SETS Handbook
2023 Board Members
Brooke Erhard, President
Jodi Combs, Vice President/ Fundraising Director
Marissa Cianchetti Oswald, Treasurer
Felicia Johnson, Secretary/ Parent Liaison
David Boyd, Member at Large
Contact information:
Email: [email protected]
Phone number : 423-641-1411
Head Coach: Todd Jones "Coach Pops" - [email protected]
Head Age Group Coach: Stephen Jones- [email protected]
Table of Contents
SETS Disciplinary Action Plan 7
Local Corporate Sponsorship 13
Student Leadership Opportunities 15
Fees and Financial Structure 21
SETS Photography Policy (adapted from Safe Sports) 23
Minor Athlete Abuse Prevention Policy (MAAPP) 25
SAFE SPORTS BULLYING POLICY 34
AJ Physical Therapy Partnership 39
Ooltewah Swim Center Partnership 40
2023-2024 Terms and Agreement for Participation 42
2023-2024 Photography Consent Form 43
2023-2024 Terms and Agreement for Student Leadership 44
2023-2024 WRITTEN ACKNOWLEDGEMENT OF MAAPP 45
Welcome to Southeast Tennessee Swimming. We are a non-profit USA Swimming sanctioned swimming team operated by a parent board. We welcome all swimmers who have a general understanding of all four strokes (freestyle, backstroke, butterfly, and breaststroke). General understanding of all four strokes may be acquired through swim lessons or participation in a summer swim league.
Mission
Our mission is to provide a fun and challenging environment in which young men and women learn competitive swimming skills and higher levels of racing performance. We focus on the valuable life lessons of goal-setting, perseverance, self-discipline, teamwork, cooperation, sportsmanship, and competitive spirit. Our goal is to create life-long swimmers and encourage the pursuit of excellence. We want to grow strong leaders in and out of the pool, help strengthen the kids in our community, and equip our swimmers for their future.
Short and Long Course
We swim competitively year round in both short and long course meets. Athletes will swim in a 25- meter or 25 year pool while competing in short course events. Short course season runs from August until February. A 50-meter pool is used for long course meets. The long course season runs from March until July. Your athlete may choose to compete in short course, long course, or both seasons of the swim year.
Coaches’ Corner
SETS coaching philosophy is driven by our basic mission and cause. As coaches, we strive to provide a safe productive support system for young people to grow, learn, fail and succeed in life through the sport of swimming. Using the lessons that will be presented through our sport of swimming, we strive to set up a structure that creates an environment for our swimmers to develop grit, tenacity, honor, and empathy. We believe these acquired skills will allow each athlete to be a happy and productive adult.
I believe to “win” in swimming or any sport is not to beat a competitor, but to continually strive to be the best YOU that YOU can be at all times.
Coach Pops
SETS Parent Board
We are a 501(c)(3) parent run swim team. The board has seven voting positions that include four voting elected officers, one voting head coach/executive director, and two voting members-at-large. Non-voting members will include a SETS team captain and former alumni nominated by coaching staff.
President
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Facilitate board meetings
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Work with coaching staff to ensure the team needs are met
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Advocate for swim members interests and needs
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Ensure the board is effectively working to accomplish goals and support the team
Vice President/ Fundraising Director
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Determine fundraising opportunities annually
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Build community relationship that boost the team’s public image
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Develop a fundraising committee to support team endeavors
Treasurer
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Keep accurate financial records
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Create the annual budget
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File tax forms as required by law
Secretary/ Parent Liaison
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Maintain bylaws and handbook
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Monitor online registration and maintain the team roster
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Communicate necessary reminders for upcoming events via email and SLACK
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Create a monthly team newsletter
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Manage social media sites to promote the team’s public image
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Connect veteran swim parents with new members
Two Members at large
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Attend board meetings
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Support the other officers when requested
SETS Membership
Our swim team is open to all minors living in Monroe, Meigs, McMinn, Bradley, Polk, Hamilton, Marion, Sequatchie, Rhea, Catoosa, Whitfield, Dade, and Walker counties. Requirements to join the team include dues, fees, application, and registration. SETS swimmers also must carry a USA swimming premium membership. All swimmers will be required to sign an agreement following reading the SETS handbook. Coaches will have the discretion to determine if swimmers have the necessary skills to join and maintain team status.
SETS Code of Conduct
Swimmer’s CODE
C: Come Ready
O: Operate Safely
D: Demonstrate Respect
E: Exhibit your best effort
During Practice:
During Meets:
Parent’s CODE
C: Come ready
O: Operate discretion
D: Demonstrate Respect
E: Encourage
Parents During Practice:
Parent’s CODE
C: Come ready
O: Operate discretion
D: Demonstrate Respect
E: Encourage
Parents During Meets:
Remember, let the coaches coach and the swimmers swim.
SETS Disciplinary Action Plan
The coaches and SETS board retain full discretion concerning minor and major violations to the SETS code of conduct. In order to maintain a healthy and safe environment for all athletes, suspension may be necessary. Suspension or being asked to leave an event (practice, meet, banquet, etc.) will result in forfeit of any dues or fees. Additional requirements may be imposed such as parental supervision for further activities for a determined period of time. Terms of suspension that are established by the Coaches and SETS board must be adhered to by the swimmer/parents in order to be reinstated at the end of the suspension period. In the most severe cases, it may be determined to terminate membership.
Below outlines the steps that will be taken to redirect and correct swimmers who are not following the SETS code of conduct.
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Minor Offenses (includes disruptive or disrespectful behavior)
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First Offense: The swimmer will receive a verbal warning from the coaching staff to stop the inappropriate behavior. The coaches may require the swimmer to sit out of an activity or part of practice.
