Sports Club Manual - Student Affairs
Sports Club Manual Provided by Campus Recreation 2014 Department of Campus Recreation Toll Drive Building #39 Stony Brook, NY 11794-3131 http://studentaffairs.stonybrook.edu/rec/index.shtml Phone: (631) 632-7168 Fax: 631-632-3237 Introduction Campus Recreation is dedicated to providing safe, fun and friendly inclusive opportunities to students to promote health and activity. One of their many initiatives is to assist sport clubs at Stony Brook University, which are all student run organizations. Since leadership changes from year to year in these clubs, there is a need to ensure that there is a reliable source of information for new club leaders. This document is meant to provide a base source of information that is available for everyone and updated each year by Campus Recreation. Administrative Contact List for Sport Clubs Student Activities: Campus Recreation: Student Activities Center Diane Redo Assistant Director for Student Activities (631) 632-9392 [email protected] Campus Recreation Center (631) 632-7168 Toll Drive Building #39 Pedro Zapatta Student Activities Service Coordinator (631) 632-4591 [email protected] 220 Student Activities Center Christine Noonan Evening and Weekend Program Advisor (631) 632-9392 [email protected] http://studentaffairs.stonybrook.edu /sac/about/about_home.shtm Jay Souza Director (631) 632-3276 [email protected] 111 Campus Recreation Center Marie Turchiano Associate Director (631) 632-4145 [email protected] 110 Campus Recreation Center Kevin Ferrelli Manager of Intramurals & Sport Clubs Programs (631) 632-7120 [email protected] 113 Campus Recreation Center Rose Faber GA for Club Sports (631)-632-7673 [email protected] 117 Campus Recreation Center Joe Cannisi GA Athletic Trainer (631) 632-3229 [email protected] Room 215, Campus Recreation Center http://studentaffairs.stonybrook.edu/rec /index.shtml Undergraduate Student Government: USG 202 Student Activities Center Monday through Friday, 8:30am to 4:30pm Administrative Director (631) 632-9207 Room 206 Student Activities Center, Suite 202 USG President USG Treasurer Vice President of Clubs and Organizations -These positions change from year to year, so club leaders should go to the office or look on the USG website for up-to-date contact information. http://stonybrookusg.org/ Sport Club Contact List Club Email Website Archery Badminton [email protected] [email protected] https://stonybrook.collegiatelink.net/organization/archery http://www.facebook.com/groups/SBU.BadmintonClub Bowling [email protected] https://stonybrook.collegiatelink.net/organization/thebowlingclub Boxing Crew [email protected] https://stonybrook.collegiatelink.net/organization/boxing https://stonybrook.collegiatelink.net/organization/crew Cross Fitness [email protected] https://stonybrook.collegiatelink.net/organization/CrossFitnessClub [email protected] https://stonybrook.collegiatelink.net/organization/Equestrian [email protected] http://www.facebook.com/groups/9447662726/ Field Hockey [email protected] https://stonybrook.collegiatelink.net/organization/fieldhockey Golf Handball Ice Hockey Kumdo Martial Arts Association Men’s Lacrosse [email protected] [email protected] [email protected] [email protected] https://stonybrook.collegiatelink.net/organization/golfclub https://stonybrook.collegiatelink.net/organization/handball http://www.stonybrookhockey.com/ https://stonybrook.collegiatelink.net/organization/kumdo [email protected] https://stonybrook.collegiatelink.net/organization/maritalarts [email protected] https://stonybrook.collegiatelink.net/organization/menslacrosse Men’s Rugby [email protected] http://www.hometeamsonline.com/teams/default.asp?u=STONYB ROOKSEAWOLVES&t=c&s=htosports&p=home Equestrian Team Fencing Men’s Soccer [email protected] http://sbusoccerclub.net/ Quidditch [email protected] https://stonybrook.collegiatelink.net/organization/sbuquidditch [email protected] http://ecrha.net/team.php?team_id=51301 Roller Hockey Sailing http://stonybrook.collegiatelink.net/organization/sailing Table Tennis [email protected] [email protected] Tennis Ultimate Frisbee [email protected] http://stonybrook.collegiatelink.net/organization/tennisclub [email protected] https://www.facebook.com/groups/panicultimate/ Volleyball [email protected] https://stonybrook.collegiatelink.net/organization/SBU-V-BALL [email protected] http://stonybrook.collegiatelink.net/organization/womenlacrosse [email protected] https://www.facebook.com/groups/357451307651834/ [email protected] http://sbuwomenssoccerclub.weebly.com/ [email protected] https://stonybrook.collegiatelink.net/organization/WrestlingClub Women’s Lacrosse Women’s Rugby Women’s Soccer Wrestling Sports Club Council - [email protected] All sports clubs also have a SB Life account through SAC and most clubs have a Facebook group as well. Campus