Queensland School Sport
Management Group
Competition Procedures
Approved by QSSC
19th August 2011
Queensland School Sport
QSS Management Group Management Procedures 2011
Table of Contents
1.
SPORT SPECIFIC COMMITTEES ...................................................................................................................... 1
1.1.
1.2.
1.3.
1.4.
1.5.
1.6.
APPROVED STATE SPORT COMMITTEES – PRIMARY (P) SECONDARY (S) ................................................... 1
REGISTRATION OF NEW SPORTS .................................................................................................................... 2
ALTERNATIVE PROCEDURES ENABLING PARTICIPATION AT A NATIONAL COMPETITION ............................... 2
DE-REGISTRATION OF SPORTS ....................................................................................................................... 4
SPORT SPECIFIC COMMITTEE REPORTS ........................................................................................................ 4
STATE SPORT COMMITTEE FINANCES ............................................................................................................ 5
2.
APPROVAL OF COMPETITIONS....................................................................................................................... 5
3.
COMPETITION PROGRAMS .............................................................................................................................. 5
3.1.
3.2.
3.3.
4.
ACCESS TO STATE CHAMPIONSHIPS ........................................................................................................... 6
4.1.
4.2.
5.
ELIGIBILITY ....................................................................................................................................................... 6
CENTRES OF ATHLETIC DEVELOPMENT (SCHOOLS OF EXCELLENCE) .......................................................... 7
CONDUCT OF STATE CHAMPIONSHIPS ....................................................................................................... 8
5.1.
5.2.
5.3.
5.4.
5.5.
5.6.
5.7.
5.8.
5.9.
5.10.
5.11.
5.12.
5.13.
5.14.
5.15.
5.16.
5.17.
6.
STATE CHAMPIONSHIPS (INTER-REGIONAL COMPETITION) ............................................................................ 5
SCHOOL BASED COMPETITIONS ..................................................................................................................... 5
SPONSORSHIP ................................................................................................................................................. 6
CHAMPIONSHIP HOST...................................................................................................................................... 8
PARTICIPATION ................................................................................................................................................ 8
FINANCE........................................................................................................................................................... 9
BILLETING ........................................................................................................................................................ 9
EVENT OFFICIALS ............................................................................................................................................ 9
COMPLAINTS MANAGEMENT ........................................................................................................................... 9
MEETINGS ...................................................................................................................................................... 10
HEALTH AND SAFETY..................................................................................................................................... 10
EXCURSIONS AND FUNCTIONS ...................................................................................................................... 10
STATE TEAM SELECTIONS.............................................................................................................................. 10
HOST REPORT ............................................................................................................................................... 11
TRAVEL SUBSIDY ........................................................................................................................................... 11
REQUESTS FOR ACCESS TO STUDENTS ....................................................................................................... 11
LOSS OR DAMAGE OF EQUIPMENT AT STATE CHAMPIONSHIPS ................................................................... 11
PHOTOGRAPHY AT QSS EVENTS ................................................................................................................. 11
TROPHIES AND PRESENTATIONS .................................................................................................................. 11
AREAS OF RESPONSIBILITY ........................................................................................................................... 12
QUEENSLAND TEAMS ...................................................................................................................................... 15
6.1.
6.2.
6.3.
6.4.
6.5.
6.6.
6.7.
6.8.
6.9.
6.10.
6.11.
STATE TEAM SELECTION POLICIES............................................................................................................... 15
SELECTION POLICY GUIDELINES ................................................................................................................... 15
PARTICIPATION AT NATIONAL EVENTS .......................................................................................................... 17
APPOINTMENT OF TEAM OFFICIALS .............................................................................................................. 17
UNIFORMS ..................................................................................................................................................... 19
TRAVEL POLICY ............................................................................................................................................. 20
QUEENSLAND TEAM PREPARATION (APPROVED 19 MARCH 2009) ............................................................. 20
RISK MANAGEMENT ....................................................................................................................................... 21
GUIDELINES FOR INTERSTATE EXCHANGES /NON SCHOOL SPORT AUSTRALIA EVENTS ........................... 21
INTERNATIONAL TOURS ................................................................................................................................. 21
COSTS ........................................................................................................................................................... 22
7.
BILLETING............................................................................................................................................................ 22
8.
CODES OF CONDUCT ....................................................................................................................................... 23
8.1.
8.2.
TEAM MEMBERS, PARENTS AND SPECTATORS ............................................................................................ 23
TEAM OFFICIALS ............................................................................................................................................ 23
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TEAM OFFICIALS – DUTY OF SUPERVISION ............................................................................................. 24
9.
10.
PROCEDURES FOR THE INVESTIGATION AND RECORDING OF MISCONDUCT ........................ 25
APPENDICES
1.
STATE CHAMPIONSHIP BUDGET POLICY .................................................................................................. 27
1.1.
1.2.
1.3.
1.4.
1.5.
1.6.
ORGANIZATIONAL COSTS .............................................................................................................................. 27
COSTS TO BE MET BY THE HOST REGION AND/OR THE SPORT COMMITTEES .............................................. 28
CHAMPIONSHIP DINNERS AND FUNCTIONS................................................................................................... 28
OPTIONAL CHARGES ..................................................................................................................................... 28
INCOME .......................................................................................................................................................... 29
PROCEDURE FOR THE ACQUITTAL OF CHAMPIONSHIP BUDGETS ................................................................ 29
2.
HOST REGION REPORT FOR QSS ................................................................................................................ 30
3.
ANNUAL REPORT BY – (NAME OF SPORT-SPECIFIC COMMITTEE) ................................................... 31
4.
PROCEDURES FOR CONTROL OF SPECTATOR BEHAVIOUR ............................................................. 33
4.1.
4.2.
5.
HOSTILE PEOPLE AT SCHOOL SPORTING EVENTS ......................................................................................... 33
SUGGESTED PROCEDURES FOR DEALING WITH HOSTILE PEOPLE AT SCHOOL SPORTING EVENTS ARE: ..... 33
REQUESTS FOR ACCESS TO STUDENTS .................................................................................................. 37
5.1.
5.2.
ACCESS TO STUDENTS (13 - 19 YEARS) AT QUEENSLAND SCHOOL SPORT EVENTS ................................. 37
ACCESS TO STUDENTS (10 – 12 YEARS) AT QUEENSLAND SCHOOL SPORT EVENTS ................................ 38
6.
MANAGEMENT CHECKLIST – REGIONAL/STATE TEAM ........................................................................ 39
7.
RISK MANAGEMENT CHECKLIST - EVENT VENUE .................................................................................. 50
8.
HYDRATION GUIDELINES................................................................................................................................ 59
8.1.
8.2.
8.3.
9.
INTRODUCTION .............................................................................................................................................. 59
KEY MESSAGES ............................................................................................................................................. 59
SUGGESTED PROCEDURES ........................................................................................................................... 59
CODES OF CONDUCT ....................................................................................................................................... 61
9.1.
9.2.
9.3.
10.
TEAM MEMBER'S CODE OF CONDUCT .......................................................................................................... 61
PARENT’S CODE OF CONDUCT ..................................................................................................................... 63
SPECTATOR’S CODE OF CONDUCT ............................................................................................................... 63
PHOTOGRAPHY STATEMENT ................................................................................................................... 65
Photography (for personal / family use) at Queensland School Sport Events ............................................ 65
10.1. STATEMENT OF INTENT ................................................................................................................................. 65
10.2. STATEMENT OF PRACTICE ............................................................................................................................ 65
The management of this policy is the responsibility of the event convenor in consultation with team
officials and venue management. ...................................................................................................................... 65
11.
STUDENT OFFICIALS’ PARTICIPATION POLICY .................................................................................. 66
12.
GUIDELINES FOR BILLETING .................................................................................................................... 68
Billeting can be an enjoyable and educational experience for visiting members of school sporting
teams. If both team members and host families follow the guidelines listed below, the experience will
also be enjoyable for hosts. ................................................................................................................................ 68
12.1. GUIDELINES FOR BILLETING .......................................................................................................................... 68
12.2. GUIDELINES FOR TEAM OFFICIALS ............................................................................................................... 69
12.3. GUIDELINES FOR HOST FAMILIES ................................................................................................................. 69
12.4. GUIDELINES FOR VISITING TEAM MEMBERS ................................................................................................. 70
12.5. GUIDELINES FOR HOST CENTRES/BILLETING OFFICER ............................................................................... 71
12.6. GUIDELINES FOR PARENTS OF VISITING TEAM MEMBERS ........................................................................... 71
13.
A GUIDE TO MANAGING COMPLAINTS - QUEENSLAND SCHOOL SPORT .................................. 73
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13.1.
13.2.
13.3.
14.
INTRODUCTION .............................................................................................................................................. 73
COMPLAINTS MANAGEMENT — A GUIDE FOR SPORTS OFFICIALS AND ADMINISTRATORS........................... 74
PHASE 1 RECEIVING AND CLARIFYING THE MATTER ..................................................................................... 75
STATE CHAMPIONSHIP PROGRAM TEMPLATE .................................................................................. 82
14.1. MINIMUM REQUIREMENTS ............................................................................................................................. 82
Example of Championship Title for Program Cover ........................................................................................ 83
15.
GUIDELINES FOR GENDER EQUITY IN SCHOOL SPORT .................................................................. 84
15.1. INTRODUCTION .............................................................................................................................................. 84
15.2. RATIONALE .................................................................................................................................................... 84
15.3. LEGISLATION .................................................................................................................................................. 85
15.4. RESPONSIBILITIES ......................................................................................................................................... 86
15.5. GUIDELINES ................................................................................................................................................... 87
15.6. MONITORING .................................................................................................................................................. 89
15.7. HEALTH AND SAFETY..................................................................................................................................... 89
15.8. CHECKLIST FOR ADDRESSING GENDER ISSUES IN SCHOOL SPORT ............................................................. 90
School Sport and Physical Activity Program .................................................................................................... 90
The Organisation of Teams – Groupings and Selection ................................................................................. 91
Human Resources ................................................................................................................................................ 92
Physical Resources .............................................................................................................................................. 92
Language/Interaction (oral and written language related to sport and physical activity) ........................... 93
Recognition of Achievement ............................................................................................................................... 94
15.9. REFERENCES ................................................................................................................................................. 94
15.10.
DEPARTMENTAL POLICY ........................................................................................................................... 95
15.11.
EXTERNAL SOURCES AND PUBLICATIONS................................................................................................ 95
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These competition procedures represent decisions of policy by QSSMG and are
binding on all Sport Specific Committees.
1.
Sport Specific Committees
1.1. Approved State Sport Committees – Primary (P) Secondary (S)
Athletics (S)
Softball (P & S)
Australian Football (P & S)
Squash
Baseball (S)
Surfing (S)
Basketball (P & S)
Swimming (P & S)
Cricket (P & S)
Tennis (P & S)
Cross Country (P)
Touch (P & S)
Disability Sports
Track & Field (P)
Football (P & S)
Triathlon
Golf
Volleyball
Hockey - Boys (S)
Water Polo (S)
Hockey - Girls (S)
Hockey (P)
Netball (P & S)
Rugby League (P & S)
Rugby Union (S)
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1.2. Registration of New Sports
1.2.1. Applications for the registration of new sports must be lodged with the
Executive Officer for consideration by the Queensland School Sport Council
(QSSC).
1.2.2. Such applications must contain the following:

The names and signatures of at least four registered teachers willing
to promote and foster a particular sport.

A statement of intent from those listed above that they propose to
establish a Management Group of QSS to promote a particular sport
and abide by the Management Procedures and the Financial
Procedures for Sport Specific Committees.

A copy of the proposed Competition Procedures pertaining to the
sport

Information concerning existing competitions (school based, district,
regional)

An undertaking that, within two years of the date of registration, the
Committee will have organized an inter-regional championship
containing at least six regional representative teams, or show cause
why any such registration granted should not lapse.
1.2.3. Applications for the registration of new sports must be approved by the
QSSC.
1.2.4. Only recognized sports are to be considered (defined by registration with
the Department of Communities, Sport and Recreation).
1.2.5. Applications for a new division must be approved by the sport specific
Committee and the QSSMG.
1.3. Alternative Procedures Enabling Participation at a National
Competition
1.3.1. School Sport Australia (SSA) conducts annual Championships for its
member bodies in 19 approved sports.
1.3.2. Where a non-affiliated sport body is wishing to participate in a national
school aged competition, an alternate procedure outlining criteria and
responsibilities must be met to enable Queensland’s representation.
(Section 1.3.4)
1.3.3. Queensland School Sport may also require additional commitments in
accordance with advice received from the Queensland Department of
Education and Training.
1.3.4. Queensland School Sport will require:
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1.
An undertaking that the sports association is committed to the care
and well-being of the students and staff during the selection,
preparation and participation in the School Sport Australia event. This
will include:

Participation of practicing teachers within team management
including accompanying team

