2015 UWA SPORTS CLUB
ADMINISTRATION HANDBOOK
The University of Western Australia Sport and Recreation Association
and
Sports Council
Reviewed February 2015
Contents
Sports Park and Clubs Manager Welcome……………………………………………………………………………………………...7
1
Important Contacts ................................................................................................................................ 8
2015 Sports Council Management and Finance Committee ................................................................. 8
Relevant UWA Sports Staff Contacts ................................................................................................... 8
Executive Director ..................................................................................................................................................... 8
Associate Director Operations and Facilities............................................................................................................. 8
Sports Park and Clubs Manager ................................................................................................................................ 8
Sport Clubs Officer .................................................................................................................................................... 8
Clubs of UWA Sports Council .............................................................................................................. 9
2015 Committees ................................................................................................................................. 11
Sports Council Meetings ................................................................................................................... 11
Sports Council Committee ................................................................................................................ 11
Budget Committee ........................................................................................................................... 11
Club Budget Submissions.................................................................................................................. 11
Club Budget Meeting - Semester 1 .................................................................................................... 12
Club Update Meetings - Semester 2 .................................................................................................. 12
Grant Submissions ........................................................................................................................... 13
Grant Notification ............................................................................................................................ 13
Special Grants .................................................................................................................................. 13
Sports Awards Committee ................................................................................................................ 13
Sport Scholarship Selection Panel ..................................................................................................... 14
UWA Sport and Recreation Association Membership............................................................................. 15
Ordinary Members ........................................................................................................................... 15
Associate Members .......................................................................................................................... 15
Sporting Facilities and Bookings ........................................................................................................... 16
Facilities .......................................................................................................................................... 16
UWA Recreation and Fitness Centre – Crawley Campus ........................................................................................ 16
Campus Ovals - Crawley .......................................................................................................................................... 16
UWA Watersports and Leadership Centre and UWA Boat Shed – Crawley Campus .............................................. 16
UWA Sports Park ..................................................................................................................................................... 16
International Martial Arts Centre - Claremont Campus .......................................................................................... 16
How to book Facilities ...................................................................................................................... 17
Regular bookings ..................................................................................................................................................... 17
Special bookings ...................................................................................................................................................... 17
Invoicing .................................................................................................................................................................. 17
Other information ................................................................................................................................................... 17
Student Sport Competitions .................................................................................................................. 19
2
Inter-Faculty Sport ........................................................................................................................... 19
Inter-College Sport ........................................................................................................................... 19
Sports Programs .................................................................................................................................. 19
UWA Social Sports ........................................................................................................................... 19
Recreate® Courses ........................................................................................................................... 20
UWA Kids Sports Holiday Program .................................................................................................... 20
Sport Leadership Week .................................................................................................................... 20
Inter-University Sport Competitions ...................................................................................................... 21
Tertiary Sports WA (TSWA)............................................................................................................... 21
TSWA selection trials ............................................................................................................................................... 21
2015 TSWA selection trials calendar ....................................................................................................................... 21
2015 TSWA Competition Calendar .......................................................................................................................... 22
Australian University Games (AUG) .................................................................................................. 23
Australian University Championships (AUC) ...................................................................................... 23
AUC Event Information ........................................................................................................................................... 23
National Indigenous Tertiary Education Student Games (NITESG) ...................................................... 23
Inter-University Financial Support .................................................................................................... 24
What are UWA Sports Clubs? ............................................................................................................... 25
How to administer your Club ................................................................................................................ 26
Introduction..................................................................................................................................... 26
Affiliation with Sports Council .......................................................................................................... 26
Club Constitution ............................................................................................................................. 27
Incorporation ................................................................................................................................... 27
Club Memberships ........................................................................................................................... 27
Club Requirements........................................................................................................................... 28
Club Administration ......................................................................................................................... 28
Club Committee Office Bearers ......................................................................................................... 28
Role of Club Office Bearers ............................................................................................................... 29
President ................................................................................................................................................................. 29
Chairperson ............................................................................................................................................................. 29
Vice President ......................................................................................................................................................... 30
Secretary ................................................................................................................................................................. 30
Treasurer ................................................................................................................................................................. 30
Club Development Officer ....................................................................................................................................... 31
Registrar .................................................................................................................................................................. 31
Club Marketing and Promotions Officer ................................................................................................................. 31
3
Club Equipment Officer ........................................................................................................................................... 32
Volunteer Coordinator ............................................................................................................................................ 32
Other Committee Members .................................................................................................................................... 33
The Role of the Club Delegate to Sports Council ................................................................................ 33
10 Steps to running a successful Meeting .......................................................................................... 33
An Officer Should Train his/her Successor ......................................................................................... 33
Club Annual Report .......................................................................................................................... 34
Services available to Clubs .................................................................................................................... 35
Equipment ....................................................................................................................................... 35
Uniforms ......................................................................................................................................... 35
Facilities .......................................................................................................................................... 35
Meeting Room......................................................................................................................................................... 35
Social Functions ....................................................................................................................................................... 35
Clubrooms ............................................................................................................................................................... 36
Liquor Permits ......................................................................................................................................................... 36
Mail ......................................................................................................................................................................... 36
