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2014 UWA SPORTS CLUB
ADMINISTRATION HANDBOOK
The University of Western Australia Sport and Recreation Association
and
Sports Council
to be reviewed in 2014
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Contents Sports Council President’s Welcome ........................................................................................................ 7
Important Contacts ................................................................................................................................ 8
2014 Sports Council Management and Finance Committee ................................................................. 8
Relevant UWA Sports Staff Contacts ................................................................................................... 8 Executive Director ..................................................................................................................................................... 8 Associate Director Operations and Facilities............................................................................................................. 8 Associate Director Central Services ........................................................................................................................... 8 Associate Director Marketing and Communications ................................................................................................. 8 Sports Park and Clubs Manager ................................................................................................................................ 8 Sports Club and Safety Officer .................................................................................................................................. 8
Clubs of UWA Sports Council .............................................................................................................. 9
2014 Committees ................................................................................................................................. 11
Sports Council Meetings ................................................................................................................... 11
Sports Council Committee ................................................................................................................ 11
Budget Committee ........................................................................................................................... 11
Club Budget Submissions .................................................................................................................. 11
Club Budget Meeting - Semester 1 .................................................................................................... 12
Club Update Meetings - Semester 2 .................................................................................................. 12
Grant Submissions ........................................................................................................................... 12
Grant Notification ............................................................................................................................ 12
Special Grants .................................................................................................................................. 12
Sports Awards Committee ................................................................................................................ 12
Sport Scholarship Selection Panel ..................................................................................................... 13
UWA Sport and Recreation Association Membership ............................................................................. 14
Ordinary Members ........................................................................................................................... 14
Associate Members .......................................................................................................................... 14
Sporting Facilities and Bookings ........................................................................................................... 15
Facilities .......................................................................................................................................... 15 UWA Recreation and Fitness Centre – Crawley Campus ........................................................................................ 15 Campus Ovals - Crawley .......................................................................................................................................... 15 UWA Watersports and Leadership Centre and UWA Boat Shed – Crawley Campus .............................................. 15 UWA Sports Park ..................................................................................................................................................... 15 International Martial Arts Centre - Claremont Campus .......................................................................................... 15
How to book Facilities ...................................................................................................................... 15 Regular bookings ..................................................................................................................................................... 16
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Special bookings ...................................................................................................................................................... 16 Invoicing .................................................................................................................................................................. 16 Other information ................................................................................................................................................... 16
Student Sport Competitions .................................................................................................................. 18
Inter-Faculty Sport ........................................................................................................................... 18
Inter-College Sport ........................................................................................................................... 18
Sports Programs .................................................................................................................................. 18
UWA Social Sports ........................................................................................................................... 18
Recreate® courses ............................................................................................................................ 19
UWA Kids Sports Holiday Program .................................................................................................... 19
Sport Leadership Week .................................................................................................................... 19
Inter-University Sport Competitions ...................................................................................................... 20
Tertiary Sports WA (TSWA)............................................................................................................... 20 TSWA selection trials ............................................................................................................................................... 20 2014 TSWA selection trials calendar ....................................................................................................................... 20 2014 TSWA Calendar ............................................................................................................................................... 21
Australian University Games (AUG) .................................................................................................. 22
Australian University Championships (AUC) ...................................................................................... 22 AUC Event Information ........................................................................................................................................... 22
National Indigenous Tertiary Education Student Games (NITESG) ...................................................... 22
Inter-University Financial Support .................................................................................................... 22
What are UWA Sports Clubs? ............................................................................................................... 23
How to administer your Club ................................................................................................................ 24
Introduction ..................................................................................................................................... 24
Affiliation with Sports Council .......................................................................................................... 24
Club Constitution ............................................................................................................................. 25
Incorporation ................................................................................................................................... 25
Club Memberships ........................................................................................................................... 25
Club Requirements ........................................................................................................................... 26
Club Administration ......................................................................................................................... 26
Club Committee Office Bearers ......................................................................................................... 26
Role of Club Office Bearers ............................................................................................................... 26 President ................................................................................................................................................................. 27 Chairperson ............................................................................................................................................................. 27 Vice President ......................................................................................................................................................... 28 Secretary ................................................................................................................................................................. 28
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Treasurer ................................................................................................................................................................. 28 Club Development Officer ....................................................................................................................................... 29 Registrar .................................................................................................................................................................. 29 Club Marketing and Promotions Officer ................................................................................................................. 29 Club Equipment Officer ........................................................................................................................................... 30 Volunteer Coordinator ............................................................................................................................................ 30 Other Committee Members .................................................................................................................................... 31
The Role of the Club Delegate to Sports Council ................................................................................ 31
10 Steps to running a successful Meeting .......................................................................................... 31
An Officer Should Train his/her Successor ......................................................................................... 31
Club Annual Report .......................................................................................................................... 32
Services available to Clubs .................................................................................................................... 33
Equipment ....................................................................................................................................... 33
Uniforms ......................................................................................................................................... 33
