Policies and Procedures Manual Club Sports University of Delaware Updated: October 1, 2012    

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I. GENERAL OVERVIEW and REQUIREMENTS

A. The Purpose of Student Clubs at the University of Delaware Freedom of Association

Students are free to organize and join associations to promote their common interest. The University believes it is appropriate to share its resources with associated groups in order to fulfill the University’s overall educational function. Therefore, associated groups may apply to become an official registered student organization in order to access University resources. However, the purpose and goals of the organization must support the educational/developmental goals of the University.

Leadership Development

Student organizations fulfill a very important role at the University of Delaware. These organizations provide a medium for students to enhance the lessons learned in the classroom through real life experiences and responsibilities. The Club Sports program exists not only to provide students with extracurricular competition in sport, and the ensuing benefits that sport competition brings, but also to develop skills that will assist students beyond their years spent at the University. While the Club Sports Office and other Recreation Services staff assist clubs with administrative needs and policy, the emphasis is on student leadership development and principles of self-governance. Club Sports are student run, and within each club the students are directly responsible for all aspects of managing and operating a successful competitive organization. As a result, Club Sports present a unique opportunity for students to develop both their athletic and leadership abilities.

Mission & Objectives for Club Sports

Club Sports are designed to: • Develop a sense of belonging, cooperation and accomplishment between students who share a

common interest. • To contribute to an individual’s physical and mental fitness. • Provide an opportunity to engage in structured competition with other amateur Club Sports at a level

other than the intramural or varsity level. • Develop leadership skills. • Develop organizational and administrative skills, which could include one or all of the following:

governance, coordinating, scheduling, travel arrangement, financial planning and management, fund raising, risk management, and public relations.

B. Criteria for Registration for all UD Student Clubs The criteria for remaining an official student organization are:

• That the organization agrees to adhere to all policies and regulations of the University of Delaware, the Division of Intercollegiate Athletics and Recreation Services, the Office of Student Conduct, and all local, state, and federal laws. Once registered, it is the responsibility of the organization members to become acquainted with appropriate University policies and procedures in the Official Student Handbook, the Club Sports Policies and Procedures Manual, and other materials provided by the University.

• That the organization be a viable, functioning organization, composed of full-time matriculated students.

• That the organization not discriminate either in its membership or program on the basis of race, creed, color, gender, age, religion, national origin, veteran or handicapped status, or sexual orientation.

• It is recommended that the organization develop a constitution and/or by-laws stating the structure and operational procedures.

• That the organization submits a completed registration form annually, containing the names and agreement of the officers, and the organization’s Advisor.

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• The organization must assume responsibility for all debts and obligations to the University incurred by the group.

D. Evaluation of Club Sports Each club will be evaluated at the end of the academic year, based on their performance in the previous year. This evaluation does not include the win/loss record, rather it is compromised of the club’s compliance, quality of communication, budget management and audit, and attendance at meetings and clinics. The evaluation may effect funding for the following year. E. Required Meetings, Programs & Training The club President is required to enforce attendance at these meeting. All officers are encouraged to attend the orientation meetings:

1. Orientation Meetings (twice a year, at the start of each semester) – mandatory for President and Treasurer; other officers also welcome.

2. Treasurer Training – required for all treasurers and occurs twice a year, at the start of each semester 3. Leadership Forums – attendance at 4 of the 6 offered throughout the year.

F. Required Forms for Club Sports For specific requirements, go to the specific topic in this Manual. Required forms, procedure, etc. is explained fully in those sections. The following is a brief overview and guide.

Guide to All Club Sports Forms *All club sport forms are accessed through the iHub management system FORM DUE DATE

Mandatory Forms  

Agreement  to  Participate    

Must Be Signed BEFORE Tryouts, or Practices Begin. Due Date Determined Each Semester

Application  for  Use  of  Recreational  Facilities   Due Date Determined Each Semester

Change  of  Officer  Form     As Needed

First  Aid  Verification   Due Date Determined Each Semester

Injury  Report  Form     Within 24 Hours of Accident

Roster   TBD

Schedule   Due Date Determined Each Semester

Treasurer Forms            Club  Ledger     Should  be  updated  regularly  

Coach  or  Athletic  Trainer  Pay     Within 2 Weeks of Expense

Deposit  Form     Required With All Deposits

Dues  and  Budget  Worksheet     3rd Week of School in Fall

Event  and  Fundraising  Registration   Within 2 Weeks of Event

Mileage  Reimbursement     Within 2 Weeks of Travel

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Official/Referee  Payment  Form   Within 2 Weeks of Expense

Request  for  Reimbursement   Within 2 Weeks of Expense

Travel Forms  Ground  Transportation  Request   2 Weeks Prior to Trip

Sales  Tax  Exemption   Form to be used when traveling in other states

Travel  and  Hotel  Registration   2 Weeks Prior to Trip

Renewal Forms  Annual  Year-­‐End  Report  

Due 2 Weeks after the End of the Season or By May 1st

Equipment  Inventory  

List  of  Officers  

Year  to  Year  Financial  Worksheet    

 

G. Annual Renewal – Due at the end of each academic year

1. List of Officers - provides the names and contact information of the officers & advisor for the upcoming school year.

2. Annual Year-End Report – important summation of the previous year. 3. Year-to-Year Financial Worksheet - a financial review of the previous year, the current year, and

a projection for the coming year. Clubs must also:

4. Have had representation at required Club Sports meetings, workshops and clinics. 5. Have updated their Profile and Bylaws if either has changed. 6. Have complied with all University regulations. 7. Have paid all deficits in the Club’s account by the end of the academic year so that the account

balance is zero or positive. ANY CLUB THAT ENDS THE YEAR WITH A NEGATIVE BALANCE COULD RESULT IN SUSPENSION OF THE CLUB.

H. Loss of Recognition A sport club may lose recognition as an official University student organization if:

1. Your financial status is continually in jeopardy, or any member of the club misuses funds. 2. You violate any of the policies in this Manual, or local, state and/or University rules and regulations; 3. Your club is brought up on charges and found "responsible" by the Office of Student Conduct (see

below) 4. Any of your club members partake in any illegal activities.

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II. Membership, Officers and Advisors A. General Eligibility

1. Club Sports are open to full-time matriculated undergraduate and graduate students without respect to race, creed, color, gender, national origin, sexual orientation, or disabled status.

2. To be eligible to serve as a sport club officer, one must be a member in good standing within the respective club.

3. Any aquatics-oriented club sport must have its members pass a swimming safety test as outlined by the national governing organization. It is the club President’s, or designee’s, responsibility to coordinate this with the Club Sports Office.

4. All club members must sign the Agreement to Participate Form before activities begin (practice &/or competition). This form can be found on the iHub system https://dev.connectusinc.com/UD/iHub/  and must be completed for each participant, for each club they participate in. Any participant who has not completed the form is ineligible to play. Playing an ineligible player could result in further disciplinary action, e.g. jeopardizing your status with your NGB (Nat’l Governing Body), losing facilities privileges, or loss of club status.

5. All individuals who wish to participate (includeing tryouts) in any club sport activity must sign up through the iHub management system (above). Following the prompts and completing the registration process will automatically add you to the roster of your desired team. This process includes completing the Agreement to Participate Form which is required before any official club activity takes place.

6. MINIMUM: A club must have rostered the minimum number of players required to field a full competitive team in their sport.

7. Failure to meet the above requirements will render one ineligible for membership in a sport club, or the entire club ineligible for official club status.

B. Roles of the Club Officers and the Advisor

The President: Club Sports are self-governed, and therefore, the daily operation of the club is the responsibility of its officers. The President is chiefly responsible for ensuring that the club functions smoothly and properly. Each President may delegate the following responsibilities among the officers and club members, as she/he deems appropriate. The President, however, must ultimately answer to the Club Sports Office and other University administrators as the official authority on their club’s business.

1. Follow rules and regulations in this manual and the University of Delaware Student Handbook, and inform all members of policies and procedures. Act as a liaison between the club team and the Club Sports Office.

2. Be present at all meetings required by the Club Sports Office. 3. Regularly check your e-mail for correspondence from the Office. 4. See to it that club adheres to all deadlines. 5. Ensure that roster in iHub system https://dev.connectusinc.com/UD/iHub/

is current and up to date before any club activity takes place. 6. Make sure that each new member successfully registers through the iHub system. 7. Ensure that any individual that drives their own vehicle on club related business has successfully

registered through iHub system and all appropriate travel forms have been submitted. 8. Oversee the Treasurer to ensure that the club is staying within the budget. 9. Obtain approval for competition and practice schedules; coordinate facility requests. 10. Submit the club’s schedule of competitions at the beginning of each semester. 11. Complete an Event Registration Form PRIOR to all fund-raising or social activities, or

instructional clinics. 12. See to it that all flyers, publicity announcements, alumni letters, and apparel orders are pre-approved

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by the Club Sports Office. 13. Conduct election of officers at least once a year. 14. Complete all the necessary paperwork for renewal as a sport club. 15. Familiarize the new incoming president with operating procedures. 16. Complete tasks of other officers (below) in their absence.

The Treasurer:

The University reserves the right to audit the financial records of this organization. The Treasurer will submit club’s official ledger if required.

1. The club must maintain their funds in a University-authorized account. Treasurer works with the Club Sports Office staff to monitor that account.

2. Keep an accurate record of all financial transactions on an official ledger, provided maintained in the Club Sports Office. This record may be reviewed as needed by other officers, club members or the Club Sports Office.

3. Communicate regularly with the Office regarding financial status. 4. Collect dues and other income. Secure checks that are made out to “University of Delaware”. 5. Deposit club funds through the Recreation Cashier in CSB according to policy (see p. 22). 6. Work with the President to prepare annually a comparative financial statement. 7. Act as main liaison to the Club Sports Office on all financial transactions. This includes purchases,

payments, deposits, reimbursements, etc. 8. Adhere to all financial policies and procedures in this Club Sports Manual. 9. Keep good financial records to pass along to future officers in order to maintain club continuity. 10. Sign all financial documents.

These officers’ duties listed above are suggestions and not all-inclusive. The club officers will ultimately decide upon the division of duties and could include positions such as Vice President and/or secretary.

