Uwc sports handbook

SPORT CLUBSNFORMATION HANDBOOKi

WELCOME 04

FORWARD 05

SECTION 1 - INTRODUCTION 05About UWC Sport (Core functions; mission, vision,values and key objectives)General InformationImportant Contact detailsSport Centre Office Hours

SECTION 2 - GOVERNANCE 08Club Organization and MembershipWhat is a Sport Club?Who can join in a Sport Club?How to form a new clubGovernance StructureMeetingsPolicies, Guidelines, Rules and Regulations

SECTION 3 - GENERAL ADMINISTRATION 09Administrative assistanceEntrance to the Sport CentrePhotocopying and access to machinesSport Club MailboxesOffice Supplies and Equipment

SECTION 4 - ATHLETE SUPPORT PROGRAMME 10Sport Merit AwardsSport Science SupportLife skills and trainingSupport Services

SPORT INFORMATION HANDBOOK I 01

CONTENTS

02 I UNIVERSITY OF THE WESTERN CAPE

CONTENTSSECTION 5 - RISK & COMPLIANCE 11Programme SafetyRisk Management RequirementsFirst Aid Policies and ProceduresInjuries Policies and Procedures

SECTION 6 - FACILITIES AND SUPPORT SERVICES 11SchedulingGeneral Policy RestrictionsBuilding/ Court/ Field Usage

SECTION 7 - EQUIPMENT & APPAREL 12Equipment UsageCheckout Policy/ProceduresStorage

SECTION 8 - REVENUE GENERATION 13DonationsFundraisingCommercial SponsorshipAdvertising Sales

SECTION 9 - HUMAN RESOURCE MANAGEMENT 14Coaches AppointmentsSupport Staff Appointments

SECTION 10 - SPORTS COUNCIL 15Sport Club CouncilSport Club Representatives ResponsibilitiesSports Council Executive CommitteeElection ProcessSports Council Executive Responsibilities

SECTION 11 - FINANCIAL MANAGEMENT 15BudgetsPayments / Financial Requests

Reimbursements / Receipts / InvoicesEntry Fees and League Dues

SECTION 12 - TRAVEL 16Participation / CompetitionsProcedures to Participate / CompetePersonal Automobile TransportationRental TransportationAccommodation / LodgingUniversity Vehicle PoliciesDrivers' PolicyInsurance Coverage

SECTION 13 - PUBLIC RELATIONS, MARKETING & BRANDING 18Public RelationsPublicityPromotionPosting GuidelinesUsing the Trademark/logos

SECTION 14 - CODE OF CONDUCT 19Code of ConductUnsportsperson-like ConductHazing

SECTION 15 - DISCIPLINARY PROCEDURES 20Disciplinary Guidelines

SECTION 16 - INDIVIDUAL DOCUMENTS 20i. Club Affiliation /Registration Formii. Sport Merit Awards Application


On behalf of the UWC Sport Department, the Sports Council all our Sport CIubs, I would like to welcomeyou to the UWC fraternity. We look forward to of service to you and helping you grow and excel in yourdifferent sporting disciplines sport clubs as well as and committee responsibilities. The success of our clubsis dependent on the success of the committee members and their dedication to provide support to our SportCoordinators and fulfilling leadership responsibilities.

We have prepared this handbook to answer questions you might have on operations, policy and procedure.The purpose of this handbook is to serve only as a guide, read it thoroughly, and understand your portfolio,policies and procedures. Should you have any questions please contact your Sport Coordinator.

I hope you find your sport experience at the University rewarding and wish you great academic success.

Once again, a warm welcome to the Mother City, Cape Town, and most importantly to beautiful campus,the University of the Western Cape!

SincerelyDirector of Sport


WELCOME


FOWARD

This handbook contains information that is pertinent to the successful and sustainable running of your club.The purpose and aim of the handbook is to provide information on critical areas, however, it is not the onlysource of information. Club members and Committee members are encouraged to seek guidance, whereneeded, from their Sport Coordinators and the Student Sports Council. Should you lose your copy; anelectronic version will be available on the UWC sport website for download.

Welcome to the University of the Western Cape Sport Department. This Club Handbook is designed to aidclubs with relevant aspects related to their club. We trust that the enclosed information will help you inrunning your club successfully.

