Page 1


UKPA HANDBOOK REVISIONS REGISTER Where revisions have been made to the previous year’s copy these will be highlighted by a line in the right hand margin, as demonstrated in this paragraph . Sect. No. Intro Intro Intro 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 App 1 2.1 2.2 App 1, 2.2 2.3 App 1, 2.3 App 2, 2.3 App 3, 2.3 App 4, 2.3 App 5, 2.3 App 6, 2.3 App 7, 2.3 App 8, 2.3 App 9, 2.3 App 10, 2.3 App 11, 2.3 App 12, 2.3 App 13, 2.3 App 14, 2.3

2.4 2.5 App1, 2.5 2.6 2.7 3.1 3.2 3.3 3.4 3.5 App 1, 3.5 App 2, 3.5

TITLE INTRODUCTION UKPA Liability Insurance UKPA Handbook Revisions Register Contents YEARBOOK Chairman’s Message Who’s Who in the UKPA Club Information Tournament Schedule Membership Fees for 2014 What’s New in 2014 UKPA Squad Details 2013 UKPA Award Winners 2013 Nationals Results Summary of page changes to UKPA Manual 2014 ORGANISATION The Constitution The Executive Committee Executive Committee Code Of Conduct Officers Duties & Responsibilities (inc. Appendices 1-12) Appointed Officer Appointment Procedure Membership Secretary Post Description Chief Umpire Post Description Chief Coach Post Description Not used Chief Selector Post Description Chief Child Welfare Officer Chief Health and Safety Officer Marketing and Sponsorship Officer Post Description Coaching Development Officer Post Description Chief Horse Welfare Officer Post Description Executive Umpires Post description Chief Player Gradings Officer Post description Universities Liaison Officer Post Description Regional Structure & Representation Organisation Guidelines for Polocrosse Clubs UKPA Club Code Of Conduct Membership Rules & Procedures Overseas Players Rules ADMINISTRATION Arbitration of Rules, Codes & Procedures Code of Conduct Complaints and Disciplinary Procedures Health &Safety Policy and Procedures Child Welfare Policy & Procedures Child Welfare Procedures for the UKPA Child Welfare Procedures for Clubs Intro - 1



5 7 7

May 12 Mar 14 Mar 14

1 1 1 1 1 1 1 1 1 1

Mar 14 Mar 14 Mar 14 Mar 14 Mar 14 Mar 14 Mar 14 Mar 14 Mar 14 Mar 14

4 4 1

Nov 13 Mar 14 Apr 13

4 1 1 2 2

Mar 14 Apr 13 Apr 13 Mar 14 Apr 14

1 2 1 1 1 1 1 1 1 3 2 2 4 2

Apr 13 Mar 14 Apr 13 Apr 13 Apr 13 Apr 13 Apr 13 Mar 14 Mar 14 Mar 13 Apr 13 Mar 14 Mar 14 Apr 13

3 2 3 3 3 1 1

Mar 14 Apr 13 Mar 14 Mar 14 Mar 14 Mar 14 Mar 14 Issue 8

Sect. No.


App 3, 3.5 App 4, 3.5 3.6 App1, 3.6 3.7 3.8 3.9 3.10 3.11

Reporting Procedures for Child Welfare Concersns Good and Poor Practices National Squads & Selection Procedures Residency Guidance Player Grading Structure, Rules & Procedures Umpire Procedures & Grading Coaching & Coach Accreditation Data Protection Policy & Procedures Field, Sobriety & Impairment Assessment Policy & Procedures RULES OF THE GAME Polocrosse Rules of Play Penalties Protective Riding Helmets Umpire Signals TOURNAMENTS Tournament Procedures UKPA Dangerous Vices Procedure Not Used Tournament Checklist Transferred to Tournament Pack Transferred to Tournament Pack Tournament Divisions Green card Procedure Procedures For Goal Judges, Scorekeepers Timekeepers And Field Marshals Horse Welfare at Tournaments - Rules And Procedures

4.1 App 1 App 2 App 3 5.1 App 1, 5.1 App 2, 5.1 App 3, 5.1 5.2 5.3 5.4 App 1, 5.4 5.5 5.6

Intro - 2



1 1 4 1 2 3 2 2 2

Mar 14 Mar 14 Mar 14 Mar 14 Mar 14 Mar 14 Apr 13 May 07 Apr 13

2 2 1 1

Mar 14 Mar 14 May 12 May 12

4 1 n/a 3

Mar 14 Apr 13

4 1 3

Apr 14 Apr 13 Mar 14


Mar 14

Apr 13

Issue 8


Chairman’s Message


Who’s Who in the UKPA


Club Information


Tournaments Schedule


Membership Fees


What’s New


UKPA Squad Details


Award Winners


Nationals Results

Sect. 2 - Organisation 2.1

The Constitution


The Executive Structure


Officers Duties and Responsibilities


Regional Structure & Representation


Organisation Guidelines for Polocrosse Clubs


Membership Rules & Procedures


Overseas Players Rules

Sect. 3 - Administration 3.1

Rules, Codes & Procedures Arbitration


Code of Conduct


Arbitration & Disciplinary Committee & Procedures


Health & Safety Policy & Procedures


Child Protection Policy & Procedures


National Squads & Selection Procedures


Player Grading Structure, Rules & Procedures

Intro - 3

Issue 8


Umpire Accreditation Procedures & Grading


Coaching & Coach Accreditation

3.10 Data Protection Policy & Procedures 3.11 Field, Sobriety and Impairment Assessment Policy and Procedures Sect. 4 - Rules of the Game 4.1

Polocrosse Rules of Play App 1 Penalties App 2 Protective Riding Helmet Rules App 3 Umpire Signals

Sect. 5 - Tournaments 5.1

Guidelines for Tournament Organisers


Not Used


Not Used


Tournament Divisions


Procedures for Goal Judges, Scorekeepers Timekeepers and Field Marshals


Horse Welfare at Tournaments, Rules and Procedures

Intro - 4

Issue 8


Section 1.1 THE CHAIRMAN’S MESSAGE FOR 2014 Dear Members, Welcome to the new season of 2014. After a very successful 2013 we are looking to continue the development of the sport this year. There are a number of changes and improvements being put in place in an attempt to make the sport safer, fairer and more attractive to new players. We will be producing an Umpires’ Manual to help promote better umpiring along with a training video and possibly full umpire training days on horseback. We also have a Field Marshal Training and Information Pack to help develop high quality Field Marshals. Child Welfare and Arbitration procedures have been upgraded and streamlined to bring them in line with the requirements of the BEF and to make them more user friendly. There are more UKCC candidates coming through and a CPD day has been arranged to encourage the development of the existing coaches. With the appointment of a Universities Liaison Officer (ULO) we are looking to promote the sport better within the universities in much the same manner as polo has done so successfully. All these initiatives rely on member support to make them work so if you feel you have something to offer in any of these areas please do not hesitate to get in contact with the relevant Appointed Officer. The changes to the Junior and Primary Junior divisions are intended to produce a fairer playing field for the younger players and to merge better with the way Pony Club run their polocrosse. Much work has been done with the Pony Club with the hope that this will draw more young players in to the game. Nationals is back to the bank holiday in August giving the event more time and we are hoping to pursue additional main stream sponsors with a view to bringing more money in to the sport. Good luck and good playing.

Eric Jenkinson (UKPA Chairman)


Issue 1

Section 1.2 WHO’S WHO IN THE UKPA The UKPA Executive Committee 2014 Elected Posts Chairman

Eric Jenkinson Mobile: 07771 551993 E-mail:


Anna Kimber Tarbuck Mobile: 07749 960955 E-mail:

Chief Executive Officer

Barry Amor Mobile: 07806 483606 E-mail:


Quintin Cornforth Tel: 01926 484687 E-mail ;

International Officer Representative

Steve Whitehouse Tel: 07711 143795 E-mail: international

Sport Development Officer

Gill James Tel: 07944 394144 E-mail: Sportsdevelopment

Member Representative

Iain Heaton Tel:07799360439 E-Mail: Executive Roles

Health and Safety Officer (EHSO)

Barry Amor (CEO)


Issue 1

Section 1.2 APPOINTED OFFICERS Membership Secretary (MS)

Jan Jenkinson Tel: 01905 391537 Mobile: 07597544913 E-mail:

Arbitration and Disciplinary Board Chairman (ADBC)

Chris Edwards Tel: 07590 691280 E-Mail:

Chief Umpire (CU)

Robert Jenkinson Tel: 07832 147937 E-mail:

Chief Child Welfare Officer (CCWO)

Sarah Tufnell Tel: 078124 448204 E-mail:

Chief Coach (CC)

Tom Simkin Tel: 07766 069327 E-mail:

Coaching Development Officer (CDO)

Ursula Scott Tel: 07899 937926 E-mail:

Marketing and Sponsorship (MSO)

Iain Heaton Tel: 07799 360439 E-mail:

Chief Health and Safety Officer (CHSO)

Sarah Simkin Tel: 07786 382146 E-mail:

Chief Horse Welfare Officer (CHWO)

Martin Leith (BvetMed MRCVS) Tel: 07778 059163 E-mail:

University Liaison Officer

Emily Gilfillan Tel: 07720 083944 E-Mail:

Chief Gradings Officer (CGO)

Kate Henning Tel: 01580 240157 E-Mail:

Chief Selector


Executive Umpires (EU)

Barry Amor Kerry Bean Dan Duhig Wayne Henning Debbie Harris Simon Shearing Tom Simkin Jason Webb YrBk-3

Issue 1





Quintin Cornforth 07973 202570

Barbara Rowland 07946 069552

Club Colours Burgundy/white CWO Sophie Phillips 07578 191758 CELYN

John Marsland 07778 017439

Anna Kimber Tarbuck 07749 960955

Club Colours Bottle green/white/red CWO Faye Scott 07531 691856 CHILTERN

Robin Winder 07557 642683

Sharon Winder 07557 642683

Club Colours Gold/black/white CWO Sue Cook 07866 686166 COTSWOLD

Jonathan Keen 07894 166007

Rachael Gayler 07766 077639

Club Colours Navy blue/black/gold CWO Ursula Scott 07899 937926 KENT TARGET

Sophie Harding 07776 203154

Jennifer Lonsdale 07796 694085

Club Colours Navy blue/pink CWO Anna Kish 07971 337561 LEDBURY LIONS

Jane Whitehead 07789 967065

Hayley Marsh 07837 117938

Club Colours maroon/gold CWO Philippa Whitby 07946 511650


Issue 1

Section 1.3 CLUB




Tim James 07836 567932 Club Colours Purple/Gold CWO Tanis Loutsiou 07590 442208


Katie Gillanders 01577 840740

Gill James 07944 394144

Harry Chrisp 07711 828354

Club Colours Purple/Gold CWO Pam Drew 07985 684931 PENNINE

Chris Slater 07944 255498

Charlotte Slater 07908 209150

Club Colours Navy blue/Royal Blue/Lime Green/white CWO Elizabeth Swift 07718 751405 RUGBY

Philip Baker 07801 033834

Sammy Connors 07970 714693

Club Colours Navy/Maroon CWO Nadine Bristow 07970 228536 WELSH DRAGONS

Lewis Parr 07854 706080

Sarah Tufnell 07824 448204

Club Colours red/white/green CWO Rachel Smith 07768 740296


Issue 1





10/11 May

Early Season UKPA

Rugby Polox Club, Onley

31 May/1 June


Drakes Broughton, Worcs (multi-horse)

7 June

Welsh Dragons


15 June

Cotswold One day

Pimbury Farm, Tetbury, Nr Cirencester

21/22 June

Polocrosse Extreme


5/6 July


Henley-in-Arden, Warcs

12/13 July


Rugby Polox Club, Onley

19/20 July


Pimbury Farm, Tetbury, Nr Cirencester

2/3 Aug


Backford, Chester

5/8 Aug

Midland Camp

Henley-in-Arden, Warcs

9/10 Aug

Midland Tournament

Henley-in-Arden, Warcs

21/22/23 Aug

UKPA Nationals

Rugby Polox Club, Onley

6/7 Sep


Rugby Polox Club, Onley

For further details and updates see the UKPA website


Issue 1

Section 1.5 FEES FOR 2014 1. Individual membership 1.1. Membership fees for the UKPA individual members are set by the UKPA executive Committee for each year. 1.2. For the purposes of membership all ages are taken as the age on 1 Jan 2014 Individual Membership Fees for 2014 Senior Player


Under 21 Player




New Senior Member

Players aged 21 yrs and over on 1/1/2014 Players aged under 21 yrs on 1/1/2014 1 or 2 parents/guardians and children of that family under 21 yrs on 1/1/2014


First Year only

New U21 player


First Year only

Overseas Player


Non Playing



Single Event


28 consecutive days


Only one single event or 28 day period membership is allowed in any one calendar year.

2. Club Membership 2.1. Membership fees for the UKPA affiliated clubs are set by the UKPA executive Committee for each year. 2.2. The cost of affiliation is dependent upon the number of UKPA members a club has. 2.3. Minimum fee is £50, payable by the 1 st Jan each year. 2.4. Fees are £50 per ten members (or part thereof). 2.5. Club membership size will be reassessed on 1 July 2014 and further fees may be required. Affiliated Club Membership Fees 2014 REGISTRATION FEES 2014 The size of the club will be assessed again on 1.7.2014 and additional fees may be due.


FEE £50

11 to 20


21 to 30


Over 30


3. Tournament Licensing 3.1. The fee for the licence remains at £80 per tournament


Issue 1

Section 1.7 WHAT’S NEW IN 2014 1. Changes to the UKPA Manual 1.1. There have been some changes to the Manual for 2014. All the changes are highlighted by a line in the right hand margin, demonstrated here. 1.2. The main changes to the way the UKPA works are summarised below. 1.3. The Revision Register indicates the changes for 2014 1.4. The page numbering has changed to assist in identification and to make changes easier to control. 2. Regional Structure (Section 2.4) 2.1. The UKPA Regional Structure was annulled at the 2013 AGM. 2.2. All references to ‘Regional’ have been removed from the other sections 3. Arbitration of Rules and Procedures (Section 3.1) 3.1. The Executive is now acting as the arbitration committee over rules 4. Complaints and Disciplinary Procedures (Section 3.3) 4.1. The procedure has been rewritten to bring it in line with the BEF system and to make it easier to apply. 5. Child Welfare (Section 3.5) 5.1. The Child Welfare procedures have been rewritten to bring them in line with BEF requirements. 5.2. A Club Child Welfare ‘Pack’ is available from the website giving all the necessary forms and procedures etc. 5.3. Online training for Club Child Welfare Officers (CWO) can be obtained from the UKPA. 6. Player Grading System (Section 3.7) 6.1. The procedures have been modified to bring them in to line with common practice 7. Playing Rules 7.1. There have been some changes to the playing and the rulebook is now at Issue 2. All other rulebooks are now invalid. 7.2. There have been major changes to the layout of the Junior and Primary Junior Divisions 7.3. For full details of the changes see the rulebook itself and the UKPA website. 8. New Officials 8.1. A number of new posts and roles have been created within the UKPA to try and spread the work load more evenly and to put experienced players and managers in the position to make a real difference in polocrosse in the UK. 8.2. Details can be found in the Handbook and on the website. 9. Umpiring System 9.1. An Umpires’ Manual will be produced for 2014 bringing together all the information required by Umpires. This will include an expanded rulebook giving guidance on the interpretation of the rules. YrBk-4

Issue 1

Section 1.7 UKPA SQUADS 1. Squads, International Matches and Tours 1.1. The members of the squads/lists for 2014 are given below: JUNIORS Men Alex BROWN Freddie LEITH Charli RALLI Max PEDLEY Jack BROWN George PARRISH Ladies Alice KISH Erin TUFNELL Lucy ADAMS Josephine CAMERON Meg SMITH Laurie CAM Manager - Laura DONNELLYCoach - Debbie HARRIS U21s Men Tom BOWDEN-EYRE Matt SMITH Alex RILEY Harry TWINBERROW Jonathan SWIFT Pip ROWLAND Ladies Alice ZAWODA Beth SCOTT Daisy ADAMSON Layla HENSHAW Lauren WILLIAMS Livvy FOLLEY Manager - Agi DUHIG Coach - Alex BULL OPEN Squad tbc Manager - Steve WHITEHOUSE Coach - tbc YrBk-5

Issue 1

Section 1.8 UKPA AWARD WINNERS – 2013




Charles Mason trophy

Martin Leith

Presented to a non player who has contributed significantly to polocrosse during the year and is not an executive member

Laura Millington memorial trophy

Chris Milburn

A Pony Club and UKPA member who has contributed significantly to the sport

Minter Strover Trophy

Max Pedley

An under 16 player who has contributed most to the sport as a player, in stick and horse skills, is an ambassador to the sport, their club and the association

Chapple Shield

Sean Hardy

Most improved player

Jock McKay Trophy

Santi – Simon Amor

Janet Jones memorial Trophy league

Kent Target

Most successful club for the season

Polocrosse Extreme Cup Winners

Kent Target

Success related to club size

Players’ Umpire Award

Beth Scott

Selected by the players

Players’ Player Award

Debbie Harris

Selected by the players

Open A men’s No 1

Jason Webb

Open A men’s No 2

Joel Sics

Open A men’s No 3

Dan Duhig

Open A women’s No 1

Rachael Gayler

Open A women’s No 2

Hazel Wilson

Open A women’s No 3

Sarah Simkin

Best overall horse for the season


Issue 1




Nationals Trophy


Kelly Farr, Equine Therapist


Ledbury Van Hire

Upper C

Lower C

WiddopBingham Juliana Collection




Kent Target



Kent Target


Will Halcrow

Domalon Will Halcrow

Vale Impi

Kent Target

Joe Hopkins

Papoose Sarah Peaker


Kent Target Seymour Smith

Governor Sophie Phillips




Henry Christiansen

Torda Henry Christiansen

Rugby Dragons

Northern Lions

Jeremy Pidgeon

Milly Jeremy Pidgeon

Bombers, Prospect Care Fostering Services


Northern Lions

Lucy Adams

Splodge Russell Smith

Bombers, Gener8 Finance


Welsh Dragons/ Rugby

Tegan Bristow

Gilly Theo Cornforth



Trip Africa



Welsh Dragons

Pegasso Leatherware, Microlynx CCTV solutions



Bomber Junior Trophy Lucy Adams (Celyn) Best Newcomer Jeremy Pidgeon (Rugby) Kirsch Cup Fin Bristow (Rugby) Fletcha Peron Trophy (veteran horse) Tiny, owned by John Marsland (Celyn)




Sect. 2.1


The Objectives of the Association


Manage, promote and encourage playing Polocrosse in the United Kingdom and represent the UK internationally in the sport.


Monitor and ensure compliance with legislation applicable to the Association.


Develop Rules and Regulations for the conduct and management of the Association and monitor and ensure the application of those Rules and Regulations.


Subscribe to, affiliate to, and become a member of any organisation concerned with the development and/or promotion of sport in general and in particular equine sport which will benefit the Association.


Obtain financial assistance in developing the sport by sponsorship from government, charitable and private sources.




The Colours of the Association are red, white, and blue


Name & Formation


The United Kingdom Polocrosse Association (UKPA) is the national governing body for polocrosse within the UK and is owned by its members. United Kingdom Polocrosse Association Limited is a company limited by guarantee which is owned by the UKPA on behalf of its members.


The Executive Directors of the Association.


The appointments of the Executive Directors of the UKPA are: Chairman Secretary Treasurer Chief Executive Officer


The Executive Committee of the Association


The Executive Committee comprises of;    

Executive Directors An officer with Member Representative responsibilities An officer with International and Squad responsibilities An officer with direct Sport Development Responsibilities

The Members vest in the Executive Committee the authority to make Rules of the Association and to acquire and disburse liquid and material assets of the Association The Executive Committee may, at its discretion, co-opt up to two additional members.

Cons - 1

Issue 4

Sect. 2.1

5.1.1 No more than three executive officers may be from the same UKPA affiliated club. 5.2

The Executive Committee appoint Officers (Appointed Officers) to organise and administer the activities and affairs of the Association,


Elected and appointed Officers of the UKPA may be removed from office by a secret ballot, “vote of no confidence”, proposed and seconded by Executive Committee members, with a majority of not less than two thirds of Executive Committee members. 5.3.1 If an elected officer is removed or retires from the Executive Committee a temporary appointment may be co-opted until the next General meeting of the association when an election to fill the position will be held. 5.3.2 If an appointed officer is removed from office the Executive Committee will appoint a replacement.


Meetings of the Executive Committee are convened by not less than twenty-one days (unless a lesser notice is agreed by all members able to attend the later date) written notice being given by the Secretary to the Officers of the Executive Committee. The Executive Secretary may invite Appointed Officers to attend meetings at which matters, relating to Officers appointments, are agenda items. Not less than four officers of the Executive Committee, personally present, constitute a quorum. Minutes of meetings are recorded and published, by the Secretary. 5.4.1 From the Committee’s discussions decisions are evolved for administration of the Association.


The Executive Committee has the following specific responsibilities: 5.5.1 To convene and hold General and Committee Meetings 5.5.2 To co-ordinate the Tournament fixtures of the Association. 5.5.3 To make Rules, governing the affairs and administration of the Association 5.5.4 To secure funding and sponsorship provided by the Government, sport, charitable, and private bodies to contribute to development of the sport. 5.5.5 To establish and collect fees and subscriptions payable by members of the Association 5.5.6 To appoint officers and specific purpose committees to assist in carrying out the responsibilities of the Executive Committee. 5.5.7 To acquire property, lands, buildings or equipment which may be considered necessary and to mortgage and to dispose of them 5.5.8 Generally to manage the business and affairs of the Association in such a way as to promote the Objectives of the Association.

Cons - 2

Issue 4

Sect. 2.1




The Trustees of the Association are the Executive Officers. Vested in the Trustees is management of all the property of the Association other than cash and bank accounts, which is vested in the Treasurer of the UKPA.


The Trustees maintain inventories of all property owned by the Association and take steps to value it at intervals appropriate to the nature of the property. The Trustees submit an annual report to the Executive Committee to confirm the existence, condition, current value, or disposal of the Association’s property.


Appointed Officers


The following UKPA Officers are appointed by the Executive Committee: Membership Secretary Chief Umpire Chief Health & Safety & Welfare Officer Chief Coach Chief Selector Marketing and Sponsorship Officer Chief Horse Welfare Officer Coaching Development Officer Chief Player Gradings Officer Such other appointments as the Executive Committee may decide as appropriate for the administration of the Association.

7.2 If an Appointed officer is removed from office or retires the Executive committee may immediately appoint another officer temporarily until the post is filled formally. 8.


8.1 The following Committees are established as specific purpose committees by the Executive Committee: Each committee’s function is to administer the Rules of the Association, applicable to their function, and recommend to the Executive Committee additions and amendments to those rules. 8.2 The CEO of the Association is an ex officio member of all committees established in accordance with this section. 8.3 All members of the Executive Committee, including ex officio members, are eligible to be co-opted to any of the following committees, at the discretion of each committee. 8.4 The Playing Rules Committee, whose members are: Chief Umpire - Chairman Executive umpires Chief Coach 8.4.1This Committee is responsible for maintaining a high standard of play and umpiring in the sport of Polocrosse in the UK and for making recommendations to the Executive Committee for amendments, as they consider necessary, to Cons - 3

Issue 4

Sect. 2.1

the UKPA Manual, Rules of Play. The Committee also addresses issues associated with playing polocrosse, including, tournament organisation, facilities, and general guidelines. 8.5 The Selection Committee, whose members are: Chief Selector - Chairman Appointed Selectors 8.5.1Any UKPA Team Captain, once selected, is an ex officio, non-voting member of this Committee throughout his/her appointment. 8.5.2Selectors are appointed by the Executive committee from suitably experienced members of the UKPA. 8.5.3This Committee is responsible for selecting players to form National Squads representing the United Kingdom. 8.6 The Umpires Committee, whose members are: Chief Umpire - Chairman Executive Umpires 8.6.1This Committee is responsible for assessing and reviewing the grades of all umpires throughout the playing season in accordance with UKPA rules and for publishing current umpires’ grading. 8.7 Player Grading Committee, whose members are; Chief Player Grading Officer – Chairman Selected Grading Officers 8.7.1 This Committee is responsible for assessing and reviewing the grades of all players throughout the playing season in accordance with UKPA rules and for publishing current playing members grading. 8.8 The Coaching Committee, whose members are: Chief Coach - Chairman Coaching Development Officer 8.8.1 The function of this committee is to develop coaching standards and methods to coach players and coaches to improve standards of play in the sport. 8.9 The Sport Development Committee, whose members are: Executive Sport Development Officer - Chairman Appointed Sport Development Officers Members recruited by the ESDO for their expertise in disciplines relevant to the promotion and development of polocrosse. 8.9.1 The function of this committee is to develop and promote awareness of the sport and expand membership.

Cons - 4

Issue 4

Sect. 2.1


Such other committees and appointments as the Executive Committee may decide as appropriate for the administration of the Association


Not Used




All applications for membership are to be made in writing, using the approved form, to the Executive Committee through the Membership Secretary. The Executive Committee may at its discretion accept or reject applications. Applications for membership constitute acceptance of the Constitution, Rules, and Regulations of the Association. There are the following classes of membership: 10.1.1 MEMBER CLUBS: An approved Polocrosse Club properly constituted as required by the Executive. All playing members of Member Clubs must be members of the UKPA. 10.1.2 ORDINARY MEMBERS: may be Individual Playing or Non-Playing Members. Such Members are defined as either Members or Junior Members (under 16 years of age). All playing members must be members of a member club. 10.1.3 HONORARY MEMBERS: such persons who, by virtue of distinguished services rendered to the Association, the Executive Committee may elect. Honorary Members are entitled to all the privileges of Ordinary Members without payment of a subscription. 10.1.4 TEMPORARY MEMBERS: may be accepted by the Executive Committee provided that membership does not run for longer than four consecutive weeks.


The Membership Secretary maintains a register of Members recording the names and addresses of all Clubs and persons who become Members together with such other details as are required by the Executive Committee.


Resignations from membership of the Association are addressed, in writing, to the Membership Secretary.


General Meetings


Meetings are held in places and at times decided by the Executive Committee, provided that not less than four weeks written notice (the 'Notice') is given to Club Members through the Secretary of each Club and to non-Club Members directly. Notice may be given in electronic format as long as this is individually addressed to members.


The Secretary of the Association calls for resolutions from Members not less than fourteen days prior to the despatch, of the Notice convening a General Meeting. Resolutions received are to be included in the Notice.


The Annual General Meeting of the Association is held not later than 31 st December each year and is open to all Members of the Association. Twenty

Cons - 5

Issue 4

Sect. 2.1

Ordinary Members, representing not less than three Member Clubs eligible to vote and personally present, form a quorum. 11.3.1 The Secretary of the Association calls for nominations for the election of Officers of the Executive Committee, due for election at the Annual General Meeting. The request is made not less than fourteen days prior to the despatch, of the Notice convening the Annual General Meeting and nominations received are to be included in the Notice. In the event that no nominations are received for vacant positions, the AGM Chairman calls for nominations (proposed and seconded) from the floor of the meeting. 11.4

Each Annual General Meeting is held for the following purposes:

11.4.1 To receive the Chairman’s report on the work of the Association during the year under review. 11.4.2 To receive the Secretary’s report and to approve the minutes of the previous Annual General Meeting and any other General Meetings held during the previous twelve months, Following their approval by a majority vote, the Chairman of the meeting signs the minutes as approved, 11.4.3 To receive and approve the Treasurer’s report, which includes an Income and Expenditure Statement and Balance Sheet. Following its approval by a majority vote the Chairman of the meeting signs the report as approved. 11.4.4 To elect the Executive officers of the Association 11.4.5 Elected officers retire biennially, serving a staggered term, but are eligible for re-election. Should a vacancy occur in any office during the year, the Executive Committee may co-opt a suitable Member to fill the vacancy until the next AGM. 11.4.6 To discuss and vote on resolution(s) which are submitted prior to the meeting. 11.4.7 To appoint and approve the remuneration of the financial auditors. 11.5 Extraordinary General Meetings are held in places and at times decided upon by the Executive Committee for a specific purpose(s) and are open to all “paid up” members of the Association. 11.5.1 The Executive Secretary is obliged to call an Extraordinary General Meeting, upon requisition to do so, in writing, by no less than twenty Ordinary Members representing not less than three Member Clubs, stating the purpose(s) for which the meeting is required. Twenty Ordinary Members representing not less than three Member Clubs eligible to vote, personally present, constitute a quorum. 12. Voting 12.1 At General or Executive Committee Meetings voting on Resolutions and collective Executive rulings, are decided by a simple majority, measured by a show of hands, for or against a proposed resolution or executive ruling. A secret ballot may be undertaken if the meeting chairman believes that the voting may be unduly affected by an open vote Cons - 6

Issue 4

Sect. 2.1

. 12.2 Where there is more than one candidate standing for a position at an AGM, election of Executive Officers is decided by a majority of votes cast, by secret ballot. If there is a single candidate they are elected unopposed, without a vote. 12.3 At Annual and Extraordinary General Meetings, Honorary Members and fully subscribed Members, other than Junior Members, present and attending are entitled to vote. 12.4 At Executive Committee Meetings each member of the Committee present is entitled to vote. 12.5 Voting by proxy at any General or Committee Meeting is not permitted. 12.6 At Executive Committee meetings, co-opted members are entitled to vote. 12.7 At any Sub-Committee Meeting, ex officio members have no voting rights but coopted members have voting rights. 12.8 The Chairman at Executive and General Meetings has a casting vote and a deliberative vote. 13. Minutes of Meetings 13.1 The Executive Committee Secretary records Minutes of all General and UKPA Forum Meetings of the Association and all meetings of the Executive Committee in a permanent media. The minutes record, as applicable; 13.1.1 Officers of the Executive Committee and members of the UKPA Forum present. 13.1.2 All resolutions, submitted, and voted on at General, and Executive Committee meetings. Any other business raised and discussed at a meeting. 13.1.3 Copies of the Minutes of all General, and Executive Committee meetings are communicated within 30 days of meetings having been held to;     

Executive Committee members, Appointed officers Member Club Secretaries Non-Club members posted on the UKPA website

13.1.4 Minutes posted on the website may be redacted of personal and sensitive information at the discretion of the Chairman. 14. Sponsorship 14.1 The Association welcomes sponsorship in the form of finance, goods, or services, insofar as sponsoring organisations do not have aims or objectives, which are incompatible with the aims and objectives of the Association.

Cons - 7

Issue 4

Sect. 2.1

14.2 The Executive Committee ensures that the acceptance of any sponsorship does not compromise or threaten the independence of the Association. 15. Liabilities of Members of the Association 15.1 The liability of Members is limited to the amount of their subscription and any monies they owe to the Association. Additionally, in the event that UKPA Ltd. is wound up, every Ordinary Member (but not Juniors Members) of the Association undertakes to contribute an amount as may be required (not exceeding £1) to the assets of the Association if it should be wound up while he/she is a Member or within one year after he/she ceases to be a Member, for payment of the Association’s debts and liabilities contracted before he ceases to be a Member, and of the costs, charges and expenses of winding up, and for the adjustments of the rights of the contributories among themselves. 16. Liability of the Association to Members 16.1 Members hold the Association and all other members of the Association free from all liability whatsoever in respect of any injury to person or loss or damage to property arising from any activity organised under the auspices of the Association except inasmuch as such injury, loss, or damage was due to wilful neglect or default. Members participate in the activities of the Association entirely at their own risk. 17. Indemnity of the Executive Committee 17.1 Except such loss as arises from their respective wilful default, the members of the Executive Committee shall not be liable (otherwise than as Members of the Association) for any loss suffered by the Association as a result of the discharge of their respective duties on its behalf. They are entitled to an indemnity from the assets of the Association for all expenses and other liabilities incurred by them in the discharge of their designated duties. 18.

