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Sports Club Committee Members Handbook

2013/14

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Hello and welcome back to what is going to be another fantastic year here at Hallam Union!Firstly I want to extend our congratulations from all of the team here at Hallam Union on your successful election on to your club committee. Each of you have been elected because your clubs have the belief in your ability to lead and develop the club.

Personally, I am really excited to meet and work with you all over the course of the 13/14 academic year. There will be highs and lows of the year and I’m sure situations will arise that will test the strength of your club. However the work that each of you individually do is so important and can really make a difference to the overall student experience and to your teammates time here in Sheffield.

From Chairperson to Social Secretaries, although your responsibilities will differ you are all important and will play a huge part within your club. Be sure to engage as much as you can with your roles throughout the year as there are numerous skills you can acquire and develop, to increase your employability.

So I wish you all the best of luck for this forthcoming year and thank you for your commitment and dedication so far.

Josh Saydraouten

@HallamSports HallamUnion SportsOfficer

0114 2254532j.saydraouten@shu.ac.uk

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contents02 Welcome 03 Contents

04 Your Key Contact

07 Team Sheffield Hallam

08 Focus Sports

09 Active Universities

10 Recruitment

10 Respect

11 Membership and Registrations

13 Calendar/ Key dates

14 Equal opportunities

15 Facilities

16 Embrace

17 BUCS

20 Enhancing your employability

20 Become a student sport activator and boost your CV

22 Roles and Responsibilities

25 Social Media

26 Documents

27 Team Sheffield Hallam Kit

28 Sponsorship

29 Varsity 2013

30 Sports Ball

31 Duty of Care

33 Budgets

34 Cars

35 Incident Reporting

36 Risk assessment

38 Tour

39 Sports Committee

40 Booking Meetings

41 TSH club development

43 Welcome Parties

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your key contactsRick O’TooleSports Union Manager0114 225 3450r.j.otoole@shu.ac.uk

Hi my name’s Rick and I’m the Sports Union Manager. It’s my role to manage the full work of the Sports Union department and I have specific responsibility for managing all of our events such as Varsity and the Sports Ball, and to support the Sports Officer with campaigns. This is where you’ll see me the most, but you’ll also see me at fixtures throughout the year supporting our teams!

Lucy BroadSports Club Support Worker0114 225 3312lucy.broad@shu.ac.uk

My main role as a Sports Club Support Worker is to support and guide you as clubs. Any issues that arise within your clubs, I am there to advise and help you. Another main role of mine is to support the club development coordinator with your club development plans. Working with club committees on a daily basis to ensure you are all reaching your full potential, whether that be in the BUCS leagues or other competitions you take part in. It’s important that pathways in participation are evident at Sheffield Hallam; I support the social sport programme at Sheffield Hallam Active, to ensure our students can play sport at an appropriate level.

Joel KestertonSports Club Development Coordinator0114 225 3311j.kesterton@shu.ac.uk

My role is to help you develop your club for the future. I will provide you with support, guidance, training and a framework to help you turn your ideas into actions. I lead the Team Sheffield Hallam Club Development Process, this is a combination of your club development plan and the progress meetings we hold with your senior committee at regular intervals throughout the season. If you have any ideas about how you think your club could be improved then please get in touch!

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Steve CoxBUCS Coordinator0114 225 3345steve.cox@shu.ac.uk

As BUCS Coordinator my role is to administer, coordinate and organise the arrangements for the BUCS programme at the university. I also promote, administer and co-ordinate athlete and club involvement in student championships, national and international representative squads.

Helen RobertsPerformance Athlete Support Officer0114 225 6401h.a.roberts@shu.ac.uk

I manage the Performance Athlete Support Programme as part of Team Sheffield Hallam and the Talented Athlete Scholarship Scheme. This means I oversee the sport scholarships that SHU award to exceptional sporting students and recruit future student athletes to the University. The programme helps support our athletes with training, academia, sports science support and any other demands which are placed on a student athlete competing at international or professional level whilst studying.

Ryan AmosSports Development Assistant0114 225 5765r.amos@shu.ac.uk

My role is to develop the performance of the Team Sheffield Hallam sports clubs. It involves developing a holistic training program including on field/court practice and strength and conditioning. It also involves co-ordination of internal and external facilities for training and fixtures, employing the coaching staff and managing the operations of the partnerships with external sports clubs focusing on performance and participation routes for students.

Nicola CromwellSports Activator0114 225 5317n.cromwell@shu.ac.uk

I work on the Social Sport Programme, where my main role is to manage the Student Sport Activators (SSAs) who help to deliver the weekly sessions. I provide mentoring, sharing my knowledge to ensure that the SSAs gain valuable employability skills for future employment and deliver high quality sessions. I also work behind the scenes to manage the programme (planning, delivery and future development). You can come to me to discuss how your club can link more with the social sport sessions and to find out more about becoming a Student Sport Activator.

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Scott RichardsonSports Participation Coordinator0114 225 2210s.w.richardson@shu.ac.uk

The main aim of my role as Sport Participation Coordinator at Sheffield Hallam is to ensure that students are able to access as many opportunities as possible to participate in sport, and I manage a variety of projects at the University to help facilitate this. Alongside this project, I also manage a workforce development scheme – Student Sport Activators – which enables Sheffield Hallam students to gain pertinent sports coaching experience through helping to deliver our programme of social sport. 

Grant JohnsonSports Administrator0114 225 4124grant.johnson@shu.ac.uk

I provide administrative support to all of our clubs, and the Sports Union as a whole. I support the rest of the team behind the scenes in areas such as equipment orders, membership checks, event support and finance enquiries.

other useful contactsStudents Union Reception0114 225 4111

Sheffield Hallam Active reception (Collegiate crescent) 0114 225 2449

Sheffield Hallam Active reception (City Campus) 0114 225 2150

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What is TSHTeam Sheffield Hallam is the home of competitive and performance sport at Sheffield Hallam University. This programme is delivered in partnership between the University and Hallam Union. Team Sheffield Hallam offers you a great chance to play in University leagues and competitions by joining one of our 29 Team Sheffield Hallam clubs.

For more information about the Team Sheffield Hallam programme go to: www.shu.ac.uk/team

What is the visionTeam Sheffield Hallam will recognise and exploit opportunities for participation and performance by enhancing the students sport experience.

We will achieve this by:• Ensuring that Team Sheffield Hallam has the resources and facilities to deliver effective programmes

• Putting talented students on centre stage by developing elite programmes and sports performance hubs

• Establishing Team Sheffield Hallam as the focal point and strategic voice for student performance sports

• Exploiting and celebrating opportunities for Team Sheffield Hallam

How do you fit in and play such an important part?None of this could be possible without any of you, our students. You are at the heart of everything we do, and represent Team Sheffield Hallam, be it on the pitch or off the pitch.

@TeamSheffHallam

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Focus SportsAt Sheffield Hallam, we have fantastic sporting opportunities for talented athletes and performance athletes.

