Club Policies & Codes of Conduct

Hamersley Rovers Junior FC Inc was established in 2009. The club operated as Hamersley Rovers Soccer Club at the Carine Open Space since 1981 and separated from the Senior teams to form a new Junior club that was more effectively able to reflect the needs, interests and strengths of junior players and teams. Since our early days in 1981 the club’s aim has been to promote the game of football in the community and to encourage players, coaches, managers and parents/caregivers to develop an enjoyment of the game.

Our club’s objectives are to:

• Promote and encourage participation and enjoyment whilst developing the skills of all players and all teams

• Encourage and support players to play to the best of their abilities and provide opportunities for players and teams to play at different levels of competition

• Promote and provide a safe and healthy environment that values, supports and encourages players of all abilities, genders, cultures, and backgrounds

• Encourage and promote fair play, respect for others and good sportsmanship
  

• Value, assist, and support coaches and other club volunteers in the important work they do.
  

In doing this we ask that our

Players:

• Show respect for yourselves and all others involved in the game, including coaches and other team officials, club and match officials, and other players

• Show pride in the club and your own achievements

• Be prepared to give your best every time you come to training or take the field
  

Parents and Caregivers:

• Encourage good sportsmanship, participation and enjoyment

• Support and show appreciation for club volunteers, coaches and team officials

• Be prepared to support your children and the club by volunteering your time, skills and experience to help with training, match play and the running of the club

Coaches:

• Operate within the rules and spirit of the game and teach your players to do the same

• Promote good sportsmanship and team work

• Value the contribution and participation of all players

Hamersley Rovers Junior FC advocates for equal playing time for all kids across all levels and all age groups, regardless of whether you’re playing a friendly match against another Hamersley Rovers JFC team, or your grand final match in an 18’s Division 1 team.

RATIONALE

The Club is committed to ensuring that each player has the opportunity to learn and develop skills appropriate for their stage of development. The club also recognises that match play is an important learning tool and provides opportunities for the application and development of a player’s individual and team skills.

MINIROOS FOOTBALL –9YRS –11YRS

In the spirit of MiniRoos, Coaches are asked to rotate players equally in terms of playing time and position to provide maximum opportunities for player participation and development. Players must be rotated fairly and should be allocated as near as reasonably possible equal playing time. While it is acknowledged that at times this can be difficult to manage it is expected that every reasonable effort will be made to comply with this requirement.

JUNIORS 12YRS TO 16YRS

In Junior age teams – 12s to 16s – players require competitive match play in order to develop skills. The games should however be played with players being allocated equal playing time or equal playing intensity wherever possible. On occasion, coaches may adopt a particular approach to the way in which they rotate players for specific games or for particular reasons. In these cases it is a reasonable expectation that a player will play a minimum of approximately half a game. It is also expected that this approach will not be applied repeatedly to the same player(s). Deviation from this policy must be in consultation with the players and parents concerned and it is expected that no player should spend excessive time on the bench in any match without just cause.

GIRLS 16YRS AND YOUTH 18YRS

These teams form the basis of the transition from Junior to Senior football and are generally played in fewer and more competitive divisions than younger age groups. On occasion, coaches may adopt a more strategic approach and may elect to play the strongest or particular players throughout a fixture and give limited field time to certain players. This approach must be in consultation with the players and parents at training prior to the game and may be influenced not solely by player ability but by player attendance at training, personal effort and attitude, team participation etc.

It is a reasonable expectation that a player will play a minimum of approximately one third of a game. Deviation from this policy must be in consultation with the players and parents concerned at training prior to the game and it is expected that no player should spend excessive time on the bench in any match without just cause.

For Junior and Youth ages, training regularly and arriving to training and for match day warm ups becomes more pertinent and in more serious cases, where players haven’t trained for an extended period or players continue to not arrive in line with the coaches’ and managers’ instructions, we encourage the coaches to discuss (with the Committee) remedies available to them.

RATIONALE

The Club is committed to ensuring that each player has the opportunity to learn and develop skills appropriate for their stage of development within a family-oriented, social environment. Players will be encouraged to achieve their best within this supportive environment. The Club also recognises that football is a competitive sport. Some players will look for a more competitive element and where possible will be encouraged and supported through training and development programmes aimed at helping them develop a higher level and through the provision of more competitive teams where appropriate.

