Handover Pack 2018/19

UCSU Club Name:

Contents1. Useful Information.............................................................................................1

1.1 Check list......................................................................................................11.2 UCSU Sports Clubs Resources......................................................................21.3 Publicising your UCSU Sports Club...............................................................2

1.3.1 UCSU.org Mini-Site.................................................................................21.3.2 Facebook................................................................................................21.3.3 Twitter....................................................................................................2

2.1 Committee Contact details 2017/18................................................................33. Committee Code of Conduct..............................................................................4

3.1 The Sports Club Committee will....................................................................43.2 The UCSU Sports Federation will..................................................................54. Proposed Competition and Teams..................................................................64.1 BUCS Team Entries.......................................................................................64.2 BUCS Travel..................................................................................................64.3 External Competition (inc. BUCS Individual Championships)........................74.4 Proposed Training Sessions..........................................................................7

4.5 Projected cost of External Venue...............................................................84.6 Proposed Coaching.......................................................................................8

.............................................................................................................................. 95. Equipment Inventory.......................................................................................106. Proposed Budget.............................................................................................12

1. Useful Information1.1 Check listTo ensure your Club continues to be affiliated to the University of Chichester Students’ Union (hereafter called UCSU or the Students’ Union) you must have:

A Student-led committee of at least three students elected in your Sports Club AGM to run your Club (minimum essential roles are President, Treasurer, and Secretary)

A handover meeting with the Sports Co-ordinator

A signed code of conduct which outlines what is expected of your club and also what you can expect from the Students’ Union in supporting your Club

Completed the Training Session Request form

Completed the Budget Proposal (assistance can be given with this in your handover meeting)

Completed the Equipment Inventory Form

Committed to the Sports Charter (this will be signed at your training in September 2018)

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1.2 UCSU Sports Clubs ResourcesAdditional information and resources aimed at supporting the running of your Sports Club from sponsorship guidance to activity proposal forms can be found on our UCSU website (http://www.ucsu.org/sports-societies/sports-fed/clubcommittees/

1.3 Publicising your UCSU Sports ClubThere are many ways you can promote your Sports Club including our UCSU.org website and social media such as Facebook or Twitter Instagram, SnapChat, etc. It is a great was to publicise upcoming events or to advertise achievements to new members or the local community. However, please be aware of what you are posting as you are representing the Students’ Union, the University and most importantly yourselves!

1.3.1 UCSU.org Mini-SiteTo update your information on your UCSU.org mini-site please forward the information on a word document to the Sports Co-ordinator (A.Sewell@chi.ac.uk) and it will be updated as soon as possible.

1.3.2 FacebookFacebook is a quick an easy way for you to communicate with your members. Please make sure that Adam Sewell Sports Co-ordinator is a member of your group and that all pages / groups are named as UCSU <insert sports club name> as this will make accounts easier for students to find and creates a uniform identity amongst clubs’ pages.

1.3.3 TwitterTwitter is a great tool to publicise BUCS scores or post pictures of events. Make sure you follow SU Sports @SU_Sports and that any account is named UCSU <insert sports club name>. Please also use the hastag #WSIHE to keep us updated with events / news

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Role Name Student Number Contact Phone

President (Mandatory)Treasurer (Mandatory)

Secretary (Mandatory)Insert roleInsert roleInsert roleInsert roleInsert roleInsert roleInsert roleInsert roleInsert roleInsert roleInsert roleInsert roleInsert roleInsert role

2.1 Committee Contact details 2018/19

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3. Committee Code of Conduct

3.1 The Sports Club Committee will Make a commitment to provide a quality service to all club members Fulfil committee roles to the best of their ability (role and responsibility

descriptions can be found at https://www.ucsu.org/sport/resources/club/ Attend all training sessions held by SU Sports Act professionally and responsibly in all matters regarding their Club

and the Students’ Union and treat members, fellow committee members, Students’ Union officers and staff with respect at all times

Promote and facilitate the activities and interests of the Club above their own especially where these are inconsistent with the constitution of the Club.

Ensure their duty of care to their members within all activities undertaken by the Club whilst working within the Health and Safety guidelines of the Students’ Union and the University

Support and abide by to the Sports Charter (aimed at tackling homophobia, bi-phobia and trans-phobia in sport)

Abide by the Students Union’s Equality and Diversity Policy and not discriminate against any members or potential members on the base of their age, disability, care responsibilities, cultural origin, employment status, gender reassignment, marriage and civil partnership, political beliefs, pregnancy or maternity, religion or belief, sex, sexual orientation, , social class, trade union activity, unrelated criminal convictions, or any other relevant distinction

Shall abide by the University and the Students’ Union’s Social media policies and act responsibly in the presentation of their-selves and the Club thereon.

3.2 The UCSU Sports Federation will

Provide support and aid in the development of the club Provide training in committee roles and relevant changes in policies Advise and assist the club on matters relating to the club and its

members Work with the University of Chichester and Chichester Institute of Sport

to ensure adequate training and match facilities as well as the opportunity for all students to participate in sport.

