Baton Sport Association of Ireland

Policies and Procedures Manual

V2.0 – September 2019 Bernadette Doyne/President David Doyne/Technical Advisor

Document Version Control Document Name: General Current Version: 2.0 Approval Date: 21/08/2019 Author(s): David Doyne/Bernadette Doyne Review Date (if applicable): May 2020 Dropbox\02. Technical Folder\Policies and Policy Location: Procedures Updates 2019 Acknowledgments: WBTF

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1.0 B.T.S.A.I

Throughout the documentation provided by the Baton Twirling Sport Association of Ireland, reference will be made to ‘BTSAI’, ‘B.T.S.A.I.’, ‘the association’, ‘the organisation’, ‘Twirl Ireland’. All of which are interchangeable and are a direct reference of the term ‘Baton Twirling Sport Association of Ireland.’

2.0 AWARDS OF DISTINCTION

The Baton Twirling Sport Association of Ireland may present Awards of Distinction upon any person or company, who in any capacity has rendered particularly outstanding service to the cause of baton twirling nationally and/or internationally. These awards shall be granted by the Executive, Technical Committees and membership with approval from the majority of the Executive.

A suitable inscribed plaque will be presented to the recipient(s).

2.1 HONORARY MEMBER

An Honorary Member is a person who has given special services to baton twirling, in particular, to the BTSAI. This title is attributed, upon a decision and vote of the Executive, Technical Committees and membership with approval from the majority of the Executive.

PRIVILEGES:

Honorary members have the right to free entry to competitions and to join official receptions.

Upon invitation by the President and/or Executive, the Honorary Member may be invited to attend official meetings.

The individual may take part in deliberations on specific issues, if invited by the President, however, will not have any voting rights.

Any individual nominated by WBTF Committee member(s) and accepted by the Board of Directors for Honorary Membership, become effective following the end of the individual’s active participation as a Member of the Board or on any WBTF Committee.

Honorary Members should not be an ACTIVE member of the Board or any committee

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2.2 SPECIAL ATHLETE AWARD

A Special Athlete Participation Award will be given to any athlete who has competed in 10 BTSAI National Championships and every subsequent 5 years following. The years do not have to be consecutive.

A BTSAI "Athlete Recognition Certificate" will be presented by the president who must be informed by the closing date of the entries for the competition, including the years the athlete entered Nationals.

Athletes who have won 5 ‘ Twirler’ awards will be given a further special recognition certificate. The same processes for notifying the President remain.

2.3 TOP TWIRLER AND TOP CLUB AWARDS The top twirler cup is awarded at Nationals every year, there is one for each level. It calculated based on the final places of each individual event an athlete competes in weighted against the number of athletes in that division (participant weighting), with further weighting recognised for the level an athlete is in (difficulty weighting). The highest ranking athlete in each age division is awarded the top twirler cup for that division. The cup is returned the following year in exchange for a smaller cup they keep.

The placing process for each pair, team and group (not including composite events) is the same as for individual top twirler. Each clubs score is added to the top twirler scores for that club and divided by the number of performances (not participants) in that competition for that club to get the average score. Ranking is performed and each club is awarded. A performance is each time an individual, pair, team or group enters into a competition.

Top club is awarded at each competition. Full tabulation processes can be found in the Tabulation Section of the Policies and Procedures manual.

3.0 GENERAL CODE OF ETHICS

3.1 CHARACTER DEVELOPMENT

a) All club members must agree to abide by all rules and regulations of the World Baton Twirling Federation. b) All club members shall make every effort to encourage good sportsmanship among athletes, judges, coaches, parents and other World Baton Twirling Federation members.

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c) All club members shall not make false claims against the Baton Twirling Sport Association of Ireland.

3.2 PROFESSIONALISM:

a) All club members shall conduct themselves in a respectable manner. b) All club members shall use discretion in commenting, directly or indirectly on ethics of other member clubs. c) All club members shall conduct themselves in a sportsmanlike manner at all meetings, competitions, seminars, clinics or events within or outside of BTSAI

4.0 CORRESPONDENCE - OFFICIAL a) A copy of BTSAI official correspondence will be sent to each club and made available on the BTSAI website. The copies to be sent to the appointed contact Club Director.

b) In order to conduct the business of BTSAI, during the interim between meetings, correspondence to members is required by e- mail.

c) Decisions requiring a vote by any board may also be conducted via e- mail during this period of time.

