University of St Mark & St John

Sports Federation
Procedures Handbook
2013/14
Last Updated June 2013

Contents
1.0
2.0
3.0
4.0
5.0
6.0
7.0
8.0
9.0
10.0
11.0
12.0
13.0
14.0
15.0
16.0
17.0

Roles and Responsibilities

Marjon Sports Federation Clubs
Tours
Training Times
Financial
Equipment and Kit
Elite Sport at Marjon
British Universities and Colleges Sport (BUCS)
Non BUCS Competitions
Officials
Sports Centre and Facilities
Health and Safety
Disciplinary Procedures
Socials
Varsity
Awards Nights
Appendices

1.0 Roles and Responsibilities

The Marjon Sports Federation exists to provide and promote sporting opportunities for all students of the
University at all levels and abilities.
The ultimate operational responsibility for the Marjon Sports Federation (referred to as the SF) lies with the
Chair of the SF Executive Committee, at present this is the Marjon Director of Sport.
Figure 1: Governance of Student Sport at Marjon:

Student Sport Executive

Marjon Student
Union

Key:
Line Management
Chair of Committee
Contributor
Day-to day
management

Director of Sport

SF Council

Marjon Student Sport

Officer

Marjon Sports
Clubs

Day to day administration of the SF falls within the Sports Centre. However the SF Executive Committee
(which includes Student Union Sabbatical, Student Sport Officer and student representatives elected by the
Student Sport Council) also has the opportunity to affect the governance of student sport at Marjon.
1.1
Student Sport Officer
The Student Sport Officer, Kathryn Kearney, is responsible for the day to day administration of BUCS and the
development of student sport at Marjon.
1.3
Office location and contact information
The Student Sport Officer is, located in the Sports Centre. We operate an open door policy so please feel free
to drop in.
Kathryn Kearney, Student Sport Officer can be contacted on 01752 636700 ext: 3084 or by email
kkearney@marjon.ac.uk

1.3
Coaches
Individuals employed as Club Coaches are line managed by the Marjon Director of Sport and the Marjon
Student Sport Officer. Any concerns raised by the coach or members of the club regarding the coach should
be directed to the Marjon Student Sport Officer, who will alert the Director of Sport to the situation. It is crucial
that coaches are consulted when teams are considering whether to field a team, whether walkovers are taken
or decisions regarding the development of the team/club.
Coaches are recruited by the SF in conjunction with the Director of Sport and Club Mentors. Where possible a
student representative from the club will be asked to attend interviews. Job descriptions and person
specifications are available for the position of coach. The SF will ensure that copies of the coachs relevant
qualifications are held and that all coaches undergo a Marjon CRB check. Coaches must comply with the
Marjon Coaches Code of conduct (see appendix A). The SF will ensure that coaches agree to coach everyone
in the club and not just the strong players. They must not discriminate on any grounds and must ensure the
club is open to all and team selection is fair. If a club member or the club as a whole has a grievance with the
coach they should submit it in writing to the SF who will forward the complaint to the SF Executive who will
deal with it accordingly.
Under no circumstances should clubs/teams appoint their own coaches. Coaching positions will be advertised
during the summer vacation. Where possible coaches should be present at all trials and ideally be available for
match days however this is not always possible.
1.4
Club Mentors
A job description for the role of Club Mentor can be seen in appendix B. It is hoped that each team will be
appointed a Club Mentor for guidance, support and assistance. It is envisaged that the Club Mentor will be a
staff member from Marjon. The Director of Sport will be responsible for appointing Club Mentors.
Although the Club Mentors will act as a mentor for the club, it is important to remember that they must work in
partnership with the club coach to the benefit of the whole club and the overarching aim of the SF.
1.5 Conflicts
The Director of Sport will resolve any conflicts or difference of opinions that may occur between the Coach or
Coach Mentor.

2.0

Marjon Sports Federation Clubs

At the start of the 2013/14 academic year the following clubs are recognised by the Marjon SF as constituted
clubs:

Badminton
Basketball
Cheerleading
Dance
Football
Lacrosse
Hockey
Netball
Rugby
Swimming & Waterpolo
Tennis
Volleyball
Winter Sports
Sailing
Surf

Each sport should have one constituted club that is open to men and women. If the club wishes to and its
constitution permits, it is able to set up sub committees to govern the mens and womens team separately.
This provides the club with freedom to have one committee with male and female elected officers (this may be
preferable for smaller clubs) or power to be devolved to gender specific sub-committees who will then have
their own officers.
2.1

New Clubs

In line with the Sports Federation Constitution any student member of the Sports Federation (SF) can set up a
new sports club provided they meet the following requirements:

For clubs wishing to compete in BUCS the Marjon Student Sport Officer must be provided with a list of
enough SF members (including SF membership numbers) to field a playing team as defined by the BUCS
Sports Handbook and a list of appropriately qualified officials. For clubs which do not wish to compete in
BUCS they must provide a list of at least 15 SF members (including membership numbers) who are
interested in joining the club once it is established. These lists should be accompanied by a proposal
outlining how the proposed club will satisfy student demand not already catered for by existing club
provision. An outline of how the club will be governed, developed and funded over the next three years
should also be included along with risk assessments. The club should be self-funded for the first year, at
the discretion of the SF training space may be offered for free. The sport must be recognised by Sport
England and have a specific National Governing Body with whom the club has contact with. The club must
be open for men and women to join.
The Marjon Student Sport Officer will take the proposal to the next SF Executive Committee (held termly)
who will make a decision regarding whether the club will be adopted by the SF. The proposing SF member
5

2.2

will be invited to the meeting to discuss and answer questions on the proposal. The proposer will receive
written confirmation of the SF Executives decision.
If the SF Executive is supportive of the proposal the proposer will have one month, from receipt of the
confirmation, to hold an inaugural AGM, put in place an organising committee with at least six positions
filled by at least three or more SF members. The committee should create a club constitution and code of
conduct which meets the standard of other SF clubs. The minutes from the AGM and club constitution
should be presented to the Marjon Student Sport Officer. Once this process has been completed the club
will then be integrated into the SF.
Newly affiliated clubs will only be allowed to compete in friendly competitions for the remainder of the
academic year in which they have been accepted into the SF. After the first year the SF will take a decision
on whether the team can be entered into BUCS competitions. This decision will be based on the teams
commitment, organisation and performance.
The SF will assist with setting up the club, however, it must be student led.
Constitutions / Code of Conduct

All SF clubs must have an up to date constitution which is submitted to the Marjon Student Sport Officer by the
1 May of the previous year. The constitution acts as a contract between the Marjon SF and the club. Clubs
should use the template contained in appendix C. Particular attention should be drawn to the Duties of Club
Officials (section 6).
The constitution must be revisited every year at the club AGM and a new copy handed in to the Sports
Federation by the 1 May in order to remain a constituted club for the following year.
All SF clubs must also have an up to date code of conduct which should be distributed to every member of the
club outlining members behaviour and expectations of them.
2.3

Club Officials Meeting

It is important that all clubs attend club officials training run by the SF. At the beginning of the year there will be
a general training session where at least the club captain, treasurer, safety and training officer and at least one
other committee member must attend.
2.4

Annual General Meetings / Ordinary Meetings

In order to remain a constituted SF club, all clubs must hold an Annual General Meeting (AGM) and have
handed in the minutes of this meeting to the SF by the 1 May each year. An AGM pack will be distributed by
the SF prior to May to outline what must be covered at the meeting and what needs to be handed in.
The AGM is the place where changes in the constitution or clubs activities must be voted on and must cover at
least:
Voting in a new committee
Submitting a budget for the following year
A review of the year
Treasurers report
Kit list
Development plan

Your AGM should be attended by a member of the SF Executive Committee and your Club Mentor. You should
notify the Marjon Student Sport Officer and members of your club at least seven working days in advance of
when you plan to hold your AGM to ensure that enough time is given for people to attend. Fifty per cent of all
club members must be present to ensure that voting can take place. It is therefore important to keep a register
of who has attended otherwise it may not be possible to adopt your new constitution or vote in club officials.
This may result in your club not being constituted for the next academic year.
Throughout the year it is important that the club committee has regular meetings in order to discuss the
progress of the club, its activities and any future developments and ongoing issues. The minutes of these
meetings should be handed into the SF and any changes discussed with the SF.

3.0

Tours

Constituted SF Clubs may decide to go on tour, but, it must be approved by the SF prior to booking by using a
trip registration form (see appendix D). All tours must be registered with the SF office at least one calendar
month in advance of the tour and clubs must not be in debt at the time of booking. A list of tour operators can
be seen below (please note this list is for assistance only and should not be viewed as a recommendation). All
bookings must go through the Student Union Office, clubs will not be allowed to book a tour until the necessary
monies are collected and deposited into club accounts using the relevant Student Union paperwork.
Tour Operators:
Isle of Man Student Festival of Sport www.iomsportschallenge.com
Kurt Safari Co www.kurtsafari.com
I Love Tour www.ilovetour.co.uk
Burleigh Travel - www.burleightravel.co.uk
Tours 4 Students - www.tours4students.co.uk
Team Link Travel Ltd - www.teamlink.co.uk
In order to go on tour the club must:

Have the tour approved by the SF prior to booking.

Raise their own funds and not use club funds.
Fill out a trip registration form and hand it in to the SF at least one calendar month before departure.
Be on tour during University holidays, no tour will be approved if the dates are in term time.
Transport must be supplied by the tour company. Students will not be permitted to drive mini buses
or use cars for tours.
Undertake a thorough and documented risk assessment.

4.0

Training Times

Where facilities are available on campus, clubs will be allocated free training times for the year (October
Easter). Training times may be extended past Easter by request as long as there is a valid reason and the
sessions are used.
Where possible, and relevant, clubs will be allocated training times at Marjon. Where facilities are not available
at Marjon the SF will try to accommodate requests for hiring external venues. However, this will be at the
discretion of the Marjon Student Sport Officer and will be dependent on financial viability. If clubs wish to hire
facilities, either at Marjon or external facilities, in addition to those allocated by the SF, clubs can do so
however they will be responsible for the cost of the venue hire. Additional bookings must therefore be paid for
from individual club accounts and approval must first be sought from the SU General Manager. The
appropriate purchase order paperwork must be completed including a signature for the SU General Manager.
Training times will be distributed to clubs at the beginning of the academic year.

