DEVELOPMENT OF THE SACRAMENTO STATE SPORT CLUBS MANUAL
Richard S. Clakeley
B.S., California State University, Sacramento, 1995
PROJECT
Submitted in partial satisfaction of
the requirements for the degree of
MASTER OF SCIENCE
in
RECREATION ADMINISTRATION
at
CALIFORNIA STATE UNIVERSITY, SACRAMENTO
SPRING
2011
DEVELOPMENT OF THE SACRAMENTO STATE SPORT CLUBS MANUAL
A Project
by
Richard S. Clakeley
Approved by:
__________________________________, Committee Chair
Steve Gray, Ph.D.
__________________________________, Second Reader
Greg B.C. Shaw, Ph.D.
____________________________
Date
ii
Student: Richard S. Clakeley
I certify that this student has met the requirements for format contained in the University
format manual, and that this project is suitable for shelving in the Library and credit is to
be awarded for the Project.
__________________________, Graduate Coordinator
Greg B. C. Shaw, Ph.D.
________________
Date
Department of Recreation, Park & Tourism Administration
iii
Abstract
of
DEVELOPMENT OF THE SACRAMENTO STATE SPORT CLUBS MANUAL
by
Richard S. Clakeley
Sacramento State University offers a Sport Clubs program as part of campus recreation.
Presently Sacramento State does not have a manual specific to Sport Clubs. There is a need to
develop such a manual to provide participants and administrators a single source for the myriad
of policies and procedures that govern these student organizations and their activities. The
literature reviewed for this project came from five general areas; sport club manuals from
California universities; campus recreation journal articles and conference presentations; The
California State University, Sacramento State, and Campus Recreation policies and procedures;
pertinent Federal and State laws and statutes; and Leadership and Leisure Education theory. The
Sport Club Manual produced as part of this project contains all the mandated or required policies
and procedures and is a solid foundation upon which to continue to build the Sport Clubs
program. It should be considered a living document as additional policies and procedures will be
developed with student input and added to the manual over time.
_______________________, Committee Chair
Steve Gray, Ph.D.
_______________________
Date
iv
TABLE OF CONTENTS
Chapter
Page
1. INTRODUCTION …………….………………………………………………………… 1
Problem Statement …………………………………………………………………. 4
Scope of Project…………………………………………………………………….. 5
Definitions ………………………………………………………………………….. 6
Assumptions, Delimitations and Limitations………………………………………... 9
Significance…………………………………………………………………………..10
2. LITERATURE REVIEW…………………………………………………………………12
Summary......................................................................................................................19
3. OVERVIEW OF PROJECT……………………………………………………………...21
Setting………………………………………………………………………………..21
Summary……………………………………………………………………………. 22
4. RESULTS………………………………………………………………………………...23
5. DISCUSSION AND IMPLICATIONS…………………………………………………..68
Implications for Practice …………………………………………………………….68
Closing Statement …………………………………………………………………...69
References………………………………………………………………………………….. 71
v
1
Chapter 1
INTRODUCTION
More than 740,000 California high school students participate in interscholastic
athletics. (California Interscholastic Federation, 2009) With the exception of the very few
of these students who are offered and accept an athletic scholarship to play varsity NCAA
sports in the university’s department of intercollegiate athletics, it is a safe assumption
that most high school seniors who are admitted into a college or university do not expect
to play intercollegiate sports. Do they simply forget about their athleticism? Not if they
integrated competitive athletics into their lives as a meaningful part of their existence,
which helps explain the incredible growth in Sport Club programs at our universities and
colleges nationwide, including Sacramento State.
Sport Clubs in the simplest of terms are organizations formed by students
motivated by a common interest and desire to participate in a sport or physically active
recreational activity. Most commonly associated with intercollegiate competition on a
non-NCAA level, Sport Clubs can also be formed to pursue an interest in a
noncompetitive recreational pursuit. A Sport Club can be oriented toward competition,
instruction, recreation or socialization, singularly or in any combination. The intent of
some clubs may be to sponsor teams, which may compete with other clubs, colleges or
universities or in area sport associations, while the intent of other clubs may be to simply
share the joy of participating in a recreational activity with like minded students. In
between these two examples are numerous clubs with different levels of competition,
recreation, and commitment.
2
Sacramento State offers a Sport Clubs Program as part of Campus Recreation
which is managed by The WELL, a partner organization of the University Union
Operations of CSUS, Inc. (UUOCI). The UUOCI is an auxiliary organization, not part of
the University but overseen by the Office of Student Affairs. Campus Recreation
presently supports 35 different Sport Clubs from Badminton and Bass Fishing to Ultimate
and Yoga. These clubs support the overall mission of Sacramento State by involving
students in learning. Mere involvement in these sport and recreation centered student
organizations provides students with a leisure education whereby they learn the
importance of recreation as balance against work or simply as a means to enhance one’s
general wellbeing, as well as the development of skills in a particular sport or activity.
Student leaders of Sport Clubs learn through their involvement in club administration and
organization a host of skills such as budgeting, scheduling, fund-raising, delegating,
project management, etc.
The role of the University is to provide encouragement, offer support and
guidance, oversight of risk, assist with coordination of financial resources and facilities,
and provide leadership and small business skill development and training to club officers.
The success of individual Sport Clubs depends on many factors but most importantly on
effective student leadership. Currently there are no industry standards for the
administration and organization of Sport Clubs. The California State University system
however has developed a Sport Clubs Model upon which it “encourages” its member
institutions to base their programs.
3
The philosophy and keys to success of the Sacramento State Sport Clubs program
is the emphasis placed on student leadership and participation. Clubs should be a
learning experience for the members through their involvement in a group and/or team
situation and the associated club activities as well as general club governance and the
development of skills in their particular sport or recreational activity. Club leaders gain a
specialized set of small business skills through the administration, organization,
budgeting, scheduling, fund-raising, public relations and leadership they provide for the
club.
The philosophy of Sport Clubs demands that they be inclusive and provide
opportunities for the entire university community. Membership within Sport Clubs must
be free from discrimination based on race, religion, sex, age, national origin, disability, or
skill. A Sport Club may not restrict the number of members allowed to join its ranks by
having try outs or making cuts except under very rare circumstances where lack of
facility space or practice time require limitations on participation. However, it is
recognized that only a certain number can realistically participate in competition and that
there will be a hierarchy among these club members in terms of skill. It is the
responsibility of each Sport Club to work out a fair and equitable method by which to
accommodate all its member’s needs for instruction, practice, coaching and competition.
The mission of the Sacramento State Sport Club Program is to provide the
opportunity for participation and leadership experiences through the activities of a sport
or recreational activity. Program goals are as follows:
4

To provide students an opportunity to develop leadership skills not only
for their clubs, but for life after college.

To provide opportunities that complements and enhances participant’s
educational experience.

To promote student involvement and social responsibility.

To provide participating students with a leisure education in the hope that
they will develop an appreciation or the importance of leisure.

To provide assistance, guidance, and resources for the clubs to effectively
and successfully operate.
Guiding students in this endeavor is the responsibility of the Sport Clubs
Coordinator. Developing tools to assist them is essential to their success and achieving
the goals of the Sport Clubs Program.
Problem Statement
Presently Sacramento State does not have a guidebook or manual specific to Sport
Clubs. There is a need to develop such a manual to provide student leaders, participants
and administrators with a single source for the myriad of policies and procedures which
govern and guide their individual sport club organizations and activities. This manual and
the policies and procedures contained within should be easy to understand and follow by
the Sport Club participants and administrators should find them realistic and manageable.
What are the policies, procedures and services that govern and enable Sport Clubs
at Sacramento State University? Is the Sport Clubs Program presently in line with CSU
5
Chancellor’s Sport Clubs Model? The purpose of this project is to develop a manual
outlining these policies and procedures and insure that the program complies with the
CSU Chancellor’s Sport Clubs Model. The Manual will also identify some of the
services available on campus that are beneficial to Sport Clubs and how Club leaders can
make the most of those services. The manual will be offered in hard copy and on line as a
reference tool for members, officers, coaches and instructors.
Scope of Project
There are numerous areas of concern that should be covered in a Sport Clubs
Program Manual. These areas include but are not limited to:

Goals and Mission

Recognition and Renewal

Student Officer’s Roles and Responsibilities

Coaches and Instructor’s Roles and Responsibilities

Financial Management

Safety and Risk Management

Travel

Facilities
As these concerns are identified, related University and departmental policies
must also be identified and procedures developed (where absent) to ensure adherence and
enforcement. Guiding the development of the Sport Clubs Manual will be the answers to
the following questions:
6

Why have a manual? What are the benefits of a manual?

What information should be in the manual?

What are the areas of concern in relation to the activities of Sport Clubs at
Sac State?

What CSU and Sacramento State policies exist which pertain to these
areas of concern?

What services exist that would be of interest to Sport Clubs and their
leaders?

What are the procedures which Sport Clubs must follow to access various
services?

