status updates, unless the particular update refers specifically and positively to gymnastics or

to the club.

o Photos of you partying, consuming alcohol, smoking or doing anything that would not be

appropriate for them to copy. You should set your photo album privacy so that your ‘gymnast’

groups cannot view.

o Posts that your friends put on your wall.

o Photos or Posts that you are tagged in, unless the post refers specifically and positively to

gymnastics or to the club.

It is recommended, though not statutory, that in order to avoid potential embarrassment, you apply the same

restrictions to parents of the gymnasts in your care.

• Coaches and officials should avoid chatting to gymnasts on the instant messenger facility on

Facebook or any other instant messaging service. If you receive a message about a training or

competition arrangement please reply to the gymnast’s parents, not the gymnast.

• Please note that if it comes to light, by whatever means that a gymnast has seen adult content

through a coaches or officials Facebook page, twitter or another social media account this will

have to be investigated and could lead to serious reprimands.

• Please ensure that your relationships with gymnasts in your care and their parents remain

professional. It is of course possible and acceptable to be friends with both gymnasts and parents,

especially those who train regularly or volunteer, but both parties should take care that this remains

beneficial to the gymnasts and the club. The overriding relationship must be a professional one.

Havering Gymnastics Club take the protection of young people from the unintentional exposure to

inappropriate materials online seriously. However, it is acknowledged that above all, it is the responsibility

of parents to monitor their children’s use of the internet and social media.

 

 

 

 

36   Review 8/5/21

ANTI-BULLYING POLICY 

Havering Gymnastic is fully committed to safeguarding and promoting the well-being of all our members. We believe it is important that participants, coaches, administrators and parents should, at all times, show respect and understanding for the safety and welfare of others. Therefore, we promote openness at all time and encourage everyone to share concerns or complaints that they may have about any aspect of the club with the Welfare Officer or Head Coach. Our Anti-Bullying Policy has been designed with our entire membership in mind, we recognise that an abuser may be from different groups within our organisation and that bullying can take different forms, such as, physical, psychological, racist, sexual, or aggressive verbal conduct. Through educating all our members to the symptoms that may indicate that a person may be the victim of a bully and understanding a typical victim and bully …. we will promote a zero tolerance on bullying. 

Havering Gymnastics will…. 

Create open environment at all times 

Provide adequate supervision at all training session and trips away 

 Encourage children to speak out and share any concerns with a person in charge, welfare officer or other responsible adult 

Take all signs of possible bullying seriously 

 Never condemn someone for “telling” 

 Have discussions with coaches, gymnasts and other club officials about bullying and why it matters. 

Make adults within the club aware of the signs and symptoms of bullying 

 

“All cases of bullying will be dealt with in accordance with the Bangor Gymnasts Complaints procedures” 

 

 

Code of Conduct – Gymnasts

 

    Please be ready for your session 5 minutes before you are due to start, having been to the toilet.

    If you are more than 10 minutes late you may not be able to join your class as the warmup would have already started.

    Have a drink with you for every session.

    Remove all jewellery, including earrings, necklaces, bracelets & rings. Please use your own earring tape. We do not provide this.

    Hair is to be tied back securely.

    Clothing: leotard and shorts for girls and boys. Or shorts and t-shirts. Hoodies are not permitted uniform to train in as they present a potential hazard. If you are not wearing suitable clothing, you will not be able to take part in your session.

    You are not permitted on any equipment until your coach has advised you to do so.

    Please listen to your coach at all times and follow their instructions.

    All members are expected to maintain a good standard of behaviour at all times and must treat all coaches & fellow gymnasts with respect. Should poor behaviour be displayed on a regular basis the coach will contact the parent / carer to ask that they are collected. Should this behaviour continue the participant will be asked to leave the club.

    Failure to attend your class on a regular basis without a valid reason and prior notification will result in losing your place.

    Any injuries that have occurred within the gym must be reported to a coach in order that the relevant accident forms are completed.

    Any discipline matters or concerns should be discussed with the gymnasts coach or alternatively with Theresa at a mutually convenient time.

    No food is to be consumed within the gym or taken up to the changing rooms.

    No eating during your session.

    No mobile phones in the gym. Please leave them at the desk or don’t bring them.

    All Members must adhere to the gym clubs Policies and Procedures which are located at the front desk.

 

 

Code of Conduct – Parents

 

    Should you wish to watch your child during their session; we must reiterate that you look through the window. Please do not open the gym doors.

    Please ensure that if you have other children with you that they do not climb or stand on the sofa or chairs.

    There is a table in the reception area with books & a few toys. Please put the items back after use.

    If food is eaten in the reception, please put all rubbish in the bin.

    Please do not enter the gym during the session. If you need to get a message to your child, ask the member of staff on the desk and they will ensure that your child is advised.

  All Fees are paid for 5 times 10 week terms All fees for any upcoming term are due at least one week before the term begins. If fees are not paid in full by week 3 of the term your child’s place may be given to someone on our waiting list

    If you are experiencing financial difficulties in paying your fees please contact Kate haveringgymnastics@btinternet.com

    Please email haveringgymnastics@btinternet.com if your child will be absent from class.

    Your gymnast will need to be ready for their session 5 minutes before their class starts having already been to the toilet and have a drink with them.

    Please allow plenty of time to gain entry through the door using their membership card. It is a Safety Requirement that all gymnasts are signed in.

    Please ensure all shoes are removed prior to entering the gym.

    Photography is not permitted at any time.

    It is not acceptable to be abusive or rude to any member of staff at any time. This will result in immediate cancellation of membership.

    Gymnasts must be collected on time. We are unable to let gymnasts leave the building without a suitable adult / parent collecting them. In order to safeguard our gymnasts, we are required to contact the Local Authority if your child is either collected regularly, or, more than 20 minutes late.  

 

 

Coaching Responsibilities Welfare
If a concern about a welfare issue arises a coach must not take it upon themselves to discuss anything with other coaches, gymnasts, parents or members of the public. They must as soon as possible inform the Director of Coaching and the lead (or deputy) welfare officer of any concerns. They will in investigate and also have a duty to pass on information if a child or vulnerable adult is in any potential or immediate danger The Director of Coaching and Welfare Officers must also work with discretion and confidentiality and have an obligation to liaise with the Statutory Authorities in regards to potential or imminent danger to a child or vulnerable adult The Welfare Officers and any others responsible as lead safety officers and Director of Coaching will liaise to address any issues in the soonest appropriate time frame

 K Murphy (Director of Gymnastics and Coaching)

Adopted 4/05/2017 by the Gymnastics Club 

 

 

35. The sessions run continuously throughout the year, including during half terms, bank holidays and summer holidays. The only break in sessions is over the Christmas period for two weeks.

 

 

 

 

 

 

 Coronavirus (COVID-19): risk assessment for children and adults at the Gymnastics Centre

 

36 HAVERING GYMNASTICS CENTRE

Assessment conducted  2020	Job title: Joint Head Coach and Covid Manager	Covered by this assessment: pupils, staff and other relevant individuals.
Date of assessment: 2/6/2020	[Updated] Review interval: in line with government updates

 

Related documents

Infection Control Policy, Ill Health and Infectious Disease Risk Assessment, First Aid Policy,  Business Continuity Plan, Supporting Pupils with Medical Conditions Policy, COSHH Policy, Administering Medication Policy, Pupil Confidentiality Policy, Staff and Volunteer Confidentiality Policy, Records Management Policy, Data Protection Policy, Security Policy, Behavioural Policy, Staff Code of Conduct.

