February 2013
Index
Index ......................................................................................................................................................... 2
Introduction: ............................................................................................................................................ 3
Team Officials Checklist: ........................................................................................................................ 4
Prior to the State Championships: .......................................................................................................... 5
At the State Championships: ................................................................................................................... 7
Prior to Departure: .................................................................................................................................. 8
At the event: ............................................................................................................................................. 9
After the event: ....................................................................................................................................... 10
References: ............................................................................................................................................. 11
A. Code of Conduct – Department of Education and Training ...................................................................................... 11
B. Student Protection Policies and Forms...................................................................................................................... 11
C. Curriculum Activity Risk Management Policy (CARA’s) ........................................................................................ 11
D. Government and Non Government Accident Report Forms ..................................................................................... 11
E. Queensland School Sport Website ............................................................................................................................ 11
F. School Sport Australia Website ................................................................................................................................. 11
G. Code of Conduct – Team Officials (section 8.0 of QSS Competition Procedures) .................................................. 12
H. Team Officials – Duty of Supervision (section 9.0 of QSS Competition Procedures) .............................................. 13
I. Procedures for the Investigation and Recording of Misconduct (Section 10.0 of QSS Comp Procedures) ............... 13
J. Queensland School Sport Risk Management ............................................................................................................. 14
Appendices: ............................................................................................................................................ 15
Organisational Forms .................................................................................................................................... 16
1.0 Contact List.............................................................................................................................................................. 17
2.0 Team Levy Calculation Spreadsheet – Data Entry page .......................................................................................... 18
2.1 Team Levy Calculation Spreadsheet – Team........................................................................................................... 19
3.0 Team Training Schedule .......................................................................................................................................... 20
Student Forms................................................................................................................................................. 21
4.0 Invitation to be a Queensland Team Member .......................................................................................................... 22
5.0 Acceptance of Invitation / Parental Consent Form .................................................................................................. 23
6.0 Student Personal Details Form ................................................................................................................................ 24
7.0 Student Medical History and Authorisation Form ................................................................................................... 25
8.0 Uniform Order and Levy Payment Form ................................................................................................................. 26
9.0 Project Consent Form .............................................................................................................................................. 27
10.0 Billet / Accommodation Request Form.................................................................................................................. 31
11.0 Request for Variation to Travel ............................................................................................................................. 32
12.0 Team Members Code of Conduct .......................................................................................................................... 33
13.0 Parents and Spectators Code of Conduct ............................................................................................................... 34
School / Principal Forms................................................................................................................................ 35
14.0 Model Letter to Principals ..................................................................................................................................... 35
15.0 Principal Approval Form ....................................................................................................................................... 36
Administration Forms .................................................................................................................................... 37
16.0 Fytex Order Form .................................................................................................................................................. 38
17.0 QSSU Order Form ................................................................................................................................................. 39
18.0 Sportswear Qld Order Form .................................................................................................................................. 40
19.0 Risk Management – Representative Sports Event – Team Manager ..................................................................... 41
20.0 Risk Management – Representative Sports Event – Convenor .............................................................................. 42
21.0 MyHR Accident Report Form ............................................................................................................................... 43
22.0 Team List / SSA Checking List ............................................................................................................................. 47
23.0 Billet Request Form ............................................................................................................................................... 48
24.0 Sample Letter to Billet Families ............................................................................................................................ 49
25.0 Team Official’s Travelling Allowance Form ......................................................................................................... 50
26.0 Team Official’s Expense Claim Form ................................................................................................................... 51
27.0 National Championship Report.............................................................................................................................. 52
28.0 Team official - Emergency contact and medical form…………………………………………………………….53
2013 State Team Officials Handbook - Page 2 of 53
Introduction
Welcome to a new year in School Sport.
The Queensland School Sport Unit staff are pleased to present the 2013 Queensland Team
Officials’ handbook.
The handbook’s format has been designed to present information in a succinct manner. Further,
the information is set out in a chronological order of essential tasks required. Subject headers
create the time lines required for ensuring the continued success of our representative school
sport programs.
A checklist for team officials is contained on page 4. You will find this useful in ensuring that
all tasks have been completed. The key elements to effective management of our state teams are
preparation and organisation. The Queensland School Sport Unit is very much aware of the
significant contribution of time volunteered by state team officials to our programs and the
information contained within this handbook will help ensure you make the best use of the time
available.
It is essential that you, as a state team official engage in regular consultation with the Executive
of your Sport Specific Committee and the Queensland School Sport Unit. Do not operate in
isolation as most decisions regarding our state teams require consultation.
Communication with the selected state team players, parents, schools, sport specific committee
and the Queensland School Sport Unit is vital. A list of unit staff contact details is provided in the
Appendix section (Form 1.0). Regular communication is essential if not mandatory for our state
team officials.
In the Appendix section of this handbook is a sample hard copy of all the forms required. These
are available from the Queensland School Sport Unit upon request and are also available on the
QSS website. www.learningplace.com.au/en/queenslandschoolsport
The Reference section contains a list of vital links, DET and Queensland School Sport policy
and procedures. It is your responsibility to fully understand DET policy and procedures, in
particular Code of Conduct policy, Student Protection policy and Risk Management procedures.
Please refer to page 14 for team officials’ responsibilities in regard to Risk Management.
Knowledge of Queensland School Sport policy and procedures is also essential in fulfilling your
duties. If in any doubt, you should contact a sports officer within the Queensland School Sport
Unit.
Once again congratulations on your appointment. Our school sport programs could not operate if
not for your generous donation of time, effort, enthusiasm and professionalism.
I wish you well for 2013.
Steven Murray
Manager, Queensland School Sport Unit
1 February 2013
Team Officials Checklist
(Tick when task is completed)
Prior to State Championships
Actioned by
Read relevant School Sport Australia and Queensland School Sport policies
Negotiate travel arrangements and costs with the Queensland School Sport Unit
Finalise student and team official uniforms in consultation with the Sport Committee
Arrange training session details with the coach and seek approval of executive
Order playing uniforms (if timelines make this necessary)
Prepare student levy in consultation with the Sport Committee
Submit student levy calculation sheet to School Sport Unit for checking
Make arrangements with the Committee Treasurer for collection of monies
Prepare information bulletin
Arrange sample uniforms for sizing
Submit training program to your Principal to ensure work cover arrangements
Coach/Manager
Manager
Coach/Manager
Coach/Manager
Manager
Coach/Manager
Manager
Manager
Manager
Manager
Coach/Manager
At the State Championships
Arrange suitable Qld team meeting and uniform try-on room for students and parents
Introduce team officials, explain roles and provide contact details
Explain commitments, expectations and responsibilities of students and parents
Distribute an information bulletin and forms to students and explain return timelines
Size students for uniforms and record sizes – copy for parents and manager
Detail training arrangements
Record email addresses and personal contact details for students and parents
Manager
Coach/Manager
Coach/Manager
Manager
Manager
Coach
Manager
Prior to Departure
Set up email distribution list for players and parents – check that all are receiving
Keep regular contact with students through email (use your work email) and bulletins
Complete DET Risk Management forms and submit to QSS Unit for approval
Collect all required student forms
Notify each of the students’ schools of their selection
Collect Principal Approval Forms
Finalise uniform orders and supporters apparel
Order team uniforms (at least 4 weeks prior to departure)
Confirm airline bookings and passenger list (at least 4 weeks prior to departure)
Notify Queensland School Sport Unit of students requesting travel variations
Forward Queensland team list to the Queensland School Sport Unit
Complete SSA Checking Sheet (where applicable) – send to QSS Unit for signature
Notify Queensland School Sport Unit of any students requiring billets
Check bulletins from national host centre re deadlines for the return of forms
Collect information on event souvenir apparel and Qld Supporters’ gear (if applicable)
Prepare folder to store all student forms (suggest alphabetical order)
Submit Travelling Allowances Claim Form to Committee Treasurer
Arrange for collection of uniforms and ‘Supporters Apparel’
Arrange for distribution of uniforms to students
Forward signed Team Officials Transfer of Duties Form to the Sport Unit
Manager
Manager
Coach/Manager
Manager
Manager
Manager
Manager
Manager
Manager
Manager
Manager
Manager
Manager
Manager
Manager
Manager
Coach/Manager
Manager
Manager
Coach/Manager
At the Event
Review Risk Management documentation – alert the host centre of identified risks
Reinforce codes of behaviour and responsibilities with students / parents
Be familiar with the Officials Codes of Behaviour and Responsibilities of Supervision
Be familiar with event meeting procedures and attend all official functions
Monitor player welfare on a daily basis
Coach/Manager
Coach/Manager
Coach/Manager
Coach/Manager
Coach/Manager
After the Event
Complete report and forward to Sport Unit (with team photo) and to Sport Committee
Monitor and review Risk Management Documentation
Manager
Coach/Manager
All forms are available from the Qld School Sport website.
The duties as recommended in the Action column are a suggested division of
responsibilities.
2013 State Team Officials Handbook - Page 4 of 53
Prior to the State Championships
There are four (4) major tasks to be performed prior to the state championships. The quality of
preparation undertaken with these tasks will determine the standard of commitment and
organisation from the players and parents. The better prepared you are the greater will be the
level of confidence of the parents. The four major tasks to be performed prior to the State
Championships are:




