University of Galway Clubs Handbook 2024/25

Our Mission:

“To create the most Caring and Progressive University Sports Programme on the Island of Ireland”

1.

Introduction

Sport and Recreation forms an integral part of student life at all Third Level Institutions. University of Galway is no different to other institutions as it aims to provide students with a vibrant sport and recreational programme to enhance student campus life and their experiences.

This manual has been put together with the goal to assist your club in its day to day running and to help you create an efficient and clear administrative system in the club. It is anticipated that this manual will be extensively used by club committees and that with the manual, valuable knowledge is passed on to each incoming committee from year to year.

It is envisioned that clubs will used the University of Galway Clubs Portal and this manual to facilitate the smooth running of their clubs and through regular feedback and training programmes. The Sport Unit hopes to continue improving the portal and the manual to better cater to the needs of the clubs by providing all information and tools to encourage anyone serving on a club committee to be the best they can be. It is important for each elected committee member to keep in mind that to have an efficient Club it is essential to educate yourself to the contents of this manual and the effective use of the Clubs Portal.

The most successful committees are those that can understand the rules, policies and procedures laid down by the Sport Unit in consultation with the Students Union Club Captain and to know how they fit into this framework. It is important to ensure continuity through having effective succession planning in your club and to have goals for the future.

If your club have any queries or need additional support, clubs should not hesitate to contact the fulltime staff member of the Sports Unit (see Important Contacts below).

Finally, the Sports Unit would like to wish you and your Club the best of luck for the upcoming year!!

1.1

Consultation Procedures & Sports Letter of Absence

To assist clubs dealing with number of different queries, the Sport Unit request students/club committee members to arrange an appointment with the respective Sport Unit Staff Member where possible during working hours. Arranged meetings may occur through these two mediums:

• In Person on Campus.

• Online through Microsoft Teams or Zoom.

NOTE: Students should make the upmost effort to make an appointment with a respective Sport Unit Staff Member to avoid arriving at the office unnecessarily if the said staff member is unavailable to meet.

Sports Letter of Absence (Attendance Note):

Students needing a Sports Letter of Absence for missing lectures and/or laboratory practical’s due to representing University of Galway at a Club competition event may follow these steps:

1. Log into YourSpace using your student account credentials.

2. Search and click into “Letter of Absence”.

3. Select “Add New (Sport)” and complete ALL fields with sufficient and accurate details.

4. Select the appropriate “Competition event” from the drop-down menu and review all fields and click “Save”.

5. A Sport Unit Administrator will review and approve the request. Once approved, the system will issue an email to all lecturer details added to the request.

NOTE: It will be club committee and the student’s responsibility to ensure they are aware of application procedures. ONLY Competition Events will be approved.

For more information, please contact a committee member of your specific club.

1.2 Important Contacts

1.2.1 Sports Unit

Director of Sport & Physical Wellbeing Des Ryan desmond.ryan@universityofgalway.ie

High Performance Lead Feargal O’Callaghan feargal.ocallghan@universityofgalway.ie

Clubs Participation & Development Officer

Tanja Schafer tanja.schafer@universityofgalway.ie

Office Administrator

Ellen Kelly ellen.kelly@universityofgalway.ie

Sports Communication Officer sportsclubsmedia@universityofgalway.ie

Clubs Captain su.clubs@universityofgalway.ie

Club Sports Facility Bookings (Hosting / Training)

Ellen Kelly sportsfacilities@universityofgalway.ie (cc ellen.kelly@universityofgalway.ie)

Sports Unit/General Enquiries sports@universityofgalway.ie

Club Meetings/ Lecture Room Bookings

Buildings & Estates www.universityofgalway.ie/buildings/spacemanagement/student-societies-and-clubs

1.2.2 University of Galway Emergency & Welfare Contacts

Campus Security 091 493 333 security@universityofgalway.ie www.universityofgalway.ie/buildings/servicehelpdesk/security

Student Counselling Services counselling@universityofgalway.ie www.universityofgalway.ie/counsellors

Chaplaincy Services ben.hughes@universityofgalway.ie www.universityofgalway.ie/chaplains/contact-us

Student Health Unit 091 492 604 www.universityofgalway.ie/health_unit

Please see this link for a list of all student services and supports: www.universityofgalway.ie/alert/studentfaqs/ contactstudentservicessupports

1.2.3 General University Support Contacts

Students Union 091 493 570 studentsunion@universityofgalway.ie

Student Information Desk

091 495 999 askregistry@universityofgalway.ie

Student Accommodation 091 492 364/091 492 070 accommodation@universityofgalway.ie Financial Aid financialaid@universityofgalway.ie

Access Centre access@universityofgalway.ie www.universityofgalway.ie/access-students/ contact-us

Alumni

091 493 750 www.universityofgalway.ie/alumni-friends

Structure of Sport at University of Galway 2.

Sport at the University of Galway is managed by the Sport Unit, led by the Director of Sport and Physical Wellbeing. Additionally, the Students’ Union Clubs Captain plays a crucial role as the representative for student club members within the University of Galway Students’ Union and collaborates closely with the Sports Unit.

2.1 University of Galway Sport Unit

The administration of sports at the University of Galway is managed by the Sport Unit, which is located in the University of Galway Sports Centre. The Sport Unit’s primary functions include:

• Promoting sports participation at both recreational and competitive levels.

• Continuously developing and providing sports facilities.

• Serving as a communication hub within the University and with external partners.

• Administering and funding the sports scholarship program.

The Sport Unit’s office hours are typically 9:30 am –5:00 pm, Monday to Friday.

2.1.1 Mission

The mission of the Sport Unit is:

“To create the most Caring and Progressive University Sports Programme on the Island of Ireland“

• As clubs provide a range of opportunities to train, play, compete, manage and coach in sport at all levels, the Sport Unit act as a key support and guidance resource for all clubs.

2.1.2 Vision

The vision of the Sport Unit is:

“We will provide quality sport, fitness and recreation opportunities for the benefit of the student body while enhancing the reputation of the University.” The University is currently in the process of drafting a new Strategic Plan and this will change to reflect this.

2.1.3 Values

The Sport Unit aligns with the core values of the University and incorporates them into its activities:

• Respect

• Excellence

• Sustainability

• Openness

Guided by the University’s values, the Sport Unit ensures that its actions and those of its affiliated clubs reflect these principles:

• Openness: University of Galway Clubs and the Sport Unit will operate transparently, sharing knowledge and information while building trust with members and stakeholders.

• Respect: University of Galway Clubs and the Sport Unit will promote diversity and inclusion, encouraging participation from all sections of the University community.

• Sustainability: University of Galway Clubs and the Sport Unit will uphold high ethical and professional standards in all operations and strive for financial sustainability through their activities.

• Excellence: University of Galway Clubs, Club Members, and the Sport Unit are committed to excellence in all sports and club activities, driven by hard work and a dedication to always performing at their best.

2.1.4 Strategic Views/Priorities

In alignment with the University’s Strategic Plan 2020-2025, the Sport Unit will focus on the following strategic areas during this period:

• Participation

• High Performance

• Financial and Physical Resources

• Governance and Management

• People

• Club Support

• Profile of Sport

Note: When the University’s new strategic plan begins in 2026, the Sport Unit will adjust its focus and priorities accordingly.

2.2 University of Galway Students’ Union

The Sports Unit is dedicated to collaborating with the University of Galway Students’ Union (SU) to provide student members with the best possible sports experience during their time at the University. The SU Clubs Captain plays a crucial role in this partnership.

2.2.1 Students’ Union Clubs Captain

The SU Clubs Captain is a part-time officer on the SU Executive Committee with the following duties and responsibilities:

• Act as liaison between University Sports Clubs, the SU, and the University.

• Assist and advise Clubs while voice their concerns and needs on relevant University Committees.

• Serve as the Chief Representative of the University Sports Clubs, as recognized by the SU.

• Organise and chair the Club’s Forum.

Clubs may contact the elected SU Clubs Captain by email: su.clubs@universityofgalway.ie

2.2.1.1 Nomination Eligibility for SU Clubs Captain

The SU Clubs Captain should ideally be a student who has previously served as a Club Captain for their respective club. It is recommended that they remain a registered student at the University of Galway during their term and refrain from holding a specific club position to avoid additional pressure and workload. This ensures they are available on campus to effectively fulfil their role.

2.2.1.2 Election of the SU Clubs Captain

As an elected member of the Students’ Union Executive Committee, the SU Clubs Captain is elected by and from the full members of the Union in according with the SU Constitution, Schedule 1

For more information on the Election of SU Officers, please visit this link: https://su.universityofgalway. ie/your-su/su-history/elections

2.2.1.3 Clubs Forum

The Clubs’ Forum, chaired by the SU Clubs Captain, must convene at least once per semester. Its purpose is to provide a platform for clubs to discuss relevant issues that arise during the academic year. Each club may attend through its appointed Club Captain, or in their absence, a nominated representative.

The SU Clubs Captain is required to submit a written report on ongoing work and any other pertinent information to a least one Clubs Forum per semester. The Clubs Forum may also request additional reports as needed.

Additional responsibilities of the SU Clubs Captain through the Clubs Forum include:

• Attending and contributing to Club Forums

• Providing input and assistance in organizing the Sports Ball

• Assisting with Sports Awards

• Contributing to the development of the University Sport Strategy

• Providing input on Sports Clubs Finance and Budgets

• Assisting with activities related to the Presidents Cup

• Supporting the organization of various Sports Events.

3.

Membership and Affilation

3.1 Existing Clubs Affiliation Application to the Sports Unit

To be eligible for benefits and grants from the Sports Unit, a dormant club must first apply to the Sports Unit. Active clubs must fully adhere to the requirements each year to qualify for grants and funding and to maintain their affiliation with the Sports Unit.

3.2 New Clubs Recognition and Affiliation Application to the University of Galway Sport Unit

In the case of new clubs, the procedures to apply for the recognition of a new club (policy QA609) may be viewed here: www.universityofgalway.ie/studentservices/policies

Application for recognition and affiliation by new clubs will be considered by the Sports Unit on the following basis:

• Uniqueness: the activity must not be offered by an existing club in the University of Galway.

• Recognition of the activity by Sport Ireland: the activity must be recognised as a sport by Sport Ireland, the statutory body for sport in Ireland.

• Sustainable: the group must be able to demonstrate that their activity, if approved, can be delivered in a sustainable way.

• Insurable: the Sports Unit must be able to put in place relevant insurance as required by the University for the Activity concerned. Where the Sports Unit is unable to get said insurance or the cost of insuring the activity increases the Sport Unit’s premium costs by more than 10 percent, affiliation will not be granted.

• Reputation: the group must commit to the principle that their activity will be carried out in a manner that will enhance the reputation of the University.

Pending approval, the club will then usually be placed on a one to two-year probationary period and will usually receive some limited funding for their activities. Where a club has not been active in twelve months or more or fails to have a suitably appointed student club committee in place in an academic year, the club will be declared non-operational or dormant. To reestablish a dormant club, you must follow the same steps for setting up a new club.

Membership or Officer in a University of Galway Club is open to:

i. Any registered student at the University and who is attendance at courses for degrees or diplomas.

ii. Recent graduates of the University as approved by the Sports Unit.

iii. Students recommended by the Sports Unit, who though not registered in a particular session, are continuing a course of study for a degree or diploma.

iv. Non- students, Alumni and Staff members of the University. This is specific to each club and must specify their membership requirements in their club constitution. Clubs must also establish a cost for membership, and this should be adequate to offset some of the costs involved in the running of the club.*

*It should be noted that playing membership is normally restricted to recent graduates of the University as approved by the Sports Unit. However, if a club has been approved by the Sports Unit as an “open club” its non-student members will be able to serve on the club committee but will not have any voting rights.

The Sports Unit recommends annual minimum membership fees as follows:

• Student Members: A recommended minimum fee of €10 per semester (may be higher depending on the requirements and at the discretion of the club).

• Coaching/Team Managing staff / Volunteers: Each club should ensure that all coaching and team management staff are registered using the Coach Registration link to ensure that they are listed as a member of the club. Any additional volunteers that are not students, or staff must be registered using the same link to ensure they are listed as a member of the club.

• Non-student / Alumni Members: Membership fee should be in line with the acceptable amount for such a club within the city and this should be demonstrated.

These fees will be reviewed annually and may be adjusted year by year. Only members who have paid the minimum club membership fee will be granted full membership and access to all associated benefits.

Clubs should remember that collecting membership fees is crucial for covering operational costs. To streamline this process and avoid the hassle of manual collection, fees will be collected through YourSpace.

Please note that students aged 17 and under must submit a signed parental consent form before they can join a University of Galway Club.

4.

Club Constitution

All University of Galway Clubs affiliated with or seeking affiliation to the Sports Unit must adopt and adhere to the common University of Galway Sports Club Constitution template (Clubs Portal/Information & Recourses/Club Constitution), which requires approval from the Sports Unit. This document is crucial as it outlines the terms of reference and rules governing each club. A copy of the club constitution should be present at all committee meetings, and all members should be familiar with its contents. Additionally, Club Management Committee members must read and sign the Club Volunteer & Committee Code of Conduct (Clubs Portal/Information & Resources/Disciplinary Documents).

While the Common Constitution may not cover all eventualities, the Core Management Committee of the Club generally has discretionary power. The Common Constitution details the different committee positions and governance structure of the Club, in alignment with Sports Unit policies and procedures.

It is recommended that the committee annually review the relevance of the amendable content specific to their club and re-sign the Common Constitution if necessary. When updating the amendable content, consult with your National Governing Body to include any required items. A full list of governing bodies is available at www.sportireland.ie.

Any changes to the amendable content must be agreed upon and voted in at the Club’s Annual General Meeting (AGM) or Extraordinary General Meeting (EGM). Before adoption, the amended constitution must be sent to the Sports Unit for review and approval (tanja.schafer@ universityofgalway.ie).

Sports Club Management 5.

5.1 Responsibilities of Club Management

The Sports Unit and the University of Galway require each sports club to have a management committee responsible for efficiently running their respective club. To ensure your club’s success, it is crucial to appoint committee members who are both willing and wellsuited to their roles.

The management committee’s responsibilities include:

• Developing plans for the club.

• Ensuring the club’s financial health, including approving the annual budget.

• Recruiting sufficient volunteers and fostering a positive environment for them.

• Complying with legal requirements set by National Governing Bodies and the University Sports Unit.

• Adhering to the policies and procedures of the Sports Unit and the University.

• Creating policies to guide the club’s operations.

• Collaborating effectively to manage the club successfully.

• Handling administrative tasks.

• Establishing sub-committees for specific projects when necessary.

• Maintaining strong links with the University and the community.

• Organizing trips and fixtures.

• Holding an Annual General Meeting (AGM).

5.2

• Regularly updating the University of Galway Clubs Portal with necessary information, including current committee members, the constitution, financial information, various club events and attendance, equipment lists, etc.

Composition of the Club Management

There isn’t a one-size-fits-all structure that your club must follow. Each sport is unique, requiring clubs to adapt their operations to their specific needs. However, the core principle remains the same: clubs are managed by a democratically elected committee at the club AGM for the benefit of their members.

A typical club committee consists of:

• Club Captain

• Vice-Club Captain

• Secretary

• Treasurer

• Safety Officer

• Public Relations Officer (PRO)

• Equipment Officer

• Club Welfare Officer

• Membership Officer

• Training/Fixtures Officer

• Social/Events Officer

• Ordinary Committee Members (who may have specific roles such as fundraising, appointing officers, First Year Rep, etc.)

The Sports Unit understands that it may not always be possible to elect a full committee at the end-of-season AGM. Therefore, it is crucial to elect the following core positions at this AGM:

• Club Captain

• Secretary

• Treasurer

• Safety Officer

• Public Relations Officer (PRO)

Other committee officers can be elected at the start of the season through an EGM, allowing first-year students to join the club management committee. It is also essential to appoint a Children’s Officer for clubs with members aged 17 and under, who must have completed the Sport Ireland Safeguarding 1 and 2 courses or similar.

While this might seem overwhelming at first, remember that you are part of a committee, not handling everything alone. Delegation is a key aspect of effective leadership. Don’t hesitate to ask for help; the sports office staff have extensive experience assisting committees and have often been committee members themselves, both within and outside the university.

5.2.1 Training of Incoming Committee Members

Suitable resources will be provided to incoming club committee officers to assist in training and equipping them with the necessary tools to manage your club. Club Committees must ensure that all members complete the required training for their respective roles.

