Terms & Conditions
1.Dundee Hawkhill Harriers welcomes membership applications from any person irrespective of their age, nationality, race, ethnicity, religion, gender, sexual orientation, disability, occupation, or political or other beliefs
2. New Members. A subscription fee is payable on joining the club and on the 1st April each year thereafter. The following criteria will apply to the rates payable dependant on the date of joining:
Date of Joining Subscription Fee Payable Between 1st April – 30th June (Inclusive) Full Annual Subscription Fee for appropriate category. Between 1st July – 30th September (Inclusive) 75% of Annual Subscription Fee for appropriate category + SA Capitation. Between 1st October – 31st December (Inclusive) 50% of Annual Subscription Fee for appropriate category + SA Capitation. Between 1st January – 31st March (Inclusive) 25% of Annual Subscription Fee for appropriate category + SA Capitation
3. Membership Renewal The annual subscription fees are payable on the 1st April each year. Due notice of renewal will be posted on the Club web site and it is each members responsibility to renew their membership timeously. Those who have not done so by 15th April each year will receive a reminder notice by E-mail. Members whose subscription fees are still outstanding around the 27th April will receive a final reminder, and may have their membership suspended. Consequently they may not be eligible for selection to any of the club’s teams or to enter under the name of Dundee Hawkhill Harriers, any individual championship event run by Scottish Athletics Ltd (SAL) or United Kingdom Athletics (UKA). Where membership subscriptions renewals are still outstanding on 30th April, all those concerned will be sent a further email advising them that due to their continued non-payment it has been assumed they no longer wish to be considered a club member and this has resulted in their membership of the club being terminated. This will allow new (junior) members who are on a waiting list to join the club. Please note that annual membership renewal will not be automatic and subject to the approval of executive committee. Dundee Hawkhill Harriers is an active competing club. We expect athletes to compete in competitions appropriate to their events and abilities and when selected to represent the club in any team event.
4. Age Groups for Season (Track Session) 5. 1st / 2nd Claim If you are new to athletics, or currently not a member of another athletic club, your membership status with Dundee Hawkhill Harriers will be recognised as “1st Claim”. If you are already a member of another athletic club you can still join Dundee Hawkhill Harriers as a “2nd Claim” athlete. Your 1st or 2nd claim status is very important as it determines what competitions you are eligible to individually enter and what club you can represent in league matches. It is therefore extremely important that you discuss this issue with coaching / management staff in both your old and new club before submitting your application. 6. Application / Registration Form It is important that you complete ALL SECTIONS of the online registration form whether you are joining as a new member or a renewing current member. This is the most effective way of ensuring that all information held about you is accurate and up to date and that the club is complying with its legal and welfare obligations.
5. 1st / 2nd Claim If you are new to athletics, or currently not a member of another athletic club, your membership status with Dundee Hawkhill Harriers will be recognised as “1st Claim”. If you are already a member of another athletic club you can still join Dundee Hawkhill Harriers as a “2nd Claim” athlete. Your 1st or 2nd claim status is very important as it determines what competitions you are eligible to individually enter and what club you can represent in league matches. It is therefore extremely important that you discuss this issue with coaching / management staff in both your old and new club before submitting your application.
6. Application / Registration Form It is important that you complete ALL SECTIONS of the online registration form whether you are joining as a new member or a renewing current member. This is the most effective way of ensuring that all information held about you is accurate and up to date and that the club is complying with its legal and welfare obligations.
7.The club is affiliated to Scottish Athletics Limited (SAL) and is required to pay an annual affiliation fee for each competing athlete. This is included in your annual subscription fee. This share of the affiliation fee is NOT your membership to Scottish Athletics Ltd. Athletes must register separately with S.A.L. and pay the appropriate individual registration fee if they wish to compete in any event organised under the auspices of SAL. You can organise membership online at the Scottish Athletics web site (http://www.scottishathletics.org.uk/membership) Any queries regarding S.A. membership should be made to Scottish Athletics Ltd Tel. No. 0131-476-7321.
8. Communication The main forms of communication within the club are by means of E-Mail and the club website. This is primarily because it is more efficient and more cost effective. Information may also be posted on Dundee Hawkhill Harriers Facebook Page or occasionally letters may be given out with specific group information. E-Mail: In order to facilitate email it is important that you include your personal email address in the membership application. In the case of a junior member you should ensure a family or adult email address is the ‘Main’ contact address. Web Site: www.dundeehawks.co.uk The club web site is an excellent means of keeping abreast of what’s happening in and around the club. It is updated on an almost daily basis and should be checked regularly if you want to keep up to date with past and future events. There is no excuse for not knowing what is going on.
9. Codes of Conduct Dundee Hawkhill Harriers operates a Code of Conduct which is applicable to all Club Members and also one for Coaches. You are required to complete the appropriate form i.e. ‘Athletes Code of Conduct’ (for all members aged 18 years or over) or ‘Parent / Carer Code of Conduct’ (for all members under 18 years of age). The Athlete code of conduct can is part of membership and is found at the bottom of the online membership form. By paying membership you are agreeing to abide to the code.
10. DHH Membership No. Each member is allocated a unique DHH Membership No. which will be recorded in your personal online membership account / portal and on the printable membership card accessible from the same account.
11. Change of Circumstances If, during the season there are changes to your personal circumstances, in particular your contact details, please login into your personal online membership account and make the necessary changes. Alternatively notify the Membership Secretary, otherwise it will prove difficult to keep you updated. It is your responsibility to update club regarding any changes. 12. Terminating Membership /Non Attendance at Training (Juniors) Once you become a member of the club your membership will remain in place until you resign by letter or email to the Membership Secretary and this is accepted by the Executive Committee. For junior members as per the code of conduct you need to inform coach / club if will not be attending training for more than 3 weeks. If you do not attend training for more than 6 weeks and have not informed club / coach then you will lose your training place and will be informed of this. Should you wish to return to club you will be placed on waiting list until training space become available.
13. Volunteers / Helpers Dundee Hawkhill Harriers is run by volunteers and as part of your membership, you may be asked and expected to assist those volunteers in some capacity throughout the season. The kinds of duties are likely to include marshalling at Cross Country Races. Parents / guardians of Junior members may be asked to assist with tasks such as assisting coaches on training nights, marshalling at Cross Country Races, helping out on tea tent or other small administration tasks. Please remember the club is are trying to provide the best possible training and competition environment for you and/ or your child to achieve the best they can and enjoy the sport.
14. Payment Subscription Renewals – Can be paid by the following methods=: Online via your personal membership account powered by "Class For Kids". Simply log into your personal membership account and follow the onscreen instructions. If you have any difficulties with this payment method, please contact the membership secretary, at DHHMembership@hotmail.com
New Member Applications – Will also be paid by the above methods but only after the application registration has been approved and an invitation to pay subscriptions has been issued.
15. All organised club sessions need to booked via the "Class For Kids" booking system. All coached training sessions at the RPC are payable monthly in advance using your bank card. This monthly subscription will remain in place until you cancel it. There is no "pay as you go" option.
16. DHH Associate Membership. Anyone attending an organised club session has to, as a minimum, associate with the club for welfare and governance compliance. Club Association is free and meant for non-competing coaches, officials, parent helpers & short term visiting athletes and is NOT a membership of Dundee Hawkhill Harriers. Therefore, this does not have any of the benefits of being an actual club member such as insurance through the club, or reduced track fees on club nights. An online application form must still be completed.
17. Privacy Policy. Dundee Hawkhill Harriers complies with applicable GDPR law