Introduction

As the affiliation window for the 2020 season is fast approaching, we would like to bring some important changes to your club’s attention in the area of Safeguarding.

Clubs will not be permitted to affiliate for the 2020 season if its Club Officials are not fully compliant with our Safe Selection processes. What this means is that all named Club Officials, at the time of affiliation, must be fully compliant with the following:

  • Completed Child Wellbeing e-Learning Course
  • Renewed (from 1 st November) their SWF Declarations on the SWF Football Admin Site
  • Obtain a PVG through SWF specifically (if in a regulated role)

Can we also remind all clubs that you must have at least one named Child Wellbeing and Protection officer per club, who along with the above must also have completed the Managing Children’s Wellbeing workshop or the In Safe Hands training. If the official has not yet completed the course they must at the very least be booked onto a course at the time and this should be evidence at the time of affiliating.

Courses can be found by clicking on the following links:

Managing Children’s Wellbeing or In Safe Hands.

In addition to the above, clubs will also be required to submit further club governance documents.

Over the coming weeks, we will provide more, specific information regarding each affiliation area, but in the meantime, should you have any questions please contact SWF on 0141 620 4580 or 0141 620 4583 (Child Wellbeing and Protection).

Step-by-step Guide

After a memorable 2019 for girls’ and women’s football in Scotland, both domestically and internationally, the affiliation window is upon us again ahead of what promises to be another exciting year for all involved in Scottish Women’s Football!

This section of our website aims to provide all Scottish Women’s Football (SWF) Club Secretaries with guidance and important information regarding your season 2020 club affiliation in five easy steps.

Step 1: Log into your Club account on the SWF Football Admin Site

Step 2: Ensure that all of your Club Officials are fully compliant with our Safe Selection Processes

Step 3: Gather all of your Club Governance documents to be uploaded on affiliation (Club Constitution, List of Club Committee members and evidence of Club bank account)

Step 4: Review which team types and how many teams you wish to register for the 2020 season

Step 5: Begin the Club Membership process

If you have any issues regarding the following, please do not hesitate to contact SWF on swf@scottish-football.com or 0141 620 4580. For questions regarding PVGs, please call Michelle Pasnik on 0141 620 4583.

  • Step 1
  • Step 2
  • Step 3
  • Step 4
  • Step 5

Step 1:

Club Secretaries should log into their SWF Football Admin portal using their email address and password via the following link:

https://www.scottishfalive.co.uk/swf/login.cfm

Forgotten your login details? Please contact swf@scottish-football.com or call 0141 620 4580 so that we can assist.

Step 2:

Great! Now that you’re logged in, you should enter your club’s ‘Officials’ tab to show you an overview of your officials’ Safe Selection progress.

Fully Compliant Club Officials

All officials must be fully compliant with the Safe Selection Process if they are to take part in any football activity. You can check if your official has completed the following via your list of Officials dashboard and by ‘viewing’ your official’s profile:

PVG

An official in a regulated role* must obtain a PVG through SWF specifically. PVGs through any other association or club are not accepted.

PVGs must be completed and returned by post to:

Michelle Pasnik
Scottish Women’s Football
Hampden Park
G42 9BA

Three copies of ID must be sent with the official’s PVG, signed by the Club Secretary or CWPO. The copies of ID must include x1 photo ID and x2 IDs with proof of address within the last three months*

Regulated roles include:

  • Youth and/or Senior First Aider
  • Youth and/or Senior Physiotherapist
  • Youth and/or Senior Child Wellbeing and Protection Officer
  • Youth Coach
  • Youth Assistant Coach
  • Youth Goalkeeping Coach
  • Youth Driver
  • Youth Chaplain
  • Youth and Senior Doctor
  • Youth Sports Scientist
  • Club Development Officer

*Proof of address may include:

Bank Statement, Phone Bill, Mobile Phone Bill, Council Tax Notice, HMRC letter, NHS letter, Utility Bill, Insurance Letter, Mortgage Statement, Tenancy Agreement etc however a previous Disclosure Certificate cannot be used.