The Advisor:

All registered student organizations are required to have a University Advisor from among the full-time faculty or professional staff. The general purpose of University Advisors to Club Sports is to encourage continuity in functioning and to assist the club in operating in a manner that is consistent with the purpose of the University. The specific duties of the advisor shall be determined and agreed upon by the individual advisor and the organization's leadership. As a general rule, advisors should be familiar with the club’s program and the demands of the sport, and should counsel the organization in the exercise of responsibility. In carrying out their responsibilities, advisors shall be protected from liability in accordance with the University’s policy on indemnification of directors, officers and employees. General duties:

• Communicate regularly with the officers. • Provide continuity for the club from year to year. • Encourage club officers to assume responsibility and honor their obligations. • Advise the club regarding budget, fund-raising, travel, competitions, practices, etc. • Be familiar with policies in this Manual, and policies pertaining to student organizations in general.

Provide guidance to the officers, concerning UD policy, as needed. A detailed description of the duties and responsibilities of the advisor, as well as an advisors manual may be found at http://www.udel.edu/recreation/programs/club-sports/info/advisor.

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C. Change of Officers Procedure

a. If the club changes officers at any time during the school year it is the responsibility of the student leadership to inform the club sport staff and for new officers to schedule an orientation meeting with the Club Sports Office.

b. Whenever the club changes officers, the outgoing officers need to ensure that the following information is turned over to the incoming officers: • All club records, especially financial records. • Names, phone and e-mail contacts for club members, coaches, league offices, opponents,

officials, etc. • Suggestions for avoiding any problems that were encountered. • A complete and accurate equipment inventory. • A current list of club alumni and friends.

III. Behavioral Expectations A. Hazing Hazing - an act which endangers the mental or physical health or safety of a student, or which destroys or removes public or private property, for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in a group or organization - is prohibited and will not be tolerated. Both the entire club and involved individuals may be suspended for condoning any hazing incident. The University’s policy on hazing is spelled out in the Student Guide to University Policies: Code of Conduct, and is below. NOTICE that the policy requires that the individual be responsible and not allow him- or herself to be hazed. See “Complicity” below. Each participant agrees to the UD Policy on Hazing upon signing the Agreement to Participate form. Hazing is defined as any action that recklessly or intentionally endangers the physical and mental health or safety of students. No one, including current, former, or alumni members of any student organization shall harass, intimidate, mock, or ridicule anyone else or commit any other similar act as a requisite for membership, admission, or participation in any such group. The following activities are examples of violations of this standard:

• Requiring the consumption of any food, liquor, drug, or other substance; • Requiring participation in physical activities, such as calisthenics, exercise, or other games or activities

requiring physical exertion; • Exposing another to weather elements or other physically or emotionally uncomfortable situations; • Forcing excessive fatigue from sleep deprivation, physical activities, or exercise; • Requiring anything that would be illegal under any applicable law, including laws of the State of

Delaware or City of Newark, Delaware • Requiring anything that can be reasonably expected to be morally offensive to another; • Committing or requiring any act that demeans another based on race, gender, ability, sexual orientation,

religion, or age; • Committing any act of physical brutality against another, including, but not limited to, paddling, striking

with fists, open hands or objects, and branding • Kidnapping or transporting another with the intent of stranding him or her; • Committing verbal abuse; • Forcing or requiring conduct that can be reasonably expected to embarrass or adversely affect the

dignity of another, including the performance of public stunts and activities such as scavenger hunts; • Intentionally creating work or labor for another; • Denying sufficient time for study or other academic activities; or

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• Committing or requiring another to commit any sexual act or engage in lewd behavior. Students have a duty to avoid being hazed. Therefore, it shall be an offense under this section for a student to permit himself or herself to be hazed, subject only to the defense that the student could not reasonably have prevented the hazing. Complicity: com·plic·i·ty[ kəәm plíssəәtee ] involvement in wrongdoing. A student shall not, through act or omission, assist another student, individual, or group in committing or attempting to commit a violation of this Code of Conduct. A student who has knowledge of another committing or attempting to commit a violation of the Code of Conduct is required to remove him or herself from the situation, and failure to do so when reasonable under the circumstances may be the basis for a violation of this policy. B. Behavioral Issues Individuals or clubs that violate the University Student Code of Conduct (http://www.udel.edu/stuguide/12-13/code.html) will be directed the Office of Student Conduct for discipline. If any individual or club is found "responsible" for misconduct by the Office of Student Conduct, that individual and/or group may be suspended from all club sport activity. The Club Sports Office reserves the right to add sanctions to decisions handed down by Student Conduct and the Appellate Board. C. General Behavior Expectations

1. A student, as a member of a club team, who has guests at the University, is responsible for their conduct during any club activity, and will be held accountable for violations of any University rules or local laws by their guests.

2. A club and its members are responsible for its actions. During club competitions, functions, or social events, any inappropriate behavior could result in a loss of recognition as a club sport by the University of Delaware. If members of your organization act inappropriately inside or outside of club functions then the appropriate authority will deal with the actions and the status of your club could be in jeopardy.

3. For conduct issues that fall outside the University Student Conduct system, the Club Sport Office reserves the right to impose sanctions upon an individual or team. Recognize that you represent UD at all times and it is a privilege to be a member of a club sport.

4. No player/coach/advisor shall: • Engage in physical or verbal abuse, threats, intimidation, harassment, coercion and/or other conduct

that threatens or endangers the health and safety of any person. • Participate in a contest for which he/she is ineligible. • Mistreat the faculty, staff, facilities, or equipment of UD. • Strike, attempt to strike or otherwise physically abuse an official, opposing player, spectator or

coach • Use obscene gestures, profanity or disrespectful language

D. Alcohol and Drugs Policy

1. Alcoholic beverages and drugs are prohibited at all official club events – meetings, practices, tournaments, games, matches, shows, etc.

2. Use of alcohol or drugs while traveling for a club event, including in lodging spaces, is strictly prohibited.

3. The use of alcohol or drugs in a vehicle, while on University business, regardless of the vehicle’s ownership, is strictly prohibited.

4. No words or images that connote drinking, alcohol or drug use may be used in fundraising, general advertising, apparel or advertising of a social event.

5. Clubs must observe the University’s “Dry Period” at the start of each semester. This is a two-week period at the start of each semester in which alcohol may not be served at ANY student function, regardless of location or age of students attending.

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6. For social events held off campus: • The University accepts no responsibility for the possession, use, consumption, manufacture, sale,

or distribution of alcoholic beverages by students off-campus, including at events or functions sponsored in whole or in part by one or more student organizations or individuals.

• A student hosting or attending an off-campus function should be aware of the applicable laws regarding alcohol and should be aware that the University may also impose sanctions upon the student for such behavior.

7. Use of alcohol or drugs that leads to behavior impinging on the rights of others is prohibited and will be punished. This includes parties in private residences, and incidents occurring out-of-state or out-of-country.

8. Any incident involving illegal or prohibited use of alcohol or drugs will be referred to the University’s Office of Student Conduct.

9. The complete policy on alcohol regulations may be read at http://www.udel.edu/stuguide/12-13/code.html#alcohol.

10. Complicity com·plic·i·ty[ kəәm plíssəәtee ] involvement in wrongdoing. A student shall not, through act or omission, assist another student, individual, or group in committing or attempting to commit a violation of this Code of Conduct. A student who has knowledge of another committing or attempting to commit a violation of the Code of Conduct is required to remove him or herself from the situation, and failure to do so when reasonable under the circumstances may be the basis for a violation of this policy.

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IV. Campus & Office Resources A. Reserving Rooms, Gyms, Fields Recreational facilities are reserved for the following groups in the order listed:

Academic classes Intercollegiate sports Intramural sports Club sports – every effort is made to accommodate club request as best as possible. Outside User Groups

1. To secure a meeting room, kiosk, or outdoor terrace space:

All requests for the Student Center, classrooms, any outdoor terrace, and Harrington Beach must be done online. Go to http://www.udel.edu/usc/forms.html, and scroll down to “Reserve a Space on Campus”.

2. To reserve a facility for practice or competition - North Campus: Carpenter Sports Building, Frazer Fields, Academy Field, Park Place Field, all tennis courts, hockey rinks, or Pearson Hall Gym (Harrington & Independence Fields are under Student Activities, & reserved online, see above): • Complete the Application for Use of Recreational Facilities and submit it to the Club Sports

Office for the approving signature. This form is available in CSB lobby, in 110 CSB, and at http://www.udel.edu/recreation/programs/club-sports/info/officer-info.html, in addition to the Club Sports Office.

• The reservation will be considered official once the club has received the final copy with all appropriate signatures. Check your mail folder in 106 CSB for the final approval.

• Each semester, all field sports will have a due date for field reservations. Reservation requests will be considered in the order they are received.

• Any Reservation of Recreation Facilities for over 100 people will require Custodial Staff. A club hosting a large event (100+ people) will incur this fee.

3. To reserve a facility for practice or competition - South Campus: Rullo Stadium, Football Practice Fields (FPF) or other Athletics fields, including Field #7 (on Rt. 4): no paper form – e-mail is the preferred method. Send an e-mail to your club’s Administrative Contact. The facility will be considered reserved once the club president receives a confirming e-mail.

** PLEASE NOTE: All reservations are subject to change. ** Notes on Rullo Stadium & FPFs: There are additional regulations governing Rullo Stadium, the FPFs and Frazer Turf, due to their synthetic turf surfaces, that the club must become familiar with in order to use these facilities.

• All require a paid supervisor to open and close, and control the field lights. • Artificial turf cannot be treated like natural turf; it is more sensitive. Failure to comply with regulations will

result in loss of privileges and an infraction on the clubs’ record. • The entire club is responsible for making sure that their visitors do not violate any of the turf rules, such as

the footwear regulations. • All teams must pick up after themselves before leaving the fields, including visiting teams. Failure to do so

will result in cleaning fines, and possibly loss of privileges. • Specific synthetic turf rules will be provided to clubs that use these fields.