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Second Offense: The swimmer may be asked to sit out the remainder of practice or leave the facility. The Coach and swimmer will discuss a plan to move forward. The Coach will make time for a meeting “per request of the swimmer or parent/guardian” about the incident or issues with Parents/Guardians, swimmer, and Coach.
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Third Offense: Swimmer may be removed from practice and sent home for the remainder of the practice. The Coach may request swimmer not come back for a period of time (for example a few days or a week)
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Major Offenses (includes but it not limited to verbal or physical harm, theft, vandalism or repeated minor offenses)
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First Offense: An immediate verbal warning upon incident and removal from practice may be necessary. Coach and Swimmer will meet and create a plan to rectify the situation. (Length of time to be determined case by case). The Coach will make time for a meeting “per request of the swimmer or parent/guardian” about the incident or issues with Parents/Guardians, swimmer and Coach.
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Second Offense: The recommended discipline for a second Major offense is suspension from the team for a period of up to a year, as deemed appropriate by the coaches and SETS board. Or permanent expulsion depending on severity of the offense, as determined by Head Coach and SETS Board
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If a swimmer is removed from practice or an event, parents will be notified by the coaching staff. If any swimmer or parent is in violation with the above SETS Code of Conduct, discipline will be handled in the format outlined according to the severity of the offense. Parents will be treated in a fair and respectful manner and asked to comply with the SETS Code of Conduct. If parent discipline is necessary, the individual has the right to request a grievance/appeal to the SETS Board but agrees to adhere with the board’s decision.
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Grievance/Appeal Process
If a swimmer or parent feels that they have been treated unfairly or not in accordance with the above expectations, they should ask to a schedule a meeting with:
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The Head Coach (and if applicable other coaches involved)
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A SETS board member
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The Swimmer (if involved with issue)
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Suspension and Expulsion
The board or Head Coach will have the authority to suspend or revoke team membership for cause. Members must remain in good standing and not be delinquent in payment of dues or their membership can be suspended. A 30 day notice, via writing, is required for all swim team members to suspend membership and avoid charges. The Head Coach shall have the discretion to determine if a swimmer has sufficient skills or conduct to join or remain on the SETS team. Refer to the SETS Code of Conduct and Disciplinary Action Plan for further information on Suspension of an athlete or parent.
Training Groups
The coaches will evaluate your swimmer and place them in a training group. As your swimmer develops and grows, the coaches will determine when each swimmer will advance to a different group. Training group description can be found below.
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Black Group
Description: This is the first level of age group swimming. This group will train in a competitive environment. The focus will be on technique in all four strokes, as well as starts and turns. The swimmers will learn how to race and set goals. Athletes in this group are encouraged to swim in at least two meets each year. We will train using time intervals and equipment. This group will prepare the swimmers for the Silver group.
Recommended Practice: 3-4 times per week, 1 hour- any combination of days
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Silver Group
Description: Swimmers will fine-tune racing techniques through a variety of training strategies; such as interval training, training with equipment, racing, and pacing. The group will continue to focus on stroke technique, starts, and turns. They will begin dryland exercise per appropriate times during the season, starting 30 minutes before practice. Athletes in this group are encouraged to swim in all short course meets and begin training long course. Swimmers will train to achieve Southeastern qualifying times.
Recommended Practice: 4 to 6 times per week, 1.5 hours- any combination of days
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Gold Group
Description: Swimmers are encouraged to set goals and commit to training 5 to 6 practices a week. They will continue working on strokes, starts, turns, sprinting, and distance swimming. They will set and achieve goals and train for championship meets. Athletes in this group are encouraged to swim in all long and short course meets. They will continue training to qualify for Southeasterns, Zones, Futures, Junior Nationals, and other qualifying meets.
Recommended Practice: 5-6 times per week, 2 hours- that includes 30 minutes of dryland “per appropriate times during the season”(Shorts & tennis shoes required)
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Senior Group
Description: This is the top group at SETS. This group will train to be champions. The athletes are strongly encouraged to swim in all meets in both the long and short course seasons. Swimmers in this group will be working towards qualifying for State, Southeasterns, Zones, Futures, and Nationals.
Recommended Practice: 6 days per week, 2 hours- any combination of days
30 minutes of dryland (Shorts & tennis shoes required)
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Homeschool Group
Description: Swimmers in this group will be swimming during the day to meet their P.E. requirements. They will also be striving to meet the goals of the group they have joined for the team.
Recommended Practice 4 days per week, 1.5 hours
Training Locations
Ooltewah Swim Center
Address: 6849 Mountain View Road, Ooltewah, TN 37363
Athens YMCA
Address: 205 Knoxville Ave, Athens TN, 37303
Chattanooga/Hamilton Place YMCA
Address: 7430 Shallowford Rd, Chattanooga, TN 37421
Practices
*Please check SLACK daily for any last minute changes to the schedule due to weather or other factors.
Communication
The SETS team and Coaches communicate primarily through the SLACK app. Please download this app for last minute communications concerning practice and meets.
Email is another form of communication that our team will utilize.
SETS board: [email protected]
Head Coach: [email protected]
Head Age Coach: [email protected]
The SETS board phone number is 423-641-1411.
Website: http://www.teamunify.com/team/seosc/page/home
Social Media:
Please follow SETS and the Ooltewah Swim Center on Facebook and Instagram. Tagging us in your photos and posts at meets would be a great way to share our program with your friends and family. If you would not like to be featured on our social media page, please indicate this at registration.
Team Sponsorship
We are sponsored by TYR. We have a specific link to our team site. Check on SLACK for current information or reach out to the SETS board for more information. Once you create an account you will receive a 25% discount and be eligible to stack coupons that you receive in your email.
