Please reach us at hallifordcoltsfootballclub@gmail.com if you cannot find an answer to your question.
Safeguarding - https://learn.englandfootball.com/courses/safeguarding/safeguarding-children-course
First aid - https://learn.englandfootball.com/courses/medical/introduction-to-first-aid-in-football
Welfare -https://learn.englandfootball.com/courses/safeguarding/player-welfare-in-open-age-football
Level 1 - https://learn.englandfootball.com/courses/football/introduction-to-coaching-football
https://fulltime-admin.thefa.com/leagueAdminHome.html
The Halliford Colts FC season starts in September and ends in May.
All managers, coaches & team assistants (or anyone with direct contact with the team), must hold a valid up to date FA DBS, FA Safeguarding Children course and Player Welfare course. One person per team must also hold an FA Introduction to First Aid certificate and Introduction to Coaching Football qualification (Level 1). These are accessed via the FA Learning website. All mandatory courses will be financially covered by the club (you will be required to pay for these initially and the club will reimburse, upon receiving your proof of payment). However, if you leave the club, we reserve the right to ask you to pay back a % the course costs (based on length of service to the club).
If you are required to renew any qualifications or courses, refresher training may be available free of charge, provided it is completed within the specified period following the expiry of your certification.
It is the responsibility of the individual to ensure that renewals are completed within the required
timeframe to maintain a valid qualification and to prevent FA suspensions.
During all training sessions only managers, coaches, helpers with an FA DBS and relevant
safeguarding courses are permitted to enter the astro pitches.
Parents must always remain outside the pitches.
It is the manager and coaches responsibility to ensure parents are aware and follow this strict rule.
This will be spot checked sporadically.
Subs are £30 per month, per player. Subs are due 1st of the month throughout September- August.
Monthly subs cover the cost of training at Matthew Arnold School from the first week of September to last week in July. August payment is effectively the each player's registration fee.
1 manager and 1 coach per team are not required to pay subs for their child. This is the club's way of saying ‘thank you for your hard work and time you give up for the club and your team’.
As of September 2026 the club will be introducing a fine system to parents and carers for late subs.
Late subs are detrimental to the club, so everyone’s support in ensuring these are not late is
appreciated.
Parents/Carers are requested to set up a standing order for the 1st of each month. If you have a
player who requires subs to be taken on a different date, parents/carers are required to contact the Subscriptions Officer (Robyn Roberts) to arrange this.
Fine Breakdown
1st late payment - will not incur a fine.
2nd late payment - will incur £5 fine.
3rd late payment and any additional late payments onwards - will incur a £10 fine.
To ensure the safety and wellbeing of all players, our medical form and club Code of Conduct must be completed and returned to the Welfare Officer before the start of the new season. Players will not be permitted to participate in training or matches if this has not been completed.
Should a player join a team mid season, medical forms must be completed prior to attending
training and matches.
Team managers are responsible for ensuring that they have access to both an electronic copy of each player's medical form on their phone and a paper copy stored in the team's kit bag at all times.
This information must be readily available in the event of an emergency.
The club Code of Conduct is required to be signed by every regular spectator.
Halliford Colts follows a very strict disciplinary policy. This is to protect everyone; managers,
coaches, players, and spectators. We do not tolerate:
● Physical, mental, or emotional abuse
● Bullying
● Aggressive behaviour
● Intimidation
● Theft
● Discrimination
● Foul language
If any of the rules above are broken the club will intervene. The club will also issue training or match
bans if we feel this is necessary; following an investigation stage. This applies to both players and
spectators.
The disciplinary steps are: (depending on the severity of the offence)
● A verbal warning from a senior member of the club
● A written and final warning
● A letter asking you to leave the club
**In the event of the offence being deemed serious, a decision from the committee will
determine the outcome. This could result in immediate removal from the club.
The FA issues fines for matters such as poor behaviour, misconduct, and breaches of sportsmanship standards. Any fine received will first be brought to the attention of the Club Secretary, who will then inform the relevant team or individual. The FA notification will clearly state who the fine has been issued against.
Where a fine is issued to a team, the cost must be covered by the team and/or the individual(s)
responsible. If a fine is issued to a specific individual, responsibility for payment rests with that
person or, where applicable, their parent/carer.
There is an option to appeal certain FA disciplinary decisions; however, the FA charges an additional fee to submit an appeal. Please note that appeals can only be made for misconduct charges or red cards. Other types of fines or charges are not eligible for appeal.
The FA operates its own disciplinary policies and procedures. Further information can be found via the Middlesex FA Discipline Fines - If a fine were to be issued, the settlement of payment needs to be paid directly to the club, within 28 days of the fine being issued to the player/parent.
