IGSA Sport Convener Seminar

Welcome to the IGSA Sport online convener's seminar.

This seminar is compulsory for all conveners annually. This seminar will cover all of our IGSA sports and will include a broad range of examples.

This seminar will cover:

• IGSA Sport staff and contacts
• Role of an IGSA Sport convener
• Working with Children Check
• Saturday procedures
• Venue closures
• IGSA Sport philosophy, Code of Conduct and rules and guidelines
• Play by the rules
• Injuries and incidents
• Conveners, umpires and referees
• Result recording and administration
• Wrap up
• Quiz (mandatory)

Before we get started, please notify the IGSA Sport office if you have not received your convener's kit in the mail. This kit varies from sport to sport, but should include:

• IGSA Sport Code of Conduct
• Contract
• IGSA return envelopes
• Referee / Umpire cards
• Lanyard
• Conveners handbook
• A3 risk warning sign
• IGSA Sport pink carry bag

At the end of this seminar, there will be a quiz that you must complete so we know that you have participated and understood the seminar.
If you have any questions throughout the seminar, please contact us.

We hope this will give you a better understanding of how to be a great IGSA Sport convener.
Please feel free to save this seminar and use throughout the term if needed.

To encourage girls to develop an interest in physical activity, participation, teamwork and the setting of personal goals that will continue in the post school years.

To provide an opportunity for every girl, regardless of her ability, to develop her physical potential through participation in graded sport.

To provide a pathway, through CIS, to more elite levels for those girls who qualify.

To assist girls to develop skills across a range of sports, to understand the rules of sport and to grow into positions of leadership within and beyond sport.

To bring girls from member schools together so that they may be enriched by exposure to different regions and cultures and by developing connections which cross school boundaries.

To provide enjoyment, fun, relaxation and leisure as part of a balanced and fulfilled life.

To help girls appreciate their own worth as individuals, the benefits of learning to work as a member of a team and to develop the self-discipline and responsibility required by team membership.

To establish habits of healthy living, fair play, good sporting conduct, generosity in recognising the talents of others, the gracious acceptance of defeat and respect for the ruling of the umpire.

 

IGSA Sport Code of Conduct

Matthew Mulroney | IGSA Director of Sport

0493 092 881

mmulroney@igsa.nsw.edu.au

Point of contact for:
Badminton, Touch Football, Football, Hockey

________________________________________________________________

Kate Howitt | IGSA Director of Sport

0412 097 811

khowitt@igsa.nsw.edu.au

Point of contact for:
Tennis, Water Polo, Basketball & Netball

________________________________________________________________

Jenny Walton | Laura Joseph

Administration Support

02 9888 9477

info@igsa.nsw.edu.au

Point of contact for:
Weekly sign on sheets and results
Contracts and paperwork
Payment queries

________________________________________________________________

IGSA Office

LG1 , 56 Delhi Road, North Ryde, 2113

02 9888 9477

Office hours: 8:00am to 4:00pm - Monday to Friday

Website: https://igsa.nsw.edu.au/

Spawtz homepage: https://igsasport.spawtz.com/

 

 

 

You are representing IGSA Sport at your venue and everyone needs to see you as the IGSA Sport representative.

Make sure you are wearing either an IGSA Sport hoodie or polo along with your lanyard. If you do not have one, please contact the office and we can arrange to have one sent to you or drop by the office during office hours and collect one (please call us first to make sure someone will be there).

You will be seen as the main point of contact between players, coaches, umpires and spectators so feel free to introduce yourself and your role to any coaching staff when they arrive or when discussing any issues.

Be prepared! Familiarise yourself with the IGSA Sport Handbook, understand the sports rules and guidelines as well as being comfortable with handling any issues that may arise.

Everything you need to know is in your Convener Handbook or the Code of Conduct.

__________________________________________________________________

The convener's duties include:

• Safety audit & risk management
• Working with Children clearance (WWC officials)
• Venue and game management
• Incident management and reporting
• First aid management and reporting
• Result recording and administration

It is imperative that all of our officials (conveners, umpires, referees or other sporting officials) have submitted the necessary documentation to IGSA BEFORE the commencement of the term.

