Inclusion Policy

1. Our Mission

Heroes of Hope UAE Organisation and Events LLC (“Heroes of Hope”) exists to expand the number of opportunities available to People of Determination within sport and fitness.

We strive to provide diverse, inclusive and meaningful opportunities for individuals with additional needs to participate, develop and achieve their potential.

Our core purpose is to empower our athletes, promote self-worth, wellbeing, health and confidence, and provide a supportive and accepting community for athletes, families and friends.

2. Our Vision

Our vision is to progress the mindset of society by removing barriers and stigma and shifting the focus towards what our Heroes CAN do.

We aim to achieve this through inclusive, elite and competitive sporting activities that challenge traditional perceptions of People of Determination and demonstrate ability, potential and achievement.

3. Our Values

Inclusion

Every athlete belongs, regardless of ability.

Dignity

Athletes are coached with respect, patience and high expectations.

Safety

Physical and emotional safety come before performance.

Community

Athletes, families, volunteers and staff succeed together.

Growth

We support growth and development for athletes and volunteers, both on and off the field.

4. Our Goals

One of our main goals is to create an inclusive community that provides equal and fair opportunities for People of Determination, with continued access to sport, health and fitness opportunities that enhance quality of life.

Heroes of Hope aims to:

• Remove barriers to participation.
• Provide meaningful opportunities for athletes with additional needs.
• Adapt activities and coaching wherever reasonably possible.
• Promote independence, confidence and personal development.
• Support athletes to participate at an appropriate level of challenge.
• Work collaboratively with families and caregivers.
• Promote dignity, equality and respect.
• Create a safe and welcoming sporting community.

5. Inclusion Policy

5.1 Purpose

Inclusion is fundamental to everything Heroes of Hope does. This policy sets out our commitment to ensuring that athletes are welcomed, supported and given meaningful opportunities to participate in sport and fitness, regardless of their disability, additional support needs or level of ability.

Heroes of Hope recognises that every athlete is an individual. Inclusion does not mean that every athlete will participate in exactly the same way. It means that Heroes of Hope will make reasonable efforts to remove unnecessary barriers, provide appropriate support and create opportunities for each athlete to participate safely and meaningfully.

Our approach is based on:

• Inclusion.
• Equality and fairness.
• Dignity and respect.
• Individualised support.
• Reasonable accommodation.
• Safety.
• Athlete wellbeing.
• Partnership with families and caregivers.
• A focus on ability and potential.

We focus on what our Heroes CAN do.

5.2 Non-Discrimination

Heroes of Hope welcomes athletes, volunteers, staff and families from diverse backgrounds and circumstances. No athlete will be discriminated against on the basis of disability or additional support needs.

Heroes of Hope aims to provide equal and fair opportunities for participation while recognising that individual athletes may require different forms or levels of support to access those opportunities.

Heroes of Hope will not deny an athlete participation solely because of the nature, category or severity of their disability without first considering, where reasonably possible:

• The athlete’s individual needs.
• The nature of the activity.
• Any relevant safety considerations.
• Appropriate reasonable accommodations.
• Available support.
• Appropriate supervision.
• Whether modifications to the activity or environment could enable safe participation.
• The views and information provided by the athlete and, where appropriate, their parent, guardian or caregiver.

Where a particular activity cannot reasonably be adapted to meet an athlete’s needs while maintaining an acceptable level of safety, Heroes of Hope will seek to explore alternative participation arrangements wherever reasonably possible.

Any decision to restrict or decline participation must be based on genuine, documented and proportionate safety or operational considerations and should not be based on assumptions or stereotypes about disability.

5.3 Individual Athlete Accommodation

Heroes of Hope recognises that athletes may require different forms of support to participate safely and meaningfully.

As part of the registration and intake process, Heroes of Hope may identify information that is reasonably necessary to provide appropriate support. This may include:

• Communication needs and preferred communication methods.
• Mobility or physical support needs.
• Sensory sensitivities and known triggers.
• Behavioural or emotional support needs.
• Relevant medical considerations required for safe participation.
• Emergency information.
• Accessibility requirements.
• Support-person requirements.
• Reasonable accommodations required for participation.
• Other information that is reasonably necessary for athlete safety, safeguarding or appropriate support.

Examples of communication methods may include:

• Verbal communication.
• Augmentative and Alternative Communication (AAC) devices.
• Sign language.
• Visual supports.
• Demonstration.
• Written instructions.
• Other individualised communication approaches.

