Code of Conduct and On Court Safety Policy

The Code of Conduct and On Court Safety Policy form part of the Club Safeguarding Policy 

On Court Safety policy

1.  Coaches must keep accurate and up to date records in their registers for all their coaching of adults and juniors. The registers will be kept in the office, taken on court by the coach and returned by the end of the day.

2.  The registers will hold the following information:

  • Name of player and their contact details.
  • Any necessary medical information the coach needs to know.
  • Next of Kin and their contact details.
  • For under 12 year olds, the name and contact details of whom is expected to collect them, if different to their parent or guardian, and must be given in writing or text.
  • For over 12 year olds, but under 18, permission to travel home alone must be given by a parent or guardian in writing or text.

3.  Under 12 year olds 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. 

4.  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.

5.  If a parent is late and has not arrived in time for the coach to leave the site for an appointment elsewhere, efforts must 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, who will make an official report of a concern for the child's wellbeing to the appropriate authority. 

6.  No group or groups 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.

7.  Coaches must be clearly identifiable on court at all times wearing appropriate identifiable clothing (tee shirt, hoodie, hat etc.) that will be supplied by the Club for this purpose.

8.  Any welfare issues for junior or adult members that arise on court for the coaches, or welfare queries the coaches may have, should go to the Welfare Officer: Guy Seaborn Tel: 01223 840247 or 07703 754700; email or the Assistant Welfare Officer: Alan Dignam Tel: 07963 320903;  email:

Code of Conduct

All members of staff and volunteers agree to:

  • Prioritise the well-being of all children and adults at risk at all times
  • Treat all children and adults at risk fairly and with respect
  • Be a positive role model. Act with integrity, even when no one is looking
  • Help to create a safe and inclusive environment both on and off court
  • Not allow any rough or dangerous behaviour, bullying or the use of bad or inappropriate language
  • Report all allegations of abuse or poor practice to the club Welfare Officer
  • Not use any sanctions that humiliate or harm a child or adult at risk
  • Value and celebrate diversity and make all reasonable efforts to meet individual needs
  • Keep clear boundaries between professional and personal life, including on social media
  • Have the relevant consent from parents/carers, children and adults before taking or using photos and videos
  • Refrain from making physical contact with children or adults unless it is necessary as part of an emergency or congratulatory (e.g. handshake / high five)
  • Refrain from smoking and consuming alcohol during club activities or coaching sessions
  • Ensure roles and responsibilities are clearly outlined and everyone has the required information and training
  • Avoid being alone with a child or adult at risk unless there are exceptional circumstances
  • Refrain from transporting children or adults at risk, unless this is required as part of a club activity (e.g. away match) and there is another adult in the vehicle
  • Not abuse, neglect, harm or discriminate against anyone; or act in a way that may be interpreted as such
  • Not have a relationship with anyone under 18 for whom they are coaching or responsible for
  • Not to have a relationship with anyone over 18 whilst continuing to coach or be responsible for them

All children 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 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 they have about themselves or others

All adults agree to:

  • Positively reinforce your child and show an interest in their tennis
  • Use appropriate language at all times
  • Be realistic and supportive
  • Never ridicule or admonish a child for making a mistake or losing a match
  • Treat all children, adults, volunteers, coaches, officials and members of staff with respect
  • Behave responsibly at the venue; do not embarrass your child
  • Accept the official’s decisions and do not go on court or interfere with matches 
  • Encourage your child to play by the rules, and teach them that they can only do their best
  • Deliver and collect your child punctually from the venue
  • Ensure your child has appropriate clothing for the weather conditions
  • Ensure that your child understands their code of conduct 
  • Adhere to your venue’s safeguarding policy, diversity and inclusion policy, rules and regulations
  • Provide emergency contact details and any relevant information about your child including medical history