2015 Sport Clubs Officers’ Clinic
Welcome
• Roll Call/Mail Distribution
• Introduction
– Zach Gilbert - Assistant Director
– Brian Stelzer - Coordinator
– Andy Rampe – Coordinator
– Laura Shively – Program Assistant
Agenda
• Coaches & Officers
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Learning Outcomes
Expectations
Competitive Sports Staff Advisors
SCC/Board
2015 Changes/Updates
Eligibility
Being a Club Leader
Transitioning Leadership
Competitive Sports Supervisors
Risk Management
Coaches
Member Management
Hazing
Practices/Events
Agenda (cont.)
• All Officers
– Monthly Meetings/Reports
– SCLS
– IM Leagues
– Technology
– Sport Club Banquet
– Dates to Remember
Agenda (cont.)
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Budgets
Points
Purchasing (On & Off Campus)
Logos & Approval
Assessment
Risk Management
On Campus Services
Home Events/Meetings
Travel/Paperwork
Practices
Assessment
Learning Outcomes
• Participants will define the roles of coaches
and supervisors.
• Participants will identify policies pertaining to
the administration of their club.
• Participants will demonstrate understanding of
the Sport Club Manual through assessment.
• Participants will be able to list at least three
monthly meeting agenda items.
Dates to Remember
• SCLS (fall)
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SRC 219/221 - 5:30pm Wednesdays
Sept 9, 23
Oct 7, 21
Nov 4, 18
• SCC (fall)
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SRC 219/221 – 6:30-8pm Wednesdays
Oct 14
Nov. 11
Dec. 2 – SPORT CLUB BANQUET
• Travel & Purchasing Workshops
– ONLINE!! OR Friday, August 28th 3:30pm
Dates to Remember
• No Practice/No Home Event Dates
– Sept. 5th-8th (Labor Day)
– Oct. 10th-13th (Fall Break)
– Nov. 6th-8th (SAFF)
– Nov. 25th-29th (Thanksgiving)
• Seahawk Leadership Conference – Oct.
17th
Expectations
• What can you expect from us?
– To be a resource and an ally
– Source of information
– To hold you accountable
• What we expect from you:
– Communication
– Accountability
– Seahawk wherever you go
Competitive Sports Advisors
• Zach
– Fishing, Ice Hockey, M/W Rugby, Baseball, Softball,
Sailing (Club)
• Andy
– M/W Basketball, M/W Lacrosse, Crew, Gymnastics,
Triathlon, Cycling
• Brian
– Equestrian, Field Hockey, Golf, M/W Soccer, Swim, M/W
Ultimate, M/W Volleyball, Water Polo, Waterski,
Wakeboard, Quidditch, Tennis
SCC/ Advisory Board
• Advisory Board
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President: Laura Shively
Vice President: Camille Baker
Treasurer: Zach Rogers
Secretary: Joel Cartner
• Sport Club Council
– Governing body of all Sport Clubs
– Regular meetings (www.uncw.edu/campusrec)
• Discuss current policies
• Provide updates & ideas for clubs (e.g. fundraising)
• Results of missing a meeting
SCC/ Advisory Board
• Board’s role within the SCC
– Mentor clubs
• Answer questions/address issues
• Liaison between clubs and CS Advisors
– Represent ALL clubs in certain situations
• SGA Allocation Hearing ($$)
– Provide budget recommendations
• Supplemental Funding
• Annual Club Direct Funding
SCC/ Advisory Board
• October Elections
– Submit interest to current Board in late
September
– Give speech or reasons for interest at meeting
– ONLY 1 vote per club, voting delegates
MUST attend in order to cast vote
– New Board Members take office in December
SCC/ Advisory Board
• Budget Presentations
– Annually in February to Board & Competitive
Sports Staff
– Formal Process
• PowerPoint, supporting documents (e.g. invoices),
and justification for budget
• For 2015-2016
– Clubs projected $330,500 for Operating Costs
– Clubs requested $130,000 for Operating Costs
– Available for direct funding: $46,650
Manual/Constitution Updates
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Affirm Eligibility
On-Campus Parking
Travel & Course Attendance
Post-Seasons & Graduation
Eligibility
• Who is eligible?
– “Currently enrolled University of North Carolina
Wilmington students who have paid student fees
are eligible to participate in the sport clubs as are
University of North Carolina Wilmington Faculty
& Staff.”
• Try outs
– Can’t cut anyone, but can create a travel squad, A
team, etc.
Leading the Club
• Head of an organization
– Set the example
• Pass along policies/procedures & represent club
when concerns arise
• Share your vision, promote camaraderie
• Talk the talk AND Walk the walk
– Margaret Thatcher said about leaders.
“Being a leader is like being a lady. If you
have to tell people you are one – you’re not.”