In the event that something has been noted on the PVG which requires further investigation, the applicant will be asked to provide further information and a risk assessment will be carried out by SWF.

CW

All officials must complete the Scottish FA’s Children’s Wellbeing in Scottish Football e-Learning course.

Instructions on how to complete this course can be found by clicking here

Please ensure that you share this link with all officials at your club who have a red CW next to their name on your list of officials.

If an official is having an issue within the e-Learning course, please ask them to contact the Scottish FA’s Child Wellbeing and Protection team on cwsfonlinesupport@scottishfa.co.uk.

If an official believes they have already completed this course, please ask them to contact the Scottish FA’s Coaching team on coaching@scottishfa.co.uk and ask them to check for a duplicate coaching account.

(Note: you will be required to provide the Coaching team with your name and DOB).

The official’s CW status will only turn green once they have completed the e-Learning course

DEC

All officials must complete the SWF Official Declarations from 1st November each year. These declarations include:

  • Code of Conduct
  • Fair Processing* (Only to be completed once)
  • Self-Declaration

The code of conduct, like the self-declaration, must be completed seasonally, therefore every official must complete this when the affiliation opens, but before the club submits their affiliation application.

How do I complete these SWF Declarations?

Once the Club Secretary adds a new official to the system, they should receive an automated email and their password, with a link to access the SWF Football Admin System. The link within the email will take them to the page below:

Once the official logs into their account using their email address and password, they should be taken to the below page. The official should enter the ‘My Details’ tab at the end of the row.

Officials can complete the SWF Declarations at the bottom of the ‘My Details’ page:

Step 3:

Almost there! Now it’s time to show SWF how well your club is run!

Gather your Club Governance documents to be uploaded

Ensure that you have your up-to-date Club Constitution, a list of your Club Committee members and evidence of an active Club bank account* to hand

*This may include an account statement or a photo of your club’s chequebook

Note: This evidence will be destroyed following confirmation of account

You will need to upload these on the SWF Football Admin Site when prompted on the ‘Membership’ tab.

Step 4:

Which teams are going to be taking to the field?

Review the number of teams and team types you wish to register

In conjunction with the club coaches and development officers, now is the time to meet and decide on the number of teams and team types you wish to register for the 2020 season. A list of team types and prices will follow in due course.

Note: it is important that you select the correct team type when prompted on the ‘Membership’ tab to ensure that you are invoiced the correct amount.

Step 5:

Have you completed all of the above? Get your laptop or computer at the ready – it’s time to start affiliating!

Log onto your SWF Football Admin portal and begin the process

To affiliate your club with SWF, you must complete the affiliation process on your SWF Football Admin portal via the ‘Membership’ tab.

WINDOW CURRENTLY CLOSED

2020 AFFILIATION WILL OPEN ON 1st NOVEMBER 2019

  • PVGs
  • Declarations and e-Learning
  • Club Governance
  • Child Wellbeing and Protection Officer

Friday 20th September – PVG Process

With the 2020 affiliation window fast approaching, we would like to take this time to reiterate and remind all clubs and club officials of Scottish Women’s Football’s PVG processes and guidelines.

Every official in a regulated role must have a PVG which has been processed through SWF and issued by Disclosure Scotland on our behalf. PVG’s are not transferrable, therefore a PVG obtained through the SFA or SYFA or another other organisation, whether football related or otherwise is not acceptable.

If you have affiliated or intend to affiliate with SWF you must be compliant in this area. It makes no difference if you only have a 5-11 age group and only participate in SFA lead events or festivals, or you work with a club with teams at each age group, you must be approved by SWF and compliant in all aspects of our safeguarding processes to be permitted to enter SFA lead events or SWF competitions.

