Marist Rugby Club Canberra - Marist Rugby Canberra - Homemaristrugby.com.au/uploads/9/5/0/6/9506815/policyhandbook.pdf · Marist Rugby Club Canberra – Policy and Information Handbook

  • Upload
    others

  • View
    5

  • Download
    0

Embed Size (px)

Citation preview

  • Marist Rugby Club

    Canberra

    POLICY AND INFORMATION

    HANDBOOK

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 2 of 32

    TABLE OF CONENTS

    1. INTRODUCTION .............................................................................................. 5

    1.1 Marist College Sports Committee .................................................................................................. 5

    2. MARIST RUGBY CLUB PHILOSOPHY AND GOALS .................................... 5

    2.1 Our mission: .................................................................................................................................... 5

    2.2 Our vision ......................................................................................................................................... 5

    2.3 Goals ................................................................................................................................................. 5

    3. ADMINISTRATION .......................................................................................... 7

    3.1 Committee ........................................................................................................................................ 7

    3.2 Office bearers .................................................................................................................................. 7

    3.2 Membership and election of office bearers ................................................................................... 7

    3.4 Rugby committee meetings ............................................................................................................. 7

    3.5 ACTJRU........................................................................................................................................... 8

    3.6 Finances ............................................................................................................................................ 8

    3.7 Provision of information ................................................................................................................. 8

    3.8 Privacy policy .................................................................................................................................. 8

    3.9 Complaints and queries .................................................................................................................. 8

    4. CODE OF CONDUCT AND STANDARDS .................................................... 10

    4.1 Codes of behaviour and standards ............................................................................................... 10 Administrator ........................................................................................................................................ 10 Manager ................................................................................................................................................ 10 Coach .................................................................................................................................................... 11 Player .................................................................................................................................................... 12 Parent .................................................................................................................................................... 12 Spectator ................................................................................................................................................ 12

    4.2 Breach of code of behaviour ......................................................................................................... 13

    4.3 No smoking or drinking alcohol ................................................................................................... 13

    4.4 Undertaking by committee and coaches/managers .................................................................... 13

    4.5 Parents and supporters ................................................................................................................. 13

    4.6 Prohibited employment declaration ............................................................................................ 14

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 3 of 32

    5. GENERAL POLICIES/INFORMATION .......................................................... 15

    5.1 Selection of coaches / managers ................................................................................................... 15

    5.2 Player participation ....................................................................................................................... 15

    5.3 Failure to attend training or matches .......................................................................................... 15

    5.4 Player registration ......................................................................................................................... 15 5.4.1 Registration day............................................................................................................................ 15 5.4.2 Online registration ........................................................................................................................ 16

    5.5 Registration fees ............................................................................................................................ 16

    5.6 Late registration of players .......................................................................................................... 16

    5.7 Grading of players ......................................................................................................................... 16 5.7.1 Requirement to play rugby for Marist .......................................................................................... 17 5.7.2 Movement of players between divisions ...................................................................................... 17 5.7.3 Selection of 1

    st, 2

    nd and 3

    rd XV ..................................................................................................... 18

    5.8 Team nominations ......................................................................................................................... 18

    5.9 Playing uniform ............................................................................................................................. 18 5.9.1 Free jersey allocations .................................................................................................................. 19 5.9.2. Why the Club does not provide playing jersey kits to all teams.................................................. 19

    5.10 Equipment .................................................................................................................................... 19 5.10.1 Care and provision of equipment ............................................................................................... 20

    5.11 Safety - General ........................................................................................................................... 20

    5.12 Insurance ...................................................................................................................................... 20

    5.13 Team Tours .................................................................................................................................. 20

    5.14 Subsidies to Marist rugby representative players .................................................................... 21

    5.15 Presentation night ....................................................................................................................... 21 5.15.1 Senior and junior presentations .................................................................................................. 21 5.15.2 Awards ....................................................................................................................................... 21

    5.16 Donations (to charities) ............................................................................................................... 22

    5.17 Sponsors ....................................................................................................................................... 22

    6. TEAM ADMINISTRATION ............................................................................. 23

    6.1 Health and Safety .......................................................................................................................... 23

    6.2 Match scores/reports ..................................................................................................................... 23

    6.3 Marist Rugby club newsletter ...................................................................................................... 23

    6.4 Competition draw .......................................................................................................................... 23

    6.5 Home game field allocations ......................................................................................................... 23

    6.6 Competition rules and regulations (ACTJRU) ........................................................................... 24

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 4 of 32

    6.6.1 Competition complaints ............................................................................................................... 24

    7. TRAINING AND COACHING ......................................................................... 25

    7.1 Involvement of parents ................................................................................................................. 25

    7.2 Coaching courses and accreditation of coaches .......................................................................... 25

    7.3 Coaches and managers handbook ................................................................................................ 25

    7.4 Team training ................................................................................................................................ 25

    8. DUTY STATEMENTS .................................................................................... 26 President ................................................................................................................................................ 26 Vice President ....................................................................................................................................... 26 Secretary ................................................................................................................................................ 26 Treasurer ............................................................................................................................................... 26 Junior & Senior Rugby Master .............................................................................................................. 26 Webmaster............................................................................................................................................. 27 Fundraising / Sponsorship Coordinator ................................................................................................. 27 Age Group Coordinator ......................................................................................................................... 27

    9. APPENDICES ................................................................................................ 28

    9.1 Appendix A: ................................................................................................................................... 28

    9.2 Appendix B: ................................................................................................................................... 28

    9.3 Appendix C: ................................................................................................................................... 28

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 5 of 32

    1. INTRODUCTION The Marist Rugby Club Policy and Information Handbook provides information on the

    operation and management of the rugby club at Marist College. The handbook is available to

    all who assist in the administration and running of rugby at Marist College.

    The rugby committee will update and approve changes to the handbook as required. Any

    changes to the handbook will be endorsed by a majority of the committee.

    The handbook has been developed to complement the Marist College Sports Policy and

    where appropriate the policy is referred to or quoted in this document.

    1.1 Marist College Sports Committee

    Policy development for the conduct of sport, including awards, registration fee, presentation

    evenings etc comes under the direction of the Marist College Sports Committee, chaired by

    the Sports Master (Senior School). The College Coordinator and a representative of the

    relevant sporting club (the President or a nominee) will represent each sport at this

    committee. For further details refer to the College Sports Policy.

    2. MARIST RUGBY CLUB PHILOSOPHY AND GOALS The Marist Rugby Club was established in 1992 to assist the college in the administration

    aspects of rugby at the College. The broad aim is to improve the overall standing of rugby

    within and outside the College.

