Club Officers’ Online Toolkit

Welcome to the Club Officers Toolkit, an online resource designed to assist club officers fulfill their role in ASA Clubs.

In this toolkit you will find advice on all aspects of running a club and ASA membership from health and safety to registering your members with the ASA. Click on the buttons below to reveal the toolkit page you require.

Note: some links will take you away from this area to other sections of the website or to external websites.

Club Officer Roles

This section outlines the key club officer roles and provides a series of user friendly guides and practical resources to help volunteers undertake their role within a club.  

Most roles are covered, from chairperson to press officer, but don’t worry if your club doesn’t have an officer appointed to all roles covered.

View the good club guides here to find out more about what your role includes and how to fulfil it.

Insurance, Health and Safety

Ensuring your club is fully covered by the ASA Club Umbrella insurance and is operating within health and safety guidance is vital.  This section will give you help and advice on what you should be doing to ensure all your members are safe whilst in your care.

Important Information about holding a Bonfire Party
An important guidance from Perkins Slade with regard to holding a Bonfire Party.

ASA Insurance Cover
ASA affiliated clubs and club members receive insurance cover which includes Civil Liability Cover, Employer’s Liability, Personal Accident Insurance (under 75 yrs and limited insurance for 70 – 80 yrs) and Legal Expenses Insurance. View the full ASA insurance cover overview here to see what is covered.

Safety and Supervision
Safety is paramount in the sporting industry. The ASA provides a guide to supervision of social activities in the sports industry. Click here to find out more.

Risk Assessment
If you are required to complete a risk assessment at your swimming club this document will help guide you. Click here to view tips on risk assessment.

Further risk assessments are listed below:

Health and Safety

The ASA, in association with other outside organisations, takes a position on safety and quality of swimming programmes. We feel a safe environment is paramount to swimming lessons and coaching sessions but the quality of the learning experience is also important.

  • Current ASA Health and Safety guidance can be found by clicking here.
  • The Health and Safety Executive is the national independent watchdog for work-related health, safety and illness. They are an independent regulator and act in the public interest to reduce work-related death and serious injury across Great Britain’s workplaces. Click here to visit their site.
  • As part of your ASA Club Umbrella Insurance you are required to inform our insurers of any issues which may have occurred that may result in any further claims, you may also have obligations under the RIDDOR 95 regulations to report incidents to the HSE, for further information and to obtain a copy of the ‘RIDDOR explained’ leaflet click here.
  • RLSS UK - The UK's premier Education and Training Skills organisation for Water Safety, Aquatic Supervision and Drowning Prevention. RLSS UK is a Charity and the Governing Body for Lifesaving Sport and Lead Industry Body for training Lifeguards, setting standards and providing guidance and advice on aquatic safety. Click here to visit their website.
  • Health and Safety for Leisure Activities - The Health and Safety Executive have issued new guidance on operating and managing leisure activities. Click here to access the new guidance and decide what, if any, duties you have under the health and safety law, and how to comply with them.

Organising An Event

This section is intended to assist event and competition organisers in understanding the requirements and best practice involved in planning, organising, running and evaluating an event.

Employment Information and Club Staff

This section will assist you in any employment issues you have within your club, from recruiting staff and volunteers, dealing with employment contracts to training and qualifications.

Employment Guidance

The ASA in conjunction with the Institute of Swimming (“IoS”), the British Swimming Coaches Association (“BSCA”) and Browne Jacobson LLP has produced employment contract documentation and guidance notes.

A copy of this documentation can be obtained by officers of ASA affiliated clubs by emailing with your name, email address, club name and club officer position.

The ASA Legal Affairs Department would, in particular, draw to the attention of clubs the legal and taxation implications of the distinction between employed and self employed teachers and coaches. Further information with regard to this can be found on the HMRC website and the ACAS website.

Risk Assessments
These are an important step in protecting your staff / volunteers and your club, as well as complying with the law. It helps you focus on the risks that really matter in your workplace.  Further information can be found on the HSE website. Below are two example risk assessments for staff members.

Finding volunteers
To help find volunteers vInspired has been set up. This service helps you to find volunteers for your club. You can post positions on the site and wait for the volunteers to come to you. Click here to view the vInspired site.

  • If you manage your volunteers well they are sure to stick around. To ensure you keep your volunteers happy there are some simple rules to follow.
  • One of the ways in which clubs help volunteers feel valued is by offering training. There is plenty of training on offer to volunteers here.

Teachers, Coaches and Officials
It is important you find the best teachers & coaches for your club.

The Register of Aquatic Professionals (RAPs) is an independent register for individuals working in the aquatics sector.

It offers you peace of mind that the teacher or coach you choose is registered and holds the relevant professional qualifications for the job.

  • To visit the Register of Aquatic Professionals (RAPs) click here
  • If you'd like to find out about the different officials qualifications then read the FAQ's here.

