sports club officer training pres2012.pdfsafety - university safety office the university safety...

Sports Club Officer Training

Wednesday 12th

September 2012

Training Agenda • Safety & Insurance

• Communications

• Banking

• Sports Inclusion

• Membership

• Grant Forms & Funding

• AUC & UCD Policies

• Facilities

• Coaching & Child Protection

UCD Safety Office

Safety & Insurance Aspects of

Sport in UCD

Presented by Dr. Peter Coulahan

UCD Safety Officer

[email protected]

Safety - University Safety Office

The University Safety Office has an

involvement with sports clubs with

respect to:

1. Club Safety Policy Documents

2. Club Insurance Matters

3. Large Event Planning

Club Safety Policy Documents

All sports clubs are required to submit a Club Safety Statement to the Safety Office for approval prior to submission to the University insurers.

A template is provided to all clubs. (see www.ucd.ie/sport)

For most clubs this will be a relatively simple document to complete.

❚ An evening information session has been arranged to aid club personnel in completing these templates. (Wednesday 19th Sept. @ 6p.m. C005 Health Sciences).

❚ Grant payments will only be paid to clubs when their safety document is approved by the Safety Office.


Some clubs by their nature will be required to complete a more detailed Safety Statement.

This is due to the risks associated with the activities of these clubs.

It is recommended that if necessary these ‘higher risk’ clubs contact the Safety Office directly for assistance in this regard.


Ladies Boat

Men’s Boat

Canoe

Caving &

Potholing

Mountaineering

Kite

Orienteering

Rifle

Sailing

Sub Aqua

Surf

Windsurfing

Club Safety Policy Document

Higher Risk Clubs

Public Liability Insurance €6.35 million for affiliated UCD Clubs.

This type of insurance covers the clubs and the club members if they are sued for any loss or damage that their activities cause to a third party. It also extends to those coaches who are engaged by clubs and who are paid via the AUC & Mazars.

Club Insurance

Employers Liability Insurance €13m million for affiliated UCD Clubs.

This type of insurance covers the clubs and the club members in the event that they are sued by club employees e.g. those coaches that are engaged by clubs and who are paid via the AUC & Mazars are designated as club employees and are covered by this insurance.

Club Insurance

Personal Accident Insurance Covers UCD sports clubs members engaged in sporting activities with their UCD clubs.

Medical expenses maximum pay out of €5,000 to any person in any year (excess €500).

Dental expenses up to €1,500 (excess €500).

Up to six physiotherapy visits per year (excess €500).

Does not cover loss of earnings.

Various payments for serious injury

Club Insurance

Equipment Insurance Equipment insurance needs to be in place for a

number of clubs due to the value of their equipment e.g. Boat, Sub-Aqua, Sailing, etc.

Important that an up to date inventory is submitted to the AUC every year.

Club Insurance

Third Party Professional Insurance

Coaches who are engaged directly by clubs,

without payment via the AUC & Mazars, are

deemed as third party contractors and must have

their own insurance, to be submitted to the AUC

for approval. They are not covered by the AUC

policies.

They should also be qualified and should

maintain their own affiliation to the respective

sports governing body.

Evidence of current qualification and membership

should be submitted.

Club Insurance

Where hosting large events the club may need

additional insurance.

In addition the Club will be required to submit

full details of the event (an event plan) in

writing to the University Safety Office for

review.

Larger events may also require an event

management plan.

You are advised to contact the Safety Office as

early as possible when planning large events.

Large Event Planning

All accidents involving club members or third

parties must be reported to UCD Safety Office

on the appropriate form which can be obtained

from the Sports Centre reception.

Similarly all potential equipment losses must

be reported to the Safety Office if an insurance

claim is likely.

Accident Reporting

Safety

Q & A

Communications

Ms. Eilis O’Brien

UCD Director of Communications

Banking

Mr. Declan Smyth

Bank of Ireland

Sports Inclusion

Mr. Mark Barry Sports Development Officer, Irish Wheelchair Association.

Ms. Phena O’Connor Sports Inclusion Disability Officer

DLR, LSP.

Spórt UCD UCD Sport

Clubs & Societies

Automation of Membership

12 September 2012

Recording of Membership

For 2012/13 a new online method of recording

membership of Clubs & Societies is being

implemented. Using this system enables you to:

(1)Eliminate current paper membership records.

