CLUB
HANDBOOK

Welcome to Maidenbower Colts

Maidenbower Colts Football Club was founded in March 1998 by a small group of local parents with a simple ambition: to give children in Maidenbower and the surrounding area the opportunity to play, enjoy and develop through football.

That ambition remains at the heart of the club today. We want every player to feel welcome, safe, valued and able to develop at a level appropriate to them. Football matters, but so do confidence, friendships, teamwork, behaviour, inclusion and enjoyment.

MCFC is a community grassroots club affiliated through Sussex County FA. We are independent of professional football clubs and are run with the support of volunteers, coaches, committee members, parents and carers.

This handbook explains how the club operates, what members can expect from us and what we expect from everyone who represents the club.

Our Aims & Values

We exist to provide positive football experiences and opportunities for children and young people across our community.

Our aims

• Encourage and promote junior and youth football in a safe, positive and inclusive environment.
• Give players the opportunity to participate and develop regardless of background, sex, disability or ability.
• Provide appropriately qualified, supported and safeguarding-compliant coaches and volunteers.
• Promote sportsmanship, respect and fair competition, with development and enjoyment valued above results.
• Support the development of facilities, equipment and football opportunities available to our community.
• Create pathways for players, coaches, volunteers and match officials to develop within the game.

Membership & Registration

Players are registered with Maidenbower Colts through the club's registration process for each season. Registration information must be complete and accurate, including emergency contacts, medical information, declarations and any documents required for the player's registration status.

Parent / Guardian responsibility

• Complete the club registration accurately for every player each season.
• Tell the club promptly if contact, medical, allergy or emergency information changes.
• Complete required payment arrangements by the requested deadline.
• Read the relevant age-group information pack and this Club Handbook.
• Support the club's safeguarding, behaviour and Respect expectations.

What you agree to when registering

During annual registration, the parent/carer confirms that the information supplied is accurate and accepts the declarations and Club requirements presented during that registration journey. These may include Club rules and handbook acknowledgement, behaviour expectations, payment arrangements, safeguarding-related declarations and photography/video choices.

The Club's registration system should retain an audit record of the version accepted, the person accepting it and the date/time of acceptance. This allows the Club to identify exactly which handbook and declarations applied to a registration.

Key Club Contacts

The live website and Club Portal should be treated as the authoritative source for current committee and club contact information.

Club Roles

Fees & Payments

Membership and football fees are set by the Club Committee and may vary by age group, playing format, registration type and approved discounts. The current registration system provides the exact amount due for each player.

Payment methods

Payment arrangements, due dates and any outstanding balance are shown in the registration confirmation and/or Club Portal. Financial difficulty should be raised confidentially with the appropriate club officer as early as possible.

Club Constitution

The constitution is the Club's formal governance document and is distinct from ordinary handbook guidance. This edition incorporates the constitutional updates approved by the Club, including current committee roles, updated financial authority, Sussex County FA references and an appropriate appeal route.

Players, Teams & Selection

Player development

Players should be supported to develop at a pace and level appropriate to them. Coaches should consider development, confidence, safety, enjoyment, attendance, behaviour and the needs of the team when making football decisions.

Playing up or between teams

Movement between age groups or teams must follow competition rules, player-registration rules and safeguarding considerations. Any movement should be agreed by the relevant coaches/managers and, where appropriate, the player and parent/carer.

Unregistered players

No player may take part in a fixture where doing so would breach league, competition or registration rules. Coaches and managers are responsible for checking player eligibility.

Leaving the club

The Club will not obstruct a player's legitimate wish to leave or pursue another football opportunity. Where practical, coaches should understand the reason for departure and support an appropriate transition.

Equality, Diversity & Inclusion

Maidenbower Colts is committed to making football welcoming and accessible. We do not accept discrimination, harassment, bullying or victimisation.

Club decisions should be made fairly and objectively. Where reasonable and practical, the Club will make adjustments to help disabled players, volunteers, parents and visitors participate in club activity.

Pan-Disability football

MCFC recognises that some players benefit from football environments designed around additional needs. The Club's pan-disability provision is part of our commitment to giving more children and young people a meaningful opportunity to enjoy football.

