FULL CLUB POLICY PACK
Last Updated: April 2026
———
Contents
SECTION 1 — CLUB INTRODUCTION & PHILOSOPHY
1.1 Club Introduction
1.2 Club Philosophy
1.3 Our Four Pathways
SECTION 2 — CORE CLUB POLICIES
2.1 Safeguarding & Child Protection Policy
2.2 Equality, Diversity & Inclusion (EDI) Policy
2.3 Health & Safety (Risk Assessment) Policy
2.4 First Aid & Accident Reporting Policy
2.5 Data Protection & Privacy Policy
2.6 Social Media & Communications Policy
2.7 Photography & Filming Policy
2.8 Financial Management Policy
2.9 Paid Coaching Policy
2.10 Environmental & Facilities Policy
2.11 Drop‑Off & Pick‑Up Policy
2.12 Annual Review Policy
SECTION 3 — PATHWAY POLICIES
3.1 Competitive Pathway Policy — Hawks
3.2 Development Pathway Policy — Spitfires
3.3 Girls‑Only Pathway Policy — Valiants
3.4 Inclusive Pathway Policy — Hotspurs
3.5 Dual‑Pathway Participation Policy
SECTION 4 — PARTICIPATION POLICIES
4.1 Parent & Player Commitment Policy
4.2 Player Removal Policy
SECTION 5 — CONDUCT & BEHAVIOUR
5.1 Code of Conduct
5.2 Anti‑Bullying Policy
SECTION 6 — CLUB MANAGEMENT & GOVERNANCE
6.1 Overview
6.2 Club Structure
6.3 Club Committee
6.4 Committee Decision‑Making
6.5 Accountability & Transparency
6.6 Complaints Procedure
6.7 Disciplinary Policy
6.8 Appeals Policy
6.9 Whistleblowing Policy
---
SECTION 1 — CLUB INTRODUCTION & PHILOSOPHY
1.1 Club Introduction
Upper Lighthorne Football Club (ULFC) is a grassroots community football club founded in 2020 to provide high‑quality, inclusive football opportunities for children across Upper Lighthorne and the surrounding areas. The club was created to challenge the existing grassroots culture and instead offer a welcoming environment where players of all abilities can participate, develop, and enjoy the game.
Since its formation, ULFC has grown from three founding teams to a multi‑pathway club with competitive, development, girls‑only and inclusive football. The club is proud to hold FA Accredited Club Status, ensuring all coaches maintain DBS checks, safeguarding qualifications, and first aid training.
Our team names pay tribute to the RAF aircraft historically linked to the nearby former RAF Gaydon site, reflecting our values of pride, resilience, and community spirit.
1.2 Club Philosophy
ULFC believes football should be Enjoyable, Inclusive & Appropriate. Football is for Everyone and we aim to provide a pathway suitable for every child into football.
However, not every pathway is suitable for every player, and in some cases a player may need to move to a different pathway or leave the club if it is in their best interests.
Our priority remains that we aim to provide clear pathways so as many players as possible can find a space at our club that is suitable to their needs as children first, and players second.
1.3 Our Four Pathways
Competitive Pathway — Hawks
For players seeking a football environment that strives to be as competitive as possible, with a focus on continually producing high‑level performances, with the right approach and attitude.
Development Pathway — Spitfires
Development‑focused, where players can play football with less pressure than the competitive section but still with a focus on developing, ensuring all players are playing at the right level for them.
Girls‑Only Pathway — Valiants
A dedicated girls’ football environment, providing a safe and enjoyable space for girls to experience football and grow their love of the game.
Inclusive Pathway — Hotspurs
Football for players who need a more supportive environment. No competitive pressure, suitable for players with additional needs or those not suited to team football.
---
SECTION 2 — CORE CLUB POLICIES
2.1 Safeguarding & Child Protection Policy
ULFC is committed to ensuring the safety and wellbeing of all players.
We will:
• Appoint two qualified Club Welfare Officers, and ensure details are easily accessible on the club website.
• Ensure all coaches hold DBS, Safeguarding, and First Aid qualifications.
• Follow FA safeguarding procedures.
