UNIVERSITY OF MANCHESTER CLUB CONSTITUTION

2020-2021

Changes from 2018/19 include rewording of some sections, and additions of Welfare Sec and Polo Sec responsibilities. Changes from 2019/20 include redefining the Events Sec role. Table of Contents 1. Membership of the Club ...... 2 2. Club Officials ...... 2 3. Club Subscriptions and Club Finance ...... 3 4. Duties of Club Officials ...... 3 5. Meetings ...... 8 6. Clubs Complaints Procedure ...... 9 7. Changes to Club Constitutions ...... 9 8. Athletic Union Commitments ...... 9 9. General conduct of club members ...... 9 Appendix – Club Code of Conduct ...... 10

1. Membership of the Club

1.1. Membership of the Club will be open to all students of the University of Manchester in accordance with the AU Constitution.

1.2. Individuals who are not students of the University of Manchester may only participate in club activities with the agreement of the Sports Sabbatical Officer and/or Director of Sport.

1.3. All members are subject to the regulations of the constitution, and by joining the club will be deemed to accept these regulations and codes of conduct the club has adopted.

1.4. Up to 20% of total club membership can be made up of members who are not students of the University of Manchester (there may even be a limit set by the AU if the club adopts this type of membership system).

2. Club Officials

2.1. A Club Committee will be responsible for conducting the Club's administration. This committee shall not operate autonomously, and administrative issues should satisfy all members of the club.

2.2. The committee will consist of the following members. There may be up to two members on the committee who are not students of the University of Manchester, but these members may not have full voting rights on the committee. Non-students of the University of Manchester may not fill the roles of Captain, Trip Secretary, or Treasurer. The list of positions are those that people are able to apply for – they need not all be filled with exception to Captain, Trip Sec, Polo sec Treasurer and Welfare.

• President • Captain • Vice-Captain- optional role • Trip Secretary • Treasurer • Safety/Equipment Officer • Polo Secretary • Polo Coach • Events Secretary • Pool/Training Officer • Communications/Media Secretary • Club Secretary (Freshers’ Rep)- optional role • Social Secretary • Welfare and Fundraising Secretary

2.3. The Club Committee will serve for one complete academic year (May 11th -May 10th).

2.4. Committee elections will be conducted as per guidance from the AU. At least one meeting of the incoming and outgoing committees will be held before the end of June to promote the efficient ‘hand-over’ of the club and to provide guidance and information to the new committee.

2.5. If a position is not filled at the AGM when the elections are held, the committee may appoint a suitable candidate when one is found.

3. Club Subscriptions and Club Finance

3.1. A membership fee of £40 is required from all club members. This fee is in agreement with the Directorate of Sport.

3.2. The Club Treasurer is responsible for the collection of fees and for banking those fees as soon as practical.

3.3. Club members may not receive any direct or indirect payment from club funds, except for legitimate expenses incurred in connection with club business.

4. Duties of Club Officials

4.1. President

Honorary role, has no responsibility, oversees general running and direction of the club.

Acts as someone that anyone in the club can go to for advice, particularly the Committee. Previous volunteer for the club.

4.2. Captain

Has overall responsibility for the day to day running of the Club, including activities and safety.

Ensures that all club guidelines are followed.

Ensures that all of the committee positions are filled, and that the committee duties outlined are being carried out.

Actively encourages members to further their skills and to participate in safety training.

Acts as an immediate link to the Sports Sabbatical Officer and the AU.

Ensuring that the club has at least one qualified first-aider to act as health and safety officer.

Responsible for coordinating the Club’s annual club development plan. Responsible for completing the club’s annual budget request and AU reports alongside the treasurer.

4.3. Vice-Captain- (Optional Role) Assist with running of the club.

Responsible for organising AU events such as forums.

Assist in club portfolio for the AU.

Represent the club in the absence of the Captain at events.

This role will run at the request of the incoming captain.

4.4. Trip Secretary Collects names of people going on trips, emergency contact details etc. and submits them to the AU.

Completes the external activities forms for the AU.

Books transport for trips.

Organises accommodation for trips.

Books tickets and water passes to events. Ensures that there are enough river leaders to safely run the trip.

Ensures that there are enough drivers to run the trip.

General organization of trips in line with the clubs ‘Normal Operating procedures’.

4.5. Treasurer Administering the Club’s finances in accordance with the University’s Financial Procedures (as stated in the treasurer’s handbook).

Responsible for collecting membership money at the start of the year.

Collects trip fees and paying out expenses.