We have 5 specific sports which have strong links with clubs around the city, and attract scholarship and performance athletes each year. We support these clubs along with Strength and Conditioning facilities and the highest level of coaching. The following clubs are our Focus Sports for the 2013/14 programme;

• Badminton

• Men’s Basketball

• Men’s Hockey

• Volleyball

• Women’s Basketball

In addition to this we also have 6 development focus sports which are;

• Men’s Football

• Men’s Lacrosse

• Men’s Rugby Union

• Rugby League

• Swimming

• Women’s Football

Want your club to become a focus sport in the future? Well here are the criteria;

• Potential top 4 in BUCS

• Current performance in BUCS

• Amount of BUCS points available

• Club links with external club

• High quality facilities

• High quality coaches in the region

• Committee culture and engagement

If thIs Is your goal for the futuremake sure you come andsee a member of staff.

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Active Universities

Active Universities is a 3 year project aimed to give all students more opportunity to play sport at Sheffield Hallam. It’s a fantastic way to try something new and have fun.

It’s important for committees to understand that making a sports team isn’t the only way to participate in sport at University.

We offer over 30 sessions in over 20 different sports every week. There’s usually a coach on hand to help you learn new skills – or you can just turn up and play with your friends.

All internally hosted sessions are free to Sheffield Hallam Active members and just £2.50 for non-members.

It’s a great chance to try something new or meet new friends doing something you already love. Just take your pick from the schedule and give it a go. It really is the taking part that counts.

So what can Active Universities do for you club?

• More members for your club

• Selling embrace tickets

• Struggling for players - social members can move up into BUCS teams

• Recruitment for the university

• Bigger sports offer

• Hitting Club Development plan criteria

• Potential for more funding

• More trained coaches within the club

• Better Links with NGB’s

• More training opportunities

It’s crucial to remember these points throughout the year, but most importantly Trials. So if students don’t make the teams, point them in the right direction to continue participation. You may need social members to make up teams later on in the season.

@SHUActive

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RecruitmentAlthough the Sports Fair is important for recruiting students to your Club, people can always get involved throughout the year. Clubs need to remain visible throughout the year, so that people will be able to join. Don’t just go and hide away in the corner as soon as you’ve reached your target number of members. Let it be known where you meet and what you do via the Student’s Union website, Facebook, Twitter etc. to get more students involved. Being seen as an active Club will attract lots of new members.

Respect: The Committee needs to respect the ideas of all its members. The Committee must be open to suggestions and challenges from others and carry forward any ideas that have been suggested.

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Memberships and RegistrationsJoining one of our sports club is a simple process, all you need to do is follow this step by step guide;

1. All sports club members need to complete a registration form online at http://hallamunion.org/sports/join/

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2. If you want to join a TSH club you need to follow this process;

• Register for your sports club online at Hallam Union/Sport

• Visit the Sheffield Hallam Active reception at either City or Collegiate Campus to fill a membership form and pay your annual £80 subscription.

• Pick up your TSH card from any Sheffield Hallam Active reception.

3. If you want to join a Recreational club you need to follow this process;

• Register for your sports club online at Hallam Union/Sport

• Visit the Students’ Union (The Hubs) to pay your membership fee. For recreational clubs membership fees change depending on what club your joining.

• Pick up your membership card from the Students’ Union.

Registration and membership payment for Team Sheffield Hallam clubs have to be completed by the 14th October 2013.

Did you know?

Team Sheffield Hallam members can compete for more than one club with the £80 membership but this does not apply to the recreational clubs.

What do I get for my £80?

Your £80 membership for the whole academic year provides real value for money as you receive;

• BUCS Affiliation

• BUCS Entry Fees

• NGB Affiliation

• Transport for away fixtures

• Coaching

• Training Cost (Venue/Pitch Hire)

• Team Sheffield Hallam Kit

• First aid and Safety

• Insurance

• Accommodation subsidy

• Support for international representation

N.B If selected to play in Varsity; you require a membership.

ASSOCIATE MEMBERSHIP of your club will be limited to approved instructors, life members, reciprocal members, university and Union staff up to a one third maximum. Associate members shall not exceed 20% of registered members. See sections of Hallam Union’s constitution for more details.

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Calendar/ Key dates25th September Sports Fair

30th Sep-11th Oct KIT meeting 1- Don’t forget to book yours in with Joel Kesterton

9th Oct Start of the BUCS season

9th Oct Sheffield Hallam University Sports Park Opening

14th Oct Membership deadline for TSH clubs

14th Oct Deadline for collection of kit

25th Nov-06th Dec Sport Development Group meeting - Don’t forget to book yours in!

January 2014 Refreshers / Get Active Week

March Club AGMs

19th March End of BUCS season

25th March BUCS Trophy Tuesday

26th March Big BUCS Wednesday

Varsity

7th Apr-09th May Handover Sport Development Meeting - Don’t forget to book yours in!

7th April Hand in of Kit

May Sports Ball

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Equal OpportunitiesSheffield Hallam Students’ Union is committed to equality of opportunity for all. Hallam Union recognises that it has the power to reduce the disadvantages experienced by people by making its services responsive to the different needs of individuals and groups.

We want our services, facilities and resources to be accessible and useful to every student regardless of gender, age, ethnic origin, religious belief, disability, marital status, sexual orientation or any other individual characteristic which may unfairly affect a person’s opportunities in life.

We recognise that we have a diverse student community, which has different experiences, values and beliefs. We commit ourselves to valuing the diversity in our student community and respecting distinctive identities within it.

We regard equal opportunities not only as a means of reducing discrimination but also of ensuring that our organisation responds to the needs and desires of our members and customers. We recognise that our equal opportunities programme will help us to be more responsive to the needs of our members and customers.

Hallam Union is committed to achieving,

• Women’s Equality

• Racial Equality

• Disability Equality

• Sexual Orientation Equality

• Equality irrespective of age

If you ever feel that you or a member of your club has experienced discrimination at any level please inform the Sports Executive or a member of the Sport Union team.

As a member of the Committee you have responsibility to your Club and members to ensure that discrimination does not occur and that everyone feels welcome.

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FacilitiesAs stated earlier we strive to ensure that Team Sheffield Hallam has the resources and facilities to deliver effective programmes. This year is no exception with the opening of the Sheffield Hallam University Sports Park, an investment of around 6 million pounds creating fantastic opportunities for students to participate in and spectate sport at Sheffield Hallam.

Students also get the opportunity to compete in other world class venues such as the English Institute of Sport (EIS), Ponds Forge International Sports Centre and not forgetting the London 2012 Olympic Hockey Pitch down at Abbeydale Sports Club.

Here are the venues we use:

• Sheffield Hallam University Sports Park

• Pearson Building, Collegiate Campus

• Hillsborough Golf Club

• Damflask reservoir

• Winscar reservoir

• The Works Climbing Centre

• Manvers Water Park

• Ice Sheffield

• Ponds Forge

• Abbeydale Sports Club

• Hallamshire Tennis and Squash Club

• English Institute of Sport

• Woodburn Athletics Track

• Workshop Gymnastics Club

The city of Sheffield is in a fantastic location and boasts one of the UK’s best outdoor recreational provisions on its doorstep. The Peak District is just a 15 minute drive from Collegiate Crescent Campus, where our Fell Walking, Climbing and Cycling clubs take part in their activities.

