Club Constitution Template - Excel by zre53877

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									Click here for accompanying notes


                                                                                                                                 Action Plan:                                 Have we gathered the
       Evidence Checklist:             What do we need to do?
                                                                                                                                 How are we going to do it?                   evidence?
                        1                               2                                                                             3            4            5       6               7
                                                                                                             WC with     WC
                   Criteria?                      Evidence?                  Supporting Resources              M& Y    with AO      How?         Who?         When?   Cost?       Tick and date

  1    Players - a Whole Club Seal of Approval club must:
       have at least one men's team    Copy of entry on RFU             The club must run at least one
 1.1                                   RugbyFirst and fixture list      team that plays fixtures each year

       have a player Pathfinder        Copy of entry on RFU RugbyFirst Your local RDO will organise
       registered on RFU RugbyFirst                                     Pathfinder training and provide
                                                                        Pathfinder support resources
 1.2                                                                    Email:
                                                                        rugbyfirstsupport@therfu.com
                                                                        or phone 0870 999 2003 for
                                                                        assistance with RFU RugbyFirst
     actively encourage retiring       Evidence of actions taken to     Coaching, Refereeing and
     players to become coaches,        retain former players in other   Volunteering resources on:
 1.3 referees and volunteers           roles                            www.rfu.com/coach
                                                                        www.rfu.com/referee
                                                                        www.rfu.com/volunteer
     ensure talented players           Evidence of process for suitable Youth players should be
     progress along the player         players to be nominated to CB    nominated to CB Schools of
 1.4 pathway                           School of Rugby and youth or     Rugby and age group teams
                                       adult representative teams       selection process. Click here for
                                                                        RFUW contact information
       use the RFU Proficiency Awards Written evidence of how awards    For information go to:
       and other coaching resources of are used in the annual           www.rfu.com/proficiencyaward
       the RFU to enhance its player   programme                        RFU Proficiency Award - Club
       development programme                                            Pack
 1.5                                                                    RFU Proficiency Award -
                                                                        Primary School Pack
                                                                        RFU Proficiency Award -
                                                                        Secondary School, College &
                                                                        University Pack
       have at least one registered    Copy of RFUW registration        If the club has women and/or girls
       women's team*                                                    playing or training then they must
 1.6
                                                                        register a team. Click here for
                                                                        RFUW contact information
2     Coaches - a Whole Club Seal of Approval club must:
      have one Level 2 coach for the Copy of entries on RFU             RFU Coach Development Officer
      adult section                   RugbyFirst                        (CDO)
                                                                        RFU Approved Coaching Centre
         have one Level 1 coach
                                                                        www.rfu.com/coach
2.1 per adult team                                                      Email:
                                                                        rugbyfirstsupport@therfu.com
                                                                        or phone 0870 999 2003 for
                                                                        assistance with RFU RugbyFirst

      have one Level 2 Coach for the   Copy of entries on RFU           RFU Coach Development Officer
      mini section and one for the     RugbyFirst                       (CDO)
      youth section                                                     RFU Approved Coaching Centre
             have one Level 1 Coach                                     www.rfu.com/coach
      per age group team
2.2
                                                                        Email:
                                                                        rugbyfirstsupport@therfu.com
                                                                        or phone 0870 999 2003 for
                                                                        assistance with RFU RugbyFirst

    have a qualified coach/mini and    Copy of entry on RFU             A qualified coach has completed
    youth player ratio at club         RugbyFirst course certificates   Start Rugby, Tag Rugby, IRB
2.3 sessions of 1:10 or less           and youth registration list      Rugby Ready or RFU Level
                                                                        1,2,3,4 or 5

      have a Club Coaching             Copy of entry on RFU             RFU Club Coaching Coordinator
      Coordinator (CCC) registered     RugbyFirst RFU CDO to            Resource Pack and Training
      on RFU RugbyFirst                confirm as active                events Information on CCCs
                                                                        can be found on
                                                                        www.rfu.com/coach
2.4                                                                     Email:
                                                                        rugbyfirstsupport@therfu.com
                                                                        or phone 0870 999 2003 for
                                                                        assistance with RFU RugbyFirst
3     Referees - a Whole Club Seal of Approval club must:
      have one qualified referee for     Copy of entry on RFU               RFU Referee Development
      every adult team                   RugbyFirst and evidence that       Officer (RefDO)
                                         the referees are officiating for         Information on referee
                                         adult teams                        courses and refereeing can be
                                                                            found on www.rfu.com/referee

                                                                                     A qualified referee has
3.1                                                                         completed Stages 1 and 2 of the
                                                                            Entry Level Referee Award
                                                                            (ELRA) or equivalent
                                                                            Email:
                                                                            rugbyfirstsupport@therfu.com
                                                                            or phone 0870 999 2003 for
                                                                            assistance with RFU RugbyFirst



      have one RFU qualified referee     Copy of entry on RFU               RFU Referee Development
      for the mini section and one for   RugbyFirst or Referee Course       Officer (RefDO)
      the youth section                  Certification                            Information on referee
                                                                            courses and refereeing can be
                                                                            found on www.rfu.com/referee

