38
2016–17 MANUAL

2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

  • Upload
    others

  • View
    5

  • Download
    0

Embed Size (px)

Citation preview

Page 1: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

1

2016–17 MANUAL

Page 2: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

2

Table of Contents

Important Contacts

Program OverviewRecognized ClubsMembershipClub RegistrationResponsibilities

Policies and ProceduresClub Sports BehaviorFacilitiesCancellation PolicyTravelEquipmentClub Self-Reporting

Safety and Risk ManagementEmergency Action PlanMedical CareFacility and Equipment InspectionsEnvironmental SafetyTravel SafetyRisk Tier SystemAthletic Training ServicesBaseline Concussion Testing

FinancesBudget Allocation ProcessBudget Preparation SuggestionsPurchasesReimbursementsEmergency FundingFundraisingContributionsGifts in Kinds

Marketing

Officer Training Checklist

Paperwork Deadlines

3

44568

15151719202223

242425262626282929

313131323233343535

36

37

38

Page 3: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

3

Important Contacts

Campus Recreation StaffEmily Theys

Club Sports CoordinatorOffice: 864-656-2350Cell: 919-744-5966

Email: [email protected]

Club Sport ManagersJoe Angermeier

Eva BowlingRyan Campbell

Carly DuffyQuin GammonMarisa Harkey

Andrew JenningsAbby Jones

William PetersonPaul Trimmier

Zack VanWingerdenMax Wender

Athletic Training StaffGage Berry

Athletic Training Graduate AssistantCell: 434-841-1917

OtherClub Sports Office

Phone: 864-656-2350Email: [email protected]

Fike Recreation CenterPhone: 864-656-3453

University Police/EMSPhone: 684-656-2222

Parking ServicesPhone: 864-656-2270

Page 4: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

4

Program Overview

Club Sports Program OverviewClub Sports at Clemson University provide opportunities for student to participate in a wide variety of competitive and recreational programs in a reduced-risk environment that encourage camaraderie and the development of lifelong leisure skills and values. Participation involves teamwork, as well as continued growth in one’s sports-specific abilities through practices and competitions.

Participants are afforded leadership opportunities through the student-management roles within each club sport, and the administration responsibilities that come with them. These roles can in-clude, but are not limited to: President, Vice President, Secretary, Treasurer, and Safety Officer.

The Club Sports program is administered through the Division of Student Affairs and the Depart-ment of Campus Recreation. All recognized club sports within the Department of Campus Recre-ation are also recognized student organization at Clemson University.

The program strives to contribute to the health, well-being, personal development, and education of student through their involvement in club sports.

By participating in club sports, students are able to improve their health and well-being through the recreational activity. As a club officer or contributing member, student will attend trainings and receive guidance on how to follow Club Sport policies and successfully lead their clubs.

Educational opportunities on topics such as managing money, fundraising and organizing events will also be offered to these students, as the Club Sports program develops them through instruc-tion and guidance, and encourages financial responsibility. Student are able to leave the Club Sports program with increased self-knowledge, leadership and communication skills, and a sense of social responsibility.

Air Rifle Baseball Basketball (W) Bass Fishing Climbing

Cycling Disc Golf Equestrian Fencing Field Hockey

Golf Gymnastics Ice Hockey Lacrosse (M) Lacrosse (W)

Paintball Rowing Rugby (M) Rugby (W) Running

Sailing Shotgun Soccer (M) Soccer (W) Softball (W)

Swim Tennis Triathlon Ultimate (M) Ultimate (W)

Volleyball (M) Volleyball (W) Water Polo Watersports Wrestling

Recognized Clubs

Page 5: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

5

The overall success of a club sports is dependent on student involvement and effective student leadership and cooperation. All club sports are managed by elected officers and financially support-ed by membership dues, fundraising efforts, donations, and student-activity fees. It is the respon-sibility of each club sport officer to play a role in the coordination of activities, fundraising efforts, transportation, insurance, and community service efforts. They are also responsible for the recruit-ment and selection of coaches and advisors.

Recognized club sports are student organizations that are composed of a led by Clemson University students, are sport-related and competitive in nature, and adhere to all University and Club Sport policies. They do no emphasize recruiting practices, financial aids, scholarships, profits, or expand-ed road trips (more than a weekend). Emphasis must be placed on student involvement with club management duties, leadership development in delegating to peers, and organizational manage-ment of club activities and personnel. Club sports are strictly voluntary and must be welcoming to any and all interested Clemson University students.

MembershipClub Sport membership is open to all Clemson University students (full time and part time) with the understanding that intercollegiate play in some sports is limited to full time undergraduate stu-dents.

Bridge to Clemson students are eligible, from a University standpoint, to participate in club sports. However, it will be the sole responsibility of the club officers to monitor their member eligibility as they relate to their individual club leagues or conference. The club officers will need to determine if their respective association recognizes Bridge students as eligible participants within their team. Campus Recreation will not be responsible for eligibility violations that club teams incur from have Bridge students participate. But the Club Sports Coordinator will assist club officers in determining how they can stay in compliance with their membership.

Member RequirementsParticipation in club sports is voluntary, and Clemson University and the Department of Campus Recreation are not responsible for any injury or property loss that may be sustained by a participant in the Club Sports Program.

• All club sport members must have accidental/medical insurance that will provide coverage in the event of an injury or illness.

• All club sport members are required to read, complete and sign an Assumption of Risk and Release from Liability.

• All club sport member are required to read and sign a Club Sports Code of Conduct.

Page 6: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

6

Specific Club RequirementsAll club sports determine their own dues. They may also have other stated requirements or stan-dards for participation related to certifications, age, health considerations, safety, etc. If applicable, a provision statement listing any restrictions on participation should be drawn up and submitted to the Club Sports Coordinator for approval. Also, the club’s constitution should be amended accord-ingly.

Intramural ParticipationClub sport members are eligible to participate on an intramural team in the corresponding sport. However, only two club members may be on the same team. Violation of this policy will results in forfeiture of the game in question. And loss of intramural playing privileges by the offending play-er(s) for the remainder of that sport season and the ensuing sport season. Please consult the intra-mural sport rule book for more information.

Club RegistrationForming a New Club SportIn order for a club to become a part of the Club Sports Program, the group must first be established as a registered student organization with Clemson University for at least a year. Immediately follow-ing a year of consistent club activity, a student organization is eligible to apply to become a club sport. The steps to apply are listed below:

• Meet with the Club Sport Coordinator to explore the possibilities and requirements for becom-ing a club sport.

• The Department of Campus Recreation will then determine the availability that the program has to take on any new club sports (based on available staff and resources.)

• If the Department deems there is availability within the program, those clubs that have ex-pressed interest in joining the Club Sports Program will be invited to present at a Club Sport Status meeting, hosted by the Club Sport Council.

• Note that the Club Sport Status meetings will only take place during fall semesters.• Following the presentation, the Club Sports Council then provides a recommendation to the

Department of Campus Recreation, which has final approval on the addition of a club sport.• If approved, the newly-added club sport(s) must complete all the requirements of the Depart-

ment of Campus Recreation for continued affiliation with the Club Sports Program.

There are several criteria that the Clubs Sports Council will keep in mind, when determining if they feel a student organization would fir within the Club Sports Program, Some of that criteria includes:

• Level of Competition• Budget, Expenses, Dues• Fundraising Efforts• National League/Conference Membership• Equipment Requirements/Safety• Future Plans, Club Growth

Page 7: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

7

Registration Process for Returning ClubsAll club sports are required to submit the following forms to the Club Sports office at the beginning of the academic year, and continue to send updated forms throughout the year. Teams will not be allowed to practice or compete unless the following forms have been submitted and approved:

• Advisor Agreement• Officer Contact Form• Club Information Form• Club Roster• Coach/Instructor Agreement (if applicable)• Constitution and bylaws• Participation Code of Conduct (all members)• Participant Release and Waiver (all members)• Participant Emergency Contact (all members)• Semester Schedule

In order to remain recognized as a Club Sport organization, all club sports must:• Continue to meet all requirements of the Campus recreation and Student Life Departments• Continue to comply with Student Government regulations• Continue to meet all requirements of the Club Sports Program, including but not limited to:

• Timely submission of proper and updated forms• Competing at least once during the sport-specific season• Consistently maintain enough members to compete• Host a competition at least once during the sport-specific season, if the facility space is

available• Have the club President (or other officer) attend ALL Club Sports Association meetings• Have ALL club officers attend fall and spring semester officer trainings

• Signup for a Finance Committee Budget Hearing in the spring, and send a representative to present of the club’s budget

If a current club is unable to meet the above requirements, they will be put on a probationary se-mester where they will be considered an associate member of the Club Sport Program. If the club shows that they can full meet the requirements the next semester, they will be reinstated into the Program. If the club cannot fully meet the requirements the next semester, they will be removed from the Club Sports Program and have to reapply in order to be recognized.