Only TYR suits may be worn at meets by swimmers 12 years and under. TYR suits preferred for 13 year olds and older. TYR discount and cost of suits is dependent on team order. We will offer a fitting to try on different styles. TYR discount will be 25% off and any emailed coupon will be applied in addition to the team discount.
All swimmers will be required to wear a SETS TYR team cap at meets.
Local Corporate Sponsorship
Local corporate sponsorship enables SETS to keep the monthly dues and family fundraising responsibility lower. Below you will see each level of sponsorship and the recognition that accompanies. If you have a business or person who would be able to sponsor SETS please email us. We also need your help and support with this. Please consider asking your employer if they would be interested in supporting your child’s team. We have a letter and form to facilitate sponsorship. Please reach out to [email protected] if you have a potential corporate sponsor.
Team Volunteers
We are a collection of working and stay at home parents. We could not do this without your help. Here are some ways that you can support the SETS team.
Team Volunteers will receive SETS Swag as a thank you gift for volunteering.
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Veteran Swim Parents:
As we expand our swim family, it is essential to our success to have a welcoming and helpful culture. Swimming competitively can be overwhelming until you learn the ropes. The Veteran Swim Parent will be assigned 1 to 2 new members to guide the family through the ends and out of swim meets and SETS swimming. Expectations of a Veteran Swim Parent, include texting or slacking new members, answering questions, and helping the new members feel welcome.
Our secretary/parent liaison will be leading our Veteran Swim Parents in making connections to our new members.
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Fundraising Committee Member:
As we continue to meet the financial demands of running a swim team, we will be using fundraising to keep the cost of monthly fees and registration low. We would love for anyone who has a talent for seeking corporate sponsorship or a desire to help decide and implement fundraisers to join our team. It’s our fundraising team’s desire to educate the surrounding community about the positive impact our team has to offer the youth in the area because of their donations.
Our vice president will head this committee as we include our community to accomplish our team's financial goals. If you have a passion for our team and swimmers, consider being a fundraising committee member so you can facilitate getting friends, family, and business leaders involved with our team.
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Meet Officials:
In order to be invited and accepted to meets, our team needs to provide volunteers at the meet. Any parent who completes the Meet Official training and acts as an official at a meet will receive compensation in the form of half price monthly swimming fees for their swimmer.
Student Leadership Opportunities
SETS desires to build and support future leaders of our community. In order to facilitate this, we have several student leadership opportunities for our high school students. High school students who agree to these leadership opportunities will need to sign an agreement prior to volunteering. They will also be recognized at the SETS Short Course Celebration.
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Team Captain:
The coaches may select an athlete to represent the team at board meetings. This athlete will be in good standing and follow SETS code of conduct. They will be eligible to serve as a nonvoting participant of the board. Responsibilities would include attending board meetings and providing athlete input on decisions such as uniform, meets, and other team decisions. If you are interested in serving in this role, please tell your coach.
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Model Swimmers:
The coaches can elect to give volunteer hours to any athlete who desires to serve as a model swimmer. Model swimmers will attend silver and or black practices to demonstrate proper technique and model dryland exercises. The model swimmer will also build relationships with younger swimmers to promote vertical team morale. The athlete must be in good standing and follow SETS code of conduct to be eligible to be a model swimmer. If you are interested in being a model swimmer, please tell your coach.
Meet Information
Swim meets are not required. We recommend attending local meets. There are normally 2 - 3 short course local meets including one in the fall and one in the winter. When attending meets, the coaches will select swimming events for your swimmer. This may include team relays which usually occur at the end of the meet. Please plan to stay for the entirety of your swimmer’s swim session. Please do not scratch an event without speaking to your coach.
Typically there will be a morning and afternoon session. The sessions are divided by age and or gender depending on the facilities and timing of meet.
Swimmer’s Code of Conduct
Come Ready
Operate Safely
Demonstrate Respect
Execute your race plan
Parent’s Code of Conduct
C: Come Ready
O: Operate discretion
D: Demonstrate Respect
E: Encourage
Meet Expenses:
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Estimated cost of a local meet is $120 per day.
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Meet entry fees are separate from your monthly dues. Meet fees will be charged to the card on file after the entry deadline.
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Remember once the entry deadline has passed you are required to pay the entry fees even if the child does not attend the meet. Host clubs do not refund the money for meet entries for any reason.
Swim Meet Prep
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Crash area: The team generally tries to sit together at the swim meets. Depending on the meet location, there is limited room to sit in the pool viewing area, so crash areas are provided. For example, the crash area may be located in a gym. Announcements are always made so you know when to send your swimmer to the pool area.
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We suggest bringing a blanket and fold up chairs to sit on in the crash area. Games like uno and Yahtzee are enjoyed by swimmers. For younger swimmers, you might also bring magnetic blocks, trucks & cars, or dolls.
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The coaches like to speak with the kids before and after each swim, so please send them in time to see their coach first.
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There will not be ‘deck parents’ from our team rounding the kids up. It is the responsibility of the parent and child to get the child to the coaches on the pool deck.
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Parents are not allowed on the pool deck at any pool, please do not enter any pool deck area. The kids will learn to get to the blocks by themselves with the help of the coaches at first. They must pay attention to what is going on and learn to take responsibility for themselves.
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The 8 & under swimmers are usually sent to a bullpen area, and a volunteer from the host team will get them to their lane. It is very important to mark your child’s arm or leg with event, heat and lane assignments, also mark their name and age on right shoulder blade. (see below for example)
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Parents are not allowed on the pool deck. The team will be fined, and the parent will be charged for this fee.