                                                                                                          A
3.2
                                                                            qualified referee has completed
                                                                            Stages 1 and 2 of the Entry Level
                                                                            Referee Award (ELRA) or
                                                                            Email:
                                                                            rugbyfirstsupport@therfu.com
                                                                            or phone 0870 999 2003 for
                                                                            assistance with RFU RugbyFirst
      have a Club Referee                Copy of entry on RFU               Information on refereeing can be
      Coordinator (CRefC) registered     RugbyFirst RFU RefDM or            found on www.rfu.com/referee
      on RFU RugbyFirst                  RefDO to confirm as active
                                                                            A CRefC is responsible for the
                                                                            recruitment and retention of club
3.3
                                                                            referees. Email:
                                                                            rugbyfirstsupport@therfu.com
                                                                            or phone 0870 999 2003 for
                                                                            assistance with RFU RugbyFirst
4     Volunteers - a Whole Club Seal of Approval club must:
      have role descriptions for all  Volunteer role descriptions for        Clubmark Pack template on Seal
      club volunteers                 all appointed roles                    of Approval CD-ROM and at
                                                                             www.clubmark.org.uk
                                                                             For an example of role
4.1                                                                          descriptions 'click here'
                                                                                           Role descriptions
                                                                             should be clear and describe the
                                                                             role in full. This should include
                                                                             the time commitment necessary
      have a succession plan for all      Copy of succession planning        Succession plan template on
4.2
      volunteer roles                     documents                          Seal of Approval CD
      have a Club Volunteer               Copy of entry on RFU               CVC workshop
      Coordinator (CVC) registered on     RugbyFirst RFU Volunteer             Information on CVCs can be
      RFU RugbyFirst                      Executive to confirm as active     found on
4.3                                                                          Email:
                                                                             rugbyfirstsupport@therfu.com
                                                                             or phone 0870 999 2003 for
                                                                             assistance with RFU RugbyFirst
5     Playing and Training - a Whole Club Seal of Approval club must:
      provide training sessions for its   Copy of training programme for      Weekly for adults and in line with
      players during the season           the season                          RFU continuum for U7s to U12s
                                                                              and the RFU/W Youth Structured
                                                                              Season for U13s to U18s.
5.1
                                                                              Training sessions should meet
                                                                              the needs of the players. This
                                                                              includes the frequency and
                                                                              content of training and the needs
    organise or host at least one         Evidence of event - flyers,         This could, for example, be a
    festival and/or match for school,     invitations, press releases etc     festival for local schools or a
5.2 college or university players                                             match for returning university
    each year                                                                 students            Managing
    provide Leisure Rugby                                                     Events Booklet
                                          Evidence of organised event(s) - This could, for example, be a Tag
    opportunities for members             flyers, invitations, press releases Rugby tournament for local
5.3 and/or other groups during the        etc                                 colleges or businesses. Go to
    off season                                                                www.rfu.com/leisurerugby for
                                                                              information
    adhere to the following RFU/W         Copy of clubs fixture and           RFU Continuum
    guidelines:                           training programme                  RFU Youth Structured Season
    The RFU Continuum for U7 to                                               www.rfu.com/community
    U12 boys and girls. The RFU                                               LTAD Booklet
5.4
    and RFUW Youth Structured                                                 The club should distribute the
    Seasons for U13 to U18 boys                                               programme to all players,
    and U12, U15 and U18 girls*                                               coaches, managers, parents and
                                                                              local schools
6     Social - a Whole Club Seal of Approval club must:
    organise at least one social        Copy of publicity material for the Social Event Planner on the
6.1 event every season appropriate      event(s)                           spreadsheet on Seal of Approval
    for each of its age groups and                                         CD-Rom
    teamsby RFU Tour Guidelines
    abide                               Copy of any recent or planned     How to Organise an Overseas
6.2 when arranging tours                tour details showing tour         Tour booklet
                                        policies, procedures              RFU Tour Guidelines Booklet
7     Equity, Medical and Welfare - a Whole Club Seal of Approval club must:
    have an Equity Policy which         Copy of Club Policy               RFU/RFUW Equity Policy
7.1 incorporates the RFU Equity
    Policy objectives
    have a minimum of one member     Copy of Certificate of             Your local County Sports
    who has attended a Running       Attendance Evidence that           Partnership will organise these
7.2 Sport 'A Club for All' workshop  nominated club member is still     courses. Go to
                                     active within the club and         www.runningsports.org for
                                     implementing policy                details of courses in your area.
    have a minimum of two coaches Copy of Certificate of                Your local County Sports
    who have attended a SCUK         Attendance        Evidence that    Partnership will organise these
    'Equity in your Coaching'        nominated club members are         courses.
    workshop or its on line learning still active within the club and   Go to www.sportscoachuk.org
7.3
    equivalent                       implementing policy                for details of courses in your
                                                                        area. If the club consists of a
                                                                        single adult team then only one
                                                                        coach needs to have attended
7     Equity, Medical and Welfare - a Whole Club Seal of Approval club must:
      have codes of conduct for all     Club Codes of Conduct             RFU Codes of Conduct can be
      players, coaches, officials,                                        found at
      members, spectators and                                             Clubmark Pack template on Seal
      volunteers                                                          of Approval CD-ROM and at
7.4
                                                                          www.clubmark.org.uk
                                                                           Clubs should demonstrate
                                                                          where they are displayed and
                                                                          how they are implemented
    have a disciplinary process in      Club Disciplinary Policy and      Click here for information on
                                                                          disciplinary processess
7.5 place to deal with                  procedures
    contraventions of RFU
    regulations and Codes of
    have written emergency              Copy of Club Accident and         Clubmark Pack template on Seal
    procedures for dealing with,        Emergency Procedures              of Approval CD-ROM and at
    recording and reporting serious       Site of telephone               www.clubmark.org.uk
7.6
    injuries/accidents, and access to       Club Accident book is up to   Health and safety and insurance
    a telephone to call the             date                              information at
    emergency services                                                    www.rfu.com/virtualadviser
    have a Welfare Policy that          Copy of Club Policy              The Welfare of Young People
    incorporates the welfare policy      CB Welfare Manager to           in Rugby Union Booklet
    objectives and procedures of        confirm implementation of policy Policy & Procedures for the
7.7
    the RFU                                                              Welfare of Young People in
                                                                         Rugby Union