OrgsyncAll Club Sports must keep their individual OrgSync sites maintained and up to date. In order to re-main a recognized student organization at Clemson, all club sports must submit their club’s reacti-vation profile via OrgSync each fall.

Any access or administrative OrgSync questions can be directed to the Associate Director of Clubs and Organizations.

Page 8: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

8

IM LeaguesClubs will submit all required paperwork (including but not limited to participant packets, travel forms and semester schedules) through IM Leagues. It is the responsibility of the club to make sure that all of their members have registered on IM Leagues. Paper copies of all required paperwork will not be accepted.

Any access or administrative IM Leagues questions can be directed to the Club Sports Coordinator.

ResponsibilitiesDepartment of Campus RecreationThe role of the Department of Campus Recreation is to support all club sports by:

• Providing Encouragement• Offering support and guidance• Assisting with the coordination of financial resources and facilities

Club Sports CoordinatorThe Club Sports Coordinator is the main contact for club sports within the Department of Campus Recreation. This individual manages the day-to-day operations of the Club Sports Program, not of the individual clubs.

The Club Sports Coordinator is to be used as a resource only, in consultative capacity. The Clubs Sports Coordinator has high involvement in:

• Providing training and development of club sport officers• Providing overviews for club sport coaches and advisors• Enforcing club sport policies and handle disciplinary actions for Club Sport policy violations• Monitoring Club Sport membership• Monitoring submission of required paperwork• Implementing safety requirements and risk management planning• Staffing necessary on-campus Club Sport practices and competitions• Monitoring Club Sport activities (practices, competitions, fundraisers, events, etc.)• Referring club sport officers to other departments on campus when necessary• Referring club sport officers to other departments on campus when necessary• Monitoring and approving expenditures and reimbursements with University-allocated funding

• Ensuring proper paperwork is completed for expenditures and reimbursements• Working with Risk Management for club sport insurance issues• Overseeing the Club Sport Council

Some involvement in:• Selection of coaches and/or other advisors• Planning details/requirements of travel• Approving activities or fundraisers

Page 9: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

9

• Recognizing donations to club sport foundation accounts that exceed $500• Following up with member injuries

And should have no involvement in:• Legal issues or disciplinary actions for non-Club Sport policy violations• Development or foundation account funds that are less than $500• Outside bank accounts used by club sports• Evaluation of coach’s “on-field” performance• Evaluation of club advisors

Club Sport Managers• The Club Sport Managers will assist the Club Sport Coordinator in overseeing the operation of

the Club Sports Program by:• Maintaining consistent communication with clubs• Providing supervision to various club practices and competitions• Maintaining a safe playing environment for clubs and handling emergency situations• Providing administrative support

Athletic TrainersAthletic trainers will be present at certain club events:

• Assisting with game preparation at least 30 minutes prior to activity• Providing preventative care• Maintaining a safe playing environment for clubs• Responding to injuries and emergency situations• Providing ice

Club Sports AssociationThe Club Sports Association is the total representation from all club sports. It meets several times each semester and all Clubs are required to send the President of another officer if the President is unable to attend. The CSA works by:• Serving as a link between clubs• Aiding in the development of clubs and their officers• Providing a medium for exchange of information regarding programs, policies, and regulations

that affect the operation of club sports• Providing an opportunity for clubs to give input regarding the Club Sports Program• Considering ways that clubs may collaborate in meeting their individual needs and interests• Promoting participation in the Club Sports Program

Club Sports CouncilThe Club Sports Council is an organization that serves as an administrative body within the Club Sport Association that works by:

• Acting on behalf of the Club Sports Association in addressing issues that affect the operation

Page 10: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

10

of the Association of the individual clubs, and is vested with authority to make decisions and/or recommendations

• Conducting hearings as necessary, regarding alleged infractions/violations of the Code of Con-duct from Club Sports by individuals or clubs, and recommends any disciplinary actions to be taken

• Contributing in the decision for any student organization wishing to be considered a Club Sport

• Providing guidance or recommendations to individual club sports, officers, or members in regards to specific club sport issues or concerns

To be a member of the Club Sports Council, the student must be a member of a club sport and complete the application process. An interested student does not have to be a club officer. New members are then added to the Council as needed, via a board vote.

The Club Sports Council meets once a month and keeps in constant communication with all club sports about various activities. All Council members are required to attend each meeting and give a report or updates that contribute to current Council projects.

Club Sports Request or Grievance ProcessIf an individual club sport, officer, or member, has a request they would like to make, or a griev-ance/concern they would like to file, they can do this through the Club Sports Council. This would include any changes they would like to see made with policies or operation of the Club Sports Program, as well as any issues or problems that are being had with policies or management of the individual clubs.

Clubs or individuals can make a request or grievance in writing to the Club Sports Council by email-ing the Club Sports Coordinator with the specifics. You will then be contacted regarding when the next Club Sports Council meeting will be that you can attend to discuss matters with those individ-uals. The Council will then provide their input and/or feedback regarding that matter and will take all reasonable requests into consideration.

MembersAlong with the benefits and privileges of being a part of a recognized student organizations and members of the Club Sport Program, ALL club sport members assume certain responsibilities. These include but are not limited to:

• Understanding that student organizations are not agents of Clemson University (e.g. the Fenc-ing Club is the Fencing Club and Clemson University or the Clemson Fencing Club, but not the Clemson University Fencing Club), and ensuring they make it clear in their representation to third parties, and that they speak only for their members and not for the University

• Complying with all local, state and federal laws, University policies and regulations, and Cam-pus Recreation requirements

• Remaining in good standing with any club, state, regional, and national affiliations as appro-priate

Page 11: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

11

• Ensuring that club activities do not interfere with academic responsibilities• Maintaining the cleanliness of facilities reserved for club use

OfficersThe daily operation of the club is the responsibility of its officers. The contribution of each officer is vital to the club’s success. All officers are required to:

• Be enrolled as a full time student during their term(s)• Maintain a minimum cumulative GPA of 2.0• Not be on any academic or disciplinary probation• Maintain consistent communication with the Club Sports Coordinator• Contribute to the club’s operation through completion of their assigned duties

The following a list of required officers and their suggested duties. Clubs may choose to have addi-tional officers to further delegate duties (e.g. Special Events, Fundraising, Equipment, etc.)

PresidentAn essential leadership skill for the President is the delegation of tasks and responsibilities to other club members. This eliminates the possibility of having one person being burdened with all of the work, while giving other members a sense of ownership and an opportunity to assume a leadership role within the club. Commitment increases with involvement, so it’s important for the President to trust club members and other officers to share in the responsibilities of club operation. However, the specific President duties will include:

• Ensuring compliance with Clemson University policies, regulations, and Campus Recreation guidelines and procedures for the operation of Club Sports

• Attending all Club Sport Association meetings, or sending another officer as a representative in the event of a schedule conflict

• Ensuring that all club members are informed of the Code of Conduct for Club Sports and un-derstand the importance of conducting themselves in a mature and responsible manner that will reflect upon themselves, their club, and Clemson University

• Working with the Treasurer and other club officers to prepare the annual budget request • Assisting the Treasurer with managing the annual budget• Maintaining consistent communication with the Club Sports staff• Ensuring that all requirements for maintaining recognition as a student organization are met

and that all required forms are submitted on time• Assisting the Safety Officer with enforcement of travel policies and general safety procedures• Approving club purchases and requests for reimbursement

Vice President• Overseeing the fundraising activities and other club special events• Performing all duties of the President in his/her absence• Assisting the President with specific duties as requested• Making travel arrangements• Assisting the Secretary with completing and submitting required paperwork for travel

Page 12: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

12

Secretary• Assisting the President with completing and submitting all required paperwork to the Club

