Sport Clubs Office 123 Harvard St SE Suite 278A Minneapolis, MN 55455
Program Director Jessica Couillard email@example.com 612-625-2083
Office Hours Monday—Friday 9:00am—4:00pm
Program Coordinator Mikayla Miller firstname.lastname@example.org 612-626-8014 General Information email@example.com 612-626-8017
TABLE OF CONTENTS
Welcome, Program & Membership Information
Important University & Program Policies
Coaches & Instructors (Hiring)
Promotion & Publicity
Program Formsâ€”How To
Fines & Penalties
Welcome! Welcome to the 2017—2018 school year, everyone! We are looking forward to another great school year with you and your club, and can’t wait to see what great things you will do. All important Sport Clubs Program policies and procedures (specific to your officer role) are outlined in this Guidebook for you. Goals for this guidebook include: Develop an essential resource guide for new and veteran Sport Clubs officers Simplify University and Program policies and procedures Clearly define the Sport Clubs Program, University Recreation and Wellness, and University expectations Please don’t hesitate to contact us or schedule a time to stop in with any questions.
SPORT CLUBS CONTACT INFORMATION Updated contact information for the 2017—2018 school year is listed below: Sport Clubs Office 123 Harvard St SE Suite 278A Minneapolis, MN 55455 Office Hours (Follows University academic and holiday schedules) Monday—Friday 9:00am—4:00pm Program Director Jessica Couillard firstname.lastname@example.org 612-625-2083 Program Coordinator Mikayla Miller email@example.com 612-626-8014 General Information firstname.lastname@example.org 612-626-8017
PROGRAM INFORMATION University Recreation and Wellness Mission Our mission is to serve all students and the greater University community by enriching the campus experience and encouraging lifelong wellbeing. We are driven to develop leaders, foster supportive relationships, and inspire active living through recreation and wellness. Sport Clubs Program Mission Embodying the ideals of the University of Minnesota and University Recreation and Wellness, the mission of the Sport Clubs Program is to develop students through competition, instruction, financial responsibility, and general administration of their sport clubs. The goal of the Sport Clubs Program is to create a safe and fun environment that encourages:
Positive University of Minnesota experiences Character development through athlete commitment and excellence Physical, social, and leadership development Cultivation of friendships Recreational and competitive opportunities, regardless of skill level Lifetime appreciation for sport and physical activity
Sport Clubs Program Benefits 1. Potential Allocation With your status as a Campus Life Program (CLP) at the University, under the direction of University Recreation and Wellness, each club is eligible for an annual allocation. This amount varies from club to club each year. 2. Practice and Special Event Facility Space Each club in our Program is eligible to receive free practice and (limited) special event facility space. This benefit saves each club thousands of dollars each year. 3. Leadership Opportunities Participation as a club officer gives you the unique opportunity to lead a group of your peers and use sport as a vehicle to make positive change on and off campus. Something great to include on your resume! 4. Advising by Knowledgeable Staff Our Program has two full-time staff, and three student staff members dedicated to supporting and managing all club operations. As your campus liaisons, we are here to help!
The BIG Picture—How Does the Sport Clubs Program Fit In Here On Campus? All 27 clubs in our Program are classified as Campus Life Programs here on campus, under the Student Unions and Activities umbrella. Managed by our department, University Recreation and Wellness, these programs are responsible for managing all club operations. Here are a couple of graphics to help paint a clear picture of how our Program fits in here on campus:
2017—2018 SPORT CLUBS PROGRAM MEMBERS Aikido
Vo Lam Kung Fu
Tae Kwon Do
Sport Clubs Advisory Council The Sport Clubs Advisory Council (SCAC) is the advising board for the Sport Clubs Program. The SCAC is a valuable entity to the Sport Clubs Program because it is comprised of representatives from Sport Clubs teams who contribute their perspectives, experiences, and advice to enrich Sport Clubs for everyone. The SCAC encourages members to experience a range of responsibilities and leadership challenges. The SCAC also serves as a lobbying group for the individual sport clubs. Members of the SCAC must work hard, as it takes dedication, involvement, and a considerable amount of time to successfully fulfill the duties of the SCAC.
