2014/15 edition. Sports Management. imperialcollegeunion.org Sports Management 2014/15 1

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1 2014/15 edition Sports Management imperialcollegeunion.org Sports Management 2014/15 1

2 Contents Contents Frequently Asked Questions Introduction Pre-Season Organising Fixtures Safety Sports Facilities at Imperial Booking Transportation Useful contacts Tell us what you think of this training publication 2014 Imperial College Union Version 2-19 May 2014 imperialcollegeunion.org/training/training-feedback 2 Sports Management 2014/15

3 This manual will: Support students to understand the BUCS & LUSL guidelines, fixture administration and the procedures to follow during the season e.g. facility bookings and minibuses. Provide students with knowledge of what it takes to organise sports fixtures and understand what is required of club and team captains. Enable teams and clubs to organise their LUSL fixture schedule using BUCScore website and understand what is required in the organisation of BUCS matches. Frequently Asked Questions How do I book a sports pitch/court for training or fixtures? Booking facilities is explained on page 6 What happens if I concede a walkover? TBC after the BUCS Conference in July 2014 When do I have to submit results? By 10:00 the day after the fixture is completed, see page 11 What happens when there is bad weather and a fixture is called off? See issues with fixtures on page 9 How do I report an accident/injury at training/fixtures? Information on accident reporting and unplanned incidents is on page 20 Sports Management 2014/15 3

4 Introduction Sport Imperial Sport Imperial is a College department that looks after the sports facilities at Imperial College London and promotes sporting activities and development at Imperial. Hannah Blandford Sports Partnership Administrator h.blandford@imperial.ac.uk , extension The purpose of this booklet As a Team/Club Captain you will spend a lot of time juggling multiple responsibilities. This booklet is designed to answer many of the questions you will have throughout the year. The booklet will guide and help you with the logistics and organisation of your club to ensure a trouble free, enjoyable season. Sports Partnership The Sports Partnership is an alliance between Sport Imperial and Imperial College Union to look after the development of student sport at Imperial. The practical ways in which they do this is by: Helping with funding for instructors, coaching and kit. A A Developing Excellence Scheme (DES) a number of awards giving support to athletes. For more information and to download an application form go online 1. A A Help administrate BUCS leagues and sports facilities for clubs. A A Coordinate the usage of sport facilities for Clubs, Societies & Projects. The member of Sport Imperial you will most likely be in touch with is the Sports Partnership Administrator. Her contact details are in the box above. For more information about Sport Imperial, head to the Sport Imperial website imperial.ac.uk/sports. 1: www3.imperial.ac.uk/sports/sportsdevelopment/scholarships 4 Sports Management 2014/15

5 Pre-Season Checklist Attend a Captains training session Make sure your details are accurate and accessible Once your fixtures are released, check they are correct Check your BUCScore account works - you will only have access to LUSL fixtures. If you need help then contact the Sports Partnership Administrator Submit all the necessary information to the Union by the appropriate deadlines more details in Principal Officers training Once you have all the dates for your fixtures, start to book the facilities for home fixtures through the Sports Partnership Administrator Read this booklet! Sports Management 2014/15 5

6 Pre-Season Team Entries BUCS and LUSL League Administrators will contact the Union for the number of entries from Imperial, Imperial Medics and RSM for the forthcoming year. These will be sent between 8 April and 1 May on the whole the entries remain the same each year, so if your club wants to change the number of teams, or enter a new competition contact the Sports Partnership Administrator, and they will amend the entries. Booking Facilities All facility bookings for fixtures and training must go through the Sports Partnership Administrator, except for areas in the Union Building which should go through the normal room request system, details in the Requesting Spaces training. Fixtures College facilities have Wednesday afternoons booked out for BUCS fixtures. However, the times of the fixtures will need to be arranged with the Sports Partnership Administrator and in cases where external facilities need to be booked; it is the responsibility of your club to inform the Sports Partnership Administrator of the time, directions, etc of the venue in plenty of time. Team Practices For block bookings over the period of a term (longer if desired) clubs can submit a facilities booking form for their requested hours and facilities required, which is usually done in June of the previous year. This includes use of: Ethos St Mary s Pool JCR Harlington Sports Ground Teddington Sports Ground Union Gym This list may be subject to change. A committee will then allocate the space and the clubs will be notified via . This process does not always guarantee a first or second choice but is the fairest way of distributing space to all the clubs within the main College campuses. Paying for Sportswear The finances for BUCS, LUSL and Kukri is operated slightly differently than all other suppliers as it is administered centrally within the Union by the Sports Partnership Administrator. This ensures the Union pays suppliers promptly and penalties are not incurred. 6 Sports Management 2014/15