    2.1 Our mission:

    To provide an effective support infrastructure for the Marist College rugby program such

    that students can participate in all aspects of rugby while developing their skills and interest

    for the game in a safe and enjoyable environment.

    2.2 Our vision

    Marist College Canberra is considered a successful and respected rugby school and club. To

    provide the necessary support and opportunities to every participating student so they can

    reach their desired goals and maximise their enjoyment.

    2.3 Goals

    The Club seeks to provide advice and support to the college regarding the development and

    management of the rugby program while providing support to the Rugby and Sports

    Master‟s as they implement the program. This will be through:

    Financial Management

    Budget

    Raising funds (sponsorship/subscriptions)

    Expenditure (operational and capital) Operational Activities

    Manage and provide resources for game day setup

    Manage the canteen/BBQ

    Provide First-aid support

    Manage player registrations Skill and Technical Development

    Provide appropriate quality rugby equipment

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 6 of 32

    Provide and support coaches and player-management teams to develop the boys rugby and personal skills

    Cultural and Philosophy

    Develop the “spirit of the game”

    Support the ethos of the school within the way rugby is administered.

    Effective annual planning

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 7 of 32

    3. ADMINISTRATION The Club is not incorporated and therefore operates under the guidance of the Marist College

    policies and procedures relevant to its sporting clubs.

    3.1 Committee

    The Committee shall be elected at the Annual General Meeting each year and shall be

    comprised of office bearers and general committee members. Additional members may be

    appointed to the Committee at any time, by a resolution of the Committee.

    3.2 Office bearers

    Office bearers shall be:

    President

    Vice-President

    Secretary

    Treasurer

    Rugby Master (school nominee)

    Sports Master (school nominee)

    First Aid

    Managers Coordinator

    Merchandising

    Webmaster

    Function Coordinators/Canteen Coordinator

    General Committee

    The Office Bearers of the Marist Rugby Club for any given season are recorded officially in

    the Committee minutes and are normally listed in advertising material or the Marist Rugby

    Club website.

    Office Bearers are normally elected at the Maris Rugby Club‟s Annual General Meeting

    (AGM) which is held at the completion of the ACTJRU season.

    The executive committee is made up of the; President, Vice-president, Secretary, and

    Treasurer.

    The term of appointment is for one season only, which is usually determined by the period

    between consecutive AGMs of the Marist Rugby Club.

    3.2 Membership and election of office bearers

    Any current or past parent, student or teacher is eligible to nominate for a position on the

    committee and election is by a show of hands at the AGM.

    The Rugby and Sports Masters of the college are always members of the committee.

    3.4 Rugby committee meetings

    Rugby committee meetings are held on a regular basis and at other times when specifically

    called. For the meetings to be an effective forum all Committee members are requested to

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 8 of 32

    attend. The Secretary is to give prior notice of all meetings and members are to advise the

    Secretary if they are unable to attend.

    Meetings can be attended by current parents and teachers but voting is restricted to current

    committee members.

    3.5 ACTJRU

    ACTJRU Junior Council meetings are held on a regular basis and at other times when

    especially called.

    Marist Rugby Club is represented by a delegate to the ACTJRU who represents the interests

    of the club and reports to the Committee on proceedings.

    3.6 Finances

    A budget will be prepared at the beginning of each season and approved by the Committee.

    The budget will be continually monitored throughout the season.

    The Treasurer will maintain all records associated with the financial operations of the MRC.

    An annual balance sheet of income and expenditure will be made available at the AGM.

    Refer to Treasurer‟s Duty Statement.

    3.7 Provision of information

    The Club has a dedicated Marist Rugby Club website at www.maristrugby.com.au. This

    website is used as a primary means for providing information to players, coaches, managers

    and parents. Everyone is encouraged to regularly visit the website to obtain information

    about the Club and their team.

    The Club may also send emails on occasions as a more direct means of contacting and

    informing members about important rugby club information. The email address(es) used will

    be those provided as part of the player registration process (as provided by the

    player/parent).

    3.8 Privacy policy

    The Privacy Amendment (Private Sector) Act 2000 came into effect on 21 December 2001.

    The Act regulates the way private sector organisations collect, use, keep, secure, and disclose

    personal information.

    Marist Rugby Club is bound by the National Privacy Principles (NPP‟s). The Club is

    committed to upholding these principles and complying with the Privacy Amendment

    (Private Sector) Act 2000.Your privacy is important.

    This statement outlines the procedures and process (in keeping with the NPP‟s) used by

    Marist Rugby Club in implementation of the privacy policy and how the Club uses and

    manages personal information provided to or collected by it.

    Full details of our policy is contained in Appendix A and also on our website.

    3.9 Complaints and queries

    If you have any concerns or issues that you would like addressed you should direct your

    inquiry to;

    President: for issue regarding the Club administration, or

    Rugby/Sports Master: for issues regarding a team and/or players

    http://www.maristrugby.com.au/

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 9 of 32

    If you are in doubt who you should contact, please consult with the Club President who will

    assist by directing you to the most appropriate person to deal with your inquiry.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 10 of 32

    4. CODE OF CONDUCT AND STANDARDS The Club is committed to promoting rugby and the personal development of our players in

    accordance with the College ethos, the highest standards of sportsmanship and the Laws and

    Spirit of Rugby.

    4.1 Codes of behaviour and standards

    In addition to the Marist Sports Policy, the Club‟s Code of behaviour and standards guide

    covers:

    administrators;

    managers

    coaches

    players;

    parents; and

    spectators

    This guide is designed:

    To maintain the element of enjoyment and satisfaction in junior rugby.

    To make adults aware that young people play to satisfy themselves and not necessarily to satisfy adults or members of their own peer group.

    To improve the physical fitness of youth by making it attractive, safe and enjoyable for all young people.

    To constantly remind administrators, coaches, parents, that rugby must be administered, taught and provided, for the good of those young people who wish to

    play the game. It is their game!

    Administrator

    Ensure that equal opportunities for participation in rugby are made available to all irrespective of ability

    Do not allow the game to become primarily spectator entertainment.

    Equipment and facilities must be appropriate to the maturity level of the young players.

    Rules and length of schedules should take into consideration the age and maturity level of the young players.

    Remember that play is done for its own sake. Do not emphasize the need for awards.

    Distribute the code of conduct to spectators, coaches, players, parents and teachers.

    Ensure that parents, coaches, sponsors, doctors and participants understand their authority and their responsibility for fair play in rugby.

    Ensure adequate supervision is maintained at all games.

    Behave in a manner to set an example for all participants.

    Do not approach a referee/touch judge at any stage during or immediately after a game (except to thank them for their time and effort – they are volunteers too!)

    Manager

    Encourage parents to take an active interest in the team.

    Encourage parents and supporters to talk to opposition spectators.

