Club Policy

Club constitution

1. Name

1.1. The Club shall be called Saffron Walden Hockey Club (the “Club”).

2. Main Affiliations

2.1. The Club shall play under the rules of England Hockey.

3. Club Colours

3.1. The principal colours of the Club shall be purple and amber shirts with navy shorts / skirts and amber socks. Changes to these principal colours require the approval of the Members. Further details of the design and style of kit worn by the Members in Club games shall be determined by the Management Committee. 

4. Objectives

4.1. The objects of the Club shall be to actively encourage, promote and develop hockey in the local community.

4.2. In meeting its objectives the Club shall take into account the principles of sport equity and the need to ensure equal opportunity for young people, black and ethnic groups, women and people with disabilities at a level appropriate to their needs and aspirations.

5. Codes, Policies and Affiliations

5.1. The Club is committed to the development of individual and team based hockey skills for all age groups and levels of ability. The Management Committee will endeavour to ensure that appropriate arrangements are put in place each season to fulfil this commitment with adequate competitive fixtures and coaching/training sessions available to all Members.

5.2. Where necessary the Club shall adopt policy statements and/or codes of behaviour. In particular, the Club is committed to providing an environment where children can learn about, participate in and enjoy hockey free from harassment or abuse. Accordingly the Club shall adopt a policy for child protection to ensure the welfare and safety of children in the Club’s care is always the primary consideration.

5.3. The Management Committee shall be responsible for the implementation of any relevant codes of conduct or policies.

5.4. Affiliations shall be approved by the Members. The Management Committee will be responsible for coordinating any necessary action required to effect any such affiliation approved.

6. Membership

6.1. Membership of the Club shall be open to all members of the local community who have an interest in hockey at whatever level.

6.2. The term “Member” shall mean anyone entitled to the rights of membership as defined below and having paid where appropriate the relevant subscription.

6.3. The Club shall comprise of the following different types of Members:

(i) Life Members:  Life Membership is intended to be used by the Club as recognition of an individual’s contribution or role within the Club or local community. Individuals must be nominated by the Management Committee and the appointment approved by the Members at the Annual General Meeting. Life Members have full voting rights and shall incur no subscription fee.

(ii) Full Playing Members:  Full Playing Membership is open to anyone over the age of 16 who has paid the appropriate subscription. Full Playing Members have full voting rights.

(iii) Non-Playing Members:  Non-Playing Membership is aimed at those individuals actively contributing to the Club. Appointment shall be made at the sole discretion of the Management Committee. Non-Playing Members have full voting rights and shall incur no subscription fee.

(iv) Junior Members: Junior Membership is open to anyone under the age of 16 who has paid the appropriate subscription. Junior Members have no voting rights.

(v) Temporary Members: Temporary Membership is for individuals who are invited to attend training sessions or matches organised by the Club. Temporary Members shall have no voting rights and shall ordinarily incur no subscription fee unless the Management Committee agree otherwise.

(vi) Social Members: Social Membership is open to anyone who has an interest in hockey and who has paid the appropriate subscription. Social Members have no voting rights. 

6.4. Membership is conditional on the acceptance by Members that they are legally bound by this constitution and any Member accepting Membership shall be deemed to have agreed to this.

6.5. The Members may nominate and approve any further categories of membership as appropriate.

6.6. The Management Committee shall be responsible for ensuring that a list of Members is maintained.

6.7. A Member wishing to resign must give notice in writing to the Secretary but shall be held liable for the year’s subscription unless the notice of resignation is received by 31st October in the Annual subscription period in question or unless the Management Committee deem otherwise.

6.8. The Management Committee shall have the power at any time to propose that a Member be removed from Membership. The proposal shall be made to the Chairman who will, as soon as reasonably practicable thereafter, initiate the Club’s Disciplinary Procedures to review the proposal. 

7. Honorary Officers

7.1. The honorary office of President or Vice President is aimed at those individuals the Club wishes to honour or recognise in some capacity. Honorary Officers need not be Members. The appointment of a President shall be approved at the Annual General Meeting. The appointment of Vice Presidents is at the sole discretion of the Management Committee. The only Honorary Officer to have a voting right is the President. Holding the office of President of Vice President is not indicative of Membership. Membership is via any of the categories set out in clause 6 above.

8. Management

8.1. The management of the Club shall be the responsibility of the Management Committee which shall comprise of the following Officers and who shall be elected at the Annual General Meeting: Chairman, Vice Chairman, Secretary, Treasurer, Ladies Club Captain, Men’s Club Captain, Social Secretary, Junior Coordinator and Child Protection Officer (the “Officers”). Other individuals may be invited by the Chairman to attend meetings of the Management Committee or any of its sub-committees as appropriate in a non-voting capacity.

