Privacy Policy

Policy statement:

The Smoke and Vape Free Policy is committed to ensuring a healthy environment for all members, players, spectators, and visitors by implementing a smoke and vape free policy. This policy complies with the Tobacco Act 1987 (VIC) and other legal obligations and aims to reduce exposure to second-hand smoke and vape emissions, while promoting positive role-modelling for juniors and a supportive environment for those trying to quit. The policy applies to all members, including administrators, officials, coaches, players, spectators, visitors, and volunteers at [Name of sports club], and is effective from [Insert date].

Purpose

The aim of this policy is to protect the health and wellbeing of all members, players, spectators, and visitors by ensuring that Smoke and Vape Free Policy remains a completely smoke- and vape-free place.

Supplementary information:

• Tobacco Act 1987 (VIC): Bans smoking, including e-cigarettes, within 10 metres of an outdoor public sporting venue during an organised underage sporting event or training session. Playgrounds are also now permanently smoke and vape free. In addition, from 1 August 2017, it will be illegal to use electronic cigarettes in legislated smokefree areas.
• Common law: The club has a legal duty to ensure that employees, volunteers, members, spectators, players, officials, and visitors are not exposed to potentially harmful situations.
• Effects on others: Second hand smoke, including emissions from e-cigarettes, is irritating and harmful to the health of other people, even when outdoors. Children may be at risk of swallowing discarded cigarette butts, which may cause symptoms of nicotine poisoning such as vomiting.

• Position on electronic cigarettes (vapes): Electronic cigarettes can be harmful to both users and those exposed to second hand vape emissions, and their use might encourage children and young adults to view smoking and vaping as normal or appealing. As a result, this policy prohibits the use of electronic cigarettes, along with traditional cigarettes, in all designated smokefree areas. Furthermore, the sale of tobacco products and e-cigarettes is not permitted at the club.

Definitions

• Second hand smoke and vape emissions: Smoke that comes from the burning of a tobacco product or that is exhaled by a person who is smoking a tobacco product, or emissions that come from an e-cigarette or are exhaled by someone who is using an e-cigarette. Inhaling second hand smoke or vape emissions is called involuntary or passive smoking.
• Forms of smoking: This includes the use of traditional cigarettes, e-cigarettes (vapes), and any other tobacco-related products.

• Smoke- and vape-free areas: Areas where smoking and vaping are not permitted. Smoke- and vape-free areas may support people who are trying to quit or reduce their cigarette consumption. They also help reduce cigarette butt and e-cigarette litter and reduce fire risks.

 

Policy Procedures

Club Environment

• Smoke and Vape Free Policy complies with all relevant tobacco legislation and ensures that no one is exposed to second-hand smoke or vape emissions at any planned events.
• The Smoke and Vape Free Policy requires all playing and viewing areas of the [Name of sporting ground/facility] to be smoke- and vape-free.
• The Smoke and Vape Free Policy has a single designated smoking/vaping area located [insert location].
• The smoke- and vape-free status of the club will be clearly indicated with signage at entrances and throughout the club grounds and promoted in club materials.

Club Connections

• Officials, members, players, and families are given the opportunity to develop and action ideas and activities related to smoking and vaping using [Describe method of gathering feedback e.g. end of season club survey].

• Opportunities for education on smoking and vaping, such as workshops and access to information at club facilities, will be provided. The club will also actively promote Quitline and other smoking/vaping cessation resources to support members in quitting smoking or vaping.

Club Culture

• Club leaders, officials, and senior members will model smoke- and vape-free behaviours, particularly when acting in official capacities or representing the club in uniform.

Compliance

To ensure that all members, participants, and visitors adhere to the club’s policies and maintain a respectful, safe environment, the following non-compliance procedure will be implemented, adhering to Volleyball Victoria’s Constitution and principles of governance:

1. Initial Warning and Education
   • In case of a policy violation, the individual(s) will be informed of the breach and provided with an explanation of the specific policy and its importance. This is intended to educate and promote understanding, encouraging voluntary compliance.
2. Formal Warning
   • If non-compliance persists after the initial warning, a formal notice will be issued by at least two club officials or Integrity Unit representatives. This warning will outline the nature of the breach, the expected corrective actions, and the potential consequences for further violations.
   • The warning will be documented and stored in the club’s records, in compliance with the Constitution’s procedures on record-keeping.
3. Escalation to Disciplinary Action
   • Should the individual continue to breach the policy after the formal warning, the matter will be escalated to the club’s Integrity Unit or committee, who will review the situation in accordance with Rule 10 of Volleyball Victoria’s Constitution.
   • Possible actions include:
     1. Suspension from club activities.
     2. Expulsion from the club as outlined in Rule 10.2 of the Constitution.

• Fining, where applicable.

1. Other corrective or educative measures deemed appropriate by the board.

4. Appeals Process
   • The individual(s) may appeal any decision through the grievance procedure outlined in Rule 24 of Volleyball Victoria’s Constitution. A mediator may be appointed if the parties are unable to resolve the dispute internally. This ensures that individuals have a fair opportunity to present their case.
5. Reporting and Documentation
   • All incidents of non-compliance will be documented and reported to the club’s Board, in accordance with Rule 8.1 regarding the register of members and records management. This ensures transparency and proper follow-up for any policy violations.
6. Final Decision
   • All decisions regarding serious disciplinary actions (such as suspension or expulsion) will be made by the Board in alignment with Rule 10.4, ensuring that the member has been given the opportunity to be heard and that all actions are based on fair consideration.

This procedure ensures consistency with the club’s constitution while promoting compliance and integrity across all activities. Reviewing and adaption Smoke and Vape Free Policy is committed to regularly reviewing and adapting the Smoke and Vape Free Policy. This policy will be reviewed annually, with amendments made as required. For further guidance please see [insert link to league guidelines]. Feedback process: Club members are encouraged to provide feedback on the policy or report concerns to the committee, which will be reviewed and addressed in a timely manner.

Policy approval date:     /    /
President (name, signature): ____________________________
Vice President (name, signature): ________________________
 
This policy was last updated on:    /    /
Next review date:    /    /