2. The following document is designed to provide you with a basic knowledge of all the in’s and out’s of HAU SU relating to HAU Clubs. As Clubs execs you have a great opportunity to develop the opportunities for Students to be involved with a Club o Society at HAUC, but this hold a responsibility to ensure activities are safe and managed well. And this charter can provide you with some knowledge of what you need to do to achieve great things for your club. Clubs incorporates all of HAU’s Sports and Societies that are affiliated to the students union. If you have any questions about HAU’s Clubs policies, workings or just need general advice then see Andy Jefferies. Andy Jefferies – Student Services Support Officer for Sports and Societies Andy is employed by HAUC full time as a member of Student Services department. Work to improve and develop all HAUC Clubs and Societies. Be there to provide support, guidance and advise for all Clubs and Socs. Manages all of HAU’s Sports Facilities and Sports Development Email ajefferies@harper-adams.ac.uk or call 01952 815442ajefferies@harper-adams.ac.uk Annie Pushman – Sports and Societies Officer - Annie is a full time student who has volunteered for the position on the SU. She is also a member of the Shooting club. - Annie is a great source of knowledge on what’s going on around campus, and how you can get involved. - Annie represents the views of the students at crucial SU meetings and helps prepare reports for SU trustees and senior management.

3. The better the committee and organisation, the better the club will function. Organising and planning in advance will make your jobs as execs a lot easier. Having a clear and concise calendar will let everyone know when events, training and meetings are, meetings will give people an appropriate platform to raise issues or plan future events, and allocating jobs will ensure people aren’t overworked and that the right person is doing the right job. It’s advisable for committees to have a weekly meeting, whether it’s a formal sit down to address any issues or just a quick catch up before training. Andy Jefferies or an SU rep are always happy to sit in on any meetings if you feel their presence is required or you need help/guidance. Job allocations are very important as it avoids the classic “I thought you were doing it” situation. If everyone knows what is expected of them, clubs/societies can work efficiently to give its members the best experience possible. Full club committee meetings are a great opportunity to go over club plans and new ideas. It’s vital that you make the bigger decisions as a group as it avoids both the incorrect choices being made and splits the workload. Club Secretary – its your duty to minute these meetings (a minute-taking template can be obtained from Liz Latimer) so you can track your meetings and report to your members on what you’ve been discussing as an exec group, and get feedback. Facebook and the SU website are great places to post important messages for your Club/Society. Your Duty of Care: As a committee of execs you are responsible for the activities your clubs run and participate in. In your position you have a Duty of Care to ensure that all activities are both safe and appropriate. You have a great deal of freedom given to you by the SU and the Uni to put on events and socials for your members, in return we expect a professional approach from students, and for execs to work with the support staff both from the SU and Student Services to make sure everything goes to plan. Club / Society Calendar Meetings Job allocation

4. Membership Records : All membership records are electronically stored via the MSL system. Records are available to view via Liz Latimer in the SU. Membership statements can be sent out to execs on request. Contacting your members : Mailing Lists – It is extremely simple to create a Membership list in Outlook. Simply go to Contacts. Groups. New Group and add all your members to that email group. It will give you the ability to send an email just to your members (for club specific info like Training times, team sheets and social info) Student Mail : Andy sends out one all-student email every week with the What’s On guide. Requests for messages to be added to this message can be made in advance if it pertains to important events in the upcoming week or any major issues that need raising. Facebook groups are also a brilliant way to contact your members (and also allows members to choose if they receive messages or not) Please ensure all Facebook groups are private. Please invite Andy Jefferies to all of your Facebook clubs pages as this will give updates and links from to the HAUC Clubs and Societies pages. Exec Responsibility : As Exec members it is your responsibility to ensure any advertising or promotion of any kind is positive and appropriate. Remember any advertising - good or bad – will be remembered by both students and staff so any foul language, misinformation or inappropriate comments won’t go unnoticed will undoubtedly have an impact on your membership. The Students Union has the facility to print posters both Colour and Black and White, these facilities are available to you as Clubs exec to advertise your club activities. We recommend producing an A4 laminated posted that can be put up in all halls of residence to advertise your club/society, when you meet or train and where.

