In order to be a member of ESSF as an SSA, you'll have to follow some requirements. In return, you will get some rights.
Membership Requirements for ESSF
In order to be a SSA, a number of conditions must be met. The ESSF is the umbrella organization and, in addition to the association manager and the trainer, is the point of contact for a SSA. The ESSF has conditions that a SSA must meet in order to fall under their umbrella. If, as a SSA, you want to make use of the facilities of the SSC, then the SSA must meet the following criteria:
- Recognition by ESSF
A SSA must be approved by the ESSF. Where a SSA is recognised by the ESSF, it must in any case meet a number of conditions. These conditions can be found in the HR of the ESSF.
- SSA Membership
In order to be a member of a SSA, a person must have a sports card marked as a "student sports card". All members of a SSA who use the facilities of the SSC (materials, accommodation, structure of the SSC, trainers, etc.) must have this type of sports card. The SSC expects the SSA to have a transparent membership administration that is always up to date in DMS. The rules on SSA membership are further detailed below.
- Policy Plan SSA
Each SSA must have a recent policy plan or a draft version. If these do not exist then this has a very high priority for the SSA to realize or update. The policy plan of the SSA contains a (multi-year) association policy, a technical policy and short term action points. This policy plan is important for the development of the SSA, but also to ensure continuity. In addition, a policy plan is important to clarify what support SSAs receive from the SSC and for what purpose.
- Association manager talks and the ESSF website information
At least twice a year there will be a meeting with each association. The first meeting is between the association manager, the ESSF contact person and the board. The second meeting is with the board, the association manager, the ESSF contact person and possibly the (head) coach. The SSA must coordinate the planning of this meeting in consultation with the (head)coach. The meetings serve as an evaluation of the current season and a look ahead to the future.
The first meeting is an introductory meeting with the new board and will therefore also take place at the start of the board year. In this meeting, the agreements and policy plans with the resulting spearheads of the new board will form the guideline. In addition, the SSC's policy on the SSA will be explained and the information for boards section of the ESSF website will be discussed.
- Board changes within the SSA
As soon as a new board has taken office, the SSA must pass on the change and contact details of all board members to the SSC and the ESSF. We need these details for contact between the SSC/ESSF and the SSA. These details can be passed on to Mylène Grams (email@example.com) and the ESSF (firstname.lastname@example.org).
- Active role within SSC
From all SSAs we expect an active contribution to activities organised by the SSC and the ESSF for (prospective) students. Examples are the introduction week of the TU/e and Fontys and the ESSF Van Lint Student Sports Week.
- Number of members
If an association drops below 20 members, the SSC, together with the ESSF, examines how and whether the association will continue to be supported and whether it still has a right to exist.
- Fulfilment of agreements
If the association does not comply with the agreements, the facilities offered will be questioned, possibly withdrawn or charged. The degree of application of these consequences is at all times reserved to the SSC.
Membership Requirements for SSAs
The SSC as a sports facility is primarily available to students. Within this policy, the flow of new students is very important for the survival of a SSA. In order to ensure this flow, it is important that the SSA continues to consist mainly out of students. This also applies for the board of the SSA. The presence of non-students in a SSA is supported by the SSC, but also immediately limited. All members present at training moments, or when SSC accomodation is used, have to have an approved sports card. You can find a list of all approved sports cards in the attachments of this page.
If you want to keep members that aren't students anymore, there is a possibility for a board to apply for a 5-year arrangement in exceptional cases. In this way graduates can, under certain conditions, remain members for a maximum of 5 years and thus transfer their expertise to the new student members. Of course, this is not just about transferring expertise. Members can also stay for safety reasons or to complement a team.
In return for following the requirements, SSAs obtain the right to:
- Use the subsidies that ESSF provides
- Be represented in their interests by the ESSF to third parties on the national and local level, including to the TU/e and Fontys
- Receive (financial) help from the SSC regarding materials, trainers and accomodation, at the discression of the SSC
- Get Board Grants through ESSF
- Participate in ESSF-organized events