 

Risk rating		Likelihood of occurrence
		Probable	Possible	Remote
Likely impact	Major Causes major physical injury, harm or ill-health.	High (H)	H	Medium (M)
	Severe Causes physical injury or illness requiring first aid.	H	M	Low (L)
	Minor Causes physical or emotional discomfort.	M	L	L

 

For the purpose of this risk assessment, we have used the term ‘coronavirus’ to refer to coronavirus disease 2019 (COVID-19). Schools need to ensure this risk assessment reflects local arrangements and should only close if they do not have enough participating pupils or staff to warrant the school remaining open.

Please note the term “parent” refers to any parent who is a key worker or is a parent or carer to a vulnerable child. Furthermore, the term “pupils” refers to those attending school – all other pupils should learn from home.

 

Area for concern	Risk rating prior to action H/M/L	Recommended controls	In place? Yes/No	By whom?	Deadline	Risk rating following action H/M/L
Awareness of policies and procedures	H	●        All staff, pupils and volunteers are aware of all relevant policies and procedures including, but not limited to, the following: –       Health and Safety Policy –       Infection Control Policy –       First Aid Policy ●        All staff have regard to all relevant guidance and legislation including, but not limited to, the following: –       The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013 –       The Health Protection (Notification) Regulations 2010 –       Public Health England (PHE) (2017) ‘Health protection in schools and other childcare facilities’ –       DfE and PHE (2020) ‘COVID-19: guidance for educational settings’ ●        The relevant staff receive any necessary training that helps minimise the spread of infection, e.g. infection control training. ●        The school keeps up to date with advice issued by, but not limited to, the following: –       DfE –       NHS –       Department of Health and Social Care –       PHE –       The Gym’s local health protection Officer (HPO) ●        Staff are made aware of the Gyms infection control procedures in relation to coronavirus via email. ●        Parents are made aware of the Gym’s infection control procedures in relation to coronavirus via Telephone, Email and social media – they are informed that they must contact the gym as soon as possible if they believe their child has been exposed to coronavirus. ●        Pupils are made aware of the gym’s infection control procedures in relation to coronavirus via an initial meeting on their first session and are informed that they must tell a member of staff if they begin to feel unwell. ●        The Staff and Volunteer Confidentiality Policy and Pupil Confidentiality Policy are followed at all times – this includes withholding the names of staff, volunteers and pupils with either confirmed or suspected cases of coronavirus.	Y	Head Coach	1/6/2020	L
Good hygiene practice		●        Posters are displayed throughout the gym reminding pupils to wash their hands or use alcohol sanitiser e.g. before entering and leaving the gym. ●        Pupils when washing their hands with soap for no less than 20 seconds.  ●        Additional alcohol-based sanitiser (that contains no less than 60 percent alcohol) is provided for use where social distancing cannot be adhered to. ●        Infection control procedures are adhered to as much as possible in accordance with the DfE and PHE’s guidance. ●        Sufficient amounts of soap (or hand sanitiser where applicable), clean water, paper towels and waste disposal bins are supplied in all toilets and kitchen areas. ●        Bar soap is not used, in line with the Infection Control Policy – liquid soap dispensers are installed and used instead. ●        Pupils are supervised by staff when washing their hands to ensure it is done correctly, where necessary. ●        Pupils do not share cutlery, cups or food. ●        All utensils are thoroughly cleaned before and after use. ●        Cleaners are used by the gym to carry out daily, thorough cleaning that follows national guidance and is compliant with the COSHH Policy and the Health and Safety Policy. ●        The SBM arranges enhanced cleaning to be undertaken where required – advice about enhanced cleaning protocols is sought from the local HTP.	Y	HC	1.6.20	L
Ill health		●        Staff are informed of the symptoms of possible coronavirus infection, e.g. a cough, difficulty in breathing and high temperature, and are kept up to date with national guidance about the signs, symptoms and transmission of coronavirus. ●        Any pupil who displays signs of being unwell is immediately referred to the Designated First Aider. ●        Where the DFA is unavailable, staff act in line with the Infection Control Policy and ensure that any unwell pupils are moved to an empty room whilst they wait for their parent to collect them. ●        Pupils displaying symptoms of coronavirus do not come in to contact with other pupils and as few staff as possible, whilst still ensuring the pupil is safe. ●        The relevant member of staff calls for emergency assistance immediately if the pupil’s symptoms worsen. ●        The parents of an unwell pupil are informed as soon as possible of the situation by a relevant member of staff. ●        Where contact with a pupil’s parents cannot be made, appropriate procedures are followed in accordance with those outlined in governmental guidance and the Infection Control Policy. ●        Unwell pupils who are waiting to go home are kept in an area where they can be at least two metres away from others. ●        Areas used by unwell pupils who need to go home are thoroughly cleaned once vacated. ●        If unwell pupils are waiting to go home, they are instructed to use different toilets to the rest of the school to minimise the spread of infection. ●        Parents are advised to contact 999 if their child becomes seriously ill or their life is at risk. ●        Any medication given to ease the unwell individual’s symptoms, e.g. paracetamol, is administered in accordance with the Administering Medications Policy.	Y	Head Coach	1/6/2020	M
Spread of infection		●        Spillages of bodily fluids, e.g. respiratory and nasal discharges, are cleaned up immediately in line with the Infection Control Policy, using PPE at all times. ●        Pupils are instructed to cough or sneeze into their elbow and use a tissue to cover their mouths where possible, disposing of the tissue in waste disposal units. ●        Pupils clean their hands after they have coughed or sneezed. ●        Parents are informed via letter not to bring their children to school or on the school premises if they show signs of being unwell and believe they have been exposed to coronavirus. ●        Children who have displayed symptoms of coronavirus must self-isolate for 14 days before returning to school. Pupils queue 2 metres apart at entrances and exits to avoid risks of transmission. ●
Management of infectious diseases		●        Staff are vigilant, and report concerns about a pupil’s symptoms to the Designated First Aider. ●        The Gym is consistent in its approach to the management of suspected and confirmed cases of coronavirus. ●        Social distancing measures are implemented as much as possible and PPE is worn where possible. ●        The SBM monitors the cleaning standards of school cleaning contractors and discusses any additional measures required with regards to managing the spread of coronavirus.	Y	Head Coach	1/6/2020	M
Communication		●        The school nurse reports immediately to the head coach about any cases of suspected coronavirus, even if they are unsure. ●        The head coach contacts the local HPT immediately about any suspected cases of coronavirus, even if they are unsure, and discusses if any further action needs to be taken. ●        The Gym puts into place any actions or precautions advised by their local HPT. ●        Gyms contact their local HPT for specific recommendations for their Gym ●        The Gym keep pupils and parents adequately updated about any changes to infection control procedures as necessary.
[Updated] Disruption to the running of competitions		●        All competitions or badge days for 2020 are cancelled.	Y	Head Coach	1/6/2020	L
[New] Partial school closure		●        The gym communicates with parents via letter or email regarding any updates to school procedures which are affected by the coronavirus pandemic. ●        Pupils continuing training at the Gym are informed of social distancing rules and how to maintain good levels of personal hygiene. ●        Pupils continuing training at the gym are seated at least two metres away from their peers where possible. ●        The Behavioural Policy and Staff Code of Conduct are adhered to at all times, even while working remotely. ●        The school manages the use of parents’ and pupils’ contact details in line with the Data Protection Policy and Records Management Policy,
Vacant premises		●        Access to the gym is restricted – additional security is arranged and put in place in line with the Security Policy. ●        The head coach and covid manager remain on-call in case of an emergency or if access to the gym is required. . ●        Valuable gym property and equipment is identified, and reasonable measures are in place to ensure security. ●        The covid manager ensures the gym premises is safe to return to before gym activity resumes. ●        Any hazards are reported to the head coach as soon as possible and issues are resolved prior to gym returning to usual business. ●        The head coach ensures the gym reopens only when it is safe and advisable to do so, in line with local and national advice.	Y	Head Coach	1/6/2020	L
Emergencies		●        All pupils’ emergency contact details are up to date, including alternative emergency contact details, where required. ●        Pupils’ parents are contacted as soon as practicable in the event of an emergency. ●        Pupils’ alternative contacts are called where their primary emergency contact cannot be contacted. ●        The gym has an up to date First Aid Policy in place which outlines the management of medical emergencies – medical emergencies are managed in line with this policy.