• Provide clear reporting routes for concerns, details found in this policy.
• Maintain safe recruitment practices by ensuring DBS checks are done in the first instance and ensuring all coaches go through a trial period being observed by experienced coaches.
If a safeguarding concern is raised by any members, then coaches, volunteers and club members should follow the guidelines below:
1. Recognise
Any coach, volunteer, parent, or player who has a concern about a child’s welfare must take it seriously.
2. Respond
Listen carefully. Do not promise confidentiality. Reassure the individual they have done the right thing.
3. Report
• Concerns must be reported to a Club Welfare Officer as soon as possible (within 24 hours).
• If a Welfare Officer is unavailable, concerns should be raised with a committee member.
4. Record
• A written record of the concern will be created and stored securely.
• Records will include dates, times, and factual information only.
5. Refer
• The Welfare Officer will decide if the concern requires escalation to external agencies, including the County FA or statutory services.
• Serious or immediate danger concerns will be referred to emergency services immediately.
Emergency Situations
If a child is at immediate risk of harm:
• Contact emergency services (999) immediately.
All safeguarding concerns will be handled confidentially and in line with FA safeguarding guidance.
---
2.2 Equality, Diversity & Inclusion (EDI) Policy
ULFC promotes fairness, respect, and equal opportunity for all.
We operate a zero‑tolerance approach to discrimination of any kind and welcome members from all backgrounds, genders, orientations and cultures.
ULFC will ensure reasonable adjustments for players with additional needs are made and support coaches with delivering this.
---
2.3 Health & Safety (Risk Assessment) Policy
We strive to ensure safe environments for our players to play football. To support this, we have the following processes:
• Weather protocols to ensure the ground is completely safe for games to take place, including parking and walkways.
• First aid kits at all sessions and spares left in storage
• Safe storage of all equipment owned by ULFC.
• An on‑site defib stored safely, ensuring all coaches are aware of its location.
• Coaches doing pre‑session checks, ensuring sessions remain safe for all who take part.
• Any concerns regarding player safety should result in activity being adapted or cancelled if necessary, as safety comes before all else.
---
2.4 First Aid & Accident Reporting Policy
ULFC ensures that the health and safety of all players is one of the main priorities, one such aspect being having qualified first aiders on site at all times.
In the event of an injury to a player:
• A qualified first aider will assess the situation.
• Appropriate first aid will be administered.
• Parents/guardians will be informed as soon as possible.
In the event of a serious injury:
• Emergency services will be contacted if required.
• A parent/guardian will be contacted immediately.
• A club representative will remain with the player until responsibility is handed over.
• Records of serious injuries suffered on site will be stored securely in line with our data protection policies.
ULFC will produce a one‑page document for all home venues which includes the nearest hospital, nearest defib location and instructions for emergency vehicle access.
---
2.5 Data Protection & Privacy Policy
ULFC complies with UK GDPR laws around the storage of information.
We ensure:
• Secure storage of personal data for all members.
• Consent for photography gained on an annual basis, with the option to deny or change consent whenever members wish.
• Clear data retention periods, ensuring all player data is removed from the club database once membership has ended.
---
2.6 Social Media & Communications Policy
We recognise the importance of safe communication between coaches and representatives of ULFC and our members. To ensure this, we adhere to the following:
• Only authorised admins may post on official club social media accounts.
• No identifying photos of players to be posted without explicit parental/guardian consent, collected annually by ULFC.
• No full names to be posted online of any members; any references will only include first names or nicknames.
• No negative comments about referees, opponents, or players to be posted online by any of our members, including on personal accounts.
• Coaches must not under any circumstances privately message anyone under the age of 18. All messages should be sent to the parents/guardians of players under 18 and ideally in a public group chat, although this does not always have to be the case for messages between coaches and other adults.
---
2.7 Photography & Filming Policy
ULFC recognises that the filming of games and training is a popular way of celebrating achievements for parents and players. ULFC wants to allow members the freedom to film safely while protecting the privacy of all players and members of the club.
Consent
• ULFC requires annual parental consent for all ULFC players.
