Section 4: General organisation

Amended 2016

4.1 Election of executive and conveners of approved sports

4.1.1 Nominations will be called for the following Executive positions and Conveners of sports annually, on the NSWCHSSA website: NSWCHSSA Applications and Forms page

(a) Executive

President
Vice-President (four positions)
Honorary Treasurer

(b) Conveners of approved sports

Athletics
Australian Football
Baseball
Basketball
Canoeing
Cricket
Cross Country
Diving
Golf
Gymnastics
Hockey
Lawn Bowls
Netball
Rowing
Rugby League
Rugby Union
Sailing
Soccer (Football)
Softball
Squash
Swimming
Table Tennis
Tennis
Trampolining
Triathlon
Touch
Volleyball
Water Polo

4.1.2 Co-ordinator(s)-

Co-ordinator Central Schools Knockouts

College School Competitions (year 10 or below)

Publicity

(a) Nominations close with the CHS Executive Officer, by the advertised closing date.

(b) Elections will take place at the Annual General Meeting held in November.

4.2 Areas of responsibility for conveners (and assistant conveners) of approved sports

4.2.1 Form a committee which includes regional conveners of that sport and hold regular meetings to discuss pertinent topics and make recommendations for the running of your sport.

4.2.2 Minutes of meetings to be in the hands of the CHS Executive Officer no less than seven days prior to the relevant council meeting. Recommendations and/or changes must be in point form at the conclusion of the report.

4.2.3 Provide as much publicity as possible for your sport. Copies of this publicity should be sent to the Combined High Schools office for future reference.

4.2.4 Assist in fund raising activities for your sport.

4.2.5 Where state championships are held, the convener is responsible to the Combined High Schools council for the conduct of the event. This would involve close association with the Regional Sports Co-ordination Officer of the region where the event is being held. The state convener may delegate this responsibility to the assistant convener. 

4.2.6 Attend the Combined High Schools Council meetings.

4.2.7 Make application to the CHS Executive Officer for relief/release for various staff members to actively help in the organisational aspects of your sport.

4.2.8 Conform to the Combined High Schools dress regulations for your representative teams.

4.2.9 In conjunction with the CHS Executive Officer, the convener is to ensure that all gear required by his/her sport is ordered in sufficient time to be distributed to team members, e.g. blazers, tracksuits, shorts, guernseys, socks, bags, ties, pins, pennants, etc. Gear may be ordered through the CHS Executive Officer or with his/her approval. The state convener may delegate this role to the assistant convener.

4.2.10 The convener is required to submit an annual written report which should also include photos of representative teams and where possible action shots.

4.2.11 Information which is to be circulated to the schools should be in the hands of the CHS Executive Officer no later than one week prior to each council meeting.

4.2.12 Aspects of public relations should be covered in association with the Executive Officer in regard to letters of thanks and congratulations plus personal visits on behalf of your sport.

4.2.13 The convener and the assistant convener should foster liaison with the relevant senior bodies of the sport.

4.2.14 Inform the Combined High Schools council of positions for managers/esses/coaches/selectors which nomination(s) need to be called for.

4.2.15 In the case of state-wide knockout competitions the convener and or the assistant convener, in association with the CHS Executive Officer is responsible for the conduct of such an event.

4.2.16 The convener and the assistant convener must comply with the general by-laws covering knockout competitions as set out in the handbook or previous minutes.

4.2.17 The convener (and the assistant convener) must ensure that all rules and information pertinent for the competition are up to date and clearly stated in the Combined High Schools handbook.

4.2.18 Any rules that are mentioned must be strictly adhered to.

4.2.19 In the case of proposed trips by your sport the convener is to work in close association at all times with the CHS Executive Officer in all aspects of the organisation of the tour, eg. itinerary, finance, correspondence, etc. The state convener may delegate this role to the assistant convener.

4.2.20 Compile a sports calendar for the following year for your sport and submit to the August Council meeting.

4.2.21 The convener and the assistant convener is required at all times to organise his/her sport within the framework of the New South Wales Combined High Schools Sports Association in such a manner that the sport brings credit to the association and is of a sporting and educational value to the schools and students participating.

