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 Club Operating Procedures Guidance for Clubs

The below checklist and supporting information, combined with your updated risk assessment and safety policy will help you develop new operating practices for your club.

Rowing clubs are hugely varied in the extent of their facilities and access to water, so the supporting information is meant as a prompt to help you think and plan rather than direct you to any specific solution. You may need to try several solutions to a problem before you find one that works well for you. You should periodically be seeking feedback from your members and reviewing your procedures.

Attendance Rota and Record

Checklist of Actions

Support Information

  • Attendance Rota

Clubs should manage the number of people who are attending their boathouse at the same time.

The rota should manage:

    • Who is attending
    • When and for how long
    • What equipment they will use

You need to leave enough gaps between sessions that rowers are not crossing over. How long does it take to prepare, launch, row, land and pack up at your facility?

  • Attendance Record

Ideally, this should be separate from any booking system or rota as plans can change and this should be a record of what occurred. This will help track potential transmissions of COVID-19

Clubs should have a record of:

    • Who was at their facility
    • When they arrived
    • When they left
    • What equipment they used
  •  Infection Risk
Think carefully about the use of physical pens and paper/whiteboards and the infection risk these might present. Consider technological solutions such as an online booking system or spreadsheet – this removes infection risk from a paper-based system.
  • Privacy

Your privacy policy may need updating if you were not recording this information before.

How long will you hold this data?

You need to hold the data only for as long as it is needed. The World Health Organisation says COVID-19 symptoms typically take 5-6 days to develop after infection, but can be up to two weeks. We recommend that holding the data for between 2 weeks and one month would be appropriate.

Who will have access to it and where will it be stored?

You have an obligation to protect the information of your members. How will you ensure the data you collect is secure?

What will you do with it?

You will use this information to contact members who have potentially been exposed to an infected person.

Opening, Preparing & Closing Your Facility

Further support on opening and closing your facility can be found from the facility recommissioning guidance and Health Protection Scotland

 Checklist of Actions

 Support Information

  • Who will have responsibility for opening and closing your facility?

Will this be a dedicated person each day?

Will they remain at the facility while it is open?

How will you ensure they are not mixing with more than the allowed households per day?

How will you make sure this done safely? Think about things like gates, padlocks, door handles.

  •  How will others gain access?
 

Can you prop doors open to minimize contact of shared surfaces?

Are you able to set up one-way entry and exit?

  •  Prepare equipment cleaning station
 

Ensure rowers have access to the necessary cleaning equipment and it is laid out ready for use.

Make sure consumable products (e.g. soap, disposable gloves) are topped up.

  •  Prepare hand washing stations
 

Ensure visitors have easy access to hand washing facilities at your facility, especially on entry and exit.

Make sure consumable products (e.g. soap, disposable gloves) are topped up.

  •  Prepare equipment
 Ensure shared equipment is easily accessible and rowers can retrieve it with minimal time inside the facility and minimal contact with other surfaces

Cleaning & Hygiene

Further support on cleaning and hygiene in your facility can be found from the facility recommissioning guidance and Health Protection Scotland

Checklist of Actions

Support Information

  • Shared Equipment

Minimise the use of shared equipment where you can.

Shared equipment should be cleaned before and after each use.

Document the cleaning procedure and publicise it to your members.

Viruses survive longest on hard metal and plastic surfaces (3 days or more), and less well on soft surfaces, target the priority areas such as blade handles, seats and areas on a boat used for carrying.

Where will club members access water and soap for cleaning equipment?

How will you ensure taps are dis-infected after each use?

  • On-going facility cleaning

Open areas of a facilities should be cleaned daily.

Regular deep cleaning should take place in open areas of a facility.

Who will perform this cleaning? When?

  • Hand Washing

Easy access to handwashing facilities is essential.

Visitors need to be able to clean their hands before or immediately upon entering and exiting a facility.

If it is not possible for visitors to access a sink, then you will need to provide products such as alcohol-based hand sanitiser.

  • Toilets

Care should be taken to clean toilets areas regularly, making sure there is time after cleaning and before the next usage.

Toilets should be flushed with the lid down.

Toilets should be well ventilated.

Rowing Activity

Checklist of Actions Support Information
  • Boat bay access and trestling boats

How big is your boat bay? How many people can fit in while maintaining 2m physical distancing?

Can you need to implement a one way or one in/one out system?

How will rowers use the space outside when preparing boats for or returning from an outing, can you mark out the area to maintain 2m distance?

  • Water access: walkways, pontoons, steps etc

Do you need to implement a one way or one in/one out system on the way to your water?

How many people can launch or land simultaneously?

Who has priority if someone is trying to launch and land at the same time? How will you maintain physical distancing here?

Can you have dedicated launching and landing areas keep people distanced?

Communication & Compliance

Checklist of Actions Support Information

 

  • Communicating your new rules to your members

How will you ensure your members know about the new rules and procedures?

Consider placing signs in key areas reminding club members of the new procedures.

  • Checking members are complying with your new rules
 

Think about how you will enforce your new rules and your rota.

Can you change the locks at your facility or re-program fobs?

What action can you take against members who do not follow the rules?

  •  Participant groups
 

Based on your risk assessment, you may find some of your members will be able to do different things than others.

For example, experienced adult rowers will probably be able to return to on water rowing faster than inexperienced juniors because they are more independent and competent.

How will you communicate this with members?

 

  •  Listening to your members
 You should seek feedback from the people using your facility and make changes if things are not working as intended.

Trial & Review

Checklist of Actions Support Information

 

  • Trial Run

Once you have created your plans, perform trial runs to make sure they work.

If you make significant changes you may need to perform another trial before finalising your procedures.

 

  • Review

It will be difficult to get everything right the first time.

Listen to feedback from your members.

Guidance and advice will change as the pandemic progresses.

You should frequently review your risk assessments, safety policy and operating practices.

Return to Rowing Resources

The Return to Rowing Toolkit contains resources and templates to assist clubs prepare for a return to rowing activity in a COVID-19 world. The Toolkit contains the following documents:

  1. Facility Recommissioning
  2. Modifying your Risk Assessment
  3. Updating your Operating Procedures
  4. Updating your Safety Policy

These documents will also signpost you to other expert resources.

Scottish Government Routemap

sportscotland COVID-19 Information