Cach Management Plicy Chsing the right caches fr yur club is ne f the mst imprtant decisins yu will make. Gd caches will help make yur club successful and fun as they are an imprtant factr in the fundatin f a great sprts club. It is yur respnsibility t manage yur clubs caches and t check yur caches are suitably qualified. DCU Club Life Cmmittee (CLC) will help yu d this with lts f advice, best practice and templates that yu can use, s yu can get the best caches and make the mst f them! While the DCU CLC allcates varius grants t clubs it des nt take a lead rle in the peratin f these clubs. As such all club caches are engaged directly by each club and nt DCU r the CLC. Clubs engage the caches and subsequently recruit, manage and terminate the wrking relatinship as apprpriate. 1. Hw t recruit the best Cach Yu must have a clear system in place fr the advertising, recruiting, supervising and reviewing yur caches. CLC have lts f guidance and frms s yu can d this easily. The basic steps are belw: The Jb Descriptin Yu must give yur cach a jb descriptin with infrmatin abut yur sprts club, what jbs yu want them t d, and the qualificatins that they need. Sample sprts cach jb descriptins which yu can adapt fr yur club are available at www.dcu.ie/studentsprt/clubs.shtml Advertising Next step is t advertise yur caching jb t ensure the best peple see the jb and apply. Keep advertising cheap r free and use yur Natinal Gverning Bdy f Sprt, Student Sprt Ireland, the Irish Sprts Cuncil, www.dcusu.ie etc. Yu can speak t peple yu knw and head-hunt as lng as it is dne alngside pen advertising. Dn t frget yur sprts club is engaging the cach and shuld clearly state this and als say that it is nt a DCU, CLC r Office f Student Life rle. Shrtlisting S nw yu have all yur applicatins it is time t shrtlist r chse the best nes that yu want t call fr interview. T make this easier, agree a simple scring prcess and the reasns fr it against each duty in the jb descriptin. Then mark yur applicants against this. The nes with the highest scre are the caches yu shuld interview. The Interview Panel Wh shuld be n yur interview panel? Ideally yu shuld have: 1 r 2 cmmittee members frm yur club Sprts Develpment Officer/Academy Directr (if yu have ne) Yu may als include (but is nt cmpulsry) Senir Sprts Develpment Officer, Academy Directr, Sprts Develpment Officer Manager f Office f Student Life Natinal Gverning Bdy f Sprt The Interview Tps tips fr a successful interview are: Agree a Chair f the panel 1
Meet befre the interviews Plan yur questins using the jb descriptin s as yu can find ut each caches skill levels Agree a marking scheme fr each f the skill areas Ask the same questins t each cach t make sure yur interviews are fair Discuss each caches perfrmance and agree a mark t determine their final ranking All applicants receive a Successful r Nn-successful Interview letter/email r call 2. Yu fund a Cach, s what next? Caching Agreement & Caches Details Frms All caches whether they are being paid r nt must be prvided with a Caching Agreement by the club engaging them. A template Caching Agreement is available at www.dcu.ie/studentsprt/clubs.shtml Yu must give yur cach tw cpies f the Caching Agreement which details the caching hurs required and als the ttal payment payable t the cach. The cach shuld sign bth cpies and return ne cpy t the club. The CLC requires that each Cach submits the dcuments belw whether in a paid r vluntary capacity. The Cach can submit these dcuments directly t Sibhan Byrne, Clubs & Scieties Finance & Develpment Officer. Cmpleted Emplyee Set-up Frm Signed Caching Agreement Signed Cde f Ethics & Cnduct fr Sprts Caches Cpy f Caching qualificatins Cpies f Insurance/Affiliatin paid (this is the Caches respnsibility) Signed Self-Declaratin Frm (Plicies and Prcedures supprting Child Prtectin at DCU) Prbatinary Perid Smetimes caches dn t wrk ut as expected and may nt have the right skills that yu need. Yu shuld agree a trial r prbatinary perid in the cach s cntract. Set a date fr this and have a meeting with yur cach t assess hw things are ging. Caches Access t the Sprts Cmplex Make sure yur cach gets a blue wrist band frm the Sprts Cmplex receptin s they can get int the Sprts Cmplex fr training. 3. Managing yur cach DCU Cde f Ethics and Cnduct fr Sprts Caches The CLC is cntinuing t use its Cde f Ethics and Cnduct fr Sprts Caches. Caches will receive a cpy f the DCU Cde f Ethics and Cnduct fr Sprts Caches and they must sign a frm stating that they have read, understd and agree t abide by this plicy. The Cde f Ethics and Cnduct fr Sprts Caches is available frm www.dcusu.ie/resurces-page/ 2