8.2. Any vacancies between Annual General Meetings occurring among the Officers, Team Captains or any other official of the Club whose appointment is usually approved at the Annual General Meeting, may be filled by the Management Committee.

8.3. All Officers shall retire annually at the Annual General Meeting but can be eligible for re-election.

8.4. The quorum for meetings of the Management Committee shall be any three Officers.

8.5. Decisions made by the Management Committee will be by simple majority of those members of the committee present.

8.6. The Members may by General Meeting resolution direct the Management Committee to take, or to refrain from taking, a specified action.

8.7. The Management Committee shall meet as often as it deems necessary during the year and prior notice must be issued to all Officers stating the date, time and venue of the meeting. Such notice need not be in writing.

8.8. Any member of the Management Committee who fails to attend three consecutive meetings of the Management Committee will be deemed to have resigned his or her position and the rules set out in clause 8.2 for re-filling the vacant position shall apply. The Management Committee may at its sole discretion over-rule or suspend the automatic resignation on whatever terms it feels appropriate should it agree the individual circumstances so require.

8.9. The Management Committee may delegate any of its powers to such person or sub-committee as it thinks fit.

9. Subscriptions, fees and levies

9.1. With the exception of clause 6.3 (v) subscriptions, match fees and any other Membership levies shall be set and approved by the Members. Collection of these shall be the responsibility of the Management Committee who is authorised to set in place and administer an appropriate collection policy. The Management Committee is authorised to waive or reduce fees on an individual basis if appropriate.

10. Finances

10.1. The financial year shall run from 1 May to 30 April each year.

11. General Meetings

11.1. Meetings of Members shall be called General Meetings. All voting Members shall have the right to one vote on each resolution proposed at a General Meeting and shall be permitted to vote either in person by show of hands at the meeting or by postal vote submitted in writing to the Secretary or the Chairman prior to the meeting. Resolutions require a simple majority taking into account the total number of votes cast for, against and any abstentions.

11.2. There shall be one Annual General meeting in each calendar year. The date of the Annual General Meeting shall be decided by the Management Committee, which will be not later than three months after the end of the financial year. Additional advance notice of the date of the Annual General Meeting along with invitations for any nominations shall be notified to Members via the Club’s website 3 months prior to the date of the meeting. Further notice must also be issued in accordance with clause 11.6 below.

11.3. The business at the Annual General Meeting shall include the following:

(i) The review and approval of the Financial Statements and any proposal regarding subscription fees for the forthcoming season;

(ii) The Chairman’s Report;

(iii) Election of Officers, Life Members and Club President; 

(iv) The list of teams to be run by the Club in the forthcoming season and the captain of each of these;

(v) Any other business submitted by a Member in accordance with clause 11.4 below.

11.4. Nominations for the appointment of Club President, Officers, Team Captains and Life Members or any additional business to be considered at the Annual General Meeting should be made in writing by a Member to either the Secretary or the Chairman, 28 days prior to the date of the meeting.

11.5. Any Member may requisition a General Meeting. The requisition must be signed by at least six voting Members or be approved by the Management Committee and shall specify the business to be considered. The requisitioned meeting shall be convened within one month of the receipt of the requisition.

11.6. 14 days’ notice of any General Meeting will be published on the Club’s website and shall include the date, venue and time of the meeting along with details of any resolutions to be voted on at the meeting and arrangements for the submission postal votes.

11.7. No business shall be transacted at a General Meeting unless a quorum is present. The quorum shall be 15 Voting Members present in person at the meeting.  

12. Notices

12.1. All references to “in writing” in these rules or any codes or policies agreed by the Club means the representation or reproduction of words, symbols or other information in a visible form by any method or combination of methods, whether sent or supplied in electronic form or otherwise.

13. Chairman of Meetings

13.1. Except as provided in clauses 13.2 and 13.3 below the Chairman, or in his absence the Vice Chairman, shall preside at all meetings of the Club.

13.2. In the case of a Sub-committee, the individual committee may nominate one of its members to preside as Chairman of the Sub-committee.

13.3. In the absence of the Chairman, the Vice Chairman, or the Chairman of the Sub-committee, the meeting will determine who should preside by a show of hands of those present and entitled to vote at the meeting in question.

13.4. The person presiding at meetings shall have any vote they are entitled to in their own individual capacity, and in cases of equal voting, a casting vote.

14. Disciplinary Matters

14.1. In the event of unsatisfactory conduct the Club’s Disciplinary Procedures shall apply.

15. Amendments to the Club Constitution

15.1. Changes to this constitution or to any policies or codes of conduct approved by Members (“Amendments”) shall be by resolution of the Members in accordance with clause 11.1 and shall require a simple majority in order to be effective. Amendments should be proposed in writing to the Secretary or Chairman who shall submit them to the next Annual General Meeting for consideration unless a further General Meeting is requisitioned in accordance with clause 11.5.

