team officials handbook - queensland school sport · the key elements to effective management of...

Queensland School Sport

Team Officials Handbook

Updated February 2016

2016 State Team Officials Handbook - of 57

Index

Index ......................................................................................................................................................... 2

Introduction ............................................................................................................................................. 3

Team Officials Checklist ......................................................................................................................... 4

Prior to the State Championships ........................................................................................................... 5

At the State Championships .................................................................................................................... 7

Prior to Departure to Interstate / International Event ........................................................................... 8

At the Interstate / International event ................................................................................................... 10

After the Interstate / International event .............................................................................................. 12

References: ...................................................................................................................................................... 13 A. Code of Conduct – Department of Education and Training ..................................................................................... 13 B. Student Protection Policies and Forms ..................................................................................................................... 13 C. Curriculum Activity Risk Management Policy (CARAs) ......................................................................................... 13 D. Queensland School Sport Website ............................................................................................................................ 13 E. School Sport Australia Website ................................................................................................................................ 13 F. Code of Conduct – Team Officials (section 8.2 of QSSMG Competition Procedures) ............................................ 14 G. Team Officials – Duty of Supervision (section 9.0 of QSSMG Competition Procedures) ....................................... 15 H. Procedures for the Investigation & Recording of Misconduct (section 10.0 of QSSMG Competition Procedures) 15 I. Queensland School Sport - Risk Management ........................................................................................................... 16

Appendices: ............................................................................................................................................ 18

Organisational Forms ..................................................................................................................................... 19 1.0 QSSU Officer Contact List ...................................................................................................................................... 19 2.0 Team Levy Calculation Spread sheet – Data Entry page ......................................................................................... 20 2.1 Team Levy Calculation Spread sheet – Team (Sample only) .................................................................................. 21 3.0 Team Training Schedule .......................................................................................................................................... 22

Student Forms ................................................................................................................................................. 23 4.0 Invitation to be a Queensland Team Member .......................................................................................................... 23 5.0 Acceptance of Invitation / Parental Consent Form .................................................................................................. 25 6.0 Student Details Form ............................................................................................................................................... 26 7.0 Student Medical History and Authorisation Form ................................................................................................... 27 8.0 Uniform Order and Levy Payment Form ................................................................................................................. 28 9.0 Project Consent Form - Process ............................................................................................................................... 29 9.0a Project Consent Form ............................................................................................................................................ 30 9.0c Project Consent Summary Proforma ...................................................................................................................... 36 9.0d Parent Consent Sharing Information – National / Interstate Competitions ............................................................ 37 10.0 Accommodation Form ........................................................................................................................................... 39 12.0 Team Members Code of Conduct .......................................................................................................................... 40 13.0 Parents and Spectators Code of Conduct ............................................................................................................... 41

School / Principal Forms ................................................................................................................................ 42 14.0 Advice to Principals – Representative Sport ......................................................................................................... 42 15.0 Principal Approval Form (Student Bona-fide) ...................................................................................................... 43

Administration Forms .................................................................................................................................... 44 16.0 Sportswear Queensland Order Form (Sample only) .............................................................................................. 44 17.0 QSSU Order Form (Sample only) ......................................................................................................................... 45 18.0 Sportswear Queensland Supporters Order Form (Sample only) ............................................................................ 46 19.0 Risk Management – Representative Sports Event – Team Manager (sample – first page only) ........................... 47 20.0 Risk Management – Representative Sports Event – Convenor (sample – first page only) .................................... 48 21.0 MyHR WHS - Health and Safety Incident Report Form (sample – first page only) ............................................. 49 22.0 Team List / SSA Checking List ............................................................................................................................. 50 24.0 Breach of Code of Conduct Report Form .............................................................................................................. 51 25.0 Allowance Claim Form ......................................................................................................................................... 52 26.0 Team Official’s Expense Claim Form ................................................................................................................... 53 27.0 National Championship / Exchange Report ........................................................................................................... 54 28.0 Team Official – Emergency Contact and Medical form ........................................................................................ 55 29.0 Payment Details Summary - Process ..................................................................................................................... 56 29.0a Payment Details Summary (sample only) ............................................................................................................ 57

Introduction Welcome to a new year in School Sport. The Queensland School Sport Unit staff are pleased to present the 2016 Queensland Team Officials’ handbook. The handbook’s format has been designed to present information in a succinct manner. Further, the information is set out in a chronological order of essential tasks required. Subject headers create the timelines required for ensuring the continued success of our representative school sport programs. A checklist for team officials is contained on page 4. You will find this useful in ensuring that all tasks have been completed. The key elements to effective management of our state teams are preparation and organisation. The Queensland School Sport Unit is very much aware of the significant contribution of time volunteered by state team officials to our programs and the information contained within this handbook will help ensure you make the best use of the time available. It is essential that you, as a state team official engage in regular consultation with the executive of your Sport Specific Committee and the Queensland School Sport Unit. Do not operate in isolation as most decisions regarding our state teams require consultation. Communication with the selected state team players, parents, schools, sport specific committee and the Queensland School Sport Unit is vital. A list of unit staff contact details is provided in Appendix 1.0. Regular communication is essential if not mandatory for our state team officials. In the Appendix section of this handbook is a sample hard copy of all the forms required. These are available from the Queensland School Sport Unit upon request and are also available on the QSS website www.queenslandschoolsport.eq.edu.au. The Reference section contains a list of vital links, DET and Queensland School Sport policy and procedures. It is your responsibility to fully understand DET policy and procedures, in particular Code of Conduct policy, Student Protection policy and Risk Management procedures. Please refer to page 16 / 17 for team officials’ responsibilities in regard to risk management. Knowledge of Queensland School Sport policy and procedures is also essential in fulfilling your duties. If in any doubt, you should contact a sports officer within the Queensland School Sport Unit. Once again, congratulations on your appointment. Our school sport programs could not operate if not for your generous donation of time, effort, enthusiasm and professionalism. I wish you well for 2016. Steven Murray Manager, Queensland School Sport Unit 3 February 2016

http://www.queenslandschoolsport.eq.edu.au/


Team Officials Checklist (Tick when task is completed)

Prior to State Championships Actioned by Read relevant School Sport Australia and Queensland School Sport policies Coach/Manager

Negotiate travel arrangements and costs with the Queensland School Sport Unit Manager

Finalise student and team official uniforms in consultation with the Sport Committee Coach/Manager

Arrange training session details and seek approval of executive Coach/Manager

Prepare student levy in consultation with the Sport Committee Coach/Manager

Submit student levy calculation sheet to School Sport Unit for checking Manager

Make arrangements with the Committee Treasurer for collection of monies Manager

Prepare information bulletin Manager

Arrange sample uniforms for sizing Manager

Submit training program to your Principal to ensure work cover arrangements Coach/Manager

At the State Championships Arrange suitable Qld team meeting and uniform try-on room for students and parents Manager

Introduce team officials, explain roles and provide contact details Coach/Manager

Explain commitments, expectations and responsibilities of students and parents Coach/Manager

Distribute an information bulletin to students and explain return timelines Manager

Size students for uniforms and record information for parents and manager Manager

Detail training arrangements Coach

Record email addresses and personal contact details for students and parents Manager

Prior to Departure to Interstate / International Event Set up email distribution list for players and parents – check that all are receiving Manager

Keep regular contact with students through email (use your work email) and bulletins

Manager

Complete DET & QSS Risk Management forms and submit to QSS Unit for approval Coach/Manager

Collect all required student forms Manager

Notify each of the students’ schools of their selection Manager

Collect Principal Approval Forms Manager

Finalise uniform orders and supporters apparel Manager

Order team uniforms (at least 6 weeks prior to departure) Manager

Confirm airline bookings and passenger list (at least 6 weeks prior to departure) Manager

Notify Queensland School Sport Unit of students requesting travel variations Manager

Forward Queensland team list to the Queensland School Sport Unit Manager

Complete SSA Checking Sheet (where applicable) – send to QSS Unit for signature Manager

Check bulletins from Interstate host centre re deadlines for the return of forms Manager

Collect information on event souvenir apparel and Qld Supporters’ gear (if applicable) Manager

Prepare storage of all student forms (suggest alphabetical order) Manager

Submit Travelling Allowances Claim Form to Committee Treasurer Coach/Manager

Arrange for collection of uniforms and ‘supporters apparel’ Manager

Arrange for distribution of uniforms to students Manager

Forward signed Team Officials Transfer of Duties Form to the Sport Unit Coach/Manager

At the Interstate / International Event

Review Risk Management documentation – alert the host centre of identified risks Coach/Manager

Reinforce codes of behaviour and responsibilities with students / parents Coach/Manager

Be familiar with the Officials Codes of Behaviour and Responsibilities of Supervision Coach/Manager

Be familiar with event meeting procedures and attend all official functions Coach/Manager

Monitor player welfare on a daily basis Coach/Manager

After the Interstate Event Complete report and forward to Sport Unit (with team photo) and to Sport Committee Manager

Monitor and review Risk Management Documentation Coach/Manager

All forms are available from the Qld School Sport website. The duties as recommended in the action column are a suggested division of responsibilities.