Fitness Centre.......................................................................................................................................................... 36
Facility Booking ....................................................................................................................................................... 36
Photographer .......................................................................................................................................................... 36
Parking..................................................................................................................................................................... 36
Websites for additional information on clubs......................................................................................................... 36
Club Publicity and Marketing................................................................................................................ 38
Publicity and promotional hints ........................................................................................................ 38
Sponsorship ......................................................................................................................................... 40
What do you want sponsorship for? ................................................................................................. 40
Who are your likely sponsors? .......................................................................................................... 40
What can your club offer? ................................................................................................................ 40
Prepare your proposal...................................................................................................................... 40
Servicing your sponsor ..................................................................................................................... 40
Injuries and Insurance .......................................................................................................................... 41
Personal Injuries .............................................................................................................................. 41
Equipment ....................................................................................................................................... 41
In case of an injury ........................................................................................................................... 41
Insurance ......................................................................................................................................... 41
Club Finances and Funding ................................................................................................................... 42
Club Supplementary Grants .............................................................................................................. 42
4
Outside Funding for UWA Sports Clubs ............................................................................................. 42
Healthway .................................................................................................................. Error! Bookmark not defined.
Community Sporting and Recreation Facilities Fund (CSRFF) ................................................................................. 42
Sports Council affiliates Club Grants ..................................................................................................... 43
Sports Awards ...................................................................................................................................... 44
Sports Awards Nominations ............................................................................................................. 45
Sports Awards Evening ..................................................................................................................... 45
Sports Scholarships and Sports Bursaries .............................................................................................. 46
5
All forms referenced in this handbook can be downloaded from the UWA Sports website:
www.sport.uwa.edu.au/clubs
Annual Club Report Template
Budget Summary
Champion Club Nomination Form (to be release later in 2015)
Club Budget Pack
Club Membership List
Club Report
Coaches Conduct of Ethics (to be release later in 2015)
Grant Claim Form
Important Dates
Office Bearers Form
Sports Awards Nominations (to be release later in 2015)
UWA Recreation and Fitness Centre Booking Form
UWA Sports Park Booking Form
UWA Watersports and Leadership Centre Booking Form
6
Sports Park and Clubs Manager Welcome
UWA Sports has been supporting the affiliated Sport Clubs and the Student Sports Council of the University
of Western Australia for the last 20 years. Last year the University of Western Australia conducted a
Strategic Alignment and Structures of Sport at UWA Review. The results of the review are positive for Sport
Clubs and moving forward will be an exciting time for sport at the University of Western Australia with
UWA Sports transitioning all sporting activities to a new entity that will be directly controlled by the
University.
UWA Sports will continue to support the Sport Clubs during the transition with both the Sports Park and
Clubs Manager, and Sport Clubs Officer directly overseeing and managing Sports Council and Sports Clubs.
This support will include governance and administration of clubs as well as assistance with bookings,
budgeting and sporting competitions. This team also manages elite athlete scholarships and club grants.
This handbook will assist in the administration of clubs regarding the relationship with Sports Council and
UWA Sports. It contains all the information you need regarding Sports Council, club administration and
operations, including procedures for obtaining club grants, scholarships and awards criteria as well as
information regarding meetings, facilities and bookings and further sporting opportunities at UWA.
Last year our Sport Clubs had significant wins on the field with the University Football Club, University Boat
Club and UWA Rugby Union Football Club winning their respective premierships/championships. Many
clubs also supported teams /athletes in national and international competitions and individual exchanges,
including the Australian University Games Team where UWA achieved remarkable success finishing 5th
overall and 4th per capita out of 41 participating tertiary institutions from across Australia.
In 2015 UWA Sports will support all affiliated clubs and look forward to achieving success on and off the
field.
Sue Gliddon
Sports Park and Clubs Manager
7
Important Contacts
2015 Sports Council Management and Finance Committee to be confirmed.
Email sprecep@sport.uwa.edu.au for all Sports Council related communication.
Relevant UWA Sports Staff Contacts
Executive Director
Bruce Meakins admin@sport.uwa.edu.au 6488 2335
Associate Director Operations and Facilities
Rodney Glossop admin@sport.uwa.edu.au 6488 3920
Sports Park and Clubs Manager
Sue Gliddon sue.gliddon@sport.uwa.edu.au 6488 7661
Sport Clubs Officer
Dylan Harvey dylan.harvey@sport.uwa.edu.au 6488 5077
Facilities Bookings
sprecep@sport.uwa.edu.au
8
Clubs of UWA Sports Council
UWA Sports Council currently supports 35 sports clubs and teams. These cover a wide range of interests
and activities.
As of January 2015 the following clubs are affiliated with Sports Council:
Aikido
Athletics
Australian Rules (Football)
Badminton
Baseball/Softball
Basketball
Boat
Cricket
Fencing
Flying Disc (Ultimate)
Football (Soccer)
Golf
Handball
Hockey
Judo
Karate
Kobudo
Netball
Outdoor
Rugby
Savate
Squash
Swimming
Table Tennis
Tae Kwon Do
Tennis
Triathlon
Underwater
Volleyball
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As of January 2015 the following University teams are affiliated with Sports Council:
Futsal
Lawn Bowls
Sailing
Touch
Water Polo
For club contacts see the latest Recreate® Magazine, club contact page on the UWA Sports website
http://www.sport.uwa.edu.au/clubs, or Club Corner at the Recreation and Fitness Centre, Crawley Campus.
10
2015 Committees
Sports Council Meetings
Where possible Sports Council meetings will be held on Tuesday during common lunch time starting at
1pm.
Date
10 March
29 April
12 May
11 August
13 October (AGM)
Time
1-2pm
8-9pm
1-2pm
1-2pm
1-2pm
Venue
UWA Boat Shed
UWA Watersports and Leadership Centre
UWA Boat Shed
UWA Boat Shed
UWA Boat Shed
A STUDENT delegate from THE EXECUTIVE (i.e. President, Vice President, Secretary or Treasurer) of each
club is required to attend each of the Sports Council meetings.
Sports Council Committee
A meeting of the general committee is called at least twice in the University semester. The general
committee of Sports Council consists of:
 President
 Vice-President
 Secretary
 Treasurer
 Executive Director or Representative
 Sports Club and Safety Officer
 Club Representatives (1 per club)
Budget Committee
The budget committee sits with all UWA Sports Clubs in March to go through the club budgets for the
upcoming 12 months
 Treasurer/President
 2 Sports Council Management and Finance (SCMF) Committee Members
 Sports Park and Clubs Manager
 Sport Clubs Officer
 Relevant staff bookings officer depending on club
Club Budget Submissions
Submission deadline: 12 noon Monday 9 March 2015
Your club is required to submit an accurate and detailed budget for the calendar year to UWA Sports (see
Budget Pack). A budget allows your club to plan its income and expenditure over the coming year and
allows you to plan for the future. Without a budget, Sports Council Management and Finance Committee
cannot assess grant requests.
11
Penalty for late submission of budget – minimum of 10% of total club grant.
Club Budget Meeting - Semester 1
Club budget meetings will be held in the UWA Watersports and Leadership Centre Boardroom.
Monday 16
March
Wednesday 18
March
1630
Soccer
1630
Aikido
1715
Rugby
1700
Fencing
1800
Hockey
1730
Savate
1845
1930
Athletics
Taekwondo
1800
1830
Kobudo
Triathlon
1900
Volleyball
1900
1930
1930
Monday 23
March
Wednesday 25
March
1630
Ultimate
1630
Handball
1715
Netball
1700
Water Polo
1800
Tennis
1730
Basketball
1845
1930
Football
1800
1830
Touch
Squash
1900
1900
Badminton
1930
1930
Monday 30
March
Wednesday 1
April
1630
Swimming
1630
Boat
1700
Cricket
1700
Judo
1745
1830
Baseball
Underwater
1730
1800
Outdoor
Volleyball
1900
Table Tennis
1830
Karate
1900
Golf
1930
Club Update Meetings - Semester 2
Club update meetings will be held in the UWA Watersports and Leadership Centre Boardroom.
Monday 10
August
Wednesday 12
August
1630
Soccer
1630
Aikido
1715
Rugby
1700
Fencing
1800
Hockey
1730
Savate
1845
1930
Athletics
Taekwondo
1800
1830
Kobudo
Triathlon
12
1900
1900
1930
1930
Monday 17
August
Wednesday 19
August
1630
Ultimate
1630
Handball
1700
Water Polo
1700
Netball
1730
Tennis
1730
Basketball
1800
Football
1800
Touch
1830
1830
Squash
1900
1900
Badminton
1930
1930
Monday 24
August
Wednesday 26
August
1630
Swimming
1630
1700
Cricket
1700
Judo
1745
Baseball
1730
Outdoor
1830
Underwater
1800
Volleyball
1900
Table Tennis
1830
Karate
1900
Golf
1930
Boat
1930
Grant Submissions
Clubs will be required to complete the 2015 Grant Application Form and submit it to the Sport Clubs Officer
by Wednesday 15th April 2015. Please refer to the Club Grants Claim Form. Grant submissions must include
an application form and purchase receipts.
Grant Notification
Clubs will receive notification of their grant allocation by email.
Special Grants
If there are grants that are left unclaimed after the grant deadline, Sports Council may choose to invite
clubs to request extra grant funding.
Sports Awards Committee
The Sports Awards Committee meets to consider the nominations of club members, UWA students and
club administrators on 15 October 2015.
13
The Sports Awards committee consists of:
 Sports Council President
 Sports Council Secretary (non –voting)
 Student or Non-Student Past Blues Winner (2) – Term of 2 years
 Student Past Blues Winner (2) – Term of 2 years
 UWA Sport Association Staff Representative (non-voting Chair)
Sport Scholarship Selection Panel
The Scholarship Panel assesses all Sport Scholarship applications and in accordance with the conditions
prescribed by the panel awards scholarships to worthy students.
The Scholarship Selection Panel consists of:
 The Warden of Convocation, the UWA Graduates Association, or nominee;
 Two members of the Council of Convocation, the UWA Graduates Association, nominated by the
Warden;
 Two past winners of a Blue or Half Blue nominated by Sports Council;
 The President of the UWA Sports Council or nominee;
 The Executive Director, UWA Sport and Recreation Association, or nominee;
 A member of academic staff nominated by the Head of School of Sport Science, Exercise and
Health;
 Member of UWA Sport Association Board or Staff nominated by the Executive Director.
For more information see the Awards and Scholarships section.
14
UWA Sport and Recreation Association Membership
Membership of the UWA Sport and Recreation Association can be obtained through various avenues.
Membership is voluntary to current students at UWA, the UWA Sport Association Membership being part
of the student services and amenities fee payment. Membership to the UWA Sport and Recreation
Association is open to UWA students, staff and graduates as ordinary members and other groups as
associate members as stated below.
Ordinary Members
 UWA students
 UWA staff
 UWA graduates
Associate Members




