Sports Club Officer Training Wednesday 11 th September

Sports Club Officer Training Wednesday 11 th September 2013

LIPDUB 2013

Training Agenda • Banking • Safety & Insurance • Communications • Sports Inclusion • Event Management • Membership • Grant Forms & Funding • AUC & UCD Policies • Facilities • Coaching & Child Protection

Banking Mr. Conor Johnson Bank of Ireland

UCD Safety Office Safety & Insurance Aspects of Sport in UCD Presented by Dr. Peter Coulahan UCD Safety Officer safety@ucd. ie

Safety - University Safety Office 1. 2. 3. The University Safety Office has an involvement with sports clubs with respect to: Club Safety Policy Documents Club Insurance Matters Large Event Planning

Club Safety Policy Documents All sports clubs are required to submit a Club Safety Statement to the Safety Office for approval prior to submission to the University insurers. § A template is provided to all clubs. (see www. ucd. ie/sport) § For most clubs this will be a relatively simple document to complete. §

Club Safety Policy Documents An evening information session has been arranged to aid club personnel in completing these templates. (Wednesday 18 th Sept. @ 6 p. m. Theatre R, Arts Building). ❚ Grant payments will only be paid to clubs when their safety document is approved by the Safety Office. ❚

Club Safety Policy Documents Some clubs by their nature will be required to complete a more detailed Safety Statement. n This is due to the risks associated with the activities of these clubs. n It is recommended that if necessary these ‘higher risk’ clubs contact the Safety Office directly for assistance in this regard. n

Club Safety Policy Document Higher Risk Clubs Ladies Boat n Men’s Boat n Canoe n Caving & Potholing n Mountaineering n Kite n Orienteering n Rifle n Sailing n Sub Aqua n Surf n Windsurfing n

Club Insurance n Public Liability Insurance n € 6. 35 million for affiliated UCD Clubs. This type of insurance covers the clubs and the club members if they are sued for any loss or damage that their activities cause to a third party. It also extends to those coaches who are engaged by clubs and who are paid via the AUC & Mazars. n

Club Insurance n Employers Liability Insurance n € 13 m million for affiliated UCD Clubs. This type of insurance covers the clubs and the club members in the event that they are sued by club employees e. g. those coaches that are engaged by clubs and who are paid via the AUC & Mazars are designated as club employees and are covered by this insurance. n

Club Insurance n Personal Accident Insurance Covers UCD sports clubs members engaged in sporting activities with their UCD clubs. n Medical expenses maximum pay out of € 5, 000 to any person in any year (excess € 500). n Dental expenses up to € 1, 500 (excess € 500). n Up to six physiotherapy visits per year (excess € 500). n Does not cover loss of earnings. n Various payments for serious injury n

Club Insurance n Equipment Insurance n n Equipment insurance needs to be in place for a number of clubs due to the value of their equipment e. g. Boat, Sub-Aqua, Sailing, etc. Important that an up to date inventory is submitted to the AUC every year.

Club Insurance n Third Party Professional Insurance n n n Coaches who are engaged directly by clubs, without payment via the AUC & Mazars, are deemed as third party contractors and must have their own insurance, to be submitted to the AUC for approval. They are not covered by the AUC policies. They should also be qualified and should maintain their own affiliation to the respective sports governing body. Evidence of current qualification and membership should be submitted.

Large Event Planning n n Where hosting large events the club may need additional insurance. In addition, the Club will be required to submit full details of the event (an event plan) in writing to the University Safety Office for review. Larger events may also require an event management plan. You are advised to contact the Safety Office as early as possible when planning large events.

Accident Reporting n n All accidents involving club members or third parties must be reported to UCD Safety Office on the appropriate form which can be obtained from the UCD Sport reception. Similarly all potential equipment losses must be reported to the Safety Office if an insurance claim is likely.

Safety Q&A

Communications Ms. Lisa Flannery UCD Marketing Manager

Sports Inclusion Mr. Mark Barry Sports Development Officer, Irish Wheelchair Association. Ms. Phena O’Connor Sports Inclusion Disability Officer DLR, LSP.