Prior to the State Championships There are four (4) major tasks to be performed prior to the state championships. The quality of preparation undertaken with these tasks will determine the standard of commitment and organisation from the players and parents. The better prepared you are the greater will be the level of confidence of the parents. The four major tasks to be performed prior to the State Championships are:

Calculating the Player Levy

Preparing the Information Bulletin

Arranging sample uniforms for sizing

Planning the Queensland Team Training Program (to be approved by sport committee executive)

Calculating the Player Levy Calculating the player levy requires consultation with the Executive of the Sport Specific Committee and the Queensland School Sport Unit. Once that is determined and approved by the Sport Executive, also determine who will collect player levies (manager or treasurer). An excel spreadsheet (Appendix 2) has been developed to assist with this calculation. Information required to complete the calculation include:

Host Championship levy

SSA Administration levy $11 per person (GST inclusive)

National Secretary Levy $11 per student (if School Sport Australia event) (GST inclusive)

International player levy ($11 per student, if applicable to sport) (GST inclusive)

Cost of Airfare (check with QSS Unit) – Important: Check QSS Travel Policy – Reference QSSMG Competition Procedures section 6.6

Airport transfers and daily transport costs

Education excursion cost for students and officials

Accommodation and meal costs (if staying in team accommodation)

Training costs and assembly costs

Subsidies from Sport Specific Committee or Queensland School Sport

Compulsory uniform costs – Important: Uniform Policy – Reference QSSMG Competition Procedures section 6.5

Preparing the Information Bulletin In preparing the Information Bulletin, consider what information parents will need to know when their child is travelling interstate. Regular bulletins should be distributed to players, parents, team officials, Sport Specific Committee executive and the Queensland School Sport Unit. A distribution list by email is the most efficient means of publication (use Departmental email, not personal email). However there may be some families who require an alternative format or language to accommodate specific needs. Suggested Format of Bulletin: Congratulations on your Queensland Team selection. Details of the team’s participation in the interstate / national championships are detailed below. Please carefully read the event and team information and respond as requested. Name of Championships, Competition Dates, Host State and Venue

Venue Address

Team Officials’ Details (include addresses and contact telephone numbers)

Travel Arrangements (include dates and flight numbers, assembly time for departure and arrival time for the return trip; ensure you inform parents of the QSS Travel Policy regarding team travel)

Student Accommodation (camp, other etc.)

Player Levy (include all items that are covered, including uniforms, travel from assembly point etc.)

Payment Details (how payments can be made and where payment is to be sent)

Training Program (if applicable, may attach separately) – dates, times and venue


Team Officials’ Contact (address and telephone at the championship event)

Team Uniforms (requirements and method of ordering)

Optional Extras (such as event souvenir shirt, supporter’s apparel, photograph etc.)

Codes of Conduct (team members' and parents / spectators)

Student Commitment (participation in training and full duration of event)

Return / Submission of Forms to be completed and returned (person and address) – may include birth certificate if applicable

Due By Date (time lines when forms and payments are due)

Important: Include as much detail in the 1st bulletin as possible – follow up with further bulletins as more information becomes available.

Information to parents / players

You are responsible for providing information to parents and students. The most efficient and effective method of achieving this is via the sport specific page on the QSS website www.queenslandschoolsport.eq.edu.au. Specific forms can be uploaded onto the sport specific page and you can request parents / players to download the documents complete them and return these to you. To enable this to occur you will need to:

Provide each parent / player with an overview document listing the documents required and the timeline for their return.

Make contact with your appointed sport specific webmaster so that the forms can be uploaded onto the site.

If you have any concerns with this process please contact the Sport Officer within the Unit responsible for assisting your sport.

Arranging sample uniforms for sizing

A major task in this section is the delivery arrangements of sample uniforms to the state championships. Sample uniforms (non-playing uniform) are available from the Queensland School Sport Unit in kit bags. These uniforms are available in a range of sizes that should cater for your team needs. The team manager needs to collect and return this kitbag from the QSSU. If you cannot collect / return the kit bag the team manager needs to make alternative arrangements with the QSSU.

The playing uniform is the responsibility of the Sport Specific Committee and discussions need to be conducted with the sport’s executive with regard to the style and costs. The availability of ‘try on’ uniforms for sizing would be beneficial.

Supporters’ apparel is available for parents and supporters.

Queensland Team Training

The Queensland team training schedule should be considerate of the traveling / accommodation requirements and costs involved of all team members when requested to attend training. Team management need to ensure that all team members feel they are valued within the team structure. The team training schedule must be endorsed by the sport specific committee. This approval should be sought and received prior to this information being distributed to students at the state championships. Once endorsed, the training schedule (Appendix 3.0) should be submitted to your school principal in order to approve your participation and ensure your work cover requirements. A copy should also be sent to the Queensland School Sport Unit who will record this for the QSS Management Group (QSSMG).

Please ensure that participation in the training camp is covered in the risk management documentation submitted to the QSS officer.

Important: Qld Team Preparation Policy– Reference QSSMG Competition Procedures section 6.7

NOTE: Officials must be familiar with the forms (collated in the appendices) and need to gather all necessary information to complete the player levy and information bulletin. This will require negotiation with the other team officials, sport specific committee executive and the Queensland School Sport Unit sport officer responsible for your sport.



At the State Championships

One of the first tasks upon your arrival at the venue for the state championships will be to secure a suitable location for the meeting with the selected Queensland players and their parents. The area should be large enough to cater for the team meeting and the ‘try on’ of the team apparel.

The location and time for this meeting should be conveyed to all state championship officials at the championship pre-event meeting. Consider that some regional teams will have a short timeline between the conclusion of the closing ceremony and their departure.

The meeting with the team and players will provide the parents with a firsthand experience of your level of organisation and management, so again be prepared and organised.

The meeting should convey the following:

Introductions of all team officials and their roles.

Location and dates of the National / Interstate event.

Expectations, especially the Codes of Conduct.

Make parents aware that their child’s name and personal information may be passed on to organisations responsible for the specific logistical aspects of the event. It is not compulsory for parents to provide consent for this to occur, and if this is a concern please contact team officials immediately.

Work through the required information and the process you are using (i.e. website, forms).

A suggestion is to have one copy of the forms to show and refer to whilst speaking.

Using a laptop to show the forms on the QSS website is another suggestion.

Explain the cost breakdown, financial timelines and process for payments – reiterate NO PAY, NO PLAY.

Travel and accommodation bookings.

Uniform try-on and the recording of sizes – have players try on all apparel, this is most important. It is advisable to have duplicate copies of the uniform order form – one for the student to keep and one to be retained by the manager for uniform ordering purposes. Don’t forget to have the team officials try on the apparel. The non-playing QSS team uniform is also available for viewing on the QSS website.

Record the email addresses and personal contact details of both the players and parents. One method of achieving this is to have a laptop set up where team members complete their own individual details.

Answer any questions or queries.

NOTE: It is important that you use plain language and clear in all of your instructions when communicating with the players and their parents. Be prepared and organised, consider all likely scenarios prior to the meeting.


Prior to Departure to Interstate / International Event After the state championships, collate all emails from the parents and players and make a distribution list. Ensure that the privacy statement is included in all of your emails to players and their families – and use the BCC option to ensure that contact details of other players and their families are not inadvertently shared without permission. A quick email to the team immediately after the state championships will serve as a check on the email addresses provided and as well ensuring that all team members have your email address.

*Important: You should become familiar with and abide by the Code of Conduct for the

Queensland Public Service. Further guidance is provided in the DET Standard of Practice. Section 1.5 of the Standard refers to Protecting students from harm and officials need to ensure they comply. The use of private or personal email, personal mobile phone, Facebook etc. is provided (see link in References). Use of social media for departmental promotion http://ppr.det.qld.gov.au/corp/commmark/Pages/Use-of-Social-Media-for-Departmental-Promotion.aspx

* “You must not use internet social networks such as Facebook, Yammer, Twitter, Myspace or YouTube to

contact or access present students enrolled in any school or institute”.

The team officials need to confirm which team official will distribute the regular communication updates. One official distributing the information will reduce confusion and duplication of effort. In all communication it is desirable to include copies for your sport specific executive. In this section there are some critical timelines, these include:

Important: Risk Assessment for all aspects of your Queensland team’s activity (training, travel and competition – refer to Appendix 19 and risk management references on page 13).

Completed forms from all players.

Notifying the player’s school principal regarding selection and subsequent principal approval.

Student Officials Team officials have a responsibility for Queensland Student Officials whilst attending and travelling to and from the event. Student officials are to be treated as a team member for paperwork, uniforms (travel), attendance and Codes of Conduct. Whilst at the event, student officials may work with a National officiating official. This official will assign games and official activities during the days of the event. If there are any issues the Queensland team management need to take charge of the situation. Uniforms

Uniform orders are required at least six (6) weeks prior to delivery – Appendices 16/17/18 All teams will have an opportunity to place an initial uniform order and then one follow-up order. The one follow-up order must be received by 9am of Day 2 of the Training Camp. Additional orders or late orders will not be accepted. Please ensure that parents / players are aware of these arrangements. That is only 1 follow-up order will occur. All uniform size changes / corrections must go via the team manager and parents are requested not to contact the uniform supplier directly. Passenger List

Flight passenger lists (including names and date of births) are required to the Sports Unit at least six (6) weeks prior to departure. Please use Appendix 22.

