Code of Conduct
The Chicago Smelts are committed to providing an environment for its members that is conducive to the mission of the team. Therefore, all members are expected to follow swimming etiquette and maintain an environment of respect free from harassment and intimidation. They shall refrain from publicly judging, criticizing, or otherwise creating a hostile environment. Physically or verbally abusive behavior is unacceptable at any Chicago Smelts-sanctioned activity or event.
The Chicago Smelts members accept that the opportunity to participate in club activities is a privilege and as such shall conduct themselves with integrity and in a sporting manner. Members shall obey all club, facility, and government-imposed rules, and share the pool and other facilities responsibly and courteously, including following the swimming etiquette.
In matters relating to U.S. Masters Swimming, members shall respect and protect the privileges of others who share and participate in club activities.
Swimming etiquette
Arrive on time. Arrive early (10-15 min before practice), get dressed, shower and be on-deck a few minutes before the start of practice. Latecomers disrupt their lane and the practice, and frustrate the coach if they have to adjust the practice because a swimmer strolls in late. Please be respectful of your fellow swimmers.
Respect the pool rules Clean Bodies = Clean Pool. Showering before swimming keeps our pool water clean and reduces the need for excessive chlorine. Please refrain from swimming if you are sick or have unhealed abrasions.
Spitting, and peeing in the water negatively affect the water quality and can be a disturbance to your fellow swimmers. Therefore, please make use of the bathroom if you need to.
Swim the Coach's Practice. Everyone swims the same practice. Swimming something different interferes with the practice in progress. If you’re having difficulty with a specific set, talk to the coach.
Be aware of your speed relative to others. The lane in which you swim is determined by the speed and ability of others at practice. Faster swimmers go first; slower swimmers go toward the end. Coaches may move swimmers to another lane if needed to enhance the flow during practice.
Swim on the right side of the lane, cross over to the left to turn. The lanes move counter-clockwise. When approaching the wall, swim to the left side, flip your turn and push off straight. This way you will not cross the path of the swimmer behind you. If you need to rest during a set, stay to the right side of the lane at the wall. Don't stand in the middle of the wall and block other swimmers from completing a successful turn.
Use a 5 Second Interval. Leave a full five seconds behind the swimmer in front of you. If your lane has six or more swimmers, a 3-4 second interval is OK.
Pass Courteously. If you catch the person in front of you, tap their foot to let them know you want to pass, and pass at the wall. If someone taps your foot, move to the right side at the wall and rejoin the set when there is enough space for you to enter without crowding other swimmers.
Return your Equipment. Return your kick board, pull buoy and paddles to the designated bins.
Bring a positive attitude. A little encouragement goes a long way in helping us finish a really tough practice. Everybody likes hearing “Good job!” or “Way to go, Lane 2!” after a challenging set. A sincere “thank you” to our dedicated coaches might just make their day.
Unsporting conduct
Unsporting conduct that will result in disciplinary action includes:
Not abiding to the swimming etiquette
Any act of fraud, deception, dishonesty, or knowingly providing false information
Any intentional non consensual physical contact, obscene language or gestures, or other threatening language or conduct directed toward other club members, coaches, facility staff, volunteers, and any other person participating in any capacity whatsoever in the affairs and activities of the Chicago Smelts
Any non consensual sexual conduct, pattern of unwelcome sexual advances, or other inappropriate sexually oriented behavior or action by a club member toward another club member or any other person participating in any capacity whatsoever in the affairs or activities of the Chicago Smelts
Any form of harassment, hazing, or bullying, in person or online,
Any public judgment of romantic and/or sexual relationship arrangement, gender identity, gender expression, sexual preferences, or number of romantic partners.
Aiding or abetting another to engage in any of the foregoing violations
During Chicago Smelts sanctioned events, members shall respect the decisions and judgment of the coach and/or team leadership. In the event of a dispute, the member will first speak to the coach or respective officer to resolve the issue. If resolution isn’t reached, the member may file a written grievance via electronic correspondence to the Chicago Smelts board of directors for the purpose of receiving and reviewing grievances.
If resolution is not reached with the Chicago Smelts board of directors, the member may file a grievance with the Illinois Masters Swim Association (ILMSA). If further resolution is needed beyond the ILMSA Chair, the member may file the grievance or make an appeal to the USMS National Board of Review. See Article 403 in the USMS rule book.
Violation of the Code of Conduct and Reporting
Members and coaches can report to the board any violation of the code of conduct that:
takes place during a Chicago Smelts sanctioned event, which could involve persons outside of the Chicago Smelts (such as staff of a facility or third parties)
takes place between them and other members, contractors, employees or officers of the Chicago Smelts, and that has an effect on their wellbeing on the team
Members and coaches can report by verbal or written notice to a coach, a board member or multiple board members.
The coach is the first responsible to discipline members for violations of the Code of Conduct during swimming events. It is expected that the coach will use reasonable judgment based on the following:
The nature and severity of the conduct
Any prior disciplinary actions regarding the member
The adverse effect of the conduct on other members
The application of the Code of Conduct
The coach will inform the board of directors about any violation of the Code of Conduct that they have been made aware of. Furthermore, the coach is always allowed and encouraged to consult with the board of directors first, before taking any disciplinary actions.
In case a board member is the accused or reporter, the involved board member will not participate in any board sessions or investigation activities regarding the matter, nor have access to the documentation.
After a violation has been reported, the board will:
Send confirmation of receipt to the reporter of the violation, upon receiving.
Organize a special executive session of the board, ideally within 24 hours but maximum within 48 hours.
Confirm or deny if formal investigation is warranted. The board has the discretion to decline a full investigation, with written notice to the reporter as to why and/or with an alternative suggestion of action or support.
If the board decides to investigate, maintain confidentiality during and after the investigation.
Decide on two board members to investigate the incident. These two board members shall be independent from both the reporter and the accused. One of the two board members shall be the president or vice-president. In case this is not possible because of indepence concerns, the Secretary should be one of the two. If the president, vice president and secretary all three are not independent, then two of the remaining board members shall be appointed to investigate the issue.
The investigation shall start immediately following the executive session of the board.
The investigation process
The investigation shall consist of interviews of persons involved and gathering of other evidence if relevant
The investigation shall focus primarily on events that happen in the context of the Chicago Smelts and at Chicago Smelts sanctioned events. Events that happen outside, shall only be considered if they directly influence the wellbeing of members during Chicago Smelts events
All parties shall be heard, and the investigating board members shall have a neutral position towards anyone who is interviewed.
Records shall be kept in a dedicated folder on the Smelts drive. This folder shall be inaccessible for the board members after the conclusion of the investigation, with the exception of the president and vice-president, protected by a password. The password protection shall pass on from president to president.
After hearing all parties involved and gathering other evidence if relevant, the investigating board members shall report their findings to the rest of the board and recommend disciplinary actions.
The board shall follow the recommendation of the investigating board members when they conclude that the recommendation is based on due process.
Penalties for Violation of the Code of Conduct
Any violation of the Code of Conduct as determined by the coach or Chicago Smelts board of directors may result in the following penalties and notifications:
Private verbal reprimand
Removal from a practice or club activity (for the remainder of the activity)
Suspension from practices or club activities (for a length of time)
Revocation of club membership
Notification to USMS of violations under Article 402 of the USMS rule book
Notification to the local authorities should the violation be illegal or criminal in nature
Adopted September 2024