Financial Review

18.1 At its discretion, or if three Club Chairmen and ten ordinary members of the Association so request in writing showing reasonable cause, the Executive Committee may arrange an independent financial review of the Association’s books of account. The results of any such review shall be included in the Treasurer’s report at the UKPA AGM. 19. Financial Year 19.1 The financial year of the UKPA closes on the 30 th September each year. 20. Subscriptions 20.1 The Association’s membership year is from the 1 st January to 31st December. The Executive Committee determines annual subscriptions, which are payable on application for membership for the current calendar year. 20.2. A person applying for UKPA membership after their membership subscription has lapsed for a period of 2 years is deemed to be a “new member” of the Association. Cons - 8

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Sect. 2.1


Not Used

22. Dissolution 22.1 If at any General Meeting a resolution for the dissolution of the Association is passed by a majority of the members present, and the resolution is confirmed at a Extraordinary General Meeting held not less than four weeks later, by a resolution passed by a majority of two-thirds of the members votes, the Trustees shall immediately, or at a future date specified in the resolution, proceed to liquidate the property and assets of the Association and, after the discharge of all liabilities, apply the Association’s liquid assets, if any, for the benefit of registered welfare organisation(s) in the United Kingdom, chosen by the Trustees at their discretion. 23. Amendment to the Constitution 23.1 The Constitution may be added to, amended or repealed by resolution at a General Meeting provided that due notice of not less than four weeks has been given detailing the proposed amendments and they are approved by a two-thirds majority of Ordinary Members present and voting at the General Meeting. As Amended and Approved by the AGM of the UKPA on 9 th November 2013




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UKPA Executive Officers Elected by a General Meeting of the Association CHAIRMAN







Executive Role (Filled by suitable Elected Officer above) EXECUTIVE HEALTH AND SAFETY OFFICER

Appointments of Officers by the Executive Committee Membership Secretary (MS) Arbitration and Disciplinary Board Chairman (ADBC) Chief Umpire (CU) Chief Health and Safety Officer (CHSO) Chief Child Welfare Officer (CCWO) Chief Coach (CC) Coaching Development Officer (CDO) Chief Horse Welfare Officer (CHWO) Chairman of Selectors (aka Selection Co-ordinator)(CofS) Marketing and Sponsorship Officer (MSO) Universities Liaison Officer (ULO) Chief Player Grading Officer (CPGO) Executive Umpires (EU)

Appendix 1 – Executive Committee Code of Conduct


Issue 4


1. Core Values 1.1. The Executive Committee (the ‘Committee’) of the UK Polocrosse Association (UKPA) shall at all times: 

observe the highest standards of impartiality, integrity and objectivity in relation to the management of UKPA;

be accountable and give value to all members for its activities;

engage in a partnership with the UKPA’s Appointed Officers

2. Standards 2.1. All Executive Committee members shall: 

follow the Seven Principles of Public Life set out by the Committee on Standards in Public Life (CSPL) (Appendix A);

comply with this Code of Conduct, and ensure they understand their duties, rights and responsibilities, and that they are familiar with the function and role of UKPA and any relevant regulations;

not misuse information gained in the course of their service for personal gain or for political purpose, nor seek to use the opportunity of service to promote their private interests or those of connected persons, firms, businesses or other organisations;

new Committee members shall be made aware of their responsibilities as detailed in this Code of Conduct.

2.2. All Committee members are expected to meet the highest standards of integrity. 3. Conduct of All Committee members 3.1. Members of the Committee have collective responsibility for the operation of UKPA. They shall: 

engage fully in collective consideration of the issues, taking account of the full range of relevant factors, including any guidance available;

have a strong commitment to UKPA and knowledge and experience of operations and be constructive within the context of a formal strategy/business plan;

respond appropriately to complaints;

ensure that the Committee does not exceed its powers or functions.

3.2. Committee members are expected to regularly attend meetings of the Committee and any Committees to which they are appointed, as well as attend events at which it is reasonable for them to be present.

App 1 Page 1 of 3

Issue 1

Appendix 1 to Sect 2.2 4. Handling Conflicts of Interest 4.1. Committee Members have an obligation to act in the best interests of the UKPA, and in accordance with the UKPA’s governing documents, and to avoid situations where there may be a potential conflict of interest. 4.2. Conflicts of interest may arise where an individual’s personal, business or family interest and/or loyalties conflict with those of the UKPA. Such conflicts may create problems; they could for instance:   

Inhibit free discussion; Result in decisions or actions that were not in the interests of the UKPA; Risk the impression that the UKPA had acted improperly.

4.3. Formal declaration of interest 4.3.1. Committee members shall declare their interests in any agenda item, or other item under discussion by the Committee, at the start of any meeting. They should also declare any gifts, hospitality or other benefits received in connection with their role in the UKPA. 4.3.2. There is to be a standing item on the agenda of each Committee Meeting for the declaration of new or altered interests. 4.3.3. The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 1998. Data will be processed only to ensure that Committee Members act in the best interest of the UKPA. The information provided will not be used for any other purpose. 4.4. Assessment of Committee Members’ Interest 4.4.1. Any potential conflict of interest on an item declared by a member of the Committee shall be subject to the assessment of the Committee. The member’s right to vote on that item shall be decided by a vote of the Committee and recorded in the minutes of the meeting. The relevant member shall leave the Committee meeting during the discussion of his interest and the voting. A quorum shall be present for the discussion and decision and the interested member shall not be counted when deciding whether the meeting is quorate. An interested member may not vote on this approval. The Committee will, when appropriate, direct how the relevant conflict will be managed in the future. 4.4.2. All decisions regarding a conflict of interest will be recorded by the Secretary and reported in the minutes of the meeting. The report will record:  The nature and extent of the conflict;  An outline of the discussion;  The actions to be taken to manage the conflict.

App 1 Page 2 of 3

Issue 1

Appendix 1 to Sect.2.2 Annex A to UKPA Executive Committee Code of Conduct The Seven Principles of Public Life Selflessness Holders of public office should take decisions solely in terms of the public interest. They should not do so in order to gain financial or other material benefits for themselves, their family, or their friends. Integrity Holders of public office should not place themselves under any financial or other obligation to outside individuals or organisations that might influence them in the performance of their official duties. Objectivity In carrying out public business, including making public appointments, awarding contracts, or recommending individuals for rewards and benefits, holders of public office should make choices on merit. Accountability Holders of public office are accountable for their decisions and actions to the public and shall submit themselves to whatever scrutiny is appropriate to their office. Openness Holders of public office should be as open as possible about all the decisions and actions that they take. They should give reasons for their decisions and restrict information only when the wider public interest clearly demands. Honesty Holders of public office have a duty to declare any private interests relating to their public duties and to take steps to resolve any conflicts arising in a way that protects the public interests. Leadership Holders of public office should promote and support these principles by leadership and example.

App 1 Page 3 of 3

Issue 1

Sect. 2.3 OFFICERS DUTIES & RESPONSIBILITIES The intent of this document is to define the main duties and responsibilities of Officers of the Executive Committee, the Chairman of the sub-committees and Administrative Officers appointed to administer the activities of the association. The listings are not exhaustive and the Executive Committee may allocate additional tasks to Officers, The work of the Association’s Executive Committee is devolved through a number of subcommittees and officers appointed by the committee. The Chief Executive Officer (CEO) is an ex-officio member of all sub-committees. Elected Officers of the Executive Committee 1.

Chairman of the UKPA and UKPA Ltd 1.1 Be Chairman of General Meetings of the UKPA and UKPA Ltd, meetings of the Executive Committee of the Association, the UKPA Forum, and conduct the business of the meetings. 1.2 Undertake the statutory duties and obligations of Chairman of the Board of Directors and Chief Executive of UKPA Ltd. 1.3 Manage the affairs of the Association by providing guidance and leadership in establishing and upholding the reputation and good standing of the Association in the general and polocrosse communities. 1.4 Represent the Association at Government, Institutional and Civil functions as appropriate. 1.5 Participate in the preparation and implementation of the Codes, Rules and Procedures of the Association, monitoring their current status and introducing amendments, for approval by Executive Committee Meetings of the Association, as appropriate. 1.6 Liaise with the International Polocrosse Council and other polocrosse communities, to promote the interests of the UKPA 1.7 Ensure adherence to and application of the Association’s Constitution by Members and affiliated Clubs. 1.8 Monitor the ongoing applicability of the Association’s Constitution, preparing amendments for submission to General Meetings of the Association, where appropriate. 1.9 Take a lead position in organising incoming international representative tours and overseas tours by representative squads of the UKPA. 1.10 Liaise with the UKPA Treasurer to ensure financial solvency of the Association. 1.11 In liaison with and assistance from the Sport Development Officer, actively seek sponsorship and practical and financial support of the Association, from government, charitable and commercial organisations.


Secretary of the UKPA and UKPA Ltd 2.1 Be Secretary of meetings of the Executive Committee of the Association and UKPA Ltd. and record and publish minutes of the business of the meetings. 2.2 Undertake the statutory duties and obligations of Company Secretary as an officer of UKPA Ltd. 2.3 Maintain and publish a schedule of meetings of the Executive Committee. 2.4 In liaison with the Members of the Executive Committee prepare and publish business agenda and related documents for General Meetings of the Association, and meetings of the Executive Committee. 2.5 Call for nominations and seconding for elected posts, vacant or becoming due for election, of Executive Officers of the Association. 2.6 Call for motions for discussion and voting to be submitted to General Meetings of the Association. 2.7 Maintain current records of the Officers of the UKPA.

2.3 - 1

Issue 4

Sect. 2.3 2.8 Negotiate and secure annual renewal of the Association’s insurance cover of the Association’s property and for indemnity of the Association against Public Liability. 2.9 In co-operation with the Association’s insurers, manage and administer, claims for damage against the Association and claims against the Association’s insurers for loss or damage to the Association’s property. 2.10 Co-ordinate, edit and publish the Association’s Yearbook & Manual. 2.11 Co-ordinate and publish a schedule of UKPA Polocrosse Tournaments 2.12 Co-ordinate and publish a schedule of Executive Committee and General Meetings of the Association. 2.13 Subscribe to and maintain association with the British Equine Federation (BEF) and advise UKPA Officers of the obligations and requirements of BEF membership 2.14 Taking professional advice as necessary, monitor statutory obligations of the Association, and co-ordinate the activities and training of the Association’s Health & Safety and Child Welfare Officers. 2.15 Maintain records of: Incident Reports Disciplinary Proceedings Major Incident Investigations and, Other matters or transactions relevant to the affairs and business of the Association. 2.16 Co-ordinate the Association’s statutory obligations of Data Protection and Freedom of Information legislation. 2.17 Co-ordinate the operations of the Association’s web site. 3.

Treasurer of the UKPA and UKPA Ltd. 3.1 Be treasurer of the UKPA and UKPA Ltd. and conduct and manage the financial affairs of the Association. 3.2 Undertake the statutory duties and obligations of Treasurer as an officer of UKPA Ltd. 3.3 Provide financial accounts for General Meetings of the UKPA and the UKPA Ltd and., meetings of the Associations Executive Committee. 3.4 Establish and manage bank accounts appropriate to the Association. 3.5 Ensure the financial solvency of the Association by monitoring its income and expenditure and advising the Chairman of the Executive Committee of existing or potential concerns. 3.6 Prepare Annual Budgets for the Association and submit them to the Association for approval at the Association’s AGM. 3.7 Advise the Executive Committee of minimum annual Membership Subscriptions necessary to achieve the budgeted income of the Association. 3.8 Arrange and co-ordinate an audit of the Association’s annual financial liquid accounts and material assets, for presentation to and approval by the Association’s AGM.


Chief Executive Officer (CEO) of the UKPA 4.1 In the absence or incapacity of the Chairman of the Executive Committee, assume his role and responsibilities. 4.2 Be an ex-officio member of all UKPA sub-committees 4.3 Transmit to and co-ordinate the implementation of Executive Committee decisions affecting individual sub-committees and administrative officers. 4.4 Monitor the performance and activities of the Association’s sub-committees and administrative officers and report to the Executive Committee on ongoing concerns of organisational performance. 4.5 At Executive Committee meetings, where applicable, submit reports of the activities of subcommittees and administrative officers’ activities and progress in implementing Executive Committee decisions. 4.6 When appropriate arrange for the attendance of subcommittee chairman and/or administrative officers at Executive Committee meetings 4.7 Co-ordinate the planning of the Association’s National Championships and interRegional Tournaments, and be Chairman of their organising committees. 2.3 - 2

Issue 4

Sect. 2.3 4.8 Advise the UKPA Secretary of amendments and additions/deletions required to the rules and procedures of the UKPA Manual. 5.

Executive Positions 5.1 Member Representative (EMR) 5.1.1 To act as the direct representative on the Exec. committee of UKPA affiliated clubs and individual members. 5.1.2 To liaise with Clubs and members regarding matters to be discussed by the Executive committee and to gather their opinions on the matters 5.1.3 To encourage clubs and members to engage with the Exec. committee and present ideas and proposals to the committee in liaison with the relevant Executive officer. 5.1.4 To assist other Executive officers in liaising with the membership regarding matters in their remit. 5.1.5 Attend Exec. meetings as requested by the Chairman 5.2 Sport Development Officer (ESDO) 5.2.1 To increase public awareness of polocrosse throughout the UK to promote and develop growth, and encourage support and new membership. 5.2.2 To develop strategies to attract new members to the sport. 5.2.3 To develop sponsorship partners to provide financial and other support for the UKPA and clubs. 5.2.4 Advise clubs on sponsorship and marketing. 5.2.5 Liaise with riding schools, riding clubs, pony club, universities and other institutions to promote polocrosse. 5.2.6 Be the first point of UKPA contact for enquiries from potential new players. 5.2.7 Arrange the production and distribution of new player information packs. 5.2.8 Provide an annual Sport Development report to the Exec. for promulgation at the AGM. 5.2.9 Attend Exec. meetings as requested by the Chairman 5.3 International Officer (EIO) 5.3.1 Provide a central coordinator for all UKPA international and international squad matters, advising and updating the Exec. as necessary. 5.3.2 Provide Squad management teams with advice on inbound and outbound tours. 5.3.3 Oversee all squad events, supporting the squad managers. 5.3.4 Provide continuity for squads during manager changeovers. 5.3.5 Ensuring all squad management roles are filled and those incumbents are fully briefed on their roles, responsibilities and the boundaries of their authority. 5.3.6 Assisting the UKPA Membership with squad matters as required. 5.3.7 Collecting and collating feedback from Squad Managers from inbound and outbound tours and presenting any relevant points to the Exec. Maintaining records for future reference. 5.3.8 Organise combined squad training events as required. 5.3.9 Be the Exec.’s first point of contact for foreign Polocrosse Associations regarding international events, tours and other requirements. 5.3.10 Advise the CEO on updates and improvements of Squad and International matters within the UKPA Handbook. 5.3.11 Producing and maintaining the Squad Mission Statement to provide a working framework for the development of younger players for international polocrosse.


Executive Roles 6.1. The following roles shall be filled by suitable elected members of the Executive Committee. 6.1.1. Executive Health and Safety Officer (EHSO) The EHSO leads the Association in “best practice”, thereby ensuring compliance with current H&S legislation, and to protect the Health & 2.3 - 3

Issue 4

Sect. 2.3

Safety of its Members, and ensure and monitor the implementation of this Policy and Procedures Brings any H&S issues to the attention of the Exec. for consideration. Advises the CEO on updates and improvements of H&S matters within the UKPA Handbook.

Appointed Officers 7. Appointed officers shall have their position reviewed each year by the Executive Committee. 8. When the position of an Appointed officer becomes vacant or a new post is to be appointed the procedure detailed in Appendix 1 shall be initiated. 9. Membership Secretary 9.1. See Appendix 2 10. Chief Umpire 10.1. See Appendix 3 11. Chief Coach 11.1. See Appendix 4 12. Universities Liaison officer 12.1. See Appendix 5 13. Chairman of Selectors 13.1. See Appendix 6 14. Chief Child Welfare Officer 14.1. See Appendix 7 15. Chief Health and Safety Officer 15.1. See Appendix 8 16. Marketing and Sponsorship Officer 16.1. See Appendix 9 17. Coaching Development Officer 17.1. See Appendix 10 18. Chief Horse Welfare Officer 18.1. See Appendix 11 19. Executive Umpires 19.1. Appointing 19.1.1. Executive Umpires shall be chosen from suitable umpires within the UKPA who demonstrate the necessary umpiring skills and/or knowledge and understanding of the UKPA rules of Polocrosse. 19.1.2. Executive Umpires shall be appointed by the UKPA executive committee on recommendation from the Chief Umpire. 19.1.3. They shall serve a term of one calendar year, but may be reappointed year on year. 19.1.4. The number of Executive umpires appointed shall be commensurate with the needs of the sport. 2.3 - 4

Issue 4

Sect. 2.3 19.1.5. An Executive Umpire may be removed from the post at any time by the Executive committee if it is felt they no longer satisfy the requirements of the post. The Executive Umpire shall be notified of their appointment in writing by the UKPA secretary and shall accept or refuse the appointment to the secretary in writing. 19.1.6. An Executive Umpire may resign from the role by informing the Executive Committee in writing. 19.2. Complaints 19.2.1. Any complaints about the conduct of an Executive umpire shall be made, in the first instance, to the Tournament umpire. 19.2.2. If the Tournament Umpire is not able to resolve the issue it may be taken to the Tournament Arbitration committee (if relevant) or passed to the Chief Umpire for resolution. All complaints shall be brought to the attention of the Chief Umpire in due course. 19.2.3. The Chief Umpire shall bring the complaint to the attention of the Executive Committee including any action taken by him/her. 19.3. Post Description – see Appendix 12 20. Chief Player Grading Officer (CPGO) 20.1. See Appendix 13. 21. Universities Liaison Officer (ULO 21.1. See Appendix 14.

2.3 - 5

Issue 4

Appendix 1 to Sect. 2.3 APPOINTED OFFICER APPOINTMENT PROCEDURE On determining the need to co-opt a new appointed officer the following procedure shall be used. 1. The relevant details of the post are agreed by the Exec.:  Job description  Relevant qualifications or requirements  Any other relevant details 2. The post details are sent to the relevant UKPA members by the UKPA secretary, requesting responses to the UKPA sec. along with any required supporting details and evidence. Forms of communication that may be used include; post, e-mail or other electronic media which will provide visibility to the membership. 3. A date shall be set on the communication for replies to be received. 3.1. Normally this shall be a minimum of 2 weeks from the date the communication was sent, but may be less if the appointment is urgent. 4. Once the due date is passed the UKPA sec. shall pass the received replies to the Exec. for consideration. 4.1. The Exec. then chooses who they believe to be the best candidate for the post, comparing the supplied applicant details and any other pertinent information available to the requirements of the post. The choice shall be by simple majority vote. 5. The UKPA sec. shall then inform the successful candidate of their selection and requested them to confirm their acceptance of the post, subject to confirmation of references and suitability checks where applicable. 6. On receiving acceptance the post holder's details shall be updated. 7. Should the candidate refuse the post the Exec. shall then reconsider the available candidates. 8. If no candidates are deemed suitable the post need not be awarded. 9. All non successful candidates shall then be informed of who has been offered the post. 10. The new post holder's application shall be stored until they cease to fill the post, and all others kept for at least 6 months in case of an equality or diversity appeal.

App 1 to 2.3

Issue 1

Appendix 2 to Sect. 2.3 MEMBERSHIP SECRETARY POST DESCRIPTION 1. Title 1.1. The post shall be titled ‘the Membership Secretary’ (MS). 2. Line Management 2.1. The MS shall report to the Executive Committee through the UKPA secretary. 2.2. The MS shall work closely with the UKPA Treasurer over membership fees. 3. Primary Task 3.1. The primary task of the MS is to manage the individual, club and other organisation memberships of the UKPA. 4. Secondary Tasks 4.1. Maintain a database recording details of the current membership of the Association and its affiliated clubs. 4.2. Provide tournament organisers with a list of current UKPA members at least one week before a tournament. 4.3. Co-ordinate the collection of annual subscriptions to the Association maintaining suitable records and passing on monies received to the UKPA Treasurer. 4.4. Provide officers of the Association and club officials with information of Members of the Association on a “need to know” basis, taking into account Data Protection legislation and the rights to privacy of the Members. 4.5. Co-ordinate the collection and provision of details of UKPA and Club Officers for inclusion in the Yearbook Section of the UKPA Handbook by the UKPA Secretary. 4.6. Update and arrange distribution of the individual, club and other organisation membership application forms by the 1st January each year. 4.7. Provide a Membership report for the AGM 4.8. Attend Exec. meetings as requested by the chairman 5. Tertiary Tasks 5.1. There are no Tertiary Tasks

App 2 to 2.3

Issue 1

Appendix 3 to Sect. 2.3 CHIEF UMPIRE POST DESCRIPTION 1. Title 1.1. The post shall be titled ‘The Chief Umpire’ (CU). 2. Line Management 2.1. The CU shall report to the Executive committee through the CEO 2.2. Executive and Club umpires report to the CU. 3. Primary Task 3.1. The Primary Task of the Chief Umpire is to advise the Executive Committee (the ‘Exec.’) and affiliated clubs on all aspects of the game of polocrosse. 4. Secondary Tasks 4.1. Be Chairman of the Playing & Rulebook and the Umpires & Accreditation Committees. 4.2. Monitor the standards of umpiring at polocrosse games played under the auspices of the UKPA, advising the Exec. on actions required to improve standards. 4.3. Implement actions approved by the Exec. to improve umpiring standards. 4.4. Organise, manage and administer the Umpire Training and Accreditation Scheme of the UKPA. 4.5. Keep the Executive umpires up to date with rule changes and other changes applicable to umpiring. 4.6. Provide Tournament umpires with relevant points for Umpire Briefings at their tournament. 4.7. Maintain a list of all qualified umpires, including; name, umpiring grade, date of qualification and persons(s) carrying out their training course and qualification. 4.8. Maintain records of the number of umpiring duties completed by umpires from records provided by Tournament Umpires. 4.9. Produce and maintain the umpiring course syllabus and umpires’ exam. 4.10. Receive and assess any reports of sub-standard umpiring from tournaments etc., advising the exec. on required actions. 4.11. Ensure the provision of UK umpires, of international standard, at International Test games. 4.12. Make recommendations to the Exec. of persons suitable for appointment as Executive Umpires. 4.13. Liaise with the International Polocrosse Committee (IPC) to maintain the UKPA Polocrosse Rules in compliance with those of the IPC, unless amended by rulings of the Exec. 4.14. Not used 4.15. Liaise with the IPC and other polocrosse communities, to promote the interests of the UKPA in matters related to playing and umpiring polocrosse. 4.16. Receive and assess Dangerous Play Records (DPRs) and Playing Incident Reports (PIRs) from tournaments, advising the Exec. on recommended actions to remedy acts of dangerous play 4.17. Provide an Umpiring report for the AGM 4.18. Attend Exec. meetings as requested by the Chairman. 5. Tertiary Tasks 5.1. There are no Tertiary Tasks

App 3 to 2.3

Issue 2


1. Title 1.1. The post shall be titled the 'Chief Coach' (CC). 2. Line Management 2.1. The CC shall report to the Exec. through the CEO. 2.2. Squad and club coaches report to the CC. The Coaching Development Officer (CDO) reports to the CC 3. Primary Task 3.1. The primary task of the CC is to oversee and manage the coaching system within the UKPA, advising the Exec. on all related matters 4. Secondary Tasks 4.1. Act as Chairman of the Coaching sub-committee 4.2. Act as CDO when the post remains vacant 4.3. In co-operation with the CDO, develop documentation to promote high quality coaching within the UKPA. 4.4. Advise the Exec. on the appointments of UKPA squad coaches. 4.5. Oversee the activities of the UKPA squad coaches. 4.6. Maintain a list of all UKPA members carrying out coaching duties. 4.7. Manage the financial aspects of the Coaching System, reporting to the Exec. Treasurer where required. 4.8. Provide annual proposals for budget allocations to the Exec. Treasurer. 4.9. Provide an annual report to the Exec. for promulgation at the AGM. 4.10. Attend Exec. meetings as requested by the Chairman 5. Tertiary Tasks 5.1. There are no Tertiary Tasks.

App 4 to 2.3

Issue 2

Appendix 5 to Sect. 2.3 NOT USED


App 5 to 2.3

Issue 1

Appendix 6 to Sect. 2.3 CHIEF SELECTOR POST DESCRIPTION 1. Title 1.1. The post shall be tilted ‘the Chief Selector’ (CS). 2. Line Management 2.1. The CS shall report to the Executive Committee through the Executive Squad Coordinator. 2.2. Squad selectors shall report to the CS. 3. Primary Task 3.1. The primary task of the CS is to manage and co-ordinate the UKPA selection processes and procedures. 4. Secondary Tasks 4.1. Provide the UKPA Secretary with details of Squad selections. 4.2. Receive, analyze and process all applications for selection received by May 31st and from any further round of applications that may arise. 4.3. Inform all applicants in writing of their status (accepted or rejected) including information regarding selectors, the selection process and appeals procedure before the first selection tournament of the season. 4.4. Keep all written applications and official selection documentation on file. 4.5. At the end of the selection period lodge all the written applications and other documentation used in the selection process with the UKPA Secretary to be available in the public domain upon written request for a period of three calendar years. 4.6. Devise and issue to selectors prior to the first selection tournament the tournament dates to be attended, also selection guidelines and scoring grids with candidate feedback for all selection categories based on UKPA directives. 4.7. Where possible carry out a moderation exercise for all selectors in order to standardize score keepers marks. 4.8. Collect, collate and analyze reports on candidate performance from coaches and managers in previous squad activity to inform the selection process. 4.9. Recommend to the CEO amendments to the selection processes and procedures, where appropriate. 4.10. Collect, collate and analyze quantitative and qualitative data received from selectors. 4.11. Convene, chair selectors meetings to inform, monitor and progress the selection of squads and teams. 4.12. Announce long lists for squads at the National Championships prize giving, or as otherwise arranged with the Executive Committee. 4.13. Inform all squad/team candidates in writing of their selection status within 14 days following the team selection tournament at the end of the playing season. 4.14. Inform all squad/team candidates of their selection status and any further action to be taken as a result of the outcome of any appeals 4.15. Send the UKPA secretary copies of all correspondence regarding selection from whatever source. 4.16. Formulate job descriptions for selectors. 4.17. Monitor and review the performance of selectors throughout the selection period. 4.18. Report on the performance of selectors to the UKPA Secretary before the end of the selection period on 31st December . 4.19. Make recommendations to the UKPA secretary and Executive committee regarding the outcome of the selector performance reviews making recommendation for future appointment. App 6 to 2.3

Issue 2

Appendix 6 to Sect. 2.3 4.20. Report to the UKPA Secretary and Executive Committee, on request, on all selection matters including recommendations for the future, specifically concerning the selection process. 4.21. Issue invitations for selection to members before 1st March of the selection period. 4.22. Provide an annual selection report to the Exec. for promulgation at the AGM. 4.23. Attend Exec. meetings as requested by the Chairman 5. Tertiary Tasks 5.1. There are no tertiary tasks.

App 6 to 2.3

Issue 2

Appendix 7 to Sect. 2.3 CHIEF CHILD WELFARE OFFICER POST DESCRIPTION 1. Title 1.1. The post shall be titled ‘the Chief Child Welfare Officer’ (CCWO) 2. Line Management 2.1. The CCWO shall report to the Executive Committee through the CEO. 2.2. The CCWO shall liaise closely with the Chief Coach over coaching issues. 2.3. Club Child Welfare Officers shall report to the CCWO 3. Primary Task 3.1. The primary task of the CCWO is to manage and co-ordinate the Child Welfare processes and procedures of the UKPA to ensure the welfare of child members and to ensure they comply with statutory requirements, advising the Executive committee as required. 4. Secondary Tasks 4.1. Represent the UKPA and liaise with the BEF Child Protection Committee on their CP Policy and Procedures. 4.2. Alert the Executive committee to any CW issues that have occurred within the UKPA. 4.3. Investigate any CW issues at UKPA events or within UKPA clubs and organisations, reporting in confidence to the Exec. 4.4. Advise, train and monitor Club Child Welfare Officers. 4.5. Attend appropriate training courses for CW Officers 4.6. Monitor and implement legislation obligations of CW Regulations 4.7. Recommend to the CEO amendments to the CW processes and procedures, where appropriate. 4.8. Maintain records of UKPA members CW training and qualifications 4.9. Maintain confidential records of UKPA members DBS (CRB) enquiries. 4.10. Provide an annual Child Welfare report to the Exec. for promulgation at the AGM. 4.11. Attend Exec. meetings as requested by the Chairman 5. Tertiary Tasks 5.1. There are no tertiary tasks

App 7 to 2.3

Issue 2

Appendix 8 to Sect. 2.3 CHIEF HEALTH AND SAFETY OFFICER POST DESCRIPTION 1. Title 1.1. The post shall be titled the 'Chief Health and Safety Officer' (CHSO). 2. Line Management 2.1. The CHSO shall report to the UKPA Executive Committee (the 'Exec.') through the Exec. Health and Safety Officer (EHSO). 2.2. The Club Health and Safety Officers (HSO) shall report to the CHSO. 3. Primary Task 3.1. The CHSO shall advise the Exec. on all aspects of Health and Safety (H&S) to ensure that the UKPA meets all its statutory H&S responsibilities under UK law. 4. Secondary Tasks 4.1. Vice-Chair the UKPA H&S sub-committee (under the EHSO). 4.2. Develop and maintain all H&S related procedures and documentation for the UKPA Handbook and Exec. sponsored activities to maximise the quality of H&S within the UKPA. 4.3. Provide advice to other UKPA sub-committees on H&S matters appertaining to their responsibilities, either on request or where the CHSO identifies a need. 4.4. Provide advice to the UKPA Regions and Clubs on all H&S matters appertaining to the running of the Region or club, either on request or where the CHSO identifies a need. Including, but not limited to; 4.4.1. Production of documentation 4.4.2. Production of procedures 4.4.3. Carrying out risk assessments, eg. For tournaments. 4.5. Monitor the activities of regions and clubs to ensure they are meeting their H&S responsibilities as required by the UKPA. 4.6. Ensure suitable risk assessments are carried out for all Exec. organised events, eg. Nationals, AGMs, coaching training. 4.7. Monitor H&S matters during Exec. sponsored events, advising the event organiser as required. 4.8. Receive and check over risk assessments for regional and club activities, providing reports on the same to the Exec. and feedback and advice to the applicable region or club as considered necessary. 4.9. Ensure any H&S related incidents are suitably recorded and investigated, and report the results of any investigation to the Exec. 4.10. Manage the finances of the H&S system, reporting to the UKPA Treasurer where required. 4.11. Provide annual proposals for budget allocation to the Exec. Treasurer. 4.12. Provide an annual H&S report to the Exec. for promulgation at the AGM. 4.13. Attend Exec. meetings as requested by the Chairman 5. Tertiary Tasks 5.1. There are no tertiary Tasks.

App 8 to 2.3

Issue 1

Appendix 9 to Sect. 2.3 MARKETING AND SPONSORSHIP OFFICER POST DESCRIPTION 1. Title 1.1. The post shall be titled the Marketing and Sponsorship Officer (MSO) 2. Line Management 2.1. The MSO reports to the Executive Committee (The ‘Exec.’) through the CEO. 2.2. The MSO shall work closely with the UKPA Treasurer when dealing with financial aspects. 2.3. The MSO shall work closely with the SDO. 3. Primary Task 3.1. The Primary task of the MSO is to promote the sport of polocrosse, the UKPA, the UKPA squads and the UKPA’s events and activities via any form of media or publicity that is available and is appropriate to the purpose. 4. Secondary Tasks 4.1. To engage with people within the press and media world to establish relationships which can be useful for obtaining press and media coverage. 4.2. Overseeing the production and distribution of media articles to the media. Liaising with the CCWO on articles regarding children. 4.3. Advise the UKPA’s member clubs on the best ways to promote and market themselves and the events and activities that they run 4.4. Identify sponsorship opportunities for the UKPA in areas such as UKPA events and squads and developing strategies to promote them. 4.5. Engage with the UKPA squads to discuss their sponsorship requirements and advise them as to what actions they should take to maximise sponsorship 4.6. Engage with existing UKPA sponsors to arrange sponsorship deals, ensure they are satisfied with the benefits they receive from the UKPA and maximise sponsorship income from them 4.7. Identify and engage with new sponsors in order to generate sponsorship income for the UKPA. 4.8. Develop ideas for merchandising items to promote the UKPA and provide additional income streams. 4.9. Oversee the editing and publishing of the UKPA E-Newsletter 4.10. Oversee UKPA media outlets such as Twitter, Facebook etc. 4.11. Produce a Marketing and Sponsorship report for promulgation at the AGM. 4.12. Attend Exec. meetings as requested by the Chairman. 5. Tertiary Tasks 5.1. There are no tertiary tasks.

