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Little Athletics Tasmania

Risk Management Policy

1 Amended: Saturday, 7th July 2012

Reviewed Saturday, 7th July 2012

Tasmanian Little Athletics Association Inc.

ABN 18 754 156 567

PO Box 812 Moonah TAS 7009

Tel 1300 888 713

[email protected]

littleathletics.com.au

Foundation for all sports

Policy #4 Risk Management

Policy

Tasmanian Little Athletics Risk Management

TLAA Risk Management Policy

Table of Contents RISK MANAGEMENT POLICY STATEMENT ..................................................................................................... 4 PROCEDURAL INFORMATION ...................................................................................................................... 5

Definition of Risk ................................................................................................................................................... 5

Risk Management ................................................................................................................................................. 5

Risk Management Process .................................................................................................................................... 5 1. Identification 5 2. Evaluation 5 3. Treatment 5 4. Implementation 5 5. Review 6

Policies and Procedures ........................................................................................................................................ 6

Types of Risk .......................................................................................................................................................... 6 Physical Risk 6 Financial Risk 6 Ethical or Moral Risk 6 Legal 6

Preparing for Activity ............................................................................................................................................ 7 c) Warming Up 7 b) Stretching 7 c) Cooling down 7

Provide a Safe Environment .................................................................................................................................. 7 a) Rules in Little Athletics 7 b) Playing Area and Facilities 8 c) Protective Equipment 9 d) ALA Standardised Equipment & Events 9 e) Shoes 9

Environmental Conditions ................................................................................................................................... 11 a) Cold Weather 11 b) Warm Weather 11

Children's Medical ............................................................................................................................................... 11 Asthma 11 Asthma and Athletics 11

Growth Related Injuries ...................................................................................................................................... 12

Illness and Participation ...................................................................................................................................... 12

Management of injuries ...................................................................................................................................... 12

The STOP procedure ............................................................................................................................................ 12

The RICED Regime ............................................................................................................................................... 13

First Aid Kit .......................................................................................................................................................... 13

Insurance Procedures .......................................................................................................................................... 13

FINANCIAL MANAGEMENT ........................................................................................................................ 14

Budgeting ............................................................................................................................................................ 14

Recording ............................................................................................................................................................ 14

Register of Assets and Liabilities ......................................................................................................................... 17

Financial Reports ................................................................................................................................................. 17

Auditing of the Accounts ..................................................................................................................................... 19

Financial Control ................................................................................................................................................. 19

Insurance ............................................................................................................................................................. 19

Basic Treasurer’s Report Format ......................................................................................................................... 20



THE EQUITY POLICY................................................................................................................................... 21 PERSONAL PROTECTION & INTERVENTION POLICY ...................................................................................... 22

Code of Conduct for Adults ................................................................................................................................. 23

Adult Member Rights .......................................................................................................................................... 23

Adult Member Responsibilities ........................................................................................................................... 23

Child Members Rights ......................................................................................................................................... 24

Tasmanian Little Athletics Association Inc. Rights ............................................................................................... 24

Tasmanian Little Athletics Association Inc. Responsibilities ................................................................................ 24

Child Abuse ......................................................................................................................................................... 24

Privacy Policy ....................................................................................................................................................... 25

Definitions and Indicators of Child Abuse ........................................................................................................... 26

Recognition of Abuse or Neglect ......................................................................................................................... 27

Being Alert to Abuse or Neglect .......................................................................................................................... 27

Listen and Clarify ................................................................................................................................................. 27

Child Abuse Notification Procedures ................................................................................................................... 27

Guide to Protective Services ............................................................................................................................... 28

Improper Adult Conduct of a Sexual Nature ....................................................................................................... 28

Alleged Improper Conduct .................................................................................................................................. 29

Media Contact Management .............................................................................................................................. 29

Policy Guidelines for TLAA Personnel .................................................................................................................. 30 Coaching Personnel 30 Team Management 30

Code of Ethics and Legal Responsibilities of the Coach ....................................................................................... 31

APPENDIX A ............................................................................................................................................. 36

Personal Protection & Intervention Policy .......................................................................................................... 36

(Screening) .......................................................................................................................................................... 36

APPENDIX “B” .......................................................................................................................................... 41

Equipment Specifications .................................................................................................................................... 41

TRACK EVENTS........................................................................... ERROR! BOOKMARK NOT DEFINED. HURDLES ................................................................................... ERROR! BOOKMARK NOT DEFINED.

FIELD EVENTS ......................................................................................................... Error! Bookmark not defined.

Time Limit per trial – 1 Minute ............................................................................... Error! Bookmark not defined.

APPENDIX “C ............................................................................................................................................ 44

SunSmart Policy ................................................................................................................................................... 44

APPENDIX “D” .......................................................................................................................................... 47

Directors & Officers Liability ............................................................................................................................... 47

DIRECTORS AND OFFICERS LIABILITY................................................................................................................... 48

APPENDIX “E” ........................................................................................................................................... 49

Sports Injury Medical Form ................................................................................................................................. 49

Incident Report Form .......................................................................................................................................... 50



RISK MANAGEMENT POLICY STATEMENT

Tasmanian Little Athletics Association Inc. is of the view that risk management is an essential

management function. It is the responsibility of the Directors and Officers at association level and

committee members at Centre level to support this policy and to manage risk within their individual

areas of responsibility. The concept of risk management will continue to be highlighted throughout

the organisation by:

Education ‐ Ensure that the TLAA Board of Management, committee members, officials, and coaches

receive continuing education in the role of risk management and in the identification, evaluation and

treatment of risk. To also provide education and documentation to athletes and their parents

regarding risk elimination and/or minimisation.

Leadership ‐ Ensure the TLAA Board of Management show leadership in the identification, evaluation

and management of risks by incorporating risk management philosophies into their day to day

practices and plans.

Policies and Procedures‐ Ensure that policies to eliminate, minimise and/or manage risks are adopted

and implemented as soon as practical after risks are identified. To ensure such policies also reflect

member and community expectations. Such policies to be made available to all members as soon as

practical after being adopted.

Review ‐ To continually review the strategy and policies to ensure they reflect community and

member expectations and offer the best protection to the association and it's members.

Tasmanian Little Athletics Risk Management PROCEDURAL INFORMATION


Procedural Information Definition of Risk

The chance of something happening that will have an adverse impact on the organisation; it's members and/or objectives. Such risks can include physical injury, risks from regulatory requirements and risks from financial, moral and ethical issues.

Risk Management

The process of managing an organisation's potential exposure to liabilities, preventing or minimising their occurrence or providing funds to meet the costs of a liability if it occurs.

Risk Management Process

The steps in the risk management process are:

1. Identification

Informal inspection and discussion involving all stakeholders

Safety audit using predetermined checklists

External inspection by qualified person

Information gathered from industry groups

Brainstorming

Questionnaires

2. Evaluation

Evaluate likelihood (certain, almost certain, likely, moderate, unlikely, rare)

Evaluate consequences (extreme, very high, medium, low, negligible)

Ascertain level of risk from the intersection of the above (severe, high, major, significant, moderate, low, trivial)

3. Treatment

Avoidance/training ( eg. no sharing water bottles)

Control (eg. wearing hats and sunscreen)

Financing of risk (estimate cost of the risk and build financial reserves)

Transfer of risk (eg. insurance)

4. Implementation

Must be relevant to nature of the risk

Policies

Signs

Training of correct technique

Harness responsibility for implementation

Ensure available resources

Tasmanian Little Athletics Risk Management PROCEDURAL INFORMATION


5. Review

Risks do not remain the same

Change of activities can create new risks

Change in membership and centre management can create new risks

Venue changes can create new risks

Legislative changes can create new risks

Methods or review include observation, interviews, inspections, performance evaluation, accident reports.

Policies and Procedures

Policies provide the framework for TLAA and it's member centres to manage our risks but will not be effective without procedures to ensure the policies are implemented and regularly reviewed.

Types of Risk

Physical Risk

Personal injury Environmental and weather conditions Risk to the associations and/or centres physical assets such as equipment,

grounds, vehicles and buildings.

Financial Risk

Theft Fraud Damages claims

Ethical or Moral Risk

Discrimination Child abuse

Legal

Government regulations ALA Regulations

Tasmanian Little Athletics Risk Management PHYSICAL / SAFETY


Prevention of Injury Many injuries gained through sport can be easily avoided by taking a number of precautionary steps. Listed below are some hints designed to reduce the risk of sporting injuries to children.

Preparing for Activity

c) Warming Up

Warming up is an important aspect of injury prevention, preparing athletes both physically and mentally for the activity ahead.

The ideal warm up will help to raise body temperature and increase heart rate. Fun running games of various sorts will ensure that these appropriate responses are achieved. Stretching should always follow this initial warming up stage.

b) Stretching

Flexible muscles and joints reduce the risk of injury, as they are able to better respond and adapt to sudden movements.

