CHILD SAFE ENVIRONMENTS

Adelaide University Sport and Fitness is committed to providing child safe environments for sport and recreation according to the Children and Young People (Safety) Act 2017 and the Child Safety (Prohibited Persons) Act 2016. 

Adelaide University Sport and Fitness is committed to providing a child safe environment, which includes the following: 

• taking a preventative, proactive and participatory stance on child protection issues 

• valuing and embracing the opinions and views of children and young people 

• assisting children and young people to build skills that will assist them to participate in society 

• focusing on the protection of children and young people and taking action to protect them from harm 

• providing parents, guardians or carers with evidence of child safe environment policy and procedures when requested. 

Our Child Safe Environment Policy applies to Adelaide University Sport and Fitness and to all Adelaide University Sport and Fitness Affiliated Clubs. Affiliated clubs may also be required to meet the requirements of child safe environments as defined by their State Sporting Organisation (SSO) or National Sporting Organisation (NSO). 

Adelaide University Sport and Fitness will ensure that volunteers and employees are able to identify to children at risk of harm. The Child Safe Officer does not have a role in reporting harm or risk of harm to a child or young person. The person who has a reasonable belief that harm, or risk of harm is occurring, will need to contact the Child Abuse Report Line 13 14 78 to discuss their concern.

Working with Children Checks 

Adelaide University Sport and Fitness will take all reasonable steps to ensure that it engages the most appropriate people to work with children (in prescribed positions). 

A range of screening measures such as the Department of Human Services (DHS) Working with Children Checks (WWCC), signed declarations, referee checks, and other relevant background checks will be available. Such measures aim to minimise the likelihood of engaging (or retaining) people who are unsuitable to work with children. 
 
WWCC aims to create a child-safe environment and to protect children and young people involved in our sport from physical and sexual harm. They assess the suitability of people to work with children and young people and can involve: 

• Criminal history checks; 

• Signed declarations; 

• Referee checks; and 

• Other relevant background checks to assess a person’s suitability to work with children and young people. 

Adelaide University Sport and Fitness will ensure that WWCC are conducted for employees and volunteers working with children, where an assessment is required by law. Clubs are required to ensure that the same checks are completed for their volunteers. A WWCC can be applied by affiliated club volunteers on the Adelaide University Sport and Fitness website. 

Detailed information, including the forms required to complete a Working with Children Check, are available from the Department of Human Services and National Police Check. Alternatively, Adelaide University Sport and Fitness can support club volunteers in this process using the DHS form.

COMPLETE THE DHS SCREENING APPLICATION

Additional Resources

• Department of Human Services
• Child Safe Environments, Office for Recreation and Sport
• Play by the Rules

INCLUSIVE AND SAFE CLUBS

Ensuring all Adelaide University Sporting clubs are a safe, respectful, inclusive and supportive environment for all members, is a commitment of the University, Adelaide University Sport and all affiliated sport clubs. However, this can be challenging to achieve, particularly if traditional values and stereotypes prevail (such as winning at all costs, ‘what happens on the field stays on the field’, ‘those people won’t fit in’). Creating an inclusive club may require changing the club’s culture – a task that calls for strong leadership, appropriate policies and procedures and a commitment to change.

There are several steps a club can take to create a welcoming and inclusive club including:

• Promoting the club to the broader community.

• Encouraging people from all demographics to get involved at the committee level.

• Planning and running inclusive events.

• Encouraging members to undertake non-traditional roles.

• Supporting volunteers by providing appropriate training (e.g. cultural or disability awareness training for coaches).

• Offer both competitive and social opportunities for participation.

• Having flexible practices (e.g. modifying games or uniform requirements).

• Making participation affordable.

• Displaying messages about expected standards of behaviour in prominent locations (e.g. in club rooms and change rooms, through newsletters and on the club website).

• Acting promptly to address any inappropriate behaviour (e.g. racist, sexist jokes, making fun of religious practices).

Adelaide University Sport has a number of policies in place that outline acceptable behaviour of clubs and members including:

• Code of Conduct

• Member Protection

• Equal Opportunity

• Club Affiliation

The policies describe practical steps we will take to eliminate discrimination, harassment and other forms of inappropriate behaviour from our activities. As part of this commitment, Adelaide University Sport will take disciplinary action against any person or organisation bound by this policy if they breach it.

Unacceptable Behaviour

Abuse is a form of harassment and includes physical abuse, emotional abuse, sexual abuse, neglect, and abuse of power. Examples of abusive behaviour include bullying, humiliation, verbal abuse and insults. 
 