ABOUT UWC SPORTUWC Sport builds and profiles the image of the University through the support of both competitive andcampus recreation sport as a contributor to the holistic development of the students and staff of theUniversity as well as the local, national and international community.

Our core functional areas include the:i. Management of an effective governance system;ii. Development and attraction of applicable talent and development of leadership and human resource

capabilities to deliver operational effectiveness;iii. Administration and support of both recreation and competitive sport development;iv. Provision of support services;v. Support to deliver the achievement of top class sport facilities and management thereof; and;vi. Promotion of the sport brand; andvii. Collaboration with other departments, institutions, provincial and national sport organisations in the

use of facilities, the training of coaches and referees and the presentation of camps and courses.

VISIONExcellence through Sport

SECTION 1 INTRODUCTION


MISSIONOur mission is:1) To bring students together, and to coordinate their sport experience supporting their holistic development2) To implement a system for the improvement of sport performance standards.3) To make a meaningful contribution towards the strategic priorities of the University.

VALUESExcellence To provide quality services, resources and standards at all levelsAthlete Focus Ensure that our Athlete Support Programme support holistic developmentEthics Underpinned by the code of Conduct of the University and ensuring fair play, respect

of the rules and participate free of drugs and illegal substancesTransparency To be open, honest and accountable in all undertakingsRespect To build a culture of team spirit, sharing and commitmentProfessionalism Being proactive, creative and finding new solutions

KEY OBJECTIVESAcademic objectives contributing towards:i. Holistic student development - out of classroom/co-curricular activitiesii. An integrated campus community - building social cohesioniii. Supporting the University's mission as an engaged institutionBusiness objectives contributing towards:i. Meeting the attrition / academic excellence requirementsii. Building the University's profileiii. Establish and maintain partnerships to facilitate a shared-resource philosophyiv. Building Alumni Relations

GENERAL INFORMATIONThe UWC Sport Club Programme is composed of a group of students, faculty and staff that voluntarilyorganise them in order to compete and participate in sport/activities in which they feel passionately about.Funding for clubs comes from the University, university departments/units, club affiliation fees, fundraisers,and other outside donations.

The Sport Club Programme is strictly voluntary. Members of each club must realise that each sport hasinherent risks and should have some type of health insurance to cover these risks. The University offersto registered athletes, participating in competitive sport only, an insurance (which is not a medical aid) witha maximum value and duly approved based on relevant paperwork only by the insurance providers.


The Sport Department offers sport management, administration, coaching, support services and generalguidance to each sport club. However, the success of each club hinges on the Club Executives; ManagementBoards, Sports Council and respective team captains and its volunteers. Although there are many featuresto running a sport club, the responsibility of the Sport Department is to assist each person involve in assuringtheir success.

Sport Clubs are meant to be a learning experience through involvement in fundraising, organisation,administration, budgeting and scheduling. The leadership opportunities are endless and allow all membersto enhance their college experience.The handbook was created to clarify any areas that Clubs may encounter and the aim is to explain the SportClub Programme to all involved.

Important Phone Numbers and Addresses:University Sport CentreEast Gate EntranceRobert Sobukwe RoadBellvilleCape Town7535Tel: +27-21-959-2548/9732Fax: +27-21-959-2115Email: [email protected]: UWCSportsTwitter: UWCOnline and UWCSport

Sport Centre HoursDuring Academic TimeMonday-Friday: 6:30 am - 22:00Saturday: 9:00 am - 22:00 pm Sunday: 9:00 - 22:00Outside Academic TimeMonday-Friday: 6:30 am - 19:00Saturday: 9:00 am - 17:00 pm Sunday: 9:00 - 17:00

What is a UWC Sport Club?The UWC Sport Club Programme is a voluntary programme organised for the purpose of promoting anddeveloping skills and interest within a variety of different sports. UWC Sport clubs are open to student,staff, or alumni, learners (whom we consider prospective students) and that paid their respective clubaffiliation fees for the year. The Sport Coordinators manage the responsibilities associated with the club.Sport Clubs receive money from a variety of sources; student fees, fundraising, dues collection and donations.

