Most clubs are one complaint away from a serious problem. Not because they’re doing anything malicious. But because they can’t prove they’ve done anything at all.
Here’s the document that protects you.
A simple player log. Two minutes per player, per session.
Observable behaviours:
Adjustments you tried:
What worked:
What didn’t:
That’s it. No diagnosis required. No medical jargon. Just observations and responses.
Three reasons.
1. It shows you’re meeting your anticipatory duty
Remember, the Equality Act says you should be thinking about accessibility before someone asks. A documented pattern of observations and adjustments proves you’ve been proactive, not reactive.
2. It provides evidence of good faith efforts
If a complaint arises, you need to show what you’ve tried. “We made adjustments” isn’t enough. You need specifics. Dates. Actions. Outcomes.
Documentation gives you that.
3. It helps you track what actually works
This isn’t just legal protection. It’s good coaching practice. When you document what works for each player, you build an evidence base. You can share strategies with other coaches. You can refine your approach over time.
Here’s a real example (anonymised):
Player: Jamie, U11
Date: 15 Sept 2024
Observation: Struggled to retain verbal instructions for passing drill (3-step sequence)
Adjustment: Demonstrated drill visually, broke into 2 steps, added verbal reminder and encouraged him to watch his team mates complete the drill before he attempted it
Outcome: Completed drill successfully – visual demo was key
Next session: Continue visual demos, consider peer buddy for drills
That’s 30 seconds of writing. But it’s evidence that:
If a parent/carer/guardian ever questioned whether you’re supporting their child, you have proof.
Don’t require a medical diagnosis
You respond to observable need. Not paperwork. If a player is struggling, you make adjustments. You don’t wait for an ADHD diagnosis that might (see, will) take 2+ years on the NHS.
Don’t make parents/carers/guardians (PCGs) “prove” disability
Your job is to coach the players in front of you, not to be the diagnosis police. If a parent tells you their child has sensory processing challenges, you believe them and make adjustments.
Don’t wait to be asked
Anticipatory duty means you’re thinking about this proactively. If you’re seeing patterns – sensory overwhelm, processing difficulties, emotional regulation challenges – you document and respond.
You don’t wait for a PCG to specifically request adjustments.
Don’t treat documentation as bureaucracy
This isn’t paperwork for paperwork’s sake. It’s evidence of care. Evidence of professionalism. Evidence that your club takes inclusion seriously.
They’re making adjustments instinctively. The good coaches do this naturally. But they’re not recording it. So when a complaint arises, they have nothing to show.
“We always help players who need extra support” is not evidence.
“Here are documented observations and adjustments going back six months” is evidence.
No documentation = no evidence = vulnerable position.
Right now, most coaches are expected to remember to log this information manually. After a session. When they’re tired. When they’ve got 20 other things to do.
So it doesn’t happen consistently.
That’s why we’re developing the Player Log App.
Coaches log observable behaviours in under 2 minutes. The app suggests evidence-based, reasonable adjustments specific to grassroots football.
No diagnosis required. No medical expertise needed. Just observations → suggestions → outcomes.
It creates a timestamped, defensible record that demonstrates Equality Act compliance. And crucially, it helps coaches actually improve outcomes for players – not just tick boxes.
Start documenting now. Don’t wait for the perfect system. A simple spreadsheet works. One row per player observation. Columns for date, observation, adjustment, outcome.
Make it part of your post-session routine. Two minutes while you’re packing up the cones. Talk to your County FA about what documentation practices they recommend.
Ask if they provide templates or tools that make this straightforward.
Ask if their training includes guidance on documentation and reasonable adjustments.
Because proper documentation + practical training = compliance.
And compliance isn’t just legal protection. It’s proof that you’re doing right by your players.
You get the Player Log App and more by joining the FMHA Neurodiversity, Mental Health & Safeguarding Academy.
The FMHA Neurodiversity, Mental Health & Safeguarding Academy gives your entire club unlimited access to:
Not a one-off workshop. Not a Facebook group. An ongoing support system built specifically for grassroots football.
The resources and support provided in The Vault are designed to promote mental wellbeing and provide general guidance on mental health related to grassroots football.
However, the content is not intended to serve as specific mental health advice or replace consultation with a trained professional. If you or someone you know requires personalised mental health support, we strongly encourage you to consult with a licensed mental health professional and/or seek appropriate services in your area.
