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Club Committee Handbook
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Welcome Firstly, on behalf of the Sport Development Team, a huge congratulations on becoming part of a sports club committee. It’s one of the most rewarding things you can do at university, and the skills and experiences you’ll have this year will stay with you for years to come. As you’ll all know, we’re aiming to make this our most successful year yet, both in terms of performance and student experience. The most effective way to achieve this is by us all coming together to support one another, both on and off the pitch. I’m sure many of you are planning fundraising activities, practising for big matches and preparing for the season ahead, and if we are all able to help one another in each of these aspects, we can raise more money, win more games and get more enjoyment out of the year. You have become committee members at a very exciting time, with the Sport Development Team offering more opportunities than ever for personal development, so make sure you are getting involved. We know that you are doing this voluntarily and want you to get as much out of it as possible. Mostly, we want to see you guys leading your clubs, learning from one another and loving what you’re doing. If you need any help through the year, talk to me or any of the team – it’s what we’re here for.
Jess Vice President for Sports & Societies
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Contents Welcome ............................................................................................................................... 2 Governance of student sport ................................................................................................. 5 Your Sport Development Team and key contacts ................................................................. 6 Other useful contacts for student sport .............................................................................. 7 Your club service level agreement (SLA) .............................................................................. 7 Membership structure and process ....................................................................................... 7 Your club and your committee............................................................................................... 8 Development plans and club accreditation ............................................................................ 8 Development plans ............................................................................................................ 8 Club accreditation .............................................................................................................. 9 Club communication ............................................................................................................. 9 Performance sport and scholarships ..................................................................................... 9 Sport scholarships ............................................................................................................. 9 Representative funding .................................................................................................... 10 Individual sport funding .................................................................................................... 10 Performance sports ......................................................................................................... 11 Sports club finance ............................................................................................................. 12 Who pays for what? ......................................................................................................... 12 Managing your club account ............................................................................................ 13 Spending money and approval process ........................................................................... 13 Committee member leadership programme ........................................................................ 13 Student coaching and volunteering ..................................................................................... 15 SIMMSport ...................................................................................................................... 15 Coaching bursaries.......................................................................................................... 15 Volunteering .................................................................................................................... 16 SIMMSactive ....................................................................................................................... 16 What is SIMMSactive? .................................................................................................... 16 What’s on offer? .............................................................................................................. 16 Memberships ................................................................................................................... 17 Facilities .............................................................................................................................. 17 Communication ............................................................................................................... 17 Facility provision .............................................................................................................. 17
4 Access to Teddington Lock.............................................................................................. 18 Additional facility usage ................................................................................................... 18 Training session cancellation ........................................................................................... 18 Inclement weather ........................................................................................................... 18 Equipment - clubs training off main campus .................................................................... 19 Equipment - clubs training indoors................................................................................... 19 Equipment - clubs training on training pitches.................................................................. 19 Disciplinary policies and process (on-and off-field).............................................................. 19 Playing kit and stash ........................................................................................................... 20 Weekly BUCS fixture administration (leagues and cups) ..................................................... 21 Changing the date or time of a fixture .............................................................................. 21 Team sheets.................................................................................................................... 21 Results ............................................................................................................................ 22 Rules and regulations ...................................................................................................... 22 Playing under protest (PUP) ............................................................................................ 22 LUSL competitions .............................................................................................................. 22 Stand-alone championships ................................................................................................ 22 Use of the bar and Friday fundraisers ................................................................................. 23 Events ................................................................................................................................. 23
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Governance of student sport Student Sport at St Mary’s is managed through the following structure.
Student Sport Partnership
Students’ Union
Sport Development Team
Sport St Mary’s
SU Council
Club Committees
Coaches
Whole student body
Club Members
SHAS
The Student Sport Partnership (SSP) is responsible for setting the Student Sport Strategy – ‘More than a Game’. The SSP has members from the Students’ Union, Sport St Mary’s, Sport Development Team, SHAS and student clubs. The partnership meets four times a year. The Sport Development Team (SDT) coordinates the delivery of Student Sport across the Students’ Union and Sport St Mary’s. The SDT are responsible for making day to day decisions required to implement the Student Sport Strategy. The next section shows who is in the SDT Team. The SDT are the main point of contact for club committees and line manage club coaches. The above diagram shows how students are represented at all decision making levels of student sport; club committees, Sport Development Team and the Student Sport Partnership. The Student Sport Strategy’s vision is; “Sport and physical activity will be used in innovative and transformative ways to enrich our students’ lives and the lives of others, and by 2025 St Mary’s will be a BUCS top 20 institution and one of Great Britain’s leading universities for student sport”
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Your Sport Development Team and key contacts The Sport Development Team is your main point of contact for all student sport queries.
