Diversity & Inclusion Policy

Last Updated: 24/11/2022

The Avenue Lawn Tennis Squash and Fitness Club Diversity & Inclusion Policy

1. Policy statement

The Avenue Lawn Tennis, Squash and Fitness club (the Club) recognises its responsibility to ensure that all its activities fully support diversity and inclusion and reflect its statutory responsibilities, government guidance, best practice and LTA and England Squash requirements.

This means that the Club will work actively to assist more people to join in its activities in a manner that it is safe, fair and inclusive, irrespective of a person’s age, gender, ability or disability, race, religion, ethnic origin, creed, colour, nationality, social status or sexual orientation.

In order to achieve this objective, the Club has adopted a Safe and Inclusive Code of Conduct and a set of Safe and Inclusive standards that seek to promote the required behaviours that will meet its diversity and inclusion and safeguarding commitments.

• Fully supporting diversity and inclusion means making sure that:
• All activities support diversity and inclusion
• Diversity and inclusion are embedded in the Club’s culture and behaviours
• The Club has a culture where inclusive leadership can thrive
• The Club takes a proactive approach to ensure that communities and individuals are valued and able to achieve their full potential

The Club recognises that concerns may arise about matters related to diversity and inclusion and consequently this policy includes a reporting procedure that will assist in addressing such matters swiftly.

This policy and associated procedures are intended to make the Club and its activities safe, fair and inclusive. But to fully achieve these aims everyone involved in the Club needs to play their part. Working together will ensure that everyone can enjoy participating in the Club’s activities in a fair, inclusive and equitable way.

2. Scope

This policy is applicable to all staff, consultants, volunteers, committee members, coaches, instructors and club members. It is in line with national legislation and guidance.

Further advice, guidance and support on diversity and inclusion is available from the LTA Safeguarding team and the England Squash Safeguarding team.

3. Key terminology

The following definitions have been used to underpin the Club’s approach to diversity and inclusion. These definitions are based on LTA Guidance.

Discrimination – treating someone in a less favourable way and causing them harm, because of their age, gender, ability or disability, race, religion, ethnic origin, creed, colour, nationality, social status or sexual orientation.

Diversity – acknowledging, celebrating and respecting the differences between groups of people and between individuals. The Club will work to ensure that people can be assured of an environment in which their rights, dignity and individual worth are respected, and in particular that they are able to enjoy their sport and associated activities without the threat of intimidation, victimisation, harassment or abuse.

Harassment – unwanted conduct related to a relevant protected characteristic, which has the purpose or effect of violating an individual’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that individual. When considering specific conduct, the focus will be on the perception of the complainant not the intent of the perpetrator.

Inclusion – ensuring that the Club’s activities are accessible to any member of the community so that they can be fully involved in whatever capacity they choose; and that they are supported to achieve their potential in any capacity e.g. player, employee, volunteer, coach or official. The Club will work to ensure that people have a genuine and equal opportunity to participate to the full extent of their own ambitions and abilities; that they feel respected and valued and are not singled out, with regard to their age, gender, ability or disability, race, religion, ethnic origin, creed, colour, nationality, social status or sexual orientation.

Positive action –The Club is committed to taking positive steps to counteract the effects of physical or cultural barriers that restrict the opportunity for all sections of the community to participate equally and fully in its activities. The Club will ensure that there is appropriate support to enable access to its activities by people from any group that is under-represented or has difficulty accessing them and assist them to do so with dignity or without being singled out.
(See Appendix A for full glossary of terms)

4. Responsibility for the implementation of the Diversity and inclusion policy and associated procedures

DIVERSITY AND INCLUSION IS EVERYONE’S RESPONSIBILITY: IGNORING DISCRIMINATORY OR UNACCEPTABLE LANGUAGE AND BEHAVIOUR IS NOT AN OPTION.

