Safeguarding Children Policy
Adopted from The FA Safeguarding Children Policy · Reviewed 2023–24
1. Pluckley Football Club acknowledges its responsibility to safeguard the welfare of every child and young person who has been entrusted to its care and is committed to working to provide a safe environment for all members. A child or young person is anyone under the age of 18 engaged in any club football activity. We subscribe to The Football Association's (The FA) Safeguarding Children – Policy and Procedures and endorse and adopt the Policy Statement contained in that document.
The key principles of The FA Safeguarding Children Policy are that:
- the child's welfare is, and must always be, the paramount consideration
- all children and young people have a right to be protected from abuse regardless of their age, gender, disability, race, sexual orientation, faith or belief
- all suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately
- working in partnership with other organisations, children and young people and their parents/carers is essential.
2. We acknowledge that every child or young person who plays or participates in football should be able to take part in an enjoyable and safe environment and be protected from poor practice and abuse. Pluckley Football Club recognises that this is the responsibility of every adult involved in our club.
3. Pluckley Football Club has a role to play in safeguarding the welfare of all children and young people by protecting them from physical, sexual or emotional harm and from neglect or bullying. It is noted and accepted that The Football Association's Safeguarding Children Regulations (see The FA Handbook) applies to everyone in football whether in a paid or voluntary capacity. This means whether you are a volunteer, match official, helper on club tours, football coach, club official or medical staff.
4. We endorse and adopt The FA's Responsible Recruitment guidelines for recruiting volunteers and we will:
- specify what the role is and what tasks it involves
- request identification documents
- as a minimum meet and chat with the applicant(s) and where possible interview people before appointing them
- ask for and follow up with 2 references before appointing someone
- where eligible require an FA accepted Enhanced Criminal Record Check (CRC) with Barring List Check in line with current FA policy and regulations.
All current Pluckley Football Club members working in eligible roles, with children and young people - such as managers and coaches are required to hold an in-date FA accepted DBS check as part of responsible recruitment practice.
If there are concerns regarding the appropriateness of an individual who is already involved or who has approached us to become part of Pluckley Football Club guidance will be sought from The Football Association. It is noted and accepted that The FA will consider the relevance and significance of the information obtained via the DBS Process and that all suitability decisions will be made in accordance with legislation and in the best interests of children and young people.
It is accepted that The FA aims to prevent people with a history of relevant and significant offending from having contact with children or young people and the opportunity to influence policies or practice with children or young people. This is to prevent direct sexual or physical harm to children and to minimise the risk of 'grooming' within football
5. Pluckley Football Club supports The FA's Whistle Blowing Policy. Any adult or young person with concerns about a adult in a position of trust with football can 'whistle blow' by contacting The FA Safeguarding Team on 0800 169 1863, by writing to The FA Case Manager at The Football Association, Wembley Stadium, PO Box 1966, London SW1P 9EQ, by emailing Safeguarding@TheFA.com or alternatively by going direct to the Police, Children's Social Care or the NSPCC. Pluckley Football Club encourages everyone to know about The FA's Whistle Blowing Policy and to utilise it if necessary.
6. Pluckley Football Club has appointed a Club Welfare Officer in line with The FA's role profile and required completion of the Safeguarding Children and Welfare Officers Workshop. The post holder will be involved with Welfare Officer training provided by The FA and/or County FA. The Club Welfare Officer is the first point of contact for all club members regarding concerns about the welfare of any child or young person. The Club Welfare Officer will liaise directly with the County FA (CFA) Welfare Officer and will be familiar with the procedures for referring any concerns. They will also play a proactive role in increasing awareness of Respect, poor practice and abuse amongst club members.
7. We acknowledge and endorse The FA's identification of bullying as a category of abuse. Bullying of any kind is not acceptable at our club. If bullying does occur, all players or parents/carers should be able to tell and know that incidents will be dealt with promptly. Incidents need to be reported to the Club Welfare Officer in cases of serious bullying the CFA Welfare Officer may be contacted.
8. Respect codes of conduct for Players, Parents/ Spectators, Officials and Coaches have been implemented by Pluckley Football Club. In order to validate these Respect codes of conduct the club has clear actions it will take regarding repeated or serious misconduct at club level and acknowledges the possibility of potential sanctions which may be implemented by the County FA in more serious circumstances.