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EmbraceEach Wednesday, Embrace hosts the official Hallam Union night for 1999 students and YOU; Hallam Nation. All sport clubs are given the opportunity to sell tickets for Hallam Nation and you can earn the following amount of money which is automatically put into your Embrace account from each ticket sale;

£1.25 from each ticket sale goes to your club and 46p to Sports BallIf you sold 15 tickets to Embrace one Wednesday you would make…

1.25 x 15 = £18.75

Please note that failure to return ticket money and any unsold tickets remaining on the following Thursday can and will result in Embrace accounts being frozen and consequently tickets for future events being withdrawn from your club.

In addition to this and as a reward for your continued work, each club will receive three VIP wristbands each week which allows free entry until midnight and also free entry into the VIP area. To claim these you must adhere to the following process;

1. Email the three names of the people and the name of your club on the guest list to TBC by no later than MIDDAY of the Wednesday.

2. Collect your wristbands from Bar Phoenix from 8pm with your student ID.

PLEASE NOTE THAT NO MEMBER OF THE COMMITTEE SHOULD PERSONALLY BANK ANY CLUB FUNDS IN THEIR OWN ACCOUNT. THIS MUST BE PAID INTO THE FINANCE OFFICE WHICH IS OPEN FROM 9.30AM UNTIL 4PM

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With BUCS happening all year round, there is a lot of important information you all need to know and remember. Please read this carefully as it may save you phoning or emailing in!

What you need to know...

ACTIVATE TO PARTICIPATE REGISTRATION - MUST READ

From the start of the 2013/14 season all competitors for individual competitions will have to have validated a BUCS web account to be eligible to compete. To activate yours go on to the BUCS homepage and check the top right hand corner. Failing to register your participation will result in your entry being denied to your chosen event.

ACCOMMODATION FOR EVENTS

To be discussed on a team by team basis for long (over 5hrs drive away) journeys so come in and see us to discuss this further.

BUCS CONTACT

Steve Cox

Landline : 0114 225 3345

Mobile 0782 586 1711

Email : steve.cox@shu.ac.uk

PLAYING UNDER PROTEST (HOW AND WHAT HAPPENS)

The team feels on arrival or during fixture, the conditions do not adhere to those outlined in BUCS regulations (e.g. Not a qualified ref / not a neutral ref / no ref /poor conditions)

• Fill in the ‘playing under protest’ form:

• What is the problem?

• How will it affect you?

• Both teams must sign it (Opposition can’t refuse to sign it)

Hand Forms to Steve Cox - BUCS Coordinator by 10am the next working day.

WHEN SHOULD THE PUP FORM BE USED?

Answer: As soon as the issue arises! Whether this be at the start of the fixture or during the fixture.

Reg 12.14.1 – If a team feels, upon arrival or during a fixture, the conditions do not adhere to those outlined in the BUCS regulations, or fixture confirmation they should complete a Playing Under Protest form immediately.

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WHEN IS THE PUP FORM NOT APPROPRIATE?

Possible answers: when no regulation has been contravened, when an appropriate official has made a ‘controversial’ decision or when a team has travelled with prior knowledge of a breach of regulation.

Reg 12.14.2 – If a team travels to a fixture with prior knowledge of a breach of regulations they are deemed to have accepted these conditions of play and can therefore not play under protest for that reason.

NOTE: THE COMPLETION OF THE PUP FORM ONLY ALLOWS AN INSTITUTION THE RIGHT FOR APPEAL AND DOES NOT GUARANTEE THE OUTCOME OF THE APPEAL.

ENTRIES

Team Already entered over the summer

Individual entered though the year. (Make sure the individuals have activated their email with BUCS). Entries need to be entered 1 week prior to closing date. This is done through the BUCSscore website. See Steve Cox - BUCS Coordinator for more information.

RUBBISH OUTSIDE THE HUBS

Take all rubbish to the bins or ask at the bar where to put it.

DO NOT LEAVE RUBBISH OUTSIDE THE HUBS!!!

WALKOVERS

As an institution we do not encourage walkovers as it results in the loss of points and could ultimately end up in your team being regulated from you league, thus decreasing our overall BUCS points total.

If you are unable to field a team, use players from the teams below you. (ie 1st team can’t get enough players, use 2nd team players. the 2nd team will then use 3rd team player etc…)

The term dates and all of your BUCS matches are already published so if there is a reason why you can’t field a team - come in and see if we can rearrange the fixture in advance. Not a couple of days before.

REG 12.10.1 PREMIER LEAGUES:

Should a team concede one walkover then that team will receive a three point league deduction and the loss of half the Overall BUCS Points attained through finishing league position. Should a team concede two or more walkovers then that team will receive automatic relegation, a further three point league deduction, they will be ineligible for progression into the knockout stages and will lose all the Overall BUCS Points attained through league finishing position. A further three points to be deducted from the league points total after each additional walkover.

REG 12.10.2 TIER 1:

Should a team concede one walkover then that team will receive a three point league deduction and the loss of half the Overall BUCS Points attained through league finishing position. Should a team concede two or more walkovers then that team will receive a further three point league deduction, be ineligible for progression into the knockout stages of the Championship and Trophy and will lose all the Overall BUCS Points attained through league finishing position. A further three points to be deducted from the league points total after each additional walkover.

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REG 12.10.3 TIER 2 AND BELOW:

Should a team concede one walkover then that team will receive a three point league deduction and the loss of half the Overall BUCS Points attained through league finishing position. Should a team concede two or more walkovers then that team will receive a further three point league deduction and will lose all the Overall BUCS Points attained through league finishing position. A further three points to be deducted from the league points total after each additional walkover.

REG 12.10.4:

Should a team in any BUCS Premier or Conference League concede three voluntary walkovers they will be fined £50 and a further £50 for each subsequent walkover conceded.

HOW BUCS WEDNESDAY WORK

1. Team Sheets

To be handed in (by email or paper version) by Tuesday lunchtime to Steve Cox. Only TSH members are allowed to compete.

2 Transport (SHU Sports Park and general)

Transport will leave from and return to the HUBS. Departure times will be sent to the Captains each week.

Transport to SHU Sports Park is under consideration and will be made available to teams prior to the start of the season.

3. Results after matches (what to do)

Text Steve Cox - BUCS coordinator the result and score (some matches need more info - Rugby -Tries / Conversions / Cricket - Runs / overs / wickets) as soon as the game has finished.

Text to include:-

Your Club, Your Team, Your Score-Opposition Score, State Win/Loss, your name

Example:

M Football 2’s, 2-1, Win, John Smith

Rugby 1’s, 15-3 Win, 2 Tries, 1 Conversion, 1pen - 1pen. Joe Bloggs

4. Transport (departure)

The bus hasn’t turned up - Ring the bus company (number is on the transport and fixture sheet) or bus driver (you should have got the drivers numbers on way to the fixture). If you have no success, contact Steve Cox.

CLEAR RUBBISH OFF THE BUS AND PUT IN THE BIN!

NO DRINKING ON COACHES!

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Enhancing your employabilityRecently announced and published figures from the Sport Industry Research Centre at Sheffield Hallam University calculated that the average graduate who played sport while studying earns £5,824 (18 per cent) more than those who did not. The centre conducted the survey on nearly 6,000 students on behalf of British Universities & Colleges Sport (BUCS).