If you have lost your WWC number, please follow the link below to retrieve your number.
https://wwccheck.ccyp.nsw.gov.au/Applicants/Retrieve

If your WWC has expired, please ensure it is renewed BEFORE convening week 1.
ALL conveners and umpires/ referees MUST have a WWC that is VALID AND UP-TO-DATE.

In order to ensure that Conveners take responsibility in working with us to ensure that officials have the required Working with Children checks, the following will apply:

1. The convener must read the updated handbook
2. The convener must complete the online seminar
3. The convener must sign the Venue Convener declaration to confirm that there are no officials who are not on the approved list of officials supplied by the office.
4. If there is an unapproved substitute official then the match will not go ahead and matches at the venue will be cancelled.

Please ensure you read the policy so that you are aware of what responsibilities you have and what happens if you don't have any approved officials.

Term 2, 2025

Conveners will now have the option to use digital forms instead of paper forms to complete the following:

• Injury and Accident Reports
• Incident Reports
• Venue Inspection Checklist
• Venue Convener Declaration

Paper versions of each form will still be provided in your Convener's Handbook, however it is recommended you use the digital form where possible.

In your Convener pack, you will be provided with QR codes that link to each form, so if you wish to complete the form on your phone, you can simply scan the relevent QR code to bring up the form.

Please note that Accident and Injury Forms can be completed by anyone; coaches, parents, first aid officers, school staff, etc. If you are not best placed to complete the form, you do not need to give your device to someone else to complete the form; simply ask them to scan the QR code and complete all the required information themselves.

Upon arrival at the venue:

• Decide on venue closure (will be discussed in more detail on the next page).
• Conduct safety & risk audit.
  
  • This MUST be completed each week and sent back with other required paperwork.
  • Safety & Risk Assessment Inspection Checklist

If there is something about the venue that you think requires immediate attention, please contact your school if they are at the venue or contact Matt/Kate to let them know. If there is something minor that may cause harm during the matches, where possible try to fix the issue yourself, (e.g. large sticks scattered on the field)

Once the decision is made for play to proceed:

• Set up venue - this may differ depending on if you are at a school or external venue (display IGSA Sport Risk Warning, turn on score board, lay out sign-on sheets, etc.).
• Sign on sheets – please ensure all players have signed on for themselves before each match.
• Make sure you (and the umpires/referees) are familiar with the IGSA Sport specific rules which are sometimes different to normal.
• Ensure everyone knows who is timing and scoring the matches.
• Allocate umpires/referees to matches taking into consideration their qualifications, experience and the grade of the match. If no umpires/referees are available – coaches MUST step in and officiate the match (usually a half each).
• If a team is late or without enough players, understand the forfeit rules and offer the teams to either play for points (if agreed by opposition) or a friendly match and the game will be recorded as a forfeit.
• If one team is forced to forfeit, suggest and encourage a friendly match be played. Make sure to note which team forfeited to avoid any administrative confusion.
• Where possible, ask one parent from each team to keep score and encourage them to sit together (this avoids confusion and reduces incorrect scoring).

Once fixtures begin:

• As the matches are underway, be sure to pay attention for any behaviour from a parent, player, coach or referee/umpire that breaches the IGSA Sport Code of Conduct (covered later in the seminar). Conveners are neutral (i.e. unaffiliated with any school) and should endeavour to de-escalate the situation and prevent the breach from escalating. How to handle and report an incident will be explained in further detail later.
• There may also be some clarification on rules that referees/umpires/coaches might ask; at no point are you to step in and over-rule a referee or umpire. If you do notice a referee / umpire that is unaware of an IGSA Sport rule, at the next time-out or game stoppage, please feel free to approach them and give them an update (bring the Convener's Handbook that shows the rule) without making a scene.
• If no spectators or staff are available for bench duty/to keep score, you may assist where possible (only if you're looking after one field/court/pool). Please note, you will not be able to claim bench duty payment if you're required to assist as it falls under your venue management responsibilities.
• Injury/accident management and reporting: while supervising the matches, if you see an injury occur and the coach may have missed it, bring the injury to the coaches attention and fill in an injury report. How to handle and report an injury will be explained in further detail later in the seminar.
• Between/during games, enter on SPAWTZ if the players are in attendance (have signed on).