Documentation outlining the selection, preparation and
participation processes and how this will support the well-being
of students and staff
2.
The minutes of the meeting where the sports association determined
to make an offer to Queensland School Sport to select and prepare a
Queensland School Team.
3.
The name and address details of the key contact person authorized
by the Sports Association to negotiate with Queensland School Sport
in this matter.
4.
The name, address details and Queensland College of Teachers
registration number and the position of all “practicing” teachers
within the team management.
5.
Written advice detailing the commitment for all aspects of liability.
This includes a certified copy of the current Public Liability insurance
policy endorsed by a Justice of the Peace.
6.
Written advice of the cost to each student. (E.g. cost of nomination,
uniform, travel, accommodation, officials levy.)
7.
Written assurance that, as the coaching, management and care of the
students may be also undertaken by non-departmental employees
working in a school context (such as volunteers), all persons who will
have an official capacity with the students will have a blue card. In
addition, evidence will also be required that these persons have
signed off that they have read and understood the Queensland
Student Protection Policy.
http://education.qld.gov.au/strategic/eppr/students/smspr012/
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The list of school students participating in the event to be provided to
the Queensland School Sport. This list will also show each student’s
school principal giving approval for the student’s attendance at the
event.
9.
A completed risk assessment of all student activity outside the scope
of the risk assessment completed by School Sport Australia for the
event.
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10.
Details of all known deadlines that must be met and a written
assurance that deadlines as stipulated by the host state will be met.
11.
The Sport Association must be registered with Sport and Recreation,
Department of Communities.
12.
All the above information must be submitted to the Queensland
School Sport Unit six months prior to the competition to enable
assessment and follow up information where required.
13.
Final assessment will be undertaken by Queensland School Sport
Management Group in conjunction with the relevant Sport Association
and approved by the Queensland School Sport Council.
14.
If approval is given, a written report on Queensland’s participation,
results, acquitted financial statement and recommendations at the
Championships will be provided to the QSS no later than 8 weeks
from the conclusion of the event.
15.
The Sports Association will provide teacher relief costs (TRS) to the
school for any teacher officials if necessary.
1.4. De-registration of Sports
The QSS Management Group reserves the right to de-register a Sport Specific
Committee under any or all of the following conditions:
1.4.1. Deliberate breach of the QSS Management Procedures and Department
Policies.
1.4.2. Failure to convene an inter-regional Championship consisting of a number
of teams equivalent to at least half of the total number of regions for a
period of two years, unless exemptions are approved by the QSS
Management Group following formal application by a sport. The inclusion of
a President’s Team would be acceptable (refer 4.1.3.6)
1.4.3.
An annual audit of regional participation for all sport specific events for the
year will be tabled at the November meeting.
1.4.4. The annual participation audit will identify sport specific events that are “at
risk” due to participation rates. The relevant sport specific committee will be
informed that the QSSMG will be enacting Section 1.4.2.
1.5. Sport Specific Committee Reports
1.5.1. All sport specific committees shall furnish to QSSMG by 31 December each
year, a report on their activities for inclusion in the annual report / year book.
Refer to Annual Report Template (Appendix 3)
1.5.2. All state sport committees shall furnish to QSSMG through the Queensland
School Sport Unit, as soon as possible after their AGM, an annual financial
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statement for the calendar year and confirmation of their Executive
Members. QSS grants and sponsorship for the following year will not be
paid until a signed and approved annual financial statement is furnished.
1.6. State Sport Committee Finances
1.6.1. All financial activities must be in strict accordance with the Queensland
School Sport Financial Operating Procedures for Sport Specific Committees
2.
Approval of Competitions
Each sport specific committee shall furnish to QSSMG for approval, a current copy of their
sport-specific competition procedures.
Sport specific committees shall seek approval by QSSC, of all competitions conducted
under their auspices. Each sports committee shall furnish this information to QSSMG for
approval prior to the final QSSC meeting each year.
3.
Competition Programs
3.1. State Championships (Inter-regional competition)
3.1.1. Each region may nominate one team in each division.
3.1.2. The minimum number of teams shall represent half the number of Regions
and the maximum number of teams shall be equal to the number of
Regions.
3.1.3. A region may nominate an additional team if approved by special application
to Queensland School Sport and the Sport Specific Committee, provided
adherence to 3.1.2
3.1.4. Duration of the Championships. - championships are to be scheduled to use
no more than two (2) school days for competition unless exemptions are
approved by the QSSMG following formal application by a sport or region
for an additional day(s) because of issues such as availability of venues,
number of games played per day etc.
3.1.5. At each state championship a Queensland team may be selected.
3.2. School Based Competitions
3.2.1. Sport Specific Committees can offer to schools interschool competitions.
3.2.2. When the competition is state-wide, all schools should be invited to
participate.
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3.2.3. Where possible matches should be played out of school time.
3.2.4. Approval to conduct the competition will be given only to competitions which
are organized by a Sport Specific Committee or a Committee comprised of
members of Sport Specific Committees and State Sporting Organizations.
3.2.5. Dual Enrolments - Priority is to the school who issues the student’s senior /
year 10 certificate. If the base school is not participating then that school’s
principal can offer the student to the second school.
3.3. Sponsorship
3.3.1. Sponsorship may be obtained for all competitions conducted by Sport
Specific Committees.
3.3.2. All sponsorships must meet the Guidelines for Sponsorship determined by
Department of Education and Training
3.3.3. All sponsorships must be registered with Queensland School Sport and the
Queensland School Sport Foundation.
3.3.4. In order to avoid a “conflict of interest” between sponsors, sport committees
must liaise with the Queensland School Sport Foundation for an “approval in
principle” to continue the negotiations with the prospective sponsor.
4.
Access to State Championships
4.1. Eligibility
4.1.1. To be eligible to participate in a State Championship in any of the registered
sports, a student must be enrolled at an approved affiliated school.
4.1.2. To be eligible to participate in a State Championship in any of the registered
sports, a student must be a minimum of 10 years of age and not have
attained the age of 20 years on the 31 December of the year of the
competition. Age must be verified by the school principal. The student must
also meet any age restrictions appropriate to specific Championships.
4.1.3. Where a region does not nominate a team for a State Championship, the
sports specific Committee needs to take steps to identify talented students
who should be given the opportunity to attend. To provide equity of access
to State Championships for all students, the following procedures apply:
4.1.3.1. Students can be identified through interested teachers, the regional
school sport office, and local sports associations and clubs.
4.1.3.2. The regional school sport office must be provided with a list of
students and the schools they attend.
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4.1.3.3. A request will be forwarded to the principal of the school by the
Regional School Sport Officer, seeking the release of the student.
4.1.3.4. The parents must receive a written invitation from the Sports
Specific Committee. The invitation must be accompanied by all
forms, parent consent etc and an information bulletin containing all
details of championship organization, travel etc.
4.1.3.5. All forms must be completed by the parent and returned to the
Sports Specific Committee.
4.1.3.6. In team events these students may participate in other regional
teams or in a Presidents Team organized by the Sport Specific
Committee. This team is not to be drawn from only one (1) school
sport region. Queensland School Sport will fund team management
TRS costs for the Presidents Team Officials, once approved by
QSSMG.
4.1.3.7. Where there are individual athletes in a sport (such as swimming or
athletics) the Region is able to nominate additional competitors
where they meet the qualification standards and with approval from
the Sport Specific Committee and the QSSMG
4.1.3.8. Any team organized in this way must be in the charge of a teacher
appointed to the position by the Sport Specific Committee.
4.1.4. Any student who is enrolled or registered with an institution approved by the
Department of Education and Training and meets age and selection criteria
may be eligible to participate in regional teams at State Championships.
4.1.5. To assist with the cost of individual competitors attending State competitions
it is acknowledged that schools and districts may fund raise
4.1.6. Students enrolled at a School of Distance Education can choose the region
in which they reside or the region in which they are enrolled when attending
trials.
4.1.7. Students who are registered for home education in accordance with the
Education (General Provisions) Act 2006, and wish to trial for representative
teams, must provide a current registration certificate to the regional school
sport office of the region in which they reside.
4.2. Centres of Athletic Development (Schools of Excellence)
For students enrolled in Centres of Athletic Development (Schools of Excellence)
the following conditions apply:
4.2.1. QSS recognizes CADs as those programs providing specialized year 11
and 12 courses in a sport for an elite group of students.
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4.2.2. Such students will be considered for selection in the regional team for the
sport, except that, students who have transferred from one region to another
to enrol in the course may be considered for selection by the former region.
4.2.3. It is the responsibility of the coordinating teacher of the CAD to advise those
regions which wish to give consideration to the selection of such students
the names of the available students at such a time that would allow the
students to be considered for selection. Students may only trial ONCE for
selection in a yearly Regional Team.
The Inclusive Education Policy developed by the Department of Education and
Training is a valuable resource when considering student access and participation
in school sport and subsequent selection in any State Championship competitions.
In order to enhance equal sporting opportunities for all students, access to State
Championships should be based on merit using the selection criteria and an
understanding of the requirements of the Commonwealth Disability Discrimination
Act 1992 and Disability Standards for Education 2005, and the Queensland Anti–
Discrimination Act 1991. For further assistance see Appendix 15 which refers to
Gender Equity in School Sport (19 March 2010)
5.
Conduct of State Championships
5.1. Championship Host
5.1.1. The host, which may be either the region or the sport specific committee, if
that committee’s event does not get rostered around the state, is to be
determined in advance in accord with the roster adopted at the QSSC. All
regions that have a meaningful competition program in the sport are
expected to participate in the roster. The host region is responsible for
liaison with the QSS Executive Officer and the personnel of the particular
Sport Specific Committee to see that suitable venues are chosen and all
other arrangements are appropriate.
5.1.2. A Roster sub-committee of the QSSMG will meet prior to the 3rd term
meeting of the QSSMG to finalize the state championships roster and
calendar for the following year with confirmation to be made at the QSSMG
3rd term meeting.
5.2. Participation
5.2.1. By the end of each calendar year, all Regional School Sport Officers will
notify the QSS Executive Officer, those state championships in which their
regions intend to participate.
5.2.2. Regional Team lists are to be confirmed at the Pre-Championship Meeting.
No changes are to occur after the list is confirmed at the meeting.
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5.3. Finance
The host body (region and/or state sport committee) will collaboratively prepare a budget
for the championships on the adopted Queensland School Sport Budget, Levy and
Acquittal Form and submit to the School Sport Unit, for approval on behalf of QSS, at least
eight (8) weeks prior to the championships. Refer to Budget Policy (Appendix 1)
5.4. Billeting
5.4.1. The host region should arrange billeting in accord with the QSS Billeting
Policy (Appendix 12). Should it not be possible to arrange for enough billets
for all regional teams in reasonable proximity of the event venue, then
alternative accommodation such as youth camps or hostels may be
arranged for some of the competitors. Students are permitted to stay in
suitable private accommodation provided by friends or relatives, following
requests in writing and endorsement by the team officials or the Regional
School Sport Officer.
5.4.2. If a student’s parents are in attendance for the duration of the state
championship, a billet will not be provided.
5.5. Event Officials
5.5.1. It is the responsibility of the host region in conjunction with the Sport
Specific Committee to see that appropriately qualified officials are available
to conduct the Championship.
5.5.2. Supervised student officials may be used provided that a risk assessment
has been made in relation to the use of such students.
5.5.3. Non-teacher event officials are not required to hold a Blue Card in the
following circumstances:
1.
the event is attended by more than 100 people; and
2.
the official performs the function as a volunteer; and
3.
the official performs the function for 10 days or less; and
4.
the official does not perform the function on more than two occasions
in the same year; and
5.
the person is unlikely to be physically present with a child without
another person who is an adult also being present.
5.6. Complaints Management
In the event of an issue developing which cannot be resolved by the organizing
committee, they shall immediately notify the state sport specific committee and
QSSMG for resolution. Refer to A Guide to Managing Complaints (Appendix 13).
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5.7. Meetings
5.7.1. A pre-championship meeting, chaired by a senior school sport officer or a
QSSMG committee member, shall be convened for the purpose of
discussing the conduct of the championships over the ensuing days.
5.7.2. Towards the conclusion of the championships a post-championship meeting
shall be convened and from this meeting recommendations may be put
forward for consideration by the state sport specific committee.
5.8. Health and Safety
5.8.1. At all Championships and school-based competitions, organisers must
adhere to the Curriculum Activity Risk Assessment (CARA) for that sport
and other relevant policies contained therein. (e.g. risk management,
administration of medications etc)
5.8.2. Qualified first aid/sports medicine personnel must be present for the
duration of the championships.
5.8.3. At all championships and school-based competitions, the procedures as
contained in the Hydration Policy are to be applied. Hydration guidelines
are located in the Appendix 8.
5.8.4. Championship Convenors should perform a risk assessment using the Risk
Management Checklist process (Appendix 7) during preparation and
planning for the state championship.
5.9. Excursions and Functions
5.9.1. Excursions and functions organized as part of the championships should be
arranged at minimal cost to students. It is not essential that they be included
in the program but may be invaluable to encourage a more enjoyable,
educational and social experience for the students. The imposition on the
billeting families and the appropriateness of such excursions and functions
should be fully investigated. Where time, transportation, cost and any other
factor becomes a problem, an excursion or function should not be held.
5.9.2. The inclusion of an educational excursion in a championship program needs
the approval of the host region and the sport specific committee. If this is
forthcoming, all participating regional teams must attend.
5.10. State team selections
5.10.1. The selection of the state teams/s or honour team should take place in
accord with the Sport Specific committee’s selection policy as adopted and
approved by the QSSC.
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5.10.2. Team members should be provided with the appropriate permission forms,
proposed team itinerary, travel and levy costs etc either on the day of
selection or within one week.
5.11. Host Report
The host region report (Appendix 2) is to be produced by the host body within two
calendar months of the completion of the Championships. This report is to be
forwarded to the Executive Officer, Queensland School Sport, and a copy to the
sport specific committee.
5.12. Travel Subsidy
Where possible, QSS will pay a percentage of the bus costs, as determined through
the budget process, involved in the transfer of regional teams between the airport
and billeting centres on arrival at and departure from State Championships. It is
expected that regions will share buses and coordinate air travel accordingly. Where
a region does not accept a shared arrangement, full costs must be met by the
region.
5.13. Requests for Access to Students
Championship Conveners, regional and state management officials should be
aware of their duty of care, responsibilities and the protocols necessary when
dealing with requests for access to students at state championships – Refer
Appendix 5 Requests for access to Students at State Championships.
5.14. Loss or Damage of Equipment at State Championships
In the event of equipment being lost or damaged at a state championship, a formal
request for the reimbursement of such equipment is to be made to QSS. All
reasonable care must be taken to ensure that event equipment is secured and
maintained for the duration of the event. (16/3/ 2012) Such reimbursement will be
judged on a case by case basis.
5.15. Photography at QSS Events
Please refer to Appendix 10 for the Queensland School Sport Policy statement in
regard to photography at Queensland School Sport events.
5.16. Trophies and Presentations
The maximum standards for team and individual awards/trophies, to be presented
at the official closing ceremony of State Championships, shall be:
5.16.1. Team Awards – perpetual trophy to winners and runners-up (optional).
Individual sports may have additional team awards such as relay and %
trophies.
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5.16.2. Individual Awards – medallions for winners and runners-up in team sports
and to place-getters in individual sports (T&F, Swimming, C/Country and
Tennis)
5.16.3. Participants – QSS Participation Certificates may be given to all
participants.
5.16.4. Fair Play/Umpires/Sponsors Award/Other – only if deemed necessary by
the sport – e.g. to service a sponsor and sport specific committee funded.
5.16.5. Individual team awards, such as most valuable player awards, are optional
and should not be presented at the official closing ceremony, but rather at
an individual team presentation.
5.17. Areas of Responsibility
5.17.1. The Championship Host region shall:
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
Obtain permission, at an early date, to use grounds and facilities.
Consider wet weather alternatives.

Prepare a bulletin for distribution to regional sport officers (copies to
the sport specific committee and the School Sport Unit) to include:
1.
Playing dates including start and finish times
2.
Suggested arrival and departure dates and times
3.
Venue details
4.
Student and officials’ accommodation
5.
Request for details of team officials, travel arrangements,
team/billet list
6.
Team or individual levy

Arrange catering facilities.

Organize billets for visiting students.

Arrange accommodation for team and Sport Specific Committee
officials.

If necessary organize transport for teams and officials.

Arrange an Officials’ Dinner and ensure that appropriate guests are
invited.

Organize match and technical officials.

Seek local sponsorship.

Be in constant contact with the Sport Specific committee and establish
early the responsibilities of both groups.
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
Organize venues for all meetings to be convened during the
championship

Make arrangements for first aid/Sports Medicine facilities. Inform team
officials of nearby physiotherapy, dental and other related centers.

Arrange any other equipment required for the conduct of the
Championships, e.g. Watches, hooter, PA. Systems, provision of
shade for participants etc.

Arrange for the preparation and printing of the championship program
according to program template (Appendix 14).

Arrange media cover.

Make arrangements for team photographs
5.17.2. The Sport Specific Committee shall:

Provide to the host region all details that will enable the region to
conduct the championships e.g. number of fields/courts, technical
officials, equipment, competition procedures, rules etc.

Provide Queensland representative team nomination forms and
information

Organize the draw /competition format.

(The championship convener must be consulted with regard to local
requirements, which could determine the structure of the draw and
match times.)

Draw up score/results sheets for display.

Seek sponsorship, in consultation with the host centre.

Assist with technical officials and umpires, etc. where required by the
host centre.

Arrange transfer of duty requirements for any Sport Specific
Committee Officials attending.

Forward information regarding the Management Committee Meeting
and a meeting agenda, including any Notices of Motion, to all regions,
conveners and team officials prior to the Championships.

Conduct the Management Committee Meeting and provide all relevant
materials, minutes, etc.

Organize the selection of State representative teams and the
distribution of information to team members.

Advise host region of any event specific playing equipment required or
supplied by Sport specific committee
5.17.3. The Sport Specific Committee and the Host Region shall negotiate:
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
Preparation of the championship budget for presentation to and
approval by the School Sport Unit.

Collection of the event levies and the cost of the official dinner.

State Championship payments will be the responsibility of the host
region, unless specifically negotiated with the Sport Specific
Committee and agreed by both parties.