Sports office in a timely manner• Assist with Special Event planning• Ensuring that student drivers of vans are at least 20 years of age and have completed a Na-

tional Safety Council Van Driver Course• Checking the club mailbox on the second level of Fike Recreation Center at least once a week

Treasurer• Maintaining accurate records of revenue and expenditures by following standard accounting

procedures for managing club funds, ensuring financial stability• Working with the other club officers to prepare the annual budget request• Completing and submitting budget proposals to the Finance committee of Student Govern-

ment before the deadline, with assistance from the President• Approving club purchases and requests for reimbursements• Submitting proper paperwork to the Club Sports office to make purchase or reimbursement

requests• Monitoring expenditures and making regular financial reports to the club

Safety Officer• Ensuring that prospective members are advised of the accident/medical insurance require-

ment for membership in a club• Ensuring that a Release and Waiver of Liability has been signed by each member and submit-

ted to the Club Sports Office prior to his/her participation in club activities• Ensuring that an Injury Report is completed and turned in to the Club Sports Coordinator with

24 hours of the occurrence of any injury or illness (if on a trip, within 24 hours of returning to campus)

• Call the Club Sports Coordinator as soon as possible about any injury or medical emer-gency that requires hospitalization and occurs off-campus and/or during a trip

• Maintain current CPR/First Aid/AED certification• Act as a first responder to emergency situations when needed

• Be certified in Blood Borne Pathogen Training and HazCom• Oversee club equipment inspections and maintenance timelines

Coaches/InstructorsClub sport officers are responsible for securing services of coaches/instructors and the selection(s) must be approved by the club membership. The club should select individuals that possess knowl-edge of the technical and risk management aspects of the sport and who will provide quality in-struction related to skill acquisition and strategies.

All coach/instructors should:• Design structured learning experiences for club members• Refrain from involvement in club management

Page 13: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

13

• Club sports are student-run organizations• Plan and conduct organized practice sessions that include all participating club members• Instruct proper technique and strategy during competitions• Emphasize safety

• Conduct all activities in a manner that ensure the safety of the participants, in order to avoid injury and liability

All coaches/instructors do not have the authority to:• Discipline club team members• Suspend club team members

The Club Sports Program supports the philosophy that volunteer coaches/instructors should not be paid for their contribution. Any individual acting in the capacity of a coach/instructor are considered volunteer independent contractors and are not employees for Clemson University or covered by Uni-versity liability insurance. Any contract for coach/instructor services is between the coach/instructor and the club sport.

All coaches/instructors must sign a Club Sports Coach/Instructor agreement and successfully com-plete a background check. A mandatory Club Sports policies information session will also be held for all coaches/instructors. Also, any first time coach/instructors are required to meet individually with the Club Sports Coordinator or Associate Director of Programs before beginning their duties with the club.

Although a volunteer, a club sport coach/instructor is a representative of Clemson university while serving in the role and must help ensure good sportsmanship at all times. Any coach/instructor found in violation of the Club Sports policies, does not maintain the same philosophy of student leadership and development of the Club Sports Program, and/or does not continually represent the University in a positive way may be suspended for a period of time or relieved of their duties.

The Department of Campus Recreation has an obligation to protect the image of the University and to support the development of club sports participants. As a result, the Club Sports Coordinator re-serves the right to dismiss a coach/instructor who has acted outside the scope of their authority, or displayed conduct which is not in the best interest of the club, the Club Sports Program or Clemson University. Any appeals to a decision of dismissal can be made to the Executive Director of Campus Recreation.

Campus Recreation discourages coaches/instructors from having personal relationships with the club members within those clubs that hold tryouts or limit participation based on skill. Our pro-gram allows for flexibility only if the sport in which they coach/instruct allows for all students to participate and do so equally. Furthermore, if club members feel that the player/coach relationship become inappropriate, leads to unfair participation decisions, or is causing club disturbance, the Department of Campus Recreation may reserve the right to remove the coach/instructor, player or both.

Page 14: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

14

Finally, participation in the Club Sports Program is strictly voluntary. Therefore monetary rewards or scholarships should not be promised or given to any member or prospective member by the coach/instructor. Also, at no time shall a coach/instructor be on or in passion of the club’s bank account. Any club found in violation of this will be subject to sanctions that could include losing club status.

AdvisorsAll club sports are required to have a full time faculty/staff member serve as a voluntary advisor. Advisors should be selected by club officers and approved by the club membership. The term is considered one academic year.

The role of the club advisors is to:• Focus on the officers’ leadership development by encouraging growth of initiative, responsibil-

ity, and leadership• Provide guidance regarding club management and adherence to policy• Encourage compliance with University policy, philosophy, and Campus Recreation guidelines• Encourage compliance with all local, state, and federal laws• Act a first point of approval on all club activities (budgeting, expenditures, fundraising, pur-

chasing, schedules, travel, etc.)• Assist officers with creating and maintaining sound fiscal management procedures• Help ensure that activities are well planned and reflect favorably on the University

The advisor in encouraged to attend club meetings and should be familiar with the constitution and bylaws of their respective organizations and be prepared to render assistance with their interpreta-tion. They should also assist club officers in the selection and evaluation of any coaches or instruc-tors.

Remaining objective to all club sport activities is a crucial aspect to being a successful club sport advisor. Therefore, club sport advisors should refrain from participation in club activities such as practices, competitions, or other events.

All club sport advisors are required to complete the Student Organization Advisor tutorials, sign a Club Sports Advisor Agreement, and abide by the guidelines. If an advisor has concerns about a situation unique to a club sport or specific even sponsored by the club sport they advise, please contact the Club Sports Coordinator.

The goal is to allow the club to be self-organized and self-governed, but the advisor is to guide and counsel the club members where it is appropriate or necessary.

Page 15: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

15

Club Sports BehaviorEach Club Sport will be held accountable for all club members’ actions during club activities both on and off campus. All club members are required to follow all Club Sport and Student Government Code of Conduct Guidelines.

Participants in the Club Sports Program are expected to conduct themselves in a manner that will reflect positively upon themselves, the club of which they are a member, the Department of Campus Recreation, and Clemson University. Their responsibilities include, but are not limited to:

• Act morally and exemplify a high sense of personal honor and integrity• Show respect for the rights and property of others• Observe University regulations, state and federal laws, and city ordinances

Alcohol and Drug UseThe Alcohol and Drug responsibilities include, but are not limited to:

• To refrain from the use of drugs, except for medical purposes• To refrain from consumption of alcoholic beverages if under the legal drinking age of 21• To refrain from purchase or provision of alcoholic beverages for persons under the legal drink-

ing age of 21• To refrain from transport of alcoholic beverages in University vehicles• To refrain from consumption of alcoholic beverages while traveling, competing/participating,

or being a spectator at club events• To act with restraint and good judgment in the consumption of alcoholic beverages, and to

refrain from driving under the influence of alcohol

Engagement in Club ActivitiesThe club activity responsibilities include but are not limited to:

• Display good sportsmanship before, during, and after any competition• Refrain from physically or verbally abusing an official, player, spectator, or coach• Refrain from using obscene gestures, profanity, or disrespectful language

If any club member is found in violation of these behavioral guidelines or is ejected from a club sport competition, the Club Sports Coordinator reserves the right to suspend a club member or have them completely removed from an individual club sport.

HazingNo student shall engage in any hazing activities. Hazing in any situation created or action taken – for the purposes of initiation, admission into, affiliation with or as a condition for continued mem-bership in an organization – which meets one or more criteria below. Hazing can be intentional or unintentional, and can occur with or without consent. Hazing is also any act that meets the defini-tion of hazing contained in South Carolina Code of Laws section 59-101-200.

Policies and Procedures

Page 16: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

16

Situations/actions that constitute hazing are:• Negligent or reckless in nature; or• Potentially harmful to:

• Physical safety/health• Psychological well-being• Opportunities for Academic Success; or

• Not reflective of the University’s mission, purposes or values.

Any member of the University community, including a victim, participant, or witness, with knowl-edge of hazing should report the hazing to the Office of Community and Ethical Standards or Clem-son University Police.

Contact: Office of Community and Ethical Standards, 912 University Union, 864-656-0510. http://www.clemson.edu/administration/student-affairs/student-handbooks/universitypolicies/haz-ing-policy.html

Disciplinary ProcedureFailure to abide by the provisions of the Student Government Code of Conduct will result in disci-plinary action by Student Judicial Services and/or the Department of Campus Recreation, which could include loss of player participation privileges, probation for the club, or suspension of club activities, depending on the nature and severity of the violations.

