UNIVERSITY OF

NOTTINGHAM MALAYSIA
CAMPUS (UNMC)
UNMC SPORT POLICY MANUAL FOR UNIVERSITY
ATHLETES AND SPORTS CLUB

PREPARED BY:
UMMI SHATIRA BT SYED JAMAL ABDUL NASIR
SPORTS DEVELOPMENT OFFICER
 UNIVERSITY of NOTTINGHAM SPORT POLICY MANUAL

1.0 INTRODUCTION

The Sports Development program at University of Nottingham Malaysia Campus

(UNMC), managed by the Sports Complex Department, is comprised of approximately 23

sports club. Sports Complex always provides guidance, assistance, best facilities, coaches

and proper equipment’s to all sports club. Each club is developed and overseen by Sports

Officer or their coach.

Based on sport development Act 1997 in Laws of Malaysia Act 576, the main

objective of Sports Development are to promote and facilitate the development and

administration of sports in Malaysia and to provide for matters incidental thereto. As per

mentioned, Sports Development in University of Nottingham Malaysia Campus can promote

sports to marketing area, encourage student to involve in sport and get more experience and

profit to University.

Besides that, sports development is about organization who looking forward to the

future and creating plans to keep its facilities and sport users, or working towards new and

better opportunities to involve in sport. UNMC sport complex has a key role in promoting of

sport and creating a world-leading community of sport environment of clubs, coaches and

sport facility.

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1.1 GOALS OF THE SPORT DEVELOPMENT PROGRAM

- To deliver leadership experiences for the student body at UNMC

- To provide recreational opportunities for the students

- To offer assistance, guidance, and resources for the clubs to effectively and

successfully operate

- To assist students to handle event and club

- To maintain good communication with the sports complex staff so that the

organisation is effective and successful.

- To promote sport and create a world-leading community of sport environment

1.2 PHILOSOPHY OF THE SPORT DEVELOPMENT PROGRAM

A major function of Sports Development is to provide the university community with

opportunities for diversified the sports experiences. Sports Complex Department offer

student and staff a comprehensive program of activities which including major and minor

events, intramural sports, special events, fitness session, informal recreation and sport club

development.

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 UNIVERSITY of NOTTINGHAM SPORT POLICY MANUAL

2.0 SPORT CLUB PRESIDENT AND EXECUTIVE

2.1 ROLE, RESPONSIBILITIES AND EXPECTATIONS

The president and executive team in university have to know the student body of the

Sports Club and have to inform Sports Complex department. The president and executive of

the club have represent their clubs in all matters related the policy and procedures of the

Sports Complex department. They have to take a responsibility for any issue or problem

from their club.

Besides, all sports club president have to monitor and assist their treasurers and

committee members in representing their club to the Sport Complex Department. It is to

avoid from any mistake or misunderstanding regarding to the procedure and policies issued

by Sports Complex Department. Presidents or executive of sports club have to work together

with Sports Complex staff or officer in developing their club including creating the proposal,

budget, procedure, policies and etc.

Furthermore, Sports Club also can either promote their club through event on or off

campus or maybe through media relation like Facebook event pages or any platform such as

collaborate with University Marketing Department to advertise their club activities in

University or Sports website.

In addition, as a president, they have to implement democratic system in developing

their club. For example, they have to take in any complaints from their club members in

contradiction of other club members or rules violation by clubs or individuals within the clubs.

Club president can makes a suggestion of idea for determination of interclub conflicts and

gives endorsement for team authorizations for policy violations for the Sports Complex

Department.

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According to National Sports Council of Malaysia (NSC) Act 1971, the NSC shall be

the overall coordinating body for all sports bodies to promote and develop sports in Malaysia

while in Nottingham University Malaysia Campus; Sports Complex Department will promote

and develop the entire sports club in this University and will collaborate with Ministry of

Higher Education if needed.

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3.0 INTERNAL PROCEDURE

Every sports event will be determine any argument arising amongst its member or

with its committee or governing body in accordance with the internal procedures stated in the

regulations.