Organizations That Sports Clubs Mainly Interact With Student Activities Student Activities manages club registration, office space, block booking, involvement fairs each semester, and SB Life. The first step for all clubs each year is to be registered and approved through Student Activities. Registration for the entire year begins at the end of the spring semester and ends in early fall semester through SB Life. A club can’t be recognized by the Undergraduate Student Government or Campus Recreation until they are approved by Student Activities, meaning that competitions can’t be played, facilities can’t be used, and budgets can’t be used without this approval. It’s best to get this done as early as possible since it may take some time to be processed. SB Life link: https://stonybrook.collegiatelink.net/ Undergraduate Student Government (USG) USG manages the Student Activity Fee and how it is allocated. USG funded clubs must fill out the USG’s paperwork for off-campus trips, coaches, referees, etc. USG Line Budget Status clubs may also apply for grants. The grants available may change from year to year as the Financial Bylaws are edited in the first Senate meeting of every year. It is heavily suggested that the Executive Board (E-Board) members go to this meeting so that your club can be considered in these laws as it will affect you for the rest of the academic year. The minutes are supposed to be posted 2 weeks after every senate meeting and it is suggested that club leaders keep up to date with USG by reading these minutes. It will help you understand why certain things are done, know how to better gain support, and it will keep you up to date with any new rules you have to follow. Club leaders should get familiar with the USG website: http://stonybrookusg.org/. Campus Recreation Campus Recreation manages indoor and outdoor athletic facilities and storage spaces that are available for sports clubs. Field space requests for practices and games are made a semester in advance and are on a first come, first serve basis. Campus Recreation understands that scheduling for sports club games are difficult and are not always in the club leader’s control, so field requests for games may be submitted throughout the semester for rescheduling purposes. Clubs need to give at least two weeks’ notice so that Campus Recreation can coordinate the athletic trainers, have the fields mowed and lined, and have the equipment set up for the game or tournament if necessary. Campus Recreation asks that all game changes are communicated as soon as possible with them, especially cancelations. Cancellations within 48 hours of the game will result in the club team being charged for athletic trainers and other changes that apply. Sport Club Opportunities with Campus Recreation Trainers- Dean Bowen, Amanda Turnbull Anyone can pay for a personal trainer through Campus Recreation. Laundry Service- Equipment Room o Teams that use the Campus Recreation Facilities may have their jerseys washed downstairs in the Campus Recreation Center by the equipment room staff. Any member of the team may drop them off, but only an E-Board member may pick them up and jerseys must be in a mesh bag with the team’s name and contact phone number on it. Submit jerseys at least 3 days before you need to pick them Campus Recreation & Emergency Directory SBU Police Services Emergencies Campus Recreation Office Facility Maintenance Operations Office and Programs Phone Emergency Phone List (631) 632-3333 (631) 632-3333 (631) 632-7168 (631) 632-9585 Jay Souza, Director of Campus Recreation Marie Turchiano, Associate Director – Campus Recreation Kevin Ferrelli , Manager of Intramurals and Sport Club Program Rose Faber, GA for Club Sports (702) 350-3468 (631) 235-7272 (631) 632-7120 (631) 632-7673 Forms Traveling: check pages 14-16 Form Location Driver Forms USG Suite Off Campus Trip USG Suite Form Safety Form Purpose Injury Report Form If someone is injured at any time, they must fill this form out Space Requests Form Office Space Request Block Booking Practice Space Contact USG USG Due Date 2 weeks in advance 2 weeks in advance Location Campus Rec Contact Closest Campus Rec Official Location SAC 218 Contact Pedro Zapata Due Date Mid-March. An email will be sent out SAC 218 Campus Rec Pedro Zapata Marie Turchiano, Jay Souza, or Rose Faber Marie Turchiano, Jay Souza, or Rose Faber Marie Turchiano or Jay Souza Game Space Campus Rec Storage Space Campus Rec Due Date Date that injury occurs Minimum of 2 weeks prior to the event. First come, first serve basis. Office Space: Private: Space that is designated to only one organization. Semi-Private: Space that is shared by 2-6 organizations, separated by cubicles. Shared: Space that is divided and utilized by several organizations. Each organization has a designated desk and cabinet. Block