Arc Sport. 1 Committee Handbook 2017

Transcription

1 1 2017

2 CONTENTS How to Start a Club Executive Positions Paperwork Finance Legal Bookings Funding Sports Club Funding Grant Core Operating Principles Waivers Insurance Meetings How can Help Sponsorship Coaches and Qualifications National Governing Bodies Kit Marketing Unigames Blues Dinner Essential Paperwork FAQs 2

3 3 HOW TO START A CLUB Think about the club you want to start and check if a similar club or strand already exists within. Then the Sports Development Coordinator, Gemma g.ferguson@arc.unsw.edu.au. Ensure you include the following information in your The reason you want to start the chosen sport club Background about yourself: Do you have experience in the sport? How long have you been involved in the sport? Are you a current university student? How many years will you be at university? Do you know other people interested in the sport? Is there a need for the sport? In other words have you signed up students who have shown interest, and is there enough interest? How often would you want to train? What facilities will you need? What equipment will you need? Are there leagues in NSW? Is there a National Governing Body that can help support your program? Be patient, it takes time to ensure a sustainable foundation for your club. Disclaimer: Not all clubs will be possible due to facility or funding constraints, or due to a similar club already existing. 3

4 4 Arc EXECUTIVE POSITIONS There are four main executive positions held in a Sport Club Committee. They are the President, Secretary, Treasurer and Arc Delegate. Committee member roles and responsibilities are as follows: President It is the President s responsibility to chair all Committee and General Meetings of the Club and to oversee and coordinate the activities and administration of the Club. The President must ensure that the Executives of the Club perform their function, responsibilities and duties through regular correspondence, advertised meetings, reports, notices and/or newsletters and to liaise with Arc and the university on behalf of the club. Secretary It is the Secretary s responsibility to manage all Club correspondence in an appropriate manner. The Secretary should organise General Meetings, develop an agenda in consultation with the President and keep minutes at General Meetings. It is also the Secretary s responsibility to ensure all necessary documents are submitted to Arc by the required deadlines. Additionally, the Secretary should oversee essential documentation such as constitutions and affiliation agreements. The Secretary should have knowledge of the location of these documents. Delegate It is the Arc Delegate s responsibility to facilitate and organise the Club s O-Week activities and presence, as well as to liaise with Arc and the rest of the Committee throughout the year. The Arc Delegate must attend all Sports Council meetings, and communicate with the rest of the Committee at the conclusion of each Sports Council meeting to pass on any relevant information. It is mandatory that the Arc Delegate be a current UNSW student. The duties mentioned above are inclusive, but not limited to each respective position. For more information, or to see an extensive list of duties and responsibilities for each position, please refer to the Club s Constitution. Note also that some clubs may have additional committee positions. Please check with clubs for their requirements. Note also that some clubs may have additional committee positions to support the Club, but it is essential that the above four positions be filled. Some additional positions may include: Development Officer Social Officer Gear Officer Events Coordinator IT Officer, etc. Treasurer The Treasurer is responsible for keeping and maintaining all Club financial records and documents, as well as maintaining a clear and accurate record of all financial transactions carried out by or on behalf of the Club. It is the Treasurer s responsibility to carry out financial transactions as authorised by the Committee or Executives, and to ensure that the Club funds are not misused at any time. The Treasurer should also create and submit a budget to Arc by the required deadline. 4

5 5 PAPERWORK To be affiliated with and to receive funding each club needs a Constitution and an Affiliation Agreement. It is expected that these documents be passed down from previous Executive members, but copies can also be requested from the Sports Development Coordinator. Clubs can also get a Model Constitution and Affiliation Agreement from the Sports Development Coordinator in the case where existing documents do not exist. What is it? Constitution A constitution is a legally binding document that encompasses the every day running of a club. It functions as a skeleton of the club that outlines the minimum requirements needed for a club to function. The constitution doesn t require changing very often, probably every 3-5 years. Constitutional changes need to be approved with the Sports Development Coordinator and needs to include an AGM or EGM. Affiliation Agreement An Affiliation Agreement has more detail than a Constitution, and encompasses the terms and conditions with which a club must comply to properly be affiliated with. The Affiliation Agreement needs to be reviewed every year at the end of the year, which allows for more fluidity, meaning it can be changed on a yearly basis, as required. Therefore, anything that the club might think needs changing will be put in the Affiliation Agreement and not in the Constitution. (Disclaimer) Constitution and Affiliation Agreements are 100% necessary in order to be considered a valid club with. 5