7 Pre-Season Booking Transportation Whether you have a home or away fixture you will need to plan in advance how you are going to get to the venue. Public transport is an option; however, if you happen to need a lot of equipment or there are a lot of you travelling then you may need to book a minibus or coach. Please make sure you put requests in as early as possible. Important: Always leave in plenty of time and remember to factor in extra time for traffic and the inconsistency of public transport when planning to get to away matches. Wednesday Afternoons Most league matches take place on Wednesday afternoons. It is College policy, and at other Universities around the country, that departments leave Wednesday afternoons free for undergraduates so they can participate in sports. This includes lectures, seminars and tutorials. If you find that a department is organising teaching on Wednesday afternoons which is preventing students from participating in sports, please get in contact with the Deputy President (Clubs & Societies). Instructors/Coaches Many Clubs choose to hire external instructors/coaches to help improve their team performance. This is funded mainly by the club members, although there is the possibility of gaining additional funding; if you are interested in this then you can take your proposal to the Sports Partnership Administrator and Sports Development Officer. Sports Management 2014/15 7

8 Organising Fixtures British Universities and Colleges Sport (BUCS) British Universities and Colleges Sport (BUCS) is the national organisation for higher education sport in the UK. It brings together the expertise to provide a unified voice for sport, fitness and physical activities on university campuses. Clubs that are involved in BUCS competitions will already have been entered into the specific leagues before the start of the season (1 May). However, throughout the year there will be opportunities for your club to enter Team & Individual competitions. These events can be found on the BUCS website (bucs. org.uk) and will need to be budgeted for by your club and also signed off by the Deputy President (Clubs & Societies). For help with entering these competitions, please contact the Sports Partnership Administrator. Even if you are not part of a BUCS League there is an opportunity for you to enter competitions that BUCS organise so make sure you check the website regularly to ensure you do not miss any deadlines. For a full list of BUCS sports see: bucs.org.uk. London Universities Sports League (LUSL) Aside from playing BUCS fixtures there is also the opportunity to participate in LUSL (London University Sports Leagues). The administration of these fixtures is down to your Team Captains/Fixtures Secretaries. It is important to keep on top of all your fixtures and notify the Sports Partnership Administrator of any changes to help the season run smoothly, for example date and time changes. All information relating to the leagues can be found on the BUCS website, bucs.org.uk Friendlies There will be Wednesday afternoons when you have teams that do not participate in BUCS or LUSL competitions. Friendlies are notoriously difficult to arrange especially when balancing BUCS and LUSL matches that other teams may have. The best bet is to try non-league lower teams of other big London Colleges and Universities. For a list of Universities, and a sports contacts, contact the Sports Partnership Administrator. 8 Sports Management 2014/15