A training schedule will be posted on the Clubs Calendar and emailed to all clubs at the beginning of each academic year.

5.3 Officers of the Club and Roles of Responsibility

The following positions are compulsory for all University of Galway Sports Clubs. However, each club can create additional roles to suit and develop their specific needs. It is understood that unique roles may be necessary for different clubs. These additional positions must adhere to all Sports Club regulations and be included in the club’s constitution.

5.3.1

Role of the Club Captain

The Club Captain serves as the ambassador and spokesperson for the club, responsible for its overall management. They ensure the management committee functions properly, facilitating full participation during meetings, discussing all relevant matters, and making and executing effective decisions. The role of Club Captain is prestigious and carries significant responsibility, particularly for club members during competitions, as they are ultimately accountable for the behaviour and conduct of all competitors. The Club Captain must report all accidents and incidents to the

Sports Office within 24 hours or as soon as practicable. In some clubs, the Club Captain also takes on some duties typically handled by the Secretary. To hold the position of Club Captain, a member should have previously served on the committee for at least one year.

5.3.2 Role of the Vice-Club Captain

The primary role of the Vice-Club Captain is to support and assist the Club Captain in managing the club. They act as the spokesperson and representative of the club when the Club Captain is absent. The ViceClub Captain should ideally be next in line for the Club Captaincy to ensure continuity within the club.

5.3.3 Role of the Secretary

The Secretary supports the chairperson in managing the club and ensures the smooth functioning of the management committee. They are responsible for maintaining effective records and administration, recording meetings and minutes, implementing committee decisions, and communicating these decisions to all members. The Secretary is a crucial part of the club structure and often serves as the first point of contact for individuals interested in joining or dealing with the club. They also act as a link between members, the club executive, and any external agencies the club interacts with.

A good Secretary needs strong written and oral communication skills, as well as excellent organizational abilities.

A Secretary will be required to perform the following tasks:

Meetings

• Distribute minutes to all club members.

• Prepare meeting papers, support papers and minutes.

• Convene all meetings as laid out in the club constitution.

• Submit the minutes of the club’s AGM.

• Correspondence with the Sport Unit and other parties.

• Attend to all correspondence for and on behalf of the club. Including circulating to all members decisions of the executive.

Membership

• Distribute and collect all club membership forms/ monies. Money to be forwarded to the Treasurer. Records to be kept of all monies collected.

• Maintain the club membership list and record of the office holders of the club.

• Notify the Sports Office immediately of any changes to the club executive.

5.3.4 Role of the Treasurer

All clubs must have a Treasurer who must be a registered student or, with approval from the Sports Unit, a staff member of the University of Galway. If the club has a wide range of teams and activities, it may be acceptable to have both a Senior Admin Treasurer and a Club Treasurer, subject to approval by the Sports Unit. Provisions for these roles should be included in the club’s constitution. If a club wishes to nominate a graduate as Senior Treasurer, the nominee should have graduated at least two years prior. All nominations for Senior Treasurer must be submitted to the Club Management and Sports Unit.

The Treasurer plays a vital role in the financial management of the club and must report to the club members, club committee, and the Sports Unit on the club’s financial accountability. The Senior Admin Treasurer and the Club Treasurer are responsible for recording and disbursing all monies with the agreement of the executive club committee. Therefore, they require good organizational and accounting skills and must be able to complete the following tasks:

• Authorize and be accountable for all club petty cash transactions.

• Maintain accurate financial records.

• Prepare a club budget for the upcoming year, detailing all projected income and expenditures.

• Prepare and present financial reports to the committee at general meetings.

• Present signed financial reports at the club’s Annual General Meeting.

• Be a signatory on all club cheques (along with one other member of the club executive).

• Never sign blank cheques.

• Attend Bank of Ireland training regarding their BOI club account and provide key code access.

• Prepare budgets with the committee for the club, including for trips, intervarsities, and general club expenditures.

• Assist the club or refer issues to the Sports Unit and SSCAG if administrative or organizational problems arise.

• Maintain regular communication with the Secretary.

• Provide mid-term accounts upon request by the Senior Admin Treasurer and/or Sports Unit. It is the Club Treasurer/Secretary’s responsibility to ensure accounts are up-to-date for timely presentation.

• Ensure all grant application forms are reviewed before submission to avoid delays.

• Obtain permission from the Sports Unit and the Senior Admin Treasurer/Club Treasurer before

entering any Direct Debit agreements, with the Senior Admin Treasurer being a signatory on the mandate form.

• Sign the annual financial report after verifying its contents.

• Ensure an operating balance remains in the club account for basic administration until the start of the next academic year.

• The Senior Admin Treasurer role may continue year to year.

5.3.5 Role of Safety Officer

The Safety Officer oversees the implementation of the Club’s Safety Statement and University regulations. They are responsible for training club members in safety protocols and raising awareness about safety measures within the club. Additionally, the Safety Officer advises the club on safety requirements, policies, and procedures related to event organization. This role also encompasses health and safety responsibilities for the sports club, including ensuring adequate safety training for members and maintaining a stocked First Aid Kit for the club’s use. For more details, visit sport.universityofgalway.ie under “Health and Safety.”

Each club is expected to draft a safety statement and adhere to guidelines set by their National Governing Body and Student Sport Ireland (SSI). This policy should be reviewed annually and updated as needed. If a Children’s Officer cannot be appointed, the Safety Officer will temporarily assume the responsibilities of a Children’s Officer alongside their own duties until a suitable candidate is found.

5.3.6 Role of Public Relations Officer (PRO)

The Public Relations Officer (PRO) is responsible for communicating with club members, the broader university community, and, when needed, the general public. They utilize various media channels to promote and uphold the club’s reputation. The PRO ensures the club adheres to University branding guidelines regarding logos and design usage. They may collaborate with the Sports Communication Officer for support and information to effectively promote the club.

(Please review the guidelines/ requirements in the Points of information sport.universityofgalway.ie)

5.3.7 Role of Children’s Officer

Many of our incoming students are 17 years old and are considered minors under the law. To comply with legal requirements, each club must appoint a Children’s Officer. While the role may vary in depth depending on the club, this appointment is mandatory.

The Children’s Officer must have attended at least a Safeguarding 1 - Child Welfare and Basic Awareness Course and be Garda Vetted. Their primary objective is to establish a child-centred ethos within the club. This officer is crucial for activities involving children, such as summer camps, birthday parties, and coaching sessions.

Additional responsibilities of the Children’s Officer include:

• Promoting awareness of the “Code of Ethics and Good Practice for Children’s Sport in Ireland,” including the University of Galway Code of Ethics for Sport Coaches.

• Influencing club policies and practices to prioritize children’s needs when necessary.

• Providing regular reports to the Club Executive Committee.

• Ensuring parental consent forms are obtained from prospective student members aged 17 and under.

• Uploading signed parental consent forms to the club’s website for members aged 17 and under.

• Reviewing trip lists to ensure all minors traveling have signed parental consent forms.

• Reviewing accommodation arrangements for club trips to ensure compliance with Sports Unit Trip Rules. Any deviations must be communicated to parents of minors, who should be given the option to make alternative arrangements.

Children’s Officers are not responsible for investigating or validating child protection concerns within the club, nor do they have a counselling role. Such matters are handled by statutory authorities as outlined in University of Galway publications. However, if child protection concerns are raised to the Children’s Officer, they must immediately report them to the designated club official responsible for reporting to statutory authorities.

For training schedules and more information, please visit the club’s website or points of information at sport.universityofgalway.ie

5.3.8 Role of Other Officers

Clubs may have occasional need for additional officers who serve specific or short-term roles. These positions should be filled only as needed and should not disrupt the club’s regular operations.

It is essential for clubs to maintain updated records specifying the title, role, and responsibilities of these Other Officers. This ensures clarity and readiness when filling these positions.

5.3.9 Role of Ordinary Committee Members (optional)

Ordinary Committee Members represent the general membership’s views and interests within the club’s committee structure. They are typically student members who do not hold specific officer roles but serve to ensure the broader membership’s perspectives are considered. Ordinary Committee Members do not have voting rights.

Like officers, Ordinary Members should:

• Have a thorough understanding of the club’s operations.

• Ensure compliance with the committee’s legal obligations.

• Comprehend financial and budgetary matters.

• Regularly attend meetings and actively participate in club activities.

• Anticipate and address potential issues to prevent common problems.

• Receive comprehensive information about roles and responsibilities.

• Encourage potential candidates for positions, highlighting personal development opportunities.

• Maintain respect for democratic elections, even if personal preferences differ.

• Seek guidance from the Sports Office regarding any club executive position discussions.

5.3.10 Role of First Year Representative

New members, especially incoming first-year students, are vital to the vitality of any sports club, particularly in a university context. The First Year Representative plays a crucial role in fostering an inclusive environment and encouraging active participation among new members.

Their responsibilities include:

• Acting as a liaison between the club executive and first-year members.

• Promoting a welcoming atmosphere for new members.

• Highlighting programs that support recruitment and club growth.

• Providing specific training and support activities for new members if needed.

• Addressing any concerns or questions that firstyear members may have.

Club Financial Management 6.

6.1

Clubs Finance Portal System

The portal is specifically designed to support clubs in managing their sports activities. Clubs are strongly encouraged to utilize this system and maintain regular updates to comply with Sports Unit governance requirements.

The financial features of the portal enable your Club to:

• Manage Income & Expenditure of their Club

• Load and manage Suppliers / Payees for expenditures

• Manage your bank account information

• Request funding from management

• Request payment for Club expenditure from allocated funding & attach receipts/invoices to payment requests.

• View finance summary report of income & expenditure for a Club for a college year.

• View balance sheet report

• View previous finance year(s) details.

• Submit and manage your Club Yearly Budget.

Additional Resource, please use this link to assist you to use the Finance section of the Portal: sport. universityofgalway.ie - Clubs Portal/Resources/ Financial Management.

6.2 Bank Accounts

Each club maintains an account at the campus branch of the Bank of Ireland. It is the club’s duty to annually update its signatories and promptly inform the Sports Unit of any issues.

Note: Only registered students or staff members with prior approval from the Sports Unit may serve as club signatories.

6.2.1 New Clubs and Opening a Bank Account

New clubs undergo a two-year probationary period before the Sports Unit opens a permanent current account to ensure the club’s sustainability. If necessary, a temporary account will be provided and managed by the appointed Club Treasurer with support from the Club Participation & Development Officer.

Given the Sports Unit’s transition to online banking, the club must designate a single online banking signatory who will have access to the temporary bank account.

6.2.2 Existing Club Bank Accounts

The Sports Unit has transitioned to online banking for all its clubs. Each year, clubs must update their designated online bank signatory by revising the information on the Clubs Portal under Finance/ Accounts and following the steps outlined below, if applicable.

To update or renew (if access to online banking is lost), follow these steps:

• Step 1: Update or confirm the club’s appointed online bank signatory with the Clubs Participation & Development Officer using

this link: University of Galway Club Signatory Confirmation

• The appointed online bank signatory must provide the correct mobile number as this is linked to the BOI Banking App.

• Step 2: The nominated online bank signatory should download the “HID Approve” App through Google Play (Android devices) or App Store (Apple devices).

• Step 3: The Sports Unit Administrators will create/update the Club User Profile ID for the nominated signatory based on provided information.

• Step 4: The nominated signatory will need to schedule a meeting with the two Sports Unit Account Administrators to activate the club’s BOI online banking access.

NOTE: It is the responsibility of the club’s nominated online bank signatory to coordinate a suitable meeting time with the Sports Unit Bank Account Administrators. To do this, please email Feargal O’Callaghan (feargal. ocallghan@universityofgalway.ie) and cc Tanja Schafer (tanja.schafer@universityofgalway.ie).

Training for online banking can be viewed through this link: businessbanking.bankofireland.com/paymentsand-cards/online-banking/business-online

6.3 Managing Day to Day Financial Activities

It is crucial that all transactions related to the club’s operations are conducted through the Club Account and recorded promptly on the Portal. This practice facilitates effective financial management by the Club Treasurer.

Clubs should adhere to the following schedule for updating their financial activities:

• Semester One: January 31st

• Semester Two: May 30th

• Final Submission: August 31st

We recommend clubs follow these guidelines for financial management:

• Conduct all financial transactions through the club account (i.e. income and expenditure).

• Regularly update income and expenses on the Portal.

• Upload all payee details and supporting documents to the Portal whenever possible.

• Since the Treasurer may not always have Portal access, maintain a record of all income and expenses using the Sports Club Financial Template (found on the Clubs Portal/Resources/ Financial Management) or a similar tool. Upload copies of receipts, invoices, or quotes for future

reference. Note that financial information must be updated on the Portal at least once a month.

Clubs may view the University of Galway Clubs Financial Management Procedures (QA610) with this link: Policies for Students / Polasaithe do Mhic Léinn - University of Galway

6.4

Grants & University Funding

Student Levies constitute the primary funding source for club activities at the University of Galway. All clubs affiliated with the Sports Unit are eligible for a basic grant of €1,250 to support their day-to-day operations. Clubs with higher operational expenses may receive additional funds to cover these costs. To access the full allocated grant, clubs must adhere to all governance requirements specified for each academic year. Clubs can also apply for additional funding, dependent upon meeting specific criteria. These grants encompass affiliation fees, transportation costs related to bus hire, coaching fees, equipment purchases, hosting intervarsity competitions, and participation in international events when representing Ireland. Some additional funding opportunities may have limited application windows, necessitating thorough planning and preparation with all required documentation to meet deadlines.

A schedule outlining deadlines for additional funding applications will be provided at the beginning of each academic year.

Clubs are expected to utilize received grants for:

• Costs associated with national/domestic competitions

• Equipment procurement

• Club apparel

• Other general day-to-day operational expenses

Clubs should recognize that grant funding may not cover all activity costs. Therefore, clubs should seek additional funding through member contributions, sponsorships, and fundraising initiatives to address any financial shortfalls.

6.4.1 Club Budget and Allocation of Club Grants

It is crucial for clubs to create an annual budget to effectively manage their finances and maximize the use of grants. Clubs must submit a realistic proposed budget for the upcoming academic year no later than August 30th using the “View Budget” feature in the Clubs Finance Portal (please refer to sport. universityofgalway.ie - Clubs Portal/Resources/ Financial Management for detailed instructions).

This budget should outline the club’s anticipated income and projected expenses for the academic year ahead. Accurate record-keeping of annual income and expenditures is essential to ensure the budget reflects the club’s actual needs.

Additional grant funding will be allocated to clubs based on the following criteria:

• Submission of the Club Budget

• Level of activity and participation

• Compliance with governance requirements (such as planning, financial management, and updating the Club Portal)

• Participation in domestic, national, or international competitions

• Specific club needs

• Coaching expenditures, among others

To receive full grant and additional funding from the Sports Unit, clubs must adhere to these guidelines. Failure to comply may lead to reduced or no funding allocation for the upcoming season, affecting all club members. Penalties for non-compliance, including fines and reduced funding, will be determined by the Sports Unit.

Please Note: Failure to submit the Club budget may result in inadequate funding allocation for the club.

6.4.2 Guidelines for Grant Funding Allocation

The Sports Unit recognizes the importance of funds for managing day-to-day club operations. To ensure proper accountability for all funds received from the University and other sources, clubs must adhere to sound financial management practices. Clubs meeting the Sports Unit’s criteria will receive their allocated funding promptly.

To facilitate timely funding allocation, the Sports Unit requires clubs to meet the following criteria:

• Submit a three-year Club Development Plan to the Sports Unit and demonstrate annual progress towards achieving club objectives through the Annual Report.

• Hold an Annual General Meeting by August 30th of each academic year to elect the new club committee and approve the Club’s Financial Report for the previous season.

• Submit a Club Budget for the upcoming academic year by August 30th of each year.

• Update the Clubs Portal with incoming club committee members promptly after the AGM (completion by end of July each year).

• Adhere to various administrative deadlines provided by the Sports Unit throughout the academic year.

• Maintain comprehensive financial records using the Club Finance Portal to track all club income and expenses.

• Uphold good governance practices throughout the year.

• Ensure club committee members attend Committee Training Workshops and engage in additional training resources as offered.

Clubs are responsible for staying informed about submission deadlines for documents and tasks specified by the Sports Unit. Failure to meet these deadlines may adversely affect the club’s funding.

