Sport Clubs Office 123 Harvard St SE Suite 278A Minneapolis, MN 55455
Program Director Jessica Novotny 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 Info
Important University & Program Policies
Travel Guidelines & Terms
Spring Training Travel (Spring Break)
Insurance & Other Considerations
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
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 INFORMATION (CONTâ€™D) 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 13
OFFICER RESPONSIBILITIES (TRAVEL COORDINATORS) 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 Travel Coordinators are primarily responsible for:
Submit complete required Travel Paperwork when club will be traveling off-campus
Arrange transportation to and from destination (personal vehicles, Sport Clubs or Fleet vans, coach bus, airline, etc.).
Communicate with the SCO about any changes or updates to your club’s travel plans.
Organize club’s housing accommodations with club treasurer.
Collect and submit driver’s record check forms to Sport Clubs Office for approval.
Arrange key pick up and drop off, if renting vehicles.
Check rental vehicles before and after use for damages and debris and report any problems to program office immediately.
Make sure vehicles are clean upon returning.
Travel Guidelines and Terms The Sport Clubs Program has requirements and procedures that clubs must follow in order to travel. Club members are obliged to adhere to these policies at all times as they are a direct reflection of the Sport Clubs Program Code of Conduct and the University of Minnesota’s Code of Conduct. Having the opportunity to travel, and represent the University of Minnesota, are two of the major benefits clubs receive through their Sport Club affiliation. It is the club officer’s responsibility to inform club members that from the time they depart for a competition or events, to the time they return to campus, they are on Sport Club and University time.
Appropriate Use All University and outside rental vehicle should only be used for University business purposes. A ’club trip’ is always considered University business—from the time you leave the University, until the time of a club’s return. Clubs are responsible for damages that occur to any vehicle while in their care. Any inappropriate University or outside rental vehicle use will not be tolerated, and will result in disciplinary action from the SCO.
Authorized Drivers Only Authorized Drivers may operate any University or outside rental vehicle. To become an Authorized Driver, individuals must beet the basic criteria listed on the Driver Record Check Form, fill out a Driver Record Check Form, and receive approval directly from the Sport Clubs Office via email of their Approved Driver status. These forms must be completed annually. Transportation via personal vehicles does not require any Authorized Drivers. Failure to obtain Authorized Driver status before operating a University or outside rental vehicle will not be tolerated and will result in disciplinary action from the SCO.
Co-Pilot A co-pilot must be assigned while traveling in any vehicle. The co-pilot is the individual riding in the front passenger seat and is responsible for the following: Using a cell phone if necessary. Keeping the driver awake and alert. Helping the driver navigate. Changing the radio. Making sure the driver is not being distracted in any way from driving. Co -pilots may not sleep under any circumstance.
Accident/Incident Reporting Any type of accident or incident that occurs while a club is traveling must be reported to the Sport Clubs Program Staff immediately. Upon returning to campus an Accident/Incident report form must be completely filled out and submitted to the Sport Clubs Office. Tips for reporting : Be clear and concise. Be objective, do not imply fault. Use witnesses if possible. Contact Sport Clubs Staff prior to communicating any information to public/press.
Seat Belts While traveling in any vehicle on club business, all drivers and passengers are required to wear seat belts. Failure to wear a seatbelt while operating a University or outside rental vehicle will not be tolerated and will result in disciplinary action from the SCO. (It’s the LAW people—buckle up.)
Smoking Smoking is not permitted while traveling on University business in a University or outside rental vehicle. Failure to adhere to this policy will not be tolerated and will result in disciplinary action from the SCO.
Traffic Offenses (toll fees, parking and traffic tickets, etc.) According to University Policy, drivers of vehicles traveling for University Business are personally responsible for all traffic offense fines, violations, etc. incurred. This includes but may not be limited to toll fees, parking tickets, and traffic tickets. Expenses related to these items cannot be charged to your club’s University account according to this policy. Failure to adhere to this policy will not be tolerated and will result in disciplinary action from the SCO.
Rental Policies UNIVERSITY RENTAL—SPORT CLUBS VANS The Sport Clubs Program leases two 10-passenger SUVs in order to provide safe, efficient means of transportation for the Sport Clubs. SUVs can be reserved by submitting a Vehicle Request form to the Sport Clubs Office and reservations are on a first come first serve basis.
