Club Sport officer training Tuesday august 26 2014

1. Club Sport officer training Tuesday august 26 2014

2. Agenda Introductions Title IX and Bystander Training Recognized Organization Council Break Handbook Review Website submission review Club Weekly Meetings Risk management training

3. Club Sports • Registered Student Organization • Recreational, sporting, or competitive in nature • Abide by the rules of: • Campus Recreation • Student Life

4. 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

5. Club Sport Officer’s Responsibilities Schedule and attend all Campus Recreation meetings – Weekly meetings Attend all Student Organization Meetings, Risk Management Training Hiring of coaches Submit all travel and funding forms on time Maintain updated records of all club members Arrange facility reservations Ensure Club Financial Obligations are met

6. Club Sport Officer’s Responsibilities • File weekly injury reports • Ensure viability in club for future years • Adhere to University emergency protocol • Liaison with Campus Recreation to ensure the proper procedures are followed: • Travel • Publications and Promotions • Tshirts / Uniforms

7. Safety Procedures and Emergency Protocol • Personal Insurance requirements for Club Members • Safety Officers • Injury Reports • CPR Certification • Facility Review before games / practice / event • Athletic Trainers • Insurance for Club activities – NONE from SEU • Player 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

8. Membership Eligibility • Tryouts must be OPEN to all students • Member 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

9. Club Sport Athlete Form Online

10. Coaches • Must have background consent and coach agreement • They are not employees of St. Edward’s • Campus Recreation and Coaches • Paying coaches • We can help with creating a contract for services • Coach Expectations • Represent St. Edward’s in positive manner • Adhere to all university protocol • Sportsmanship • Club Duties

11. 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

12. 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

13. 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

14. Funding • 2 Sources of Funding Available • Campus Recreation University Funding • Club Funding

15. Campus Recreation University Funding • Clubs will submit online Check Request form • All clubs eligible to request funding • Club officers will be notified of amount awarded • Funds are only good for 1 academic year • Funding based on: • Financial stability of club • Club size • Club needs • Standing of club

16. 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

17. Fundraising • Donations are tax deductible if made online • https://seualumni.stedwards.edu/ccon/new_gift.do?action=newGift&giving_page_id=11 • Approaching 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

18. Purchasing Procedures • Direct Invoices • Vendors • Coaches • Officials • University Credit Card • Available • Reimbursements • $50 maximum • Must have prior approval • ORIGINAL RECEIPT REQUIRED

19. 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

20. Check Request

21. 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

22. Travel Forms Online www.stedwards.edu/campusrecreation/club-sport-forms

23. 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

24. 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

25. 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

26. 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

27. Uniforms and Apparel • All apparel and Uniform designs must be approved by Campus Recreation and follow these guidelines • Global • Blue and Goldwhere appropriate • Use of sport name must include Club i.e. Men’s Club Lacrosse, Women’s Club Soccer, Rugby Football Club • Uniforms • 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

28. Risk Management Topics • Hazing • Drugs and Alcohol • Questions: • Travel • Player Paperwork

29. 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