Rules for stretching

stretch gently and slowly no bouncing

hold the stretch for a minimum of 10 secs

avoid stretches that may place stress on the lower back

only stretch as far as `feeling the muscles responding' and never to the point of pain

use relaxed breathing when stretching

don't make stretching competitive

c) Cooling down

Cooling down is just as important as warming up! Athletes should warm down to:

clear lactic build up in muscles (lactic acid means sore and tired muscles)

stretch out previously contracted muscles

decrease body temperature and heart rate

The cooling down phase should mimic the initial warming up routine ie. A movement activity followed by stretching exercises.

Encourage the Use of Correct Technique

Encouraging children to use the correct technique for events will help to increase skill levels and eliminate the associated risks of being a novice. Studies have shown that injuries are greatly reduced if a child has developed greater skill and proficiency when attempting a task.

Provide a Safe Environment

a) Rules in Little Athletics

Track and field rules have been designed for two reasons: ‐

to standardise activities and performances and

to ensure that the activity is safe for competitors and spectators.

Rules should be clearly indicated to children and enforced by officials and parents.



b) Playing Area and Facilities

It is Centre’s / State’s responsibility to ensure that the facilities and equipment used by athletes, officials and spectators are safe and free from the risk of injury.

State / Centre members need to regularly check all equipment for faults and/or degeneration. Event areas should be kept level, free from obstructions and clearly marked.

Wherever possible, safety measures should be put in place to largely reduce the prevalence of preventable accidents.

At all times Centres should abide by the TLAA Safety Policy.

i) Starting Guns

Starting caps can be highly flammable and should be kept away from the rest of the equipment.

Earmuffs must be supplied

The gun should not be discharged near the face or near any other person who is not wearing earmuffs

For all Little Athletics competitions, no person under the age of 18 is to be in the position of starter or recaller. i.e. those positions, which require the officials to hold a starting, gun.

ii) Throws

When starting a throwing event ensure the competitors and spectators stand behind and well clear of the implement being thrown. Make sure no one is in the general area of the line of the throw (ie. in the sector area)

All implements must be carried back to the throwing area, not thrown. shot put, discus and javelin events are strictly supervised but everyone needs to appreciate the potential danger of flying implements.

Discus should be checked after each day's competition to look for cracks or breakages Generally, the application of a substance such as 'Araldite' will prolong the life of the implement.

All throwing must be done under strict adult supervision.

Limit size of the group to a number that can be controlled easily and effectively.

Javelins should always be carried vertically.

Under no circumstances, unless actually making a proper throw, should anyone (adult or child) run with a javelin.

The child must remain behind the arc line (the line depicting the front of the run‐up) after making a throw. He/She must not run immediately out to retrieve the implement. He/She may retrieve only on instruction.

All throwers waiting must remain outside the run‐up area in javelin

iii) Jumps

The pits that are required for long jump and triple jump need to be raked before the start of each competition because there could be objects or other items buried in the sand that could cause harm if not detected

High jump mats should be checked for small holes and if detected mended to prevent further damage.



iv) General

Hurdles are constructed to tumble easily when knocked, provided they are hurdled from the correct direction. Hurdles must never be jumped from the reverse direction as they will NOT tumble and could seriously injure the child.

Various footwear rules apply for different track and field events and for varying track/field surfaces. Eg. spikes for running events should be carried on the track, then put on, when the event is finished the spike should be taken off before leaving Check with your centre officials

Regular maintenance of the centre's equipment will ensure a better life for them and prevent emergencies should an item break and no replacement be available.

Measuring tapes should be regularly cleaned and always after use on a wet day.

Stopwatches need to be maintained at least annually and should be checked after each competition day to ensure they have been turned off.

Items such as hurdles and finish posts should be re‐painted annually to preserve their usage.

c) Protective Equipment

Little Athletes across Australia have the right to participate in track and field without the risk of injury. Protective Equipment helps to eliminate many of the possible injuries that could occur without their usage.

Wherever possible, protective measures should be taken. For instance, in the high jump, a mat cover should be used to eliminate the possibility of children falling between the mats. Restraining straps are to be used in all competition where athletes are using the Flop technique. Restraining straps are not to be used for scissor kick).

d) ALA Standardised Equipment & Events

Little Athletics was one of the first sporting movements to adopt a `modified' approach to sport. Children have always been free to take part in modified events making them compatible to children's physical attributes and capabilities. It is for this reason that Centres need to carefully follow the standards set for events by Australian Little Athletics. TLAA Standard Equipment & Events specifications as approved by the ALA are detailed in Appendix ‘A’.

e) Shoes

Children and adults should wear shoes at all times. Good quality shoes that are well fitted are best. Foot stability is essential when selecting a running shoe and consideration given to the ability of the shoe to absorb shock. This is especially important in long distance events and jumping events.

Before purchasing a shoe, ensure that it is compatible to the athlete’s foot. Your local sports store or podiatrist should be able to suggest to you which shoe is most compatible to your foot. When purchasing athletics shoes, look at old shoes as they may indicate where a foot fault may be. For instance, some people walk on the Outside of their feet (supernating) whilst others may walk on the inside (pronating). Both supernating and pronating when walking or running can cause structural problems. If the shoes indicate that supernation or pronation is occurring (wearing on one side of the shoe), professional advice should be sought. A podiatrist or sports medicine specialist may be able to prevent an injury from occurring.

NOTE: It is compulsory that covered shoes be worn at all Little Athletic competition days.

Recommend for centres that footwear to be worn for all events, shoes specific to events.



Please refer to the LATas Rules for Competition for Event Specific Rules



Environmental Conditions

a) Cold Weather

Extended time between activities should be avoided in cold weather. Long breaks between events or exercise means that young bodies can cool down, increasing the likelihood of muscle‐related injuries. Athletes should be encouraged to keep warm and wear adequate clothing.

b) Warm Weather

When children are exercising in warm conditions, their fluid intake should be both monitored and encouraged. It is very easy for children to become dangerously dehydrated. Parents and officials should be aware of the following facts.

thirst is NOT an adequate indicator of the need for fluid

water is the best fluid replacement

fluid should be continuously replaced depending on the intensity of heat

Parents and officials must also ensure that plenty of sunscreen is provided for children and that they are encouraged to wear loose fitting light clothing and hats.

Children's Medical

Asthma

Asthma is a disorder found mainly in children, where the airways to the lungs become inflamed and irritated. This response is caused by certain trigger factors that cause the sensitive airways to over‐react and constrict, making breathing extremely difficult.

Some of the possible trigger factors include dust mites, grass and pollens, changes in temperature, pollution, cigarette smoke and exercise.

Symptoms of asthma are easily recognised. The following symptoms are characteristic of asthma: ‐

a) wheezing, coughing b) difficulty in breathing c) chest tightness

Asthma and Athletics

One in five children suffer from asthma. Many of these will find that exercise may sometimes serve as a trigger for their condition. It is for this reason that parents, officials and coaches at Centre level, must be able to recognise and adequately respond to an attack.

If exercise induced asthma occurs during coaching or competition, the child should immediately stop the activity and rest, seated in a position where the back is supported. They should then use their bronchodilator (puffer) spray to prevent the lungs from contracting further.

If the child continues to have difficulty breathing and is experiencing distress, he/she should be administered 2 puffs every 5 to 10 minutes until emergency help can be sought. The child's parents should be contacted immediately.

Avoidance of exercise induced asthma can be achieved by ensuring that children undergo a thorough warm up and use their bronchodilator at least 10 minutes before the commencement of activity. Children may sometimes need to take their medication during the event. If this occurs in a track event they must stop immediately and withdraw from the event. When the child again regulates his/her breathing, he/she should be allowed to continue in the activity or event.

A competitor can carry an asthma puffer in a track/cross country event, but if used by that athlete after that race has started, the athlete must withdraw from that event immediately.



Growth Related Injuries

Children's bones generally grow at a faster rate than their muscles, tendons and other soft tissues. These varying growth patterns can sometimes lead to associated skeletal/muscular injuries and problems.

Tight and tender muscles are often troublesome to the developing child as too are minor muscle strains, tendonitis and general joint pain.

Osgood Schlatters Syndrome is a condition that may be found in a number of young athletes. Symptoms of this condition may include irritation and inflammation of the patella tendon and the lower leg. Sever's Syndrome is another common disorder prevalent on the list of children's injuries. This condition is also tendon‐bone related and affects the attachment of the achilles tendon to the heel bone. Both conditions may adversely affect the development of normal bone growth. The treatment of both these growth related injuries, involves plenty of rest flexibility work and strengthening exercises

Illness and Participation

If a child is suffering from a temporary illness, they should not be allowed to participate in sport until they have completely recovered from their ailment. Participating in sport when ill can place children at further risk of damaging tissues and organs and should be completely avoided until recovery has taken place. Children should not be allowed to participate when they are suffering from contagious diseases such as chicken pox.

Management of injuries

Track and Field has always been regarded as a relatively safe sport experiencing very few serious injuries. Nevertheless, it is essential that a person with a current First Aid or Sports Trainers Certificate be accessible during Centre competition and Championships.