    display welfare policies,           Photograph of or copy of display For information on welfare policy
7.8 protocols and personnel in the      and evidence at site visit and/or and procedures go to
    clubhouse and on the club           through questioning               www.rfu.com/regulations
    website
    have the contact details of       Contact list information available   Player database spreadsheet on
    parents/carers/partners and       to all team managers and/or          Seal of Approval CD-Rom
    emergency/alternative contacts coaches                                         Email
7.9 and confidentiality procedures in                                      rugbyfirstsupport@therfu.com
    place to store and use this                                            or phone 0870 999 2003 for
    information                                                            assistance with RFU RugbyFirst
     have a Club Welfare Officer        Copy of entry on RFU               Email
     (CWO) who has undertaken           RugbyFirst                         rugbyfirstsupport@therfu.com
7.10 RFU training and is registered                  CB Welfare            or phone 0870 999 2003 for
     on RFU RugbyFirst                  Manager to confirm as active       assistance with RFU RugbyFirst
                                                                            'Click here' for RFU Welfare
                                                                           Officer information
     have one member of each age        Certificate of Attendance          Click here for RFU Safeguarding
     group coaching and                                                    and Protecting Young People in
     management team who has              Check that these members         Rugby Union courses
7.11
     undertaken a Safeguarding and      are still active in the club and
     Protecting Young People in         implementing policy
     Rugby Union course
     have all adults who have regular   List of all relevant adults with   CRB enquiries to RFU
     supervisory contact with young     regular supervisory roles with     Safeguarding Team on 020 8831
     people undertake CRB and/or        CRB Disclosure Number and          7454 or email
7.12 VBS disclosure as appropriate      VBS membership number (when        Independent Safeguarding
                                        appropriate)                       Authority Legislation and Vetting
                                                                           and Barring Scheme information
                                                                           at      www.isa-gov.org.uk
     have a girls' section that is in   Club Welfare Officer to confirm The Welfare of Young People in
     contact with the Club Welfare      regular contact and that policy is Rugby Union Booklet
     Officer and is implementing the    inclusive                          Policy & Procedures for the
7.13 Club's Welfare policy*                                                Welfare of Young People in
                                                                           Rugby Union
                                                                           www.rfu.com/regulations
 7     Equity, Medical and Welfare - a Whole Club Seal of Approval club must:
     have access to first aid             Evidence at site visit and/or      RFU Guidance on the content of
7.14 equipment at all coaching and        through questioning                a First Aid Bag at
     competition sessions                                                    www.rfu.com/health
     have information on relevant         Medical information is available   Clubmark Pack template on the
     medical conditions of players        to each team manager and/or        player database spreadsheet on
                                          coach                              the Seal of Approval CD-ROM
                                                                             and at www.clubmark.org.uk
                                                                                         RFU Youth
7.15                                                                         Registration ID cards will carry
                                                                             this information when entered
                                                                             Email:
                                                                             rugbyfirstsupport@therfu.com
                                                                             or phone 0870 999 2003 for
                                                                             assistance with RFU RugbyFirst
       have a minimum of one person Course certificate(s)                    RFU First Aid Training - this
       trained in First Aid in attendance   Check that member(s) is still    course is recommended as it
       at all training sessions and       active within the club attending   provides rugby specific
       matches                            sessions and matches               information. RFU Course
                                                                             organised through RDO.
7.16                                                                             Qualification is RFU First Aid
                                                                             Certificate, FA First Aid Training,
                                                                             HSE First Aid at Work or
                                                                             The First Aider should have a
                                                                             clear role description. 'Click
                                                                             here' for details
 8     Community Links - a Whole Club Seal of Approval club must:
    have links with at least one 6th Copy of written agreements              RFU Club Links Booklet
    Form of FE or HE establishment                                            RFU Club Links Partnership
8.1 via formal partnership                                                   Agreement Document
    agreements
       have links with at least two  Copy of written agreements              RFU Club Links Booklet
       schools (minimum one                                                   RFU Club Links Partnership
8.2
       secondary school) via formal                                          Agreement Document
       partnership agreements
       be committed to further       Examples of specific actions in         Community Links ideas for club
       development and outreach work the Club Development Plan               development plans on this
8.3                                                                          spreadsheet