App 9 to Org

Issue 1


1. Title 1.1. The post shall be titled the Coaching Development Officer’ (CDO). 2. Line Management 2.1. The CDO shall report to the Chief Coach (CC) 3. Primary Task 3.1. The primary task of the CDO is to promote, oversee and manage the coaching development system within the UKPA, advising the Chief Coach and the Exec. on all related matters 4. Secondary Tasks 4.1. Arrange for coaching qualification courses for UKPA members as required, either UKCC or as appropriate. 4.2. Manage the documentation required for the Coaching qualification system in line with EQL and BHS requirements as applicable. 4.3. Ensure appropriate assessment centres are in place to facilitate delivery of the coaching qualification system 4.4. Obtain feedback from all participants in order to inform future coaching development strategy 4.5. Ensure qualified coaches undertake Continual Professional Development in order to retain their accredited status and sustained input to the UKPA 4.6. Liaise with, and represent the UKPA, on the relevant UK Coaching Qualification (BHS and EQL) authorities to promote coaching qualification within the UKPA. 4.7. Represent the UKPA at BEF CDAT and other meetings regarding Coaching Development. 4.8. Maintain a list of all qualified coaches within the UKPA. 4.9. Manage the finances of the Coaching Qualification system, reporting to the UKPA Treasurer where required. 4.10. Provide annual proposals for budget allocation to the Exec. Treasurer. 4.11. Provide an annual Coaching Development report to the Exec. for promulgation at the AGM. 4.12. Attend Exec. meetings as requested by the Chairman 5. Tertiary Tasks 5.1. There are no Tertiary Tasks

App 10 to 2.3

Issue 1


1. Title 1.1. The Post shall be titled the Chief Horse Welfare Officer (CHWO) 2. Line Management 2.1. The CHWO shall report to the Exec. through the EHWO 2.2. The club and Tournament HWOs shall report to the CHWO 3. Primary Task 3.1. The primary task of the CHWO is to oversee the Horse Welfare (HW) system of the UKPA, advising the Exec. on all related matters. 4. Secondary Tasks 4.1. Develop, instigate, monitor and update HW procedures. 4.2. Receive and collate all Horse Welfare forms from tournaments and action as required. 4.3. Act as HWO at all UKPA Exec. tournaments (Early Season, Nationals etc.). 4.4. Carry out spot checks at Tournaments they attend on Horse Welfare aspects 4.5. Provide advice to clubs regarding HW issues 4.6. Provide a HW Report for issuing at the AGM. 4.7. Attend BEF and other organisational meetings in relation to HW 5. Tertiary Tasks 5.1. There are no Tertiary Tasks 6. Authority 7. To have the authority to require tournament and club HWOs to remedy HW problems as relevant.

App 11 to 2.3

Issue 1

Appendix 12 to Sect. 2.3 EXECUTIVE UMPIRES POST DESCRIPTION 1. Title 1.1. The post shall be titled Executive Umpire (EU) 2. Line Management 2.1. The EU shall report to the Chief Umpire 3. Primary Task 3.1. The Primary Task of the EU is assist the Chief Umpire in policing the standards of Umpiring in the UKPA. 4.

Secondary Tasks 4.1. When attending UKPA tournaments, monitoring the standards of umpiring displayed during games and bringing any significant failings to the attention of the Tournament Umpire (during the Tournament) and Chief Umpire (as soon as practical). 4.2. Bringing to the attention of the Chief Umpire any systematic failings in the umpiring system. 4.3. Recommending any ideas that may be implemented to improve the standards of umpiring in the UKPA. 4.4. Offering advice to Tournament Umpires and playing umpires at tournaments.

5. Authority 5.1. Effectively Executive Umpires have the same authority as the Chief Umpire at Tournaments. 5.2. They have the authority to: a. Stop a game at any point if they believe the standard of umpiring in the game is causing a safety issue. This shall be executed through the Field Marshal. b. Require an umpire to be replaced if they believe that the umpire is unsafe and causing a hazard to the players. This shall be executed through the Field Marshal. c. Override the decision of a game umpire if they believe the decision was clearly in error and will have a significant effect upon the outcome of the tournament division. This shall be executed through the Field Marshal. d. At a suitable point during the game, offer advice to the umpires over a particular point of Rule or a general point of the umpiring. e. Carry out Umpire accreditation courses and exams f. Act as a Tournament Umpire 5.3. In the event of (a), (b) or (c) above, the situation shall be reported to the Tournament Umpire as soon as possible and the Chief Umpire in due course. 5.4. Where their decision in (a) to (d) above is disputed support should be sought from another Executive Umpire or the Tournament Umpire. The Tournament Umpire will have the final say. 5.5. Where they are adjudicating on a matter regarding their own club they shall take great care to ensure they act fairly and should consider obtaining the independent opinion of another Executive umpire or the Tournament Umpire at the earliest opportunity. 5.6. When carrying out their duties the Executive Umpires should be aware of the need to maintain the authority of the game umpires and shall offer advice etc. out of earshot of the players and spectators where practical. 5.7. Prior to interfering in a game they shall make their presence known to the Field Marshal, unless it is an urgent safety matter. App 12 to 2.3

Issue 1

Appendix 13 to Sect. 2.3 CHIEF PLAYER GRADINGS OFFICER POST DESCRIPTION 1. Title 1.1. The post shall be titled ‘The Chief Player Gradings Officer’ (CPGO) 2. Line Management 2.1. The CPGO shall report to the Executive Committee through Chief Executive Officer (CEO). 2.2. Selected Player Grading Officers report to the CPGO 3. Primary Task 3.1. The primary task of the CPGO is to organise, manage and develop the player grading (PG) system 4. Secondary Tasks 4.1. Maintain and distribute a list of all player gradings in the UKPA, liaising with the Chief Umpire and membership secretary as required. 4.2. Develop the PG system to help develop the sport. 4.3. Advise clubs on grading levels. 4.4. Chair regular gradings meetings with clubs and/or player grading officers to agree and approve player gradings. 4.5. Advise the Exec. on initiatives to improve the PG system. 4.6. Provide a player gradings report for the UKPA AGM. 4.7. Attend Exec. meetings at the request of the chairman. 5. Tertiary Tasks 5.1. There are no tertiary tasks

App 13 to 2.3

Issue 1

Appendix 13 to Sect. 2.3 UNIVERSITIES LIAISON OFFICER POST DESCRIPTION 1. Title 1.1. The post shall be titled ‘The Universities Liaison Officer’ (ULO 2. Line Management 2.1. The ULO shall report to the Executive Committee through the Executive Sport Development Officer (SDO). 2.2. In the absence of the SDO the ULO shall report through the CEO. 3. Primary Task 3.1. The primary task of the ULO is to organise, manage and develop the sport of polocrosse within UK Universities and other centres of higher education (HE). 4. Secondary Tasks 4.1. Liaise directly with university authorities, including student based organisations, to promote the sport of polocrosse in their establishment. 4.2. Assist universities in setting up polocrosse clubs. 4.3. Assist university polocrosse clubs in running tournaments and training events. 4.4. Advise the UKPA executive on the need for funding for university clubs and other initiatives to develop university polocrosse. 4.5. Provide a university polocrosse report for the UKPA AGM. 4.6. Attend Exec. meetings at the request of the chairman. 5. Tertiary Tasks 5.1. There are no tertiary tasks

App 14 to 2.3

Issue 1

Sect. 2.4 UKPA – REGIONAL STRUCTURE & REPRESENTATION The formal regional structure of the UKPA was removed by a resolution at the 2013 AGM. Clubs wishing to act together to arrange events and support in their local area are welcome to do so and can request support, both financial and managerial from the UKPA.

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Issue 3

Sect. 2.5 AFFILIATION BY POLOCROSSE CLUBS It is appreciated that clubs vary in number of members and hence the size and complexity of a clubs administrative organisation will also vary, however there are certain issues that must be seen to be effectively addressed in a clubs organisation, for UKPA affiliation to be accepted. These are: a. b. c. d. e. f.

Health & Safety; Child Welfare; Horse Welfare; Member Conduct; Financial Control; Compliance with the Constitution of the United Kingdom Polocrosse Association and the Rules and Procedures, published in the UKPA Manual.

All clubs requesting Affiliation are required to sign up to the UKPA’s Club Code of Conduct (See Appendix 1). This requires the setting up of a written Club Constitution within the first year of affiliation. 1.

Management Committee 1.1 The management of the Club should be under the control of a elected Management Committee consisting as a minimum, of: Chairman; Secretary Treasurer, Welfare Officer Further officers of the club might be elected or co-opted to the committee, such as; Club Coach; Regional Representative; Player Captain; Horse Welfare Officer; Health and Safety Officer. 1.2 Committee members, with voting powers, should be elected from club members proposed and seconded by two other club members, and elected at a General Meeting of the club. Club members with expertise, specific to the needs of the club, might be co-opted to the committee to fulfil identified tasks, but should not have voting rights. 1.3 The elected Committee should have the authority of the club members to:  Set classes of membership and members subscriptions;  Authorise the expenditure of Club funds.  Make Rules and Codes of Conduct for Cub Membership (which may be the same as those of the UKPA);  Have authority to discipline members who contravene the Club’s Rules and Codes of Conduct;  Appoint sub-committees and delegate to them authority to make specific decisions, under the authority of the Management Committee. 1.4 Officers may retire annually or biennially to maintain continuity, serving a staggered term, and be eligible for re-election. Should a vacancy occur in any office during the year, the Management Committee may co-opt a suitable Member to fill the vacancy until the next AGM.

2.5- 1

Issue 2

Sect. 2.5 Annual General Meeting (AGM) 2.1 Each Annual General Meeting of the club should be held at a date to be decided by the Committee, (on a date prior to the AGM of the UKPA, usually held in mid/late November) for the following purposes: 2.1.1 To receive the Chairman’s report on the activities of the Club during the year under review. 2.1.2 To receive the Secretary’s report and to approve the minutes of the previous Annual General Meeting and any other General Meetings held during the previous twelve months. Following their approval by a majority vote, the Chairman of the meeting signs the minutes as approved, 2.1.3 To receive and approve the Treasurer’s report, which includes an Income and Expenditure Statement and Balance Sheet. Following its approval by a majority vote the Chairman of the meeting signs the report as approved. 2.1.4 To elect the following officers of the Association: Chairman of the Club Management Committee Club Secretary Treasurer of the Club Welfare Officer; and other officers which form the Club Management Committee. 2.1.5 To discuss and vote on resolution(s) which are submitted prior to the meeting. 2.1.6 To discuss and vote on Any Other Business. 2.

Club Membership 2.1 It is a condition of Club affiliation to the UKPA that members of affiliated clubs are also members of the UKPA and it is incumbent upon Clubs to assure this requirement is applied.


Club Membership Types 3.1 Two main types of club are recognised by the UKPA as detailed below. The club must identify its type on application for affiliation to the UKPA as well as ensuring this is clear to individual members joining that club. 3.2 Public Members Club 3.2.1 A public club is ‘owned’ by the members and all assets and monies are held on behalf of the members by the club committee or trustees. 3.2.2 The club is a non-profit organisation, with all monies taken from the membership used to the benefit of the club and its members. 3.3 Private Members Club 3.3.1 A private member’s club has assets and facilities owned by a third party (an organisation or individual) who charges members for the use of those facilities through a membership fee and other charges. 3.3.2 The third party may use all or some of the monies received for the benefit of the club or they may be taken as usable profit and distributed elsewhere.


Affiliation Process 4.1 A club requiring Affiliation to the UKPA must apply to the UKPA Membership secretary using the Affiliation Application form downloadable from the UKPA website. All sections must be completed. 4.2 The latest Handbook can be downloaded from the UKPA website. 4.3 Club affiliation fees are laid down in the relevant Yearbook. 4.4 The membership numbers in the club are to be reassessed by the 31 st July each year and a further payment of fee made, if required. 4.5 Failure to pay the relevant fee(s) will result in the club being removed from the UKPA. 4.6 Renewal of Club affiliation is due by 1 st Jan each year.

2.5- 2

Issue 2

Appendix 1 to Sect. 2.5 UKPA CLUB CODE OF CONDUCT All clubs requesting affiliation to the UK Polocrosse Association (UKPA) are required to sign up to this Code of Conduct as a pre-requisite for registration. Clubs constituted as Private Members’ Clubs (PMCs) should note their additional requirements. It is the responsibility of the Chairperson of the club to ensure that their club adheres to this code to the best of its abilities and where it is unable to comply this is brought to the attention of the UKPA Executive Committee as soon as is practical. Failure to comply with the code may result in disciplinary action for the club with possible removal from the Association. 1. CLUB MANAGEMENT 1.1. The club shall be managed in accordance with the UKPA Handbook and in particular with the requirements and guidelines set out in Section 2.5. 1.2. The club shall have a properly approved written constitution detailing how the club shall be managed, in accordance with the UKPA Handbook and in particular Section 2.5. An up to date copy of the constitution shall be provided to the UKPA Executive Committee for approval (see Notes 1 and 2). 1.3. The club shall conduct its activities so as to promote the sport of polocrosse and encourage new members 1.4. The club shall ensure that all members have a say in the way the club is run. For PMCs this may exclude the control of assets provided to the Club by the sponsor. 2. CLUB MEMBERS 2.1. The club shall ensure that all its playing members and club officials are members of the UKPA 2.2. At each registration the club shall have at least three playing UKPA members; these may be club officials (see Note 1). 3. INTERFACE WITH THE UKPA 3.1. The club shall follow all the rules and procedures laid down by the UKPA for clubs 3.2. The club shall respond to all requests from the UKPA promptly and openly 3.3. All returns required by the UKPA shall be supplied in a timely fashion 3.4. The club shall pay UKPA registration fees in a timely fashion. 4. DIVERSITY 4.1. The club shall not discriminate against anyone due to their colour, race, gender, age or sexual orientation (except where gender or age restrictions are specified by the UKPA) and shall treat all members with equal fairness 4.2. The club shall take due notice of persons with disabilities and to take necessary actions to include them in club activities so far as is practical and safe 5. CHILDREN AND VULNERABLE ADULTS 5.1. The club shall take special care to ensure that children (unmarried persons under the age of 18 years) and vulnerable adults (due to some disability) are treated with respect and protected from exploitation 5.2. The club shall ensure a suitable person is nominated as the Child Welfare Officer tasked with ensuring Child Welfare routines are actioned. 5.3. The club shall ensure that its Child Safeguarding system meets the requirements of the UKPA Handbook.

App 1 to 2.5

Issue 2

Appendix 1 to Sect. 2.5 6. COMMUNICATION 6.1. General 6.1.1. The club shall set up suitable communication systems (e-mail, website etc.) to ensure all club information can be quickly and effectively passed to all members (see Note 1). 6.2. Playing Teams 6.2.1. The club shall ensure that, as far as is practical, players are informed of which team they are due to play at a tournament at least three days before the relevant tournament. Preferably players should be informed of their playing team prior to the team being entered in to the relevant tournament. 6.3. Data Protection 6.3.1. The club shall ensure that members’ private details (address, contract details etc.) are held in a secure fashion so as to prevent any third party gaining access to them. 6.3.2. Communications to multiple recipients shall have the individual addresses hidden, unless the addresses are in the public domain already and there is a need to have them visible. 6.3.3. No member’s private details shall be communicated to any other person without the members’ permission 6.4. Tournament Entries 6.4.1. The club shall ensure that entries for UKPA tournaments are made prior to the closing date and in the manner requested by the tournament organiser 7. PROCEDURES 7.1. Club Routines 7.1.1. The club shall ensure that all written procedures (joining, team allocation etc.) are clear, easily understood and readily available for all members to view. 7.1.2. The club shall have clear and open procedures for the grading of their players (see Note 1) 7.1.3. The club shall have clear and open procedures for team selection (see Note 1) 7.2. Complaints 7.2.1. The club shall have a written complaints procedure which allows complaints to be taken to the highest level within the club and details the route to take complaints outside the club (Eg. To the UKPA Exec.)(see Note 1) 8. FINANCES 8.1. The club shall ensure that all public monies are accounted for in an open and professional manner 8.2. Regular checks shall be carried out by an independent person (who may be a club member) on financial accounts of public money to prevent any risk of misappropriation of funds. 8.3. The club shall allow access to their financial records of public money by a duly authorised officer of the UKPA, with reasonable notice, on demand. App 1 to 2.5

Issue 2

Appendix 1 to Sect. 2.5 9. NEW MEMBERS 9.1. The club shall ensure that new members are provided with the necessary information they need to become fully involved in the club activities and UKPA tournaments. This may be by way of a ‘Welcome Pack’, detailing club routines and significant personnel etc. (see Note 1). 9.2. See ‘PMCs’ below for additional Welcome details required of a PMC. 10. COACHING/TRAINING 10.1. The club shall ensure that all Polocrosse coaching is carried out in a professional and safe manner, using qualified coaches where possible (Eg. UKCC, BHS Teaching qualifications) and in accordance with UKPA rules. 10.2. The club shall ensure that, as far as is practical, coaching gives all players of all abilities the opportunity to reach their playing potential. 11. UMPIRING 11.1. The club shall actively encourage its playing members over the age of 16 years to become umpires, providing training, instruction and support as necessary 12. PRIVATE MEMBERS’ CLUBS (PMCs) 12.1. Where a club is run as a PMC all UKPA members joining the club are to be made aware of this fact and how it impacts upon the way the club is run, particularly as to the control of assets and monies taken from the members. 12.2. Notwithstanding the differences between PMCs and public clubs all PMCs shall conduct their relationships with their members within the spirit of this Code of Conduct. Notes: 1. Where a requirement refers to this note a new club has one calendar year to implement the requirement. It must be complete by the second registration. 2. A standard Club Constitution is available from the UKPA which will be accepted as suitable

App 1 to 2.5

Issue 2

Sect. 2.6 MEMBERSHIP RULES & PROCEDURES The intent of these rules and procedures is to supplement requirements for UKPA and affiliated Polocrosse Clubs membership, set out in the UKPA Constitution, and regulate the process of transfer of members between UKPA Polocrosse Clubs. 1. UKPA Membership Secretary 1.1 The Membership Secretary maintains a database of UKPA membership, based on information provided by affiliated clubs and/or individual members. 1.2 The information retained by the Membership Secretary is confidential and subject to Data Protection Act legislation. 1.3 All monies received by the Membership Secretary, as membership subscriptions, are passed to the UKPA Treasurer as UKPA funds. 2. Membership Rules 2.1 Rules for membership classes, membership and membership subscriptions are set out in the Association’s constitution. 2.2 A person wishing to participate in the activities of the UKPA, or its affiliated Polocrosse Clubs, as a member, officer, player or official, must be a member of the UKPA, in accordance with the Constitution of the Association. 2.3 A UKPA member may only be a member of one UKPA affiliated Polocrosse Club at any time and Club Membership is defined by the membership registered with the UKPA Membership Secretary 2.4 To play in a Tournament organised under the auspices of the UKPA, a Player Member may only play in a representative team of the Polocrosse Club of which he is registered as a member, with the Membership Secretary of the UKPA. Exception to this Rule may be made in accordance with Player Loan Rule 4. below 3. Change of Club Membership 3.1 A Player Member of the UKPA wishing to become a member of a club, other than the club with which he is registered as a member with the UKPA Membership Secretary, may change club membership provided the following criteria are fulfilled:3.1.1 All subscriptions and monies due to the players current club have been paid. 3.1.2 The player has given notification, in writing, to his current club and the club of which he wishes to become a member, and both clubs approval, in writing, is obtained. 3.1.3 Clubs must not withhold approval unless the change of membership can be shown as not being in the best interests of polocrosse as a sport and, if so, an objection has been registered with the UKPA Secretary, requesting arbitration by the UKPA Rules, Codes & Arbitration Committee. 3.1.4 The Player has given notification, in writing, including the written confirmation of the two clubs involved approval, to the Membership Secretary of the UKPA. 3.1.5 The UKPA Membership Secretary has confirmed, in writing, to both Clubs and the Player, that the change of club membership has been registered and the date on which the transfer will be effective. 3.2 The effective transfer date will be 14 days from the registration date and the transferred player will only be eligible to play for the club with which he was originally registered until that date. 4. Player Loan 4.1 A Player may be loaned by a club to another club, to play for a representative team or section in a specified tournament providing: 4.1.1 Only by playing the player member concerned, could the team or section participate in that tournament. 4.1.2 The Chairmen, of the two clubs concerned approve of the arrangement before the loan takes place

2.6 - 1

Issue 4

Sect. 2.6 4.1.3 If a club taking part in the tournament objects to the loaned player arrangement, the tournament organising committee decides whether the loan is in the best interest of the tournament and adjudicates accordingly. 4.1.4 Loans for the National Championships. Player loans at the National Championships are subject to prior approval by the UKPA Tournament Organising Committee and will only be approved under exceptional circumstances 5. Eligibility for UKPA National Championships 5.1 To be eligible for selection to play as a club representative UKPA Members need to have fully paid membership by June 1st of the current year and to have played a minimum of one UKPA tournament in the current season for the club they enter for the Nationals, prior to the National Championships. 5.1.1 New full members (temporary members are not included) who join after the 1st June may play at the UKPA Nationals if they have played a minimum of one UKPA full tournament in the current season for the club they enter for the Nationals, prior to the National Championships. 5.2 It is a condition of entry to the UKPA National Championships, for all players over the age of 16 years, to have passed their umpire’s exam if they meet either of the following criteria; a. b.

Are player graded 3 or above OR Have played three or more seasons of polocrosse prior to the current year

Exemptions to this will only be allowed in exceptional circumstances with prior approval from the UKPA Executive. 5.3 A player wishing to play at Nationals for a club they transfer to from another must COMPLETE the transfer by the 1 st August.

2.6 - 2

Issue 4

Sect. 2.7 OVERSEAS PLAYER RULES The intent of these rules is to define requirements for persons designated as “Overseas Players” wishing to participate in events organised under the auspices of the UKPA as Players, Umpires or Coaches. Compliance with these rules is mandatory before an Overseas Player is permitted to participate in any polocrosse activities held under the auspices of the UKPA. These requirements do not apply to members of non-UK teams, visiting the UK, as representative members of clubs or national squads at the invitation, or with the approval, of the UKPA Executive. The rules are not intended to restrict the international exchange of polocrosse players but to ensure that visiting players’ involvement with UK polocrosse is satisfactory and enjoyable to both players and their hosts. 1.

Overseas Players 1.1 The UKPA definition of an “Overseas Player” is a person whose main residence is not in the UK and who is a player member of a polocrosse club, not in the UK, affiliated to its national polocrosse association, which is a member or associate member of the International Polocrosse Committee. 1.2 An Overseas Player is required to provide the UK host club and/or the UKPA Secretary with documentary information from their home association, for each visit, of: 1.2.1 Their level/standard/grading as a player/coach/umpire in their home country. 1.2.2 Confirmation by the home association that they have no objections to the persons proposed polocrosse activities in the UK. 1.2.3 The information must include the playing season to which it applies e.g. 2007, and will only be applicable to the defined calendar year. 1.3 At the request of an Overseas Player the host club secretary will provide an Overseas Player with a testimonial of their polocrosse activities during their UK visit.

2. Eligibility for UKPA National Championships 2.1 To be eligible for selection to play as a club representative in the UKPA National Championships an Overseas Player must play in at least two UKPA tournaments for the club they enter Nationals with, in the current season, prior to the National Championships. 3. UK Overseas Players 3.1 UKPA player members travelling as Overseas Players, other than those travelling as Representative UKPA Squad Members, should be aware that the requirements of these rules will apply to them in IPC member and associate member countries. They should ensure they are in possession of appropriate documentation before leaving the UK. 3.2 UK player members participating in overseas polocrosse activities are required to submit to the UKPA Secretary, on their return, a testimonial of their activities from the Association(s)/Club(s) secretaries who were their hosts. 3.3 Overseas visits by UKPA Members for a playing season as “Gap Year” or extended holiday visits will not affect their residential eligibility for UK Squad selection.

2.7 - 1

Issue 2


Sect 3.1

ARBITRATION OF RULES, CODES AND PROCEDURES This procedure lays down the procedure for obtaining formal arbitration or clarification of the rules, codes and procedures as laid down in the UKPA Handbook and associated documents. For rulings required at a tournament the Tournament Arbitration and Disciplinary Committee is to be consulted in accordance with the procedures laid out in the UKPA Tournament Pack. Informal clarification of rules, codes and procedures can be obtained by direct contact with the UKPA CEO. For clarification of playing rules the Chief Umpire may be contacted. 1. Formal Requests for Arbitration or Clarification 1.1. All formal requests for arbitration or clarification of rules, codes and procedures are to be made to the Executive committee, in writing, through the UKPA Secretary. 2.

Record and Amendments 2.1. The UKPA Secretary shall maintain filed records of requests, interpretations and rulings to and by the Committee. If appropriate, they draft an amendment to the subject Code, Rule or Procedure, based on the ruling of the Executive Committee, for approval by the Executive Committee, and subsequent incorporation in the relevant Code/Rule/Procedure.


Rulings and Interpretations 3.1. Rulings and interpretations by the Executive Committee are authoritative and are not subject to appeal except as detailed in Annex G to the BEF Rules..

3.1 - 1

Issue 3

Sect. 3.2 CODE OF CONDUCT The purpose of the Code is to provide guidance and rules to members of the UKPA of the standard of behaviour with which they are required to conform during activities organised by or associated with the UKPA and its affiliated clubs and organisations. The Code is published in the UKPA Yearbook & Manual and the Players Handbook and it will be assumed that they have read its contents and are aware of their obligation to conform to its requirements as a condition of UKPA Membership. 1. General Conduct 1.1 UKPA Members must at all times abide by the constitution, rules and codes of the UKPA. Clubs are responsible for ensuring that their members conform to these requirements. 1.2 Members must not engage in acts of misconduct or unruly public behaviour while present at activities associated with the UKPA. 1.3 Any Member who by his/her actions or statement is perceived to bring the UKPA or the game of polocrosse into disrepute may be in contravention of this Code and consequently subject to disciplinary action as provided for by the Code. 2. Conduct on the Playing Field 2.1 Players must not threaten, attempt to assault or assault any player or other person. 2.2 Players must not abuse or dispute, as distinct from question, an umpire’s decision or react in an obviously provocative or disapproving manner either towards an umpire/referee his decision or, generally, following an umpiring or refereeing decision. 2.3 Players may only wear and use approved clothing and equipment. No commercial logo may be worn or displayed by any player except with the prior approval of the UKPA. 2.4 Players must not use crude and/or abusive language or engage in conduct detrimental to the game. An umpire is expected to caution the player and advise the captain of his concern before reporting any player for this type of behaviour. 2.5 Players must not use crude or abusive hand signals. 3. Behaviour at Tournaments 3.1 The Code of Conduct on the Playing Field combined with the UKPA Rules states clearly what is acceptable, and what is not by Members while playing Polocrosse. However there are no clear-cut rules as to what is acceptable as behaviour by people attending a UKPA tournament whilst not playing Polocrosse. In addition to concerns about health and safety of both horses and players the UKPA Executive Committee believes that it should ensure that the status and image of Polocrosse as a sport must be protected and that, if circumstances demand, disciplinary action taken to protect this status. 3.2 The Committee believes that all members of UKPA have, as a priority, the development and maintenance of Polocrosse as an enjoyable sport as an objective, but this must be achieved within the context of an acceptable code of behaviour at tournaments. The Committee also believes that this behaviour should primarily be the responsibility of Clubs, individual members and family groups. 3.3 Three aspects of behaviour at tournaments are of particular concern. The first is behaviour affecting the safety of horses and riders both on and off the playing field, the second is the need to respect the property of others and the third is the control of excessive or illegal consumption of alcohol. The law contains a number of provisions affecting children and young persons in relation to the supply and consumption of intoxicating liquor and to their presence on licensed premises. All Clubs and members, and where appropriate, parents, must abide by the laws of the land that relate to the supply and consumption of alcohol (see paragraph 4 below). 3.4 Tournament Organiser must designate a Senior Non-Playing Member for each tournament whose responsibility is to monitor the observance of all “off Field” UKPA rules and codes and any additional rules, stipulated by the Tournament Organiser. The UKPA Executive Committee ensures that for every tournament there will be a 3.2 - 1

Issue 2

Sect. 3.2 designated member of the Executive Committee in attendance, to work with the local organisers and the Tournament Arbitration & Disciplinary Committee in helping to take any immediate disciplinary or preventative action required. 4. Consumption of Alcohol by Minors (persons aged under 18 years) 4.1. The consumption of alcohol by a minor (person aged under 18 years at the time) is banned at all UKPA events. 4.2. Incidents of under-age drinking shall be brought to the attention of the Tournament Organiser as soon as possible. 4.3. The Tournament Arbitration and Disciplinary Committee shall be convened as soon as practical to investigate the claim. 4.4. The minor who is suspected of under-age drinking is to be interviewed in the presence of their parent/guardian/nominated responsible adult. If such a person is unavailable then a senior member of their club is to be present at the interview (preferably the Child Welfare Officer).. 4.5. Other witnesses may be interviewed if appropriate. 4.6. If the claim is upheld then the TADC is authorised to discipline the player as appropriate to the offence. Written details of the disciplinary action shall be forwarded to the UKPA secretary along with other tournament paperwork. The details shall also be communicated to the minor’s parents/guardian/responsible adult as soon as possible. 4.7. Should the minor reoffend again in the same season they may be banned from competing at any UKPA tournament for the remainder of the season. 4.8. Appeals against the decision to ban a player for the season may be made in accordance with the Arbitration and Disciplinary Committee Procedures. 4.9. Any person who knowingly contributed to the violation shall have punitive action awarded against them by the Executive Committee in accordance with Arbitration and Disciplinary Committee Procedures. 5. Sale of Alcohol to a Minor 5.1. Where it can be seen that a bar at a UKPA event has sold alcohol to a minor and could have reasonably known the person was a minor then that bar shall be immediately closed for the remainder of the Tournament/event. All other bars run by the same organisation shall also be closed. 5.2. Should the same organisation repeat the offence the UKPA executive is authorised to ban that organisation from selling alcohol at UKPA events until further notice. 5.3. Appeals against decisions may be made in accordance with the Arbitration and Disciplinary Committee Procedures. 6. Sale of Alcohol by a Minor 6.1. Persons under the age of 18 years shall not be involved in the sale of alcohol at UKPA events. 7. Bullying 7.1. Bullying - repeated actions by an individual or a group against another individual or group which is intended to harm physically or emotionally. 7.2. Bullying is explicitly banned within the UKPA. 7.3. Bullying can take many forms and it is incumbent on all persons within the UKPA to be vigilant against it. Bullying can be by;  physical assault  teasing  making threats  name calling

3.2 - 2

Issue 2

Sect. 3.2

7.4. cyber bullying - bullying via mobile phone or online (eg email, social networks and instant messenger)Any person witnessing or being the target of bullying within the UKPA is to bring it to the attention of either their club Child Welfare Officer or Chairman as appropriate.

