Sport Club Manual
Sport Club Manual
A Guide for Sport Club Officers & Members at the
University of North Carolina Wilmington 2015-2016
Updated July 2015
This publication is a manual for all members of and officers of a UNCW Sport Club. It contains policies and procedures that must be followed in order to run and be an active member of a successful UNCW Sport Club.
This manual cancels and supersedes all previously published policies, procedures and instructions.
Table of Contents (click the section title to be taken directly to the page)
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Sport Club Classifications ..................................................................................................... Error! Bookmark not defined.
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Important Phone Numbers
In Case of Emergency, call – 911
A.
University Phone Numbers: (all 910 area code)
Campus Recreation 962-7443 SRC Lobby Desk
Main Office
962-3261
Emergency Information
Hotline
University Police
Non-Emergency
962-3991
[888-657-5751]
962-2222
Competitive Sports
Program
Weather Hotline
Environmental Health and Safety
962-3057
B.
Competitive Sports Contact Information
David Parker 962-
Associate Director
Zach Gilbert
Assistant Director
7443 parkerd@uncw.edu
962-4116
Brian Stelzer
Coordinator/Sport Clubs gilbertz@uncw.edu
962-7758
Andy Rampe
Coordinator/Intramurals stelzerb@uncw.edu
962-3318 rampea@uncw.edu
962-PLAY
(7529)
962-RAIN
(7246)
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2015-2016 Changes
Changes for the 15-16 Academic Year have been highlighted in yellow throughout the manual. Please refer to the page numbers and descriptions below.
Affirm Eligibility (Page 16) – Officers and clubs are required to affirm the eligibility of their members. The IM
Leagues system and guidelines were added.
Affirm Eligibility continued (Page 16) – Eligibility guidelines for post-season play after graduation (Dec/May) were added for clarification.
CPR/First Aid (Page 17) – The current list of courses offered through the Aquatics Program of Campus
Recreation can be found at the website: http://uncw.edu/campusrec/aquatics/index.html
On-Campus Parking (Page 20) – Sport Clubs and their members must follow all UNCW Parking policies.
Practices do NOT constitute an exception to these policies.
Travel: Course Attendance: (Page 33) – Details regarding how clubs should handle missing course time and notifying Campus Recreation have been added.
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Introduction
The University of North Carolina Wilmington Sport Club Program is made up of those registered student organizations that have petitioned and been accepted by way of vote for membership into the UNCW Sport
Club Council. The Department of Campus Recreation provides professional support to the clubs and the
Competitive Sports Staff serve as the advisors to the Sport Club Council, clubs, and members.
Sport clubs are strongly encouraged (and financially rewarded through the budget point system) to recruit a faculty or staff advisor. As a registered student organization at UNCW all sport clubs are afforded all rights and responsibilities as outlined in the Code of Student Life, the Student Organization Handbook, and this manual.
Sport club members are required to sign a waiver that includes a statement agreeing to the policies and procedures presented in this manual.
Sport clubs are independent student organizations and receive administrative support by the Department of
Campus Recreation and advice from the Sport Club Council. The Sport Club Program is part of the Competitive
Sports Program within Campus Recreation and complements the University’s intercollegiate athletic programs, intramural sport activities and physical education course offerings.
The success of your club depends on student leadership, a high level of organization and member participation.
The day-to-day operation is managed by student leaders within the club. Campus Recreation and the Campus
Activities & Involvement Center host workshops and clinics focused on building leadership and recruitment skills. The Sport Club Manual serves as a resource for officers in the daily management and operation of their clubs. This manual also contains policies and guidelines pertaining to the university, the Department of Campus
Recreation and the Sport Club Council. Please contact the Campus Recreation at (910) 962-7443 or sportclubs@uncw.edu
should you have questions.
The Code of Student Life
The Code of Student Life outlines the rights and responsibilities and expected levels of conduct of students in the university community and the greater Wilmington community. The purpose of the rules outlined is to prevent abuse of the rights of others and to maintain an atmosphere in the university community appropriate for an institution of higher education. The Code of Student Life will help student organizations and members of the university desiring to use university facilities gain a better understanding of responsibilities of various boards and committees and understand student rights and responsibilities. Sections in the Code cover academic concerns (grievances and standards) and student conduct and appeals.
If the situation involves alleged criminal acts or is of a high severity it may be referred to the Office of the Dean of Students for processing. A detailed description of the process may be found in the Code of Student Life .
Discrimination
UNCW is committed to equal educational and employment opportunity and is an affirmative action employer.
UNCW complies with all provisions of the Americans with Disabilities Act (ADA). If you require accommodations, please contact the Department of Campus Recreation at (910) 962-7443.
Currently enrolled University of North Carolina Wilmington students who have paid student fees are eligible to participate in the Sport Club Program. University of North Carolina Faculty & Staff members may participate in the Sport Club Program. All sport club participants must have a valid UNCW identification card, proof of insurance, and a completed waiver on file each academic year of participation.
The University of North Carolina at Wilmington is committed to an inclusive campus community through
Affirmative Action and Equal Opportunity. As a result, membership and participation within a sport club is free from discrimination based on race, color, sex, nation of origin, age, sexual orientation, or handicap.
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Student Organization Administration
The SGA
The Student Government Association is the governing organization for all full-time students at UNCW. The
SGA is responsible for allocation of student fee dollars, among many other things. The SCC presents a budget proposal, on behalf of all sport clubs, to the SGA each spring semester. The SGA then makes a decision on the level of funding to allocate to the SCC.
A detailed description of the SGA and its responsibilities can be found at www.uncw.edu/sga
The SOC
The Student Organizations Committee (SOC) is a standing advisory committee of the Chancellor and has the responsibility of reviewing all student organizations for registration and recommending policy and processes to the Chancellor. The committee has ten (10) voting members: five students appointed by SGA for one year, renewable terms; and five faculty appointed by the Chancellor for three year terms. The Dean of
Students, the Executive Director of Campus Life, the Associate Director for Campus Activities & Involvement, and the Assistant Director for Campus Activities & Involvement are all ex-officio members and serve as advisors without voting privileges. Code of Student Life
A Student Organization
The Student Organization Committee has established thirteen categories of student organizations:
Academic, Professional, Cultural, Graduate Student Associations, Greek Life, Honorary, Media,
Political/Activist, Religious, Performance/Visual Arts, Service, Special Interest and Sports & Recreation. In addition, there are eight governing bodies which may further define the categories to similar interests: Student
Government Association, Interfraternity Council, Pan-Hellenic Council, National Pan-Hellenic Council,
Residence Hall Association, Student Media Board, Graduate Student Association and the Sport Club Council
(UNCW Code of Student Life, Sect. VI).
Registered Student Organizations are defined by the Code of Student Life, Section VI, and are subject to all rights and responsibilities set forth therein. Student organizations that have petitioned for and granted membership into the Sport Club Council are subject to all rules and policies pertaining to the Sport Club
Program. The Sport Club Program is located in the Student Recreation Center serves as the University
Administration coordinating the day-to-day operation and management of the program and its clubs. This section defines the difference of being an “active” Student Organization within the category of Sports &
Recreation verses being an “active sport club” within the category of Sports & Recreation and under the governing body of Sport Club Council.
Student Organization Status
The Sport Club Program is made up of active organizations. The “active” status is given to those organizations that re-register with Campus Activities & Involvement Center each spring semester. To re-register as a student organization of UNCW, the organization must update their organization’s information online, confirm and update their organization’s constitution/bylaws, and have one representative attend a re-registration seminar, all by the deadline specified by Campus Activities & Involvement center. The “in-active” status is designated to those organizations that have not re-registered by the spring deadline, have ceased club activity, fall below the minimum number of members, fail to meet guidelines established in this manual and/or Sport
Club Council Constitution, or request the “in-active” status. Organizations that are “in-active,” are not eligible to receive money, use/reserve space on campus, or be affiliated with the university in name or in practice.
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Campus Activities and Involvement Center
The Campus Activities & Involvement Center (CAIC) is your gateway to entertainment, involvement, and leadership on campus. CAIC is a great resource for all clubs and any student organization. As part of the
Division of Student Affairs, CAIC is creating experiences for life by providing opportunities for students to participate actively, grow personally, and explore new ideas and interests through a variety of entertainment and involvement experiences. The CAIC staff, and the students with whom they work, are committed to creating a vibrant campus community filled with diverse activities for all students.
CAIC provides many helpful resources for our registered student organizations. These resources include organization mailboxes, computer workstations, button supplies, helium tank, a large poster printer as well as other craft supplies to help with publicity, and much more. The CAIC staff is also available to help you and your organization in an advising capacity. The Campus Activities & Involvement Center, located in the Fisher
Student Center on the second floor.
Re-registration
Sport Clubs must complete the steps listed by below by the deadline set by the Department of Campus
Recreation. Failure to do so will result in the club being suspended from all activities including but not limited to hosting events, practice, travel, and ability to spend on-campus funds.
The deadline to complete the steps below will be the first week of May each year. Clubs must attend a re-registration seminar and update SeaOrg by this date.
To be recognized as a student organization, which is mandatory for all sport clubs, each club must re-register with CAIC at the end of each spring semester. The steps to re-register are as follows as posted on the CAIC website:
Step 1: Send one (1) club member to a Re-Registration Seminar . Multiple sessions are scheduled to accommodate various scheduling needs. Re-Registration Seminars are a way of providing information on topics about policies, procedures, and resources. The information is critical to the success of our registered student organizations.