6 6 FINANCE Any questions about funding or funding procedures need to be addressed to the Account Assistant, Leah Chen or the Financial Accountant, Sharon Li Please ensure that Gemma is cc d into all correspondence. We prescribe all clubs to make use of a club account, with little or no cash handling. In the case where a club makes use of cash handling, receipts need to be written and recorded. In the case where paypal is used a club paypal needs to be set up with at least two Executive members to have access and authorisation for the account. New Executive members should make it a priority to get access to the Commonwealth Bank Account. It is crucial that at least 2 Executive members have access to the account. In order to do so, Executive members can Sharon to set up access to the account. This process of granting access can take 3-4 weeks. Therefore, make this a priority for your club to get done asap. Banking for sports clubs using CommBiz All Arc sports clubs are required to have a Commonwealth Bank account and use the CommBiz facility to create and approve club bank transactions. To operate a CommBiz account, users need to have a CommBiz identity created and be identified by the CBA. Users are also provided with a CBA security Netlock device (a USB) and a CommBiz token. As added security, sports club bank accounts have multiple authoriser rules. For transactions between $1 and $1000, two club authorisers need to authorise the transaction. Arc staff do not approve amounts within this range. For transactions between $1001 and $10,000, one club authoriser and an Arc authoriser need to approve. For transactions above $10,000, one club authoriser and two Arc authorisers need to approve. When you need amounts above $1000 authorised, please finance@arc.unsw.edu. au and attach a copy of the invoice to be approved. Important: Wherever possible, club expenses should be paid directly from the club bank account, although members can be reimbursed for expenses which they incur on behalf of the club. ALL money received by the club must be paid directly into the club account. Under no circumstances should a club member ever receive money owed to the club into their own personal accounts. If you have questions about the operation of a CommBiz account, please contact the Helpdesk at first (telephone ). You will need to provide your User ID and Service ID over the phone. Contact Arc if changes to account settings are needed, or if users need to be added or removed. 6

7 7 LEGAL Sports clubs have a number of critical legal considerations and responsibilities. Arc s legal service may be able to provide advice for certain issues which affect clubs. Inquiries can be made to advice@arc.unsw.edu.au and all questions will be treated in the strictest of confidence. For certain inquiries we may suggest the club consult a private solicitor. Coaches For those clubs with child members, appropriate Working with Children checks for coaches need to be sighted. Always have a systematic approach to the selection and vetting of coaches, especially for juniors. A coach or club may have their own contract, or they can use a standard form coaching agreement which is available through the Arc sports office. Where a coach needs to provide high level or expert advice or guidance, clubs should always consider if their coach needs a professional qualification, and should consult with any governing association in the particular sport. It is a requirement of NSW and Commonwealth law, as well as a condition of affiliation with Arc, that all sports clubs strictly follow anti-discrimination laws and ensure members do the same. Incorporated clubs For those clubs which are also incorporated associations in NSW under the Associations Incorporation Act, annual financial reports need to be lodged with NSW Fair Trading one month after an Annual General Meeting. Club executives should remind themselves of their responsibilities in running an association via the NSW Fair Trading website ( under Cooperatives and Associations ). Incorporation can be beneficial for clubs, especially larger ones or those which frequently enter contracts with third parties. Upon incorporation, a club has a separate legal existence that is distinct from that of its members. Incorporation removes personal liability AND gives the club the same powers as an individual to own and sell of property and other assets, enter into contracts and other benefits. Contracts Always read any document carefully before signing. Take note of amounts to be paid and by which party, any specific dates where performance (i.e. doing something) is required, penalties for breach/cancellation and if the terms are what was agreed to verbally. A club should seek advice if uncertain about its rights and obligations under a contract. 7

