Club Policies

  • Anti-Harrassment Policy

    Harassment, including sexual or racial harassment, is unwelcome, unsolicited and unreciprocated behaviour by a person or group that may offend, humiliate or intimidate another.  Harassment can take different forms including oral, written, physical or other non-verbal forms.  Such behaviours are considered harassment when they are repeated of such a significant nature threat they have a detrimental effect on the recipient’s ability to engage in normal activities within the club environment.

    If a complaint is made, Coastal Spirit Football Club will ensure allegations are responded to promptly and all parties will be treated fairly and in line with natural justice.

    Informal Resolution

    The member should appropriately make the person aware that the behaviour or material is unwelcome and /or offensive in the first instance.  For more serious issues, or if is too difficult to inform the person, or if the unacceptable behaviour continues, the member should report the complaint to a contact person/ team manager and or club representative.

    Where the complainant wishes, the contact person/ team manager/ or club representative may speak to the alleged harasser on their behalf.  This may result in issues being resolved, or mediation or reconciliation may be suggested as an option.


  • Child Protection Policy

    Vulnerable Children’s Act 2014

    Child Protection Policy

    Policy Rationale


    Coastal Spirit Football is fully committed to safeguarding the welfare of all children in its care. We recognise the responsibility to promote safe practice and to protect children from harm, abuse and exploitation while participating in our activities.


    Staff and volunteers will work together to embrace difference and diversity and respect the rights of children and young people.


    For the purposes of this policy and associated procedures a child is recognised as someone under the age of 18 years.


    Policy Statement(s)


    The policy is based on the following principles;


    1. 1.       The welfare of children is the primary concern.
    2. 2.       All children, whatever their age, culture, disability, gender, language, racial origin, socio-economic status, religious belief and/or sexual identity have the right to protection from all forms of harm and abuse.
    3. 3.       Child protection is everyone’s responsibility.
    4. 4.       Children have the right to express views on all matters, which affect them, should they wish to do so.
    5. 5.       Our organisation will work in partnership together with children and parents/carers to promote the welfare, health and development of children.

    Policy Objectives


    The aim of this policy is to promote good practice through:


    1. 1.       Promoting the health and welfare of children by providing opportunities for them to take part in football activities safely.
    2. 2.       Respecting and promoting the rights, wishes and feelings of children.
    3. 3.       Promoting and implementing appropriate procedures to safeguard the well-being of children and protect them from abuse.
    4. 4.       Recruiting, training, supporting and supervising staff, members and volunteers to adopt best practice to safeguard and protect children from abuse and to reduce risk to themselves.
    5. 5.       Requiring staff, members and volunteers to adopt and abide by the Child Protection Policy and procedures.
    6. 6.       Responding to any allegations of misconduct or abuse of children in line with the Policy and procedures as well as implementing, where appropriate, the relevant disciplinary and appeals procedures.
    7. 7.       Regularly monitoring and evaluating the implementation of this Policy and procedures.
    8. 8.       Developing policies and Procedures that comply with the Vulnerable Children’s Act 2014.






    Child Protection – associated Procedures


    1. 1.       Screening

    As part of our duty of care, we must ensure that suitable and appropriate employees and volunteers (including parents) are engaged to work with children. When recruiting people to engage with children we will ensure that there is robust recruitment process that includes:

    1. 1.       creating a role description;
    2. 2.       developing candidate specifications;
    3. 3.       advertising the position;
    4. 4.       an application process;
    5. 5.       following up on referees;
    6. 6.       interviewing; and
    7. 7.       screening (e.g. police vetting).
    1. 2.       Appointing a Child Safety Officer

    A Child Safety Officer (CSO) at Coastal Spirit Football shall be appointed to manage child protection issues (this may form part of dual role), by:

    1. 1.       Ensuring that child protection procedures are understood and adhered to by all members;
    2. 2.       Organising promotional activities, training and raising awareness within the organisation;
    3. 3.       Establishing and maintaining the complaints procedure;
    4. 4.       Regularly reporting to the Board/Executive Committee/Management;
    5. 5.       Acting as the main contact for child protection matters;
    6. 6.       Keeping up-to-date with developments in child protection legislation;
    7. 7.       Liaising with local child protection agencies;
    8. 8.       Maintaining confidential records of reported cases and any action taken; and
    9. 9.       Regularly monitoring and reviewing existing policies and procedures.
    1. 3.       Good Practice Protocols

    The protocols provide guidance to those working with children by outlining good practice and establishing boundaries in a range of situations.