16. Winding up

16.1. If, on winding up or dissolution of the Club, there shall remain, after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed amongst the Members but shall (in consultation with the local council and/or Cambridgeshire Hockey Association and subject to any special trusts affecting the same) be given or transferred to some other local hockey Club having similar objects to the objects of the Club, which shall prohibit the distribution of its or their income and property among its or their members with the exception that any assets purchased with money given by the Jack Petchey Foundation, which will be passed onto another local sports club within the community.

17. Distribution of the Constitution

17.1. A copy of this constitution shall be available to every Member via the website.

Good practice when working with young people

England Hockey provides a range of good practice guidance for working with young people in a number of areas including:

• General dos and don’ts

• Additional vulnerability

• Position of trust

• Supervision and communication, including social media

• Changing rooms

• Transport

• Sources of other best practice guidance

The "Good practice when working with young people" document produced by England Hockey, can be viewed using the link below:

Safeguarding and protecting young people in hockey

The "Safeguarding and protecting young people in hockey", document produced by England Hockey, can be viewed using the link below:

Data protection

Saffron Walden Hockey Club's data protection policy has been prepared in consultation with England Hockey.

Information Collection - SWHC only collects and holds details of members required to run the club. The majority of this is contact information such as email addresses and telephone numbers but it also extends to details for first aid, umpiring and coaching qualifications and additional information required for affiliation to England Hockey.

Use of Information - primarily used to organise teams (winter and summer leagues), distribute news and other items, such as social events, provide coaches with first aid and emergency contact information for training sessions, providing summary level (anonymous) information to England Hockey as part of our affiliation and for organising transport, umpiring and other similar activities.

Data Security - member information is held electronically on fixtureslive and the club website which is secured with usernames and passwords. Access is restricted to specific individuals / role holders and access can be controlled by system administrators. 

Advice for Captains and Coaches

  • Personal information is provided to you for the sole purpose of managing teams and transport (if applicable) or for coaching
  • Do not release personal information of members to 3rd parties - please refer all requests to the committee
  • Only hold member information on computers / laptops that are password protected
  • Delete any member information that is no longer required in your role as captain
  • Dispose of any printouts securely

Men's selection policy

1. For the purposes of this document, reference to the ‘committee’ incorporates the ‘club captain’ and ‘captains’ of all the adult teams also known as the ‘selection committee’.

2. Committee members shall be polite to each other at all times. Committee members should be mindful that it isnot just what is said, but how it is said.

3. The Committee should aim to select the best available teams each week, following a full and frank exchange of informed views.

4. Chatham House Rules apply (i.e. whatever is said is kept confidential, unless expressly agreed).

5. The Committee will be chaired by the Mens Captain. As chairman, he should seek the relevant views of the members, rather than express his own views. 

6. The Committee will be made up of the Mens Captain (as chairman), Mens Coach and the captains of each of the 8 Mens teams.

7. The Club Chairman and the Umpire Liaison Officer shall each have observer rights.

8. The Mens Captain shall ensure that (i) team sheets from the previous weekend are available to all members at or before the meeting and (ii) completed team sheets for the coming weekend are completed promptly at or after the meeting. In an ideal world, team sheets should be compiled, on a lap top by one of the team captains, at the meeting.

9. Teams will be selected in order of seniority, starting with M1 and finishing with M8.

10. The Committee will try to balance the competing, and sometimes irreconcilable, issues of (i) wanting to promote talent/win matches & promotion (“competitive hockey”) and (ii) allowing people to play with their mates (“social hockey”). Higher up the club, competitive hockey must dominate. Lower down the club, social hockey is likely to prevail.

11. The Committee will try to balance the competing, and sometimes irreconcilable, issues of (i) promoting youngsters (“youth policy”) and (ii) the practicalities of life, like having enough car drivers (“practicalities”). Higher up the club, youth policy must dominate. Lower down the club, practicalities are likely to prevail.

12. The captain of each relevant team will confirm that the previous week’s team sheet is correct. He shall announce his preferred squad size for the following week. He shall report on whether he wishes to change his side from the previous week (giving reasons where necessary). He will ask the captain of the teams above and below his side whether members of their respective squads should be considered for selection for his team.  The Coach’s comments shall be invited first. Other captains shall be invited to comment after the Coach. Comments should only be made if the relevant person has seen the player(s) under discussion play competitively in the recent past. The Committee will try to establish a consensus without a formal vote.