There are a number of easy to follow steps when dealing with an injured athlete, parent or official.

The STOP procedure

S Stop the athlete from participating further. Don't panic, stay cool!

T Talk to the injured athlete

‐ How did it happen? ‐ What did you feel? ‐ Where does it hurt? ‐ What does the pain feel like?

O Observe the athlete's personality, injury site (is it red, swelling or deformed?)

P Prevent further injury

If the athlete is seriously hurt, you need to immediately seek professional help. If it is a less severe injury, you will need to employ the following RICED regime.



The RICED Regime

R Rest: the injured part

I Ice: the injury for 20 mins every 2 ‐ 3 hours for the first 28 hours (ice should be crushed in a wet towelling bag)

C Compression: Apply a wide bandage around the injured part to help reduce the swelling and bleeding

E Elevation: Raise the injured part above the level of the heart to decrease the blood flow to the injury

D Diagnosis: Seek professional medical advice

First Aid Kit

First Aid kits suitable for athletic activities will be available at all competition meetings and the contents will be reviewed annually.

Insurance Procedures

Every injury sustained at Little Athletics, no matter how small, should be recorded on a Sports ACCIDENT REPORT Form – Form No. TLAA11(a) (REFER APPENDIX E)

A copy of this form should be forwarded to the TLAA and maintained by the Centre until the athlete turns 25 years of age. Any injuries or accidents that are subject to claims through the Associations Insurance Policy must be fully detailed on this form and it must be returned to your Association Office within 30 days of the injury.

CENTRES SHOULD ALSO MAINTAIN A REGISTER IN WHICH ALL INCIDENTS ARE INCLUDED WHETHER MINOR OR NOT A copy of all incidences are to be forwarded to the TLAA Administration Director.

Tasmanian Little Athletics Risk Management FINANCIAL MANAGEMENT


Financial Management

A Centre is accountable and responsible to its members, and to its Association. The Centre must provide an Audited Financial Report to its members at the Annual General Meeting, and must forward a copy of the Report to the Association,

A treasurer's first responsibility is, as custodian of the Centre's funds, and these funds must be dealt with according to the Centre's constitution and the wishes of Centre members. The treasurer must keep a proper record of where money comes from (so it can be shown that amounts have been banked to the Centre's credit), and a proper record of all payments (so it can be shown exactly where money was spent). Once the Centre's money has been banked, the trusteeship falls on the committee. The Committee must review the accounts for payment and the general financial operations at each meeting.

If you are involved with a new Centre, you may like to approach people with experience in finance to help you set up your financial records. A local bank manager or accountant may be sympathetic to your cause and be willing to assist you.

Budgeting

A budget is a projected estimate of your income and expenditure, usually for the next financial year.

There are two basic ways of working out an estimate: ‐

comparing and adjusting;

calculating.

Comparing involves looking at your own or a similar Centre's financial statements for the last year. Adjustments must then be made for inflation, expected increases in charges (eg. telephone, electricity), and any new programs proposed. This method can be supplemented by keeping trial records for one month to gauge regular program and competition income and costs. In translating the trial accounts to an annual budget, consideration needs to be given to likely fluctuations in income and expenditure.

Sometimes it is possible to calculate costs accurately. Quotes can be obtained for major projects or purchases, and suppliers of some services can give projected estimates for the year.

It will be necessary to determine the day to day running costs of competitions, training and other regular activities as well as estimated income from these.

Once the budget has been established and agreed to by the committee it should be used not only by the Treasurer but by the Committee to monitor the level of income and expenditure.

Recording

Transactions i) Books of Record

The books which the treasurer maintains must include: ‐

a) duplicate receipt book

b) a bank deposit book

c) a cheque book

d) vouchers in support of payments made

e) a cash book

f) a register of members

(Registrar would normally maintain)



The following records may be required depending on the nature and extent of activities: ‐

g) petty cash book

h) supplementary cash book (eg. canteen) and records

i) register of asset and liabilities

j) investment register

ii) Receipts

A receipt must be issued for all monies received.

Receipts must be issued at the time of receiving the money.

Originals of cancelled receipts must be retained.

Sometimes a lot of payments are made at once and it is impractical to write out receipts for each one (eg. at the door of a function). In this case, a supplementary cash record can be prepared where names and amounts are recorded and signed by the person collecting the money. One receipt is then issued for the total.

All monies received should be banked intact. Under no circumstance should cash payments be made by deduction from monies received.

All monies received must be banked on the next working day.

Supplementary cash records must be signed by those responsible for collecting the money to confirm their accuracy.

When one member collects cash from a particular activity and then hands to the Treasurer for banking the member needs to be able to prove what amount he delivered to the Treasurer. For the protection of all parties, a receipt needs to be issued so that the Centre has reliable information about the income it receives from particular activities.

iii) Payments

a) Cheques

With the exception of small payments which can be made from a petty cash fund, all payments should be made by a separate cheque drawn on the Centre's banking account.

Immediately a chequebook is received, each form should be stamped `not negotiable' and with the name of the organisation. Alternatively, banks will pre‐stamp cheques with the words `not negotiable', upon request.

Should it be necessary for a cheque to be cashed, the words `please pay cash' will need to be written on the face of the cheque and initialled by the cheque signatories.

On no account should blank cheques be pre‐signed.

At least two Centre members must be required to sign each cheque. 2 members of the one family should not sign cheques together.

Rules of many organisations require that all payments must be authorised by the committee, so a list of the individual amounts to be passed for payment should be prepared for the minutes of committee meetings.

Where it is necessary to cancel a cheque, it should be marked accordingly and left in the chequebook.

Sufficient detail should be shown on the cheque butt to identify payment to facilitate entry in the cash payment book.



b) Payment Vouchers

Each cheque drawn must be supported by a voucher form or cheque authority.

Supporting documentation consisting of invoices and possible statements from suppliers must be attached to the voucher. The documentation should never be removed from the voucher form after the cheque has been drawn.

Invoices for goods supplied must be endorsed by the appropriate Centre officer to acknowledge receipt of the goods or services in a satisfactory condition. The invoice/statement should then be cancelled so it cannot be resubmitted for payment.

Have extraordinary payments (honorariums, donations, etc) specially authorised by a resolution of the committee or, if necessarily, at a general meeting.

Where necessary and unavoidable, a petty cash advance may be used for small payments, but disbursements from petty cash must also be supported by vouchers, invoices, statements and/or receipts.

c) Cash Book

For most small organisations, the cashbook is the principal or only book of account. It summarises the receipts and payments to provide the basis for financial reports to committee meetings, and the annual financial statement.

The book has two sections, one for receipts and one for payments. Suitable books, with varying numbers of columns are available from stationers. Eight columns for receipts and fifteen for payments should be adequate for most Centres. The book must be ruled off, added and balanced each month to give figures for the financial reports to the committee.

An example of the details required to be recorded in the cash book are as follows: ‐

Receipts Payments

Registration fees Equipment purchase

Uniform sales Uniform purchases

Canteen sales Canteen purchases

Raffle proceeds Raffle prize purchases

Entry fees Registration fees to Assoc.

Sponsorships Insurance levies

Donations Entertainment

Sundry receipts (note details) Sundry payments (note details)

Bank Interest Bank charges

Cash Inwards/Receipts

This sheet is compiled from the duplicates of receipts issued and should be written up when bank deposits are made. Each receipt number should be entered in its proper sequence. If a receipt is cancelled, the number should still be entered and the word `cancelled' shown against it with a dash in the money column.



Cash Outwards/Payments This is compiled from cheques drawn, and, like cash inwards, the total of the items columns will equal the total of the bank column.

Write up the cash inward book at least weekly preparatory to preparing the bank account.

Write up the cash outward book at least monthly as a record from which the treasurer's statement to the committee meeting will be prepared.

Carry out reconciliation with the bank statement monthly.

iv) Petty Cash Book

The petty cash book is filled out in the same way as the cashbook. Each column is headed up with items commonly paid out as petty cash.

The best way to handle payments made in cash is to draw a float a little bigger than the amount of cash needed between trips to the bank, and keep this float in a tin. Petty Cash is then paid out on receipt of a voucher. Receipts should be stapled to the voucher. When you go to the bank, cash a cheque made out to petty cash equal to the amount of petty cash paid out for that period. When you write that cheque into the cashbook, list it as petty cash (usually under sundries).

The petty cash vouchers for that time become the voucher for your cheque.

v) Bank Statements & Reconciliation

A bank statement is prepared by your bank at regular intervals, usually at the end of each month, to check the bank's records against your own cashbook. These two balances may not always agree as not all transactions are recorded at the same time. For example, a cheque paid out is entered in the cash book on the day it is paid, but does not appear on the bank statement until it has been presented for payment.

Entries originating from the bank statement ‐ bank charges and bank interest ‐ must be entered into the cash outward book or cash inward book (in the case of interest) at the time of the reconciliation by inserting them in the `bank' column and dissecting them to the relevant analysis column (bank charges or sundries).

