Safety & Training OfficerSeptember 2015

Ice Breaker

Get to know each other...

Slide Title

Speak to 5 people who you don't know and find out• Their name

• What club they are from

• Their most embarrassing Freshers' moment

Objectives

Objectives...

Slide Title

What we're going to cover briefly this morning• Club Culture

• Responsibility

• Representing your members

• Policies & Procedures

• Sports Club Constitution

• Registration & Membership Process

• Students' Union Website

Objectives...

Slide Title

What we're going to cover in more detail this morning• Risk Assessments

• Reporting numbers

• Trip Forms

• Incident reporting

Understanding of the role

So much information that everyone needs to know...

What does everyone need to know?

Slide Title

You need to know about• Club Culture

• Position of Responsibility

• Representing Members

• Policies & Procedures

• Sports Club Constitution

• Registration & Membership Process

• Using the Students' Union Website

Club Culture

Rate you club culture...

Slide Title

Definition of cultureThe attitudes and behaviour characteristic of a particular social group

Complete the slip stating your score and why you believe this is an accurate account of the culture within your club.

Negative Positive

An ideal club culture...

Slide Title

FUN

INCLUSIVEENJOYABLE

CHALLENGING

SOCIAL PERFORMANCE DRIVEN

WELCOMING

FRIENDLY

OPEN TO CHANGE

DIVERSE

Responsibility

You are responsible...

Slide Title

As a committee member you hold a position of responsibility.

This means that if there is a disciplinary within your club, responsibility could fall on you, even if you weren't involved.

Consequences could be that you are stripped of your role and restricted from being on any committee in the future.

You could also have to face Students' Union and University Disciplinary procedures.

Represent

Represent your members...

Slide Title

The committee exists to represent club members

What would you do in the following situations...

• The club committee is discussing the option of buying a large piece of equipment from the clubs account and can't come to an agreement

• Club members are unhappy with the time of one of their training sessions

• Club members want their Sports Ball tickets subsidising by club funding

Policies & Procedures

There have been a lot of changes...

Slide Title

You have to do everything we have covered whilst operating within the Students' Unions policies and

procedures.

Some Policies and Procedures will be covered in more detail shortly but I would strongly recommend that you familiarise yourself with all

of them.

They can be viewed on the Students' Union Website.

Sports Club Constitution

Your club constitution...

Slide Title

A constitution is a document which details the rules and regulations which you need to adhere

to.It includes details about:• Purpose• Membership• Committee• Meetings• Roles• Finance• Winding Up

You will all have to sign the constitution to show that you agree on and understand how your club should operate.

Membership & Registration

What's the process?

Slide Title

The process can be viewed on the Students' Union website and anytime.

Let's go through it step by step

It's vital that everyone registers on the SU website and pay's the appropriate membership and it's your responsibility as a committee to make sure members

complete the process.

We will be doing spot checks at training and before fixtures!

SU Website

Make the most out of the website...

Slide Title

You have access to the following tools via the SU website

• Edit your page content• View members• View Sales reports• View Purchase Reports• Send messages to members• Upload Resources• Set up a product (Chairs & Treasurers Only)

Make the most out of the website...

Slide TitleWe need a volunteer to log in to the website so

we can show you how it all works!

https://www.hallamstudentsunion.com/

Questions?

Understanding of the role...

Slide Title

Key Responsibilities include• Completing clubs generic risk assessment

• Completing club trip registration form and trip leader form

• Reporting to the Students' Union numbers attending training sessions

• Reporting any incident's that happen to the Students Union

Risk Assessments

Risk Assessments...

Slide Title

Generic Risk Assessments• You need to complete a Generic Risk Assessment based on your club

training/activity session

• Deadline is Friday 9th October

Risk Assessments...

Slide Title

Duty of Care

"Duty of care is a legal obligation imposed on an individual requiring that they adhere to a standard of reasonable care while performing any acts that could foreseeably harm others."

• Need to take necessary precautions to keep your activity safe• Risk assessments help to demonstrate that a duty of care has

taken place to protect all participants• We can be liable for an accident or incident if negligence is

apparent

Risk Assessments...

Slide Title

What is a Hazard?A hazard is something that has the potential to cause harm.

What is a Risk?A risk is the likelihood of harm occurring from the hazard.

• All activities have risks • You can't eliminate all risks and hazards• You can put the necessary measures in place to prevent these

risks from happening.

Risk Assessments...

Slide Title

Accidents can still happen

• Despite all your best planning accidents can still happen

• All accidents/incidents should be reported as soon as possible (usually within 24 hours)

• In the case of a serious accident/incident contact University 24 hour security on 0114 225 2000 and Inform them that there has been an incident involving a student.

Risk Assessments...

Slide Title

Step 1 - Look for the Hazards

What could cause harm and what could go wrong?• Trips and Falls• Sprains, Strains, Breaks & Minor Injury• Major Injury• Fire• Weather Conditions• Faulty equipment• Manual Handling

Risk Assessments...

Slide Title

Step 2 - Who might be harmed and how?• Coach• Club members/participants• Members of the public• Volunteers

Risk Assessments...

Slide Title

Step 3 - What are you already doing?

• Fire - fire exits are clear, everyone knows nearest exit and assembly point

• Weather Conditions - cancellation procedure if based outdoor

• Minor & Major injury - First Aider on site/at session

Risk Assessments...

Slide Title

Step 3 - Do you need to do anything else to control the risk?

• Brief new members when they join• Make sure everyone knows who the first aider is• Notify site staff (if applicable) about faulty equipment

Risk Assessments...

Slide Title

Step 4 - Actioned by who?

• You• Chair• Captain• Site/Facility staff?

Step 5 - Actioned by when?• Whenever is appropriate

Reporting Attendances

Reporting Attendances...

Slide Title

You are now required to tell the Students' Union how many people have attended your training sessions each week. • You can keep a record on paper or on your phone but you have to

submit this to the SU every MONTH!• We need to know how many individuals have trained at least once

during the week• If John attends 3 sessions you only count him once!

• Submit via the website

Trip Forms

Trip Forms...

Slide Title

When do you need to complete?

• Out of Hours trip, competition, holiday

• Using club equipment

• No staff present

If you would like some help or support with planning a trip, book a meeting with me!

Trip Forms...

Slide Title

What do you need to complete?

• Trip Registration Form

• Trip Leader

• Specific Risk Assessment

Email to either Kirstie at k.carruthers@shu.ac.uk or Joel at j.kesterton@shu.ac.uk

Trip Forms...

Slide Title

Vehicle Registration• Copy of your driving licence (photo card only)• Copy of your MOT certificate• Copy of your Certificate of Motor Insurance

If you would like to book a bus or accommodation Lydia will happily help you. Email lydia.smith@shu.ac.uk

Please note that payment for trips from students must go through you club account. Speak to your Chair or Treasurer about setting up an online payment.

Incident Reporting

Incident reporting...

Slide Title

The Policy• You all have a copy• Please have a read through to familiarise yourself

The Form• You all have a copy• You need to submit every time their is an incident

Questions?