Heroes of Hope will seek to collect only information that is reasonably necessary for:

• Athlete safety.
• Safeguarding.
• Emergency response.
• Appropriate support.
• Effective delivery of Heroes of Hope activities.
• Meeting applicable legal or operational requirements.

Sensitive health, disability and support information will be treated confidentially and handled in accordance with applicable UAE data-protection requirements, including Federal Decree-Law No. 45 of 2021 Regarding the Protection of Personal Data, as applicable.

5.4 Athlete Support Snapshot

Where appropriate, relevant information from the athlete intake process may be summarised in an Athlete Support Snapshot. The purpose of the Athlete Support Snapshot is to provide coaches and relevant personnel with the information they reasonably need to support the athlete safely and appropriately.

It may include information relating to:

• Communication.
• Mobility.
• Sensory needs.
• Behavioural or emotional support.
• Relevant medical or safety considerations.
• Known triggers.
• Effective support strategies.
• Emergency considerations.
• Reasonable accommodations.

The Athlete Support Snapshot must:

• Contain only information that is reasonably necessary.
• Be stored securely.
• Be accessed only by authorised individuals with a legitimate need to know.
• Be used only for appropriate support, safety, safeguarding or operational purposes.
• Be updated when relevant information changes.
• Be handled confidentially.

Assigned coaches should review relevant information before or at the beginning of a programme or season and whenever significant changes are communicated. Coaches must not use information contained within the Athlete Support Snapshot to make assumptions about an athlete’s ability or to unnecessarily restrict participation.

5.5 Data Protection and Confidentiality

Heroes of Hope recognises that information relating to disability, health, medical needs, behaviour and support requirements may be sensitive personal information. Such information must be treated with appropriate confidentiality. Information should:

• Be accessed only where there is a legitimate need to know.
• Be shared only with appropriate authorised individuals.
• Be used only for legitimate safeguarding, safety, support, operational or legal purposes.
• Be stored securely.
• Be communicated through appropriate secure channels.
• Not be discussed with other athletes, families or unauthorised persons.
• Not be copied, photographed, downloaded or retained unnecessarily.

Athlete and family information will not be disclosed to third parties unless this is necessary for appropriate support, safeguarding, emergency response, legal compliance or another lawful purpose.

Heroes of Hope will retain personal information only for as long as reasonably necessary for the purpose for which it was collected and in accordance with applicable legal, safeguarding and operational requirements. Information that is no longer required will be securely deleted or disposed of in accordance with Heroes of Hope procedures.

Where consent or authorisation is required for the collection or use of information, Heroes of Hope will seek appropriate consent or authorisation and provide clear information about how the information will be used. However, consent will not prevent Heroes of Hope from taking necessary safeguarding, emergency or legally required action where applicable.

5.6 Adaptive Coaching Approach

Heroes of Hope recognises that traditional coaching methods may not work equally well for every athlete. Coaches are encouraged to adapt their approach according to the athlete’s needs, ability, communication style and circumstances. Adaptations may include:

• Modifying drills or activities.
• Adjusting rules where appropriate.
• Adjusting the level of challenge.
• Using visual schedules.
• Using first-then boards.
• Providing demonstrations.
• Breaking instructions into smaller steps.
• Using consistent routines.
• Allowing additional processing time.
• Providing alternative methods of communication.
• Adjusting equipment where appropriate.
• Providing additional rest or sensory breaks.
• Modifying the environment where reasonably possible.
• Providing additional support or supervision where appropriate.

Athletes should be grouped according to appropriate levels of challenge, support and safety rather than solely according to age. Coaches should avoid making assumptions about what an athlete can or cannot do. The aim is to provide appropriate challenge while maintaining safety, dignity and enjoyment.

5.7 Sensory and Environmental Support

Heroes of Hope recognises that some athletes may experience sensory input, noise, crowds, lighting, touch or changes in routine differently. Where reasonably possible, coaches should consider environmental factors that may affect participation. Support may include:

• Access to a quieter area.
• Sensory breaks.
• Reduced unnecessary noise or stimulation.
• Predictable routines.
• Visual information about changes to activities.
• Advance preparation for changes where possible.
• Appropriate adjustments to equipment or space.
• Additional time to transition between activities.

Where a quiet or sensory break space is available at a session, athletes should be permitted to use it appropriately when they need time to regulate or recover. A sensory break should not automatically be treated as non-compliance or poor behaviour.

