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Child Protection: Incident Report Form

Trip and Activity Consent Form

1. Our Child Protection Policy

Heron Tennis aims to create an enjoyable, safe and friendly  environment for all juniors who wish to take part in tennis or other sport and social activities at the club.

We believe that children and young people have the right to be safe, secure and free from threat.

We believe that young people have the right to be treated with respect, and to have their concerns listened to and acted upon.

We will ensure that the club provides for the needs of junior members through specific programmes, designated facilities, and safe practice.

We have procedures in place to address poor practice, and to help any young person who appears to be at risk, or who appears to be the victim of abuse. We will offer help and support when a child or young person tells us that they are affected by these issues.

We will take steps to ensure that any club volunteers or professionals working with children are suitable to do so, through the use of references and background checks. We will ensure that all relevant people have been vetted and approved through the LTA’s Criminal Record Bureau disclosure process.

We will ensure that all of those working with children are made aware of the LTA code of conduct for people working with children in tennis, and are required to follow it.

The club has 2 adult members of staff who are specifically responsible for children, young people and child protection:

They are:

Elizabeth Organ

Tel 01637 877 555

Paul Roberts

Tel 01637 877 555 or 07801 369 242

LTA Child Protection

T: 0208 487 7008/7116

M (24 hour): 07971 141 024

E: This email address is being protected from spambots. You need JavaScript enabled to view it.


2. Heron Clothing Policy

The only condition we have in place relating to clothing, is that shirts/tops must be worn.

3. Heron Tennis Code of practice for parents and guardians

Heron Tennis is fully committed to safeguarding and promoting the well-being of all its members. The club believes that it is important that members, coaches, administrators and parents/guardians associated with the club should, at all times, show respect and understanding for the safety and welfare of others. Therefore, members are encouraged to be open at all times and to share any concerns or complaints that they may have about any aspect of the club with any of the following member of Heron's Management/Staff Team

Paul Roberts

Elizabeth Organ

Steve Askey

Terry Askey

As a member of Heron Tennis Club you are expected to abide by the following code of practice:

  • Encourage your child to learn the rules of tennis and play within them
  • Please ensure that your child has read and understands the Heron Club Code as displayed on the notice-board and agrees to abide by the Club Code.
  • Discourage unfair play and arguing with officials.
  • Help your child to recognise good performance, not just results.
  • Never force your child to take part in sport.
  • Set a good example by recognising fair play and applauding the good performances of all.
  • Never punish or belittle a child for losing or making mistakes.
  • Publicly accept judgements made by officials.
  • Support your child’s involvement and help them to enjoy their sport.
  • Use correct and proper language at all times.
  • Allow your child to play in the Mini Tennis colour stage that is appropriate to them. This will ensure they enjoy playing the game, develop their skills and gain confidence.
  • Purchase balls and rackets that match the stage your child is in. 
  • Be patient. Steady progression is unusual in children; peaks and plateaus are common.
  • Your first question following any match should be: “Did you enjoy it?” not “Did you win?”
  • At no stage should you communicate with your child or interfere with the on-court helpers and referees during a match – just enjoy the game and let officials take care of the rules!

4. Heron Tennis Equality and Diversity Policy

The aim of our policy is to ensure that everyone is treated fairly and with respect and that all members, non members and visiting clubs and teams are not denied access to Heron Tennis because of a discriminatory reason.