And the positive effects of sports participation go beyond earning power, according to the British Universities & Colleges Sport (BUCS) Impact of Sport on Graduate Employability study. More than half (51 per cent) of graduates say sporting involvement has helped them develop team work skills and leadership qualities in the workplace.

The study finds that employers also recognise the benefits of sport in developing career-enhancing qualities, with more than nine in 10 (94 per cent) of those questioned identifying a clear link between university sport participation and valuable skills and strengths in potential employees.

How can we make sure that you articulate this effectively to your future employers? Well…

Become a student sport activator and boost your CVWe have a range of volunteering places in the social sports programme, offering a great way to get more involved in your favourite sport and add experience to your CV.

We have a range of volunteering places in the social sports programme, offering a great way to get more involved in your favourite sport and add experience to your CV.

As a student sport activator you’ll help deliver the social sport sessions. It’s a rewarding and fun role – and in return we’ll help to fund sport-related training like UKCC Coaching Awards to develop your skills.For more information contact the social sport team, on 0114 225 2449, call in at either Sheffield Hallam Active reception, or email getactive@shu.ac.uk

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DID YOU KNOW?

Being a committee member means that you are a volunteer at Hallam Union!

WHAT IS IT?

The Hallam Award has been developed by Hallam Union with support from Sheffield Hallam University to recognise all the hard work that you put into volunteering in Hallam Union activities. The Hallam Award is designed to help you reflect on and develop transferable skills that will help you in your University career and beyond.  By completing the Hallam Award you will be able to see how, through volunteering, you are using the very skills that employers want you to demonstrate.  This could include skills like leadership, project planning, teamwork and meeting skills – skills that can be used in many different jobs.

The focus on writing reflectively about your skills development is a useful tool in helping you to practice how you might explain to future employers exactly how these experiences have helped you to become more employable.

WHY IS IT IMPORTANT?

Employers are increasingly keen to see evidence of skills development from graduate job applicants.  The Hallam Award demonstrates that you are able to reflect on and articulate what you have to offer and the commitment to get involved.

WHO CAN SIGN UP?

The Hallam Award is open to any Hallam University student who is involved in Students’ Union activities including…

• Course and faculty reps

• Sports club committees

• Volunteering projects and placements

• Society committees

• Entertainments committee

• Stage services

• Union Council

• SHU Media

• Campaigns

• Part time reps

• Advice Centre volunteers

• Community reps

• SOAP (Student Opinion and Action Panel)

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Students volunteering through their SHU department or faculty can also register for the Hallam Award.  These opportunities include:

SBS – peer mentoring, Social Responsibility Award

HWB – Faculty Placement Steering Group, Nursing Placement Partnership Management Group

ACES (Computing) – mentoring, Venture Matrix projects, IBM challenge, schools’ days

ACES (Media Arts & Communications) – industry shadowing opportunities, exhibition committee

Department of Sport – internship programmes

Careers & Employment Service – Career Mentoring Scheme

DID YOU KNOW?

The Hallam Award is a nationally recognised employability award which is read out at your graduation!

Roles and ResponsibilitiesHere’s a quick reminder of what the responsibilities of your roles are:

CHAIRPERSON

• Chair committee meetings

• Lead on the development of the club

• Ensure activities are in line with Union policy

• Main representative of the club (internal and external)

• Ensure that all constitutional committee roles are filled

• Appointing trip/activity leaders (in conjunction with Union staff)

• Financial decision making (in consultation with committee)

• Other, club specific, duties as required

WHAT MAKES A GOOD CHAIRPERSON?

• Leadership

• Strategic thinker (longer-term focus)

• Great communicator (two-way process)

• Confidence

• Patient

• Passionate

• Understanding of other committee roles

• Delegation

• Conflict management (not taking sides)

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SECRETARY

• Schedule club committee meetings and notify members

• Take minutes/action points at meetings and email to the group

• Ensure club is affiliated to the appropriate National Governing Body (BUCS)

• To produce/update new member information pack

• Union website/app info

• Lead on registration and membership

• Other, club specific, duties as required

WHAT MAKES A GOOD SECRETARY?

• Organisation

• Good Communicator (especially written)

• Confidentiality

• Proactive

• Effective delegation

• Remaining Impartial

• Planning ahead

TREASURER

• Manages and records all income (membership fees, match fees, sponsorship, fund-raising, grants etc.)

• Manages and records all expenditure (invoices, petty cash, personal claims etc.)

• Reports to the committee and club members on a regular basis

• Liaises with university/student union staff and ensures institution-specific, legal and financial regulations are adhered to.

KEY DUTIES FOR THE TREASURER:

• Collects income/money from members

• Documents transactions

• Identifies fund-raising opportunities (with other committee members)

• Develops a financial plan (budget)

• Draws up rules for authorising expenditure (saying yes or no if the club can spend money)

• Produces and presents the annual financial report at the AGM/handover meeting.

EqUIPMENT OFFICER

• Manage and maintain the clubs equipment and kit

• To work with Sports Union staff and club treasurer in ordering equipment and kit

• Maintain the equipment and kit inventory

• Make sure equipment is safe to use

• Make sure the equipment and kit is stored in a safe place

• Work with the treasurer when planning the budget

• To be accountable for all club equipment and kit

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SAFETY AND TRAINING OFFICER

• To ensure the welfare of all members

• To facilitate the integration of the novices within the club, and their access to relevant supervision, information, advice and training.

• To ensure that participants understand all aspects of club activity, paying particular attention to skill levels required, risks involved and equipment requirements.

• To promote the benefits of further training to all Club members

• To be responsible for ensuring the club has up-to-date risk assessments for all its activities.

• To liaise with the Sports Union Manager and Sports Officer on all matters concerning safety.

EqUAL OPPORTUNITIES OFFICER

• To ensure that the Club is committed to equality of opportunity for all.

• If your club has a social sport, please ensure you liaise with Student Sport Activator to promote the sessions.

• To ensure that the club has a clear and transparent selection policy for team selection or entry to a club activities.

• To liaise with the Sports Officer and Sports Committee member responsible for equal opportunities on any issues.

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Social MediaSocial media is an important but fun tool in promoting not only your club to the student population and others, but also BUCS results. Social media can be used in a very positive manner, but it is easy to get caught up in negative posts and react publicly in the wrong way.

If your Twitter account is unprotected, anyone can read the content of your tweets so it’s important to think about what this could look like to readers. It’s not just your friends; it could be the University, sponsors or prospective members.

Here are some quick guidelines to think about before posting updates;

1. Represent: You are a representative for your University on and off the pitch. Swearing, bad language, threats and irresponsible behaviour are not acceptable.

2. Refrain: Pause and think before posting. You may have received or seen a derogatory tweet about your team but take a moment to re-read. It may not be as bad as you first perceived. If it is bad, take the moral high ground and refrain from posting something back. Always think about what you’re about to post and how it could be judged. You also need to think about how anything posted with bad feeling can reflect badly on your club.

