2015 UWA SPORTS CLUB ADMINISTRATION HANDBOOK
The University of Western Australia Sport and Recreation Association
and
Sports Council
Reviewed February 2015
Contents
Sports Park and Clubs Manager Welcome……………………………………………………………………………………………...7
Important Contacts
2015 Sports Council Management and Finance Committee
Relevant UWA Sports Staff Contacts
Executive Director
Associate Director Operations and Facilities
Sports Park and Clubs Manager
Sport Clubs Officer
Clubs of UWA Sports Council
2015 Committees
Sports Council Meetings
Sports Council Committee
Budget Committee
Club Budget Submissions
Club Budget Meeting - Semester 1
Club Update Meetings - Semester 2
Grant Submissions
Grant Notification
Special Grants
Sports Awards Committee
Sport Scholarship Selection Panel
UWA Sport and Recreation Association Membership
Ordinary Members
Associate Members
Sporting Facilities and Bookings
Facilities
UWA Recreation and Fitness Centre – Crawley Campus
Campus Ovals - Crawley
UWA Watersports and Leadership Centre and UWA Boat Shed – Crawley Campus
UWA Sports Park
International Martial Arts Centre - Claremont Campus
How to book Facilities
Regular bookings
Special bookings
Invoicing
Other information
Student Sport Competitions
Inter-Faculty Sport
Inter-College Sport
Sports Programs
UWA Social Sports
Recreate® Courses
UWA Kids Sports Holiday Program
Sport Leadership Week
Inter-University Sport Competitions
Tertiary Sports WA (TSWA)
TSWA selection trials
2015 TSWA selection trials calendar
2015 TSWA Competition Calendar
Australian University Games (AUG)
Australian University Championships (AUC)
AUC Event Information
National Indigenous Tertiary Education Student Games (NITESG)
Inter-University Financial Support
What are UWA Sports Clubs?
How to administer your Club
Introduction
Affiliation with Sports Council
Club Constitution
Incorporation
Club Memberships
Club Requirements
Club Administration
Club Committee Office Bearers
Role of Club Office Bearers
President
Chairperson
Vice President
Secretary
Treasurer
Club Development Officer
Registrar
Club Marketing and Promotions Officer
Club Equipment Officer
Volunteer Coordinator
Other Committee Members
The Role of the Club Delegate to Sports Council
10 Steps to running a successful Meeting
An Officer Should Train his/her Successor
Club Annual Report
Services available to Clubs
Equipment
Uniforms
Facilities
Meeting Room
Social Functions
Clubrooms
Liquor Permits
Fitness Centre
Facility Booking
Photographer
Parking
Websites for additional information on clubs
Club Publicity and Marketing
Publicity and promotional hints
Sponsorship
What do you want sponsorship for?
Who are your likely sponsors?
What can your club offer?
Prepare your proposal
Servicing your sponsor
Injuries and Insurance
Personal Injuries
Equipment
In case of an injury
Insurance
Club Finances and Funding
Club Supplementary Grants
Outside Funding for UWA Sports Clubs
Healthway
Community Sporting and Recreation Facilities Fund (CSRFF)
Sports Council affiliates Club Grants
Sports Awards
Sports Awards Nominations
Sports Awards Evening
Sports Scholarships and Sports Bursaries
All forms referenced in this handbook can be downloaded from the UWA Sports website:
Annual Club Report Template
Budget Summary
Champion Club Nomination Form (to be release later in 2015)
Club Budget Pack
Club Membership List
Club Report
Coaches Conduct of Ethics (to be release later in 2015)
Grant Claim Form
Important Dates
Office Bearers Form
Sports Awards Nominations (to be release later in 2015)
UWA Recreation and Fitness Centre Booking Form
UWA Sports Park Booking Form
UWA Watersports and Leadership Centre Booking Form
Sports Park and Clubs Manager Welcome
UWA Sports has been supporting the affiliated Sport Clubs and the Student Sports Council of the University of Western Australia for the last 20 years. Last year the University of Western Australia conducted a Strategic Alignment and Structures of Sport at UWA Review. The results of the review are positive for Sport Clubs and moving forward will be an exciting time for sport at the University of Western Australia with UWA Sports transitioning all sporting activities to a new entity that will be directly controlled by the University.
UWA Sports will continue to support the Sport Clubs during the transition with both the Sports Park and Clubs Manager, and Sport Clubs Officerdirectly overseeing and managing Sports Council and Sports Clubs. This support will includegovernance and administration of clubs as well as assistance with bookings, budgeting and sporting competitions. This team also manages elite athlete scholarships and club grants.
