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Child Safety Policy
At our basketball club, the safety, wellbeing, and inclusion of children and young people is our highest priority. We are committed to providing a safe, supportive, and respectful environment where all children can participate, develop skills, and enjoy basketball free from harm, abuse, bullying, discrimination, or exploitation.
We have zero tolerance for child abuse or inappropriate behaviour toward children.
Our Commitment
Our club is committed to:
Protecting children and young people from harm
Promoting a culture of safety, inclusion, and respect
Listening to and valuing children’s voices
Acting on any concerns or allegations promptly and appropriately
Meeting all relevant child safety and Working With Children Check requirements
Providing safe recruitment, supervision, and training practices for staff and volunteers
Expected Behaviour
All coaches, volunteers, staff, parents, and members are expected to:
Treat children with respect and fairness
Maintain appropriate boundaries
Encourage positive behaviour and teamwork
Act as positive role models
Help create an inclusive and welcoming environment
The following behaviours will not be tolerated:
Bullying, harassment, or intimidation
Discrimination or exclusion
Grooming or inappropriate relationships
Abusive, aggressive, or sexualised behaviour
Unsafe or reckless conduct toward children
Child Safety Reporting
Any concerns regarding child safety, welfare, or inappropriate behaviour should be reported immediately to the club committee or Child Safety Officer.
All reports will be taken seriously, handled confidentially where possible, and responded to appropriately.
If a child is in immediate danger, contact emergency services immediately.
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Code of Conduct
Our basketball club is committed to creating a positive, respectful, and inclusive environment for all players, coaches, parents, volunteers, and spectators. All members of the club are expected to uphold the values of sportsmanship, respect, teamwork, and integrity at all times.
Player Code of Conduct
All players are expected to:
Treat teammates, coaches, officials, opponents, and spectators with respect
Play fairly and follow the rules of the game
Demonstrate good sportsmanship, regardless of the result
Listen to coaches and club officials
Attend training sessions and games on time where possible
Encourage and support teammates
Respect club equipment, facilities, and property
Represent the club positively both on and off the court
Notify coaches if unable to attend games or training
Players must not:
Bully, harass, or intimidate others
Use abusive, offensive, or inappropriate language
Engage in violent, dangerous, or unsportsmanlike behaviour
Discriminate against others in any form
Damage property or equipment intentionally
Parent & Guardian Code of Conduct
Parents and guardians play an important role in creating a positive sporting environment. Parents and guardians are expected to:
Support and encourage all players
Respect coaches, referees, volunteers, and other families
Promote good sportsmanship and positive behaviour
Allow coaches to coach without interference during games and training
Communicate respectfully with club officials and coaches
Ensure children arrive on time and are collected promptly
Support the club’s policies, rules, and decisions
Encourage participation, effort, and enjoyment over winning
Parents and guardians must not:
Abuse or argue with referees, coaches, players, or spectators
Use aggressive, threatening, or inappropriate behaviour
Coach from the sidelines in a disruptive manner
Engage in bullying, gossip, or discrimination
Place unreasonable pressure on children
Coach Code of Conduct
Coaches are expected to act as leaders and role models within the club. Coaches must:
Prioritise the safety and wellbeing of players
Treat all players fairly, respectfully, and equally
Encourage skill development, teamwork, and enjoyment
Provide a safe and inclusive environment
Maintain appropriate boundaries with players
Lead by example through positive behaviour and sportsmanship
Respect referees, officials, and opposing teams
Follow all child safety and club policies
Communicate professionally with players and parents
Coaches must not:
Use abusive, degrading, or discriminatory language
Bully, intimidate, or humiliate players
Engage in inappropriate relationships or conduct
Encourage unsafe or unsportsmanlike behaviour
Favour players unfairly
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Complaints & Dispute Resolution Policy
Our basketball club is committed to providing a safe, respectful, fair, and inclusive environment for all players, coaches, parents, volunteers, officials, and spectators. We recognise that concerns or disputes may occasionally arise and are committed to resolving issues fairly, respectfully, and promptly.