Register of Assets and Liabilities

Most Centres possess some durable assets such as sports equipment, stock of sporting material, canteen equipment etc., which must be scheduled in this Register. The register assists in the preparation of financial statements and also of insurance schedules.

Liabilities, in the form of loans, must also be recorded in this Register and cancelled when final payment is effected.

Financial Reports

i) Committee Meeting Reports

Meetings should be held regularly (at least monthly during the season) to enable the committee to follow up the prompt payment of accounts received and prompt banking of monies received.



The written Treasurer's report at each meeting should detail income and expenditure since the last meeting ‐ copy available to all members.

The Treasurer should present the vouchers for expenditure for authorisation at the meeting together with the most recent bank statement.

The committee should inspect the vouchers and the bank statement and actually minute in the following manner ......"resolved that the Treasurer's Report showing income of $......., expenditure of $...... be accepted. Cheque Nos. 1234 ‐ 1249 totalling $...... are hereby authorised."

ii) Annual Report

Statement of income and expenditure and balance sheet: Most Centres publish a statement of income and expenditure and balance sheet as the principal financial report to be adopted by their members. This shows the profitability or financial achievement of the year's activities as well as the net worth of the Centre.

The report is based on the receipts and the payments, which have been summarised in the cashbooks. A balance sheet is a statement of what the organisation owns and what it owes, the difference being the `net worth' or `accumulated funds'.

Statement of assets & liabilities:

Even though a conventional balance sheet may not be prepared the members should be provided with a statement of the Centre's affairs. This will list the assets segregated into general categories, showing a reasonable value for each item. The liabilities should also be listed in categories, and when deducted from the total assets will show the net worth of the organisation.

Certification:

Irrespective of the form the annual financial statements are presented to members, the treasurer has responsibility for their correctness. He or she should sign a paragraph similar to this example and place it at the end of the financial statement:

To the best of my knowledge and belief, the particulars contained in the above statement of receipts and payments for the year ended June 30, 200…. are a true statement of the financial transactions for the year and the statement of assets and liabilities as at June 30, 200…. is a comprehensive summary of the state of the Centres affairs at that date.

............................ ..........................

Honorary Treasurer Auditor

In addition to a purely dollars and cents report, the treasurer may prepare a rundown of how money was spent through the year, where it was made, and a comment on the financial situation of the Centre.



Auditing of the Accounts

The members of each Centre must each year appoint an independent auditor to audit all the accounts and financial transactions for the financial year.

The auditor should be appointed by the members and not by the Committee, as it is the members to whom the auditor must report.

The auditor must not be a member of, or associated with, the organisation involved. He/she must have a working knowledge of accounting and be a person of standing within the Community (eg. Bank Manager, Town Clerk, etc).

Copies of the Auditor's report must be made available to members and to the Association.

Your auditor will need: ‐

‐ The books of account, consisting of the cashbooks written up and balanced for the year, and the journal and ledger if these records are maintained.

‐ Bank statements for the whole year.

‐ Copies of deposit slips and cheque butts.

‐ Receipt books containing the duplicates of receipts issued as well as cancelled original receipts. The auditor also needs to sight books of unused receipts.

‐ Vouchers for payments made, which must be placed in numerical sequence of cheques drawn.

‐ Access to `paid' cheques from the Centre's bankers ‐ unless receipts have been obtained from payers for all payments made.

‐ A copy of the last audited statements of account.

‐ The financial statements for the year now being subjected to audit, together with all supporting working papers.

‐ Minute books.

Any other records or evidence he/she may request to confirm the accuracy of transactions recorded and the existence of assets and liabilities shown in the books of account and the financial reports.

Financial Control

Financial control means regularly monitoring actual income and expenses against the budget. These checks will highlight any danger signals quickly; so appropriate action can be taken before the situation becomes serious. A small departure from budget doesn't matter but a significant departure does. An adverse variance from budget may be due to poor performance in certain sections of the Centres unforeseen factors arising since the budget was drawn up, or even an unrealistic budget.

All of the Centre Committee are responsible for the finances of your Centre

Insurance

Through ALA Centre members and personnel are covered for personal accident and public liability insurance. TLAA currently arranges (through the National Broker), equipment insurance for all Centres for defined amounts. Exact policy details can be obtained from the TLAA Finance Director.

It is the responsibility of the Treasurer to obtain, and renew annually, a policy providing appropriate cover for the Centres needs.



Basic Treasurer’s Report Format

Cash Book Balance xxx (a)

Add

Receipts ‐ xxxx

‐ xxxx

‐ xxxx

Total Receipts xxx (b)

Sub total (a) + (b)

Less

Payments ‐ xxxx

‐ xxxx

‐ xxxx

Total Payments xxx (c)

Closing Cash Book Balance (a) + (b) ‐ (c)

Tasmanian Little Athletics Risk Management EQUITY POLICY


The Equity Policy

The Mission of the TLAA and its Centres in respect to equity is to guarantee all children and adults

have access to a complete range of participation, training and competition opportunities, and to

ensure equity in all aspects of athletics, including the provisions of rewards and incentives, coaching,

officiating and administration.

In this respect, the TLAA recognises seven equity areas. These are gender, disabilities, older adults,

aboriginals and Torres Strait Islanders, non‐English speakers, employment status and isolated

communities.

Personal Protection & Intervention Policy

Policy Statement The Tasmanian Little Athletics Association Inc. is firmly committed to a coordinated and

comprehensive approach to promote the protection of children and adults. In accordance with

the principles contained in the Child Protection Act 1999.

a) every child has a right to protection from harm

b) the welfare and best interests of a child are paramount

Tasmanian Little Athletics Association Inc aims to promote a safe environment for all children and

adults and to recognise and notify suspected child abuse and neglect.

The Tasmanian Little Athletics Association Inc. is committed to the

belief that all children have a right to feel safe at all times.

PERSONAL PROTECTION & INTERVENTION POLICY

Amended July 2010 P a g e | 23

Code of Conduct for Adults

1. Adults in the Tasmanian Little Athletics Association Inc. respect the dignity of themselves and others.

2. Adults in the Tasmanian Little Athletics Association Inc. demonstrate a high degree of individual responsibility, recognising that at all times their words and actions are an example to both adult and child members of the Association.

3. Adults in the Association do not use the Association to promote their own beliefs, behaviours or practices, where these are not compatible with the Association policies.

4. Adults in the Association act with consideration and good judgement in all interpersonal relationships.

5. Adults in the association avoid unaccompanied and unobserved activities with child members, wherever possible.

6. Adults in the Association, for their own protection, should avoid potentially compromising situations by ensuring, where reasonably possible, that at least two adults are in attendance whilst supervising and/or accompanying child members. It is recognised that in certain circumstances it may be necessary for an adult, whilst acting responsibly and exercising their “duty of care”, to be alone with a child member.

7. Adults in the Tasmanian Little Athletics Association Inc. accept that bullying, physical or verbal abuse, neglect or any other type of abuse is unacceptable conduct by any adult within the Association.

8. Adult members have a responsibility to report concerns about child abuse.

Adult Member Rights

Adult members of the Tasmanian Little Athletics Association Inc. have the right to:

Support in the reporting of suspicions of child abuse

Fair and equitable treatment from the Association

Be protected from abuse by child members

Be protected from abuse by other adult members and parents

Adult Member Responsibilities

Adult members of the Tasmanian Little Athletics Association Inc. are responsible for:

Working as a team to ensure the safety of child members in their care

Using appropriate child behaviour management

Listening and responding to child members’ statements concerning alleged abuse

Ensuring the rights and responsibilities of child members are enforced

Reporting suspicions of child abuse to the President of the Association or his/her Delegate

Not abusing child members physically, emotionally or sexually

Only disclosing sensitive information to appropriate authorities and/or designated Officers of the Association, on a ‘need to know’ basis



Child Members Rights

Child members of the Tasmanian Little Athletics Association Inc. have the right to:

Be protected from abuse by adult members

Be safe

Be listened to

Be respected

Be protected from abuse by other child members

Be referred to appropriate professional help if needed

Tasmanian Little Athletics Association Inc. Rights

The Tasmanian Little Athletics Association Inc. has the right to:

Expect all adult members to comply with its Personal Protection and Intervention Policy

Expect all child members to keep within the bounds of accepted community standards of behaviour

Take appropriate action if members contravene its Personal Protection and Intervention Policy

Expect that adult members will not abuse child members physically, emotionally, sexually or verbally.

Take appropriate action in the event of malicious accusations

Acquire police checks with convictions in relevant areas

Tasmanian Little Athletics Association Inc. Responsibilities

The Tasmanian Little Athletics Association Inc. is responsible for:

Providing safety to all child and adult members

Widely promoting the Personal Protection and Intervention Policy to members and the wider community

Providing support to members who report suspicions of child abuse

Treating information of suspected child abuse with confidentiality and disclosing information only to those who need to know, eg relevant Department.

Making every effort to identify potential abusers via police

Ensuring all TLAA Board Members and Centre Committee Members are aware of the indicators of child abuse and neglect, their obligations to notify suspected child abuse and neglect and procedures for notification.

