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Information evening sports associations

Welcome to the new sports associations! Find out who we are and what we do, including sports coordination, events, sports canteen, maintenance, swimming pools, safety, emergency assistance, and more.

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Information evening sports associations

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  1. Information evening sports associations 15 October 2019

  2. Welcome, (new) sportsassociations!! Who we are andwhat we do… Sportscoordination: Vincent Steggink, Frank Eulderink en Ingrid Bos Sports Events: Frank Eulderink Sportscanteen: Hellen van de Water Maintenance & management: Marco Boevink Swimming pools: Marcel ter Bals Safety & Emergency Assistance: Job van Regteren Head of CFM Sport: Sanne Kleinenberg Sports Portfolio – Student Union: Lisanne Venix

  3. Association coordination Vincent Steggink & Frank eulderink Frank • Buitenwesten • Cabezota • DHC Drienerlo • DIOK • Sagittarius • Thibats • Slagvaardig • Vakgericht • VV Drienerlo Vincent • Aloha • Arashi • Arriba • DKV Euros • DRV Euros • DZ Euros • Harambee • Hardboard • Hercules • High Tech Hitters • Hippocampus • Klein Verzet Vincent 13. Kronos 14. Linea Recta 15. TC Ludica 16. Messed up 17. MSG 18. Phoenix Lacrosse 19. Piranha 20. Skeuvel 21. Slapping Studs 22. Stretchers 23. Tartaros 24. TSAC Zomer 2018 Kunstgras wordt gravel

  4. Organisation - structure Student Union (SU) and Sport Centre (SC) have structural talks. • SSV & SC maintain contact via SU / working group SSV • SSV & SC maintain contact via associationcoordinator • SSV & SU do not need to maintain contact unless in special circumstances SU and the sports working group act as advocate for the Sports sector SC is the executive and facilitating party, maintains contact with CFM service For more info for SSV, go to www.sportkoepelut.nl Contact your association coordinator if this does not work!

  5. Timeline ssv Kunstgras wordt gravel

  6. Flowchart ima • LED verlichting • Nieuwe doelen • Vol waterveld • Infrastructuur • Levensduur Zomer 2018 Vervanging zand ingestrooid kunstgras hockeyveld Kunstgras wordt gravel v.h.steggink@utwente.nl

  7. Reservations / schedule Vincent Steggink • The IMA yearly schedules are the responsibility of Vincent Steggink, association coordinator. • External competitions are scheduled via Service Desk (Reservations). • Internalcompetitionsare scheduled via Vincent StegginkRequest must be submitted along with the yearly schedule before 1 June. • Priority policy tournamentsand events: Request must be submitted to Frank or Vincent before 1 May. • After 1 May, external clients can make reservations this happens via the Service Desk. • Other use of assigned accommodation: Inform the association coordinator if you want to use the instruction hour for something else than usual; practice match, clinic or training, other sports discipline/game. 7. IMAsubsidy sheet: Clearly state WHO is the trainer and/or is responsible at a certain time or part of the day (state name contact person and mobile number at all times). 8. IMA year reservations can be removed from the system in case of cancellations*due to, for example, ‘bad weather’. Is thisthe case? Immediately communicate this to the service desk employee and/or association coordinator.SSVcansave on expenseseven in case of incidental cancellation (cancellation due to an AV, for example). *Cancellation is onlypossibleIN ADVANCE!

  8. Requesting events/tournaments at the Sports Centre: Via the link: https://www.utwente.nl/en/sport/reservations/reservations/ Use more than just the Sports Centre (for example, campsite, BBQ, or other accommodation) Via thelink ‘bijeenkomstmelder Events’: https://www.utwente.nl/nl/cfm/activiteiten/event-organiseren/ Catering always in consultation with Hellen van de Water - Sports Canteen Option to stay overnight – Camping and/or sleeping in the sports halls (at least 50 people) Equipment use and/or rental of external equipment: always in consultation with maintenance/management Option of using the conference room, registration desk and public address system: in consultation Blocking during the ‘Batavierenrace 2020’ and ‘Hannover Messe’ ( 20 April 2020) Emergency assistance – in consultation EVENTS ANDTOURNAMENTSFrank Eulderink Tip: make an appointment with the sports/events coordinator (Frank) on time in order to discuss matters and avoid confusion!!

  9. Accommodation availability (calendar) Kunstgras wordt gravel

  10. Year overview sports centre

  11. Kantine Sportcentrum Universiteit Twente

  12. Kantine Sportcentrum Universiteit Twente

  13. Kantine Sportcentrum Universiteit Twente

  14. Kantine Sportcentrum Universiteit Twente

  15. Kantine Sportcentrum Universiteit Twente

  16. Maintenance & management sports facilities Marco Boevink Report via the Service Desk of theSports Centreservicedesk-sportcentrum@utwente.nl When?? • Damageto equipment and/or building (changing rooms or showers, forexample) • Defectivesports equipment • Via Planon (FMIS), the report will be sent directly to the maintenance employees --- Immediately report dangeroussituationsto service desk employee and/or sports instructor Kunstgras wordt gravel

  17. Equipment & equipment storage (maintenance) • Associations are generally assigned storage space(s). • The Maintenance employee (Jeroen Gröniger) is the first point of contact for this. • Teamleader Facilities Marco Boevink is new at the sports centre and bears final responsibility for maintenance and management of the sports facilities. • There are weekly structural talks between management and sports coordination for the optimization of the working processes and proper communication with SSV. • Note!!: having access to a storage space is not a right, but there are extensive options in consultation! What do we expect from the SSV? • That a plan is communicated and can be accessed. • Proper communication with own trainers/members, maintenance and service desk is a must. Think of, for example, creating key cards, name lists etc. • Only sports-related materials should be stored; no unnecessary materials, personal belongings, miscellaneous items or outdated files... • No alcoholic beverages and/or illegal materials or substances should be stored. • Normal hygiene rules in storage and/or closets are observed. • *TIP: If more storage (m2) or closets are required, contact Jeroen. Make sure to do this in time.