5. Mandatory Club Documents There are a few documents that all clubs must produce before the club can be supported by the SU and Student Services. Club Mission statement including: What the club hopes to achieve How you’re going to achieve it How you can measure your success. Club Budget statement including: Brief summary of previous years income and expenditure (which you should have copies of already, or are available from Jan Fordham) How much funding you will need, and what for. What sponsors you’ve previously had and would like again. Why do this? Allows you to check your progress Lets Andy and other members of staff know what you’re looking to achieve (so they can help you do it!) It means we can celebrate your successes, or address any issues where there are any. It means you know how much money you have, and need Means you know who your sponsors potentially could be It means everyone is on the same page!!

6. As exec’s you are in a position of responsibility and should lead by example – if you look out for your members your club or society will always do well, and your members will actively promote it to others. It goes without saying that if you don’t look after your members and give them a good example to aspire to, things will get out of hand and your members will drop out. Unfortunately this does happen. Not all new students fully understand, are prepared for or would willingly participate in an ‘average’ night by some students standards. Be mindful of people’s attitudes towards drinking and respect their decision if they choose not to drink during socials. Harper has an excellent atmosphere of camaraderie within Clubs and Societies, for the most part students feel welcomed and looked after. This ‘Harper Spirit’ is something we’re very proud of and want to continue to promote. Harper Adams University and Students’ Union operates a zero tolerance policy on any behaviour that may be considered harassment, bullying, intimidation or humiliation. Socials aren’t about drinking, they’re about socialising. Remember this! The more inclusive and welcoming your socials are, the more likely you will be to have the support of the Uni and the SU for bigger events. As an exec it’s your job to make people feel welcomed, not pressured. If you choose to use the SU bar; you must abide by these super simple rules: 1)Leave the bar as you found it. That means tidy and empty of rubbish. 2) Be out of the bar by 9:00pm, anyone coming in after 9:00pm must sign in. 3) Abide by the BUCS anti-social behaviour policy. If you break it you risk being kicked out of the BUCS league, losing your place on the team and having funding withdrawn.

7. “Need” Club/Society needs or wants kit/clothing Captain/chair verifies need and the treasurer obtains a minimum of three quotes for required kit. “Agreed” Designated contact speaks to Andy / Liz to verify claim – cost/supplier/quality/alternatives If its not verified or agreed on, the claim goes back to the team/individual. Finance officer can confirm order if funds are available. “Paid” The SU will add a transaction charge to cover costs. The qualified purchase order then goes to Jan Fordham. Kit/clothing ordered with confirmation sent to teams from Jan. Whether you’re a sporting team or a social society, having branded kit is always good. It raises awareness of your cause and makes you look smart around campus. You always have options with kit – Andy and Liz will always be on hand to help with kit sourcing and helping you get quotes. If you’re lucky enough to have sponsorship, companies will often pay a premium to have advertising space on your kit or social wear. If you do have sponsors and offer advertising space on kit, make sure you stick to your agreements. The process for ordering any clothing or kit is as follows: Any personal orders (not paid for from Club / Society funds) Must not be delivered to the SU or Andy at the University.

