Club Sports 2011-2012

1. Club Sports2011-2012 Student Activities & Leadership Development Nicole Mayo—Interim Club Sports Advisor Nicole.mayo@uc.edu

2. Resources Club Sports Website

3. Maintaining Club Sports Status • Re-register as a student organization • Attend Student Group Training Workshop • Turn in all required forms • Keep individual club page updated on club sports site • Attend all mandatory club sports meetings • Maintain active faculty/staff advisor • Other guidelines as defined by tier level

4. Individual Requirements • 2.3 GPA • Full-time student • Can be a student at any UC campus (Uptown, Blue Ash, Clermont)

5. Safety • All members must sign student release/waiver form and emergency contact form • Accident/injury report

6. Student Conduct • Student Code of Conduct • Discipline Process • Alcohol/Drug policy • Hazing policy

7. Financial Transactions • MUST fill out financial transaction request form • All transactions go through Patty Speed; Patty.speed@uc.edu

8. Financial Policies—Financial Request Form • Reimbursement of non-travel expenses • A-114 form, original itemized receipt, copy of credit card statement or cancelled check • Reimbursement of travel expenses • A-113 form, original itemized receipt, copy of credit card statement or cancelled check • Equipment, gas for university vehicles, hotels • NO food or alcohol

9. Financial Policies, Continued • Check request • At least 15 business days • Invoice with company contact information • Must turn in BEFORE payment is needed. Turning invoices for checks in after services rendered is considered unauthorized. • Net 30 days after service has been rendered

10. Financial Policies, Continued • University Purchasing Card (Credit Card) • Card cannot leave SALD office—all reservations/purchases must be made online/over phone • Tax exempt • Receipts must be turned in immediately after trip (for hotel) or when equipment is received. • Make appointment for use • $2,000 transaction limit

11. Additional Funding Request • Must be in good standing • Used for advanced tournaments that lead to championship, additional equipment, etc. • Form needed at least 2 weeks prior to when funds are needed • Not eligible if your funds have been reduced or if budget is negative

12. Travel • Transportation Request Form • Travel authorization • Financial Transaction Form for hotels, etc. • Roster

13. Rental Vehicles • Rental vehicles • Request made at least one week prior to trip • Must be picked up by 3:30pm on requested day • Drives must be 21 years of age • Must use for trips outside the 50 mile radius of UC • Prices listed in handbook • Gas can be reimbursed for rental vehicles

14. Rental Vehicle Drivers • All travelers must wear seatbelts • If driver receives citation, must be paid using personal funds, and fine from Enterprise must be paid with personal funds • Two fines in one year result in suspension of rental privileges • Driving between 12am and 6am is discouraged • Buses can be rented for long trips

15. Branding Guidelines • “Cincinnati”, “University of”, “Bearcats”, anything black/red, C-Paw, Bearcat logo • 5 NEW approved vendors for 2011-2012 • All designs must be approved by Marty Ludwig—120 days—even if re-using past design

16. Facilities--Athletics • Athletic Facilities • Nippert Stadium • Gettler Stadium • Shakley Lawn • Armory Fieldhouse • $150/2 hours • $15/hour for student worker • Jefferson Athletic Complex (The Bubble) • $500/hour

17. Facilities—TUC/Academic Buildings • Must reserve through Conference & Event Services • www.uc.edu/mainstreet • Fees for not cancelling reservation

18. Facilities—Non-UC • Contract must be developed between UC and facility • Students, coaches, advisors cannot enter into agreements on behalf of university

19. Forms Due—By October 14, 2011 • Waiver/release form (individual members) • Emergency Contact form (individual members) • Membership Roster (via e-mail; must be typed) • Regional/National Affiliation Form (Google Document—do not print)

20. Before you leave: • Sign attendance sheet • Get budget