Leading the Club (cont.)
• Expectations of members
– Make sure they are written in your constitution.
– Pass along Competitive Sports policies
• all information flows through YOU!
• Recruit Leaders
– Identify prospective leaders
– Create positions for them as a “try out”
• Alumni Chair, Fundraising Officer, Etc.
Leading the Club
• Transitioning Leadership
– Encourage interested members to “shadow”
• Monthly meetings/SCC meetings
– What did your previous presidents know that
you wish would have been passed on?
• E.g. access to club email, past contacts, offcampus account info.
CS Supervisors
• Help you with events
– Unlock goals and provide equipment
– Water access and ice
• Another line of communication
– During events, practices or in our office
CS Supervisors
• ID & Waiver Checks
– There to help you ensure forms are done correctly
– Will ask for “point of contact”
– Let us know if this doesn’t occur
• Respond to injuries
– Ice, bandages, access to AED
– 910-962-3261 (SRC Lobby Desk)
Waivers/Swim Tests
• Waivers
– Due to CS Office before any practices/physical
activity
– Should be done during 2 required interest meetings
– PROOF READ!
• Swim Tests
– Required for ALL aquatic related clubs
– Large groups (4 or more) MUST make appointment
for club
• first come first serve
Risk Management
• Float/Route Plans
– Route intended to take
– Who is participating
– Who is CPR/1st AID certified
• Weather
– 30 rule for lightning
Risk Management
• CPR/First Aid
– Requirements
• Minimum 2 members with copies on file in CS Office
• At least 1 member at practice/travel/events
• Check Aquatics page for course listings
• Why is it important?:
– basketball player
– ATC during practice
Risk Management
• Accidents/Injuries
– On Campus
• Contact Competitive Sports Supervisor
– Off Campus/Travel
• Complete accident report
• EMS or head injury, call Pro Staff!
• Accident Report
Coaches
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Coaching Information Forms
Orientation/Information Session
CS Staff review coaching candidates
It is recommended that they have
certifications.
• Support for the club on the field/court
– MUST have Coach’s Pass & Photo ID to enter
building, only for practices/events
Membership/Travel/Try-outs
• ALL eligible may join the club (you can’t cut)
• Membership DOES NOT guarantee
playing/practicing/traveling
• Try-outs for A & B sides or travel permitted
– Note: Clubs w/B side is still part of the club and
have the same accountability, field restrictions, etc.
Hazing Policies
• Towson University
• Code of Student Life
– What does this mean for you?
Requirements Prior to Activity
• 2 Information Sessions
– MUST inform us when they are held
– If done BEFORE we can help advertise!
• 2 CPR/First Aid Certifications on file
• Waivers Submitted
• Swim Tests (if applicable)
Practices
• Non club members cannot participate!
– Cape Fear students, community members, etc.
• Cancelations
• Field Conditions
– Pay attention to weather/call hotline
• Bikes & Skateboards
– Off the fields
– Bike at racks
• Trash
• Keys and Equipment
Practices/Events
• Scheduling
– Submit proper forms for record keeping
– Contests = primarily first come, first serve
– No schedule dates (e.g. Spring Break,
Thanksgiving)
• Cancellations
– MUST let us know!
• 10 business days in advance of competition
• 3pm day of or 3pm Friday for weekend practices
Practices/Events
• Parking
– Must follow
UNCW Policies
– Not reserved for
practices
– May request
special event
parking for home
events
IM Leagues
• http://www.imleagues.com/School/Intramural/
Home.aspx?SchId=4b5f8de144c8452589d1c9
d7c8b32d98
Monthly Meetings
• Meetings once a month with CS Advisor
• Preferred to be with Club President and at least
one other member, but can be with as many
members as club desires
• Be prepared to discuss:
– Club goals
– Monthly club report
• (Due last Wednesday of each month)
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Upcoming events
Upcoming travel
Club budget
Anticipated purchases
Competitive Sports Leadership Series
• Variety of topics & presenters
– E.g. Leadership Transitions, Personal & Club
Budgeting, Risk Management, Resume Building
• Budget points
– 1 point for each member in attendance
– 3 bonus points for completing series
• Details, topics & requirements online
Technology
Website
– Forms/Manuals page
Touchnet
– Direct credit card payment
– Dues/entry fees (always open or period only)
– Link Available on Sport Clubs website
Social Media
Facebook: UNCW Sport Clubs Page
Twitter: @UNCWSportClubs
– Live On-Campus posts/tweets
– Marketing & Newsletter
End of Year Video
• Created for banquet with highlights from 2014
• Content
– Competition results
• Past year champions, on-campus & other footage
– Other accomplishments/events
• UNCW Move-in, Involvement Carnival, other volunteer
efforts
Hosting an Event
• Fundraisers/ Games/ Meetings
– Submit home game schedule as soon as
possible (ALL Clubs)
– Fundraisers/Meetings
• For on campus meetings rooms see previous slide
• Submit Event Requests for Campus Recreation
Facilities
• Make sure you have a spot reserved for
fundraisers
Hosting Competitions
– Games
• For games submit an event request – 14 business days in
advance
• Contact opponent to verify times and dates
• Schedule officials if needed
• Schedule a time to set up for your event
• Develop a budget
– Pre-Competition Meeting (NEW)
• REQUIRED to host on-campus
• Held week prior to event (Thursdays @ 5pm or by appt.)
