WHS POLICY SUITE

for a Youth Soccer Academy in NSW and SA

Ellë Football Academy

Prepared for employees, contractors, volunteers (if any), youth players and parents / guardians

How to Use This Suite

This document contains the Academy's core Work Health and Safety (WHS) policy and the key supporting policies and procedures typically required to operate a youth soccer academy in New South Wales. It is designed as a practical foundation document and should be tailored to the Academy's actual venues, staffing model, emergency contacts, first aid coverage, contractor profile and football program.

• Replace all placeholders (for example, [Ellë Football Academy], names of responsible persons and emergency contacts).
• Attach site-specific emergency plans, venue maps and assembly points for each training venue.
• Adopt a separate Code of Conduct and complaints process if not already in place.
• Train all workers and contractors on the contents of this suite before they commence unsupervised duties.
• Review this suite at least annually and after any serious injury, notifiable incident or child safety concern.

Policies Included

1. Core Work Health and Safety (WHS) Policy
2. Child Safe and Safeguarding Policy
3. Incident, Injury, Hazard and Near Miss Reporting Procedure
4. First Aid Policy and Procedure
5. Emergency Management and Evacuation Policy
6. Heat, Weather, Air Quality and Environmental Conditions Policy
7. Concussion Recognition, Removal and Return to Participation Policy
8. Contractor and Coach Induction / Competency Policy
9. Risk Assessment and Session Safety Check Procedure
10. Equipment, Facilities and Venue Safety Policy
11. Appendices and Templates

1. Core Work Health and Safety (WHS) Policy

1.1 Purpose

The Academy is committed to providing, so far as is reasonably practicable, a safe and healthy environment for its employees, contractors, volunteers, youth players, parents / guardians and other visitors. This policy establishes the Academy's WHS commitments, roles and expectations for the safe delivery of soccer training and associated academy operations.

1.2 Scope

This policy applies to all Academy activities, including indoor and outdoor training sessions, fitness and conditioning, rehabilitation activities, demonstrations, trials, camps, tournaments, travel-related activities, pack-up and set-up, cleaning, administration and any off-site event conducted for or on behalf of the Academy.

1.3 Policy Statement

• The Academy will provide and maintain safe systems of work, safe facilities, safe equipment and appropriate supervision.
• The Academy will consult with workers and, where relevant, contractors and venue providers on WHS matters.
• The Academy will identify hazards, assess risks and implement reasonably practicable controls before and during activities.
• The Academy will provide appropriate information, instruction, training and supervision to workers and contractors.
• The Academy will maintain first aid arrangements, emergency procedures and incident reporting systems.
• The Academy will treat child safety, online safety and psychological safety as integral parts of its risk management framework.
• No person is required or permitted to continue work or participation in circumstances of unacceptable or uncontrolled risk.

1.4 Responsibilities

Directors / Senior Management

• Ensure appropriate WHS governance, resourcing and review.
• Approve key policies and ensure implementation across the Academy.
• Ensure there are adequate first aid, emergency and incident response systems.

Managers / Head Coaches / Supervisors

• Implement this policy in day-to-day operations.
• Conduct or verify risk assessments and pre-session safety checks.
• Ensure staff and contractors are appropriately inducted, supervised and competent.
• Stop unsafe activities and escalate incidents promptly.

Workers, Coaches and Contractors

• Take reasonable care for their own health and safety and that of others.
• Comply with Academy policies, procedures and reasonable directions.
• Report hazards, injuries, near misses, incidents and child safety concerns immediately.
• Use equipment safely and only for its intended purpose.

Youth Players

• Follow coach instructions and safety rules.
• Use equipment only as directed and refrain from dangerous behaviour or horseplay.
• Promptly report pain, injury, concussion symptoms, illness, bullying or unsafe conditions to a coach or staff member.

Parents / Guardians

• Provide accurate medical, allergy and emergency contact information.
• Inform the Academy of any injury, concussion, asthma, anaphylaxis or other condition affecting participation.
• Comply with venue rules and support Academy safety directions.

1.5 Key Risk Areas

• Slips, trips and falls; unsafe playing surfaces.
• Defective or unstable equipment, including portable goals.
• Collisions, contact injuries, strains, sprains and overuse injuries.
• Heat, UV exposure, dehydration, lightning and severe weather.
• Manual handling during set-up / pack-down.
• Concussion and head impacts.
• Poor supervision or unsafe player grouping.
• Infection control and hygiene risks.
• Psychological hazards including bullying, harassment, violence and aggressive behaviour.
• Child safety hazards including boundary issues, privacy breaches and unsafe one-on-one situations.

