Safety policy

The club acknowledges that it is the club's responsibility to ensure that its current activities adhere to the regulations and guidelines of the NGB(s) that the club affiliates to. Support and guidance are also available via the Sports Safety Officer.

The NGB for padel in Great Britain is the Lawn Tennis Association (LTA), and the club's activities follow the LTA's rules and guidance for padel.

Risk assessments for regular club activities are included as appendices to this policy, which will be updated when changes are required. Such risk assessments are reviewed at least once every 12 months (for example, during the handover process or before the start of a new academic year).

Risk assessments for events are submitted via the event registration process to be approved by the Sports Safety Officer. All details are submitted at least 21 days prior to the event, as per regulation 1.12(2) of the University Regulations for the Activities and Conduct of Student Members, which is reiterated in the club's constitution.

Risk assessments for trips and tours (UK or abroad) are submitted via the trip and tour registration process to be approved by the Sports Safety Officer. All details are submitted at least one calendar month prior to departure, as per regulation 4.2 of the University Regulations for the Activities and Conduct of Student Members, which is reiterated in the club's constitution.

This cover comes in a variety of forms (such as qualified staff at host venues, qualified coaches leading activity, qualified club members within activity, emergency services or externally appointed first aiders) and will be specified in the risk assessment for each activity.

Should the agreed first aid provision not be available, the risks are reassessed using guidance from the National Governing Body and the Sports Safety Officer. If, following reassessment, the activity cannot go ahead safely, then the club will cancel that planned activity.

An "accident" is defined as an unfortunate incident that happened unexpectedly and unintentionally, resulting in injury to a person or persons and/or damage to property.

An "incident" is used to encompass accidents, dangerous occurrences, specified occupational exposure and ill health.

A "near miss" relates to incidents that did not result in injury, illness or damage, but that had the potential to do so. Recognising and reporting these incidents can provide opportunities to learn lessons that prevent future injury or damage. Club members and committees are actively encouraged to report near misses without fear of blame, to ensure safety is improved for any future or repeat issues.

The club has public liability insurance through the University of Oxford's Public Liability and Products Liability Insurance, which covers the bona fide activities of clubs registered with the Proctors. Evidence of this cover is provided once the club's risk assessment has been approved, and a copy can be provided to members or third parties when needed.

All registered club members (registered through the Sports Federation membership process) are covered by the Sports Federation personal accident insurance. Details of this policy will be communicated directly to members once they are registered by the club.

The club ensures that all coaches and session leaders have appropriate professional liability cover in place and always maintains up to date records of those insurance details.

Coaching can come in a variety of forms. This requirement includes external contracted instructors or coaches (whether permanent or visiting), club members, student leaders and volunteers, who all must have the correct qualifications and insurance in place.

Volunteer instructors or coaches can, in some circumstances, have insurance cover through the sport's NGB without having a qualification, but any insurance in place must still be clarified and evidenced, and the club will maintain up to date records of those insurance details.

The club acknowledges that failure to register coaches through the Club Coach Registration Form, or failure to include any coach's qualifications or insurance, may expose club officers, the club and the University to damages arising out of negligent action by the coach, and as such will ensure all coaches are registered appropriately.

"Club events" are defined as any activities that take place on a specific date(s) or at a specific time(s) that are outside of the club's regular risk assessed activity, which can include sporting and non-sporting activities. Further details can be found via the Events page of the Sports Federation Hub.

All club events are submitted via the Event Registration Process, to be approved by the Sports Safety Officer. All details are submitted at least 21 days before the event is due to take place, as per regulation 1.12(2) of the University Regulations for the Activities and Conduct of Student Members.

The club acknowledges that failure to register any event within the above deadline may mean that said event cannot be approved and therefore cannot take place.

Club social activities are defined as any non-sporting activity organised by the club or its committee members for the benefit of the club's members, or any activities using the club's resources or name. Social activities or events organised between members of the club are not included, providing the club and/or committee are not involved in organising the activities and the club does not provide its resources or name in the organising of the activities.

"Trips and tours" are defined as any club activity that requires an overnight stay, or any activity outside of Oxford for those sports deemed as "higher risk". Further details can be found via the Trips and Tours page on the Sports Federation Hub.

All club trips and tours are submitted via the Trips and Tours Registration Process to be approved by the Sports Safety Officer. All details are submitted before the club makes any firm commitments, and at least one month before the trip or tour is due to take place, as per regulation 4.2 of the University Regulations for the Activities and Conduct of Student Members.

All club overseas trips will also follow all of Part 4 of the University Regulations for the Activities and Conduct of Student Members, which includes individual permission requirements for each student (through the Sports Safety Officer and the Proctors) should the trip take place during Full Term or the Thursday and Friday preceding Full Term. The club is aware that permission for students to travel within these timescales is not guaranteed, and the club will make alternative arrangements if permission is not granted (for example, a change of dates); otherwise the trip or tour will be unable to take place.

The club, the individuals and any club property travelling should not be uninsured during any part of a trip, as comprehensive travel insurance is a requirement for all participants travelling on a club's overseas trip.

The club acknowledges that failure to register any trip or tour within the above deadline may mean that said trip or tour cannot be approved or take place, either at all or at least in the name of the University.

Any concerns regarding safeguarding are to be addressed to the club committee, and the club ensures that every club member knows how to escalate concerns to the committee.

Any concerns brought to the committee are shared with the Sports Safeguarding Officer as early as possible, who may refer them to the University Designated Leads for a decision and action if required. Concerns should not be reported to the club's NGB until the University Designated Leads have provided feedback to the Sports Safeguarding Officer.

Any risk assessments or concerns shared with the Sports Safeguarding Officer should be sent only via [email protected], for confidentiality purposes.