Welcome, and thank you. Grays Athletic was founded in 1890, and our Community Academy carries that history into every age group, from our youngest players to our U18s.

Our youth section exists for one reason: to give every child in Grays the chance to play football in a safe, friendly and well run club, and to grow as a player and as a person.

Being a Grays manager is a big job and an important one. Players and parents will look to you as the face of the club. We ask a lot of our managers, and in return the committee will support you, back you and be there when you need help.

This handbook applies to every manager, coach and assistant coach at Grays Athletic Youth. It explains how we do things here, what we expect of you, and where to go for help.

• Managers lead the team, run matchdays and are responsible for everything in this handbook.
• Assistant coaches support the manager and follow the same standards.

How it fits with other rules: FA rules and the law always come first. League rules come next. Club policies, such as our Anti-Bullying Policy, sit alongside this handbook. If anything here seems to clash with an FA or league rule, the FA or league rule wins, and please let the committee know.

For quick help on the touchline, use the Coaches Pack. This handbook is the full detail.

Player first. The wellbeing, safety and enjoyment of every player comes before winning.

Development over results. We want players who love the game and keep improving. A season where every player gets better is a good season, whatever the league table says.

Respect for everyone. Referees, opposition, parents and our own players. We shake hands, win well and lose well.

How we want to be seen: players should feel valued, parents should feel their child is safe and well coached, and opposition clubs should leave saying Grays are a good club to play against.

What we expect from managers: calm on the touchline, organised, on time, and an example for the players at all times.

Who to contact

Every new manager or coach goes through the same steps before working with players.

1. Speak to your age group lead about the role.
2. Approval by the committee.
3. FA DBS check, arranged through Cheryl Middleton. You cannot coach until it is cleared. Renew every 3 years.
4. FA Safeguarding Children course. Renew every 3 years.
5. EE Playmaker, free online. Required for every Grays coach.
6. Induction with your age group lead, including this handbook and the Coaches Pack.

Advised: Introduction to First Aid in Football and Introduction to Coaching Football.

Assistant coaches follow exactly the same steps. Parents who help now and then must still be DBS checked before they help with sessions.

Keeping children safe is the most important part of your role. If you are ever unsure, speak to Cheryl Middleton, 07903 396549.

Reporting a concern

Tell Cheryl the same day. If you cannot reach her, contact The FA Safeguarding Team on 0800 169 1863 or Safeguarding@TheFA.com, or the NSPCC on 0808 800 5000.

If a child tells you something

• Stay calm and listen. Do not ask leading questions.
• Never promise to keep it a secret.
• Write down what was said, in their words, with the date and time.
• Tell Cheryl straight away. Do not investigate yourself.

Everyday rules

• Never be alone with a child out of sight of other adults.
• Messages go to parents, not players. Team chats must have at least two adults in them.
• Late collection: two adults wait with the child. Call the parents, then the emergency contacts. Never take a child home on your own. Tell Cheryl afterwards.
• Changing rooms: adults should not be in changing rooms while children are changing. If you must go in, take another adult. No phones or cameras in changing rooms.
• Physical contact: only when needed, for example first aid or showing a technique, and always in the open with permission.
• Transport: parents arrange transport to games. Avoid driving a child on your own. If it cannot be avoided, get the parent's permission first.
• Overnight trips: must be approved by the committee and Cheryl in advance.
• Photos: only with parental consent. Never post a child's full name with their photo.

Concerns about an adult

If you are worried about the behaviour of any adult at the club, including another coach, tell Cheryl. Never deal with it yourself and never discuss it with the person involved. The FA Safeguarding Team can also be contacted directly.

Every manager, player and parent signs The FA Respect Code of Conduct when they join. As a manager you are expected to model it every week.

• Respect the referee's decision, even when you disagree.
• No swearing, shouting at players or arguing with officials.
• Stay in the technical area during matches.
• Shake hands with the opposition and referee at the end of every game.
• Never take part in or allow bullying of any kind. We are a TELLING club.

Dealing with poor touchline behaviour

1. Speak to the parent calmly at a quiet moment, or ask a club official to.
2. If it carries on, ask them to move away from the touchline.
3. Report it to your age group lead after the game.