This handbook will assist in the administration of clubs regarding the relationship with Sports Council and UWA Sports. It contains all the information you need regarding Sports Council, club administration and operations, including procedures for obtaining club grants, scholarships and awards criteria as well as information regarding meetings, facilities and bookings and further sporting opportunities at UWA.
Last year our Sport Clubs had significant wins on the field with the University Football Club, University Boat Club and UWA Rugby Union Football Club winning their respective premierships/championships. Many clubs also supported teams /athletes in national and international competitions and individual exchanges, including the Australian University Games Team where UWA achieved remarkable success finishing 5th overall and 4th per capita out of 41 participating tertiary institutions from across Australia.
In 2015 UWA Sports will support all affiliated clubs and look forward to achieving success on and off the field.
Sue Gliddon
Sports Park and Clubs Manager
Important Contacts
2015Sports Council Management and Finance Committee to be confirmed.
Email for all Sports Council related communication.
Relevant UWA Sports Staff Contacts
Executive Director
Bruce Meakins 6488 2335
Associate Director Operations and Facilities
Rodney 6488 3920
Sports Park and Clubs Manager
Sue Gliddon 6488 7661
Sport Clubs Officer
Dylan Harvey 64885077
Facilities Bookings
Clubs of UWA Sports Council
UWA Sports Council currently supports 35 sports clubs and teams. These cover a wide range of interests and activities.
As of January 2015the following clubs are affiliated with Sports Council:
1
Aikido
Athletics
Australian Rules (Football)
Badminton
Baseball/Softball
Basketball
Boat
Cricket
Fencing
Flying Disc (Ultimate)
Football (Soccer)
Golf
Handball
Hockey
Judo
Karate
Kobudo
Netball
Outdoor
Rugby
Savate
Squash
Swimming
Table Tennis
Tae Kwon Do
Tennis
Triathlon
Underwater
Volleyball
1
As of January 2015 the following University teams are affiliated with Sports Council:
Futsal
Lawn Bowls
Sailing
Touch
Water Polo
For club contacts see the latest Recreate®Magazine, club contact page on theUWA Sportswebsite Club Corner at the Recreation and Fitness Centre, Crawley Campus.
2015Committees
Sports Council Meetings
Where possible Sports Council meetings will be held on Tuesday duringcommon lunch time starting at 1pm.
DateTimeVenue
10 March1-2pmUWA Boat Shed
29 April8-9pmUWA Watersports and Leadership Centre
12 May1-2pmUWA Boat Shed
11 August1-2pmUWA Boat Shed
13 October(AGM)1-2pmUWA Boat Shed
A STUDENT delegate from THE EXECUTIVE (i.e. President, Vice President, Secretary or Treasurer) of each club is required to attend each of the Sports Council meetings.
Sports Council Committee
A meeting of the general committee is called at least twice in the University semester. The general committee of Sports Council consists of:
President
Vice-President
Secretary
Treasurer
Executive Director or Representative
Sports Club and Safety Officer
Club Representatives (1 per club)
Budget Committee
The budget committee sits with all UWA Sports Clubs in March to go through the club budgets for the upcoming 12 months
Treasurer/President
2 Sports Council Management and Finance (SCMF) Committee Members
Sports Park and Clubs Manager
Sport ClubsOfficer
Relevant staff bookings officer depending on club
Club Budget Submissions
Submission deadline: 12noon Monday 9March 2015
Your club is required to submit an accurate and detailed budget for the calendar year to UWA Sports (see Budget Pack). A budget allows your club to plan its income and expenditure over the coming year and allows you to plan for the future. Without a budget, Sports Council Management and Finance Committee cannot assess grant requests.
Penalty for late submission of budget – minimum of 10% of total club grant.
Club Budget Meeting- Semester 1
Club budget meetings will be held in the UWA Watersports and Leadership Centre Boardroom.
