1. Sport Club Officer Training Fall 2016

2. Approved Logos

3. NOT Approved Logos

4. OK  OK Karate & Self-Defense NOT OK

7. What are Sport Clubs? Student Organizations Group with common interest Recreational or Competitive NOT Varsity or NCAA-affiliated

11. What makes your club/team “successful?” Attendance Retention Leadership Wins? Reaching Goals

12. What are the roles you play as an officer? Problem Solver Mediator First Responder Instructor/Coach Marketer Accountant Mentor

13. Rowan Sport Club Mission Statement Rowan University’s Sport Club Program is dedicated to enriching the educational experience by providing safe opportunities to students for engagement in a variety of physical, sport activities across a broad range of skill levels and experiences. This includes activities that are competitive, semi-competitive, and recreational in nature. Further, the Rowan University Sport Club Program is a training ground for leadership, organizational development, and teaching. Ultimately, the mission is realized through a program that provides diverse sport activities while also affording the students opportunities to develop skills that will assist them beyond their years spent at Rowan.

14. Tina Pinocci Director of Rec Center Associate VP of Student Life Drew D’Elia Assistant Director Sport Clubs & Youth Programs Caitlyn McHugh Graduate Coordinator Intramurals & Sport Clubs REC CENTER STAFF

15. Supervisors Sam, Ashley, Jimmy, Ryan, and Joey

16. Tina Pinocci Assistant VP Director of Campus Recreation Drew D’Elia Assistant Director of Sport Clubs and Youth Programs Caitlyn McHugh Sport Club and Intramurals Graduate Coordinator Sport Club Supervisor Sport Club Supervisor Sport Club Supervisor Sport Club Supervisor Sport Club Supervisor Sport Club Supervisor

17. Competitive Sport Clubs: Currently enrolled students (grad or undergrad), unless there is a special exception designated by your governing body. Non-competitive Sport Clubs (no contests against other colleges): Open to students, faculty/staff, or Rec Center members. Eligibility

18. Intramural Eligibility Indoor Volleyball- 2 club members Sand Volleyball (Doubles)- 1 club member Sand Volleyball (4 on 4)- 1 club member Indoor Soccer- 2 clubs members Outdoor Soccer- 3 club members Softball- 2 club members Ultimate Frisbee- 3 club members Wallyball- 1 vollyball club member

19. Officer Positions Required President Treasurer Risk Manager **COMMUNICATION** Suggested VP Secretary Marketing/PR Others?

20. President Roles Primary liaison with the SC Office Keeps club members compliant with all policies Assures all paperwork/reports are complete Submits facility requests for any space needed Attends all SC trainings and meetings Works on transition to new officers Assists other officers with all of their assigned duties

21. Treasurer Roles Collects dues or assures that dues are paid Maintains records of receipts and expenditures Submits reimbursement requests or assists other club members in doing so Submits all invoices in prompt manner for payment Submits officials’ paperwork when applicable Assists in any other financial matters as needed

22. Risk Manager Roles Submits travel itinerary for any club travel off- campus Completes club Emergency Action Plan with regards to any off-campus activity Completes injury report in the event a SC Staff member is not present Maintains copies of club emergency contacts Obtain FA/CPR Certification (provided by us)

23. Other Officer Roles VP - Assist President with any duties as needed - Attend meetings in absence of President - Potential ‘President-in-waiting’ Marketing - Maintains club’s Social Media - Creates club flyers -Communicates with SC Marketing Staff Secretary - Takes attendance at practices and meetings - Assists with any paperwork or semester/Annual Reports

24. Coach Roles Need to maintain being a STUDENT org Coaches shouldn’t run the club or fulfill officer duties unless that coach is a student Important to designate what the coach’s duties are, what the club’s duty is Our office does not hire/fire the coach, but can assist in those processes Final say goes to the club Pay or volunteer Requirements Code of Conduct form Coaches Meeting (9/19)

25. Leadership Models What works for your club? 1. Consider your club goals. 2. Know your personnel

26. Leadership Models The standard President Treasurer VP RM VP

27. Leadership Models President-Treasurer Team President Club Oversight Treasurer Finances, Travel

28. Leadership Models Co-Presidents Co-President Club Oversight Co-President

29. Leadership Models The competitive model President Treasurer RM VP Match Coordinator Marketing Chair Equipment Orders

30. Communication Key to your success, and maximizing our ability to help you communicate with… ◦Your fellow officers and club members ◦Your national governing body ◦Other teams and clubs ◦The sport club office staff Caitlyn - reservations Denise - finances Sport club supervisors – at your events

