2014 Sport Clubs Officers’ Clinic

1. 2014 Sport Clubs Officers’ Clinic

2. Welcome • Introduction • Zach Gilbert - Assistant Director • Brian Stelzer - Coordinator • Andy Rampe - Coordinator

3. Agenda • Coaches & Officers • Learning Outcomes • Expectations • Competitive Sports Staff Advisors • SCC/Board • Eligibility • Being a Club Leader • Transitioning Leadership • Competitive Sports Supervisors • Risk Management • Coaches • Member Management • Hazing • Practices/Events

4. Agenda (cont.) • All Officers • Monthly Meetings/Reports • SCLS • IM Leagues • Technology • Sport Club Banquet • Dates to Remember

5. Agenda (cont.) • Presidents & Treasurers • Budgets • Points • Purchasing (On & Off Campus) • Logos & Approval • Assessment

6. Agenda (cont.) • Vice Presidents & Secretaries • Risk Management • On Campus Services • Home Events/Meetings • Travel/Paperwork • Practices • Assessment

7. Learning Outcomes • Participants will define the roles of coaches and supervisors. • Participants will identify policies pertaining to the administration of their club. • Participants will demonstrate understanding of the Sport Club Manual through assessment. • Participants will be able to list at least three monthly meeting agenda items.

8. Expectations • What can you expect from us? • To be a resource and an ally • Source of information • To hold you accountable • What we expect from you: • Communication • Accountability • Seahawk wherever you go

9. Competitive Sports Advisors • Zach • Ice Hockey, M/W Rugby, Baseball, Softball, Sailing (Club) • Andy • M/W Basketball, M/W Lacrosse, Crew, Gymnastics, Triathlon, Cycling • Brian • Equestrian, Field Hockey, Golf, M/W Soccer, Surf, Swim, M/W Ultimate, M/W Volleyball, Water Polo, Waterski, Wakeboard, Quidditch, Tennis

10. SCC/ Advisory Board • Advisory Board • President: Amanda Wilcek • Vice President: Robert Erdie • Treasurer: Joshua Gregory • Secretary: Michelle O’Toole • Sport Club Council • Governing body of all Sport Clubs • Regular meetings (www.uncw.edu/campusrec) • Discuss current policies • Provide updates & ideas for clubs (e.g. fundraising) • Results of missing a meeting

11. SCC/ Advisory Board • Board’s role within the SCC • Mentor clubs • Answer questions/address issues • Liaison between clubs and CS Advisors • Represent ALL clubs in certain situations • SGA Allocation Hearing ($$) • Provide budget recommendations • Supplemental Funding • Annual Club Direct Funding

12. SCC/ Advisory Board • October Elections • Submit interest to current Board in late September • Give speech or reasons for interest at meeting • ONLY 1 vote per club, voting delegates MUST attend in order to cast vote • New Board Members take office in December

13. SCC/ Advisory Board • Budget Presentations • Annually in February to Board & Competitive Sports Staff • Formal Process • Powerpoint, supporting documents (e.g. invoices), and justification for budget • For 2014-2015 • Clubs projected $290,500 for Operating Costs • Clubs requested $112,000 for Operating Costs • Available for direct funding: $45,650

14. Eligibility • Who is eligible? • “Currently enrolled University of North Carolina Wilmington students who have paid student fees are eligible to participate in the sport clubs as are University of North Carolina Wilmington Faculty & Staff.” • Try outs • Can’t cut anyone, but can create a travel squad, A team, etc.

15. Leading the Club • Head of an organization • Set the example • Share your vision, promote camaraderie • Talk the talk AND Walk the walk • Margaret Thatcher said about leaders. “Being a leader is like being a lady. If you have to tell people you are one – you’re not.”

16. Leading the Club (cont.) • Expectations of members • Make sure they are written in your constitution. • Pass along Competitive Sports policies • all information flows through YOU! • Recruit Leaders • Identify prospective leaders • Create positions for them as a “try out” • Alumni Chair, Fundraising Officer, Etc.

17. Leading the Club • Transitioning Leadership • Encourage interested members to “shadow” • Monthly meetings/SCC meetings • What did your previous presidents know that you wish would have been passed on? • E.g. access to club email, past contacts, off-campus account info.