    1. 1.       Applying a child-centred approach where all children are treated equally and with dignity.
    • Activities should be appropriate for the age and development of the children in your care.
    • Ensure feedback to children is about their performance and not of a personal nature.
    • Use positive and age-appropriate language when talking to children and in their presence.
    1. 2.       Creating a safe and open working environment
    2. 3.       Ensure that all physical contact with children is relevant and appropriate to the activity.
    3. 4.       Seek permission to touch when doing the above.
    4. 5.       Do not engage in any intimate, over-familiar or sexual relationships with people under the age of 18 years.
    5. 6.       Ensure that any filming or photography of children is appropriate. (Obtain consent prior to filming or photographing & explain purpose e.g. to promote course etc).
    6. 7.       Request parental consent before transporting young people in a vehicle. (Ensure vehicle is insured & has current WOF).
    7. 8.       Ensure you have parental consent to administer first aid if required
    8. 9.       Do not use alcohol in the presence of children and do not offer alcohol to children under any circumstances.
    9. 10.    Do not engage in communication on a one to one basis through social media or email other than relevant coach/trainee feedback or administration.
    10. 11.    Do not allow parents, coaches, other children, or spectators to engage in any type of bullying behaviour (this includes cyber bullying).
    11. 12.     Do not engage in any bullying activity.
    12. 13.    Avoiding situations where you are alone with a child.
    13. 14.    Avoid private or unobserved situations, including being alone with a child in the changing rooms.
    14. 15.    Avoid entering changing rooms. If you must enter, knock and announce yourself and try to have at least one other adult with you.
    15. 16.    Avoid driving a child unaccompanied.
    16. 17.    Do not invite or encourage children to your home
    1. 4.       Codes of Conduct

    NZF, Mainland Football and Coastal Spirit’s code of behaviour sets out expectations of its workers, volunteers and supporters. These codes are developed to cover a variety of roles including coaches, players, officials, parents and supporters and administrators. They will also reinforce the good practice protocols.


    Complaint and internal discipline procedures for breaches of the code procedures should be developed in conjunction with the code of behaviour and also be widely distributed and promoted.


    1. 5.       Dealing with allegations, responding to concerns

    In accordance with members responsibility to act on any serious concerns, the following should be brought to the attention of the CSO.

    1. 1.       Any instance where policy is breached or good practice guidelines are not followed.
    2. 2.       Any disclosure by a child that abuse or harm is occurring.
    3. 3.       Any suspicions or concerns about a child being subject to abuse.

    Where concerns about poor practice are reported


    Poor practice involves actions that are contrary to the good practice guidelines provided by our organisation and increase the risk of harm to children.

    1. 1.       Initial concerns should be discussed with the CSO
    2. 2.       Consider the allegation and where there is a legitimate concern provide a written notice to the individual(s) involved.
    3. 3.       If the poor practice is continued or repeated poor practice following a written notice then enact disciplinary procedures. This may include expulsion from your organisation.
    4. 4.       Consider actions across all circumstances Where abuse is suspected or reported

    The welfare and interests of the child or young person are the first and paramount considerations.


