Partners Of Ukiah Dolphins
Club By-Laws


The Ukiah Dolphin Swim and Water Polo Club



September 2014



Ukiah Dolphins Swim Club

P.O. Box 635

Ukiah, CA  95482









The Auxiliary


Section 1         Name and Definition


The name of the organization shall be the Ukiah Dolphin Swim Club Auxiliary. The Ukiah Dolphin Swim Club Auxiliary is a voluntary parent organization responsible for managing the Ukiah Dolphin Swim Club, and shall foster good sportsmanship among athletes and their competitors and promote age group swimming and water polo in the Ukiah area.  General Membership consists of all dues paying swim athlete families and water polo families.


Section 2         Purposes of By-Laws


The purpose of the By-Laws is to establish operational guidelines and procedures for the management and operations of the Ukiah Dolphin Swim Club Auxiliary.  By establishing such guidelines and procedures, consistency in operation from year to year under different leadership can be attained leading to a better and stronger club.


Section 3         Scope of By-Laws


These are general and specific guidelines for the operation of the Ukiah Dolphin Swim Club Auxiliary.  These By-Laws provide policy and guidance with regard to all aspects of the Auxiliary.  The stated policies and procedures stated here in are to be adhered to by all members and coaches, and are to be enforced by the Board of Directors and the Coaches in charge.


Section 4         Purpose of the Auxiliary


The purpose of the Auxiliary shall be to provide administrative support to the team with respect to public relations, fundraising, financial accounting, purchasing, property accounting, and maintenance of all records.  The Auxiliary shall provide meet officials, awards and hospitality.  For out-of-town meets, the auxiliary shall be responsible for collection of any special fees, for notifying parents of the meet arrangements.










Section 5         Dues and Payment


Monthly Swim Dues are due on the 1st of each month or the first practice an athlete attends in the month.  If the dues are not paid by the third practice the athlete attends, he or she will not be allowed to participate in any club activities, including practices, until the dues are paid in full. Members can make their payments in the dues box, in the team room or by mail to P.O. box 635, Ukiah Ca 95482.


Monthly dues for all age group and master’s athletes are reviewed annually.  These dues entitle the athlete to participate in all scheduled practices in their age group and coaching at team target meets.  Water polo dues will be set each season based on the length of the season.  All water polo dues are due the first practice of each season. An additional fee will also be due the first day of the season to cover the costs of planned water polo tournaments. Dues are subject to change based on clubs needs. 


If a refund is desired, the athlete’s parent needs to request a refund, in writing, to the Board of Directors.  The Board of Directors will make the decision for a refund and the amount of the refund.  The decision of the Board is final and is without appeal.


Section 6         Team Scholarship


Team scholarships are available to those families that show financial hardship, and a desire to participate with the Ukiah Dolphins, as either a swimmer or water polo player.  These scholarships are for 50% of the established dues and are only for year round swimmers and water polo players.  This scholarship does not cover the cost of the registration with Pacific Swimming or USA Water Polo.  These registration fees are separate fees that must be paid in full to either Pacific Swimming or USA Water Polo before the athlete participates in any way with the Ukiah Dolphins.  Those families who are granted a scholarship must still meet all other volunteer and time commitments required for membership.  The athlete granted the team scholarship must also commit to participate in 80% of the daily practices each month, and participate in all scheduled team competitions.  Only 5 athletes can be on this team scholarship at any one time.



Section 7         Corporate Sponsored Scholarships


Any athlete or family may pursue Corporate Sponsored Scholarships (CSS). To obtain a CSS the athlete or family will be given a CSS packet upon request, and then will solicit, on there own, a scholarship from local businesses.  There is no limit to the number of athletes on the Ukiah Dolphins that can have a CSS.



Section 8         Parent Involvement Hours


Swimming and Water Polo are parent participatory sports, volunteer hours are mandatory. Five (5) volunteer hours per month are required each month your child is in the water. In addition, every family is required to contribute a minimum of ten (10) hours to each multi-day swim meet.


Those who are active members of the Board of Directors (80% attendance of scheduled meetings as minimal participation), a Committee Chairperson, or who are on the coaching staff will be credited for all required volunteer hours.






Section 1.        Head Swim Coach


The Head Coach shall be responsible to the Board of Directors for providing a competitive aquatic program in line with the objectives and purposes of the organization. He/she will select assistant coaches, with approval of the Board, and supervise their activities as related to the club. The Board and the coach will sign an employment contract that defines the expectations of the position.