Facilities .......................................................................................................................................... 33 Meeting Room ......................................................................................................................................................... 33 Social Functions ....................................................................................................................................................... 33 Clubrooms ............................................................................................................................................................... 34 Liquor Permits ......................................................................................................................................................... 34 Mail ......................................................................................................................................................................... 34 Fitness Centre.......................................................................................................................................................... 34 Facility Booking ....................................................................................................................................................... 34 Photographer .......................................................................................................................................................... 34 Parking..................................................................................................................................................................... 34 Websites for additional information on clubs ......................................................................................................... 34
Club Publicity and Marketing ................................................................................................................ 36
Publicity and promotional hints ........................................................................................................ 36
Sponsorship ......................................................................................................................................... 38
What do you want sponsorship for? ................................................................................................. 38
Who are your likely sponsors? .......................................................................................................... 38
What can your club offer? ................................................................................................................ 38
Prepare your proposal ...................................................................................................................... 38
Servicing your sponsor ..................................................................................................................... 38
Injuries and Insurance .......................................................................................................................... 40
Personal Injuries .............................................................................................................................. 40
Equipment ....................................................................................................................................... 40
In case of an injury ........................................................................................................................... 40
Insurance ......................................................................................................................................... 40
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Club Finances and Funding ................................................................................................................... 41
Club Supplementary Grants .............................................................................................................. 41
Outside Funding for UWA Sports Clubs ............................................................................................. 41 Healthway ............................................................................................................................................................... 41 Community Sporting and Recreation Facilities Fund (CSRFF) ................................................................................. 41
Sports Council affiliates Club Grants ..................................................................................................... 42
Sports Awards ...................................................................................................................................... 43
Sports Awards Nominations ............................................................................................................. 44
Sports Awards Evening ..................................................................................................................... 44
Sports Scholarships and Sports Bursaries .............................................................................................. 45
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All forms referenced in this handbook can be downloaded from the UWA Sports website: www.sport.uwa.edu.au/clubs Office Bearers Form UWA Recreation and Fitness Centre Booking Form UWA Sports Park Booking Form UWA Watersports and Leadership Centre Booking Form Club Membership List Grant Claim Form Sports Awards Nominations (to be release later in 2014) Club Report/Champion Club Nomination Form (to be release later in 2014) Club Budget Pack Important Dates Coaches Conduct of Ethics (to be release later in 2014) Annual Club Report Budget Summary
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Sports Council President’s Welcome Since its inception in 1920, Sports Council has provided valuable assistance to student sports clubs at UWA. Nearly 100 years on, the face of sports at UWA and in the wider community has changed dramatically but Sports Council will strive to take some leadership in particular areas with UWA Sports still to assist in the operation and development of sport and sports clubs at UWA. This handbook will assist in the administration of clubs regarding their relationship with Sports Council and UWA Sports. It contains all the information you will need to know about Sports Council and club administration and operations, including procedures for obtaining and claiming club grants, scholarship and awards criteria and information regarding meetings, facilities and bookings and further sporting opportunities at UWA. 2013 was an exciting year for sports at UWA. We sent a strong contingent of athletes to the Australian University Games held on the Gold Coast and we hope to continue the achievements of our team into 2014 where the Games will be held in Sydney. As always, the clubs are the foundation upon which our teams build their successes and so the clubs must be thanked for their contributions. Without the continued support from our clubs, University sport would be nowhere near where it is today. Let’s hope 2014 brings on great success. The Sports Council of 2014 hopes to support clubs in providing the best and most enjoyable experiences for their members in their chosen sport. We will be seeking to implement initiatives to improve sport at UWA as a whole and hope that if any clubs have ideas on what they would like to see happen they contact the Sports Club and Safety Officer. Also, if you do have any problems or concerns throughout the year, please don’t hesitate to contact us. Best of luck for 2014, may all of UWA clubs’ sporting ventures bring many successes! Sports Council President Karlie Payne
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Important Contacts 2014 Sports Council Management and Finance Committee President Karlie Payne Vice President Charles Ravine Secretary Jeremy Nixon Treasurer Jamsheed Bhanja Immediate Past President Richard O’Halloran Committee Jonathan Oon Committee Lara Bromfield Email [email protected] for all Sports Council related communication. Relevant UWA Sports Staff Contacts Executive Director Bruce Meakins [email protected] 6488 2335 Associate Director Operations and Facilities Rodney Glossop [email protected] 6488 3920 Associate Director Central Services Veena Ong Seng [email protected] 6488 3922 Associate Director Marketing and Communications Bea Sonnenberg [email protected] 6488 4659 Sports Park and Clubs Manager Joshua Van Kampen [email protected] 6488 7661 Sports Club and Safety Officer Michael Snart [email protected] 6488 7936
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Clubs of UWA Sports Council UWA Sports Council currently supports 34 sports clubs and teams. These cover a wide range of interests and activities. As of January 2014 the following clubs are affiliated with Sports Council: Aikido Athletics Australian Rules (Football) Badminton Baseball/Softball Basketball Boat Cricket Fencing Flying Disc (Ultimate) Football (Soccer) Golf Handball Hockey Judo Karate Kobudo Netball Outdoor Rugby Savate Squash Swimming Table Tennis Tae Kwon Do Tennis Triathlon Underwater Volleyball
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As of January 2014 the following University teams are affiliated with Sports Council: Sailing Touch Water Polo Lawn Bowls For club contacts see the latest Recreate® Magazine or go to the club contact page on the website http://www.sport.uwa.edu.au/clubs
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2014 Committees Sports Council Meetings All Sports Council meetings will be held on Tuesday during common lunch time starting at 1pm. Date Time Venue 7 April 8-9pm UWA Watersports and Leadership Centre 28 May 1-2pm UWA Boat Shed 19 August 1-2pm UWA Boat Shed 21 October` 1-2pm UWA Boat Shed A STUDENT delegate from THE EXECUTIVE (i.e. President, Vice President, Secretary or Treasurer) of each club is required to attend each of the Sports Council meetings. Sports Council Committee A meeting of the general committee is called at least twice in the University semester. The general committee of Sports Council consists of: President Vice-President Secretary Treasurer Executive Director or Representative Sports Club and Safety Officer Club Representatives (1 per club)
Budget Committee The budget committee sits with all UWA sports clubs in March to go through the club budgets for the upcoming 12 months. Grants are allocated from this meeting. Treasurer/President 2 Sports Council Management and Finance (SCMF) committee members Sports Park and Clubs Manager Sports Club and Safety Officer Relevant staff bookings officer depending on club
Club Budget Submissions Submission deadline: 12noon Monday 10 March 2014 Your club is required to submit an accurate and detailed budget for the calendar year to UWA Sports (see Budget Pack). A budget allows your club to plan its income and expenditure over the coming year and allows you to plan for the future. Without a budget, Sports Council Management and Finance Committee cannot assess grant requests. Penalty for late submission of budget – minimum of 10% of total club grant
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Club Budget Meeting - Semester 1 Club budget meetings will be held in the UWA Watersports and Leadership Centre Boardroom.
Monday 17 March Sports Park
Wednesday 19
March Martial Arts/ IMAC
Monday 24 March
Crawley Campus
Wednesday 26
March Other Clubs 1700 Athletics 1700 Aikido 1700 Table Tennis 1700 Boat 1730 Rugby 1730 Kobudo 1730 Badminton 1730 Water Polo 1800 Hockey 1800 Karate 1800 Ultimate 1800 Outdoor 1830 Football 1830 Savate 1830 Handball 1830 Underwater 1900 Soccer 1900 Taekwondo 1900 Volleyball 1900 Swimming 1930 Tennis 1930 Judo 1930 Netball 1930 Squash 2000 Triathlon 2000 Fencing 2000 Cricket 2000 Golf 2030 Baseball 2030 Touch 2030 Basketball 2030
Club Update Meetings - Semester 2 Club update meetings will be held in the UWA Watersports and Leadership Centre Boardroom. Monday 4 August Sports Park
Wednesday 6 August
Crawley Campus
Monday 11 August Martial Arts
Wednesday 13 August Other Clubs
1700 Athletics 1700 Table Tennis 1700 Aikido 1700 Boat 1730 Rugby 1730 Badminton 1730 Kobudo 1730 Water Polo 1800 Hockey 1800 Ultimate 1800 Karate 1800 Outdoor 1830 Football 1830 Handball 1830 Savate 1830 Underwater 1900 Soccer 1900 Volleyball 1900 Taekwondo 1900 Swimming 1930 Tennis 1930 Netball 1930 Judo 1930 Squash 2000 Triathlon 2000 Cricket 2000 Fencing 2000 Golf 2030 Baseball 2030 Basketball 2030 Touch 2030
Grant Submissions Clubs will be required to complete the 2014 Grant Application Form and submit it to the Sports Club and Safety Officer by Friday 17 October 2014. Grant submissions must include an application form and purchase receipts. Grant Notification Clubs will receive notification of their grant allocation by email. Special Grants If there are grants that are left unclaimed after the grant deadline, Sports Council may choose to invite clubs to request extra grant funding. Sports Awards Committee The Sports Awards Committee meets to consider the nominations of club members, UWA students and club administrators on 15 October 2014. The Sports Awards committee consists of:
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Sports Council President Sports Council Secretary (non –voting) Student or Non-Student Past Blues Winner (2) – Term of 2 years Student Past Blues Winner (2) – Term of 2 years UWA Sport Association Staff Representative (non-voting Chair)
Sport Scholarship Selection Panel The Scholarship Panel assesses all Sport Scholarship applications and in accordance with the conditions prescribed by the panel awards scholarships to worthy students. The Scholarship Selection Panel consists of: The Warden of Convocation, the UWA Graduates Association, or nominee; Two members of the Council of Convocation, the UWA Graduates Association, nominated by the
Warden; Two past winners of a Blue or Half Blue nominated by the Council of Convocation, the UWA Graduates Association; The President of the UWA Sports Council or nominee; The Executive Director, UWA Sport and Recreation Association, or nominee; A member of academic staff nominated by the Head of School of Sport Science, Exercise and Health Member of UWA Sport Association Board or Staff nominated by the Executive Director
For more information see the Awards and Scholarships section.