9. Reporting your concerns about the welfare of a child or young person. Safeguarding is everyone's responsibility if you are worried about a child it is important that you report your concerns – no action is not an option.
a. If you are worried about a child then you need to report your concerns to the Club Welfare Officer.
b. If the issue is one of poor practice the Club Welfare Officer will either:
- deal with the matter themselves or
- seek advice from the CFA Welfare Officer
c. If the concern is more serious – possible child abuse, where possible, contact the CFA Welfare Officer first, then immediately contact the Police or Children's Social Care.
d. If the child needs immediate medical treatment take them to a hospital or call an ambulance and tell them this is a child protection concern. Let your Club Welfare Officer know what action you have taken, they in turn will inform the CFA Welfare Officer
e. If at any time you are not able to contact your Club Welfare Officer or the matter is clearly serious then you can either
- contact your CFA Welfare Officer directly
- contact The FA Safeguarding Team on 0800 169 1863 or Safeguarding@TheFA.com
- contact the Police or Children's Social Care
- call the NSPCC 24 hour Helpline for advice on 0808 800 5000 or text 88858 or email help@nspcc.org.uk
NB – The FA's Safeguarding Children Policy and Procedures are available via – http://www.TheFA.com/footballrules-governance/safeguarding – click on 'Raising Awareness – Best Practice Downloads', the Policy and Procedures document is within the resources area. The policy outlines in detail what to do if you are concerned about the welfare of a child and includes flow diagrams which describe this process. How to make a referral is also covered in the Safeguarding Children workshop. Participants are given the opportunity to discuss how this feels and how best they can prepare themselves to deal with such a situation. For more information on this workshop contact your County Welfare Officer.
10. Further advice on Safeguarding Children matters can be obtained from:
Pluckley Football Club Welfare Officer:
Name: Suzanne Pearson
www.pluckleyfc.co.uk
- http://www.TheFA.com/football-rules-governance/ safeguarding
- Emailing – Safeguarding@TheFA.com
- The FA Safeguarding Children general enquiry line 0845 210 8080
Code of Conduct — Parents & Guardians/Carers
Respect Code of Conduct
Parents and guardians/carers have a great influence on children's enjoyment and success in football. It is important to remember that however good a child becomes at football whilst playing for this club, positive encouragement to all players is essential and will contribute to
- Children enjoying football
- A sense of personal enjoyment
- Self esteem
- Improving the child's skills and techniques
A parents/guardians/carers expectations and attitudes have a significant bearing on a child's attitude towards other players, officials, managers and spectators. Adults should always aim to
- Enable the player to have a clear understanding of the standards of behaviour expected
- Help players to understand the rules
- Display patience
- Appreciate that adults football and children's football are not the same
For the enjoyment of all members the following code of conduct is expected by be followed by ALL parents/guardians/carers:
- Parents must develop an appropriate and supportive relationship with both the manager and their child based on mutual respect and understanding
- Applaud the opposition as well as your own team. Show them respect; without them there'd be no game
- Emphasise the importance of striving to win, as much as winning itself. Praise effort and performance more than results
- Parents must display high standards of behaviour and should avoid coaching during training and matches and must not shout and scream at players.
- Do not use profane language or harass, physically or verbally abuse young players, managers coaches or match officials
- Respect all officials' decisions whether qualified or unqualified. New and young officials should be encouraged and supported
- Do not make any comments other than complimentary towards players, officials and supporters of opposing teams
- Avoid becoming frustrated or ridiculing young players for focusing on their failings
- Offer plenty of support and positive encouragement towards all players during matches
- Wherever possible players who require help should be assisted and encouraged in a positive way
- Ensure that all players are dressed appropriately for the weather conditions and have the correct footwear, shin pads, drinks and a coat or similar to keep warm
- Inform the manager if a child cannot attend training or match days and make every effort to arrive on time
- Respect the decisions and team selection of the manager. These are the sole responsibility of the manager, whose decision is final
- Complaints in respect of running a game must be dealt with by the team manager. It is not acceptable for individuals to take matters into their own hands
- Adhere to and promote the positive aspects of the sport
- Give attention to each of the children involved in football not just the most talented
- Respect all members of the club and the decisions made by the Committee
- Parents and spectators must remain at least one meter behind the sideline and not behind the goal line nor in the coaching area
- They must NOT enter the field of play at any time other than requested to do so by the match official
I understand that if I do not follow the Code, any/all of the following actions may be taken by my club, County FA or the FA
- Be issued with a verbal or written warning from a club or league official
- Be required to meet with members of the club committee to include the club Welfare Officer
- Be required to meet with the, league or Kent FA Welfare Officer.