If the Sport Specific Committee collects event levies, they will then be
presented with an itemized invoice from the host region to recover the
event costs. (29 November 2007)

Arrangements for souvenir shirts if required

Provision of trophies/medallions/pennants.
5.17.4. The School Sport Unit

Approve the budget for the championships.

Approve the budget acquittal for the championships.
5.18. Minimum Venue Standards (approved 10/11/11)
5.18.1. The host region venue shall

Have sufficient suitable (e.g. cabin / Motel style) accommodation
within the host town / city to provide places for all visiting parents /
supporters.

Have access / proximity to 24 hour medical services; e.g. hospital,
ambulance, dentist, physio etc.
5.18.2. The playing venue must be a suitable standard e.g.

Sports such as netball, basketball, volleyball must be played at
predominately indoor venues.

Must be a sufficient number of suitably sized change rooms present.

Provision of club “state standard” venues whenever possible.

Spectators must be adequately catered for with suitable viewing, toilet
facilities, canteen etc
Note: The above sections constitute guidelines for the organization of the championships.
The allocation of the responsibilities can be negotiated between the region and the sport
specific committee. Agreement to any change to the above should be in writing.
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6.
Queensland Teams
6.1. State Team Selection Policies
6.1.1. Each Sport Specific Committee will develop a Selection Policy dealing with
the selection of the Queensland teams for that sport. This selection Policy
will be included in the Competition Procedures for each Sport Specific
Committee and approved by the QSS Management Group
6.1.2. All students must be advised of the selection criteria prior to the
commencement of the selection process.
6.1.3. In accepting a nomination for selection to a Queensland School Sport
Team, the student must ensure that prior commitments will not affect his/her
availability and full participation in the championship/exchange programs.
This applies from the 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
Queensland team officials. E.g. Educational Excursion, Opening/Closing
Ceremonies, training sessions.
6.2. Selection Policy Guidelines
The following guidelines should form the framework of all sport-specific committee
selection policies
6.2.1. Selection Criteria
The major criterion for selection shall be the performance of the student at
the state championships. Areas considered shall include:
1.
the level of skills exhibited by the student
2.
the performance of the student as a member of a team
3.
the attitude and behaviour of the student on and off the field of
competition.
4.
the age of the student.
6.2.2. In 13 years & over events, a player who is ill or injured at the time of the
State Championships may be considered for selection provided that a
medical certificate is supplied.
6.2.3. In 13 years & over events, a player who is representing Australia or
Queensland at a higher level competition at the time of the State
Championships may be considered for selection.
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6.2.4. In 12 years & under events, a student must participate at the state
championships to be considered for state selection.
6.2.5. Team Size
The number of team members and reserve/shadow team members to be
selected shall be determined by the sport specific committee prior to the
state championships and should be stated in the Competition Procedures of
the sport specific committee.
6.2.6. Selection Panel
The sport specific committee shall determine the number of selectors and the
process for appointment of the panel chairperson.
6.2.7. Process
6.2.7.1. The selectors shall meet on a regular basis on each day of
competition.
6.2.7.2. The selectors shall meet with the coaches of competing teams and
give them the opportunity to put forward the names of and comment
upon students they consider worthy of selection.
6.2.7.3. Team coaches may submit a written report to the selectors.
6.2.7.4. At least one (1) selector shall be present at all times of competition.
6.2.7.5. The selectors shall maintain a written record of all competition
viewed.
6.2.7.6. Team coaches shall advise the selectors of students not available
for selection
6.2.7.7. Some of these processes may not apply to all sports.
6.2.8. Announcement of Queensland Team
6.2.8.1. The selectors must submit the final team to the regional team
officials, and where possible, to the Executive of the Sport-Specific
Committee for ratification, prior to the announcement.
6.2.8.2. The state team shall be announced at the conclusion of the state
championships.
6.2.8.3. The names of reserve/shadow team members may be announced if
deemed suitable by the Executive of the Committee.
6.2.9. Notification
6.2.9.1. School principals must be advised of students selected in the state
team within one (1) week of selection.
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6.2.9.2. Immediately upon selection, the manager should provide to the
students all available information concerning the state team. Further
information should be provided as soon as possible thereafter.
6.3. Participation at National Events
6.3.1. It is the aim of each state team to perform at its highest level of ability.
Therefore participation time for students will be at the discretion of the state
coach, taking into account equity issues including fair and reasonable
participation time.
6.3.2. Students selected should therefore be made aware that participation time at
national events will depend on their form at the event.
6.4. Appointment of Team Officials
6.4.1. Preference should be given to suitably, qualified, practicing, registered
teachers. Non-teacher officials must provide certification of holding a
current Blue Card.
6.4.2. At least one of the officials appointed to each team must be a registered
teacher.
6.4.3. At least one of the team officials must be of the same gender as the
members of the team.
6.4.4. The Queensland coach should possess at least a current Level 1 Coaching
Accreditation and at least one of the team officials must possess a current
First Aid/ Sports Medicine qualification.
6.4.5. The process for the appointment of state team officials.
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
Positions available will be published on the school sport website from
the last week in August of the year preceding. Sport committees,
regional personnel and school staff will be informed of the application
time lines and procedures during this same period.

Persons applying for positions must ensure that their applications are
received by the relevant sport committee secretary by the end of the
second week in October.

Sport committees have one week in which to ensure that the
nominations comply with the specific requirements of their sport e.g.
Level of accreditation beyond that specified in 6.4.4. Those
nominations deemed unsuitable will be tagged as such with reason
why they are unsuitable. The sport committee secretary must return
all nominations to the School Sport Unit by the end of the third week
of October.

The School Sport Unit will prepare the ballot papers and copies of the
suitable nominee’s statements, for distribution to the regional school
sport officers by the last week in October.
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
Ballot papers are to be returned to the School Sport Unit by the third
week of November. (19 March 2010)

The School Sport Officer responsible for that sport will act as a
returning officer for the counting of votes. The Standard Preferential
voting system, as published by the Electoral Commission, will be
used.

During the last week in November the successful and unsuccessful
candidates will be notified by post. After the first week in December
the results of the ballots will be published on the school sport web site.
6.4.6. Subsequent appointments to fill vacancies

When no applications have been received for an advertised position,
the Executive of the Sport-Specific Committee and a representative of
the School Sport Unit may appoint a suitably qualified official to fill the
vacancy.

When an elected official resigns, the returning officer will appoint the
next ranked available reserve official from the original ballot result. If
a reserve official is not available, then an appointment is made as is
stated above.

Where an extra official is approved by QSSMG and time does not
permit the usual method of appointment as in 6.4.5, then procedures
as detailed in 6.4.6 will apply.
6.4.7. Responsibilities of Officials
6.4.8. The responsibilities of coaches and managers are contained in the
Queensland School Sport Team Officials Handbook.
6.4.9. Coaches and Managers must participate in an information workshop in their
first year of appointment and at least every alternate year of appointment, or
as deemed necessary by Queensland School Sport.
6.4.10. A Responsibilities of Supervision Statement applicable to all state team
officials is contained in 9.0 below
6.4.11. Coach Mentoring
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
Sport specific committees must apply to QSS for the addition of a
Coach Mentoring position to their state team officials.

No TRS be available for the position.

Principal approval is granted along with the completion of a Transfer
of Duty form.

The official has no sole “Duty of Care” responsibilities.

No sport specific committee funds are to be allocated
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6.4.12. Additional team management personnel
Sport committees wishing to include additional personnel (other than those
officially appointed) to their state team management, must seek approval
from QSSMG for these additional personnel. Such personnel must comply
with Child Protection requirements. (6/08/09)
6.5. Uniforms
6.5.1. Queensland teams, excluding Invitation teams, participating in the same
interstate exchange or National Championship are to wear the same
uniform (travelling and playing) with regard to the colour and design.
6.5.2. If an invitational team participates in an interstate exchange or
championships, such a team is not to be attired in the official state uniform.
6.5.3. Any team using a logo on items of Queensland Uniform are to include the
approved Queensland School Sport Logo.
6.5.4. Dominant colours must be maroon and white.
6.5.5. Students Travel Uniform Policy:

There is a minimum dress standard.

Track suits will be the Queensland School Sport design

Polo Shirts to be the Queensland School Sport design

A summer and a winter uniform is acceptable.

In all cases the school sport logo must be displayed on uniforms.
6.5.6. Team Officials Uniform Policy
The following minimum standards apply:
6.5.6.1. Travel Uniform:

QSS polo shirt

Slacks, Skirt or shorts

Shoes

QSS Track suit top / Jacket (if cold)
6.5.6.2. Competition Uniform:
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
QSS polo shirt

Slacks, skirt or shorts

Shoes with QSS socks (where appropriate)

QSS Track suit top / Jacket (if cold)
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6.5.6.3. Official Dinner Uniform: (a corporate range including)

Business shirt or dress shirt

QSS tie or QSS scarf

Slacks, dress or skirt

Shoes

Blazer (optional)
6.6. Travel Policy

The preferred method of travel for Queensland team members is as a single
team group.

All travel is to be coordinated through the School Sport Unit in collaboration
with the sport specific committee.

Variations to the group booking must be received 21 days prior to departure.

Extenuating circumstances only will be considered for variation to the travel
policy outlined above

Cross Country, Track & Field and Swimming have exemption from this policy
6.7. Queensland Team Preparation (approved 10/11/11)
6.7.1. For the purpose of team preparation in any one team, a student could be
requested to be absent from his or her school for a period of 5 days:

A sport wishing to extend beyond 5 days shall make special
consideration application to QSSMG before undertaking additional
days.
6.7.2. If absent from his or her enrolled school, the student must attend a school
designated by the sport specific committee.
6.7.3. A training program appropriate to the needs of the sport should be
negotiated with the team members as soon as possible after selection.
Program considerations:

Location and duration of sessions e.g. training camp

Travel distance and cost of team members’ attendance

Provision of individual training programs

Optional and/or compulsory sessions. It is preferred that compulsory
training only be conducted immediately prior to the national event.
6.7.4. The proposed training program should be submitted to the sport-specific
committee for approval prior to selection of the state team.
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6.8. Risk Management
6.8.1. District, Regional and Queensland Team Managers must use the Risk
Management Checklist Procedure for Team Managers (Appendix 6) during
preparation and training for the state team and prior to departure for the
event.
6.8.2. All Queensland Team Management should be aware of Hydration
Guidelines (Appendix 8) and ensure that students are properly hydrated
before and during participation in physical activity.
6.8.3. District, Regional and Queensland Event Conveners must use the Risk
Management Checklist Procedure for Events Conveners (Appendix 7)
6.8.4. List of all other paperwork eg: medical etc
6.9. Guidelines for Interstate Exchanges /Non School Sport Australia
Events
6.9.1. The event to utilize no more than five (5) school days.
6.9.2. At least five (5) matches (when utilizing the 5 school days), against quality
opposition are to be scheduled. Quality opposition is deemed to be a level
equivalent to at least a state / territory school sport representative team.
6.9.3. An educational excursion to be included within the program of events.
6.9.4. The preferred mode of player accommodation is billeting.
6.9.5. A reciprocal arrangement for the hosting of the event be organized between
the competing teams.
6.9.6. The structure of the organization, itinerary and confirmation of bookings to
be presented to the Executive Officer QSS, at least eight (8) weeks prior to
departure, for an Australian exchange and at least twelve (12) weeks prior
to departure, for tours to New Zealand.
6.10. International Tours
6.10.1. All international tours require QSS approval in principle, at least twelve
months prior to the event. Dates of the tour are to be placed on the QSS
calendar by the August meeting of the year prior
6.10.2. As a general rule, QSS does not support regular overseas tours for 12 years
& under students because of the following considerations:

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Desired sporting and educational outcomes can be achieved within
Australia through our highly developed and hierarchal representative
school sport program, culminating in the School Sport Australia
Championship Program.
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
The cost of overseas tours and the equitable access for all students in
all sports.

Philosophically, overseas sporting tours are an inappropriate level of
competition for 11/12 year-old students in a developmental
framework. School Sport Australia and the Australian Sports
Commission also hold this view.

The National Championship Program should remain a main priority of
QSS, as a member of School Sport Australia.

Risk assessment using sport specific CARA’s and in conjunction with
the Sports Events Convenor and Sports Events Team Manager risk
assessment templates.
6.10.3. Favourable consideration may be given to a proposed tour as a special,
one-off event, such as a youth tournament in conjunction with a major
event. Any application by a sport to participate in an overseas tour will be
assessed with due consideration to the following factors:

The duration of the proposed competition – sporting component of the
whole tour itinerary/program.

Whether the level of competition is of a higher level than what can be
achieved within the existing state and national programs.

Whether the proposed overseas sporting program is appropriate for
the age group.

Whether the proposed tour is compatible with the state and national
programs.

Whether there are reciprocal hosting arrangements.

Current Government Policy
6.11. Costs
All costs associated with the operation of a state team shall be met by an equal levy
on all student members of the team. Costs will be calculated using the Levy
Calculation Form contained in the Queensland Team Officials’ Handbook.
7.
Billeting
All policy relating to billeting is contained in Appendix 12
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8.
Codes of Conduct
8.1. Team Members, Parents and Spectators
Please refer to Appendix 9 for Codes of Conduct applicable to Team Members,
Parents and spectators. Refer to Appendix 4 re Procedures for Control of Spectator
Behaviour.
8.2. Team Officials

You are bound by the Department of Education and Training Code of
Conduct

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 till times, whether at or away from the playing
venue, does not bring the name of “School Sport” into disrepute

Avoid over-playing the talented players. All players need and deserve
equitable 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.
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9.
Team Officials – Duty of Supervision

At all times team officials must display exemplary conduct as a model for
students.

When students are in the Team Officials’ care ensure they are supervised to
a level that would satisfy a prudent parent/guardian.

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.

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.

Ensure billeters and students have team officials’ telephone contact number.

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.

When travelling, Team Officials should be situated in seating so that they can
supervise their team.

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 and remind students that the Responsible Behaviour Plan for
Students for their school remains in effect whilst part of the competition.

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.

All team management are to become familiar with the Student Protection
policy as contained in the Policy and Procedures Register SMS-PR-012:
Student Protection, and report any concerns they may have about a student
to the relevant school principal.
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
Team officials must be aware of any students with specific needs e.g.
anaphylaxis, allergies, disability, mental health difficulties etc., and
implement appropriate management strategies
Note:
Sports Ability is a national program that promotes participation in sport for people
with disabilities in a structured, safe, inclusive and fun environment. The program
provides a kit with the equipment and instructions for five different games that may
be used by schools and community organisations. It is not suggested that these
games be played at a national or state championship level but would be a useful
starting point to increase participation in school sport.
10. Procedures for the Investigation and Recording of
Misconduct
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:

Identify the breach of the Code of Conduct.

Offending students and witnesses should be questioned immediately after
the incident. Everyone should be questioned individually and not in a group
situation.

A written record of the incident should be made. Alleged offenders,
witnesses and team officials should be requested to provide a written record.

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.

Team officials should determine the appropriate disciplinary action. If in
doubt, seek advice from other authorities to help determine appropriate
responses.

The students should be advised of the immediate disciplinary action to be
taken and of the subsequent disciplinary action, which may result from the
referral of the incident to Queensland School Sport Management Group.

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. This
information should also be sent to the parent and the principal of the school
at which the student is enrolled so that appropriate action can be taken.

