This
policy covers all official club meets whether in New Zealand or
overseas when Hamilton Amateur Swimming Club (HASC) travels as a team.
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Reasons for travel Tour outline Criteria for travelling party membership Travel party makeup Team manager Itinerary Accommodation Budget
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Club subsidy for team management and coach (if applicable) Cost per person Target dates for income collection Policies relating to: |
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To finalise your travel group, prior to any possible fundraising / fee payments, a parent's consent form needs to be completed by a parent or guardian. This consent should include general details of the trip, the rules and standards and adherence to those rules and standards and a disclaimer from liability. Medical problems need to be specified on the consent form.
At all times whilst on tour the entire travelling party is subject to Club discipline, regulations and policies.
All
fundraising activities must have prior approval of the Club Executive
which will consider submissions forwarded by the Team Manager.
Raising money remains the responsibility of the parents and swimmers,
although other club members may assist.
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The club has a legal responsibility for all raised funds and therefore requires that funds are handled through the Club's financial system. The fundraising group must notify the Treasurer of the names of the people who will be responsible for collecting and for initiating the expenditure. All income and expenditure for fundraising will be kept in a separate account within the Club's accounting system.
At no time may any persons other than the President and the Treasurer open bank accounts in the name of the fundraising group or the name of Hamilton Amateur Swimming Club Inc.
Swimmers health needs are the responsibility of the Team Manager (or a person delegated by the Team Manager) and at all times health problems need to be taken seriously.
Health insurance cover must be taken out by all members of the touring party when travelling outside of New Zealand.
A first aid kit must be taken by the Team Manager.
Note needs to be taken of the health needs of all swimmers with problems as shown on the consent form and for them to be the responsibility of a specific touring adult.
Where accident or illness takes place, the parent(s) need to be informed as soon as practical.
Supportive parent group is useful. If your group is fund-raising, parents should run the organisation with the Team Manager remaining responsible as advisor and the link with the Club. Parents often wish to assist and need to be given tasks / responsibilities that make use of their talents and interests.
Parents need to be well informed as to the responsibilities, especially fund raising / finance contained within this document.
Parents, sibling and other family members are not to travel or stay with the official Team Party. Parents are encouraged to support their children, however they must make their own and separate travel and accommodation arrangements and not interfere with the Team Management Structure.
Part of all tours are the opportunities for sight seeing / recreation. Recreation does need to be monitored. The tour party is In Loco Parentis and the safety and discipline of the swimmer needs to be maintained at all times.
Clear guidelines need to be issued as to what is acceptable. The Team Manager need to err on the side of caution and take particular note of individual swimmers who may go astray.
Team Management is responsible to ensure all members of the tour party have the appropriate insurance cover including Health or Medical Cover mentioned in the Health section of this policy. The Club has no liability for the insurance of the touring party.
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All significant injuries/illnesses to parents. |
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Verbal report back to the Club President re:
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Swimmers - no matter what their age, are subject to Club rules and the laws of the country they happen to be in.
Responsibility is a 24 hour a day job and made less onerous by rostering adult tour members at all times. The tour management remains responsible both to the parents and the Club for the conduct and ultimate success of the tour.
Risk Management procedures and analysis needs to take place where projected risk is to take place.
Any valuables whilst travelling will be the responsibility of the swimmer.
All passports / travellers cheques / reserve funds need to be held by a delegated adult who ensures their safekeeping.
Systems for locking rooms / bags and care of valuables etc need to be considered and constant reminders given.
Overseas tour parties generally travel with a minimum of 2 adults plus the Coach.
Tour bookings need to be made with insurance covered carriers in die event of business failure.
All travel must be arranged in consideration of swimmer safety and security.
A high standard of dress is expected for all tour groups.
The Club uniform as per the uniform policy is worn to and from NZ or an approved alternative used.
This uniform should also be worn to and from official obligations whilst on tour.