• For opposition players, ULFC will not assume parental consent. Instead, coaches must confirm with the opposition manager that their team permits filming/photography.
• If the opposition manager does not give consent, no filming or photography will take place.
• Consent for ULFC players and opposition players must be respected at all times.
Guidelines around posting photos/videos online
• No full names of players will be used alongside images.
• Images will be appropriate and respectful.
• Club‑approved personnel only may upload content to official channels such as Facebook or Instagram.
Spectators
• Parents/carers may take photos/videos of their own children, but must be wary that other children may be picked up in frame.
• Filming should not focus on other children without consent from those parents.
Any concerns around the recording and filming of players should be reported to a coach or the Club Welfare Officer.
---
2.8 Financial Management Policy
ULFC endeavours to be as financially viable to all members as possible. We will ensure to keep our costs (sign‑on fee and monthly subscription payments) as cost‑effective as we possibly can. ULFC also uses opportunities to fundraise and gain sponsorship to help towards the costs of the team.
Subs Payments are taken 9 months of the year, From September to May. The sign on fee is paid either annually over the summer or when a player joins if joining mid season. The club continues to train in the summer but does so free of charge.
Please Note - While the football club will endeavour to train and play games weekly, the is no guarantee that this will happen. Weather conditions and fixtures allocation may result in games/training being called off or weekends going without a game.
The will be no refunds for subs or sign on fee payments if games/training sessions are cancelled for the reason above, as they are beyond the clubs control. The club will endeavour to get as many games/training sessions on as possible. The club also commits to train throughout the summer for free as a way of offering football to children who may have missed games in the season due to the above reasons.
ULFC has an automated payment system to collect all payments. Our system (GoCardless) will attempt to collect any missed payments every 7 days after the payment is missed.
If this extends over a month, then a member of the committee will reach out to parents to ask them to make the payment at their earliest convenience. Failure to make payments will likely lead to the player being suspended from all football activities with the club until such a time that the payment has been made.
To ensure a transparent approach to the financial management of the football club, ULFC has a management policy which all officials adhere to:
• Annual budget report, including income and expenditure, to be produced and shared with all members.
• Two signatures on the club account
• Clear expense recording, including all payments made to cover coaches’ expenses such as equipment, referee fees, kit orders etc.
• Transparent sponsorship procedures showing what sponsorship is available and what benefits sponsoring companies receive.
ULFC works primarily on a volunteer basis, with coaches receiving no payment for their roles at the club. Payment exceptions are seen below in the Paid Coaching Policy.
---
2.9 Paid Coaching Policy
Payment of coaches may be offered for the following activities:
Minis sessions, holiday camps, 1:1 coaching, specialist sessions, ad‑hoc football activities & admin.
The club is not obliged to offer paid work, and coaches are not obliged to accept it. Any paid work is done under a self‑employed basis, with the coaches expected to manage their own tax and NI contributions. They are not employees of the club.
Any payments are made under agreement between the club and individual coaches. Coaches are to invoice the football club and payments will be made within 14 days.
All coaches working with ULFC must hold valid DBS, First Aid and Safeguarding qualifications. The club will provide public liability insurance for club‑run activities.
To ensure coaches are working on a self‑employment basis, they will follow the below agreement:
Coaches choose how they deliver sessions; coaches may work for other clubs or organisations; coaches may provide a substitute who holds a DBS, First Aid and Safeguarding qualification; coaches are not guaranteed work; coaches are not required to attend unpaid meetings.
Paid coaches are not employees and are not subject to employee‑based HR procedures.
However, all paid coaches remain fully subject to ULFC’s safeguarding, conduct, and disciplinary policies, including investigations and sanctions where appropriate.
---
2.10 Environmental & Facilities Policy
As a club who is aware of the rising concerns around climate safety, the environment and recycling, we commit to the following:
• Reducing waste through the use of recyclable materials as much as possible.
• Responsible parking by members and working towards the reduction of pollution by encouraging car sharing, walking, cycling or other environmentally friendly means.
• Investing in safe facilities that use as much recycled and renewable material as possible.