Halliford Colts reserve the right to investigate and to enforce match bans, where they see fit. Once these have been investigated and are proven to be true.
Serious Foul Play: 3 Match Ban
Violent Conduct: 3 Match Ban
Spitting at an Opponenet: 6 Match Ban
Use of offenence, or insluting or abusive Langague: 2 Match Ban
Halliford Colts operates a 3-strike rule with any of the above charges. First will be a written warning along with a suspension. Second will be a final written warning and a suspension. Third, the individual will be asked to leave the club with immediate effect. The warning letters will remain on file for 2 years. The suspension will be against either Sunday games, training sessions or both.
Any member who is issued with a club disciplinary sanction has the right to appeal the decision. To do so, the member must notify the Club Secretary in writing within 21 days of the disciplinary action being issued.
Upon receipt of an appeal, the club will appoint an independent panel to review the case. The panel will consider all relevant information and determine whether the disciplinary sanction should remain in place or be lifted.
The Club Secretary will arrange a hearing date, during which members of the club board, the
independent panel, and those directly involved in the disciplinary matter will have the opportunity to present their appeal. Any member under the age of 18 must be accompanied by a parent or guardian throughout the appeal process.
The decision of the independent panel following the appeal hearing will be considered final.
We must remember, this is grassroots football. Poor behaviour will not be tolerated at Hallford
Colts, by management, coaches, players or spectators.
Each week managers will be sent out their KO (kick off) times for their upcoming home games. It is
each manager’s responsibility to ensure they inform the away team of the match details by the
Tuesday of that week at 8pm.
After each Sunday match, you must submit your match report details by 9pm on the Full Time FA
website. Please ensure that these are filled out correctly. Both leagues use the Full Time system. If
you have any problems, please follow the link below which should help to answer any questions you
may have. https://grassrootstechnology.freshdesk.com/support/solutions/48000316008. Teams
who fail to submit their match results on time stated by the league they are registered with will be
issued a fine from the league. The team manager will be responsible for paying any late match card
fees.
County Cups – Teams who enter the Middlesex County Cups will need to complete the Middlesex
County cup match form report. The Middlesex FA will arrange the referee for your game.
Referee fees for county cup matches are shared between both the home and away teams. This must
be paid in cash to the referee on the day.
*Please ensure this is included in your match confirmation communications.
Referees: Referees will be organised by the Pitch Officer. Referees are always subject to availability.
If the Pitch Officer is unable to secure a referee, this responsibility will fall to the manager.
U7’s-U18’s can be refereed by a qualified referee, club official, parent or spectator. It is not an FA
requirement for matches of any age group to be refereed by a qualified person.
The referee MUST be 2 years’ older than the age group they are refereeing.
FA referees or appointed referees by the Pitch Officer qualify for payment. Any volunteer, managers
or coaches who referees will not qualify for payment.
If teams receive a complaint from a referee it will be discussed by the committee on whether or not
your team will be issued a referee by the club again.
Referee fees:
U7s - U10’s - £20
U11’s & U12’s - £25 (Double Header £36 - U12’s only)
U13’s & U14’s - £30 (Double Header £46)
U15’s & U16’s - £35 (Double Header £54)
U17 & U18’s - £40 (Double Header £60)
**To be paid in cash to the referee on the day. Unless they have requested it via bank transfer in
advance. This will then be reimbursed to you by the Treasurer.
Match requirements: Managers are required to have a hard copy of your team squad sheet to share
with your opposition; this is for both home and away matches. You are also required to have an in
date and stocked first aid kit. You must also have your team's medical records. (please ask if you do
not have this).
If you are allocated the Veo camera, you will need to ensure you have informed your opposition and
received their consent.
All Halliford Colts players have given their consent or declined consent to be filmed/photographed.
Consent will also be required to be given for photographs/veo filming to be shared externally. (eg.
With the opposition team or on social media) When sharing the veo footage with the opposition,
they must acknowledge receipt and agree to not further share the footage.
The club will authorise payment of 4-6 tournaments per season, per team. Tournaments must be
under £65 per entry.
Older teams who do not enter tournaments, will be entitled to arrange friendlies, where the club will
pay for the pitch fee equivalent.
Younger teams wishing to arrange friendlies, the payment of pitches will be at the clubs discretion.
Teams wishing to attend tours, will be paid for by their own means.
The club will hold Managers' Meetings on a monthly basis, either in person or online. We ask that at
least one representative from each team attends. This may be the Manager, Coach, or Team
Administrator.