4.2.22 In association with the Combined High Schools office, the convener is to make sure an accurate and up to date record of all matches is kept The convener may delegate this responsibility to the assistant convener.

4.2.23 The conveners to give suggested dates for state championships for the following year to the CHS Executive Officer for consideration at the fixtures meeting, which is held prior to the May council meeting.

4.3 Duties for manager/ess

4.3.1 One manager/ess shall be appointed for each team but where more than one team travels to a venue or tours together one coach be elected to accompany each team and then an overall tour manager/ess be appointed.

4.3.2 Attend selection trials.

4.3.3 Obtain selected players names, addresses, parents names and telephone numbers (if any).

4.3.4 Meet visiting team if at home venue and assist in extending hospitality to visiting managers/esses.

4.3.5 Attend the association office prior to departure re:

(a) Travel details.

(b) Equipment.

(c) Team lists and billet information.

(d) Obtain address of managerial accommodation.

(e) Expense cheque.

(f) Team uniforms.

(g) Relevant telephone numbers.

(h) Ensure all levies are paid and send reconciliation sheet to CHS office along with all team levies.

4.3.6 Forward travel:

(a) Arrive at the point of departure prior to the scheduled departure time, as determined by the mode of travel (eg airline, bus, train)

(b) Book through luggage if necessary.

(c) Check team members and billet information.

(d) Check parents re meeting team members on return.

(e) Supervise team members in transit.

(f) Discuss with team members desirable conduct and attitudes while on tour.

(g) Advise home organiser and host organiser of any alteration, travel details, team lists or billet information immediately.

(h) Collect excess money and valuables from team members.

4.3.7 On arrival at venue:

(a) Introduce yourself to host.

(b) Check all carnival details with convening organiser and advise team members accordingly.

(c) Supervise and assist billet dispersal - record change in billet information. Check billet dispersal.

4.3.8 During the carnival:

(a) Check billeting - notify host organiser re unsatisfactory billets.

(b) Distribute equipment with care, record distribution and supervise use of equipment during carnival.

(c) Supervise conduct of team members at all times and ensure that playing attire is satisfactory.

(d) Co-operate with host organiser where possible.

(e) Check return travel to billeting homes at completion of day's play.

(f) Notify home organiser of day's results and utilise press facilities available.

(g) Be available to attend all functions/activities arranged by host organiser.

(h) Compile necessary information for report.

(i) In event of inclement weather the team manager/ess is responsible for the welfare of the team members.

(j) At all School Sport Australia Championships and Interstate Exchanges, New South Wales Combined High Schools Sports Association officials will stay at the accommodation as specified by the host state.

(k) The Executive and general council also requests that during the carnival you take time out to personally contact the principal(s) of the school that has provided billets for the team you are in charge of. Your co-operation in this matter is appreciated.

(l) Completion of carnival:

(i) Ensure that team members are aware of return travel details.

(ii) Pay accommodation tariff.

4.3.9 Return travel

(a) Arrive at the point of departure prior to the scheduled departure time, as determined by the mode of travel (eg airline, bus, train)

(b) Book luggage through.

(c) Make suitable arrangements in the event of absent team members. Notify home organiser if necessary.

(d) Notify home organiser and parents, of any alterations to return home details.

(e) Return unspent pocket money and valuables to team members.

(f) Ensure suitable arrangements have been made for the return of team members to their homes.

(g) On return:

(i) Collect and return equipment to the association office.

(ii) Submit a written report within seven days to the association.

(iii) Forward any outstanding accounts or claims with sufficient evidence to satisfy that they were necessary (receipts where possible).

(iv) Meals or photographs for players are not to be regarded as incidental expenses. If desired, they are the responsibility of individual team members.

(v) Aspects of public relation in regards to letters of thanks to various hosts, etc.

4.4 Duties of a coach

4.4.1 The coach is responsible for developing team-work, spirit and harmony amongst all the players.

4.4.2 The coach should stress fair play and sportsmanship at all times.

4.4.3 The coach should take immediate disciplinary action on any team member who resorts to foul tactics or openly brings discredit to the Combined High Schools by showing aspects of poor sportsmanship, e.g. verbally attacking an umpire's decision.