Breaking the code can lead to a warning, suspension, County FA action, or leaving the club. Read the FA Respect codes.

New players

1. Parent contacts the age group lead, who finds the right team.
2. The player comes to a session to meet the coach and team.
3. The parent signs up and pays the £30 club membership through TeamFeePay. Ask Andy Coultrup for the link.
4. The player is registered with the league before their first match.

Approaching players

Never approach a player from another club, or their parents, about joining Grays without speaking to your age group lead first.

Player information

For every player, keep parent contact numbers, emergency contacts, medical information (including allergies and medication) and photo consent. Keep it private and only share it with people who need it.

Squad sizes

Game time

Every player who is available should get fair game time across the season. Rotate positions, including in goal, so players learn the whole game.

Moving players

Moving a player to another team or age group must be agreed with the age group lead and the parents first.

Attendance and absences

Ask parents to tell you about absences as early as they can. If a player stops coming, check in with the parent kindly. There may be a reason they have not told you.

At Grays, development means helping each player become a better footballer and a more confident young person. We think about four areas:

Age appropriate expectations

• U7 to U9: fun, lots of touches, 1v1 skills, all players try every position.
• U10 to U13: passing and moving, decision making, starting to understand positions.
• U14 and up: tactics, playing as a unit, getting ready for adult football.

Feedback: give every player at least one positive comment each session. Be specific about what they did well and one thing to work on.

Encourage players to enjoy other sports too. Picking one position or one sport too early can hold young players back.

Our coaching philosophy: players learn best when they are having fun, playing lots, and making their own decisions.

Session structure

1. Arrival game (10 minutes)
2. Practice one (15 minutes)
3. Practice two, with opponents (15 minutes)
4. The game (20 minutes)
5. Review (2 minutes)

Good coaching behaviours

• Keep instructions under 30 seconds.
• Ask questions: "What could you do differently?" "Where was the space?"
• Stop the session only when it really helps. Let them play.
• Praise effort and good decisions, not just goals.
• Use positive, clear language. Never shout at a player for a mistake.

Example session plans are in the Coaches Pack.

These are broad principles every age group can work towards, so players move up through the club with the same football ideas.

• Arrive 15 minutes early to set up and check the area is safe.
• Equipment: balls, cones, bibs, goals and a stocked first aid kit at every session.
• First aid: know where the nearest first aid kit and defibrillator are.
• Cancellations: tell parents as early as possible through your team group, and let your age group lead know.
• Weather: stop the session and get everyone off the pitch if there is thunder or lightning. In extreme heat, take regular water breaks.
• Pitch care: do not use pitches that are closed or waterlogged.
• Leaving: do not leave until every child has been collected. Leave the site tidy and secure.

Before the game

• Contact the opposition manager by midweek to confirm the kick off time and venue, with directions and parking.
• Confirm the referee.
• Arrive early. Set up the pitch, check the goals are safe and secure, and put out the Respect barrier.
• Match balls, corner flags, bibs and first aid kit ready.

During the game

• Welcome the opposition and the referee.
• Parents stay behind the Respect barrier.
• Managers stay in the technical area.
• Fair game time for all players.

After the game

• Shake hands, thank the referee.
• Report the result as your league asks.
• Pack away and leave the site tidy.

• Confirm the fixture, kick off time and venue with the home team in the days before.
• Tell parents the meeting time and place, with the postcode.
• Check player availability early so you have enough players.
• Parents are responsible for getting their child to away games.
• Take the first aid kit, player contact details and medical notes.
• Remember you represent Grays. The same standards apply away from home.
• Report any problems with the opposition or venue to your age group lead.

• Whole Game System: player registrations and coach qualifications are held here.
• FA Full-Time: most leagues use it for fixtures, results and tables. Open Full-Time.
• Results: submit on time. Late results can mean a league fine.
• Postponements: tell the league, the opposition and the referee as early as possible, following your league's rules.
• Deadlines: know your league's deadlines for registrations and results.

• Team WhatsApp groups are for team information: training, matches, kit, cancellations.
• At least two club adults in every group.
• Response times: you are a volunteer. It is fine to reply within a day. Do not reply late at night.
• No football arguments on WhatsApp. If a parent wants to discuss selection or development, arrange a short chat in person.
• Start of season meeting: explain how you run the team, game time and what you expect from parents.
• Selection and development: explain decisions calmly and in person, focusing on what the player can work on.

