Club Sports Team Manual 2014-2015
Club Sports Team Manual 2014-2015 UConn Club Sports Manual 2014-2015 Page 2 Table of Contents Chapter 1: Introduction and General Information ........................................................................... 4-5 Introduction ......................................................................................................................................4 Program Overview ...........................................................................................................................4 Important Contact Information ........................................................................................................5 Chapter 2: Club Sports Administration ........................................................................................... 6-11 Division of Student Affairs ..............................................................................................................6 Department of Student Activities.....................................................................................................6 Club Sports Program Staff ........................................................................................................... 6-7 Coaches/Instructors ..........................................................................................................................7 Club Sports Council ..................................................................................................................... 7-9 Executive Board ......................................................................................................................... 9-11 Chapter 3: Membership Guidelines................................................................................................ 11-14 Becoming a Club Sport ..................................................................................................................11 Individual Constitutions ........................................................................................................... 11-12 Membership Guidelines .................................................................................................................12 Maintaining Club Sports Status ............................................................................................... 12-14 Requirements for Good Standing...................................................................................................14 Chapter 4: Standards of Conduct ................................................................................................... 14-17 Hazing Policy .................................................................................................................................14 Code of Conduct ...................................................................................................................... 14-15 Disciplinary Process................................................................................................................. 16-17 Chapter 5: Trainings and Officer Responsibilities........................................................................ 18-20 Required Trainings and Workshop ................................................................................................18 Officer Responsibilities ........................................................................................................... 18-20 Chapter 6: Team Requirements/Points System ............................................................................. 20-26 Points System Description ....................................................................................................... 20-24 Points System Checklist 2014-2015 ........................................................................................ 25-26 Chapter 7: Finances ......................................................................................................................... 27-33 Application Process for Club Sports Funding ......................................................................... 27-29 Purchase Request .................................................................................................................... 29-32 Additional Funding ........................................................................................................................32 Nationals Funding .................................................................................................................... 32-33 Banking ..........................................................................................................................................33 Chapter 8: Office Services, Advertising and Promotions ............................................................. 33-34 Faxing ............................................................................................................................................33 Fliers ..............................................................................................................................................34 Bulletin Boards ..............................................................................................................................34 Table Tents.....................................................................................................................................34 Chapter 9: Reservations and Event Planning ................................................................................ 34-38 On-Campus Reservations......................................................................................................... 34-35 Room Reservation Procedures .......................................................................................................35 Reserving a Table at the Library....................................................................................................35 UConn Club Sports Manual 2014-2015 Page 3 Reserving Resident/Dining Hall ....................................................................................................35 Food Guidelines .............................................................................................................................36 Sales, Concessions and Solicitations .............................................................................................36 Reserving Depot Field ............................................................................................................. 36-37 Reserving Athletic Facilities ..........................................................................................................37 Chapter 10: Travel Requirements ................................................................................................. 37-38 Travel Itineraries ...................................................................................................................... 37-38 Explanation Letters ........................................................................................................................38 Chapter 11: Risk Management and Safety .................................................................................... 38-40 CPR/FA/AED ................................................................................................................................38 Med Kits.........................................................................................................................................39 Athletic Training Services ....................................................................................................... 39-40 Appendix: Documents and Forms .................................................................................................... 40-42 UConn Club Sports Manual 2014-2015 Page 4 CHAPTER 1: INTRODUCTION AND GENERAL INFORMATION INTRODUCTION The Club Sports Manual has been compiled to serve as a policies and procedures reference for all Club Sports teams recognized by the University of Connecticut. The manual serves to assist teams in the administration of their organizations and outlines the standards, policies, and procedures required of Club Sports participants. The policies and procedures in this manual are subject to change at the discretion of the Club Sports program staff. PROGRAM OVERVIEW DEFINITION OF A CLUB SPORT A UConn Club Sport is a registered student organization recognized by the Club Sports Council (CSC); it is formed by individuals with a common interest and desire to participate and compete in a sport or athletic activity. UConn Club Sports require that the team competes as least once per year against a non-UConn affiliate. In addition to the competitive component, these club teams may also include recreational and or instructional components. Club Sport organizations are governed by a student council, assisted by professional staff and administratively supported and partially funded by the University. The Club Sports Program emphasizes student leadership as the club teams are organized, managed and operated by UConn students. CLUB SPORT’S MISSION STATEMENT The UConn Club Sports program strives to provide leadership and athletic opportunities for UConn students. The Club Sports Program offers a competitive outlet for its participants, while enhancing their collegiate experience. Club Sports will give assistance, guidance, and resources for the clubs to operate successfully. This includes professional staff and a governing Club Sports Council. GOALS OF CLUB SPORTS To provide diversity in