5.0

Financial

Student sport is administered through accounts held by the Marjon Student Union and central Marjon system.
5.1

Club Accounts

Each constituted club will have an account allocated to them; this account will be held and administered by the
Marjon Student Union.
Clubs should pay the following monies into this account:
Sponsorship
Fundraising
Money collected for social kit
Money collected for tours
Any money paid into this account can only be spent by the club, not the SF.
5.1.1 Collecting in Money
Any money collected (see section 5.1) from club members must be for a specific reason, known to the member
and recorded in the correct manner this money must be paid into the club account administered by the Student
Union Office. All income should be paid in ASAP with a completed Marjon Student Union credit and income
form (available from the Student Union office when depositing the money) stating what the money has been
collected for and who it relates to. Where money is to be spent on social kit, tours etc. all money should be
collected and deposited prior to any goods being requested / ordered by the Student Union.
The person collecting the money will be responsible for the money until it is deposited and signed into the
Student Union. The money must only be used for the purpose stated and all paperwork is accessible to any
member of that club.
5.1.2

Sponsorship

All clubs are encouraged to seek sponsorship from local and national companies. At the time of printing there
are no black listed companies from whom clubs may not seek sponsorship from. It may be the case in the
future that a company is thought to be unethical or inappropriate for student sport by the SF Executive
Committee and clubs will not be able to seek sponsorship from them.
All sponsorship proposals must first be submitted to the Marjon Student Sport Officer who will forward them to
the Chair of the SF Executive Committee for their approval. Once approved, clubs are eligible to send the
proposal to that organisation. If a favourable response is received the terms and conditions must again be
submitted to the Marjon Student Sport Officer who will gain approval from the Chair of the SF Executive
Committee who will ensure that the club is getting a good deal and not agreeing to anything they cannot
deliver.
If a sponsorship deal falls through or either party does not meet their requirements the SF may intervene if it is
bought to their attention. It is the clubs responsibility to ensure they meet their side of the agreement and
report to the SF if the other party is not meeting theirs.
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5.1.3

Spending Club Money

Club money may be spent on almost anything except for alcohol for example coaching, equipment, clothing,
tours, external venue hire etc. If the money has been collected in from the members for a specific reason then
this obligation must be met.
In order to spend any club funds, the committee must first obtain a quote for the goods and ensure a minimum
of three committee members signatures are written on the quote agreeing to spending the money on the
stated goods. The quote must be bought to the Marjon Student Union office. It is suggested that clubs should
mindful of ensuring that there are no conflicts of interests when requesting quotes. It is suggested that three
quotes be obtained to ensure that clubs are gaining value for money.
Before any orders or deposits are placed clubs should ensure that a Marjon Student Union Purchase Order is
completed and signed by the Student Union General Manager or Office Administrator. Purchase Orders will
not be approved if insufficient funds are in the club account. No orders should be placed by SF members.
Students who break this rule will be liable for paying any invoices received and the SF Executive Committee
will be informed and disciplinary action may be taken.
5.2

Sports Federation Accounts

The SF has a budget that is assigned to it from Marjon which is used for running student sport at Marjon.
Allocations are not made to specific clubs rather the money is used to benefit all of student sport. Expenditure
includes, for example, the employment of the Marjon Student Sport Officer, transport, insurances and
equipment/kit. The budget is calculated by looking at income and expenditure and estimating the years
activities. The SFs core business is providing sporting opportunities for students and the budget proposed to
the Marjon senior management reflects this.
EXPENDITURE
5.2.1

Competition

Within the budget monies are allocated for teams to participate in BUCS competition and represent the
University. The main bulk of the money goes towards BUCS affiliations and team/individual entries into one-off
competition.
The SF accepts that there may be occasions throughout the year when clubs or individuals that do not
participate in BUCS will want to compete in other competitions or call on the SF to support their involvement in
events. This may particularly be the case for TAPA students. If this is the case the club captain or individual will
need to inform the Marjon Student Sport Officer in writing of the event and the contribution they would like the
SF to make. It will not always be possible to support every event, or support a club to the extent that clubs may
have hoped for. A decision will be made based on the funding available. Once entered into a competition the
individual or team must provide a written report to the SF on how they did.
When students have to travel overnight for BUCS competitions they will receive a subsidy of 10 a head per
night from the Marjon SF, this amount will be paid after the fixture and on receipt of a team sheet (see
appendix E), corresponding subs and a Marjon SF Claim and Expenses Form. Any further money must come
from the club account (held by the Marjon Student Union) from funds raised specifically for this purpose, or the
participants themselves. If overnight accommodation is needed for non-BUCS competitions this will not be

11

paid. If a club is not competing in a BUCS competition but has an overnight competition this may be subsidised
at the discretion of the SF.
If any individual or club enters a competition but does not attend or compete on the day, they will be
responsible for paying back the entry fees, subsidies and any other costs incurred for the event.
5.2.2

Transport

The SF, through the Marjon Transport Office, will organise and fund transport for all away fixtures, one-off or
individual events that require transport (this does not include home fixtures played away from the Marjon
campus or away fixtures that are played at venues with a PL postcode).
The SF will not pay individual mileage claims. However if the club wishes to pay an individual for fuel used to
get to home fixtures that are not played on the University campus from their individual club account (held by
the Marjon Student Union) this is permitted, as long as there has been funds collected by the club for this
purpose. In order to do this, the claimant must provide the Student Union with a VAT receipt and Marjon
Student Union Claim and Expenses Form within a month of the trip and written confirmation from the club
Treasurer that the club permits the expenditure. If the receipt is not valid or bought in outside of the month the
Student Union may refuse to pay it.
Any additional charges made by a hire company, such as cleaning, must be paid for from the club accounts.
The Marjon SF Transport Policy (see appendix F) should be consulted for more information.
5.5.3

Facilities

Some fixtures cannot be held on campus due to the demand on, or lack of facilities. In these circumstances,
the SF will, where possible, book external facilities for constituted clubs. Where this situation occurs the Marjon
Student Sport Officer will obtain quotes, book and pay for suitable venues. Students should not book or pay for
facilities themselves. Any money paid by students direct to a venue will not be reimbursed.
5.5.4

Health & Safety and Training

The SF views health & safety as an integral part of its work and it comes into every aspect of the department.
All clubs will be supplied with an appropriately stocked first aid kit which must be present at all training
sessions and competitions. The SF will also pay for a representative from each club to attend a first aid course.
Students personal development is also an important part of the SFs work and students who help within clubs
may be rewarded by receiving a contribution towards the cost of a coaching or other relevant qualifications.
This may also be offered to individuals who are not students but are an important part of a clubs coaching /
development team. For more information please contact the Marjon Student Sport Officer.
5.5.5

Representation

The SF supports its elite athletes in a number of ways (see section 7) one being financially by contributing to
their travelling and accommodation costs for training camps or competitions.

12

Students who are selected to represent their country in any sport listed by Sport England, or as part of an
English Universities or home Nations student team are eligible to apply for support from the SF. The student
must notify the SF, at least two weeks in advance of the competition, of the support that they require. The SF
will then provide the student with written confirmation regarding the amount that can be claimed. Within one
month of the event happening all receipts and an event report must be presented to the Marjon Student Sport
Officer who will arrange for the student to be reimbursed. It may not always be possible to support every
request; decisions will be based on the budget available.
5.5.6

Coaching

Please read in conjunction with section 1.3. The SF will employ a coach for each team competing in BUCS.
Coaches will be contracted to deliver a specified number of hours of coaching per year. If a team requires
additional hours they will need to contact the Marjon Student Sport Officer and inform them in writing of their
additional requirements. The individual teams will be responsible for raising the funds to cover these additional
hours and this money must be deposited to the SF prior to any additional hours being agreed with the coach.
Once the coach has given the SF a copy of their coaching qualifications, CRB certificate and signed a
coaching contract, they are able to start coaching the club. It is the coachs responsibility to fill in a monthly
timesheet (appendix G) and invoice the SF for their work ensuring they dont claim over the specified number
of contracted hours. The team and the coach must decide how best to utilise the contracted hours however,
the hours should be distributed throughout the year and not all in one term.
5.5.7

Varsity

The Varsity event is a huge end of year event where Marjon plays University of Plymouth in as many sports as
possible over three days. There are two high-profile events, rugby and football, which attract spectators and
are held at prestigious locations.
The overall event costs a lot of money to run and so it is important that all the teams involved raise
sponsorship for the event to take place. Mens and womens rugby and football, must raise 500 each (2,000
in total) to cover the cost of hiring high profile venues. All other teams which compete in Varsity must raise
100. Sponsorship money should be presented to the Marjon Student Sport Officer (either in instalments or as
a lump sum) by the 31 January, failure to do so may result in that team being removed from the event and any
monies already submitted being used to pay venue cancellation charges. Any spare monies, after the cost of
the event have been paid; will be given to the Varsity charity.
Varsity Tickets - Varsity is run in order to raise money for Charity. The Marjon Student Union will be
responsible for selling the tickets. Any money taken in through ticket sales will be deposited into the Varisty
account held by the Student Union. This will ensure that the correct amount of money is paid to the charity at
the end of the event. Any additional money made through Varsity such as sales, will also go into this account
and distributed to the charities involved.
INCOME
5.6 Fees
The Sports Federation must charge fees in order to operate successfully. These are broken down into three
areas: SF Membership; Club Membership and Subs. These fees are kept to a minimum ensuring student sport
is accessible to everyone at Marjon.
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5.6.1

SF Membership

Students must first be a member of the SF in order to take part in any SF activities including club training. This
membership entitles them to insurance for all SF activities and a 20% discount at the Marjon Sports Therapy
Clinic.
SF membership lasts for one academic year and must be renewed annually.
1 year SF membership 2013/14 = 20
In 2013/14 students will need to join the SF and clubs via an online system posted on the Marjon website,
separate guidance will be issued.
Please be aware that students need to be a member of the SF to attend training sessions and compete in
competitions. Club captains will be required to list SF membership numbers on team sheets at the beginning of
the season. The names of any students who are training and competing and who do not hold a SF
membership card will be forwarded to the SF Executive Committee and the disciplinary procedure will be
invoked. Please be aware that the SF will be performing random checks at training sessions and on match
days.
5.6.2

Club Membership

Club membership is also set at 15 and should be paid directly to the SF. The 15 goes into the SF budget to
help towards the cost of administering BUCS and competitions. Students are entitled to become members of
as many clubs as they wish as long as the membership fee is paid.
Clubs are entitled to collect additional monies for social kit etc. This money should be paid into the clubs
individual account, held by the Marjon Student Union.
5.6.3

Subs

All clubs involved in BUCS must collect in subs. The subs rate is 3 per person for every team member
involved in home and away fixtures. This is a flat fee and applies to all individuals listed on the team sheet (see
appendix E), irrespective of whether an individual has played or not in the match. It is the responsibility of the
club captain to collect the subs and deposit them with a Marjon SF Credit & Income Forms listing who played
to the Student Sport Officer no less than 24 hours after the match.
Students may pay match officials from the subs however the overall amount of subs collected should be noted
on the reverse of the team sheet and the amount deducted should also be noted. The team captain and official
to whom the money was paid should both sign next to the amount to confirm the money have been
given/received.
5.7
Financial Paperwork
There are three main forms which are used in conjunction with individual club accounts held by the Marjon
Student Union. These forms are green in colour and should not be confused with forms used by the Marjon SF.

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5.7.1

Credit & Income Forms

Credit & Income Forms must be completed and used when you want to pay money into your club account (see
5.2). The form must state exactly where the money has come from, including individual names when
necessary (e.g. tours and social kits), where the money is to go, i.e. the club name, and also what the money is
for e.g. sponsorship, fundraising, social kit etc. The individual paying in the money must sign to say the amount
of money is correct and the Student Union office must check this amount before accepting it. Discrepancies
must be amended before the payment is accepted.
5.7.2 Order Forms
In order to spend any club funds, the committee must first obtain a quote for the goods wanted then have a
minimum of three committee members signatures on the quote agreeing to spend the money on the goods.
The quote must be brought to the Marjon Student Union office.
Before any orders or deposits are placed clubs should ensure that a Marjon Student Union Purchase Order is
completed and signed by the Student Union General Manager or Office Administrator. Purchase Orders will
not be approved if insufficient funds are in the club account. No orders should be placed by SF members.
Students who break this rule will be liable for paying any invoices received and the SF Executive Committee
will be informed and disciplinary action may be taken.
The forms must state the company being used, the account number the cost is being taken from and exactly
what is being purchased (description, quantities etc.) and for how much. They must also be signed by the SU
General Manager in order to validate them.
To enable invoices to be paid companies must quote the correct order number (which are found on the form)
in order to be paid. Individuals who order goods without the correct procedure are liable for the costs of those
goods and the Student Union and SF cannot be held responsible for the payments.
5.7.3

Claim Forms

Students need to fill out claim forms to reimburse individuals for money spent on behalf of the club. Monies
corresponding to the expense should already have been deposited into the individual club account held by the
Student Union. Claims and Expenses Forms will only be processed if the Student Union office is in receipt of
the corresponding Credit & Income Form (see 5.7.1). If the Student Union is not in receipt of a correctly
competed Credit & Income Form the expense will not be paid.
In order to make a claim, valid VAT receipts must be produced for the amount of money being claimed. These
need to be attached to the form which states what the money was used for, which account to take the money
from and who to make the payment to. The Claim and Expenses Form must be signed by the Student Union
General Manager to verify that the expense corresponds with a previously submitted Credit and Income Form
and that the club has sufficient funds in their accounts to cover the expense. The individual will then collect the
money from the Student Union admin office unless they specifically request a cheque to be posted in which
case an addressed envelope must be attached to the form.
In addition to the Student Union account paperwork (green) the Marjon SF also has a number of forms
to manage the Marjon Student Sport budget. The Marjon SF must comply with the latest edition of the
Marjon Financial Regulations and Financial Procedures.