Step 2: Update your organization’s information via SeaOrg . Be sure to include: o o
A: Officers’ Contact Information: 3 registered students minimum, including assigning 1-2
Reservation Delegates – these will be the only members of your organization who can make room reservations
B: Constitution: Organizations are required to submit their constitution/bylaws electronically through SeaOrg. Be sure to have your current constitution in one of the following file formats: pdf*, doc, docx. (Note: pdf’s are recommended as this file will be posted publicly on the CAIC website.)
In order to access SeaOrg , a student officer in the organization must obtain your OrgID from the Involvement
Specialist at the Re-Registration Seminar.
If an organization does not complete any of the above steps by the re-registration deadline the organization will be deemed as a non-registered organization. As such all privileges reserved for student organizations will be revoked including reserving space on campus and having access to on-campus funds. Non-registered organizations will be eligible to re-apply for registration status again at the beginning of the fall semester by submitting an Intent to Register form with the CAIC.
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In the event that the organization completes at least one of the re-registration requirements, the CAIC may reclassify the organization to provisional status for a 30 day period. For each week the organization fails to meet these provisions the club will be assessed minus one (-1) budget point. Organizations in provisional status may use university facilities for organizational or recruitment meetings. Provisional organizations are not eligible to host events, fundraise or establish an on-campus account without the written consent of the CAIC. If the organization fails or refuses to remedy each deficiency within this 30 day period, the organization will be deemed as a non-registered organization.
The Sport Club Council
The Purpose
The University recognizes the Sport Club Council as an official governing body. The purpose of the SCC is:
•
To review all existing University policies and procedures and express the collective viewpoint on said policies and procedures in the interests of all member sports.
•
To act as a liaison between the members of the SCC and university administration and its organizations.
•
To represent and support all member clubs in matters involving conflict with campus or community organizations at the discretion of the SCC Advisory Board.
•
To monitor all member sport clubs and provide explanation of university policies and procedures and to ensure that these guidelines are followed.
•
To ensure adequate and timely communication of all SCC policies to its member organizations and determine/apply appropriate penalties when necessary. Penalties may include but are not limited to monetary sanctions, participation limitations or expulsion of a sport club and/or their participants or coaches.
•
To act as a governing body to represent, connect, and provide services for the sport clubs.
•
To resolve conflicts between member sport clubs in an attempt to insure unity in the SCC.
•
To encourage and support the establishment of new sport clubs in an attempt to provide interested students, faculty and staff with the opportunities to participate in an organized sports activity program.
•
To provide a venue through which the member clubs can market and promote their organization including assistance in fund raising by offering ideas or suggestions.
•
To provide recommendations on the disbursement of SGA allocated funds to the budget authority
(Department of Campus Recreation).
•
To ensure adherence to the constitution of the SCC and its bylaws.
Sport Club Council Mission Statement
The Sport Club Council (SCC) at UNCW strives to enhance individual self-worth through experiential learning, intentional leadership opportunities, personal responsibility and acquisition of lifelong skills.
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Sport Club Status
Active sport clubs enjoy all the benefits, privileges and responsibility detailed in this document and as outlined in the Sport Club Council Constitution. Sport clubs achieve “active sport club” status after having registered with CAIC and gaining membership with the Sport Club Council through demonstration of need and recognition by the Department of Campus Recreation. Active sport club status may be revoked at the discretion of the Competitive Sports Staff, Campus Recreation and/or through failing to adhere to Sport Club Council policy as detailed in the constitution. Sport clubs with “in-active sport club” status may not utilize any SCC allocated funding, are not eligible to practice, travel, host home events and request supplemental funding and may face additional sanctions based on the results of any required investigation until “active sport club” status is redeemed. A club can regain “active” status with the Council by meeting requirements as outlined in the
Council’s Constitution and/or satisfying requirements imposed by Campus Recreation. Individual situations will be addressed on a case-by-case basis.
Sport Club Council Meetings
The Sport Club Council hosts meetings on select nights on campus. Check the sport club website for dates. All sport club meetings are mandatory with an allowance of one approved missed meeting for the year. It will be up to the Advisory Board to determine whether an absence will be approved or denied. Failure to attend any meeting will result in the status of the club being declared “in-active” as defined by this manual and the Sport
Club Council Constitution. Following approval of justification by the SCC Advisory board and Campus
Recreation, clubs may regain “active” status. The SCC holds elections at the October meeting of the fall semester. All sport clubs must be represented during this meeting. If this meeting is missed, it will result in a club immediately being declared “in-active.” The success of the Council depends on the members attending and taking an active role in the business of the Council. It is vital clubs select members who will represent not only the club’s interest during meetings but also the interests of the Council as a whole. A key component of success will be the delegate’s attendance at all the meetings each semester.
Arriving late or leaving early will be addressed at the discretion of the Advisory Board and Competitive Sports
Staff with a possibility of losing budget points. The Budget Point system is described in further detail in the
“Budget” section of this manual.
SCC Important Dates
Check the sport club page the current dates, locations and times (www.uncw.edu/campusrec).
New Clubs
Start a New Club
Starting a new club can be a lot of fun. There are five easy steps to follow:
1.
Identify a sport that is not currently offered as a sport club.
2.
Contact the Competitive Sports Office (910-962-7529) or Campus Recreation Office (910-962-7443) to get the history (if any) of the club on our campus. We will schedule a meeting to talk about it.
3.
Complete and submit an “Intent to Register” form with the Campus Activities and Involvement Center
(CAIC) (FSC 2029)
4.
Schedule and host an informational meeting (We’ll help!)
5.
Prepare a club constitution and submit it to the Student Organization Committee (SOC) for approval.
The success of a new club depends on the amount of organization and energy you are willing to dedicate. Your enthusiasm will make the difference!
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Write a Constitution
The student organization page on UNCW website provides a template and the required clauses that must be present in all student organization constitutions. Go to the Student Organization page
( www.uncw.edu/studentorgs ), and click on the link “ Start an Org !”
Re-Activate a Club
There used to be a sport club at UNCW that played the sport you want to play. The only problem is the club no longer exists. Unfortunately this happens sometimes. Student interest fades or the sport just dies out. But there is something you can do about it. Here’s how:
1.
Contact the Sport Club Coordinator (962-7758) or go to the Campus Recreation office to see if the sport has ever been played at UNCW.
2.
Make a copy of the old constitution and contact names.
3.
Revise the constitution if needed and file “Re-register” and “Officer Update” forms with Campus
Recreation and the Campus Activities and Involvement Center.
4.
If the club has been inactive for more than one year and/or removed from the SCC, you must petition the
SCC for membership.
5.
All “reactivated” clubs will be considered second year clubs for the purpose of budget allocations.
Gain Membership into the SCC
Registered student organizations that engage in competitive sporting activities and that have a minimum of 6 members or enough to field a full team for that sport, whichever is greater, are eligible to apply for membership with the Sport Club Council governing body (SCC). The club will be asked to submit a proposal to the
Department of Campus Recreation and the SCC Advisory Board demonstrating the club’s need for administrative support from the Department of Campus Recreation and the SCC. The proposal should include a summary of the scope and goals of the organization, the club constitution, the active member roster, and any other supporting documentation. After reviewing the proposal, the SCC Executive Board will provide a nonbinding recommendation of membership to the Department of Campus Recreation. The final decision regarding acceptance and recognition of a potential sport club will be made by the Competitive Sports Program within the
Department of Campus Recreation.
All clubs that are current members of the Sport Club Council as of fall 2013 and have a minimum of 6 active members will be grandfathered into the SCC. If a club is removed from the SCC for any reason, the club will be held to the same membership requirements as a new club petitioning for the first time.
If a current club falls below the minimum 6 active members, they may be placed on probationary status for a period of one year or until the club maintains 6 active members. During the probationary period, clubs may have restricted access to facility space, on-campus funds, or be declared “In-Active” until such a time that the roster minimum has been satisfied.
The Department of Campus Recreation reserves the right to refuse administrative support to any club requiring extensive funding, facilities or resources involving high liability or risk factors or which does not properly represent the University of North Carolina Wilmington in action, behavior or reputation. It should be noted that the Department of Campus Recreation might, upon advice of University officials and lawyers, prohibit club activity on-campus in which the risk of serious and/or fatal injury is unacceptably high.
Upon induction into the SCC, the new club agrees to abide by the policies and decisions made by the SCC, the
Department of Campus Recreation, the Campus Activities & Involvement Center, the Office of the Dean of
Students and the University of North Carolina Wilmington.
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Sport Club Administrative Information
Elect Officers
Every club constitution must address how officers are to be elected. Most clubs hold elections in the spring semester or at an annual business meeting (like the SCC). Clubs may take nominations one meeting and elect officers, through secret or open ballot, at the next. Remember that in order to maintain active status you must follow your club constitution. Prior to any club activities, including but not limited to practices, home events, travel, purchases, and fundraising, a club representative must submit a signed and initialed Officer Agreement acknowledging the responsibilities and requirements of the club and its members.
Read and Follow Club Constitution
Read the Sport Club Council Constitution as well as your own. Make sure you understand all the policies and regulations your organization must abide by in order to be a successful sport club. Please do not hesitate to ask for clarification. Contact a member of the SCC Advisory Board or Competitive Sports Staff for answers to questions (contact information found online and listed previously).