       have a Club Liaison Officer        Copy of entry on RFU RugbyFirst RFU Club Links Booklet
       registered on RFU RugbyFirst                                         The role of Club Liaison Officer
                                                                          is to liaise with local schools,
                                                                          further education colleges and
                                                                          universities to develop mutually
                                                                          beneficial links. This could be
8.4                                                                       sharing coaches and facilities or
                                                                          hosting festivals and other events
                                                                          as well as promoting playing
                                                                          Email:
                                                                          rugbyfirstsupport@therfu.com
                                                                          or phone 0870 999 2003 for
                                                                          assistance with RFU RugbyFirst
 9     Finance - a Whole Club Seal of Approval club must:
    produce a set of annual income, Copy of accounts submitted to         For financial information 'click
    expenditure and balance sheet CB                                      here'
9.1 accounts for the whole club


    have a budgetary procedure for       Evidence of how each sub        For Club management
    each sub committee and               committee and group are         information 'click here'
9.2 working group of the club            allocated a budget and how they
                                         report on spending
       have a Club Treasurer             Copy of entry on RFU RugbyFirst For Club Treasurer role
       registered on RFU RugbyFirst                                      description 'click here'
                                                                         Email:
9.3
                                                                         rugbyfirstsupport@therfu.com
                                                                         or phone 0870 999 2003 for
                                                                         assistance with RFU RugbyFirst
       have a specific membership        Club membership and annual      For Club management
       category and pricing policy for   subscription details            information 'click here'
9.4
       children and young people and
       others with low disposable
10     Legal and Administration - a Whole Club Seal of Approval club must:
       be affiliated to the RFU          Entry on RFU RugbyFirst          Email:
                                                                          rugbyfirstsupport@therfu.com
10.1
                                                                          or phone 0870 999 2003 for
                                                                          assistance with RFU RugbyFirst
       have an open constitution for     Copy of Club Constitution        For RFU sample constitutions
       the whole club                                                     'click here'
                                                                          The single constitution must
                                                                          cover all rugby activities e.g.
10.2                                                                      professional, amateur, men,
                                                                          women, girls and boys. If the
                                                                          rugby club is part of a larger
                                                                          sports club then it may be
                                                                          separate from the sports club's
     have a whole club development Copy of plan and evidence of           Clubs should work with their RDO
     plan (minimum 3 years) that has process of planning and review       to initiate a whole club
     considered all 12 development                                        consultation process to develop a
10.3 strands and is reviewed annually                                     shared vision and key objectives
                                                                          for the club.       A club
                                                                          development plan template is on
       have an annual action plan that   Copy of new/revised              this spreadsheet plan must
                                                                          The annual action
       is based on the club's whole      development and/or action plan   derive from the whole club plan. It
       club development plan                                              can be produced as a separate
10.4                                                                      document or be included in the
                                                                          whole club plan. A club
                                                                          development plan template can
                                                                          be found on the this spreadsheet
     have terms of reference for all Copies of terms of reference       'Click here' for sample terms of
     committees and sub groups and (ToR) for each group.               reference
10.5 review them at least every 3                    Evidence that
     years                           ToR are reviewed as part of
                                     development and action
     have appropriate personal       Copy of insurance documents       All insurance information and
     indemnity, public liability,                                      advice can be found at
     buildings, contents, employer,                                    www.rfu.com/virtualadviser or
     player, coach, official and                                       from the insurance providers on
     medical insurance                                                 the rugby clubs helpline 01732
                                                                       Email: rfu.clubs@marsh.com
                                                                       Central RFU insurance is
10.6                                                                   provided for all affiliated clubs.
                                                                       Clubs should check that this
                                                                       insurance meets their specific
                                                                       needs and review the insurance
                                                                       every 12 months to ensure that
                                                                       cover is still relevant and linked
                                                                       to the ongoing risk assessment
                                                                       procedures
        have a Health and Safety policy   Copy of Club Policy          Click here for RFU Health and
                                                                       Safety Policy template.

                                                                       Clubs should have checked that
10.7
                                                                       the policy is in line with all current
                                                                       Health and Safety legislation
                                                                       Visit
                                                                       www.rfu.com/virtualadviser for
        have a data protection policy     Copy of Club Policy          For RFU Guidance on Data
                                                                       Protection 'click here'
                                                                       Information Commissioners
10.8                                                                   website www.ico.gov.uk
                                                                       Clubs should have checked that
                                                                       the policy is in line with all current
                                                                       DP legislation
     have the mini and/or youth           Copy of club committee       For Volunteer role descriptions
     section represented on the           structure or entry in Club   'click here'
10.9 club's main and/or executive         Handbook or website
     committee                                                         For sample terms of reference for
                                                                       committees 'click here'
      have current contact details for    Copy of entries on RFU       Email:
      the club:                           RugbyFirst                   rugbyfirstsupport@therfu.com
          Hon. Chairman                                                or phone 0870 999 2003 for
            Hon. Secretary                                             assistance with RFU RugbyFirst
10.10         Fixture Secretary                                        For Volunteer role descriptions
                Disciplinary Secretary                                 'click here'
      and International Ticket Contact
      on RFU RugbyFirst