4.4.4 The coach is responsible for the physical wellbeing of all team members both on and off the field - take note of injuries received by players and ensure that any necessary medical attention if forthcoming.

4.4.5 On tour the coach should assemble the players at least once a day for either team discussions or active coaching routine.

4.4.6 The coach is responsible for all aspects of public relations on the completion of the tour or series. This would include sending letters to the principals and parents of the team members involved, indicating the ability of the student to act as an ambassador and could also include constructive comments regarding their sporting prowess.

4.4.7 Liaise with the team manager/ess prior to the team assembling and co-operate in the overall conduct of a visit or tour.

4.4.8 At all School Sport Australia Championships and Interstate Exchanges, New South Wales Combined High Schools Sports Association officials will stay at the accommodation as specified by the host State.

4.4.9 Coaches must provide appropriate playing time that takes into account the ability and experience of the player, and the level of competition in which the team is competing.

4.5 Sporting awards - "Sporting Blue"

The form of application, conditions pertaining to and the award of a New South Wales Combined High Schools Sporting Blue is set out below.

4.5.1 Applications

In the first instance a Convener will send his/her nominations to the Blues Committee. These must be received by the advertised closing date. (However, nominations should be sent in as soon as possible, ie. at the end of the season and activities involved).

(a) Nominations must be made on the "Combined High Schools Blues Nominations Forms" found in the conveners handbook which is located on the NSWCHSSA website at NSWCHSSA Applications and Forms page

(b) All Blues nominations to be received by a date to be advised by the Chairperson of the Blues Committee at the March Council Meeting.

(c) There will be no other nominations considered for the presentation of an award at the current years Blues Presentation function.

4.5.2 Conditions

For a boy/girl to receive a Combined High Schools Blue he/she must satisfy the following requirements-

(a) Must represent this Association:

(i) As a team member at the Open level OR represent in a NSW All Schools Team at the Open level providing he/she was selected to trial through this association's selection process and is currently enrolled in a government school.

OR

(ii) In an individual open event.

OR

(iii) Win an open individual event in a competition conducted by this association.

OR

(iv) Be a member of a crew that wins an open event at a Combined High Schools Championship(s) or be a member of a crew that wins the overall point score at a Combined High Schools Championship.

(v) In the sport of Australian Football, a Blue may be awarded to a student who is a member of the NSW team that competes at the School Sport Australia, Australian Football Championships.

(vi) In the sport of Cross Country a competitor competing in the 17yrs age group and the 18 years + age group shall be eligible for the award of a NSWCHS Blue.

(vii) As an Umpire or Referee who has officiated at a School Sport Australia event or an Interstate Exchange, providing he/she was selected after officiating at either a CHS Championship or a NSW All Schools Trial, and is currently enrolled in a government school. (This Blue would be in addition to the two blues per gender per sport. Sports would be able to nominate a maximum of one umpire/referee Blue per gender per sport in any one year).

(b) Must satisfy his/her convener, coach and the Blues committee that he/she has the spirit of Combined High Schools at heart. This would include attending all games and coaching sessions when physically able to do so.

(c) His/her demeanour and dress on and off the field to satisfy requirements as stipulated.

(d) It must be emphasised that the nominee’s ability on the field is in the first instance paramount for his/her nomination.

(e) That is any one year that the maximum of two blues per sex per sport may be nominated.

(f) A boy/girl can only receive up to a maximum of two (2) Blues in any sport, one (1) as an official and/or one (1) as a participant.

(g) Where there is more than one nomination in a sport, an order of merit be used by the convener when presenting his/her nominations.

4.5.3 The award

The award shall consist of:

Medallion.
A scroll.
A letter outlining his/her award and how it was obtained.
A suitable document presented to the school of the recipient.