Jess Carey - VP for Sports & Societies vpsportsocieties@stmarys.ac.uk 020 8240 4132, 07966 501367 Location: Students’ Union Jenny Craig – SIMMSactive Coordinator jenny.craig@stmarys.ac.uk 020 8240 2309 Location: Sport St Mary’s Ollie Toogood –Student Sport Development Officer ollie.toogood@stmarys.ac.uk 020 8240 4000 ex. 1024, 07526 179120 Location: Sport St Mary’s Harry Scott – Sports Performance Officer harry.scott@stmarys.ac.uk 020 8240 4000 ex. 1024, 07526 179121 Location: Sport St Mary’s Liam Burnett – Sports & Societies Administrator liam.burnett@stmarys.ac.uk 020 8240 4000 ex. 1046, 07495 668645 Location: Students’ Union
Gareth Crewe – Sports Volunteering & Community Outreach Officer gareth.crewe@stmarys.ac.uk, 020 8240 2309 Location: Sport St Mary’s
Aly Hughes - Sports Chair 153557@live.stmarys.ac.uk
Lisa Cafferky – Sport Development Manager lisa.cafferky@stmarys.ac.uk 020 8240 4320 Location: Sport St Mary’s
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Other useful contacts for student sport Chris Carter (contact for all student sport facility bookings) Sports Facilities Duty Manger chris.carter@stmarys.ac.uk 020 8240 4229 Location: Sport St Mary’s
Your club service level agreement (SLA) All clubs have a SLA between them and the Sport Development Team. This document outlines all the services and resources that are provided centrally by the Sport Development Team to each club and the expectations of the club to continue to receive this support. It includes the facility allocation for every club. All clubs will be required to sign this document during the summer months and return to the Sport Development Team.
Membership structure and process The following membership structure is in place for 2017/18. All clubs’ membership is £95 and £50 if you are joining a second club. The whole membership fee is retained by the club and held within your club account. Student Active Membership offer for club members – This year any club member can purchase a Student Active Membership for a discounted rate of £85. The membership gives you access to:
Fitness and Conditioning Suite membership All SIMMSactive ‘turn up and play’ and ‘book me’ sessions Fitness Classes Discount for bootcamps, ‘Get into sessions’ and leagues
How to purchase membership - All club memberships are purchased through the Students’ Union website and will be available from 14th September 2017. On the website, students can purchase their club membership and the Student Active Membership in one purchase. If members decide to purchase the Student Active Membership membership at a later date, they must visit the Sports Village reception with a confirmation of their club membership on their phone. Students can train without a membership up until Friday 6th October. After this, every student attending a session and playing in competitions MUST have a membership. No one without a membership will be able to compete in the first fixtures. How to get a list of members – you can access a list of paid members by emailing the Sports and Societies Administrator.
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Your club and your committee Each club has their own club committee structure that is in place to cover all areas of their club. There isn’t a fixed structure for club committees but the structure and roles will be agreed with the Sport Development Team before they are recruited for the following year. Whilst there isn’t a fixed structure, each role must have a clear role and duties so the student filling the role knows what is expected of them.
Development plans and club accreditation The Sport Development Team is committed to supporting committee members to develop and grow their clubs to increase the student experience within clubs, create a full pathway for the sport and develop a stronger level of resource and infrastructure within clubs. This work is done through development plans and a new scheme called Club Accreditation to reward clubs for completing their development plans. Development plans Every club is required to meet with the Sport Development Team 4 times a year to complete and work towards a 3 year development plan. A development plan is a document that outlines all the aims and objectives of the club. It ranges from everything from socials through to performance of the teams. Specifically, the plans are broken down into 5 areas;
Participation Resource Marketing and Communications Coaching and Workforce Performance and Competition
The advantages of development plans are they encourage long term planning and create a clear vision for the club. With a clear vision in place, the club committee, coaches and Sport Development Team can all commit to the objectives in the plan and collective work together to achieve these objectives. The plan will help to ensure the work that you do as a committee has a long term impact when you hand the club over to the new committee. During the year there will be four meetings with the club committee and the Sport Development Team. During these meetings, updates on the club will be provided and the development plan added to and reviewed. Outside of these meetings there will be actions that need completing by both the club committee and the Sport Development Team. The Development Plans are held using Google documents that the club committee can access and edit as well as the Sport Development Team.