        be affiliated to the RFUW*        RFUW handbook entry or        'Click here' for contact details of
10.11                                     confirmation letter          your local WRDM
        have a girl's and womens'         Copy of club committee       For volunteer role descriptions
        section sub committee that is     structure or entry in Club   'click here'
10.12
        represented on the club's main    Handbook or website          For sample terms of reference for
        and/or executive committee*                                    committees 'click here'
      have a girl's and womens'         Written confirmation from RDO    'Click here' for contact details of
10.13 section that has consulted with   and WRDM                        your local WRDM
      their local RDO and WRDM*
11     Facilities and Equipment - a Whole Club Seal of Approval club must:
     include facility and equipment      Copy of section included in        Facility needs will be those that
     development plans and costs in      whole club development plan        assist the sustainability or growth
     their whole club development                                           of the club i.e. a new boiler
11.1 plan                                                                   (sustainability) or new additional
                                                                            changing rooms (growth). For
                                                                            facility development information
                                                                            'click here'
     have its facility needs logged in   Copy of relevant section from      Contact your local RFU FFM for
11.2 CB Facility Plan                    CB Plan or RFU Funding and         details
                                         Facility Manager to confirm
       undertake risk assessments in                                Clubmark Pack template on Seal
                                         Copy of at least a six monthly
       relation to all club activities                              of Approval CD and at
                                         risk assessment audit for on
                                         field and off field activities
                                                                    www.clubmark.org.uk
11.3                                                                RFU Risk Assessment Tool
                                                                    available on
                                                                    www.rfu.com/virtualadviser
                                                                        Risk Assessment template is
                                                                    available on this spreadsheet
 12 Promotion and Publicity - a Whole Club Seal of Approval club must:
       have a website that is on or      Copy of entry on RFU RugbyFirst Email:
       linked to RFU RugbyFirst                                          rugbyfirstsupport@therfu.com
12.1
                                                                         or phone 0870 999 2003 for
                                                                         assistance with RFU RugbyFirst
       communicate at least twice a      Examples of newsletters and        This includes the parents of mini
12.2
       year with all its members         other communications               and youth players if appropriate
       communicate at least once a       Examples of newsletters or         External partners include local
       year with external partners       other communications               authorities, sponsors, local
12.3                                                                        politians and businesses.
                                                                                    RFU Working with the
                                                                            Media Booklet
       have a Club Webmaster             Copy of entry on RFU RugbyFirst Email:
       registered on RFU RugbyFirst                                         rugbyfirstsupport@therfu.com
12.4                                                                        or phone 0870 999 2003 for
                                                                            assistance with RFU RugbyFirst.
                                                                            Click here for Webmaster role
                                                                            description
       have a Club Press Officer         Copy of entry on RFU
                                                                            RFU Regional Press Officer to
       registered on RFU RugbyFirst      RugbyFirst.     RFU Regional
                                                                            confirm as active 'click here' for
                                         Press Officer to confirm as active
                                                                            Press Officer role description
12.5
                                                                            Email:
                                                                            rugbyfirstsupport@therfu.com
                                                                            or phone 0870 999 2003 for
                                                                            assistance with RFU RugbyFirst
       * Only applicable to clubs with Girl's and/or Womens' Teams
Club name:

Enter your club vision:



PEOPLE                    MEMBER SERVICES   MEMBER WELFARE
Strategic Goals           Strategic Goals   Strategic Goals
1                         1                 1

2                         2                 2

3                         3                 3


COMMUNITY LINKS           CLUB MANAGEMENT
Strategic Goals           Strategic Goals
1                         1

2                         2

3                         3
N.B. PLEASE SAVE THIS SPREADSHEET TO YOUR DESKTOP BEFORE MAKING ANY AMENDMENTS
DEVELOPMENT STRAND: PEOPLE/PLAYERS
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: PEOPLE/COACHES
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: PEOPLE/REFEREES
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: PEOPLE/VOLUNTEERS
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: MEMBER SERVICES/PLAYING AND TRAINING
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: MEMBER SERVICES/SOCIAL
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: MEMBER WELFARE/EQUITY, MEDICAL AND WELFARE
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: COMMUNITY LINKS
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: CLUB MANAGEMENT/FINANCE
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: CLUB MANAGEMENT/LEGAL AND ADMINISTRATION
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: CLUB MANAGEMENT/FACILITIES AND EQUIPMENT
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
DEVELOPMENT STRAND: CLUB MANAGEMENT/ PROMOTION AND PUBLICITY
Objective - what are we trying to achieve Actions - how are we going to achieve   Who is going to do it? When will it be done by? What will it cost?
                                          it?