Immediate family members
Sports club nominee
Other students
Other graduates
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Sporting Facilities and Bookings
Facilities
The UWA Sport and Recreation Association offer members access to a range of varied sporting facilities.
The facilities are located in three places; UWA Crawley Campus, UWA Sports Park and UWA Claremont
Campus.
UWA Recreation and Fitness Centre – Crawley Campus
 Indoor and outdoor courts including badminton, basketball, indoor soccer, netball, squash, tennis
and volleyball
 Fitness Centre
o More than 50 group fitness classes each week
o High performance room including LIFE FITNESS plate-loaded equipment
o Circuit room
o Cycle room
o Interactive rowing zone featuring ROWPRO software
o More than 120 cardio and resistance weight machines
o Range of cable stations including 2 TECHNOGYM Kinesis machines
Campus Ovals - Crawley
 Riley Oval
 James Oval including bowling nets, synthetic and grass turf practice wickets, turf cricket wicket
UWA Watersports and Leadership Centre and UWA Boat Shed – Crawley Campus
 Function and meeting facilities
UWA Sports Park
 Australian Rules football ovals
 Turf cricket wickets
 Rugby pitches
 Football (soccer) fields
 Baseball/Softball diamonds
 Athletics track
 Grass hockey field
 Synthetic hockey fields
 Clay tennis courts
 Grass tennis courts
International Martial Arts Centre - Claremont Campus
 Martial Arts dojo
 Fencing Pistes
 Multipurpose Court
16
How to book Facilities
All UWA sports clubs are required to apply for desired times of facility hire. This is done by following the
procedure laid out below:
Contact the UWA Sport Clubs Officer to arrange a club booking.
Regular bookings
1.
All booking requests are to be made on a "Booking Request Form" and also downloaded from the
UWA Sports website www.sport.uwa.edu.au/facilities/hire Clubs must return a completed Booking
Request Form to Dylan Harvey.
2.
Once the most serviceable schedule is established it will then be put forward for final approval.
Once finalised, each club will be notified.
3.
Bookings will only be cancelled upon request from a club in writing, at least 7 days prior to the
booking. All bookings cancelled less than 7 days period will be invoiced.
4.
Bookings must be made and paid 14 days prior to requested date. Bookings will NOT be accepted
less than 14 days to requested date.
5.
Bookings will not be honoured unless made through correct UWA Sports bookings channel.6.
Failure to abide to by the above may result in forfeiture of booking space.
Special bookings
1.
Any other special requests for bookings (tournaments etc.) will need to be submitted a minimum of
6 weeks before the event.
2.
All bookings to be reviewed on a case by case basis. If the booking does clash with another booking
then UWA Sports Staff will make a decision as to whether the booking can proceed.
3.
If other bookings are to be altered or cancelled then 4 weeks notice shall be provided.
Invoicing
1.
The hire fees for all club bookings will be determined as per the club Grounds and Court Hire
Discount Incentives. Statement and Invoices where relevant will be provided upon request or
monthly.
2.
All invoices will include a breakdown of the sessions used over the course of the month. The
invoices are cross-checked against the booking sheets to ensure the invoice is accurate.
3.
All accounts must be paid within the set time period. If there is a dispute over part of the invoice,
all parts not disputed are to be paid and then the dispute will be addressed. Disputes are to be
discussed between the club and Sports Park and Clubs Manager, at an agreed time.
Other information
1.
All bookings must conclude at the time specified.
2.
The time allocated for a club booking includes set up and pack down time. Your club must leave
that space available at your booked time for the next booking. Failure to comply with this will result
in the club being warned and if the problem continues then action, which will be decided by the
Associate Director Operations and Facilities, shall be taken against the offending club.
17
3.
4.
5.
The Main Sports Hall at the UWA Recreation and Fitness Centre will be used for exams and other
special events during the year. All clubs that use this facility will be notified of exam times no less
than 4 weeks prior to the event. This will be done in writing. Exam weeks are:
Saturday76 – Saturday 20 June and Saturday 7 – Saturday 21 November 2015
Each club is to have one nominated person who is to deal with all their bookings. This person
should be a member of the Executive. The Club Bookings Officer is the only person who shall be
permitted to make, cancel or edit bookings. If this person is going to be away from the club for any
period of time they are to inform UWA Sports of the temporary booking contact in writing.
The Associate Director Operations and Facilities of UWA Sports and The University of Western
Australia must approve any physical alterations a club would like to make to a facility. The club
must submit the required changes in writing.
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Student Sport Competitions
UWA Sports runs two, yearlong competitions for students studying and/or living at UWA. These
competitions create healthy rivalries as well as an opportunity for students to interact.
Please see the UWA Sports website (www.sport.uwa.edu.au) for relevant dates, fixtures and sports.
Inter-Faculty Sport
Inter-Faculty Sport runs on most Wednesday afternoons during semester: It provides an excellent
opportunity for students to have some fun competing for their faculty in a social environment.
 Arts/Architecture
 Economics and Commerce Society (ECOMS)
 University Engineers Club (UEC)
 Physical Education Student Association (PESA)
 School of Indigenous Studies (SIS)
 Blackstone (Law)
 Science
Inter-College Sport
Each year the five residential colleges battle it out for Champion College on most Sundays through out
semester.
 University Hall
 St George’s College
 St Catherine’s College
 Trinity
 St Thomas More
Sports Programs
UWA Sports has a number of additional diverse sporting programs catering for anyone interested in sport
or recreation.
UWA Social Sports
Monday
Mixed Netball
Men’s and Mixed Basketball
Mixed Ultimate Frisbee
Tuesday
 Women’s Netball
 Mixed Netball
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Wednesday
 Mixed and Men’s 5 a side Soccer (Outdoor)
 Mixed Touch
 Mixed Volleyball
Thursday
 Mixed Netball
UWA Sports Programs employ a large number of students through these programs as officials. If you are
interested in casual work as an official contact UWA Sports through admin@sport.uwa.edu.au
Recreate® Courses
Recreate® Courses run throughout the year for anyone to participate in. Clubs are encouraged to run sport
specific courses within our Recreate® program to increase student participation. For more detail, contact
the UWA Sports Recreation(Leadership) Coordinator through admin@sport.uwa.edu.au
UWA Kids Sports Holiday Program
With a focus on participation and having a good time, the program aims to enhance the physical education
of primary school age children by giving them access to as many new and exciting sports as possible, as well
as allowing them to participate in their favourites in a fun, engaging and safe environment. Club
involvement is a great way to foster leaders and we encourage members of clubs to participate in
presenting their sports. For more information contact sprecep@sport.uwa.edu.au
Sport Leadership
Sports leadership courses will help develop your skills and abilities in the field of sports and athletics
coaching and training. Opportunities for club students to gain first aid accreditation and participate in other
leadership related activities.
20
Inter-University Sport Competitions
Tertiary Sports WA (TSWA)
TSWA is one of five regional branches of Australian University Sport (AUS). TSWA conducts a regional
program of sporting events for universities in Western Australia, which includes qualifiers for the Australian
University Games. Students can register their interest at Orientation Day, through their respective club or
with UWA Sports directly.
TSWA selection trials
All TSWA selection trials will take place on Tuesday afternoons during the common lunch hour between
1pm-2pm.
2015 TSWA selection trials calendar
Sport
Date
Day
Time
Trial Venue
Basketball (men, women)
24th Feb
Tuesday
1pm-2pm
UWA Sport & Rec Centre
Touch (men, women)
24th Feb
Tuesday
1pm-2pm
James Oval
Futsal (men, women)
3rd March
Tuesday
1pm-2pm
UWA Sport & Rec Centre
Tennis (men, women)
3rd March
Tuesday
1pm-2pm
Crawley Tennis Courts
AFL-15's (men)
10th March
Tuesday
1pm-2pm
James Oval
AFL- 9's (women)
Beach Volleyball (men, women,
mixed)
Rugby (men, women)
10th March
Tuesday
1pm-2pm
James Oval
10th March
Tuesday
1pm-2pm
TBC
10th March
Tuesday
1pm-2pm
Riley Oval
Badminton (men, women)
17th March
Tuesday
1pm-2pm
UWA Sport & Rec Centre
Lawn Bowls (open)
17th March
Tuesday
1pm-2pm
TBC
Cricket- Super 8's (open)
31st March
Tuesday
1pm-2pm
James Oval
7th April
Tuesday
1pm-2pm
James Oval
SEMESTER 1
Football- Soccer (men, women)
Golf (men, women; teams and
individuals)
Rowing (men, women)
Contact Dylan Harvey for more details
21st April
Sailing (mixed)
Tuesday
1pm-2pm
TBC
Contact Nicole West for more details
st
Handball (mixed)
21 April
Tuesday
1pm-2pm
UWA Sport & Rec Centre
Hockey (men, women)
21st April
Tuesday
1pm-2pm
Riley Oval
th
Tuesday
1pm-2pm
UWA Sport & Rec Centre
th
Tuesday
1pm-2pm
James Oval
Volleyball (men, women)
Ultimate (mixed)
28 April
28 April
th
Netball (women)
5 April
Tuesday
1pm-2pm
Crawley Tennis Courts
Touch (mixed)
5th April
Tuesday
1pm-2pm
James Oval
Tenpin Bowling (open)
Contact Brad Suriani for more details
Netball (mixed)
12th May
Tuesday
1pm-2pm
Crawley Tennis Courts
Table Tennis (open)
12th May
Tuesday
1pm-2pm
UWA Sport & Rec Centre
12 May
Tuesday
1pm-2pm
Squash Courts
29th July
Tuesday
1pm-2pm
UWA Sport & Rec Centre
Squash
SEMESTER 2
Basketball (mixed, 3 on 3)
21
Futsal(mixed)
12th Aug
Tuesday
1pm-2pm
UWA Sport & Rec Centre
Dodgeball (mixed)
12th Aug
Tuesday
1pm-2pm
UWA Sport & Rec Centre
Floorball (mixed)
19th Aug
Tuesday
1pm-2pm
UWA Sport & Rec Centre
Tennis (mixed)
19th Aug
Tuesday
1pm-2pm
Crawley Tennis Courts
2015 TSWA Calendar
Date
Event(s)
Location
SEMESTER 1
Fri Mar 6
Fri Mar 13
Fri Mar 20
Fri Mar 27
Wed Apr 15
Wed Apr 16
Fri Apr 24
Tues Apr 28
Fri May 1
Fri May 8
Fri May15
Fri May 22
Basketball (men & women)
Touch (men & women)
Futsal (men & women)
Tennis (men & women)
AFL (men & women)
Rugby 7’s (men & women)
Beach Volleyball (men, women & mixed)
Badminton (men,women)
Lawn Bowls (mixed)
Super 8’s Cricket- Day 1
Curtin Stadium, Bentley
Curtin Sports Grounds
Curtin Stadium, Bentley
UWA Sport & Rec Centre, Crawley
UWA Sports Park, Claremont
UWA Sports Park, Claremont
City Beach
ECU Sports Centre, Joondalup
TBC
Murdoch University
Super 8’s Cricket- Day 2
Murdoch University
Football- Soccer (men & women)
UWA Sports Park, Mt Claremont
Golf (men & women; Team and Individuals)
Western Australian Golf Club
VC Cup Rowing and Sailing Regatta
Handball (mixed)
UWA Boat Shed Crawley & Royal Perth Yacht
Club
UWA Sport & Rec Centre, Crawley
Vice Chancellor’s Shield Hockey Classic (Men &
Women)
Volleyball (men & women)
Ultimate (men & women)
Netball (women)
Touch (mixed)
Tenpin Bowling (open)
Table Tennis (open)
Netball (mixed)
Squash (men & women)
Perth Hockey Stadium
Basketball (mixed) & Dodgeball (mixed)
ECU Sports Centre, Joondalup
Bunbury Challenge (mixed Netball, mixed
Volleyball & mixed Soccer)
Futsal (mixed)
3 on 3 (men & women)
ECU Bunbury
Curtin Stadium
Curtin Sports Grounds
ECU Sports Centre, Joondalup
ECU Sports Centre, Joondalup
AMF Bowling Centre, Joondalup
Notre Dame, Fremantle
Melville Recreation Centre
Murdoch University
SEMESTER 2
Fri Aug 7
Sat Aug 16 & Sun
Aug 17
Fri Aug 21
ECU Sports Centre, Joondalup