18. CS Supervisors • Help you with events • Unlock goals and provide equipment • Water access and ice • Another line of communication • During events, practices or in our office

19. CS Supervisors • ID & Waiver Checks • There to help you ensure forms are done correctly • Will ask for “point of contact” • Let us know if this doesn’t occur • Respond to injuries • Ice, bandages, access to AED • 910-962-3261 (SRC Lobby Desk)

20. Waivers/Swim Tests • Waivers • Due to CS Office before any practices/physical activity • Should be done during required interest meetings • Swim Tests • Required for ALL aquatic related clubs • Large groups (4 or more) MUST make appointment for club • first come first serve

21. Risk Management • CPR/First Aid • Requirements • Minimum 2 members with copies on file in CS Office • At least 1 member at practice/travel/events • Why is it important?: • basketball player • ATC during practice

22. Risk Management • Accidents/Injuries • On Campus • Contact Competitive Sports Supervisor • Off Campus/Travel • Complete accident report • EMS or head injury, call Pro Staff! • Accident Report

23. Coaches • Must submit Coaching Information Form • Must attend one Coach’s Orientation session • Time & Location TBD • CS Staff must review coaching candidates • It is recommended that they have certifications. • Their job is to coach, not run the club

24. Membership/Travel/Try-outs • ALL eligible may join the club (you can’t cut) • Membership DOES NOT guarantee playing/practicing/traveling • Try-outs for A & B sides or travel permitted • Note: Clubs w/B side is still part of the club and have the same accountability, field restrictions, etc.

25. Hazing Policies • Towson University • Code of Student Life • What does this mean for you?

26. Practices/Events • Scheduling • Submit proper forms for record keeping • Contests = primarily first come, first serve • No schedule dates (e.g. Spring Break, Thanksgiving) • Cancellations • MUST let us know! • 10 business days in advance of competition • 3pm day of or 3pm Friday for weekend practices

27. Monthly Meetings • Meetings once a month with CS Advisor • Preferred to be with Club President and at least one other member, but can be with as many members as club desires • Be prepared to discuss: • Club goals • Monthly club report • (Due last Wednesday of each month) • Upcoming events • Upcoming travel • Club budget • Anticipated purchases

28. Sport Club Leadership Series • Variety of topics & presenters • E.g. Leadership Transitions, Personal & Club Budgeting, Risk Management, Resume Building • Budget points • 1 point for each member in attendance • 3 bonus points for completing series • Details, topics & requirements online

29. IM Leagues • http://www.imleagues.com/School/Intramural/Home.aspx?SchId=4b5f8de144c8452589d1c9d7c8b32d98

30. Technology Website • Forms/Manuals page Touchnet • Direct credit card payment • Dues/entry fees (always open or period only) • Link Available on Sport Clubs website

31. Social Media Facebook: UNCW Sport Clubs Page Twitter: @UNCWSportClubs • Live On-Campus posts/tweets • Marketing & Newsletter

32. League Dues/Tournament Entry • Requires advanced notice • May be paid by Credit Card with advanced notice • MUST follow same purchasing procedures • (quote first, ensure they take credit, etc.) • Travel & Tournament Entry • MUST be requested/submitted with Travel Request

33. End of Year Video • Created for banquet with highlights from 2014 • Content • Competition results • Past year champions, on-campus & other footage • Athlete profiles • Short interview style from a few members • Other accomplishments/events • UNCW Move-in, Involvement Carnival, other volunteer efforts

34. Dates • SCLS (fall) • SRC 219/221 - 5:30pm Wednesdays • Sept 17 • Oct 1, 15, 29 • Nov 12, 19 • SCC (fall) • SRC 219/221 – 6:30-8pm Wednesdays • Oct 15 • Dec 3 • Seahawk Leadership Conference – Oct. 18th • Secretary/Treasurer Travel & Purchasing Workshops • Aug 26, 27, 28 @ 5:30pm