1.6 Consultation, Reporting and Review

The Academy will consult workers on safety matters, encourage prompt reporting and review this policy at least annually, after any serious incident or when operational changes occur. Non-compliance with this policy may result in retraining, restricted duties, removal from work or participation, or other appropriate action under the Academy's disciplinary or engagement arrangements.

2. Child Safe and Safeguarding Policy

2.1 Purpose

The Academy is committed to creating and maintaining a child safe sporting environment in which children and young people are safe, respected, heard and supported. This policy complements the WHS policy and addresses child safeguarding risks in youth soccer activities.

2.2 Scope

This policy applies to all employees, contractors, volunteers, coaches, managers, officials, board members, youth players, parents / guardians and any other person engaged by or attending the Academy in connection with child-related activities.

2.3 Child Safe Commitments

• Zero tolerance for child abuse, grooming, bullying, harassment, discrimination or exploitation.
• Children and young people will be listened to and taken seriously when they raise concerns.
• The Academy will embed child safety in leadership, governance, recruitment, training and day-to-day operations.
• The Academy will promote inclusive participation and respond to the needs of children with disability, from diverse cultural backgrounds and with different religious or gender identity needs.
• Child-safe reporting pathways will be clear, accessible and responsive.

2.4 Working With Children Check (WWCC)

• Any person engaged in child-related work must hold a current WWCC where legally required.
• The Academy must verify WWCC details before the person commences child-related duties.
• WWCC status must be monitored and re-verified if the Academy becomes aware of any status change, expiry issue or notifiable concern.

2.5 Recruitment, Induction and Training

• Recruitment for child-related roles must include role clarity, reference checks and assessment of suitability to work with children.
• All child-related workers must complete safeguarding induction before commencing unsupervised duties.
• The Academy should require regular refresher training covering safeguarding, professional boundaries, complaints handling and child-safe reporting.

2.6 Professional Boundaries and Safe Practices

• Physical contact with children must be appropriate, necessary for coaching or first aid, explained where possible, and not secretive or excessive.
• Workers must respect children's privacy, personal space and dignity at all times.
• Workers must not be alone with a child in a changeroom, bathroom, vehicle, office or other isolated location unless there is an emergency and the situation is documented and escalated.
• Workers must not assist children with toileting or showering except in an emergency or where specific authorised arrangements exist and are documented with parent / guardian consent.
• Children must not be photographed or filmed except for legitimate Academy purposes and in accordance with Academy consent protocols.
• Mobile phones and cameras should not be used in changerooms or bathrooms.
• Workers must maintain professional digital boundaries, including use of group-based communication channels where practicable and copying parents / guardians into direct communications with minors unless there is an approved exception.
• The Academy will adopt clear drop-off / pick-up, transport and overnight activity rules if these activities are offered.

2.7 Supervision and Change Rooms

• Children must be actively supervised having regard to age, maturity, crowding, activity type and venue layout.
• Where changerooms are used, workers should knock, announce themselves and wait for acknowledgment before entry.
• The Academy will use visible, accountable supervision arrangements and minimise opportunities for unsupervised one-on-one contact.

2.8 Reporting Child Safety Concerns

• Any concern about child abuse, grooming, reportable conduct, boundary breaches or harm to a child must be reported immediately to the Academy's designated Child Safety Lead or senior manager.
• If a child is in immediate danger, Police / emergency services must be contacted immediately.
• The Academy must comply with legal reporting obligations and maintain a child-focused response process.
• A person who raises a child safety concern in good faith must not be victimised or disadvantaged for doing so.

2.9 Parents, Guardians and Children

• Parents / guardians will be informed of the Academy's child-safe commitments and reporting pathways.
• Children and young people will be given age-appropriate information about expected behaviours, consent, boundaries and how to raise concerns.
• Children's views should be taken into account when developing or revising child-safe practices.

2.10 Review

This policy must be reviewed at least annually and after any child safety complaint, incident, relevant legal change or material operational change.

3. Incident, Injury, Hazard and Near Miss Reporting Procedure

3.1 Purpose

To ensure injuries, illnesses, hazards, near misses and incidents are reported promptly, responded to appropriately, investigated proportionately and used to improve Academy safety systems.