- Be requested to undertake an FA education course
- Be required to leave the match venue by the club
- Be requested by the club not to attend future games.
- Be suspended by the Club.
- Be requested to leave the club along with any dependants.
Joining Rules
Pluckley FC · 2024
Eligibility
Young players will be eligible to apply to join the Club principally by reference to their age. Age-groups will be determined broadly between under 7s and under 18s by reference to the Kent FA, Maidstone Invicta Primary League (or any other league to which the Club may affiliate) and young players will be accepted only in those appropriate age-groups under those criteria. Where a Team Manager considers that, because of the ability or physical capacity or incapacity, for example, of any young player, it would be beneficial to place that player into a different age-group, the Team Manager is entitled to make such a decision subject to that decision being subsequently ratified by the Committee. Such a decision will take into account the views of the player and the parents/guardians. The Committee will consider applications from girls, young disabled people or young people in special circumstances, on an individual basis. The major consideration will be whether the Club has the appropriate facilities, expertise and supervision levels to accommodate those applicants.
Registration
Players wishing to take part in any Club activities must register with the Club. Persons taking part in Club activities, who are not registered, do so at their own risk and are not covered by the Club's insurance. Until the Club receives a player's registration fee the player will not be entitled to take part in Club activities and may not be allowed to take part in training.
Parents/Guardians Responsibilities
Parents are responsible for paying players' registration fees at the time of registration in accordance with the scale of fees in operation.
Parents are responsible for paying promptly other fees which may become due to the Club, in accordance with its rules and policies, such as match subscriptions, players' fines, Club reimbursements.
Parents will be responsible for delivering their children into the care of the appropriate manager/coach/helper at training sessions and for collecting their children from these sessions at the appropriate time.
Parents will be responsible for transporting their own children to and from matches or from meeting places from time to time arranged.
It is the parents' responsibility to provide their own children with suitable personal equipment to take part in the activities.
Parents must ensure that their children carry any medical treatments which they need with them and are able to administer such treatments themselves.
Parents must ensure, as far as is reasonably possible, that their children are fit and healthy to undertake the activity that they attend.
Parents must exercise reasonable care over any Club equipment or assets or any facilities from time to time occupied or used by the Club.
Parents will be responsible for any costs arising from damage caused by their children, to the Club's property or other property, arising from the improper behaviour of their child.
Parents' behaviour towards the Club's players, opposition players or supporters, or the officials at matches or other activities should be in a manner which maintains the good reputation of the Club, and sets a good example to the young players, as set out in the Club's policy documents. Pluckley FC subscribes to the FA Code of Conduct for players, parents, coaches and supports. By registering with Pluckley FC you agree to abide by the following:
- Remember that children play for FUN
- Applaud effort and good play as well as success
- Always respect the match officials' decisions
- Remain outside the field of play and within the Designated Spectators' Area (where provided)
- Let the coach do their job and not confuse the players by telling them what to do
- Encourage the players to respect the opposition, referee and match officials
- Avoid criticising a player for making a mistake – mistakes are part of learning
- Never engage in, or tolerate, offensive, insulting, or abusive language or behaviour.
I understand that if I do not follow the Code, any/all of the following actions may be taken by my club, County FA, league or The FA I may be:
- Issued with a verbal warning from a club or league official
- Required to meet with the club, league or County FA Welfare Officer
- Required to meet with the club committee
- Obliged to undertake an FA education course
- Obliged to leave the match venue by the club
- Requested by the club not to attend future games
- Suspended or have my club membership removed
- Required to leave the club along with any dependents.
Player's Responsibilities
Players are required to behave in an acceptable manner at training sessions or other activities in accordance with the instructions of the coach or adult helper.
When representing the Club at matches or other activities, players are required to behave in an acceptable manner in line with the policy of the Club.
Players are responsible for their own personal equipment and belongings.
Players should exercise reasonable care over any Club equipment or assets or any facilities from time to time occupied or used by the Club.
Players are not allowed to use the Club's facilities, equipment or assets except during the Club's official activities whilst under supervision of the Club's helpers.
