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