• Agenda: Set-up, Field, Painting, Restrictions, etc.
Travel
• Forms
• Travel Notebooks
• Reimbursements
– Any reimbursement submitted after the 10 business day
deadline will be subject to minus points in the amount of -5
points for each day late. This is only incurred if a
reimbursement is submitted late.
– Name on receipt must match name on card.
– Must be within travel dates.
Budgets
• Keep track of your income and expenses
• Fundraising/Sponsorships
– Make sure you get it approved
– Get creative
• Deposits
– Money should be deposited by the next business day.
– Donations are eligible for tax benefits.
• Petty Cash
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Get approval
Under $50
Bring in Receipts
Fill out form
Budget Requests/Presentation
• Request/Hearing (60% of on-campus
allocation)
– February Meetings
– Formal process
• Powerpoint or similar
• Defend/show projected budget
– (e.g. bring copies of invoices, show competition results, etc.)
– Must include Operational Cost
• Minimum to function as a club
• Carry over balance should NOT be more than double
Point System
• Point System (40% of on-campus allocation)
– You can earn points and you can lose points
• Track these! If you don’t communicate when you should
get points, you may not get credit
– Reminders
• Can only gain 3 budget points a semester for team
meetings
• ½ point for chalking, tabling, & painting rock
• Additional +/- information in SC Manual
Purchasing
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Must be pre-approved!
Art work must be submitted for approval
If using a logo, must be with a licensed vendor.
Approved Logos
League Dues/Tournament Entry
• Requires advanced notice
– May be paid by Credit Card with advanced notice
– MUST follow same purchasing procedures
• (quote first, ensure they take credit, etc.)
– Travel & Tournament Entry
• MUST be requested/submitted with Travel Request
On Campus Services
• Mailbox
– Comp Sports Suite & CAIC Office
– Please get into a habit of checking it once a week
• Email
– Create a club email that can be passed down
– Request a UNCW email account by contacting the Campus
Activities & Involvement Center located in the Fisher
Student Center.
• Reserve a room
– Free of cost
– Contact information is in the Sport Clubs Manual online.
– Send Competitive Sports an event request
CAIC: On Campus Services
• Flyers
– Less than 20 copies can made CAIC Office
– Competitive Sports can help you with larger
projects
– Club funds can only be used for on campus
printing
• Buttons
– 50 per semester
• Posters
– 5 per semester
• Banners
Incentives & Service
• Canned Food Drive Competition
– ECU, UNC-Chapel Hill, NC State, UNC-Asheville,
Western Carolina
– The competition will be titled the “First in Flight Fight
Against Hunger”
– The collection period will consist of any 30 day period
during the fall semester (it is up to the discretion of the
school but preferably between October and November)
– The scoring will be determined based upon the total pounds
of food donated divided by the total number of club sport
members on all the rosters
– The winner will receive bragging rights and potentially a
trophy
Incentives
• Photo Contest
• Group Photo
Competitive Sports Advisors
• Zach
– Fishing, Ice Hockey, M/W Rugby, Baseball, Softball,
Sailing (Club)
• Andy
– M/W Basketball, M/W Lacrosse, Crew, Gymnastics,
Triathlon, Cycling
• Brian
– Equestrian, Field Hockey, Golf, M/W Soccer, Swim, M/W
Ultimate, M/W Volleyball, Water Polo, Waterski,
Wakeboard, Quidditch, Tennis
Dates to Remember
• SCLS (fall)
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SRC 219/221 - 5:30pm Wednesdays
Sept 9, 23
Oct 7, 21
Nov 4, 18
• SCC (fall)
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SRC 219/221 – 6:30-8pm Wednesdays
Oct 14
Nov. 11
Dec. 2 – SPORT CLUB BANQUET
• Travel & Purchasing Workshops
– ONLINE!! OR Friday, August 28th 3:30pm
Dates to Remember
• No Practice/No Home Event Dates
– Sept. 5th-8th (Labor Day)
– Oct. 10th-13th (Fall Break)
– Nov. 6th-8th (SAFF)
– Nov. 25th-29th (Thanksgiving)
• Seahawk Leadership Conference – Oct.
17th