 

                                                                                                                                       

 

 

                      GYMNASTICS Club Risk Assessment – COVID-19

 

Assessment                                                                         Date – 22nd July 2020 

Position –  Director and Covid Manager (CM)

 

What are the hazards?	Who might be harmed and how?	What are you already doing to control the risks?	What further action do you need to take to control the risks for Covid-19?	Who needs to carry out the action?	When is the action needed by?	Action Completed?
Entering and Exiting the premises	Staff and customers may suffer serious injury by being struck by a motor vehicle, trip or slip over objects, such as curbs, block paving, wet surfaces or objects.	–          Designated parking area. –          Pathways leading from the car park to the main building. –          Street lamps –          Constant visual checks of surface condition. –          Hedge rows and grass surfaces maintained on a regular basis.	–          Reduce the number of attendances per hour. –          Put additional signage up to direct members. –          Doors will be left open on arrival to avoid multiple contact to handles. –         Social distancing markers will be placed on the pathway leading into the building. –         Different Entry and Exit locations.	Covid Manager	25/7/20	22/7/20
Return to training	Control & understanding of all risks associated with returning to the training environment for all. These include death or serious ill health for an infected person, and the possibility of Infecting / transmitting the virus to other gymnasts or staff	–         All staff, gymnasts and associated support team to be aware of the risks involved. –          A Staff member  who is returning to the training environment from isolation due to suspected or confirmed cases of COVID-19 or other COVID-19 related reasons should be medically assessed prior to return. –         Gymnasts who are returning to the training environment from isolation due to suspected or confirmed cases of COVID-19 or other COVID-19 related reasons must do so under the direction of a physician/medical officer, familiar with the emerging evidence related to post- COVID-19 pathology and following the most up to date return to training steps.	–         H&S Officer to place posters around facility to keep members up to date on what they need to do to adhere to the social distancing. –          H&S Officer to provide regular updates to users changes and what they need to do when coming to the gym for training. –          No use of changing facilities by Gymnasts and coaches. They are to arrive ready dressed to allow for a quick entry and exit to their session. –         Contactless registers and personal data updates done via a staff member. This is in line with the track and trace guidelines in the event of an outbreak	CM	25/7/20	22/7/20
Suspected Cases of a person being unwell with COVID-19 in the training centre – Note this is for persons who are too unwell to go home immediately.	Members and Staff, these include death or serious ill health for an infected person, and the possibility of Infecting / transmitting the virus to other members or staff	–          Unwell person(s) to be removed to an area which is away from other people. If possible, find a room or area where they can be isolated behind a closed door, such as a meeting room/first aid room. If it is possible. –          Open a window for ventilation. –          Room to be thoroughly cleaned afterwards. –          Employees who are well but who have a sick family member at home with COVID-19 should notify their manager and follow the Governments guidance on self-isolation.	–         Have a clear procedure in place for the control of all staff/gymnasts who may display symptoms. –         All senior staff & first aiders are fully up to date with procedures to deal with any person displaying COVID 19 symptoms. –          Any staff /gymnasts who have a sick family member MUST NOT attend and make sure they notify a manager. –         Any cleaning of areas where the person displaying symptoms of Covid-19 should be cleaned in accordance with guidelines published as https://www.gov.uk/government/publication s/covid-19-decontaminatio…caresettings/covid-19-decontamination-in-nonhealthcare-settings	CM	25/7/20	22/7/20
Vulnerable and high-risk staff or member	Any Staff or Member deemed vulnerable or high risk or with those who come from a household with high risk within. Interacting within the gym environment could increase the risk of death or serious harm to that person.	–          Vulnerable members of staff deemed ‘clinically extremely vulnerable’ should continue to follow government advice. This currently includes maintaining ‘shielding’ and therefore, should not return to organised training outside of the home.	–         Ensure that staff and Members fill in and update all medical records –         Ongoing health monitoring & all relevant details to be held on file by the club.	CM	25/7/20	22/7/20
W/C areas and hand sanitizing	Members and Staff, these include death or serious ill health for an infected person, and the possibility of Infecting / transmitting the virus to other members or staff	–          All toilets are in use with antiseptic soap and wash stations. –          Automatic hand dryers	–          Only the individual disabled W/C  will be in use. This will maintain strict social distancing and enable all surfaces and touch areas to be cleaned more frequent and efficiently. –          Each staff member will be equipped with antiseptic sanitising gel at all times. This will be used multiple times at any point before or during a session –          Sanitising gel stations are set up on entry and exit to the buildings –          Staff  will not use the same W/C  as our members. –          Signage and posters are on display in reception and throughout the buildings encouraging hand washing / sanitising.	CM	25/7/20	22/7/20
Cleaning	Members and Staff, these include death or serious ill health for an infected person, and the possibility of Infecting / transmitting the virus to other members or staff	–          Frequently cleaning and disinfecting objects and surfaces that are touched regularly particularly in areas of high use such as door handles, light switches, reception area using appropriate cleaning products and methods. –          All gymnastics area surfaces are cleaned and disinfected daily.	–          Rigorous checks will be carried out by managers to ensure that the necessary procedures are being followed. –          All Staff have been given additional training on steps and procedures in cleaning and sanitising all high traffic and touch areas. –          Any hand touched gymnastics equipment will be wiped or sprayed down with quality approved disinfectant. –          We have allocated time during each session to complete this cleaning pattern on every group change of apparatus or activity or at any point a coach feels it is necessary to do so.	CM	25/7/20	22/7/20
First Aid	Contact with someone with the virus could lead to death or serious ill health There is also a risk of Infecting / transmitting the virus to other staff or member.	–          First aiders to familiarise themselves with the symptoms of COVID-19. –          First aid equipment to be checked and additional gloves and sanitizer to be made available. –          First aiders to try and maintain social distancing measures throughout the treatment. –           Where treatment of an injured person doesn’t allow this in an emergency, ( example, an accident, fire, or break-in) people do not have to stay 2m apart if it would be unsafe.	–          Any persons involved in the provision of first aid being given to others should pay particular attention to sanitation measures immediately afterwards, including washing hands. –          Standard PPE for any treatment given will require the first aider to be wearing a mask covering and surgical gloves as minimum. This will enable safer practice and protection for the staff and member when we may have to break the social distancing rule. –          Full accident report form will need to be filled out immediately and signed by the parent / guardian on collection or at the point of first contact with that person.	CM	25/7/20	22/7/20
Social distancing	Not maintaining social distancing will increase the chance of contact with someone with the virus. This could lead to death or serious ill health There is also a risk of Infecting / transmitting the virus to other staff or member	–          Social distancing will continue to be the expectation at all times. –          All members and staff should adhere to government rules on social distancing when travelling to and from the training venue and should not come within the 2m social distancing range of anyone outside their household whilst travelling to and from training. –          Staff and members to be reminded on a daily basis of the importance of social distancing both in the premises and outside of it.	–          Provide 2 metre markings to in main gyms, small studios and access or exit routes. –          Staff must ensure that there is no swapping between designated groups unless strictly required to by management. This will allow us to track and trace any member or staff to a time day and date in the event of anyone contracting Covid-19. –          Additional signage and posters have been position around the building.			22/7/20

 

 

 

Guidance and FAQs: Gyms Re-opening

 

1 June 2020

 

Please find below guidance and FAQs related only to staffing matters and gyms re-opening proposals.