Monday 16 March / Wednesday 18March
1630 / Soccer / 1630 / Aikido
1715 / Rugby / 1700 / Fencing
1800 / Hockey / 1730 / Savate
1845 / Athletics / 1800 / Kobudo
1930 / Taekwondo / 1830 / Triathlon
1900 / Volleyball / 1900
1930 / 1930
Monday 23
March / Wednesday 25
March
1630 / Ultimate / 1630 / Handball
1715 / Netball / 1700 / Water Polo
1800 / Tennis / 1730 / Basketball
1845 / Football / 1800 / Touch
1930 / 1830 / Squash
1900 / 1900 / Badminton
1930 / 1930
Monday 30 March / Wednesday 1
April
1630 / Swimming / 1630 / Boat
1700 / Cricket / 1700 / Judo
1745 / Baseball / 1730 / Outdoor
1830 / Underwater / 1800 / Volleyball
1900 / Table Tennis / 1830 / Karate
1900 / Golf
1930
Club Update Meetings- Semester 2
Club update meetings will be held in the UWA Watersports and Leadership Centre Boardroom.
Monday 10 August / Wednesday 12August
1630 / Soccer / 1630 / Aikido
1715 / Rugby / 1700 / Fencing
1800 / Hockey / 1730 / Savate
1845 / Athletics / 1800 / Kobudo
1930 / Taekwondo / 1830 / Triathlon
1900 / 1900
1930 / 1930
Monday 17 August / Wednesday 19 August
1630 / Ultimate / 1630 / Handball
1700 / Water Polo / 1700 / Netball
1730 / Tennis / 1730 / Basketball
1800 / Football / 1800 / Touch
1830 / 1830 / Squash
1900 / 1900 / Badminton
1930 / 1930
Monday 24 August / Wednesday 26 August
1630 / Swimming / 1630 / Boat
1700 / Cricket / 1700 / Judo
1745 / Baseball / 1730 / Outdoor
1830 / Underwater / 1800 / Volleyball
1900 / Table Tennis / 1830 / Karate
1930 / 1900 / Golf
1930
Grant Submissions
Clubs will be required to complete the 2015 Grant Application Form and submit it to the Sport Clubs Officer by Wednesday 15th April 2015. Please refer to the Club Grants Claim Form. Grant submissions must include an application form and purchase receipts.
Grant Notification
Clubs will receive notification of their grant allocation by email.
Special Grants
If there are grants that are left unclaimed after the grant deadline, Sports Council may choose to invite clubs to request extra grant funding.
Sports Awards Committee
The Sports Awards Committee meets to consider the nominations of club members, UWA students and club administrators on 15 October 2015.
The Sports Awards committee consists of:
Sports Council President
Sports Council Secretary (non –voting)
Student or Non-Student Past Blues Winner (2) – Term of 2 years
Student Past Blues Winner (2) – Term of 2 years
UWA Sport Association Staff Representative (non-voting Chair)
Sport Scholarship Selection Panel
The Scholarship Panel assesses all Sport Scholarship applications and in accordance with the conditions prescribed by the panel awards scholarships to worthy students.
The Scholarship Selection Panel consists of:
The Warden of Convocation, the UWA Graduates Association, or nominee;
Two members of the Council of Convocation, the UWA Graduates Association, nominated by the Warden;
Two past winners of a Blue or Half Blue nominated by Sports Council;
The President of the UWA Sports Council or nominee;
The Executive Director, UWA Sport and Recreation Association, or nominee;
A member of academic staff nominated by the Head of School of Sport Science, Exercise and Health;
Member of UWA Sport Association Board or Staff nominated by the Executive Director.
For more information see the Awards and Scholarships section.
UWA Sport and Recreation Association Membership
Membership of the UWA Sport and Recreation Association can be obtained through various avenues. Membership is voluntary to current students at UWA, the UWA Sport Association Membership being part of the student services and amenities feepayment. Membership to the UWA Sport and Recreation Association is open to UWA students, staff and graduates as ordinary members and other groups as associate members as stated below.
Ordinary Members
UWA students
UWA staff
UWA graduates
Associate Members
Immediate family members
Sports club nominee
Other students
Other graduates
SportingFacilities and Bookings
Facilities
The UWA Sport and Recreation Association offer members access to a range of varied sporting facilities. The facilities are located in three places; UWA CrawleyCampus, UWA Sports Park and UWA Claremont Campus.