Attend required meetings with Sport Clubs Program staff Provide feedback on new initiatives and ideas Understand Sport Clubs Program policies and guidelines Attend Budget Hearings after thoroughly reviewing club budgets Assist with developing new criteria for the allocation process. Review the allocation requests and make recommendations to the Program Director, prior to allocation distribution Make recommendations to the Sport Clubs Program on the admission, suspension, expulsion, and status of all new and current sport clubs
Membership Information SCAC membership should consist of at least six full time, degree seeking students, who: Are current members of clubs who are in good standing with the Sport Clubs Program Have been club officers for at least one full semester prior to serving as an officer Can attend all scheduled monthly meetings. Failure to attend two meetings will terminate the individuals membership Is willing to dedicate time and effort into the budget allocation process Understands and upholds University policy and guidelines Is in good standing with their club Has been asked by the Sport Clubs Program staff to serve on the SCAC or nominated by another club official to serve Is not in the same club as another SCAC representative Has not served on the SCAC for two years previously
SCAC members are actively involved in the club budget and allocation request process SCAC members are responsible for gathering all information relative to the clubs budgets and make an official allocation recommendation to the Sport Clubs Program staff for their consideration SCAC members are expected to commit additional time to this process, as club allocations rely highly on the SCAC’s recommendations. This entire process occurs during the spring semester.
SCAC meetings will be organized and headed by the Sport Clubs Program staff and last approximately one hour. Members are expected to attend all meetings. Special circumstances, such as budget reviews, hearings, and allocation recommendations may require additional meetings. A minimum of five days notice will be given to SCAC members.
Benefits of Being an SCAC Member
Involvement and input can leave a “mark” on the program and benefit over 1,200 club participants Interaction with other sport club officers Develop a better understanding for the Sport Clubs Program and the University Be actively involved in allocation decision-making Direct input on policy decisions It looks great on a resume!
Program Eligibility Each club in our Program must meet the basic eligibility requirements listed below. Failure to meet and/or maintain these minimum requirements may result in disciplinary action at the discretion of the Sport Clubs Program Staff. Have questions about your clubâ€™s eligibility? Contact the Sport Clubs Program Director.
PROGRAM INFORMATION (CONT’D) Membership Information Sport Club officers are responsible for managing all club membership, including club coaches. NEW! Important Note: Effective Sept. 1, 2017, University Recreation and Wellness will discontinue 'Affiliate’ memberships for non- student sport club participants and offer University Recreation and Wellness memberships in its place. Instead of the limited facility access affiliate passes provided, membership allows for full participation in the facilities and programs offered at RecWell. Sport Clubs will have the ability to 'sponsor' or 'approve' as many memberships as the individual club deems reasonable, within the guidelines of Sport Clubs program policy. Sport Clubs will continue to receive two free memberships for hired Sport Club coaches.
Clubs will be eligible to receive two complimentary URW memberships, only to be awarded to club coaches/instructors, in place of the old ‘two free Affiliate Cards’ used in the past. These can be requested by filling out the ‘(SCO Supported) URWC Membership Request Form,’ and should be filled out at least one week (5 businessdays) in advance of a coach/instructors participation in club activities. To determine a member’s eligibility for participation, please see the chart and ‘Next Steps’ List on the next page:
(Membership Information (cont’d)) ‘Next Steps’ List #1: The prospective member is a full-time University Student that has not elected to pay Student Services Fees. They have two choices here— 1. Elect to pay Student Service Fees, and receive a complimentary URWC membership which would make them eligible for participation with your club. Contact MyU for more details. 2. Purchase a URWC membership by visiting the University Recreation and Wellness Center front desk. Visit http://recwell.umn.edu/member-services/membership for membership prices and details. #2: The prospective member is a NOT University Alumni, Faculty/Staff, or Retiree. They should follow the steps below: 1. Contact YOU as a club officer to submit an ‘(SCO Supported) URWC Membership Request Form’ on their behalf. SUBMISSIONS FROM NON-CLUB OFFICERS WILL NOT BE ACCEPTED. 2. After the form is submitted, they (and you) will receive next-step instructions from a member of the University Recreation and Wellness Membership team. Once the membership is purchased, they can participate in club activities. #3: The prospective member is a University Alumni, Faculty/Staff, or Retiree, and does NOT have a current URWC membership. They should follow the steps below: 1. Purchase a URWC membership by visiting the University Recreation and Wellness Center front desk. Visit http://recwell.umn.edu/member-services/membership for membership prices and details.
