TABLE OF CONTENTS
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TABLE OF CONTENTS About CWU Collegiate Sport Clubs Office Support & Resources Contact List Collegiate Sport Clubs Staff Collegiate Sport Clubs Council Club Requirements Overview of Requirements, Deadlines and Meeting Times Forming a New Club Club Membership Status & Activity Classifications Club Business Meetings Individual Membership & Eligibility Club Officers Coaches/Advisors Faculty Advisors Athlete Code of Conduct Risk Management Insurance Calling 911, Blood Borne Pathogens Facilities & Scheduling Club Finances Community Service Projects Travel Guidelines University Recreation Vehicles Reserving a CWU Motor Pool Vehicle CWU Maxi Van Certification Driving Restrictions/Inclement Weather Excused Class Absence Requests Emergency Service for Vehicles/Accidents Forms Waiver/Assumption of Risk Medical History Form Athlete Code of Conduct Accident Report Private Vehicle Waiver Student Account Authorization Form Travel Conditions Resource Guide Volunteer Coach Application Volunteer Coach Information Coaches Role & Responsibilities Guide to Preparing a Sport Club Budget 1 2 3 4 5 5 6 7 8 9 10 10 12 13 14 14 16 16 18 19 20 24 25 25 26 26 26 27 27 27 28 29 30 31 32 33 34 36 37 38 39 ABOUT CWU COLLEGIATE SPORT CLUBS The Central Washington University Collegiate Sport Clubs Program is designed to allow men and women to participate in regional and intercollegiate competitive activities. It is our desire to extend to each student at CWU the opportunity to participate in a sport club individually or as a team. Each club is formed, developed, governed, and administered by their student membership. Student leadership, interest, and participation are essential elements of a successful sport club. The Collegiate Sport Clubs Program at CWU is designed to be a learning experience for members through their involvement in fundraising, public relations, community engagement, organization, leadership, administration, budgeting, and scheduling. As a participant in a Collegiate Sport Club, the student receives leadership opportunities and training through active participation. The leadership traits developed through these experiences are not only intended to benefit the students during their time on campus, but long after they leave the university. This handbook serves as the primary tool for Collegiate Sport Clubs to organize and operate under the guidelines of the University Recreation Department and Central Washington University. Club officers, volunteer coaches, advisors, and members need to familiarize themselves with the contents of this handbook and utilize it in the management of their individual sport club. The policies, procedures, and information presented in this handbook are vital to maintaining the clubs operation. It is ultimately the responsibility of the club officers to ensure the club is following the procedures and policies outlined in this handbook. In addition to containing specific policies and procedures to be followed, this handbook also assists clubs by explaining the privileges and responsibilities associated with becoming an affiliated and recognized sport club of CWU. Additional resources available to you include professional and student staff whose primary function is to assist and guide you to become a successful student organization. We measure success in a variety of ways. Results in competition are not one of them. Although we believe many of the traits of an effective student organization may help a team succeed in competition, this is not our primary focus. Our primary focus is to extend to students opportunities to participate in competitive activities and provide leadership opportunities as a result of that participation. Leadership development is the primary function of the Collegiate Sport Clubs program. 2 OFFFICE SUPPORT & RESOURCES University Recreation Office Hours: Monday- Friday 8 AM- 5 PM Address: Student Recreation Center Rm. 171 400 East University Way Ellensburg, WA 98926-7448 Phone Number: Fax Number: (509) 963-3516 (509) 963-3515 Mailboxes Every Collegiate Sport Club has a mailbox located in the Student Recreation Center in the Sport Club Office. Important notes, meeting reminders, and messages are left in these mailboxes. All incoming mail will be placed in their respective mailbox. All club mail is required to go to this office, never an individual club member’s residence. These boxes need to be checked at least once a week. Scanning/Fax Machine The Sport Clubs Office provides a fax machine for clubs to send or receive faxes. The fax machine can be used for Collegiate Sport Clubs business only, (I.E. sending information to other colleges, receiving tournament information, entry forms, vendor invoices, and league schedules). Before you send a fax you must get permission from the staff. The Sport Clubs staff can help you with any questions you might have. Publicity There are a variety of promotional opportunities on Central’s campus. The Campus Life Publicity Center is a great resource for creating flyers, marketing plans, announcements and other publicity materials. In addition to these services, together we work hard to create press releases for events that we are hosting as well as any news that may be of interest to the community. For this reason it is important to provide prompt and accurate information to our office in the form of competition reports and other information we request. To utilize the services of the Publicity Center, it is important to plan ahead and budget for these services. Please contact the Collegiate Sport Clubs Coordinator for more information. Scheduling Facilities As a student organization you have the privilege of reserving and utilizing facilities on campus as long as you are in good standing. Spaces inside of the Student Union can be reserved by your designated officer in the Scheduling Center located in the Student Union. The scheduling of other spaces must be coordinated with the Collegiate Sport Clubs staff. There is an electronic form that you can complete to reserve facilities on campus. Please contact the Collegiate Sport Clubs Coordinator if you have any questions about this. 3 COLLEGIATE SPORT CLUB CONTACT LIST Corey Sinclair, Collegiate Sport Clubs & Camps Coordinator Phone: 509-963-3516 Email: Sinclaic@cwu.edu Jordan Stinglen, Temporary Intramural & Special Events Coordinator Phone: 509-963-3511 Email: Stinglenj@cwu.edu Rusty Vineyard, Director Phone: 509-963-3557 Email: VineyardR@cwu.edu Outdoor Pursuits & Rentals Phone: 509-963-3537 Email: outdoorpursuits@cwu.edu Dania Cochran, Assistant Director Phone: 509-963-3513 Email: CochranDK@cwu.edu Teresa Breckenridge, Custodial Lead Phone: 509-963-3510 Email: BreckenT@cwu.edu Melissa Robertson, Interim Assistant Director - OPR Phone:509-963-3536 Email: RobertsonM1@cwu.edu Luz Barajas, Custodian I Phone: 509-963-3510 Email: BarajasL@cwu.edu Kim Graham-Roseburg, SecretarySupervisor Phone: 509-963-3514 Email: Grahamrk@cwu.edu Bo Browning, Custodian I Phone: 509-963-3510 Email: BrowningS@cwu.edu Ann Wittkopp, Head Athletic Trainer Phone: 509-963-3550 Email: Wittkopp@cwu.edu Challenge Course Office: (509) 963-3539 CWU Pool Office: (509) 963-1920 Shayne Wittkopp, Health Coordinator Phone: 509-963-3517 Email: Personaltraining@cwu.edu Club Accounting Office: (509) 963-1327 Scheduling Center Office: (509) 963-1641 Andrew Robinson, Temporary Challenge Course & Climbing Coordinator Phone: 509-963-3539 Email: ARobinson@cwu.edu Campus Life Publicity Office: (509) 963-2677 Motor Pool Office: (509) 963-3000 Facilities Office: (509) 963-3000 Michael Montgomery, Membership Services & Facility Coordinator Phone: 509-963-3556 Email: Montgomerym@cwu.edu Campus Police Ellensburg Police Office: (509) 963-2959 KITTCOM: (509) 925-8534 Student Health & Counseling Center 963-1881 Kittitas Valley Hospital Campus Information: 4 Office: (509) (509) 962-9841 (509) 963-1111 COLLEGIATE SPORT CLUBS STAFF The Collegiate Sport Clubs staff is available for all clubs to use as resources to help them with all facets of the club administration. The staff consists of the coordinator as well as a graduate assistant and several club supervisors. The coordinator is responsible for all aspects of the club’s activities. These aspects include, but are not limited to: Financial planning Purchasing Reservations Coordinating travel Facility scheduling Recruitment Risk management Event support Publicity Equipment management Community service The graduate assistant and club supervisors’ role is to be available to provide assistance with any area of the club management. Communication is essential to ensure policies and procedures are being followed, as well as knowing how we can help navigate the challenges each club faces. For this reason, the supervisors meet with the clubs on a regular basis. The frequency of these meetings may be determined by the club’s current activity level and events coming up. COLLEGIATE SPORT CLUBS COUNCIL The Collegiate Sport Clubs Council serves as the representative body of the Collegiate Sport Clubs Program. Each recognized club sends one representative to communicate back to their officers. Additional club members may attend meetings, but are not eligible to vote on issues. The role of the Collegiate Sport Clubs Council is to make recommendations, offer advice, promote sport clubs, problem solve, and assist with the decision-making process in matters affecting Collegiate Sport Clubs at CWU. Each representative is responsible for attending all Collegiate Sport Clubs Council meetings and clinics during the academic year. Representatives also serve as liaisons between the club members, Collegiate Sport Clubs Council, and the Coordinator. 5 COLLEGIATE SPORT CLUBS REPRESENTATIVE REQUIREMENTS Each Collegiate Sport Clubs Representative must meet the following criteria: Must be an active member of a club for at least one year Must have all forms completed and filed with the Sport Clubs Office Must be a current Central Washington University student in good standing with the University. Must attend all monthly Collegiate Sport Clubs Council meetings Must be motivated and enthusiastic ATTENDANCE Attendance at regularly scheduled and special meetings is mandatory by all voting members or fellow teammates who are designated as proxies. If the voting members cannot attend, the Sport Clubs Coordinator must be notified in writing or by e-mail within 24 hours prior to the meeting. An absence may be excused through prior notification of the Sport Clubs Coordinator. If more than three unexcused absences occur in a year, the offending club may be suspended from the Council. This action requires two-thirds council vote. Sport Clubs that are dismissed by the council may be re-instated to good standing after a one-year probationary period with non-voting status. Meeting minutes from these meetings will be sent to all of the club officers within two business days of the meeting. COLLEGIATE SPORT CLUBS COUNCIL REPRESENTATIVE RESPONSIBILITIES The role of a Sport Clubs Council representative is to communicate with the club members and the Sport Clubs Office. Responsibilities include, but are not limited to: Inform club members of policies and procedures pertaining to the Collegiate Sport Club Program Attend Collegiate Sport Clubs Council meetings and trainings Serve as a liaison between the club members, the council, and the Sport Clubs Office Provide input on issues like fundraising, community service projects, club funding, and policies and procedures CLUB REQUIREMENTS As a Collegiate Sport Club you are required to follow certain policies and procedures. In order to be a club “in good standing”, the following requirements must be fulfilled: 1. Each member is to complete the online registration form prior to any participation. Includes: a. Waiver/Assumption of Risk Form b. Code of Conduct Form c. Health form d. Insurance Information e. Private vehicle waiver 2. Turn in receipts for all club expenses. 