9 Organising Fixtures Confirming Fixtures It is important that you check in with the Sports Partnership Administrator as often as possible whether in person, by or by phone as matches may be cancelled suddenly and you will need to be contacted. Check your regularly to ensure that your fixtures are still going ahead as planned. BUCS All your BUCS fixtures will be confirmed through the Sports Partnership Administrator who will send you an on or before the Monday of the playing week. You should not contact the opposition yourself for BUCS matches. It is however, your responsibility to allocate referees for the matches. Rules about how many refs/umpires are needed can be found in the online BUCS handbook bucs.org.uk under Sports General Information BUCS rules and regulations 2012/13. You must look over this before the start of the season to ensure you are aware of any changes to the rules before the first week of competition! Problems arise if you are not organised! Issues with Fixtures ALL cancellations for BUCS matches MUST go through the Sports Partnership Administrator. A A If a situation arises where either your team or the opposition wants cancel or rearrange, you MUST refer this to the Sports Partnership Administrator as soon as possible (at least 48 hours beforehand). A A All LUSL fixtures must be cancelled by the Club Captains involved. However, if it is a home game and you have booked out Sports facilities then you must also contact the Sports Partnership Administrator so that the necessary staff members can be informed. If your weekend fixture is cancelled after 17:00 on a Friday it is your responsibility to phone the grounds staff and let them know. If a fixture is cancelled, make sure that this information is given/received in writing. It has been known for teams to have the fixture cancelled by one person and still have the teams turn up and claim walkovers. If you are ever in doubt then contact the Sports Partnership Administrator and they will be able to help you. It cannot be stressed enough how important it is to play your matches at all costs. Unfortunately you have no control over the weather etc; this in turn makes playing fixtures when they are due to be played a much better option rather than cancelling or rearranging them. Sports Management 2014/15 9

10 Organising Fixtures Appeals for BUCS matches If you feel that a match was unfair then you will need to fill in a Playing Under Protest form which must be completed and signed by both captains before the start of the match. Only where a regulation has been breached should an appeal be made and BUCS will reject any appeal without a Playing Under Protest form or any appeal regarding the performance of the referee. All appeals must be lodged with the Sports Partnership Administrator by no later than the day following the match, so that it can be forwarded to BUCS by noon. It is important to outline the events that have occurred and the regulation broken according to the BUCS handbook. BUCS will not accept any appeals from any institution after the afternoon on the day following the match. The protest forms can be found on the BUCS website bucs.org.uk. It is essential to keep a Playing Under Protest form with you when going to matches. LUSL You will have to confirm your own LUSL matches. To confirm a match: 1. Find out who you need to send the details of the match to this information is available on BUCScore contacts. 2. If it is a home match then you will need to inform the opposition of the time, date and which teams are involved in full (e.g. IC Football Men s 2nds vs. St Barts 3rds), where the match is going to take place and a copy of the map of how to get to the ground at least three days before the fixture. 3. It is best to make your confirmation in writing by If it is a home fixture, contact the Sports Partnership Administrator with the necessary details so that the facilities can be booked well in advance. Do not just turn up and assume you can use a pitch. If you do you will not be permitted to play. Lodging an appeal shall incur a 50 lodging fee, this will be payable by the institution lodging the initial appeal or from the institution deemed at fault depending on the outcome. This charge will come from your club accounts. 10 Sports Management 2014/15

11 Organising Fixtures Entering/ Reporting Results The results of all your competitions in BUCS and LUSL events will need to be sent to the correct person depending on the competition. BUCS: Sports Partnership Administrator LUSL: Whoever holds the BUCScore account for your team BUCS Results All League & Knockout results must be sent to the Sports Partnership Administrator by the day after the fixture is completed. This is a strict BUCS rule that must be adhered to. These results can be sent via or left as a voice mail after your fixture is finished (then you won t have to worry about missing the deadline!). Please note that ONLY home fixtures can be entered into the system by the Sports Partnership Administrator at Imperial, however it is useful to have all results so that we can make sure the scores are accurate. Requests to enter/amend results to any fixture after 12 noon the Wednesday following the applicable league date will be rejected. Amendments to knockout rounds will incur a 10 fee. LUSL Results All home results must be entered into BUCScore by your team/club sportalise administrator. The Sports Partnership Administrator can also enter the result for you if you are having trouble. BUCScore BUCScore is the website that shows all the fixtures and results for all sports entered into BUCS and LUSL. The Sports Partnership Administrator is the Institution Administrator and is the only person with access to amend BUCS fixtures and results. She will set up all the Team/Club captains and fixtures secretaries on the system with Team Administration access. This will give you the permissions to amend LUSL fixtures and results. Before the start of the season the Sports Partnership Administrator will require a list of all players in each team to minimise the chance of players playing up. The SPA will send out the required form after team trials. Sports Management 2014/15 11

