Form C1

(Updated 28 January 2015)

DUTIES OF REGIONAL CONVENOR

PRIOR TO TRIAL / Date Completed
 / Liaise with Regional Sports Office re Regional Trial ie venue/times etc.
 / Check availability of the venue, hire charge, catering etc and advise the Sports Office.
 / Forward theVenue Booking Form (Form C4) to confirm venue, catering etc and send a copy to the Sports Office. /
 / UsetheVenue Booking Form (Form C4)to confirm catering for Team Officials etc at trial and send copy to the Sports Office. Confirm if payment for services is required and how payment is to be made. NOTE THAT CASH PAYMENTS ARE NOT TO BE MADE. /
 / Use the Referees/Umpires Booking Form (Form C5)to confirm referees/umpires for your trial and send copy to the Sports Office. /
 / If Referees/Umpires do not belong to an association but require payment directly to them, they must complete and return a Statement by Supplier Form (Form C7) which must be returned to the Sports Office. /
PRIOR TO TRIAL / Date Completed
 / Use the Sports Medicine Booking Form (Form C6) to confirm arrangements for Sports Medicine cover at your trial (Warren Kearns Email: ) and send copy to the Sports Office. /
 / Contact the Sports Office regarding any equipment required to be purchased.
 / Conduct RISK ASSESSMENT on venue and arrangements using the specific Curriculum Activity Risk Assessment Representative Sports Event - Convenor template (available on the Met East website) for your sport (Form D1). (NB this assessment must be sent to the RSSO at the time of submitting your Regional Trial Bulletin for approval. /
 / If you have a sport requiring trophies, contact your usual supplier for a quotation and then contact the Sports Office regarding the order. DO NOT PLACE ORDERS FOR TROPHIES.
 / Forward Draft Standard Letter for Regional Trials (Form C8) to Regional Sports Office for approval. This should be received by the Sports Office no later than 6 weeks prior to your trial. The Sports Office will distribute the completed form to District Sport Secretaries who will forward on to District Convenors (See attached letter sample, Form C8). /
PRIOR TO TRIAL / Date Completed
 / Secure any additional officials to assist in running the event. Blue Cards required. Register of Volunteers (Form C13). /
 / Advise the local associations of the trials. (As they may be able to assist with umpires / referees / grounds, informing students etc).
 / Ensure grounds are correctly marked, that equipment is available and ready for use, that seating and/or covered area is available (if necessary).
 / Send your completed and signed Transfer of Duties Form (Form A1) to the Sports Office no later than 2 weeks prior to your trial (available on the Met East Website). /
 / For individual sports, ensure that you have a copy of the Cash Collection Form (Form C3) and a safe place to store money collected on the day. /
ON THE DAY OF THE REGIONAL TRIALS / Date Completed
 / Conduct a risk assessment and complete Monitor and Review Section of your CARA prior to the commencement of activity.
 / Conduct Pre-trial Meeting – discuss draw, discuss team selection process / considerations that may be brought up. Pre-Trial Meeting Checklist. /
 / Confirm that the details listing the school where the District Team levies are being held are correct and confirm team numbers District Team Size Confirmation (Form C11). /
 / Ensure that all students participating in the trial have returned all Standard District Forms to the District Team Officialeg. Parental Consent, Principal Approval, Medical Details, etc.
 / For individual sports, collect the trial levy from each student and complete the Cash Collection Form (Form C3), listing individual transactions. Ensure that money collected is secured during the trial. /
 / Complete Volunteers Register (Form C13) and return it to the Sports Office. /
 / Oversee the day’s activities.
ON THE DAY OF THE REGIONAL TRIALS / Date Completed
 / Prepare notice boards/sheets for teams (with the draw and team duties, times for officials’ meetings and team selection).
 / Prior to the start of the trial advise all participants and spectators of information pertaining to the trial, particularly Absent Competitors. Regional policy/procedures must be observed.
 / Direct students and team officials to their areas.
 / Ensure that team officials have a copy of the Program/Draw etc.
 / Oversee Team selection – Select a team to include shadow players. Squads MUST NOTbe named. Ensure the Regional Selection Policy is observed.
 / Announce Regional Team.

Please Note:

If a District is unable to field a full team in a sport they may send individual students to the Regional Trial. These students must be given reasonable playing time either:

a)in another District team, b) incorporated within a composite team.

