Policies & Procedures

We are an England Athletic Affiliated Running Club. As such, here are our Policies & Procedures (August 2018). If you have an queries or require further information, please speak to a member of our Committee.

Notts Women Runners (NWR) Policies and Procedures

1. Anti bullying
2. Code of conduct
3. Equality and diversity
4. Vulnerable Adults
5. Safeguarding Children
6. Incident reporting
7. NWR good practice guidance

1. Anti bullying
Statement of Intent
We are committed to providing a caring, friendly and safe environment for all of our
members so they can participate in a relaxed and secure atmosphere. Bullying of any
kind is unacceptable at our club. If bullying does occur, you should be able to tell us
and know that incidents will be dealt with promptly and effectively. This means that
anyone who knows that bullying is happening is expected to tell the club welfare officer
or any committee member.
What Is Bullying?
Bullying is the use of aggression with the intention of hurting another person. Bullying
results in pain and distress to the victim.
Bullying can be:
 Emotional being unfriendly, excluding (emotionally and physically) sending
hurtful text messages, tormenting, (e.g. hiding spikes/clothing, threatening
 Physical pushing, kicking, hitting, punching or any use of violence
 Racist racial taunts, graffiti, gestures
 Sexual unwanted physical contact or sexually abusive comments
 Homophobic because of, or focussing on the issue of sexuality
 Verbal name-calling, sarcasm, spreading rumours, teasing
Bullying will not be tolerated
All incidents of bullying should be reported to NWR Welfare Officer using the Incident
report form on our website and emailed to: nottswrwelfare@gmail.com

2. Code of Conduct
 Act with dignity and display courtesy and good manners towards others
 Avoid swearing and abusive language and irresponsible behaviour including
behaviour that is dangerous to yourself or others, acts of violence, bullying,
harassment and physical and sexual abuse
 Challenge inappropriate behaviour and language by others
 Never engage in any inappropriate or illegal behaviour
 Avoid destructive behaviour and leave venues as you find them
 Not carry or consume alcohol to excess and/or illegal substances.
 Avoid carrying any items that could be dangerous to yourself or others

3. Equality and diversity
Notts Women Runners will not treat a member or guest less favourably than
someone else because of a protected characteristic
What are protected characteristics?
There are nine characteristics protected under the Equality Act 2010.
Notts Women Runners applies eight of these:
 age
 disability
 gender reassignment
 marriage and civil partnership
 pregnancy and maternity
 race
 religion or belief
 sexual orientation
Discrimination and harassment is not accepted within Notts Women Runners. Any
complaint of unlawful discrimination, harassment or victimisation will be investigated
and appropriate action taken.
For further information please refer to Equality and Humans Right Commission

4. Vulnerable Adults
Vulnerable Adult
This policy and its accompanying procedures apply to people-
 Who are aged 18 years and over:
 Who are, or may be , in need of Community Care services because of learning
or physical disability, older age or physical or mental illness
 Who are, or may be, unable to take care of themselves, or unable to protect
themselves from harm or exploitation by others.
The aim of this policy is to ensure protection from, and the prevention of, the abuse of
vulnerable adults.
Abuse is a violation of an individual’s human and civil rights by any other person or
A consensus has emerged identifying the following main different forms of abuse:
 physical abuse, including hitting, slapping, pushing, kicking, misuse of
medication, restraint or inappropriate sanctions;
 sexual abuse, including rape and sexual assault or sexual acts to which the
vulnerable adult has not consented, or could not consent or was pressured into
 psychological abuse, including emotional abuse, threats of harm or
abandonment, deprivation of contact, humiliation, blaming, controlling,
intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from
services or supportive networks’;
 financial or material abuse, including theft, fraud, exploitation, pressure in
connection with wills, property or inheritance or financial transactions, or the
misuse or misappropriation of property, possessions or benefits;
 neglect and acts of omission including ignoring medical or physical care
needs, failure to provide access to appropriate health, social care or
educational services, the withholding of the necessities of life, such as
medication, adequate nutrition and heating ; and
 discriminatory abuse including racist, sexist, that based on a person’s
disability, and other forms of harassment, slurs or similar treatment.
 Record your concerns in writing making a note of the date, time your concerns
and the circumstances surrounding them, as well as anything that has been
 Contact the NWR Welfare Officer or your council adult protection team within
social services or social care department or the local police.
 Be prepared to provide the following details:-
 Your name, address, telephone number and your role
 As many details about the vulnerable person as you can. You must not
however disclose confidential information such as the person’s
diagnosis or gender orientation unless it is relevant to the situation.
 What you have been told or observed about the person
 What the vulnerable person has said in response to any suspicions or
concerns you have had.
 The action you have taken so far
When you make the referral agree with the person you are making the referral to what
the persons carers will be told by whom and when.
 Social Care or the police will advise you on what to do next, including whether
the carers should be involved. Social care will then take responsibility for
ensuring that appropriate enquires are made.