Clubs will be charged a rate per mile for a Sport Clubs Program 10 passenger vans. Gas is included in this mileage rate. This rate is subject to change by the Sport Clubs Program at any time. Clubs have the option of using a onetime reduced rate for one of their trips. Clubs are responsible for any expenses related to vehicle damages or traffic incidents (tolls, parking tickets, etc.) occurring while in their care.
Cancellations Vehicle cancellations need to be made a minimum of 3 days prior to departure. Failure to cancel vans and other travel arrangements may result in penalties at the discretion of the Sport Clubs Program staff and will be determined on a case by case basis.
Vehicle & Key Pick-Up and Return Keys for the SCO vans need to be picked up from the SCO directly during business hours. Vehicles are housed on the 5th floor of the University Avenue Parking Ramp, and should be returned to exactly where you found them. Keys need to be returned to the Sport Clubs Office by 12PM on the first business day upon return from travel. Failure to submit the keys by 12 Noon without prior notification will result in disciplinary action at the discretion of the SCO. Repeated late returns will not be tolerated.
Vans must be parked on the 5th floor of the University Avenue Ramp overnight (on the top level); vans are not permitted to be parked at personal residences. All passengers at all times must be club members and on official university business - no exceptions. Clubs MUST have a minimum of 2 authorized drivers per rental vehicle. Vans do not need to be re-fueled upon returning to University Ave. Ramp, but MUST be free of garbage and personal items. Vans that are excessively dirty upon return may be eligible for a fine at the discretion of the Sport Clubs staff.
UNIVERSITY RENTAL—FLEET SERVICES Costs The cost of reserving a Fleet Services vehicle varies depending on the model. In addition to a mileage cost, Fleet Services charges a daily rate for all of its vehicles. To check on prices of Fleet Services vehicles please reference their web site at: http://www1.umn.edu/fleetsrv/ Clubs are responsible for any expenses related to vehicle damages or traffic incidents (tolls, parking tickets, etc.) occurring while in their care.
Cancellation & Changes Vehicle cancellations or changes need to be made a minimum of one week prior to departure in order to avoid any penalty from the Sport Clubs Office and/or Fleet Services. Changes to any Fleet Services vehicle reservation MUST be made directly through the SCO. No exceptions. Failure to make changes this way may result in vehicle cancelation, and will result in disciplinary action at the discretion of the SCO. Failure to cancel your Fleet Services vehicle reservation within the drop deadline may result in a $35 no show fee from Fleet Services.
Vehicle & Key Pick-Up and Return Fleet Services vehicles, if reserved, need to be picked up directly from the Fleet Services building (see address below). Sport Clubs Staff is not responsible for pick-up or drop-off of these vehicles for your club. Vehicles MUST be picked up during business hours Follow Fleet’s vehicle and key return policy when returning from a club business trip with a Fleet Services rental vehicle.
Contact/Hours of Operation Fleet Services is located at the following address: 901 29th Ave. SE Minneapolis, MN 55455 Phone: (612) 625-3033 Vehicle Pick-Up Hours: Mon.-Fri. 6:30 am — 6:30 pm Office Hours: Mon.- Fri. 7:45 am — 4:30 pm ***You are NOT allowed to make any changes directly with Fleet Services staff. If any changes need to be made to your reservation at any time, you should FIRST contact the Sport Clubs Office staff. Clubs that make their own changes to any vehicle reservation may be subject to fines or other penalties at the discretion of the SCO.
When picking up a vehicle, club members need to present both their driver’s license, student ID, and reservation confirmation number. No vehicles will be released to your program without presenting this information. All passengers at all times must be club members and on official university business - no exceptions. Clubs MUST have a minimum of 2 authorized drivers per rental vehicle. University vehicles are not permitted to be parked at personal residences overnight. If renting a Fleet Service vehicle and in the Twin Cities area, park the vehicle in the Fleet Services parking lot. Please do not re-fuel vehicles prior to returning them to Fleet Services. Clubs MUST have a minimum of 2 authorized drivers per rental vehicle.
OUTSIDE RENAL COMPANIES The University of Minnesota has two approved outside car rental companies (does not include charter busses) Enterprise Car Rental and National Car Rental. These are the ONLY outside rental companies clubs are allowed to reserve outside rental vehicles with. Our contracts with both companies include the required levels of insurance required by the University, and provide us with additional benefits such as: reduced rental rates, reduced required approved driver age (must be at least 21yrs old), unlimited mileage, and multiple vehicle choices. 15 passenger vans are NOT an approved rental option with our University sponsored contract.