5.0 DOCUMENTS - OFFICIAL a) All official BTSAI documents, must include the official BTSAI logo. b) All documents are stored in the BTSAI Dropbox. Documents requiring access without password will be shared via a link. No hard copies are provided. c) Version control is a vital part of a well governed association:

i. Starting in 2019, all existing policies and procedures will begin on version 2.0. Subsequent updates will begin on 2.1 etc. ii. Large changes will start on 3.0. iii. New documents will begin on 1.0. New documents in draft will begin on 0.1. iv. The last page of every document will be the version log which must be updated each time there is a change. v. Updates from WBTF/NBTA/IBTF will be in BLUE font vi. Updates from BTSAI will be in GREEN font vii. Colour coded updates will be reverted to black font either 1 year following the update, or when there is a subsequent update. viii. See the appendix for the required sheets included at the start and end of each and every policy which includes document version, checklist and BTSAI POLICIES AND PROCEDURES 5 | Page SECTION 03 – GENERAL

equality impact assessment. d) All official documents shall use the following formatting: HEADING 1 (Arial Black size 14, block capitals) HEADING 2 (Arial size 12 bold, block capitals) Heading 3 (Arial size 12 bold) Main body (Arial size 12) e) Indexing will be used whenever possible in the most logical format such as 1.0 • a) i) 1.1 1.1.1

6.0 USE OF LOGOS a) Permitted use of the BTSAI, NBTA, WFNBTA, IBTF OR WBTF logos are as follows: b) On Member Clubs Facebook Page or Website: c) The BTSAI designation may be reproduced only once (BTSAI Logo and must state class of membership i.e. Full, Affiliate, or Provisional) d) At Member Club run BTSAI Sanctioned Events: e) The BTSAI designation may be reproduced only once f) Member clubs may not display the BTSAI Logo without approval and sanction by the BTSAI. g) Only the BTSAI executive, BTSAI Nationals and Winter Open are permitted to use the NBTA/WBTF/IBTF logos following the criteria set out by these organisations. h) If the association name is used alongside the logo, then the logo without text should be used i) The ‘Formal’ logo is the official logo of BTSAI. The informal logo is used for social media, marketing and other displays. See ‘appendix logos’.

7.0 USE OF BTSAI MUSIC BTSAI POLICIES AND PROCEDURES 6 | Page SECTION 03 – GENERAL

a) BTSAI is permitted by WBTF, NBTA and IBTF to use their official music for their events b) This music must not be shared or used by non members without the express permission of the BTSAI executive c) Permission is granted to share this music as part of BTSAI sanctioned events by completing the form (appendix a) d) BTSAI Strut music is the property of BTSAI only e) It cannot be used for any other purpose than training for a BTSAI sanctioned event, or at the BTSAI sanctioned event itself

8.0 DEFINITION OF A BATON a) A standard baton is a chrome-plated steel shaft with varying size weights in either end. b) The weights are either pounded or pressure fitted. c) The weights are covered with a white ball (the large end) and a small white rubber tip covering the other end. d) Various batons have various points depending upon size and weight. e) Most batons come in sizes from 14 to 32 inches and are either 3/8 inch in diameter or 7/16 inch in diameter. Some batons are available in 5’16 inch diameter. f) IN METERS: Most batons come in sizes from 35.56 cm to 81.28 cm and are either g) .9525 cm in diameter or 0.00763582 cm in diameter. Some batons are available in 0.00545415 cm diameter. h) The normal standard baton weighs about 8 ounces (or 0.226796 kilograms) – the length would also enter into the weight.

8.1 Use of grip tape on batons a) The use of grip tape is optional. b) Grip tape can cover up to ½ of the shaft, divided equally from the centre, not including the ball and tip in the length. c) Grip tape can be applied in solid, striped or spiral fashion. d) Tape can be of any colours. e) Inside a Pair, Team or Group, the grip tape must be the same.