Once fixtures have been completed:

• Once the matches have finished, collect the score sheets from the scorers as well as the referee / umpire cards
• Make sure that both team captains check the score and agree that the recorded score is correct. Once agreed, both team captains will sign the results sheet
• Complete the necessary information as explained later in the seminar in 'Result, recording and administration'
• Pack up your venue
• Before you leave the venue, check for unattended players as you have a duty of care. Ask them if they have someone on their way to pick them up and stay at the venue until they are picked up. If this happens, please notify the IGSA Sport office as the school coaching staff should not be leaving before their players

Closing a venue:

• Venue conveners notify the school Head of Sport to close your venue. The health and safety of participants is paramount to this decision; if you deem conditions unsafe for play, you must close your venue. If you are unsure about closing a venue due to safety concerns, talk with officials and school staff and make a collaborative decision with the girls' safety in mind.
• Some fields or courts might be affected worse than others and it is an option to close one field / court and leave the other open.
  
  • For example, a tennis venue might have both synthetic courts and hard courts. With light rain, the hard courts will quickly become unplayable and you should make sure the players are comfortable with the playing conditions.
• There are specific procedures for hail, heat and lightning outlined in your conveners' manual.
• Not all venue closures are due to wet weather so it is always best to remind players, coaches and parents to check the venue closure list on our website before leaving the house in the morning. In the past, we have had to close a venue due to booking conflicts, heat, lightning, leaking roofs, air quality, power outages, damaged grounds, etc.

To close a venue, send a text message to the Head of Sport with your name, the venue you are convening, the reason you are closing the venue and any other information that may be required. Please do not call to close a venue.

• e.g: (Insert venue name)....... has had to close due to rain, can you please close the venue. Thanks, Sally Smith, hockey convener
  OR
• e.g: Can you please close Moore Park court 1, please keep court 2 open. Thanks, Alisa Smith, netball convener.

If you need to close a venue during a fixture, the result will stand if 50% or more of the game is complete (e.g. if half time is called at a fixture before play is abandoned, the result will stand).

Once closed, all games at those courts / field / pool are cancelled and the venue cannot re-open.

Everyone is responsible for ensuring that IGSA Sport is conducted in a positive, safe and respectful environment.

You are in a position of authority. You have more experience and you have professional responsibilities.

Establishing Boundaries

• Communication
• Physical contact
• Location

Do not allow over familiarity to occur or for players to assume any of your responsibilities no matter how much they want to ‘help’.

Physical contact is appropriate if it:
- is used to assist in skill development
- is required for the child’s safety
- occurs with the player’s understanding and permission
- is for the child’s benefit, not adult gratification
- occurs in an open environment.

Physical contact is inappropriate if it:
- includes touching the groin, genital area, buttocks, breasts or any part of the body that may cause distress or embarrassment
- frightens, distresses or embarrasses a child
- destroys their trust
- occurs in a private place.

IGSA Sport conveners are not required to be first aid certified, although obtaining this certification is something that everyone should look into doing at some point. Conveners are not seen as the venue physiotherapist and you should not be diagnosing any injuries (unless you are qualified to do so).

Schools that you are convening for usually have a first aid kit ready for you. Please check with your school what will be provided before the start of the term competition and contact IGSA Sport if assistance is required.

It is not the role of IGSA Sport conveners to supply such things as strapping tape and asthma medication. In a gentle manner, explain to the player or coach this position.

If there is a need to call for an ambulance, please do so immediately. If the player has sustained a neck or spinal injury, make sure they are not to be moved or removed from the field/court as this may worsen the injury. Once an ambulance has been called and the situation is under control, please call Matt or Kate and notify them of the injury. For more information on procedure of critical injuries, please read the document provided below.

If a player receives an injury and an ambulance is required, please send Matt/Kate a text message with the following information.

• Players name, school and team number
• Which venue and sport being played as well as type of injury (e.g. suspected ankle fracture)

Signs & symptoms of a concussion:

• Headache or a feeling of pressure in the head
• Temporary loss of consciousness
• Confusion or feeling as if in a fog
• Amnesia surrounding the traumatic event
• Dizziness or "seeing stars“
• Ringing in the ears
• Nausea
• Vomiting

What to do if you suspect a concussion:

• Notify the coach of the team of possible concussion.
• Remove the player from the match. The player will not be allowed to return to play.
• Complete injury report and select.
• Provide the player and/or parent with the QR code to access the Concussion Notification Form.
• Suggest a follow up to the doctors to parents/player/coach.