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5.7.4

Marjon SF Credit & Income Forms (see appendix H)

All monies being paid into the SF must be accompanied by a Marjon SF Credit & Income Form. This includes
subs. The form must state exactly where the money has come from, including individual names where
necessary (e.g. club memberships, subs), which club the money relates to and why it is being deposited e.g.
Varsity sponsorship, membership, subs. The individual paying in the money must sign to say the amount of
money is correct and the Student Union office must check this amount before accepting it. Discrepancies must
be amended before the payment is accepted. The individual depositing the money will be given a Marjon
receipt for the corresponding amount.
5.7.5 Order Forms
All orders placed by the Marjon SF will follow the Marjon Financial Regulations and Financial Procedures.
Marjon Purchase Requisition forms will be used to place all orders and must be approved by the Director of
Sport. Purchase Requisitions must only be completed by Marjon employees.
5.7.6

Marjon SF Claim and Expenses Forms (see appendix I)

In certain circumstances students may be eligible to claim back certain expenses from the Marjon SF. Each
student making a claim would need to complete a Marjon SF Claim and Expenses Form. Claim and Expenses
Forms will only be processed and expenses paid if the SF has provided confirmation, in advance, of the
event/expense.
In order to make a claim, valid VAT receipts must be produced for the amount of money being claimed. These
need to be attached to the form which states what the money was used for, which account to take the money
from and who to make the payment to. The Claim and Expenses Form must be signed by the Marjon Student
Sport Officer to verify that the expense was pre-agreed and that funds are available to pay the student. The
individual will be informed when their cheque is ready to collect from the SF office. Students must collect the
cheque in person and sign to confirm they have collected it.

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Equipment and Kit

All equipment bought by the SF for clubs remains the property of the SF, this includes all playing kit. All
equipment and clean kits should be returned to the SF by the 1 May for use during the next academic year.
Essential playing kit and equipment is purchased by the SF. The equipment ordered will be based on the
equipment list submitted by each team with their constitution and minutes of their AGM. Failure to submit this
information by the 1 May will result in equipment not being purchased by the SF for the next year. Even if an
equipment list is submitted it may not always be possible to purchase every item listed, this will depend on the
funds available. Clubs are encouraged to fundraise to purchase any additional equipment and this
remains the property of the individual club.
6.2 Inventories
Each clubs Equipment Officer will be responsible for undertaking an annual inventory with the Marjon Student
Sport Officer by the 1 May. The information will be recorded to ensure all kit has been returned (see appendix
J). The condition and number of goods will be recorded and checked to ensure that nothing has been lost. The
inventory also allows equipment to be checked to ensure that it is still safe to use and it may be replaced if
deemed necessary.
Equipment Officers are reminded that it is their responsibility to ensure that everything that is signed out to
them at the beginning of the year is returned. Equipment Officers will personally be invoiced for any
outstanding kit/equipment (at the full commercial rate). Students are reminded that all debts must be cleared
before they are able to graduate.
6.2
Issue of Kit and Equipment
Kit and equipment will be issued by the Marjon Student Sport Officer to the club Equipment Officer at the
earliest possible opportunity. The Student Sport Officer will supply the Equipment Officer with an inventory (see
appendix J) and both parties should sign to confirm that the equipment has been handed over/received. This
inventory will then be used to cross-reference returns at the end of the season.
6.3
First Aid Kits
It is the responsibility of the Safety & Training Officer to collect the first aid kit at the beginning of the season.
The Safety and Training Officer will sign to confirm they have collected the kit from the Marjon Student Sport
Officer and agree that they take responsibility for the kit (including re-stocking) for the season, even if they
appoint another club member as the nominated first aider. The Safety & Training Officer will need to supply a
personal post dated cheque (1 May) for 50 made payable to the University of St Mark and St John (cheque
guarantee card details should be noted on the back of the cheque). If the first aid kit, correctly stocked, is
returned to the SF by the 1 May this cheque will be returned, however if the kit is not returned by the 1 May or
is not in a satisfactory condition the cheque will be cashed.
Please note no training sessions or fixtures can be undertaken until the first aid kit is collected.
6.4
Additional Kit
Teams are entitled to order additional kit however, any kit to be worn with the playing kits purchased by the SF
(hoodies, tracksuits etc) for BUCS fixtures and events need to be purchased through the approved supplier
17

from the list of approved items and in the colour way designed for the University. Clubs are also requested to
purchase social and training kit from the Marjon shop. Clubs are prohibited from ordering kit that features the
use of the word Marjon or University logo or crest directly from external suppliers.
All kit purchase has to be approved by the SF Student Sport Officer before being purchased.

6.5
Sponsorship on Kit
All kits must have the University of St Mark & St John sports logo on the back of their shirt/dress. Any
sponsorship logos maybe placed on sleeves or the front of the shirt/dress.
6.6 Varsity
It is recommended that all Marjon sports teams compete in their BUCS playing kits. However in response to
student demand student clubs may purchase a new kit (at the clubs expense) this kit must be in University
colours.
Teams may purchase their own social kit in whichever colour they wish, these items must be paid for by the
individual club accounts, held by the Marjon Student Union.

18

7.0 Elite Sport at the University of St Mark & St John

In addition to promoting sport at all levels the SF are also keen to support Marjon elite performers. These
students are primarily catered for by the Elite Sport Scholarship.
Marjon provides Sports Scholarships to assist talented athletes to continue with their sporting careers without
compromising their education. The scheme has been set up to support students recognised by their governing
body as elite. This includes athletes who have been offered Talented Athlete Scholarship Scheme (TASS)
and World Class funding by Sports Aid and UK Sport. In addition we can support students competing at a high
level whose sport is not recognised by TASS. In particular and as a partner within the Plymouth ASA Aquatic
Beacon Centre, Marjon provides sports scholarships to elite swimmers and divers (Olympic standard).
Information related to Aquatic Scholarships can be found in a separate document.
Criteria

Applicants must be studying on a University of St Mark & St John degree programme to be eligible for a
sports scholarship
Students must have represented their chosen sport at international level (includes age level)
Applicants can only apply for one scholarship per academic year
All sports scholars must represent Marjon in the BUCS Championships, Varsity and other related
student sports championships

Individual Elite Scholarships

Free Membership of Marjon Sports Centre

Free use of Sports Therapy Clinic, subject to agreement
Free sports uniform
Scholarship fee negotiable dependent of athletic standard
Nutritional and dietary advice
Sports Psychology Support, subject to agreement
Coaching and Mentoring Support, subject to agreement
Personal Programmes and athlete support, subject to agreement

University of St Mark & St John Elite Aquatic Scholarships

Marjon provides Aquatic Scholarships to assist talented athletes to continue with their swimming/diving careers
without compromising their education. The scheme has been set up to support students recognised by the
ASA/British Swimming as elite. This includes (but is not exclusive to) athletes who have been offered
Talented Athlete Scholarship Scheme (TASS) and World Class funding by Sports Aid and/or UK Sport. In its
quest for success at the BUCS National Swimming Championships, Marjon will also consider support for those
athletes who can add value to their team in that particular academic year. In particular, and as a partner within
the ASA Plymouth Beacon Programme, Marjon provides Aquatic Scholarships to such swimmers and divers as
recommended by the Plymouth ASA Beacon Centres Aquatics Director and/or Performance Coach.
Criteria

Applicants must be studying on a Marjon degree programme to be eligible for an Aquatic Scholarship
Student applicants must have competed at a minimum of national level (major swimming/diving nation)
or represented their chosen sport at international level (including youth/junior level)
19

Applicants can only apply for one scholarship per academic year
In the case of swimming scholars, such athletes must represent Marjon in the BUCS Championships,
Varsity and other relevant university events (other than in agreed and extenuating circumstances)

Scholarship Category A: (Swimming & Diving): Elite Athletes (Major Nation International)
Such scholarships are bespoke to each successful individual applicant and are constructed from the following
menu of options and subject to negotiation and will not exceed 8,500 per scholarship per annum in value.
1. Reduction/removal of course tuition fee
2. Reduction/removal of accommodation costs in bespoke elite athlete accommodation on the Marjon
campus
3. Supplemented/full meal provision programme
4. Expenses budget for swimming/diving related costs (ie, meet entries, accommodation at meets etc)
Plus:

Membership of Marjon Sports Centre at no cost

Use of Sports Therapy Clinic at no cost
Nutritional and dietary advice at no cost
Sports Psychology support at no cost
Coaching and Mentoring Support at no cost
Negotiated potential additional support with coaching costs through the ASA Plymouth Beacon
Programme Bursary Scheme
Marjon sports uniform at no cost

Scholarship Category B (Swimming & Diving): Elite Athletes (Minor Nation International or GBR
National)

Negotiated assistance with course or accommodation costs up to a maximum value of 1000 per
annum
Expenses budget for swimming/diving related costs (ie, meet entries, accommodation at meets etc) up
to a maximum value of 1000 per annum
Membership of Marjon Sports Centre at no cost
Use of Sports Therapy Clinic at no cost
Nutritional and dietary advice at no cost
Sports Psychology support at no cost
Coaching and Mentoring support at no cost
Negotiated potential additional support with coaching costs through the ASA Plymouth Beacon
Programme Bursary Scheme
Marjon sports uniform at no cost

Scholarship Category C (Swimming Only): Sub-Elite Athletes (Projected BUCS Finalist)

Expenses budget for swimming/diving related costs (ie, meet entries, accommodation at meets etc) up
to a maximum value of 500 per annum
Membership of Marjon Sports Centre at no cost
20

Use of Sports Therapy Clinic at no cost

Marjon sports uniform at no cost

Responsibilities Of Sports Scholars

A substantial amount of money is invested by the University into the Sports Scholarship Programme and
consequently Aquatics Scholars are asked to remember the investment that the institution has made in them
and commit 100% to the ethos and culture of the programme. Students who do not uphold these values will be
removed from the programme.
Athletes are expected to comply with the Marjon Sports Federation and Athlete Code of Conduct and all Sports
Scholars will be expected to sign an Elite Athlete (Aquatics Scholarship) Agreement. Funding will not be
released to students until this process has been completed.
Specific Responsibilities of Aquatic Scholars
At the beginning of the season Sports Scholars are responsible for submitting a list of the competitions/events
in which they intend to participate. After each competition/event the athlete should submit a report (with images
if possible) to the Student Sport Officer. The report will then be used to promote their successes and Marjon as
an institution.
Expenditure related to an athletes expenses budget grants must be pre-agreed with the Student Sport Officer
and receipts should be produced for all expenditure.
In addition to these responsibilities, Aquatic Scholars will be expected to participate in promotional and
recruitment activities and events for the University, media events, photo opportunities and other related
marketing opportunities as required by Marjon.