4. City of Newark Dept. of Parks and Recreation Fields: Various fields in the city are available –

pending their current league schedules – for two- hour blocks. To reserve, you must go in person to the Parks and Recreation Office at 220 Elkton Rd. (across from Park and Shop Ctr.) to fill out the permit and pay the nominal fee. 366-7060.

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B. Posting Flyers on Campus Boards – • See University policy at:

http://www.udel.edu/ExecVP/policies/facilities/2-05.html C. Food & Beverages

• See University policy at: http://www.udel.edu/ExecVP/policies/procurement_and_auxiliary_services/5-20.html

D. Certificate of Insurance If you are using an off-campus facility you may be required to provide proof of UD’s insurance to the owner. Send e-mail request to your club Administrative Contact stating the following: name of organization requesting it; a FAX number (not phone); a contact person from this organization, mailing address; location & date of your event, your club name. We need a one-week notice for this; more is better. The certificate is sent directly to the facility owner by the Risk Management & Insurance Office, we cannot produce it in CSB. E. Electronic Media Services

1. Web sites – Recreation Services maintains a site for Club Sports. Our page will provide the following information:

a. List of current Club Sports at UD b. A general overview of each club c. News items highlighting recent club or individual accomplishments d. A contact point (e-mail) for each club e. Link to iHub management system https://dev.connectusinc.com/UD/iHub/which

contains resources (ie schedules, forms, waivers) for club officers and participants. *CREATE YOUR OWN! Each club sport is encouraged to create and maintain its own Web site to provide the most detailed & up-to-date information, photographs, etc. for interested persons. Club websites should be developed and created through the iHub management system. Contact the Club Sport Office for more information V. TRAVEL and TRANSPORTATION A. Travel The club team is expected to uphold a positive image of the University and to act in a sportsmanlike manner when visiting other schools or clubs. Failure to do so could result in loss of club status.

1. Excused Absences: Club competitions are considered excusable absences. See policy below (the Club Sports Office will act in place of Advisor). YOU MAY NOT WRITE YOUR OWN LETTER. For an official excusal letter, submit the following information to your clubs Administrative Contact at least one week prior to the day you will need the letter:

• Name of each club member needing the excusal; • Dates involved; • Location of the competition – name of school, city & state; • Time leaving Newark.

Policy from Official Student Handbook on “Student Class Attendance”

“Absences on religious holidays not listed in University calendars, as well as absences due to athletic participation or other extracurricular activities in which students are official representatives of the University, will be recognized as excused absences when the student informs the instructor in writing during the first two weeks of the semester of

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these planned absences for the semester. Absences due to similar events that could not have been anticipated earlier in the semester will be recognized as excused absences upon advance notification of the instructor by an appropriate faculty advisor or athletic coach. Students are not to be penalized if absent from an examination, lecture, laboratory or other activity because of an excused absence. However, students are fully responsible for all material presented during their absences, and faculty are encouraged to provide opportunities, when feasible, for students to make up examinations and other work missed because of excused absences. Authority for excusing all class absences rests with the instructor.” 2. Travel Coordinator: A “Travel Coordinator” should be named for each trip. This person is

responsible for: • Coordinating transportation (see above). Clubs are responsible for coordinating their own

transportation. • Submitting a Travel Registration Form through the iHub System:  

https://dev.connectusinc.com/UD/iHub/ ) at least one week prior to your trip. • Insuring that all drivers and travelers have a copy of the itinerary, directions, timelines, etc. • Supervising the conduct of the trip. • Completing an Accident Report and submitting it to the Office if an accident occurs.

Accidents involving private autos are the responsibility of the owner, but must still be reported to the Club Sports office. Accidents involving UD vehicles must also be reported to Motor Pool, x8471, as soon as possible.

3. Driving Restrictions: For safety reasons, there are limits to how long an individual may drive in one stretch. They are outlined in the policy below. Violation of this safety policy will jeopardize club standing and ability to rent vehicles in the future.

Policies and Guidelines for Student Drivers

A. LARGE PASSENGER VAN 1. POLICIES

a. Large van (formerly called 15 or 12 passenger van) occupancy may not exceed a total of nine individuals, including driver. This number should be reduced for every 170 lbs. of additional weight due to luggage, passenger weight, etc.

b. A valid driver’s license is required for each driver and all applicable local, state and federal laws must be adhered to.

c. Drivers must have safe driving records, which includes a record free of any DUI's or similar offences. d. Seatbelt usage must comply with applicable state laws, but, in addition, should be used at all times by

passengers in all rows of seats. e. All drivers must complete the online large van-training program, and sign off on this at the UD Motor

Pool office. f. There is to be no driving between midnight and 6:00 am.

2. GUIDELINES - When large passenger vans are utilized for any form of travel, the following guidelines apply: a. Seatbelt usage must comply with applicable state laws, but, in addition, should be used at all times by

passengers in all rows of seats. a. All drivers must have safe driving records, which includes a driving record free of any DUI's or similar

offences. b. Experience driving vans or similar vehicles is strongly preferred c. Single day total driving mileage per van should not exceed five (5) hours (roughly 250 miles). Rest

stops and rotation of drivers roughly every two hours are strongly encouraged. d. Loading of luggage racks on top of these vehicles is strongly discouraged due to the increased rollover

risk of weighting the top. 4. EXAMPLES:

a. Van travels up to 2.5 hours (roughly 125 miles) to site of competition and then returns, same day. (Fresh, alert, non-fatigued persons should drive on the way home.)

b. Van travels up to 5 hours (roughly 250 miles) to site of competition; team stays overnight and returns following day. (Rotate drivers every 2 hours.)

B. VEHICLES OTHER THAN LARGE VANS 2. POLICIES

a. A valid driver’s license is required for each driver and all applicable local, state and federal laws must be adhered to.

b. Drivers must have safe driving records, which includes a driving record free of any DUI's or similar

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offences. c. There is no driving between midnight and 6:00 am.

3. GUIDELINES a. Seatbelt usage must comply with applicable state laws, but, in addition, should be used at all times by

passengers in all rows of seats. b. Single day total driving mileage should not exceed 10 hours or 600 miles. c. An individual may not drive more than 4 hours in a day. Drivers should be rotated every 2 hours. d. A rest stop of 15 minutes (taken all together) for every 2 hours of driving is strongly recommended. e. Immediately following a competition (same day), a competing individual may not drive more than 2

hours, and the team may not drive/travel more than 5 hours or 300 miles. Rotate drivers every 2 hours or less.

4. Fines: Individuals incurring fines while traveling in a rented vehicle will be notified by Motor Pool,

and should take care of this obligation with the information Motor Pool provides. 5. Mileage Reimbursements: When using a private vehicle, one may be reimbursed only for mileage.

Use the Mileage Reimbursement Form. To be reimbursed for gas used in rented vehicles, submit original receipts with the general Request for Reimbursement form

6. Hotel Reservations: The club or designated individual will work directly with the hotel for club hotel stays. (Exception: any stay that will cost over $5,000. In that event, contact your Administrative Contact.) Tax-exemption paperwork will allow the club to avoid paying room &/or sales tax in certain states..

7. Foreign (NON-U.S. citizen) Student Travel: Foreign Students must complete the Federal form “UDW-8” in order to: 1) travel and stay at U.S. hotels; and 2) be reimbursed. If not, there is a risk that they will be refused stay at a hotel and that they will not be reimbursed. The UDW-8 form is available online and in the Club Sports Office.

B. Transportation

1. Transportation Options: You have SEVERAL options for transportation. You are neither required to rent vehicles, nor use private vehicles - it is your choice. Feel free to speak to anyone in the Club Sports Office if you need advice. Below are options available and where to find more information about utilizing each option:

• Private Vehicles – individuals are free to use private vehicles for club travel. • Motor Pool - Vehicles may be rented through the University’s Motor Pool. UD Motor Pool is

an independent vendor. All users must abide by their regulations, timelines, etc. They do not offer large (formerly called 15-passenger) vans. They do allow 18 yr. old UD students to drive. Clubs must leave a credit card in the event of a violation.

• Outside Rentals - You may also rent vehicles from outside agencies. Any person driving a large van must first pass a qualification test. When renting, it is an individual choice to purchase or reject additional insurance. UD’s policy carries a $500 deductible, so the driver would be responsible for the first $500 of damages in the event of an accident in which that person is at fault.

NOTE: The University provides full primary coverage for short-term rentals of automobiles by students on University business anywhere in the United States, its territories and possessions, and Canada, with a $500 deductible. Therefore, you may not be reimbursed for additional insurance purchased. If the driver elects to purchase additional insurance to cover the deductible, he or she must pay for it. The University recommends that the driver refuse insurance offered by the rental agency.

• Bus - School-style busses may be rented through UD Transportation Services or through an outside agency. See the handout “Transportation Guidelines for Club Sports” (online) for details.

• Charters (coach busses) – preferred for longer trips. Delaware Express is the preferred vendor, and they will give UD groups a discount. See the handout “Transportation Guidelines for Club Sports” (online) for details.

• Air travel – Charlie B./Uniglobe Travel is the preferred vendor. See the handout

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“Transportation Guidelines for Club Sports” for details. 2. How to request transportation: to request or confirm rental vehicles, submit the Ground

Transportation Request a minimum of TWO (2) weeks prior to the trip. a. The cost of the rental will be charged to your club account. b. If you do not pre-arrange the rental through UD (and therefore pay out-of pocket), you may be

reimbursed for the cost of the rental by submitting the proper documentation: the original rental contract(s) and proof of payment. No copies.

3. Driving Restrictions: there are rules regulating the amount of time any one driver may drive in one stretch. See. above.

IV. Finances and Budgeting A. General Policies

1. University Allocations - In order to receive funding from the Division of Intercollegiate Athletics and Recreation Services a Year-to-Year Financial Worksheet must be submitted annually within 2 weeks of the end of the clubs season or by May 1st.