FOLLOWING THE TRIAL / Date Completed
 / For individual sports, present the collected money and a copy of the Cash Collection form (Form C3) to your School Accounts person as soon as possible. Send copy of completed Cash Collection Form (Form C3)to the Sports Office so that we can invoice your school. /
 / For team sports, send a copy of completed Confirmation of District Team Numbers (Form C11) to the Sports Office the day after your trial. /
 / A Regional Trial Report (Form C12)must be forwarded to Regional Sports Office within 2 weeks of the completion of the Regional Trials. /
 / If you have made any amendments to your previously approved Risk Management document, you must submit the revised copy with this report.
SUPERVISION REQUIREMENTS
 / Remember that you are the person responsible for the conduct of this trial. If you feel that there are not sufficient teachers to satisfy the safety and supervision requirements, the trial should not proceed. You are within your rights to deny a District’s students the right to compete if that District has not satisfied the supervision requirements.
 / Our policy states that if a student/s from a District attends an approved regional trial, a supervising teacher must be in attendance. The Regional Convenor will coordinate, prior to the trial, teacher supervision which will be on the basis of one teacher per district competing in the trial unless otherwise negotiated. The convenor has the authority to determine if supervision is adequate and that the trials can be conducted safely. The convenor has the responsibility to conduct a risk assessment and take appropriate action.
INTERACTIONS WITH STUDENTS
 / 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 YouTubeetc to contact or access 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.
REQUEST OR ACCESS TO STUDENTS
 / No approval is to be granted for a request by a school, club, player agent/manager for access to any student/s at a Regional Selection Trial. If any of these groups wish to distribute any material to students attending Regional Selection Trials, they are to make copies of the information available to the Regional Convenor who will announce to the students that the material may be collected from them. No direct contact with students is approved.
 / No personal contact details of students attending Regional Selection Trials is to be made available to any other person (teaching staff included) other than the Regional Team Coach and Manager.
CRITICAL INCIDENTS
 / A critical incident is any situation that impacts significantly on the welfare of staff and students or has the potential to interfere with their ability to function effectively. Such incidents may involve major damage or loss of assets, serious injuries / death resulting from an accident or serious injury / death resulting from equipment malfunction. If members of teams attending the trial are involved in such an incident, you must notify the Regional School Sport Officer as soon as possible. The Regional School Sport Officer may also contact the appropriate District Officepersonnel. After the immediate safety and well being of team members is considered, the Team Manager, Convenor, RSSO and Education Queensland personnel may need to develop a plan that will assist those involved in the immediate future and when they return to their schools.
Relevant EQ policies: HLS-PR-005 (Health & Safety Incident recording and notification). .
PROCEDURE FOR CONTROL OF SPECTATOR BEHAVIOUR
 /

Education Queensland is committed to taking all reasonable steps to ensure the safety of employees whilst they are performing their official duties and to providing a safe environment for staff, students and visitors. The Education (General Provisions) Act: The Act includes provisions that a principal or officer – in – charge may need to rely on, in situations involving willful disturbance and trespassing. The pertinent section of the Act for school sporting events is likely to be Part 4 – Willful Disturbance, which states: A person must not willfully disturb the good order or management of a state education institution.

 / Organising Committees are asked to include the above policy statement in any appropriate documents (eg. ground rules, convenors’ handbook, team officials’ handbook and to ensure that convenors and other key officials are aware of the PROCEDURE TO BE FOLLOWED. The procedures, however, should not be made available to the general public and for that reason should not be reproduced in programs, etc.
THE REGIONAL TRIAL
Where an adult other than a team official contravenes the School Sport Australia Code of Behaviour for Parents or spectators the following course of action should be implemented.
  • If the offending adult is associated with a particular team, the manager of that team will familiarise the offender with the Codes of Behaviour and request compliance.
  • If contravention of the Codes of Behaviour continues, the convenor will warn the offender that the game in progress will be stopped until such time as the offender modifies his/her behaviour accordingly.
  • As an absolute last resort, the convenor will advise the offender that he/she has breached Part 4 of the Education (General Provisions) Act (Willful Disturbance), and unless his/her behaviour is modified the police will be summoned. Only in extreme cases should this action be carried out.
  • The Regional School Sport Officer would be deemed Officer – in – charge and would need to advise his/her Regional Director in regard to such actions.
  • Should the situation be of a serious nature, the Officer-in-Charge (or his delegate) should contact the police immediately.
  • If police are called, they have the powers to direct the person/s to leave the venue and not return for a period of not more than 24 hours.