Any fines (such as bookings or sendings off) incurred by individual Players or Club Officials will be their responsibility and they will be required to settle them accordingly unless it is felt that they were incurred unreasonably. It will then be their responsibility or that of their manager/coach to make such representation to the Committee. Should the Club have made payment on their behalf the individual concerned will be bound to reimburse the Club in due course. Should payment not be forthcoming the Committee will have the right to suspend the individual from the Club until payment has been made.
The Club's Responsibilities
The Club undertakes to act in the manner set out in its rules and policy documents in its handbook which is available for viewing on request.
The Club undertakes to act within the rules set out by the league to which the Club is affiliated which are available for viewing on request.
The Club undertakes to fulfill all its legal requirements and to operate appropriate Child Protection procedures.
The Club's adult helpers are not authorised to carry out any activity other than those pursuant to the Club's official football training, football matches and other ancillary activities. For example, the Club's officials are not authorised to be responsible for the following:
- transporting young players;
- the care of young players outside of the duration of training or matches;
- collecting or holding of players' personal belongings;
- the behaviour, or result of such behaviour, of players outside the Club's official activities;
- the result of improper behaviour, or the costs arising from such behaviour, by players.
While for practical convenience the Club's adult helpers may from time to time undertake some actions for which they are not authorised, the Club cannot be held responsible for incidents thus arising.
The Club reserves the right at any time to refuse an application to join or to require a player to leave the Club if the above rules are breached or in the event that the Committee consider other matters to be of sufficient cause to justify such action.
The Club or its officials will not be liable for actions by players which are in breach of Club rules or the consequences of those actions. The Club will not be liable for unauthorised actions or actions in breach of Club rules by its officials or the consequences of those actions.
Social Media
Pluckley FC has a Social Media & Communication policy which is available on request. Parents are requested not to post pictures of players on social media without the consent of those players. Parents are also asked to consent to the club posting pictures of its players to social media and other such outlets in order to promote and market the club. Players will never be individually named. This consent is included in the player registration agreement.
Club Privacy Notice
How we use and look after your personal information
Pluckley Football Club (Club) ("we", "our", "us") take your privacy very seriously.
This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.
What personal data we hold on you
Personal data means any information about an individual from which that individual can be identified.
We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Club members.
You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant's parent or guardian.
Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership.
Why we need your personal data
We will only use personal data for any purpose for which it has been specifically provided.
The reason we need participants' and members' personal data is to be able to run the football club and arrange matches; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
| Purpose/ Processing Activity | Lawful Basis for processing under Article 6 of the GDPR. |
|---|
| processing membership forms and payments/ subs | Performance of a contract |
| organising matches | Performance of a contract |
| sending out match or Club information and updates | Performance of a contract |
| sharing data with coaches, managers or officials to run training sessions or enter events | Performance of a contract |
| sharing data with leagues we are in membership of, county associations and other competition providers for entry in events | Performance of a contract |
| sharing data with committee members to provide information about club activities, membership renewals or invitation to social events | The Club has a legitimate interest to maintain member and participant correspondence for club community purposes. |
| sharing data with third party service or facility providers | The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the Club, participants and its members. |
| sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority | The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members. |
| publishing match and league results | Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian |
| sending out marketing information such as newsletters and information about promotions and offers from sponsors | Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent. |
| To ensure we understand possible health risks | Consent. We will only process details on your medical history with your consent. |
Who we share your personal data with
When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.
We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.
We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.
The Club's data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.
Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
Cookies and tracking
This website uses no advertising or tracking cookies, and no third-party analytics. We only use a small amount of essential browser storage to make the site work (for example, remembering that you have dismissed an on-site notice). No third-party fonts or scripts are loaded, so your visit is not shared with any outside company.
How long we hold your personal data
We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on Whole Game System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK's data protection supervisory authority, the Information Commissioner's Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.
We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.
If you have any questions about this Privacy Notice then please contact the Club Chairman or Secretary.
Social Media & Communications Policy
Safeguarding on and off the field of play
The club's priority and responsibility is to safeguard children and young people involved in football. Alongside the very beneficial aspects of modern communication technologies we recognise that there are also increased risks to children and young people. These risks must be appropriately managed.
Everyone involved in football must recognise that the responsibility to safeguard exists both on and off the field of play.
It's essential that club officials (committee members, coaches/managers, assistants, first aiders and team administrators), referees, parents and players make informed decisions about how they use the internet, mobile phone and email communications.