3. Follow the policies outlined by Club Accounting. a. Website (http://www.cwu.edu/surc/surc-and-club-accounting) 6 4. 5. 6. 7. Communicate with the staff about all club activities, incidents, and concerns. Complete required paperwork for any injuries and notify staff of any serious incidents. Follow policies and procedures pertaining to club travel. Follow through with all club commitments whether it involves University Recreation, any organization your club affiliates with or a person or organization in the community. 8. Follow all policies and procedures of the Collegiate Sport Clubs program. Clubs not meeting any of these requirements will be given a formal warning. The second penalty is a meeting with the entire club membership and the club will be placed on probation. The third penalty is loss of privileges that may include any of the following: Temporary or permanent loss of funding Suspension of facility space Suspension of travel privileges Temporary or permanent loss of recognition as an official sport club Meeting Attendance A club representative is required to meet with the sport clubs staff on a regular basis, as well as attend monthly meetings. Clubs that do not meet this requirement will lose their ‘good standing’ status if they miss two meetings without following up with a staff member. To regain their ‘good standing’ status, they must meet with the coordinator. If a club misses two meetings in a quarter, they will be put on probation. If at any time a club is not in ‘good standing,’ the Scheduling Center as well as the ASCWU BOD Office will be notified and will also be notified when the club returns to their ‘good standing’ status. PLEASE NOTE: These penalties do not have to be followed in order, the severity of a club’s actions or lack thereof may dictate stiffer penalties. FORMING A NEW CLUB Prior to becoming part of the Collegiate Sport Clubs program, a club must meet the following requirements: 1. The club must be an ASCWU club IN GOOD STANDING for a minimum of one year before a club may petition to become a Collegiate Sport Club. 2. The club must meet with the Collegiate Sport Clubs Coordinator, the Vice President of Clubs and Organizations, and the advisor of Associated Students of Central Washington University to develop a risk management plan specific for their activity. 3. The club must show they have successfully followed the advised risk management plan to manage the risks associated with their activity. 4. The club must also show it is able to raise funds to cover its expenses. There likely will not be funding for new clubs until the next budget request. A typical sport club generates at least 50% of its overall operational expenses while all club members pay dues to offset these costs. Some of the criteria used to decide whether a club should become a Collegiate Sport Club or if a club should continue to be a Collegiate Sport Club includes, but is not limited to: 7 How successfully the club followed the policies and procedures outlined by ASCWU and/or the Collegiate Sport Clubs program Opportunities to compete in the area Facilities in the area that are available for practices and competitions The financial costs associated with the activity and the club’s plan to overcome financial challenges What governing bodies the club will need to belong to What the level of interest is on campus to participate in the activity If there are similar opportunities on campus to participate The level of student commitment to the success and longevity of the club Additional financial support the BOD is willing to provide for this club PLEASE NOTE: Any club can be evaluated at any time to ensure they are meeting the requirements of the Collegiate Sport Clubs Program. If a club fails to meet the minimum requirements they will become an ASCWU Club and no longer be recognized as a Collegiate Sport Club. CLUB MEMBERSHIP STATUS & ACTIVITY CLASSIFICATIONS CLUB MEMBERSHIP STATUS Several classifications have been created to help define a club’s membership status and what requirements they must meet to remain a club. These classifications include Full, Probationary, Contingent, and Inactive. See the list below for the details on each classification: Full Membership Status- These clubs have a proven track record of sound leadership, have a strong membership base, consistently meet their financial goals, and have been in good standing with the Collegiate Sport Clubs staff. Probationary Membership Status- These clubs have had difficulties managing their club or do not have a proven track record. These clubs will be evaluated at the end of the year to determine whether they are to be placed under “Full Membership Status” or as under “Contingent Membership Status”. If a club is failing to meet requirements, they may be placed under “Contingent Membership Status” at any time. Contingent Membership Status- These clubs are identified as having the potential to become inactive due to lack of leadership, not having a strong membership base, or failing to meet the requirements of a Collegiate Sport Club or ASCWU club. Inactive Club Membership Status- These clubs have failed to meet requirements by the Collegiate Sport Clubs program or ASCWU and are no longer recognized by CWU. To regain an active club status a club must meet with the Collegiate Sport Clubs Coordinator and may petition to become an active club again after meeting club requirements for at least two quarters. ACTIVITY CLASSIFICATIONS Activity levels of clubs fluctuate from club to club. To help identify the activity level of each club, the following ranking system has been created: Flagship Programs: have a very high level of activity 8 have a history of competing regionally and often times nationally compete in numerous competitions and host numerous events have significant pressure on them to fundraise to meet their financial goals recruit students to attend CWU and participate in their club require significant administrative assistance Highly Competitive Clubs: compete in leagues or multiple tournaments throughout the year often times compete regionally host events require a fairly significant amount of administrative assistance Competitive Clubs: compete several times during the year may host an event require moderate administrative assistance Recreational Clubs: only compete a couple times throughout the year don’t frequently host competitions do not require a lot of administrative assistance CLUB BUSINESS MEETINGS 1. Each club must conduct at least one organizational meeting each quarter to discuss: o The club’s financial status Dues collected, any delinquencies Financial goals Account activity over the past 12 months Upcoming expenses o Upcoming events Competitions Practices Community service projects Fundraisers Recruiting events o Current club roster and paperwork completed by individual members o Report from individual officers o Revisit or set goals for the year o Any concerns o Leadership transition 2. These meetings should be used to discuss fundraising ideas, new business, up-coming events, practice times, game schedules, guidelines, and any other matters of importance. INDIVIDUAL MEMBERSHIP AND ELIGIBILITY 9 MEMBERSHIP Membership and participation within a sport club organization must be free of discrimination based on race, religion, gender, ethnic group, national origin, age, sexual orientation, or disability. Only students may be elected and hold executive offices within the club. Clubs may set their own specific requirements for membership as long as they are fairly applied to all active and prospective members. Clubs are required to act in a democratic fashion so the membership and elected officials guide the direction of the club. Clubs may need to limit the number of members that compete; it is understandable that only a certain number can realistically participate during competitions. Students are responsible for the administrative duties of the club. Students are also responsible for ensuring the club follows the policies and guidelines of the sport club. Coaches, instructors, and advisors are only allowed to help guide the club. The Collegiate Sport Clubs Program is student run and must only be operated by students. STUDENT ELIGIBILITY In order to be eligible to participate in sport club activities, a student must satisfy the following requirements: a. Be at least 18 years of age. b. Be enrolled at Central Washington University c. May not be on academic or disciplinary probation d. Have a valid CWU identification card e. Complete all necessary paperwork PRIOR TO PARTICIPATION (Waiver/Assumption of Risk Form, Athlete Code of Conduct Form, Personal Vehicle Waiver, copy of driver’s license, copy of CPR, and First Aid Certifications and copy of car insurance. Student Members are individuals who have full membership privileges that entitle them to the following: a. Participation in practices, competitions, meetings, and social events b. Holding an office within the club c. Voting on club matters d. Being involved in club finances e. Representing the club and the university f. Soliciting funds on behalf of the club as long as they are communicating with the sport clubs staff Student members and non-student members may have different benefits and privileges because the program is funded by student activity fees. NON-STUDENT ELIGIBILITY (ASSOCIATE MEMBERS) The following sport club guidelines apply for non-student members or ‘associate members’ eligibility for participation: a. All Sport Club Members must be at least 18 years of age to participate. b. Faculty, staff and community members are eligible to coach, train, and practice with various sport clubs during the year. c. Alumni, faculty, or staff members are not permitted to represent CWU during any Collegiate Sport Clubs competitions as a participant. d. Non-students are not allowed to hold an office in the club or serve on the Collegiate Sport Clubs Council. 