(Membership Information (cont’d)) Academic Eligibility Each club member in our Program must meet the basic Sport Clubs Program member Academic Eligibility standards listed below. Failure to meet and/or maintain these minimum requirements may affect your eligibility to participate with any club, and may result in disciplinary action at the discretion of the Sport Clubs Program Staff. Most clubs in our Program will be required to submit Academic Eligibility Paperwork with their local, regional, and/or sport’s National Governing Body (NGB). It is the responsibility of the club to stay abreast of these requirements. HAVE PAPERWORK THAT NEEDS CERTIFICATION FROM YOUR CLUB SPORTS REPRESENTATIVE OR UNIVERSITY REGISTRAR? Bring that paperwork into our office, and we will help you work through steps for certification/approval—we are your authorized University signers. NO clubs are allowed to submit this paperwork directly to the University Registrar— Clubs are not authorized to sign this paperwork on behalf of the University. Have questions about any club member’s academic eligibility? Contact the Sport Clubs Program Director.
Important University & Program Policies Please carefully review the important University and Program policies listed below. Questions? Email the Sport Clubs Program Director. IT IS EACH CLUB OFFICER’S RESPONSIBILITY TO MAKE SURE THAT ALL CLUB MEMBERS ARE AWARE OF THEIR RESPONSIBILITY TO COMPLY. University of Minnesota Student Conduct Code Club officers and members are required to comply with the University’s Code of Conduct. As such, any non compliance will result in removal from the Sport Clubs Program and automatically revoke the clubs student group status with SUA. To read in full, research the following on the U of M Website: http://www1.umn.edu/regents/policies/academic/Student_Conduct_Code.pdf STUDENT CONDUCT CODE Adopted: July 10, 1970 Amended: December 13, 1974; March 11, 1994; June 13, 2003; December 8, 2006; October 12, 2012; June 10, 2016 Technical Change: July 8, 2015 Supersedes: (see end of policy) Sport Clubs Program Code of Conduct Club officers and members are required to comply with the Sport Clubs’ Code of Conduct. As such, any non compliance will result in removal from the Sport Clubs Program and automatically revoke the clubs student group status with SUA. The Sport Clubs Program aims to provide recreational activities for members of the University community. These activities should be conducted in a manner that represents the best interest of the University, while minimizing risk, ensuring participant safety, and maintaining quality facilities and equipment. Any conduct that interferes with these goals will result in disciplinary action for individuals and/or clubs involved. Examples of Code of Conduct violations can include, but are not limited to, the following categories: Behavior—Disregarding the Sport Clubs Program policies about drugs, alcohol, and behavior Consume or in possession of alcohol or illegal drugs while serving as a representative of the club and institution (club travel, practice, meetings, etc). Strike, or attempt to strike, an opposing player beyond the realm of the sport. Intentionally engage in or incite participants and/or spectators to engage in abusive or violent behavior – verbal or physical. Use obscene gestures, profanity, or disrespectful language. Purposefully insult, disrespect, or threaten any participant, official, staff, spectator, or other to any extent while representing the University, Department of Recreational Sports, Sport Clubs Program, or the individual club. Staff/Participant Safety—Jeopardizing the health and wellbeing of staff and other participants. Vulgar, obscene, abusive, derogatory, or demeaning comments or gestures. Threats, intimidation, or verbal aggression. 11
Initiating acts of physical aggression. Fighting (punches thrown). Failure to complete incident or accident report form. Failure to comply with requests from Recreational Sports Staff. Being under the influence of alcohol/illegal substances. Failure to return checkout equipment or keys in prescribed time. Destroying or defacing any property. Failure to properly maintain any University equipment or field space. Failure to cancel practice or competition due to ground saturation, weather conditions, or other field conditions.