    Encourage supporters to praise good play by both teams.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 11 of 32

    Discourage supporters from excessive barracking.

    Provide administrative assistance to the Coach including full knowledge of the competition rules and paperwork requirements (including submitting game results to

    the College Rugby Master in a timely manner)

    Be fully informed of rugby requirements and matters affecting your team.

    Look after injured players while they are not able to take the field.

    Insist on an appropriate standard of team behaviour both on and off the field.

    Set an example in terms of behaviour.

    Do not approach a referee/touch judge at any stage during or immediately after a game (except to thank them for their time and effort – they are volunteers too!)

    Coach

    You have responsibility for the behaviour of your team and its supporters. EXERCISE IT.

    Be reasonable in your demands on the young player's time, energy and enthusiasm. Remember that they have other interests and demands on their time.

    Teach your players the Laws of The Game and that they are mutual agreements, which no one should evade or break. Keep your own knowledge of coaching and the

    developments of the game up to date.

    Ensure that all players get a game. The 'just average' players need and deserve equal time.

    Remember that young people play for fun and enjoyment and that winning is only part of it. Never ridicule or yell at the players for making mistakes or losing a game.

    The scheduling and length of practice times and games should take into consideration the maturity level of the players.

    Develop team respect for the ability of opponents, as well as, the judgment of referees and opposing coaches.

    Follow the advice of a doctor/first-aid officer in determining when an injured player is ready to play again.

    Remember that young people need a coach they can respect. Be generous with your praise when it is deserved and set a good example.

    Make a personal commitment to keep yourself informed on sound coaching principles and the principles of growth and development of young people.

    Encourage young people to develop basic skills and avoid over-specialization in positional play during their formative years.

    Create opportunities to teach sportsmanship, just as you would in teaching the basic skills.

    Ensure that efforts for both skill improvement and good sportsmanship are rewarded by praise.

    Ensure that skill learning and free play activities have priority over highly structured competitions for very young people.

    INSIST ON FAIR PLAY. Do not tolerate foul play, fighting, or foul language. Be prepared to take off an offending player.

    Discourage excessive „trash‟ talk on the pitch.

    INSIST on a disciplined approach by players and mean what you say.

    Set a good example by personal good behaviour.

    Do not approach a referee/touch judge at any stage during or immediately after a game (except to thank them for their time and effort, or to ask a reasonable question

    in a respectful and calm manner e.g. to clarifying a law interpretation. Remember

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 12 of 32

    they are volunteers giving up their time too and do not deserve to be harassed in any

    form)

    Player

    Play for the 'enjoyment', not just to please your parents or coach.

    Play to the Laws of the Game

    Never argue or dispute the referee's decisions. Let your Captain ask any necessary questions.

    Control your temper - no 'mouthing off' (no foul language/swearing)

    Work equally hard for yourself and your team - you team's performance will benefit and so will your own.

    Be a good sport. Acknowledge/applaud all good play, whether by your team or by your opponent.

    Treat all players, as you yourself would like to be treated. Don't interfere with, bully or take unfair advantage of any player.

    Remember that the goals of the game are to have fun, improve your skills and feel good. Don't be a show off or always try to get the most points.

    Co-operate with your coach, manager, team mates, referee and opponents, for without them you don't have a game.

    Do not approach a referee/touch judge at any stage during or immediately after a game (except to thank them for their time and effort – they are volunteers too).

    Parent

    Do not force an unwilling youngster to participate in Rugby.

    Encourage your child to always play by the laws.

    Teach young people that honest effort is as important as victory so the result of each game is accepted without undue disappointment.

    Turn defeat into victory by helping young people work towards skill improvement and good sportsmanship. Never ridicule or yell at your child for making a mistake or

    losing a game.

    Remember that young people learn best by example. Applaud good play by your team and by members of the opposing team.

    Do not publicly question the referee's judgment and never his/her honesty.

    Support all efforts to remove verbal and physical abuse from junior rugby

    Recognize the value and importance of volunteer coaches, managers and referees. They give of their time and resources to provide recreational activities for your

    children.

    Do not approach a referee/touch judge at any stage during or immediately after a game (except to thank them for their time and effort – they are volunteers too)

    Spectator

    Remember that young people play organised sports for their own fun. They are not there to entertain you and they are not elite rugby players

    Be on your best behaviour. Don't use offensive language, or harass players, coaches, referees or other spectators.

    Applaud good play by your own team and the opposition team.

    Show respect for your team's opponents. Without them there would be no games.

    Never ridicule or scold a player for making a mistake during the game.

    Condemn the use of violence in all forms.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 13 of 32

    Respect the referee's decisions.

    Encourage players to play according to the laws.

    Do not approach a referee/touch judge at any stage during or immediately after a game (except to thank them for their time and effort – they are volunteers too)

    SLEDGING: THIS CANNOT BE ACCEPTED in any shape or form. Players and Referees are NOT fair game.

    4.2 Breach of code of behaviour

    Any breach of the Code of Conduct by a player, team official, parent or Club supporter

    should be referred to the Committee through the age group coordinator for consideration and

    appropriate action.

    Players who breach the code of conduct will generally be referred to the Rugby Master, who

    will determine the appropriate sanctions/punishment. A suspended player (either by the

    Club/school or from ACTJRU sanctions) may not play in any match for the Club during the

    period of the suspension.

    Serious breaches of this Code may result in a player‟s registration to play for the College

    being withdrawn by the Headmaster.

    Team officials: Serious or repeated breaches by a team official may result in the official

    being removed from their position with the team.

    The Club may ask a parent or supporter who breaches the Code to be absent from future

    games.

    Any person reported to the Committee shall be invited to present their case to the Committee

    prior to the Committee coming to a decision on the matter.

    Any breach of the Code reported to the Committee shall be passed on to the College through

    the Rugby Master.

    Any sanction applied by the Committee shall be referred to the College through the Rugby

    Master.

    4.3 No smoking or drinking alcohol

    Coaches, managers, and referees/officials should not smoke or drink alcohol at games or

    during training. Parents/spectators are requested not to drink alcohol while a match is in

    progress.

    Marist College, including its grounds, are a smoke-free environment (at all times).

    4.4 Undertaking by committee and coaches/managers

    All Club office bearers will abide by the Club‟s Code of behaviour and standards and work

    to promote the best interests of the Club and College. Committee members, coaches and

    managers will sign an undertaking to this effect at the beginning of each season. A copy of

    the undertaking is included at Appendix B.

    4.5 Parents and supporters

    All Parents and Club supporters are expected to abide by the Club‟s code of behaviour and

    standards and promote the best interests of the Club and College.

