OVERSEAS TRAVEL POLICY

Transcription

1 OVERSEAS TRAVEL POLICY VERSION: JULY 2018 POLICY NO: P019 DATE PUBLISHED: JANUARY 2016 DATE REVIEWED: JULY 2018 DATE TO BE REVIEWED: JULY 2019

2 INTRODUCTION Aim: To outline Singapore Gymnastics (SG s) obligations and provisions to the travelling contingent for overseas trip(s) arranged by SG. Rationale: This policy assists SG in offering duty of care to all personnel travelling overseas while administrating travel arrangements effectively and efficiently. A. TRAVEL ARRANGEMENT 1. Return Travel, Accommodations and Meals 1.1 SG to make all arrangements surrounding air tickets, accommodations and meals. 1.2 Accommodation to be arranged for all nights of official period of competition only. 1.3 SG to take decisions on all accommodation & meals arrangements e.g. which hotel to pick, what meal options to offer etc. 1.4 Meals will be provided on all official dates of competition, either in the form of a preordered meal or an allowance with which a meal may be purchased. 1.5 Meal allowance will be provided at a maximum rate of SGD 30 per day per person to cover 3 meals, except in the following countries, where the following rates will be applied in the SGD equivalent: 1.6 All expenses must be accompanied with receipts. Unused money must be returned to SG. Maximum Meal Allowance Region Rate per Day per Person Only the following European countries: GBR, SUI, FRA, GER, EUR 30 ESP, POR, ITA, Scandinavia North America USD Insurance 2.1 All members of contingent travelling with SG will be covered under SG s travel and group personal accident insurance policies. 2.2 SG s travel insurance is chargeable at a per day rate and compulsory for athletes travelling as part of the contingent to undertake. 2.3 Insurance coverage will be valid from the date of departure until the date of return, or in the case of extension of trip, until the time that the relevant party breaks off from the contingent. 2.4 SG may seek insurance reimbursement for members of the contingent, subject to the appropriate and timely submission of supporting documentation. 3. Departure and Return Page 2 of 10

3 3.1 All athletes and officials (Head of Delegation, Coaches, Team Manager, Judge(s), Medical Staff etc.) are to travel together with the contingent unless otherwise dictated by or permitted by SG. 3.2 As much as possible, unless otherwise requested by coach due to training plans, SG will endeavour to arrive on the scheduled day of arrival as indicated by the competition directives. 3.3 Judges are expected to stay for the entire duration of the competition, even if the contingent s athletes do not qualify for the finals. 3.4 Regarding travel dates for judges judges need not necessarily depart together with the contingent but must arrive latest before the commencement of the Judges Instruction Meeting. Judges departing after the contingent due to work or other commitments will not be charged additional administrative fees. Judges are to return only after the last session of competition or judges debrief (if any). 4. Letter of Leave 4.1 Upon request, SG will provide written documentation within 5 working days for members of the contingent to help in the application of leave for the official travel dates. 5. Cash and Emergency Cash 5.1 Cash Any balance owing to the Local Organizing Committee (LOC) will be prepared by cash and provided to the Head of Delegation (HOD) or Team Manager for payment upon arrival SG will provide meal allowances for meals not catered for. This cash will be entrusted to the HOD or Team Manager on behalf of the team. 5.2 Emergency Cash The HOD or Team Manager will be provided with a sum of cash to be used only for emergency purposes The sum will be provided in Singapore dollars, equivalent to SGD 10 per person per day, at least 1 week before date of departure The HOD or Team Manager is responsible for changing this sum into useable currency depending on the location of competition. 5.3 All cash will be prepared and transferred to the HOD or Team Manager at least 1 week before date of departure. 5.4 The HOD or Team Manager is required to return unused cash to SG within 2 weeks from the trip return date. 5.5 All used cash must be accompanied by receipts and a completed cash expense report. 5.6 All cash is the responsibility of the HOD or Team Manager until it is returned to SG. 6. Invoicing Page 3 of 10