What resources are available to assist Sport Club leaders?
Definitions
The following terms are used throughout this document and the accompanying
Sport Clubs Manual:
ASI. Students are represented by Associated Students, Incorporated which develops
programs and lobbies on their behalf.
Audit. At regular intervals Sport Clubs are reviewed in detail to ensure that they are
complying with University policies or financial constraints and best practices.
Auxiliary Management. An auxiliary is an organization at the University that is not
legally part of the university. Through a Memorandum of Understanding the management
of the Sport Clubs Program is conducted by a University Auxiliary. The Sport Clubs
7
Program is a component of Campus Recreation which is administered by The WELL, a
division of the University Union Operations of CSUS, Inc. (UUOCI) which is a
University Auxiliary.
Budget. Each sport Club is required to prepare a detailed description of revenue and
expenses that their club will incur during the coming school year.
Faculty Sponsor / Advisor. Each student organization, including Sport Clubs is required
by Chancellor’s Executive Order to have a fulltime University faculty or staff member as
an advisor for their club.
Fundraising. Sport Clubs are primarily self funded and therefore rely on revenue
generating ideas to support the club financially.
Marketing. In order to gain support either from spectators or financial contributors Sport
Clubs must create a positive image of themselves and seek ways to make more people
aware of their existence.
National Governing Bodies. Some Sport Clubs hold membership in a National
Governing Body (NGB) for their sport that works in partnership with regional and local
leagues. NGBs often provide standards of competition and safety guidelines, (e.g.
recommended coaching qualifications and certifications) in their respective sports.
Additionally they may provide access to liability or other insurance. NGBs through the
regional and local leagues also establish minimum requirements for participants in their
respective competitions.
8
OrgSync. This software program is utilized by the Student Organizations & Leadership
Office to assist clubs in managing their organization. Numerous forms and databases are
kept and accessed here.
Recognition. Student organizations, including Sport Clubs are afforded the privilege of
being recognized by the University provided they comply with certain qualifications and
policies stipulated by the University.
Sport Club Administrator. The Sport Clubs Administrator is a fulltime recreation
professional who is assisted by a team of Sport Clubs Supervisors who are part time
student employees. These supervisors are assigned duties in specific areas of focus and
work with club representatives as well as supervise other student employees of the Sport
Clubs Program.
Sport Club Council. The Sport Clubs Administrator is advised by the Sport Clubs
Council which is a representative body with a membership made up of one representative
from each Sport Club. The Sport Clubs Council meets regularly each semester and makes
recommendations on various aspects of the Sport Clubs Program.
Sport Club Officers. Each Sport Club is led by an elected team of officers. They manage
their respective clubs in accordance with a club constitution that is on file with Student
Organizations & Leadership. Sport Clubs are advised by the Sport Clubs Administrator
and their faculty advisor.
Sport Club Coach. Sport Clubs may elect to engage the services of an individual with a
combination of knowledge and experience to train or teach club members in the
development of skills for their sport or activity.
9
Sport Club. A student organization with a focus on a sport or recreational activity.
University Approved Travel. University Approved Travel is travel by Sport Clubs that is
conducted after completing various travel documents required for such travel and is
covered by University insurance. It is generally required when traveling out-of-state,
overnight or more than 150 miles one way.
Non-University Approved Travel. Non-University Approved Travel is defined as
beginning and ending at the competition or activity site. It is not covered by University
insurance and while it is not approved notification of the intention to engage in such
travel is required all the same.
University Recognition. Sport Clubs are student organizations that are recognized by the
University through Student Organizations & Leadership.
Waiver. The CSU Chancellor’s Office has directed that all Sport Club participants
complete and sign a Release of Liability, Promise Not to Sue, Assumption of risk and
Agreement to Pay Claims statement. Participants under the age of 18 must have their
parent or guardian sign this statement on their behalf.
Assumptions, Delimitations and Limitations
The assumption is that balance can be found between conflicting and sometimes
contradictory governing documents, policies and procedures. There are a myriad of laws,
policies and procedures, and directives which govern or provide guidance on the
management of Sport Club programs. Some were developed specifically for Sport Clubs
while others were designed for a different type of program altogether and have been
applied to Sport Clubs.
10
The following delimitations were applied to restrict the scope of the Sport Club
program models examined in researching other Universities: Only California Universities
were used to examine Sport Clubs programs. Additionally, given the commitment the
Sacramento State Sport Clubs program has professed for student development the manual
to be developed will only contain those policies and procedures which are mandated.
This will allow for Sport Club leaders to participate in the development of the Sport
Clubs program in a substantial and meaningful way.
The Sport Club program manual developed in this project is limited in that it must
fit within the framework of the CSU Chancellor’s Sport Clubs Model.
Significance
Sport Clubs have been a significant part of university recreation programs for
decades yet continue to one of the best kept secrets on campuses. Although intramurals
have more participants and may be the most widely recognized campus recreation
program, Sport Clubs offer additional opportunities for student learning and leadership
development, largely because clubs are student organized and led. “Today’s university
administrators are becoming more aware of the magnitude of Sport Club programs and
beginning to recognize the value and benefits to students of Sport Club participation as
well as their impact on recruitment and retention of students” (Roberts, 2008). Sport
Club administrators are increasingly focusing less on athletic achievement and more on
student development which in turn has served to magnify the results in this area and
value to the university. Sport Club programs are becoming more sophisticated and
complex as university administrators apply additional policies and procedures, previously
11
not applicable, to Sport Clubs. A manual is a necessary ingredient to good
communication. As the shift in paradigm continues the Sport Clubs Manual will become
more significant as a guiding tool than as a simple listing of rules.
12
Chapter 2
LITERATURE REVIEW
To assist the reader in developing a more in-depth understanding of the
complexities of Sport Clubs and the issues that surround their administration, this chapter
contains a brief overview of some of the concerns and issues that should be addressed in
a Sport Clubs manual. To increase knowledge about the complexities of Sport Clubs the
following questions are addressed:

Why have a manual? What are the benefits of a manual?

What information should be in the manual?

What are the areas of concern in relation to the activities of Sport Clubs at
Sacramento State?

What CSU and Sacramento State policies exist that pertain to these areas
of concern?
A Sport Clubs administrator and/or a club leader will most certainly be making
decisions or relaying information about everything from recognition as a student
organization or the procedure for reserving facilities to club benefits and disciplinary
issues. Sometimes the answer is logical and straightforward or an issue very familiar;
other times it may require a bit more thought. In such situations, a good program manual
is as essential as any real live manager. The information provided in a manual remains
consistent from reader to reader. It communicates information clearly to participants and
can provide a number of benefits for administrators such as: saving time by minimizing
13
the necessity to personally answer every policy/procedure question; ensure that policies
and procedures are employed consistently; provide a exhaustive review of policies and
procedures; and provide legal protection for the organization and university. (Guerin,
2005)
Simply defined, a manual (handbook or guidebook) is “a written document
describing benefits, responsibilities, policies and procedures for a program” (Guerin,
2005). The manual serves as an indispensible communications tool and relays to program
participants what is expected of them and what they can expect from the organization. It
communicates basic information about organization structure culture, mission, values and
history. Notifications regarding certain policies, procedures or requirements are
contained within a manual. This ensures compliance with some laws which require that
participants be provided advance notice or certain information regarding their
obligations. For the university and administrative organization these notices are
significant in that they are an important step in good risk management. Manuals also
promote positive participant relations by ensuring all participants are treated consistently
and fairly.
The organization benefits greatly through the development of a manual by the
reexamination of organizational philosophy, policies and procedures. Creating a manual
forces an organization to examine every aspect of how it administrates the program. It
also requires communication and feedback from participants and thereby provides them
with a sense of ownership.
14
What information should be in a manual? What areas of concern are there for
Sport Clubs? Currently there are no established industry standards for the administration
and organization of Sport Clubs. The philosophy and management of Sport Club
programs can vary significantly from campus to campus. Sacramento State utilizes a
student development model where the acquisition of leadership and small business skills
is emphasized. Some other universities utilize more of an athletic model where
competitive success is emphasized. A few university systems such as the California State
University (CSU) have established guidelines as to operating structure and travel policies,
but overall CSU universities still select the most appropriate course of action for their
individual program and circumstances. A review of the Sport Club program manuals for
a representative group of California universities reveals some similarities in the topics
addressed in these handbooks but the actual policies and procedures, with the exception
of operating structure and travel, are nearly unique to each campus. Common among the
topics listed in the table of contents for each are the following:














Important Contacts
Calendar of Events
Introduction
Mission
Organization
Philosophy
Eligibility
Recognition & Renewal
Roles & Responsibilities
Facilities and Services
Risk Management & Safety
Waivers & Insurance
Travel
Funding
15
Additional topics addressed in some manuals are:





Public Relations
Sport Clubs Council
Equipment and Uniforms
Code of Conduct
Awards
What University or CSU policies exist which concern Sport Clubs? Sacramento
State is a member institution of The California State University and a recipient of
frequent executive orders from the chancellor’s office. One of those executive orders
distributed the CSU “Sport Clubs Model”. The CSU “Sport Clubs Model” or manual
incorporates operating structure and travel policies designed to create a framework for the
effective operation and safe travel of Sport Clubs across the CSU system. This document
provides boundaries and ground rules for safe operation of Sport Clubs by establishing
minimum operating structure and travel requirements. (The California State University
2010)
Sport Clubs at Sacramento State are considered first and foremost student
organizations at the University. They are governed by a set of University policies and
procedures covering the recognition and renewal, use of campus facilities and services,
and the rights and responsibilities, of student organizations. These official University
regulations are presented in the Handbook for Student Organizations which “provides
student groups and individuals with a summary of University regulations as they affect
activities, and the rights and privileges of student organizations” (Sacramento State,
n.d.a). The Handbook is published by Student Organizations & Leadership which
16
administers the policies of the State and the University where they involve student
organizations. In addition to University policies the Handbook provides specific
information regarding recognition and renewal procedures, organization standards,
benefits and expectations, resources for organizations, facility and staff advisors and
student leader resource guides.
Due to the somewhat sophisticated and often complex circumstances and
requirements of Sport Clubs, Student Organizations and Leadership has assigned
management of these student organizations to campus recreation. The Sport Clubs
Coordinator is their designated advisor and required to be well versed in the policies and
procedures contained in the Handbook and be particularly adept at their interpretation and
application to Sport Clubs. Not all areas of concern involved in the daily operation and
activities of Sport Clubs are covered in the Handbook e.g. travel, waivers, risk
management, coaches/instructors, etc. This necessitates a separate and distinct handbook
or manual for Sport Clubs.
Sport Club’s connection to the Division of Student Affairs via the Student
Organizations & Leadership Office and by virtue of the fact that the executive director of
UUOCI reports to the Vice President, Student Affairs is significant. It ties Sport Clubs to
the University’s Division of Student Affairs’ vision of “fostering student learning,
growth, retention and success at the University and beyond.” (Sacramento State
University, n.d.b) This connection to the University’s mission is endorsed by the
National Intramural-Recreational Sports Association (NIRSA) recommendations.
NIRSA is the professional organization representing campus recreational professionals
17
and the national governing body for campus recreation. NIRSA is a charter member of
the Student Affairs in Higher Education Consortium and advocates that its member
institutions (1) fully engage as key players in student life, (2) connect their activities and
programs with student learning and (3) recognize that learning is not the exclusive
domain to academics. (Blumenthal, 2009) NIRSA also participated in the publishing of
Learning Reconsidered 2 the underlying premise of which was that student development
most often occurs outside the classroom when students are actively their lives. (Keeling,
2006) It is in this setting that they incorporate much of what they have learned in the
classroom and more. Blumenthal (2009) cites Sport Clubs as being especially effective in
this regard as this program allows for students to participate in the sport of their choice
and at the same time take responsibility for the organization and management of their
club. In this manner additional opportunities for student learning and leadership
development are provided. Blumenthal (2009) shares numerous standards endorsed by
the Council for the Advancement of Standards in Higher Education (CAS). They set
high expectations for university support, engagement in student development and
learning outside the classroom, and service excellence. “Specifically, these standards
called for campus recreation programs to (1) address the characteristics and needs of a
diverse population when establishing and implementing policies and procedures, (2)
nurture environments where commonalities and differences among people are recognized
and honored, and (3) promote educational experiences that are characterized by open and
continuous communication that deepens understanding of one’s own identity, culture and
heritage and that of others” (Pg. 59).
18
This connection to student development is fully embraced by the Sacramento
State Sport Clubs program. The Sacramento State program philosophy statement
identifies student leadership and participation as the keys to success. Participation in
student organizations such as Sport Clubs has been of particular interest to student
service professionals who believe involvement of this nature an integral part of
development. (Abrahamowicz, 1988, Astin, 1984) Participation in Sport Clubs is a
learning experience for the members not only through the development of leisure
education and sport specific skills, but through the gains made in life skills, acceptance
and appreciation of diversity, social interaction, communication, character, and
leadership. (Blumenthal, 2009) Just as importantly, perhaps more so given their
environment, Sport Club participants learn through their involvement in the leadership
and administration of the club. This involves the development of skills such as
organization, budgeting, scheduling, fundraising, public relations, etc. Results of a 2004
study identified five leadership skills that students indicated they had learned from their
experience as Sport Club officers (Hall-Yannessa & Forrester, 2004). The top five
leadership skills developed were:
1.
Being sensitive toward people who were different from them
2.
Developing self-confidence in their abilities
3.
Relating well to the opposite sex in a work-type situation
4.
Respecting the rights of others
5.
Understanding the consequences of their actions
19
Data collected for the 2009 NIRSA Recreational Sports Directory, reveals that
more than 80 different sports are represented through Sport Club programs offered at
universities in the United States. According to data collected for this Directory
approximately 78% of NIRSA-member institutions offer a Sport Clubs program and
these institutions list 10,588 clubs in total as being active. (NIRSA 2009) There are no
national standards governing how these programs should be administered and University
guidelines often don’t speak to the particulars of the challenges faced by Sport Clubs or
their administrators. Sacramento State has 35 Sport Clubs currently with students
expressing interest in starting several new clubs in the next school year. A manual to
communication how to start a Sport Club, what resources are available and the policies
and procedures which govern their activities is essential.
Summary
The manual serves as an indispensible communications tool and relays to program
participants what is expected of them and what they can expect from the organization. It
communicates basic information about organization structure culture, mission, values and
history. While there are no industry standards governing the organization and
administration of Sport Club programs there are numerous policies, procedures and
guidelines which must be condensed and promulgated into a coherent set of “rules.” Not
least among them are those contained within the CSU Sport Clubs Model and the
Sacramento State Handbook for Student Organizations. Underlying the entire manual is
the commitment to embodying the Sacramento State Division of Student Affairs’ vision
20
of “fostering student learning, growth, retention and success at the University and
beyond.” The Sacramento State Sport Club program philosophy statement identifies
student leadership and participation as the keys to success. It is committed to engaging
students in opportunities to understand the cause and effect relationship in regards to
smart effective decision making and good risk management. Sacramento State has 35
Sport Clubs currently, with other students expressing interest in starting several new
clubs in the next school year. A manual is essential to communicate how to start a Sport
Club, what resources are available and the policies and procedures which govern their
activities.
21
Chapter 3
OVERVIEW OF PROJECT
There is a need to develop a Sport Clubs Manual to provide student
leaders and participants in the Sport Clubs program with a single source for the
myriad of policies and procedures which govern and guide their individual clubs
and activities. In order to construct this manual the literature reviewed in Chapter
2 must be identified and gathered so as to review all research, opinions, laws,
statutes, policies and procedures which pertain to student organizations at
Sacramento state University and in particular to Sport Clubs on this campus. The
literature reviewed for this project comes from five general areas;
1. Sport Club manuals from California universities
2. Journal articles and conference presentations written and/or prepared
by campus recreation professionals
3. California State University, Sacramento State University, Auxiliary
and Department policies and procedures
4. Federal and State laws and statutes of particular pertinence to Sport
Clubs
5. Leadership theory
Setting
The location of this project will be Sacramento State University. While
78% (NIRSA, 2010), of American universities have Sport Club programs there is
22
no national standard or single governing body administrating or setting policy for
Sport Clubs. Each Sport Club program is organized and administrated to fit the
needs and culture of that particular University. The topics and areas of concern
may be common between most Sport Club programs but the specific policies and
procedures vary a great deal. This distinction points to the importance of
reviewing how Sacramento State interprets and applies Federal and State law as
well as the California Educational Code and executive orders from the CSU
Chancellor’s Office.
Summary
The development of the Sacramento State Sport Clubs manual will begin
by establishing the need for a manual. A review of Sport Club manuals from
various other California universities will be conducted to compile a list of topics
to be addressed in the Sacramento State Sport Clubs manual. The literature review
will examine related topics of interest, leadership development, leisure education,
etc., federal and state laws, CSU executive orders such as the Sport Clubs Model
and any and all policies and procedures here at Sacramento State which are
pertinent to the Sport Clubs program.
23
Chapter 4
RESULTS
Sac State Sport Clubs Manual
Section 1
INTRODUCTION TO SPORT CLUBS
101 Introduction.
A Sport Club is a student organization recognized by the University through the Student
Organizations & Leadership Office (SOL) and accepted by the Sport Clubs Program,
which has been formed by students motivated by a common interest and desire to
participate in a sport or physically active recreational activity. A Sport Club exists to
promote and develop interest in that sport or recreation activity at the University. A Sport
Club may be oriented toward competition, instruction, recreation or socialization,
singularly or in any combination. The intent of some clubs may be to sponsor teams,
which may compete with other clubs, colleges or universities or in area sport associations
while the intent of other clubs may be to simply share the joy of participating in a
recreational activity with other like minded students.
102. Goals.
a.
To provide students an opportunity to develop leadership skills.
b.
To provide opportunities that complement and enhance participant’s
educational experience.
c.
To provide for a leisure education.
d.
To promote student involvement and social responsibility.
24
e.
To provide assistance, guidance, and resources for the clubs to effectively
and successfully operate
103. Mission.
The mission of the Sacramento State Sport Club Program is to provide the opportunity
for participation and leadership experiences through the activities of a sport or
recreational activity.
104. Membership.
a.
All Sacramento State undergraduate students registered in a minimum of
six (6) units and graduate students registered for at least three (3) units are
eligible to join a Sport Club.
b.
Membership in a Sport Club must be free from discrimination based on
race, religion, gender, ethnic group, national origin, political affiliation,
ability, or sexual orientation.
Section 2
DEFINITIONS
201. Definitions.
a)
ASI: Students are represented by Associated Students, Incorporated which
develops programs and lobbies on their behalf.
b)
Audit: At regular intervals Sport Clubs are reviewed in detail to ensure
that they are complying with University policies or financial constraints
and best practices.
c)
Auxiliary Management: Through a Memorandum of Understanding the
25
management of the Sport Clubs Program is conducted by a University
Auxiliary. The Sport Clubs Program is a component of Campus
Recreation which is administered by The WELL, a division of the
University Union Operations of CSUS, Inc. (UUOCI) which is a
University Auxiliary. The Sport Clubs Program is coordinated by the
Sport Clubs Administrator who reports to the Assistant Director,
Intramurals and Sport Clubs and ultimately to the Executive Director of
the UUOCI who reports to the Vice President of Student Affairs.
d)
Budget: Each sport Club is required to prepare a detailed description of
revenue and expenses that their club will incur during the coming school
year.
e)
Faculty Sponsor / Advisor: Each student organization, including Sport
Clubs is required by Chancellor’s Executive Order to have a fulltime
University faculty or staff member as an advisor for their club.
f)
Fundraising: Sport Clubs are primarily self funded and therefore rely on
revenue generating ideas to support the club financially.
g)
Marketing: In order to gain support either from spectators or financial
contributors Sport Clubs must create a positive image of the club and seek
ways to make more people aware of the club’s existence.
h)
National Governing Bodies: Some Sport Clubs hold membership in a
National Governing Body (NGB) for their sport that works in partnership
with regional and local leagues. NGBs often provide standards of
26
competition and safety guidelines, (e.g. recommended coaching
qualifications and certifications) in their respective sports. Additionally
they may provide access to liability or other insurance. NGBs through the
regional and local leagues also establish minimum requirements for
participants in their respective competitions.
i)
OrgSync: This software program is utilized by the Student Organizations
& Leadership Office to assist clubs in managing their organization.
Numerous forms and databases are kept and accessed here.
j)
Recognition: Student organizations, including Sport Clubs are afforded the
privilege of being recognized by the University provided they comply with
certain qualifications and policies stipulated by the University.
k)
Sport Club Administrator: The Sport Clubs Administrator is a fulltime
recreation professional who is assisted by a team of Sport Clubs
Supervisors who are part time student employees. These supervisors are
assigned duties in specific areas of focus and work with club
representatives as well as supervise other student employees of the Sport
Clubs Program.
l)
Sport Club Council: The Sport Clubs Administrator is advised by the Sport
Clubs Council which is a representative body with a membership made up of
one representative from each Sport Club. The Sport Clubs Council meets
regularly each semester and makes recommendations on various aspects of the
Sport Clubs Program.
27
m)
Sport Club Officers: Each Sport Club is led by an elected team of
officers. They manage their respective clubs in accordance with a club
constitution which is on file with Student Organizations & Leadership.
Sport Clubs are advised by the Sport Clubs Administrator and their faculty
advisor.
n)
Sport Club Coach/Instructor: Sport Clubs may elect to engage the services
of an individual with a combination of knowledge and experience to train
or teach club members in the development of skills for their sport or
activity.
o)
Sport Club: A student organization with a focus on a sport or recreational
activity.
p)
University Approved Travel: University Approved Travel is travel by
Sport Clubs which is conducted after completing various travel documents
required for such travel and is covered by University insurance. It is
generally required when traveling out-of-state, overnight or more than 150
miles one way.
q)
Non-University Approved Travel: Non-University Approved Travel is
defined as beginning and ending at the competition or activity site. It is not
covered by University insurance and while it is not approved notification
of the intention to engage in such travel is required all the same.
28
r)
University Recognition: Sport Clubs are student organizations that are
recognized by the University through Student Organizations &
Leadership.
s)
Waiver: The CSU Chancellor’s Office has directed that all Sport Club
participants complete and sign a Release of Liability, Promise Not to Sue,
Assumption of risk and Agreement to Pay Claims statement. Participants
under the age of 18 must have their parent or guardian sign this statement
on their behalf.
Section 3
RECOGNITION
301. Process.
To start a club, interested students must obtain recognition by the Student Organization
and Leadership Office. The following steps must be completed in that process.
a)
Sport Club Administrator (SCA) Meeting. The SCA will assist the
interested members in establishing the basis for a club.
i. An Intent to Organize will be issued (appendix A)
ii. Assistance in scheduling three (3) organizational meetings during the
following
iii. 30 day period will be arranged.
b)
Nuts and bolts workshop. At a minimum the President and the Treasurer
of the club must attend the workshop. This workshop will cover such
29
areas as fundraising, club membership, facility reservations, Student Code
of Conduct and more.
c)
Membership. The club must identify a base membership of at least eight
(8) currently enrolled Sac State Students. This is done by completing a
Campus Registration Form on OrgSync.
d)
Officer Agreement Form. The President, Vice-President and Treasurer
must all submit an Officer Agreement Form on OrgSync.
e)
Constitution and Bylaws. A form outlining the Constitution and Bylaws
must be submitted on OrgSync. Assistance and Training for Officers on
how to prepare a constitution and Bylaws for their club is available
through the Student Organization and Leadership Office.
f)
Faculty Sponsor. A fulltime University Faculty or Staff Member must be
identified as the Advisor for the club.
g)
Organizational Profile. An Organizational Profile must be submitted on
OrgSync.
h)
ASI Account Form. All clubs who will exchange money (dues,
membership, fundraising, etc) must establish an ASI Account. The ASI
Account Form must be completed on OrgSync.
i)
Handbook. Club Officers and members are encouraged to consult the
Student Organization Handbook (pgs. 9-18) for additional information and
requirements
30
302. Eligibility.
All Sacramento State undergraduate students registered for at least nine (9) units and
graduate students registered for at least six (6) units are eligible to participate on Sport
Clubs.
a)
Academic GPA. Officers must be in good academic standing (2.0 or
better) and not on social probation
b)
Community Membership. Sport Clubs (except Tier IV and Varsity Club)
may have a maximum of 20 percent of its members be individuals who are
not Sacramento State students.
303. Restrictions.
No Club may restrict its membership on the basis of race, sex, sexual orientation,
religion, color, national or ethnic origin, age, disability, military service or ability.
304. Recognition Timeframe. Clubs are generally recognized during the first month of
the Fall and Spring semesters. However, if students are able to start the process any time
during the Fall and Spring semesters. There is a cut-off date for new club recognition
within the last 2 months of the Spring Academic Semester. Check with the office for the
exact dates.
305. Sport Club Component.
Any group of registered Sac State students with a collective interest in a sport or
recreational activity has the ability to start a new club and be considered for participation
31
in the Sport Clubs Program. In general the following factors determine the eligibility of a
student organization to be included in the Sport clubs Program:

Is sport or recreational in nature

Rely on department-managed space to operate

Will benefit from department expertise to safely operate

Will benefit from the administrative structure and support the Sport Clubs
Program provides
306. Benefits of Recognition.
Being a recognized club through the Office of Student Organization and Leadership is a
requirement to operate as a sport club. In addition, being recognized can also provide the
following benefits:

Assistance from the Sport Clubs Coordinator and staff

Use of the University’s name

Obtain funding through established sources (ASI, Sport Clubs Program)

Use of a mailbox

Use of University and University Auxiliary (University Union, The
WELL, ASI) facilities, services, and resources

Right to organize and participate in campus events
32
Section 4
RENEWAL
401. Process. In order to be renewed as Sport Club on campus, each club must work with
the Office of Student Organizations and Leadership.

Nuts and Bolts Workshop. A minimum of 2 officers (President &
Treasurer) must attend a Nuts & Bolts Workshop by September 30th .

Organization Profile. Only after the President and Treasurer have
attended the Nuts & Bolts Workshop, renew the Organization Profile on
OrgSync.

Officer Agreement. President and Treasurer and other officers wishing to
transact business must submit an Officer Agreement on OrgSync.

Constitution. An updated Constitution must be submitted.

ASI Agreement. Submit an ASI Agreement for a Bank Account Form.
NOTE: Officers of a Sport Club owing money cannot sign-on as officers of a new or
returning organization until all debt is paid
402. Time Frame.
Every Fall semester, student organizations must renew their recognition with the Office
of Student Organization and Leadership by September 30th.
403. Suspended Clubs.
33
Sport Clubs failing to complete the Renewal process by September 30th will be placed on
suspension. Organizations on suspension can no longer make facility reservations or
apply for funding. To be removed from suspension status organizations must follow the
Late Renewal process. See Student Organization Handbook, pg 12 at www.csus.edu/soal
404. Inactive Status.
Sport Clubs failing to complete the Renewal process by October 15th will be placed on
Inactive status. Facility reservations will be cancelled and previously awarded and unused
monies will be withdrawn. To be removed from suspension status organizations must
follow the Late Renewal process. (See Student Organization Handbook, pg 12 at
www.csus.edu/soal )
405. Sport Club Requirement.
Sport Clubs missing the October 15th deadline, must in addition to meeting the Renewal
requirements, submit a letter to, and meet with the Sport Clubs Coordinator. The letter
should address the following points:

Why the Sport Club missed the deadline.

