CLUB HANDBOOK
Guidance Document
Club Handbook Overview
As a community-focused Rugby Club, clear communication and guidance to your membership, supporters, community, and sponsors is vital for current and future sustainability. This guidance document is divided into sections to assist your club in creating a customised ‘Handbook’ that meets the needs of everyone associated with your club. The included appendix ‘Template’ can be used to begin developing your club’s handbook, ensuring that everyone involved, both currently and in the future, has clarity on your offerings.
Your club handbook should be in line with your club’s development plan and adhere to basic principles to ensure consistency, relevance, and accessibility to the widest possible audience.
1
Provide detailed information without limiting your offerings, avoiding variables like cost and specialist kit details.
2
Consider creating generic email addresses for volunteers or age groups, such as U15@ OurClub.com. This ensures future-proofing of documents, as contact details remain the same even if the coach or main contact changes.
3
Limit the use of personal contact details for volunteers. If you include mobile phone numbers, ensure you have permission from your volunteers to do so.
4
Avoid including full policies in your handbook. Instead, use hyperlinks or QR codes to provide access to the latest versions.
5
Share key information that reflects your club’s values, offerings, and expectations. Link the handbook to more detailed information, allowing readers to explore areas of interest in more detail.
Club Development Planning
Club Development planning forms the foundation of all Rugby Clubs in Scotland. Creating a strategic direction for your club is a collaborative process supported by your Regional Rugby Development Team. Full integration of your membership is essential to ensure your club continues to thrive within its community, utilising principles that resonate with those who use your services the most.
A clear plan will outline your club’s development for the next three years, identifying current and future leaders and volunteers to ensure the sustainability of rugby at your club. Before embarking on the development of a Club Handbook, ensure that your club development plan is active and prominently displayed for all members.
A Club Development Plan should be:
Clearly state that the document outlines the organisational structure of the club.
Provide a brief introduction emphasizing the importance of the structure for the club’s functioning.
1. Clear and concise: Providing clarity on the overall direction and high-level areas of focus.
2. Representative: Reflects your members’ thoughts, expectations, and needs.
3. Visible to everyone: Ensure members can access its content when visiting your club. Include a link on your website.
4. Reference Point: A well-considered plan should serve as the anchor for all club developments.
5. Shareable: Ensure that your partners, sponsors, and the community can access your plan. This will build confidence and awareness of your club’s ambitions and enable you to leverage support effectively.
6. Achieve: Developing operational plans provides clarity for volunteers and members, ensuring that plans are executed and implemented effectively for future generations.
If your club has not yet developed a plan or if your current plan is not fit for purpose, use this process to revitalise your club’s strategic direction. Contact your RUGBY DEVELOPMENT REGIONAL TEAM now to start your Development Planning Process.
Organisational Structure Guidance
A clear and visible organisational structure is essential for any volunteer sports club. It ensures that members understand how the club is run, who is responsible for key areas, and how they can contribute. This guidance document outlines the importance of having a visible structure within your club and provides a framework for creating an organisational structure document.
IMPORTANCE OF A VISIBLE ORGANISATIONAL STRUCTURE:
Clarity and Transparency:
• A visible organisational structure provides clarity on how the club is managed and who is responsible for making decisions.
• Members can easily understand the roles and responsibilities within the club, fostering transparency.
Member Engagement:
• A visible structure encourages member involvement by showing how individuals can contribute to different areas of the club.
• Members are more likely to get involved when they understand the structure and see how they can make a meaningful contribution.
Efficient Operations:
• Clearly defined roles and responsibilities help streamline club operations.
• Members know who to approach for specific issues, reducing confusion and ensuring that tasks are completed efficiently.
Retention and Recruitment:
• A well-organised club with a visible structure is more likely to retain existing members and attract new ones.
• Prospective members are reassured by a clear structure that demonstrates the club’s professionalism and organisation.
CREATING AN ORGANISATIONAL STRUCTURE DOCUMENT:
Title
and Introduction:
Clearly state that the document outlines the organisational structure of the club.