9.0 FOUL OR ABUSIVE LANGUAGE a) At all BTSAI events, any participating athlete or other club member are prohibited from using foul or offensive language at any time in the competition area. Repeated violations may result in possible suspension of the individual, by the Executive. b) This includes the use of music containing or implying the above BTSAI POLICIES AND PROCEDURES 7 | Page SECTION 03 – GENERAL

10.0 IN GENERAL During any event in which the BTSAI takes part in, if any situation occurs which is not covered by the BTSAI Constitution or Policies and Procedures manual, the incident shall be directed to the Executive. A meeting of the Executive shall be called by the President to address the issue(s). Decision(s) will be made by the Executive or referred to the Technical Board or Membership as they see most suitable.

11.0 RELEASE FORMS AND WAIVERS

19.1 Media Release

The Media Release Form must be signed annually by athletes or parents of athletes who are minors when video or images are going to be used. The media release form is included as part of the registration process. (appendix b)

19.2 Liability Waiver

The Liability Waiver Form must be signed annually by all members or parents of minors. It is included as part of the registration process.. (appendix c)

12.0 PREGNANT ATHLETE POLICY

a) BTSAI policy requires that pregnant athletes disclose their pregnancy status to their club director b) The policy also includes a requirement that the pregnant athlete produce to her club director, a letter from her physician confirming that it is safe for her and her unborn child for her to compete in the event c) This procedure is to be included in the BTSAI waiver of liability d) BTSAI will hold the medical information in strict confidence, unless it must be disclosed to medical personnel in the event of an emergency where it is necessary and required to disclose this information to the attending medical personnel.

e) The BTSAI waiver includes a section that reads as follows: "For female athletes only: I acknowledge that should I intend to compete in a BTSAI competition while pregnant, I shall notify my club director. Prior to the event, I shall provide to that person a letter from my physician confirming that it is safe for me and my unborn child for me to compete in

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the event. I consent to my pregnancy status being disclosed to emergency personnel at the event, should a medical emergency require it to be disclosed."

13.0 EMERGENCY PROCEDURES POLICY

The BTSAI Emergency Procedure Policy for all BTSAI events shall be as follows: a) The competition administrator or competition director shall be responsible to provide to each competing country an emergency procedures protocol. b) Emergency procedures protocol shall include, but not be limited to (a) locations of medical, dental and pharmacy facilities. (b) an emergency response protocol for accident or injuries taking place in the venue facility or practice facilities (e.g. evacuation procedures, treatment procedures, first aid kit) c) The president and competition director shall maintain a list of all qualified first aiders at a competition and publish this where possible.

• A minimum of basic life support must be completed in the last 24 months with a certificate of completion kept on file

14.0 MEETINGS AUTHORISATION TO CANCEL SCHEDULED MEETING Upon member clubs receiving official information pertaining to scheduled BTSAI meeting dates and times, no meeting may be cancelled without the approval of the President or Technical Advisor.

a) MEETING SCHEDULE:

Annual General Meeting: Held in May each year Technical Board Meetings: Held quarterly Judges Meetings: Held quarterly b) Meetings can be in person or through GoTo meetings. Members and elected officials must participate c) It is the responsibility of the Secretary to distribute both each relevant board to assist in making sure that everything is included and written with clarity prior to distribution to clubs.

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d) All minutes & motions are to be distributed to each member club within 45 days following the meeting.

e) Members will have 30 days, from the date they receive the Minutes/Motions, to state any concerns they may have with the minutes/motions, in writing to the BTSAI President f) If the BTSAI President does not receive any communication from members of the then all proposals and decisions made will be considered approved and no further discussion will be held at future meetings. g) The Technical Advisor and Judges Chair shall state proposals/issues from the Technical and Judges Committees, which require urgent Board action away from the AGM. The BTSAI President will be responsible for conducting a vote by any necessary means and informing member clubs if any motions have been voted on and their outcome.

15.0 FACILITY – COMPETITION VENUE

All BTSAI Competitions will be held indoors in a gymnasium or auditorium. In selecting the competition site and facility, special consideration must be given to the need to provide certain services and conditions. These services and conditions should be in accordance with the following standards and requirements:

Competition facility must be consistent with the standards and requirements established by the BTSAI.