The University recognizes your club through its constitution. You can change it, but you must follow it. Your club constitution contains useful information. The duties of your officers, membership eligibility, how and when to hold elections should all be included in your constitution. A copy of your club constitution is on file in the Campus Activity and Involvement Center.
Designate Club Members to Serve as the SCC Representatives
Provide the Competitive Sports Staff and Sport Club Council with the names of four (4) club members that will serve as official representatives of your club in all voting matters of the Sport Club Council (one vote per club).
A student may represent only one club per meeting. Please choose your representatives carefully. Designees can be reassigned in the spring semester. Let the Competitive Sports Professional Staff know if you would like any other members of your club to be added to the list serve to receive SCC emails. E-mail any changes to sportclubs@uncw.edu
. Clubs must have 1 member attend each SCC meeting but only delegates may vote.
Delegate Responsibility
It takes a lot of time, organization and commitment to effectively administer a sport club. Too often the
President is stuck doing all the “work.” One characteristic of good leadership is the ability to motivate and empower your membership. You have great leaders in your club right now! Some are more willing to accept responsibility than others. The sure way to know which ones to look to are the ones that run for office, ask if they can help, or always have ideas about what the club should do. Utilize these people! Here is a list of duties broken-up by officer title. Adapt them to fit your needs.
•
President : Responsible for actions and functions. Schedules meetings, practices and competitions.
Coordinates fundraising and sponsorship efforts.
•
Vice President : Acts in place of President in the President’s absence. Handles logistics for meetings, practices and competition.
•
Secretary : Maintains Sport Club Council meetings attendance. Handles official correspondence.
•
Treasurer : Responsible for creating budget reports and requests. Handles fiscal transactions including processing of expenditures, and the deposit of revenue. Should maintain an on-going and accurate summary of club account.
The success of the Council depends on the members attending and taking an active role in the business of the
Council. It is vital clubs select members who will represent not only the club’s interest during meetings but the interests of the Council as a whole. A key component of success will be the delegate’s attendance at the mandatory meetings each semester.
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Identify a Faculty or Staff Advisor
Clubs are strongly encouraged to secure an Advisor (plus points awarded). A full time member of the
University faculty / staff makes the best candidates.
The Advisor:
1.
Is encouraged to work closely with the officers and to offer input in to the organization’s decisionmaking process.
2.
Lends his/her experience, judgment and knowledge, and assists the club members in the development of the club.
3.
Helps maintain continuity in club programming and provides knowledge of University policies and procedures.
4.
Should attend club meetings and be available to counsel club leaders and members as much as possible.
Sport Club Leadership Series
The Competitive Sports Staff with input from the sport club officers has developed a student development program for sport clubs and their officers. The curriculum has evolved over time and is evaluated each semester. Those sport club members that successfully complete the series will receive a certificate of completion and their club will received bonus budget points. The location, time and topic of each session can be found online at the sport club website: www.uncw.edu/campusrec .
Monthly Meetings
Every club will have a mandatory meeting with their Competitive Sports Advisor once a month. During these meetings the clubs will review their monthly reports (due the final Wednesday of each month) and will have the opportunity to discuss any upcoming events, travel, purchases, fundraisers, and the club’s goals and budget.
Clubs are expected to be prepared to discuss these topics during these meetings. These meetings are viewed as an opportunity for the clubs to fully utilize their Competitive Sports Advisors as a resource to help them be successful as a club.
Register a Coach
If a sport club desires, members may seek the assistance of a coach. Campus Recreation must review all coaching candidates. It is highly recommended that all coaches selected by a club have coaching certifications and/or endorsements recognized by the national sanctioning body of that sport. Coaching candidates must attend Coaching and Advisor Training (by appointment) with the Competitive Sports Staff to discuss philosophy and the role of the coach in the Sport Club Program. Upon approval of a coaching candidate, the club coach must submit a “Coaching Information” form annually.
Coaches are encouraged to provide guidance in terms of practice schedule and game strategies. Club operations remain the responsibility of the club executives. Coaches may not participate in competition unless they are eligible under Campus Recreation and sanctioning body policy. All coaches must provide proof of health insurance and sign a waiver of liability. Coaches may not be paid from SGA/SCC allocated funds. Coaches may not promote private enterprise for personal gain. If a club desires to have a paid coaching position, a contract should be drawn-up and approved by club officers.
Affirm Eligibility and File Official Rosters
Currently enrolled University of North Carolina Wilmington students who have paid student fees are eligible to participate in sport clubs, as are University of North Carolina Wilmington Faculty & Staff . All sport club participants must have completed waiver/assumption of risk form on file with the Competitive Sports Staff.
Water sports participants must also complete a swim test prior to participation in club activities.
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Campus Recreation maintains a membership database of each club using a scheduling website, IM Leagues .
Club members that have been confirmed to be currently enrolled UNCW students and completed waiver and assumption of risk form, and have completed a swim test (if applicable) are considered “official club members.”
Only official club members may participate in club activities, including but not limited to: practice, travel and fundraisers and other events.
Each year, clubs must create a team and have current members join using the IM Leagues website.
A procedures and walk-through guide can be found on the Competitive Sports page of the Campus Recreation website.
Clubs may have seasons or competitions that occur during vacation periods. Club members are eligible to compete provided:
They were enrolled and paid student fees for the semester prior to the date of competition AND continuing enrollment for the regular term immediately following the date of competition.
The competition is a championship or qualifying tournament within 60 days of the date they complete the requirements for their degree (graduation). o NOTE: Regular season matches or non-championship playoffs are NOT included in this provision.
The following clubs are known to have competitions that would be affected by these eligibility requirements:
Baseball, Cycling, Men’s Rugby, Women’s Rugby, Men’s Ultimate, Women’s Ultimate. This list is not exhaustive. If you have questions regarding a competition for your club, please contact your Competitive Sports
Advisor.
Please note: clubs that are members of a National Governing Body may have additional requirements for eligibility. These requirements or exceptions DO NOT supersede the minimum requirements of eligibility as noted herein.
UNCW is committed to an inclusive campus community through Affirmative Action and Equal Opportunity.
As a result, membership and participation within a sport club is free from discrimination based on race, religion, sex, color, national origin, age, sexual orientation, or handicap. The official roster may be made available to clubs upon request. Waivers can be found on the sport club page at www.uncw.edu/campusrec under the link
“Forms/ Manuals.”
Risk Management
Participants are responsible for discussing with Student Health Services medical staff or with their family doctor, any known physical problems that may limit participation in the Sport Club Program. This should be accomplished prior to participation.
Participants are responsible for proper conditioning as a prerequisite for participation
Sport clubs may be required to purchase special event insurance. This will be determined on a case-by-case basis. Safety of sport club participants is of utmost importance. There are inherent risks involved in all recreational and competitive sport programs. All participants in the Sport Club Program should be aware that involvement is voluntary.
Waivers/Visiting Club Waivers
All club members are required to fill out, sign and have a witness signature, a Waiver/Assumption of Risk form and be a currently enrolled student, a faculty or a staff member at UNCW. Individuals under the age of 18 must have a parent or legal guardian sign the Waiver/Assumption of Risk form. New members will not be able to participate in any club activity until these forms are on file with Campus Recreation. Waivers can be found under the link “Forms/Manuals” on the sport club page (www.uncw.edu/campusrec). A waiver must be filled
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out properly and turned-in to the Campus Recreation office in the Student Recreation Center before that individual participates. Club officers (Secretary) should keep a current roster and copies of each member’s waiver. The most up-to-date official roster for your club will be made available by request.
Visiting clubs will be asked to sign a waiver on game day. Clubs may not participate unless all of the club members that plan on playing sign the waiver.
Take a Swim Test
Participation in UNCW Sport Clubs that are water related (Crew, Fishing, Sailing, Surfing, Swim, Triathlon,
Wake Board, Water Polo, and Water Ski) is contingent on participants passing a swim test. The swim test consists of a continuous 200 yard swim and 10 minutes of treading water. The Department of Campus
Recreation aquatic staff will verify successful completion of the test. Swim tests may be attempted by groups of
4 or less during open swim hours. For larger groups a club must schedule an evening for the groups’ swim tests through the Competitive Sports staff (910-962-7529). Failure to inform Competitive Sports and receive confirmation prior to arrival may result in denial of swim test and loss of budget points.
Identify Two Members with CPR & First Aid
As part of our risk management plan, all clubs are required to have a minimum of two members that are
American Red Cross CPR and First Aid Certified (or equivalent). Clubs may not engage in physical activity until verification of certification has been made, and copies are on file with Campus Recreation. Classes are offered through Campus Recreation every fall and spring semester at a reduced cost. Club money may be used to pay for the club member’s enrollment. Visit http://uncw.edu/campusrec/aquatics/index.html
under the
Aquatics Program for a current list of classes.
Competitive Sports Supervisors
The Competitive Sports Supervisor position has been created to serve as an on-site resource for your on-campus events as well as a liaison between your club and the Department of Campus Recreation. Your club officers can contact a Competitive Sports Supervisor if you have questions or suggestions at sportclubs@uncw.edu
.
Competitive Sports Supervisors are trained in First Aid and Adult and Child CPR w/AED. Supervisors will be assigned to on-campus home games and tournaments.
Severe Weather
Campus Recreation managed field space, the Rec Fields and the Gazebo, may be closed due to inclement weather. Call the Campus Recreation Weather Hotline at 910-962-RAIN (7246) daily for field status. Sport
Clubs must refrain from on-field activities if/when the fields have been closed due to weather.