Any other financial issues that arise.

Responsible for completing the club’s annual budget and AU reports request alongside the Captain.

4.6. Safety and Equipment Officer Responsible for obtaining a basic first aid certificate and assisting in ensuring that the club holds a first aid course every year.

Ensures that all club activities are safe on and off the water.

Reviews the club risk assessment and safety documentation at the start of every academic year and provides a copy to AU.

Responsible for continued upkeep of club equipment.

Makes recommendations to the Captain as to equipment required.

Responsible for the Armitage Centre, Moss Side Stores and North stores.

Performs the clubs annual inventory and stock safety assessment.

Liaison with the Athletic Union over all matters concerning safety.

Ensures that all members, are aware of the safety documentation.

Produces an annual kit purchase plan.

Responsible for administering the club’s insurance policies.

4.7. Polo Secretary Enters teams into BUCS , Christie Cup and other Leagues. Books transport and accommodation where necessary.

Completes the external activities forms for the AU.

Liaises with the canoe polo coach.

Ensures the club has a suitable canoe polo training venue.

Ensures that there are enough drivers to run the trip.

4.8. Polo Coach Responsible for training the polo team. Arranges matches with other University polo teams.

Organises teams for competitions.

Liaises with canoe polo sec.

Liaises with Safety & Equipment Sec for risk assessments and equipment repairs.

4.9. Events and Training Secretary Responsible for running all non-polo related competitive events within the canoe club.

Events include: BUCS Wild Water Racing, BUCS Slalom, , and any other non-polo competitive event.

Encourages members to take part in, and enters members into, competitive events.

Organises training trips for outlined competitive events.

Responsible for ensuring that the club holds a first aid course every year.

Responsible for organising and putting on courses including, but not limited to; first aid, WWSR, and personal and leadership development courses and assessments.

4.10. Pool and Coaching Officer Responsible for training within the club, ensuring people progress with their canoeing skills and have targets to aim for.

Makes sure that there are sufficient numbers of experienced people to run the pool sessions.

Ensure that the pool sessions remain structured, interesting and fun to retain a high number of club members. Attends meetings at training venues concerning, cost, safety, services etc. to ensure the smooth running of training sessions. Encourages members to use the member development plan.

4.11. Communications and Media Secretary Circulates committee meeting minutes to all committee members.

Updating the member’s handbook at the start of the year.

Compiles a database of club member’s details and issuing a copy to the Administrator. This is required by mid-October.

Provides all members with Aquatics Centre entry cards by mid-October.

Assists in finding sponsorship for the club.

Writes articles for student direct and the purple pages.

Keeps the website, mailing and member’s database list up to date.

Organises fresher’s fair stand.

Runs club social media.

4.12. Club Secretary- (Optional role) Each year a new member to the club may be nominated by the committee to be Club Secretary. This is to try and show new members the workings of the club and to try to bridge the gap between new members and committee. The role will consist of;

Interacting with other new members

Giving feedback to other committee members from other new members

Aiding the Captain with duties which must include BUCS WWR, BUCS Slalom and NSR Helping committee members with tasks

The Club Secretary must be a new member of the club.

This role is optional depending on the wishes of the committee.

4.13. Social Secretary Organises nights out and other socials.

Assisting with sponsorship. Organises the club t-shirts/hoodies/jackets.

Organises the end of year meal and organizes the end of year awards and AU Ball.

Ensures that AU tickets are sold for AU socials. 4.14. Welfare and Fundraising Secretary This role should always be filled. If no one puts themselves forward at AGM, the Secretary can be decided from within the committee at the first meeting.

Responsible for raising awareness for welfare issues

Responsible for signposting to various University support systems

The first port of call for club members who have any issues within the club

Responsible for organising charity work and fundraising – at least 1 event per year

Point of contact for club members experiencing any mental health difficulties

Enact and oversee club mental health action plans

Ensure club is an inclusive environment that tackles stigma and promotes wellbeing

Work with AU Exec Wellbeing Officer on Sport wide campaigns. Disseminate wellbeing messages to club members and promote MH/WB campaigns.

5. Meetings

5.1. An annual general meeting is required around the Easter break. This will take place for the election of incoming club officials and any issue that the club deems of importance.

5.2. The club members should be given at least one week’s notice of the AGM.

5.3. A quorum of at least 60% of the club's active members must be present to vote at the AGM.

5.4. Only club members will be entitled to vote.

5.5. The Sports Administrator must be informed immediately, by way of a copy of the meeting minutes, of the results of all elections or voting at the club's AGM.

