Sport Club Officer TrainingFall 2014
What are Sport Clubs?
Purpose of today
Training is ongoing
Ask questions!
What makes your club “successful?”
GOALS
“Setting goals is the first step in turning the invisible into the visible.”
- Tony Robbins
“Leadership is simply the ability of an individual to coalesce the efforts of other individuals toward achieving common goals. It boils down to looking after your people and ensuring that, from top to bottom, everyone feels part of the team.”
-Frederick W. Smith
What is your role?Communicator
InnovatorInstructor
Risk Manager Salesman/Saleswomen
MediatorAccountant
Rowan Sport Club Mission Statement
Rowan University’s Sport Club Program is dedicated to enriching the educational experience by providing safe opportunities to
students for engagement in a variety of physical, sport activities across a broad range of skill levels and experiences. This includes activities that are competitive, semi-competitive, and recreational in nature. Further, the Rowan
University Sport Club Program is a training ground for leadership, organizational development, and teaching. Ultimately, the mission is realized through a program that provides diverse sport activities while also affording the students opportunities to develop
skills that will assist them beyond their years spent at Rowan.
Tina Pinocci Assistant VP
Director of Campus Recreation
Drew D’EliaAssistant Director of
Sport Clubs and Youth Programs
Bill MoylanSport Club and Intramurals
Graduate Coordinator
Sport ClubSupervisor Sport Club
SupervisorSport ClubSupervisor
Sport ClubSupervisor
Sport ClubSupervisor
Sport ClubSupervisor
Tina Drew Billy
Andrew Wilkinson Shannon Steelman Justin Chisari Harvey Singh
M Lacrosse Unified Baseball M Soccer
Softball Ski W Lax Dance
Basketball W Ultimate Swimming Wrestling
W Rugby M Rugby Cheer M Ice Hockey
Field Hockey M Volleyball W Ice Hockey Equestrian
M Ultimate W Soccer RSSS Paintball
Tennis Golf Roller Hockey W Volleyball
Archery Outdoor Adventure Parkour MMA
Table Tennis Ballroom Dance Running Karate & Self-Defense
Competitive Sport Clubs: Currently enrolled students (grad or undergrad), unless there is a special exception designated by your governing body.
Non-competitive Sport Clubs (no contests against other colleges): Open to students, faculty/staff, or Rec Center members.
Eligibility
Intramural Eligibility
Indoor Volleyball- 2 club membersSand Volleyball (Doubles)- 1 club memberSand Volleyball (4 on 4)- 1 club memberIndoor Soccer- 2 clubs membersOutdoor Soccer- 3 club membersSoftball- 2 club membersUltimate Frisbee- 3 club membersWallyball- 1 vollyball club member
Officer Positions
Required• President• Treasurer• Risk Manager
**COMMUNICATION**
Suggested• VP• Secretary• Marketing/PR• Others?
President Roles
• Primary liaison with the SC Office• Keeps club members compliant with all policies• Assures all paperwork/reports are complete• Submits facility requests for any space needed• Attends all SC trainings and meetings• Works on transition to new officers• Assists other officers with all of their assigned
duties
Treasurer Roles
• Collects dues or assures that dues are paid• Maintains records of receipts and expenditures• Submits reimbursement requests or assists other
club members in doing so• Submits all invoices in prompt manner for
payment• Submits officials’ paperwork when applicable• Assists in any other financial matters as needed
Risk Manager Roles
• Submits travel itinerary for any club travel off-campus
• Completes club Emergency Action Plan with regards to any off-campus activity
• Completes injury report in the event a SC Staff member is not present
• Checks out a FA kit• Maintains copies of club emergency contacts• Obtain FA/CPR Certification (provided by us)
Other Officer Roles• VP- Assist President with any duties as needed- Attend meetings in absence of President- Potential ‘President-in-waiting’
• Marketing- Maintains club’s Social Media- Creates club flyers- Communicates with SC Marketing Staff
• Secretary- Takes attendance at practices and meetings- Assists with any paperwork or semester/Annual Reports
Coach/Advisor Roles
• Need to maintain being a STUDENT org• Coaches shouldn’t run the club or fulfill officer
duties unless that coach is a student• Our office does not hire/fire the coach, but can
assist in those processes• Important to designate what the coach’s duties
are, what the club’s duty is• Final say goes to the club• Is your club looking for a coach? • Coach benefits• Coach’s contract
Maintaining Your Club
Updated Constitution (by end of September)
Waivers (should be completed before any activity)
Practice/Game/Trip Schedule
Sport Club signature form (due 9/19)
Attend SC Meetings (dates TBD)
Submit Paperwork on time (ongoing)
Community Service (one per semester)
Communication
Key to your success, and maximizing our ability to help you communicate with…• The Sport Club office (Drew and Bill)• Denise (Rec Secretary)• Staff on-site at your events• Sport Club Supervisor liaisons
Participation Waiver
Travel Waiver
Fundraising
How to pay dues?