    Parents may raise with the coach or manager any concerns or issues they may have with the

    approach or conduct of the team management. Any approach must always be polite,

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 14 of 32

    courteous and constructive in its intent and dealings. This must not be done in front of

    players. Parents may also raise such concerns with the Committee.

    Parents are encouraged to remain at the game to support their son and the team. Where this is

    not possible, parents have a responsibility to ensure boys are picked up on time, taking into

    account possible early finishes and wet weather, so that players and coaches/managers are

    not left waiting for long periods for parents to arrive. (Ref 6.1)

    4.6 Prohibited employment declaration

    It is Club and College policy that all coaches, managers and other people who may be in a

    position of close involvement with players must sign the Prohibited Employment Declaration

    form (and will be held by the sports master), a copy is included at Appendix C.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 15 of 32

    5. GENERAL POLICIES/INFORMATION

    5.1 Selection of coaches / managers

    Nominations for coaching and managing positions for all age groups (except 1st XV) will be

    invited before the commencement of each season through the player registration process.

    Nominations received will be considered by the Sports/Rugby Master‟s and be endorsed by

    the College Headmaster.

    In making appointments, they will take into account:

    the nominee‟s qualifications and track record as a coach;

    the nominee‟s past involvement in the Club, if any;

    the capacity and willingness of the nominee to abide by Club policies and its Code of behaviour and standards; and

    the overall contribution the nominee can make to the Club and its players

    The appointment of the 1st XV Coach (and player management team) is solely the

    responsibility and discretion of the College and Headmaster. This position is typically

    filled by a member of the teaching staff.

    5.2 Player participation

    Coaches must adhere to the IRB Rules and local rules if applicable.

    All players regardless of ability are to be encouraged to actively participate in the game.

    Every player must be given game time.

    Coaches and managers should ensure player participation in the game and off the field as

    well. Players should be involved in setting up for game-day and assisting where possible

    such as distribution of water, running kicking tee etc.

    NOTE: All players must remain at the ground for the duration of the match unless given

    permission to leave by the coach/manager.

    5.3 Failure to attend training or matches

    Any player who fails to notify in advance his coach or manager that he is unable to attend

    training or a match, without a reasonable excuse, may be stood down from part, or all, of that

    or a subsequent match with the endorsement of the Club‟s Executive.

    Any decision to stand a player down should be referred in the first instance to the age group

    coordinator to take up with the Club Executive, in consultation with the appropriate Sport or

    Rugby Master.

    5.4 Player registration

    5.4.1 Registration day

    The annual registration day will normally be held in early February. The Committee will

    ensure that registration forms are readily available to all Marist students at least one week

    before registration day.

    Registration fees must be paid when a player registers.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 16 of 32

    5.4.2 Online registration

    On the Marist Rugby Club website exists a portal for on-line registrations which can be

    completed at any stage once registrations are open. The portal allows players and parents to

    register through a secure web-based system. This is an easy and convenient way for a

    player/parent to provide registration details and pay via credit card (for those that prefer this

    option). If this option is used players do not need to complete the paper form. The online

    system will provide an electronic receipt of the payment.

    Once registered for the portal players/parents are able to update their contact and personal

    details at their convenience, this will ensure the Club has up to date records and is able to

    provide timely information to them.

    5.5 Registration fees

    Registration fees will be set by the Committee prior to the Registration Day and will be

    restricted to a level which, together with other fund-raising, enables the Marist Rugby

    Committee to meet its commitments in running rugby at the College.

    5.6 Late registration of players

    It is likely that in each season late registrations will be received. The Committee will

    consider the inclusion of late players having regard to the existing team arrangements and

    how much of the competition remains to be completed. As a general rule the Committee will

    make every endeavor to include late registration players in a team. Late registrations should

    pay an appropriate level of fee to be decided by the Committee.

    Coaches and Managers must advise the Secretary when a new player seeks to join their team

    so that a Registration Form can be sent to the player. It is important that this process is

    completed quickly to ensure that all players are registered and covered by insurance.

    The Committee, through the age group coordinator, must approve allocation of such a player

    to a team, having regard to their grading and the impact on other players.

    5.7 Grading of players

    The Marist Rugby Club has a formal process for the grading of players. At the

    commencement of each season the following arrangements will take place:

    All players are to be graded in their correct age group.

    The Rugby Master will appoint grading panels for each age group (usually consisting of the nominated coaches for that age group).

    Grading panels may have access, on request from the Rugby Master, to the previous season‟s statistics and coaches‟ assessments of players (if they are available).

    A minimum of two grading trials will be scheduled and all players must attend these trials.

    The Rugby/Sports Master will submit the recommended Marist team arrangements (number

    of teams and recommended division) to the ACTJRU; and

    The Rugby Master, or age coordinator will ensure that the team lists (including age division)

    are promulgated at the school as soon as practically possible.

    In special circumstance the Rugby/Sports Masters may agree to players being placed in a

    team outside their age group. This arrangement will only occur in exceptional

    circumstances and with the permission of the player’s parents.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 17 of 32

    Selections to teams will be made on merit, based on playing ability and commitment to the

    Club and team. Considerations taken into account in assessing a player‟s commitment to the

    Club and team, particularly in regard to selection in division one sides and the 1st, 2

    nd and 3

    rd

    XV‟s, will include:

    attendance at training;

    conduct at training and during games;

    participation in Club and team events;

    length of association with the Club.

    Depending on player numbers within age groups, players will generally be graded into 3

    levels;

    Royals – division 1 (ACTJRU Black division)

    Sky‟s – division 2 (ACTJRU Gold division)

    Blues – division 3 (ACTJRU Green division)

    5.7.1 Requirement to play rugby for Marist

    The College Sports Policy requires students to play sport for Marist clubs, unless they seek

    exemption from such obligations for important personal or pastoral reasons. Students who

    may be contemplating playing for another club should be aware of the College Sports Policy

    which outlines requirements in relation to seeking exemptions, and any impact this may have

    on student leadership eligibility. There are also implications for eligibility for selection to the

    1st XV (see 5.8.3)

    5.7.2 Movement of players between divisions

    Players may be shifted between divisions after the commencement of the season with the

    agreement of the coaches of the affected teams and the age group coordinator and following

    consultation with the affected parents and players.

    Decisions to move a player between divisions in an age group will be based on factors such

    as performance, attitude, commitment to the team and the personal development of the

    player.

    Division one teams should always have a full complement of players, if necessary by

    bringing players up from lower divisions. Consequent gaps in lower division sides may be

    filled temporarily by players from a lower age group where the team in the lower age group

    is not adversely affected.

    Where a long-term promotion to a higher division is likely to leave a team short of players

    and the gap cannot be filled from lower divisions, a player may be brought in from lower age

    groups for the duration of the season only – or a number of players may be rotated through

    on a game-by-game basis.