1                                        1
                                         2
                                         3


2                                        1
                                         2
                                         3
       ANNUAL HEALTH CHECK CRITERIA
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       KEY CRITERIA                                          EVIDENCE                            Whole   Whole




                                                                                                                 CHECKED
                                                                                                 Club    Club
                                                                                                 with    Adult
                                                                                                 M&Y     Only

       PEOPLE
1      Players
1.2    have a player Pathfinder registered on RFU            Copy of entries on RFU
2      Coaches
2.1    have one Level 2 coach for the adult section          Copy of entries on RFU
            have one Level 1 coach per adult team            RugbyFirst
2.2    have one Level 2 Coach for the mini section and one   Copy of entries on RFU
       for the youth section                                 RugbyFirst
            have one Level 1 Coach per age group team
2.4    have a Club Coaching Coordinator (CCC) registered     Copy of entry on RFU
       on RFU RugbyFirst                                     RugbyFirst RFU CDO to
                                                             confirm as active
3      Referees
3.3    have a Club Referee Coordinator (CRefC) registered Copy of entry on RFU
       on RFU RugbyFirst                                    RugbyFirst RFU RefDM or
                                                            RefDO to confirm as active
4      Volunteers
4.3    have a Club Volunteer Coordinator (CVC) registered Copy of entry on RFU
       on RFU RugbyFirst                                    RugbyFirst RFU Volunteer
                                                            Executive to confirm as active
       MEMBER SERVICES
5      Playing and Training
5.4    adhere to the following RFU/W guidelines:            Copy of clubs fixture and training
            The RFU Continuum for U7 to U12 boys and        programme
       girls. The RFU and RFUW Youth Structured Seasons
       for U13 to U18 boys and U12, U15 and U18 girls*
6      Social
       MEMBER WELFARE
7      Equity, medical and Welfare
7.1    have an Equity Policy which incorporates the RFU     Club Policy document
       Equity Policy objectives
7      Equity, medical and Welfare
7.6    have written emergency procedures for dealing with, Copy of Club Accident and
       recording and reporting serious injuries/accidents,  Emergency Procedures
       and access to a telephone to call the emergency       Site of telephone
       services                                               Club Accident book is up to
7.7    have a Welfare Policy that incorporates the welfare  Copy of Club Policy
       policy objectives and procedures of the RFU           CB Welfare Manager to
                                                            confirm implementation of policy
7.9    have the contact details of parents/carers/partners  Contact list information available
       and emergency/alternative contacts and               to all team managers and/or
       confidentiality procedures in place to store and use coaches
7.10   have a Club Welfare Officer (CWO) who has            Copy of entry on RFU
       undertaken RFU training and is registered on RFU     RugbyFirst CB Welfare
       RugbyFirst                                           Manager to confirm as active
7.11   have one member of each age group coaching and       Certificate of Attendance
       management team who has undertaken a                   Check that these members are
       Safeguarding and Protecting Young People in Rugby still active in the club and
       Union course                                         implementing policy
7.12   have all adults who have regular supervisory contact   List of all relevant adults with
       with young people undertake CRB and/or VBS             regular supervisory roles with
       disclosure as appropriate                              CRB Disclosure Number and
                                                              VBS membership number (when
                                                              appropriate)
7.14   have access to first aid equipment at all coaching     Evidence at site visit and/or
       and competition sessions                               through questioning
7.15   have information on relevant medical conditions of     Medical information is available
       players                                                to each team manager and/or
7.16   have a minimum of one person trained in First Aid in   Course certificate(s)
       attendance at all training sessions and matches          Check that member(s) is still
                                                              active within the club attending
                                                              sessions and matches
      COMMUNITY LINKS
8     Community Links
8.4   have a Club Liaison Officer registered on RFU           Copy of entry on RFU RugbyFirst
      CLUB MANAGEMENT
9     Finance
9.1   produce a set of annual income, expenditure and         Copy of accounts submitted to
      balance sheet accounts for the whole club               CB
9.3   have a Club Treasurer registered on RFU RugbyFirst      Copy of entry on RFU RugbyFirst
9.4   have a specific membership category and pricing         Club membership and annual
      policy for children and young people and others with    subscription details
      low disposable income
10    Legal and Administration
10.4 have an annual action plan that is based on the          Copy of new/revised
      club's whole club development plan                      development and/or action plan
10.7 have a Health and Safety policy                          Copy of Club Policy
10.10 have current contact details for the club:              Copy of entries on RFU
         Hon. Chairman                                        RugbyFirst
         Hon. Secretary
         Fixture Secretary
         Disciplinary Secretary and International Ticket
      Contact on RFU RugbyFirst
11    Facilities and Equipment
11.3 undertake risk assessments in relation to all club       Copy of at least a six monthly
      activities                                              risk assessment audit for on
                                                              field and off field activities
12     Promotion and Publicity
12.4   have a Club Webmaster registered on RFU                Copy of entry on RFU RugbyFirst
12.5   have a Club Press Officer registered on RFU            Copy of entry on RFU
       RugbyFirst                                             RugbyFirst RFU Regional
                                                              Press Officer to confirm as active
                               This is sensitive and confidential information that should be stored carefully and only accessed by authorised, CRB checked
PLAYERS                        club officials. It should not be shared electronically with anyone except authorised, CRB checked officials of the club or RFU.
                               Think carefully before you share printed copies of parts or all of this information with others and make sure they keep it safe.
PLEASE SAVE THIS SPREADSHEET TO YOUR DESKTOP BEFORE MAKING ANY AMENDMENTS
FIRST NAME         SURNAME              DOB       A
                                                  CURRENT AGE               M/F     EMERGENCY          EMERGENCY          RELEVANT MEDICAL
                                        DD/MM/YYY g
                                                  GROUP                             CONTACT 1          CONTACT 2          INFORMATION e.g allergies
                                        Y         e
                                            This is sensitive and confidential information that should be stored carefully and only accessed by authorised, CRB checked club officials. It should not be shared electronically with
                                            anyone except authorised, CRB checked officials of the club or RFU. Think carefully before you share printed copies of parts or all of this information with others and make sure
COACHES, REFEREES AND VOLUNTEERS            they keep it safe.
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FIRST NAME LAST NAME     MOBILE     EMAIL   CURRENT AGE            CRB No. CRB                  FIRST AID                 CURRENT                   DATE OF                   CURRENT                    NEXT COACHING                PLANNED DATE    NEXT COACH
                         NUMBER             GROUP - IF ANY                 EXPIRY               QUALIFICATION             COACHING                  COACHING                  COACHING ROLE              QUALIFICATION                OF NEXT         DEVELOPMENT
                                                                           DATE                                           QUALIFICATION             QUALIFICATION                                                                     COACHING        NEEDED
                                                                                                                                                                                                                                      QUALIFICATION
CURRENT         NEXT REFEREE    PLANNED DATE    NEXT REFEREE   VOLUNTEER   VOLUNTEER   VOLUNTEER   TRAINING   TRAINING   TRAINING     NEXT
REFEREE         QUALIFICATION   OF NEXT         DEVELOPMENT    ROLE 1      ROLE 2      ROLE 3      RECEIVED 1 RECEIVED 2 RECEIVED 3   TRAINING
QUALIFICATION                   REFEREE         NEEDED                                                                                REQUIRED
                                QUALIFICATION
SUCCESSION PLANNING FOR WHOLE CLUB SEAL OF APPROVAL CLUBS

