Officer orientation Tuesday August 26th, 2014 Agenda Welcome and Introductions Activation Check-List Officer’s Manual & Important Forms Expectations Travel Updates Budget Keys Risk Management Coaches Orientation Schedules Important Dates Questions & Answers CPR & First Aid Certifications Welcome and Introductions Scott Schuttenberg Under Armour/East Bay Page 11 in Manual Budget/Allocations Introductions Jaclyn Club All Gidley Sport Executive Council Clubs List of Club Sports Teams Baseball Karate* Swimming Climbing Men’s Lacrosse Taekwondo Cycling Women’s Lacrosse Tennis Dance* Quidditch Triathlon* Fencing Men’s Rugby Ultimate Figure Skating Women’s Rugby Women’s Men’s Golf* Men’s Soccer Hockey Women’s Soccer Volleyball Activation Check-List Attendance at Rec Fest – Aug 22nd @ 8pmMidnight Attendance at Student Involvement Fair – Aug 24th @ 12pm-3pm Club Sport Officer Orientation – August 26th Completion of CPR/FA/AED class for safety officer – Sept 6th & 7th @ 9am in Upper Group Fitness Complete online UNC Club Chartering package – September 15th Officer’s Manual Expectations Hazing will not be tolerated! (Page 3 in Manual) Publicity and Marketing (Page 9 in Manual) Please read through the manual prior to 1-on-1 meeting with Jaclyn, and have questions ready Officer Agreement (last page in manual) Sign tonight! Club Sport Supervisors I will be hiring for this position Officer Expectations Responsibility Represent UNC both ON & OFF the field Set the tone and expectations with your team early As a staff we will support decisions that you make that you feel are in the best interest of the University and your club Communication Be sure to have open communication with other officers, teammates, and Jaclyn Respectful, timely, direct, and honest Jaclyn Gidley– 970-351-2936 (Office) & 765-661-9094 (Cell) Appointments – Honor your commitments Blackboard – Your first stop for paperwork and information President You are a Chief Executive Officer (CEO) Think “Big Picture” Live up to your word Hold your teammates accountable Step in and help fellow officers when necessary Be knowledgeable of the status of other officers Organize and hold your own club meetings Vice President You are a Chief Operating Officer (COO) Responsible for the daily operation of the team Making sure everything is running properly Is all paperwork turned in for every player? Assumption of Risk Non-Hazing Photo Etc. Release Secretary You are the Brain of the Operations You want to be knowledgeable on what everyone else in the club is doing Be seen somewhat as the record keeper Double checking that the club is in order and being a resource to any of the other officers where needed Responsible for the approval of all the marketing materials for the team Brochures, flyers, shirts, jerseys, any type of merchandise Treasurer You are the bank Any and all purchases need to go through you **NO PURCHASES SHOULD BE MADE WITHOUT OUR KNOWLEDGE** Need to be aware of how much is in your accounts “2” Account is your allocations “8” Account is your self-generated monies Fundraisers Organizing, taking the lead, and brainstorming for ideas to raise money for the club Student- Funded – “2” Account Account 20185 (General) Withdrawals only – one way account Top portion of your account statement “2” Account money is to be used primarily for the following: League dues Rental costs Player and Tournament registration fees Student hourly staff Umpires/Referees Self Generated Fund – “8” Account Two-way account – Deposits and Withdrawals Deposits – dues, fundraising, donations, tournament fees, sale of merchandise, ticket sales Withdrawals – reimbursements, coaches, equipment, apparel, regular season travel, registration, and fees Deposits & Withdrawals Deposits – Page 12 in Manual All cash/checks collected need to be deposited ASAP in the Campus Recreation Office between 8am – 4pm (will not accept after 4pm) Never deposit any Club Funds into your personal account For credit card payments over the phone instruct the payee to call Jaclyn at 970-351-2936 Withdrawals Reimbursements must be for approved expenses Need the original receipt (has to be an itemized receipt) For Tournament Registrations a form or letter from host is required Please drop off receipts in an envelope with the following information Payee’s name, address, and Bear ID Reason for purchase/reimbursement Withdrawals Continued Purchases P-Card – memberships, registrations, equipment, apparel, food, and travel Check Request – building and room rental, Independent Contracts (officials), reimbursements Travel Complete and submit a Travel Resource Form Registration and Fees P-Card and/or Check Request We will need an official form showing what exact the cost is for Fundraising & Donations Clubs must match 100% of their “2” Account allocation All fundraisers must be approved by Jaclyn ( Association with the following is off-limits; Alcohol, tobacco or drug related business/industries, UNC Athletics corporate sponsors, and raffles/gambling All car-washes must consist of appropriate attire! (no bathing suits or white shirts) UNC Football games - $100 per game for a team that brings 4-6 people UNC