Club officials and those in a position of responsibility at Pluckley FC must ensure they communicate responsibly.
Communicating with players
All communications from Pluckley FC club officials with players should be via the parents/guardians specified as the contact when the player is registered with the club on the membership system for that season.
CLUB OFFICIALS MUST NOT CONTACT PLAYERS DIRECTLY THROUGH ANY FORM OF DIGITAL COMMUNICATION (i.e. emails, text, social media such as Facebook, twitter, snapchat, WhatsApp etc).
If a player contacts a club official directly, any replies from the club official must include the parent/guardian and advise that future communications are done through the parent/guardian.
Use of social media
The club's website and social media administrator may maintain and monitor a Facebook and Twitter account as a way of getting club messaging across to the widest audience possible. This is used for marketing and raising awareness of relevant events, news and achievements.
Club officials may request to publish social media posts through the club's Facebook and Twitter profiles via the club's social media administrator. The administrator will ensure all content complies with this policy.
If any other social media profiles/groups are created by club officials for team specific communications (e.g. WhatsApp or Facebook groups), this must be with the parent/guardian only and not include any players. Communications must be solely about football matters e.g. fixtures, cancellations and team selection. At no time should there be any personal communications, 'banter' or comments. It is the responsibility of the club official who creates the group to maintain this policy and raise any concerns to the Club Welfare Officer.
The FA have published the below as best practice in relation to social networking:
Do
- ensure all the privacy settings are locked so that that the page(s) are used explicitly for club or league matters and are not used as a place to meet, share personal details or have private conversations
- nominate a club official to monitor the social networking page regularly and remove access for anyone behaving inappropriately
- make sure everyone within your club/team knows who is responsible for monitoring the content of the social networking areas and how to contact them
- provide all users with The FAs best practice guidance on using social networking sites
- gain written parent/guardian permission before access is given to U18s
- inform the CWO if you have received inappropriate communications online, keeping a record of any inappropriate, threatening or offensive material as this may be needed as evidence.
Don't
Unless a child/young person is a direct relation, the club officials should not:
- accept as a friend, players or referees U18 on social networking sites they are members of or share their own personal social networking sites with children or young people involved in youth football
- make contact with children or young people known through football outside of the football context on social networking sites
- use internet or web based communications to send personal messages of a non-football nature to a child or young person
- engage in any personal communications, 'banter' or comments.
Use of images
Any images posted on social media or the club's website must not include named individuals and the club official taking the photo must ensure that consent has been provided by the parent/guardian to use safe images on digital media (this consent is given upon registration with the club).
PARENTS ARE REQUESTED TO NOT POST IMAGES OF PLAYERS ON SOCIAL MEDIA WITHOUT THE CONSENT OF THE PARENTS OF THOSE PLAYERS.
Communicating with referees under 16
As with players, most referees are still minors and must be safeguarded and treated with respect. Some of these referees are as young as 14 years old and are carrying out the activity for the purposes of Duke of Edinburgh awards (DofE) etc.
FOR REFEREES UP TO THE AGE OF 16 (AGED 14 & 15), COMMUNICATIONS MUST BE THROUGH THE PARENT/GUARDIAN AND CLUB OFFICIALS MUST NOT CONTACT REFEREES DIRECTLY THROUGH ANY FORM OF DIGITAL COMMUNICATION.
The club maintains a secure referee list to be used by club officials only and includes the parent/guardian contact details.
Communicating with referees under 18
For referees that are aged 16 and 17, It's important that we recognise they are not 'adults' and as such we have a responsibility to safeguard them as we do any other young person involved in football.
FOR REFEREES UNDER 18 (AGED 16 & 17), COMMUNICATIONS CAN BE DIRECT BUT MUST INCLUDE A COPY TO THE PARENT/GUARDIAN.
Mobile phone and email contact details for referees under the age of 18 should not be hosted on website pages that can be accessed by the general public and must be held securely and displayed within private areas for the purpose of the activities they are undertaking with the written permission of their parent/guardian.
The guidance below is based on FA recommendations for best practice in relation to communication with 16-17 year olds who hold a position of trust and/or responsibility within football:
- Parent/guardian consent should be given prior to email, social networking and mobile phone communications with young people holding a position of trust.
- Both parties to only communicate for the purpose of organising referees at matches.