• The Club’s Management committee, the Tennis committee, the Squash committee and the Fitness Committee have overall responsibility for this policy and its implementation
• The Club’s Management committee and Welfare Officers will be responsible for updating this policy and associated documents in line with legislative and Club developments
• The Club’s Welfare Officers will be responsible for assisting the Club to identify where diversity and inclusion support is required; to implement safe and inclusive procedures; promote diversity and inclusion principles, including the Reporting a concern procedure
• All individuals involved in the Club’s activities will be expected to adhere to this Diversity and inclusion policy as well as the associated Safe and inclusive standards and Code of conduct
• The LTA Safeguarding team and the England Squash Safeguarding team can offer support on diversity and inclusion issues

5. Where there is a diversity and inclusion concern or disclosure

• The individual who is told about, hears about, or is made aware of a concern/disclosure is responsible for following the Reporting a diversity and inclusion concern procedure (See Section 6 flow chart below)
• Unless someone is in immediate danger, the information about the concern should be swiftly passed on to the Club’s Welfare Officers or alternatively the LTA Safeguarding team or the England Squash Safeguarding team.
• The Club’s Welfare Officer is responsible for reporting diversity and inclusion concerns, where appropriate, to the LTA Safeguarding team.
• The LTA Safeguarding team is responsible for assessing all diversity and inclusion or safeguarding concerns/disclosures that are reported to them and for working with the Club’s Welfare Officer to follow up, as appropriate, on a case-by-case basis. There will always be a focus on prioritising the well-being of any child/ adult at risk.

Depending on the concern/disclosure, a referral may be made to:

• The Clubs Welfare Officers
• The police in an emergency (999)
• Local Authority Children’s Services
• Local Authority Adult Services
• Disclosure and Barring Service for concerns/disclosures about a member of staff, consultant, coach, official or volunteer.
• LTA Safeguarding Team

6. Procedure for reporting a diversity and inclusion concern

Anyone who has concerns that they or someone else is being discriminated against or has been a victim of discriminatory language or behaviour should report the matter to the Club’s Welfare Officer or to another Club member, Committee member, coach or member of staff. When the report is not made directly to the Club’s Welfare Officers the person receiving the disclosure should follow the procedure below.

Breaches of the Diversity and inclusion policy, Safe and inclusive Code of conduct, Safe and inclusive standards and Reporting procedure

In all cases reports of diversity and inclusion concerns will be followed up.

In most cases it is likely that the issues can be dealt with informally but in a case where a serious breach of procedures can be shown the Club reserves the right to:

• Take disciplinary action leading to possible exclusion from the Club, dismissal and legal action
• Terminate current roles within the Club and recommend against future roles in other clubs, the
  LTA, Tennis Wales, Tennis Scotland, the Tennis Foundation and England Squash.

An appeal may be lodged against any action proposed by the Club where it decides that a breach of the diversity and inclusion policy or associated procedures has been proven.

Where an appeal is lodged in response to a diversity and inclusion concern decision made by the Club, the individual should adhere to the Club’s Appeals procedure. (See separate Appeals procedure).

7. Safe and inclusive Code of conduct

The Avenue Lawn Tennis, Squash and Fitness club (the Club) recognises its responsibility to ensure that all its activities fully support diversity and inclusion and reflect its statutory responsibilities, government guidance, best practice and LTA and England Squash requirements.

However, providing a safe and inclusive environment for all the Club’s activities is dependent on everyone, whether a member of staff, consultant, volunteer, committee member, coach, instructor or member “playing their part”. This will involve:

• Prioritising the well-being of all children and adults at risk at all times
• Being a positive role model and always acting with integrity
• Helping to create a safe and inclusive environment both on and off court and promoting the Fair Play values: enjoy and respect
• Valuing and celebrating diversity and making all reasonable efforts to meet individual needs
• Keeping clear boundaries between professional and personal life, including on social media
• Checking that there is relevant consent from parents/carers, children and adults before taking or using photos and videos
• Ensuring roles and responsibilities are clearly outlined and everyone has the information, training and support to carry them out
• Where possible, avoiding being alone with a child or adult at risk
• Never abusing, neglecting, harming or discriminating against anyone; or acting in a way that
  may be interpreted as such*
• Doing nothing is NOT an option: all concerns and disclosures should be reported as soon as possible, following the Reporting a diversity and inclusion concern procedure. If someone is in immediate danger, call the police -dial 999

*It is illegal to have a relationship with someone who is under 18 years old if you are in a position of trust; it is illegal to have a sexual relationship with anyone under the age of 16 whether they give consent or not.