4.5.4 The Val Lembit Trophy

The nominee must be a male Combined High Schools Blues recipient (past or present) or have represented the Association at the highest level in three (3) or more sports, and will be the most outstanding sportsman for the year in NSWCHSSA and or NSW All Schools and or School Sport Australia activities. Nominations can be made by a convener or the Blues Committee. A separate nomination on Blues Nomination Sheet 8 plus the students Blues Nominations forms must be presented to the Blues Committee by the closing date. The Blues Committee will consider all nominations and recommend the successful candidate to Council for ratification at the November Council meeting.

4.5.5 The Betty Bowen Memorial Trophy

The nominee must be a female Combined High Schools Blues recipient (past or present) or have represented the Association at the highest level in three (3) or more sports, and will be the most outstanding sportswoman for the year in NSWCHSSA and or NSW All Schools and or School Sport Australia activities. Nominations can be made by a convener or the Blues Committee. A separate nomination on Blues Nomination Sheet 8 plus the students Blues Nominations forms must be presented to the Blues Committee by the closing date. The Blues Committee will consider all nominations and recommend the successful candidate to Council for ratification at the November Council meeting.

4.5.6 "Blues" Presentation function

"Blues" recipients are requested to be in Combined High Schools uniform or school uniform when attending the "Blues" Presentation function.

4.6 Sun Protection policy

4.6.1 Introduction

(a) It is well known that Australia has the highest incidence of skin cancer in the world.

(b) Levels of ultraviolet radiation are particularly high in many locations around Australia.

(c) Many sporting events organised by the NSWCHSSA and its member associations are conducted outdoors and in locations which have been identified as high skin cancer risk areas, particularly at certain times of the day.

(d) It is therefore incumbent on the NSWCHSSA and its member associations to protect students and staff to the greatest possible extent from the dangers of exposure to the sun.

4.6.2 Aims

The aims of this policy are to promote:

(a) An awareness of the dangers of the exposure to the sun and the need for protective measures.

(b) The need for positive attitudes and responsible behaviours toward skin protection.

(c) Practices which can reduce the incidence of skin cancer.

4.6.3 Implementation Strategies

In order to ensure that all participants at NSWCHSSA events are afforded the best possible protection from skin damage caused by the sun, the following implementation strategies are recommended:

(a) The NSWCHSSA and affiliated associations should ensure that team uniforms are suitable for the locations to be visited and that hats are included.

(b) The NSWCHSSA and affiliated associations where possible, should schedule matches outside the identified high risk times.

(c) The NSWCHSSA and affiliated associations where possible, should ensure that adequate shade areas are provided at competition venues.

(d) The NSWCHSSA and affiliated associations should ensure that team officials provide modelling behaviours which are appropriate for protection from the sun.

(e) The NSWCHSSA and affiliated associations should ensure that team officials encourage personal protection measures for students at all times, including:

Encouraging the wearing of hats when in the sun
Encouraging the use of a 30+ water based broad spectrum sunscreen
Encouraging the use of available shade areas whenever possible

The above are protective measures which the NSWCHSSA encourages all participants to embrace, so as to ensure that appropriate precautions are taken when exposed to the sun.

4.6.4 Heat stress

Heat stress can also affect sporting performance.

It is recommended that the NSWCHSSA and affiliated associations ensure that their team officials are familiar with Sports Medicine Australia's "Heat Stress and Exercise Guidelines".

4.7 Policy for minimising violence in school sport

4.7.1 Introduction

We all should be aware that we are living in an ever increasing culture of violence. It is unrealistic to think this would not spill over into the school yard or onto the school sporting field. It is the intention of this policy to enunciate some guidelines to assist schools and School Sports Administrators in addressing this problem.

It would be a pity that a few isolated incidents were allowed to detract from the enormous benefits gained by students and teachers through participation in school sport.

