Regional Team Official Handbook 2019 · Trial Attendance Sheet ... Risk Management – CARA ......

Regional Team Official Handbook

2019

CONVENOR • MANAGER • COACH

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Table of Contents Regional Team Policies and Procedures .......................................................................................................................... 6

Policy for Wide Bay Representative Sport .................................................................................................................. 7

Eligibility for Regional Team Participation ................................................................................................................ 10

Inclusion of Students with Disabilities ...................................................................................................................... 11

Selection Policy ........................................................................................................................................................... 12

Regional Team Travel Policy ...................................................................................................................................... 14

Duty of Supervision .................................................................................................................................................... 15

10-19 Years Regional Trial Competition procedures ................................................................................................. 16

13-19 Years Regional Trial Competition procedures ................................................................................................. 19

Regional Team General .................................................................................................................................................. 22

Hydration Guidelines.................................................................................................................................................. 23

Official Shirt Allowance Information ......................................................................................................................... 24

Official Apparel Order Form – 15A ............................................................................................................................ 24

TRS Request – Appendix 1 ......................................................................................................................................... 25

Bank Details Advice – Appendix 10 ........................................................................................................................... 25

Payment Voucher Fuel and Other - 21 ...................................................................................................................... 26

Payment Voucher Meals - 21 ..................................................................................................................................... 26

Health and Safety Incident Report Form ................................................................................................................... 27

First Aid Risk Assessment Guide ................................................................................................................................ 27

Wide Bay School Sport Discretionary Fund Guidelines – Appendix 11 .................................................................... 28

Wide Bay Trials Exemption Form ............................................................................................................................... 29

Wide Bay Trials Exceptional Student Exemption Form ............................................................................................. 29

Price List ...................................................................................................................................................................... 30

Financial Assistance Schemes .................................................................................................................................... 33

Regional Team Convener ............................................................................................................................................... 34

Regional Convenor Responsibilities Checklist ........................................................................................................... 35

Role Statement – Regional Liaison Person ................................................................................................................ 37

Nomination Form – 1 ................................................................................................................................................. 38

Draw (Sample) - 7 ....................................................................................................................................................... 38

Letter to District Sample - 8 ....................................................................................................................................... 39

Convenors Report - 9 .................................................................................................................................................. 39

Budget Guide - 28 ....................................................................................................................................................... 40

Trial Attendance Sheet ............................................................................................................................................... 40

Risk Management – CARA .......................................................................................................................................... 41

Regional Team Manager ................................................................................................................................................ 42

Regional Manager Responsibilities Checklist ............................................................................................................ 43

Regional Trials Flyer ................................................................................................................................................... 45

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Principal Notification - 10 .......................................................................................................................................... 45

Principal Approval - 11 ............................................................................................................................................... 46

Standard Permission/Details Booklet ....................................................................................................................... 46

Apparel Order and Levy Payment Form - 15 ............................................................................................................. 47

Risk Management - CARA .......................................................................................................................................... 47

Mouthguard Consent Form ........................................................................................................................................ 48

Instructions to Team Members Sample - 17 ............................................................................................................. 48

Request for Uniform - 23............................................................................................................................................ 49

Team List - 24 .............................................................................................................................................................. 50

Advice of Money Received/Deposited - 26 ............................................................................................................... 50

Manager’s Report - 27 ................................................................................................................................................ 51

Regional Team Coach Forms .......................................................................................................................................... 52

Regional Coach Responsibilities Checklist ................................................................................................................. 53

Team Training Notification - 19A ........................................................................................................................... 54

Risk Assessment - CARA ............................................................................................................................................. 54

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District Executive List 2019 EXECUTIVES

Chairman: Mr Jeff Irwin Ph: 4150 6333 Woongarra SS Fax: 4155 6198 468 Elliott Heads Rd Email: [email protected] BUNDABERG Q 4670 Deputy Chair: Mr Athol Butler Ph: 4120 8777 Maryborough Special School Fax: 4120 8700 Woodstock St Email: [email protected] MARYBOROUGH Q 4650 Secretary: Mr Justin Lane Ph: 4122 0875 Wide Bay School Sport Fax: 3220 6454 PO Box 142 Email:[email protected] MARYBOROUGH Q 4650

2019 DISTRICT SECRETARIES

Bundaberg: Simon Gills (13-19yrs) 4155 8151 Shalom, PO Box 3097, BUNDABERG Q 4670 [email protected] Noel Stitt (10-12yrs) 4150 1111 Bundaberg Nth SS, Mt Perry Rd, BUNDABERG Q

4670 [email protected]

Gympie: Julie Rosser (13-19yrs) 5482 8206 Victory College, PO Box 308 Gympie Q 4570 [email protected] Shereene Moy (10-12yrs) 5483 0444 Gympie South SS, 50 Exhibition Rd, GYMPIE 4570 [email protected] Hervey Bay: Kayla Worth (13-19yrs) 4197 0111 Urangan SHS, PO Box 5100, TORQUAY Q 4655 [email protected] Darren Baldwin (10-12yrs) 4197 0333 Sandy Strait SS, Robert St, URANGAN Q 4655 [email protected] North Burnett: Adrian Brady (13-19yrs) 41655333 Mundubbera P-10,57 Bunce St, Mundubbera Q 4626 [email protected] Carolyn Holmes (10-12yrs) 4127 6333 Biggenden SS, PO Box 15, BIGGENDEN Q 4621 [email protected] South Burnett: Krysty Connolly (13-19yrs) 4160 0666 Kingaroy SHS, PO Box 356, KINGAROY Q 4610 [email protected] Ben Brown (10-12yrs) 4171 6200 Nanango SS, PO Box 471 NANANGO Q 4615 [email protected] Maryborough: Athol Butler (13-19yrs) 4120 8777 Maryborough Sep, Woodstock St, M’Borough Q [email protected] Kellie O’Brien (10-12yrs) 4193 2111 Torbanlea SS, Pialba Rd, TORBANLEA Q 4662 [email protected] AWD Delegate: Simon Kelly 4155 5666 Walkervale SS, 46A Hurst St, BUNDABERG Q 4670

[email protected]

mailto:[email protected]















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Regional Team Policies and Procedures

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Policy for Wide Bay Representative Sport

This policy is to ensure the efficient and effective operation of Wide Bay Representative School Sport and the opportunity to participate for all students. 1. PARTICIPATION

1. Wide Bay teams will only participate in State Championships for those sports which have the approval of the Wide Bay School Sport Board.

2. Wide Bay teams will be selected to attend approved State Championships from regional trials conducted across the sporting districts (See Selection Policy).

3. Wide Bay Schools sporting districts are: Bundaberg; Gympie; Hervey Bay; Maryborough; North Burnett and South Burnett.

4. If a sporting district is unable to field a representative team, the district may nominate individuals to the regional trials.

5. Opportunities should be provided for students with disabilities to participate in regional and state sport.

6. Only students from affiliated schools and colleges may participate in Wide Bay School Sport Board activities.

7. Other eligibility rules for student participation in regional representative teams also exist (See Eligibility for Regional Team Participation).

2. TEAM OFFICIALS The following guidelines will be used in appointing team officials for Wide Bay teams to attend state championships:

1. Managers and coaches of regional teams should be registered teachers. Preference should be given to teachers with appropriate accreditation including CAD/Willing and Able for Disabilities Teams.

2. Parents and outside persons who accompany teams shall have no official status in managing and coaching duties and shall not be eligible for any expenses unless approved by the School Sport Board.

3. The regional team officials will be appointed at the last regional management committee each year. Subsequent appointments can be made where deemed necessary by the respective regional management committees.

4. The allocation of personnel will be determined by the relevant constituent bodies ensuring that all aspects of safety are considered.

5. For team sports a coach and manager should be appointed. 6. For individual sports (eg. track and field, swimming) the recommended teacher/student ratio is

approximately one (1) teacher for twelve (12) students. 7. Because of the occupational requirements of regional team officials, at least one of the team officials

should be of the same sex as the team members. 3. TEAM TRAINING/PREPARATION

1. All regional teams may have a training day(s). 2. In team sports, regional coaches should incorporate at least one official training session to facilitate

team preparation/outfitting. 3. Maximum student release for training and travel with Wide Bay teams is two (2) school days for a

particular sport. 4. Regional TRS for team officials is only provided for approved competition and travel days. Regional

TRS is not provided for training days. 5. Because of the costs involved, team officials’ travel expenses for team training will only be approved

for a maximum of two (2) official training sessions. 6. Because regional team members attend training at their own expense, they should only be expected

to travel to a maximum of two (2) training sessions. 7. Where students are travelling on officially provided transport they should be accompanied by a

teacher from the officially designated starting point unless alternative supervision has been approved by the Regional School Sport Officer.

4. PROTOCOLS

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1. Any variation to this Regional Policy must have the prior approval of the School Sport Board. In emergent situations an executive decision may be made with ratification at the next Board meeting. Requests for variation should be forwarded to the Regional School Sport Officer for comments and recommendations to the School Sport Board.

2. All matters of correspondence pertaining to Regional Sport should be forwarded to the Regional School Sport Officer for further action by the respective Regional Management Committees. No communication should be made directly to the State Committee.

3. The Wide Bay School Sport Board will approve a calendar of events including all regional trials, management committee meetings and the participation of Wide Bay teams in state championships.

4. School principals can approve teacher/student involvement in inter-school sport. However, approval for all school sporting activities above inter-school level (ie. inter-district and inter-regional) must be sought through the Wide Bay School Sport Board.

5. DUTIES ♦ Regional School Sport Officer (RSSO) is responsible for:

1. Collection of affiliation fees from schools through the districts. The RSSO will invoice districts for affiliation fees by the end of March.

2. Seeking nominations for the positions of regional convenor/coach/manager for the various sports. The RSSO will distribute copies of nominations to district secretaries for determination of voting preferences at the last regional management committee meeting each year.

3. Distribution of school sport calendars to schools. 4. Liaising with regional convenors to ensure that information regarding regional trials for each sport is

forwarded to all districts approximately one (1) month before the trials. 5. Reprogramming regional trials postponed due to wet weather or other factors after consultation with

the executive of the host district/zone and other districts/zones. 6. Issuing managers (through the convenors) with the relevant forms required to prepare regional

teams for state championships. 7. Liaising with respective team managers in regard to regional team organisation including the

setting/collection of levies, ordering/distribution of uniforms and team travel. 8. Ensuring that regional team officials are aware of Duties of Supervision (Form #20) and Health and

Safety requirements of their sport.

♦ Regional Convenors’ duties are listed in this handbook. ♦ Regional Team Officials duties are listed in the Regional Official’s Handbook. Both the regional coach

and manager must: 1. Complete a “Transfer of Duties/Request for TRS - Regional Sport” Form (Appendix #1) at least two

(2) weeks prior to the team’s departure. Under no circumstances should a teacher leave his/her school before approval has been received.