6.4.3 Additional Funding Requests

Clubs, and in some cases individual club members, may apply for additional funding as needed through the Clubs or Scholarship Portal, or directly to the Sports Unit. Please note that applications will be reviewed on a case-by-case basis and the approval of any funding is contingent upon availability. Special funding requests will only be processed in the current academic year, and requests for retroactive grant claims from previous years will not be considered.

Clubs seeking additional funding must notify the Sports Unit in advance by including it in their proposed budget for the upcoming season, along with submitting their Club’s AGM minutes and signed Financial Report for the preceding season.

Individual club members applying for special funding support must include supporting documentation with their application. It should be noted that special funding grants are intended primarily for students representing Irish Universities or Ireland in competitive events.

To qualify for funding, the following criteria must be met:

Clubs

• Hosting of Intervarsity Competition

• Coaching Costs (must be agreed with the Sport Unit)

• Specialised equipment for your sport

• Club Team Gear (owned by the club and given to club members on loan)

• Affiliation fees due to NGB’s (must be agreed with the Sport Unit)

• Transport Costs related to approved University Bus suppliers

Individual Club Members

• Must be a registered student and active University of Galway Club Member.

• Must currently or have represented University of Galway during previous twelve months.

• Evidence of selection and details of cost from the respective Sports Association or National Governing Body.

NOTE: Additional funding requests will only be reviewed if they align with the criteria specified earlier. Requests for funding related to accommodation, competition entry fees, personal transport costs, or

other expenses not outlined in the criteria may not be considered by the Sports Unit due to limited available funding. Clubs may utilize funds from their own club accounts to subsidize or cover these costs; however, it is important to note that such financial practices may not be sustainable in the long term.

6.5 Financial Reports

Clubs are required to regularly update their financial records on the portal. The portal can generate a financial report at the end of the season, aiding clubs in effectively managing their finances and maintaining records for incoming Club Committee Members.

6.6

Fundraising

Fundraising is a crucial activity for clubs, especially when additional funds are needed to support club activities. Successful fundraising often involves engaging and creative events. Consider events like raffles, table quizzes, casino evenings, or fun tournaments.

Here are some guidelines to help you with fundraising:

• Estimate the potential income and associated costs for the fundraising event.

• Plan the timing and location of the event carefully to maximize participation.

• Assess the time required for both planning and execution to manage expectations effectively.

• Determine the resources needed, including facilities, equipment, and supplies.

• Identify the personnel and staffing requirements for the event.

• Check if permits or licenses are necessary for the event.

• Determine if additional insurance coverage is needed.

• Evaluate any potential financial or legal risks associated with the event.

Club Yearly Review

The Club Captain / Chairperson and Secretary of a Club are responsible for preparing a Club Year Review to be presented at the Club’s Annual General Meeting (AGM) and subsequently entered into the Clubs Portal (sport. universityofgalway.ie) under “Yearly Review and Reports/Club Yearly Review” upon AGM approval.

The annual review should include the following:

• Reports from Club Officers

• Membership Overview

• Financial Report (covering financial health, fundraising, sponsorship, etc.)

• Health & Safety Review

• Club Success Summary (including achievements, trophies, national selections, etc.)

• Coaching Development and Training Courses Update

• Social Events and Activities Recap

• Elected Officers and Sub-Committees

• Other significant matters requiring acknowledgement or voting (e.g., constitution amendments)

It is crucial to conduct this annual review to evaluate the club’s performance comprehensively and provide essential information for incoming committee members, especially those new to their roles.

Health & Safety 8.

8.1 Risk Management

Participating in any physical activity increases exposure to risks. Therefore, it is essential for clubs to assess and effectively manage these risks.

Risks can encompass anything that might impact the club’s objectives. Clubs are susceptible to various risks, including indoor hazards, hazards related to sports activities, coastal hazards, hazards on water (still or moving), mountain and hill hazards, organizational hazards involving people, equipment-related risks, activity-specific risks, as well as risks such as theft, vandalism, adverse media exposure, breaches of contract, and embezzlement.

Managing risks for your club entails identifying, evaluating, and effectively managing these different types of risks. To achieve this, clubs should adhere to the following Risk Management Checklist:

• Conduct Annual Risk Assessments, encompassing all club activities such as training sessions, competitions, home and away events, and hosting intervarsity competitions.

• Implement Health & Safety protocols for trips and events.

• Develop detailed Event Plans to ensure Health & Safety standards are maintained. Detailed guidance on these aspects can be accessed through the Clubs Portal (Clubs Portal/Resources/ Health and Safety).

8.1.1 Annual Risk Assessment

All clubs will be required to assess possible risks associated with your club activities. This forms part of the Club Safety Statement by completing an Annual Risk Assessment. A risk assessment is the careful examination of what may or could cause harm (i.e. a hazard) to club members, property of the club or third parties, and to identify measures (i.e. control measures) that the club can take to minimise the likelihood (i.e. risk) from these hazards.

The aim of a risk assessment is to reduce the risk to participants to as low a level as possible through the implementation of control measures that are reasonable, and which reduce risk to an acceptable level. It is important to note that some sports due to their nature will carry a significant risk to its participations, while others will carry a low risk. High risk sports will always have greater risk of injury to its participants and individuals who prefer risky activities may be drawn to these types of activities.

Clubs will be required to complete the following Risk Assessments on the Clubs Portal (to be reviewed annually or when necessary):

• Annual Risk Assessment

• Away Trips Risk Assessment

• Events Plan (Hosting of Intervarsity Competition or similar)

To complete the Club’s Annual Risk Assessment using the Club’s Portal, please follow the steps outlined in the “Club Risk Assessment & Event Plan Guidelines” document that may be found in Clubs Portal/ Information and Resources/Health and Safety. All clubs will be required to meet with the Director of Sport & Physical Wellbeing and Clubs Participation & Development Officer to sign-off on your Annual Risk Assessment and have this updated on the Clubs Portal by no later than September 31st of each academic year.

8.1.2 How To Manage Health and Safety Trip Away

All clubs planning to travel must complete a Trip Away application using the Clubs Portal (https://sport. universityofgalway.ie) under Health and Safety/Request List/Add Trip Away, as part of the University Health & Safety requirements.

Failure to comply will result in the trip not being sanctioned by the Sports Unit and may not be covered under the Club’s University Insurance Policy. Clubs should follow the timeline below to submit their Trip Away applications:

Trip Away Type Club Portal Submission Time

Competition events on the Isle of Ireland

Sport Unit approved competition events outside the Isle of Ireland.

Sport Unit approved training camps inside and outside the Isle of Ireland.

Minimum of one (1) week

Minimum four (4) to six (6) weeks before departure.

Minimum four (4) to six (6) weeks before departure.

When submitting a Trip Away application, clubs need the following information:

Trip Away Form Detail

• Include the date, location, accommodation details and other relevant trip details.

People Traveling

• List all travelling club members using their student ID or YourSpace ID. This can be done individually or by uploading a spreadsheet. Include coaches, managers, and other volunteers.

Vehicles

• Only Sports Unit-owned vehicles or approved bus suppliers are covered under the Clubs Insurance Policy. Personal vehicles are not recommended. If used, ensure the owner’s insurance covers University of Galway Club business.

• For personal vehicles, provide owner information, car details, insurance confirmation, road legality, driver details, and a copy of the driver’s license.

• Previously added vehicles and drivers can be reused.

First Aiders

• Each club should have at least one certified first aider on away trips. Add qualified first aiders to the trip, including their certification level, expiration date, and upload a copy of their certificate.

• Previously added first aiders can be reused.

Risks

• Complete a risk assessment for each trip. Import risks from your Annual Risk Assessment or add tripspecific risks.

Please note the following when submitting your Trip Away application:

• Complete the Trip Away application form for each planned away trip as part of health and safety obligations.

• To view submitted Trip Away applications, click on Health & Safety in the navigation menu, then Health & Safety Items.

• Filter the list to show Trip Away applications for a selected archive year.

• Initially, applications are set to Draft. When ready for evaluation by a Sports Unit administrator, change the status to Submitted for Approval.

• Clubs can make changes to the application until a Sports Unit administrator changes the status to Approved, Cancelled, or Denied.

• Sports Unit Administrators can view application details and are shown the steps completed by the club to ensure the trip complies with current University health and safety requirements.

Additionally, the club has the option to enter a Post Event Evaluation on the trip summary page to assess how the trip went. This is optional and does not need to be completed after every trip.

If any incidents that occur while traveling, clubs must follow the steps outlined in section 8.2 Reporting of Sport Incidents by Club Members

8.1.3 How To Manage Health and Safety Event Plan

All clubs planning to host a Intervarsity Competition Event or similar must complete a full Event Plan and Risk Assessment using the Clubs Portal (sport. universityofgalway.ie) under Health and Safety/ Request List/Add Event Plan, as part of the University Health & Safety requirements.

Failure to comply will result in the event not being sanctioned by the Sports Unit and may not be covered under the Club’s University Insurance Policy. Clubs must follow the timeline below to submit their Event Plan and Risk Assessment:

Risk Level

Event Plan & Risk Assessment Deadline

Low Risk Minimum three (3) weeks in advance.

Medium Risk Four (4) to six (6) weeks in advance.

High Risk Three (3) months in advance

Buildings & Estates / Sports Unit Approval Timeline Guide

Approval in principle within two (2) weeks.

Approval in principle within four (4) weeks along with appropriate feedback.

Approval in principle within eight (8) weeks, along with appropriate feedback.

The University uses a Risk Matrix to determine the level of risk for an event. Clubs must notify well in advance to allow for risk level assessment and to meet the University Buildings & Estates approval timeline for on-campus events. This guideline also applies to offcampus events hosted by a University Club.

When submitting an Event Plan application, clubs need the following information:

Long Event Plan Detail

Complete a multi-section form using the Clubs Portal covering Event Details, Communication, Traffic Management, Medical Information, Fire Risk Assessment, Security, Risk Assessment and any additional information needed.

A soft copy of this form is available for download from the Clubs Portal/ Information and Resources/Hosting Events.

Club Participants List of club members representing the Club at the event.

NOTE: The soft copy will require the full list of ALL participating Universities / Clubs.

Risks Each Event Plan requires a Risk Assessment to be completed. Create a new Risk Assessment or import an existing one from the system.

A soft copy of a Risk Assessment is available for download from the Clubs Portal/Information and Resources/Health and Safety.

submitting your Event Plan application, please note the following:

• Each club must complete the Event Plan application form for each event they plan to host as part of their health and safety obligations.

• To view the list of submitted Event Plan applications, click on Health & Safety on the navigation menu and then click Health & Safety Items.

• Event Plan applications will be listed and can be filtered by selected archive year.

• Once a club submits an Event Plan application, it is initially set to the status “Draft”. When ready for a Sports Unit administrator to evaluate, set the status to Submitted for Approval.

• The club can continue to make changes to the Event Plan application until a Sports Unit administrator sets the status to Approved, Cancelled, or Denied.

Additionally, the club may enter a Post Event Evaluation using the Post Event Evaluation option on the event plan summary page after the event. This is optional and does not need to be completed after every event.

Incident Reports can also be added for the event on the summary page via the Incident Report option, allowing clubs to view existing reports and add additional ones. Any incidents occurring during on-campus events must follow the steps outlined in section 8.2 Reporting of Sport Incidents by Club Members.

8.2 Reporting of Sport Incidences by Club Members

All Clubs are to report any near-miss or injury incidences during University of Galway Club Activities. To comply with University Health and Safety Policies and Procedures, a club member will be required to submit a report within 24 hours of the incident or if not possible, as close to this timeline.

There are two types of incidences that may occur during club activity:

• Near Miss Incident (any POTENTIALLY DANGEROUS incidence where NO injury has occurred)

• Injury Incident (any incident where an injury has occurred)

To speed up the process of reporting these incidences, please complete the following online Form as soon as possible: University of Galway Sports Club Incident Report Form

NOTE: Club Committees may download a copy of the “Incident Report Procedures” from the Clubs Portal/ Resources/Health & Safety Folder to distribute to club members, or it is made available in the Club Member Handbook.

8.3

Insurance

Club members who are fully paid up members of a University of Galway Sports Club are covered under the Sport Units Public Liability Insurance Policy and Personal Accident Policy. Clubs should also check with their National Governing Bodies (NGBs) regarding additional insurance coverage for their members. Clubs and their members should review the terms and conditions of the college’s insurance cover to ensure it meets their needs and take precautions to prevent incidents wherever possible.

8.3.1 Public Liability

All clubs who are affiliated with the Sports Unit are covered for Public Liability up to €15 million for any one event. Clubs may need to provide proof of the college’s Public Liability Insurance when participating in events or competitions. A copy of the most recent policy is available on the Clubs Portal under Information and Recourses/Insurance Documents

Note: If you require a Letter of Indemnity with specified wording, please email insurance@ universityofgalway.ie and cc tanja.schafer@ universityofgalway.ie. Use the subject line: “Club Name - Letter of Indemnity Required.”

8.3.2

Liability

All University of Galway Sports Club activities are covered by a Legal Liability policy for bodily injury or property damage to third parties arising from accidents in connection with the University, including club activities. This coverage applies to activities both on campus and worldwide as part of University of Galway Club activities.

To be covered under this policy, clubs must take all reasonable precautions to prevent or mitigate losses or liabilities associated with their activities. It is essential that all club activities and events are risk assessed and comply with statutory obligations and regulations imposed by any authority. To help reduce and minimize risk, clubs should review and engage with their Health & Safety Statement annually. If there is any uncertainty about insurance coverage for an event, especially if your club is the host, please inquire at the beginning of the semester during which the event is planned.

8.3.3 Personal Accident Insurance

The University has arranged a Personal Accident Policy covering all registered student club members of University of Galway’s Sports Club. The operative time on the Policy is as follows:

Whilst a registered student club member is:

• At any ground or premises where University of Galway has arranged a fixture or training session for participating in an insured sport.

• Travelling, other than by air, to or from fixtures or training sessions as a member of an organised party under the direction of a University of Galway Sports Club.

Club members should understand that this policy provided a basic and limited level of cover for medical expenses incurred from injuries while engaging in sporting activities with their University of Galway Club. Members should also contact their respective National Governing Body to determine the level of cover they may receive in case of injury while participating in competition or training for their sport.

Additional important information about the Policy:

• The maximum number of physiotherapy and other alternative treatment visits that can be claimed for by any one person in a year is eight (8). These visits must be recommended by the attending Medical Practitioner at the time of the accident.

• It is not a health insurance policy. Only Medical Expenses irrecoverable elsewhere are covered by the Policy (i.e. club members with private health insurance, NGB personal accident insurance or similar must submit claims to these providers first).

• The Policy does not cover any loss of earnings that may be incurred following any injury.

It is crucial to comply with the claims conditions under the policy to ensure coverage. Club members wishing to submit a claim should email the Clubs Participation & Development Officer for insurance forms.

Note: Club Committees should recommend that members take out personal accident/travel insurance when travelling abroad to cover any medical expenses incurred during unsanctioned Sports Unit trips. The University Personal Accident Policy will not cover any activities deemed social trips that do not meet the above criteria.

8.3.4 Equipment Insurance

Clubs must ensure that a complete and updated list of equipment is available on the Clubs Portal for insurance purposes. This list should be reviewed and updated annually. The Sports Unit provides an updated list to the University Head of Insurance in advance of annual renewal. Any new equipment purchased during the year that requires insurance coverage must be reported to the Sports Unit, which will then communicate with the Head of Insurance Services.

It is the responsibility of the club management committee to update the equipment list on the Clubs Portal annually and whenever new equipment is acquired or old equipment is sold or scrapped. Failure to declare additional equipment or new purchases may result in the equipment not being covered by the Sport

insurance policy.

Equipment is to be used exclusively by club members while participating in activities of the University of Galway Sports Clubs. Therefore, the insurance coverage applies to the activities of University Sports Club members and not to the public or any other third parties. The excess on the Property Damage Policy is €5,000 for each claim, and the excess on the Marine Hull Policy is €1,000 for each claim.

8.4 Vehicle & Transport

8.4.1 University of Galway Transport Policy

The Sports Unit has four (4) vehicles for the purpose to aid clubs with transportation of club equipment and activities. The Sports Unit fleet consists of two (2) Rangers, one (1) Transport van and a 17-seater bus. Only club drivers approved by the Sports Unit are insured to operate these vehicles. Approved club drivers are to follow guidelines provided by the Health & Safety Authority.