This policy outlines how complaints and disputes should be raised, managed, and resolved within the club.
Purpose
The purpose of this policy is to:
Provide a clear and fair process for handling complaints
Encourage respectful communication and problem-solving
Ensure complaints are managed confidentially and appropriately
Promote positive relationships within the club
Support a safe and inclusive sporting environment
What Can Be Reported
Complaints may relate to:
Breaches of the Code of Conduct
Bullying, harassment, or discrimination
Unsafe behaviour or child safety concerns
Poor sportsmanship or inappropriate conduct
Coaching or team management concerns
Parent, player, or spectator behaviour
Club policy breaches
General disputes between members
This policy does not replace any legal reporting obligations, including child protection or criminal matters.
Informal Resolution
Where appropriate, concerns should first be addressed informally and respectfully between the people involved.
This may include:
A calm discussion between parties
Seeking clarification or understanding
Assistance from a coach, team manager, or committee member
Many issues can be resolved quickly through respectful communication.
Formal Complaints
If a matter cannot be resolved informally, or is serious in nature, a formal complaint may be submitted to the club committee.
Formal complaints should include:
The name of the person making the complaint
Details of the incident or concern
Relevant dates, times, and individuals involved
Any supporting information or evidence
Complaints should be submitted as soon as possible after the incident occurs.
Complaint Handling Process
The club will:
Acknowledge the complaint promptly
Review the information provided
Speak with relevant parties where appropriate
Maintain confidentiality where possible
Treat all individuals fairly and respectfully
Determine appropriate action or resolution
Communicate the outcome to relevant parties
The club may appoint a committee member or independent person to assist with resolving disputes where necessary.
Possible Outcomes
Depending on the situation, outcomes may include:
Informal mediation or discussion
Verbal or written warnings
Behavioural agreements
Suspension from club activities
Removal from teams, coaching, or volunteer positions
Referral to governing bodies or authorities
Child Safety Concerns
Any complaint involving child safety, abuse, grooming, or harm will be treated seriously and handled immediately in line with the club’s Child Safety Policy and legal obligations.
If a child is in immediate danger, emergency services should be contacted immediately.
Unacceptable Complaints Behaviour
The club will not tolerate:
Malicious or knowingly false complaints
Threatening or abusive behaviour during disputes
Harassment or victimisation of individuals involved in a complaint
Public attacks on members through social media or other platforms
Confidentiality
All complaints will be handled as confidentially as reasonably possible. Information will only be shared with individuals directly involved in resolving the matter or where required by law.
Natural Justice
The club is committed to procedural fairness. This means:
All parties will have an opportunity to be heard
Decisions will be made fairly and without bias
Complaints will be assessed objectively
Policy Review
This policy will be reviewed regularly to ensure it remains effective, fair, and aligned with current best practice standards.
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Privacy Policy
Our basketball club is committed to protecting the privacy and personal information of our players, parents, guardians, coaches, volunteers, members, and website users.
This Privacy Policy explains how we collect, use, store, and protect personal information in connection with club activities and our website.
By using our website or participating in club activities, you agree to the practices outlined in this policy.
Information We Collect
The club may collect personal information including:
Names
Contact details (phone numbers, email addresses, addresses)
Emergency contact information
Date of birth
Registration and membership information
Team and competition details
Medical or health information relevant to participation
Working With Children Check information where required
Photos or videos taken during club activities
Website usage data and cookies
How We Use Information
We may use personal information to:
Manage registrations and memberships
Communicate club updates, fixtures, and events
Ensure player safety and wellbeing
Organise teams, competitions, and training
Meet legal or insurance obligations
Improve club operations and website functionality
Promote the club through newsletters, social media, and marketing materials
We will only use personal information for purposes related to the operation of the club unless otherwise required or permitted by law.
Photos & Media
The club may take photographs or videos during games, training, and events for promotional or community purposes, including:
Social media
Club website
Newsletters
Marketing materials
Parents or guardians may request that images of their child not be used by contacting the club.