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Fri Aug 28
Tennis (mixed)
Ultimate (mixed)
Floorball (mixed)
UWA Tennis Courts, Crawley
Murdoch Sports Grounds
TBC
Australian University Games
Sept 29
– Oct 4
Gold Coast
Australian University Games (AUG)
The Australian Universities Games is an annual multi-sport event in which up to 6,000 students gather to
represent their institutions in 29+ sports. The AUG is a great university experience and adds the holistic
approach to education that the University of Western Australia fosters.
This year the 2015 Australian University Games will be held in the Gold Coast from 27 September to 2
October.
Australian University Championships (AUC)
Any AUS Member through Australia can host sports not included in the AUG program, and involvement is
open to all members, however qualifiers may be necessary in some sports:
AUC Event Information
Sport
Date
Location
Orienteering
5 April
Bri-Glen, SA
Surfing
17-19 July
Port Macquarie, NSW
Snow Sports
3-7 September
Mt Buller Victoria
Distance Running
Various
Perth Leg will be included in the City to
Surf
Various
Rowing
28 September- 2 October
Adelaide, SA
Triathlon
Various
Various
Twenty20 Cricket
TBC
TBC
More details can be found at the following AUS website link:
http://www.unisport.com.au/AUC/Pages/Home.aspx
National Indigenous Tertiary Education Student Games (NITESG)
The National Indigenous Tertiary Education Student Games (NITESG) began as a joint-class project between
thirteen students enrolled in a Diploma of Aboriginal Studies (Community Recreation) at the then
Wollotuka School for Aboriginal Studies, the University of Newcastle, in 1996. The first Games were
attended by around 30 students, and has since grown to host hundreds of Aboriginal and Torres Strait
Islander tertiary students from Universities across Australia.
The 2015 NITESG will be held at The University of Newcastle, NSW.
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Inter-University Financial Support
Sports Council will endeavour each year to organise fundraising nights to assist students in raising money to
compete at the Australian University Games.
Any student that is selected to represent an Australian University Sports team at the World University
Games/Championships or on a tour is eligible to apply to receive assistance from UWA Sports.
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What are UWA Sports Clubs?
Sports clubs are voluntary organisations established by students and associates who are motivated by a
common interest to participate in a specific sport. They are formed to provide an opportunity for members
to gain new skills, engage in competition and enjoy recreational and social activities. They also offer special
events and opportunities for informal participation in accordance with the University of Western Australian
and UWA Sports Council rules and regulations.
Members in each club are responsible for the internal organisation and conduct of their club activities. All
UWA clubs are required to be incorporated and have their own constitutions. Therefore the success and
strength of UWA sports clubs depend upon the initiative, motivation and leadership of the officers and the
involvement of club members.
As such, UWA sports clubs present a unique opportunity for members to develop both sports and
leadership skills.
UWA Sports has five main sites for club activities:
 The UWA Recreation and Fitness Centre – Crawley Campus, car park 1 Stirling Highway, Nedlands.
 UWA Sports Park - McGillivray Rd, Mt Claremont.
 UWA Watersports and Leadership Centre – Crawley Campus, car park 23.
 UWA School of Sport Science, Exercise and Health, Crawley Campus, Parkway.
 UWA International Martial Arts Centre, Claremont Campus.
UWA Sport and Recreation Association manages these Centres in conjunction with The University of
Western Australia with offices located on and off campus.
The role of the Sport Clubs Officer serves as the liaison between UWA Sports and the club and will provide
assistance when needed.
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How to administer your Club
Introduction
Effective administration of your club is important. A well-run club contributes to the success of your
activities. The following section of this handbook deals with club administration with hints on good
administration and the many services available from the UWA Sport and Recreation Association to assist
your club.
A copy of the Office Bearers Form can be found on the UWA Sports website (www.sport.uwa.edu.au); this
form must be updated and given to the UWA Sport Clubs Officer when an office bearer leaves their
position.
Affiliation with Sports Council
For a club to become affiliated to Sports Council, the Club must complete the following:
1. Notify UWA Sport and Recreation Association (UWA Sports) and the Sports Council Management
and Finance Committee of their intention to form;
2. Demonstrate a sufficient level of UWA student interest and engagement in the sport, to the
discretion of Sports Council. Guidance should be sought from the Management Committee as to
what this involves on an individual basis. This could be achieved by:
a. Organising a tournament or regular competition that is verified by a representative of UWA
Sports and achieves adequate student and broader community participation;
b. Organise a Recreate® course that achieves adequate student and broader community
participation;
3. A minimum of ten (10) students is required to form a club. A list of names, addresses and student
numbers of these members must accompany any application for affiliation;
4. Each club requires a constitution detailing its aims and objectives, a draft can be obtained from the
Sport Clubs Officer.
5. A general meeting of members, which has been advertised on the notice boards at the UWA
Recreation and Fitness Centre, should take place at which minutes must be taken. These minutes
will reflect a formalisation by vote of the name of the club, a ratification of the constitution and the
election of office bearers.
This application should include:
 Background/history of the sport
 Minutes of the general meeting
 Ratified constitution
 Membership List
 Club Office Bearers
 Competitions/activities the club intends to participate in (long and short term)
 Club goals and objectives
 Club development strategy
 Facilities the club requires and or uses
 Current financial statement (if applicable)
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 Proposed budget for an operating year
 Funding and or assistance required
6. A member of the club must attend a Sports Council Meeting to show cause as why the club should
be affiliated to Sports Council;
7. UWA Sports should, in the final instance, consult UWA Campus Management on behalf of the
applicant as to how a new club could be serviced. The feedback from Campus Management shall be
made available to Sports Council for their consideration;
8. You will be informed by letter of the outcome of your application of affiliation.
For a club to remain affiliated to Sports Council, the club must:
1. Hold an Annual General Meeting, which must be advertised via UWA Sports;
2. Submit a current office bearers form to UWA Sports no later than one month after the club annual
elections;
3. Maintain at least ten current UWA student members;
4. Fulfil the requirements as stated under the Student Services and Amenities Fee (SSAF) Service Level
Agreement made between UWA, UWA Sports and clubs, assuming these requirements have been
made publicly available to clubs for them to act upon.
5. Providing affiliation documents as required by UWA Sports. Memberships list with Student and Non
Student details are required for insurance purposes.
6. Comply with the UWA Sports Bookings Policy.
Club Constitution
Each club must prescribe its own constitution. The Management Committee must approve club
constitutions and amendments to the club constitution. The club constitution outlines important matters
including:
 Club Objectives
 Club Member
 Club Management Structure
 Club Meetings
A copy of a draft club constitution is available from the UWA Sports office at the UWA Recreation and
Fitness Centre.
Incorporation
Incorporation of a club provides a legal identity for that club, separate from that of the members, which
relieves the members of the committee and the club from liability for authorised acts of the club. Speak to
the Sport Clubs Officer if your club is not incorporated and would like to be. All clubs must be incorporated.
Club Memberships
All clubs shall have an annual membership fee, which is to be paid by a member prior to the use of the
clubs services. This membership fee should cover the fixed costs (facility hire, coaching fee etc) associated
with the running of the club. Any variable costs (umpire fees, match ball etc) can be paid when the member
represents the club.
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The club committee is responsible for maintaining a club membership list so members can claim their
sports membership. Clubs that have activities which run all year must lodge memberships lists monthly.
Club membership lists can be downloaded from the UWA Sports website and emailed to
sprecep@sport.uwa.edu.au.
Club Requirements
Once a club is affiliated with UWA Sports Council and therefore eligible to receive benefits the club must
ensure the following requirements are completed and submitted to the UWA Sport and Recreation
Association (UWA Sport) by the relevant due date.
1. Submit the following information to UWA Sports every 12months and inform UWA Sports if this
information changes throughout the year:
 Membership Forms (Monthly)
 Office Bearers Form (Club Budget Meeting)
 Operating Budget (Club Budget Meeting)
 Club Equipment Inventory (Club Budget Meeting)
 Annual Report (October)
 Minutes of the Club AGM
 Audited Financial Statements
2. Ensure UWA Sports has a copy of the current club constitution on record.
3. Clubs are to keep UWA Sports informed of any club activities and or achievements throughout the year
4. Sports Council delegate to attend all Sports Council Meetings.
5. Ensure all policies and procedures set out in this club administration handbook are adhered to.
Club Administration
A committee elected by its members administrates each club. The exact composition and responsibilities of
the club committee is established via the club constitution.
Club Committee Office Bearers
The club members elect the office bearers of the club committee annually.
It is recommended that the club committee consist of the following officer bearers:
 President
 Vice President
 Secretary
 Treasurer
 Sports Council Delegate/ Representative (Must be a current enrolled student)
Additional Office Bearers recommended are:
 Registrar
 Sports Development Coordinator
 Marketing and Promotions Officer
 Equipment Officer
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 Volunteer Co-ordinator
Role of Club Office Bearers
A number of factors help a club to achieve its aims. Of these the most important are:
 The Club President must lead the committee and the whole club;
 The club's activities should centre around its aim;
 There must be constant and effective communication between the members of committee and
between the committee and the other members of the club:
 Club officer bearers should have clearly defined duties;
 Delegate to Sports Council should remain the same all year, so as to provide for efficient liaison
between Sports Council and your club. Your delegate must be a UWA student and also an office
bearer of the club.
In each of the following paragraphs, the duties of office bearers are set out.
These will be the same for all clubs which have these officers, although clubs may wish to give more specific
duties to some committee members, or may create new positions.
President
Responsibilities
The President is ultimately responsible for the proper functioning of the club.
Duties