Child Abuse

Child abuse can be any of the following:

Sexual Abuse: Any sexual act or sexual threat imposed upon a child. Pressure, either physical or psychological, is always present in child sexual assault.

Neglect occurs when a child is harmed because a parent/guardian or caregiver fails to provide the basic physical and emotional necessities of life.



Physical Abuse refers to non‐emotional injury to a child, generally caused by an adult who is responsible for that child.

Emotional Abuse is behaviour by a parent or caregiver, which can destroy the confidence of the child causing significant emotional distress or hurt.

Under the Child Protection Act 1999, protection from liability for notification of, or information given about alleged harm applies:

1. If a person acting honestly:

Notifies the President or another officer of the department that the person suspects a child has been, is being or is likely to be, harmed; or

Gives their President, an authorised officer or police officer information about alleged harm to a child.

2. The person does not incur liability for giving the notification or information.

3. Also, merely because the person gives the notification or information, the person can bot be held to have –

Breached any code of professional etiquette or ethics; or

Departed from accepted standards of professional conduct

All Tasmanian Little Athletics Association Inc Board Members and Centre committees have a duty of care and responsibility to ensure the safety, welfare and wellbeing of child members is maintained. Failure to notify when there are concerns about child abuse and/or neglect means that the child’s safety needs cannot be properly addressed and they may be left vulnerable to further abuse.

Privacy Policy The TLAA has a privacy policy which is aimed at protecting the privacy of its members and in particular the personal information which they may provide to the TLAA. The aim of the Policy is also to ensure that the TLAA complies with the requirements of the Privacy Act. The Privacy Policy of the TLAA states the following requirements:

Information will only be collected to further the aims and objectives of the TLAA;

All information held is treated as confidential except when its proposed use has been expressly stated or where a disclosure of the personal information is required by law;

The Privacy Policy is subject and allows for the legal obligations imposed on the TLAA to protect children from child abuse. The TLAA's duty to maintain the safety and well being of children will require that in certain circumstances information must be disclosed. Tasmanian Little Athletic Association Board Members, Centre and Club Committees must note that the Privacy Policy specifically allows for the disclosure of information where it is required by law to protect children. The Privacy Policy must not be seen or used as a reason for failing to take notice, act or report indications of child abuse.

The Tasmanian Little Athletics Association Inc. is of the belief that by taking simple preventative measures during the conduct of any Little Athletics activity then the opportunity for any form of

child abuse can be minimised.



In the event of any perceived conflict between the protection of personal information, in line with the Privacy Policy, and the obligation imposed by law to prevent child abuse and protect children, the Tasmanian Little Athletics Association Board Members, Centre and Club Committee's must act in the best interests of the children, which actions shall override the requirements of the Privacy Policy.

Definitions and Indicators of Child Abuse

The term Physical Abuse refers to non‐accidental injury to a child by a parent/caregiver/other person. It includes injuries caused by excessive discipline, severe beating or shaking. Some signs and symptoms may include:

Bruising

Lacerations or welts

Burns or scalds

Fractures, sprains or dislocations

The term Sexual Abuse refers to allegations of sexual behaviour towards a child by someone known or unknown to the child and who is in a position of power over the child. Some signs and symptoms may include:

Age inappropriate behaviour and/or persistent sexual behaviour, promiscuity

Marked changes in behaviour or mood, tantrums, aggressiveness, withdrawal self destructive behaviour

Allusions to problems at home, not wanting to return home

Fear and loss of trust

Physical symptoms including bruising or bleeding in the vaginal or anal area

The term Emotional Abuse refers to harm caused to the child by excessive or unreasonable demands as well as failing to provide the psychological nurturing necessary for development. Some signs and symptoms may include:

Severe verbal abuse or threats of abuse

Being physically or socially isolated as punishment

Feelings of worthlessness about life and self

Extreme attention seeking behaviour

Behavioural disorders such as disruptiveness, bullying, aggressiveness

The term Neglect refers to the failure to provide the basic necessities of life including food, clothing, shelter, emotional security, medical care and adequate supervision of the child’s growth and development. Some signs and symptoms may include:

Poor standards of hygiene, inadequate clothing for weather conditions

Malnutrition, complaints of hunger, hiding food

Untreated medical or dental problems

Lack of appropriate supervision – either unsupervised or under supervised when engaging in certain activities

Extreme longing for adult affection



Recognition of Abuse or Neglect

When child abuse or neglect is suspected it is important to communicate concerns to child protection professionals who can assist in determining if whether the concerns are significant.

Recognising the signs and symptoms of child abuse and neglect means forming a genuine concern or well founded suspicion that abuse or neglect has occurred or may occur in the future.

Being Alert to Abuse or Neglect

Concerns about abuse or neglect can be raised in a number of ways, such as:

A child, a parent, a work colleague, a sibling or another adult may tell about something that has happened, their fears, or how they feel about being placed in certain situations.

Marked changes in a child’s physical appearance or condition, their behaviour or family circumstances may arouse suspicion.

Observations in the interactions between an adult (parent/carer/other adult) and a child may raise concerns.

Observations in the interactions between two children may raise concerns.

If a member has a genuine concern that a child in their care has been, or may be subjected to abuse or neglect, then the situation must be dealt with quickly, carefully and with an open mind. If there is uncertainty about whether to notify or not, concerns should be discussed with the State President.

Listen and Clarify

If a child tells you about abuse listen attentively and later record the child’s exact words (as well as you can recall), the time and place the allegation was made and who, if anyone, was present. Do not prompt the child for further details or ask questions as this may lead to contamination of evidence.

As the child talks to you:

Observe the demeanour of the child

React calmly to the information the child provides

Listen actively and be non‐judgmental

Do not ask leading questions, for example, “did they/she/he do………….to you?”

Reassure the child that they have done the right thing by telling you, for example, I am pleased you told me about these worries……..”

Do not make promises you cannot keep, particularly about telling others (for example: Police, parents etc) about the information, or about what will happen next

Reassure and support any colleagues who are present

You should:

Provide comfort and care to the child, recognise that they may be fearful about the consequences of their action and confused about the situation

Reassure the child that this is not their fault and they have not done anything wrong

Not confront the parents or other family members

Child Abuse Notification Procedures

In urgent situations immediately advise The Department of Families Youth and Community Service – Child Protection Service on 1300 737 639 (24 hours)



Verbal notification must be made to the Tasmanian Little Athletics on 1300 888 713

The following information is to be reported:

Parents names & alleged perpetrators name

Name and description of child.

Address or descriptions of his/her whereabouts.

When child was last seen.

If known, approximate age, Centre details/school and if any siblings.

If known, whether a language or sign interpreter may be required or an Aboriginal / Torres Strait Islanders agency should be involved.

All available information relevant for safety and welfare of child.

Details of events, conversations or observations, which led to the report.

Your contact name and phone number.

Guide to Protective Services

All Tasmanian Little Athletics Association Inc Board Members and Centre committee members are encouraged to adopt protective practices to maximise their protection from a misconstrued act. The following is only a guide and Centre committee members should initiate protective measures they deem warranted suiting their situation. eg. a Centre conducting competition of a night may feel it necessary to implement more stringent measures or a Centre with an enclosed ground may utilise a gate attendant:

No athlete in the Under 6 to U10 years be permitted to leave the competition area without a parent/guardian.

Incorporate a ‘buddy’ system when athletes require to leave the competition area (eg. go to the toilet).

One on one coaching activities should be avoided, unless a parent/guardian or other athletes/officials are in the near vicinity.

Enforce the parent/guardian be present at the ground at all times, emphasising during the registration process the Association policy on child protection and that at no time is Little Athletics a baby‐sitting Centre.

Video viewing in one on one situation is totally banned.

When conducting camps with both boys and girls participating it is important that adults of both genders accompany the group.

Encourage, don’t pressure.

Be sensitive to an individual athlete’s capacity for physical activity and protect them from any unwarranted pressure to participate.

Discipline and manage behaviour – do not abuse.

Don’t exaggerate or trivialise child abuse issues.

Do not let children involve you in excessive attention seeking behaviour that is overtly sexual or physical in nature.

Improper Adult Conduct of a Sexual Nature

This is misconduct, which does not fit into the definition of “sexual abuse”. It is unwanted, unsolicited and unreciprocated behaviour such as:

Sexual or smutty jokes.

Personally offensive verbal comments hand or body gestures.

Physical contact such as patting, pinching or putting an arm around a child’s body.

Requests/demands for sexual activity.

General inappropriate behaviour when children are present.



Note:

Improper conduct may be unintentional ie. individual may not be aware that behaviour is causing distress.

Similar distress can be caused by either intentional or unintentional improper conduct.

If not addressed may escalate to sexual assault.

Alleged Improper Conduct

If you suspect improper conduct inform the President of the Tasmanian Little Athletics Association Inc immediately.

Media Contact Management

In the event of contact by the media as a result of any incident/activity other than competition/promotion being conducted by a Centre, the media is to be referred to the President of the TLAA.