QSSMG shall be responsible for any subsequent disciplinary action and not
the officials or the Sport Specific committee from which they come. QSS will
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inform the Sport Specific Committee of any further action taken (13 Nov
2009)
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Appendices
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1.
State Championship Budget Policy
When accepting responsibility for hosting a State Championship, Regions and Sport
Specific Committees also assume responsibility for the management of associated costs.
Some Region/Sport Committee funds may need to be expended on those items that are
not directly related to the conduct of the Championship and have no direct benefit to
students. Every effort should be made to keep this levy as low as possible.
Where sponsorship is available, the student levy should be decreased accordingly.
All Regions/Sport committees must use the Queensland School Sport State Championship
Budget, Levy and Acquittal Form. This form should be prepared in consultation with the
host region and the Sport Specific committee and forwarded to the School Sport Unit for
approval on behalf of QSSMG at least 8 weeks before the Championship date.
The following criteria must be used when the Host Region and the Sport Committee are
preparing their State Championship budget and determining the student levy:
1.1. Organizational Costs
1.1.1. Levies may only be charged by the host Region and Sport committee for
organizational costs incurred in the following areas:

Venue hire

Equipment hire / Laundry

Purchase of event equipment

Transport – daily for students and officials to and from competition
venue

Provision of sports trainers and/or first aid

Trophies / medallions

Referees / umpires / key Officials

Printing of programs / certificates and other related materials

Administration costs – those costs met by the local convener

Room hire for official meetings

Costs associated with the opening / closing ceremonies (catering
allowance – max $50.00 per Ceremony)

Cost of up to 10 Official guests at the Official Dinner
1.1.2. Accommodation for Convener, if required and approved.
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1.1.3. The Queensland School Sport State Championship Budget, Levy and
Acquittal Form requires specific details on rates e.g. no. of hours, cost per
hour etc.
1.1.4. QSS will provide the opportunity to enable an Executive Member to attend a
State Championship. Queensland School Sport will fund the TRS (as per the
allocative QSS model) for a Sport Specific Executive member to attend their
sport’s State Championship event provided that:
•
No other executive member (of their sport committee) is in
attendance at the championship
•
He/she assumes a key organizational role including but not
limited to chairing the regional delegates meeting at the event, opening and
closing ceremony roles, assisting management of student officials,
management of event officials and field of play protocols, chairing judiciary
meetings.
1.2. Costs to be met by the Host Region and/or the Sport committees

Additional guests to the Official Dinner

Catering expenses at the opening/closing ceremony in excess of the
maximum $50 per Ceremony.

Accommodation, travel, meal allowances and TRS for Sport Committee
Executive members.

Key official costs may be shared by the host region, sport committee and
championship budget. Key official MUST actively perform a function vital to
the conduct of the event for its entirety.

Any special needs (i.e. interpreter, translation of documents or modified
equipment)
1.3. Championship Dinners and Functions
Regional team officials will be required to attend official dinners and presentations.
Host regions / Sport committees are to keep costs for dinners and functions to a
minimum and must not include the provision of alcohol.
1.4. Optional Charges
The host Region may wish to provide other services to competing players and team
management for which there are costs involved. (e.g. souvenir clothing, team
photos etc)
Purchase of any services / items must be optional and MUST NOT be included as
part of the Championship Levy.
Availability of such items should be advised to competing regions well in advance.
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1.5. Income
The player levy should be sufficient to meet expenses not already covered by other
sources of income, such as sponsorships and grants.
Admission Charges/Entry Fees are not to be charged for competitors or spectators
at Queensland School Sport State Championship Events
1.6. Procedure for the Acquittal of Championship Budgets
Upon completion of the event, the host Region or the Sport specific committee,
dependent on which group is handling the finances for the Championship, must
present an acquitted Championship budget to the School Sport Unit together with
supportive documentation e.g. SIMS / MYOB detailed transaction reports. The
acquitted budget must be presented no later than 8 weeks after the completion of
the event.
A surplus / loss is determined by comparing the Actual Income to the Actual
Expenditure.
In the event of a surplus:

If the surplus is 10% or less of the championship’s actual income, then that
amount is be retained by the sport specific committee.

If the surplus is more than 10% of the championship’s actual income, then
that amount above the 10% will be transferred to the QSS account.
In the event of a loss:

If the loss is 10% or less of the championship’s actual income, then that
amount is to be paid by the sport specific committee.

If the loss is more than 10% of the championship actual income, then that
amount over 10% will be paid by QSS.
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2.
Host Region Report For QSS
(To be submitted in electronic format within 2 months after the completion of the state
championships) (Maximum of three A4 pages – Font Arial 10)
Suggested Headings (in bold):
HOST REGION
CHAMPIONSHIP’S TITLE AND
DATES
VENUE
OFFICIAL’S
ACCOMMODATION
BILLET SCHOOLS
CHAMPIONSHIP
CONVENOR’S
DETAILS
(Name and contact details)
KEY OFFICIALS (List Name
and role)
COMPETING REGIONS
SUMMARY OF RESULTS
FINAL TEAM RANKINGS
MEETINGS CONDUCTED
FUNCTIONS (Opening and
Closing Ceremonies, Official
Dinner etc)
RECOMMENDATIONS
ACKNOWLEDGEMENTS
Email to: Wayne Wilson (Exec. Officer, QSS): wayne.wilson@deta.qld.gov.au and to
the respective QSS Sport Committee for their records.
By: Within 2 months of the completion of the championships
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3.
Annual Report By – (Name of Sport-Specific
Committee)
(To be submitted in electronic format by end of Term 4 for inclusion in the QSS Yearbook)
(Maximum of three A4 pages – Font Arial 10)
Suggested Headings (in bold) – delete any not applicable:
MANAGEMENT COMMITTEE (Structure and meetings)
EXECUTIVE
DELEGATES (Regional Delegates)
STATE CHAMPIONSHIPS (Host Venue/ Dates/Results)
18/19 years
STATE TEAM (Team List/Officials)
18/19 years
STATE TEAM PREPARATION (Training Camp)
18/19 years
NATIONAL CHAMPIONSHIP (HOST VENUE/ DATES/RESULTS)
18/19 years
NATIONAL SELECTIONS
18/19 years
STATE CHAMPIONSHIPS (Host Venue/ Dates/Results)
12/15 years
STATE TEAM (Team List/Officials)
12/15 years
STATE TEAM PREPARATION (Training Camp)
12/15 years
NATIONAL CHAMPIONSHIP (HOST VENUE/ DATES/RESULTS)
12/15 years
NATIONAL SELECTIONS
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15 years
ADDITIONAL ACTIVITIES (E.G. STATEWIDE KNOCKOUTS / MET FINALS / INTERNATIONAL
TOURS)
HIGHLIGHTS OF THE YEAR
ACKNOWLEDGEMENTS
Email to: Wayne Wilson (Exec. Officer QSS): wayne.wilson@deta.qld.gov.au
By: First week in December
Important: A Queensland Team Photograph is also requested for inclusion in the
yearbook. If the photograph needs to be returned, please write name and return address
on the back of the photograph.
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4.
Procedures For Control Of Spectator Behaviour
4.1. Hostile people at school sporting events
Education Queensland is committed to taking all reasonable steps to ensure the safety of
employees whilst they are performing their official duties and to providing a safe
environment for staff, students and visitors.
Education (General Provisions) Act: The Act includes provisions that a principal or
officer-in-charge may need to rely on in situations involving wilful disturbance and
trespassing. The pertinent section of the Act for school sporting events is likely to be
Section 333 (Wilful Disturbance) of the Education (General Provisions) Act 2006 (EGPA),
which states that:
“It is an offence to insult (meaning "to treat insolently or with contemptuous
rudeness, to abuse") an officer of a state educational institution”
Organizing Committees are asked to include the following policy statement in any
appropriate documents (eg. ground rules, convenors’ handbook, team officials’ handbook
and to ensure that convenors and other key officials are aware of the procedure to be
followed. The Procedures, however, should not be made available to the general public
and for that reasons should not be reproduced in programs etc.
4.2. Suggested procedures for dealing with hostile people at school
sporting events are:
4.2.1. Before the Championships/Trials
1.
Team Officials distribute the Codes of Conduct for Parents and
Spectators with the student’s Code of Conduct and other information
distributed to students upon selection in a school sport representative
team.
2.
Parents are required to sign a Consent Form, which acknowledges
their responsibilities in regard to Codes of Conduct for Parents and
Spectators, as well as for Team Members.
3.
The Championship Convenor/host body includes the Codes of
Conduct for Parents and Spectators in the Championship Program.
4.
All Regional Sports Officers, as senior officers in charge of hosting
school sport events, should be aware of Section 333 (Wilful
Disturbance) of the Education (General Provisions) Act 2006 (EGPA)
and the Police Powers and Responsibilities Act 2000, and if deemed
necessary, make the championship convenor aware of the same.
Reference: Education Policy and Procedure Register: SCM-PR-006: Hostile People on
School Premises, Wilful Disturbance and Trespass
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4.2.2. At the Championships / Trials
Where an adult other than a team official contravenes the Code of Conduct
for Parents or Spectators the following course of action should be
implemented:
1.
If the offending adult is associated with a particular team, the manager
of that team will familiarize the offender with the Codes of Behaviour
and request compliance.
2.
If the offending adult is not associated with a particular team, the
championship convener will familiarize the offender with the Codes of
Conduct and request compliance.
3.
If contravention of the Codes of Conduct continues, the championship
convener will warn the offender that the game in progress will be
stopped until such time as the offender modifies his/her behaviour
accordingly.
4.
As an absolute last resort, the championship convenor will advise the
offender that he/she has breached Section 333 (Wilful Disturbance) of
the Education (General Provisions) Act 2006 (EGPA), and unless
his/her behaviour is modified the police will be summoned. Only in
extreme cases should this action be carried out.
5.
The host Regional School Sport Officer would be deemed Officer – in
charge and would need to advise his / her District Director in regard to
such actions.
6.
Should the situation be of a serious nature, the Officer – in – charge
(or his delegate) should contact the police immediately.
7.
If police are called, they have the powers to direct the person/s to
leave venue and not return for a period of not more than 24 hours.
4.2.3. After the Championships / Trials
Where an adult other than a team official has contravened the Code of
Behaviour for Parents or Spectators at a State Championship, the following
course of action should be implemented:
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1.
The Chair of the School Sport Board, whose team the offending adult
was associated with, should write a letter to the offending adult
outlining the breach of the Code of Conduct for Parents and
Spectators and the consequences of such action in relation to Section
333 (Wilful Disturbance) of the Education (General Provisions) Act
2006 (EGPA).
2.
If the alleged offender could not be counselled regarding the breach
during the event, then, as a process of natural justice, the offender
should be given the opportunity to respond to the allegations of the
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breach. If the response is unsatisfactory, then the chair of the board
may write the letter outlined below.
3.
A sample letter is provided for a situation involving wilful disturbance
at a school sport event.
4.
Regional School Sport Boards should seek advice and approval for
their actions from their District Director and, if necessary, from the
Legal Advisory Unit.
5.
Once approved, the letter should be sent to the offending adult and a
copy sent to the school principal, if the offending adult was a parent of
a student from that school.
6.
The staff member/team official who was insulted/abused should be
informed of the action taken, but would not receive a copy of the letter.
4.2.4. Sample Letter – Wilful Disturbance
Dear …………………………….
I am writing to you, following the disturbance at the Queensland Primary / Secondary Schools
……………….. State Championships held at ……………….. on ……………….2001, to outline conditions
that will apply to your future attendance at school sporting events.
I am not prepared to allow any further disruption of a school sporting event. Accordingly, acting under the
authority of the Education (General Provisions) Act 2006 (EGPA), I place the following conditions upon
any future attendance by you at school sporting events conducted by, or participated in, by
representatives of ………….. School Sport Board:
A Your attendance at a regional or state sporting event is to be by prior appointment only, arranged
either y letter or telephone with the Regional School Sport Officer for …………… School Sport Board;
B You agree to abide by the School Sport Codes of Conduct for parents and Spectators (copy
attached); and
C Any communication by you with officials in charge of your child’s team will be for duty of care
arrangements, either prior to or after scheduled games at the event.
Should any of these conditions be breached, the matter may be taken up with the appropriate
authorities, with a view to charges being laid under Section 333 (Wilful Disturbance) of the Education
(General Provisions) Act 2006 (EGPA) which states –
“Wilful disturbance”
(1) A person must not wilfully disturb the good order or management of a State Educational Institution.
Maximum penalty – 20 penalty units
(2) A person must not insult a staff member of a State Educational institution in the presence or hearing
of a student of the institution, who is, at the time in question –
a) in or about the institution; or
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b) assembled with others for educational purposes at or in any place
Maximum penalty – 20 penalty units
(3) Sub-sections (1) and (2) do not apply to a person who was, at the time in question, a student at the
State Educational Institution.
(4) In subsection (2) –
“insult’ includes abuse
A copy of this letter has been forwarded to the principal of your child’s school.
Yours faithfully
Chair
(name of region) School Sport Board
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5.
Requests For Access To Students
5.1. Access to Students (13 - 19 years) at Queensland School Sport
Events
5.1.1. Protocols for Team officials and School Agents, Club/Player Agents
Officials and Agents are invited to observe the following protocol, which must
be adhered to in order to communicate with and gain access to any student:

All students participating in these events are on a Department of
Education excursion. The teacher management team has a duty of
care and a legal right to determine the program for students both on
and off the field.

Only a member of the Executive will coordinate meetings of officials
and agents, at the conclusion of the player’s commitment to the
championship, with either team management and/or parents of any
particular students.

The executive member shall introduce the official or agent to team
management.

The team manager may arrange a meeting between the official or
agent and the student and/or parents.

At the meeting, the student will be accompanied at all times by the
team manager and/or parents.

For any ensuing meetings, the official or agent may communicate
directly with the player’s team manager.

A team manager, being in Loco Parentis, has the right to dissuade or
terminate any discussions between parties that have not been
arranged via the designated protocol.

Where a parent has directed team management not to permit
communication with officials or agents, this will be adhered to strictly.

Team management must not, under any circumstances, provide
student details to school/club agents without parental consent.

School/Club agents may leave their contact details with team
management for contact by parents of students.
No consultation is allowable without first adhering to the above protocol. Any
person who fails to or refuses to follow this protocol will be refused the right
to communicate with players for the duration of the championship or the
team.
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5.2.
Access to Students (10 – 12 years) at Queensland School Sport
Events
5.2.1. Protocols for Team officials and School Agents, Club/Player Agents
Officials and Agents are invited to observe the following protocol, which must
be adhered to in order to communicate with and gain access to any student.
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
All students participating in these events are on a Department of
Education excursion. The teacher management team has a duty of
care and a legal right to determine the program for students both on
and off the field.

No approval is to be granted for a request by a team official, school or
school recruitment, club or player agent for access to any student/s at
a State Championship.

If any of these groups wish to distribute any material to students
attending State Championships, they are to make copies of the
information available to the State Championship Convenor who will
announce to the students that the material may be collected from
them at the conclusion of the championship. No direct contact with
students is approved.

No personal contact details of students attending State
Championships are to be made available to any other person
(teaching staff included) other than the student’s Team Coach and
Manager. Team Management cannot use their position to influence
students’ decisions as to which schools/clubs they will attend.

