Introduction:

Eastern Sirens Synchronized Swimming Club is an incorporated non-profit organisation.

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By joining Eastern Sirens Synchronized Swimming Club and enrolling in sessions, the athlete (and parent/guardian if athlete is under 18 years) agree to abide by:

• Eastern Sirens Synchronized Swimming Club policies and procedures

• Eastern Sirens Synchronized Swimming Club Athlete and Parent/Guardian Code of Conduct

• Artistic Swimming Australia policies and procedures: https://www.artisticswimming.org.au/about-asa/regulation/

• National Integrity Framework: https://www.artisticswimming.org.au/learning-hub/national-sports-integrity-framework/

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The Committee may take disciplinary action against any member who breaches any policy, procedure, or Code of Conduct. This includes potential termination of a person’s involvement with Eastern Sirens Synchronized Swimming Club.

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The Committee may update club policies before each term. It is your responsibility to read all club policies prior to enrolling in sessions.  

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Registration:

​Athletes who are not registered as Non-Competitive or Competitive will not be able to participate in term sessions or competitions.

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Any club member who partakes in an artistic swimming display, filming or photoshoot must be registered as Non-Competitive or Competitive.

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Volunteers who are not registered as General or Associate will not be able to volunteer at events or competitions.

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Register here: https://www.artisticswimmingvic.org.au/registration/​

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Athlete and Parent/Guardian Code of Conduct:

We value the safety and wellbeing of our community. We are committed to child safety.

• Adhere to all club policies.

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Responsibilities of parents:

• Be a good sport and cheer for all swimmers

• Don’t talk bad about the coach in front of your child

• Encourage your child to work through disagreements or dissatisfaction directly with the coach

• Encourage these rules for your child:

  • Once you start you finish

  • The coach’s decision is final

  • The success of the team is more important that the success of the individual

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We wish to ensure that all experiences on social media are positive:

• Do not share content on social media or participate in any behaviour that does not align with our values whilst wearing Eastern Sirens uniform or representing Eastern Sirens in any way.

• All social media posts and group chats must be positively focused. Social media is not an appropriate way to deal with sensitive matters.

• Refrain from direct messaging volunteers, coaches and the Committee on social media.

• Eastern Sirens Synchronized Swimming Club may create Whatsapp group chats to disseminate information for athletes in competition routines. These groups chats will be managed by the Head Coach who has the right to block access to any person who misuses the group.

• Eastern Sirens Synchronized Swimming Club may be made aware of and act on conduct in private group chats that breaches any policies, procedures or Codes of Conduct. ​

• Club volunteers and coaches will not respond to direct messages or emails from athletes under 18. A parent/guardian must be copied into all correspondence to the club.

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We do not tolerate bullying or discrimination at any level:

• Be respectful to ALL volunteers, coaches, lifeguards, duty managers, teammates, other parents/guardians and guests.

• All conversations in the pool/change rooms/carpark area must be respectful and positive.

• Promote a culturally tolerant environment. Respect the rights, dignity and worth of all participants - regardless of their gender, ability, cultural background or religion.

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Your conduct at the pool:

• Any litter from food consumed at the pool must be disposed of straight away. No glass drink bottles at the pool.

• All bags are to be placed out of the way of general public and other athletes. Bags should be neat and tidy. Keep valuables in a locker. We are not responsible for lost/stolen items.

• Be respectful of any equipment borrowed at the pool and return it exactly as you found it.

• Do not write or draw on whiteboards. Whiteboards are for coaching purposes only.

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Training etiquette:

• Arrive on time, prepared with all personal equipment.

• Help coaches set up equipment.

• Focus on yourself and your own performance.

• Follow instructions from the coach. Do not do your own exercises unless under special circumstances or with approval from the coach.

• Put away all equipment at the end of training.

• Notify the coach if you need to leave early. We may require confirmation from a parent/guardian for athletes under 18.

 

Safety specific training etiquette:

• We train at a public facility. Notify the club of:

  • any safety concerns

  • any health problems that may affect your fitness or ability to learn

• If the session is in the water, you must be able to get in the pool. Athletes are not permitted to spectate from land during sessions in the water. Coaches cannot supervise athletes in the water and out of the water at the same time.

