1. Purpose

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PS OLYMPIC is committed to providing a positive, inclusive, and developmental sporting environment for all players.
This policy outlines the principles and procedures under which players may be retained or released from squads or club activities, ensuring fairness, accountability, and the best experience for everyone involved.

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2. Scope

This policy applies to all registered players of PS OLYMPIC across all youth age groups, squads, and academy levels.
It is designed to guide team selections and ensure that all participants benefit from a safe, respectful, and committed environment.

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3. Retention Principles

Players will generally be retained from season to season as long as they:
- Attend training and matches regularly
- Show respectful behaviour towards coaches, teammates, officials, and volunteers
- Make an effort to learn, participate, and improve
- Comply with the club’s Code of Conduct
- Support a positive team environment

PS OLYMPIC aims to retain players wherever possible, especially those who show commitment and a willingness to grow, regardless of skill level.

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4. Grounds for Release

A player may be released (i.e., not invited to return for the next term or season, or asked to leave the squad) under the following circumstances:

4.1 Persistent Non-Attendance
- Regular absence from training or matches without reasonable explanation
- Disruption to team cohesion due to inconsistent participation

4.2 Behavioural Issues
- Repeated poor conduct (e.g., verbal abuse, aggression, bullying)
- Disrespect towards coaches, volunteers, referees, or other players
- Breaches of the club’s Code of Conduct or safeguarding policies

4.3 Lack of Commitment
- Demonstrated unwillingness to engage with training or team values
- Consistent failure to follow instructions or cooperate with team activities

4.5 Safeguarding Concerns
- Any serious incident involving safeguarding or safety may lead to immediate suspension or release, in line with the club’s safeguarding policy.

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5. Process for Release Decisions

Step 1 – Informal Warning
Coaches or coordinators will speak with the player (and parent/guardian if under 18) to discuss concerns and give the player a chance to improve.

Step 2 – Formal Discussion
If issues continue, the Club Welfare Officer or a senior club volunteer will hold a meeting to review the situation.

Step 3 – Written Notification
If a release decision is made, the player (and parent/guardian if applicable) will be informed in writing, with a clear explanation and (where possible) support or recommendations for next steps.

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6. Appeals

Players or parents/guardians may appeal a release decision within 7 days of notification by writing to the Club Chairperson.
Appeals will be reviewed by a panel of at least two senior volunteers not involved in the original decision.

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7. Values and Support

As a charity, PS OLYMPIC is committed to supporting young people and amateur athletes. Where possible, the club will:
- Offer second chances where improvement is possible
- Provide constructive feedback and development opportunities
- Signpost to alternative sports or community activities if a player cannot continue with PS OLYMPIC

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8. Age Group Guidance

Ages 6–11
- All teams are for development; PS OLYMPIC does not retain or release at these ages.
- If players differ significantly in ability, coaches should create an action plan to support development and give further opportunities to practice or play more.
- If conduct of a player or parent/carer is concerning, follow the Club Code of Conduct and engage with the welfare officer before making any decisions.

Ages 12–16
- Teams may focus on winning or development, depending on the coach’s ethos.
- If player ability differs, create an action plan first. Do not move to release unless no improvement occurs.
- If release is necessary:
  • Ensure all previous steps have been followed.
  • Hold a face-to-face meeting with the player, parent/guardian, and a PS OLYMPIC Committee member to discuss reasons and next steps.
  • Never handle this via text, WhatsApp, email, or phone call.

Ages 16+
- Treated as performance age groups.
- Normal trials, retain, and release processes apply through designated meetings and communication.

Approved by:
PS OLYMPIC Committee

Effective Date: 17/11/2025
Next Review Date: 01/06/2026

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