The Department of Campus Recreation may discipline any club for misconduct; violation of Univer-sity rules, regulations or policies; and/or failure to meet Campus Recreation requirements through imposition of one or more of the following sanctions:

• Reprimand• A written document stating that a repeated failure or infraction will result in stronger

disciplinary action• Revocation of Privileges (until such time all requirements are met)

• Denial of the use of Campus Recreation facilities for conducting meetings or other club activities

• Denial of the right to travel and represent the University• Denial of access to Student Government allocated funds

• Probation• A period of review and observation during which activities may be restricted and the

club is under an official warning that any further failure or infraction will result in more severe sanctions

• Recommendation to Student Government and the Dean of Student Life that a Club be sus-pended or expelled

• Suspension means denial of rights or privileges for an extended period of time• Expulsion means a permanent loss of recognition as a student organization, requiring

the organization to cease all activities and to surrender the balance of all organization funds allocated by student government

Page 17: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

17

FacilitiesThe Department of Campus Recreation operates various indoor and outdoor recreation facilities, including Fike Recreation Center, Upper and Lower Intramural Fields and the Snow Family Outdoor Fitness and Wellness Center. These facilities may be reserved by club sports for their activities and events.

Facility ReservationsSince recreation facilities are shared by the different program groups and individual member of Campus Recreation, clubs are encouraged to submit requests for meeting space early, preferably at the end of each semester for the next semester.

Practices• Distribution of practice hours for indoor and outdoor spaces will be determined on a case-by-

case basis by the Club Sports Coordinator• For indoor practices, clubs are limited to 6 hours of practice per week• Any canceled practices without proper notice will result in a $30 no show fee.

• 72-hour notice for big events/matches• 24-hour notice for practices

• Outdoor clubs are only to request space for outdoor events and indoor clubs are only to re-quest space for indoor events

• Clubs can make reoccurring reservations in the Fike Lounge after 5pm for meetings, etc.• 15 minute buffers will be applied to all Club Sport reservations for proper setup and take-

down time. Two clubs can share a 15 minute buffer time in between reservations• Requests for use of facilities club sports practices should be made through the online Club

Sports Practice Reservation form: https://stuaff.clemson.edu/forms/index.php?code=1pBn-f93uFgf95v9.

• Practice days and times will cover one academic year.• Practice requests for the next academic year need to be made by the end of the Spring

Semester.• Club Sports will not hold practices over Fall and Spring Breaks unless they request and re-

ceive approval from the Club Sport Coordinator• Clubs are allowed to host events over Fall and Spring Breaks

• The Club Sport Coordinator reserves the right to alter practices schedules to ensure fairness across all sports using Campus Recreation facilities.

Special Events• Requests must be submitted 4 weeks in advance for matches/games/tournaments using the

Club Sport form• A representative from the Club may need to meet with the Club Sports Coordinator and the

Events Coordinator to go over event details and sign off on a Club Sport Event MOU. • Rain site facility requests may only be accommodated based on space availability and as long

as 24 hours’ notice is provided.

Page 18: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

18

Once a space has been reserved for a special event, clubs must adhere to the following guidelines for those events:

• Be sure to provide access to restroom facilities and thoroughly inspect event site for potential hazards and equipment for safety before the event starts

• For competitive events, ensure that all members of visiting club teams sign a Visiting Team Waiver before the competition begins

• Provide participants with a receipt for all monies received as program/entrance fees• Complete and Injury Report for any injury that takes place during the event. Submit it to the

Club Sports Coordinator within 24 hours of the occurrence.

Requests for use of facilities for either regular club meetings or for special events should be made through the online Club Sports Reservation form: https://stuaff.clemson.edu/forms/index.php?code=RI5g6VpK9L8ciM1. Reservations will then be confirmed by email for the Club Sports Coordinator.

Charging for EventsThe following resources will be provided to clubs for their events at no cost:

• Space if it falls within the club’s annual reservation allotment. Within one academic year, clubs have the option to host:

• 1 large event (Example: 2-3 courts for entire weekend or all courts one day)• 2 smaller events (Example: 2-3 courts all day for one day)*Clubs are welcome to host as many individual competitions as they would like without running in to their annual allotment, as long as space is available• Anything beyond the annual allotment would be provided to the club at the student

organization rate on a first come first serve basis• General equipment – tables, chairs, scoreboards, etc. • Tarping (if needed for the nature of the event)

In the case of events, clubs will only be charged for the following:• Custodial staffing outside of what is staffed for normal building operations ($5-$20 per hour

based on nature of the event and custodial duties)• Out of hours reservations will be charged the out of hours rate ($50/hour) plus staffing out of

hours ($15/hour/staff member)• If messes are left behind by the club or spectators, additional custodial charges will be ap-

plied to the clubs final invoice, along with any damage-associated costs.

Clubs with outstanding balances that are a month overdue or more will not be allowed to use Cam-pus Recreation facilities for practice or competitions until the bill is paid.

Food at events is prohibited, but special cases may be made for athletes to consume food during meets, tournaments, etc. This needs to be communicated and approved ahead of time by the Events and Club Sports offices.

Page 19: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

19

*** Clubs are expected to treat University facilities with care and to leave all areas clean and re-turned to their normal setting following use. At the completion of outdoor events, trash is to be bagged and placed in the nearest dumpster. Any damage or maintenance problem related to Cam-pus Recreation facilities should be reported to the Club Sports Coordinator. During events, clubs are responsible for making sure guests uphold facility standards and do not leave messes behind in the space. It is suggested and strongly encouraged that clubs designate one or more person to monitor spectators to avoid custodial charges. Misuse of facilities or failure to comply with the above guide-lines by a club will result in loss of facility-use privileges. ***

Any questions regarding reservations or scheduling of Campus Recreation facilities, please contact the Club Sports Coordinator.

Visiting Teams Locker Room Usage Policy for Field ClubsVisiting field club team members will only be permitted to use Fike Recreation Center for shower/locker room usage when they are participating in a sponsored club sport event that is larger than a single, head-to-head game. (Any multi-team tournament or match-ups will qualify.)

The Clemson club team must contact the Club Sports Coordinator at least 3 business days in ad-vance of the tournament or event, in order to request permission for a visiting club team to use Fike Recreation Center for the above purposes. If approved for usage, the visiting club team(s) must then provide a team roster to the Club Sports staff and each member must sign the guest log prior to entrance in the facility.

The visiting club team will be responsible for any damage caused to the locker room facilities by any of their members.

Cancellation PolicyAs long as a club provides the Club Sports Coordinator at least 24 hours notice of a practice or single game cancellation and 72 hours’ notices of a tournament or multiple match event via email, then the club will not be in violation of the cancellation policy. Failure to comply will results in a club violation.

Club sports that repeatedly cancel games/competitions without providing adequate notice will lost scheduling priorities for fields and/or court space.

Weather Related Cancellation PolicyThe Club Sports staff reserves the right to cancel an outdoor club event that they are present at due to unsafe field or weather conditions. However, the staff will be sure to give as much notice as possible of any cancellations, taking in to account that clubs want to avoid canceling as much as possible.

Page 20: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

20

The night before a club event:• If there is inclement weather and field conditions are poor, the club will be contacted to warn

about a possible cancellation if the conditions get worse• If field conditions are deemed unplayable and inclement weather is predicted to continue,

club events will be canceled• Club sport officers will have the option of doing a walk-through of the field with a mem-

ber of the club sports staff to help make this determination

3 hours prior to a club event:• If there are thunderstorm in the forecast, the staff will monitor the weather and the field con-

ditions, and warn teams about a possible delay or cancellations• If there is light, rain, the staff will monitor the weather and field conditions and warn teams

about a possible delay• If there is heavy rain or thunderstorms, the staff will monitor the weather an field conditions

and warn teams that if it doesn’t stop within the hour then the game will be delayed or can-celed

1.5/1 hour prior to club event:• If there are thunderstorms in the forecast, the staff will email a warning to the club, but plan

on starting on time• If there is a light rain, the staff will monitor the weather and field conditions and warn clubs

of a possible delay• If there is heavy rain or thunderstorms, the staff will monitor the weather and field conditions

and cancel if necessary

It is highly recommended to any club utilizing field space, to have alternatives in mind when plan-ning games, competitions, or events. Campus Recreation will not be responsible for finding other options when LoConte Family Field or Intramural fields are closed due to inclement weather or field conditions.