Event Management Mr. Garry Ryan RYCOM

Clubs Automation of Membership 11 September 2013 Mark Lande Chief Applications Officer UCD IT Services mark. lande@ucd. ie UCD Sport Spórt UCD

Recording of Membership For 2013/14 continuing the online method of recording membership of Clubs & Societies. Using this system enables you to: (1) Eliminate current paper membership records. (2) Ensure a single accurate database of membership is maintained with access to all relevant parties. (3) Automatically email all members at one time. 23

The Club Membership screen appears in SISWeb under “Campus Services” Click to see existing members 24

Click to see existing members of the club Option to download to Excel You do not need to record email addresses, mobile numbers or emergency contact information 25

Adding a new member is easy. . . Just enter the member based on: (1)Their student number (recommended) (2)Their name (3)Their email address And click “Check Name” If you wish – assign to teams 26

Copying members from last year Tick the students (max 20) that you want to copy each time. . . then Click “Copy to Current Year” 27

How the system works • AUC Executive Secretary has setup each club and nominates a person to maintain the club membership. • It is mandatory that all members are recorded in the system so that they are insured for club activities. • Only those who have paid are to be recorded on the system. 28

Email Members of the Club 29

Tips for Emailing • Choose your “Subject” carefully – research shows that it (along with the name of the sender) determines whether a person reads an email. • Avoid long, complex emails – people don’t read them • Graphics in emails are not shown to 80% of your audience • To many links to outside UCD often cause Google mail to think it is spam. 30 • Attachments must be send via links to documents rather than attachments.

Security of Information is Critical The security of your personal information contained in the membership records is critical. Therefore, • Access is granted to named individuals only. • All use of the system is tracked. • Mobile numbers and emergency contact information can only be updated by the student themselves. 31 • Be very careful where you store any downloads of personal information – in particular avoid storing it on USB keys. Better still – don’t download it.

Support If you run into a problem using the system then contact the AUC Executive Secretary. If you have a suggestion for how to make the system better for your club. . . then email me! 32

AUC Presentation n n Introductions Grant Form & Funding Facilities AUC Policies & Procedures Coaching & Child Protection

Introductions n n n Suzanne Bailey, AUC Executive Secretary / Development Manager Tel. 716 2208 Gerry Horkan, AUC President Maoiliosa O’Dubhthaigh, AUC Hon. Secretary Brian Mullins, Director of Sport Tel. 716 3494 Georgina Dwyer, Executive Assistant Tel. 716 2183 E-mail: sport@ucd. ie

Introductions n n Congratulations on being elected / nominated to the committee of your club. It will be a busy year, with some challenges. Hopefully you will enjoy it, make new friends, learn some new skills and maybe be successful! The AUC and the sports staff are here to help you.

AUC’s Main Function Support UCD clubs in the provision of sporting opportunities for all students to engage in physical activity at the level to which they aspire.

What is the AUC? § Governing body for all UCD Sports Clubs. § Affiliate to the AUC via completion of grant application process. § Functions of the AUC are: – Allocate capitation, – Provide support to club committees, – Manage & organise promotion / recruitment activities & events, – Provide a point of contact, – Implement policies of the University, NGB’s etc. , – Arbitrate as necessary.

What is the AUC? § AUC Executive elected at the AGM. § 4 Officers – President, Vice President, Hon. Secretary, Hon. Treasurer. § 13 representatives from clubs ( per constituency) § Executive Secretary & Director of Sport (ex. Officio) § Meets usually 3 -4 times per year.