This Code of conduct should be interpreted in a spirit of integrity, transparency and common sense, with the best interests of children and adults at risk as the primary consideration.

8. Safe and inclusive standards

These standards aim to set a minimum level of practice that will promote and support diversity and inclusion and safeguarding. They are intended to be used alongside this Diversity and inclusion policy and procedures, the Safe and inclusive Code of conduct and the Safeguarding policy and procedures.

Standard 1

The Club has Safeguarding and Diversity and inclusion policies and a Code of conduct that applies to all staff, committee members, volunteers, coaches, instructors and club members and to all Club activities

• Everyone involved in the Club’s activities should be aware of and follow the Safeguarding and Diversity and inclusion policies, the Supervision of Children policy, the Unsupervised Children policy, the Safe and inclusive standards, the Code of conduct and the Reporting procedures. These policies and procedures can be found on the Club’s website and copies will be pinned to the Club’s Noticeboards. Further copies can be obtained, on request, from the Office
• The Safeguarding and Diversity and inclusion policies and procedures will be monitored and updated to keep them relevant to everyone in the Club and to the Club’s programmes and events

Standard 2

The Club will empower children and adults to create safe and inclusive sports and social environments within its venue

• The Club will support everyone to uphold the Fair Play values: enjoy and respect
• Information, resources and guidance on how to stay safe, promote diversity and inclusion and
  report concerns will be easy to access, understand and implement
• The Club has two Welfare Officers responsible for safeguarding and diversity and inclusion;
  their name and contact details are clearly displayed on the notice board in the club house and
  on the web-site
• Children and adults are actively encouraged to report any concerns they have about
  themselves or others; those who report concerns will be protected and supported

Standard 3

The Club will prioritise safe and inclusive recruitment, induction, training and support

• All relevant applications, interviews and references will consider safeguarding and diversity and inclusion policy requirements and attitudes
• All eligible staff and volunteers will be subject to a criminal records check
• All coaches will be LTA or England Squash accredited
• The Club’s Welfare Officer will have the relevant skills and training to undertake their role
• All staff, volunteers, coaches and members will have access to relevant information, guidance
  and resources on safeguarding and diversity and inclusion

Standard 4

The Club will protect people’s confidential information about safeguarding and diversity and inclusion

• Confidential information relating to safeguarding and diversity and inclusion will be subject to the Club’s General Data Protection policy. This means such information will be:
  • Stored securely
  • Accessed and processed securely
  • Shared securely and appropriately.

Standard 5

The Club will address any safeguarding or discrimination concerns immediately, prioritising the wellbeing of children and adults at risk

• All concerns, including on-line concerns (cyber-bullying, sexting, grooming and all other forms of on-line abuse) will be recognised, reported and dealt with appropriately
• All safeguarding and discrimination concerns/allegations made regarding a member of staff, volunteer, coach, instructor, member or visitor will be reported to the Club’s Welfare Officers and may be reported to external authorities
• All concerns reported to the venue will be addressed immediately, following the Reporting a diversity and inclusion concern procedure
• The Club will foster a collaborative approach to diversity and inclusion with British Tennis, England Squash and other agencies.

9. Breaches of the Diversity and Inclusion Policy, Standards, Code of Conduct and Reporting Procedure

Where there are concerns that diversity and inclusion good practice has not been followed, all staff are encouraged to follow the club’s whistleblowing policy; consultants, coaches, officials, volunteers and players are encouraged to:

If someone comes to you with a concern around discrimination, listen to their complaint, reassure them and advise them of the routes listed above (1-3).

Breaches of this Policy and/or failure to comply with the outlined responsibilities may result in the following by the LTA, Tennis Scotland, Tennis Wales and/or the Tennis Foundation:

• Venues – Potential removal of LTA accreditation
• Staff – disciplinary action leading to possible dismissal and legal action.
• Contracted consultants, officials and coaches – termination of current and future roles within all four organisations and possible legal action.
• Recruited volunteers, including councillors and board members – termination of current and future roles within all four organisations and possible legal action.
• Such breaches of the policy may be considered to be misconduct and may be investigated under the clubs Behaviour and Conduct Policy.

