Running Your Club
First of all congratulations on being elected / nominated to the committee of your club. You have stood out from the crowd, stepped forward as a leader and are about to start an unforgettable journey running your UCD club. You will do things you never thought possible, challenge yourself beyond belief, make friends for life and develop skills you never knew you had. You will find loads of resources on this site that will help you in running your club.
Don’t forget to attend the Club Officer training in September and read the Club Operations Manual. At all times remember that the AUC and the sports staff are here to help you, so don’t be afraid to ask!
UCD provides a once in a lifetime student-athlete experience. As a member of the UCD golf club, I find the challenge of balancing my study and sport very enjoyable. High standard academics, access to top class sports facilities, and the chance to make new connections around Ireland's biggest city makes UCD a truly unforgettable experience.
Gareth Mann; MA Management Consultancy, UCD Golf Club
Becoming involved in a club is a great way to meet people and settle in to College life. It’s also helped to build my confidence and I have learnt how to work well with others. For me the club is a home away from home.
Emma McHugh, Ladies Gaelic Football Club
UCD AUC Club Operationsread more
The AUC Club Operations manual outlines the policies and procedures that, when followed, will help sports club committees with the day to day running of their club. To easily access this information we have divided the manual into section links.
Coaching is integral to all UCD sports clubs. Expert coaching ensures the enjoyment and success of all members in the club activity. If you are interested in a getting involved in sport & physical activity then volunteering as a coach is a fun, social and attractive way to gain skills and valuable experience which are essential for both your personal development and ultimately building your CV. Students, staff and graduate members of clubs are actively encouraged to get involved in coaching their respective sport at UCD. The AUC and its members clubs can support you with unique coaching & volunteering opportunities while also assist with funding qualifications and training and development opportunities.
A small number of UCD clubs also employ coaches to deliver their training. The recruitment, selection and management of all coaches (paid and voluntary) is the responsibility of each club. Full details of the AUC’s Coaching Policies are listed in the Club Operations Manual
AUC Safeguarding and Garda Vettingread more
As part of our training programme the AUC offers a number of Safeguarding 1 course which has been developed by Sport Ireland. This course is targeted at all volunteers, coaches, committee members and staff within a club. In UCD all voluntary and paid coaches, managers, activity leaders and children's officers are required to hold at a minimum a valid Safeguarding 1 certificate, and have valid Garda Vetting through Ireland Active.
Only those individuals who currently hold a valid Safeguarding 1 certificate and are Garda Vetted by the AUC are permitted to coach, manage, lead activity or act as children's officers in UCD clubs.
It is the clubs responsibility to ensure that all coaches, managers, activity leaders and children's officers have the required qualifications in place before they commence their role.
Safeguarding 1 - Basic Awareness:
- The course provides a good basic understanding of child protection legislation and educates participants on the implementation of best practice in protecting the welfare of children involved in sport.
- The course must be refreshed every 3 years. The initial course must always be a face to face course.
- Just before the 3 years has passed the individual can complete the Sport Ireland online refresher. Once the individual completes this online course they should print off the completion certificate and attached it to the certificate obtained during the original face to face Safeguarding 1 course.
- The individual will need to present both as evidence for the next 3 years to the AUC if still involved with a UCD club in any of the aforementioned roles. Both certificates should be uploaded to the club grant document upload system annually.
- Before the total 6-year period has passed the individual will need to attend the face to face course again. Do not let your Safeguarding training expire, complete your training again BEFORE the 3 year period expires.
Garda Vetting (via Ireland Active)
- Vetting is required for all coaches, team managers and leaders whether they are paid or a volunteer.
- Forms are to be submitted in hard copy only to UCD Sport.
- The validity period for vetting is 3 years. Towards the end of the three year period the individual must re-apply for vetting and a disclosure must be returned to the AUC in order for the person to continue in their role. Do not let your Vetting expire, complete it again IN ADVANCE of the 3 year validity period.
- Please note that coaches/managers/leaders are only deemed to be vetted once the AUC receives confirmation of their vetting number from the National Vetting Bureau and a vetting disclosure via Ireland Active. Only those coaches/managers/leaders who have a valid vetting number and following review of the vetting disclosure are deemed suitable for the role by the AUC are permitted to work/volunteer with a UCD club.
- Vetting Info - Approved Roles
- Ireland Active Vetting Form (Form must be returned to the UCD Sport Office)
Please refer to the AUC's Club Operations Manual for further details on Garda Vetting, Safeguarding, the recruitment and payment of coaches.
*Vetting During Covid*
- The applicant is to submit a copy of their signed vetting form by email with the relevant id to Suzanne.Bailey@ucd.ie. Please ensure that id equates to 100 points. Note that the paper format driving licence carries significantly less points than the credit card style licence.