Items recommended to have at the meets
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Chairs to sit in at the crash area
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Extra towels, warm clothes or a blanket for your swimmer (Keep your swimmer warm)
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Sharpie markers
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Healthy snacks and plenty of water (Please try to avoid chips, salty foods, and cokes)
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Team suit, swim cap, & goggles
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Cash for a heat sheet (usually $10-$15) Heat sheets will either be available online or sold at the meet. If the heat sheet is emailed out, please print it and bring it with you
There is no charge for spectators to view the meet, just your entry fees which are due before the meet. Meet fees will vary depending on the number of events your child swims and fees decided by the host team.
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SETS will charge the credit card on file after the entry deadline. Once submitted, the entries can’t be changed.
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The host team does not refund payment for any reason once the entries are submitted.
Most of the meets will have a concession stand to buy snacks & drinks; however, choices can be limited which is why we recommend bringing your own food (see above). In the event, you forget goggles (or they break), many swim meets have vendors that sell goggles and other essential items, such as caps & suits. There are usually meet t-shirts for sale, with the specific meet logo & information, that many of our swimmers enjoy purchasing as a keepsake.
Meet Mobile is a great app to follow the meet.
Please mark your child’s first and last name on their right shoulder and age. This will help the volunteers get them to their races. Also, mark their events on their arm or leg using the example below.
Example on how to write events on the arm or leg: E = event, H = heat and L = lane, S = stroke. Please include the description of the event (50 back, 100 free, etc.). The kids need to know what they are swimming in each event.
E H L S
3 2 8 50 Back
11 5 3 50 Free
Required Equipment
Please click on the tyrstore.com link to purchase the items for your group. These items are required. The pool will no longer provide extra equipment for the swim team.
All swimmers are required to have a cap and goggles in addition to the items listed below. Please purchase Speedo Vanquisher goggles or goggles similar to this kind. Cheap goggles take in water and don't work well for diving. Please talk to the swim coaches if you have any questions on the equipment.
Team suits and team caps are required at meets. Please do not wear them to practice.
Equipment requirements for each training group:
Tech Suits
No Technical Suit may be worn by any 12 & Under USA Swimming athlete member in competition at any Sanctioned, Approved or Observed meet.
1) A Technical Suit is one that has the following components:
a. Any suit with any bonded or taped seams regardless of its fabric or silhouette; or
b. Any suit with woven fabric extending past the hips.
(Note: WOVEN FABRIC-A suit with woven fabric and sewn seams that does not extend below the hips is permitted.)
(Note: KNIT FABRIC-A suit with knit fabric and sewn seams not extending below the knees is permitted.)
Fees and Financial Structure
Registration fees and monthly fees will be evaluated yearly to reflect a fair market price as well as support the budget of the team. There is also a fundraising obligation for each family that is determined annually by budgetary needs. Athletes are required to participate in all fundraisers or pay the buyout to be determined per fundraiser and budgetary needs.
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Registration Fees
Annual registration fees are $110. Additionally all athletes are required to join USA Swimming for insurance purposes. This is a requirement of USA Swimming.
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Monthly Fees
The monthly fees are paid on the first of every month for that corresponding month. We offer a $10 discount for the second child, $20 discount for the third child, $30 discount for the fourth child, $40 discount for the fifth child for the monthly fees.
Black group monthly fees: $85
Silver group monthly fees: $110
Gold/Senior group monthly fees: $125
Homeschool monthly fees: $ 110
Billing Agreement
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The credit card entered in the system will be billed the first of every month for that corresponding month, starting September 1st. You must keep this card current.
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If you register after 12:00 AM on the first day of the month, when dues for that month are paid, you will be charged a prorated amount for that month. This will be added to your bill when your registration is approved. Please pay this as soon as possible. If it is not paid by the first day of the next month, you will be automatically billed for both months for that billing cycle.
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Swim meet fees are in addition to your monthly fees and are set by the host team. Please keep in mind that swim meet fees are added to the accounts after we send meet entries. Meet fees will be charged to the credit card on file. Meet fees are non-refundable.
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We require a 30-day notice, in writing, to suspend or cancel an account. Accounts will be suspended 30 days after we receive your notice. Your swimmer can attend practice through the last month dues were paid. For suspensions, include the month your child is returning.
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A late fee of $15 will be added to all delinquent accounts on the 15th of every month.
Fundraising
Each family will be expected to contribute in the way of fundraising or donation. The SETS parent board will offer fundraising events each year in order to facilitate the contribution. If you choose not to fundraise, you will be expected to pay a buyout. The buyout is $250 annually per family. This will be charged to the credit card on file. This fundraising component is necessary to keep the monthly dues at a lower cost.
Scholarship
It is our desire to allow all athletes to swim regardless of unexpected financial events that may occur. In order to receive a scholarship, the swimmer must be in good standing with the team. The swimmer must attend practices regularly and abide by the Swimmer’s code as outlined in the handbook. If you are in need of a scholarship, please contact the head coach. If you would like to contribute to the scholarship fund, please contact the treasurer.
Out-of- Water policy
As stated in the SETS handbook, a thirty day notice, via writing, is required for all swim team members to suspend membership and avoid charges.
If your swimmer has an injury or illness that requires them to be out of the water for 30 days or more, a credit of monthly dues may be given on their account. A written doctor’s note is to be submitted to the head coach or board. The note must state the reason and time period that the swimmer is unable to swim.
SETS Photography Policy (adapted from Safe Sports)
1. The publishing of a photograph of swimmers under 18 either on a notice board or in a published article or video recording (including video streaming) of swimming competitions (“publication”) should only be done with parents’ consent per the attached form.
2. A parent or guardian has a right of refuse to have children photographed. The exercise of this right of refusal cannot be used as grounds for refusing entry into a swimming competition.
