CLUB SPORT OFFICER TRAININGTUESDAY AUGUST 26 2014

Agenda

IntroductionsTitle IX and Bystander TrainingRecognized Organization CouncilBreakHandbook ReviewWebsite submission reviewClub Weekly MeetingsRisk management training

Club Sports

Registered Student OrganizationRecreational, sporting, or competitive in

natureAbide by the rules of:

Campus Recreation Student Life

Campus Recreation’s Role

What we do Assist with funding, travel, long term, planning for Club

Sport Teams, funding, liaison with appropriate leagues Ensure proper adherence to university policy procedure Assist with facility reservations Serve as guidance for club operations

What we don’t do Monitor day to day operations of club Oversee student organization budget of club Recruit new members Communicate with coaches

Club Sport Officer’s Responsibilities

Schedule and attend all Campus Recreation meetings – Weekly meetings

Attend all Student Organization Meetings, Risk Management Training

Hiring of coachesSubmit all travel and funding forms on timeMaintain updated records of all club

membersArrange facility reservationsEnsure Club Financial Obligations are met

Club Sport Officer’s Responsibilities

File weekly injury reportsEnsure viability in club for future yearsAdhere to University emergency protocolLiaison with Campus Recreation to ensure

the proper procedures are followed: Travel Publications and Promotions Tshirts / Uniforms

Safety Procedures and Emergency Protocol

Personal Insurance requirements for Club Members

Safety Officers Injury Reports CPR Certification

Facility Review before games / practice / eventAthletic TrainersInsurance for Club activities – NONE from SEUPlayer Paperwork to be kept by Club

After final roster is set, will be emailed to Club Rosters to be set by deadlines (vary for each club) Rosters will be verified by Campus Recreation Risk Manager

Membership Eligibility

Tryouts must be OPEN to all studentsMember Requirements

Club Sport Athlete Form (online) Activity Waiver

New Members mid semester Same Forms MUST be submitted Random roster checks throughout the season to verify

Club Sport Athlete Form Online

Coaches

Must have background consent and coach agreement

They are not employees of St. Edward’sCampus Recreation and CoachesPaying coaches

We can help with creating a contract for servicesCoach Expectations

Represent St. Edward’s in positive manner Adhere to all university protocol Sportsmanship Club Duties

Club Sport Conduct

Discipline Process for Violation Major Infractions

Misuse of funds, misrepresent SEU on the field, ALCOHOL or DRUG use during game or travel, failure to properly notify of travel or games through Collegiate Link

Minor Infractions Misuse of facility (1 time), failure to turn in forms, miss mtg

Repercussions Loss of funding, loss of facility space, loss of Club status,

loss of access to university funding, referral to Dean of Students for violation of student code of conduct

Appeals Process Director Campus Rec >>> Athletic Director

Facility Reservations

Games / Event All events/games/travel must be submitted through Collegiate

Link Home – no field approved / Away – no travel

Practices / Activity Facility reservations are turned in to Campus Recreation No reservations guaranteed Priority to teams in season in good standing for field space

Non Practice or Game EX: Fundraising, tabling for promotions Submit Event on Collegiate Link Use Live25 Reservation System to reserve space

EX: Tshirt sale in Ragsdale or tabling on Ragsdale lawn

Equipment Rental

Reservations made through email or at weekly meeting

Equipment Available for Check Out Coolers 5 Gallon Water Jugs EZ UP tents Tables Sports Equipment

Funding

2 Sources of Funding Available Campus Recreation University Funding Club Funding

Campus Recreation University Funding

Clubs will submit online Check Request formAll clubs eligible to request fundingClub officers will be notified of amount

awardedFunds are only good for 1 academic yearFunding based on:

Financial stability of club Club size Club needs Standing of club

Club Funding

This is money collected from a variety of sources Dues, donations, fund raisers, sponsorships Deposits are made to Campus Recreation

Bring Deposits to the RCC Funds roll over every year

Fundraising

Donations are tax deductible if made online https://seualumni.stedwards.edu/ccon/new_gift.do?

action=newGift&giving_page_id=11Approaching businesses for sponsorship

Complete Fund Raising Form Provide list of businesses Submit to Campus Recreation

Office of Advancement / Development Partnership Will review letter writing campaign Will help connect with Alumni Ideas:

Alumni game Email / letter requests to family, friends, supporters of club

Purchasing Procedures

Direct Invoices Vendors Coaches Officials

University Credit Card Available

Reimbursements $50 maximum Must have prior approval ORIGINAL RECEIPT REQUIRED

Purchasing Procedures

Club Sport Check Request – to pay vendor, reimburse player, pay coach Available online Invoice / Receipt must be submitted in addition to the

online form New Vendors will need to complete new vendor form

and W9 for university Checks will NOT be cut if Club has insufficient

funding All payments, whether with Credit Card,

reimbursement, or Direct Invoice, require completion of the Online Check Request Form and submission of invoice/receeipt

Check Request

Travel

General Information Departure no earlier than 2PM Friday before Missing Classes Completion of vehicle and Travel request 1 week prior

Game on Saturday Sept 10 at Texas Tech, paperwork and Collegiate Link submission must be in by Friday, September 2.

Build time in to have corrections made No last minute travel Gas / Hotels / Food purchasing - reimbursements

Travel Forms Online

www.stedwards.edu/campusrecreation/club-sport-forms

Reserving University Vehicles

Submit game, scrimmage, event or Tourney like required through Collegiate Link

Indicate Vehicle needs – confirmation of event and van rental are separate emails

Gather required documentation and submit to Campus Recreation by the deadline Student Request for Authorization for Travel DL and Insurance copies of all drivers All traveling club members must be on roster

Random checks at departure may occur

Reserving University Vehicles

Once reserved, you will be notified via email that the reservation is confirmed

Pick up of keys and travel packet will happen at the Recreation and Convocation Center during normal RCC Hours

Returning Vehicle

University Van Key drop off at Woodward with travel packet Van 3rd floor of parking garage

Rental Company Van Return to company directly Leave keys as directed by rental company

Publicity

All flyers, promotions, tshirts, apparel, website, social media, and any form of publicity is subject to approval by Campus Recreation before publication or posting

If in doubt, show it

Uniforms and Apparel

All apparel and Uniform designs must be approved by Campus Recreation and follow these guidelines

Global Blue and Gold where appropriate Use of sport name must include Club i.e. Men’s Club

Lacrosse, Women’s Club Soccer, Rugby Football ClubUniforms

Use Gobold font where possible Club must appear somewhere on uniform Standard Uniform Crest

Apparel Club Name should come before St. Edward’s University St. Edward’s University should appear in Garamond

Risk Management Topics

HazingDrugs and AlcoholQuestions:

Travel Player Paperwork

ECT.

Important dates: 9/2 Involvement Fair Prep 6-9PM 9/3 Involvement Fair Rags Lawn 11-2PM

Register ONLINE with CollegiateLink TONIGHT TBD Student Organization Leadership Conference 3-

8PM

Reminders Registering your org

If you are not registered, you will nto exist. No travel, no $, no games, etc.

Set up your weekly meeting with me by September 12