Calculating the Player Levy
Preparing the Information Bulletin and Student Packs
Arranging sample uniforms for sizing
Planning the Queensland Team Training Program (to be approved by sport committee
executive)
Calculating the Player Levy
Calculating the player levy requires consultation with the Executive of the Sport Specific
Committee and the Queensland School Sport Unit. Once that is determined and approved by the
Sport Executive, also determine who will collect player levies (manager or treasurer).
An excel spreadsheet (Appendix 2) has been developed to assist with this calculation. Information
required to complete the calculation include:
 Host Championship levy
 SSA Administration levy $11 per person (GST inclusive)
 National Secretary Levy $11 per student (if School Sport Australia event) (GST
inclusive)
 Cost of Airfare (check with QSS Unit) – Important: Check QSS Travel Policy –
Reference QSS Competition Procedures Section 6.6
 Airport transfers and daily transport costs
 International player levy ($11 per student, if applicable to sport) (GST inclusive)
 Education excursion cost for students and officials
 Accommodation and meal costs (if staying in team accommodation)
 Training costs and assembly costs
 Subsidies from Sport Specific Committee or Queensland School Sport
 Compulsory uniform costs – Important: Uniform Policy – Reference QSS 6.5
Preparing the Information Bulletin
In preparing the Information Bulletin, consider what information parents will need to know when
their child is travelling interstate. Regular bulletins should be distributed to players, parents, team
officials, Sport Specific Committee executive and the Queensland School Sport Unit. A
distribution list by email is the most efficient means of publication (use Departmental email, not
personal email). However there may be some families who require an alternative format or
language to accommodate specific needs.
Suggested Format of Bulletin:
Congratulations on your Queensland Team selection. Details of the team’s participation in the
interstate/national championships are detailed below. Please carefully read the event and team
information and respond as requested.
Name of Championships Competition Dates
Host State and Venue
Venue Address
Team Officials’ Details (include addresses and contact telephone numbers)
Travel Arrangements (include dates and flight numbers, assembly time for departure and arrival
time for the return trip; ensure you inform parents of the QSS Travel Policy regarding team travel)
Student Accommodation (details of billeting, camp, other etc)
Player Levy (include all items that are covered, including uniforms, travel ex Brisbane etc.)
Payment Details (how payments can be made and where payment is to be sent).
Training Program (if applicable, may attach separately) – dates, times and venue
2013 State Team Officials Handbook - Page 5 of 53
Team Officials’ Contact (address and telephone at the championship event)
Team Uniforms (requirements and method of ordering)
Optional Extras (such as the event souvenir shirt, supporter’s apparel, photograph etc)
Codes of Conduct (team members' and parents/spectators)
Student Commitment (participation in training and full duration of event)
Return of Forms to be completed and returned (person and address) – may include birth
certificate if applicable
Due By Date (time lines when forms and payments are due)
Important: Include as much detail in the 1st bulletin as possible – follow up with further bulletins as
more information becomes available.
Information to parents / players
You are responsible for providing information to parents and students. The most efficient and
effective method of achieving this is via the Sport specific page on the QSS website.
www.learningplace.com.au/en/queenslandschoolsport You can up-load all forms onto the sport
specific page and request parents/ players to download these documents, complete them and
return these to you. To enable this to occur you will need to,
 Provide each parent/ player with an overview document listing the documents required and
the timeline for their return.
 Make contact with your appointed sport specific webmaster so that the forms can be
uploaded onto the site.
If you have any concerns with this process please contact the Sport Officer within the Unit
responsible for assisting your sport.
Arranging sample uniforms for sizing
The final major task in this section is the delivery arrangements of sample uniforms to the state
championships. Sample uniforms (non-playing uniform) are available from the Queensland
School Sport Unit in kit bags. These uniforms are available in a range of sizes that should cater
for your team needs.
The playing uniform is the responsibility of the Sport Specific Committee and discussions need to
be conducted with the sport’s executive with regard to the style and costs. The availability of “try
on” uniforms for sizing would be beneficial.
Supporters’ apparel is available for parents and supporters. The mark-up on these items can be
a source of extra income and/or team subsidy for your sports committee. Please discuss with the
Queensland School Sport Unit regarding pamphlets that are available for distribution.
Queensland Team Training
The Queensland team training schedule should be considerate of the traveling / accommodation
requirements and costs involved of all team members when requested to attend training. Team
management need to ensure that all team members feel they are valued within the team structure.
The team training schedule should be endorsed by the sport-specific committee and if the training
session / camp are conducted prior to the official team assembly for the event then QSS
Management Group approval is also necessary. This approval should be sought and received
prior to this information being distributed to students at the state championships. Once endorsed,
the training schedule should be submitted to your school principal in order to approve your
participation and ensure your work cover requirements. A copy should also be sent to the
Queensland School Sport Unit (Appendix Form 3.0).
Please ensure that participation in the training camp is covered in the Risk Management
documentation submitted to the Sport Unit Sports officer.
Important: Queensland Team Preparation Policy – Reference QSS Competition Procedures
6.7
NOTE: Officials must be familiar with the forms (collated in the Appendix) and need to
gather all necessary information to complete the player levy and information bulletin. This
will require negotiation with the other team officials, sport specific committee executive
and the Queensland School Sport Unit sport officer responsible for your sport.
2013 State Team Officials Handbook - Page 6 of 53
At the State Championships
One of the first tasks upon your arrival at the venue for the state championships will be to secure a
suitable location for the meeting with the selected Queensland players and their parents. The
area should be large enough to cater for the team meeting and the “try on” of the team apparel.
The location and time for this meeting should be conveyed to all state championship officials at the
Championship pre event meeting. Keep in mind that some regional teams will have a short time
line between the conclusion of the Closing Ceremony and their departure.
The meeting with the team and players will provide the parents with a firsthand experience of your
level of organization and management, so again be prepared and organized.
The meeting should convey the following:
 Introductions of all team officials and their roles
 Location and dates of the National / Interstate event
 Expectations, especially the Codes of Conduct
 Work through the required forms
A suggestion is to have one copy of the forms to show and refer to whilst speaking in
addition to using a laptop to show the forms on the Sport Specific page on the QSS
website.
 Explain the cost-break down, financial time lines and process for payments – reiterate NO
PAY, NO PLAY.
 Travel and accommodation bookings
 Uniform try-on and the recording of sizes – have players try on all apparel, this is most
important. It is advisable to have duplicate copies of the uniform order form – one for the
student to keep and one to be retained by the manager for uniform ordering purposes.
Don’t forget to have the team officials try on the apparel. The non-playing QSS team
uniform is also available for viewing on the QSS website.
 Record the email addresses and personal contact details of both the players and parents.
One method of achieving this is to have a laptop set up where team members complete
their own individual details.
 Answer any questions or queries.
NOTE: It is important that you use plain language and clear in all of your instructions when
communicating with the players and their parents. Be prepared and organized, consider all
likely scenarios prior to the meeting.
2013 State Team Officials Handbook - Page 7 of 53
Prior to Departure
After the state championships, collate all emails from the parents and players and make a
distribution list. Ensure that the privacy statement is included in all of your emails to players and
their families – and use the BCC option to ensure that contact details of other players and their
families are not inadvertently shared without permission. A quick email to the team immediately
after the state championships will serve as a check on the email addresses provided and as well
ensuring that all team members have your email address.
Important: You should become familiar with and abide by the Code of Conduct for the
Queensland Public Service. Further guidance is provided in the DET Standard of Practice.
Section 1.5 of the Standard refers to Protecting students from harm and officials need to
ensure they comply. The use of private or personal email, personal mobile phone, Face Book
etc is provided. (see link in References).
Use of social media for departmental promotion
http://ppr.det.qld.gov.au/corp/commmark/Pages/Use-of-Social-Media-for-DepartmentalPromotion.aspx
“You must not use internet social networks such as Facebook, Yammer, Twitter, Myspace or YouTube to
contact or access present students enrolled in any school or institute”.
The team officials need to confirm which team official will distribute the regular communication
updates. One official distributing the information will reduce confusion and duplication of effort. In
all communication it is desirable to include copies for your sport specific executive.
In this section there are some critical time lines, these include:
 Important: Risk Assessment for all aspects of your Queensland team’s activity (training,
travel and competition – refer to appendix 19 and risk management references (page 14)
 Completed forms from the players
 Notifying the player’s school principal regarding selection and includes a statement whether
or not permission to publish the student’s name, image and school has been received.
(Project Consent form – Principal’s Approval Form - Appendix 15
 Uniform orders are required at least six (6) weeks prior to delivery – Appendices 16/17/18
 Flight passenger lists (including Names and Date of Birth) are required to the Sports unit at
least six (6) weeks prior to departure. Please use Appendix 22.
 National event hosts will publish organisation details of the event – see the National
bulletins for deadlines for team lists, billet lists, arrival and departure times, transport and
accommodation requirements and after completion please forward the requested
documents to the Sports Unit. The Unit staff will forward these documents to the event
host.
 Risk assessment documentation (including the training camp) is required to be completed
and forwarded six (6) weeks prior to the QSS unit for approval.
 A full team list, player’s names and school are required by the Queensland School Sport
Unit prior to departure – Appendix 22.
 Submit your claim for travelling allowances to your committee treasurer (suggest 2-3 weeks
prior to departure) – Appendix 25
 Transfer of Duties Form to be submitted to the QSS Unit Manager.
Once student forms have been collected, these must be stored appropriately. This information
must travel with the manager at all times. Do not pack this information with your check-in
luggage.
Some events require a copy of the player’s birth certificate or extract to be sighted by the
manager. Check the conditions of your event. Most events require the QSS sport officer to
counter-sign a summary sheet (Checking Sheet). This document must be taken to the national
event and submitted at the pre event meeting – Appendix 22.
Check with the treasurer of the sport specific committee to ensure that the team officials’
allowance has been processed – Appendix 25. Any other personal “out of pocket” expenses
may be claimed. However, please note that receipts must be attached – Appendix 26.
NOTE: Be vigilant with the receipt of information, keep all members aware of the time lines
and follow up where necessary.
2013 State Team Officials Handbook - Page 8 of 53
At the event
Team officials have a significant role in managing the safety, health and wellbeing for all players
and officials. This responsibility is detailed in:





Officials Code of Conduct and Responsibilities of Supervision
Duty of Care and Student Protection
Risk Management
Player Management / Student Welfare
Clearly defined roles of all team officials
Officials Code of Conduct / Responsibilities of Supervision
Team officials are expected to have a full understanding of the expectations contained in the QSS
Officials’ Code of Conduct and Responsibilities of Supervision (QSS Competition Procedures
sections 8.0 & 9.0).
Duty of Care and Student Protection
All teachers are expected to maintain vigilance in regard to their Duty of Care and Student
Protection responsibilities. Being away with a school sporting team does not change the emphasis
of these important areas. Student Protection policy applies to all employees. Members of teaching
staff, principals and members of the administration team, specialist and support staff are required
to be familiar with the Student Protection policy and must complete the online course and
discussion module when newly employed to work in a school. All employees and volunteers are
required to report any concerns they may have about a student direct to the principal. Every
Queensland team official is required to be fully aware of the relevant policies and procedures
detailed in the Department of Education, Training and Employment Policy and Procedures
Register.
This register provides officials with parameters to gauge the risk to students when they are
engaged in the activity, and details the appropriate responsibilities and legislative requirements.
Important: See website links in References (page 11).http://ppr.det.qld.gov.au/Pages/default.aspx
Risk Management
Prior to the commencement of the event, the event convenor should provide a risk assessment
document for your consideration. Officials should evaluate the risk of the interstate / national /
international venue in accordance with the Queensland School Sport risk management procedures
outlined in this handbook (refer to page 14 – References). If there are risks identified, it is the
responsibility of the team officials to take appropriate action to ensure the safety of staff and
students. If a risk assessment is not provided then it is the team officials’ responsibility to ensure a
written risk assessment has been completed. (QSS Representative Sports Event Convenor Risk
assessment)
Player Management
Player management is giving consideration to the players’ health and well-being. Team officials
need to be aware of how each player is coping in regard to the following:






the rigours and stresses of competing daily
equitable playing time
being away from home in an unfamiliar environment
impact of team dynamics on the individual
management of personal health or medical issues
supervision of players during non-competition times.
Student Welfare
Please refer to the following forms; Accident Form – Appendix 21 and Hydration Policy – QSS
Competition Procedures Appendix 8.0
Team Officials’ Roles
Team officials take on different roles when travelling with sporting teams, however, all officials are
responsible for the Duty of Care of each student. When attending official functions, at least one of
the team officials must have access to student paperwork and be able to offer support to any
emergency that may arise. Officials are expected to attend all official functions conducted at the
event. Attendance by all team officials may depend on the accommodation used at the event and
supervision levels required.
Results
Results of the event are normally posted onto the host’s website, the SSA website (where
applicable) and you can have them posted on the QSS website in the sport specific page.
NOTE: The safety, health and wellbeing of each student are paramount. Ensure that each official
clearly understands their role in assuring the Duty of Care of students.
2013 State Team Officials Handbook - Page 9 of 53
After the event
For many students, this will be their first experience of state team participation. It should be an
experience that they will remember and cherish for many years to come. Students and officials
should enjoy a wonderful journey commencing from the players’ performance at the state
championships, to being selected for Queensland, the build-up and preparation for the national /
interstate event, competing at the event and then returning home. You do not want the last part to
be an anti-climax.
Winning certainly makes the whole state team experience more memorable, but in reality not all
teams go home as champions. Ensure that you take necessary measures to ensure that the total
experience is one to be fondly remembered – not just the “winning” or the “losing”.
Therefore, an area that will require some thought is how to provide “closure” for the students and
parents. Previously, officials have provided ‘closure’ in a variety of ways. These have included, a
team meeting directly after the Closing Ceremony; providing team awards, farewells at the airport,
presenting a pictorial album to each player, providing a “report card” to the players on their
performance and suggestions in how they might improve.
Team officials need to conduct an activity that will provide some form of “closure” for all team
members. It is very important that this occurs.
Final Report
A final report (template located in the Appendix 27) needs to be completed. This document will
help to identify areas that worked well, in addition to those where some rethinking needs to occur.
The recommendations will help to assist the Queensland School Sport Unit, the sport specific
committee and the future team officials in improving the program for our state teams.
The report should be completed with collaboration of all team officials.
Note: Your Sport Committee may require a more detailed report than the one-page format
contained at appendix 27.
Risk Management
A requirement of Curriculum Risk Management is the need to monitor and review at the
conclusion of the event. In most cases this will be very quickly completed with a few questions
contained at the end of the Risk Management documents. In there are serious concerns, please
discuss with a Sports Officer from the Queensland School Sport Unit.
2013 State Team Officials Handbook - Page 10 of 53
References:
All Queensland Team Officials need to become familiar with the following DET and QSS policies and
procedures in order to carry out your required duties as a Queensland Team Official. In doing so, you will be
significantly reducing the risk both to yourself and the students in your care.
A. Code of Conduct – Department of Education and Training
http://education.qld.gov.au/corporate/codeofconduct/index.html
B. Student Protection Policies and Forms
http://ppr.det.qld.gov.au










Student Protection
Other relevant policies:
Safe, Supportive and Disciplined School Environment
Managing Data held by the Department
Appropriate Use of Mobile Telephones and other Electronic Equipment by Students
Infection Control
Management of Prescribed Contagious Conditions
Administration of Medications in Schools
First Aid
Developing a Sun Safety Strategy
Risk Management
C. Curriculum Activity Risk Management Policy (CARA’s)


http://education.qld.gov.au/schools/healthy/
Risk Management Modules
http://ppr.det.qld.gov.au/education/management/Pages/Managing-Risks-in-SchoolCurriculum-Activities.aspx
Inclusive Education Policy
http://ppr.det.qld.gov.au/education/learning/Pages/Inclusive-Education.aspx
D. Government and Non-Government Accident Report Forms
Health and Safety Incident – MyHR:
https://oneportal.deta.qld.gov.au/Services/HumanResources/OrganisationalHealth/Document
s/OfflineHealthAndSafetyIncidentForm.doc
E. Queensland School Sport Website
www.learningplace.com.au/en/queenslandschoolsport
o
All QSS forms
o Competition Procedures
 6.0
Queensland Teams
 7.0
Billeting
 8.0
Codes of Conduct
 9.0
Team Officials – Duty of Supervision
 10.0
Management of Student Behaviour
 Appendix 4.0 Procedures for Control of Spectator Behaviour
 Appendix 8.0 Hydration Policy
 Appendix 10.0 Photography Statement
 Appendix 11.0 Student Officials Participation Policy
 Appendix 12 Billeting Guidelines
 Appendix 13.0 Guidelines for Managing Complaints
F. School Sport Australia Website
www.schoolsport.edu.au
o Policies and Procedures; Sport Results; Sports Information
Important: After viewing references above, it is suggested that you download and print off any
relevant policies that you may need to refer to whilst undertaking your duties. In that regard,
please take special notice of sections 6, 7, 8, 9 and 10 of the QSS Competition Procedures
relating to Queensland Teams (sections 8, 9 and 10 are attached below on pages 12 & 13)
2013 State Team Officials Handbook - Page 11 of 53
G. Code of Conduct – Team Officials (section 8.0 of QSS Competition Procedures)

You are bound by the Code of Conduct for the Queensland Public Service. This Code contains
the four ethics principles, their associated set of values and Standards of Conduct.

Integrity and Impartiality

Promoting the public good

Commitment to the system of government

Accountability and transparency

The Department of Education & Training Standard of Practice provides further guidance on the
intention of the four ethics principles.

Queensland School Sport have provided further guidance specific to the representative school
sport program.

Provide a safe and supportive sporting and learning environment

Initiate and maintain constructive communication and relationships with students and
parents/carers

Promote the skills of responsible self-management

Communicate high expectations for individual achievement and behaviour

Ensure consistency and fairness in implementing the school sport behaviour codes.

Ensure that your behaviour at all times, whether at or away from the playing venue, does not
bring the name of “School Sport” into disrespect

Avoid over-playing the talented players. All players need and deserve appropriate time

Develop team respect for the ability of opponents as well as for the judgment of officials and
opposing coaches

Compliment participants on their efforts

Condemn unsporting behaviours

Ensure that your behaviour is consistent with the principles of good sporting behaviour

Refrain from criticism of or reaction to the umpire’s / referee’s judgment and decision

Maintain a standard of dress appropriate to the presentation of the team

Refrain from over-zealous coaching from the side-line.

Refrain from smoking and consuming alcohol at any time while in the direct supervision of
students.
The Codes of Conduct for players, parents and spectators should be publicised in championship
programs and should be distributed to players and parents upon a student’s selection in a school sport
representative team.
DET Standard of Practice (January 2011) – see link in References (page 11)
Section 1.5 Demonstrate a high standard of workplace behaviour and personal conduct.

You must not communicate with students using a personal mobile phone, either verbally or by text
message unless prior approval has been given by your Principal or supervisor. You must discourage
students from such communication with staff. Use of a departmental mobile phone must be for
official purposes only.

You must ensure that you do not communicate with students from a private or personal email
address. School or institute policies which allow for communication with students via departmental
email should be for official purposes only.

You must not use personal cameras or mobile phones to photograph students unless prior approval
has been given by your Principal or supervisor. The use of a personal or school mobile phone or
camera to photograph students must be for official purposes only. Parental or custodial approval
must be given for the publication of photographs of students.

You must not use internet social networks such as Facebook, My Space or YouTube to contact or
access present students enrolled in any school or institute.

If you use internet social networks in your personal time you must ensure that the content is
appropriate and private, and that you restrict access to specific people who are not students.
2013 State Team Officials Handbook - Page 12 of 53
H. Team Officials – Duty of Supervision (section 9.0 of QSS Competition Procedures)
9.1
At all times team officials must display exemplary conduct as a model for students.
9.2
When students are in the Team Officials’ care ensure they are supervised to a level that would
satisfy a prudent parent/guardian.
9.3
When students are being billeted, team officials are to be responsible for the supervision of team
members. It is the responsibility of the team officials to exercise duty of care until the appropriate
time negotiated with the respective billets. There is an expectation that team officials will be
responsible for the majority of the day.
9.4
If Team Officials are attending other functions or activities, at least one of the officials must at all
times be available to attend to students in the case of an emergency. A phone contact is essential.
9.5
Ensure billeters and students have team officials’ telephone contact number.
9.6
When Team Officials are responsible for accommodation for students, e.g. Camp situation. Motels,
etc., the following rules are to be adopted:




Team officials are to supervise to such a level that a prudent parent would be completely
satisfied, e.g. Dress, rowdy behaviour, mixed boy/girl activities.
Sleeping arrangements should ensure that the girls are completely separate from the boys,
and that teachers where possible are to situate themselves between the two groups.
Teachers should ensure that all students are accounted for before retiring themselves.
A supervision roster for team officials should be drawn up and adhered to.
9.7
When travelling, Team Officials should be situated in seating so that they can supervise their team.
9.8.
All areas of QSS Codes of Conduct must be enforced, disseminated and explained by the team
officials. Team officials should read the Code of Conduct to the students outlining clearly what their
expected behaviour would be.
9.9
In any cases of student misconduct, i.e. a breach of the code of conduct, team officials are to refer
to the Procedures for the Investigation and Recording of Misconduct.
9.10 All team management are to apply the principles of the Student Protection policy as contained in
the Education Policy and Procedures Register Student Protection
I. Procedures for the Investigation and Recording of Misconduct (Section 10.0 of QSS
Comp Procedures)
Queensland team officials should be aware of the duty of care, which is associated with the position and
should adopt the following procedures in cases where the behaviour of a student team member
contravenes the Code of Conduct and requires disciplinary action:
10.1 Identify the breach of the Code of Conduct.
10.2 Offending students and witnesses should be questioned immediately after the incident. Everyone
should be questioned individually and not in a group situation.
10.3 A written record of the incident should be made. Alleged offenders, witnesses and team officials
should be requested to provide a written record.
10.4 All records should be signed and dated by the contributor and countersigned by a team official.
Information should include precise facts and detail without any emotional connotation.
10.5 Team officials should determine the appropriate immediate considered disciplinary action. If in
doubt, seek advice from other authorities, QSS Unit and/or host executive officials to help
determine appropriate responses.
10.6 The student/s and their parents should be advised of the immediate disciplinary action to be taken.
They should also be advised of any possible subsequent disciplinary action, which may result from
the referral of the incident to the Executive Officer of Queensland School Sport Management
Group.
10.7 Complete a final report which includes the documentation gathered as detailed above, including the
procedures taken and resultant action. Copies of this report must be forwarded to the Executive
Officer, Queensland School Sport, and the secretary of the relevant Sport Specific Committee.
10.8 QSS shall be responsible for any subsequent disciplinary action and not the officials or the Sport
Specific committee from which they come. QSS will inform the Sport Specific Committee of any
further action taken
2013 State Team Officials Handbook - Page 13 of 53
J. Queensland School Sport - Risk Management
This document summarises how curriculum risk management is to be undertaken by Queensland School
Sport.
These curriculum risk management processes are based on the requirements of Managing Risks in School
Curriculum Activities– the DET procedure that outlines our responsibilities for curriculum risk management.
http://ppr.det.qld.gov.au/education/management/Pages/Managing-Risks-in-School-Curriculum-Activities.aspx
All staff (existing, newly appointed or temporary) who have responsibilities for planning and/or delivering
curriculum activities should understand this procedure and adhere to these processes:
1. All curriculum activities should be considered in terms of their associated hazards and level of risk to
students and others involved in the activity.
2. For all curriculum activities (regardless of assigned level of Risk) the following requirements exist in
regard to Curriculum Risk Management:

Team coaches must complete and submit a Curriculum Activity Risk Assessment (CARA)
appropriate to their sport. These can be downloaded from the DET website (see link below).