9 Club accreditation Club Accreditation is a way of measuring the progress of clubs with their development plans and rewarding clubs for providing a high quality experience for their members. Using ClubScore, clubs submit their development plans to be scored against a number of criteria. If the club reaches the required level, they become accredited and receive a number of rewards:
£400 grant into your club account £250 voucher for O’Neills £100 to support the development of student coaches and/or referees Free printing for sports club events* 3 hours of 1-2-1 support to create marketing materials – e.g. video, flyers etc. Recognition on the St Mary’s Students’ Union website A specific award at the Sports Awards ClubScore is a criterion for the Club of the Year award A guarantee of a table for Sports Awards 2017/18 Priority table allocation for Welcome Fair September 2018
*printing available for sports club events and initiatives but will be subject to maximum copies and sizes.
Club Accreditation will be discussed in your development meetings and a full explanation of Club Accreditation is available online.
Club communication There are a number of regular communications you will receive as a club committee member and member of a club. Club Committee Member Facebook Group – every committee member should be part of the committee member Facebook group. If you are not a member or need people adding, please contact the Vice President for Sport and Societies. This group is used for regular updates for all club members. Key messages will also be emailed to you. Student Sport Newsletter – all sports club members are sent a monthly newsletter with news and opportunities. Club of the month – new for this year, we are running a Club of the Month award to celebrate all the great work clubs do. Each month, clubs will be asked to nominate themselves in a maximum of 200 words. The winners will be announced in the Student Sport Newsletter and through social media.
Performance sport and scholarships Sport scholarships A range of scholarships is available to support the development of talented athletes at the university. 2016/17 saw the first year of the scholarship programme, with the university supporting athletes from a variety of sports being represented at Olympic, international and professional level. Athletes will receive continued lifestyle support throughout their time as scholars, working closely with the Sports Performance Officer to help achieve their sporting
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Strength and Conditioning Access to the Fitness and Conditioning suite Rehabilitation support Performance workshops Financial award (depending on performance level)
St Mary’s currently has four bands of scholarships: Elite Performance: For athletes who have represented their country at senior international level in the last 12 months High Performance: For athletes who are aspiring to represent their country at senior international level and have represented their country at age group level in the last 12 months BUCS talented athlete: For athletes who are currently representing their NGB at regional level or higher and who can significantly contribute to St Mary’s BUCS performance. Performance Squad Package: For athletes selected for the St Mary’s university performance squads determined by the performance coach. Scholarship athletes are expected to represent St Mary’s in all BUCS competitions where appropriate as well as take part in promotional activity to raise the profile of sport at the university. Each scholarship will last for 12 months and details of these packages and the online application form can be viewed online here. The current closing date for applications for the 2017/18 academic year is October 1st 2017 and any questions should be directed to Harry Scott, Sports Performance Officer. Representative funding St Mary’s University is committed to supporting athletes to compete at the highest level possible, including competing in representative squads such as the World University Games. The representative squad fund is in place to support students who are selected for university representative squads. St Mary’s will fund up to £250 to support any student competing at this level. Application forms are available on request from the Sports Performance Officer, and must be submitted at least two weeks prior to the event. Individual sport funding Funding is available to athletes who are representing the university in BUCS competitions in sports which there is not currently an existing club (e.g. downhill mountain biking). St Mary’s will fund up to £250 to support students, however they must be able to evidence the likelihood of finishing in the top 4 places. This will be based on, but not limited to, past results, previous championships results and recent form.
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Application forms are available on request from the Sports Performance Officer, and must be submitted at least two weeks prior to the event. Performance sports St Mary’s University has four performance sports for the 2017/18 season:
Athletics Ladies Football Men’s Rugby Union Men’s Rugby League
The performance sports have been identified as the highest performing BUCS sports at St Mary’s, demonstrate scope for increasing the university’s overall BUCS position and viewed as excellent student recruitment tools. These four sports are reviewed on a yearly basis. Each performance squad consists of between 20 and 25 players who benefit from: performance coaches, weekly strength and conditioning sessions and performance analysis. The squads are selected by the performance coach in each sport at the beginning of term.
