1. Purpose of this Policy

This policy sets out how Balfour Swimming School recruits, trains, supports, and manages volunteers.

Volunteers play a vital role in helping us deliver safe, inclusive, and enjoyable swimming lessons for children and young people.

• This policy ensures:

• clear expectations

• safe and consistent practice

• safeguarding compliance

• positive volunteer experiences

 

2. Who This Policy Applies To

This policy applies to all volunteers, including:

• Poolside helpers

• Assistant coaches

• Administrative volunteers

• Event helpers

• Volunteers are not employees and do not receive payment

 

3. Volunteer Roles

Volunteers may support the swim school by:

• assisting coaches on poolside

• helping with registration and attendance

• supporting children with additional needs

• setting up and tidying equipment

• helping with events or assessments

• supporting safeguarding and welfare processes

• Each volunteer will receive a role description outlining their responsibilities.

 

4. Recruitment & Screening

To ensure safety and suitability, all volunteers must:

• complete a Volunteer Application Form

• provide two references

• complete an enhanced DBS check if working with children

• attend an induction session

• agree to follow all policies, including:

• Safeguarding Policy

• Code of Conduct

• Health & Safety Policy

• Volunteers must be aged 16+ unless part of an approved young‑leader programme.

 

5. Training & Induction

All volunteers will receive:

• Safeguarding training

• Health & safety briefing

• Emergency procedures

• Poolside behaviour expectations

• Role‑specific guidance from the lead coach

• Additional training may be provided depending on the volunteer’s role.

 

6. Responsibilities of Volunteers

• Volunteers must:

• act in the best interests of swimmers

• follow instructions from coaches and staff

• maintain professional boundaries

• uphold safeguarding and welfare standards

• report concerns immediately

• arrive on time and prepared

• wear appropriate clothing (no denim, outdoor shoes on poolside, etc.)

• maintain confidentiality

• behave respectfully towards swimmers, parents, and staff

Volunteers must not:

• enter changing rooms unless authorised

• take photos or videos without permission

• coach independently unless qualified

• use personal mobile phones on poolside

7. Safeguarding Expectations

Volunteers must follow the Swim School Safeguarding Policy, including:

• no 1‑to‑1 unsupervised contact with children

• no physical contact unless necessary for safety

• no private messaging with children

• reporting concerns to the Designated Safeguarding Lead

• Any breach will be treated as a safeguarding incident.

 

8. Health & Safety Responsibilities

Volunteers must:

• follow pool rules and venue Normal Operating Procedures (NOP)

• support safe supervision ratios

• help maintain a safe poolside environment

• report hazards or incidents immediately

• assist with equipment setup and safe storage

 

 9. Support & Supervision

Volunteers will be supported by:

• the Lead Coach (day‑to‑day supervision)

• the Volunteer Coordinator (if appointed)

• the Directors (overall responsibility)

• Regular check‑ins will ensure volunteers feel confident and valued.

 

10. Expenses

Volunteers may claim reimbursement for:

• approved purchases

• training costs (if pre‑approved)

• Receipts must be provided.

 

11. Problem‑Solving & Conduct Issues

If concerns arise about a volunteer’s behaviour or performance, the swim school may:

• provide additional training

• issue a verbal or written warning

• restrict duties

• end the volunteer arrangement

• Serious issues (e.g., safeguarding breaches) may result in immediate removal and referral to authorities.

 

12. Ending a Volunteer Role

• Volunteers may stop volunteering at any time.

• We ask for reasonable notice so we can plan staffing safely.

The swim school may also end a volunteer role if:

• policies are breached

• safeguarding concerns arise

• the role is no longer required

 

13. Review of Policy

This policy will be reviewed:

• annually

• after any incident

• when safeguarding or health & safety guidance changes