Team East Lothian AC

Membership 2019/20

Emergency Contact Details

Please ensure the primary contact details match those in Team App.

Medical Details

Please let us know of any medical details, allergies or medicines we should know about.  This information will be shared with coaches for athletes' safety. Should anything change you are required to keep coaches up dated during the membership year. 

Membership Renewal Donation

Notes about Membership types:

'Junior' membership options are for athletes Under-23 in competition year

'Training' membership options are for athletes part of TEL Squads and paying monthly training fees

'Student' membership option is for athletes who are studying at University or College outside of the Lothians; are no longer accessing training on a regular basis and only attending training during the University holidays (this membership includes monthly training fees for holiday periods) 

'New Junior' membership is for first time members and includes a competition vest 

We will only process and hold your personal details in accordance with General Data Protection Regulations (GDPR 2018) our full policy can be found online at Team East Lothian AC wesbite or by clicking here

Our full Privacy Policy can be found online at Team East Lothian AC wesbite or by clicking here

On occasion Team East Lothian AC may use photographs, video or other images of our members.

• within the club for display purposes
• within other printed publications
• club’s website and social media pages
• for coaching, training video analysis

The club will take all steps to ensure these images are used solely for the purposes they are intended. If you become aware that these images are being used inappropriately you should inform clubofficer@teameastlothian.org.uk immediately.

If you are a UK taxpayer, Gift Aid allows you to significantly increase the value of your donation to us without you having to pay a penny more.

I would like TEL AC to reclaim the tax on this donation and any future donations from me and my immediate family. I confirm I have paid or will pay an amount of income tax and/or capital gains tax for each tax year (6 April to 5 April) that is at least equal to the amount of tax that all the charities that I donate to will reclaim on my gifts for that tax year. I understand that other taxes such as VAT and Council Tax do not qualify. 

As a responsible athlete you will:

• Respect the rights, dignity and worth of every athlete, coach, technical official and others involved in athletics and treat everyone equally.
• Uphold the same values of sportsmanship off the field as you do when engaged in athletics
• Cooperate fully with others involved in the sport such as coaches, technical officials, team managers, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the yourself and other athletes
• Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances
• Anticipate and be responsible for your own needs including being organised, having the appropriate equipment and being on time
• Inform your coach of any other coaching that you are seeking or receiving
• Always thank the coaches and officials who enable you to participate in athletics

 

As a responsible Athlete, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:

• Act with dignity and display courtesy and good manners towards others
• Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse
• Challenge inappropriate behaviour and language by others
• Never engage in any inappropriate or illegal behaviour
• Avoid destructive behaviour and leave athletics venues as you find them
• Not carry or consume alcohol to excess and/or illegal substances.
• Avoid carrying any items that could be dangerous to yourself or others excluding athletics equipment used in the course of your athletics activity

 

In addition, athletes, especially young athletes and vulnerable adults, should follow these guidelines on safe participation in athletics

• Notify a responsible adult if you have to go somewhere (why, where and when you will return)
• Do not respond if someone seeks private information unrelated to athletics such as personal information, home life information
• Strictly maintain boundaries between friendship and intimacy with a coach or technical official
• Never accept lifts in cars or invitations into homes on your own without the prior knowledge and consent of your parent/carer
• Use safe transport or travel arrangements
• Report any accidental injury, distress, misunderstanding or misinterpretation to your parents/carers and club Welfare officer as soon as possible.
• Report any suspected misconduct by coaches or other people involved in athletics to the club welfare officer as soon as possible

 

WE NEED YOUR HELP!

Like many clubs and associations, Team East Lothian AC is run mainly on the efforts of volunteers. To help us in the running of the club and the different events and activities that the club organises or partcipaes in we ask that parents / guardians as Associate Members are asked to volunteer a minimum of 5 hours per year to support the club.

A list of the areas where time can be volunteered is below.  If it is not possible for an Associate member to volunteer time to the Club, Associate members can alternatively make a donation to The Club. A suggested donation is £10 although the donation will be at the discretion of the Associate member. 

