ENGLAND ATHLETICS
AFFILIATION GUIDELINES
CONTENTS
- Process for club affiliation
- Other organisation affiliation
- Member data & online database
Introduction
England Athletics has 1,400 clubs, associations and event promoters affiliated with approximately 90,000 competing members and 30,000 volunteers issued with licences across England.
One of our challenges is obtaining accurate postal addresses, and where possible email addresses, for members. We would encourage all clubs to ask their existing members to log on to update their details at the earliest opportunity.
For this year only, renewal will take place in two stages:
- Club affiliation fees 2008/09 are due on 1st April 2008
- Individual member registration fees will be due once clubs have “club-level access” to the online database, scheduled for May 2008.
Your club’s username and password for the database can be found in the accompanying letter.
Process for Club Affiliation
The annual club affiliation fee of £50.00 is due on the 1st April 2008. Club fees should be returned by 30th April 2008.
The affiliation form is enclosed and has been pre-populated with the information we hold for your club on our records. Please update the information as necessary by writing over the form, or supply an additional letter with changes listed.
If a club secretary does not want their details displayed on any Athletics website, please inform Athletics Services of alternative contact details for the club by email to affiliation@athleticsservices.org.uk or on an additional sheet of paper submitted with the affiliation form.
Club administrators should take care with the declaration of disciplines for team competition to ensure that their members are not disadvantaged. We request that you state annually in which disciplines your club will be competing in team competition. As the fee paid by your club will not be affected by your declaration it will be very easy to tick all five boxes and the possible consequences to your members may be overlooked.
Once the form is completed and data has been collected they must be returned to England Athletics Affiliation, Athletics Services, Central Boulevard, Blythe Valley Park, Solihull, West Midlands, B90 8AJ.
Receipt for payment will be sent by email so please ensure that there is an active email address listed on the affiliation form.
Other Organisation Affiliation
Affiliation is essential for UKA public liability insurance cover to apply to an event. England Athletics recognise that “other organisations” do not have members and will not register them, only details of the secretary or other nominee will be required. The affiliation fee for such organisations will be £50.00 with no additions.
Individual Member Registration Fees
The fee for a competing member is £5.00 for the 2008/2009 season. A competing member is defined as anyone aged 11 or over who competes in an event organised under UK Athletics rules. First claim members only will be asked for £5.00, second claim members are exempt from this payment.
Individual member registration fees will be due once clubs have “club-level access” to the online database, scheduled for May 2008. Fees should be paid by 31st May 2008.
Individual Member Data and Online Database
Athletics Services hold extensive membership data for clubs which was supplied throughout 2007; we do not require clubs to submit this information again.
The process to add, amend and resign members – “club-level access” will be available online from May 2008. We do not expect clubs to update records or submit member fees until then. Release date information will be made available on the England Athletics website and at www.englandathletics.org/editmyclub
Please keep the enclosed letter with your username and password safe until the “club-level access” is live. Only one user name and password will be issued to each club.
The data required for adding new members online will be:
- Name
- Gender
- Date of Birth
- Address
- Email address
- Claim status
- Competing / Volunteer status
This information is necessary for registration cards to be sent out to the correct address. Members added without a date of birth may be rejected. Date of Birth is essential to ensure we avoid duplicate records and consequently sending out duplicate cards.
Renewing members who are already on the database will be very easy. You will simply need to identify members who have paid (i.e. paid a £5.00 England Athletics registration fee to a club) by ticking the appropriate box, and “submit” the payment; this will register them for 2008/09. A confirmation email will be sent to both the club and Athletics Services with a remittance advice for the amount due. A cheque (made payable to England Athletics) and the remittance advice should then be posted to Athletics Services.
If an error is made payments can be easily changed and resubmitted. Once Athletics Services receives the cheque and processes the payment, competition licences will then be printed and sent directly to members.
In addition to the payment process as outlined above, each registered member will be sent an email with their registration number and an approximate time frame for when their card will be received. Accurate email addresses are crucial for this process and we urge clubs to ask members to edit their details online and provide an up-to-date valid email address. Accurate email addresses will also enable us at a later date to be able to keep members updated directly via newsletters.
Additional functions will include:
· Ability to search for individuals within the club
· Create an export with members’ addresses for mail out
· Create Email exports
· Enter criteria to create lists of athletes e.g. Age Group lists
|
/
