Guidance notes. The club must provide a varied activity programme as appropriate (especially to new forms of delivery)

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1 1. ACTIVITY PROGRAMMES/CLUB SESSIONS REF NO Minimum criteria Examples of evidence notes External Internal (to be completed by the institution) Skills acquired Experience gained 1.1 The club provides suitable activity (s) for a minimum number of hours/weeks in academic year determined by the which offers opportunities for player progression at all levels /coaching activities that reflect standards and priorities Appropriate competitive opportunities Accessible sessions for new participants Inter / intra competition or link to an existing Sessions for recreational members or link to an existing Sessions for competition members The club must provide a varied activity as appropriate (especially to new forms of delivery) This may include intra mural sport, social sessions, community sessions and competitive opportunities Information management People management Time management Team work Planning Organisation Planning and delivering regular sessions to members Working as part of a committee to deliver sessions Working with coaches and linking with other s and opportunities 1.2 The club ensures all coaches and volunteers understand their Role outlines Codes of conducts for coaches, The Club must ensure that the coaches understand their role within the club, what is expected of them and the Role outlines People management. Problem Recruiting and retaining members. 1

2 roles and responsibilities volunteers and participants University club committee training attendance high standards that the club requires them to adhere to Reference to a club handbook that may include code of conduct and operating procedures of the university / club. solving. Communication Problem solving when issues arise. Communicating roles. 1.3 Activity s are organised/led by suitably competent/qualified leaders, coaches or instructors; determined by the and appropriate to the activity Coaches qualified to relevant to the activity they are delivering (i.e. coaching sessions for full members = qualified coaches, sessions for recreational members = activators / leaders) List of coaches / leaders / instructors and their relevant qualification / accreditation level Details of participant/coach ratio Activities must be delivered by competent/qualified personnel as determined by (taking account of the new forms of delivery) Coaches should be qualified relevant to the activity they are delivering (i.e. coaching sessions for full members = qualified coaches, sessions for recreational members = activators / leaders) The club should work with university staff to understand the requirements of each activity that it delivers Event management. Recruitment and selection. Working to good practice (s). Problem solving. Planning and delivering training sessions. Ensuring the club meets standards. Information gathering and implementation. 2

3 2. WELFARE REF NO Minimum criteria Examples of evidence notes External Internal Skills acquired Experience gained 2.1 The Club has adopted the institution s and s Welfare policies and is working towards the procedures laid down. Institution s Sensible Drinking Policy adopted or adapted existing policy Institution s Initiation Policy adopted or adapted existing policy welfare policy including working with vulnerable adults adopted or adapted existing policy Identification of who is responsible for welfare management Access to first aid & equipment at each session Codes of conduct for all members Appoint a Welfare Officer Procedures for dealing with recruitment and deployment of volunteers The provision for first aid must meet the requirements of the the Welfare officer training Management. Applying policies and guidelines and monitoring their implementation. Responsibility. Working knowledge of s policies and guidelines. Working partnership with internal and external agencies. First Aid qualification. 2.3 The Club ensures that all activities take Health & Safety policies Systems and procedures in place to Club Working knowledge of club 3

4 place in a safe environment. adopted or adapted existing policy Completed risk assessment forms Accident report form Procedures for dealing with accidents/injuries It is recommended that registers to evidence record keeping (i.e. attendance registers, personal data, relevant medical information, etc) and must be provided if considered a high risk sport. These should be shared with the institution Coach/participant ratios are understood and adhered to where necessary deal with accidents / health and safety issues Provide examples of the actions taken to ensure members are safe Online selfevaluation devices management. Problem solving. Record keeping. Supervising others. Team work. administration. Working in partnership with internal and external agencies. 4