athletic competition at the University of Connecticut. To provide assistance, guidance, and resources for the clubs to successfully operate; including professional staff and a governing club sports council. To provide athletic opportunities that compliment students’ collegiate experience. Page 5 UConn Club Sports Manual 2014-2015 IMPORTANT CONTACT INFORMATION Name Title Office # E-mail Joe Wilbur Club Sports Coordinator 860.486.6514 [email protected] SU309 Joe Briody Associate Director of Leadership 860.486.6588 [email protected] SU302 Kristen Carr Coordinator of Student Organization Support 860.486.6588 [email protected] SU302 Vacant Club Sports Graduate Assistant 860.486.6514 Eric Roux CS Athletic Training Graduate Assistant 860.486.6520 [email protected] SU309 Yuri Hosokawa CS Athletic Training Graduate Assistant 860.486.6520 [email protected] SU309 860.486.6520 [email protected] SU309 Club Sports Office 860.486.6514 [email protected] Student Union, Suite 309 University of Connecticut Department of Student Activities 2110 Hillside Road Unit 3008 Storrs, CT 06269-3008 SU309 Student Activities Office 860.486.6588 Student Union Event Services 860.486.3421 Luke Belval UConntact CS Athletic Training Graduate Assistant Location SU309 SU302 [email protected] https://uconntact.uconn.edu/organization/ClubSportsoffice UConn Club Sports Manual 2014-2015 Page 6 CHAPTER 2: CLUB SPORTS ADMINISTRATION DIVISION OF STUDENT AFFAIRS The Division of Student Affairs is comprised of 16 departments, including the Department of Student Activities. It is the mission of the Division to provide programs, services, and co-curricular experiences that enhance student success. The Division’s efforts support the development of the whole person by fostering an awareness of lifelong learning and promoting the development of skills for effective citizenship in a diverse world. The Division promotes a vibrant intellectual climate that supports an active and inclusive community and strives to be reflective and intentional in an ever–changing environment. DEPARTMENT OF STUDENT ACTIVITIES Club Sports operates within the Department of Student Activities. The Department of Student Activities enriches the intellectual, ethical and social development of our students by engaging them in community involvement and leadership opportunities. The Department is committed to providing excellent programs and services that promote student self-governance, respect for diversity, civic responsibility and life-long learning. CLUB SPORTS PROGRAM STAFF Club Sports offers administrative assistance and guidance to the clubs through the Club Sports Coordinator, Graduate Assistants, Undergraduate Assistants and Field Supervisors. CLUB SPORTS COORDINATOR The Club Sports Coordinator is the professional staff support for all recognized club sport organizations. This position also serves as the link between the students and campus administrators. The Club Sports Coordinator will work closely with Student Activities, Recreational Services, the Division of Athletics, and other campus constituents on behalf of the club sport participants. GRADUATE ASSISTANTS (GA) Administrative: The Administrative GA assists the Club Sports Coordinator in the daily operation and development of the program. The GA also serves as an advisor to various clubs, the Club Sports Council and the undergraduate assistants. Athletic Training: The Athletic Training GA attends high-risk club sports events and provides health and safety to program participants. The GA also hires, supervises and UConn Club Sports Manual 2014-2015 Page 7 trains the field supervisors. Turf Management: The Turf Management GA maintains Depot Field to ensure a high quality facility for clubs to practice and play. STUDENT ADMINISTRATIVE ASSISTANTS The office managers are student employees who assist with the day-to-day operations of the program. They work in the Club Sports office providing general support to the program and the teams. They help process all paperwork submitted by the clubs and are available to assist the clubs with understanding the processes and guidelines established by Club Sports FIELD SUPERVISORS Field supervisors are student employees who report to the Club Sports Coordinator. Field Supervisors will support the Club Sports Program by providing supervision during club and special events; first aid and CPR/AED services to injured participants; and acting as a liaison between clubs and the Club Sports Program. COACHES/INSTRUCTORS In recognizing the need for specialized instruction, the Club Sports Program welcomes the relationship between instructors/coaches and club sport organizations. However, the direction of the group must remain with the student organization. A club sport coach may not serve as the organization's primary contact - even if they are a member of the faculty or professional staff at the University. Instructors/coaches may be paid by the club members or serve as volunteers. Coaches are strongly encouraged to attend all practice sessions, expected to attend all competitions, as well as meet with the Club Sports Coordinator. Coaches must be certified in CPR and First Aid and are required to submit proof of certification to the Club Sports Program Staff on an annual basis. CLUB SPORTS COUNCIL (CSC) The Club Sports Council (CSC) is student-led and serves as the governing body for the Club Sports program. The Council works to ensure the proper support and success of its member clubs and their students. The CSC also assists in the coordination of the activities and the distribution of allocated funds to Club Sport organizations and UConn Club Sports Manual 2014-2015 Page 8 programs. Additionally, the Council works closely with the Club Sports administration and the University to enhance the growth and development of its athletes. REPRESENTATIVES The CSC has monthly meetings and keeps in constant communication with the recognized club sports about their fundraisers, community involvement and outreach, accomplishments, special events and awards. Each club must elect a representative to serve on the Club Sports Council, who attends every monthly meeting and reports on their respective areas. The representative can either be the COO, CFO, or Secretary. RESPONSIBILITIES The responsibilities of the Council are to provide the following: 1. Administrative leadership to support the Club Sports Program. 2. Regularly scheduled meetings. 3. Recognition of new teams. 4. Budget allocations. 5. Disciplinary review and corrective action. 6. Recommendations concerning policies, procedures, and participant concerns. MEETINGS 1. The Council will meet monthly during the regular fall and spring semesters or as designated by the Council. 2. Each member team must be represented at all Council meetings by the designated council representative or a team officer. 3. If a member team is not in attendance at any two consecutive CSC meetings, the membership of that individual team will be suspended and budget frozen until the club representative attends an Executive Board meeting. The club’s budget will be frozen until a meeting takes place. VOTING 1. Each member team will have one (1) vote per issue. 2. Polling and proxy voting are at the discretion of the Council. 3. Any officer, except for any Executive Board member, may also serve as the voting representative for his/her team. 4. In the event of a tie, the Executive Board Members will cast the deciding vote. If one of the Exec Board Members is directly involved in the issue at hand, he/she will not be allowed to vote to break the tie. UConn Club Sports Manual 2014-2015 Page 9 CONSTITUTIONAL CHANGES The Executive Board must present all constitutional ratifications and amendments made by member teams for review. The changes will then be submitted to the Club Sports Coordinator for final approval. EXECUTIVE BOARD The Executive Board is the administrative arm of the Council and ensures its smooth operation. The Board is responsible for creating the Councils agenda, run regular meetings, take attendance, record minutes and Council actions, assign sub-committee work, plan the year-end banquet and help publish a Club Sports newsletter. The Executive Board will meet with the Club Sports Coordinator weekly to discuss key issues and assign tasks as needed. Each Executive Board Member will have an equal voice / vote in all Executive Board decisions. (Executive Members will not have a vote in Council decisions unless in the event of a tie.) The Executive Board is not allowed to officially represent their clubs in Council meetings. EXECUTIVE BOARD MEMBERS The President shall be the external representative of the CSC, shall provide overall direction, shall preside over all meetings, and shall co-sign all financial commitments. The duties of the President include: Preparation of agendas, format, and discussion for Council and Executive Board meetings Scheduling meetings and reserving rooms/space for Club Sport events Meet with individual teams regarding Council expectations Meet at least once a week with the Club Sports Coordinator Represent the Club Sports Council at various meetings/events Advise all Council Committees Provide office hours by appointment for convenience of team officers, captains, etc. The Treasurer shall oversee all financial transactions of the CSC, shall maintain up-todate records of financial state, and shall co-sign all financial commitments. The duties of the Treasurer include: Maintain Council Business Office Account Help Prepare and assist