Who can join a UWC Sport Club?Sport clubs are made up entirely of any student (75%) and 25% staff, or alumni, and learners (as prospectivestudents) member that paid their activity fee for either the semester or year that they are properly registeredat UWC Sport (as per the required form). All sport clubs are open to those that meet these criteria. Manyclubs have multiple teams depending on the skill levels. Each individual participating in a Sport Club mustsign a waiver sheet stating that the individual understands the risks and responsibilities that are associatedwith their participation.*Staff cannot compete in university events, but they are welcome to practice.

Forming a new Sport ClubIn order to become a member of the UWC Sport a club must first be recognised as an approved structurethrough the Sport Department as per the Sports Council Constitution (the process is stated in the Constitutionlocated on our website: www.uwc.ac.za. To join a written letter of intent must be prepared and submittedthe Sport Coordinator. Along with the letter of intent, a new club must attend a Sport Club Council meetingwhere the council will vote to accept or deny the club as a Sport Club.

Sport Club Governance Structure


SECTION 2 GOVERNANCE

Sport Co-Ordinators Manager: Support Services

Dvc: Student Developent & Support

Head: Sport Department

Sports Council (represented by clubs)


Policies, Guidelines, Rules and RegulationsThe Sport Department has a range of policies, guidelines, rules and regulations and requirements availableto be adhered to by all members of the Sport Clubs. Executive members and Coaches support the SportCoordinators in areas such as use of for fields/facilities, uniforms, and. The Coaches are responsible forsubmitting a schedule for practices times, leagues and events to the Sport Coordinators. All coaches muchsign a “Coaches Agreement Form” and submit it to the Sport Coordinator.

SECTION 3

Administrative AssistanceThe Sport Club Coordinator will provide administrative assistance to their respective sport clubs. Thefollowing provides an overview of the assistance available to each club:

Entrance into the Sport CentreAll sport club participants must present their membership, student and or staff cards to enter the SportCentre or any other sport facilities on campus. Any visitors must report to the security for sign-in andconfirming purpose of visit.

Copy MachinesA black and white copy machine is located in the Sport Centre. If a club needs to make copies they willneed to contact their respective Sport Coordinator.

Sport Club MailboxesEach sport club has a mailbox located in the Sport Centre at the main arrival hall. These boxes should bechecked at least once a week.

Office Equipment and SuppliesThe Sport Coordinator has limited office supplies that may be used by sport clubs for club business only.The supplies are available during office hours and should be collected during breaks as well.

GENERAL ADMINISTRATION

The Athlete Support Programme combines three essential areas:1. Athlete Education2. Sport Science, and3. Support Services

The programme is designed to benefit our sport community (students, alumni, learners) who has registeredwith the various UWC sport clubs.

The ASP tries to narrow the gap between sport science and basic requirements for an athlete at theUniversity to perform at his or her optimal best. Primarily, the objective is to create a balanced environmentbetween attaining a formal education and a sporting career. The student community has access to thefollowing through the ASP:

i. Sports Merit Awards (making provision for 3 categories of allocation that takes into consideration international, national, provincial and age and senior club achievements). Due date for all applicationis 1st week of February for senior students and October prior start of new academic year for new firstyear students, with final submission of forms by all at end February annually. All athletes receiving a SMA must sign the Athlete Agreement.

ii. Sport Science support which includes the Biokinetics Lab, and Physiotherapy - limited support, pendingclub budgets;

iii. Life skills programs supported and presented by Centre for Student Support Services CSSS.iv. Support Services include training and competition activities; access to Transport Services; Insurance

that takes care of major sports injuries; access to gymnasium and swimming pool and Financial Subsidyfor two provincial, national and/or international representation.

Sporting success depends upon having a structure in place that supports talented young athletes along asport development pathway. Coaching, competition, facilities, equipment, financial support and supportservices are some of the requirements needed by athletes at the appropriate level throughout the systemand not just at the elite level.

Athlete requirements include meeting all Club requirements, an Annual Registration form as well as individualClub Affiliation Fees.


SECTION 4 ATHLETE SUPPORT PROGRAM (ASP)


Risk Management RequirementsAt least two (2) members of each club, specifically the Coach and the Sport Coordinator MUST be CPR/FirstAid certified. At least one of the certified members of a team need to be present at all practices, gamesand tournaments. Individuals that are certified need to have a copy of their certification card. It is highlyrecommended that a trainer be on site for all homes games/matches and tournaments, especially for contactsports. Each individual must carry their own personal health insurance. It is up to the clubs to monitor this.