• Use language players understand for their age.
• No private messages to players. Message parents, or use a team group with other adults in it.
• Give feedback in a positive, private way. Praise in public, correct in private.
• Difficult conversations, for example about being dropped, should happen with a parent present or aware.
• Keep personal information about players confidential.

Share these with parents at the start of every season.

• Bring your child on time and collect them on time.
• Tell the manager about absences as early as possible.
• Stay behind the touchline and the Respect barrier.
• Cheer and encourage. Leave the coaching to the coaches.
• Respect the referee, even when you disagree.
• Raise concerns calmly with the manager, not on the touchline or in the group chat.
• Follow The FA Respect Code for parents.

• Sin bins: in grassroots youth football a yellow card for dissent means a temporary dismissal.
• Red cards lead to a suspension. Make sure the player sits out the right games.
• Misconduct charges come through the Whole Game System and have deadlines. Tell Denise Bowers straight away.
• Club discipline: players, parents and coaches who break the code can be warned, suspended or asked to leave the club.
• Serious incidents: report to your age group lead and Andy Coultrup the same day.

• A stocked first aid kit at every session and match.
• Keep emergency contacts and medical notes for every player with you.
• Medication and allergies: know which players have inhalers, allergy pens or other needs.
• Emergency: call 999, give the postcode RM16 4XS for Treetops, and send someone to meet the ambulance.
• Accident reporting: write down what happened and tell your age group lead the same day.

Treetops, Treetops Approach Road, Grays RM16 4XS. One 11v11, one 9v9 and three 7v7 pitches.

• Park in the main Treetops car park, through the school gates. Keep the spaces nearest the pitches free for the gym.
• The cafe has drinks and toilets. Muddy boots off before going in.
• Check goals are safe and secure before use.
• Report any damage or problems to John Bowers, 07375 112640.

Full directions and map are in the Coaches Pack.

Ordering kit: all club kit is ordered through our official Pendle Sportswear club shop. Speak to your age group lead before placing a full team order.

Until this is confirmed, please treat all club kit and equipment as club property. Look after it, keep it clean, and report anything lost or damaged to your age group lead.

• Club membership is £30 a season, paid through TeamFeePay.
• All money should be handled openly, with records kept.
• Never keep team money in a personal account without the committee knowing.

• Speak to Andy Coultrup before approaching any sponsor.
• The club badge can only be used on kit or materials the committee has approved.
• New sponsors must not clash with existing club sponsors.
• All fundraising must be approved by the committee first.

• Consent first: only post photos of players whose parents have given consent.
• No full names with photos of children. First names or no names.
• Do not tag children in posts.
• Keep posts positive. Never criticise referees, opponents or players online.
• Team social accounts must be approved by the committee, with at least two club adults having access.
• Use the club badge and colours (blue, gold and white) correctly.
• If the press or media contact you, pass them to Andy Coultrup.

• Friendlies and tournaments must be agreed with your age group lead before you commit.
• Check the tournament is properly sanctioned by the County FA.
• The same safeguarding rules apply. Overnight trips need committee and Welfare Officer approval.
• Tell parents the full cost up front.
• Tours or matches abroad need FA permission, arranged through the club Secretary.

Football complaints

1. Player or parent speaks to the manager.
2. If not settled, the age group lead.
3. If still not settled, the Community Academy Chairman and committee.

Complaints are always listened to and handled fairly and privately.

• Hold a short review with each player and parent: what went well, what to work on.
• Agree with your age group lead which players are staying, and handle any release conversations kindly and in person.
• Complete the team re-application for the new season.
• Return club equipment and kit.
• Settle any money owed.
• Plan awards and celebrate the season.

If you decide to step down, please give the club as much notice as you can. Before you leave:

• Hand player information to your age group lead, then delete your copies.
• Return all club equipment and kit.
• Hand over any team money with a record.
• Pass on admin access to WhatsApp groups, social media and league systems.
• Introduce the new manager to the players and parents.

Thank you for everything you have given to Grays Athletic.