Clerk of Course
1. Description
The Clerk of the Course may also be the Secretary of the Event and may have various assistants.
The Clerk of the Course is responsible for conducting the event in accordance with the applicable regulations and should remain in permanent communication with the Race Director.
The Clerk of Course is to coordinate and support the Area Managers during the running of Speed Week. There are area managers for each major activity undertaken by the committee and these people are responsible for the day to day management of their specific activity areas.
- Race Control - Race Director
- Pre-Stage Area - Marshal
- Tracks 1 & 2 - Chief Starter
- Timing Van - Chief Timer
- Timing Slips -
- Race Control- Race Director
- Technical Inspection - Tewchnical Chairman
- Technical Inspection - Chief Car Inspector
- Technical Inspection - Chief Motorcycle Inspector
- Impound - Impound Marshall
- Registration - Entry Registrar
- Registration - Event Secretary
- Lake Entry -
2. Responsibilities
The Event Secretary is responsible for the organisation of the Event, overall control and coordination of the event and to manage the safety of officials, competitors and the general public, and all announcements required in connection with the event..
They shall ensure that the various officials are familiar with their duties and provided with the necessary equipment to preform their tasks.
3. Duties
In particular he shall, where appropriate and in conjunction with the Race Director:
- generally keep order, in conjunction with authorities that have undertaken to police the Event and who are more immediately responsible for public safety;
- ensure that all officials are at their posts;
- ensure that all officials are provided with the necessary information to enable them to carry out their duties;
- control Competitors and their Automobiles and prevent any disqualified, suspended or excluded Competitor or Driver from taking part in a Competition for which they are not eligible;
- ensure that each vehicle, and if necessary, each Competitor, carries the proper identification numbers in accordance with those in the Official Program;
- ensure that each vehicle is driven by the proper Driver, marshal the vehicles in such categories and classes as are required;
- bring the vehicles up to the Starting Line in the right order (Pre-Stage Marshal) and, if necessary, give the Start (Chief Starter);
- convey to the stewards any proposal to modify the Official Program or regarding the improper conduct of or breach of rule by a Competitor;
- receive possible protests and transmit them immediately to the stewards, who shall take the necessary action thereon;
- collect the reports of the Timekeepers, Scrutineers, Track Marshals, together with such other official information as may be necessary for the determination of the results;
- prepare, or ask the Secretary of the Event to prepare the data for the stewards' closing report regarding the Competition(s) for which they were responsible;
- within the context of International Competitions, supervise access to the Reserved Areas to make sure that no person who, as determined by the international Authorities, does not respect the Code of Good Standing has access to these Reserved Areas.
3.1 Volunteer Instructions
Make sure you sign the Volunteers Book next to your name.
The morning session is from 8.00am to about 12.00 noon.
The afternoon session starts at about 1.00pm till 5.00pm or close of business on that day.
You must be ready to start your shift at these times.
Make sure you have a hat, sunglasses, sun cream, snacks. Water is provided from the esky at the Registration Caravan and there are portable toilets through out the pits.
Please read this information about avoiding Dehydration and recognising Heat Exhaustion or Heat Stroke.
3.2 Documentation
The Clerk of Course shall administer and be the custodian for all the rules and regulations pertaining to the event. He shall be responsible for the annual review and maintenance of these documents.
3.2.1 Membership
- Membership Application
- Membership Renewal
- Proxy for Annual General Meeting
- Rookie Orientation Booklet
3.2.2 Entry forms
- Speed Week Entry Form
- Speed Week Additional Class Entry Form
- Speed Week Junior Entrant Entry Form
- Deed of Appointment of Temporary Guardian
- Speed Week Entry Form Policy
- Junior Entrants Policy
- Hazardous Materials Register
- Speed Week Entrant Liability
3.2.3 Technical
- Car Technical Inspection Form
- Motorcycle Technical Inspection Form
- Acknowledgment of Danger Responsibility
- Deviation Request
- Protest Form
- Rule Change Request Form
- Results Amendment Form
3.2.4 Compliance
- Alcohol Testing Procedure
- Alcohol Testing Log sheet
- Drug Testing Procedure
- Report for Race Director Form
- Medication Precautions Brochure
- Drug Testing Brochure
- Medical Exemption Request Form
3.2.5 Emergency Response
- Medical Emergency Access Plan
- Medical Emergency Procedures
- Fire Evacuation and Emergency Plan
- Aero Medical Evacuation Procedure
3.2.6 Impound
3.2.7 Health and Safety
- Skin Cancer Outdoor Worker Booklet
- Heat, Stroke, Exhaustion Poster
- Hydration Poster
- Officials Health and Fitness Information
- Occupational Health and Safety Policy
3.2.8 Operations
4. Tasks
4.1 Set Up
- Help unpack and set up the registration area.
- Control and distribute the club radios.
- Manage the Volunteer Register, direct and instruct volunteers.
4.2 During the event
- Undertake orientation presentations for Entrants.
- Undertake orientation presentations for Rookies.
- Undertake orientation presentations for Media.
- Assist with Commercial Filming register and log.
- Validate DLRA licenses when milestones are achieved.
- Organise Entrants Briefing.
- Organise Officials briefings.
- Monitor club radio channels for assistance requests and incidents.
- In the event of an incident, be available to respond to Medical Team and Fire Crew requests.
- Accept and manage Protests.
- Manage the Volunteer Register, direct and instruct volunteers.
4.3 Pack Up
- Help pack-up the registration area.
- Collect the club radios.
- Manage the Volunteer Register, direct and instruct volunteers.
5. Knowledge and Skills
- They will have undergone Accredited Official Training and be familiar with the DLRA Policy and Code of Conduct.
6. Equipment
- Lap top computer and printer
- 25w club radio and power supply
- 5W hand held club radio
7. Escalation
- For clarification of details during speed week, refer to Event Committee.
Note: The difference between an executive committee member’s role and other roles
A executive committee member role is a strategic position within the club and consequently, a executive committee member is responsible for governing the club. A executive committee member’s role should not be confused with the management and operational roles of an organisation (like a Race Director, Inspector, Timer or Starter). The day-to-day work of the organisation is managed and completed by these volunteers with the club. Unless you also hold an execution (operational) role, it is not your responsibility to perform or be involved in the day-to-day running of the club.
Executive Committee
General Committee
- Committee Member
- Rule Book Coordinator
- South Australia Liaison Officer
- DEW Liaison Officer
- GRAC Liaison Officer
- State Delegates
- Category Representatives
- Newsletter Editor
- Media Coordinator
- Advertising and Sponsorship
- Merchandise Manager
- Web Master
Event Committee
- Clerk of Course
- Event Secretary
- Race Director
- Event Coordinator
- Volunteer Coordinator
- Chief Timer
- Chief Starter
- Chief Medical Officer
- Chief Fire and Rescue Officer
- Chief Car Inspector
- Chief Motorcycle Inspector
- Entry Registrar
- Entry Number Coordinator
- Record Certification Officer
- Impound Marshall
- Pre-Stage Marshall
- Emergency Services Coordinator
- Camp Coordinator
- Radio and Communications Officer