Contents

1. Useful Information & Guidance........................................................................11.1 Check list......................................................................................................11.2 UCSU Contacts..............................................................................................21.3 Election Process........................................................................................31.4 Sports Club Constitution...............................................................................3

2. Sports Club Contact Details.............................................................................42.2 Committee Support Signatures....................................................................6

3. Code of Conduct..............................................................................................74.1 The Sports Club Committee will....................................................................73.2 The UCSU Sports Federation will..................................................................8

4. Sports Club Constitution..................................................................................95. 3 Year Club Development plan......................................................................14

5.1 Sports Club Goals.......................................................................................145.2 Proposed Competition and Teams..............................................................165.2.1 BUCS Team Entries..................................................................................165.2.2 BUCS Travel.............................................................................................165.2.3 External Competition (inc. BUCS Individual Championships)...................175.3 Proposed Training Sessions........................................................................17

5.3.1 Projected cost of External Venue..........................................................185.4 Proposed Coaching.....................................................................................185.5 Proposed Budget........................................................................................19

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1. Useful Information & Guidance

1.1 Check listTo set up a University of Chichester Students’ Union (hereafter called UCSU or the Students’ Union) Sports Club you will need to ensure you complete the following:

1) Have a meeting with the Sports Co-ordinator and the Vice-President/Sports Federation President to discuss the initial idea behind the club

2) Elect a Student-led committee of at least three students to run your Club(minimum essential roles are President, Treasurer, and Secretary)

3) Completed Sports Club statement of intent and Sports Club Indemnity form

4) A signed code of conduct which outlines what is expected of your club and also what you can expect from the Students’ Union in supporting your Club (Section 4)

5) Completed Sports Club Constitution6) Completed the Training Session Request form (section 5.2 )7) Completed the Budget Proposal (assistance can be given with this)

(section 5.4)8) Submit the following form to the Sports Federation for ratification9) Committed to the Sports Charter (to be signed one ratified)

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1.2 UCSU ContactsAt the Students’ Union there are a number of dedicated student officers and staff to support you in running your club including:

Elected Officers

Lauren EllisUCSU President | Student Activities

supresident@chi.ac.uk01243 816390

Daisy SmaleSports Federation President

dsmale1@stu.chi.ac.uk

StaffMike Riley

Head of Student Engagement (SU Staff)M.Riley@chi.ac.uk

01243 816392

Adam Sewell (Main Contact)Sports Co-ordinator (SU Staff)

A.Sewell@chi.ac.uk01243 816324

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1.3 Election Process

Once you have got a group together based around a common interest, you need to elect a Committee. It is essential that you elect these 3 roles which are president, treasurer and secretary. This should be done democratically via a free and fair election by all members of the Sports Club.

You must have your 3 Committee positions filled, but you may also decide on additional roles that you would like to assign that are specific to your activities, e.g. social secretary, kit officer, media officer, list these here.

It is important that those in charge of the Sports Club are elected fairly. You will need to provide details of the method of election signed by two members of the sport club who are not on the Committee to state that this has been the case.

1.4 Sports Club Constitution

Your club constitution outlines what your club aims to achieve and sets out the future direction. All club activities must fall under your constitution so it is very important you ensure you discuss this with all potential members of your club.

Sports Club Constitutions will be reviewed each year to ensure your club is being run in line with what originally was set out, this also provides and opportunity for clubs to make changes to any aims and objectives (subject to members approval through a vote).

Once the form has been completed please forward an electronic copy to Adam Sewell at A.Sewell@chi.ac.uk

If you have any questions or require any help in filling in the form, please do not hesitate to get in touch or come and see us at the Students’ Union

Building either at the Chichester of Bognor campuses.

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2. Sports Club Contact Details

Please provide the newly elected committee details below.

Committee Role Full Name Student

NumberContact Number

Contact Email

President(Mandatory)Treasurer(Mandatory)Secretary(Mandatory)

Insert role

Insert role

Insert role

Insert role

Insert role

Insert role

Insert role

Insert role

Insert role

Insert role

2.2 Committee Support Signatures

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Your Committee should be democratically elected each year through a vote by all your members. We require 2 Sports Club members signatures below who are NOT Committee members to indicate that they are happy to support the Committee’s election.

How were members given the information about vacancies and how they can stand? (e.g Facebook group, word of mouth, posters)

Please list below all candidates by vacancy and how many votes each received:

Name Position Numberof votes

PresidentTreasurerSecretary

We the undersigned certify that the method of election detailed above was true, accurate, fair and democratic and the results outlined were the true outcome and all members had the opportunity to participate and vote.

Print Name: Print Name:Sign: Sign: Date: Date:

3. Code of Conduct

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This code of conduct is to be adhered to in conjunction with the UCSU Constitution, By-Laws and Equality and Diversity Policy.

Once your club is formed all committee members must read, agree to and abide by this code of conduct and be aware of the repercussions of any breaches prior to the club president, secretary and treasurer signing the document on behalf of the club.

