Policies & Guidelines
A Clear Guide to Our Club Standards
Southwest United SC brings together players, families, coaches, staff and volunteers around a shared love of soccer. Clear policies help everyone understand their responsibilities, find the right support and take part with confidence.
This page brings our policy resources together in one place. It covers athlete protection, player health and safety, codes of conduct, club administration, financial policies and team travel. Whether you are registering a player, joining a coaching team or preparing for a tournament, use the sections below to find the documents relevant to your role.
The descriptions on this page are an overview. Please read the full policy documents for their requirements, procedures, conditions and any applicable deadlines. If you need help understanding which document applies to your situation, contact info@swu.ca.
01. Safe Sport
A positive soccer experience depends on an environment where young athletes feel safe, respected and supported. Our Safe Sport resources explain the club's approach to screening, adult supervision, appropriate interactions and reporting concerns. These resources are relevant to coaches, staff, volunteers, parents and guardians involved in youth programming.
Vulnerable Sector Police Information Check — ADM-25-01
This policy explains the screening approach used to help protect youth athletes from people whose history or behaviour may present a risk. Read the full document for the roles it covers, the checks involved and the steps relevant to your responsibilities within the club.
Read the screening policy (PDF)
Rule of Two — ADM-25-02
The Rule of Two supports accountable coaching and supervision when adults work with minor athletes. It addresses situations in which a young person could otherwise be alone with one adult. Coaches, volunteers and families should consult the policy for how the principle applies to club activities.
Read the Rule of Two policy (PDF)
Reporting Inappropriate Behaviour — ADM-25-03
Knowing how to raise a concern is an important part of protecting participants. This policy explains the steps for reporting suspected inappropriate behaviour and identifying the appropriate contacts. Use the published procedure when seeking guidance about a concern involving conduct within SWU programming.
Read the reporting procedure (PDF)
Anti-Bullying, Anti-Cyberbullying & Anti-Discrimination — ADM-25-08
This policy addresses bullying, cyberbullying, harassment and discrimination across club activities. It supports a respectful environment for players, coaches, staff, volunteers and families. Review the document for its scope, expectations and approach to concerns involving harmful or discriminatory behaviour.
Read the anti-bullying and anti-discrimination policy (PDF)
Adults Interacting with Children in Sport
These guidelines explain expectations for adults interacting with athletes under 18. They cover appropriate behaviour, communication and supervision, along with guidance on raising concerns. They provide a useful reference for adults helping create a safe and supportive experience for young participants.
Read the guidelines for adults (PDF)
02. Player Health & Safety
Playing conditions, weather and activity-related risks require careful attention. This section brings together the published guidance and insurance resources provided through Alberta Soccer and EMSA. Consult the relevant document for the specific procedures that apply; the summaries below do not set weather thresholds or determine insurance coverage.
Air Quality Awareness
Air quality can affect outdoor soccer activities. These resources explain the air-quality monitoring and decision-making procedures relevant to Alberta Soccer and EMSA club programming. Read the appropriate procedure for the competition or program involved.
Extreme Heat Events
The Extreme Heat Event Guide provides a reference for soccer activities affected by hot weather. Consult the guide for the published considerations and procedures relevant to those conditions.
Read the Extreme Heat Event Guide (PDF)
Lightning & Severe Weather
This policy provides the applicable guidance for lightning and severe weather. Team members and families can use it to understand the procedures relevant to weather-related interruptions and decisions about play.
Read the Lightning Safety / Severe Weather Policy (PDF)
Drones at Soccer Activities
Alberta Soccer's position on unmanned aircraft systems provides a reference for drone use around soccer activities. Consult the document when considering filming or other drone-related activity.
Read Alberta Soccer's position on drones (PDF)
Accident Claims & Insurance Resources
Insurance arrangements have their own eligibility requirements, conditions and documentation. Review the applicable information before assuming an activity, expense or claim is covered. The resources below include insurance information, travel-related coverage material, consent documentation and an insurance certificate request form.
03. Codes of Conduct
Everyone contributes to the atmosphere around a team. The way players compete, adults communicate and staff lead affects the experience of others. This section includes SWU's role-specific codes and the conduct resources published by EMSA and Alberta Soccer. Read the documents relevant to your role and the activities in which you participate.
Player Safety Code of Conduct
The Player Safety Code focuses on a safe, respectful and inclusive environment across SWU programs and activities. It provides a reference for expectations connected to participant safety and wellbeing.
Read the SWU Player Safety Code of Conduct (PDF)
Player Code of Conduct
The Player Code explains expectations for representing a team, the club and the wider community responsibly. Players and families can use it to understand the standards associated with participation and sportsmanship.
Read the SWU Player Code of Conduct (PDF)
Parent & Guardian Code of Conduct
Parents and guardians help shape a child's experience of sport. This code explains the expectations relevant to supporting players and contributing to a respectful, positive soccer environment.