Organisational Details of the Event

Interstate event hosts will publish organisation details of the event – see the Interstate bulletins for deadlines for team lists, arrival and departure times, transport, and accommodation requirements and after completion please forward the requested documents to the Sports Unit.

The Unit staff will forward these documents to the event host.

http://ppr.det.qld.gov.au/corp/commmark/Pages/Use-of-Social-Media-for-Departmental-Promotion.aspx

http://ppr.det.qld.gov.au/corp/commmark/Pages/Use-of-Social-Media-for-Departmental-Promotion.aspx


Risk Assessment

Risk assessment documentation (including the training camp) is required to be completed and forwarded six (6) weeks prior to the QSS unit for approval. Failure to fulfil these Risk Management responsibilities may place unnecessary risk to players and officials. If you have any concerns with risk management prior to or during the event please contact the Queensland School Sport (QSS) Sports Officer overseeing your sport or another QSS Officer:

Steven: 0417 713 726 Vicki: 0419 785 571 Sarah: 0417 713 776 Team List

A full team list, player’s names and school are required by the Queensland School Sport Unit prior to departure – Appendix 22.

Allowance / Transfer of Duty

Submit your allowance claim form to your committee treasurer (suggest 2-3 weeks prior to departure) – Appendix 25. Any other personal ‘out of pocket’ expenses may be claimed. However, please note that receipts must be attached – Appendix 26.

Transfer of Duties Form to be submitted to the QSS Unit Manager. These forms have been sent to your Principal with notification of your appointment as a Queensland Team official.

Student Forms Once all of the student forms have been collected, these must be stored appropriately. This information must travel with the manager at all times. Do not pack this information with your check-in luggage. Some events require a copy of the player’s birth certificate or extract to be sighted by the manager. Check the conditions of your event. Most events require the QSS Sport Officer to counter-sign a summary sheet (Checking Sheet). This document must be taken to the Interstate event and submitted at the pre-event meeting – Appendix 22. NOTE: Be vigilant with the receipt of information, keep all members aware of the timelines and follow up where necessary.


At the Interstate / International event Team officials have a significant role in managing the safety, health and wellbeing for all players, student officials and officials. This responsibility is detailed in:

Officials Code of Conduct and Responsibilities of Supervision

Duty of Care and Student Protection

Risk Management

Player Management / Student Welfare

Clearly defined roles of all team officials

Officials Code of Conduct / Responsibilities of Supervision Team officials are expected to have a full understanding of the expectations contained in the QSS Officials’ Code of Conduct and Responsibilities of Supervision (QSSMG Competition Procedures sections 8.0 & 9.0).

Duty of Care and Student Protection All teachers are expected to maintain vigilance in regard to their Duty of Care and Student Protection responsibilities. Being away with a school sporting team does not change the emphasis of these important areas. Student Protection policy applies to all employees. Members of teaching staff, principals and members of the administration team, specialist and support staff are required to adhere to the Student Protection policy and must complete the online course and discussion module. All employees and volunteers are required to report any concerns they may have about a student direct to the principal. Every Queensland team official is required to adhere to the relevant policies and procedures detailed in the Department of Education and Training Policy and Procedures Register. This register provides officials with parameters to gauge the risk to students when they are engaged in the activity, and details the appropriate responsibilities and legislative requirements. Important: Please refer to the website links that are found in the References Section (page 13). http://ppr.det.qld.gov.au/education/management/Pages/Managing-Risks-in-School-Curriculum-Activities.aspx NOTE: The safety, health and wellbeing of each student is paramount. Ensure that each official clearly understands their role in assuring the Duty of Care of all students.

Risk Management Prior to the commencement of the event, the event convenor should provide a risk assessment document for your consideration. Officials should evaluate the risk of the interstate / national / international venue in accordance with the Queensland School Sport risk management procedures outlined in this handbook (refer to page 16 / 17). If there are risks identified, it is the responsibility of the team officials to take appropriate action to ensure the safety of staff and students. If a risk assessment is not provided then it is the team officials’ responsibility to ensure a written risk assessment has been completed (QSS Representative Sports Event Convenor Risk assessment).

Player Management Player management is giving consideration to the players’ health and well-being. Team officials need to be aware of how each player is coping in regard to the following:

the rigours and stresses of competing daily

being away from home in an unfamiliar environment

the impact of team dynamics on the individual

the management of personal health or medical issues.

Player management also includes ensuring:

equitable playing time

the supervision of players during non-competition

http://ppr.det.qld.gov.au/education/management/Pages/Managing-Risks-in-School-Curriculum-Activities.aspx



Student Welfare Please refer to the following forms:

MyHR WHS Incident Report Form – Appendix 21

Breach of Code of Conduct Report Form – Appendix 24

Hydration Policy – QSSMG Competition Procedures Appendix 8.0

Team Officials’ Roles Team officials take on different roles when travelling with sporting teams, however, all officials are responsible for the Duty of Care of each student. When attending official functions, at least one of the team officials must have access to student information and be able to offer support to any emergency that may arise. Officials are expected to attend all official functions conducted at the event. Attendance by all team officials may depend on the accommodation used at the event and supervision levels required.

Results Results of the event are normally posted onto:

the host’s website

the SSA website (where applicable); and

they may be posted on the QSS website on the sport specific page.


After the Interstate / International event For many students, this will be their first experience of state team participation. It should be an experience that they will remember and cherish for many years to come. Students and officials should enjoy a wonderful journey commencing from the players’ performance at the state championships, to being selected for Queensland, the build-up and preparation for the national / interstate event, competing at the event and then returning home. You do not want the last part to be an anti-climax. Winning certainly makes the whole state team experience more memorable, but in reality not all teams go home as champions. Ensure that you take necessary measures to ensure that the total experience is one to be fondly remembered – not just the ‘winning’ or the ‘losing’. Therefore, an area that will require some thought is how to provide “closure” for the students and parents. Previously, officials have provided ‘closure’ in a variety of ways. These have included, a team meeting directly after the Closing Ceremony; providing team awards, farewells at the airport, presenting a pictorial album to each player, providing a “report card” to the players on their performance and suggestions in how they might improve. Team officials need to conduct an activity that will provide some form of “closure” for all team members. It is very important that this occurs. Final Report A final report (Appendix 27) needs to be completed. This document will help to identify areas that worked well, in addition to those where some rethinking needs to occur. The recommendations will help to assist the Queensland School Sport Unit, the sport specific committee and the future team officials in improving the program for our state teams. Queensland School Sport also relies on this documentation when collecting team data used in reports to Education Queensland and the Queensland School Sport Council. The report should be completed with collaboration of all team officials. Note: Your sport committee may require a more detailed report than the one-page format provided in Appendix 27. Risk Management A requirement of Curriculum Risk Management is the need to monitor and review at the conclusion of the event. In most cases this will be very quickly completed with a few questions contained at the end of the risk management documents. If there are serious concerns, please discuss with a Sports Officer from the Queensland School Sport Unit.


References: All Queensland Team Officials need to become familiar with the following DET and QSS policies and procedures in order to carry out your required duties as a Queensland Team Official. In doing so, you will be significantly reducing the risk both to yourself and the students in your care.

A. Code of Conduct – Department of Education and Training

http://education.qld.gov.au/corporate/codeofconduct/index.html

B. Student Protection Policies and Forms

Student Protection http://ppr.det.qld.gov.au/education/community/Pages/Student-Protection.aspx

Other relevant policies:

Safe, Supportive and Disciplined School Environment: http://ppr.det.qld.gov.au/ education/learning/Pages/Safe,-Supportive-and-Disciplined-School-Environment.aspx

Managing Data held by the Department: http://ppr.det.qld.gov.au/corp/ict/management/Pages/Information-Management.aspx

Infection Control: http://ppr.det.qld.gov.au/corp/hr/workplace/Pages/Infection-Control.aspx

Management of Prescribed Contagious Conditions: http://ppr.det.qld.gov.au/education /community/Pages/Management-of-Prescribed-Contagious-Conditions.aspx

Administration of Medications in Schools: http://ppr.det.qld.gov.au/education /management/Pages/Administration-of-Medications-in-Schools.aspx

First Aid: http://ppr.det.qld.gov.au/corp/hr/workplace/Pages/First-Aid.aspx

Supporting Student Health and Wellbeing Policy Statement (including Sun Safety) http://education.qld.gov.au/schools/healthy/student-health-wellbeing-policy-statement.html

Risk Management: https://oneportal.deta.qld.gov.au/Services/HumanResources/ OrganisationalHealth/Documents/Risk-management-definitions.pdf

C. Curriculum Activity Risk Management Policy (CARAs)

http://education.qld.gov.au/curriculum/index.html#cara

Risk Management Modules http://ppr.det.qld.gov.au/education/management/Pages/Managing-Risks-in-School-Curriculum-Activities.aspx

Inclusive Education Policy http://education.qld.gov.au/schools/inclusive/index.html

D. Queensland School Sport Website

www.queenslandschoolsport.eq.edu.au o All QSS forms o QSSMG Competition Procedures

6.0 Queensland Teams 7.0 Accommodation 8.0 Codes of Conduct 9.0 Team Officials – Duty of Supervision 10.0 Procedures for the Investigation and Recording of Misconduct Appendix 4.0 Procedures for Control of Spectator Behaviour Appendix 8.0 Hydration Guidelines Appendix 10.0 Photography Statement Appendix 11.0 Student Officials’ Participation Policy Appendix 12.0 A Guide to Managing Complaints