  • PVG’s must be submitted to and processed through SWF
  • All officials in “regulated roles”, whether in youth or senior football, must have a satisfactory PVG
  • PVG’s cannot be transferred to SWF from other organisations
  • Officials cannot undertake any regulated roles until the process has been completed and the official/club has been approved and notified by email

More importantly, the reason this a mandatory requirement and why this is important is the official you are looking to recruit may already be barred from working with children or, in the scenario where an official was initially approved, a change in their circumstances leads to them being considered for listing or barred from working with children. In this scenario only those organisations who have sought a PVG certificate will be notified. As the lead organisation when this information is brought to our attention, we can implement our safeguarding processes to prevent someone who is barred from working with children undertaking any roles with any other club within our game, but this can only be successful if we are all working within the same guidelines.

For further information on the PVG process please click here.

Friday 27th September – Declarations and e-Learning

At the start of each new season, each official, regardless of their role, must complete the following declarations on their SWF Football Admin site:

  • Code of Conduct
  • Self-Declaration

The Fair Processing document is slightly different in that it’s only required to be completed once, so if you’re a new official for the 2020 season, you will be required to complete this too.

When the system resets on November 1st 2019, every official, regardless of their role, must:

  1. Log back into their SWF Football Admin site account with the log in previously provided.
  2. Click on the ‘My Details’ tab.
  3. Download and read each document and then click the applicable box to confirm that you have read and understand each document. If you are unsure of your password, please contact your Club Secretary, who can reset your password.

Further Clarity on the Self-Declaration Form

“I have nothing to declare or I have something to declare”

Regardless of whether an official thinks a conviction is, or is not, relevant to their specific role, any convictions which are noted or will be noted on a PVG certificate must be declared on the Self-Declaration form. Should this be the case when given the two options above, the officials should select “I have something to declare” and complete the Self-Declaration form and submit this via email to Michelle at SWF:

michelle@scotwomensfootball.com

If an official has no convictions, they should continue to select “I have nothing to declare”

e-Learning

All officials must complete the e-Learning course “Children’s Wellbeing in Scottish Football”

The course can be accessed by following the link below:

http://scotwomensfootball.com/wp-content/uploads/2015/10/Booking-Child-Wellbeing-e-learning-course-on-line_.pdf

If an official is having an issue within the e-Learning course, please ask them to contact the Scottish FA’s Child Wellbeing and Protection team on cwsfonlinesupport@scottishfa.co.uk

If an official believes they have already completed this course, please ask them to contact the Scottish FA’s Coaching team on coaching@scottishfa.co.uk and ask them to check for a duplicate coaching account (Note: you will be required to provide the Coaching team with your name and DOB).

Friday 4th October – Club Governance

This key affiliation requirement allows the club to demonstrate how well it’s run!

With the affiliation window for Season 2020 now just 4 weeks away (Friday 1st November 2019), SWF ask that all Club Secretaries have their club’s Governance documents at the ready.

These must be uploaded when prompted on the SWF Football Administration System when the affiliation window opens.

As the governing body of girls’ and women’s football in Scotland, it is of SWF’s best interest to ensure that all our member clubs are sustainable and well governed.

On affiliation, Club Secretaries will be asked to upload a copy of:

  • An up-to-date Club Constitution (a template is provided on the ‘Club Management’ dropdown of our ‘Docs and Downloads’ section of SWF’s website)
  • A signed list of their Club Committee members (often included within a constitution)
  • Evidence of an active club bank account (can include copy of club statement/evidence of club cheque book)

Note: Submitted proof of an active club bank account will be destroyed once evidenced to SWF.

Since 2018, it has been mandatory for every affiliated SWF Club to have at least one named Child Wellbeing and Protection Officer.

Along with completing the following:

• PVG process through SWF
• Code of Conduct
• Fair Processing
• Self-Declaration
• Children’s Wellbeing in Scottish Football e-Learning course

The named official must have completed either the Managing Children’s Wellbeing Workshop which is run by the Scottish FA or the “In Safe Hands” training offered by Children 1st.

You can find course dates and times by following the links below

https://www.scottishfa.co.uk/football-development/coaching/find-a-course/ or https://www.children1st.org.uk/help-for-families/safeguarding-in-sport/training/.

For the 2020 season, SWF will not affiliate clubs who do not have a named CWPO who has completed all of the above prior to submitting affiliation application.