TravelBefore traveling:

• The Trip Planning Form needs to be submitted through IM Leagues the Wednesday (typically 3 days) before travel to the Club Sports Office.

• Clubs are required to designate a Trip Leader for each trip, and his or her name should be entered on the Trip Planning Form. Trip leaders should be mature, experienced club members or officers, who are willing to accept responsibility when traveling.

During travel:• All club members must adhere by Club Sports and Student Government’s Code of Conduct• A listing of emergency contact numbers and accident-medical insurance information on all

club members should be carried by the Safety Officer while on all trips

Page 21: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

21

After travel:• The Trip Return Form must be submitted no later than the Wednesday (typically 3 days) fol-

lowing the return from a trip

Failure to submit the Trip Planning Form the Wednesday before departure or the Trip Return Form the Wednesday following the return from a trip will result in disciplinary action. Failure to submit either form will first result in a written warning, the next occurrence will result in suspension from practice, any occurrences following their first two will result in suspension from the next competi-tion.

TransportationIf driving, clubs are encouraged to utilize the contract the University has with Enterprise to rent vehicles, Clubs that use Enterprise vehicles must abide by the regulations outlines in the vehicle policy. All drivers and clubs should be familiar with this policy.

• Club members should contact Shealy DeLoache directly with Enterprise vehicle request• Email: [email protected]• Phone: 864-643-6326• In your request, please include:

• Club Name• Person who will be picking up the vehicle(s)• Pick-up date and time• Drop-off date and time• Requested vehicle (12-passenger van, cargo van, SUV, car, minivan) and number

needed• Clubs will pay for their Enterprise vehicle rentals through their on-campus funds first, unless

otherwise indicated to the Club Sports Coordinator. If those funds are depleted, clubs will need to pay their bill through other funds

• Clubs with bills that are overdue by one month with be suspended from renting vehicles until their bills are paid off

• Cancellation of vehicle requests should be done directly through Enterprise. Contact Enter-prise as soon as you know your club will no longer require the use of an Enterprise vehicle

• Clubs must ensure the travel log provided by Enterprise is complete for each University vehi-cle, and that vehicles are returned to the motor pool area immediately upon return to campus.

• If returned on the weekend, the vehicles can be left in the parking lot adjacent to the motor pool. In this case, travel logs and keys should be deposited in the drop box by the side entrance of the motor pool area.

• Clubs are encouraged to make reservations three to four weeks in advanced and they tend to fill up quickly

Any club member who is going to drive an Enterprise vehicle must visit the Club Sports Office at least one week in advance of the trip in order to fill out the proper paperwork and complete the Driving Test. (All drivers must be at least 20 years of age.)

Page 22: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

22

Failure to follow these rules will result in the suspension of Enterprise rental privileges.

If personal vehicles are taken, the owner of the vehicles must be properly licensed and have in-surance that provides person injury protection coverage on passengers, bodily injury and property damage liability coverage, and uninsured motorists coverage.

Verification LettersClub members who will miss classes due club travel should discuss the situation with their profes-sors well in advance of the trip. When requested, the Club Sports Coordinator can prepare a memo verifying the club’s status within the Club Sports Program and authenticating the trip. Requests can take up to one week to process. However, it is the professor’s prerogative as to whether he or she will permit students to make up any work missed.

EquipmentFor University purposes, “equipment” is considered any item valued at $1,500 or more. Equipment purchased with Student Government allocated funds belongs to Clemson University and cannot be sold, traded, or otherwise discarded by a club. University equipment no longer being used by a club must either be declared surplus through the University, or used as a trade-in toward the purchase of new equipment, subject to approval by the University and the Materials Management Office of the State of South Carolina. These transactions must be initiated through the Club Sports Coordinator.

Any equipment that is valued at $2,500 or more appears on the University inventory. Location of the equipment is to be verified annually. Inventory Control provides a University decal to be at-tached to each piece of equipment.

Insurance on EquipmentInsurance on club equipment is available through the Department of Risk Management. To obtain a cost estimate, submit a list of equipment to be insured along with the University decal number, serial number, and current value for each piece of equipment to the Club Sports Coordinator. There is a $500 deductible for each occurrence.

Condition of EquipmentClub equipment must meet all standards established by the Club Sports Program, leagues, confer-ences, and/or other state, regional, or national organizations in which the club is affiliated. It should be inspected routinely for safe operation, with the date of inspection and any deficiencies noted.

• Documentation of inspections and/or maintenance/reconditioning of equipment as required or recommended by the above mentioned organizations must be provided to the Club Sports Coordinator

• The Club Sports Coordinator should be informed within 24 hours (if on a trip, within 24 hours of returning to campus) of any loss or damage to property

Corrective actions, as needed, should be coordinated through the Club Sports Coordinator and each club should develop and follow a preventative maintenance plan for equipment.

Page 23: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

23

Maintenance RequestsCertain facility or maintenance requests may qualify to go through Campus Recreation and Univer-sity Facilities to be completed. Please contact the Club Sports Coordinator with as much detail as possible on any facility or maintenance request that your club needs completed.

**Any costs incurred with the facility or equipment will be the responsibility of the club.

Equipment LoanThe Club Sports office has equipment available for clubs to check out for use at approved club events. An Equipment Loan Form must be completed and submitted through IM Leagues at least 3 working days prior to the event. Contact the Club Sports Office in advance to arrange a date and time to pick up and return the equipment.

**Equipment is expected to be clean and dry, in good operating condition, and properly packed when returned (within two business days).**

Equipment StorageIf a club has cage/storage space in the Fike basement, they will only be permitted to access the space accompanied by a Recreation Supervisor. Card access to the basement door will no longer be granted, for security purposes. Members/Officers can stop by the Welcome Center Desk and ask for the Recreation Supervisor to escort them through the building to the basement cages.

Club Self-ReportingAs a part of the Club Sport Program evaluation process, all club sports will be required to self-report various parts of their club activity through the semester. Some examples of this would be overall team GPA, community service hours completed, current state of off-campus account, etc. The Club Sports Coordinator will request this information when necessary.

Page 24: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

24

Emergency Action PlanHaving a plan for when an emergency situation arises is an essential element in the Club Sports Program. A sounds emergency action plan that is effectively administered minimizes the likelihood of injury and reduces chances of negligence, thereby helping to ensure a quality program in a safe environment.

The following is what a basic outline of an EAP would look like. It is highly recommended that all club sports come up with a plan that is specific to their club and relevant to their practice/competi-tion locations, as well as their membership.

Injury• Stop all club activities• Assess the situation• Call EMS if necessary• Give care• Fill out necessary report• Resume all activities only once the injured is safe and/or secure• Inform the Club Sports Coordinator as soon as possible about any injury or medical emergen-

cy that requires hospitalization

Fire• Stop all club activities• Pull a fire alarm (if not already activated)• Evacuate all participants through the nearest exit

Power Outage• Stop all club activities• Keep participants in current area• Contact the Welcome Center Attendant to determine whether or not to evacuate the area• Allow activity to continue only when power has been restored and you have confirmed that

everything is safe

Violence/Fights• Stop all club activities• Call the Club Sports Manager (or Welcome Center Attendant if indoors) over for assistance• Contact Campus Police and EMS if necessary• Give care to any injured persons• Ask Police Officer to fax report to the Club Sports Coordinator at 656-1174

Safety and Risk Management

Page 25: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

25

Medical CareRedfern Health CenterIn the event of injury or illness, Redfern Health Center will treat all Clemson University students, but there is a charge for visits of students who have not paid the Student Health Fee. Members of club teams visiting the University may be treated at the Health Center when an injury or illness occurs, but they are responsible for payment of any service rendered.

• Hours of operation: Monday, Tuesday, Thursday, Friday, 8 a.m.-5 p.m. and Wednesday, 9 a.m.-5 p.m.