4.1 The Sports Club Committee will Make a commitment to provide a quality service to all club members Fulfil committee roles to the best of their ability (role and responsibility

descriptions can be found at http://www.ucsu.org/sports-societies/sports-fed/clubcommittees/

Act professionally and responsibly in all matters regarding their Club and the Students’ Union and treat members, fellow committee members, Students’ Union officers and staff with respect at all times

Promote and facilitate the activities and interests of the Club above their own especially where these are inconsistent with the constitution of the Club.

Ensure their duty of care to their members within all activities undertaken by the Club whilst working within the Health and Safety guidelines of the Students’ Union and the University

Support and abide by to the Sports Charter (aimed at tackling homophobia, bi-phobia and trans-phobia in sport)

Abide by the Students Union’s Equality and Diversity Policy and not discriminate against any members or potential members on the base of their age, disability, care responsibilities, cultural origin, employment status,

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gender reassignment, marriage and civil partnership, political beliefs, pregnancy or maternity, religion or belief, sex, sexual orientation, social

class, trade union activity, unrelated criminal convictions, or any other relevant distinction

Shall abide by the University and the Students’ Union’s Social media policies and act responsibly in the presentation of their-selves and the Club thereon.

3.2 The UCSU Sports Federation will Provide support and aid in the development of the club Provide training in committee roles and relevant changes in policies Advise and assist the club on matters relating to the club and its

members Work with the University of Chichester and Chichester Institute of Sport

to ensure adequate training and match facilities as well as the opportunity for all students to participate in sport.

Liaise with National Governing Bodies and Sport Bodies as required Provide support in the organisation of BUCS fixtures and external

competitions as required

I declare that I have read and understood the above Code of Conduct and agree to abide by it and the directives outlined in the other documents to which it refers.

Club President Club Secretary

Print Name: Print Name:

Sign: Sign:

Date: Date:

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Club Treasurer Sports Federation President

Print Name: Print Name:

Sign: Sign:

Date: Date:

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UNIVERSITY OF CHICHESTERSTUDENTS’ UNION

4.Sports Club Constitution

1. TITLE

The Sports Club shall be called the University of Chichester

<insert club name>Hereinafter referred to as “the Club”

2. AIMS/OBJECTIVES OF SPORTS CLUB

a) <Insert overall aim of Sports Club>b) <Insert overall aim of Sports Club>c) <Insert overall aim of Sports Club>

3. MEMBERSHIPa) Ordinary membership of the Club shall be open to all Ordinary

members of University of Chichester Students’ Union who are not opposed to the aims and objectives of the Club.

b) Membership shall last from the payment of membership dues till the end of the academic year

4. OFFICERSa) The Officers of the Club shall be the President, Secretary and the

Treasurer.

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b) The President shall be main spokesperson for the Club, shall direct the Sports Club and be responsible for its activities

c) The Secretary shall be responsible for the organisation and administration of the club and assume the role of the President in her/his absence.

d) The Treasurer shall be responsible for managing the Club’s finances.e) The Officers must be Ordinary Members of the Union. The Officers

shall be the recognised spokespersons and signatories of the Club. All Officers are expected to attend the Student Unions’ and Sports Federation Annual General Meetings

5. COMMITTEE

a) The Committee shall consist of all the officers, plus the following positions (delete and amend as needed):

i. President (Mandatory)ii. Treasurer (Mandatory)iii. Secretary (Mandatory)iv. <Insert committee Position Tittle>v. <Insert committee Position Tittle>vi. <Insert committee Position Tittle>vii. <Insert committee Position Tittle>viii. <Insert committee Position Tittleix. <Insert committee Position Tittle>

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b) All Committee members shall be elected at the Club’s Annual General Meeting from the ordinary members using a method approved by the members and the Students’ Union.

c) The Committee may co-opt an ordinary member of the Sports Club to fill in any casual vacancy on the Committees which may arise.

d) The function of the Committee shall be to control generally all matters pertaining to the social, and financial aspects and purposes of the Sports Club, and to carry out the wishes of the membership as expressed by resolution of the General Meeting

e) At all meetings of the Committees half the officially filled posts shall constitute a quorum. Each member of the Committee shall have one vote with the President having the casting vote in the event of a tied vote.

6. FREQUENCY OF MEETINGS

Meetings will be held at least once every two to four weeks. A period of no longer than six weeks shall pass between club meetings.

7. ANNUAL GENERAL MEETINGOnce per academic year the Club shall hold its Annual General Meeting. The Agenda shall include:

a) Overview of Club achievements of current yearb) Presentation and Approval of Club Accounts (?)c) Election of Officers and Committee

8. EMERGENCY GENERAL MEETING

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An Emergency General Meeting of the Club shall be convened after at least one weeks notice by the Secretary of the Club on receipt of a request signed by 5 members or as many as the Officers deem necessary. The quorum for a general meeting shall be half the registered members of the Club plus one.