Sharing Information
The club may share relevant information with:
Basketball associations and governing bodies
Competition organisers
Insurance providers
Coaches and team managers where necessary
Emergency services or medical personnel if required
We will not sell or improperly disclose personal information to third parties.
Data Security
The club takes reasonable steps to protect personal information from:
Unauthorised access
Misuse
Loss
Disclosure
Alteration
However, no online system or electronic storage method can be guaranteed to be completely secure.
Website & Cookies
Our website may use cookies or analytics tools to improve user experience and understand website traffic.
Users may disable cookies through their browser settings if preferred.
Access & Corrections
Individuals may request access to their personal information or request corrections if information is inaccurate or outdated.
Requests can be made by contacting the club directly.
Children’s Privacy
The club is committed to protecting the privacy and safety of children. Personal information relating to children will only be collected and used where necessary for participation and club operations.
Third-Party Links
Our website may contain links to third-party websites. The club is not responsible for the privacy practices or content of external websites.
Policy Updates
This Privacy Policy may be updated from time to time to reflect changes in laws, regulations, or club practices. Updated versions will be published on the club website.
Contact Us
If you have any questions or concerns regarding this Privacy Policy or the handling of personal information, please contact the club directly through the website contact page or club administration.
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Risk Management & Incident Reporting Policy
Our basketball club is committed to providing a safe, well-managed environment for all players, coaches, volunteers, parents, and spectators. This policy outlines how we identify, manage, and respond to risks and how incidents are reported and handled.
Purpose
The purpose of this policy is to:
Identify and reduce risks in club activities
Ensure the safety and wellbeing of all participants
Provide a clear process for reporting and responding to incidents
Ensure compliance with relevant safety, child protection, and sporting regulations
Promote a proactive safety culture within the club
Scope
This policy applies to:
Training sessions
Matches and competitions
Club events and travel
Use of facilities and equipment
Any activity conducted under the name of the club
It applies to all players, coaches, staff, volunteers, parents, and spectators.
Risk Management Approach
The club aims to manage risk by:
Identifying potential hazards before activities
Taking reasonable steps to eliminate or reduce risks
Ensuring safe facilities and equipment
Providing appropriate supervision
Following governing body and venue safety requirements
Common risks may include:
Player injury
Unsafe behaviour or misconduct
Equipment failure
Environmental hazards (heat, weather, surfaces)
Conflict or behavioural incidents
Responsibilities
Club Committee
Oversees risk management processes
Ensures policies are implemented
Reviews incidents and takes corrective action
Maintains compliance with safety requirements
Coaches & Team Officials
Ensure safe conduct during training and games
Supervise players appropriately
Identify and respond to hazards or unsafe behaviour
Report incidents immediately
Players
Follow instructions and rules
Play safely and responsibly
Report hazards or injuries when they occur
Parents & Spectators
Behave responsibly at all times
Respect safety instructions and venue rules
Avoid interfering with games or training
Incident Reporting
An incident is any event that results in, or could have resulted in:
Injury or illness
Unsafe or dangerous behaviour
Property damage
Conflict or serious misconduct
Child safety concerns
Near misses (hazardous situations that did not cause harm)
Immediate Response
In the event of an incident:
Ensure the safety of all individuals involved
Provide or seek first aid if required
Contact emergency services if the situation is serious or life-threatening
Notify the coach or team official immediately
Separate individuals involved in conflicts if necessary
Reporting Procedure
All incidents must be reported as soon as possible.
The reporting process includes:
Completing an Incident Report Form
Providing clear and accurate details, including:
Date, time, and location
People involved
Description of what occurred
Any injuries or damage
Witnesses (if applicable)
Submitting the report to the Club Committee or designated Safety Officer
Reports should be submitted as soon as possible after the incident occurs.
Incident Review Process
Once an incident is reported, the club will:
Acknowledge receipt of the report
Review all available information
Speak with relevant parties if necessary
Determine whether further action is required
Implement corrective or preventive measures if needed
Actions may include:
Additional safety measures
Behaviour management or disciplinary action
Referral to governing bodies or authorities
Policy or procedure updates
Serious Incidents
Serious incidents include:
Significant injury
Suspected child abuse or harm
Violence or threats
Police involvement
Major facility hazards
These must be escalated immediately to:
Emergency services (if required)
Club Committee or Child Safety Officer
Relevant governing bodies
Confidentiality will be maintained where possible, but safety remains the priority.