Provide a brief introduction emphasising the importance of the structure for the club’s functioning.
Key Office Bearers:
President/Chairperson: Describe the role and responsibilities of the president/chairperson, including leading the club, chairing meetings, and representing the club externally.
Vice President/Vice Chairperson: Outline the role of the vice president/vice chairperson in supporting the president/chairperson and deputising in their absence.
Committee Members:
Secretary: Explain the duties of the secretary, such as record-keeping, correspondence, and communication with members.
Treasurer: Describe the responsibilities of the treasurer, including managing finances, budgeting, and financial reporting.
Other Committee Members: List any additional committee positions and their respective responsibilities, such as membership secretary, fundraising coordinator, events coordinator, etc.
Subcommittees and Working Groups:
Outline any subcommittees or working groups within the club, such as coaching committee, facilities committee, social committee, etc.
Provide details of the purpose, membership, and responsibilities of each subcommittee or working group.
Reporting Structure:
Explain how information flows within the club, including reporting lines between office bearers, committee members, and subcommittees/ working groups.
Clarify how decisions are made within the club, including the process for voting and decision-making at meetings.
Contact Information:
Provide contact details for key office bearers and committee members, including email addresses and phone numbers.
Encourage members to contact the relevant person if they have any questions, suggestions, or would like to get involved.
Your organisational structure should reflect your club’s overall ambition, ensuring that office bearers and volunteers share the club’s values and ambitions. Everyone should align with your Club Development Plan. The leaders in your club must ensure that decisions are made with consideration for the membership’s needs, wants, and expectations. A strong organisational structure ensures better connections with your members and community.
For more information on Club Structure view our Club Structure Guide
Rugby Offer Guidance
This is a fantastic opportunity to sell your club by creating a clear illustration of the rugby you offer and how new/current/potential members can access it,
Splitting teams into clearly defined sections of the club within their age bandings or school year this may be a good opportunity to explain the 1st of September cut off for age banding and how it may have an effect on players age groups.
GUIDANCE DOCUMENT:
Outline your male and female player pathways by sharing all your offerings, as an example outline your pre-school through to nontraditional formats to show how everyone in a family can be involved at your club. Consider providing a detailed overview of your club’s playing opportunities, including age group and gender specific or generic offerings, location and regular timings for training and games. Good practice is to profile each age group coach, identify a lead coach and team manager who will be the main point of contact.
Your rugby offerings should be aligned with your Rugby values and development plan of our club, as well as the Scottish Rugby Blueprint and Age Grade Law Variations, ensuring that we provide a positive and development-focused rugby experience for all our players. AGE BANDING POLICY
Pre-School Rugby:
A pre-school program introduces children aged 3 to 5 to the basics of rugby through fun and interactive activities in a safe and enjoyable environment. Open to both boys and girls, sessions are held at [Location of the club] on [Specify the timing of the sessions].
Non-Traditional Formats:
Offering non-traditional rugby formats suitable that are for all ages and genders, providing an alternative way to experience the sport. Sessions take place at [Location of the club] on [Specify the timing of the sessions].
Mini Rugby:
A Mini Rugby program, designed for primary school-aged children (P1-P7), focuses on skill development and teamwork through structured training sessions and friendly games. Open to both boys and girls, sessions are held at [Location of the club] on [Specify the timing of the sessions].
Youth Rugby:
Youth Rugby provides competitive opportunities for secondary school students (S1-S6), building on skills learned in Mini Rugby to further develop players’ abilities and understanding of the game. Open to both boys and girls, sessions are held at [Location of the club] on [Specify the timing of the sessions].
Senior Rugby:
A Senior Rugby program welcomes adults (18+) to join competitive and social rugby teams. Men and women of all experience levels are encouraged to participate. Training sessions and matches are held at [Location of the club] on [Specify the timing of the sessions].