10 e. These members have limited privileges and are not entitled to the rights and privileges described above in “Student Members.” f. Non-student members or associate members must meet facility requirements to practice or train. For example, if a club practices in the Student Recreation Center they must have a membership to participate and must meet the eligibility requirements to obtain a membership. PLEASE NOTE: Any Collegiate Sport Clubs Member (student or associate member) may have their privileges temporary revoked and/or suspended at any time if they violate University or Collegiate Sport Clubs policy. CLUB OFFICERS Each club on campus has been started because of student interest. Each club has evolved and progressed with the continued work of students and their leadership. Leadership is one of the foundations of this program and this is a vital opportunity for leadership development to occur. Some examples of the duties and how they are distributed are listed below: President Acts as the main representative for their club when dealing with the Sport Clubs Staff, publicity, recruitment, and administration Other officers report to the president; it is the responsibility of the president to make sure that all officers are performing their duties Acts as liaison between the club and the Sport Clubs Staff Assists the Sport Clubs Coordinator on all disciplinary issues that arise with the club Attend monthly Collegiate Sport Clubs Council Meetings Ensure all non-university volunteers such as coaches have completed applications and have been approved by the Sport Clubs Coordinator Communicate any potential issues or problems with coaches or instructors (the students are responsible for the actions of their coach) Vice President Assumes the responsibilities of the president when he/she is absent Assists other officers with administrative duties Ensure all club business materials (league information, financial information, competition and event information) are turned into the Sport Clubs Coordinator; this includes fundraisers, tournaments, service projects, etc. Notify office of all problems or changes in club, facility issues, league issues, practice schedules, or competition schedules Represent the club by attending meetings with the president and bring information back to club members Take minutes during all club meetings Create publicity materials for club events and get them approved by the Sport Clubs Coordinator Coordinate recruiting efforts for the club Treasurer Is responsible for coordinating the financial management of the club Records all financial transactions Submit budget requests Submit annual budget evaluations Submit budget requests for additional funding Submit purchase requests for equipment and other club expenditures 11 Maintain records for club travel expenditures Ensure all income including membership dues and any funds raised are properly recorded and submitted according to Collegiate Sport Clubs procedures Maintain records for inventory management Safety Officer Collect waivers and emergency information from each club member Submit facility requests, competition schedules and other facility issues Complete travel itineraries and other travel information in a timely fashion Ensure accident and incident reports are completed and turned into the Sport Clubs Office Report facility issues Ensure participants meet eligibility requirements Leadership transition can be very difficult for clubs and have a significant negative impact on a club if there is a gap in communication. Some strategies we encourage clubs to implement include: 1. Electing new officers in winter quarter so the club does not begin the year in the fall with new leadership. There are many different challenges in the fall to get the club recognized: revising the club constitution, collecting information from all club members, setting up meetings, and other duties. 2. Have elected officers shadow existing officers to help learn their new duties. 3. Students in their senior year should not be an officer of the club. If possible elect sophomores or juniors. This allows students to be involved in the leadership of the club and be able to use seniors that have served in that role as a resource to assist. Documenting duties and timelines for events and club projects. 4. Encourage officers to share information about their duties and tasks they are completing in regular club business meetings so the membership is aware of the tasks their club leaders do throughout the year. 5. Seek out resources! The Collegiate Sport Clubs staff is available to you and knows the history of your club and its activities. Communicate challenges that you face and there may be some solutions available that you are not aware of. There may also be other clubs on our campus or on other campuses that are facing similar challenges. Seek them out! COACHES/ADVISORS Because of the technical nature of a specific club and their level of competition, having a coach or advisor may be important for the continued success of a club. The coach is to be involved only with coaching the team during practice and competition. Since sport clubs are student organizations the coaches or advisors are not able to perform administrative or organizational duties. Coaches are not entitled to payment or reimbursement for expenses they may incur as a result of their activities with the club. If a club chooses to provide some financial compensation for expenses incurred or for the service provided, these terms will be disclosed to the Collegiate Sport Clubs Coordinator in the presence of both the club officers and the coach(es). The club will be required to fundraise for these expenses; S&A funds cannot be used to pay a coach. COACH'S/ADVISOR’S ROLE AND RESPONSIBILITIES 1. The coach/advisor must be aware of and follow all university and department procedures relative to the Sport Clubs program. 12 2. The selection of a coach/advisor must be approved by a majority of the club’s members and is subject to the approval of the Sport Clubs Coordinator. 3. The coach/advisor can serve as a great resource for a club. It is important to use the students to execute tasks and manage the club. Failure to include club members or officers not only eliminates the leadership development component of this program, but can create large issues because policies and procedures could be violated, putting the coach/advisor in a very compromising position. 4. Coaches will not collect money from club members or handle club funds at any time. The coach’s role is strictly for instruction and not administrative purposes. Coaches will not be reimbursed or expect reimbursement for any of the expenses they incur by performing their duty as a volunteer coach. 5. Coaches are not allowed to purchase equipment for the club. Any equipment purchased by the coach will remain in the possession of the coach and will not be reimbursed. 6. Coaches must help ensure good sportsmanship at all times. 7. Coaches will refrain from making decisions about the club without input from club officers and members. This includes any correspondence with leagues, other universities, and other departments at the university. If the coach is aware of any decisions that are made without the consent of the Sport Clubs Office, this information must be brought to our attention immediately. 8. The Sport Clubs Staff has the right and obligation to protect the club, and if, in the staff's opinion, the coach/advisor is not working in the best interests of the club, the coach will be relieved of his/her coaching duties. 9. Coaches must be recommended by club members and must renew their coach's information for each academic year. Continuation of coaching duties is not automatic. 10. It is recommended that all coaches purchase medical insurance. 11. The coach/advisor is not an employee or representative of CWU or of University Recreation and may not represent them self as such. 12. Coaches must demonstrate a level of expertise in their sport. A one page resume must be kept on file with the Sport Clubs Office. PLEASE NOTE: Sport club members select coaches and advisors. Therefore, officers elected by the team can dismiss a coach or advisor at any time during the year. However, before the dismissal of a coach or advisor, the Sport Clubs Coordinator must be notified. FACULTY ADVISORS All CWU clubs are required to have a faculty advisor. Collegiate Sport Clubs are unique in that they have the Collegiate Sport Clubs Coordinator that is employed by the university to supervise and advise competitive sport clubs on campus. In many cases, the coordinator functions as the club’s advisor, but all clubs are encouraged to find an additional advisor especially for larger clubs that are highly functioning. Functions of the Collegiate Sport Clubs Coordinator include: Complying with all university policies and procedures Managing the risk involved in the activities clubs participate in Assisting with all functions of a club including financial planning, purchases, travel, event management, recruitment, marketing, fundraising, goal setting, conflict management, equipment management, communication and complying with national governing body requirements 13 Scheduling facilities for events Navigating challenges they face Train and supervise club officers, members and coaches Handle discipline issues pertaining to the club Align the program with the university goals and mission Having an advisor that can provide additional support can greatly benefit the club. The Collegiate Sport Clubs Coordinator ATHLETE CODE OF CONDUCT Whether on campus for events or off campus for scheduled and unscheduled club activities, sport clubs and their members are considered to be representatives of Central Washington University. As representatives of Central Washington University, their behavior is expected to be reasonable, responsible, and mature. Individual members and the club as a whole are responsible for their behavior and will be subject to disciplinary action by the Sport Clubs Program. When staying off-campus, remember to be courteous of other people at the same location. Loud talking outside of guest’s rooms, yelling, and playing loud music or television can be very disruptive and cause an individual to complain to the property management or write a formal complaint to University Administration. ALCOHOL , TOBACCO AND DRUG USE: 1. Alcohol and tobacco use at Sport Clubs sponsored events and practices are prohibited both on and off campus. 2. Team members shall not use drugs (except for medical purposes) while traveling, competing, or socializing while using facilities including lodging. If a club member has an illegal drug for medical purposes they MUST notify the coordinator and create a plan for use that complies with federal, state and university policy. 3. Team members and coaches shall not consume alcohol while traveling, competing, or observing. 4. No member, collectively, or individually shall purchase for, serve to, or sell alcoholic beverages to minors. 