3.2 What Must Be Reported

• All work-related injuries or illnesses affecting workers or other persons.
• All participant injuries requiring first aid, parent / guardian notification, medical treatment or cessation of participation.
• Near misses, dangerous occurrences or equipment failures that could have caused harm.
• Unsafe conditions, damaged equipment, unsafe behaviour or breaches of Academy policy.
• Any allegation or concern involving child safety, bullying, assault, harassment or abusive conduct.

3.3 Immediate Actions

1. Make the area safe, stop the activity if necessary and provide first aid or emergency care.
2. Notify the relevant supervisor / head coach / manager immediately.
3. Contact parent / guardian promptly if a youth player is involved.
4. Preserve the site if the incident may be notifiable, unless it is necessary to assist an injured person, remove a deceased person, make the site safe, assist Police or comply with a regulator instruction.
5. Complete an incident report as soon as reasonably practicable.

3.4 Notifiable Incidents

If an incident may amount to a notifiable incident under NSW WHS laws (for example, a death, serious injury or illness, or dangerous incident), the Academy must notify SafeWork NSW immediately and notify its workers compensation insurer within the required timeframe. Site preservation obligations must be observed. Where there is uncertainty, the matter must be escalated immediately to senior management.

3.5 Investigation

• All incidents requiring medical treatment, ambulance attendance, emergency response, player removal from session, significant property damage, repeated near misses or significant child safety issues must be reviewed by management.
• The purpose of investigation is prevention, not blame.
• Findings should identify contributing factors, corrective actions, responsible persons and timeframes.

3.6 Records and Privacy

• Incident records must be stored securely and access limited to those with a genuine need to know.
• Medical and child safety information must be handled confidentially and in accordance with applicable privacy and reporting obligations.
• Trend analysis should be undertaken periodically to identify recurring issues.

4. First Aid Policy and Procedure

4.1 Purpose

To ensure the Academy provides adequate first aid equipment, facilities, trained persons and response procedures for workers, children and other persons at Academy activities.

4.2 First Aid Requirements

• The Academy will maintain first aid kits that are appropriate to the venue and activities being conducted.
• The Academy will ensure first aid equipment is accessible during all sessions and events.
• An adequate number of workers will hold current first aid qualifications relevant to their role and shift / session coverage.
• Emergency contact details and medical information (including allergies, asthma and anaphylaxis information where relevant) must be accessible to authorised staff during sessions.

4.3 Minimum First Aid Controls for Training Sessions

• A stocked first aid kit must be present and checked regularly.
• At least one appropriately trained worker should be reasonably available during each session.
• Mobile phone access or other communication must be available to call emergency services if required.
• Staff must know the venue address and access point for emergency services.
• If the Academy uses defibrillators, designated staff must know where they are and how to access them quickly.

4.4 When First Aid Must Be Provided

• Any actual or suspected injury, illness, allergic reaction, asthma event, collapse, heat illness, head impact or acute distress must be assessed promptly.
• Any player suspected of concussion must be removed immediately in accordance with the concussion policy.

4.5 Escalation to Medical Care / Ambulance

• Call 000 immediately for collapse, breathing difficulty, seizure, suspected serious head or spinal injury, chest pain, anaphylaxis, severe bleeding, worsening consciousness, heat stroke or any condition that may be life-threatening.
• A parent / guardian must be contacted promptly where a child receives more than very minor first aid or stops participation due to injury or illness.
• No child is to be sent home or left to self-manage a significant injury without parent / guardian contact or another safe arrangement authorised by management.

4.6 First Aid Records

All first aid treatment beyond minor routine care should be documented in the Academy's incident register, including the person treated, date, time, circumstances, action taken and any referral to medical care.

5. Emergency Management and Evacuation Policy

5.1 Purpose

To provide a clear framework for preparing for and responding to emergencies at Academy venues and activities.

5.2 Emergency Scenarios

• Medical emergency or serious injury on the field or in the facility.
• Fire, smoke or gas event.
• Lightning, storm, flood or other severe weather.
• Security threat, violent behaviour or unauthorised person risk.
• Missing child or failed collection / pick-up.
• Building failure, power outage or utility hazard.