5. Safeguarding Children
Due to our insurance cover, no under 16 year old should run on any NWR
official or social run without the presence of a parent/carers or designated adult
who will take full responsibility for them at all times.
In line with UK Athletics Rule 141 (Age & Sex category), the following maximum
permitted distances are recommended by NWR for any track or road running:
Under 13 years – 3 km
Under 15 years – 5 km
Under 17 years – 10 km
Under 20 years – 20 km
Any decision to allow a young person to run over the recommended guidelines
will be at the parent/carers or designated adults discretion and responsibility.
These guidelines are in place not because young people are not capable of
running longer distances but due to the possible negative impact it may have
on immature and developing bones.
For Notts Women Runners beginners and improvers groups, the final decision
will remain with the Run Leaders.
Safeguarding children and child protection guidance and legislation applies to
all children up to the age of 18.
All members who have or are seeking to undertake a role with responsibilities
in relation to children (regulated position) within Notts Women Runners must
complete a criminal record check (enhanced level DBS, Disclosure Scotland or
Access Northern Ireland).
 The welfare of the child is paramount.
 All children have the right to protection from abuse
 All suspicions and allegations of abuse and poor practice will be taken seriously
and responded to swiftly and appropriately.
 All individuals involved in Notts Women Runners understand and accept their
responsibility to report concerns to the Club Welfare Officer.
Reporting procedures
Any person with information of a disclosure, allegation or concern about the welfare
of a child must immediately report this in the following way:
As part of an affiliated club, you should immediately inform the Notts Women
Runners designated Club Welfare Officer (CWO) who will refer the matter to UKA’s
CPLO or Home Country lead welfare officer.

6. Incident reporting
NWR incident report form can be found on our website or in the file section of
each Facebook group and should be emailed to: nottswrwelfare@gmail.com
Please report ALL incidents to the police whether verbal or physical and
complete NWR incident report form.
NWR is an inclusive, friendly group for ladies across Nottinghamshire. In order
to maintain this we will look into and take seriously all allegations in line with
any of the above, in confidence.
Each reported incident will be investigated and an outcome agreed and
communicated to all parties involved.

7. NWR good practice guidance
 All information unless of a safeguarding nature will be treated in confidence and
information stored in line with General Data Protection Regulation.
 Running alone – think carefully about your route and let someone know your
 ICE – “in case of emergency” details should be carried on each run and when
racing ensure the details are completed on the reverse of your number
 Running races as someone else is prohibited by EA and as a registered club
we are obliged to support and reinforce these rules.
 When meeting in large groups in public areas please be mindful and do not
block footpaths or walkways or access to and from shops or organisations.
 Respect our individuality and abilities and offer support and encouragement to
each other.
 Run Leaders may not be present at social runs and if attending, are just there
to run and not be a Run Leader. Whilst they may plan routes and distances for
a social run, any member of the group can do and it isn’t the Run Leaders
responsibility, it’s often nice to run someone else’s route.
 Please remember that at social runs we all need to be looking out for each
other. Please make sure that nobody is running alone even if that means
looping back, waiting at set distances or all slowing to the speed of the last
runner. This is a really important rule and part of what makes NWR
 If we don’t run fast enough for you, it’s ok to join a faster paced running group
or club and if you’d prefer to walk then maybe a walking club is more for you!
 NWR supports #run and talk events as we all know running puts everyone in a
better mood but for some is a key to managing depression and anxiety.
 All our committee and run leaders are volunteers. They give up their own time
to Notts Women Runners including to run the Beginners and Improvers groups,
the planning of sessions and paperwork so please keep this in mind if you
contact someone and they don’t reply immediately.