Schools wishing to forward information to students must do so through
the
student’s
school
principal.
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6.
Management Checklist – Regional/State Team
Activity scope
Teachers/leaders:
Activity description:
Start date:
Finish date:
No. of students (approx.):
Supervision ratio
(approx.):
No. groups:
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
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Minimum supervision
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 leader should be:
a registered teacher with competence (demonstrated ability to undertake the activity) and qualifications as
specified in the guidelines related to each of these disciplines:
Further information:
Hazards and suggested control measures
All persons engaging in this activity should:

identify the hazards, including any additional hazards not mentioned here

assess their significance

manage the potential risks.
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Listed below are common hazards/risks and suggested control measures associated with
activities. They are by no means exhaustive lists. After checking these, add details of any
other hazards/risks or additional controls you intend to implement. For any items not
applicable, please tick N/A.
Recommended
Hazards/risks
control measures
Yes
No
N/A
If necessary, detail how this
will be implemented and any
additional controls.
Adults supervising students
Blue Card requirements met

Brief parents / guardians on
all aspects of their child’s
involvement in the team’s
program.

Brief other team officials
prior to departure to the
venue regarding any
potential hazards and safety
controls.

Provide any relevant
curriculum activity risk
assessment guidelines to all
team officials of the activity.

Ensure that all supervisors
are aware of the emergency
contingency plans for the
event.

Brief students prior to
departure to the venue on
codes of conduct, any
potential hazards, and safety
controls.

Obtain parents / guardian’s
contact details in case of
emergencies

Obtain parental permission,
including relevant medical
information.
Briefings
Emergency
plans
Students
Briefings
Medical
conditions
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Recommended
Hazards/risks
Isolation
from
the
group
(students
becoming lost)
control measures

When students with medical
conditions are involved,
ensure that relevant
medical/emergency action
plans and medications are
readily available (insulin,
Ventolin, Epipen, etc.)

Ensure that a first aid kit
suitable for the event is
available.

Consider whether the
planned program is suitable
for those students with
special needs who are
attending.

Provide additional
supervision as necessary.

Take the roll at key times
throughout the activity (e.g.
departures, transitions).

Have head counts at key
times throughout the activity.

Provide instruction in rules
and safety procedures
before departure.

Provide appropriate
supervision of students
during travel

Ensure that written consent
of parent/caregiver for their
child to travel in a privately
owned vehicle is received
and stored.

Ensure that the details of
licence and vehicle
registration of any parent /
caregiver agreeing to
transport students in a
privately owned vehicle are
recorded.
Yes
No
N/A
If necessary, detail how this
will be implemented and any
additional controls.
Transport
Public/commerci
al
Private
(if coordinated)
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Recommended
Hazards/risks
control measures

Ensure that the most
trafficable route to be
travelled is established prior
to departure.

Ensure that, if a number of
privately owned vehicles are
involved, a convoy is formed
wherever possible.

Ensure that contact details
for all drivers are recorded.

Ensure that details of
students’ private
accommodation is obtained

Ensure that details of
students’ billeting
accommodation is obtained
and communicated to
parents / guardians

Ensure that accommodation
booked is of a suitable
standard with emphasis on
cleanliness, catering and all
required facilities.

Ensure that sleeping
quarters are suitable for age
group, not overcrowded and
that separation of genders is
possible.

Ensure that catering of
meals is available or nearby,
is of suitable quantity and
standard for the age group
and that special dietary
needs can be catered for.

Ensure that staff supervision
is provided at suitable
staff/student ratios at all
times and best located in
relation to students’ sleeping
and recreation requirements.
Yes
No
N/A
If necessary, detail how this
will be implemented and any
additional controls.
Accommodation
Private
Billeting
Team
Accommodation
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Recommended
Hazards/risks
Yes
control measures

Ensure that team officials
have access to phones,
emergency phone numbers
and a vehicle in case of
emergency.

Adopt sun-safe strategies.
For example:
ensure that hats, sun-smart
clothing and sunscreen are
used.
No
N/A
If necessary, detail how this
will be implemented and any
additional controls.
Environmental
Sun safety


Ensure that drinking water is
readily available. (Students
should not share drinking
containers.)

Safe and suitable parking,
drop-off and pick-up areas
Hydration
Vehicles
Activities
Refer to:

HLS-PR-012

Curriculum Activity Risk Assessment
Guidelines
Additional control measures (if required)
These would relate to the specific student needs, location and conditions in which you are conducting your activity.
Hazards/Risks
Control Measures
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Additional control measures (if required)
These would relate to the specific student needs, location and conditions in which you are conducting your activity.
Submitted by:
Date:
List the names of those who were involved in the preparation of this risk assessment.
Approval
Approved as submitted:
Approved with the following condition(s):
Not approved for the following reason(s):
By:
Designation:
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Approval
Signed:
Date:
Once approved, activity details should be entered on a
School Sport Risk Management register filed at a location, Reference no.
as listed below
Monitor and review To be completed during and/or after the activity and/or at
the completion of the series of activities.
Yes
No
Are the control measures still effective?
Have there been any changes?
Are further actions required?
Details:
Risk Management
All Queensland School Sport events require a risk management process to be performed
prior to the event commencing. This process is the responsibility of the teachers involved
with the activity.
Principals and teachers should be aware that there are in effect three risk assessment
areas as identified by the Department:
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Curriculum Activity Risk Assessment (CARA) for the particular sport – Completed by the
Team Coach
Representative Sports Event - Team Manager – Completed by Team Manager
Representative Sport Event – Convenor – Completed by Convenor
Risk Management: Representative Sports Event The following table summarises the
risk management process and who has the associated responsibilities
Event Level
District Events
Risk assessment
prepared by
Risk assessment
approved by
Location of Approved
Documentation
Convenor – usually Convenors’
school School of the District Sport
teachers
principal (& noted by the Committee Chair
Chair) or the Chair of the
District Sport Management
Committee
Team Manager - Principal from the school Teacher’s school
usually teachers
of the teacher official
Team
Coach
usually teachers
Regional
Events
- Principal from the school Teacher’s school
of the teacher official
Convenor – usually Regional
teachers
Officer
School
Sport Regional
Office
School
Sport
Team Manager - Chair of the District Sport Teacher’s school
usually teachers
Management Committee
Team
Coach
usually teachers
State Events
- Chair of the District Sport Teacher’s school
Management Committee
Convenor – usually Regional
teachers
Officer
School
Sport Regional
Office
Team Manager - Regional
usually teachers
Officer
School
Sport Teacher’s school
School
Sport
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Team
Coach
usually teachers
- Regional
Officer
School
Sport Teacher’s school
Queensland
Convenor – usually Qld School Sport Unit
hosted
teachers
Interstate
&
International
Team Manager - Qld School Sport Unit
events
usually teachers
Qld School Sport Unit
Teacher’s school
- Qld School Sport Unit
Teacher’s school
Other
Team Manager - Qld School Sport Unit
Interstate
& usually teachers
International
events
Team
Coach
- Qld School Sport Unit
usually teachers
Teacher’s school
Team
Coach
usually teachers
Teacher’s school
Note: For International and Interstate events hosted outside of Queensland and where the
event conveners have not published a risk assessment, then the team manager will
complete the “Sport Event – Convener” document and upon their return to Queensland
have the document stored as per the above schedule.
Important links

SCM-PR-002: School Excursions
http://education.qld.gov.au/strategic/eppr/schools/scmpr002/

HLS-PR-003: First Aid
http://education.qld.gov.au/strategic/eppr/health/hlspr003/

HLS-PR-004: Infection Control and Management of Prescribed Contagious Conditions
http://education.qld.gov.au/strategic/eppr/health/hlspr004/

Infection Control Guideline
http://education.qld.gov.au/health/pdfs/healthsafety/infection_control_guideline.pdf

HLS-PR-005: Health and Safety Incident Recording and Notification
http://education.qld.gov.au/strategic/eppr/health/hlspr005/

HLS-PR-013: Developing a Sun Safety Strategy
http://education.qld.gov.au/strategic/eppr/health/hlspr013/

HRM-PR-010: Working with Children Check – Blue Cards
http://education.qld.gov.au/strategic/eppr/hr/hrmpr010/
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
HLS-PR-006: Managing Occupational Risks with Chemicals
http://education.qld.gov.au/strategic/eppr/health/hlspr006/hs16.pdf

Queensland School Sport Unit
www.schoolsport.qld.edu.au
Get Active Queensland Accreditation Program
http://www.sportrec.qld.gov.au/CommunityPrograms/Schoolcommunity/GetActiveQ
ueenslandAccreditationProgram/Courseinformation.aspx


Australian Track and Field Coaches Association
http://www.atfca.com.au/

International Amateur Athletic Federation
http://www.iaaf.org/aboutiaaf/publications/regulations/index.html

Royal Life Saving
http://www.royallifesaving.com.au/www/html/7-royal-life-saving-website-homepage.asp

AUSTSWIM
http://www.austswim.com.au/

Triathlon Australia
http://www.triathlon.org.au/data/documents/1/4/Medical%20%20Safety%20Guidelin
es%20-%202007.pdf
Further information
For further information on incorporating risk management strategies into curriculum activity
planning
refer
to
HLS-PR-012 Managing Risks in Curriculum Activities and the associated list of Curriculum
Activity
Risk
Assessment
Guidelines.
(See:
http://education.qld.gov.au/strategic/eppr/health/hlspr012/index1.html)
For further support with risk management training and advice, contact trained staff in
schools such as Workplace Health and Safety Officers (WHSOs) and Workplace Health
and Safety Representatives (WHSRs), and regional staff such as Senior Health and Safety
Consultants.
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7.
Risk Management Checklist - Event Venue
Risk management

Activity scope
Representative Sports Event - Convenor
Teachers/leaders:
Activity description:

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
Competition officials (event coordinator and event marshals) should have the qualifications set out below:
Further information:
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-
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:
have competence and demonstrated ability to undertake the required roles
understand and enforce the rules.
Further information:
-
Minimum equipment/facilities If ‘No’ is ticked, provide further information.
-
Yes
Communication system:
phone-line at location
mobile phone
walkie talkies/UHF Radio
student/adult messenger
N
o
Other:
A medical treatment and evacuation plan should be arranged including a medical/first aid
station.
Access to drinking water (students should not share drinking containers)
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-
Minimum equipment/facilities If ‘No’ is ticked, provide further information.
-
Yes
N
o
Further information:
-
Governing bodies/associations.
Have you referred to the relevant Sport Unit? (Queensland School Sport Unit or the Regional School
Sport office)
Further information:
Hazards and suggested control measures
All persons engaging in this activity should:
identify the hazards, including any additional hazards not mentioned here
assess their significance
manage the potential risks.
Listed below are common hazards/risks and suggested control measures associated with activities. They are
by no means exhaustive lists. After checking these, add details of any other hazards/risks or additional
controls you intend to implement. For any items not applicable, please tick N/A.
Hazards/risks
Recommended
control measures
Yes
No
N/A
If necessary, detail how this
will be implemented and any
additional controls.
Adults supervising students
Blue Card requirements met
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Hazards/risks
Briefings
Recommended
control measures
Yes
No
N/A
If necessary, detail how this
will be implemented and any
additional controls.
Brief all team officials at the pre
event meeting regarding any
potential hazards, safety
controls at the venue and
departmental policies.
Provide any relevant curriculum
activity risk assessment
guidelines to all supervisors of
the activity.
Emergency plans
Ensure that all supervisors are
aware of the emergency
contingency plans for the event.
Special needs
Ensure that appropriate disabled
access and facilities are
available. These include:
disabled access to all facility areas
(consider the gradient of
pathways and ramps and the
location of gutters and grates)
disabled access to toilet, wash basin
and shower facilities
disabled parking.
Consider whether the planned
program is suitable for those
students with special needs
who are attending.
Environmental
Venue
Physical survey of the grounds (walk
around)
Ensure that spectators and vehicles
are kept clear of the competition
and warm up areas.
Check the site for hazards, and
implement controls as
necessary.
Grounds correctly marked and
correct equipment provided
Protective padding in place (if
applicable)
Adequate dressing sheds and
number of toilets; daily cleaning
provided
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Hazards/risks
Recommended
control measures
Yes
No
N/A
If necessary, detail how this
will be implemented and any
additional controls.
Adequate safe seating,
shade/shelter for spectators
and participants
Suitable catering and provision of
water facilities
Adequate PA system – able to be
heard throughout the venue
Sun safety
Adopt sun-safe strategies. For
example:
ensure that shaded areas, hats, sunsmart clothing and sunscreen
are used.
Hydration
Ensure that drinking water is readily
available. (Students should not
share drinking containers.)
Weather conditions
(e.g. storms, wind)
Monitor weather conditions and have
contingency plans.
Vehicles
Safe and suitable parking, drop-off
and pick-up areas
Establish safe, designated areas for
people and vehicles.
Accommodation
Billeting
Ensure that details of students’
billeting accommodation is
obtained and communicated to
team officials
Team
Accommodation
Ensure that team accommodation
booked is of a suitable standard
with emphasis on cleanliness,
catering and all required
facilities.
Ensure that catering of meals is
available, is of suitable quantity
and standard for the age group
and that special dietary needs
can be catered for.
Ensure that team officials have
access to phones, emergency
phone numbers and a vehicle in
case of emergency.
-
Additional control measures (if required)
These would relate to the specific student needs, location and conditions in which you are conducting your
activity.
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-
Additional control measures (if required)
These would relate to the specific student needs, location and conditions in which you are conducting your
activity.
Hazards/Risks
Control Measures
Submitted by:
Date:
List the names of those who were involved in the preparation of this risk assessment.
-
Approval
Approved as submitted:
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-
Approval
Approved with the following condition(s):
Not approved for the following reason(s):
By:
Designation:
Signed:
Date:
Once approved, activity details should be entered on a School Sport
Risk Management register filed at a location, as listed below.
-
Monitor and review To be completed during and/or after the
activity and/or at the completion of the series of activities.
Reference no.
-
Yes -
No
Are the control measures still effective?
Have there been any changes?
Are further actions required?
Details:
-
Risk Management
All Queensland School Sport events require a risk management process to be performed prior to the event
commencing. This process is the responsibility of the teachers involved with the activity.
Principals and teachers should be aware that there are in effect three risk assessment areas as identified by
the Department:
Curriculum Activity Risk Assessment (CARA) for the particular sport – Completed by the Team Coach
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Representative Sports Event - Team Manager – Completed by Team Manager
Representative Sport Event – Convenor – Completed by Convenor
Risk Management: Representative Sports Event The following table summarises the risk
management process and who has the associated responsibilities
Event Level
District Events
Regional Events
State Events
Queensland
hosted Interstate
&
International
events
Other Interstate
&
International
events
Risk assessment
prepared by
Risk assessment approved by
Location of Approved
Documentation
Convenor – usually
teachers
Convenors’ school principal (&
noted by the Chair) or the Chair of
the District Sport Management
Committee
School of the District Sport
Committee Chair
Team Manager
usually teachers
-
Principal from the school of the
teacher official
Teacher’s school
Team
Coach
usually teachers
-
Principal from the school of the
teacher official
Teacher’s school
Convenor – usually
teachers
Regional School Sport Officer
Regional School Sport Office
Team Manager
usually teachers
-
Chair of the District
Management Committee
Sport
Teacher’s school
Team
Coach
usually teachers
-
Chair of the District
Management Committee
Sport
Teacher’s school
Convenor – usually
teachers
Regional School Sport Officer
Regional School Sport Office
Team Manager
usually teachers
-
Regional School Sport Officer
Teacher’s school
Team
Coach
usually teachers
-
Regional School Sport Officer
Teacher’s school
Convenor – usually
teachers
Qld School Sport Unit
Qld School Sport Unit
Team Manager
usually teachers
-
Qld School Sport Unit
Teacher’s school
Team
Coach
usually teachers
-
Qld School Sport Unit
Teacher’s school
Team Manager
usually teachers
-
Qld School Sport Unit
Teacher’s school
Team
Coach
usually teachers
-
Qld School Sport Unit
Teacher’s school
Note: For International and Interstate events hosted outside of Queensland and where the event conveners
have not published a risk assessment, then the team manager will complete the “Sport Event – Convener”
document and upon their return to Queensland have the document stored as per the above schedule.
Important links