Sport clubs are expected to not only follow the rules pertaining to use of the fields, but also, help set the example to other groups that may utilize that space. Here is a listing of the rules as seen on the signage at the
Rec Fields complex.
Injuries
In the event of an injury:
1.
Attend to injured person(s) as your level of certification allows.
2.
If available and on campus, send a non-injured member to contact the Competitive Sports Supervisor on duty.
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3.
If the injury is serious or life threatening, call EMS at 911. After calling EMS contact the Sport Club
Program advisors and/or Supervisors or the Assistant Director of Competitive Sports or Director of
Campus Recreation at the earliest possible moment at the Campus Recreation office (910-962-7443).
4.
For on campus practices, the Competitive Sports Supervisor will complete an Accident Report Form. If the injury occurs off-campus, be sure to obtain any additional documentation which might be completed by other universities, police, ambulance personnel, doctors or hospitals.
5.
Upon return or after the incident, schedule a meeting with the Competitive Sports Coordinator to review the situation. The purpose of this meeting is to attempt to prevent future accidents and to analyze the incident.
***An injured participant is responsible for all financial obligations incurred in any treatment necessitated by an injury. All accidents should be reported to the Competitive Sports Staff immediately.
Reporting Injuries
An Accident Report can be found on the Forms/Manuals page of the Campus Recreation website. Reports should be filed with Campus Recreation within 24 hours of the accident occurring. Blank accident reports will also be sent as a part of the travel binder. The front & back document contains necessary details (e.g. victims condition, vital signs, medical assistance given, time, dose, and who administered; if applicable, time EMS called and arrival time, the weather conditions, exact location of team members, conditions of field, witnesses to accident, document the name of the EMT and time you transferred care). If you did not witness the accident, make sure to find someone who did witness it so all the necessary information can be gathered and record all contact information. If it’s a serious or life-threatening emergency, please try to locate as many witnesses as possible and try to get as much information as possible.
Water Sports/Route Plans
Participation in UNCW Sport Clubs that are water related (Crew, Sailing, Surf, Swim, Triathlon, Wake Board,
Water Polo, and Water Ski) is contingent on participants passing a swim test (see page 13).
Clubs are also required to file “Float Plans” or “Route Plans” with Campus Recreation for activities where 2 or more members gather in any activity consistent with the clubs stated mission (surfing, bike ride, etc) during the academic year. Clubs will need to designate members as “Float Officers” or “Route Officers” and these individuals must be contacted prior to any activity taking place on/in the water or on the road (e.g. not a fixed location). The information to be presented to these members is detailed below. The Float/Route Officers will then contact designated Campus Recreation staff ( sportclubs@uncw.edu
) with the information detailed below prior to and after the event takes place.
Names of members participating.
Location of activity and route if applicable.
Time activity is to begin and end.
Names of CPR/FA certified members present at event.
Water Temperature Information
Club members are reminded of the safety considerations and extreme danger of cold water and hypothermia may present. Even if the shoreline is close at hand: a wetsuit, wetsuit vest, float coat or wearing your PFD may determine whether or not a swimmer may reach the shore safely before incapacitation or even death. Refer to the rule of 100 when deciding what clothes to wear. If the water temperature and air temperature added together are equal or less than 100 degrees you must wear wetsuits or dry suits. Clothing decisions should be made by looking at this system in 10-degree increments. (I.e. 60 degree water temperature and 70 degree air temperature
= 130 degrees.) If the water temperature is below 60 degrees, participants are strongly advised to wear a wetsuit.
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Boat requirements and club certifications for use must meet the standards set by the University in the UNCW
Guide for Safe Boating Operation, May 2013, GUIDE_FOR_SAFE_BOATING_OPERATIONS.pdf this applies to clubs using powerboats.
On-Campus Services
Clubs may utilize the U.S. Postal Service located in the Fisher University Union. Simply address the piece of mail, remember to use a return address and write your club fund number where the stamp would be. This will authorize the Post Office to charge your on-campus account for the cost of the mailing. On-Campus mailings are free and should be deposited in the ON-CAMPUS mailbox in the Fisher University Union.
Sport Club Mailboxes
Each club has a mailbox in the Campus Activities & Involvement Center, Fisher Student Center, AND a mailbox in the Competitive Sports Suite, 162, located in the Student Recreation Center. The SGA and university administration will send mail to your Fisher Student Center mailbox. Vendors and Campus
Recreation will send mail to your Competitive Sports Box. Please check these weekly.
Mailing Address for Sport Clubs
“Club Name”
UNCW Student Recreation Center
601 South College Drive
Wilmington, NC 28403-5923
Each club should establish a joint club email account or the representatives of the club must give their individual emails to receive the SCC emails. These emails contain important information allowing the officers to stay abreast on the latest Sport Club Council happenings and announcements. Sport Club Officers should check email frequently. Sport clubs may request a UNCW email account by contacting the Campus Activities &
Involvement Center located in the Fisher Student Center.
Reserve a Room
Your club has the ability to reserve a room on campus at no cost; however, there may be monetary charges associated with the use of technology. Clubs may reserve rooms online at the Campus Reservation System website ( https://events.uncw.edu/virtualemscampus/ ), or by utilizing the contact numbers below to call to reserve the space. All room reservations should be sent to the Competitive Sports Staff in the form of an event request. You may contact the Athletic Department ONLY AFTER notifying the Competitive Sports staff of your intent to request space and receiving approval to do so.
Campus Life Reservations (910) 962-7098 clreservations@uncw.edu
Academic Space
Student Recreation Center
(910) 962-3011
(910) 962-7443 tstrickland@uncw.edu
sportclubs@uncw.edu
Be sure to read all contacts and agreements pertaining to facility reservation.
Field Use Sports
The University of North Carolina Wilmington has over twelve acres of on-campus field space dedicated for student use. The Recreational Field complex is located in the “front” of campus between Hanover Hall and
Brooks Field. Clubs may request practice times for facilities and space managed by Campus Recreation by using the “Event Registration” form. Refer to page 30 for further information regarding practice reservations.
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On-Campus Parking
During practices or events held on-campus, sport club members are expected to adhere to UNCW Parking policies and procedures. Field or facility reservations with Campus Recreation DO NOT include the parking areas that surround them. Exceptions are made ONLY for home competitions or events. Please refer to the
“Home Event” section on page 30 for these procedures.
Recreation Field Areas
1.
Facilities may be used by current UNCW students and faculty/staff members only. All users must present a valid UNCW ID upon request. No Trespassing.
2.
Scheduled activities/reservations through the Department of Campus Recreation have priority over open recreation.
3.
Recreation area may be closed or reservations cancelled if conditions warrant such action (i.e. repairs, interruption of utility service, dangerous conditions, and inclement weather).
4.
Fighting, unruly conduct or improper use of equipment will result in indefinite loss of area use privileges.
5.
No glass containers are allowed.
6.
Alcohol and/or tobacco are not allowed on the premises.
7.
Motor vehicles are not permitted on fields.
8.
NO golf allowed.
9.
DO NOT urinate on or around the field, use a proper toilet facility.
10.
All dogs must be on a leash at all times. Owners are responsible for the removal of their animals waste.
(It is the recommendation of Campus Recreation Competitive Sports that no dogs be allowed on the fields during sport club practice.)
Guidelines and Standard Operating Procedures
Financial Information
Keep Track Of Your Budget
Most clubs have a Treasurer. This officer, or some other designee, should be charged with the fiscal responsibility for the club. Each club is provided a beginning balance and an orientation to the University
Accounting system. It is imperative that clubs maintain an accurate and reliable tracking of the budget. The
Competitive Sports Staff will provide a backup to the club. Those clubs that have elected to utilize off-campus accounts should build safeguards to ensure that organizational money is protected. Off campus accounts should be set up as a 501C3 (a non-profit organization). Additional information related to off-campus accounts is made available through the Sport Club Council and the Sport Club Management Series. It is important to remember that the Competitive Sports Staff will not manage or assume any responsibility for off-campus accounts. IT IS
THE CLUB’S RESPONSIBILITY TO MONITOR THE BUDGET.
Off-Campus Accounts
Sport clubs may choose to obtain a Federal Tax Identification Number (TIN) from the Internal Revenue Service
(IRS) to establish an off-campus bank account. A TIN is also known as Employer Identification Number (EIN), and is used to identify an organization for tax reporting purposes with the IRS. It is similar to a social security number for your organization
RSOs may apply for a TIN (EIN) in various ways, but the quickest method is to apply online at the Internal
Revenue Service website ( http://www.irs.gov/ ). This is a free service offered by the IRS and not a UNCW process.
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Deposits and Donations
All money received by the club and designated for on-campus should be deposited with Campus Recreation that day or the next business day. Donations to the organization/university must be processed through Campus
Recreation to be eligible for tax benefits through the University Advancement Division. Remember to be forthright and truthful with donors regarding where his or her money will go. Donations solicited using the
UNC-Wilmington Collegiate name must be deposited on-campus. Third Party checks, overseas checks and unsigned checks (or signed in pencil) will not be accepted. On-campus funds are managed through Campus
Recreation.
Fundraising
All sport clubs are encouraged to undertake fundraisers throughout the year. Fundraisers are a good way to create social interaction among club members as well as create awareness about the club. Ideas for fundraisers include: carwash, run-a-thon, rent a club member for the day. Be creative! Most often the most creative fundraisers are also the most lucrative. Talk to other clubs and find out what works well for them. Meet with the
Competitive Sports Staff if you plan to utilize a commercial sponsor in relation to the fundraising activity.