2. Be aware of Duties of Supervision (Form #20) and Health and Safety requirements of their sport. 3. Ensure that regional team members are aware of and abide by the Team Members Code of

Behaviour (Form #16). 4. Ensure that all regional team members are given a fair and reasonable amount of

participation in games conducted at the state championships. 5. Attend ALL official functions at the state championships including opening and closing

ceremonies, pre-carnival and post-carnival meetings and the designated official dinner. 6. Ensure that ALL incidents occurring at a State Championship are investigated at the State

Championship in consultation with the State Championship Convenor and host RSSO. All results/outcomes must be communicated back to the Wide Bay RSSO & relevant Principals.

7. The manager should notify school principals of student selection in the regional team (Form #10) and seek the principal’s approval for student participation (Form #11). Notification should also be made in writing of any training sessions to be conducted during school time.

8. Following the regional trials, the Manager/Coach should forward any relevant correspondence regarding regional team members to the Principal. A copy of all correspondence should also be sent to the Regional School Sport Officer.

9. Be aware of your entitlements/allowances (as listed below). ♦ School Principals are responsible for:

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1. Approving a student’s participation in a regional team and returning the Principal’s Approval Form (#11).

2. Approving a teacher’s application for a position as regional convenor/coach/manager and subsequent Transfer of Duty/Request for TRS if appointed (Appendix #1).

3. Requesting Regional TRS for a teacher official who is attending regional or state trials if no other form of relief is available.

♦ Regional Liaison Persons for each sport will be appointed annually at the respective regional selection

trials. Their responsibilities include: 1. Acting as a Wide Bay delegate to their sport’s state management committee and/or arranging a

proxy delegate. 2. Liaising with the relevant coaching and development officer. 3. Attending to any sports-specific matters as referred by the state management committee and/or the

Regional School Sport Officer. 4. Acting as a regional resource person/contact for teachers regarding that sport.

6. ENTITLEMENTS/ALLOWANCES (use Form #21 to claim) ♦ Regional Convenors are entitled to:

1. A Regional Dress Shirt (Free-of-Charge) 2. Reimbursement of any out-of-pocket expenses.

♦ Regional Coaches and Managers are entitled to: 1. A Regional Dress Shirt (Free-of-Charge) 2. Reimbursement of any out-of-pocket expenses including official phone calls (itemised on phone

account). 3. Travel as required by the team (actual fares/costs). 4. Accommodation at the State Championship as arranged by the host centre (room only cost) NB.

All personal expenses such as phones calls, mini-bar, meals etc. are to be paid by the individual. Only accommodation will be charged to the region (motel to invoice).

5. Meal Allowance at Public Service rates (from time of team’s departure for State Championship until your return home). See page Official’s Handbook for current rates.

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Eligibility for Regional Team Participation

1. To be eligible for nomination to represent the Region, the student must attend an affiliated school, or be affiliated with their appropriate district.

2. The student must participate in the district selection process. 3. A student who has attained a sufficiently high standard to warrant nomination for the Regional Team and

whose school does not participate in the inter-school competition provided for that sport, may be invited to nominate for selection in the Regional Team.

4. If there is no inter-school competition in the sport, students from affiliated schools are eligible to be nominated provided that any other conditions, as determined by the Region, are satisfied.

5. Students who have an approved absence (eg. illness, injury, family bereavement, other higher level representative sporting commitments including travel and competition days only) at the time of the Regional Trials, may be considered for selection in the Regional Team, provided that appropriate documentation or evidence is submitted to selectors. Students CAN ONLY be selected in One (1) Regional Team per Cluster Sport Trials unless APPROVED as an Exceptional Athlete (see criteria below 1.4). Exceptional Athlete application must be approved prior to Trials. Students must submit the application for exemption form to the RSSO for approval PRIOR to the selection trials for consideration for selection.

6. An exceptional athlete who wishes to trial for more than one sport on the same day must submit an Exceptional Athlete Application Form for the sport they can’t trial for due to the clash to the Regional Sport Officer. This application will be considered for selection in the regional team after endorsement by RSSO, Convenor of the Specific Sport Trial & Wide Bay Board Representative. An exceptional student refers to a 13-19yrs student who represented Queensland in that particular sport in either community or school sport in the previous 12 months OR 10-12yrs student who represented Wide Bay School Sport in that particular sport in the previous 12 months.

7. To be eligible for nomination to represent the Regional Team, age restrictions apply as follows: (a) Rugby League and Rugby Union - students must not have attained the age of nineteen (19)

years on 31 December of the year of competition (ie. 18 years & under competitions). (b) Other Secondary Teams - Students must not have attained the age of twenty (20) years on

31 December of the year of competition (ie. 19 years & under competitions) with the exception of Australian Football which conducts a 15 years & under competition only (ie. Students must not have attained the age of sixteen (16) years on the 31 December of the year of competition.

(c) Primary Track and Field, Cross Country and Swimming (ie. individual type sports) - students must have attained the age of 10 and not exceed the age of 12 years on 31 December of the year of competition (as per W.B. Age Policy 2002)

(d) Other Primary Teams - students must have attained the age of 10 and not exceed the age of 12 years on 31 December of the year of competition.

PRINCIPAL’S NOTIFICATION Principals of students selected in regional teams will be notified immediately the team is selected. If the Principal concerned considers any student so selected is unworthy of regional representation, it is requested that the Manager and Regional School Sport Officer be advised immediately so that a replacement (shadow selection) may be announced. Please note: Signed Principal Approval confirms that a Project Consent Form permitting publication of students name, image and school has been received from the parent / caregiver.

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Inclusion of Students with Disabilities [Updated 14-11-2018]

SPORTS:As offered by State Sport Specific Committees. Currently Swimming, Track & Field & Cross Country in both 10-12yrs and 13-19yrs. NB: Other regional activities may be offered outside of ‘official’ school sport activities. Eg: Maryborough Football Gala TEAM SELECTION: Where possible in conjunction with able-bodied team selections as follows:

• SWIMMING – nominated times • CROSS COUNTRY - Incorporate into existing 10-19yrs Selection Trials following Queensland Cross

Country Guidelines (2013). Need for a Disabilities Cross Country Co-convenor who would send out Qualifying Standards to districts and assist on the day of the trials.

• ATHLETICS – Incorporate into existing 10-12yrs/13-19yrs Trials. Need for a Disabilities Athletics Co-convenor who would;

a) Organise Qualifying Standards for the Convenor to send out to districts with general information b) Assist on day of the trials.

In all sports, nominations are to be submitted through district secretaries to the Regional Convenor who will advise the Disabilities Co-convenor of numbers/categories nominated. The Disabilities Co-convenor, in consultation with the Regional Convenor will decide on the method of inclusion into the regional trials Program of Events. For example, in Track & Field running events will most likely require an additional event, whereas nominations for field events can be integrated into the existing age event or a separate rotation. (NB: See also Regional CC guidelines 2008) TEAM ORGANIZATION/PREPARATION: • Levy Structure – calculated across whole team [able-bodied and disabled] – add and subtract items relevant to

disabled team as negotiated with the RSSO to ensure cost equalisation. • Travel – travel with able-bodied team where possible. • Accommodation – Private accommodation must be organised the WB School Sport policy of parental

responsibility applies. • Uniforms – Students to purchase compulsory uniform items as per team requirements. (NB: 13-19yrsTrack & Field have separate arrangements as negotiated with RSSO due to different team and carnival arrangements) STAFFING/TEAM OFFICIALS: • Regional Carnivals – district decision/responsibility for TRS to manage district teams. • Regional Team Officials:

Track & Field - Minimum of one [1] male and one [1] female. Extra personnel may be appointed to cater for specific disabilities. However, subsequent appointments must be approved and deemed necessary by the regional management committee.

Cross Country – Minimum of one (1) AWD Manager in both 10-12yrs & 13-19yrs* Swimming – Minimum of one (1) AWD Manager in both 10-12yrs & 13-19yrs*

* Safe Staffing ratios to be maintained. Negotiation with RSSO. Accreditation should be encouraged. • Regional Team Officials – regional team officials must be aware of Duties of Supervision [Form#20] and Health

and Safety requirements of their sport.

Prepared and collated by: Wide Bay School Sport Disability Sport Committee

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Selection Policy 1. CRITERIA

1.1 The major criterion for selection shall be the performance of the student at the Regional Trials. Areas considered shall include: - The age of the student appropriate to the age division the student is being selected; - The level of skills exhibited by the student; - The performance of the student as a member of a team; - The attitude and behaviour of the student on and off the field of competition; - In individual type sports (eg. Tennis, Squash, Golf) previous tournament performance, ranking,

handicaps, etc may be considered. 1.2 Students who are registered for home education in accordance with the Education (General

Provisions) Act 2006, and wish to trial for representative teams, must provide a current registration certificate to the Wide Bay regional school sport office.

1.3 Students who have an approved absence (eg. illness, injury, family bereavement, other higher level representative sporting commitments including travel and competition days only) at the time of the Regional Trials, may be considered for selection in the Regional Team, provided that appropriate documentation or evidence is submitted to selectors. Students CAN ONLY be selected in One (1) Regional Team per Cluster Sport Trials unless APPROVED as an Exceptional Athlete (see criteria below 1.4). Exceptional Athlete application must be approved prior to Trials. Students must submit the application for exemption form to the RSSO for approval PRIOR to the selection trials for consideration for selection.

1.4 An exceptional athlete who wishes to trial for more than one sport on the same day must submit an Exceptional Athlete Application Form for the sport they can’t trial for due to the clash to the Regional Sport Officer. This application will be considered for selection in the regional team after endorsement by RSSO, Convenor of the Specific Sport Trial & Wide Bay Board Representative. An exceptional student refers to a 13-19yrs student who represented Queensland in that particular sport in either community or school sport in the previous 12 months OR 10-12yrs student who represented Wide Bay School Sport in that particular sport in the previous 12 months.

1.5 For Multi-Class Athletes the policy “Inclusion of Students with Disabilities” applies. 2. PANEL

2.1 The number of selectors shall be a minimum of three (3) or a maximum of six (6) and must include the appointed Regional Coach (selectors should represent a cross section of Districts). The actual number shall be determined at the pre-carnival meeting of coaches/managers. The Regional Trial Convenor will initiate this pre trial meeting.

2.2 A chairperson of the panel shall be appointed. 2.3 In the event of a tied vote, the Regional Coach shall have the casting vote.

3. PROCEDURES 3.1 The selectors shall meet on a regular basis on each day of competition.

3.2 The selectors shall meet with the coaches of competing teams to give them the opportunity to put forward the names of and comment upon students they consider worthy of selection.

