Welfare Policy

We are a welcoming and friendly club and take the welfare of our members seriously.  As such we have two welfare officers appointed:

  • Gemma Blunt
  • Martin Williams

These officers take care of all welfare issues related at the club.

We have a dedicated email for members to direct any concerns: welfare@epsomoddballs.org

The welfare officers are represented on the committee and regularly report any updates, reports and necessary items to them.

Introduction

All members of our club have the liberty to report a concern to the welfare officers.  Our aim is to create a safe and welcoming atmosphere, respecting each member’s right to privacy and safety and be able to enjoy being a member of the club and take part in all of the activities the club has to offer.  We want to ensure members know that the club is a safe space to talk, if they have concerns about their welfare in the club.  As an England Athletics (EA) affiliated club, we also want to ensure that members are confident that any welfare concerns raised will be dealt with swiftly and in accordance with

  • UK Athletics (UKA) safeguarding children policy (for reference as we are an adults (18+) club)
  • UKA safeguarding adults policy

These can also be found through the England Athletics website as well as other useful information about welfare.

Welfare Concerns

There are three types of concern that could be raised

  • A welfare concern that requires immediate action.
  • A welfare concern regarding a situation outside of the athletics environment.
  • A welfare concern regarding a situation within the athletics environment.

There are different ways in which you may become aware of a concern:

  • A member may confide in you about a concern they have about themselves.
  • You may witness something that causes concern.
  • A member may confide in you about a concern they have about another member.


Reporting a concern

All club volunteers (inc. committee members and coaches, captains and any member carrying out a role for the club) have a duty to report welfare concerns to the welfare officer in writing via email.  The welfare officer will receive the concern in writing using the dedicated email and review what further action should be taken.  It is not the club volunteer role to probe or investigate welfare concerns.  It is important that you consider the needs and wishes of the adult you are concerned about and an open discussion about sharing the concern is beneficial unless there is a reasonable reason not to inform them (e.g emergency or public concern).  If the nature of the concern is about one of the welfare officers, the report should be referred to the club chairperson.

If there is an emergency welfare concern, the club volunteer should take any immediate action to manage the safety of the adult and/or group.  For example, alert emergency services using 999.

If a club volunteer or another member witnessing a welfare concern during a club activity the expectation is that they intervene appropriately if it is safe to do so.  For example, divert attention, stop activity.

During club activities, the volunteer leading the session should ensure they have a first aid kit with them, have a working mobile phone available to use and wear appropriate club clothing which clearly shows they are leading the session.  They should also be aware of the nearest defibrillator using this link. 

Club roles and volunteer code of conduct are available here

When a concern is raised outside of the athletics environment

If you become aware of a welfare concern that is not directly related to the club environment, you still need to share this information.  If the concern does not require immediate action, you should report that matter to the club welfare officer, in writing as described.  The club welfare officer will refer to the flow charts located in the appropriate UKA policy and take appropriate action.  The club welfare officer may be required to contact local services to report the concern.  Contact details can be found here:

Surrey Children Services (C-SPA): 0300 4709100 (working hours)

Surrey Adult Social Care:  0300 4709100 (working hours)

Surrey Out of hours: 01483 517898 (out of hours inc weekends)

Managing a concern within the athletics environment

Report your concern to the club welfare officer in writing.  The club welfare officer will then refer to the flowcharts within the relevant UKA athletics policy and procedure to decide if the concern meets the threshold for reporting to the UKA.

If as a welfare officer you are unsure if the concern meets the threshold, you can contact UKA to check.

Managing a concern that does not meet the threshold for reporting to UK Athletics but still requires intervention at club level

If the concern does not meet the threshold for being reported to the UKA, it does not mean the concern will be dismissed.  It is possible that concern will have or may have an impact on the adult, other members of the club and running of the club activities.  In this case, the welfare officer should speak to another member of the committee that is most appropriate to address the concern and an agreement sought on next actions using club policies to help guide and resolve the concern.

Support for welfare officers

Occupying the role of welfare officer can be challenging at times due to the unpredictable nature  of welfare concerns that may be raised and how they are best dealt with.  It is important that the club committee recognise this and offer support as appropriate as well as take action should welfare officer require it.  UKA are also available if required:


Last Reviewed February 2025