However we strongly encourage you to do the following;

1. Tweet other teams, especially on match days, and forge good relationships. Here are the Twitter handles so get following;

@HallamSports

@TeamSheffHallam

@SHUActive

@HallamUnion

@SHUwarriors

@SHU_athletics

@SHU_Badders

@SHUMensBball

@SHUwomensbball

@ShuCanoe

@SHUcricket

@HallamCycling

@SHUEquestrian

@FOOTBALLHALLAM

@HallamWFootball

@SheffHallamGAC

@HallamGolfClub

@HallamHockey

@HallamKorfball

@HallamNetball

@CrewHallamRow

@HallamRL

@HallamRUFC

@HallamWRFU

@HallamSailSurf

@weareshusnow

@Hallamsquash

@HallamSwim_Polo

@SHUTable_Tennis

@Hallamtramps

@SHUtriathlon

@HallamUltimate

@SHUvolleyball

2. Update about your club’s latest news and tag @HallamSports in it!

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Documents that you need throughout the yearTRIP FORMS;

Planning a trip away for your club? Be it in Sheffield, Yorkshire or even Scotland you must complete a trip form and send it over to j.kesterton@shu.ac.uk before you go.

INCIDENT REPORTING FORMS;

Has your teammate picked up an injury whilst training or competing and gone to hospital? Make sure you let us know immediately and send this over to j.kesterton@shu.ac.uk

CLAIM FORMS;

If you have purchased something for the club which you need to claim back, come in to the union and fill out a claim form.

**Please note that alcohol cannot be claimed for from club accounts**

EqUIPMENT INVENTORY;

Used at the end of the year to stock take your clubs equipment.

BUDGET REqUEST FORM;

You will be asked to request an amount of money for the following academic year. This can be spent on club development.

To download these documents, please visit the committee resources section of the Sports Union website. http://hallamunion.org/sports/clubs-a-z/club-resources/

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Team Sheffield Hallam KitTeam Sheffield Hallam kit will be available for equipment officers to sign and collect up until the 14th of October.

Full kit must be returned no later than the 7th of April, in the condition and quantities you collected it in; washed and in its kit bag with all shirts etc. present.

Failing to hand back full kit will result in clubs having to pay to cover the costs of a replacement kit.

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SponsorshipClubs are encouraged to get sponsorship. Before anything is agreed, speak to a member of staff who will advise on an appropriate way forward.

GENERAL GUIDELINES

1. Always seek advice. We are here to help you get the most out of your sponsorship.

2. Keep the Student’s Union informed of any deals in progress.

3. Remember your worth, don’t sell yourself short. Let us know what you have been offered and we can let you know if it’s a good deal or not. If you don’t keep us informed you could lose out.

4. Any sponsorship deal must be authorised by the Student’s Union before a final agreement is made with a sponsor.

5. Don’t get carried away, remember your worth but don’t take it too far or a potential sponsorship deal may suddenly turn into no deal at all!

6. Ensure you fulfill your obligations in the contract or the sponsor has the right to terminate the arrangement.

7. Be creative - there are more sponsorship opportunities out there, don’t just approach bars and pubs. Think about other companies who want to market themselves to students.

No sponsor can have their logo printed on to Team Sheffield Hallam playing kit!

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As you all know Varsity is the annual sporting competition between Sheffield Hallam University and the University of Sheffield. Varsity is carried out in a positive way by both Universities ensuring it is inclusive for the clubs involved but also for the supporters and the community. Varsity is the competition that ALL HALLAM students can get involved in, whether you’re playing or supporting, it’s a chance to get behind your University and peers!

Got ideas/ want to make changes for your Varsity? Come in to see your Sports Officer or Rick O’Toole who are part of the Varsity Organising Committee.

Here are some quick guidelines to think about before posting updates;

Remember we are one team: TEAM SHEFFIELD HALLAM.

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SPORTS BALLThe Sheffield Hallam Sports Ball is an annual event which includes dinner and entertainment and is the one night of the year where all of the Sheffield Hallam sports clubs come together to celebrate and recognise team and individual achievements in sport at Sheffield Hallam University.

Sheffield Hallam Sports Ball is one of the largest Student Balls in the country and in 2013 attracted 617 guests. All clubs are invited to attend as well as sports staff, coaches and our local club and facility partners, who are extremely important in providing the sporting experience at Sheffield Hallam University. Sheffield Hallam Students’ Union and University staff, including the Vice Chancellor, are also welcomed as they too play a huge part in the success of sport at our University.

Remember that your club can subsidise tickets depending on how much money you have in your Embrace account throughout the year. This can be raised through sponsorship or Embrace ticket sales.

This year the Sports Ball takes place in May, and will provide an opportunity for our guests to look back on the annual Varsity competition versus the University of Sheffield.

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DUTY OF CARESo often have questions been asked by club and Union officials about their responsibility relating to ‘duty of care’, and their legal standings in terms of liability and negligence, that the Student Activities Safety Association committed themselves to producing a document that would hopefully provide the answers.

The group sought the experience and expertise of the legal profession, and consequently, Mr. P.J Debney, a partner of Cartwright and Lewis Solicitors was sponsored to produce the following:

DUTY OF CARE: COMMON LAW NEGLIGENCEThis document contains a very general and basic view of negligence. It sets out and hopefully answers questions that you ought to be asking. The term ‘injury’ used herein means primarily physical injury and consequential financial losses.

WHERE DOES NEGLIGENCE FIT INTO OUR SOCIAL FABRIC?

All of us understand that deliberately causing injury to others is a criminal offence ordinarily resulting in punishment for the perpetrator.

All of us understand that some injuries are accidental, i.e the circumstances giving rise to them are wholly unforeseeable. No one is responsible. No compensation is payable.

In between those two ends of the spectrum are ‘negligent acts’, i.e. They are not deliberate, but the injury is foreseeable. The negligent person will not be punished however, the injured party may seek financial compensation as a result. The compensation is paid by the individual who has caused the loss and could amount to millions of pounds!

WHAT DOES IT DO?

The system of rules is designed to determine in any incident of injury whether an act was negligent, whether the negligent act actually caused injury, whether compensation should be paid and if so how much.

HOW DOES IT AFFECT ME?

Each of us owes a ‘duty of care’ to our ‘neighbours’ not to cause them injury by out negligent acts and omissions.

In order to satisfy or ‘discharge’ that duty of care you must behave as a ‘reasonable person’ would but taking into account your specific skills, knowledge and experience. For example, a ‘reasonable’ non medically trained ‘rescuer’ might be forgiven a medical mistake which a reasonable qualified paramedic would be expected not to make.

Your neighbours are those people whom, if you thought about it might be injured by your negligent acts and omissions.

For example:

a. When driving a motor car your neighbours would include:

I. any passengers in your car

II. other road users, drivers and their passengers

III. pedestrians, cyclists etc

IV. owners of property adjoining the road

b. Anyone for whom you have accepted responsibility (see later for the effect of being a group leader / club’s officer)

The duty of care requires you to consider the consequences of your acts or omissions and to ensure that those acts and / or omission do not give rise to a foreseeable risk of injury to any other person. Clearly, one is not expected to guarantee the safety of others, merely to act reasonably.

In short, all of us owe a duty not to injure other people by our negligent acts and omissions and that is an individual duty which each of us owes all of the time to our ‘neighbours’.

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DOES ORDINARY MEMBERSHIP OF A CLUB OR SOCIETY AFFECT MY ORDINARY DUTY OF CARE?