Costs are dependent on rental length, type of vehicle, and destination—total costs is billed directly to your club’s EFS account for the entire amount of the rental period per vehicle. Email email@example.com to get a quote on outside rental car company rates for your trip. Clubs are responsible for any expenses related to vehicle damages or traffic incidents (tolls, parking tickets, etc.) occurring while in their care.
Cancellations & Changes Vehicle cancellations or changes need to be made a minimum of one week prior to departure in order to avoid any penalty. Changes to any outside rental vehicle reservation MUST be made directly through the SCO. No exceptions. Failure to make changes this way may result in vehicle cancelation, and will result in disciplinary action at the discretion of the SCO.
Vehicle & Key Pick-Up and Return Vehicle and key pick-up and return instructions will be sent to you upon confirmation of your Rental Vehicle Request. Keep in mind this information may vary depending on rental location.
All passengers at all times must be club members and on official university business - no exceptions. Clubs MUST have a minimum of 2 authorized drivers per rental vehicle. Clubs are NOT allowed to select any trip-extras with any outside rental reservations through the University — this includes, but is not limited to: GPS units Pre-paid fuel Toll pass rental Rooftop cargo carriers
PERSONAL VEHICLES It is recommended that clubs utilize our two 10 passenger vans, Fleet Services, or outside rental company vehicles for travel. These two options are encouraged because they provide a low cost, safe, and efficient means of travel. However, your club may choose to travel in personal vehicles to reach your destination. Club members choosing to use their own vehicle for club travel need to be aware that they are responsible for any damages and the cost of gas for their vehicle.
Costs When traveling via personal vehicle there are no costs charged by the Sport Clubs Office for vehicle use. Reimbursements for individuals driving a personal vehicle are not permitted. Clubs are encouraged to use a University vehicle for travel, expenses incurred while traveling in a personal vehicle are the individuals’ responsibility.
CHARTER BUS When a club is traveling in a large group, an efficient option for travel is to go by charter bus. Charter bus planning should begin a minimum of one month prior to your club’s desired departure date. Charter buses typically hold between 45—50 passengers and come supplied with drivers. Costs of charter buses vary from company to company. Contact the Travel and Vehicle Lease Assistant for approved charter bus rental options.
Gas is included in the cost of most charter reservations. Be sure to double check on this! For overnight trips, clubs are responsible for arranging housing accommodations for their bus drivers. You may need to cover the driver gratuity for your reservation. Make sure to look at your invoice or check with the rental company staff to clarify before you depart.
AIRLINES Clubs may choose the option of airline travel to go to a competition or event. Planning for the purchase of airline tickets needs to take place a minimum of 1 month prior to the travel date. The first step in looking into purchasing airline tickets is to meet with the Sport Clubs Program Coordinator. The Travel coordinator and Program coordinator will discuss the potential options for purchasing airline tickets which may include using one of the three recommended University travel agencies.
Airline reservations should be made as far in advance as possible. As you get closer to your departure date, airline rates will most likely increase. Airline ticket reservations MUST be made with the Program Manager in the Sport Club Office by using the Program purchasing card. Don’t accept the first offer you get! Do your research - ask the SCO staff if you need help.
When making reservations, consider fares that have no penalties for change or cancellation. Costs incurred due to non-emergency cancellation or rescheduling of transportation are non refundable, and not the responsibility of the Sport Clubs Program. Potential reimbursement situations will be determined on a case by case basis by the Sport Clubs Program staff.
Frequent Flier Miles Club members and coaches are not permitted to benefit by receiving frequent flyer miles from the purchase of airline tickets. Any purchase resulting in the benefit of frequent flyer miles will be the responsibility of the individual to pay. Make sure you discuss any airline purchases that may result in frequent flyer miles with the Sport Club Program Coordinator.
PROGRAM FORMS—HOW-TO Travel Planning—How-To
Travel Paperwork Summary
Travel Planningâ€”Request Travel (Summary)
Travel Request Form A Travel Request Form must be submitted at least two weeks prior to departure any time your club wants to travel off-campus. PROVIDE AS MUCH DETAIL AS POSSIBLE. This form, once received, will work through an approval process with SCO staff. Once approved, your club will receive notification of approval to travel on University business. This form can be filled out in online or paper version (see copy of paper version below). Without approval directly from our office, any club travel is NOT permitted and will be considered unauthorized. Unauthorized travel will not be tolerated and will be subject to fines and penalties at the discretion of the SCO.
