SUNY Cortland Sport Clubs

Officer Training Session

Welcome Back!

It’s On Us: Sexual Violence Prevention &

ResponseInformation for Student Leaders

Nan Pasquarello, Interim Title IX Coordinator

Structure of this Meeting• Focus on things that all officers need to know

• The things you need to do/know to get you started

• Program changes

• Too much info for this evening – ongoing training

• Business for this Evening vs. Things You Need to Know

• Lots to cover, so we’ll move fast – if you have questions, please ask, or write them down and ask tomorrow

• This PowerPoint (and all forms) available on Forms page

Important Resources

• Sport Club binder

• Treasurer’s folder

• Sport Club handbook

Sport Club Binders• Required to be present at all club events

• What should be in it?o Sport Club Handbook

o Policy forms

o Any other important documents you have (i.e., contact info for officials or club presidents at other schools, practice plans, etc.)

• Pass it on at the end of the year

• Old policy forms: take them out NOW and put them in the collection box before you leave

• Top of packet: Officer info – correct & return now

Treasurer’s Folder• Manage this like a checkbook:

• We keep our own record in the office

• Transactions between June & now – stop in for amounts

• Copy of budget request included in folder

• All purchases/deposits go through our office. Not ok to keep money for paying your expenses

Date Transaction Payable To Description Amount Balance9/5/17 Deposit Dues +500.00 500.009/22/17 Payment Graph Tex New uniforms -200.00 300.009/25/17 Payment John Doe Official -75.00 225.009/26/17 Deposit Apparel $ +250.00 475.00

Sport Club Handbook• Before you contact us with questions, use it!

• Contains all policies and procedures related to our

program, so a good first resource

• All officers responsible for contents

• One copy for binder, may request an additional

copy or just use online version

What to do FIRST…• Club Registration form – due 9/1 by 5pm

• Interest Meetings – we will send campus emailso Cover policy forms, dues, tryout info, contact info…

• Student Involvement Fair – 9/4, 12-3pm, Corey Union stepso MANDATORY. Only excused absence if you’ve made your cuts by this date.

• Policy forms

• CPR/First Aid Requirement & Refreshers

• Driver application process

Policy Forms• Submitted online, email will follow with copy of form

• Must be submitted before ANY activity – no drop-ins!

• At interest meeting: tell everyone to print out and bring to first practice/tryout as proof of completion – EVEN OFFICERS!

• Only complete 1x/academic year

• Participants may NOT show you their phone as proof

• After cuts, you may shred students who get cut

First Responder Requirements

• Required to have at least 2 first responders

• Must provide proof of current CPR/AED & First Aid certifications – MUST HAVE BOTH

• Current list of first responders

• Certification Opportunitieso Full Course: Friday, 9/1 @ 1:30pm

o Re-certification Course: Monday, 9/4 @ 1:30pm (Labor Day – no classes)

• Continuing education requirements…

CPR/AED & First Aid Refreshers

• www.redcrossrefresher.com

• All First Responders for your club must complete oneAdult CPR and one First Aid module each semester

• Screen shot and email completion page for each module by last day of September AND February to remain an active responder

• Why? Not just about satisfying a requirement – First Responders have a serious responsibility!

• Should be the first ones to act when injuries occur

Driver Applications (p. 37)

• Eligibility: o Valid driver’s license for 2 years

o 1 moving violation in last 3 years

o No DUI/DWI convictions in last 5 yrs

o NY DRIVER’S LICENSE!

• Out-of-state licenses: must request abstract from home state DMV

• Allow 5 business days

• Applicants notified by email if approved/denied

• Two parts:o Driver Application form

o Student Driver Application form

• LENS Screening – why?

• Approved last year? Still need a driver application; don’treapply for LENS

• Check driver status!

What to do NEXT…

• Contact information

• Club rosters

• Collecting dues

• Club Constitution – p. 8-11, due 9/29 – more info in

“Things You Need to Know” and at 1st SCAB

Contact Information (p. 3)

• Put our office and cell phone numbers in your phones!

• Texting/calling is fine, but please use discretion. During

business hours, call our offices.