E. School Sport Australia Website

www.schoolsport.edu.au o Policies and Procedures; Sport Results; Sports Information

Important: After viewing references above, it is suggested that you download and print any relevant policies that you may need to refer to whilst undertaking your duties. In that regard, please take special notice of sections 6, 7, 8, 9 and 10 of the QSSMG Competition Procedures relating to Queensland Teams (sections 8, 9 and 10 are attached on pages 14 - 16).

http://education.qld.gov.au/corporate/codeofconduct/index.html

http://ppr.det.qld.gov.au/education/community/Pages/Student-Protection.aspx

http://ppr.det.qld.gov.au/education/community/Pages/Student-Protection.aspx

http://ppr.det.qld.gov.au/%20education/learning/Pages/Safe,-Supportive-and-Disciplined-School-Environment.aspx

http://ppr.det.qld.gov.au/%20education/learning/Pages/Safe,-Supportive-and-Disciplined-School-Environment.aspx

http://ppr.det.qld.gov.au/corp/ict/management/Pages/Information-Management.aspx

http://ppr.det.qld.gov.au/corp/hr/workplace/Pages/Infection-Control.aspx

http://ppr.det.qld.gov.au/corp/hr/workplace/Pages/Infection-Control.aspx

http://ppr.det.qld.gov.au/education%20/community/Pages/Management-of-Prescribed-Contagious-Conditions.aspx

http://ppr.det.qld.gov.au/education%20/community/Pages/Management-of-Prescribed-Contagious-Conditions.aspx

http://ppr.det.qld.gov.au/education%20/management/Pages/Administration-of-Medications-in-Schools.aspx

http://ppr.det.qld.gov.au/education%20/management/Pages/Administration-of-Medications-in-Schools.aspx

http://ppr.det.qld.gov.au/corp/hr/workplace/Pages/First-Aid.aspx

http://education.qld.gov.au/schools/healthy/student-health-wellbeing-policy-statement.html

http://education.qld.gov.au/schools/healthy/student-health-wellbeing-policy-statement.html

https://oneportal.deta.qld.gov.au/Services/HumanResources/%20OrganisationalHealth/Documents/Risk-management-definitions.pdf

https://oneportal.deta.qld.gov.au/Services/HumanResources/%20OrganisationalHealth/Documents/Risk-management-definitions.pdf

http://education.qld.gov.au/curriculum/index.html#cara



http://education.qld.gov.au/schools/inclusive/index.html


http://www.schoolsport.edu.au/


F. Code of Conduct – Team Officials (section 8.2 of QSSMG Competition Procedures)

You are bound by the Department’s Code of Conduct.

Provide a safe and supportive sporting and learning environment.

Initiate and maintain constructive communication and relationships with students and parents / carers.

Promote the skills of responsible self-management.

Communicate high expectations for individual achievement and behaviour.

Ensure consistency and fairness in implementing the school sport behaviour codes.

Ensure that your behaviour at all times, whether at or away from the playing venue, does not bring the name of “School Sport” into disrepute.

Avoid over-playing the talented players. All players need and deserve equitable time.

Develop team respect for the ability of opponents as well as for the judgment of officials and opposing coaches.

Compliment participants on their efforts.

Condemn unsporting behaviours.

Ensure that your behaviour is consistent with the principles of good sporting behaviour.

Refrain from criticism of or reaction to the umpires / referee’s judgment and decision.

Maintain a standard of dress appropriate to the presentation of the team.

Refrain from over-zealous coaching from the side-line.

Refrain from smoking and consuming alcohol at any time while in the direct supervision of students.

The Codes of Conduct for players, parents and spectators should be publicised in championship programs and should be distributed to players and parents upon a student’s selection in a school sport representative team.

DET Standard of Practice (April 2013) – see Code of Conduct link in References (page 13) Section 1.5 Demonstrate a high standard of workplace behaviour and personal conduct.

You must not communicate with students using a personal mobile phone, either verbally or by text message unless prior approval has been given by your Principal or supervisor. You must discourage students from such communication with staff. Use of a departmental mobile phone must be for official purposes only.

You must ensure that you do not communicate with students from a private or personal email address. School or institute policies which allow for communication with students via departmental email should be for official purposes only.

You must not use personal cameras or mobile phones to photograph students unless prior approval has been given by your Principal or supervisor. The use of a personal or school mobile phone or camera to photograph students must be for official purposes only. Parental or custodial approval must be given for the publication of photographs of students.

You must not use internet social networks such as Facebook, My Space or YouTube to contact or access present students enrolled in any school or institute.

If you use internet social networks in your personal time you must ensure that the content is appropriate and private, and that you restrict access to specific people who are not students.


G. Team Officials – Duty of Supervision (section 9.0 of QSSMG Competition Procedures)

At all times team officials must display exemplary conduct as a model for students.

When students are in the Team Officials’ care ensure they are supervised to a level that would satisfy a prudent parent / guardian.

It is the responsibility of the team officials to exercise duty of care until the appropriate time negotiated with the respective families / parents. There is an expectation that team officials will be responsible for the majority of the day.

If Team Officials are attending other functions or activities, at least one of the officials must at all times be available to attend to students in the case of an emergency. A phone contact is essential.

Ensure students have team officials’ telephone contact number.

When Team Officials are responsible for accommodation for students, e.g. camp situation, Motels, etc., the following rules are to be adopted.

Team officials are to supervise to such a level that a prudent parent would be completely satisfied, e.g. dress, rowdy behaviour, mixed boy / girl activities.

Sleeping arrangements should ensure that the girls are completely separate from the boys, and that teachers where possible are to situate themselves between the two groups.

Teachers should ensure that all students are accounted for before retiring themselves.

A supervision roster for team officials should be drawn up and adhered to.

When travelling, Team Officials should be situated in seating so that they can supervise their team.

All areas of QSS Codes of Conduct must be enforced, disseminated and explained by the team officials. Team officials should read the Code of Conduct to the students outlining clearly what their expected behaviour would be and remind students that the Responsible Behaviour Plan for Students for their school remains in effect whilst part of the competition.

In any cases of student misconduct, i.e. a breach of the code of conduct, team officials are to refer to the Procedures for the Investigation and Recording of Misconduct.

All team management are to become familiar with the Student Protection policy as contained in the Policy and Procedures Register SMS-PR-012: Student Protection, and report any concerns they may have about a student to the relevant school principal.

All team officials must be aware of any students with specific needs e.g. asthma, anaphylaxis, allergies, disability, mental health difficulties etc., and implement appropriate management strategies.

H. Procedures for the Investigation & Recording of Misconduct (section 10.0 of QSSMG Competition Procedures)

Queensland team officials should be aware of the duty of care, which is associated with the position and should adopt the following procedures in cases where the behaviour of a student team member contravenes the Code of Conduct and requires disciplinary action:

Identify the breach of the Code of Conduct.

Offending students and witnesses should be questioned immediately after the incident. Everyone should be questioned individually and not in a group situation.


A written record of the incident should be made. Alleged offenders, witnesses and team officials should be requested to provide a written record.

All records should be signed and dated by the contributor and countersigned by a team official. Information should include precise facts and detail without any emotional connotation.

Team officials should determine the appropriate disciplinary action. If in doubt, seek advice from other authorities to help determine appropriate responses.

The students should be advised of the immediate disciplinary action to be taken and of the subsequent disciplinary action, which may result from the referral of the incident to Queensland School Sport Management Group.

Complete a final report which includes the documentation gathered as detailed above, including the procedures taken and resultant action. Copies of this report must be forwarded to the Executive Officer, Queensland School Sport, and the secretary of the relevant Sport Specific Committees. This information should also be sent to the parent and the principal of the school at which the student is enrolled so that appropriate action can be taken.

QSSMG shall be responsible for any subsequent disciplinary action and not the officials or the Sport Specific committee from which they come. QSS will inform the Sport Specific Committee of any further action taken.

I. Queensland School Sport - Risk Management

This document summarises how curriculum risk management is to be undertaken by Queensland School Sport. The DET procedure that outlines responsibilities for curriculum risk management - Managing Risks in School Curriculum Activities can be found here:


All curriculum activities should be considered in terms of their associated hazards and level of risk to students and others involved in the activity.

QSS State Team coach

The QSS Unit staff highly recommends that each QSS State Team coach completes the CARA document to assist in the planning of that activity in order to manage risk to students. The completed document is to be emailed to the QSS Unit Sport Officer responsible for that sport for their approval prior to departure to the event.

QSS State Team manager

State Team managers must submit a QSS Representative Sports Event Team Manager Risk Management document (Appendix 19).

When Queensland teams are competing interstate, the host centre should complete and publish a risk assessment document. If this is not provided prior to the event commencing, QSS State Team officials will be required to complete the QSS Representative Sports Event Convenor document (Appendix 20).

QSS convenor (hosted event)

The convenor of a Queensland hosted interstate / national event is responsible for completing a QSS Representative Sports Event Convenor document (Appendix 20).

