SUNY Cortland
Sport Clubs
Officer Training Session
Welcome Back!
It’s On Us: Sexual
Violence Prevention &
Response
Information for Student Leaders
Nan Pasquarello, Interim Title IX Coordinator
Structure of this Meeting
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Focus more on things that all officers need to know
Day-to-day responsibilities
Too much info for this evening, so…
Ongoing training provided to presidents at bi-weekly
SCAB meetings – share info with others!
Business for this Evening vs. Things You Need to Know
Know each other’s responsibilities – never say “that’s not
my job!”
Lots to cover, so we’ll move fast – if you have questions,
please ask, or write them down and ask tomorrow
This PowerPoint available on Forms page
Sport Club Binders
• Required to be present
at all club events!
• What should be in it?
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Sport Club Handbook
Club registration form
Policy forms
Any other important
documents you have! (i.e.,
contact info for officials or club
presidents at other schools,
practice plans, etc.)
• Pass it on at the end of
the year!
Sport Club Audits
• Compliance check
o At least 1x/year
o Random, unannounced
• How to Pass:
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Binder present with all docs
1 current CPR/AED/FA member
All present asked to sign in
Proper use of facility
• If You Fail:
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Practice ended immediately
1 week suspension
Probation, future audit
2nd violation: same as 1st, $50
Treasurer’s Folder
• Manage this like a checkbook:
Date
9/5/15
9/22/15
9/25/15
9/26/15
Transaction
Deposit
Payment
Payment
Deposit
Payable To
Graph Tex
John Doe
Description
Dues
New uniforms
Official
Raffle ticket $
Amount
+500.00
-200.00
-75.00
+250.00
Balance
500.00
300.00
225.00
475.00
• We keep our own record in the office – reconcile
with us whenever you’d like!
• Don’t take it for granted that we’ll get it right
• Copy of budget request included in folder
• Several deposit slips – more on those later
• BE PROACTIVE: Penalty for <90% projected revenue!
• We took back $5043.98 from 7 clubs last year!
Significant Changes
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Policy Forms
Driver Applications
First Aid Workshop
Sport Club Event Supervisors
Policy Forms
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Submitted online – no more paper!
Exceptions may apply
Email will follow with copy of form attached
At interest meeting: tell everyone to print out and bring
to first practice/tryout as proof of completion – EVEN
OFFICERS! Consider two-sided printing!
No need to submit anything to our office – we get it too
Benefits: 100% completion, definitive proof, less paper,
always available
Participants may NOT show you their phone with the
email as proof
After cuts, you may shred students who don’t make it
Driver Applications
• Full details on Page 38
• Can’t just sign up and
drive anymore
• Two parts:
o Driver Application form
o Student Driver Application form
• LENS Screening – why?
• Eligibility:
o Valid driver’s license for 2 years
o 1 moving violation in last 3 years
o No DUI/DWI convictions in last 5
years
o NY DRIVER’S LICENSE!
• Out-of-state licenses:
must request abstract
from home state DMV –
$$! NOT reimbursable!
• Up to 5 business days for
approval, so get going!
• Applicants notified by
email if approved
First Responder
Online Workshop
• Two weeks from submission of certificate(s) to
complete online training
• Done through Blackboard
• ~20 minutes – videos, PowerPoint, brief quiz
• More details as we get closer to launch
• Why? Not just about satisfying a requirement – First
Responders have a serious responsibility!
• Should be the first ones to act when injuries occur
Sport Club Event
Supervisors
• A new student employment position
• Small staff of 4-5 students scheduled to provide
coverage at events (Field House in the spring)
• $10/hr, expecting 3-4 hrs/week – we’re hiring!
• Scheduled weekly – fees paid from club accounts
• Why needed? Too many hours for us.
• Club responsible for % of weekend coverage
supervisors account for – consider this when
planning events!
• Will share names and contact info for staff w/
presidents & will ask supervisors to introduce
themselves at events
Sport Club Handbook
• Before you contact us with questions, use it!
• Contains all policies and procedures related to our
program, so a good first resource
• All officers responsible for contents!
• Copies for President and Treasurer
Contact Information
• Take out the contact info slip in the front pocket of
your binder.
• Check it, correct it, return it now
• If additional officers, add their info somewhere on
the slip
• We only communicate through Cortland email!
Calendar of Events
• Page 4
• Upcoming Events:
o Beginning of Year President’s Meeting – bring completed questionnaire!
Schedule of meetings on back page – contact to reschedule, if
necessary. Do NOT stand me up!
o Equipment Checkout – Wednesday, 9/2, 1-4pm in Lusk Field House
o Stadium Use Meeting – same day, 4pm, meet at Stadium gates
o 1st SCAB Meeting – Wednesday, 9/16 @ 9:30pm – presidents attend!
o Student Involvement Fair – 9/18, 12-3pm
Getting Started
• Interest Meetings
• Registration Form – due
9/4 by 5pm
• Roster Form
• Dues – submit with
rosters!
• Minimum of 2 current
CPR/AED & FA
certifications
o ARC or AHA only!
CPR Opportunities
• Re-certifications: 9/3 @
2pm, $35 (10 seats left)
• Full course: 9/4 @ 1pm,
$50 (3 seats left)
Code of Conduct
• Remember who/what you represent!
• No individual punishments
• Discuss with teammates! Underclassmen, especially!
• We’re not stupid – you do what college kids do
• Official club functions
• We don’t go looking, but we’ll deal with it if brought to our
attention
• Make intelligent decisions and speak up!
Head Injuries &
Concussion Management
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Full policy on pages 22-24
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Responsibility of all four officers
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Athlete is done for day, regardless of desires, game situations, EMT
recommendations, etc.
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ALL HEAD INJURIES ARE SERIOUS!
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Submit Injury Report next business day
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SIGNIFICANT team/individual sanctions for non-compliance!
Suspension from program, officer removal, participant
banishment, etc.
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Discuss at team meetings – they need to know ahead of time
Daily Financial Forms
• Check Request Forms
• Deposit Slips
• Official Payment
Vouchers & W-9s
Injuries & Reporting
• Any time an
ambulance is called,
Matt needs to be
called as well!
• Emergency Action Plan
(Page 20)
Common Travel
Paperwork
• Travel Advance
• Travel Itinerary
• Travel Advance
Summary
• Travel Itinerary
Addendum
Division of
Responsibilities
• Running a club properly involves a lot of work
• I won’t allow you to half-@$$ it – if you’re committing to
this, commit all the way
• If you don’t want to do the work, leave. You either
contribute, or move aside.
• Turn to the 2nd to last page in the Handbook
• The next 10 minutes should be spent discussing your roles
and responsibilities and putting some things to paper.
TAKE THIS SERIOUSLY!
ASK QUESTIONS!
• There are no stupid questions, just stupid people
• No excuses for not asking! We’re here to help!
• Be a familiar face!
• Better to ask and get it right the first time, than to screw up
and learn the hard way.
• We expect mistakes – how you adjust is key
• 34 of you, 3 of us – be reasonable and respectful, we’ll have a
great relationship
• Problem for you doesn’t mean problem for us – plan ahead!
Acknowledgement
of Receipt
• Presidents and Treasurers – turn to last page of
handbook
• Read, sign, give it to us before you leave
• MAKE SURE YOU READ THE THINGS YOU NEED TO
KNOW!
Have a
great night!