Booking: This is for space that a club consistently wants for meetings once a week, once a month, etc. throughout the year. Storage Space: All of your equipment can be stored in the basement of the Campus Recreation Center. Club Recognition Form Purpose Membership Must be completed for insurance purposes every year Roster and constantly updated SAC Club Registration Must be done every year. Without it, your club can’t do anything through SAC, USG, or Campus Rec. Financial Forms Form Line Budget Application SSC Funding Application USG Grants Weekend Life Grant Voucher Reimbursement Form Independent Contractor Form Coaching Contract Packet Location Contact Campus Rec Marie Turchiano SB Life Diane Redo Due Date Within the first month of school Late October Purpose Application for the entire year’s budget Application for USG acknowledgement and one semester’s budget Funding for special cases. These change from year to year. Up to date information can be found on the USG website in their Financial Bylaws. $1,000 maximum for any on campus weekend event. Can apply for once per month. Document made anytime you spend USG funds Reimbursements for gas, food, etc. Will not be reimbursed for tax. Referees, speakers, trainers, etc. Location SAC 202- USG Suite/Online SAC 202- USG Suite Contact USG Treasurer Due Date Early April VP Clubs and Organizations Depends on SSC Bylaws SAC 202- USG Suite/Online USG Treasurer Varies SAC Christine Noonan Campusvine USG Treasurer 1 month in advance of the event varies SAC 202- USG Suite, Treasurer’s Office USG Treasurer SAC 202- USG Suite USG Massive packet for paying the coach. Coaches receive payment at the end of the semester. Additional forms that go with this document: W-9 form 1 page explanation of why you need a coach and why they are getting paid said amount of money per hour Membership Roster Resume CPR and First Aid Certifications SAC 202- USG Suite USG Before purchasing the item Before Services are Rendered Before Services are Rendered Funding Funding Process with USG All vouchers using USG funds go through Campusvine: https://stonybrook.campusvine.com/. Line Budget Older clubs that are on Line Budget apply each spring in April for their entire budget for the following year. The deadline and application method are sent out via email to the contact list USG has at the time, so it is important that you make sure USG has up to date information on your E-Board. Knowing the Financial Bylaws and due dates is extremely important. Violating any of the procedures or requirements can result in your club’s removal from line budget, a significant decrease in your budget, or a voucher not being passed. Grants The grant information is found in the Financial Bylaws and tends to change slightly from year to year. Generally there is an Asset Grant, an On-Campus Event Grant, and an Off –Campus Event Grant. They’re not always called this, but these titles best describe their functions. The rules for how often, how much money you can apply for, and what the grants can be used for vary from year to year and are decided on in the first USG meeting of the year when the Financial Bylaws are updated. When writing your budgets, you should not assume that you’ll be able to get a grant the next year. Clubs without USG Line Budget Status New clubs that want to be funded by USG must go through a probationary period in which they have to follow the Special Services Council (SSC) Bylaws. These bylaws may change from year to year and the updated copy can be found on the USG webpage or the Vice President of Clubs and Organizations can send you a copy along with any other pertinent information. As an SSC club, you are ineligible for grants and there is a cap on the amount of funding you can apply for. The SSC bylaws determine the amount of time you are at this stage for. Since the VP of Clubs and Organizations is a student who changes from year to year, it is important that you take responsibility for your club and read the bylaws; otherwise you could be stuck in this funding stage for extra time instead of moving up properly to Line Budget Status. The entire budget for SSC for all applying clubs has historically been $15,000 for the entire year. It is imperative that you apply before the deadline, but also before all of the funding has been dispersed to other clubs. Funding with Student Activities Weekend Life Grant SAC has a Weekend Life Grant that all clubs can apply for once per month for on-campus events that occur over the weekend that is a maximum of $1,000. It can be used to help cover referee costs if applied for early enough. External Funding Outside sources of funding can be put into your USG account if you have one, but if you don’t use it all by the end of the year then you lose it. You could put it into and FSA account which continues year to year and is managed