All photographs must observe generally accepted standards of decency in particular:
· Action shots should be a celebration of the sporting activity and not a sexualized image in a sporting context.
· Action shots should not be taken or retained where the photograph reveals a torn or displaced swimsuit.
· Photographs should not be taken from behind swimming blocks at the start of a race or exhibit a child climbing out of the swimming pool.
· Photographs should not be taken in locker‐rooms or bathrooms.
SETS will create a “do not photograph” list of athletes. When necessary SETS will edit a photo as needed to honor the consent of the parents before posting on SETS social media.
USA Swimming
Overview
USA Swimming is the National Governing Body for the sport of swimming in the United States. We promote the culture of swimming by creating safe and healthy opportunities for athletes and coaches of all backgrounds to participate and advance in the sport through clubs, events and education. Our membership is comprised of swimmers of every age and ability, all the way up to the Olympic Team, as well as coaches, officials and volunteers.
USA Swimming is responsible for selecting and training teams for international competition, including the Olympic Games, and administer competitive swimming in accordance with the Ted Stevens Olympic & Amateur Sports Act.
USA Swimming Prioritize
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Competitive success at the international level
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Resources to support athletes, coaches and clubs
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Public engagement with swimming
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Recognition as best-in-class NGB
USA Swimming Vision
To inspire and enable our members to achieve excellence in the sport of swimming and in life.
USA Swimming Clubs/Teams
Clubs/Teams are the heart of USA Swimming. Without a strong club system, we would not be able to develop our athletes to reach their highest potential. We have over 3,100 clubs, servicing 400,000+ members.
SETS is a USA Swimming team located in the Southeastern (SE) Swimming Southern Zone. The SE zone is comprised of the State of Tennessee; the State of Alabama, except Chambers and Russell counties; and that portion of the State
of Florida west of the Apalachicola River, excluding Gulf County.
*This information was collected from the USA Swimming Website. Check out the site to learn more. USA Swimming Home www.usaswimming.org
Minor Athlete Abuse Prevention Policy (MAAPP)
THIS POLICY APPLIES TO:
• All USA Swimming non-athlete members and adult athlete members;
• Participating non-members (e.g., meet marshals, meet computer operators, timers, etc.);
• LSC and club adult staff and board members; and
• Any other adult authorized to have regular contact with or authority over minor athletes.
GENERAL REQUIREMENT
USA Swimming member clubs and LSCs are required to implement this Minor Athlete Abuse Prevention Policy in full. The Minor Athlete Abuse Prevention Policy must be reviewed and agreed to in writing by all athletes, parents, coaches and other non-athlete members of member clubs on an annual basis with such written agreement to be retained by the club.
ONE-ON-ONE INTERACTIONS
I. Observable and Interruptible
One-on-one interactions between a minor athlete and an Applicable Adult (who is not the minor’s legal guardian) must occur at an observable and interruptible distance from another adult unless meeting with a Mental Health Care Professional and/or Health Care Provider (see below) or under emergency circumstances.
II. Meetings
a. Meetings between a minor athlete and an Applicable Adult may only occur if another adult is present and where interactions can be easily observed and at an interruptible distance from another adult, except under emergency circumstances.
b. If a one-on-one meeting takes place, the door to the room must remain unlocked and open. If available, it must occur in a room that has windows, with the windows, blinds, and/or curtains remaining open during the meeting.
c. Meetings must not be conducted in an Applicable Adult or athlete’s hotel room or other overnight lodging location during team travel.
III. Meetings with Mental Health Care Professionals and/or Health Care Providers
If a Mental Health Care Professional and/or Health Care Provider meets with a minor athlete in
conjunction with participation, including at practice or competition sites, a closed-door meeting
may be permitted to protect patient privacy provided that:
a. The door remains unlocked;
b. Another adult is present at the facility;
c. The other adult is advised that a closed-door meeting is occurring; and
d. Written legal guardian consent is obtained in advance by the Mental Health Care Professional and/or Health Care Provider, with a copy provided to the SETS.
IV. Individual Training Sessions
Individual training sessions outside of the regular course of training and practice between Applicable Adults and minor athletes are permitted if the training session is observable and interruptible by another adult. Legal guardians must be allowed to observe the training session.
SOCIAL MEDIA AND ELECTRONIC COMMUNICATIONS
I. Content
All electronic communication from Applicable Adults to minor athletes must be professional in nature.
II. Open and Transparent
Absent emergency circumstances, if an Applicable Adult with authority over minor athletes needs to communicate directly with a minor athlete via electronic communications (including social media), the minor athlete’s legal guardian must be copied. If a minor athlete communicates to the Applicable Adult (with authority over the minor athlete) privately first, said Applicable Adult must copy the minor athlete’s legal guardian on any electronic communication response to the minor Athlete. When an Applicable Adult with authority over minor athletes communicates electronically to the entire team, said Applicable Adult must copy another adult.
III. Requests to Discontinue
Legal guardians may request in writing that their minor athlete not be contacted through any form of electronic communication by SETS, LSC or by an Applicable Adult subject to this Policy. The organization must abide by any such request that the minor athlete not be contacted via electronic communication, or included in any social media post, absent emergency circumstances.
IV. Hours
Electronic communications must only be sent between the hours of 8:00 a.m. and 8:00 p.m., unless emergency circumstances exist, or during competition travel.
V. Prohibited Electronic Communication
Applicable Adults with authority over minor athletes are not permitted to maintain private social media connections with unrelated minor athletes and such Applicable Adults are not permitted to accept new personal page requests on social media platforms from minor athletes, unless the Applicable Adult has a fan page, or the contact is deemed as celebrity contact as opposed to regular contact. Existing social media connections with minor athletes must be discontinued. Minor athletes may “friend” SETS and/or LSC’s official page. Applicable Adults with authority over minor athletes must not send private, instant or direct messages to a minor athlete through social media platforms.