12 Organising Fixtures BUCScore User Guide BUCScore is the tool for BUCS and LUSL fixture administration. The Fixtures & Results tab on bucs.org.uk is driven by BUCScore so whatever is updated on the BUCScore system shows up on the main BUCS Website. For BUCS matches you do not have to worry about BUCScore as the SPA organises and makes all changes to BUCS fixtures. LUSL After attending a Club/Team captains training session you will be set up as a Team Administrator on BUCScore enabling you to do the following: Rearrange fixtures Change Dates Change Start times Update venue information Update team playing colours Update results Find opposition captains details Once you have signed in you get to this main page with the different tabs available to you and recent news and updates from BUCS. Help tabs Fixture Administration tools 12 Sports Management 2014/15

13 Organising Fixtures Team Fixtures You will only have access to your home Fixtures. If you are looking for a specific date, use the From and To options. Select your Sport from the drop down and select Gender. If you want to see your whole clubs fixtures leave it at this but if you want to be more specific select which team you want to look up. You can also break it down so you are just looking at Home fixtures or Away fixtures. Select Get Fixtures to bring up your fixture list. By selecting this icon you will export the information to excel which makes your fixtures slightly easier to organise. Sports Management 2014/15 13

14 Organising Fixtures Your fixture will look like this: AWAY matches are shown as below you will not have access to change any information, but you will be able to amend your kit colour (under the Kit column). When your opposition have updated the venue and time it will appear here. Edit Fixtures cog - click to change fixture details (see diagram below) Venue select venue once you have confirmed this with the Sports Partnership Administrator (Harlington and Teddington Sports Grounds). Time select start time once you have confirmed this with the Sports Partnership Administrator (Harlington and Teddington Sports Grounds). 14 Sports Management 2014/15

15 Organising Fixtures Edit fixture box Switch Teams - this allows you to reverse the fixture. Change Date - this is the function for rearranging your fixture (see next diagram). Add Venue - this is the function for rearranging the date of your fixture. Change Fixture Date box Select the date you want to rearrange the fixture to. Select the reason for change Submit then Save. This will not rearrange the fixture automatically, an will be sent to the opposition who will need to confirm or reject the re-arrangement. Once this has been completed you will notice the change on your fixture list. Sports Management 2014/15 15

16 Organising Fixtures Submitting results Enter the results for Home matches by filling in these boxes and clicking Submit. If a match is not played select the tick box and select a reason why. You will then jump to the Advanced Scores screen to amend the fixture. Advanced Scores For postponed and abandoned fixtures, select an alternative date and a reason for the change and any other additional information you feel is relevant. If you select Walkover, you will be given the option of selecting a winner of the match and a reason as to why you are claiming the walkover. Explain in more detail in Additional Information box. 16 Sports Management 2014/15

17 Safety Each Club, Society & Project has a responsibility to ensure the safety of their members while they are participating in activities. Undertake sensible activities and make sensible decisions. Clubs, Societies & Projects generally have an excellent safety record - we would like to keep it this way. Incidents and accidents do however occur - there are a number of procedures in place to manage these incidents and ensure the correct reporting is carried out. Activity Registrations Registration of activities is mandatory for all Clubs, Societies & Projects. The information provided will help the Union and the College in the case of an emergency involving members while away from campus. The registration must be done online eactivities. It will literally take two or three minutes. The information required falls into two parts, namely: Part A: Details of where, when & what the activity is, who is in charge, as well as departure and arrival places and times. Part B: Details of who is participating, their names & CID numbers. Depending on the activity being undertaken, the information summarised in the table below will need to be provided. Increased Risk Activities Other Activities On Campus None None Off Campus but within M25 Part A & Part B Part A Beyond M25 Part A & Part B Part A & Part B Residential Activities Part A & Part B Part A & Part B Sports Management 2014/15 17