8 8 LEGAL (CON T) Insurance, injuries and liability Clubs are covered by public liability insurance (harm caused to third parties by participants) however club members will not be covered by insurance if they injure themselves in the normal course of play. Club members should consider having their own health insurance. Many sports clubs ask participants to sight risk warnings and sign waivers to minimise liability for the club. This can be good practice for clubs and participants should also be asked to confirm they are in a fit state of health to participate in the particular sport. When clubs are planning events, it is good practice to consider the following Does the event involve risk/dangerous activity? Does the activity require disclosure of medical conditions etc? Do you need to have St Johns Ambulance on site and/or hire professional equipment that complies with safety standards? Club executives are encouraged to seek advice if they are uncertain about any issues relating to insurance or risk associated with their club. Fundraising Some fundraising appeals require an authority or permit. If a club is raising money from the general public, it may require an authority from NSW Office of Liquor, Gaming and Racing. Clubs can find information about fundraising requirements at 8

9 9 Indoor BOOKINGS Grass fields and facilities All of our outdoor facilities are managed by Arc. The following facilities are available for hire through Arc: Village Green Oval 4 Quadrants of the Village Green Village Green Futsal Court Sam Cracknell Pavilion Function Room Sam Cracknell Pavilion Downstairs Meeting Room David Phillips East/West Field David Phillips North David Phillips South David Phillips Synthetic Hockey Field David Phillips Synthetic Football Field 4 Tennis Court at David Phillips David Phillips function space Bookings All bookings can be made through the Arc website, by completing the booking form on our Facilities page: Please allow at least 48 hours notice for bookings. Any questions about bookings need to be addressed to the Sports Facilities Coordinator, Craig Davis, c.davis@arc.unsw.edu.au. Forms can be found at: Facilities YMCA manages the UNSW Fitness & Aquatic Centre. The following facilities are available for hire through the YMCA: 2 Basketball indoor courts 7 Badminton courts 4 Squash courts Judo Room Multi-Purpose Room 50 metre indoor lap pool (lane hire available) Note: casual entry fee applies for each person in addition to lane/pool hire charge. Bookings Bookings can be made by contacting the Programs Coordinator on programs.unsw@ymcansw.org.au. For casual bookings the Centre s Customer Service Desk can be contacted directly on (02) Alternatively, the booking form below can be used. Please see the booking form for full terms and conditions for facility bookings. Payment All clubs will be invoiced for their bookings. Please ensure that invoices are paid on time and in full. In order to do so, please 9 ensure that you check the dates, timing and final amounts of all invoices. Please treat YMCA staff as members of Arc staff.

10 10 How FUNDING How funding amounts are determined The funding process is started by allocating 50% of the funding from 2016 straight across to Each club receives an additional $1,000 for completely 4 out of 9 of the core operating principles as highlighted in the Affiliation Agreement. Each club receives an additional $2,000 for having more than 70% student membership within the club. NB each alumni member of the club accounts for 0.5%. This process will be up for review and modifications in 2017 & 2018; therefore any constructive feedback about this process from clubs will be taken on board. Details of documentation needed by To get access to the available funding for your club you will need to provide the following documentation: A budget report Have a signed Constitution Have a signed Affiliation Agreement Have a membership list with both numbers and percentage of students, alumni and community members shown clearly Evidence that you have fulfilled 4 out of 9 of the core operating principles A brief outline (no more than 250 words) of the happenings of your club. This can include beginner sessions, social events, attendance numbers, coach development, etc. We want to hear about the important successes and/or developments for your club in the first semester. to get access to this funding When you have collected all the documents requested, please them to Gemma, the Sports Development Coordinator at g.ferguson@arc.unsw.edu.au Please label each document clearly. Once all documentation has been confirmed and processed we will the finance team to release the agreed amount and this will be paid into your club accounts. When this request to the finance team happens, the Exec of the club will be cc d into the so they will get notified. Funding procedures are up for changing in the near future so please ensure that you have updated information from Gemma post