13. If no consensus has emerged about selection for the relevant team, the final decision shall rest with the relevant captain and the captains of the teams immediately above and below the relevant team. In the case of M1 and M8, the Coach will replace the "missing" captain.

14. If any member believes that his voice has not been adequately heard, he shall report the fact to the Club Chairman promptly.

15. After the meeting has been closed, debate should not continue between members lest cliques form or are thought to be formed / forming.

16. If any member feels that a particular captain (including himself) should be moved (up or down), he must consult with the Coach and the Club Chairman before the selection meeting at which he may suggest such a move. Members should realise the potential disruption that moving a captain (up or down) may cause.

17. There may be "drop outs" of players during the week. To the extent possible, a captain should restock his team with "drop ins" (i.e. his regular players who appeared unavailable at selection). 

18. If a captain is down to 11 players, he may approach, preferably by telephone on Thursday evening, the captain of the team below to provide him with additional player(s), so that he has 12. The junior captain shall provide additional players if he has 13 or more players. The junior captain shall be entitled to retain a squad of at least 12.

19. The junior captain will have the final say on the player(s) to be provided to the more senior team. The junior captain should suggest those that might benefit from playing up especially (i) youngsters and (ii) his best players (even though this may weaken his squad for the coming Saturday).

Disciplinary procedure

1. Reporting a Disciplinary Matter

1.1. A potential or alleged disciplinary issue (the “Issue”) should be reported to the Chairman by either a member of the Management Committee or a Team Captain.

2. Dealing with a Disciplinary Matter

2.1. As soon as practicable after having received notice of the Issue, the Chairman will determine whether it relates to either a playing matter or a matter of general conduct within the Club. He will then appoint a Review Panel in accordance with the clause 3 below to investigate the Issue. Subject to the appeal provisions set out in clause 6 below, the Review Panel will have the authority to determine what, if any, action should be taken with regard to the Issue.

3. Review Panel

3.1. Depending on whether the Chairman determines the Issue to be either a playing matter or a matter of general conduct within the Club, the Review Panel appointed by the Chairman will comprise as follows:

  1. Playing Matter: The relevant Club Captain and two other Full Playing Members.
  2. Matter of General Conduct: A member of the Management Committee and two other Members.

4. Review Process

4.1. The Review Panel will investigate the Issue and will hold a meeting to which the Member to whom the Issue relates (the “Relevant Member”) must be invited. The Relevant Member may be accompanied by any person of their choice. If the Relevant Member is under 18 they must be accompanied by someone over the age of 18.

4.2. In determining any appropriate action with regard to a Playing Matter, the Review Panel should give consideration to any regional or HA guidelines.

5. Resolution

5.1. The Review Panel shall determine appropriate action to be taken on the Issue and shall advise the Relevant Member accordingly.

6. Appeal

6.1. The Relevant Member shall have the right to appeal against the decision made by the Review Panel. Written notice of their wish to appeal should be issued to the Chairman. On receipt of this notice the Chairman will appoint an Appeal Panel which shall comprise of the Chairman and two further Members, one of whom shall be nominated by the Management Committee and one of whom shall be nominated by the Relevant Member, neither of whom must have been part of the initial Review Panel.

6.2. The decision of the Appeal Panel shall be final and shall be communicated to the Relevant Member by the Chairman.

7. Role of Chairman

7.1. In the absence of a Chairman, the Vice Chairman may act in the Chairman’s capacity for the purposes of these procedures.

SWHC Safety policy

The purpose of this document is to provide an outline of the safety processes in place at Saffron Walden HC and provide guidance to players, parents, coaches and other role holders as to how to create a safe environment for playing hockey. 

The intention is that this document is read in conjunction with the guidance provided by England Hockey and that this document will be updated over time as guidance is changed or refined. 


  • General Advice and EHB Guidelines 
  • Safety Officer 
  • Regular Risk Assessments 
  • Accident/ Incident Reporting 
  • Coaching
  • Coaching Independently
  • Coaches and Parent Helpers - Coach Player Ratios
  • Access to the Pitch
  • Frozen Pitches/ Cancellation 
  • First Aid Provision
  • Access to Medical Records - Emergency Services 

General Advice 

Coaches, team captains and other role holders should be familiar with England Hockey Safety Guidelines and their implementation at the club and they can be accessed via the link below - 

Everyone involved in preparing and delivering hockey sessions at Saffron Walden HC, including matches and tournaments, should always prioritise the safety and wellbeing of players and take all reasonable steps to ensure that the activities are appropriate and players can participate safely. 