Plan a budget
Tracking member dues
Allocation usage, carry-forward
Funding Model and Allocation Process How we determined your money
◦Tiers, Multipliers, Points, Deductions, Requirements
How you can assure all your moneyWhen we can, we increase funding, trying
for more next year, so it is important that clubs do their part in abiding by everything, setting goals, being awesome
Post-season
Sport Club Math 101
Needs + Points = Cash Money
More Points = More Cash Money
Strikes = Less Cash Money
More Cash Money = More Opportunities
Points
Monthly MeetingsRoster Checks Travel Number of membersCommunity Service Fundraising National/Regional Competiton Paperwork
◦Travel ◦Constitutions◦EAP◦Signed officer forms
SC Strike System Rowan Sport Clubs are required to complete all club
duties as outlined today and in the Sport Club Manual Strikes will accumulate throughout the course of one full
academic year. When a club accumulates 6 strikes or more, the club
will be considered eligible for a probation hearing.
Probation penalties ◦ Limited practice time◦ No home events◦ Checkup meetings ◦ Freeze funds
Strike Summary Missed Officer Meeting – 1 Strike
◦ A club will receive 1 strike for missing any officer meeting (1 per month) throughout the Fall and Spring semesters.
Late Constitution, EAP, and Officer List – 1 strike each◦ A club will receive 1 strike for each document handed in past the
deadline Missed Semester/Annual Report – 2 Strikes
◦ A club will receive 2 strikes for failing to hand in a semester or annual report.
Failed Roster Check - 2 strikes ◦ Each club will be roster checked at practices periodically
throughout the semester. A club will receive 2 strikes for not having at least 90 percent of their participants without waivers.
Missed Service Project – 2 Strikes◦ A club will receive 2 strikes for missing a service project. Two
service projects are required each academic year (1 per semester).
Sport Club Math 101
Needs + Points = Cash
More Points = More Cash Money
Strikes = Less Cash Money
More Cash Money = More Opportunities
Pre-Travel ProcedureBefore you travel, you MUST submit a Travel Itinerary. In addition, a Request for Travel Form must be submitted in advance of your departure date. Otherwise, you are traveling at your own personal expense and are not covered for any liability by University Insurance. A sport club travel packet must be picked up at the Rec Center main office before departing Rowan University.
*Form will be electronic
Pre-Travel Procedures
A Travel Itinerary can be found on the Rowan Sport Club Webpage. A link on the webpage will direct you to a form which can be completed and submitted electronically. The travel itinerary is due two weeks before travel. No hard copies are required for submission.
If your club is travel overnight, a Request for Travel Form (aka Funded Travel Form) must be completed in addition to the Travel Itinerary. The Request for Travel Form is submitted to either Drew or Denise three weeks before travel.
Request for Travel form applies when your trip costs more than $250 or requires an overnight stay
Attach documentation such as event registration, flyers, hotel reservations, and/or invoices which contain the dates and times of the event.
A travel roster and driver list must be attached to the Travel Request Form. Each traveler MUST have a travel waiver submitted. Each Driver must have a completed driver waiver submitted to the main office.
Include all estimated costs; you cannot ask for additional funds later. Be sure to add tax to hotels or obtain a quote.
If requesting mileage reimbursement (45 cents per mile), attach print-out of mileage program such as Google Maps or Mapquest
Pre-payments are possible for registration fees. Hotels cannot be paid for in advance.
