Electronic Communication Policy
HMST recognizes the prevalence of electronic communication and social media in today’s world. Many of our swimmers use electronics for their primary method of communication. While the team acknowledges the value of these methods of communication, the team also realizes that there are associated risks that must be considered when adults use these methods to communicate with minors.
All communication between a coach or other adult and an athlete must be professional in nature and for the purpose of communicating information about team activities. The content and intent of all electronic communications must adhere to the USA Swimming Code of Conduct regarding Athlete Protection.
For example, as with any communication with an athlete, electronic communication should not contain or relate to any of the following:
- Drugs or alcohol use
- Sexually oriented conversation, sexually explicit language, or sexual activity
- The adult’s personal life, social activities, relationship or family issues, or personal problems
- Inappropriate or sexually explicit pictures
Any communication concerning an athlete's personal life, social activities, relationship, family issues. or personal problems must be transparent, accessible and professional.
Whether one is an athlete, coach, board member, or parent, the guiding principle to always use in communication is to ask: “Is this communication something that someone else would find appropriate or acceptable in a face-to-face meeting?” or “Is this something you would be comfortable saying out loud to the intended recipient of your communication in front of the intended recipient’s parents, the coaching staff, the board, or other athletes?”
With respect to electronic communications, a simple test that can be used in most cases is whether the electronic communication with swimmers is transparent, accessible, and professional.
Transparent: All electronic communication between coaches and athletes should be transparent. The communication should not only be clear and direct, but also free of hidden meanings, innuendo, and expectations.
Accessible: All electronic communication between coaches and athletes should be considered a matter of record and part of the team’s records. Whenever possible, include another coach or parent in the communication so that there is no question regarding accessibility.
Professional: All electronic communication between a coach and an athlete should be conducted professionally as a representative of the Team. This includes word choices, tone, grammar, and subject matter that model the standards and integrity of a staff member. If your communication meets all three of the TAP criteria, then it is likely your method of communication with athletes will be appropriate.
Facebook, Instagram, Snapchat, Blogs, and Similar Sites
Coaches may have personal social media accounts, but they are not permitted to have any athlete member of the team join their personal page as a “friend.” A coach should not accept any friend request from an athlete. In addition, the coach should remind the athlete that this is not permitted. Coaches and athletes are not permitted to privately message. Coaches and athletes are not permitted to “instant message” each other through social media. The Team has an official Facebook page that athletes and their parents can join for information and updates on team-related matters.
Coaches are encouraged to set their pages to “private” to prevent athletes from accessing the coach’s personal information.
Text
Subject to the general guidelines mentioned above, texting is allowed between coaches and athletes during the hours from 7am until 9pm. Texting only shall be used for the purpose of communicating information directly related to team activities.
Athletes and coaches may use email to communicate between the hours of 7am and 9pm. When communicating with an athlete through email, a parent, another coach, or a board member must also be copied.
Requests to Discontinue Electronic Communications
The parents or guardians of an athlete may request in writing that their child not be contacted by coaches through any form of electronic communication. Please send this request in writing to [email protected].