Timelines Semester 1 Recruit & Plan! Club Officer Training 11 th Expo 16 -19 th Safety Training 18 th AGM T. B. C. Submit grant forms Oct. 4 th Code of Ethics training Oct. 5 th September Order equipment Engage members Begin activities/events Sports Coach – issue Contract, Vetting, Code etc. Work on grant form. Hold AGM First Aid Course Oct. 12 th October Run your activities! If your activities/events change don’t forget to let AUC know. AUC Executive Meets Grants will be issued November Payments to coaches will be made December Coaching Payment Refreshers Day Forms to be submitted Registration Nov. 5 th for Semester 1 Forms

Timelines Semester 2 Refreshers Day Jan – Sign up new members for semester 2 January/ February Recommence/ continue activities/events. Submit Refreshers Form. Award Nomination Forms, Sports Guide and Expo forms. Start planning for a handover Coaching Payment Forms to be submitted for Semester 2 March Sports Awards May 2014 April/May Some Club AGM’s Elect new committees Get End of Year Accounts together & other handover material Awards, Guide and Expo Forms due

Tips on Running Your Club § Communication § Delegation § Time Management § Preparation § ASK FOR HELP

Annual Grant - Items for Inclusion (Submit by Friday October 4 th) n n n Grant forms can be downloaded from the Clubs Section of www. ucd. ie/sport. 2012/2013 Annual Accounts signed by Senior Treasurer. Opening & Closing bank statements. Club Annual Report 2012/2013. Copy of Club Insurance policies.

Annual Grant - Items for Inclusion (Submit by Friday October 4 th) n n Inventory of equipment & First Aid. Signed Senior Treasurer nomination form. 2013/2014 Membership list including student (staff / graduate) numbers and date of birth. (Needs to be inputted onto UCD system by the club) Three quotations for proposed equipment purchase.

Annual Grant - Items for Inclusion (Submit by Friday October 4 th) n n n Receipts and records for Coaching expenses 2012/13. Coach (Employee) Set-up Form. Completed Coaching Contract for each coach. Signed AUC Code of Ethics & Behaviour for Sports Coaches for each coach. Details of Club recruitment & selection procedures.

Annual Grant - Items for Inclusion (Submit by Friday October 4 th) n n Approved Safety Statement (safety@ucd. ie). Name(s) and contact details of person (s) completing the form.

Annual Grant - Tips for Form Completion n Before you start, work out a budget for the year. Review the previous years accounts and see where money was spent. Determine possible differences in your activities for this year. Get quotes where necessary.

Annual Grant - Tips for Form Completion n n Where hosting an event work out a full separate budget for the event. Be realistic, members may have to make contributions above their membership fee to cover costs. Preferably type, if writing, ensure writing is legible. Ensure all sections are fully complete.

Annual Grant - Tips for Form Completion n Figures should balance and match those outlined in your Income and Expenditure. Ensure figures in the summary section match those in the main part of the application. Give yourself plenty of time to complete the form.

UCD Sport Welcome to Bank of Ireland How to create a successful sponsorship proposal Presented by……. . , Bank of Ireland

UCD Sport Welcome to Bank of Ireland How to create a successful sponsorship proposal Presented by……. . , Bank of Ireland

Annual Grants – Points of Note § Contribution towards travel for competition related activity only. § No social costs are covered with the exception of post match refreshments where they are required by the N. G. B. § No funding for event banquets. § AUC grants will not cover 100% of costs, members will have to contribute. • Coaching costs –legal & tax implications.

Payments to Coaches • Responsibility of each club to register for tax, deduct tax and pay the Revenue Commissioners. • AUC has engaged services of Mazars Accountants to act on behalf of clubs. • The AUC has been registered as the Employer with the Revenue Commissioners.

Payments to Coaches • However, coaches are employed by the respective UCD Club and not the AUC. • Clubs are responsible for recruitment, vetting, and managing coaches. – E. g. Coach set-up form, contract, references etc. • Mazars will maintain the AUC registration on behalf of clubs. They will prepare pay slips and monthly/ annual returns to Revenue.

Payments to Coaches • Cost of Employers PRSI, levies and Mazars admin. charge will be passed to the respective club for each coach employed by them. • Estimate will be made of the total cost to the club for each coach upon receipt of grant forms and part of grant will be withheld to cover same. • Payments to be made in December & April/May.