Team managers must submit a QSS Representative Sports Event Team Manager risk
management template (Appendix 19).

The convenor of a Queensland hosted interstate / national event is responsible for completing a
QSS Representative Sports Event Convenor template (available from QSS unit). When you are
competing interstate, the host centre should complete and publish a risk assessment checklist. If
that is not provided prior to the event commencing, team officials will be required to complete the
QSS Representative Sports Event Convenor template (Appendix 20).
3. These risk assessments MUST be completed and approved 1 (one) week prior to the state team’s
assembly (training / competition). Send your completed Risk Management form to the relevant Sports
Officer at the Queensland School Sport Unit.
4. These people have been delegated authority to approve CARA and Risk Management assessments for
Queensland School Sport Teams:
Name / Position
Position
Email Addresses
Steven Murray
Phil Muller
Chris Bransdon
Manager, QSS Unit
Sports Officer, QSS Unit
Sports Officer, QSS Unit
steven.murray@dete.qld.gov.au
phil.muller@dete.qld.gov.au
christopher.bransdon@dete.qld.gov.au
5. The CARA / Risk Management template should be completed and submitted electronically (e.g. via
email).
6. Once approved:
a. A copy of the approved CARA / Risk Management template will be returned to the person
who submitted it
b. A copy of the approved document will be filed at the Queensland School Sport Unit with
details of the document entered in a Risk Management Activity Register.
7. Activities are to be conducted in accordance with the approved CARA / Risk Management form, unless
there is a sound reason for variation. Any significant variations should be discussed with the person who
approved the form.
8. Once the approved activity has been undertaken, the Monitor and Review section of the CARA / Risk
Management form is to be completed. Any significant issues should be brought to the attention of the
person who approved the form.
Important links: NB: These links will allow access to Sport Specific CARA Guidelines



Managing Risks in School Curriculum Activities
http://ppr.det.qld.gov.au/education/management/Pages/Managing-Risks-in-School-CurriculumActivities.aspx
Curriculum Activity Risk Assessment (CARA) Guidelines
http://education.qld.gov.au/schools/healthy/
School Excursions
http://ppr.det.qld.gov.au/education/management/Pages/School-Excursions.aspx
Appendices:
Organisation Forms
1. Qld School Sport Unit Contact List
2. Team Levy Calculation spread sheet
3. Team Training Schedule
Student Forms
4. Invitation to be a Queensland Team Member
5. Acceptance of Invitation / Parental Consent Form
6. Student Personal Details Form
7. Student Medical History and Authorisation Form
8. Player Uniform and Levy Payment Form
9. Project Consent Form
10. Billet / Accommodation Request Form
11. Request for Variation to Travel – please make available upon request ONLY
12. Team Members Code of Conduct
13. Parents and Spectators Code of Conduct
School / Principal Forms
14. Model letter to Principals
15. Principal Approval Form
Administration Forms
16. Fytex Uniform Order Form
17. QSS Unit Order Form
18. Sportswear Qld – Supporters’ Gear Order Form
19. Risk Management – Representative Sports Event – Team Manager
20. Risk Management – Representative Sports Event – Convenor
21. MyHR offline Health & Safety Incident Report Form
22. Team list / Checking sheet
23. Billet Form
24. Sample Memo to Billet Families
25. Team Official’s Travelling Allowance Claim Form
26. Personal Expenses Claim Form
27. National Championship Report
28. Team Official – Emergency Contact and Medical Form
2013 State Team Officials Handbook - Page 15 of 53
Organisational Forms
2013 State Team Officials Handbook - Page 16 of 53
1.0 Contact List
QUEENSLAND SCHOOL SPORT UNIT
Position
Sport Officer
Telephone No. Mobile Ph.
Internet Email
Sport
Manager
Steven Murray
07 3352 1168
0417 713 726
steven.murray@dete.qld.gov.au
Baseball, Hockey, Disability committee,
Squash, Surfing.
Sports Officer
Phil Muller
07-3352 1169
0417 713 776
phil.muller@dete.qld.gov.au
Rugby Union, Swimming 10-12 yrs, 1319 yrs, Softball, Volleyball, Water Polo
Sports Officer
(acting)
Chris Bransdon
07-3352 1167
0418 870 876
chris.bransdon@dete.qld.gov.au
Cricket, Football, Rugby League, Touch,
Triathlon
Sports Officer
(acting)
To be appointed
07-3352 1170
0419 785 571
Sport Support Officer Kerrie Brewin
07-3352 1165
Sport Unit Fax:
Sport Unit Location:
Sport Unit Postal Address:
Queensland School Sport Website Address:
Australian Football, Basketball, Cross
Country, Golf, Track & Field 10-12 yrs,
13 – 19 yrs, Tennis, Netball,
kerrie.brewin@dete.qld.gov.au
(07) 3352 1172
Stafford State School 282 Stafford Road, Stafford
PO Box 1172, Stafford City Post Shop Stafford Road, Stafford Qld 4053
www.learningplace.com.au/en/queenslandschoolsport
2.0 Team Levy Calculation Spread sheet – Data Entry page
2.1 Team Levy Calculation Spread sheet – Team
2013 State Team Officials Handbook - Page 19 of 53
3.0 Team Training Schedule
QUEENSLAND SCHOOL SPORT
QUEENSLAND TEAM TRAINING SCHEDULE
Official’s Position held:
Sport:
School:
Below is a schedule of my proposed Queensland Team training sessions. The program
may be altered as circumstances demand.
Date
Venue
Time
I hereby approve of the involvement of
(teacher) in
attending Queensland team training sessions as outlined above. I understand that this
program may be subject to change.
I also approve the use of a personal mobile phone by this teacher for communicating with
team members and parents and the use of a personal camera for photographing students
for the duration of the team’s commitments.
Principal
Date
Note: If a more detailed Queensland Team Training Program is available, that document should
be attached to this training schedule.
2013 State Team Officials Handbook - Page 20 of 53
Student Forms
2013 State Team Officials Handbook - Page 21 of 53
4.0 Invitation to be a Queensland Team Member
QUEENSLAND SCHOOL SPORT
INVITATION TO BE A QUEENSLAND TEAM MEMBER
I wish to advise that your son/daughter
Queensland School Sport
is invited to be a member of the
Team to compete at the
Championships detailed in the attached Information Bulletin.
The Conditions of this invitation are:
1. In accepting the invitation to be a Queensland team member, you must ensure that prior commitments
will not affect his/her availability to commit to full participation in the Queensland team’s program. This
applies from time of team assembly to the conclusion of the event. Full participation, for purposes of day
to day activity, is defined as – all competition and pre competition activity the student is involved in as a
team member or as an individual athlete or any activity as directed by the Queensland team officials (e.g.
Educational Excursion, Opening/Closing Ceremonies, and training sessions).
2. That he/she will be available for periods of team training and preparation appropriate to the needs of the
sport and as required and negotiated by team officials.
3. That during periods of team training, team travel, competition and other activities associated with the
Queensland team program, he/she will be under the sole direction and duty of care of the appointed team
officials.
4. A Queensland team player levy calculated and approved by Queensland School Sport must be paid in full
at least one (1) week prior to the team’s departure.
5. The travel policy for Queensland teams is as a single team group booked and coordinated by
Queensland School Sport. Variations to that policy will only occur where prior approval has been granted
to a team or where extenuating circumstances exist. Cancellation fees charged by the airlines and/or our
travel provider will be incurred by participants when late cancellations are made.
6. Whilst a member of a Queensland School Sport Team, a student’s behaviour must be of the highest
standard. Codes of conduct for team members, parents and spectators and consequences of any
breaches of the codes are included with the information package. Team members and parents/guardians
are required to sign an agreement to respect and abide by those codes.
7. It is the parents' responsibility to ensure that the student is adequately covered for Medical, Hospital,
Dental expenses. Queensland School Sport, as a Unit of the Department of Education, Training and
Employment, will not accept financial liability for such expenses if they should arise and does not offer
personal accident and injury insurance.
8. Billeting is available at some events for students who are unable to arrange other suitable
accommodation (e.g. with parents, relatives or friends). Where parents are in attendance at the event, a
student billet is not to be requested.
If you are unable to meet all of the conditions of this invitation, please advise the team manager immediately
and if a resolution cannot be negotiated, another eligible student from the reserve list will be invited into the
team.
Should you wish to accept this invitation to be a Queensland team member considering the conditions set out
above, please complete and sign the Acceptance of Invitation / Parental Consent form and other requested
student forms as listed in the attached Information Bulletin.
Please carefully read the event and team information contained below and respond as requested.
(Name of Qld Team Manager)
(Manager’s School)
(Contact Phone Number)
2013 State Team Officials Handbook - Page 22 of 53
5.0 Acceptance of Invitation / Parental Consent Form
Queensland School Sport
QUEENSLAND SCHOOL SPORT TEAM: ________________________________________
I accept the invitation for my son / daughter, _______________________________ to be a
Queensland Team Member and hereby give consent for my son / daughter to take part in any activity
arranged by, or participated in, by Queensland School Sport. I also give my permission for him / her to
use such forms of transport for travelling as may be necessary.
I agree:
1. That my son/daughter, in accepting a position in the Queensland School Sport Team, will commit to
full participation in the team’s program.
2. That during the period of the competition in which my son / daughter participates, and during such
travelling and other activities as may be necessary, my son / daughter shall be under the sole
direction of the person or persons appointed in charge of the team in which he / she is included.
3. To meet the costs associated with participation in this activity, and accept that I may incur a
cancellation fee for late notification in cancelling travel bookings.
4. To meet additional costs for any accident, illness, injury, or other unforeseen circumstances which
may occur during the period of the activity in which my son / daughter participates. This also
includes the period of travel.
I have read the Team Member's Code of Conduct, understand its contents and conditions, and accept
the parental responsibilities contained therein. I have also read the Codes of Conduct for Parents and
Spectators and agree to respect and abide by those codes.
Signed By:
(Parent/ Caregiver)
Signed:
Date:
Student's Agreement to the Code of Conduct
I ______________________________________ have read and understand the Team Members' Code
of Conduct and agree to abide by its conditions.
Signed: ____________________________________
Date:
2013 State Team Officials Handbook - Page 23 of 53
6.0 Student Personal Details Form
Queensland School Sport
Player Details
Surname
Date of Birth
Home Address
Given Name
PostCode
Home Telephone
Contact Email
School attended
Mobile Telephone
Parent / Caregiver 1
Surname
Home Address
Given Name
(If different to Player’s)
PostCode
Home Telephone
Contact Email
Business Address
Mobile Telephone
Business Telephone
Mobile Telephone
PostCode
Parent / Caregiver 2
Surname
Home Address
Given Name
(If different to Player’s)
PostCode
Home Telephone
Contact Email
Business Address
Mobile Telephone
Business Telephone
Mobile Telephone
PostCode
Contact Person
Surname
Home Address
(When parent/caregiver cannot be contacted)
Given Name
PostCode
Home Telephone
Contact Email
Business Address
Mobile Telephone
Business Telephone
Mobile Telephone
PostCode
Any Relevant Family History / Additional Support (e.g. signing)
Queensland School Sport, as an operational unit of the Department of Education and Training, is collecting the information on this
form in accordance with the Information Privacy Act 2009 for the purpose of contacting you in regard to your child’s participation in a
Queensland School Sport Event. The information will only be accessed by persons authorised by Queensland School Sport,
including appointed team officials. The information provided will not be used or disclosed to any other person or agency unless either
you have given permission, it is required by law or in the interests of student health and welfare.
2013 State Team Officials Handbook - Page 24 of 53
7.0 Student Medical History and Authorisation Form
Queensland School Sport
7.0 Student Medical History and
Authorization Form
Surname
Given Name
Immunisation Details (Please complete. List others as appropriate)
Injection
Yes
No
Date of Injection
Tetanus
Hepatitis B
Do you get asthma?
Is your asthma, Exercise induced asthma?
If Yes to any of the above, list medication and attach Action Plan.
Yes
Yes
No
No
Do you suffer from Anaphylactic reactions?
Yes
No
Yes
No
Yes
No
If Yes list medication and attach Action Plan
Are you currently being treated by a medical practitioner?
If Yes list details. NOTE: Please list any current medication.
Do you have an injury or condition which is likely to be aggravated by competition?
If Yes list details
Position No.
Medicare Card No
Cardholder Name (if not in name of student)
Private Health Insurance Company Name (if covered)
Private Health Insurance Membership Number
Please list any other relevant medical history or additional support needs
NOTE:
It is the parents' responsibility to ensure that the student is adequately covered for Medical, Hospital, Dental and Personal
Accident & Injury Insurance. Queensland School Sport will not accept financial liability for such expenses if they should arise.
Where supervision of the administering of medication is required while the student is away from home, parents will need to
document details in separate correspondence to the Team Management.
Medical Authorisation
I hereby authorise the obtaining on my behalf of such medical assistance as my son/daughter may require in the
event of accident or illness and guarantee to meet any costs incurred.
I authorise the administering of anesthetic if this is deemed necessary by the medical officer attending.
Signed: _____________________________
Date:
____________________
(Parent/Caregiver)
Queensland School Sport, as an operational unit of the Department of Education and Training, is collecting the information on this
form in accordance with the Information Privacy Act 2009 in order to share this medical history with medical professionals in the
event of an accident or illness. The information will only be accessed by persons authorised by Queensland School Sport, including
appointed team officials. The information provided will not be used or disclosed to any other person or agency unless either you
have given permission, it is required by law or in the interests of student health and welfare.
2013 State Team Officials Handbook - Page 25 of 53
8.0 Uniform Order and Levy Payment Form
QUEENSLAND SCHOOL SPORT – UNIFORM ORDER / LEVY PAYMENT FORM
QUEENSLAND TEAM:
Instructions to:
STUDENT’S NAME:
(a) STUDENT
Please Return to:
SCHOOL:
(Type in Manager’s Name)
HOME PHONE NO:
HOME ADDRESS (POSTAL):
POST CODE:
Post to:
COMPULSORY PLAYER LEVY (GST Free)
[A]
$
COMPULSORY UNIFORM ORDER
(Type in School Address)
By:
/
As listed below – delete if not required (Prices include GST)
ITEM
SIZE
QTY
COST
TOTAL COST
/
PAYMENT OPTIONS
1.Cheque / Money Order
Payable to:
(Type in Name of School)
2.Cash
3. Credit Card
4. EFT
(Type in Account Name)
(Type in Account Number)
(Type in Account BSB
number)
For EFT payments please
ensure Reference to player
and team are recorded.
Parents should print a copy
of the receipt report and
present to the manager
COMPULSORY UNIFORM LEVY TOTAL (Includes GST)
[B]
$
OPTIONAL ITEMS
As listed below – delete if not required (Prices include GST)
ITEM
Qld Supporter’s Polo Shirt
Qld Supporter’s Fleece Jacket
Qld Supporter’s Cooler Bag
Qld Supporter’s Hat
Souvenir Shirt
SIZE
QTY
COST
$30.00
$35.00
$15.00
$15.00
TOTAL COST
(b) SCHOOL:
School to receipt levies
and stamp this form as
confirmation of receipt
of payment.
Manager to mail/fax this
form to the Sport
Committee Treasurer.
(School to stamp below)
OPTIONAL UNIFORM TOTAL (Includes GST)
[C]
$
COMBINED TOTAL PLAYER PAYMENT (A + B + C)
$
OFFICE USE ONLY:
Invoice No. ................
Date.......................…...
Receipt No. ...................
Date...............................
Processed by ..................…………..
Dispatch .........................…………..
2013 State Team Officials Handbook - Page 26 of 53
9.0 Project Consent Form (only provided if Principal does not advise that consent is given)
1
I GIVE CONSENT
On behalf of the individual identified in section 6 of this Consent Form (the Individual), the person
or persons signing this Consent Form (the Signatory)* grants consent to the Department of
Education and Training (the Department) and to any other Department or Agency of the State
Queensland (the State) to use, record and disclose the Individual’s:

name, image and other identifying information (personal information); and

copyright material, including their written, artistic or musical works or video or sound recordings
(Individual work).
*Note: If the Individual is under 18 years of age, the Signatory must be a parent or guardian of the Individual.
The Individual must also sign if he or she is under 18 and able to give and understand the consent. If the
Individual is 18 or older, the Signatory and the Individual will be the same person.
2
3
FOR THE PURPOSE OF
This consent applies to any use recording or disclosure of the Individual’s personal information or
Individual work, in connection with the Department or State, for:

the purposes identified in the Project Details section of this Consent Form; and

public relations, promotion, advertising, media and commercial activities concerning the Project.
FOR THE DURATION OF
This consent will continue until the Individual revokes consent by providing written notification to
the person nominated in Section 7 of the Project Consent Form.
Despite the above, if, at the time the Individual revokes consent, the Department or the State is
using the Individual’s personal information or Individual work, or the Department or the State has
entered into contractual obligations in relation to that material, the consent will continue in relation
to that material until the Department or the State’s use is complete or until the contractual
obligations come to an end.
4
I UNDERSTAND THAT
 ‘Project’ means the project described in the Project Details section of this Consent Form.

‘Use’ includes:
-
to create, make copies of or reproduce or retain in any form, including by camera, video,
digital recorder, webcam, closed circuit television, mobile phone or any other device; and
-
to distribute, publish or communicate in any form, including in newsletters and other print media,
television and the Internet,

in whole or in part, and to permit other persons to do so.
The Department or the State will not pay the Signatory or the Individual for giving this consent or for the
use of the Individual’s personal information or Individual work.

This Consent Form revokes and replaces all previous consent forms in relation to the use of the
Individual’s personal information or Individual work in the Project.

Nothing in this Consent Form limits the rights that the Department or the State reserve in relation to the
use of the Individual’s personal information or Individual work, copyright or other intellectual property
under any other law.

The ‘Department’ and the ‘State’ include the officers and employees of the Department and the State
engaged in performing services for the Department and the State.