5. Recruitment activities associated with any student organization shall be alcohol free. 6. Consumption of alcohol, drugs, or tobacco while participating as a member of a CWU Sport Club team will be considered a violation. HAZING: The definition of hazing is: “Any action taken or situation created intentionally whether on or off premises to produce mental or physical discomfort, embarrassment, harassment, or ridicule.” Hazing is considered an illegal act by anyone associated with the University. This includes student members, associate members, coaches and instructors. The Sport Clubs Coordinator as well as the University Judicial Officer will deal with any sport club caught hazing. UNSPORTSMANLIKE CONDUCT: Unsportsmanlike conduct shall be defined as follows: Any incident involving players, coaches, managers, or spectators that result in personal abuse by verbal or physical means as determined by an official or program coordinator in charge of the facility or program. Any participant or spectator who commits, incites, or aids others in committing any of the following acts of misconduct or unsportsmanlike 14 behavior shall be subject to disciplinary procedures by the university as well as the Sport Clubs Coordinator: A participant or spectator who hits, strikes, or pushes another participant, spectator, employee, or person of authority. A participant or spectator who threatens physical harm towards another participant, spectator, employee or person of authority. A participant or spectator who verbally abuses or disrespects another participant, spectator, employee, official or person of authority. A participant or spectator’s actions that could potentially cause equipment or facility damage and/or personal injury toward another participant, spectator, employee, or person of authority. Participants and spectators are expected to be cooperative and honest when asked for assistance in identifying individuals who may be involved in incidents. All club members are required to report any incidents and will cooperate with any investigations. PLEASE NOTE: While traveling to contests away from the university, club members and coaches are considered to be representatives of the university from the time they leave campus until they return. RISK MANAGEMENT The safety of all participants, including club members, students, coaches, consultants, faculty, staff, and alumni is of the utmost importance! A good risk management plan will assist you in the coordination of events and travel that will increase the safety of participants and spectators. University Recreation expects clubs to operate in a manner that reflects this belief, and provides clubs with the resources needed to implement a comprehensive risk management plan. Risk management is the process of advising organizations of the potential and perceived risks related to their activities. It also includes monitoring an organization’s activities and taking corrective actions and proactive steps to minimize accidental injury and/or loss. PHYSICAL EXAMINATIONS AND HEALTH The university strongly recommends that individuals have regular physical examinations before and during participation in any sport clubs events. It is also recommended to avoid participation when feeling ill, physically injured, or while having other harmful health conditions. RISK MANAGEMENT REQUIREMENTS Information and Assumption of Risk Forms must be on file before participants will be allowed to practice or participate in any event. Participants should discuss all possible injuries and health issues with a doctor before participating in club sport. It is required for all participants to meet the requirements of their national governing body. This includes but is not limited to requirements pertaining to insurance, individual registrations, communication and financial commitments. All Collegiate Sport Clubs members are required to have personal medical insurance. It is required that each club has at least two members certified in CPR and First Aid. An accident/incident report must be filed for every injury that occurs during a practice or event (See Appendix J). 15 PERSONAL MEDICAL INSURANCE Personal medical insurance is required participants! Personal medical insurance may be required by some national governing bodies. If you do not have personal medical insurance, some options are available to you. CWU has policies for students that cover sport clubs participants. There are other options as well that you can research on your own. The Collegiate Sport Clubs Program has secured an insurance policy that acts as a secondary medical insurance policy. This may cover medical expenses that are not paid by your primary medical insurance policy. It is important that the accident is reported to our office immediately. Complete the accident report form and see the coordinator for more information regarding the secondary insurance policy. COLLEGIATE SPORT CLUBS INSURANCE POLICY The Collegiate Sport Clubs program has purchased an insurance policy which includes general liability, major medical, and catastrophic injury. While the cost is significant, the university, our program, and our clubs benefit in a variety of ways. Some of the reasons for purchasing this policy include: 1. To help reduce the exposure of risk to the club, its members and the university. 2. To help ensure that should a student suffer significant injury while participating, he or she will be able to continue their education and help reduce long-term impact on their life. 3. To meet participation requirements imposed by leagues, conferences and national governing bodies. 4. To meet facility requirements for hosting events and practices. Please note that although this policy does include medical insurance, we still require participants to secure personal medical insurance prior to participation in this program. In the event your medical insurance does not cover all of your expenses, we have the option to file a secondary insurance claim to help with those costs. To do this, we have to have the accident documented on campus! Please note that this coverage is only in effect when you are participating in a recognized club function. FIRST AID KITS The Sport Clubs Office will supply a first aid kit to each sport club. It is the responsibility of each club to ensure that the first aid kit is fully supplied. Additional supplies are available in the Sport Clubs Office (see appendix B). Each team must have the first aid kit with them at all practices, competitions, and when traveling. Each first aid kit must include: o Emergency medical supplies Adhesive bandages (assorted sizes) Gauze pads Roller bandages 2 triangular bandages Antibiotic ointment Antiseptic wipes Breathing barrier Non-latex gloves Scissors Athletic tape o Accident reports o Staff Emergency Contact List o Member emergency contact information 16 INJURY PREVENTION 1. Club officers, club members, volunteer coaches, and instructors must emphasize safety during all club-related activities. 2. Develop and practice safety guidelines relevant to your sport. 3. Clubs are encouraged to have a member certified in First Aid/CPR in attendance at all practices and games. 4. Club members are required to inspect fields, facilities, and equipment prior to EVERY practice session, league game, and special event. Report unsafe conditions to the Sport Clubs Coordinator immediately! 5. It is strongly recommended that all members of a Sport Club have a physical exam prior to participation in club activities. The Health Center on campus can provide this service for a relatively low cost. INJURIES OCCURRING AT CWU OR OFF CAMPUS Always know where the nearest phone is to call 911, your location, and where emergency medical personnel need to go to respond to the emergency. Clubs must have all club members’ emergency information at all events. This information should be put in your first aid kit that must be with you at all times. When an injury occurs on campus, call the campus police. When you are calling from a campus phone, dial ext. 2958 to get the campus police. If you are calling from a payphone, dial 911 for the Ellensburg Police. When you are off campus, dial 911 for the nearest emergency response. When calling 911 you will need to identify what the situation is, your location, and if the injured person(s) has any pre-existing medical conditions. Please stay on the phone with the dispatch until help arrives. File an incident/accident report with the Sport Clubs Office within 1 business day after an injury or accident. When a serious injury occurs and requires a trip to the hospital, contact the Sport Clubs Coordinator immediately. Emergency contact information for University Recreation must be inside of your first aid kit. If you call someone and fail to talk to them, leave a detailed message, the status of the situation, and your contact information. Then go onto the next person on the list. Any injury that occurs when participating in a sanctioned club event must be reported within 90 days to a physician to be covered under our insurance policy. Questions regarding this policy should be directed to the coordinator. WHEN TO FILL OUT AN ACCIDENT REPORT When any injury occurs that prevents a participant from participating in practice or competition Any injury that requires medical attention (bandages other than a band-aid, tape, ice) When medical assistance is called Any injury involving a head, neck, or spinal injury (EMS must be called in this case) Anytime a participant loses consciousness (EMS must be called in this case) A detailed accident report must be completed in case of any injury during a Sport Club practice or competition. Be certain to include a description of the accident and any statements by witnesses and make sure all information is legible. Detail the first aid that was administered and by whom. In no 17 instance should you diagnose an injury, either verbally or in writing on the form. This form must be submitted to the Collegiate Sport Club Coordinator on the first business day following the accident. CALLING 911 In case of an emergency, follow the emergency procedures. 1. Call CWU police (911). 2. The CWU police will then dispatch an ambulance if necessary. 3. If the accident is not an emergency encourage the injured student to go to the Student Health Center or to a local hospital. 4. You must call the Collegiate Sport Club Coordinator if medical assistance is called. RESPONDING TO AN EMERGENCY In case of an accident resulting in injury, the supervisor or officer will be in charge of the situation with the club members assisting in rendering care. 1. Ask the participant if they would like you to call for emergency medical services. Make them aware that they are responsible for payment for all costs incurred. If the participant is unconscious, implied consent is granted. 2. NEVER transport an injured participant in an employee's personal car. 3. Make no statements to anyone other than the proper authorities. Do not discuss the incident with bystanders. In no way admit to cause or lay blame upon CWU personnel or facilities including yourselves or co-workers. Make no statements to the press. Refer anyone asking questions to the Assistant Director of Sport Clubs. 