It needs to be clearly understood that if an adult member of Little Athletics is facing criminal proceedings for inappropriate behaviour and the case has not yet been heard or a judgement made, then opinions of such a person’s character or actions should not be generally discussed. If such person is found to be not guilty by the legal system they could possibly seek damages for defamation.

When there is any doubt whatsoever concerning media contact in any particular situation then do not offer any comment without prior referral to the TLAA President.

Always remember that on the surface what may seem a perfectly positive promotion of Little Athletics can be turned around.

Policy Guidelines for TLAA Personnel

Coaching Personnel

All personnel involved in the conduct of Tasmanian Little Athletics Association Inc coaching

activities, no matter whether such personnel be permanently employed, part time, casual or volunteers, must supply, at the time of application on the TLAA Standard Coaching Application Form, at least two referees and agree to the conduct of a police search for any convictions, charges laid or current investigations, by signing the TLAA Authorisation Release Form.

Note: At all times the results of any such security checks will remain confidential.

No persons with any known prior convictions relating to child abuse will be permitted to take part

in any Tasmanian Little Athletics Association Inc appointed coaching positions.

Team Management

All personnel involved in Tasmanian Little Athletics Association Inc team management positions, no matter whether such personnel be permanently employed, part time, casual or volunteers, must supply, at the time of application on the TLAA Standard Application Form at least two referees and agree to the conduct of a police search for any convictions, charges laid or current investigations, by signing the TLAA Authorisation Release Form.

Note: At all times the results of any such security checks will remain confidential.

No persons with any known prior convictions relating to child abuse will be permitted to take part in any Tasmanian Little Athletics Association Inc appointed team management

positions.



Code of Ethics and Legal Responsibilities of the Coach

The coaches’ primary role is to facilitate the process of individual development through achievement of athletic potential. This role accepts the athlete’s long term interests as of greater importance than short‐term athletic considerations. To fulfil this role the coach must behave in an ethical manner respecting the following points:‐

1. I agree to respect the basic human rights, that is the equal rights, of each athlete under my control with no discrimination on the grounds of sex, race, colour, language, religion, national or social origin, association with a national minority, birth or other status.

2. I agree to respect the dignity and recognise the contribution of each individual. I will ensure that the practical environment is safe and appropriate. This appropriateness will take into consideration the age, maturity and skill level of the athlete.

3. I agree to ensure that all equipment used in the activities under my control is safe for the users and that the supervision I provide for these activities within each session is adequate.

4. I agree to plan my sessions adequately and activities within by using appropriate teaching progressions so as to reduce the risk of possible injury.

5. I agree to identify and to evaluate athletes with injuries and incapacities so as the workload and performance expectations are modified accordingly.

6. I agree to warn all athletes under my control of the inherent risks of the sport/individual events with continual reinforcement being ongoing so as each athlete appreciates those risks.

7. I agree to evaluate the skill level and experience of each athlete in my group so as mismatching of athletes can be kept to a minimum.

8. I agree to advise all athletes under my control the rules of the sport/individual events so as the athletes respect these rules and the spirit of the rules as they are intended.

9. I agree to respect the image of the coach and to continuously maintain the highest standards of personal conduct, reflected in both the manner of appearance and behaviour.

10. I agree not to smoke whilst coaching, nor consume alcoholic beverages so soon before coaching that:

the smell of alcohol is still on my breath and

it affects my competence to coach

11. I agree that my authority to discipline athletes under my control extends only to minor infractions (ie. attentiveness) and that any serious disciplinary breach must be referred by me to the camp management for their attention.

12. I agree to abide by the general rules of the TLAA constitution and by laws so as not to bring the Association into disrepute.

I,………..…………………………….......................…..……...working as a…………..............……………….…………… (print full name)

acknowledge that I have read and understood the contents of the Tasmanian Little Athletics Association Inc. Personal Protection and Intervention Policy/Sexual Harassment Policy and am willing to fulfil my obligations contained therein.

Signature ………………………………………………………….…

Date: …….../…….../……...




STANDARD COACHING APPLICATION FORM

Position Title: …………………………………………………………………………

PERSONAL DETAILS

Applicants Name: ….………………..........…… …........….......…………… ………………..…….......…. (First/Given name) (Other name) (Surname)

Address ………………………………… ………………………………… ………….. (No. and Street) (Suburb/Town) (Postcode)

Drivers Licence No: …………………………………………………………………………...

Time lived at current address:……………………….………………………………………

Previous two (2) addresses: (1) ………...............................................................……………………….………………...

(2) ………..…………….....................................................…………………….………………

Coaching Qualifications: ……………………………………………………………………...................................................

…………………………………………………………………………………..................………………..

Little Athletics Centre affiliation(if any)………………………….................……........………No. of years :….....………

Contact details: ……………......………………………(h) .……………………………….…(w)

EMPLOYMENT DETAILS

Occupation: ….……………….……........................………… Employer…………..……………...........…………

Employer address: ………………………………………......................................................…………………………………….

Time with current employer:………………………………(years)

Previous employer:…….............................……………………………(if less than 2 years with current employer)

REFEREE DETAILS (Two required)

Name: (1) ….………………..................……………… (2) ….……….…......…..………….......…..…

Address ……………………………...................………….. ………………………................………………….

………………………………..................………... ……………………………................…………….

Contact details: ………….………………..................…………….. …………………………….................…………….

Relationship: …………………………..................……………... …………………………….................…………….

Applicants Signature……………………………………… Date:…….../…….../……...




CODE OF CONDUCT TEAM MANAGEMENT

In accepting a team management position within the Tasmanian Little Athletics Association Inc. movement, an individual must acknowledge that the highest degree of professionalism in dealing with athletes, peers and officials is required. Therefore the individual will: ‐

1. Recognise that anything less than dedicated commitment is unacceptable. 2. At all times maintain socially accepted standards of dress, appearance and behaviour. 3. Not smoke in‐sight of athletes. 4. Not to be intoxicated nor consume alcohol whilst having athletes in his/her care. 5. Maintain an acceptable and responsible management/athlete relationship. 6. Acknowledge that any physical contact with athletes should be appropriate to the

situation. 7. Not publicly criticise or disagree with the work of other team management. 8. Consider the safety and well being of the athletes as of paramount importance. 9. In respect of TLAA Inc. camps, support the camp coordinator is in assigned duties and

assist in the maintenance of acceptable standards of behaviour of camp participants.

I,……….……..………………………………..working as a………………………….………………

(print full name)

acknowledge that I have read and understood the contents of the Tasmanian Little Athletics Association Inc. Personal Protection and Intervention Policy/Sexual Harassment Policy and am willing to fulfil my obligations contained therein.

Signature…………………………………………………….……… Date:…….../…….../……...




STANDARD APPLICATION FORM

Position Title: …………………………………………………………………………

PERSONAL DETAILS

Applicants Name: ….………………..........…… …........….......…………… ………………..…….......…. (First/Given name) (Other name) (Surname)

Address ………………………………… ………………………………… ………….. (No. and Street) (Suburb/Town) (Postcode)


Time lived at current address:……………………….………………………………………

Previous two (2) addresses: (1) ………...............................................................……………………….………………...

(2) ………..…………….....................................................…………………….………………

Coaching Qualifications: ……………………………………………………………………...................................................

…………………………………………………………………………………..................………………..

Little Athletics Centre affiliation(if any)………………………….................……........………No. of years :….....………

Contact details: ……………......………………………(h) .……………………………….…(w)

EMPLOYMENT DETAILS

Occupation: ….……………….……........................………… Employer…………..……………...........…………

Employer address: ………………………………………......................................................…………………………………….

Time with current employer:………………………………(years)

Previous employer:…….............................……………………………(if less than 2 years with current employer)

REFEREE DETAILS (Two required)

Name: (1) ….………………..................……………… (2) ….……….…......…..………….......…..…

Address ……………………………...................………….. ………………………................………………….

………………………………..................………... ……………………………................…………….

Contact details: ………….………………..................…………….. …………………………….................…………….

Relationship: …………………………..................……………... …………………………….................…………….

Applicants Signature……………………………………… Date:…….../…….../……...




AUTHORISATION RELEASE FORM

I…………………………………………………………………………………………

(Please PRINT full name)

previously known as ………………………………………………………………………………………………….

(Include: maiden name or any other former names)

Address ………………………………………………………………………..........………………...

…………………………………………………………………………………………………..

Aged: …………………Born on……../……../……..at……………………………………….


request you make available to such person as is authorised from the Tasmanian Little Athletics Association Inc. to receive such information from the Tasmanian Police Service details of any convictions, charges laid or investigations commenced that the Police Service has in its possession with reference to me.

……………………………………………………………………………………(Signature)

………………………………………………………………………(Witness to Signature)

…..………./…..………./…..……….(Date)



APPENDIX A

Personal Protection & Intervention Policy

(Screening)

Tasmanian Little Athletics Risk Management APPENDIX A

SCREENING POLICY

Procedures relating to the Screening of Team Managers and Coaches

These rules have been created to protect all Tasmanian Little Athletics (TLAA) individual members who are 18 years of age and under from all forms of physical or mental violence, injury, exploitation and abuse (including sexual abuse) while under the care and conduct of any Tasmanian Little Athletics, manager or coach.