 

On general matters related to COVID-19,gyms should follow Government advice on implementing protective measures in education and childcare settings  and  advice on staying alert and safe social distancing.  Gym centres should contact their national governing body for advice

 

We are in an unprecedented situation and this HR advice is based on the information available, which is limited in some areas, and our professional judgements.

 

Staff attending the workplace

 

As part of their reopening plans and Health & Safety Risk Assessments, gym will need to assess the number of staff required and available to be in the gym.  The availability of staff will be a significant factor in the level and amount of provision that gyms can deliver.

 

Set out below is a summary of the advice on who can and cannot attend the workplace.  Gyms will need to ascertain the position of each member of staff to feed into their plans and we have produced a declaration form for this purpose should you wish to use it.   When considering whether individuals can/should attend, gyms should not apply a blanket approach and will need to consider and where necessary risk assess, the specific circumstance of individual members of staff.  A reasonable and pragmatic approach will need to be taken – where staff cannot attend, they should wherever possible work from home

 

.  

 

 

Staff with confirmed Covid-19 Virus	Must NOT attend work	They must self-isolate until they are well	Employees should obtain an isolation note and should be asked to submit a copy to the gym.  This should be kept on the personal file.    Staff should notify the gym when they are fit to work.
Staff showing symptoms of Covid-19 https://www.nhs.uk/conditions/coronavirus-covid-19/self-isolation-advice/	Must NOT attend work	They must self-isolate for at least 7 days and then in line with NHS advice	If they cannot work from home, they should obtain an isolation note and submit a copy to the gym.  This should be kept on the personal file.   Once the staff member has completed the recommended period of self-isolation they will be returning to work unless it is confirmed that they have contracted the virus.   All are eligible to be tested for the virus if they have symptoms and should be tested where possible.
Staff living with someone who is showing symptoms of coronavirus	Must NOT attend work	They must self-isolate for at least 14 days and then in line with NHS advice
Staff who fall into the extremely vulnerable group and have received a shielding letter from the NHS Link: shielding	Should NOT attend work	The guidance on shielding has changed from 1 June 2020, meaning that clinically extremely vulnerable people can now leave the house under certain conditions, including under certain conditions, going to work.  However, the gym guidance still states that “If a staff member is clinically extremely vulnerable, they are advised not to attend the setting.”	Where possible provide the gym with a copy of their shielding letter (if not already received).
Staff in the third trimester of pregnancy	Should NOT attend work			As above until maternity leave commences in line with normal maternity provisions.

 

Staff in the clinically vulnerable group (but not extremely vulnerable as above):   ·         Are aged 70+ ·         Have underlying health issues, as listed by the Government ·         are in 1st or 2nd trimester of pregnancy	If they cannot work from home, they should be offered the safest available on-site roles.	They should stay 2 metres away from others wherever possible, although the individual may choose to take on a role that does not allow for this distance if they prefer to do so.   If they have to spend time within 2 metres of other people, settings must be carefully assessed, and a discussion should take place with the staff member about whether this involves an acceptable level of risk.  We recommend such discussions/assessments are recorded in writing.   Gyms should think about the specific roles/contexts available for individuals to work in.  For example, roles not in the training Area can socially distance more easily Some age groups will be better able to apply social distancing.
Staff living with someone in the extremely clinically vulnerable group	Should ATTEND WORK ONLY IF STRINGENT SOCIAL DISTANCING measures can be adhered to guidance-on-shielding-and-protecting-extremely-vulnerable-persons	The Gym should think about the specific roles/contexts available for individuals to work in.  For example, roles not in the Gym Area can socially distance more easily and in classrooms, some age groups will be better able to apply social distancing.   Where stringent social distancing is not possible, gyms should not require staff to attend and staff in this group should work from home wherever possible.
Staff living with someone in the clinically vulnerable group (but not extremely vulnerable)	Should ATTEND WORK   Assess each case	“normal” measures as for all staff.
Staff living with front line NHS workers	Should ATTEND WORK Assess each case	“normal” measures as for all staff.
Staff with children	Should ATTEND WORK unless no viable childcare provision is available.   Gym staff are essential workers and should use their entitlement to early years/nursery/childcare/childminders.   Assess each case	Gyms should explore all available options such as flexible working, working from home, annual leave etc. for those that have private childcare   In cases where children have two parents, especially where one is a critical worker, the family is expected to manage their arrangements to enable the critical worker to work where required.   Come to work as usual unless self-isolating .	Normal work and working from home if possible
Staff looking after elderly relatives	Unless in the same household and extremely vulnerable (see above) should ATTEND WORK   Assess each case	“normal” measures as for all staff.
Staff who returned from long term sick during lockdown	Should ATTEND WORK   Assess each case	Where staff returned during lockdown, they declared themselves fit to work and should attend as required.  If staff become unfit to work, they must follow normal sickness absence reporting and certification requirements.   Where such staff are on, or might otherwise have had a phased return, it will be necessary to review their position and adjust their working accordingly.   The phasing may be able to be managed by a mix of attendance and working from home.
Staff who indicate they are too anxious /concerned to attend	Should ATTEND WORK unless covered by a doctor’s Fit Note.	This is an anxious time for everyone, and resilience and robustness will be tested.  Effective communication will be key.  Staff will need to discuss their specific anxieties with their line manager and gyms will need to do what they can to support and reassure staff.  An important part of this will be involving them in preparations, Health & Safety Risk Assessments and measures.    In some cases, staff will not have a fit note, but their mental wellbeing may be a significant cause for concern.  In such cases appropriate advice should be taken from the GP/Occupational Health.   Otherwise, someone who does not fall into one of the other specific categories, which permits them not to attend, should attend work and refusal to do so will mean they are on unauthorised, unpaid leave.

                                          

 

 FAQ

 