TRAVEL
I. Local Travel
Local travel consists of travel to training, practice and competition that occurs locally and does not include coordinated overnight stay(s). Applicable Adults must not ride in a vehicle alone with an unrelated minor athlete, absent emergency circumstances, and must always have at least two minor athletes or another adult in the vehicle, unless otherwise agreed to in writing by the minor athlete’s legal guardian. [Recommended] Legal guardians must pick up their minor athlete first and drop off their minor athlete last in any shared or carpool travel arrangement.
II. Team Travel
Team travel is travel to a competition or other team activity that the organization plans and supervises.
a. During team travel, when doing room checks two-deep leadership (two Applicable Adults should be present) and observable and interruptible environments must be maintained. When only one Applicable Adult and one minor athlete travel to a competition, the minor athlete’s legal guardian must provide written permission in advance and for each competition for the minor athlete to travel alone with said Applicable Adult. Team Managers and Chaperones who travel with Ooltewah Swim Club or LSC must be USA Swimming members in good standing.
b. Unrelated Applicable Adults must not share a hotel room, other sleeping arrangement or overnight lodging location with a minor athlete.
Minor athletes should be paired to share hotel rooms or other sleeping arrangements with other minor athletes of the same gender and of similar age.
c. Meetings during team travel must be conducted consistent with the One-on-One Interactions section of this Policy (i.e., any such meeting must be observable and interruptible). Meetings must not be conducted in an individual’s hotel room or other overnight sleeping location.
LOCKER ROOMS AND CHANGING AREAS
I. Requirement to Use Locker Room or Changing Area
The designated locker room or changing area must be used when an athlete or Applicable Adult changes, in whole or in part, into or out of a swimsuit when wearing just one suit (e.g., deck changing is prohibited).
II. Use of Recording Devices
Use of any device’s (including a cell phone’s) recording capabilities, including voice recording, still cameras and video cameras in locker rooms, changing areas, or similar spaces by a minor athlete or an Applicable Adult is prohibited.
III. Undress
An unrelated Applicable Adult must not expose his or her breasts, buttocks, groin or genitals to a minor athlete under any circumstance. An unrelated Applicable Adult must not request an unrelated minor athlete to expose the minor athlete’s breasts, buttocks, groin or genitals to the unrelated Applicable Adult under any circumstance.
IV. One-on-One Interactions
Except for athletes on the same team or athletes attending the same competition, at no time are unrelated Applicable Adults permitted to be alone with a minor athlete in a locker room or changing area, except under emergency circumstances. If the organization is using a facility that only has a single locker room or changing area, separate times for use by Applicable Adults must be designated.
V. Monitoring
SETS must regularly and randomly monitor the use of locker rooms and changing areas to ensure compliance with this Policy. Locker rooms and changing areas may be monitored by use of the following methods:
a. Conducting a sweep of the locker room or changing area before athletes arrive;
b. Posting staff directly outside the locker room or changing area during periods of use;
c. Leaving the doors open when adequate privacy is still possible; and/or
d. Making occasional sweeps of the locker rooms or changing areas with women checking on female locker rooms and men checking on male locker rooms.
Every effort must be made to recognize when a minor athlete goes to the locker room or changing area during practice and competition, and, if the minor athlete does not return in a timely fashion, to check on the minor athlete’s whereabouts.
VI. Legal Guardians in Locker Rooms or Changing Areas
Legal guardians are discouraged from entering locker rooms and changing areas. If a legal guardian does enter a locker room or changing area, it must only be a same-sex legal guardian and the legal guardian should notify a coach or administrator in advance.
MASSAGES AND RUBDOWNS/ATHLETE TRAINING MODALITIES
I. Definition: In this section, the term “Massage” refers to any massage, rubdown, athletic training modality including physical modalities (e.g., stretching, physical manipulation, injury rehabilitation, etc.) and electronic or instrument assisted modalities (e.g., stim treatment, dry needling, cupping, etc.).
II. General Requirement
Any Massage performed on an athlete must be conducted in an open and interruptible location and must be performed by a licensed massage therapist or other certified professional. However, even if a coach is a licensed massage therapist, the coach must not perform a rubdown or massage of an athlete under any circumstance.
III. Additional Minor Athlete Requirements
a. Written consent by a legal guardian must be obtained in advance by the licensed massage therapist or other certified professional, with a copy provided to Ooltewah Swim Club.
b. Legal guardians must be allowed to observe the Massage.
c. Any Massage of a minor athlete must be done with at least one other adult present and must never be done with only the minor athlete and the person performing the Massage in the room.
d. [Recommended] Any Massage of a minor athlete must only occur after a proper diagnosis from a treating physician and be done in the course of care according to the physician’s treatment plan.
SETS Grievance Procedure
USA Swimming member clubs are expected to establish their own grievance procedure.
The SETS Grievance Procedure provides swimmers, parents, coaches, club leaders and employees a system to address and report grievances in a productive, systematic way. Following these Procedures provides the appropriate parties a means to properly investigate, intervene, and take disciplinary action when needed.
WHERE TO REPORT: For issues dealing with sexual misconduct, sexual harassment and/or sexually explicit or inappropriate communication through social media:
· U.S. Center for SafeSport: 833-5US-SAFE (587-7233) or https://safesport.i-sight.com/portal
For issues dealing with physical abuse, emotional abuse, criminal charges and the use, sale or distribution of illegal drugs:
· USA Swimming Safe Sport: [email protected] or https://fs22.formsite.com/usaswimming/form10/index.html
For issues dealing with known or suspected child abuse:
Local law enforcement: 423-698-2525
State: 877-237-0004
For issues dealing with peer-to-peer bullying, coach-athlete bullying, parent issues, violations of the SETS Code of Conduct and violations of the Minor Athlete Abuse Prevention Policy.