All risk assessments MUST be completed and approved 2 (two) weeks prior to the state team’s assembly (training / competition). Please send your completed Risk Management form electronically (email) to the relevant Sports Officer at the Queensland School Sport Unit.

Name / Position Position Email Addresses

Steven Murray

Victoria Aley

Sarah Walters

Manager, QSS Unit

Sports Officer, QSS Unit

Sports Officer, QSS Unit

[email protected]

[email protected]

[email protected]


mailto:[email protected]




Once approved:

a. A copy of the approved Risk Management template will be returned to the person who submitted it.

b. A copy of the approved document will be filed at the Queensland School Sport Unit with details of the document entered in a Risk Management Activity Register.

Activities are to be conducted in accordance with the approved CARA / Risk Management form, unless there is a sound reason for variation. Any significant variations should be discussed with the person who approved the form.

Important links: NB- These links will allow access to Sport Specific CARA Guidelines

Managing Risks in School Curriculum Activities http://ppr.det.qld.gov.au/education/management/Pages/Managing-Risks-in-School-Curriculum-Activities.aspx

Curriculum Activity Risk Assessment (CARA) Guidelines http://education.qld.gov.au/curriculum/carmg/sport.html

School Excursions

http://ppr.det.qld.gov.au/education/management/Pages/School-Excursions.aspx



http://education.qld.gov.au/curriculum/carmg/sport.html

http://ppr.det.qld.gov.au/education/management/Pages/School-Excursions.aspx


Appendices: Organisation Forms

1. Qld School Sport Unit Contact List 2. Team Levy Calculation spread sheet 3. Team Training Schedule

Student Forms

4. Invitation to be a Queensland Team Member 5. Acceptance of Invitation / Parental Consent Form 6. Student Personal Details Form 7. Student Medical History and Authorisation Form 8. Player Uniform and Levy Payment Form 9. Project Consent Form Process 9a- QSS State Team Project Consent Form 9c- Project Consent Summary Form 9d- Parent Consent for Sharing of Information 10. Accommodation Form 11. Request for Variation to Travel – please make available upon request ONLY 12. Team Members Code of Conduct 13. Parents and Spectators Code of Conduct

School / Principal Forms

14. Advice to Principals – Representative Sport Letter 15. Principal Approval Form (Student Bona-fide)

Administration Forms

16. Sportswear Queensland Uniform Order Form 17. QSS Unit Order Form 18. Sportswear Queensland – Supporters Apparel Order Form 19. Risk Management – Representative Sports Event – Team Manager 20. Risk Management – Representative Sports Event – Convenor 21. MyHR WHS- Health & Safety Incident Report Form 22. Team list / SSA Checking sheet 24. Breach of Code of Conduct Report Form 25. Team Official’s Allowance Claim Form 26. Team Official’s Expenses Claim Form 27. National Championship / Exchange Report 28. Team Official – Emergency Contact and Medical Form 29. Payment collection forms

29.0- Payment Details Summary- Process 29.0a- Payment Details Summary

Organisational Forms

1.0 QSSU Officer Contact List

Position Sport Officer Telephone No. Mobile Ph. Internet Email Sport

Manager Steven Murray (07) 3634 1308 0417 713 726 [email protected] Hockey, Squash, Disability Sports, Surfing,

Triathlon, Partnership Sports (Diving,

Orienteering).

Sports Officer Vicki Aley (07) 3634 1306 0419 785 571 [email protected] Australian Football, Basketball, Golf, Netball, Touch, Volleyball.

Sports Officer

(acting)

Sarah Walters (07) 3634 1309 0417 713 776 [email protected] Baseball, Rugby Union, Athletics,

Swimming, Cross Country, Softball, Tennis,

Track & Field, Water Polo.

Sports Officer

(acting)

TBC (07) 3634 1307 0418 870 876 Cricket, Football, Rugby League.

Sport Support Officer Kerrie Brewin (07) 3634 1305 [email protected]

Sport Unit Fax: (07) 3634 1330

Sport Unit Location: 282 Stafford Road, Stafford

Sport Unit Postal Address: PO Box 1172, Stafford City Post Shop, Stafford Road, Stafford

Queensland School Sport Website address: https://queenslandschoolsport.eq.edu.au





https://queenslandschoolsport.eq.edu.au/

2.0 Team Levy Calculation Spread sheet – Data Entry page

SSA Participation Levy

Triple Double Single

Triple Double Single

Triple Share Double Share Single

Day B'fast Lunch Dinner

Saturday Depart 0 0

Sunday 0 0 0

Monday 0 0 0

Tuesday 0 0 0

Wednesday 0 0 0

Thursday 0 0 0

Friday 0 0 0

Saturday 0 0 0

Sunday 0 0 Return

Totals: 0 0 0

Rates for Capital Cities & Gold Coast OR other centres $23.65 $26.55 $45.60 Capital

Incidental Allowance $0.00 $0.00 no

$0.00

Excursion cost per team official

QSS Team Officials subsidy per official

No. of days of student meals

Other Travel costs - Girls team officials

Other Travel costs - Boys team officials

Other Team travel costs (per athlete)

QSS Teacher Airfare subsidy percentage

Total Allowance per Official:

No of Boy student officials

No of Girls in team

No of Girl student officials

No of Team Officials (Boys Team)

No of Team Officials (Girls Team)

Excursion cost per player

Sponsorship $ per team

Room configuration - (No of rooms required - Boys team officials)

Airport Transfer costs

PLAYER LEVY CALCULATION SHEET

Training costs (per athlete)

Enter data in the yellow cells ONLY and the values will be transferred through to the relevant spreadsheet (Boys / Girls Team)

Costs are GST inclusive except for the airfare cost from the SSU

Room cost per night

Student Accommodation per night

Student cost of meals per day

Team Name

Host Championship Levy

No of Boys in team

Date return (27/08/07 format)

Date depart (27/08/07 format)

No of nights accommodation

Sport Name

Daily Allowance Calculator for ONE official (Enter 1 for a meal)

Airfare cost per person (GST Incl.)

Room configuration - (No of rooms required - Girls team officials)

Daily billeting transport costs

SSA International Levy

SSA National Secretary Levy


2.1 Team Levy Calculation Spread sheet – Team (Sample only)


3.0 Team Training Schedule

Note: If a more detailed Queensland Team Training Program is available, that document should be attached to this training schedule.

Sport: Official’s Position Held:

Official’s Name:

School:

Below is a schedule of my proposed Queensland Team training sessions. The program may be altered as circumstances demand.

Date Venue Time

I hereby approve of the involvement of (teacher) in attending Queensland team training sessions as outlined above. I understand that this program may be subject to change. I also approve the use of a personal mobile phone by this teacher for communicating with team members and parents and the use of a personal camera for photographing students for the duration of the team’s commitments.

Principal Date


Student Forms

4.0 Invitation to be a Queensland Team Member

I wish to advise that your child is invited to be a

member of the Queensland School Sport team to compete at the

Championships detailed in the attached Information Bulletin.

The Conditions of this invitation are:

1. In accepting the invitation to be a Queensland team member, you must ensure that prior commitments will not affect your child’s availability to commit to full participation in the Queensland team’s program. This applies from time of team assembly to the conclusion of the event. Full participation, for purposes of day to day activity, is defined as – all competition and pre competition activity the student is involved in as a team member or as an individual athlete or any activity as directed by Queensland team officials (e.g. Educational Excursion, Opening/Closing Ceremonies, and training sessions).

2. That your child will be available for periods of team training and preparation appropriate to the needs of the sport and as required and negotiated by team officials.

3. That during periods of team training, team travel, competition and other activities associated with the Queensland team program, your child will be under the sole direction and duty of care of the appointed team officials.

4. A Queensland team player levy which is calculated and endorsed by Queensland School Sport must be paid in full at least one (1) week prior to the team’s departure.

5. The travel policy for Queensland teams is as a single team group booked and coordinated by Queensland School Sport. Variations to that policy will only occur where prior approval has been granted to a team or where extenuating circumstances exist. Cancellation fees charged by the airlines and/or our travel provider will be incurred by participants when late cancellations are made. https://queenslandschoolsport.eq.edu.au/Supportandresources/Formsanddocuments/Documents/Officials%20and%20executives/Travel%20Terms%20and%20Conditions/Airline%20Group%20T%20and%20C's%20-%20QF%20updated%2010June.pdf

6. Queensland School Sport has Codes of Conduct for students and parents and spectators. Whilst a Queensland School Sport team member, a student’s behaviour must be of the highest standard. The code of conduct for both team members and parents and spectators as well as consequences of any breaches of these codes are included with this information package. Team members and parents/guardians are required to sign an agreement to respect and abide by those codes.

7. The activity outlined above carries an inherent risk of physical injury occurring. Please note that the Department of Education and Training does not have personal accident insurance cover for students. If your child is injured as a result of an accident or incident, all costs associated with the injury, including medical costs are the responsibility of the parent/carer. Some incidental medical costs may be covered by Medicare. If you have private health insurance, some costs may be also be covered by your provider. Any other costs must be covered by parents/carers. It is the parents/carers decision as to what types and what level of private insurance they wish to arrange to cover their child. Please take this into consideration in deciding whether or not to allow your child to participate in this activity.

8. Approval for your child to participate in the QSS team must be given by the school principal. The following factors will be considered by the principal in deciding whether or not to approve your child’s participation in the team -

Is your child currently enrolled as a student at their school?