8. Its extremely important when organising an outdoor activity that you understand all of the possible dangers that may arise. Risk Assessment forms are available from Andy Jefferies and must be filled in for all activities (Form @ back of pack) When away from the University (Mountain biking etc) it’s vital that the organiser informs a suitable member of staff of their plans and also shows that they have assessed all possible risks. (either contact Andy Jefferies, SU President [Emily Hayman] or Liz Latimer ) For Freshers and First time members it is vital that you prepare for events! Before: All new members must be given basic health and safety advice. Coaching staff must possess relevant qualifications. During: All members should be trained to a sufficient level to ensure proper practice. Organisers are aware of safety precautions and members involved. After: Get feedback on what you’ve done and how you can improve it Address any health and safety procedures Try and build a good safety awareness around the whole of you club and make individuals aware of there responsibilities to safety. Vehicular excursions:- Its important to understand and act on the guidelines set by the Motoring Land Access and Rights Association (MOLARA). This ensures good practice and a better relationship with local land owners. It’s also important to understand and act on the Drivers Countryside Code of Conduct. (copies available from the SU) Health and Safety and Risk Assessing is extremely important for all clubs to ensure your events run smoothly without injury or complication. Also as a stipulation of your Insurance you must have a risk assessment for all clubs activities. Andy Jefferies and Liz Latimer are available to aid in Risk Assessments A Risk assessment form is attached at the back of this booklet, it is also available from Andy Jefferies in Electronic format.

9. The following sporting facilities are available for booking via Andy Jefferies: Sports Pitches Astro Turf Squash Courts Sports Hall Regardless of whether they are for training or games, they must be booked in advance. Floodlighting is available on the main pitch Monday-Friday up to 7:30pm and the Astro Turf lights Monday-Friday up to 9:30pm, with weekend and Bank Holiday bookings on The Astro Turf with lights until 7:00pm. When using the Astro Turf you must abide by the following rules: 1.Astro-turf specific boots with studs under 6mm or trainers must be worn. 2.No blades or metal studs allowed. 3.All footwear must be cleaned thoroughly before entering the facility. 4.Access solely for players, match officials and coaching staff. Spectators must remain outside. 5.No food or drink allowed with the exception of sports bottles. 6.No wellies, muddy boots or high heeled shoes. 7.No animals. 8.Facility equipment must only be moved by HAU Grounds staff (Porters/Mark Hall) Anyone found to be in breach of these rules will be banned from the facility. If teams are in breach of the rules the entire team will be banned without exception. Facilities can only be used when the proper booking process has been followed, regardless of intent. If in doubt, speak to Andy Jefferies In Student Services or Liz Latimer at the SU.

10. All Clubs and Societies are encouraged to organise social events and tours, however these must first be approved by the Students’ Union before any plans are made or bookings placed. It’s highly recommended you have a committee meeting with both SU and Student Services representatives to discuss tours and events so any ideas can be discussed early on. Funding is also key – don’t plan in advance for a tour or event the club or the members won’t be able to finance as the SU will NOT approve extra funding! This Charter is here to help your club run smoothly and successfully, If you take the time to be organised your members will appreciate it and you will be better prepared for the occasional hurdle that Clubs throw up. We hope that this guide helps to fill in some of the gaps in the process that are used in Harper. The most important tool that you can use whilst in your time as a clubs exec member is your :- Attached are some Useful sheets that will help in the running and success of your club. Remember these are your clubs and a small amount of effort to get organised will show great rewards. If you require Classrooms, Meeting rooms Lecture theatres or Audio Visual equipment please see Andy Jefferies. Amanda Price in Faccenda Reception can also book you out the Faccenda group Study rooms which are designed for Student groups’ usage. She can be contacted on 01952 815112 or aprice@harper-adams.ac.uk

11. If you’re a sporting club or society it can be very difficult to gain all the funds you need to attend all your games or get the good quality kit you want. The SU has a limited amount of funding it can give so another option is an External Sponsorship Opportunity(ESO). ESO’s can make the difference between having to re-use last year’s kit and scrimping on travel costs to being able to make sure every team member has a new kit and that it’s up to proper Harper Adams standards. Clubs and Societies must all follow the same procedure with regards ESOs’. A standard 3-tier package of Gold/Silver/Bronze will be offered to any parties who express an interest. Below is an example of what one of these might look like: Gold - £ highest amount Premium front-of-shirt logo Premium arm logo Premium advertising at Freshers’ Fair Promotional results photos with branding Distribution of material/samples at Freshers’ Fair Pitchside advertisement during fixtures Silver - £ slightly less ­Premium rear-of-shirt logo Premium advertising at Freshers’ Fair Promotional results photo with branding Bronze - £ base rate Premium Arm logo Passive advertising at Freshers’ Fair An electronic template of the ESO form can be obtained from Andy Jefferies – unless the sponsorship forms are completed correctly they will not be recognised by the SU. The details and pricing should be adjusted based on the following: 1.How much money you need 2.How big the company is (you’re never going to get a few grand out of a local takeaway!) 3.Your competitive profile – are you likely to win? 4.What can you offer in terms of advertising. Be aware – ESO’s work both ways. If a company sponsors you, you MUST hold up your end of the agreement or you definitely won’t be getting anything in the future!