4 6.1 For self-funded and co-funded tours, athletes will be invoiced a lump sum at least 10 days before departure. An administrative fee of SGD 50 is chargeable per athlete per trip organized by SG and will be included in the invoice. 6.2 Payment for the trip must be made prior to departure. Failing which, SG reserves the right to bar the athlete from travelling. B. ATHLETES BASED OVERSEAS 1.1 Athletes based overseas will be provided with a return passage to and from place of competition and their place of residence. 1.2 SG will make all travel arrangements, unless otherwise arranged between the party and SG. 1.3 The athlete is to source and purchase his or her own travel and personal accident insurance subject to SG s approval. The athlete will be reimbursed for the cost of insurance in SGD. C. REQUEST FOR MODIFICATION OF TRAVEL FOR ATHLETES AND OFFICIALS ON CO-FUNDED OR SELF FUNDED TRIPS 1.1 This applies to any requests surrounding an athlete or official s desire to modify their duration abroad instead of adhering to the stipulated contingent travel dates. 1.2 This does not apply to any fully funded travel. 1.3 Modification of travel arrangements will incur an administration fee of SGD 100 per modification per athlete. 1.4 The athlete must undertake to pay: Any price difference in air ticket between the official travel dates and the modified trip All additional costs and logistic arrangements during the modification of travel Their own insurance coverage during the period of modification. 1.5 SG will release the travel itinerary to all travelling participants prior to ticketing. Within 48 hours, athletes or officials looking at modifying their travel will need to notify SG in writing (via ) as well as supply their proposed modified travel itinerary. If SG does not receive any requests for modification, the original travel itinerary published will be automatically booked and ticketed. 1.6 For any further amendments to the flight itinerary after the original modification request, the athlete will undertake all additional costs incurred. An additional administration fee of SGD 25 will be charged per change. 1.7 All trip extensions will be regarded as Personal Leave from training. Approval must be sought from the respective coaches and Sport Development Manager prior to application for extension. Failure to do so may result in disciplinary action. 1.8 SG may request proof that additional travel insurance has been taken in the case of extension of travel. Page 4 of 10

5 D. DUTIES OF RESPECTIVE PARTIES 1. Head of Delegation (HOD) and/ or Team Manager 1.1 Be responsible on the behalf of SG for the management and control of the team (gymnasts and officials) representing SG from the time of departure until the team s return to Singapore, and during the team training prior to departure. Duties Prior to Departure 1.2 Attend all relevant pre-departure trials and liaise with coaches and the Sport Development Manager on the objectives surrounding the trip and the condition of the gymnasts. 1.3 Organize the provision of necessary information to gymnasts, parents, coaches and officials. 1.4 Organize and conduct a pre-departure briefing. For FIG-Sanctioned competitions, ensure that all travelling athletes are aware of doping regulations. 1.5 Attend all meetings as required. Otherwise, appoint a representative if unable to attend personally. Duties During the Course of Trip 1.6 Logistics Where necessary, liaise with caterer regarding meals and their content in order to ensure that they are similar to home diet of gymnasts Liaise on meal requirements during travel or flights Supervise luggage at departure (e.g. labeling of bags). Check to ensure that all pieces of luggage arrive at destination. If a luggage is overweight, the respective individual has to bear responsibility for any financial penalties incurred. Team baggage (e.g. medical kits, equipment) is the responsibility of SG Ensure that the group is assembled together at the specified departure time (2-3 hours prior to take-off) in the correct uniform Ensure that the appropriate coach or car hire, where needed, is made. If necessary, appoint or hire car drivers Confirm all travel and training arrangements upon arrival at accommodation, supervise room allocation, and if possible, hold a team orientation meeting or set a time for orientation meeting. 1.7 Team Management Liaise with coaches and judges to ensure that they are issued with details of team training sessions (prior to departure and during the tour) and any other activities during the trip Ensure that the tour is a harmonious event filled with team spirit and unity. Foster a feeling of belonging to the team representing SG with dignity and pride, not one of self-interest. Page 5 of 10