Parents / Guardians Code of Conduct

As a responsible parent/person with parental responsibility you will

• Respect the rights, dignity and worth of every athlete, coach, technical official and others involved in athletics and treat everyone equally
• Cooperate fully with others involved in the sport such as coaches, technical officials, team managers, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the athlete
• Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances
• Never place undue pressure on children to perform, participate or compete
• Check out the qualifications and licences of people who are coaching or managing your child or offering a service connected to athletics such as physiotherapy, massage or nutritional advice.
• Take an active interest in your child’s participation
• Attend training or competitions when ever possible
• Know exactly where your child will be and who they will be with at all times
• Never make assumptions about your child’s safety
• Ensure that your child does not take any unnecessary valuable items to training or competition
• Inform your child’s coach or team manager of any illness or disability that needs to be taken into consideration for athletic performance
• Provide any necessary medication that your child needs for the duration of trips
• Assume responsibility for safe transportation to and from training and competition
• Return  any necessary written consent forms to the club/team manager or appropriate person, including next of kin details, health and medical requirements before your child goes to any away events or trips
• Report any concerns you have about your child’s or any other child’s welfare to the Club Welfare Officer, Regional, National or UKA Welfare Officers. (This does not affect your right to contact your local social services or the police if you feel it is necessary)

 

As a responsible parent/person with parental responsibility for a young athlete, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:

• Act with dignity and display courtesy and good manners towards others
• Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse
• Challenge inappropriate behaviour and language by others
• Be aware that your attitude and behaviour directly affects the behaviour of your child and other young athletes
• Avoid destructive behaviour and leave athletics venues as you find them
• Never engage in any inappropriate or illegal behaviour
• Not carry or consume alcohol to excess and/or illegal substances.
• Not carry any items that can be dangerous to yourself or to others excluding athletics equipment used in the course of your child’s athletics activity

As a responsible athletics Coach, Offical or Club Volunteer you will:

• Respect the rights, dignity and worth of every athlete and others involved in athletics and treat everyone equally.
• Place the welfare and safety of the athlete above the development of performance
• Be appropriately qualified including obtaining CRB/Disclosure Scotland clearance, update your licence and education as and when required by UKA and adhere to the terms of the coaching licence
• Ensure that activities you direct or guide are appropriate for the age, maturity, experience and ability of the individual athlete
• At the outset clarify with athletes (and where appropriate, with parents or carers) exactly what it is that is expected of them and what athletes are entitled to expect from you
• Never try to recruit, either overtly or covertly, athletes who are already receiving coaching. If approached by an athlete receiving coaching refer immediately to the coach currently providing coaching support.
• 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.
• Cooperate fully with others involved in the sport such as technical officials, team managers, other coaches, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the athlete
• Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances
• Encourage and guide athletes to accept responsibility for their own performance and behaviour
• Develop appropriate working relationships with athletes based on mutual trust and respect,  especially with those athletes under 18 years or vulnerable adults
• Do not exert undue influence to obtain personal benefit or reward

 

A coach MUST strictly maintain a clear boundary between friendship and intimacy with athletes and do not conduct inappropriate relationships with athletes. Relationship with athletes can cause significant problems for other team members, raising concerns of favouritism and/or victimisation should the relationship later end.

In particular, you MUST NOT allow an intimate personal relationship to develop between yourself and any athlete aged under 18 years. Any violation of this could result in a coach licence being withdrawn. It may also be a criminal offence to conduct a relationship with an athlete aged under 16 years. It may also be a violation of your coaching licence to form an intimate personal relationship with a vulnerable adults.