21

8.0 British Universities and Colleges Sport (BUCS)

BUCS programme of activity aims to meet the needs of their members at whatever level of competition is
needed and whatever sport their members require.
8.1 Meetings
In order to ensure the organisation represents its members and to gain feedback on initiatives and
programmes, BUCS holds regular meetings. Wherever possible the Marjon Student Sport Officer will attend
and disseminate information relevant to clubs.
8.1.1

Divisional

Divisional meetings are held once a term and the location varies throughout the year so that every institution
has the opportunity to host. At divisional meetings Administrators and Sabbaticals attend and discuss local
issues with BUCS, the playing structure, fixtures and any larger issues which are passed out for discussion.
This is also where any questions and problems with BUCS can be raised and taken back up to the executive
committee for comment.
8.1.2

General Council / AGM

General Council is held bi annually, usually in February and just before the AGM in May. General Council
involves all members attending the meeting to discuss BUCS strategy and future developments. The AGM is
an annual meeting where these points are voted on, and if appropriate adopted. This is the forum where
constitutional changes can be made. Elections are also held at the AGM for various positions within the
organisation.
8.1.3

Convention

There is an annual training convention which takes place in various locations around the country. New
administrators and Sabbaticals learn how BUCS works and the rules and regulations which regulate the
playing structures. Experienced administrators have the opportunity to gain further training and break out
sessions which cover various aspects of student sport from development and coaching to funding and playing.
8.2

BUCS Elite

BUCS is the body that organises English, Welsh, Scottish and Northern Irish Universities representative teams.
In order to represent a team at this level the SF must first nominate players who then attend trials (occasionally
more than one) and then be selected for the squad. The teams then compete against other home nations
teams at BUGs (British University Games) or WUGs (World University Games) which take place every 4
years.
If a student is nominated for trials then the SF will pay for their travel and accommodations out of the
representational budget. Athletes will only be nominated if they are seen to be strong competitors by their
peers / coach and the SF. Any costs with relation to personal kit which occasionally occurs must be covered by
the athlete as they keep the kit. If the athlete is successful in gaining a place in the squad then the SF will also
contribute towards further travel costs provided the athlete fills out the correct forms.

22

8.3

Wednesday Sport

Currently eight team sports are played throughout the winter in the Wednesday afternoon format. These sports
include:

Badminton
Basketball
Cricket
Football
Hockey
Lacrosse
Netball
Rugby
Tennis

These sports will normally have a fixture every week between October and March to earn a place in the
knockout competition. The knockouts then take place on subsequent Wednesday afternoons and finals are
held on the BUCS finals weekend.
Individual Championships and other sports involved in BUCS which are not played on a Wednesday are
played in a weekend championship structure throughout the year and again finals will be played at the finals
weekend in March.
For fixtures to take place on a Wednesday the SF must first confirm all matches a week before they are due to
be played. For home fixtures confirmations must include a start time, venue and directions, kit colours, contact
details and ask if they would like food. For away matches transport must be booked and maps printed out with
contact details on the top of the direction for captains.
In order for the smooth running of BUCS fixtures on a weekly basis, the teams competing also have specific
responsibilities which vary for home and away fixtures.
Home:

Away:

Home &
Away
Matches:

Check kit colours with SF and deal with any clashes

Meet visiting team
Confirm playing venue and time
Collect maps
Confirm transport arrangements
Confirm venue and time
Collect a playing under protest form
Submit a team sheet to the Student Sport Officer no later than 24 hours before
the fixture. This should include all team members (full name) and their SF
membership number.
No more than 24 hours after the fixture deposit subs (3 per person featured in
section one of the team sheet for home and away matches) with a Marjon SF
Income and Credit Form and a fixture report including the identification of any
grounds for appeal (to be submitted to the Student Sport Officer by 12 noon on
the Thursday).
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8.4

Weekend Championships

The following sports do not compete on a Wednesday but have Weekend Championships.

Cheerleading
Waterpolo
Swimming
Volleyball
Futsal
Dance

The SF will enter as many teams as possible into BUCS competitions and where financially viable will finance
the entry fee, transport and 10 per person per night for accommodation (claimed after the event). It may be
necessary to request that teams contribute to some of these costs. However these issues should be agreed at
least two weeks in advance of the event so everyone is aware of their responsibilities.
The SF will check entries and how the students competed through the BUCS pages once the results have
been published. Any students who didnt turn up to the competition will reimburse the SF with the money spent
on them in entries and transport. Additionally any fines received by the SF for no shows will need to be paid
from the clubs individual account held by the Student Union. Failure to compete or pay any fines will result in
teams not being entered for future competitions.
A team sheet will also need to be completed for each event and if the event involves an overnight stay a trip
registration form will also need to be completed.
8.5

Individual entries

Throughout the year individual entries can be made for the following sports:

Swimming
Athletics
Table Tennis
Sailing
Surfing
Winter Sports

The SF will enter people into these competitions provided they are SF members and members of the sport
specific club. These competitions are mostly over weekends and the same funding and conditions apply as
with other weekend competitions.
At the beginning of the year the SF will produce a list of dates and competitions available and advertise these
to students. Individuals interested in competing must make themselves known to the Marjon Student Sport
Officer as soon as possible and not within four weeks of the event. Individuals may be requested to compete if
they are known to the SF.

24

A team sheet will also need to be completed for each event and if the event involves an overnight stay a trip
registration form will also need to be completed.
8.6
Cancellation of Fixtures/Competitions.
Clubs, teams and individuals must make a decision whether to fulfil a fixture/competition no later than 10:00 on
the morning preceding a fixture (or 10:00 on Thursday if it is a weekend fixture) as to whether they intend to
field a team to fulfil the fixture. If they do not intend to fulfil a fixture they must notify the Marjon Student Sport
Officer by no later than 10:00 that day and the Marjon Student Sport Officer will cancel the transport with no
costs being incurred by the Marjon Sports Federation. If a club does not follow this procedure e.g. a full team
doesnt arrive to travel on the morning of the fixture, the club will be fined for the full costs related to the hire of
transport (mini bus hire and the cost of drivers). Additionally the club will also be fined for any costs incurred by
the Marjon Sports Federation for the hire of venues and cost of officials that need to be cancelled by other
universities.

25

Non BUCS Competitions

9.1
Affiliations to non-BUCS competitions and local leagues
Some larger clubs e.g. Netball and Football have several teams; due to financial constraints it is not possible to
enter all teams into BUCS competitions. In such instances these teams may wish to enter themselves into local
leagues. Unfortunately, unless previously agreed, the Marjon Sport Federation is unable to pay for affiliations
to such leagues. It is therefore the responsibility of these teams to decide if they wish to enter such leagues,
and if they do, fully undertake the responsibilities (financial and administrative) attached to being affiliated to
these leagues. These teams are still eligible to participate in club training and utilise the free facilities provided
by the Marjon Sport Federation.
9.2
Prolonging the season
Once the BUCS season is over, clubs and teams may wish to participate in other, non BUCS, competitions to
prolong their season and play on past March. If there are any funds available at the end of the year these may
be used to support these competitions. However, a number of SF clubs have very few BUCS competitions and
they will be the first to have financial assistance to enter external competitions, provided they are not tours. All
amounts will be dependent on available finance.

26

10

Officials

It is the responsibility of teams to find their own officials for home fixtures however, this can be very difficult
especially when neutral officials are needed. Clubs should notify the Student Sport Officer of possible officials
(names and their contact details) at the start of the season so that they can be contacted and arrangements
discussed.
Rugby and Football both have centrally organised officials for games which come from their local governing
body. The Student Sport Officer will supply these bodies with the fixtures at the start of the season. The SF will
inform the club secretary of the contact details for the officials and they must contact the official on the Monday
before games to confirm the fixture and time of games.
Students may pay match officials from the subs however the overall amount of subs collected should be noted
on the reverse of the team sheet and the amount deducted should also be noted. The team captain and official
to whom the money was paid should both sign next to the amount to confirm the money have been
given/received. No money paid to match officials will be reimbursed by the SF.

27

11

Sports Centre and Facilities

The Sports Centre affords Marjon students teams with many opportunities. Academic use of facilities will
always come first but SF clubs are in the excellent position of receiving free facility hire for training sessions
and matches. Some fixtures cannot be held on campus due to the demand on, or lack of facilities. In these
circumstances, the SF will, where possible, book external facilities for constituted clubs. Where this situation
occurs the Marjon Student Sport Officer will obtain quotes, book and pay for suitable venues. Students should
not book or pay for facilities themselves. Any money paid by students direct to a venue will not be reimbursed.
If clubs wish to hire additional training facilities, either at Marjon or external facilities, in addition to those
allocated by the SF, clubs can do so however they will be responsible for paying for the venue hire. Additional
facility hire charges must therefore be paid for from individual club accounts and approval must first be sought
from the SU General Manager. The appropriate quote and purchase order paperwork must be completed
including a signature from the SU General Manager.
Club training is allocated through the SF in consultation with the Director of Sport. The SF attempts to be
equitable in its allocation of training times. If clubs decide not to use the facilities booked out to them for
fixtures or training they must notify the Sports Centre Manager, and the Student Sport Officer by email at least
48 hours before the booked session. Failure to do so will result in the SF invoicing individual clubs for hire of
the venue at the current hire rate. If facilities booked for training or fixtures at Marjon are not used for three
consecutive weeks (irrespective of whether the Sports Centre Manager has been informed or not) the booking
will be cancelled.
It is also important to note that SF training sessions are primarily for Marjon students and fully paid-up club
members. It is possible for members of the community to join student clubs and the SF as non student
members however 50% of the total club membership must be made up of Marjon students. Similarly training
sessions can be attended by non-student members of the SF as long they are also a member of that club and
their number does not exceed 50% of those individuals attending the session. If a club wants external people
to join in their sessions it must first be discussed with the SF. If a club is seen to have external members
without the SF or Sports Centres knowledge, their training session will be taken away.
The University also has pitches which clubs may be permitted to use. Due to the weather and in order to keep
the pitches to the highest possible standard these are not to be used for training purposes on a regular basis. If
a club wishes to use a pitch they must request to book it through the Marjon Student Sport Officer who will
inform the Sports Centre who will in turn inform the grounds staff. The Marjon Student Sport Officer in
conjunction with the grounds staff and Sports Centre Manager have final say on whether or not the pitch is
available for use depending on weather, previous use and upcoming use. If a club is seen to have sessions on
the pitches without having booked them, they will be charged for the session.
The SF will inform the grounds staff of fixtures which are due to take place on the pitches via the above
process, this includes cancellations and rearrangements. The grounds staff will inform the SF directly of the
suitability of pitches for fixtures by the Tuesday before the Wednesday match and their say is final.

28

12

Health and Safety

The SF views health & safety as an integral part of its work. Please remember you have a civil duty to take
care of your own Health and Safety and that of the people that are involved with any activity the club engages
with. You should take as many risk reducing measures as you can to protect your own Health and Safety.
The Marjon Health, Safety & Security Policy (page 7) states that whilst students are not employees of the
University they have a duty in law not to interfere or misuse any equipment or procedure designed for the
purposes of promoting the intent of the Health and Safety at Work Act 1974 and are required, by the act, to
comply with all rules made in pursuance thereof.
Students should:
Take reasonable care of their own safety and that of others.
Shall observe safety rules and employ safe practices in all activities.
Not misuse safety devices and equipment.
Wear, and insist on the wearing of where appropriate, protective clothing and safety equipment.
Report hazardous conditions and any safety shortcomings to the Student Sport Officer.
Obey all rules and directives made by the University authorities and the Health, Safety and Security
Officer in pursuance of the objects and aims of the Health and Safety at Work etc Act 1974.
12.1 Duty of Care
We all have a duty of care not to cause ourselves or our neighbours (fellow students or anyone that may be
affected by your actions or omissions) injuries as a result of negligent acts or omissions. To discharge your
duty of care you must act as a reasonable person would do, taking into account your experience and
expertise e.g. a trained paramedic would not be expected to make a mistake whilst a first aider may be
forgiven for making a mistake when responding to an incident.
You therefore have a duty of care to ensure that you have taken reasonable steps to ensure that the
consequence of your actions, or omissions, do not give rise to foreseeable risk or injury to either yourself or
any of your neighbours. You are not expected to guarantee safety just act reasonably.
Your neighbours can also include any one that you have taken responsibility for, therefore if you are a club
committee member or running a session you must ensure that those individuals are not exposed to
foreseeable risk or injury, as far as reasonably practicable.
12.2

Risk Assessments

In order to demonstrate that you have discharged your duty of care it is prudent to ensure that safety is
foremost in your minds when planning events. In order to provide evidence that this process has taken place
documented risk assessments should be undertaken.
The HSE suggest that a risk assessment is a careful examination of the activity you are undertaking, to identify
what aspect of the activity may cause somebody harm and what reasonable actions can be taken to reduce
the risk e.g. this may meaning ensuring that a hockey goalkeeper has and wears all the appropriate protective
equipment they need to protect them from receiving a ball strike injury.
The process does not need to be overly complicated. The HSE suggests that you use the following five steps:
29

1.
2.
3.
4.
5.