11 11 DEVELOPMENT GRANT The Development Grant is designed to support and develop Sport Clubs affiliated with at UNSW who seek to grow and better cater for their members. This means that clubs have an opportunity to apply for a Grant in order to further develop the activities of their club. Any funding allocated to a Sport Club as part of the Development Grant will not be counted toward the Sport Club s annual base funding granted by Arc. Also note that this scheme may not be used by Sport Clubs to subsidise regular expenses i.e. those expenses reasonably expected on a day-to-day basis such as weekly court hire costs. Sport Clubs should enquire with staff if they are unsure. will consider Development Grant applications in two rounds each year. They will be distributed throughout the academic year, usually divided between semester 1 and 2. The deadlines for the submissions will be submitted to clubs each year by the Sports Development Coordinator with plenty of notice. At the close of submissions after each round, shall convene the Sports Development Grant Committee (SDGC). The SDGC shall consider all applications submitted for that round and each member will make their individual recommendations regarding support to be provided, on the basis of those applications, to the Sports Development Coordinator, as Chair of the SDGC. The Sports Development Coordinator will consider these recommendations in making the final decision regarding the Development Grant recipients and the appropriate grant amounts. The Sports Development Coordinator will notify the club of their decision, who will then arrange appropriate payment. The Sports Development Coordinator shall work with Arc to ensure the final grants are available and appropriate for the relevant activity. 11

12 12 Sport CORE OPERATING PRINCIPLES Operating Principles and Activities All clubs must engage in the following Core Operating Principles: To foster an environment that encourages the positive values of fairness, respect, responsibility and safety; To have a clear and defined structure in terms of club governance; To have an effective and active committee to carry out the objects of the club; and To maintain transparency and integrity in the club by carrying out their reporting obligations to. All Clubs must engage in the following Core Activities To organise, in conjunction with Arc, a beginner s course to provide a structured introduction to your sport. Dates should be confirmed and advertised during O-Week; To run a club activity, in the form of training, games, social events and/or other opportunities, at least fortnightly during their season; Strive to have a minimum of seventy per cent (70%) of current club members as current UNSW students; To participate throughout the whole of O-Week and, where relevant, Festival of Sport; To encourage student development in the club management and provide opportunities for student involvement within the Committee to facilitate successful succession planning; and To adhere and comply with all Work Health and Safety principles. Clubs Sport Clubs are highly encouraged to engage in the following Specific Activities where relevant: To organise a students based social competition or gala day which will be run during the academic year; To compete in regular external and internal competition at a local, regional, state or national level and provide a pathway for students to compete at different levels of competition; To cater for the broadest skill levels from beginners to experienced athletes with the opportunity to measure improvement; To have all head coaches and instructors hold current accredited coaching and safety qualifications, as recognised by their sport s governing body; To assess succession planning for coaches to ensure that continued participation in competition is both viable and sustainable; In addition to the first aid requirements of head coaches and instructors, to have at least two other instructors within the Club with current senior first aid and Perform CPR qualifications; To provide management and coaching for AUS events; 12 To assist Arc in running inter-faculty sport events; To compete in an intervarsity cup or meet throughout the year; and To facilitate professional accreditation and qualification courses for student members, for example, an umpiring course.

