*Information provided in this article is not to be considered a substitute for legal advice. Readers are strongly encouraged to seek the advice of a licensed attorney familiar with youth sport laws and regulations within your state and local district.
For volleyball leaders, the primary goal of a risk management program is to put the safety and welfare of all participants, staff, and support personnel first. The International Sport Coaches’ Handbook describes this concept as “Safeguarding.” It identifies it as a leadership skill within four broader core coaching skills. According to the Oxford English Dictionary, “a document is a piece of written, printed, or electronic matter that provides information or evidence or that serves as an official record” [and] “can be used as an authority or reference.” To Document is the act of creating, collecting, and securing essential documents and data. Documenting is a legal duty of all volleyball leaders and is an aspect of safeguarding volleyball stakeholders.
There are multiple types of documents relevant to volleyball leaders. Within each, we will look at the process of creation, collection, and securing/storing these documents and their data. While this list is not comprehensive, it contains ideas for essential documents necessary for a volleyball club’s overall ability to safeguard.
Correspondence: text messages, emails, letters, memos.
Protocol guidelines for establishing correspondence with an athlete are found HERE. Volleyball leaders, within individual clubs, should work together to develop protocols for communication within the club. Volleyball leaders should outline and distribute protocol best practices and expectations. All correspondence with minor athletes should be stored in a designated area so that multiple volleyball leaders have access.
Participation/Risk wavers, Physical and medical information
The JVA has created forms titled JVA Insurance Waivers for Players & Staff, which volleyball leaders can find HERE. The collection of all physical and medical information forms and data is based on the requirement of the organization under which your insurance is provided. For example, the JVA has a website https://jvavolleyball.org/membership/manage-your-club/insurance/#player-forms, with all necessary forms and a FAQ section to answer questions on collection and length of storage suggested for these forms. Coaches need quick access to documents containing player emergency contact and…
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