Uwc sports handbook by University of the Western Cape

SPORT CLUBS NFORMATION HANDBOOK

CONTENTS WELCOME

FORWARD

SECTION 1 - INTRODUCTION About UWC Sport (Core functions; mission, vision, values and key objectives) General Information Important Contact details Sport Centre Office Hours

SECTION 2 - GOVERNANCE Club Organization and Membership What is a Sport Club? Who can join in a Sport Club? How to form a new club Governance Structure Meetings Policies, Guidelines, Rules and Regulations

SECTION 3 - GENERAL ADMINISTRATION Administrative assistance Entrance to the Sport Centre Photocopying and access to machines Sport Club Mailboxes Office Supplies and Equipment

SECTION 4 - ATHLETE SUPPORT PROGRAMME Sport Merit Awards Sport Science Support Life skills and training Support Services

SPORT INFORMATION HANDBOOK I 01

CONTENTS SECTION 5 - RISK & COMPLIANCE Programme Safety Risk Management Requirements First Aid Policies and Procedures Injuries Policies and Procedures

SECTION 6 - FACILITIES AND SUPPORT SERVICES Scheduling General Policy Restrictions Building/ Court/ Field Usage

SECTION 7 - EQUIPMENT & APPAREL Equipment Usage Checkout Policy/Procedures Storage

SECTION 8 - REVENUE GENERATION Donations Fundraising Commercial Sponsorship Advertising Sales

SECTION 9 - HUMAN RESOURCE MANAGEMENT Coaches Appointments Support Staff Appointments

SECTION 10 - SPORTS COUNCIL Sport Club Council Sport Club Representatives Responsibilities Sports Council Executive Committee Election Process Sports Council Executive Responsibilities

SECTION 11 - FINANCIAL MANAGEMENT Budgets Payments / Financial Requests

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Reimbursements / Receipts / Invoices Entry Fees and League Dues SECTION 12 - TRAVEL Participation / Competitions Procedures to Participate / Compete Personal Automobile Transportation Rental Transportation Accommodation / Lodging University Vehicle Policies Drivers' Policy Insurance Coverage

SECTION 13 - PUBLIC RELATIONS, MARKETING & BRANDING Public Relations Publicity Promotion Posting Guidelines Using the Trademark/logos

SECTION 14 - CODE OF CONDUCT Code of Conduct Unsportsperson-like Conduct Hazing

SECTION 15 - DISCIPLINARY PROCEDURES Disciplinary Guidelines

SECTION 16 - INDIVIDUAL DOCUMENTS i. Club Affiliation /Registration Form ii. Sport Merit Awards Application

SPORT INFORMATION HANDBOOK I 03

WELCOME On behalf of the UWC Sport Department, the Sports Council all our Sport CIubs, I would like to welcome you to the UWC fraternity. We look forward to of service to you and helping you grow and excel in your different sporting disciplines sport clubs as well as and committee responsibilities. The success of our clubs is dependent on the success of the committee members and their dedication to provide support to our Sport Coordinators and fulfilling leadership responsibilities. We have prepared this handbook to answer questions you might have on operations, policy and procedure. The purpose of this handbook is to serve only as a guide, read it thoroughly, and understand your portfolio, policies and procedures. Should you have any questions please contact your Sport Coordinator. I hope you find your sport experience at the University rewarding and wish you great academic success. Once again, a warm welcome to the Mother City, Cape Town, and most importantly to beautiful campus, the University of the Western Cape! Sincerely Director of Sport

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FOWARD This handbook contains information that is pertinent to the successful and sustainable running of your club. The purpose and aim of the handbook is to provide information on critical areas, however, it is not the only source of information. Club members and Committee members are encouraged to seek guidance, where needed, from their Sport Coordinators and the Student Sports Council. Should you lose your copy; an electronic version will be available on the UWC sport website for download.

SECTION 1

INTRODUCTION

Welcome to the University of the Western Cape Sport Department. This Club Handbook is designed to aid clubs with relevant aspects related to their club. We trust that the enclosed information will help you in running your club successfully.