3.1 PROCEDURE FOR EVENTS OFF OR ON CAMPUS AS BELOW:

 Application of facilities or Event booking form – 2 months before off campus event; 1

month on campus event

 EPF (draft version) after submission of booking form including budget estimation – 2

months before off campus event; 1 month on campus event

 EPF checking and inform students if changes needed especially on budget – 2

working days

 Submission of HIRARC form (online & submit proof together with copy of first aider

certificate) – 2 weeks before event

 Submission of Disclaimer Form (Off Campus) – 3 days before events -if applicable

Final EPF submission – 1 month before event

 Submission of Equipment booking form – 2 weeks before event

 Checking equipment booking application and approval period – 3 working days

 Rules & Regulation to be explain to all participants (attach with invitation letter

through email)

 Equipment requested ready to be taken (need to fill in Loan Item Form) – 1 day

before event & during event

 Report any major injury to the officer on duty and fill in Injury Form

 Ensure cleanliness of facilities (eg; field, hall etc) – Penalties will be charged to club

and will recorded for the next event proposal

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 Return of equipment – immediate after event / 1 day after event

 Items are received and verified

 Submission of event report to Club Officer – <1 week after event

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3.2 SPORTS CLUB GUIDELINE

1. BEFORE EVENT

 Fill out the epf form ( can get from sharepoint)– choose off or on campus

event

 Complete the epf form including:

 Budget (must be details)

 Committee details @ participant details

 Full name, student id no, email & contact number

 Venue layout eg; frisbee club (min 2 weeks before event)

 Contingency plan & emergency procedure

 Submit to SA Sports Officer (get signature)

 Submit to Sports Complex (can directly submit to officer in charge)

 Hirarc form (online)

 Submit to Officer in charge min 1 weeks before event.

 The event will approved after you send hirarc form to officer in charge

(Approval will inform by email)

 If off campus event please submit together with disclaimer form or at

least 1 weeks before

 Indemnity & participating form for the outsider who will participate or

join your event

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2. DURING EVENT

Kindly follow the instruction and procedure from sports complex (as below):

 All bookings will be accept on the understanding that any regulation made by the

Sports Complex Manager for the safety and convenience of participants will be

observe.

 The University shall not be liable for any accident or injury sustained by any person

on the premises or for any damage to or loss of property of such person, and the

hirer/organiser or borrower shall indemnify the University against all costs.

 Detailed arrangements (including Health and Safety arrangements, maximum

permitted numbers, seating, use of recording or television apparatus, gate money,

etc.) will be by agreement in advance with the Sports Complex Manager.

 Any damage to University property must be report to a member of staff on duty

immediately and the cost of repair or replacement will be the responsibility of the

Hirer/Organiser.

 When it is necessary to alter the floor markings in order to suit the Hirer’s

requirements, the cost of labour and materials involved shall be charge to the

Hirer/Organiser.

 Any person under the age of 16 must be accompany and supervise at all times by a

responsible adult.

 Smoking and consumption of alcohol is not permitted anywhere within the Sports

Facilities, including outdoor facilities & adjacent areas.

 No notices, decorations, emblems or signs shall be erected or displayed anywhere

within the precincts of the Sports Complex without the prior consent of the Sports

Complex Manager.

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 Only clean, non-marking shoes shall be worn for indoor sports. No football boots

(moulded, studded or bladed) shall be worn on the Sand Astroturf pitch.

 No outside food, glass bottles, cans or chewing gum shall be brought into any of the

playing areas.

 The University reserves the right in the case of force majeure to amend or cancel

bookings in liaison with the hirer/organiser. The University bears no responsibility for

consequential damage to third parties.

 Bookings may require additional set-up and/or clearance periods; these should be

included in the booking request.

 No secondary or subletting is allow within these conditions.

 Dogs are not permitted on any University premises. The only exceptions are Guide

Digs and other working dogs that assist a person with disabilities.

 All are required to be dressed decently during the duration of the booking.

 Prohibition / fine of rm150 will be impose if you do not follow the following

rules and regulations

3. AFTER EVENT

 Kindly clean the venue @ facilities used immediately after event

 Return the equipment rental

 Send the report to Officer In charge minimum 1 weeks after event

 Prohibition / fine of rm150 will be impose if you do not follow the

following rules and regulations

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4.0 FINANCES AND FUNDRAISING

4.1 SPORTS CLUB BUDGET

 Event or tournament must be recognized by University or Ministry of Higher

Education (MoHE)

 Prepared the Event Proposal Form (EPF) and budget for the event. The

budget must be relevant and suitable with the event (will assist by Sports

Officer in charge)

 After final draft is reached by the treasurer of the club, the original proposal

have to submit including final budget to the Sports Department (please follow

the procedure from Sports and Student Association Department)

 Kindly stated the amount need for the event (breakdown everything), but

approval for the budget depends on Management decision based on club

performance

 For major event, usually Management will ask for sponsorship, so the sports

club have find as much as possible sponsor for the event.

4.2 UNIVERSITY TEAM BUDGET

 All the budget/cost for University team will be bare by Sports Department, but

event or tournament must be register with MoHE or any Sports Agencies like

National Sports Institute (ISN), Ministry of Youth and Sports Malaysia (KBS).