First Aid Policies and ProceduresAs stated before at least two members of each club MUST be CPR/First Aid certified. CPR/Firsts Aid classescan be arranged via the Sport Department and contact should be made with the Sport Coordinator if amember of a club needs to get a certification. Each club that practices or competes outside the UWC shouldhave a first aid kit available for the entire season. First Aid kits can be checked out with the Manager:Support Services at the beginning of each semester if the club does not have one of their own.

Injuries reporting proceduresIn the case of injuries, each club must document the incident. An accident report form should be turned into the Sport Club Office immediately after the injury occurred. The form can be downloaded from the SportClub Website under the Forms section. The Sport Club Coordinator must also be called and/or emailedregarding the injury. It is mandated that all clubs have first-aid kits at all games. These are available freeof charge upon request.

SECTION 5 RISK & COMPLIANCE

SECTION 6 FACILITIES AND SUPPORT SERVICES

SchedulingPractice requests must be submitted by the Club Chairperson and Coach of the club to the Sport Coordinatoreach semester. All other facility request for games, tournaments, meetings and other events need to besent to the Sport Coordinator at the beginning of the semester or as soon as the club has knowledge ofthe event. Once the requests are approved by the Manager: Support Services the Sport Coordinator willverify their practice/game times before publication thereof. Please note: for any in semester requests youmust allow 14 working days advance notice to secure space.

General Policy RestrictionsBecause of the heavy field and facility usage, teams must abide by assigned practice times. A team thatis repeatedly going over practice time and/or causing problems will face disciplinary actions against them.

Building / Court / Field UsageThe use of fields is a privilege that sport clubs have. Do not abuse that privilege; please clean up all trashprior to and after practice. It is the clubs responsibility to assure the practice area is free of any risk and/orfactors that may cause injury or damage. If you see other groups abusing the fields or using the fields ona restricted day, notify the Sport Coordinator.


SECTION 7 EQUIPMENT & APPAREL

Equipment and apparel purchased with UWC funds for clubs is considered owned by UWC, but at thedisposal of the respective club. Club members are allowed to purchase apparel and may be kept by individualmembers at the end of the season. All purchases are facilitated by the Sport Coordinator based on needfirst and available budget and based on the University's procurement policy requirements. It is importantand mandatory for all clubs to maintain updated equipment inventory logs.

UsageIn the event of a situation where UWC-owned equipment is damaged/lost, the club is required to contactthe Sport Coordinator. We follow Risk Management procedures in getting the equipment fixed or replaced(if applicable). The following is required after equipment has been damaged:• Secure the equipment• Provide all written documentation of the incident• The Manager: Support Services and or Facilities Supervisor will then need an appraisal of the damage.• All work on the equipment or replacing the equipment will be determined then by the Manager: Support

Services in consultation with the Risk Management Department.• The club should also take pictures for submission to the Manager: Support Services• The club is responsible for any deductibles applicable when making claims for insurance.

If the club wishes to discharge of purchased equipment contact the Sport Coordinator for the processing.

Checkout Policies and ProceduresEach club using UWC equipment will need to do an inventory at the beginning and end of each year. This


form will be required to be turned into the Sport Coordinator at the end of each semester. This will bereviewed at the end of year meeting with the Sport Coordinator and Facilities Supervisor for final sign-offby the Manager: Support Services.

StorageClubs may secure smaller equipment in the Sport Centre, pending approval by the Coordinator.

DonationsDonations can be made to a specific club and may be tax-deductible. Cheques must be made payable toUWC (sport clubs) and mailed to the Sport Coordinator (address listed earlier in the handbook). The SportDepartment has an Entity (for restricted funds) to receive donations. . Upon receiving the donation the SportCoordinator will follow the UWC procedures for a receipt to the donor for their records. Expenses relatedto the monies received through the foundation must be identified for submission to the University's FinanceDepartment and to manage record-keeping thereof by the Sport Department and the Sport Club.