5.3 Emergency Planning Requirements

• Each venue used by the Academy must have an identified emergency assembly point and evacuation route.
• Workers must know how to contact emergency services and provide the exact venue address and access point.
• Emergency contacts for key Academy personnel should be kept current.
• Emergency procedures must be communicated during induction and refreshed periodically.
• Where the venue operator has its own emergency procedures, Academy staff must understand and align with those procedures.

5.4 Emergency Roles

• Session lead / head coach: take command of the session, stop activity and direct emergency response.
• First aider: provide immediate care within competence and coordinate ambulance handover.
• Support staff: supervise and account for remaining children, maintain calm and move persons to a safe area.
• Manager / operations lead: contact parents / guardians where necessary and coordinate follow-up reporting.

5.5 Evacuation and Accountability

• Children should be escorted calmly to the assembly area by staff.
• Rolls / attendance records must be used to account for all participants where practicable.
• No person is to re-enter an evacuated area until authorised.

5.6 Post-Emergency Actions

• Complete incident reporting, notify parents / guardians as required and initiate regulator / insurer notifications if relevant.
• Debrief staff and review what improvements are required.
• Consider welfare support after distressing events.

6. Heat, Weather, Air Quality and Environmental Conditions Policy

6.1 Purpose

To protect workers and youth players from environmental risks that may arise during indoor or outdoor soccer activities, including heat, UV exposure, humidity, poor air quality, lightning, storms and poor field conditions.

6.2 General Principles

• Environmental conditions must be assessed before and during every session.
• The Academy may modify, postpone, relocate or cancel activities if conditions are unsafe.
• Children, vulnerable participants and those with medical conditions may require more conservative decisions than adults.
• Hydration, shade, rest breaks and cooling measures are mandatory controls during hot weather conditions.

6.3 Heat Controls

• Use forecast and real-time conditions (including temperature and humidity) to assess heat stress risk before a session.
• Provide frequent drink breaks and access to water.
• Reduce intensity, duration and workload when conditions are elevated.
• Increase rest breaks, rotate players more frequently and prioritise shaded rest areas where available.
• Encourage lightweight, breathable clothing and sun protection appropriate to the activity.
• Cancel or relocate activity if heat risk becomes unacceptable or a participant shows symptoms of heat illness.

6.4 Heat Illness Response

• Any person displaying dizziness, confusion, nausea, unusual fatigue, collapse, aggressive behaviour, cessation of sweating or marked performance decline should be removed from activity and assessed immediately.
• Suspected heat stroke is a medical emergency: call 000, move the person to a cool area and begin active cooling while awaiting medical assistance.

6.5 Lightning, Storms and Severe Weather

• Outdoor activity must be suspended if lightning or severe storm conditions create a risk to participants.
• Participants must move to a safer shelter or building and remain there until conditions allow safe resumption.
• Wet or slippery surfaces, flooding or unsafe field conditions may require relocation or cancellation.

6.6 Air Quality and Smoke

• Where smoke, dust or hazardous air conditions may affect breathing or visibility, the Academy will assess risk, especially for children, asthmatics and other vulnerable participants.
• Activities should be reduced, relocated indoors, postponed or cancelled where air quality creates an unacceptable risk.

6.7 Decision Authority

The head coach, session lead or nominated manager has authority to modify, postpone or cancel activities due to environmental conditions. If there is doubt, the more conservative safety decision should be made.

7. Concussion Recognition, Removal and Return to Participation Policy

7.1 Purpose

To provide a consistent and conservative approach to concussion recognition and management for youth and community soccer participants.

7.2 Core Rule

If in doubt, sit them out. Any participant with an actual or suspected concussion must be removed from play or training immediately and must not return on the same day.

7.3 Possible Indicators of Concussion

• Loss of consciousness, confusion, blank stare or delayed responses.
• Headache, dizziness, nausea, vomiting or balance problems.
• Sensitivity to light or noise, blurred vision or feeling "not right".
• Memory problems, unusual behaviour, emotional changes or marked fatigue.
• Any child reporting head knock symptoms after a collision, fall or impact.

7.4 Immediate Response

1. Stop the participant's involvement immediately.
2. Assess the participant and arrange urgent medical care if there are red flag signs (for example, worsening headache, repeated vomiting, seizure, neck pain, deteriorating consciousness, weakness, unusual agitation or severe drowsiness).
3. Inform the parent / guardian as soon as possible.
4. Record the incident and provide the family with written advice that medical assessment is required.