The following is a suggested list of persons who should be considered for the screening procedures:

Appointed managers or coaches undertaking an activity or program with a live in situation;

Centre appointed coaches

NOTE: This list is not an exhaustive list of persons who should be considered for the screening procedures.

To the best endeavours of the President of the Tasmanian Little Athletics Association Inc. and all parties involved in the following procedures and processes, any information or actions relating to such issues shall remain confidential.

1. Tasmanian Little Athletics shall require each of the following persons ('the person") to sign an Application for Appointment Form and the Tasmanian Police Service Application and Indemnification form which includes a consent ('the consent') to check police records;

(a) All Centre and State officers involved in any instruction, management and/or coaching of any member/s under the age of 18 years.

2. Tasmanian Little Athletics may require the person to sign a subsequent consent at any time following the initial consent.

3. Where the person refuses to sign the consent or any subsequent consent:

(a) In the case of an applicant for a position of office at Centre or state level, the person shall not be appointed to that position.

(b) In the case of a person already acting in such a position, the person shall immediately cease to carry out that position.

(c) Where the person is employed by the Centre or state Association, the member will be given the opportunity to respond, with the purpose of determining whether the person should have their employment terminated.

(d) In the event that the person does not cease to act in the capacity of manager/coach, the Tasmanian Little Athletics Centre under the direction of Tasmanian Little Athletics may suspend either completely or partially, as may be decided, all privileges as a member of the association.

4. The Centre shall forward the completed Application/Appointment Form and the Tasmanian Police Service Application and Indemnification Consent Form to the TLAA President who shall upon receipt of the same, forward the consent as soon as practicable to the Tasmanian Police Information Centre for processing.

All checks will be made on the National Police Reference System in addition to Tasmanian Police Service records in relation to the person. The results shall be returned by the Police Service to the President of the Tasmanian Little Athletics Association Inc.


5. The TLAA President shall review the information contained in the Police Check preliminary findings, which will indicate:

(a) That the person has no criminal record, which indicates that the person has no particulars in Tasmania that can be disclosed and that they are not recorded on the National Police Reference System; or

(b) The person has a Tasmanian criminal history that can be disclosed, or

(c) Information is held by another Police Service.

6. When advice is provided to the TLAA President (in confidence) that the person has a criminal history in Tasmanian that can be disclosed, the President shall request from the person that he/she provide information/details on the criminal history to ascertain whether the history is relevant to the position in which the person is applying for within Tasmanian Little Athletics. This information can be obtained by the person completing and forwarding to the Police Information Centre an "Application and Indemnification re: Criminal History".

NOTE: The cost associated with this, is at the expense of the person and not Tasmanian Little Athletics.

If advice is provided that there is information held by another Police Service, this does not necessarily mean that the person has a criminal history in that state' that can be disclosed. Again, the TLAA President shall request from the person, information/details on the criminal history to determine whether it is relevant to the position in which the person is applying for.

7. Upon verification of the Criminal History the TLAA President will:

(a) Confirm that the person has been convicted or found guilty of an offence listed by Tasmanian Little Athletics as a minor offence but, in the opinion of the TLAA President is a person appropriate to hold a position of manager or coach within the Centre state; or

(b) Confirm that the person has been convicted or found guilty of an offence listed by Tasmanian Little Athletics as a serious and/or minor offence which in the opinion of the TLAA President renders the person unfit to hold a position of manager or coach.

8. If the TLAA President finds that a person is unfit to hold the position of manager or coach then he/she shall:

(a) In the case of an applicant for a position as manager or coach:

(i) inform the person in writing (in confidence) of the reasons why the person will not be considered for the position of manager or coach and

(ii) inform the person's Centre (in confidence) that the person is not to be appointed to that position.

(b) Where the person is already acting in the position of manager or coach:

(i) inform the person in writing (in confidence) of the reasons why the person must cease to act in the position immediately; and

(ii) inform the person's Centre (in confidence) that the person must cease to act in that position.

(c) Lodging of an appeal with the TLAA President will not act as a stay of the decision at first instance and such decision will remain operative until such time as the appeal is determined.


9. Where the person is aggrieved by the decision, the person may lodge a written notice of appeal with the TLAA President within fourteen (14) days of receiving notification from the TLAA President of the reasons why the person is unfit to hold the position.

10. The TLAA President shall immediately, upon receipt of the notice of appeal from the person, refer the matter to the Board of Management.

11. All Procedures/Processes shall:

(a) be conducted according to equity and good conscience and shall determine the merits of any appeal without regard to technicalities or legal forms.

(b) be bound by the rules of natural justice; and.

(c) determine appeals as quickly as is consistent with the requirements of justice.

(d) the decision of the Board on appeal is final and binding on the appellant.

12. Destruction of Information.

(a) Where the TLAA President receives the information from the Police Service which shows that an applicant has no disclosable criminal record, the TLAA President shall destroy that information forthwith.

(1) Where the Police Certificate shows that the person has been convicted of a drug, sexual or other serious offence, the TLAA President shall retain the Police Certificate for a period of two (2) years. After this point in time, all documents will be destroyed.

(b) All documents received by the TLAA President shall be confidential.


TASMANIAN POLICE SERVICE APPLICATION AND INDEMNIFICATION

TO CHECK POLICE RECORDS AND ADVISE A THIRD PARTY

(Family Name)

Mr/Mrs/Ms/Miss

(Given Names)

(Former Maiden Name, Married Name/s, or Aliases

(Residential Address)

Post Code

Telephone: Private ( ) Business ( )

Date of Birth: Place of Birth:

Proof of Identify Attach a legible:

Photocopy of your current Driver’s Licence, or

Photocopy of your current passport including photograph and signature, or

Photocopies of two other forms of identification bearing your signature.

NAME OF THIRD PARTY


The check is for the purpose of undertaking work with the Third Party that is PAID

UNPAID

i………………………………………………………………………………. whose personal particulars are set out above, authorise the Commissioner of Police or his servants or agents to:

check my name against records that are held by the Tasmanian Police Service or are available to them, an I further agree to provide my fingerprint impressions if required for checking purposes, and if I do not have a conviction or I only have a conviction that cannot be disclosed by virtue of the Criminal Law (Rehabilitation of Offenders) act 1986 (Old) to advise the above-named third party that I do not have a conviction that can be disclosed. If I have a conviction that is not subject to the non-disclosure provisions of The Criminal Law (Rehabilitation of Offenders) Act, I authorise the advice to the above-named third party that disclosure of the conviction can only be made by me.

I clearly understand that any advice disclosed to the above named third party will be considered by them and may affect any application I have made with them for a position of trust or employment, or as the case may be.

I hereby agree not to take or suffer or permit to be taken any legal action whatsoever or howsoever against the Crown in the right of the State of Tasmanian, the Commissioner of Police or any member or agent of the Tasmanian Police Service in respect of the advice given to a third party or the disclosure or use of information relating in any way to records under the name supplied.

Signature of Person .............................................................. In the presence of Signature of Witness .............................................................. Printed Name of Witness .............................................................. Date ..............................................................

Tasmanian Little Athletics Risk Management APPENDIX B

Appendix “B”

Equipment Specifications

Tasmanian Little Athletics Risk Management APPENDIX C


T.L.A.A. RECOGNISED EVENTS AND SPECIFICATIONS

60 – 100 Metre Hurdles

Age Group Distance Heights Lead In DistanceBetween

Lead Out Number ofHurdles

Under 6 60m Max 20cm 12 metres 7 metres 13 metres 6

Under 7 60m Max 20cm 12 metres 7 metres 13 metres 6

Under 8 60m 45cm 12 metres 7 metres 13 metres 6

Under 9 60m 52.5cm 12 metres 7 metres 13 metres 6

Under 10, 11 60m 60cm 12 metres 7 metres 13 metres 6



Under 14 Girls 80m 76cm 12 metres 7 metres 12 metres 9

Under 14 Boys 90m 76cm 13 metres 8 metres 13 metres 9

Under 15 Girls 90m 76cm 13 metres 8 metres 13 metres 9

Under 15 Boys 100m 76cm 13 metres 8.5 metres 10.5 metres 10

200 Metre Hurdles

Age Group Distance Heights Lead In DistanceBetween

Lead Out Number ofHurdles




Under 8 and Under 9 400m events will be a pack start ‐ starting on a curved line. Heats will be run if athlete numbers exceed 8. Under 9 to Under 12 800m events will start on the curve at the start/finish line. Under 13 to Under 15 800m events will be conducted with two athletes starting per lane. Athletes must remain in their lanes from the start until they reach what is termed ‘the break point’ and may then cross to the inside lane without causing interference to other athletes. Lanes will not be used for 1500m or Walk Events.

1500m start on mark on track on back straight. All walks start on 1500m start line.

