<html>
<head>
<meta http-equiv="content-type" content="text/html; charset=ISO-8859-1">
</head>
<body text="#000000" bgcolor="#FFFFFF">
Dear All,<br>
<br>
Last term I inspected the outing logs of 6 clubs, chosen at random,
before the beginning of the Lent Bumps. Of these 6:<br>
<br>
4 were electronic outing schedules, with errors/omissions.<br>
1 was an electronic outing schedule, seemingly accurate and correct.<br>
1 was a paper outing log, correct and accurate.<br>
<br>
Electronic based systems are wonderful for scheduling 10 people to
be in the same place at the same time. However, because they are
little more than a tool for scheduling meetings they do not
accurately reflect those outings that actually did or did not
happen, e.g. because of a red flag. They also may not include those
outings casually rearranged.<br>
<br>
As a result of my observations last term, I would strongly recommend
that all clubs maintain a handwritten records of outings <i>actually
undertaken</i> by way of a logbook kept in the boat bay. This
should include the following data:<br>
<ul>
<li>Date</li>
<li>Crew</li>
<li>Shell taken</li>
<li>Stroke</li>
<li>Cox</li>
<li>Coach</li>
<li>Conditions (e.g. windy, foggy, low glaring sun)</li>
<li>Lights taken, and batteries checked<br>
</li>
<li>Time out</li>
<li>Time in</li>
<li>Incidents? (detailed as necessary)</li>
</ul>
<p>When I review outing logs next term, I will not accept later
corrections/clarifications/adjustments. While electronic logs may
be used successfully they require a high level of maintenance and
feedback from the club as a whole, whereas a handwritten log kept
in the boat bay can simply be filled in by each cox as and when
outings happen. As a system, I believe it is foolproof and the
easiest to maintain.<br>
</p>
<p>Last term I tried to take a flexible view of the 10-outing
requirement where requested in terms of IVs, substitutions etc.
This was due to the limited navigation and short daylight hours.
While I did not allow any clear derogations to the 10-outing rule,
I realise retrospectively that I granted allowances to some clubs
that might have benefitted others had they asked. In order to
avoid this in future, and to set out a simple, universal standard,
the following will apply in future:<br>
</p>
<ul>
<li>All crews must have undertaken a minumum of 10 outings in an
VIII</li>
<li>All crew members must have undertaken at least 8 outings in an
VIII</li>
<li>Outings in IVs, II-, 2x etc. do not count towards this total</li>
<li>Individual allowances may be made for individuals stepping in
as last-minute substitutions, but these must be raised with me
on a case-by-case basis for agreement and must include details
of the proposed crew member's previous experience, experience
this term and the reason for their inclusion at short notice.</li>
</ul>
<p>I trust that the above is all clear, and that it can be applied
fairly across all thirty-odd clubs. If you would like to discuss
any point further with me, please let me know.<br>
<br>
Regards,<br>
</p>
<p>Mark Jacobs,<br>
CUCBC Safety Advisor<br>
</p>
</body>
</html>