These meetings provide an important opportunity for managers and coaches to share feedback,
discuss any challenges or successes within their teams, and contribute ideas to help the club
continue to develop and improve. The meetings are also used to communicate important club
updates and discuss upcoming events, fixtures, and activities.
Meetings will normally take place at Ashford Tennis Club or online, and are usually scheduled for the
first or second Thursday of each month. Meeting details, including dates, times, and online access
information where applicable, will be communicated in advance.
Every year the club holds 2 Summer Football tournaments. We ask that managers support and help
run the tournament for the whole weekend (excluding the duration your team is playing). Managers
are responsible for asking for support from your parents to help run different areas of the
tournament for one morning or afternoon of the weekend. Without this support we are unable to
run the tournament.
6Every year the club holds a presentation day for teams to present players with trophies. Each team
will be issued an order form for trophies. The club will cover the cost of all trophies.
U7’s - U10’s will have the option to request an award trophy, per child. For example if you have 6
players in your team you can order 6 additional trophies such as Manager Player, Players Player,
Parents Player, Most Improved, Top Goal Scorer & Clubman.
U11’s - U18’s will have the option of requesting an additional 5 award trophies for your team.
Players who have been with the club for 5 years and 10 years will also have the opportunity to be
rewarded with a service award trophy.
Players leaving the team/club mid season:
If a player were to leave the team/club mid season, they will be required to ensure their subs are not
in arrears and will be required to return any Halliford Colts clothing. If moving to another football
club they will not be released on the FA website until these are resolved.
All purchasing of kit and team equipment is to be requested via our Purchasing Officer, Dean
Roberts.
Each team is encouraged to find a sponsor for their team kits. This could be the same sponsor for
both home and away kits, or you could choose to have multiple sponsors.
If a sponsor cannot be found the club will provide you with a kit. This could be a new kit or second
hand kit.
No player initials are to be printed on non sponsored kits. It is FA regulation that no names or
surnames are to be printed on any kit.
The club will not supply or authorise purchase requests of additional kit. Eg, Raincoat, kit bags,
training tops/ ¼ zip training tops etc. This would be the responsibility of a sponsor or parent, if they
wish to purchase.
Managers/Coaches entitlement - 1x training top/polo top (can be initialled) and raincoat (not to be
initialled). Any additional items will be the responsibility of the manager to purchase themselves.
Training equipment - 1 set of balls, a match ball, bibs and cones will be issued when a team starts at
the club. Additional can be requested when required. If a team is found to be mistreating, misusing,
or losing training equipment, it will be the responsibility of the team manager, coach, or parents to
replace any damaged or missing items.
Please see link to the purchasing form;
https://docs.google.com/forms/d/1uIqampHB9JTSlgbDJeq6eKk1hmUTRUjjFD06JpPxHTU/edit
*All requests are subject to the committee’s approval.
When a new player is wishing to join the team, please follow the below process;
1. Email your designated registration officer with player full name, player date of birth, players
address, parents full name, parents date of birth, parents address and parent email address.
72. 3. A passport style photo of the player is also required - to include their full face and hair on a
plain background, as the FA will not accept anything else.
2. The committee will then submit the new player to the FA Club Portal, whereby the parents
will receive an email request to give consent to allow the player to play for Halliford Colts.
They will also be required to sign the Halliford Colts code of conduct, medical form and set
up a direct debit for monthly subs.
3. Once step 2 is completed the player will be assigned to the relevant team and will then
appear on the team squad list and be able to play for the team.
*Only players on the squad list will be able to play.
If a player has previously played for another grassroots football club we will need the following
information to process.;
1. Email your designated registration officer the full name and date of birth.
2. The committee will then submit the new player to the FA Club Portal, whereby the parents
will receive an email request to give consent to allow the player to play for Halliford Colts.
They will also be required to sign the Halliford Colts code of conduct, medical form and set
up a direct debit for monthly subs.
3. Once step 2 is completed the player will be assigned to the relevant team and will then
appear on the team squad list and be able to play for the team.
*Only players on the squad list will be able to play.
Any request for a player to transfer between teams within the club must be handled appropriately
to ensure transparency and fairness for all parties involved. If a parent approaches a manager or
coach regarding a potential move, the manager must first contact the player's current team manager
to establish whether they are aware of the request and to discuss the circumstances. The club
secretary must then be notified of the proposed transfer.
If, following discussions, both team managers agree that the move is in the best interests of the
player, the transfer will be considered and processed accordingly. However, under no circumstances
should managers, coaches, or team officials approach players or parents from other teams to
encourage a transfer. Any transfer request found to have resulted from such an approach will not be
approved by the club committee.
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