The Club Hub features guidance and resources to support established and developing clubs

Policies & Procedures

A club’s policies and procedures are vital to an effective and smooth existence.

When a club is established, a constitution (explained below) sets out who and what that club is, and this is then underpinned by various policies and procedures which will set out in more detail how the club will do certain things, or manage certain aspects of the club’s running.

In order for a wheelchair rugby club to become affiliated to Great Britain Wheelchair Rugby, it must evidence certain key requirements. You can find out more about GBWR Affiliation and a club’s requirements here.

Developing and implementing appropriate policies and procedures is a part of these key requirements. There are certain policies and procedures which GBWR requires clubs to create individually, including a club constitution. However, there are also policies and procedures which GBWR requires clubs to adopt from GBWR.

Below you will find downloadable templates for many of the policies and procedures required for wheelchair rugby clubs, as well as the ones which need to be adopted from GBWR.

For each template there is an introduction page which gives a description on the purpose of the respective document, as well as a note on affiliation requirements and typical points included in the policy or procedure.

Which Policies Does a Club Adopt from GBWR?

The following policies must be adopted by wheelchair rugby clubs in line with GBWR’s own policies. This is to ensure consistency in the protocols we follow and to ensure all GBWR members are treated fairly.

  • Safeguarding

    Given the nature of wheelchair rugby as a disability sport, a safeguarding policy is a document that all clubs will be required to have in place. To ensure clubs are following the correct protocols, GBWR requires our safeguarding policy to be adopted by wheelchair rugby clubs. The easiest way for clubs to adopt GBWR’s safeguarding policy is by downloading and amending the safeguarding policy template below.

    If clubs wish to create their own policy, or already have a policy as part of a partnership with a larger organisation, the wheelchair rugby club (or section) must still adopt GBWR’s safeguarding policy, meaning the wheelchair rugby club must ensure it follows both sets of guidance. If there are any discrepancies between the two policies, (owing to the nature of wheelchair rugby as a disability sport) the wheelchair rugby club / GBWR safeguarding policies take precedence, and the wheelchair rugby club should make this clear within its Terms of Reference.

    A safeguarding policy is required to protect the welfare of members. This must act as a guide for the club’s safeguarding procedures and a welfare officer should be appointed so that members can approach a trusted person.

    Safeguarding Policy Template

  • Anti-Doping

    As a wheelchair rugby club, it is important that you highlight your anti-doping stance and respective policies to your club members. Clubs should promote clean sport through their club website or noticeboard and should direct members to the UK Anti-Doping website where they can find further information on anti-doping in sport.

    Clubs should also consider creating a commitment statement to show the steps they will take to promote a clean sport.

    There is a template commitment statement below which can be used by clubs as well as pre-written content which can be adapted and used on your club website and other platforms:

    Clean Sport Commitment Statement

    Anti-Doping Content for Website

  • GBWR & Club Core Values

    All clubs should consider the Values they play the sport of wheelchair rugby by and should be promoting these to their members.

    GBWR’s Values should be adopted by clubs alongside their own. Values can be displayed on the club’s website and all club members should ‘buy into’ the spirit in which their respective club wishes to play wheelchair rugby.

Which Policies Does a Club Create?

The following policies and procedures are all important documents for a club to implement and should be bespoke to your club and its requirements.

Please note that all of these policies & procedures may not be required by every wheelchair rugby club, depending on their organisational structure.

  • Constitution

    In order to become a recognised club, you would firstly be required to create a binding document. This defines what your club is, who runs it and how. Depending on the legal structure of your club, the type of binding document the club holds may vary, whether it be a Club Constitution, Terms of Reference or Articles of Association, they all serve a similar purpose in defining what your organisation does, who does it and how it is done.

    The template below is for a constitution, the document most amateur sport clubs will be using as a binding document.

    Constitution Template

  • Codes of Conduct

    A code of conduct is essentially an agreed set of behaviours that your club expects club members to abide by. The club members would read through the agreement and sign to say they will follow the expected behaviours at club events and tournaments.

    A code of conduct should be developed with the club values in mind; clubs could use the code of conduct to show how their values can be achieved by individual members in various club settings. This a good way to set the standard of behaviour at your club and can help club members to buy into your club’s values and ethos.