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Sports club finance Who pays for what? The below two diagrams explain how sports clubs are funded. It is broken down into two elements. Centrally funded elements are funded solely by the university/students’ union and there is no student contribution. The second element is the club account. From the club account, the club spend money in addition to what is provided centrally.
Central Funding (paid for by the university/Students’ Union)
Personal accident insurance for each member
Facilities
Basic training equipment
£20 per night of required accommo dation for competitio n*
Coaching
Travel to BUCS matches or equivalent competitio n*
BUCS and LUSL affiliation fee
*Which competitions and if/what accommodation provided is detailed in your club service level agreement.
Sponsorship
Membership fees
Fundraising
Club Account (not funded by the university/students’ union)
Essential expenditure:
Team entries Playing kit Referees (if required) Match balls (if required)
All other expenditure: It is up to you as a club committee how you spend the rest of your club funds. There is a budget and approval process in place and the Sport Development Team will work with you to decide how to best use club funds. Expenditure may vary from basic items such as kit washing through to additional coaching.
13 Managing your club account All club accounts are held by the Students’ Union. Clubs can gain a copy of their club account by contacting the Sports & Societies Administrator. On the 15th of every month, the club committee will be sent a copy of the account, summarising the income and expenditure against the budget you submitted before the start of the year. If you have queries about your account, you should contact the Sports & Societies Administrator. Spending money and approval process All expenditure from a club account must be approved in advance and before purchase or commitment to purchase is made. The approval process for payments is outlined below: Check what you want to order or spend money on, including all details required. Submit using the ‘Expenditure Request Fund’
Not approved
Reasons for not being approved will be provided with feedback
Approved
Approval will be based on: What is included within your budget Current financial position Any other relevant information
Order will be placed (or equivalent) and confirmed by email on the day of the order
Forms All finance forms you require are available online.
Committee member leadership programme This year we are launching a Committee Member Leadership Programme aimed at developing you as a committee member to help you grow your experiences and skills. There are a number of sessions which are compulsory for committee members and then a number of workshops and training opportunities for committee members to choose from. Below outlines the programme. Committee members will be sent information as each session approaches.
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Mental Health in Sport Course
Mini-bus driving training course
BUCS rules and regulations workshop
SU Council
Detail Club development meetings to plan, implement and review the club development plan. The Student Minds Mental Health in Sport workshop is designed to increase knowledge and understanding of what mental health is and provide you with the confidence and skills to support teammates. A theory and practical based exam that qualifies you to drive a minibus. Students who qualify will be expected to drive clubs to and from games. A workshop to highlight common BUCS rules and how they can be applied. Students will be able to get specific advice about rules they are unsure of and there will be time spent on the playing under protest rules. The SU works for you, and they want to make sure your voices and opinions are counted. SU council is where students vote to bring in policy, so it’s important that you’re there to represent yourself and your clubs.
When Time Who Club Development Meetings are Sept 1 hr compulsory for all committee members Sept x 2 1 hr 9th Oct Sept 29th
N/A
Any club committee member, recommended for captains and social secretaries. Any – you must be 21 or older and have held a UK driving license for 2 years.
1 hr
Captains, club coordinators of BUCS clubs. NB: It is compulsory for clubs to have one member attend per BUCS team.
Oct 12th
1 hr
Any committee member NB: Compulsory for minimum 2 committee members
Oct
Club Development Meeting 2
As above
Nov
1 hr
As above
SU Council
As above
Nov 30th
1 hr
As above
Nov
3 hrs
Any club committee member
Dec
1 hr
Any club committee member
First Aid Course
Anti-doping – why does it matter to me and our club?
Emergency sport first aid to provide you with the basic skills to provide first response to incidents. Anti-doping, it’s all over the news but does it really matter to you whilst playing at university? The answer is a very clear YES! This workshop will cover how anti-doping applies to university sport and what steps you can take to keep yourself clean and your club clean
Mini-bus driving training course
As above
Jan
N/A
As above
SU Council
As above
Feb 1st
1 hr
As above
Feb
1 hr
Any club committee member
Feb
1 hr
Any committee member
Research shows that those who are engaged with sport at university earn on average How to use your £5,824 more than those who don’t engage sport experience to with sport. This workshop will explore how get a job you can communicate and evidence the skills you have learnt to help you apply for jobs. Odd-shaped balls & As part of LBGT week, award winning, one-
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man theatre show about homophobia in sport. We will also launch the rainbow laces campaign.
