Club Management Support Documents
Club Policies
All relevant members of UCC Sport Clubs should familiarise themselves with the below policies and follow the instructions within. The policies shall be reviewed on an annual basis to ensure they continue to fall under best practice.
Club Governance Documents Clubs Policies
● Clubs Delegation Framework 30.04.24 ● UCC Clubs Social Media Policy 26.27
● UCC Clubs Constitution 2026 ● UCC Clubs Alcohol Policy
● Clubs Mental Wellbeing Policy
Club Operations ● UCC Child Protection Policy
● UCC Clubs Operations Handbook 2026.27 ● UCC Web and Social Media Policy
● UCC Sports Clubs Check List Season 26.27
● UCC Clubs Gear Branding Guidelines 2026.27 Financial Policies
● UCC Clubs Sponsorship Application Form ● UCC Clubs Financial Policies Summary
● UCC Clubs Travel Abroad Form ● Club Budget Management Policy
● UCC Sport Coaches Policy Season 25.26 ● Cash Handling Policy
● Code of Conduct for Coaches ● Credit Card policy
● Link for club to apply for Associate Members ● Club Financial Mgt Policy
Club Health & Safety Policies
The purpose of the UCC Student Activity Health and Safety Policy is to provide a framework for managing Health and Safety risks, which arise as a result of nonacademic, student led activity in University College Cork.
● UCC Student Activity - Safety Policy
The aim of the policy is to prevent injury and ill health to students and everyone else impacted by student led activity; consequently, it is critically important for each student representation group (Clubs, Societies, Student’s Union, Executives, Student Life Project, etc) to identify hazards and minimize risks by taking effective preventive and protective measures. Safe practices will be secured by the manner laid out in the UCC Student Activity Health and Safety manual and the specific event plan and / or risk assessment for the activity.
Events and trips require a plan and risk assessment to be completed and approved before the event.
For overnight trips, a health declaration should be completed by each of the travelling party. The declarations should be stored confidentially for the duration of the trip and either returned to the relevant travelling parties or destroyed immediately after returning from the trip.This is the responsibility of the trip organiser.
Student Resources
The summary forms which students may require are:
| Area | Details |
|---|---|
| Membership | All you need to know about joining a club, signing up for an event and logging your attendance |
| Sport Representation Letter | Students can apply for a Sport Representation Letter through the Clubs & Societies Portal if they are absent from class/lectures in order to represent UCC in key competitions. The final agreement to facilitate a student rests with the relevant lecturer. |
| Activity | Log attendance at Club activity on the Clubs & Societies Portal or by scanning the QR provided at the venue. |
| Injury Reporting | Fill out the Personal Injury Insurance Form with details of injuries and submission of insurance claims (as required). |
Key Club Planning Tasks
| Area | Detail |
|---|---|
| Officer Training | All key Officers must attend training organised by the Executive Committee |
| Online Club Plan | Confirm Club details including objectives, competitions, training and events plans. |
| Finances | Submit Club annual budget for the year ahead. |
| Health and Safety | Submit Club Safety Statement and Annual Risk Assessment. |
Responsibilities
There are several roles within each club committee. Depending on the size of the club and it's functions will determine the scope of personnell and responsibilites of each individual.
For any UCC Sport Club to operate they are required to vote in a student committee every year to organise and run Club events. At a minimum the Club must have the following executive positions filled:
- Captain/Chairperson
- Treasurer
- Secretary
- Public Relations Officer
If one of the executive positions is not filled their roles and responsibilities revert to the captain/chairperson of the Club. Apart from these positions the remaining Club committee can be filled based on the requirements and activities of the Club. Some common committee positions that Clubs have include:
- Vice-Captain/Vice-Chairperson
- Gear/Equipment Officer
- First Year Representative
- Records Officer
- Ordinary Committee Member
Ensuring a Club committee has enough people to share the workload fairly and prevent any one individual from becoming overloaded is an important goal to remember when establishing a committee. Training will be provided by the Clubs’ Executive for all executive committee members to ensure they have the knowledge required from the very start of the year to help with running their Club. All Club committee members are encouraged to reach out at any point during the year to any Clubs’ Executive member to ask for advice and guidance for any element of running a Club that causes problems.
Training
UCC Sport is committed to providing the support needed for each club to function effectively and safely. Training is key to any succesful club. We provide training to clubs for their committee members, support coaches in their training requirements as well as providing access to training via Sport Ireland or the Cork Sports Partnership.
For further information on any training please contact sport@ucc.ie
- Club Committee Training
- Chairperson Training
- Secretary Training
- Treasurer Training
- PRO Training
- Health & Safety Training
- Coaches Training
- First Aid Course
- Financial support for sport specific training courses
- Induction Training - new coaches
- Sport Ireland and Cork Sports Partnership