Unqualified club members Caching at club training sessins Yu may have sme excellent members that will t take an ccasinal caching sessin t teach thers r t fill in fr an absent cach. If this happens it is imprtant that members are tld by the individual that they are nt qualified as a cach, and that thse taking part are ding s at their wn risk. The Cach & members under 18 years If yu have members under the age f 18 years yur cach must cmplete a Vlunteer/Cach Applicatin frm fr thse with substantial access t children, available at www.dcu.ie/studentsprt/clubs.shtml. This is recmmended by the Irish Sprts Cuncil in their Cde f Ethics and Gd Practice fr Children s Sprt in Ireland. Members under 18 years Where members are under the age f 18 by the 10 th f Octber each year their parents shuld cmplete the Applicatin frm fr new junir members, available at www.dcu.ie/studentsprt/clubs.shtml. Reviewing yur Cach Great caches (and cmmittee members) are able t cngratulate themselves as well as always lking fr ways t imprve what they d. Each semester yur cmmittee and the cach shuld sit dwn and chat abut the year and give and receive feedback. This infrmatin will help evaluate the club, judge hw effective it was and decide what ptentially needs t be dne next time t make the club better. CLC will help yu d this with lts f advice and sample frms and als a sample questinnaire that yu can give t yur members t get feedback. Caching agreements may be renewed annually subject t a successful end f year review and apprval by the relevant Club Cmmittee. Garda Vetting/DCU Self Declaratin Frm Garda Vetting is abut best practice in recruiting individuals t wrk with children (under 18 s), yung peple and vulnerable adults. Garda vetting, is the pre-checking f a Cach s backgrund fr criminal cnvictins r prsecutins and is recmmended by the Irish Sprts Cuncil and Children First - the Natinal Guidelines fr the Prtectin and Welfare f Children. Yu shuld cntact yur Natinal Gverning Bdy t find ut abut the Garda Vetting prcedures in place fr yur sprt. DCU has a child prtectin plicy Keeping Children Safe, Plicies and Prcedures supprting Child Prtectin at DCU. There is a summary f this plicy available at www.dcu.ie/equality/crc.shtml Sprts caches are required t sign an annual Self-Declaratin Frm stating that they have nt been subject t allegatins / investigatins / prceedings / cnvictins f abuse r neglect in the previus 12 mnths. The Self-Declaratin Frm is available at www.dcu.ie/studentsprt/clubs.shtml Dealing with Cnflict Smetimes things dn t run smthly with caches and they g against what was agreed in their agreement r the DCU plicies. If this happens yu shuld seek help frm CLC. CLC has a Disciplinary Rules and Prcedure t deal with issues arising with caches that are in breach f their Caching Agreement and r plicies. Please cntact the DCU CLC fr a cpy f this prcedure as required. 3
Terminatin f a Caching Agreement The Caching Agreement will be terminable by the cach n giving the club nt less than fur weeks ntice in writing and by club n giving the cach fur weeks ntice in writing. Such written ntice shuld be filed with the Club and DCU CLC simultaneusly The Club reserves the right t terminate the Caching Agreement withut ntice if it has reasnable grunds t believe that the cach is guilty f grss miscnduct, grss negligence r breaches the DCU Cde f Ethics fr Sprts Caches. Yur Club reserves the right t pay salary in lieu f any perid f ntice which the cach is entitled t give r receive. On the terminatin f the Caching Agreement fr whatever reasn, the cach is required t return t yu withut delay all memranda, crrespndence, recrds, papers, prperty, equipment belnging t yur Club r relating t its business r affairs, which are in yur pssessin r under yur cntrl. Grievance Prcedure If the cach is unhappy abut any aspect f his/her engagement with yur club they shuld first discuss the matter with yur cmmittee and the Senir Sprts Develpment Officer/Sprts Develpment Officer/Academy Directr r Manager Office f Student Life as apprpriate. If they are still unhappy they shuld raise the matter with the emplyment Sub Cmmittee f the Office f Student Life. 4. Cmpensating r Reimbursing Expenses S hw d yu cmpensate r reimburse yur