TEAM SELECTION

• Where there is more than one team in an age group, players for teams 12s and above may be graded or assessed by club officials in order to support the needs of the club, coaches and individual players and will be placed on the basis of skill level, individual needs and team requirements
  

• Players for teams 11s and under who wish to play in a team with friends may nominate up to two players names on their Registration form. The Club will endeavour to place players in the same team or squad but cannot guarantee to satisfy all requests. The Club will also accept requests from players to remain with the same team as the previous season, however this may not always be possible and the club reserves the right to move players across teams where it is considered necessary.
  

• The club will stream players into Competitive and Development teams at 12s age group as required. Players in 10s and 11s teams will be assessed by the club to assist in allocating players to teams and in allocation of teams to leagues, through soft grading (assessment in consultation with coaches and Committee, without formal trials), but the focus will remain on keeping teams and friends together as much as possible
  

• Players in 8s and 9s age groups may be assessed by the club in order to balance teams across competitions
  

• The Committee understands that whilst players may wish to play in the same team as their friends it is not always possible and while every attempt will be made to accommodate players, the Committee’s decision will be final
  

• Late registering players will not be able to take part in initial team placement and will be assessed and placed as deemed appropriate at the absolute discretion of the Committee.
  

• The Committee will not approve the placement of more players in any team than can be accommodated on the match card unless a special request is received from the Coach of the team and supported by the Team Manager. In special circumstances the club may seek to place additional players in a team however in these situations Club officials will consult with the team coach prior to allocating an additional player or players to a team.
  

• The Club will accept requests from players to play at a higher age group one year above their natural age providing that playing in a higher age group will not result in another player being refused registration in their natural age group. The Committee will not allow a player to play more than one age group higher than their natural age without written approval from the players parents and, where required, from Football West.
  

• Age adjusted players will be reviewed by the Allocation Committee annually. Playing up to the next age group is not necessarily guaranteed year on year and is at the discretion of the Committee.

• After assessment (if required), and taking into account requests made by players The Committee will allocate players to a team. The decision of the Committee will be final

The Member Protection Policy’s aim is to foster positive behaviours and attitudes to ensure that everyone involved in Football is treated with respect and dignity in a safe environment and protected from all forms of abuse.

The Policy aims to ensure that all parties are aware of their legal and ethical rights and responsibilities.

Club

The Club must:

• Adopt the Football West Member Protection Policy and ensure all members are aware of its existence by promoting, distributing and implementing the Policy
• Investigate any complaints that are brought by or against the club, players, parents/caregivers/, officials in an impartial, sensitive, timely and confidential manner
• Promote and provide a safe and healthy environment that values, supports and encourages players of all abilities, genders. cultures and backgrounds

Players

All Players must:

• Show respect for themselves and all others involved in the game, including coaches and other team officials, club and match officials, and other players
• Be responsible and accountable for their own conduct;
  
• Make themselves aware of the contents of the Club Code of Conduct Policy

Coaches and/or Club Volunteers

All Coaches and/or Volunteers must:

• Make themselves aware of the contents of the Member Protection Policy;
  
• Consent to the completion of the Member Protection Declaration Form should they hold a position in the Club that includes the direct and/or unsupervised contact with children;
  
• Provide a discrimination, harassment and abuse free sporting environment
  

Parents/Caregivers

All Parents/Caregivers must:

• Make themselves aware of the contents of the Member Protection Policy
  
• Encourage good sportsmanship, participation and enjoyment
  
• Support and show appreciation for club volunteers, coaches and team officials

Who is affected by the Policy?

This policy applies to all members, administrators, officials, coaches, players, visitors and volunteers of the Hamersley Rovers Junior FC Inc

Timing

This policyis effective from August 2010.

Alcohol

Hamersley Rovers Junior FC Inc will promote the responsible adult use of alcohol by:

• Ensuring at social events alcohol is not served to any person who is intoxicated or under the age of 18 years.

• Promoting the responsible use of alcohol at events where alcohol may be served.
  

