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Officer Meeting

Officer Meeting. Saturday, June 11th. Overview. Section 1: Student Organization Section 2: Sport Club Procedures Section 3: Money Section 4: Travel Procedures Section 5: Gymnastics Rules. Section 1: Student Organization. SALD Risk Management Sponsorship by RecSports.

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Officer Meeting

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  1. Officer Meeting Saturday, June 11th

  2. Overview • Section 1: Student Organization • Section 2: Sport Club Procedures • Section 3: Money • Section 4: Travel Procedures • Section 5: Gymnastics Rules

  3. Section 1: Student Organization • SALD • Risk Management • Sponsorship by RecSports

  4. Student Activities and Leadership Development (SALD) • Located on 4th Floor of the SSB • Authorized Reps - Info Change Form • Room reservations for other UT facilities • Student Org Bank • Bank Authorization Form • Risk Management Workshops - Dean of Students

  5. HB 2639 Risk Management Education Program (HB 2639 RMEP) PROGRAM SAFETY EDUCATION SERVICES OFFICE OF THE DEAN OF STUDENTS DIVISION OF STUDENT AFFAIRS THE UNIVERSITY OF TEXAS AT AUSTIN September 19th and 26th, 2010

  6. Required Safety Topics • Possession and use of alcoholic beverages and illegal drugs, including penalties that may be imposed for possession or use; • Hazing; • Sexual assault and harassment; • Fire and other safety issues, including the possession and use of a firearm or other weapon or of an explosive device; • Travel to a destination outside the area in which the institution is located; • Behavior at parties and other events held by a student organization; and • Adoption by a student organization of a risk management policy. NOTE: These topics are primarily discussed within the context of student organizations providing a unique, training program that will help students and student leaders have a safer and more productive extracurricular experience.

  7. Required Components • Component A: Registration for the In-Person Workshop & Pre-Test • Component B: Completion of Eight Online Modules & Post-Tests • Component C: Attendance at In-Person Workshop • Component D: Completion of a Follow-up Survey • Component E: Spring 2011 Student Organization Registration • Component F: Presentation to Full Membership • Component G: Fall 2011 Student Organization Registration

  8. Checking My Organization’s Status • To determine whether or not your organization is in full compliance with the program go to the following link and click on your organization’s name • http://deanofstudents.utexas.edu/pses/hb2639rmep/orglist.php.

  9. Section 2: Sport Club Procedures • Paperwork • People to know • RecSports website • Misc

  10. Paperwork • Each member needs to turn in a copy of their: • Health insurance • Membership packet

  11. Sport Club Personel • Chad McKenzie • Sport Club Coordinator • 512-471-3116 • cmckenzie@mail.utexas.edu or • sportclubs@utrecsports.org • Melinda Heidenreich • Administrative Assistant - IM/SC • GRE 2.204 • sportclubs@utrecsports.org • Sport Club Staff • Grey Shirts

  12. RecSports Forms www.utrecsports.orgs/sportclubs/forms

  13. RecSports Forms www.utrecsports.orgs/sportclubs/forms

  14. SC Reps Info Page

  15. Facility Scheduling • Facility Request Forms - online PDF • Special Event Requests • Spring 2011 Practice Requests • Additional Practice Requests • Labor Day - Reduced Facility Hours • BEL Friday nights/Saturdays of Home FB Games – CLOSED • Confirmations will be sent as soon as they are received from the Facilities office.

  16. SC Business Items • Club Websites – Update Immediately • Eligibility Requirements • Currently enrolled UT Students • Enrollment Verifications from the Registrar’s Office • Coaches – Info Form & Membership Packet • Fundraising Opportunities • FB Game Day Programs • Additional Opportunities

  17. Office Procedures • Sport Club Office Hours • Monday-Friday 8a-5p, Wed 6p • Mailboxes • Letterhead, Envelopes, Postage • Duplication Services • RecSports Logo on all materials • No Copies on day of Party on the Plaza • Chad’s Office Hours • Tuesday-Thursday 2-4p or by appointment

  18. SC Reps TO DO List • Monthly meetings – schedule via email or updates during office hours • Update Websites and Contact Info • Prepare Roster and obtain Membership Packets and Insurance Cards from your members.

  19. SC Reps FAQ Page

  20. Section 3: Money • Our accounts • Spending money • Current Account Balances • Current Inventory • 2011-2012 Budget

  21. Sport Club Accounts • RecSports • Allocation • Donation • Misc Ops • SSB Student Org Bank 41 Account • Dues, Fundraising Dollars, etc.

  22. Which Account Can You Use?

  23. How to spend money from accounts? • Reimbursement (everything) • Require receipt • Hotel Purchase Request form (hotels only) • Procard Purchase Request • Groceries

  24. How to spend money from accounts? • Enterprise Website (rental cars) • Purchase Orders required for all pre-payments (i.e. shirts) • Travel Agent (flights) • Gas Card (only gas) • Recent changes…

  25. Party on the Plaza 2011 • Wednesday, September 1st – 9/1/11 • Largest Student Org Fair of the year, $3 Mr. Gatti’s Pizza Lunch, Amy’s Ice Cream and CLIF Bar Samples, Photo Booth, LCD TV Mini-Putt Challenge, $2,000 Scholarship Shootout • $20 donation - All proceeds benefit the Student Emergency Fund

  26. Current Account Balances • Donation Account $0.00 • Allocation Account $0.00 • 8.5k to 11.5k at start of fall, possibly as high as 13k • 41 Account $~2500.00

  27. Current Inventory • Men’s Uniforms – need to order • Women’s Uniforms – probably wont need any • Warm ups – a few • Slight problem • T-Shirts and Hoodies • Bumper Stickers

  28. 2011-2012 Budget • We will make an estimate now

  29. Section 4: Travel • Gas • Car Rental • Hotels • Flights • Sign Up Sheets

  30. Travel – Gas • Option 1: Gas Card • Option 2: Reimbursements • Discuss. • Arrive with full tank and leave with full tank • Fill up on return • Receipt divided for non-competitors

  31. Car Rentals at Nationals • We are required to have several things, like extra collision insurance and the like • The State of Texas has a contract with Enterprise Rent a Car • This is the cheapest Option

  32. Enterprise Rent-a-Car • Regan Morton • State of Texas Corporate Account Manager • 512-912-5356 or 512-587-8573 (cell)

  33. Sport Club Drivers • Turn the following into GRE 2.204 • Driver’s License • Auto Insurance • Sport Club Driver Form • You will be notified ONLY if unacceptable rating • Keeping information updated for members • Penalties

  34. Sport Club Travel Procedures • Arrange Transportation and Lodging • NO 12 or 15-passenger vans • Travel Roster due 72hours in advance of trip or Wednesday prior if leaving on weekend • Excuse Letters if needed - earlier the better • All members MUST have Membership Packet on file before authorized to travel • Insurance Copies due prior to departure • $2/person/day out of accounts if no health insurance or copy on file

  35. Sport Club Travel Procedures • Gas Cards - • 1 card/club • Hotel Tax Exemption Form • only in State of Texas • Review Travel Guide and have copy available if needed throughout the entire trip • Reimbursements • MUST have legitimate receipts from Hotel, Airline, etc. • NOT from bank statement, itinerary, credit card, etc.

  36. Section 5: Gymnastics Rules • Recent History • Recruiting • Expansion • Facebook • Web Presence

  37. Section 6: Officer Roles • History • Google Docs • Email • YouTube • Website • Officer Access Page

  38. Section 7: Hosting the State Meet

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