ABOUT UWC SPORT UWC Sport builds and profiles the image of the University through the support of both competitive and campus recreation sport as a contributor to the holistic development of the students and staff of the University as well as the local, national and international community. Our core functional areas include the: i. Management of an effective governance system; ii. Development and attraction of applicable talent and development of leadership and human resource capabilities to deliver operational effectiveness; iii. Administration and support of both recreation and competitive sport development; iv. Provision of support services; v. Support to deliver the achievement of top class sport facilities and management thereof; and; vi. Promotion of the sport brand; and vii. Collaboration with other departments, institutions, provincial and national sport organisations in the use of facilities, the training of coaches and referees and the presentation of camps and courses.

VISION Excellence through Sport

SPORT INFORMATION HANDBOOK I 05

MISSION Our mission is: 1) To bring students together, and to coordinate their sport experience supporting their holistic development 2) To implement a system for the improvement of sport performance standards. 3) To make a meaningful contribution towards the strategic priorities of the University.

VALUES Excellence Athlete Focus Ethics Transparency Respect Professionalism

To provide quality services, resources and standards at all levels Ensure that our Athlete Support Programme support holistic development Underpinned by the code of Conduct of the University and ensuring fair play, respect of the rules and participate free of drugs and illegal substances To be open, honest and accountable in all undertakings To build a culture of team spirit, sharing and commitment Being proactive, creative and finding new solutions

KEY OBJECTIVES Academic objectives contributing towards: i. Holistic student development - out of classroom/co-curricular activities ii. An integrated campus community - building social cohesion iii. Supporting the University's mission as an engaged institution Business objectives contributing towards: i. Meeting the attrition / academic excellence requirements ii. Building the University's profile iii. Establish and maintain partnerships to facilitate a shared-resource philosophy iv. Building Alumni Relations

GENERAL INFORMATION The UWC Sport Club Programme is composed of a group of students, faculty and staff that voluntarily organise them in order to compete and participate in sport/activities in which they feel passionately about. Funding for clubs comes from the University, university departments/units, club affiliation fees, fundraisers, and other outside donations. The Sport Club Programme is strictly voluntary. Members of each club must realise that each sport has inherent risks and should have some type of health insurance to cover these risks. The University offers to registered athletes, participating in competitive sport only, an insurance (which is not a medical aid) with a maximum value and duly approved based on relevant paperwork only by the insurance providers.

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The Sport Department offers sport management, administration, coaching, support services and general guidance to each sport club. However, the success of each club hinges on the Club Executives; Management Boards, Sports Council and respective team captains and its volunteers. Although there are many features to running a sport club, the responsibility of the Sport Department is to assist each person involve in assuring their success. Sport Clubs are meant to be a learning experience through involvement in fundraising, organisation, administration, budgeting and scheduling. The leadership opportunities are endless and allow all members to enhance their college experience. The handbook was created to clarify any areas that Clubs may encounter and the aim is to explain the Sport Club Programme to all involved.

Important Phone Numbers and Addresses: University Sport Centre East Gate Entrance Robert Sobukwe Road Bellville Cape Town 7535 Tel: +27-21-959-2548/9732 Fax: +27-21-959-2115 Email: sport@uwc.ac.za Facebook: UWCSports Twitter: UWCOnline and UWCSport

Sport Centre Hours During Academic Time Monday-Friday: 6:30 am - 22:00 Saturday: 9:00 am - 22:00 pm Sunday: 9:00 - 22:00 Outside Academic Time Monday-Friday: 6:30 am - 19:00 Saturday: 9:00 am - 17:00 pm Sunday: 9:00 - 17:00

SPORT INFORMATION HANDBOOK I 07

SECTION 2

GOVERNANCE

What is a UWC Sport Club? The UWC Sport Club Programme is a voluntary programme organised for the purpose of promoting and developing skills and interest within a variety of different sports. UWC Sport clubs are open to student, staff, or alumni, learners (whom we consider prospective students) and that paid their respective club affiliation fees for the year. The Sport Coordinators manage the responsibilities associated with the club. Sport Clubs receive money from a variety of sources; student fees, fundraising, dues collection and donations.

