British Universities Sports Association
NATIONAL COMPETITION SPORT COMMITTEE
Guidelines for the Inclusion of New Championships within the BUSA Domestic Programme
Background
In 2001, BUSA Executive approved criteria for including new sports within the BUSA structure. Since then, a number of sports have either come within the BUSA fold, or have been discussed with a view to future inclusion.
This document aims to give guidance to those writing bids for inclusion of sports within the BUSA programme. BUSA National Competition Sport Committee review bids as they come in, in conjunction with office staff. Those writing bids should ensure that sufficient time is given for any bid to go through a vetting process before its introduction.
Stage 1
Note 1: Any sport seeking inclusion in the BUSA Championships must be recognised as a sport by the various home nations sports councils, or FISU. (such sports are listed in Appendix 1) BUSA will only consider sports outside of this recognition if there is over-whelming support from the membership.
Note 2: Any bid must be supported by the appropriate governing body for the sport and an appropriate letter should be attached to the application form. A bid document must show how this support will manifest itself in the delivery of any BUSA championship. A governing body letter that supports a bid, but does not offer on-going assistance will not generally be considered enough, therefore precise details of NGB support are required be that by grant aid, provision of officials, provision of organising Committee etc.
Note 3: A proposal for a new championship that cannot be developed from an existing structure is unlikely to receive approval – running a student competition outside of the BUSA structure will normally be a first step on the road for full inclusion. In most cases where bid is favourably received, the initial support from BUSA will be inclusion of information within mail circulars to members.
The bid should also answer the following questions:-
Note 4: Is there sufficient demand for the event from within member institutions? There should be written support from at least 15% of member institutions. (ie 22 Universities)
Note 5.1: Does it fit with BUSA’s mission / philosophy? A championship must be accessible to the large majority of BUSA members before it will be considered. A sport that does not have appeal across the home nations will not be considered.
Note 5.2: Will it conform to BUSA’s eligibility requirements? In individuals events, BUSA results can be extracted from a larger event; in team sports, student only teams must be competing with each other, and students may represent only the institution of which they are registered thus no composite teams are permitted.
Eligible Participants - For a student to be eligible for BUSA Individual Championships or to represent his/her University in BUSA Team Championships and in BUSA Domestic Representative matches, he/she shall:
i) Be an internally registered¹ student at an institution of Higher Education² that holds current membership of the Association; and
ii) Be registered on a credit rated course (e.g. Degree or HND) 3 ; and
iii) Be undertaking a study programme equivalent to at least 60 credits per year, or in the case of a postgraduate student be undertaking a study programme of no less than 50% of the full time student programme, and
iv) Be a player who is permitted by the governing body of the sport concerned to participate alongside amateur competition in that sport; and
v) Have paid the appropriate Union or Athletic Union subscription.
Ineligible participants - The following students are ineligible to participate:
vi) Students at ‘franchised’ colleges unless recognised as fully registered internal students of the member institutions of the Association (and whose BUSA affiliation fee for the franchised college has been paid by the member institution).
vii) Externally registered students, as determined by the university’s Registrar.
A student who is classified by the university Registrar as a student who is studying at the member institution or assigned campus in an internal classification
2 On the merger of the previous organisations in 1994, and in the immediate period thereafter, seven HE/ FE institutions were accepted into membership of BUSA . Thus the membership status of those institutions will not be affected by the above regulation, and for such institutions, (i) shall read ‘be an internally registered student at an institution that holds current membership of the Association’.
3 That is a course that is registered under CATS (Credit Accumulation and Transfer Scheme)
Note 6: Are suitable facilities generally available in member institution, or at least widely available to member institutions?
Note 7: An estimate of the appropriate costs to member institutions each year must be included, and support from institutions should include a confirmation that such costs can be supported. Costs would cover kit and equipment purchase, hire of facilities etc.
Note 8: Evidence must be offered that the bid presents a new aspect to the BUSA programme.
Stage 2
If a proposal meets the requirements of stage 1, further consideration will be given, it is expected that most sports that reach stage 2 will be run as franchised sports – BUSA will assist with information distribution, but the event/s will be run by the NGB or an Organising Committee recognised by the NGB and BUSA. Championship results will be extracted from the event. The table bellow shows the considerations that the committee will use in assessing any bid.
RUN IN HOUSE
CONDITIONS:
• The event is exclusive to BUSA members.
• The event is open to all members.
• Numbers of participating institutions ≥15%.
• It is cost-effective for both BUSA and member institutions (AUs) to run the event in-house.
• BUSA can deliver a quality event within acceptable cost parameters;
• Events must achieve budget targets.for income & expenditure.
• It is not a major drain on staff cost / time and has an effective volunteer input (SMG).
• BUSA can cover all associated health & safety aspects of running the event.
• Event is consistent with sponsor expectations.
OR FRANCHISE OUT
CONDITIONS:
• Not enough participants to justify exclusive BUSA event;
• High overheads to deliver the event means it is more cost-effective to subsume into existing external event;
• Better quality of experience for BUSA competitors, e.g. London Marathon;
• Greater profile of alternative provision;
• BUSA identifies a partner willing to invest resources to deliver the event;
BUSA will determine whether a new sport should be run in-house or franchised out. In most circumstances the new sport/event will be franchised out. BUSA will then need to be satisfied at stage 3 that details of any sport/event are clearly laid out.
