Junior Handbook

Roles and Duties for Club Officers

Chairman, Mini Rugby

Lead and effectively administer the junior rugby programme for the U6 to U12 age groups. Represent the Mini Rugby programme on the Executive Committee of the Club. Ensure that all minis volunteers have completed ERC’s volunteers’ registration form, been photographed for the club database, provided a photocopy of their passports and submitted a completed CRB form. Maintain accurate records for all mini and youth coaching staff and provide updated information to the club Database Manager and MCRFU as required.

Chairman, Youth Rugby

Lead and effectively administer the junior rugby programme for the U13 to U16 age groups. Represent the Youth Rugby programme on the Executive Committee of the Club. Ensure that all youth volunteers have completed ERC’s volunteers’ registration form, been photographed for the club database, provided a photocopy of their passports and submitted a completed CRB form. Maintain accurate records for all mini and youth coaching staff and provide updated information to the club Database Manager and MCRFU as required.

Director of Rugby

Provide specialist assistance to age group coaches in mini, youth and colts sections and arrange for specialist outside coaching on an as-needed basis. Liase with the RFU and MCRFU to ensure the club is up to date with laws of the game, continuum changes, safety issues, tactics, training methods and interpretation of the laws.

Child Protection Officer

Shall keep up to date on the latest child protection policy from the RFU, MCRFU and other local and national sources. The current Child Protection Policy shall be reviewed on an annual basis and recommendations for changes shall be brought to the attention of the Mini and Youth Chairmen for presentation to, and ratification by, the Executive Committee. The CPO shall attend Child Safety and other, related, seminars as necessary. The CPO shall investigate and document any instances of abuse or suspected abuse and pass the relevant information onto the Mini and Youth Chairmen Team, MCRFU, RFU and local authorities. The CPO shall lead child protection workshops throughout the season to ensure that all coaches and managers are kept up to date on child protection issues.

Fixtures Secretary

Shall arrange for the fixtures for the upcoming season no later than 1st January of the preceding season. The FS shall reconfirm the match with the opposition club(s) no later than two weeks prior to a match, triangular, festival or joint training session. The FS shall finally reconfirm the event on the Thursday immediately preceding the Sunday. The FS shall, in conjunction with the Festival Manager and the Mini and Youth Chairmen, seek opposition for the annual Ealing Mini Rugby Festival and ensure that all participants are confirmed no later than 01 May of the preceding year. The FS shall maintain accurate records of all clubs against which Ealing has competed and is responsible for writing thank you letters the hosts of all mini and youth festivals to which Ealing have been invited.

Hon Treasurer

Shall maintain accurate records of the income and expenditure of the junior rugby programmes. The Hon Treasurer shall assist in the preparation of budgets, monitor expenditure and assist in the preparation of grant applications.

Merchandise Manager

Shall administer the club shop and ensure that it is staffed on Sundays when Ealing are at home. The MM makes sure that all stocks of approved items are kept at necessary levels throughout the season. The MM shall keep accurate records of sales and shall administer the Merchandising account in an efficient manner, reporting to the Executive Committee on a periodic basis.

Medical Officer

Shall assist in assessing any injuries to junior players during matches and shall organise and administer first aid courses to parent volunteers on an annual basis. The MO shall annually review the contents of the age group first aid kits with the Coaching Coordinator to ensure that they are appropriate.

Festival Committee

Shall lead the organisation of the annual Ealing Mini Rugby Festival. The FC shall ensure that a rota of parent volunteers is in place, arrange for medals and trophies to be ordered in a timely manner, produce participation certificates, oversee the preparation of a colour brochure, and make arrangements for attendance by St Johns Ambulance on the day. The FC shall lead the Festival Committee to ensure that all matters are dealt with in a timely manner and that the Festival is a success.

Membership Secretary

Shall oversee the annual registration of all returning members in the junior rugby programmes to ensure that membership fees are paid and accurate information is held. The MS shall prepare the forms for the registration of new players with the RFU and shall monitor the RFU process to ensure that it is concluded in a timely manner. The MS shall liaise with the Database Manager to ensure a smooth flow of information to and from the database.

Database Manager

Shall maintain the club’s database to ensure that all records are current. The DM shall prepare player rosters, medical reports and other such reports as may be necessary. The DM shall liaise with the Registration Manager to ensure that all registration information is maintained and current. The DM shall also input and manage information on the senior membership as and when it is made available. All information shall be maintained in accordance with the Data Protection Act and relevant EU normatives and directives.