6 1.7.3 Obtain a complete schedule and program of events and disseminate to the appropriate persons Coordinate appropriate team meetings, team photographs, meals and transport. Plan daily routines for each gymnast under the direction of the coach Ensure that the Singapore National Anthem CDROM and Singapore flags (of the right measurements) are brought along. If submitted, also ensure that these items are retrieved from the LOC upon conclusion of the event Schedule a daily briefing for all officials and gymnasts at a specific time (e.g. after dinner) and location. This provides an opportunity to debrief all on the day s activities, reinforce/ update on the next day s activities, and deal with outstanding problems and issues Make decisions regarding the itinerary, contingency, uniform etc. of the contingent in collaboration with the Head Coach or coaches. 1.8 Discipline and Security Be responsible for the for the discipline of the team and officials. Report any breaches of discipline or misconduct to SG Adjudicate any problem that may arise among gymnasts, officials or supporters Contact the necessary parties should there be any problem with a gymnast or official Ensure no authorized personnel disrupt meal and sleeping arrangements Ensure that gymnasts of the opposite gender do not wander into each other s room without a third person present. 1.9 Others Attend all compulsory meetings organized by the LOC or appoint a representative if unable to attend personally. Financial penalties (if any) incurred from the failure to attend such meetings will be borne by the Team Manager or HOD liable Make arrangements for suitable sightseeing, if the schedule permits Travel back with the contingent according to the scheduled travel itinerary, unless granted written permission from SG whereby the responsibility for duty of care for the team has been reassigned Have a working knowledge of the medication (if any) travelling gymnasts require. Purchase/ collect and disseminate gymnast medication if necessary Ensure that a sewing kit, first aid kit and any other necessary item is available during the course of the trip. Duties After Conclusion of Trip 1.10 Submit a report, within one month upon return, to SG, regarding the activities and performance of the team Return unused cash to SG within 2 weeks from the trip return date accompanied by the relevant receipts and a cash expense report. Page 6 of 10

7 2. Coaches 2.1 Communicate with the Team Manager and request advice on training schedules and other items related to fitness and performance of the gymnasts. 2.2 Liaise with the Team competitor s personal coach if appropriate and endeavour to obtain the necessary information to ensure the athlete is able to achieve his or her personal best. 2.3 Establish an appropriate training program for the duration of the tour. 2.4 Arrange, in conjunction with the Team Manager any technical, fitness and/ or medical testing necessary before departure. 2.5 While on tour, be responsible for the gymnasts well-being e.g. physical, mental, and emotional health, their program, training, recreation, sleeping and meals etc. 2.6 Supervise training, personal appearances, eating habits/ diet, conducive to competition performance. 2.7 Ensure good Team spirit so that all gymnasts may participate and perform to their personal best. 2.8 Consult with the Team Manager on all matters and specifically on any problems with individual members of the contingent. 2.9 Prepare a written report on the tour and submit it to the Sport Development Manager within one month of return from the trip Delegate the necessary responsibilities to the assistant coaches where appropriate Ensure easy access to a first aid kit/ supplies Responsible for carrying all training related aids e.g. gymnast s music in CD and mp3 format, back-up music players, relevant adaptors and cables, other electronic equipment etc Responsible for submitting the order of work in accordance with the regulations. This must be determined in consultation with the other coaches and the Team Manager. 3. Athletes 3.1 Attempt to achieve their personal best in competition. 3.2 Carry out the instructions of the Coach and Team Manager or those who are in authority at all times. 3.3 Return appropriate information forms, deposits etc., to the SG Office, as required, so that administration, uniform and ticketing requirements can be met. 3.4 Advise the Team Manager and Coach of changes in fitness or any other factor likely to affect their personal performance or compatibility with the Team. 3.5 Represent SG and the State with all the good qualities of citizenship and sportsmanship. 3.6 Wear the appropriate uniform as instructed by the Team Manager. 3.7 Respond to all instructions regarding meetings, functions etc. 3.8 Not carry out any activities injurious to health. Smoking and the partaking of alcohol or other drugs is not permitted. Page 7 of 10