Age Grade Law Variations
‘Boys’
Facilities Offer Guidance
Offering a detailed overview of your club’s facilities is crucial for ensuring all visitors can plan and enjoy a positive experience during their visit. The key to achieving this lies in accurately portraying your facilities. If certain needs or amenities cannot be accommodated, it’s important to clearly communicate this in your club handbook to avoid surprises for visitors and new members.
For instance, if you claim to be “Family Friendly,” it’s essential to reflect on what this means in practice. What specific facilities or services do you offer that cater to families? Moreover, consider how this statement aligns with opportunities for playing and volunteering, ensuring that the whole family can get involved and enjoy the club experience together. Let’s make sure there are no surprises—except maybe the pleasant surprise of just how family-friendly your club truly is!
Surveying your members is an excellent way to gather insights into your current facilities. By asking specific questions, you can discover what people in your club appreciate about your facility and how you can leverage these positive aspects to benefit other members and your community.
Additionally, identify areas for future development by asking members to prioritise potential improvements. This may align with your Club Development Plan or leaders’ current thoughts, it may also reveal issues that you were not previously aware of.
HOW TO DEFINE YOUR FACILITY
Consider how you would like to categorise your facilities. We recommend starting with the following categories as a foundation, and below, we have provided further details on what each section could entail. It’s important to note that this list is not exhaustive; rather, it is intended to stimulate further discussion during the development of your Club Handbook. Please contemplate segments such as Outdoor Facilities, Changing Facilities, Social Amenities, Accessibility, Family Facilities, and any other offerings you wish to include. Approach this section with a thoughtful and comprehensive perspective, exploring all potential offerings or areas that might be considered a barrier.
Playing Facilities
Define what pitch space you have; you could also include alternative venues that you use including indoor Gym halls and artificial pitches.
Changing Facilities
Provide details on the configuration of your changing rooms and showers. Do your shower facilities afford participants the privacy to shower and change comfortably? It’s crucial to clearly outline this aspect to ensure that everyone utilising your club is informed about what to expect when visiting your facility.
Social Facilities
Do you offer a social space available for event rentals? Is there a bar that operates on specific days and hours? Do you provide a café serving teas and coffee at designated times, and is this service aligned with training schedules? Offering such facilities can foster broader engagement during training nights, particularly when parents seek opportunities to connect with fellow parents or other club members.
Accessibility
Assess the accessibility of your club for all individuals. Are there steps leading to your club that may pose limitations for wheelchair users or parents with young children? Do you have a lift to access social areas, and is it operational at all times? Additionally, do you offer an accessible toilet that is available during specific times and is this also the Baby Changing area? It’s imperative to consider these factors to ensure inclusivity and accommodate the needs of all club members and visitors.
Other Facilities
These amenities may comprise of Complimentary Wi-Fi, Free Parking, Coffee Machine, Quiet Zones, Parent Workspaces during training nights, Live Sports Broadcasts on Large Screens, Café Services, Warm Space, Food and Beverage Sales, and Bar/function suites available to hire.
Code of Conduct Guidance
A Code of Conduct serves several important functions:
• It clearly outlines acceptable and unacceptable behaviour, providing transparency for all members on what practices and behaviours to expect from others.
• It establishes standards of practice expected of those to whom it applies.
• It serves as the basis for addressing and improving poor practices and behaviour within the club.
Involving specific groups of people in the creation and development of your codes of conduct promotes a better understanding and enforcement of standards and codes of behaviour. When these groups participate in the creation process and have the opportunity to discuss what constitutes acceptable and unacceptable behaviour, it further aligns with rugby’s values and your club’s values.
HTTPS://SCOTTISHRUGBY.ORG/GUIDANCE-AND-POLICY-TEMPLATES/
TEMPLATES
The Club Code of Conduct templates are provided as guides only. They offer a starting point for your club to develop Codes of Conduct that are tailored to fit your organisation and the coaches, volunteers, children, young people, and parents/carers involved in it. Our template document outlines 3 Codes of Conduct (you might wish to save all three separately to keep them short & relevant for the individual).
• Player
• Volunteer
• Parent / Carer
Please read through the suggested criteria and adapt as appropriate for your Club.