4. Injured persons not wishing emergency medical services should be directed to seek additional medical assistance on their own. 5. Complete a detailed accident report form. Be certain to include a description of the accident and statements by eyewitnesses. Detail the first aid that was provided and by whom. In no instance should you diagnose an injury, either verbally to the patron or in writing on the accident report form. Forward the completed accident/injury report form to the Collegiate Sport Club Coordinator. FIRST AID PROCEDURES Minor injuries such as sprains, abrasions, and small cuts will be left up to the discretion of the person injured. It will be up to the injured person to decide whether he/she requires emergency first aid to be administered by a professional. If a club member with first aid training recommends that some action be taken, the injured person should be encouraged to follow such action. Major injuries such as being unconscious, broken bones, and puncture wounds, etc. are to be taken care of under the following procedures: 1. The injured person is to be immobilized and attended to by a club member with first aid training. 18 2. 3. 4. Someone is to be sent to a telephone to call for an ambulance. Upon arrival of the ambulance, the injured person should be taken to the nearest hospital. Immediately contact the Collegiate Sport Club Coordinator and the injured person's emergency contact. BLOOD BORNE PATHOGENS Although the possibility of exposure to the AIDS virus, Human Immunodeficiency Virus (HIV), Hepatitis B, and other blood borne pathogens, is very small. It is important that all blood and bodily fluids (tears, sweat, saliva, feces, urine, and vomit) be considered as potentially infected or contaminated. In order to reduce exposure to blood borne pathogens, the following precautions are to be taken: 1. Treat all body fluids as if they contain a blood borne pathogen. 2. Personal Protection a) Wear disposable gloves for tasks involving contact with blood, other body fluids, or potentially contaminated materials. b) Wear face shield or a mask with glasses or goggles for eye/face protection when likely to be splashed with blood or bodily fluids. c) Wear additional protective clothing if contamination of skin or street clothing is likely. d) Use pocket masks or resuscitation bags when performing CPR. 3. Wearing gloves, promptly clean-up blood and bodily fluids on the floor, treatment tables, mats, or any surface that had been in contact with blood or bodily fluids by using a 12% (1:10 dilution) chlorine bleach solution. Allow the chlorine solution to remain in contact for ten minutes and then wipe away. This will disinfect the surface. 4. All disposable materials that have come in contact with blood or bodily fluids, such as towels stained with blood, must be bagged in a biohazard bag and placed in the biomedical waste container. If a biohazard bag is not immediately available, use a plastic waste paper bag, seal it, and take it to the biomedical waste container. 5. Hands and other skin surfaces contaminated with blood should be washed immediately and thoroughly! 6. Hands must also be washed after gloves are removed. 7. If you fear contamination, contact University Recreation immediately! FACILITIES AND SCHEDULING University Recreation, Athletics, and the academic departments share most of the recreation facilities at Central Washington University. Due to the large number of activities scheduled by each of these departments, space is limited. It is vital that your club plans in advance when it can practice and when it can host events. All clubs are required to schedule practices each year. This can be done using our online facility reservation form. This will allow you to communicate your needs and the staff will take care of the rest. If you have questions, please contact the coordinator. Please do not contact other departments directly unless approved in advance by the coordinator. Failure to comply with these or any other policies may result in loss of facility use. Club representatives are responsible for securing the necessary facilities for all practices, meetings, competitions, and other events that your club sponsors. A current game schedule is required as soon as it is available. 19 ON-CAMPUS FACILITIES UTILIZED BY COLLEGIATE SPORT CLUBS SURC Group Fitness Rooms SURC Climbing Wall Nicholson Multipurpose Fields Nicholson Fieldhouse CWU Pool CWU Tennis Courts SURC Gymnasium SURC Ballroom Community Fields Nicholson Pavilion Nicholson Pavilion SURC Recreation Center OFF-CAMPUS FACILITIES UTILIZED BY COLLEGIATE SPORT CLUBS Kittitas County Fair Grounds Suncadia Golf Course Toyota Town Center Ice Rink Morgan Middle School Wrestling Room Ellensburg Country Club Rodeo Bowl Bowling Alley RENTAL AGREEMENTS/CONTRACTS Students should not enter into any contact or sign any legal documents on behalf of the club without consulting with the Collegiate Sport Clubs Coordinator. If you do you are acting outside of your scope of authority and exposing yourself to a great deal of risk. Communicating regularly with the staff will help you navigate challenges unfamiliar tasks. Please seek them out with any questions you may have! GENERAL FIELD USE GUIDELINES No alcohol or tobacco use is allowed on campus or during sport club events. Players and coaches are responsible for making sure that no alcohol is consumed before, during, or after practices or games. Players and coaches should inspect the entire field every day before practice and prior to a game to check for potentially dangerous conditions. Each club is required to remove all garbage immediately following a scheduled event. This includes: tape, cups, or other materials that may be left on or near the field. Failure to comply with this policy will result in temporary or permanent loss of privileges. League contests take precedence over non-league contests. Use of university/club equipment and/or facilities is limited to club members. Make sure your club plays either before or after home varsity contests if the games are on the same day. There should be no club activity scheduled during finals week. If the Sport Clubs Office is unable to meet the facility needs of an individual sport club, the club may seek off-campus resources with the permission of the Sport Clubs Coordinator. Clubs failing to abide by the rules may find themselves without a facility and/or with other disciplinary actions taken against them. FACILITY INSPECTIONS It is the intent of the University Recreation Department to keep all facilities (both indoor and outdoor) in safe, playable conditions. It is important that sport club members review facilities prior to utilizing the space and report any problems to the Sport Clubs Coordinator that may pose a hazard to participants or spectators. In the event of inclement weather, clubs must first obtain the permission of the University Recreation Department prior to activity. 20 COMPETITION AND GAME REPORTS Following each competition, sport clubs are required to submit a competition report within two business days to the Sport Clubs Office (See Appendix L). This form will include; competition summary, clubs record, and team and individual statistics. Competition reports will also be used for press releases in both the Daily Record and The Observer. This report can be found online at the CWU Collegiate Sport Clubs website: cwu.edu/sport-clubs. CLUB FINANCES The responsible management of funds received from dues, student fees allocations, donations, and fundraising events is critical to the successful operation of a club. Each club is required to earn a portion of their budget through their own resources, such as quarterly or annual dues and/or fundraisers. Clubs are expected to maintain accurate records of all income and expenditures and to operate within their budget. Clubs are required to email all receipts to cwusportclubs@gmail.com upon any financial transactions made online. If financial transactions are not made online, receipts must immediately be brought into the Sport Clubs Office. This information will serve as a record for future club use as well as a paper trail that is required by law. MATCHING FUNDS The Collegiate Sport Clubs program is supported financially by Student Activity Fees. A portion of these funds are allocated directly to clubs. These funds serve as an incentive for clubs to generate additional funding. Instead of just giving clubs money, they must first generate revenue before they are allowed access to these funds. For example, if a club is allocated $500 in matching funds, before they can access this funding they must generate $500 in revenue. In addition to requiring a club to fundraise, clubs are also required to provide a need for the funds. We are required to track and show where all funds are spent and provide proper documentation for these expenses. Clubs should keep receipts for all of their expenses!! This not only satisfies our requirement, but also serves as a record of the club’s expenses for the year, which is beneficial for the club’s future financial planning. INDIVIDUAL CLUB ALLOCATIONS Individual club allocations are made based upon several variables, including: Number of student members Number of members in competition Activity of the club both in competition and outside of competition Growth and stability of the club Demonstrated self-reliance/fundraising Amount paid out of pocket Number of competitions throughout the year Travel costs Equipment needs Other costs the club incurs during the season (insurance, facility rental, etc.) Goals accomplished by the club Community involvement Ability to comply with policies and procedures 21 FUNDS ALLOCATED FROM THE UNIVERSITY Clubs generate funds by fundraising or having money allocated to them from the university. Depending on the funding source, clubs have different restrictions on how they use these funds. Regardless of the funding source, all clubs are required to follow federal, state and university policy. With this in mind, when a club is allocated money from the university, it is considered state funds. State funds are restricted forms of funding. State money can only be used to purchase the following: Team equipment: balls, goals, chalk, training tapes, etc. (Must be inventoried annually) Registration fees (League or Association fees) Automotive rentals Gas to and from competitions (with proper documentation) Hotel/Motels Buses/Airplanes Officiating fees Facility rentals for competition or practices State funds may not be used to purchase any of the items below: Items intended to benefit an individual Awards Individual clothing items that will not be inventoried as club property (including uniforms) Give-a-way items Self-generated funds can be used for things like food for a function, paying a coach, or can be given to someone if the decision is made by the club and follows their club policy on how financial decisions are made. Self-generated funds can be used any way the