---
2.11 Drop‑Off & Pick‑Up Policy
Our drop‑off and pick‑up policy has clear guidance on the drop‑off and pick‑up of players to football activities. The policy is split by school year group:
• Year 2 and below: Must be dropped off and collected by a parent/guardian. A parent must stay for the duration of the session or allocate another parent/guardian who is responsible for the child during the session.
• Years 3–6: Must be dropped off and collected by a parent/guardian. A parent does not need to stay but should inform the coach that they are not staying and ensure they arrive promptly at the designated finish time.
• Year 7 and above: May travel independently to games and training. Parents should inform coaches that their child intends to travel this way. Parents can do this once at the start of the season. This information is stored and must be reviewed annually.
Coaches take responsibility only during the scheduled session time. However, early drop‑off or late collection without prior discussion with coaches or communication will be treated as a safeguarding concern and recorded, as children must not be left unsupervised before or after sessions.
---
2.12 Annual Review Policy
All policies are reviewed annually by the club committee and Head of Football. Review to take place annually anytime between April and June to coincide with the end of the football season.
---
SECTION 3 — PATHWAY POLICIES
3.1 Competitive Pathway Policy — Hawks
Key Principles
• Annual trials at the end of each season, ahead of the new season.
• Selection based on attitude, ability and effort.
• Season‑on‑season places are not guaranteed, meaning pre‑existing players may leave if unsuccessful during the team trials.
• Competes in a high standard of local grassroots football.
• High expectations in terms of performance.
• Game time is based on these expectations.
Note: To stick with the club ethos that Football is for Everyone, any players unsuccessful in trialling for a competitive team will be offered a space in one of our other pathways, if a space is available.
---
3.2 Development Pathway Policy — Spitfires
Key Principles
• No trials; players are instead given options to try out for a team and may be offered a space following that.
• Movement between teams is normal and supportive; players may be moved between different Spitfire teams at the same age group if it benefits the player.
• Season‑on‑season places offered if the player continues to be engaged and attending.
• Aim for fair playing time across the season. Fair playing time is not equal game time, but instead aiming to give each player half a game.
• Cup (all ages) and competitive games (U12s and up) differ from this, with the focus still on development but players may be rewarded longer game time based on performance and attitude.
---
3.3 Girls‑Only Pathway Policy — Valiants
Key Principles
• Our Girls‑Only section focuses on bringing as many girls as possible into football.
• Works under the same policies as the Spitfires around player selection, game time and places in teams.
• Focus on confidence, participation, and enjoyment.
---
3.4 Inclusive Pathway Policy — Hotspurs
Key Principles
• No competitive pressure; Hotspurs teams do not play matches, although may partake in friendly matches and/or SEND tournament days for players with additional needs.
• Suitable for players with additional needs and for those without but who would be more suited to a football session instead of playing weekly games.
• Movement from Spitfires teams into the Hotspurs sessions may be offered to players who would benefit from the move. Equally, spaces in teams may be offered to Hotspurs players if appropriate.
---
3.5 Dual‑Pathway Participation Policy
Players in one pathway may also play in another pathway, provided:
• It is manageable for the player and does not cause undue stress.
• All coaches and parents agree for the player to compete in both pathways.
• It does not compromise welfare or performance for either pathway.
The pathways are designed to complement each other and allow movement between them and play across them. All pathways have their own benefits and dual participation can help players receive different benefits from each pathway.
---
SECTION 4 — PARTICIPATION POLICIES
4.1 Parent & Player Commitment Policy
ULFC believe all members should be fully committed to the club, coaches and teammates. We fully understand that from time to time, players may need to miss a game or training session due to injury, illness, or unavoidable one‑off circumstances (e.g., family events, emergencies). However, for our teams and the club to run smoothly and provide a positive experience for everyone, consistent attendance and commitment are essential. Our coaches dedicate their time each week to plan and deliver training sessions, and in return, we ask for the same level of commitment from our players and their families.
Expectations around commitment include:
• Training: Every week throughout the football season, except during school term breaks.
• Match Days: Every weekend from September to April.
• Match Times: Games may take place anytime between 9:00am and 12:00pm.