Identify the hazards

Decide who might be harmed and how
Evaluate the risks and decide on the precautions
Record your findings and implement them
Review your assessment and update if necessary

A hazard is described as anything that may cause harm e.g. a slippery surface, or a damaged piece of
equipment.
A risk is the chance, high or low, that somebody could be harmed by these other hazards, together with an
indication of how serious the harm could be.
A template for you to undertake your risk assessment can be seen in appendix P.
It is the responsibility of the Safety & Training Officer to undertake risk assessments for all club activities.
These should be logged with the Student Sport Officer and reviewed on an agreed date. The Safety & Training
Officer should also advise any activity leaders, team representatives of their responsibilities. If you have any
concerns about anything related to the health and safety of your activities please alert the Student Sport
Officer.
The Marjon Sports Federation has an over-arching duty of care to all its members and will undertake a general
risk assessment for student sport. However, the responsibility to undertake risk assessments for club activities
rests with the Safety & Training Officer; the Student Sport Officer will ensure that the Marjon Sports
Federations Duty of Care is fulfilled by checking, collating and reviewing the risk assessments logged with the
office.
12.3

First Aid

All clubs will be supplied with an appropriately stocked first aid kit which must be present at all training
sessions and competitions. The SF will also pay for a representative from each club to attend a first aid course.
This representative should be present during all training and on match days.
12.4 Sports Therapy
Card carrying members of the Marjon Sport Federation can receive a 20% discount on visits to the Marjon
Sports Therapy Clinic. Discounts will only be honoured if you produce your Marjon Sport Federation
Membership Card. All sessions need to be booked at least 24 hours in advance.
Members of the Marjon Sports Scholarship students and TAPA programme are eligible to free sessions at the
Marjon Sports Therapy Clinic. All sessions need to be booked at least 24 hours in advance.
Sport Federation, Marjon Sports Scholarship students & TAPA athletes are subject to a fair usage policy. The
Marjon Sports Therapy Clinic reserves the right to refuse treatment and/or withdraw discounted or free access
to the clinic. We therefore ask that students are respectful of the service offered to them.
12.5

Accident/Incident Reporting

30

All accidents or incidents must be reported to the Marjon Student Sport Officer using the form contained in
appendix Q. The Safety & Training Officer is ultimately responsible for ensuring the form is completed and
returned in a timely manner. The Student Sport Officer is responsible for following up any incidents or
accidents and requesting that the follow-up questionnaire is completed (see appendix R) and any resulting
actions are completed.
12.6

Trip registration

For students participating in BUCS fixtures on a Wednesday, Saturday or Sunday that do not involve an
overnight stay the team sheet (see appendix E) acts as a trip registration form. However those clubs that
participate in BUCS events/competition or organise a tour that involves at least one overnight stay must
complete a trip registration form (see appendix D). This should be done no less than 48 hours in advance of
the trip for BUCS events and fixture (a team sheet must also be submitted)and no less than one calendar
month in advance of a tour. Forms must be deposited with the Student Sport Officer.

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13

Disciplinary Procedures

Under the SF constitution the SF Executive Committee has the right to investigate where required to do so,
breaches of order, incidents of damage to the Sports Federation in the form of persons, property or standing,
and all such matters relating to the activities of members to determine any appropriate action as required on
behalf of the Sports Federation. They have the right to:

Require members to attend Disciplinary meetings;

Suspend from all or any privileges of the Sports Federation, including membership of the Sports
Federation;
Suspend and/or remove all of the privileges of association;

Require members to make amends;

Discipline Clubs or individuals for breaches of the regulations by which they are bound;

Call members to attend as witnesses.

Full details of the disciplinary procedure can be viewed in the SF Constitution.

Students are reminded that the University College invests heavily into student sport. Those students
representing Marjon should see this as a privilege and act as an ambassador for the University, this is even
more important when teams are playing fixtures away from the University campus.
University of St Mark & St John SF Code of Conduct
All members of Marjon Sports Federation are required to observe and follow the code of conduct detailed
below. Members are, of course, also required to observe the SF Constitution. This code applies when travelling
to and from competition, when competing, and at all other times when sporting and social events are organised
under the umbrella of Marjon.
The first duty of all members is to respect and uphold this standard any breach of this code will be treated as a
serious matter and the Sports Federation may take disciplinary action against an individual or group acting in
breach of the code.
The Code is used as a guideline in assessing behaviour within the Marjon Sports Federation and applies to all
SF members, administrators, coaches, sports therapy students and physiotherapists.
All members must:

Consider the well-being and safety of others before the development of performance.

Develop appropriate relationships with other members, based on mutual trust and respect.

Promote the positive aspects of the sport (e.g. fair play).

Display consistently high standards of behavior, and refrain from any behavior that may bring The
University of St Mark & St John or the Sports Federation into disrepute.

Follow all guidelines laid down by the national governing body and club.
32

Never condone rule violations or rough play.

Never be unduly intoxicated or use any illegal drug whether sporting or recreational at any event or
social function organised under the umbrella of the Club, Sports Federation or The University of St
Mark & St John

Consume alcohol only in approved areas in line with relevant liquor licensing regulations.

Never discriminate or condone discrimination or bullying of any kind within the SF and not encourage or
pressure others into acting against the code.

Arrive for training and matches in good time and ready to play.

Must respect club coaches and officials including match day referees

Teams participating in BUCS competitions must demonstrate a commitment to fielding a team and
playing home and away fixtures.

33

14.0

Socials

The SF supports students desire to celebrate sporting success however, this should be done in a sensible
and measured way. The SF would ask all students to be mindful of their duty of care to themselves and their
fellow students.
Social activities should be organised to reinforce the overall aim of the SF To provide and promote sporting
opportunities for all students of the University at all levels and abilities. Social events can be used to promote
team building and inclusiveness as well as contributing to an enjoyable student experience. Club socials
should therefore be planned using the following guidelines:

Clubs must not instigate initiation ceremonies.

Every sport club member has the right to participate, or not, in social activities.
Non-attendance at social activities must not act as a barrier to a student being selected to represent
Marjon. Selection must be based on skill, ability and fitness.
No pressure must be placed on individuals to participate in activities they do not wish to, or dont enjoy.
The forced consumption of any substance is prohibited.
No physical or psychological injury should be caused to any individual or anybody that comes into
contact with the activity.
Students must be respectful of individuals and property they may come into contact with during the
social.
There should be at least one nominated non-drinker at each event.
Club committees are responsible for the welfare of all those participating in the social.
A representative of the SF can, unannounced, attend any social.

Students who have concerns about any social activities should inform the Marjon Student Sport Officer.
If any of these guidelines are not adhered to the SF Disciplinary Procedure will be invoked.

34

15.0

Varsity

The annual varsity competition is an important part of the SF calendar as it is not only enjoyed by a large
number of students, both playing and supporting, but it is also an opportunity to raise a lot of money for charity,
put something back into the community, raise our profile through the local media and improve working relations
with Plymouth University.
A constitution for the Varsity event is available from the Marjon Student Sport Officer.
15.1

Committee

The Varsity Committee comprises of representatives from Marjon and the Plymouth University. There will be
student representation on this committee and this provides all students with an opportunity to ensure their
voice is heard regarding the organisation of the event.
15.2

Sports Involved

According to the Varsity Constitution the Varsity Committee will decide on an annual basis which sports will be
included in the event. This will be based on whether both Marjon and the Plymouth University have an active
and constituted club in those sports.
15.3

Varsity Kit

It is recommended that all Marjon sports teams compete in their BUCS playing kits. However in response to
student demand student clubs may purchase a new kit (at the clubs expense) this kit must be in University
colours.
Teams may purchase their own social kit in whichever colour they wish, these items must be paid for
by the individual club accounts, held by the Marjon Student Union.

35

16.0

Awards Nights

At the end of each year there will be an awards night to celebrate the success of BUCS teams. The exact
format will depend on the funds available at the end of the year.
The SF will award a number of accolades see 10.1. However the individual clubs are also encouraged to
present awards to individual club members e.g. outstanding contribution, player of the year etc.
16.1

Awards

The awards to be presented by the SF at the event are Blues (see below) and Colours. Colours are awarded to
individuals in their final year who have contributed to their club or sport and deserve recognition. A maximum of
two Colours will be awarded to each constituted club. Students must be nominated by their piers to receive
these awards and club officials then propose to the Marjon Student Sport Officer.
The SF awards Blues to those students who have reached elite status in their sport. There are three levels of
Blue that can be awarded for the following:Full Blue
Blue
Half Blue

Representing your country at full or age group level

Representing your country for English (or equivalent) Universities
Reaching a National final or coming in the top two of a national competition

Other awards on the night include coach of the year, team of the year, most improved team, sportsman of the
year and sportswoman of the year and volunteer of the year. These awards again need nominations and the
SF Executive decides on the final winner.

36

17.0

Appendices

Appendix A: Marjon Coaches Code of Conduct

Marjon Coaches Code of Conduct

Coaches must:

Respect the rights, dignity and worth of each and every person and treat each equally within the
contest of the sport.
Place the well-being and safety of each player above all other considerations, including the
development of performance.
Adhere to all guidelines laid down by governing bodies.
Develop an appropriate working relationship with each player based on mutual trust and respect.
Not exert undue influence to obtain personal benefit or reward.
Encourage and guide players to accept responsibility for their own behaviour and performance.
Ensure that the activities they direct or advocate are appropriate for the age, maturity, experience and
ability of players.
At the outset, clarify with the players exactly what is expected of them and also what they are entitled to
expect from their coach.
Co-operate fully with other specialists (e.g. coaches, officials, sport scientists, doctors, physio and
sport therapists).
Always promote the positive aspects of the sport (e.g. fair play) and never condone violations of the
rules of the game, behaviour contrary to the spirit of the rules of the game or relevant rules and
regulations or the use of prohibited substances or techniques.
Consistently display high standards of behaviour and appearance.
Not use or tolerate inappropriate language.

37

Appendix B: Club Mentors Description

Marjon Sports Federation Club Mentors Description

Role:
To provide support, guidance and assistance to a sport specific BUCS club and non BUCS Clubs at Marjon
through regular contact and interaction with club officials and members.
Remuneration:
As this is a voluntary role no remuneration will be made for specific hours worked. However, any Club Mentor
who wishes to participate in a coaching course or leadership award; or who may incur travel expenses on
behalf of the sports club; from time to time, can submit a funding request to the Marjon Sports Federation in
advance of the activity happening. The decision to support any discretionary funding requests will be made by
the Sport Federation.
Duties:
To assist and support the general running and activities of the sports club during the academic year.

To arrange regular meetings with club officials and attend official club meetings as and when required.

To attend the AGM to ensure proper protocol is adhered to during the meeting and that elections are
held according to the clubs constitution.

To ensure that the clubs constitution is up to date and upheld at all times.

To attend any disciplinary meetings of the sports club.

To ensure that team selection is conducted in a fair and transparent manner and that all team selections
are appropriately displayed well in advance of match days.

To ensure that teams fulfil all their fixtures throughout the season.

To ensure that the clubs finances are in order throughout the playing season and that the club does not
go into debt in its account at any time throughout the year.

To attend/watch training sessions and matches from time to time.

To assist the club with fund raising and sponsorship activities.

To guide and counsel club officials.

To assist in the development of the sports club.

To work closely with the appointed club coaches.

To work closely with the Student Sport Officer.

If you are interested in becoming a Club Mentor please email Kathryn Kearney kkearney@marjon.ac.uk
stating which club you would be interested in mentoring and briefly outlining your sport specific experience.
38

Appendix C: Club Constitution Template

Marjon Sports Federation Club Constitution Template

Name of Club:

Date:

Purpose of this document

1
2

To assist recognised clubs in the production of a constitution that outlines their duties and responsibilities
which all club members must abide by and be made aware of.
To enable the Marjon Sports Federation Executive Committee to approve each Club's constitution.
Approval will be based on comparison to this template.

