Terms and Conditions of Membership

On joining Cocks and Hens Cambridge Tennis, you agree to abide by our Club Policies, including our Code of Conduct and On Court Safety Policy. Additional Policies, including the Club Constitution and Privacy Policies may be found on our website.

Becoming a member of the club

• The membership term is fixed from 1 April to 31 March and fees need to be paid in full regardless of when joining. No pro-rated rates will be offered over the Summer months. The club reserves the right to offer pro-rated rates, for example over the Winter months, and this will be decided on and advertised on the website on an annual basis.
• No candidate who has sign up as a Member shall be entitled to the privileges of membership until they have paid the entrance fee (if any) and their first annual subscription.
• Any Member whose renewal subscription is not paid by the first day of May shall be deemed to have resigned their membership of the Club.
• Any new members should pay the new entrants’ fee (if there is one) and subscription within 14 days of their first appearance at the Club.

Termination of membership by a member

• A Member may withdraw from membership on clear notice to the Club. Such withdrawal shall not qualify for a refund of fees unless within the first 14 days of the membership. After this time no refunds will be issued including partial refunds for injuries.
• Membership cannot be transferable in any event and shall cease immediately on death, withdrawal or on the failure of the Member to comply or to continue to comply with any condition of membership set out in these terms and conditions.

Termination of membership by the club

• The Management Committee shall have power to terminate a membership when, in its opinion, it would not be in the interests of the Club for them to remain a member or they believe the member is not following the terms and conditions of the club.
• A Member shall not have their membership terminated unless given fourteen days' written notice of the meeting of the Committee at which their termination shall be considered and written details of the complaint made against them.
• The member shall be given an opportunity to make written representations and/or to appear before the Management Committee and at any such meeting to be accompanied by a representative or friend, who may answer complaints made against the member and cross-examine any witnesses on behalf of the member. The membership must not be terminated unless at least two-thirds of the Management Committee then present vote in favour of their termination.
• The Management Committee may suspend the Member from the Club's premises until the meeting considering their termination has been held. For the avoidance of doubt, the member shall be entitled to attend that meeting for the purpose of making their representations.
• Any person ceasing to be a Member forfeits all right to and claim upon the Club, its property and its funds and they have no right to the return of any part of their subscription.

Change in membership category

Members can change membership category part way through a year by contacting Mary Quantrill on cocksandhensmembers@gmail.com but should be aware that this might incur an extra payment which would be due straight away. If the member wishes to move to a lower priced category they will not receive a refund.

CODE OF CONDUCT

All adults agree to: 

• Treat all other members, adults, officials and members of staff with respect and consideration 

• Not smoke, vape or use illegal drugs on club premises or grounds or whilst representing the club at competitions or events, with the exception of any necessary prescribed medication. 
• Not conduct any coaching unless with prior agreement from the Head Coach 

• Be responsible for your own health and safety at the club including playing on court or participating in coaching sessions – especially when the courts are wet or icy 

• Wear suitable clothing that is appropriate for the surface of the court 

• Use appropriate language at all times 

 All Juniors agree to: 

• Be friendly, supportive and welcoming to other children and adults 

• Play fairly and honestly 

• Respect club staff, volunteers and Officials and accept their decisions 

• Behave, respect and listen to your coach 

• Take care of your equipment and club property 

• Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, culture, religion or sexual identity 

• Not use bad, inappropriate or racist language, including on social media 

• Not bully, intimidate or harass anyone, including on social media 

• Not smoke, drink alcohol or use drugs of any kind on club premises or grounds whilst representing the club at competitions or events, with the exception of any necessary prescribed medication. 

• Talk to the club Welfare Officer about any concerns or worries you have for yourself or others 

As well as agreeing to the above points for adult and junior players, all Parents and Guardians of Juniors agree to: 

• Provide emergency contact details and any relevant information about your child, including medical history 
• Ensure that your child understands the Code of Conduct 
• Positively reinforce your child and show an interest in their tennis 

• Encourage your child to play by the rules, and teach them that they can only do their best 

• Treat all children, adults, volunteers, coaches, Officials and members of staff with respect 
• Behave responsibly at the venue and not purposely embarrass your child 

• Never ridicule or admonish a child for making a mistake or losing a match 

• Accept Officials’ and coaches’ decisions on court
• Not interfere with coaching or matches or to step on court
• Adhere to our (or any other venue’s) safeguarding policy, diversity and inclusion policy, rules and regulations 

• Deliver and collect your child punctually from the venue 

• Ensure your child brings a water bottle and has appropriate footwear and clothing for the weather conditions: warm clothes in winter; raincoat when wet; cap/hat in summer  

As well as agreeing to the above points all Parents and Guardians of Juniors agree to abide by our On Court Safety Policy: 

ON COURT SAFETY POLICY

Our Coaches are required to keep accurate and up to date records in their registers for all their coaching of adults and juniors.

The registers will hold the following information:

a) Name of player and their contact details.

b) Any necessary medical information the coach needs to know.

c) Next of kin and their contact details.

Coaches should be easily recognisable and are expected to wear appropriate, professional club clothing on court. Photos of coaches plus their contact details are available on our website at: https://clubspark.lta.org.uk/CocksandHensTennisCambridge/Coaching/OurCoaches

1. Junior supervision

• Children under the age of 13 must not be left unattended in the clubhouse at any time, even if a parent is playing on a nearby court.
• Supervision for a child must be by a known, responsible adult – a junior aged 13 to 17 cannot supervise a child under the age of 13 whilst at the club (even if a sibling).
• No group of juniors are to be left at the club to be supervised by a coach who is primarily engaged in a booked coaching session with an adult or adults nearby.

2. Junior travel and collection

• Parents or guardians are expected to collect children under 13 years old from coaching sessions. If a child is to be collected by someone else, notice must be given in writing or via text.
• For Juniors aged 13 to 17, we assume parental permission is given to travel home alone unless informed otherwise by a parent or guardian in writing or via text.
• Children under 13 years old must be delivered to their designated coach and must not be left unattended at any time. If parents are not remaining on site, they must return promptly at the end of the coaching session, to prevent coaches being late for their next appointments. The coach and parents must adhere to the collection time.
• If a parent returns late, responsibility for the junior remains with the coach. After 15 minutes the club may, at its discretion, impose a fine equivalent to the hourly coaching fee.
• If a parent is late and has not arrived in time for the coach to leave the site for an appointment elsewhere, efforts will be made by the coach to contact the parent and leave a message. Preferably at least 2 adults, deemed by the delayed coach to be suitably responsible adults, should be sought from those attending the club at the same time, to care for the junior temporarily, and the parent informed of the arrangement first by phone call then by text if necessary. The Welfare Officer or Assistant Welfare Officer will also be informed and will make an official report of a concern for the child's wellbeing to the appropriate authority.

The ON COURT SAFETY POLICY can also be found on the Policies pages of the website at Clubspark / Cocks and Hens Cambridge Tennis / Policies along with all the club policies.

We expect all members, parents or guardians to make themselves familiar with these Policies.

Raising a Safeguarding Concern:

Concerns should be raised to our Welfare Officer:

If the Welfare Officer is not available to report a safeguarding concern or allegation, please contact the Assistant Welfare Officer:

If they are unavailable, or if a safeguarding concern relates to them, the issue should be referred directly to the LTA via https://safeguardingconcern.lta.org.uk/.

As well as agreeing to the above points all Members/Non members and Parents and Guardians of Juniors who attend coaching and/or camps agree to abide by our Coaching Terms and Conditions and Camps Terms and Conditions. 

We have a general code of conduct policy in our Policies section.