by Dean Stein and Dr. Sue Dimonda. It is safe since there isn’t the risk of an old E-Board member leaving and forgetting to hand over the account information to the new E-Board. The only drawback is there is a 10% deposit fee for the FSA account. Another option for storing your money is to open a TFCU account that doesn’t have a charge, but then the account is under a person, not the club, and that person has to file all the money in that account under their taxes. It is less monitored than the FSA account, leaving room for mismanagement of funds, which clubs have had to deal with in the past and lost money or the entire account from. Dues Many clubs have each member pay a certain amount per year, per semester, per activity, and such to help cover costs. Sport clubs tend to have a higher operating cost, so they tend to have to pay more in dues. It’s good to have an emergency fund in case you accidentally exceed your USG Budget, something happens and you need money fast, or to pay for things not covered by other funding sources, such as an end of the year club banquet. Fundraising There are a lot of ways clubs can fundraise: bake sales, selling bagels or other food at the commuter lots, selling apparel, selling tickets to games, car washes, deals with restaurants in the area, chicken and rice sales, etc. There are certain forms for different types of fundraisers that must be filled out to ensure regulations are met, especially those involving food. Donations/Sponsorships Many local businesses are willing to help you if you help them. For example, sometimes they’ll give your club a certain percentage of what people spend if they mention that your club referred them to the given business, especially restaurants. Other times they may donate a certain amount if you advertise for them a certain way. Sometimes you may just get lucky and be able to get a small donation as part of the business’s philanthropic efforts. Restaurants have donated food in the past to clubs that were having a bagel or bake sale to help the club fundraise. Club Leadership and Longevity It’s important to ensure a smooth transition of leadership in the Club from year to year. Some Clubs have a handbook specifically for the Club and some have elections at the beginning of the spring semester so that the old E-Board is around while the new E-Board is starting to run the Club. This handbook is designed so that there is always a source of information for Club leaders, but Clubs should also have their own process for the transition of E-Board members since each club functions differently. A Vice President’s job in one club may not be the same as it is in another and it’s important the every E-Board member knows their function. Tips for transition of leadership: 1. Use a club email address, meaning have an email address specifically for the club that each new EBoard is given access to. Use this email so everyone can see what is going on, so new E-Board members can see what has been done in the past. 2. Upload all club documents to the club email or have a club Dropbox so that new E-Board members have examples of what to do, can see everything that was done in the past, and have access to all needed documents, like the club constitution. 3. Have a club handbook or list of things that need to be done by when and who to contact. 4. Have a few meetings with the new and old E-Board members together so that the old members can teach the new ones everything. 5. Introduce new E-Board members to all administrators that pertain to your club. 6. Make sure Campus Recreation, Student Activities, and USG have the updated contact information for the entire E-Board and that the new E-Board has the access levels needed to update SB Life. Registering the club does not change the access levels. This is done under Manage Roster. Tips for maintaining a functional club: 1. Check the club email daily, or at the very least twice a week. 2. Develop a relationship with the administrative director, treasurer, president, and senators at the very least in USG, assuming USG funds your club. Senators vote on your budget and grants. The treasurer makes the monetary suggestions, so make sure they like you. 3. Make sure SAC, Campus Recreation, and USG have up to date contact information for your club 4. Stay organized and know the due dates and rules. Fields Campus Rec Fields South P Campus Recreation Fields Field 2 Field 1 South P Fields Field C Field B Field A South P Fields A, B, and C (A is a Turf Field, A and B have lights) Field Policies 1. Notify Campus Rec as soon as a cancelation is made. Any cancelations made within 48 hours of game time will result in your team paying for the time the athletic trainer set aside to be at your game. 2. All participants must abide by the Student Code of Conduct 3. All home teams must stay for the entirety of