In practical terms, coaches delivering sessions should undertake the following - 

  • Safety Preparation 
  • Carry out a risk assessment prior to starting the session (regular brief risk assessments comprise checking the pitch, equipment, lights etc.) 
  • Check they have charged phone with an adequate signal to call emergency services 
  • Have access to relevant medical information, in case players are seriously injured (or parents in attendance in the case of younger juniors) 
  • Session Planning
  • Ensure there are sufficient coaches attending including at least one first aider with a kit
  • Have a plan of the activities appropriate to the age and skill level of the participants
  • Be familiar with emergency procedures, postcode of the pitch, first aid kit, defibrillator etc. 
  • Delivery
  • Players should only come on to the pitch once the session has started 

• Check players have gum shields and shin pads (mandatory for U18s)

• All activities, including warm up and cool down, should be supervised

• Prioritise safety during all activities, e.g. ensure adequate separation between small groups • Consider changing conditions such as weather and adjust or curtail activities

• Stop activities in the event of an incident

• Complete accident forms/ incident reporting 

Safety Officer 

Saffron Walden HC is committed to creating a safe environment for everyone involved in the sport and we have an appointed Safety Officer to - 

  • Develop and maintain policies based on the guidance provided by England Hockey - these include the following 
  • Regular review of safety policies to ensure best practice for coaching sessions including pre- session risk assessments, coach player ratios to ensure adequate supervision throughout sessions, best practice for warm ups and matches, availability of first aid/ defibrillator, parent contracts, availability of medical information, etc. 
  • Guidance for team captains for dealing with injuries during matches, especially away matches and making contact with parents in the case of under 18s. 
  • Making forms available for recording regular risk assessments, accidents/ incidents, injury monitoring for EHB and compliance with insurance 
  • Reviewing first aid provision and organising regular first aid courses 
  • Ensure policies are distributed to committee members, coaches and team captains - full details of policies are available on our website but briefing notes, checklists and forms are made available by email and are included in coach the coaches and team captain briefings that take place at the beginning of the season 
  • Review and monitor the implementation of policies to ensure adherence and create best practice 
  • Send out reminders for completion of risk assessments and accident forms 
  • Review coaching sessions and match arrangements with coaching heads and club captains to ensure these follow safety policies 
  • Highlight issues with club committee for resolution 
  • Coordinate issues that may arise either formally through the policies and procedures put in place together with risk assessments and accidents forms and regular reviews but also for ad hoc issues that may be reported by anyone. 
  • The role of Safety Officer is overseen by the club committee 
  • The Safety Officer can be contacted on 

Regular Risk Assessments 

Site Risk Assessments are required at the start and midway through the season and the club committee will review findings and ensure action is taken as necessary. 

Session Risk Assessments are required ahead of each session

• Lead coach at start of Mens/ Ladies Training Tue and Thu evenings to cover the whole session • Lead coach for Lower Mens Training Wed evenings

• Lead coach for U14Bs Training Fri evenings to cover whole session

• Lead coach for Junior Training Sun mornings to cover whole session 

Checks comprise the following 

  • Details of the site, date and time; e.g. JFAN 1st May 9:00 am to 1:00 pm 
  • Session details; e.g. Junior Training 
  • Visual check - this will include the pitch and cage e.g. no hazards, weather OK, no damage to the cage or gates; no damage to or obstructions on pitch, goals moved back if not in use, surrounding areas such as clubhouse and car park. 
  • Equipment check - no damage to goals, lights OK (not required during daylight) 
  • Sign off and checked by; e.g. lead coach or safety officer 

Coaches will email confirmation to Safety Officer, who will collate responses and provide regular reporting to the club committee, as well as responding to issues raised such as - 

  • Damage to equipment, locks to the cage, access to the clubhouse etc. should be advised to the Safety Officer, who will in turn advise the School (and if necessary SWANCAT) and highlight to lead coaches and club captains. 
  • Issues that may impact ongoing sessions such as problems with floodlights should be advised to the club committee so they can provide more general communication to club members. 

Coaches when taking sessions and captains playing matches should always check equipments and environment to ensure that it is safe and in case something has been missed. Anyone can advise issues to the Safety Officer, who can ensure the correct action is taken forward. 

Coaching Independently 

England Hockey recommend that coaching sessions are always lead by a Level 2 (or equivalent) coach and SWHC have adopted this as a standard policy. 

We have lead coaches who all meet this qualification and can cover sessions when they are available to do so. We encourage and will pay for unqualified coaches to gain qualification through England Hockey courses - specifically coaches need to complete a workshop course such as Engaging Games for Children before attending a Sessional Coaching course. 

Current Qualified Coaches 

Duncan Campbell David Grammar Spencer Hill Vanessa Hill 

Rob Kerrison Andy Mackintosh David Reynolds Grant Ward Martyn Webb Ant White 

If the regular coach is not available and another coach cannot cover, we cancel the session. 