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UWA Sport and Recreation Association Membership Membership of the UWA Sport and Recreation Association can be obtained through various avenues. Membership is voluntary to current students at UWA, the UWA Sport Association Membership being part of the student services and amenities fee payment. Membership to the UWA Sport and Recreation Association is open to UWA students, staff and graduates as ordinary members and other groups as associate members as stated below. Ordinary Members UWA students UWA staff UWA graduates
Associate Members Immediate family members Sports club nominee Other students Other graduates
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Sporting Facilities and Bookings Facilities The UWA Sport and Recreation Association offers members access to a range of varied sporting facilities. The facilities are located in three places; UWA Crawley Campus, UWA Sports Park and UWA Claremont Campus. UWA Recreation and Fitness Centre – Crawley Campus Indoor and outdoor courts including badminton, basketball, indoor soccer, netball, squash, tennis
and volleyball Fitness Centre
o More than 50 group fitness classes each week o High performance room including LIFE FITNESS plate-loaded equipment o Circuit room o Cycle room o Interactive rowing zone featuring ROWPRO software o More than 120 cardio and resistance weight machines o Range of cable stations including 2 TECHNOGYM Kinesis machines
Campus Ovals - Crawley Riley Oval James Oval including astro and turf practice wickets, turf cricket wicket
UWA Watersports and Leadership Centre and UWA Boat Shed – Crawley Campus Function and meeting facilities
UWA Sports Park Australian Rules football ovals Turf cricket wickets Rugby pitch Football (soccer) fields Baseball/Softball diamonds Athletics track Grass hockey field Synthetic hockey field Clay tennis courts Grass tennis courts
International Martial Arts Centre - Claremont Campus Martial Arts dojo
How to book Facilities All UWA sports clubs are required to apply for desired times of facility hire. This is done by following the procedure laid out below:
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Michael Snart is the UWA Sports Club and Safety Officer handling club bookings for all UWA Sports facilities and can be contacted by email [email protected] Regular bookings 1. All booking requests are to be made on a "Booking Request Form" and also downloaded from the
UWA Sports website www.sport.uwa.edu.au/facilities/hire Clubs must return a completed Booking Request Form to Michael Snart.
2. Once the most serviceable schedule is established it will then be put forward for final approval. Once finalised, each club will be notified.
3. Bookings will only be cancelled upon request from a club in writing, at least 7 days prior to the booking. All bookings cancelled less than 7 days period will be invoiced.
4. Bookings must be made and paid 14 days prior to requested date, no bookings will be accepted less than 14 days to requested date.
Special bookings 1. Any other special requests for bookings (tournaments etc.) will need to be submitted a minimum of
6 weeks before the event. 2. The bookings will be looked at on an individual basis and provided there are no clashes with other
bookings will be approved. If the booking does clash with another booking then UWA Sports Staff will make a decision as to whether the booking can proceed.
3. If other bookings are to be altered or cancelled then 4 weeks notice shall be provided. Invoicing 1. The hire fees for all club bookings will be the standard UWA affiliated sports club rate. Invoices will
be drawn at the end of each month. 3. 2. All invoices will include a break up of the session times that have been used in the previous
month and the duration of each session. The invoices are cross-checked against the booking sheets to ensure the invoice is accurate.
4. All accounts must be paid within the set time period. If there is a dispute over part of the invoice, all parts not disputed are to be paid and then the dispute will be addressed. Disputes are to be discussed between the club and Sports Park and Clubs Manager, Joshua Van Kampen at an agreed time.
Other information 1. All bookings must conclude at the time specified. 2. The time allocated for a club booking includes set up and pack down time. Your club must leave
that space available at your booked time for the next booking. Failure to comply with this will result in the club being warned and if the problem continues then action, which will be decided by the Associate Director Operations and Facilities, shall be taken against the offending club.
3. The Main Sports Hall at the UWA Recreation and Fitness Centre will be used for exams and other special events during the year. All clubs that use this facility will be notified of exam times no less than 4 weeks prior to the event. This will be done in writing. Exam weeks are: Saturday 7 – Saturday 21 June and Saturday 8 – Saturday 22 November 2014
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4. Each club is to have one nominated person who is to deal with all their bookings. This person should be a member of the Executive. The Club Bookings Officer is the only person who shall be permitted to make, cancel or edit bookings. If this person is going to be away from the club for any period of time they are to inform UWA Sports of the temporary booking contact in writing.
5. The Associate Director Operations and Facilities of UWA Sports must approve any physical alterations a club would like to make to a facility. The club must submit the required changes in writing.
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Student Sport Competitions
UWA Sports runs two, yearlong competitions for students studying and/or living at UWA. These competitions create healthy rivalries as well as an opportunity for students to interact. Please see the UWA Sports website (www.sport.uwa.edu.au) for relevant dates, fixtures and sports. Inter-Faculty Sport Inter-Faculty Sport runs on most Wednesday afternoons during semester: It provides an excellent opportunity for students to have some fun competing for their faculty in a social environment.
• Arts/Architecture • Agriculture • ECOMS • Engineering • Sport Science • Indigenous Studies • Law • Medicine/Dentistry • Science
Inter-College Sport Each year the five residential colleges battle it out for Champion College on most Sundays through out semester.