Who can join a UWC Sport Club? Sport clubs are made up entirely of any student (75%) and 25% staff, or alumni, and learners (as prospective students) member that paid their activity fee for either the semester or year that they are properly registered at UWC Sport (as per the required form). All sport clubs are open to those that meet these criteria. Many clubs have multiple teams depending on the skill levels. Each individual participating in a Sport Club must sign a waiver sheet stating that the individual understands the risks and responsibilities that are associated with their participation. *Staff cannot compete in university events, but they are welcome to practice.

Forming a new Sport Club In order to become a member of the UWC Sport a club must first be recognised as an approved structure through the Sport Department as per the Sports Council Constitution (the process is stated in the Constitution located on our website: www.uwc.ac.za. To join a written letter of intent must be prepared and submitted the Sport Coordinator. Along with the letter of intent, a new club must attend a Sport Club Council meeting where the council will vote to accept or deny the club as a Sport Club.

Sport Club Governance Structure Dvc: Student Developent & Support

Head: Sport Department

Sport Co-Ordinators

Manager: Support Services

Sports Council (represented by clubs)

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Policies, Guidelines, Rules and Regulations The Sport Department has a range of policies, guidelines, rules and regulations and requirements available to be adhered to by all members of the Sport Clubs. Executive members and Coaches support the Sport Coordinators in areas such as use of for fields/facilities, uniforms, and. The Coaches are responsible for submitting a schedule for practices times, leagues and events to the Sport Coordinators. All coaches much sign a â&#x20AC;&#x153;Coaches Agreement Formâ&#x20AC;? and submit it to the Sport Coordinator.

SECTION 3

GENERAL ADMINISTRATION

Administrative Assistance The Sport Club Coordinator will provide administrative assistance to their respective sport clubs. The following provides an overview of the assistance available to each club:

Entrance into the Sport Centre All sport club participants must present their membership, student and or staff cards to enter the Sport Centre or any other sport facilities on campus. Any visitors must report to the security for sign-in and confirming purpose of visit.

Copy Machines A black and white copy machine is located in the Sport Centre. If a club needs to make copies they will need to contact their respective Sport Coordinator.

Sport Club Mailboxes Each sport club has a mailbox located in the Sport Centre at the main arrival hall. These boxes should be checked at least once a week.

Office Equipment and Supplies The Sport Coordinator has limited office supplies that may be used by sport clubs for club business only. The supplies are available during office hours and should be collected during breaks as well.

SPORT INFORMATION HANDBOOK I 09

SECTION 4

ATHLETE SUPPORT PROGRAM (ASP)

The Athlete Support Programme combines three essential areas: 1. Athlete Education 2. Sport Science, and 3. Support Services The programme is designed to benefit our sport community (students, alumni, learners) who has registered with the various UWC sport clubs. The ASP tries to narrow the gap between sport science and basic requirements for an athlete at the University to perform at his or her optimal best. Primarily, the objective is to create a balanced environment between attaining a formal education and a sporting career. The student community has access to the following through the ASP: i.

Sports Merit Awards (making provision for 3 categories of allocation that takes into consideration international, national, provincial and age and senior club achievements). Due date for all application is 1st week of February for senior students and October prior start of new academic year for new first year students, with final submission of forms by all at end February annually. All athletes receiving a SMA must sign the Athlete Agreement. ii. Sport Science support which includes the Biokinetics Lab, and Physiotherapy - limited support, pending club budgets; iii. Life skills programs supported and presented by Centre for Student Support Services CSSS. iv. Support Services include training and competition activities; access to Transport Services; Insurance that takes care of major sports injuries; access to gymnasium and swimming pool and Financial Subsidy for two provincial, national and/or international representation. Sporting success depends upon having a structure in place that supports talented young athletes along a sport development pathway. Coaching, competition, facilities, equipment, financial support and support services are some of the requirements needed by athletes at the appropriate level throughout the system and not just at the elite level. Athlete requirements include meeting all Club requirements, an Annual Registration form as well as individual Club Affiliation Fees.

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SECTION 5

RISK & COMPLIANCE

Risk Management Requirements At least two (2) members of each club, specifically the Coach and the Sport Coordinator MUST be CPR/First Aid certified. At least one of the certified members of a team need to be present at all practices, games and tournaments. Individuals that are certified need to have a copy of their certification card. It is highly recommended that a trainer be on site for all homes games/matches and tournaments, especially for contact sports. Each individual must carry their own personal health insurance. It is up to the clubs to monitor this.