It is recommended that you establish a mechanism to ensure that individuals in your club have read the Code of Conduct and confirm their agreement to adhere to the club’s standards. This helps to manage breaches of the Code of Conduct more effectively and protects against the defence that individuals have not seen or were unaware of such documents.
When introducing or re-introducing a Code of Conduct, good practice would be for each team/ section to have a team meeting to discuss & agree the Code of Conduct.
Your club may want to extend Codes of Conduct to include ‘Spectators’, ‘Committee Members’, or ‘General Members’. You can customise our templates to suit the needs of your club and its membership.
For more information on Codes of Conduct view the Guidance and Policy section of Scottish Rugby Website Guidance and Policy Templates.
Club Policy – Guidance
Clubs should have a variety of policies, procedures, and guidance documents in place to manage and reduce risk, thereby ensuring the safety and well-being of the club and its members. Policies are an effective way of expressing the values and principles of your club. They don’t need to be formal or difficult to understand. Simple and easy-to-read policies enable members to make informed decisions about the club’s operations.
Having policies in place will help your club to:
• Ensure legal compliance
• Protect and support volunteers in their roles
• Ensure members access club activities safely, protecting them from harm, incidents, and accidents
• Minimise club issues and conflicts
• Instil confidence in members that volunteers have the club’s best interests at heart and make decisions based on what is right for the club
• Engage members so they understand the club’s operations and can contribute to its success
• Improve member satisfaction, reduce turnover, promote growth, and enhance performance
• Save time when adopting policies or procedures
Outlined in the Club Policy Template document is a list of suggested policies that your club could have in place. Policies marked with an asterisk (*) represent the minimum standard required for a Scottish Rugby Club at the time of writing.
Your Club Policy page will be your own customised list of Club policies & these policies would all be stored as individual PDF documents & available for viewing on your Club Website.
Scottish Rugby has detailed guidance and templates about policies and procedures for Clubs which can be found HERE
VOLUNTEERING OPPORTUNITIES GUIDANCE
Volunteers are essential to the success of your organisation. This guidance document outlines how to advertise volunteering opportunities, highlighting the benefits of volunteering and the wider impacts on everyone involved. All volunteers should align with your Club Development Plan and Codes of Conduct. This ensures that everyone is supported to deliver their best for your club and that their roles contribute to the broader impacts of your club.
Advertising Volunteering Opportunities:
Identify Volunteer Roles:
Identify specific roles and tasks for which you need volunteers. This could include administration, event coordination, fundraising, marketing, and more.
Create Volunteer Role Descriptions:
Develop clear and concise role descriptions for each volunteer role. Include details such as responsibilities, required skills and experience, time commitment, and any training provided. Templates can be found HERE.
Utilise Multiple Channels:
Advertise volunteering opportunities through various channels, including:
• Online platforms: Use the organisation’s website, social media, and online volunteer recruitment platforms to reach a wider audience.
• Community events: Attend local events to promote volunteering opportunities and engage with potential volunteers face-to-face.
Advertise the Benefits of Volunteering:
Highlight the benefits of volunteering to attract potential volunteers:
• Personal development: Volunteering provides opportunities to learn new skills, gain experience, and enhance your CV.
• Social benefits: Volunteering allows you to meet new people, make friends, and become part of a supportive community.
• Health and well-being: Volunteering can improve mental health and well-being by providing a sense of purpose and accomplishment.
• Contribution to the community: Volunteering allows you to give back to your community and make a positive difference.
Highlight the wider impacts:
Emphasise the wider impacts of volunteering on everyone involved:
• Organisational development: Volunteers play a crucial role in the development and success of the club, helping to achieve its mission and goals.
• Enhanced experience: Volunteers contribute to creating a positive and inclusive environment for everyone involved in your club.
• Community engagement: Volunteering strengthens ties with the local community, promoting social cohesion and civic pride.
• Legacy and sustainability: By volunteering, individuals help ensure the long-term sustainability and legacy of your club for future generations.