18 Safety Activity Registration submissions Activity Registration submissions can be made by any committee member of a Club, Society or Project Committee. First log into eactivities and then navigate to Administration, Clubs, Societies & Projects and finally to Activity Registrations. The screen will default to submitting a new registration. Complete all the details, when the required fields are complete a second section at the bottom of the page will appear so that you can add in the attendees. The current members of the Club, Society or Project will appear on the Attendees subtab. If individuals are attending who do not appear on the drop down list they should be added using the Non Member Attendees subtab. When the registration is complete click Submit Activity Registration. Click Submit Activity Registration when all the details have been added If you need to add new addresses then use the Change/Add New Addresses tab Add attendees here 18 Sports Management 2014/15

19 Safety The list of Increased Risk Activities is: Airsoft Basketball Caving Canoeing A A Clay Pigeon & Rifle Shooting Climbing Cross Country Cycling Football Free running Gliding Hill walking Hockey Ice Hockey In-line Hockey Kickboxing Kite Surfing Lacrosse A A Martial Arts (all types) Motorsport Mountaineering Orienteering Parkour Paintballing Parachuting Polo Riding Rugby Rowing Sailing Skiing Snowboarding Squash Surfing Wakeboarding Water polo Waterskiing Windsurfing Yachting The level of information required is relative to the activity being undertaken rather than the Club, Society or Project undertaking it. For example the Yoga Club, who usually do their activities in a room on Campus, generally would not be required to register their yoga sessions. However, if the Yoga club decide to go on a sailing trip then they would need to register that activity. Conversely, the Sailing Club must register each of their trips sailing, but if they decide to have an evening of Yoga on campus then they would not need to register that activity. The only exception to this registration scheme is for regular sports training, such as the Hockey Club training at Harlington on a Monday evening, or the Boat Club training on the River Thames each morning. Sports Management 2014/15 19

20 Safety Accident Reporting If an accident or dangerous occurrence (i.e. an event that could have resulted in an accident) happens, you must fill out an Accident Report Form. Paper copies are available from the Student Activities Centre, electronic copies online at imperialcollegeunion.org/accidents. You should ensure you take some paper copies away with you on trips or to sports matches. Accident Report forms must be returned to the Student Activities Centre within 48 hours of an incident occurring. Minor injuries and dangerous occurrences, as well as major incidents must be reported. Imperial College is required by Law to submit details of accidents and provide accident statistics. This is not a piece of bureaucracy that is applied only to Clubs, Societies & Projects - every College department and employee is required to report accidents and dangerous occurrences in the same way. The objective of accident reporting is to stop identical accidents reoccurring in the future if possible. A Club, Society or Project will not get into trouble for reporting accidents, nor will your activities be stopped, save under severe circumstances. Accident reports will be reviewed and advice to review risk assessments may be provided by the Union Health & Safety Committee. Unplanned Incidents & Emergencies Normally all Club, Society & Project activities pass without incident. Very occasionally though, something unplanned happens. The level of response from your Club, Society or Project very much depends on your activities - for example the wind getting stronger very quickly could mean serious issues when mountaineering or SCUBA diving, but might provide an excellent day s activity when sailing or windsurfing. You have responsibility for thinking and responding sensibly and safely when planning for and responding to unplanned incidents. Each Club, Society or Project needs to be aware of what to do when unplanned things happen and establish a clear procedure for dealing with them. It is important that everyone involved in organising a trip is aware of what is written in the Code of Conduct so that they know what to do. The three different levels of incidents and response needed are: Simple Unexpected Incident General Unplanned Incident Critical Incident 20 Sports Management 2014/15