- If the applicant does not have access to a printer, then please digitally complete the vetting form. If your software does not allow you to amend a PDF screenshot each page of the vetting form in full, insert each screenshot into a Word Document, and insert text boxes over the applicable sections to complete.
- The applicant must also post the original signed form and copies of id to Suzanne Bailey, UCD Sports Development Manager, UCD Sports Centre, Belfield, Dublin 4.
- Suzanne will complete and sign the digital vetting form and submit it in good faith electronically to Ireland Active (AUC vetting agent).
- The final change to the process is that as per the Garda Vetting Bureau temporary
arrangements, the applicant’s original documentation must be verified and checked against the scanned documentation on the day of recruitment to ensure it matches the information on the scanned or emailed documentation used to process the application. In other words, before the applicant can commence /recommence work with a club, Suzanne will need to compare the two sets of documentation. Therefore, although the AUC will have the vetting disclosure for the applicant, they will not be permitted to commence/ recommence work with a UCD club until this comparison of documentation can be completed. This comparison can not be undertaken until the University re-opens for activity.
- Please only submit vetting under these procedures where a new person is due to work with the club immediately upon the resumption of activity or where the validity of an existing coach/leader/manager is out of date.
- All other steps in the vetting procedures undertaken by the Garda Vetting Bureau remain unchanged.
Keeping Children Safe / Junior Member
Although the vast majority of student club members will be over 18 years of age, every year a small number will register in UCD that are 17 years old. In order to create a happy and safe environment for all club members (including those aged 17) and coaches, the AUC has in place a number of procedures to ensure that it complies with best practice in child safety. Full details of the procedures are provided in the UCD Keeping Children Safe Policy.
- UCD Sport, UCD Sport and Fitness and UCD Student Centre Child Safeguarding Statement
- Sport Ireland Safeguarding Guidance for Children and Young People in Sport
- Parental Consent Form 2021-22
- UCD Athletic Union Council Vetting Policy
Grants and Fundingread more
All clubs affiliated to the AUC are eligible to apply for grants from the AUC to assist in the day to day running of the club. Grants are dependent on the money received from the University are awarded based on the applications received from each club.
In addition to annual grants the AUC may also award a special grant to a club for a specific purpose for example the purchase of a large item of equipment or the hosting of a varsities. Furthermore, individual club members may receive funding towards international student representation costs.
Full details of the different types of grants and the grant application process are provided in Section 6 of the Club Operations Manual.
- Grant Form 2021-2022
- Travel Claim Form
- Special Grant Form 2021/2022
- Individual Request for Funding
- Club Senior Treasurer Nomination Form 2021/2022
Health & Safetyread more
Sports Clubs are important and integral parts of college life at UCD and Health and Safety is an important part of the management of any sports club. Any club operating under the auspices of the AUC must ensure that all of its activities are conducted in a prepared, planned and structured manner.
As part of the responsibilities of club committees, all steps possible to ensure the safety and health of club members must be taken. UCD clubs are committed to a safe and healthy environment for all members. The management of health and safety is the responsibility of everyone.
- Risk Assessment Guidelines
- Event Booking form
- Sports Centre Public Events Policy
- Medical Policy Form
- UCD Sports Clubs Safety Manual September 2021-22
- Event Guide and Template 2021-22
Travel Formread more
General Forms, Guidelines & Club Informationread more
Some other documentation that will assist you in running your club includes the AUC Committee Handover guidelines, the Club Locker Key Nomination Form and the AUC Club Training Night presentation. Where your members are representing UCD in competition they are asked to complete in advance (at least 7 days) the Advanced Verification of Sporting Representation form and bring it to the Sport Office for stamping before it is submitted to the relevant academic staff member.
- Advanced Verification of UCD Sporting Representation 2021-22
- Club Locker Key Nomination Form 2021-22
- Club Code of Conduct 2021-2022
- AUC Committee Members Code of Conduct
- Travel Claim Form
- AUC Committee Handover 2021-2022
- AUC Social Media Policy
- UCD AUC Privacy Notice November 2021
- AUC Disciplinary Procedure
UCD Sports Awards Nomination Formsread more
2021/2022 UCD Sports Awards Nomination Forms:
- Team Nomination Form 2021-22 (Elite Team of the Year / Varsity Team of the Year).
- Club of the Year Nomination Form 2021-22 (Elite Club of the Year / Varsity Club of the Year).
- David O'Connor Memorial Medal Nomination Form 2021-22
- David O'Connor Memorial Medal Guidelines 2021-22
- Club Event of the Year Nomination 2021-22
- Graduate of the Year Nomination Form 2021-22
- Dr Tony O'Neill Sportsperson of Year Form 2021-22
- Club Event of the Year Nomination 2021-22
- Club Administrator of Year Nomination 2021-22
- Individual Nomination Form 2021-22