12. FINANCE SECTION: General information: The SU runs on a very tight budget and funding is limited. So it is important that you know what it costs to run your clubs/society. The funding of your club comes from your memberships and sponsorships. Plus a grant from the SU to help out with the costs of expenses, transport etc. The Treasurers must set a budget for their club ever year in May and sent a request to the SU for the funding. (You can always see me about previous year figures & for help in preparing your club budget for the year) When all income /costs are budgeted for - this will help you set the membership fee for the new year and if you can see how much funding you have to work with. You may see you have a shortfall in plenty of time to come up with fund raising events etc. It is so important that you set your membership fees at the right level and before you purchase or book anything for your Club you must make sure that you have the funds to cover the cost SU Funding: Previously the full grant I had available for the Clubs had been allocated in April/May for use in the following new term/ season. Last year we trialled a “Dragons Den” so that clubs could request funding But at the time we had only a very small amount of funds /grant left to allocate so was not 100% successful So this time I have change how we allocate the grant. Grant allocation is now in 3 parts Part 1 - will be used for covering the overheads - BUCS affiliation, Insurances 1st Aid Cost etc. Part 2 – basic funding costs associated with competitions BUCS entry fees, Subsidizing away game travel, referee & umpire fees and some training/coaching costs Part 3 – Left to be allocated via the “Dragons Den” This will be open to all clubs and societies to put in their request for funding and this will be judged by the “Dragon’s Den panel

13. Finance requirements: Purchases orders must be used for all purchases, This is especially important for the hiring of transport; the PO should be faxed or emailed through to the Coach Company at least the day before. The PO should confirm the designation postcode, Times of arrival etc. - This avoids any misunderstandings. Also remember if you have booked a coach and then your game is cancelled YOU MUST CANCEL THE BUS!! Tell them as soon as you know otherwise you will incur cancellation charges Referees/Umpires: Some of the referees will put in a monthly claim but most will want paying in cash on the day (normally Rugby & Football) so please make sure that they are paid before they leave, I keep a petty cash float you can collect the cash before or after the match from the SU Finance Office. When you pay please get a receipt (we have receipts in the SU Finance office that you can use) Travel Claims: It will not be possible to fund a coach or mini bus for all your away games so for the more local games you will travel to by car. It is the captain or treasurers responsibility to complete a travel form to claim back the traveling expenses for the drivers. The forms are available in the SU finance office. Also if you are able to supply a fuel receipt we can claim back the vat and save your club money. Budget Form: I have included a basic budget sheet, but please feel free to produce your own and remember to include all costs Kit, travel, umpires/ referees, training/coaching etc. etc. We will provide first aid kits for your away games but please take care of them because unreturned/lost kits will be charged for

14. CLUB NAME Predicted No of Members Income DetailsAmount £ Membership Fees Sponsors Other income Total raised£ Expenditure Competition Entry fees Kit & Equipment Transport Travel Costs Coaching Referees/ Umpires Total out£ SU Funding / GrantDetails requested