Coaches & Volunteers

The Club depends on volunteers and is committed to supporting people who give their time to create positive football experiences.

Safer recruitment

Roles involving children and young people must meet current FA safeguarding and safer-recruitment requirements. This includes the appropriate DBS checks, safeguarding education and role-specific qualifications where required.

Training & development

The Club encourages coaches, officials and volunteers to undertake relevant coaching, safeguarding, first-aid, refereeing and club-administration learning. Funding or financial support may be available subject to Club approval.

Behaviour, Respect & The Grassroots Code

Everyone involved in MCFC has a role in creating a safe, enjoyable and respectful football environment. Players, coaches, parents, carers, spectators, officials and volunteers must follow the standards expected by the Club and The FA.

• Show respect to players, coaches, match officials, opponents and spectators.
• Do not tolerate discriminatory, threatening, insulting or abusive behaviour.
• Support children positively; do not coach from the touchline unless you are part of the coaching team.
• Accept match officials' decisions and use the correct channels for any concerns.
• Respect facilities, equipment and neighbouring communities.
• Remember that adults set the example for young players.

Safeguarding

The welfare of children and young people is paramount. Safeguarding is everyone's responsibility.

MCFC is committed to providing a safe football environment and following current FA safeguarding requirements. Concerns must be taken seriously, recorded appropriately and reported through the correct safeguarding route.

If you are worried about a child

1. If a child is in immediate danger or a crime is in progress, call 999.
2. Report the concern promptly to the Club Welfare / Safeguarding Officer.
3. If appropriate, contact Sussex County FA's safeguarding team or another statutory safeguarding service.
4. Do not investigate the allegation yourself or promise confidentiality you cannot keep.
5. Record what you saw, heard or were told as accurately and promptly as possible.

DBS & safeguarding compliance

The old handbook used CRB/ISA terminology. Current youth-football roles should follow the FA's current DBS, safeguarding education and role-compliance requirements.

Anti-Bullying

MCFC does not accept bullying in any form, whether face-to-face, online, during training, at matches, in team groups or away from football where the behaviour affects a Club member.

Bullying may include repeated verbal abuse, exclusion, intimidation, discriminatory behaviour, threats, physical behaviour, online harassment, sharing embarrassing content or deliberately isolating another person.

What we expect

• Players should tell a trusted adult, coach or safeguarding person if they feel unsafe or are being bullied.
• Adults should take concerns seriously and avoid dismissing behaviour as "banter".
• Coaches should intervene early where team behaviour is becoming harmful or exclusionary.
• Online bullying connected with MCFC should be treated as seriously as behaviour at a Club venue.
• Safeguarding concerns must be referred through safeguarding channels.

Digital Communications, Social Media & Photography

Digital communication must be professional, necessary and appropriate for a youth football environment.

Messaging children and young people

• Club communications with youth players should use approved channels and include a parent/carer where appropriate.
• Adults should not use private one-to-one messaging with children where this can reasonably be avoided.
• Team groups must be managed by authorised adults and used for legitimate football or Club purposes.
• Do not share personal, medical, safeguarding or disciplinary information in general team chats.
• Any concerning online communication must be reported to the Club Welfare / Safeguarding Officer.

Photography & video

• Images and video must be taken and used in line with the consent recorded by the Club and current safeguarding guidance.
• Do not publish unnecessary personal information alongside a child's image.
• Images should present children appropriately and positively.
• Parents/carers should raise any concern about photography or publication with the Club promptly.

Social media

Members representing MCFC online must not post discriminatory, abusive, threatening, confidential or safeguarding-sensitive content. Club names, logos and official accounts should only be used with appropriate authority.

Medical Information, Injuries & Concussion

Parents and carers must ensure that medical, allergy, medication and emergency-contact information supplied to the Club is accurate and kept up to date throughout the season.

Injury, illness & medication

• Players should not take part where injury or illness makes participation unsafe.
• Coaches and first aiders must act within the limits of their training and competence.
• Parents/carers remain responsible for obtaining medical assessment and advice where required.
• Parents/carers must tell the Club about relevant medication and agree any necessary arrangements for its availability or use during football activity.
• Emergency medication such as prescribed inhalers or adrenaline auto-injectors should be readily accessible in accordance with the player's needs and agreed arrangements.