13 13 CORE OPERATING PRINCIPLES (CON T) Recreational Sport Clubs Recreational Sport Clubs are highly encouraged to engage in the following Specific Activities where relevant: To organise a students based activity day which will be run during the academic year; To provide regular activities, trips and tour opportunities with a minimum of eight (8) trips for club members during the academic year; To cater for the broadest skill levels from beginners to the more experienced with the opportunity to measure improvement; To have all head instructors hold current accredited coaching and safety qualifications; In addition to the first aid requirements of head instructors, to have at least two other instructors within the club with current senior first aid and Perform CPR qualifications; To offer advanced courses and training to club members; and To facilitate professional accreditation and qualification courses for student members, for example, a diving license. 13

14 14 WAIVERS Sports with high risk need participants to sign a waiver. Waivers are required for clubs not to be held liable for any injuries that may occur. Waivers can be included when signing up for membership or when members come to the first session. Waivers can be checked with the Sports Development Coordinator, Gemma. Arc Legal & Advocacy can also be used for questions and comments about waivers. INSURANCE All members of the UNSW ing Club are covered under the UNSW Personal Accident (PA) insurance program for any injury that occurs when they are participating or engaged in a UNSW club activity. Who is covered? The policy provides a range of benefits in the event of accidental death or accidental bodily injury whilst undertaking UNSW authorised activities. It does not cover claims arising from sickness, illness or disease. Cover applies whilst members are on or off campus representing the UNSW Sporting Club or involved in UNSW Arc Sporting Club business including authorised overseas travel. It will be useful for Execs to read what is and isn t covered to advise members accordingly. Information about UNSW Insurance can be found at the UNSW Insurance website: fin.unsw.edu.au/services/insurance. Making a Claim To make a claim please complete the Personal Accident claim form and forward it to the address on the form along with your invoices, receipts and relevant documents: The last page of your claim form must be completed by an authorised staff member: the Sports Development Coordinator (Gemma). 14 It is advisable to keep a copy of all your documents. To receive a copy of UNSW Personal Accident policy please contact Azita Karpour on (02)

15 15 Extraordinary MEETINGS (INCLUDING AGMS/EGMS) Committee Meetings In order to properly run a club, it is necessary for the Committee to meet as often as needed throughout the year. As per the Constitution it is advised to have a minimum of 2 meetings throughout the year, one in Semester 1 and another in Semester 2, but it s often unrealistic to manage a club on only 2 meetings a year. Therefore, meetings need to be arranged as your club sees fit. recommends having more than 2 meetings a year. Please ensure that your club Secretary takes minutes for every meeting. For more information about the roles of each Executive member at meetings, please refer to your Constitution or have a look at a summarised list within the handbook. Annual General Meeting (AGM) An AGM is a meeting held every year in order to communicate and report to all members of the club the events for the year, as well as to elect new Executive and Committee members for the following year. Check your constitution for details on how much advance notice you must give your members, and how long you can accept any notices members want to bring up. Minutes must be taken and shared with afterwards. General Meeting (EGM) An EGM is a meeting other than the AGM that is generally called on short notice to deal with urgent matters. This meeting will be called because the matter cannot be held off until the next AGM. It is essential that members of the club be notified in advance the purpose of the meeting so that they can attend the meeting to deliver useful input and judgment. As with an AGM, minutes must be recorded and voting procedures must follow as per constitution. Notice of General Meetings We require all clubs to notify Arc, in writing, about any General Meetings. All members of the club should also be notified about the place, day, and hour of the meeting, as well as the business to be conducted at the meeting. Quorum A meeting cannot be held unless a quorum is present at the time of the meeting. This means that unless the number of people specified in your Club Constitution is in attendance, the meeting cannot be held. 15 For specific details about your Club s Committee meetings, including quorum, notice of meetings, voting and other procedures, please refer to your Club Constitution.