9. FINANCE

1) Accountsa) The Treasurer and President shall be jointly responsible for all

monies of the Club. Accounts will be regularly checked with the Students’ Union against budgeted expenditure.

b) All Club monies shall be held in Students’ Union accounts only, no external bank accounts shall be held by the Club.

c) The Club will ask the Students’ Union to hold any funds it may raise and any cheques must be made payable to UCSU. The Treasurer or President must authorise all requests for Club money. All requests must be countersigned by a UCSU Site administrator.

2) Ordering Goods and Servicesa) Club equipment shall be ordered through the Sports Administrator

and the UCSU. If the officers or members of the Club orders equipment without prior approval from the Sports Federation and the Students’ Union, those individuals who ordered the equipment may become liable for the purchase.

3) Equipmenta) The Treasurer and President shall be jointly responsible for

maintaining a list of equipment owned by the Club. A copy of this

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list shall be submitted to the Students’ Union annually, along with any other relevant information to enable the correct level of insurance for Club equipment.

10. AMENDMENTS TO CONSTITUTIONA resolution passed by a two thirds majority of members at a Club General Meeting may amend this constitution. At least five working days’ notice of the proposed amendments shall be given by the Secretary to all members. Any amendment which is in breach of the Students’ Union’s Constitution, By-Laws or policies will be void.

11. RESPONSIBILITYThe Club and its officers are responsible to the Students’ Union for their conduct in all matters, and its constitution may not be interpreted in such a way as to break University Regulations or the Students’ Union Constitution, By-Laws and policies.

12. ASSETSAll assets of the Club shall remain the property of the Students’ Union whether the Club exists or disbands.

13. COACHES The Club shall not hire the services of a coach without approval from the Sports Federation or the Students’ Union. The inclusion of a coach will be

discussed within the Handover/Pre-season meeting and shall be included in the Clubs budget for approval by the Sports Federation and the Students’ Union.

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5. 3 Year Club Development plan5.1 Sports Club GoalsIn setting you goals for your Sports Club for the upcoming academic year make sure they are balanced and that there is a goal that relates to each of the following four areas: Participation, Diversity, Quality and Resources. This year we are getting you to think about a more long term plan and were you ultimately want your club to be in 3 years’ time.

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Year 3<Insert Ultimate Goal>

Year 2

Goal 1

Goal 2

Goal 3

Year 1

Year 1 Goals Who is taking the lead? How are you going to measure your success?

When are you

planning to complete the goal?

Goal 1

Goal 2

Goal 3

Goal 4

5.2 Proposed Competition and TeamsIf your club is proposing to compete in BUCS please complete sections 5.2.1, 5.2.2 and 5.2.3. If your club is not proposing to compete in weekly BUCS competition please skip to section 5.2.3. BUCS Individual Championships 2015/16 in Sheffield (or any other individual competition) should be included in section 5.2.3.

5.2.1 BUCS Team EntriesDo you wish to compete in BUCS next year? Is so please complete the following table:

Team Name / Description(e.g Men’s 1st Team)

Are they a new team for 2015/16?

5.2.2 BUCS Travel How are your teams planning to travel to your weekly BUCS matches? (Please note in the table if you are able to drive).

Team Name / Description(e.g Men’s 1st Team)

Type of travel (coach / cars / train)

5.2.3 External Competition (inc. BUCS Individual Championships)If you are planning to compete in any competitions outside of the weekly BUCS competitions please provide details below:

Name of Competition

Date of competition

Location of competition

Approx. number of members attending

Approx. entry cost

Travel cost

5.3 Proposed Training SessionsFacilities required for training (delete or add were needed):

Team

Venue Name(inc external) Day Time BUCS

Team?Session 1Session 2Session 3

5.3.1 Projected cost of External Venue

If you are proposing to use an external venue please complete the table below:

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Number of weeks

Does this include reading week?

Cost per session

Total cost of session for year

Session 1Session 2Session 3

5.4 Proposed CoachingPlease provide details below of your proposed coach/trainer/instructor:

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Coach 1Choose an item.

Name:

Level of Qualifications:

Projected cost per training session:

Projected cost of coach BUCS matches:

Projected total cost of Coach for 2015/16: Click here to enter text.

Coach 2Choose an item.

Name:

Level of Qualifications:

Projected cost per training session:

Projected cost of coach BUCS matches:

Projected total cost of Coach for 2015/16:

5.5 Proposed BudgetIncome Amount Notes

Club Membership Fees Please provide BreakdownClub Session Fees(Contribution to coaching costs / Non BUCS Match Fees)Unrestricted grants/sponsorshipRestricted grants/sponsorshipFundraising direct to clubIndividual Repayments(NGB Affiliation / Competition entries / Fines)

Any Other IncomeUCSU or UoC FundingIncome Total

Club Expenditure Amount Notes

Club Equipment/KitClub Affiliations/Entry Fees(BUCS / Club NGB Affiliations)Coaching / InstructionExternal Facility HireNon BUCS Travel cost(inc. any friendlies)Match Officials(inc. any friendlies)Individual Repayments(NGB Affiliation / Competition entries / Fines)Other ExpenditureExpenditure Total

Club Balance

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