1.	Can staff be asked to undertake different roles?	Yes.  Flexibility is essential at this time and staff may need to be re-deployed to meet needs.  Any temporary re-assignment of roles/tasks must be within the area of competence of the individual.
2.	Can Coaching Assistants cover classes?	Yes.  The Government has confirmed that assistants can cover classes under the supervision of a coach, where insufficient coaches are available.   Gyms will need to assess, as part of their overall Health & Safety Risk Assessment, what activities the groups of children will be undertaking and the skills and competencies of the staff available.
3.	Can we change working patterns of staff to meet needs?	Yes.  It may be necessary and would be reasonable to temporarily adjust working times and this will be part of the planning you discuss and agree with staff to enable provision to be delivered.  Gyms will have to take individual circumstances into account and ensure staff get appropriate breaks, but it is expected that staff will co-operate with reasonable adjustments.
4.	Are staff still able to work one-one with pupils?	Yes.  Clearly the practicalities of this will form part of the Health & Safety Risk Assessment the gym will undertake, considering social distancing, available accommodation and any particular risk factors for the individuals involved (staff and pupils).
5.	Can we use agency/supply staff/casual staff?	Yes.  Gyms will need to access whatever resources they can/need in order to deliver provision.  In light of guidance about minimising the circulation of staff (i.e. assigning specific staff to one groups of pupils), The gym will want to discuss with agencies/casuals:   ·         A regular consistent commitment to cover a particular group and period
6.	Can we recall foreign nationals who returned to their home country?	Yes.  You should recall them asap to give them time to make necessary arrangements (e.g. book flights).  Bear in mind that there are indications from the Government that those coming from abroad will have to self-isolate for 14 days so will not be available to attend work immediately upon their return.   Staff from overseas who have immigration concerns should follow government guidance about visas and immigration.  Extensions are being granted for those whose visa expires up to 31 May 2020.
7.	We have staff with second jobs, can they still come into the gym?	Yes.  The specifics of each case must be looked at and adjustments made as necessary.   For example, gyms would not want someone coming straight from another workplace into the gym without an opportunity to wash thoroughly and change their clothes.
8.	What happens if a member of staff or pupil attending the gym develops symptoms?	In line with Government Guidance the individual should be isolated and go home.  Staff and pupils are eligible for testing if displaying symptoms and should access a test.   Where the child, young person or staff member tests positive, the rest of their group within their childcare or education setting should be sent home and advised to self-isolate for 14 days. The other household members of that wider class or group do not need to self-isolate unless the child, young person or staff member they live with in that group subsequently develops symptoms.
9.	Is the gym liable if a member of staff contracts Covid-19 from a pupil?	Obviously, the priority in considering opening gyms, is to put in place all possible measures, including Health & Safety Risk Assessments to minimise the risk of infection.  There are no guarantees, gyms can simply do their best to follow the guidance available and as above consider the circumstances and risks in respect of individual staff.   Plans will include, in line with Government Guidance, steps to be taken if a pupil or member of staff shows signs of symptoms or tests positive (in the latter case, all the students and staff in their group should go into isolation for 14 days).   In most cases, someone who contracts the virus will be off sick then get well and return to work.  In the regrettable case of a death as a result of the virus, this may lead to a claim (through your insurers).  It is impossible to determine the outcome, but the gyms written Health & Safety Risk Assessment and plans will be key important factors.   In addition, there is concern about potential action by staff and the Trade Unions for example for breaches of duty of care and if a detriment is suffered as a result of refusing to attend a perceived unsafe workplace. This is clearly an unprecedented set of circumstances and we are not in a position to provide any certainty around such claims where gyms are acting on instructions to open.  All we can say is that the general duty upon employers is to take all reasonable measures, following the guidance.
10.	What do we say if staff want to wear PPE?	The Government guidance is that PPE is not recommended in the gym.  The guidance says that: changing habits, cleaning and hygiene are effective measures in controlling the spread of the virus and that the staff in education settings will not require PPE, even if they are not always able to maintain a distance of 2 metres from others, other than in a very small number of cases i.e. where care of a child normally requires PPE (e.g. as they require intimate care) and where a member of staff is looking after a child displaying symptoms while they are waiting to leave the premises.   There should be a conversation about why they think it is necessary – it may be a psychological comfort factor for them rather than a rationale response but there may be specific other reasons which need exploring.  The gym will need to seek to mitigate their concerns and reach agreement with reference to the guidance and risk assessment.  Ultimately if they insist, and the gym considers it inappropriate, the only option will be to say they cannot attend work, but this should be a last resort.  If you do agree to someone wearing a face covering, then it would need to be communicated to students and parents that it is an individual’s choice and that is not required under the gyms risk assessment.
11.	Are coaches still entitled to PPA time?	PPA remains a contractual entitlement but we would expect teachers and gyms to take a pragmatic view.  It is unlikely that there will be a necessity for the full normal range of planning, preparation and assessment and in some cases,  staff will not have a full “teaching” timetable, such that PPA can be undertaken in non-contact time (working from home).   Where a coach is reverting to a full teaching timetable, gyms should be providing them with non-contact time to plan, prepare and assess as required.
12.	We are recruiting new staff – can we invite them in for an interview if we observe social distancing?	This is a matter for the gym but our advice is that it is not appropriate to invite candidates into the gym for interview, and certainly not to show perspective candidates around the gym, given that general societal rules still apply – that people should not be meeting up with other people outside their household or going to other people’s “houses” even if 2-metre rule can be applied.  We would think it particularly important for gyms to minimise non-essential people entering the premises – they are not public spaces like shops where it is essential for people to physically go.   One of the main elements missing from remote (telephone/video) interviewing is the ability to see candidates’ coach, but even if a face to face interview were held, candidates could not be put in front of pupils to see them teach so there is no particular gain.
13.	Can we have staff meetings?	Gyms should take a pragmatic view, bearing in mind the general advice that social contact should be kept to a minimum.  It is generally advised to avoid gathering groups of staff physically together wherever possible and particularly whole staff gatherings should be avoided.    Meetings should wherever possible be held remotely, bearing in mind also that not all staff will be able to attend the premises anyway.   Wherever possible staff (and pupils) should be operating in “bubbles” (i.e. the same group of pupils and staff together), minimising contact between these groups.   If it is essential for meetings to take place these should be in smallest possible groups, in the largest space possible, where social distancing can be maintained.
14.	Can we have one to one face to face meetings with staff?	Gyms should take a pragmatic view, bearing in mind the general advice is that contact should be kept to a minimum.  Discussions can take place on the telephone or via video link.   It is recognised that face to face dialogues will be necessary for many reasons, in which case social distancing measures should be observed, rooms well ventilated etc.
15.	Can we proceed with face to face formal hearings (e.g. disciplinary)?	Bearing in mind the general guidance about contact and minimising unnecessary meetings/people attending the premises, it is not advised to resume face to face hearings at this time.   As previously advised, where parties agree, hearings can be progressed via video conferencing.
16.	What is the position if a member of staff is refusing to attend work because they do not feel safe	A coach cannot rely on union advice to refuse to work – they must demonstrate that they personally have legitimate grounds to refuse.  To rely on health and safety grounds, the individual would have to show that there is a “serious and imminent danger which cannot be averted” –  which is not the case where the Government has confirmed that their five tests have been met and the gyms risk assessment confirms all of the protective measures that are in place to make it safe to open within the Government guidelines.  Staff will therefore be required to attend in accordance with any contract (other than where there are specific medical or agreed exceptions).  Head Coaches will need to discuss with the employee their specific concerns and explain again the protective measures that are in place.  Ultimately, if an employee still refuses to attend in this context, this would be unauthorized in a few cases an employee may be suffering from severe anxiety, in which case they should be advised to seek advice from their GP.
17.	What is the position if staff go on holiday abroad during August and the requirement for 14 days isolation on their return means they are not able to attend the gym at the start of September?	Although the position in September is not yet clear, it is anticipated that gyms will be open for more/all pupils and, subject to any health restrictions at that time, staff will be expected to fulfil their contract by attending for work at the start of August.  Gyms may wish to exercise their discretion where holidays are pre-booked and staff cannot change these or obtain refunds, but failure to attend at the start of term as a result of travel with full knowledge of the quarantine rules, would be unauthorised.

 

 

 

Risk matrix used in risk assessment below RR = residual risk

 

Use guidance from the government Plan to Rebuild strategy, Public Health England (PHE), Department of Health & Social Care (DHSC), Health & Safety Executive (HSE)  and NHS to ensure the risk assessment is following the latest advice.

