Basic needs of an affiliated club

As set out in our application for club affiliation there are some minimum requirements that all clubs should meet to affiliate and then maintain affiliation to scottishathletics. Those requirements and supporting resources are set out on this page.

For further information or assistance, email the Development Team on development@scottishathletics.org.uk.

Getting Started

If you are just at the stage of forming a new club here are a few simple steps to get things moving:

1. Ensure there is demand where you intend to form the club
2. Meet with those interested in being involved;
3. Decide on a club name and potentially at this stage colours. Look for any potential name or colour clashes;
4. Appoint a club committee;
5. Establish a governing document and set out basic policies and procedures (more information below).

Clear rationale for the affiliation of the club

What other affiliated clubs already exist within your area? Take time to consider what demand there is for an affiliated club in your location and if there may be benefits in linking with an existing affiliated club e.g. share coaching resources and share administration.

Decide what disciplines you intend to offer, who will coach these disciplines and what age groups your club provides for.

Functioning board/management committee

The structure of the board or management committee must be clearly set out within the club’s governing documents with a fair and transparent election process. The board/management committee must always operate by the rules set out in the clubs governing documents.

Clubs must provide details for Club Chair/President, Secretary, Treasurer and Welfare Officer to scottishathletics and update these details as soon as there is a change to any of these roles.

Approved constitution

The club must have relevant governing documents in place to comply with their legal status. For unincorporated clubs they should have a constitution to set out the rules of the club.

The governing document(s) should be reviewed annually to ensure they remain fit-for-purpose. Guidance and templates for creating your constitution can be found on the sportscotland website.

Template constitutions for Scottish Charitable Incorporated Organisations can be obtained by e-mailing development@scottishathletics.org.uk.

General Meetings

The club must hold an Annual General Meeting (AGM) and set out within its governing documents the process for arranging the meeting, election protocols and voting entitlements. The club should also set out the process for call a Special General Meeting (SGM).

Financial Controls

As a minimum requirement a club must have a bank account in the name of the club with at least two signatories required to authorise transactions. The clubs accounts should be verified independently prior to the clubs AGM.

Further information on recommended financial controls can be obtained by member clubs from scottishathletics.

Welfare

All member clubs must have a club Welfare Officer. You can download a Welfare Officer role description from the  Safeguarding page of our website (under the Safeguarding toolkit heading).

From the same page, you can download the child safeguarding policy and procedures, and adult safeguarding policy and procedures.

Member clubs must have a disciplinary policy and conflict of interest policy in place and may use the following documents as templates:

Affiliated Club Disciplinary Policy – template
Conflict of Interest Policy – template

Equality

All clubs should have an Equality Policy in place and must be able to demonstrate that they are equitable in their practice.

Clubs can download our template Equality Policy and Equality Guidance for Clubs.

Coaching

All member clubs are required to have a Level 2 coach (Athletics Coach or Coach in Running Fitness) to run their training sessions. This is required to ensure the club remains insured whilst delivering their athletics activities.

If you wish to affiliate but do not yet have a Level 2 coach please e-mail development@scottishathletics.org.uk.

Facilities

The club should be able to identify and access appropriate training facilities for their club sessions. Clubs must take responsibility for ensuring the safety of all participants and should have in place risk assessments for their activities. Further information on health & safety can be found on the UKA website.

Data Protection

All clubs should have in place the required privacy notices and be aware of the General Data Protection Regulations. You can also read further information on GDPR and Example Privacy Notices.

Club Colours

All member clubs must register their club colours with scottishathletics. To avoid confusion during competitions any newly affiliated club may be asked to review their colours or vest design.