8. Disciplinary Procedures 4.1 Disciplinary Procedures appropriate to this Code are detailed in section 3, ARBITRATION & DISCIPLINARY COMMITTEE PROCEDURES

3.2 - 3

Issue 2

Sect. 3.3 COMPLAINTS AND DISCIPLINARY PROCEDURES The purpose of this procedure is to lay down the processes for the investigation of complaints made against the conduct of individual members and member bodies of the UKPA. Complaints specific to a tournament are to be made to the relevant Tournament Arbitration and Disciplinary Committee (TADC) in the first instance. This procedure shall also consider appeals against disciplinary penalties, imposed by a TADC and adjudicate on reports of incidents and misconduct referred to them, which are considered to warrant disciplinary penalties beyond those of the authority making the referral. It is not intended that minor transgressions are dealt with using these procedures, as these should be dealt with by individual clubs, umpires and referees as applicable. 1. Appointment of the UKPA Arbitration & Disciplinary Board Chairman (ADBC) 1.1. At the first UKPA Executive Committee meeting following the AGM the Board shall appoint or re-appoint the ADBC. 1.2. Should a complaint be made against the appointed ADBC, or if the Executive committee believes the ADBC is not suitable to carry out the role (eg. If the complaint is against a member of his family or his UKPA club) it is authorised to temporarily appoint a new ADBC for the purposes of the investigation or until a properly appointed holder can be made. 2. Decision Approvals 2.1. All decisions made under this procedure are subject to approval by the Executive committee. Executive approval need not be at a formal meeting of the committee, but may be made by e-mail or similar suitable method. 2.2. Should the Executive disavow the decision it has the right to require the decision to be reviewed and represented. 3. Appeals 3.1. Appeals against decisions made under this procedure may only be made under the following conditions: a. The original decision was not made in accordance with this procedure or b. There were serious irregularities in the proceedings. 3.2. All appeals shall be made in writing to the UKPA secretary within 28 days of the receipt of the decision by the member or member body. Appeal processes shall be carried out as already specified for investigation by this procedure. 3.3. Any disciplinary penalty may be allowed to stand during the appeal process at the discretion of the investigating official if it is believed this is in the best interest of the sport. 3.4. Appeals against decisions are to be dealt with in accordance with the following table. Table 1 – Appeal Routes ORIGINATING INVESTIGATING OFFICIAL CEO ADBC ADB Executive Committee

APPEAL OFFICIAL ADBC ADB Executive Committee British Equestrian Federation (BEF)

NOTES No further appeal* No further appeal* No further appeal* BEF Rule Book Annex G – Appeals

* Appeal to the BEF may be made, under BEF Rulebook Annex G procedures.

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Issue 3

Sect. 3.3 4. Complaints 4.1. For the purposes of this procedure a complaint shall be be submitted, in writing, to the UKPA CEO by only:  A member of the UKPA Executive Committee  A Club Chairman.  The UKPA Chief Umpire  A manager of a National Team.  The chairman of a Tournament Arbitration & Disciplinary Committee 4.2. Complaints will only be considered when they refer to a perceived breach of UKPA Rules, codes or procedures. The written complaint shall refer directly to the rule, code or procedure which is believed to have been breached. 4.3. Should the complaint be regarding the conduct of the CEO the report may be submitted directly to the UKPA secretary for passing to the ADBC for investigation. 4.4. The CEO/secretary shall inform the complainant that the complaint has been received and what the immediate resolution route is to be, ie. First to the CEO or direct to the ADBC. This reply shall be made within 14 days of the receipt of the complaint unless there are exceptional circumstances necessitating a longer period. 4.5. If the complaint is regarding the CEO the secretary shall forward the complaint directly to the ADBC for consideration. Otherwise it shall be sent to the CEO for informal investigation. 5. Summary Investigation and Resolution by the CEO 5.1. The CEO shall carry out an initial informal investigation in to the complaint in an attempt to gauge its validity or to arbitrate a mutually acceptable outcome. The CEO shall respond to the complainant within four weeks of receiving the complaint, detailing the decision, the progress so far and/or the intended route for the complaint. 5.2. If the CEO decides that the complaint is invalid this decision shall be transmitted, in writing, to the complainant by the CEO giving their reasons. 5.3. If the CEO is unable to informally resolve the issue the complaint shall be passed to the ADBC for further investigation. Such action shall be reported to the complainant as soon as practical. Reasons for being unable to resolve the issue may be; a. Issue requires disciplinary action b. Issue resolution exceeds the CEO’s summary powers c. The CEO is implicated in the complaint 6. Summary Powers of the CEO 6.1. Where a mutually agreeable result cannot be obtained by the CEO he/she may, where he/she considers that a member or member body is in breach of UKPA rules but that breach is of a minor nature issue a formal written warning as to the member’s or member body’s further conduct which shall include an outline of the circumstances of the case and the reason for the warning. 7. Summary Investigation and Resolution by the ADBC 7.1. When appropriate as described in this procedure, the ADBC shall carry out an informal investigation in the same manner as the CEO in the paragraph above. 7.2. If the ADBC is unable to informally resolve the matter he/she shall convene the ADB. 8. Summary Powers of the ADBC 8.1. The ADBC has the same summary powers as the CEO. 9. Arbitration and Disciplinary Board (ADB) 9.1. The ADB shall be chaired by the appointed ADBC unless the Executive committee considers it more appropriate to temporarily appoint a different chairman. 9.2. Members of the ADB shall be appointed by the Executive committee and may consist of members of the Executive committee if appropriate, with the exception of the Chairman who must remain impartial in case of the event of an appeal. 3.3 - 2

Issue 3

Sect. 3.3 9.3. There shall be a minimum of two members of the board, plus the chairman, and all decisions are by majority vote. 9.4. Notice of a meeting by the ADB shall be made to the alleged offender at least 21 days before the date of the meeting. Where such a notice term is not possible the ADB may abridge this period as suitable. Such notice shall be made in writing requiring a response by the alleged offender within 7 days as to their intention to attend. 9.5. The ADBC shall pass the results of the board meeting to the UKPA secretary as soon as practical for approval by the Executive committee. 9.6. The UKPA secretary shall pass the decision of the board to the offender as soon as practical after Executive approval. 10. Rights of the Participants at ADB Meetings 10.1. An alleged offender under investigation at an ADB meeting has the right to appear in person and may call and examine witnesses. At the discretion of the ADB the alleged offender may submit written evidence and statements for consideration in their absence. If an alleged offender fails to or elects not to appear before the ADB a decision may be made and penalties imposed in their absence. 11. Disciplinary Powers of the ADB 11.1. Disciplinary penalties imposed by the UKPA Arbitration & Disciplinary Board may take the form of; a. The requirement to revisit the action of a member body in making a decision or the conduct of a process b. A reprimand and/or caution as to future conduct c. A monetary fine d. Temporary suspension of membership of the UKPA or rights within the UKPA, eg. Membership of a squad, attendance at Tournaments. e. Or a combination of those penalties. 11.2. A Member has the right to decline a penalty imposed by the Arbitration & Disciplinary Board, in which case this will be judged to be resignation of the Member’s membership of the UKPA. 11.3. A fine imposed on a Member must be paid within seven days, or as otherwise agreed between the Member and the UKPA Secretary/treasurer. Failure to meet this requirement shall be construed as the Member having declined to accept the penalty imposed with their consequent resignation from the UKPA. 12. Immediate Suspension 12.1. Where the alleged breach is sufficiently severe such that UKPA members or horses (in cases of abuse of horses) may be considered to be put at risk or the good name of the UKPA is at risk then the Executive committee has the right to immediately suspend a member from any and all UKPA activities. The member is to be informed of the suspension in writing, but may also be informed verbally should the time scale of the situation warrant it. 12.2. The ADB shall be convened as soon as practical to further investigate the matter and adjudicate a permanent decision. 13. Confidentiality 13.1. Details of complaints and resulting decisions are only to be distributed on a needto-know basis unless the Executive committee believes that there are exceptional circumstances necessitating a broader distribution. 13.2. When distributed publicly consideration shall be given to removing the personal details of the offender. 14. Child Welfare 14.1. When dealing with the conduct of a child (person aged under 18 years) the UKPA Chief Child Welfare Officer (CCWO) is to be involved in the procedure at the earliest opportunity and any investigation is to be made under his/her advisement 3.3 - 3

Issue 3

Sect. 3.3 regarding the child’s welfare and in accordance with the UKPA Child welfare procedures. 14.2. Except under exceptional circumstances a child’s parent/guardian is to be present at all disciplinary proceedings attended by the child. 15. Records and Publishing of Proceedings 15.1. Suitable written records of all investigations and resulting decisions are to be made by the relevant officiating Official and are to be held by the UKPA secretary. 15.2. Public Notice of the findings of investigating officials subject to appeal are not to be published until the expiry of the 28 day appeal period and then only at the discretion of the investigating official. COMPLAINTS ROUTE FLOWCHART COMPLAINT

About the CEO?


No Appeal Route (See Table 1 para 3.4)

CEO investigation



Yes ADBC Investigation

No Decision

Yes ADB Convenes


Executive Investigation


BEF iaw Annex G of BEF Rules 3.3 - 4

Issue 3

Sect. 3.4 HEALTH AND SAFETY POLICY AND PROCEDURES Health and Safety It is the policy of the UKPA to establish and apply procedures, mandatory at all events organised under the auspices of the UKPA, which will provide a safe and healthy environment for all people participating and/or attending. The UKPA, by imposing these mandatory procedures on organising clubs, endeavours to reduce risks involved to an acceptable minimum. The intent of the procedures is to apply whatever measures are reasonable and practical to protect the safety of players, spectators and officials without restricting participants’ and spectator’s enjoyment of the sport. 1.

Health and Safety Officers 1.1 The UKPA Executive Committee appoints an Executive Health and Safety Officer (EHSO) from the elected members of the committee to lead the Association in “best practice”, thereby ensuring compliance with current H&S legislation, and to protect the Health & Safety of its Members, and ensure and monitor the implementation of this Policy and Procedures 1.2 The UKPA Executive Committee appoints a Chief Health & Safety Officer (CHSO) to assist the EHSO (See Section 2.7). 1.3 Each UKPA member Club appoints its own H&SO who is responsible, in liaison with the CHSO, for the co-ordination and application of Health & Safety best practice and procedures within their Club. 1.4 It is the responsibility of each organising Club or Region to ensure that a location to be used for a UKPA Polocrosse activity is fit for purpose in terms of safe playing conditions, spectator safety and supporting first aid, catering and welfare facilities.


Hazards and Risks 2.1 There are two key words associated with Health and Safety (H&S) policy and procedures the H&S interpretation of which it is important for those responsible for H&S Procedure implementation to understand. The key words are “Hazard“ and “Risk”. Hazard means anything or any circumstances that can cause harm. Risk is the subjective probability that people will be harmed by the hazard. The UKPA recognises that polocrosse activity involving horse riding can be inherently hazardous to both riders and spectators and it is the intent of these procedures to minimise the associated risks.


Hazard Identification & Risk Assessment 3.1 Prior to any UKPA or Club event involving horse riding the organising Club H&SO must make a risk assessment of the venue and proposed activities by using and completing as appropriate, the Tournament Risk Assessment document which is included in the UKPA Tournament Pack and is also available to download from the UKPA Website. The objective of the risk assessment is to identify potential hazards and assess the level of risk each hazard represents to people involved with the event. 3.2 For each hazard identified the H&SO must initiate action to either eliminate the hazard or reduce its risks to be “Acceptable”.

4. Playing Field Safety Zones 4.1 Safety Zones to be marked on each playing field are detailed in the latest version of the UKPA Polocrosse Rulebook. There is to be nothing in those zones that is likely to cause a risk to a horse or player from the field of play. For Tournaments agreement shall be obtained from the UKPA before play starts if the zones do not comply. For club training events the non-compliance is to be formally Risk Assessed by the Club. 4.2 Field Marshals are authorised to instruct Umpires to hold or stop play if spectators are inside the Safety Zones.

3.4 - 1

Issue 3

Sect. 3.4 5. Medical Cover Requirements for UKPA Events 5.1 The following minimum requirements (Table 1) for medical cover for a UKPA event are mandatory unless other arrangements are approved by the UKPA Executive, on a case by case basis: Table 1 Event Type On foot training On Horse Training less than 5 riders On Horse Training 5 to 20 riders On Horse Training with more than 20 persons riding at one time Tournaments, 2 or fewer pitches Tournaments, >2 pitches Overnight stays without horses Overnight stays with horses

Appointed Person YES YES NR NR NR NR YES NR

First Aider NR NR YES One per 20 riders NR NR NR YES









NR = Not required

Definitions: Appointed Person – A responsible person equipped with an active mobile phone/or landline (if immediately available) with a full knowledge of the first aid procedures relevant to the event. They are to be responsible for activating first aid procedures when required, to include; taking charge of the incident, calling the emergency services and recording accident details. First Aider – A person with a recognised first aid qualification, ie. Full HSE or Two day equine specific (eg. BHS) or UKPA UKCC acceptable qualification. The First Aider shall assume the roles of the Appointed Persons unless a separate person takes on that role Emergency Medical Technician (EMT) – A person who is specially trained and certified to administer basic emergency services to victims of trauma or acute illness before and during transportation to a hospital or other healthcare facility. An Emergency Care Assistant (ECA) may be used. A medic with qualifications superior to the EMT may be used with UKPA approval. Paramedic - A person whose training and qualification have been accepted by the Health and Care Professions Council (HCPC) and is registered with them by name. To check the validation of a paramedic see website Tournaments – Approved UKPA tournaments. During tournaments play must not start or continue until and unless a Paramedic is available and not involved in dealing with an incident. Overnight Stays – Where players and horses remain on site during the hours of darkness, eg. during a two day tournament or training camp. 6. Hygiene & Welfare 6.1 Health & Safety includes the provision of hygienic conditions and facilities for people visiting and/or participating in organised events. It is recommended that the provision of hygienic conditions and facilities is considered by organisers, for all events, which are associated with the UKPA, to which UKPA Members, and members of the public 3.4 - 2

Issue 3

Sect. 3.4 are invited and/or permitted to attend. Hygiene and Welfare facilities to be considered include: Drinking water Washing facilities/Showers Toilets Food catering First Aid 6.2 Adequate horse drinking water supplies should be available from standpipes or bowsers located within the event camping areas. 6.3 If an event is to be of more than 24 hours duration it is recommended that personal washing and shower facilities are provided of sufficient number based on the number of people registered as attending the event. 6.4 Toilets should be provided based on one toilet for each 20 players attending and should be distributed throughout camping areas and at strategic locations adjacent to playing fields. Provision should be made for toilets to be cleaned daily and toilet tissue replenished. Chemical toilets should be emptied at least once in a 48 hour period. 6.5 For events lasting more than 24 hours it is recommended that catering is provided, either a professional mobile catering vehicle or a facility provided and staffed by the organising Club or Region. 6.5.1 Where professional caterers are on site the event H&SO must verify that they possess a valid and current Catering Licence issued by a Local Authority and that the persons catering have valid Certificates of Hygiene Training, issued by a Local Authority. 6.5.2 Where Club members are to provide catering, the event H&SO must inspect the catering facilities to verify that they are of an acceptable standard of hygiene and that any hired portable catering equipment has appropriate Certificates of Inspection and is installed in a safe manner. Particular attention should be given to the safe installation of gas appliances, and the location and storage of pressurised gas containers. 7 8 9

Electrical Equipment Where 240V or higher electrical equipment is in use the integrity of the system is to be checked in accordance with the Risk Assessment. Fire Risk Assessment Where there are sources of ignition (cookers, naked flames etc.) a Fire Risk Assessment shall be carried out to prevent fires breaking out. Training Event Requirements 9.2 During training events (including club regular training) the following are mandatory; 9.2.1 Medical Cover - Medical cover as detailed in Table 1. Names of medical personnel to be recorded. 9.2.2 Record of Attendance - A record of persons attending by name. Records to be kept for at least 3 years. 9.2.3 Risk Assessment - A risk assessment (RA) to be carried out of the event site. This may be a standard item, reused for each occasion of training at a particular site. The fact that a RA has been carried out shall be recorded for each event. The RA shall record any risks noted, their severity and any mitigating actions required. A RA proforma can be downloaded from the UKPA website. 9.2.4 First Aid Box - If a First Aider is required a first aid box with suitable items must be immediately available. 9.2.5 Accident Book - An accident book is to be maintained to record all injuries sustained during training. A copy of the form used shall be sent to the UKPA secretary as soon as practical. The book may be an off the shelf item, but it shall comply with the data Protection Act 1998. 9.2.6 Personal Details Form - Each person undergoing training to have completed a personal details form giving contact details and playing/riding experience. A copy of a suitable form is available from the UKPA website. Completed forms shall be kept securely to prevent unauthorised access for Data Protection purposes. Emergency contact details and important medical information to be made available to trainers as required during training sessions. 3.4 - 3

Issue 3

Sect 3.5

CHILD WELFARE POLICY AND PROCEDURES Policy Statement The UK Polocrosse Association fully accepts its legal (Children’s Act, 1989 & 2004) and moral obligations to protect children and safeguard their welfare, irrespective of age, disability, gender, racial origin, religious belief or sexual orientation. This policy will be implemented by engendering a culture of care for the child and by developing clear and accessible procedures. The UKPA has a statutory duty of care to safeguard all children and vulnerable adults involved in the Association’s activities. The UKPA Child Welfare (CW) procedures are based on the Safeguarding Policy of the British Equestrian Federation (BEF), which is a requirement of membership of the federation; details of this policy can be found on the BEF website. UKPA procedures have been developed to apply the BEF policy to the UKPA organisation. The UKPA will endeavour to ensure the safety and protection of all children involved in UKPA activities through adherence to these Child Welfare (CW) Procedures. All UKPA Affiliated clubs and organisations are required to implement these Child Welfare procedures as a pre-requisite for affiliation. For the purposes of these procedures the term ‘child’ shall include ‘vulnerable adult’. Definitions: Child – any person under the age of 18 years. Vulnerable adult – someone aged 18 or over who is, or may be: • in need of community services due to age, illness or a mental or physical disability • unable to take care of themselves. The statutory requirements regarding the care of vulnerable adults differs from that for children, but for the purposes of this document the term ‘child’ or ‘children’ shall include vulnerable adults Safeguarding – Policies and systems instigated to prevent harm to children Protection Policies and systems in place to protect specific individuals who are suffering or likely to suffer harm as a result of abuse. 1. UKPA Procedures 1.1. The procedures to be used directly within the UKPA are laid down in Appendix 1 to this Section. 1.2. These procedures shall be managed by the Chief Child Welfare Officer (CCWO) who shall report to the Executive committee through the CEO. The CEO shall be the Executive committee Child Welfare Representative. 2. UKPA Chief Child Welfare Officer 2.1. Post description for the role of the UKPA Chief Child Welfare Officer (CCWO) can be found in Appendix 14 to Section 2.3 of this Handbook. 3. UKPA Affiliated Clubs – Child Welfare Requirements 3.1. Detailed requirements and information for UKPA affiliated clubs are detailed in Appendix 2 to this Section. 3.2. In summary, all UKPA affiliated clubs shall instigate, manage and regularly review a Child Welfare system which includes the following aspects: a. A suitable designated Child Welfare Officer responsible for the overseeing and management of the club CW system. b. Clear lines of communication for the reporting of CW concerns

3.5 - 1

Issue 3

Sect 3.5

c. Active promotion of good practice for all members including the acceptance of codes of conduct by coaches and other persons with access to children. d. Carrying out of suitable background checks on all volunteers with access to children, eg. Coaches and child supervisors, including DBS (CRB) checks where required. e. Active education of children, their parents and other members in Child Welfare issues f. Suitable training of all persons with access to children including; good practice, types of abuse, how to spot abuse, what to do if they have CW concerns g. Suitable collection and storage of CW documentation. h. Regular reviews of the efficacy of the club CW system 3.3. There shall be demonstrable evidence that the above procedures and actions are in place. 3.4. The BEF provides a number of guidance documents and training aids on its website and these are available for use by clubs to meet their requirements. See the BEF rulebook Annex B – Working with Children and Vulnerable Adults and Their Protection and other documentation. 3.5. The UKPA will also provide advice through the CCWO and supporting documentation which can be downloaded from the UKPA website. 4. Reporting of Child Welfare Concerns 4.1. A details of the reporting route for CW concerns is given in Appendix 3 to this section. 4.2. Persons with CW concerns should bring them to the notice of the relevant club CW officer and not to the person causing the concern. The club CW Officer shall bring the concerns to the attention of the CCWO as soon as practical for advice as to the way ahead. 4.3. The CCWO shall seek advice from the BEF before proceeding in a suspected case investigation. 4.4. The CCWO is to bring all CW concerns raised within the UKPA to the attentiom of the BEF. 5. Good and Poor Practices 5.1. Details of what constitutes good and poor practice are given in the BEF Safeguarding Children in Equestrian Sport documentation, but also see Appendix 4. 5.2. It should be noted that good practices also help protect adults from spurious concerns and complaints. 6. Confidentiality 6.1. Confidentiality of information gained during investigations is vital, but it is the duty of all persons to pass on any information they may have regarding possible child abuse to the correct persons or authorities. 7. Disclosure and Barring Service Checks (DBS) 7.1. A formal DBS check must be completed on persons who teach, train, supervise, or transport children or vulnerable adults once a week or more or 4 or more days in a 30 day period or overnight between 2am and 6am, unsupervised by another adult. 7.2. Bullying 7.2.1. Child abuse can also be instigated by children particularly in the form of bullying. See the UKPA Handbook section 3.2 for further details. 7.2.2. All members are to be aware of the possibility of bullying and bring any concerns to the attention of the relevant CWO.

3.5 - 2

Issue 3

Sect 3.5

8. Suspension 8.1. The UKPA has the right to immediately suspend any member from access with children or to require a non-member to be barred from access to children within the UKPA environment, if there are concerns over their suitability to work with children. 8.2. Further action will be taken in accordance with Section 3.3 of the UKPA Handbook. Appendix 1 – UKPA CW Procedures Appendix 2 – UKPA Affiliated Club CW procedures Appendix 3 – Reporting Routes for Child Welfare Concerns Appendix 4 – Good and Poor Practices

3.5 - 3

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Sect 3.5

Appendix 1 to Section 3.5 CHILD WELFARE PROCEDURES FOR THE UKPA 1. The procedures detailed below are a summary of the requirements of the BEF CW system relevant specifically to the UKPA. Reference should be made to the BEF CW system to ensure the UKPA’s full compliance. 2. Education in Child Welfare 2.1. Education is a key aspect of safeguarding and all UKPA members shall be made aware of the following; a. b. c. d.

What to do if they have CW concerns Communication routes for reporting of concerns Good and poor practice by persons in control of children Signs of abuse

2.2. This education should primarily come through member clubs and the UKPA shall ensure that clubs are given the necessary support to be able to provide this information. 2.3. The UKPA shall ensure that all its Executive and Appointed officers are given the above information. 2.4. All UKPA officers with direct access to children (such as squad coaches and managers) shall be trained in UKPA CW procedures as well as in CW matters in general suitable for their position. 3. Managing Child Welfare in UKPA Clubs 3.1. The CCWO is tasked with monitoring UKPA member clubs to ensure they meet the requirements for affiliation and for ensuring they have sufficient resources and support from the UKPA. 3.2. The use of ‘Aware club’ checklists by the CCWO to monitor the state of a club’s CW system shall be instigated at least every two years. An action plan to rectify any failings is to be produced by the club concerned to the satisfaction of the CCWO. 4. Recruitment of Persons with Access to Children 4.1. Background checks shall be carried out on Junior and U21 squad managers and coaches and on open squad managers and coaches when children may be members of the open squad. 4.2. Background checks are also to be carried out on any other persons who may be given unsupervised access to children during UKPA events. 4.3. These checks shall include, but not be limited to, Disclosure and Barring Service checks (DBS). Details for the requirements for DBS checks can be found on the government website and associated links. The CCWO is tasked with ensuring suitable background checks, including DBS checks, for the necessary UKPA officers. 4.4. The CEO is responsible for ensuring that the CCWO also undergoes suitable background checks. 5. Child Welfare at Events Organised by the UKPA 5.1. At every event organised by the UKPA where children will be attending there shall be a suitable designated person acting as the Event CWO as a contact point for any concerns raised at the event. Their contact details shall be made readily available to all attendees. 5.2. The Event CWO shall be fully aware of the UKPA reporting procedures and what to do in the event of being made of a CW concern. App 1 to 3.5

Issue 1

Sect 3.5

6. Lines of Communication 6.1. All CW concerns are to be brought to the attention of the CCWO in the first instance, or the UKPA CEO in the CWO’s absence. 6.2. The BEF requires all CW concerns to be brought to its attention either for advice or for monitoring. The CCWO shall ensure lines of communication are kept open. 6.3. The CCWO shall inform the CEO in good time of when they are going to be out of communication, eg. When on holiday, so that lines of communication can be kept open.

App 1 to 3.5

Issue 1

Sect 3.5


1. A pre-requisite for affiliation to the UKPA is that all clubs shall have a suitable CW system in place, including the appointment of a suitably trained club Child Welfare Officer (CWO). 2. Club CWOs should contact the UKPA CCWO for guidance and support in the carrying out of their duties. Further details of the required CW system can be found on the BEF website under ‘Legal and Ethical’. 3. Club Child Welfare Officer (CWO) 3.1. Each club shall have a specifically designated adult club CWO tasked with overseeing and managing the club CW system. 3.2. The CWO is to be suitably trained in CW issues and shall be fully conversant with the UKPA and BEF CW procedures. Where the club CWO is not already trained on taking up the post the club shall ensure that they receive suitable training as soon as practical. They should contact the CCWO who may be able to offer access to courses for free or give guidance on which course are suitable. 3.3. The Club CWO has the following responsibilities (taken from the BEF CW Procedures); a. Ensuring their club adopts and promotes the UKPA (BEF) policies and procedures b. Promoting education and training in partnership with the UKPA to support staff, members and volunteers. c. Managing and monitoring the implementation of the policy and procedures. d. Being the first point of contact for club staff and volunteers, young people and parents for any issue concerning child welfare, poor practice or potential/alleged abuse. e. Recording and reporting monitoring information as required. f. Responding to any allegations or complaints by reporting to the UKPA CCWO. g. Maintaining local contact details (Local Area Designated Officers {LADO}) for Children’s Social Care, the Police and UKPA CCWO. h. Ensuring confidentiality is maintained and information is only shared on a “need to know” basis. 4. Lines of Communication 4.1. The club shall ensure that there are clear and well advertised lines of communication for the reporting of CW concerns. See Appendix 3. 4.2. The name and contact details of the club CWO shall be freely disseminated to all club members and parents/guardians of child members. A suitable nominated deputy shall be in place when the Club CWO is not available, eg. When away on holiday. 4.3. The club CWO shall ensure that suitable written records are kept of concerns raised for future reference. 4.4. The club CWO shall be fully conversant with reporting routes outside of the UKPA, eg. Police and local Child Services (LADO). 4.5. All members are to be made aware that any concerns about the failure of a club’s CW system may be brought to the attention of the CCWO or the UKPA CEO, ‘whistleblowing’. However, all such concerns should be brought to the attention of the club CWO in the first instance, or the club committee. 5. Promotion of Good Practices 5.1. The club shall actively promote the carrying out of good CW practices by all persons in contact with children. Specific good practices can be found in the BEF Safeguarding documentation and the UKPA website, but are summarised in Appendix 4. Education documentation will also be available from the UKPA CCWO.

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Sect 3.5

5.2. Club coaches and other persons with regular access to children shall be required to abide by codes of conducts, proforma copies of which can be found on the UKPA website for download. 5.3. Where examples of poor practice are brought to the attention of the club CWO these shall be investigated and reported to the UKPA CCWO. Persons carrying out poor practices shall be made aware of their failings and suitable actions taken to redress them. Persons who fail to improve are to be prevented from access to children until their conduct has been reviewed. 5.4. The requirement to follow UKPA CW procedures is to be laid out in the club’s constitution. 6. Background Checks 6.1. Suitable background checks are to be carried out on all club personnel who have regular, access to children. These checks shall include, but not be limited, to DBS checks where applicable. Where references are obtained these should be followed up to ensure they are accurate. 6.2. Completed background checks for UKPA UKCC trained coaches may be available from the CCWO or the Coaching Development Officer (CDO). 6.3. Background check forms can be downloaded from the UKPA website. 6.4. Copies of checks shall be held by the club until the person leaves the club or ceases to have access to children when they should be sent to the UKPA Secretary for long term retention. 6.5. Where a coach from outside the club is used for a training session with children they must be supervised at all times unless background checks have been carried out. 6.6. Club CWOs are to regularly assess their members to check those that may need background checks. To obtain DBS checks contact the UKPA CCWO. 7. Education 7.1. All club members (and parents/guardians of children members) shall be made aware of the following; a. What to do if they have CW concerns b. Communication routes for reporting of concerns c. Good and poor practice by persons in control of children d. Signs of abuse 7.2. This may be by specific club training ‘course’ or simply by handout/leaflets given to each person. 8. Training of Coaches and Others with Access to Children 8.1. The club shall ensure that all club coaches and other persons with unsupervised access to children undergo CW training suitable for their level of access. All level 2 UKCC Coaches will have already undergone the necessary CW training. Club CWOs should contact the UKPA CCWO for guidance on what level of training is necessary for persons and where this may be obtained. 8.2. Details of this training shall be kept by the Club CWO and confirmed as accurate and up to date. 9. Collection and Storage of CW Information 9.1. Details of background checks along with associated documents are to be kept in hard copy form by the club CWO until the relevant person ceases the activity or leaves the club. Paperwork should then be passed to the UKPA Secretary for long term storage. 9.2. All such personal information shall be kept securely with access only by persons with a specific need to know. No information regarding CW issues shall be passed to any person without a need to know, eg. To the media or other club members.

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Sect 3.5

10. Regular Reviews 10.1. Club CWOs shall conduct regular reviews of the club CW system to ensure it continues to meet the requirements laid out in this section. This review should be at least two yearly and when the post of club CWO passes to a different person. 10.2. The review can take the form of a checklist, a proforma copy of which can be downloaded from the UKPA website. 10.3. The UKPA CCWO will, from time to time, conduct reviews of club CW systems. 11. Child Welfare at Events Organised by the Club 12. At every event organised by UKPA affiliated organisations, where children will be attending there shall be a suitable designated person acting as the Event CWO as a contact point for any concerns raised at the event. Their contact details shall be made readily available to all attendees. 13. The Event CWO shall be fully aware of the UKPA reporting procedures and what to do in the event of being made of a CW concern.

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Sect 3.5

Appendix 3 to Section 3.5 REPORTING ROUTES FOR CHILD WELFARE CONCERNS 1. In all situations the UKPA CCWO or the CEO may be contacted directly to obtain advice or to report concerns over child abuse. However, in the first instance concerns should be brought to the attention of the relevant Club or event CWO. 2. All CW concerns are to be brought to the attention of the UKPA CCWO in due course by CWOs. These are to be forwarded to the BEF by the UKPA CCWO. 3. The BEF provides a Federation Safeguarding Advisory Group (FSAG) who will give quick response advice on what to do in the event of a child welfare concern. This group can be contacted 24/7 through the UKPA CCWO or the CEO in the CCWO’s absence. 4. Concerns should NOT be raised with the person causing the concern before consulting the club or event CWO. Otherwise this may allow the perpetrator to delete compromising texts etc. and hide other evidence. 5. Concerns About Poor Practices 5.1. The CWO shall investigate the claims made and if they are simply poor practice speak to the person(s) involved informing them of their concerns and what actions are to be put in place to prevent this poor practice continuing. 5.2. Should the practices continue the person involved is to have their contact with children suspended until further review. 5.3. Written details of the investigation are to be made as suitable in case of further concerns. 6. Concerns About Suspected Abuse 6.1. Concerns of abuse could be either; • perpetrated by a member or official of the club • perpetrated outside of the club but noticed during a club event 6.2. Child abuse is a criminal act and if there are reasonable concerns that a child is being abused then the Police and the Local Area Designated Officer (LADO) are to be informed. 6.3. Advice may be sought through the UKPA if CWOs would like guidance. 6.4. Any evidence gained must be written down as soon as practical, including phone calls received or made. Further advice can be found in the BEF Safeguarding documentation and on the UKPA website.