First Aid Policies and Procedures As stated before at least two members of each club MUST be CPR/First Aid certified. CPR/Firsts Aid classes can be arranged via the Sport Department and contact should be made with the Sport Coordinator if a member of a club needs to get a certification. Each club that practices or competes outside the UWC should have a first aid kit available for the entire season. First Aid kits can be checked out with the Manager: Support Services at the beginning of each semester if the club does not have one of their own.

Injuries reporting procedures In the case of injuries, each club must document the incident. An accident report form should be turned in to the Sport Club Office immediately after the injury occurred. The form can be downloaded from the Sport Club Website under the Forms section. The Sport Club Coordinator must also be called and/or emailed regarding the injury. It is mandated that all clubs have first-aid kits at all games. These are available free of charge upon request.

SECTION 6

FACILITIES AND SUPPORT SERVICES

Scheduling Practice requests must be submitted by the Club Chairperson and Coach of the club to the Sport Coordinator each semester. All other facility request for games, tournaments, meetings and other events need to be sent to the Sport Coordinator at the beginning of the semester or as soon as the club has knowledge of the event. Once the requests are approved by the Manager: Support Services the Sport Coordinator will verify their practice/game times before publication thereof. Please note: for any in semester requests you must allow 14 working days advance notice to secure space.

SPORT INFORMATION HANDBOOK I 11

General Policy Restrictions Because of the heavy field and facility usage, teams must abide by assigned practice times. A team that is repeatedly going over practice time and/or causing problems will face disciplinary actions against them.

Building / Court / Field Usage The use of fields is a privilege that sport clubs have. Do not abuse that privilege; please clean up all trash prior to and after practice. It is the clubs responsibility to assure the practice area is free of any risk and/or factors that may cause injury or damage. If you see other groups abusing the fields or using the fields on a restricted day, notify the Sport Coordinator.

SECTION 7

EQUIPMENT & APPAREL

Equipment and apparel purchased with UWC funds for clubs is considered owned by UWC, but at the disposal of the respective club. Club members are allowed to purchase apparel and may be kept by individual members at the end of the season. All purchases are facilitated by the Sport Coordinator based on need first and available budget and based on the University's procurement policy requirements. It is important and mandatory for all clubs to maintain updated equipment inventory logs.

Usage In the event of a situation where UWC-owned equipment is damaged/lost, the club is required to contact the Sport Coordinator. We follow Risk Management procedures in getting the equipment fixed or replaced (if applicable). The following is required after equipment has been damaged: • Secure the equipment • Provide all written documentation of the incident • The Manager: Support Services and or Facilities Supervisor will then need an appraisal of the damage. • All work on the equipment or replacing the equipment will be determined then by the Manager: Support Services in consultation with the Risk Management Department. • The club should also take pictures for submission to the Manager: Support Services • The club is responsible for any deductibles applicable when making claims for insurance. If the club wishes to discharge of purchased equipment contact the Sport Coordinator for the processing.

Checkout Policies and Procedures Each club using UWC equipment will need to do an inventory at the beginning and end of each year. This

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form will be required to be turned into the Sport Coordinator at the end of each semester. This will be reviewed at the end of year meeting with the Sport Coordinator and Facilities Supervisor for final sign-off by the Manager: Support Services.

Storage Clubs may secure smaller equipment in the Sport Centre, pending approval by the Coordinator.

SECTION 8

OTHER REVENUE

Donations Donations can be made to a specific club and may be tax-deductible. Cheques must be made payable to UWC (sport clubs) and mailed to the Sport Coordinator (address listed earlier in the handbook). The Sport Department has an Entity (for restricted funds) to receive donations. . Upon receiving the donation the Sport Coordinator will follow the UWC procedures for a receipt to the donor for their records. Expenses related to the monies received through the foundation must be identified for submission to the University's Finance Department and to manage record-keeping thereof by the Sport Department and the Sport Club.