2. Allocations will be distributed based on: a. Total funds available from the University. This fluctuates with the University’s, State’s, and

Nation’s economies. b. The club’s current balance at the end of each school year. Clubs running at a deficit can be

penalized during the following year. c. The club’s history of complying with institutional regulations and guidelines set by the Division

of Intercollegiate Athletics and Recreations Services (DIARS). d. Any infractions or disciplinary issues can result in reduced funding

2. Use of University allocations a. University allocations may be used to assist with standard operating expenses, which include

transportation and lodging (as long as expenditures incurred are not for personal use), entry fees, league dues, equipment and supplies, team-owned uniforms, and equipment repairs. University allocations are dispersed to clubs after qualifying expenses have been accrued.

b. UD allocated funds DO NOT carry over from year-to-year. You must use the money in that year or you lose it.

c. UD allocated funds may not be used to pay for coaches’ salaries, personal apparel, banquets/parties/teambuilding dinners, trophies/gifts/awards, flowers or decorations.

d. “Supplemental” funds are used for such nonessential items. Supplemental funds are comprised of individual members’ dues, private donations/gifts, and fund-raising revenues. Any remaining supplemental funds will be carried forward into the next year. Supplemental funds (private money) DO carry over.

3. Regulations regarding University accounts a. ALL club financial transactions are required to go through Recreation Services Business Office. b. Deposits of any funds received by the Treasurer must be deposited within 24 hours. c. Clubs may not spend more than is showing in their account, plus their UD allocation. Funds must

be deposited to cover purchases, payments, etc. as needed. B. Dues

1. Member dues are required. This demonstrates interest and commitment to the program. Dues are necessary to supplement the University’s allocation.

2. The amount of member dues is at the discretion of each club’s leadership. 3. Treasurers must keep an accurate account of individual members’ dues payments. UD reserve the

right to inspect treasurers’ books as needed. 4. All dues must be deposited into the club’s account with the University. All checks should be made

payable to University of Delaware. Whenever possible, bring the deposit to the Cashier’s Office in

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Carpenter Sports Building, with a completed Deposit Form, between 11:00 am and 7:30 pm, Mon.-Fri. There is a night drop box available for after-hours deposits. Be sure to get a receipt for your deposit from the Cashier.

It is crucial that the club’s FULL name is written in the check’s memo field, to insure that the funds are directed to your

club. E.g. use “men’s” or “women’s” as it applies, and the word “club” after the name of your sport .

C. Fundraising Clubs are required to complete two Fundraising events each year. Additional fundraising is strongly encouraged to ease clubs financial burdens and as a way to save for major capital expenses. Every fundraising initiative must be registered with the club sport office.

1. Fundraising Guidelines a. All fund-raising activities must have prior approval from the Club Sports office. Activities

that have not been approved by the Office will not be the responsibility of the University. Submit the Event Registration Form for approval.

b. Proceeds must be deposited in the club’s UD account. Money raised through a raffle must be reported via the Raffle Sales Report Form (Appendix H). Funds deposited must reconcile with the documented income.

c. You may NOT conduct door-to-door sales in University facilities. d. Raffles and silent auctions are permitted, as long as University–approved (double roll) tickets

are used. See separate document: Policy Regulating Raffles as Fundraisers. (Appendix J) Raffles, auctions, and other games of chance are regulated by the laws of the State of Delaware. Consult the Office for more information regarding these activities.

e. Delaware state law prohibits the sale of food not commercially prepared and packaged by a licensed food handler.

f. You may re-sell UD apparel, which you have ordered and paid for, for profit, ONLY if you disclose to the vendor when ordering that you will be re-selling. This is important because of “royalties” the vendor is required by law to pay to the CLC.

g. Off-campus individuals or firms are not permitted to solicit or sell on campus for you. h. Permission to sell in the dorms must be obtained from the Office of Residence Life.

2. Solicitation of Private Donations - Clubs may solicit alumni, parents, families and friends for donations, but IT MUST FIRST BE APPROVED jointly by the Club Sports Office and the UNIVERSITY DEVELOPMENT OFFICE. Any solicitation letter must convey the following:

a. Online donations are preferred. Direct them to the Office of University Development’s Website for this convenient form.

b. Checks are to be made payable to “University of Delaware” and should have the name of the club in the memo field. Checks must be sent to the Recreation Business Office in CSB. Checks should not go directly to an individual.

c. That all donations are tax deductible, and that the donor will receive official notification from the University.

d. The letter should also describe why you are soliciting and what the funds will be used for. The Gifts Processing Office will credit all funds to your club account.

Note:

o It is crucial that the club’s FULL name is written in the check’s memo field, to insure that the funds are directed to your club. E.g. use “men’s” or “women’s” as it applies, and the word “club” after the name of your sport

o Need help writing it? There are samples of approved donation letters in the Office. Just ask! We recommend that the club send a “thank you” to every individual or organization that donates to you.

3. Distinction Between “Donations” and “Sponsorship”: It is NOT permissible for student clubs to seek

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sponsorship of any kind. Sponsorship means the individual or organization receives an endorsement in return. Individuals and organizations may make tax-deductible private donations to your program, but you may not solicit businesses, corporations, etc. for sponsorship, NOR can you use their name as advertisement, or promote them. This is a University-wide restriction. Endorsing organizations, businesses or individuals not approved by UD violates contract laws. Exceptions may be made with the expressed written consent of the Club Sports Office.

4. Clinics – If working with NON-UD students, each participant, or their parent if under 18, must sign a waiver before being permitted to participate. The official waiver for this purpose is available in the CS Office. Waivers must be submitted to the Office after the clinic. To run a clinic, submit a written request including:

VII. Business Office Procedures A. Making Deposits It is recommended that clubs pursue the online credit card option for payment of dues, however, if making a payment via check or cash, you must follow guidelines below. Deposits can be made with the Recreation Services Cashier at Carpenter Sports Bldg., according to the policy outlined below. The Deposit Form is required with a deposit.

Policy for Club Sports Deposits

Complies with University Cash Receipts Policy 3-21 1. ALL FUNDS collected must be deposited through the CSB/Recreation Services Cashier within 24 hours of

receipt. This includes cash AND checks. It is not good practice, and therefore prohibited, to hold club funds for more than 24 hours.

2. The official Deposit Form must accompany deposits. 3. For a CASH deposit, a copy of each receipt issued by the Treasurer when the cash payment was made must be

attached to the Deposit Form. 4. Deposits WILL NOT be accepted by a student cashier. A full-time Cashier is available Monday-Friday 11:00

am – 7:00 pm. 5. Deposits WILL NOT be accepted by the CSB Cashier, after 7:00 pm (weekdays), and on weekends. However,

they may be placed in the drop-box located outside of the Cashier’s window in CSB lobby. The deposit must be contained in an envelope, and include a completed Deposit Form.

6. The official office receipt of any deposit left in the drop-box will be available on the next business day in the CSB Cashier’ office. It will only be issued in person.

7. Students are strongly encouraged to make deposits between 8am and 4pm on weekdays; however, in order to comply with the requirement of depositing funds within 24 hours of receipt, use of the drop-box is an acceptable alternate.

8. The Deposit Form is available online, at the CSB Cashier’s Office, in the Policy Manual and in the Club Sports Offices.

9. Deposits are to be supported by other records. Specifically, in the club’s own financial ledger that is kept by the club Treasurer. Per UD policy 3-21: “The supporting records … must show the nature, source, date and amount of each cash receipt”.

10. UD Policy 3-21 specifically prohibits petty cash or “slush funds”. All club funds must be deposited into the university account.

11. Payments from opponents for home competitions should be directed to the Recreation Services Office, not an individual in the club.

B. Purchasing PURCHASE APPROVAL: Any orders placed without required approval will NOT be covered by your University account. For approval: proper documentation should be submitted to your clubs administrative contact. You may proceed with the order after it has been approved. Proper documentation includes:

• Vendor name • Item(s) & price per item

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• Total cost • Include copy of artwork (apparel orders) if not currently on file.

It is permissible, but not preferable, for an individual to pay for an order with personal funds, and seek reimbursement later. Purchase must still be pre-approved as described above. Reimbursements for these purchases must be requested within 30 days of the purchase.

1. PLACING ORDERS a. Traditional Method:

i. Place order after receiving any required approval ii. Have bill sent to the Office via e-mail, fax, or surface mail.

** If a vendor will not fill an order without credit card information first, proceed as below. b. Pre-payment Method:

i. Provide your Administrative Contact with proper documentation. Once they receive permission to use their university credit card (usually takes 24hrs) the order will be placed.

ii. All orders paid for by the CS Office will be delivered to the clubs Administrative Contact. Club representative may pick up the items there.

2. PURCHASING APPAREL: The Club Sports Office prior to ordering must approve all artwork for apparel, including uniforms & warm-ups. A copy of the artwork must be submitted to the CS Office. These will be kept on file for future use.

Recreation Services Apparel Policy

IMPORTANT – If using any “Registered” or “Trademarked” titles, phrases or logos - ® or ™ on the apparel, you are required by law to order through a LICENSED VENDOR. To become a LICENSED VENDOR for University of Delaware trademarks, the vendor applies for a license through the CLC (Collegiate Licensing Company). Process may take a few weeks. There are associated fees. • Go to CLC.com • Click “Licensing Info” link at top • Click “Application Process” in drop down menu “Uniform Uniformity” The University aims to present a consistent and accurate brand message. • All uniforms and warm ups must comply with the campus-wide “True Blue” program: The University’s

official PMS colors - PMS287 Delaware Blue (or royal) and PMS109 Delaware Gold - are the only colors approved for uniforms and competition warm-ups. Navy blue is no longer a permissible uniform color.

• Reputable vendors will know these colors and understand the trademark and color regulations. If not, they are not reputable.

• This does not apply to casual t-shirts, sweatshirts, etc. This applies only to official uniforms and warm ups worn for competition.

BE DISTINCT as a CLUB. Club Sports may not duplicate or copy University of Delaware varsity team’s logos or apparel. Apparel for the club-level sports for which there is also a varsity program must include the word “club” i.e. Delaware Club Lacrosse or Delaware Lacrosse Club, vs. Delaware Lacrosse.

3. PURCHASING EQUIPMENT

a. All equipment purchased with UD funds becomes the property of the University; however, due to space limitations, the University cannot store all club equipment.

b. To place an order for equipment, please refer to “Purchases”, above. c. Any unsafe or outdated equipment must be reported &/or turned in to the Office of Club

Sports, who will repair or dispose of it. C. Reimbursements There are two processes that can be used to reimburse club expenses:

• Expense is under $3000 and the person to be reimbursed is a student or coach: the Club Sports Office can write a convenience check to reimburse the expense.

