Background
Safeguarding our young players is a top priority for Wycombe Hockey Club (WHC). It is the responsibility of everyone in the club to ensure the safety and wellbeing of our young players. This policy outlines the guidelines for communication between WHC representatives and players under 18 years of age. Adherence to this policy is essential and failure to comply may result in disciplinary action.
Guidelines for Communicating with Young People (as recommended by England Hockey)
1. General Communication Principles
- Contact Only When Necessary: Communication with young players should be limited to essential matters (e.g., changes to training schedules). For urgent changes, use a “grapevine” system to pass on information through a trusted network.
- Include Parents/Carers: Always copy parents or guardians into written communication (emails, letters, etc.) with players.
- Discuss Matters with Both Player and Parent: When conveying information related to playing, training, or competition, both the player and their parent(s) should be involved.
- Social Media Communication: Follow the club’s policy on social media when communicating with young people and their parents/carers.
2. Practices to Avoid
- Unnecessary Contact: Avoid contacting young players unless necessary. Any direct contact via phone, text, or email should only occur with prior parental consent.
- Individual Direct Communication: Do not email or text young players individually without parental consent. If consent is given, ensure that communication is also shared with the parent(s).
- Mobile Phones During Sessions: Coaches and other representatives should not make or receive calls during training or competition, as it compromises the safety and focus of the session.
- Private Social Media Connections: Do not allow young players to be part of your personal social media networks (e.g., Facebook, LinkedIn).
- Inappropriate Group Chats: For any team using WhatsApp or similar messaging platforms, parental consent must be obtained before adding any under-18 players. The group administrator must monitor content to ensure it remains appropriate. Discussions regarding player selection or performance should not take place in these groups.
3. Communication Process
- Face-to-Face or Telephone Communication: All communication should occur face-to-face or by telephone when possible. When face-to-face communication is required, it is advisable to have a second adult present as a witness.
- Parental Involvement: Before communicating with a young player, the WHC representative must first speak with the parent(s) to explain the nature of the communication. The parent(s) should then decide whether they wish to inform their child of the discussion.
- Non-Verbal Communication: All non-verbal communication (e.g., emails or messages) with players under 18 must be copied to the parents once consent has been obtained. If no consent is given, all communication should be directed to the parents.
4. Social Media and Online Communication
- Social Media Restrictions: Any WHC representative in a position of responsibility should refrain from connecting with under-18 players on personal social media accounts.
- WhatsApp and Other Messaging Platforms: Parent consent is required before adding any under-18 players to team WhatsApp or similar messaging groups. Group admins are responsible for ensuring that conversations remain respectful and appropriate. Player selection, performance reviews, or other sensitive topics should never be discussed in these forums.
Compliance with England Hockey Safeguarding Guidelines
WHC is committed to following all England Hockey guidelines for communicating with players under 18. No individual should contact a player under 18 via phone, text, or email without explicit consent from the player’s parents, and all communications must include parents whenever possible.