Provide Contact Information:
Clearly display contact information for volunteering enquiries, including an email address and/or phone number. Encourage interested individuals to get in touch to find out more or express their interest.
Safeguarding Compliance:
Ensure that all volunteer applicants undergo a thorough screening process, that follows your own clubs Safeguarding policy, including background checks and reference checks, to verify their suitability for volunteering at your club.
Provide comprehensive safeguarding training to all volunteers, ensuring they understand their responsibilities and know how to identify and respond to safeguarding concerns appropriately.
Membership Options Guidance
By clearly outlining membership options, rugby clubs can promote transparency, accessibility, and inclusivity, generate revenue, enhance member engagement and retention, and better plan for the future.
Clearly define Membership Tiers:
Provide clarity on your clubs’ different membership tiers (e.g., full membership, junior membership, student membership, social membership) with clearly defined benefits and costs for each tier.
Outline Benefits and Privileges:
Clearly outline the benefits and privileges associated with each membership tier, including access to facilities, participation in events and competitions, voting rights, and any discounts or perks.
Provide flexibility:
Offer flexible membership options, such as monthly or annual memberships, to accommodate different preferences and financial situations.
Consider setting up a hardship fund, where families in hardship can access free club membership, kit and equipment to ensure barriers to participation are reduced.
Communicate effectively:
Ensure that membership options are clearly communicated through the club’s website, social media channels, and other communication channels.
Provide contact information for membership enquiries and encourage potential members to get in touch with any questions.
Club Shop Guidance
Outlining the sports kit available for sale to your members serves multiple purposes: it generates revenue for the club and sets clear expectations for all members. Offering a range of items for immediate purchase for essentials like socks and shorts can support retention and participation. The opportunity to purchase online can also accommodate a wide selection of products and individual lifestyles. Additionally providing access to Kit Banks can be a great way to create a sense of community while supporting the environmental ambitions of a club and its membership. Consider having a supply of gum shields to ensure that every player has access to safety equipment, if they misplace, lose, or forget to pack one in their kit bag.
Promotes Team Spirit and Identity:
Wearing a club-branded sports kit fosters a sense of belonging and pride among members, creating a strong team identity both on and off the field.
Generate revenue for the Club:
Selling sports kit provides a valuable revenue stream for the club, helping to fund essential expenses such as equipment, facilities, and coaching.
Enhances Professionalism and Image:
Offering high-quality, club-branded sports kits enhances the professionalism and image of the club, making it more attractive to members, sponsors, and supporters.
Convenience for Members:
Providing easy access to sports kit through an online shop saves members time and effort, ensuring they have the gear they need to participate in club activities.
Encourages Club Loyalty:
By purchasing a club-branded sports kit, members demonstrate their loyalty and commitment to the club, strengthening their connection to the organisation.
Promotes Sponsorship Opportunities:
A well-branded and visible club kit can attract sponsors who want to associate their brand with the club, providing additional revenue and support.
Fosters a Sense of Community:
Wearing club-branded sports kit promotes a sense of community and unity among members, supporters, and the wider community, helping to build a strong and supportive club culture.
Supports Player Development:
Revenue generated from sports kit sales can be reinvested into player development programs, coaching resources, and facilities, ultimately benefiting the entire club
Sponsorship Guidance
All clubs depend on sponsorship from local businesses or individuals to maintain and develop facilities, resources, and equipment necessary to deliver a quality experience for their members. Providing individuals with a detailed breakdown of sponsorship opportunities and how their support will benefit the club and the community can make all the difference in getting them involved. The more information you can provide, the better.
BREAKDOWN OF SPONSORSHIP OPPORTUNITIES & COSTS
Share a breakdown of what sponsorship opportunities you have & how much they cost. This overview can support conversations and allow sponsors to layer opportunities for a larger sponsorship package.
SHARE AND SELL THE BENEFITS OF SPONSORING A COMMUNITY RUGBY CLUB.