SCM-PR-002: School Excursions
http://education.qld.gov.au/strategic/eppr/schools/scmpr002/
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
HLS-PR-003: First Aid
http://education.qld.gov.au/strategic/eppr/health/hlspr003/

HLS-PR-004: Infection Control and Management of Prescribed Contagious Conditions
http://education.qld.gov.au/strategic/eppr/health/hlspr004/

Infection Control Guideline
http://education.qld.gov.au/health/pdfs/healthsafety/infection_control_guideline.pdf

HLS-PR-005: Health and Safety Incident Recording and Notification
http://education.qld.gov.au/strategic/eppr/health/hlspr005/

HLS-PR-013: Developing a Sun Safety Strategy
http://education.qld.gov.au/strategic/eppr/health/hlspr013/

HRM-PR-010: Working with Children Check – Blue Cards
http://education.qld.gov.au/strategic/eppr/hr/hrmpr010/

HLS-PR-006: Managing Occupational Risks with Chemicals
http://education.qld.gov.au/strategic/eppr/health/hlspr006/hs16.pdf

Queensland School Sport Unit
www.schoolsport.qld.edu.au

Get Active Queensland Accreditation Program
http://www.sportrec.qld.gov.au/CommunityPrograms/Schoolcommunity/GetActiveQueenslandAccred
itationProgram/Courseinformation.aspx

Australian Track and Field Coaches Association
http://www.atfca.com.au/

International Amateur Athletic Federation
http://www.iaaf.org/aboutiaaf/publications/regulations/index.html

Royal Life Saving
http://www.royallifesaving.com.au/www/html/7-royal-life-saving-website-home-page.asp

AUSTSWIM
http://www.austswim.com.au/

Triathlon Australia
http://www.triathlon.org.au/data/documents/1/4/Medical%20%20Safety%20Guidelines%20%202007.pdf
Further information
For further information on incorporating risk management strategies into curriculum activity planning refer to
HLS-PR-012 Managing Risks in Curriculum Activities and the associated list of Curriculum Activity Risk
Assessment Guidelines. (See: http://education.qld.gov.au/strategic/eppr/health/hlspr012/index1.html)
For further support with risk management training and advice, contact trained staff in schools such as
Workplace Health and Safety Officers (WHSOs) and Workplace Health and Safety Representatives
(WHSRs), and regional staff such as Senior Health and Safety Consultants.
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8.
Hydration Guidelines
HYDRATION GUIDELINES
DRINK WATER - DRINK FLUIDS - DRINK WATER DRINK FLUIDS
8.1. Introduction
Queensland School Sport programs provide both sporting and educational opportunities
for students. The purpose of these guidelines is to ensure that students become aware of
the benefits of proper hydration practices before, during and after physical activity.
It is essential therefore that all team management at Queensland School Sport events
ensure that students are not placed at risk and are properly hydrated before participating
in physical activity.
8.2. Key Messages
The following messages should be used to help convey the benefits of proper hydration.
THIRST IS A POOR INDICATOR OF FLUID NEED
HYDRATE BEFORE, DURING AND AFTER PLAY
8.3. Suggested Procedures
The following procedures are suggested for all Queensland School Sport events:

Host Regions should ensure that water is available at all venues at all times and if
necessary, water carriers should be provided during matches. Other fluids which
may be used include diluted sports drinks, diluted cordial and diluted fruit juices.
Carbonated drinks should not be used.

The procedures to be followed for providing fluid to students during competition
should be clearly identified at the pre-event meeting or in pre-event Bulletins.

Sports which do not have appropriate scheduled re-hydration strategies (e.g. drinks
breaks) should implement strategies for allowing fluid to be provided to participants
during matches.

Scheduled breaks in matches should be used to actively promote the benefits of
hydration to participants.
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
Where possible, team management should actively promote the use of interchange
rules as a tool to prevent dehydration.

Participating teams may designate their own water carriers. These may be adults
but cannot be the team coach.

No water carrier is to engage in the coaching of individuals or the team whilst on the
field of play.

Regional School Sport Boards should ensure that all their teams are provided with
individual water bottles for every event. During matches, these should be located
immediately next to the playing area to enable players to help themselves (at
appropriate
times)
during
matches.
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9.
Codes of Conduct
9.1. Team Member's Code of Conduct
9.1.1. As a team member

Take responsibility for your own conduct 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, face book, 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.
9.1.2. As a Billet

Stay with your assigned billeting family for the duration of the event.
(06/08/09)
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
If there are problems with your billet consult with your team
manager (06/08/09)

Be courteous.

Social activities other than those organized 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.
9.1.3. As a Guest in Motels, Colleges, Caravan Parks and Surf Clubs etc.

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.
9.1.4. 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 Management Group is responsible for imposing
any longer term consequences.
Furthermore, QSSMG 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
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9.2. Parent’s Code of Conduct

Cooperate with the school to achieve the best outcomes for your child

Support team and event officials in maintaining a safe and respectful
learning environment for all students

Maintain positive relationships with team officials regarding your child’s
learning, wellbeing and conduct

Encourage participation by your children.

Provide a model of good sportsmanship for your child to copy.

Be courteous and constructive in your communication with players, team
officials, game officials and sport administrators.

Encourage honest effort, skilled performance and team loyalty.

Make any new parents feel welcome on all occasions

Do not interfere with the conduct of any events

Do not interfere with any billeting arrangements. Once requested, you
must accept the billet allocated by the host centre (06/08/09)

If you consider there are problems with your child’s billet consult with the
team manager (06/08/09)

Behave in a manner that respects the rights of others regardless of
mediums of communication used e.g. digital mediums such as twitter, face
book, email and texts (12/11/10)
9.3. Spectator’s 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 (12/11/10)
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9.3.1. Breach of the Code
Team managers and event organizers 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 Management Group 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.
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10. Photography Statement
Photography (for personal / family use) at Queensland School Sport
Events
10.1. Statement of Intent

Queensland School Sport is mindful of the possibility of indecent
photography of students participating at sporting events.

Queensland School Sport owes a duty of care to students participating in
sporting events and has an obligation to comply with departmental policy
concerning child protection matters.

Queensland School Sport recognizes that it is a normal and appropriate
expectation of parents / carers to be able to visually record the sporting
achievements of their children. However this expectation must be balanced
against legitimate concerns that may be raised about inappropriate
photography of students.

Queensland School Sport also recognizes that some
managers/owners may not permit photography in their venue.
venue
10.2. Statement of Practice

The taking of photographs (for personal / family use) is therefore permitted
at Queensland School Sport events except where an event is held at a
venue where venue management prohibits such photography.

Where a venue prohibits photography signage stating that photography is
not permitted will be displayed to spectators on venue entry points.

Where a Queensland School Sport representative reasonably considers
that a spectator is engaged in photography of an indecent nature or is
engaging in photography contrary to the venue owner’s prohibition, if the
spectator does not desist they will be asked to leave the event premises.
Police may be called to assist where the event convenor considers it
prudent.
The management of this policy is the responsibility of the event
convenor in consultation with team officials and venue management.
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11. Student Officials’ Participation Policy
Queensland School Sport supports the pathway development of student officials. To this
end the following principles are designed to ensure parity of access and support across
regions and sporting activities. This policy only applies to student officials programs
organized and supervised by QSS or its committees.
Regions and sport specific committees support the selection of student officials to attend
State Championship and National Events. Should sport specific committees wish to
take advantage of this program the following principles should be followed:
1. Sport Specific Committees must appoint a Student Officials Manager (SOM).The
SOM coordinates the selection, paperwork, management, and transport of the
“team” of student officials from whichever regions the students come from to the
State Championships. (as they would if they were a regional team official). At the
event they will coordinate and or assist with the scheduling of student officials
match appointments and their mentoring/evaluation.
2. If there are less than 6 student officials selected, they shall remain the supervision
responsibility of the regional coach and manager of the region they reside. The
SOM will supply all paperwork to the regional officials. Early liaison with RSSO’s for
travel bookings is essential
3. If 6 or more student officials are selected the SOM will supervise the students at the
State Championships. TRS for the SOM will be supplied by QSS, TRS (as per the
allocative QSS model)
4. QSS have all standard forms for use by committees for student officials
5. The SOM should make request to QSS for provision of student officials funding for
state championships by October each year for the following year’s
appointments.(contact with regional delegates and State Sporting Organizations to
source possible student officials will assist with accuracy)
6. Selection should be based on equity of opportunity and in accordance with sportsspecific and regional selection policies
7. Formal selection processes should be adopted by sports to select student official/s
from State Championships to attend National events where applicable.
8. Billeting conditions are the same as for other team members
9. Recognition should be provided in programs and official ceremonies for student
officials as a distinct group.
10. Accreditation opportunities at the event should be arranged where possible
11. Selected student officials are considered as part of the sport specific or the Qld
team, and shall contribute to their participation in the following manner:
1. Not receive any payment for official duties at the event
2. Receive commercial travel subsidy supplied by Queensland School Sport
3. Pay the balance of airfare not subsidized
4. Wear travel uniform (minimum of polo shirt) as determined by the SOM or
Sport Specific Committee
5. Be part of team photos
6. Not required to pay the Championship levy
7. Be required to pay Management Levy as determined by SOM or sport
specific committee (e.g. polo shirt, management levy)
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12. Guidelines for Billeting
Billeting can be an enjoyable and educational experience for visiting
members of school sporting teams. If both team members and host
families follow the guidelines listed below, the experience will also be
enjoyable for hosts.
Students’ safety and well-being is paramount in all billeting situations.
As a
consequence, the requirements for accommodation as set out in the Commission for
Children and Young People and Child Guardian Act 2000 and the subsequent
Commission for Children and Young People Amendment Regulation (No.1) 2005, are to
be applied in all billet situations for parents of state and non-state schools. The main
points are:
A person who is participating in the billeting of students will not be required to hold a
Blue Card where the billet is organized by a school (state or non-state), or an
incorporated association; and

The billeter performs the function as a volunteer; and

The billeter performs the function not more than twice in the same year;
and

The billeter performs the function for a period that is, or for periods that are
each, 10 days or less.
12.1. Guidelines for Billeting
The Manager of the team will be responsible for planning the billeting of students
in the team in liaison with students, teachers, parents and Principals. This
consultative planning will ensure that the individual circumstances and needs of
students are considered when determining billeting options. Age, medical
conditions, religion and independence skills are examples of individual
circumstances that need careful consideration in determining the most
appropriate billeting options. Consideration should also be given to the
accessibility of the accommodation and its facilities and ensure that it meets the
requirements of all students.
12.1.1. Billeting options include:

Being billeted by a family from the host school as coordinated by the
host Region. This should come as a recommendation of the
Principal of their school and must be agreed to by the Principal of
the host school

Staying in a camp, under the supervision of Education Queensland
team managers, or

Staying in private accommodation arranged by their parents.
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The final decision on a student’s accommodation will be made by the
Manager of the team, after consultation with the Regional School sport
Officer and if necessary the Regional School Sport Board.
12.2. Guidelines for Team Officials
1.
For students staying in private accommodation arranged by parents seek
approval from Queensland School Sport and ensure that parents have
provided full details of address, contact number etc, prior to departure.
2.
Forward student details to the Queensland School Sport Office as early as
possible.
3.
Whenever possible, advise families of students of billeting details before
departure. Include location and telephone contact for team officials'
accommodation.
4.
Where billeting details are unknown before departure, team officials are to
encourage students to phone home immediately on arrival.
5.
All team officials should stay together in suitable public accommodation.
(Where team officials are in private accommodation, address and phone
number MUST be available to parents prior to departure).
6.
Team officials must ensure that billeting families are provided with a
telephone contact number that can be accessed at all times i.e. either
mobile phone, competition venue or accommodation.
7.
Late notifications and/or changes are not acceptable and visitors must
accept the billet provided.
8.
Ensure all students and students families have a copy of the Team
Members' Code of Behaviour and are aware of its contents and
implications.
9.
Team officials should, prior to departure, discuss with the students the
situation of billeting and ensure the students’ expectations are realistic.
10.
A student should not be removed from billet accommodation unless the
student is at risk. The student’s problem should be thoroughly discussed
with the student and determined to be genuine. The matter should be
further discussed with the host state representative/school billeting officer
and the billeting family.
12.3. Guidelines for Host Families
Students’ safety and well-being is paramount in all billeting situations. As a
consequence, the requirements for accommodation as set out in the Commission
for Children and Young People and Child Guardian Act 2000 and the subsequent
Commission for Children and Young People Amendment Regulation (No.1) 2005,
are to be applied in all billet situations for parents of state and non-state schools.
The main points are:
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A person who is participating in the billeting of students will not be required to
hold a Blue Card where the billet is organized by a school (state or non-state), or
an incorporated association; and

The billeter performs the function as a volunteer; and

The billeter performs the function not more than twice in the same year;
and

The billeter performs the function for a period that is, or for periods that are
each, 10 days or less.
1.
Do not accept a billet if you believe it is beyond your resources or
capabilities (e.g. financial, unfamiliarity with student’s medical and
or care needs).
2.
Meet students on arrival at the designated collection point.
3.
Make them welcome and ‘at home’.
4.
Provide the students with a bed and meals. Students may purchase
some meals at the playing venue.
5.
Provide facilities for the washing of clothes/uniforms or assist with
their washing if necessary.
6.
Ensure students have a written copy of your name, address and
telephone number.
7.
Do not lend students money.
8.
If the host state/territory organizers 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.
9.
Queensland School Sport does not approve the organization of any
functions, including parties, for groups of visiting students, except
for those organized by the host centre.
10.
Host families have the authority to demand a standard of behaviour
from students that could be expected by any prudent parent.
11.
Contact the team management or the host centre’s billeting officer if
you have any problems during the Championship.
12.4. Guidelines for Visiting Team Members
1.
Assist in household chores as appropriate.
2.
Be courteous.
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3.
Advise your billets when and where you will be.
4.
Social activities other than those organized or approved by the host centre
are not permitted.
5.
Pay for phone calls - don’t borrow money.
6.
If delayed unexpectedly, contact your hosts immediately.
7.
Respect the wishes and routine of your billeting family.
8.
Be responsible - you are representing your family, your school, your
Region or your State.
9.
Bring a small gift for your billeting family or write a letter of thanks.
10.
Say THANK YOU - often!
11.
Do not consume alcohol, smoke, or take non-prescribed drugs.
12.5. Guidelines for Host Centres/Billeting Officer
Billet Officers must ensure that host families are familiar with the requirements of
billeting as prescribed by the Commission for Children and Young People and
Child Guardian Act 2000. It is recommended that schools add to their billet
information that goes to parents, a section for parents to sign that states:

I certify that I have not billeted on more than two (2) occasions in the
current calendar year; and