club sees fit as long as they do not violate any laws or university policy. REQUESTING ADDITIONAL FUNDS FROM S & A SUPPLEMENTAL FUNDING COMMITTEE As the year progresses, unexpected expenses may arise. These unexpected expenses may include regional or national travel, large equipment purchases, or costs to host an event. Like any other CWU club or organization, you have the right to request funding from the S & A Funding Committee. It is required when requesting additional funds that you communicate your intentions with the coordinator before you submit your request. The coordinator can help you plan and prepare your request. BANK ACCOUNTS It is the policy of Central Washington University that all clubs are prohibited from using an outside banking institution to deposit their dues or money raised during a club activity. Any violation of this policy may result in your club being suspended from the Collegiate Sport Clubs Program. FUNDRAISING Fundraisers can range from a simple one-time event to potentially year-round activities. It is possible for clubs to raise enough money to offset all of their yearly expenditures. The key to fundraising is starting early and continuously working to maximize your opportunities. All fundraising activities must have prior approval by the coordinator. Below is a list of some fundraising ideas: 22 Corporate sponsorship (cannot interfere with any current university agreements; check with the coordinator prior to making any agreements) Private donations Auction/Banquets General fundraisers (raffles, car washes, etc.) T-shirt sale Candy sale Offering youth clinics Magazine sales Host guest speakers or workshops Alumni mailings Staffing special events Concessions at events All of the above fundraising activities require planning and coordination and should be coordinated with the assistance of the staff. Remember that you need to get your fundraising ideas approved by the coordinator prior to organizing an event. DONATIONS Donations may be accepted by clubs, but it is important that we follow university, state, and federal laws. There seems to be a lot of confusion between a donation and a sponsorship. When a donation is given, the donor cannot receive anything in return. For a gift to be tax deductable, the gift must go into a foundation account so it can be tracked properly for tax purposes and there is proper documentation. If you have questions regarding donations you may contact the coordinator or the Club Accounting Office. Clubs should contact the Sport Clubs Office to ask for assistance locating potential donors. Local businesses may be willing to donate to your sport club. The Sport Clubs Coordinator must approve all donation letters before anyone is contacted. SPONSORSHIPS AND DONATION GUIDELINES CWU Collegiate Sport Clubs are a part of the University Recreation Department. University Recreation’s philosophy and goal is for students to lead healthy lifestyles while at CWU and beyond. University Recreation programs cannot be sponsored by alcohol or tobacco products. The University Recreation Department and the university must approve all sponsors. A sponsorship may not conflict with a current university policy or sponsorship contract. Any attempt to solicit donations, both written and verbal, must be discussed with the Collegiate Sport Clubs Coordinator prior to solicitation. As a part of the Collegiate Sport Clubs Program, University Recreation, and Central Washington University, it is important to keep a certain degree of professionalism. We strive to maintain this image in all aspects of our functions. If a business is interested in having a logo or company name on any equipment, it must be approved by the coordinator and the company must pay the costs associated with this addition. Any responsibilities or commitments must be outlined in writing and reviewed by the coordinator and other parties on campus to ensure we are not violating federal, state, or university policy. 23 CURRENT COLLEGIATE SPORT CLUBS SPONSORS: For the 2010-2011 school year, we have entered into agreements with US Bank, Winegars, Super 8 Motel, and the Holiday Inn Express. Both agreements benefit our program and your club in a variety of ways. Like any good partnership, we have tried to create a win-win so the relationship will last and be mutually beneficial. US Bank has supplied us with scholarship money for our participants. Each year US Bank supplies us with 18 scholarships that are awarded to 9 male and 9 female participants during the school year. In past years we have struggled to find ways to celebrate the accomplishments of individual participants. This partnership allows that opportunity. To nominate any participant, pick up a nomination form in US Bank and complete it. Winegars has also volunteered to support our program by providing refreshments for events, awards for participants, and even give money generated by our participants tracked by their rewards program. Our participants, friends, and family can register with the Winegars Rewards Program and a percentage of purchases made goes toward our program. The final partnership we have created is with the Holiday Inn Express. The Holiday Inn Express has offered rooms for event staff, donated money, and provided one room for every certain number of rooms we book through them. This saves you money when we host events, as you have to pay for lodging for event staff. Contact the coordinator for reservation details. CREDIT CARD PURCHASE PROCEDURE: 1. If you are interested in making a purchase using a credit card, contact the coordinator. 2. Please be sure you have the contact information of the vendor, a quote for your purchase, and the total amount of the purchase. 3. The coordinator will need verification from another officer that the club has approved the purchase and the club will reimburse all expenses related to the purchase. 4. The purchase will be made within 2 business days under normal circumstances. COMMUNITY SERVICE Community service is strongly encouraged. It is important for students to be engaged members of the community. There are various organizations that can help you find a community service project. Some local resources are the American Red Cross, the Civic Engagement Center on campus, and youth sports organizations in Ellensburg. All community service projects must be pre-approved by the Collegiate Sport Clubs Coordinator. The goal of this program is to: 1. 2. 3. 4. Contribute to the Ellensburg and CWU community Increase awareness about the Collegiate Sport Clubs Program at CWU Develop community support of the program and members Encourage students to become engaged and legitimate community members Benefits of the program: 24 1. 2. 3. 4. 5. 6. Help people in the community do things they may not be able to do themselves Improve the community of Ellensburg and CWU Create a strong tie between the students and the community Improve visibility in the community and on campus Provide a positive team building experience for club members Encourage club members and different clubs to interact outside of participation in sporting activities 7. Improve the image of our student body and student-athletes Clubs will be supplied with a variety of activities and ideas they may choose, or clubs may submit their own ideas. In order for community service hours to be recognized by the Department of University Recreation, the following guidelines must be followed: 1. The club must submit their proposed project to the Collegiate Sport Clubs Coordinator at least 1 week prior to the project. This will include the following information: a. Name and contact information of the agency or community member b. A description of the activity c. Identify any costs or equipment needed for the project d. A timeline for the activity e. A list of the members that will be participating (at least 4 are required at each event) 2. The club members must follow the guidelines outlined in the Athlete Code of Conduct Form 3. After the project is completed, the club must supply the following information: a. A reflection on the activity b. Total number of hours spent providing the service c. Total number of participants that participated on the activity d. Digital pictures of the club performing the service while wearing club or CWU apparel. TRAVEL GUIDELINES GENERAL TRAVEL GUIDELINES 1. All club travel must be pre-approved by the coordinator. Failure to comply with this policy may result in loss of privileges and will not be covered by our insurance. 2. Each time a sport club travels out of the area, they must turn in a Travel Itinerary at least 3 weeks before the departure date of the event (See Appendix N). This form will include a list of all club members attending the event, their emergency contact information, and contact information of a player on the opposing sport club team. It will also include the arrival and departure times for travel, the name of the event, the cost, and how the club will benefit from the trip. 3. Each member on the travel itinerary must be on the club roster and have a waiver/assumption of risk form as well as an athlete code of conduct form on file with the office. 4. When traveling, clubs are required to have their first aid kit with them. 5. Allow at least three weeks to process travel accommodations when driving. 6. Allow at least eight weeks to process travel accommodations when flying. 7. University Recreation vehicles are scheduled on a first-come first-serve basis, so plan ahead! 8. When traveling as a club, you are representing the university from the time you leave campus until the time you return. Remember to act professionally and responsibly. (See the “Athlete Code of Conduct Form.”) 9. Clubs are required to submit receipts for all club-related expenses. This includes receipts for gas, lodging, rentals, registration, air fare, and club equipment. 25 10. Each receipt must be turned in with the amount and date clearly printed according to the dates and times established on the travel itinerary. 11. In the event of a change in travel plans or an emergency, clubs are required to notify the coordinator immediately. If the club is unable to reach the coordinator they are to continue down the Emergency Contact List leaving messages with the individuals they contact until they speak with someone. Off-campus travel requires planning in advance. PLEASE NOTE: TOBACCO PRODUCTS OR ALCOHOL CONSUMPTION ARE NOT ALLOWED AT ANYTIME WHEN A CLUB IS TRAVELING ON OFFICIAL BUSINESS. RESERVING A CWU MOTOR POOL VEHICLE Your club has the option to utilize CWU Motor Pool vehicles. There is a cost associated with this service. There is a daily fee as well as a mileage fee. Gas is included in this fee. They will issue you a gas card that you will use while you travel. To reserve a vehicle, stop at the Club Accounting Office to discuss payment for the service. They have a form that will outline the costs and they will encumber these funds in your club account. Once the trip is concluded and the actual charges are confirmed, your club will be charged that amount. To find out if vehicles are available, you can call (509) 963-3000. CWU MAXI VAN CERTIFICATION CWU requires all students and staff to receive a certification before they may operate a maxi van. Before you operate a University Recreation vehicle (with the exception of the “Gator”) or rent a vehicle from CWU Motor Pool, you must complete this certification. If you have never been certified or if has been more than 24 months since you were certified, you must complete the following steps to get certified: 1. Go to the motor pool office located in the Jongeward Building, also known as facilities (This building is located on the west side of campus near the Science Building; the nearest intersection is C St. and 11 Ave.). 