8.4.2

Driver Authorisation

To utilize Sports Unit vehicles, clubs must register qualified drivers at the beginning of each academic year. Additionally, the following criteria apply for using a University of Galway vehicle on behalf of a club:

• Complete a Club Driver Application Form (available at https://sport.universityofgalway. ie - Clubs Portal/Resources/Health & Safety).

• Drivers must demonstrate they have held a valid Full Irish or equivalent driver’s license for a minimum of two (2) years (be able to provide evidence of a clean EU driving licence with no penalty points on request).

• If the applicant driver has any penalty points against the licence, this must be declared.

• Proof of University of Galway Sports Club Membership.

All approved club drivers must maintain a good driving record and adhere strictly to traffic laws. Failure to comply will result in immediate revocation of driving privileges and club access to University of Galway Sport Unit fleet vehicles.

The list of authorized club drivers will undergo annual review by the Clubs Participation and Development Officer and the Director of Sport & Physical Wellbeing.

Note: If an approved driver receive any penalty points, this must be declared to the Sports Unit for insurance purposes.

Driver Licence Categories for Specific Vehicles:

Category B Drive a standard motor vehicle up to a 7-seater Sprinter of similar. Category BE Drive a standard motor vehicle with a trailer that meets the following criteria;

Tow a trailer of up to 0.75 tonnes DGVW (Design Gross Vehicle Weight) with a vehicle up to 3.5 tonnes DGVW and seating for up to eight passengers (excluding driver). The combined weight cannot exceed 4.25 tonnes.

Tow a trailer exceeding 0.75 tonnes DGVW, provided the trailer’s DGVW does not exceed the unladen weight of the towing vehicle, and the maximum combined weight does not exceed 3.5 tonnes.

Category D1 Drive up to a 21-seater Minibus

Category D1E Drive up to a 21-seater Minibus, towing a trailer up to 0.75 tonnes DGVW as under Category BE.

8.4.3 Insurance

Authorized drivers using University of Galway Sport Unit fleet vehicles are covered under the university’s motor insurance policy. However, unapproved drivers and passengers are not covered by this policy. Unauthorized use of a vehicle may lead to the cancellation of all non-third party covers. The university retains the right to seek reimbursement from the respective club for any repair costs incurred. A minimum excess of €500 will be applicable to all insurance claims initiated by the club.

8.4.4 Towing Of Trailers

All Club trailers must be permanently marked and identifiable. If lacking a serial number, clubs can use a permanent club identification number. Each trailer must undergo an annual maintenance inspection, with records kept for potential review. Clubs must maintain a real-time register of trailers, updating the Director of Sport & Physical Wellbeing and the Club Participation & Development Officer as inspections are completed or trailers are decommissioned. Approval from the Club Participation & Development Officer is mandatory for clubs considering the purchase or initial use of a trailer. The trailer list should be reviewed annually, with an updated listing submitted to the Head of Insurance Services prior to the University’s insurance renewal. Any newly purchased equipment, including trailers, requiring insurance coverage during the year must be reported promptly to the Director of Sport & Physical

Clubs needing to tow a trailer larger than specified sizes using University of Galway Sports vehicles must possess the appropriate towing license as per Irish driving laws. The Sports Unit may provide financial assistance to help clubs obtain this license where feasible.

Note: Clubs should budget for this expense in the upcoming college year if needed. Only individuals with the necessary credentials and experience are permitted to tow trailers using University of Galway Sports Unit vehicles. If a third-party trailer is to be towed by a University of Galway vehicle, the club must satisfy the Director of Sport & Physical Wellbeing regarding its suitability.

8.4.5 Use of Private Vehicles

If club members use private cars for club travel, they must ensure their motor insurance is adequate for this purpose. Permission from the Director of Sport & Physical Wellbeing is required before a private car can tow a University of Galway Sport Unit owned trailer. It’s important to note that when a private car tows a University of Galway Sport Unit trailer, the vehicle’s own motor insurance provides primary coverage in case of an accident, including damage caused by the trailer or its contents. The use of private vehicles is not covered under the University’s Motor Insurance Policy. Club members should obtain specific indemnity from their motor insurers naming University of Galway when using personal vehicles for club activities.

If, in the opinion of the Director of Sport & Physical Wellbeing, Club Participation & Development Officer, or University Safety Officer, the club’s use of University of Galway Sport Unit vehicles or trailers is deemed inappropriate, permission to use these vehicles and trailers may be revoked.

8.4.6 Use of University of Galway Boat House at Earls Island

Retrospective Declaration of Borrowing Boats at Short Notice

To comply with retrospective declarations, the club captain must provide written confirmation to rowing@ clubs.universityofgalway.ie and the Rowing Head Coach whenever a boat is borrowed by University of Galway for training or competition. Please note that a maximum notice period of 21 days applies retrospectively. Ensure that any third party from whom boats are borrowed understands that the insurance cover is solely for marine liability purposes, as these boats are not covered under our property insurance.

Insuring Third Party Boats in Advance

If you know in advance that you will be borrowing boats and need marine liability and property insurance, you must provide boat details at least one (1)

month in advance to the Clubs Development Officer (tanja.schafer@universityofgalway.ie) and the University of Galway Insurance Office (insurance@ universityofgalway.ie). A quotation will be obtained for the required insurance, and the full cost will be borne by the University of Galway club in question.

Use & Storage of Personal Boats

Please be aware that no insurance cover is provided by the University of Galway when individuals use their own boats for non-University activities, such as training for an Irish squad. For personal boats stored at Earls Island by club members, owners must complete a waiver and provide a copy of valid insurance. Copies of these waivers and insurance documents should be submitted to the Clubs Participation & Development Officer (Tanja Schafer) for record-keeping. Continued storage of personal equipment is contingent upon compliance with these requirements, student membership in either University of Galway Boat Clubs, or sufficient space availability for club-owned boats.

8.5

Club Safety Documents

All clubs are required to complete a Club Safety Statement, which must be submitted as part of the club’s Annual Risk Assessment on the Portal (under supporting documentation). A customizable template is available for download from the Clubs Portal (https:// sport.universityofgalway.ie) in the Information and Resources/Health & Safety folder to suit the specific health and safety needs of your club.

Most clubs can complete this template during or after attending the mandatory safety training session at the beginning of Semester 1.

Clubs engaged in high-risk activities will need more time to complete the template and should contact the Clubs Participation & Development Officer directly to discuss their safety concerns (tanja.schafer@ universityofgalway.ie). These clubs will be identified during the club training night.

All clubs must appoint a Safety Officer. Additionally, clubs with registered student members under the age of 18 must include Child Safeguarding in their Annual Risk Assessment.

8.6

Club First Aid

All clubs must maintain at least one fully stocked first aid kit per team. The Safety Officer and/or Equipment Officer are responsible for ensuring the first aid kit is always fully stocked. When teams or club members travel off-campus for training or competition, they must bring the first aid kit with them. The same first aid kit should also be available during on-campus training and competitions. It is important to keep a complete inventory of the items in your first aid kit, and any necessary items should be included in the club budget.

Facilities Bookings & Policies 9.

9.1 Booking Facilities

When booking facilities for competitions or fixtures, please follow these procedures:

9.1.1 Indoor & Outdoor Events / Competitions

All Club Bookings are to be made through the Sports Unit Administrator or the club’s designated Development Officer (if applicable). Venues available for booking include:

• Sports Centre Hall and swimming pool (i.e. Kingfisher Sports Hall or swimming pool)

• Pitches at Dangan Sports Grounds

• Off-Campus Facilities (e.g. Galway Lawn Tennis Club etc.)

Clubs requiring venues for league commitments must submit their fixture list or match schedule prior to the start of the season. Each club must appoint a single point of contact (such as a Fixtures Officer or Secretary) for all dealings with the Sport Unit. The Sport Unit will not engage with multiple representatives from one club for bookings.

All bookings are to be made through Ellen Kelly (sportsfacilities@universityofgalway.ie and cc ellen.kelly@universityofgalway.ie).

Competition Event Results: All clubs are requested to enter all Competition Events and to update results by updating the Competition Event for the particular event on the Clubs Calendar.

9.1.2 Indoor & Outdoor Training

As with 9.1.1, all training bookings must be made through the Sports Unit Office Administrator or the club’s Development Officer. Training venues include:

• Sports Centre Hall and swimming pool (i.e. Kingfisher Sports Hall or swimming pool)

• Pitches at Dangan Sports Grounds

• Off-Campus facilities (e.g., Galway Lawn Tennis Club)

Student club training schedules generally remain consistent year to year. Additional bookings must be made through Ellen Kelly.

Cancellation of Training: Clubs must notify the Clubs Participation & Development Officer and the Sport Unit Office Administrator of any cancelled training sessions. This should also be updated on the Clubs Calendar to avoid confusion among club members.

Note: All club training events must be uploaded to your Club Calendar. These dates should align with actual training sessions during term-time and holiday periods. If the club does not train during holiday periods, please make sure this is indicated in the Club Calendar.

9.1.3 Booking Procedures

To make a booking, Clubs must following these steps:

• Step One: Submit Booking Enquiry by emailing Ellen Kelly.

• Step Two: Event to be included under the Annual Club Risk Assessment in the Health & Safety Section of the Club Portal.

• Step Three: Club will receive a confirmation of availability.

For hosting events (e.g. Intervarsity, tournament etc.), steps one and two still apply. Additional steps include:

• Step Four: Complete an Event Management Plan through the Clubs Portal (https://sport. universityofgalway.ie - Health & Safety/ Request List/Event Plan), Ellen Kelly will confirm the details required based on the size of the event.

• Step Five: Sport Unit will forward the submission to Buildings & Estates to review, and a confirmation email will be sent to the club.

9.2 Cancellation Policy

To cancel a training session or event booking, clubs must give at least 48 hours’ notice in writing to the Sport Unit Office Administrator, Ellen Kelly (ellen. kelly@universityofgalway.ie). Failure to do so may result in the deduction of rental charges from the club grant.

If a club fails to attend at least two consecutive training sessions at the same weekday and time, rental charges associated with the booking will be deducted from the club’s grant unless the cancellation policy is followed

9.3 Sports Centre Lockers/Storage

Storage is available through lockers or in designated areas in the Sports Centre. There is limited storage so it is important that clubs regularly remove any broken or unwanted equipment from these areas. For information and availability, contact Ellen Kelly.

9.4 Wet Weather Policy

In the event of wet weather, pitches may be closed to prevent damage. For natural grass pitches, this decision is made by the Dangan Sports Grounds staff in conjunction with the Sports Office. For synthetic pitches, the decision is made by University of Galway Sport Unit in consultation with the Buildings & Maintenance Office. Clubs should phone the Dangan Sports desk at 091 492 944 on the day of play to check pitch availability.

9.5 University of Galway Policy on the Consumption of Alcohol on the Campus

The University of Galway’s Alcohol Use Policy is designed to foster a safe and healthy environment for all students, addressing the promotion, distribution, and consumption of alcohol on campus. This policy includes guidelines for where alcohol can be safely consumed, with consumption outside of designated areas being prohibited. The Sports Unit kindly urges University of Galway Clubs and Traveling Teams to uphold and respect this policy.

For your reference, you can access the QA601 Alcohol Policy via this link: Policies for Students / Polasaithe do Mhic Léinn - University of Galway . The critical aspect of this policy that forbids the introduction and consumption of alcohol in Dangan Sports Grounds is as follows:

“2.5 Limiting harm in the drinking environment

Alcohol consumption is limited to designated areas on campus, including the bar, ‘beer garden’ areas adjacent to the bar, and registered University events. Consumption of alcohol outside of these areas is not allowed.” (QA601 Alcohol Policy, pg. 9)

Match and Intervarsity Competition events hosted in Dangan Sports Grounds or any other University Sports Facility are not classified as Registered University Events and are expected to comply with the aforementioned policy. Should teams desire to consume alcoholic beverages on campus, they are encouraged to convene at SULT, the University Campus Bar located on the main campus (SultUniversity of Galway Students’ Union).

The University of Galway Sports Unit respectfully requests that Clubs inform traveling teams about the University’s alcohol consumption policy on University Grounds.

For more detailed information on the University’s Policy on the consumption of alcohol on campus please view these two links:

QA601 Alcohol Policy / QA601-POLASAÍ ALCÓIL ATHBHREITHNITHE

QA602 Abridged Alcohol Policy / QA602ACHOIMRE AR PHOLASAÍ ALCÓIL

Coaching 10.

10.1 Recruitment & Selection

Coaching is vital for clubs to succeed and enjoy their sport at both recreational and competitive levels. To ensure this, clubs are responsible for recruiting suitably qualified coaches for their respective sports. In some cases, the Sport Unit may assist clubs in finding a suitable coach if they are deemed High Performance.

When engaging a coach, whether on a voluntary basis or with covered expenses, the club committee must designate a person(s) responsible for the recruitment and management of coaches.

Note: The Sport Unit is currently drafting a University of Galway Coaching Recruitment and Selection Policy to assist both recreational and high-performance clubs in screening and selection of coaches in the future.

Clubs may access the documents relating to the recruitment and selection of coaches through the Clubs Portal (https://sport.universityofgalway.ieInformation and Resources/Coaching):

• Application for Coaches Form

• Sport Coaches Code of Ethics & Conduct

• Volunteer Coaching Agreement Template

For additional information on volunteering, club may access these resources:

• Screening & Selecting Volunteers (https://www.volunteer.ie)

10.1.1 Selection & Screening Procedures

All clubs must submit the following documents under the coaching section of the Portal for each coach they engage, whether in a paid or voluntary capacity:

• Details of recruitment and selection procedures

• Coaching CV of the coach

• Signed Sport Coaches Code of Ethics and Conduct

• Signed University of Galway Sports Coaching Agreement (if required)

• Safeguarding 1 Certificate or equivalent

• Original signed and completed Ireland Active National Vetting Bureau Form

Failure to submit the above documentation will result in delays and automatic disqualification of the coach. Where possible, these documents should be submitted prior to the start of the new college year.

All club leaders (trip leaders/activity leaders) are required to submit the following:

• Signed Code of Ethics and Conduct for Sport Coaches

• Safeguarding 1 Certificate or equivalent

• Original signed and completed Ireland Active National Vetting Bureau Form (proof of vetting completed by NGB within the last year may be accepted)

All coaches are responsible for paying their own insurance and membership fees to their respective sports association/governing body.

In order to comply with National Policy on Child Protection and the National Vetting Bureau (Children & Vulnerable Persons) Acts 2012 – 2016, the Sport Unit has a statutory obligation to Garda vet every individual before they take on a role involving work with vulnerable persons or those under 18 years of age. The Sport Unit also recognizes that in many clubs, senior members may lead training, activities, and trips. Clubs may also engage volunteer or paid team managers. Therefore, vetting applies to all coaches, leaders, and managers, regardless of whether there are members under 18 years old registered with the club. Failure to comply with vetting requirements will result in the automatic disqualification of the proposed coach, leader, or manager.

National Vetting Bureau forms are available on the Clubs Portal (https://sport.universityofgalway. ie - Information and Resources/Garda Vetting) for club committees to download and distribute. These documents must be completed and returned to the Clubs Participation and Development Officer.

Existing coaches, managers, and leaders who’s vetting will be two years old or more by May 31st each year must submit a new vetting form before the new season or college year begins. Coaches, managers, and leaders are only considered vetted once the Sport Unit receives confirmation of their vetting number and disclosure from the National Vetting Bureau via Ireland Active. Only those with a valid vetting number are permitted to work or volunteer with a University of Galway club.

As the vetting process can take several weeks, clubs should submit vetting forms in early August to ensure coaches, managers, and leaders are vetted before the term begins and training starts. All coaches are required to read and implement the “University of Galway Sport Keeping Children Safe Plan.” Additionally, all coaches, leaders, and managers must complete Safeguarding 1 by October 31st each year and upload a copy of their certificate of attendance to the Clubs Portal under their profile.

For coaches, managers, or leaders working with children (those aged 17 and under), please refer to Sport Ireland’s Coaching Children training at https:// www.sportireland.ie/coaching/coaching-children

Note: Parents of members aged 17 and under must complete a parental consent form. Students aged 17 and under can participate in club activities and offcampus events only after submitting a parental consent form.