Stage 3
The next stage is to consider the essential and desirable requirements to be met within each option chosen above. Only when all the requirements have been satisfied would the event be run (either in-house or franchised) as a BUSA sanctioned event.
Stage 3A: Conditions for BUSA to run an event “in-house”
3A.1 PARTICIPATION
> Team-based events: the event should normally be supported by at least 15% of member institutions (recognised sites).
> Individual events: the overall event should normally be supported by at least 15% of member institutions (sites). Where there are different categories (e.g. weight) within the event, each medal category should normally have at least 8 participants to run.
3A.2 DELIVERY
> The format of the event must be appropriate to the needs of the members.
> The ‘sport’ should normally have an SMG with a designated chair and designated roles of members. The SMG should be actively involved in the strategic & financial management and in the delivery of the programme for that sport.
3A.3 FINANCIAL
> The delivery of the event should generally be subject to acceptable cost implications for Athletic Unions, including:
• Any required NGB affiliation costs
• Entry fees (should not exceed market rates)
• Facility hire charges
• Participation costs (travel, accommodation, officials, etc)
> There must be sufficient staff / volunteer resource identified and agreed to deliver the event effectively.
> The championship / event should meet all budget / financial targets.
3A.4 FACILITY AVAILABILITY
> Suitable facilities should be generally available (or accessible) to member institutions (if within universities it will require the support of Director of Sport or equivalent).
> Facilities must be of the required standard /quality to support the standard of competition.
3A.5 HEALTH & SAFETY
> BUSA has shown that all necessary health & safety requirements are adequately managed:
• Risk assessments have been carried out and are documented.
• Necessary first aid / medical cover is provided.
• Appropriately qualified officials are provided.
3A.6 QUALITY / PROFILE
> The event attracts the best ‘athletes’ available in the sport within HE.
> The quality of the venue and event management is sufficiently high to promote the profile of the event (as perceived by potential competitors and media/press).
3A.7 NGB SUPPORT
> The event meets any NGB requirements.
> The event should be recognised by the appropriate NGB(s).
> Where possible, the SMG should have representation within the NGB, &/or the NGB have a designated role within the SMG. *
3A.8 BUSA PROGRAMME VARIETY
> The event should contribute something new (greater breadth, depth or variety) to the overall BUSA programme (i.e. should avoid repetition in characteristics of the event, e.g. triathlon & modern biathlon).
3A.9 DEVELOPMENT & REVIEW
> The SMG should produce a 3-year development plan and an annual (rolling) action plan.
> The SMG should carry out a review of it’s event programme annually, including feedback from participants.
> The SMG should produce an annual report.
* For each BUSA sport a Sports Management Group (SMG) must be established. Such a Group can comprise the existing Organising Committee for the Championship or be made up of representatives of that Committee, the NGB, and other expert interested parties. The SMG is the principal contact point between the sport and Association.
Stage 3B: Conditions for BUSA to sanction an “out-sourced” event
3B.1 PARTICIPATION
> Team-based events: the event should normally be supported by at least 15% of member institutions (recognised sites).
> Individual events: there must normally be at least 8 BUSA participants in each medal category.
3B.2 RESULTS
> If it is a non-exclusive BUSA event, results can legitimately and accurately be extracted from overall results.
3B.3 EVENT FORMAT
> The format for the event must be appropriate to the needs of BUSA members.
3B.4 COMMUNICATIONS
> There must be effective (agreed) communications between delivery agent, BUSA and it’s members.
3B.5 FINANCIAL
> The delivery of the event must be subject to acceptable cost implications on Athletic Unions, including:
• Any required NGB affiliation costs
• Entry fees
• Facility hire charges
• Participation costs (travel, accommodation, officials, etc)
> There should be only nominal direct costs to BUSA Office (financial & staff) – e.g. cost of inclusion in weekly mailing;
> Entry Fees should not exceed market rates;
> BUSA must be advised in advance of any sponsorship arrangements for the event in order to avoid a clash with BUSA sponsorship arrangements.
3B.6 PROFILE
> BUSA must agree in advance to publicity that carries it’s name/logo.
> Delivery agent must make every effort to maximise the profile of the event and to avoid any adverse publicity.
3B.7 FACILITY AVAILABILITY
> Suitable facilities should be generally available (or accessible) to member institutions (if within universities it will require the support of Director of Sport or equivalent).
> Facilities must be of the required standard /quality to support the standard of competition.
3B.8 HEALTH & SAFETY
> The delivery agent must show that all necessary health & safety requirements are adequately managed:
• Risk assessments have been carried out and are documented.
• Necessary first aid / medical cover is provided.
• Appropriately qualified officials are provided.
3B.9 MONITORING & REVIEW
> Event report / appraisal should be provided by the delivery agent. This should include proposals for amendment to format for following year.
> BUSA / delivery agent should agree on process of obtaining feedback from BUSA participants.
NB: Please note that the final decision as to whether a sport is incorporated into the BUSA sporting programme will lie with the British Universities Sports Association’s National Competition Sports Committee. The committee has the right to refuse membership to any sport having met all of the above requirements if it feels that the BUSA Sporting Programme is not in a position to expand the sporting offer at the time of consideration, whether through internal resource constraints (financial or staffing) or due to similar pressures on Athletic Unions.