(2)Ensure a single accurate database of

membership is maintained with access to all

relevant parties.

(3)Automatically email all members at one time.

21

The Club/Society Membership screen

appears in SISWeb under “Student Services”

22

Click to see

existing members

Click to see existing members of the

club/society

23

Option to download to Excel

You do not need to record

email addresses, mobile

numbers or emergency contact

information

Adding a new member is easy ...

24

Just enter the member based on:

(1)Their student number (recommended)

(2)Their name

(3)Their email address

And click “Check Name”

How the system works

• AUC Executive Secretary has setup each club

and nominates a person to maintain the club

membership.

• It is mandatory that all members are

recorded in the system so that they are

insured for club activities.

• Only those who have paid are to be recorded

on the system.

25

Email Members of the Club/Society

26

Security of Information is Critical

The security of the personal information

contained in the membership records is critical.

Therefore,

•Access is granted to named individuals only.

•All use of the system is tracked.

•Mobile numbers and emergency contact

information can only be updated by the student

themselves.

27

AUC Presentation

Introductions

Grant Form & Funding

Facilities

AUC Policies & Procedures

Coaching & Child Protection

Introductions

Suzanne Bailey, AUC Executive Secretary / Development Manager Tel. 716 2208

Gerry Horkan, AUC President

Maoiliosa O’Dubhthaigh, AUC Hon. Secretary

Brian Mullins, Director of Sport

Tel. 716 3494

Georgina Dwyer, Executive Assistant Tel. 716 2183

E-mail: [email protected]

What is the AUC?

Governing body for all UCD Sports Clubs.

Affiliate to the AUC via completion of grant

application process.

Functions of the AUC are:

– Allocate capitation,

– Provide support to club committees,

– Manage & organise promotion / recruitment activities & events,

– Provide a point of contact,

– Implement policies of the University, NGB’s etc.,

– Arbitrate as necessary.

Annual Grant - Timeline

Friday 5th October closing date for applications.

Approximately 3 weeks later AUC Executive meeting to review applications.

Full Annual Grant payments lodged to club accounts (less coaching payments) by 2nd week in November.

Annual Grant - Items for Inclusion

Grant forms can be downloaded from

the Clubs Section of www.ucd.ie/sport.

2011/2012 Annual Accounts signed by

Senior Treasurer.

Opening & Closing bank statements.

Club Annual Report 2011/2012.

Copy of Club Insurance policies.


Inventory of equipment & First Aid.

Signed Senior Treasurer nomination form.

2012/2013 Membership list including

student (staff / graduate) numbers and

date of birth. (Needs to be inputted onto

UCD system by the club)

Three quotations for proposed equipment

purchase.


Receipts and records for Coaching

expenses 2011/12.

Coach (Employee) Set-up Form.

Completed Coaching Contract for each

coach.

Signed AUC Code of Ethics & Behaviour for

Sports Coaches for each coach.

Details of Club recruitment & selection

procedures.


Approved Safety Statement.

Name(s) and contact details of person (s)

completing the form.

Annual Grant - Tips for Form

Completion

Before you start, work out a budget for

the year.

Review the previous years accounts

and see where money was spent.

Determine possible differences in your

activities for this year.

Get quotes where necessary.

Annual Grant - Tips for Form Completion

Where hosting an event work out a full separate budget for the event.

Be realistic, members may have to make contributions above their membership fee to cover costs.

Preferably type, if writing, ensure writing is legible.

Ensure all sections are fully complete.

Annual Grant - Tips for Form Completion

Figures should balance and match those

outlined in your Income and Expenditure.

Ensure figures in the summary section

match those in the main part of the

application.

Give yourself plenty of time to complete the

form.

UCD Sport

Welcome to

Bank of

Ireland

How to create a successful

sponsorship proposal

Presented by…….., Bank of Ireland

Annual Grants – Points of Note

Contribution towards travel for competition

or competition related activity only.

No social costs are covered with the

exception of post match refreshments

where they are required by the N.G.B.

No funding for event banquets.

AUC grants will not cover 100% of costs,

members will have to contribute.

• Coaching costs – new legal & tax

implications.