  1. Heron Tennis is responsible for setting standards and values to apply throughout the club at every level. Tennis should be enjoyed by everyone who wants to play the game.
  1. Our commitment is to eliminate discrimination by reason of gender, sexual orientation, race, nationality, ethnic origin, religion or belief, ability or disability and to encourage equal opportunities.
  1. This policy is fully supported by the Heron management committee and Tennis Coaching and Tennis Development Team which is responsible for the implementation and review of this policy.
  1. Heron Tennis, in all its activities, will not discriminate or in any way treat anyone less favourably, on grounds of gender, sexual orientation, race, nationality, ethnic origin, religion or belief, ability or disability. Heron Tennis will ensure that it treats its employees, members, non-members and all visitors fairly and with respect and will ensure that all members of the community have access to and have opportunities to take part in, and enjoy, its programmes of activities, competitions and events.
  1. Heron Tennis will not tolerate harassment, bullying, abuse or victimisation of an individual (which Heron Tennis regards as forms of discrimination). This includes sexual or racially based harassment or other discriminatory behaviour, whether physical or verbal. Heron Tennis will work to ensure that such behaviour is met with appropriate action in whatever context it occurs.
  1. Heron Tennis commits itself to the immediate investigation of any complaints of discrimination on the above grounds, once they are brought to its attention. Complaints will be dealt with in accordance with its complaints policy and, where such a complaint is upheld, the LTC may impose such sanction as it considers appropriate and proportionate to discriminatory behaviour.
  1. Heron Tennis is committed to taking positive action where inequalities exist and the development of a programme of on-going training and awareness in order to promote the eradication of discrimination and to promote equality and diversity in tennis.
  1. Heron Tennis is committed to a policy of equal treatment of all members and employees and requires all members and employees to abide by and adhere to these policies and the requirements of the relevant equalities legislation, including the Race Relations Act 1976, Sex Discrimination Act 1975, Disability Discrimination Act 1995, Age Discrimination Act 2006 as well as any amendments to these acts and any new legislation.

Please do not hesitate to speak to Liz Organ or Paul Roberts on 01637 877 555 if you have any questions or concerns relating to equality and diversity.


Complaints procedure guidance notes

Your complaints procedure can be integrated into your club’s equality and diversity policy, or maintained separately (in which case it must be referenced by other club policies, such as your code of conduct). Either way, it outlines the steps that will be undertaken to investigate any complaint brought to the attention of the management committee (or the alternative body chosen to perform this role).

As with the equality policy template, it is imperative that you seek legal advice over the contents of your complains procedure. If your club does choose to adopt the LTA template, all members and visitors must be made aware of its existence.

Explaining the complaints procedure template

  1. Part one of the procedure makes it clear that complaints can only be dealt with and managed if they are submitted in writing and cover all the points a to f.
  1. This confirms that employee(s) of the club such as bar staff, grounds man, coaches and paid volunteers, are subject to specified disciplinary procedures.
  1. This section explains how complaints about individuals who are not employed by the club will be dealt with and managed.
  1. Explains the steps to be taken if the complain concerns the club’s management committee itself (or the alternative body chosen to perform this role).

Club complaints procedure template

In the event that any employee, member, visitor or visiting team feels that he, she or it has suffered discrimination or harassment in any way or that the club policies, rules or code of conduct have been broken they should follow the procedures below.

1.         The Complainant should report the matter in writing to the club secretary or another member of the committee [insert relevant name or committee body]. The report should include:

  1. details of what occurred;
  2. details of when and where the occurrence took place;
  3. any witness details and copies of any witness statements;
  4. names of any others who have been treated in a similar way (provided that those people consent to their names being disclosed);
  5. details of any former complaints made about the incident, including the date and to whom such complaint was made; and
  6. an indication as to the desired outcome.

2.         If the person accused of discriminatory behaviour is an employee of the Club, the Club will regard the incident as a disciplinary issue and will follow any disciplinary procedure set out for employees or (if none exists) the statutory disciplinary procedure.

3         If the person accused of discriminatory behaviour is a non-employee of the Club, the Club’s management committee [or relevant body please insert] or representatives of the committee:

3.1               will request that both parties to the complaint submit written evidence regarding the incident(s);

3.2               may decide (at its sole discretion) to uphold or dismiss the complaint without holding a hearing;

3.3               may (at its sole discretion) hold a hearing (whether or not such a hearing is requested by either party) at which both parties will be entitled to attend and present their case;

3.4                                       will have the power to impose any one or more of the following sanctions on any person found to be in breach of any Club policy, (including the Equality Policy):

  1. (a) warn as to future conduct;
  2. (b) suspend from membership;
  3. (c) remove from membership;
  4. (d) exclude a non-member from the Club, either temporarily or permanently; and
  5. (e) turn down a non-member’s current and/or future membership applications.