- Email communications between the club officials and referee should copy in the referee's parent/guardian.
Assistants
On occasion, managers may have U14's to U18's assisting at training sessions or matches for the purposes of DofE etc. Again, these assistants are still minors and the same rules of communication as for players and referees.
Safeguarding Children & Young People
Children and young people must be advised by their coaches, parents/guardians and Club Welfare Officer to always tell an adult they trust about communications that make them feel uncomfortable or where they've been asked not to tell their parent/guardian about the communication.
IF ANY INAPPROPRIATE COMMUNICATION OR CONTENT IS SHARED BETWEEN AN ADULT AND A PLAYER/REFEREE THIS SHOULD BE REPORTED IMMEDIATELY TO THE CWO WHO, WHERE NECESSARY, WILL SEEK ADVICE FROM THE COUNTY FA WELFARE OFFICER AND/OR STATUTORY AGENCIES AS APPROPRIATE.
Please refer to the club's full Safeguarding & Child Protection Policy.
Complaints Handling Procedure
How to raise a concern and how we respond
Section 1 – Who to contact to make a complaint
Complaints should be made in writing via the "Contact Us" link on our website www.pluckleyfc.co.uk Please provide details of the email address to which we should send our response.
Section 2 – The Process
When a complaint is received, Pluckley FC will:
- Acknowledge your complaint in writing within 48 hours of receipt
- Advise you of any further information that is required
- Advise you if information is required from a third party and seek your written permission to do so.
- Indicate to you the timescales involved in resolving your complaint.
Section 3– Complaints and Social Media
Pluckley FC will not acknowledge or accept a formal complaint via any form of social media. We monitor effectively all our social media accounts and wherever possible we will try and identify your contact details to ensure we address any observations or concerns expressed. All responses will be made either via direct message (DM) or via email or phone. Pluckley FC reserves the right to communicate with you via social media to direct you to our website where the Complaints Procedure is published.
Section 4 – Recording verbal complaints
Upon receiving a verbal complaint, Pluckley FC will advise the Complainant of the Complaints Procedure and then either refer the Complainant to the Complaints Procedure on the website or will send the Complainant a copy via email or in the post. If the Complainant is unable to put the complaint in writing, arrangements will be made to obtain details of the complaint verbally and minutes of the discussion will be sent to the Complainant to sign. Complaints received by Pluckley FC, either over telephone or in person, will always be documented and a written record will always be taken. A 'complaints log' is maintained which details all action taken and the timescales involved.
Section 5 – Complaint resolution
Stage 1 – Internal Resolution
In many cases, a Complaint may best be resolved by the person who is responsible for the 'issue' being complained about. The Club's Welfare Officer will, in the first instance, seek to act within 7 days and liaise with both parties in order to seek a swift resolution. Pluckley FC, will only do this in cases where it is deemed to be possible and appropriate.
If the matter cannot be resolved by internal resolution, Pluckley FC, will progress the matter to Stage 2.
If the complaint relates specifically to a third person and/or entity (Pluckley FC, Employee, Club, League, Volunteer), they will be informed and given a fair and transparent opportunity to respond in writing with their account. This will be done before progressing to Stage 2.
Stage 2 – Investigation of a complaint
The Club Welfare Officer will upon receipt of all information, notify the Club's Committee in order that the complaint can be correctly investigated. The Club Welfare Officer will retain responsibility for addressing the complaint, and updating the Club's Committee on their progress throughout.
If the timescales need to be extended, it is only the Club's Welfare Officer, or nominated deputy, who can write to the Complainant to advise them of the revised timescales.
Pluckley FC, strives to resolve all complaints with 14 working days of receipt. Where this is not feasible (i.e. due to the depth of the investigation required), the Complainant will be provided with an update on the progress made and will be given an indication as to when a full reply is expected to be issued.
The reply to the Complainant will include:
- a summary of the investigation undertaken,
- the findings of those investigations,
- the conclusions of the panel, and any action taken as a result of the complaint. Details of the Escalation Procedure will be provided at this stage.
Stage 3 – Escalation Procedure
If the Complainant feels that the problem has not been satisfactorily resolved they can refer their complaint to The Kent FA which is the governing body for the game in the county of Kent and is primarily responsible for all regulatory aspects of the game.