Notes about this document:

Club Constitutions should be returned by a committee member to the Student Sport Officer by the 1 May.
1
2
3
4

The "SF" refers to the Marjon Sports Federation

This template should be tailored to your club and should be adapted for your needs
This document supports the SF constitution
It is recommended that the SF constitution is referred to before finalising a club constitution

Contents
1 Name
2 Aims and Objectives
3 Membership
4 Subscriptions and Finance
5 Club Officials
6 Duties of Club Officials
7 Meetings

8
9
10
11
12
13

Voting
Constitutional Changes
Clubs Complaints Procedure
SF Council Commitments
Discipline
Declaration

1.0

Name of the Club

1.1
1.2

The Club's name shall be Marjon Sports Federation <insert name> Club. Hereinafter referred to as the
"Club".
Each sport should be represented by one club. If the club chooses to appoint sub-committees to govern
mens and womens clubs separately they will be referred to as the Marjon Sports Federation
Mens/Womens Club. However this constitution should also be binding for these sub-committees.

2.0

Aims and Objectives of the Club

2.1

The aims and objectives of the Club should be recorded in the Club Mission Statement as part of the
Club Good Practice Guidelines. This should be a clear and concise statement that outlines the aims

39

and objectives of the Club. It should reflect your Clubs commitment to the SF policy on sport but more
importantly to the safety issues associated with the Club.
Mission Statement:

Aims:

Objectives:

3.0

Membership of the Club

3.1
3.2

Membership of the club will be open to all card carrying SF members.

All club members must act according to the SF Constitution.

4.0
4.1

Club Subscriptions and Club Finance

A membership fee, to be set by the SF, is required from all club members. The Club's committee is
responsible for the collection of this fee and depositing it the Student Sport Officer.
All club members must be members of the SF. Only SF members are entitled to join SF clubs.
Individuals are required to purchase a SF membership card before joining SF clubs.
SF members shall receive no direct or indirect payment, except for legitimate expenses incurred in
connection with club business.
Any expenditure from club accounts on social activities shall be in accordance with regulations
approved by the Marjon Student Union

4.2
4.3
4.4

5.0
5.1

Club Officials
A club committee will conduct the club's administration. This Committee shall not operate
autonomously. Planning activities, buying equipment and administering other club matters must satisfy
all club members.

5.2

The club committee will consist of the following officers who shall be full members of the SF:
Chair/Club Captain
Secretary
Treasurer
Equipment Officer
Safety and Training Officer
Transport Officer
Other positions were applicable:
Team captains/Vice Captains (where applicable)
Fixtures / Match Secretary (where applicable)
40

Publicity Officer
Tour organiser
Varsity secretary
Social Secretary

5.3

Where a club decides to elect a sub-committee to govern mens and womens teams separately there
will be one overall Club Chair/Captain. Each sub-committee will elect the officers listed in 5.2. It should
be noted that in this instance that the overall Club Chair/Captain is an honorary position and that
person is able to also be elected as an officer of one of the sub-committees. The honorary Club
Chair/Captain must be elected into another position and can not simply assume a position of their
choosing.

5.4

The Club Committee shall take office either immediately following their election or at the end of their
playing season, whichever is later. The Committee will serve for one complete academic year.

5.5

Club officials shall be elected annually each year at the Clubs Annual General Meeting (AGM). These
officials shall constitute the Club Committee and shall be subject to the approval of SF Executive
Committee.

5.6

If sub-committees are appointed to govern mens and womens teams separately it is recommended
that one club AGM is held. Sub-committees can then hold individual meetings from there on if required.

5.7

The committee, or if appointed the sub committee, are responsible for attending committee training and
ensuring at least one member of each club attends the SF Council as and when they are required.

6.0

Duties of Club Officials

The full time committee positions have the following responsibilities however; clubs can add additional
responsibilities to ensure the needs of the club are met. If these obligations are not met the SF
Executive Committee disciplinary procedures will be invoked.

6.1

The Club Chair/Captain is responsible for:

(these duties are not applicable for honorary Club Chair/Captain)
Ensuring that all club Good Practice Guidelines are followed.
Providing adequate provision for all members in the Clubs programme of events.
Ensuring the provision of a high standard of instruction and leadership for the members.
Submitting teams sheets, with SF membership numbers to the Student Sport Officer at least 24hours in
advance of the event or fixture. Any subsequent amendments should be notified to the Student Sport
Officer.*
Submitting a report on the activities of the club to the Student Sport Officer on the day proceeding an
event or fixture.*
Collecting and depositing subs (3 per club member included on team sheet) for home and away
fixtures within 24 hours of the event or fixture.*
Collecting any fines incurred by team players and ensuring the monies are deposited into the clubs
Student Union account (within 24 hours of notification being received) with relevant paperwork so that
fines can be paid.*
Publicising the clubs Complaints Procedure to members.
Ensuring that the club's committee includes the officers named in 5.2.

41

Appointing suitable Activity and Trip leaders in conjunction with the Club Safety and Training Officer
(see the club Good Practice Guidelines for details).
Other duties as agreed by the Club Committee

* In situations where a club has several teams this responsibility should be delegated to the individual team
captain. However the club captain has overall responsibility for ensuring these actions are successfully
completed to the set deadline.
6.2

6.3

6.5

The Club Secretary is responsible for:

Administering the membership of the club and ensuring all membership payments are deposited with
the Student Sport Officer.
Providing a full and detailed list of club members (including: full name, date of birth, phone number and
SF membership number) to the Student Sport Officer. This is required by the end of the first week of
October.
Providing secretarial support (minute taking) to the club committee and issuing the minutes of meetings
to club members and to the Student Sport Officer.
Ensuring affiliation to the relevant national governing body.
Administering the club's insurance policies in conjunction with the SF Office.
Compiling introductory material for new members in conjunction with the club committee.
Maintaining a club log book, that contains details of members experience and relevant qualifications,
and reports from the clubs activities and trips.
Other duties as agreed by the club committee.
Confirming home fixture officials with the SF and official.
The Club Treasurer is responsible for:
Administering the clubs account held with the Marjon Student Union in accordance with SU
procedures.
Complying with general Marjon and Marjon Student Union financial regulations.
Ensure all monies raised through sponsorship or fundraising or for social kit or tours is deposited into
individual club accounts held by the Marjon SU.
Guarantee that written quotes are sought from potential suppliers and that no orders are placed without
either a Marjon or Marjon SU purchase order/requisition being correctly completed prior to the order
being placed, including a signature from either the SU General Manager (Marjon SU) or Director of
Sport (Marjon).
Producing the clubs annual budget proposal for their club account.
Ensuring individual clubs do not become overdrawn.
Other duties as agreed by the club committee.

The Club Equipment Officer is responsible for:

Collecting kit and equipment at the beginning of the academic year and remaining responsible for it
during the season.
Returning kit and equipment by the 1 May and undertaking an annual inventory of Club Equipment and
kit with the Student Sport Officer. The Equipment Officer is also responsible for updating the inventory
where necessary during the year.
Storing and maintaining all equipment in accordance with the manufacturers and Club Guidelines.
42

 Keeping accurate records of all safety checks undertaken, in the Equipment Log Book.
Recording information concerning equipment failure or damage in the Equipment Log Book.
Recording the whereabouts of all equipment in the Equipment Log Book; and ensuring that on return
loaned equipment has suffered nothing more than expected wear and tear.
Ensuring that all equipment issued for an activity, is suitable for that purpose.
Ensuring that equipment is not loaned to members who are unskilled in its usage, unless they are
supervised.
Advising the borrower on the correct care of the loaned equipment (this includes advising on security).
Preventing the usage by anyone of unsafe equipment, and organising the repair or disposal, when
necessary, of this equipment.
During the club AGM advise the committee on the equipment that needs to be purchased in the next
academic year; supply a list of this equipment to be submitted with the AGM minutes to the Student
Sport Officer by the 1 May.
Other duties as agreed by the club committee.
6.6

6.8

The Safety & Training Officer is responsible for:

The welfare of the club's new members.
Facilitating the integration of new members within the club, and their access to relevant information and
advice.
Ensuring that participating new members understand all aspects of a club activity; paying particular
attention to skill levels required, risks involved, and equipment requirements.
Advising new members on their suitability for certain trips.
Promoting safe practice within the club at all times.
Promoting the benefits of further training for all club members; and providing the club with the relevant
information.
Liaison with the Student Sport Officer over all matters concerning safety.
Undertake documented risk assessments for all activities undertaken by the club, these should be
logged with the Student Sport Officer and reviewed at an agreed time.
Nominate a member of the club to undertake a first aid course and retain responsibility for the clubs
first aid kit during the season.
Ensure that the first aid kit is correctly stocked and returned to the Student Sport Officer by the 1 May.
Other duties as agreed by the Club Committee.
Competing accident/incident report forms in a timely and accurate manor and forwarding them to the
Student Sport Officer.
To advise activity leaders on health and safety requirements.

The Transport Officer is responsible for:

Making contact with the Student Sport Officer on the Monday of weeks when the club has BUCS away
fixtures to receive confirmation regarding transport arrangements.
If transport is required for individual or weekend competition and events the Transport Officer must alert
the Student Sport Officer to this at least two weeks in advance.
Other duties as agreed by the Club Committee.

43

7.0
7.1

7.2
7.3
7.4
8.0
8.1
8.2
8.3
8.4

Meetings
An Annual General Meeting (AGM) is required once a year; this should take place after Easter and
before the end of May. Club members and the SF Executive should be given at least one weeks notice
of the AGM. Minutes should be taken and a copy supplied to the Student Sport Officer by the 1 April,
with an equipment list and copy of the constitution. The AGM should be attended by a member of the
SF Executive and the club Coach Mentor.
The club Captain must call regular ordinary general meetings. A minimum of one weeks notice is
required.
Regular committee meetings are required to discuss all club matters. The SF Executive and all club
members must have access to copies of the minutes accompanying these meetings.
All meetings must be conducted in accordance with the SF constitution.
Voting
This will take place for the election of club officials and any issue that the Club deem of importance.
Only student members of clubs will be entitled to vote. There shall be no proxy voting.
The Student Sport Officer must be informed immediately, in writing, of the results of all elections or
voting.
A quoram equates to 50% of all club members, if the club has sub-committees that govern mens and
womens sport separately this quoram should comprise of 50% female and 50% male members.

9.0
9.1

Changes to club constitutions

Changes can be implemented if approved by SF Executive committee and a one third majority is
obtained at a quorate (see 8.4) annual or ordinary general meeting of the club.

10.0
10.1

Clubs Complaints Procedure

This procedure has been created to allow club members to raise complaints about issues which might
include the following:
The safety of club activities.
Poor standards of instruction or leadership.
The standard of equipment used for club activities.
Poor club administration.
The lack of suitable activities for their level of participation.
Disregard to the Students Union Equal Opportunities policy.
Complaints concerning club safety or operational matters should initially be addressed to the Club
Captain. If this does not prove satisfactory a written complaint should be made to the Student Sport
Officer. A reply will be received within ten days. If this reply is unsatisfactory then a written complaint
should be made to the Chair of the SF Executive Committee who will deal with the complaint in
accordance with SF Constitution.

10.2

11.0
11.1

SF Council Commitments
Each Club Captain (or their nominee) representatives is required to attend SF Council meetings, of
which there will be at least one a term.

12.0
12.1

Discipline
All club Committees and members of the SF are subject to the Code of Conduct outlined in the SF
Constitution.
44

13.0

Declaration (All officers must sign)

As a Club Official I agree to abide by and enforce the rules of the Club and SF Constitution and the office to
which I hold. This constitution acts as a contract between the club and the Marjon SF. Add or delete positions
as appropriate, please note if sub-committees are set-up to govern mens and womens sport separately each
officer must sign this constitution.