31. Maintaining Your Club Waivers (should be completed before any activity) Officer Signature form (due 9/16) Updated Constitution and EAP (due 9/30) Attend SC Meetings (once a month) Submit travel paperwork on time (ongoing) Community Service (one per semester)

32. Participation Waiver

33. Travel Waiver

34. Pre-Travel Procedure Before you travel, you MUST submit the appropriate travel work, otherwise, you are traveling at your own personal expense and are not covered for any liability by the University.

35. Pre-Travel Procedures A Travel Itinerary can be found on the Rowan Sport Club Webpage. A link on the webpage will direct you to a form which can be completed and submitted electronically. The travel itinerary is due one week before travel. No hard copies are required for submission. If your club is travel overnight, a Request for Travel Form (aka Funded Travel Form) must be completed in addition to the Travel Itinerary. The Request for Travel Form is submitted to either Drew or Denise three weeks before travel. Request for Travel form applies when your trip costs more than $250 or requires an overnight stay Attach documentation such as event registration, flyers, hotel reservations, and/or invoices which contain the dates and times of the event. A travel roster and driver list must be attached to the Travel Request Form. Each traveler MUST have a travel waiver submitted. Each Driver must have a completed driver waiver submitted to the main office. Include all estimated costs; you cannot ask for additional funds later. Be sure to add tax to hotels or obtain a quote. If requesting mileage reimbursement (56 cents per mile), attach print-out of mileage program such as Google Maps or Mapquest Pre-payments are possible for registration fees. Hotels cannot be paid for in advance. Even if you are not requesting reimbursement, submit a Request for Travel form to ensure you are covered by Rowan Insurance. Pick up travel packet at the Rowan Rec Center main desk. This large envelope contains emergency protocol procedures, an emergency contact list, injury reports, and safe travel tips.

36. Travel Itinerary Day trip (1 week before) Overnight (2 weeks before) Accessed from sport club website https://docs.google.com/forms/d/1Q0M5WW0SB1 hwX8herhsJVEdepmlmdlT_49jzE-LMlBA/viewform

37. Overnight trip: 3 weeks before Mapquest Justification for trip

38. While on the trip Alcohol and Other Drug Use ◦Noncompliance with this policy may result in individual disciplinary action by the Assistant Director of Sports Clubs and may be sent to the Student Judicial Affairs Office. ◦Any consumption, possession, or suspicion of consumption or possession may result in removal from the facility and disciplinary actions to the individual and club. ◦Clubs are collectively responsible for individual members of their team and spectators. Refer to your travel packet ◦Emergency action plans ◦Emergency contacts ◦Injury reports ◦Travel tips *Your club represents the university*

39. Post Travel Procedures Post-competition report must be submitted online by Tuesday 11:59pm, or two days following the return date. If any injuries occurred on the trip, Injury Report Forms must be immediately submitted to the Main Office upon returning. For reimbursements, a Travel Request Reimbursement Form must be completed. Please attach original receipts to the back of the form. If payment was with credit card, the last four digits must be on the receipt. If student paid with a personal check, our office will need a copy of the bank statement which shows the check was deposited. Sport clubs are tax-exempt within the state of NJ and a tax-exempt form can be obtained from the Rec Center office. Reimbursed items: registration, gas, hotel, plane tickets, food. Due 2 weeks upon return.

40. Pre-Travel Review If your club is staying overnight, the Request for Travel Form due 3 weeks before the trip. Travel Roster (list drivers) Travel Waivers for each student on the trip Travel Itinerary (2 weeks before) Event Registration forms Invoices Hotel Reservations Mileage form if gas reimbursements are requested Travel Itinerary for day trips due 2 weeks before the trip. Driver waivers Pick up travel packet at the main office before departing Rowan.

41. Post-Travel Review Competition report is due two days after returning (Tuesday 11:59pm) Reimbursement are due to the main office two weeks after returning MUST have original receipts with the last four digits of the credit card on them.