7.5 Return to Participation

• A participant with suspected concussion must not return to training or competition the same day.
• Return to learning / school, normal daily activity and then graded return to sport should occur progressively only after medical clearance or in accordance with the Academy's adopted medical guidance.
• For children and adolescents, a conservative approach must be applied and full contact participation must not resume until the participant has completed an appropriate symptom-free graduated return process.

7.6 Parent / Guardian Communication

Parents / guardians must be informed promptly of any suspected concussion and provided with advice about symptoms to monitor, the need for medical review and the Academy's return-to-participation requirements.

8. Contractor and Coach Induction / Competency Policy

8.1 Purpose

To ensure workers, coaches and contractors are competent, inducted and monitored before undertaking Academy duties or child-related work.

8.2 Pre-Engagement Requirements

• Role-appropriate qualifications, accreditation and experience must be checked before engagement.
• Evidence of required insurances must be obtained for contractors where applicable.
• WWCC status must be verified for child-related work where required.
• References and suitability checks should be undertaken for relevant roles.

8.3 Induction Content

• Overview of the Academy's WHS policy suite and incident reporting system.
• Emergency procedures, first aid arrangements and venue-specific rules.
• Child-safe obligations, professional boundaries and complaint/reporting pathways.
• Supervision expectations, player grouping and escalation processes.
• Concussion, heat and environmental condition controls.
• Equipment use, pack-up / set-up and manual handling expectations.

8.4 Supervision and Review

• New coaches or contractors should be supervised until management is satisfied they can perform the role safely and appropriately.
• Performance and compliance issues must be addressed promptly, including retraining or removal from duties where required.
• Records of inductions, qualifications, WWCC verification and refresher training must be maintained.

9. Risk Assessment and Session Safety Check Procedure

9.1 Purpose

To ensure hazards are identified and controlled before, during and after Academy sessions and events.

9.2 When a Risk Assessment Is Required

• Before commencing a new activity, location, program format or event.
• When introducing new equipment or changing the age group, intensity or participant mix.
• After any serious incident, near miss or recurring hazard.
• For camps, travel, tournaments or community events.

9.3 Pre-Session Safety Check

• Surface condition: dry / suitable / debris-free / no dangerous defects.
• Goals and equipment: stable, undamaged and fit for use.
• Weather and environmental conditions reviewed.
• First aid kit available and communication device operational.
• Toilets, water access and exits available.
• Attendance and emergency contact information accessible.
• Any specific medical alerts known to session staff.
• Adequate staffing and supervision ratio in place.
• No unauthorised or unsafe person present in the training area.

9.4 Hierarchy of Controls

Where a hazard is identified, the Academy should first consider whether it can be eliminated. If not, it should minimise the risk using substitution, engineering controls, administrative controls and personal protective equipment as relevant.

9.5 Session Stop Rule

A session must be stopped, modified or postponed if critical controls are unavailable, environmental conditions are unsafe, a serious injury occurs, supervision becomes inadequate or a child safety issue requires immediate intervention.

10. Equipment, Facilities and Venue Safety Policy

10.1 Purpose

To ensure that facilities, portable goals, balls, nets, markers, gym or conditioning equipment, recovery items and general amenities are safe for Academy use.

10.2 Requirements

• Equipment must be inspected periodically and before use where damage is reasonably possible.
• Damaged or unsafe equipment must be removed from use, tagged or isolated until repaired or replaced.
• Portable goals must be secured and handled in accordance with safe setup and movement practices.
• Walkways, exits and spectator areas must be kept reasonably clear of trip hazards.
• Amenities including toilets, lighting and hydration access should be adequate for the session type and participant profile.
• Where external venues are hired, venue-specific hazards should be identified and coordinated with the venue operator.

10.3 Cleaning and Hygiene

• Shared equipment should be cleaned as reasonably required based on use and contamination risk.
• Spills, blood or other body substances should be managed promptly and safely.
• Hand hygiene supplies should be made available where practicable.

10.4 Facility Defect Reporting

Any defect that may affect safe use of the facility or equipment must be reported immediately and, where necessary, the affected area or equipment must be taken out of service.

Implementation Note

This suite is intended as a practical baseline policy set. Legal advice may be appropriate before final adoption, particularly in relation to reportable conduct, privacy, employment / contractor arrangements, data retention and any academy-specific service offering involving transport, camps, overnight stays or rehabilitation services.