    Such arrangements shall be agreed by the coaches of the affected teams and the relevant age

    group coordinator in consultation with the parents and players. In cases where it is proposed

    that players be brought up from lower age groups for more than one or two games, prior

    approval must be gained from the Rugby & Sports master.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 18 of 32

    5.7.3 Selection of 1st, 2nd and 3rd XV

    Grading of players for the 1st, 2

    nd and 3

    rd XV‟s will occur before “under-age” team gradings.

    This is to allow players not selected in these teams to be considered in “under-age” teams.

    The 1st XV is the Club‟s senior team. As such it receives as much support as the Club can

    reasonably provide. Treating all players in a fair and equitable manner and returning the

    commitment and loyalty shown by them is also important. Most importantly players and

    parents are entitled to be fully informed of the selection arrangements that apply to the senior

    squad.

    Senior players in return have reciprocal obligations to the team and the Club as a whole and

    are expected to show full commitment to the success of the team and the reputation of the

    Club and College. As part of their responsibilities they are expected to display leadership to

    junior players.

    Eligibility for selection to the 1st XV shall also take account of the following:

    Students who have not previously been enrolled at the College may seek selection to the 1

    st XV;

    The Headmaster shall endorse selections to the 1st and 2nd and 3rd XV‟s before they are announced.

    It is College policy that the selection of the captain and vice-captain of the 1st, 2nd and 3

    rd XV‟s will be approved by the Headmaster, based on nominations from the 1

    st

    , 2nd

    and 3rd

    XV coaches, before any commitments or announcements are made.

    5.8 Team nominations

    The Marist Sports Policy states that:

    “When Clubs are deciding upon their team nominations for the season it is important to

    consider the following:

    Teams should not be entered in any competition unless there is a full complement of players,

    or an assumption that a full complement can be recruited. Teams are not to be entered on a

    “wish” or “hope” basis;

    Whatever the sport, membership of a team includes the commitment to train regularly. If it

    becomes clear that a player or players are not attending training, these players are to be

    dropped from the team and, if necessary, the team is to be withdrawn from the competition;

    All teams nominated must have a coach. In the event of the coach being unable to continue

    in this position, and a suitable replacement cannot be found, the team is to be withdrawn

    from the competition”.

    5.9 Playing uniform

    The Marist Sports Policy states that "All players who take the field to represent Marist

    should be correctly attired in proper football uniform, which consists of a jersey in his club's

    registered colours, shorts and long socks. The official and compulsory playing attire of the

    Club as endorsed by the Club is to be worn.”

    All items of clothing are to be in a good condition to uphold the College and Club‟s image.

    The Rugby Master may ask a player to change or replace items of their uniform if it is not in

    the appropriate condition. The purchase and management of a rugby uniform is the

    responsibility of each player. The required uniform must be purchased from the Marist

    College clothing shop.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 19 of 32

    5.9.1 Free jersey allocations

    The Club will assist players in the costs of the uniform by providing a free jersey to each

    player for each instance they register in the following groups:

    Under 10‟s

    Under 13‟s (from 2013) Under 15‟s (from 2013)

    Any new/first time registered player

    A player will be eligible for a free playing jersey whenever they register to play rugby in one

    of the allocated age groups above. Eligible players may redeem their free jersey by showing

    proof of player registration (via registration receipt) and their student ID card to the Marist

    Clothing Shop (who are provided with a list of eligible players).

    In all other instances players may need to purchase their jersey (such as loss, damage, or for

    new sizing etc). The Club, however, has obtained the jerseys from a reputable supplier at the

    best possible price considering its quality, and value for money. The clothing shop has

    agreed to keep the jerseys price as low as possible. The supplier has also agreed to guarantee

    the jersey for 2 years against faulty workmanship and/or materials.

    Only jerseys in the 1st, 2

    nd & 3

    rd XV‟s are numbered. U10 to U16 playing jerseys must NOT

    to be numbered.

    Note: The Club will also provide the 1st, 2

    nd and 3

    rd XV teams with a set of numbered (1-25

    plus 2 blanks) playing jersey to use throughout the season. These playing jerseys are to be

    managed by the team coach/manager for the entire season. At the end of the season these

    players will be provided with one of the jerseys to keep as a memento of their playing with a

    Marist senior team. The coach of the team will determine which jersey number a player will

    receive.

    5.9.2. Why the Club does not provide playing jersey kits to all teams

    From 2008 to 2010, the Club attempted to implement kit jerseys to each team. After 3 years

    it was apparent however, that the cost of continuing with the program was not financially

    responsible, viable or sustainable. Unfortunately too many jerseys were not returned to the

    Club at the end of each season and too many were not treated in the proper manner, while the

    different development of boys within age groups and team made it extremely difficult to

    provide correctly/appropriately fitted and numbered jerseys. The inconsistency in team

    presentation was a major source of dissatisfaction. These factors made the administration of

    managing over 400 jerseys covering 23+ teams too high a burden for the Club and college

    staff and ultimately did not improve the Clubs image.

    5.10 Equipment

    Rugby kits will be made available to coaches of all teams Under 10 - 1st XV. Each kit

    should contain a supply of items for the season including balls, cones and first aid kit etc.

    An inventory of equipment will be provided with each kit. Coaches/managers should ensure

    all items listed are contained in the kit. Coaches who require additional items or repair of

    equipment during the season should notify the Sports Master. Also any losses of equipment

    should be notified to the Sports Master

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 20 of 32

    The Club also has a extensive stock of hit shields, tackle bags, padding and other rugby

    equipment (including scrum machines) which are stored in the shipping containers adjacent

    to oval #1. Coaches may access these items for use in their training sessions (contact the

    Sports Master if the containers are locked).

    5.10.1 Care and provision of equipment

    Equipment is expensive to purchase and maintain, and everybody (players, coaches,

    managers, helpers etc) is asked to look after items provided in the kits as well as returning all

    borrowed items to the shipping containers.

    5.11 Safety - General

    Safety is an important issue in rugby, particularly in the junior teams. The rugby committee

    recognises the potential dangers in rugby and aims to provide equipment and access to

    education to maintain a high standard of safety. Coaches should ensure that players are

    instructed about correct training procedures.

    It is important that coaches are adequately trained to meet safety responsibilities and coaches

    and managers should be mindful of the potential dangers both while training and playing the

    game of rugby.

    Every team must have a qualified first-aid officer in attendance at the game. This role is

    filled by a volunteer parent. If necessary the Club will meet the costs for volunteers to attend

    the appropriate first-aid courses to become qualified. At home gala days (@ Marist College),

    the club will generally have a manned first-aid tent. Players are able to attend the tent for

    treatment of minor injuries.