Bullying is repeated verbal, physical, social or psychological behaviour that is harmful and involves the misuse of power by an individual or group towards one or more persons. 
 
Discrimination occurs when someone is treated unfairly or less favourably than another person in the same or similar circumstances because of a particular personal characteristic. This is known as direct discrimination. Indirect discrimination occurs when a rule, policy or practice disadvantages one group of people in comparison with others, even though it appears to treat all people the same. 
 
Sexual harassment means unwanted, unwelcome or uninvited behaviour of a sexual nature which makes a person feel humiliated, intimidated or offended. Sexual harassment can take many different forms and may include unwanted physical contact, verbal comments, jokes, propositions, display of pornographic or offensive material or other behaviour that creates a sexually hostile environment. Sexual harassment is not behaviour based on mutual attraction, friendship and respect. If the interaction is between consenting adults, it is not sexual harassment. 

Acceptable Behaviour 

Sexual Respect 

Every member of our community has the right to feel safe, welcome and respected. The University is committed to making our campuses and our community safe – and free from sexual harassment, indecent assault and rape. 

Bystanders 

An active bystander is someone who not only witnesses a problematic situation but takes steps to speak up or step in to disrupt the situation or keep it from escalating. By being an active, responsible bystander, we can help the University create a safe and inclusive environment. It's important we all speak out for a safer community. 

When we witness behaviour that makes us uncomfortable, such as verbal, physical or sexual harassment, most of us want to do the right thing – make a positive intervention and say something to challenge that behaviour. But knowing what to do and feeling confident enough to step in can be difficult.

ANNUAL GENERAL MEETINGS

The requirements when to hold your club's AGM should be noted in your club's constitution and will also include additional information as to who can vote and how many are required to attend.

The purpose of an AGM is to:

• Comply with legislative requirements.

• Present the financial accounts to the members.

• Report to the members on the activities of the club.

• Ensure committee rotation happens in an orderly manner.

• Consider and vote on rule changes and recommendations.

• Consider any other topics as required by the club rules.

• Appointment of an auditor (if required).

• Provide the members with an opportunity to ask questions and provide feedback to the committee.

For more information on running an AGM for your club, please use this document.

COMMITTEE SUPPORT

To build on what the previous committee has done and ensuring your club is moving forward, it is important to provide important information and support to those joining the committee for the first time. Don’t waste the first six months of their time working out ‘what’ must be done and ‘how’.

This can be done by providing them with:

• The opportunity to talk to the Club President and the person who held their position previously.

• Provide them with a club committee manual which contains information on the club and what is expected of them.

• A position description for their role.

• A working timeline outlining what they must do when and how often.

• A meeting with a sports development officer of AU Sport.

Tool kit documents have been created for you to edit to best suit your club. The information for some clubs will be more comprehensive than others because of their size and commitments. Make these documents easy to maintain from year to year.

Resources  

• AUSF Online Clubs Induction
• Committee Manual Template 
• Detailed Position Description (Example)
• Working Timeline Template
• Effective Club Committee Meetings (WA Tips) 
• Sport Australia: Sport Governance Principles 2020 

CONSTITUTIONS AND POLICIES

A Club Constitution and Club Policies govern the way your club operates. They set the rules for how and when key decisions can be made.

Changes to your Club Constitution must be approved by Adelaide University Sport and Fitness (AUSF) before being put to a vote at your club's Annual General Meeting (AGM) or Special General Meeting (SGM), where a set number of members attending need to approve any changes (as defined in your Club Constitution).

Club Policies should be used to build on the rules that are set in your Club Constitution. Policies can be changed at Committee level and should be communicated to all members and those who will be impacted by them. Clubs are reminded to check their State Sporting Organisation (SSO) policies as well as AUSF policies to see if and how they will impact on their own club rules and procedures.
 
Many of our policies may be suitable for clubs to adopt in their current form or clubs can adapt for their use.

Resources  

• Consumer and Business Services
• Rules in an Incorporated Association

MENTAL HEALTH AND WELLBEING SUPPORT

The welfare of our clubs and members is of the utmost importance to us and we continue to work to ensure clubs are always supported. If you require support, please don’t hesitate to organise a time to meet with an Adelaide University Sport and Fitness team member. Please contact sports@adelaide.edu.au for assistance.

If you or anyone you know requires support, the following services may be helpful to you and your members.

• In an emergency, always contact 000.
• Beyond Blue
• Headspace
• SA Health Mental Health Services
• Lifeline
• Black Dog Institute
• Movember - Ahead of the Game
• Sane
• Adelaide University Student Health and Wellbeing

RISK MANAGEMENT PROGRAM

A risk is defined as ‘anything untoward happening that can affect your organisation by creating exposure to potential loss or damage’. 