Section 2.        Head Water Polo Coach


The Head Coach shall be responsible to the Board of Directors for providing a competitive water polo program in line with the objectives and purposes of the organization. He/she will select assistant coaches, with approval of the Board, and supervise their activities as related to the club. The Board and the coach will sign an employment contract that defines the expectations of the position.


Section 3         Swim Meets and Water Polo tournaments


Those coaches paid hourly will be paid their hourly rate for actual hours on deck for all swim meets/water polo games.  The Head Coach, a salaried employee, will not be paid any additional stipend for attendance at swim meets/water polo games.  Coaches will be paid to attend all meets and tournaments that are on the schedule as target meets.  If the coach wishes to attend a meet that is not on the schedule, board approval will be necessary.








Section 4         Pacific Swimming Affiliation


The Swim Club Coaching Staff and The Ukiah Dolphin Swim Club shall be active members of Pacific Swimming, and all activities shall be in accordance with the rules and regulations of USA Swimming.  As a minimum, the elected board members, Safety Chairperson, Soroptomist Swim Meet Director, swim coaches, and all Pacific Swimming officials associated with the Ukiah Dolphins will have a current non-athlete registration with Pacific Swimming which will be paid by the Ukiah Dolphins Swim Club.


Section 5         USA Water Polo Affiliation


The Water Polo Coaching Staff and the Ukiah Dolphin Swim Club shall be active members of USA Water Polo and all activities shall be in accordance with the rules and regulations of USA Water Polo.



Section 6         Conduct


Members of the Ukiah Dolphins Swim Club, coaches and members of the Ukiah Dolphins Swim Club Auxiliary shall adhere to all rules and regulations governing the aquatic program at any municipal pool.  Athletes, Coaches, and members of the Ukiah Dolphin Swim Club Auxiliary are expected to act in a proper manner, with the athletes’ best interest at heart, and keeping in mind that they are always representing the Ukiah Dolphins, acting with dignity and class.


Section 6.1      Bullying


See attached policy – Exhibit A


Section 6.2      Electronic communication


See attached policy – Exhibit B






Section 1   Board of Directors


The Board of Directors consists of the elected officers of the Auxiliary and appointed chairpersons, all of whom are voting members of the Ukiah Dolphin Swim Club Auxiliary Board of Directors.  The term of office for the elected officers shall be two years commencing at the October Board of Directors meeting.  The term of office for the appointed chairpersons shall be 1 year commencing at the October Board of Directors meeting.  The fiscal year of the Auxiliary shall commence on January 1.






Section 2   Scope


The Board of Directors shall have full charge of property and business of the Auxiliary, with full power and authority to conduct business in regards to recurring annual expenditures of the Ukiah Dolphin Swim Club. 


Section 3   Meetings of the Board


There shall be a meeting once a month each and every month of the year.  The President may call additional meetings of the Board as needed.


Section 4 Quorum


A Majority of the elected officers of the Board of Directors shall constitute a quorum. A quorum must be present in order to conduct business and hold a meeting of the Board of Directors of the Ukiah Dolphin Swim Club Auxiliary.


Section 5 Annual Budgets


The Board of Directors shall have responsibility for development of a budget for the coming year.  This budget shall reflect reasonable estimates of expenditures and income and shall be presented to the membership of the Auxiliary within 45 days of each new Board of Directors taking office.  Those expense items included in the Annual Budget are by definition approved upon approval of the Annual Budget by the Board of Directors.  Those expense items not in the Annual Budget must be presented to the Board of Directors, discussed and approved, before monies are spent on behalf of the Ukiah Dolphins.  Only the Ukiah Dolphins Board of Directors has the authority to approve budget items and authorize expenditures.



Section 6 Officers


The elected officers of the Auxiliary shall be President, First Vice-President, Second Vice-President, Recording Secretary, Correspondence Secretary, and Treasurer.


Section 6.1 President


The President shall preside at all meetings of the Auxiliary and of the Board of Directors.  The President shall be one of the three Auxiliary members authorized to sign checks, shall be an ex-officio member of all committees except the nominating committee, and shall have such usual powers of supervision and management as may pertain to the office of the President and shall call general membership meetings as deemed necessary to meet the changing needs of the Organization.  The President shall maintain close communication with the coaching staff.  



Section 6.2 Vice-Presidents


Section 6.2a First Vice President


The First Vice-President shall, in the event of the unavailability of the President, possess all the powers and performs all the duties of that office until such time as the President returns.  The First Vice-President shall succeed to the position of President.


The First Vice-President, or the Head Coach shall serve as the Zone 3 Representative and represent the Ukiah Dolphin Swim Club at Zone 3 meetings.  The Zone 3 representative will negotiate with Zone 3 for scheduling of the Soroptimist Invitational Swim Meet.  The representative will encourage and recruit parents to attend official’s clinics and to become certified officials, and maintain a list of all carded officials to be submitted to Zone 3 as required


Section 6.2b Second Vice-President. 