    If a player is injured either in the game or at training, especially for more serious injuries, the

    player should ensure they inform their coach, manager, and/or first-aid person of their injury.

    Coaches and/or managers should inform either the Rugby or Sports Master if one of their

    players sustains a more serious injury.

    5.12 Insurance

    The College has an insurance policy that covers Coaches and Managers if negligence is

    found to be the cause of an accident. This applies at matches, training and approved rugby

    related activities. The College has an Accident policy covering all current students who train

    or play with a Marist team. If you need additional details or to make a claim contact the

    College administration office.

    Private medical coverage and Ambulance cover however is not a feature of the Schools'

    policy, so parents are advised to consult their own health and ambulance fund for details of

    medical, dental and ambulance cover.

    The ACTJRU may provide accident insurance to players in its competitions. Each season the

    Committee will inform parents/players if any such insurance applies to Marist players.

    5.13 Team Tours

    Refer Marist Sports Policy:

    “Team tours can be a very worthwhile and educational experience for the players. All tours

    must be officially sanctioned by the Headmaster well in advance of the intended date.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 21 of 32

    A high standard of dress, behaviour both on and off the field and cooperation with team

    management is expected from all players whilst they are on tour as representatives of Marist

    College”.

    The Rugby Club does not organise rugby tours and there should be no expectation that a tour

    will be organised for any age group or team or conducted in any particular year. There is no

    schedule for tours or tour locations. Tours must be organised by the team, or age groups,

    wishing to undertake a tour, but requires that they have the support of a Marist College

    teacher who is willing to attend the tour in line with the school‟s policy.

    The Committee and College must approve any proposed travel in advance. All such trips are

    to be described in writing to the Committee and the Rugby Master. It is a requirement of the

    College that the names of all players travelling are submitted in writing to the College in

    advance of the trip.

    Any request for permission for travel needs to be made to the Headmaster, through the

    Rugby Master, before the season commences and most definitely before any expectations of

    approval of such a tour is given to the players.

    The school expects that any such tour needs to coincide with school holiday periods and not

    during any school time.

    Generally ALL tours must be self-funded from those players attending the tour. The Club

    does not fund tours to any prescribed level, however the Club may provide limited financial

    support to the tour from the profit the club generates from the home game canteen. It is

    expected that those players/families attending the tour will then contribute significantly with

    the running of the canteen during the season. The amount provided to support the tour will

    be determined based on that level of support players provide to the canteen and the number

    of tours planned for the year.

    5.14 Subsidies to Marist rugby representative players

    The Club may provide limited subsidy of up to $200 per player, upon request, to assist with

    the costs of being selected to play for ACT age or Schools representative games

    5.15 Presentation night

    The Club will have a presentation evening at the end of the season to acknowledge the

    participation of all players and officials.

    The College has developed “Presentation Evening Guidelines” (refer Marist Sports Policy).

    5.15.1 Senior and junior presentations

    The College Rugby Master in consultation with the committee will nominate a date for the

    senior presentation evening to be held separate from the junior presentation evening.

    5.15.2 Awards

    Refer Marist Sports Policy:

    The award structure has been designed to recognise the participation of all students and to

    acknowledge exceptional achievements by some individual players.

    Awards are to be made on the following basis each season:

    To each player

    A school pennant as a memento of the player‟s participation during the season.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 22 of 32

    From each team - decided by respective coaches from each team - normally players will not

    receive more than one award;

    Best Back Award

    Best Forward Award

    Coach‟s Award (To be decided by the coach. The award might go to the most improved player, best team player, or a player who just missed the best back or best

    forward award.)

    Special Awards:

    Servo Fidem Medal:

    Pat Kinnane Award:

    Phil Thompson Trophy:

    Anthony Ryan Memorial Trophy:

    Brother Wayne Duncan Shield:

    3rd

    XV Most Valuable Player:

    2nd

    XV Most Valuable Player:

    1st XV Mick Bowen Award:

    1st XV Brother Michael Green Award:

    Life membership May be made by the Committee for outstanding service to Marist

    Rugby over an extended period of time.

    5.16 Donations (to charities)

    Generally the committee will not use Club funds to donate to external charities. The Club

    committee may consider what assistance the Club can provide to directly support members

    of the Marist community, or the wider rugby community. These may be considered on a case

    by case basis at the committee‟s discretion when provided with proper documentation and

    accounting for the club‟s financial position.

    5.17 Sponsors

    To help keep the costs of registration to players as low as possible the Club seek to attract

    sponsors to help cover the remaining costs of running the Club. Sponsors enable the Club to

    provide equipment and other services to the players. Sponsors are a valuable asset to our

    Club and make significant contributions each year to help us be a success. All members are

    asked to help support our sponsors with their patronage or custom whenever they are able.

    Anyone interested in sponsoring the Club, or a team, can contact the Club President/Vice

    President to discuss available options.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 23 of 32

    6. TEAM ADMINISTRATION

    6.1 Health and Safety

    The ACTJRU and the Marist Rugby Club considers player health and safety paramount.

    Coaches and managers must ensure that the safety of players is carefully considered in both

    training and playing.

    Coaches of Under 10 to Under 14 age groups should make sure that players are not left at

    grounds by themselves after the completion of the game or training. The coach or manager

    should ensure that all players have been collected by parents or guardians, or alternatively

    arrange for the boys to be taken home by a responsible person. Equally parents have a

    responsibility to ensure boys are picked up on time, taking into account possible early

    finishes and wet weather, so that players and coaches/managers are not left waiting for long

    periods for parents to arrive.

    6.2 Match scores/reports

    The Club must report results of games to the ACTJRU at the completion of each game.

    Coaches and Managers need to provide game results at the conclusion of each game as

    specified by the Rugby Master. Arrangements for the lodgment of results will be made

    known at the start of each season.

    6.3 Marist Rugby club newsletter

    The Club will distribute a newsletter on a regular basis on the Club‟s website.

    Coaches/managers are asked to provide a short report of each match for publication, as

    players like to see recognition of their performances.

    6.4 Competition draw

    The ACTJRU provides a competition draw. The coaches and managers will be provided with

    a copy of the draw once it is made available to the Rugby club. However during the season

    the draw is subject to change. The rugby master may advise of changes at short notice so

    please check the Marist Rugby website and/or contact your team manager if there is any

    doubt. If it is possible the club will send an email to all members if any last minute changes

    occur.

    The playing times are specified by the ACTJRU at the beginning of the season and will be

    included in their draw. The ACTJRU website should be consulted for playing times.

    The ACTJRU assign the venues for the games, the location of the venues can be found on

    their website in addition to the Brumbies and Marist Rugby websites.

