1. 2013 Sport Clubs Officers’ Clinic

2. Welcome Introduction – Zach Gilbert - Assistant Director – Brian Stelzer - Coordinator – Andy Rampe - Coordinator

3. Agenda Together – Learning Outcomes – Expectations – Being a Club Leader – Important Dates – SCC/ E- Board – Competitive Sports Staff Advisors – Monthly Meetings – Coaches – Eligibility – Waivers/Swim Tests – Supervisors – Technology

4. Agenda (cont.) Presidents & Treasurers – Budgets – Purchasing – Points – Logos – Travel

5. Agenda (cont.) Vice Presidents & Secretaries – On Campus Services – Home Events/Meetings – Practices – Lights – Risk Management

6. Learning Outcomes Participants will be able to define the roles of coaches and supervisors. Participants will be able to identify five policies pertaining to the administration of their club. Participants will score 80% or better on after clinic assessment. Participants will be able to outline three duties of their officer position. Participants will be able to list at least three monthly meeting agenda items.

7. Expectations What can you expect from us? – To be a resource and an ally – To hold you accountable What we expect from you: – Communication – Accountability – Seahawk wherever you go

8. Leading the Club Head of an organization – Set the example Share your vision, promote camaraderie Talk the talk AND Walk the walk – Margaret Thatcher said about leaders. “Being a leader is like being a lady. If you have to tell people you are one – you’re not.”

9. Leading the Club Transitioning Leadership – What went well? On AND off the field – What do you need to make that transition easier? E.g. access to club email, past contacts, off- campus account info.

10. Leading the Club (cont.) Expectations of members – Make sure they are written in your constitution. Recruit Leaders – Identify prospective leaders – Create positions for them as a “try out” Alumni Chair, Fundraising Officer, Etc.

11. Dates SCLS (fall) – Dobo 205 5:30pm – Sept 11, 25 – Oct 16, 30 – Nov 13, 20 SCC (fall) – Dobo 134 7pm – Oct 15 – Dec 3

12. SCC/ E-Board Sport Club Council – How it affects your club – Supplemental Funding Executive Board – President: Sal Serpe – Vice President: Blair Bigwood – Treasurer: Amanda Wilcek – Secretary: Joseph Maldonado Their role within the SCC – Mentor clubs – Represent clubs in certain situations – Provide budget recommendations

13. Monthly Meetings Meetings once a month with CS Advisor Preferred to be with Club President and at least one other member, but can with as many members as club desires Be prepared to discuss: – Club goals – Monthly club report (Due last Wednesday of each month) – Upcoming events – Upcoming travel – Club budget – Anticipated purchases

14. Coaches Must submit Coaching Information Form Must attend one Coach’s Orientation session – Time & Location TBD CS Staff must review coaching candidates It is recommended that they have certifications. Their job is to coach, not run the club

15. Eligibility Who is eligible? – “Currently enrolled University of North Carolina Wilmington students who have paid student fees are eligible to participate in the sport clubs as are University of North Carolina Wilmington Faculty & Staff.” Try outs – Can’t cut anyone, but can create a travel squad, A team, etc.

16. Waivers/Swim Tests Waivers – Due to CS Office before any practices/physical activity – Should be done during required interest meetings Swim Tests – Required for ALL aquatic related clubs – Must make appointment for club (set-times avail.) first come first serve

17. Supervisors ID & Waiver Checks Enforce policies Help you with events Another line of communication

18. Technology Website – Forms/Manuals page Touchnet – Direct credit card payment – Dues/entry fees (always open or period only) – Link Available on Sport Clubs website

19. League Dues/Tournament Entry NEW – May be paid by Credit Card with advanced notice – MUST follow same purchasing procedures (quote first, ensure they take credit, etc.) – Travel & Tournament Entry MUST be requested/submitted with Travel Request

20. Social Media Facebook: UNCW Sport Clubs (Group & Page) Twitter: @UNCWSportClubs – Live On-Campus posts/tweets – Marketing & Newsletter We need more followers!! – Fall Semester Album Challenge Photo in album w/most “Likes” wins – Spring Semester Bracket Match-ups (groups of 4) in tourney style showdown! Winner earns 5 budget points – Worth $100 in 12-13

21. UNCW Sport Club Bracket Round 1 Winner determined the week of Jan XX Vote for a team using the poll question below! Club 1: Men’s RugbyClub 2: Women’s Ultimate Club 3: Triathlon Club 4: Women’s Lacrosse