Other Drugs

• Hamersley Rovers Junior FC discourages the use of medications in respect of injury/recovery that would enable a participant to compete where they would not otherwise have been able.
  

• Medications are not administered or issued to players by coaches or club officials unless they are the parent or guardian of that player.
  

• We will adopt and be guided by the Sports Medicine Australia policy on the administration of medications by non–medical personnel.

• The use of illicit & performance–enhancing drugs is not condoned.
  

• In the event that club personnel have reason to believe a member may be using illicit drugs, we will contact a relevant agency for professional advice on how to manage the situation (i.e. –Alcohol & Drug Information Service).
  

Smoking

Hamersley Rovers Junior FC Inc recognises that smoking and passive smoking are hazardous to health. We will ensure a smoke–free environment by:

• Ensuring all areas of the club buildings, including the change rooms, and all club functions are smoke–free.
  

• Making playing and training areas smoke free areas.
  

• Ensuring that visitors to the club are aware of the smoke free areas and provide information about areas where smoking may be permitted.
  

• Not selling tobacco products on the premises.
  

• Prominently displaying no–smoking signage wherever possible.
  

Sun Protection

Hamersley Rovers Junior FC will take all reasonable steps to address sun safe practices by:

• Ensuring adequate shade is provided where possible.
  

• Following The Cancer Council Western Australia guidelines for SunSmart clothing and hats.
  

• Encouraging players to use sunscreen.
  

Sports Safety

Hamersley Rovers Junior FC Inc recognizes that an unsafe environment has the potential to negatively impact on the health and well–being of individuals and the community and will therefore introduce measures to prevent injury and promote safety.

The club will encourage all members to adopt practices that seek to prevent injury by:

• Provide opportunities for coaches, players and officials to attend approved training and accreditation courses in injury prevention and treatment

• Encourage warm–up, stretching and cool–down as an important component of playing and training
  

• Encourage players and officials to replace fluids before, during and after training sessions, and to have their own water bottle

• Promoting the use of protective equipment including suitable clothing,footwear and sun protection
  

• Maintaining safe playing surfaces and check before training or competition for obstructions or potential dangers

• Ensuring that all equipment is safe, well maintained and in good working order
  

• Providing appropriate first aid equipment at all training and competition matches

• Providing first-aid equipment and accredited First Aiders/Sports Trainers at training sessions and competition matches wherever possible.
  

• Ensuring adequate public liability and player insurance for all members.
  

• Providing pre–season training programs prior to the commencement of the competition season
  

• Encouraging all players with a prior or current injury to seek professional advice from a sports medicine professional and be fully rehabilitated before returning to play.
  

• Ensuring that an emergency management plan is in place including the appointment of an Emergency Coordinator and access to details on emergency contact numbers.
  

Healthy Eating

Hamersley Rovers Junior FC Inc recognises the importance of good nutrition for sports performance by:

• Ensuring when food is provided, healthy alternatives in accordance with the Dietary Guidelines for Australian Adults are available.

• Promoting good nutrition and healthy eating messages.

Non compliance strategy

The following steps will be followed if anyone breaches the Hamersley Rovers Junior FC Inc healthy club policy

1. Assume that the person is unaware of the policy
   

2. A Club representative will approach the person breaching the policy and ask them to refrain from the behaviour and remind them about the policy
   

Policy review

This policy will be reviewed six months after its introduction and then on annual basis thereafter. This will ensure that the policy remains current and practical.

Coaches and adult club members are expected to set appropriate examples and act as role models for junior club members.

The club will make information available to club members and families to promote healthy lifestyles.

Anyone wishing to discuss any aspect of this policy is invited to contact any members of the committee.

1. Introduction

Hamersley Rovers Junior Football Club (the Club) operates as part of the Hamersley United organisation. This Complaint Handling Policy aligns with the overarching principles and standards of both organisations while addressing the specific needs of our Junior Club members.

The Club is committed to providing a safe, respectful, and inclusive environment for all players, coaches, volunteers, parents, and other members. This Complaint Handling Policy provides a clear and comprehensive framework for addressing both traditional and online issues to ensure a safe, supportive, and respectful environment for all members and ensures all complaints are handled promptly, fairly, and confidentially.