The Child Welfare Officer in each club is responsible for ensuring that parental consent forms are completed and uploaded to the Club Document Upload system for each person aged 17 and under before they begin club activities.

The Parental Consent form is available for download on the University of Galway Club Portal (Information and Resources/Coaching). Students aged 17 and under will be allowed to participate in club activities and competitive games with a University of Galway club once the parental consent forms are submitted. When signing up members, ask if they are under 18 years of age. If so, provide them with the parental consent form and only upload them as a member once it is returned and uploaded. If it later transpires that a student under 18 was added without such consent due to non-disclosure, the student will be advised in writing that their membership is terminated. They cannot commence club activities until the parental consent form is signed, uploaded, and their membership reactivated.

Each season, all Coaches, Team Managers, and Club Leaders must complete and sign the Code of Ethics and Conduct for Sports Coaches. A copy of the signed code should be submitted to the Sport Unit, High Performance Lead, along with a copy of their coaching agreement.

The Code of Ethics and Conduct for Sports Coaches is available from the University of Galway Club Portal (https://sport.universityofgalway.ie - Information and Resources/Coaching). Coaches, leaders, and managers are also required to complete Safeguarding 1 by October 31st and upload their certificate.

10.2

Coaching Agreements

The Sport Unit is in the processes of developing coaching agreements. Clubs will be notified once documents are ready.

10.3

Use of Club Equipment for Non-Club Activity

It is important to inform the Sport Unit in advance if club equipment will be used for non-club activities to ensure proper insurance arrangements are made. The coach or club committee must submit a written request for permission to the Clubs Participation & Development Officer with at least four (4) weeks’ notice before the event.

Note: If University insurance cannot cover the nonclub activity, the Club Committee or Coach will be responsible for obtaining the necessary insurance.

11.

Clubs Calendar Events & Hosting Events

11.1 Clubs Calendar & Event Management Portal System

The portal has been designed exclusively to assist clubs in managing their sport. Clubs are strongly urged to use this system and update it regularly to ensure compliance with Sport Unit governance requirements. The calendar and event management functions enable your Club to: Calendar Events

• Create a personalized calendar with events such as training sessions, competitions, and clubrelated activities for all full paid up members or specific groups within your club.

• Add or delete single or recurring events.

• Enter locations and hashtag events.

• Post events on the University of Galway App and other calendars (including staff, student, and public calendars).

• View the calendar on mobile devices. Event Attendance

• Record attendance at club events through kiosks, smartphones, or by uploading Excel spreadsheets.

• Request pre-registration for single or recurring events.

• Set a limit on the number of attendees for an event or series of events.

• View reports listing events and attendance at each.

• Access the club’s profile to see the number of club events, distinct attendees, event breakdowns, and monthly attendance statistics with accompanying graphs.

11.1.2 Club Events

All clubs are required to upload their training and competition events on their Club Portal Calendar. This allows clubs to keep their training sessions, competition fixtures, and other events up to date on their club calendar. It also amplifies the process of tracking attendance throughout the college year.

For guidance, please refer to the “Hosting Events” folder under Information and Resources on the Clubs Portal for instructions on setting up an event using the Clubs Calendar function.

11.2 Planning an Event

To host a successful event, the following guide has been provided to assist clubs. Ensure that you do not overlook any important details by viewing the “Club Hosting Event Checklist” on the Club Portal under Information and Resources/Hosting Events.

11.2.1 Pre-Planning Steps

Step 1: Notify the Sport Unit of your Intent of Hosting an Event

Notify the Sport Unit as soon as possible about your event (Intervarsity or otherwise). Early planning is crucial, so include this in your budget for the next college year.

Step 2: Form an Organising Committee (OC)

Establish the OC early. It should include the Club Captain/Co-Captains, Secretary, Treasurer, Safety Officer/Children’s Officer, PRO, and any other relevant members. At the first meeting, clearly define and record all roles and responsibilities. Recommended roles include, but are not limited to:

Event Manager

• Has overall responsibility for the event and must be present onsite for its duration.

• Can only participate/compete in the event when the deputy can assume their duties.

Deputy Event Manager

• Steps in if the Event Manager is absent.

• Must be familiar with the Event Plan and other details.

Bookings Manager

• Responsible for booking Facilities, services, and supplies.

Communications Manager

• Managers all promotional and marketing materials and campaigns for the event.

Finance Manager

• Manage the budget, payments, invoicing, and cash handling.

Safety Officer

• Ensures insurance confirmation from participating teams, first aid requirements, safety procedures, and emergency protocols. Children’s Officer

• Involved in developing the event plan if any participants are under 18.

• Develops a Child Safeguarding Risk Assessment specific to the event.

Additional points to consider:

• The OC should put together a full event plan (refer to the Clubs Portal/Information and Resources/Hosting Events).

• Develop a schedule/timeline with key dates, deadlines, and tasks for each OC role.

• Hold regular meetings to update all OC members on each member’s action items and review event preparations.

• On the day of the event, assign specific roles to each OC member (e.g., registration desk, event manager, safety officer, venue setup).

• Regularly consult with the University of Galway Sports Unit for advice and guidance.

Step 3: Book the Facilities for the Event

To ensure availability, clubs must submit facility booking requests by September 30th each year. All event bookings for University of Galway sports facilities or external venues must be processed through the Sport Unit. Follow the booking procedures outlined in Section 9: Facilities under 9.1.1 and 9.1.2.

Step 4: Confirm the Event Details with Student Sport Ireland (SSI) if required

When hosting an intervarsity event, clubs must send the following information to Student Sport Ireland (noel@studentsport.ie) as soon as possible:

• Name of the event

• Dates and times

• Venue

• Contact details (name, email address, and/or mobile number) of the Organising Committee

For additional information on SSI’s guidelines for hosting an intercollegiate event, visit Student Sport Ireland by clicking on this link: www.studentsport.ie/competitions

Step 5: Funding of the Event (Grants/Fundraising/ Sponsorship)

Clubs should plan for additional funds to cover event expenses. Proper planning and fundraising activities are crucial to avoid financial strain on the club. Clubs should include projected costs in their budget for the next college year and submit this to the Sport Unit. Additional funding can be sought through fundraising activities, sponsorships, or University grants, and should be part of the early planning process. Follow the guidelines outlined Section 6: Financial Management, under 6.4.2 and 6.4.3.

Step 6: Put together a Budget for the Event

A budget helps prioritize expenditures and ensure value for money without compromising safety. Suggested budget items include:

Income Expenditure

• Entry fees per individual/team

• Fundraising

• Sponsorship

• Sport Unit additional funding/grants

• Other funding (e.g., NGB/Provincial Ass)

• Venue hire (external/ third-party venues)

• Catering (refreshments/meals)

• Marketing & promotional materials

• Medical costs (first aid/ambulance, etc.)

• Equipment/supplies

• Prizes (medals/ trophies, etc.)

• Officials

Note: Expenditure on entertainment or awards dinners must be self-funded and not included in hosting grants.

Step 7: Book Services or Suppliers for the Event

Book all services or suppliers early to ensure adequate preparation for the event. Confirm bookings closer to the event date. Services or suppliers may include:

• First aid provision

• Entertainment system (PA/music system, etc.)

• Bleacher seating/chairs/tables

• Sports equipment

• Scoreboard

• Match programs

• Catering services (if required)

• Crew t-shirts for volunteers/OC

• Trophies and/or medals

• Officials (technical table officials/umpires/ referees, etc.)

Step 8: Organising Entertainment/Presentation Dinner/Awards Ceremony

Hosting entertainment for guest clubs is customary, but not all University Sports Unit will approve such activities. When planning activities like awards dinners, balls, game nights, karaoke, or quizzes, keep the following points in mind:

• Feasibility of the activity – ensure this activity is practical and can be executed successfully.

• Adherence to guidelines - follow guidelines from SSI and University of Galway’s On-Campus Alcohol Policy.

• Conduct of Organisers and Attendees – ensure that presentation dinners or balls are conducted cordially and appropriately.

• Awards Ceremony Planning - Plan the awards ceremony to thank participants and venue managers immediately after the event.

Step

9: Providing for People with Disabilities

Ensure accessibility for people with disabilities. Consider:

• Access to toilets and changing facilities

• Access and exits for spectators and participants

• Viewing areas for spectators and participants

• Additional supports

Step 10: Club Captains Meeting (If required)

The OC may need to meet with captains of participating universities. If this is the case, schedule and prepare for a meeting and invite the following individuals to attend:

• Organising Committee

• University of Galway Sports Officer

• Two members of each attending University or College.

Some possible items to discuss may include:

• Rules of the Competition

• Code of Conduct

• Health & Safety Information (includes Insurance details)

• Selection of representative team (if applicable)

• Initiation of Irish University Association (in not already taken place)

• Next year’s event dates (to be forwarded on to SSI)

Step 11: Contacting Participating Teams

The OC must distribute essential details to all participating teams and gather their contact information. Ensure to request the following:

• Request letters of indemnity in favour of the University of Galway from each participating university before the event (events hosted University owned grounds).

• Provide a list of accommodations and their contact details (participating Colleges to book their own accommodation).

• Identify any participants under 18 years old.

• Store participant details in compliance with GDPR.

• Include a waiver form for high-risk sports.

• Distribute an information pack at least one (1) month prior to the event (this must be signed off by the Sports Unit before distribution).

Note: the information pack must include the Event location, timetable of different daily events, contact details for further information, transport and parking information, provisions for any participants / spectators with disabilities, University of Galway Alcohol Policy.

Step 12: Promoting the Event

To help with making the event successful, it is important that the OC promote the event as much as possible. Some common ways to promote your event include:

• Local Newspapers

• University of Galway Student and Staff Newsletters

• Social Media

• University of Galway Websites

• Posters

To assist clubs in promoting your event, the Sport Unit recommends clubs to contact the Clubs Communication Officer (see Section 13: Communications and Media) for further information.

Step 13: Insurance

The OC must consult with the Sports Unit about Public Liability insurance cover for the event. Ensure participating college or clubs check their own public liability and personal accident insurance, and provide proof of this before they compete at the event. For external venues, provide a copy of the University of Galway Sports Clubs and Societies Public Liability Insurance that is available for download from the Clubs Portal (https://sport.universityofgalway.ie) in Information and Resources/Insurance Documents.

Remember to use waivers for high-risk sports. If you need advice, please contact the Clubs Participation & Development Officer or the Sports Unit Administrator Officer.

Step 14: Equipment

Check

The OC will need to ensure sufficient and safe equipment is available to use at the event. Document and conduct safety checks before the event. Follow NGB guidelines and include this in the club safety statement. If the club requires to hire or borrow any equipment for the event, notify the Clubs Participation & Development Officer well in advance.

Step 15: Eligibility and Competency (if Required)

Ensure all participants are eligible to compete at the event (e.g. registered students with ID cards). This must be clearly indicated as follows:

• Event Rules and Regulations (e.g. SSI and/or NGB)

• Accreditation system for participants, VIP’s, guests, spectators.

• Competency level criteria provided as part of the information pack and clearly outlined in the Event Plan.

Step 16: Venue Set- up and Take down

Consider the time needed to setup and takedown for the event. Kee these points in mind:

• Involve the full OC committee.

• Include setup and takedown details in the Event Plan.

• Develop a checklist/map or plan before the event (includes seating/bleachers, tables and chairs, specialists flooring, signage, PA system, Music system, sports equipment, storage, registration system etc.).

• Design and print signage, schedule and programmes etc. with sufficient time prior to the start of the event.

• Ensure venue is left in the same state as received.

• Coordinate with Kingfisher or Dangan Sports Pavilion for setup/takedown issues.

• Conduct a site check before the event (i.e. check for potential hazards and to clear these, clear access and exit points, correct placement of signage etc.).

• Regularly check equipment during the event.

Step 17: Communications Plan

Develop a clear communication plan to deliver information to participants before, during, and after the event. To do this, consider the following key points: Communication Timeline

• Marketing and promotion of the event.

• Sending out of vital information to participating teams / individuals and important parties involved in the event.

• Preparation updates during the planning phase (through meetings / email etc.)

Details that require communication

• Dates specific to the event (date of the event, closing date of entries etc.)

• Important communication channels for engagement and contact before and during the event.

• Event Programme / Schedule (tournament, entertainment etc.)

• Availability of Refreshments / Meals etc.

• Weather prediction for upcoming event.

• Event Cancellation

• PA announcements & Music set-up Communication of Results during and after event.

• Additional Specific Signage needed

• Communication Tools

• Website

• Email

• Social Media

• Any other methods

Step 17: Event Health & Safety

When hosting an event, the OC must ensure several health and safety requirement are in place:

Event Risk Assessment

Provision of First Aid

• Complete an annual risk assessment on the Portal, which can be updated as needed.

• Conduct an Event Risk Assessment on the Clubs Portal at least six (6) to eight (8) weeks prior to the event, depending on the risk rating, to avoid delays in event approval.

• Refer to Section 8: Health & Safety for guidance on completing this assessment.

• Ensure adequate first aid provision for the event duration.

• Consult the Sport Unit for acceptable service providers.

• Designate a visible location for the first aid station.

• Qualified first aiders on duty must not compete in the event unless suitable cover is in place.

Incident / Accident Reporting

Emergency Procedures

Child Safeguarding Procedures

• Follow procedures for Incident and Accident reporting (see Section 8: Health & Safety, item 8.2).

• Include the following in the Event Plan:

• Emergency Reporting Procedures

• General and Medical Emergency Procedures

• Evacuation Procedures

• Fire Extinguisher Locations

• Safety & Security Announcements

• Note: Contact non-University facilities for their Emergency Procedures. For the University of Galway Sports Centre Hall, contact the Kingfisher.

• Have safeguarding procedures in place if participants are under 18.

• Include a Child Safeguarding Risk Assessment specific to the event.

• Involve a Child Protection Officer in developing the Event Plan.

• Require signed parental consent for participants under 18 (template available in Clubs Portal under Information and Recourses/Coaching & Management).

Water-based Sports

Capacity of the Venue

Security

Traffic Management Procedures

Alcohol Usage

Impact on Campus

• Include First Aid and Emergency Procedures for activities on and off the water.

• Determine the number of spectators and participants allowed in the venue.

• Contact the Sport Unit for information on University facilities’ capacity. For nonUniversity facilities, contact the venue manager.

• Remind participants and spectators to secure personal belongings.

• Ensure cash handling is accounted for, receipted, and safely stored.

• If additional security personnel is required, costs for this will need to be covered by the club. As Campus Security may not be in a position to provide personnel or hire in addition staff.

• The Event Plan must clearly indicate drop-off and pick-up of participants/spectators arrangements, stewards at parking areas, road/path closures, traffic flow, access points, and communication.

• Coordinate with the Sports Unit so that arrangements may be made with Campus Security for any traffic restrictions.

• Adhere to the University of Galway Policy on Alcohol Consumption on Campus.

• Alcohol may only be consumed in designated areas like Sult Bar.

• Any on-campus events must be communicated with the Sports at least four (4) to six (6) months in advance to accommodate other campus users and to make accommodations to the Event Plan and Risk Assessment based on Buildings & Estates feedback.

Step 18: Filming/Photography

Include filming and photography plans in the Event Plan. Ensure participants are aware of potential filming/ photography through an entry form section. Obtain written permission from parents for participants under 18 (included in the parental consent form).

Contact the Clubs Communication Officer for queries.

Step 19: Waste Management

Ensure sufficient bins are available and bin liners are on hand. Confirm waste management procedures with the Kingfisher for events at the University of Galway Sports Centre Hall, or contact the Sport Unit for other University grounds. Include waste management requirements when booking the event.

Step 20: Contingency Plan

It is important to have a back-up plan to ensure that the OC may react quickly and effectively to problems if they arise. By taking time to anticipate possible problems or emergencies that may come up and how to best deal with them, will be time well spent. In some instances, the event may have to be cancelled due to unforeseen circumstances. Whatever the reason for the cancellation, it may be done by the club, the venue manager or other that may be associated with the event such as the University of Galway Sports Unit, the University or Student Sport Ireland to name but a few.

It is important that the OC has procedures in place for the cancellation of an event. Some key points to keep mind but not limited to are:

• Designate a qualified person within the OC to make cancellation decisions.

• Identify all criteria for cancelling the event and document procedures (e.g. adverse weather conditions, failure if service provider fails to show).

• Outline the communication process for cancellations, including participants, spectators, venue manager, service providers, and suppliers.