Not usually. You still owe the individual a duty of care to your neighbours. However, the people who are your ‘neighbours’ might alter and / or increase to include other club members and others with whom you may now come into contact as a result of membership of that club.

WILL BEING A GROUP LEADER OF A CLUB OR OTHER ACTIVITY AFFECT MY ORDINARY DUTY OF CARE?

It may do. As a group leader (or team captain) you have accepted the responsibility of leading others. You owe them a duty to ensure that they are not exposed to a foreseeable risk of injury as far as you reasonably can.

It should be noted that on any outing where a group leader has not been appointed the most experienced and or qualified person there ought reasonably to intervene and at least advise if a foreseeable risk of injury exists or arises.

WILL ACCEPTING OFFICE IN A CLUB AFFECT MY DUTY OF CARE?

Yes, it may well do so. If you accept a position you are likely to agree to carry out certain functions which may affect the safety of others both inside and outside the club. You are accepting responsibility and you must fulfil those duties to the best of your ability without negligence. That is, you must not create a foreseeable risk of injury and you must take reasonable steps to deal with any foreseeable risk of injury which exists or arises.

For example: If you agree to be the equipment officer you must make reasonable inspections of the equipment to see that it is reasonably safe.

CONCLUSION

The law of negligence seeks to ensure that as individuals we are responsible for our actions and inactions and that we consider those who might be injured by these acts and omissions.

The actual standard varies according to an individual’s skill and experience and requires us all to behave reasonably.

It is not possible to lay down golden rules which if followed will preclude the possibility of a successful civil claim. However, behaving responsibly and considerately is likely to mean that no injury will be occasioned in the first place.

The safety net that we all hope we will never need is third party liability insurance. If a compensation claim is successfully brought then this insurance should pay out. All members of the Students Union automatically have such cover. Members of certain clubs may have additional cover where affiliated to NGB’s with that facility.

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budgetsEvery sports club will have access to 2 accounts. Your ‘embrace’ account and your ‘club budget’. The whole committee can have access to these accounts, however the role of the Treasurer is to ensure the accounts are in balance, and the money either raised or allocated is spent appropriately.

CLUB BUDGET

The money within this budget has been given to your club by Sheffield Hallam Students Union. Colleagues within the sports department will split a pot of money between each TSH and recreational club. This money is to be spent on club development. Example is equipment, training, and promotion.

EMBRACE ACCOUNT

This account holds the money the club has raised. A great way to raise money for your sports club is through selling Embrace tickets. The money raised from each ticket will go directly into this account. Nominated members from the club can collect Embrace books to sell to students, a percentage of these tickets costs will go straight to the club.

Another great way to raise money is through sponsorship. Many sports clubs source sponsorships from businesses around Sheffield. It is vital that sports club and sponsors sign an official contract and the Sports Union check this document. .

How to request money for your club?

Each Team Hallam Club will receive an amount of money for the academic year based on budget request forms they submit at the end of the previous year (refer to Club Development Cycle).

Budget request forms will be filled out by each TSH or Recreational Club Committee and signed by the Chairperson and Treasurer then returned to the Sports Union by the end of May.

It’s important to know budget allocations will be assessed in relation to the Club’s aims and objectives, how they aim to maximise student activity levels, and how they aim to tackle fairness and equality within their Club.

Regulations Relating To Budget Allocations:

• No alcohol can be bought with either of your accounts.

• No member of the committee should collect large amounts of cash. Hallam Union have trained staff to help with money collecting.

• All financial transactions shall be through the clubs bank accounts, in a manner in accordance with Hallam Unions̀ financial regulations.

• An inventory of all Hallam Union equipment used by the Club should be kept and any changes to this should be passed to the Sports Union as soon as possible.

• No club committee official or club member can make a contract on behalf of the Union or Club or commit the Union to expenditure without prior authorisation from the Sports Officer/ Sports Union Manager.

• Expenditure can only be made with the authorisation of the Sports Officer / Sports Union Manager.

Handing In A Mileage Claim Form:

Ensure it is signed by the Club Treasurer and driver (See also transport guidelines on private vehicle use).

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Purchasing Equipment:

1. Obtain at least 2 quotes for the equipment

2. Ask your Treasurer to pass both quotes through to the Sports Union Team.

3. The Sports Union will complete an official Hallam Union order form.

4. Before orders are approved, accounts will be checked for availability of funds

5. The Sports Union will contact you when the items have arrived for collection.

Purchasing Equipment:

If your club wants to sell any equipment, you must consult the Sports Union before doing so. If you wish to sell a capital item (i.e. a single item of equipment with a minimum value of £500) inform the Sports Union who will advise you further on the process to follow.

Insurance:

Should your Club have any equipment, it is insured under Hallam Union’s insurance. However Hallam Union must have a full inventory of any equipment that the club holds. Hallam Union needs to be informed whenever a piece of equipment is lost, damaged or sold or when any equipment is purchased to ensure that the inventory and insurance is up to date.

Hallam Union’s insurance policy does not cover equipment owned by individuals, even when taking part in Union activities.

carsHire Cars:

To drive a hire car, drivers must be over 21 and have held a licence for at least 2 years. Their licence should be ‘clean’. Anyone with points on their licence should check with the Sports Union before hiring transport.

Private Vehicles:

Your car insurance may cover you only for personal or leisure travelling. This may not cover you to carry members of your club to or from activities. Be especially careful if you are receiving reimbursement for fuel or payment of any kind for the service.

Drivers under the age of 21 and over may drive their own private vehicle providing they complete a car registration form (available from the Sports Union Office) supplying a copy of an up to date MOT certificate and copy of insurance.

Accidents can occur, despite taking all the precautions. The procedures laid out below are designed to assist all concerned in providing fast, safe and effective help; as well as providing appropriate information to Hallam Union, to protect those involved; individuals, their relatives, club officials and leaders, and Union officials. The procedures cover both facilities owned and hired by Sport and Recreation Service on behalf of the Sports Union, and clubs, as well as procedures for trips.

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HUBS / University Premises In the first instance club officials should make contact with a member of staff at the facility. They will have access to first aid facilities and be aware of the relevant accident procedures. You will be required to complete an accident report form.

Off Site:In the first instance club officials and qualified first aiders (where appropriate) within the club should deal with the accident / emergency. Contact should then be made with a member of staff at the facility, ask them to make contact with the nearest first aider and if emergency services are required to contact them. You will be required to complete one of the facilities own accident report forms.

ALL accidents / incidents MUST be reported to the Sports Union Manager within 24 hours of the incident.

The following procedures should be adopted in the event of an incident that may necessitate the use of an emergency service.

• Contact the nearest first aider or official - who will treat or stabilise the casualty

• Ensure the safety of individuals, yourself and the group

• Contact the emergency services if necessary

• If unavailable the Student Union reception on 0114 225 4111.

• BUCS Fixtures: Call 07825 861711 to notify the BUCS Coordinator immediately of any injuries, issues with transport or other incidents.

• Evening or weekend trips/training/fixtures or no answer from BUCS Coordinator: Call the Sports Union Manager on 07825 861715.

• No answer from BUCS Coordinator or Sports Union Manager: Call the University Security Office on 0114 225 2000

• Inform them that there has been an incident involving a student. Give them the phone number you are calling from and ask them to phone you back.