the event. Visiting teams are not allowed on Campus Recreation facilities without the host team. Home Event Timeline For ALL Games, One –Day Tournaments, Multi-Day Tournaments • Field reservation request must be handed in 6 weeks prior to the event. • Athletic Trainer must be secured 1 month in advance. • USG paperwork needs to be turned in 3 weeks prior to the event. • Permit forms need to be completed by dates on the forms. • An event that is submitted less than 6 weeks out will not honored. No last minute game reservations will be accepted. • All cancellations must be made a week prior to the game, otherwise the club will be charged expenses (including, but not limited to Athletic Trainer, Site Supervisor, and field lining). Space Reservations 1. Field space is given on a first come, first serve basis On-Campus Spaces: must be handed in to Campus Recreation Reservable Spaces: Mac Courts #1 and #2 Fitness Studio #1 and #2 Multipurpose Room Wellness Resource Room Lobby Table #1, #2, #3, and #4 South P Fields A, B, and C (A is a Turf Field, A and B have lights) Forms can be found on the campus recreation website, under “Forms” http://studentaffairs.stonybrook.edu/rec/sport_clubs/sport_club_forms.shtml Off-Campus Trips: must be submitted through SB Life Steps: 1. 2. 3. 4. 5. 6. 7. 8. Go to SB Life: https://stonybrook.collegiatelink.net/ Log-in Hover over “My Involvement” (on the top left) Click on “Memberships” Go to your Club’s “Organization Site” Click on “Events” (on the right-hand side) Click “Create New Event” Fill out the information about your event Hints: On the First Page be sure to specify what “Category” your Event is (ex. Off-Campus Trip) On the Second Page be sure to check off that you are a “Sport Club” Check your “Messages” often because you may need to schedule a meeting with Campus Recreation about your Event Travel Off Campus Trip Forms Any time a Club wishes to travel off campus they must fill out many different documents in order to be eligible to travel. If they are traveling Documents to Fill Out 1) Membership roster a) Must be filled out at the beginning of the year 2) Off Campus Trip Form a) First page Describes the trip (where, when, why, etc.) b) Second and Third Page Assumption Of Risk page (only for driver if driving) c) Off Campus Trip Waiver Form i) Must fill out in order for team to go on trip. ii) Best advice is to have entire team sign at the beginning of the year, leave the date blank and make copies. Then every time your team foes on a trip you can write in the date and cross off any members who are not attending. (see picture below) d) Lens Check (must be completed by any members or coaches that wish to drive) i) This is used to check the driving record of any one who may be driving ii) Key thing is to remember to attach a COPY of your driver’s license and insurance papers 3) Excused Absence Form a) Fill out this form if you will be missing any classes to participate in a game, tournament, etc. All of these Documents can be found on the Campus Recreation Website under the Sports Clubs Tab, under Forms Here is a checklist to follow when dealing with off campus trips. For ALL Games, One –Day Tournaments, Multi-Day Tournaments Field reservation request must be handed in 6 weeks prior to the event. Athletic Trainer must be secured 1 month in advance. USG paperwork needs to be turned in 3 weeks prior to the event. Permit forms need to be completed by dates on the forms. An event that is submitted less than 6 weeks out will not honored. No last minute game reservations will be accepted. Conduct on trips: Any off campus trip is a representation of Stony Brook University; therefore the behavior of the student reflects the image of the University and your club or organization. The Student Conduct Code is applicable at these events. The club or organization is responsible for the action of its members and any liability with the actions of the members. All students are to be drug and alcohol free during the off campus trip. Please contact University Police immediately of any incidents, injuries or illness that require hospitalization (631-632-3333). Anti-Hazing Policy Whether by omission or commission, no student shall take any action, or create, or participate in the creation of any situation that recklessly or intentionally endangers another person's psychological, mental, or physical health or that involves the forced or expected consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization. Examples of hazing activities include, but are not limited to: paddling, branding, tattooing, shaving of hair, or other physical abuse or brutality; activities that involve excessive fatigue and/or stress; verbal and/or psychological abuse that compromises the dignity of any individual. Hazing conduct may result in charges and arrest under the New York State