with Program account reports Oversee and sign individual team Purchase Requests Prepare any funding updates or issues to present at Council meetings Head/Advise a Council Committee UConn Club Sports Manual 2014-2015 Page 10 Hold weekly office hours The Secretary shall keep all non-financial records of the CSC and be responsible for taking minutes at all CSC meetings. The duties of the Secretary include: Take minutes at Council and Executive Board Meetings Email minutes to Officers and Coordinator Make arrangements for minutes to be online Bring attendance sheets to Council meetings (take attendance) Send reminder emails to representatives about Council Meetings Update and maintain Secretary files Head/Advise a Council Committee Hold weekly office hours The Public Relations Chair shall assist with all projects that directly relate to the activities of the CSC. The duties of the Public Relations Chair include: Office maintenance and organization Documentation of Council events and Social Media Prepare and update promotional materials for involvement fair, open house, and other events. Prepare Council Banquet slideshow Advise council of any events on campus that may be of interest. Print and review The Currents before each Executive Board meeting Present The Currents from previous weeks at Council meetings Head/Advise a Council Committee Hold weekly office hours Facilitate communication with UCTV, WHUS Radio, The Daily Campus, and other media outlets affecting the UConn community. ELECTIONS 1. The Executive Board Members must be elected by the Council Elections annually in April for the upcoming academic year or whenever a vacancy occurs. Any officer may reapply for office and serve additional terms. 2. Any officer failing to fulfill his/her responsibilities or found to be in violation of University policies may be removed from office with a two-thirds majority vote of the Councils membership. **THE UNVIERSITY OF CONNECTICUT CLUB SPORTS COUNCIL CONSTITUTION MAY BE FOUND ONLINE AT www.clubsports.uconn.edu UConn Club Sports Manual 2014-2015 Page 11 Chapter 3: Membership Guidelines BECOMING A CLUB SPORT In order to be eligible to become a Club Sport, an organization must first meet the following requirements: 1. Be a recognized as a Tier Two organization by Student Activities, and meet all requirements of that classification. See DSA’s website for an overview of the three-tiered system: http://www.studentactivities.uconn.edu/solid_3tier.html 2. Be a recognized student organization for a minimum of two full semesters. 3. Be athletic in nature. 4. Compete against at least one non-UConn entity per year. 5. Must be able to identify feasible options for practice, games, competitions etc. 6. Must have a minimum of eight full-time Storrs campus undergraduate students If an organization meets all of these requirements “New Club Application” must be submitted to the Club Sports Coordinator (Contact with the Coordinator prior to submission of the proposal is required). Instructions and details on the application and initial acceptance into the Club Sports Program can be found ONLINE. After the initial proposal submission the Club Sports Council must vote on the club’s formal acceptance into Club Sports. Acceptance into the Council is achieved by receiving approval from two-thirds (2/3) of the total Council membership. If accepted, the new Club will be placed on a one academic year probation period where the club will not receive financial support from the Club Sports Program. INDIVIDUAL CONSTITUTIONS One of the most fundamental steps in registering a new organization is drafting a basic set of guidelines that will govern the group. This should include the name of the club sport, its purpose, as well as the specific duties and functions of organization officers and members. Election Processes and Membership Status are important parts of the constitution. An example of a constitution can be found at clubsports.uconn.edu Note: Club Sport organizations are not official entities of the University and are not UConn Club Sports Manual 2014-2015 Page 12 permitted to use the name ‘University of Connecticut’ as part of the organization’s name. Advertisements, newsletters, promotional materials, uniforms and/or websites cannot contain the University seal. MEMBERSHIP TO A CLUB SPORT Membership to a club sport organization is dictated by the individual team’s constitution. In most cases, the general membership tends to be undergraduate and graduate students from the University of Connecticut (any campus). Graduate students and students from regional campuses may not be officers. If a team’s constitution allows for community members to participate, Club Sports will not provide funding for those individuals to compete. All Club Sport organizations require participants to pay dues for membership to the organization. Membership dues may cover travel expenses, team apparel, practice space and/or game fees. In addition to any membership dues that a club places on its participants, each member of a recognized club sport are required to complete the following and submit to the Club Sports office before partaking in a practice or game: Emergency Contact Information Player Conduct Agreement Sport Participant Assumption of Risk Release MAINTAINING CLUB SPORT STATUS Recognized Clubs must meet the following requirements in order to maintain their Club Sports Status. Failure to meet any of the below requirements will lead to disciplinary action such as probation, suspension or removal from Club Sports. 1. Registered as a Student Organization with the Department of Student Activities (DSA) In order for a club sport to be recognized on campus, the club officers must re-register the club with the Involvement Office in the Department of Student Activities on an annual basis. Online registration can be completed on UConntact (uconntact.uconn.edu) Additionally, upon the election of new/change of officers, club sport organizations update their information on UConntact 2. Updated Constitution If your club’s constitution is 2 years or older, you will need to review, revise and re- UConn Club Sports Manual 2014-2015 Page 13 submit it to the Involvement Office. This is to help ensure that the organization is as current as possible, and that officers are familiar with their constitution. 3. Designate Team Officers (President, Treasurer, Secretary) 4. Registered Faculty/Staff Advisor 5. Athletic in Nature Activity must have physical attributes and engage in team or individual competition. 6. Compete at least TWICE per year against a non-UConn affiliate Must attend two competitions/shows/events where they compete against other universities or organizations. 7. Must charge team player dues and participate in one (1) pre-approved fundraiser per year Team player dues are the amount that each member on the roster pays either on a semester or annual basis. The amount charged for dues varies from club to club. 8. Meet all submission deadlines Paperwork should be submitted complete and on-time. 9. Maintain good standing with the University All UConn student organizations must abide by the University of Connecticut’s Student Code. Please refer to the University Student Code for policies on inappropriate or illegal actions. www.dos.uconn.edu/student_code.html All Club Sports must adhere to the terms of conditions of Blueprints: A Manual for Student Organizations - www.studentactivities.uconn.edu/docs/blueprints.pdf 10.Attend and actively participate in all CSC meetings 11. Attend all required training and workshops sponsored by CSC and DSA Attendance at required training such as SOLID, First Aid/CPR, and other applicable events is mandatory. 12. Actively support and attend CSC sponsored events Attend Club Sport Programs (i.e. Involvement Fair, Fun Run) and events co-sponsored by the Department of Student Activities. Participation and support from our Club Sport Council members is vital to our programs. 13.Complete a minimum of two (2) community project per academic year For more information on service opportunities available through UConn’s Community Outreach Office, visit www.volunteer.uconn.edu 14.Meet the minimum point value required by the Club Sports Point System to remain in good standing. 