2015 Metropolitan East Region – District 13to 19yrs

BAYSIDE DISTRICT / Alexandra Hills SHS
Brisbane Bayside State College
Capalaba State College
Carmel College / Cleveland District SHS
Faith Lutheran College
Ormiston College
Redlands College / Sheldon College
Victoria Point SHS
Wellington Point SHS
Wynnum SHS
COMPOSITE DISTRICT / All Hallows’ School
Anglican Church Grammar School
Brisbane SHS
Cannon Hill Anglican College
Iona College / Loreto College
Lourdes Hill College
Moreton Bay College
Moreton Bay Boys College
Our Lady’s College / San Sisto College
Somerville House
St Laurence’s College
Villanova College
LOGAN DISTRICT / Groves Christian College
John Paul College
Kingston College
Loganlea SHS / Mabel Park SHS
Marsden SHS
Redeemer Lutheran College
Springwood SHS / Woodridge SHS
SOUTH DISTRICT / Balmoral SHS
Brisbane Adventist College
Cavendish Road SHS
Citipointe Christian College
Clairvaux Mackillop College / Coorparoo Secondary College
Holland Park SHS
Mansfield SHS
Mount Gravatt SHS
Nursery Road Special School / Rochedale SHS
Seton College
St James College
Whites Hill State College

2015 Metropolitan East Region – District 10 to 12yrs

BAYSIDE DISTRICT / Alexandra Hills SS
Bay View SS
Birkdale SS
Birkdale South SS
Capalaba State College
Cleveland SS
Coolnwynpin SS
Dunwich SS
Faith Lutheran College
Gumdale SS
Hilliard SS
Lota SS / Macleay Island SS
Manly SS
Manly West SS
Mount Cotton SS
Ormiston SS
Ormiston College
Redland Bay SS
Redlands College
Russell Island SS
Sheldon College
Star of the Sea Primary School
St Anthony’s School / St John Vianney’s School
St Luke’s School
St Mary MacKillop Primary
St Rita’s School
Thornlands SS
Tingalpa SS
Victoria Point SS
Vienna Woods SS
Wellington Point SS
Wondall Heights SS
Wynnum SS
Wynnum West SS / 12 Yr Olds High School Feed In
Alexandra Hills SHS
Brisbane Bayside State College
Carmel College
Cleveland District SHS
Victoria Point SHS
Wellington Point SHS
Wynnum SHS
LOGAN DISTRICT / Berrinba East SS
Burrowes SS
Calvary Christian College
Chatswood Hills SS
Crestmead SS
Eight Mile Plains SS
Groves Christian College
Harris Fields SS
John Paul College / Kingston SS
Logan Reserve SS
Mabel Park SS
Marsden SS
Redeemer Lutheran College
Rochedale South SS
Slacks Creek SS
Springwood Central SS
Springwood Road SS / St Edward the Confessor
St Paul’s School
St Peter’s School
Waterford West SS
Woodridge SS
Woodridge North SS / 12 Yr Olds High School Feed In
Kingston College
Loganlea SHS
Mabel Park SHS
Marsden SHS
Springwood SHS
Woodridge SHS

2015 Metropolitan East Region – District 10 to 12yrs

LYTTON DISTRICT / All Hallows’ School
Anglican Church Grammar
Belmont SS
Bulimba SS
Camp Hill SS
Cannon Hill Anglican College
Cannon Hill SS
Carina SS
Coorparoo SS / East Brisbane SS
Guardian Angels School
Iona College
Mayfield SS
Moreton Bay College
Moreton Bay Boys College
Morningside SS
Murarrie SS
Norman Park SS
Our Lady of Mount Carmel / Seven Hills SS
St James School
St Joseph’s School
St Martin’s School
St Oliver Plunkett School
St Thomas’ School
Sts Peter & Paul’s School
Villanova College
Whites Hill State College / 12 Yr Olds High School Feed In
All Hallows’ School
Anglican Church Grammar Sch
Balmoral SHS
Cannon Hill Anglican College
Coorparoo Secondary College
Iona College
Loreto College / 12 Yr Olds High School Feed In
Lourdes Hill College
Moreton Bay College
Moreton Bay Boys College
San Sisto College
Villanova College
Whites Hill State College
MOUNT GRAVATT DISTRICT / Brisbane Adventist College
Buranda SS
Citipointe Christian College
Dutton Park SS
Greenslopes SS
Holland Park SS
Junction Park SS
MacGregor SS
Mackenzie SS
Mansfield SS / Marshall Road SS
Mary Immaculate Primary Sch
Mount Gravatt East SS
Mount Gravatt SS
Nursery Road Special School
Rochedale SS
Seville Road SS
Somerville House
St Agnes’ School
St Bernard’s School / St Catherine’s School
St Elizabeth’s School
St Ita’s School
St Joachim’s School
St Laurence’s College
Upper Mount Gravatt SS
Wellers Hill SS
West End SS
Wishart SS / 12 Yr Olds High School Feed In
Brisbane Adventist College
Brisbane SHS
Cavendish Road SHS
Citipointe Christian College
Clairvaux Mackillop College
Holland Park SHS
Mansfield SHS
Mount Gravatt SHS / 12 Yr Olds High School Feed In
Our Lady’s College
Rochedale SHS
Seton College
Somerville House
St James College
St Laurence’s College

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