Does your child abide by the school’s policies and procedures including the Responsible Behaviour Plan for Students?

Can your child, in the principal’s opinion, abide by the Queensland School Sport Code of Conduct (attached)?

https://queenslandschoolsport.eq.edu.au/Supportandresources/Formsanddocuments/Documents/Officials%20and%20executives/Travel%20Terms%20and%20Conditions/Airline%20Group%20T%20and%20C's%20-%20QF%20updated%2010June.pdf

https://queenslandschoolsport.eq.edu.au/Supportandresources/Formsanddocuments/Documents/Officials%20and%20executives/Travel%20Terms%20and%20Conditions/Airline%20Group%20T%20and%20C's%20-%20QF%20updated%2010June.pdf


9. If the school principal does not give his/her approval then the student is not eligible to accept the invitation to be a member of the team indicated. If you are not satisfied with the school principals’ decision of not providing approval for your child to participate you are asked to contact the school principal directly to discuss the issue further. To appeal the school principal‘s decision please contact the Queensland School Sport unit for further information https://queenslandschoolsport.eq.edu.au.

Personal information consent Please be aware that your child’s name, personal information (i.e. DOB, school attending) and image may be published on/provided to: • Print and digital media publications required for the conduct of interstate, national and international school sport events i.e. event programs, websites that assist with the conduct of the championships and publication of results. • National, state & local sporting organisations for the purpose of talent identification, promotion and publication of event results. • Media publications promoting school sport including newspaper, television, radio and digital media. • Publication on School Sport Australia, affiliated state and territory, and sport specific websites and social media including Facebook pages and twitter accounts for the purpose of promotion of school sport and publication of school sport results. • Event specific souvenir merchandise produced by the supplier contracted to the school sport entity hosting the school sport event (available for purchase either through pre-order or point of sale at the school sport event). As a value add or service to parents team photographs, action photography and DVDs may also be taken by commercial photographers and videographers. Team photographs, ordered by parents, will be distributed to team members by the team’s manager. Action photography of athletes, whose consent by parents has been received, may be published on the commercial photographer’s website for retail sale. DVDs may be available for sale at the event or through retail sales, usually to the parents of such students. It is not compulsory for you to provide consent for this to occur and if consent is not provided this will not adversely affect your child’s position on the team. If you do not give consent in any aspect or you require further information please contact the team manager immediately. Acceptance of this invitation Should you wish to accept this invitation to be a Queensland team member considering the conditions set out above, please complete and sign the Acceptance of Invitation / Parental Consent form and other requested student forms as indicated in the Information Bulletin. If you or your child are unable to meet all of the conditions of this invitation, please advise the team manager immediately and if a resolution cannot be negotiated, another eligible student from the reserve list will be invited into the team.

(Name of Qld Team Manager) (Manager’s School) (Contact Phone Number)



5.0 Acceptance of Invitation / Parental Consent Form

QUEENSLAND SCHOOL SPORT TEAM:

I accept the invitation for my child, to be a Queensland

team member and hereby give consent for my child to take part in any activity arranged by, or participated in, by Queensland School Sport. I also give my permission for him / her to use such forms of transport for travelling as may be necessary.

I agree:

1. That my child, in accepting a position in the Queensland School Sport team, will commit to full participation in the team’s program.

2. That during the period of the competition in which my child participates, and during such travelling and other activities as may be necessary, my child shall be under the sole direction of the person or persons appointed in charge of the team in which my child is included.

3. To meet the costs associated with this activity which include competition, team management and player levy in addition to Administration fees and Education excursion costs. I accept that I may incur a cancellation fee for late notification in cancelling travel bookings as outlined in the Queensland School Sport flight terms and conditions https://queenslandschoolsport.eq.edu.au.

4. To meet additional costs for any accident, illness, injury, or other unforeseen circumstances which may occur during the period of the activity in which my child participates. This also includes the period of travel.

5. To the sharing of my child’s personal information under the conditions outlined in Form 4.0 ‘Invitation to be a Queensland Team Member’.

6. I understand that the school principal must approve my child’s participation in the QSS team. If the principal does not give his or her approval then my child will not be eligible to participate in the QSS team.

I have read the team member's Code of Conduct, understand its contents and conditions, and accept the parental responsibilities contained therein. I have also read the Codes of Conduct for parents and spectators and agree to respect and abide by those codes.

Signed

By:

(Parent/ Caregiver name)

Signature: Date:

Student's Agreement to the Code of Conduct

I ______________________________________ have read and understand the Team Members' Code

of Conduct and agree to abide by its conditions.

Signed: Date:

Queensland School Sport, as an operational unit of the Department of Education and Training is collecting the information on this form in accordance with the Information Privacy Act 2009 in order to share this medical history with medical professionals in the event of an accident or illness. The

information will only be accessed by persons authorised by Queensland School Sport, including appointed team officials. The information provided

will not be used or disclosed to any other person or agency unless either you have given permission, it is required by law or in the interests of student health and welfare.



6.0 Student Details Form

Player Details

Surname Given Name

Date of Birth

Home Address

Post Code

Home Telephone Mobile Telephone

Contact Email

School attended

Parent / Caregiver 1

Surname Given Name

Home Address

(if different to player’s)

Post Code


Contact Email

Business Address

Post Code

Business Telephone Mobile Telephone

Parent / Caregiver 2

Surname Given Name

Home Address

(if different to player’s)

Post Code


Contact Email

Business Address

Post Code


Contact Person (When parent/caregiver cannot be contacted)

Surname Given Name

Home Address

Post Code


Contact Email

Business Address

Post Code


Any Relevant Family History / Additional Support (e.g. signing)

Queensland School Sport, as an operational unit of the Department of Education and Training is collecting the information on this form in accordance with the Information Privacy Act 2009 for the purpose of contacting you in regard to your child’s participation in a Queensland School Sport Event. The information will only be accessed by persons authorised by Queensland School Sport, including appointed team officials. The information provided will not be used or disclosed to any other person or agency unless either you have given permission, it is required by law or in the interests of student health and welfare.


7.0 Student Medical History and Authorisation Form

Surname

Given Name

Immunisation Details (Please complete. List others as appropriate)

Injection Yes No Date of Injection

Tetanus

Hepatitis B

Do you get asthma?

Is your asthma, Exercise induced asthma?

Yes

Yes

No

No

If Yes to any of the above, list medication and attach Action Plan.

Do you suffer from Anaphylactic reactions? Yes No

If Yes list medication and attach Action Plan

Are you currently being treated by a medical practitioner?

Yes No

If Yes list details. NOTE: Please list any current medication.

Do you have an injury or condition which is likely to be aggravated by competition? Yes No

If Yes list details

Medicare Card No Position No.

Cardholder Name (if not in name of student)

Private Health Insurance Company Name (if covered)

Private Health Insurance Membership Number

Please list any other relevant medical history or additional support needs

NOTE: It is the parents' responsibility to ensure that the student is adequately covered for Medical, Hospital, Dental and Personal Accident & Injury Insurance. Queensland School Sport will not accept financial liability for such expenses if they should arise. Where supervision of the administering of medication is required while the student is away from home, parents will need to document details in separate correspondence to the Team Management.

Medical Authorisation

I hereby authorise the obtaining on my behalf of such medical assistance as my son/daughter may require in the event of accident or illness and guarantee to meet any costs incurred.

I authorise the administering of anesthetic if this is deemed necessary by the medical officer attending.

Signed: _____________________________ Date: ____________________ (Parent/Caregiver)

Queensland School Sport, as an operational unit of the Department of Education and Training, is collecting the information on this form in accordance with the Information Privacy Act 2009 in order to share this medical history with medical professionals in the event of an accident or illness. The information will only be accessed by persons authorised by Queensland School Sport, including appointed team officials. The information provided will not be used or disclosed to any other person or agency unless either you have given permission, it is required by law or in the interests of student health and welfare.


8.0 Uniform Order and Levy Payment Form


9.0 Project Consent Form - Process

Purpose

Ensure parents are fully aware that player names and / or photos may be publically available.

Enable latest technology to be used in the event logistics (i.e. sport apps for results). Documents

- Form 4 – Invitation to Participate - Form 5 – Acceptance of Invitation to Participate - Form 9a – QSS Project Consent Form - Form 9c – QSS Project Consent Form summary sheet - Form 9d – Parent Consent for Sharing of Information

1. Where possible, at your first team meeting (after QSS team selections), parents are

informed of the need to complete a Project Consent Form and the reasons why this consent is necessary. These reasons include: - ensuring the department student protection policy is maintained and - accommodating previous requests from parents that they do not want their child’s details published in any capacity. Obtaining consent from parents also enables: - the latest technology to be used at the event. i.e. school sport websites and social media pages - results to be passed on to state sporting organisations - student participant names to be provided to suppliers of event merchandise etc.).

2. The QSS ‘Invitation to Participate’ Form includes a paragraph alerting parents / guardians

of the requirement to complete the Project Consent Form contained in the suite of documents outlining its purpose.