Suspected concussion or head injury

A suspected concussion or significant head injury must be treated cautiously. The player should be removed from play and managed in accordance with current Football Association / recognised medical concussion guidance. A player should not simply return to play because symptoms appear to settle quickly.

The Club will follow the current return-to-play guidance applicable at the time and may require confirmation that the player is fit to resume football where appropriate.

Data Protection & Player Records

MCFC holds information needed to register players, operate teams safely, administer payments, meet safeguarding obligations and communicate with members.

Information we may hold

• Player and parent/carer contact details.
• Date of birth and registration information.
• Emergency contacts.
• Medical, allergy and additional-needs information relevant to safe participation.
• Identity or registration documents where required.
• Payment and membership records.
• Consent, safeguarding, disciplinary or incident records where applicable.

Access & security

Access should be limited to people who need the information for their Club role. Sensitive information must not be shared casually through personal devices, public messaging groups or social media.

Records should be retained only for as long as necessary under the Club's retention requirements, legal obligations, insurance requirements and governing-body rules.

The Club's full Privacy Notice should be maintained as a separate controlled website policy and linked from this handbook and the registration process. The Privacy Notice, rather than this summary, is the authoritative explanation of how personal information is handled.

Pan-Disability Football

Pan-disability football is an established part of MCFC's commitment to inclusion. We aim to provide an environment where players with additional needs can participate safely, enjoy football and develop at their own pace.

Our approach

• Work with parents/carers to understand relevant communication, sensory, behavioural, medical or support needs.
• Make reasonable adjustments where practical to help a player participate.
• Avoid assumptions about a player's ability based solely on diagnosis or disability.
• Adapt sessions where necessary while maintaining safety for all participants.
• Respect dignity, privacy and individual communication needs.
• Review support arrangements where a player's needs change.

Parents/carers should tell the coaching team about relevant needs and effective strategies that may help the player take part successfully.

Volunteers & Getting Involved

MCFC relies on volunteers. A parent/carer expressing interest in volunteering during registration is an expression of interest rather than automatic appointment to a role.

Volunteer journey

1. Club contact to discuss the person's interests and suitable roles.
2. Role description and expectations agreed.
3. Required safer-recruitment, DBS, safeguarding and qualification checks completed.
4. Appropriate induction and access provided.
5. Ongoing support and development offered.

No person should undertake a regulated or safeguarding-sensitive role until the required checks and approvals are complete.

Transport, Changing Rooms & Toilets

Transporting players

Parents/carers are normally responsible for transport to and from Club activity unless another arrangement has been clearly agreed. Where a coach or volunteer transports a player, the arrangement must follow current safeguarding guidance and should avoid situations that create unnecessary one-to-one risk.

Changing rooms and toilets

• Adults must respect children's privacy and dignity.
• Supervision arrangements must reflect the age and needs of the players and current safeguarding guidance.
• Adults should not enter changing areas unnecessarily while children are changing.
• Phones, cameras and recording devices must not be used in changing or toilet areas.
• Any concern about inappropriate behaviour must be reported through safeguarding channels.

Missing Children & Late Collection

If a child is missing

The safety of the other children must be maintained while the missing child procedure is activated. A responsible Club adult should establish when and where the child was last seen, notify the parent/carer and Club Welfare / Safeguarding Officer, organise an appropriate search and contact the Police promptly where the circumstances require it.

Adults must not delay contacting emergency services where there is reason to believe a child may be at immediate risk. The incident must be recorded afterwards through the Club's safeguarding/incident process.

Late or failed collection

• A child must not simply be left alone because training or a fixture has finished.
• Attempt to contact the parent/carer and then the registered emergency contacts.
• Where possible, ensure two appropriate adults remain with the child.
• Do not take the child to a private home or make an unplanned private arrangement simply to resolve collection.
• Escalate repeated late collection to the Club Welfare / Safeguarding Officer.
• If nobody can be contacted or there is a welfare concern, follow current safeguarding guidance and seek appropriate statutory advice.