15. Abide by the Club Sports Code of Conduct UConn Club Sports Manual 2014-2015 Page 14 REQUIREMENTS FOR GOOD STANDING Good standing with the Club Sports Program includes, but is not limited to the completion of the following responsibilities during the 2014-2015 academic year by the required deadlines as outlined in the points system: Attendance at Club Sports Officer Trainings Submission of all Club Sports paperwork Attendance at Council Meetings At all times in the academic year, teams must have at least 80% of total possible points to date to be considered “In Good Standing” Chapter 4: Standards of Conduct HAZING Hazing in any form is prohibited at the University of Connecticut. The University of Connecticut defines hazing as any action taken or situation created on or off campus, which recklessly or intentionally produces mental or physical discomfort, embarrassment, harassment or ridicule. In cases of individual violators, appropriate disciplinary action may be imposed as outlined in the Responsibilities of Community Life: The Student Code. In cases where an organization is found responsible, loss of privileges, temporary suspension of registration, or termination of registration may be imposed. Such penalties may be in addition to any penalties imposed in court under penal law, Public Act Number 88328. More information can be found at www.dos.uconn.edu/student_code.html CODE OF CONDUCT Club sport organizations are required to abide by federal, state, and local laws. Additionally, students and club sport organizations are responsible for adhering to all of the applicable terms and conditions of this manual as well as any other applicable University policies. Violation of applicable laws and policies by any club sport organization may subject that organization to disciplinary action. Club sport organizations may be held responsible for the acts of individual members. Acts include but are not limited to the following types of circumstances: UConn Club Sports Manual 2014-2015 Page 15 When a member of a club sport is violating federal, state, or local law or University of Connecticut standards and other members present fail to indicate their disapproval, or by their continued presence, without objection, implicitly condone the behavior. When the act(s) grow out of or are directly related to the club's activities or an environment created by the organization. When the act(s) are those of the guests of a club sport organization, committed during, in conjunction with, or related to the activities of the organization. When the act(s) are those of a person authorized to represent themselves as connected with the club sport organization. When a club sport organizes prospective members in subordinate status prior to achieving full membership, or imposes any kind of probationary period prior to full membership, and hazing occurs. Consumption of alcohol; REGARDLESS OF AGE; at games sites, vehicles, hotel rooms, planes, restaurants etc. while travelling for UConn Club Sports Wearing Club Sports apparel out to bars or other public events while consuming alcohol Placing pictures on Facebook, Twitter, team website or other websites that contain alcoholic beverages or the illusion of drinking while representing Club Sports The club sport organization responsibility may be diminished if members of the organization take reasonable steps to prevent the incursion of infractions by their fellow members. Such steps may include clear establishment and member notification of standards (in writing), documented education of members as to the standards established and documented enforcement of standards when violations occur. Organizational resources and services may be restricted or suspended as a result of a violation of any University policies by the organization or its members as described above. DISCIPLINARY PROCESS Violation of or non-compliance with University policies, Club Sports Council Policies, Club Sport Depot Field Policies, Uconn Athletic Facility Policies and or the Player Code of Conduct may result in individual or club disciplinary action. This process has been UConn Club Sports Manual 2014-2015 Page 16 developed to assist club leaders in addressing issues that may cause problems for the members of the club, the club and the Club Sport Program or the university. All disciplinary cases and decisions will be based on a case by case basis, and will be evaluated first by the Club Sports Executive Board, then by the Club Sports Staff, and the Associate Director of Leadership Programs if necessary. First Offense or Minor Violation: If the offense violates a minor policy or is the club’s or an individual’s first offense during the current academic year and the club is currently viewed as ‘in good standing’ (points benchmarks), and not serving previous university probations, the following steps are taken; 1. The Club president, club officers, and the Club Sports executive board are notified in writing of the policy violation. 2. The Club or individual shall have 72 hours to respond with their justification of the situation. 3. A meeting will be set to discuss the incident with the club/individual and the Club Sports executive board and the Club Sports Graduate Assistant. 4. The meeting minutes will be discussed between the Club Sports executive board, The Club Sports Graduate Assistant, and the Club Sports Coordinator. 5. After hearing the circumstances presented, the Executive board will discuss their decision for penalty with the Club Sports Coordinator. 6. The President of the Club Sports Council will notify the club president/individual of the disciplinary action taken, and its circumstances. Second Offense or Major Violation: If multiple offenses occur or an individual/club commits a major policy violation the individual/club all steps 1&2 above will be executed followed by; 3. The Club Sports executive board, Club Sports Program Staff and other university officials will investigate the incident and it’s justification. 4. A formal proceeding will be scheduled with the Club Sports Executive board, Club Sports Program Staff and the alleged club/individual. The proceeding will be conducted using the following format: UConn Club Sports Manual 2014-2015 Page 17 a. Summary of Circumstances, background, details of the investigation, and issues presented to the Club Sports Council. b. Presentation of Investigation Results by the Club Sport Program c. Opportunity for alleged club/individual to respond to charges d. Presentation of findings by the Club Sports Executive board e. Recommendations for actions, decided by the Club Sports Executive board, Club Sports Program staff and other university officials f. Presentation of Action taken **Penalties for violations could include additional service hours, loss of funding, loss of facility reservations, and loss of tournament entries, probation from university funding, forfeiture of Club Sport Council Recognition and privileges, any other additional University disciplinary actions deemed necessary and appropriate. APPEALS PROCESS Upon commencement of the decisions made by the Club Sports Executive board, Club Sports Program Staff and or University officials an independent appeals committee will be formed if necessary. The appeals committee will consist of two (2) non-involved Club Sport Presidents and three (3) University officials and will follow these steps, 1. A club representative must notify the Club Sports Coordinator in writing of the appeal of the Club Sports Executive decision. The written appeal must be received by the Club Sports Coordinator with 72 hours of the decision. The written appeal must include the circumstances related to the violation and the reasons related to the violation and the reasons for appeal. 2. A hearing will be scheduled with the Appeal’s Committee. Copies of the club/individuals written appeal and notes from the original disciplinary hearing will be distributed. Upon hearing the case, the Appeal’s Committee will uphold, reject or revise the previous decision. The decision of the Appeals Committee will be final. Chapter 5: Trainings and Officer Responsibilities REQUIRED TRAININGS AND WORKSHOPS UConn Club Sports Manual 2014-2015 Page 18 Club Sports Officer Trainings Club Sports Officer Trainings are held at the beginning of the Fall semester. All officers are required to attend their respective training sessions (COO, CFO, SEC) to be considered “Active.” Officers are required to take Club Sports Officer Trainings each year! Student Activities SOLID Training Student Activities SOLID Trainings are held at the beginning of each semester and at scheduled times throughout the year. Club Sports officers are required to attend their respective SOLID workshops for their respective positions ONCE. Student Activities Event Planning Workshop Each registered student organization must elect an Event Planner, who is responsible for attending the Event Planning Workshop. CPR/AED/First Aid Training American Heart Association CPR, AED and First Aid Classes will be taught at the beginning of the Fall Semester. Every club sport organization needs to have at least two members certified in CPR and First Aid and have copies of their certifications on file in the Club Sports office. If members are currently certified through a valid certifying organization they must submit proof of certification to the Club Sports Program Staff. If clubs are coached, at least one member of the coaching staff must be CPR and First Aid certified. Organizational Culture Workshop All club sport participants must view the “SOLID: Creating a Healthy Organizational Culture” online workshop and pass the accompanying quiz. Instructions on how to complete the workshop are distributed to officers by the office of Student Organization Support. Officers must ensure that all team members have viewed the workshop. The Club Sports Office will also track those who have and have not passed the quiz. OFFICER RESPONSIBILITIES All officers must be currently enrolled as a full-time student at the Storrs campus. A UConn Club Sports Manual 2014-2015 Page 19 student placed on academic and/or disciplinary probation may be required to: a) resign from office, b) refrain from seeking an officer position and/or c) discontinue membership. The Department of Student Activities will make the determination regarding a student’s eligibility. President/COO This person is the primary student contact for the organization; the “external spokesperson” of the group that regularly interacts with other student organizations and University officials. This role is typically called ‘president’ or ‘chief organization officer’. The duties for this position should be tailored, as the team deems necessary. The responsibilities of this position tend to include but are not limited