• Breaks: The only scheduled breaks during the season are Christmas, New Year & Easter.
Training continues throughout the summer but is delivered free of charge and as such does not have the same requirements as in season training, although sustained continues absence without reason would be questioned by the club and coaches.
Regular attendance is vital for:
• Team development and cohesion.
• Fair match selection.
• Player growth and confidence.
If a player repeatedly misses sessions or matches without valid reasons, the coach may review the player’s place within the team. If it is decided that the player has not attended enough to justify their place, then players can be removed at the discretion of the coaches, in conjunction with the club committee.
---
4.2 Player Removal Policy
At ULFC, we will always try to accommodate players at our football club and find a pathway suitable for them. However, we acknowledge that sometimes this is not possible and in certain situations players will need to be removed from our club.
If removal becomes necessary, it is usually due to one of four reasons: Football Interest, Behavioural Concerns, Attendance/Commitment, Footballing Ability.
---
Football Interest
If a player is showing a lack of interest in football, there is no benefit to them continuing with the football club. If this is the case, coaches will have an open discussion with parents, explaining that their child doesn’t appear to be enjoying/engaging in football. Coaches would then allow a few weeks (2 minimum) for the player to show renewed interest. If no change occurs, at that point we would look to remove the player from the club and encourage parents to find an activity that truly interests them.
---
Behavioural Concerns
If behaviour is causing an issue in the team, coaches will discuss the behaviour and its impact on both the player and wider group with parents. The coaches would then set clear expectations for improvement and a timeframe for review. If there’s no improvement, we would look to remove the player and signpost members to more suitable environments such as training‑only groups or SEND football sessions if the child has additional needs.
---
Attendance/Commitment
Please see Section 4.1, Commitment Policy. Any players not showing the necessary commitment can be removed from the club as per this policy.
---
Footballing Ability
At ULFC, removal of players for footballing ability alone should be an absolute last resort.
The club’s approach is inclusive, and children who enjoy football should always be encouraged to play. However, we do recognise that there is no benefit to players playing drastically at the wrong level for their ability.
If a player is to be removed for this reason, coaches will first discuss the situation with either the Head of Football or Development Lead. If removal is the outcome of the discussion, parents should be informed that the player is struggling to compete at the team’s current level, and that continuing may hinder their own development and confidence.
At this point, parents should be signposted to a club we feel would be a better fit, such as a lower‑division side or training‑only provision.
Members who are removed for this reason will receive a full refund of all subs payments made for the current season. No refunds will be offered from completed seasons.
SECTION 5 — CONDUCT & BEHAVIOUR
5.1 Code of Conduct
At ULFC we have a strict code of conduct that all players, parents, coaches, club officials and spectators must follow. The code of conduct clearly states all members will:
• Adhere to the laws of The Game.
• Display and promote high standards of behaviour.
• Always respect the match official’s decisions.
• Never engage in public criticism of the match officials.
• Speak to teammates (players), spectators, the opposition and coaches/managers with respect.
• Remember we all make mistakes.
• Win or lose with dignity.
• Shake hands with the opposing team and the referee at the end of every game (players).
At ULFC, we implement a three‑strikes rule for our code of conduct, to allow individuals to recognise their mistakes and improve on them in future, but also to ensure that those who unfortunately are unable to follow our guidelines will be removed from the club.
1st Strike — Verbal Warning
2nd Strike — Written Warning
3rd Strike — Potential Removal
Any member who receives three strikes during their time at the club will have their membership reviewed and may be removed from the club.
Serious Breaches — Immediate Action
The following behaviours bypass the three‑strike system and may result in immediate removal:
• Foul and abusive language.
• Bullying behaviours towards teammates, opposition or officials.
• Physical altercations (pushing, shoving, hitting).
• Disrespectful behaviour towards club officials, including disagreeing with club officials’ decisions in an unacceptable manner (e.g., shouting at coaches about a child’s game time/positions etc).
Any of the above are considered a serious breach of the club’s code of conduct and can, and most likely will, result in the immediate removal of members, including any sibling groups at the club.