 Budget approval will depends on Management decision, which based on

performance, achievement, discipline and attitude of the athletes.

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4.3 OTHER IMPORTANT FUNDING REQUIREMENT

 All budget request forms must be properly and breakdown all the items want

to purchase for the event.

 Clubs or University Team in poor records, lack of achievement and have a

bad attitude records may not receive full or any funding from Sports

Department.

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5.0 RISK MANAGEMENT

5.1 DEFINITION

 Risk management is the course of action take to reduce potential legal

liability. It seeks to address potential problems before they occur.

 A common mistake from students, athletes or organiser make is to view risk

management as a program isolation, which stated by The Australian on risk

Management AS/NZ ISO 3100:2009.

 It is important that should be apply to all club, University team and Sports

Department.

5.2 BENEFITS OF RISK MANAGEMENT PREPARATION

 Better sporting or recreational outcomes

 Improved safety for participants, officials, spectators and volunteer

 More effective management of assets, event and activities

 Improved compliance with the law, regulations and other formal requirements

 Enhanced image and reputation of University

5.3 HOW TO MANAGE RISK

 Appoint a risk manager for the event (responsible for the risk management

process before, during and after event)

 Determine or identify the risk (prepared backup or contingency plan) like

weather, facilities defect and high risk injuries for contact sport

 Analyse and evaluate the risk of the event

 Prepared a risk elimination and risk reduction plan

 Communicate the strategies to all appropriate levels of the club and

organisation

 Monitor before, during and after the event

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6.0 UNIVERSITY of NOTTINGHAM SPORT PRINCIPLE AND POLICIES

1. The University or Sports Club must have permission from Sports Complex

Department to organised or compete any events, activities or tournament either on or

off campus

2. Medical team- Major event with high risk of injuries MUST have medical teams

(which can treat sports injuries) and ambulance.

3. Minor event or friendly match – must have at least two (2) first aider (compulsory)

with First Aider certificate.

4. Coach or person in charge to handle University team training must have at least level

1 certificate for coaching or Sports Science

5. Process of selection of University team/ athletes will be conduct by coach and

Officer in charge

6. The selection will open to all University student, but the priority will give to Sports

Club and University team – BASE ON PERFORMANCE AND COACH

7. Selection of athletes will based on fitness level, skill, attitude, commitment,

attendance and experience in sport event

8. Only full time students, who are Enrolled for a course of the university which is of

minimum duration of One Academic Year can involve with University Team

9. Team Captain Position for University team will select base on experience,

understanding about the sport itself, management skills, leadership and others

related requirement from University Management observation.

10. Attending training session is compulsory for University athletes, but it will be consider

with the logical reason like injuries or academic issue.

11. Termination for University team and athletes will based on University Management

decision (as per above – no 7)

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12. If any University athletes disobey or misbehave during the coaching session or

competition, disciplinary action will be initiated by the Management team and athletes

will be terminate from University Team for a period of one (1) to three (3) years

13. University athletes MUST fill up certain form which will provide by University

Management (eg: disclaimer, participation form, medical approval and parent

permission form)

14. Transportation – Only provide for University team while for Sports Club the vehicle of

transportation does not provide.

15. The use of own vehicles is allowed for University Team, however, the University

Management does not assume any responsibilities for accidents, injury or damage

resulting from such travel and

16. The driver must have valid driver’s license and must turn in the copy to the Sports

Department.

17. University athletes will get benefits from University Management including:

 Allowance

(Will give only for Competition or Tournament which registered with MoHE

like SUKIPT or MASISWA, or any Sports Agencies that approved by

Malaysian Government)

 Scholarship – Process selection will make by Management University base

on achievement and performance in Sport and Academic (Only 1 student will

selected per year)

 Transportation and accommodation will be provide base on Management

decision.

 Registration Fee will covered by University Management

 Kits and equipment will be provide (for team uses not for individual)

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 For kits, the official University athletes will be provide with sportswear or

jersey with University Logo

 Sports Certificate

 Medical covered (mentioned as below)

18. Athletes for University Team, insurance will cover up to RM 1000.00 for medical but

have to follow certain procedure which prepared by Sponsorship Department (local

student) while for International student, the medical cost will cover but still have to

follow procedures from International Office Department.

19. The injuries must clarify or get approval from University Doctor and approved by

Sports Department Manager.

20. TRAVELLING for EXTERNAL TOURNAMENT, athletes are required to wear official

Nottingham sportswear such as University Jersey and Track Bottom with Sports

Shoe. In the event where track bottom is not provided, athletes are required to wear

black colour slack or long pants. Jeans and shorts are strictly forbidden.

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