15.1 Ceiling Height The ceiling height is not a determined measurement but must be sufficient for all attending athletes to safely perform their routines within reason.

15.2 Lighting The lighting should be adequate, however, not too intense or directed so as not to create a glare or otherwise hinder the vision of the athletes.

15.3 Dressing Rooms There must be sufficient space for the athletes to change costumes and to provide isolation and privacy for the contestants and coaches. Consideration must be made for male athletes given the majority of athletes are expected to be female.

The dressing rooms should be convenient in that the users would have swift and easy accessibility to the performing area.

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There must be sufficient toilet facilities for all in the venue, with unobstructed access to staffing and judges so as not to cause delay to the competition. Male toilets should not be shared by females unless designated facilities are available elsewhere.

15.5 Food & Drink There should be access to suitable food and drink for all staff and athletes. At a minimum there MUST be access to fresh drinking water.

15.6 Practice Facility It is not a requirement to provide practice or warm-up space with the exception of trials. It should be made possible that an area is designated for athletes to warm up and prepare prior to competing such as next to the holding area. When the schedule allows, warm-up time on the main floor may be granted to athletes of B international and above but is not a requirement.

16.0 BROADCASTING AND WRITTEN PRESS

Any broadcasting companies and/or written press (newspapers) interested in attending BTSAI events contact the President directly.

17.0 TRANSGENDER POLICY IOC Guidelines adopted by BTSAI:

a. Since the 2003 Stockholm Consensus on Sex Reassignment in Sports, there has been a growing recognition of the importance of autonomy of gender identity in society, as reflected in the laws of many jurisdictions worldwide. b. There are also, however, jurisdictions where autonomy of gender identity is not recognised in law at all. c. It is necessary to ensure insofar as possible that trans athletes are not excluded from the opportunity to participate in sporting competition.

d. The overriding sporting objective is and remains the guarantee of fair competition. Restrictions on participation are appropriate to the extent that they are necessary and proportionate to the achievement of that objective.

e. To require surgical anatomical changes as a pre-condition to participation is not necessary to preserve fair competition and may be inconsistent with developing legislation and notions of human rights.

f. Nothing in these guidelines is intended to undermine in any way the

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requirement to comply with the World Anti-Doping Code and the WADA International Standards. g. These guidelines are a living document and will be subject to review in light of any scientific or medical developments.

In this spirit, the IOC Consensus Meeting agreed the following guidelines to be taken into account by sports organisations when determining eligibility to compete in male and female competition:

i. Those who transition from female to male are eligible to compete in the male category without restriction.

ii. Those who transition from male to female are eligible to compete in the female category under the following conditions:

iii. The athlete has declared that her gender identity is female. The declaration cannot be changed, for sporting purposes, for a minimum of four years.

iv. The athlete must demonstrate that her total testosterone level in serum has been below 10 nmol/L for at least 12 months prior to her first competition (with the requirement for any longer period to be based on v. a confidential case-by-case evaluation, considering whether or not 12 vi. months is a sufficient length of time to minimize any advantage in women’s competition).

vii. The athlete's total testosterone level in serum must remain below 10 nmol/L throughout the period of desired eligibility to compete in the female category.

viii. Compliance with these conditions may be monitored by testing. In the event of non-compliance, the athlete’s eligibility for female competition will be suspended for 12 months.

h. Hyperandrogenism in female athletes

In response to the interim award dated 24 July 2015 in Chand v AFI and IAAF CAS 2014/A/3759, the IOC Consensus Meeting recommended:

• Rules should be in place for the protection of women in sport and the promotion of the principles of fair competition. • The IAAF, with support from other International Federations, National Olympic Committees and other sports organisations, is

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encouraged to revert to CAS with arguments and evidence to support the reinstatement of its hyperandrogenism rules. • To avoid discrimination, if not eligible for female competition the athlete should be eligible to compete in male competition.

