club sport officer training tuesday august 26 2014
TRANSCRIPT
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
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
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
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
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