Even if you are not requesting reimbursement, submit a Request for Travel form to ensure you are covered by Rowan Insurance.
Pick up travel packet at the Rowan Rec Center main desk. This large envelope contains emergency protocol procedures, an emergency contact list, injury reports, and safe travel tips.
While on the trip Alcohol and Other Drug Use
◦ Consumption or possession of alcoholic beverages or illegal substances is not permitted at any club function or event, including traveling to and from venues. Noncompliance with this policy may result in individual disciplinary action by the Assistant Director of Sports Clubs and may be sent to the Student Judicial Affairs Office. Any consumption, possession, or suspicion of consumption or possession may result in removal from the facility and disciplinary actions to the individual and club. Clubs are collectively responsible for individual members of their team. Rowan University does not permit use of tobacco products (cigarettes, chewing tobacco, etc.) at any University‐sponsored events such as Sport Clubs events. Additionally all facilities are tobacco free. Spectators or club members must move outside of the fenced field areas for this use.
Refer to your travel packet◦ Emergency action plans◦ Emergency contacts◦ Injury reports◦ Travel tips
*Your club represents the university*
Post Travel Procedures
Post-competition report must be submitted online by Tuesday 11:59pm, or two days following the return date.
If any injuries occurred on the trip, Injury Report Forms must be immediately submitted to the Main Office upon returning.
For reimbursements, a Travel Request Reimbursement Form must be completed. Please attach original receipts to the back of the form. If payment was with credit card, the last four digits must be on the receipt. If student paid with a personal check, our office will need a copy of the bank statement which shows the check was deposited.
Reimbursed items: registration, gas, hotel, plane tickets, food. Due 2 weeks upon return
Pre-Travel Review If your club is staying overnight OR your day-trip costs more that $250, the
Request for Travel Form due 3 weeks before the trip• Travel Roster (list drivers)• Travel Waivers for each student on the trip• Travel Itinerary • Event Registration forms• Invoices • Hotel Reservations • Mileage form if gas reimbursements are requested
Travel Itinerary (for both university funded and non-funded travel) due 2 weeks before the trip.
Driver waivers
Pick up travel packet at the main office before departing Rowan.
Post-Travel Review
Competition report is due two days after returning (Tuesday 11:59pm)
Reimbursement are due to the main office two weeks after returning• MUST have original receipts with the last four digits of
the credit card on them.
Travel Scenarios
Risk Management
Funded Overnight
Non-Funded Overnight
Funded Day-Trip
Non-Funded Daytrip
Hazing
Rowan University defines hazing as “any action taken, created, or situated which intentionally or recklessly subjects any person to the risk of bodily harm, mental or physical discomfort, embarrassment, harassment, or ridicule; or causing or encouraging any person to commit an act that would be a violation of law or university regulations; for the purpose of initiating, promoting, fostering, or confirming any form of affiliation with a student group or organization.”
PracticesField spaceFirst Aid kitsProtocol for giving iceConcussionsCancelled practices Cleats Turf Field 2 officers must be CPR/First Aid certified Off-campus practices
◦ Insurance process
Home Event Procedures
Communication is crucial
Home event policies
Start on time
Sport Club Supervisor responsibilities
Spectator responsibility
Paying Officials
Rowan Student◦Student Special Project Contract◦Not already employed
W4, I9, Driver’s License and SS#
Non-Rowan affiliated◦Personal Service Contract◦W9 Form
Marketing
Flyers
Social media
Rowan Announcers
Website
WebpagesKeep fresh and current!
http://www.rowan.edu/studentaffairs/Rec/sports/Unified.cfm`
Form Review
Hard copies◦Participation Waivers◦Travel Waivers◦Driver Waivers◦Officer Signature Form ◦Request for Travel◦Reimbursement Form
Google Drive◦Travel Itinerary◦Competition Reports
QUIZ!
Looking Ahead… CPR/First Aid Certification signup
Monthly Officer Training Meetings◦ Dates TBD this week
Turf Field referendum
“Why Most Student Orgs Don’t Work”◦ 9/22, 7pm
Home Events
Deadlines◦ Signed Officer Form- 9/19◦ Constitution and EAP- 9/26 (can be emailed)