Foundation is a private non-profit 501(c)(3) We (Club Sports) are not a 501c3, so all our donations must go through the foundation for tax purposes. Let people know that their donation is tax deductible as it will be deposited through the Foundation. Budget Allocations (Page 12-14 in Manual) Dues Spreadsheet Will be announced next week Fill out tonight Account Statements Reading your statement Budget forecasting is VERY important Anticipate upcoming revenue and purchases Updates will be made on a weekly basis HALF TIME! Go take a 10 minute break and then be ready to play a game! Community and UNC Service Giving Back Habitat for Humanity Volunteer Day Additional volunteer opportunities Youth Clinics, Weld County Food Bank, UNC Events, City of Greeley Parks and Rec, Greeley Museums Office, Poudre River Trail, United Way, Boys & Girls Club, Habitat for Humanity, Senior Resource Service, Etc. Visit www.unco.edu/volunteer/ for more ideas! Event Date(s) Time Location Baseball Tryouts 8/30 & 8/31 11am - 2pm Jackson Field Climbing Informational Meeting 9/3/2014 6pm Climbing Wall, CRC Cycling Group Ride 8/30/14 10am UC Lower Lot Dance Informational Meeting 8/28/2014 6:30pm Council Room, UC Tryouts 9/2/2014 8:45pm Lower Group Fitness, CRC Tryouts 9/3/2014 8pm Upper Group Fitness, CRC Informational Meeting 9/4/2014 8pm Upstairs Lobby, CRC Informational Meeting 8/28/2014 7pm Aspen, UC Tryouts 9/1/2014 9:30pm Greeley Ice Haus Tryouts 9/2/2014 8:15pm Greeley Ice Haus Tryouts 9/3/2014 8pm Greeley Ice Haus Fencing Figure Skating Men’s Golf Hockey Men's LAX Informational Meeting Women's LAX Informational Meeting 9/10/2014 8pm Aspen A, UC Quidditch Informational Meeting 8/28/2014 8pm Council Room, UC Men's Rugby Play Around 8/26/14 6pm West Campus Field #7 Women's Rugby Informational Meeting 8/27/2014 6pm Spruce A, UC Men's Soccer Tryouts 9/2 - 9/5 6-9pm Synthetic Turf Fields Women's Soccer Tryouts 9/2 - 9/5 6-9pm Synthetic Turf Fields Swimming Informational Meeting 8/28/2014 7:30pm Columbine C, UC TKD Informational Meeting 9/1/2014 6pm Fireside Lounge, UC Tennis Tryout 9/3/2014 5pm UC Courts Ultimate Tryout 9/2 and 9/4 7pm West Campus Field Women's Volleyball Informational Meeting 8/28/2014 7pm Aux Gym, CRC Tryouts 9/2 - 9/4 7-9pm Aux Gym, CRC Triathlon Schedules Practices Everyone has a hardcopy of their practice schedule (if on campus) If you practice off campus, please send me the days/times/locations for our website Season Schedules I have Hockey, Men’s Rugby, Women’s Soccer, and Men’s Soccer Anyone else please bring schedule to 1-on-1 Meeting or email me CPR/First Aid/AED Certifications Safety Officers (Page 9-11 in Manual) At least 2 officers/members must be trained and certified CPR/FA/AED Training Dates September 6th and 7th @ 9am. Daniel and I will be teaching Risk Management Injuries and Accidents are going to happen Prepare, react, communicate, and evaluate Emergency Contact Information Athletic Trainer at “High Risk” sports home contests Soccer, Rugby, Lacrosse, & Ice Hockey Risk Management Continued Travel Paperwork – Travel Roster & Travel Resource Form Planning… How your team is getting there Where How you’ll be staying you’ll be getting back safely Travel Binder & First Aid Kit Leadership, Common Sense & Communication Important Forms All packets have enough hard copies for 20 members If you need more you can come pick up more Blackboard location Emergency Contact List Assumption of Risk Liability Waiver & Participation Agreement Fundraising Template Photo Release Form Vehicle Owner Acceptance of Responsibility Travel Updates Travel Roster v Travel Resource Forms Page 14-18 in Manual Travel Roster – everyone must complete! Travel Resource Form – any travel that requires hotels, rental vehicles, or airline tickets 15 Passenger Van Training August 27th and 28th at the Gear Shop from 5-6pm Keys Teams who should have keys Men’s Rugby Women’s Rugby Men’s Soccer Women’s Soccer Men’s LAX Women’s LAX Ultimate Quidditch Baseball (Jackson) DO NOT PROP OPEN THE SHED! This is shared space Coaches Orientation Name Sport Kristin Hoort Figure Skating TBA Men's Lacrosse Cristian Sarmento Men's Rugby Mario Garcia Men's Soccer Scott Washenfelder Women's Soccer Matt Rion Taekwondo Hockey - Head Current list of Coaches Kelly Newton Hockey - Assist Hockey - Assist Women's Rugby TBA Women's Lacrosse Ultimate Orientation Marilyn Johnson Would like them to attend the 1-on-1 meeting, if they can’t I’ll meet with them on an individual basis If you don’t have a coach and you need or are looking for one, it is your responsibility to take the lead on this Swimming Important Dates Club Sport Council Meetings – September 3rd, 2014 October 8th, 2014 November 5th, 2014 December 3rd, 2014 (Pg. 8 in Manual) Must schedule a 1 on 1 meeting with Jaclyn Use sign up sheet Kayla Fauria - Representative Recap on Tonight’s List Everyone needs to Get their picture taken (marketing) Fill out Photo Release form prior Sign the 2014-2015 Officer Agreement Write down your team dues on spreadsheet Schedule 1-on-1 Meeting with Jaclyn Update Coaches Information (if applicable) Vehicle Responsibility Form (if applicable) Questions and Answers