We recognise that large volumes of club activity take place outside of Edinburgh University Sports Union (EUSU) operating hours, espcially for Clubs who compete at weekends.
While you may have taken immediate steps to prioritise getting matches played or sought emergency help to deescalate a situation, it's crucial to keep the relevant members of EUSU and the wider Edinburgh Sport team informed of your actions. This ensures everyone stays in the loop and can provide any additional support you might need.
Remember, teamwork off the field is just as important as it is on it, so keep us updated to help keep things running smoothly.
BUCS & SSS Fixtures
Fixture Administration
- If your club/team has a weekend fixture, all details including venue and start times were confirmed by EUSU Sports Coordinator – Competitions
- Please check BUCS Play (BUCS fixtures) or SSS Playwaze (SSS fixtures) if unsure of any details
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Cancellations by either Team
- Inform EUSU Sports Coordinator – Competitions with reasoning via email as soon as possible, the Competitions Coordinator will confirm receipt of this on the next working day. This is particularly important where matches were postponed and rescheuled and/or when amendments were made to Edinburgh Sport facility bookings
Additional considerations Home Team
- Please contact your opposition team in writing as soon as possible
- Inform the appointed match official (if appropriate) the fixture will not proceed
- Inform the venue that the fixture will not be going ahead, the Edinburgh Sport sites are as follows:
- Pleasance Sports Complex & Gym = 0131 650 2585
- St Leonard’s Land = 0131 651 4800
- Peffermill Playing Fields = 0131 651 7541
Additional considerations Away Team
- If the Club booked transport through EUSU, please contact emergency contact numbers as provided on booking confirmations so relevant parties are aware the transport is not required
BUCS Play & Regulation Disputes
- If there are issues with BUCS Play on the day, ensure you have a written record of your team sheet
- Please familiarise yourself with all BUCS Regulations and BUCS Sport-Specific Regulations
- If you believe there is a breach of regulation, ensure you understand the Playing Under Protest form process fully and complete where required (Appendix 8 – BUCS Playing Under Protest Pro Forma)
- This should be completed in full and emailed to EUSU Sports Coordinator – Competitions on the day
Intramual Sport Fixtures
Fixture Administration
- If your team has a weekend fixture, all details including venue and start times will have been confirmed
- Please check Playwaze if unsure of any details regarding venue or start time
Cancellations by either Team
- Please see the walkover policy
- If you are still having issues or require further support, the following individuals can be contacted:
Transport booked through EUSU
Cancellations
- If a hired minibus or coach hire has to be cancelled outside of office hours, the club/individual must contact the company directly using the details provided on your booking confirmation
- Late cancellations may be subject to cancellation fees, please see EUSU Transport Policy for more
- Inform the EUSU Transport & Admin Coordinator immediately and they will pick up with the relevant company on the next working day to alleviate any cancellation charges where possible
Adjustments
- If amendments to hires are to be made outside of office hours, these are not guaranteed and can only be requested to the hire company directly which may also come at an additional cost to the Club
- For any hired vehicles, please note that changes to named drivers are not permitted if not confirmed in writing by the EUSU Transport & Admin Coordinator as this invalidates the motor insurance policy
Travel related accidents & incidents
- If a road incident occurs outside of office hours, club/individual must complete the EUSU Club Accident and Incident Report Form as soon as it is safe to do so and email the EUSU Transport & Admin Coordinator
- Information on claims handling will be provided to clubs and the EUSU Transport & Admin Coordinator will be in touch the next working day regarding any submitted reports
- If you are in immediate danger, please call emergency services on 999
Accident & Incident Reporting
- All incidents should be reported to EUSU by completing the EUSU Club Accident and Incident Report Form as soon as it is safe to do so.
- Example of the types of incidents you may report via this form include but are not limited to: motor related incidents, including hire vehicles, accidents which take place out with Edinburgh Sport venues, equipment theft and fixture related incidents (misconduct and playing under protest).