In this section
General Information
BUCS League and Cup Competitions
All BUCS fixture administration is done through the Team Hallam Sports Club Administrator. This includes but is not limited to; match scheduling, organising transport and accommodation and booking facilities. The majority of clubs will take part in the weekly Wednesday BUCS league though some sports (e.g. American Football and Futsal) have their fixtures during the weekend.
Fixtures
The fixtures for the year are available on BUCSPlay from late July onwards but a confirmation email is sent out to Chairs and Captains from the Club & Performance Sport Administrator every Friday detailing the fixtures and transport information for the following week. Any further changes to fixtures or transport after Friday will be communicated to clubs directly via Whatsapp. Chairs and Captains are asked to check the following information (it's the team's responsibility to ensure that these details are correct):
Home fixture - start time, opposition, venue
Away fixture - start time, opposition, venue, transport details (departure time and bus size)
Home teams should arrive at the facilities in good time for a warm up and to get ready.
All buses for away transport depart from outside the HUBS and teams are asked to keep the emergency exits clear whilst waiting for transport. We ask that teams arrive AT LEAST 15 minutes before the stated departure time so that the buses can leave on time. Transport has to be organised in the most cost-effective way so you may experience some delays at venues in waiting for other teams when sharing buses.
If there are any problems or queries regarding the fixtures or transport, please contact the Club & Performance Sport Administrator.
Results
Results of all fixtures MUST be inputed on to BUCSPlay before 12noon on the next working day (normally either a Thursday or a Monday). After any fixture, you should send your result to Maz Veater on?07785 449134, or via your Whatsapp group.
It's also important that you identify the Hallam team you are giving the result for i.e.Mens 1st Football - Hallam 3 Loughborough 0. Some sports require extra details so please send these in as well (e.g. Rugby - no. of tries, no. of conversions, no. of penalties. Squash - game results as well as match results etc.). If you think any score has been entered incorrectly on BUCSPlay, let the Club & Performance Sport Administrator know.
Rearranging Fixtures
If you are struggling to play a fixture, please let the Club & Performance Sport Administrator know as soon as possible! This must be at least 48 hours before the fixture (Monday 12noon deadline for Wednesdays, Friday 12noon deadline for weekend fixtures) - please explain why you'd like the fixture to be moved and any potential dates that would work for a rearrangement. If we are notified in time we may be able to rearrange the game but there is no guarantee. Dates of games can only be changed if both Universities agree to the change, otherwise fixtures will remain in place and the game must be played on the date specified on BUCSPlay. Failing to play a fixture will lead to a walkover - please see the Captain's Training Guide for more information on Walkovers.
Team Sheets
Team sheets are a requirement of BUCS leagues and competitions as per the rules and regulations. BUCS were pretty lenient in the 2021/22 year as it was the first full year of using BUCSPlay post covid, but they will be clamping down on this for the 2022/23 season and carrying out regular checks to ensure they are being completed. Any teams found to not be completing their team sheets will face disciplinary action from BUCS in the form of docking points and monetary fines. Any monetary fines will be passed onto the clubs directly, with this cost being taken out of your Club Account.
It is a Captain's responsibility to check the oppositions team sheet before beginning each fixture. They should ask each player to present their student cards and check this against the team sheet (online or paper copy). If there are any players present who aren’t on the team sheet or who do not have the necessary identification, a Captain is within your rights to complete a Playing Under Protest form before playing and can submit this to the Club & Performance Sport Administrator following the fixture. More information on Playing Under Protest can be found in the Captain's Training Guide.
If a Captain is unable to complete the team sheet online, they MUST complete a paper team sheet.
Officials
All information relating to match officials can be found here.
Your Week
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Monday
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Let the Club & Performance Sport Administrator know if there are any problems with Wednesday's match by 12noon
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Make sure appropriate officials have been arranged for your fixture
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Weekend fixtures: send in results and report in any problems, accidents or disputes
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Tuesday
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Wednesday
GAME DAY
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Check emails/whatsapp in case of cancellations
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REMEMBER: playing under protest form, student ID
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Arrive at venue/HUBS in good time for the fixture/departure!