Payments to Coaches

• Responsibility of each club to register

for tax, deduct tax and pay the

Revenue Commissioners.

• AUC has engaged services of Mazars

Accountants to act on behalf of clubs.

• For expediency the AUC has been

registered as the Employer with the

Revenue Commissioners.

Payments to Coaches

• However, coaches are employed by the

respective UCD Club and not the AUC.

• Clubs are responsible for recruitment,

vetting, and managing coaches.

–E.g. Coach set-up form, contract, references etc.

• Mazars will maintain the AUC registration

on behalf of clubs. They will prepare pay

slips and monthly/ annual returns to

Revenue.

Payments to Coaches

• Cost of Employers PRSI, levies and

Mazars admin. charge will be passed to

the respective club for each coach

employed by them.

• Estimate will be made of the total cost

to the club for each coach upon receipt

of grant forms and part of grant will be

withheld to cover same.

• Payments to be made in December &

April/May.

Payments to Coaches

• For December payment Employee Set-

up form needs to be submitted by

October 5th.

• Prior to payment being issued the club

will be asked to confirm the amount.

• Exclude all legitimate vouched

expenses.

• Coach to contact Revenue themselves

regarding allocation of their tax credits.


Safety Policy documents and trip

registration.

All Clubs must have a P.R.O.

([email protected])

Minimum membership fee is 10 euro.

Club membership will be recorded on

Banner.

Club Committee section on website.


UCD Sport Facebook Page, Twitter and

mobile app. established.

All communication to clubs is by e-mail

and phone.

Clubs must use the UCD Events

Calendar to promote events / fixtures

(copied to Mobile App).

Entry fees should not include social

costs.

AUC Policies & Procedures- Emergency / Incident Inside Sports Centre:

Go to reception desk and advise manager of

incident.

AED’s & First Aid equipment located in the

building.

Outside Sports Centre:

Contact 716 2121 and advise staff of incident.

Emergency vehicle will be contacted.

Incident / Emergency Off-campus:

• Phone emergency services and then tel. 716 2121.


• UCD Student Code

• UCD Fundraising Policy

• UCD Postering Policy

• UCD Alcohol & Drug Policy

• AUC Disciplinary Policy

• UCD Sport “Keeping Children Safe

Policy”


• AUC “Code of Ethics & Behaviour for

Sports Coaches”.

• Garda Vetting & Screening of Coaches.

Club Resources

AUC Executive Secretary / Sports

Development Manager, Suzanne Bailey.

Club Operations Manual.

UCD Sport website. www.ucd.ie/sport

Previous committee members.

Important Dates for Clubs

6p.m. September 19th Sept. Safety Training

Seminar.

5.30p.m. September 26th AUC AGM, Student

Centre.

5p.m. October 5th Grant submission deadline.

5p.m. October 5th Employee Set-up Form

submission deadline.

10a.m. October 20th Code of Ethics Course,

Sports Centre. (Pre-register).

October 13th First Aid Course, Sports Centre,

(Pre-Register).

Facilities

Events/Competitions

Training

Lockers

Facilities - Events

Contact Booking Manager Jenna Geiran

(Indoor) or Paula Cashman (Outdoor) to

check dates & obtain booking form.

Form to be signed by Suzanne Bailey &

returned to Booking Manager.

No more signing over of club time by clubs,

Booking Manager will now re-assign time to

accommodate intervarsity event.

Facilities - Events

Evidence of Intervarsity status must

be submitted to the Booking Manager

at time of booking.

All other events are subject to the

approval of the AUC & Sports Centre.

Facilities - Events

Competitions/matches must commence

and conclude at the agreed times.

Where spectators are being charged for

entry this must be noted on the

booking form & UCD Sport may apply a

charge to the club.

Facilities - Events

Where hosting large events, clubs

must arrange for first aid cover.

Clubs are totally liable for all costs

incurred.

Facilities - Training

Training times are the times when

league or club matches are usually

played.

Training times usually stay the same

from year to year. (Differ out of term)

Where clubs agree among themselves to

swap times, such changes must be

advised in writing by both clubs to the

Booking Manager.


Clubs must conclude their activities &

clear their allocated space of all

equipment & members by the required

time.

Equipment to be stored in assigned

storage area. Failure to do so will

result in forfeit of training times.


