Club Documents & Conduct

(We are currently undertaking a full review of our policies and procedure and will be progressively posting draft updates to our Club Policies – see below – and would welcome comments and suggestion).

Aims of the Club

The aim of the Club is to promote the pursuit of athletic competition in Track and Field, Cross Country, Road Running and Race Walking; to provide the best in both coaching and facilities for its members and to enable them to reach their athletic potential within competitive structures, at all standards and age groups regardless of race, sex or religion.

Codes of Conduct


  • Coaches will respect the rights, dignity and worth of every athlete and treat everyone equally, regardless of background or ability.
  • Coaches will place the welfare and safety of the athlete above the development of performance.
  • Coaches will encourage and guide athletes to accept and take responsibility for their own behaviour and performance.
  • Coaches will be appropriately qualified and update their coaching licence as and when required by UK athletics.
  • Coaches will ensure that the activities they guide or advocate are appropriate for the age, maturity, experience and ability of the individual athlete.
  • Coaches will at the outset, clarify with athletes (and where appropriate their parents or carers) exactly what is expected of them and what athletes are entitled to expect from the coach.
  • Coaches will co-operate fully with other colleagues (eg other coaches, officials, team managers, sport scientists, doctors, physiotherapists and governing body staff) in the best interest of the athlete.
  • Coaches will consistently promote aspects of the sport (eg fair play) and never condone rule violations or the use of prohibited or age-inappropriate substance.
  • Try to observe a recommended maximum ratio of 1 coach to 12 athletes at a training session or work in partnership with another coach/coaching assistant.
  • Coaches will develop appropriate working relationships with athletes (especially under18's), based on mutual trust and respect. In particular, a coach will not exert undue influence to obtain personal benefit or reward.
  • Coaches will consistently display high standards of behaviour and appearance.
  • Coaches should never try to recruit, either overtly or covertly, athletes who are already receiving coaching from another coach (whether or not licensed by UKA).
  • All coaches and club officials who work with young athletes must submit their names for a police check. Club coaches will be asked to ensure they renew their licence and CRB every three years. All coaches working with young athletes should attend a recognised child protection course.
  • Encourage athletes to value their performances and not just results.


We believe that all athletes at the club should be treated equally and fairly and should know what is expected of you from the club. This means that standards and guidelines are in place to ensure we get the best from our athletes while representing the club. If you are serious about doing well and performing to the best of your ability listed below is our code of conduct.

This code of conduct will apply at all club activities including training sessions, race meetings, social events and in any public social media channels (Facebook, Twitter etc) or via digital communications such as email.

  • Behave sensibly and with consideration for others at all times.
  • Do not behave aggressively, either verbally or physically to anyone. No sexual or racial harassment (intimidation or bullying.)
  • Do not swear or use obscene language or gestures.
  • Do promote a good image of Swindon Harriers.
  • Do have fun and enjoy yourselves.
  • Recognise the importance of team spirit congratulate and support fellow athletes.
  • Learn and respect the rules do not disobey or argue with officials and coaches.
  • Our club vest must be worn for competition purposes.
  • Pay your training fees and annual subscriptions promptly.
  • Keep to the agreed times for training and competition make sure you are wearing the correct kit for training. T-shirt or vest shorts, a sweatshirt or tracksuit a pair of trainers/spike shoes (with 6mm spikes max allowed on track.) Waterproof clothing if it rains and warm and dry clothing if required.
  • You should inform your coach/team manager if you are going to be late or you cannot attend the training session or of any injury. Under 16 members will notify a responsible club member if they have to leave the premises for any reason. You must also notify that person (what where and when you will return).
  • If anything makes you concerned or uncomfortable or if you think a fellow athlete has suffered from misconduct you should inform the club welfare officer (any information given will be treated in confidence by the club).

Proposed changes to our policies and procedures follow, these will be implemented as Club policy after consideration of all comments and suggestion – please use the 'Contact Us' button below to make any comments.