Chair all committee meetings and general meetings of the club.
Co-ordinate activities within the club committee.
Submit an annual report for the club’s Annual General Meeting.
Act as spokesperson for the club.
Lead, enthuse and motivate the club committee.
Act as delegate to Sports Council (unless Secretary, or other nominated office bearer attends as
delegate)
Chairperson
Responsibilities
A person in the chair leads but does not direct. Although he or she controls procedure and conduct, that
person is in charge of the meeting, which is conducted for the benefit of the members.
 Planning is essential. Make sure you are familiar with the agenda.
 Know the constitution and standing orders for the conduct of the meetings.
 Follow the agenda strictly unless directed otherwise by the meeting.
 Keep the meeting moving in the desired direction.
 Listen attentively and keep a concise summary of proceedings.
 Attempt to get all members to contribute to meeting.
 Ensure there is fair discussion on each issue and all points are expressed before the meeting is
called upon to vote.
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 Be enthusiastic – zest instils enthusiasm into the members.
 Thank those who are present for attending when closing the meeting.
Vice President
Responsibilities
Act on behalf of the President in all situations where they are not available to make a decision or an
appointment.
Duties
 Act as deputy chairperson for all club meetings.
 Ensure the club's activities accord with its own constitution.
 Fulfil such other duties as the committee may impose.
Secretary
Responsibilities
The smooth running of the organisation depends on the efficiency with which you handle the records,
correspondence and other communications.
Duties