• The following information will be required:

• Your name and where you are calling from

• Name of club involved

• Whether a trip registration form has been completed

• A brief description of the incident

• The name(s) and number of students involved

• The name of the hospital where any casualties have been taken

• The name and number of any police officer involved with the incident.

• The member of Union / University staff will then contact the relevant management who will implement the necessary action.

• An official from the Union / University will then phone you back and inform you what to do next.

Disclosure of Information:In the case of serious incidents or accidents, it is only correct that relatives are contacted by Police or Union Officials rather than the media. Unofficial statements to the media should also be avoided, as they may affect any legal proceedings. Therefore all club members are advised to adhere to the following to ensure that these difficult situations do not arise.

Liaise with emergency services as required. Give them the following information;

• Full name(s) of the casualty(s) and any personal details

• Name and address of next of kin

• Name and telephone number of any University or Union official that you have made contact with.

DO NOT make ANY statement to the media other than ‘no comment’. DO NOT discuss ANY aspect of the incident with anyone who is not connected with the emergency services. Ensure that no member of the group makes a statement to the media, as above.

On return to the University you must report to the Sports Manager / Sports Executive who will discuss the incident with you and help you complete an accident report form.

INCIDENT REPORTING

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RISK ASSESSMENTSHEFFIELD HALLAM UNIVERSITY POLICY:

All activities shall be risk assessed by the nominated / appointed person managing the activity and the appropriate control measures implemented before the activity takes place. Risk assessments shall always consider the possible need for first aid and arrangements shall be made to ensure that first aid provision is appropriate to the risks

GUIDANCE NOTES

Step 1 - Look for the Hazards

• Only those hazards which you could reasonably expect to result in significant harm.

Typical Examples:

• Contact with objects;

• Water related hazards;

• Manual handling hazards;

• Slipping/tripping/falling hazards.

Step 2 - Identify who may be harmed

• Identify the groups of people who may be affected

Typical Examples:

• those directly involved

• officials

• spectator

• general public

N.B Pay particular attention to groups who may be more vulnerable e.g. disabled persons, inexperienced participants

Step 3 - Evaluate the risks

• Do the precautions

• meet legal requirements

• comply with recognized standards

• represent good practice

• reduce the risks as far as is reasonably practicable

• Have you provided

• Adequate information, instruction and training?

• Adequate systems or procedures?

• Where the risks are not adequately controlled, identify additional precautions required.

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There are five key factors to consider:

Key Factors Examples

The People physical capabilities, beginners/experienced, participants, spectators, injuries/illness, allergies

The Activity Physical requirements, working at heights, food hygiene, and instructors required? driving

The Equipment correct equipment, clothing, good condition - i.e. no damage, electrical testing

The Location indoor, outdoor, surfaces, transport - traffic

The Environment weather, lighting

Risk Rating

The Calculations

Risk Rating = Hazard Consequence (Severity) x Likelihood

Hazard Consequence Ratings:

1. First aid injury or illness

2. Minor injury or illness

3. “3 day” injury or illness

4. Major injury or illness

5. Fatality, disabling injury

Likelihood Ratings:

1. Very unlikely

2. Unlikely

3. Likely

4. Very likely

5. Almost certain

Rating Action

Rating Description Outcome / Control Measurers / Risk Control Systems

1 - 5 Slight No action required

6 - 9 Minor No further preventive action required

Improvements that impose minimal cost should be considered.

10 / 12 Moderate Efforts should be made to reduce risk. Costs limited.

15 - 20 Substantial Activity not to be started until risk has been reduced. Considerable resources may be required.

25 Intolerable Activity must not be started until the risk has been significantly reduced

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Outcome / Control Measurers / Risk Control Systems

May include:

• Declaration of fitness for participants

• Collection of participants details re allergies

• Physical barrier between spectators and participants

• Training for working at heights / manual handling training

• Electrical testing

• Advice to participants on clothing / equipment required

• MIDAS minibus assessments for drivers

• Knowledge of instructors / trip leader experience / qualifications

• Equipment inspection & log / inventory sheets

• Planning journey routes

• Use of professional drivers i.e. coach companies

• Ensure adequate lighting / signage for activity

• First aid provision - courses / first aiders

• Knowledge of accident & emergency procedures

TOURClubs are permitted to attend a tour during Easter, however must follow the process and framework outlined by the Student Union.

Any student attending tour must read and sign the sports tour code of conduct. This will be communicated and made available to you nearer the time.

On your behalf the Sports Union will agree a Sports Tour package with a Tour operator and will make this information available to clubs in Semester 1.

If clubs wish to organise their own tour, the Sports Union will work with the clubs to do so.

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Sports CommitteeEvery year Hallam Union elects a Sports Committee. Any student at Sheffield Hallam University is entitled to run to be a member of the Sports Committee for the consecutive academic year.

If you would like to be on the sports committee please complete and submit an application form nearer the time. You will be required at the AGM to speak for two minutes as to why you would be an ideal candidate for the Sports Committee.

This year’s Sports Committee are:

• Alice Rogers

• Lizzie Mclean

• Kunal Manek

• Joe Keeley

• Sorcha Brivio-Stone

• Rosie Cavanagh

• Michael Pugh

• Bronagh Doherty

• Mel Holmes

• Kieran Pearson

What does the Sports Committee do?

General Responsibilities

• Support the Sports Officer in their year in office

• Represent the sports club membership

• Actively recruit volunteer’s specific to project requirements

• Provide advice to the Sports Union Officer on student sport and physical activity matters

• Attend all Hallam Sports Committee meetings

• Attend all Hallam Sports Council and General Meetings

• Assist the Sports Union in its day to day running

• Assist at special events throughout the year (Varsity)

• Be an ambassador for the Sports Union and Hallam Union

• To fundraise money for charity.

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Booking MeetingsClubs are permitted to attend a tour during Easter, however must follow the process and framework outlined by the Student Union.

Running a successful meeting:

Different Clubs hold different kinds of meetings, some hold regular small meetings that ensure the basic running of the club, these are usually only with the elected Committee. Other meetings may be organised to get together everyone who registered an interest in the club at the Sports Fair, or to invite all registered and paid up members.

The first few meetings are fundamental to retaining interest shown by prospective members. You need to ensure that it is your Club that people want to join and become involved in.

Committee Meetings:

Meetings give members the opportunity to discuss aims and objectives, keep up-to-date on current events, interact, pull resources together for decision making, generate ideas, solve problems, evaluate progress and gather information. By starting with careful planning, and finishing with a thorough follow up, you will find meetings can almost run themselves. Here are some tips to make your meetings successful and productive.

Know the Objective:

Meetings without clear purpose will bore the participants involved. Ensure that you communicate what you are setting out to achieve during the meeting to all the participants.

Set an Agenda:

Tell people the purpose of the meeting and topics for discussion, date, time, location and duration of the meeting. Ensure that they have enough information to prepare for the meeting. An Agenda should include:

• Apologies,

• Minutes from the previous meeting,

• Matters Arising,

• Committee Members Reports,

• Date,

• Time and venue of next meeting.

