Sport Club Staff Training

Report
SPORT CLUB OFFICER
TRAINING
Fall 2013
WELCOME BACK!
Intros
Name, Club, Year in School, Celebrations
Purpose of today
Refresher for some, intro for others
Training is ongoing
Ask questions!
Can meet separately with each club also
PIZZA!!!
WHAT ARE YOUR GOALS FOR THE
YEAR?
Think of 3, and don’t be afraid to dream big
Think outside the playing field as well
We’ll revisit these later, hold onto the paper throughout
training
5 minutes… GO!
WHAT ARE SPORT CLUBS?
History of clubs
Student leadership
What makes them successful?
Service
Student Development
Quality
Relationships
Quick look at our SC Program
SPORT CLUBS BY THE NUMBERS
32 Sport Clubs… and counting
800 participants… and counting
Over 65 home events in 12-13
300+ trips, games, events, scrimmages
$188,790 in dues payments
$24,155 in league dues
$60,000 from our office
70+ acts of community service
10 Staff Members
What they do
LIST OF CLUBS
Archery
Baseball
Basketball (M)
Cheer
Dance
Equestrian
Field Hockey
Golf
Ice Hockey (M)
Ice Hockey (W)
Lacrosse (M)
Lacrosse (W)
MMA
Outdoor Adv.
Paintball
Parkour
Roller Hockey
Rugby (M)
Rugby (W)
Ski
Soccer (M)
Soccer (W)
Softball
Surf/Skate/Snow
Swim
Tennis
Ultimate (M)
Ultimate (W)
Unified Sports
Volleyball (M)
Volleyball (W)
Wrestling
MISSION STATEMENT
Rowan University’s Sport Club Program is dedicated to
enriching the
educational experience by providing safe opportunities to
students for engagement in a variety of physical, sport activities across a broad range of
skill levels and experiences. This includes activities that are competitive, semi-competitive, and
recreational in nature. Further, the Rowan University Sport Club Program is a training ground for
leadership, organizational development,
and teaching. Ultimately, the mission is realized through a program that
provides diverse sport activities while also affording the students opportunities to develop skills
that will assist them
beyond their years
spent at Rowan.
LEADERSHIP DEVELOPMENT
Student organizations fulfill a very important role at Rowan University. These organizations
provide a medium for students to enhance the lessons learned in the classroom through
real life experiences and responsibilities . The
sport club program exists not only to provide students with extracurricular competition in
sport and the ensuing benefits that sport competition brings, but also to develop skills that
will assist students beyond their years spent at the University. While the Assistant Director
and other Sport Club staff members assist clubs with administrative needs and policy, the
emphasis is on student leadership
development and principles of selfgovernance. Sport clubs are student-run, and within each club the students are
directly responsible for all aspects of managing and operating a successful competitive
organization. As a result, sport clubs present a unique opportunity for students to
develop both their athletic and
leadership abilities.
ELIGIBILITY
Competitive Sport Clubs: Currently enrolled students (grad or
undergrad), unless there is a special exception designated by your
governing body.
Non-competitive Sport Clubs (no contests against other
colleges): Open to students, faculty/staff, or Rec Center
members.
Intramural Eligibility
STANDARDS OF CONDUCT
Hazing
Rowan University defines hazing as “any action taken, created, or situated which
intentionally or recklessly subjects any person to the risk of bodily harm, mental or
physical discomfort, embarrassment, harassment, or ridicule; or causing or encouraging
any person to commit an act that would be a violation of law or university regulations; for
the purpose of initiating, promoting, fostering, or confirming any form of affiliation with
a student group or organization.”
Alcohol or Illegal Substances
Not allowed on trips
Tobacco
Not allowed at any of our facilities
Sportsmanship
MAINTAINING YOUR CLUB
Updated Constitution (by end of September)
Roster (ongoing creation on our end)
Waivers (should be completed before any activity)
Practice/Game/Trip Schedule
Officer Contact List (notify us via email)
Semester/Annual Reports (due dates coming)
Attend SC Meetings (dates coming)
Submit Paperwork on time (ongoing)
Community Service (one per semester)
CONSTITUTION
OFFICER ROLES
Required
President
Treasurer
Risk Manager
Suggested
VP
Secretary
Marketing/PR
Others?