to: supervising all club meetings, overseeing the development of the club, travel arrangements, and completing all Club Sports purchase requests Treasurer/CFO All student organizations need to elect or appoint a chief financial officer to manage their financial matters. An organization that has a large membership, completes many fundraisers, events or programs should consider having co-financial officers or an assistant financial officer to share the financial responsibilities. The financial officer should keep the other officers and members informed about the organization’s financial activities. The responsibilities of the Chief Financial Officer include but are not limited to: preparing the annual club budget (with assistance from the Council Treasurer and/or Club Sports Program Staff); monitoring the organization’s budget; completing an annual financial report for the club (to be turned into the Club Sports Office in April); tending to the status of all purchase requests; maintaining communication between the Business Office and the club; collecting funds and depositing to the account; paying bills; keeping a record of all transactions, i.e. deposits, checks; and preparing monthly financial reports and documents to keep the organization informed about their financial situation. Secretary The responsibilities of the Club Secretary include but are not limited to: taking minutes at UConn Club Sports Manual 2014-2015 Page 20 every club meeting, maintaining the club constitution and club history for that academic year, verifying all Club purchase requests, assisting with Club projects where needed, and maintaining communication between the Club President and individual participants (emails, phone calls, etc). Risk Manager The Risk Manager holds a position of great responsibility for all club members. The responsibilities of the Club Risk Manager include but are not limited to: maintaining certification in First Aid and CPR, serving as the main contact to appropriate facilities for locations of first aid supplies, phones, emergency exits, etc. Also responsible for distributing and collecting all waivers and making sure that the team first aid kits are always readily available. Each team must have a total of two members certified in CPR and First Aid. Captains (Optional) Some club teams choose to have captains in addition to the required officers. The responsibilities of the team Captain include but are not limited to: making practice-time and game-time decisions for the good of the team, working closely with the team’s coach(es), and serving as the team representative when conversing with game officials and the opposing team. UConn Club Sports Manual 2014-2015 Page 21 Chapter 6: Team Requirements/Points System Club Sports Points System 2014-2015 The following point system has been designed to help ensure that clubs are actively engaged not only in their individual sport, but also in the support and leadership of the Club Sports program, the governing council and the community around them. It also provides an organized system to ensure the timely return of required forms and to keep the Club Sports Office aware of your club’s activities. A club’s point total at the end of the year will be used to determine their eligibility for recognition and for the allocation of funds for the following year. Additional points may be earned at the discretion of Club Sports and will be used in recognizing clubs for outstanding accomplishment. Budget Allocation based on Points Status 166+ points = up to 100% or greater of funding spent from previous fiscal year allocation 158-165 points = up to 90% of funding spent from previous fiscal year allocation 150-157 points = up to 80% of funding spent from previous fiscal year allocation 142-149 points = up to 70% of funding spent from previous fiscal year allocation 134-141 points = up to 60% of funding spent from previous fiscal year allocation 0-133 points = No Funding The Points System requirements may vary from year-to-year. The 2014-2015 academic year points goal is 166 points and the criteria includes: Meeting Attendance Administrative Paperwork Community Service Fundraising Leadership The following information is a detailed description of the point system requirements: Meeting Attendance (60 Total Points) Council Meetings 5 points each/ 40 total points Council meetings are an essential means of communication between the Club Sports Office, Executive Board and the clubs themselves. Each club must have at least one registered representative attend ALL monthly council meetings facilitated by the Club Sports Executive Board. Mentor Meetings 5 points each/ 10 total points Each council representative will be assigned a mentor from the Exec. Board and is responsible UConn Club Sports Manual 2014-2015 Page 22 for meeting with him/her once per semester. Semester Wrap-Up Meeting 5 points each/10 total points A representative from each club must schedule and attend one semester wrap-up meeting at the end of each semester with the Club Sports staff to discuss the club’s progress. Administrative Forms (49 Total Points) Informational Form 5 points At the beginning of the Fall semester the president of each club must complete the informational form with critical information about their team. This information is retained in the club sports office and provided to prospective members upon request. Member Registration (Online Form and Assumption of Risk) (3 point each/6 total points) Any person who participates on or tries out for a club sport team must complete the online registration form. The assumption of risk form must dropped off in-person to the club sports office. NOTE: If your team acquires new members throughout the year, they also must complete these forms and your roster must be updated. Schedules 2 points each/4 total points Complete practice/competition schedules must be submitted at the beginning of each semester and updated regularly throughout the season. If changes in opponent, time or location occur, the Club Sports Office MUST BE UPDATED within 48 hours of schedule changes. Rosters 4 points each/8 total points Team rosters must be submitted at the beginning of each semester and updated regularly throughout the season. If your team is competing prior to the roster due date, a copy of your roster must be given to the office before your first competition. Inventory Reports 1 point each/2 total points Inventory reports help each club, as well as the Club Sports Office, keep track of current and needed equipment. Semester Highlight Reports 10 point each/20 total points Semester highlight reports must be submitted at the end of each semester. They help keep the Club Sports Office informed about each club’s season, as well as offer an opportunity for clubs to recognize outstanding achievements and team progress. Page 23 UConn Club Sports Manual 2014-2015 CPR/FA Certifications 1 point each/4 total points All clubs must have 2 active members that are CPR/AED/FA certified. Clubs can participate in the training sessions offered by the Club Sports Office or provide a copy of a valid certification if received elsewhere. Clubs will receive 1 point per certification (up to 2 points per student). Teams can submit multiple CPR/FA/AED certifications and can receive up to 8 total points. Community Service (30 Total Points) Community Service Project 15 each/ 30 total points Clubs must participate in 1 approved community service event per semester. Each team must fill out the Community Service form online and receive approval by the Club Sports staff prior to the event. The form must be completed and submitted after the event with verification of the completion. Fundraising (15 Total Points) Fundraising Event 15 Points Clubs must host at least 1 approved fundraising event per year. Each team must fill out the Fundraising form online and receive approval by the Club Sports staff prior to the event. The form must be completed and submitted after the event with verification of the completion. Clubs are not allowed to hold fundraising events at bars; or any event that involves consumption of alcohol. Clubs are also not allowed to hold raffles per State of Connecticut law. Leadership (10 Total Points) Leadership Event 10 Points Club Sports will hold 1-2 leadership events each year. Teams must have 75% of their roster attend one of these events. Teams will be required to check in with the Club Sports representative at these events for proof of attendance. +Plus Points Teams can earn extra plus points throughout the year for the following: 1. Participation on Council Committees Teams can earn 1 point per team member that serves on a Council Committee. Maximum 3 points. 2. Participation in Club Sports Fun Run Teams can earn 1 point per participant. Maximum 8 points. Page 24 UConn Club Sports Manual 2014-2015 3. Attending other Club Sports games/competitions Teams can post pictures of their attendance at other UConn Club Sports events to the Club Sports Facebook page or Tweet @UConnClubSports. You must be in the picture with the team playing in the background for it to count! Each picture is worth ½ point. Maximum 5 points. 