Roster Request Form A Roster Request Form must be submitted at least two days prior to departure any time your club wants to travel off-campus. ROSTER MUST INCLUDE EVERY MEMBER TRAVELING ON THE REQUESTED TRIP. This form, once received, will work through an approval process with SCO staff. Once approved, your club will receive notification of approval to travel on University business. This form can be filled out in online or paper version (see copy of paper version below). Without approval directly from our office, any club travel is NOT permitted and will be considered unauthorized. Unauthorized travel will not be tolerated and will be subject to fines and penalties at the discretion of the SCO.
Rental Vehicle Request Form A Roster Request Form must be submitted at least two weeks prior to departure any time your club wants to rent vehicles to travel off-campus. ACCURATE RENTAL INFORMATION IS REQUIRED. This form, once received, will work through an approval process with SCO staff. Once approved, your club will receive notification of your requested rental, and approval to travel on University business. DO NOT ASSUME YOU HAVE ANYTHING RESERVED UNTIL YOU RECEIVE DIRECT NOTIFICATION FROM THE SCO. We are typically able to get your club what it requested, but sometimes we are unable to. We will work directly with the club’s Travel Coordinator to work through any changes if necessary, and notify you of your club’s confirmed reservation as soon as it is ready—this can take up to two weeks. We appreciate your patience. This form can be filled out in online or paper version (see copy of paper version below). There MUST be two approved drivers in any University or outside rental vehicle at all times while traveling on club business. Follow the instructions on the Driver Record Check Form below. Forms should be submitted at least one week in advance to ensure enough time for approval. Without approval directly from our office, any club travel is NOT permitted and will be considered unauthorized. Unauthorized vehicle use is considered unauthorized travel, and will not be tolerated—it will be subject to fines and penalties at the discretion of the SCO.
Spring Training Travel Preparation Clubs traveling over spring break during March must begin planning the necessary arrangements at least 2 months prior to their departure. Housing and transportation accommodations need to be made as far out as possible when planning a Spring Training trip. Failure to prepare in advance will result in increased expenses. Remember, when using rental vehicles it is required that clubs have a minimum of 2 authorized drivers per vehicle. Driver Record Check Forms need to be submitted a minimum of 2 weeks prior to Spring Training. Late driver record checks will not be accepted or processed by the Sport Clubs Travel and Vehicle Lease Assistant.
University Business Any time an individual, or group of individuals is representing their club, whether it be on campus or out of town, they are on official University business. When traveling, a club is on University business from the time they depart to the time they return to campus. During that whole time individuals are required to adhere to all University of Minnesota, University Recreation and Wellness Center, and Sport Clubs Program policies.
Itinerary Along with the mandatory paperwork associated with traveling for spring training, clubs are required to submit a detailed itinerary of what they have scheduled for the entire time of their trip. The following is an example itinerary: 8:00am- 11:00am—team practice 5:00pm—7:00pm—return to hotel, clean up 11:00am-1:00pm– team lunch 7:00pm-9:00pm—team dinner 1:00pm– 5:00pm—scrimmages 9:00pm-11:00—return to hotel and lights out Itineraries are due 2 weeks prior to departure and must be approved by SCO staff prior to departure. Late itineraries risk not being approved and other penalties at the discretion of the SCO staff on a case by case basis.
Finals Week & Study Days Clubs are not typically permitted to travel during finals week and study days. Study days are 3 days prior to finals week. Exceptions will be made on a case-by-case basis with SCO’s full discretion with clubs that request to travel during Finals Week or Study Days upon request.
Emergency Contacts Please call down the list in order. If there is no answer leave a detailed message with a contact number. Mikayla Miller (c) 651.307-5944 (w) 612.626.8014 Jessica Novotny (c) 612.799.6790 (w) 612.625.2083 Tony Brown (c) 612-490-3112 (w) 612.625.5856 In case of a fleet services vehicle mechanical or maintenance problem, please contact: Fleet Maintenance (w) 612.625.7817 (c) 612.280.1674
Emergency Procedures 1. Basic Assessment of Problem. If injury related, call 911 and then call the Sport Clubs Staff. 2. For disabled vehicles, Call 1-800-987-6591, number is on the back of the Voyager card, for emergency/mechanical assistance. If additional assistance is needed, contact the Sport Clubs Staff. Make arrangements with Sport Club Program staff for: Overnight accommodations Alternate transportation home 3. For non-disabled vehicles Take vehicle in for inspection at nearest auto repair facility. Call the Sport Clubs Staff with an update. 4. Payment of services determined by Sport Club Program staff.