• Athletes under 18 who require a toilet break will be sent to the bathroom with a teammate. Both athletes must report back to the coach at the same time. ​

• If you have a major incident at the pool, you will not be permitted back at training until you receive medical clearance. After returning to training, if you are under 18, you must have supervision from a parent/guardian for at least two weeks.

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Getting involved:

• Our club is volunteer-run. We rely on volunteers at all our competitions and within the club. There is a specific volunteer requirement for competitive swimmers. You can get involved by contacting the Committee via an appropriate avenue of communication.

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Appropriate avenues of communication:

• All our coaches and the Committee are working or studying outside of supporting the club. To protect the wellbeing of our coaches and the Committee, phone communication (including calls and text messages) are only permitted in exceptional situations.

• We prefer communication via email, with appointments arranged in-person or virtually as required.

• If you don’t know a coach or Committee email, send a message to easternsirenssynchro@gmail.com and the communication will be forwarded. Our club secretary monitors the easternsirenssynchro@gmail.com inbox.  

• Parents/guardians are not to talk to the coach or their child during a session unless for emergency purposes such as injury or illness.

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When we will contact you by phone:

• Term session cancellation

• Urgent reminders for competition due dates

• Coach is running late

• Medical reasons or emergency

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Please only contact us by phone when:

• Need to leave early at a term session

• Late or absent on competition day

• Coach is not there

• Medical reasons or emergency.

For term sessions, please email easternsirenssynchro@gmail.com if you will be late or absent.

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Grievance procedure:

• Contact the person causing the problem via an appropriate avenue of communication and inform them of the behaviour, decision, or action that the complaint or grievance refers to. Discuss possible solutions.

• If required, speak to a Committee member via an appropriate avenue of communication for advice on possible solutions and/or intervention. At this stage, you may make a formal complaint in writing to the Committee.

• When the Committee receives a formal complaint, it will be referred to the President (unless the complaint directly concerns the President).

  • If at any stage, it is uncovered that a person may have breached a policy, procedure, or Code of Conduct, the Committee may take disciplinary action or refer the complaint to Artistic Swimming Australia.

  • Contact will be made with the complainant.

  • If another party is involved they will be fully informed of the full details of what is being said and a meeting will be established between the parties with a selected mediator.

  • If the grievance is unresolved the matter will be referred to the next Committee meeting, or if deemed more urgent, an additional Committee meeting will be called. This may also involve the parties concerned.

  • The complainant and respondent will be informed of a decision in writing.

• If this does not result in a suitable resolution, or there is dissatisfaction with the handling of the complaint, the matter can be referred to Artistic Swimming Australia.

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Fees Description:

Recreational Athletes:

• ​Registration with Artistic Swimming Victoria + Australia: must renew every financial year.

• Club Term Fees: paid to club each term.

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Competitive Athletes:

Please discuss with a coach if you are interested in competitions. Prior to approval, athletes will need to agree to abide by the Competitive Athlete Code of Conduct.

• Registration with Artistic Swimming Victoria + Australia: must renew every financial year.

• Club Term Fees: paid to club each term.

• Extra Training Fees

• Music/Choreography Fees

• Travel expenses

• Competition Registration/Entry Fees

• Competition Bathers and Headpieces

• Eastern Sirens uniform

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Eastern Sirens Club Fees Policy:

The Eastern Sirens program at Aquanation operates on a term basis following the Victorian state school terms.

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All invoices (e.g. term fees, uniform, competition entry) must be paid within 30 days of the invoice being sent by the club treasurer.

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If any fees are outstanding after 30 days, the athlete will not be permitted to join training sessions.

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Absences during term:

Note that absences during the term will not attract a credit unless:

• for medical reasons that require an absence from training longer than three weeks. A medical certificate is required. If approved, you will receive a credit for the missed sessions.

• for exceptional circumstances that require an absence from training longer than four weeks. A term fee change request form is required to be completed and approved by the Committee. If approved, you will receive a credit for 50% of the missed sessions. The term fee change request form must be sent to the Committee at least 3 weeks before the beginning of term the absence applies to.

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Make up sessions are encouraged where possible within the same term.