Fundraising Clubs have the opportunity to fundraise in many different ways. The UWC Sport Clubs are encouraged to have at least 2 fundraisers per annum to subsidise what is provided by the University. Many clubs fundraise in order to generate more money for their clubs. This may be achieved in many ways as long as the club has its ideas approved by the Sport Coordinator. For fundraising ideas visit various online sites, have brainstorming sessions, multiple groups/teams for different types of ideas. The aim should be to get all club members involved and utilise collective energies and ideas. Sport Clubs are encouraged to have multiclub fundraisers.

Commercial Sponsorship This is facilitated via the Department for Institutional Advancement Unit (IA) and the Director of Sport who in turn seeks permission via the Executive Committee for Sponsorships & Fundraising. Formal proposals are prepared by a identified task team for approval by the Executive.

Advertising Sales The same procedure applies as per the commercial sponsorship and guided by the University's branding protocols.

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SECTION 9

HUMAN RESOURCE MANAGEMENT

Coaching Staff Coaches are an integral part of the University's sport programme and the club's success. We aim to recruit coaches who have extensive experience, knowledge and qualification as a player and/or coach. The Sport Coordinators of each club are responsible for appointing their coach (es), with approval by the Director of Sport. The appointment(s) are strictly facilitated via the University's Human Resource Department and the office of the Deputy Vice-Chancellor: Student Development and Support. What goes hand-in-hand with this is a University performance appraisal system, to ensure that our athletes receive the best possible coaching support. The University provides training opportunities to coaches that are compulsory as well as optional. Coaches are responsible for all aspects of the training and competition programmes. Coaches are strictly responsible for the on-field/on-court decisions (strategies, players), but do not lead the club. The University, therefore, view all our coaches as a resource. New Coaches are required to provide Curriculum Vitae prior to their start. Only coaches employed as per the University's rules and regulations are allowed to receive access cards. Additional cards will be evaluated on a case-by-case basis, as approved by the Senior Sport Coordinator. The Sport Department is responsible for the first issue of the card, however replacement of the card if they lost one is payable by the coach (es). Coaches will provide the safest possible programme for all participants. Coaches will follow all Sport Club procedures as put forward in the manual. Finally a coach may be released from his/her duties at any time based upon violation of the coach's agreement or for poor performance evaluations received by the Sport Coordinator in consultation with the Director of Sport.

Support Staff Annually Sport Clubs are assisted by student assistants who act as administrative, team management and sport science (Physiotherapy and Biokinetics) support. The students are employed via the University's WorkStudy Programme and according to stated criteria. Student are allowed to only work for (undergraduate = 10) and (post-graduate = 20) hours per week at a rate annually determined by the University.

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SECTION 10

UWC SPORTS COUNCIL

The UWC Sports Council is made up of two representatives from each club. The purpose of the Council is to pass on pertinent information to the clubs and plays an important role w.r.t. advice on instituting rules, regulations and policies for the entire Sport Club Programme.

Sport Club Representative Responsibilities The role of the representative is to communicate with the Club members and the Sport Department. Responsibilities include, but are not limited to: Informing club members of required information which includes the content of the Sport Handbook and the Code of Conduct. Attending Sports Council meetings and related activities and serve as a liaison between the Club members, the Council and the Sport Department. Meeting the deadlines required by the Sport Department including facility requests, travel authorisations, purchase requests, team rosters, club information, registration cards, budget proposals, and others as assigned.

Sports Council Executive Committee The Sport Council members will elect an Executive Committee made up of six (6) members. The positions are: Chairperson, Vice-Chairperson, General Secretary, Treasurer, Projects Officer and Development Officer and all positions are for a 2-year term. The Constitution governs all aspects of the Sports Council.

Election Process The elections occur at the B-Annual General Meeting in September. Current members are eligible to be reelected except if they have served for more than two terms. The Sport Clubs provides nominations and the Council representatives may nominate themselves or others for positions on the Executive. The members receiving majority votes for the respective positions will make up the Sports Council Executive Committee.