• Ensure all OC members are familiar with these procedures.

• Consider the feasibility of rescheduling the event.

Step 21: Developing your Event Plan

Develop the Event Plan based on discussions and decisions from OC meetings and with the Sports Unit. For assistance, contact Ellen Kelly (Sports Administration Officer) or Tanja Schafer (Clubs Participation & Development Officer).

Step 22: Pre-Event Briefing

Conduct a pre-event briefing closer to the event date to allow for last-minute adjustments. Include the following in the briefing:

• Overview of the event schedule

• Health & Safety Information

• Confirmation of roles for the event

• Event Set-up and Take down procedures (include the basic do’s and don’ts)

11.3

Running an Event (Step 23)

All the preparation up to this point will now come into play. Despite thorough planning, some issues may still arise, but with proper preparation, they can be managed effectively. Depending on the type of event, allow for potential overruns. The event manager should track the schedule to ensure things stay on time and inform the facilities manager promptly if any overruns occur.

Use the following itinerary as a guide for the day:

• Inform the venue manager that the club is starting the set-up.

• Schedule weather checks, if required.

• Set up the venue.

• Walk through the site once set-up is complete.

• Teams/participants arrive.

• Event registration.

• Captain’s meeting.

• Spectators arrive.

• Safety announcement and/or briefing before the first fixture (include COVID-19 procedures).

• Announce the first fixture.

• Fixtures take place.

• Make ongoing announcements about fixtures, results, safety and security, breaks, filming and photography, updating results, and finals.

• Track events according to the schedule.

• Awards ceremony.

• Spectators leave the venue.

• Teams leave the venue.

• Take down the venue.

• Report to the venue manager once teardown is complete.

• Set up for entertainment/presentation dinner (this can be done throughout the day or followed up with service providers/suppliers if needed).

• Proceed to the entertainment/presentation

Note: The event should be run in accordance with the rules and regulations of your National Governing Body.

11.4 Post Event Steps

Step 24: Results of the Event

If required, a complete set of results should be forwarded to all participating teams or individual participants and Student Sport Ireland. Additionally, send the full set of results and some high-resolution photographs to the Clubs Communication Officer.

Step 25: Payment of Suppliers and Services

Promptly pay all expenses incurred from the event, including suppliers, services, and facilities. If the club experiences any difficulties, please contact the Sports Unit for assistance.

Step 26: Post-Event Evaluation

Gather feedback from participating teams, the venue manager, and the OC to compile a post-event report. This evaluation should be included in the Handover Documents for the incoming committee to help avoid similar mistakes in the future. Consider the following points:

• The “good” and the “bad” experiences

• What and how things could have been improved

• Planning/preparation activities and execution of the event

• Budget management (was the budget sufficient, or did the OC under-budget?)

Managing Meetings 12.

Meetings are crucial for the governance of sports clubs, providing a platform for communication and issue resolution throughout the season. To ensure meetings are effective, we recommend the following guidelines for managing club meetings in both formal and informal settings.

12.1 Appointment of a Chairperson & Setting Objectives

The role of a Chairperson may differ between clubs, depending on the committee structure that is currently in place for a specific Club. Within the University, the election of a President or Chairperson will not be a common occurrence, thus the Club Captain will most likely fulfil this role.

For successful meetings, a Chairperson should adhere to the following guidelines:

• Identify objectives for the meeting

• Indicate when a person may speak

• Keep discussions firmly focussed on the topic

• Set a time limit for the meeting & each discussion item

• Remain neutral unless the group requests their opinion or guidance

• After discussion, note key points & summarise discussion for confirmation

• If matters cannot be decided on, it should be referred to a working party for report at the following meeting.

12.2 Types of Meetings

All sports clubs need a structured framework for organizing their meetings. The club’s constitution typically outlines three types of meetings: the Annual General Meeting (AGM), the Extraordinary General Meeting (EGM), and General Committee Meetings (GCM). While AGMs and EGMs are more formal, GCMs can be conducted in a more informal setting.

For a suggested meeting agenda template, please refer to the Managing Meetings file in the Information and Resources section of the Clubs Portal (https://sport. universityofgalway.ie).

12.1.1 Formal Meetings

A formal meeting is one where major items are discussed, decided upon, and subsequently implemented. Clubs must hold one Annual General Meeting (AGM) each year to address important matters, and may occasionally require an Extraordinary General Meeting (EGM) if needed.

The following guidelines will assist Club Committees in running meetings effectively.

Prior to the Meeting

• The Chairperson should collaborate with the Secretary to call and decide on agenda items.

• The Agenda may include submitted items for discussion by club or committee members.

• A notice of the meeting and agenda must be distributed to all involved (in the case of the AGM, to all club members).

• Committee members should be reminded of any

tasks they need to complete before attending the meeting.

During the Meeting

• Always start the meeting on time.

• The Chairperson should welcome everyone and declare the meeting open.

• Apologies are called for and read out. All present are recorded. The Chairperson may motion to accept the apologies, followed by a vote or a Proposer and Seconder.

• The accuracy of the previous meeting’s minutes is confirmed by those present (minutes should have been circulated with the agenda and notice of meeting). The motion of acceptance must be nominated and seconded.

• Briefly discuss matters arising from the previous meeting, if discussion develops, move these items to general business or specified to a specific associated agenda item.

• Correspondence (inward and outward) is listed. Important items may be tabled as separate agenda items.

• Financial statements, including items for payment and an up-to-date statement of accounts, are tabled. All financial reports require a formal motion of acceptance.

• Reports of the Committee should be distributed prior to the meeting, with discussions kept to recommendations needing approval or further action.

• Other reports are dealt with next with brief discussions.

• General business allows for minor discussion items to be raised. The Chairperson should encourage members to submit major items prior to the meeting for inclusion in the agenda. The Chairperson decides if the item is to be discussed.

• Action items confirm that delegated tasks have been or will be completed within the specified timeframe.

• Confirm the date, time, and venue of the Next meeting.

• Close of meeting - The Chairperson thanks attendees and declares the meeting closed.

Post-Meeting

After the meeting, the Chairperson should work with the Secretary on the discussed action items, meeting minutes, timeframe and circulation date, any special items, and the schedule for the next meeting.

12.1.2

Informal Meetings

An informal meeting ideally encourages all club members to participate in discussions to build morale, solve problems, exchange ideas, gather opinions on various issues, and brainstorm.

General Committee Meetings (GCMs) fall under informal meetings that include Club Committee Members. These meetings are crucial for club development and should be held regularly, at least three (3) times per semester, with actions and tasks documented. Additional meetings may be called with specific parties when specific resolutions are required.

12.2

Meeting Protocol

Formal and Informal meetings are controlled by a Chairperson, typically the Club Captain or another person appointed by the Club Committee, if the Club Captain will be absent. To ensure meetings are effective and run correctly, the following protocol should be used:

Notice of Meeting

• Formal meetings – a minimum of 14 days’ notice must be given to committee and club members.

• Informal meetings – a minimum of 7 days’ notice to be given to committee members or parties that are invited to the meeting.

• Notice to be given either through email, text and/or posters.

Agenda

• Chairperson, in collaboration with the Secretary, will determine the agenda.

• Using similar agendas for both formal and information meetings will simplify the process.

• Club members or committee members must submit additional items for discussion a minimum of six (6) days prior to the meeting.

• Some meetings, such as an EGM, may require a different agenda as they are called to resolve or action specific items.

Running a meeting

The Chairperson is responsible for ensuring that a meeting runs effectively and that matters are resolved or actioned. This can be achieved by:

• Establishing the purpose and agenda of the meeting from the outset.

• Ensuring everyone understands the topics to be discussed.

• Encouraging a non-judgmental atmosphere where everyone listens to what each person is saying.

• Ensuring only one person speaks at a time.

• Encouraging participants to be objective and keep the discussion focused on the topic.

• Examining each option individually and ensuring a conclusion is reached.

Note taking & Minutes

• The Secretary is responsible for taking accurate notes, especially when people are appointed to action certain items.

• Only record important points and actions to make it easier when drafting the minutes.

• The Secretary must ensure the minutes are recorded and presented in the correct format and timely manner as directed by the Chairperson.

12.3 Record Keeping of Meetings / Meeting Documents

Accurate documentation of all formal and informal meetings is essential and should be accessible to both current and new committee members and club members upon request. Each club should use Google Docs/Drive to store all relevant documents and information. Key financial records (income and expenditure), AGM minutes (using the Vault function), and the Club Yearly Review must be recorded on the University of Galway Clubs Portal.

Passing on detailed information to incoming committee members is crucial, as it allows the new committee to learn from past experiences and avoid repeating mistakes. To facilitate a smooth transition, the club should maintain up-to-date reports and accounts for handover. New committee members will benefit from reviewing past meeting minutes, which should accurately document all issues faced by the club.

Additionally, the outgoing Club Committee must transfer all passwords for the club’s email, social media platforms, and web pages to the incoming committee.

12.3.1

Resources for Meeting Templates

The Club Committee will be able to view all templates for meeting documents in the Information & Resources section of the Clubs Portal (https://sport. universityofgalway.ie/) under the Managing Meetings folder.

12.4

Common Problems with Meetings

Several common issues may arise during meetings, but they can be easily avoided with proper attention:

• Lack of Clarity

The chair should clearly summarize and clarify all issues for both attendees and the minute taker.

• Decisions Delayed

Postponing decisions won’t resolve them. Delay only when additional information or wider consultation is genuinely needed.

• Too Little Involvement

Ensure that attendees have the necessary information to make informed decisions on issues.

• Meetings Running Too Long

Set a rough end time at the beginning of the meeting and prevent unnecessary rambling.

• Lack of Understanding of the Issues

Ensure that attendees have the necessary information to make informed decisions on issues.

• No Real Follow-Up

Clearly identify actions and responsibilities. If tasks are not completed, it’s easier to pinpoint where the problem lies.

• Lack of Control

The chair should maintain order, ensuring everyone can voice their opinions without interrupting or overpowered.

The chair should guide the meeting by adhering to the agenda and ensuring that contributions are relevant to the current agenda item.

13.

Communications & Promotions

13.1 Sports Club Handbook

This guide serves as the official sports handbook for students, staff, and visitors to the University. Updated as needed, it functions as a year-round reference and provides important information for all University of Galway Sports Clubs.

Clubs are requested to regularly supply high-quality images for Sport Unit and club-related publications. At the end of the academic year, Ellen Kelly will contact clubs to submit high-resolution images for marketing and publication materials for the Clubs website and the Sport Unit.

13.2 Sports Website

University of Galway Sport Clubs has a website at https://sport.universityofgalway.ie, where club profiles and events can be viewed. This site also serves as the login page for the Clubs Portal, accessible to committee members with granted access.

Clubs should regularly update their social media accounts, events calendar, and competition details, as these are linked to the Clubs website. Club committees may choose to publish all club events to be visible on the University Calendar.

13.3 Club Websites

Clubs can view their profiles on the University of Galway Sport website at https://sport. universityofgalway.ie. Each club is responsible for updating its own section, including committee members and training times. This is crucial for effective succession planning and ensuring a smooth transition when a new committee is elected.

It’s essential to have a reliable person regularly updating your site with information on events, results, and profiles. Without regular updates, the website’s benefits are lost. The quality and effectiveness of the website and all platforms promoting clubs depend on the content and information provided.

13.4

Clubs Day

The Sport Unit hosts two Clubs Day events each academic year, typically at the start of Semester 1 and Semester 2. It’s crucial for all clubs to be represented at both events to maximize recruitment opportunities for new members.

Consider the following strategies to attract more club members:

• Highlight the uniqueness of your club as a key selling point.

• Distribute handouts with important information about your club.

• Be prepared with key dates (trials, training times/days, first social event, etc.).

• Organize taster sessions and have the dates ready.

• Ensure your Clubs Day stand is well-prepared (bring equipment, conduct demonstrations, keep it clutter-free, have marketing materials, and limit the number of committee/club member representatives).

Clubs Day dates will be communicated to Club Committees once confirmed. Make sure to regularly check your club’s email to avoid missing any important communications from the Sport Unit.

If you have specific requirements for Clubs Day, please contact Ellen Kelly (ellen.kelly@universityofgalway. ie) in advance to see if they can be accommodated.

13.5 Hosting Events

University of Galway Clubs host numerous events each year that we would love to feature on our social media to promote sports at the university. While we may not be able to attend every event, we still want to promote your club as much as possible. If your club is hosting an event or an intervarsity, please use the template below to send information to the Sports Communication Officer in the Sports Unit. Providing as much advance notice as possible will help ensure your event gets the most publicity.

Please email the following to sportsclubsmedia@ universityofgalway.ie:

Email Subject Title:

• Club – Event Name

Body of Email to include this information:

• Date and Time of Event

• Location

• Brief Description of Event

• Participating Teams / Individuals or a sign-up information for Intermural/in-house events

• Contact Person in the Club for enquiries

• Requirements needed from the Sports Unit (i.e. creation of posters, digital graphics etc.)

• Any other useful additional information

Note: make sure to flag the email as “high importance” or “high priority” and provide sufficient notice time (at least two weeks).

13.6 Club Public Relations Officers

All club committees must designate a Public Relations Officer (PRO) responsible for publicizing the club’s activities and achievements. A key responsibility of the PRO is to promote and advertise the club’s activities and successes. The PRO should also provide this information, along with images, videos, and any other relevant club details, to the Sports Clubs Communication Officer in the Sports Office.

Please email all information to sportsclubsmedia@ universityofgalway.ie

13.7 Email Correspondence

All Sport Unit communications will be sent to your @ clubs.universityofgalway.ie email address. It is the responsibility of the Club Committee to ensure this email address is checked regularly. If you do not have access to this email, please contact Ellen Kelly (ellen. kelly@universityofgalway.ie, Subject line: Club Name -Access to Club Email Address).

For any media correspondence related to University of Galway Sport, please email the Sports Clubs Communication Officer. They can assist with promoting your club and address any general queries regarding club marketing.

13.8 Social Media

Alongside our official website, University of Galway Sport is on Facebook, LinkedIn, X, Instagram and LinkedIn.

universityofgalwaysport universityofgalwaysport unigalwaysport unigalwaysport

Our social media channels are very popular, with over 10,000 visits each week during the term and around 1,000 visits during the summer and holidays. These pages, updated daily with news, match reports, events, and photos, are the best way to stay informed about all the news and events affecting you and your club.

However, we can only update this content if you provide information to the Sports Unit. With over 40 clubs participating in sporting activities each week, we ask you to please email any photos, videos, or news items to sportsclubsmedia@universityofgalway.ie for publication.

Additionally, it is easy to cross-promote your club using University of Galway Sport’s extensive fan base. By tagging the Sport Unit in your posts or tweets, we can re-publish and re-tweet your information, helping to spread your message to a wider audience. This will help your club grow and expand our reach!

13.8.1 University of Galway Social Media Policy

We welcome engagement from prospective students, alumni, and colleagues on the University of Galway Sport social media channels. Whether you want to share a news story, promote an event, celebrate achievements, highlight awards, showcase research projects, or engage with our community, we encourage you to connect with us via Facebook, Twitter, Instagram, or YouTube. Please ensure you are familiar with the terms and conditions of each social media platform.

Our social media channels are designed for open interaction. If you have suggestions for improving our guidelines or experience, please let us know at sportsclubsmedia@universityofgalway.ie. Please note that content may be removed if deemed offensive or inappropriate by the University or the Sports Unit. While we generally do not block users, we reserve the right to do so if we encounter repeated offensive or inappropriate behaviour.

Monitoring: Our social media channels are intermittently monitored from 9am to 5pm, Monday to Friday. For urgent issues, please use the contact information

provided in Section 1, 2. Important Contacts. We strive to respond to queries but cannot guarantee we will see every message.

In addition to adhering to social media platforms’ terms and conditions, if the University suspects that social media misuse might constitute a criminal offense or pose a risk to student safety, we will refer the matter to the appropriate authorities. Students and staff should also follow University procedures and familiarize themselves with the terms and conditions of any social media platforms they use. Please report any health and safety issues to our emergency contacts listed in Section 1, 2. Important Contacts.

13.9 Mobile Application

The University of Galway app is available for download on both iOS and Android. It features a dedicated section for clubs, linking directly to the clubs’ website. This connection makes the information you provide on your website even more crucial.

Additionally, the app provides direct access to the dashboard and YourSpace, enhancing accessibility and making it easier to manage your club efficiently.