FundraisingClubs have the opportunity to fundraise in many different ways. The UWC Sport Clubs are encouraged tohave at least 2 fundraisers per annum to subsidise what is provided by the University. Many clubs fundraisein order to generate more money for their clubs. This may be achieved in many ways as long as the clubhas its ideas approved by the Sport Coordinator. For fundraising ideas visit various online sites, havebrainstorming sessions, multiple groups/teams for different types of ideas. The aim should be to get allclub members involved and utilise collective energies and ideas. Sport Clubs are encouraged to have multi-club fundraisers.

Commercial SponsorshipThis is facilitated via the Department for Institutional Advancement Unit (IA) and the Director of Sport whoin turn seeks permission via the Executive Committee for Sponsorships & Fundraising. Formal proposalsare prepared by a identified task team for approval by the Executive.

Advertising SalesThe same procedure applies as per the commercial sponsorship and guided by the University's brandingprotocols.

SECTION 8 OTHER REVENUE

Coaching StaffCoaches are an integral part of the University's sport programme and the club's success. We aim to recruitcoaches who have extensive experience, knowledge and qualification as a player and/or coach.

The Sport Coordinators of each club are responsible for appointing their coach (es), with approval by theDirector of Sport. The appointment(s) are strictly facilitated via the University's Human Resource Departmentand the office of the Deputy Vice-Chancellor: Student Development and Support. What goes hand-in-handwith this is a University performance appraisal system, to ensure that our athletes receive the best possiblecoaching support. The University provides training opportunities to coaches that are compulsory as wellas optional.

Coaches are responsible for all aspects of the training and competition programmes. Coaches are strictlyresponsible for the on-field/on-court decisions (strategies, players), but do not lead the club. The University,therefore, view all our coaches as a resource.

New Coaches are required to provide Curriculum Vitae prior to their start. Only coaches employed as perthe University's rules and regulations are allowed to receive access cards. Additional cards will be evaluatedon a case-by-case basis, as approved by the Senior Sport Coordinator. The Sport Department is responsiblefor the first issue of the card, however replacement of the card if they lost one is payable by the coach (es).Coaches will provide the safest possible programme for all participants. Coaches will follow all Sport Clubprocedures as put forward in the manual. Finally a coach may be released from his/her duties at any timebased upon violation of the coach's agreement or for poor performance evaluations received by the SportCoordinator in consultation with the Director of Sport.

Support StaffAnnually Sport Clubs are assisted by student assistants who act as administrative, team management andsport science (Physiotherapy and Biokinetics) support. The students are employed via the University's Work-Study Programme and according to stated criteria. Student are allowed to only work for (undergraduate =10) and (post-graduate = 20) hours per week at a rate annually determined by the University.


SECTION 9 HUMAN RESOURCE MANAGEMENT

SECTION 10 UWC SPORTS COUNCIL


The UWC Sports Council is made up of two representatives from each club. The purpose of the Council isto pass on pertinent information to the clubs and plays an important role w.r.t. advice on instituting rules,regulations and policies for the entire Sport Club Programme.

Sport Club Representative ResponsibilitiesThe role of the representative is to communicate with the Club members and the Sport Department.Responsibilities include, but are not limited to: Informing club members of required information whichincludes the content of the Sport Handbook and the Code of Conduct. Attending Sports Council meetingsand related activities and serve as a liaison between the Club members, the Council and the Sport Department.Meeting the deadlines required by the Sport Department including facility requests, travel authorisations,purchase requests, team rosters, club information, registration cards, budget proposals, and others asassigned.

Sports Council Executive CommitteeThe Sport Council members will elect an Executive Committee made up of six (6) members. The positionsare: Chairperson, Vice-Chairperson, General Secretary, Treasurer, Projects Officer and Development Officerand all positions are for a 2-year term. The Constitution governs all aspects of the Sports Council.

Election ProcessThe elections occur at the B-Annual General Meeting in September. Current members are eligible to be re-elected except if they have served for more than two terms. The Sport Clubs provides nominations and theCouncil representatives may nominate themselves or others for positions on the Executive. The membersreceiving majority votes for the respective positions will make up the Sports Council Executive Committee.

BudgetsThe Sport Department, according to its Strategic Plan, aligned to the University's Institutional Operating Plan(IOP), annually provides a budget framework. Sport Coordinators in consultation with the Club Executive andfor final approval by the Director of Sport, finalise the budget according to the framework. The University isunable to provide budget for all required areas, therefore the importance of club affiliation fees, fundraisers,donations and sponsorships. The Sport Coordinator has a responsibility to explain to Sport Clubs the University'sprocedures and policies.