SECTION 11

FINANCIAL MANAGEMENT

Budgets The Sport Department, according to its Strategic Plan, aligned to the University's Institutional Operating Plan (IOP), annually provides a budget framework. Sport Coordinators in consultation with the Club Executive and for final approval by the Director of Sport, finalise the budget according to the framework. The University is unable to provide budget for all required areas, therefore the importance of club affiliation fees, fundraisers, donations and sponsorships. The Sport Coordinator has a responsibility to explain to Sport Clubs the University's procedures and policies. SPORT INFORMATION HANDBOOK I 15

Payment requests Financial requests are facilitated on a weekly basis, with a two week lead time required to ensure that debtors are paid as per required deadlines. Supporting documentation includes 3 x quotations; confirmation of banking details; and South African Revenue Services (SARS) clearance certificate. Financial requests are approved by the Sport Coordinator and the Director of Sport.

Reimbursements/Receipts/Invoices All receipts and invoices must be submitted to the Sport Coordinator for payment. Receipts MUST BE ORIGINALS. All reimbursements will be submitted via the Finance Department and will be facilitated as electronic transfer payments (EFT). Should a Club pay for something out of the Club's petty cash (or an individual member pays), the original receipts are required. Once the original receipts have been received, they will be submitted to the Finance Department upon approval by the Sport Department. All financial reports must be presented in Excel document format with orginal receipts.

Club affiliation, entry and league fees Each club must have a Club meeting to determine the above and must be accompanied by minutes of the meeting as well as an attendance register. It is the responsibility of the Sport Coordinator to facilitate this process by no later than end of February annually. No club is allowed to operate an external banking account and all payments due by Club members must be deposited into the relevant entity of the University. Sport Coordinators keep record of such payments as well as a budget to guide expenditure of such payments.

SECTION 12

TRAVEL

Participation / Competition The Sport Department Financial Guidelines provides detailed information on financial support for different types of competitions. Support is provided for the following: i. Leagues and regional competitions; ii. University national tournaments (based on budget and athletes maybe required to contribute). Athletes are responsible to pay for their own tracksuit and or other official uniform for the tournament;

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iii. Inter-Provincial events (maximum of 1 per annum = 50%); iv. National Club Championships (transport only, pending available, all other costs is for the responsibility of athletes). Clubs may use their supplies and services budget if available; v. International competitions (maximum of 1 per annum = 70%); vi. Individual athlete participation (determined based on consultation and will to be confirmed annually by end of January. All of the above are reviewed annually and confirmed based on budget availability.

Procedure to participate/compete Before any Sport Club travel, Clubs must submit a request via the Coach to the Sport Coordinator for approval by the Sport department. Required information is a list of specific members who are going, where the club is going, and all information about where the club is staying (name, phone number). Clubs may NOT be funded for any trip made without the submission of an itinerary to the Sport Department.

Personal Transportation If a club is using a personal automobile to travel to an event they must sign a waiver form. This waiver should be turned in before each individual will be allowed to travel. Upon receipt of this form, the Sport Coordinator will grant permission.

University Vehicle Policies The Sport Department has vehicles that Sport Clubs and may be used for official business only. The usage is managed by the Manager: Support Services in consultation with the Sport Coordinator and is attended to on a weekly basis. If the request is not received within 48 hours, the request will be cancelled.Cancellations must be made 24 hours prior to departure and failure to do so will result in a non-cancellation charge deductible from the Club's supplies and services budget. Drinking and eating is prohibited in the vehicles and where evidence of such is found in vehicles, your club will NOT be allowed to reserve transport for at least one month and further discipline may follow.

Driver Policy All drivers are appointed by the University and no student is allowed to drive the vehicles. Staff from other Faculties / Units must receive permission from either the Manager: Support Services and or the Director to make use of the Sport Department vehicles. All Drivers are subject to the University's travel and transport policies.

SPORT INFORMATION HANDBOOK I 17

Rental Transportation A Club may not rent transportation from an external rental company. This may be facilitated only by the Sport Coordinator on approval by the Director of Sport.

Air Transportation Clubs may NOT choose to book their own flights, this must be done according to the University's Travel Policy.

Accommodation/Lodging Sport Clubs are not given money from the Sport Department to pay for accommodation/lodging. These costs form part of related and approved activities and must be facilitated according to the University's Travel Policy.

Insurance This is applicable for all travel when athletes, coaches, team managers and staff represent the university at approved/official events. This must be facilitated via the University's Risk & Compliance Unit by the Manager: Support Services.