• University Hall • St George’s College • St Catherine’s College • Trinity • St Thomas More
Sports Programs UWA Sports has a number of additional diverse sporting programs catering for anyone interested in sport or recreation. UWA Social Sports Mixed Netball Men’s and Mixed Basketball Mixed and Men’s 5 a side Soccer (Outdoor) Mixed Ultimate Frisbee Mixed Volleyball Mixed Touch Women’s Netball Mixed Futsal Dodgeball
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3 on 3 Basketball
Recreate® courses Recreate® courses run throughout the year for anyone to participate in. Clubs are encouraged to run sport specific courses within our Recreate® program to increase student participation. UWA Kids Sports Holiday Program With a focus on participation and having a good time, the program aims to enhance the physical education of primary school aged children by giving them access to as many new and exciting sports as possible, as well as allowing them to participate in their favourites in a fun, engaging and safe environment. If your club wishes to be involved contact [email protected] Sport Leadership Week Sports leadership courses will help develop your skills and abilities in the field of sports and athletics coaching and training. Opportunities for club students to gain first aid accreditation and participate in other leadership related activities
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Inter-University Sport Competitions Tertiary Sports WA (TSWA) TSWA is one of five regional branches of Australian University Sport (AUS). TSWA conducts a regional program of sporting events for universities in Western Australia, which includes qualifiers for the Australian University Games. Students can register their interest at O Day, through their respective club or with UWA Sports directly. TSWA selection trials All TSWA selection trials will take place on Tuesday afternoons during the common lunch hour from 1-2pm. 2014 TSWA selection trials calendar
Sport Date Day Time Trial Venue SEMESTER 1
Basketball (men, women) 25 Feb Tuesday 1-2pm UWA Rec & Fitness Centre
Touch (men, women) 25 Feb Tuesday 1-2pm James Oval
Futsal (men, women) 4 March Tuesday 1-2pm UWA Rec & Fitness Centre
Tennis (men, women) 4 March Tuesday 1-2pm Crawley Campus Tennis Courts
AFL-15's (men) 11 March Tuesday 1-2pm James Oval
AFL- 9's (women) 11 March Tuesday 1-2pm James Oval Beach Volleyball (men, women,
mixed) 11 March Tuesday 1-2pm Sand Volleyball, Nedlands
Rugby (men, women) 11 March Tuesday 1-2pm Riley Oval
Badminton (men, women) 18 March Tuesday 1-2pm UWA Rec & Fitness Centre
Lawn Bowls (open) 18 March Tuesday 1-2pm TBC
Hockey (men, women) 25 March Tuesday 1-2pm Riley Oval
Volleyball (men, women) 25 March Tuesday 1-2pm UWA Rec & Fitness Centre
Cricket- Super 8's Day 1 (open) 25 March Tuesday 1-2pm James Oval
Squash 2 April Tuesday 1-2pm Squash Courts
Ultimate (mixed) 29 April Tuesday 1-2pm James Oval
sailing (mixed) 29 April Tuesday 1-2pm TBC
Rowing (men, women) 29 April Tuesday 1-2pm TBC
Handball (mixed) 29 April Tuesday 1-2pm UWA Rec & Fitness Centre
Netball (women) 29 April Tuesday 1-2pm Crawley Campus Tennis Courts
Touch (mixed) 29 April Tuesday 1-2pm James Oval
Tenpin Bowling (open) 29 April Tuesday 1-2pm TBC
Table Tennis (open) 6 May Tuesday 1-2pm UWA Rec & Fitness Centre
Netball (mixed) 6 May Tuesday 1-2pm Crawley Campus Tennis Courts Golf (men, women; teams and
individuals) 13 May Tuesday 1-2pm TBC
Football- Soccer (men, women) 13 May Tuesday 1-2pm James Oval
SEMESTER 2
Basketball (mixed, 3 on 3) 29 July Tuesday 1-2pm UWA Rec & Fitness Centre
Futsal(mixed) 12 Aug Tuesday 1-2pm UWA Rec & Fitness Centre
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Dodgeball (mixed) 12 Aug Tuesday 1-2pm UWA Rec & Fitness Centre
Floorball (mixed) 19 Aug Tuesday 1-2pm UWA Rec & Fitness Centre
Tennis (mixed) 19 Aug Tuesday 1-2pm Crawley Campus Tennis Courts
2014 TSWA Calendar
Date Event(s) Location
SEMESTER 1
Fri 7 Mar Basketball (men, women) Touch (men, women)
Curtin Stadium, Bentley Curtin Sports Grounds
Fri 14 Mar Futsal (men, women) Tennis (men, women)
Curtin Stadium, Bentley UWA Rec & Fitness Centre, Crawley
Fri 21 Mar AFL (men, women) Rugby 7’s (men, women) Beach Volleyball (men, women, mixed)
UWA Sports Park, Claremont UWA Sports Park, Claremont City Beach
Fri 28 Mar Badminton (men, women) Lawn Bowls (mixed)
ECU Sports Centre, Joondalup TBC
Fri 4 Apr
Vice Chancellor’s Shield Hockey Classic (men ,women) Super 8’s Cricket- Day 1 Volleyball (men, women)
Perth Hockey Stadium Murdoch University Curtin Stadium
Fri 11 Apr Super 8’s Cricket- Day 2 Squash (men, women)
Murdoch University Murdoch University
Fri 2 May
VC Cup Rowing and Sailing Regatta Ultimate (mixed) Handball (mixed)
UWA Boat Shed Crawley & Royal Perth Yacht Club James Oval, UWA Crawley Campus UWA Rec & Fitness Centre, Crawley
Fri 9 May
Netball (women) Touch (mixed) Tenpin Bowling (open)
ECU Sports Centre, Joondalup ECU Sports Centre, Joondalup AMF Bowling Centre, Joondalup
Fri 16 May Table Tennis (open) Netball (mixed)
Notre Dame, Fremantle Melville Recreation Centre
Fri 23 May Golf (men, women; team and individuals) Football - Soccer (men, women)
TBC UWA Sports Park, Mt Claremont
SEMESTER 2
Fri 8 Aug Basketball (mixed) and 3 on 3 (men, women) ECU Sports Centre, Joondalup
Sat 16 Aug and Sun 17 Aug
Bunbury Challenge (mixed Netball, mixed Volleyball and mixed Soccer)
ECU Bunbury
Fri 22 Aug Futsal (mixed) Dodgeball (mixed)
ECU Sports Centre, Joondalup ECU Sports Centre, Joondalup
Fri 29 Aug Floorball (mixed) Tennis (mixed)
Curtin Stadium, Bentley Curtin Stadium Tennis Courts, Bentley
Fri 5 Sep Pre-Australian University Games Team Training and Matches
ECU Sports Centre, Joondalup
Fri 12 Sep Pre- Australian University Games Team Training and Matches
Curtin Stadium, Bentley
29 Sept – 4 Oct
Australian University Games
Sydney
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Australian University Games (AUG) The Australian Universities Games is an annual multi-sport event in which up to 6,000 students gather to represent their institution in 29+ sports. In simple terms the Games can be described as an "Olympics" for students. This year the 2014 Australian University Games will be held in Sydney from 29 September to 4 October. Australian University Championships (AUC) Any AUS Member through Australia can host sports not included in the AUG program, and involvement is open to all members, however qualifiers may be necessary in some sports: AUC Event Information
Sport Date Location Orienteering 20 April Clandulla, NSW
Surfing 6-10 July Newcastle, NSW
Snow Sports 3-7 September Mt Buller Victoria
Distance Running Various Various
Rowing 28 September- 3 October Penrith, NSW
Triathlon Various Various
Twenty20 Cricket 28 September- 3 October Sydney NSW
3 on 3 Basketball 28 September- 2 October Sydney NSW
More details can be found at the following AUS website link: http://www.unisport.com.au/Events/AUChampionships/Pages/Home.aspx National Indigenous Tertiary Education Student Games (NITESG) The National Indigenous Tertiary Education Student Games (NITESG) began as a joint-class project between thirteen students enrolled in a Diploma of Aboriginal Studies (Community Recreation) at the then Wollotuka School for Aboriginal Studies, the University of Newcastle, in 1996. The first Games were attended by around 30 students, and has since grown to host hundreds of Aboriginal and Torres Strait Islander tertiary students from Universities across Australia. The 2014 NITESG will be held at The University of Western Australia in Perth.
Inter-University Financial Support Sports Council will endeavour each year to organise fundraising nights to assist students in raising money to compete at the Australian University Games. Any student that is selected to represent an Australian University Sports team at the World University Games/Championships or on a tour is eligible to apply to receive assistance from UWA Sports.