This consent extends to the Department and the State:
o
disclosing the Individual’s personal information and Individual work to the Department’s and
the State’s agents, contractors and volunteers for the purpose of performing services for the
Department and the State; and
o
permitting those persons to use, record and disclose such material to the same extent as the
Department and the State are entitled to deal with the Individual’s personal information and
individual work.
2013 State Team Officials Handbook - Page 27 of 53
5
PROJECT DETAILS
Name and description of Project:
Queensland School Sport Representative Sporting Teams attending District, Regional, State,
Interstate, National or International Events
Description of what is to be made, used, retained or reproduced:
Individual’s copyright material
Individual’s name
Individual’s image
Description of image, copyright material, recording or other personal information:
_________________________________________________________________________________________[Print]
Description of the purpose for which the personal information or individual work is required,
and the medium of reproduction (e.g., paper, electronic or other form). Will it be made, used,
retained or reproduced, and will it be distributed, published or communicated to the public
(e.g. on the Internet)?
Required for the promotion of Queensland School Sport - name and image may appear in various
forms of media - for example: championship programs, team photographs, school sport websites,
championship/annual reports and local media such as TV, radio and newspapers.
As a value add or service to parents, team photographs, action photography and DVD’s may be taken
by commercial photographers.
Team photographs, ordered by parents, will be distributed to team members by the team’s manager.
Action photography of athletes, whose consent by parents has been received, may be published on
the commercial photographer’s website for retail sale.
DVD’s may be available for sale at the event or through retail sales, usually to the parents of such
students.
Description of the timeframe during which the Individual’s name, image or Individual work is
required (e.g. Is it for one-time use? For what date or dates?):
May be used for the period of enrolment of the individual at the school this consent was returned.
Timeframe will cover from the time of selection or otherwise in accordance with clause 3.
Name of the departmental position/person responsible for the making, usage, storage,
reproduction, distribution, publication or communication of the Individual’s personal
information or Individual work:
Manager, Queensland School Sport Unit.
Name that should be used in association with the Individual or the Individual’s image or
Individual work:
Full name
First name only
No name
Other:
2013 State Team Officials Handbook - Page 28 of 53
[Print]
6
DETAILS
Name of Individual
Address of Individual
Name of organisation, school or TAFE (at which the Individual is enrolled, employed, or works
as a volunteer, if any)
7
Signature of the Individual (If over 18
years of age, or if under 18 years of age
and capable of understanding and giving
this consent)
Date
Signature of the parent or guardian (if
the Individual is under 18 years of age)
Date
Name of signing parent or guardian
Address of signing parent or guardian
/
/
/
/
NOTE
The Department will use its best endeavours to ensure the person signing this Consent Form is
authorised to do so, but takes no responsibility for circumstances in which it is misled as to the
identity or authority of a person to provide consent.
If you require a copy of this signed Consent Form, or if you wish to revoke this consent, please
contact the Principal of the school at which the individual is enrolled.
2013 State Team Officials Handbook - Page 29 of 53
8
INFORMATION
What is this consent for?
This Consent Form authorises the Department and the State to use the Individual’s personal information and copyright material,
together with information about the Individual’s participation in Departmental and State initiatives, for the purposes specified in the
Project Details section of the Consent Form. This consent covers the entire or partial use of the Individual’s personal information and
copyright material in conjunction with other words and images.
For example, the Individual’s personal information and copyright material may appear in school or TAFE newsletters, magazines ,
websites and other school, TAFE, Departmental or State publications, as well as in television advertising, videos, brochures, forms,
public relations displays, annual reports, press advertising, internal documents such as manuals, websites, certificates and strategic
plans, and posters and other promotional material. There may also be occasions on which the Department may approve the media ,
such as local newspapers and television stations, using information and copyright material in relation to the Individual (for example,
where the Individual is involved in dramatic or musical performances, sporting activities or award ceremonies).
What is copyright material?
An Individual’s copyright material may include written work (e.g. stories and poems), paintings, pictures, drawings, designs,
photographs, videos, films, music, performance, recordings, computer programs, websites, sculptures, fashion, metal or wood works
made by them or to which they contributed. In the case of students, it includes, but is not limited to, work that they create in the course
of their studies during the time they are enrolled at a State school. These materials may form part of their academic assessm ent or be
part of their studies generally and may attract copyright.
The Department understands that students and volunteers generally own the intellectual property rights in the material they create and
that this Consent Form is not meant to transfer the Individual’s ownership of the intellectual property in their copyright material.
This Consent Form does not provide for copyright consent in relation to copyright works an Individual creates in the course
of employment (whether or not the material is created in normal work hours or using departmental facilities or equipment). Where
copyright material is created by a State employee while performing their duties under the terms of their employment, the Copyright is
owned by the State as the employer (section 35 Copyright Act 1968). There are limited exceptions to this including, for example, where
the copyright material is created by an employee pursuant to a prior agreement with the employer.
Generally, the deciding factor is whether the employee is performing their official duties. In addition, section 176 of the Copyright Act
1968 applies where the work was created by or under the direction or control of the State. However, moral rights may still apply to
copyright material created by an employee. The Queensland Public Sector Intellectual Property Guidelines provide further information
on Intellectual Property. If as an employee you have any further queries about the ownership of the intellectual property in respect of
the works you create you should contact the Legal & Administrative Law Branch.
What is personal information?
Personal Information includes information or opinions, whether true or not, about an Individual whose identity is apparent or can
reasonably be ascertained from the information or opinion. This includes the Individual’s name, recording or image. It also includes the
Individual’s educational information such as the Individual’s assessment and results, and health information and Court Orders provided
to the Department, where such information may enable the Individual to be identified.
What happens to the Consent Form once it is completed and signed?
The Consent Form is retained by the Department and it will be placed on the Project file. The Individual or Signatory may request a
copy of the signed form by contacting the person nominated in Section 7 of this Project Consent Form.
What if I give my consent and later change my mind?
The consent will be in effect until withdrawn as described in Section 3 of the form. The consent can be modified or withdrawn at any
time by writing to the person nominated in Section 7 of this Project Consent Form. However, any changes will apply only from the date
that the Department receives any consent withdrawal. Any existing material will not be withdrawn from use if the Department or the
State is currently using the material or where the Department or the State has entered into contractual obligations in relation to this
material. In such cases the withdrawal will be effective after the Department or the State’s use is complete or after the contractual
obligations come to an end.
Privacy
Your consent to the recording, use and disclosure of the Individual’s personal information and Individual work is required in accordance
with the Copyright Act 1968 (Cth), the Education (General Provisions) Act 2006 and Information Privacy Act 2009. Personal
information will be stored securely. The Department will only disclose the Individual’s personal information in accordance with your
consent, except where authorised or required by law. If you wish to access or correct any of the personal information on this form, or
discuss how it has been dealt with, or if you have a concern or complaint about the way the Individual’s personal information has been
collected, used, stored, or disclosed, please contact the relevant organisation, school or TAFE institute.
2013 State Team Officials Handbook - Page 30 of 53
10.0 Billet / Accommodation Request Form
QUEENSLAND SCHOOL SPORT
All Queensland team members need to complete either part A or Part B of this form
Student Name: ____________________________________Qld Team: ___________________
School Sport events provide opportunities for students, not only in sport, but also in cultural and social terms.
As such, billeting is available at some events for students who are unable to arrange other suitable
accommodation (e.g. with parents, relatives or friends). Where parents are in attendance at the event, a
student billet is not to be requested.
Part A - Billet Request:
(Please tick one of the boxes)
NO – If no, please complete the Accommodation Request Part B below.
YES – If yes, please sign the agreement below. Please list any special needs/requirements:
Additional support requirements………………………………………………………………………………………
In requesting a billet for my child, I agree to accept the billet arranged by the host centre for the duration of
the event. I also accept that only under exceptional circumstances can a change to billeting arrangements be
made, and that any such request be made through the Queensland Team Manager.
Signed by: …………………………………………………
(Parent / Caregiver’s Name)
Signature: …………………………………………………… Date: ………………………
Part B - Accommodation Request:
If you are arranging private accommodation at the national event, you must:
 Complete the details of your private accommodation below
 Send this completed form to the team manager
 Advise the team manager immediately if any changes occur
Private Accommodation Details:
Name………………………………………………………………………………………………………………………………….
Address………………………………………………………………………… ……………………………………………………
………………………………………………………………………………………………………………………………..
Telephone…………………………………………………………………………………………………………………………….
Mobile…………………………………………………………………………………………………………………………………
_________________________________________________________________________________________
Travel to and from Playing Venue:
Name of Person Responsible………………………………………………… Telephone…………………………………
__________________________________________________________________________________________
I acknowledge that the team officials have no responsibility for my son/daughter during travel to and from
competition venues, or whilst in private accommodation as detailed in this form.
Signed by:…………………………………………………………….…(Parent / Caregiver’s Name)
Signature: ………………………………………………………………
Date: ……………………
TEAM MANAGEMENT ACTION: APPROVED [
NOT APPROVED [
]
]
Reasons/Comments: ………………………………………………………………………………………………………………………………………….
Authorised by (name/title): ……………………………………..Signature: ………………………………………… Date: ……………………………
Queensland School Sport, as an operational unit of the Department of Education and Training, is collecting the information on this form in
accordance with the Information Privacy Act 2009 to help facilitate your child’s participation in a Queensland School Sport Event and
ensure your child’s health and welfare. The information will only be accessed by persons authorised by Queensland School Sport,
including appointed team officials. The information provided will not be used or disclosed to any other person or agency unless either you
have given permission, it is required by law or in the interests of student health and welfare.
2013 State Team Officials Handbook - Page 31 of 53
11.0 Request for Variation to Travel
QUEENSLAND SCHOOL SPORT
IMPORTANT: This form is not to be published to all team members - however, it should be
made available upon request from parents who require travel variation
Student Name: _____________________________Qld Team: ___________________
The preferred method of travel for Queensland team members is as a single team group.
If you wish to make application for a variation to the team travel arrangements, please complete the following.
 Send this completed form to the team manager. The manager will make the request to the Queensland
School Sport Unit on your behalf.
 If the variation is approved, contact the team manager prior to paying the levy to ascertain any deduction from
the levy that may result from your child’s changed travel arrangements.
 Advise the team manager immediately if any further changes occur.
Details of extenuating circumstances
…………………………………………………………………………………………………………………………..
…………………………………………………………………………………………………………………………..
Forward Travel - by car, bus, train, plane, other (circle one)
Name of company, airline, flight details etc ……………………………………………………………………………………….
Departing from..…………………………. at………………… am/pm on (date)…………………………………………………
Name, address and telephone number of the person responsible for my son/daughter during forward travel
………………………………………………………………………………………………………………………………………….
………………………………………………………………………………………………………………………………………….
My son/daughter will join the team at (Venue, Date, Time)……………………………………………………………………..
______________________________________________________________________________________
Return Travel - by car, bus, train, plane, other (circle one)
Name of bus company, airline, flight details etc………………………………………………………………………………….
Departing from…………………………..at……………. am/pm on (date)……………………………………………………….