Why the Sport Club needs to be recognized this semester.

How the group will ensure that the deadline is adhered to in the future.
34
406. Appeal Support.
The Sport Clubs appeal will then be brought forward to the Student Organization &
Leadership staff for review and consideration. This review may take as much as three (3)
weeks. No appeals will be considered after November 15th. Sport Clubs are allowed only
one appeal to the missed deadline in a two year period.
Section 5
OFFICER DUTIES, RESPONSIBILITIES AND EXPECTATIONS
501. General Guidelines.
a)
The Sport Clubs Program adheres to the principal of collective
responsibility. The Club is responsible for the actions of its officers and
members during all Club activities.
b)
Each club is encouraged to elect new officers prior to Spring Break for the
next academic year. New officers should assume their elective positions
by May 1. This will give the new leadership team a chance to get
accustomed to their new role before the Fall Semester.
c)
Operate within the policies of the University, including the Student
Conduct Code (Title V Section 41301) which states in part “student
organizations through their collective and individual behavior are expected
to engage in responsible behaviors, both on and off campus that reflec
well upon Sac State and contribute to a positive campus culture.”
d)
It is the responsibility of club officers and members to be knowledgeable
35
of Sport Club policies and procedures set forth in this Manual. Therefore
Club officers must make the effort to promulgate pertinent information in
this Manual to their club members.
e)
It is the responsibility of all club officers to insure that all club members
are eligible for participation, have completed the Waiver and attached a
copy of their student ID and Health Insurance card and registered their
membership online by completing the Sport Club Membership
Registration Form. Members are strongly encouraged to consult with a
physician prior to participation in any Sport Club activity.
f)
It is the responsibility of Club officers to follow campus guidelines in
relation to reserving facilities for business meetings, practices, activities
and competitions.
g)
It is the responsibility of Club officers to follow financial guidelines,
reporting procedures and scheduling methods discussed in this manual.
h)
No Sport Club officer, member, coach, instructor, advisor or other party
acting on behalf of the Club may sign or enter the Club into a contractual
agreement without the consent of the Sport Clubs Coordinator. Entering
into an agreement or posing as an official representative of Sacramento
State University in order to contract services or purchase is a serious
offense and will be dealt with accordingly. All contracts and agreements
which the Club wishes to enter into must be submitted with a letter of
request to the Sport Clubs Coordinator and will be signed once approved
36
by the Director of the WELL.
i)
It is the responsibility of Club officers to ensure at least one Club member
attends all scheduled meetings called by the Sport Clubs Coordinator.
j)
It is the responsibility of Club officers to renew Club status each year.
k)
It is the responsibilities of Club officers to ensure that all uniforms,
collateral and any other Club item bearing the Sacramento State name,
logos or marks adhere with campus requirements. The design of all such
items must be approved by the Sport Clubs Coordinator prior to being
ordered.
502. Required Officer Position Descriptions.
The following positions are required for the club in order to function fully:
a.
President.
i.
Serve as the liaison between the Club and the Sport Clubs
Coordinator.
ii.
Schedule and conduct regular business meetings.
iii.
Conduct elections of officers once a year (BEFORE Spring Break).
iv.
Attend all meetings called by the Sport Clubs Coordinator
v.
Notify the Sport Clubs Coordinator of any changes in the Club’s
schedule
vi.
Check all manners of communications (mailbox, email, etc.)
regularly; at least once every 48 hours
37
vii.
Ensure that all required forms and reports are submitted on time.
viii.
Complete the procedures for renewing the Club’s recognition as a
student
ix.
organization with the Student Organizations and Leadership
Office.
x.
Inform Club members of the pertinent contents of the Sport Clubs
Manual, the Student Organization Handbook and any University
Regulations.
xi.
Submit a End of Year Report
xii.
Familiarize the incoming President with all Club procedures and
financial status prior to his/her assuming duties.
xiii.
b.
Delegate responsibilities to involve other Club members.
Vice President.
Preside over Club meetings and business during the President’s
i.
absence.
ii.
Assist the President in all duties.
iii.
Ensure club compliance with all Sport Club requirements.
c.
Treasurer.
i.
Collect dues and keep an accurate record of all accounts. Keep all
receipts to document all income and expenses
ii.
Work with the Club President to prepare the Club’s annual budget
iii.
Submit on demand by the Sport Clubs Coordinator all financial
38
records for review
iv.
d.
Submit all check requests with appropriate documentation
Safety Officer. (Clubs are encouraged to have more than one Safety
Officer.)
i.
Ensure that all Waivers have been collected and submitted to the
Sport Clubs Coordinator. Keep a copy of each and bring to all
Club activities.
ii.
Ensure the health and safety of the members of the Club at all Club
activities.
iii.
Routinely inspect Club equipment and reserved facilities prior to
use.
iv.
Complete and submit Incident Reports when appropriate.
v.
Respond to all emergencies during Club activities.
vi.
Ensure Club compliance with all WELL, Sport Clubs and
University safety policies and Emergency Action Procedures
vii.
Keep the Club’s first aid kit stocked and ensure it is on-site at all
activities
viii.
Maintain CPR/First Aid certification
503. Suggested Officer Positions.
The following positions are not required but are strongly recommended to assist the club
in reaching full potential:
39
a.
Travel Officer
i.
Complete and submit all travel forms on time
ii.
Ensure a Safety Officer is part of every trip
iii.
Carry the Emergency Action Plan on all trip
b.
Equipment Officer
i.
Keep accurate records of all Club equipment, including purchase
date, price, storage location and current condition
ii.
Inform the Sport Clubs Coordinator if any Club equipment is
damaged or unsafe
iii.
Distribute equipment including uniforms to Club members and
collect same at end of the Club’s season.
c.
Promotions Officer
i.
Develop a Club marketing/promotions plan
ii.
Communicate and coordinate all Club marketing/promotional
activities with the Sport Clubs Coordinator
iii.
Promote spectator attendance at Club competitions
iv.
Promote the Club at the Sport Clubs Fair and other opportunities
d.
Web Site Officer
i.
Maintain the Club’s website with accurate and up to date
information
ii.
Assist the Promotions Officer with social media
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Section 6
SPORT CLUB COACHES AND INSTRUCTORS
601. Role within the Club.
Most Sport Club coaches and instructors are either volunteer or nominally paid
individuals who donate their time and services because of a genuine love and interest in
the promotion and perpetuation of a particular sport or recreational activity. Many
coaches feel their responsibilities as a “coach” are similar to Department of
Intercollegiate Athletics “Varsity” coaches and include administering a budget, securing
facilities, scheduling contests, arranging for travel, recruiting, etc. In fact the Sport Clubs
Program is designed for students to handle all these facets of the Club’s activity.
602. Volunteer Status.
Sport Club coaches and instructors are not considered to be employees of Sacramento
State University (unless already holding a position with the University) and are not
eligible for University or Auxiliary benefits or pay. They may be paid by the Sport Club.
It is generally not recommended that students assume the role of player-coach/instructor
due to the serious liability issues surrounding assuming such responsibilities. Student
members are able to share their knowledge of the sport/activity without formally
assuming the title/responsibilities of that position.
41
603. Hiring Process.
If a Sport Club wishes to engage the services of a coach/instructor, members should seek
an experienced individual who possesses technical knowledge of the sport, is familiar
with commonly used equipment for the sport and knows how to insure the safety of club
members when under their supervision. Once a Sport Club has identified a prospective
coach, a meeting between the candidate, Club President, and Sport Clubs Administrator
must take place prior to any offer being extended.
a.
Offer. Once an offer is extended and accepted the following must be
completed and filed with the Sport Clubs Coordinator:
i.
Sport Clubs Coach/Instructor Agreement (Appendix B)
ii.
University Volunteer Form (Appendix C)
iii.
Letter of Understanding between the club and coach/instructor
b.
Requirements.
i.
Either be employed by the University, identified as a University
Volunteer by Signing a University Volunteer Form (Appendix C),
or sign a contract to provide coaching services as an independent
contractor.
ii.
Sign a Coach’s/Instructor’s “Code of Conduct” (Appendix D)
iii.
Obtain First Aid/CPR certification prior to beginning
coaching/instruction responsibilities
iv.
Obtain liability and medical insurance
42
604. Violations and Dismissal.
The Sport Clubs Coordinator reserves the right to dismiss a Coach/Instructor who has
acted outside the scope of his/her authority, violated University, Auxiliary and/or Sport
Clubs policy, violated state or federal laws and/or displayed conduct which is not in the
best interest of the Sport Club, Sport Clubs Program, UUOCI, and/or Sacramento State.
In an effort to preserve and support the ability of club leaders to govern and protect their
club’s interests any such dismissal will be discussed with the Sport Club President prior
to dismissal with the exception of extreme circumstances that require immediate action.
605. Duties and Responsibilities.
The coach’s/instructor’s role is to be involved with coaching and teaching in team
practices and competitions. The coach/instructor is to refrain from all other areas of club
management, most notably club business/financial matters.
606. Expectations.
Coaches and instructors are asked to abide by the following:
a.
Follow all University policies and procedures
b.
Restrict activities to coaching and not be involved in the management
function of the Sport Club
c.
Report any alcohol, drug, hazing and sexual harassment incidents