4. Additional Fundraisers/Community Service Projects Teams can gain 5 points for each additional fundraiser or community service project they hold. Teams must have the event approved by Club Sports and submit the report form to receive points. Maximum of 15 points. Penalties Missing Information Teams that do not turn in critical documents by the listed deadline will be immediately FROZEN. This status prohibits clubs from submitting requests to any of the Department of Student Activities offices, including Club Sports, Student Organization Support, and the Student Activities Business Office (SABO). Clubs will also be unable to practice or attend competitions until these documents have been turned in. The Critical Documents are: Informational Form Member Registration Form Schedule Roster Inventory Report Semester Report CPR/ First Aid Certification Fining System Clubs that do not meet the required deadlines will suffer monetary deductions from their club sports allocations for each missed meeting or late submission beyond 5 business days. Clubs without money remaining in their club sports allocation will be invoiced for their fine. Infraction Fine Miss Club Sports Council Meeting $25 Miss Deadline by 1-5 Business Days $0 Miss Deadline by 6-10 Business Days $25 Miss Deadline by 10-15 Business Days $35 Miss Deadline by 15 Days or More $50 Important: If the fine is not paid, double the amount will be deducted from the next annual funding allocation. Page 25 UConn Club Sports Manual 2014-2015 Points System Deadlines/Checklist 2014-2015 The following table is a tool to help club officers document Club Sports requirements. In order to obtain points for the various requirements, they must be completed/handed in by the due date. Fall 2014 Points Requirements Requirements □ Complete Officer Trainings □ 1st Council Meeting □ Informational Survey Member Forms for ALL club members □ Online Registration □ Assumption of Risk □ Roster □ Fall Competition Schedule □ Proof of CPR/First Aid □ 2nd Council Meeting □ 3rd Council Meeting □ Mentor Meeting □ 4th Council Meeting □ Inventory Report □ Semester Highlight Report □ Fall Community Service □ Meet with Club Sports Coordinator Due Date August 24 September 10 September 12 September 19 September 19 September 19 October 3 October 1 November 19 November 15 December 3 December 4 December 4 December 12 December 12 Points N/A 5 5 3 3 4 2 4 5 5 5 5 1 10 15 5 Completion Instructions: N/A 9pm in Room 304B Submit online (clubsports.uconn.edu) Submit online (clubsports.uconn.edu) Submit to Club Sports Office Submit online (clubsports.uconn.edu) Submit online (clubsports.uconn.edu) TBA 9pm in Room 331 (Ballroom) 9pm in Room 331 (Ballroom) Schedule with Executive Board 9pm in Room 331 (Ballroom) Submit online (clubsports.uconn.edu) Submit online (clubsports.uconn.edu) Submit to Club Sports Office Schedule with Club Sports Coordinator Page 26 UConn Club Sports Manual 2014-2015 All forms can be located on UConntact via the Club Sports Office page Spring 2015 Points Requirement Requirements □ Spring Competition Schedule □ Roster □ 1st Council Meeting □ 2nd Council Meeting □ Budget Request/Meeting □ Mentor Meeting □ 3rd Council Meeting □ 4th Council Meeting □ Spring Inventory □ Semester Report □ Fundraising Report □ Spring Community Service Report □ Meet with Club Sports Coordinator □ Leadership Events Due Date January 23 January 23 February 4 March 4 April 3 March 13 April 1 April 29 May 8 May 8 May 8 Points 2 4 5 5 2 5 5 5 1 10 15 May 8 May 8 May 8 15 5 10 Completion Instructions: Submit online (clubsports.uconn.edu) Submit online (clubsports.uconn.edu) 9pm in Room 304B 9pm in Room 304B Submit online (clubsports.uconn.edu) Schedule with Executive Board 9pm in Room 304B 9pm in Room 304B Submit online (clubsports.uconn.edu) Submit online (clubsports.uconn.edu) Submit to Club Sports Office Submit to Club Sports Office Schedule with Club Sports Coordinator TBA UConn Club Sports Manual 2014-2015 Page 27 Chapter 7: Finances The executive board officers and the members of the Club Sports Council (CSC) serve as an advisory board for the allocations of the Club Sports Program budget in specific areas and do not serve as the final judgment on allocating these funds. The following packet outlines the application process and procedures necessary for a team to be eligible for funding. Please Note: Team representatives must inform the Club Sports Coordinator of all funding needs when completing their Projected Expenses Application in the spring for the upcoming academic year. Arrangements shall be made thereafter by team members to gather proper documentation so that payment can be made via Purchase Request. Please plan accordingly with these restraints in mind. Proper planning is the responsibility of the team/club and not the Club Sports Program Staff or CSC executive board. Assistance with the funding is always available through staff, undergraduate assistants, or Council executive board officers throughout the academic year. Funding Eligibility 1. A team will only be eligible for CSC funding if the team is recognized and in good standing with the Club Sports Program and CSC. 2. Funding through the Undergraduate Student Government (USG) will be based on the USG Funding Guidelines. 3. No team is guaranteed funding and/or the total amount of funding requested. Scope of CSC Funding 1. The CSC will assist with funding items that relate specifically to the operations and governance of the Club Sports Program and will be overseen by the Department of Student Activities in collaboration with the CSC executive board officers. . 2. The CSC shall serve in an advisory capacity in regards to the following areas of Club Sports Program funding: a. Entry Fees b. Team Equipment c. Facility Time d. League Dues UConn Club Sports Manual 2014-2015 Page 28 e. Officials 3. Regardless of the funding item, a member of the team accessing the allocated funds must type and complete the CSC Purchase Request, which can be found at www.clubsports.uconn.edu/forms.html. Ensure that a team representative has signed the form prior to submitting the request and that all applicable paperwork is also attached to the application before submitting to the Club Sports Staff. Scope of Club Sports Program Funding 1. The Club Sports Program staff shall make all decisions regarding the funding of the following areas of the club sports program: i. Student Staffing ii. General Office Support iii. Athlete Health & Safety iv. Club Support v. Depot Field Complex vi. Trainings & Support Undergraduate Student Government (USG) Funding 1. The USG may decide to assist with the funding of items that relate specifically and uniquely to the operations of an individual club sport team and do not relate to the governance and oversight of the Club Sports Program and its facilities. These items include: i. Coach’s Stipends ii. Equipment iii. Uniforms iv. Practice Fees v. Travel/Lodging and Transportation APPLICATION PROCESS FOR CLUB SPORTS FUNDS 1. Teams applying for funding from the CSC must complete a Projected Expenses Application and submit that form to the Club Sports Coordinator or the Graduate Assistant in the Spring Semester. This projected application will assist the CSC executive board officers and Club Sports Staff to UConn Club Sports Manual 2014-2015 2. 3. 4. 5. 6. Page 29 accurately project expected expenses for the following year. It is emphasized that this information should be precise as possible so that the officer and the staff can plan accordingly. Every application must be reviewed by the Club Sports Coordinator and/or the Graduate Assistant. It is suggested that a team representative meet with the Club Sports Coordinator and/or the Graduate Assistant during this review process. This meeting will help to clarify any questions, comments, or concerns that the Club Sports Staff might have regarding the application. The allocation of funds will be determined by the amount that the team had previously allocated or by the amount that the team has as a total, along with their points value for the year. The Department of Student Activities (DSA) Staff in accordance with the Club Sports Council reserves the right to not to fund any expenses that have not been previously allocated for. When planning expenses for the academic year, the teams must schedule a meeting with the CSC executive board officers in March to explain their projected expenses. Teams will have the opportunity to bring funding concerns to the CSC executive board officers during Club Sport Council meetings. Funding concerns and issues will be dealt with, in a timely fashion, by CSC executive board officers with advisement from the Club Sports Staff. PURCHASE REQUEST REQUIREMENTS Clubs can spend their allocated funds by submitting purchase requests to the Club Sports office with all of the necessary documentation within 15 business days of the pay-by date. Listed below are the necessary documents for funding particular expenses: Entry Fees 1. Entry Fees will be paid at the beginning of each sport season or in timely fashion if the purchase request is presented to the Club Sports Staff during the sport season. 2. In order for a purchase request to be processed, the following must be attached: i. Contract with services/duties described in full detail which are agreed to by all parties involved (i.e. invoice, quote, entry form, completed registration form) UConn Club Sports Manual 2014-2015 ii. iii. iv. v. Page 30 Deadline date and total cost of entry fee/s, recipient of payment, and recipient contact information documented with request. Federal Tax ID # (or Social Security # if applicable) of recipient Confirmed address of recipient (e.g. invoice with mailing address) List of team members attending/participating in the event and their peoplesoft numbers. League Dues 1. League Dues will be paid at the beginning of each sport season or in accordance with the league mandated deadlines. 