WhatsApp Groups Communication Guidelines

Written By Susie Walton

WhatsApp groups play an important role in supporting Surrey Hills Netball Club by enabling clear, timely, and efficient communication. These groups help coaches, team managers, parents, and players stay informed and engaged throughout the season. 

Official WhatsApp Groups 

The club uses the following WhatsApp groups: 

  • Announcements 

  • Committee 

  • Team Managers & Coaches 

  • Coaches 

  • Umpires 

  • Team Groups (one per team) 

These groups are primarily a communication channel between the club and parents. At least one parent or guardian of each player must be included in their Team’s WhatsApp group to ensure they receive all relevant messages, plus also be a member of the Announcements group to receive club-wide notifications. Exceptions regarding Team Groups are in place for parents with players over 18 - see section below. 

As a member of these groups, users must adhere to the club’s WhatsApp Code of Conduct. 

Group Administration Responsibilities 

  • Coach Coordinator 
    Ensures all coaches (and their parents/guardians, where applicable) are added to the correct WhatsApp groups. 

  • Team Manager Coordinator 
    Ensures all Team Managers and parents/guardians are added to the appropriate groups. 

PLAYERS OVER 18 YEARS OLD
 
For players who are 18 years or older at the start of a season: 

  • Both the player and their parent will initially be added to the team WhatsApp group and the Announcements group. 

  • Parents may choose to leave the team group chat if they wish. 

  • Parents of players 18 years or older are encouraged to stay in the Announcements group - particularly if they also have younger children in the club. 

PLAYERS AND COACHES UNDER 18 YEARS OLD

Ages 14–17 

Players aged 14 or older may join their team’s WhatsApp group with parent/guardian approval. 

  • Requests must be submitted to the Team Manager, who will escalate to the Team Manager Coordinator and Child Safety Officer for approval and action.  

Ages 12–13 

Exceptions may be considered on a case-by-case basis. 

Privacy and Safety 

Parents and players under 18 are encouraged to consider privacy implications when joining WhatsApp groups. 
 
WhatsApp provides resources such as the Teen Information Centre, which may assist families in understanding privacy settings and online safety. 

Coaches Under 18 

For any coach under 18 years of age, their parent or guardian will be added to all relevant WhatsApp groups to ensure visibility and support. 

Coaching Duos with one coach under 18 and one over 18 

For Coaching duos that are made up of one coach under 18 years of age, and one coach over 18, the parent or guardian will be contacted at the commencement of the season to provide consent to their child coaching with someone over 18, and that they may message their coaching partner directly. 

Social or Unofficial Chat Groups 

We recognise that players naturally form friendships and may create their own social chat groups outside official club communication channels. 

These groups are not monitored or managed by the club, and SHNC does not encourage or condone coaches participating in these social chat groups.  

All communication regarding SHNC netball activity must occur through the official Surrey Hills Netball Club WhatsApp groups, including any notifications of absences and availability in the respective Team groups. 

This protects both players and coaches and supports the club’s commitment to child safety. 

Susie Walton
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