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• Expense is over $3000 or the person to be reimbursed is a parent, or other outside party: the reimbursement will be processed through the University’s Procurement Office. This process requires 4 to 6 weeks for the check to be processed and mailed.

In order to be reimbursed for expenditures for official club business, (other than hotel and gasoline, see below) incurred by an individual, the Treasurer or President must:

• Bring all original receipts to the Club Sports Office (copies and faxes of receipts are not acceptable). • Receipts must be no more than 30 days old. Receipts over 30 days will not be processed. • Complete a Request For Reimbursement form for each individual to be reimbursed. This form requires

an SSN, and an officer’s signature. • Proof that the person being reimbursed is the person who paid.

a. The name of the reimbursee appears on the invoice or receipt. b. The credit card used appears on the invoice or receipt and there is a copy of the credit card of

the reimbursee attached. The last four numbers should match and their name should be easily readable.

c. The receipt indicates that cash was used to pay for the expense. ** This is necessary, as the Procurement Office requires proof that the payer and reimbursee are one and the same.

1. Hotel Fees Reimbursements All of the following documents are required to reimburse Hotel fees:

• The Hotel Folio - A folio, in this case, is the sheet(s) of paper you get from the hotel when you check out, it is your receipt and your proof of payment. Remember to take care of all personal expenses at check out…folio should show only room fee and taxes.

• A complete Request For Reimbursement form • Proof that the person you are reimbursing is the one who paid for the rooms.

2. Gas Reimbursements In order to be reimbursed for gasoline used for official club travel the treasurer must submit the following forms: • Gasoline Reimbursement form. This form also requires signatures, and, must be submitted

within 30 days of the trip. • Printed Map of mileage to and from the club event.

D. Paying Bills

If you have received a bill that you need to be paid, bring it or send it to the CS Office. E. Paying Entry Fees

To pay an entry fee, bring the following information to the CS Office no less than 2 weeks prior to the due date:

• Original entry form • Tournament name • Tournament date • Registration fee • Organization’s Federal Tax ID (or SSN if paying to an individual) • Address

F. Paying Officials

Officials will not be paid for their services until after the work has been performed. This is University policy. In order to pay your officials, they must complete (one-time only) the Federal W9 form, and an Officials Payment Form. Please check that they have filled it out completely. After you submit the form/s, Accounts Payable will issue a check, sent directly to that person. This process takes 4 to 6 weeks.

NOTE: The Club or any club member WILL NOT be reimbursed for a cash or check payment given directly to an official – this is an IRS/Federal Govt. rule.

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G. Paying Coaches and Athletic Trainers Use the Athletic Trainer or Coach Pay Form to approve a salary paid to a coach; this form requires an

officers’ signature. Complete and submit to the Office. They will be paid as a bi-weekly UD employee unless you request otherwise.

NOTE: Any coach that has not submitted the annual coach’s contract cannot be paid. H. Invoicing (Billing Others)

1. If you sponsor a competition and a visiting opponent requires an invoice, you should create one using Excel or a similar program. Several templates are available in the Club Sports Office.

2. You may also provide a sample when one of your opponents needs to invoice you and needs advice on how to create a PROPER invoice that UD Accounts Payable will not reject (i.e. includes the school’s Fed. Tax ID #).

3. In general, invoices must include who, what, when, how much, where to send, AND the institution’s Federal Tax ID #.

I. Mail Folders/Telephone/Copying

1. Club mail folders will reside in the Intramural Programs Office, 134 Carpenter Sports Building. Office hours are generally 11 am – 9 pm, Mon. – Fri. Check your mail regularly.

2. Students may use the phone in the Club Sports Offices for official club business. 3. Copying - Clubs are responsible for funding their own photocopying. If you are interested in having

a “standing work order” for the Copy Centers on campus, come to the Office to complete the necessary form. This creates an account for your club and makes future copying quicker, and billing internal. You may list up to four names at one time on a standing order. When you need to change those names, notify the CS Office.

VIII. Publicity, Promotions, & Use of the UD Name The Club Sports Office must preapprove all promotional flyers, letters, banners, newsletters, handbooks, etc. before being circulated, and all apparel before being ordered. A. Your Club’s OFFICIAL Name in Writing

• All official written references to or publications of your club must use the phrasing “______ Club at the University of Delaware”. This does not apply to apparel.

• For example, the wording “Ice Hockey Club at the University of Delaware” must be used on a flyer, letterhead, schedule, website, program, etc.

• The team apparel may have “UD Ice Hockey”, “Delaware Club Soccer”, or “Delaware Wrestling”. Apparel for the club-level sports for which we also sponsor a varsity program must include the word “club” i.e. Delaware Club Lacrosse or Delaware Lacrosse Club, vs. Delaware Lacrosse.

B. Publicity

ALL publications/letters/mailings, etc. must be reviewed and approved by the appropriate UD office before they are published, mailed, or go to print. They must include the word “club” in your title.

• Club Sports can utilize campus media such as Campus Cable Channel 2, the Review, the Update, the Office of Public Relations, WVUD, Just UDo It/Get Connected, and campus bulletin boards. Any associated fees will be charged to the club.

• Alcohol references may not be used in your advertising or promotional efforts. C. Use of University of Delaware Symbols The University of Delaware reserves the right of proprietorship of a number of symbols of identification of the University used in connection with activities of the University. The following emblems and logos are registered with the State of Delaware and CANNOT be used in advertisements or any student flyers/handouts/etc. without

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the consent of the University of Delaware: • The “UD” symbol, with the interlocking “U” and “D”. • The University of Delaware Crest. • YouDee – No pictures, illustrations, or original designs of the mascot may be used. • The phrase “University of Delaware” – No group may identify or advertise itself as “The University of

Delaware Group X.” Groups may identify or advertise themselves as “Group X at the University of Delaware.”

The use of University trademarks and service marks is prohibited without the express permission of the University of Delaware. See http://www.udel.edu/ocm/licensing/ in order to learn how to use UD symbols legally. Health & Safety Issues A. General

1. All club members must have their own health insurance coverage before they practice/compete. 2. The University assumes no responsibility to pay for or underwrite the cost of medical care given to

members of club sport teams in connection with injuries sustained in club practice or competition. All services not covered by UD Student Health Center are the responsibility of the individual and his or her medical insurance carrier.

3. Teams should utilize the University Student Health Center for medical care. UD Physical Therapy Clinic may also provide free screening for sport injuries. Athletic trainers are not regularly provided.

4. In case of injury, an Injury/Accident Report Form must be filed with the Sport Club Office within 24 hours (whether the accident was at home or at an away contest). Each club should keep blank copies of the form in their first aid kit.

5. It is required that each club carry a first aid medical kit with them and that there be at least one certified person to administer first aid each practice or competition. Teams must also adherer to their NGB’s rules concerning first aid supplies. The club President is responsible for having at least one Standard First Aid & CPR/AED certified individual at every activity. He/she is responsible for having a proper first aid kit on site.

Suggested items for first aid kit

cold packs (chemical ice) - 2-3 ice bags – 10-12

athletic tape – 3-4 roles pre-wrap – 3-4 roles

adhesive bandages – all sizes elastic (Ace) bandages – 2-3 butterfly bandages – 1 box

antiseptic towelettes - 2 boxes eye wash solution – 1 bottle

splinting materials – min. 2 sterile gauze pads – 2 boxes

triangular bandages -1 roller gauze – 2-3 rolls breathing barriers – 2-3

protective gloves – 12 pair min. 1 scissor and 1 nail clipper

ibuprofen – small bottle

*Instant/chemical ice should be considered a back up to real ice, which is more effective at controlling swelling. Whenever possible, real ice should be on hand.

6. It is STRONGLY recommended that all members of a club sport have a physical exam prior to

participation in club activities. This is the responsibility of the individual. 7. When dealing with blood use the following procedures:

• A participant that is bleeding or has blood on the uniform shall be removed from the activity until the wound has been completely covered and the soiled clothing has been changed.

• Use medical gloves before treating a bleeding wound.

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• Wash hands immediately after treating a bleeding wound regardless of contact with blood. • If in a UD building, get the supervisor on duty to assist in treating the bleeding wound and

cleaning up the equipment/facility. • All materials that come in contact with blood should be disposed in a Biohazards Waste bin, not

a regular trash receptacle. If there is not one nearby, contaminated materials should be placed in a sealed plastic bag, for later disposal.

• Team members with bleeding or oozing skin should not treat others’ injuries. 8. Health Advisory – “Mersa” or Community-Acquired Methicillin Resistant Staphylococcus Aureus

(CA-MRSA) a. The Delaware Division of Public Health (DDPH) has issued an alert regarding an epidemic

of Staphylococcus aureus infections, some of which are confirmed Community-Acquired Methicillin Resistant Staph (CA-MRSA, pronounced “mersa”) infections, apparently transmitted among sports teams.

DDPH Issued MERSA recommendations: I. Initial Screening

A. All athletes/sports team members should be assessed daily for the presence of rash illnesses and/or skin lesions. The individual, other team members, or coach can conduct this. Any individual that exhibits a rash illness and/or skin lesion should be referred to the Student Health Center or primary care physician.

B. Rash illnesses, skin lesions, draining wounds or uncultured wounds/lesions should be treated as a potential MRSA infection and treatment should be initiated immediately.