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Sect. 3.5 Appendix 4 to Section 3.5 GOOD AND POOR PRACTICES GOOD PRACTICE • Ensure experience at UKPA events is fun and enjoyable • Promote fairness • Confront and deal with bullying • Never condone rule violations or the use of prohibited substances. • Be an excellent role model; do not drink alcohol or smoke or when working with young people. • Treat all young people and vulnerable adults equally; this means providing everyone in a group situation similar attention (within reason), time, respect and dignity. • Respect the developmental stage of each young person and place their welfare ahead of winning, club or personal achievements. This means ensuring that the training intensity is appropriate to the physical, social and emotional development stage of the rider and that all UKPA guidelines for training intensity and competition are followed. Ensure training and competition schedules are based on the needs and interests of the child, not those of the parents, instructors or club. • Wherever possible conduct all training and meetings in an open environment and avoid oneto-one coaching in unobserved situations. • Maintain a safe and appropriate relationship with riders; it is inappropriate and, where under the age of 16, illegal to have an intimate relationship with a young person. The UKPA supports the Home Office guidelines that recommend that people in positions of authority should not have sexual relationships with 16-17 year olds in their care. One adult should never share a room with one young person. Occasionally situations may occur when a number of young people and adults share a common sleeping area e.g. Training Camps – although this is not recommended. Always ensure that parents’ permission is gained in writing beforehand and riders are given an opportunity in advance to discuss this, air any concerns and agree the logistics of the sleeping arrangements. • Build relationships based on mutual trust and respect in which young people are encouraged to take responsibility for their own development and decision-making. Avoid situations in which the instructor or team manager uses their position and power to dictate what the rider should and should not do. • Avoid unnecessary physical contact with young people; if contact is required; for example in demonstrating a technique, keep the contact to a minimum, in open view of others and explain to the child what you are doing. Touching can be okay and appropriate as long as it is neither intrusive nor disturbing and the rider’s permission has been given. • Ensure separate changing facilities are available for riders. Where supervision is required, involve parents wherever possible and ensure that adults work in pairs. • Communicate regularly with parents, involve them in decision-making and gain written consent for travel arrangements. Secure their consent in writing to act in loco parentis, if the need arises to give permission for the administration of emergency first aid and/or other medical treatment. • Be aware of any medical conditions, food intolerances, existing injuries and medicines being taken. Keep a written record of any injury or accident that occurs, together with details of any treatment given. Ensure you are qualified and up to date in first aid or that there is someone with a first aid qualification in attendance. • Keep up to date with the technical skills, qualifications and insurance issues within the UKPA. • When children travel away from home, ensure the guidance contained in the NSPCC publication: Safe Sports Events (available from the NSPCC website App 4 to 3.5

Issue 1

Sect. 3.5, is understood and followed. In particular, if mixed teams are taken away, ensure they are accompanied by a male and female member of staff and safeguard them from the potential of same sex abuse. Adults should not enter children’s rooms or invite children on their own into their own rooms. POOR PRACTICE The following is deemed to constitute poor practice and should be avoided by all personnel: • spending excessive amounts of time alone with one child away from the others. • taking children to your home where they will be alone with you. • engaging in rough, physical or sexually provocative games, including horseplay. • sharing a room with a child (unless the adult is the child’s parent or carer). • allowing or engaging in any form of inappropriate touching. • allowing children to use inappropriate language unchallenged. • making sexual suggestive comments to a child, even in fun. • reducing a child to tears as a form of control. • allowing allegations made by a child to go unchallenged, unrecorded or not acted upon. • doing things of a personal nature for children or vulnerable adults that they can do for themselves. • taking children alone on car journeys. • chastising a child for their behaviour without the permission of the parent, unless an immediate safety situation is of concern If cases arise where these situations are unavoidable, they should only occur with the full knowledge and consent of the person in charge, the child’s parent or the Club Child Welfare Officer.

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Sect. 3.6 NATIONAL SQUADS AND SELECTION PROCEDURES The intent of these procedures is to define the format of UKPA International Representative squads, the eligibility of players and the procedure for selection of squad members. Squads are selected annually and appointments are for the calendar year following the year of selection. 1. Squads 1.1. The UKPA has four representative squads: I. Junior: Selected from eligible UKPA Player Members who are less than sixteen years of age on the 1st of January of the year in which they will be squad members. II. Under21: Selected from eligible UKPA Player Members who are aged sixteen years or more, or twenty years or less on the 1st of January of the year in which they will be squad members III. Ladies (Open): The Ladies Squad is selected from eligible female UKPA Player Members and there are no age limitations. IV. Men (Open): The Men’s Squad is selected from eligible male UKPA Player Members and there are no age limitations. 2. UKPA Objectives 2.1 To select the Open Squad on the basis of current form and on a reactive basis. 2.2 To develop the Juniors and U21s through consistency of management and coaching. 2.3 To offer the best coaching and development opportunities for all squad members, managers and coaches. 2.4 To have a transparent selection process that ensures: 1) selection is fair and honest 2) the most in-form players are selected 3) clarity of requirements for squad and team members. 2.5 In the long-term, the UKPA will strive to seek alternative measures to provide horses for inbound tours in addition to the current requirements for squad and team members. 3. Coaching and management personnel 3.1 The UKPA Executive Committee is aiming to appoint managers and coaches for the Junior U21 Squads to a 3-year tenure. This will help to develop the skills of the coaches and managers and provide consistency to the Squad members. 3.2 The UKPA will strive to provide training and development for coaches and managers as appropriate. 3.3 The tenure for the Open Squad manager and coach will be annual / reactive to a tour, but the Executive may, at their discretion, re-appoint either up to a maximum of three consecutive years tenure. 3.4 Coaches and managers should be appointed after completion of an application form and a CRB check. 4. Overview of Squads and International representation 4.1 The Junior and U21 Squads will focus on proactive development of a Squad, with Team selection made annually. 4.2 The Open Squad and Team will only be selected in response to an international match/tour. A team of approximately 8 players + 2 reserves will be made from the Squad. The numbers of players in the team may vary, especially for Outbound Tours, where the maximum number of players may be specified by the host country. 5. Eligibility 5.1. To be eligible for selection to a UKPA Representative Squad a person must fulfil the following requirements: a. Be a Player Member in good standing, of the UKPA. b. Has been a Player Member of the UKPA for a minimum of twelve months on the 31st of December of the year, prior to the year in which he applies to be considered for selection. 3.6 - 1

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Sect. 3.6 c. Play in a minimum of three tournaments, organised under the auspices of the UKPA, during the calendar year in which he applies to be considered for selection. d. Be either; I. A UK National as defined in the British Nationality Act 1981 or II. A UK resident non-national meeting at least one of the following criteria: a. Parents: One or both birth parents, adoptive parents or step parents born in the UK. b. Grandparents: One or more birth or adoptive grandparents born in the UK (Step Grandparents are not acceptable). c. Marriage: Spouse or civil partner is a UK National, both persons being resident in the UK. Notes: i) Death of a spouse or partner would not bar the individual from eligibility. ii) Divorce from a partner or spouse will bar an individual from eligibility. d. Residency: Minimum of two (2) years continuous residency prior to squad appointment. Note: Where residency is required it shall be up to the applicant to prove residency to the satisfaction of the UKPA Executive Committee. See Appendix 1. e. Has not represented another IPC country at Polocrosse in the previous 12 months prior to squad appointment f. Complete and submit a UKPA Representative Squad Application form to the Chairman of the Selection Committee, before 1st of May of the year of application.

6. Selectors 6.1 At the first meeting of the UKPA Executive Committee following the AGM the committee will appoint or reappoint a National Squads Chairman of Selectors (C of S), whose function it is to organise and manage the National Squads selection process. 6.2 The C of S will invite Clubs to propose Selectors, of appropriate experience, to a maximum of four representative selectors per region. 6. Selectors Job Descriptions 6.1 Chairman of Selectors Job Description 6.1.1 See Appendix 6 to Section 2.3 7.1 Selectors Job Description 7.1.1. Attend at least three of the nominated selection tournaments during the selection period. 7.1.2. Score all candidates for selection in their designated category at a minimum of three selection tournaments, using Player Assessment proformas, provided by the C of S 7.1.3. Send to the C of S, all completed Player Assessment proformas and any other documentation issued by the C of S for the selection tournament, by 12 noon of the Friday following each selection tournament attended. 7.1.4. Declare potential conflicts of interest including, being related to or having business or personal links with a candidate and/or candidates. 7.1.5. Maintain strict confidentiality of information regarding selection and candidates at all times.

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Sect. 3.6 8. Overview of the selection process – Juniors, U21s and Open 8.1 The selection process for the all Squads and Teams comprises four stages: 1. Player nomination and evaluation 2. Long-list for Squad 3. Squad selection 4. Team selection 8.2 At each stage, any of the selectors who have a conflict of interest (i.e. ar related to one of the players for selection or who are employed by o employ one of the players for selection) should declare their conflict and remove themselves from the selection process. 8.3 In the event of a selector withdrawing due to a conflict of interest, the remaining selectors and the Executive Committee will be responsible for advertising for and appointing another selector. 8.4 The players shall be notified of the results of the selection process before any notification is made public. 8.5 All selection discussions should be kept confidential and not discussed outside the selection committee. 8.6 Any complaints should be raised immediately with the Executive Committee. Complaints will be dealt with at the next scheduled Executive Committee meeting. 9. Squad selection 9.1 Player nomination and evaluation 9.1.1 Clubs should put forward names of players to be evaluated during the playing season. 9.1.2 Nominations should be sent to the C of S by the required date. 9.1.3 Nominations should be accompanied by a signed declaration from the player [see Declaration documents] 9.1.4 The players will be identified by a hat band and will be watched during selected tournaments by a panel of selectors. 9.1.5 Prior to each selection tournament the C of S prepares Player Assessment proformas for each candidate player and distributes the proformas, to Selectors nominated to attend the tournament and adjudicate on the nominated players. 9.1.6 Each pro-forma, in a selector’s set of proformas, is identified with a random selector number and the selectors name must not appear on the proformas. 9.1.7 The selectors assess and score candidates ability against the following criteria:  Stickwork  Horsemanship  Tactical skills  Teamwork  Playing presence and impact  Communication and leadership skills. 9.1.8 Following their assessments, the Selectors “score” the criteria above for each player and return all Player Assessment proformas to the C of S, marking those uncompleted due to player absence, as “not assessed”. 9.2 Long-list for Squads 9.2.1 At the Long List selection meetings the Selectors consider and rank the candidates for each Squad, based on their relative Skills Assessment scores, and additionally taking into account the attributes of:  Team balance  Availability for squad duties  Conduct  Potential as a UKPA Ambassador  Ability to provide two horses for inbound tours  Willingness to assist in fundraising.

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Sect. 3.6 9.2.2 At his discretion, the C of S may introduce opinions, obtained from the previous year’s squad coaches and managers, as to a candidate’s suitability for re-selection to a squad. 9.2.3 Based on majority decisions, with the C of S having powers of veto and an additional casting vote, the Selectors designate a maximum of twelve candidates for the Long List for each squad. The C of S announces the names of Long List Players at the prize giving of the National Championships. 9.2.4 If two players tie for 12th position, the Coach shall make the final decision. 9.3 Selection events 9.3.1 The C of S convenes an initial meeting of the SC, not later than 1 st March, at which the Chairman explains the selection criteria, the ability scoring framework and standards he wishes the selectors to apply to their assessments, and to agree: 9.3.2 Six provisional tournaments at which members of the committee will make player assessments. 9.3.3 Dates for;  Meeting, to select “Long Lists” players for each Squad, who are to be invited to attend selection Event.  The Selection Event.  Meetings to select Squad Members for each Squad.  Announcement of the Squads. 9.3.4 The C of S advises the Executive Committee Secretary of the designated Selection Tournaments, for publication to the UKPA Membership. 9.3.5 The committee agrees and records a schedule of attendance, by each selector, at a minimum of three of the six tournaments nominated for the selection process. 9.4 Squad selection 9.4.1 The long-listed players will be invited to attend the development & selection weekends held annually during May and September. 9.4.2 The aims of the development/selection weekends are to:  Provide quality coaching for promising players by squad coaches and other suitable coaches  Provide an opportunity for squads/ teams to train together.  Teach young players about the responsibilities of being on squads.  Select the Squads 9.4.3 Prior to the Selection Event, the C of S prepares Player Assessment proformas for each Long List player and distributes a proforma for each player, to each of the Selectors. 9.4.4 The C of S organises and schedules an order of play for each squad’s candidates and they play chukkas interchanging players to give opportunities for them to play various positions and against various other candidates. The Selectors jointly observes and assesses each candidate’s playing ability to complete a Player Assessment pro-forma for each candidate. 9.4.5 At the Squad Selection meeting the Selectors consider, discuss, assess and rank Long List candidates based on their Long List ranking and their skills demonstrated in the Selection Event. From their deliberations the Selectors select players to form each of the four National Representative Squads. 9.4.6 If two players tie for the last squad position, the Coach shall make the final decision. 9.4.7 The C of S informs Long List candidates of the outcome of the Selection Event, in writing, within 14 days of the Event. 9.4.8 Squad members will receive a certificate at the UKPA Ball. 9.2. Open Squad selection procedure 9.2.1. The general process is the same; however, differences are listed below: 9.2.2. Potential Open Team players will be invited to attend one development weekend a year (1st May). 9.2.3. A Squad and Team will only be selected once a tour/international match is confirmed. 3.6 - 4

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Sect. 3.6 9.2.4. Application forms and a declaration form will be made available with clear cut-off date and reiteration of obligations. 9.2.5. The number of players in the Squad is chosen at the discretion of the coach, but is likely to include 8 players and 2 reserves. All Squad members must sign the required Declaration documents. 9.2.6. Manager will inform applicants of the following: Which tournaments will act as selection weekends (including tournaments with mixed competitions) Any extra training/ selection weekends organised by the Coach & Manager Date of announcement of ‘Squad’ 9.2.7. The coach will select the final Squad. 9.2.8. If there is no coach, the same process will be applied as described as for Team selection in the case of no coach. 10. Team selection for Juniors, U21s and Open 10.1 The Team is selected from the Squad by the coach. 10.2 If the coach requests, a panel of 2 selectors may be appointed to assist in the selection of the team. This request must be made at least 2 months before the selection deadline. The selectors should not have any conflict of interest and should be willing and able to attend any training/selection sessions 10.3 The coach will make the final decision. 10.4 Team members will receive ‘Caps’ at the following National Championships Prize giving. 11. Team selection where there is no coach 11.1 The selectors involved in selecting the long-list will be asked to attend the relevant training/selection sessions 11.2 One selector will be elected to act as Chairman; the COS may act as chairman. 11.3 If there is an even number of selectors, then that Chairman should advertise and appoint an additional selector. 11.4 The Chairman will convene a selection committee to agree a team. 11.5 If no consensus is reached, each selector will be asked to provide a preferred team (no 1, no 2 and no 3) anonymously. The votes for each position/player will be added up by the Chairman and the highest scoring players will be selected as the team. 11.6 If there is still no clear team, two arbitrators will be called upon to make a final decision. The arbitrators should be named annually, should not be part of the Team selection process, should not have any conflicts of interest and should be in a position to fairly judge the abilities of the players in question. 10. Appeals 10.1 A candidate for National Squad selection may appeal to the C of S against a decision on his selection, but only against the application of the selection process and not against the selectors’ assessment of skills and attributes. 10.2 A dissatisfied candidate must submit an appeal, in writing, to the C of S within 48 hours of the publication of Long List or Squad List, stating why he believes the selection procedures have been improperly applied. 10.3 The C of S convenes a meeting of the SC and invites the appellant to attend, accompanied by a Player Representative, if he wishes 10.4 At the appeal hearing the appellant and the Player Representative, if applicable, are invited to elaborate on the written appeal and to question the C of S on his interpretation of these procedures. 10.5 The C of S retires to consider the appeal in private and, within 7 days of the appeal hearing advises the appellant, in writing, of the decision to either accept the appeal and take whatever appropriate corrective action, or reject the appeal, giving the reasons for rejection. 10.6 Appeal decisions by the C of S are final and not subject to further appeal. 3.6 - 5

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Sect. 3.6 11. Selection Tribunal & De-selection 11.1 If a Player has been selected and appointed as a member of a UK representative Squad the appointment may be terminated only by the Players resignation from the squad or by decision of a Selection Tribunal (ST) appointed by the UKPA Executive and comprising of the:  Chairman of Selectors (Chairman)  Chief Umpire  Chief Coach  A National Players Representative 11.2 A Squad Manager or Coach may apply to the C of S for the de-selection of a squad player, based on their perception of relevant circumstances or unacceptable behaviour by the player. Unacceptable behaviour does not include playing ability assessment, which is the prerogative of the C of S. 11.3 On receipt of an application for de-selection the C of S convenes a meeting of the ST, within 48 hours of receipt of the request, to hear the application. He invites the person making the application and the player to attend the hearing. The player may request a supportive representative to be present at the hearing. 11.4 The tribunal hears the application and any response by the player. 11.5 The tribunal retires to consider the information provided to them, in private, and make a decision whether to de-select the player or reject the request. 11.6 The C of S immediately informs the squad player of the tribunal’s decision, prepares a written record of the hearing and sends it, within 24 hours of the hearing, to the applicant, the player and the UKPA Secretary for retention. 11.7 If appropriate, the C of S may decide to refer an allegation of misconduct to the UKPA Disciplinary Committee. 11.8 If the player is to be de-selected the C of S chooses a replacement, from the original Long List players. 11.9 De-selection decisions by the ST are final and not subject to appeal.

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Sect. 3.6 Appendix 1 to Section 3.6 Residency Guidance Residency is intended to imply a commitment by the player to acquiring a credible, close and established link to the UK. As it is difficult to exactly confirm whether an individual is ‘resident’ over a period the Executive committee shall take in to account the following factors when determining a player’s eligibility; a. Residence is defined as “the place or location in which the Player has his primary and permanent home” and the term ‘Resident’ shall be construed accordingly. b. For periods living outside the UK if these are primarily of a temporary and irregular nature they shall not normally be deemed to prevent eligibility, eg. Holidays and attending family/friends. Save for exceptional circumstances at least 10 months actual physical presence in the UK in any qualifying year would be required. c. In the absence of periods of residency as an adult for a player seeking to establish eligibility, short periods of childhood residency would not normally be accepted. d. The required period of residency should be immediately prior to the appointment to which it refers. e. If the player has been resident in another country then they should demonstrate that they have ceased residency in that country prior to the start of the UK qualifying residency period. There should be evidence of an active process to sever residency links.

Issue 1


The intent of these Rules and Procedures is to provide a system for the universal grading of UKPA polocrosse players according to their ability, and to annually review and award a grade to individual players. The grading system assists team selectors in grouping players of similar ability and facilitates grouping teams with similar grade totals into playing divisions. Grouping teams into Divisions obviates the situation where teams of significantly differing ability compete against each other to the detriment of the quality, safety and enjoyment of play, for players and spectators. No player is permitted to play in a UKPA tournament until a player grade has been allocated to them under these Rules, except a new member player graded zero. 1. The Grading Committee 1.1. The Grading Committee undertakes the approval of grading of UKPA Player Members under the chairmanship of the Chief Grading Officer (CGO). The committee shall also consist of other suitable members selected by the CGO and approved by the Exec. 1.2. The grading committee is tasked with; I. Considering and approving all player grades within the UKPA. II. Reviewing appeals against grade allocations. III. Compiling, updating and distributing a complete list of graded players available to the membership, initially by four weeks prior to the first UKPA tournament of the season. An additional update shall be issued by the 31st July. Further updates may be made as required throughout the season. IV. Considering improvements to the grading system and presenting them to the UKPA executive through the CEO for approval. 2. Player Grading 2.1. Clubs are to provide the CGO with details of their club player gradings at least 6 weeks prior to the first UKPA tournament at which the members are playing. 2.2. The CGO and the grading committee members are to assess the gradings provided by the clubs at least 4 weeks before the first tournament, compiling a list of gradings for return to the clubs and to the UKPA secretary for inclusion on the UKPA website. 2.3. A further grading review shall take place to complete by 31st July and the gradings so approved shall be used at the National Championships. The CGO is to request updated gradings from the clubs in time to complete the gradings by this date. 2.4. Further reviews may take place at the discretion of the CGO throughout the year as considered necessary. 2.5. Players not presented for grading are not permitted to play at UKPA tournaments. 3. Grading Assessments 3.1. Ability grades are rated from 0 to 20, with 20 as the highest grade. See section 5.4 for division gradings. 3.2. Player ability is to be assessed based on the following criteria:  Stick work  Horsemanship  Teamwork/Tactics  Playing Ability/Experience 3.3. The assessment should be carried out using the grading guidance provided by the UKPA, available from the UKPA website. 3.4. Gradings assessments should also take in to account the gradings of other players, both within and outside the club, who are perceived to be of a similar ability level. 4. Appeals 4.1. A player or club official who is dissatisfied with the grade allocated/approved by the Grading Committee for any player may request a review of the grading, in writing to the CGO, giving reasons for their dissatisfaction with the allocated Grade. 3.7- 1

Issue 2

Sect. 3.7 4.2. On receipt of a request for a grading review the CGO passes the details to the other members of the committee for review. 4.3. The Committee consider the appeal and decide either to confirm the Player’s current grading or to revise it. 4.4. If the decision is made to modify the grading the player affected is to be notified of the intent and offered the chance to respond. The response is to be made within 7 days of being informed. Their response may be used by the committee to reconsider the change. 4.5. The final decision of the Committee is to be notified to the appellant, the relevant player and club chairman, and recorded on the Player Grading Record. 4.6. The decision of the Player Grading Committee is final. 4.7. During any grading appeal the original grade allocated by the Grading Committee shall apply. 5. Late Grading 5.1. The CGO, or a deputy appointed by him, has discretion to allocate a temporary grade to a player wishing to play in a tournament, who has not been allocated a grade by the Grading Committee. Consideration is given to the factors listed in 3.2 above when deciding on the temporary grade. 5.2. A temporary Grade should be reviewed at the next meeting of the Grading Committee and the Grade either confirmed or amended.

3.7- 2

Issue 2

Sect. 3.8 UMPIRE PROCEDURES AND GRADING The intent of these procedures is to provide a structured system of training, qualifying, accrediting and grading for UKPA Umpires, authorised to supervise polocrosse games, which are played under the auspices of the UKPA. Since polocrosse games cannot take place without Umpires it is a requirement of Polocrosse Club affiliation to the UKPA that all Player Members of clubs, 16 years of age and above, receive instruction from their Executive Umpire and organised by their club, in the UKPA Rules and Umpiring techniques. Clubs must ensure that their eligible Player Members attend UKPA Umpire Qualification courses, organised by Executive Umpire, and are available as Umpires at tournaments. For UKPA Player Members who are 16 years of age and above, and are graded 3 or above or have already played three seasons, it is a condition of eligibility to play in the UKPA National Championships, that they have passed the UKPA Umpire examination. 1

Umpires Committee 1.1 At the first Executive Committee meeting of the UKPA, following the Annual General Meeting of the Association, the Executive Committee appoints an Umpires Accreditation Committee (UAC) consisting of the UKPA Chief Umpire, as Chairman, and the Executive Umpires, nominated by the Chief Umpire.


Umpire Training 2.1 Following the appointment of the UAC the Chief Umpire to its members their policy and schedule of activities for the coming playing season. The schedule includes dates and venues for Umpire Accreditation courses and his requirements of the Executive Umpires for Umpire training. The Chief Umpire sends a schedule of Umpire Accreditation Courses to each Club Chairman and to the UKPA Secretary for publication on the UKPA web site.


Umpire Registration 3.1 The UKPA Membership Secretary provides the Chief Umpire with details and updates of all Player Members, 16 years of age and above, from which the Chief umpire compiles and maintains a register of Player Grade and Umpire Accreditation status. 1.2 The Chief Umpire provides the Executive Umpires, with details and updates, from the Umpire Register, of all Player Members.


Not used


Qualification Courses 5.1 Qualification courses are held on dates and at venues published by the Chief Umpire and are presented by him or the Executive Umpires. The course and test last approximately two hours and can therefore be completed during a morning, afternoon or evening. 5.2 The outcome of qualification tests are advised by the Chief Umpire to Club Chairman for onward advice to candidates, and qualification is registered by the Chief Umpire.


Umpire Grades 6.1 Umpire grades are awarded and published by the UAPCG. Umpires may only officiate in games in Tournament Divisions of grades equal to or below their Umpire Grade.


Para 7 taken to Section 5 – Tournaments


Accreditation 8.1 Once an umpire has been approved at ‘C’ grade or above they shall be deemed as ‘Accredited’. Only Accredited umpires may be remunerated at UKPA events. 3.8 - 3

Issue 3

Sect. 3.9 COACHING & COACH ACCREDITATION The UKPA Coaching Accreditation Scheme has been designed to encourage properly structured coaching activity for Polocrosse in the UK. The scheme is structured to assist the UKPA in the proper organisation, presentation and management of education, accreditation courses and guidance for the creation, development, support and accreditation of UKPA Coaches. The scheme is managed and administered by the Chief Coach (CC) and Coaching Development Officer (CDO) of the UKPA. 1.

Coaching List 1.1. The Chief Coach is tasked with maintaining a list of all coaches active in polocrosse within the UKPA. 1.2. The CDO is tasked with maintaining a list of all UKCC qualified coaches active in polocrosse within the UKPA. 1.3. Clubs are required to inform the Chief Coach of all the coaches actively coaching within their club (whether members or from outside the club). 1.4. The Chief Coach shall maintain a list of approved coaches on the website along with contact details. Individual coaches may formally request their details to not be entered on the website in writing to the Chief Coach.

2. Continued Personal Development (CPD) 2.1. UKPA Coaches are to maintain a log of coaching sessions they complete and regularly update the Chief Coach of their coaching activities. The master coaching log will be held electronically by the Chief Coach and will be used as proof of active coaching by the UKPA Executive committee. 2.2. All UKPA Coaches are required to undertake an approved form of Continued Professional Development each year. Financial assistance towards the cost of CPD (Eg. First Aid Courses) may be granted by the UKPA at the Executive committee’s discretion, but will only be provided to those coaches seen to be actively coaching within the UKPA. 2.3. The Chief Coach is available to assist in the development of coaching programmes and aid coaches with their Continued Professional Development. 3. Coach Qualifications 3.1. From 1st January 2014 persons may only coach polocrosse within the UKPA if they meet one of the following criteria: i. ii.

They have a UKCC polocrosse coaching qualification. They have a coaching qualification to the same standard, eg. BHS PTT or higher. Approval for coaches with a non UKCC qualification is to be obtained from the Chief Coach prior to carrying out coaching. iii. They are registered and are actively training towards a UKCC qualification (level 1 or higher). Such persons must be supervised by a UKCC level 2 or higher coach. iv. The person has been specifically approved for that season by the Chief Coach due to their experience of coaching, eg. Foreign coaches or specialist coaches. These persons may be required to be supervised by a UKCC coach at the discretion of the Chief Coach. Clubs requesting to use such a coach, or the coach themselves are to obtain written permission from the Chief Coach prior to commencing coaching. 3. Identification of Suitable Coaches 3.1. Clubs are required to identify members from their club who they believe are suitable to be trained as coaches. 3.2. Names of suitable persons are to be forward to the Chief Coach and CDO by 31 st August each year for training in the following year. 3.9 - 1

Issue 2

Sect. 3.10 DATA PROTECTION POLICY & PROCEDURES The Data Protection Act 2002 contains specific requirements for the way in which personal data (i.e. information about living people) must be handled and a subject’s right to inspect and challenge the data. The UKPA has a policy and administrative procedures the intent of which is to ensure compliance with the requirements of the Act. Each club affiliated to the UKPA is responsible for administrating its own data protection obligations. They will therefore need to think about the kinds of personal information held about the club’s members (and perhaps others who are on mailing lists but who are not official members) and how this information is used. 1.

The Data Protection Act 2002 1.1 The key features of the current Data Protection Act are: 1.1.1 Personal data must not be held without consent or unless absolutely necessary to fulfil a contract with the subject or to meet legal requirements, and then must be processed fairly and lawfully: It is acceptable to keep members’ names on a written or electronic register and use this for the purposes of administering the Association/Club (collecting subscriptions, sending out information, organising meetings and practice sessions, keeping a record of who is eligible to umpire, supervise children etc) provided individual members agree to this; 1.1.2 Personal data must be obtained for one or more lawful purposes and must not be further processed in any manner incompatible with the purpose(s); It is not acceptable to use the membership register to generate mailing lists for use by external parties (e.g. sponsors, other Associations and/or Clubs) unless individual members specifically agree to this. 1.1.3 Personal data must be adequate and not excessive for the purpose(s) for which they are processed; if you are asking members to provide details of home addresses, date of birth, etc you need to consider whether such data are necessary for the purposes of the Association’s/Club’s activities 1.1.4 Personal data must be accurate and where necessary kept up to date; 1.1.5 Personal data must not be kept for longer than necessary for the purpose(s) originally collected. There is a need to be careful about retaining details of members who have left the Association/Club. The details might be wanted for historical records, but the information must not be used for such purposes as the basis of mail-shots (e.g. for fund-raising), unless the subjects consented to that when the data were originally collected. 1.1.6 Personal data must be processed in accordance with subjects’ rights under the Act: these include the subject’s right to inspect the data held about him or her (but not data about other people); to prevent the processing of data; to correct, block or erase data; to sue for damage caused. It is necessary to bear in mind that the Association/Club collectively, or their individual officers, could be prosecuted for breaches of the Act. 1.1.7 Appropriate technical and organisational measures must be taken to prevent unauthorised/unlawful processing of personal data and against accidental loss, destruction, and damage. If the Association/Club is holding its data on computer, it needs to be careful about who is able to access and process the data; if records are paper-based, they must be kept secure. 1.1.8 Personal data must not be transferred, without the subject’s consent, outside the European Economic Area unless the country concerned ensures an adequate level of protection for the rights and freedoms of data subjects. This needs to be borne in mind by the Association/Club with an international focus on officers who may be taking Association/Club records out of the UK (e.g. on a lap-top computer) when travelling to tournaments overseas. 3.10- 1

Issue 2

Sect. 3.10 2.

The Information Commissioner 2.1 The Information Commissioner's Office (ICO) is the UK's independent authority set up to promote access to official information and to protect personal information. 2.2 The Data Protection Act 2002 requires every “Data Controller” who is processing personal data to “notify” the ICO, unless they are exempt. Failure to notify is a criminal offence. 2.3 Notification is the process by which a Data Controller informs the Commissioner of certain details about the processing of personal data carried out by that Data Controller. Those details are used by the Commissioner to make an entry describing the processing in a register, which is available to the public for inspection. Notification is made by following the instructions available on the ICO website at 2.4 Generally “not for profit” organisations such as sports clubs are exempt but, exemption is based on the information held and exemption may be applicable to some polocrosse clubs. However organisations which retain data on:  Health Records  Criminal Record Vetting of Coaches and/or Child Protection Officers,  cannot be exempt and must therefore notify. This requirement applies to the UKPA 2.5 A “Data Controller” is the corporate body, e.g. the UKPA, and its Executive Committee is “jointly and severally” (together and individually) accountable for compliance with the Act. Individuals responsible for processing and the security of data are termed “Data Processors” and are accountable, as individuals, for the maintenance and security of the data, which they retain and control. 2.6 Administratively the UKPA Secretary is responsible for the initial notification to the ICO and thereafter for the annual renewal of notification. The secretary must inform the ICO of changes in the class of data retained by the Association and of significant changes in the procedures by which data is collected, secured or deleted.


Data Processors 3.1 The main Data Processors of the UKPA Officers are:  UKPA Secretary  Membership Secretary  Child Welfare Officer  Chief Umpire  Chief Coach; and are the only persons authorised to make and retain electronic or hard copy records of data related to the members of the UKPA, for the UKPA. The Data Processors may disclose their data records to other persons, specifically authorised to receive them, by the UKPA Executive e.g. Tour Managers & Coaches, on a strictly “Need to know” basis associated with the administration of UKPA activities. Records held by Data Processors must comply with the requirements of Paragraph 1, above.