• We only communicate through Cortland email

Roster Forms (p. 40)• Email.cortland.edu – OneDrive, Shared With Me

• ALL presidents and secretaries have access

• Tryouts: due 2nd business day after cuts

• No tryouts: due 2nd business day after 2nd practice

Dues (p. 43-44)• ANNUAL dues amount on your budget request

• Minimum dues for any year/semester is $25 ($65 for F/S)

• If collected each semester, must be at least 50% of annual cost OR $25

• Due by 5th business day after roster due date or join date – stop list

• New: Dues Tracker form – access through OneDrive

• BE PROACTIVE: Penalty for <90% projected revenue

Other Significant Changes• More specific officer responsibilities

• Daily Attendance Records

• Community service requirements

• Travel and driver requirements

• Late paperwork fines

Division of Responsibilities

• Vice-President (p. 29)

o ALL travel-related paperwork

o Travel arrangements – hotels,

rental cars, flights, etc.

o Fundraising activities

o Community service activities

• Secretary (p. 30)

o Roster management

o Daily attendance

o Contact/distribution lists

o Injury reports & med kit

• President (p. 27)

o SCAB meetings

o Policy forms/binders

o League/NGB relations

o Officials/judges/event staff

o Schedule practices/events

• Treasurer (p. 28)

o All financial matters

o Ledger management

o Budget preparation

o Dues/payments tracker

o Distribute reimbursements

Shared Responsibilities (p. 31)

• Transition/training of new officers

• First Responder requirements

• Survey distribution

• Banquet prep

• Marketing/advertising

• Annual report

• Know your members!

• Equipment – all 4

officers will share

financial burden for

missing equipment

• Constitution

Know Your Role!

• All officers are necessary for a club to run properly

• We will not accept work from an officer who isn’t

primarily responsible for it

• Hold each other accountable – no excuses!

• No one is forcing you to do this. If you don’t want

to, step down and let someone else take over.

Daily AttendanceRecords (p. 41)

• Access through OneDrive, tabs on roster form

• How many, not who

• Mandatory for all practices/events

• Recorded daily, reported weekly

• What will we be using these for?

• Penalties for cheating? Audits…

Sport Club Audits (p. 42)• Compliance check

o At least 1x/year

o Random, unannounced

• How to Pass:o Binder present with all docs

o 1 current CPR/AED/FA member

o All present asked to sign in

o Proper use of facility

o Attendance verification

• If You Fail: o Practice ended immediately, 1 week suspension

o Probation, future audit guaranteed

o 2nd violation: same as 1st, $50 fine added

o If contest, can elect to pay $200 fine to avoid canceling; practices would still be canceled

Community Service Requirements (p. 50-51)

• At least one per academic year

• Community Service Proposal form

• 75% participation

• > 30 members? Option for 2 smaller events

• Write-up/materials required upon completion

• Sanctions?

New Travel & Driver Requirements (p. 36)

• Travel Itineraries: o Due by Monday of week of intended travel

o Trip must be listed on travel calendar in our office by Monday as well

o IF EITHER THING DOESN’T HAPPEN, YOU DON’T TRAVEL!

• Driver Requirements:o Each trip must have at least 2x the number of eligible drivers as there are

vehicles traveling

o Ensures a backup driver in the event of an emergency

Required Paperwork & Fines (p. 43)

• For all paperwork/mandatory assignments where at

least 2 weeks notice is given, a $10.00/day fine will

be assessed for each business day past the original

deadline the task is not completed

• 5pm is the assumed deadline for all requirements

• Fines will begin on 2nd business day following

deadline

Code of Conduct (p. 13-16)• Remember who/what you represent

• Very few individual punishments

• Discuss with teammates! Underclassmen, especially

• We’re not stupid – you do what college kids do

• Official club functions

• We don’t go looking, but we’ll deal if brought to our attention

• Make intelligent decisions and speak up!

Injuries & Reporting (p. 17-18)

• Injury reports required for

ALL injuries regardless of

severity

• Any time an ambulance

is called/a person is

taken to the hospital,

Matt must be called!

• Emergency Action Plan

• Athletic Trainer update

Head Injuries & Concussions(p. 19-21)

• Responsibility of all four officers

• Athlete is done for day, regardless of desires, game situations, EMT recommendations, etc.

• ALL HEAD INJURIES ARE SERIOUS!

• Submit Injury Report next business day

• SIGNIFICANT team/individual sanctions for non-compliance! Suspension from program, officer removal, participant banishment, etc.

• Discuss at team meetings – they need to know ahead of time

Use the Appendices!

• Travel Advances

• Travel Itinerary

Addendums

• Proposals to Fundraise

• Home Event Requests

• Check Requests

• Deposit Slips

• Official Payment

Vouchers & W-9s

• Excused Absences

Final Tips for Success…• There are no stupid questions – just ask

• Be a familiar face

• Better to ask and get it right the first time, than to screw up and learn the hard way

• Mistakes are ok - we expect you to make them

• 36 of you, 3 of us – be reasonable, proactive and respectful, we’ll have a great relationship

• Remember your responsibilities!

Acknowledgement of Receipt

• Turn to last page of handbook – all 4 officers sign

• Read, sign, give it to us before you leave

• MAKE SURE YOU READ THE THINGS YOU NEED TO

KNOW & USE YOUR HANDBOOKS!

Have a great night!