cach fr all their hard wrk with yur club? The first thing yu need t d is clarify if each cach is either a: Vlunteer Emplyee Self-emplyed Once yu have identified the status f yur cach they may be paid fr their wrk r unpaid. Please see the relevant sectin belw fr yur cach. Vlunteer Cach Vlunteers d nt get paid, hwever they may get reimbursed fr any ut f pcket csts and prvided these csts are reasnable and can be verified there shuld be n tax issues. Given the funding cnstraints within which the Club perates, the maximum amunt f expenses that may be paid by the Club t the Cach in relatin t the engagement perid is determined each year by the CLC. Fr the current maximum amunt f expenses fr sprts caches please cntact the CLC. The CLC reserves the right nt t reimburse an expenses claim made by a vlunteer r t cnsider special cases that may receive funds abve the cap. Given the nt fr prfit status f the club, the arrangements in relatin t relevant expense reimbursements and amunts specified, are subject at all times t the funding available t the Club. Revenue guidelines are highlighted belw fr vlunteer caches/individuals carrying ut wrk n a vluntary and unpaid basis (www.revenue.ie/en/business/paye/guide/emplyers-guide-paye-expenses.html) The reimbursement f expenses f travelling and subsistence t individuals wh wrk n a vluntary and unpaid basis fr rganisatins whse functins and aims are bth altruistic and nn-cmmercial (fr example, vluntary unpaid wrkers wrking fr charities, sprts bdies, etc.) may be paid taxfree prvided the expenses f travelling and subsistence: 4
Merely put the unpaid individual in a psitin t carry ut his/her wrk; and n mre than reimburse the individual the expenses actually incurred by him/her and d nt exceed what are knwn as the Civil Service rates fr reimbursement f expenses f travelling and subsistence Nte: Individuals invlved in charities, sprts bdies, etc. wh, in additin t a reimbursement f actual expenses f travel and subsistence, receive, either directly r indirectly, remuneratin f any descriptin (fr example, weekly r mnthly salary, an hnrarium, and/r a 'bnus', etc) d NOT fall within the descriptin f 'carrying ut wrk n a vluntary and unpaid basis'. CLC Plicy fr reimbursing Expenses fr Vlunteer Caches Given the nt fr prfit status f the club, the arrangements in relatin t relevant expense reimbursements and amunts specified, are subject at all times t the funding available t the Club. Please nte CLC will fund a maximum f 2 qualified caches per team. It shuld als be nted that CLC funds the cre activities f the club t include referees fees, playing kit, facility hire, travel and accmmdatin, first aid supplies, etc. Due t this and als the ther funding that the CLC may give t the Club, the CLC will nt reimburse caches expenses fr: 1. Caching fr cmpetitive fixtures. 2. CLC fully funds a bus t cmpetitive fixtures fr the DCU Sprts teams and it is expected that the caches will travel with the teams. Expenses fr travel t cmpetitive fixtures will nly be funded upn request. 3. Referees fees, gear, training equipment, fd fr teams, pitch hire and ther sprts science/nutritin supprts. CLC will nly reimburse Caches fr the expenses listed belw: 1. Mtring expenses fr travel t training (max 24 weeks) at the club training times as apprved by the CLC, at.50cent per mile. (2014-2015 rate) 2. Subsistence expenses fr matches, maximum amunt 10 per match fr a meal. If the club pays expenses based n an acceptable flat-rate allwance, the club as the emplyer must retain a recrd f all f the fllwing the name and address f the emplyee; the date f the jurney; the reasn fr the jurney; the distance (km) invlved; the starting pint, destinatin and finishing pint f the jurney; the basis fr the reimbursement f subsistence (e.g. an vernight stay away frm an individual s nrmal place r wrk) As regards the reimbursement f actual expenses vuched by receipts, the emplyer must retain such receipts, tgether with details f the travel and subsistence. The perid f retentin f recrds is 6 years after the end f the tax year t which the recrds refer. If an emplyer has dubts abut the adequacy f recrds maintained the lcal Revenue ffice can be cnsulted. Payments t Caches It is the respnsibility f each club (emplyer) t register fr tax and deduct the tax and pay it ver t the Revenue Cmmissiners, tgether with any PRSI. T facilitate this, the Office f Student Life will prvide the CLC payrll services fr clubs. Fr cnvenience and t reduce csts the CLC has been 5