Coaches and Parent Helpers 

England Hockey recommend that coaches and parent helpers who are in regular contact with children or vulnerable adults are DBS checked and attend a Safeguarding course every 3 years 

Coaches should attend a formal safeguarding course once qualified but can renew this with an online course. Parent helpers can attend an online course and the club will reimburse the cost. 

DBS checks are arranged through the club Welfare Officer. 

Coach Player Ratios 

England Hockey recommend that coaching sessions should have the following coach/ helper to player ratios and sessions are planned on this basis. 

• U8s 1:8

• Juniors 1:12

• Adults 1:16

This is to ensure there is adequate supervision of activities throughout the coaching session 

Planning at the beginning of the season reviews the number of regular helpers along side player numbers to ensure we can maintain adequate ratios. If there are concerns as to whether we can meet these ratios, a diary planner is used to check numbers of helpers per session. 

If we are short of helpers for a particular session, the coach can ask a parent to help out (U8s, U10s and U12s parents are required to be pitch side throughout the session) and may make amendments to the session to make it safer to manage. 

Coaches should always consider the safety of the session and if necessary cancel the session if they consider it unsafe. 

Access to the Pitch 

Ensure that sessions are suitably supervised, including warm up and cool down activities and that there is no access to the pitch before the sessions starts. Players should - 

• Wait for the coach to invite you on to the pitch

• Have a supervised warm up at the start of the session • Not warm up at the side of the pitch 

Coaches should ensure the pitch is locked outside of sessions and raise any issues with the safety officer. 

Frozen Pitches/ Cancellation 

It is important that the Lead Coach and/ or Safety Officer make decisions as to whether a coaching session needs to be cancelled and are supported in their decisions. 

When a frost is forecast (temperature forecast to drop below 3o), it is recommended that the pitch is checked about 30-40 mins prior to the session to allow time to cancel and communicate with players. The lead coach or Safety Officer will check the pitch and cancel if it is frozen to avoid potential injuries from players falling on a slippery surface or landing on a hard frozen surface. 

Notifications are sent on Teamo but it is recommended that for Junior training, the coach stays to turn players away and ensure that the pitch is locked and lights turned off, when leaving. 

The pitch will sometimes freeze during a session and the lead coach and/ or Safety Officer should review the state of the pitch and if necessary stop the session and cancel any subsequent sessions that evening. The lead coach and/ or Safety Officer should ensure all juniors have been picked up and ensure that the pitch is locked and lights turned off, when leaving. 

First Aid Provision 

The club ensures that a first aid kit is available at the clubhouse and is accessible for all hockey training sessions and matches and that a first aider is present for all training sessions. 

Sessions will be planned based on having coaches and helpers available with first aid qualifications and to make this easier the club will arrange annual first aid courses so that we have good numbers of first aiders available and the 3 year currency of the certification is maintained. 

Coaches and team captains are provided with first aid kits and replenishment supplies are available in the clubhouse. Kits have been made Covid compliant by being stocked with PPE. 

In case of emergencies, call 999 and provide details to the operator. They will advise what needs to be done and will assess whether an ambulance is required. 

Due to Covid restrictions, organisations such as Living Sport have withdrawn first aid courses and arranging bespoke courses has proved very difficult due to restrictions around venues. England Hockey accepts that coaches can continue to coach when certificates have expired but should renew these as soon as practical and coaches should refresh their knowledge using online tutorials from St John’s Ambulance. 

Access to Medical Records 

Medical records for players should be kept securely so that coaches can access them in case of emergency. Parents and adult players should provide medical details when registering and these are held on LoveAdmin and access is provided to coaches. Club administrators are very likely to be available by phone if there is a problem accessing LoveAdmin and should be contacted. 

Although it is the responsibility of adult players and parents of junior players and to determine their fitness to play, it is good practice for coaches ask groups if there are injuries or issues to take into account during training. 

Emergency Services 

Contact emergency services by dialling 999 - it is recommended that coaches ensure they have a charged mobile with an adequate signal whilst running sessions. 

The pitch is situated at Joyce Frankland Academy, Newport, Essex CB11 3TR but the postcode for the pitch itself is CB11 3TZ. Entrance is in Bury Water Lane which is off the main B1383 Cambridge Road 

Once an ambulance has been called and is expected to arrive shortly, ask an adult to wait by the bottom gate to guide the ambulance in. If an ambulance requires access to the pitch itself, there 

is a double gate situated near the sheds and the padlock uses the same key at the other padlocks - there is a spare available in the clubhouse. 

A defibrillator is available on the side of the fitness centre on the wall opposite to the main carpark and overlooking the cricket green. The emergency services can provide the access code for the defibrillator and the unit provides guided instructions so no training is required. 