4. Data Security 4.1 All personal data held by Data Processors must be stored securely. For electronic data stored on a computer this will be satisfied by a password to access the data, known only to the particular Data Processor. For hard copy data a lockable metal filing case or cabinet should be used and the keys should be available only to the particular Data Processor. 5. Data Protection Audit 5.1 To protect the Association and it’s Executive Committee from prosecution for noncompliance with the Act; the UKPA Secretary will make an annual audit of the system and the data maintained by individual Data Processors. The audit will be in the form of a selfassessment checklist incorporating the criteria of Paragraphs 1.1.1 thro 1.1.8 above, sent to each authorised Data Processor and requiring them to define their procedures for ensuring compliance, and the data which they record, and to return the completed checklist to the UKPA Secretary within a specified time. The UKPA Secretary will analyse the completed checklists and any failure of compliance will be recorded. The particular Data Controller will 3.10- 2

Issue 2

Sect. 3.10 be advised, by the UKPA Secretary, of action required to rectify the non-compliance. The UKPA Secretary will retain completed checklists. 6. Requests for Information 6.1 Individual UKPA Members have a right under the Act to make a request, in writing, for information of the data held by the UKPA about them, on computer and in manual filing systems. This is called a “Subject Access Request”. They are also entitled to obtain a description of the information, what it is used for, whom it might be passed on to, and any information held about the source of the information. A Member may only obtain access to their individual records and not data pertaining to any other individual. Requests should be sent, in writing, to the UKPA Secretary. The UKPA is entitled to charge a fee of up to £10 for this service. 6.2 The Act requires a Data Controller to comply with a Subject Access Request within 40 calendar days, starting from when all the information necessary to deal with the request, and any fee that is required, has been received by the Data Controller. Individuals can complain to the ICO or apply to a court if the Data Controller does not comply within this time limit. 6.3 A copy of the information should be supplied in a permanent form except where the individual agrees otherwise or where it is impossible or would involve undue effort. 6.4 On receipt of a request the UKPA Secretary acknowledges the request, in writing, and if applicable, advises the applicant if further information is required to comply, and if a fee is to be charged. 6.5 Following the receipt of all information necessary to process the request e.g. the preferred format of the response, hard copy or electronic storage, and if applicable the required fee, the UKPA Secretary sends a form to all UKPA Data Processors. 6.6 The form requests them to complete a description of the data held of the subject of the request, what it is used for, whom it might be passed on to, and any information held about the source of the information, which is held as records. A “nil return” is required 6.7 On return of the completed forms the UKPA Secretary consolidates the information, transmits it to the subject of the request and files all correspondence for future reference. 7. Transfer of Records 7.1 As appointment of persons to the positions within the Association classed as Data Processors change periodically it is important to have a procedure for the transfer of confidential data records from an outgoing to an incoming appointee. 7.2 The transfer of data is overseen by the UKPA Secretary and the outgoing appointee is requested to sign a statement confirming that all data records, pertaining to the appointment have been transferred to the incoming appointee and that no copies have been retained.

3.10- 3

Issue 2


2. 3.

The Data Protection Act 2002 contains specific requirements about the way in which personal data (i.e. information about living people) must be handled and a subject’s right to inspect and challenge the data. The UKPA has a policy and administrative procedures the intent of which is to ensure compliance with the requirements of the Act. It is required under the legislation to advise individuals, on request, about the processing of personal information i.e. what information is held, why it is being collected, how it will be used and the circumstances in which it will be disclosed.


UKPA Membership details including name, address and date of birth are held for each Member, additionally relevant details such as player grading, medical records and disciplinary issues may be recorded. For members involved in child welfare and protection Criminal Bureau Records may be accessed. Where permission is required from a parent or guardian, their name and address details will also be recorded.


Independently of the UKPA, affiliated Polocrosse Clubs may also maintain data records of its Members.


Designated UKPA personnel will have access to Membership records on a “need to know” basis.


The UKPA requires Membership data to assist in the effective administration of UKPA activities and the application of UKPA Rules & Procedures. Confirmation of Membership details may be required by the UKPA insurers in the event of potential claims arising from the actions of UKPA Members, or from activities organised under the auspices of the UKPA.


The UKPA may share Membership data with third parties in order to secure commercial sponsorship or grant funding. No third party will be permitted by the UKPA to contact Members directly without prior permission being obtained from the Members concerned. No third party will be permitted to use Membership data for any purpose, which may impact on the legal rights or welfare of the Members, without the express permission of the individuals concerned.


Membership details may be transferred to third party organisations outside the European Economic Area (EEA) in the administration of international events. Members should be aware that areas outside the EEA may not have data protection laws as comprehensive as those that exist in the EEA.

10. Membership of the UKPA constitutes a member’s consent for the UKPA to process his / her information for the purposes set out in this Data Protection Policy. 11. All UKPA members may request details of their membership data records held by the UKPA, unless restricted by law, in writing, from the UKPA Secretary. The UKPA is entitled to charge a fee of up to £10 for this service. 12. A Member may only obtain access to their personal data records, and not data pertaining to other individuals.

3.10- 4

Issue 2

Sect. 3.11 FIELD, SOBRIETY AND IMPAIRMENT ASSESSMENT POLICY AND PROCEDURES 1. Introduction 1.1. As part of its Health & Safety policy to minimise risk from hazards to players, spectators and horses, the UKPA applies a policy of assessing players for impairment due to alcohol and/or drugs. 1.2. Illness and injury may cause a person to exhibit characteristics similar to alcohol and drug impairment and UKPA Officers should be aware of this possibility. 1.3. It is important to recognise that the main purpose of polocrosse sobriety and impairment assessment is to reduce the probability of harm occurring to that person or others, during play. 1.4. It is essential that UKPA Officials are aware that impairment assessment is emotive for the individual being assessed and every effort should be made to conduct tests with privacy, sensitivity and consideration for the feelings of the person who is the subject of the tests. 2. Selecting Players for Assessment 2.1. Selection will be made, as a structured random procedure under the supervision of a Tournament Referee or as a result of a field official’s (Field Co-ordinator or Umpire) perception that a player’s faculties are impaired, prior to or during play, to an extent likely to represent a safety hazard. 2.2. Random Selection 2.2.1. Random selection is intended as a deterrent to players from excessive consumption of alcohol and/or the use of drugs which will impair their faculties, prior to taking part in polocrosse games organised under the auspices of the UKPA. 2.2.2. Assessment using random selection may be implemented at any time during a tournament at the discretion of the Tournament Referee. 2.2.3. Random Selection Procedure: I. The Tournament Referee will conduct the selection procedure prior to the tests being made. II. Selection of Players for testing will be made by choosing a Division from Playing Divisions A, B, C, D & E, as applicable to a tournament, using a simple “Draw”, followed by random selection of two players from the selected Division, again by a simple Draw. III. The draw shall be entirely random, for example; By writing the names of the Divisions on identical slips of paper, which will then be folded to obscure the writing and “jumbled” in a suitable container. The Tournament Referee will prepare the slips and the Tournament Organiser will make the draw. After the Division draw the names of all the players in the selected Division will be written on identical slips of paper and two players will be selected using the same procedure as for the Division draw. IV. The results of the draws will not be disclosed until one hour prior to commencement of play for the player on the applicable morning. V. Selected players will be notified via their team Captains and invited to attend at the testing station at specific times. VI. Players may request to be accompanied during the test by their team Captain. VII. Selected Players who decline to take part in the assessment procedures will be reported to the Tournament Disciplinary & Arbitration Committee and banned from further participation in the tournament prior to the Committee hearing. VIII. “Doubling up” in an affected team will be permitted. 2.3 Discretionary Selection Procedure: I. The Field Co-ordinator and Senior Game Umpire have responsibility to ensure that all players in a game which they are supervising are fit to play. II. If they perceive that a player’s abilities, physical or mental are impaired such that the player may be a safety hazard to himself or others, they must request the Tournament Referee to attend and adjudicate on their perception. 3.11- 1

Issue 2

Sect. 3.11 III. If the Tournament Referee confirms a Player is, in his opinion impaired, the Player will be invited to be assessed for alcohol or drug impairment or alternatively if he claims to be unwell he will be offered the opportunity to consult a Tournament Paramedic. If the player declines to be assessed or consult a paramedic he will be banned from participating in the current game and referred to the Tournament Disciplinary and Arbitration Committee. 2.3.1 The game may proceed with “doubling up” by the affected team. 2.3.2 Assessment must be carried out without delay. 3.

Impairment Assessment Methods 3.2 Two types of test are available to UKPA Officials, Field Breath Alcohol Concentration analysis and Field, Impairment Tests. UKPA Officers authorised to carry out testing must have received training in the test method used. 3.3 Field Breath Alcohol Concentration (BrAC) 3.3.1 This test is generically known as the Breathalyser or Alcometer test and employs an instrument designed and calibrated to measure breath alcohol concentration. The test is based on the assumption of a fixed relationship between BrAC and blood alcohol concentration (BAC) and that specific blood alcohol concentrations will cause predictable impairment of a person’s mental and physical capabilities. Alcohol that a person drinks is contained in the breath because it is absorbed from the mouth, throat, stomach and intestines into the bloodstream. Alcohol is not digested upon absorption or chemically changed in the bloodstream. As the blood goes through the lungs, a physiologically predictable amount of the alcohol moves across the lung membranes and into the lungs themselves. Once in contact with the air in the lungs, it evaporates and is exhaled. The concentration of the alcohol in the air in the lungs is related to the concentration of the alcohol in the blood, although the relationship may vary from person to person, and there are other homeostatic variables, which may affect the relationship between BAC and BrAC measurement. It is for this reason and the known inaccuracies of field testing breathalysers that field BrAC tests may only be accepted as indicative of BAC and hence impairment. 3.4 Field Impairment Tests (FIT) 3.4.1 These are a series of tests used as field tests for alcohol and/or drug impairment. They are designed to give a trained tester an opinion of a subject’s physical and mental co-ordination and their ability to comprehend and respond to simple instructions. The tests divide the subject’s attention between balancing, physical co-ordination and information processing. These test are probably of greater significance in assessing a subjects impairment and hence safety hazard than a BrAC test, since they are designed to reveal actual impairment rather than the assumed impairment based on the results of a BrAC.


Assessment Procedures 4.2 Breath Alcohol Concentration (BrAC) Test 4.1.1 The test is carried out and the results recorded using BrAC Test Record form Some instruments provide a numeric value of BrAC and others provide a positive/negative indication against a pre-determined level. UKPA threshold for a positive test is 35 micrograms of alcohol in 100 millilitres of breath (35g/100ml), a positive result would register on the BrAC display as 0.35 or higher. This BrAC equates to a Blood Alcohol Concentration (BAC) of 80mg of alcohol in100ml of blood (80mg/100ml) i.e. 0.08%, since the average relationship between BrAC and BAC is 1:2100. This is the legal limit for driving in the UK. BrAC instruments must be calibrated at intervals recommended by the manufacturer and UKPA officers may use only instruments with a current calibration certificate, for tests. A trained UKPA Officer, based on his assessment of the subject’s general behaviour, makes the final assessment of a subject’s impairment. 3.11- 2

Issue 2

Sect. 3.11



4.3 Field Impairment Tests (FIT) There are two FIT’s used by UKPA, the One Leg Stand Test and the Finger to Nose Test 4.2.1 One Leg Stand Test. The test is carried out and the results recorded using One Leg Stand Test Record form . This test requires the subject to stand on one leg, whilst the other leg is extended out in front about 6-8 inches off the ground. The One Leg Stand test divides the subject’s attention, by asking the subject to balance, listen and count out loud. 4.2.2 Finger to Nose Test The test is carried out and recorded using Finger to Nose Test Record form. This test requires the subject to stand with their feet together, tilt their head back, close their eyes and as instructed touch the tip of their nose with a hand designated by the Testing Officer. The Finger to Nose Test examines the subject’s ability to comprehend instructions, co-ordinate limb movement and maintain balance. Action on Assessment Results 5.2 As stated earlier none of the test used is absolute and the final decision as to whether a Player’s abilities are impaired is subjective and rests with the UKPA Testing Officer. The Officer has been trained to identify mental and physical impairment and is therefore, in the, interest of player safety, the final arbiter, on behalf of the UKPA, of a player’s fitness to play polocrosse. Dependent on the results of the tests and his assessment of the subject, the UKPA Testing Officer makes a decision and takes action as appropriate. 5.2.1 There is No Impairment The testing Officer thanks the subject for their co-operation. He passes the completed Test Record forms to the Tournament Organiser for onward transmission to the UKPA Secretary, who files them with the Tournament Records. 5.1.2 Subject Declines Tests The Testing Officer informs the Tournament Umpire who informs the Subject and the subjects Team Captain that the subject must not participate in further play or other horse-riding activities on the tournament site, prior to appearing before the Tournament Arbitration & Disciplinary Committee. The Testing Officer also informs the Chairman of the Tournament Arbitration & Disciplinary Committee to whom he passes the Test Record for onward transmission to the Tournament Organiser, who files them with the Tournament Records. 5.1.3 Impairment Exists If the impairment is due to a declared illness or medical condition, by the subject, the Testing Officer informs the Tournament Umpire who informs the subject and his Team Captain that the subject may not participate in further play during the tournament, or other horse-riding activities on the tournament site. The Testing Officer passes the Test Record to the Tournament Organiser, who files them with the Tournament Records. If the Testing officer has assessed, that impairment of the subject exists, he informs the Tournament Umpire, who informs the subject and the subjects Team Captain that the subject must not participate in further play or other horse-riding activities on the tournament site, prior to appearing before the Tournament Arbitration & Disciplinary Committee. The Testing Officer also informs the Chairman of the Tournament Arbitration & Disciplinary Committee to whom he passes the Test Records for onward transmission to the Tournament Organiser, who files them with the Tournament Records. Appendices Test forms are available to download from the UKPA website.

3.11- 3

Issue 2



The intent of these rules and procedures is to define Rules governing polocrosse played under the auspices of the UKPA, and procedures for reviewing, and, where appropriate, amending them, and the organisation of UKPA tournaments. UKPA Polocrosse Rules are based on the International Polocrosse Council Rules which may be amended, or superseded, by Rules and amendments, recommended by the UKPA Playing and Rulebook Committee to the UKPA Executive Council Committee, to accommodate related conditions, specific to requirements or legislation, applicable in the UK. 1. The Playing & Rulebook Committee 1.1 The Committee, as defined in the UKPA constitution, meets under the Chairmanship of the Chief Umpire, as a minimum at the end of each playing season, or more often as required. 1.2 Prior to a meeting the Chairman invites Committee members, to submit in writing, possible changes which might benefit the enjoyment and/or safety of players, horses and spectators and/or improvements to polocrosse rules and tournament organisation, with reference to the previous season’s play and tournament organisation. 1.3 The Committee reviews and discusses proposals submitted and, if appropriate, formulate and draft amendments to the current Rules for submission to a meeting of the UKPA Executive Committee. 1.4 The Executive Committee discusses proposals submitted by the Playing & Rulebook Committee and accepts, rejects or refers them back for amendment. 1.5 Rule and Procedure changes accepted and approved by the Executive Committee are incorporated in the Associations Codes, Rules and Procedures. 2. UKPA Supplementary Rules 2.1 Within these rules UKPA supplementary rulings, which are additional to the IPC rules, are highlighted by the annotation ‘UKPA Rule’. See Table 1 for Summary. 2.2 The equivalent IPC Rule number(s) is (are) added in brackets after the UKPA rule number to assist cross referencing. 2.3 For international matches the IPC Rule Book takes precedence over the UKPA Rule Book and shall be the definitive document. 2.4

See UKPA – Protective Riding Helmet Rules, Appendix 2 to this Rule Book

Rules - 1

Issue 1

Section 4.1

Table 1 – Summary of UKPA specific Rules RULE No. 2(b)

SUBJECT Suspension of Play by Umpire


Infringement a Foul


Drugs and Alcohol


Height and Age of Horses


Substitution of Player or Horse


Height of Horses for PJs


Goal Judges






Player Over Riding the Penalty Line


Interfering with play in the Penalty Area

42(c) 45(e) 54

Player Carrying the Ball Hit to the Player or Horse while shooting at Goal Riding Between the Goal Posts


Dismounted Player


Injury to player or horse


Horse Kicking or rearing Issue Status of the Rules

Where a rule is changed the ‘Issue’ will be changed to the next number, eg. ‘Issue 1’ would change to ‘Issue 2’. Changes will be identified by a line in the right hand Margin. Issue 1 rules will then become obsolete. Where there has been an error or omission rectified which does not significantly change the rules the issue will change at the first decimal point, eg.’ Issue 1’ would change to ‘Issue 1.10’. Changes will be identified by a line in the right hand Margin. Where there has been a typographical error rectified which does not change the content of the rule the issue will change in the second decimal point, eg. ‘Issue 1’ would become Issue ‘1.01’. Changes will not be identified. Until a rulebook issue changes in the main number (eg. from Issue 1 to 2) previous rulebooks may continue to be used. Issue Status Revision Summary Iss No 2



Rules 8, 11(a), 16(b) and Table, 31(j), 33(b), Penalty2, Penalty 3

Jan 2014

Rules - 2

Issue 2

Section 4.1

1 (51)

Incidents not provided for in Rules. Should any incident or question not provided for in these Rules arise, such incident or question shall be decided by the umpire or umpires and their decision shall be final. If the umpires disagree, the tournament/match referee’s decision shall be final.

2 (6, 18)

Suspension of Play by Umpire (a) The Umpire shall have the power to suspend play until they are satisfied that field, horses, players and officials conform to the rules as laid down. (b) The umpire(s) shall stop play if they consider a dangerous situation could occur or has occurred (UKPA Rule). (c) The Umpire has the right to declare time off for any reason they consider necessary. (d) If a horse falls, or a player or a horse is injured, or in case of damage to a horse’s gear which in the opinion of the umpire involves danger to the player or other players, the umpire shall stop the game.

3 (14)

4 (46. 47)

Umpire’s Signal - Time Off Complaints to the Umpire The captain of a team or the captain's deputy in the other section are the only people who may register a protest to the umpire, but shall not enter into any discussion or argument whatsoever. The Umpire's decision shall be final. Infringement a foul (a) Any infringement of the rules constitutes a foul and the umpire shall stop the game by the use of a whistle, except if the stopping of the game and the infliction of the penalty would be a disadvantage to the fouled side when the umpire may play the ‘advantage’. (b) The advantage shall not be played for dangerous fouls (UKPA Rule). (c) Penalty Awarded As designated in these rules, a Penalty shall be awarded against the offending player(s) which, if in the centre field, may be taken by any member of the opposing section. If players from both sides are equally at fault the game shall restart with a line out from the nearest boundary line (UKPA Rule). (d) Conduct of Penalties. Penalties shall be conducted as detailed in Appendix 1 to these rules (UKPA Rule). (e) Failed Penalty Should a Penalty be taken incorrectly the game shall restart with a line out from the nearest boundary line to where the original Penalty was designated (UKPA Rule).

Rules - 3

Issue 2

Section 4.1

5 (46)

Ball Dead If the umpire blows their whistle, the ball becomes dead, and the umpire must recommence the game by throwing the ball in, or awarding a Penalty throw.

6 (48)

Re-start If for any reason the game is stopped other than for a foul or injury, it shall be re-started by the umpire throwing the ball in from the nearest boundary line (See Rule 31).

7 (2, 8)

Drugs and Alcohol (a) Performance enhancing drugs. Performance enhancing drugs shall not be permitted in any horse or player in any polocrosse tournament unless prescribed by a veterinary surgeon or doctor (as applicable) with a certificate and full disclosure. (b) Drugs and Alcohol No player will be permitted to play polocrosse who, in the opinion of the Umpire or other officer designated to monitor players by the Tournament or Match organiser, is unsafe to play due to the influence alcohol or drugs (UKPA Rule).

8 (1)

Height and Age of Horses (a) The height of horses shall not be restricted except as detailed in Section 5.4 of the UKPA Handbook (UKPA Rule). (b) No horse under the age of 4 years at the time of playing shall play in a tournament. They may act as an Umpire’s horse (UKPA Rule).

9 (1,2)

Horse not to be played - Penalty 5 (a) A horse blind of an eye shall not be played. (b) A stallion shall not be played. (c) A horse showing a dangerous vice or disease, or not under proper control shall not be allowed in the game. (d) A horse in the umpire's opinion if unfit or unsafe to other players or horses shall not be played. One horse per player Unless specifically authorised for a tournament or match by the organisers with UKPA authorisation, only one horse shall be allowed for each player in any tournament, or match, except in the case of accident or injury to a horse, when a substitute is allowed with permission of the Tournament Horse Welfare Officer (HWO) See Rule 11. Substitution of Horse or player (a) If a player or horse is injured, a period of up to 10 minutes may be allowed for recovery otherwise a named horse/rider or a substitute horse/rider shall take their place. The Captain of the affected side may immediately re-organise the players of the affected section. The original horse or player may be replayed if considered fit by the tournament HWO or a paramedic/doctor. In the event of a player falling unconscious they must obtain the approval of a doctor before being allowed to play again in that tournament. If a substitute horse/player is not available within the 10 mins the game to recommence with the affected section playing with 2 players. (b) In either case the section shall continue to play in that configuration for the remainder of the chukka (UKPA Rule).

10 (3)

11 (3, 10, 12)

Rules - 4

Issue 2

Section 4.1

(c) Grading of Substitute Player When a substitute player is played, such substitute player must not be of a higher grade than the player they are replacing and no more than 3 grade points below (UKPA Rule). (d) Substitute of Players Within a Tournament In tournaments (unless conditions of the tournament provide otherwise) if a player having taken part in the tournament for any reason is unable to play, or if a bona-fide member of a team be unable through sickness or accident to take part in the earlier parts of the tournament, they may be replaced by a player who by the rules is qualified. In all instances under this rule the tournament organisers must be consulted. 12 (4)

Fresh horse May Be Played No player shall play a fresh horse during the course of a match without the permission of the Umpire. Such permission will only be granted:(a) In the case of injury to a horse when such injury in the opinion of the Tournament Vet or HWO renders the horse unfit to continue. (b) When the Tournament Vet or HWO considers a horse unfit or unsafe. (c) In the event of the Tournament Vet or HWO declaring a horse unfit to play and a replacement horse coming in. These horses will be played for the remainder of the tournament. (d) If the substitute horse has played all its scheduled games for that day and that the horse has had adequate recovery time and will not exceed the permitted maximum playing time allowed. (e) In the event a horse is sent off for penalty 7. (f) The opposing section has the option of also bringing in a fresh horse

13 (5, 48)

Game Stopped for Injury to Horse or Player Play will be stopped for blood wounds for either horse or rider. Play will not continue until blood wound has been properly dealt with. Where a game is stopped for injury to horse or player, the game shall be re-started by the umpire giving a Penalty throw to the side in possession of the ball at the time the game was stopped. Dimensions of Pitch (a) The size of the standard pitch shall conform to the dimensions Table 1 and Fig.1 below. (b) Goal posts are to be 2.5 metres apart and at least 5 metres high and light enough to be pushed over or break when collided with and constructed or supported by such material that will not cause injury to player or horse. (c) All lines shall be clearly marked and defined so as to be readily seen by both players and umpires. (d) Back Line and Penalty Lines shall also be marked with flexible 1m high flags, which shall be situated 3m out from the sideline.

14 (6)

Rules - 5

Issue 2

Section 4.1

Table 1 Length: Width: Goal Scoring Areas: Centre Area: Goal Posts: Radius of Goal Circle (‘D’)

146.5 metres 55.0 metres 27.5 metres in length

Safety Lines: ‘Spectator exclusion areas’

Side line to Spectator Line – Minimum 5 metres , Ends of Field – Minimum 12 metre clearance Only the two (2) Goal Umpires are allowed in this area Between fields – Minimum 10 metres Fields end-to-end – Minimum 24 metres Fields end-to-side – Minimum 22 metres

91.5 metres in length 2.5 metres apart, 5 metres high 10.0 metres – in front and behind the backline.

Figure 1.

15 (7)

Ball The ball shall be a thick-skinned sponge rubber ball 100 to 103 mm in diameter with a finished weight of 140-155 grams. The ball should have a 55% to 65% bounce when dropped at sea level onto a hard surface.

16 (8)

Team Constitution (a) A team shall be limited to six a side, consisting of two sections of three players in all matches except where substitute players are permitted. These sections shall play alternate Chukkas and the total score of the two sections make up the final score including goals awarded for Penalty 4. (b) Except for Men’s and Ladies’ Teams and mixed, a team may consist of any combination of male and female players. The exact combination shall be decided upon prior to the tournament or match by the association or club conducting the game. (c) Section Games When agreed by the Tournament organisers games maybe played by Sections. (d) Mixed Teams Played In "Mixed Team" competitions the men’s section shall play the men’s section and women’s section play the women’s section throughout the whole of the tournament.

Rules - 6

Issue 2

Section 4.1

For allowed standard team and division combinations consult the UKPA Handbook Section 5.4.

17 (8,9)

Players Age limit (a) Where an age limit exists it is that player's age as at the first day of January in that year. (b) Proof of date of birth Where age limits exist, proof of date of birth is to be lodged with the nation’s executive body at the time of registration/affiliation with that national body.

18 (9)

Nomination of Sections (a) Nomination by Team Captain The team captain shall nominate the team, section order and the position of play to the umpire immediately prior to any match and ride on from opposing ends chosen by the toss of a coin when requested to. (b) Staying in Sections Once nominated for their first match, the players in a team shall play within that section throughout the remainder of that tournament.

19 (10)

Change of Player Positions – Penalty 4 Players within one section of a team may change positions during the course of a game, provided that:(a) The change is affected between chukkas. (b) The umpire is informed. (c) The opposing captain is informed. (d) The players' shirt numbers are changed.

Rules - 7

Issue 2

Section 4.1

20 (11)

Stick Hand – Penalty1 (a) A player shall not change stick hands during the course of the game. (b) The Umpire must be informed of the presence of left-handed players before the commencement of the match and shall inform all players.

21 (13)

Doubling up of Players When only five players are available to play, the team is to be made up by one player playing two horses, one in each section under the following condition: (a) Only at the discretion of the tournament or game organisers is doubling up possible. (b) The team concerned must accept any available surplus player of a similar grade at a tournament or competition providing that a player is available before the commencement of the tournament or competition. (c) When doubling up occurs the player that is playing in both sections must play at the No 2 position in one section. (d) Doubling up can only occur with one player i.e. 5 players in a team are the minimum. (e) Filling Strongest Team First Associations and clubs fielding more than one team at a tournament must, where a vacancy exists in their teams, fill their strongest graded team first.

22 (15)

Goal Judges (a) At all tournaments, Goal Judges shall be appointed, each of whom shall be aged 16 years or over and give testimony to the Umpire in respect of goals or other points (especially the ‘D’) for their goal. But the Umpire shall make all decisions. (b) Each competing team shall have the right to have an official representative as a judge at each goal (UKPA Rule). (c) The Goal Judge shall wave a racquet or their arms above their head to signal a goal or across below knee level to signal a miss and shall stand at least 3 metres behind the goal posts. (d) Umpire may over-rule The umpire or umpires shall be entitled to overrule goal judges notwithstanding any signal from them or the lack thereof. (e) Attire Goal Judges shall wear High Visibility jackets or vests. It is strongly recommended that Goal Judges wear “Hard Hat” protective helmets (provided by the tournament organiser), during play when goal judging (UKPA Rule).

23 (16)

Timekeepers & Scorers (a) An official timekeeper and an official scorer shall be employed in all games and matches (a second clock and second score sheet must be kept). (b) They shall report the state of the game as regards numbers of goals scored and amount of time left to play if requested by the umpire or other match official. (c) Each competing team shall have the right to have an official representative as, or with, the timekeeper and scorer.

24 (17)

Organisation of Play (a) Maximum Duration The maximum duration of play shall be eight chukkas of eight minutes each with intervals of two minutes after each period. Rules - 8

Issue 2

Section 4.1

(b) Alternate Chukkas Each section shall play alternate chukkas. Each section of the team shall change over and play in the opposite direction in successive chukkas. (c) Maximum time of play by Horse No horse shall be required to play more than a total of fifty-four (54) minutes in one day. (d) Shorter duration handicap calculation Where matches are played under handicap and the Chukkas are less than the maximum, the handicap shall be worked out pro-rata according to the number of chukkas to be played. Mistakes in handicaps or in computing goal allowances must be challenged before the match begins and no objection shall be entertained afterwards. 25 (18)

Termination of Chukka (a) Expiration of prescribed time Each Chukka shall end at the expiration of the prescribed time and the ball dead on the first sound of the bell. (b) Foul on termination In the event of a foul being committed before the expiration of time and insufficient time is available to execute the penalty, that penalty shall be executed at the commencement of the next chukka. In the final Chukka of the game if a penalty is awarded to the attacking team in the goal scoring area too late to be taken before the bell, time is extended to allow a direct throw at goal to be made from the penalty spot. Provided there is no further infringement by the Defence the ball is then dead. (c) Draw In the case of a draw when there is the need to have a winning team, the section off the field shall continue the game until the next goal is scored on a chukka basis; the ‘Golden Goal’.

26 (19)

Unfinished Game In the event of a game being stopped by the Umpire for darkness, weather or for any other cause during the day, it shall be resumed at the same point as regards score, time, chukka and position of the ball where it stopped. If the conditions provide no further play on the prescribed day or days of the tournament, the game shall be deemed abandoned and re-organisation is left to the host club or host committee.

27 (21, 22)

Correct dress and gear. (a) Protective Headgear No player shall be allowed to play in a tournament or match or unless they wear a protective helmet approved iaw Appendix 2 to these Rules. (b) Player Clothing Players must be properly dressed in registered National Association colours, riding boots, approved headgear and white trousers. (c) Umpires Umpires shall be properly dressed in white trousers, white standards approved helmet, umpire jacket and riding boots. (d) Spurs No player shall wear spurs with sharp rowels. (e) Safety of Bits The Umpire shall have the right to determine the safety of all bits. Bits with protruding sidebars shall not be permitted. Bits to have a mouth piece and reins attached. (f) Safety of Gear All gear (including tack, polocrosse stick and rider’s clothing) must be sound and in good order. (g) Saddles All saddles shall be equipped with girth, surcingle and breastplate or combination girth/surcingle and breastplate. Roping saddles or saddles equipped with a horn shall not be used. Rules - 9

Issue 2

Section 4.1

(h) Stick The Polocrosse stick may be of any length but the head shall have an internal stringing area no greater than 216 mm in length by 184 mm and shall have no metal reinforcements or any protrusions. (i) Player numbering Players shall be correctly numbered with clearly visible numbers not less than 230 mm high on their backs and a second number of not less than 115 mm which shall be clearly visible on either the front or the arm. "Attack" players shall be numbered 1 "Centre" players shall be numbered 2 "Defence" players shall be numbered 3 (j) Protective Boots Horses will play with protective bandages/boots and coronet (Overreach) boots on all four legs. (k) Whips All whips to have a flapper on the end at least 12.5 mm wide and 50 mm long which is to be sufficient to prevent injury to riders or horses from the whip end (UKPA Rule) (l) Reins. No split or running reins shall be allowed. A running rein is defined as any attachment from hand through bit to saddle, girth, breastplate etc., or anything, which may be construed as a second rein. A professionally manufactured Market Harborough is accepted. The collected reins when placed on wither should not fall below horses elbow. (m)Studs. Plain, flat ended studs may be used, limited in size to 1cm cube and without a hardened core, and placed only on the outside of the hind shoes. The stud is to be between 12mm and 25mm from the edge of the heel (UKPA Rule). 28 (23)

Goal Scoring Areas Goals shall be attempted only from within the defined areas AXYZA1B1B or DPQRD1C1C as shown in Figure 2. These are termed the 'goal scoring areas'. It shall not be deemed a goal if it is attempted from outside BB1 or CC1 nor from inside XYZ or PQR. The position of the horse’s feet at the time of the throw shall determine the position of the throw.

29 (24)

Defined areas of play (See Figure 2) Only the Blue "Attack" No.1 player and the Red "Defence" No. 3 may play in the area AA1B1B and only the Red "Attack" No.1 and Blue "Defence" No. 3 in the area DD1C1C. All players including the "Centre" No. 2 players of both sides may play in the area BCC1B1, this is the only area in which the "Centre" No. 2 players may play. Figure 2.