21 Safety 1) Simple Unexpected Incident Simple things that do not adversely affect the overall operation of the event, trip or activity. Such things may include a coach or bus turning up late, forgetting to pack some of the necessary equipment, a disagreement over how to cook dinner. What to do: Do what is necessary at the time to resolve this incident. Learn from the experience and enjoy the rest of the activity. Try to ensure something like this does not happen again in the future. 2) General Unplanned Incident Situations that are unplanned for and are likely to have an impact on the overall activity, for everyone involved. For example a vehicle breaking down, a participant needing to be taken to A&E for a simple injury, forgetting the keys to the accommodation. What to do: A A Deal with the incident on the ground at the time. A A Be aware if any of the circumstances have turned (or are likely to turn) the incident into a critical incident (e.g. press interest). A A If so, then follow the Critical Incident Procedure below. A A Call the Student Activities Centre, if necessary, to report the details of the incident. A A Complete an Accident Report Form on return from the activity if necessary. If any type of assistance is required or if in any doubt follow the critical incident process. 3) Critical Incident Serious incidents which are likely to require professional staff at the Union and College to resolve. This would include: A death or multiple or serious injuries or a participant. A A Participants missing, overdue or in other immediate danger. Serious illness or hospital admission. Arrest or detention by Police or other security services. A A Participants being a victim of a criminal incident. A A Serious Road Traffic Accident A A Any situation where the emergency services are involved. A A Any situation which is likely to bring the College into disrepute. A A Any situation where the media are attending or may attend or have an interest in. Also, any situation in which the person in charge of the activity is not confident in dealing with appropriately is considered a critical incident. As experts in the activity the Club, Society or Project has undertaken, members present need to deal with the incident in the very first instance. This is why it is vital that organisers know the Club, Society or Projects Code of Conduct as this should outline what to do. Sports Management 2014/15 21

22 Safety What to do: A A Call 999 for the emergency services if necessary. A A As soon as possible (when the situation is under control), call Imperial College Security on +44 (0) to report the incident. A A Calling the phone number and providing information about the incident will also allow a briefing to be given to the College Press Office - this is a very important consideration as there is generally a large amount of media interest in incidents involving students. The staff who answer the phone and deal with the incident have extensive experience in this area. Most things have been seen before so do not be afraid of calling. The number is manned 24 hours, every day of the year. Things to Remember 1. Do not talk to the Press and certainly do not attempt to sell stories to the Press. 2. No Club, Society or Project member should admit liability for an incident. 3. Under no circumstances should any member of a Club, Society or Project contact the Next of Kin of a fellow participant. If Next of Kin need to be contacted call the Critical Incident phone number: +44 (0) Ensure you have a well-thought out Risk Assessment. 5. Ensure people organising the event/trip know what is on the Risk Assessment. 6. Fill in an Accident Report Form if you have had an accident or a dangerous occurrence. 7. Keep calm. Additionally a senior member of Union staff is always on duty to deal with Critical Incidents. Wallet-sized business cards detailing what to do in the event of a Critical Incident are available from the Student Activities Centre. Every person leading a Club, Society or Project activity should have a copy of this. 22 Sports Management 2014/15

23 Sport Facilities at Imperial All facilities have Wednesday afternoons booked out for BUCS fixtures. However, fixture times need to be arranged with the Sports Partnership Administrator. In cases where external facilities need to be booked, it is the responsibility of your Club to inform the Sports Partnership Administrator of the time, directions, etc of the venue in plenty of time. All facilities bookings should go through the Sports Partnership Administrator. Ethos Sports Centre Facilities: Energia Gym, Energia Studio, Sports Hall, Swimming Pool, Sauna, Steam Room, Spa, Squash Courts, Massage Capsule, Sports Injury Treatment Rooms, Café Address: Ethos, 7 Princes Gardens, London, SW7 2AZ Tel: +44 (0) Bus: 9, 10 or 52 to the Albert Hall on the north of campus. 74 or 14 by the V&A Museum to the south of college. 49 to Gloucester Rd. 45A or C1 to South Kensington Tube Station and the number 70 to Queens Gate on the west of the College. Tube: Take the Piccadilly, Circle or District Line to South Kensington and walk along the subway joining the tube station to the Science Museum Parking: Unfortunately due to the central London position of the campus there are no facilities for parking. However coaches are able to drop off and collect students on Prince Consort Road. Bookings: Clubs, Societies & Projects Sports Partnership Administrator Ethos Sports Management 2014/15 23