The policy defines the procedures for raising and resolving complaints, whether they concern personal disputes, inappropriate behaviour, all forms of bullying, harassment, or other grievances. The aim is to promote respect, fairness, and the well being of all involved in the Club’s activities.

2. Purpose of the Policy

The purpose of this policy is to:

• Provide clear processes for raising concerns or complaints.
• Ensure complaints are addressed in a timely, fair, and confidential manner.
• Promote a positive and inclusive environment in which all members feel safe and respected.
• Comply with applicable laws, including those related to child protection and online behaviour.

3. Scope of the Policy

This policy applies to all members of the Club, including:

• Players
• Coaches and Assistant Coaches
• Club Committee Members
• Volunteers
• Parents and Guardians
• Spectators
• Referees and Officials

It covers all Club-related activities, including but not limited to training sessions, games, events, meetings, online communications (e.g., social media, Club websites, messaging platforms) and any other activities organised or endorsed by the Club.

4. Types of Complaints

Complaints can arise in a variety of circumstances. They may include, but are not limited to:

4.1. General Behavioural Complaints

• Disrespectful, discriminatory, or aggressive behaviour by any member.
• Bullying, harassment, or verbal abuse (in person or online).
• Breaches of the Club’s Code of Conduct.

4.2. Cyber Safety and Online Complaints

• Cyber bullying (e.g., hurtful comments or social media posts directed at players or members).
• Inappropriate online messaging or contact, including inappropriate or unsolicited direct messages.
• Misuse of Club-related social media accounts or websites (e.g., spreading false information, inappropriate comments).
• Posting offensive or inappropriate content (images, videos, comments) related to the Club, its members, or its activities.

4.3. Player Welfare Concerns

• Concerns regarding the physical or mental health and well-being of players.
• Violations of child protection guidelines, including inappropriate behaviour by adults toward children.
• Unsafe conditions during training or matches.

4.4. Facility or Equipment Issues

• Complaints related to the quality or safety of Club facilities and equipment.
• Issues arising from team or player management, such as unfair treatment or inequitable participation.

5. How to Make a Complaint

5.1. Informal Resolution

Before submitting a formal complaint, members are encouraged to address concerns informally, where appropriate. This may involve speaking directly with the individual involved or raising the issue with a coach or Club official in a respectful manner.

Many issues can be resolved quickly and effectively through open communication.

5.2. Formal Complaint Submission

If the issue is not resolved informally, or if the complainant feels uncomfortable addressing it directly, they should submit a formal complaint. Complaints can be made in writing, in person, or via email. The Club will ensure that all reports are treated confidentially and sensitively.

Email: president@hrjfc.com.au, mpo@hrjfc.com.au

• Written letter: Addressed to the Club President or Member Protection Officer

PO Box 2499, WARWICK WA 6024

• In person: Reports can be made to:
• The Club’s Member Protection Officer (MPO)
• Any Committee Member including the Club President
• The Club’s President or another designated Club official

The formal complaint should include:

• A description of the incident or issue.
• The date, time, and location of the occurrence.
• The names of individuals involved.
• Any actions taken to resolve the issue so far.
• The outcome or resolution desired.

5.3. Cyber Safety Complaints

• Complaints related to online behaviour (e.g., cyber bullying, inappropriate online conduct) should be submitted as formal complaints and will be treated with the same seriousness as in-person incidents.
• If the complaint involves social media posts, screenshots or other digital evidence may be submitted to support the complaint.

5.4. Acknowledging the Complaint

• All complaints will be acknowledged in writing within 5 business days. The complainant will be informed of the process, the expected timeline for resolution, and the steps involved.

6. Complaint Resolution Process

6.1. Initial Assessment

• The Club will assess the nature of the complaint and determine the appropriate response.
• If the complaint involves criminal behaviour or child protection issues (e.g., abuse, serious online harassment), the Club will immediately notify the appropriate authorities, including the Police or Department of Communities (Child Protection).

6.2. Investigation

• Once a complaint is received, the Club will investigate the issue in a fair, unbiased, and confidential manner.
• The investigation may include speaking with the complainant, the person(s) involved, and any witnesses.
• The Club may appoint a Complaints Officer or Committee Member to oversee the investigation.
• In cases of cyber safety complaints, the Club may also review any relevant online communications or content (e.g., social media posts, messages).

