1.Full name of the club
Cambridge University Polo Club
2.Confirmation that the club is affiliated to the national governing body and the contact details of that governing body.
The Cambridge University Polo Club is a member of the Schools and Universities Polo associations, which is an affiliated to the Hurlingham Polo Association, the UK’s national governing body of polo.
Hurlingham Polo Association,
Manor Farm,
Little Coxwell,
Faringdon,
OXON,
SN7 7LW
Telephone: 01376 242 828
Website: www.hpa-polo.co.uk
3.Club Health and Safety Policy
The Health and Safety of all those involved in the club’s activities are the major priority. Polo, like all equestrian sports is a potentially dangerous pursuit. It is essential that all those involved in the club recognise this, and take particular care in following the procedures in place to minimise the risks. The captain and committee conduct a review of the risk assessment and code of conduct at the start of each academic year. It is the policy of the club to ensure all relevant parties are aware of the code of conduct and of changes which may take place to it from time to time. Nevertheless, regardless of the measures taken by the committee to make them very unlikely, accidents are still possible. Potential members are provided with clear and detailed information about the risks involved so that they can make an informed decision about whether to join. The club can not therefore be held liable for accidents arising solely from the dangerous nature of the game.
4.Procedures and guidelines for safe practice in all areas.
If there is an accident, the response depends on the severity of the injury. For minor injuries, First Aid cover is available from Haggis Farm. In addition, members of the club are kept informed of the whereabouts of the First aid kits at Haggis Farm so that very minor injuries can be dealt with by the injured party him or herself. The club ensures this through liaison with Haggis Farm. Similarly in case of more serious injury, at least two of those taking part in a lesson should have a mobile telephone so as to be able to summon emergency existence.
Riding hats meeting Standard BSEN1384 and PAS015 and with a British kite mark or Argentinean polo helmets must be worn by members whenever they are mounted, in line with the HPA’s own rules. Hats are available for borrowing from Haggis Farm for all those who do not have their own. Riding boots or equivalent sturdy footwear should also be worn.
The ability to ride is a requirement of membership of the club. In the first instance this must be stated by those joining by the provision of a signed riding Curriculum Vitae, detailing previous riding experience and level. A form is available to facilitate this. The senior member in charge at the new member’s first lesson or hack should then confirm his or her ability by examining their ability to ride confidently and safely in walk, trot and canter. New members are expected to familiarise themselves with the Code of Conduct, which is posted on the web site and available in hard copy format at sign-up meetings. All members are required to have signed the club’s disclaimer to certify that they fully understand the risks associated with the sport.
Senior members in the club are considered suitable to lead instructional activities for other club members as and when they fulfil certain criteria. They must have at least ten years riding experience, and at least two years polo experience. They must also have attended the coaching seminar the club holds on an annual basis with an HPA qualified coach. The safety of all members is the first priority of the senior members providing instruction. They have an initial responsibility to ensure any beginners are able enough riders to take part safely. They should ensure that the junior members are matched to horses appropriately and according to riding ability. In organising instructional activities, they should bear in mind the measures recommended in the risk assessment to ensure the safety of all participants. If at any time a potentially dangerous situation arises, they should immediately stop all activities until the problem is resolved. Equally should any member be of less than the appropriate ability to take part they should immediately be asked to leave the lesson.
The less senior members of the club also have a role in ensuring the safety of all involved. They should immediately bring any potential dangers they foresee to the attention of the senior member in charge. They should not take part in any activity which they are not comfortable with it. Most importantly of all they should at all time listen and respond to instructions and advice from senior members of the club, especially where they concern safety.
5.Details of Insurance and Liability Cover
The Club’s polo ponies are insured against fire, theft and public liability. The tack is insured against theft. The club has Employer’s Liability Insurance. Through SUPA the club’s activities come under the umbrella of the HPA’s Public Liability Insurance. With regards to personal accident insurance, the club follows the HPA’s lead in recommending that members organise their own cover. Indeed this is stated on the disclaimer signed by all members.
6.Guidelines for behaviour
Members should be courteous and considerate at all times. Specifically they should refer to the procedures for safe practice in al areas, and act in accordance with them.
7.Competency Tests
The club conducts a competency test on all new members to confirm their ability to ride. The senior member at the new member’s first lesson or hack visually examines his or her ability to ride confidently and safely at walk, trot and canter as well as ensuring that the new member is comfortable handling horses more generally. A new member must be able to perform these tasks without cause for concern before he or she can take part in club activities.
8.Disciplinary Procedures
Members who fail to abide by the procedures and guidelines laid down by the code of conduct will find themselves subject to disciplinary procedures. Club members should immediately inform the committee of any breaches, by writing to the captain or other committee meeting. The committee will then decide on the appropriate action. This could range from a verbal or written warning to suspension or even expulsion from the club.
9.Complaints Procedure
It is hoped that the majority of the few complaints which are made can be resolved amicably and informally by the members of the club. If a member does however have a complaint which he or she feels requires a more formal approach, the first option is to write a letter to the captain. If this fails to resolve the issue, the club member may write to the committee. In the last instance the club member may write to the Senior Treasurer or Chairman. Contact details of all these parties are available on the club’s web site and/or from committee members.
10.Club Officers
While the size of the committee is not fixed, there are seven fixed posts which are as follows.
Captain – Responsible for overseeing the smooth running of the club in all areas
Junior Treasurer – Responsible for preparing the budget and helping the book keeper
Sign-up Secretary – Responsible for organising the timetable of club activities
Secretary – Responsible for taking the minutes of meetings and organising matches and tournaments
Health and Safety Officer –Responsible for ensuring the club is fulfilling its duty of care
Pony Manager – Responsible for overseeing the groom’s work and the general welfare of the ponies.
Social Secretary – Responsible for organising the club’s social events.