Please sign, date and complete position names below

Chair

Date

Secretary

Date

Treasurer

Date

Equipment
Officer

Date

Safety &
Training
Officer

Date

45

Appendix D: Tour Trip Registration Form

Marjon Tour Trip Registration Form

Name of Club/Team:
Full name of individual who is
organising and leading the trip:
Contact phone number:
Type of event:

BUCS Fixture/Event

Tour

Other

(please state)

A team sheet should also be

submitted.

Dates:

From:

To:

Destination:
Mode of transport:

Mini bus

Coach

Other

(please state)

Number of people involved in

trip:
PARTICIPANTS:
All participants in tours should be student members of the SF. For BUCS fixtures please include the details of anyone
else that will be travelling with you e.g. coach, supporters etc.
Full name
Date of Birth
Student No.
Sport Fed
Phone No.
Name of
Next of Kin
No.
Next of Kin
Contact No.

Please continue on a separate sheet if needed.

46

TRIP ITINERARY
Night 1:
Destination:
Accommodation
Phone Number:
Night 2:
Destination:
Accommodation
Phone Number:
Night 3:
Destination:
Accommodation
Phone Number:
Night 4:
Destination:
Accommodation
Phone Number:
Night 5:
Destination:
Accommodation
Phone Number:
Night 6:
Destination:
Accommodation
Phone Number:
Night 7:
Destination:
Accommodation
Phone Number:

Accommodation:
Accommodation
Address:
Accommodation:
Accommodation
Address:
Accommodation:
Accommodation
Address:
Accommodation:
Accommodation
Address:
Accommodation:
Accommodation
Address:
Accommodation:
Accommodation
Address:
Accommodation:
Accommodation
Address:

Please continue on a separate sheet if needed.

RISK ASSESSMENT
A risk assessment for this trip should be submitted with the trip registration form. If this is not included, or is
unsatisfactory the trip will not be approved.
DECLARATION
I understand that only student members of the SF are eligible to participate in tours.
I understand that if the trip is for a BUCS fixture or event that a team sheet should also be submitted.
I have emergency contact details for UCP Marjon.
I understand that an accident form needs to be completed for any near misses or accidents.
I understand that any changes to the participants, itinerary or risk assessment must be notified to the
Student Sport Officer.
Signature of individual
organising trip:
For office use only:
Date received by SF:

Date:

Trip approved:

Yes

47

No

Actions:

Appendix E: Marjon BUCS Team Sheet

Marjon BUCS Team Sheet

Please complete this form every time you are competing in a BUCS fixture or other competition/event. The form should be completed and returned
to the Student Sport Officer, no less than 24 hours before the fixture/event/competition.
Club/Team:
Mode of travel:

Mini-bus

Coach

Home match

Name of Person
Completing Form:
Other (please state)
Date of Fixture:

Venue of
Fixture:

Section One: Please list all individuals who will be competing in the fixture or event.
Full name

Date of
Birth

Student No.

Sport Fed No.

Phone No.

Name of
Next of Kin

Next of Kin
Contact No.

Subs 3 paid
To be completed by
SF

Section Two: Please list any other individuals who will be travelling with you e.g. coach, first aider, supporters.
Full name

Date of
Birth

Student No.
(if applicable)

Sport Fed No.

(if applicable)

Phone No.

Name of
Next of Kin

Next of Kin
Contact No.

Please continue on a separate sheet if needed.

48

For office use only:

Date form received by Student Sport Officer:
Total sum of subs collected:

Total sum of subs paid to official

Club captain I can confirm that the amount of money stated above has been paid to the official.
Signed:
Official I confirm that I have received the amount of money stated above.
Signed:

49

Appendix F: Marjon Sport Federation Transport Policy

Marjon Sport Federation Transport Policy

1.0
Introduction
Due to its location on Englands South West Peninsula, Marjon is geographically located some distance from
the central regions of the UK. Even within what is considered the South West region, Plymouth is a two hour
car journey to some of the other large conurbations within the region including Bristol, Bath and Gloucester. It
is within this context that the Marjon Sports Federation has to organise and manage all the logistical issues
related to the running and transportation of the Marjon sports teams. Additionally the Sport Federation (SF)
would like to as far as reasonably practicable ensure the safe and efficient transportation of student teams to
away fixtures when they represent the University in the British Universities and Sport (BUCS) events or other
national competitions.
2.0
Aim of the Marjon Sport Federation Transport Policy
In response to concerns raised by the Director of Sport; Health, Safety and Security Officer and Transport
Coordinator regarding students driving mini-buses this policy aims to ensure students are provided with
suitable (coach or mini bus) cost effective transport to attend BUCS away fixtures. Where mini buses are used
ensure that a professional and appropriately qualified driver, over the age of 25, insured by the University, is
used to transport teams to and from each venue. This policy should be read in conjunction with the existing
University Transport Policy.
3.0
Key Personnel
Transport Coordinator
Stan Cinnamond, Director of Sport
Kathryn Kearney, Marjon Student Sport Officer
SF Clubs Transport Officer
4.0
Provision of Transport
The SF, through the Marjon Transport Office, will organise and fund transport for all away fixtures, one-off or
individual events that require transport (this does not include home fixtures played away from the Marjon
campus or away fixtures that are played at venues with a PL postcode).
The SF will not pay individual mileage claims. However if the club wishes to pay an individual for fuel used to
get to home fixtures that are not played on the University campus from their individual club account (held by
the Marjon Student Union) this is permitted, as long as there has been funds collected by the club for this
purpose. In order to do this, the claimant must provide the Student Union with a VAT receipt and Marjon
Student Union Claim and Expenses Form within a month of the trip and written confirmation from the club
Treasurer that the club permits the expenditure. If the receipt is not valid or bought in outside of the month the
Student Union may refuse to pay it.
5.0
Procedure
Once the BUCS fixtures have been published and finalised the Student Sport Officer will collate away fixtures
and decide the transport requirements for the season. Where possible the Student Sport Officer will try to
arrange away fixtures so that a number of Marjon teams are playing at one institution on one day, so that
those teams can share a coach. Where this is not possible mini buses will be requested for the teams.
50

5.1
Booking of Coaches
The Student Sport Officer will, at the earliest opportunity book a coach(es) clearly stating the date that the
coach is required, timings, destination(s) and any other relevant information. The Transport Company should
then confirm the coach booking, including the exact cost and contact details, via email to the Student Sport
Officer who will inform the teams.
Should there be a need to change any details relating to booking the Student Sport Officer should notify the
coach company.
5.2
Booking of Mini Buses
The Student Sport Officer will, at the earliest opportunity, alert the Transport Coordinator to the need to book a
mini bus(es). The Student Sport Officer will complete section one of the Marjon Sport Federation Transport
Budget Holder Approval Form (see attached) and forward it to the Transport Coordinator.
The Transport Coordinator will be responsible for:

Hiring the mini-bus;

Adhering to all regulations regarding insurance, driving times etc. in a cost effective manner;
Supplying a registered driver(s), who is over the age of 25, and covered by the University s insurance
policy;
Receiving written permission from the Director of Sport (budget holder) that the Marjon Sport
Federation agrees with and will accept the charges for the mini bus and driver prior to the trip;
Completing section two and three of the Marjon Sport Federation Transport Budget Holder Approval
Form and seeking approval from the Director of Sport by the Monday preceding the fixture/date mini
bus has been booked.

5.2.3 Mini Bus Charges

The Transport Coordinator charges to Marjon Sport Federation the following rates are estimated:
Item
Hire of Mini Bus
Diesel (per mile)
Drivers (per hour or part hour whilst driving, inc. on-costs, holiday pay etc)
If we need to use driver hire the cost will be in the region of 15.00 per
hour during the week and more at weekends. The rates will vary.

Cost
70.00
00.30
10.00

5.2.4 Drivers
Drivers must be over the age of 25, registered with, and be covered by the Universitys insurance. Overtime
rates will not be paid.
5.2.4.1 One Driver
The Transport Coordinator must ensure that drivers are fully aware of the Vehicle and Operator Services
Agencys (VOSA) EC Drivers Hours Effective 11 April 2007 (Amended Version) regulations:
51

In a 24 hour period a driver must not drive for any longer than 15 hours. After 15 hours the driver must
have an 11 hour rest period.
A driver who intends to drive for 15 hours needs to adhere to the following schedule of breaks:
Option 1
Option 2

Drive for
4.5 hours
Drive for 2
Break for
hours
15 minutes

Break for
45 minutes
Drive for Break for 15
2 hours
minutes

Drive for
4.5 hours
Drive for up to
4.5 hours

Daily Rest
11 hours
Daily Rest
11 hours

It is suggested that for the length of most trips, option one would be most appropriate, as drivers can
incorporate their break into the time when the fixture is being played.

5.2.4.2 Two Drivers

For journey times that are projected to last for more than 15 hours. Two drivers will need to be employed for
driving time over 9 hours.
In a 24 hour period a driver must not drive for any longer than 9 hours. After 9 hours the driver must
have a 9 hour rest period (note this is different to a single driver).
Both drivers will be paid for the time they are away from Marjon.
Two drivers need to adhere to the following schedule of breaks:
Driver 1 drives for
4.5 hours

Driver 1 drives for

4.5 hours
(daily rest 9 hours)

Driver 2 drives for

4.5 hours

Driver 2 drives for

4.5 hours
(daily rest 9 hours)

It is highly unlikely that more than two drivers will ever be required to undertake a trip. If the Transport
Coordinator feels that this is necessary it must first be approved by the budget holder (Director of Sport).
5.2.4.3 Overnight Trips
In some instances it may be necessary for a team to be away over night. If the driving time to the destination is
within the 9 hour limit it will only be necessary to employ one driver. However if the drive to the destination
exceeds nine hours it will still be necessary to employ two drivers. Drivers will only be paid for the hours (or
part hours) when they are driving or on scheduled breaks (not daily rest periods) and will not be eligible to
claim subsistence from the Marjon Student Union or Sport Federation. However their overnight
accommodation will be paid for by the Marjon Sport Federation.
5.2.5 Contingency Planning
In the event of an incident (breakdown, traffic jam etc.) that may result in a driver driving for significantly longer
than the timings outlined in section 5.2.4 it will be the responsibility of the driver to contact the Reception Team
on 01752 636700 to seek guidance. The Reception Team will contact the Marjon Director of Sport who will
make a decision regarding authorising a replacement driver to be despatched or whether accommodation
should be sought.
The Transport Coordinator will compile a list of replacement drivers and despatch a replacement driver in a
University car should the need arise. The replacement driver should then replace the driver and drive the mini
bus back to the campus. The original mini bus driver should then take the University car and drive to closet
52

budget hotel/B&B. The original driver should then return to the Campus once they have undertaken a period of
11 hours rest.
In the event that accommodation needs to be booked either for a team and/or driver this must be paid for by
the individual and they will be reimbursed on their return. Wherever possible budget hotels/B&Bs should be
used.
5.3
Authorisation of Trips
The Director of Sport, as budget holder, has ultimate responsibility for approving or declining any transport
request.
6.0
Conduct of Students
Students are prohibited from consuming alcohol whilst on any mini bus, car or coach requested by the Sport
Federation. Failing to adhere to this rule will be treated as a disciplinary matter.
All mini buses, cars or coaches hired on behalf of a Sport Federation club should be returned in a clean and
presentable fashion (free from litter, mud etc.).
Clubs will be responsible for paying any additional charges incurred as a result of vehicles being damaged or
returned in an unsatisfactory condition.
7.0
Cancellation of Transport
Transport that has been booked can only be cancelled by the Marjon Student Sport Officer. The Student Sport
Officer will notify the Transport Office as early as possible. Unfortunately in some circumstances it may be
necessary to cancel on the morning that the transport is booked for.
7.1
Payment of Drivers
For cancellations that take place before 1400, on the morning preceding the day of the booking (e.g. Tuesday
if transport is booked on Wednesday) drivers will not be paid and the Marjon Sports Federation will not be recharged for the cost of mini bus hire. For cancellations that occur after 1400 on the day preceding the booking
drivers will be paid for the estimated duration of the trip, this figure must first be agreed with the Manager
CSDP.
7.2
Mini Bus Hire Charges
For cancellations that take place before 1600, on the afternoon preceding the day of the booking (e.g.
Tuesday if transport is booked on Wednesday) the Marjon Sports Federation will not be re-charged for the cost
of mini bus hire. For cancellations that occur after 1600 on the day preceding the booking the Marjon Sports
Federation will receive an internal re-charge for the hire cost of the mini bus.
7.3
Responsibility of Student Clubs
Marjon Sports Federation Clubs must make a decision by 1000 on the morning preceding the day of the
fixture as to whether they intend to field a team to fulfil the fixture. If they do not intend to fulfil a fixture they
must notify the Marjon Student Sport Officer by no later than 1000 that day and the Marjon Student Sport
Officer will cancel the transport with no costs being incurred by the Marjon Sports Federation. If a club does
not follow this procedure e.g. a full team doesnt arrive to travel on the morning of the fixture, the club will be
fined for the full costs related to the hire of transport (mini bus hire and the cost of drivers).
Completed forms should be forwarded to the Student Sport Officer
53