16. Home (general):- Fixture details: - All fixture Times and details will be confirmed by and sent out by email on a Thursday afternoon (Before a Wednesday fixture). Andy Jefferies will send all details of fixtures to all visiting teams (including maps and kick off times) Times and venues can also be viewed @ www.bucs.org.uk. You are not required to contact the opposition unless its stipulated in your BUCS regulations. If you have any questions or issues with your fixtures please see Andy Jefferies or the appropriate SU rep. Below is an itemised list of what you need to actually do to get your Fixture played. First Aid + Medi bag Ensure you have you have a first aider allocated who is qualified. It is your responsibility to ensure that your members are safe and a first aider is an integral part of this. Ensure your Medi Bag is full with the appropriate supplies (a full list of what you need is available on request) and stock for your bags Is available from Andy Jefferies Playing Kit Pick up your Playing kit from the college Laundry, (This must be dropped back the Thursday after a game (or before if possible) Team Sheet * All Bucs Fixtures must have a team Sheet! You can get a hardcopy from Andy Jefferies (there is one at the back of this pack) You must have these for both Home and Away fixtures. Book Post Game Food *Book sufficient food for your opposition. Food quotes available via catering@harper-adams.ac.uk you will require an SU Order Number.catering@harper-adams.ac.uk * Food can be served in the Welly Inn + Main bar at request (book with bwatkins@harper-adams.ac.uk)bwatkins@harper-adams.ac.uk Referees / Umpires * Book your officials early as there are very few umpires/officials available for Wednesday afternoons. *You must speak to the officials (voicemails or texts aren’t enough to confirm a ref). *Also remember to request your money with Jan for Payment. Optional Extras : Posters …. Facebook advertising…. Can Bar …. BBQ ….. Press release ….. Invitation to Sponsors ……. Photographer ……. Half time fund raising …….. Loads and loads more ! Use your imagination and make the most of (and for) your fixtures !

17. Pitch Check As part of your warm up teams must do a full pitch debris check (clearing any stones, bottles e.t.c) This can be done my lining the whole team along the dead ball line and jogging the length of the pitch. Any debris can be removed as they are moving up the pitch. Any sharps (Needles / Glass) are not to be touched and should be reported to Head Grounds man Mark Hall to be removed before the pitch is to be used again. Referees / Umpires:- It’s very important that we look after our refs. You must show them where to change and also the bar for a drink afterwards. Referees are an integral part of all fixtures therefore they will be treated with respect during and after the games. Changing Rooms Always check the changing room allocations on a Wednesday morning, these will be detailed in sports info send out on a Thursday. Ensure valuables aren’t left in the changing rooms as the SU doesn’t take responsibility for any theft of loss. After use, leave changing rooms in a good state, changing rooms do get dirty however excess mess will not be tolerated. Home Teams may not be allocated a changing facility as we are very short of changing rooms, In this case it may be better to come changed or arrive early and use the changing room before your opposition. Meeting Opposition Its advisable to nominate one members of the squad (or non playing member) to meet and greet the away team and if possible the Referee/Umpires. Their responsibilities include: - Meet and greet of opponents, Show the opposition where to change, Explain which field to warm-up on/play on & Explain where the Bar is. And Explain not to leave anything in the Changing Rooms, and explain First aid provision.

18. During the Game During the game if any member of the fixture is injured you first aider must apply basic first aid then contact either Andy Jefferies or the Duty Warden. (Or Student Services out of term time) If an ambulance is required contact can be made from Student Services or the SU. The Injured party/ies must fill in an accident form in Student Services (see Andy Jefferies for details). BUCS Wednesdays – An Ambulance is present on all BUCS Wednesdays, If you have any serious injuries please send a member of your team to inform the crew. (First aider to control the situation until the ambulance crew take over) Rugby (Training or match) – All rugby injuries must be reported to Andy Jefferies as an RFU injury report must be filed. Emergency Action Procedure for Sports Injuries. 1.Get your Club First Aider to respond to the Casualty (ensuring that it doesn’t put them at any further danger) 2.If Emergency Services are required then phone 999 ASAP. Emergency Phone available in QMH car park. 3.Inform Security that you have contacted an ambulance to be on site (security mobile 07980061128) 4.Get one of your members to meet the ambulance at the Main College road to direct them to the casualty. 5.Inform the Duty Warden that there has been an incident (duty Warden 07976881772) 6.When appropriate please inform Andy Jefferies if the incident for accident reporting. Emergency Action Procedure for Sports Injuries. 1.Get your Club First Aider to respond to the Casualty (ensuring that it doesn’t put them at any further danger) 2.If Emergency Services are required then phone 999 ASAP. Emergency Phone available in QMH car park. 3.Inform Security that you have contacted an ambulance to be on site (security mobile 07980061128) 4.Get one of your members to meet the ambulance at the Main College road to direct them to the casualty. 5.Inform the Duty Warden that there has been an incident (duty Warden 07976881772) 6.When appropriate please inform Andy Jefferies if the incident for accident reporting.

