GBR UT TEAM MANAGER RESPONSIBILITIES (UNIVERSAL TRENCH)

FOLLOWING THE UT SHOOTER MEETING ON SATURDAY NIGHT (12.5.18 at Nuthampstead) PLEASE FIND THE RESPONSIBILITIES OF THE GBR TEAM MANAGER FOR UT SHOWN BELOW.

THIS IS NOT AN EXHAUSTIVE LIST AND CAN HAVE ADDITIONS MADE TO IT BY BICTSF AT ANY TIME.

A CONTRIBUTION TO THE TM POSITION WILL BE MADE FROM THE UT FUNDS IF THERE IS SUFFICIENT FUNDS AVAILABLE.

THE UT DIRECTOR WILL ADVISE WHEN THE END OF YEAR ACCOUNTS ARE COMPLETED.

It may be that we come back and cut some of the old bits out from when teams travelled as one. But for now you have the full details to read.

 

B.I.C.T.S.F.
GUIDE TO BRITISH UT TEAM MANAGEMENT AND RESPONSIBILITIES

 

The Board’s Officers are here to help you – use them.

RESPONSIBILITIES PRIOR TO DEPARTURE

1. BICTSF’s Board of Management will approve the Team Manager (TM) on an annual basis. Once the teams are selected, they will be provided with appropriate forms by the Board’s Secretary for each team member to complete. That document must be completed in full, without exception

Note
The document will contain sections for completion by each team member and will consist of their full names, address, home and work telephone numbers, date of birth, passport number, shotgun make, model and serial number and shotgun certificate details for the weapons that they intend to take abroad. Events held under the auspices of FITASC are ‘open’ competitions and it is therefore permitted for shooters to be accompanied by a spouse, partner or parents. The TM’s responsibility is solely for the GB team. Other shooters from the UK travelling to the event are not the responsibility of the TM and will need to make their own travel arrangements.

2. It is the TM’s responsibility to be aware of the travel arrangements of all their team. (Flight dates and hotels stayed at) at least one week in advance of the departure date. Currently the team member’s contribution is a maximum of £250. This payment is not guaranteed and depends solely on the available UT funds at the end of the season.

3. The TM will be provided with badges and ties for all new team members. He will also provide team members with details of the current dress uniform and shell tracksuit, with information with regard to where the latter can be obtained.

4. The TM will be responsible for having the name, address and telephone numbers of all GBR team member travelling abroad as part of the GB team.

5. As TM, you will need to be aware if there are any peculiarities of paperwork needed regarding the country the team will be visiting, if outside of Europe. If new to the TM job, it is your responsibility to seek guidance from the BICTSF board regarding the country to be visited, or to check with the embassy for that country in London or (if applicable) any other city in Great Britain where there is an embassy office, as to what the requirements are for our national shooting team to visit their country or pass through it en-route to another destination. Explain who you are and the purpose of your visit to their country and obtain details of their procedures in writing if possible.


Note
Virtually all nations will have some type of documentary formality, when tourists enter their country with a firearm. Most have special conditions or requirements, such as lodging weapons with their Customs Office at the airport, while the teams are on a 24 hour stop over en-route to another destination. Some have an arms embargo altogether. Some have a system of registration for all firearms entering their country. European countries accept the EFP (European Firearms Pass). It is becoming common that a payment is required by the Customs /Police Office when you enter a country or put shotgun on an airline flight, this payment is the responsibility of the team member.

Each country is different, so it is imperative that you check and double check, to ensure that you minimise the problems when you arrive. You must always bear in mind that quite a few nations do not speak English, so the more you do before you leave, the less you will have to do when you arrive. Even then, that is no guarantee that everything will go smoothly, so always ensure that you obtain whatever you can in the way of documentation from the embassy in question.

While speaking with the embassy, you will also need to establish whether a visa is required for the trip. In the case of Australia, a visa is definitely required and can be obtained from the Australian Embassy in London. It will only take one day, but you have to attend in person. Some embassies are badly informed about firearms and will often try to sell you documentation which is no good, so check with persons, managers or team members who last visited any countries in question.

If there are any special requirements to be met, immediately inform all of your team members and other officials of the details and ensure that they carry out the instructions to the letter. We suggest that is done in writing, so that there is no confusion.

6. The TM will be required to make contact with HM Customs at your departure airport, to ensure that one of their officials is present to inspect all firearms and certificates prior to departure.

Note
HM Customs officials will want to check all weapons leaving this country, to ensure that they are smooth bore and meet the requirements under our shotgun/firearms legislation. Each shotgun owner will have to produce his or her certificate and shotgun, to verify the make, model and serial number and to confirm that the details on each certificate are correct.

The Board suggests that you make a full list, from your completed forms of all person travelling, passport details, gun details and certificate details, as it may save you time at the airport.
When travelling to Europe all shooters must have their EFP and SGC with then at the airports.

7. All team members should have a lockable shotgun case, in no circumstances will a gun slip be used. All team members should check with the airline they are using to inform them that they are travelling with a shotgun and ask if there are any special procedures for checking in shotguns.