Coaches should only coach with other adults in attendance and if there is problem contacting emergency services, send an adult to use a nearby phones; e.g. there is a caretaker on site and residential houses in Bury Water Lane. The pitch post code is marked on a sign at the pitch and should guide the ambulance to the pitch 

Accident/ Incident Reporting 

In the event of a an incident requiring hospital or emergency treatment, an accident form should be completed and provided to the safety officer to retain and details provided to England Hockey for their injury monitoring on their website. 

Social media policy and guidelines

Social media can be a great tool if used correctly. This document outlines Saffron Walden Hockey Club “SWHC” policy towards social media usage and the guidelines on what to post online, in line with England Hockey Social Media Policy.

Access to SWHC Facebook, Twitter and Instagram pages is a trusted responsibility as the user is representing the club to an unlimited audience. Posts can be tracked to the unique user on some platforms to identify who has made the post and who has the ultimate responsibility in publishing that specific content to the public. If the post publisher is not evident then an internal investigation will enable TBBHC to identify the publisher.

Any abusive or misleading posts will be treated in a similar style to on pitch conduct. Comments written in posts, included in photos or recorded in videos will be treated the same as if the user were to have said the comments, and will be subject to SWHC disciplinary code that all users agree to upon joining the club.

Actively using common hashtags can benefit the club and help spread publicity.


  • The pages are set up appropriately for the audience. The settings for the pages should not be changed or modified in any way unless permission is granted from the Executive Committee.
  • All comments are to be neutral or positive. There is to be no public shaming of individuals, umpires, match officials, teams or supporters for both TBBHC or the opposition, directly or indirectly.
  • There are to be no comments published that may bring TBBHC into disrepute or damage the reputation of the club.
  • Social media is not to be used for a personal gain.
  • All photos taken and published should be in line with the SWHC Code of Conduct.
  • If using pictures of U18’s you will need to check with the age group Junior Manager or the Junior Talent Centre Membership Secretary to ensure that TBBHC has consent to use the photo. Even if consent is given, the U18 must not be personally identified without written permission of their parent or guardian.
  • If permission has been granted to use an U18’s information, you may use the full name in a report or other material; however, if a picture is uploaded of players, the use of their full name is forbidden (unless there is previous written consent from their parent or guardian). The player’s first name is the only information to be used in the post accompanying the picture (in accordance with England Hockey social media Policy).
  • No particular bias should be given to the following or sharing of any individual's activity and or posts. 
  • No personal email addresses or phone numbers are to be used for the creation or administration of TBBHC social media accounts.
  • Social media may not be used to endorse any companies or events that are not a sponsor of TBBHC or TBBHC is not taking an active part in.
  • “Boosting Posts” or similar should not be taken without permission of the Executive Committee due to the financial cost of this process. There is a budget approved for this process which is managed by the Marketing and Publicity Director.
  • Sharing of posts of other individuals or pages must follow the same guidelines as above.
  • The Welfare Officer will have “Editor” rights on all social media pages to overlook and ensure online safeguarding standards are being continually met (in accordance with England Hockey social media Policy). 

Reporting Procedure

  • All complaints must be made to the Chairman and Welfare Officer in writing. If it concerns the Chairman then it should be reported to the Welfare Officer and Vice Chairman.
  • Complaints should be made in writing with pictorial evidence of the post (including screenshots, print screens etc.) including time and date, if possible.

Articles and rules

Articles and Rules

Regardless of the activity taking place, whether in a game or training, SWHC believes that creating a safe environment for everyone involved in hockey is essential, and we follow the England Hockey Safe Hockey Guidance.


Code of Ethics and Behaviour

Risk assessments

Risk assessments are carried out on a regular basis by our Health & Safety Officer and by our coaches as part of their due diligence

First Aid

All teams and coaching groups are provided with a First Aid Kit for the administration of first aid to injured players. It is the responsibility of the responsible club officer (usually a captain or coach) to check all parts are present and in date. For more serious injuries, medical assistance should be sought.

Responsible officers should know how to contact them in an emergency, and also ensure they have access to a phone to contact the emergency services if required.

Please report any injuries via our online reporting form using the link below:

SWHC Injury Reporting Form

First Aid & Young People (U18)

All hockey clubs have a duty of care towards young people in the sport. SWHC will ensure a young person’s parent or guardian is informed of any injury sustained whilst participating in hockey activity, that the individual(s) responsible for the delivery of hockey activity have access to relevant medical information, and that parent/guardian contact details are readily available in case of an emergency for all junior players. 