Section 7 – Amendments and/or variations to the Pluckley Football Club Complaints Procedure
The Committee of Pluckley Football Club reserves the right to vary this policy in line with guidance provided by the Kent FA.
Club Constitution
Pluckley Football Club
Name
The name of the Club shall be Pluckley Football Club (Pluckley FC) and its address shall be deemed to be that of its incumbent Secretary. Individual age groups can also have a suffix to the club name, subject to approval by the committee. For example, Pluckley Raptors for the 2021/22 Under 9's side.
Club Colours
The Club colours shall be;
Home strip: Pink shirts, dark blue shorts, dark blue socks.
Away strip: Black shirts with a diagonal pink stripe (or an acceptable variation thereof), black shorts, black socks.
Any alternative strip must be agreed by the Committee.
The Purpose of the Club
The Club is a not-for-profit, voluntary sporting organisation set up to provide football activities and opportunities for local young people aged 6 years to 18 years as set out more specifically in the Club's General Statement of Purpose and in its various policies. The club seeks to advance the love of football, promote a healthy lifestyle and enhance the local community of Pluckley and the surrounding area. The club particularly seeks to promote essential life skills such as teamwork, leadership and communication. Reflecting the fact that in life there are sometimes winners and losers, the club understands and supports healthy competition. As a result, we seek to produce high performance teams who seek to win. We aim to develop our players to their maximum potential, recognising that some will advance further than others; whilst providing opportunities for all, we do not follow an "equal minutes" policy, rather focusing on what is best for the overall team in each situation.
Membership
Membership is generally open to local young people between the ages of 5 years to 18 years at youth level as set out more specifically in the Club's joining rules. Maximum numbers and age limits will be determined by the Committee, where necessary, by reference to the capacity of the Club to adequately support its members. Membership is open to young people in special circumstances and will be determined by the Committee by reference to the Club's ability to provide appropriate facilities and supervision for such applicants.
Application for Membership
All players wishing to join the Club will complete a registration for Pluckley FC and will not play for a competing Club in the same league whilst that registration is in force.
Registrations/Subscriptions
Players' registration fees and match subscriptions shall be decided by the Committee at each AGM or at another Committee meeting if necessary in accordance with the Club's financial policy. Except in cases of hardship, applicants are required to pay their registration fee at the time of registration or at the start of each season. However, special arrangements may be made at the discretion of the Committee.
Where subscription payments are not received by four weeks from the due date and no reason provided, the committee will make three attempts to request payment
- The Treasurer will send am email reminder when 4 weeks overdue
- The relevant coach will make contact by whatsapp when 8 weeks overdue, warning that the child is at risk of no longer being selected for matches
- When payments are 12 weeks overdue the Chairman will send a formal letter stating that the child is suspended from training and matches until payments are brought up to date
- At 16 weeks overdue, the player's registration will be withdrawn from the league. The player will not be able to register with a new club until the debt is settled.
Club Rules and Policies
The Club will operate in accordance with its current rules and policies and all officers, players, supporters, helpers and Committee members are required to comply with those rules and policies.
Management
The Club shall be managed by a Committee supported by other adult helpers.
The Committee
The Committee will comprise of Officers, and other committee members as necessary. Persons must be elected to the offices of Chairman, Secretary, Treasurer and Welfare Officer (or any other officer positions which may from time to time be necessary) in order for a Committee to exist. Wherever possible each age group should also be represented on the Committee. The Committee's function is to administer the Club properly in accordance with all the Club's policies and objectives and for the benefit of the players.
Elections to the Committee
Elections will normally take place at an Annual General Meeting but can take place at other Committee meetings if necessary and when approved by the Committee. Any adult who can demonstrate a reasonable interest in the Club's activities shall be entitled to attend an AGM and be entitled to vote in the election of the offices of Chairman, Vice-Chairman, Treasurer, Secretary and Welfare Officer (or other officer posts as may from time to time be required) and sufficient other committee members to form a committee of at least four. That Committee shall subsequently approve the appointment of Team Managers in the manner set out in the Club's policies.
Reflecting the substantial work involved in the creation of the club, the founding officers are appointed for an initial period of three years. The positions will become subject to the usual annual election rules from April 2025.
Meetings of the Committee – General
In the event that the Chairman is unable to attend a meeting he or she should advise the Secretary, or the Treasurer to act as proxy Chairman for that meeting. If neither the Chairman or a proxy Chairman is present at a meeting, the Committee members present must elect a temporary Chairman for that meeting. A proxy or temporary Chairman shall be entitled to act as Chairman for the duration of that meeting.