Any removals are discussed by the club committee and will be communicated by committee members following a thorough review of the facts and investigation into the incident that has occurred.
---
5.2 Anti‑Bullying Policy
Upper Lighthorne Football Club (ULFC) is committed to providing a safe, positive and inclusive environment for all players. Bullying of any kind is not tolerated at our club.
Bullying can include:
• Verbal abuse (name‑calling, teasing, insults).
• Physical behaviour (pushing, hitting, intimidation).
• Emotional harm (excluding individuals, spreading rumours).
• Online abuse (messages, social media posts, group chats).
ULFC will always endeavour to act swiftly for any bullying reports, including following the best practices below:
• All reports of bullying will be taken seriously.
• Players, parents and coaches are encouraged to report concerns immediately.
• All incidents will be investigated by the Club Welfare Officers and/or committee.
• Appropriate action will be taken, which may include warnings, or removal from the club.
All concerns will be handled sensitively and confidentially where possible. Contact details for welfare officers and the club can be found on our website.
---
SECTION 6 — CLUB MANAGEMENT & GOVERNANCE
6.1 Overview
Upper Lighthorne FC is run by a dedicated team of volunteers who oversee football, safeguarding, administration, and operations. The club’s leadership structure ensures decisions are made fairly, transparently, and always in the best interests of the players and wider community.
---
6.2 Club Structure
ULFC has a number of volunteers who take on additional roles within the club. The following roles exist within the ULFC organisational framework:
Head of Football
• Provides overall leadership and direction.
• Oversees all pathways.
• Leads football philosophy and standards.
• Chairs committee discussions.
• Holds final decision‑making authority when required.
Club Secretary
• Manages administration.
• Liaises with leagues and the FA.
• Oversees registrations and compliance.
Treasurer
• Manages finances.
• Oversees budgeting and reporting.
• Ensures financial transparency.
Welfare Officers (x2)
• Lead safeguarding.
• Ensure FA compliance.
• Support players, parents, and coaches.
• Oversee DBS and safeguarding training.
Development Leads (Pathway Leads)
• Competitive Pathway Lead (Hawks).
• Development Pathway Lead (Spitfires).
• Girls‑Only Pathway Lead (Valiants).
• Inclusive Pathway Lead (Hotspurs).
• Head of Goalkeeping.
Responsibilities include supporting coaches, managing player movement, and ensuring consistent standards.
Fixture Secretary
• Coordinates all match fixtures, pitch bookings and scheduling.
• Liaises with team coaches, league representatives, and referees.
Registration Officer
• Assists the Club Secretary with all player sign‑ons, transfers, and squad lists.
• Works closely with the Club Secretary on registration deadlines and systems.
Accreditation Officer
• Ensures the club meets FA standards and maintains accreditation.
• Keeps track of volunteer qualifications, DBS, and safeguarding training.
Fundraising & Events Co‑ordinator
• Organises club events including presentations, tournaments, and social activities.
• Works closely with all departments to ensure smooth event planning.
• Plans and delivers fundraising initiatives to support the club.
Social Media Manager
• Manages the club’s social media channels and online presence.
• Promotes team successes, events, and important announcements.
An up‑to‑date list of all volunteers currently occupying these roles, plus any vacancies, will be listed on the club website:
www.upperlighthornefootballclub.co.uk (upperlighthornefootballclub.co.uk in Bing)
---
6.3 Club Committee
On top of the above roles mentioned, ULFC also runs a club committee. These are a select few volunteers who are chosen to sit on the committee and make decisions around the overall running and direction of the club. The club committee can be made up of between 3 and 5 members and will always include the Head of Football.
An up‑to‑date list of the club committee will be listed on the club website:
www.upperlighthornefootballclub.co.uk
---
6.4 Committee Decision‑Making
Volunteers have the power to make decisions relating to the roles that they occupy, as long as they adhere to the club’s policies. If needed, decisions can be made by the club committee as a collective. The club committee will meet regularly to discuss any matters relating to the running of the football club.
Decision Process
1. Most decisions are made by the Head of Football, who oversees the club’s direction and standards.
2. If wider input is needed, the matter is brought to the committee at a committee meeting. Emergency meetings can be called if an urgent matter arises.