3.3 Team coaches may submit a written report to the selectors. 3.4 At least one member of the selection panel must be present at each game.

3.5 The selectors shall maintain a written record of all competition viewed. 3.6 Team coaches shall advise the selectors of students not available for selection.

4. ANNOUNCEMENT

4.1 The regional team shall be announced at the conclusion of the regional championships. 4.2 SHADOW PLAYERS SHALL NOT BE ANNOUNCED. 4.3 In the case of a student withdrawing from a Regional Team, the replacement player must come from

the shadows identified by the Selectors at the Trial. If no shadow players were chosen, or none are available, then the replacement player must have been considered for Wide Bay selection at the Regional Trial.

4.4 Final confirmation of a replacement player will be done in consultation with the Regional coach, manager and Regional School Sport Officer.

5. TEAM SIZE

5.1 Team size shall be determined by the Regional Management Committee (see over). 5.2 A minimum of four (4) shadow players shall be selected (at least one in each specialist position).

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WIDE BAY REGIONAL TEAMS Sport Committee State Champ program

name State Champ-Comp age

division Max Regional team size Restrictions to team size

Aust Football 10 - 12 yrs 10-12yrs 10-12yrs 23 Aust Football 10 - 12 yrs 10-12yrs Girls 10-12yrs 15

Aust Football 13 - 19 yrs 13-15yrs Boys 13-15yrs 23 Girls 13-15yrs 21

Basketball

10 - 12 yrs 10-12yrs Boys - 10-12yrs 10 Girls - 10-12yrs 10

13 - 19 yrs 13-15yrs Boys - 13-15yrs 10

Girls - 13-15yrs 10

16-18yrs Boys - 16-18yrs 10 Girls - 16-18yrs 10

Cricket

10 - 12 yrs 10-12yrs Boys Boys - 10-12yrs 12 10-12yrs Girls Girls - 10-12yrs 12

13 - 19 yrs 13-14 yrs Boys Boys - 13-14 yrs 13 13-15yrs Girls Girls - 13-15yrs 13 15-19yrs Boys Boys - 15-19yrs 12

Cross Country (state champs 10-19yrs)

10 - 12 yrs 10-19yrs

Boys - 10-12yrs 6/age group

Add Comp (max 3/region) for committee approval

Multi-class (qualifying stds) Girls - 10-12yrs

13 - 19 yrs Boys - 13-19yrs

6/age group Add Comp (max 3/region) for

committee approval Multi-class (qualifying stds) Girls - 13-19yrs

Football


13 - 19 yrs 13-16yr B,13-15yrs G Boys - 13-16yrs 16

Girls - 13-15yrs 16

17-19yr B,16-19yrs G Boys - 17-19yrs 16 Girls - 16-19yrs 16

Golf **( 19yrs not eligible for State Team Selection)

10-19yrs 10-12yrs Boys - 10-12yrs 4 10-19yrs Girls - 10-12yrs 2 10-19yrs 13-19yrs Boys - 13-19yrs 7 10-19yrs Girls - 13-19yrs 5

Hockey


Boys 13-19 yr 13-19yrs Boys Boys - 13-19yrs 16 2 g/k (one must be u16) or 15 1 goal keeper

Girls 13-19yrs 13-19yrs Girls Girls – 13-19yrs 16 Max of 14 field players

Netball 10 - 12 yrs 10-12yrs 10-12yrs 10

13 - 19 yrs 13-15yrs,16-19yrs Girls - 13-15yrs 10 Girls - 16-19yrs 10

Rugby League 10 - 12 yrs 11-12yrs Girls - 11-12yrs 17

11-12yrs 11-12yrs 17

13 - 18 yrs 14-15yrs Boys - 14-15yrs 19 16-18yrs Boys - 16-18yrs 19

Rugby Union 10 - 19 yrs 11-12yrs 11-12yrs 22 14-15yrs Boys - 14-15yrs 22 17-18yrs Boys - 17-18yrs 23

Softball 10 - 12 yrs 10-12yrs Boys Boys - 10-12yrs 14

10-12yrs Girls Girls - 10-12yrs 14

13 - 19 yrs 13-19yrs Boys Boys - 13-19yrs 14 13-19yrs Girls Girls - 13-19yrs 14

Squash 10 - 19 yrs 10-19yrs Boys - 10-19yrs 4 per division U15 and U 19 divisions Girls - 10-19yrs 4 per division U15 and U 19 divisions

Surfing 13 - 19 yrs 13-18yrs Boys - 13-18yrs Junior- 6, Open- 6 B&G 13-15yrs; 16-18yrs+MR Shield (up to extra 6 sts)max 22 sts Girls - 13-18yrs Junior - 4, Open - 6

Swimming 10 - 12 yrs 10-12yrs Boys - 10-12yrs Limited Max 5 comp/event with qualifying

standards as a guide Girls - 10-12yrs Limited

13 - 19 yrs 13-19yrs Boys - 13-19yrs Limited Nomination restrictions as per comp procedures Girls - 13-19yrs Limited

Tennis 10 - 12 yrs 10-12yrs Boys - 10-12yrs 4

Girls - 10-12yrs 4


Touch


13 - 19 yrs 13-15yrs Boys - 13-15yrs 14

Girls - 13-15yrs 14


Track & Field 10 - 12 yrs 10-12yrs Boys - 10-12yrs Unlimited Multi-class (qual standards)

Girls - 10-12yrs Unlimited Multi-class (qual standards)

13 - 19 yrs 13-19yrs Boys - 13-19yrs Unlimited Multi-class (qual standards) Girls - 13-19yrs Unlimited Multi-class (qual standards)

Triathlon 11 - 19 yrs 13-19yrs Boys - 13-19yrs 10 10 boys per age division

Girls - 13-19yrs 10 10 girls per age division

11 -12yrs Boys - 11 -12yrs 10 Girls - 11- 12yrs 10

Volleyball 12 - 19 yrs 12-15yrs Boys - 12-15yrs 12

Girls - 12-15yrs 12


Very Important: Regional Coaches are reminded of the Regional Policy Statement: “Those students selected to represent the Region at State level must be given a fair and reasonable amount of participation in games conducted at

the State Championships.”

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Regional Team Travel Policy Current 09-11-2018

RATIONALE 1. The Wide Bay School Sport Board has a responsibility to ensure safe, efficient and cost - effective

travel, as part of its duty of care, when co-ordinating the travel arrangements for all regional teams attending state championships.

POLICY 1. The most desirable form of travel for each regional team shall be determined by the Wide Bay Sports

Office in consultation with team officials in accordance with Regional guidelines and Host Centre situations. The Regional School Sports Officer will co-ordinate all transportation arrangements, including costs, in accordance with the state purchasing policy.

2. When the arrival destination is Cairns or further north or when special circumstances prevail, all Wide

Bay teams travel will be by plane, if practical. 3. It is compulsory that all teams travel to state championships by the transport determined by the Wide

Bay School Sport Board unless exceptional circumstances exist and are approved by the Wide Bay School Sport Board Executive.

4. Permission may be granted upon receipt of a written/verbal request for a student to return home from

a state championship with a parent where transport has been arranged by the Wide Bay School Sport Board. Such arrangements shall not necessarily alter the transportation component of the levy.

5. Departure times to and from all state championships must minimise the amount of school time lost by

the students and teachers. PROCEDURES 1. The Regional School Sports Officer, in determining the transportation arrangements, will take into

account: - The cost of fares - Efficient use of time (school time missed by students and teachers to be minimised) - The welfare of the athlete 2. Exception to the travel policy must be made in writing to the Regional School Sports Officer for

consideration by the Wide Bay School Sport Board Executive. 3. Students are required to remain with the regional team until the conclusion of the intrastate activity.

This may be varied with the approval of the team manager/s.

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Duty of Supervision 1. At all times Managers / Coaches must display exemplary conduct as a model for students. 2. Where non-teacher personnel are invited, because of their knowledge and expertise, to assist coaches

and managers with regional duties, the appointed officials must agree to the invitation and must advise the assistant of the following guidelines:

(i) Appointed officials are ultimately responsible for duty of care, as well as ensuring that regional policies are followed eg. Fair and reasonable participation.

(ii) Non-teacher personnel may assist with the training and development of the regional team, however only appointed officials may directly coach players while the game is in progress.

(iii) Acceptance of any volunteer role with a regional team indicates a willingness to abide by Codes of Behaviour for officials and spectators.

3. In any case of student misbehaviour, ie. A breach of the Code of Behaviour, the Regional School Sport Officer should be contacted within twelve (12) hours of the incident and a written report of the incident should be presented immediately upon the team’s return. Contacting the Principal of the School and forwarding of the report will be the responsibility of the Regional School Sport Officer.

4. In the event of any major instance of misbehaviour (drinking alcohol, absent without permission, moral misconduct, etc.) the procedure should be as follows:

(i) Contact the Regional School Sport Officer immediately. (ii) Contact the student’s parents/guardians. (iii) The student must be withdrawn from further competition at the Championship and may be sent

home if warranted and if practical. (iv) Forward a written report on the incident to the Regional School Sport Officer immediately upon

your return from the Carnival/Championships. NB. Contact with the Principal of the school and forwarding of the report will be the responsibility of the Regional School Sport Officer.

5. Students must be made aware of the Team Members Code of Behaviour and it must be enforced by the Manager/Coach.

6. When students are in the Manager’s care ensure they are supervised at a level that would satisfy a prudent parent/guardian.

7. State Championships - There is an expectation that team officials will be in attendance at the venue from the time the first Wide Bay students arrive until the last Wide Bay student has been released or at the request of the host region. At least one official must be available, responsible and capable at all times for student supervision 24 hrs/day. All officials should be aware that being responsible and capable will be in accordance with EQ’s Code of Conduct.

8. When travelling, Managers/Coaches should be seated so they can supervise their team. 9. Sun Safety - Managers/Coaches are to ensure that water supply and sun protection is adequate.