UWA Recreation and Fitness Centre – Crawley Campus
Indoor and outdoor courts including badminton, basketball, indoor soccer, netball, squash, tennis and volleyball
Fitness Centre
- More than 50 group fitness classes each week
- High performance room including LIFE FITNESS plate-loaded equipment
- Circuit room
- Cycle room
- Interactive rowing zone featuring ROWPRO software
- More than 120 cardio and resistance weight machines
- Range of cable stations including 2 TECHNOGYM Kinesis machines
Campus Ovals - Crawley
Riley Oval
James Oval including bowling nets, syntheticandgrass turf practice wickets, turf cricket wicket
UWA Watersports and Leadership Centre and UWA Boat Shed – Crawley Campus
Function and meeting facilities
UWA Sports Park
Australian Rules football ovals
Turf cricket wickets
Rugby pitches
Football (soccer) fields
Baseball/Softball diamonds
Athletics track
Grass hockey field
Synthetic hockey fields
Clay tennis courts
Grass tennis courts
International Martial Arts Centre- Claremont Campus
Martial Arts dojo
Fencing Pistes
Multipurpose Court
How to book Facilities
All UWA sports clubs are required to apply for desired times of facility hire. This is done by following the procedure laid out below:
Contact the UWA Sport Clubs Officer to arrange a club booking.
Regular bookings
1.All booking requests are to be made on a "Booking Request Form" and also downloaded from the UWA Sportswebsite must return a completed Booking Request Form to Dylan Harvey.
2.Once the most serviceable schedule is established it will then be put forward for final approval. Once finalised, each club will be notified.
3.Bookings will only be cancelled upon request from a club in writing, at least 7 days prior to the booking. All bookings cancelled less than 7 days period will be invoiced.
4.Bookings must be made and paid 14 days prior to requested date. Bookings will NOT be accepted less than 14 days to requested date.
5.Bookings will not be honoured unless made through correct UWA Sports bookings channel.6.Failure to abide to by the above may result in forfeiture of booking space.
Special bookings
1.Any other special requests for bookings (tournaments etc.) will need to be submitted a minimum of 6 weeks before the event.
2.All bookings to be reviewed on a case by case basis. If the booking does clash with another booking then UWA Sports Staff will make a decision as to whether the booking can proceed.
3.If other bookings are to be altered or cancelled then 4 weeks notice shall be provided.
Invoicing
1.The hire fees for all club bookings will bedetermined as per the club Grounds and Court Hire Discount Incentives. Statement and Invoices where relevant will be provided upon request or monthly.
2.All invoices will include a breakdown of the sessions used over the course of the month. The invoices are cross-checked against the booking sheets to ensure the invoice is accurate.
3.All accounts must be paid within the set time period. If there is a dispute over part of the invoice, all parts not disputed are to be paid and then the dispute will be addressed. Disputes are to be discussed between the club and Sports Park andClubs Manager, at an agreed time.
Other information
1.All bookings must conclude at the time specified.
2.The time allocated for a club booking includes set up and pack down time. Your club must leave that space available at your booked time for the next booking. Failure to comply with this will result in the club being warned and if the problem continues then action, which will be decided by the Associate Director Operations and Facilities, shall be taken against the offending club.
3.The Main Sports Hall at the UWA Recreation and Fitness Centre will be used for exams and other special events during the year. All clubs that use this facility will be notified of exam times no less than 4 weeks prior to the event. This will be done in writing. Exam weeks are:
Saturday76 – Saturday 20June and Saturday 7– Saturday 21 November 2015
4.Each club is to have one nominated person who is to deal with all their bookings. This person should be a member of the Executive. The Club Bookings Officer is the only person who shall be permitted to make, cancel or edit bookings. If this person is going to be away from the club for any period of time they are to inform UWA Sports of the temporary booking contact in writing.
5. The Associate Director Operations and Facilities of UWA Sports and The University of Western Australia must approve any physical alterations a club would like to make toa facility.The club must submit the required changes in writing.
Student Sport Competitions
UWA Sports runs two,yearlong competitions for students studying and/or living at UWA. These competitions create healthy rivalries as well as an opportunity for students to interact.
Please see the UWA Sports website ( for relevant dates, fixtures and sports.
Inter-Faculty Sport
Inter-Faculty Sport runs on most Wednesday afternoons during semester: It provides an excellent opportunity for students to have some fun competing for their faculty in a social environment.
- Arts/Architecture
- Economics and Commerce Society (ECOMS)
- University Engineers Club (UEC)
- Physical Education Student Association (PESA)
- School of Indigenous Studies (SIS)
- Blackstone (Law)
- Science
Inter-College Sport
Each year the five residential colleges battle it out for Champion College on most Sundays through out semester.
- University Hall
- St George’s College
- St Catherine’s College
- Trinity
- St Thomas More
Sports Programs
UWA Sports has a number of additional diverse sporting programs catering for anyone interested in sport or recreation.