30 (20)

Most Goals wins Game The side that scores the most goals (including those awarded for Penalty 4s) wins the game Rules - 10

Issue 2

Section 4.1

31 (25)

How the game commences (Line Up) At the commencement of the game, each chukka (unless restarting with a Penalty throw) and after a goal is scored, the game shall recommence with a Line-up:(a) In two parallel files, knee to knee facing the umpire. (b) No 1 (Attack) players nearest to the throw-in, followed by No 2 (Centre) players with the No 3 (Defence) players in the rear. All horses shall be no closer than nose to tail and no further apart than one horse's length. Penalty 1, 2. (c) The "Attack" players to be 5 metres from the sideline and the Umpire shall be at least 3 metres from the players. (d) Each section shall line up on the side of the field nearest the goal it is defending. (e) On the centre line of the field near the sideline indicated by the umpire. (f) The umpire shall throw the ball in by hand (over-arm) within reach of the players' sticks and above the players' heads between the opposing ranks of players. The umpire will hold the ball down until the moment of throw. In the event of the ball not being thrown in correctly and/or the ball being deflected out of play the umpire is to blow the whistle and repeat the throw. (g) However, with reference to 25(f) above should the ball be taken in the net and lost out of play the umpire will award a penalty. Penalty 1 (h) No player may make any move for advantage in the game until the ball has left the umpire's hand. Penalty 1, 2 (i) After each goal is scored the Umpire shall throw the ball in from the alternate sideline. (j) A reasonable amount of time must be allowed for the teams to line up.# (k) The first line up of a chukka shall start on the same side of the field as the timekeeper.

32 (26)

How a goal is scored. A goal is scored when:(a) The ball is deliberately thrown by the "Attack" No. 1 from within the goal scoring area and passes through and between the goal posts at any height or lands on the backline between the posts, provided that their horse’s feet are not on or over the 10 metre ‘D’ and that the “Attack” does not throw their stick with the ball through the posts. OR (b) The ball is thrown by the "Attack" No. 1 and passes through the goal post, but hits, in passing, the opposing "Defence" No.3 or their horse, even if the “Defence" is inside the 10 metre ‘D’. OR (c) With their horse's feet on or over the back line between the posts, the “Defence”No.3 catches the ball before it goes through the goal posts or deflects the ball over the backline.

Umpire’s Signal - Successful Goal Rules - 11

Issue 2

Section 4.1

33 (23)

Game Restart After a Failed Shot at Goal (a) Should an attempt at goal fail and go out of play either directly or deflected off the Defence No.3, the Defence No.3 shall be given a Penalty throw on the Penalty line at a position in a direct line from where the ball crossed the back line. The ball in this instance must be thrown at least 10 metres in any forward direction. (b) The "Attack" No.1 player of the opposing side must follow out the "Defence" No.3 horse’s nose to horse’s hip, but only at such distance as not to obstruct the throw being executed.

34 (27)

Crossing Penalty Line - Penalty 1 (a) Ball not Carried over line The ball must not be carried over the Penalty Lines BB1 or CC1 (see Fig.2) (b) How to cross the line A player carrying the ball up to the Penalty Line must throw the ball over the line so that it hits the ground on the opposite side of the line and so that they do not have possession whilst their horse is crossing it, ie. Not while the front legs are over the line, and before the hind legs have passed over. However, the ball may be thrown by one player from one side of the Penalty Line and may be caught by another player on the opposite side of the Penalty Line. (c) Penalty on Foul If a foul is committed by a player carrying the ball over the penalty line, the spot from which the penalty is to be taken shall be in the area to which the player was proceeding.

Umpire’s Signal - Player crossing penalty line whilst in possession of the ball 35 (28, 29)

Ball out of play. (a) Ball on the Line If the ball or hoof is on the line, the ball is deemed "out of play". (b) Position of Horse’s Feet When carrying the ball the player shall be judged in or out of play by the position of their horse's feet or foot and not the position of the ball relative to the boundary line or any other line. (c) Ball on Penalty Line - Penalty 1. A ball resting on the penalty line may only be picked up by the players in centre field. (d) From Where Ball is to be Thrown In If the ball is out and becomes an umpire's throw in it is thrown in a near the spot where it went out. Umpires should use discretion if the exact spot is close to the Penalty line or back line, and move the throw no closer than 5 metres from the Penalty line or back line. (e) Over-riding a Boundary line - Penalty 1 A player shall not over-ride the boundary line with the ball in their possession.

Rules - 12

Issue 2

Section 4.1

Umpire’s Signal - Player crossing Boundary line whilst in possession of the ball 36 (29)

Player allowed to re-enter field - Penalty 1 or 2. Any player riding outside the boundary of the field, or any player being ridden off and forced outside the boundary line must be allowed by their opponents to reenter the field and must re-enter at a point within 10 metres from the point at which they went out; provided that the player re-enters the field in the area from which they went out.

37 (30)

Backline Penalty - Penalty 1 (a) Position of Penalty A penalty given for a player ridden out over or deliberately riding out over the back line, and who is in possession of the ball, shall be taken from the spot where they crossed the back line. (b) Execution of Penalty To execute this Penalty a player may move up to the spot on the back line nominated by the Umpire from outside the perimeter of the field.

38 (31)

Ball over Boundary Line - Penalty 1, 2 or 3 (a) A player shall not throw the ball out over a boundary line of the field or cause by use of their stick or person a ball to go out over a boundary line of the field (eg. from a pick up or by having their stick hit). The penalty shall be given from the spot where the ball crossed the boundary line. (b) Where a ball goes out off a horse accidentally across a boundary line, the play will recommence with a line-up (see Rule 31 for Line up ) at the spot where the ball crossed the line. (c) Deliberate Deflection – Penalty 1. When a player is about to be forced over a boundary line and deliberately deflects the ball out off his own or another players horse, a penalty shall be awarded against that player.

39 (32)

Player over riding Penalty Line - Penalty 1, 2 or 3. (a) A player who is not permitted to play in the goal scoring area may override the Penalty Line provided that: (b) They do not carry the ball over the line. (c) They pull out of the way immediately so as not to either hinder or intimidate in any way the players permitted in the area or make contact with the ball (UKPA Rule). (d) They leave the area immediately and must not obtain advantage when they re-enter the centre field area.


Interfering with Play in the Goal Scoring Area – Penalty 1,2 or 3 No player outside the Goal Scoring Area shall interfere with play or players in the goal scoring Area (UKPA Rule).

Rules - 13

Issue 2

Section 4.1

41 (33)

Crossing - Penalty 1,2,3, or 4 No player may cross another player except at such a distance as does not involve the possibility of collision or danger to either player. Any player leaving the field has no automatic right of way when returning to the field.

Umpire’s Signal - Player crossing dangerously in front of other player (s) 42 (33, 34)

Line of the Ball Definition – the ‘Line of the Ball’ is an imaginary line running along the line the ball is travelling (or had travelled along before stopping) along the ground and continuing indefinitely past its present point. (a) Possessor of the Line of the Ball - Penalty 1,2,3, or 4 That player is in possession of the line of the ball who is riding in the direction in which it was thrown at the least angle to the line of the ball and shall have right of way over other players. (b) Players Riding Off - Penalty 1,2,3, or 4 Two players following the line of the ball attempting to ride one another off have the right of way over a single player coming from any direction. (c) Player Carrying the Ball A player carrying the ball shall generally be considered to possess the Line of the Ball except when other players have yet to stop riding along a line of the ball which has only just changed (UKPA Rule). (d) Entering the Line of the Ball - Penalty 1,2,3, or 4 No player shall enter the line of the ball in front of a player in possession of the line, except at such a distance as does not involve the possibility of collision or danger to either player. If a player enters safely on the line of the ball another player shall not ride into that player from behind. (e) Deviation from the Line by the Thrower A player is not in possession of the line of the ball simply because they were the last thrower if they have deviated from the exact course of the ball. (f) Stopping on the Ball – Penalty 1,2,3 or 4 No player shall pull up across the line of the ball if by doing so they endanger themselves or a player on the line of the ball. (g) No line of Travel If the ball has no line of travel, the player closer to the ball has possession. (h) Standing Stationary on the Line – Penalty 1,2,3 or 4 Any player standing stationary on the line of the ball must immediately move from that line. The player may catch the ball provided that he/she moves immediately from the line of the ball and does not involve the possibility of a collision or danger to either player. (i) Line of Ball over Penalty Line - Penalty 1,2,3 or 4. The "Defence" and "Attack" players when following a ball from the goal scoring area towards and/or over the Penalty Line have the line of the ball. Those players in Centre Field must give way.

Rules - 14

Issue 1

Section 4.1

43 (35)

Dangerous Riding - Penalty 1,2,3,4 or 6. No player shall ride dangerously as, for example:(a) Bumping at an angle dangerous to a player or their horse. (b) Pulling across or over a horse's forelegs or hindquarters in such a manner as to risk tripping the horse. (c) Bumping with sufficient force to dislodge a horse from its line of travel. (d) Pushing across a horse's loins or neck. (e) Jostling or bumping during time-off. (f) Intentionally losing contact with the reins during play. (g) Riding off is allowed provided that contact is made with the horses facing in the same direction and pushing shoulder to shoulder. (h) When horses are facing in opposite directions, pushing is permitted sideways provided that horses are kept parallel and either player does not push across the other horse's loins or back or under the opposing horse's neck.

Umpire’s Signal - Horse bumping dangerously into another horse behind the saddle 44 (36)

Rough Play (a) Use of a Player’s body- Penalty 2,3,4 or 6. No player shall seize any other player, their horse or their gear with the hand, strike or push with the head, arm or elbow, but a player may push with their arm above the elbow provided the elbow is kept close to his side. (b) Horse’s head - Penalty 2,3 or 5. No player shall permit their horse’s head to contact another player if in so doing it is likely to cause injury or interference to the other player.

45 (36)

Swinging stick wildly - Penalty 2,3,4 or 6 (a) No player shall swing their stick wildly so as likely to intimidate or injure horse or rider. Any attempt to hit an opponent’s stick which in the umpire’s opinion constitutes a wild or vicious swing shall be deemed dangerous play. The swing must commence; I. In a forward direction no higher than the rump of the horse. II. In a backwards direction no higher than the horse’s rump (b) The swinging of the stick in more than one consecutive circle constitutes dangerous play. (c) No player shall be allowed to swing at an opponent’s stick whilst coming from behind, until the player’s body is level with the opponent’s horse’s hip and no further forward than the horse’s Rules - 15

Issue 1

Section 4.1

shoulder for a backward swing but at all stages players must be within reach of an opponent’s stick before attacking the racquet. (d) Hit to Player or Horse – Penalty 2,3,4 or 6 Any wild or uncontrolled hit with a stick to the player or horse shall not be permitted. (e) Hit to Horse or Player While Shooting at Goal.- Penalty 4 Should an “Attack” No.1 player be awarded a goal for a strike to themselves or their horse whilst in the act of throwing a shot at goal which succeeds, both the goal and the penalty goal shall stand (UKPA Rule).

Umpire’s Signal - A wild or dangerous swing that could cause injury to horse or rider 46 (37)

Injuring a Horse by Stick Whip or Spurs (a) Striking horse with stick - Penalty 1,2,3,4 or 6. No player shall be allowed to intentionally hit a horse (including their own) with a polocrosse stick. (b) Wrongful use of spurs or whip - Penalty 1,2,3,4 or 6.No player shall use their whip, stick or spurs to intimidate or injure any horse (including their own) or rider. (c) Removal of spurs or Whip The Umpire may order a player to remove spurs or whip for injury to their horse and prevent them from using any spurs or whip for part or the remainder of the game.

Umpire’s Signal - Hitting or prodding horse with the racquet. 47 (38)

Sandwiching and wedging of a player - Penalty 1,2,3,4 or 6. No player shall ride so as to sandwich or wedge a player between two players with dangerous contact between the three horses concerned. Contact which has significant impact on, or deceleration of, the affected player shall be considered as dangerous . The last player making contact causes the penalty. Rules - 16

Issue 1

Section 4.1

48 (39)

Carrying ball over the Centre line of the Horse (a) Penalty 1 Any player carrying the ball must carry it on their stick side and not cross the centreline of the horse with it. It is permissible to pick up or catch the ball up on either side providing that the stick is immediately brought back to the carrying side. (b) A player’s stick with the ball in it may pass over the centre line of their horse without constituting a foul or penalty provided they are in the act of actually throwing the ball.

Umpire’s Signal - Player crosses centre line of horse whilst in possession of the ball 49 (40, 41)

Misuse of Stick (a) Two-handed throws – Penalty 1 Two-handed throws are not allowed. (b) Passing the Ball in the Stick - Penalty 2 A player in possession of the ball shall not throw or pass their stick with the ball in it to another player. (c) Throwing the Stick – Penalty 2 No player shall deliberately throw their stick either at an opponent’s stick or at the ball in flight.

50 (41)

Hitting of Stick A player may hit an opponent’s stick but only under the following conditions: (a) Penalty 1,2 or 3 Only hit in an upward direction and... (b) Penalty 1,2 or 3 The Player’s stick does not cross the centreline of the opponent’s horse and... (c) Penalty 1 or 2 The opponent is in the act of gaining possession or has possession of the ball.

Umpire’s Signal - Player hitting down on opposing player’s racquet to dislodge the ball Rules - 17

Issue 1

Section 4.1


52 (42, 41)

Reaching Under or Over a Horse – Penalty 1,2 3 or 4 No player shall reach over or under another player’s horse’s neck or body in front of the rider in order to catch, dislodge or pick up the ball. Striking the Ball with the Stick (a) Near the ground - Penalty 1 A ball may be tapped along the ground but the stick must not be raised above the hock or knee in doing so. (b) Striking a Ball overhead - Penalty 1 A ball may be caught or thrown overhead but not struck.

53 (43)

Catching, Striking, Blocking and Carrying the Ball (a) Penalty 1 A player shall not catch, carry or actively strike the ball with anything but their stick. A player must not hold the ball in the stick by the use of their body, or that of their horse, but shall drop it immediately. (b) Blocking the Ball -A player may use their body to only block the path of the ball.


Riding Between the Goalposts – Penalty 4 At no time during play shall a player ride between the goalposts or act so as to force another player to ride between the goalposts. A rider forced between the goalposts shall not be penalised (UKPA Rule).

55 (44)

Dismounted player (a) Dismounting - Penalty 1 or 2 No player shall deliberately dismount on the pitch where it will endanger themselves, their horse or any other player or horse (UKPA Rule). (b) Interference by and of Dismounted Player – Penalty 1, 2 No dismounted player shall interfere with the ball or the game in any way. Similarly no dismounted player can be obstructed in any way.

56 (45)

Injury to Horse or Player and Damage to Equipment (a) Injury to Player or Horse If play is stopped for injury to a player or a horse the game shall recommence with a Penalty throw to the team in possession of the ball at the point where the ball went dead. If no team had possession the game shall recommence with a line out from the nearest boundary line to where the ball went dead (UKPA Rule). (b) Broken or Loose Bandages Penalty 1 or 2. The umpire shall stop play for broken or loose bandages. The player with the broken or loose bandages shall be penalised. Play shall recommence with a Penalty throw to the opposition at the point where the ball went dead. (c) Saddle Cloths Penalty 1 or 2 Umpires shall stop play if a saddle cloth is lost or in danger of coming off. Play shall commence when the saddle cloth is replaced with a penalty throw to the opposing team at the point where the ball went dead. (d) Broken or Loose Gear The umpire shall use their discretion regarding stopping the play for broken or loose gear. If stopped, the game shall recommence with a Penalty throw to the team in possession when the ball went dead. If no team had possession the game shall recommence with a line out from the nearest boundary line to where the ball went dead. Persistent loose gear by a player shall be penalised Penalty 1 or 2. Rules - 18

Issue 1

Section 4.1

(e) Dropped Stick The umpire shall not stop the game for a broken or dropped racquet unless it is the result of an infringement by the opposing team, or a dropped racquet poses an immediate safety hazard. (f) Loss of Headgear If a player loses their helmet the Umpire shall stop the game to enable such player to recover it. The game shall be restarted by the Umpire giving a Penalty throw to the opposing side from where the ball became dead. 57

Horse Kicking or Rearing – Penalty 5 Horses kicking out or rearing in a way the umpire considers dangerous shall be “sent off” at the first offence and banned from further participation in the current tournament (UKPA Rule).

58 (49)

Assistance to players - Penalty 4 No person is allowed on the pitch during play for any purpose whatever, except the players and umpires. A player requiring a stick or other assistance from an outside person must ride over the ends of the field or over the sideline to procure it. This applies to the No 1 and No 3 in the goal area where no player from the centre field may enter the area to pass a stick. A free goal shall be awarded against a player receiving a dropped racquet lost in the field of play from any person not playing on the field.

59 (49)

Dropped Racquet – Penalty 1 No person shall intentionally leave their dropped racquet in the field of play, unless it is unsafe to retrieve it.

60 (50)

Dead-lock In the event of a deadlock (two opposing players unable to make any progress without possession of the ball in the goal scoring area) lasting more than 10 seconds, the umpire shall stop the game and throw the ball in from the nearest boundary line.

61 (8)

Bad or Foul Language. Penalty 1 and, if persistent, penalty 2 or 3 Any player using foul or bad language, in the umpire’s opinion , during the course of the game shall be penalised.

Rules - 19

Issue 1.10

Section 4.1

Appendix 1 to UKPA Rules. PENALTIES PENALTY 1 A free throw to the non-offending side from the spot at which the infringement took place or the spot nominated by the umpire. a) The throw shall be executed from the spot nominated by the umpire. b) The player may not execute the free throw until directed to do so by the umpire. The throw must be taken within a reasonable time. c) The ball shall not be deliberately thrown at another player unless it is intended as a pass. d) The ball shall be thrown at least 10 metres. e) If not accepted as a pass, the ball must hit the ground before the thrower can touch it. Failed Penalty If the thrower infringes any of the conditions (a) to (e) it is a 'failed Penalty' and the umpire shall restart the game with a throw in from the nearest boundary line, in line with the penalty spot. f) Penalty throws may be thrown in any direction, unless otherwise stipulated in the rulebook. g) The player may throw from a stationary position or moving. h) Apart from the player taking the throw all other players must be at least 10m from the penalty spot until after the ball is thrown (Except for Penalty 3). If an opposing player does not move away in time the penalty shall be moved up as for Penalty 2. If a team member of the thrower does not move away then it is a 'failed Penalty'. i) No player shall attempt to touch the ball until it has travelled 10 metres or interfere with the player taking the throw until the thrower has travelled 10 metres. j) If the Penalty spot is within the goal scoring area the thrower may take a shot at goal straight from the Penalty. PENALTY 2 A free throw as for Penalty 1, taken within Centre Field, from a central spot on the Penalty Line in a forward direction. a) The No. 3 may defend his/her goal but must not be within 10 meters from the spot where the throw is taken. Note: The thrower may not shoot at goal as the Penalty Spot is outside the Goal Scoring Area. PENALTY 3 A free throw at goal from a central spot just outside the ‘D’. a) The ball must be thrown at goal. b) The number 3 player may defend the goal from a stationary position and remain stationary until the ball is thrown, but cannot stand closer than 8 metres from the spot from where the throw is taken. Should the goal throw fail, the number 3 has the line of the ball..

Rules - 20

Issue 2

Section 4.1

PENALTY 4 If in the opinion of the umpire a player commits a dangerous foul, the side fouled shall be allowed one goal. The game shall be recommenced by the umpire throwing the ball into play in the centre of the field. PENALTY 5 The horse ordered off the field by the umpire and disqualified from being played again during the match: a) A substitute horse may be played by the affected player only. b) See Rules 11 and 12 for conditions on horse substitution. PENALTY 6 The umpire may exclude a player from the game for part of the match in addition to any other penalty, in the case of a deliberate dangerous foul, persistent fouling after being warned, or conduct prejudicial to the game. a) A substitute player may not be played. b) In the event of a player being sent off, the captain of that team has the right to re-organise the section affected to the best advantage. c) The sidelined player shall not re-enter the playing field until such time as indicated by the umpire. d) The sidelined player must come onto the field into the vacant position. e) A player cannot be sidelined for more than a maximum of three minutes playing time in any one period. f) The umpire at the tournament shall prepare a written report within 24 hours and it shall be forwarded to the national association to whom the player is registered and to the International Polocrosse Council within sixty (60) days of such incident occurring. PENALTY 7 The umpire may exclude a player from the game for part or the whole of the match, in addition to any other penalty, in the case of a deliberate dangerous foul, persistent fouling after being warned, or conduct prejudicial to the game. a) After a period of three minutes a substitute player may be played. b) In the event of a player being sent off, the captain of that team has the right to re-organise the section affected to the best advantage with the use of the reserve player. c) In all instances, the player sent off shall be the subject of a written report by both umpires and the referee to be prepared within 24 hours and to be forwarded to the national association to whom the player is registered and to the International Polocrosse Council within sixty (60) days of such incident occurring.

Rules - 21

Issue 2

Section 4.1

Appendix 2 to the UKPA Rules UKPA - PROTECTIVE RIDING HELMET RULES The intent of these Rules is to ensure that all UKPA members wear riding helmets, of an approved standard, when taking part in UKPA associated horse-riding activities. It remains the responsibility of the rider, at all times, to ensure their riding hat is suitable for the task. The requirements of the Rules provide annual verification that members riding helmets have been checked for marking with specified National Standards and are of an acceptable condition. To verify a helmet has been inspected and confirmed as complying with these rules, annual tags of a distinctive colour will be provided by the UKPA. These Rules supplement UKPA rule 27(a). 1. Horse Riding 1.1 Riding Helmets must be inspected and tagged, with the current years tag, prior to a UKPA Player member taking part in any horse riding event associated with the UKPA and it is mandatory for affiliated polocrosse clubs to ensure compliance with these rules. 1.2 It is the responsibility of a UKPA Member, or for a Junior Member a parent or guardian, to ensure their helmet complies with these Rules and is tagged or retagged, before they take part in any UKPA horse-riding event. It is also their responsibility to ensure the manufacturer’s guidelines, with regard to replacement and fitting of a helmet, are conformed to. 2. Acceptable National Standards 2.1 Helmets must be marked with a Standards Symbol, either the BSI Kitemark, the SAI Global symbol or the official Snell label with number. The CE symbol on its own does not verify compliance with these rules. PAS 015:1998 or EN 1384:1996 BS EN 1384:1997 with the BSI Kitemark

Snell E2001 with the official Snell label and number

N.B. The prefix ‘BS’ on the EN 1384 standard does not mean the helmet has undergone batch testing by the British Standards Institute – the label must also display the BSI Kitemark.

AS/NZS 3838 1998 or AS/NZS 3838 2003

N.B. The tag at the back or inside of the helmet must be present and clearly visible

Rules - 22


Issue 2

Section 4.1

3. Helmet Verification & Tagging 3.1 When requested by the Chief Umpire, the Chairman of each club will appoint one or more responsible person(s), from their club, who is a Senior UKPA member and is fully conversant with the UKPA Riding Helmets Rules. The appointed person(s) have authority to inspect and tag club members riding helmets on behalf of the UKPA. UKPA Protective Helmet tags are available from the Chief Umpire on request. 3.2 The appointed person(s) will carry out helmet inspection, at the request of individual members of their club, and affix a UKPA helmet tag to helmets that comply with the above requirements. Where tags are not available early in the season an untagged hat shall not be used until checked by the appointed person on each occasion of use. It shall be tagged at the earliest opportunity. 3.3. If a helmet shows obvious signs of significant damage or deterioration it will be considered to be unacceptable and will not be tagged. 3.4 The tag is to be fitted to the helmet harness in such a way that it is clearly visible when the helmet is worn on the head. 3.5 Tagging verifies only that the helmet complied with these rules at the time it was checked. 3.6 Affixing a UKPA tag does not imply or verify compliance with any standard, the fit or condition of the helmet. 4. Helmet Fit, Adjustment and Condition 4.1 The fit of the helmet and adjustment of the harness are crucial to the protection afforded by the helmet. Riders are advised to try several makes to find the best fit. The helmet should not move on the head when the head is tipped forward or backwards. 4.2 Helmets must be replaced after a severe impact, as subsequent protection may be significantly reduced. 4.1 Helmets deteriorate with age and should be replaced after three to five years, dependant on the amount of use and changes to approved standards. 5. Checks 5.1 Umpires and UKPA appointed Officers may carry out tagging checks at any time during UKPA horse riding activities. 5.2 If a helmet, when checked, is found not to comply with these rules it must not be further worn as a protective riding helmet until properly tagged. 5.3 If a helmet is found to have been incorrectly tagged, all helmets tagged by the same club must be re-inspected for compliance with these rules.

Rules - 23

Issue 2

Section 4.1

Appendix 3 to UKPA Rules UMPIRE SIGNALS

Successful Goal

Unsuccessful Attempt at Goal

Player Crossing Penalty Line while In possession of the Ball

Player crossing dangerously in front of other player (s)

A wild or dangerous swing that could cause injury to horse or rider

Horse bumping dangerously into another horse behind the saddle

Rules - 24

Issue 2

Section 4.1

Player hitting down on opposing player’s racquet to dislodge the ball

Player crosses centre line of horse whilst in possession of the ball

Time Off

Rules - 25

Issue 2

Section 4.1

RULEBOOK CONTENTS No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 32 33 34 35 36 37 38 39 40 41 42 43 44 45

TITLE Incidents not provided for in Rules. Suspension of Play by Umpire Complaints to the Umpire Infringement a foul Ball Dead Re-start Drugs and Alcohol Height and Age of Horses Horse not to be played One horse per player Substitution of Horse or player Fresh horse May Be Played Game Stopped for Injury to Horse or Player Dimensions of Pitch Ball Team Constitution Players Age limit Nomination of Sections Change of Player Positions Stick Hand Doubling up of Players Goal Judges Timekeepers & Scorers Organisation of Play Termination of Chukka Unfinished Game Correct dress and gear Goal Scoring Areas Defined areas of play Most Goals wins Game How a goal is scored. Game Restart After a Failed Shot at Goal Crossing Penalty Line Ball out of play Player allowed to re-enter field Backline Penalty Ball over Boundary Line Player over riding Penalty Line Interfering with Play in the Goal Area Crossing Line of the Ball Dangerous Riding Rough Play Swinging stick wildly

Rules - 26

Issue 2

Section 4.1

46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 App 1 App 2 App 3

Injuring a Horse by Stick Whip or Spurs Sandwiching and wedging of a player Carrying ball over the Centre line of the Horse Misuse of Stick Hitting of Stick Reaching Under or Over a Horse Striking the Ball with the Stick Catching, Striking, Blocking and Carrying the Ball Riding Between the Goalposts Dismounted player Injury to Horse or Player and Damage to Equipment Horse Kicking or Rearing Assistance to players Dropped Racquet Dead-lock Bad or Foul Language Penalties Headgear Rules Umpire Signals

ADDENDUM Regarding rule 54 – Riding between the Goal posts. In clarification of the above rule:  ‘…ride between the goalposts…’ is to be taken to mean all four feet of the horse to have actually crossed over the goal line and been placed on the ground. If a horse steps over with only 1-3 feet then this shall not be regarded as a foul.  ‘…during play…’ is to include the period shortly after scoring a goal.  Any riding between the goalposts which the umpires’ consider as dangerous can be penalised under Rule 1 if so needed, outside the scope of rule 54.

Rules - 27

Issue 1.1



Tournament Organisation Rules 1.1. Tournaments under the auspices of the UKPA are to be organised in accordance with these Rules. 1.2. Tournaments organisers shall also take in to account the following procedures detailed elsewhere in this Handbook as applicable to their tournament: a. b. c. d.

Child Protection Policy & Procedures Health & Safety Policy & Procedures UKPA Green Card System ( See Appendix 1 to Section 5.4) UKPA Dangerous Vice Procedures (See Appendix 1)

1.3. A Tournament Organiser may apply to the Chief Umpire for permission to vary the Division layout Rules, for a specific tournament, if he considers them to be inappropriate to the tournament. 1.4. An application for variation by Rule 1.3 above may include the following:  combining two or more grades;  the suspension of the grading system entirely for that tournament, but may not include any alteration of a grade allocated to Player. 1.4 The Chief Umpire shall inform the Executive committee of his decision regarding the exemption request. 2. Multi Horse Tournaments 2.1. With prior agreement from the UKPA Executive Committee; the first three tournaments of a season, may be designated as Multi-horse Tournaments by the Tournament Organising Committees. Up to two horses may be played per player in separate games. Horses cannot be substituted between chukkas and two players may not ride the same horse. 3. Tournament Umpires 3.1. Only UKPA Accredited Umpires may officiate at polocrosse tournaments held under the auspices of the UKPA. 3.2. For each tournament the Organiser shall appoint a Tournament Umpire (who may be the Chief Umpire). The Tournament Umpire has authority to rule on UKPA Rule interpretation and assists and advises Game Umpires, as appropriate. 3.3. Each club playing representative teams or sections in a tournament must nominate, with their tournament entry form, a minimum of three accredited umpires of appropriate grade to the Tournament Divisions in which their teams are represented. Tournament Organisers may request larger clubs to nominate additional Umpires, if required. Each club playing representative teams or sections in a tournament must provide a minimum of two suitable horses, for universal use by umpires, during a tournament. 4. Tournament Licence 4.1. All Tournaments to be run as UKPA events must be licensed by the UKPA. The Tournament Organiser shall complete the licence application (downloadable from the UKPA website) and send it to the UKPA secretary to arrive AT LEAST 45 days prior to the start of the event. There may be a fee charged for the licence. 4.2. The application will be checked for compliance with the UKPA rules and the organiser informed of the decision within 7 days of receipt of the application. 4.3. It is recommended that organisers not already known to the UKPA discuss their intentions with the UKPA Executive Committee prior to applying for a licence to ensure there are no delays in processing. 5.1 – 1

Issue 4

Sect 5.1 5. Tournament Pack 5.1. A Tournament pack is available to download from the UKPA website which provides all the forms, rules and guidance on running a UKPA licensed Tournament. Use of this pack and its contents are mandatory (as applicable) for all tournaments run under a UKPA licence. 6. Tournament Checklist 6.1. A checklist for preparing a tournament is given in Appendix 3. This is for guidance for Tournament organisers and while not mandatory does provide excellent advice on how to set up the event. 7.

Tournament Dates 7.1 Request for booking dates for tournaments is to be made to the UKPA secretary in writing (e-mail or letter) using the booking section of the UKPA website. 7.2 The event diary will be set out in the Yearbook and on the UKPA Website. 7.3 The UKPA Executive will allocate dates from booking requests. If there is more than one request for a date the Exec. will allocate the dates to the greatest benefit of polocrosse for the UK. In allocating dates the following priority order will be considered; i. ii. iii. iv. v. vi.


UKPA run events Regular Tournaments Two day events One day events UKPA affiliated clubs will generally be given priority over other event organisers Larger events will generally be given greater priority than smaller events. However, the types of events either side of event date will also affect the decision. Booking date order

8. Penning Requirements at Overnight Tournaments 8.1. For multi day tournaments, when not under the control of a person, horses must be confined by secure pens or loose boxes. Pens must be securely and safely constructed to ensure the containment of the horse(s) within. 8.2. An outer non-electrified pen, at least 1m from the inner pen, must enclose the pens of horses known to be prone to biting. 8.3. Not more than three (3) horse pens may be operated from a common electric circuit 8.4. Horses in pens must be supplied with ample drinking water and supplementary feed where grazing is inadequate. 8.5. An individual pen may not contain more than three horses. 9. Tournament Schedules 9.1 Tournament schedules are for detailing relevant information to players and clubs regarding the tournament. 9.2

There following points are mandatory requirements for inclusion in the schedule:       

Dogs routines (see details in the Tournament Pack) Liability Exclusion Notice (see Tournament Pack) Timings of Briefings Details of Tournament Officials UKPA Membership requirement for all players NFU Sponsor Banner (downloadable from the UKPA website at Playing division details 5.1 – 2

Issue 4

Sect 5.1     9.3

The following items may be included as applicable:    


Timetable (Games start times etc.) Alcohol consumption by minors prohibited When farrier and vet are to be on site Entrance fees and conditions

Requirement for pitch officials from clubs Catering Facilities Other Facilities on site, eg. showers. Cancellation routine Liability Exclusion Statement Now in Tournament Pack

10. Tournament Facilities 10.1.As each tournament is different the following requirements are intended as guidance. However, failure to meet these requirements may prevent the issuing of a licence. a. Toilets – one toilet per twenty players b. Showers (only required for multi day tournaments) one shower per forty players c. Camping and penning space – one acre per twenty five players d. Number of pitches – one pitch per maximum of sixty players 11. Field Marshals and Goal Judges 11.1. The tournament organiser shall ensure that all Field marshals are over the age of 18 years and all goal judges are over the age of 16 years on the day.