Athletic Training RoomThis room is located in 208 Fike Recreation Center and is open to all club sports athletes who seek treatment. ATR hours may vary so check the website (http://www.clemson.edu/campus-life/cam-pus-recreation/hours.html) for the most up-to-date information. Additional ATR policies are listed below:

• No drugs, alcohol, or tobacco permitted• No swearing or foul language permitted• No cleats or excessively dirty clothing permitted• If using the whirlpool after physical activity, rinsing off in a shower before-hand is mandatory• Do not take or remove any items from the ATR without permission• All treatment is by appointment only

The use of the ATR is a privilege; if it is believed that anyone is mistreating this service, the staff reserves the right to ask that person to leave. Please contact 864-656-4128 or [email protected] for more information or to schedule an appointment.

Off-Campus CareMedical care outside of the University is available at the individual’s expense at the following loca-tions:

• Clemson Health Center (885 Tiger Blvd.)• 864-654-6800• Hours of Operation: Monday-Friday - 8 a.m.-8 p.m., Saturday - 10 a.m.-6 p.m., Sunday

– 1-6 p.m.• Oconee Memorial Hospital (298 Memorial Dr, Seneca)

• 864-482-3100• EMS: 911 or 864-885-7188

• Anderson Area Medical Center (800 N. Fant St, Anderson)• 864-512-1000

• Baptist Medical Center (200 Fleetwood Dr, Easley)• 864-442-7200

• Greenville Memorial Hospital (701 Grove Rd, Greenville)• 864-455-7000

Page 26: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

26

On-campus medical emergencies can be transported by University ambulance (864-656-2222) to the appropriate medical resource. The University ambulance is staffed with certified emergency medical personnel 24 hours a day. There is a charge for this service, however Clemson University students are not charged for emergency transportation to medical facilities within the city of Clem-son for urgent care when Redfern Health Center is closed.

Keep in mind that there is no charge for non-transport services by University EMS. So if you or your members are unsure of whether or not to call emergency personnel, it is better to error on the side of caution and request their services.

FormsAll club sport injuries requiring medical attention are to be reported to the Club Sports Coordinator as soon as possible. An Injury Form is to be completed and turned in to the Club Sports Coordinator within 24 hours of the occurrence of an injury (if on a trip, within 24 hours of returning to campus).

Facility and Equipment InspectionsBefore any club activity takes place, facility and equipment inspections should be conducted. Doc-umentation needs to be made of any hazardous conditions and reported to the Club Sports Coor-dinator. Club sports are responsible for maintaining any University-owned equipment used by club members. Regular documentation of equipment inspections and maintenance timelines need to be completed by each club.

Environmental SafetyAll Safety Officer are required to undergo Environmental Safety training before any club activity takes place. These trainings include Hazardous Waste Management, Hazard Communications and Blood Borne Pathogens. Certificates of completion need to be turned into the Club Sports Coordina-tor. Any clubs with storage space within Fike must let the Club Sports Coordinator know if there are any chemicals (including household chemical and cleaners) in their cage so that they can be document-ed. Clubs can find SDS binders for all the chemicals in Fike behind the Welcome Center Desk at the Entrance. If there is a spill observed after hours members should call 911 and ask for the fire department. Any clubs that operate facilities on University property must undergo documentation of all chemi-cals within the facilities and have an SDS binder created that stays on site. It is the responsibility of the club to contact the Club Sports Coordinator if they obtain any new chemicals after the SDS binder is created.

Travel SafetyPre-Travel SafetySome form of a pre-travel safety inspection should be conducted by the club’s Safety Officer or Trip

Page 27: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

27

Leader before a trip takes place. This inspection could include, but is not limited to:• Checking for inflated tires• Testing brake lights• Replacing worn wiper blades• Checking fluid levels• Checking to make sure there are basic survival supplies on board (i.e. first aid kit, blanket,

water, flashlight, etc.)• Checking the weather forecast for scheduled driving dates/times

Driver FatigueAccording to the NCAA’s study on Safety in Student Transportation, driver fatigue is one of the leading causes of traffic accidents in the United States. Because of this, the following preventative measures must take place when driving to or from a club event:

• There should be no driving between 12 a.m. and 5 a.m.• No drivers are allowed to drive more than four hours straight without taking a break• Both the driver and passengers should be able to recognize the symptoms of fatigue

• Eyes closing or going out of focus• Persistent yawning• Irritability, restlessness, and impatience• Wandering or disconnected thoughts• Drifting between lanes or on to the shoulder• Inattentiveness• Back tension, burning eyes, shallow breathing

Some precautionary measures should be taken into account while driving at night as well:• Turn headlights on even in twilight, this will make it easier for other drivers to see you• Reduce your speed and increase following distances• Avoid bright glare by watching the right edge of the road and using it as a steering guide

Driver DistractionsDriver distractions are another leading cause of accidents. The following precautions should be tak-en to prevent driver-distraction accidents:

• Do not use cell phones while driving; this includes texting or calling• If you need to talk or text, pull over or have another passenger do so for you

• Do not eat while driving• Avoid adjusting the radio, climate control, or GPS (have another passenger do this)

Accident ProcedureAll vehicles should stay together on the road. This way, vehicles are less likely to get lost and are able to help each other in the event of break-downs, accidents, or other emergencies. In the event of an accident on the road:

• If you are able to, move the vehicle out of the travel roadway (as long as it’s clear, safe, and legal)

Page 28: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

28

• Turn off the ignition• Make a first aid check• Call the police, and if necessary, the EMS (if on campus, call University Police)

• Report the location and nature of the emergency• Apply initial first aid or CPR to victims if necessary• Get the other driver’s information

• License and plate number• Address• Insurance company

• Notify University Police to make them aware, have them notify Campus Recreation and Risk Management

• Do not admit responsibility• Obtain a copy of the official accident report

• Turn copy in to University Police, Club Sports Office and Risk Management Office

Inform the Club Sports Coordinator of any accident resulting in bodily injury or major property dam-age as soon as possible after its occurrence.

Risk Tier System and Club RequirementsThe Club Sports Risk Tier System has been developed to ensure the highest level of safety and the lowest level of risk. In conjunction with the Office of Risk Management, the Club Sports Program uses the following criteria to place club sports in specific levels, based on general sport standards and factors that are specific to the club; such as activity location and access to emergency facilities and personnel

• Type and frequency of contact between participants• Force of impact between participants and objects/projectiles during activity• Prevalence and severity of injuries sustained in the activity• Type of location of activity; access to emergency facilities and personnel• Standards set by national governing bodies

Risk Level RequirementsGreen Level

• The club must have one Safety Officer what has gone through training and is certified in CPR/First Aid/AED, and who is present during all club activity

• The Club Sports Office must have a copy of this officer’s certificationYellow Level

• The club must have at least one Safety Officer who had gone through the training and is cer-tified in CPR/First Aid/AED, and who is present during all club activities. (It is recommended that Yellow Level clubs have more than one.)

• The Club Sports Office must have a copy of this officer’s certification• It is HIGHLY recommended that clubs have a manager, lifeguard, or athletic trainer present at

all on-campus games or competitions• Campus Recreation will make every effort to provide this, as long as adequate notice is

Page 29: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

29

available. However, priority of staff will be given to Red Tiered (high risk) clubs.Red Level

• It is HIGHLY recommended that the club have a qualified coach/instructor• If the club does not have a non-member coach, the member(s) taking on that responsi-

bility needs to be qualified to do so• The club must have a minimum of two Safety Officers who have gone through the training and

are certified in CPR/First Aid/AED• At least one of them must be present at all club activities• The Club Sports Office must have a copy of these officers’ certifications

• The club must have a manager who is trained in CPR/First Aid/AED present of all on-campus practices

• The club must have an athletic trainer or other trained medical personnel (EMT) pres-ent for all on-campus games or competitions

Club Assignments• Green Level

• Air Rifle, Bass Fishing, Disc Golf, Fencing, Golf, Rowing, Running, Shotgun, Tennis• Yellow Level

• Baseball, W. Basketball, Climbing, Cycling, Equestrian, Gymnastics, Paintball, Sailing, Softball, Swim, Triathlon, M. Ultimate, W. Ultimate, M. Volleyball, W. Volleyball, Water Polo, Watersports, Wrestling

• Red Level• Field Hockey, Ice Hockey, M. Lacrosse, W. Lacrosse, M. Rugby, W. Rugby, M. Soccer, W.

Soccer

Athletic Training ServicesAn athletic trainer or other trained medical professional (EMT) will be provided for all Red Tier club home activities on-campus at no cost, as per the requirement listed above. However, the Club Sports Coordinator must have at least two weeks’ notice of a game or event in order to secure an athletic trainer. Otherwise, coverage cannot be guaranteed and the event may be canceled.