Sunscreen is available at the Regional Sport Office as an optional item in the levy. 10. Accident Register - Managers/Coaches are to ensure that an Accident Report Form is completed in the

event of an accident and a copy is sent to the Regional School Sport Officer AND Students School. 11. Regional School Sport Officer: Phone: (07) 4122 0874 Email: [email protected]


16

10-19 Years Regional Trial Competition procedures COMPETITION PROCEDURES

(to be endorsed WBSSB 20 Nov 2018)

A. ORGANISATION Trials will be held in the following sports at the nominated time of the year. WB Cluster 1-12yrs Softball B/G & 12yrs Aust. Football March WB Cluster 2 - 12yrs Touch B/G & 12yrs Basketball B/G April * Winter Carnival First week in May Cross Country June Athletics Aug/September (2019 - July) Cricket September/Early October Golf March (See Secondary Roster) * Winter Carnival sports to be held in Hervey Bay are: , Hockey, Rugby League, Football, Tennis, Netball Rotation of Trials :

SPORT 2019 2020 2021 2022 2023 2024 2025 Winter Carn. H Bay H.Bay H.Bay H.Bay H.Bay H.Bay H Bay Softball H Bay* B’berg M’boro H Bay B’berg M’boro H Bay Cross Country M’boro S Burn N Burn Gympie H Bay B’berg M’boro Athletics B’berg M’boro S.Burn Gympie N Burn H Bay B’berg Cricket - Boys H Bay Gympie H Bay M’boro B’berg Gympie H Bay Cricket - Girls H Bay Gympie H Bay M’boro B’berg Gympie H Bay Touch Gympie S.Burn B’berg H.Bay M’boro N.Burn Gympie Basketball B’berg B’berg S.Burn H.Bay M’boro Gympie B’berg AFL H Bay N Burn S Burn Gympie B’berg M’boro H Bay

*Updated November 2018

The calendar will be finalised at a general meeting (November) each year and will be subject to the

QSS calendar for the following year. B. REGIONAL CARNIVALS 1. Purposes : (a) to provide the opportunity for students from the various districts to participate in sporting

competitions at a higher level than that offered by the school competitions. (b) to facilitate the selection of Regional Teams to compete at the QSS championships. 2. Where possible zones should be represented by a full zone team. If this is not possible,

individual nominations will be accepted.

3. Districts (including special schools) should indicate at the A.G.M., those sports they will

participate in at a team or individual level. 4. Cancellation - in the case of wet weather or other factors causing a cancellation, the executive

of the Committee after consulting the host zone will decide on new carnival dates.

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C. CONVENORS 1. Regional Convenors will be selected for the following year, at the November meeting.

Duties of the Regional Convenor are outlined in the Regional Sport Handbook. D. REGIONAL TEAMS 1. Selection Regional teams will be selected on merit. Only eligible students from affiliated schools will be

considered for selection. Refer to Eligibility and Selection Criteria in the Regional Sport Handbook. 2. Training Regional Policy allows students to be released for a maximum of two (2) school days for team

training and travel over and above the actual State Championship playing days. Any other training time/s should be out of school time, and the dates should be submitted to the Regional School Sport Officer (RSSO) for endorsement.

No Regional TRS cover is available for training days. Refer to Training Policy in the Regional Sport Handbook.

3. Transport Transport of regional teams to state championships will be arranged by the Regional School Sport

Officer (RSSO), in consultation with the manager. Air travel will only be considered as an option if the cost to team members is not excessive in comparison to alternate modes of travel and the approval of the Wide Bay School Sport Board has been granted.

4. Levies The RSSO, in consultation with the manager/coach of a regional team, is empowered to determine

a levy to cover costs of participation by the regional team in the state championship. Refer to Regional Sport Handbook. Basic playing and travel uniforms only should be included in the player’s levy. Other non-essential items should be optional.

E. COACHES/MANAGERS 1. Selection All regional coaching and managing positions will be advertised following the August meeting with

nominations closing at least 2 weeks before the November meeting of the Committee. Managers and Coaches will be appointed at the November meeting of the Committee. All regional officials will be selected on merit (refer to Selection Criteria in Regional Sport Handbook).

2. Duties of Coaches/Managers A detailed list of such duties is outlined in the regional Sport Handbook. 3. Expenses The necessary expenses of Coaches and Managers are included in the team levy (official dinners

are not to be included in the levy). Any excess over $60/student will be met by the Committee. Refer to the Regional Sport Handbook.

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F. UNIFORMS

1. Students selected in Regional Teams should be levied to provide the necessary team playing and travel uniforms as outlined in the Regional Sport Handbook.

G. FINANCES

1. A financial statement of all income and expenditure pertaining to 10-12yrs sport within the Region shall be recorded by the RSSO and presented to each meeting of the Committee.

2. Affiliation fees will be determined at the first General Meeting of the year. These fees will

include both a regional component and a QSS component.

3. Financial matters associated with the costs of running a Regional Carnival are the responsibility of the host district. Costs should be covered by imposing a levy on participating teams or individuals. A regional levy will also be imposed on the participants to help subsidise teachers/officials

accommodation costs at regional and state carnivals.

4. All income and expenditure associated with a regional team are to be channeled through the Regional Sport Council Account, using the procedures outlined in the Duties of Managers and Coaches (See Regional Handbook).

5. The RSSO shall provide a financial statement for each regional team to the Committee.

6. Where any regional team runs at a profit or loss, the Committee shall decide what will happen with any profits, and will have the power to ask schools to recover on a pro-rata basis, any excessive losses. Profit in excess of fifty dollars per student may be refunded to the students.

H. COLOURS 1. Regional Colours : Red, White and Black 2. District Colours :

Bundaberg : Maroon/White Gympie : Royal Blue/Yellow

Hervey Bay : Royal Blue/Red Maryborough : Sky Blue/White North Burnett : Navy/White South Burnett : Green/Gold

3. Districts should compete in these colours at all Regional Carnivals. I. QSS COUNCIL OF MANAGEMENT

1. The Committee acknowledges its right to have a representative on the Council of Management of the QSS.

2. The Committee will meet the necessary travel expenses of the representatives to attend QSS

Council of Management meetings provided that prior approval for the form of transport used has been obtained.

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13-19 Years Regional Trial Competition procedures COMPETITION PROCEDURES

(Updated 12 Nov 2018 – to be endorsed)

A. ORGANISATION For the purpose of trials conducted by the Wide Bay School Sport Management Committee,

hereinafter referred to as “the Committee” sports will be grouped in the following way:

CLUSTER GROUP 13-19YRS TEAMS 1 1 Rugby Union 18yrs Golf Volleyball 15yrs

2 Cricket 14B, 15G 19B Softball -19yrs Tennis AFL 15y 2 3 Rugby League 15/18yrs Football 15/18yrs

4 Squash Basketball 15/18yrs Netball 15/19yrs 5 Surfing

3 6 Rugby Union 15yrs Touch 15/18yrs 7 Hockey 19yrs B/G Volleyball 19yrsBG

Stand Alone Events

8 Cross Country 9 Track and Field

** Please note – Aquathlon and Triathlon trials are held in the November of the prior year and swimming is

nomination based and does not have a regional trial. It is intended for the sports groups to remain the same (if possible) and for the Districts to rotate through the

groups on a yearly basis. Rotation of Trials:

GROUP 2019 2020 2021 2022 2023 Group 1 North Burnett South Burnett Maryborough Bundaberg Hervey Bay Group 2 Bundaberg Hervey Bay South Burnett Maryborough Gympie Group 3 Gympie North Burnett Hervey Bay South Burnett Maryborough Group 4 Hervey Bay Bundaberg Gympie Hervey Bay South Burnett Group 5 Rainbow Beach Agnes Waters Rainbow Beach Agnes Waters Rainbow Beach Group 6 South Burnett Maryborough North Burnett Bundaberg Gympie Group 7 Maryborough Gympie Bundaberg Hervey Bay Maryborough Group 8 Maryborough South Burnett North Burnett Gympie Hervey Bay Group 9 Bundaberg Maryborough South Burnett Gympie North Burnett

The actual allocation of sports to each District will be finalised at a General Meeting (Nov) and will be subject

to the QSS Calendar for the following year. B. REGIONAL CARNIVALS 1. Purposes: (a) to provide the opportunity for students from the various Districts to participate in sporting

competitions at a higher level than that offered by the school competitions. (b) to facilitate the selection of Regional Teams to compete at the QSS championships.

2. Where possible Districts should be represented by a full District team. If this is not possible, individual nominations will be accepted.

3. Districts (including special schools) should indicate at the A.G.M., those sports they will

participate in at a team or individual level. 4. Cancellation - in the case of wet weather or other factors causing a cancellation, the executive

of the Committee after consulting the host district will decide on new carnival date. All sports in that group are to be cancelled.

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C. CONVENORS

1. The District responsible for a group of sports should nominate a Convenor for each sport. Regional Convenors will be selected for the following year at the November meeting.

A full list of duties of the Regional Convenor are outlined in the Regional Sport Handbook.

D. REGIONAL TEAMS 1. Selection

Regional teams will be selected on merit. Only eligible students from affiliated schools will be considered for selection. Refer to Eligibility and Selection Criteria in the Regional Sport Handbook.

2. Training

Regional Policy allows students to be released for a maximum of two (2) school days for team

training and travel over and above the actual State Championship playing days. Any other training time/s should be out of school time, and the dates should be submitted to the Regional School Sport Officer (RSSO) for endorsement.

No Regional TRS cover is available for training days. Refer to Training Policy in the Regional Sport Handbook.

3. Transport Regional Athletics transport is to be arranged by individual Districts for their own students. For all other sports, transport is to be arranged by the Regional Manager in consultation with the

Regional School Sports Officer (RSSO). Air travel will only be considered as an option if the cost to team members is not excessive in comparison to alternate modes of travel and the approval of the AED (Studies) has been granted.

4. Levies

The RSSO, in consultation with the manager/coach of a regional team, is empowered to determine a levy to cover costs of participation by the regional team in the state championship.

In general, the cost per student should be kept to a minimum. Luxury items, e.g. spray jackets

should be made optional. Refer to Regional Sport Handbook. E. MANAGERS /COACHES

1. In general, each Regional Team comprising ten (10) or more players attending a QSS Carnival, shall be under the control of a Coach and a Manager each to be a teacher. Teams comprising less than ten (10) members shall be under the control of a Manager/Coach. Any variation of this will require the approval of the Management Committee.

2. The Regional Team attending the QSS Track and Field Carnival will be treated as a special

case because of the large number of students involved. It is recommended that each District appoint a Manager and as many Coaches as is deemed necessary for its own students. The Regional Manager will be responsible for the overall co-ordination of the team.

3. Selection of Managers and Coaches

All regional coaching and managerial positions will be advertised following the August meeting with nominations closing at least 2 weeks before the November meeting of the Committee.

21

All nominations should be on the official regional nomination form and must be approved by the

School Principal. Regional Managers and Coaches will be appointed by the committee at the November meeting

of the Committee.

4. Duties of Managers /Coaches

A detailed list of such duties is clearly outlined in the regional Sport Handbook.

5. Expenses

The necessary expenses of Managers and Coaches are included in the team levy (official dinners are not to be included in the levy).

All details are outlined in the Regional Sport Handbook. F. UNIFORMS

1. Students selected in Regional Teams should be levied to provide the necessary team playing and travel uniforms as outlined in the Regional Sport Handbook.