8 3.9 Maintain appropriate eating habits/ diet and maintain good standards of personal hygiene and appearance Carry all necessary personal effects for performance, e.g. music CDs, music in mp3 format, tape for strapping, handguards, equipment, training dairy/ notebook, photographs/ biographical information etc Travel with the team unless arrangements have been made and sanctioned prior to departure from Singapore. Note: All gymnasts must meet at the designated point of assembly for the commencement of the team tour Be prepared to undergo a drug test if required Submit a medical clearance report (where appropriate) taken in the 2 weeks prior to departure Any medication must be advised immediately so that it can be checked with the banned list. 4. Judges 4.1 Attend all test sessions as requested by the Team Manager or Coach prior to departure. 4.2 Analyse and provide inputs on the technical aspects of individual gymnasts and team performance prior to departure and whilst overseas. 4.3 Keep up to date with team and competitors performance and provide insights to the team where necessary. 4.4 Attend podium training and provide feedback to team as requested by Coach or Team Manager 4.5 Communicate with the Team Manager and request advice on schedules and other items related to meetings and competition prior to departure. 4.6 Attend all judges briefings and meetings necessary to fulfilling the responsibility as a selected judge to the competition. 4.7 Liaise with the Team competitor s coach and endeavour to obtain the necessary information to ensure that the athlete is able to achieve his or her personal best. 4.8 Be up to date and have full knowledge of team s current performance, routines and technical abilities. 4.9 Ensure good Team spirit so that all gymnasts may participate and perform to their personal best 4.10 Consult with the Team Manager on all matters and specifically on any problems with individual members of the delegation Prepare a written report on the tour and submit it to the Sport Development Manager within one month of return. Page 8 of 10

9 ANNEX A - INDEMNITY FORM To: Singapore Gymnastics I, (Name of Gymnast), (NRIC/ FIN No.), residing at (Address), wish to participate in the (Name of Tour). 1. I warrant that I am in good health and have no physical condition that would endanger my life while participating in this travel. 2. I acknowledge that, a) I have read and understood the selection policy (if any) for the above-mentioned tour. b) I will ensure that all costs (if any) associated with the said tour will be paid for in full prior to the departure date. c) I have understood and will abide by all SG policies. 3. Whilst reasonable precaution will be taken by SG and its agent(s) to ensure participants safety, I understand that as a participant, I take part at my own risk. SG and its agent(s) will not be held liable for any injury or death arising from participating in the travel or for any loss of or damage to my property occurring in the course of the travel, except for such injury or death that is caused directly by SG s or its agent(s) breach of legal duty of care. 4. In consideration of SG allowing me to participate in the travel, I undertake that if, in the course of the travel, I deliberately or negligently cause any injury (whether fatal or otherwise) to any person or any damage to or loss of any property of any person, I shall indemnify SG if that suffering person makes claims or takes actions against SG or SG has to pay for costs or expenses. 5. I represent that I am at least 18 years of age, or that, if I am under 18 (minor), my parent/ legal guardian has signed below. Yours Faithfully, Signature of Gymnast, Date To be completed by Parent/ Guardian only if athlete is under 18 years I, (Name of Parent/ Guardian), (NRIC/ FIN No.), am the parent/ guardian of the abovenamed child/ ward. I consent to my child/ ward taking part in the abovenamed tour and agree to the waiver and indemnity that are set out in this document. Signature of Parent/ Guardian, Date Page 9 of 10

10 ANNEX B ATHLETE S DECLARATION OF MEDICATION STATUS Competition Name: Athlete Name: I declare that (please tick appropriate box): Sport: Athlete NRIC: I am currently NOT TAKING ANY MEDICATION/ DRUGS for any medical condition or any other reason. I am currently TAKING MEDICATION/ DRUGS/ HEALTH SUPPLEMENTS REGULARLY OR OCCASIONALLY. The details of which are below: Name of medications/ drugs/ supplements (e.g. Ventolin, Vitamin C): Medications Supplements/ Vitamins (include route and dosage) (include route and dosage) Medical condition/ reason for taking medication/ drug (e.g. Asthma): Name/ address of medication source (e.g. Clinic name and address): I am aware of my responsibilities under the World Anti-Doping Agency (WADA) Code and that I may be subjected to Doping Control tests during in-competition or out-of-competition periods. I am aware that nutritional supplements may possibly contain banned substances not listed in the ingredients, and that consuming any such supplement would be entirely at my own risk. Should there be any changes or additions to my medication status as declared above, I undertake TO INFORM THE TEAM MANAGER AND/ OR MEDICAL STAFF BY SUBMITTING A FRESH DECLARATION. Athlete s Date: Signature: Below sections to be filled in only for athletes under 21 years of age. Parent/ Guardian s Date: Signature: Parent/ Guardian Parent/ Guardian Name: NRIC/ FIN No.: Parent/ Guardian Parent/ Guardian Contact No.: Page 10 of 10