    Code of Conduct: Players

    Code of Conduct: Volunteers

    Code of Conduct: Children & Young People

    Code of Conduct: Parents & Carers

  • General Data Protection Regulation (GDPR) Compliance

    GDPR came into effect in 2018, replacing the Data Protection Act of 1998, and all organisations must abide by the legislation if they handle or process any form of personal data. To be GDPR compliant, a sports club should have suitable documents in place. Further information on the GDPR is provided by Wright Hassall.

    The Sport and Recreation Alliance’s GDPR Toolkit, commissioned by Sport England, was developed to help the sector meet the legislative requirements of the GDPR; just sign-up and you’ll find a suite of GDPR compliant template documents that can be personalised to suit the requirements of your club.

    Important note: Part of the GDPR states that a Data Protection Officer (DPO) may be appointed by organisations; this is not a legal requirement for most wheelchair rugby clubs not meeting the requirements set out below. Under the GDPR, you must appoint a DPO if:

    • you are a public authority (except for courts acting in their judicial capacity);
    • your core activities require large scale, regular and systematic monitoring of individuals (for example, online behaviour tracking) or;
    • your core activities consist of large-scale processing of special categories of data or data relating to criminal convictions and offences
  • Equality

    Everyone has the right to be involved with wheelchair rugby, whether as an active player or a volunteer at club events. To ensure fairness between all involved, a club should consider creating an equality policy, outlining the steps they will take to safeguard the fair treatment and unprejudiced approach to anyone involved with their club.

    An equality policy can highlight that a club recognises its members differences and has steps in place to protect its members from discrimination.

    Equality Policy Template

  • Health & Safety

    Given the nature of wheelchair rugby as a contact wheelchair sport, it is vital that clubs take health & safety seriously by ensuring the various risks associated with the sport are thought about and managed. A good way to start is by developing a health & safety policy.

    Health & Safety Policy Template

    Note: For larger and more established clubs, if you hire 5 or more employees, you must have a Health & Safety Policy statement.

  • Social Media

    In this modern day, social media plays a big part in the communication methods used by clubs. Social media covers many different platforms, from websites and social network pages (Facebook / Twitter / Instagram) to chat rooms, blogs and even video sharing sites (YouTube / Tik-Tok). With this many methods of communicating, it is vital that a club and its members make informed decisions about how they use the internet, mobile phone and email communications in order to protect the club as a whole.

    A social media policy does not need to be lengthy or complicated; it can be an extension of your existing policies within the club like the Codes of Conduct. By tying a social media policy into another policy, members can then apply the same rules and judgements to online communications as they would to other club interactions.

    Social Media Policy Template

    Sport England Club Matters also has guidance on developing a social media policy

    Further information on staying safe online is available from the Child Protection in Sport Unit

  • Anti-Bullying & Harassment

    An important policy for all clubs to have is an Anti-Bullying & Harassment policy. This outlines the clubs stance on any form of bullying or harassment and the steps the club will take to prevent or discipline bullying or harassment behaviours within the club.

    All wheelchair rugby clubs should adopt a zero tolerance approach to bullying and harassment and should work with their members to ensure players, volunteers and spectators are not victims of bullying or harassment.

    Anti-Bullying & Harassment Policy Template

    For further information on bullying and harassment in sport, the Child Protection in Sport Unit has further resources which can be applied to children and young people as well as adult members.

  • Anti-Bribery, Corruption & Fraud Policy

    An Anti-Bribery, Corruption & Fraud policy is important for clubs to show that they are committed to honesty and integrity when it comes to the sport that they play.

    This policy is a pledge to say that the club will act in a way that is fair, honest, transparent and ethical during all aspects of their day to day running. All club members should be aware of the key points of this policy, and should follow these points to ensure they are complying with lawful legislation when it comes to bribery, corruption and fraud.

    Anti-Bribery, Corruption & Fraud Policy Template

  • Other Club Policies & Procedures

    The policies and procedures listed above are not exhaustive; clubs may wish to include further documents to cover a range of different topics.
    GBWR have their own versions of many of the documents mentioned above alongside further policies and procedures.

    Clubs are encouraged to familiarise themselves with these in order to develop their own set of policies and procedures – they can be found here.

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