II. Prevention Strategies A. Personal hygiene

a. Hand washing is the single most important behavior in preventing infectious disease. Encourage frequent hand washing with warm water/soap during the course of practices/games/matches.

b. When hand-washing facilities are not readily available, provide alcohol based sanitizers and encourage frequent use.

c. Do not share personal care items (i.e., towels, soap, razors, and water bottles). This includes sideline towels and drinking reservoirs.

d. Encourage all participants to shower as soon as possible after direct contact sports using a clean, dry towel.

e. Do not share any topical preparations (i.e., ointments, salves, antibiotic creams) f. Laundry: Wash towels, uniforms, etc. and any other soiled items using hot water, ordinary detergent,

and dry on the hottest cycle after each use. Prewash or rinse any item that has been contaminated with body fluids.

g. Soiled laundry should be contained in an impervious container or sealed plastic bag for transport home. B. Environmental sanitation

a. Establish and enforce routine cleaning schedules for all athletic areas or equipment (i.e., shared protective gear, weight rooms, locker rooms, wrestling mats, etc.)

b. Locker rooms and weight rooms should be cleansed at least once weekly using a commercial phenol-containing disinfectant, or a fresh mixture of 1:100 bleach solutions (1 tablespoon bleach in one quart of water).

c. If a single case of MRSA is diagnosed, cleaning should be increased to at least twice weekly. d. Shared athletic equipment (i.e., wrestling mats, protective gear, etc.) should be cleansed after each use

using a commercial phenol-containing disinfectant, or a fresh mixture of 1:100 bleach solution (1 tablespoon bleach in one quart of water)

C. Emergency Plan – Keep a copy of this plan in the team medical kit

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UD CLUB SPORTS EMERGENCY PLAN In the event of bodily injury:

1. Check the scene a. Is it safe for you to help? b. Can bystanders help? c. What happened? d. How many victims are there?

2. Call for an ambulance if the victim: a. Is or becomes unconscious b. Has seizures, severe headache or slurred speech e. Has trouble breathing f. Appears to have been poisoned g. Has chest pain or pressure h. Has injuries to head, neck or back i. Is bleeding severely j. Has possible broken bones k. Is vomiting or passing blood

3. Provide proper first aid as indicated a. If you are in doubt as to the severity of the injury – call for an ambulance b. Get the victim’s permission to help first, if possible. If unconscious, permission is implied. c. Care for life-threatening emergencies before those that are not life threatening. d. Keep the victim still, comfortable, reassured and warm.

Complete an Injury/Accident Report Form for ALL injuries and submit it to the Club Sports Office within 24

hours of the injury/accident. Paper copies (blank) of this form should be in the team’s medical kit. If an ambulance is called an officer MUST contact their Club Sports Administrative Contact.

In event of vehicle accident:

1. Respond to any injury as outlined above. 2. Contact the police to file an accident report for insurance purposes. 3. UD Vehicle: Contact Motor Pool and report the accident. If it is after business hours leave a message on their

voice mail. Contact their Club Sports Administrative Contact. 4. File an Injury/Accident Report Form with the Office within 24 hours of the accident.

NOTE AN INCIDENT REPORT MUST BE ON FILE WITHIN 24 HOURS OF THE INCIDENT.

If the accident occurs over a weekend, the report must be submitted by 10am Monday morning.

ON CAMPUS: UD Emergency System: 9-9-1-1

OFF CAMPUS:

Emergency System: 9-1-1  

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IX. Inclement Weather Policy A. Travel If extreme or poor weather conditions exist (or are forecasted), a club officer should contact the club sport office to determine whether or not to proceed with travel. The Club Sports office reserves the right to cancel a contest or event if conditions warrant. It is recommended that a club officer contact the home club for their assessment of travel conditions in their area. B. Home Games

• Whenever possible, the decision whether or not to play will be made by the Club Sports office PRIOR TO game day.

• Whenever the University closes for a storm emergency, most all team sport related activities are automatically canceled. Check with the Club Sport Office

C. Electrical Storms

Lightning is the most consistent and significant weather hazard that may affect outdoor activities. The following policy is in effect for all outdoor sports. Students should be particularly aware of the safety concerns that the policy addresses and cease outdoor activity when conditions demand.

LIGHTENING POLICY for Recreation Services Recreation Services is informed of impending storms via Weather Sentry, a sophisticated campus-wide lightening detection system. When a warning is received, that means dangerous lightening is approaching and all outdoor activities must be ceased and fields cleared.

• On Frazer Field, during open hours, CSB staff will inform players to clear the fields. • On all other fields, and after hours on Frazer Field, clubs must use their best judgment and seek shelter

when dangerous weather is imminent. In the event you observe lightening but no one has appeared to clear the field, the club president should take the lead. The following safety protocol should be followed: 1. Chain of Command: The persons filling the roles listed below are responsible for making the decision to remove a group or individuals from the playing field; stopping the activity, and determining when/if it is safe to resume:

Practices: Club President, or next highest officer, Coach, Club Sports Staff, Field Supervisors During competition: Officials, Club President/officer

2. Detection: Be aware of how close lightning is occurring by using the flash to bang method*: • Count the seconds from the time the lightning is sighted to when the next clap of thunder is heard. • For every 5 seconds you count, the storm is 1 mile away. • At 6 miles out (or 30 seconds) or closer, CEASE ACTIVITY AND SEEK SHELTER OR PROTECTION

IMMEDIATELY. • This method is not completely fool proof; no method is. Thunder or approaching clouds are not always the

best indicators. Often the only warnings you will have are your hair standing on end, &/or skin tingling, &/or and a smell of ozone in the air. When this happens, lightening is imminent. CEASE ACTIVITY AND SEEK SHELTER OR PROTECTION IMMEDIATELY.

3. Shelter/protection • Safe shelter is defined as a building. • If access to a building is not available, seek shelter in a car with the windows up, but do not touch the sides

of the vehicle. • Avoid being near large/tall trees or poles (choose a small tree in a wooded area, if possible).

4. Last Resort: If no safe shelter is available, crouch on the ground with your arms wrapped around your knees and only the balls of your feet touching the ground. DO NOT LIE FLAT ON THE GROUND- minimize ground contact. 5. Play may resume after 30 minutes of clear skies. If you observe lightening again within 30-minutes of the last count, restart your 30-minute count. Activity should not resume until 30 minutes after the last lightning flash or clap of thunder.

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D. Heat-related Illness The risks associated with exercise in the heat are well documented.1 Most cases of heat illness are preventable. The following policy is intended to provide guidelines that the University of Delaware Division of Athletics and Recreation will follow.

• Any temperature above 72º F, with a relative humidity of 95% or higher, produces a high risk of heat‐related illness.

• Any temperature above 95º F, regardless of % humidity level, produces high risk of heat‐related illness.

On practice days when the ambient temperature exceeds 72º F, it will be the responsibility of the leader of that day’s practice session(s) to check the temperature and relative humidity. If weather conditions are anticipated that will trigger limitations in practice, it may be beneficial to schedule practice/conditioning times in the early morning or evening, to avoid the heat of the day.

It is the philosophy of the University of Delaware Sports Medicine Clinic that prevention is paramount. It is the responsibility of each individual club’s leadership to pursue appropriate preventative elements in their practices:

• Pre‐participation physicals to screen for at‐risk individuals (prior history, family history, review effect of prescription of OTC pharmaceuticals on thermoregulation, and review of diet/nutrition/hydration techniques).

• Acclimatization – gradual increase in exposure to extreme weather. • Hydration: Make sure that adequate hydration materials are provided and that time is allotted for fluid

consumption during practices and events. • Monitor for excessive weight loss during athletic participation – no more than 2‐ 3% of body weight

should be lost per practice session. Appropriate rehydration should occur prior to the start of the next scheduled athletic activity.

• Assure that temperature appropriate athletic apparel is being used. • Incorporate the heat‐related practice modification plan (p. 2) into club’s regular practices and philosophy. • During competitions, it is the responsibility of the officials (if present), in conjunction with the club

leadership, to monitor the weather and pursue appropriate preventative practices. However, most heat‐related illnesses occur during practices.

Heat‐Related Practice Modification Plan

1. Go to www.weather.com. 2. Enter the zip code for event location. 3. Add the numbers of temperature and relative humidity.

ii. 150 – 159 ‐ LIMIT If the sum of the two numbers is between 150 and 159, consider limiting practice:

1. Limit outdoor practice to 2 hours. 2. Limit use of helmets, protective gear as able.

iii. 160‐169 – LIMIT If the sum of the two numbers is between 160 and 169: 1. Limit outdoor practice to 90 minutes. 2. Fluid replacement breaks (5 minutes) at least every 20 minutes. 3. Avoid use of helmets and protective padding.

iv. 170 and above ‐ CAUTION If the sum of the two numbers is 170 or greater: 1. No outdoor practice. 2. Outdoor conditioning limited to 10 minutes.

Inter Association Task Force on exertional heat illnesses consensus statement. June 2003. National Athletic Trainers’ Association.

  30  

Appendices

All of these forms may be reproduced. These and other forms are available online at

http://www.udel.edu/recreation/programs/club-sports/info/officer-info.html

Appendix A: Agreement to Participate Appendix B: Application for Use of Recreational Facilities Appendix C: Change of Officer or Advisor Form Appendix D: Injury Report Form Appendix E: Roster Appendix F: Club Ledger Appendix G: Coach or Athletic Trainer Pay Appendix H: Deposit Form Appendix I: Dues and Budget Worksheet Appendix J: Mileage Reimbursement Appendix K: Official/Referee Payment Form Appendix L: Request for Reimbursement Appendix M: Renewal Application Appendix N: Year-to-Year Financial Worksheet Appendix O: Athletics and Recreation Logo Sheet

  31  

Appendix A: Agreement to Participate

AGREEMENT TO PARTICIPATE FOR CLUB SPORTS ATHLETES, at the UNIVERSITY OF DELAWARE

Assumption of Risk

I, (name) _________________________________, would like to participate in (club sport) ______________________________, including travel to and from, and participation in, related practices, competitions, and other activities (the “Club Sport”). In consideration of being allowed to participate in this Club Sport at the University of Delaware, I agree to the following:

1. I understand that participating in this Club Sport, including traveling to and from related events, involves the risk of SERIOUS INJURY, including but not limited to DEATH, PARALYSIS, BRAIN DAMAGE, AND PERMANENT OR TEMPORARY INJURY TO BONES, JOINTS, LIGAMENTS, MUSCLES, AND TENDONS. I also understand that participating in this Club Sport involves the risk of loss or damage to my personal property. 2. Being fully aware of the risks involved, I VOLUNTARILY AND FULLY assume all risks associated with my participation in the Club Sport and agree to INDEMNIFY AND HOLD HARMLESS the University of Delaware, its trustees, officers, directors, employees, and agents from any and all demands, claims, actions, lawsuits, damages, losses, liabilities, costs, and expenses of any kind arising directly or indirectly, whether or not foreseeable or contributed to by the negligent acts or omissions of the University or others, arising out of my participation in this or any other Club Sport. It is my express intention to assume all risks on behalf of my heirs, estate, executor, administrator, assignees, and all members of my family. I further agree to submit any disputes that may arise under this agreement or otherwise in connection with my participation in the club sport program to binding arbitration in accordance with the Rules of American Arbitration Association. 3. I am good health and do not have any physical or mental conditions that could affect my ability to participate in the Club Sport. I UNDERSTAND THAT I AM RESPONSIBLE FOR MY OWN MEDICAL INSURANCE AND MUST MAINTAIN SUCH INSURANCE AT ALL TIMES WHILE PARTICIPATING IN THE CLUB SPORT. I consent to first aid, emergency medical care, and admission to an accredited hospital or an emergency care center for treatment of injuries that I may sustain while participating in any activity associated with the Club Sport. Further, I understand that I am responsible for any medical expenses incurred on my behalf, including those that are not covered by my health coverage. I will notify the Office of Club Sports if I suffer any significant injury that requires medical attention, or if any there are any changes to the information contained herein. ,

Hazing Policy

I have read and understood the University policies against hazing and agree to the following: • I will not allow myself to be hazed nor will I tolerate the hazing or harassment of any of any fellow recruits or

members. • I understand that hazing is harmful and has no place in sports. • If hazing occurs I promise to notify the proper authorities of the hazing activities of which I am aware.

Important: you must complete the second page of this form.

  32  

Eligibility

I understand that I must be a full-time University of Delaware student, either undergraduate or graduate in order to participate in Club Sports.

I CONFIRM THAT I AM AT LEAST 18 YEARS OF AGE, FULLY COMPETENT, AND ENTERING INTO THIS

AGREEMENT VOLUNTARILY.

I HAVE READ AND FULLY UNDERSTAND THIS AGREEMENT TO PARTICIPATE, INCLUDING THE ASSUMPTION OF RISK, AND AGREE TO ABIDE BY ITS TERMS.

Student’s Signature ___________________________________ Date __________________

Use of Private Automobile

I, ___________________________________________ hereby agree to the following: (Print Name)

1) I will NOT drive my personal automobile to club sport activities, whether or not I am transporting other members of the Club Sport team, without first informing the Office of Club Sports.

2) I understand that I must have adequate automobile liability coverage to transport myself and/or anyone else to Club Sport activities. Pursuant to Policy 3-1 (available at http://www.udel.edu/ExecVP/policies/financial/3-01.html), the University suggests policy limits of at least $500,000 per person, per occurrence, for bodily injury and $250,000 per occurrence for property damage.

3) In the event that I am in an accident while operating my vehicle on University business, including to/from club sport activities, I will promptly report all details of the accident to the Office of Club Sports, University of Delaware Public Safety, and the local police

4) I understand that I am not required to use my personal automobile to participate in the club sport program, and acknowledge that I do so voluntarily. I understand that the University of Delaware, Department of Athletics, Office of Club Sports, and the Club Sport team, are NOT RESPONSIBLE for any financial loss I incur for accidents, damage, vandalism, and/or theft to my vehicle.

PLEASE CHECK THE APPROPRIATE BOX:

Do you have a valid drivers license? ☐YES ☐NO Have you ever been convicted of or plead guilty to a DUI, DWI, or similar offense?

☐YES ☐NO Is your vehicle covered by an automobile insurance policy that provides at least 100/300/100 coverage ($100,000 per person for bodily injury, $300,000 per accident for bodily injury, and $100,000 per accident for property damage)? ☐ YES ☐NO ________________________________________________ __________________ Student’s Signature Date

Club Team: _________________________________________________________

Jake � 10/12/12 3:03 PMFormatted: Numbered + Level: 1 +Numbering Style: 1, 2, 3, ... + Start at: 1 +Alignment: Left + Aligned at: 0.25" +Indent at: 0.5"

Jake � 10/12/12 3:03 PMDeleted: .

Jessica Chason� 6/19/12 1:09 PMFormatted: Indent: Left: 3", First line: 0.5"

  33  

Date Submitted

EVENT #

(Filled in by Recreation)

APPLICATION FOR USE OF RECREATIONAL FACILITIES

This completed form must be returned to Staci Truitt, 110 CSB at least 10 business days in advance of event date.

Policies: 1. Only registered University of Delaware groups may reserve facilities. 2. Form must be completely filled out with appropriate signature (Student Activities Office, Greek Affairs Office, Club Sports Office) or it will be returned. 3. FACILITIES ARE NOT RESERVED UNTIL THE FORM HAS THE APPROPRIATE SIGNATURES AND A COPY OF THE FORM IS RETURNED TO THE REQUESTER. EVENT INFORMATION ORGANIZATION INFORMATION

Date(s) of Event:

Organization

Day(s) of Week:

making request:

Title of Event:

Contact person:

Title:

Type of Event:

Phone #

E-mail address:

Campus Residence

(Street, City, State, Zip)

Requested Areas (Circle all that apply):

Gym 1 Indoor Pool & Diving Well Hockey Rink (Academy) Rodney Volleyball Sand Courts (1) Gym 2 Pool Classroom Hockey Rink (Trabant) Trabant Volleyball Sand Court (1) Gym 3 Frazer Field 1 CSB Tennis Courts (8) Harrington Basketball Courts (1) Pearson Hall Gym Frazer Field 2 Academy Tennis Courts (3) Laird Basketball Court (2) Activity Room 259 Frazer Field 3 Perkins Tennis Courts (3) Perkins Basketball Courts (2) Activity Room 260 Frazer Field 4 Laird Tennis Courts (1) Ray Street Basketball Court (1) Indoor Rock Climbing Wall All Frazer Fields (1-4) Rodney Tennis Courts (2) Rodney St. Basketball Courts (5) Student Lounge Academy Field Dickinson Volleyball Court (1) Trabant Basketball Court (1) Indoor Pool Park Place Field Harrington Volleyball Sand Courts (2) Entire Building Diving Well Racquetball Courts/Squash Court Laird Volleyball Sand Courts (1) Other

Time of Event: Setup Time

Event Start Time

Estimated Attendance:

Event End Time

(both spectators and participants) Participants & Spectators (Check one):

UD Students/Staff Only UD and non UD

Is this a fund raiser? Yes No If yes, for what organization?

Is an entry fee being charged: Yes No If yes, amount ?

IMPORTANT - READ CAREFULLY

1. Parking in fire lanes, reserved spaces, handicapped spaces or fields is prohibited 2. Eating or drinking is prohibited in all activity areas. 3. Smoking is prohibited in CSB and Pearson Hall Gym. 4. Alcoholic beverages are prohibited in all recreational facilities. 5. Equipment and/or furniture may not be moved from any area. 6. Posting of materials is prohibited on doors, windows or walls of CSB and Pearson. 7. Only approved plastic floor tape is permitted on any wood floors. 8. Your group is responsible for returning the space to its original condition before the group leaves the facility. 9. Damage to the facility or any equipment will be charged back to the group. 10. The reserving group is responsible for all reimbursable charges and any facility charges based on established fee structure. 11. Activity participants MAY NOT wear hard soled shoes without prior approval from Associate Director.

I certify that I am an authorized representative of the sponsoring organization and have familiarized myself with the University policies regarding the scheduled program. My organization will adhere to these policies and will be accountable for any damage to the facility or equipment. Signature

Date

(Lightning Addendum) (Must be completed for all outdoor use)

*I have reviewed the University’s Lightning Safety Policy and

is designated to make the decision to (Name) disband activity if lightning is detected in the area per guidelines listed in the University’s Lightning Safety Policy.

PLEASE READ SECOND PAGE OF THIS FORM FOR FURTHER INSTRUCTIONS.

  34  

OFFICE USE ONLY

Building Supervisor

Facility Monitor

Front Desk Staff

Custodial Services

Public Safety

Movers

Grounds

Other

Facility Rental Fee

OFFICE NOTES

APPROVALS:

______________________________________________________ _______________________ ________________________________

Student Activities / Greek Affairs / Club Sports Title Date

*Purpose Code:

_______________________________________________________________________________ ___________________________________________ Associate Director of DIARS Date

_______________________________________________________________________________ ____________________________________________ Events Scheduler Date

YOUR RESERVATION IS NOT APPROVED UNTIL YOU RECEIVE A SIGNED COPY OF THIS FORM.

  35  

Appendix C: Change of Officer or Advisor Form

Club Sports Change of Officer or Advisor Form Date change takes place: __________ Name of Club: ______________________________

STATEMENT OF RESPONSIBILITY We, the undersigned, as members of this organization, are authorized to act on its behalf and to access/reserve University facilities and services for this organization. We agree to comply with all University policies and procedures, and to share this information with all members. We agree to ensure that the organization abides by all local, state, and federal laws. As official representatives, we understand that we may be held jointly and/or individually responsible for the activities and behavior of the organization and liable for all incurred debts and obligations to the University. We certify that the information on this form is accurate and will be kept current, and that Membership is limited to: full-time matriculated undergraduate and graduate students and will not be restrictive on the basis of race, creed, color, gender, age, religion, national origin, disabled status, or sexual orientation. Violation may lead to suspension of registration.

ADDITIONAL RESPONSIBLITIES FOR CLUB SPORTS: We agree to inform all members of the potential hazards involved in the activities of this organization. We further agree to require all members to complete and sign an Agreement to Participate form prior to participation in the activities of this organization.

Advisor: Campus Address: E-mail:

Campus Phone: Signature:

New Officer: Office held: DOB: Signature:

Local Address: E-mail: Phone/s:

New Officer: Office held: DOB: Signature:

Local Address: E-mail: Phone/s:

New Officer: Office held: DOB: Signature:

Local Address: E-mail: Phone/s:

Appendix D: Injury Report Form

  36  

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  37  

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  38  

Appendix E: Roster CLUB SPORTS ROSTER FORM Club:

List alphabetically by last name. Semester: Year:

MUST BE TYPED!