IGSA Accident/Injury Report Form

Please follow the link below to 'Concussion Management by Ausport' which will give you valuable information on the head injury known as a concussion.
In the last section, there is a quiz for you to complete which should take you no longer than 10 minutes. This is not mandatory, but it is important for everyone to have an understanding of concussion in sport and may come to your aide one day.

Concussion in Sport - Online Training

An incident is a breach of our Code of Conduct and involves behaviour issues and can also include scoring issues or confrontations. Use the Code of Conduct and understand when this code is being broken.

It is best to deal with incidents at the venue. The venue convener has responsibility for all other aspects of the game such as safety and the conduct of participants and parents outside the playing field.

Use sport staff on site to help resolve the incident or to keep an eye on coaches, parents, players, etc.

All incidents should be recorded using the Incident Report Form

• Complete as accurately as possible along with two witnesses, one from each school, if possible.
• Anyone has the right to complete an Incident Report (parents, players, coaches, referees/umpires and school staff).

Contact Matt/Kate if required or for support. It is much better for all concerned if this happens early in the incident.

 

IGSA Sport Incident Report Form

Payments are made in instalments. The first two payments will be made using the information from conveners game sheets and final payment made only after receiving the final game sheet and the referee/umpire cards. Please complete the game sheet and cards each week as it is much easier to get it right at the time rather than trying to remember weeks later.

Requirements:

• All conveners must be 18 and over, and have had a WWCC clearance by IGSA Sport.
• You and the referee / umpire must be dressed appropriately.
• All referees / umpires must be over the age of 16 (if you do not believe they are, please notify the office).
• Referee / umpires aged 15 must have PRIOR IGSA Sport approval and must have completed the IGSA Sport Risk Assessment for U16 Officials.
• There are spare referee / umpire forms in the Handbook and can also be found on the IGSA website under the specific sport page.

What the IGSA office needs from you and when:

• Your completed contract (scanned or hard copy returned to the office as soon as possible).
• Game sheets.
• Umpire / referee completed cards (hold onto until the last round of competition and send in via pre-paid envelope).

Pre-game duties

• Ensure that you are only using officials approved by IGSA.
• Make sure the referees / umpires know what field / teams they are officiating especially where you may have multiple teams from the same school playing each other at the same time.

Post game duties

• Captains to confirm the score to convener. This is to be verified after the match has ended, not before! If the team captain does not agree with the final score recorded, they do not have to sign the score sheet - however they should note on the sheet that there is a discrepancy.
• Complete weekly results summary.
• Enter the results and mark attendance in SPAWTZ (https://igsasport.spawtz.com/)
• Ensure incident forms and accident forms are fully completed. Use as much detail as you can.
• Email to info@igsa.nsw.edu.au over weekend (photo or scan) and by 8am, Monday at the latest:
  
  • Weekly Summary Sheets
  • Incident forms  (if not completed digitally)
  • Accident forms (if not completed digitally)
• Return in pre-paid envelope each weekend (post ASAP and by 8am, Monday at the latest:
  
  • Sign on / score sheets
  • Weekly Summary Sheets
  • Incident forms (if not completed digitally)
  • Accident forms (if not completed digitally)
  • Safety & Risk Assessment Inspection Checklist (if not completed digitally)
• Complete conveners time sheet and umpire / referee cards and forward as mentioned on the previous page.

What makes a good convener?

• Be polite, helpful & approachable
• Be visible
• Know your role
• Be prepared – read the Handbook, code of conduct, rules and guidelines
• Be fair and calm in all dealings
• Contact IGSA Sport if necessary
• Do not let situations get out of hand
• Use common sense
• Do not hesitate to contact Kate or Matt for assistance

 

Please click next for the mandatory quiz, which must be completed by all conveners prior to the start of the season.

We hope you enjoy the term of competition ahead and please contact the office if you have any further questions.