Training times will be withdrawn and / or

charged for in the following cases:

Club does not complete grant application

process on time.

Club is found to have non-UCD participants.

Club does not vacate facilities on time.

Club does not return equipment to

designated storage area.

Club does not show up

Facilities – Training Outdoor

• Natural grass bookings to be made with

relevant Sports Officer. Use of pitches by other

groups is strictly forbidden unless permission

secured.

• Synthetic grass pitch bookings to be made with

Paula Cashman, Booking Manager. Bookings

for events require Suzanne Bailey’s signature

on Booking Form.

• Training times apply during term only.

Facilities – Cancellation

Policy • 48 Hours notice required.

• Failure to cancel on time will result in full

commercial rental charges will be applied and

training time suspended until charges are paid.

Facilities - Club Lockers

Locker forms available at Reception.

Form to be completed by Club Secretary.

Key will only be issued to those listed on

form production of student card.

Lockers are for club equipment only.

Where storage sheds are provided these

are for the storage of club equipment

only. No other activity / purpose is

permitted.

Keeping Children Safe- Why is this needed in UCD?

Some first year students who will become

members of UCD clubs are not 18 years of age.

UCD Clubs and/or Club members currently

work with or may work with those 17 years of

age and under.

Others using the facilities will be 17 years of

age and under.

Legal obligation.

Keeping Children Safe

• 3 Core Documents:

– Irish Sports Council’s Code of Ethics & Good Practice for Children in Sport.

– UCD Sport “Keeping Children Safe Plan”.

– AUC Code of Ethics & Behaviour for Club Coaches.

Keeping Children Safe

Code of Ethics & Good Practice for Children in

Sport

•Provides guidance for those working with

young people in sport.

•Outlines the types of issues that need to be

discussed and addressed to provide the safest

and most enjoyable environment for young

people.

Keeping Children Safe –

UCD Sport Plan

Available on the UCD Sport website.

Now operational across all sporting facilities,

classes and clubs.

Encourages best child protection practice.

Supports all persons & children.

Provides consistency in how to respond to

the issue of child protection.

Designated Liaison for Sport is Dominic

O’Keeffe.

Keeping Children Safe – AUC Code

of Ethics & Behaviour for Coaches

An environment for participation, play and

performance which upholds the dignity and

respect of the individual and which supports

every individual’s right to participate, play

and perform in an environment which is free

from any form of harassment, intimidation

or bullying, and where improvements in

performance are facilitated through a

programme of safe, guided practice and

measured performance & / or competition.

Keeping Children Safe – AUC Code

of Ethics & Behaviour for Coaches

Coaches are expected to conform to

ethical standards in a number of areas:

respect and dignity, relationships,

commitment, co-operation, integrity,

advertising, confidentiality, abuse of

privilege, safety and competence.

Implications for UCD Clubs

All coaches to sign AUC Code of Ethics.

All clubs to adopt the AUC & ISC Code of Ethics and implement the UCD Sport Plan.

All coaches to be vetted.

Review Club Procedures – recruitment & selection, away trips etc.

Inform all members about the relevant policies.

Attendance at ISC Code of Ethics Training course on October 20th is mandatory.

Examples of Issues

Photography

Taking sessions alone

Away trips

Bullying

Child abuse (allegations of / reporting of abuse)

Recruitment of coaches

Other

• Physiotherapy now based in ISH.

• Clubhouse Bar due to open January.

• Address for club post (not Sports

Office).

• Confirm Expo Club Demonstrations.

• Volunteer Diary & Website.

• First Aid Course Oct. 13th

• Sports Volunteer Development Prog.

Volunteer Diary

Record all your volunteering work (including service for your club)

Over time develop a portfolio of your involvement

UCD Volunteer Website (ucd.ie/volunteer)

Information resource on volunteering opportunities in UCD, Ireland and overseas.

Surprise yourself and see how many organisations are looking for your talents

Websites of Interest

• www.cusai.ie

• www.irishsportscouncil.ie

• www.dlrsportspartnership.ie

• www.ucd.ie/sport

• E-mail news, fixtures, results, photos

etc. to [email protected] or post them on the

UCD Sport Facebook page.

http://www.cusai.ie

http://www.irishsportscouncil.ie

http://www.dlrsportspartnership.ie

mailto:[email protected]