Policies & Procedures
This is the library of Welsh Rowing's policies and procedures. These are updated periodically and the newest version of the document can always be found on this page. Where appropriate we have also included links to the British Rowing website. Welsh Rowing's governing document, amended at the 2017 AGM is available here.
Welsh Rowing attained Level 2 of the Safeguarding Standards for Sport in October 2015. We have revised our Safeguarding Policy in June 2015 which can be found here.
If you are concerned about the way a coach, leader, umpire, volunteer or another rower is treating you or someone you know, there are several ways to ask for help. To report an incident please use our Incident Reporting Form. Your report will be dealt with following the flowchart in our safeguarding policy.
If as a parent/carer or sporting organisation you would like to photograph or film performances that involve children, we urge you to read the Child Protection in Sport Unit's policy regarding this. It refers to how the coverage of children can be achieved while maintaining their safety and well-being. This document can be found here.
If you have concerns and believe the matter is serious/urgent or a child is at immediate risk of harm, please contact NSPCC on 0808 800 5000 or contact the Police/Children's Services straight away.
It’s vital that you talk to your parent or carer or your Club Welfare Officer who is there to help you with any situation. If you don’t feel comfortable talking to them in person then you can always visit the NSPCC website and e-mail them for help and support.
Each club has a Club Welfare Officer, and their details should be available to all members. There is a sample role description for a Club Welfare Officer available here.
All clubs should be vetting any volunteers that are involved with young people. A form for this is available here.
Please remember DBS checks should not be used in isolation, they should be one part of the process to determine if someone is suitable to work with young people in a particular role.
Our squad injury and illness policy is available here.
Welsh Rowing is committed to the principles of equality in sport. We aim to ensure that all people within the sport of rowing, irrespective of their age, gender, ability, race, religion or belief, ethnic origin, colour, nationality, social status or sexual orientation, have a genuine and equal opportunity to participate in rowing at all levels and in all roles.
This policy is aimed at all those actively involved in any aspect of Rowing activity at all levels and in all roles whether that be as an employee, volunteer, member or participant. The policy should be adhered to in conjunction with all other Welsh Rowing policies and regulations including the Code of Ethics.
Welsh Rowing, in partnership with British Rowing has in place a set of anti-doping rules that all athletes and athlete support personnel must abide by. The anti-doping rules for Welsh and British Rowing are consistent with the World Anti-Doping Code (the Code), the core document that harmonises anti-doping policies, rules and regulations within sport globally.
The anti-doping rules of Welsh Rowingare the rules published by UK Anti-Doping (or its successor), as amended from time to time.
If you are a member of a Welsh Rowing clubthen the anti-doping rules apply to you, regardless of what level you participate at. You can find the UK Anti-Doping Rules here.
From 1 January 2021, a new version of the Code is in effect and it’s important that all athletes and athlete support personnel are aware of how this impacts them. For more information on the changes within the 2021 Code, visit UKAD’s website here.
Under the 2021 Code, an athlete may be classified as being “International-Level”, “National-Level” or a “Recreational Athlete” based on their competition level. Further information on these different categories is available on the UKAD website.
Anti-Doping Rule Violations
Breaking the anti-doping rules can result in a ban from all sport. The Code outlines the Anti-Doping Rule Violations (ADRVs). Athletes and athlete support personnel need to make sure they are fully aware of these violations, and the consequences of breaking them.
An athlete is responsible for anything found in their system, regardless of how it got there or whether there is any intention to cheat. All athletes and athlete support personnel should make themselves aware of the risks, so they don’t receive an unintentional ban from sport. Useful information for athletes can be found on the UKAD website.
All prohibited substances and methods in Code-compliant sports are outlined in the Prohibited List. The Prohibited List is managed and coordinated by WADA, found on the WADA website here. The List is updated each year, coming into effect on 1st January. It is possible for WADA to make changes to the List more than once a year, but they must communicate such changes three months before they come into effect. As this list is updated annually, athletes and athlete support personnel should make sure they check it ahead of it coming into effect.
Before taking any medication (whether from a doctor or purchased over the counter), athletes must check to make sure it doesn’t contain any prohibited substances. Medications (ingredients or brand name) can be checked online at Global DRO. It is important to note that medications bought in one country may contain different ingredients to the same branded medication in another country. For more information on checking medications, visit UKAD’s website here.
Taking Nutritional Supplements
UKAD always advises a food first approach to nutrition, as there are no guarantees that any supplement product is free from prohibited substances. Athletes can support their training and progress towards their targets by eating and enjoying nutritious food. With a bit of planning, it is possible to eat a delicious and healthy diet made up of a variety of food types at the right time, and in the right quantities.