Adult Conduct, One-to-One Situations & Boundaries

Adults working with children must maintain professional boundaries and avoid situations that could place a child or adult at unnecessary risk.

• Avoid being unnecessarily alone with a child. Activities should be observable and interruptible wherever practical.
• Physical contact must be appropriate to the activity, necessary and consistent with current safeguarding guidance.
• Do not use favouritism, threats, humiliation or inappropriate rewards to control players.
• Do not arrange secret or inappropriate meetings or communications with youth players.
• Gifts to individual children should not create favouritism, secrecy or obligation.
• Concerns about an adult's behaviour must be reported rather than informally investigated.

Trips, Tournaments & Overnight Stays

Club trips and tournaments must be planned with safeguarding, supervision, transport, medical needs, emergency arrangements and parental consent in mind.

Overnight activity requires additional planning and must follow the current FA safeguarding guidance in force at the time. Appropriate risk assessment, sleeping arrangements, adult supervision, emergency contacts and consent must be established before travel.

Fundraising, Team Money & the MCFC Brand

Fundraising undertaken in the name of Maidenbower Colts must be authorised by the Club and properly accounted for.

• Coaches and teams must not create unofficial fundraising campaigns using the MCFC name or crest without approval.
• Club or team funds should not routinely be held in personal bank accounts.
• Money collected for an approved Club purpose must be recorded and dealt with through the Club's agreed financial process.
• The MCFC name, crest and branding may not be used commercially, on merchandise or in sponsorship arrangements without Club authority.

Player, Parent & Spectator Discipline

MCFC will normally try to resolve lower-level behaviour issues early and proportionately, while serious safeguarding, discriminatory or disciplinary matters may require immediate escalation.

Typical Club approach

1. Coach intervention and clear reminder of expected behaviour.
2. Discussion with the player and/or parent/carer where behaviour continues.
3. Referral to the appropriate Club officer or Committee where further action is required.
4. Formal Club, league, Sussex County FA or Football Association process where applicable.

Parents and spectators may be asked to leave a venue or refrain from attending Club activity where behaviour creates a safety, welfare or conduct concern, subject to the applicable Club and governing-body procedures.

Fines and misconduct charges

Where a player, parent, coach, volunteer or other member causes the Club to incur a disciplinary fine or charge through their misconduct, the Committee may determine whether the individual should reimburse all or part of that cost, subject to the circumstances, applicable rules and a fair process.

Complaints & Concerns

MCFC aims to resolve concerns fairly, promptly and at the most appropriate level.

1. Where suitable, raise routine football or team matters with the Team Coach/Manager.
2. If the matter cannot be resolved at team level, submit the concern to the appropriate Club officer or Committee contact.
3. Safeguarding matters should bypass the normal complaints route and be reported through safeguarding channels.
4. Disciplinary, league or FA matters may need to follow the procedure of the relevant governing body rather than the Club's internal process.

A written complaint should include what happened, when and where it happened, who was involved, any witnesses, previous attempts to resolve it and the outcome being sought.

When the complaint involves a Club officer

A person should not be expected to submit a complaint to the individual who is the subject of it. Where a complaint concerns the Chair, Welfare / Safeguarding Officer or another person who would ordinarily receive the complaint, it should be directed to another appropriate independent Club officer or, where required by the nature of the concern, to Sussex County FA or the relevant external authority.

Whistleblowing

Where normal internal routes have failed, are inappropriate, or a person reasonably believes misconduct or safeguarding malpractice is not being addressed, they may raise the concern through the current FA, Sussex County FA or statutory whistleblowing/reporting route. Safeguarding concerns must never be suppressed because they may be uncomfortable or damaging to the Club's reputation.

Training & Matchday

Safe sessions

• Training and fixtures must be appropriately supervised.
• Coaches should have access to current emergency and relevant medical information.
• Equipment and playing areas should be checked for obvious hazards.
• Players should have suitable clothing, footwear, drinks and required protective equipment.

Cancellation & communication

The Club, venue, coach/manager or match official may cancel or stop activity where they have the authority to do so and conditions are unsafe or unsuitable. Parents/carers should be notified through the normal team communication channel as soon as reasonably practical. Safety takes priority over completing a fixture or training session.

