England Athletics (EA)

PRR has now received the England Athletics Clubmark Accreditation:

Dave Dane from PRR being presented the our clubmark certificate the other week by Louise Oates of Plymouth City Council (October 2007).

Affiliation Guidelines - How do they affect Plymstock Road Runners?

Introduction

England Athletics (EA) affiliation requires the registration of the club and our members. Annual affiliation to EA is due on the 1 st of April 2007. Affiliated organisations are covered by third party public liability insurance.

The club affiliation fee is £50. Each competing member aged 11 or over will pay £3.00 and receive a licence to compete. This fee will rise to £5.00 in April 2008.

A competing member is defined as anyone aged 11 or over who competes in an event organised under UK:Athletics rules. Therefore, if you do not compete in any event, you will not have to pay the fee. You will still receive a membership card.

These fees can be collected initially by the club and passed to EA along with the club fee. We have until 1 July to submit member’s details and payment for competing members.

Next year club membership fees will be increased to £10 to cover the cost of EA affiliation. This will continue to happen on 1 April every year, so club membership fees will continue to be paid in February. This will allow time for all fees to be collected by Tony and sent to EA by 1 April.

Process for club affiliation

Clubs will be required to submit details of the club and its members to EA.

The information required for each club is:

• Club name,
• Club Secretary contact details
• Club Colours
• Discipline that the club competes in team competition – (probably only EVH relays!)
  Disciplines are: CC, RR, F&H, RW & T&F

Process for member affiliation

The club will submit membership data on your behalf using the following info only:

• First name
• Surname
• Date of Birth
• Gender
• Contact Address
• Post Code
• First claim status – Plymstock Road Runners

This is the basic information that you would put on a race entry form. Where members are coaches or officials, this will be added. All other information (held on the template) is optional. EA will ensure that personal data submitted will not be shared with third parties unless member consent is given. The optional data includes: maiden name, email, home tel, mobile, ethnic origin, foreign athlete.

Again we have until 1 July to complete this work.

Members will be sent a data protection clearance form when competition licence/membership cards are sent out from EA. Data will be subject to clearance by the individual not the club.

Online system

The database will be developed over the next 6 months; it will create a membership record and hold 1 record for each person. It is essential that club data is linked to the new Coach and Official database which is also being created; therefore registered volunteers will be asked what their role within the club is. Categories are: Technical Official (nil), Coach (several), and Club Officer (committee members). Competition licences and membership cards will be issued in Sep 2007 and monthly thereafter.

In September all club members will have access to the club records online. From that point the club will be able to add, amend or resign members online. Members will also be able to edit their individual profile. The online system will be password protected at every level; member, club and regional. Members being resigned do not qualify for a refund!

Sensitive personal data such as ethnic origin/disability will be collected for statistical purposes only and is optional.

If you don’t affiliate, can you compete?

Club members will have to pay an unattached levy fee (£2) for races where appropriate.

Club members will not be able to compete in any Championship event.

Questions

If you have any questions please pass them to Steve Rose or any other member of the committee and we will pass them onto EA Affiliation Services on your behalf.

If you don’t affiliate, can you compete?

Click here to jump straight to the answer