Appendix G: Coaches Monthly Time Sheet

NAME

PAYROLL NO

JOB TITLE

DEPARTMENT

Week
Ending

MON

TUE

TO BE COMPLETED BY LINE MANAGER

Total
Hours
Rate
Cost code
worked

WED

THU

FRI

Holiday
Hours

Holiday
Rate

Holiday
Cost code

SAT

SUN

TOTAL

This is my final claim and I

require a P45.
(Please tick if appropriate)

FOR HR / PAYROLL USE

Letter on
file

Starter
card on file

Timesheet
entered by

Timesheet
entry date

Checked
entered by

Checked
date

No of
Timesheets

No of other
claims

I WISH TO CLAIM FOR THE HOURS DETAILED ABOVE AND AGREE I HAVE NOT BEEN PREVIOUSLY REIMBURSED FOR THE STATED HOURS
Signed by Employee

Date

Signed by Line Manager

Date

54

Appendix H: Marjon SF Credit & Income Forms

Marjon SF Credit & Income Form

Please attach any relevant documents

Date:
State name of
person in full

Club/Team:
Amount

Please list separate Sub Totals

for:
Club membership

Description of
Income

State name of
person in full

Total Cash

Total Cheques

Amount

Description of
Income

Subs

Varsity sponsorship

Other

TOTAL DEPOSITED

Deposited&
Received by:
(Print name & sign)
Marjon Receipt
Number:
Transaction Logged
on SF Balance Sheet

Handed in by:
(Print name & sign)

Date paid into

Accounts
55

Yes

No

Appendix I: Marjon SF Claim and Expenses Form

Please attach any relevant documents

Name:
Date:

Student Number:
Club/Team:
Amount

Description of Claim/Expense

TOTAL CLAIMED

Claimed by:
(Print name & sign)

Cheque payable to:

(Print full name)

Date cheque
requested from
Accounts:

Transaction Logged
on SF Balance
Sheet:

Cheque issued by SF:

(Print name & sign)

Cheque received by
student:
(Print name & sign)

Date:

Cheque number:

56

Yes

No

Date:

Appendix J: Kit/Equipment Inventory Form

Marjon Student Union Kit/Equipment Inventory Form

To be used for all kit and equipment, including first aid kits

Name of Club/Team:
Name of Equipment
Officer:
Description of Kit/Equipment:

Quantity:

Defects:
When checked out or returned

Please continue on a separate sheet if needed.

57

Date Checked
Out:

Date
Returned:

Declaration:
I confirm that I am in possession of the kit/equipment detailed on this form. I understand that the kit/equipment
listed on this form is the property of the Marjon Sport Federation and remains my responsibility for the
academic year. I confirm that I must return all the kit/equipment listed on this form, and undertake an inventory
with the Student Sport Officer by the 1 May.
I understand that failure to return kit/equipment listed on this form will result in me personally being invoiced, at
full commercial rate, for any missing kit/equipment.
If I stand down from the position of club Equipment Officer I will notify the Student Sport Officer and will, with
the new Equipment Officer, visit the Student Sport Officer so that I can discharge these responsibilities.
NB: In the case of First Aid Kits Equipment Officer should be replaced with Health, Safety & Training Officer.
Name of Equipment
Signature:
Officer:
Date:
Date of Resignation:
Student Sport Officer
Signature:
Name of New Equipment
Officer:
Date:

Date:

Signature of Student
Sport Officer:

Date:

Signature:

For office use only:

50 deposit received for First Aid Kits (post dated cheque 1 May)

Equipment Returned:
I confirm that the equipment checked out to me has been returned to the Student Sport Officer by the 1 May
and that an inventory has been completed. I agree that I am liable for items of kit/equipment that has not been
returned and give my permission for Marjon to invoice me for the full commercial value of the kit/equipment.
Name of Equipment
Officer:

Signature:

Date:
Signature of Student
Sport Officer:
For office use only:
All kit/equipment returned?:
(if yes for FA kits destroy cheque)
Equipment/kit to be replaced for next year:

Date:

If no date invoice request raised/FA cheque cashed:

58

Appendix K: SF Code of Conduct

All members of Marjon Sports Federation are required to observe and follow the code of conduct detailed
below. Members are, of course, also required to observe the SF Constitution. This code applies when travelling
to and from competition, when competing, and at all other times when sporting and social events are organised
under the umbrella of Marjon.
The first duty of all members is to respect and uphold this standard any breach of this code will be treated as a
serious matter and the Sports Federation may take disciplinary action against an individual or group acting in
breach of the code.
The Code is used as a guideline in assessing behaviour within the Marjon Sports Federation and applies to all
SF members, administrators, coaches, sports therapy students and physiotherapists.
All members must:

Consider the well-being and safety of others before the development of performance.

Develop appropriate relationships with other members, based on mutual trust and respect.

Promote the positive aspects of the sport (e.g. fair play).

Display consistently high standards of behavior, and refrain from any behavior that may bring The
University of St Mark & St John or the Sports Federation into disrepute.

Follow all guidelines laid down by the national governing body and club.

Never condone rule violations or rough play.

Never be unduly intoxicated or use any illegal drug whether sporting or recreational at any event or
social function organised under the umbrella of the Club, Sports Federation or The University of St
Mark & St John

Consume alcohol only in approved areas in line with relevant liquor licensing regulations.

Never discriminate or condone discrimination or bullying of any kind within the SF and not encourage or
pressure others into acting against the code.

Arrive for training and matches in good time and ready to play.

Must respect club coaches and officials including match day referees

Teams participating in BUCS competitions must demonstrate a commitment to fielding a team and
playing home and away fixtures.

59

Appendix L: Marjon Elite Sports Scholarships Code of Conduct

Marjon Elite Sports Scholarship Code of Conduct

As a member of the Marjon Elite Sports Scholarship, your behaviour will reflect on Marjon and the sport.
Accordingly you must agree to conduct yourself in a proper manner at all times while participating in Marjon
activities and within all commercial and media activities for Marjon. Following selection to the Marjon Elite
Sports Scholarship initiative you agree to:
a. Make a positive commitment to supporting and achieving the aims and objectives of Marjon.
b. Conduct yourself at all times when training, competing or on duty as a member of Marjon BUCS
Sports Team or within non-performance-related activity in a correct and proper manner that
portrays the sport in a positive light and does not bring Marjon, the sport, or yourself into disrepute.
c. Accept and abide by all the sport policies and procedures currently adopted by Marjon.
d. Project a favourable and positive image of the sport and Marjon athlete support programmes by
adopting high standards of behaviour and appropriate dress standards when carrying out duties in
relation to Marjon performance and non-performance activity and the Marjon BUCS teams.
e. Behave reasonably and in a manner that shows proper respect for other athletes when training,
competing or residing in a multi-sport environment or team hotels.
f. Refrain from excessive behaviour which would reflect badly on the sport and /or could prevent you
from maintaining the highest levels of performance.
g. Act as an ambassador for Marjon and sport at Marjon at all times but specifically when so
requested in accordance with team membership.
h. Take responsibility when required or asked to do so by a member of the management team. This
includes speaking up if youre unhappy about something or know that someone else is, being
organised and on time for all training and events, watching out for each other to ensure that no one
falls into any danger, not being afraid to tell fellow team members if you think their behaviour is
unacceptable and ensuring that you and others do not at any time get involved in anything illegal or
irresponsible.
i. Take time to thank everyone who helps you along the way whether part of your team, event,
competition or indeed anyone that deserves it.
j. Encourage and value the performance of other members regardless of age, ability, gender, race,
ethnicity, religious beliefs, sexuality or social/economic status.

60

Appendix P: Sample Risk Assessment Form (based on the HSEs Five to steps to risk assessment)

Sample Risk Assessment Form (based on the HSEs Five to steps to risk assessment)
Company name:

Date of risk assessment:

Step 1
What are the hazards?

Step 2
Who might be harmed
and how?

Step 3
What are you already
doing?

Spot hazards by:

Walking around the
training/match facility.
Asking other people what
they think.
Checking manufacturers
instructions.
Consulting the Student
Sport Officer or members
of Sports Centre staff.

Identify groups of people:

Some students may have
particular needs.
Members of the public.
If there are other people
using the space at the
same time as you how
could they be affected?

List what is already in

place to reduce the
likelihood of harm or
make any harm less
serious.

Step 5 Review Date:

What further action

is necessary?
You need to make
sure you have
reduced risks so far
as is reasonably
practicable. An easy
way of doing this is to
compare what you are
already doing would
good practice. If there
is a difference list
what needs to be
done.

Step 4
How will you put the
assessment into action?
Remember to prioritise. Deal with
those hazards that are high-risk and
have serious consequences first.

Action by
whom

Action by
when

Done

Review your assessment to make sure you are still improving, or at least not sliding back.
If there is a significant change in facilities, remember to check your risk assessment and, where necessary,
amend it.
61

Appendix Q: Accident/Incident Report Form

University of St Mark & St John

Accident/Incident Report Form
If the injury is of a serious nature as defined in the Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 1995, the Health, Safety and Security Officer must be informed immediately.
If a person other than the casualty is completing this form please list your name and telephone number
here:
..
Details of Accident/Incident
Date
Time
Location
Full description of accident

Details of injured person

Name
Address & Telephone number

Age

Occupation

Details of injury or near miss

Details of any equipment or machinery involved

Details of First Aid administered and subsequent actions

Name of First Aider
First Aid administered and subsequent actions

Details of any witnesses

Name

Address

Injured person

Witness

First Aider

Duty Manager

Sig
Date

Sig
Date

Sig
Date

Sig
Date

For office use only:

Date form received by
Student Sport Officer:

If the accident falls under the RIDDOR Regulations 1995

date forwarded to Health, Safety and Security Officer:
62

Appendix R: Accident/Incident Follow-up Questionnaire

Marjon Sport Federation

Accident/Incident Follow-up Questionnaire
The Marjon SF takes the safety of activities undertaken under its banner very seriously. You have recently
completed a Marjon Accident/Incident Report Form. We would be grateful if you could complete this
questionnaire and return it to the Student Sport Officer, Marjon, Derriford Road, Plymouth, PL6 8BH or email to
kkearney@majon.ac.uk .
1

Did a first aid qualified person attend the incident?

2
3
4

How long did it take for a qualified first aider to arrive

Was a first aid kit available?
Was anything needed for the treatment of the injured person missing or not
stocked in the first aid kit?
Was an ambulance called?
If an ambulance was called, how long did it take to attend?
How did the club/team respond to the incident/accident?
As per our risk assessment
Was only a minor incident
The accident/incident highlighted deficiencies in our planning
We had no plan for this type of incident
Because of this accident/incident have any procedures changed?
If yes what?

5
6
7

Please note any concerns, or any further guidance you require.

10 Your name:
Telephone number:
Email:

For office use only:

Date returned:
Follow-up actions:

63

Yes

Yes
Yes
Yes

Yes
Yes
Yes
Yes
Yes

No
Minutes
No
No
No
Minutes
No
No
No
No
No

64