How the Interest/Application Process works

This is a new, developing, program which aims to improve membership interest registration and membership application.
The screen you have started on asks you to provide the most basic details about you/the person concerned
We aim in general to acknowledge what you tell us by email return, so the email field is most important

The exact sequence of events then will depend on the age of the person concerned.
The first thing to clarify is that we cannot accept persons under 8 years old as club members. This is not our choice, but a consequnce of UK Athletics rules with regard, amongst other things, to liability insurance


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If you are seeking second-claim membership

Application Process

Advise the secretary of your circumstances, and fill in the application form specifying 'S' in the 'Type of Membereship' field and pay the fee at the advertised rate.



General Remarks if in doubt about First-claim Registration

Most athletics clubs like Rotherham HAC are affiliated to UK Athletics
We pay an affiliation fee for separate disciplines: track and field; road running; cross-country; and trail running
An athlete can be a member of any number of clubs, but the general rule is that whatever club he/she first joined (and stayed joined with) is their first-claim club for disciplines that club was affiliated for.

It is possible to have’ dual first-claim’ registration
eg If a member of “Newtown RR” joined us, and Newtown RR affiliated for road and trail only, that person could run road and trail for Newtown as first claim, and cross-country and track & field for RHAC as first claim. This will not be common.

It’s difficult to be sure, as circumstances may well be different in separate cases.
The commonest scenario is that a number of general running clubs do not affiliate for track and field, allowing their members to represent another club first-claim in that discipline.

There is a possibility that Fell-running Clubs, and Triathlon Clubs do not affiliate for, say, cross-country or another- though most will affiliate. It is worth checking out an individual case.

However, Rotherham HAC has no affiliation for fell-running or triathlon, so it is quite possible that a runner could transfer membership to RHAC and still compete as a first-claim fellrunner or triathlete elsewhere

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If you are considering transfer to RHAC from another club

I general we accept membership applications from athletes who are members or ex-members of another club

You should go ahead to make a normal application but enter your ex- or current club in the ‘Current Club’ section of the application form.

Much of the process (which you must initiate online) is automatic these days, but you should tell our secretary whether you have resigned from the former club, and whether your resignation has been acknowledged.

You should do this in the ‘Current Club’ field or by separate email to the secretary.

Notes
You should not delay your actions if you are intending to compete for RHAC in club teams or competition as there will be a date from which you are eligible to do so.

If you intend to remain a member of another club, see ‘Second Claim Membership’ above



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If you are a senior applicant (ie over 17)

Sorry, this is loading from 25/4/17 and will develop into May

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If you are applying or registering for a young person (under 17)

Sorry, this is loading from 25/4/17 and will develop into May


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What happens next and when should I pay?

Sorry, this is loading from 25/4/17 and will develop into May

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How can I get family membership?

For two or more family members joining the club, there are ‘Family Memberships’ available which permit a relatively minor reduction in fees for the second, third etc, member.

There is no automatic adjustment, each application is treated individually by the secretary (contact details on main ‘Membership’ page of the website)

You should pay the normal fee for the frist joining member (unless already a member) and discuss the second etc

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What is the EA Licence?

This is sometimes referred to as EAN or URN or 'Competition Licence'. It is the unique number you get when you are individually affiliated to England Athletics.

You may already have am EA Licence (such as in the picture). It costs currently (2/17) £14 per annum.
RHAC pays the annual fee on your behalf as part of your membership fee (on joining or renewal), so inform the secretary if you have one already

The main features of being registered are that:
•you get into races without the £2 surcharge
•.....race entry used to refer to 'unattached runners' - ie not club members, but now it should be 'unlicenced runners'
•you can be entered in club teams (without it you can't)

•you can run in the South Yorkshire Road League (without it you can't)
•same for cross-country, track and field
•there are some incidental advantages such as merchandising

There is a wealth of information at www.englandathletics.org



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What we do with Medical Information

Medical Emergencies are few and far between, but they can, and do occur.
Relatively common ones like asthma or diabetes may well be under control but even so the more demanding environment of running or training can be a serious challenge.

We therefore need you to inform us of any known problems.
For better providing information to our coaches etc we require this data field to be completely empty unless there is some real medical information (ie we do not want such as 'not applicable' etc). This is explained below

Any and all medical or disability information supplied is confidential and will be seen only by the following people:
•the club secretary (ie chief executive)
•the club membership secretary
•the club Information Technology manager
•the club Child Protection Officers by request
•the lead coach of the training group the individual is in (if that applies)

It is our practice to allow access to data such as names, contact details, and age groups of club members to a number of coaches and team managers; in those cases it may be indicated that there exists medical information supplied, but not the detail

The auto buttons on this input field are to ensure that nothing is stored unless real information

None of the details held in our data tables are available to general club members or to members of the public.
If we receive an external request for a member's contact details, we do not comply (though we may inform the actual member that someone else has asked about them)



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Summary of RHAC Club Policies for Members

Rotherham Harriers & AC Club policy to comply with the GDPR update to the Data protection Act; Effective from May 2018.
The club will adhere to the following principles of the Data Protection Act
• Member Data will be processed and stored securely; on a database in an access controlled area of the club website using encrypted passwords & established DP principles.
• The accuracy of the data will be verified when a new member joins & and will be checked / updated annually at the time of membership renewal.
• The club will only use the data for the purposes described below. The club will not use the data for any marketing purposes or pass on the club data to any 3rd parties outside the sport as listed below.

Member data will be defined as 1 below, & used & shared as follows:-

1. In becoming a member of Rotherham harriers & AC we will collect information about you which will include your name, date of birth, gender, your EA registration number (if one is needed), address, email address, home and mobile telephone numbers and any medical or medicinal information about you that may be needed to ensure your safety.

2. When you become a member of, or renew your membership, with Rotherham H&AC you can also choose to be registered as a member of England Athletics (you will have to register with England Athletics if you ever compete for the club and are aged 11 or over). If you consent to this by checking the box on the on line application form, we will provide England Athletics with your personal data which they will use to enable access to an online portal for you (called myAthletics). England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact dataprotection@englandathletics.org.

3. Your data will be shared with club coaches and officers / officials - so they have medical and contact information in case of emergency; and also for other events eg social events.

4. Your data will be shared with club team managers so they can enter you in club teams for events. We will use email, telephone and SMS to contact athletes / parents

5. Your data will be shared with the league administrators for leagues you compete in, County, Area and National competition secretaries / administrators - if you are invited / selected to compete for representative teams.

6. Your data will be used for sending out club communications and enewsletters (You can withdraw your details if you do not wish to receive the enewsletter should you wish to do so)

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