Name, address and telephone number of the person responsible for my son/daughter during return travel
………………………………………………………………………………………………………………………………………….
………………………………………………………………………………………………………………………………………….
Name, address and telephone number of the person responsible for putting my son/daughter on return bus, plane etc
…………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………
______________________________________________________________________________________________
I acknowledge that the team officials have no responsibility for my son/daughter during periods of
independent travel.
Signed By: ………………………………………………………… (Parent / Caregiver’s Name)
Signature: …………………………………………………………. Date: …………………………………………..
QLD SCHOOL SPORT UNIT ACTION: APPROVED [
]
NOT APPROVED [
]
Reasons/Comments: ………………………………………………………………………………………………………………………………….
Authorised by (name/title): ………………………………… Signature: …………………………………… Date: …………………………..
Queensland School Sport, as an operational unit of the Department of Education and Training, is collecting the information on this form in
accordance with the Information Privacy Act 2009 to help facilitate your child’s participation in a Queensland School Sport Event and
ensure your child’s safety and welfare. The information will only be accessed by persons authorised by Queensland School Sport,
including appointed team officials. The information provided will not be used or disclosed to any other person or agency unless either you
have given permission, it is required by law or in the interests of student health and welfare.
12.0 Team Members Code of Conduct
Queensland School Sport
Team Member's Code of Conduct
As a team member
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Take responsibility for your own behaviour and performance
Compete by the competition conditions and rules.
Never argue with the Judge’s, Referee’s or Umpire’s decision.
Control your temper – no criticism by word or gesture.
Work equally hard for yourself and your team – your team’s performance will benefit and so will your own.
Be a good sport. Encourage and support your team members.
Show respect for yourself, your team mates, officials, your opponents and their skills.
Behave in a manner that respects the rights of others regardless of mediums of communication used e.g.
digital mediums such as twitter, facebook, email and texts.
Smoking, drinking of alcoholic beverages or the use of any illegal substances is strictly forbidden.
Entering or remaining upon restricted licensed premises unless under the supervision of team officials or
billeting parents is strictly forbidden.
Going to bed at a reasonable hour will assist your own and your team’s performance.
Wearing the official team uniform at all times, as directed by team management / officials
Check - in and check - out with team management / officials each day.
Stay in the designated team area and support other team members during times when I am not competing
Follow all directions of team management / officials
Ensure that you have telephone numbers of team managers with me at all times that I am not with the team.
As a Billet
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Stay with your assigned billeting family for the duration of the event.
If there are problems with your billet consult with your team manager.
Be courteous.
Social activities other than those organised or approved by team managers or host centres are not permitted.
Advise your billets when and where you will be.
Pay for phone calls – don’t borrow money.
If delayed unexpectedly, contact your hosts immediately.
Respect the wishes and routine of your billeting family.
Be responsible – you are representing your family, your school, your Region or your State.
Bring a small gift for your billeting family or write a letter of thanks.
Say THANK YOU – often!
Do not consume alcohol, smoke, or use any illegal substances.
As a Guest in Motels, Colleges, Caravan Parks and Surf Clubs etc
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Check for any damage to premises on arrival and notify your team official.
Keep your room tidy – make your own bed, help with chores.
Do not leave the accommodation area without permission from the team manager.
Be aware of which teacher is on supervision duty.
Know where your team officials are staying.
Where toilets/shower/laundry facilities are away from sleeping areas, it is advisable to attend in pairs.
Mixed sharing of rooms is not permitted.
Breach of the Code
Team managers may deal immediately with any breaches of this code by imposing appropriate consequences, including not playing
remaining fixtures, notification of parents, and being sent home at your parents’ cost. Queensland School Sport (QSS) is responsible for
imposing any longer term consequences.
Furthermore, QSS may provide a report to your school and you may be subject to discipline in accordance with the Education (General
Provisions) Act 2006 (EGPA).
Students will be afforded natural justice in respect of breaches of this code and for any discipline under the EGPA.
2013 State Team Officials Handbook - Page 33 of 53
13.0 Parents and Spectators Code of Conduct
Queensland School Sport
Parents’ Code of Conduct
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Cooperate with the school to achieve the best outcomes for your child
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Support team and event officials in maintaining a safe and respectful learning environment for
all students
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Maintain positive relationships with team officials regarding your child’s learning, wellbeing and
behaviour
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Encourage participation by your children.
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Provide a model of good sportsmanship for your child to copy.
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Be courteous and constructive in your communication with players, team officials, game
officials and sport administrators.
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Encourage honest effort, skilled performance and team loyalty.
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Make any new parents feel welcome on all occasions
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Do not interfere with the conduct of any events
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Do not interfere with any billeting arrangements. Once requested, you must accept the billet
allocated by the host centre.
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If you consider there are problems with your child’s billet consult with the team manager.
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Behave in a manner that respects the rights of others regardless of mediums of communication
used e.g. digital mediums such as twitter, facebook, email and texts
Spectators’ Code of Conduct
 Demonstrate appropriate social behaviour.
 Remember children play for enjoyment. Don’t let your behaviour detract from their enjoyment.
 Let game officials conduct events without interference.
 Support skilled performances and team play with generous applause.
 Demonstrate respect for opposing players and their supporters.
 Behave in a manner that respects the rights of others regardless of mediums of communication
used e.g. digital mediums such as twitter, facebook, email and texts
Breach of the Code
Team managers and event organisers may deal immediately with any breaches of this code by warning offenders about their conduct, asking
offenders to leave venues, and calling police to intervene where necessary. Queensland School Sport is responsible for imposing any longer
term consequences such as written warnings, or barring attendance at future events for a period or indefinitely.
Parents and spectators should note that it is an offence to insult (meaning "to treat insolently or with contemptuous rudeness, to abuse") an
officer of a state educational institution - Section 333 Wilful Disturbance, of the Education (General Provisions) Act 2006 (EGPA).
Parents and spectators will be afforded natural justice in respect of breaches of this code and for any discipline under the EGPA
2013 State Team Officials Handbook - Page 34 of 53
School / Principal Forms
14.0 Model Letter to Principals
The Principal
___________________
___________________
___________________
Dear Sir/Madam
I wish to advise that _____________________________________ has been invited to be a member of
the Queensland School Sport 15 years Netball Team to participate in the School Sport Australia 12
years & under Netball Championships to be held in Melbourne from Saturday 27th August – Friday 2rd
September 2011.
Would you please complete the enclosed Principal's Approval Form and return to me at the address
below by Monday 18th July 2011. Your co-operation in this regard would be appreciated as students
will not be permitted to compete in the competition without a signed bona-fide form.
Selection in representative teams involves considerable expense for students and parents. Support in
any form that your school, or the School's Parents and Citizens' Association may be able to give,
would therefore be greatly appreciated.
Training sessions have been scheduled for the following dates, times and venues.
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Yours sincerely
Team Manager
Queensland 15 years Netball
2013 State Team Officials Handbook - Page 35 of 53
15.0 Principal Approval Form
Queensland School Sport
PRINCIPAL'S APPROVAL FORM
(Student Bona-fide)
I hereby certify that _____________________________________________, who has been invited to
be a member of the Queensland School Sport 15 years Netball Team to compete in the School Sport
Australia Netball Championships to be held in Melbourne from 27 August – 02 Sept 2011, is enrolled
as a student at this school. I further declare that the school has confidence that the student can abide
by the Queensland School Sport Team Members' Code of Conduct (attached), and I have no
hesitation in recommending the student as one who merits selection in the team.
I understand that the Team Coach, Team Manager and Event Coordinator will complete risk
assessments prior to this event.
I confirm that approval for permitting publication of the student’s name, image and school (QSS Project
Consent form) has been received from the parent / caregiver.
YES / NO
I hereby consent to the student's participation in the team.
Student Date of Birth:
Principal’s Signature:
Date:
School:
Please return to-
Queensland Secondary Schools Netball
Ms Mary Smith
Queensland State School
Queensland Street
Queensland Q 4000
School Stamp
2013 State Team Officials Handbook - Page 36 of 53
Administration Forms
2013 State Team Officials Handbook - Page 37 of 53
16.0 Fytex Order Form
2013 State Team Officials Handbook - Page 38 of 53
17.0 QSSU Order Form
2013 State Team Officials Handbook - Page 39 of 53
18.0 Sportswear Qld Order Form
2013 State Team Officials Handbook - Page 40 of 53
19.0 Risk Management – Representative Sports Event – Team Manager
Activity scope
Teachers/leaders:
Activity description:
(NB. Sample of page 1 only – obtain file from QSS Unit)
Start date:
No. groups:
Finish date:
No. of students (approx.):
Supervision ratio (approx.):
Listed below are the minimum recommendations for this type of activity. For any items ticked ‘No’, provide
further information on the additional or alternate controls to be implemented for the safe conduct of the activity.
Minimum supervision
Adequate adult supervision is to be provided. In determining what is adequate, consider the number of students,
their individual needs, and the nature of the activity.
If an adult other than a registered teacher is engaged for instruction, a teacher should be present to take overall
responsibility. Blue Card requirements must be adhered to.
Registered teacher with minimum qualifications as outlined below
OR
An adult with minimum qualifications as outlined below, in the presence of a registered teacher
Further information:
Minimum qualifications
The qualifications listed in this section are minimums for each type of situation. Leaders are encouraged to seek
training to raise their qualification level above the minimum listed.
Current first aid qualifications including Cardio Pulmonary Resuscitation (CPR) or ready access to first
facilities, including qualified personnel.
Blue Card requirements met
The leader should be:
aid
a registered teacher with competence (demonstrated ability to undertake the activity) and qualifications as
specified in the guidelines related to each of these disciplines:
2013 State Team Officials Handbook - Page 41 of 53
20.0 Risk Management – Representative Sports Event – Convenor
Activity scope
Teachers/leaders:
Activity description:
(NB. Sample of page 1 only – obtain file from QSS Unit)
Start date:
Finish date:
No. groups:
No. of students (approx.):
Supervision ratio (approx.):
Listed below are the minimum recommendations for this type of activity. For any items ticked ‘No’, provide
further information on the additional or alternate controls to be implemented for the safe conduct of the activity.
Minimum supervision
Adequate adult supervision is to be provided. In determining what is adequate, consider the number of students,
their individual needs, and the nature of the activity.
If an adult other than a registered teacher is engaged for instruction, a teacher should be present to take overall
responsibility. Blue Card requirements must be adhered to.
Registered teacher with minimum qualifications as outlined below
OR
An adult with minimum qualifications as outlined below, in the presence of a registered teacher
Competition officials (event coordinator and event marshals) should have the qualifications set out below:
Further information:
Minimum qualifications
The qualifications listed in this section are minimums for each type of situation. Leaders are encouraged to seek
training to raise their qualification level above the minimum listed.
Current first aid qualifications including Cardio Pulmonary Resuscitation (CPR) or ready access to first
aid
facilities, including qualified personnel.
Blue Card requirements met
The event convener should be:
a registered teacher with competence (demonstrated ability to undertake the activity) in coordinating
sporting events
OR
an adult who has competence (demonstrated ability to undertake the activity) in coordinating sporting
events in the presence of registered teacher.
The event officials / marshals should:
have competence and demonstrated ability to undertake the required roles
be able to understand and enforce the rules.
Further information:
2013 State Team Officials Handbook - Page 42 of 53
21.0 MYHR Offline Health and Safety Incident Report Form
