Code of Conduct - Constitution - Risk Assessment

Oxford University Tennis Club

Code of Conduct
2009-2010

1.0 Introduction
2.0 Club activities
3.0 Specialist Officers
4.0 Event Organisers
5.0 University/Club Activities
6.0 Activity Registration
7.0 First Aid
8.0 Accident and Emergency Procedures
9.0 Club Complaints Procedure
10.0 Declaration
11.0 Appendix: Code of Conduct Guidelines


1.0 Introduction

1.1 Being totally committed to the safety of its members, the 2009-10 Oxford University Tennis Club (OUTC) will operate, insofar as reasonably practicable, in accordance with the following document, its risk assessment, the Proctors’ Rules and current Tennis and Rackets Assocation (T&RA) guidelines.

1.2 The Club is affiliated to the recognised Governing Body for our sports:

The Tennis and Rackets Association
c/o The Queen’s Club
Palliser Road
LONDON W14 9EQ

Tel: 0207 386 3447/8
Email: ceo@tennis-rackets.net
Web: www.lrta.org.uk

1.3 It is the responsibility of the Secretary to ensure that affilation/membership of the T&RA is paid on the due date of 1st September annually, and any information on new or current “Best Practice” requested. A copy of the affiliation form should be provided to the Area Safety Officer (Sport) as soon as the affiliation/membership is renewed.

1.4 The Club will appoint a new committee at the end of Hilary term each year (after the Varsity Match). The committee will serve for one academic year.

1.5 At least two members of the new committee will arrange a Safety Briefing/ Compliance Meeting with the Area Safety Officer (Sport) within two weeks of appointment.

1.6 The reviewed and signed versions of the Code of Conduct and Risk Assessment will be supplied to the Area Safety Officer (Sport) after the appointment of the new committee.

1.7 The Club’s appointed “Senior Member” is Lesley Smith (lesley.smith@hmc.ox.ac.uk).

1.8 It is the responsibility of each individual member to bring to the attention of the Committee any known medical condition or previous injuries that may affect their or other Club members’ safe participation within the sport. If the issue is of a sensitive nature, then this MUST be raised via the Area Safety Officer.

1.9 The Club Code of Conduct, Risk Assessment and Constitution shall be available on the Club Website, www.outc.org.uk, under a clear "Safety Documents" link.


2.0 Club Activities

FOR EACH YEAR OUR PROPOSED ACTIVITIES ARE SHOWN ON THE
FIXTURE CARD (current year attached)

2.1 Activities for this year include:

President	Simon Stubbings		SStubbings@eu.go2uti.com
Secretary	Chris Stefanowicz	OU	christopher.stefanowicz@regents.ox.ac.uk
Treasurer& Senior Member	Lesley Smith	OU	Lesley.smith@hmc.ox.ac.uk
Men’s captain	Sam Halliday	OU	Samuel.halliday@trinity.ox.ac.uk
Women’s captain	Vicky Ormerod	OU	Victoria.Ormerod@merton.ox.ac.uk
Club professional	Andrew Davis		tennis@herald.ox.ac.uk
Club professional	Alan Oliver	OU	tennis@herald.ox.ac.uk
Member 1 and Safety Officer	Ray Cooke		ray.cooke@sky.com
Member 2	Tom Povey		tom.povey@virgin.net
Member 3	John Stevens	OU
Member 4	Derek Williams	OU	del636@yahoo.co.uk
Member 5	James Fleetwood		jamesfleetwood@jamesfleetwood.com

* attending all meetings of the committee and the club AGM, as detailed in the constitution.
* organising and managing the activities of the men's Blues team.

3.3 The Women's Blues captain is responsible for:
* attending all meetings of the committee and the club AGM, as detailed in the constitution.
* organising and managing the activities of the women's Blues team.

3.4 The Members-at-large are responsible for
* attending all meetings of the committee and the club AGM, as detailed in the constitution
* club business as agreed at committee meetings.


