Sports Club Resources 

BUCS

Kit

Health and Safety

Through this page you will find the downloadable accident report forms, risk assessment template, and incident procedure flowchart. There are also details around what you need to do when planning a trip or tour. 

Accident report forms - to be filled out and sent to the department when an accident or incident occurs during a student group activity. Please submit these to the department 48 hours after the incident. 

Risk assessment 

Risk Assessments should be reviewed by your health and safety officer yearly and uploaded to the student group web page by the department. You must also complete a risk assessment for any new activity undertaken by your student group. These must be shared with your members for each activity you undertake.

Incident procedure flowchart - details what your student group needs to do in case of an accident or emergency. 

First Aid Kits 

Please collect a first aid kit from the Hive at the start of term - information will be sent out providing collection dates and times. These must be returned to the Hive at the end of the year, otherwise your student group will be fined £50. 

If you need to restock your first aid kit, please pop in as we can provide new ice packs, bandages, plasters, wipes, and more. 

Agreements

Instructor Agreements 

If your club works with a coach or instructor, we recommend having a signed agreement. This sets the terms of their contract, gives you guidelines to follow and allows us to support your club if anything goes wrong! 

Please get your coach or instructor to fill this out, even if they are voluntary/unpaid. Please send a copy back with the instructor details (name, contact number, email, qualification copies) to sport@su.plymouth.ac.uk.

Sponsorship Agreements

Use this agreement to get a document in writing about each party's responsablities in the agreement. Please send this to sport@su.plymouth.ac.uk if you would like it checked.

All instructors/coaches must abide by the Coaching Code of Conduct. Please ensure this is sent to and read by your coach/instructor.

Competitions  

BUCS Individual competitions  

The SU will fund the lowest costing entry fee for a team or individual event or will contribute the equivalent amount towards another event. If you have entered a BUCS league the SU will not fund a competition entry fee and its associated costs however, this can be self-funded by the club.   

The SU will fund up to £1250 for a maximum of one competition and not carried over for numerous competitions.  Additional fees, for example, parking, driver accommodation or toll fees must be covered by club. If hire vehicles are used for competitions, then any additional milage, on top of what the department have estimated for the trip, will have to be covered by the club.  

No funding will be available for accommodation.   

Entry Allowance  

The number of funded entries will be at the discretion of the SU. Any guaranteed places will be 100% funded up to 5 students.  Where there are numerous disciplines/races being entered this will be considered on a case-by-case basis.    

If your sport competition consists of several rounds the SU will support the first round, any additional rounds that the team get through will require a contribution from the club with potential support from the SU on a case-by-case basis.  

I want our club to attend a BUCS competition, what are the steps I need to take? 

1. Email recreation@su.plymouth.ac.uk as soon as you know about an event to register your interest (at least 4 weeks before your event). 

2. Book a meeting with the SU Gym! Please give us plenty of notice to meet with you to discuss funding and support.  

3. Read through your event info on the BUCS website! This will tell you withdrawal deadlines, penalties to withdraw, and criteria for anyone attending.  

4. Create an activity on the portal, and submit your entries on BUCS play. 

5. Ensure you have entered the correct disciplines and contact the staff team at the SU Gym to get these entries approved by the BUCS deadline.  

6. Ensure you have submitted the entries by your event submission deadline. If you miss this deadline from BUCS, you will not be able to attend the event.  

7. If your entry has been approved by the SU Gym team, and you then withdraw from the event, you will be expected to cover your entry fee and any fines associated with withdrawing. You may also be liable to pay an additional withdrawal fee from BUCS or a non-attendance fee on top of the original entry fee. 

8. Once the event has happened, BUCS will send the invoice and then this will be passed onto your club with the confirmation of internal recharges. 

Non BUCS Individual Competitions 

The SU will fund up to £1000, one competition only, not carried over for numerous competitions to the value of £1000.  

The SU will fund transport up to £1000 - not carried over for numerous competitions to equal the value of £1000).  Additional fees like coach parking, driver accommodation must be covered by club. 

No funding will be given for accommodation. If a club would like to book accommodation this will need to be covered by the club and its members.  

Any competition must be submitted as an activity through the activity portal.  

I want our club to attend a non-BUCS competition, what are the steps I need to take? 

1. Book a meeting with the SU Activities team! Please give us plenty of notice to meet with you to discuss funding and support. Please do not book your entries until this meeting has occurred and finances are guaranteed. 

2. Create an activity on the portal – provide as many details as possible, like dates, accommodation details, and itinerary. Then make the payment for the entries. 

3. With your activity, please request transport and ensure you have both chair and treasurer approval if hiring transport. 

4. Confirm the cost of your entry via email and then Deputy Student Communities Manager or the Student Communities Manager can confirm the internal recharges for this. 

5. Add all emergency contacts for those attending on the activity portal.  

FAQs

*Q I am not part of a sports club; can I still go to a competition?

*A Individuals who would like to enter a competition which is not funded by the Students’ Union, or the club, will need to transfer the money to the SU prior to booking the individual place. Please contact sport@su.plymouth.ac.uk for non-BUCS comps, and recreation@su.plymouth.ac.uk for BUCS comps. 

*Q How do I get transport for a competition?

*A You need to meet with the Activities department and create an activity on the portal, with your transport request. This needs approving by your chair and treasurer.

*Q Our club has applied on BUCS play for a competition, but our entries haven’t been approved. What should we do? 

*A Contact the SU Gym to discuss your event entries.  

*Q How late can we withdraw from a competition with BUCS? 

*A Each event has it’s own event entry deadline, and BUCS often charges if you withdraw after the entry deadline. Any fines for withdrawing or no shows will be charged directly to the club or individual (if entering without a club). Always check the event information through this link: https://www.bucs.org.uk/events-listing.html 

*Q Does the SU funding cover competition accommodation?  

*A Additional fees, for example, parking, driver accommodation or toll fees must be covered by club. If hire vehicles are used for competitions, then any additional milage, on top of what the department have estimated for the trip, will have to be covered by the club.  No funding will be available for accommodation.

 

Inventory and Kit Guidelines

Inventory

At the end of each year, your committee must complete an inventory of all kit. This includes Kit that is stored on campus, off-site at training venues, and kit stored in student accommodation. Please ensure you add the value of any kit, and make sure you list where this is stored. 

This is a mandatory AGM document, as we need to review our insurance policy over summer to ensure all kit is apporpriately ensured. These must be sent with other AGM paperwork to sport@su.plymouth.ac.uk.

Kit Guidelines

  

Team Plymouth is the official brand of the University of Plymouth (UPSU) Sports Clubs

Whilst there is now flexibility with suppliers all UPSU Sports Clubs, teams and individuals are required to comply with the Team Plymouth Brand when purchasing any sports wear this includes Competition Kit and Leisure Wear 

To help with kit design and the ordering process first read the Team Plymouth Branding and Sports Kit Ordering Guidelines.

• Team Plymouth Branding Guidelines - Download Document
• Sports Kit Ordering Guidelines - Download Document

Any questions email: sport@su.plymouth.ac.uk

Faclilities

Booking the SU Gym and Studio 

Booking the sports hall, studio or squash courts can all be done in person. You can also book online by following this link - https://www.upsu.com/gym/

MBC Session Request Form