MEETINGS - to prepare agendas, supporting paper and minutes; to book meeting rooms
CORRESPONDENCE - to conduct all correspondence, both inwards and outwards
MEMBERSHIP - to keep an up to date register of all the financial members of the Club
GENERAL ADMINISTRATION
 Arrange typing and copying.
 Ensure weekly clearing of club letterbox.
 Maintain the club filing system.
 Keep a calendar of club activities.
 Arrange catering and liquor permits.
 SPORTS COUNCIL - to act as delegate to all council meetings (unless president or other nominated
office bearers attends as a delegate).
Treasurer
Responsibilities
The Treasurer is responsible for the finance of the club, to the club committee and members. The Treasurer
is expected to liaise with the Sport Clubs Officer on club grants and other financial issues.
Duties



Keep the club's financial books up to date at all times
Prepare budget for income and expenditure
Be prepared to present a financial report every committee meeting and general meeting of the
club.

Present financial report to the club’s Annual General Meeting.

Authorise all petty cash transactions and to be responsible for drawing cheques.

Collect and bank all income in a club account
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
Maintain liaison with the Management and Finance Committee of the Sports Council and/or
the Sport Clubs Officer in all financial matters.
Presentation of Financial Reports
In fulfilling the role of Treasurer, it is important that you supply accurate and up to date information to your
committee and club members.
Club Development Officer
The Club Development Officer is responsible for the overall growth of the club.
Duties






Co-ordinate and implement a junior development program.
Devise and recommend to the club committee a five year development plan.
Develop and implement a strategy for the recruitment of club members.
Liaise with schools, sports associations and other clubs.
Assist the publicity and promotions officer in club promotional activities.
Implement and recommend players and coaches education programs, eg first aid, coach
accreditation.
Registrar
A registrar replaces the Secretary in that they look after memberships of a club.
Duties



Communicate with members what membership prices are.
Offer incentives to early paying members or members that pay upfront.
Keep an up to date list of all financial members as per membership form found on the UWA
Sports website. Submit this to the Sports Clubs Officer at least once a month.

Sending information to prospective members. i.e. where the club trains and plays, membership
prices. This information will save time for the Registrar who can send this information in the post
rather than have to say it to every new member. Also shows the prospective member that the club
is well run and professional in its approach to recruiting.
Club Marketing and Promotions Officer
The Club Publicity and Promotions Officer is responsible for the public profile within the University and the
general community.
Duties




Devise and implement a club promotional strategy
Co-ordinate and implement a strategy for the recruitment of club members
Liaise with schools, sports associations and other clubs
Utilise the UWA media avenues for opportunities to promote the club and its activities. Contact
UWA Sports Marketing (marketing@sport.uwa.edu.au) for assistance.

Liaise with community media organisations for the promotion of the club and club activities.

Manage club website

Organise a stall and promote club on O Day.
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Club Equipment Officer
The Club Equipment Officer is responsible for the purchase, maintenance and storage of all club
equipment.
Duties


Compile and maintain a record of all club equipment
Complete an annual audit of all club equipment and submit an inventory checklist to the Sports
Council MF committee at the budget meeting in March

Recommend to the club committee any equipment purchases and make arrangements for such
purchases, on behalf of the club;

Ensure all club equipment is stored securely and appropriately at all times and currently
insured.
Volunteer Coordinator
The club volunteer co-ordinator is responsible for the human resource planning, recruiting selection,
training and recognition of all club volunteers.
Responsibilities and Duties

Assess the human resource needs for the club for general running and special events

Recruit and recommend the appointment of volunteers to roles that suit them

Organise the orientation and introduction of volunteers

Identify and organise the training and education opportunities for volunteers

Ensure all volunteers are recognised for their efforts
How volunteers first become involved in voluntary work

Asked to volunteer by someone

Self or family involved in the organisation

Knew someone involved

Sought out volunteer activity on their own

Saw an add or report in the media
Some of the reasons why club members become volunteers

Help others and the community

Personal/ family involvement

Personal satisfaction

To do something worthwhile
Recognising your clubs volunteers

Smile, say hello and thank you to your volunteers on a regular basis

Send welcome letters when volunteers are first required

Provide identification pins, badges, shirts or caps.

Acknowledge and profile volunteers in newsletters

Present volunteer awards at annual general meetings or awards ceremonies
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

Award life memberships to long serving volunteers
Hold special thank you or social functions in honour of volunteers
Other Committee Members
(i.e. Those without specific office)
Duties
 Sub Committee
General committee members may provide members for sub committees formed for a
particular purpose, for which the full committee is not available. A sub-committee will
normally be formed to organise large club functions, and publications.
 Routine Administration
E.g, collating newsletters, addressing envelopes, typing, duplication, designing of posters and
distribution of handouts.
The Role of the Club Delegate to Sports Council
According to the rules of the Sports Council, each affiliate must send a delegate to council meetings. The
delegate must be both an office bearer and a student.
Sports Council is the policy-making body for the sports clubs; it acts as a forum on club matters.
To help fulfil these functions, a delegate has the following duties:
(a)
To read all Sports Council minutes
(b)
To attend all Sports Council meetings
(c)
To vote in accordance with the interests of his/her club
(d)
If the delegate cannot attend, a proxy letter is required for the substitute delegate
Each club is also permitted to send an observer to Council meetings. The observer will not have voting
rights, but is given the right to speak at the discretion of the chair.
10 Steps to running a successful Meeting
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
There is plenty of discussion but it’s mainly on the point.
The members understand their task clearly.
The members actively listen to each other.
The group does not evade disagreement.
Members are encouraged to reveal their opposition and not ‘bottle it up’ until after the meeting.
There is no personal attack either openly or by veiled suggestion.
The leader does not dominate. Leadership can shift as topics change.
There is little evidence of power struggles and no posturing or point scoring.
The members are conscious about their effectiveness as a team.
The group is capable of analysing a weakness in its performance and ‘fixing it fast’.
An Officer Should Train his/her Successor
The administration within a club cannot be safely entrusted to officers who are inexperienced in their
allocated duties.
33
Officers being shown the ropes by their predecessors can counter inexperience. This need only amount to a
simple explanation of their tasks, or to mentioning important details such as:

How to advise UWA Sports of the changes on committee

How to fill in forms which have to be used regularly

How the club filing system works

Where the club letter box, notice board and files are located

What rooms are suitable for committee/general meetings
For instance a trainee Treasurer should be told:

Where the books are kept

How the books are kept

What the audit procedure is

What the procedure is for applying and obtaining grants from Sports Council

Who the signatories are to the club's bank accounts and how to update them.
Club Annual Report
The Club President and Secretary are required to submit a club Annual Report to the club members at the
club Annual General Meeting.
This report, once approved by the club committee should be forwarded to the Sport Clubs Officer.
A club report submission template can be downloaded from the UWA Sports website. The report includes:
 Club Office Bearers and Committee Members.
 Membership statistics and breakdowns i.e. % UWA students, juniors.
 Competition results.
 Acknowledgment of outstanding achievements from players, coaches, administrative assistance.
 Update of club facilities such as training venue, storage and clubroom.
 Summary of events.
 Recommendations and goals for next year.
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Services available to Clubs
Equipment
All clubs are required to maintain inventory of club equipment. The inventory should include:
 Equipment Name
 Date Purchased
 Age of Equipment
 Condition of Equipment
 Where Stored
This information is submitted annually to the Sports Council on the club inventory checklist in the Budget
Pack.
Uniforms
It is the aim of Sports Council to assist all clubs in purchasing uniforms that easily identify club members as
University of Western Australia representatives. Uniform colours are to consist of dark green (Pantone
347), navy blue (pantone 286) and gold (pantone 109). The UWA crest or text of ‘UWA’ shield should be
included on the uniforms.
Tops: Majority dark green with navy blue, any UWA lettering in gold
Bottom: Navy Blue, and UWA lettering in gold
Socks: Combination of green and gold
Sports Council places a high priority on clubs (team and individual) having correct coloured playing strips.
Clubs wanting to purchase playing strips are eligible to do so by applying for a grant; these items remain
the property of the club.
All club uniforms must be approved by the UWA Sports Marketing and by Sports Council before purchasing
or using the UWA name.
Facilities
Meeting Room
UWA Sports can provide a club free use of the meeting room at the UWA Recreation and Fitness Centre for
club meetings. The meeting room is fully air-conditioned, with overhead projector, TV, whiteboards. For
bookings please contact the Sport Clubs Officer. Please follow facility booking procedure.
Social Functions
The Watersports and Leadership Centre provides ideal venues for all club social functions from annual
dinners; fundraising activities to an informal club get together. With superb river views your club members
will be blown away by this great location. For bookings please contact sprecep@sport.uwa.edu.au.
35
Clubrooms
There are five clubrooms at UWA Sports Park (McGillivray Road, Mt Claremont) available for hire at very
good rates, subject to conditions and availability. Please refer to booking procedure.
Liquor Permits
Any alcohol consumed in an unlicensed area must first have a permit from the UWA Security Office. Any
club not following this requirement risks losing club privileges.
A liquor permit can be downloaded from the UWA website (www.security.uwa.edu.au/alcohol) Terms of
approval is 21 days notice.
A club wishing to sell liquor or charging an admission fee into a function must obtain an occasional liquor
license. Occasional Liquor Licenses can be downloaded from the Office of Racing, Gaming and Liquor
website https://www.rgl.wa.gov.au/ApplicationKits.aspx?RegAreaName=Liquor
Mail
Incoming mail: You can receive mail via the club mailbox. It is essential therefore that the club mailbox is
cleared at least once a week. Club mailboxes are located at the UWA Recreation and Fitness Centre Front
Desk.
Fitness Centre
The UWA Recreation and Fitness Centre employs qualified School of Sport Science, Exercise and Health
students to provide any club member with advice on their fitness. Weights programs and individuals and/or
team fitness evaluations can be conducted upon request. Call 6488 2286 for more information.
Facility Booking
The UWA Sport Association provides training and competition venues for all affiliated clubs. The Sport
Clubs Officer calls for permanent bookings every year. Requests for facilities on a casual basis can be
directed to the Sport Clubs Officer located at the UWA Recreation and Fitness Centre.
Photography
UWA Sports would be happy to accept any action or team photos from a sports club. Photos will be used
for promotional purposes. Requests should be made to the Sport Clubs Officer.
Parking
The University provides metered parking. Free parking in the University is strictly by permit only before
5pm. All parking at UWA Sports Park is free. Do not leave valuables in a vehicle at the University or at UWA
Sports Park as they are just like the rest of the community and are prone to theft.
Websites for additional information on clubs
There is some very useful information relevant for sporting clubs on the web. The following websites have
information about elite sporting programs, club activities/administration and club funding.
West Australian Institute of Sport: http://www.wais.org.au/
Australian University Sport: www.unisport.com.au/
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Department of Sport and Recreation: http://www.dsr.wa.gov.au/funding
Australian Sports Commission: www.ausport.gov.au/
Our Community: www.ourcommunity.com.au/funding/fundraising_main.jsp
West Australian Sports Federation: www.wasportsfed.asn.au
Good Sports: www.goodsports.com.au
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Club Publicity and Marketing
Publicity is an important part of any successful club activities. Good publicity attracts potential members
and ensures current members are aware of your activities.
A publicity and promotion plan would be an excellent tool for the club to development and use. Before
developing a plan, the club must have a clear idea of what the ‘business’ it is in, future plans, and who the
publicity should be directed towards.
When the club is clear about whom they are, what business it is in, and why, a concise case statement can
be formulated. This statement can then be used over and over again as a hand out to prospective
members, volunteers, potential donors or sponsors.
Publicity and promotional hints
Use the media and avenues to promote the club:
 Publications
 Public speaking
 Personal contacts
 Displays and demonstrations
On a large campus, advertising your club and its interests can be difficult. The promotion of a club can be
through any of the following:
 Club Corner, located the Recreation and Fitness Centre, Crawley Campus.
 UWA Sports website.
 UWA Sports Facebook Page, Twitter, Instagram and YouTube.
UWA Sports can run stories on its website. Simply email marketing@sport.uwa.edu.au the details.
 Recreate® Magazine.
Recreate® is produced by the team at UWA Sports and is published five times a year. Recreate® will
give your club the opportunity to promote events and publish highlights and news on a regular
basis as well as having a contact list for all the clubs, which is updated every issue.
 UWA Sports E|News.
Submit your story to marketing@sport.uwa.edu.au for publication in our monthly e-newsletter
which gets sent to approximately 30,000 recipients.
 Orientation Week.
UWA Sports organises a series of activities during the period building up to the beginning of the
academic year. One of these is the O Day club tents and displays. This allows clubs to set up tents
and displays to advertise their activities to potential members; this is an easy way to attract new
members and will ensure your club has a successful year.
 Club newsletter.
A club newsletter is a great way to promote events to your clubs own members. Every member will
be kept up to date with the happenings of a club with the distribution of a club newsletter.
 Residential colleges .
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The residential colleges is one area of UWA that is somewhat forgotten by clubs. Over 1,500
students live in the accommodations across the road from UWA. Reminder: College students may
have problems with transport to training sessions and games.
 Come and try days.
Clubs conduct a come and try day where prospective members have the opportunity to try the
sport and meet club members.
 Tertiary Sports Western Australia (TSWA) selection trials.
Clubs conduct relevant TSWA selection trial on behalf of UWA Sports, providing an opportunity to
attract new members to the club and represent UWA.
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Sponsorship
What do you want sponsorship for?
Decide what you want the sponsorship to achieve. Do you want the sponsorship to cover your club’s entire
event or activity, purchase of uniforms and equipment, travel/accommodation costs?
Who are your likely sponsors?
All sorts of businesses are prepared to provide sponsorship; you just have to show them how they will get
value for money. Think about which companies or organisations would like to advertise or promote their
product to University students. Never overlook the members within your own club. You may offer
incentives for anyone who does find a sponsor.
No club is allowed to receive sponsorship from a tobacco company and UWA Sports must first approve any