For more information on how to download the App, please view this link: Campus App - University of Galway

13.10 University of Galway Regulations & Guidelines Regarding Posters & Promotional Material

To foster a positive and safe learning and working environment, the Sports Unit requires Sports Clubs and their members to adhere to the University Policy on Postering and Advertising, accessible here: https://www.universityofgalway.ie/ internalcommunications/postering/

Guidelines for Club Committees and members have been established to ensure compliance with University policy. Only events approved by the Sports Unit for Clubs may be advertised on campus. If a club is involved in a non-University event, approval must first be obtained from the Sports Unit before using the club title or logo to promote an external commercial event or venue.

Guidelines for Poster Content

• Images and content should be appropriate and not cause offense to the University community.

• Poster content must be appropriate for viewers under the age of 18 years.

• Formal complaints against any Sports Club posters must be submitted to the Clubs Participation & Development Officer.

• Sports Clubs may not advertise free or cheap drinks as the main attraction of an event.

• Posters in breach of the University Poster/ Advertising Policy will be removed.

Guidelines for Displaying Posters

• University of Galway Clubs must include only the approved Club or University Logos on each poster.

• Private organizations may not use the University Club Logo without consent from the Director of Sport.

• Posters may only be displayed on designated notice boards across campus.

• Posters may not be hung on walls, doors, glass, in lecture theatres, from ceilings, or placed on the ground.

• The use of stickers is strictly prohibited.

• Clubs are responsible for removing posters after the event is completed.

• Clubs may remove outdated posters if space is needed for their own posters on designated notice boards.

• Posters that breach these guidelines or University Policy will be removed, and sanctions may be imposed by Buildings and Estates against the club in violation.

Colours & Awards 14.

The University of Galway offers various types of sports-related awards, each recognizing excellence in different aspects of sporting life. At the start of each year, the University Sports & Physical Wellbeing Unit awards scholarships to its most promising athletes. These scholarships provide our most talented sportspeople with the opportunity to develop their abilities further.

Additionally, the University’s annual sports awards are given to athletes and teams who have demonstrated exceptional performance in their respective fields throughout the academic year. The sports clubs actively promote both recreational and competitive aspects of sports throughout the year.

Every year, the Sport Unit hosts an awards ceremony to acknowledge the hard work of clubs within the student body. The university recognizes the time and effort student club members volunteer through these programs:

• Employability Award (Employability Award - University of Galway)

• President’s Award (President’s AwardUniversity of Galway)

• Sports Club Volunteer and Club Leader Awards (USP-University Skills Passport - University of Galway)

14.1 Sports Scholarship Programme

The Sport Unit currently offers two types of scholarship:

CAO Performance Points Scholarship

Successful applicants receive 40 bonus CAO points (for first-year entry only, limited to 15 places).

Elite Sports Scholarship

Limited places available for first-entry or currently registered undergraduate or masters students.

The Sports Unit is dedicated to helping sports scholars achieve their potential both on and off the field. To support this, Sports Scholarship students benefit from the following:

• Membership to the Kingfisher Gym

• Access to Physiotherapy

• Access to a Sports Psychologist

• Access to a Sports Nutritionist

• Access to Career Development Workshops

• Access to one-on-one strength and conditioning coaching

• Access to the High-Performance Gym

• Assistance when traveling abroad with National Squads

• A financial bursary (amount depends on your sport and level of competition)

Upon receiving an Elite Sports Scholarship, you must sign an agreement with the Sport & Physical Wellbeing Unit. Failure to uphold your part of the agreement may result in the loss of your scholarship. For more information, please access this link: https:// sport.universityofgalway.ie/elite-athlete-scholarshipoverview

GAA and Rugby also offer scholarships through their respective clubs. For more information, contact the respective club development officer.

Opening and Closing Dates for Applications: Applications open on the second Monday of January each year and close on April 30th. Occasionally, the Sports Unit may extend the closing date by one to two weeks.

Note: All scholarships are awarded on a one-year basis, and you will need to reapply for renewal each year.

14.2 University Sports Awards

Each year, clubs are invited to nominate members for the following sports awards:

• University Honours

• Sports Person of the Year

• Female Individual Performance of the Year

• Male Individual Performance of the Year

• Female Team of the Year

• Male Team of the Year

• Club Captain of the Year

• Club of the Year

• Most Improved Club of the Year

• Best Event of the Year

• Coach of the Year

• Unsung Hero Award

The Sport Unit will send out notifications regarding these nominations, so it is crucial for Club Committees to monitor their club emails regularly to avoid missing important communications.

14.3 Volunteering at the University of Galway

Volunteering offers students and club members numerous benefits, including:

• Meeting new people and having fun

• Being part of a community and making a positive impact

• Expanding their knowledge and skills

• Developing personally, professionally, and civically

The University of Galway has a student volunteer program called ALIVE, established by the Community Knowledge Initiative (CKI). Its aim is to harness, acknowledge, and support the contributions University of Galway students make through volunteering. Students who volunteer within their respective sport club communities can apply for this program, as well as for the President’s Award and the University Skills Passport initiative.

For more information on volunteering and the ALIVE program, please visit:

Volunteering at University of Galway University of Galway Sustainability Projects and Initiatives

Disciplinary Procedures 15.

15.1 Introduction

Any person associated with a University of Galway Sports Club is regarded as a member and representative of the University. It is crucial to be aware of the University’s regulations and policies, which aim to foster an environment of honesty, integrity, equality, dignity, and respect for all members of the University community during Club activities.

As a University of Galway Club Member, you are expected to adhere to the following guidelines when participating in and representing the club:

• Act responsibly at all times.

• Observe and abide by the regulations and policies of the University and your respective Club as outlined in the Club Constitution.

• In case of any conflict between the University and Club Constitution, the regulations and policies of the University take precedence for registered student club members of the University of Galway.

15.2 Application of Disciplinary Procedures

These Disciplinary Procedures apply to all individuals involved in a University of Galway Sports Club, including:

• Members of a University of Galway Sports Club (registered students, staff, and alumni).

• Individuals employed or engaged by a Sports Club to provide services (e.g., physiotherapists, strength and conditioning coaches, coaches, development officers).

• Volunteers who provide services directly to a University of Galway Sports Club.

• Leaders or responsible figures during Club activities or on Club trips.

NOTE: Only complaints relating to breaches of discipline or misconduct occurring during Club activities are covered under this Procedure.

15.3 Initiating Disciplinary Procedures

To initiate Disciplinary Action, the club member must breach any of the following disciplinary issues:

• Bringing the name of the Club / University into disrepute

• Acting against the aims/or objectives of the Club in such a way that it is disruptive to the Club Committee and other Club Members

• Serious and / or Continuous breach of Health and Safety protocol.

• Misappropriation of Funds relating to the Club

• Discrimination & Harassment as defined in the Equal Status Act 2000

• Any other Gross misconduct by club member

All club members, including coaches, team managers, and other volunteers, as well as Club Committees, must sign a Code of Conduct at the beginning of each season. This ensures greater compliance and provides the Club Committee with the means to take disciplinary action when required.

Resources: Copies of the relevant Codes of Conduct for the Club can be found in the Clubs Portal under Information and Resources/Disciplinary Documents.

Disciplinary action should only be initiated upon receiving a written complaint from a club member, as outlined in the University of Galway Clubs Complaints Procedures. A Club Committee has two steps in dealing with an official complaint:

• Step 1: Informal action (conducted by the Club Committee).

• Step 2: Formal Disciplinary Action (progress to this if Step 1 is unsuccessful in resolving the issue or if offence is severe enough to bypass Step 1 with sufficient evidence).

It is important to notify the Clubs Participation & Development Officer of any potential breaches of discipline by a club member in the event that Option 1 is unsuccessful and the complaint is to be escalated.

Resource: A copy of the University of Galway Sports Clubs Complaints Procedures may be found in the Clubs Portal (https://sport.universityofgalway. ie) under Information and Resources/Disciplinary Documents.

15.3.1 Bullying or Harassment

In the event where a registered student club member is harassed or bullied by either a fellow student club member or staff of the University, the member should refer to the relevant Policies available:

• Anti-bullying Policy: www.universityofgalway.ie/media/ studentservices/files/QA600-Student-AntiBullying-Policy.pdf

• Harassment or Sexual Harassment: www.universityofgalway.ie/media/ studentservices/files/QA606-StudentHarassment-and-Sexual-HarassmentPolicy.22.pdf

15.4 Internal Club Disciplinary Procedures

The internal club disciplinary and appeals procedures are outlined in the Common Club Constitution and should be adhered to strictly. The Common Club Constitution is currently under final review and will be made available to all clubs once approved. If a club’s current constitution is unclear, the club should follow the University of Galway Sports Clubs Complaints Procedures Policy.

15.5 Formal Disciplinary Action Procedures

The University reserves the right, without prejudice, to take disciplinary action against individual student or club members, or sports clubs that bring the University into disrepute, in accordance with the University of Galway Sports Club Code of Conduct and other

University codes and policies. This includes actions by individual students, club members or clubs that fail to abide by their constitutions. Ignorance of the content of the University of Galway Club Handbook will not be accepted as a reasonable excuse.

All disciplinary actions against individual students or sports clubs will follow the University’s disciplinary procedures, or those detailed in the University of Galway Sports Clubs Complaints Procedures document, while the Common Club Constitution is still under final review. This also applies to alumni or nonstudent members where clubs cater to such members.

Club committee officers and members must keep the following in mind:

• When hosting or traveling to an event, the club committee is responsible for the behaviour and actions of their members at that event.

• When accommodation is booked under the name of a University of Galway Club, the committee or a representative should inspect the accommodation before leaving to ensure no damage has been caused. If damage occurs, the property owners should be informed, and any associated costs should be paid by those responsible at the time.

• The consumption of alcohol on transportation hired under the name of a University of Galway Club is not permitted.

15.6 Appeals & Conciliation

If a member of a University of Galway Sports Club disagrees with a decision made by the appointed Disciplinary Committee or the Sport Unit, a conciliation process may be initiated as follows:

• Step 1: The concerned party must submit a written statement to the Club Captain or the Clubs Participation & Development Officer, outlining their disagreement with the decision.

• Step 2: The Clubs Participation & Development Officer or the Club Captain will respond in writing within seven (7) days, explaining the rationale behind the decision.

• Step 3: If the party remains unsatisfied, a formal appeal may be initiated, following the University’s appeals process as outlined in the Clubs Common Constitution.

While the Clubs Common Constitution is in its final review stage, the aggrieved party may use the University of Galway Student Complaints Process to address any complaints regarding the decision-making process of the Sport Unit.

Training & Development 16.

The Sport Unit is dedicated to developing and delivering training resources and opportunities for club volunteers. It is crucial that club members who take on various roles and responsibilities within their clubs are equipped with the necessary skills and knowledge to manage their clubs efficiently.

Going forward, attendance and active participation in the training courses offered for committee members will be a prerequisite for receiving certain funding. Details of this will be provided to clubs in the near future.

Club committees will be responsible for ensuring that volunteers complete their training and for inquiring about training workshops for the upcoming year. All training materials will be available to clubs online, and training opportunities will be published in the Sport Unit Calendar. Clubs should monitor their emails for additional training opportunities.

16.2

In addition to committee training, the Sport Unit can assist clubs in arranging sport-specific courses offered by National Governing Bodies (NGBs) to develop and train coaches and officials. Clubs needing assistance in arranging these courses should contact the Sport Unit through their Development Officer or the Clubs Participation and Development Officer.

16.3 Funding of Training Courses

Some training may be offered to club members at no cost. However, courses conducted by external organizations may incur a fee. The Sport Unit will attempt to provide some financial assistance to clubs to cover these costs when possible. Unfortunately, it cannot cover all expenses associated with upskilling club members and volunteers.

The costs of these courses will need to be covered by the individual member or subsidized by the club if funds are available.

New committee members will be required to complete training specific to their roles and responsibilities. The Sport Unit is developing a Training Structure for Club Committee Members.

16.1 University of Galway Clubs Committee Training

University of Galway Clubs General Training

17.1 What is a Club Development Plan?

A development plan is a concise document that outlines the objectives a group or organization aims to achieve. It helps structure developments within a clear framework, making them easy to understand and accomplish.

All University of Galway Clubs should draft a Club Development Plan covering three to four years. Each year, the Club should submit an annual plan to the Sports Unit that aligns with its Development Plan. Ideally, clubs should work towards the goals and objectives set out in these multi-year plans. These plans will ensure that your club is progressing by providing a set of goals to achieve and a framework to guide your efforts

Strategic goals that all University of Galway clubs should consider include:

• Increasing participation

• Improving performance

• Ensuring sustainability

• Enhancing governance and leadership

• Each club is responsible for setting its objectives and targets under these suggested goals.

Useful resources on Strategic Planning for Sports Clubs:

www.qld.gov.au/recreation/sports/club-support/ strategic-planning/development

www.sportbop.co.nz/community-sport/clubassistance/club-development-resources

17.2

Importance of a Three-Year Strategy

A development plan is crucial for your club’s growth and improvement, providing a clear strategy for achieving these goals. It offers a framework and structure for setting and reaching targets, facilitating the club’s development.

Such a plan ensures that future incoming committee members have a clear direction for the club’s objectives. Properly implemented, it will yield long-term benefits, maintain consistency in goals, and promote a smooth handover between committee members.

17.3

Practical Implications

The benefits of having a development plan within the club are:

• Provides Direction: Sets annual goals and targets to achieve the club’s vision.

• Working Document: Can be reviewed and updated annually to reflect progress and changes.

• Maintains Continuity: Ensures smooth transitions by passing on key information and goals to new committee members.

• Distributes Responsibilities: Helps identify tasks that can be shared among committee members, sub-committees, and other club members to distribute the workload.

• Promotes Teamwork: Encourages collaboration between the committee and club members by hosting a forum to discuss the development plan and gain support for future initiatives.

17.4 Guidelines to Developing a Club Development

Plan

To assist clubs in creating their own development plan, a template is available on the Clubs Portal under Information and Resources/Club Development (https:// sport.universityofgalway.ie). It is important to review and adjust the plan annually to monitor progress. Remember to keep the plan simple and realistic.

17.4.1 Establishing the Club’s Vision & Mission Statement

For clubs to be able to set clear objectives and common goals, they need to establish their Vision and Mission. It is important not to confuse the two and to ensure that both encapsulate what your Club stands for.

• Vision: Describes the future of your club; i.e., the WHY. It is the long-term goal of where the club would like to be and should provide inspiration. Keep it short but powerful.

• Mission: Describes the primary objective/goal of your club; i.e., the WHAT and the HOW. It shows the purpose of your club and must be related to your vision statement.

Examples of good Vision and Mission Statements: Vision Statements

• “Bring inspiration and innovation to every athlete in the world.” - Nike

• “We believe passionately in the power of ideas to change attitudes, lives, and ultimately, the world.” - TED

• “To provide the best possible rugby instruction in East County, San Diego, giving each player, whether youth or adult, the opportunity to reach their individual potential.” - Tribe Rugby

• “To transform communities by inspiring people throughout the world to open their minds, accept and include people with intellectual disabilities and thereby anyone who is perceived as different.” - Special Olympics Mission Statements

• “Create ground-breaking sports innovations, make our products sustainably, build a creative and diverse global team, and make a positive impact in communities where we live and work.” - Nike

• “Spread Ideas.” - TED

• “To promote and teach the sport of rugby, developing player athletes to their highest potential in a positive environment while encouraging discipline, commitment, integrity and honor both on and off the pitch.” - Tribe Rugby

• Durban Softball Club are committed to providing the best possible environment for our players to reach their maximum playing potential through excellence in coaching and support.

17.4.2 Core Values of the Club

The core values of your club should align with that of the University Strategic Plan 2020-2025 Core Values of Respect, Openness, Sustainability and Excellence (Strategy | Straitéis 2020-2025University of Galway) Each Club should choose any five (5) values that represent the Club and its members, defining these in the context of your club.

NOTE: the University is currently in the process of drafting its new strategic plan starting 2026.

These values should become the rules by which each club function and should become part of your club’s culture. They may be revisited and updated as needed.

Examples of values and its meaning:

• Honesty - We will conduct ourselves with honesty both on and off the field.

• Integrity - Our actions on and off the hockey field reflects our strong belief in being honest and good sportsmanship.

• Professionalism - We will always conduct ourselves in a professional manner on and off the rugby field.