 

As a responsible coach, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:

• Act with dignity and display courtesy and good manners towards others
• Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse
• Challenge inappropriate behaviour and language by others
• Be aware that your attitude and behaviour directly affects the behaviour of athletes under your supervision
• Never engage in any inappropriate or illegal behaviour
• Avoid destructive behaviour and leave athletics venues as you find them
• Not carry or consume alcohol to excess and/or illegal substances.
• Avoid carrying any items that could be dangerous to yourself or others excluding athletics equipment used in the course of your athletics activity

 

In addition, coaches should follow these guidelines on best coaching practice, in particular with young athletes or with vulnerable adults

• Avoid critical language or actions, such as sarcasm which could undermine an athlete’s self esteem.
• Avoid spending time alone with young athletes unless clearly in the view of others to protect both yourself and the young athlete. In special circumstances, for example when coaching elite young athletes, one to one coaching sessions may form part of the required training schedule. In this circumstance, parental/guardian consent must be sought and obtained prior to sessions taking place. The coach must inform the parent/guardian of the venue for training and an emergency contact number should by provided by both the coach and parent/guardian.
• Avoid taking young athletes alone in your car
• Never invite a young athlete alone into your home
• Never share a bedroom with a child
• Always explain why and ask for consent before touching an athlete
• Ensure that parents/carers know and have given consent before taking a young athlete away from the usual training venue
• Work in same-sex pairs if supervising changing areas
• Respect the right of young athletes to an independent life outside of athletics
• Report any accidental injury, distress, misunderstanding or misinterpretation to the parents/carers and club Welfare officer as soon as possible.
• Report any suspected misconduct by other coaches or other people involved in athletics to the Club, Regional, National or UKA welfare officer as soon as possible

The Club is a non-profit charity whose principal purpose is 

1. To provide facilities for and to promote participation of the whole community in the sport of athletics in the East Lothian area, including Track and Field, Cross Country and Road Running.
2. To foster and create an environment in East Lothian where talent in athletics can be identified, encouraged and developed.
3. To successfully provide the training, coaching and competition opportunities, which will allow athletes to maximise and fulfil their potential in the sport of athletics.
4. To support, retain and develop the coaches and additional sports specialists as well as the officials, administrators and volunteers involved in The Club.
5. To work with local partners and athletics clubs in East Lothian, as well as Regional and National interested parties and organisations for the furtherance and development of athletics in East Lothian.
6. To affiliate to the governing body of athletics, namely Scottish Athletics Ltd (SAL), and comply with and uphold the Rules and Regulations of both SAL and UK Athletics.
7. To do all such other things as shall further the objectives of The Club.
8. To engage in our local community, using sport as a vehicle for change and improvement

 

OSCR Trustee Guidance

Being a charity trustee means you are responsible, along with your fellow charity trustees, for running your charity properly. It is important that all charity trustees understand fully what their role means.

All charity trustees should read the OSCR publication, ‘Guidance for charity trustees :acting with care and diligence’ which can be viewed by clicking here

As a charity trustee you must act in the interests of the charity:

• You must seek in good faith to ensure the charity operates in a manner consistent with its purposes
• You must act with care and diligence
• You must manage any conflict of interest between the charity and any person or organisation who appoints trustees
• If you and your fellow charity trustees decide to take on new charity trustees you should have an induction policy in place to ensure that they are aware of their role.

As a charity trustee you must comply with The Charities and Trustee Investment (Scotland) Act 2005:

Charity details on the Scottish Charity Register

• It is a legal requirement that you inform OSCR if your Charity's principal contact changes.

Reporting to OSCR: Making changes to your charity

• You must seek OSCR’s consent before making certain changes to your charity, for example changing its name or purposes, or dissolving it. Some other changes must be notified to OSCR once they have been made. 

Financial records and reporting

• You must keep accurate accounting records, including receipts and invoices, and retain these for six years. We will send you an Annual Return form and ask you to confirm certain information every year. This should be completed and submitted, along with your compliant annual accounts and trustees’ annual report. 

Fundraising

• You must ensure charitable assets are used for solely charitable purposes which are the same as or similar to those set out in your constitution even if you dissolve the charity.

Providing information to the public

• As a charity, you have a duty to let people know you are a SCIO and give them certain information. For instance, you must show your charity name and (if the name does not already say so) the fact that it is a SCIO on your literature, job advertisements, and on your website. As a matter of good practice, you should also state your charity number on these documents.