5.1 – 3

Issue 4

Appendix 1 to Sect 5.1 UKPA DANGEROUS VICES PROCEDURES 1. No horse shall play with a dangerous vice, such as kicking, biting or rearing (UKPA Rulebook Rule 9c). If a horse has been ruled as a horse with a vice and sent off the field the Dangerous Vice Record (DVR) is to be completed. (Report that supplies information about the incident and a chart to record colour, gender, height, brands, markings and scars etc.). 2. The DVR is to be given to the owner of the horse and a note of its issue recorded on the relevant score sheet 3. A horse which bites may carry out the procedure with a tack attachment (eg. Flash nose Band) which prevents it from biting. At all future practices and tournaments the tack attachment shall be used. Should the owner/player wish to play the horse without the attachment the horse shall repeat the following procedure without the attachment. 4. For the horse to be eligible to play again the following procedure shall be followed: 4.1. The horse shall be played at three club practices under the supervision of an Executive Umpire, 'A' Grade Umpire or other person approved by the UKPA Chief Umpire. Details of the practices shall be recorded on the DVR. Each practice shall include at least 30 minutes of play with other horses in game type conditions. 4.2. Once the horse has failed to show the vice during three practices in a row the owner/player shall notify the UKPA Chief Umpire of the first tournament that they intend to return to compete. At that tournament at least three games shall be monitored by the Chief Umpire, Executive Umpire ,'A' Grade Umpire or other person approved by the Chief Umpire. Details of the games shall be recorded on the DVR. 4.3. If the horse shows any sign of vice again the horse shall be removed from the field and competition. The horse shall be banned from Polocrosse for the rest of it’s life. A note is to be made on the DVR. If the horse does not show the vice the DVR shall be noted as such and the horse is free to compete without further specific monitoring. 5. The DVR form is to be sent to the Chief Umpire for recording (see the Tournament pack for the DVR). 6. Should the horse exhibit the same vice again at a later date it shall be banned from polocrosse for the rest of its life. The Chief Umpire and Executive Horse Welfare Officer shall be informed. 7. Should the horse be played again in a tournament without the authority of the Chief Umpire after completion of the above procedure the horse shall be immediately banned from playing at that tournament and the details reported to the UKPA secretary for disciplinary action against the horse’s owner/player.

App 1 to 5.1

Issue 1

Appendix 3 to Sect 5.1 TOURNAMENT CHECKLIST

The Tournament Organising Club or Region _________________________________ Dates of Tournament ______________________________________ Venue __________________________________________________ OS Map Reference ________________________________________ Post Code ________________ Tournament Organiser _____________________________________ 12 Weeks, prior to the Tournament The suggested time of 12 weeks should be decided at the discretion of the Tournament Organiser, taking into account that during the school holiday period, demand for “show facilities� caterers, toilets etc. is high. The Tournament Organiser should invite and appoint suitably competent people to be members of the Tournament Committee and hold an initial meeting to allocate responsibilities for tasks, to the: Chairman ________________________________ Tel: __________________ Secretary & Treasurer _______________________Tel: __________________ Groundsman _____________________________ Tel: __________________ Social Secretary __________________________ Tel: __________________ H & S Officer _____________________________ Tel: __________________ H W Officer ______________________________ Tel: __________________ Prior to the initial meeting the Chairman and Secretary should produce a Tournament Budget. Estimates should be made of expenditure and income, based on the anticipated number of entries and entry fees. At the initial meeting, Tournament Officers should be given information on the budgeted expenditure for the facilities and services for which they are responsible and advised that commitment to expenditure, beyond the budget amount, must not be made without the specific authority of the Committee Treasurer. All persons making bookings for services should confirm the booked date(s) and the agreed price, in writing, and copy the communication to the Tournament Secretary. The meeting should discuss and decide upon a catering policy i.e. will the organiser offer meals and will the cost of the Saturday evening meal be included in playing members entry fee. The Committee should also decide whether and if so, in what form, entertainment will be provided.

App 3 to 5.1 - 1

Issue 3

Appendix 3 to Sect 5.1 Suggested Tasks and Responsibilities Chairman: Appoint Tournament Umpire. Referee _______________________ Tel _______________ Contact UKPA CEO to confirm Tournament Arbitration & Disciplinary Committee. Chairman ______________________ Tel _______________ Invite Sponsors/Trade stands Sponsor ________________________ Tel _______________ Sponsor ________________________ Tel _______________ Sponsor ________________________ Tel _______________ Liase with UKPA Marketing and Sponsorship to arrange Publicity and Media coverage. Contact ________________________ Tel _______________ Appoint Tournament Child Protection Officer. Contact ________________________ Tel _______________ Secretary Book Photographer Contact _________________________ Tel ______________ Prepare Tournament Entry Forms incorporating entry fees, conditions of entry and entry deadline (minimum of 7 days before tournament date), to send to participating Clubs. Hire PA System, Radios & Secretary’s/Commentary box/marquee. Contact _________________________ Tel ______________

Contact _________________________ Tel _______________ Groundsman: With the Chairman, inspect the venue to confirm its suitability and condition as a tournament site, taking into account:

App 3 to 5.1 - 2

Issue 3

Appendix 3 to Sect 5.1 Estimated number of playing fields required Access for horseboxes Camping area Soil type and durability Grass covering Ground conditions Run-off from pitches Pitch accessibility for Paramedics Heli-pad location Verify the availability and distribution of adequate water supplies for: Washing/shower facilities Drinking water for people and horses Catering and bar Horse wash-down. Hire Toilets and Showers Contact _________________________ Tel ______________ Hire Grandstand Contact _________________________ Tel ______________ Contact the Executive Umpire and arrange for him to inspect the playing areas and to confirm his acceptance of their suitability for tournament play. Prepare a Site Plan and publish it to all Committee members.

Social Secretary: Hire Marquee, Lighting and Tables & Chairs Contact _________________________ Tel ______________ Arrange Bar/Licence Contact _________________________ Tel ______________ If the Tournament Organisers are self-catering, estimate requirements and hire Catering Equipment. If not self-catering book Mobile Caterers. Contact _________________________ Tel ______________ Contact _________________________ Tel ______________ Estimate required capacity and hire portable Electricity Generator(s) Contact _________________________ Tel ______________ Organise and/or book Entertainment Contact _________________________ Tel ______________

App 3 to 5.1 - 3

Issue 3

Appendix 3 to Sect 5.1 Health & Safety Officer: Hire Paramedics Contact _________________________ Tel ______________ Make a Preliminary Risk Assessment of the venue and identify action(s) to eliminate hazards or reduce risk to be acceptable. Risk assessment to be received by the UKPA secretary at least 7days prior to the start of the tournament. Horse Welfare Officer: Book Veterinary Surgeon on call. Vet. ____________________________ Tel _______________ Book Farrier on call. Farrier __________________________ Tel _______________ Visit the venue with the Groundsman to decide on the location of a Horse Wash-down and confirm availability of an adequate water supply for horses. Arrange Horse Ambulance - trailer, screens and towing vehicle.

6 Weeks, prior to the tournament Chairman: Telephone Club Chairmen to identify and list Clubs intending to participate. Copy list to Tournament committee members. Convene a Tournament Committee meeting to update checklists, receive progress reports and identify actions to resolve problems, identified by the Committee members. Create a list of awards, decide on rosettes and prizes and order rosettes. Contact ________________________ Tel. _________________ Send out requests for return of Club annual award trophies. Recruit and appoint, Umpire Horse Co-ordinator, Field Marshals, Tournament Scheduler, Tournament Scorekeeper, Commentator, Score-sheet Runners, etc. Secretary & Treasurer: Send “Entry Form” pack to Club Secretaries. Prepare “Tournament Pack” comprising of: Route maps and site plans Agenda – briefing, start & finish of play etc. Camping facilities – specify what is provided within the fee charged for the tournament and include details of arrangements for camping and pen areas. Specify what you expect people to

App 3 to 5.1 - 4

Issue 3

Appendix 3 to Sect 5.1 do at the end of the tournament in terms of leaving the site tidy – will there be a fine for Clubs who fail to meet the required standards? Catering – what is available and at what cost Details of medical cover with contact details List the names of officials for the tournament Indicate proposed arrangements for umpires’ horses – e.g. are you providing all the umpires horses? Are you intending teams to bring one umpire’s horse for every class entered? Are you intending to fine Clubs not meeting the required arrangements? etc. Monitor expenditure commitments against budgeted expenditure and report excesses to the Tournament Organiser/Committee Chairman. Groundsman: Arrange for a tractor for vehicle recovery in the event of heavy rainfall. Contact ________________________ Tel. _________________ Source Line Marker machine Source Litter bins If required, source water bowsers If required, source “muck skip(s)/trailer(s)” Source goal posts & marker flags Source rope, stakes and hammer for restricted access areas Source tables and chairs for Tournament Secretary Scorekeeper and field officials.

Social Secretary: If the Tournament organisation is to offer meals and refreshments: Recruit Catering Assistants and convene a meeting to allocate tasks and responsibilities. Plan menus and estimate and list supplies required. Estimate cost of supplying meals including hire of equipment, and inform the Tournament Treasurer. Produce “Shopping Lists” and allocate to “shoppers” If required, source “Refrigerator/Freezer” capacity. Recruit Bar Manager and barmen. Hire glasses or decide to use plastic glasses (recommended)

App 3 to 5.1 - 5

Issue 3

Appendix 3 to Sect 5.1 2 Weeks, prior to the tournament Chairman: Convene a Tournament Committee meeting to update checklists, receive progress reports and identify actions to resolve problems, identified by the Committee members. Confirm Sponsor attendance – address, date & time and arrange hospitality facilities (refreshments) Confirm Media attendance – address, date & time. Appoint a Media/Sponsor Host. Purchase Trophies and Prizes. Expedite the return of Club annual trophies. Inform the local police of the event. Secretary & Treasurer: Telephone applicable Club Chairmen to expedite return of Entry Forms. Confirm Photographer booking – address, date & time Confirm bookings and delivery arrangements – address, date & time, for: PA System, Radios Secretary’s/Commentary box/marquee Assemble Field Marshals Tournament Packs (1 per playing field), containing: Clipboards with waterproof covers Score sheets Incident Report forms Other items as designated in the Tournament Pack Staple gun Pens Countdown Timers (2 per field) Umpires whistles & jackets (2 per field) Air horns/bells Goal judge flags Copy of Playing Rules & mandatory UKPA Rules & Procedures. Goal Judges Hi Viz Jackets (two orange and two yellow) Decide on prices of meals and bar price list. Groundsman: Confirm bookings and delivery arrangements – address, date & time, for: Toilets and Showers Grandstand Arrange an appointment, on the day before tournament starts, with the Tournament Umpire to verify playing fields are satisfactory for play. Verify availability and functioning of line marking machine and line marker material. App 3 to 5.1 - 6

Issue 3

Appendix 3 to Sect 5.1 Source direction signs. Recruit assistants for setting up the site and positioning direction signs. Source a FWD vehicle and trailer for moving equipment. Source a tractor, grass cutter and roller for cutting and rolling playing field grass. Social Secretary: Confirm bookings and delivery arrangements – address, date & time, for: Marquee and Tables & Chairs Catering Equipment and/or Mobile Caterers Electricity Generator(s) Entertainment Confirm availability of catering and bar staff Health and Safety Officer Make and record a full and comprehensive Risk Assessment, of the whole venue by completing the UKPA Tournament Risk Assessment form, return to UKPA sec at least 7 days prior to the event start. The week of the Tournament Chairman; Convene a Tournament Committee meeting to update checklists receive progress reports and identify actions to resolve problems, identified by the Committee members. From information of tournament entries provided by the Secretary and in co-operation with the Tournament Scheduler and Tournament Referee create, for each playing field, the tournament order of play including umpire scheduling. Provide copies of the order of play for the members of the Tournament Committee, the Chairman of each participating club, each Field marshal, the Tournament Referee, the Umpires Horse Co-ordinator and the Scorekeeper. Produce extra copies for posting and distribution as required. Co-ordinate venue set-up.

Secretary & Treasurer Expedite outstanding entries and keep the Tournament Scheduler updated. Provision cash float for reimbursements and shopping. If self-catering, provision a catering cash float to the Social Secretary. Provision a bar cash float. Convene a meeting of the Field Marshals, brief them on their duties and responsibilities and issue to them the Field Marshal’s packs. Ensure radio batteries are fully charged and radios are functioning. App 3 to 5.1 - 7

Issue 3

Appendix 3 to Sect 5.1 Prepare an information sheet of Mobile Phone numbers of all Tournament officials and distribute it. Verify with the UKPA Membership Secretary the eligibility of player entries to play.

Groundsman Prepare and mark out the playing fields and install the goal posts and marker flags. Position direction signs to the venue. Allocate and mark Club camping areas. If applicable, set-up a water supply for the showers and toilets. Supervise shower installation and test their operation. Supervise location and set up of portable toilets. Sign post and rope off, vehicle, rider and pedestrian routes and car parking and warm-up areas. Supervise setting up and testing PA System. Supervise the location and erection of the Marquee and Secretary’s tent. Provide tables and chairs in the Secretary’s tent for Secretary and Scorekeeper and at all playing fields for field officials. Install power supply for the Secretary’s tent. Distribute litter bins. Fill and locate water bowsers. Set-up horse wash-down. On the day before the tournament inspect the playing fields, with the Tournament Umpire, to obtain his confirmation that they are acceptable for play. Social Secretary Estimate requirements and purchase bar supplies and, if applicable, plastic glasses. Supervise shopping for, and store, catering supplies. Supervise setting up tables, chairs and bar in the Marquee. Supervise installation of lighting and power supply in the marquee. If applicable, supervise location and installation of catering equipment and mobile generators by qualified mechanics/electricians. Procure, and safely locate, catering gas and generator fuel supplies.

App 3 to 5.1 - 8

Issue 3

Appendix 3 to Sect 5.1

Health & Safety Officer During the week monitor the site layout and installations from the aspect of Health & Safety, and recommend action to eliminate hazard risks or reduce them to an acceptable level On the day before the Tournament liaise with the Chairman and Groundsman to ensure all identified hazard risks are eliminated or reduced to an acceptable level. Horse Welfare Officer Inspect the provision of horse water supplies, horse wash-down and horse ambulance location to verify their acceptability and take appropriate action to rectify any unsatisfactory facilities.

App 3 to 5.1 - 9

Issue 3

Sect 5.2

Section 5.2 not used Transferred to Tournament Pack

5.2 – 4

Sect 5.3

Section 5.3 not used Transferred to Tournament Pack

5.3 – 1

Sect. 5.4 TOURNAMENT DIVISIONS The intent of these rules is to create divisions of grades of players of comparable ability, to play against each other, thereby providing competitive and enjoyable polocrosse games for both players and spectators. 1. Divisions 1.1 Tournaments are organised to comprise one or more of the following Divisions, unless the Chief Umpire has agreed with the Tournament Organiser that the Rules may be relaxed or removed. Table 1

Men's Team Women's Team Mixed Team Open Team Intermediate Team Open Junior Team

Intermediate Junior Team

Primary Juniors Team

Veterans’ Team

6 Men 6 Women 3 Men and 3 Women Any combination of Men & Women to a limit of 6 players Any combination of players 16 & over to under 21 years to a limit of 6 players Any combination of juniors under 16 years to a limit of 6 players riding horses of 13.2hh or taller Any combination of juniors graded 0 or 1 under 16 years to a limit of 6 players riding horse 13.2hh or taller Any combination of Primary Juniors under13 years to a limit of 6 players riding ponies 13.2hh or under Any combination of senior players of at least 40 years of age (unless otherwise agreed) to a limit of 6 players.

2. Tournament Division Player Grades 2.1. Players may only play in the division for their grade noted in Table 2 below. 2.2. Players may play in a lower division than allowed in Table 2 if they have a Green Card Exemption (see paragraph (3) below). 2.3. Veteran teams have no grading limitations unless as specified for a particular tournament. 2.4. Junior Divisions 2.4.1. A junior is a player aged under 16 years on the 1 st January of the relevant year. 2.4.2. Juniors may not play in senior divisions (A-E) unless they are graded 5 or more when they may play in A-C divisions only. 2.4.3. Juniors may only play in the Open or Intermediate junior divisions on horses of 13.2hh or taller. 2.5. Primary Juniors 2.5.1. A Primary Junior (PJ) is a player aged under 13 years on the 1st January of the relevant year. 2.5.2. PJs may not play in senior divisions (A-E) unless they are graded 5 or more when they may play in A-C divisions only. 2.5.3. PJs may only play in the PJ division on ponies of 13.2hh and smaller. 2.5.4. PJs may play in the Junior divisions, but only on horses of 13.2hh or taller. 5.4– 1

Issue 4

Sect. 5.4 Table 2 DIVISIONS PLAYER MAY PLAY IN A,B A-C A-D A-E (See Note 1) A-E (See Note 1) Juniors Only (but see note 2)




12-20 8-11 4-7 0-3 0-2 (See note 1)

Open Juniors


Intermediate Juniors


Juniors Only

Primary Juniors


Juniors or Primary Juniors only (but see note 2)

Notes: 1. E Division – This is a novice division, intended for beginner players. A team (6 players) may have only one player graded 2, as long as there is at least one player graded 0 (zero). In sectional games a section may have one player graded 2 if at least one of the other players is graded 0 (zero). 2. Juniors and Primary juniors graded less than 5 may not play in E-A divisions. Juniors and Primary Juniors graded 5 or more may play in ‘C’ division or above. 3. Green Card Exemption (see Appendix 1) 3.1. Where a horse has been issued a Green Card exemption the player on the horse may play down one additional grade, eg. An ‘A’ grade player could play down to ‘C’ grade and a ‘B’ grade player down to ‘D’ grade. 3.2. When a Green Card is used to play down to ‘E’ division the affected team shall be limited to one Green Card horse and be under the same rules a player graded ‘2’ as above. .

5.4– 2

Issue 4

Appendix 1 to Sect. 5.4 GREEN CARD PROCEDURE 1. A Green Card may be issued to a specific horse when a player wishes to play down more than one division on a ‘Green’ Horse, ie. an inexperienced horse. 2. A horse with a Green Card may be played in a division up to two below the player’s division by grade. Eg. Normally an ‘A’ grade player may only play down to ‘B’ division, but if playing on a ‘Green Horse’ they may play down to ‘C’ division, a ‘B’ grade player may play down to ‘D’ division. 3. While playing with a Green Card the affected player must take care to play at the level of the division and not take undue advantage of the Card. 4. The Green Card is a once-only option, will only last for one season and will not be reissued. 5. The Green Card system will be administered by the Chief Umpire. 6. Definition of a Green Horse: A horse that has never played competitive polocrosse or polo, in any country, prior to the season of application. It will be up to the applicant to make a case for the horse. 7. Application Procedure: 7.1. Applicant sends relevant paperwork and fee to the Chief Umpire for approval. 7.2. Required paperwork is; a. A copy of the horse’s passport showing the details and picture pages.. b. A colour photograph of the horse showing any relevant markings. Photograph to be approx. 8cm x 5cm c. Declaration from applicant stating that, to the best of their knowledge, the horse has not played competitive polocrosse or polo in any country before this season. d. A cheque made out to the UKPA for the fee (see the Yearbook) 7.3. Chief Umpire accepts, rejects or requests further details from the Applicant. 7.4. If accepted, the Green Card is manufactured and sent to the applicant. If rejected the Chief Umpire will inform the applicant of the reasons. 7.5. Applicant’s details are recorded on the Green Card List (GCL). 8. Administering the list: 8.1. The GCL will be made available to any tournament organiser either by request to the Chief Umpire or possibly on-line. 8.2. The player with the Card is to present the actual card to the Tournament Organiser prior to their first game at that tournament and is to be checked against the actual horse being played. 8.3. All cards become null and void at the end of the season in which they are issued. 8.4. Cards may be revoked by the Chief Umpire or nominated person if they believe the horse no longer warrants a Green Card. 8.5. If a player rides a Green Horse, but does to play at the correct level they may be prevented from competing, the Green Card will not necessarily be removed from the horse. This may be enforced by the tournament organiser, Chief Umpire or other nominated person. 8.6. Green Card Horses will not be accepted at the UKPA National or Inter-regional Championships.

App 1 to Sect 5.4 -1

Issue 1

Sect. 5.5 PROCEDURES FOR GOAL JUDGES, SCOREKEEPERS TIMEKEEPERS AND FIELD MARSHALS The intent of these procedures is to define requirements for the appointment of Goal Judges, Scorekeepers, Timekeepers and Field Marshals, and procedures for their duties during tournaments. 1.

Goal Judges 1.1 For each representative team playing in a game, each Club represented must provide two Goal Judges. 1.2 Goal Judges must be at least 16 years of age and conversant with the UKPA Rules relating to goal scoring, goal judging and signalling to the Umpire. 1.3 For National and International games, a team representative Goal Judge should judge at each goal i.e. one Goal Judge from each of the opposing teams at each goal. 1.4 It is emphasised that for sighting goals as well as personal safety, in accordance with UKPA Rules, Goal Judges must remain at least 3m behind the goal posts. 1.5 The Goal Judges should agree, prior to the start of play, that one of them will observe and judge that, when attempting a goal scoring throw, a No1 players horse has not entered or touched the line of the “D” semicircle before the ball left the players stick net. The other goal judge should observe and judge whether or not the ball passes between the goal posts. 1.6 One of the Goal Judges is responsible for signalling to the Umpire whether or not an attempt at goal scoring was successful. 1.7 Goal Judges signalling must be in accordance with the UKPA Rules. 1.8 Goal Judges must wear high visibility jackets/vests (See Polocrosse Rule 22(e)). The judge responsible for monitoring the posts should wear a yellow jacket and the judge responsible for the ‘D’ should wear an Orange jacket. 1.9 It is strongly recommended Goal Judges wear “Hard Hat” protective helmets. (See Polocrosse Rule 22(e)).


Scorekeepers 2.1 For each representative team playing in a game, each Club represented must provide one senior Scorekeeper or Timekeeper. 2.2 Scorekeepers must be conversant with the IPC Rules relating to scorekeeping and umpires signals for goals scored. 2.3 Scorekeepers should ensure their attention is not distracted or diverted from following the Umpires during play, to avoid missing Umpire signals and instructions. 2.4 Score keepers must use a separate UKPA score sheet for each game and where “Sections” rather than teams of six players are playing, a separate score sheet must be used for each pair of sections. 2.5 Before play commences the Scorekeeper enters on the score sheet, each players’ name and initial against their playing number and section and “ticks” the name of the Team or Section Captain. 2.6 On the Umpires advice, the Scorekeeper enters an “S” against the name of a player whose horse has studs fitted to its shoes. 2.7 As play progresses the Scorekeeper, from the Umpires “Successful Goal” signals, raises his arm above his head to acknowledge receipt of the signal and records each goal scored, by each section, during each chukka. He totals the chukka goals scored and cumulative goals at the end of each chukka. 2.8 As advised by the Umpire, the scorekeeper records details of penalty goals awarded by the umpires and details of “Incidents” and Rule Infringement Penalties against individual players. 2.9 At the end of each game the Scorekeeper enters on the score sheet, total goals scored by each Team/Section and asks the Umpires and Team Captains to sign the score sheet(s), verifying completeness and accuracy, and passes the completed score sheet(s) to the Tournament Scorekeeper.

5.5 – 1

Issue 3

Sect. 5.5 3. Timekeepers 3.1 For each representative team playing in a game, each Club represented must provide one senior Scorekeeper or Timekeeper. 3.2 Timekeepers must be conversant with the UKPA Rules relating to timekeeping. 3.3 Timekeepers should ensure their attention is not distracted or diverted from following the Umpires during play, to avoid missing Umpires “Time on” and “Hold time” signals and instructions. 3.4 Before the start of play the Timekeeper must ensure he knows the duration of each chukka and the time allowed between chukkas. 3.5 On the Umpires “Time on” instruction the Timekeeper starts the time recorder and allows it to run until he receives either a “Hold time” instruction from the Umpire, or the chukka duration time is complete. 3.6 Where a “Hold time” instruction is received, the Timekeeper stops the time recorder until he receives a “Time on” instruction from the Umpire. 3.7 When the chukka duration time is complete the Timekeeper signals the end of the chukka using whatever audible signal device is provided. 3.8 The Timekeeper must acknowledge all Umpire “Time” signals by raising his arm above his head. 3.9 The Timekeeper records the time interval between chukkas, or when play is to be held for a specified time e.g. horse and/or player substitute, and advises the Umpire when play is due to resume. 4. Field Marshals 4.1 The overall function of the Field Marshal is to manage the continuity of games taking place on the field for which he is responsible to ensure the playing schedule proceeds to programme, and by liaising with other tournament officials to resolve problems which may arise. The Field Marshal must be fully conversant with the UKPA procedures for controlling major incidents involving people and/or horses, and have a copy of them in his possession for reference. 4.2 Prior to the beginning of play the Field Marshal should inspect the field to verify: 4.2.1 the surface of the pitch is satisfactory and free from holes, which might prove dangerous to a horse. All holes must be filled and tamped to provide an even surface before horses are allowed on the field. 4.2.2 the pitch is properly marked in accordance with UKPA Rules. 4.2.3 Timekeepers and Scorekeepers facilities and equipment is complete and functioning i.e. time recorders and audible signal. 4.2.4 communications are functioning i.e. radio and/or mobile phone. 4.2.5 umpires whistles and jackets are available 4.3 Prior to each game the Field Marshal should: 4.3.1 Twenty minutes before a game is due to start request the Tournament Secretary to call for teams and Umpires to come to the field 4.3.2 Verify the availability of Goal Judges, Timekeepers and Scorekeepers and if necessary request the Tournament Secretary to call for them from the playing teams Clubs. 4.3.3 Via the Tournament Secretary, expedite Umpires and teams if they have not reported by ten minutes prior to the scheduled start of play. 4.3.4 Issue umpire jackets and whistles to the umpires. 4.3.5 Issue high visibility vests and protective helmets to the Goal Judges. 4.4 During games the Field Marshal should: 4.4.1 Assist the umpires by recording “suspension time” of players suspended from play for a time period and notifying an Umpire when the time has expired. 4.4.2 In the event of an injury to a person call for the attendance of paramedics. 4.4.3 At the paramedics request, call for an ambulance via the emergency services (999) 4.4.4 In the event of a serious injury, ensure that detailed witness reports, including photographs, are taken.

5.5 – 2

Issue 3

Sect. 5.5 4.4.5 If the injury is to a horse, call for the Horse Welfare Officer and/or the Tournament Veterinary Surgeon. 4.4.6 If the injury is classed as a “Major Incident” assume the role of Major Incident Controller and initiate the Major Incident (Person) Procedures and/or the Major Incident (Horse) Procedures as appropriate 4.5 After games the Field Marshal should: 4.5.1 Collect jackets and whistles from the umpires. 4.5.2 Verify score sheets are correctly completed and signed 4.5.3 Ensure appropriate incident reports have been completed and signed 4.5.4 Ensure score sheets are sent to the Tournament Scorekeeper in the Secretary’s marquee. 4.5.5 At the end of the day’s play collect all field equipment and secure it for overnight storage or take it to the Tournament Secretary’s marquee as appropriate. 4.6 Authority 4.6.1 The FM has the following authority; To stop play iff there is an immediate and serious danger unseen by the umpire, eg. dog or spectator on pitch, a player injured requiring immediate attention by the paramedic, horse bandage come loose. Require persons to move out of the safety areas and to remove equipment from those areas. Temporarily prevent a player playing if they believe they are unsafe to do so, eg. If affected by alcohol or drugs. The FM is to immediately inform the umpires and call for the tournament umpire to come and adjudicate. Prevent a person goal judging if the FM believes them to be unsafe, eg. Due to drugs or alcohol.

5.5 – 3

Issue 3

Sect. 5.6 HORSE WELFARE AT TOURNAMENTS RULES AND PROCEDURES The intent of these Rules and Procedures is to ensure the welfare and protection of horses at tournaments organised under the auspices of the UKPA. UKPA Playing Rules 9, 10, 11 and 12 regulate the fitness for play and substitution of horses at a tournament. These rules supplement these and are applicable at all UKPA tournaments. 1. UKPA Chief Horse Welfare Officer (CHWO) 1.1. The UKPA Chief Horse Welfare officer has plenary powers over horse welfare at all UKPA Tournaments. 2. Tournaments 2.1 The Organiser of each tournament appoints a suitably experienced Senior Member as the Tournament HWO. The HWO must be conversant with the requirements and practical application of these rules. 2.2 The Organiser provides a base for the HWO (preferably the Tournament Secretary’s marquee) and means of communication with all tournament officers and field marshals. A notice displaying the name of the HWO is to be displayed in the Tournament Secretary’s marquee or other suitable point. 2.3 Preferably, the Organiser will arrange for the attendance of a Veterinary Surgeon during all periods of play, and on call for the duration of the tournament. As a minimum a veterinary surgeon, located within 30 minutes travelling time of the tournament site, must be on call for the duration of the tournament. 2.4. All incidents and decisions made involving the HWO must be recorded on the UKPA HW Incident Report Form, in writing, by the HWO, and submitted to the Tournament Organiser for onward transmission to the UKPA Secretary, for retention. 2.5 No horse may be withdrawn from a tournament on welfare grounds once the tournament has started, unless its withdrawal is authorised by the HWO in attendance. 3. Withdrawal of Horses from Play 3.1 Immediately before and during play the game umpire(s) has a duty to and is responsible for the welfare of player’s horses on the field. He has authority to order a horse not to be played or to stop playing, if he considers it to be unfit due to its behaviour or condition. 3.2 When a horse is disqualified from play by an umpire, either before or during a game, the Field Marshal immediately requests the attendance of the HWO and requests the player to remain at the field, with their horse, until the HWO arrives. 3.3 On arrival at the field the HWO examines the horse for obvious injury or lameness and at the first opportunity, asks the umpire for his reason for disqualifying the horse 3.4 The HWO makes an assessment of action based on the information given by the umpire, his assessment of the condition of the horse and the wishes of the player/owner of the horse. The HWO, in consultation with the umpire, and in accordance with UKPA Rules 11 & 12 decides: 3.4.1 in agreement with the umpire, to allow the horse to be played, 3.4.2 to allow a reserve horse to be substituted; 3.4.3 to seek advice from the tournament Veterinary Surgeon. 4. Mandatory Rules of Horse Welfare During Play 4.2 If a horse is ordered from play to receive attention as a result of excessive and damaging use of spurs and/or whips, and is then considered fit to return to play by the HWO, the HWO may instruct the rider to stop riding with spurs and/or whip. 4.3 Injuries to the horse’s mouth (severe bleeding) or bleeding from the nose must be assessed by a Veterinary Surgeon, and the horse verified as fit, before being allowed to continue play A horse which fails to recover to a satisfactory level between chukka’s or exhibits symptoms of distress during a chukka is not allowed to continue to play for the remainder of that day. 4.4 A horse which bolts loose from the field of play must be examined by the HWO and verified as being free from injury before continuing to play. 5.5 – 4

Issue 3

Sect. 5.6 5. Horse Welfare, Off the Field of Play 5.1 Tournament organisers must provide sufficient well-drained grassland for pens of adequate area, based on the number of horse attending the tournament. 5.2 When not under the control of a person, horses must be confined by secure pens or loose boxes. Pens must be constructed of electrified fence tape with a warning notice of the danger of electric shock. An outer non-electrified pen, at least 1m from the inner pen, must enclose the pens of horses known to be prone to biting. 5.3 Not more than three horse pens may be operated from a common electric circuit 5.4 Horses in pens must be supplied with ample drinking water and supplementary feed where grazing is inadequate. 5.5 A horse wash-down area with adequate water supply must be provided 5.6 Adequate drinking water supply(s) for horses, mains or bowser(s) must be located within the camping area. 6. Major Incidents Involving Horses 6.1 At each tournament a horse ambulance (car and low ramped trailer with partitions removed) must be available, and a site for it to be moved to. Screening should be planned – e.g. tarpaulin and poles or two vehicles. 6.2 For Major Incident Procedures refer to the Tournament Pack

5.5 – 5

Issue 3

UKPA handbook 2014  

The updated UK Polocrosse Association Handbook for 2014

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