2. In order for a purchase request to be processed, the following must be attached: 3. Contract with services/duties described in full detail which are agreed upon by all parties involved (e.g. invoices, website print out) 4. Deadline dates, total cost of league dues, recipient of payment ,and recipient contact information documented with request. 5. Federal Tax ID # (or Social Security # if applicable) of recipient 6. Confirmed address of recipient (e.g. invoice with mailing address) 7. List of team members participating in the league and their peoplesoft numbers. Officials 1. Services can NOT be paid for in advance; however checks can be ready for the day of an event, given that the minimum processing time of three weeks has been met. 2. Purchase requests that are submitted after an event will be paid approximately three weeks after the request has been made. 3. In order for a purchase request to be processed, the following must be attached: 4. Contract with services/duties described in full detail which are agreed upon by all parties involved (Must complete Club Sports Official’s Form for Payment and be signed by official) UConn Club Sports Manual 2014-2015 Page 31 5. Social Security # (or Federal Tax ID# if applicable) of recipient 6. List of team members attending/participating in the event and their peoplesoft numbers. 7. UConn students are not eligible for payment of officiating services. Facility Time 1. Facility Time will be paid in accordance with the individual facility deadlines. 2. In order for a purchase request to be processed, the following must be attached: a. Contract with services/duties described in full detail which are agreed upon by all parties involved (e.g. invoices, website print out) b. Dates of usage, total cost of time at facility, recipient of payment ,and recipient contact information documented with request. c. Federal Tax ID # (or Social Security # if applicable) of recipient d. Confirmed address of recipient (e.g. invoice with mailing address) e. List of team members participating in practices/events and their peoplesoft numbers. Team Equipment ** No Reimbursements** 1. Team Equipment is defined as items which can be used by the entire team, and not by individuals (e.g. goals/nets, tool kit) 2. Team Equipment items can not cost more than $500 per item (e.g. boats, trailers) 3. In order for a purchase request to be processed, the following must be attached: i. Price quote outlining specific item(s) requested and their cost (e.g. invoices, print out of online shopping cart) ii. Instructions on how to place order, deadline date, recipient of payment, and recipient contact information documented with request. iii. Federal Tax ID # (or Social Security # if applicable) of recipient iv. Confirmed address of recipient (e.g. invoice with mailing UConn Club Sports Manual 2014-2015 v. vi. Page 32 address) List of team members participating in the league and their peoplesoft numbers. Inventory will be taken and equipment should be returned to the Club Sports Office annually Reimbursements 1. AT MAXIMUM, ONLY 50% OF ANY EXPENSE WILL BE REIMBURSED. 2. Reimbursements are not guaranteed and must be thoroughly justified on the CSC Purchase Request form (specific reason as to why purchase request was not submitted prior to event). 3. The original receipt for the expense must be provided to Club Sports with a complete Purchase Request form no longer than ONE WEEK AFTER THE EVENT. 4. The recipient of the reimbursement should plan on at least a one month waiting period for Purchase Request to be processed and the check to be issued. 5. ABSOLUTELY NO REIMBURSEMENT FOR TEAM EQUIPMENT OR OFFICIALS Helpful Hints: 1. University Credit Card payments have a faster turn-around time than checks. 2. Review the funding checklists on the following pages when submitting CSC Purchase Requests to ensure that you have submitted all applicable information. ADDITIONAL FUNDING Clubs may make one request for supplemental funding each semester by filling out an Additional Funding Request Form, which can be found on UConntact. Forms must be filled out and submitted to the Club Sports Executive Board. After reviewing the request, the Exec Board will contact you for further details and to set up a meeting to discuss the request. If the Executive Board approves the funding request, the Club Sports Council will vote on the final decision. NATIONALS FUNDING UConn Club Sports Manual 2014-2015 Page 33 Club Sports and the Department of Student Activities (D.S.A.) recognize the honor in making it to such a high level of competition. The expenses for National Championships can be financially stressful for Clubs so the DSA offers the opportunity for teams to apply for financial assistance to help make attendance possible. It is essential that teams communicate the possibility of qualifying for National Championships with the Club Sports Coordinator throughout the regular season! Funding Process: 1. To be eligible for Nationals Funding clubs must qualify for National Championship participation through their respective league championships or finish in the top ten percent (10%) in their final league rankings. Teams must also be in Good Standing with Club Sports and the University. 2. If a club meets these requirement, they can schedule a meeting with the Club Sports Coordinator to receive a Nationals Funding Request Packet. Nationals Packets must be completed and submitted to Club Sports at least eight (8) business days before planned departure date. 3. If a team is approved for funding, the DSA can assist with costs requested up to 85% of airfare and lodging. BANKING The Business Office provides banking services and the tools, resources and guidance to operate under sound business practices and principles to all club sport teams. Club sport organizations are encouraged to establish an account with the Business Office. Club sport organizations interested in opening an account or learning more about the responsibilities of their organization’s finances are encouraged to contact the Business Office staff at 860-486-3163 or stop by SU 314. Student organizations are allowed to establish outside bank accounts (i.e. Bank of America, People’s) but not allowed to have both an outside bank account and a Business Office account. Chapter 8: Office Services, Advertising and Promotions FAXING Clubs may use the fax machine in the Student Activities Office for Club Sport related business only. The fax numbers is 860-486-8821. UConn Club Sports Manual 2014-2015 Page 34 FLYERS Clubs that post flyers to advertise their events must put the Club Sports logo on the flyer. Be sure to keep all content accurate and appropriate. This includes flyers posted to UConntact. If you want to post flyers in the Student Union, you must get them approved at the Information Desk. TABLE TENTS Club Sports create a biweekly advertisement to display in the table tents in the dining halls. If you a specific event, fundraiser etc. displayed on these table tents, please contact the office at [email protected] Chapter 9: Reservations and Event Planning Once your club sport organization is registered, you can use various resources available to organize events. Remember: Only registered club sport organizations may sponsor activities. Club sport organizations may enter into co-sponsorship agreements with other registered student organizations or University departments. Registered club sport organizations may co-sponsor events with nonuniversity groups, (ex: charitable groups, special causes), but event responsibility rests with the student organization. All advertising must list the names of University and non-university sponsors For more information regarding planning your event please visit the Programs Office in the Department of Student Activities located in the Student Union. ON-CAMPUS RESERVATIONS Reservations may be made in person Monday through Friday, 8:30am until 4:00pm in the Event Services Office. Call the Event Services Office at (860)486-3422 or go online to www.studentunion.uconn.edu/reservations_form.html to reserve space in the Student Union, academic buildings, Jorgensen, outdoor venues, and other space available to club sports. Reservations Policies and Procedures Demand for facilities is high; it is advisable to reserve rooms as early as possible. When you request space for your event, you will receive an email confirming your reservation. UConn Club Sports Manual 2014-2015 No event will be permitted in a University of Connecticut facility that: Is unlawful. Disrupts academic activities, scheduled events, University functions or other normal pursuits that take place in the area. Is for personal gain. ROOM RESERVATION PROCEDURES The Event Services Office reserves the right to determine the appropriate use of all facilities. To request a facility, a club sport organization must not have any outstanding bills with the university. Prior to the start of the semester, requests will be limited to a maximum of two meetings/practices per week per organization. Additional meeting space may be requested after the second full week of the semester. Program space will be reserved on a tentative basis until all details are provided to the Event Services Office. Additional program space may be requested after the second full week of the semester. Any organization that fails to give 24 hours notice of a reservation cancellation on two occasions during the academic year may lose its reservation privileges