(a) Types of violence

Physical
Racial vilification

(b) Ways in which violence can occur

Physical - On Field
Physical - Off Field
Verbal - use of foul language etc               
Racial Vilification - including lack of understanding and tolerance of different cultures

(c) Spectator interactions - physical verbal vilification

4.7.2 Why does violence occur at school sport

(a) Lack of pre-match preparation

(i) venue, suitable referee(s), ground administration, pre-match organisation and discussions

(ii) Unrealistic player expectations (often transmitted by team officials)

(iii) Unprofessional conduct by team officials eg comments from the sideline

(iv) Lack of acceptance of authority by student(s)

(v) Lack of understanding of the "Rules of the Game"

(vi) Lack of self-discipline by players and spectators

(b) Crowd behaviours:

Student teacher ratios
Uninvited spectators
Spectators made up of absentee teachers’ classes
Negative ex-student influences

(c) Lack of understanding of cultural differences

(d) Poor group dynamics eg "gang" mentality

4.7.3 Guidelines

(a) All members of school sporting groups (school/zone/area/state) must formulate and implement a Code of Behaviour for competition sport officials. This Code of Behaviour should be relevant and appropriate to the needs and expectations of their respective community.

(b) Anticipate and pre-empt potential problems

(i) have clearly defines roles

The host (home school)
The guest (away school)
Exchange pleasantries prior to and after game

(ii) Venues

Suitably enclosed ground
Safety of players / spectators
Crowd control avenues

(iii) Spectators

Strategically placed spectators
At state knockouts, school Executive member(s) to be present
Crowd control officials be placed strategically as fulltime approaches
Appropriate signage relating to uninvited guests
Possibly employ positive roles for ex-pupils
Discourage negative ex-pupil role models
Appropriate student / teacher supervision ratios
Schools must be responsible for their spectators

(c) Focus on the interface of participation rather than winning. Emphasise the "School on Display" only take students in school uniform to knockouts, who have exhibited acceptable behaviour. ie even if this means entering fewer knockouts.

(d) All sporting codes are to be encouraged to introduce into their Rules /Laws, provision for a "Cooling off Period" and or a "Sin Bin". The "Cooling off Period" will be for all members of both teams.

(e) In the case of the "Sin Bin", team members will be sent to a position as indicated by the relevant sporting association rules and guidelines. They must not interact with the crowd and / or reserve players.

4.7.4 Referees / Umpires

State conveners or their appointee(s) should arrange to visit the referees association of their respective "State Sporting Organisation" to in-service referees/umpires in regard to violence in "School Sport" to ensure that they understand the cultural make up of different areas so that they become tolerant in understanding cultural differences.

4.7.5 Punitive Action

(a) In the event of these guidelines not being adhered to, to the extent that "School Sport" has been brought into disrepute, it is expected that schools (under their School Sport Policy), zones, regions and state associations under their judiciary policy, would have in place, clear guidelines and procedures to deal immediately with such incidents that occur under their control.

(b) State Conveners must ensure that the "State Sporting Organisation" has in place clear guidelines for addressing the problems that may occur in relation to violence in their sport. In matters of suspension, school/ "State Sporting Organisation" suspensions should carryover.

(c) In State Knockouts

(i) Should a school bring the CHS into disrepute in any code, that school may be disqualified from that sport knockout in that year or denied entry into the knockout in the following year.

(ii) Should a school bring the CHS into disrepute in two or more knockouts in any one year that school may be disqualified from that sport knockout in that year or denied entry into all knockouts in the following year.

(iii) Should a teacher or student bring the CHS into disrepute or breach the D of E Code of Conduct they may have consequences placed on their involvement in CHS events including being denied involvement in competitions organised by CHS in the following year.

(d) Zone/Regional Sport

(i) Should a school bring the zone/region into disrepute in any code, that school may be disqualified from that sport knockout in that year or denied entry into that sport knockout competition in the following years competition.

(ii) Should a school bring the zone/region into disrepute in 2 or more sports in any one year that school may be disqualified in all knockouts to be completed that year and also be denied entry into all Knockouts in the following year.

(iii) Recommendations regarding the participation of schools in zone, region or CHS sporting or knockout competitions, should be forthcoming from a constituted judiciary/disciplinary committee at the appropriate level where the school was deemed to have committed the act.

(e) Reporting serious incidents

In sporting competitions where an incident of a serious nature occurs, participating schools should immediately make the following notifications-

- The "Serious Incident" report pro forma should be completed and e mailed to the respective Director, Public Schools NSW.