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What are UWA Sports Clubs? Sports clubs are voluntary organisations established by students and associates who are motivated by a common interest to participate in a specific sport. They are formed to provide an opportunity for members to gain new skills, engage in competition and enjoy recreational and social activities. They also offer special events and opportunities for informal participation in accordance with the University of Western Australian and UWA Sports Council rules and regulations. Members in each club are responsible for the internal organisation and conduct of their club activities. All UWA clubs are required to be incorporated and have their own constitutions. Therefore the success and strength of UWA sports clubs depend upon the initiative, motivation and leadership of the officers and the involvement of club members. As such, UWA sports clubs present a unique opportunity for members to develop both sports and leadership skills. UWA Sports has five main sites for club activities: The UWA Recreation and Fitness Centre – Crawley Campus, car park 1 Stirling Highway, Nedlands. UWA Sports Park - McGillivray Rd, Mt Claremont. UWA Watersports and Leadership Centre – Crawley Campus, car park 23 UWA School of Sport Science, Exercise and Health, Crawley Campus, Parkway UWA International Martial Arts Centre, Claremont Campus
UWA Sport and Recreation Association manages these centres in conjunction with The University of Western Australia with offices located on and off campus. The role of the Sports Club and Safety Officer serves as the liaison between UWA Sports and the club and will provide assistance when needed.
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How to administer your Club Introduction Effective administration of your club is important. A well-run club contributes to the success of your activities. The following section of this handbook deals with club administration with hints on good administration and the many services available from the UWA Sport and Recreation Association to assist your club. A copy of the Office Bearers Form can be found on the UWA Sports website (www.sport.uwa.edu.au); this form must be updated and given to the UWA Sports Club and Safety Officer when an office bearer leaves their position. Affiliation with Sports Council For a club to become affiliated to Sports Council, the Club must complete the following:
1. Notify UWA Sport and Recreation Association (UWA Sports) and the Sports Council Management and Finance Committee of their intention to form;
2. Demonstrate a sufficient level of UWA student interest and engagement in the sport, to the discretion of Sports Council. Guidance should be sought from the Management Committee as to what this involves on an individual basis. This could be achieved by:
a. Organising a tournament or regular competition that is verified by a representative of UWA Sports and achieves adequate student and broader community participation;
b. Organise a Recreate® course that achieves adequate student and broader community participation;
3. A minimum of ten (10) students is required to form a club. A list of names, addresses and student numbers of these members must accompany any application for affiliation;
4. Each club requires a constitution detailing its aims and objectives, a draft can be obtained from the Sports Club and Safety Officer.
5. A general meeting of members, which has been advertised on the notice boards at the UWA Recreation and Fitness Centre, should take place at which minutes must be taken. These minutes will reflect a formalisation by vote of the name of the club, a ratification of the constitution and the election of office bearers.
This application should include: Background/history of the sport Minutes of the general meeting Ratified constitution Membership List Club Office Bearers Competitions/activities the club intends to participate in (long and short term) Club goals and objectives Club development strategy Facilities the club requires and or uses Current financial statement (if applicable)
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Proposed budget for an operating year Funding and or assistance required 6. A member of the club must attend a Sports CouncilMeeting to show cause as why the club should
be affiliated to Sports Council; 7. UWA Sports should, in the final instance, consult UWA Campus Management on behalf of the
applicant as to how a new club could be serviced. The feedback from Campus Management shall be made available to Sports Council for their consideration;
8. You will be informed by letter of the outcome of your application of affiliation. For a club to remain affiliated to Sports Council, the club must:
1. Hold an Annual General Meeting, which must be advertised via UWA Sports; 2. Submit a current office bearers form to UWA Sports no later than one month after the club annual
elections; 3. Maintain at least ten current UWA student members; 4. Fulfil the requirements as stated under the Student Services and Amenities Fee (SSAF) Service Level
Agreement made between UWA, UWA Sports and clubs, assuming these requirements have been made publicly available to clubs for them to act upon.
Club Constitution Each club must prescribe its own constitution. The Management Committee must approve club constitutions and amendments to the club constitution. The club constitution outlines important matters including: Club Objectives Club Member Club Management Structure Club Meetings
A copy of a draft club constitution is available from the UWA Sports office at the UWA Recreation and Fitness Centre.
Incorporation Incorporation of a club provides a legal identity for that club, separate from that of the members, which relieves the members of the committee and the club from liability for authorised acts of the club. Speak to the Sports Club and Safety Officer if your club is not incorporated and would like to be. All clubs must be incorporated. Club Memberships All clubs shall have an annual membership fee, which is to be paid by a member prior to the use of the clubs services. This membership fee should cover the fixed costs (facility hire, coaching fee etc) associated with the running of the club. Any variable costs (umpire fees, match ball etc) can be paid when the member represents the club. The club committee is responsible for maintaining a club membership list so members can claim their sports membership. Clubs that have activities which run all year must lodge memberships lists monthly.
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Club membership lists can be downloaded from the UWA Sports website and emailed to [email protected]. Club Requirements Once a club is affiliated with UWA Sports Council and therefore eligible to receive benefits the club must ensure the following requirements are completed and submitted to the UWA Sport and Recreation Association (UWA Sport) by the relevant due date. 1. Submit the following information to UWA Sports every 12months and inform UWA Sports if this
information changes throughout the year: Membership Forms (Monthly) Office Bearers Form (Club Budget Meeting) Operating Budget (Club Budget Meeting) Club Equipment Inventory (Club Budget Meeting) Annual Report (October) Minutes of the Club AGM Audited Financial Statements
2. Ensure UWA Sports has a copy of the current club constitution on record. 3. Clubs are to keep UWA Sportsinformed of any club activities and or achievements throughout the year 4. Sports Council delegate to attend all Sports Council Meetings. 5. Ensure all policies and procedures set out in this club administration handbook are adhered to. Club Administration A committee elected by its members administrates each club. The exact composition and responsibilities of the club committee is established via the club constitution. Club Committee Office Bearers The club members elect the office bearers of the club committee annually. It is recommended that the club committee consist of the following officer bearers: President Vice President Secretary Treasurer
Additional Office Bearers recommended are: Registrar Sports Development Coordinator Marketing and Promotions Officer Equipment Officer Volunteer Co-ordinator
Role of Club Office Bearers
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A number of factors help a club to achieve its aims. Of these the most important are: The Club President must lead the committee and the whole club; The club's activities should centre around its aim; There must be constant and effective communication between the members of committee and
between the committee and the other members of the club: Club officer bearers should have clearly defined duties; Delegate to Sports Council should remain the same all year, so as to provide for efficient liaison
between Sports Council and your club. Your delegate must be a UWA student and also an office bearer of the club.