8. Under no circumstance book any flights with Ryan Air as they do not transport guns.

9. It is preferred that ammunition is bought at the range or local gun shops when you arrive at your destination.
Note
The carriage of ammunition on flights causes more problems than that of firearms and many airlines are reluctant to accept them. Mindful of the situation the Board have made a decision that no cartridges are to be taken by members of the GB team party. It is expressly forbidden by airlines to put cartridges in hold baggage. You must inform all of your team members of this fact, so that they can organise an alternative method of getting their cartridges, if sponsored, to the country in question, otherwise they will need to have sufficient money with them to buy them there. Please remember that ammunition is the responsibility of the team member and not the TM.

Always make sure that you arrange for the airline to fax you or someone with a fax, all information and obtain the name of the persons that you speak to on the telephone, so that you can refer to him or her if there is a problem when you arrive at the airport.


10. Anyone travelling as part of the GB team party must make their own arrangements for travel insurance, this now includes team members and officials. The TM will need to be advised of everyone’s insurance details. Normally NGB membership (like CPSA etc) will be sufficient unless going to USA, in which case each member has to inform their NGB separately. Please note anyone travelling with the GB team party is responsible for the insurance of their shotgun whilst in transit and abroad.

11. You will find a credit card invaluable for any emergencies, but please obtain receipts for goods purchased otherwise you will need to produce your credit card statement to prove your breakdown of accounts.

12. Obtain team pennants from the Board’s Secretary. These are provided on the basis of two per team member in a team whilst on the podium to exchange with the other team medal winners. Individual medal winners will also be given two to exchange with the other individual medal winners.

13. Email all team members to remind each of them not to forget their passport, shotgun certificate and European Firearms Permit, shotgun and any other items that they will need for the trip. Remind those who have not travelled with the team before, that they must use a hard case for transportation of guns abroad.

Inform each team member, officials and all other representatives travelling on the Board’s behalf, that it is a compulsory requirement that they wear the GB Team dress uniform when instructed by the TM (Opening / Closing ceremonies or Podium wins).

14. Obtain a supply of headache and diarrhoea tablets, but nothing containing codeine or a banned substance.

15. Remember to take a notebook with you. It will be helpful for keeping the team and individual scores, as well as those of competitor teams. It will also serve as a reference to any comments that you wish to bring to the attention of the Board on your return.

Note
You must keep details of all the money spent on the Board’s behalf on any emergency whilst on the trip and you should itemise each purchase that you have made. Receipts must be obtained where possible, as if the Board are in doubt as to the validity of the claim, it will not be paid.


The next 2 sections (At the Airport and Arriving abroad) are guides for if the team is travelling together and have the same flight, hotel and hire cars. These days most of the team members travel separately with their own family or friends, but the principles apply to anyone passing into another country with shotguns.

AT THE AIRPORT

1. The team is now your responsibility and you should ensure that they conduct themselves at all times, as good ambassadors of our sport and Great Britain.

2. It is recommended that you arrive in the vicinity of the check-in desk at the airport of departure, at least ½ hour before any of the team are due to arrive and the team should be there at least two hours before departure.

3. Arrange for a porter and trolley and when the team members start to arrive, separate all of the guns onto that trolley. If you have more than ten in number travelling, try to arrange for a group check-in.

4. H M Customs or Special Branch may wish to be present at the check-in, or you may have to transport the guns to Customs. Give your list and suggest they may only wish to check a sample few rather than the whole lot – this sometimes works and saves time.

5. It is the Managers responsibility to look after the team members needs. Special attention should be given to persons who have never travelled with the team before, juniors and ladies travelling by themselves, or anyone with the team who has a particular problem and may need your assistance. Remember harmony, a balanced approach and good manners achieve more than conflict. Ensure that all of your team are through the passport control, before you go through yourself.

ARRIVING ABROAD

1. Once you and the team members arrive at your destination, always enter through the red channel with the weapons. The Customs Officers, should be expecting your team arrival (no doubt other teams will already have been through the system) and will deal with your entry into their country in their own way. If you have obtained any written documents from the embassy in this country, present them to the Customs officials and comply with their wishes, without question. Getting through Customs in a foreign country can be rather laborious, but it is better to say nothing than cause a fuss. Always remember, remain with the Customs officials until all of your team members are clear and expect anything to happen, despite any documentation you have.

2. Assuming that travel arrangements have been made for your transportation to the hotel, make sure that all of your team members and their equipment are present before you leave the airport.

3. Before you arrive at the hotel, have the room allocation worked out and tell all of the team members what is happening. When you arrive at the hotel, ensure that rooms are allocated accordingly and make sure that you know the room numbers for each team member and officials. Obtain details of how to use the internal telephone system and how to make an international call. That way, you can get in touch with your team members when you need to and you can inform them of what to dial when they wish to telephone home.

4. Ascertain where the restaurant is located, what time meals are served, where the bars are located, closing times of the bars and whether the hotel run an early morning alarm call service. Also, obtain any other relevant information that you feel will assist you in carrying out your duty in caring for the team members needs.