Penal Law, and charges under this CODE, which can lead to suspension or expulsion from the University. Injury Care AED Locations The ATC will have a portable AED for sport club events. Additional AEDs can be found in the following locations in the Campus Recreation Center: Front desk area, Equipment Room, 2nd Floor Fitness Desk area. First Aid Certification Coordinators must be certified in first aid and CPR/AED. It is strongly advised that each sport club have a safety officer who is certified in first aid and CPR/AED. The Department of Campus Recreation will host two annual CPR/AED classes: One in August and the other in January. Other certification training classes will be offered throughout the year as needed. Injury Treatment Life Threatening Injuries Campus Recreation staff members should do everything they can to provide CPR to a victim until EMT help arrives. After the emergency situation is under control and/or an ambulance arrives, a Campus Recreation professional staff member must be contacted and an accident report must be completed. The following order should be followed until a professional staff member is reached: 1. Brad Avenia…………………………………………….…. (631)416-4432 2. Marie Turchiano...............................................................… (631) 235-7272 3. Jay Souza ………………………………………………… (702) 350-3468 Non-Life Threatening Injuries In the event of a minor injury, first aid kits should be used to treat the injured person. Athletic Trainers The Stony Brook Campus Recreation Department seeks to provide a safe return to activity for all club sport athletes after injury. In order to effectively and consistently manage these injuries, procedures have been developed to aid in insuring that injuries are identified, treated, referred, and documented appropriately. Athletic Trainers specialize in the acute care and prevention of athletic injuries and illnesses, treatment, rehabilitation and education, as well as referral services to more specialized medical professionals. Our mission is to provide the highest possible standard of care to Stony Brook club sport athletes, regardless of race, sex or other personal differences. The Campus Recreation Athletic Training Room at Stony Brook University is located on the second floor of the Campus Recreation Center in the wellness resource room. Hours of Operation The Campus Recreation Athletic Training Room at Stony Brook University will be open weekdays for evening evaluations and treatment appointments. Weekend hours will be based on club sport teams’ game schedules. Rules of the ATR Treatments are conducted on first come-first serve basis; in-season athletes have priority. The Athletic Training Room cannot be used as an excuse for lateness to any team activities or classes. Treatments will only be given upon approval from the Sports Medicine Staff (Athletic Trainers and/or team doctors), and should be continued until determined by the Sports Medicine Staff. No student-athlete is to use Athletic Training Room modalities/equipment without supervision from the ATC. The Athletic Training Room is a co-ed facility; student-athletes should dress appropriately at all times. This includes the need for loose fitting or athletic tops, shorts and sneakers. Student-athletes will not be permitted to change in the Athletic Training Room for any reason. No cleats, equipment, bags, food, or tobacco products are permitted at any time. Student-athletes must act in a respectful manner at all times. Foul or abusive language will not be tolerated and will be grounds for removal. Athletic Training Room phones and computers are not to be used by student-athletes at any time. The Athletic Training Room is a medical facility, not a hangout! Those who do not need treatment will be asked to leave. Team Physician The Campus Recreation Department of Club Sports Team Physician, Dr. Anthony Pesce, is available to club sport student-athletes by appointment only, at Stony Brook University’s Student Health Services. The Sports Medicine Team will make appointments and times for the clinic, as well as any necessary follow up appointments at Dr. Pesce’s discretion. The team physician is the final authority concerning when the student-athlete should be removed from participation for medical reasons, and when the student-athlete may return to partial or full participation. Only the ATC in the absence of the team physician may clear an athlete for return to activity or restrict their participation. Athletic training students must refrain from making these decisions or from having this discussion with the athlete and/or coaches unless directly instructed to do so by the certified athletic trainer. Documentation Procedure All injuries/illnesses that require the attention of the athletic training staff must be properly recorded on the “injury log sheet” and an “initial