Parent, Guardian and Caregiver Responsibilities Policy
Version 1 – Approved by the Board of the South Yarra Soccer Club on 16 March 2026
1. Purpose
This policy outlines the responsibilities of parents, guardians and caregivers during training sessions and game days to support the safety, wellbeing and enjoyment of all players, volunteers and families at South Yarra Soccer Club Juniors.
South Yarra Soccer Club (SYSC) is a small, community-run club that relies on the support, cooperation and participation of families to operate effectively. By working together respectfully and responsibly, we aim to provide a positive football environment where children can enjoy the game, develop their skills and build confidence.
2. Community Club Expectations
SYSC operates through the efforts of volunteers and the participation of families. Parents, guardians and caregivers are expected to support the club by contributing positively to the community and assisting with volunteer activities where possible.
Parents and caregivers are encouraged to:
support a respectful and inclusive environment for all players and families
assist with volunteer roles or club activities where possible
follow club policies and guidance from coaches, team managers and club officials
contribute to maintaining a safe and positive environment for players
Any parent or caregiver volunteering in roles involving children must hold a valid Working With Children Check (WWCC) and provide their WWCC details to the club prior to undertaking those duties.
3. Supervision and Duty of Care
Coaches are responsible for facilitating training sessions and games. They are not responsible for supervising children before or after these activities.
Parents, guardians and caregivers remain responsible for ensuring their child is appropriately supervised outside of the scheduled training session or game.
If a parent or caregiver drops their child off and leaves the grounds, they must ensure that a responsible adult has agreed to supervise their child.
The supervising adult must:
have the parent or caregiver’s explicit approval
be identified in the team communication channel (such as the team WhatsApp group)
have access to the parent or caregiver’s contact details in case of emergency
The clubroom should be used as the designated drop-off and pick-up area, as other areas of the park may not always be clearly visible or well lit, particularly during winter months.
Parents and caregivers should:
ensure their child arrives at least 5 minutes prior to training so sessions can commence on time
arrive at least 5 minutes before training or the game finishes to collect their child
keep their mobile phone accessible in case they need to be contacted
If a child is not collected after training or a game, a responsible adult will remain with the child at the clubrooms until the parent, guardian or caregiver arrives.
If you are running late, please ask your child to wait at the clubroom area with a responsible adult. The surrounding park and public areas may present hazards, particularly in low light or poor weather conditions.
4. Drop-Off, Pick-Up and Transport Arrangements
For safety and communication purposes:
the clubroom should be used as the designated meeting point for drop-off and pick-up
parents and caregivers should inform team management if alternative transport arrangements are required
if a player travels to or from training or games using a rideshare service, the coach or team manager should be informed in advance
5. Attendance, Absences and Preparation
Regular attendance and preparation help ensure training sessions and games run smoothly for all players and volunteers.
Parents, guardians and caregivers should inform the coach or team manager if their child will be absent from training sessions or games. Where possible, notice should be provided in advance through the team communication channel so coaches can plan training sessions and team line-ups appropriately.
Players are expected to arrive prepared with the appropriate equipment, which may include:
football boots suitable for the playing surface
shin guards & football socks
a water bottle
appropriate training or playing attire
If a player forgets essential equipment such as boots or shin guards, they may not be able to fully participate in the session for safety reasons.
Parents and players are encouraged to label personal equipment and clothing to reduce the likelihood of items being misplaced. While the club will assist where possible, SYSC cannot guarantee the recovery of lost items.
6. Parent and Carer Conduct, Communication and Online Behaviour
Parents and caregivers contribute significantly to the culture and atmosphere of the club. All members of the SYSC community are expected to communicate respectfully and support a positive environment for players, coaches, volunteers and families.
When attending training sessions or games, parents and carers are asked to:
support a positive and respectful environment
allow coaches to lead training sessions without interruption
raise any concerns with coaches or team managers at an appropriate time
supervise any siblings or other children attending the session
demonstrate respectful sideline behaviour during games and training
Parents and carers should avoid directly addressing behavioural concerns with children who are not their own. If concerns arise, they should be raised with the coach, team manager, club official or Child Safety Officer so the matter can be addressed appropriately and respectfully.
Communication Expectations
SYSC relies on clear and respectful communication between families, coaches, team managers and club officials.
Parents, guardians and caregivers are expected to:
communicate respectfully in all interactions with coaches, volunteers, referees and other families
use team communication channels (such as the team WhatsApp group) appropriately and constructively
raise concerns directly with the relevant coach or team manager in the first instance
allow reasonable time for volunteers to respond to messages or requests
avoid using group chats or public forums to raise complaints or criticise individuals
Constructive feedback is welcomed when communicated respectfully and through the appropriate channels.
Social Media and Online Conduct
All members of the SYSC community are expected to comply with the club’s Social Media Policy when posting or engaging online.
Parents, players and supporters must not:
post abusive, defamatory or disrespectful comments about players, coaches, referees, volunteers or other families
share images, videos or information involving players without appropriate consent
post content that could harm the reputation of the club or its members
Online behaviour should reflect the same standards of respect and sportsmanship expected at training sessions and games.
7. Medical Consent and Emergency Contact
Parents, guardians and caregivers should keep their mobile phone accessible during training sessions and games in case of emergency.
If a child requires medical attention, parental or guardian consent may be required. Coaches, volunteers or other parents cannot provide medical consent on behalf of a parent or guardian.
Parents and caregivers must ensure their contact details remain current with team management.
8. Weather and Safety Conditions
Training sessions or games may be cancelled, postponed or stopped if weather conditions pose a safety risk, such as lightning or extreme weather.
Parents and caregivers are encouraged to check the club’s official communication channels, including the team WhatsApp group, for updates before arriving at the grounds.
9. Dogs and Other Children at the Grounds
To help maintain a safe environment:
dogs must remain on a leash and be supervised at all times
council regulations require dogs to be leashed within 20 metres of organised sport
dog owners are responsible for cleaning up after their pets
siblings and other children attending sessions remain the responsibility of their parent or caregiver
10. Supporting Players with Additional Needs
SYSC welcomes players of diverse abilities and backgrounds and aims to support inclusive participation wherever reasonably possible.
Where a player may require additional supervision or support due to learning needs, behavioural challenges or other circumstances, the club may ask parents, guardians or caregivers to remain present during training sessions or games.
Parents and the club are encouraged to work collaboratively to determine appropriate support arrangements. As a volunteer-run club with limited resources, the club may require additional parental involvement to help ensure a safe and positive experience for all participants.
11. Volunteer Participation and Working With Children Checks
SYSC relies on volunteers to support coaching, team management, match day organisation and club activities.
Parents and caregivers are encouraged to contribute where possible to support the club community.
Any person volunteering in roles involving children must hold a valid Working With Children Check (WWCC) and provide their WWCC details to the club prior to commencing their role.
12. Respectful Behaviour and Club Culture
SYSC is committed to maintaining a respectful and inclusive environment for players, volunteers, officials and families.
Behaviour that is abusive, threatening, discriminatory or intimidating towards any member of the club community will not be tolerated.
If inappropriate behaviour occurs, the club may take steps to address the matter, which may include:
speaking with the individual to address the behaviour
issuing a warning where appropriate
asking the individual to leave the activity or club environment
Where behaviour continues to impact the safety or wellbeing of others, further action may be taken in accordance with club policies.
13. Commitment to a Positive Club Environment
South Yarra Soccer Club values the support of parents, guardians and caregivers in helping to create a safe, inclusive and enjoyable football experience for all players and volunteers.
By working together respectfully and supporting one another, we can ensure that SYSC remains a welcoming and positive community for everyone involved.