35. 10 Minute Break

36. Presidents and Treasurers

37. Budgets • Keep track of your income and expenses • Fundraising/Sponsorships • Make sure you get it approved • Get creative • Deposits • Money should be deposited by the next business day. • Donations are eligible for tax benefits. • Petty Cash • Get approval • Under $50 • Bring in Receipts • Fill out form

38. Budget Requests/Presentation • Request/Hearing (60% of on-campus allocation) • February Meetings • Formal process • Powerpointor similar • Defend/show projected budget • (e.g. bring copies of invoices, show competition results, etc.) • Must include Operational Cost • Minimum to function as a club • Carry over balance should NOT be more than double

39. Point System • Point System (40% of on-campus allocation) • You can earn points and you can lose points • Track these! If you don’t communicate when you should get points, you may not get credit • Reminders • Can only gain 3 budget points a semester for team meetings • ½ point for chalking, tabling, & painting rock • Additional +/- information in SC Manual

40. Purchasing • http://prezi.com/m7kf4dp2_tlo/sport-club-sectreas-workshop/ • Must be pre-approved! • Art work must be submitted for approval • If using a logo, must be with a licensed vendor. • Approved Logos

41. Travel • Forms • Travel Notebooks • Reimbursements • Any reimbursement submitted after the 10 business day deadline will be subject to minus points in the amount of -5 points for each day late. This is only incurred if a reimbursement is submitted late. • Name on receipt must match name on card. • Must be within travel dates. • Gas • Fuel receipt that shows the $ per gallon, the date of purchase and the total price. • Entry Fees • Submit the official entry form and a travel request for the event to sportclubs@uncw.edu. Make sure to note that you want to use club funds to pay. • Entry fees can only be process along with a travel request. All entry fees are paid AFTER the event takes place.

42. Travel Cont. • Lodging • Must submit receipts with a zero balance. • Must submit a Hotel Occupancy Form upon return. • Vehicle Rental • Call Enterprise to reserve a vehicle(s) and write down the reservation number on the vehicle request form. Confirm that Enterprise has your driver licenses information on file. • Make sure to identify yourself and your club. Request the UNCW rate (includes insurance.) • Complete the vehicle request form including the reservation number and tax (must be listed as a line item). • Submit the Vehicle Request with the Travel Request . • Gas cards are available for Rental Vehicles. Cards may be reserved by checking the appropriate space on the Travel Request form. They are available on a first-come, first-serve-basis.

43. Vice Presidents and Secretaries

44. On Campus Services • Mailbox • CR Offices • Please get into a habit of checking it once a week • Email • Create a club email that can be passed down • Request a UNCW email account by contacting the Campus Activities & Involvement Center located in the Fisher Student Center. • Reserve a room • Free of cost • Contact information is in the Sport Clubs Manual online. • Send Competitive Sports an event request • Flyers • Less than 20 copies can made CAIC Office • Competitive Sports can help you with larger projects • Club funds can only be used for on campus printing • Buttons • 50 per semester • Posters • 5 per semester • Banners

45. Hosting an Event • Fundraisers/ Games/ Meetings • Submit home game schedule as soon as possible (ALL Clubs) • Fundraisers/Meetings • For on campus meetings rooms see previous slide • Submit Event Requests for Campus Recreation Facilities • Make sure you have a spot reserved for fundraisers

46. Hosting Competitions • Games • For games submit an event request – 14 business days in advance • Contact opponent to verify times and dates • Schedule officials if needed • Schedule a time to set up for your event • Develop a budget • Pre-Competition Meeting (NEW) • REQUIRED to host on-campus • Held week prior to event (Thursdays @ 5pm or by appt.) • Agenda: Set-up, Field, Painting, Restrictions, etc.

47. Practices • Requirements to begin practicing • Non club members cannot participate! • Cape Fear students, community members, etc. • Cancelations • Field Conditions • Pay attention to weather/call hotline • Bikes & Skateboards • Off the fields • Bike at racks • Trash • Keys and Equipment

48. Risk Management • Waivers • Proof read! • Common errors • Swim test • Must schedule time • Float/Route Plans • Route intended to take • Who is participating • Who is CPR/1st AID certified • Injuries • Reports • Weather • 30 rule for lightning • CPR/1ST AID • 2 members