for the future. RESERVING A TABLE AT THE LIBRARY Registered club sport organizations can reserve a table in the Library - for up to three days per month. Reservation requests are taken through the Library Administrative Services Desk located on the Plaza level, 860-486-2219. If a group is doing a fundraiser, you must first complete a concession form at the Student Union Event Services Office in the Student Union, before completing your table reservation at the Library Administrative Services Desk. RESERVING A RESIDENCE/DINING HALL Club sport organizations wishing to use Residence and/or Dining Hall facilities must obtain and complete paperwork in the Event Services Office, SU 106K, 860-486-3422. Page 35 UConn Club Sports Manual 2014-2015 Page 36 FOOD GUIDELINES The Department of Environmental Health & Safety (EH&S) offers information and support to ensure that all food service establishments, including Temporary Food Service (TFS) events, are held to consistent standards and are operated in a safe and sanitary manner. Adherence to guidelines established by EH&S is required and will help to reduce the risk of food born illnesses and ensure safe food handling on campus. The TFS application, including safe food handling information, is available in the Event Services Office, located in the Student Union, or the EH&S office as well as the EH&S web site: http://www.ehs.uconn.edu/Biological All events within the Student Union public space must be catered by UCONN Dining Services To contact University Catering call 860-486-5053. SALES, CONCESSIONS AND SOLICITATIONS To assist fundraising efforts by student organizations and help ensure that the community is approached in a courteous manner, any collection of money, other than dues collections, must be registered and approved by the Event Services Office. A concession application must be completed when you plan to charge admission to an activity, sell a product, make a request for a pledge or donation, a food or clothing drive, or any other request for money. Approaching people in public outdoor areas or in buildings for a sale or donation is not permitted. The organization must account for all the money collected through reconciliation forms in the Business Office. The organization may not use residence hall rooms for commercial purposes, or concessions and solicitations, per the housing contract. For more information, please contact the Club Sports Program Staff RESERVING DEPOT FIELD Depot Field Requests and Field Regulations can be found online at www.clubsports.uconn.edu under “Forms” or in the Club Sports Office. Field requests UConn Club Sports Manual 2014-2015 Page 37 must be filled out completely and submitted to the Club Sports Office. The UConn Club Sports Depot Field is exclusively available to recognized club sport teams engaged in intercollegiate play, and is reserved through the Club Sports Program Staff. Teams must comply with all Depot Field use policies and procedures. It is the responsibility of the organization (club sport) officers to: Inform all team members, visiting teams, and spectators of all related policies and to enforce these policies. Ensure quality field conditions, field use may occasionally need to the limited due to poor field conditions such as excessive rain. Give 24 hour notice for cancellations (Chronic team cancellations may result in loss of field privileges). Not permit alcohol or smoking on the Depot Field. Not permit pets on the Depot Field. Clean the area after use. Report damage to property or unusual circumstances to the Office staff as soon as possible. RESERVING ATHLETIC FACILITIES All requests must be submitted to the Club Sports Coordinator and will be handled on a case by case basis. Varsity and intramural teams have priority of the athletic fields, so space is limited. To reserve athletic facilities, please e-mail the Club Sports Coordinator. Chapter 10: Travel Requirements TRAVEL AND TRANSPORTATION Most club sport organizations travel at some point during the season. If Club Sports is financially supporting off-campus travel (i.e. paying for entry fees, facility time etc.) the Club officers must do the following: Submit with corresponding Purchase Request: 1. Travel Itinerary form, which includes: UConn Club Sports Manual 2014-2015 Page 38 detailed travel plans list of coaches and roster of athletes attending the trip lodging facility information ***Travel Itineraries can be completed and submitted online via UConntact** During the week prior to competition: Verify that all risk forms are completed and in the Club Sports Office Verify that all emergency contact information forms are in the team folder Verify that the team’s first aid kit is fully stocked If a travel itinerary is not submitted or is submitted past the deadline, Club Sports reserves the right to withhold funding or take other disciplinary actions. EXPLANATION LETTERS When a club travels for competition they can request explanation letters for members of their club. Explanation letters give an explanation of your absence from class or a final. They DO NOT excuse you or give you permission to miss class or finals. It is the professor’s discretion as to whether or not it is considered an “excused absence”. To obtain these letters submit a request on UConntact 3 days before departure. Chapter 11: Risk Management and Safety CPR/FA/AED American Heart Association CPR, AED and First Aid Classes will be taught at the beginning of the Fall Semester. Every club sport organization needs to have at least two members certified in CPR and First Aid and have copies of their certifications on file in the Club Sports office. If members are currently certified through a valid certifying organization they must submit proof of certification to the Club Sports Program Staff. If clubs are coached, at least one member of the coaching staff must be CPR and First Aid certified MEDICAL KITS It is the responsibility of each club to pick up their medical kits from the Club Sports UConn Club Sports Manual 2014-2015 Page 39 Office at the beginning of the semester. Med kits can be restocked throughout the year as necessary. All med kits should MUST be returned by the end of the Spring semester or Clubs will be fined $50. If the fine is not paid, it will be taken out of the team’s Club Sport allocation. ATHLETIC TRAINING SERVICES The goal of Club Sports Athletic Training is to enhance the quality of health care to the intercollegiate student-athletes through prevention, immediate care, recognition, evaluation, rehabilitation and reconditioning of athletic injuries. HIGH RISK CLUB SPORTS The following club sports are considered "High Risk Club Sports": Men's & Women's Rugby, Men's Ice Hockey, Men's Lacrosse, Gymnastics, and Wrestling Services offered by the Club Sports Athletic Trainer include the following: (for “High Risk” Club Sports only) Game and event coverage Injury prevention (taping, padding, bracing, equipment fitting, strength and conditioning consultation) Immediate care (care of severe and non-severe acute injuries; immobilization through spine boarding, splinting, etc.; emergency care of cardio respiratory conditions) Recognition and evaluation of athletic related injuries Rehabilitation and reconditioning Education (of the athletes, parents, coaches) Information for "High risk" club sports athletes as it pertains to Athletic Training Services for sports injury assessment, rehabilitation, clearance, medical forms and other requirements can be found at www. clubsports.uconn.edu OTHER CLUB SPORTS Injury Assessment Services The Nayden Rehabilitation Clinic, a therapy clinic staffed by clinical faculty members of the NEAG School of Education’s Physical Therapy Program provides all club sport participants with an injury assessment and management program. This program is staffed by physical therapists to ensure that injuries are identified and managed so that participants can return to their sport. UConn Club Sports Manual 2014-2015 Page 40 Student Health Services Physicians and Nurse Practitioners Physical Therapists Injury Assessment Program This program provides injury assessment and treatment based upon the severity of the injury. After your assessment is completed, a dedicated team physician is available to manage your rehabilitation program. Moderate to Severe Injuries Require immediate attention. Go to Student Health Services Mild to Moderate Injuries May require assessment, but not emergency attention. Call 486-8080 to schedule an appointment at the Nayden Clinic. Any appointments after your assessment will be charged to your applicable insurance provider. Page 41 UConn Club Sports Manual 2014-2015 Appendix: DOCUMENTS AND FORMS The following documents are available for download on the Club Sports website and UConntact: Accident Report Form Additional Funding Request Form Coach/Instructor Agreement & Application Community Service Form Constitution Example CSC Purchase Request Depot Field Use Regulations Emergency Contact Information Form Facility Safety Checklist Financial Report First Aid/CPR Certification Verification Fundraising Form Inventory Report Form Official’s Form for Payment Player Conduct Agreement Projected Annual Funding Application Public Access to Defibrillation Program (AED Access and Emergency Response Instructions) Roster Information Semester Status & Highlights Report Sport Participant Assumption of Risk and Liability Release Status Renewal Form Travel Itinerary Travel-Personal Vehicle Information Visitor’s Guide
© Copyright 2025