Every effort will be made to provide AT or other trained medical professional (EMT) services at Net-tles Park and Old Stone Church Field as well, when needed and adequate notice is provided.

Non-Red Tier clubs may also request an athletic trainer or other trained medial professional (EMT) at any of their on-campus home competitions as well. However, priority of the athletic training staff and EMTs will be given to Red Tier clubs, due to the nature of the sports.

Baseline Concussion TestingIn addition to the other steps taken to ensure club participants’ safety, the Athletic Training staff will be conducting baseline concussion testing. All Red Tier club members will be required to com-plete the baseline concussion testing prior to taking part in any club activities. The test is good for two years. As long as current club members have taken the test within that time period, they are

Page 30: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

30

eligible to participate in club activities.All Red Tier club sport members will be prompted to take the Baseline Concussion Test via IM Leagues. Participants will not be allowed to participate in practices or competitions until their test has been verified by the Club Sports Coordinator or Athletic Training Staff.

Any member from a Green or Yellow Tier club is also welcome to take the test if they have a history or concern of concussions. Please contact the Athletic Training Staff to schedule an appointment to take the test. ([email protected], 864-656-4128)

Page 31: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

31

Budget Allocation ProcessStudent Affairs Business Office (SABO) administers the University accounts of those club sports that receive Student Government funding. These funds may be used only for Student Government approved budget expenditures. These funds are allocated through the following process:

• Budget packets (include guidelines, forms, due dates, etc.) will be available one month prior to budget hearings in the spring semester

• Clubs can review their budget requests with the Club Sport Coordinator• Clubs submit their budget requests through OrgSync to the Student Government Finance

Committee by a designated date in advance of the budget hearings• Clubs sign up for hearing times for presenting their budget requests to the Student Govern-

ment Finance Committee• Hearings are conducted by the Finance Committee• Proposed budget allocations are sent to the Student Senate for approval by April 1• Approved budget allocations will be sent out to clubs by mid-April• Funds allocated to the clubs are transferred to the club accounts (administered by the Stu-

dent Affairs Business Office) on July 1. Clubs may access their funds after July 1 through completion and submission of the required paperwork.

**For additional information on this process, visit http://stuaff.clemson.edu/organizations

Budget Preparation Suggestions• Involve all club officers and seek input from club members• Think in terms of next year for formulating club financial needs• Determine what can be best funded from the University account and what can be funded

from the club’s outside account• Follow all Finance Committee guidelines in preparing the budget• Be detailed yet concise in your preparation• Be accurate and realistic in your request

• As for only funds for which the club has intended purposes• Remember that Student Government allocated funds cannot be carried from one year to

the next• Ensure that a knowledgeable person(s) presents the budget request• Be prepared to justify proposed expenditures• Realize that the Club may not receive all requested funds; be able to identify priorities for

funding

Other points to keep in mind:• Each funded organization is expected to generate at least 35% of its budget for each aca-

demic year, which must be documented on the Budget Summary From• Only students can make the budget presentation to the Student Government Finance Commit-

tee• There are limited funds for allocation amount a number of student organizations

Finances

Page 32: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

32

• Those organizations that do the best job of developing and presenting their budgets, and can show how they benefit and serve students and the University, stand the best chance of being funded at their requested level.

• The Club Sports Coordinator is ready to assist clubs as necessary with budget preparation

PurchasesPurchases may be made with funds from a club’s University account according to the amount allo-cated for this purpose, or with funds from an outside account maintained by the club. It is recom-mended that each club limit authority for making purchases to one or two club members.

When a club wished to purchase equipment and/or supplies from their allocated account, it should:• Investigate reputable vendors and select the one that will provide the desired quality for the

best price• Prepare and submit a Purchase Request Form to Julie Garcia at Union 804B

• Use a separate form for each vendor• Make item descriptions specific and detailed (number, sizes, brand names, catalog

number, etc.)• Verify vendor is registered in BuyWays system• If you are ordering from a catalog, you may complete the vendor’s order form and attach

it to the Purchase Request Form

Purchases that exceed $2,500At least three quotes must be obtained for the item(s). The names of the three acceptable vendors but be included on the Purchases Request form. The additional quotes should be attached to the purchase request form. A Purchase Order is then prepared and sent to the lowest bidder to autho-rize shipment of the requested item(s).

Payment for goods received is initiated by Julia Garcia (Union 804B) upon receipt of an itemized invoice from the vendor. Some vendors, however, may require partial or full payment ahead of time. This can be done if an invoice marked “Payment Required” is sent in advance.

Purchases that exceed $5,000Any purchase that your club is planning on making with your allocated or outside bank account must go through University Procurement. Please contact the Club Sports Coordinator before making any purchases at this amount or over.

ReimbursementsClubs may be reimbursed from their University accounts for expenditures from an outside club account or personal expenditures by a club member on behalf of the club, provided there are funds remaining in the appropriate budget category, the expenditures were authorized by the club, and there is proper documentation (itemized receipts that support documentation). The deadline for club reimbursements is June 1st. The club is responsible for reimbursing an individual for his/her personal expenditures from the club’s outside account.

Page 33: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

33

**All reimbursements that wish to be made on purchases of items over $2,500 must follow the same guidelines as listed above under Purchases that exceed $2,500.** Please contact Julie Gar-cia (Union 804B) before making purchases above $2,500 that you are anticipating requesting reimbursement for. Purchases that do not follow approved guidelines will not be eligible for reim-bursement.

All clubs must have a Federal Tax ID Number and be registered as a Vendor in the University’s Buy-Ways system in order for the University to process any reimbursement. A completed Reimbursement Form must also be submitted for ALL reimbursements.

• The club member who makes the payment (with a personal check/credit card or a check from the club’s outside account) for expenses must sign as “purchaser”, and either the Club Presi-dent or Club Treasurer must sign at the approving officer

• The purchaser and the approving officer cannot be the same person

Club Travel• Lodging

• Receipts for lodging must be itemized, showing charges broken down by room number, date, and type of charge (room, tax, etc.)

• Reimbursement for lodging is based on four people per room and is limited to a reason-able room rate, usually between $50-$100.

• Travel by personal vehicle• May be reimbursed at the rate of $0.35 per mile for personal vehicles• Keep accurate record of official miles traveled to note on the Reimbursement Form• Gas will not be reimbursed for travel by personal vehicles, only mileage. So there is no

need to submit gas receipts in this case.• Travel by Enterprise

• May be reimbursed for gas only, so be sure to save receipts

Other Expenditures• Copy of the original receipt

• Must be in the name of the club• Must have the name and address of the vendor• Must include an itemization and description of charges

• For reimbursement of entry/registration fees for a conference or tournament, a copy of a can-celed check is acceptable in lieu of a receipt

• Provided that a supporting document (mailing, flier, registration form) is attached

Emergency FundingRequests for emergency funding are limited to specific purposes or events that are considered es-sential to the function of the club, but could not be planned or foreseen at the time annual budgets were approved; except in the case of unforeseen debt (which is not considered emergency funding).

Page 34: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

34

Organizations requesting emergency funding must complete an Emergency Funding Request Form and submit it to the Student Body Treasurer for review. If the Student Body Treasurer feels the request warrants consideration, it will be forwarded to the Finance Committee and an Emergency Funding Hearing will be scheduled.

FundraisingSelf-support is an essential principle of any club sport program. Fundraising projects are an excel-lent way for clubs to supplement allocated funds. Currently, Student Government requires every funded organization to have at least fundraising project each semester.

All fundraising activities to be conducted on campus must be authorized through the Hendrix Student Center and University Union. This requires completion and submission of an Event Regis-tration/Sales & Solicitation Form to the Hendrix Center for approval. Signatures of other University offices whose area of responsibility may be affected by the fundraising activity are also required.