6.3. Outcomes

• Following the investigation, the Club will determine the appropriate course of action, which could include:
  • Conflict resolution through mediation or a meeting between the parties involved.
  • Educational or training interventions (e.g., educating members about appropriate behaviour (including online)).
  • Disciplinary action, including warnings, suspension, or removal from the Club (if applicable).
  • If necessary, support services (e.g., counselling) will be offered to affected individuals.

6.4. Appeal Process

• If the complainant is dissatisfied with the outcome of the investigation or resolution, they have the right to appeal.
• Appeals should be submitted in writing to the Club President or Member Protection Officer within 7 days of receiving the outcome.
• The appeal will be reviewed by an independent panel of senior Club officials.

7. Cyber Safety Guidelines and Responsibilities

The Club is committed to promoting safe and respectful online interactions. All members must adhere to the following guidelines to ensure the safety and well-being of everyone involved:

• Respectful Communication: All members should communicate respectfully online and avoid any form of cyber bullying, harassment, or inappropriate behaviour.
• Social Media Use: Members are encouraged to be mindful of their conduct on social media platforms. Any content shared that is harmful, disrespectful, or offensive to Club members may be subject to disciplinary action.
• Monitoring: The Club reserves the right to monitor Club-related online platforms (e.g., Facebook groups, messaging apps) to ensure compliance with the Club’s values and policies.
• Reporting: If members encounter any form of cyber bullying, inappropriate messaging, or online harassment, they should report it immediately to a Club official or Committee member. For further support on cyber-bullying, Bullying online | eSafety Commissioner

8. Confidentiality

The Club will handle all complaints, including those related to cyber safety, with strict confidentiality. Information related to complaints will only be shared with those directly involved in resolving the issue or where required by law. All parties involved are expected to respect confidentiality during the process.

9. Disciplinary Action

If the investigation reveals a breach of the Club’s Code of Conduct, including behaviour related to cyber safety, the following disciplinary actions may be considered:

• Verbal or written warnings.
• Suspension from training or matches.
• Removal from Club activities or expulsion from the Club.

10. Support Services

The Club encourages individuals to seek support if needed during the complaint process. Support may include:

• A designated Club official, such as the Member Protection Officer (MPO), for advice and assistance.
• Professional counselling services for members affected by the incident.
• External helplines (e.g., Kids Helpline: 1800 55 1800) for those experiencing distress, particularly with cyber bullying.

11. Review and Monitoring

This policy will be reviewed annually by the Club Committee to ensure that it remains effective and compliant with best practices and legal requirements. Any changes to the policy will be communicated to all members.

13. Conclusion

By adhering to this Complaint Handling Policy, including the guidelines on cyber safety, Hamersley Rovers Junior Football Club fosters a safe, respectful, and supportive environment for all players, coaches, parents, and volunteers. The Club is committed to handling complaints fairly and efficiently, ensuring that every member has the opportunity to participate in a positive and secure environment.

APPENDIX – Formal Complaint Template

Section 1: Complainant Details

1. Full Name:
2. Role in the Club (e.g., Player, Parent, Coach, Volunteer, Spectator):
3. Contact Information:

• Phone:
• Email:

Section 2: Incident Details

1. Date of Incident:
   
   
2. Time of Incident:
   
   
3. Location of Incident:
   
   
4. Individuals Involved:
   
   

• (Include names and roles, if known)

Section 3: Description of the Incident

Please provide a detailed description of the issue or incident. Include what happened, how it happened, and any relevant context. (Attach additional pages if necessary.)

Section 4: Previous Actions Taken

1. Have you attempted to resolve the issue informally?
   
   
2. If yes, please provide details of the actions taken:
   
   

• (Include whom you spoke to, when, and the outcome.)

Section 5: Supporting Evidence

(Please attach any relevant documentation, such as screenshots, emails, photos, or other materials supporting your complaint.)

Section 6: Desired Outcome

Please specify the outcome or resolution you seek from this complaint.

Section 7: Declaration

I confirm that the information provided in this complaint is accurate and truthful to the best of my knowledge.

Signature: ________________________

Date: ____________________________