The Second Vice-President shall be responsible for maintaining the team bulletin board and shall serve as the Board’s liaison to all Auxiliary committees.  The Second Vice-President shall act as Meet Director for all home meets.


Section 6.3 Recording Secretary


The recording secretary shall keep minutes of all meetings of general membership and of the Board of Directors.  The Recording Secretary shall be responsible for handling all correspondence of the Ukiah Dolphins and shall coordinate with the various Coaches on any correspondence prepared by them.  The Recording Secretary shall prepare written notices of all general membership meeting.  The Recording Secretary shall help the Vice-President keep the bulletin board up-to-date, and members informed with written notices.


Section 6.4 Correspondence Secretary


The Correspondence Secretary creates the Ukiah Dolphin Swim Team Auxiliary newsletter and team information on the Team website,  The Correspondence Secretary also prepares the parent handbook in time for the start of the summer swim season in April and is responsible for thank you correspondence to donors.

Corresponding secretary will write and submit articles to the local paper.


Section 6.5 Treasurer


The Treasurer handles all checks, income, and expenses.  The Treasurer balances the checkbook, and prepares a proposed annual budget for the Board, with input from the coaching staff and other Board Members as necessary for the September meeting.  The Treasurer prepares a monthly financial statement for the Board of Directors meeting. The Treasurer will work with the Membership Chairperson to insure all athletes are included in the billing system on the team website.


Section 7 Committee Chairpersons


The President shall appoint committee chairpersons to the Auxiliary as needed.  


Section 7.1   Awards Chairperson


The Awards Chairperson will be responsible for the procurement, preparation and presentation of awards at the annual Awards Event.  The chair shall contact local service clubs to sponsor the Ukiah Dolphin Swim Club meets and activities.  The Awards Chair shall be responsible for coordinating the Annual Awards Event, usually held in September. 


The awards chair will also act as Club tabulator and maintain and tabulate points earned by athletes in accordance with the Ukiah Dolphin Point Award System (Article IV).  Further, the Club Tabulator coordinates the selection of the Pearce-Hardman recipients each year. The Club Tabulator will maintain the team records portion of the Team website.



Section 7.2  Equipment and Safety Chairperson


The Equipment Chairperson shall be responsible for establishing and maintaining a current equipment inventory.  Responsibilities shall include assuring that equipment is in good repair, recommending to the Board necessary purchases of new equipment, presenting an inventory of supplies each September 1st for inclusion in the new budget and procuring one pool cover every other year as per the agreement between the Ukiah High School and the Ukiah Dolphin Swim Club.


The Safety chairperson will be charged with obtaining and instructing Marshals for home swim meets.  The Safety Chairperson shall maintain the first aid kit and be familiar with its use.  The Safety Chairperson shall maintain a safe environment (deck and pool) during practices and meets by making periodic inspections of the facility.  The Safety Chairperson shall make the President aware of any safety issues that need to be resolved so that the Ukiah High School maintenance department can be notified if necessary.



Section 7.3 Membership Chairperson


The Membership Chairperson shall be responsible for registering all athletes with U.S.A. 

Swimming, collecting said registration fees, maintain current listing of all members of the Ukiah Dolphin Swim Club, and maintain the membership information on the team website.  The Membership Chairperson shall work with the coaching staff to insure all athletes participating in practices each month are registered and are current in the billing system on the website.   Additionally, the Membership Chairperson will distribute the “New Parents Handbook”, and when possible, involve a veteran parent with a new parent to foster maximum involvement for the new parent.



Section 7.4 Events Chairperson


Events chairperson will be responsible for the annual fundraisers (raffle or swimathon) and the blue lakes swim.



Section 7.5 Team Stuff Chairperson


The Team Stuff Chairperson shall meet with athletes, parents, and the Board to determine selection of the team suits and maintain a list of suppliers of other team stuff for swimmers and parents to purchase.



Section 7.6 Past President


Any past President of the Ukiah Dolphins Board of Directors may serve on the Board for a one-year term to aid the Board of Directors in the operation of the Club.  The purpose of this position is to help provide continuity and a historical perspective in the decision making process.  The immediate past President is given the first opportunity to fill this position.  If the immediate past President declines this position, then the Board of Directors may invite other past Presidents to fill this position, if they wish.  This is an optional position.