In line with our Risk Management Policy, Adelaide University Sport recognises that it is vital to have good risk management practices at both the club and association level. It is also acknowledged that no single plan and model will fit all Adelaide University Sport Clubs. For many Adelaide University Sport clubs, ‘risk management’ can be seen as a complex and overwhelming issue, especially those undertaking high-risk activities. 
 
Key requirements for a successful risk management program at your club include:  

• The board/committee accepts responsibility and undertakes a leadership role in the process 

• Commitment is gained from everyone at the club  

• Sufficient resources are allocated 

• Risk management processes are documented 

• Education and training opportunities are provided 

• Monitoring and review mechanisms are in place 

• Periodical reporting to the board/committee on the status of the risk management plan occurs. 

There are many areas where a risk can occur that can affect the success of a club - governance, financial, brand, member services, competition/activities, social events and facilities. Adelaide University Sport Risk Management Program assists clubs to assess the likelihood of an incident occurring and how they can manage these risks.  

It is important that risk assessments are completed on a yearly basis and club administrators are required to complete a Risk Management Assessment, which includes an audit and action plan, and provide a copy of their documentation to Adelaide University Sport by 31 July. Clubs which do not provide its Risk Management Assessment will not have access to their recurrent grant funding until the assessment has been provided. 

Resources

• Risk Management Procedure

• Risk Register Template

STRATEGIC PLANNING

Implementing a SMART planning principle will help set a direction for the future of your club. These plans will be supported by yearly business plans and timelines, with a target of achieving your goals within 3-5 years.  

The benefits include: 

• Setting the direction of the club.

• Addressing issues that your club is having identifying growth and development opportunities.

• It’s a management tool.

• It brings order to the hectic and time-consuming business of running your club.

• It prioritises goals and ideas - some are more important than others.

• It is a marketing tool.

• It tells others what the club stands for - your values - and helps to attract like-minded people.

• Encourages others to get involved.

• Provides you with a means to measure the performance of the club.

• Keeps you on track and helps identify why some things didn’t work.

Website

The Adelaide University Sport website provides clubs with the opportunity to have an online club website hosted within the Adelaide University Sport website. Clubs can use the Adelaide University Sport website to promote club news, information and activities to current and prospective members. The website also greatly assists those managing club memberships and finances as it has the capability to sell club memberships and products.  

The ‘Club/Membership Management’ feature allows you to: 

• Store information about members
• Email and SMS members via the website
• Gather information such as medical history
• Store important club documents for club committee
• Limit who can access and edit the ‘back-end’ of the website 

The online store feature allows you to: 

• Sell products, including club memberships, uniforms, pub crawl tops and event tickets
• Link the AU Sport Membership products to club membership products
• Email and SMS people who have purchased different products through the website 

Marketing

Brand Guidelines 

All affiliated clubs are required to adhere to our Adelaide University Sport Brand Guidelines.

Uniform and Merchandise Guidelines

Our Adelaide University Sport Uniform and Merchandise Guidelines ensure that AUSF maintains a consistent look and feel, strengthens our brand, and ensures our clubs adhere to their affiliation requirements. These guidelines have been developed for the reference of affiliated clubs when designing club uniforms and merchandise. 

Club Marketing Platforms 

Understanding what your club stands for, where it wants to go and how it will get there will help create clear communication, brand and image for your club. By setting out marketing, brand and event strategies, you are one step closer to becoming a club that stands out from the crowd and will be on its way to being the dominant club in your community. 

Social Media

Social media tools such as Facebook, Instagram, LinkedIn and TikTok are a great way to promote your club and its activities, but clubs do need to understand how social media activities can have a positive and negative impact on the club. Tips and guidelines on using social media can be found in the Adelaide University Sport Social Media Guidelines. 

Club E-Newsletters

Newsletters are an important means of communication to club members and other interested parties, and can assist in the development of club culture. There are many free online tools such as ‘MailChimp’ that can help in the development of e-newsletters. Ensure that your club offers an unsubscribe option in its marketing emails, as this is a legal requirement.

AU Sport E-Newsletter

The Adelaide University Sport newsletter is sent fortnightly to students, staff, alumni, club members and community, and includes news, upcoming events and general interest stories about clubs, social sport, intervarsity, and more. You can email news and photos to sports@adelaide.edu.au.

Other Resources

Sports Community Social Media Check List 

EXTERNAL RESOURCES

AUSF recommends the following organisations for support in specific areas of club development.