Sponsorships
Sport clubs are encouraged to solicit sponsors to help offset club costs. The Division of Student Affairs and the
Department of Campus Recreation have determined that alcohol or tobacco products are not appropriate sponsors for sport club sponsored activities or programs. Use of such sponsors for sport club fund-raising activities is strictly prohibited. All sponsors must be approved by a member of the Competitive Sports Staff.
Additional Funding Opportunities
Sport clubs may petition the SCC for supplemental funding. The Sport Club Council Advisory Board and the budget authority (Campus Recreation) have sole discretion as to the amount and process by which funding may be allocated. More information about the process and requirements for a Supplemental Funding request can be found in the Sport Club Council Constitution. Clubs must present their request for funds to the Sport Club
Council Advisory Board and have approval before presenting the request to the membership. In time sensitive cases the Advisory Board will act on behalf of the membership. The membership will provide a recommendation to the Advisory Board and final approval will come from the Advisory Board and Budget
Authority.
Funds in the Sport Club Council budget have been designated for National/Regional Travel for those clubs who qualify for post season events (i.e. earn the opportunity to compete due to season results). Clubs must submit a detailed request to the SCC Advisory Board and Competitive Sports Staff for review. The request should include a detailed budget, quotes for hotels (if applicable) and a total amount of the request. The
Advisory Board will provide a recommendation to the Budget Authority, and Campus Recreation will make the final determination of funding.
Funds in the Sport Club Council budget have been designated for off campus rentals. At the end of each year, clubs that pay to utilize a facility should submit supporting documentation along with their budget request.
These will be used to determine the amount of additional funding clubs will be allocated to off-set the costs of using off-campus facilities. All rental payments MUST follow UNCW Purchasing procedures. Please refer to the purchasing section (page 27).
Sport clubs may seek additional funding opportunities through the Student Government Association’s “Capital
Expenditure” funds. Any requests must be preapproved by the Competitive Sports Staff. The SGA website: www.uncw.edu/sga under “Funding” has more information on the amount, requirements, and availability of additional funding.
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Budget Allotments
Awarded funds are deposited in the club’s account on, or about, the beginning of the new fiscal year (July 1).
Allocations are designed to provide a fraction of the club’s operating budget. Clubs cannot spend money from on campus accounts in new fiscal year until they receive notification from the Competitive Sports staff.
Budgeting and the Point System
The Sport Club Council receives financial support from the SGA through allocated student fee dollars. Each spring semester the Sport Club Council Advisory Board submits a budget request on behalf of the SCC membership to the SGA Appropriations Committee. The SGA ultimately determines the total SCC allocation for each budget year. The funds from the total SCC allocation dedicated to individual club operations are disbursed to Sport Club Council member clubs based on a three part process involving the clubs’ budget requests and presentations, a point system, and each club’s “operational zero.”
Part I) Budget requests/ proposals and presentations by clubs will be used to distribute 60% of the funds designated for club operations among the clubs. Budget proposals should include all intended/estimated expenditures demonstrating the financial needs of a club for the next fiscal year (July 1 through June 30). After submitting the budget proposals, clubs will set up a meeting with the Sport Club Council Advisory Board and the budget authority/designee to justify the club’s expenses and requested funds. These requests and presentations will be reviewed by the Sport Club Council Advisory Board and the budget authority/designee in order to provide any recommendations or adjustments to the budget authority (Campus Recreation).
This part of the process is designed to help clubs plan for the future. Clubs are encouraged to examine the number times the club traveled, league dues, registration fees, equipment rentals, contingency fund savings and any other expenses when determining their proposed budget for the following fiscal year. The proposed budget and the points earned by the club will be compared in Part III (Operational Zero) of the allocation process.
Please refer to the Conduct and Behavior section (page 24) for penalties resulting from missing the budget hearing and/or failure to submit a budget request.
Part II) A point system based on club actions will be used to distribute 40% of the funds designated for club operations among the clubs. The point system works on a “plus/minus” model. The Grand Total is determined by adding the “plus points” total to the “minus points” total.
Club points are reset April 14 and the new cycle starts April 15. Below is a detailed description of the categories and corresponding point awards. Each club member should be made aware of these categories, as members will have an impact on the club’s budget! The Competitive Sports Staff administers the point system with assistance from the Sport Club Council Advisory Board.
Part III) Club expenditures from on-campus accounts are reviewed over a 4-year period to determine the average amount spent including large and small purchases. This number represents the club’s “operational zero” that is used to determine how much money a club should have roll-over each year to maintain a fund balance equal to 1 year of operating cost. This number will be evaluated annually to account for any change in club spending that would raise or lower a club’s operational zero. Clubs that maintain balances in excess of this amount must provide justification of why they are carrying a high balance in their account. Examples of acceptable justifications include but are not limited to: purchase of high cost equipment, planned travel to championship events requiring airfare and clubs with conference/league dues and/or penalties for cancelled games in the event of club sanctions. Clubs maintaining balances over their operational zero will have 1 fiscal
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year to follow their justification plan and spend the funds or they will be subject to having future fiscal year funds held by the SCC.
Clubs falling to this category will not have access to allocated funds until they have reached their operational zero during the affected fiscal year. Allocated funds will then be dispersed to clubs once they have submitted an updated budget detailing why they need the allocated funds. This will prevent a club from spending to their operational zero late in the year and receiving funds that allow them to carry a high balance into the next fiscal year. Any funds held from clubs that is not allocated during the fiscal year will be transferred to the post-season travel fund and SCC operating fund.
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Fund Raising
1 pt. $500-1000
2 pt. 1001-1500
+Plus Points+
Official Members
1 pt. <10
2 pt. 11-20
League Dues
1 pt. <100
2 pt. 101-300
3 pt. 1501-2000
4 pt. 2001-3000
5 pt. 3000+
3 pt. 21-30
4 pt. 31-40
5 pt. 41+
3 pt. 301-500
4 pt. 501-700
5 pt. 701+
Member Dues Travel Events
1 pt. <$20
2 pt. 21-35
1 pt. <200 mi.
2 pt. 201-300
1 pt. Team Event
1 pt. Home Event
3 pt. 36-50
4 pt. 51-100
3 pt. 301-400
4 pt. 401-500
2 pt. Fundraiser
5 pt. 101+
Tournament Participation
1 pt.
3 pt
5 pt.
Local/State
Regional/League
National
5 pt. 501+
.5 pt.
.5 pt.
.5 pt.
2 pt.
Community
Marketing
Service
Painting Rock
Tabling
Chalking
Advisor/Coach
1 pt.
1 pt.
Registered Advisor
Coach
Effective Communication
Points will be distributed at the discretion of the Competitive Sports Staff based on the following:
A. Adherence to guidelines and policy
B. Club officers maintaining direct communication with Competitive Sports
Staff and informing them of all club activities.
Sport Club Management Series Completion
1 point for every member per session (a club member may represent only one club per session)
3 points for each club member that earns a SCMS certificate.
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-
Minus Points-
Not attending Sport Club Council meetings
Three points will be deducted for every mandatory meeting missed, and the club will be declared in-active until requirements detailed in the Council Constitution are met.
Missing Deadlines:
One point will be deducted for every deadline missed.
Missing Monthly Meeting:
One point will be deducted for every monthly meeting missed.
Travel Reimbursements:
Any reimbursement submitted after the 10 business day deadline may be subject to minus points in the amount of -5 points for each day late. This is only incurred if a reimbursement is submitted late.
Fiscal Handling: All money received from dues, donations or fund raising is to be submitted to the Department of Campus Recreation the next business day in order to be deposited. ½ point will be deducted each day money is late.
Infractions: The Competitive Sports Staff will make decisions on the level of the infraction. Budget points will be deducted as listed below for all infractions. The Council may be consulted on a case by case basis to determine the level of the infraction..
Minor Infraction: -1 point
Intermediate Infraction: -3 points
Major Infraction: -10 points
Repeat Infraction : Value as defined above with an additional penalty for each infraction: -5 pts
Unlicensed Vendor/Unapproved Purchase: 30 day suspension and 25% reduction in the next academic year’s allocation. Additional penalties include the purchase will NOT be paid for with allocated funds and the club must provide the name and contact information of the producing vendor.
Not Following Proper Procedures: Points will be deducted if a club fails to follow proper procedures such as closing down and cleaning up fields after practices and tournaments (also Merchandise request, travel request, waivers, etc.)
Negative Image: If the Competitive Sports Staff is informed of poor behavior and of negative images of
UNCW; sport club participants points will be deducted based on the severity of the infraction.
Infractions
Point deductions may be assessed against a club for actions or behavior deemed inappropriate or for a breakdown in communication or organization within the club.
Examples of Minor Infractions include, but are not limited to: missing deadlines, posting flyers in unauthorized space or posting unauthorized material, failing to attend or follow through with scheduled activity.
Examples of Intermediate Infractions include, but are not limited to: missing mandatory SCC meetings, missed travel meetings, and failing to meet guidelines prescribed in the manual
Examples of Major Infractions include, but are not limited to: failing to file float/route plans, failing to have
CPR/AED certified members at events, unauthorized travel, unauthorized purchases, failing to meet guidelines, not following proper policy or procedure as outlined in Sport Club Program Manual.