G. FINANCES

1. A financial statement of all income and expenditure pertaining to primary sport within the Region shall be recorded by the RSSO and presented to each meeting of the Committee.

2. Affiliation fees will be determined at the Annual General Meeting. These fees will include both a

regional component and a QSSS component, based on February enrolments. District secretaries will collect this levy from their member schools and forward a single combined payment to the Treasurer.

3. Financial matters associated with the costs of running a Regional Carnival are the

responsibility of the host district.

4. All income and expenditure associated with a regional team are to be channeled through the Regional Sport Board Account, using the procedures outlined in the Duties of Managers and Coaches (see Regional Sport Handbook)

5. The RSSO shall provide a financial statement for each regional team to the Committee.

6. Where any regional team runs at a profit or loss, the Committee shall decide what will happen with any profits, and will have the power to ask schools to recover on a pro-rata basis, any excessive losses. Profit in excess of Fifty dollars per student may be refunded to the students.

H. COLOURS 1. Regional Colours : Red, White and Black 2. District Colours :

Bundaberg : Maroon/White Gympie : Royal Blue/Yellow

Hervey Bay : Royal Blue/Red Maryborough : Sky Blue/White North Burnett : Navy/White South Burnett : Green/Gold

2. Districts should compete in these colours at all Regional Carnivals

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Regional Team General

23

Hydration Guidelines

Queensland School Sport HYDRATION GUIDELINES

DRINK WATER – DRINK FLUIDS – DRINK WATER – DRINK FLUIDS

Introduction

Queensland School Sport programs provide both sporting and educational opportunities for students. The purpose of these guidelines is to ensure that students become aware of the benefits of proper hydration practises before, during and after physical activity. It is essential therefore that all team management at Queensland School Sport events ensure that students are not placed at risk and are properly hydrated before participating in physical activity. Key Messages

The following messages should be used to help convey the benefits of proper hydration. THIRST IS A POOR INDICATOR OF FLUID NEED HYDRATE BEFORE, DURING AND AFTER PLAY

Suggested Procedures

The following procedures are suggested for all Queensland School Sport events:

Host Regions should ensure that water is available at all venues at all times and if necessary, water carriers should be provided during matches. Other fluids which may be used include diluted sports drinks, diluted cordial and diluted fruit juices. Carbonated drinks should not be used.

The procedures to be followed for providing fluid to students during competition should be clearly

identified at the pre-event meeting or in pre-event Bulletins. Sports which do not have appropriate scheduled re-hydration strategies (eg drinks breaks) should

implement strategies for allowing fluid to be provided to participants during matches. Scheduled breaks in matches should be used to actively promote the benefits of hydration to

participants. Where possible, team management should actively promote the use of interchange rules as a tool to

prevent dehydration. Participating teams may designate their own water carriers. These may be adults but cannot be the

team coach. No water carrier is to engage in the coaching of individuals or the team whilst on the field of play. Regional School Sports Boards should ensure that all their teams are provided with individual water

bottles for every event. During matches, these should be located immediately next to the playing area to enable players to help themselves (at appropriate times) during matches.

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Official Shirt Allowance Information WIDE BAY SCHOOL SPORT BOARD

MEMO TO: Regional Convenors / Coaches / Managers FROM: Regional School Sport Officer TOPIC: Supply of REGIONAL OFFICIALS SHIRTS _______________________________________________________________________________________ The Wide Bay School Sport Board has approved the supply of Regional Apparel to appointed Regional School Sport Officials (ie Convenors/Coaches/Managers) on the following basis: • Regional/State Convenors – one shirt (or apparel to equivalent value) free of charge (FOC) • Regional Coaches/Managers – one shirt (or apparel to equivalent value) free of charge (FOC) NB: Second or subsequent purchase would be at normal retail price (ie. $35.00). Please find attached an apparel order form. If you are eligible to receive a shirt, please complete details including size of shirt required, and return to the Wide Bay School Sport Office. You are also invited to Purchase any other Wide Bay apparel. Please note – As Officials apparel allowances are included in our annual budget, they must be claimed in the year in which the activity takes place. If they are not claimed, they do not under any circumstances carry through to the following year. This gesture has been made in a genuine attempt by the Board to demonstrate the ‘valuing’ of regional officials and to acknowledge the contributions that they make in an honorary capacity. JUSTIN LANE Regional School Sport Officer Official Apparel Order Form – 15A

What – Form used by officials to order apparel for themselves.

When - Complete and email to WBSS office as soon as possible. Please give at least 1 week notice in case items need to be posted.

Where – An electronic copy can be found on the Wide Bay School Sport Website

Fillable Form – We encourage the electronic completion of this form and

submission via email.

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TRS Request – Appendix 1

Bank Details Advice – Appendix 10

What – Form used to request TRS for regional sport attendance.

When – Submit a separate TRS Request Form prior to the departure of each event you attend.

Why – To enable reimbursement to the school for your absence.

Where – can be found in the General forms on the Wide Bay School Sport Website.



What – form for the collection of Regional Official bank details

When – in the case that the official is submitting a Payment Voucher (21) to claim expenses

Why –To enable reimbursement for expenses

Where – Can be found in the General Forms on the Wide Bay School Sport Website.



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Payment Voucher Fuel and Other - 21

Payment Voucher Meals - 21

What – Form used to claim Fuel and other expenses (Not including meals) while away representing Wide Bay School Sport.

When – To be submitted to the WBSS office on your return form the event.

Why – To enable us to reimburse out of pocket expenses.




What – Form used to claim meal expenses while away representing Wide Bay School Sport.

When – To be submitted to the WBSS office on your return form the event.

Why – To enable us to reimburse out of pocket expenses for meals.




27

Health and Safety Incident Report Form

First Aid Risk Assessment Guide

What – Form used to report health and safety incidents.

When - Complete in the case of a serious injury, illness or incident. Follow instructions on front page of form.

Why - Requirement of the Queensland Government

Where – You can find a printable copy on the Wide Bay School Sport Website under General Forms.

Fillable Form – Due to travel, you will need to print a few copies to keep on hand. On your return you must type it into the template on MyHR WHS (as

indicated on the form) and supply a copy to the RSSO.

What – Use this guide to identify the first aid requirements for your location and document the decision making process.

When - Complete as needed.

Why – For aid in decision making and implementation of first aid.

Where – You can find a printable copy on the Wide Bay School Sport Website under General Forms.

Fillable Form – Due to travel, you will need to print a few copies to keep on

hand. On your return you can type it into the template and supply a copy to the

RSSO.

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Wide Bay School Sport Discretionary Fund Guidelines – Appendix 11

The Wide Bay School Sport Board have established a fund to assist students whose financial situation would normally preclude them from participation in a Wide Bay Regional Team. The guidelines for accessing these funds are listed below. It should be noted that this fund is only for students whose financial situation is such that they would not be able to participate if these funds were not available. All other sources of financial support must be exhausted before considering application for assistance under this fund. This fund is to be used as a last resort. The availability of these funds is not for general publication but should be considered by coaches/managers who believe they have a student for which the fund was intended. Coaches/Managers should contact the RSSO to discuss individual applicants.

Student financial hardship is to be verified by the Principal All sources of financial support in the school and community must be exhausted prior to application There is to be a genuine possibility that the student will not represent Wide Bay because of the financial

hardship Principal is to make application to Wide Bay School Sport. ___ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ___ __

WIDE BAY SCHOOL SPORT DISCRETIONARY FUND APPLICATION FORM (To be completed by Principal/Rep.)

APPLICANTS DETAILS: Student Name: DOB: School: Phone No.: Home Address: Sport in which chosen as a Wide Bay Rep:

DETAILS OF OTHER SOURCES OF FINANCIAL SUPPORT APPLIED FOR:

P & F ASSPA Local Council Fund Raising Community &/Or Sporting Organisations Local Business/Sponsors

FUNDS: (NB – Only compulsory expenses may be claimed) Total funds received from these sources: $ ____________ Total funds sought on this application: $ ____________ Proposed Family Contribution: $ ____________

Reason for Applying (Please include any documentation/evidence which may support your claim):

PRINCIPAL ENDORSEMENT (Principals should only support this application if all other avenues of income support have been exhausted and there is a genuine possibility that the student will not represent Wide Bay without financial assistance): PRINCIPAL SIGNATURE: _________________________________ DATE: _________________

OFFICE USE ONLY

APPROVED/REJECTED RSSO: _______________________________________ DATE: ______________________

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Wide Bay Trials Exemption Form

Wide Bay Trials Exceptional Student Exemption Form

What – Form required by Wide Bay School Sport to approve consideration in the case of absence due to medical condition, higher level competition, another QSS or SSA competition, bereavement or compassionate reasons.

When – Applications close the day prior to the commencement of the competition.

Why – Requirement for consideration while absent

Where – can be found in the General Forms on the Wide Bay School Sport Website.



What – Form required by Wide Bay School Sport to approve excuse attendance due to the student’s exceptional ability.

When – Applications close the day prior to the commencement of the competition.

Why – Requirement for consideration

Where – can be found in the General Forms on the Wide Bay School Sport Website.



30

Price List All Prices include GST

Tops Athletic Top/Singlet Suitable for Girls Track & Field and Cross Country. NB: Round-Neck singlets are for boys and V-Neck Singlets are for girls. Please specify when ordering. Sizes: 6 - 24

$40.00

Basketball Singlet/Top Black singlet/top with red and white detailing around arm and neckline. Female – V-Neck Top Male- Round Neck Singlet Sizes: 6 - 26

$55.00

Dress Shirt New White short sleeved polo shirt with black collar, Black and red striped pattern front and back with Wide Bay logo on chest. Sizes: C12, C14, C16. XS – XXL (Old dress shirt not acceptable in 2019, must have new shirt)

$35.00

Long Sleeve Cricket Shirt $40.00 $50.00

(With Number)

White long sleeved shirt with black collar. Wide Bay logo on chest

Playing Shirt $45.00 $55.00

(with Number)

Red polyester shirt with black/white sublimation. Wide Bay logo on chest.