· These issues are handled at the club level following the procedures outlined below.
WHOM TO NOTIFY OF A GRIEVANCE (Chain of Command)
Regarding the Conduct of a Swimmer - Contact the swimmer’s coach.
· Should a parent or swimmer feel another swimmer’s conduct is inappropriate or violates the SETS Code of Conduct, the parent/swimmer should discuss these concerns with the coach of the swimmer responsible for the violation. This complaint should be made in person or in writing. Coaches will ensure the SETS Board of Directors is notified of the complaint and will participate in assessing behavior.
Regarding the Conduct of an Assistant or Age Group Coach - Contact the Head Coach
· Should a parent or swimmer feel an Assistant or Age Group Coach’s conduct is inappropriate or in violation of any Club policies or procedures, the parent/swimmer should notify the Head Coach of this violation. This complaint should be made in person or in writing. The Head Coach will ensure that the SETS Board of Directors is notified of the complaint and will participate in assessing behavior.
Regarding Conduct of Head Coach – Notify the SETS Board President
· Should a parent or swimmer feel the Head Coach’s conduct is inappropriate or violates any SETS policies or procedures, the parent/swimmer should notify the President of the Board of Directors of this violation. This complaint should be made in person or in writing. If the President is not immediately available, this complaint may be presented to any member of the Board of Directors, with notification made in writing to the President. This complaint will be subject to review and discussion by the full Board of Directors.
Regarding Board of Director Member Conduct - Notify the SETS Board President
· Should a parent or swimmer feel a Director’s conduct is inappropriate or violates any SETS policies or procedures, the parent/swimmer should notify the Board President of this violation in person or in writing. If the Board President is the Director whose conduct is in question, the Board Vice President should be notified in writing or in person instead of the Board President. This complaint will be reviewed and discussed by the full Board of Directors.
Regarding Parent or Swim Official Conduct - Notify the Head Coach and Board President
· Should a parent or swimmer feel another SETS parent’s or an official’s conduct is inappropriate or violates any Club policies or procedures, the parent/swimmer should notify the Head Coach and Board President of this violation in person or in writing. This complaint will be reviewed and discussed by the full Board of Directors.
Note: With the exception of issues which immediately affect the health and safety of swimmers, all matters should be discussed before or after a coaching session, as coaches should not be expected to deal with issues during water time.
HOW GRIEVANCES WILL BE HANDLED
The Board of Directors have the authority to impose penalties for infractions of the SETS Athlete, Parent and Coach Codes of Conduct or any behavior(s) they deem not conducive to the best interests of SETS or other swimmers. Consequences are at the sole discretion of the coaches and/or SETS Board of Directors and may include, but aren’t limited to, verbal warnings, dismissal from practice, contacting parents, temporary suspension from club activities and expulsion. Involved parties will be informed of the processes and range of potential consequences.
The U.S. Center for SafeSport, USA Swimming and local law enforcement (if applicable) will be contacted within 24 hours if a coach, parent, or swimmer violates the SafeSport Code for the U.S. Olympic and Paralympic Movements, the USA Swimming Code of Conduct, Athlete Protection Policy, or local laws.
1. Gathering Information: The appropriate individuals will contact the person who filed the grievance, and the person against whom the grievance is being filed, to ask questions about what happened. In addition, other witnesses may be contacted for more information. All information will be recorded on the [insert team name] grievance procedure form.
2. Assessing Behavior: The behavior of the person(s) against which the grievance was brought, will be assessed using SETS policies and facility rules, USA Swimming Code of Conduct, USA Swimming Safe Sport policies, as well as applicable local and state laws.
3. Consequences will be given and disciplinary action will be taken, if appropriate. These consequences and disciplinary actions will be decided using the following general guidelines:
a. Nature of the misconduct
b. Severity of the misconduct
c. Prior disciplinary actions
d. Adverse effect of the misconduct
e. Application of the Code of Conduct
SAFE SPORTS BULLYING POLICY
Action Plan of the SETS to Address Bullying
Bullying of any kind is unacceptable at SETS and will not be tolerated. Bullying is counterproductive to team spirit and can be devastating to a victim. SETS is committed to providing a safe, caring and friendly environment for all of our members. If bullying does occur, all athletes and parents should know that incidents will be dealt with promptly and effectively. Anyone who knows that bullying is happening is expected to tell a coach, board member or athlete/mentor.
Objectives of the SETS’s Bullying Policy and Action Plan:
1. To make it clear that the SETS will not tolerate bullying in any form.
2. To define bullying and give all board members, coaches, parents and swimmers a good understanding of what bullying is.
3. To make it known to all parents, swimmers and coaching staff that there is a policy and protocol should any bullying issues arise.
4. To make how to report bullying clear and understandable.
5. To spread the word that SETS takes bullying seriously and that all swimmers and parents can be assured that they will be supported when bullying is reported.
WHAT IS BULLYING?
Generally, bullying is the use of aggression, whether intentional or not, which hurts another person. Bullying results in pain and distress.