22. Video Newsletter Created monthly for highlights & info Content – Announcements Upcoming meetings/deadlines/etc. Competition schedule – Athlete of the Month Submit each month, voted on by Council Board – Results/Highlights from past month

23. Video Newsletter

24. 10 Minute Break

25. Presidents and Treasurers

26. Budgets Keep track of your income and expenses Fundraising/Sponsorships – Make sure you get it approved – Get creative Deposits – Money should be deposited by the next business day. – Donations are eligible for tax benefits. Petty Cash – Get approval – Under $50 – Bring in Receipts – Fill out form

27. Budget Requests/Presentation Request/Hearing (60% of on-campus allocation) – February/March – More formal process this year Powerpoint or similar Defend/show projected budget – (e.g. bring copies of invoices, show competition results, etc.) – Must include Operational Cost Minimum to function as a club Carry over balance should NOT be more than double

28. Point System Point System (40% of on-campus allocation) – You can earn points and you can lose points – Changes for the 12-13 AY No weekly reports Can only gain 3 budget points a semester for team meetings ½ point for chalking, tabling, & painting rock

29. Purchasing http://prezi.com/m7kf4dp2_tlo/sport-club- sectreas-workshop/ http://prezi.com/m7kf4dp2_tlo/sport-club- sectreas-workshop/ Must be pre-approved! Art work must be submitted for approval Submit a merchandise request form If using a logo, must be with a licensed vendor. Approved Logos

30. Travel Forms Travel Notebooks Reimbursements – Any reimbursement submitted after the 10 business day deadline will be subject to minus points in the amount of -5 points for each day late. This is only incurred if a reimbursement is submitted late. – Name on receipt must match name on card. – Must be within travel dates. Gas Fuel receipt that shows the $ per gallon, the date of purchase and the total price. Entry Fees Submit the official entry form and a travel request for the event to sportclubs@uncw.edu. Make sure to note that you want to use club funds to pay. Entry fees can only be process along with a travel request. All entry fees are paid AFTER the event takes place.

31. Travel Cont. Lodging – Must submit receipts with a zero balance. – Must submit a Hotel Occupancy Form upon return. Vehicle Rental – Call Enterprise to reserve a vehicle(s) and write down the reservation number on the vehicle request form. Confirm that Enterprise has your driver licenses information on file. – Make sure to identify yourself and your club. Request the UNCW rate (includes insurance.) – Complete the vehicle request form including the reservation number and tax (must be listed as a line item). – Submit the Vehicle Request with the Travel Request. – Gas cards are available for Rental Vehicles. Cards may be reserved by checking the appropriate space on the Travel Request form. They are available on a first-come, first-serve-basis.

32. Vice Presidents and Secretaries

33. On Campus Services Mailbox – CR Offices – Please get into a habit of checking it once a week Email – Create a club email that can be passed down – Request a UNCW email account by contacting the Campus Activities & Involvement Center located in the Fisher Student Center. Reserve a room – Free of cost – Contact information is in the Sport Clubs Manual online. – Send Competitive Sports an event request Flyers – Less than 20 copies can made CAIC Office – Competitive Sports can help you with larger projects – Club funds can only be used for on campus printing Buttons – 50 per semester Posters – 5 per semester Banners

34. Hosting an Event Fundraisers/ Games/ Meetings – Submit home game schedule as soon as possible (ALL Clubs) – Fundraisers/Meetings For on campus meetings rooms see previous slide Submit Event Requests for Campus Recreation Facilities Make sure you have a spot reserved for fundraisers

35. Hosting Competitions – Games For games submit an event request – 14 business days in advance Contact opponent to verify times and dates Schedule officials if needed Schedule a time to set up for your event Develop a budget – Pre-Competition Meeting (NEW) REQUIRED to host on-campus Held week prior to event (Thursdays @ 5pm or by appt.) Agenda: Set-up, Field, Painting, Restrictions, etc.

36. Practices Requirements to begin practicing Non club members cannot participate! – Cape Fear students, community members, etc. Cancelations Field Conditions – Pay attention to weather/call hotline Bikes & Skateboards – Off the fields – Bike at racks Trash Keys and Equipment

37. Risk Management Waivers – Proof read! Common errors – Swim test Must schedule time Float/Route Plans – Route intended to take – Who is participating – Who is CPR/1 st AID certified Injuries – Reports Weather – 30 rule for lightning CPR/1 ST AID – 2 members