HOW DO I USE THIS FORM? – Go to last page for a detailed USER GUIDE.
OFFLINE HEALTH AND SAFETY INCIDENT REPORT FORM
(V8A MyHR WH&S AUTOMATED Form 18.4.2011)
This form should be used in accordance with DET policy:
HLS-PR-005: Health and Safety Incident Reporting, Notification and Management
Privacy: The Department of Education and Training (Qld) is collecting personal health and safety incident information on this form in
accordance with the Workplace Health and Safety Act 1995 (Qld), workplace Health and Safety Regulation 2008, Electrical Safety Act
2002 (Qld), and/or Electrical Safety Regulation 2002. The information collected may be disclosed to third parties, including the
Government Superannuation Office, Australian Tax Office, Workplace Health and Safety Queensland, Electrical Safety Office (Qld),
WorkCover Queensland, Industrial Organisations, or other entities in accordance with, or where requested by law or industrial instrument.
The information collected on this form will be manually entered into the MyHR Workplace Health and Safety Solution for review by a
supervisor. A copy of the original form will be stored securely as an attachment to the electronic version of the incident record.
* Denotes Mandatory Fields that must be completed.
REPORTING DETAILS
* Date reported:
Reported time (24 hour HH;mm):
*Reported by: - (NOTE at least one ‘reported by’ field must be populated)
Staff name:
Student name:
Other person name:
Type of other person:
Client
Contractor
Parent
Visitor
Volunteer
Other:
Other person address (if known):
Suburb:
Other person contact number:
State:
Mobile
Postcode:
Work
Home
Other person employer:
Reported to:
(Who was the first person informed of the incident, if known?)
INCIDENT DETAILS
* Date of incident:
Time incident occurred: (24 hour HH:mm)
If the Incident occurred at a Departmental location, select this location as the Departmental Incident Location below.
If the Incident occurred at a Non-Departmental location select your Base Location and complete the Non-Departmental Incident Location
field.
* Departmental Incident Location or Base location:
Non-Departmental Incident Location:
* Actual incident address 1:
(Actual address where incident occurred = actual address of Dept location eg: 47 School road or accual address of non-Dept location eg: Queen Street Mall)
2013 State Team Officials Handbook - Page 43 of 53
Actual incident address 2:
(Street address of any non-DET location eg: 267 Bayview Camp Road)
* Suburb:
* State
Postcode:
* Summary/Description of incident:
Immediate Action Taken: (eg. Nil – returned to work/class, first, aid provided, injured person attended Doctor/Out Patients or Ambulance
attended and /or Hospitalisation occurred)
Was a hazard identified as a result of the incident?
Yes (Please provide hazard details below
(New hazards can be entered online into MyRG WHS Solution via ‘enter new hazard’)
No
* Supervising Officer:
(The Supervising Officer is a DET employee who is responsible to review the details of the incident record eg: Principal, Deputy Principal,
HOD, HOSES, Director, Program/Project Manager or Human Resources Manager)
( In the MyHR WHS Solution the supervising officer selected wil be notified by email to review the incident details)
Elected Workplace Health & Safety Representative:
(WHSR if location has one)
EVACUATION DETAILS
Did an evacuation occur?
Yes
No
Did a lockdown occur
Yes
No
Location/s involved:
INCIDENT TYPES – See instructions below. Each incident type selected will bring up an individual ‘sub-form’ for completion.
INSTRUCTIONS: Select one or more Incident types – however if the incident is considered a “Near Miss’ no other selection can be
made. If ‘Property/Plant/Equipment’ or ‘Fire’ or’ Environmental’ or ‘Electrical’ are selected as the incident type, the question ‘Was this a
Dangerous Event as the defined under legislation’ will appear and must be answered either Yes or No.
Incident Types
Injury/Illness
Motor Vehicle
Property/Plant/Equipment
Electrical
Fire
Near Miss
Security Threat
Environmental
Did this incident occur during a journey to or from work or during an ordinary recess break at work?
Yes
No
For all notifiable events, fax a copy of the completed incident report and any sub-forms to:Workplace Health and Safety Queensland
Fax: (07) 3247 0297
Refer to HLS-PR-005: Health and Safety Incident Recording, Notification and Management to determine ‘Notifiable Events’
2013 State Team Officials Handbook - Page 44 of 53
INJURY/ILLNESS DETAILS – who was injured?
* Denotes Mandatory Fields that must be completed.
Provide a detailed description of the injury or illness (ie: fractured right ankle following fall on school oval)
* Injured Person’s Details: (select one box only)
DET Staff Member
contractor
Student
Surname:
Other person eg: volunteer, parent or
Given name/s:
(NOTE: If more than one person was injured/ill in the same incident, please complete an additional injury/illness details page for each
person involved. Tick YES for additional person at the end of this form and a new sub-form will appear.)
Base location of injured staff member or injured student or other person:
DET Staff Role at time of injury/illness (ie: teacher, admin officer etc):
* Injury/Illness Classification – select one of the following
Serious Bodily Injury – Fatality (Class A)
Work Caused Injury (Class A
Bodily Injury (Class B)
Serious Bodily Injury – Non Fatality (Class A)
Psychological Illness (Class P)
WorkCover Journey/Recess Claim (Class C)
Minor Injury or Incident (Class C)
* Bodily Location (main injury) – select one
* Nature of Injury/Illness (main injury) select one
Face
Hands
Knees
Ache/Pain
Infection/Disease
Weld Flash
Head
Wrists
Foot/Feet
Cut/Laceration
Hearing Loss/Deafness
Eye Disorder
Eyes
Back
Toes
Amputation
Psychological Stress
Foreign Body
Ears
Mouth
Ankles
Bite/Sting
Allergy
Head Injury
Nose
Chest
Skin
Bruising/Crushing
Tooth/teeth
Fingers
Respiratory System
Dislocation
Neck
Abdomen/Stomach
Internal Organs
Sprain/Strain
Heat/Cold Stress
Arms
Hips
Spine
Burn/Scald
Poisoning
Elbows
Legs
Psychological Condition
Fracture
Shoulders
Groin Area
Skin/Irritation/
Dermatitis
Other
Did the injured person have more than one injury
Respiratory
Puncture/Needlestick
Yes
No
2013 State Team Officials Handbook - Page 45 of 53
Internal Injury
Heart or
Circulatory
Condition
Other
* Cause of Injury/Illness – select one of the following
Slip, Trip or Fall
Repetitive movement
Animal or insect
Contact with, or striking against object
Muscular effort – single event
Biological
Vibration
Electricity
Psychological
Struck by falling or moving object
Thermal (heat/cold)
Vehicle
Noise
Radiation
Other
Explosion or implosion (pressure
variation)
Chemical or substance
* Contributing Factor/Agency – select one of the following
Machinery and fixed plant
Chemicals
Needlestick
Mobile plant/machinery
Foreign Objects (eg: projectiles, splinters)
Fire/explosion
Vehicle (Government)
Outdoor environment
Electricity
vehicle (Private)
Indoor environment
Radiation/Arc Flash
Powered equipment, tools and appliances
Animals
Stress/Trauma
Non-powered tools
Human agencies
Temperature
Non-powered equipment (eg: playground)
Biological agent
Other
* Activity – select one of the following
Admin general
First aid
Sport
Chemical use
Lifting/Manual handling
Travel to/from workplace
Computer work
Movement around the worksite
Excursion/Field trip
Curriculum prac
Grounds Care
Work General
Curriculum theory
Play (supervised/unsupervised
Other
Playground duty
Restraining a student
Equipment usage
* Initial Response – select one of the following
Nil – returned to work or class
Ambulance
First Aid
Doctor/Out Patient
Hospitalisation
Name of Hospital (if known):
If First Aid was provided, please detail what was provided and by whom:
Do you want to lodge a WorkCover Claim for the Incident?
Yes
No
NOTE: In the event the My HR WHS Solution is not available, please complete an online claim form available at – www.workcoverqld.com.au
Was that an Additional Person Injured?
Yes
No
2013 State Team Officials Handbook - Page 46 of 53
22.0 Team List / SSA Checking List
Queensland School Sport
Team List / SSA Checking Sheet
Must be presented at pre-event meeting
STATE
SPORT
VENUE
YEAR
Queensland
Player’s Name
Given Name
Surname
School
Date of
Birth
Proof of
Age / Birth
Certificate
Principal
BonaFide
Parental
Consent
Student
Detail
/Medical
Media
Consent
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
Coach
Manager
Other
I certify that I have –
(a) received the forms as indicated above.
(b) sighted an original birth certificate (or extract) or similar documentation for each of the above players whose date of
birth is as indicated. Photocopies of the certificates are available for inspection
Manager - Name
Signature:
Date:
/
/
School Sport Officer
Signature:
Date:
/
/
2013 State Team Officials Handbook - Page 47 of 53
23.0 Billet Request Form
Current January 2011
SCHOOL SPORT AUSTRALIA
BILLET REQUEST FORM
State/Territory:
Event:
Arrival Details:
Departure Details:
Given Name
Surname
M/F
School
Home Address
Phone
Date of
Birth
Special Requests
Competitor
Billet
Competitor
Billet
Competitor
Billet
Competitor
Billet
Competitor
Billet
Competitor
Billet
TOTAL NUMBER OF BILLETS REQUESTED
(This form must be emailed to the QSSU. The QSSU sports officer will then forward to the Host State)
24.0 Sample Letter to Billet Families
QUEENSLAND SCHOOL SPORT
Memo to Billeting Families
On behalf of Queensland School Sport, may I extend to you my sincere thanks for your offer to billet the
student/s. A copy of the Billeting Guidelines for Host Families and Parents of Visiting Team Members is
attached for your information. A copy of the Team Members' Code of Conduct is enclosed for your perusal.
The standard of behaviour we expect from the students is high, and you, as the host family, have the
authority to demand from students a standard that could be expected by any prudent parent.
I would like to emphasize that these young people are, first and foremost, school students, and are not to
consume alcohol under any circumstances.
Queensland School Sport does not approve of the organization of any team functions, including parties, for
groups of visiting students, except for those organized by the host centre.
Should you have any concerns, however slight, regarding the behaviour or welfare of the student/s
you are billeting, contact the team officials immediately. These approaches will be treated
confidentially and immediate action will be taken to resolve the problem.
If the host centre organisers do not provide transport to the playing venue each day, or if you are unable to
provide transport, please contact the team officials in order that alternate arrangements can be made. Also
ensure that the student has a copy of your name, address and telephone number with them when leaving
your home at any time.
I sincerely hope that these guidelines will help to make the billeting of the student an enjoyable experience,
and may I once again thank you for your assistance.
Team Official
Contact phone no.
25.0 Team Official’s Travelling Allowance Form
CHEQUE NUMBER
TRAVELLING ALLOWANCE CLAIM FORM
Name
Committee Name
Address of
Claimant
Host school &
Address of the
Host School
Particulars Of Claim
Date
Particulars
Amount
Name of championships
Departure point (town/centre)
Departure day/date
Departure Time
Return point (town/centre)
Return day/date
Return Time
No. of breakfasts @ $21.15 (All other Country areas):
@ $23.65 (Capital Cities and major Regional Centres)
No. of lunches @ $24.20 (All other Country areas);
@ $26.55 (Capital Cities and major Regional Centres)
No. of dinners @ $41.65 (All other Country areas);
@ $45.60 (Capital Cities and major Regional Centres)
No of Incidentals @ $ 17.30 (paid only on an overnight
stay)
Total
$
Notes: 1. Meal Rates are the maximum allowable. The Committees may pay a lower rate
2. City rate is for Brisbane/Cairns/Emerald/Gladstone/Gold Coast/Hervey Bay/Mt.Isa/Mackay/Townsville
Certificate Of Claimant
I certify that the amount above is due and payable for the goods supplied or the services rendered or
described above.
Signature
Date
Certificate Of Committee Executive Officers (2 to sign)
I certify that this payment voucher is in accordance with the particulars on the claim.
Signature
Date
Signature
Date
2013 State Team Officials Handbook - Page 50 of 53
26.0 Team Official’s Expense Claim Form
PERSONAL EXPENSES CLAIM
(out of pocket expenses)
Name
Committee Name
Address of
Claimant
Host school &
Address of the
Host School
Particulars Of Claim
Date
Particulars
Amount
Total
$
Certificate Of Claimant
I certify that the amount above is due and payable for the goods supplied or the services rendered or
described above.
Signature
Date
Certificate Of Committee Executive Officers (2 to sign)
I certify that this payment voucher is in accordance with the particulars on the claim.
Signature
Date
Signature
Date
2013 State Team Officials Handbook - Page 51 of 53
27.0 National Championship Report
QUEENSLAND SCHOOL SPORT
Sport
Team
Year
Event Name
Event Venue
Event Dates
Participating States /
Territories
Highlights Of The Event
Outstanding
Performances,
Presentations,
National Selections
Results Of Round
Matches
Won / Lost
Place Gained
ISSUES
(Championship Organisation,
Student Behaviour etc.)
Risk Management Review
(review your risk assessment
and report any further action
required)
Recommendations
General Comments
Suitability of travel
Manager (Name)
Coach (Name)
2013 State Team Officials Handbook - Page 52 of 53
28.0 Team Official - Emergency Contact
and Medical Form
NAME:_________________________________TEAM: _____________________________________
EMERGENCY CONTACT 1
Surname
Relationship to
Official
Home Address
Given Name
HomeTelephone
Contact Email
Business Address
Mobile Telephone
Business Telephone
Mobile Telephone
Postcode
Postcode
EMERGENCY CONTACT 2
Surname
Relationship to
Official
Home Address
Given Name
HomeTelephone
Contact Email
Business Address
Mobile Telephone
Business Telephone
Mobile Telephone
Postcode
Postcode
MEDICAL INFORMATION
Immunisation Details (Please complete. List others as appropriate)
Injection
Yes
No
Tetanus
Hepatitis B
Do you get asthma?
Is your asthma, Exercise induced asthma?
If Yes to any of the above, list medication and attach Action Plan.
Do you suffer from Anaphylactic reactions?
If Yes list medication and attach Action Plan.
Are you currently being treated by a medical practitioner?
If Yes list details. NOTE: Please list any current medication.
Medicare Card No.
Cardholder Name
Private Health Insurance Company Name (if
covered)
Private Health Insurance Membership Number
Date of Injection
Position No.
Please list any other relevant medical history or additional support needs
2013 State Team Officials Handbook - Page 53 of 53
Yes
Yes
No
No
Yes
No
Yes
No