In each of the following paragraphs, the duties of office bearers are set out. These will be the same for all clubs which have these officers, although clubs may wish to give more specific duties to some committee members, or may create new positions. President Responsibilities The President is ultimately responsible for the proper functioning of the club. Duties Chair all committee meetings and general meetings of the club. Co-ordinate activities within the club committee. Submit an annual report for the club’s Annual General Meeting. Act as spokesperson for the club. Lead, enthuse and motivate the club committee. Act as delegate to Sports Council (unless Secretary, or other nominated office bearer attends as
delegate) Chairperson Responsibilities A person in the chair leads but does not direct. Although he or she controls procedure and conduct, that person is in charge of the meeting, which is conducted for the benefit of the members. Planning is essential. Make sure you are familiar with the agenda. Know the constitution and standing orders for the conduct of the meetings. Follow the agenda strictly unless directed otherwise by the meeting. Keep the meeting moving in the desired direction. Listen attentively and keep a concise summary of proceedings. Attempt to get all members to contribute to meeting. Ensure there is fair discussion on each issue and all points are expressed before the meeting is
called upon to vote. Be enthusiastic – zest instils enthusiasm into the members. Thank those who are present for attending when closing the meeting.
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Vice President Responsibilities Act on behalf of the President in all situations where they are not available to make a decision or an appointment. Duties Act as deputy chairperson for all club meetings. Ensure the club's activities accord with its own constitution. Fulfil such other duties as the committee may impose.
Secretary Responsibilities The smooth running of the organisation depends on the efficiency with which you handle the records, correspondence and other communications. Duties MEETINGS - to prepare agendas, supporting paper and minutes; to book meeting rooms CORRESPONDENCE - to conduct all correspondence, both inwards and outwards MEMBERSHIP - to keep an up to date register of all the financial members of the Club GENERAL ADMINISTRATION
• Arrange typing and copying. • Ensure weekly clearing of club letterbox. • Maintain the club filing system. • Keep a calendar of club activities. • Arrange catering and liquor permits.
SPORTS COUNCIL - to act as delegate to all council meetings (unless president or other nominated office bearers attends as a delegate).
Treasurer Responsibilities The Treasurer is responsible for the finance of the club, to the club committee and members. The Treasurer is expected to liaise with the Sports Club and Safety Officer on club grants and other financial issues. Duties Keep the club's financial books up to date at all times Prepare budget for income and expenditure Be prepared to present a financial report every committee meeting and general meeting of the
club. Present financial report to the club’s Annual General Meeting. Authorise all petty cash transactions and to be responsible for drawing cheques. Collect and bank all income in a club account Maintain liaison with the Management and Finance Committee of the Sports Council and/or the
Sports Club and Safety Officer in all financial matters.
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Presentation of Financial Reports In fulfilling the role of Treasurer, it is important that you supply accurate and up to date information to your committee and club members. Club Development Officer The Club Development Officer is responsible for the overall growth of the club. Duties Co-ordinate and implement a junior development program. Devise and recommend to the club committee a five year development plan. Develop and implement a strategy for the recruitment of club members. Liaise with schools, sports associations and other clubs. Assist the publicity and promotions officer in club promotional activities. Implement and recommend players and coaches education programs, eg first aid, coach
accreditation. Registrar A registrar replaces the Secretary in that they look after memberships of a club. Duties Communicate with members what membership prices are. Offer incentives to early paying members or members that pay upfront. Keep an up to date list of all financial members as per membership form found on the UWA Sports
website. Submit this to the Sports Club and Safety Officer at least once a month. Sending information to prospective members. i.e. where the club trains and plays, membership
prices. This information will save time for the Registrar who can send this information in the post rather than have to say it to every new member. Also shows the prospective member that the club is well run and professional in its approach to recruiting.
Club Marketing and Promotions Officer The Club Publicity and Promotions Officer is responsible for the public profile within the University and the general community. Duties Devise and implement a club promotional strategy Co-ordinate and implement a strategy for the recruitment of club members Liaise with schools, sports associations and other clubs Utilise the UWA media avenues for opportunities to promote the club and its activities. Contact
UWA Sports Marketing ([email protected]) for assistance. Liaise with community media organisations for the promotion of the club and club activities. Manage club website Organise a stall and promote club on O Day.
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Club Equipment Officer The Club Equipment Officer is responsible for the purchase, maintenance and storage of all club equipment. Duties Compile and maintain a record of all club equipment Complete an annual audit of all club equipment and submit an inventory checklist to the Sports
Council MF committee at the budget meeting in March Recommend to the club committee any equipment purchases and make arrangements for such
purchases, on behalf of the club; Ensure all club equipment is stored securely and appropriately at all times and currently insured.
Volunteer Coordinator The club volunteer co-ordinator is responsible for the human resource planning, recruiting selection, training and recognition of all club volunteers. Responsibilities and Duties Assess the human resource needs for the club for general running and special events Recruit and recommend the appointment of volunteers to roles that suit them Organise the orientation and introduction of volunteers Identify and organise the training and education opportunities for volunteers Ensure all volunteers are recognised for their efforts
How volunteers first become involved in voluntary work Asked to volunteer by someone Self or family involved in the organisation Knew someone involved Sought out volunteer activity on their own Saw an add or report in the media
Some of the reasons why club members become volunteers Help others and the community Personal/ family involvement Personal satisfaction To do something worthwhile
Recognising your clubs volunteers Smile, say hello and thank you to your volunteers on a regular basis Send welcome letters when volunteers are first required Provide identification pins, badges, shirts or caps. Acknowledge and profile volunteers in newsletters Present volunteer awards at annual general meetings or awards ceremonies Award life memberships to long serving volunteers Hold special thank you or social functions in honour of volunteers
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Other Committee Members (i.e. Those without specific office) Duties
Sub Committee General committee members may provide members for sub committees formed for a particular purpose, for which the full committee is not available. A sub committee will normally be formed to organise large club functions, and publications.
Routine Administration E.g, collating newsletters, addressing envelopes, typing, duplication, designing of posters and distribution of handouts.
The Role of the Club Delegate to Sports Council According to the rules of the Sports Council, each affiliate must send a delegate to council meetings. The delegate must be both an office bearer and a student. Sports Council is the policy-making body for the sports clubs; it acts as a forum on club matters. To help fulfil these functions, a delegate has the following duties: (a) To read all Sports Council minutes (b) To attend all Sports Council meetings (c) To vote in accordance with the interests of his/her club (d) If the delegate cannot attend, a proxy letter is required for the substitute delegate Each club is also permitted to send an observer to Council meetings. The observer will not have voting rights, but is given the right to speak at the discretion of the chair. 10 Steps to running a successful Meeting
1. There is plenty of discussion but it’s mainly on the point. 2. The members understand their task clearly. 3. The members actively listen to each other. 4. The group does not evade disagreement. 5. Members are encouraged to reveal their opposition and not ‘bottle it up’ until after the meeting. 6. There is no personal attack either openly or by veiled suggestion 7. The leader does not dominate. Leadership can shift as topics change. 8. There is little evidence of power struggles and no posturing or point scoring 9. The members are conscious about their effectiveness as a team. 10. The group is capable of analysing a weakness in its performance and ‘fixing it fast’.
An Officer Should Train his/her Successor The administration within a club cannot be safely entrusted to officers who are inexperienced in their allocated duties. Officers being shown the ropes by their predecessors can counter inexperience. This need only amount to a simple explanation of their tasks, or to mentioning important details such as:
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How to advise UWA Sports of the changes on committee How to fill in forms which have to be used regularly How the club filing system works Where the club letter box, notice board and files are located What rooms are suitable for committee/general meetings
For instance a trainee Treasurer should be told: Where the books are kept How the books are kept What the audit procedure is What the procedure is for applying and obtaining grants from Sports Council Who the signatories are to the club's bank accounts and how to update them.