injury form” must be filled out. Also, MD referrals (appointments), diagnostic test appointments, diagnostic test results, MD diagnosis, including referrals to health service must be logged promptly. Athletic training students must have ALL documentation signed off by an ATC immediately. An ”initial injury form” must be completed on the field or at the time of injury. A more detailed evaluation will be conducted giving detailed information regarding the history, evaluation and treatment plan. It should be documented in SOAP note format, and filed in the Athlete’s file. All injuries/illnesses must be recorded on proper “injury log sheet” and ”initial injury form” immediately post practice or game. All injuries must have an “initial injury” evaluation form completed. Intramural and CRC patron injuries are recorded on a specific injury sheet that can be found behind the CRC front desk. No follow up evaluation or SOAP note is required for non-club sport athletes. Be sure ATC has been consulted with for all injuries recorded. Instruct athlete to report for re-evaluation, treatments or referral. Non- athletes should be advised to make an appointment with Health Services if the injury warrants referral. Athletic training students who believe that an athlete should be medically referred must consult with ATC prior to suggesting medical referral to the athlete. Evaluation Procedure Evaluations will be conducted in the CRC ATR and must be made via appointment with the ATC. The CRC ATR is located on the second floor in the Wellness resource room. It is the athletes’ responsibility to schedule the follow up evaluation after the initial injury. An athletic training student who conducts an evaluation should complete the initial injury form immediately, with consultation with an ATC regarding the evaluation findings and complete the necessary documentation for ATC signature. Rehabilitation Procedure The ATC will hold weekly treatment hours. Treatments will be provided under the ATC’s discretion. Club sport athletes must contact the ATC to schedule time slots for treatment sessions. Athletes who have had an initial injury evaluation and have been placed on a rehabilitation protocol must have documentation of their program. The completed initial injury evaluation must be attached to the rehabilitation chart. The athlete’s chart is to be kept in alphabetical order and filed in the appropriate team folder located in the desk drawer. Athletic training students, in consultation with the supervising ATC, may progress the athlete’s rehabilitation program accordingly, but must record the SOAP notes daily. Any injured club sport member may not return to game play unless they are given written permission from a physician, nurse practitioner, neuropsychologist, or a certified athletic trainer. Insurance Information All club sport athletes are required to complete a medical insurance form and provide a copy of their medical insurance card prior to participating. All medical bills resulting from injuries or illnesses occurring as a direct/indirect result of competition in Stony Brook Club Sport Athletics must be submitted to the studentathlete’s primary insurance. Medical Records and Release of Information The Stony Brook Campus Recreation Athletic Training Department operates under all applicable FERPA (Family Educational Rights and Privacy Act of 1974) and HIPAA (Health Insurance Portability and Accountability Act) laws. All medical and insurance records are kept strictly confidential, and can be issued to third parties only under direct permission from the student-athlete. All student-athletes are required to sign a HIPAA Release Form prior to participating. This form is used to educate the student-athletes and ensure that they understand all appropriate privacy laws. Following New York State law, all medical and insurance records are kept for a minimum of seven years after a student-athlete’s graduation, at which time they are shredded and discarded in an appropriate fashion. Return to Play Any club member who is injured will not be allowed to return to play, meaning play in a future game, practice, etc., unless they have signed permission from a physician or Athletic Trainer. Risk Management Alcohol and Drugs Consumption of alcohol and use of any illegal drugs is prohibited at all Campus Recreation events. Severe and Inclement Weather –The Director of Campus Recreation will make the decision to cancel events based on the weather as the University Official. Lightning Whenever thunder or lightning is detected during a Campus Recreation sponsored activity, all activities outdoors must be suspended immediately. Staff and participants should seek the nearest available shelter. Activity may not be resumed until 30 minutes after the last clap of thunder or bolt of lightning is detected. Hearing any