Please adjust the list of roles according to the needs of your club and save a this spreadsheet to your desktop before making amendments

                                                                                                                                     COMMITTEES /
ROLE                                PRESENT HOLDERPROJECTED UNTILPOSSIBLE REPLACEMENTPRESENT POSITION                  PAST POSTS                       DEVELOPMENT NEEDED
                                                                                                                                     COURSES ATTENDED

Honorary Chairman
Honorary Secretary
Honorary Treasurer
Fixtures Secretary
Disciplinary Secretary
International Ticket Contact
Womens Rugby Co-ordinator
Mini Chair
Youth Chair
Girls Coordinator
Mini Secretary
Youth Secretary
Girls Secretary
Mini and Youth Treasurer
Coaching Coordinator
Volunteer Coordinator
Referee Coordinator
Welfare Officer
School/College/University Liaison
Fixture Secretary
Head of Grounds
Head of Clubhouse
Head of First Aid
U12 Girls Lead Coach
U12 Girls Assistant Coach
U15 Girls Lead Coach
U15 Girls Assistant Coach
U18 Girls Lead Coach
U18 Girls Assistant Coach
Womens Lead Coach
Womens Assistant Coach
U7 Lead Coach
U7 Assistant Coach
U8 Lead Coach
U8 Assistant Coach
U9 Lead Coach
U9 Assistant Coach
U10 Lead Coach
U10 Assistant Coach
U11 Lead Coach
U11 Assistant Coach
U12 Lead Coach
U12 Assistant Coach
U13 Lead Coach
U13 Assistant Coach
U14 Lead Coach
U14 Assistant Coach
U15 Lead Coach
U15 Assistant Coach
U16 Lead Coach
U16 Assistant Coach
U17 Lead Coach
U17 Assistant Coach
U18 Lead Coach
U18 Assistant Coach
U19 Lead Coach
U19 Assistant Coach
Mens 1st XV Coach
Mens 1st XV Assistant Coach
Mens 2nd XV Coach
Mens 2nd XV Assistant Coach
SOCIAL EVENT PLANNER FOR WHOLE CLUB SEAL OF APPROVAL RUGBY CLUBS

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                                                                  EVENT PERIOD
                                                   PRESENT
EVENT PLANNER                 RESPONSIBLE
                                                   SITUATION      MONTHS

     For example:                                                 Sept Oct Nov Dec Jan Feb Mar Apr May Jun   Jul Aug
1    Family Bonfire
2    Halloween Party
3    Childrens Xmas Party
4    New Years Eve Party
5    Race Night
6    Mini Midi Presentation
7    Youth Presentation
8    Ladies Day
9    Gentlemans Evening
10   Summer Ball
11   Prize Giving Dinner
12   Whole Club Dinner
13   Sponsors Lunch
     Key
     Planned
     Completed
     Tentative
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PROFICIENCY AWARDS PLANNER
                    SEPTEMBER           OCTOBER               NOVEMBER              DECEMBER            JANUARY               FEBRUARY            MARCH               APRIL               MAY                   JUNE                JULY                AUGUST


             WEEK 1    2   3    4   5   1   2   3    4   5    1   2   3     4   5   1   2   3   4   5   1   2     3   4   5   1   2   3   4   5   1   2   3   4   5   1   2   3   4   5   1     2   3   4   5   1   2   3   4   5   1   2   3   4   5   1   2    3   4   5

