2014 Sport Clubs Officers’ Clinic

Welcome

• Introduction– Zach Gilbert - Assistant Director– Brian Stelzer - Coordinator– Andy Rampe - Coordinator

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

Agenda (cont.)

• All Officers–Monthly Meetings/Reports– SCLS– IM Leagues– Technology– Sport Club Banquet– Dates to Remember

Agenda (cont.)

• Presidents & Treasurers– Budgets– Points– Purchasing (On & Off Campus)– Logos & Approval– Assessment

Agenda (cont.)

• Vice Presidents & Secretaries– Risk Management– On Campus Services– Home Events/Meetings– Travel/Paperwork– Practices– Assessment

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.

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

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

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

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

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

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

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.

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.”

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.

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.

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

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)

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

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

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

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

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.

Hazing Policies

• Towson University• Code of Student Life–What does this mean for you?

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

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

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

IM Leagues

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

Technology

Website– Forms/Manuals page

Touchnet– Direct credit card payment– Dues/entry fees (always open or period only)– Link Available on Sport Clubs website

Social Media

Facebook: UNCW Sport Clubs Page

Twitter: @UNCWSportClubs– Live On-Campus posts/tweets–Marketing & Newsletter

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

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

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

10 Minute Break

Presidents and Treasurers

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

Budget Requests/Presentation

• Request/Hearing (60% of on-campus allocation)– February Meetings– Formal process• Powerpoint or 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

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

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

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.

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.

Vice Presidents and Secretaries

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

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

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.

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

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