Read the SWU Parent / Guardian Code of Conduct (PDF)
Team Staff Code of Conduct
Coaches and other team staff serve as leaders and role models. This code provides the club's expectations for those responsibilities and the conduct associated with working with players and families.
Read the SWU Team Staff Code of Conduct (PDF)
EMSA Codes of Conduct
These documents set out EMSA's conduct expectations for players, coaches, volunteers, parents and spectators. They are an additional reference for members participating in the EMSA soccer environment.
Read the EMSA Codes of Conduct (PDF)
Alberta Soccer Code of Conduct
Alberta Soccer's Code of Conduct outlines behavioural expectations within its programs, activities and events. Consult it alongside the applicable club and competition documents when identifying the standards relevant to your participation.
Read the Alberta Soccer Code of Conduct (PDF)
04. Discipline & Appeals
If a concern involves conduct, a disciplinary decision or an appeal, it is important to identify the process that applies to the particular matter. Responsibilities may involve the club or the relevant soccer association, depending on the issue and the activity concerned.
No separate downloadable policies are currently listed in this category. For guidance, contact the club and ask which procedure, decision-making body and submission requirements apply. Where an appeal is involved, confirm any applicable deadlines directly through the relevant published process.
Administrative questions, such as schedules, team arrangements or program information, can also be directed to the club so they reach the appropriate person. A misconduct or athlete-safety concern should be raised through the applicable reporting procedure listed in the Safe Sport section.
Ask about the applicable process
05. Administration & Governance
Clear administration helps families understand registration arrangements and supports responsible management of club resources. The documents in this section cover registration and payments, fundraising, investment oversight, and equity, diversity and inclusion. Read the full documents when making decisions that depend on their specific requirements.
Registration, Refund & Delinquent Payment Policy — ADM-25-06
This policy explains registration requirements, refund eligibility and procedures, and the handling of outstanding payments. Families should review it before registering, requesting a refund or seeking clarification about an account. Refund amounts, conditions and deadlines are governed by the policy rather than this overview.
Read the Registration, Refund & Delinquent Payment Policy (PDF)
Fundraising Policy — FIN-25-01
Team fundraising involves responsibilities beyond collecting money. This policy explains the planning, approval and conduct of fundraising activities, together with the handling and accounting of funds. Team representatives and volunteers should consult it when preparing a fundraising activity.
Read the SWU Fundraising Policy (PDF)
Investment Policy — FIN-25-02
The Investment Policy provides the framework for managing and investing club funds. It addresses stewardship, oversight and reporting, supporting a clear understanding of how financial resources are managed within the club's governance arrangements.
Read the SWU Investment Policy (PDF)
Equity, Diversity & Inclusion Policy
This policy explains SWU's commitment to an equitable, diverse and inclusive club environment. It is relevant to players, families, staff and volunteers seeking to understand the club's approach to participation and belonging across its activities.
Read the Equity, Diversity & Inclusion Policy (PDF)
06. Technical Development
Players and families may have questions about evaluations, development opportunities, program expectations or the pathway between age groups and levels of play. The appropriate guidance depends on the program and the current season.
No downloadable technical development policies are currently listed in this category. For current information, contact SWU and identify the player's age group, program and the question you would like clarified. This helps the club direct your enquiry to the appropriate person and provide information relevant to your circumstances.
For program-related questions, use current club communications and confirmed program information rather than assuming arrangements from a previous season still apply.
Contact SWU about technical development
07. Tournaments & Travel
Tournaments and travel give teams opportunities to compete, develop and spend time together. They also involve responsibilities away from the usual training and match environment. These documents provide a reference for the conduct and planning associated with representing Southwest United at events away from home.
Travelling Athlete Code of Conduct
Travelling athletes represent their team and club beyond the field of play. This code explains the expectations associated with that responsibility. Players and families should review it when preparing for a team trip or competition that involves travel.
Read the Travelling Athlete Code of Conduct (PDF)
Best Practices for Tournaments & Travel
These best practices support teams preparing for tournament participation and travel. They provide a shared reference for coaches, team representatives and families, with an emphasis on representing SWU through respectful behaviour, fair play and sportsmanship throughout the event experience.
Read the Best Practices for Tournaments & Travel (PDF)
Finding the Right Information
Start with the section that relates most closely to your question, then read the complete document linked beneath the relevant heading. Some situations involve more than one resource—for example, a team trip may involve travel conduct, Safe Sport considerations and insurance information.
If a document does not answer your question, ask the club for clarification before relying on an assumption. When contacting SWU, include the policy title and a brief description of the issue so your enquiry can be directed appropriately. For a conduct or safety concern, follow the relevant reporting procedure rather than posting personal details publicly.
Questions About a Policy?
We want players, families, coaches and volunteers to be able to find and understand the resources relevant to their involvement with Southwest United.
For a copy of a policy document, help locating information or clarification about which procedure applies, contact info@swu.ca.