Payments to Coaches • For December payment Employee Setup form needs to be submitted by November 5 th. • Prior to payment being issued the club will be asked to confirm the amount. • Exclude all legitimate vouched expenses. • Coach to contact Revenue themselves regarding allocation of their tax credits.

AUC Policies & Procedures § Safety Policy documents and trip registration. § All Clubs must have a P. R. O. (sport@ucd. ie) § Minimum membership fee is 10 euro, but should be much more. § Club membership must be recorded on Banner. § Club Committee section on website.

AUC Policies & Procedures § UCD Sport Facebook Page, Twitter and mobile app. established. § All communication to clubs is by e-mail and phone. § Clubs must use the UCD Events Calendar to promote events / fixtures (copied to Mobile App). § Entry fees should not include social costs.

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AUC Policies & Procedures. Emergency / Incident Inside Sports Centre: § Go to reception desk and advise manager of incident. § AED’s & First Aid equipment located in the building. Outside Sports Centre: § Contact 716 2121 and advise staff of incident. § Emergency vehicle will be contacted. Incident / Emergency is Off-campus: • Phone emergency services and then tel. 716 2121.

Emergencies – Important to Act Quickly!

AUC Policies & Procedures • UCD Student Code • UCD Fundraising Policy • UCD Postering Policy • UCD Alcohol & Drug Policy • AUC Disciplinary Policy • UCD Sport “Keeping Children Safe Policy”

AUC Policies & Procedures • AUC “Code of Ethics & Behaviour for Sports Coaches”. • Garda Vetting & Screening of Coaches.

Club Resources § AUC Executive Secretary / Sports Development Manager, Suzanne Bailey. § UCD Sport Executive Assistant, Georgina Dwyer. § Club Operations Manual. § UCD Sport website. www. ucd. ie/sport § Previous committee members.

Important Dates for Clubs § 6 p. m. September 18 th Sept. Safety Training Seminar, Theatre R. . § 5. 30 p. m. September 26 th TBC AUC AGM, Student Centre. § 5 p. m. October 4 th Grant submission deadline. § 5 p. m. October 4 th Employee Set-up Form submission deadline. § 10 a. m. October 5 th Code of Ethics Course, UCD Sport. (Pre-register). § October 12 th First Aid Course, UCD Sport, (Pre. Register).

Facilities n Events/Competitions n Training n Lockers

Facilities - Events n n n Contact Booking Manager Jenna Geiran (Indoor) or Brian Cashman (Outdoor) to check dates & obtain booking form. Form to be signed by Suzanne Bailey & returned to Booking Manager. No more signing over of club time by clubs, Booking Manager will now re-assign time to accommodate intervarsity event.

Facilities - Events § § Evidence of Intervarsity status must be submitted to the Booking Manager at time of booking. All other events are subject to the approval of the AUC & UCD Sport.

Facilities - Events n n Competitions/matches must commence and conclude at the agreed times. Where spectators are being charged for entry this must be noted on the booking form & UCD Sport may apply a charge to the club.

Facilities - Events n n Where hosting large events, clubs must arrange for first aid cover. Clubs are totally liable for all costs incurred. Event Management Plan.

Facilities - Training n n n Training times are the times when league or club matches are usually played. Training times usually stay the same from year to year. (Differ out of term) Where clubs agree among themselves to swap times, such changes must be advised in writing by both clubs to the Booking Manager.

Facilities - Training n n Clubs must conclude their activities & clear their allocated space of all equipment & members by the required time. Equipment to be stored in assigned storage area. Failure to do so will result in forfeit of training times.

Facilities - Training n Training times will be withdrawn and / or charged for in the following cases: n Club does not complete grant application process on time. n Club is found to have non-UCD participants. n Club does not vacate facilities on time. n n Club does not return equipment to designated storage area. Club does not show up

Facilities – Training Outdoor • Natural grass bookings to be made with relevant Sports Officer. Use of pitches by other groups is strictly forbidden unless permission secured. • Synthetic grass pitch bookings to be made with Brian Cashman, Booking Manager. Bookings for events require Suzanne Bailey’s signature on Booking Form. • Training times apply during term only.