3. The committee votes after discussions and a majority vote normally decides.
4. All decisions are recorded and communicated to the relevant parties.
Head of Football Authority
The Head of Football may overrule a committee decision only when the matter directly affects football operations, player welfare, safeguarding, or the long‑term consistency of the club’s pathways.
All other decisions remain under committee authority.
---
6.5 Accountability & Transparency
To ensure a positive environment for all our players and members, it is the duty of the committee to ensure the following approach with all decision‑making:
• Clear communication should be sent out to all those affected by committee decisions.
• A fair decision‑making process, considering all the facts before any decisions are made.
• Acting in the best interests of all players and members at all times.
• Ensuring committee members act with integrity.
If any discussions are needed that involve a committee member and therefore create a conflict of interest, that committee member will not be involved in that process.
---
6.6 Complaints Procedure
ULFC aims to deal with any concerns quickly, fairly and transparently.
Step 1 — Informal Discussion
In the first instance, concerns should be raised with the relevant coach or team representative.
Step 2 — Escalation
If the issue is not resolved, it should be raised with a Club Welfare Officer or committee member.
Step 3 — Formal Complaint
If further action is required, a formal complaint should be submitted via email to:
The complaint should include:
• Details of the issue.
• Any relevant dates/times.
• Names of those involved.
• Desired outcome.
Step 4 — Outcome
• Complaints will be reviewed by the committee.
• A response will be provided within 14 days.
• A full explanation of the decision will be given.
If the issue cannot be resolved internally, it may be escalated to the Birmingham FA.
---
6.7 Disciplinary Policy
ULFC ensures all disciplinary matters are handled fairly, consistently and in line with club policy.
The disciplinary process is as follows:
1. Incident Reported
An incident is reported to a coach, welfare officer, or committee member.
2. Initial Review
The welfare officers or committee will review the information to determine whether further investigation is required.
3. Investigation
Statements may be taken from those involved. Evidence such as messages, videos or witness accounts may be reviewed.
4. Outcome Decision
The committee will decide on the appropriate action based on the evidence. This may include:
• No action
• Warnings
• Suspensions
• Removal
5. Communication
The decision will be communicated to all relevant parties.
6.8 Appeals
Any decisions made by the club committee can be appealed by anyone associated within the club. This includes Coaches, Players, Parents, Volunteers or Other Spectators.
To appeal a decision. Individual should email upperlighthornefc@outlook.com with their reasoning behind the decision to appeal.
All appeals will be handled and respond to within 14 days of being received.
In the response, the club will clarify the outcome of the appeal and include a detail report as to why they came to this decision. The committee may liaise with an independent body such as the Birmingham FA or other grassroots support services, however this is case by case dependent and not a requirement of an appeal.
If members would like to appeal above the club then they can do so by contacting Birmingham FA at support@birminghamfa.com. ULFC is linked to the Birmingham FA as our governing county FA.
6.9 Whistleblowing Policy
ULFC is committed to operating in an open, honest, and accountable manner.
This policy allows any individual to raise concerns about the behaviour or actions of adults within the club, including coaches, volunteers, or committee members.
What can be reported:
• Poor safeguarding practice
• Inappropriate behaviour towards children
• Breaches of club policies
• Unsafe practices
• Misconduct by club officials
replies to complaints and appeals can also be reported under our whistleblowing policy.
How to report:
• Concerns should be raised with a Club Welfare Officer in the first instance
• If the concern involves a Welfare Officer or committee member, it can be raised directly with the Head of Football (contact detail are on the club website)
• if the concern involves the Head of Football, concerns could be raised to other commitee members or to the County FA.
As part of our open and transparent approach, we ensure that:
• Individuals raising concerns will be treated seriously and respectfully
• No one will be disadvantaged for raising a genuine concern
• Concerns can be raised confidentially
ULFC will ensure all whistleblowing concerns are investigated appropriately and in line with FA guidance.
END OF POLICY PACK
Email - upperlighthornefc@outlook.com
Phone - 07466169120