18.0 PICTURE & VIDEO POLICY

18.1 Permission to take images or videos a) Permission is sought by the club and the BTSAI to ensure that young people and parents/guardians are aware of when and how their images or video may be used. b) For third party photographers, film/videographers or other organisations employed to take images each person must complete the Self-Declaration Form, provided in Appendix E. This must be scanned into Dropbox c) For any other person wishing to use photographic or video devices at events they must first register their device with the organiser. Each person registering a device will be required to give their name, phone number, club they are with and relationship to the club. Appendix F. This must be scanned into Dropbox d) Announcement must be made at the beginning of events regarding taking and the use of images and videos. e) The event holder and the BTSAI should ensure the following announcement is read out at the start and during an event to ensure everyone is clearly aware of the need to register: “All persons wishing to take photographs or film footage at this event must first register their device(s) with (name of organiser). If a company/person has been authorised by completing the Self Declaration Form the following should be included in the announcement: (Name of company) has been authorised to take photographs of individuals in accordance with the BTSAI policy.” f) photography is prohibited in an environment where any performance may be affected or there is the potential for its use to cause harm to the athlete. g) A person may not take a picture or video of any athlete without their permission. h) Section 05 and Section 12 have more information regarding photography and video at BTSAI events.

18.2 Use of images and video on social media. Where images of young people are used on social media the person responsible for posting an image must be aware of the potential for an image to be used inappropriately. The following safeguards must be in place to protect young people: i) Personal details of a young person should not be included ii) Captions should be in keeping with the sport represented iii) The posting and any purpose should not breach the codes of conduct iv) The type of image should not breach guidance in this policy

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18.3 Inappropriate use of images Where there is a concern about the use of images this should be reported to the responsible person who will take appropriate action. This will include reporting the alleged use to: • The parent/guardian of any young person involved • The person responsible for posting the image • The media platform i.e. twitter, Facebook, WhatsApp, Instagram, print media etc. • The statutory authorities Inappropriate use of images is a breach of this guidance and the code of conduct and may result in a complaint/disciplinary procedure against those involved in the BTSAI.

19.0 BTSAI COMPUTERISED TABULATION PROGRAM a) BTSAI will use a locally updated version of the WBTF programme designated to tabulate World Championships and International Cup. Express permission from the WBTF President has been obtained. b) The system remains the intellectual property of BTSAI via WBTF. c) Any upgrading required to the program will be discussed with the BTSAI Executive and Technical Committees. d) No individual or club, other than the Technical Advisor and Chief Tabulator is permitted access to the programme without express permission from the BTSAI President prior to a BTSAI sanctioned event. e) The Programme MUST be used in its original format saved by BTSAI in all sanctioned events. This CANNOT be amended, altered, copied, duplicated or distributed in any way.

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APPENDIX

Logos. Downloaded from policies and procedures folder A. Music B. Media release form C. Waiver of liability including pregnancy D. Data protection E. Self declaration for photography service providers F. Video pass holders record

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APPENDIX A: Use of BTSAI music

BTSAI, WBTF, NBTA and IBTF music may only be used by members of BTSAI or non-members who have entered BTSAI sanctioned events following signing of this document.

This music remains the property of the Federation/Association it is associated with and cannot be copied, shared, distributed or used for any other means than training for and during a BTSAI sanctioned event. The music is available electronically for these purposes only.

This music is:

Strut (BTSAI) Solo (WBTF) 2 & 3 Baton (WBTF) Artistic Twirl & Pair (WBTF) Men’s Short Programme (WBTF) Women’s Short Programme (WBTF) X-Strut (NBTA) Solo 1 Baton (NBTA) Solo 2 Baton (NBTA) Duo (NBTA) Twirl Team (NBTA)

It is implied that all members have agreed to abide by these rules in their application process. All non- members agree to adhere to the rules governing the use of this protected music as per this document.

By signing below, the named club director agrees to access and use this music for the sole purpose of training for and competing in a BTSAI sanctioned competition without distribution or copy as per the terms of this document.