2. Inform them you are there to take the maxi van test. 3. They will have you sit down at a computer station to sit through a tutorial and take a test (up to 3 people may take the certification at one time). 4. Once you have completed the tutorial and passed the test, you need to inform the staff. 5. They will hand you a form that you need to complete and deliver to the University Recreation reception desk to be signed by your supervisor. 6. You are now certified as a maxi van driver. If you have been previously certified to drive a CWU “Maxi-van” within the past 24 months, you may retake the test online to get recertified. If you have never been certified, follow these instructions: 1. 2. 3. 4. Go to http://www.cwuce.org/vansafety/course.asp Username: cwu Password: drivesafe Once you have finished, come to the Recreation Center Reception Desk and ask for the Maxi Van Driver Certification Form. Fill out this form and leave it for the Sport Clubs Coordinator to sign. 5. The Sport Clubs Coordinator will sign it and give it back to the reception staff. We will send the information to motor pool so CWU has a record of this certification. 6. You are now certified as a maxi van driver. 26 DRIVING RESTRICTIONS Clubs are required to switch drivers every three hours. In addition, when club members are traveling, they may not drive between the hours of 1 AM and 5 AM. Before departing on a long trip, clubs are required to establish a travel plan with the coordinator. This will identify the hours the club will be driving and where they will stop. TRAVELING IN INCLEMENT WEATHER When a club anticipates traveling in inclement weather they must meet with the coordinator to discuss their travel route, how they will check road conditions while travelling, locations before passes where they can stop if needed, and discuss schedules in which they will communicate with the coordinator during the trip. EXCUSED CLASS ABSENCE REQUESTS Occasionally, club members will need to be absent from classes in order to attend scheduled sport clubs competitions. You must inform your instructors at the beginning of the quarter that you participate in a sport club that competes in off-campus events that may conflict with the scheduled class time. The coordinator can provide you with a letter for your instructor explaining what you are doing and when you will be traveling for the competition. If you need a letter, you must notify the Sport Clubs Office two full weeks prior to your departure date. This letter cannot be created after the trip has taken place. Please note, this is only a request for the instructor to work with you, we cannot excuse players from any academic obligations. Your request must be accompanied with the following information: 1) Club name 2) Name of the scheduled tournament or opponent 3) Location of the tournament/contest dates 4) Time of departure and return 5) Name (first and last) of all students who will be traveling PLEASE NOTE: Each participant will be responsible for all academic work missed during competitions. EMERGENCY SERVICE FOR UNIVERSITY VEHICLES In the event of an emergency where the vehicle cannot be driven, have the vehicle towed to the nearest reputable automotive repair shop or to a service station. Call the coordinator and then 509.963.3000 to contact motor pool and seek assistance. Indicate details of injuries (if any), assistance needed, and where the driver can be located. In the event you are involved in an accident with a university vehicle, follow these procedures: -Do not move the vehicle or leave the scene. -Notify the police. -Notify CWU Motor Pool Office at (509) 963-3259. -Notify CWU Sport Clubs Coordinator at (509) 963-3516 or (509) 899-1338. If you reach a voicemail, leave a message, and continue to attempt to contact the people on the emergency contact list that should be located in your first aid kit. FORMS 27 There are a variety of forms this program has created to help students, increase communication, document tasks, and manage risks. All of the forms in this handbook are located on our website. The address is http://www.cwu.edu/~rec/sportclubs/forms.html. If you have any questions about these forms, please contact the staff. Central Washington University Sport Clubs Assumption of Risk In consideration of being allowed to participate in the sport of ______________________, a recognized Sport Clubs Program at Central Washington University, I hereby voluntarily assume all risks in participating in the above mentioned sport, including traveling to or from participation sites. I understand that supervision by Central Washington University staff is not provided and by participating in the above named sport, I am exposing myself to the risk of injury including but not limited to temporary or permanent muscle soreness, sprains, strains, cuts, abrasions, bruises, ligament and/or cartilage damage, head, or spinal injuries, loss of use of arms and/or legs, eye damage, disfigurement or even death. I am also aware that there are other inherent risks of injuries that may occur by my participation in the above named sport that cannot be specifically listed. I have carefully read the Assumption of Risk and fully understand its contents. This agreement is between Central Washington University and myself and I have signed the document on my own free will. Signature:________________________________ Date:_________________________ DOCUMENT EFFECTIVE FROM THIS DATE FORWARD. Signature of the Witness to the Signing of this Document:_____________________________ If Signee is under the age of 18, parent or legal guardian must sign:_____________________ Membership Information Last Name________________ First Name___________________ Student ID #___________ Academic Year______ Student Status: Fr So Jr Sr Local Address Age______ Gender_______ Permanent Address ____________________________________ _________________________________ Street Street ____________________________________ _________________________________ City State Zip City State ____________________________________ _________________________________ Phone Number Phone Number 28 Zip Emergency Contact Person____________________________________________________________________ Name Phone Number Medical Insurance Information ______________________ ____________________ Provider _______________________ Policy Number Group Number NOTE: The Sport Clubs Program strongly encourages you to consult with a physician before participating in any physical activity to determine any potential conditions that may adversely affect your participation. We also encourage those with a pre-existing condition to wear a medical alert bracelet or neck tag indicating the appropriate medical information. We strongly recommend that all participants have a medical insurance policy that will cover injuries or illness that may occur due to participation in sport clubs activities. CENTRAL WASHINGTON UNIVERSITY RECREATION AND CLUB SPORTS MEDICAL HISTORY FORM This form is intended to be used to help prepare individuals to respond to an emergency which you may be involved in. This information is for your safety and every effort will be made to limit the number of individuals that come in contact with this information. Please be thorough and print legibly. Name (Please Print): ________________________________________ Today’s Date: __________________ Date of Birth: _______________ Cell Number: ___________________________ Student ID ___________________ Past Medical History Physician’s name: ______________________________ City, State_______________________________________ Date of last physical: _________________________ Have you ever been hospitalized? □Yes □No If yes, what for? __________________________________________ Which of the following conditions are you currently being treated/have been treated for in the past (please check all that apply) □Shortness of breath □High blood pressure □Seasonal allergies □Diabetes □Asthma □Stroke □Headaches / Migraines □Neurological problems □Anemia /blood problems □Seizures □Arthritis □Depression / Anxiety Please describe any current or past medical treatment not listed above (broken bones, sprains, strains, etc) _____________________________________________________________________________________________ _____________________________________________________________________________________________ Please list your past surgeries (ACL repair, rotator cuff, appendectomy, etc.) _____________________________________________________________________________________________ _____________________________________________________________________________________________ Allergies □ □ Are you allergic to any medications? Yes No Please list all allergies, including medications (This includes peanuts, insects, penicillin, pollen, dander, etc): _ __________________________________________________________________________________________ Current Medications Please list and reason for medication: _______________________________________________________________ _____________________________________________________________________________________________ 29 Are there any medications you must carry with you at all times? If yes, please specify:___________________ _____________________________________________________________________________________________ Social and Preventive History Do you currently smoke or chew tobacco? □Yes □No If no, have you in the past? □Yes □No How many times per week do you exercise for a period of at least 30 minutes? ______________________________ By signing below, I hereby certify that to the best of my knowledge all the information I have furnished on this form is complete, true and accurate. I understand that this information will be kept confidential and only be used by club officers, University Recreation staff, and EMS staff in the event of an emergency. Signature ___________________________________________________ Date __________________________ 30 Athlete Code of Conduct Form As a participating athlete in the CWU Sport Clubs program I agree to abide by the following: I will conduct myself accordingly, responsibly, and professionally, at any and all Club Sport sponsored activities. This includes all home and away matches and any extracurricular activities. I will represent Central