Suggest guidelines for fundraising include:• Discuss your fundraising project with the Club Sports Coordinator• Center the fundraising activity on some specific event or goal• Register the activity and have it approved by the Hendrix Student Center and University

Union• Choose a chairperson/club member to direct and coordinate the fundraising effort• Assign specific tasks to committee’s/club members• Allow sufficient time for planning and promoting• Coordinate with other campus events as appropriate

• Avoid scheduling conflicts with similar fundraising events or other major campus events• Reserve necessary facilities well in advance• Inform the appropriate authorities• Keep accurate records of all monies received and expended

Suggested on-campus fundraising contacts:• Stadium Cleanups

• Lloyd Culbertson (Service Master), [email protected], 864-991-9254• Concessions

• Brian Baker ([email protected])• Kite Hill Recycling

• Kendall Cavolina ([email protected])• Vending Committee Fund

• http://www.clemson.edu/finance/budgets/policy_manual/vending.html• LaToya Ritter, [email protected], 864-656-5272

Any club sport that hosts a tournament or competition, may also qualify for funding from the City of Clemson Chamber of Commerce. If you club has hosting plans for the year, it is highly recommend-

Page 35: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

35

ed that you complete and submit the Chamber of Commerce Event Funding form. Like other Club Sport forms, this form can be found on IM Leagues.

ContributionsClubs may seek to generate income through charitable gifts from businesses, alumni, and parents of members. Annual support campaigns involving solicitation by mail or telephone are to be coordi-nated through the Club Sports Coordinator and the Development Office. Please contact Brandy Page ([email protected]) for more information.

Donations to club sports can be sent directly to the University. Check to be made out to Clemson University with the “memo” line indicating “For (specific club)”. They can then be mailed to: De-velopment Office, P.O. Box 1889, Clemson, SC 29633.

As gift are received, the Foundation Office posts them to a donor’s record to ensure proper tax deductibility and sends and acknowledgment with a receipt. Then the Development Office provides the Club Sports Coordinator with a monthly Gift Report that includes a listing by club of the con-tributors and gift amounts.

**Please note: Companies will not generally match gifts for sports activities. Individuals and corpo-rations are not to be contacted for gifts without prior approval of the Development Office.**

Gifts in KindAny club that receives a Gift in Kind must:

• Have a letter from the donor, stating his/her intent to make a Gift in Kind, the condition of the gift, and the estimated value of the gift

• Schedule an inspection of the gift with a knowledgeable club member, the advisor, and the Club Sports Coordinator to determine its condition and suitability for club use

• Get a written appraisal indicating the value of the gift by a staff member at the University with expertise in establishing proper market value

• Gifts of real and personal property with a value greater than $5,000 require an inde-pendent appraisal from a qualified source outside the University

• Obtain the Certificate of Title and Certified True Bill of Sale from the donor for gifts of boats, boat motors, or vehicles

• These documents are necessary to apply for Transfer of Registration and Title• Complete the Gift in Kind Report from the Club Sports Coordinator

• The report is submitted to the Gift Management Office for acknowledgment and gift recording purposes

• Create a letter of appreciation to the donor from the club once the gift has been approved by the University and received by the club

**Equipment valued at $5,000 or more will be listed with Property Control and marked with a Uni-versity decal.**

Page 36: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

36

Clemson University has built a brand that enables all of its entities to communicate consistently and effectively. Since Club Sports are part of Clemson University, you are able to take advantage of Clemson’s well-established an recognizable brand. From logos to fonts, consistency among the University’s communication pieces is essential in order to relay our message in the most effective manner. If you are ever unsure about anything in this section, please contact the Campus Recre-ation Communications Coordinator for assistance.

Please reference the University Brand Guide regarding the use of colors, photos, logos, typography and voice. https://www.clemson.edu/brand/guide/

Posting in Fike Recreation CenterFike Recreation Center no longer allows paper flyers to be posted in or around the building. Any clubs who wish to advertise in Fike may have their ads placed on the TV screens in the Fike lobby. Currently, clubs may have their ads posted at no charge. However, there may be a fee for digital advertising in the future.

Guidelines for images to be considered for display include the follow:• 1536x954px in 300 dpi• Must following the Clemson University branding guidelines• Must be approved by the communications coordinator

Campus Recreation reserves the right to reject an advertisement based on certain criteria which include but are not limited to, design, content, and image specifications. Advertisements to be con-sidered for posting are to be submitted to the Communications Coordinator for review.

Club ApparelAll club apparel must be produced by a company that is licensed with the Collegiate Licensing Company (CLC) to produce University trademarks. This policy is designed to protect the integrity and ensure the proper use of the University’s name and logos. All University logos, the Tiger Paw and the work “Clemson” are protected trademarks and can only be produced by CLC licensed com-panies.

Local licensed companies who can assist with club apparel are:• Tiger Town Graphics (Clemson, SC)• The Graphic Cow (Liberty, SC)• The Print House (Pendleton, SC)

With nearly 600 licensed vendors, finding the items you need from a licensed vendor should be easy. In the rare case that none of Clemson’s licensed companies produce the item you need, ex-ceptions may be made on a case-by-case basis.

If you club intends on selling any branded item for fundraising, let the vendor know you will be sell-ing those items early in the production process, as there are additional steps that must be taken to produce the items for resale.

Marketing

Page 37: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

37

This checklist is designed to help make the transition between club officers much easier. Club activity can continue successfully if these steps are taken to train a club member to take over as an officer in the case that a current officer will not be continuing their duties the following year. Clubs that need to replace officers should hold elections as early as possible in the final semester of the current officer(s) and inform the Club Sports department no later than April 15. This way, the current officer can train the new officer throughout the entire semester, giving them ample time to answer questions and explain duties. Below are some guidelines to help current club officers ex-plain to the future officers about how the club is ran:

• Familiarize the future officer on all the policies in the Club Sports Manual• Inform the future officer about the Club Sports Association meetings and encourage them to

attend a few with you throughout the semester• Include what all the different meetings entail• Emphasize the fact that they are mandatory for each club to have representation

• Outline the importance of delegating among all officers• Inform the future officer on what duties each position in the club has performed in the

past as well as what has worked and what has not• Explain the club’s scheduling process and any league or conference affiliation• Discuss officer roles during practices and competitions and what role coaches play within the

club (if applicable)• Outline the travel process• Explain how purchases and reimbursements are made

• Inform the future officer what vendors the club has had success within in the past• Familiarize the future officer on the allocation process

• Explain the importance of fundraising for club sports and share successful fundraisers the club has not in the past

• Reiterate the importance of communication with the Club Sports Coordinator• Discuss any other issues or concerns the Club has encountered in the past, and possible sug-

gestions for improvement in the future

The most important aspect to get the future officer involved early. Have them assist in officer duties during this training period so they can get a hands-on fell for how club operations run.

Officer TrainingChecklist

Page 38: 2016–17 MANUAL · 2016–17 MANUAL. 2 Table of Contents Important Contacts Program Overview Recognized Clubs Membership ... • Following the presentation, the Club Sports Council

38

Club Form Due Date FromParticipant Student Code of Conduct Before they practice/compete ALL Club MembersClub Sports Waiver Before they practice/compete ALL Club MembersParticipant Emergency Contact Before they practice/compete ALL Club MembersClub Information Form Before club activity takes place Club OfficerSemester Schedule Before club activity takes place Club OfficerConstitution and Bylaws Before club activity takes place Club OfficerCoach/Instructor Application* Before club activity takes place Club OfficerCoach/Instructor Agreement* Before club activity takes place Club OfficerAdvisor Agreement Before club activity takes place Club Officer

Injury Report Within 24 hours of injury Club OfficerWaste Management Certification Before club activity takes place Safety OfficerHazard Communications Certification Before club activity takes place Safety OfficerBlood Borne Pathogens Before club activity takes place Safety OfficerFirst Aid/CPR/AED Certification Before club activity takes place Safety Officer

TravelDriver’s Test & Enterprise Vehicle Agreement

1+ week before trip All Drivers

Trip Planning Form Wednesday before trip Club OfficerTrip Return Form Wednesday after trip Club Officer

Special Events and CompetitionsSpecial Events Registration 4+ weeks before event Club OfficerSales and Solicitation Form* 2+ weeks before event Club OfficerClemson Food Waiver* 2+ weeks before event Club OfficerFacility Reservation Request 4+ weeks before event Club OfficerCity of Clemson Recreation Field Rental Agreement*

As needed Club Officer

Equipment Loan Form 3+ business days before event Club OfficerVisiting Team Waiver Day of event Club Officer

FinancesChamber of Commerce Event Fund-ing Request*

As needed Club Officer

Emergency Funding Request* As needed President/TreasurerReimbursement Form As soon as possible President/TreasurerPurchase Request Form As needed President/Treasurer

*if applicable

Paperwork Deadlines

Risk Management