STANFORDCLUB SPORTSFALL QUARTER MEETING, SEPTEMBER 2014

CLUB SPORTS UPDATES

• Eric Stein- Senior Associate Athletic Director for Physical Education, Recreation, and Wellness

STAFF INTRODUCTIONS

• Claire Davis, Assistant Director- Club Sports

• Noreen Ng, Administrative Assistant- Recreation

• Office Location: Ford Center

• Office Phone Number: 650-725-0745

• Office Fax Number: 650-725-7242

• Use the Club Sports Contact Cheat Sheet as a resource for whom to contact when.

• If you’re unsure, contact Claire and she will respond and/or direct you to the right person.

TEAM INTRODUCTIONS

• Team Name

• Size of your team

• Competitive season(s)

• One word to describe your team

TEAM & OFFICER RESOURCES

• Website: clubsports.stanford.edu

• Field status, athletic training room hours and info, recent results and upcoming events, all forms and documents, upcoming deadlines and reminders, etc.

• Mailing list: club-sports-officers@lists.stanford.edu

• All important information, announcements, requirements, and deadlines will be communicated using this list.

• Officer’s Guide

• Basic guide to officer expectations and responsibilities for Fall 2014

• Club Sports Manual

• Comprehensive guide for managing your team: event planning, fundraising, academic credit, financial operations, donations, sponsorships, travel, and more.

GUEST SPEAKERS

• Theo Mitchell, Coordinator- Marketing

• Ken Look, Club Sports Athletic Trainer

• Michael Fredericson, MD, FACSM

• Professor and Director, PM&R Sports Medicine

• Team Physician, Stanford Athletics

• Director, Sports Medicine Fellowship

• Stanford University School of Medicine

• Lenson Pellouchoud, Triathlon team member- ITS Resources

ATHLETE REGISTRATION

• Anyone who wish to participate with your team must do the following before participating:

• Register online at www.dosportseasy.com/stanfordclubsports

• Sign the Liability Release and Waiver

• Complete the Acknowledgement of Health (HA) form*• *Submit a Certification of Health Care Professional form to the Club Sports office, if necessary

• Complete the Code of Conduct agreement

• It is your responsibility to ensure that every person participating with your team has completed all 4 (5*) of the requirements above.

ATHLETE REGISTRATION

• If someone is not a committed member of the team (i.e. is trying out the team or attending their first practice), you can have them sign a hard copy of the paper waiver.

• However, should the participant choose to continue with the team beyond that, they would need to register online and complete all other related requirements.

• Hard copies of paper waivers should be submitted to the Club Sports office.

ATHLETE REGISTRATION

• Please print rosters before each fall practice, of have a smart phone/tablet available at practices to check athletes’ registration status.

• Check your online roster regularly as athletes begin to register and follow up with those who have no registered or completed all requirements.

• Fall Registration Deadline for Returning Team Members: October 15, 2014

• Fall Registration Deadline for New Team Members: October 31, 2014

• Ongoing Registration Deadline for New Team Members: before participation

COACHING PAPERWORK

• Coaching Agreements: for ALL coaches, old and new, paid and volunteer

• Must be filled out completely and signed by both coach and one officer

• Coaching Agreement Deadline: October 15, 2014

• Livescan Background Checks: for NEW coaches only, paid and volunteer

• Required by Stanford, can be done at Public Safety Office or another location

• Cost is $20 if done at Stanford (we recommend reimbursing coaches, need receipt)

• A copy of the receipt must be submitted to the Club Sports office as confirmation of completion

• More info in the Officer’s Guide

• Livescan Background Check Deadline: October 15, 2014

COACH RESOURCES

• After a coach has a Coaching Agreement on file and has completed their Livescan background check, they are eligible for the following resources:

• Facility pass- contact Claire and she will coordinate with card office, coach will pay a one-time $20 fee

• Parking permit sponsorship form- contact Claire and she will coordinate with P&TS, coach will have to pay for the permit itself

COMPETITIVE SCHEDULES

• All teams are required to submit a quarterly competitive schedule by stated deadlines throughout the year.