CLUB DIRECTOR NAME: ______CLUB: ______

CLUB DIRECTOR SIGN: ______DATE: ______

COMPETITION: ______

COMPETITION DATE(S): ______

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APPENDIX B: Media Release Form I hereby give my permission, as the participant or parent/legal guardian of the participant named below, to the Baton Twirling Sport Association of Ireland (BTSAI) for the use and reproduction of the video footage, photographs, voice recordings, or writing of, and/or created by this participating athlete, including posts on website/social media sites. I understand that the use of the participant's image and voice will be primarily for the purposes of education and/or promotion by the Baton Twirling Sport Association of Ireland (BTSAI) I hereby waive any right that I may have to inspect or approve the finished athlete product that may be used in connection herein.

By signing this video release form, each Athlete and Athlete’s Parent/Legal Guardian hereby assigns, transfers, or otherwise conveys all rights, titles, and interests in and to the video created for submission to the Baton Twirling Sport Association of Ireland (BTSAI), including without limitation all copyrights and other intellectual property rights therein.

This video footage may be used for the following purposes: • Presentation in public theater(s) or public locations • Educational presentations • Informational presentations at conferences • Promotional video for the Baton Twirling Sport Association of Ireland (BTSAI) sponsored programs that may be included in a broadcast.

There is no time-limit on the validity of this release nor is there any geographic specification of where these materials may be distributed. Athlete and Athlete’s Parent/Legal Guardian represents and warrants that the video, audio, photography and text created is original and does not infringe upon the copyright, trademark, patent or other intellectual property rights of any third party. If the content created for submission becomes the subject of a claim, suit or allegation of copyright, trademark or patent infringement, the Baton Twirling Sport Association of Ireland (BTSAI) shall have the right, in its sole discretion, to reject or otherwise disqualify the submission.

Coach, Athlete and Athlete’s Parent/Legal Guardian agree to indemnify and hold harmless the Baton Twirling Sport Association of Ireland (BTSAI) its officers, employees and agents from and against any and all claims, actions, costs, judgments or damages of any type relating to the production or distribution of the video submitted. Participating athletes 18 and under in age must have parental permission.

ATHLETE NAME: ______PARENT/GUARDIAN NAME: ______

CLUB: ______SIGNED: ______Athlete 18 years or older, parent/guardian if under 18 on this date DATE: ______

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APPENDIX C: Waiver/Indemnity of Liability:

I agree to assume the risk that may occur to me, my child or my group as a result of participation in a BTSAI sanctioned event. I further agree to indemnify and hold the BATON TWIRLING SPORT ASSOCIATION OF IRELAND, its agents or employees harmless from any loss they may sustain as a result of injury to me (or my child or my group) as a result of my participation in BTSAI events. I have read the “Parents/Legal Guardians Responsibilities” and as a condition for the BTSAI’s acceptance of my child’s (or my) entry in a BTSAI event, I agree to abide by and perform each of the duties that are set forth in that statement.

For female athletes only: I acknowledge that should I intend to compete in a BTSAI competition while pregnant, I shall notify my club director. Prior to the event, I shall provide to that person a letter from my physician confirming that it is safe for me and my unborn child for me to compete in the event. I consent to my pregnancy status being disclosed to emergency personnel at the event, should a medical emergency require it to be disclosed.

ATHLETE NAME: ______PARENT/GUARDIAN NAME: ______

CLUB: ______SIGNED: ______Athlete 18 years or older, parent/guardian if under 18 on this date DATE: ______

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APPENDIX D: Data Protection in BTSAI Europe is now covered by the world's strongest data protection rules. The mutually agreed General Data Protection Regulation (GDPR) came into force on 25th May 2018 and was designed to modernise laws that protect the personal information of individuals. This is a requirement for businesses and organisations to obtain consent to process data in some situations. When an organisation is relying on consent to lawfully use a person's information they have to clearly explain that consent is being given. This information is required to fully identify and register athletes, coaches, club directors, judges & clerks, and volunteers.

Information required includes some or all of the below: • Photograph • Passport copy • Full Name • Date of Birth • Address • Email • Phone Number

By signing the below I give consent to the Baton Twirling Sport Association of Ireland, as the Data Controller and Data Processor, and the club which I am a member of as the contact with the association to use the information I am providing for the purposes of competition registration and membership application. This information will not be provided to any third parties.