Financial Infractions—Inappropriately using or managing club money. Unauthorized expenditures Unauthorized accounts Negative account balances Travel Infractions—In appropriate behavior while on club/University business. Inappropriate use of rental vehicles Inappropriate use of hotel/motel rooms Inappropriate travel Consume or in possession of alcohol or illegal drugs while traveling for club/University business. Any of the following sanctions may occur as a result of participant or club misconduct: Suspension of Sport Clubs privileges for one day (or the remainder of the day), one semester, the academic year, or indefinitely. Suspension of specific University Recreation and Wellness Center program privileges for a period of time as outlined above, while retaining Recreation Center privileges. Responsible for paying for repair or replacement of lost or damaged equipment or property. Notification and referral of case to University Police, Campus Student Relations and Judicial Affairs, and the SAO. Hold on ALL financial accounts. Community service by individuals or the entire club. Removal from the Sport Clubs Program.
Sport Clubs Membership Oath The language below is included in the Participation Waiver all club members are required to sign. Read through this carefully: I wish to become a member of a sport club and to participate in sport club activities at the University. As a member of the Sport Club Program, I pledge to adhere to all of the guidelines, policies and procedures set forth by the governing bodies of the Sport Club Program, including University Institutional Policies, University Recreation and Wellness policies, and National Governing Bodies and the Sport Club Council policies. I verify that I have read, understand and accept the information below while paying specific attention to the following:
I understand that I must be at least 18 years of age (or a registered student paying student services fees) to become a member of a sport club or participate in any sport club sponsored event. I understand that I will be held personally accountable for any expense I approve or incur for personal or unapproved club related activities. I understand and accept all policies related to vehicle rental including: all drivers must be 19 years of age with a valid driver’s license, only current sport club members and their coaches may be transported in any University vehicle, and no guests are allowed to travel in any University vehicle. I understand that all donations, sponsorship negotiations and contracts must be negotiated in conjunction with the Sport Club Office, Sport Club Council and University Recreation and Wellness. Furthermore, I understand that any and all equipment purchased or donated to the Sport Club Program or an individual sport club remains property of University Recreation and Wellness and not of the individual sport club or its members. I understand that violation of any policy and/or procedure outlined in the Sport Club Handbook may be grounds for immediate dismissal as a member of the Sport Club Program, and that additional University institutional action may be taken. I understand that I am a member of a Campus Life Program, and as such, I am representing the University during or while traveling to practices, competitions and other special events for club business. Therefore, my behavior will be governed by the Sport Club Handbook, University Recreation and Wellness, and Sport Clubs staff policies, other University policies, and the Student Conduct Code.
University of Minnesota Hazing Policy Hazing by any member of the University community is prohibited by the University of Minnesota Student Conduct Code and MN State Statute 121A.69 . Hazing is prohibited whenever it occurs on University premises or in connection with any University affiliated group or activity. Individuals who violate the Student Conduct Code’s section on Hazing may be placed on disciplinary probation, suspended from a team or student group, or dismissed from the University. Students may also be subject to criminal liability for violating the Minnesota State Statute. Student Groups found to be conducting hazing as part of practice may lose University privileges, be placed on probation, suspended, or dismissed from the University. To read in full, research the following on the U of M Website: University of Minnesota Board of Regents Policy: Student Conduct Code, Section V, Subd. 14. Adopted: July 10, 1970; Amended: December 13, 1974; March 11, 1994; June 13, 2003; December 8, 2006
OFFICER RESPONSIBILITIES (President) As a member of a Sport Clubs officer group, you are responsible for upholding University, University Recreation and Wellness, and Sport Clubs Program policies and procedures. Each club in our program must fill each of the four required officer positions:
President Treasurer Travel Coordinator Safety & Facilities Coordinator
Positions commonly added to this list (but not required by our program) for some of our clubs include:
Vice President Fundraising Coordinator Social Media Coordinator Alumni Representative
Each officer position has its’ own main responsibilities, as defined by our Program. Club Treasurers are primarily responsible for:
Preside over club meetings and conduct club business
Ensure that the club understands the Sport Clubs Program’s Code of Conduct
Maintain strong, positive relationships between club members and the Sport Clubs office
Uphold the club’s reputation with the University, University Recreation and Wellness Center, and Sport Clubs Program
Ensure that all assigned tasks and responsibilities are completed by club members and other officers.