Club Development Meeting 3
As above
Feb
1 hr
SU Council
As above
Mar 15th
1 hr
TBC
May
TBC
Committee training is compulsory for all committee members
As above
May
1 hr
As above
As above
May 10th
1 hr
As above
Club Committee Training Club Development Meeting 4 SU Council
As above
Student coaching and volunteering In 2016-17 St Mary’s were named on a 3-university shortlist for the BUCS Workforce Programme of the Year award. This award is given to the institution who deliver the most wide-ranging and impactful programme for student development through sport. There are a number of different opportunities to get involved with across our programmes, so please contact the Sports Volunteering & Community Outreach Officer with any enquiries. SIMMSport SIMMSport is our junior sport programme for children aged 5-12. All sessions are delivered on campus, with students assisting and leading the coaching on a number of our programmes:
Athletics (Mondays, Tuesdays, Wednesdays, Fridays and Saturdays during school term) Gymnastics (Mondays, Tuesdays, Wednesdays, Fridays and Saturdays during school term) Rugby Union (Sundays throughout the year) Football (Mondays and Saturdays during term, as well as Mon – Fri during holidays) Multi-Sport (school holidays) Birthday parties (Weekends during school terms)
There is a pathway in place for all students to get involved, from starting as a volunteer with little experience, right the way through to becoming a Head Coach of our programmes. Those with the appropriate qualifications and experience can also benefit from great rates of pay. Last year over 5955 coaching hours were delivered by 66 students, so to discuss any opportunities please contact the Sports Volunteering & Community Outreach Officer. Coaching bursaries Students can apply for up to £300 funding towards coaching, refereeing or other qualifications such as first aid to support their personal development. In return for receiving a
16 bursary, students are then required to volunteer a minimum number of hours within Sport St Mary’s programmes, typically around 15 hours for a level 1 qualification or 25 for a level 2. This gives the dual-benefit of not only gaining important leadership qualifications, but also the relevant experience needed to gain employment. This bursary is open to all St Mary’s students, and to find more information about the bursary, or to download the application form, please take a look at our website. Any enquiries should be directed to Gareth Crewe. Here is what current students with bursaries have to say; “[The bursary] gives us the opportunity to do the courses we want and gain the experience of that course without having to worry about money.” “I really like the fact that there’s a number of hours students have to give back to the uni. This is because not only does it help out the uni it also gives the students the opportunity to learn or gain more experience coaching.” Volunteering We are currently looking to develop a range of volunteering opportunities within our programmes, particularly in administration roles assisting our Sports Development Team. For current opportunities, please contact the Sports Volunteering & Community Outreach Officer.
SIMMSactive What is SIMMSactive? Our programme is designed by students for students. Our aim is to help St Mary’s students feel healthy and meet new people, all while being physically active. Whether you are a beginner, completely new to exercise, want to improve your fitness or want a competitive option outside of the Sports Teams then the SIMMSactive programme has a range of options for you. Sessions are led mostly by student “Activators” who are there to welcome you to their sessions and ensure you have a good time. Our Ambassadors will keep you up to date on campus and across social media. The programme is for you the student so let the Activators and Ambassadors know what you enjoy and would like to do to be active. What’s on offer? The timetable is made up of a number of strands: “TURN UP & PLAY”, “BOOK ME”, “FITNESS CLASSES” ,“GET INTO…”, and “LEAGUES”,. Activities are also BEGINNER, ALL, ACTIVE+ or LADIES ONLY to make sure you know exactly what to expect. In addition to this we have one off UV events, Games Festivals and week-long charity fundraisers such as “SIMMIEGirlsCan Week” and “Get Healthy Week”. Sessions are led mostly by students with some led by external coaches.
17 More information is available in the SIMMSactive timetable and on Facebook and Twitter @SIMMSactive Memberships
Facilities Communication Any communication with regards to facilities should be directed to the Sports Facilities Duty manager (SFDM). The SFDM is available via email, telephone and in Sport St Mary’s. In addition to being readily available the SFDM will be holding a weekly drop-in clinic at the sports centre for club committee members to have any discussions regarding facilities. Where issues arise with facilities or you require additional facilities, please contact the SFDM directly as this ensures any action can be taken promptly. Email: chris.carter@stmarys.ac.uk Telephone: 020 8240 4229 Location: Sport St Mary’s Facility provision Sports facilities are provided by St Mary’s University for clubs to train throughout the year. Staff will ensure that the venue is ready within 5 minutes of the provided training time – this is to allow set-up and breakdown of facilities.