- The relevant Regional Sports Co-ordination Officer should be notified.

- The CHS Executive Officer should be notified.

A "Sporting Competition Incident Report" is to be obtained from the NSWCHSSA office and completed by all schools involved, and forwarded to the NSWCHSSA office within 48 hours of the incident.

(f) Managing Serious incidents

Where a serious incident has been notified, a "Sport Disciplinary Committee" will be convened to investigate, and where appropriate take disciplinary action - see 4.7.5 (c) and (d).

At the NSWCHSSA level this committee will comprise-

- Three (3) Vice presidents

- The relevant sport convener

- The CHS Executive Officer

 

4.7.6 Judiciary Procedures

Judiciary Procedures for NSWCHSSA Sports/Regional Sports Associations (to be used in circumstances where individual sports do not have a specific Sport Judiciary Policy included in their Rules and Guidelines)

(a) The Judiciary will consist of:

(i) CHS/Regional sport convener (or representative)

(ii) CHS/Regional Sports Association Vice President or nominee

(iii) A nominee of the "State Sporting Organisation" (or representative)

(iv) Principal of the school the student attends or nominee

(v) Regional Sports Co-ordination Officer (in the situation where the Region Sports Association is responsible for the convening of judiciary committee)

(vi) At the CHS level the Chairperson of the judiciary will be the sport convener (or representative). At the regional level the Chairperson of the judiciary will be a Vice President or his/her nominee.

(b) Procedures for Sports Association Judiciary Hearings:

(i) The judiciary will be activated upon receipt of a report of the match referee/umpire to the Regional Sports Co-ordination Officer/ convener of the sport. This report should be forwarded within forty-eight hours of the completion of the match.

(ii) The judiciary should be convened within seven days of the receipt of the report.

(iii) Student(s) involved will be notified through their school principal. The student must be given at least three school days’ notice of the date of the impending judiciary hearing.

(c) At the Judiciary Hearing:

(i) The student maybe represented if so desired by: one parent and or one community representative.

(ii) The Chairperson will always have as his/ her priority the welfare of the student together with their educational wellbeing and future.

(iii) The Chairperson will introduce the judiciary panel to the student and his/ her representative(s).

(iv) The Chairperson will read the charge(s) to the student and his/ her representative(s).

(v) The referee(s) will be given the opportunity to present supportive evidence to the charge.

(vi) The judiciary will then table any documentary evidence pertinent to the charge(s).

(vii) The student will be asked whether they are pleading guilty or not guilty to the charge(s).

(viii) The Chairperson will give the student and his/ her representative(s) adequate time to present their case. This may include supportive documentary evidence.

(ix) At the conclusion of evidence all persons except the judiciary will leave the room.

(x) The student will be advised in writing through his/ her school principal of the outcome of the judiciary within five days of the judiciary hearing.

(d) Where distance is a factor, the judiciary hearing can be convened by teleconference.

4.7.7 Suspensions:

(a) Suspension by CHS/Regional Sports Associations.

All suspensions by CHS/Regional Sports Associations will be notified to the respective State/National Sporting Organisations.

(b) Suspensions by State/National Sporting Organisations.

Suspensions imposed by respective State/National Sporting Organisations will be recognized by all school sport associations.

4.7.8 Appeals:

(a) Any appeals to the finding of the judiciary will be held by the Appeals Tribunal which will consist at the regional level of:

(i) The Principals representative to the Regional Sports Association.

(ii) A representative of the NSW Branch of the appropriate "State Sporting Organisation".

(iii) The Regional Sports Association President who will act as Chairperson.

(b) Any appeals to the finding of the judiciary will be held by the Appeals Tribunal which will consist at the CHS level of:

(i) Senior representative of the Department of Education

(ii) A representative of the NSW Branch of the appropriate "State Sporting Organisation".

(iii) The CHS President who will act as Chairperson.

(c) The decision of the Appeals Tribunal is final. In coming to a determination the Appeals Tribunal may decide to uphold the suspension, increase the suspension, amend the suspension or decrease the suspension.

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