    6.5 Home game field allocations

    The ACTJRU is responsible for the allocation of fields for all games, even the home games

    at Marist College. These are generally published on the Marist Rugby website during the

    week prior to the game. On game day the field allocations are also shown on a whiteboard

    located adjacent to the canteen. This board should be checked in case of any field changes.

    In the event that there are more Marist teams playing home games than there are available

    fields at Marist College for the allocated time slot the Garran and/or North Curtin ovals may

    be used to accommodate the overflow. The ACTJRU will also determine those teams that

    will play at these grounds. (this is based on a rotation roster for a season by season).

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 24 of 32

    6.6 Competition rules and regulations (ACTJRU)

    All Marist rugby teams compete in the local weekend competition run by the ACTJRU. The

    rules and regulation for the year of competition can be found on the ACTJRU website

    (www.actjru.rugbynet.com.au).

    The ACTJRU website also contains detail about their Code of Conduct and policies and

    procedures governing their judiciary process.

    Coaches, managers, parents and players are encouraged to make themselves familiar with the

    ACTJRU‟s current rules and regulations as well as their policies and procedures.

    At other times the College may arrange matches/friendly‟s against other teams/schools.

    6.6.1 Competition complaints

    Anyone who has any queries, concerns, or complaints regarding the ACTJRU rules should

    first contact and discuss it with the Rugby Master.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 25 of 32

    7. TRAINING AND COACHING

    7.1 Involvement of parents

    Marist Rugby Club is a volunteer club and relies on parents and families of players to; assist

    as coaches; managers; and attend matches on a regular basis to support players and provide

    encouragement.

    7.2 Coaching courses and accreditation of coaches

    The Marist Rugby Club aims to have all coaches with a minimum Level 1 Coaching

    Accreditation. Coaches are encouraged to attend the courses and the Club will, upon request,

    cover the cost of the course. The ACTRU/Brumbies regularly conduct relevant courses;

    these can be found on the Brumbies official website.

    The Australian Rugby Union (ARU) requires that, at minimum, ALL coaches (or any person

    „in-charge‟ of players at a game) MUST obtain SmartRugby accreditation. These courses are

    run free of charge by local associations (ie Brumbies). The Club expects that all coaches and

    assistant coaches when nominating for a coaching role will have, or obtain prior to the first

    game, the necessary SmartRugby accreditation.

    7.3 Coaches and managers handbook

    The Committee will produce by the beginning of each season a handbook for coaches and

    managers that sets out clearly their role and responsibilities and other information to assist

    them in running the team over the course of the season.

    7.4 Team training

    Refer Marist Sports Policy.

    Training ground within the school will be allocated to each team once teams are announced

    each season.

    Coaches set the training days and times for their team. These training times must be reported

    to the Rugby Master and will be posted to the Club‟s website.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 26 of 32

    8. DUTY STATEMENTS

    President

    Charged with the overall running of the Marist Rugby Club.

    Act as spokesperson for the Marist Rugby Club.

    Chair all meetings.

    Liaise with Age Group Coordinators for the timely dissemination of information relating to ACTJRU activities.

    Liaise with the Headmaster, Senior Sports Master, Rugby Master and Coordinators and other College staff as appropriate.

    Vice President

    Assist the President and understudy all roles and hence carry out all the normal duties of President in his/her absence.

    Secretary

    Implement policies as laid down by the Marist Rugby Committee.

    Keep account of all correspondence sent to or received by the Marist Rugby Club.

    Maintain the overall continuity of records of the Marist Rugby Club.

    Maintain a correct record of minutes of the Marist Rugby Committee meetings.

    Assist with the registration process to ensure the records of player‟s information is accurate. Supply these details as required to those permitted to have the information.

    Treasurer

    Operate the Marist Rugby Club account and ensure the safe-guarding of books of account and other financial records.

    Ensure current signatories to accounts are maintained and changed when necessary.

    Produce balance sheets for the Marist Rugby Club.

    Pay promptly all accounts as authorised by the Marist Rugby Club.

    Prepare the annual budget for approval and monitor and control its implementation.

    Present a financial report at each committee meeting advising:

    - Expenditure / income since last meeting; - Progress against the season‟s budget.

    Junior & Senior Rugby Master

    Administer all aspects of coaching.

    Oversee and provide advice as necessary to the Marist Rugby Club coaches.

    Organise and supervise Club pre-season training sessions as determined by the Committee.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 27 of 32

    Organise and supervise any pre-season carnivals or nominate a duly suitable coach to do so.

    Liaise with College Coordinators to ensure the availability of training grounds, maintenance and availability of Club training equipment kept at the College.

    Webmaster

    Maintain a database of details of players, coaches, managers and teams.

    Distribute team information to committee members and teams.

    Liaise with the Committee to publish other relevant information for players and parents, including by email or on an appropriate web site.

    Arrange for the inclusion of regular items in the College Newsletter.

    Coordinate input to the Marist Blue & Blue book.

    Fundraising / Sponsorship Coordinator

    Develop and implement proposals for fundraising and sponsorship.

    Liaise with sponsors

    Age Group Coordinator

    A particular requirement in the administration of rugby at Marist is the need to ensure that information is disseminated.

    At certain times the Committee will need to pass information quickly to all players (eg seven a side competition details, representative players arrangements etc) and on

    other occasions the Committee will require information from players, teams etc.

    To facilitate the efficient exchange of information each age group will be represented by an "age coordinator". This is usually a coach or manager from one of the teams in

    the age group although this is not mandatory.

    The age group coordinator will be provided with team lists for their particular age group together with the phone numbers of team managers and coaches. Information

    should be passed by phone and it is important that individual team managers or

    coaches respond to requests from the age group Coordinators.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 28 of 32

    9. APPENDICES

    9.1 Appendix A:

    Marist Rugby Club Privacy policy

    9.2 Appendix B:

    Committee code of behaviour and standards form

    9.3 Appendix C:

    Prohibited Employment Declaration – form

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 29 of 32

    Appendix A:

    Marist Rugby Club Privacy policy

    The Privacy Amendment (Private Sector) Act 2000 came into effect on 21 December 2001. The Act regulates the way private sector organisations collect, use, keep, secure and disclose personal information.

    Marist Club Canberra is bound by the National Privacy Principles (NPP’s). The Club is committed to upholding these principles and complying with the Privacy Amendment (Private Sector) Act 2000.Your privacy is important.

    The term "parent" or "parents, wherever occurring herein includes lawful guardians and/ or carers.

    This statement outlines the procedures and process (in keeping with the NPP’s) used by Marist Canberra Rugby Club in implementation of the privacy policy and how the Club uses and manages personal information provided to or collected by it.

