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Club FormsImportant information for your clubs

The following forms can be downloaded for submission to the UUSU Office when claiming monies from the budget or fund-raising accounts and undertaking activities when representing Ulster University.

Absence from Class Form

The Absence from Class form is used when a student is representing the University at a fixture of intervarsity which may mean that they will not be able to attend some classes. This form must be returned to the UUSU Office 5 days before the event and countersigned by the Sports President and Administrator.

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Application to Health and Safety Budget

This application form is used for high risk club that need to replace their kit/equipment.

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Budget Form 17-18

The budget form is used to submit an estimate of the coming years expenses. All clubs must send these forms back to the Sports President sports.president@uusu.org no later than 11 May at 4pm. The UUSU Sport Management Committee will evaluate the requests and clubs will be allocated their budget when they return the following year.

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Bus Booking Form

This form must be used when a club is booking a bus to travel to an event.

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Club Contact Sheet

This form is completed by the club on an annual basis and kept on file in the UUSU Office.

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Coaches Timesheet

This form is completed by the Club, countersigned by the Coach and Club Rep, and submitted on a monthly basis for payment.

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Concussion Procedures

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Consent Form for Under 18’s

Anyone under the age of 18 can not participate in any university club without their parent or guardian completing and returning the Consent Form.

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End of Year Report

At the end of each academic year each club must submit an end of year report to the UUSU Office.

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Equipment Inventory

Kit and equipment inventories need to be submitted on an annual basis to the UUSU Office.

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Finance Form

If a club needs to pay affiliation fees, entry fees, accommodation, travel costs, coaching fees or order kit/equipment they use a cheque requisition form and submit along with relevant paperwork.

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Generic Risk Assessment

In line with Health and Safety regulations each club must submit a Generic Risk Assessment Form at the beginning of each academic year, this is kept on file in the UUSU Office.

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Holding an AGM Guidlines

All clubs need to hold an Annual General Meeting before the end of second semester. Please use these guidelines to help you to hold a productive AGM

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Referee Claim Form

Sometimes it is not possible to have a club cheque ready to pay a referee, therefor they will need to sign that they have receive a cheque or cash the below form can be used to reclaim monies spent on referees

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Request for Funding

This document is submitted if you have an event that your club/member(s) wish to attend that has not been budgeted for. It must be submitted to the UUSU office on campus or emailed to sports.president@uusu.org at least one month in advance.

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Specific Risk Assessment Form

If a club is travelling or hosting a specific event, a Specific Risk Assessment must be completed.

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Mileage-Claim-Form Transporting Players/equipment by car

Use this form to claim back travelling expenses when travelling by car.

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Request for funding to Host an Intervarsity

If your club has been asked to host an intervarsity you must seek permission from the Sports Union. Complete this application form and if accepted you will receive £500 towards running costs.

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