Section 8  Nominating Committee


The President shall appoint a Nominating Committee of three members not later than August 1st.  The Nominating Committee shall present its report to the general membership at the Annual Awards Event, at which time the membership shall vote on the slate presented.  The new officers shall take office at the first Board of Directors meeting following the Annual Awards Event (usually in September) and serve for a term of two years.


Section 9 Board Transition


The incoming and outgoing Boards shall have a joint transitional meeting for the purpose of informing the incoming Board of Club procedures and activities.  The first Board of Directors meeting following the Annual Awards Event (usually in September) shall serve as this transitional meeting.





Section 1.        Point Awards


Points are earned in the following ways:


a)One point for each time improvement in a given event at a swim meet

b)Five points for the first "B" time in each event at each age level

c)Five points for the first "" time in each event at each age level.

d)Five points for the first "" time in each event at each age level.

e)Five points for the first "" time in each event at each age level.

f)Five points for each team record (relay team splits points)

g)The swimmer also receives points for placing in meets.




Dual Meets:

1st Place = 5 points

2nd place = 3 points

3rd place = 1 point


Other meets-points are counted in accordance with specific point system applied to each meet



Article 2.         Point Awards


The Dolphin award system is set up so any swimmer who works hard, attends meets, and improves his or her times, can win awards whether or not he/she placed in the meets.  The points are cumulative over the years of an individual Dolphin's career.


The awards shall be as follows:


                        1          point                           Dolphin button

                        25        points                          Dolphin logo pin

                        50        Points                          Medal

                        100      Points                          trophy

                        200      points                          plaque

                        300      points                          distinctive pin

                        400      points                          distinctive pin

                        500      points                          special award

                        600      points                          distinctive pin

                        700      points                          distinctive pin

                        800      points                          distinctive pin

                        1000    Points                          special award

                        1100 & up points                   award or pin at each 100 point increment





Section 1         Hardeman-Pearce Award


This award is the highest tribute, which can be paid to a member of the Ukiah Dolphins Swim Team.  It was established in 1961 as a memorial to Sandra Hardman and Bob Pierce, both Ukiah Dolphins, killed in an automobile accident.  It is not a swimming award and is not based on the ability as a swimmer.  It is presented to the boy and girl on the team who display all around good sportsmanship, who are always willing to try, and never let their team and teammates down.  To be eligible for this trophy the Dolphin must have been an active member of the team for at least two seasons and be 13 years of age or older.


Section 2.        Hardeman-Pearce Trophy


The names of the boy and girl chosen shall be engraved on the perpetual Hardman-

Pierce trophy belonging to the Ukiah Dolphin Swim team. In addition, winners of the

Award shall each receive a trophy to keep; the Auxiliary purchases these trophies.


Section 3.        Hardeman-Pearce, Recipient Selection


The swimmers on an "all-eligible member" ballot shall select two boys and two girls whom they feel deserve the honor.  These candidates shall be listed in alphabetical order and voted on by secret ballot by all paid members of the team.


Section 4.        Hardeman-Pearce


The Hardman-Pierce Trophy shall be awarded in addition to any other awards earned.

This trophy can be awarded only once to any given swimmer.


Section 5.        Hardeman-Pearce


The Hardeman-Pearce Trophy coordinator shall not be the parent of an eligible swimmer and shall, if possible, be appointed from available standing chairpersons.




Section 1.        Outstanding Dolphin Trophy


Outstanding Dolphin Trophies will be awarded at the discretion of the coach.  The Outstanding Dolphin Trophy will be awarded at the end of the season.


Section 2.        Most Improved Swimmer, Boy and Girl


The Most Improved boy and girl swimmer awards shall be determined by the coaching staff and shall be awarded each year.


Section 3.        Golden Dolphin Award


The Golden Dolphin Award will be presented to all Ukiah Dolphin swimmers 18 years of age or who are graduating seniors who have been members of the Ukiah Dolphins for four years.  Two of the four years must be those following the swimmer's Junior and Senior years of High School. This award is given in memory of Bill Loughborough














Section 1 Parliamentary Authority


The rules contained in Roberts Rules of Order, Revised, shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these By-Laws.







Section 1 Amendments


These By-Laws may be amended by two-thirds vote of the voting members present at a Board of Directors meeting.






Exhibit A


Action Plan of the Ukiah Dolphins Swim and Water polo Club to Address Bullying

Bullying of any kind is unacceptable at [insert the name of the club] (the “Club”) and will not be tolerated. Bullying is counterproductive to team spirit and can be devastating to a victim. The Club 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 would 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 Club’s Bullying Policy and Action Plan:

1. To make it clear that the Club 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 (Name of Club) takes bullying seriously and that all swimmers and parents can be assured that they will be supported when bullying is reported.