Bullying is the severe or repeated use, regardless of when or where it may occur, by one or more USA Swimming members of an oral, written, electronic or technological expression, image, sound, data or intelligence of any nature (regardless of the method of transmission) , or a physical act or gesture , or any combination thereof, directed at any other member or Participating Non-Member that to a reasonably objective person has the effect of causing physical or emotional harm to the other member or damage to the other member’s property;
i. Placing the other member in reasonable fear of harm to himself/herself or of damage to his/her property;
ii. Creating a hostile environment for the other member at any USA Swimming activity;
iii. Infringing on the rights of the other member at any USA Swimming activity; or
iv. Materially and substantially disrupting the training process or the orderly operation of any USA Swimming activity (which for the purposes of this section shall include, without limitation, practices, workouts and other events of a member club or LSC).
REPORTING PROCEDURE
An athlete who feels that he or she has been bullied is asked to do one or more of the following things:
· Talk to your parents;
· Talk to a Coach or Board Member
· Write a letter or email to the Coach or Board Member;
· Make a report to the USA Swimming Safe Sport staff.
There is no express time limit for initiating a complaint under this procedure, but every effort should be made to bring the complaint to the attention of the appropriate club leadership as soon as possible to make sure that memories are fresh and behavior can be accurately recalled and the bullying behavior can be stopped as soon as possible.
HOW WE HANDLE BULLYING
If bullying is occurring during team-related activities, we STOP BULLYING ON THE SPOT using the following steps:
1. Intervene immediately. It is okay to get another adult to help.
2. Separate the kids involved.
3. Make sure everyone is safe.
4. Meet any immediate medical or mental health needs.
5. Stay calm. Reassure the kids involved, including bystanders.
6. Model respectful behavior when you intervene.
If bullying is occurring at our club or it is reported to be occurring at our club, we address the bullying by FINDING OUT WHAT HAPPENED and SUPPORTING THE KIDS INVOLVED using the following approach:
FINDING OUT WHAT HAPPENED
1. First, we get the facts.
a. Keep all the involved children separate.
b. Get the story from several sources, both adults and kids.
c. Listen without blaming.
d. Don’t call the act “bullying” while you are trying to understand what happened.
e. It may be difficult to get the whole story, especially if multiple athletes are involved or the bullying involves social bullying or cyber bullying. Collect all available information. 2. Then, we determine if it's bullying. There are many behaviors that look like bullying but require different approaches. It is important to determine whether the situation is bullying or something else.
a. Review the USA Swimming definition of bullying;
b. To determine if the behavior is bullying or something else, consider the following questions:
§ What is the history between the kids involved?
§ Have there been past conflicts?
§ Is there a power imbalance?
Remember that a power imbalance is not limited to physical strength. It is sometimes not easily recognized. If the targeted child feels like there is a power imbalance, there probably is.
§ Has this happened before? Is the child worried it will happen again?
c. Remember that it may not matter “who started it.” Some kids who are bullied may be seen as annoying or provoking, but this does not excuse the bullying behavior.
d. Once you have determined if the situation is bullying, support all of the kids involved.
SUPPORTING THE KIDS INVOLVED
3. Support the kids who are being bullied
a. Listen and focus on the child. Learn what’s been going on and show you want to help. Assure the child that bullying is not their fault.
b. Work together to resolve the situation and protect the bullied child. The child, parents, and fellow team members and coaches may all have valuable input. It may help to:
i. Ask the child being bullied what can be done to make him or her safe. Remember that changes to routine should be minimized. He or she is not at fault and should not be singled out. For example, consider rearranging lane assignments for everyone. If bigger moves are necessary, such as switching practice groups, the child who is bullied should not be forced to change.
ii. Develop a game plan. Maintain open communication between the Club and parents. Discuss the steps that will be taken and how bullying will be addressed going forward.
c. Be persistent. Bullying may not end overnight. Commit to making it stop and consistently support the bullied child.
4. Address bullying behavior
a. Make sure the child knows what the problem behavior is. Young people who bully must learn their behavior is wrong and harms others.
b. Show kids that bullying is taken seriously. Calmly tell the child that bullying will not be tolerated. Model respectful behavior when addressing the problem.
c. Work with the child to understand some of the reasons he or she bullied.
For example:
i. Sometimes children bully to fit in or just to make fun of someone is a little different from them. In other words, there may be some insecurity involved.
ii. Other times kids act out because something else—issues at home, abuse, stress—is going on in their lives. They also may have been bullied. These kids may be in need of additional support.
d. Involve the kid who bullied in making amends or repairing the situation. The goal is to help them see how their actions affect others.
For example, the child can:
i. Write a letter apologizing to the athlete who was bullied.
ii. Do a good deed for the person who was bullied, for the Club, or for others in your community.
iii. Clean up, repair, or pay for any property they damaged.
e. Avoid strategies that don’t work or have negative consequences:
i. Zero tolerance or “three strikes, you’re out” strategies don’t work. Suspending or removing from the team swimmers who bully does not reduce bullying behavior. Swimmers may be less likely to report and address bullying if suspension or getting kicked off the team is the consequence.
ii. Conflict resolution and peer mediation don’t work for bullying. Bullying is not a conflict between people of equal power who share equal blame. Facing those who have bullied may further upset kids who have been bullied.
f. Follow-up. After the bullying issue is resolved, continue finding ways to help the child who bullied to understand how what they do affects other people. For example, praise acts of kindness or talk about what it means to be a good teammate.
5. Support bystanders who witness bullying. Every day, kids witness bullying. They want to help, but don’t know how. Fortunately, there are a few simple, safe ways that athletes can help stop bullying when they see it happening.
a. Be a friend to the person being bullied;
b. Tell a trusted adult – your parent, coach, or club board member;
c. Help the kid being bullied get away from the situation. Create a distraction, focus the attention on something else, or offer a way for the target to get out of the situation. “Let’s go, practice is about to start.”
d. Set a good example by not bullying others.
e. Don’t give the bully an audience. Bullies are encouraged by the attention they get from bystanders. If you do nothing else, just walk away.