Liaise with National Governing Bodies and Sport Bodies as required Provide support in the organisation of BUCS fixtures and external

competitions as required

I declare that I have read and understood the above Code of Conduct and agree to abide by it and the directives outlined in the other documents to which it refers.

Club President Club Secretary

Print Name: Print Name:

Sign: Sign:

Date: Date:

Club Treasurer Sports Federation President 2018/19

Print Name: Print Name:Sign: Sign:

Date: Date:

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4. Proposed Competition and TeamsIf your club competes in BUCS please complete sections 4.2.1, 4.2.2 and 4.2.3.If your club does not compete in weekly BUCS competition, please skip to section 4.2.3. BUCS Individual Championships 2019 in Sheffield should be included in section 4.2.3.Please note the UCSU are currently running a review on the quantity of BUCS teams for 2018/19 as we are currently overstretched in terms of

resources, finances and available facilities

4.1 BUCS Team EntriesDo you wish to compete in BUCS next year? Is so please complete the following table:

Team Name / Description(e.g Men’s 1st Team)

Are they a new team for 2017/18?

#Please note any new team needs to be approved by the Sports Federation prior to entry into BUCS and will need to be funded by the club for at least the first two

seasons

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4.2 BUCS Travel How are your teams planning to travel to your weekly BUCS matches? (Please note in the table if you are able to drive).

Team Name / Description(e.g Men’s 1st Team)

Type of travel (coach / cars / train)

4.3 External Competition (inc. BUCS Individual Championships)If you are planning to compete in any competitions outside of the weekly BUCS competitions please provide details below:

Name of Competition

Date of competition

Location of competition

Approx. number of members attending

Approx. entry cost

Travel cost

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4.4 Proposed Training SessionsDue to a high volume of Sports Clubs each club is allocated a minimum of 1.5 hours of training time in an appropriate venue.

As we are currently running at capacity we may not be able to accommodate any changes to the 2017/18 timetable for the 2018/19 academic year.

Facilities required for training (delete or add were needed):

Team

Venue Name(inc external) Day Time BUCS

Team?Session 1 (1ST Choice)Session 2Session 3

4.5 Projected cost of External Venue

If you are proposing to use an external venue please complete the table below:

Number of weeks

Does this include reading week?

Cost per session

Total cost of session for year

Session 1Session 2Session 3

4.6 Proposed CoachingPlease provide details below of your proposed coach/trainer/instructor:

9Coach 1External Paid Coach / Internal Paid Coach / Volunteer Coach <Please delete were appropriate>Name:

Level of Qualifications:

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Coach 1External Paid Coach / Internal Paid Coach / Volunteer Coach <Please delete were appropriate>Name:

Level of Qualifications:

Coach 2External Paid Coach / Internal Paid Coach / Volunteer Coach <Please delete were appropriate>Name:

Level of Qualifications:

Projected cost per training session:

Projected cost of coach BUCS matches:

Projected total cost of Coach for 2017/18

Coach 3External Paid Coach / Internal Paid Coach / Volunteer Coach <Please delete were appropriate>Name:

Level of Qualifications:

Projected cost per training session:

Projected cost of coach BUCS matches:

Projected total cost of Coach for 2017/18

5. Equipment Inventory

Inventory undertaken & completed by:

Position Held in Club:

Equipment Held as At (Date):

Please Outline where the equipment is currently held, and by which responsible person, providing contact details etc as appropriate:

Expendable Equipment Items: (these include for example: balls, shuttlecocks etc which have a shorter life expectancy and are likely to require regular replacement)

Description of Item Quantity Estimated Value (£)

Capital Equipment Items:

(these are items that should remain in the Club indefinitely and they form part of the Students’ Union’s assets and are on loan to the Club. Any such items that become damaged, unusable/unsafe due to wear & tear, etc. should be reported and returned to the Sports Administrator to allow correct disposal and relevant adjustment to be made to the Club Inventory)

To enable Sports Federation to review the kit and equipment, all kit must be handed into the Students Union before the end of term.

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6. Proposed Budget

IncomeAmoun

tDescription

Club Membership Fees (Membership price x no of members)

Club Session Fees(Contribution to coaching costs / Non BUCS Match Fees)

Unrestricted grants/sponsorship

Fundraising direct to clubIndividual Repayments(NGB Affiliation / Competition entries / Fines)Any Other Income

UCSU or UoC FundingIncome Total

Club ExpenditureAmoun

tDescription

Club Equipment/KitClub Affiliations/Entry Fees(BUCS / Club NGB Affiliations)Coaching / InstructionExternal Facility HireNon BUCS Travel cost(inc. any friendlies)Match Officials(inc. any friendlies)Individual Repayments(NGB Affiliation / Competition entries / Fines)Other ExpenditureOther Expenditure (Awards)Expenditure Total

Club Balance

*Please note if there is a disparity amongst offering of internal teams, individual budgets must be submitted.

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For example, if a club has four teams, but only one team benefits from an externally paid coach, that team must be able to pay for that coach individually and not rely on

income (memberships) from other teams

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