That each occasion has been no longer than ten (10) days in duration; OR

I am the holder of a current Blue Card
1.
If at all possible, advise visiting team officials of billeting details prior
to their departure for the Championship.
2.
Ensure all host families have a copy of Team Members Code of
Conduct and Guidelines for Host Families.
3.
On arrival, impress again on visiting students the importance of the
Team Members Code of Conduct and Guidelines for Visiting Team
Members. (If at all possible, do this while billeting families are in
attendance).
4.
Liaise with team officials to solve reasonable requests for
unsatisfactory billet allocations.
5.
A short thank you note to billeting families on completion of the
Championship is good public relations.
12.6. Guidelines for Parents of Visiting Team Members
1.
Read the Championship rules regarding billeting.
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2.
Make contact with the host family prior to the event (if known).
3.
Do not interfere with any billeting arrangements.
4.
If you consider there are problems with your child’s billet consult with the
team manager.
5.
Ensure your child is fully aware of the above guidelines.
6.
Inform your child that he/she should not expect the home he/she is staying
in to be exactly the same as his/her own. No two households are the
same.
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13. A Guide to Managing Complaints - Queensland
School Sport
13.1. Introduction
The aim of this information is to provide guidelines for QSS personnel for the
effective management and resolution of complaints. It sets out a process that can
be applied to the management of complaints raised by clients. It also provides an
overview of the responsibilities of sport, district office and central office personnel.
Anyone making a complaint has been disappointed or upset by a decision or
action. We need to work with them and with the person complained about to
resolve the issue and put things right in a way that restores harmonious working
relationships and regains commitment to the sport.
This policy outlines procedures and strategies to be used in the effective
management and resolution of complaints in sports conducted under the
auspices of Queensland School Sport. This includes all tiers of sanctioned
school sports, whether it be at a school site or a national carnival.
It comprises a flow chart overview for ready reference followed by a more detailed
statement based on Education Queensland’s “Putting Things Right – A guide to
managing complaints.”
Complaint is lodged
All officials at a Q.S.S. sanctioned event must be aware of the
appropriate protocols for people to use to lodge a complaint.
Complaint is received
Phase One – see following document.
If the complaint is minor and easily resolved, Phase One
actions will complete the process.
If there is a probability that Phase One is not going to resolve
the matter, move to Phase Two.
Parent
Official
Student
Spectator
Appoint
an appropriate
officer
to
complaints *
A complaint
committee may
be convened
Fact Finding
handle
Phase Two
This may involve referral to other people or agencies – check
details in following document.
Suspected sexual or physical abuse MUST be referred to
CJC.
Phase Three
Document the details
Use words that give a clear picture of events.
verified facts from alleged incidents and opinions.
Give all parties a fair hearing.
Phase Four
Separate
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Resolve the
complaint
If the complaint
cannot be resolved at
the event
Make a fair decision based on the information available.
Focus on resolving the issue and restoring harmony.
Communicate clearly to all parties.
Ensure relevant documentation is filed for future retrieval.
Phase Five
A written submission outlining an unresolved complaint may
be forwarded to the Sports Unit, DETA.
It should contain all relevant details and an outline of the
steps taken to try to resolve the complaint.
Officers from the unit are responsible for management of the
complaint at that level, in consultation with the Executive
Committee and any other personnel deemed necessary.
All decisions are subject to review.
Principal or nominee
Convenor, Assistant Convenor (if appointed), Coach or
Manager with experience in handling complaints
Host RSSO, Convenor, Assistant Convenor, Coach or
Manager with experience in handling complaints.
Review
* School Event:
* District Event:
* State Event:
13.2. Complaints Management — A guide for sports officials and
administrators
The effective management and resolution of complaints in sports needs the
goodwill and trust built through collaborative partnerships with people, a positive,
client service approach, openness to feedback, fair and transparent decision
making and a commitment to conflict resolution.
This leads to a more harmonious climate, better outcomes for our students and
more support for our sport from the community.
The following principles underpin our handling of complaints:

complaints handling is part of personal accountability;
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
accountability entails a personal responsibility to deal positively with
complaints;

a complaint provides an opportunity to improve service delivery;

a complaint provides an opportunity to satisfy a client by putting things
right;

a commitment to putting things right will help to build positive partnerships
in sport.
Appropriate processes for the effective handling of complaints should be
established and publicised at all sites.
In a site-based management environment, officers manage most complaints at
the local worksite. Regional School Sports Officers will provide support in
managing complex complaints and investigations when needed. However, some
types of complaints cannot be handled locally, and these must be referred to
central office or external agencies (e.g. complaints alleging official misconduct,
even if anonymous, must be referred to the department’s director, audit
operations & liaison officer to the CJC);
Complaints can come to officials and managers in many forms and they
could come from parents, community, staff or students. All should be
handled in a positive and open way.
Four key phases can be identified in handling a complaint:

receiving and clarifying the matter;

deciding how to handle the matter; in particular, deciding whether it is
appropriate for you to handle the matter or whether it should be referred
elsewhere;

finding out more about the matter and documenting where necessary;

making a decision about the matter, which includes reaching an effective
resolution and appropriately communicating the decision.
The phases in this model are not intended to be prescriptive or used in a lockstep way. In most cases all phases can be worked through very quickly, as part of
one process.
13.3. Phase 1 Receiving and clarifying the matter
People with concerns or complaints must be made welcome. They should be
made to feel that their concern would be followed up.
You might consider nominating an appropriate senior official to receive all
complaints. This person may need training and support.
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CAN PEOPLE BRING MATTERS FORWARD EASILY AND QUICKLY?

The commitment to being positive about complaints must be obvious to
complainants.

All staff need to be aware of this policy and your procedures.

Dealing with complaints promptly can speed their resolution.

Complaints are opportunities to improve. You need to know about them
quickly.
DO PEOPLE KNOW HOW TO BRING MATTERS FORWARD?

Clients should know how to lodge a complaint and how it will be handled.

Your openness will encourage complainants to be open with you.

Being defensive can undermine their trust in your ability to deal with their
concerns.
CAN PEOPLE GET THEIR CONCERN ACROSS? HOW DO YOU HELP THEM?

Identify yourself, listen, record details, determine what the client wants and
arrange a suitable time to talk if necessary.

Remain calm: try to get past the complainant’s anger to uncover the
underlying issues.

Show you are prepared to listen and are genuine in your interest in
resolving the issue.

Always be courteous and ask for courteous language from complainants.

Anonymous and apparently frivolous complainants should be asked to put
their concern in writing. Abusive people should be requested to comply
with the Code of Conduct.

Paraphrase the client’s concerns back to them to ensure that you
understand them.

Make sure you understand the history of the complaint. Has someone else
already handled it?

Do not attempt to lay blame, or be defensive: keep the focus on the issue
and avoid argument.

Explain the courses of action available. Apologise if a mistake has been
made.

Resolve the complaint if possible or commit to immediate action,
irrespective of who will finally handle the complaint.

Ensure that the client knows that the complaint is receiving attention,
without raising unrealistic expectations. If necessary, ask for time to think
about the complaint and seek advice.
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
Tell them that their concern will be handled sensitively.

Explain to the complainant that the person complained about has rights too
and will need to be informed (except where the matter must be referred
directly to the director, audit operations & liaison officer to the CJC).

Ask whether the client is satisfied with the proposed course of action. If
not, advise them of alternative courses of action.

Complete and file a record of complaint, including a copy of any
correspondence.
WHAT SUPPORT DO PEOPLE NEED?

Ask others to help complainants where necessary.

Seek advice or consult a colleague if necessary.

Give support to a staff member who may have had to interact with a
verbally aggressive person.
Phase 2 Deciding how to handle the matter
This phase involves making a judgement about the type of complaint, how it
should be handled and by whom. It is important to understand the following:
THE COMPLEXITY OF THE ISSUE. ASK YOURSELF:

What is the substance of the complaint?

What are the underlying issues? Do you have enough information?

Can the issue be resolved straight away?

Does QSS or system policy or legislation cover it?

What type of complaint is it? Should it be referred to a district or central
office officer? (An overview of the main complaints handling processes is
provided on pages 9–10.)
THE IMPLICATIONS OF THE COMPLAINT

Check if the complaint involves others who are unaware of the situation.

Reflect on the implications of the concern and of your proposed action.
THE SERIOUSNESS OF THE COMPLAINT

If legislation requires you to refer the matter to a district or central office
person e.g. suspected sexual or physical abuse of a student, record the
details and refer it immediately to DET’s director, audit operations & liaison
officer to the CJC.)
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THE APPROPRIATE APPROACH

Ask yourself if you have done everything you can to resolve this matter.

Check that you have enough information from all parties. If not, a more
thorough inquiry may be needed.

If you need to act as arbiter, decide who is the most appropriate person to
investigate the matter.

Move quickly to whatever else needs to be done. Complaints that are left
alone usually ‘fester’ rather than fade away.

Beware the quick solution that does not resolve the underlying issue.

Document matters thoroughly and file all records.
Phase 3 Finding out all about the matter
Most complaints should be resolved informally. A few may need more formal
processes. In either case do the following:
GET THE FACTS/SEARCH FOR THE TRUTH ABOUT THE MATTER

Make sure you fully understand the complainant’s concerns.

Provide appropriate resources and facilities to handle the complaint
properly.

Plan your approach. Be systematic. Keep a balanced perspective.

Ensure that you get all the facts.

Be assertive but not coercive.

Make sure that all the parties involved have an opportunity to explain their
viewpoint fully.

Avoid judgmental, leading or closed questions. All your actions must show
your openness.

Consult relevant legislation, department and QSS policy.

Carefully document information uncovered, legible, signed and dated key
statements, summaries of interviews and your actions in more serious
matters (or where it appears likely a matter may have more serious
implications).
BE AWARE OF PEOPLE’S NEEDS AND RIGHTS

Ask yourself how you would like to be treated. Try to see things from the
other’s perspective. Be prepared to give the benefit of the doubt.

Make sure all the people involved understand the processes being used
and the options available to them, and the consequences of them.
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
Make sure people complained about understand the concerns and have an
opportunity to respond (but see child protection policy).

Read the summary of interview back to the complainant and ask them to
sign and date it to indicate agreement. (The person may need time to think
about this and consult before signing.)

Ensure that all information is treated sensitively.

Advise complainants making serious allegations to maintain confidentiality
of all information except with those authorised to investigate the matter.

Establish the causes of the problem. Help others understand the causes.

Be aware that any step may be subject to review and that documents may
be requested under FOI.

Explore the options

Identify possible and realistic options and outcomes with both the
complainant and the person complained about.

Allow all parties an opportunity to respond/react either separately, or in a
meeting with you if appropriate.

Consider the use of mediation, if it seems this will be productive, and both
parties agree to it. Make sure a person trained and skilled as a mediator is
used.

Ensure that the investigator and decision maker are different, especially for
more serious matters. The decision maker must be prepared to be
accountable for the final decision.

Consider calling ‘time out’ to allow thought or to seek advice and support if
necessary.
MAKE SURE HELP IS AVAILABLE

Ensure that help is available to the complainant where necessary.
Phase 4 Making a decision about the matter
DECISION MAKING IS FAIR AND BASED ON THE INFORMATION AVAILABLE

Ensure that you are empowered to make the decision.

Make sure enough information is available to make a decision.

Assess the matters and understand their context. Matters not relevant to
the issue being investigated are not to be considered.

Make decisions ‘on the balance of the probabilities’, that is, the likelihood
that an event occurred.

Make decisions for clear reasons that are based on, and justified by, the
facts and considerations, and do not exhibit bias.
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
Ensure that people’s individual rights and freedoms are respected.
THE FOCUS MUST BE ON RESOLVING THE ISSUE AND RESTORING HARMONY

Work for the best resolution for both the complainant and the person
complained about.

If appropriate, bring both parties together to hear each other’s story and
feelings and try to work for understanding and a negotiated settlement.

Encourage all parties to accept that they have responsibilities to help ‘put
things right’.

Agree on timelines and processes as well as desired actions.

Inform all involved of your conclusion and reasons. This should preclude
the criticism that the complaint was not dealt with.

Communicate in a manner that achieves a high level of understanding of
your decision and your processes.

Aim for resolution with dignity for all involved. Ensure that all
communication is timely, appropriate to the circumstances and sensitive to
the needs of all.

Follow up to ensure continued satisfaction and provide support where
needed.
USE THE COMPLAINT AS AN OPPORTUNITY FOR IMPROVEMENT.

Ask yourself how you will know that the resolution has been successful.

Reflect on what the complaint and its handling have taught you about your
systems or yourself.

Consider what more needs to be done to improve service, including the
handling of complaints, policies and procedures and to deal with
organisational issues.

While the complainant may be satisfied, ask yourself if others need
support.

Record data for future analysis of causes, trends and needs for training.
ENSURE NECESSARY DOCUMENTATION IS COMPLETE AND FILED IN A SECURE
LOCATION. THIS MAY BE NEEDED IF THERE IS AN APPEAL OR AN EXTERNAL
INVESTIGATION IS REQUIRED.
ALL DECISIONS ARE SUBJECT TO REVIEW

If complainants remain dissatisfied or aggrieved about a decision, QSS
policy or practice, they have the right to approach the Director General or
their member of parliament or an agency of external review e.g. Judicial
Review, the Ombudsman, Queensland Anti-Discrimination Commission or
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the Children’s Commission (if they have not already done so in the first
place).

These agencies may arrange contact with Department of Education and
Training about the matter.
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14. State Championship Program Template
The State Championship program is the public promotional face of each state
championship event. It also acts as an historical record of the event. As such, the
presentation and content of the program should be of the highest quality.
The following is a minimum list of content items which must appear in each and every
program.
14.1. Minimum Requirements
1.
Cover – Should display the QSS logo, and any current major sponsors of
QSS by name / logo or contractual obligations (check with Queensland
School Sport Foundation). It must also show the age division of the event,
the sport, “state championships” wording, the venue and date – in that
order (see example below).
2.
A welcome message
3.
The draw or order of events
4.
Championship rules
5.
Listing of player and official participants
6.
Codes of Conduct
7.
Hydration Guidelines
8.
Photography policy
Additional promotional material for host regions/committees and local sponsors is
at the discretion of the host. Similarly, past results, listing of event officials, history
of the sport etc may be included
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Example of Championship Title for Program Cover
12 YEARS & UNDER
AUSTRALIAN FOOTBALL
STATE CHAMPIONSHIPS
MACKAY
10-14 JUNE 2007
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15. Guidelines for Gender Equity in School Sport
15.1. Introduction
These operational guidelines are to supplement CRP-PR-009: Inclusive
Education to include direction regarding gender equity in school sport and
physical activity.
School sport and physical activity are considered to be components of a student’s
overall physical education and include all levels of organized competitive and
informal physical activity in schools. These guidelines apply to all relevant
activities from informal playground games to organized interschool competition.
The guidelines are designed to promote gender equity in school sport and
physical activity, by addressing issues such as:

the lower levels of participation of female students compared to male
students

perceived restrictions on the range of sports available to both male and
female students because of their gender

the lower levels of skill development of female students

sex role stereotyping

harassment based on sex, gender or sexual identity and

any other factor that may inhibit students’ overall participation in school
sport and physical activity based on gender.
15.2. Rationale
These guidelines respond to research and studies that have been conducted over
a number of years relating to gender and physical activity. The research
indicates that:

Girls’ interest and participation in sport and physical activity decreases
during the latter years of compulsory schooling.

Girls’ levels of physical fitness declines during the latter years of
compulsory schooling.

There has been a history of girls and women having unequal access to
sporting activities, sport resources and sport promotion.

Many factors inhibit girls’ sport participation in mixed-sex competitions
including, but not limited to:

not having suitable clothing and footwear to wear

lower levels of confidence and comfort in mixed sex games
or competition partly due to the relatively limited opportunities
for them to develop skills
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
a lower level of encouragement given to girls and

disparaging remarks made about girls’ physique and their
participation in sport and physical activity.

Boys’ participation in sport can sometimes be characterized by attitudes
and behaviour which are not conducive of inclusive and supportive
practices.