Approve club spending with the treasurer
Delegate responsibilities as necessary
Approve the club budget before submission to the Sport Clubs office
Develop and encourage new club leadership
Work with SCO staff to hire any coaches or instructors
Understand and communicate the University of Minnesota Code of Conduct to all members
COACHES AND INSTRUCTORS All Sport Clubs are encouraged to seek assistance in the pursuit of accomplishing both the mission and the goals of the team. Frequently, this assistance takes the form of a coach or instructor who assist team members in achieving higher skill levels within their given sport discipline. Teams can choose to have a paid or volunteer coach, both of which are outlined in the next section. All coaches are supervised and report to the Sport Clubs Program Director, but the Sport Clubs officers are considered their on-site supervisors. Clubs MUST formally hire all individuals who take on a coach/instructor role with the club BEFORE they can become involved with the club. Information in this section applies to ALL coaches and instructors, whether paid, volunteer, head, assistant, or occasional. Responsibilities Club coaches and instructors should be: Experienced in coaching specific sport. First Aid, CPR & Blood Born Pathogen certified. Club coaches and instructor are required to: Understand that discipline, club cohesion, finances, travel arrangements, and general club direction are the responsibility of the club officers. Understand and uphold University, University Recreation and Wellness Center and Sport Clubs Program Treat all club members equally and respectfully. Serve as a positive role model to club membership, spectators, and peers. Promote safety and good sportsmanship. Perform a variety of duties related to the function of the club. The employer reserves the right to assign other duties as necessary. Meet the expectations of the club as discussed and described in the positions job description. Have their performance evaluated once per semester by all club officers and/or membership. Terms of Employment All paperwork must be in the Sport Clubs Office before a club coach/instructor, paid or volunteer, can begin participating with a club. Employment ends on the date listed on the contract. Contract renewal can be considered and discussed once the club has submitted their completed evaluation forms for each coach and instructor. All coaches/instructors are hired temporarily. Volunteer Coaches/Instructors Volunteer coaches can be just as invaluable as paid coaches. These individuals are not paid, but do lend their expertise in the sport to team members. Clubs can choose to reward or thank their volunteer coach/instructor in other means than simply paying them. Be creative!
Payment Options Clubs have a variety of ways to say ‘Thank you’ to their club coaches and instructors. They include, but are not limited to the following: Lump sum payment—once per semester University Recreation and Wellness Center Membership Travel expenses Parking reimbursement Payment will be taken from the club’s University account. Coaches/instructors will be paid only if the club has the funds available to do so.
The first payment must be at least 1 month after the start date. The last payment must be after the end date.
Hiring a Coach Club will need to complete a Coach/Instructor Appointment Request Form and turn it into the Sport Clubs Office. A detailed job description of the position will need to be developed and emailed to email@example.com Templates for job descriptions must be used and are available in the office. This process involves the Office of Human Resources. Please plan ahead as this approval process takes at least two weeks. If a coach will be working with children under the age of 18, they must undergo a background check at the expense of the club. Cost varies depending on many variables. The Coach cannot attend practices/competitions until this process has been completed! See the “How-To” section for more details.
FUNDRAISING Clubs are encouraged to fundraise to help support club operations. ALL fundraising activities must be approved by the Sport Clubs Office (SCO) prior to the club’s participation in the event or activity. Failure to aquire approval before participation may result in disciplinary action at the discretion of the Sport Clubs Program staff. Clubs are NOT allowed to be involved in any fundraising activities or events that involve or are associated with the sale or distribution of any alcohol, tobacco, or credit cards. DO NOT SIGN ANY PAPERWORK ON YOUR CLUB’S BEHALF! You are not an authorized signer to represent the University. Bring in any paperwork to the Sport Clubs Program Director for review. Any new contracts or agreements for fundraising activities may take up to one full semester to get approval on—be prepared, and submit these early! A Fundraising Proposal Request Form must be submitted and approved before any club can participate in any fundraising activities. See “How-To” section for more details.