Hockey Singlet 40.00 50.00

(With Number) V-Neck singlet, fully sublimated lite mesh to match pants/skirts Size: Childrens 8 - 14 Ladies 8 – 18 Supporter Shirt Available on request, please call the Wide Bay office. Touch Top $45.00

$55.00 (With Number)

A fitted top made from vaportec material suitable for Netball, Touch, Hockey, Cross Country, Volleyball and Track & Field. Red, Black & White. Sizes: Girls 8 - 14 and Adults 8 - 18 Tri Singlet (Male) A red, black and white fitted top made from lycra. Suitable for Triathlons. Sizes: XXS - L

$45.00

Tri Top/Crop Top (Female) A red, black and white fitted top made from lycra. Suitable for Triathlons, Cross Country and Track & Field. Sizes: Girls 8 - 14 and Adults 8 - 16

$45.00

Bottoms Short Playing Shorts Fully sublimated in black, red and white sports mesh to match jerseys. Suitable for AFL, Rugby League, Rugby Union, Touch Football, Track and Field Size: Childrens 12-14 adults XXS – 4XL

$35.00

Basketball Shorts Black shorts with red and white detail around leg hem $30.00 Bike Pants Plain black lycra bike pants with red band and wide bay logo on left leg. Suitable for most sports. Sizes: 3X Small - Large.

$40.00

Dress Shorts Suitable for travel and off field wear. Fully sublimated in black, red and white sports mesh, easy care (no iron) fabric with pockets and draw-cord waist. Sizes: Childrens 12-14, Adults XXS – 4XLarge

$35.00

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Knickerbockers Black three quarter pants suitable for softball only. Sizes: 8 – 22

$40.00

Long Playing Shorts Suitable for Football, Hockey, Track & Field, Squash, Volleyball, Tennis and Futsal. Red, black and white fully sublimated sports mesh. Sizes: Childrens 12-14 and Adults XXSmall to 4XLarge

$35.00

Hockey Skirt Fully sublimated, 6 panel A-Line skirt in sports mesh fabric to match Playing singlet/shirt.

$40.00

Headwear Board Brimmed Cricket Hat $22.00 Greg Chappel broad Brim hat with Wide Bay logo on front Cricket Cap

$35.00 Red baggy cap Playing Visor $15.00 Soft brim visor suitable for in game wear Softball Visor $15.00 Red and black hard brim Sports Cap

$15.00 Red heavy brushed cotton cap with black peak and “Wide Bay” embroidered on front – one size fits all. Surf/Bucket Hat

$15.00 Black brushed cotton with the regional logo printed on the front. Sizes are measured by head Circumference (cm) Sizes: 55, 57, 59 Swimming Cap $10.00 Black Cap - “Wide Bay” printed on both sides - Silicone

Socks Medium fits sizes 2-8; Large fits sizes 9-12; X Large fits sizes 11-14.

Anklet ankle length - white with red/black band & “Wide Bay” $12.00 Football black sock/red turnover with black/white stripes $12.00 Short Sport white with red/black bands & “Wide Bay” $12.00 Strikers Suitable for baseball and softball only $15.00

Bags Backpack Suitable for game day use. Internal, external pockets and adjustable straps. $30.00 Sports Bag A large red/black nylon bag with white trim, end zipper compartments and front pocket, removable shoulder strap - regional logo printed on both sides.

$35.00

Jumpers and Track Suits Hooded Sweatshirt Sweatshirt with lined hood, two deep side pockets, zip and black drawstrings at neck, Wide Bay logo on chest and regional name down right sleeve, cuffs and waist band. Sizes are in chest measurements. Sizes: XSmall (80-85cm); Small (90cm): Medium (95-100cm); Large (105-110cm); XLarge (115cm); XXLarge (120-125cm); XXXLarge (130cm).

$45.00

Spray Jacket Black/Red/White lined spray jacket with logo embroidered on chest. Sizes are in ½ chest measurements: XXSmall(49cm); XSmall (52cm); Small (56cm); Medium (59cm); Large (62cm); XLarge (63cm); XXLarge (66cm); XXXLarge (69cm).

$80.00

Track Pants Black/Red/White lined track pants. Sizes: C12-C14, XXS-XXL

$45.00

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Other Drink Bottle White drink bottle printed with the Wide Bay logo $6.00 Embroidery Students name embroidered on the Wide Bay

backpack, sports bag, spray jacket or sweatshirt ONLY (Cost per item)

$15.00

Metal Badge Souvenirs and/or for swapping - same design as Regional Logo, with brooch/clip-type fitting.

$5.00

Towel Steel Grey Full size quality Towel with the Wide Bay School Sport Logo embroidered on towel.

$35.00

Umbrella Large black and red $35.00 Payment

Cheques are to be made payable to your managers school (See form #15) except when otherwise advised (E.g Athletics, Cross Country, Swimming, Triathlon/Aquathlon)

Please Note: Your order will not be packed until full payment has been received ant the bank has cleared any

personal cheques. Apparel and levy can be paid by one cheque.

IMPORTANT: You must specify QUANTITY, SIZE and ITEM you are trying to order on the order form

Delivery We endeavour to distribute all apparel at training sessions, alternatively may be asked to collect it from a central location in your district. You may also pick it up from our office in Maryborough during working hours. Due to the

cost, your order will only be posted if no other arrangements can be made. Enquiries

Contact the Team Manager or the Regional School Sport Officer Regional Office – 4122 0874

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Financial Assistance Schemes

Dear Parents / Caregivers, Wide Bay School Sport would like to advise you of the following financial assistance schemes that are available to your athlete/s. You can view these on our Wide Bay School Sport website (https://widebayschoolsport.eq.edu.au ) or for further information go to the links provided below:

• Aspirations4Kids in Sport (previously Future State Greats) – visit www.aspirations4kidsinsport.com.au

• Local Sporting Champions visit:

http://www.ausport.gov.au/participating/local_sporting_champions

• Young Athletes Travel Subsidy visit: https://www.qld.gov.au/recreation/sports/funding/athletes/yats

• South West Indigenous Network (SWIN) visit: http://www.swin.org.au/small-grants-funding-

south-east

In addition to these funding programs, your local government, Local Councillors and local Members of Parliament may offer funding opportunities or alternative avenues of support.

https://widebayschoolsport.eq.edu.au/Pages/default.aspx

http://www.aspirations4kidsinsport.com.au/

http://www.ausport.gov.au/participating/local_sporting_champions

https://www.qld.gov.au/recreation/sports/funding/athletes/yats

http://www.swin.org.au/small-grants-funding-south-east

http://www.swin.org.au/small-grants-funding-south-east

34

Regional Team Convener

35

Regional Convenor Responsibilities Checklist

PRIOR TO THE WIDE BAY TRIALS: Action Resources Done Approximately one (1) month before the Regional Trials, the Convenor will obtain a list from the Regional School Sport Officer (RSSO) indicating which districts will be nominating a team for the Regional Trials (Form #6). The RSSO will also provide a list of District Secretaries and District Convenors for each sport.

Form 6

Budget Guide – for your benefit, a budget guide is available to aid you in the lead up to the trials.

Form 28

Advise the local sporting association of the trials, as they may be able to assist with umpires/referees/grounds.

Seek approval for use of grounds. Ensure the grounds are correctly marked, that equipment is available and ready for use, that seating and covered area are available (if necessary), and that all safety guidelines for that sport are met (refer Curriculum Activity Risk Assessment (CARA) Guidelines) http://education.qld.gov.au/strategic/eppr/health/hlspr012/index1.html

Email a copy of the Curriculum Activity Risk Assessment to Wide Bay School Sport one (1) week prior to trials.

CARA

Ensure appropriate first aid facilities are available. Arrange catering facilities for students and visiting staff. Letter to District Secretaries and Convenors(sample letter Form #8). This information is to be sent to the RSSO who will then forward on to Districts at least three (3) weeks before the regional trials.

Form 8

Advise dates and venues of the Regional and State Carnivals. Advise the districts of : - canteen facilities available - special requirements (eg. footwear, playing equipment) - any additional costs for court hire, etc. - advise starting and finishing times (see below) - call nominations for Regional Liaison Person (Role-Appendix #8)

Appendix 8

Advise District Team Coach to bring Medical and Parent Consent Forms (Form #2) Form 2 Send out Team Nomination Forms: RSVP date (Form #1) Important: Please advise districts that they are entitled to enter one (1) team only with maximum team size the same as regional teams (see Selection Policy).

Form 1

Trials Levy/Nomination Fees (if required) The convenor of the trials must complete the Trials Attendance Form which outlines how many male and female students attended from each district. When completed the convenor must send to the RSSO as soon as possible. WBSS will invoice all districts as per the figures stated on the Trials attendance form.

Trials Attendance Form

Send out Proposed Draw, including times for the Officials’ Meeting and Team Selection (Form #7) Important: All teams are to be allotted the same amount of playing time in the draw.

Form 7

Wide Bay 13-19 Trials should not commence before 09.00 am and should finish no later than 3.30pm. 10-12 years Carnival times are set at WBSS Management meetings.

Sun Safety Strategy - ensure that adequate sun protection and water are provided. Advise Newspaper/TV of the Trials. AT REGIONAL TRIALS: The Convenor should be free to handle any problems that may arise on the day of the trials. He/she should

supervise officials, ensure the appointment of a selection panel, oversee the program of events, collate results, convene selection meetings, prepare the team lists and announce the Regional Team.

Conduct a Risk Assessment of the site and complete Risk Assessment Sheet

CARA

Direct students and team officials to their areas.

http://education.qld.gov.au/strategic/eppr/health/hlspr012/index1.html

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Ensure the appointment of a selection panel Oversee the program of events/ collate results Convene selection meetings Provide Notice board containing draw, order of events including Official Meeting and Regional team naming.

Inform visitors of location of canteen and toilet facilities, first aid, water etc. Ensure that team officials have a copy of the program/draw etc. (Form #7) Form 7 Ensure match officials are available and that they are qualified and competent. Accident Report Procedure - Record any accident on a Department of Education Accident Report Form and forward to the Regional School Sport Officer who will send a copy to the school of the injured person.

Officials’ Meeting (Very Important) • Set a time for a brief meeting of the Managers and Coaches • Elect Regional Liaison Person to represent the sport for the next twelve

months. • Discuss the draw • Discuss Team Selection process (refer to Selection Criteria - in Policy Section) • Selection Panel to consist of a minimum of three teachers but preferably one

teacher from each team represented. • Discuss any other problems/considerations that may be brought up. • Discuss Codes of Behaviour - Team Members and Adult Spectators (See Code

of Conduct)

Team Selection – Supervise selection process and supply an area for selectors to meet.

Closing Ceremony – Acknowledge helpers and announce regional team Team Assembly - provide an area for the selected regional team to assemble for briefing by the regional coach and manager. Once the team is announced, the Manager assumes total responsibility for team organization, including dissemination of information, numbering of the team, and sizing of uniforms.

Clean and secure venue AFTER REGIONAL TRIALS: Convenors Report must be forwarded to the regional school sport officer within 2 weeks of the trials (form 9).