PRESIDENT ROLES
•
•
•
•
•
•
•
•
Primary liaison with the SC Office
Keeps club members compliant with all policies
Assures all paperwork/reports are complete
Submits facility requests for any space needed
Attends all SC trainings and meetings
Works on transition to new officers
Assists other officers with all of their assigned duties
‘Other duties as assigned’
TREASURER ROLES
• Collects dues or assures that dues are paid
• Maintains records of receipts and expenditures
• Submits reimbursement requests or assists other club members
in doing so
• Submits all invoices in prompt manner for payment
• Submits officials’ paperwork when applicable
• Assists in any other financial matters as needed
RISK MANAGER ROLES
• Submits travel itinerary for any club travel off-campus
• Completes club Emergency Action Plan with regards to any
off-campus activity
• Completes injury report in the event a SC Staff member is not
present
• Checks out a FA kit for any off-campus travel
• Maintains copies of club emergency contacts
• Obtain FA/CPR Certification (provided by us)
OTHER OFFICER ROLES
• VP
•
Assist President with any duties as needed
•
Attend meetings in absence of President
•
Potential ‘President-in-waiting’
• Marketing
•
Maintains club’s Social Media
•
Creates club flyers
•
Communicates with SC Marketing Staff
• Secretary
•
Takes attendance at practices and meetings
•
Assists with any paperwork or semester/Annual Reports
COACH/ADVISOR ROLES
• Need to maintain being a STUDENT org
• Coaches shouldn’t run the club or fulfill officer duties unless that coach is
a student
• Our office does not hire/fire the coach, but can assist in those processes
• Important to designate what the coach’s duties are, what the club’s duty is
• Final say goes to the club
• Is your club looking for a coach? (start a list)
• Coach benefits
• Rec Membership or potential pay
• Coach’s contract
COACH/ADVISOR CONTRACT
COMMUNICATION
Key to your success, and maximizing our ability to help
you communicate with…
• The Sport Club office (Gary and Bill)
• Denise (Rec Secretary)
• Staff on-site at your events
• Sport Club Liaisons
MARKETING
•
•
•
•
•
•
•
•
•
•
Announcer
Work with Marketing team
PPT Flyers
Utilize Graphic Designers, but well in
advance
Digital Signage
Tabling- Rec/SC
Res Life Boards
Duplicating
Logo and Branding Guide
Social Media
LOGO USAGE
•
•
•
•
•
•
Style Guide
Competitive vs. Non
Color Variations
Don’t alter
Get approved
T-shirts, etc…
HOW TO…
•
•
Submit an Announcer
Reserve a room or table
• At Rec vs. elsewhere
•
Request practice space
• Hang things on RA Boards
• Use digital signage
• Order from Duplicating
• Use social media
• Be active
• Be informative
• Be interactive
• Follow us, we’ll follow back!
SUBMITTING ROWAN
ANNOUNCERS
Club use only
Deadlines for submission
Sending to me
Frequency
Employees also
SOCIAL MEDIA
Facebook/RowanSportClubs
Twitter
@RowanSportClubs
#ProfPride
Rec Center
FB/Twitter/Instagram
RowanRecCenter
Follow us!
1000 Tweet Goal
WEBSITE
WEBSITES
REC FACILITIES
IM Field
No smoking, pets, alcohol, vehicles allowed
Follow reservations, show up for them too
If it’s nice out, leave it unlocked
Key list, lights
Making the call on weather
Rec Center
Court priority
Abiding by Rec policies
Gym workouts
TURF RULES
No gum, food, drink, smoking, sunflower seeds
Wait until Athletics is done
Never without supervision
Enter by the Team House
FINANCIAL
How to pay dues, fundraising money
Ordering from Vendors
New vendor- W9, NJ BRC
Ask early in your process!
Include me on emails, send me invoices
Plan a budget
Reimbursement
Tracking member dues
Allocation usage, carry-forward
More in-depth focus at September officer meeting
Bring your treasurers
This stuff takes time and planning!
REVIEW ICE HOCKEY BUDGET
FUNDING MODEL
How we determined your money
Tiers, Multipliers, Points, Deductions, Requirements
How you can assure all your money
Clubs went up, money stayed same
When we can, we increase funding, trying for more next year, so it is
important that clubs do their part in abiding by everything, setting goals, being
awesome
Revised funding model discussed at next meeting
FUNDING MODEL SNAPSHOT
NEW CLUBS
Potential for new clubs
Limited based on space
Petitioning Process
1-year process, will be stricter
No funding
Tougher requirements this year
New Club Interest Meeting will be held…
September 24th and October 15th at 5pm
SC STRIKE SYSTEM
Rowan Sport Clubs are required to complete all club duties as outlined today
and in Manual
Strikes will accumulate throughout the course of one full academic year.
Upon receiving any strikes, a meeting must be held with the Assistant
Director of Sport Clubs to review each situation. All missed meetings will
require a makeup meeting with a Sport Club staff member. All missing
reports/forms are required to be handed in late.
When a club accumulates 6 strikes or more, the club will be considered
eligible for decharterment. The club will be dechartered at the discretion of
the Assistant Director of Sport Clubs.
Petitioning clubs will automatically need to restart the petitioning
process upon receiving any strikes.
STRIKES
Missed Officer Meeting – 1 Strike
A club will receive 1 strike for missing any officer meeting (1 per month) throughout the
Fall and Spring semesters.
Missed Semester/Annual Report – 2 Strikes
A club will receive 2 strikes for failing to hand in a semester or annual report.
Missed Service Project – 2 Strikes
A club will receive 2 strikes for missing a service project. Two service projects are required
each academic year (1 per semester).