16 16 HOW Arc SPORT CAN HELP It is s mission to develop sport and all sporting activities on campus. will support clubs so that they can conduct, encourage, promote, advance and administer their sport throughout the university. is primarily focussed on student involvement, to increase student participation with sporting activities on campus, as well as getting as many clubs as possible at 70% student participation. A successful club also shows alumni retention, and is here to support clubs in order to achieve all of these things. The importance of essential administration, creative marketing, a participation pathway and an organised team of Executives in establishing a successful club cannot be overstated. It is the Sports Development Coordinator, Gemma s aim to help support clubs achieve this. SPONSORSHIP The club is permitted to accept sponsorship from organisations external to UNSW provided that the terms, nature and conditions of the sponsorship agreement are approved by Arc. 1. Clubs wishing to enter into a sponsorship agreement must submit full details of the proposed agreement to Arc prior to entering into the agreement. 2. The club shall not enter into a sponsorship agreement without approval from Arc. 3. Where a sponsorship agreement requires advertising on behalf of the sponsor at any of the UNSW sports facilities, it shall be allowed provided that the advertising is not permanently fixed. Any such advertisement shall be on demountable signs and hoardings, which may be set up and removed as necessary. Any exception to this requires the prior written approval of Arc. 4. Where a sponsorship agreement requires advertising on behalf of the sponsor on uniforms and other club apparel, it shall be allowed provided that it complies with the branding and identity requirements of the uniform style guide and is accepted by Arc It is forbidden for clubs to get sponsorship from adult entertainment, betting and/or alcohol. Please also stay clear of competing brands, anything that is in direct competition with 16 YMCA (for example gyms) as well as sport or fitness sponsors where in direct competition with existing sponsors. If clubs are unsure about sponsors they can get in contact with the Sports Development Coordinator.

17 17 COACHES AND QUALIFICATION will help and support clubs to have many coaches and non-playing participants/volunteers. As much as possible we d like to see student coaches where there s a volunteer model for students. The club should support the non-playing sector with effective mentoring and worthwhile opportunities as long as they re voluntary. The most successful clubs have a sustainable voluntary coaching model. Clubs can talk to Gemma and National Governing Bodies about what to do (e.g. any courses that volunteers can take and possible discounts for training). The Development Grant process can help support the start of process of mentoring and developing student coaches. High risk sports may need to look at emergency first aid, and clubs with junior members (under the age of 18) need to ensure all coaches and non-playing volunteers working with junior members have a Working with Children s Check. NATIONAL GOVERNING BODIES KIT has a preferred uniform supplier. S-Trend will be providing all of our Unigames uniforms and we encourage Clubs to use them if you re getting uniforms made for your Club. S-trend delivers quality, affordable sportswear, and offers great customer service. The S-Trend contact is Charles Willacy charles@s-trend.com.au. When contacting Charles please ensure you cc Gemma into correspondence. Please also ensure that you seek confirmation of your uniform with before going to production. S-Trend has all our colours and logos. ALL CLUBS MUST FOLLOW THE UNIFORM STYLE GUIDE. If sections of the style guide will prove a problem for the club, Gemma. NB: Clubs that purchase uniforms and compete in Unigames must purchase Unigames uniforms as well - all of the unigames athletes must be wearing the same Unigames uniforms. MARKETING Most sports have a NSW Governing Body partnerships (dependent on the club). If there s no relationship already, it should be taken into consideration, as it offers a good support network for the club. This may include freebies, a good platform for information for the particular sport, as well as general support. The Arc Marketing team can help clubs with logo design for re-branding. This needs to be approved through an EGM with members of the club. Marketing can also be used for website 17 updating. If your club would like to make use of this service please let Gemma know. Your club can also let us know about any successes or events happening with the club. We are able to advertise these through the page, as well as our Facebook page. Keep this in mind for attracting more people to the club.

18 18 UNIGAMES Orienteering Unigames is a combination of multi sports events held annually each year. These events attract universities from all over Australia to compete in a variety of sports. The events that UNSW compete in are: Australian University Championships (AUCs) Surfing Championships Rowing Championships Distance Running Championships Triathlon Championships National Indigenous Games Unibattle Eastern University Games (EUGs) Snow University Games (SNOW) Australian University Games (AUGs) Many of the sports competed at Unigames are represented by a UNSW sports club. Where a Unigames contested sport corresponds with a UNSW Sports club we ask that sports club assist and support our Unigames team(s) where possible. Support includes but is not limited to training space/ time, access to qualified coaches, assistance with appointing student team organisers, running team selections and access to necessary sporting equipment etc. For more information about any of the events please see our Unigames page: or Hagan at h.butler@arc.unsw.edu.au. 18