Form 9

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Role Statement – Regional Liaison Person Background: Under the new Education Queensland Structure for School Sport in Queensland, all District, Regional and State Management Committees must be representative of the groups they serve. In that regard the State Management Committee of each sport must give equal representation and voting rights to all regions participating in each sport. Wide Bay Region has seen fit, therefore, to appoint delegates/representatives to each State Sports-Specific Management Committee. This representative role of the delegate has been expanded to encompass more wide-ranging responsibilities (as listed below) in the role of the Regional Liaison Person: Responsibilities: (a) To act as the Wide Bay delegate to the State Sports Specific Management Committee and/or arrange

a proxy delegate; (b) To liaise with the state, regional and district management committees on matters relevant to that sport; (c) To liaise with the relevant coaching and development officer; (d) To attend to any sports-specific matters as referred by the State Sports Specific Management

Committee and/or the Regional School Sports Coordinator; and (e) To act as a regional resource person/contact for teachers with concerns in that sport. Appointment: Appointment is made initially by the Regional Management Committee, but reappointment each year will be by a vote of District representatives at a meeting held in conjunction with the Regional Selection Trials for each sport.

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Nomination Form – 1

Draw (Sample) - 7

What – Form required for districts to nominate their team for Regional Trials.

When – Send out to all districts prior to regional trials. Advise districts that they are entitled to enter one (1) team only with maximum team size the same as regional teams (see Selection Policy).

Why – Needed by the convenor to organise draws etc.

Where – You will find a copy under convenor Specific forms on the Wide Bay School Sport website.

Fillable Form – The form is a word document and is fillable like a word

document. Encourage the districts to fill the form in electronically so you will be able to copy and paste the team list to

other documents with ease.

What – Draw conveys to the teams when and who they are playing, and when they have duty commitments e.g. refereeing. Must also include times for Officials Meeting and team selection.

Important: All teams are to be allotted the same amount of playing time in

the draw.

When – Must be completed and distributed to all districts prior to the trials.

Why – To reduce confusion on the day of trials.

Where – Can be found on the Wide bay School Sport website under Convenor Specific Forms.

Please note the draw template is a sample only, create your own or alter

the sample to fit your needs.

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Letter to District Sample - 8

Complete a letter similar to the sample supplied and send to RSSO for distribution to all district secretaries and convenors prior to the trials.

Convenors Report - 9

FORM #8

SAMPLE ONLY

CIRCULAR TO DISTRICT SECRETARIES / DISTRICT CONVENORS

The State Championships for _________________ will be held at ___________________ from

_____________________. To facilitate selection of a Wide Bay Regional Team, Wide Bay

Trials/Championships will be held on __________________ at ______________________commencing at

9.00am.

A canteen will be in operation until lunch time for students to purchase food and drinks.

If your district is unable to field a full team, any individual players are welcome to come along and play in the other teams on the day. Team nominations are due in by ___________, as a draw must be finalised before the day of the trials.

District convenors are reminded that coaches/managers of the District Team should bring completed Student Medical and Parent Consent forms to the trials.

Enquiries should be directed to myself on (phone number). Hoping all is set for a successful carnival.

Yours faithfully

Wide Bay Convenor

Please forward a written report of the Regional Carnival for presentation at the next WBPSS/WBSSS Management Committee Meeting.

Your report should include the following:

1. Accommodation, where applicable.

2. Carnival results.

3. Regional Team - This list should include the name and school of each team member, including shadow players.

4. Finance - include a statement of all costs incurred.

5. Problems/Recommendations for future carnivals.

6. Any other items you consider beneficial to the Region eg. Information sheets, newsletters, draws etc.

NB. Your report must be submitted within two (2) weeks of the regional carnival.

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Budget Guide - 28

Trial Attendance Sheet

What – Attendance sheet to collate data of who is attending the Regional Trials.

When – Must be completed at every trial and sent to the RSSO as soon as possible.

Why – so WBSS can invoice all districts as per the figures stated on the Trials attendance form.

Where – Template can be found on the Wide Bay School Sport website under Convenor Specific Forms.

Fillable Form – We encourage the electronic completion of this form and submission via

email.

IMPORTANT – A separate form must be completed for each age group within the trials. For example 13-19 Volleyball trials must have a separate form filled for the 15yrs and 19yrs.

What – For your benefit, a budget guide is available to aid you in the lead up to the trials.

When – Prior to the trials

Why – To aid convenor

Where – Can be found on the Wide Bay School Sport Website under Convenor Specific Forms.

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Risk Management – CARA

What – Risk Management checklist supplied by Queensland School Sport.

When – To be completed by the Convenor prior to Trials.

Why – Health and Safety requirement of Queensland School Sport.

Where – You will find a copy in the Convenor specific forms on the Wide Bay School Sport Website.

Fillable form – This is an electronically fillable document but due to the need to complete this document while travelling, you will need to print it to take with you. You can then choose to type it in to the template or just scan and email the hand written copy back to the RSSO.

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Regional Team Manager

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Regional Manager Responsibilities Checklist Before the Regional Trials: Electronic Packet - The Manager will receive from the Regional School Sport Officer, an email containing all of the electronic forms the selected Regional team will need to participate.

• Standard Permission/Details Booklet (Contains Media release, Medical details and Code of conduct) • Apparel Order and Levy Form (Form 15) • Price List • Flyer – To be printed and handed to regional team members on the trial day • May also include Information in regards to the State Championships running, EG Draw or Run Sheet) • Mouthguard Consent Form if applicable

The manager will have to complete one form to add to this Electronic Packet, the General Information Sheet (Form 17). Form #17 is a sample letter format. Please compose your own letter including all information.

Consult with the Regional Coach in regard to the team’s training program. Notification of the Regional Team Training Program should be made using Form #19 and should be submitted to the Regional School Sport Officer for approval and filing. (refer to training policy on Form #19)

Manager Specific Forms (as seen in handbook) The Manager will need to source the following forms from the Wide Bay School Sport Website thorough the lead up and attendance to the state championship.

• Principal Notification (Form 10) • Principal Approval (Form 11) • Team List (Form 24) • Advice of money received/deposited (Form 26) • Managers’ Report (Form 27)

General Forms (as seen in handbook) - The manager will need to access the following forms from the wide bay school sport website:

• Claim for Payment Voucher (form 21) • Official Uniform information and Order Form (Form 22 and 23)

Policy Forms - The Manager must read the following policy documents which can be found in the handbook or on the Wide Bay School Sport Website.

• Selection Policy • Wide Bay Policy • Duty of Supervision

Submit your TRS Request Form – Appendix 1 At Regional Trials:

• Address selected students - discuss the electronic packet distribution and collection of team member details

• Stress on all members of the team, the importance of returning forms along with the levy payment, as soon as possible and at the latest, by the due date.

• Distribute the printed flyer supplied to you in the electronic packet.

Team Member Details - At the trials you will need to complete the student details form before any parent or student leaves the venue. This document is crucial to the distribution of the Electronic packet post trials.

Sample/Try on Kit - If available on the trial day, have all team members size up. If a kit was not available on the trial day organise with WBSS office to have one at the first training day.

After Regional Trials: Team List including shadow players (Form 24) - Complete and send by email to RSSO who will then forward on to host region. Advise the Regional School Sport Officer of any changes to the regional team once acceptances have been received.

Creating the Distribution List After the trials, you can use the Team Member Details form to create a distribution list in Outlook, or you can just copy and paste the email addresses into the email. For privacy reasons, please use the Blind Carbon Copy (BCC) ability. This will stop parents being able to see each other’s email addresses.

Electronic Packet Distribution Selected students will receive from the manager, an information package containing all the forms supplied by the RSSO prior to the trials. Ensure you add the General Information Sheet (Form 17) that you created prior to the trials. Use the distribution list created in the last step to send the packet within 2 working days of the trials.

Principal Notification and Approval - When the regional team has been selected, complete a Principal notification (form 10) for each school being represented and email it to the principal with the principal approval (Form 11) attached.

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Form Collection You will need to collect the following forms and payments from the team members by the due date specified on the Apparel order and Levey payment form (Form 15)

• Standard Permission Details Booklet (All pages MUST be completed) • Apparel order and Levy Payment Form (Form 15)

We recommend sending regular reminders to the distribution list in regards to the completion and submission of the forms and payment by the due date.

Payment Collection • Wherever possible, levy payments should be made by cheque/EFT transfer to the relevant Manager’s

School e.g. Albert SS / Maryborough SHS • A receipt must be issued by the school for all payments received by the Manager. • All monies should be deposited into the school’s internal account. • The Manager should advise the School Sport Support Officer of details of all monies received and

deposited (use Form #26) no later than 1 week after the teams return. • The Regional School Sport Officer will invoice the school for all monies deposited. • The Regional School Sport Officer will pay all expenses incurred by the team e.g. travel, apparel,

accommodation. Coaches and Managers should claim using the appropriate form (Form #21) for any expenses incurred e.g. petrol, phone, postage, training expenses.

• Payment to Manager’s School - Payments in the last week prior to departure MUST be by bank cheque/money order/cash – not personal cheques. No student will be allowed to attend the championships if full fees haven’t been paid prior to departure unless arrangements have been made with the RSSO.

• All expenses must be covered by the total levy. Any forecast expenses should be notified to the RSSO prior to the levy calculation being done.

• Approved fund-raising may be undertaken to supplement funds.

Special Order Uniforms - Form #23 should be used to order compulsory team uniform items that need to be especially ordered or numbered. This order should include sizes, quantities, and numbering required for shirts.

What to send to WBSS office When payments have been finalised you will need to send the apparel order and levy payment form (Form 15) to the wide bay school sport office. It is very important that this happens by the due date, as some uniform may need to be ordered/numbered/embroidered.

Consult with the Regional School Sport Officer in regard to: • Travel arrangements (refer to Team Travel Policy – Appendix #9). • Proposed levy for Regional Team before finalising these details (Form #25). This should include any

foreseen expenses eg food purchases, excursions or activities, equipment purchases etc. • Accommodation for Coach(es) and Manager(s) • First aid and safety equipment.

Complete Risk Management Checklist (Form #4) prior to departure for the event. Ensure you are conversant with the Wide Bay Team Officials - Duty of Supervision (Form #20) Ensure that all team levy’s are paid at least one week prior to departure. No student will be permitted to play unless payment has been made or school guarantees payment. DO NOT ACCEPT PERSONAL CHEQUES THE WEEK BEFORE DEPARTURE

Code Of conduct At training sessions, discuss with team members the code of behaviour and your expectations At State Championships: Reinforce Code of Behaviour Complete Risk Management checklist Revise Duties (Form 19 and 20) Attend all official functions at the state championships (Mandatory) After State Championships: Managers’ Report (Form 27) Must be emailed to the Regional School Sport Officer within 1 week of the completion of the State Championships. The template we supply is the only format we will accept and must be completed electronically and emailed.