d.
Develop and employ safety practices for all participants to include the
inspection of sport gear and the reporting of any hazardous facility
43
conditions
e.
Promote good sportsmanship on and off the field
f.
Establish and maintain a formal working relationship with the Sport Clubs
Administrator
607. Prohibited Actions.
Coaches/Instructors are strictly prohibited from making payments on behalf of the club,
obligating the club into any financial arrangement or accepting donations/gifts on behalf
of the club.
608. Required Meetings.
All coaches and instructors are required to attend a Coaches/Instructors Orientation at the
beginning of each semester. Any coach or instructor who does not attend is prohibited
from resuming their duties with the Club that semester.
Section 7
FINANCIAL MANAGEMENT
701. Requirements.
The following requirements must be implemented by each club:
a.
Training. Each club is required to have a club treasurer, who must attend
a training session at the beginning of each semester and monthly meetings
with the Sport Clubs Coordinator.
44
b.
ASI Checking Account. Sport Clubs are required to open an ASI checking
account for the deposit and maintenance of all club funds. Sport Clubs
may access their account through an ASI Check Request available at the
ASI Business Office. Account balance statements may be requested from
the ASI Business Office.
c.
Off-Campus Accounts. Sport Clubs are expressly prohibited by the
University from maintaining an off campus checking account.
702. Funding Sources.
As a general principle, Sport Clubs are self funded and therefore make every effort to
support their activities through their own resources, which may include dues, fund
raising, family and alumni support and sponsorship.
a.
Club Allocations. The Sport Clubs Program does allocate some monies to
individual Sport Clubs each year dependent upon the level of funding
received by the Sport Clubs Program from the overall Campus Recreation
budget.
b.
ASI DOC Funding. In addition, Sport Clubs are eligible to request
financial support through ASI’s DOC funding program as well as other
ASI funding programs.
703. Budget and Allocation Request.
Each Sport Club must create a detailed budget of all anticipated expenses and revenue for
the coming year. This budget will be utilized to successfully determine the clubs
45
allocation amount for the upcoming year. The Club Treasurer should conduct the
following tasks when submitting a budget for the club:
a)
Estimated revenue. Include all dues, fundraisers, sponsorships, etc. broken
down by activity.
b)
Requested amount. A Budget Worksheet is provided for the purpose of
determining what amount the club should request.
c)
Deadline. This budget is due by April 1 each Spring semester.
d)
Required Meeting. Each Sport Club Treasurer must schedule a meeting
with the Sport Clubs Administrator prior to the deadline to review the
proposed budget.
e)
Sport Club Council. Each Sport Club will have be scheduled to present
their budget and allocation request to the Sport Club Council Allocation
Committee which is tasked with recommending allocation amounts for
each Sport Club to the Sport Clubs Coordinator. Allocations will be
announced on May 1.
704. Sport Clubs Allocations.
Money allocated by the Sport Clubs Program to individual Sport Clubs is maintained by
the Sport Clubs Administrator. Sport Clubs may access this account through a Sport
Clubs Check Request (Appendix N) which is available on line.
a)
Invoice Requirements. An invoice is required for all check requests and
must include the following information:
46
i.
Company Name.
ii.
Company address.
iii.
Primary contact name.
iv.
Phone number for the billing company.
v.
Must be clearly marked Invoice.
b)
Authorized Expenses. Allocated monies may only be spent on the line
items for which they were approved by the Sport Clubs Council
Allocation Committee.
c)
Re-Budget of funds. Sport Clubs may request to re-budget some of the
allocated monies by appealing directly to the Sport Clubs Administrator.
d)
Reimbursements. While reimbursements are not prohibited they are highly
discouraged and must be preapproved. At a minimum the following
information will be required for a reimbursement:
i.
Itemized receipts clearly marking individual sales.
ii.
Company name and address clearly marked on receipt.
iii.
Company address clearly marked on receipt.
iv.
Credit card receipt for exact amount of purchase.
705. Audits.
Sport Clubs are expected to keep complete and accurate records of all financial
transactions. These records must be kept current and available for inspection and audit by
the Sport Clubs Administrator at any time.
47
a.
Bi-annual Audit. A financial and compliance audit will be conducted
twice a year on each club.
b.
Fall Semester audit will be an informal audit allowing clubs the
opportunity to review their practices and make adjustments as needed.
c.
Spring Semester audit will be conducted prior to the turnover of the
officers to assure all financial and compliance paperwork is order before
new officers take over. This audit will be official and may affect the
renewal process of the club.
d.
Mandatory Audit. Sport Clubs will be audited if one or more of the
following are true:
i.
There is reason to believe that there has been mismanagement of
organization funds.
ii.
The Sport Club has violated University Fund Raising Policy.
iii.
Sport Club members petition the Sport Clubs Coordinator to
conduct an audit when they suspect misuse or mismanagement of
organization funds.
iv.
e.
The club is found to have an off campus account of funds.
ASI / University Audit. A detailed audit by the ASI or the University
Auditor will be required if irregularities are found or if there is reason to
believe that the funds have not been used for the reasons clearly related to
the purpose of the organization.
i.
Sport Clubs will be charged with the costs of the detailed audit if
48
misuse of funds is demonstrated.
ii.
Additional record keeping requirements may be specified when
appropriate.
iii.
Officers of Sport Clubs may be held personally accountable and
liable for misused funds.
706. Gifts and Donations.
Nationwide, the most successful fundraising effort conducted by Sport Clubs is a letter
writing campaign where by financial support is solicited from alumni, family and friends.
It is important to distinguish the difference between “gifts” and “donations.”
a.
Gifts. Can be for any amount, are not tax deductible and may be received
by the Sport Club and deposited directly into their ASI checking account
for immediate use.
b.
Donations. Must be for $500 or more, are tax deductible and must be
deposited with the University Foundation. The University Foundation will
insure that the donation is recognized by the University and comply with
all Federal Tax laws pertaining to tax deductible gifts.
707. University Foundation Accounts.
Sport Clubs may open a University Foundation account for the deposit and maintenance
of tax deductible donations by filing a University Foundation Account Request with the
Sport Clubs Administrator. This request must state the purpose or long range goal of the
account.
49
a.
The University Foundation charges an annual maintenance fee on all
accounts.
b.
Monies in University Foundation accounts are not immediately available
and should be used for achieving long range financial goals.
708. Revenue and Expenses.
All expenses and revenue transacted by the club must be documented with a receipt.
a.
Revenue. When the club accepts money (dues, donations, game
admissions, etc.) a receipt must be issued to the issuing party. To assist in
tracking revenue, the Sport Club Program will provide each club with a
receipt book. Receipt information should include at a minimum the
following information when issued:
b.
i.
Date of transaction.
ii.
Amount of transaction.
iii.
Name of customer.
iv.
Reason for transaction.
Expenses. Payments and reimbursements take two - three weeks to
process - please plan accordingly.
c.
Game receipts. The Sport Club Program can issue tickets to any club
wishing to charge admission to their events. This is one means of tracking
number of customers and balancing that to collected income.
d.
Deposits. Any funds collected (dues, donations, game admission, etc.)
50
must be deposited into the clubs ASI Account within 72 hours of receipt.
709. Contracts and Agreements.
It may be necessary for Clubs to enter into agreements or contracts for services necessary
to conduct Club activities.
a.
Prior to doing so, all contracts must be reviewed by the Sports Club
Administrator.
b.
It is considered a violation of Sport Club policy for a club to enter into any
type of contract without prior approval and review by the Sport Club
Administrator.
c.
NO CLUB REPRESENTATIVE MAY ENTER INTO AN
AGREEMENT OR CONTRACT WITHOUT THE PRIOR REVIEW
AND APPROVAL OF THE SPORT CLUBS ADMINISTRATOR.
710. Contract Defaulting.
If a club fails to uphold their responsibilities outlined in the contract, the club will be
placed on suspension by the Sport Club Program pending an audit of all financial records
and may jeopardize future club renewal status. It is the responsibility of the club to notify
the Sport Club Administrator if a club believes they may default on a contract so that
steps to assist can be taken.
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Section 8
TRAVEL
801. Illegal Travel.
If a Sport Club travels without approval or not in compliance with the policies and
procedures governing travel as contained in this section, the Sport Club is subject to
disciplinary action UP TO AND INCLUDING IMMEDIATE SUSPENSION.
802. Non-University Approved Travel (NUAT). When the trip begins and ends at the
participation location it is considered Non-University Approved Travel.
a.
NUAT Travel definition. The Sport Clubs program has defined travel as
beginning and ending at the competition site.
b.
Assumption of risk for NUAT. Travel to and from the site is done at the
sole discretion and risk of the individual club member and Sacramento
State, UUOCI nor the Sport Clubs program accepts responsibility for the
inherent risks involved in such travel.
c.
NUAT Travel Expense. Each club is responsible for their own
transportation to and from club activities and for the associated costs,
which include mode of travel, bridge tolls, parking fees, moving violation
fees, costs of vehicle repairs, etc.
52
803. University Approved Travel (UAT).
When a trip away from campus involves any of the following the travel must be listed as
University Approved Travel:
a.
Trips out of state.
b.
Trips that require travel of 150 miles or more one-way.
c.
Trips that require an overnight stay.