alcohol sponsorship of clubs.
What can your club offer?
The list is endless but here are a few:
 Area and perimeter advertising space during games and training times.
 Signage and banners during games and training times
 Presentation of awards
 Logo on social and sporting attire
Signage sponsorship on club facilities must first be ratified with UWA Sports.
Prepare your proposal
Your proposal should include the following:
 Covering letter
 Cover sheet
 Title page
 Details of people at your club
 State exactly what it is you will provide to the sponsor.
Keep the proposal brief and to the point it is the proposal’s objective to get the club to secure a meeting
where details can be discussed.
Servicing your sponsor
If you promised it then deliver it. Don’t try to save money by giving a sponsor less than you had agreed. It is
easier to retain a sponsor than it is to initially securing one.
 Make the sponsors feel wanted
 Show the sponsor how much the sponsorship is valued.
Reminder
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For many UWA sports clubs their primary sponsor is The University of Western Australia through the
provision of facilities, grants and resources.
Injuries and Insurance
Personal Injuries
It is recommended that each club has qualified first aid officers.
UWA Sports through its Recreate® Program conducts fully accredited first aid, taping and sports training
courses. Look out for courses in each Recreate® Magazine.
Equipment
Each club must obtain and maintain suitable first aid equipment and supplies.
In case of an injury
An accident report form should be completed and submitted to the Sport Clubs Officer.
Insurance
All insurance queries should be directed to the Sport Clubs Officer.
UWA sports clubs should advise club members to consider their own private health insurance cover.
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Club Finances and Funding
Club Budget Packs are available on the UWA Sports website. Late Budget Packs submission to the Sport
Clubs Officer will be penalised 10% of their grant allocation. Budget packs will be referred to when clubs
meet with the Sports Council Management and Finance Committee. Times are published in the Budget
Pack and on page 6. All information concerning budgets can be found in the Budget Pack.
Clubs must remember to claim their grant/s by the allocated close by date and that the grant money they
are claiming is within the category that their grant was allocated.
Club Supplementary Grants
All clubs are requested by the Sports Council to have claimed their allocated grants by Friday 16 October. If
this cannot be done a letter must be sent to the Sports Council Management and Finance Committee
requesting an extension. Clubs may be invited to apply for any residual funds.
Outside Funding for UWA Sports Clubs
Healthway provides an incentive for sporting clubs to identify and address a range of issues that have the
potential to improve the health and safety of their members and supporters.
www.healthway.wa.gov.au
Community Sporting and Recreation Facilities Fund (CSRFF)
The Community Sporting and Recreation Facilities Fund (CSRFF) exemplify the Western Australian
Government’s commitment to the development of infrastructure for sport and recreation across the State.
In this program, the Government provides financial assistance to community groups and local governments
to develop basic infrastructure. The program aims to increase participation in sport and recreation with an
emphasis on physical activity, through well-planned facilities.
www.dsr.wa.gov.au/facilitiesfunding
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Sports Council affiliates Club Grants
A Club Affiliation Fee allows your club access to the following services at either no cost or discounted:
 Club insurance
 First class facilities
 Grants
 Awards and Scholarships
 Inter-University sport
 One complimentary ticket to the UWA Sports Awards evening
 Clubrooms or club venue
 Promotional tools and marketing assistance
 Professional assistance
 Mailbox (available at the Recreation and Fitness Centre)
Fees are determined by the number of club members that are not UWA students from the previous year.
The club membership list (Including UWA student numbers) must be submitted electronically to the UWA
Sport Clubs Officer A copy of this form is available on our website at www.sport.uwa.edu.au/clubs.
The level of affiliation fee to be invoiced to each club is outlined below:
2015 Membership. Numbers.
(Non UWA students)
0
1-25
26-50
51-100
101-150
151-200
201-250
251+
Affiliation Fee
$
$
$
$
$
$
$
$
0.00
275.00
550.00
825.00
1,100.00
1,375.00
1,650.00
1,850.00
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Sports Awards
There are many outstanding athletes attending The University of Western Australia that are competing for
UWA and community sporting clubs. Such students represent the many ways in which UWA excels in fields
beyond academia.
The Blues Awards aims to recognise these achievements. Nominations are called in September of each year
and are judged on the previous 12 months performance.
Blues recognition is given in two ways, via the Half Blue and Full Blue.
The Full Blue is bestowed on a student to acknowledge outstanding performance in the chosen sport,
including State and National representation and Australian University Sport (AUS) selection in a
Representative Team.
The Half Blue aims to recognise a student's consistent performance in his/her chosen sport on an
Association and State level, as well as Australian University Games (AUG) or Australian University
Championship (AUC) and Tertiary Sport Western Australia (TSWA) Championships. Club involvement is also
taken into consideration in deciding recipients.
Other Awards under the Sports Council:
The Club Service Award recognises a UWA Student who has been an active playing member of their
respective sports club as well as contributing to the clubs off field running for at least 3 years.
The Sports Star of the Year is awarded to a student who has been the most outstanding sportsperson in
the University for that year and exhibited moral force of character, leadership and an interest in his/her
fellow sportspersons.
Champion Club trophy shall be awarded on the basis of success in the Australian University Games for the
current year, success in pennant competitions and diligence of the club officers in attending to
administrative matters, in particular with respect to Sports Council.
Club Letters are awarded to those club members who, in the opinion of the Sports Council have achieved
one of the following:
(a)
Excellence in sporting achievement (standards equal to a Full Blue) in international, national or
local competition and has demonstrated a significant contribution to his/her club over a sufficient
period of time.
(b)
Involvement in the promotion, development and betterment of University sport beyond the call of
a normal position in a sports club; either as a player or administrator. Only an individual who is not
a currently enrolled UWA student may be eligible for award of service.
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Coach of The Year is awarded by the committee to the most outstanding coach in the UWA Sports system
for that year.
Sports Awards Nominations
Nomination Forms can be downloaded from the UWA Sports website or available at the UWA Sports
Recreation and Fitness Centre Reception.
Nomination forms must be fully completed, signed and returned to the UWA Sport Clubs Officer no later
than 12 noon Monday 12 October 2015*.
* No late entries will be accepted
Sports Awards Evening
Sports Council hosts the annual UWA Sports Awards Evening. It will be left up to the clubs committee as to
how and whom they distribute the ticket to. The Sports Awards Evening will be held on Thursday 29
October 2015 at the University Club of Western Australia. The evening will include dinner, and beverages.
All UWA Sports Awards will be presented on the evening. All clubs will be informed of further details closer
to the event.
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Sports Scholarships and Sports Bursaries
The scholarship benefits have been designed to assist those students that wish to pursue an elite sporting
career and sustain a level of proficient academic achievement.
Scholarships are chosen on the basis of sporting achievement, academic records and contribution to sport
at UWA.
Scholarships are valued up to $3000 and can be used towards compulsory fees or other academic or
sporting expenses. This amount is payable in two installments throughout the year. The second financial
installment will be provided if 1st semester academic records and sporting results are sufficient.
Depending on the type of scholarship a student will receive:
 UWA 12 Month Regular Fitness Membership
 Financial assistance to university competitions
 Academic guidance
 Financial assistance. $500 - $3000 to assist with academic or sporting pursuits.
 Australian University Games (AUG) flights to the value of $500.
It is a preference that recipients compete for one of the Sports Council’s affiliated clubs in their major sport
and continue to pursue their studies.
Scholarship applications are available from UWA Recreation and Fitness Centre reception and are required
to be submitted by Friday 27 February. www.sport.uwa.edu.au/sports-and-teams/sport-scholarship-onlineapplication2
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