Club Annual Report The Club President and Secretary are required to submit a club Annual Report to the club members at the club Annual General Meeting. This report, once approved by the club committee should be forwarded to the Sports Club and Safety Officer. A club report submission sheet can be downloaded from the UWA Sports website. The report includes:
Club Office Bearers and Committee Members Membership statistics and breakdowns i.e. % UWA students, juniors Results at inter-university competition Acknowledgment of outstanding achievements from players, coaches, administrative assistance Update of club facilities such as training venue, storage and clubroom. Summary of events Recommendations and goals for next year
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Services available to Clubs
Equipment All clubs are required to maintain inventory of club equipment. The inventory should include: Equipment Name Date Purchased Age of Equipment Condition of Equipment Where Stored
This information is submitted annually to the Sports Council on the club inventory checklist in the Budget Pack. Uniforms It is the aim of Sports Council to assist all clubs in purchasing uniforms that easily identify club members as University of Western Australia representatives. Uniform colours are to consist of dark green (Pantone 347), navy blue (pantone 286) and gold (pantone 109). The UWA crest or text of ‘UWA’ shield should be included on the uniforms. Tops: Majority dark green with navy blue, any UWA lettering in gold Bottom: Navy Blue, and UWA lettering in gold Socks: Combination of green and gold Sports Council places a high priority on clubs (team and individual) having correct coloured playing strips. Clubs wanting to purchase playing strips are eligible to do so by applying for a grant; these items remain the property of the club. All club uniforms must be approved by the UWA Sports Marketing and by Sports Council before purchasing or using the UWA name. Facilities Meeting Room UWA Sports can provide a club free use of the meeting room at the UWA Recreation and Fitness Centre for club meetings. The meeting room is fully air-conditioned, with overhead projector, TV, whiteboards. For bookings please contact the Sports Club and Safety Officer at [email protected]. Social Functions The Watersports and Leadership Centre provides ideal venues for all club social functions from annual dinners; fundraising activities to an informal club get together. With superb river views your club members will be blown away by this great location. For bookings please contact the Sports Club and Safety Officer at [email protected].
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Clubrooms There are five clubrooms at UWA Sports Park (McGillivray Road, Mt Claremont) available for hire at very good rates with conditions. One month's notice is required. Liquor Permits Any alcohol consumed in an unlicensed area must first have a permit from the UWA Security Office. Any club not following this requirement risks losing club privileges. A liquor permit can be downloaded from the UWA website (www.security.uwa.edu.au/alcohol) A club wishing to sell liquor or charging an admission fee into a function must obtain an occasional liquor license. Occasional Liquor Licenses can be downloaded from the Office of Racing, Gaming and Liquor website https://www.rgl.wa.gov.au/ApplicationKits.aspx?RegAreaName=Liquor Mail Incoming mail: You can receive mail via the club mailbox. It is essential therefore that the club mailbox is cleared at least once a week. Club mailboxes are located at the UWA Recreation and Fitness Centre Front Desk. Fitness Centre The UWA Recreation and Fitness Centre employs qualified School of Sport Science, Exercise and Health students to provide any club member with advice on their fitness. Weights programs and individuals and/or team fitness evaluations can be conducted upon request. Call 6488 2286 for more information. Facility Booking The UWA Sport Association provides training and competition venues for all affiliated clubs. The Sports Club and Safety Officer calls for permanent bookings every year. Requests for facilities on a casual basis can be directed to the Sports Club and Safety Officer located at the UWA Recreation and Fitness Centre. Photographer UWA Sports would be happy to accept any action or team photos from a sports club. Photos will be used for promotional purposes. Requests should be made to the Sports Club and Safety Officer. Parking The University provides metered parking. Free parking in the University is strictly by permit only before 5pm. All parking at UWA Sports Park is free. Do not leave valuables in you car at the University or at UWA Sports Park as they are just like the rest of the community and are prone to theft. Websites for additional information on clubs There is some very useful information relevant for sporting clubs on the web. The following websites have good information about elite sporting programs, club activities/administration and club funding. West Australian Institute of Sport: http://www.wais.org.au/ Australian University Sport: www.unisport.com.au/ Department of Sport and Recreation http://www.dsr.wa.gov.au/funding
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Australian Sports Commission: www.ausport.gov.au/ Our Community: www.ourcommunity.com.au/funding/fundraising_main.jsp
West Australian Sports Federation: www.wasportsfed.asn.au
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Club Publicity and Marketing
Publicity is an important part of any successful club activities. Good publicity attracts potential members and ensures current members are aware of your activities. A publicity and promotion plan would be an excellent tool for the club to development and use. Before developing a plan, the club must have a clear idea of what the ‘business’ it is in, future plans, and who the publicity should be directed towards. When the club is clear about whom they are, what business it is in, and why, a concise case statement can be formulated. This statement can then be used over and over again as a hand out to prospective members, volunteers, potential donors or sponsors. Publicity and promotional hints Use the media and avenues to promote the club: Publications Public speaking Personal contacts Displays and demonstrations
On a relatively large campus advertising your club and its interests can be difficult. The promotion of a club can be through any of the following: UWA Sports website UWA Sports Facebook Page, Twitter, Instagram and YouTube
UWA Sports can run stories on its website. Simply email [email protected] the details. Recreate® magazine
Recreate® is produced by the team at UWA Sports and is published five times a year. Recreate® will give your club the opportunity to promote events and publish highlights and news on a regular basis as well as having a contact list for all the clubs, which is updated every issue.
UWA Sports E|News Submit your story to [email protected] for publication in our monthly e-newsletter which gets sent to approximately 30,000 recipients.
Orientation Week UWA Sports organises a series of activities during the period building up to the beginning of the academic year. One of these is the O Day club tents and displays. This allows clubs to set up tents and displays to advertise their activities to potential members; this is an easy way to attract new members and will ensure your club has a successful year.
Club newsletter A club newsletter is a great way to promote events to your clubs own members. Every member will be kept up to date with the happenings of a club with the distribution of a club newsletter.
Residential colleges
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The residential colleges is one area of UWA that is somewhat forgotten by clubs. Over 1,500 students live in the accommodations across the road from UWA. Reminder: College students may have problems with transport to training sessions and games.
Come and try days Clubs conduct a come and try day where prospective members have the opportunity to try the sport and meet club members.
Tertiary Sports Western Australia (TSWA) selection trials Clubs conduct relevant TSWA selection trial on behalf of UWA Sports, providing an opportunity to attract new members to the club and represent UWA.
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Sponsorship What do you want sponsorship for? Decide what you want the sponsorship to achieve. Do you want the sponsorship to cover your club’s entire event or activity, purchase of uniforms and equipment, travel/accommodation costs? Who are your likely sponsors? All sorts of businesses are prepared to provide sponsorship; you just have to show them how they will get value for money. Think about which companies or organisations would like to advertise or promote their product to University students. Never overlook the members within your own club. You may offer incentives for anyone who does find a sponsor. No club is allowed to receive sponsorship from a tobacco company and UWA Sports must first approve any alcohol sponsorship of clubs. What can your club offer? The list is endless but here are a few: Area and perimeter advertising space during games and training times. Signage and banners during games and training times Presentation of awards Logo on social and sporting attire
Signage sponsorship on club facilities must first be ratified with UWA Sports. Prepare your proposal Your proposal should include the following: Covering letter Cover sheet Title page Details of people at your club State exactly what it is you will provide to the sponsor.