Accident and Incident Reporting In the instance of an emergency the following guidelines should be followed when reporting. 1. 2. 3. 4. 5. 6.
Be clear and concise in your reports. Be objective in your report. Do not imply fault. Stick to the facts. No personal assumptions should be reported. Use witnesses if at all possible. Name, address, and phone #. Always fill out and submit report to Sport Clubs Program Office immediately after an accident or incident. If you are away on travel, call the Sport Clubs Program staff and arrange a time to turn it in. In the instance the situation is serious; do not communicate any information about the situation to anyone until you have contacted the Sport Clubs Program Director. If there is any doubt in your mind whether a report is necessary, FILL IT OUT!
Fleet Accident Report Vehicle accident reports must be completed after any damage to a University vehicle has been noticed. This includes: Major damages (dents) Minor damages (cracked window, minor scratches, fabric stains/tears, broken tail light, etc.) This form must be filled out online at www.umn.edu/fleetsrv/. The individual who was driving the vehicle should be the one to complete this form. This form must be completed within 2 days from the time of the accident. *If no report is filled out, the club may be liable for all expenses related to the accident.
Accident/Injury Report A personal injury/accident report form must be completed when:
A club participant, spectator, or coach is injured and requires treatment for an injury that occurred during club time. Someone is injured during an event the club is hosting.
Club officers must carry these forms with them to all club activities and they should be completed immediately following the injury. These forms must be turned in to the Sport Clubs Office the next business day.
Incident Report An incident can be defined as any event, activity or action that causes a disruption to normal club activity or business. This can include:
Minor and major arguments or disagreements. Physical contact beyond the realm of the sport. Facility reservations that were booked for club time. Facility members using club space during club time.
Club officers must carry these forms with them to all club activity and they should be completed immediately following the incident. These forms must be turned in to the Sport Clubs Office the next business day.
Reporting to the Public
In the case of an emergency situation where the press would arrive, clubs are not permitted to discuss any information. The Club’s responsibility for this type of information is to contact Sport Clubs Program staff first, prior to talking with anyone.
Controversial, accident related and emergency topics associated with the University Recreation and Wellness Center and the sport club is the responsibility of the Director of Recreational Sports. Forward all such requests for information to the Sport Clubs Program staff, and they will forward it on to the Director.
Insurance Vehicle Insurance- University Owned Vehicle Damage to University vehicles, either rented from the Sport Clubs Program or Fleet Services, will be covered by the University of Minnesota’s insurance policy in most situations. The individual or the club responsible for the damage will be required to pay for the damage deductible.
Vehicle Insurance- Personal Vehicle When clubs chose to use their own personal vehicles on University business, the owners should be aware that the owner's liability insurance, not the University's will be the primary insurance if an accident occurs. The University does not provide physical damage insurance (comprehensive or collision) on vehicles it does not own.
Vehicle Insurance- Off-Campus Rental Vehicle When it is necessary to rent a vehicle from outside the University, the club contracting for the vehicle must first verify insurance protection on the vehicle from the vendor. Insurance coverage will not be provided by the University insurance policy. The verification must be in the form of a certificate of insurance from the rental or leasing firm. This certificate should state that the insurance on the rented or leased vehicle conforms with Minnesota "no fault" state law.
Insurance Deductibles The University of Minnesota, University Recreation and Wellness Center, and the Sport Clubs Program will not be responsible for insurance deductibles incurred by individual club members or by an individual sport club’s actions. These deductibles will need to be paid in full by the individual or the club. The current amount of the insurance deductible is $500 when an authorized driver is driving. If an unauthorized driver is behind the wheel the deductible can increase to $10,000.
Other Considerations When traveling there are often unexpected or unplanned events that arise. In such instances it is up to the club officers to use their best judgment of a situation and always remain in contact with the Sport Clubs Program staff.
Weather Conditions Should severe weather conditions arise while traveling, pull over to the side of the road and call the Sport Clubs Program staff for assistance. Examples of this would include a severe thunderstorm, a snow storm, or icy roads. Depending on the situation, arrangements will be made to ensure your club has a safe trip home. Safety is our #1 priority!
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 firstname.lastname@example.org.
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 email@example.com.
Common Sport Clubs Forms (Treasurer) Travel Request and Roster Form Due at least TWO weeks before trip departure/club travel off-campus. Roster Request Form Due at least two business days in advance of trip departure/club travel off-campus. Rental Vehicle Request Form Due at least TWO weeks before trip departure/club travel off-campus.
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/