• Enjoyment / Fun - We always strive to create a fund and enjoyable environment for all our members either through coaching or activities within the club.

• Respect - We strive to lead by example, with respect and sportsmanship

• Flexible - We can adapt to any situation or challenge.

• Performance - We believe that to achieve excellence, commitment and hard work is key.

• Tradition - Our club has had a long-standing presence in the local community through our ties with the local schools and our involvement in community upliftment projects.

Helpful Resource:

www.humankinetics.com/AcuCustom/Sitename/ DAM/134/PP_Demonstrating_Core_Values_and_ Clear_Purpose_in_Coaching.pdf

17.4.3 Club’s S.W.O.T Analysis

A SWOT analysis is an effective tool for understanding your club’s current position. This is a crucial step in identifying key objectives and priorities, providing clarity on what the club excels at and where improvement and support are needed.

SWOT stands for Strengths, Weaknesses, Opportunities, and Threats:

• Strengths and Weaknesses are internal factors that the club can control.

• Opportunities and Threats are external factors influenced by the surrounding environment which the club usually cannot control.

For more details, please refer to these resources: http://api.joondalup.wa.gov.au/files/clubs/ SWOTAnalysisGuide.pdf

https://www.business.qld.gov.au/running-business/planning/swot-analysis

https://www.investopedia.com/terms/s/swot.asp

Strengths

Areas you do well in or advantages of your organisation

Weaknesses

Areas to be improved

Opportunities

External factors that may contribute to your organisation and can build up your strengths Threats

Potential problems/ risks caused by external factors that your organisation may face

Internal

Opportunities Threats

Strengths How do you leverage your strengths to benefit from opportunities? How do you use your strengths to minimise the impact of threats?

Weaknesses How do you ensure your weaknesses will not stop you from opportunities? How will you fix weaknesses that can make threats have a real impact?

The SMART acronym:

Specific Clear & specific

Answer five “W” questions of What is to be accomplished; Why is this goal important; Who is involved; Where is it located; Which resources or time limit is required.

Measurable Must be able to track / determine your progress through some form of measurement.

To achieve this ask: How many/ much?; How do I know I have reached the goal?; What is the progress indicator?

Achievable Objective must be achievable and attainable.

Cannot be too overly challenging but not easy either.

Ask these questions: Do we/I have the resources / capability to achieve this goal?; Has it been achieved successfully before?

17.4.4

Objectives for the Club

Your objectives should align with your vision and mission for the upcoming three-year planning cycle. To identify these aims and objectives, it’s essential to understand how to use the results of the SWOT analysis.

To streamline this process and set your goals, it is recommended to apply the SMART acronym (Specific, Measurable, Achievable, Relevant, Time-bound) using the SWOT analysis results. Refer to the diagram below for guidance on applying the SWOT analysis.

Realistic Must be realistic to achieve with available resources and time.

Ask these questions: Goal realistic and within reach?; Is it achievable with time and resources available? ; Sufficient commitment to achieve the goal?

Time-bound Must have start and finish date – with no timeframe there will be no urgency and motivation.

Ask these questions: Is there a deadline?; By when is the goal to be achieved?

Bad examples:

• “We are going to win the varsities in two seasons.” It is time bound and depending on the club it could be realistic, but it is too vague. How are you going to win varsities? What is it that needs to change for you to win?

• “I want to increase attendance at socials.” Great, but how? And by when?

Good Examples:

• “By December 2018 we will have 20% of our members trained up to level 1.” Only the club can know if this is realistic, but assuming it is, it is a SMART goal.

• “We will reduce the number of short corners conceded in semester 1 by 10% by running extra defensive drills.” Ticks all the boxes.

17.4.5 Achieving your Objectives

To achieve your objectives, it’s essential to break them down into smaller, yearly targets within your development plan.

As a committee member, your role is to ensure these targets are met. Each main objective should be divided into specific tasks, detailing:

• How each task will be accomplished

• Who is responsible for completing it

• The required resources (finance or equipment)

• The due date or deadline for completion

This approach ensures all committee members and assigned individuals understand their roles in achieving the club’s objectives. It fosters a better club culture and a greater sense of accountability and ownership among members.

Regularly review the plan (monthly, quarterly, biannually, or annually) to track progress and ensure targets and goals are being met.

See a simple example below:

committee members who might be delaying your club’s development.

17.5 Monitoring Your Progress

Having a strategic plan written down is only the beginning. To ensure its effectiveness, your club committee must regularly monitor, review, and adjust the plan to meet objectives and targets. Sometimes, it may be necessary to revise targets to reflect changing circumstances and maintain relevance.

Conducting an annual SWOT analysis alongside the development plan is recommended to assess the club’s situation accurately.

17.5.1 Club Demographics and Profile

Understanding the club’s demographics, such as the number of active and inactive members, gender distribution (if applicable), number of teams, coaches, and competitions, is crucial. This data helps the club set realistic objectives and identify areas for improvement. For instance, if the club has a predominantly male membership with minimal female representation, a goal might be to attract more female members by introducing women-only training sessions.

17.5.2 Development Meetings

The Sports Unit is available to meet with the club committee throughout the year to discuss progress and assist with adapting or adjusting targets as needed.

17.5.3 Annual Report

As part of the monitoring process, the committee should present an annual report detailing the progress made toward the development plan. This report should be included in the Club Yearly Review and any handover documents for the incoming committee.

Using simple but clear task lists is crucial as they enable you to monitor progress and identify any

Sports Club GDPR 18.

The University of Galway and the Sports Unit are committed to properly managing personal data, as outlined in the University’s Data Protection Policy. As a sports club, you will handle personal data, and it is crucial to be aware of the regulations and obligations regarding data protection, including the legal implications. This section aims to provide a clearer understanding of GDPR. For detailed information, please refer to the University of Galway Data Protection Website at www.universityofgalway.ie/dataprotection.

The General Data Protection Regulation (GDPR), effective from May 25, 2018, replaced the earlier EU Data Protection Directive. GDPR applies directly without needing to be transposed into Irish law, meaning it has ‘direct effect’. Any organization, including sports clubs, processing personal data must adhere to the obligations imposed by GDPR. GDPR outlines various obligations for data controllers and rights for data subjects, as well as the powers and responsibilities of the Data Protection Commission. As a club operating within the University of Galway, you must understand how this legislation impacts your club’s handling of personal data.

18.1

What is the difference between personal data used in a private context versus your studies or work?

Any personal information used solely in a private context and not related to your professional or university life is exempt from GDPR. However, if personal data is used in any context related to work or study, GDPR applies, as it falls within a public and professional context. This includes interactions with fellow students as part of your studies and courses.

Therefore, any personal data collected from members, fellow students, and third parties for your club must comply with GDPR regulations.

18.2 What is Personal Data?

Personal data refers to any information related to a living person that can identify them (referred to as a data subject). This includes identifiers such as a name, identification number, address/location data, an online identifier like an IP address, or any specific factors related to the physical, physiological, genetic, mental, economic, cultural, and/or social identity of that individual.

Personal data can be in written form, photos, audio or video recordings, or any other information that can be stored electronically or as part of a filing system. Data protection law applies when this information is processed by automated means (such as electronically) or as part of a filing system.

18.3 Special Category and Sensitive Personal Data

Some data fall within special category or is seen as sensitive data. This includes: Special Category Data

• Racial or Ethnic Origin

• Political Opinions

• Religious or Philosophical Beliefs

• Trade Union Membership

• Genetic Data

• Biometric Data

• Health Data

• Sex life or Sexual Orientation Sensitive Personal Data

• Financial Data

• Criminal Convictions and Offences

18.4 What is Data Processing?

Data processing involves any actions performed using personal data, whether by manual or automated means. This includes collecting, recording, organizing, structuring, storing, adapting or altering, retrieving, consulting, using, disclosing by transmission, disseminating or otherwise making available, aligning or combining, restricting, erasing, or destroying personal data.

18.5 What are the valid reasons for processing data?

For a club to process data, you need to select at least one of the six (6) legal bases listed below before data collection commences. Individuals had the right to know which of these six legal basis you are processing their data under.

The six legal bases are:

• Consent

• Contractual necessity

• Compliance with legal obligation

• Vital interest

• Public interest

• Legitimate interest

18.6 What does the term “consent” mean under GDPR?

“Consent” means that an individual gives permission and agrees for any collected personal data to be processed. This must be done freely and through a clear affirmative action or statement. This means the individual must:

• Have full information before making a decision

• Not encounter pre-ticked boxes

• Avoid catch-all consent

• Not to be pressured into giving consent

• Be able to prove that consent was received

• Find it easy to withdraw consent at any time

18.7 What happens when consent is withdrawn?

When an individual withdraws their consent, the follow must happen:

• Processing of personal data has to stop

• Processing that already happened before withdrawal of consent is lawful, but processing after withdrawal is not.

18.8

The Seven Principles of Processing Personal Data

There are seven (7) key principles that forms the bases of Article 5 of the General Data Protection Regulation (GDPR). These are explained as follows:

1. Lawful, fair & transparent Processing

• One or more valid grounds for your processing

• To hand people’s data in ways that they will expect but if unexpected, you can explain why the expected processing is justified.

• To be clear, open and honest with people from the start about how you will use their personal data.

2. Purpose Limitation

• To only process data for the purposes it was collected and in line with the individuals expectations.

• To request permission / consent if personal data is to be used for a different purpose. This must be done in advance and the individual need to allow you to contact them again.

3. Minimisation of Processing

• May only collect personal data that is specific to your purpose

• To have sufficient personal data to properly fulfil your purpose.

• To periodically review data that you hold and delete anything you no longer require.

4. Data Accuracy/ Quality

• To take steps to ensure that the personal data collected or hold is not incorrect or misleading.

• To make corrects to any personal data as soon as you find out this may be incorrect or is misleading, or delete the incorrect personal data as soon as possible.

5. Storage Limitation

• Personal data is only to be kept for the minimum time it is needed to do what you said it would.

• Review data you hold periodically and to delete or anonymise this when it’s no longer needed.

6. Integrity, Confidentiality & Security

• To take steps to protect personal data by technical and organisational security measures.

• To ensure that personal data is protected from various unauthorised access and data breaches.

• To be mindful and restrict the sharing of any personal information with others. This means only share with people who have a valid relevant business reason to see the data.

There are a few steps the club can take to keep electronic personal data secure and safe: Encrypt & password protect mobile devices

• Avoid using USB keys and if it cannot be avoided, encrypt each file or the device.

• Where possible, encrypt any personal data before sending it across the internet. The decryption password should be provided separate e.g. text or phone call.

• Use strong passwords and do not share these.

• Use Anti-Virus Software on your device.

• Backup data regularly.

7. Accountability

• Responsibility is to be taken for what you do with personal data and how you comply with other principles.

• To keep record or track what you do with personal data.

• To put in place measures and processes that will keep data secure and safe.

8. Data Subjects Rights

There is a number specific rights under data protection law to keep individuals informed and in control of the processing of their personal data.

The most common of these rights may be found under the GDPR (Articles 12-22, and 34). Data subjects rights under the GDRP include:

• Right to be informed if, how, and why your personal data are being processed.

• Right to access and get a copy of your personal data.

• Right to have your personal data corrected or supplemented if its inaccurate or incomplete.

• Right have your personal data deleted or erased.

• Right to limit or restrict how their personal data are used.

• Right to data portability.

• Right to object to processing of their personal data.

• Right not to be subject to automated decisions without human involvement, where it would significantly affect you.

Any information provided to data subjects when exercising their rights must be transparent, understandable, and easily accessible, using clear and plain language. Information should be given in writing or, when appropriate, electronically. If an individual requests the information, it may be provided orally, as long as their identity is clear or can be verified.

18.9 Key Club Activities that involve Personal Data

Any Club Committee position comes with responsibility. Any personal data information that you have been granted access to in the Sports Club, must strictly be used for its specific purpose.

18.9.1 Committee members who have access to the Clubs Portal.

As a Committee Member you have access to the following data:

• Student Name

• Student Number

• Contact Number

• Email address

• Date of Birth

• Emergency Contact Number

The purpose of this access is to add a new student as a member of you club and to send emails to inform them of club news or important information. The data types involved in this procession includes student name and number, date of birth (u18 yes/no) committee position, phone, email address, emergency contact.

18.9.2 Committee members who have access to the @clubs.universityofgalway.ie email and GoogleDrive.

You have access for the following purpose:

• Email: send relevant club information to club members, and in your function, to communicate on behalf of the club to other entities.

• Google-Drive: store information relevant to the running of the club. It is important to consider the following:

• Be extremely protective of the password for the club email.

• Do not use the club email for non-club business.

• When sending group emails, do not disclose individual email addresses by using the “To”, or “CC” function, but rather the BCC.

• Make sure to send the information to the right recipient.

• Do not keep files with personal information for longer than necessary.

• Do not access the drive through devices that have unsecure apps installed.

• Do not access the Google-Drive via non-secure wireless network connection that are open to the public.

• For personal information that was inherited on the Google-Drive, check is something needs to be deleted by now.

• Do not process personal data unnecessarily and think what valid ground for processing applies to what you want to do.

• The Club email and Google-Drive needs to follow the GDRP as it is not your personal life.

18.9.3 Committee members may have access to Coaching Records through the Clubs Portal.

When the club committee uploads coach information through the Clubs Portal, you will may have access to the following coaching records:

• Coach Name and Personal Information (may include PSS number, Back details, Date of Birth, Address, contact details etc.)

• CV’s

• References

• Time-sheets/Log-books

The purpose of your access and processing of this information is to select, hire or contact coaches for your sports club.

There is a few things to consider when doing so:

• CV’s contain a large amount of personal information and have to be treated confidentially.

• Do not leave CV’s laying around or in places where anyone can see them.

• References are very personal information.

• You need permission form the candidate to contact someone to provide a reference and can contact the reference provider only at a point in time where the candidate is about to be hired, not far in advance.

• If an Employee Set-Up Form is likely to be used, note that it contains sensitive information (PSS number, financial information etc.), keep this in mind and keep this info secure and only show it to people who are permitted to see it.

18.9.4 Committee Members may have access to Scholarship Applications

Some club committees may have access to information relating to scholarship applications within their sport. If your Club Committee has this access, the purpose of access and processing is to adjudicate on the suitability of the applicant.

A few things to consider:

• Many scholarship applications will contain a number large amount of personal information (possibly including special category data), which need to be treated with a high degree of care.

• Inform the club member in advance of any processing activity involving their personal data, so that they can reasonably expect it.

18.9.5 Committee members may have access to Minutes of Meetings, Insurance Matters, Incident/ Accident Reports, Membership Records, Entry Forms (Name, Number, Medical Details etc.)

The purpose and processing of such data is used to manage and run the club.

A few things to consider include:

• Minutes of Meetings, Insurance matters, Incident/Accident Reports, Membership Records, Entry Forms, are all documents that are important to keep well organised and safely stored.

• A number of these kind of records expected retention periods exist, which you should be aware of.

• Several of these documents might fall under the group of confidential data.

• When such documents are sent out, be sure to

only send them to the people who should see them.

NOTE: Any medical, health, performance and other data of this nature are considered SPECIAL CATEGORY data. There are considerable restrictions on processing such data and often you need “explicit consent” of the individual, whose data they are to do so.

18.9.6 Clubs may share data with their National Governing Bodies

The purpose of access and processing of this data is to register a student to play competitively in a national club the University of Galway Sports Club must register them in leagues/cups.

A few things to consider include:

• Keep club members informed in advance of any processing activity involving their personal data, so that they may reasonably expect it.

• To register a student to play competitively in a national club the University of Galway Sports Club must register them in leagues/cups.

18.9.7 Social Media

It is important to remember that GDPR also applies to the use of social media for your club. Club members must be informed in advance of anything the club plans in advance.

The purpose and processing of this data is to promote the achievements and activities of the club.

Things to consider include:

• You may need club members to provide active consent to use their personal data, photographs, audio or video footage.

More information is available from the Data Protection Commission (www.dataprotection.ie)

18.10

Data Access and Ratification

A University of Galway Club Member has the right to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information. Further information may be viewed using these links:

http://gdprandyou.ie/ https://www.dataprotection.ie/docs/Home/4. htm

A Club Member who wishes to make a data request or exercise any other data protection rights, may do so in writing. For more information on this please view this link: Access and Rectification and Other Data Requests - University of Galway