AGE         NOTES

U7

U8

U9

U10

U11

U12

U12 Girls

U13

U14

U15

U15 Girls

U16

U17

U18

U18 Girls

U19
            WHAT ARE THE HAZARDS?                           WHO MIGHT BE HARMED AND                            WHAT ARE YOU ALREADY                                HOW WILL YOU PUT THE
                                                            HOW?                                               DOING?                                              ASSESSMENT INTO ACTION?
            SPOT HAZARDS BY:                                IDENTIFY GROUPS OF PEOPLE.                         WHAT FURTHER ACTION IS                              IDENTIFY GROUPS OF PEOPLE.
                                                            REMEMBER:                                          NEEDED?                                             REMEMBER:
            Asking club members what they                   Some people have particular                        List what is already in place to                    Remember to prioritise. Deal with
            think                                           needs                                              reduce the likelihood of harm or                    those hazards that are high-risk




                                                                                                  STEP THREE




                                                                                                                                                       STEP FOUR
                                                 STEP TWO
STEP ONE




            Checking Manufacturers'                                                                            make any harm less serious. You                     and have serious consequences
            instructions                                    Remember to consider people that                   need to reduce risks 'as far as is                  first. See Probability/Severity
            Walk around and inspect your                    are not in the club all the time                   reasonably practicable'. You could                  matrix below.
            club's facilities and equipment                                                                    compare what you are already
            Visit the RFU virtual adviser at                If you share your club facilities                  doing with good practice in all the
            www.rfu.com/virtualadviser                      consider how your activities affect                different areas and activities your
                                                            others and also consider all your                  club offers. If there is a difference
                                                            club members                                       make a list of what needs doing.
NOTES




                                                 NOTES




                                                                                                  NOTES




                                                                                                                                                       NOTES
STEP FIVE




            REVIEW
            Review your assessment to make sure you are still improving, or at least not sliding back. If there is significant change at your club, remember to check
            your risk assessment and, where necessary, amend it.
Probability / Severity Matrix
Having completed the risk assessment, you should be able to clearly identify the risk level (i.e. from the minimal to intolerable) and prioritise resulting actions depending on
how harmful the risks are, who may be harmed, to what extent and how likely they are.
RISK RATING = SEVERITY OF HARM X LIKELIHOOD OF OCCURRENCE

Use the following table to assess the risk rating of each item:

                                                            SEVERITY OF HARM
                                                            SLIGHTLY HARMFUL                     HARMFUL                                   EXTREMELY HARMFUL
                      HIGHLY UNLIKELY                       Minimal Risk                         Tolerable Risk                            Moderate Risk
      LIKELIHOOD OF
      OCCURRENCE




                      UNLIKELY                              Tolerable risk                       Moderate Risk                             Substantial Risk


                      LIKELY                                Moderate Risk                        Sustantial Risk                           Intolerable risk



NB. Tolerable here means that risk has been reduced to the lowest level that is reasonable practical
Use the following table to prioritise the actions depending on the risk rating

RISK LEVEL    ACTION/PRIORITY                 TIMESCALE
MINIMAL (LOW) No immediate action is required Review annually.
              and no documentary records need
              to be kept.
TOLERABLE             No additional controls required.      3 - 12 months
(MEDIUM)              Cost effective solutions should be
                      considered. Monitoring and
                      auditing is required to ensure that
                      the controls are maintained.
MODERATE              Activity should NOT be started or     1 - 3 months
(MEDIUM)              continued until the risk has been
                      evaluated and controls
                      implemented.
SUBSTANTIAL           Activity should not be started until 1 - 4 weeks
(HIGH)                the risk has been reduced.
                      Considerable resources may have
                      to be allocated to reduce the risk.
SUPPORT DOCUMENTS CHECKLIST
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DOCUMENT                                                   LAST UPDATED     COMPLETE

Club Constitution
(Three Year) Development Plan with Annual Action Plan
Equity Policy
Welfare Policy
Data Protection Policy
Insurance Documents
Health and Safety Policy
Emergency Procedures
Accident Report Form
Risk Assessment Form
Committee Terms of Reference
Succession Planning
Income Expenditure and Balance Sheets Accounts
Club Disciplinary Process
Code of Conduct - Players
Code of Conduct - Parents & Guardians
Code of Conduct - Coaches
Code of Conduct - Volunteers
Code of Conduct - Spectators
Code of Conduct - Members
Role Description - Honorary Chairman
Role Description - Honorary Secretary
Role Description - Honorary Treasurer
Role Description - Fixtures Secretary
Role Description - Disciplinary Secretary
Role Description - International Tickets Contact
Role Description - Mini and/or Youth Chairman
Role Description - Age Group Head Coach
Role Description - Age Group Assistant Coach
Role Description - Age Group Team Manager
Role Description - Club Coaching Coordinator
Role Description - Club Volunteer Coordinator
Role Description - Welfare Officer
Role Description - School/College/University Liaison
Role Description - All Other Volunteer Roles
RFU Continuum and club playing programme
RFU/W Youth Structured Season and club playing programme
Community Links Agreements

								
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