19. Results !!! All results must be forwarded to Andy Jefferies by 10:00am the Thursday after the fixture. It is the captain’s responsibility to do this, you may email or phone Andy Jefferies with your result or just drop it in to Student Services. If you don’t get the results through by then the fixtures could go down as a walkover to the away team. Pay Officials Money as discussed previously has to be requested from Jan Fordham (Cash 1 day turnaround) Cheque (2 day turnaround) Kit It is the Captains’ responsibility to collect in all the playing kit & return any dirty kit to the laundry ASAP. Opposition It is important that we show the opposition the full Harper experience, therefore its is key to Meet them after the game for a few drinks or food in the bar. The Welly Inn is open wed 2-5pm for all teams to host the opposition Buses :- Buses must be booked early to ensure availability. The company must be informed of exact details (maps, times, venue) before the day. Check before exiting Harper that there is no damage, if you find damage report it to the driver and make a note of the severity and area. Always respect the bus and driver, as damage will be paid by the people on the bus. On arrival back at Harper check the bus for damage and make a record of such incidents. When booking buses you must gain a signature from Jan Fordham of the Su President and send through an SU Purchase Order form to the Bus company. If your journey is within 100 miles total you will not be eligible for a bus. (100 Miles rule) Petrol & Driving :- For team who drive to events petrol will be paid back @ 25p a mile under 50 mile total journey and 15p a mile for anything over 50 mile trips. A claim form must be filled in by the travelling captain detailing all who drive and mileage covered. If for any reason you are going to be late (i.e. traffic, you’re lost e.t.c) you must phone the opposition to inform them of your situation. If you don’t have their details Andy Jefferies will be able to pass the details on to you. Behaviour :- Always remember when you are representing Harper and that your behaviour reflects this Institute. That includes the local vicinity. Behaviour on and off the pitch that is seen to be unacceptable will be dealt with seriously by both SU and the Uni, and such behaviour will jeopardise our place in the BUCS league. It falls to the captain / Chairman to try and control behaviour and also set an example for the younger members.

20. What to do !!! Checked Fixture on Fixs.co.uk / Weekly Email Booked Bus / got car claim form? (Got directions) Confirmed Ref’s / umpires Booked away team food Found Out Changing Facilities Signed Kit out of Laundry Team Sheet Allocate a first Aid Advertised game ? Date - …………………………….. Club ………………………………

21. Team ……………………………………………. Fixture Date………………………………….. Opposition …………………………………… Kick off Time ………………………………… Meeting place / Time …………………... ……………………………………………………… 1.) …………………………………………………… 2.) …………………………………………………… 3.) …………………………………………………… 4.) …………………………………………………… 5.) …………………………………………………… 6.) …………………………………………………… 7.) …………………………………………………… 8.) …………………………………………………… 9.) …………………………………………………… 10.) …………………………………………………. 11.) …………………………………………………. 12) …………………………………………………. 13.) ………………………………………………… 14.) …………………………………………………. 15.) …………………………………………………. 16.) …………………………………………………. 17.) …………………………………………………. 18.) …………………………………………………. 19.) …………………………………………………. 20.) …………………………………………………. 21.) …………………………………………………. 22.) ………………………………………………….