5. If you arrive in reasonable time, it is advisable to attend the shooting ground that day, to ascertain the best way of getting from the hotel to the ground. Also, to check that the teams are entered into the event and pay for them (if they are not already pre-paid) book any practice for the teams and generally make yourself known to the officials and organisers who are staging the event.

6. The Board has no rules regarding whether team members should eat in the same restaurant, what time they should retire at night or whether they should drink alcohol. They should be reminded they are not on holiday and they are there to do a job of work. However, tact and diplomacy are needed, because some people work better with a little alcoholic refreshment inside them or by staying up late at night. Common sense must prevail here, but it is up to you to ensure that, the shooters performance and the teams’ performance is not impaired by their behaviour. In addition, they should be told that they are ambassadors of our country and their behaviour not only reflects upon themselves but their teammates and Great Britain.

Note
Under no circumstances, are you to permit the junior members of the team to consume alcohol if they are under 18 years of age. It is further suggested that you do not permit the juniors to go off in search of young female company. The TM is in ‘locum parentis’ for all juniors whilst part of the team and is legally responsible for their safety.

7. Make sure that you are the last person to retire for the night and the first person up in the mornings, even on practice days. If you feel that it is necessary, wake up the team members yourself to ensure that they are not late for their starting times. However, make it clear to all of them that it is not your responsibility to ensure they are at the layout on time it is theirs.

AT THE GROUND – Championship requirements.

1. In the case of FITASC events, you may be required to sit on the Jury and generally assist in the setting of targets on one or more of the layouts, with the assistance of Managers from other countries taking part in the event. You are entitled to have your say, so do not be frightened to state your case if necessary. Always ensure that any discussions are translated into English, as the official language for FITASC is French.

2. Remember that the team and officials must wear GB dress uniform when attending the opening ceremony of the event. There are no exceptions.

3. Once the draw has been carried out, obtain a full set of squad sheets, starting times and layout locations for your team members. When you have a quiet moment, it would be advisable to circle the start times, squad numbers and layout details, which are applicable to your teams. Inform them of the travel arrangements, times, etc. that you intend to implement during the competition and make sure that they all fully understand those. Remind them that if they are late, targets will be lost and that will obviously jeopardise the teams’ chances of winning a medal.

4. Always make sure that the team members inform you of their whereabouts if they leave the shooting ground.

5. Once the competition starts, note the scores achieved by your teams and individuals in the notebook that you took with you, but be careful whom you tell about scores and positions. Some of the shooters do not like to know how they are performing in relation to others in the competition and they could become quite angry if you attempt to put additional pressure on them by mentioning it. Obviously, if any team member asks you for information about positions or scores, you are free to advise them accordingly, if you feel that it is appropriate to do so.

Note
Always be at the ground when the competition is in progress, especially if any of your team members are shooting. Be ready to offer assistance, sympathy, encouragement or advice, if a team member is in need of some but common sense is needed here, so do not be too pushy if you feel that the team member wishes to be left alone to get on with things by themselves. To a degree, rely on feedback from the shooter.

6. In the event that any of your team members is subjected to an anti doping test, go with them if appropriate or asked to do so, witness the test and the sealing of the bottles.

7. When the competition has been completed, all team members, Manager and officials representing the Board, must attend the prize giving in GB dress uniform. No exceptions will be made. Remember it is an honour to wear the GB uniform.

8. During the course of your visit overseas, there may be a situation where the entire team is invited to a reception or cocktails. It is important to remember that it is discourteous to the host, if the team do not attend. Therefore, it is your responsibility, to ensure that all team members attend those functions and they must be in GB dress uniform when they do so.

9. Once the Championship is concluded, email the Board’s Secretary with results of the event. Also make sure that all debts incurred by your teams at the ground and the hotel are paid before you leave.

10. BICTSF’s Board of Management demands that GB team member’s behaviour is exemplary. All team members will have signed either the BICTSF Code of Conduct and are therefore aware of what standard of conduct is expected of them.
Incidents do unfortunately occur when someone’s behaviour dictates that disciplinary action needs to be taken against them. The TM is authorised by the Board to take whatever action is considered necessary at the time for minor incidents. However, in the case of a serious incident it is recommended that the TM seek the advice of the Board’s Chairman or Secretary before taking action. A full written report of the incident in all discipline cases must be submitted to the Board’s Secretary immediately upon arrival home.

RETURNING HOME

1. When travelling home, the wearing of GB team tracksuit applies and you must return through the red channel when you arrive back in Britain. Customs will again wish to check that all of the shotguns conform to our laws.

2. Your responsibility for the team ends when everyone clears Customs, but there are still other formalities. You will be required to provide a written report of the trip, together with a copy of the official scores printout, to the Board’s Secretary and the Chairman of the appropriate Board’s sub committee, for the presentation to the Board at their next meeting. Any major problems, report by telephone.

3. Prepare a complete itemised breakdown of accounts for your out of pocket expenses which were incurred on behalf of the team within 10 days of return. Receipts are required for all expenses, but if some are missing, explain why in writing when preparing the accounts and try to get it past the Treasurer if you can.

4. Inform the Board’s Treasurer of what costs you may have incurred on behalf of the ‘extras’ and liaise with him on charges to be made for hire cars etc.

  

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