 

• Coronavirus (COVID-19) Construction External Workers risk assessment

 

Contents:

Exposure risk

Travel

Access & egress

Welfare / Hygiene

Social distancing (2m and working within 2m of workers)

Manual Handling

First aid 

 

Assessment date: 14th May 2020

 

Version: 4.0

 

Hazard	Risk	Control measures	RR	Persons at risk
Exposure from others due to: 1) Living with someone with a confirmed case of COVID-19. 2) Have come into close contact (within 2 metres for 15 minutes or more) with a confirmed case of COVID-19. 3) Being advised by a public health agency that contact with a diagnosed case has occurred.	4 x 3 = 12	●      Continue following government action of self-isolation and only to leave house on the following circumstances: for medical reasons; to shop for necessary food supplies; for exercise; and for work where you cannot do this at home ●      Any existing individual risk assessments (disability, young persons or new / expectant mothers) to be reviewed ●      Maintain contact with line management and Human Resources (HR) and to follow company policy / guidance. ●      Travel is only required where you cannot work from home. Use private transportation, cycle or walk. As a last resort public transport to be used as a minimum and to implement social distancing where possible ●      To continue following ongoing government guidance ●      Stay at home and only attend hospital in an emergency. Do not attend GP surgery and phone NHS line (111) if further advice is required ●      Company to ensure extremely clinically vulnerable persons do not come to work and continue to shield themselves whilst following their specific medical advice issued to them ●      Follow good NHS hygiene measures at all times ●      Avoid all visitors to your home unless they are providing a medical requirement ●      Do not approach delivery staff, allow packages to be left on the doorstep ●      Do not take any antibiotics as they do not work against viruses.	4 x 1 =  4	Individual workers
Suspected case whilst working on site	4 x 4 = 16	If a worker develops a high temperature or a persistent cough while at work, they should: 1)        Return home immediately  2)       Avoid touching anything  3)       Cough or sneeze into a tissue and put it in a bin, or if they do not have tissues, cough and sneeze into the crook of their elbow. 4)       They must then follow the guidance on self-isolation and not return to work until their period of self-isolation has been completed. 5)       The work area should receive deep cleaning and social distancing maintained	4 x 1  =   4	Individual workers
General  travel including foreign travel	4 x 4 = 16	●        Do not travel unless you cannot work from home or deemed a key worker – implement teleconferencing for meetings ●        Where an individual has recently travelled abroad, they must self-isolate for 14 days ●        Please continue to follow any further national government advice provided ●        Where an occupational health (OH) service provider has been appointed, please seek additional advice or concerns through this service ●        All persons to limit their use of public transport. Where travel is essential, please use private single occupancy where possible, cycle or walk	4 x 1 =  4	Individual workers
Access / egress to site	4 x 4 = 16	Where possible, please consider and implement the following practices: 1)       Ensure all extremely clinically vulnerable persons do not attend site 2)       Stop all non-essential visitors 3)       Log all visitors to site  4)       Introduce staggered start and finish times to reduce congestion and contact at all times 5)       Monitor site access points to enable social distancing – you may need to change the number of access points, either increase to reduce congestion or decrease to enable monitoring  6)       Remove or disable entry systems that require skin contact e.g. fingerprint scanners and look to increase cleaning or removal of common ‘touch points’ on site 7)       Require all workers to wash or clean their hands before entering or leaving the site  8)       Allow plenty of space (two metres) between people waiting to enter site  9)       Regularly clean common contact surfaces in reception, office, access control and delivery areas e.g. scanners, turnstiles, screens, telephone handsets, desks, particularly during peak flow times  10)   Reduce the number of people in attendance at site inductions and consider holding them outdoors wherever possible  11)   Drivers should remain in their vehicles if the load will allow it and must wash or clean their hands before unloading goods and materials. 12)   Designate walking routes and one-way systems with signage to help maintain social distancing 13)   Additional parking and cycling facilities to be implemented to encourage those to avoid using public transport when travelling to work	4 x 1  =  4	Individual workers
Inclement weather – cold temperature	2 x 2 = 4	●        All persons to dress appropriately for the weather ●        Welfare facilities provided to shelter from the elements ●        Maintain good hygiene measures at all times ●        PPE on individual issue basis and not to be shared	2 x 1 =  2	Individual workers
Poor hygiene	4 x 4 = 16	●        Wash your hands thoroughly and regularly.  Use soap and water for at least 20 seconds. Use alcohol-based hand sanitiser if soap and water is not available and hand washing technique to be adopted as directed by NHS ●        Avoid touching your face/eyes/nose/mouth with unwashed hands and cover your cough or sneeze with a tissue then throw it in the bin. ●        Provide additional hand washing facilities to the usual welfare facilities if a large spread out site or significant numbers of personnel on site ●        Regularly clean the hand washing facilities and check soap and sanitiser levels  ●        Provide suitable and sufficient rubbish bins for hand towels with regular removal and disposal. ●        Sites will need extra supplies of soap, hand sanitiser and paper towels and these should be securely stored. ●        Restrict the number of people using toilet facilities at any one time e.g. use a welfare attendant  Wash hands before and after using the facilities  Enhance the cleaning regimes for toilet facilities particularly door handles, locks and the toilet flush  Portable toilets should be avoided wherever possible, but where in use these should be cleaned and emptied more frequently	4 x 1 =  4	Individual workers
Canteen – exposure from large numbers of persons	4 x 4 = 16	1)       The workforce can stay on site once they have entered it and not use local shops to limit contact with others. 2)       Dedicated eating areas should be identified on site to reduce food waste and contamination  3)       Break times should be staggered to reduce congestion and contact at all times   4)       Hand cleaning facilities or hand sanitiser should be available at the entrance of any room where people eat and should be used by workers when entering and leaving the area  5)       The workforce should be asked to bring pre-prepared meals and refillable drinking bottles from home  6)       Workers should sit 2 metres apart from each other whilst eating and avoid all contact 7)        Where catering is provided on site, it should provide pre-prepared and wrapped food only – Payments should be taken by contactless card wherever possible and Crockery, eating utensils, cups etc. should not be used  8)       Drinking water should be provided with enhanced cleaning measures of the tap mechanism introduced  9)       Tables should be cleaned between each use  10)   All rubbish should be put straight in the bin and not left for someone else to clear up  11)   All areas used for eating must be thoroughly cleaned at the end of each break and shift, including chairs, door handles, vending machines and payment devices.	4 x 1  =  4	Individual workers
Use of Changing facilities, showers and drying rooms	4 x 4 = 16	1)       Introduce staggered start and finish times to reduce congestion and contact at all times  2)       Introduce enhanced cleaning of all facilities throughout the day and at the end of each day 3)       Consider increasing the number or size of facilities available on site if possible 4)       Based on the size of each facility, determine how many people can use it at any one time to maintain a distance of two metres  5)       Provide suitable and sufficient rubbish bins in these areas with regular removal and disposal.	4 x 1  =  4	Individual workers
Manual handling – dual lifting	4×4 = 16	1)       Always consider if the task can be performed with one person using mechanical aid 2)       Ensure the individual(s) are fit for work prior to commencing task 3)       Break down the load where possible so that one person can comfortably carry 4)       Assess your route so you can maintain 2m social distance whilst moving the load 5)       Where dual lifts cannot be avoided, lift facing away from each or side by side rather than face to face where possible 6)       Where teams are used, try to keep to fixed teams / partnering to prevent cross over of workers 7)       Where PPE is to be used, this is on an individual issue and items should not be shared	1×4 = 4	Workers
Taking / accepting deliveries – contact with materials and persons (driver)	4×4 = 16	1)       Review logistics plans to ensure safest routes have been identified including implementing one-way systems 2)       Maintain 2m social distancing when accepting materials 3)       Materials to be placed outside of sites to reduce exposure to drivers 4)       Review work programme to assess whether ‘just in time’ arrangements can be made to prevent additional or unnecessary deliveries 5)       Hand washing and sanitizer measures available to maintain good hygiene	4×1 = 4	Individual workers
Working in local vicinity to construction workforce (maintaining 2m distancing)	4 x 4 = 16	1)       Starting and finishing times are to be staggered and reviewed to ensure no build-up of staff / teams in areas 2)       Workers who are unwell with symptoms of Covid-19 should not attend the workplace 3)       Work design to be reviewed regularly to identify any safer ways to move around site 4)       Work programme to be reviewed to identify any work reordering that would limit exposure to others 5)       Tasks are to be rearranged to enable them to be done by one person or as small number of persons without compromising safety measures. 6)       Maintain social distancing measure of 2 metres from each other as much as possible with supervision in place to monitor compliance 7)       Avoid skin to skin and face to face contact 8)       Stairs should be used in preference to lifts or hoists and consider one ways systems around construction sites 9)       Consider alternative or additional mechanical aids to reduce worker interface 10)   Any additional COVID 19 measures specified by your Principal Contractor’s site rules must be followed. Details of this shall be shared at site induction 11)   Above hygiene measures and additional cleaning schedules to remain (regularly washing hands for at least 20 seconds with soap and warm water) 12)   Any health concern to be raised immediately to line management / principal Contractor	4 x 1  =  4	Individual workers, contractors, client
Working within 2 metres of working team	4 x 4 = 16	1)       Always consider if the task can be performed differently without having to breach the 2m social distancing rule 2)       Workers are to limit face to face working and work facing away from each other when possible 3)       Limit the frequency of working within 2m to an absolute minimum and ensure it is for strictly low intensity, sporadic work where exposure to this distance is less than 15 mins 4)       Consider introducing an enhanced authorisation process (permit to work)  for activities where less than 2m distance may be required 5)       Provide additional supervision to monitor distancing and teams not to be rotated 6)       Continue to conduct dynamic risk assessments whilst completing the work and speak up if there is a safer way of completing the task 7)       All equipment to be thoroughly cleaned prior and after using it. 8)       Increased ventilation will be provided within enclosed spaces 9)       Sites can consider face covering however, it is advised to speak to your H&S competent person on these matters and supplies should be reserved for medical staff as it has been documented that the protective effect is minimal, and supplies have been difficult to procure   10)    Where respiratory protective equipment (RPE) needs to be worn, face fit testing (FFT) must be in place. This equipment is reserved to protect workers from other hazardous substances rather than COVID19 as there is limited evidence that the equipment will offer a high level of protection 11)   Consideration given to disposable gloves and eyewear to prevent and reduce potential contamination 12)    Reusable PPE should be thoroughly cleaned after use and not shared between workers. These should be stored in suitable places 13)   Single use PPE should be disposed of so that it cannot be reused and to control potential contamination is controlled (waste removed by a responsible, approved contractor). 14)   Workers deemed clinically vulnerable should never work within 2m of persons and preference should be given to whether any change in task can allow an individual to work from home where possible	4 x 2 = 8	Individual workers
First aid – including mental health	4×4 = 16	1)       First aid contents to be monitored to ensure adequate supplies remain 2)       First aid and cover arrangements to be reviewed 3)       First aider certificates to be checked for validity and understand amended practices in regard to attending a casualty during COVID (such as revised CPR methodology) 4)       Emergency plans on site and communicated so all staff understand what action to take in the event of a suspected or confirmed case of COVID 19 5)       Mental health first aiders to be considered 6)       Communicate any occupational health service available to the workforce including any available employee assistance programme (EAP) or public support 7)       Line management to regularly communicate to their team(s) 8)       Effective reporting system established on site in order to rectify any raised issues or incidents in a timely manner	4×1 = 4	Individual workers