The Committee shall convene sufficient meetings to effectively manage the affairs of the Club. An Annual General Meeting shall be convened each year during the non-playing season to conduct such major items of business as: to receive and approve an audited set of accounts for the year; to elect members to the Committee and to become officers of the Club; to receive and approve proposals to change the rules or policies of the Club or to consider any other business of the Club.
Meetings of the Committee – Special
In the event that the Chairman is unable to attend a meeting he or she should advise the Secretary, or the Treasurer of a Committee member to act as proxy Chairman for that meeting. If neither the Chairman nor a proxy Chairman is present at a meeting, the Committee members present must elect a temporary Chairman for that meeting.
A special Committee meeting may be convened at any time by the Committee at the request of at least 3 Committee members providing 2 weeks notice of such meeting is given to all Committee members. A request to convene a special Committee meeting should be made in writing by email or could be made orally at an ordinary Committee meeting where it should be noted in the minutes.
Quorums
Except for the appointment of Team Managers and Parent Members there shall be at least 50% of the Committee members present, as set out below, at a meeting in order to form a quorum and make decisions on behalf of the Club. At least 2 Committee members present shall be officers of the Committee and must include the Chairman or proxy or temporary Chairman.
Voting Rights
All Committee Members have equal voting rights save the Chairman's casting vote as set out in this document. All issues except the changing of Club rules and policies, which require a 2/3 majority vote, will be decided by the greater number of votes cast. Voting shall generally be conducted by a show of hands.
Chairman's Casting Vote
In the event that there is an equality of votes cast, except in the case of a proposal to change the rules and policies of the Club, the Chairman (or proxy or temporary Chairman) shall be entitled to an extra vote to determine the voting.
Alteration of Rules
The Committee can change the rules and policies of the Club at the Annual General Meeting, or at an ordinary Committee meeting of which all Committee members have been advised at least two weeks in advance, if the consent of two-thirds of the attending voting members is obtained.
Conduct
All members of the Club (players, parents/guardians, supporters, helpers, team managers, coaches, adult helpers, Committee members etc.) are required to act in accordance with the Club's rules and policies and always to act in the best interests of the young people in the Club and in the interests of the Club in general. The Committee will have the right to take appropriate action (including expulsion) against anyone in the Club who does not act in accordance with the Club's policies.
Parents of players joining the club will be asked to sign a declaration that they understand and will abide by the clubs rules with regard to a number of areas including subscriptions, respect rules, conduct and social media.
Resignation
Any Committee members wishing to resign should give adequate written notice to the Committee of the intention to resign.
Dissolution of Club and Disposal of Club Assets or Funds
In the event that there is an insufficient number of persons willing to be elected as officers of the Club or act as team managers or an insufficient number of players to operate the Club, the Club may be dissolved. That dissolution should be administered by the incumbent committee. After payment of all proper liabilities of the Club, any credit balance shall be handed over to Pluckley Primary School and a proper receipt obtained. Any assets in the hands of the Club shall also be handed over to Pluckley Primary School, or other recipient as agreed, and a proper receipt obtained. Assets not required by the agreed recipients may be offered for sale on any reasonable and practical basis to Club members or the general public and the proceeds handed over to Pluckley Primary School, or other recipient as agreed, and a proper receipt obtained. In the event that there is a deficit balance and the Club is unable to meet its liabilities, the Committee should administer the sale of Club assets sufficient to raise enough funds to meet such liabilities or should raise funds in some other way in order to discharge its liabilities.
Liability of individuals
Members of the committee must act within the constitution and rules and policies of the Club and must take reasonable care in exercising their powers. Committee members will have personal liability if they act outside the authority given them by the Club or if they act outside the law. Members of the committee are liable for the acts of the Club but are entitled to an indemnity from the funds of the Club if they have acted properly. The Club herewith confirms it will indemnify individual members in such a manner. If the Club has insufficient funds, committee members are personally liable for the shortfall. The committee can decide to indemnify a committee member where that member has in good faith acted outside his or her authority or where the rules, constitution and policies of the Club have been inaccurately worded so as not to give effect to the spirit and intentions of the Club.
Financial year
The Club's financial year shall be from 1st May to 30 April.
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