• AND any other business that is not already on the agenda

Meeting Environment:

This can have a dramatic effect on the outcome of a meeting. Factors such as the layout of the meeting room; overhead projector use etc should be considered. Often people choose pubs for a meeting venue, and although these are informal, pubs are not always conducive to a good meeting. That’s not to say that pubs are out of the question, perhaps after the meeting a session in the pub would be more than welcome. Possibly the most important aspect of having meetings. Greet members and thank everyone for their attendance. It is very important to introduce new members to other participants and to make them feel very welcome.

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Team Sheffield Hallam Club Development University sports clubs are unique, in that they have an almost total transfer of membership and governance every three years. This presents us with some very specific challenges, mainly, how do we ensure that your club continues to develop and improve each academic year?

The Team Sheffield Hallam Club Development Process has been designed to help you get the most out of your time on your club committee. The heart of the process is your TSH Club Development Plan. This is your best chance to focus your ideas and make sure your club and your members reach their full potential.

Clubs who have actively engaged in club development have reported benefits including:

• Better quality recruitment

• Increased member retention

• Better competitive performances

• Financial sustainability

• A more professional culture

• Improved squad cohesion and a sense of belonging

• Coping better with change/adversity

• Improved fundraising/sponsorship opportunities

• Enhanced coaching provision

• More training/competition opportunities

• Stronger links with National Governing Body

• Opportunities to share success (media)

The TSH Club Development Cycle:

The diagram above details the seven phases of development we will progress through each academic year. Although there is no ‘beginning’ to club development due to its cyclical nature we consider your club’s Annual General Meeting (AGM), when the club committee is elected, as the start of your involvement.

After the main Sports Union AGM we will hold the Handover Sport Development Group (SDG) Meeting. This is some of the most important planning time we have and is our main opportunity to get the incoming and outgoing committees together with Team Hallam support staff to plan out your programme of activities for the coming year.

The summer months bring a great opportunity to reflect on the handover process and think specifically about how you are going to drive the development of your club over the coming months.

At the beginning of Semester One we run a Committee Training Conference. This is where you will find out all the information you need to perform your role effectively and is mandatory for all incoming committee members.

After the Sports Fair and before the start of the BUCS season we will have our first Keep in Touch (KiT) Meeting. This is where we will cement your Club Development Plan and make sure everyone knows exactly what they’ll be doing in Semester One.

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Just before the Christmas break comes the second SDG Meeting. This one is a mid-season review where we monitor progress against the objectives in your Club Development Plan and see if there need to be any revisions or additional support provided.

The second KiT Meeting offers the chance to further monitor your objectives and raise any concerns about the programme that have arisen during semester 2. This is also the time to be thinking about identifying individuals within the club who may like to stand for election at the club AGM for the forthcoming season.

How to write your TSH Club Development Plan:

Whilst there are many different ways to create a club development plan, to make lasting and positive changes for your club you will need to answer three fundamental questions.

1. Where are you now?

2. Where do you want to be?

3. How are you going to get there?

The diagram below illustrates the 5 stages we feel are required to answer these questions:

1. Firstly, we need to take stock of where your club is now so we know where you’re starting from. We can refer to this stage as an audit. It’s important for us to be able to take a step back and consider both the positive and negative factors to build up an objective, unbiased view of where you currently stand. One of the most powerful tools we can utilise is the SWOT analysis (Strengths, Weaknesses, Opportunities and Threats).

2. The next stage is to use the information from the SWOT analysis to produce a vision statement for your club. This should be a concise summary of what you aspire to become in the future. For example, Hallam Union’s vision is:

“From enrolment to graduation we will provide diverse and exciting opportunities for all our students to shape their own experiences and build positive futures.” (Hallam Union)

The most important reason to commit to a vision for your club is that unless we know where you aspire to be it’s impossible to know if you have been successful in getting there. It’s also a great way to increase your club committee’s effectiveness and motivation by having a shared understanding of what you’re all working towards.

“Vision - It reaches beyond the thing that is, into the conception of what can be. Imagination gives you the picture. Vision gives you the impulse to make the picture your own.” (Robert Collier)

3. Structured planning will then turn your vision into something more tangible. It is the best and most effective way to organise your committee’s efforts and ensure that you get where you want to be. Performing the SWOT analysis and developing a strong vision statement will make the planning process much simpler.

“You were born to win, but to be a winner, you must plan to win, prepare to win, and expect to win.” (Hilary Ziglar)

Your plan should consist of a concise three year overview detailing what improvements you would like to see in specific areas of your club. To back this up you will produce a 12 month action plan which will detail SMART objectives (Specific, Measurable, Agreed, Realistic and Time-bound). To ensure that these objectives are achieved we will document and monitor; ‘What should be achieved’, ‘How you will do it’, ‘Who is leading on it’, ‘When it will be completed by’ and ‘What resources will be required’

4. After your development plan is complete, we will continue to support you to ensure you are able to implement the actions as smoothly as possible. The 12 month action plan will be our key monitoring tool to help us assess whether you are on track to achieve your objectives. Progress on the action plan will be reviewed at your KiT and SDG meetings throughout

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the year. It is important to remember that we will not put pressure on you to achieve these objectives. They are for you to own and in many ways the process is just as important as the outcome.

5. The last stage in the cycle will be to review your season as a whole, with specific reference to your action plan, and update your three year overview accordingly. This will form a major part of the annual committee handover meeting to be held at the end of semester two and ensure that the incoming committee have the best possible chance of success in their season.

Hopefully you now have a better insight into the benefits of structured club development. The TSH Club Development Template can be downloaded by clicking HERE or email j.kesterton@shu.ac.uk to request a copy.

Welcome Parties Participation in any kind of Welcome Party is completely optional for all members.  Whilst we recognise that the intention of Welcome Party is primarily as a team building social activity, they must allow for a diversity of cultural and personal beliefs which members can opt-out without fear of undue pressure, reprisal or any other form of discrimination.

Welcome Party’s and other social and sporting events are not forced, exclusive, alcohol dependent binges, creating an environment of fear.  Focus will not be placed on ritual humiliation, drunkenness and peer pressure.  Welcome Party participation is not a prerequisite for selection and inclusion within a club or society.Any member of Sheffield Hallam Students’ Union responsible for, or directly involved in the organisation and publicising of, an event based on any of the above will face disciplinary action, as outlined below.

Any breach of this policy may result in a disciplinary hearing held by the Students’ Union.  The penalties could be, but are not limited to the following outcomes:

• Removal of an individual or team from BUCS competitions

• Suspension of the Club or Society account

• Criminal prosecution

If any incident occurs at the end of the playing season, the punishments may be levied for the following year. 

Any individual known to organise events or publicise events in breach of this code of conduct may also be reported to the University.  It should be noted that by indulging in any form of conduct which may bring the university into disrepute, this may also constitute a breach of the university’s regulations so therefore the university may decide to take appropriate action against you in accordance with those regulations.

Personal Accident Injury Insurance

All sports club members are insured for personal injuries received whilst taking part in registered sports club activities. The policy is provided by Endsleigh and we have the Gold Personal Accident insurance policy.

Important - students are only eligible for insurance if they have paid their membership and have been registered on the activity. This includes being named on a BUCS team sheet and being listed on a trip form.

The policy details can be found in the web link below.

http://www.endsleigh-business.co.uk/student/Pages/students-pa.aspx

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