42. Travel Scenarios

43. Funded Overnight

44. Non-Funded Overnight

45. Funded Day-Trip

46. Non-Funded Daytrip

47. Paying Officials Rowan Student ◦Student Special Project Contract ◦Not already employed  W4, I9, Driver’s License and SS# Non-Rowan affiliated ◦Personal Service Contract ◦W9 Form

49. Emergency Action Plans

50. Fundraising How to pay dues? Plan a budget Tracking member dues Allocation usage, carry-forward

51. Example Budget

52. Funding Model and Allocation Process How we determined your money? When we can, we increase funding, trying for more next year, so it is important that clubs do their part in abiding by everything, setting goals, being awesome Post-season

53. Sport Club Math 101 Needs + Points = Cash Money More Points = More Cash Money Strikes = Less Cash Money More Cash Money = More Opportunities

54. Excel Sheet of Points Tracking

55. Points Monthly Meetings Roster Checks Travel Number of members Community Service Fundraising National/Regional Competition Paperwork ◦Travel ◦Constitutions ◦EAP ◦Signed officer forms

56. SC Strike System Rowan Sport Clubs are required to complete all club duties as outlined today and in the Sport Club Manual Strikes will accumulate throughout the course of one full academic year. When a club accumulates 6 strikes or more, the club will be considered eligible for a probation hearing. Probation penalties ◦Limited practice time ◦No home events ◦Checkup meetings ◦Freeze funds

57. Strike Summary Missed Officer Meeting – 2 Strikes ◦A club will receive 1 strike for missing any officer meeting (1 per month) throughout the Fall and Spring semesters. Late Constitution, EAP, and Officer List – 1 strike each ◦A club will receive 1 strike for each document handed in past the deadline Missed Semester/Annual Report – 2 Strikes ◦A club will receive 2 strikes for failing to hand in a semester or annual report. Failed Roster Check - 2 strikes ◦Each club will be roster checked at practices periodically throughout the semester. A club will receive 2 strikes for not having at least 90 percent of their participants without waivers. Missed Service Project – 2 Strikes ◦A club will receive 2 strikes for missing a service project. Two service projects are required each academic year (1 per semester). Consistently Late Travel Work ◦Could qualify for 1-2

58. Hazing Rowan University defines hazing as “any action taken, created, or situated which intentionally or recklessly subjects any person to the risk of bodily harm, mental or physical discomfort, embarrassment, harassment, or ridicule; or causing or encouraging any person to commit an act that would be a violation of law or university regulations; for the purpose of initiating, promoting, fostering, or confirming any form of affiliation with a student group or organization.”

59. Sport Club Math 101 Needs + Points = Cash More Points = More Cash Money Strikes = Less Cash Money More Cash Money = More Opportunities

60. Payments League fees Equipment Clothing Gas reimbursements Rowan University is Tax-Exempt. Grab a form at the front desk

61. Reimbursements Pay with Credit card? ◦Receipt…no pictures of receipts ◦Copy of the credit card Pay with Check? ◦Copy of the cashed check ◦Copy of your bank statement ◦BOTH NEED A REIMBURSEMENT FORM

62. Practices Field space availability Protocol for giving ice Concussions Cancelled practices Turf Field 1 officer must be CPR/First Aid certified at practice Off-campus practices ◦Liability insurance process

63. Stadium/Varsity Soccer Field Practices ◦Wait until Athletics is done ◦No food or drink or gum ◦Clean up trash ◦Reservations are approved through Athletics

64. Home Event Procedures Communication is crucial Home event policies Start on time Sport Club Supervisor responsibilities Spectator responsibility

65. Webpages Keep fresh and current! http://www.rowan.edu/studentaffairs/Rec /sports/Unified.cfm`

66. Sport Club Lockers Located in the basement hallway of the Rec Center near the locker rooms Key checkout format Some clubs will share a locker based on the amount of equipment Sign up sheet

67. Form Review Hard copies ◦Participation Waivers ◦Travel Waivers ◦Driver Waivers ◦Officer Signature Form ◦Request for Travel ◦Reimbursement Form Google Drive ◦Travel Itinerary ◦Competition Reports ◦Home Event Requests

68. Looking Ahead… CPR and First Aid Certification Classes ◦9/10 @ 10:30am in the Student Center 127 ◦9/21 @ 6pm in the Rec Center Conference Room Monthly Officer Training Meetings ◦Dates TBD this week Home Event Requests…submit online Deadlines ◦Signed Officer Form- 9/16 ◦Constitution and EAP- 9/30 (please email)