SECTION 11 FINANCIAL MANAGEMENT

Payment requestsFinancial requests are facilitated on a weekly basis, with a two week lead time required to ensure thatdebtors are paid as per required deadlines. Supporting documentation includes 3 x quotations; confirmationof banking details; and South African Revenue Services (SARS) clearance certificate. Financial requestsare approved by the Sport Coordinator and the Director of Sport.

Reimbursements/Receipts/InvoicesAll receipts and invoices must be submitted to the Sport Coordinator for payment. Receipts MUST BEORIGINALS.

All reimbursements will be submitted via the Finance Department and will be facilitated as electronictransfer payments (EFT).

Should a Club pay for something out of the Club's petty cash (or an individual member pays), the originalreceipts are required. Once the original receipts have been received, they will be submitted to the FinanceDepartment upon approval by the Sport Department.

All financial reports must be presented in Excel document format with orginal receipts.

Club affiliation, entry and league feesEach club must have a Club meeting to determine the above and must be accompanied by minutes of themeeting as well as an attendance register. It is the responsibility of the Sport Coordinator to facilitate thisprocess by no later than end of February annually.No club is allowed to operate an external banking account and all payments due by Club members mustbe deposited into the relevant entity of the University. Sport Coordinators keep record of such paymentsas well as a budget to guide expenditure of such payments.


Participation / CompetitionThe Sport Department Financial Guidelines provides detailed information on financial support for differenttypes of competitions. Support is provided for the following:i. Leagues and regional competitions;ii. University national tournaments (based on budget and athletes maybe required to contribute). Athletes

are responsible to pay for their own tracksuit and or other official uniform for the tournament;

SECTION 12 TRAVEL


iii. Inter-Provincial events (maximum of 1 per annum = 50%);iv. National Club Championships (transport only, pending available, all other costs is for the responsibility

of athletes). Clubs may use their supplies and services budget if available;v. International competitions (maximum of 1 per annum = 70%);vi. Individual athlete participation (determined based on consultation and will to be confirmed annually

by end of January.

All of the above are reviewed annually and confirmed based on budget availability.

Procedure to participate/competeBefore any Sport Club travel, Clubs must submit a request via the Coach to the Sport Coordinator for approvalby the Sport department. Required information is a list of specific members who are going, where the clubis going, and all information about where the club is staying (name, phone number). Clubs may NOT befunded for any trip made without the submission of an itinerary to the Sport Department.

Personal TransportationIf a club is using a personal automobile to travel to an event they must sign a waiver form. This waivershould be turned in before each individual will be allowed to travel. Upon receipt of this form, the SportCoordinator will grant permission.

University Vehicle PoliciesThe Sport Department has vehicles that Sport Clubs and may be used for official business only. The usageis managed by the Manager: Support Services in consultation with the Sport Coordinator and is attendedto on a weekly basis. If the request is not received within 48 hours, the request will be cancelled.Cancellationsmust be made 24 hours prior to departure and failure to do so will result in a non-cancellation chargedeductible from the Club's supplies and services budget.

Drinking and eating is prohibited in the vehicles and where evidence of such is found in vehicles, your clubwill NOT be allowed to reserve transport for at least one month and further discipline may follow.

Driver PolicyAll drivers are appointed by the University and no student is allowed to drive the vehicles. Staff from otherFaculties / Units must receive permission from either the Manager: Support Services and or the Directorto make use of the Sport Department vehicles. All Drivers are subject to the University's travel and transportpolicies.

Rental TransportationA Club may not rent transportation from an external rental company. This may be facilitated only by theSport Coordinator on approval by the Director of Sport.

Air TransportationClubs may NOT choose to book their own flights, this must be done according to the University'sTravel Policy.

Accommodation/LodgingSport Clubs are not given money from the Sport Department to pay for accommodation/lodging. These costsform part of related and approved activities and must be facilitated according to the University'sTravel Policy.

InsuranceThis is applicable for all travel when athletes, coaches, team managers and staff represent the universityat approved/official events. This must be facilitated via the University's Risk & Compliance Unit by theManager: Support Services.


