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.
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:
- Swimming Competition Risk Assessment
- Diving Competition Risk Assessment
- Inclusion of Swimmers with a Disability Guidance
- Coaching Tumble Turns Guidance
- Diving into Pools Guidance
- Teaching Guidance
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.
- Read the Good Club Guide ‘How to Run an Aquatic Event’ for tips and advice on how to organise an event. If you are planning an open water event then the Management of Open Water events document will help guide you.
- Download the ASA Handbook 2012 for extracts of ASA Laws and Regulations, Technical Rules and more.
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.
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 firstname.lastname@example.org 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.
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.
- Risk Assessment New and Expectant Mothers (To accompany the risk assessment titled New and Expectant Mothers you may also want to read about swimming whilst pregnant.)
- Risk Assessment Young Persons
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.
- Guidance on setting up a club website
- Good Practice Guidelines on the use of Social Networking Sites by ASA clubs and club members.
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
- CRB Updates (Criminal Records Bureau) is a newsletter which is sent out throughout the year which explains any changes affecting CRB's and how this may affect your club.
- The ASA no longer provides a portability service for CRB Enhanced Disclosure Certificates issued by other registered / umbrella body organisations. Find out why here.
- 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 2012: Click here to view the ASA Handbook 2012 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 the Ensuring Swimming is fully Inclusive document 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 view previous updates.
- British Gas Club Grant Scheme: Find out more information on the British Gas Club Grant Scheme and who has been awarded the grant in the past.
- ASA Online Marketing Centre: Find all the resources you need and personalise them for your club here.