SECTION 13

PUBLIC RELATIONS, MARKETING & COMMUNICATION

Utilisation of the University newspaper, On Campus, the Website and social media is key in publicising the success of the clubs. The Sport Department works closely with the Department for Institutional Advancement Unit (IA) to solicit support that will profile sport and brand the University externally.

Promotion Promotion begins with the leadership of the specific Club. The best place to begin promoting your Club is at Annual Orientation for new first year students. The option exists to set up tables and demonstrations in the Student Centre to promote your Club. Contact the Senior Sport Coordinator or Sport Assistants for more information on promoting your Club.

Posting Guidelines Content on all fliers and posters must not include any inappropriate language or images and must carry the Sport Department stamp of approval. Posters will have a two-week limit posting on bulletin boards. Exceptions may be made for large events hosted by the Sport Department, with approval the University's

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Events Office. For advertisements without a definite ending (event) date, the two-week limit will begin starting the Monday after submission.

Submission Process Please attach contact name and information to the submitted flier. All flyers or posters must be approved by Marketing Department before being posted. Please submit flier copy to the Sport Coordinator. Once approved by the Sport Department, a sticker or stamp will be placed on the poster/flier. Fliers and posters are prohibited from hanging on walls, doors, or windows within the facility.

Using the University and Sport Trademarks / Logos If a Club wishes to use any of the trademarks/logos for club related stuff. (i.e artwork, shirts, warm-ups etc.), permission must be granted by the Director of Sport via the Sport Coordinator. Sport Clubs are NOT allowed to design and or use their “own” trademarks/logos.

SECTION 14

CODE OF CONDUCT

The University's Code of Conduct is the policy regarding discipline for all athletes The primary purpose of this Code is to provide a quality educational environment supported by the co-curricular activities such as sport and to notify all about the expectations regarding behaviour. The Code should be read broadly and is not designed to define misconduct in exhaustive terms. Participants in sport may be charged with violations of the Student Conduct Code and the code is available on www.uwc.ac.za. Please review the Student Organisation Code of Conduct.

Unsportsperson-like Conduct All UWC sport clubs are expected to show the highest level of sportspersonship when participating in any event. This includes practices, team events, games, tournament, and any other activity that involves a Sport Club. The Club and its members not only represent themselves, but they represent the University, the Sport Department and the sport Club programme therefore the emphasis on sportspersonship is highly regarded.

Hazing Hazing is prohibited. “Hazing” means any act committed by a person, whether individually or in concert with others, against a student in connection with pledging, being initiated into, affiliating with, holding

SPORT INFORMATION HANDBOOK I 19

office in, or maintaining membership in any organisation that is affiliated with an educational institution; and that is intended, or should reasonably be expected, to have the effect of humiliating, intimidating, or demeaning the student or endangering the mental or physical health of a student. Hazing also includes soliciting, directing, aiding, or otherwise participating actively or passively in such acts. Hazing occurs regardless of the consent or willingness of a person to participate in the activity. Hazing may occur on or off campus.

SECTION 15

DISCIPLINARY GUIDELINES

A student enrolling in the UWC assumes an obligation to conduct himself or herself in a manner compatible with the University's function as an educational institution. Actions considered unfavourable to the University and subject to discipline fall into the categories of academic and non-academic misconduct. The Student Code of Conduct clearly defines these expectations, and outlines the adjudication process. The purpose of the Student Code of Conduct is to educate all members of the University Sport Community and to maintain an environment conducive to both academic and sport excellence.

SECTION 16

INDIVIDUAL DOCUMENTS

The following documents will be made available on an annual basis by the Sport Coordinators: a) Registration Form b) Athlete Agreement c) Sport Merit Award Application It is the responsibility of each athlete to ensure that they receive and return these forms by the required deadline.

ÂŠ2014 University of the Western Cape, Sport Department: Athlete Information Handbook (AIH)

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University Sport Centre I East Gate Entrance, Robert Sobukwe Road, Bellville, Cape Town, 7535 Tel: +27-21-959-2548/9732 I Fax: +27-21-959-2115 I Email: sport@uwc.ac.za I Facebook: UWCSports Twitter: UWCOnline and UWCSport