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.
If you are just at the stage of forming a new club here are a few simple steps to get things moving:
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.
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.
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 email@example.com.
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).
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.
All member clubs must have a club Welfare Officer. You can download the template job description for the Welfare Officer Role.
Member clubs must also have a welfare policy and grievance/disciplinary policy. You can download a template Welfare Policy and template grievance/disciplinary policies can be obtained by e-mailing firstname.lastname@example.org.
All clubs should have an Equality Policy in place and must be able to demonstrate that they are equitable in their practice.
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 email@example.com.
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.
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.