3.5          will provide both parties with written reasons for its decision to uphold or dismiss the complaint within one (1) calendar month of such decision being made.


3.5          Either party may appeal a decision of the committee to the County Association (including a decision not to hold a hearing) by writing to the [County Secretary] within 3 months of the Club’s decision being notified to that party.

4.            If the nature of the complaint is with regard to the club’s management committee or other body or group in the club, the member/visitor has the right to report the discrimination or harassment directly to the relevant County Association.

Terminologies and descriptors

Types of discrimination

There are three categories of discrimination: direct, indirect and positive:

  • Direct discrimination – is where a person, in a group of people with the same or similar circumstances, is treated less favourably than the others in the group because of their race, gender, disability or sexuality.
  • Indirect discrimination occurs where the effect of certain requirements, provision or practices imposed by an organisation has an adverse impact disproportionately on one group or other.  Indirect discrimination generally occurs when a rule or condition, which is applied equally to everyone, can be met by a considerably smaller proportion of people from a particular group; the rule is to their advantage and it cannot be justified on other grounds.
  • Positive discrimination is in favour of those who were formerly discriminated against, especially in the provision of social and educational facilities and employment opportunities.

The LTA’s equality and diversity policy www.lta.org/equality sets out our commitment to opposing all forms of discrimination. The LTA will ensure that its employees, members, volunteers, players, officials, affiliated clubs and customers are not discriminated against on the basis of any of the following:

- race, colour, ethnic group or national origin

- gender or marital status

- disability

- sexuality or sexual orientation

- age

- employment status

- actual/suspected HIV/AIDS

- religion and faith

- unrelated criminal offences/ex-offenders (subject to any legal or public interest constraints)

- responsibilities for children or dependents

Harassment - Harassment can be described as inappropriate actions, behaviour, comments or physical contact, which may cause offence i.e. mental or physical anxiety or hurt to an individual:

  • It may be related to gender, race disability, sexuality, age, religion, nationality or any personal characteristic of an individual.
  • Under the terms of the Criminal Justice Act 1994, harassment was made a criminal offence, punishable by a fine of up to £5,000 and/or a prison sentence of up to six months. 

Victimisation - Victimisation can be described as treating an individual less favourably than one would treat others because the individual has made a complaint of discrimination, given evidence about such a complaint or raised a concern under the Public Interest (Disclosure) Act 1998.

Positive action - The term ‘positive action’ refers to a number of methods designed to counteract the effects of discrimination and to help eradicate stereotyping. It can be initiatives or activities that attempt to redress imbalances by providing extra help, doing things in a different way or promoting opportunities in targeted places and to targeted groups. Under this broad meaning, positive action may include actions such as the introduction of discriminatory selection procedures, and training programmes or policies aimed at preventing sexual harassment. An example of positive action being taken is the employment of a female coach to lead a session aimed at women, to specifically encourage uptake and participation by female players.

Prejudice -Prejudice is literally pre-judging someone. It is usually led by negative, irrational feelings, resulting from preconceived attitudes and opinions.

Stereotyping -Stereotyping is grouping or labelling people because they are members of a particular ‘visible’ group, and assuming that they have particular traits that are considered to be characteristics of that group.

Dignity - Dignity is about respectful, responsible, fair and humane behaviour, something that is reflected in the club’s constitution.

Disadvantage - Disadvantage is where, as a result of discrimination, an individual or group is deprived of some or all resources and opportunities. This may affect people directly or indirectly.

Social exclusion - Social exclusion is when people or areas suffer from one or a combination of linked problems such as unemployment, poor skills, low income, high crime environments or lack of facilities.

5. Commitment to Open Access

By signing below, we confirm Heron's 100% commitment to ensuring that all areas of the Club's programme and all activities are open, welcoming and accessible to everyone regardless of their age, gender, ability, race, cultural background, religious beliefs or sexual identity

Paul Roberts

Heron Tennis Development Officer

Elizabeth Organ

Heron Centre Manager