registered as the emplyers. The OSL will maintain the registratin f the CLC with the Revenue Cmmissiners and will prepare payslips and the annual and mnthly returns t the Revenue Cmmissiners accrdingly. Fr the current hurly rate f pay fr sprts caches please cntact the CLC. All payments t caches are subject t revenue and PRSI deductins. The number f hurs allcated by CLC is based n the number f teams, training times scheduled, playing standard and budget. Please nte CLC will fund a maximum f 2 qualified caches per team, Caches will be paid in December and April/ May each year fllwing the cmpletin f a timesheet. If yur cach is ver 66 years f age yu are als asked t indicate this as a different PRSI rate applies. It is imprtant t nte that the emplyees (club caches) will need t cntact the Revenue Cmmissiners themselves regarding the allcatin f their tax credits and cut-ff pints against this emplyment. T d this, the emplyee (Cach) will require their wn PPS number plus the CLC s PAYE registratin number (available upn request). Otherwise the emplyee will be placed n emergency tax. Payments t Self-Emplyed Caches that are self-emplyed will be required t submit an invice fr the services, a current tax clearance certificate and evidence f their emplyment status, as per revenue Guidelines. Useful Resurces t help yu manage yur Cach! NGB Tl Kit - www.irishsprtscuncil.ie/gverning_bdies/ngb_supprt_kit/ Cde f Ethics - www.irishsprtscuncil.ie/participatin/cde_f_ethics/ Vlunteer Resurces - www.vlunteer.ie Club resurces - www.clubmark.rg.uk/resurces/clubmark-resurces/dwnlads 6
Caching Letter fr Paid Caches Dear XXXXX I refer t previus discussins, and wuld like t thank yu again fr agreeing t undertake t cach the DCU XXXXX club players fr the abve mentined academic year. As yu will be aware, DCU Clubs and Scieties (part f the Student Finance Cmmittee Ltd t/a DCU Office f Student Life) prvides sprting, scial and cultural activities t students f Dublin City University. These activities play a key part in the University experience and in the develpment f students. Sprts caches play an imprtant part in assisting student clubs fulfil their bjectives during the sprting year. I am delighted t prvide yu with the details f yur rle as cach t the DCU XXXXX club. I wuld appreciate if yu culd sign a cpy f the Caching Agreement belw t cnfirm yur acceptance f this engagement and return same t XXXXXXX by XXXXXX. Please nte that the Club chairpersn [XXXXXXX] r a persn s designated by him/her, shall be yur primary cntact during the academic year. I als enclse the fllwing dcuments fr yu t read and sign: Emplyee Set-up Frm Cde f Ethics & Cnduct fr Sprts Caches Summary f the Plicies and Prcedures supprting Child Prtectin at DCU and a Self- Declaratin Frm Can yu return these with a cpy f yur caching qualificatin and a signed cpy f acceptance f this engagement t Sibhan Byrne, Clubs & Scieties Finance & Develpment Officer. Wishing yu every success fr the frthcming academic year and thanking yu fr yur cmmitment in supprting sprting experiences fr students f Dublin City University. Kind Regards, Chairpersn DCU XXXXXXX Club 7
Caching Agreement 2014-2015 DCU Club & Team: Caches Name: Caches E-mail: Caches Telephne Number: Training Dates Semester 1: Training Dates Semester 1: Training Days & Times: Rate f Pay: September Octber Nvember December February March April 21.50 per hur (Please nte all pay is subject t revenue and PRSI deductins) Payment Dates: Payment is made in 2 instalments in December & April each year Please nte the fllwing: - Given the funding cnstraints within which the Club perates, the funding f caching fr matches is nt pssible. - All caching is subject t securing sufficient membership numbers in the DCU Club and/r Team - All caching is subject t prf f caching qualificatins. - It is the cach s respnsibility t pay their wn insurance and membership fees t the respective sprts assciatin/gverning bdy. - The Cach must prvide sufficient ntice if they are nt available t attend a caching sessin. - Payment will nt be made fr missed sessins. In signing belw, the Cach agrees t prvide sprt caching supprt t the Club fr the perid 01 Octber XXXXX t 31 April XXXXXX, and at all times agrees t fulfil this engagement in accrdance with the rules f the Club and the Student Finance Cmmittee Ltd. (t/a DCU Office f Student Life) Signed: Name: Date: 8