Facilities – Cancellation Policy • 48 Hours notice required. • Failure to cancel on time will result in full commercial rental charges will be applied and training time suspended until charges are paid.

Facilities - Club Lockers n n Locker forms available at Reception. Form to be completed by Club Secretary. Key will only be issued to those listed on form production of student card. Lockers are for club equipment only. Where storage sheds are provided these are for the storage of club equipment only. No other activity / purpose is permitted.

Keeping Children Safe. Why is this needed in UCD? §Some first year students who will become members of UCD clubs are not 18 years of age. §UCD Clubs and/or Club members currently work with or may work with those 17 years of age and under. §Others using the facilities will be 17 years of age and under. §Legal requirement.

Keeping Children Safe • 3 Core Documents: – Irish Sports Council’s Code of Ethics & Good Practice for Children in Sport. – UCD Sport “Keeping Children Safe Plan”. – AUC Code of Ethics & Behaviour for Club Coaches.

Keeping Children Safe Code of Ethics & Good Practice for Children in Sport n Provides guidance for those working with young people in sport. • Outlines the types of issues that need to be discussed and addressed to provide the safest and most enjoyable environment for young people. •

Keeping Children Safe – UCD Sport Plan § Available on the UCD Sport website. § Now operational across all sporting facilities, classes and clubs. § Encourages best child protection practice. § Supports all persons & children. § Provides consistency in how to respond to the issue of child protection. § Designated Officer is Dominic O’Keeffe.

Keeping Children Safe – AUC Code of Ethics & Behaviour for Coaches § An environment for participation, play and performance which upholds the dignity and respect of the individual and which supports every individual’s right to participate, play and perform in an environment which is free from any form of harassment, intimidation or bullying, and where improvements in performance are facilitated through a programme of safe, guided practice and measured performance & / or competition.

Keeping Children Safe – AUC Code of Ethics & Behaviour for Coaches § Coaches are expected to conform to ethical standards in a number of areas: respect and dignity, relationships, commitment, co-operation, integrity, advertising, confidentiality, abuse of privilege, safety and competence.

Implications for UCD Clubs n All coaches to sign AUC Code of Ethics. All clubs to adopt the AUC & ISC Code of Ethics and implement the UCD Sport Plan. n n All coaches to be vetted. Review Club Procedures – recruitment & selection, away trips etc. n n Inform all members about the relevant policies. Attendance at ISC Code of Ethics Training course on October 5 th is mandatory. n

Examples of Issues n Photography n Taking sessions alone n Bullying n Child abuse (allegations of / reporting of abuse) n Recruitment of coaches n Away trips

Away Trips • Parents must complete a parental consent form. A sample form is available from the ISC refer to Appendix 9. Consent form must ask the parent to outline any relevant medical or special needs requirements for those 17 & under. • Where the student is travelling away with the group, a separate consent from will be required for that trip and it should clearly state that the student will only be supervised by a nominated senior person in transit to and from the activity and during the actual activity; and it shall be the responsibility of the parent to ensure that the student is adequately supervised and that the parents are fully responsible for the student’s behaviour and safety at all other times.

Other • Physiotherapy & massage therapy now based in ISH (special rates for clubs). • Clubhouse Bar now open. • Address for club post (not Sports Office). • Confirm Expo Club Demonstrations. • First Aid Course Oct. 12 th • Sports Volunteer Development Prog.

Websites of Interest • www. studentsport. ie • www. irishsportscouncil. ie • www. dlrsportspartnership. ie • www. ucd. ie/sport • clubhouse@ucd. ie • E-mail news, fixtures, results, photos, videos etc. to sport@ucd. ie or post them on the UCD Sport Facebook page.

THE END! Q&A