The USA Swimming Code of Conduct prohibits bullying. Generally, bullying is the use of aggression, whether intentional or not, which hurts another person. Bullying results in pain and distress.

The USA Swimming Code of Conduct defines bullying in 304.3.7. Bullying is the severe or repeated use by one or more USA Swimming members of oral, written, electronic or other 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 that to a reasonably objective person has the effect of:
i. causing physical or emotional harm to the other member or damage to the other member’s property;
ii. Placing the other member in reasonable fear of harm to himself/herself or of damage to his/her property;
iii. Creating a hostile environment for the other member at any USA Swimming activity;
iv. Infringing on the rights of the other member at any USA Swimming activity; or
v. 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).
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 Club Coach, Board Member, or other designated individual;
• Write a letter or email to the Club Coach, Board Member, or other designated individual;
• 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.

If bullying is occurring during team-related activities, we STOP BULLYING ON THE SPOT using the following steps:
1. Intervene immediately. It is ok 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:

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.


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 feel 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.


Exhibit B


Electronic Communication Policy of the Ukiah Dolphins Swim and Water polo Club

The Ukiah Dolphins swim club recognizes the prevalence of electronic communication and social media in today’s world. Many of our swimmers use these means as their primary method of communication. While the Club acknowledges the value of these methods of communication, the Club also realizes that there are associated risks that must be considered when adults use these methods to communicate with minors.

All communications between a coach or other adult and an athlete must be professional in nature and for the purpose of communicating information about team activities. The content and intent of all electronic communications must adhere to the USA Swimming Code of Conduct regarding Athlete Protection.

For example, as with any communication with an athlete, electronic communication should not contain or relate to any of the following:
• drugs or alcohol use;
• sexually oriented conversation; sexually explicit language; sexual activity
• the adult’s personal life , social activities, relationship or family issues, or personal problems; and
• inappropriate or sexually explicit pictures
• Note: Any communication concerning an athlete's personal life, social activities, relationship or family issues or personal problems must be transparent, accessible and professional.

Whether one is an athlete, coach, board member or parent, the guiding principle to always use in communication is to ask: “Is this communication something that someone else would find appropriate or acceptable in a face-to-face meeting?” or “Is this something you would be comfortable saying out loud to the intended recipient of your communication in front of the intended recipient’s parents, the coaching staff, the board, or other athletes?”

With respect to electronic communications, a simple test that can be used in most cases is whether the electronic communication with swimmers is Transparent, Accessible and Professional.

Transparent: All electronic communication between coaches and athletes should be transparent. Your communication should not only be clear and direct, but also free of hidden meanings, innuendo and expectations.

Accessible: All electronic communication between coaches and athletes should be considered a matter of record and part of the Club’s records. Whenever possible, include another coach or parent in the communication so that there is no question regarding accessibility.

Professional: All electronic communication between a coach and an athlete should be conducted professionally as a representative of the Club. This includes word choices, tone, grammar, and subject matter that model the standards and integrity of a staff member.

If your communication meets all three of the T.A.P. criteria, then it is likely your method of communication with athletes will be appropriate.

Coaches may have personal Facebook (or other social media site) pages, but they are not permitted to have any athlete member of the Club join their personal page as a “friend.” A coach should not accept any “friend” request from an athlete. In addition, the coach should remind the athlete that this is not permitted. Coaches and athletes are not permitted to “private message” each other through Facebook. Coaches and athletes are not permitted to “instant message” each other through Facebook chat or other IM method.

The Club has an official Facebook page that athletes and their parents can “friend” for information and updates on team-related matters.

Coaches are encouraged to set their pages to “private” to prevent athletes from accessing the coach’s personal information.

Best Practice: The Club has an official Twitter page that coaches, athletes and parents can follow for information and updates on team-related matters. Coaches are not permitted to follow athletes on Twitter. Likewise, athletes are not permitted to follow coaches on Twitter. Coaches and athletes are not permitted to “direct message” each other through Twitter.

Alternative Option: Coaches and athletes may follow each other on Twitter. Coaches cannot retweet an athlete message post. Coaches and athletes are not permitted to “direct message” each other through Twitter.

Subject to the general guidelines mentioned above, texting is allowed between coaches and athletes during the hours from 7am until 9pm. Texting only shall be used for the purpose of communicating information directly related to team activities.

Athletes and coaches may use email to communicate between the hours of 7am and 9pm. When communicating with an athlete through email, a parent, another coach, or a board member must also be copied.

The parents or guardians of an athlete may request in writing that coaches through any form of electronic communication not contact their child.