Policies, strategies and programs are needed to encourage girls’
involvement in physical activity by addressing barriers that inhibit their
participation and to encourage both boys and girls to participate in a wider
range of physical activities.
15.3. Legislation
The Anti-Discrimination Act 1991 (Queensland) is designed to promote equality of
opportunity for everyone by protecting them from unfair discrimination in certain
areas of activity, including work, education and accommodation.
Section 39 of the Anti-Discrimination Act 1991 (the Act) states that an educational
authority must not discriminate:
(a)
in any variation of the terms of a student’s enrolment; or
(b)
by denying or limiting access to any benefit arising from the
enrolment that is supplied by the authority; or
(c)
by excluding a student; or
(d)
by treating a student unfavourably in any way in connection with the
student’s training or instruction.
Section 105 of the Act states that:
1.
A person may do an act to promote equal opportunity for a group of people
with an attribute if the purpose of the act is not inconsistent with this Act.
2.
Subsection (1) applies only until the purpose of equal opportunity has been
achieved.
Section 111 relates specifically to sport and states that:
1.
A person may restrict participation in a competitive sporting Activity:
(e)
to either males or females, if the restriction is reasonable having
regard to the strength, stamina or physique requirements of the
activity; or
(f)
to people who can effectively compete; or
(g)
to people of a specified age or age group; or
(h)
to people with a specific or general impairment.
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2.
Subsection (1)(a) does not apply to a sporting activity for children who are
less than 12 years of age.
3.
In this section competitive sporting activity does not include;
(a)
the coaching of people engaged in a sporting activity; or
(b)
the umpiring or refereeing of a sporting activity; or
(c)
the administration of a sporting activity; or
(d)
a sporting activity prescribed by regulation.
15.3.1.
Interpreting the Anti-Discrimination Act 1991 (Queensland)

Sections 39, 105 and 111 should be read in conjunction with each
other. While Section 111(2) prohibits selection for competitive
sporting activity on the basis of sex for children less than 12 years
of age, Section 105 permits affirmative actions for a period of time
until equality of access to, and participation in, sport is achieved.

The particular history of girls’ and women’s unequal access to sport
and to sport resources gives particular importance to Section 105,
which allows for equal opportunity measures to redress the effects
of past discrimination.

Similarly, while Section 111(1) allows for discrimination on the basis
of sex for particular sporting activities for students who are 12 years
and over, it may have to be shown that the discrimination is
warranted in order to achieve equal opportunity. This is because
Section 105 permits action to achieve equal opportunity for a group
which has been disadvantaged under the following circumstances
only:

If the action is not inconsistent with the Act; and

Until the purpose of equal opportunity has been achieved.
15.4. Responsibilities
As outlined in the responsibilities section of CRP-PR-009: Inclusive Education,
principals are to:

Provide leadership that contributes to creating a school climate that is
welcoming of all students and establishes a culture of respect that is
evident in all school policies, programs and practices.

Work collaboratively to embed an inclusive approach to curriculum
development, teaching, learning, assessing and resource selection across
school.

Identify and resolve barriers to student access to, and engagement with,
programs and activities across years of schooling through consultation and
collaboration.
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
Develop school culture that reflects high expectations for all students.

Treat all students with dignity so they can enjoy benefits of education and
same general rights and opportunities through enrolment, participation,
access to curriculum and achievement.

Develop and implement strategies and programs to prevent victimisation
and harassment in sport
15.5. Guidelines
15.5.1. Supportive School Environment
The following guidelines are to assist principals in providing a supportive
environment in which to achieve an inclusive approach to school sport.

School sport, physical education and recreational activities should
aim to break down gender-stereotyped expectations about
participation and skills development.

School sport, physical education and recreational activities should
aim to develop in all students positive attitudes toward participation
in sport.

Access to resource materials, including the use of playground
space, sport facilities and equipment, should be equitable for all
students.

Allocation of funds for facilities and equipment should be equitable
for all students.

Equitable access to quality coaching, irrespective of gender or
ability, should be available to all students.

When reporting and publishing sporting achievements, equal
recognition should be given to all sports and all participating
students.

Compensatory programs should be implemented to encourage the
development of skills and attitudes for all students, including the use
of single sex groupings as appropriate.

Interactions between teachers and students, and other parties
including parents should:

indicate respect for individuality

show an appreciation for and affirmation of diversity,
including the different skills and abilities which individuals
bring to their teams and to their sports

use language that is inclusive and non-sexist

address any gender-stereotyped expectations which occur.
15.5.2. Schools should:
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
encourage all students to have clothing and footwear that allow
freedom of movement. In particular, female students should be
encouraged to wear clothes that enable them to engage in physical
activity without embarrassment or restriction

provide changing facilities which offer full privacy to all users

structure sport groupings to facilitate positive interactions and
experiences for all students with the recognition that single sex
groupings may be used to achieve this purpose

aim to develop a positive attitude in all students towards
participation in school sporting activities (e.g. include the provision
of specific programs designed to redress gender inequities in school
sport)

allocate equitable funds, resources, space, facilities and equipment
for school sporting activities to provide equal access for all students,
and provide equitable acknowledgement of participation and
achievement in school sport.
15.5.3.
Team Selection
The following guidelines are to assist schools and team selectors to
implement Inclusive Education in regards to gender equity in school sport:
For students less than 12 years of age, these guidelines should be
followed:

Team selection for school sport must be based on merit, using the
criteria of skill level, performance, attitude and behaviour on and off
the field of play.

In order to enhance equal sporting opportunities for female and
male students, and in particular, to raise the skill and participation
rates of female students in as wide a range of sports as possible,
parallel single sex competitions may be offered. However, where
appropriate, combined participation should be encouraged.

Where single sex participation is deemed necessary to raise the
skill and participation rates of female students, this decision should
be justified on the basis of achieving equality of opportunity.
For students 12 years of age and over, these guidelines should be
followed:

Team selection for school sport must be based on merit, using the
criteria of skill level, performance, attitude and behaviour on and off
the field of play and, where relevant to a particular sport, strength,
stamina and physique.

In order to enhance equal sporting opportunities for female and
male students, and in particular to raise the skill and participation
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rates of female students, parallel single sex competitions in as wide
a range of sports as possible should be offered. However, where
appropriate in terms of the criteria outlined in the previous point,
combined participation may also be encouraged.

For all students, these guidelines should be followed:

Female students may be selected in a male students’ team
on merit. Likewise, male students may be selected in a
female students’ team on merit, provided care is taken to
ensure the inclusion will not displace, disrupt, dominate or
disadvantage the participation of female students in that
team. This pattern of selection should not be at the expense
of the variety and number of teams offered to either sex.

Consideration should be given to the physical suitability and
competence of each student to participate in the specific
sporting activity. When selecting any team, the safety and
welfare of all students must be given priority. As outlined in
the Anti-Discrimination Act 1991 (Queensland) s11, it is
possible to restrict participation in sporting activity due to
strength, stamina and physique issues.
15.6. Monitoring
School communities should collaboratively monitor all of the above strategies:

to evaluate participation in school sport and physical activity for male and
female students.

to identify those strategies which have had a positive impact in terms of
more equal outcomes for male and female students, and to identify those
which require a changed approach or renewed efforts.
15.7. Health and Safety
Student health and safety issues are raised when considering gender and sport /
physical activity. Principals, teachers and coaches have a duty of care regarding
the safety and welfare of students participating in school sport and physical
activity.
Risk management of all activities should be undertaken by principals, teachers
and coaches and taken into consideration for all school sports. The policy HLSPR-012:
Curriculum
Activity
Risk
Management
is
available
at:
http://iwww.qed.qld.gov.au/strategic/eppr/health/hlspr012/
This policy can be
accessed for guidance on the risk management aspect of school sports. Specific
information regarding risk management for individual sports can be accessed
here: http://iwww.qed.qld.gov.au/strategic/eppr/health/hlspr012/index1.html
Involvement in sport and physical activity by pregnant students
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Sporting activities and physical education should be made available to pregnant
students should they wish to participate, unless medical advice indicates
otherwise.
Principals aware of a student pregnancy should seek written confirmation from a
medical professional before allowing the student to participate in school sport and
physical activity.
The Australian Sports Commission has published guidelines regarding the
participation of women who are pregnant in sport.
The guidelines are intended as an information source for sporting administrators,
coaches and officials. They are not intended, nor are they suitable to be used as,
advice to sports participants.
The
guidelines
are
http://www.ausport.gov.au/women/docs/Pregnancy.pdf
available
at:
15.8. Checklist for addressing gender issues in School Sport
This list is adapted from Macdonald, D & Jobling, I. 1992, ‘A checklist for gender
equity in school sport’ ACHPER National Journal, Autumn, No 133, pp 22-25. It
is a series of questions for schools to raise awareness and guide subsequent
action in matters regarding gender equity in school sport and physical activity. It
has been divided into relevant sub-headings for ease of use and reference.
School Sport and Physical Activity Program

Does the school’s sport and physical activity policy and program
identify equity as a significant goal, and has this goal been clearly
articulated to all participants?

Are students of both sexes subject to the same expectations and
policies with regard to participation in sport and physical activity?

Is the same number and range of activities offered to both female and
male students at all levels of school sport and physical activity?

Does the school sport and physical activity program introduce
students to a wide range of sport and physical activity?

Are female and male students encouraged to participate in the whole
range of sport and physical activity on offer?

Do female and male students have the same time allowance for sport
and physical activity each week?

Does the school sport and physical activity program provide
opportunities for all students to learn about gender equity issues?

Has the program been developed in consultation with the students,
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staff and relevant members of the school community?

Does the school’s timetabling pattern provide equitable access to the
school sport and physical activity program?

Is the sport and physical activity program sensitive to cultural
differences that can affect participation, especially of female students
from culturally diverse backgrounds?

Does the school sport and physical activity program promote and
provide opportunities for the development of skills for all students?

Does the school sport and physical activity program promote and
provide opportunities for the development of social and cooperative
skills?

Is the school sport and physical activity program organized so that all
students are recognised for their skill development, rather than only
for success in competition?

Are remedial programs provided to assist inexperienced students in
the development of skills?

In addition to the competitive aspects of sport, is there an emphasis
on the social, non competitive aspects of physical activity and sport
using modified and non-traditional sports?

Does the school sport and physical activity program encourage a
variety of teaching/coaching strategies that meet different learning
styles?

Is the school sport and physical activity program evaluated in terms of
its success in meeting its articulated aim of gender equity in school
sport?
The Organisation of Teams – Groupings and Selection

Have all students been asked whether they would prefer mixed or
single sex groupings?

Would some single sex groupings provide conditions that would allow
for more positive interaction patterns for those groups?

Is single-sex grouping used when:

students are using equipment or learning skills with which
one sex is less familiar?

it is appropriate for increasing female students’ selfesteem?

it is ensuring female students’ participation without
negative interference from male students?

additional work is required with the male students to
increase their understanding of the rights of female
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students?

it is desirable to protect the level of participation of female
students in physical activity?

Do teachers and coaches have a shared understanding of the criteria
to be used when selecting teams on merit?

Does the inclusion of male students in a female team displace,
disrupt, dominate or disadvantage the female students in that team?

Does the inclusion of female students in a male team displace,
disrupt, dominate or disadvantage the male students in that team?

Has consideration been given to the physical suitability and
competence of each student to participate in the specific sporting
activity?
Human Resources

Do female and male students receive equal attention with regard to
the provision of competent specialist staff?

Where possible, is there equal representation of female and male
teachers in charge of school sport and physical activity in the school?

Is positive role modelling encouraged by having teachers and
coaches involved in coaching sports not traditionally played by their
own sex?

Do teachers and coaches understand the significance of self-esteem
and body image for all students, particularly female students?

Are administrators, teachers, coaches and others involved in school
sport and physical activity sensitive to the particular needs of
students?
Clothing for Sport

Do male and female students have appropriate dress requirements
for sport?

Is the clothing worn by female and male students comfortable and
does it allow for participation without embarrassment?
Physical Resources

Do all students have equal access to quality facilities, practice and
playing times at all levels of school sport and physical activity?

Is the quality and quantity of equipment available for sport and
physical activity comparable for students of both sexes?
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
Do budget allocations for school sport and physical activity benefit
female and male students equally?

Are all sporting facilities shared equally among both sexes during
organized sport and free time activities?

Are change-room facilities clean and safe and do they offer privacy
for all students?

Do all female and male students have appropriate space in which to
be active?

Are all students, and in particular the female students, encouraged to
be assertive in their use of personal space?

Are all students, and in particular the male students, encouraged to
be sensitive to the rights of others to personal space?

Is student use of the playground space and equipment monitored to
ensure female and male students access is equal, and are strategies
implemented if an imbalance exists?

Are the materials purchased by the resource centre/library relating to
sport and physical activity equally appropriate for both sexes?
Language/Interaction (oral and written language related to
sport and physical activity)

Does the language convey the message that it is equally desirable for
female and male students to be physically active?

Is the language used free of sex-stereotypical assumptions?

Is the language used free of metaphors of violence, aggression and
derision?

Does the language used take account of the diverse cultural
backgrounds that influence student participation patterns?

Are there clear repercussions for any individual making sexist
statements like “Don’t be a girl”, “sissy” etc. or homophobic
statements?

Does the language include examples that are inclusive of the
experiences of females and males?

Are questions posed to female and male students equal in
complexity?

Do teachers and coaches spend equal time interacting with female
and male students?

Do teachers and coaches avoid blaming individuals for their low
levels of skill or participation?

Is the pattern of interaction and language selection by participants in
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the sports program monitored?

Are administrators, teachers and coaches seen to take interest in,
attach significance to, and show enthusiasm for female students’
sporting activities?
Recognition of Achievement

Does the school community give equal recognition to the sporting
accomplishments of all students, both female and male?

Do all female and male students have the same opportunities to
achieve in activities that are valued in the school community?

Are all given equal recognition, so that no particular sport holds
higher or lower status?

Are the teachers’ and coaches’ expectations for both female and
male students equivalent with respect to performance?

Is approval expressed in a similar way to all female and male
students?

Does the program allow for female students as well as male students
to make decisions and take on leadership roles?

Are the sporting achievements of female students acknowledged
within the school and are images of physically active females
incorporated in school displays?

Do administrators, teachers and coaches consciously check that they
attend female students’ as well as male students’ sporting events?

Do teachers and coaches concentrate on the personal development
of each player, rather than the team’s success?

Do teachers and coaches encourage parents to concentrate on their
child’s development, rather than on the team’s performance?

Are there discussions at parent meetings about the importance of
regular physical activity for all students, specifying the ways in which
parents and carers can encourage and support their child’s
participation in sport?

Have program leaders had the opportunity to articulate how they view
equity issues in order to determine their suitability and commitment to
the program?
15.9. References
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15.10.
Departmental Policy
CRP-PR-009: Inclusive Education
http://iwww.qed.qld.gov.au/strategic/eppr/curriculum/crppr009/
HLS-PR-012:
Curriculum
Activity
Risk
Management
http://iwww.qed.qld.gov.au/strategic/eppr/health/hlspr012/
is
available
at:
SMS-PR-012: Student Protection
http://iwww.qed.qld.gov.au/strategic/eppr/students/smspr012/
15.11.
External Sources and Publications
Australian Sports Commission
Information on Junior Sport Frameworks from a number of sports
http://www.ausport.gov.au/junior/jsf/index.asp
Australian Sports Commission
Pregnancy in Sport – Guidelines for the Australian Sporting Industry
http://www.ausport.gov.au/women/docs/Pregnancy.pdf
Macdonald, D & Jobling, I. 1992, ‘A checklist for gender equity in school sport’ ACHPER
National Journal, Autumn, No 133, pp 22-25.
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