CLUB CODE: ______CLUB DIRECTOR:______PAGE ___ OF _____

ATHLETE NAME ATHLETE/GUARDIAN SIGNATURE DATE

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APPENDIX E: SELF DECLARATION FOR PHOTOGRAPHY SERVICE PROVIDER All answers will be treated in a confidential manner. 1. Have you ever been asked to leave a sporting organisation? Yes ☐ No ☐

2. Have you ever been convicted of a criminal offence or been the subject of a caution; a Bound Over Order; or are you at present the subject of criminal investigations? Yes ☐ No ☐

3. Have you ever been known to the Statutory Authorities or Social Services department as being a risk or potential risk to children or young people? Yes ☐ No ☐

4. Have you been the subject of any disciplinary investigation and/or sanction by any organisation due to concerns about your behaviour towards children or young people? Yes ☐ No ☐

(If you have answered yes to any questions above we will contact you in confidence)

Confirmation of Declaration (tick boxes to confirm)

I agree that the information provided here may be processed in connection with my role and I understand that any role may be withdrawn or immediate dismissal from the role I provide if information is not disclosed by me and subsequently comes to the attention of the BTSAI. I agree to inform the BTSAI within 24 hours if I am subsequently investigated by any agency or organisation in relation to concerns about my behaviour towards children or young people. I declare that the answers I have given above are complete and correct to the best of my knowledge and I will inform the BTSAI of any changes.

Signature: ______

Print Name: ______

Company: ______

Date: _____/_____/______

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APPENDIX F: LIST OF VIDEO PASS HOLDERS

Event:______Date Name Club Position Signed

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Document Authors Document Owner: Bernadette Doyne Other Contributing Authors: David Doyne

Version Control History Version Date Type of Change Summary of Changes Author

Completed Removal of watermark. 2.0 21/08/2019 David Doyne document Updated version number

David Introduced document to 1.1 19/05/2019 New document Doyne/Bernadette BTSAI General Assembly Doyne

Supporting Documentation (complete and added as appendices) Policy Checklist (delete as appropriate): N Equality Impact Assessment (delete as appropriate): Y

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Checklist for the Review and Approval of Policies & Procedures

Check If No, why? Is the font Arial size 12 throughout, excluding Y headings which are Arial or Arial Black size 12 or 16? Indexing performed? Y Proof read and corrected? Who by: N TO BE PERFORMED To be checked with Appendices included and referencing checked? N proofread Does the document clearly detail who is the Y author(s)? Has the document received final approval from the N Awaiting approval appropriate committee? Does the ‘Document Location and History’ section clearly state where the current document can be Awaiting location N located, the document that it replaces and where the archived document can be found?

Does the ‘Version Control History’ clearly outline the Y type of changes that have taken place and when?

Has an equality impact assessment been performed? Y

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Equality Impact Assessment

Policy/Procedure Committee Assessor(s) New or Date of Name Responsible Existing Assessment Service or Policy? General Executive David Doyne New 19/05/2019 1.1 Who is responsible for this policy? Bernadette Doyne (President) 1.2 Describe the purpose of this policy? Who is it intended to benefit? What are the intended outcomes? Benefits: Most policies are summarised in this section. Appendices include waiver forms etc

Intended Outcomes: Compile general policies together which do not require an individual document. Understand correct use of BTSAI protected and created material

1.3 Are there any associated objectives? E.g. Legislation, Reputation Location of waiver forms, logos, music etc

1.4 What factors contribute or detract from achieving intended outcomes? Detract Lack of awareness of policy

Contribute Professionalism Reputation Protecting BTSAI property such as logos and music

1.5 Does the service / policy / function / have an impact in terms of race, disability, gender, sexual orientation, age and religion? Details: [see Screening Assessment Guidance] No.

1.6 If yes, please describe current or planned activities to address the impact.

N/A 1.7 Is there any scope for new measures which would promote equality? N/A 1.8 Equality Impact Rating [low, medium, high*]: Race (low) Age (Low) Disability (Low) Gender (Low) Religion (Low) Sexual Orientation (Low) 1.9 Date for next review May 2020

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