Health & Performance 3 Ltd (HP3) Athlete Withdrawal Policy

Effective Date: 8th December 2024
Review Date: December 2025
Applies To: All athletes engaging in coaching services provided by HP3.

1. Policy Overview

HP3 recognises that circumstances may arise where an athlete chooses to withdraw from their coaching programme. This policy outlines the steps to be followed during the withdrawal process to ensure clarity, professionalism, and continuity of service where appropriate.

While we respect an athlete's decision to discontinue coaching, HP3 encourages open dialogue to explore any concerns and, if possible, maintain the coaching relationship.

2. Linking to the Coaching Agreement

  • The terms of athlete withdrawal are outlined in the signed HP3 Coaching Agreement.

  • Athletes are required to notify their coach of their intention to withdraw in writing (e.g., email or message via approved platforms).

3. Withdrawal Process

3.1 Athlete Responsibilities

  1. Submit Notice: Provide written notice to their lead coach outlining the decision to withdraw.

    • Notice should include the effective date of withdrawal and any relevant reasons for discontinuing the programme.

  2. Complete Exit Interview: Participate in an exit interview to share feedback and discuss their experience with HP3.

3.2 Coaching Staff Responsibilities

  1. Acknowledge the Withdrawal Notice:

    • Acknowledge receipt of the athlete’s notice within 48 hours.

    • Thank the athlete for their commitment to the programme and confirm the next steps.

  2. Schedule an Exit Interview:

    • Arrange a mutually convenient time for a 30-minute conversation.

    • This can be conducted via video call (Microsoft Teams), phone, or in person.

  3. Conduct the Exit Interview:

    • Use the interview to:

      • Understand the athlete’s reasons for withdrawing.

      • Gather feedback on the coaching experience (positive aspects and areas for improvement).

      • Discuss any unresolved concerns or barriers to their goals.

    • Explore whether changes to the programme could address the athlete’s concerns and encourage them to continue.

  4. Finalise Documentation:

    • Record the key points discussed during the exit interview using the HP3 Exit Interview Form.

    • Update the athlete’s file to reflect their withdrawal and feedback.

4. Steps for Maintaining the Coaching Relationship

During the exit interview, HP3 encourages coaches to explore options for addressing the athlete’s concerns, such as:

  • Adjustments to the Coaching Programme:

    • Discuss potential changes to training plans, communication methods, or scheduling to better align with the athlete’s needs.

  • Pause or Temporary Withdrawal:

    • Offer the option of pausing the programme if the athlete is facing temporary challenges (e.g., injury, personal commitments).

  • Referral to Additional Support:

    • Suggest additional resources, such as nutritional or psychological support, if relevant to the athlete’s goals.

If the athlete decides to continue, update the coaching plan accordingly and formalise the agreement.

5. Follow-Up with Withdrawn Athletes

  1. Post-Withdrawal Communication:

    • Send a thank-you message acknowledging the athlete’s participation in HP3’s coaching programme.

    • Offer a pathway for future re-engagement, such as a follow-up call after 3-6 months.

  2. Maintaining Professional Relationships:

    • Continue to include withdrawn athletes in public HP3 updates (e.g., newsletters, social media) unless they opt out.

    • Highlight re-enrolment opportunities or special programmes as they arise.

6. Documentation and Feedback Review

  • Feedback gathered during exit interviews will be reviewed periodically by the HP3 coaching team to identify trends and areas for improvement.

  • Insights from withdrawn athletes will contribute to enhancing the overall coaching experience.

7. Policy Review

This policy will be reviewed annually or in response to significant changes in operational procedures.

Signed: __________________________________
Date: __________________________________

Designated Contact for Athlete Withdrawals: info@hp-3.co.uk

Exit Interview Prompts for Coaches

  1. What motivated your decision to withdraw from the programme?

  2. Were there specific challenges or concerns with the coaching process?

  3. What aspects of the coaching experience did you find most beneficial?

  4. Is there anything HP3 could have done differently to support your goals?

  5. Would you consider returning to the programme in the future?