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Facilities will be provided to sports clubs and societies from week commencing Monday 11th September 2017 to Friday 15th December 2017 and Monday 8th January 2018 to Friday 30th March 2018. Teams looking to continue training beyond these dates will need to contact the Sports Facilities Duty Manager (SFDM) in writing by 1st March 2018 to make this request – priority will be given to clubs still competing in BUCS competitions. All facility usage must be booked with the SFDM. Any team using facilities without a booking and approval from the SFDM could face loss of their scheduled training slots. Access to Teddington Lock Teams that train at the Teddington Lock Campus will need to collect keys from the Security Lodge on campus prior to the session commencing. The team member collecting keys will need to leave a £20 cash deposit. If the keys are not returned in good time after the session then the deposit will be retained. The team representative that signed the keys out will be responsible for ensuring that the facility is secured following the clubs session. Additional facility usage Clubs should contact the SFDM via email to request additional facility use. As the facilities are very busy the club should be flexible on timings and days where possible. This is a request only and the SFDM will offer the best available option. All the standard facility Terms and Conditions apply to additional bookings. Training session cancellation Clubs should provide notice to the SFDM no later than 12pm on the day of training if they are not going to be using a scheduled training slot. Failure to do so will result in the following taking place:
Written warning from SFDM to club president Written warning from Sport Development Team to club president Failure to inform SFDM of cancellation of two training sessions in a row will result in that training slot being disabled for two weeks. Continued failure to inform SFDM may result in permanent removal of the training slot.
Inclement weather In the unfortunate event that poor weather closes outdoor facilities, such as the training pitches, alternate training space will be allocated to clubs, considering a number of factors:
Fixture schedule SIMMSactive timetable Club performance level Training attendance Any other factor the Sport Development Team and Sports Facility Team think is relevant.
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This may mean the re-allocation of training sessions for some clubs, including indoor sports. This will be coordinated by the SFDM with the input of the Sport Development Team. This will be communicated to clubs at the earliest opportunity.
Equipment Equipment - clubs training off main campus Clubs that train off campus (Football, Hockey, Lacrosse and Rugby Union) will be issued balls, bibs and cones that they will be responsible for taking to every training session. The team will sign for the balls and return with them to Sport St Mary’s each month for an audit to be completed by the Sport Facilities Duty Manager. The SFDM will check the numbers of balls in the teams’ bag and a record will be kept. The club will be responsible for covering the cost of equipment that has not been looked after or lost. The club can either wash their own bibs or they can be returned to Sport St Mary’s on a Wednesday afternoon and collected on Friday so they can be washed. We understand that occasionally a ball will be damaged or lost – these can be replaced as needed. Please retain any damaged balls and return them to Sport St Mary’s. Sport St Mary’s will also supply each team with a ball pump so they can maintain ball pressure. Equipment - clubs training indoors Sports centre staff will leave balls, bibs and cones in the indoor training facility ready for the start of the training session. If there is any reason a ball is lost during the session please report this to the Reception Team. Equipment - clubs training on training pitches The club will need to collect balls, bibs and cones from Reception and sign them in and out for each training session. Teams will be signing that they agree with the number of balls the Sports Centre staff have counted. If any balls are lost or damaged please log this on the sign-out sheet.
Disciplinary policies and process (on-and off-field) On-field discipline – all matches and competitions are governed by the rules of the governing body (e.g. BUCS or National Governing Body for the Sport). St Mary’s follows these rules and processes. Any fines incurred are paid by the club, if relating to the whole team, or by the individual if an individual fine (e.g. red card). Off-field discipline – for any off-field disciplinary, all matters are referred to the university’s disciplinary panel and dealt with as outlined in the university’s disciplinary policy. The Sport Development Team, Sport St Mary’s or the Students’ Union do not decide the disciplinary process or outcomes.
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Playing kit and stash O’Neill’s is the university’s official kit supplier. All club playing and non-playing kit must be purchased from O’Neill’s and all orders made through the Sports and Societies Administrator.