    The Club may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to Club operations and practices and to make sure it remains appropriate to the changing school environment.

    What kind of personal information does the Club collect and how does the Club collect it?

    The type of information the Club collects and holds includes (but is not limited to) personal information, including sensitive information, about:

    players and parents and/or guardians ('Parents') for the duration of any season’s enrolment at the Club;

    volunteers and committee members; and selected parts of the same information for historical purposes after the conclusion of the

    Rugby season.

    Personal Information you provide: The Club will generally collect personal information held about a player or his parent by way of forms filled out by Parents or players, whether stored online or offline, face-to-face meetings and interviews, and telephone calls. On occasions people other than Parents and players provide personal information.

    Personal Information provided by other people: In some circumstances the Club may be provided with personal information about an individual from a third party, for example a report provided by a medical professional, or an outside body such as the ACTJRU judiciary.

    How will the Club use the personal information you provide?

    The Club will use personal information it collects from you for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented. Instances of this include, but are not limited to:

    Team lists for present and historical purposes, including tours, excursions and tournaments, Team photographs Individual photographs of players [you have the right to determine that we may not publish

    photos of your son(s)] Photographs taken at official functions and events Scenes from games Awards Representative selections

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 30 of 32

    Records of any judiciary that is established for the purposes of the competitions in which the Club participates

    Medical records, for the purposes of rehabilitation of players and for insurance purposes, Game statistics Lists for sponsorship purposes Lists for collection of data on sales and purchases of club merchandise Home addresses, email addresses, telephone and facsimile numbers of players and parents Employment addresses of parents Employment addresses of sponsors Biographical details of players and sponsors

    Players and Parents: In relation to personal information of players and Parents, the Club’s primary purpose of collection is to enable the Club to provide a high quality sporting environment for the player. This includes satisfying both the needs of Parents and the needs of the player throughout the whole period the player is enrolled at the Club.

    The purposes for which the Club uses personal information of players and Parents include:

    to keep Parents informed about matters related to their son’s Rugby progress, through correspondence, newsletters and magazines;

    club administration; looking after players' social and medical wellbeing; providing a social forum for parents to meet and converse, providing a rich and rewarding educational experience for players through playing, training,

    touring and interacting with other Rugby people from schools and clubs with which the boys come into contact;

    providing a vehicle for the administration of volunteers; seeking donations and marketing for the Club; to satisfy the Club’s legal obligations and allow the Club to discharge its duty of care; and/ or to maintain historical records for the purposes of honour rolls, old boys’ uses and medical

    records.

    In some cases where the Club requests personal information about a player or Parent, if the information requested is not obtained, the Club may not be able to register or continue the registration of the player.

    Parents: In relation to personal information of parents, the Club’s primary purpose of collection is to contact the parent and maintain its database, as the case may be.

    The purposes for which the Club uses personal information of parents include:

    For information purposes, seeking funds and marketing for the Club; and to satisfy the Club’s legal obligations, for example, in relation to child protection legislation.

    Volunteers

    The Club also obtains personal information about volunteers who assist the Club in its functions or conduct associated activities, such as committee members, coaches, team managers, ground, first aid and canteen assistants, to enable the Club and the volunteers to work together.

    Marketing and fundraising: The Club treats marketing and seeking donations for the future growth and development of the Club as an important part of ensuring that the Club continues to provide quality assistance to the School, in its role of sports provider. Personal information held by the Club may be disclosed to an organisation that assists in the Club’s fundraising.

    Parents, staff, and other members of the wider Club community may from time to time receive fundraising information. Club publications, like newsletters and magazines, which include personal information, may be used for marketing purposes.

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 31 of 32

    Who might the Club disclose personal information to?

    The Club may disclose personal information held about an individual to:

    National and state level governing bodies, Judiciaries another school; medical practitioners; people providing services to the Club, including specialist visiting coaches; Marist Sports clubs recipients of Club publications, like newsletters and magazines; 3rd party providers of database and registration services, and anyone you authorise the Club to disclose information to.

    Sending information overseas: The Club will not send personal information about an individual outside Australia without obtaining the consent of the parent (in some cases this consent will be implied); or otherwise complying with the National Privacy Principles.

    How does the Club treat sensitive information?

    In referring to 'sensitive information', the Club means: information relating to health about an individual, or disciplinary information about a player, or a player's skill and achievements outside the club, in another playing environment..

    Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.

    Management and security of personal information

    The Club’s committee is required to respect the confidentiality of players' and Parents' personal information and the privacy of individuals.

    The Club has in place steps to protect the personal information the Club holds from misuse, loss, unauthorised access, modification or disclosure by use of various methods including locked storage of paper records and pass worded access rights to computerised records.

    Updating personal information

    The Club endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by the Club by contacting the Club at any time, or by securely entering data into the database provided and administered by the 3rd party provider. The club warrants that the information held by the 3rd party provider is held in a secure web-based environment, utilising the latest methods of encryption and security.

    The National Privacy Principles require the Club not to store personal information longer than necessary.

    You have the right to check what personal information the Club holds about you.

    Under the Commonwealth Privacy Act, an individual has the right to obtain access to any personal information which the Club holds about them and to advise the Club of any perceived inaccuracy. There are some exceptions to this right set out in the Act. Players will generally have access to their personal information through their Parents, but older players may seek access themselves.

    To make a request to access any information the Club holds about you or your child, please contact the Secretary of the Club committee in writing.

    mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]

  • Marist Rugby Club Canberra – Policy and Information Handbook

    Page 32 of 32

    The Club may require you to verify your identity and specify what information you require. The Club may charge a fee to cover the cost of verifying your application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, the Club will advise the likely cost in advance.

    Consent and rights of access to the personal information of players

    The Club respects every Parent's right to make decisions concerning their child's welfare and sporting participation at Marist College.

    Generally, the Club will refer any requests for consent and notices in relation to the personal information of a player to the player's Parents. The Club will treat consent given by Parents as consent given on behalf of the player, and notice to Parents will act as notice given to the player.

    Parents may seek access to personal information held by a school or the Club about them or their child by contacting the Club Secretary. However, there will be occasions when access is denied. Such occasions would include where release of the information would have an unreasonable impact on the privacy of others, or where the release may result in a breach of the Club’s duty of care to the player. In the event of a bona fide dispute, the School’s Headmaster will be the final arbiter

    The Club may, at its discretion, on the request of a player grant that player access to information held by the Club about them, or allow a player to give or withhold consent to the use of their personal information, independently of their Parents. This would normally be done only when the maturity of the player and/or the player's personal circumstances so warranted.

    Enquiries

    If you would like further information about the way the Club manages the personal information it holds, please contact the Club Secretary.

    mailto:[email protected]:[email protected]