thunder or if any lightning is seen activity is to be suspended immediately. Waiting 30 minutes or longer after the last flash of lightning or sound of thunder is required before athletic or recreational activities are resumed. Tornadoes, snow, high winds, hurricanes, etc. When a tornado is detected in the area (see “Weather Alert Radio System” below), all activities must be suspended immediately and all participants must be directed to the nearest shelter location. Participants should seek shelter under the bleachers if necessary or a low lying ditch. After all participants have been removed from activity areas, all staff members should also seek shelter. All participants and staff shall remain in the designated shelter area until instructed to resume activities by Campus Police or a Campus Recreation professional staff member. University Closures If the university is closed, Campus Recreation facilities may be open but programs will be canceled. If there is excessive snow and the university remains open, facilities and programs will remain open unless notified otherwise. Weather Alert Radio System The Campus Recreation Office is equipped with a public weather alert radio that automatically sends out a warning when severe weather is a possibility in our area. Recreation staffed in the event of a warning/alert. The weather alert radio warning should be used to initiate a more thorough investigation on the current weather situation by each program unit. Ultimately, decisions regarding suspending or postponing activities will be determined by the program specific supervisor and/or Campus Recreation professional staff. Other Incidents Fights: If the persons involved in the fight do not stop immediately or it appears that one or more persons are at risk of injury, University Police must be called and an incident report must be completed Power Failures: In the event of a loss of power, all activities will be immediately suspended and you should contact the Assistant Director for Operations, the Associate Director, or the Director. Weapons: According to SBU policy, the possession of any weapon is prohibited on campus as it poses a substantial danger to the safety of anyone around. A weapon is defined as any object or substance designed or used to inflict a wound, cause injury, or incapacitate, including but not limited to all firearms, pellet guns, air pistols, air rifles, any knife having a blade of three or more inches, black jacks, metal knuckles, fireworks, explosives, and biological agents. If a person with a weapon is discovered, tell the Campus Recreation Staff immediately and contact University Police. Try to be discreet if the individual with a weapon is nearby. If the weapon is concealed and you feel safe doing so, monitor the individual with a weapon. Keep track of where they go or what direction they head if they leave the fields. Note personal features of the individual with a weapon, including what they are wearing, so you can give a good description when University Police arrive. If the weapon is not concealed and the individual is using or threatening to use the weapon, advise anyone around to remain calm and seek immediate shelter in the nearest available location. If people can safely be evacuated, instruct them to do so. Contact a Campus Recreation professional staff member to alert them of the situation. Practice Strongly recommended to have a safety officer on club team. Each sports club should have 2-4 safety officers that are certified in CPR/AED designated with at least 1 attending all practices, matches or tournaments. Supervisor for South P fields. Match/Game Site Supervisor must be present as well as an ATC and the ATC can serve as the site supervisor. Notify ambulance and University Police about the event. Athletic Trainer (depending on the league requirements, i.e. Women’s Rugby). Sport club is responsible for collaborating with campus rec staff to hiring the athletic trainer. Athletic Trainers must be present at Men’s Rugby, Women’s Rugby, Quidditch, and Men’s Lacrosse, Women’s Lacrosse, Men’s Soccer, Women’s Soccer, Ultimate, Quidditch, and other clubs on a case-by case basis. Round Robin/Tournament Site Supervisor(s) must be present as well as an ATC. Notify ambulance and University Police about the event. More staff may be needed depending on safety advisement and level of event. Athletic Trainers must be present at Men’s Lacrosse, Men’s Rugby, Men’s Soccer, Quidditch, Women’s Lacrosse, Women’s Rugby, Women’s Soccer, Ultimate, and other clubs on a case-by case basis. In the event that an incident or accident occurs on an off-campus trip, follow the “Emergency Protocol” document. For any further information, check the Campus Recreation website at: http://studentaffairs.stonybrook.edu/rec/index.shtml
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