Training

Please ensure a manager’s brief has been completed alerting to company specific process / procedures

https://www.nhs.uk/conditions/coronavirus-covid-19/

https://www.nhs.uk/conditions/coronavirus-covid-19/self-isolation-advice/

https://www.nhs.uk/conditions/coronavirus-covid-19/advice-for-travellers/

https://www.gov.uk/government/publications/coronavirus-action-plan

Management

• Please ensure all staff are aware of reporting requirements and that all confirmed cases are escalated to your H&S competent person .
• Information notes are to be sent out and any updates communicated in a timely manner to the workforce.
• This must include letting staff know about symptoms and actions the medical professionals are advising people to take.
• A colleague who has been isolated for 14 days cannot return to work until the appropriate ‘fit note’ documentation is provided by their GP/healthcare provider to demonstrate they are now fit to return to work.
• Assessments to be reviewed every 6 months or where significant change has occurred
• Please remind staff that in order to minimise the risk of spread of infection, we rely on everyone in the industry taking responsibility for their actions and behaviours.
• Please encourage an open and collaborative approach between your teams on site where any issues can be openly discussed and addressed.

 

If in England call NHS on 111, if in Scotland call your GP or NHS 24, If in Wales call 0845 46 47 or 111 or if in Northern Ireland contact 0300 200 7885 where you will be assessed by an appropriate specialist.  NHS guidance is that you do not go directly to your GP surgery, community pharmacy or hospital unless an emergency occurs

 

Back to training plan and procedures – Working safely during COVID-19

 

Objective: The focus of our plan is reducing the risk to the lowest possible level within our setting. Ensuring a high standard is kept at all times to on the following areas – Continuous risk assessment / cleanliness of our premises / hand hygiene / coaching / welfare /safeguarding and management.

We have broken down each area of the building and detailed the process of turning up and going home from a typical lesson at Havering Gymnastics Club.

Although the temporary changes to the way we run may not be what our members are used to, but these are essential at this stage to protect every member of the club and to reduce the risk as much as possible in our worldwide fight against COVID-19. Our decisions and rules have been decided on the strict guidance and advice from our Government policy document Issued to our setting.  These are temporary measure and will be lifted as soon as it is safe to do so and advised by Government.

 

Prior to leaving home –

 

• Please check your child’s temperature and ensure he/she is well and has none of the symptoms of COVID-19. ( temperature checks must be below 37.5 C)  Also, please ensure no one in your household has any COVID-19 Symptoms.  If your child or anyone in the house has symptoms, please email the gym to inform us of this.  Informing us of any of the above will not result in any effect to your membership with the club. Your child’s place will remain open for when the isolation period is over.

 

• Ensure that your child has their gym clothes on, leotard shorts T-shirt etc. Coat and other suitable clothing are to be worn over the gym attire.  This is very important they are dressed before arrival as our changing rooms will not be in use at this stage.

 

We also advise that you provide your child with a water bottle big enough to last the length of their class as we will be unable to handle or supply them with anything at this stage.  The water bottle must have their name clearly marked on it, so we have no risk of children using the wrong one.

 

In order to manage all of these items and to reduce cross contamination we would like all of the above to be able to fit in one individual bag.  A smaller canvas bag is preferred but it must be able to fit all of these items in as well as any additional training equipment. Hand guards and chalk must be placed into a smaller bag which we will allow for gymnast to take round with them on their Bar rotation.

 

• Only when needed we ask that only one adult is to accompany your child to the gym.  In any event where this is not possible, strict supervision of any other siblings is essential to maintain social distancing at all times. If for any reason this cannot be done, we will kindly ask you to go back to your vehicle and we will safely escort your child into the gym premises for you.

 

• Please ensure that your child goes to the toilet before leaving home. We currently will only have the individual disabled toilet in use. Although we will of course allow anyone to go to the toilet if needed but in order to reduce the risk of infection it is strongly advisable to avoid communal toilets if possible.  

 

• At this stage we will not be allowing any spectators into the premises at all and you will be asked to drop your child / children off at the main front entrance where you and your child will be met by a member of staff and we will direct your child into the gym. Please ensure your child is aware of this temporary arrangement before leaving as we do not wish to course any stress or upset to the members with this change.

 

 This decision has not been made lightly, but in order to maintain social distancing and massively reduce the risk, unfortunately all communal and waiting areas are temporarily closed. As soon as we are able to open these areas, then this will be made a priority.

 

 

On arrival to our centres –

 

• Our centre has ample parking areas leading to the front door of the building. You must accompany your child to the front door of the premises or drop off if a member of staff is at the door, where you will be met by the said member of staff. Please only use the pathways and not the car park area to line up. Social distancing must still be followed while waiting to come into the building.