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Verify team sheets with opposition before kick off
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Get a win for Team Hallam!
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Send the result to 07785 449134 (e.g. Men's 1st Football, Hallam 3 Loughborough 0)
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Thursday
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Report in any problems, accidents or disputes from the previous day
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Any playing under protest forms to be sent to the Club & Performance Sport Administrator by 12pm
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Friday
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Receive weekly email confirming fixture start times, venues and travel arrangements
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Check and confirm these with your teams, inform the Club & Performance Sport Administrator if there are any problems
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Transport
Transport for away league fixtures is organised by the Club & Performance Sport Administrator and is confirmed with Captains and Chairs during the week before a fixture. This is fully funded by Team Hallam and the regular transport style will be buses and mini-buses. Trains and cars may also be organised on the odd occasion whereby a bus cannot be secured for you. This will be coordinated by Team Hallam. Transport will not be organised for fixtures hosted in Sheffield. A shuttle bus service is available for transport to the Sports Park on a Wednesday as this sits on the Sheffield/Rotherham border. The current timetable can be viewed here.
Transport for BUCS Events
If you are competing in a BUCS Event as part of a club (e.g Athletics attending the Outdoor Championships) and have a current Team Hallam membership, the Club & Performance Sport Administrator will work with the Club Committee to arrange appropriate transport to and from the event. If there isn't enough athletes taking part in a competition to fill a minibus, the club should organise alternative transport to the event (train, car or public bus) and will be able to claim the expense back through the Club Finance System. Please talk to your Club Treasurer regarding the process of claiming transport costs.
- Team Hallam will pay 45p per mile for the first 100 miles and then 25p per mile after that (per single trip). All trips cover the mileage from the HUBS (S1 2QQ) to the postcode of the venue, and vice versa. Only drivers who have registered on the Team Hallam website can claim money back for trips.
If you are competing in a sport that doesn't have a club at Sheffield Hallam University (e.g Karate), you are expected to cover all transport costs required for your event. If you are struggling to cover these costs, please contact sport@shu.ac.uk and a member of Team Hallam will contact you to discuss your options.
Transport for Non-BUCS Events
If you would like to arrange travel for a non-BUCS event or competition, all costs must be covered by the club. You can request transport by completing the booking request form here. In the additional information/requests box, please include any relevant information from the list below:
- Buses: any specific storage requirements
- Trains: details of any passengers who have valid railcards
- Hire Car (Enterprise): type of vehicle (3 seater, 4 seater etc.), driver information - full name, date of birth (must be 21 and over), address, contact number, license number
Accommodation
BUCS Fixtures
In the unlikely event that your BUCS fixture would require you to depart or arrive back in Sheffield during unreasonable hours (before 5:30am and after 1am), the Club & Performance Sport Administrator will offer to book accommodation for your team to stay in overnight. All costs of accommodation will be covered by Team Hallam.
BUCS Events
Accommodation shall be provided for any student athlete taking part in a BUCS Competition outside of Sheffield that spans more than 1 day. The Club & Performance Sport Administrator will work with Club's to book adequate and appropriate accommodation. Team Hallam will contribute £15 per person per night towards any accommodation costs.
More information on the policy and process for booking accommodation for BUCS Events and Competitions can be found here.
Non-BUCS Fixtures or Events
For any non-BUCS fixtures or events, the Club is responsible for booking any accommodation required. Team Hallam is happy to provide assistance if the Club required. Any payment required for accommodation should be made through the Team Hallam website - contact the Club Sport Coordinators who can discuss this further with you.
Trips
Team Hallam staff must be made aware of all trips being organised before they are booked. Teams and athletes must fill in a Trip Registration Form for all trips and sporting events other than weekly Wednesday BUCS fixtures. If the sports activity is on Sheffield Hallam property i.e. sports park, teams need not complete a form. It is extremely important that these forms are completed as they will provide you with security protection cover and out of hours contact numbers (regular hours: 9am-5pm Monday-Friday) in case of transport problems or other emergencies. Trip registration forms can be found on the Team Hallam website under Club Committee Resources. These trip forms must be returned to Team Hallam staff 2 weeks before you are due to leave for your trip along with a completed risk assessment.