19 19 Nomination BLUES DINNER Blues Dinner is a night where UNSW and celebrate and recognise the achievements of athletes, coaches, officials and volunteers both on and off the field. It is therefore a very important night where all clubs should be represented, because it provides an opportunity for clubs to show the wider University the achievements and success of the Sport Clubs and its members, which can generate further consideration for long-term development in the future. It s also just an incredibly fun night where all club members can rub shoulders and enjoy being part of such a diverse sporting community. We d like to highlight that Blues Dinner is an events for all clubs to be a part of. This means that you don t need to be a high performing club in order to attend the event or to nominate people from your club for an annual award. We, therefore, expect all clubs to make an effort to attend the event. Details Blues Dinner is generally held in March or April and costs about $100 - $130 per ticket. will give enough notice to Clubs before the event. This event should be planned into the Club s Sporting Calendar, and any financial support from clubs to attend should be factored in advance. It is strongly recommended that clubs nominate individuals for the various awards. for the Award of Blue Blues are awarded to recognize outstanding performance whilst representing the university in sporting events. In order to be considered for the Award of a Blue a nominee must meet the following criteria: a. The nominee must be studying towards a degree or diploma at UNSW during the year for which that person is nominated b. The nominee must have actively participated, for at least 2 competitive years, at the highest level of the sport at which the university competes, for at least 75% of those events c. It is required that the nominee has participated in at least one Australian University Games or Championship in the sport for which that person is nominated d. The nominee shall at all times uphold the ideals of the university and of sportsmanship will send out all criteria for the nomination of the Award to the committee. Any questions can be addressed to Gemma. Sports Recognition Award (SRA) The following are the requirements for the award of an SRA: a. The nominee shall have actively supported the nominating club for a minimum period of five (5) years including the year of nomination, either by consistent participation in the club s sporting or 19recreational activity or by valuable service to the club s organisation and administration b. Nominations, together with supporting documentation, shall be submitted to Arc@UNSW Sport by the advised date each year, in order to be considered for the following Blues and Sports Awards Dinner c. No more than five (5) Awards shall be presented in any one year.

20 DINNER (CON T) Annual Sports Award Committees can nominate people for the following: Coach of the Year Administrator of the Year 20BLUES Team of the Year Male Athlete of the Year Female Athlete of the Year Club of the Year Academic Excellence Sports Awards are awarded to recognise outstanding contributions and performances by UNSW individuals, teams and clubs. 20

21 21 ESSENTIAL PAPERWORK Constitution Affiliation agreements Any Relevant regulations Budget reports Membership lists 21

