From the JVA Office: Important Policies to Implement and Review

When was the last time you reviewed your club’s policies and procedures? This task often gets moved down the priority list as so many other deadline-oriented tasks are moved up. While boring and dull, a club’s policies and procedures protect your business and will make your life easier. If club leadership, coaches, parents, and athletes know what is expected, you’ll prevent many hassles, alleviate some stressful situations, and avoid endless questions.

Let’s examine some key policies you should review before season begins. Keep in mind, some policies are required by law depending on how your business is set up.

1) Code of Conduct: defines the basic standards of club conduct. For example: club values, the protection of club property, etc. Your club’s code of conduct should state how staff, coaches, parents and athletes should behave and what the consequences of misconduct are. The code of conduct is defined in the Employee Handbook, Parent/Player Handbook, and any signed agreements/contracts.

2) Equality: forms the basis of protection against discrimination or harassment in the club and helps to promote diversity. It ensures that the club does not make decisions that discriminate against employees or applicants on the basis of race, ethnic origin, gender, religion, age, disability or sexual orientation. A Transgender Participation Policy can be included under equality.  An equal opportunity policy can be included in your club’s employee handbook, as well as parent/athlete handbook.

3) Health and Safety: should document the club’s responsibilities and duties to ensure safety of your athletes, coaches, staff and spectators. The policy should include any procedures and instructions which involve particular risks and conduct in emergency situations. Ex: Travel Policy, Substance Abuse Policy, Anti-Harassment and Abuse Policy, and Inclement Weather Policy.

4) Use of Social Media, Cell Phones, and the Internet: should stipulate what coaches and employees may and may not share online/on social media, and define what is and is not permitted to be shared on social media. The policy should aim to strike a balance between the employee’s and athlete’s personal rights and the club’s interests. Group chat and texts message policy should also be included.

5) Data Protection: should clearly define how the club uses personal data and what measures the club is taking to protect data. A Data Protection Policy includes the personal data of employees, as well…