Missed Officer Training – 2 Strikes
A club will receive 2 strikes for missing mandatory officer training (offered at the
beginning of each school year).
IMPORTANT CONTACT NUMBERS
Gary Baker
856-256-4908 , Text my cell with your number
Bill Moylan
856-256-4982, Text his cell with your number
Use cell in case of emergencies or something URGENT!
Rec Center- 856-256-4900
Public Safety- 856-256-4911 (emergencies)
SPECIAL EVENTS
Every SC activity could be a Special Event
Work with clubs on creating Special Events out of their events; at least one
for each club
Plan, promote, execute
Tie it to a philanthropy
Longboard Challenge, Rugby Homecoming, Ice Hockey events, Lax
Tournaments, Parkour trips, Golf Scramble, etc…
COMMUNITY SERVICE
Monthly SC Philanthropies
September- Alex’s Lemonade Stand
October- Breast Cancer Awareness
November- Canned Food Drive
Ends on 11/15 at football game vs. TCNJ
December- Toy Drive
Spring Service?
Club Requirements- 1 per semester
SLVCE Office
Website
Newsletter
PAPERWORK
Website
Waivers
Injury Report
Reimbursement Request
Dues Form
Look at Online Forms
What is required of EVERYONE?
Location of Forms
SPORT CLUB WAIVER
OTHER FORMS
CLUB TRAVEL
Purpose of travel itineraries
Travel options
Out of pocket, drive own cars
Out of pocket, reimbursement
Buses, costs… flights?
Driver Waivers
Risk Mgmt
Emergency Plan for the road
FA Kits
Emergency contacts
Overnight stays
Request for excusal from class
STAFF ASSIGNMENTS
Online Paperwork
Prof Points
FA Bags, Risk Mgmt.
Social Media
Marketing
Website Updates
Philanthropy
Budget/Finance
Sport Club Liaisons
ONLINE PAPERWORK
Googledocs
Rosters
Dues List
Emergency Contact Info
Who to share with
Competition reports
Other forms?
More online form submission
ONLINE PAPERWORK
Show and Tell!
WHERE CLUBS FEEL THEY
COULD IMPROVE
Recruiting
Practice Attendances
Communication within club
More service projects
Define officer roles/responsibilities
Better fundraising
HOW WE CAN HELP WITH THOSE
Recruiting
Late Night at the Rec
Info Meetings set up
Practice Attendances
Encourage them to hold people accountable
Encourage them to all pay dues
Communication within club
Facebook group
Email lists
Googledocs for rosters/dues
HOW WE CAN HELP WITH THOSE
More service projects
Monthly options through our SC program
Define officer roles/responsibilities
Set this up for Officer Training
Set up additional officer trainings, specifically for finance, travel & risk
Better fundraising
Track dues
Fundraising sheets through the Foundation office
Set up dropdown menus through foundation?
HOW YOU SAID WE CAN HELP
YOU
Recruiting opportunities
Late Night, SC Expo, Info Meetings, Announcers
Marketing
Flyers in Res Halls, TV’s, Announcers, Social Media
Speed Up Reimbursements
Make expectations clear
Practice Space
More turf time
Lining Fields
Already talked with grounds
Track Dues and give online access
Working on it!
EMERGENCY PROCEDURES
What are the risks associated with clubs?
Aware of safety concerns
Different Locations
Inside Rec
IM Field
Stadium
Esby
Off-Campus Locations
Always act as a first responder, secure scene, initiate EAP
Work with the Rec Center Staff
Act within your certification
EMERGENCY PROCEDURES
(CONT.)
Common Injuries
Reporting Injury
Contact Rec, Public Safety or 911
What, who, where, care given, state of victim
Higher Risk clubs
Concussion Risks
Visiting athletes
Injury reports
Athletic Trainers & EMS
SC Staff Roles
Potentially denying re-entry
Utilize new Wellness Center
PLANNING EVENTS
Go through proper channels
Keep us in the loop
Plan things out ahead of time, not last minute
Let us help you out!
PROFPOINTS
Different than mandatory budget stuff
Attending other clubs’ events
Attending Rowan Athletics’ events
Homecoming participation
Extra service
$1500 available each semester
Social Media points?
Quiz on officer manual
Miss a requirement, eliminated
More detail coming next meeting?
IMPORTANT DATES
Monthly Meetings
9/23 & 9/26
10/21 & 10/24
11/18 & 11/21
Paperwork Deadlines
Constitution by the end of September
Midyear reports due 12/12
Midyear Meetings
Week of December 16th
ODDS AND ENDS
Homecoming Participation
Put in Prof Country pic here
Contact Constantine Alexakos
Updated Manual on the website
PPTs from all Officer Meetings will be on the SC website
GOALS REVISITED
NOW- what are your three goals?
Anything additional?
Also let us know what you want to be covered in monthly officer
meetings.
NEXT MEETINGS
9/23 or 9/26
More financial
Prof Points
Budget System

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