Where behavioural incidents appear connected to sensory or environmental factors, the incident should also be considered in accordance with the Heroes of Hope Behaviour Policy.

5.8 Individual Support and One-to-One Needs

Some athletes may require additional support to participate safely. Where an athlete’s intake identifies a need for one-to-one support, Heroes of Hope will consider the appropriate arrangements based on:

• The athlete’s individual needs.
• The nature of the activity.
• Safety considerations.
• Available coaches, volunteers or support personnel.
• The level of supervision required.
• The environment.
• The athlete’s independence and ability to participate safely.

Where appropriate, one-to-one support may be provided by an appropriately assigned coach, Junior Coach, support volunteer or other approved person. A one-to-one support arrangement should not be assumed to be permanent — it should be reviewed when the athlete’s needs or circumstances change.

Where Heroes of Hope cannot safely provide the level of support required for a particular activity, the matter must be escalated in accordance with Section 5.10 of this policy.

5.9 Family and Caregiver Partnership

Heroes of Hope considers families and caregivers to be important partners in supporting athletes. Families and caregivers may have valuable knowledge about an athlete’s:

• Communication.
• Strengths.
• Preferences.
• Sensory needs.
• Triggers.
• Support strategies.
• Medical or safety considerations.
• Emotional regulation.
• Effective routines.
• Accessibility requirements.

Where appropriate, coaches and relevant Heroes of Hope personnel should work collaboratively with families and caregivers to understand and support the athlete. Communication may take place through approved Heroes of Hope channels, including:

• WhatsApp.
• Email.
• Newsletters.
• Programme communications.
• Meetings or discussions where appropriate.

Families are encouraged to share relevant information when an athlete’s needs, circumstances or support requirements change. Information should be shared through appropriate channels and treated confidentially.

5.10 Reasonable Accommodation and Escalation

Heroes of Hope will seek to make reasonable accommodations wherever reasonably possible to support safe and meaningful participation. Potential accommodations may include:

• Modified activities.
• Adjusted group sizes.
• Additional support personnel.
• Additional supervision.
• Adapted equipment.
• Changes to the environment.
• Alternative communication methods.
• Sensory adjustments.
• Additional preparation or transition time.
• Changes to session structure.
• Individual safety or participation plans.

If a coach believes that a session environment cannot safely accommodate an athlete’s identified needs, the coach must not unilaterally turn the athlete away where the matter can reasonably be escalated and considered. The concern should be escalated promptly to the appropriate Heroes of Hope Manager or Programme Director.

The relevant person should work with the family or caregiver, where appropriate, to identify whether an accommodation or alternative arrangement can be implemented. No reasonable accommodation can require Heroes of Hope to accept an unmanaged or unacceptable risk of serious harm to the athlete or another person.

Where a safe accommodation cannot reasonably be identified, participation in a particular activity may need to be restricted or postponed while the matter is reviewed. Any decision to restrict participation should be proportionate, documented and based on the individual circumstances of the athlete and the activity.

5.11 Coach-to-Athlete Ratios

Heroes of Hope recognises that appropriate supervision is an important part of safe and inclusive participation. The following minimum ratios provide a framework for planning support:

These ratios are intended as minimum planning guidelines and may need to be increased where:

• The activity presents a higher level of risk.
• An athlete’s individual needs require additional supervision.
• Multiple athletes require significant support.
• The environment is particularly busy, unfamiliar or challenging.
• A medical, behavioural, sensory or safeguarding consideration requires additional supervision.
• A competition, trip or event organiser specifies a different requirement.

A ratio should never be treated as a substitute for professional judgement. The responsible coach or Programme Director should assess whether the available level of supervision is sufficient for the specific activity and circumstances.

5.12 Participation and Safety

Inclusion and safety must work together. Heroes of Hope will seek to enable participation wherever reasonably possible but will not knowingly place an athlete, coach, volunteer or other participant at an unreasonable risk of serious harm. Where a safety concern arises, Heroes of Hope will consider:

• The nature of the risk.
• The likelihood of harm.
• The potential severity of harm.
• The athlete’s individual circumstances.
• Available support.
• Reasonable accommodations.
• The activity and environment.
• Whether the risk can be reduced through modification or supervision.

Safety decisions should be proportionate and individualised. A disability or additional support need should never, by itself, be treated as evidence that an athlete cannot participate.