Alternative suppliers may only be used if O’Neill’s are unable to provide the required item and approval is given in writing by the Sports and Societies Administrator.
Send order request by email to Sports & Societies Administrator. To include; Kit item, quantity, additional logos and placement & sizes.
You will be sent a design proof, see example.
Sign-off and order confirmed by committee member
Order placed and confirmation email sent to the club
The delivery time for orders is 4 weeks. This will be 4 weeks from the date of your confirmation email from the Sports and Societies Administrator. Whilst some orders may be quicker this cannot be guaranteed.
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Weekly BUCS fixture administration (leagues and cups) The weekly BUCS fixture schedule is managed by the Sports & Societies Administrator centrally, including all the following elements:
Transport (away only) Start times and facility allocation (home only) Appointing referees Fixture scheduling and changes Communication with opposition teams
Each week, captains, coaches and committee members will receive an email that confirms the following:
What fixture they have (you will receive the email each week even if you don’t have a match) Referee – name, contact details and how much they need paying Start time Transport arrangements Any additional information you may need such as kit colours.
Changing the date or time of a fixture All fixture arrangements and re-arrangements must go through the Sports & Societies Administrator. Even if you are contacted by an opposition, nothing is confirmed until the Sports & Societies Administrator has confirmed directly with you. BUCS is a national programme with hundreds of fixtures each week. As a result there is no guarantee a fixture can be moved or re-arranged no matter how much notice is given. If you would like a fixture to be re-arranged, you need to contact the Sports & Societies Administrator ASAP but until a re-arrangement is confirmed, you should prepare for the fixture as normal. Team sheets Team sheets are mandatory for all fixtures and must be completed and handed in. Team sheets must be handed in (by whatsapp or paper version) by 12pm on Thursday (or the next working day for non-Wednesday fixtures) to the Sports and Societies Administrator. A copy of the team sheet will be sent to you each week, is available online or can be collected from the Students’ Union. Please note that failure to return your team sheet(s) on time will result in the club being fined £10 and any requests for the following week’s fixture will not be granted until the team sheet has been returned.
22 Results You MUST message the Sports and Societies Administrator your result by 12pm on Thursday (or the next working day for non-Wednesday Fixtures). This can be by email, text or whatsapp. Rules and regulations It is important you are aware of BUCS rules and regulations regarding your fixtures. There are general rules that are applicable to every sport and league and there are sport specific regulations which apply to specific sports and specific leagues within these sports (e.g. Premier leagues). All the rules are important but below are the rules which often get queried the most: Rule 6: Individual eligibility and team selection. Rule 7: Team Sheets Rule 8: Duration of matches & conditions of play Rule 11: Match officials Rule 16: Disputes & appeals All rules and regulations are available online.
Playing under protest (PUP) PUP is included within rule 16 and is the process in place for if a team feels that on arrival or during a fixture, there is a breach of rules (e.g. referee not qualified, no nets on the goals etc.). There is a form to complete which details the rule breach. The form is available online and will be sent to you each week along with guidance on how to complete it.
LUSL competitions Team captains primarily take responsibility for the running of their teams such as arranging fixtures and contacting the opposition. Facility bookings are still managed centrally. Team captains will be given limited access to the BUCScore system. This will allow you to arrange fixture dates/move matches if necessary, enter the correct score following a match and access all relevant contacts. All team captains will be provided with training to use the BUCScore system.
Stand-alone championships Some clubs have individual competitions (e.g. Outdoor Athletics or Ladies’ Gaelic) and/or one-off competitions (e.g. Rugby 7s) throughout the year. Entries for these competitions have different deadlines and the Sports and Societies Administrator will contact the club ahead of each competition with what details are required for entry and a deadline to provide this information.
23 Clubs that receive funding for one-off competitions will have the level of funding stated within their club SLA. Ahead of the competition the Sports and Societies Administrator will make all bookings for transport and accommodation (if applicable) centrally. All additional competition entries need to be approved by the Sport Development Team to ensure the club have the required funds.
Use of the bar and Friday fundraisers If you have any questions about the use of the bar, including Friday Fundraisers, please contact the bar staff directly. The Sport Development Team, Sport St Mary’s or the Students’ Union do not have input into the allocation of the bar or Friday Fundraisers.
Events Team Photos – 17th November 2017 Varsity – 21st March 2018 Sports Awards – 23rd March 2018 More information will follow on all of these events.