Caching Letter fr Vlunteer Caches Dear XXXXX Academic Year 2014/2015 I refer t previus discussins, and wuld like t thank yu again fr vlunteering t undertake t cach the DCU XXXXX club players fr the abve mentined academic year. As yu will be aware, DCU Clubs and Scieties (part f the Student Finance Cmmittee Ltd t/a DCU Office f Student Life) prvides sprting, scial and cultural activities t students f Dublin City University. These activities play a key part in the University experience and in the develpment f students. Sprts caches in their vluntary rle play an imprtant part in assisting student clubs fulfil their bjectives during the sprting calendar. In line with the latest Revenue guidance [SP-IT/2/07] fr reimbursement f expenses t individuals carrying ut an engagement n a vluntary basis fr rganisatins whse functins and aims are bth altruistic and nn-cmmercial, the DCU XXXXXX Club [ Club ] agrees t prvide fr reasnable travel and subsistence csts incurred by yu in yur capacity as a vlunteer sprts cach fr the Club, and reimburse any direct expenditure incurred by yu fr relevant club activities which has been authrised by the Club, during the perid 01 Octber XXXX t 31 May XXXX inclusive. Given the funding cnstraints within which the Club perates, the maximum amunt f expenses that may be paid by the Club t yu in relatin t the engagement perid is XXXX. I attach a cpy f the travel expenses claim frm. All claim frms shuld be apprpriately cmpleted, and frwarded tgether with relevant supprting dcumentatin t XXXXXXXXX fr apprval. The Club reserves the right nt t reimburse an expenses claim made by a vlunteer. Given the nt fr prfit status f the club, the arrangements in relatin t relevant expense reimbursements and amunts specified in this letter, are subject at all times t the funding available t the Club. I wuld appreciate if yu culd sign belw t cnfirm yur acceptance f this vluntary engagement and return same t XXXXXXX by XXXX. I als enclse the fllwing dcuments fr yu t read and sign: Vlunteer Set-up Frm Cde f Ethics & Cnduct fr Sprts Caches Summary f the Plicies and Prcedures supprting Child Prtectin at DCU and a Self- Declaratin Frm Can yu return these with a cpy f yur caching qualificatin and a signed cpy f acceptance f this vlunteer engagement t Sibhan Byrne, Clubs & Scieties Finance & Develpment Officer. Please nte that the Club chairpersn [XXXXXXX] r a persn s designated by him/her, shall be yur primary cntact during the academic year. Wishing yu every success fr the frthcming academic year and thanking yu fr yur cmmitment in supprting sprting experiences fr students f Dublin City University. Kind Regards, Chairpersn DCU XXXXXXX Club 9
Vlunteer Caching Agreement 2014-2015 DCU Club & Team: Caches Name: Caches E-mail: Caches Telephne Number: Training Dates Semester 1: Training Dates Semester 1: Training Days & Times: Reimbursement f Expenses CLC will nly reimburse Caches fr the fllwing expenses September Octber Nvember December February March April Reimbursement f expenses will be made in December and May each year. The maximum amunt f expenses that may be paid by the Club t yu in relatin t the engagement perid is XXXX - Mtring expenses fr travel t training (max 24 weeks) at the club training times as apprved by the CLC, at.50cent per mile. (2014-15 rate). Expenses fr travel t cmpetitive fixtures will nly be funded upn request. - Subsistence expenses fr matches, maximum amunt 10 per match fr a meal. Please nte the fllwing: - Given the funding cnstraints within which the Club perates, the funding f caching fr matches is nt pssible. - All caching is subject t securing sufficient membership numbers in the DCU Club and/r Team - All caching is subject t prf f caching qualificatins. - It is the cach s respnsibility t pay their wn insurance and membership fees t the respective sprts assciatin/gverning bdy. - The Cach must prvide sufficient ntice if they are nt available t attend a caching sessin. - Expenses will nt be made fr missed sessins. - There may be ther ut f pcket expenses that yu incur utside thse cvered abve. Please check in advance fr allwable expenses with yur club cmmittee. In signing belw, the Cach agrees t prvide sprt caching supprt t the Club fr the perid 01 Octber XXXXX t 31 May XXXXXX, and at all times agrees t fulfil the vluntary engagement in accrdance with the rules f the Club and the Student Finance Cmmittee Ltd. t/a DCU Office f Student Life) Signed: Name: Date: 10