sport club officer training fall 2014. what are sport clubs? purpose of today training is ongoing...

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)