 

• Unlike before, we will now be taking the Register on entry into the building. This will allow us to keep all records up to date and also abide by the Government guidelines relating to the track and trace.  In the event of an outbreak we are able to locate a date, time and who has been in our premises.

 

• If for any reason we believe that your child may seem unwell, it will be at our discretion if we are happy to allow your child to train. In this instance, we may ask to take your Childs temperature before entering.

 

• As soon as you walk into the premises you will be asked to sanitise your hands using the antiseptic gel provided or entering the disabled toilet to wash them with antiseptic soap and water. This will also be continued at separate intervals throughout the class.

 

• In order for us to control social distancing and run our sessions on time we ask that you must arrive to your child class on time. We are allowing a 15 min rotation period where one class is coming in at the main entrance and the other is leaving via a different exit (To the middle of the building. Example – If your child starts at 4.15pm then you can arrive from 5 minutes before. Pick up would mean if your normal class finishes at 6.15pm we would start the collection process from 6.00pm.

 

 

The Lesson –

• The lesson format will be the same as before, where the children will warm up in groups and then remain with their groups for the remainder of the session.

On entry into the gym your child will be asked to stand on one of our social distance floor markings adjacent to the main floor area .  Our warmups will still be done as whole but will no longer mean we are running around the floor. Warmups will still be effective and fun but “ON THE SPOT” maintaining social distancing throughout.

 

• Apparatus will still be used, and fully instructed and monitored by the coach. Our senior management have planned what and how we can safely use the apparatus without gymnast getting too close and breaking the social distancing rule. Full training will be given to all staff prior to us opening on how we will safely do this moving forward. Some apparatus will be harder to use at this stage to its full potential, however we will continue to give appropriate skills and challenges to the gymnast whilst still focusing on their own personal performance.

 

• Physically supporting children for skills at this stage will not be happening. However, we cannot stress enough that in the event that we may need to step in and support your child for their own safety, we will then do this with no question. Whilst following all of these new rules the safety of your child is paramount and will always be our first priority.

 

• To allow the changeover period between classes, we temporarily are only running 2 sessions from and your child will be ready to be picked up 15 minutes from the end of the session. As explained previously this allows us to do a safe and efficient change over between classes.  We will remind you again that attendance times on drop off and pick up are essential.

 

• As we require your child to bring all their belongings into the gym, we have installed boxes in our centre where your child one at a time will be asked to go and place their belongings in one of these. At our Centre there will be boxes spaced around the hall and your child will be asked to put their belongings in this box.

 

• For extra safety measure in assisting any children or staff members, we will always have at least one spare coach at all times whilst any classes are running.

 

• We expect that your child will participate on different apparatus during their session. During each rotation we will sanitize your child’s hand with hand gel on each rotation as a minimum.

 

 

Pick up –

 

• As explained already our classes will run for 60 or 120minsr. Example  start time of class is 4.15pm. This will finish at 6.15pm.Children will be ready 10 minutes before the end of the session to be picked up (Middle Door)

We will have the children ready with all their belongings and social distancing in the gym ready for collection by their boxes

It is compulsory that your child is picked up in person at our chosen exit point. We will under no circumstances allow any children to leave our attendance without the appropriate adult.

 

• Our Centre exit point will be via our middle door This exit will be open when we are ready to hand the children back to their parents .approx. 10 minutes from the end of the session. One at a time we will call out the child’s name and the appropriate adult
•  
• Health and safety measures –  

 

Objective:

Our aim is to keep the entire premises well sanitised at all times, at the point of entry, in-between every change of apparatus, any surfaces, objects , equipment and of course children and coach’s self-hygiene will be a high priority.

We will CATCH IT, BIN IT, KILL IT at any occasion followed by repeat hand sanitising and cleanliness at all times.

 

First Aid – At any point we will always have at least one first aid trained member of staff. In the event that First Aid needs to be administered then we will of course have to break social distancing rules but the first aider dealing with this will be required at least to be wearing surgical gloves and a protective face mask. If your child does need support after a fall or an injury, then we will prioritise what you child needs providing it is safe and acceptable for us to do so.  If for any reason we have had to break the social distancing rule we will make sure both parties involved are well sanitised before resuming any of the normal activities.

 

Coaches – Our coaches will be trained where needed in everything related to opening under all of these new guidelines and requirements.  We will continue to keep you the member as our highest priority.

Each coach will always have a sanitising gel dispenser on them, so at any point we feel a child, or the group need to have this topped up we can do this at any time.  As a minimum this will be done in between every change of apparatus or if any child touches their face.   

 

Premises & Equipment –   Both premises will be cleaned daily using disinfectant cleaning aids. This will include cleaning all toilet facility, floors, handles and surfaces; this will be maintained as a high priority throughout.

 Providing that we keep the gymnast’s hands well sanitised this then reduces the risk on any apparatus; however, we will still be wiping all equipment down on a regular basis throughout the session. At a minimum between each change of group on any apparatus, the equipment will get wiped down with a disinfectant wipe.

 

Ventilations –   This will be an area we strongly focus on. Where possible and it is safe to do so, we will have the doors open so we can allow the circulation of fresh air into the premises. This can massively reduce the risk of infection by allowing a steady flow of clean air to circulate around the premises.

 

PPE –   PPE is optional at this stage unless we have to come into close contact with anyone.  In this case it will be a requirement that the adult will wear a face covering and gloves.

 

If you wish for your child to wear a face covering then we will not stop this, but please consider if they will be comfortable wearing this whilst doing physical activity and if this could restrict them in any way.  We cannot take responsibility for your child if they choose to take this off during the session.

 

COVID-19 Reported case within our setting –

If a child or staff member tests positive for Coronavirus, then you will need to contact us immediately so we can deal with this correctly. We will track and trace anyone else who may have been in contact with this person. We will follow strict guidance in this instance, and it will be dealt with accordingly and professionally.

You must not attend our premises if you are experiencing any symptoms of Covid-19 or any of your family members.  You must not attend our premises if you or any family members are within any of the self-isolating periods laid out by our government. The rules must strictly be followed at all times, and there are no exceptions to any of these relating to confirmed or suspected cases of COVID-19.

 

 

 

 

 

 

If for any reason you have any questions relating to this document then please feel free to email the club direct   haveringgymnastics@btinternet.com 

 

Behaviour Management Policy Support During Covid Restrictions

June 2020 

 

Gymnastics Centres should be updating their behaviour management policy in line with their plans to re-open to children. The Home Gym Partnership arrangements detailed the following advice about adapting behaviour management policy:

Inform parents/carers and children of any modifications that will need to be made to the gym’s behaviour management policy during this phase of re-opening. This revision will include re-affirming our expectations and any sanctions we will be making when the expectations are not being met.

What children need to do

• Children need to follow any altered routines for arrival, leaving from the gym and moving around during the session.
• Children must follow the gym’s rules on handwashing and using sanitiser, including the use of toilets. They must meet the ‘catch it, bin it, kill it’ expectations. They must tell an adult if they feel unwell.
• Children should follow the rules about sharing equipment and other items. (Expand if you are providing specific equipment in a labelled secure plastic bag or expect the child to bring equipment from home)
• Children follow adult instructions on who they can socialise with in the gym.
• Children must not share food or drink with others.
• Children must follow the gym’s rules and expectations to keep them safe both when in the gym and when working online when using remote learning.
•  

 

Above all, all children should demonstrate their usual respectful behaviour towards each other and adults. They should try their best to ensure the health and safety of others by following the coach’s instructions to avoid unnecessary contact.