Community Engagement:
Supporting a local Rugby club demonstrates your commitment to the community and helps strengthen ties with local residents and businesses.
Brand Visibility and Recognition:
Sponsoring provides valuable exposure for brands, with their logo featured on team kits, equipment, social media, the club website and promotional materials.
Positive brand association:
Associating a business with your rugby club promotes a positive image and enhances the sponsor’s reputation as a community-minded organisation.
Targeted Marketing Opportunities:
Reaching a target audience directly, sponsors aligned with your values and interests can aid the sponsors’ profile as a positive contributor to health and well-being in your community.
Employee Engagement and Morale:
A sponsor’s involvement with your club can boost employee morale and engagement, fostering a sense of pride for both the organisation’s and community involvement.
Networking and Business Opportunities:
Sponsorship can provide networking opportunities with other local businesses and potential customers, helping to expand your professional network, membership and future sponsorship.
Supporting grassroots sports and youth development:
By sponsoring your club, a sponsor supports grassroots sports and youth development programs, helping to promote physical activity and healthy lifestyles in the community.
Tax benefits:
Sponsorship payments to rugby clubs may be tax-deductible as a legitimate business expense, providing potential financial benefits for the sponsor and your club.
Customisable sponsorship packages:
Most clubs offer customisable sponsorship packages, allowing sponsors to tailor their support to suit their budget and marketing objectives.
Personal satisfaction:
Sponsoring a local rugby club provides a sense of personal satisfaction, knowing that a sponsor is making a positive impact on the community and helping to support a worthy cause.
HOW/WHAT TO SPONSOR
Simplify the sponsorship process by designating a sub-group or specific person as the main contact for sponsors. Ensure you have clear methods of contact. Ensure the payment process and record-keeping are straightforward.
Clearly outline the duration and terms of the sponsorship deal. For instance, if a whisky company is donating a bottle for every Senior player of the match next season, confirm the number of fixtures planned to request the correct number of bottles.
PERSONAL TOUCH
Share a picture and contact details of the club’s sponsorship lead. Building a personal connection over the phone or over coffee can greatly enhance the chances of securing sponsors for your club.
Additionally, create annual reminders to send out letters/emails thanking sponsors for their ongoing support. Include examples or photos of how their sponsorship has contributed to the season. If their sponsorship period is ending, inquire if they would like to continue sponsoring the club at the same level or offer additional opportunities for the future.
Social Media Guidance
Providing a page in your club handbook that links all your social media accounts and website makes it easy for your members to access direct communications and the latest news, results and community engagement. The benefits of having an active social media are.
Enhanced communication:
Social media links provide an easy and efficient way to communicate with club members, keeping them informed about upcoming events, fixtures, and important announcements.
Community building:
Social media platforms allow the club to foster a sense of community among its members, encouraging interaction, engagement, and a sense of belonging.
Promotion and visibility:
Sharing social media links helps to promote the club, increase visibility, and attract new members, sponsors, and supporters within the local community and beyond.
Consider linking your social media club policy to this section to increase visibility of your club policies and to support the online safety of your members.
Conclusion
The purpose of this document is to support the ongoing development of all Rugby Clubs in Scotland. By adopting a Club Management Handbook, you can enhance the recruitment and retention of individuals within your rugby community. This handbook provides clear and comprehensive information about your club’s offerings and opportunities. This is underpinned by basic principles:
1. Clarity and Accessibility:
Provide essential information in a clear and easily understandable manner.
2. Contact Details:
Include contact information that remains consistent and doesn’t change every season.
3. Perception of Prospective Members:
Provide a professional perspective for players, parents, volunteers, and sponsors. Consider what information would be important to them.
4. Promoting Values:
Utilise your knowledge and expertise to highlight what makes your club and our game unique and appealing to a potential audience.
Scottish Rugby is committed to supporting you and your club in development and improvement. If you have any questions prompted by this handbook, please don’t hesitate to contact your Regional Manager or a member of the Rugby Development Team for assistance and guidance.
CONTACT US
SCOTTISH RUGBY RESROUCES