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Resigning from the club mid-term:

If an athlete resigns from the club mid-term and there is more than four weeks left of term, a term fee change request form is required to be completed and approved by the Committee. If approved, you will receive a refund for 50% of the missed sessions.

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Session cancelled:

If a session is cancelled due to pool or coach availability, you will receive a credit for the session.

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Session suspended mid-way through a session:

If a session is suspended mid-way through a session due to an incident at the pool, you will not be refunded for the session. Coaches will supervise athletes until the end of their session time. If there is more than thirty minutes until the session ends, and it is unlikely that the session will resume, coaches will endeavor to contact parents/guardians to arrange early pick up.

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Starting mid-term:

When a new athlete starts part way through the term, they will be charged on a pro rata basis. The club treasurer will arrange invoicing and payment. A new athlete is an athlete who has not trained with the club in the past two years.

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Adding another session mid-term:

If you would like to add another session on mid-term, email easternsirenssynchro@gmail.com
The club treasurer will arrange invoicing and payment.

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Family members:

Each additional family member gets 10% off their term fees.

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Difficulty with payment:

Please contact the club treasurer for a confidential discussion as soon as a difficulty with payment arises.

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Privates and independent pool bookings at Aquanation:

​Privates will be arranged by the club and the athlete will be invoiced by the club treasurer.

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The club must be made aware of the intention of an athlete to book Aquanation for an independent booking. Eastern Sirens club equipment is not permitted to be used during independent bookings.

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Child Safety and Wellbeing Policy:

Role of the Committee

The Committee has the role of making sure Eastern Sirens Synchronized Swimming Club Inc. prioritises children’s safety and that action is taken when anyone raises concerns about children’s safety.

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Report a child safety concern

We encourage anyone involved with the organisation to report a child safety concern.

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Everyone at Eastern Sirens Synchronized Swimming Club has a role in identifying and managing risks of child abuse and harm. 

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All reports of child abuse and child safety concerns will be treated seriously, whether they are made by an adult or a child and whether they are about the conduct of an adult or a child. All complaints and child safety concerns will be responded to promptly and thoroughly by the Committee.

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If there is concern for the immediate safety of a child, immediately call 000.

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Children’s empowerment and participation

We do not tolerate bullying, discrimination, or abusive behaviour between children. If identified, this must be reported to the Committee and disciplinary action will be taken.

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We respect the rights of children at Eastern Sirens Synchronized Swimming Club. Programs are made suitable for different age groups (8+) and support the diversity of children.

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Families and communities

Eastern Sirens Synchronized Swimming Club recognises the important role of families and involves parents/guardians when making significant decisions about their child.

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Parents/guardians are welcome to provide feedback at any time through an appropriate avenue of communication.

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Supervision

Eastern Sirens Synchronized Swimming Club takes the safety of your children seriously and we appreciate your partnership in applying these policies.

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Eastern Sirens Synchronized Swimming Club follows Watch Around Water. Children 10 years and under must be supervised at all times by a parent/guardian (guardian must be aged at least 16).

 

Children 12 years and under should be dropped off and picked up from training and competitions by a parent/guardian.

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Valuing diversity

We value diversity and equity for all children. To achieve this, we:

• welcome and support participation of all children, including children with disability, children from culturally and linguistically diverse backgrounds, those who are unable to live at home, LGBTIQ children and Aboriginal children and their families

• offer students and families through our enrolment forms the opportunity to provide information about themselves, including any specific needs to participate fully in our programs

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Recruiting

Eastern Sirens Synchroized Swimming Club Inc. puts child safety and wellbeing at the centre of recruitment.

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We require a Working with Children Check for coaches and the Committee.

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Supporting members

Eastern Sirens Synchronized Swimming Club Inc. is committed to ensuring that all members understand their responsibilities in relation to child safety. Breaches of the Code of Conduct may result in disciplinary action including termination of a person’s involvement with the organisation.

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Information sharing

Eastern Sirens Synchronized Swimming Club Inc. may share relevant information to promote the safety and wellbeing of children, where it is appropriate and in their best interests.  Eastern Sirens Synchronized Swimming Club Inc. will keep information about complaints confidential, except where it is necessary to share information to respond properly to a complaint or to prioritise child safety. We may also need to share information about incidents or complaints with external authorities to comply with the law or to prioritise safety.