Relay Batons Diameter 30mm, length 255mm, weight 80 grams – maximum. Spikes 7mm for running events and up to 9mm for jumping and javelin events.

Track Event Age Group

150 metres Under 6, 7

70 metres Under 6, 7, 8, 9, 10, 11, 12, 13, 14, 15

100 Metres Under 6, 7, 8, 9, 10, 11, 12, 13, 14, 15

200 metres Under 6, 7, 8, 9, 10, 11, 12, 13, 14, 15

400 metres Under 10, 11, 12, 13, 14, 15‐ Laned Event

400 metres Under 8, 9 – Pack start (limit to a field of 8)

800 metres Under 9, 10, 11, 12 – Pack start (limited to a field of 14)

800 metres Under 13, 14, 15 – Laned Start (2 competitors per lane)

1500 metres Under 10, 11, 12, 13, 14, 15 (limited to a field of 16)

700 metre walk Under 9

1100 metre walk Under 10, 11

1500 metre walk Under 12, 13, 14, 15



Time limit per trial – 1 minute

SHOT PUT Weight Colour

Under 6, 7 1.0 kg Blue Diameter Tolerance – 60 to 85mm Diameter of Circle – 2.135m

Under 8 1.5 kg Yellow Diameter Tolerance – 70 to 90mm Angle of Sector ‐ 35

Under 9, 10, 11, 12G 2.0 kg Orange Diameter Tolerance – 76 to 90mm

Under 12B, 13, 14, 15G 3.0 kg White Diameter tolerance – 85 to 110mm

Under 15B 4.0 kg Red Diameter Tolerance – 95 to 110mm

DISCUS Weight

Under 6, 7 330‐350 grams Diameter of Circle ‐ 2.5m

Under 8, 9, 10 500 grams Up to 40�

Under 11, 12, 13G 750 grams

Under 13B 1.0 kg

Under 14 1.0 kg

Under 15 1.0 kg

JAVELIN Weight

Under 6, 7 Vortex

Under 8, 9 Turbo Jav

Under 10,11,12,13G 400 grams Angle of Sector ‐ 29�

Under 14G, 15G 500 grams

Under 13B, 14B 600 grams

Under 15B 700 grams

HIGH JUMP Starting Points

Boys U8 U9 U10 U11 U12 U13 U14 U15

Centre Competition .60 .65 .75 .80 .85 .90 .95 1.00

State Conducted Meetings .60 .70 .80 .90 .90 1.10 1.15 1.20

State Championships .80 .90 1.00 1.10 1.20 1.30 1.35 1.40

Girls

Centre Competition .55 .60 .65 .70 .75 .80 .85 .90

State Conducted Meetings .60 .65 .75 .85 .90 .95 1.05 1.15

State Championships .80 .85 .95 1.05 1.10 1.15 1.25 1.35

It is recommended side bags should be used for athlete safety.

Scissor Jump is compulsory for Under 8 and Under 9 athletes. Restraining straps are compulsory for high jump, excluding scissor jump.

LONG JUMP & TRIPLE JUMP ‐Take off mat

Under 6, 7, 8, 9, 10, 11, 12 ................. 0.50 metre x 1 metre mat.

All positions for take off mat measured from pit to front edge, i.e. edge nearest to pit.

20cm x 1m white painted area on front edge of existing jump mats (Long and Triple Jump).

Long Jump

Under 6 to Under 12 ................ 0.50 metre from pit.

Under 13 to Under 15 .............. 1.00 or 2.00 metres from pit.

Triple Jump

The setting of the triple jump mat may be adjusted at the minimum metre interval for all age groups if requested. It is at the discretion of the Official if a mat is required to be moved.



Appendix “C

SunSmart Policy



SunSafe Policy

The health of participants is of primary concern to the Tasmanian Little Athletics Association. It is acknowledged that skin cancer is a major public health problem in Australia, with two out of every three people requiring treatment for some form of skin cancer in their lifetime. It is recognised that skin cancer is preventable and like any other medical condition, it is best dealt with by the application of preventative measures. While TLAA will endeavour to assist in sun protection when at meetings, training and competition, it is accepted that ultimately, the responsibility is that of each individual and/or ‐ in the case of children ‐ their parents or guardians.

Where practical TLAA will endeavour to schedule activities outside the hours of peak UV readings. Where this is not practical members are advised of the need for extra sun safety precautions during those hours (approximately 10.00am and 2.00pm.)

TLAA will recommend Affiliated Centres conform to “Tasmanian Cancer Fund Guidelines for Sun Safe Clothing” when choosing uniforms.

Members will be encouraged to wear a hat/cap, which protects the face, ears, neck, shoulders and crown of the head while participating in Little Athletics activities.

Members will be encouraged to wear shirts with sleeves and collars and to use broad spectrum 15+ sunscreen appropriately on exposed parts of their bodies.

Affiliated Centres will be encouraged to design uniforms, which incorporate shirts with sleeves and collars.

TLAA will recommend Affiliated Centres specify materials with appropriate UV protection ratings when designing uniforms. (Sunburn will occur in about 5 hours through material rated at UPF 20; and about 8 hours for UPF 40.)

TLAA supports the use by its members of 100% UV protective sunglasses during TLAA activities. It is also recommended these glasses have safety lenses.

Maximum use will be made of existing natural shade.

Where natural shade is not adequate TLAA will endeavour to maximise the use of alternative shade facilities.

When attending events at various localities controlled by other bodies, TLAA will endeavour to provide suitable portable shade structures for its members.

TLAA will endeavour to promote sun safety in a positive way, through newsletters, written literature and over the public address system.

TLAA will encourage all coaches, officials and members in prominent positions to act as strong role models in respect of sun safety practices.

TLAA Officers will regularly revise and upgrade sun protection measures as appropriate.

TLAA will endeavour to act in a sun safe manner when competing regionally, interstate or nationally.



Affiliated Centres will be advised that parents/guardians registering their child/children are to be:

[I] Shown the TLAA’s Sun Safe Policy and encouraged to comply with it. A laminated copy is provided for all Centres. This must be displayed at the registration area and

[II] Encouraged to:

‐ Purchase appropriate sun safe clothing including protective uniform clothing where available for their child’s/children’s usage.

‐ Provide 15+ broad‐spectrum sunscreen or zinc cream for their child/children.

‐ Promote sun safe behaviour to their child/children.

‐ Provide safety sunglasses, which filter 100% of UV for their child/children.

TLAA will encourage Affiliated Centres to adopt and promote similar Sun Safe Policies.

TLAA will publish its Sun Safe Policy in the TLAA Information Manual each year which will be provided to all Affiliated Centres for distribution to every

member family.

Tasmanian Little Athletics Risk Management APPENDIX D

Appendix “D”

Directors & Officers Liability

Tasmanian Little Athletics Risk Management APPENDIX D


DIRECTORS AND OFFICERS LIABILITY

SCOPE OF COVER

Directors and Officers insurance is intended to provide cover for honest mistakes made by directors, other officers concerned in the management of the affairs for the organisation. Indemnity is provided for loss as a result of a claim arising out of an insured director’s “wrongful act".

Cover is for damages and legal costs incurred in defending an action brought against an insured director or officer. In addition, coverage is provided for legal costs incurred in the successful defence of criminal proceedings.

The definition of “wrongful act" includes any error, misstatement or misleading statement, act or omission or neglect or breach of duty of an insured director or officer in the conduct of his or her duties ‐ in short, everything an insured individual does or fails to do.

NEED FOR INSURANCE

Liability may arise as a result of a Director's or Officers failure to comply with statutory requirements or at common law.

While an association's liability is limited, its Directors or Officers have unlimited personal liability in respect of successful actions brought against them. Moreover, the legal costs incurred may be astronomical. A successful defendant may not necessarily recover all of the legal fees incurred in defence of an action.

LIMIT OF LIABILITY

$5,000,000 any one claim and in aggregate.

EXCESS

Nil.

Tasmanian Little Athletics Risk Management APPENDIX E


Appendix “E”

Sports Injury Medical Form

Tasmanian Little Athletics Risk Management APPENDIX E


ATHLETE DETAILS NAME: Male Female AGE GROUP: Under KNOWN ALLERGIES/MEDICAL CONDITIONS/MEDICATIONS:

CLUB / CENTRE: INCIDENT DETAILS DATE: TIME: VENUE: EVENT: INCIDENT (Please provide a brief outline of what occurred)

INITIAL ASSESSMENT (tick that which is applicable)

RESPONSIVE: yes no CLEAR AIRWAY: yes no BREATHING: yes no

PULSE: yes no BLEEDING: yes no INJURY TO: (part of body) REMOVAL FROM SITE: (walk, carry, ambulance) FIRST AID TREATMENT (outline)

FINAL ASSESSMENT: Return to competition: yes no ACTION TAKEN (if required and include if it was preventable)

FIRST AID PERSON: (name)

PARENT/GUARDIAN SIGNATURE: CONTACT DETAILS:

Phone:


Incident Report Form

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