5.6. In the event that a committee position becomes vacant at a time other than the AGM an extraordinary general meeting must be called at the next suitable occasion.

6. Clubs Complaints Procedure

6.1 Complaints concerning club safety or operational matters should initially be addressed to the Captain or Welfare Secretary. If this does not prove satisfactory a written complaint should be made to the Sports Sabbatical Officer; the Sports Sabbatical Officer will then deal with the matter and a reply will be received within ten days.

7. Changes to Club Constitutions

7.1. Changes to the club constitution can be implemented if approved by the AU forum and a two- thirds majority is obtained at an annual or ordinary general meeting of the club.

8. Athletic Union Commitments

8.1 Two representatives from the committee are required to attend AU Sport forums.

8.2 Two representatives from the committee are required to attend to the AU Annual General Meeting.

8.3 The club should aim to meet all deadlines set by the Sports Sabbatical Officer or the AU.

9. General conduct of club members

9.1. All club members must be made aware that they are, at all times, representing the University of Manchester and that they are expected to conform to reasonable standards of behaviour as detailed in the AU Code of Conduct made available on the website.

9.2. Any complaints made by members of the public or by other institutions against a club or individual club members will result in a disciplinary hearing being conducted by the Sports Sabbatical Officer.

9.3. The committee will be responsible for ensuring the good conduct of its members, taking necessary action against members who infringe the club or Athletic Union constitution.

Appendix – Club Code of Conduct The codes of conduct set out by the club are a guideline only, and just because behaviour does not specifically breach an example given in these codes does not mean that it should escape unobserved. The codes of conduct should be applied with a degree of common sense. The aim of the codes is to encourage sportsperson like behaviour and breach of these codes may be considered an offence necessitating disciplinary action by either the committee or the AU.

Coaches

Persons coaching members of the University of should adhere to the BCU code of conduct for coaches, available at http://www.canoe- england.org.uk/coaching/coaches- responsibilities/

In particular, coaches should abide by principles of integrity, responsibility, competence, and confidentiality.

Coaches must respect the rights, dignity and worth of every human being and their ultimate right to self-determination. Specifically, coaches must treat everyone equally, within the context of their activity, regardless of sex, ethnic origin, religion or political persuasion.

Participants must be encouraged to accept responsibility for their own behaviour and performance in training/ participation, in competition, and in their social life.Coaches must not encourage participants to violate the rules of their sport and should actively seek to discourage such action. Furthermore, coaches should encourage participants to obey the spirit of such rules. Officials Officials should be aware that they are representing the University of Manchester and the club when they officiate at competitions. They must uphold high standards of behaviour, including impartiality between participants (regardless of institution or personal characteristics). Officials should adhere to any codes of conduct written by the BCU or by BUCS for their discipline. Volunteers Volunteers should act in a manner that is in keeping with the responsibility of their role and ensure that they treat everyone equally regardless of sex, ethnic origin, religion, or political persuasion. They should remember that they are representing themselves to the rest of the club, the AU, the university and/or the sporting community. As such they must uphold high standards of personal conduct. Many of the principles outlined in the BCU code of conduct for coaches are also applicable to volunteers in other capacities, and where relevant they should be adhered to. Competitors

Competitors should remember that they are representing the club and the University. As such they must treat each-other and opponents with respect, compete to the best of their ability but remain within the rules and the spirit of the sport, remember that their behaviour may set an example to others, and respect the decisions of officials. Supporters & Social Members Even if not competing, members should recognise that the way that they behave reflects on the University. As such they should treat all competitors, coaches, volunteers, and officials with respect & (in accordance with AU rules) should refrain from smoking or drinking inappropriately. They should remember that their behaviour may set an example to others even though they are not competing. Sport Equity Policy

The University of Manchester Canoe Club adheres to the BCU sport equity policy available at http://www.canoe-england.org.uk/about/equality/

In particular, we are fully committed to the principles of equality of opportunity and aim to ensure that everyone has a genuine and equal opportunity to be fully involved in the club, irrespective of their age, gender, ability, disability, religion, race, ethnic origin, nationality, colour, social status or sexual orientation. This includes members, volunteers, participants, supporters, and coaches. We recognise that discrimination is unacceptable and will not tolerate direct or indirect discrimination.

Any complaints about breach of this policy should be made pursuant to the procedures outlined in the club constitution (i.e. in writing to the Captain in the first instance) or by writing to the person/persons given responsibility for welfare by the committee. If unsatisfied, the complaint should be referred to the AU.