22 22 All FAQS When is the best time to talk to Gemma? It will be best to Gemma to set up a time to talk. Her address is g.ferguson@arc.unsw.edu.au, otherwise Gemma s office hours are between 10am and 5pm so feel free to pop down and have a chat. How can I get in contact with Gemma? You can Gemma, g.ferguson@arc.unsw.edu.au any time. Just keep in mind that some things will take priority and therefore you will not always get a response straight away. But don t fret; Gemma will always get back to you. You can also come down to the Sports Office (Upstairs, Sam Cracknell Pavilion, off Lower Main Walkway) to have a quick chat or to set up an appointment. Gemma s office hours are between 10am and 5pm. I m new to the Execs and it is all very overwhelming and confusing, I need help! You ve come to the right place. The is your go-to guide for all things committee related. If that doesn t answer your questions you can always have a chat to Gemma, the Sports Development Coordinator, who can point you in the right direction and help you with anything that s stressing you out. How can I advertise my club across campus and to wider students? You can make use of the website, where we can showcase your Club on our main page, as well as our Facebook page. We encourage all Clubs to send us updates about events or competitions because we want to show the UNSW community what they can get involved in. Maybe you have a beginner s course, or a special offer for Arc students you d like to promote? you have to do is Gemma with all the relevant details, including photos, g.ferguson@arc.unsw.edu.au, and we ll pop it on our website. Easy! (Please bear in mind that this is used to promote sporting events and/or fundraising, and not to promote social events that include alcohol). What is the difference between Arc and? Arc was formed in 2006 and is a not-for-profit organisation for students studying at UNSW. It s symbolic of an umbrella covering all of the students, clubs and societies in its care, and has nothing to do with floods or paired animals. Arc is all about everything outside the classroom; from volunteering opportunities to free food, there are a zillion opportunities to find your thing at uni with one of Arc s fun events or diverse clubs and societies. is one such thing that falls under this umbrella. We take care of all the sport Clubs and Activities on campus, including Festival of Sport, Social Sport, Dance Courses and Unigames. If you want to get involved in sport, then can help you. Finance is scary..how can I get support for this? Any questions can be addressed to the Account Assistant, Leah Chen, l.chen@arc.unsw.edu.au, or the Financial Accountant, Sharon Li 22 s.li@arc.unsw.edu.au. You can also the Sports Development Coordinator, Gemma, g.ferguson@arc.unsw.edu.au, if you re having trouble. We are in a pickle and need legal advice ASAP! No need to stress, the Arc Legal & Advocacy team is here for all your legal needs, advice@arc.unsw.edu.au. Please ensure that you also keep Gemma in the loop by cc-ing her into correspondence.

23 23 finances, FAQS (CON T) Where does Gemma work on campus? Gemma works at the office which is up the stairs of the Sam Cracknell Pavilion, off Lower Main Walkway (Building Code H8). What is Festival of Sport? Festival of Sport is a great event where heaps of sport on campus gets showcased. You can also sign up a team to compete in the Social Sport competition, where heaps of prizes are up for grabs. If you re not too keen on team sports there s also demonstrations and workshops run by some of our Sport clubs. Not satisfied yet? Well, each and every day there are a bunch of pick-up-and-play activities, free snow cones, and a free sausage sizzle daily! How cool is that? How can the Club be involved with Festival of Sport? Depending on what type of club you want to promote, will affect the activities you can offer at Festival of Sport. If it s a team sport, you could make it a social sport and have people sign up to compete against other teams. Or if you don t think there would be enough teams to sign up for social sport, you could run a learn-to-play session on one of the days, where you teach people the basics and then just play a game. If your club is interested in being part of Festival of Sport, get in touch with Gemma, g.ferguson@arc.unsw.edu.au to discuss all the possible options. We have had a poor year for recruitment, what can we do? Don t fret! We can help support you in getting your club out there! All you need to do is give us the material and we will push your sport through our social media platforms. We can also offer support in providing opportunities to advertise their potential demonstrations at Festival of Sport/Pop-Up days/ Social Sport, etc. before it gets too out of hand. So, if you re worried about how your finances are looking at the moment, get in touch with Gemma straight away. Your club can also consider fundraising as a means to get some money. Sponsorship is also a great option as they can provide many other benefits other than financial support. How can our Club be involved in O-week? We expect all clubs to be part of O-week as this is a great opportunity to get people to sign up to your club. provides stalls that your club can use to sign up people, as well as provide information about your sport and any activities your club will be running. There are also opportunities for clubs to showcase their sport and to have fun activities that people can be involved in. If your club is interested get in touch with Gemma, g.ferguson@arc.unsw.edu.au. Get creative and set up a fun and engaging stall! How can the Club get involved with Social Sport? There are two ways in which your club can get involved with Social Sport. You can either enter a team/teams into the existing competitions run during Social Sport, or you can create a new Social Sport where other people can join to play your Sport. If your Club is interested us, sport@arc.unsw.edu.au to have a chat about these options. Discounts may be offered for entering teams from your clubs 23 into Social Sport, so definitely get in contact! The facilities costs are too much! The treasurer is worried about our finances, what should we do? It s always best to ask for help when you re stressing over