Keep the proposal brief and to the point it is the proposal’s objective to get the club to secure a meeting where details can be discussed. Servicing your sponsor If you promised it then deliver it. Don’t try to save money by giving a sponsor less than you had agreed. It is easier to retain a sponsor than it is to initially securing one. Make the sponsors feel wanted Show the sponsor how much the sponsorship is valued.
Reminder For many UWA sports clubs their primary sponsor is The University of Western Australia through the provision of facilities, grants and resources.
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Injuries and Insurance Personal Injuries It is recommended that each club has qualified first aid officers. UWA Sports through its Recreate® program conducts fully accredited first aid, taping and sports training courses. Look out for courses in each Recreate® Magazine. Equipment Each club must obtain and maintain suitable first aid equipment and supplies. In case of an injury An accident report form should be completed and submitted to the Sports Club and Safety Officer. Insurance All insurance queries should be directed to the Sports Club and Safety Officer. UWA sports clubs should advise club members to consider their own private health insurance cover.
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Club Finances and Funding Club Budget Packs are available on the UWA Sports website. Late Budget Packs submission to the Sports Club and Safety Officer will be penalised 10% of their grant allocation. Budget packs will be referred to when clubs meet with the Sports Council Management and Finance Committee. Times are published in the Budget Pack and on page 6. All information concerning budgets can be found in the Budget Pack. Clubs must remember to claim their grant/s by the allocated close by date and that the grant money they are claiming is within the category that their grant was allocated. Club Supplementary Grants All clubs are requested by the Sports Council to have claimed their allocated grants byFriday 17 October. If this cannot be done a letter must be sent to the Sports Council Management and Finance Committee requesting an extension. Clubs may be invited to apply for any left over grants. Outside Funding for UWA Sports Clubs Healthway Healthway provides an incentive for sporting clubs to identify and address a range of issues that have the potential to improve the health and safety of their members and supporters. www.healthway.wa.gov.au Community Sporting and Recreation Facilities Fund (CSRFF) The Community Sporting and Recreation Facilities Fund (CSRFF) exemplify the Western Australian Government’s commitment to the development of infrastructure for sport and recreation across the State. The program is all about the Government providing financial assistance to community groups and local governments to develop basic infrastructure. The program aims to increase participation in sport and recreation with an emphasis on physical activity, through well-planned facilities.
www.dsr.wa.gov.au/facilitiesfunding
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Sports Council affiliates Club Grants
A Club Affiliation Fee allows your club access to the following services at either no cost or discounted: Club insurance First class facilities Grants Awards and Scholarships Inter-University sport Once complimentary ticket to the UWA Sports Awards evening Clubrooms or club venue Promotional tools and marketing assistance Professional assistance Mailbox
Fees are determined by the number of club members that are not UWA students from the previous year. The club membership list (Including UWA student numbers) must be submitted electronically to the UWA Sports Club and safety Officer (email: [email protected]). A copy of this form is available on our website at www.sport.uwa.edu.au/clubs. The level of affiliation fee to be invoiced to each club is outlined below:
2013 Membership. Numbers. (Non UWA students) Affiliation Fee
0 $ 0.00 1-25 $ 275.00
26-50 $ 550.00 51-100 $ 825.00
101-150 $ 1,100.00 151-200 $ 1,375.00 201-250 $ 1,650.00
251+ $ 1,850.00
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Sports Awards There are many fine athletes attending The University of Western Australia and competing for UWA and community sporting clubs. Such students represent the many ways in which UWA excels in fields beyond academia. The Blues Awards aims to recognise these achievements. Nominations are called in September of each year and are judged on the previous 12 months performance. Blues recognition is given in two ways, via the Half Blue and Full Blue. The Full Blue is bestowed on a student to acknowledge outstanding performance in the chosen sport, including State and National representation and Australian University Sport (AUS) selection in a Representative Team. The Half Blue aims to recognise a student's consistent performance in his/her chosen sport on an Association and State level, as well as Australian University Games (AUG) or Australian University Championship (AUC) and Tertiary Sport Western Australia (TSWA) Championships. Club involvement is also taken into consideration in deciding recipients. Other Awards under the Sports Council: The Club Service Award recognises a UWA Student who has been an active playing member of their respective sports club as well as contributing to the clubs off field running for at least 3 years. The Sports Star of the Year is awarded to a student who has been the most outstanding sportsperson in the University for that year and exhibited moral force of character, leadership and an interest in his/her fellow sportspersons. Champion Club -.trophy shall be awarded on the basis of success in the (AUG)Games in that year, success in pennant competitions and diligence of the officers of the club attending to administrative matters, especially with respect to Sports Council. Club Letters are awarded to those club members who, in the opinion of the Sports Council have achieved one of the following: (a) Excellence in sporting achievement (standards equal to a Full Blue) in international, national or
local competition and has demonstrated a significant contribution to his/her club over a sufficient period of time.
(b) Involvement in the promotion, development and betterment of University sport beyond the call of
a normal position in a sports club; either as a player or administrator. Only an individual who is not a currently enrolled UWA student may be eligible for award of service.
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Coach of The Year is awarded by the committee to the most outstanding coach in the UWA Sports system for that year. Sports Awards Nominations Nomination Forms can be downloaded from the UWA Sports website or available at the UWA Sports Recreation and Fitness Centre Reception. Nomination forms must be fully completed, signed and returned to the UWA Sports Club and Safety Officerno later than 12 noon Monday 13 October 2014*. * No late entries will be accepted Sports Awards Evening Sports Council hosts the annual UWA Sports Awards Evening. It will be left up to the clubs committee as to how and whom they distribute the ticket to. The Sports Awards Evening will be held on Thursday 30 October 2014 at the University Club of Western Australia. The evening will include dinner, quality entertainment and beverages. All UWA Sports Awards will be presented on the evening. All clubs will be informed of further details closer to the event.
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Sports Scholarships and Sports Bursaries The scholarship benefits have been designed to assist those students that wish to pursue an elite sporting career and sustain a level of proficient academic achievement. Scholarships are chosen on the basis of sporting achievement, academic records and contribution to sport at UWA. Scholarships are valued up to $3000 and can be used towards compulsory fees or other academic or sporting expenses. This amount is payable in two installments throughout the year. The second financial installment will be provided if 1st semester academic records and sporting results are sufficient. Depending on the type of scholarship a student will receive: UWA 12 Month Regular Fitness Membership Financial assistance to university competitions Academic guidance Financial assistance. $500 - $3000 to assist with academic or sporting pursuits. Australian University Games (AUG) flights
It is a preference that recipients compete for one of the Sports Council’s affiliated clubs in their major sport and continue to pursue their studies. Scholarship applications are available from UWA Recreation and Fitness Centre reception and are required to be submitted by Friday 28 February. www.sport.uwa.edu.au/sports-and-teams/sport-scholarship-online-application2
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