5 3. KNOWING YOUR CLUB AND ITS COMMUNITY REF NO Minimum criteria Examples of evidence notes External Internal Skills acquired Experience gained 3.1 The Club engages with and understands who its current members 1 are and where they are from 3.2 The Club demonstrates an awareness and appreciation of its Higher Education Institution s community Welcome pack Communications newsletters, website, social media, etc Club handbooks Appointed person for new member enquires Retention and reward activities Systems for collecting and acting on member feedback Statistics: number of members & recent leavers A clear understanding of the Club s demographic (the nature and type of people who are members & the demographics of the HEI) Can define the type of person /people it would like to attract and how to attract them An understanding of the The Club creates a welcoming atmosphere and quality opportunity for members and at all relevant levels of ability to retain its current members To increase participation and recruit players, volunteers and officials Sport England Market Segmentation Tool Communication Implementing ideas. Design. Motivating others. Time management. Proof reading. Market research. Customer service. Acting as a liaison. Market research. Equity training. Customer service. Working knowledge of club administration. Working in partnership with internal and external agencies. Working with a number of different partners. 1 The term members can also refer to players and participants 5

6 HEI international community KKP local demographics plotter 3.3 The Club proactively encourages new members from the HEI community Communications newsletters, website, advertising, social media, etc Recruitment activities e.g. Fresher s Fair, Welcome Week Accessible sessions for new members (e.g. taster or introductory sessions for beginners) The Club is aware of and considers its priorities evidence (where it fits into the wider sporting landscape) Recruitment activities for members from the HEI international community Systems for collecting and acting on feedback Statistics: number of new members To and Sport England s targets to increase participation the club demonstrates actions taken to recruit new players, volunteers and officials Communication Generating ideas. Marketing/PR. Equity Recruitment. Systems development. 6

7 4. MANAGEMENT REF NO Minimum criteria Examples of evidence notes External Internal Skills acquired Experience gained 4.1 The Club s activities, premises and officers are insured HEI insurance details External coach s insurance details (where applicable) Community club s insurance details (where applicable) / playing facilities insurance details (where club sessions are external from campus) Club activities, premises and officers are appropriately insured Club selfevaluation online guide Working with codes of good practice. Working with legal requirement of club administration. 4.2 The club 2 is affiliated to its / BUCS BUCS affiliation details (where appropriate) club affiliation number (where appropriate) Date renewal due The Club is working appropriately with its relevant and operating under their guidelines /CSP Working with internal and external partners. Working with internal and external partners. 4.3 The Club has appropriate governing documents Club governance documents Club Constitution (open and nondiscriminatory) BUCS rules and The Club is operating within a set of appropriate rules and regulations Online guidance on different club status options Management. Communication 2 The term Club can also refer to association, organisation, team or league but check with your /BUCS 7

8 regulations Equal opportunity or equity policy Articles of Association Terms of Reference Role outlines Role descriptions Codes of conduct University club committee handbook / guidelines 4.4 Coaches, members and guests understand their roles and responsibilities within the club and what is expected of them The club sets out the standards and expectations of all through codes of conducts and identified responsibilities Role outlines 4.5 The Club recognises the different levels of membership such as competition, participation and recreational Pricing policy Membership forms Publicity Concessionary rates Targeted sessions Targeted communication Link between the club and the university intra mural / social sport Club development plan Succession planning The club distinguishes between the different classification of membership and looks to appropriately cater for all Case studies Cross sport referencing Financial and budgeting 4.6 The Club shows commitment to further development The club pro actively ensures the future development and sustainability of the club the 8

9 and outreach work. Action plan for recruiting new members & retaining current members Detailed handover process between incoming and outgoing committee including university staff in this process Community work and partnerships through structured and shared planning Case studies 9

10 Keeping the Club moving in the right direction/thinking ahead/your action plan i Goal for <<insert the title of the section: Management / Welfare / Community Involvement / Activity Programmes / Investing in Volunteers>>: Goals are what you want to achieve Objectives: Method Who Targets By When How Much Progress Made how you want to achieve your goals how are you going to achieve the objective who will lead/help how many date to be completed by costs related to achieving this objective measure of progress made by date reviewed Retaining old / current members Ensuring members return to the Club University Volunteer scheme 10