5.13 Relationship with the Behaviour Policy

Behaviour should be understood within the context of an athlete’s individual needs and circumstances. Where challenging behaviour occurs, Heroes of Hope will respond in accordance with the Heroes of Hope Behaviour Policy. Coaches should consider whether behaviour may be associated with:

• Communication difficulties.
• Sensory overload.
• Anxiety.
• Distress.
• Changes in routine.
• Environmental factors.
• Unmet needs.
• Frustration.
• Physical discomfort.
• Other individual circumstances.

Behaviour should not automatically be treated as deliberate misconduct because it is challenging or associated with disability or additional support needs. Where behaviour creates a significant and immediate safety risk, appropriate protective action must nevertheless be taken. The Inclusion Policy and Behaviour Policy should therefore be read together where behavioural or safety concerns arise.

5.14 Relationship with Safeguarding

Inclusion must always operate alongside safeguarding. Nothing within this policy prevents Heroes of Hope from taking appropriate action where there is a safeguarding concern or an immediate risk of harm.

Any concern involving:

• Abuse.
• Neglect.
• Exploitation.
• Bullying.
• Harassment.
• Inappropriate treatment.
• Failure to protect an athlete.
• Serious welfare concerns.

must be managed in accordance with the Heroes of Hope Safeguarding Policy. Where there is an immediate risk of serious harm, appropriate emergency or statutory assistance should be contacted where necessary.

Where a concern involves a child or young person, Heroes of Hope will act in accordance with applicable UAE child-protection requirements, including Federal Law No. 3 of 2016 Concerning Child Rights (Wadeema’s Law) where applicable.

5.15 Responsibilities of Coaches and Staff

Coaches, Junior Coaches, volunteers and staff have a responsibility to support an inclusive environment. They are expected to:

• Treat every athlete with dignity and respect.
• Focus on the athlete’s strengths and potential.
• Avoid assumptions about ability.
• Follow relevant information in the Athlete Support Snapshot.
• Use appropriate communication methods.
• Make reasonable adaptations where possible.
• Follow agreed support strategies.
• Maintain appropriate professional boundaries.
• Protect confidential information.
• Raise concerns about safety or support needs promptly.
• Follow safeguarding procedures.
• Follow the Behaviour Policy where challenging behaviour occurs.
• Seek assistance when they are unsure how to safely support an athlete.

Coaches must not make unilateral decisions to exclude an athlete from participation solely because they believe an athlete may be difficult to accommodate. Concerns about safe participation should be escalated through the appropriate Heroes of Hope management process.

5.16 Responsibilities of Athletes

Heroes of Hope recognises that athletes have different abilities, communication methods and levels of independence. Where an athlete is able to understand and participate in the process, they are encouraged to:

• Express their preferences.
• Communicate when they need help.
• Tell a trusted adult when they feel unsafe or uncomfortable.
• Use agreed communication and support strategies.
• Respect other participants.
• Follow reasonable safety instructions.
• Participate in discussions about their support where appropriate.

Athletes should be supported to develop independence rather than having tasks unnecessarily completed for them.

5.17 Responsibilities of Parents, Guardians and Caregivers

Parents, guardians and caregivers are encouraged to:

• Provide accurate and relevant information about an athlete’s needs.
• Inform Heroes of Hope of significant changes that may affect safe participation.
• Share effective communication and support strategies where appropriate.
• Work collaboratively with coaches and Management.
• Respect the confidentiality of other athletes and families.
• Follow Heroes of Hope safeguarding and safety procedures.
• Raise concerns through appropriate channels.
• Support their athlete’s independence and participation.

Parents and guardians should not expect other athletes, families or coaches to disclose confidential information about another athlete.

5.18 Monitoring and Review

Heroes of Hope will monitor the effectiveness of this Inclusion Policy and review it regularly. The policy may be reviewed earlier where:

• There are significant changes to applicable requirements.
• Organisational procedures change.
• An incident identifies a need for improvement.
• Athlete or family feedback identifies a significant concern.
• Coaching or programme requirements change.
• Additional support needs within the organisation develop.

The scheduled review date for this policy is August 2027.

6. Our Inclusion Promise

Heroes of Hope believes that every athlete should have the opportunity to participate, develop and belong. We will strive to:

• See the person, not the disability.
• Focus on ability, not limitation.
• Remove barriers wherever reasonably possible.
• Listen to athletes and families.
• Adapt our coaching.
• Protect dignity.
• Promote independence.
• Maintain safety.
• Celebrate progress.
• Create opportunities for every Hero to discover what they CAN do.