• Teams should also notify the Club Sports office of any changes to their submitted schedule as the quarter goes on.

• If your team is not competing in any given quarter, please notify us so that we mark your team as having ‘completed’ this requirement.

• Fall Competitive Schedule Deadline: October 1, 2014

DRIVER FORMS

• Any team member, coach, or person driving to or from team activities (practices, tournaments, etc.) must have Driver Forms on file.

• Completed forms must be scanned and emailed to the Club Sports office or dropped off as hard copies. Must be actual scans, not pictures.

• Driver forms submitted last year are still valid unless the license has expired, in which case we need a new copy of the license. List of approved drivers can be found on the Google doc.

• Driver Forms Deadline: October 31, 2014

• Additional Driver Forms Deadline: the Wednesday before travel

TRAVEL FORMS

• All teams are required to submit a Travel Form for any team activity (training, game, tournament, etc.) that involves travel outside of San Mateo or Santa Clara counties.

• Will now be submitted online via www.dosportseasy.com/stanfordclubsports

• You will select which participants will be traveling with the team and/or participating in the activity by checking a box next to their name.

• Please note that only approved and active members will be displayed as eligible to travel /participate, and only approved drivers will be displayed as eligible to drive.

• Travel Form Deadline: the Wednesday before travel

REPORT FORMS

• All teams are required to submit a Report Form following any competitive team event (game, tournament, etc.)

• Will now be submitted online via www.dosportseasy.com/stanfordclubsports

• Report Forms should not only give results (scores, placements, etc.), but should state any other highlights from the event (e.g. Tournament MVP, new personal bests, etc.)

• Results and highlights are shared through variety of channels to promote Club Sports teams and demonstrate their achievements.

• Report Form Deadline: every Monday by 1:00pm (following a competitive event)

ACCIDENT REPORTS

• All injuries requiring medical attention that occur during club practices or competition, whether to a Stanford affiliate or other person, must be reported to the Club Sports office within 48 hours of the incident via Accident Report.

• An accident report must be submitted before the injured athlete makes an appointment with the athletic trainer.

• Report all serious injuries (life threatening, broken bones, loss of consciousness, or conditions requiring hospitalization) immediately to Claire Davis at 303-956-5167.

• The information will then be provided to Risk Management and other necessary parties as appropriate.

TIER SYSTEM AND TEAM ACCOUNTABILITY

• In Spring 2011, Club Sports implemented a tier system for organizing teams and holding teams accountable to meet expectations.

• Each tier has a different set of minimum requirements assigned, with different levels of benefits available to each tier as outlined in the Tier System 2014-2015 document.

• A point system will be used throughout the year to track how teams meet expectations.

• Points will be calculated based on a number of expectations, including but not limited to: attendance at mandatory meetings, compliance with requirements and deadline, abiding by the the University’s Fundamental Standard, fundraising, travel, etc.

• Tier assignments will be reviewed annually each August based on the point system, as will team requests to move up a tier based on points and minimum criteria.

FINANCES

• Budget Proposals- TBD following the election of the Financial Co-President

• Will likely be due in mid-late October

• Financial Aid- available through university grants and the ASSU Executive to help Stanford Club Sports athletes (full-time students only)

• Application date TBD following the election of the Financial Co-President

• Maximum assistant per athlete is $100/quarter (up to $300/year)

• ASSU Banking Workshops- all need FOs must attend a workshop to access their team’s account

• Schedule available online

STUDENT ATHLETE CONDUCT

• Eric Stein- Senior Associate Athletic Director for Physical Education, Recreation, and Wellness

ELECTIONS

• Administrative Co-President

• Sasha Herbst de Cortina (Women’s Rugby)

• Financial Co-President

• Greg Heon (Men’s Ultimate)

• Committee Members

• Daniel Maroko (Baseball)

STANFORDCLUBSPORTS2014-2015