PROMOTION & PUBLICITY We encourage you to promote your club within and outside of the University of Minnesota community. Use of University marks, access to URW publications, and web access through URWC and SUA are great opportunities to do that. Keep in mind:
ALL promotional materials (i.e. fliers, posters, brochures, postcards, jerseys, club apparel, etc.) MUST be approved by the SCO using the Logo and Publication Request Form before being produced, duplicated, or distributed. Items not approved will not be allowed to be distributed. If your club plans to purchase any items, an Expense Request Form must be submitted for approval—without approval, these items will not be purchased by the Sport Clubs Program. All items must be in good taste and use appropriate language and images. All items must abide by the buffer space, logo, and University color requirements. The University Recreation and Wellness logo and University’s equal opportunity statement must be on all print and digital materials (NOT apparel). Club websites and social media pages are the responsibility of the club to keep properly maintained with appropriate content.
Take a look at the “How-To” page to learn more about how to work through the approval process for any promotional item. Need help with a project? Stop in the SCO and ask about our Department’s marketing and design resources. When in doubt—ask the SCO first.
PROGRAM FORMS—HOW-TO Coach Hiring Forms The following coach hiring forms must be submitted for EACH coach that your club plans to hire. Contact firstname.lastname@example.org with any questions. Completed paperwork should be submitted to the SCO directly. Incomplete paperwork will not be processed, and will be returned to your club’s mailbox.
Fundraising Forms The following forms need to be filled out for every fundraising activity that a club plans to participate in. Clubs are NOT allowed to participate in a fundraising activity that has not bee approved directly by the SCO. Failure to receive approval before participation may result in disciplinary action at the discretion of the Sport Clubs Office Staff. This Fundraising Event or Activity Proposal Form is due at least two weeks prior to the event/ activity. The Fundraising Event or Activity Summary Form is due within 5 business days of completing the fundraiser.
Logo and Publication Request Forms The following form MUST be filled out before any new promotional material is produced or distributed. Make sure to attach a copy of the design to this form when you submit it to the SCO! Forms should be submitted at least one week in advance of the itemâ€™s due dateâ€”the longer you wait to submit these, the less likely we will be able to get this project done on time for your club. Failure to receive approval before participation may result in disciplinary action at the discretion of the Sport Clubs Office Staff. Make sure to work with your club Treasurer if you plan/need to purchase any items!
Fines & Penalties We have instituted a new Sport Clubs Fines & Penalties system for the 2017â€”2018 academic year. Each disciplinary Level below is increasing in severity (Level 1 = Low > Level 2 = Medium > Level 3 = High), and has a penalty associated with it. All final decisions will be made by the Sport Clubs Program staff, based on the severity of the violation using this scale, and are subject to change at their full discretion. A pattern of disciplinary action/events will not be tolerated and may result in suspension or removal from the Sport Clubs Program. Should you receive any disciplinary action, you will receive notification directly from the SCO. All fines will be taken directly out of your clubâ€™s University Account, and will be detailed in the Memo. Any damage to any University or rental property on or off campus are the responsibility of the offending club and/or club member. This list is subject to change at any time at the discretion of the SCO. You will be notified of any changes via email before they go into effect. Questions? Email the SCO at email@example.com.
HELPFUL RESOURCES LIST Below is a list of commonly used Sport Clubs Forms for your officer position, along with a list of some helpful/ commonly used websites. Questions? Email firstname.lastname@example.org.
Common Sport Clubs Forms (Safety & Facilities Coordinator) Coach Hiring Forms Must be completed before any coach/instructor can participate with the club in any capacity. Fundraising Event or Activity Proposal Form Due at least two weeks in advance of the fundraiser date (submit these as early as possible!). Logo and Publication Request Form Due at least one week in advance of the itemsâ€™ due date (submit these as early as possible!).
Common University Websites (Treasurer) Sport Clubs Program Websiteâ€”Officers Page (Helpful program information, form links, facility locations/hours etc.) http://recwell.umn.edu/sportclubs/officers.php Student Unions and Activities Website (SUA Re-Registration, general student group information, Activities Fairs sign-ups, etc.) http://sua.umn.edu/