4.0  Event Organiser and Activity Leaders

4.1 The Oxford University Tennis Club will follow the Sports Federation guidelines for Event Organisers and Activity Leaders, as detailed in Section 6 of the safety webpages at http://www.sport.ox.ac.uk/sports-federation/safety

4.2 Principal event organisers for 2009-10 will be the Men's and Women's Blues captains, with the help and advice of the two club professionals, and the Club President and Treasurer, if needed.

4.3 The names of the Club Professionals for the current academic year are:
Andrew Davis and Alan Oliver:
Email: tennis@herald.ox.ac.uk
The Area Safety Officer (Sport) requires a letter on an annual basis (at the beginning of Michaelmas term) from OUTC confirming that the Professionals are employed by OUTC, have a signed contract and have Personal Indemnity Cover. Copies of qualifications (coaching and first aid) are to be sent to the Area Safety Officer, along with proof of Personal Indemnity Cover.

4.4 Activity participants:
Although Activity Leaders are responsible for informing participants about the exact nature of an activity, participants should be aware that they are responsible for their own actions, especially if they choose to disregard advice given by an Activity Leader or Event Organiser or Club Professional.


5.0 Club Activities

5.1 Club activities are recognised as being those conducted under the name of the OUTC and approved by the Club Professionals.

5.2 The Club will undertake its activities as outlined in Section 6 of the Code of Conduct guidelines to this document as displayed on the safety webpages at http://www.sport.ox.ac.uk/sports-federation/safety.

6.0 Activity Registration

6.1 All official club activities will be registered with the Club Professionals.

6.2 The Club will follow the Trip Registration Form guidelines for trips in the UK and abroad, as detailed in Sections 10 & 11 of the Sports Federation Safety webpage: http://www.sport.ox.ac.uk/sports-federation/safety

7.0 First Aid

7.1 The Club will follow the guidelines for First Aid provision, as detailed in Section 12 of the Sports Federation Safety webpage: http://www.sport.ox.ac.uk/sports-federation/safety


7.2 Andrew Davis is a fully-qualified first-aider; Alan Oliver has emergency first-aid training. There is a first-aid kit at the side of the court.

8.0 Accident and Emergency Procedures

8.1 The Club will follow the Accident and Emergency Procedures, as detailed in Section 7 of the Sports Federation Safety webpage: : http://www.sport.ox.ac.uk/sports-federation/safety


8.2 There is an Accident Book in the Clubroom. All accidents must be noted down as soon as possible and the Club Professionals informed. Any major incidents must be reported to the Area Safety Officer (Sport) by email:
  richard.dodsworth@sport.ox.ac.uk

9.0 Club's Complaints Procedure

9.1 The Club operates a procedure that allows Club members to raise complaints about issues, which might include the following:

* the safety of Club activities
* poor standards of instruction or leadership
* the standard of equipment used for Club activities
* poor Club administration
* the lack of suitable activities for their level of participation

9.2 Complaints concerning Club safety or operational matters should initially be addressed to the Club President. If this does not prove satisfactory, a written complaint should be made to the Sports Secretary at the Sports Federation. A reply will be received within ten days. If this reply is judged to be unsatisfactory, a written complaint should be made to the Director of Sport or the Area Safety Officer.


10.0 Declaration

As a Club Official, I am aware of my moral and legal obligation to my fellow Club members. I have read, understood, and agree to abide by and enforce the rules of the Club Constitution, Code of Conduct, and Risk Assessment, and the guidelines pertaining to the office I hold:

 
 

Position	Name	Signature
President	SIMON STUBBINGS
Secretary	SAM HALLIDAY
Treasurer	LESLEY SMITH
Men’s Blues captain	HORATIO CARY
Women’s Blues captain	CHARLOTTE BARKER
Member 1	RAY COOKE
Member 2	JAMES FLEETWOOD
Member 3	JOHN STEVENS
Member 4	DEREK WILLIAMS
Member 5	TOM POVEY


11.0 Appendix : The Code of Conduct Guidelines

The Code of Conduct Guidelines can be sued as an appendix to the Code of Conduct, and the information is available in Section 6 of the Safety webpages at : http://www.sport.ox.ac.uk/sports-federation/safety