However, it is recommended that Clubs weigh the risks of travel against the benefits
provided under UAT and consider conducting all travel as UAT.
804. Benefits of UAT.
The major advantages for Sport Clubs and their members to use the University Approved
Travel process to a University Activity are:
a.
Improved participant safety since trip is managed by defined policies and
procedures
b.
Reduced exposure to liability and other risks for the Sport Club, its
members as well as University, employees and volunteers
c.
Superior insurance coverage
805. Trip Approval Process.
All travel by Sport Clubs is preceded by two documents:
a.
Schedule of Competitions and Activities. This should be submitted to the
Sport Club Coordinator at the beginning of the Fall semester and updated
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prior to the season start.
i.
Additions to this schedule must be turned in on the same form as
soon as the club adds them to its schedule. This schedule must be
approved by the Sport Clubs Coordinator and a club is well
advised not to make arrangements or commitments for this travel
until it has received an approved schedule from the Sport Clubs
Coordinator.
b.
Travel Notification Form. For each event that the club will be traveling
to, a Travel Notification Form (appendix E) should be filed with the Sport
Club Administrator.
806. Travel Expectations for University Approved Travel.
The following actions will be strictly adhered to. Failure to comply with each step will
result in an unapproved travel by the club.
a.
Beginning of Semester.
i.
A Private Vehicle Release Form (Appendix F) from each driver
must be submitted to Sport Clubs Travel Administrator.
ii.
A copy of driver’s licenses from each driver must be submitted to
Sport Clubs Travel Administrator.
iii.
A copy of personal driver’s insurance card from each driver must
be submitted to Sport Clubs Travel Administrator.
b.
2 days before Travel Date.
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i.
A Travel Itinerary Form (Appendix G) must be submitted to Sport
Clubs Travel Administrator.
ii.
A Transportation Manifest (Appendix H) must be submitted to
Sport Clubs Travel Administrator.
iii.
Trip Leader attends pre-trip meeting with Sport Clubs Travel
Administrator.
c.
During Travel.
i.
An Emergency Contact List must be carried in each vehicle.
ii.
All Sport Club members must carry their person health insurance
cards.
iii.
Drivers MUST carry driver’s license.
iv.
All passengers and the driver are required to wear seat belts at all
times.
v.
If traveling in more than one vehicle, be sure to caravan so that the
trailing vehicle can provide assistance in the event of an accident.
vi.
Follow all State and Federal laws.
vii.
Drivers must take a break every 3 hours of driving.
viii.
Absolutely no driving under the influence of drugs or alcohol will
be tolerated.
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807. Trip Leader Expectation.
a.
Trip Leader. A Trip Leader must be identified and accompany the group
on the trip.
i.
The Trip Leader is the club member designated by the club and
approved by the Sport Clubs Administrator who is responsible for
implementing trip safety procedures.
ii.
Trip Leaders are student members of a Sport Club and a Sport
Club may designate more than one Trip Leader (encouraged.)
iii.
Trip Leaders must be CPR/First Aid certified and in possession of
a first aid kit and travel binder during travel.
iv.
Trip Leaders are provided training at the beginning of each
semester.
b.
Pre-Trip Expectations. Before the trip is approved, the following must be
conducted by the Trip Leader.
i.
Attend Trip Leader meeting with Sport Clubs Travel Supervisor.
ii.
Ensure all forms needed for trip approval have been submitted.
iii.
Have proof of current CPR/First Aid certification on file with the
Sport Club Office.
iv.
Inform Sport Clubs Administrator of any changes in trip details
after forms have been submitted and of any trip deviations during
travel
v.
Communicate Best Practices to all drivers. (Appendix I)
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c.
Trip Duration Expectations. While the club is traveling, the following
expectations are outlined for the Trip Leader.
i.
Enforce behavior guidelines and alcohol/drug policies as they
relate to the Student Code of Conduct.
ii.
In the event of an emergency, implement the Emergency Action
Plan.
iii.
Complete Incident Reports (Appendix J) for any injuries or
incidents of note including conduct during the time of the travel.
iv.
Complete Vehicle Accident Report (Appendix K) in event of a
vehicle accident or damage.
d.
Post Trip Expectations. The trip is concluded when all team members have
returned to the Sacramento area. The following expectations of the Trip
Leader for the follow up to the trip are as follows:
i.
Contact Sport Clubs Administrator by email/text upon arrival back
in Sacramento.
ii.
Complete Trip Report Form (Appendix L).
iii.
Return First Aid Kit and Travel Binder to Sport Clubs Office.
808. Drivers.
All Sport Club members driving a vehicle during University Approved Travel must have
completed and filed the following:
a.
Driver Application/Declaration Form (Appendix M).
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b.
Copy of valid Driver License.
c.
Copy of Proof of Vehicle Insurance Card.
809. Personal Vehicle Travel.
A Private Vehicle Release Form (Appendix F) must be on file for all personal vehicles
used for a Sport Club event.
a.
The owner of the vehicle must maintain and provide a copy of liability
insurance with a minimum of public liability coverage of $15,000 for one
person. $30,000 for one accident, and a minimum property damage limit
of $5,000.
b.
A copy of the individual’s driver’s license and insurance must be on file
with the Sport Club Administrator for each driver to, from and during the
Sport Club event and guarantee it is current no later than two business
days in advance of travel departure.
810. Van and Car Rental.
In the event that a Sport Club is renting a car(s) and/or van(s) for travel to, from and
during a Sport Club event, the Sport Club will ensure the Sport Club Coordinator has a
copy of each designated drivers driver’s license and insurance on file or will provide
them with this information and guarantee it is current no later than two business days in
advance of travel departure.
a.
When renting a van, no more than 12 passengers may be in one van at a
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given time, including driver.
b.
Sport Clubs are responsible for all rental fees.
811. Enterprise Car Rental.
Currently, all Sport Clubs receive a discount when renting a car(s) and 12-passenger
van(s) from Enterprise Car Rentals. With this promotion, Enterprise allows drivers to be
21 years of age. Please call for up-to-date prices and insurance coverage.
812. Bus/Motorcoach Travel.
When a Sport Club is traveling via charter bus it is encouraged to research early for the
most competitive prices and must go through a commercial company. In addition, the
company must be an approved company for the University.
813. Air Travel.
Air travel arrangements for all student organizations are subject to state regulations which
restrict such travel to regular commercial carriers. (Charter or private planes may not be
used.)When traveling by air, the carrier, flight numbers and dates of departure and return
must be listed on the Travel forms.
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Section 9
RISK MANAGMENT
901. Assumption of Risk.
Participants voluntarily assume all responsibility and risk of loss, damage, illness, and/or
injury to person or property associated with participation in Campus Recreation activities.
Sacramento State University nor UUOCI, its officers, agents and employees are not
responsible for any loss, damage, illness, or injury to person or property arising out of or
relating to participation in Campus recreation activities, including the use of University
and/or UUOCI facilities and equipment.
902. Insurance.
Sacramento State University does not provide medical, health or other insurance for
participants. Purchasing adequate health/medical insurance prior to participation is
strongly recommended and for some clubs may be required in order to participate.
903. Waiver. Each participant in the Sport Club program is required to complete the
Chancellors prescribed Waiver (Appendix O) prior to any club activity. This document
informs the participants of the potential dangers associated with participation.
a)
Non-compliant participants. Individuals who have not completed this
waiver must not be permitted to participate in any Sport Club activity.
b)
Non-compliant clubs. Any Sport Club found not to be in compliance will
be subject to program sanctions up to and including suspension.
60
c)
Overall Responsibility. The Sport Club President and Safety officer(s) is
responsible for insuring that all Club members complete and turn in the
waiver to the Sport Club Administrator along with proof of medical
coverage.
904. Medical Exams.
The Sport Clubs Program strongly recommends that all Sport Club participants have an
annual physical examination provided by a licensed physician.
a.
Sacramento State University nor UUOCI assume responsibility for any
participant with an existing health condition that makes it inadvisable for
him/her to participate in any given activity.
905. CPR and First Aid Certification.
The Sport Club President and Safety officer(s) is responsible for having at least one (1)
individual who is certified in CPR/First Aid at every activity, as well as insuring that a
first aid kit is on site. The Sport Clubs Program staff can replenish first aid kit supplies as
needed.
906. Risk Management Plan.
To provide a safe and positive recreational experience for all participants, it is necessary
to try to prevent accidents and injuries before they happen. It is strongly recommended
that every Sport Club develop, implement and practice the following safety precautions:
a.
Emphasize safety during all Club activities
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b.
Encourage all members of your Club to have a physical examination and
to purchase personal health insurance prior to participation.
i.
The National Governing Body (NGB) governing the sport may
offer accident and liability insurance coverage.
c.
Review Campus Recreation safety procedures with all club members.
Document this review, including the date, time, place and list of all
members present.
d.
Inspect all fields and facilities, as well as Club equipment prior to every
use, game, practice or special event. Report unsafe conditions to the Sport
Club Administrator immediately.
e.