3. Parents receive - Form 4 – ‘Invitation to Participate’ which has paragraph added - Form 9a – QSS Project Consent Form - Form 9d – Parent Consent for Sharing of Information

4. Parents return to Team manager - Form 5 – Acceptance of Invitation - Form 9a – Project Consent Form - Form 9d – Parent Consent for Sharing of Information

5. Team manager completes form 9c –QSS Project Consent summary sheet and sends to QSS Unit sports officer.

6. Any team bulletins sent to parents / guardians in the lead-up to the event will have a

paragraph added alerting them that results (and possibly names & images) may be published on websites associated with the event, social media pages and on event specific merchandise. This alert is to be followed by the statement below.

‘If you, (as parent / guardian) have any issues with results (and possibly names and images) being published on event apparel, event associated websites or social media pages, please contact the team manager immediately.’


9.0a Project Consent Form

9.0c Project Consent Summary Proforma

Please complete details below regarding Project Consent Forms (PCF) for team members. Once completed please return the proforma to the appropriate School Sport Officer. For Regional teams please send the completed proforma to your Regional School Sport officer who will forward to the Regional School Sport officer hosting the State Championships. For State teams and committee-run State Championships please send the proforma to the Queensland School Sport unit officer responsible for this sport. CHAMPIONSHIP DETAILS Event: ______________________________ Venue: ____________________________ Dates: ___________________________

Host Venue:

All Project Consent forms received and approval given. Yes or No (if no, please provide details below)

Full consent to publish student information has NOT been received for the following team members

Student name Playing number Special requirements or instructions

Example:

Steven Murray

7

No student details to be publicised

Team Manager (name):

_____________________________________________

Team Manager (signature): Date:

9.0d Parent Consent Sharing Information – National / Interstate Competitions

Dear Parents / Guardians Congratulations on your child’s invitation to be a member of the _____________________________ Queensland School Sport team. The Interstate / National event your child will be competing in is being conducted in _______________________.

In addition to requiring your child’s name and personal information for event specific operational aspects i.e. programs, score cards, operational running sheets, Queensland School Sport has been made aware by the host state / territory that they wish to promote the representative school sport program in a variety of other ways. For this to occur, it may be necessary to use your child’s name and personal information. The information below outlines further details of what may be required. If you have any concerns, do not give consent in any aspect or you require further information please contact your team manager ___________________________immediately. It is not compulsory for you to provide this consent and if consent is not provided your decision will not adversely affect your child’s position on the team. Please be aware that your child’s name, personal information (i.e. DOB, school attending) and image may be published on/provided to:

• Print and digital media publications required for the conduct of interstate, national and international school sport events i.e. event programs, event score cards and operational running sheets.

• National, state & local sporting organisations for the purpose of talent identification, promotion and publication of event results.

• Media publications promoting school sport including newspaper, television, radio and digital media.

• Publication on School Sport Australia, affiliated state and territory, and sport specific websites and social media including Facebook pages and Twitter accounts for the purpose of promotion of school sport and publication of school sport results.

• Event specific souvenir merchandise produced by the supplier contracted to the school sport entity hosting the school sport event (available for purchase either through pre-order or point of sale at the school sport event).

Please also be aware that,

• As a value add or service to parents team photographs, action photography and DVDs may also be taken by commercial photographers and videographers.

• Team photographs, ordered by parents, will be distributed to team members by the team’s manager.

• Action photography of athletes, whose consent by parents has been received, may be published on the commercial photographer’s website for retail sale.

• DVDs may be available for sale at the event or through retail sales, usually to the parents of such students.

If you have no concerns regarding this please complete the section below and return to the team manager. If you have any concerns please contact the team manager immediately so that suitable arrangements can be made.

Yours sincerely

Team Manager

QSS (insert sport details)


Student name Sport

I am aware that my child’s name, personal information (i.e. DOB, school attending) and image may be used (as outlined below) by the host State / Territory in a variety of ways to promote the representative school sport program. I am also aware that my child’s name, personal information (i.e. DOB, school attending) and image may be published on / provided to: • Print and digital media publications required for the conduct of interstate, national and international school

sport events i.e. event programs, event score cards and operational running sheets. • National, state & local sporting organisations for the purpose of talent identification, promotion and

publication of event results. • Media publications promoting school sport including newspaper, television, radio and digital media. • Publication on School Sport Australia, affiliated state and territory, and sport specific websites and social

media including Facebook pages and Twitter accounts for the purpose of promotion of school sport and publication of school sport results.

• Event specific souvenir merchandise produced by the supplier contracted to the school sport entity hosting the school sport event (available for purchase either through pre-order or point of sale at the school sport event).

In addition to this, • As a value add or service to parents team photographs, action photography and DVDs may also be taken

by commercial photographers and videographers. • Team photographs, ordered by parents, will be distributed to team members by the team’s manager. • Action photography of athletes, whose consent by parents has been received, may be published on the

commercial photographer’s website for retail sale. • DVDs may be available for sale at the event or through retail sales, usually to the parents of such students. I understand that if I have any concerns regarding consent for my child’s name or personal details being used for any purpose listed above I will contact the team manager immediately. I understand that it is not compulsory for me to provide this consent and if consent is not provided my decision will not adversely affect my child’s position on the team.

Signed By: (name) (Parent / Caregiver name)

Signature: Date:


10.0 Accommodation Form

All Queensland team members need to complete this form

Student Name: ____________________________________Qld Team: ___________________

Accommodation Arrangements: Accommodation arrangements whilst attending the national event, please

Complete the details of your accommodation below

Send this completed form to the team manager

Advise the team manager immediately if any changes occur

Accommodation Details: Name………………………………………………………………………………………………………………………………….

Address………………………………………………………………………… ……………………………………………………

………………………………………………………………………………………………………………………………..

Telephone…………………………………………………………………………………………………………………………….

Mobile…………………………………………………………………………………………………………………………………

_________________________________________________________________________________________

Travel to and from Playing Venue:

Name of Person Responsible………………………………………………… Telephone…………………………………

__________________________________________________________________________________________ I acknowledge that the team officials have no responsibility for my son / daughter during travel to and from competition venues, or whilst in private accommodation as detailed in this form.

Signed by:…………………………………………………………….…(Parent / Caregiver’s Name) Signature: ……………………………………………………………… Date: ……………………

TEAM MANAGEMENT ACTION: NOTED [ ]

Comments: …………………………………………………………………………………………………………………………………………. Authorised by (name / title): ……………………………………..Signature: ………………………………………… Date: ……………………………

Queensland School Sport, as an operational unit of the Department of Education and Training, is collecting the information on this form in accordance with the Information Privacy Act 2009 to help facilitate your child’s participation in a Queensland School Sport Event and ensure your child’s health and welfare. The information will only be accessed by persons authorised by Queensland School Sport, including appointed team officials. The information provided will not be used or disclosed to any other person or agency unless either you have given permission, it is required by law or in the interests of student health and welfare.

12.0 Team Members Code of Conduct

As a team member

Take responsibility for your own behaviour and performance

Compete by the competition conditions and rules.

Never argue with the Judge’s, Referee’s or Umpire’s decision.

Control your temper – no criticism by word or gesture.

Work equally hard for yourself and your team – your team’s performance will benefit and so will your own.

Be a good sport. Encourage and support your team members.

Show respect for yourself, your team mates, officials, your opponents and their skills.

Behave in a manner that respects the rights of others regardless of mediums of communication used e.g. digital mediums such as twitter, Facebook, email and texts.

Smoking, drinking of alcoholic beverages or the use of any illegal substances is strictly forbidden.

Entering or remaining upon restricted licensed premises unless under the supervision of team officials or parents/guardians is strictly forbidden.

Ensure you get an appropriate level of rest to assist your own and your team’s performance.

Wear the official team uniform at all times, as directed by team management / officials

Check - in and check - out with team management / officials each day.

Stay in the designated team area and support other team members during times when not competing

Follow all directions of team management / officials

Ensure that you have telephone numbers of team managers at all times when not with the team.

As a Guest in Motels, Colleges, Caravan Parks and Surf Clubs etc.

Check for any damage to premises on arrival and notify your team official.

Keep your room tidy – make your own bed, help with chores.

Do not leave the accommodation area without permission from the team manager.

Be aware of which teacher is on supervision duty.

Know where your team officials are staying.

Where toilets/shower/laundry facilities are away from sleeping areas, it is advisable to attend in pairs.

Mixed sharing of rooms is not permitted.

Breach of the Code

Team managers may deal immediately with any breaches of this code by imposing appropriate consequences, including not playing remaining fixtures, notification of parents, and being sent home at your parents’ cost. Queensland School Sport (QSS) is responsible for imposing any longer term consequences. Furthermore, QSS may provide a report to your school and you may be subject to discipline in accordance with the Education (General Provisions) Act 2006 (EGPA). Students will be afforded natural justice in respect of breaches of this code and for any discipline under the EGPA.


13.0 Parents and Spectators Code of Conduct

Parents’ Code of Conduct

Cooperate with the team officials to achieve the best outcomes for your child

Support team and event officials in maintaining a safe and respectful learning environment for all students

Maintain positive relationships with team officials regarding your child’s learning, wellbeing and behaviour

Encourage participation by your children.

Provide a model of good sportsmanship for your child.

Be courteous and constructive in your communication with players, team officials, game officials and sport administrators.

Encourage honest effort, skilled performance and team loyalty.

Make any new parents feel welcome on all occasions

Do not interfere with the conduct of any events.