10. Related policies and guidance

• Safeguarding Policy
• Whistle-Blowing Policy (within Safeguarding policy)
• Photography and Video Policy
• Changing Room Policy
• Behaviour and Conduct Policy
• Privacy Policy
• Web and Social Media Policy
• Respect Charter
• And others as may be identified from time to time

11. Policy and procedures adoption

This Diversity and inclusion policy, Safe and inclusive Code of conduct and the Safe and inclusive standards have been approved by:

Club Chair: Richard Marston Date: 24.11.2022

Honorary Secretary: Lee Davies Date: 02.08.2022

Welfare Officer: Julia Baker Date: 02.08.2022

Welfare Officer: Vicki White Date: 24.11.2022

Tennis Secretary: Michael Colbourne Date: 02.08.2022

Squash Secretary: David Bradley Date: 24.11.22

Fitness Secretary: Maggie Clarke Date: 02.08.2022

12. Code of Conduct

All members of staff and volunteers agree to:

• Prioritise the well-being of all children and adults at risk at all times
• Treat all children and adults at risk fairly and with respect
• Be a positive role model. Act with integrity, even when no one is looking
• Help to create a safe and inclusive environment both on and off court
• Not allow any rough or dangerous behaviour, bullying or the use of bad or inappropriate language
• Report all allegations of abuse or poor practice to the club Welfare Officer
• Not use any sanctions that humiliate or harm a child or adult at risk
• Value and celebrate diversity and make all reasonable efforts to meet individual needs
• Keep clear boundaries between professional and personal life, including on social media
• Have the relevant consent from parents/carers, children and adults before taking or using photos and videos
• Refrain from making physical contact with children or adults unless it is necessary as part of an emergency or congratulatory (e.g. handshake / high five)
• Refrain from smoking and consuming alcohol during club activities or coaching sessions
• Ensure roles and responsibilities are clearly outlined and everyone has the required information and training
• Avoid being alone with a child or adult at risk unless there are exceptional circumstances
• Refrain from transporting children or adults at risk, unless this is required as part of a club activity (e.g. away match) and there is another adult in the vehicle
• Not abuse, neglect, harm or discriminate against anyone; or act in a way that may be interpreted as such
• Not have a relationship with anyone under 18 for whom they are coaching or responsible for
• Not to have a relationship with anyone over 18 whilst continuing to coach or be responsible for them

All children agree to:

• Be friendly, supportive and welcoming to other children and adults
• Play fairly and honestly
• Respect club staff, volunteers and Officials and accept their decisions
• Behave, respect and listen to your coach
• Take care of your equipment and club property
• Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, culture, religion or sexual identity
• Not use bad, inappropriate or racist language, including on social media
• Not bully, intimidate or harass anyone, including on social media
• Not smoke, drink alcohol or drugs of any kind on club premises or whilst representing the club at competitions or events
• Talk to the club Welfare Officers about any concerns or worries they have about themselves or others

All adults agree to:

• Positively reinforce your child and show an interest in their tennis
• Use appropriate language at all times
• Be realistic and supportive
• Never ridicule or admonish a child for making a mistake or losing a match
• Treat all children, adults, volunteers, coaches, officials and members of staff with respect
• Behave responsibly at the venue; do not embarrass your child
• Accept the official’s decisions and do not go on court or interfere with matches
• Encourage your child to play by the rules, and teach them that they can only do their best
• Deliver and collect your child punctually from the venue
• Ensure your child has appropriate clothing for the weather conditions
• Ensure that your child understands their code of conduct
• Adhere to our venue’s safeguarding policy, diversity and inclusion policy, rules and regulations
• Provide emergency contact details and any relevant information about your child including medical history

This Diversity and inclusion policy, Code of conduct and the Safe and inclusive standards will be reviewed every two years [or earlier if there is a change in national legislation and/or guidance].

Appendix A – Glossary of terms

Appendix B – Legislation