Athletes should assess the need, the risks and the consequences before deciding to take a supplement, and if they need to use one, visit the Informed Sport website to check whether supplements have been batch-tested.
Applying for a Therapeutic Use Exemption (TUE)
If an athlete with a legitimate medical condition needs to use a prohibited substance or method, they will need to apply for a Therapeutic Use Exemption (TUE). This is only accepted if there are no other suitable permitted medications or treatments that can be used, and there is a strict, detailed process to determine this. Athletes can find out more information about the TUE process on the UKAD website here and use the TUE Wizardto find out whether they need to apply for a TUE and who to submit their application to.
Athletes should feel prepared and know their rights and responsibilities when they are notified to be tested by a Chaperone or Doping Control Officer. Check out this video on the testing process from start to finish. Athletes can find out more in the Introduction to Testing section of UKAD’s website.
100% me – Supporting athletes to be clean
100% me is UKAD’s values-based education and information programme, helping athletes meet their anti-doping responsibilities throughout their sporting journey. We want all athletes to be clean, stay clean and believe all others are clean.UKAD’s 100% me Clean Sport App can also be downloaded from iTunes, Google Play or Windows Live Store, for essential anti-doping information.
Protect Your Sport
Protecting clean sport depends on everyone playing their part - athletes, coaches, or parents - whether on centre stage or behind the scenes. Speak out if you feel there’s something wrong - no matter how small. UKAD guarantee that your identity will always be kept 100% confidential.
There are different ways to speak out:
• Online Form - Tell us what you know via our online form on protectyoursport.co.uk. You will remain anonymous as standard, but if you choose to share your details confidentially it could help us catch those in sport who seek to cheat
• 24/7 Hotline - Call on 08000 32 23 32. We are here to listen. If you prefer to remain 100% anonymous you can. Or if you share your details, they will be kept confidential, and may help keep sport clean.
Ethics, Customer Care and Complaints
As the National Governing Body for rowing in Wales, Welsh Rowing is responsible for setting the standards and values that apply at every level. The Code of Ethics encapsulates all of the sporting, moral and ethical principles that rowing represents. You have a right to enjoy your rowing at whatever level you partake.
Although we are responsible for setting the standards, everyone involved in rowing has a responsibility to promote the sport, making sure that there is equal access and opportunity for all and that fairness and respect is upheld. Our Code of Ethics can be found here.
Welsh Rowing is committed to providing an excellent level of customer care to its members and members of the public. Our commitments in this are are detailed in our Customer Care charter.
Welsh Rowing is responsible for setting and maintaining the standards of service delivery to our members and stakeholders and is committed to dealing with any complaint equitably, comprehensively and in a timely manner. Our complaints policy and process can be found here.
Welsh Rowing is responsible for setting and maintaining the standards of behaviour within the sport and for ensuring that the disciplinary procedures are followed. Codes of conduct are available for Welsh Rowing Rowers and Welsh Rowing Board. All members are responsible for being aware of and abiding by the Welsh Rowing rules and regulations and for maintaining high standards. Any disciplinary issues that arise will be dealt with as promptly as possible and disciplinary action will only be considered when the facts of the case have been established. Disciplinary action will always be appropriate to all the circumstances of the case in question and processes and procedures will be applied in a consistent manner. Please find our disciplinary procedures, revised in March 2022, here.
As part of our commitment to safeguarding in sport, Welsh Rowing uses the Welsh Sports Association (WSA) DBS Checking Service for Sport & Leisure. The service is run through its trading arm Vibrant Nation, and provides bilingual, online DBS checks (Disclosure and Barring Service, formally CRB).
The WSA is the only provider of a fully bilingual system and service in Wales, and even offer a free DBS bilingual helpline should you have any questions. WSA offer a range of ID verification options, including the Post Office. The system also utilises the DBS Update Service, allowing Welsh Rowing to fully enhance our safeguarding practices.
The system is entirely web-based and can be accessed from any location, and is available 24 hours a day, seven days a week. The system will also guide you through the process, ensuring that all correct information is provided thus reducing the likelihood of errors. Most applications are returned within 2 weeks, although many come back much quicker than this, some as quickly as 24 hours.
All individuals working with/having regular unsupervised contact with children should undertake an enhanced disclosure DBS check.
For more information on DBS checks, please contact the Welsh Sports Association via the e-mail address or Helpline service below:
Event Entry Terms and Conditions
Our event entry terms an dconditions apply to all those that take part in a Welsh Rowing event and can be found here.