Submit Incident/Accident Reports (Appendix J) for injuries and incidents
that occur to club members and others during any Sport Club event/
activity on or off campus.
907. Emergency Action Plan (EAP).
Each Club Safety Officer is required to write an EAP for their home playing area as well
as for travel and submit it to the Sport Clubs Administrator prior to the start of their
practice season.
a.
The Emergency Action Plan must be implemented for any serious injury
that involves club members whether injury occurs on campus or off
campus.
62
b.
An Incident/Accident Form (Appendix J) must be completed for any and
all injuries, or whenever first aid of any level is administered. This report
must be completed in full and turned into the Sport Clubs Coordinator at
the beginning of the next business day or when the Sport Club returns to
campus.
c.
Included Items. In addition to sport specific EAP, instructions each club
plan should include actions for the following events:
i.
Fire
a.
Whenever a fire alarm sounds in a building, stop all
activities in progress and evacuate the building.
b.
When evacuating the building make sure all members
vacate the area and move outside; follow the instructions of
building or floor/are evacuation managers
c.
You may not reenter the building until the alarm is turned
off and permission is given to enter the building
d.
If you discover a fire or smell smoke, activate the closest
alarm and then call the emergency number
e.
ii.
Do not attempt to extinguish the fire
Bomb Threat
a.
If you receive a bomb threat, try to learn its specific
location. The same person who received the threat should
63
immediately report the threat to campus public safety.
iii.
b.
Follow directions given by Campus authorities
c.
Do not open/pick up any suspicious parcels
Power Failure
a.
Suspend all activity in progress. If all areas are dark and its
too difficult or not safe to move to a lighted area, ask all
members to sit down and be patient. Make a general
announcement informing the participants/spectators to
remain calm.
b.
Report the power failure to the Building Supervisor on duty
or to Public Safety.
c.
Try to assist others who are wandering around. Encourage
participants/spectators to stay out of dark areas (locker
rooms, bathrooms, etc.)
iv.
Thunder and Lightning
a.
If thunder and lightning can be heard and seen, stop the
practice/game and seek protective shelter immediately.
(Use the 30/30 rule. If you hear thunder within 30 seconds
of seeing lightning then suspend activities for 30 minutes.)
v.
Unsafe Facilities
a.
It is the responsibility of the Safety Officer(s) to inspect
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facilities prior to use to insure that they are safe to use. If
possible correct the unsafe condition. Report any unsafe
condition and action taken if any on the Incident/Accident
Report Form.
b.
Once a facility has been deemed unsafe and closed it may
not be reopened without approval from an appropriate
Campus Recreation professional staff member.
Section 10
FACILITIES
1001. Facility Reservations.
In order to ensure scheduling of University, University Union, and The WELL facilities
in an organized manner and to ensure compliance with all associated polices, it is
necessary to maintain a comprehensive reservation procedure for all Sport Club
competitions, practices, meetings and all other associated activities and events.
a.
Facility Usage. Sport Clubs may request facilities to support any and all of
the following club related activities:
i.
Competition
ii.
Practice
iii.
Club Business Meetings
65
iv.
Showering and Dressing
v.
Special Events
vi.
Storage of Equipment
vii.
Fundraising
viii.
Other club functions not listed
b.
Unauthorized Usage. A club found to be using a facility in an
unauthorized manner is subject to loss of reservations privileges.
Examples of unauthorized use are as follows.
i.
Sport Clubs may not reserve facilities for use by other
organizations, particularly off campus groups without special
permission by the Sport Clubs Coordinator.
ii.
Events that would result in damage to the physical grounds.
1002. Facility Request Procedures.
All facilities must be requested through the Sport Clubs office via the Sport Clubs
Recreation Facility Request Form (Appendix P).
a)
Deadlines. Requests for the following semester will be accepted beginning
on a date to be announced (usually between the 10th and 12th week of
classes) each semester.
i.
Late Reservations. Requests will not be accepted less than two
weeks prior to the event/practice/ meeting.
b)
A Reservation Agreement will be emailed to the club contact for signature
66
upon acceptance by Event Services.
c)
The reservation is not valid until the Reservation Agreement has been
signed and returned to Event Services.
d)
A copy of the signed Reservation Agreement must be available at all
competitions, practices, meetings, etc. to present to any requesting party.
1003. University Union Reservation Request Procedures.
University Union and University classrooms requests must be reserved through the Event
Services Office located on the third floor of the University Union.
a.
Reservations are processed on a first come- first served basis, must be in
writing and received by Event Services through one of the following
means:
i.
OPUS – electronic submission (fastest and recommended method)
ii.
Email – events.union@csus.edu
iii.
Written – faxed, mailed or in person submission of Reservation
Request Form (available in Event Services Office)
b.
Meeting room requests may be submitted one semester in advance and
will be accepted beginning on a date to be announced (usually between the
10th and 12th week of classes) each semester. Event Services will announce
this date through the Student Organizations & Leadership website.
1004. Special Events.
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University and University Union facilities may be requested through Event Services up to
two years in advance. Approval for such events must be gained from the Sport Clubs
Administrator prior to submitting such a request
1005. Facility Risk Management.
It is the responsibility of the Club Safety Officer to inspect all facilities prior to club use.
a.
Outdoor Recreation Facilities.
i.
Outdoor recreation facilities (fields, tennis courts, etc.) should be
inspected prior to every practice to check for safety hazards (holes,
broken glass, etc.) and appropriate corrective action taken. Hazards
which are identified but cannot be rectified immediately must be
reported via an Incident Report to the Sport Clubs Office.
b.
Recreation facilities should not be abused in any way.
c.
All trash, tapes, cups and other material must be picked up at the
conclusion of each use. This includes clean up of any trash left by
previous user groups. (Report such incidents via the Incident Report
Form.)
d.
Notify Public Safety if other user groups are abusing recreation facilities
or violating scheduling agreements. (Report all non-university group use
of fields to Public Safety.)
.
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Chapter 5
DISCUSSION AND IMPLICATIONS
Presently Sacramento State does not have a guidebook or manual specific to Sport
Clubs. There has existed a need to develop such a manual to provide student leaders,
participants and administrators with a single source for the myriad of policies and
procedures which govern and guide the individual Sport Club organizations and
activities.
The purpose of this project has been to develop a manual outlining the policies,
procedures and services that govern and enable Sport Clubs at Sacramento State
University and ensure that the program is in compliance with the CSU Chancellor’s Sport
Clubs Model. The manual will be offered in hard copy and beginning in Fall 2011 on
line as a reference tool for members, officers, coaches and instructors.
Implications for Practice
The Sport Clubs Manual produced as a result of this project will serve as the
foundation of a comprehensive Sport Clubs program. Student development will continue
to play a central role in the further development of this program and manual. Hence, only
those topics, policies and procedures dictated by higher authority have been included in
the manual. Much has been left out of the manual in order to allow for students to have a
role in developing policy and adding procedures to the manual as the program moves
forward. A sense of ownership gained through real and meaningful contributions is
essential to a strong, vibrant and sustainable Sport Clubs program.
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Closing Statement
Prior to this project the Sport Clubs program was guided by a myriad of policies
and procedures developed by various agencies and often for purposes other than Sport
Clubs or student organizations. These policies and procedures were seemingly chosen to
respond to a particular situation or crisis and rarely does it seem with a thought to balance
and purpose of program. Nor were these policies and procedures gathered and presented
in a coherent fashion that could meet the specific needs of the Sport Clubs program At a
time when nearly every Sport Club program in the nation had a Sport Clubs Manual the
Sacramento State program did not.
The development of the Sport Clubs Manual will present to future administrators
and students alike a coherent and consistent set of policies and procedures which support
a philosophically driven program. Students will be able to identify policy and procedure
answers to their questions from the same source as the program administrator. They
should find them easy to understand and follow and the administrators find them realistic
and manageable.
Sport Clubs are a rapidly growing component on campuses across the country and
it is no different here at Sacramento State. The program has grown from 11 Sport Clubs
in 2005 to 35 in 2011. Students it seems are much more interested in participating than
watching. Sport Club leaders have availed themselves of the significant opportunities to
hone their leadership skills and develop expertise in a wide variety of small business
skills. As they graduate and ultimately look back to see where they gained this
competitive advantage over their peers Sport Clubs will benefit from their support in all
70
its forms. University administrators are already beginning to recognize the value and
benefits of the Sport Clubs program as well as its role in recruitment and retention. All of
these factors point to a great future for Sport Clubs. Continuing to build upon the
foundation laid with this Sport Clubs Manual will ensure the program’s ultimate success.
71
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