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Budget Process infractions:
Failure to submit a budget request may result in a 10% reduction of club funding for each business day that the request is turned in late. Failure to submit any budget request may result in a club not receiving any funding for the following year.
Failure to attend a budget hearing may result in a 10% reduction of club funding and the club will be require to schedule a make-up hearing. If the club fails to schedule or attend a make-up hearing, the club may not receive funding for the following year.
Conduct & Behavior
The basic concept underlying the University’s standard of conduct is that students, by enrolling in UNCW, assume an obligation to conduct themselves and their organizations in a manner compatible with the
University’s function as an educational institution. Both on the playing surface and in the community, sport club athletes should remember that they represent not only themselves and the club, but also UNCW. An individual’s behavior in game situations and particularly with game officials should reflect UNCW in an upstanding manner.
Misuse of equipment and facilities (including not using reserved space and/or neglect in following facility use procedures; i.e. leaving debris or equipment in a facility) as well as inappropriate conduct and actions while participating in any Sport Club related activity will jeopardize the club’s continued status as a member of the Sport Club Council.
The Department of Campus Recreation and the Competitive Sports Program reserve the right to suspend, sanction or remove clubs, their members, or coaches for acts deemed to detrimental to the Sport Club Program, Campus Recreation, and/or the University. All sport club members and coaches shall be held to the standards set forth in the UNCW Code of Student Life Handbook, including those policies regarding hazing of club members.
The following guidelines demonstrate the expectations of the Department of Campus Recreation and the
Competitive Sports Program for sport club members and coaches. At home events, player conduct will be recorded by the UNCW Competitive Sports staff on site. Prior to traveling, the clubs trip leader/representative must sign the sportsmanship agreement to be completed at the travel meeting. For any and all of the expectations listed below, failure to comply may result in the club losing budget points due to negative image
(refer to “Minus Points” section). Please note the following situations are guidelines, and the Department of
Campus Recreation and the Competitive Sports Program reserve the right to modify sanctions based on the severity of each case.
Player Conduct
1. Player plays or attempts to play under an assumed name or play while suspended: a. Ejected if caught before, during, or after contest; suspended for the remainder of current semester b. 2nd offense: suspension from all Sport Club activities for one calendar year c. 3rd offense: permanent suspension
Note: The Competitive Sports Staff reserves the right to penalize the lender/supplier of false campus ID and/or club presidents.
2. Player uses abusive/threatening language toward staff, officials, opponent, or spectator a) during a contest which does not result in an ejection b) resulting in an ejection from the contest or tournament: a. Will receive a written reprimand and probation for the remainder of the semester. b. Suspended for 1 game and placed on probation for the remainder of the semester.
3. Player attempts to or does hit, swing at, push, wrestle with anger, etc. an opponent, teammate, spectator or official: a. suspended from all Sport Club activities indefinitely; the Associate Director or designee will determine if and when the suspension will be lifted; student(s) involved may be reported to the Office of the Dean of Students
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4. Players not ejected but reported for undesirable behavior in an academic year: a. Written reprimand. Possible suspension and/or loss of budget points due pending decision by the Associate
Director or designee. b. 2nd offense: suspended for 2 games
Note: If previously suspended per above additional 2 game suspension and loss of budget points for negative image. c. 3rd offense: suspended for one calendar year d. 4th offense: permanent suspension
Club Conduct
1. Uses or attempts to use suspended player(s): a. 1st offense: club will receive minus three (-3) budget points for failure to comply with policies and procedures. b. 2nd offense: club will be suspended from all activities for 10 days.
2. Players involved in pushing, hitting, or threatening an official, opponent, team member, or spectator: a. -10 points for a major infraction, the club will be declared “In-Active” and the club officers must meet with the Associate Director/designee prior to further participation in club activities (also see: Penalty, Individual, 3). b. 2nd time reported results in club suspension for one calendar year.
3. Reported for undesirable behavior or game forfeited due to unsportsmanlike conduct: a. 1st offense: written reprimand sent and club president must meet with a member of the Competitive Sports staff.
Alcohol Policy
The possession, sale, use or consumption of alcoholic beverages at club functions or any situation sponsored or endorsed by the club, or any event an observer would associate with the club is strictly prohibited.
•
No alcoholic beverages may be purchased through club funds nor may the purchase of same for members or guests be undertaken or coordinated by any member in the name of, or on behalf of, the club.
•
No club members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e., those under legal “drinking age”).
•
No club may co-sponsor an event with an alcohol distributor, charitable organization or tavern (defined as an establishment generating more than half of annual gross income from sales of alcohol) where alcohol is given away, sold or otherwise provided to those present.
•
No club may co-sponsor or co-finance a function where alcohol is purchased by any of the host groups or organizations.
•
All club activities will be DRY (even if a member, advisor, or coach is of legal age to drink). This includes but not limited to recruitment, practice, games, travel and social events.
Violation of this policy:
•
Is considered a Major Infraction and minus points will be administered.
•
Will result in the initiation of the discipline process.
•
Individuals involved may be referred to the Office of the Dean of Students for a hearing.
•
Will result in an automatic and immediate suspension of all club activities for one month.
Clubs found “responsible” in respect to the violation might face consequences including but not limited to, probation, loss of practice time, loss of SCC allocated funds, loss of SCC Active Status, or recommendation for elimination.
The use or distribution of drugs, except those prescribed by a physician for medical purposes is prohibited at sport club sponsored events both on and off campus. The UNCW community is expected to comply with the
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laws of the State of North Carolina and New Hanover County as well as University regulations. Consult the
Code of Student Life, the Office of the Dean of Students or the University Police department for further explanation.
Hazing
The Department of Campus Recreation has a zero tolerance policy relating to hazing. Club members are encouraged to review university policy and North Carolina Law. Acts of hazing do not have to be intentional for them to be a violation of laws and policy. Clubs should review current practices to ensure that no hazing, bullying, etc. exists.
Sport clubs are subject to all local, state and national laws pertaining to hazing of members. Refer to the Code of Student Life for further explanation.
UNCW Hazing Hotline
(910) 962-7329
Discipline & Due Process
Violation of, or noncompliance with the University policies, campus regulations, Sport Club Council (SCC) procedures or SCC standards of conduct may result in revocation of SCC recognition or other disciplinary action. The discipline process has been developed to assist club leaders in correcting the mistakes that may cause problems for the club and the University. Situations and conduct that violate the Code of Student Life or
State and Federal law will be referred to the Office of the Dean of Students for additional investigation and possible action.
Campus Recreation Program and Policy
The Department of Campus Recreation has jurisdiction over all Sport Club Program Policy (this manual as revised), Campus Recreation policy and may render decisions related to such.
The Competitive Sports Staff will notify club officers and begin to investigate violations. Upon completion of the investigation a decision will be rendered and club officers and members will be notified. Clubs found responsible for violation(s) of the Sport Club Manual or Campus Recreation policy may receive one or more of the following disciplinary sanctions
Verbal Reprimand/Warning
A statement of disapproval or warning will be given with a formal notation.
Written Reprimand
Involves a status of warning (which may include but is not limited to, a change in the priority listing for facility reservation) through the end of the next full semester, which terminates automatically when the imposed period expires.
Probation
Involves a status of probation (which may include but are not limited to, a change in the priority listing for facility reservation) for a time to be determined by Competitive Sports which terminates automatically when the imposed period expires.
Suspension
Involves exclusion from all or specified privileges or activities of the Sport Club Program and cancellation of all scheduled competition for a specified period of time and ordinarily carries with it conditions which must be met for reinstatement. The sport club is still considered a registered student organization but may be referred to the Student Organization Committee or the Office of the Dean of Students for censure or review.
Indefinite Suspension of Activity
Involves exclusion from all or specified privileges or activities of the Sport Club Program and cancellation of all scheduled competition for at least the next two full semesters (fall and spring) and ordinarily carries with it
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conditions which must be met for reinstatement. Reinstatement after an indefinite suspension requires that: the club applies for reinstatement with Competitive Sports Staff at the close of the imposed period; the advisors and
Competitive Sports Staff determines whether the Sport Club has met the conditions imposed and is otherwise eligible for reinstatement. The Sport Club is still considered a registered Student Organization but may be referred to the Student Organization Committee or the Office of the Dean of Students for censure or review.
Removal of Members
The Department of Campus Recreation reserves the right to suspend any member(s) from a Club’s roster and activities.
Appeals Process
Sport clubs have the opportunity to appeal sanctions imposed by the Competitive Sports Staff and/or Campus
Recreation to the Director of Campus Recreation. The club has five business days from the date they are notified of sanctions to provide the Director of Campus Recreation with a formal written notification that they wish to appeal the decision. The offending club should prepare a formal statement of appeal detailing the salient points and counter arguments to be presented to the Director of Campus Recreation. Please note emails and phone messages are not considered formal statements of appeal and will not be accepted by the Director of
Campus Recreation.
University of North Carolina Wilmington Policy
The Campus Judicial Board plus two designees from the appropriate advisory council will serve as the original hearing body for all violations of the Code of Student Life. All student organizations maintain the right to an administrative hearing conducted by the Office of the Dean of Students.
The Campus Conduct Board plus two (2) designees from the appropriate advisory council (appropriate advisory councils are SOC, Sport Club Council, Graduate Student Association, Inter-fraternity, Pan-Hellenic Council and
National Pan-Hellenic Council) would serve as the original hearing body. All student organizations still maintain the right to an administrative hearing conducted by the Office of the Dean of Students.