Record Keeping
The club will maintain secure records of:
Incident reports
Risk assessments
Follow-up actions taken
Related communications
Records will only be accessible to authorised personnel.
Continuous Improvement
The club is committed to learning from incidents to improve safety. This includes:
Reviewing incident trends
Updating safety procedures
Improving training and supervision
Strengthening risk controls
Policy Review
This policy will be reviewed regularly to ensure it remains effective and aligned with best practice in sports safety and risk management.
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Heat Policy
Our basketball club is committed to protecting the health and safety of all players, coaches, officials, volunteers, and spectators during periods of hot weather. Heat can significantly increase the risk of dehydration, heat stress, and heat-related illness, particularly in children and young people.
This policy outlines how the club manages training and games in hot weather conditions.
Purpose
The purpose of this policy is to:
Reduce the risk of heat-related illness
Ensure safe participation in hot weather conditions
Provide clear guidance for modifying or cancelling activities
Promote hydration and safe behaviour during heat
Scope
This policy applies to:
All training sessions
All games and competitions
Club events and activities held in hot weather
Indoor and outdoor basketball activities
Heat Guidelines
The club will consider the following factors when assessing heat risk:
Air temperature
Humidity levels
Wind conditions
Court surface temperature (especially outdoor courts)
Player age and intensity of activity
Duration of activity
The club may use local weather forecasts and venue conditions to make decisions.
Heat Action Levels
Low Risk (mild to warm conditions)
Normal training and games proceed
Regular water breaks encouraged
Moderate Risk (hot conditions)
Increased water breaks (every 10–15 minutes recommended)
Reduced training intensity where appropriate
Extra shade and rest encouraged
Coaches monitor players closely for signs of heat stress
High Risk (very hot/extreme conditions)
Training intensity significantly reduced or modified
Extended and frequent hydration breaks
Shortened sessions where possible
Consider rescheduling training or games
Extreme Risk
Training or games may be cancelled, postponed, or moved indoors
Priority is player safety over competition or scheduling
Final decisions rest with the Club Committee, venue officials, or appointed safety officer.
Hydration Requirements
All participants are expected to:
Bring sufficient water to all sessions
Drink regularly before, during, and after activity
Avoid sugary or caffeinated drinks before activity where possible
The club strongly encourages players to arrive already hydrated.
Clothing & Sun Safety
Participants are encouraged to:
Wear light, breathable sports clothing
Use sunscreen (SPF 30+ or higher recommended)
Wear hats and sunglasses when not actively playing (where appropriate)
Seek shade during breaks
Signs of Heat Illness
Coaches, players, and parents should watch for signs including:
Dizziness or fainting
Headache
Nausea or vomiting
Excessive fatigue
Confusion or disorientation
Cramps
Pale or flushed skin
If symptoms occur:
Stop activity immediately
Move the person to a cool or shaded area
Provide water (if conscious and able)
Seek medical attention if symptoms are severe or do not improve
Responsibilities
Coaches
Monitor weather conditions and player wellbeing
Adjust training as needed
Ensure regular drink breaks
Stop activity if conditions become unsafe
Players
Take responsibility for hydration
Report feeling unwell immediately
Follow coach instructions during hot conditions
Parents & Guardians
Ensure children are prepared with water and appropriate clothing
Encourage hydration before and after sessions
Support decisions to modify or cancel activities
Club Committee
Monitor weather forecasts and conditions
Make final decisions regarding cancellations or modifications
Communicate changes promptly to members
Cancellations & Communication
If training or games are cancelled or modified due to heat:
The club will notify members as soon as possible via official communication channels
Updates may include SMS, email, social media, or team messaging groups
Decisions are based on player safety and may be made at short notice
Policy Review
This Heat Policy will be reviewed regularly to ensure it reflects current best practice in sports safety and local environmental conditions.