Club Website & Social Media Guidance

There are now hundreds of swimming clubs in Britain using web sites and social media sites to promote their activities.

An effective website or use of social media sites can improve your club’s communications and act as a shop window to non-members. It’s also a way of involving more than just the committee in your communications. Within this section you will find guidance on what you need to consider when using the internet for these purposes.

Safeguarding Children

It is very important that everyone participating in our sport does all they can to ensure the welfare of children and young people in clubs. Below you will find links which will help guide you to keeping club members safe.

  • Click here to view Wavepower - the ASA’s Child Safeguarding Policy and Procedures.
  • Swimline is a confidential free-phone number where children or adults can report suspected abuse of young children.
  • Making a DBS Check. Learn about the ASA's online system for making Disclosure and Barring Services checks
  • The DBS now provide an Update Service this allows applicants to reuse their DBS certificate when they apply for a job of a similar role.
  • Download the new ASA code of ethics here.

ASA Membership Administration

This section will give you information regarding registering your club and members with the ASA, from details about the constitution to using the Online Membership System.  Information is also available on Data Protection and registering your club as a charity.

  • Model Constitution: The ASA has created a template to help aid clubs create the Model Constitution. Click here for more information.
  • Data Protection: Data protection is taken very seriously at the ASA. Click here to view our data protection statement and guidelines.
  • ASA Category 1 & 3 Membership Form: Click here to download the ASA Category 1 & 3 Membership form
  • Registering as a Charity: If you are considering becoming a Registered Charity the ASA has a page explaining the process of how to set up and run a charity. Click here to find out more on reguistering as a charity (scroll to bottom of page).
  • Handbook 2014: Click here to view the ASA Handbook 2014 which details Extracts of ASA Laws and Regulations, Technical Rules and more.
  • Ensuring Swimming is Fully Inclusive: Swimming is an inclusive sport for all abilities, disabled and non disabled. Read these Useful Documents to ensure your club provides the best opporunities for all swimmers.
  • ASA Minutes & Meetings: To view the latest ASA Minutes and Meetings click here.
  • Online Membership System: You can view your ASA membership online via the Online Membership System.
  • OMS New Features: To view the new features on OMS click here.
  • Membership Fees: Download the lastest Membership Fees here.
  • FAQ's: Click here to view the ASA memberships FAQ'S.
  • Categories of Membership: Click here to find details of the ASA membership categories.
  • Club Updates: A newsletter is sent out throughout the year on topics relating to clubs. Click here to find out more about Your Sport.
  • ASA Online Marketing Centre: Find all the resources you need and personalise them for your club here.

Secretaries' Checklist

There is a range of documents club secretaries should have in their possession and there are documents held by other club officers that secretaries should be aware of and know where they are held.

The checklist below itemizes the different documents under the column ‘Documentation’ and indicates who may hold them in the column ‘Notes’. The ‘From Whom’ column shows where the documents originated.

Secretaries missing any of the items listed below should contact the relevant ASA department as indicated. All literature is also available to download from the ASA website. Simply click on the relevant links below to access them.

From Whom
ASA Handbook
Sent annually to the club
ASA office – operations
Department. Also available to view/download here.
Additional copies can be
purchased from the ASA Awards Centre.
Tel: 0800 220292
ASA Insurance Certificate and Information
Sent annually to club secretary following payment of membership fees. May be held by the treasurer
ASA office – Membership
Tel: 01509 640 727
Accident and Incident Book
Replaced on request when full. To be held by named officer of the club
ASA Customer Services
Tel: 0800 220292
Other Insurance Policies
Separately arranged with the
insurance brokers – may be held by the treasurer
Insurance Company
Wavepower – Child Protection Guidelines and Procedures
May be held by the welfare
ASA Customer Services
Tel: 08701 200 0928
Video Log Book
Replace on request when full. May be held by welfare officer or competition secretary
ASA Customer Services
Tel: 08701 200 0928
Copy of Club Membership Return
May be held by the membership/registration officer
ASA Office - Membership
Tel: 01509 640 727
Club Constitution
May be referred to as Club Rules
Own club
Club Minute Books
Current minute book may be held by minute secretary. Historical minutes should be with club secretary or in known archives
Own club
Club Account Books
May be held by treasurer
Own  club
Swimming Times
Copy sent to secretary each
ASA – Swimming Times Office
Tel: 01509 640 230
ASA Annual Report and Financial Statement
Sent annually to club secretary
ASA Office – Marketing
Tel: 01509 640 236
Handling Internal Club Disputes
Copy sent to club secretary on affiliation
ASA Customer Services Tel:
08701 200 0928
Regional Handbook
Sent annually to club secretary
Regional office
IoS Training For Level 2 Teaching Qualifications Purchase today Baby Swimming Lesson Guidelines - Parents Sign up to the ASA School Swimming Charter. We're taking swimming seriously, are you?