Purchasing
Purchasing Process
SGA allotted funds may be used to purchase equipment or rent facilities that can be utilized by all the members of the club. Personal items may not be purchased with club funds. Personal items may include, but are not limited to: mouth guards, shoes, shin guards, gloves, goggles, etc. Exceptions may be made on a case-by-case basis. NOTE! ALL CLUB PURCHASES MUST BE PRE-APPROVED. UNCW PURCHASING
DEPARTMENT RESERVES THE RIGHT TO REFUSE THE REIMBURSEMENT OF FUNDS TO
INDIVIDUALS THAT PURCHASE EQUIPMENT WITHOUT PRE-APPROVAL.
CLUB MEMBERS ARE
PERSONALLY LIABLE FOR ALL PURCHASES THAT ARE NOT APPROVED.
Any and all purchases over $50 and/or not associated with club travel MUST follow the procedures listed below.
The club may have a need to purchase or replace uniforms. Like equipment, SGA allotted funds may be used to purchase uniform pieces that can be utilized by all members of the club. That means articles will remain in the club inventory. Keep in mind that all artwork must be submitted for pre-approval and all vendors must be licensed.
Check with the Competitive Sports Staff about types of artwork that may be used.
1.
Shop around. Local vendors may not have the best price for an item. Look on the internet and request catalogs. Get a non-binding price quote from the vendor.
2.
Make sure your vendor will accept Purchase Orders .
3.
Submit a formal request and quote to the Competitive Sports Professional Staff. a.
ALL MERCHANDISE MUST BE ACCOMPANIED BY DOCUMENT PROOF.
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4.
All purchases including uniforms MUST BE PRE-APPROVED. Club members will not be reimbursed for unapproved purchases! (See Infractions for more detail)
5.
If utilizing a UNCW logo or look, the vendor must be listed as licensed through the University.
This includes all apparel and products. (See Infractions for more detail.)
6.
The Sport Club Logo may be utilized on all apparel with individual club name inserted below.
7.
If approved, the request will be processed within two (2) to three (3) business days. Equipment delivery time is based on the vendor’s ability. a.
NOTE: Time may increase if the vendor must be entered into the purchasing system.
8.
Clubs utilizing off campus funds are required to gain approval for any purchase utilizing the UNCW look, logo, likeness as noted above in #4 and #5.
Last minute requests will be processed as time affords. Please plan accordingly.
Utilize Petty Cash
All petty cash purchases must be pre-approved! Club members are personally liable for all purchases that are not approved. You may NOT use petty cash for: printing, copies, postal service, or book store purchases.
1.
Get approval from Campus Recreation.
2.
Keep it under $50.
3.
Bring receipt to Campus Recreation.
4.
Fill out Petty Cash Reimbursement Request follow same procedure as instructed above to find reimbursement request on http://uncw.edu/campusrec/competitive/clubs/index.html
.
5.
The Competitive Sports Staff will process the authorization for approved purchases.
6.
Take signed form to Cashier’s Office in the Warwick Center for reimbursement
Hosting Events
Register an Event
We use the Event Request Form to help ensure effective communication between your club and Campus
Recreation. We also schedule our Competitive Sports Supervisors based on the information you provide on the
Event Request. This form is required for any activity outside of regularly scheduled practice or meetings held in the greater Wilmington area. Follow these steps to plan your event.
1.
Pick a primary and alternate date for your event. On-campus space is reserved on a first come, first serve basis.
2.
Go to the Sport Club page ( http://uncw.edu/campusrec/competitive/clubs/index.html
), click on the link
“Forms/Manuals” ( Forms/Manuals ).
3.
Scroll down to “Home Events,” to Event Request. Enter the information requested and submit the form to sportclubs@uncw.edu
.
4.
List at least two (2) primary contacts for your event and the roster of your members participating.
5.
Wait for confirmation of your event before any scheduling/team contact takes place.
6.
Contact your opponents and verify the dates and times.
7.
Schedule time to get the space ready for your event (e.g. paint field lines).
8.
Contact the reservations office to request tables and chairs if needed.
9.
Make contact with your Competitive Sports Advisor two weeks prior to the event in order to attend a home event meeting (on campus only) and verify details (all).
It is important to register all of your club’s activities with the Competitive Sports Staff. Your club will be credited with one budget point for every event registered and held. Examples of events that need to be registered include, but are not limited to: home games, fundraisers, special events, community service, tournaments, anything that your club does as a whole that is not practice.
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Home Games
Clubs are encouraged to submit a schedule of home games/matches as soon as possible. This will increase the likelihood of securing the desired facility. This includes the Gazebo Multipurpose Field, Softball Field &
Tennis Courts, the Recreational Field complex and the SRC. Requests are to be made at least 10 business days prior to date of competition. Home games not registered with Campus Recreation will be considered unauthorized. Unauthorized home games will result in club sanctions.
Two weeks prior to hosting a home competition on campus, a club representative must attend a home event meeting to discuss expectations of the club, and equipment or staff needed in order to host the event. Home event meetings will take place every Monday and Tuesday at 5:30pm or by appointment. Failure to attend a home event meeting may result in cancellation of the event, restricted access to facility or Competitive Sports resources, or loss of budget points for an intermediate infraction (see Minus Points section).
Clubs wishing to utilize Athletic Department facilities such as Trask and Hanover Gymnasiums should contact the Department of Athletics at 962-3235 ONLY AFTER notifying the Competitive Sports staff and receiving approval to do so.
Your club is responsible for the behavior and conduct of the visiting team. Invite only those teams that you know to be of high quality on and off the field! University Police may be deemed necessary depending on the size of the crowd and/or the type of activity anticipated. Club funds will be used for this expense.
Your national governing body (NGB) may require that EMS be present at your home games. It is your responsibility to know and follow your NGB rules.
Advertise an Event
There are many ways to raise the profile of your organization on and off campus. Flyers, Facebook, and sidewalk chalk are easy ways to get the word out about an upcoming event. You can utilize the Campus
Activities & Involvement Center event calendar to reach the on-campus community.
Print Flyers
Printing services are available to all clubs. Here’s how:
1.
Develop your document.
2.
Submit it to the Competitive Sports Staff ( sportclubs@uncw.edu
) for review.
3.
Printing less than 20 copies may be accomplished at the Campus Activities and Involvement Center using the club copy card .
Larger projects will be submitted to the University Copy Center/Print Shop.
4.
The Competitive Sports staff can help you complete the University’s “Print Request” form for larger projects.
Club funds may only be used for printing on campus. We cannot reimburse you for printing work done off-campus. Post flyers only on bulletin boards designated for general campus use. Do not post flyers on departmental bulletin boards.
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Practices
Only club members and coaches may participate at club practices. All sport club members must be approved on an IM Leagues roster and have a valid UNCW ID card and be prepared to present it . Sport club coaches must possess a coach’s pass and have a form of photo identification when on university property.
Clubs utilizing on-campus facilities must submit a reservation request in order to receive regularly scheduled practice reservations each semester. The request forms are found on the Forms/Manuals page of the Sport Club website. Failure to submit practice requests may result in reduced practice times and/or restricted access to oncampus facilities. Campus Recreation and the Competitive Sports Program reserve the right to change, cancel, or otherwise modify practices.
During the semester, clubs are expected to utilize the practice times that have been reserved for their club. If the club needs to cancel a practice for any reason, a club representative must contact the Competitive Sports Office by 3pm the day of the practice or by 3pm on Friday if the practice occurs on the weekend. Failure to notify the Competitive Sports Office of a cancellation may result in the loss of reserved practice time.
Access to Equipment
A competitive sports supervisor will be on duty for all official club practices and competitions. It is the responsibility of club officers to inform the Competitive Sports staff of their practice/competition needs at least
2 weeks prior to the practice or competition the equipment will be needed. For competitions, this may be done by submitting the Event Request Form. The day of the practice/competition the competitive sports supervisor will supply any equipment that was previously requested if available. For any practices in the Student
Recreation Center, clubs should contact the SRC Building Manager for assistance if the requested equipment is not available at the start of their practice.
Prior to home competitions, clubs may require painting materials in order to line fields for play. A paint plan, including a field diagram and schedule to paint, are due at least one week prior to the intended day of painting.
At the completion of painting sessions, clubs must return the used equipment to the storage area and ensure the items are properly arranged and accessible for the next use. Leaving painting equipment in disarray
(i.e. painting string not properly wound, measuring tape in knots, paint cans strewn about, etc.) may result in loss of budget points or other sanctions.
Additional Practice Time
Clubs may request additional practice time for special reasons (try outs, preparation for nationals, consecutive rain outs, etc.) by submitting an event request form. All requests will be handled on a case by case basis due the reason for the request.
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Travel
Travel Requests
Your club will more than likely travel at some point during the semester to compete against another university or collegiate club. You need to plan ahead for such a trip.
1.
Designate a Trip Leader (UNCW student employee preferred). This person will be responsible for all travel paperwork and is responsible for attending the pre-trip meeting. These meetings are held on
Monday and Tuesday afternoons before the trip. Pick the time that is most convenient for you. The trip leader or club designee MUST attend this meeting! Only those members listed on the travel roster are eligible to travel (include any coaches).
2.
Go to the sport club page ( www.uncw.edu/campusrec ), click on the link Forms/Manuals and scroll down to “Travel”.
3.