Behave in a manner that respects the rights of others regardless of mediums of communication used e.g. digital mediums such as Twitter, Facebook, email and texts

Spectators’ Code of Conduct

Demonstrate appropriate social behaviour.

Remember children play for enjoyment. Don’t let your behaviour detract from their enjoyment.

Let game officials conduct events without interference.

Support skilled performances and team play with generous applause.

Demonstrate respect for opposing players and their supporters.

Behave in a manner that respects the rights of others regardless of mediums of communication used e.g. digital mediums such as Twitter, Facebook, email and texts

Breach of the Code Team managers and event organisers may deal immediately with any breaches of this code by warning offenders about their conduct, asking offenders to leave venues, and calling police to intervene where necessary. Queensland School Sport is responsible for imposing any longer term consequences such as written warnings, or barring attendance at future events for a period or indefinitely. Parents and spectators should note that it is an offence to insult (meaning "to treat insolently or with contemptuous rudeness, to abuse") an officer of a state educational institution - Section 333 Wilful Disturbance, of the Education (General Provisions) Act 2006 (EGPA).

Parents and spectators will be afforded natural justice in respect of breaches of this code and for any discipline under the EGP


School / Principal Forms

14.0 Advice to Principals – Representative Sport

The Principal

___________________

___________________

___________________

Dear Sir / Madam

I wish to advise that _____________________________________ has been invited to be a

member of the Queensland School Sport (insert sport details) to participate in the School Sport

Australia (insert sport details) Championships to be held in (host venue) from (date from – date

to).

Would you please complete the enclosed Principal's Approval form and return to me at the

address below by (day / month / year). Your co-operation in this regard would be appreciated as

students will not be permitted to participate in the team, unless they have their Principal’s

approval.

The following factors need to be considered in deciding whether or not to approve the student’s

participation in the team -

Is the student currently enrolled as a student at your school?

Does the student abide by the school’s policies and procedures, including the Responsible

Behavior Plan for Students?

Can the student, in your opinion, abide by the Queensland School Sport Code of Conduct

(attached)?

Selection in representative teams involves considerable expense for students and parents.

Support in any form that your school, or the School's Parents and Citizens' Association may be

able to give, would therefore be greatly appreciated.

Yours sincerely

Team Manager

QSS (insert sport details)


15.0 Principal Approval Form (Student Bona-fide)

I can confirm that who has been invited to be a

member of the Queensland School Sport (insert sport) team to participate in the (insert sport details)

Championships to be held in (host venue) from (date from – date to), is currently enrolled as a student at

this school.

Student Date of Birth:

I can also confirm that the student has been abiding by the school’s policies and procedures, including the

Responsible Behavior Plan for Students.

I am satisfied that the student can abide by the Queensland School Sport Team Members’ Code of

Conduct.

I understand that the Coach, Manager and Event Convenor will complete risk assessments prior to this

event.

I approve the student's participation in the team.

Principal’s Signature: Date:

School:

School Stamp

Please return to-

Queensland School Sport (insert committee name

(insert Manager’s name)

(insert Contact details)


Administration Forms

16.0 Sportswear Queensland Order Form (Sample only)


17.0 QSSU Order Form (Sample only)


18.0 Sportswear Queensland Supporters Order Form (Sample only)


19.0 Risk Management – Representative Sports Event – Team Manager (sample – first page only)


20.0 Risk Management – Representative Sports Event – Convenor (sample – first page only)


21.0 MyHR WHS - Health and Safety Incident Report Form (sample – first page only)

22.0 Team List / SSA Checking List

Must be presented at pre-event meeting

STATE VENUE

SPORT YEAR

[Please complete Program Team List / Checking Sheet - use Title Case / Font: Arial 10 and list by Playing Number where appropriate]

No

STUDENT School (Full name please) Birth Date

(dd/mm/yy)

QSS Required Documentation Media

release approved

(√) First Last name

Proof

of Age

Principal Approval

Parental Consent

Student Detail

Medical Details

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

21.

22.

23.

24.

25.

Role STUDENT OFFICIAL School (Full name

please)

QSS Required Documentation

Media release

approved (√) First Last name

Principal Approval

Parental Consent

Student Detail

Medical Details

Umpire

Role TEAM OFFICIAL

School (Full name please) First Last name

Coach

I declare that the bona fide documents and birth certificates relative to the team(s) listed above, have been sighted and that all persons listed are bona fide students or team officials.

Executive Officer’s Signature Date


24.0 Breach of Code of Conduct Report Form

What happened (Date of Incident, Brief description of the incident)

What steps were taken to establish the facts (Ensure a fair hearing for all parties)(Attach any witness statements)

Summary of the facts

Action taken

Recommendation for further action

Signed ...................................... (Manager / Coach ) Date ................................... Signed ...................................... (Manager / Coach ) Date ...................................

The original copy of this form must be forwarded to the School Sport Officer immediately upon return from the Championship.

NOTE: This is an official document and will be made available in an investigation into the incident.


25.0 Allowance Claim Form

Championship:

Name Committee Name

Claimant Bank details

Account name: BSB: A/C number:

Host school & Address of the Host School

Particulars of Claim

Date Particulars Amount

Name of championships;

Departure point (town/centre)

Departure day/date

Departure Time

Return point (town/centre)

Return day/date

Return Time

No. of breakfasts @ $21.15 (All other Country areas): @ $23.65 (Capital Cities and major Regional Centres)

No. of lunches @ $24.20 (All other Country areas); @ $26.55 (Capital Cities and major Regional Centres)

No. of dinners @ $41.65 (All other Country areas); @ $45.60 (Capital Cities and major Regional Centres)

No of Incidentals @ $ 17.30 (paid only on an overnight stay)

Total

Notes: 1. Meal Rates are the maximum allowable. The Committees may pay a lower rate 2. City rate for Brisbane/Cairns/Dalby/Gladstone/Gold Coast/Mackay/Mt Isa/Townsville

Certificate of Claimant

I certify that the amount above is due and payable for the goods supplied or the services rendered or described above.

Signature Date

Certificate of Committee Executive Officers (2 to sign)

I certify that this payment voucher is in accordance with the particulars on the claim.

Signature Date

Signature Date


26.0 Team Official’s Expense Claim Form

PERSONAL EXPENSES CLAIM

(out of pocket expenses) – receipts must be attached / scanned

Championship

Name Committee Name

Address of Claimant

Bank details

Account name; BSB: A/C Number:

Host school & Address of the Host School

Particulars of Claim

Date Particulars Amount

Total $

** Please attach receipts**

Certificate of Claimant

I certify that the amount above is due and payable for the goods supplied or the services rendered or described above.

Signature Date

Certificate Of Committee Executive Officers (2 to sign)

I certify that this payment voucher is in accordance with the particulars on the claim.

Signature Date

Signature Date


27.0 National Championship / Exchange Report

Sport

Team

Year

Event Name

Event Venue

Event Dates

Participating States / Territories

Highlights Of The Event

Outstanding Performances, Presentations, National Selections

Results Of Round Matches

Won / Lost

Place Gained

ISSUES (Championship Organisation, Student Behaviour etc.)

Risk Management Review (review your risk assessment and report any further action required)

Recommendations

General Comments

Suitability of travel

Manager (Name)

Coach (Name)


28.0 Team Official – Emergency Contact and Medical form

NAME:_________________________________ TEAM: _____________________________________

EMERGENCY CONTACT 1

Surname Given Name

Relationship to Official

Home Address

Postcode


Contact Email

Business Address

Postcode


EMERGENCY CONTACT 2

Surname Given Name

Relationship to Official

Home Address

Postcode


Contact Email

Business Address

Postcode


MEDICAL INFORMATION

Immunisation Details (Please complete. List others as appropriate)

Injection Yes No Date of Injection

Tetanus

Hepatitis B

Do you get asthma?

Is your asthma, Exercise induced asthma?

Yes

Yes

No

No

If Yes to any of the above, list medication and attach Action Plan.

Do you suffer from Anaphylactic reactions? Yes No

If Yes list medication and attach Action Plan.

Are you currently being treated by a medical practitioner? Yes No

If Yes list details. NOTE: Please list any current medication.

Medicare Card No. Position No.

Cardholder Name

Private Health Insurance Company Name (if covered)

Private Health Insurance Membership Number

Please list any other relevant medical history or additional support needs

Please provide a copy to a team official at your event and to the relevant sports officer at QSSU before your program commences.

Queensland School Sport, as an operational unit of the Department of Education and Training, is collecting the information on this form in accordance with the Information Privacy Act 2009 in order to share this medical history with medical professionals in the event of an accident or illness. The information will only be accessed by persons authorised by Queensland School Sport, including appointed team officials. The information provided will not be used or disclosed to any other person or agency unless either you have given permission, it is required by law or in the interests of student health and welfare.


29.0 Payment Details Summary - Process

Sport Specific Queensland team member payment details summary sheet – process

1. QSS team manager lists player details including financial details (which are based on the player calculation sheet).

2. Team manager’s school uses this form to ‘track’ payments.

3. When all payments are made, send the completed form to the treasurer’s school.

4. Treasurer’s school will invoice the Team manager’s school for these funds.

5. All invoices are paid from the school specific treasurer’s school.


29.0a Payment Details Summary (sample only)