    1. 1.       Ensure the child is safe from immediate harm
    2. 2.       Consult immediately with nominated CSO/person-in-charge
    3. 3.       As soon as possible, record accurately and appropriately the information received
    4. 4.       Records should be factual (not opinion or hearsay) and concise and include:
      1. i.                     The nature of the allegation
      2. ii.                    Who noticed/disclosed the abuse and their relationship to the child
      3. iii.                   Details of any witnesses
      4. iv.                  Signs and symptoms noted (including behavioural change)
      5. v.                    Any particular incidents with dates, times and places (if possible)
      6. vi.                  Any action taken
      7. 5.       Consult with other others as necessary and do not work alone
      8. 6.       Avoid questioning the child beyond what has already been disclosed
      9. 7.       Do not question or counsel the alleged offender
      10. 8.       Do not investigate/presume expertise unless very experienced and qualified to do so.
      11. 9.       Notify Child Youth and Family or the Police.



    Additional Guidance


    Coastal Spirit Football will:

    1. 1.       Have access to a register of every child involved with the group including relevant medical details and have a contact name and number accessible in case of emergencies
    2. 2.       Treat everybody with respect
    3. 3.       Set an example we would wish others to follow
    4. 4.       Where possible consider activities that involve more than one adult being present or within sight and hearing of others
    5. 5.       Be aware that on occasions our actions may be misinterpreted by others even if they were well intentioned
    6. 6.       Respect a childs right to personal privacy
    7. 7.       Provide time and attention for children to talk to us
    8. 8.       Encourage children to respect and be courteous to others
    9. 9.       Intervene to stop any inappropriate verbal or physical behaviour
    10. 10.    Have a pre-arranged policy for the safe collection of children after training events have finished
    11. 11.    Ensure that any suspicions or allegations of abuse are REFERRED not INVESTIGATED
    12. 12.    Only refer and seek support from other agencies for those identified under the child protection policy
    13. 13.    Complete vetting pro-formas

    Policy Review


    This Policy and Procedures will be regularly reviewed:

    1. 1.       In accordance with changes in legislation and guidance on the protection of children.
    2. 2.       Following any issues or concerns raised about the protection of children within Coastal Spirit Football.
    3. 3.       In all other circumstances, at least every twelve months.



    There are numerous pieces of legislation relating to the protection of children less than 18 years that may impact on sport and recreation providers.


    Health and Safety at Work Act 2015

    • This Act deals with the health and safety obligations of a PCBU to its workers. If a child is a worker of a sports club, the general health and safety obligations of the PCBU under the Act will apply.
    • There is also an obligation to ensure the safety of volunteers (some of whom may be children) while they undertake the work activity.
    • The sports club may be held vicariously liable to a third party for acts of its workers. For example, if a coach breached a sports club’s duty of care to a child member, the club can be liable.

    Privacy Act 1993

    • Sports clubs gather certain personal information about members. The Privacy Act governs the collection and use of personal information where a person¡¦s identity is apparent from the information.

    Crimes Amendment Act – Protection of Children

    • The key purpose of this amendment to the Crimes Act 1961 is to ensure that children are adequately protected from assault, neglect and ill-treatment.
    • The amendment places greater responsibility on adults (parent or persons in place of a parent) who have actual care or charge of a child to take reasonable steps to protect that child from injury. While a person in place of a parent is not defined in the Act it appears possible that sports club personnel could at times be considered to be ¡¥a person in place of a parent. For example, when taking children away to an event or tournament.
    • The amendment also compels people who live with a child and those who are in frequent contact with children and know, or ought to know, that the child is at risk of death, grievous bodily harm or sexual assault to take reasonable steps to protect the child from that risk.
  • New Zealand Football Club Goalnet Code of Conduct

    Coastal Spirit Football Club members must:

    • Respect the provisions of the Privacy Act 1993 when using the Goalnet database
    • Not share Goalnet information with any unauthorised parties
    • Not unduly amend, falsify or fraudulently use Goalnet information
    • Respect the rights, dignity and worth of others
    • Be fair, considerate and honest in all dealings with others
    • Be professional in, and take responsibility for their actions
    • Make a commitment to providing quality service and performance
    • Comply with all relevant standards, rules, regulations and policies
    • Operate within the Statutes, Regulations, Policies and Procedures of NZF and FIFA
    • Comply with any and all applicable laws