Registrars Signature:______________________ Date:_____________

LAST  TWO  COLUMNS  FOR  REGISTRARS  USE  ONLY!  

T-shirt Size

Last Name First Name Student ID # New Returning Year # of Credits

Appendix F: Club Ledger

  39  

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  40  

Appendix G: Coach or Athletic Trainer Pay Updated: 8/8/2011

University of Delaware Division of Athletics and Recreation Services INVOICE

Club Sports Coach or Athletic Trainer

Club: _____________________________ Date of competition ___________ PLEASE PRINT CLEARLY: Name of Payee ___________________________________________________

*SSN: _________ - ______ - _________

* Required for payment. If you do not want to disclose this information on this form, provide acontact phone number so we can call

you for the information. ____________

United States Citizen? YES NO

If no, please provide a contact phone number____________

Complete mailing address: ______________________________ ______________________________ ______________________________ ______________________________

Are you currently a University of Delaware employee? YES NO

(If yes, ID number: ____________

Amount to be paid _______________________________ For services of __________________________________ Signature of payee_______________________________

____________________________________________________________________________

University use only

I certify that the above is a true and accurate statement of expenses incurred by this Club Sport

in the proper execution of club duties, in accordance with University policy.

__________________________ ___________ _________________________ PRINT, Name of Club Officer Date Signature of Club Officer

____________________________________________________________________________ Office use only

__________________________ ___________ Signature, Club Sports Office Date

  41  

Appendix H: Deposit Form

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DEPOSIT FORM for CLUB SPORTS

Club Name ______________________________ Account Code STGP 912 - _______

NAME of person writing check or submitting cash.*

All checks must be made payable to

“University of Delaware”

Purpose/reason

Check number

Amount of check

Amount of cash

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

Check Total:

Cash Total:

Page Total:

* List each cash deposit separately and attach original receipt.!

____________________________ _______________ Signature of depositor Date of collection

  42  

Appendix I: Dues and Budget Worksheet

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Personnel Budget Budget

Coach(es) Salaries -$ Fund raising -$

Fringe Benefit @ 8% -$ Gifts/donations -$

Athletic Trainer -$ Dues -$

Fringe Benefit @ 7& -$ Other -$

OFFICIALS / JUDGES / UMPIRES -$ Total Revenue Budget

Other -$ -$

Operating Budget

League/Association Fees -$

Entry/Tournament Fees -$

Travel

Airfare -$ Ground Rentals -$ Mileage Reimbursements -$ Hotel(s) -$

SUPPLIES

Equipment -$

Apparel -$

Food -$

Miscellaneous

Awards/Prizes -$

Off-Campus Facility Rental -$

Ice Time -$

OTHER -$

*Ice Time as applicable -$

Total Expenses Budget

-$ $

*Fringe Benefits are paid at 8% of the total paid for a Coach (off-campus Professional) / Workman's Compensation Insurance

*Fringe Benefits are paid at 7% of total paid for a Athletic Trainer (Grad Student) / Workman's Compensation Insurance

*NO Fringe Benefit charge for Officials or Umpires not affiliated with the University as an employee or student; and paid per game.

* Ice Time Expense is for Ice Sports Only

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  43  

Appendix J: Mileage Reimbursement

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__________________________________________

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  44  

Appendix K: Official/Referee Payment Form

UNIVERSITY OF DELAWARE CLUB SPORTS

OFFICIAL/REFEREE PAYMENT FORM

Club Name _________________________________________________ Date of Contest _____________ Opponent/s ___________________________

PLEASE FILL IN COMPLETELY AND LEGIBLY:

Payee’s Name _______________________________________ Payee’s Complete Address ___________________________________________

___________________________________________ ___________________________________________ * Payee’s Social Security # _______ -_____ -________

*Required for payment. If you do not want to disclose this information on this form, provide a contact phone number so we can call you for the information. ______________________________

US Citizen? (circle one) Yes No

If no, please provide a contact phone number _____________________. There is an additional form required for non-citizens.

Signature __________________________________________________

Amount to pay $ _________________

!

!

____________________________________________________________________________ University use only

I certify that the above is a true and accurate statement of expenses incurred by this Club Sport in the proper execution of club duties, in accordance with University policy.

__________________________ ___________ _________________________ PRINT, Name of Club Officer Date Signature of Club Officer

____________________________________________________________________________

Office use only

__________________________ ___________ Signature, Club Sports Office Date

!

  45  

Appendix L: Request for Reimbursement

!"#$%&#'()*)*+,--(

UD CLUB SPORTS REQUEST FOR REIMBURSEMENT

Club Sport:_____________________ Account Code: STGP 912- ________

Amount of Reimbursement $ ________ . ____

Person to be Reimbursed: ___________________________________

SSN: _____ - ____ -_________ United States Citizen? YES NO

If you are not a United State citizen, you are required to submit a UD-W8 form. This form is for reimbursements/expenditures authorization for non-U.S. citizens and is a required form for

reimbursements paid through University of Delaware. To get a UD-W8 form, go to the Office of Foreign Students website: http://www.udel.edu/ofs/. Select the forms tab, item #24.

ARE YOU A UNIVERSITY OF DELAWARE EMPLOYEE? YES NO

(If applicable) Employee ID# __________________

Complete mailing address: _________________________________

_________________________________ _________________________________ _________________________________

Purpose of Expenditure(s): _______________________________________ _______________________________________________________

* Required for Travel Reimbursement: * Where: __________________________

* When: ___________________________

* What Event: ________________________

Attach original receipts to this form and bring to 106 or 107 CSB. RECEIPTS MUST BE NO OLDER THAN 30 DAYS.

Your signature below certifies that the statement below is a true and accurate statement of expenses incurred in the proper execution of official club duties.

Reimbursee’s signature ___________________________ Date_________

____________________________________________________________________________

University use only

I certify that the above is a true and accurate statement of expenses incurred by this Club Sport in the proper execution of club duties, in accordance with University policy.

__________________________ ___________ _________________________ PRINT, Name of Club Officer Date Signature of Club Officer

____________________________________________________________________________ Office use only

__________________________ ___________ Signature, Club Sports Office Date

  46  

Appendix N: Year-to-Year Financial Worksheet

This form is due to the Club Sport office within two weeks after the end of your club season. !"#$%&'($)*$+&$,#$-#.+$)/$+"#$012,$3.&'+$,)/4#'$%&'$+")*$512,6

NOTE explanation for material differences between years of operation at or above 20% - note reason in the space below.

[Enter Club Name] Enter EXPENSES as a NEGATIVE (-) number.

Enter REVENUE as a POSITIVE number.Previous Academic Year: [date] Current Academic Year: [date]Enter EXPENSES as a NEGATIVE number. Enter EXPENSES as a NEGATIVE number.

EXPENSES Year End Actuals EXPENSES Year End Actuals Difference ($) Difference (%)

Personnel Personnel

Coach(es) Salaries 0.00 Coach(es) Salaries 0.00 - 0.0%

Fringe Benefit @ 8% 0.00 Fringe Benefit @ 8% 0.00 - 0.0%

Athletic Trainer 0.00 Athletic Trainer 0.00 - 0.0%

Fringe Benefit @ 7& 0.00 Fringe Benefit @ 7& 0.00 - 0.0%

OFFICIALS / JUDGES / UMPIRES 0.00 OFFICIALS / JUDGES / UMPIRES 0.00 - 0.0%

Other 0.00 Other 0.00 - 0.0%

Operating Operating - 0.0%

League/Association Fees 0.00 League/Association Fees 0.00 - 0.0%

Entry/Tournament Fees 0.00 Entry/Tournament Fees 0.00 - 0.0%

- 0.0%

Travel Travel

Airfare 0.00 Airfare 0.00 - 0.0%

Ground Rentals 0.00 Ground Rentals 0.00 - 0.0%

Mileage Reimbursements 0.00 Mileage Reimbursements 0.00 - 0.0%

Hotel(s) 0.00 Hotel(s) 0.00 - 0.0%

- 0.0%

SUPPLIES SUPPLIES

Equipment 0.00 Equipment 0.00 - 0.0%

Apparel 0.00 Apparel 0.00 - 0.0%

0.00 - 0.0%

Food 0.00 Food 0.00 - 0.0%

0.00 - 0.0%

Miscellaneous Miscellaneous

Awards/Prizes 0.00 Awards/Prizes 0.00 - 0.0%

Off-Campus Facility Rental 0.00 Off-Campus Facility Rental 0.00 - 0.0%

Ice Time 0.00 Ice Time 0.00 - 0.0%

- 0.0%

OTHER 0.00 OTHER 0.00 - 0.0%

- 0.0%

Total Expense 0.00 Total Expense 0.00 - 0.0%

REVENUES REVENUES

Fund raising 0.00 Fund raising - 0.0%

Gifts/donations 0.00 Gifts/donations 0.00 - 0.0%

Dues 0.00 Dues 0.00 - 0.0%

Other 0.00 Other 0.00 - 0.0%

- 0.0%

Total Revenue 0.00 Total Revenue 0.00 - 0.0%

Difference ($) Difference (%)

NET 0.00 NET 0.00 - 0.0%

Explanation for material differences between years of operation on this Year - to - Year Comparison.

A material difference exceeds 20% of any prior year line item as noted above.

  47  

Appendix O: Athletics and Recreation Logo Sheet

FALL 2011 ATHLETICS & RECREATION LOGO SHEET

All of the above University authorized marks are available in full color, two color, one color and reversed one color versions. Teams may customize these marks by placing their program name in conjunction with the athletics logo. Please note that currently when “DELAWARE” is being used as a word mark on apparel, it should be used as shown above. This file may be requested from External Relations as needed at anytime. The official pantones to be used for screens, embroidery and apparel materials are Blue PMS2945c and Yellow 109c. A proof confirming accurate colors should always be obtained prior to job approval for your records. In addition and as a reminder as efforts continue to be ongoing to streamline the department’s look, all uniform and apparel orders must be submitted for approval by a representative of the Club Sports area and the Athletics External Relations area and may only be ordered through authorized vendors. Please email brucet@udel.edu with any questions. Thank you!