Advice of monies received (Form 26) Must be emailed to the Regional School Sport Officer within 1 week of the completion of the State Championships. The template we supply is the only format we will accept and must be completed electronically and emailed.

Return all Accident forms to the student’s school, CC the RSSO. Claim Expenses using the Payment Vouchers (Form 21) send to WBSS office. Supply your bank details using the Bank Details Advice Form (Appendix 10) and the funds will be paid into your account as soon as possible.

File all forms at the school as per the Education Queensland Retention and Disposal Guidelines.

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Regional Trials Flyer

Principal Notification - 10

What – Form used to notify the principal of the team member’s school of their selection in a WBSS team which may result in absence.

When – Must be distributed to the relevant principals as soon after trials as possible with Approval (Form 11) attached.

Why – This keeps the school principal up to date with what students will be away from school. It also gives the principal the opportunity to withdraw the student from the team in the case of behavioural issues etc.

Where – Templates can be found on the Wide Bay School Sport Website under Manager Specific Forms.



What – Information flyer containing basic information in regards to the state championship and the officials assigned to the team.

When – Will be supplied to you as part of the electronic packet of forms. It will need to be printed and distributed to the selected team on the trial day.

Why – To reduce confusion for the team members and their parent/guardian.

Where – supplied by WBSS in electronic packet.

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Principal Approval - 11

Standard Permission/Details Booklet

What – Form for the Principal to complete approving the participation of the students at the school. This form is sent as an attachment to the Principal Notification form (form 10).

When – Must be completed by the school and emailed back to the manager prior to the state championships.

Why – This is the schools opportunity to state whether a student is not permitted to attend.

Where – Template can be found on the Wide Bay School Sport Website under Manager Specific forms.

Fillable Form – Please encourage the electronic completion of this form and


What - Contains Media release, Permission details, Medical details, invitation to participate and Code of conduct. When - All pages must be completed by every team member prior to participation at State Championships. Why - Team member will not be permitted to participate if any part is incomplete. Where – Can be found on the Wide Bay website



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Apparel Order and Levy Payment Form - 15

Risk Management - CARA

What – Risk Management checklist supplied by Queensland School Sport.

When – To be completed by the Team manager prior to team departure.

Why – Health and Safety requirement of Queensland School Sport

Where – You will find a copy in the Manager specific forms on the Wide Bay School Sport Website.

Fillable form – This is an electronically fillable document but due to the need to complete this document while travelling, you will need to print it to take with you. You can then choose to type it in to the template or just scan and email the hand written copy.

What – Form for team members to order uniform and to view the Levy costs including the Team photograph and team meals if applicable. When – To be distributed to all team members as part of the electronic packet within 2 working days post regional trials. Every team member must return a copy to the team manager. The team manager must forward a copy to the Regional School Sport Office by the due date specified. Why – all students must receive this advice of the team uniform and levy costs. This form must be completed by each team member even in the case that no apparel is required. Where – This Form will be supplied to you via email as part of the electronic packet. If for any reason you require a blank copy as seen in this picture you will be able to find it on the Wide Bay School Sport Website.



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Mouthguard Consent Form

Instructions to Team Members Sample - 17

What – Coaches and Managers opportunity to collate instructions and information for the distribution to the team on the day of trials or within the electronic packet sent post trials.

When – Must be completed by the manager and coach prior to trials

Why – Parents and the team members must know as much information as possible to avoid confusion.

Where – a copy of the sample can be found in the Manager specific Forms on the Wide Bay School Sport Website.

What – Form that outlines that it is the Parent/Caregivers responsibility to provide appropriate mouth protection. Medical certificate must be provided for anyone who cannot wear them on medical grounds.

When – Must be completed by the parents and collected by the manager prior to departure.

Why – The Department of Education Curriculum Activity Risk Assessment (CARA) guidelines mandate that mouthguards are compulsory for students wishing to participate in a school sport representative event for the sports listed below.

AFL, RL. RU, Hockey, Water Polo.

Where – a copy of the sample can be found in the Manager specific Forms on the Wide Bay School Sport Website.

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Team Member Details Form

Request for Uniform - 23

What – Special order form to be used for jerseys that are a special order and/or need numbering

When – Preferably on the day of the trials have a sample box available to avoid errors in sizing. This order should include sizes, quantities, and numbering required for shirts. Return the form to WBSS office as soon as complete.

Why – To ensure special order items are ordered on time without error.

Where –Available on the Wide Bay School Sport Website under Manager Specific Forms.



What – Form used to collect critical student information

When – Manager MUST complete this form for all team members at the Regional trials.

Why – This information is crucial to the distribution of the Electronic Packet

Where – Template can be found in the Manager Specific forms on the Wide Bay School Sport Website

Fillable Form – We encourage the electronic completion of this form and submission via email

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Team List - 24

Advice of Money Received/Deposited - 26

What – Form used to notify the WBSS office of the selected team

When – as soon as team is selected, complete and send to the WBSS office. The RSSO will forward it on to the host region.

Why – A requirement of WBSS and the host region.

Where – Available on the Wide Bay School Sport Website under Manager Specific Forms.

IMPORTANT - Advise the Regional School Sport Officer of any changes to

the regional team once acceptances have been received.



What – Form used to collate money received and Deposited at the managers school

When – Must be completed within a week post State Championships.

Why – WBSS needs this form to invoice the school for the funds collected.

Where – Template available on the WBSS website under Manager Specific forms

IMPORTANT - The template we supply is the only format we will accept and must

be completed electronically and emailed.

Scanned, faxed and hand written

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Manager’s Report - 27

What – Form used to collate information about the state championships.

When – Must be completed and sent to the WBSS office within 2 weeks post Championships

Why – Requirement of the WBS office

Where – Template available on the WBSS website under Manager Specific forms

IMPORTANT - The template we supply is the only format we will accept and must

be completed electronically and emailed. Scanned, faxed and hand

written submissions are unacceptable.

If you require further space, one A4 page may be attached also.

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Regional Team Coach Forms

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Regional Coach Responsibilities Checklist Before Trials:

Read Policy for Wide Bay Representative Sport (Found in Handbook or WBSS Website)

Read Wide Bay Selection Policy (Found in Handbook or WBSS Website)

Read Duties of Supervision (form 20) (Found in Handbook or WBSS Website)

Plan Training Sessions Work with manager to plan training sessions and to create the Information Letter (form 17) to be distributed as part of the Electronic Packet of forms.

Obtain Wide Bay School Sport Board approval using the form: TRANSFER OF DUTIES / REQUEST FOR TRS - REGIONAL SPORT - include Training and Travel Days

At Trials: Enforce the return of forms and levy by the due date. No apparel is to be handed out unless levy is paid in full

Select the Regional Team and shadows It is expected that the Coach will be a selector and should be at the selection trials Convenor will announce the coach and manager of the team and announce the team members (not including the shadows) The Manager will inform the team of the information distribution and collect team member details. If the manager can’t attend the trials, it is extremely important for the Team Member Details Form to be completed.

The Manager or coach must complete the form 24, Team list and email to the RSSO

Work with the manager to Size the team members up using a try on kit. If a try on kit was not available organise for one to be at the first training session.

Post Trials: Advise Manager and RSSO of any team changes

Notify RSSO of any team training and travel (Form 19 And 19a) For work cover purposes and in order to claim personal travel expenses, it is important that you complete and return to the Regional School Sport Officer the Form #19a which can be found on the Wide Bay School Sport Website.

Meet all deadlines set by state convenor

Complete TRS Request (Appendix 1) and submit to RSSO

At training sessions discuss the Code of Behaviour and your expectations

Team coaches MUST complete and submit a Curriculum Activity Risk Assessment (CARA) appropriate to their sport. CARA’s must be completed and sent (via email) to the WBSS Office one (1) week prior to any training sessions. Develop and issue a training schedule where possible.

Training Sessions • Accept full responsibility for training and coaching the selected team. If school days are

involved, advise the schools students’ school • Please refer to the Training Policy in the handbook and ensure that you abide by it • Plan coaching sessions that are active and varied • Be punctual for training sessions and games • Ensure sufficient equipment in good condition is available for training and games. • Dressed suitably for the training and coaching sessions • Take complete charge of the team during training and games • Be responsible for on-field behaviour of team members. • Develop a positive team spirit and an attitude of sportsmanship and fair play

Inform all team members of arrangements for the next training session or game. NOTE: Teacher Travel Costs for training and team assembly should be included in the players’ levy calculation. Unapproved travel cannot be claimed.

Liaise with the Team Manager (at all times) on all aspects concerning the team, eg. uniforms, dress, behaviour etc.

At State Championships: Ensure that all team members are given a fair and reasonable amount of participation.

Reinforce code of behaviour (form 16)

Revise duties

The Coach and Manager are required to attend all official functions at the State Championships, including Official Opening and Closing Ceremonies, Pre-Carnival and Post-Carnival Meetings and the designated Official Dinner.

Post State Championships: Return all accident forms to the students’ school CC the RSSO.

Claim expenses using the Payment Voucher (form 21) submit to RSSO

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Team Training Notification - 19A

Risk Assessment - CARA

Work with manager to plan training sessions and to create the Information

Letter (form 17) to be distributed as part of the Electronic Packet of forms.

Please be thorough in including as much information as possible to aid the team

members in the lead up to the State Championships.

Complete the Team Training Notification Form 19a and submit to the RSSO prior to

the training day.



WIDE BAY SCHOOL SPORT CURRICULUM ACTIVITY RISK MANAGEMENT GUIDELINES

2019 In 2018 ALL Wide Bay School Sport Officials MUST complete a Curriculum Risk Assessment template – see link below https://education.qld.gov.au/curriculum/school-curriculum/CARA Then go to the CARA Generic template (attached) To assist Wide Bay School Sport Officials in conducting and preparing risk assessments, CARA activity guidelines are available for a wide range of activities that may be part of a school's curriculum. These guidelines have been developed in conjunction with experienced teachers and relevant organisations (e.g. teachers' associations, sporting clubs) to reduce the risks of an activity.

See link below: https://education.qld.gov.au/curriculum/school-curriculum/CARA/activity-guidelines/sport ALL Wide Bay School Sport COACHES MUST complete a CARA prior to departure to a State Championship. Please note: The CARA’s used by Wide Bay School Sport in 2018 will no longer be accepted. Curriculum Risk Assessments for both CONVENORS & MANAGERS will be completed as per the Wide Bay School Sport procedures in 2019. This information and form is contained in the Wide Bay School Sport Handbook

https://education.qld.gov.au/curriculum/school-curriculum/CARA

https://education.qld.gov.au/curriculum/school-curriculum/CARA/activity-guidelines/sport

Regional Team Official Handbook 2019 · Trial Attendance Sheet ... Risk Management – CARA ......

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