External Coaches

Access & Usage Policy

1. Purpose and Scope

This policy governs all external coaches seeking to use the Oxford City Athletic Club (OCAC) track or facilities for coaching activities. It applies to any coach not operating under OCAC governance, regardless of whether OCAC members are present in their group.

The club retains full discretion over access to ensure member priority, safety, safeguarding, and operational integrity.

2. Authority to Grant or Refuse Access

OCAC may refuse, restrict, suspend, or withdraw access at any time where usage conflicts with:

  • Member needs
  • Safety or safeguarding requirements
  • Track capacity or operational constraints
  • Behavioural or conduct expectations

No external coach has any ongoing, implied, or automatic right to use the facility.

3. Notification & Coordination Requirements

  • External coaches must request access in advance, providing:
    • Date and time
    • Expected numbers and ages
    • Session type and event area
  • Sessions cannot proceed without explicit written confirmation from the club.
  • Permission is session‑specific and does not roll over automatically.

If required, the club may request a risk assessment for larger or unusual sessions.

4. Coaching Qualifications & Conduct

  • External coaches must hold a current England Athletics coaching licence.
  • OCAC will verify licence status with England Athletics.
  • Coaches must comply with the EA Coach Licence Terms & Conditions, including the Code of Conduct. (pages 21–25) 
  • With particular emphasis on 
    • 1b) Abide by the UKA and the HCA F child safeguarding policy and child safeguarding procedures
    • 1f) ensure that activities are direct, or guide, are appropriate for the age, maturity, experience and ability of the individual athlete
    • 1h) never try to recruit, either overtly or covertly, athletes who are already receiving coaching. (If approached by an athlete receiving coaching, refer them immediately to the coach currently providing coaching support)
    • 1j) observe the recommended national guidance on coach/athlete ratios
  • Maximum permitted ratio of adults to athletes aged 13–18 is 1:10.
  • Coaches must behave respectfully towards club staff, volunteers, and members at all times.

Failure to meet these requirements will result in immediate withdrawal of permission.

5. Safeguarding Requirements

  • External coaches must have a publicly accessible safeguarding policy for their athletes and parents.
  • Coaches working with minors must hold a valid DBS check.
  • Coaches must comply with all OCAC safeguarding expectations and directions from the Club Welfare Officer.

Any safeguarding concern may result in immediate suspension pending review.

6. Group Size & Track Capacity

  • The facility is intended for small external groups, normally fewer than 15 athletes.
  • Larger groups may be refused, capped, or relocated depending on overall track usage.
  • OCAC may adjust permitted numbers at any time based on safety, weather, or operational conditions.

7. Fees and Payment

  • Fees are set by the club and may be reviewed annually.
  • Fees must be paid in advance or under an agreed charging arrangement.
  • Non‑payment or late payment may result in suspension of access.

8. Equipment Use

  • Use of OCAC equipment requires prior approval.
  • Equipment must be returned to its designated storage location.
  • External coaches are liable for repair or replacement costs for any damage caused by their group.

9. Training Times and Restrictions

  • External coaches cannot train during OCAC club training times:
    • Monday, Tuesday, Wednesday & Thursday: 17:00–21:00
    • Saturday: 09:00–12:00
    • If Saturday is unavailable, Friday 18:00–21:00 may be used by the club instead.
  • Training is not permitted when the track is hired for exclusive use.
  • Club training times always take precedence over external coaching groups.

10. Insurance and Liability

  • External coaches must hold appropriate public liability insurance.
  • OCAC accepts no liability for the actions, omissions, or negligence of external coaches or their athletes.

11. Breach of Policy

OCAC may take proportionate action, including:

  1. Warning
  2. Suspension of access
  3. Permanent ban
  4. Reporting to England Athletics or other relevant authorities

Serious or persistent breaches – including safeguarding concerns, safety risks, or unauthorised access – may result in immediate withdrawal of access and permanent exclusion.

Where appropriate, OCAC may refer the matter to England Athletics for investigation under the Coach Licence Terms & Conditions. England Athletics has the authority to impose sanctions, including suspension or revocation of a coaching licence.

12. Non‑Permanence of Permission

  • Permission is time‑limited, revocable, and conditional.
  • No external coach may claim any form of permanent, ongoing, or historical entitlement to use the facility.

13. Definitions

  • External Coach: Any coach not coaching under OCAC governance or not delivering an OCAC‑approved programme.
  • Session: A single, time‑bounded period of coaching activity.
  • Confirmation: Written approval issued by OCAC for a specific session.

14. Policy Review

This policy may be amended by OCAC at any time to reflect operational, safeguarding, or regulatory requirements.

29 April 2026. Amended 12 June 2026

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