Pitches & weather

A fixture or training session should not proceed where the playing surface or weather creates an unacceptable safety risk. Decisions must follow the relevant facility, competition and match-official requirements.

Examples include severe frost or ice, dangerous standing water, unsafe debris or stones, unsafe line markings, excessive heat, lightning, severe wind, poor air quality or other conditions that make participation unsafe.

Coaches should adjust activity, duration, hydration and rest arrangements where weather conditions require it.

Leaving the Club & Transfers

Players are free to leave MCFC or pursue another football opportunity, subject to any relevant league or registration process.

• Parents/carers should notify the Team Coach/Manager and Registration Secretary.
• Any Club-owned kit, equipment, keys or other property must be returned where requested.
• Outstanding fees or credits will be handled under the Club's current payment and refund arrangements.
• Player registration or transfer actions will be completed in accordance with the relevant league, County FA or FA process.
• Medical and safeguarding records will be retained or disposed of in accordance with the Club's data-retention requirements.

Kit & Equipment

Players and volunteers are expected to look after Club property. Items supplied by MCFC remain Club property unless clearly stated otherwise.

• Sponsored playing kit should be worn and used in accordance with team and sponsor arrangements.
• Club-owned equipment must not be sold, disposed of or permanently transferred without authority.
• Lost or damaged equipment should be reported promptly.
• Club property must be returned when requested, including when a player or volunteer leaves.

Refunds, Cancellations & Financial Hardship

Financial hardship

MCFC does not want financial difficulty to prevent a child from taking part where a reasonable solution can be found. Parents/carers experiencing difficulty should contact the Treasurer or another authorised Club officer confidentially and as early as possible.

Refunds

Registration fees, subscriptions and annual payments may cover costs the Club commits to in advance. Refunds are therefore not automatic when a player leaves.

The Committee may consider a full or partial refund or credit in exceptional circumstances, including long-term injury, Club cancellation of a team or programme, or another circumstance where retaining the full payment would be unreasonable. Any decision should take into account costs already incurred by the Club.

Where a refund policy for a particular season or programme has been published at registration, that policy will apply.

Emergency Action Plan

Every team should understand what to do if a serious injury, illness or emergency occurs during club activity.

1. Know the venue address, emergency access points, ambulance meeting point, nearest suitable emergency medical facility and the location/access arrangements for any available automated external defibrillator (AED).
2. Have an appropriately stocked first-aid kit available.
3. Ensure a charged mobile phone is available.
4. Have access to relevant player medical and emergency-contact information.
5. Ensure required first-aid qualifications are current.
6. Know who will meet and direct emergency services to the casualty if required.
7. Call emergency services promptly for life-threatening or serious injury/illness.
8. Record the incident using the Club's accident/incident process.

Emergency venue information

Accidents & Incidents

Accidents and significant incidents should be recorded promptly using the Club's approved reporting process. Records must be handled securely and only shared with those who need the information for safeguarding, insurance, legal or club-management purposes.

• Provide appropriate first aid and emergency assistance first.
• Inform the parent/carer where appropriate.
• Record facts rather than assumptions.
• Escalate safeguarding concerns through safeguarding channels.
• Retain reports securely in line with the Club's data-retention requirements.

Insurance

The Club maintains insurance arrangements appropriate to its football activities and affiliation requirements. The exact cover, insurer and policy terms may change and should therefore be confirmed against the Club's current insurance schedule rather than relying on historic wording in this handbook.

Queries about whether a particular incident, activity or loss is insured should be referred to the Club Secretary or Treasurer before any representation about cover is made.

Sponsorship & Community Partners

Sponsorship helps MCFC improve equipment, facilities, football opportunities and the experience we provide to players and families.

In return, the Club may recognise approved sponsors through the website, teamwear, events, social media, club communications and other agreed promotional activity. All sponsorship arrangements must be appropriate for a youth football environment and approved through the Club's normal governance process.

Useful Resources

Document control

This handbook is intended as practical Club guidance. Where Football Association, County FA, league rules, safeguarding requirements or law impose a higher or different requirement, the applicable current requirement takes precedence.