Draft Club Policies and Practices (December 2017)

Club Aims and Objectives

The aim of the Club is to promote the pursuit of athletic competition in Track and Field, Cross Country, Road Running and Race Walking; to provide the best in both coaching and facilities for its members and to enable them to reach their athletic potential within competitive structures, at all standards and age groups regardless of race, sex or religion.

However, a note of caution, whilst Swindon Harriers is committed under our aims and policies to welcome all into the Club we must recognise that as a volunteer led organisation, on occasions, we may not have the necessary technical skills to support all individual needs. The Club is committed to an on-going development programme to minimise any such gaps.

In delivering these objectives Swindon Harriers adhere to a number of policies, procedures and codes of conduct as defined by British Athletics or Sport England - as follows;

Equity Policy Statement

The club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the Sport England definition of sports equity:

  • Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

The full policy statement can be found via this link – Club Equity Policy Statement

Safeguarding Policy (formerly the Welfare Policy) and Guidelines and the role of the Welfare Officer

Swindon Harriers acknowledges the duty of care to safeguard and promote the welfare of everyone involved with the Club and athletics generally and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and British Athletics/England Athletics requirements.

Swindon Harriers believe that everyone involved in athletics should enjoy their participation and development in safety and security and with protection from abuse, maltreatment or misconduct. Every individual involved in athletics events and programmes is responsible for upholding this belief.

To this end the Club accepts the legal and moral responsibility to provide a duty of care for all people (including children and vulnerable adults) within the sport and to safeguard their welfare, irrespective of age, impairment, gender, racial origin, religious belief and sexual identity.

The full club policy, including the roles and responsibilities of the Welfare Officer can be found here – Club Welfare Policy and Welfare Officer Role – and the associated Child Protection policy here – Swindon Harriers Safeguarding Policy Statement.

The full UKA policies relating to Safeguarding Children and Adults in athletics can be found by following the highlighted links.

Further information can be found on the NSPCC Child Protection in Sport website -

Codes of Conduct

Follow the links to see the various codes of conduct in use within the club (these all follow guidance from UKA/EA) –

Athletes (incl Junior Athletes)
Team Managers
Parents and Carers

Anti–Bullying Policy

Statement of Intent

We are committed to providing a caring, friendly and safe environment for all of our members, so they can participate in a relaxed and secure atmosphere. Bullying of any kind is unacceptable at our club. If bullying does occur, all athletes or parents should be able to tell and know that incidents will be dealt with promptly and effectively. We are a TELLING club. This means that anyone who knows that bullying is happening is expected to tell the club welfare officer or any committee member.

The full UKA policy can be found here.

Social Media Policy

Social media (including personal and professional websites, blogs, chat rooms and bulletin boards; social networks, such as Facebook, Linkedin, Twitter and My Space; video-sharing sites such as YouTube; and email) are a common means of communication and self-expression.

It's essential that volunteers, members and players make informed decisions about how they use the internet, mobile phone and email communications to protect our club and our people.

The full Club policy, which follows NSPCC Child Protection in Sport Unit guidance, can be found here.

Photographic and Video Policy

Swindon /harriers is committed to providing a safe environment for children/young people under the age of 18 to participate in athletics. Essential to this commitment, is to ensure that all necessary steps are taken to protect children/young people from the inappropriate use of photographic images.

Swindon Harriers has adopted the good practice guidelines issued by UK Athletics, see the full policy guidelines here.

More details of the UKA policy and practices can be found here.

Data Protection Policy

To follow.

Grievance/Disciplinary Procedure

The codes of conduct set out the standards of behaviour expected from everyone associated with the Club.

All complaints about anyone falling below these standards should be made to any committee member, all such complaints will be investigated and if a breach of behaviour is found to have occurred there is a process of verbal and written warnings.

The full disciplinary policy can be found here.

The UKA Grievance Procedure can be found here.

Club Constitution

To follow.