Club committees

Club committees

Useful information for sports club committee members

Committee Handbook

This Committee Handbook contains all the important information you will need as a committee such as finance information, Ocean procedures and useful contacts and tools.

Transport

Transport for BUCS fixtures is booked and funded by the Sport and Lifestyle Department - we book and pay for it on your behalf. Speak to your team Captain for departure times / places.

If you need to book transport for a club trip or other event / activity please fill in a transport request form and hand it into your clubs Sport Development Officer (SDO). We need a minimum of seven days notice to book vehicles for you.

You can use the Nottingham Trent Students' Union vehicles for sports club activities and you will only be charged for the mileage you use.

To be eligible to drive these vehicles, you must be aged over 21 and have held a driving licence for at least two years. If you satisfy these criteria you must also complete a MIDAS (minibus driver assessment scheme) test. To register for a MIDAS test, please visit Students Union reception in the SU Express shop (City site).

If the Students Union vehicles are already booked out for the dates you want, you can hire a vehicle from an external company. Please contact your club's SDO for information on how to do this.

Facilities

Sports Clubs can book any NTU Sport and Fitness Facility for club training sessions. Please speak to your club's SDO on how to do this. The club will not be charged for using the facilities - it's included in your Sport and Fitness Membership.

Clubs are also able to hire external facilities. The University will help with the costs - please speak to your club's SDO if you would like to hire an external facility for club training.

Buying things for the club

Always speak to your club's SDO before you buy anything for your club.

We will then check to ensure the club has sufficient funds to make the purchase, and to help you find the best method of payment, price and supplier. This includes everything from getting your team kit washed to buying a large, expensive piece of equipment.

Claiming money back

If previously agreed by your club's SDO, you can claim money back by filling in the Official Sports Club Expenses Form and submitting it to your club's SDO.

The money needs to be authorised by the club President and Treasurer with a signature before the payment can be made.

Please ensure you fill in the bank details section of the form to avoid any delay in the money being returned to you.

Paying in money

You can pay money into the club’s different accounts during office hours
Campus	Building
City site	O2Max Fitness Suite, Behind Costa Coffee, Goldsmith Street, NG1 4GH
Clifton campus	Lee Westwood Sports Centre reception, NG11 8NS

Paying Referees/Umpires

For any fixture requiring a referee or umpire, the official needs to complete the Official Sports Club Expenses Form . The money needs to be authorised by the club President and Treasurer with a signature before the payment can be made.

The referee or umpire should bring the fully signed form to the Lee Westwood Sports Centre reception to receive their payment.

Don't worry about needing to organise or pay referees in Rugby Union or Cricket - the National Governing Body (NGB) appoints the referees for your games and this is dealt with through the Sport and Lifestyle department. Rugby League officials are also organised through the NGB, although payment on the day is required.

Going on trips

If the club would like to go on a trip, a committee member will need to complete the following forms first. They are:

Trip Registration Form - this form asks important questions about where you're going, how you're getting there, when you will be back etc. You should submit this form to your club's SDO - giving us as much notice as possible. The latest you can hand the form in is seven days before departure.
Transport Request form If you need to book transport for your trip, you will also need to complete this form. You can check if the Students Union fleet has a vehicle available for your trip by visiting their transport calendar page.

A club trip is defined by the following aspects:

Using club equipment
Using University/Students Union transport
Advertising the event using the club's name / website / logo etc
Using club accounts to pay for accommodation / transport / equipment hire etc.

Employing / paying coaches and instructors

If you have a coach or instructor that you would like to employ to work with your club/team, please speak to your club's SDO.

If the coach / instructor is paid (instead of a volunteer), you need to speak to your club's SDO to ensure that you are paying the coach / instructor in the correct way.

Once the coach / instructor has been approved by your club's SDO, they should complete two time sheets.

The Unofficial coaches time sheet needs completing by the individual and needs signing by a member of the club’s committee. This sheet should accompany the Official Coaches Time sheet.

Both time sheets are available from your club's SDO.

If the coach / instructor is working on a voluntary basis, the individual needs to complete the Volunteer coach and instructor registration form . This form should be submitted to your club's SDO a minimum of seven days before the coach / instructor's first session.