The defibrillator is located behind the clubhouse on the wall of the sports centre


We follow EH's Safe Recruitment Policies - see EH Safeguarding Policies for details. This is overseen by the club Welfare Officer to ensure that all relevant roles are subject to regular DBS checks and undergo Safeguarding Training - this includes all parent volunteers working with juniors on a regular basis.

Safeguarding Training

This is overseen by the club Welfare Officer to ensure that all relevant roles are subject to regular Safeguarding Training. All parent volunteers working with juniors on a regular basis will have attended an EH Online Course and Lead Coaches will have attended a Sportcoach UK Workshop Course but this can be renewed with an EH Online Course.

The Club organises in person first aid and child protection courses on a regular basis - the last first aid course was summer 2021 and further courses will be arranged in 2022 as required.

Induction Process - we have role descriptions for all roles within the club and these are available to all roleholders, who are asked to review and confirm their agreement.

Player, Umpire and Coach Development

Player Development

Juniors playing in Adult Teams - We welcome juniors playing in adult teams, once their coach feels they are ready and they themsleves are willing to play. Juniors cannot play until their 13th birthday (this also applies to the club's summer hockey) but once they are we can usually find places for them in our lower mens and ladies teams - please speak to your coaches and also the mens and ladies club captains.

Team captains will have had a DBS check and undertaken Safeguarding training - please make sure that you have complete your child's information on Teamo (including medical and contact information) as this allows the captain to access information in case of emergency. Captains meet on Tuesday evenings to select teams for the matches on Saturday and it is important that you make sure you update your child's availablity before then as this helps with selection - if you are not sure, then please let the usual captain know as this is still helpful.  Captains, together with the club captain and coaches, will always try to accomodate children in the team they feel is the most appropriate in terms of playing level and support from adult players and coaches, and are happy to provide feedback if you have any queries.

EH Player Pathway - there are details on the EH website (see Talent Pathway) but if you have queries, please feel free to discuss these with you child's coach or our head coach (Martyn Webb)

Umpire Development

EH Umpire Courses (see Umpiring) - the club encourages members to become umpires and will fund courses provided you then umpire at the club. If you woud like to try umpiring, please contact our Junior Coordinator who can let you know about junior tournaments to help with U10s and U12s.

GMS Registration - please see GMS for details of how to register

Coach Development

EH Coaching Courses - (see Coaching) - the club encourages parents and members to become coaches and will fund courses provided you then coach at the club. The main coaching courses that allow you to lead sessions are the Sessional and Hockey Coach courses and are equivalent to level 2 coaching qualifications - these courses require you to have already attended a shorter course such as Introduction to Hockey or Engaging Games for Children, however these short courses may be of interest on their own as they introduce concepts such as the Golden Thread and will make you more effective at supporting lead coaches.

Junior Coaching Framework - At SWHC we have a coaching framework/ curriculum which sets out our philosophy of coaching and how we expect young players to progress over time and how we try to focus on their development - Junior Framework

Community and Social

Communication policy is detailed here - 

Local Marketing - this comprises of the following initiatives and aims to continue to grow the club at all levels

  • Juniors
  • We currently have over 350 children training in the U8, U10, U12 and U14 groups. We are planning an outreach programme for local primary schools to be in place this coming summer to attract new members for the start of next season and further details will be available once detailed planning has been completed. In addition, we are actively looking at extending this into local secondary schools to support local state schools be providing additional qualified coaching resources.
  • We hold regular hockey camps for children during Easter and Summer holidays and once dates are available, they will be made available under the news section of the website.
  • Adults
  • We have run Back to Hockey sessions in the summer since 2010 and this has attracted a wide range of players into the club, playing, captaining, umpiring and coach, as well as volunteering as committee members. We are planning to run Back to Hockey again this season - dates are provisional but we expect to run these over the summer and once details are finalised, they will be made available under the news section of the website

Trans or transgender hockey players - guidance for local hockey organisations

The "Trans or transgender hockey players - guidance for local hockey organisations' document produced by England Hockey can be viewed using the link below:

Equality Policy

The "Equality Policy' document produced by England Hockey can be viewed using the link below:

  • Equality_Policy_-_July_2014 (1).pdf

Injury Reporting Policy

The "Injury Reporting Policy' document produced by England Hockey can be viewed using the link below:

Hockey Concussion Policy

The "Hockey Concussion Policy' document produced by England Hockey and Great Britain Hockey can be viewed using the link below:

  • Hockey Concussion Policy Nov 2018 v2.pdf

Our Partners

Appeal - Donation
Trinity Business IT Solutions
Appeal - Donation
Trinity Business IT Solutions
GW Sport
Injury Active Clinic
Saffron Building Society
NFU Mutual
GW Sport
Injury Active Clinic
Saffron Building Society
NFU Mutual
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