  18. Accommodation – questions, comments, advice or complaints • Ask your questions at the Service Desk • (1st desk!); for questions, referring to the right person; scheduling appointments, registration notifications (Planon). • Lights on and lights off; make clear agreements with the service desk employee regarding switching on/off the lights. Sometimes automatic; in some locations physical switch by user (you will receive the key for the lighting box).If the (automatic) lighting can be switched off sooner than indicated in the reservation system, please communicate this (tel: 053 – 489 8001). • Keys andregistration; at the service desk, you can receive keys to the sports halls, storage spaces, association closets etc. They will only issue the keys to: trainers, card holders, authorised persons. Do not forget to return the keys! • Complaintsand/or advice • If anything is out of order, please communicate this to the service desk employee!He/she can immediately send a notification/order to management, maintenance and/or sports coordination. For direct questions to management/maintenance or to clarify any report you made, please email: onderhoud-sport@utwente.nl Kunstgras wordt gravel

  19. Safety & Emergency Assistance Job van regteren Phone: +31 (0)53 – 489 ….

  20. Safety & Emergency Assistance Job van regteren • In case of a change/disturbance of the normal situation: • Yourownsafety first(!) • Safety of the surroundings/other persons(!) • Report to053 – 489… Emergency Assistance 2222/ Security 2134 / Sports Centre 8001 • Act inasmuch as the situation allows this • Make yourself recognizable for arriving emergency personnel • Where possible: ensure a safe environment for persons involved and the surroundings !! Stay aware of your actions and always ensure the safety of yourself and your surroundings !!

  21. Safety & Emergency Assistance Job van regteren • Examples / situations in which emergency assistance can or SHOULD be engaged: • Accident withinjury? Call Emergency Assistance 2222 • Fire in your surroundings - both inside and outside of the Sports Centre: Call Emergency Assistance 2222 • Weather conditions: lightning / strong winds / heavy rain: CoordinationwiththeSports Centre (8001) • Disturbance of training and/or match by third parties: Sports Centre (8001) and/or Security (2143) • Noisenuisance: Sports Centre (8001) and/or Security (2143) • Accident in the direct surroundings on the road or in another sports hall; discuss the best way to act with bystanders • Dangerous situations that can cause injury: discuss with the parties involved; if this fails, please contact the Sports Centre (8001) and/or Security (2143) • In case of a malfunction or defect in equipment: report to the Service Desk; Sports Centre (8001)

  22. Employees: sports instruction • Once or twice a year, association coordinators have formal talks with sports instructors in paid employment; an assessment interview (autumn) and an annual appraisal (before summer break). • Input (oral and written) from the association is highly important for both parties. • The presence of the association at (part of) the interview is possible, but not mandatory. • The association also performs regular interviews with the sports instructor(s)  Discuss the performance of volunteers and student trainers with your association coordinator. If required, the association coordinator can attend the interview or offer advice. Work together to prevent unclear situations when it comes to staff deployment for SSV.

  23. Employees: leave policy sports instructors • Sports instructors with full-time appointments can request leave over the annual cycle. • This should happen in consultation with the association and should be approved by the association coordinator. • Sports instructors with part-time appointments accumulate fewer leave hours and cannot always request leave. • Note: The management should thoroughly think about the scheduling of instruction hours in cooperation with the instructor when requesting a (draft) of the IMA sheet in the month of May. • Sports instructors are available for instruction and coaching 43 weeks (34-51 and 02-26). Hours should be scheduled within this period. • If a sports instructor wants to take a few days of leave in between, this should preferably be communicated at the beginning of the academic year and added to the IMA sheet. • Replacement by student trainer during the leave period is subject to compensation. The associations have to send an invoice for this. • IMA sheets need to be updated in case of ad hoc leave requests!! Kunstgras wordt gravel

  24. Employees: sick leave / absence • If sports instructors are unable to appear due to sickness, the association coordinator, in consultation with the SSV board, will try to arrange a replacement. • If this is not possible, it is up to the association to deploy a student trainer first; this is possible for up to 4 weeks after the date the instructor calls in sick. • If no appropriate student trainer is available within the association, a fitting solution will be looked for in consultation. • If it is directly clear that the sports instructor will be absent for a period longer than the abovementioned 4 weeks, the association coordinator, in consultation with the association, will try and find a fitting solution. Options: • Deploying an external trainer/coach could be a solution. • The management should be prepared for absence and replacement of instructors. If replacement is a structural problem because exceptional licenses/qualities are necessary, the instruction cannot take place. • In this case, the association coordinator and association will immediately convene to find a solution. • The student trainers are paid via the SSV. • IMA sheets should be adjusted in case of sick leave!

  25. SPORTS CULTURE 1. Indoor sports hall and storage facilities 1. Multifunctional dance studio 2. Padel courts 2. Renovation Vrijhof (60s) 3. Fitness expansion (Crossfit/Hercules) 3. Floors 4. Water sports complex phase 2 4. Storage space 5. Lighting U-track (FinishedOctober 2019!) 6. SwimmingFacilities Campus LTSH 2019-2023 Summer 2019: occupation report provided in cooperation with student union and S&C sectors

  26. INVESTMENTS 2019 -2020

  27. Questions?

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