Utilisation of the University newspaper, On Campus, the Website and social media is key in publicising thesuccess of the clubs. The Sport Department works closely with the Department for Institutional AdvancementUnit (IA) to solicit support that will profile sport and brand the University externally.

PromotionPromotion begins with the leadership of the specific Club. The best place to begin promoting your Club isat Annual Orientation for new first year students. The option exists to set up tables and demonstrationsin the Student Centre to promote your Club. Contact the Senior Sport Coordinator or Sport Assistants formore information on promoting your Club.

Posting GuidelinesContent on all fliers and posters must not include any inappropriate language or images and must carry theSport Department stamp of approval. Posters will have a two-week limit posting on bulletin boards.Exceptions may be made for large events hosted by the Sport Department, with approval the University's

SECTION 13 PUBLIC RELATIONS, MARKETING & COMMUNICATION


The University's Code of Conduct is the policy regarding discipline for all athletes The primary purpose ofthis Code is to provide a quality educational environment supported by the co-curricular activities such assport and to notify all about the expectations regarding behaviour. The Code should be read broadly andis not designed to define misconduct in exhaustive terms.

Participants in sport may be charged with violations of the Student Conduct Code and the code is availableon www.uwc.ac.za. Please review the Student Organisation Code of Conduct.

Unsportsperson-like ConductAll UWC sport clubs are expected to show the highest level of sportspersonship when participating in anyevent. This includes practices, team events, games, tournament, and any other activity that involves a SportClub. The Club and its members not only represent themselves, but they represent the University, the SportDepartment and the sport Club programme therefore the emphasis on sportspersonship is highly regarded.

HazingHazing is prohibited. “Hazing” means any act committed by a person, whether individually or in concertwith others, against a student in connection with pledging, being initiated into, affiliating with, holding

Events Office. For advertisements without a definite ending (event) date, the two-week limit will beginstarting the Monday after submission.

Submission ProcessPlease attach contact name and information to the submitted flier.All flyers or posters must be approved by Marketing Department before being posted.Please submit flier copy to the Sport Coordinator.Once approved by the Sport Department, a sticker or stamp will be placed on the poster/flier.Fliers and posters are prohibited from hanging on walls, doors, or windows within the facility.

Using the University and Sport Trademarks / LogosIf a Club wishes to use any of the trademarks/logos for club related stuff. (i.e artwork, shirts, warm-upsetc.), permission must be granted by the Director of Sport via the Sport Coordinator. Sport Clubs are NOTallowed to design and or use their “own” trademarks/logos.

SECTION 14 CODE OF CONDUCT

office in, or maintaining membership in any organisation that is affiliated with an educational institution;and that is intended, or should reasonably be expected, to have the effect of humiliating, intimidating, ordemeaning the student or endangering the mental or physical health of a student. Hazing also includessoliciting, directing, aiding, or otherwise participating actively or passively in such acts. Hazing occursregardless of the consent or willingness of a person to participate in the activity. Hazing may occur on oroff campus.


A student enrolling in the UWC assumes an obligation to conduct himself or herself in a manner compatiblewith the University's function as an educational institution. Actions considered unfavourable to the Universityand subject to discipline fall into the categories of academic and non-academic misconduct. The StudentCode of Conduct clearly defines these expectations, and outlines the adjudication process. The purpose ofthe Student Code of Conduct is to educate all members of the University Sport Community and to maintainan environment conducive to both academic and sport excellence.

SECTION 15 DISCIPLINARY GUIDELINES

The following documents will be made available on an annual basis by the Sport Coordinators:a) Registration Formb) Athlete Agreementc) Sport Merit Award ApplicationIt is the responsibility of each athlete to ensure that they receive and return these forms by the requireddeadline.

SECTION 16 INDIVIDUAL DOCUMENTS

©2014 University of the Western Cape, Sport Department: Athlete Information Handbook (AIH)

www.uwc.ac.za

A place of quality, a place to grow, fromhope to action through knowledge

University Sport Centre I East Gate Entrance, Robert Sobukwe Road, Bellville, Cape Town, 7535Tel: +27-21-959-2548/9732 I Fax: +27-21-959-2115 I Email: [email protected] I Facebook: UWCSports

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