Washington University, the Sport Clubs department, and my team in a professional and positive manner. I will obey by the Sport Clubs policies and procedures. This includes the Sport Clubs handbook, building policies, and university policies and procedures. I will show respect to all competition officials, opposing team members, spectators, and university employees. I will not use drugs (expect for medical purposes) while traveling, competing, socializing and while using facilities including lodging. I will not consume alcohol at events, practices (on and off campus), while traveling or using facilities including lodging. I will not participate in Hazing other participant, spectator, employee, or person in authority. I understand that my actions may adversely affect my ability to participate in any of the remaining programs and/or remain as a functioning entity of Central Washington University Sport Programs. I understand that the following consequences are not progressive, meaning that one does not have to precede the other. I also understand that there are other consequences that I may suffer that are not listed below. Failure to comply with any of these policies will result in fines to my club or myself and/or any of the disciplinary actions listed below. Warning- Written or verbal Probation- Placed on contract by the Sport Clubs Coordinator Suspension- Exclusion from all or some sport activities for duration of time based on severity of the offense Expulsion- Permanent termination of Sport Club status and the incident may be turned over to CWU judicial officer and/or CWU police department. In all cases, the club representative and/or club member involved will be scheduled to appear before the CWU Sport Clubs Coordinator. I have read and understand the above stated Athlete Code of Conduct, and with my signature, I agree to abide by its contents. Athlete’s Name (Please Print) _______________________________ Date _____________ Signature _______________________________________ Student ID # _______________ 31 Private Vehicle Waiver Please fill this form out and file with the Sport Clubs office before driving your own vehicle to and from competitions. Name: ____________________________________ Date: _______________________ Sport Club: _______________________________ Phone Number: _______________ Address: ________________________________________________________________ Drivers License Number: ___________________ Expiration Date: _______________ Insurance Company: ________________________ Policy Number: ________________ Please attach a copy of your insurance policy and your driver’s license to the back of this form. 32 Student Account Authorization Form Club: Date: Name: Student ID #: Payment for Dues Check one of the boxes below: □ Fall Qtr. □ Winter Qtr. □ Spring Qtr. □ Annual Dues □ Other: _______________________________________________________ ________________________________________________________________ Amount: __________________________ PLEASE NOTE: ALL FEES ARE NON-REFUNDABLE!!! I hereby authorize the University Recreation staff to charge the following fees to my student account. I understand these fees are NONREFUNDABLE for any reason. ___________________________________ Print Name _____________________ Date ___________________________________ Signature ___________________________________ Club Officer Witness (Print Name) 33 Travel Conditions Resource Guide Washington http://www.wsdot.wa.gov/traffic/ (800) 695-ROAD (7623) or 511 Oregon http://www.tripcheck.com/Pages/RCmap.asp?curRegion=0&mainNav=RoadConditi ons (503) 588-2941 (Outside Oregon) (800) 977-6368 (Inside Oregon) Idaho http://511.idaho.gov/ (888) 432-ROAD (7623) Montana http://www.mdt.mt.gov/travinfo/ (800) 226-ROAD (7623) (800) 335-7592 (TTY) (800) 525-5555 (Highway Patrol Emergency) British Columbia http://www.th.gov.bc.ca/bchighwaycam/index.aspx (800) 550-4997 Utah http://commuterlink.utah.gov/ie.htm (866) 511-UTAH (8824) (Outside Utah) Colorado http://www.cotrip.org/rWeather/All_Regions_122706_143810.html (877) 315-ROAD (7623) (Inside Colorado but outside the Denver metro area) (303) 639-1111 (7623) (Outside Colorado or within the Denver metro area) Nevada http://www.nevadadot.com/traveler/roads/ (877) 687-6237 (1-877-NVROADS) 34 California http://www.dot.ca.gov/ (916) 445-ROAD (7623) (Outside California) (800) 427-ROAD (7623) (Inside California) 35 Volunteer Coach Application Name:__________________________ Club:___________________________ Phone Number:_________________________________________________________ Home Work Address: ________________________________________________________________ Street City State Zip How many months you have coached? ________________________________ List the number of years you have competed in this activity and at what level. ________________________________________________________________ List the number of months you have coached this activity. ________________________________________________________________ Please list 2 references (Include name, position and phone number): ________________________________________________________________________ ________________________________________________________ ________________________________________________________________________ ________________________________________________________ Number of hours available to coach each week: __________________________ First Aid card: Yes/ No If yes, date of expiration: _______________________ The responsibilities and duties of the coach include: Conducting themselves in an ethical and professional manner Developing and employing safety procedures Promoting and ensuring good sportsmanship at all times Developing and improving skills and strategies needed to participate Coordinating practices Attending games and practices whenever possible _________________________________ ________________________ Signature of Coach Date ________________________________ ________________________ Signature of Club President Date ________________________________________________ Signature of Sport Clubs Coordinator ____________________________________ Date 36 Volunteer Coach Information Name:________________________________ Club:____________________ Phone Number:____________________________________________________ Home Work Address: _______________________________ ________________________________ Start Date:____________ Finish Date: ___________ Practice Times: ___ MON Time: __Morning __6:00am __7:00am __8:00am __9:00am __10:00am __11:00am ___TUES ___WED ___THU ___FRI __Afternoon __12:00pm __1:00pm __2:00pm __3:00pm __4:00pm __5:00pm ___SAT ___SUN __Night __6:00pm __7:00pm __8:00pm __9:00pm __10:00pm __11:00pm Game Schedule DATES LOCATION 37 COACHING Coach’s Role & Responsibilities 1. The coach must be aware of and follow all University and department procedures relative to the Sport Clubs program. 2. The selection of a coach/instructor must be approved by a majority of the club’s members and is subject to the approval of the Sport Clubs Coordinator. 3. The coach should restrict his/her contributions to coaching and should refrain from activities involved in the club's management. 4. Participation in the Sport Clubs Program is completely voluntary, therefore monetary rewards or scholarships shall not be promised or given to any player, coach or prospective player. 5. Coaches will not collect money from club members or handle club funds at any time. The coach’s role is strictly for instruction and not administrative purposes. Coaches will not be reimbursed or expect reimbursement for any of the expenses they incur by performing their duty as a volunteer coach. Coaches are not allowed to purchase equipment for the club. Any equipment purchased by the coach will remain in the possession of the coach and will not be reimbursed. 6. Coaches must help ensure good sportsmanship at all times. 7. Coaches will refrain from making decisions about the club without the input from the club and the advice of the club members. This includes any correspondence with leagues, other universities, and other departments at the university. If the coach is aware of any decisions that are made without the consent of the Sport Clubs Office, this information must be brought to our attention immediately. 8. The Sport Clubs Staff has the right and obligation to protect the club, and if, in the staff's opinion, the coach is not working in the best interests of the club, the coach will be relieved of his/her coaching duties. 9. Coaches must be recommended by club members and must renew their coach's information from each academic year. Continuation of coaching duties is not automatic. 10. It is recommended that all coaches purchase medical insurance. 11. The coach/instructor is not an employee or representative of CWU or of University Recreation and may not represent themselves as such. 12. Coaches must demonstrate a level of expertise in their sport. A one page resume must be kept on file with the Sport Clubs Office. 13. Coaching is an obligation to instruct, condition and motivate participants. The information provided is correct to the best of my knowledge. I understand that providing false or misleading information may result in my immediate termination as a coach and disciplinary action by the University. I further understand that, if approved, I will be coaching on a volunteer basis at the discretion of the University and may perform duties only within the scope of my volunteer position. I have read and understand the "Coach's Role and Responsibilities" and agree to abide by the rules as listed. I understand that any infraction of the policies and procedures subjects me to dismissal as coach of the club. I hereby release Central Washington University, its Board of Regents, its employees and agents from any and all liability based on my participation as a volunteer coach. Signed: ________________________________ Date: ___________________ 38 Guide to Preparing a Sport Club Budget All of the costs should be estimated for 1 year. Include any printed information about the specific costs below and identify the source you retrieved the information. Use this information as a tool to create your budget for the year. Be sure to break down all costs so you are as specific as possible! The information below is to be used as a guide to project your costs. League/Conference 1. National Governing Body Fees: 2. League/Conference Fees: 3. Individual Registration Fees (will these be paid individually or by the club?): 4. Official’s Fees: 5. Other League Administration Fees (Please describe): Staff/Facility: 1. Supervision (Lifeguards, supervisor, etc.): 2. Facility Rental: 3. Facility Maintenance: 4. Other (Please describe in detail): Publicity/Recruiting: 1. Printed Materials (Flyers, banners, etc.): 2. Recruiting: 3. Other (Please describe in detail): Equipment: 1. 2. 3. 4. Uniforms: Practice Apparel: Team Equipment (Owned by the club): Other Equipment: Travel: 1. Trip Breakdown (Per trip): a. Tournament/Game Fee b. Vehicle Rental c. Gas d. Lodging e. Other Other: 39