Travel Request form must include a roster, route of transportation, list of drivers’ licenses state and numbers of the individuals driving (if driving) and indicated time of trip meeting expected to attend.
4.
Indicate on the Travel Request roster each club member that may receive a reimbursement. We need this information in order to process the travel.
5.
Submit the Travel Request form to sportclubs@uncw.edu
at least ten business days prior to the date of departure. All supporting documentation, including route, should be submitted at this time.
6.
The Competitive Sports Staff will process the Travel Request. The completed travel authorization will be sent to the trip leader via UNCW email for approval. Approval must be completed prior to travel!
Keep your in-box clean!
7.
This email will direct the trip leader to the UNCW Travel webpage. There, the trip leader will be asked to “approve” the details of the trip. If there are any corrections to be made please contact the
Competitive Sports Staff immediately.
*UNCW administrators must also approve the travel so please respond to the travel email promptly.
8.
Entry fees and registration are the only travel advances that can be submitted with the travel request for payment from on-campus funds. a.
This MUST be done with a university credit card. All other payment methods will be paid
AFTER the event has taken place due to university policy.
9.
Remember only individuals listed on the official club roster are eligible to travel with the club. SCC allocated money may not be used to supplement a “vacation” or “spectating” for non-club members.
10.
All of the details will be reviewed and revisions can be made at the pre-trip meeting. If a club is not represented at the pre-trip meeting, the club will not be authorized to travel.
11.
Prior to departure, a club representative MUST pick up the Travel Binder containing travel information, emergency procedures, Competitive Sports Contact information, etc. a.
Failure to pick up/return Travel Binders may result in loss of budget points for failure to adhere to policies and procedures.
Course Attendance & Travel
In some instances sport club competitions may conflict with a student’s coursework or class schedule. The club member is responsible for contacting their professor(s) well in advance of any club travel. Officers SHOULD
NOT contact a club member’s professors on behalf of any members as a method of verification for the travel. If professors request any verification, the member should contact a Competitive Sports Advisor. Please note, professors are NOT required to grant excused absences for Sport Club travel.
The information below from the Faculty Handbook (p. 111) outlines the expectations of students and professors if missing class meetings due to travel.
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Chapter V: Faculty Responsibilities Page 111 of 164: Student participation in university-sponsored activities occasionally requires that a student miss one or more class meetings. A student who expects to miss class because of participation in a university-sponsored activity must notify the instructor in advance of the absence and make arrangements with the instructor to complete all missed work and, if necessary, to do any compensatory projects which the instructor assigns.
Travel Reimbursements
Individual club members will cover most of the travel costs. Entry fees, lodging and transportation costs may be reimbursed from your clubs allocated account.
1.
All travel guidelines must be observed in order to be eligible for reimbursements. a.
Expenses incurred during un-authorized travel will not be processed.
2.
All reimbursements must be from within the timeframe listed on the Travel Request.
3.
Vehicle rentals should paid through Purchase Order (see purchasing procedures) using a Vehicle
Request form and quote from the vendor. Pre-planning is a must!
4.
Go to www.uncw.edu/campusrec , click on the link Forms/Manuals
5.
Complete the Travel Reimbursement form including name, address and phone number. Attach the original receipts. This form is an excel spreadsheet and should be typed , printed, and submitted to the Coordinator of Competitive Sports/Sport Clubs (form may be emailed to sportclubs@uncw.edu).
6.
The trip leader or designee should bring the ORIGINAL RECEIPTS and submit Reimbursement
Request Form(s) (one for each member seeking reimbursement) ALL at the same time to Campus
Recreation by 3:00pm within 10 business days after travel. (For the purposes of this manual a business day is defined as days Monday through Friday from 8am- 5pm excluding holidays.) Please see the section on minus points for penalties associated with submitting receipts/forms after the initial deadline of 10 business days. a.
NOTE: per university policy requests over 30 days after travel will NOT be processed
7.
Hotel rooms and/or gas/plane tickets: Make sure the name on the receipt matches the name on the credit card!
8.
All gas receipts must show cost per gallon.
9.
If getting reimbursed for lodging please fill out a Hotel Occupancy form.
10.
Expenses paid for with off campus club funds are not eligible for reimbursement from on campus accounts.
11.
Once processed, reimbursement checks will be available for pick up at the SRC Main Office. a.
NOTE: Checks are NOT available until the payee has received notification from a
Competitive Sport staff member that the check has been received.
12.
After receiving notification, members being reimbursed have 30 days to claim their check. Failure to claim a reimbursement check prior to the deadline may result in cancelation of the check, denial of the reimbursement request, and refunding the amount to the club’s account.
13.
Only those club members listed on the travel roster by the end of the pre-trip meeting are eligible for reimbursements. No exception will be made.
14.
Expenses not meeting these criteria will not be processed.
Helpful Reimbursement Hints:
1.
Lost receipts/failure to print: take down the information of the gas station/hotel/etc. in order to contact them later. Hotels will almost always be able to fax/email a copy of the bill to you. a.
Note: Gas stations sell many items. ONLY GAS purchases will be reimbursed.
2.
Collecting Receipts: It’s highly recommended that you label receipts with the name of who paid and keep them in the Travel Binder. This prevents loss and facilitates turning all reimbursement requests in at the same time.
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3.
Rental Vehicles: The university will NOT pay for any additional insurance should you choose to include it in your rental. These expenses would be billed to the individual or the club.
4.
Gas Cards: These may be used ONLY when utilizing a rental vehicle. Please see the section below for further restrictions/details.
The Division of Student Affairs, Department of Campus Recreation, and the University are not insurers of club member’s safety when they travel. Club members are responsible for developing safe and prudent travel plans prior to taking trips.
Gas Cards
Clubs may utilize these cards when traveling in a rental vehicle only.
The following procedures MUST be followed in order to continue these privileges.
1.
Check out the Fuel Card Binder from the Office Manager in Campus Recreation Admin Suite (SRC
140) before trip departure. The fuel card binder includes: fuel card, PIN #, Receipting Form, tape, pens, and paperclips.
2.
Record the starting departure mileage on the first receipt before departing on trip.
3.
Each time a fuel stop is made, remove the top Receipting Form and fill out the requested information.
4.
Pay for the fuel using the UNCW Campus Recreation fuel card. * If there are any problems when using this fuel card, please call the 1-800 number listed on the back of the card .
Please note that odometer reading and driver ID are required for use.*
5.
Tape the receipt to the Receipting Form and record the current mileage on the next Receipting Form. If a receipt is not given at the gas pump, please see the cashier for a receipt.
6.
Return the completed Receipting Form with attached receipt to the clipboard.
7.
Repeat this process each time the vehicle is fueled.
8.
Upon conclusion of the trip, collect the Receipting Forms with attached fuel receipts, place them in chronological order in the binder, paperclip them together, and leave them in the binder.
9.
Return binder, complete with forms/receipts and card, to the Office Manager in the Campus Recreation
Admin Suite (SRC 140) between the hours of 8:00 a.m. and 5:00 p.m. on the next business day after returning from the trip.
** Warnings **
Cards are for fuel purchases only!
Record vehicle mileage prior to travel departure
Rent Vans and Trucks
Your club may need the use of rental vehicles. Sport clubs are able to utilize the UNCW contract with
Enterprise Rental (910-397-9110 ph, 397-9092 fax, 1437 S College Rd, 28403). There are 2 different accounts and rules based upon age. Enterprise can direct bill but cannot offer insurance to any customer under 18-20.
Student must have a valid DL and full coverage personal insurance. Enterprise can offer insurance and can be direct billed with PO for all students 21 And up. Students just needs a DL.
Club funds may be utilized, and here’s how:
1.
Call Enterprise (910-397-9110) to check availability. a.
Must be 21 or older for a 15 Passenger Van. For towing contact Triangle (# Below)
2.
Identify yourself and your club. Request the UNCW rate (includes insurance.)
3.
Reserve a vehicle(s), request a quote , and write down the reservation number on the vehicle request form. Confirm that Enterprise has your driver licenses information on file.
4.
Go to the sport club page ( www.uncw.edu/campusrec ), click on the link Forms/Manuals and scroll down to “Travel”.
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5.
Complete the vehicle request form including the reservation number and tax (must be listed as a line item).
6.
Submit the Vehicle Request and rental quote with the Travel Request at least 14 business days prior to the departure date. Form found with Travel Request.
7.
Remember to fill up with gas and clean out the vehicle at the completion of your trip to avoid extra charges.
8.
Gas cards are available for Rental Vehicles. Cards may be reserved by checking the appropriate space on the Travel Request form. They are available on a first-come, first-serve-basis. Cards will be checked out at the Campus Recreation Business office before 4:30pm on the last business day before your trip and must be returned on the first business day after your return. Submit your
Travel Request early!
* Crew and Triathlon Clubs may use Triangle Rental (251-9812 ph, 796-0843 fax) for towing .
Pay an Entry Fee
To pay for an entry fee using on-campus funds:
1.
Print off the official entry form (or create it using the on-line resource with the information you have)
2.
Submit a travel request for the event.
3.
Entry fees can only be processed along with a travel request.
4.
Indicate the method of payment preferred a.
Entry fees paid by credit card may be done PRIOR to the event. b.
All entry fees paid by check will be sent AFTER the event takes place.
Campus Recreation will assist you in working with tournament hosts to help with your registration for events. A meeting may be required between members of your Club and Campus Recreation staff to communicate what steps need to occur for the Club to participate in the event.
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