Sport Club Handbook

2017-2018

Table of Contents

SPORT CLUB ADMINISTRATION

IMPORTANT CONTACTS

CAMPUS RESOURCES

INTRODUCTION TO SPORT CLUBS

CAMPUS RECREATION MISSION STATEMENT

SPORT CLUB GENERAL INFORMATION

Rights and Expectations

Compliance Program

Club Participation

Sport Club Executive Board

Positions and Responsibilities

CLUB REGISTRATION PROCESS

RSO Re-Registration Process

Notification of Changes

Withdrawal of Registration

Constitution

NEW SPORT CLUBS

SPORT CLUB LEADERSHIP

Club Officers and Duties

Coaches

Advisors

CODE OF STUDENT CONDUCT

Non-Discrimination in Membership Clause

Hazing

FUNDING INFORMATION

General Information

Funding Policies

Student Fee/Program Allocation Fund

Opportunity Fund

Foundation Account

Alumni Relations

Re-Allocation of Funds

Tax-Exempt Status

Off-Campus Bank Account

Utilization of Allocation Monies and Reimbursement

Example Receipts

Fiscal Management by Clubs

RISK MANAGEMENT

Elements of Risk Management

Inclement and Severe Weather

Safety Officers

First Aid Kits

Injuries & Incidents

Writing an Effective Incident or Injury Report

EMT Presence

SERIOUS INCIDENT/INJURY PROTOCOL

Concussion Protocol

SMART Clinic

TRAVEL AND EVENTS

Home and Away Event Registration

Travel Policies

Class Absence Letters for Sport Club Events

Vehicle Accidents

University Vehicle Accidents

RESERVING ISU FLEET VEHICLES FOR CLUB TRAVEL

Post Event Report

FACILITY REQUESTS

Guidelines

Practice Sessions

General Policies

MISCELLANEOUS

Involvement Form

Monthly Participation

Sport Club Leadership Series

Team Building Activities

University Calendar

Club Photos/Videos

“Clubs That Care” Philanthropy

Sport Club Leadership Awards

Equipment Storage and Inventory

Training, Advising, and Workshops

Info Meetings

Apparel and Branding

CLUB PUBLIC RELATIONS AND MARKETING

Recruitment Opportunities

SPORT CLUB ADMINISTRATION

Daryl Shreve, Assistant Director of Competitive Sports.…………………………………………………………….Office: 438-3705

Kelsey Orrill, Coordinator of Sport Clubs……………………………………………………………………………………Office: 438-2577

Drew Ison, Coordinator of Intramural Sports ……………………………………………………………………………Office: 438-3704

Cameron Morgan, Graduate Assistant of Sport Clubs………………………………………………………………Office: 438-3888

Michael Binger, Graduate Assistant of Intramural Sports ………………………………………………………….Office: 438-0685

IMPORTANT CONTACTS

Campus Recreation………………………………………………………………………………………………………………….Office: 438-3700

Student Fitness Center………………………………………………………………………………………………………………………..438-7529

Student Activities and Involvement …………………………………………………………………………………………………..438-3212

Van Training (Facilities Management)……………………………………………………………………

CAMPUS RESOURCES

Bone Student Center…………………………………………………………………………………………………………………………..438-4636

Classroom Scheduling (Jason V.)…………………………………………………………………………………………………………438-2403

Student Conduct and Conflict Resolution…………………………………………………………………………………………….438-8621

Environmental Health and Safety…………………………………………………………………………………………………………438-8325

Fleet Dispatcher (University Vehicles)…………………………………………………………………………………………………438-2038

Risk Management……………………………………………………………………………………………………………………………….438-2145

Health Promotion and Wellness………………………………………………………………………………………………………….438-9355

Newspaper – Daily Vidette………………………………………………………………………………………………………………….438-8530

Redbird Card Office…………………………………………………………………………………………………………………………….438-2273

SMART Clinic……………………………………………………………………………………………………………………………………….438-1892

Student Counseling Services……………………………………………………………………………………………………………….438-3655

Student Health Services………………………………………………………………………………………………………………………438-8655

University Police………………………………………………………………………………………………………………………………….438-8631

1

University Registrar……………………………………………………………………………………………………………………………..438-2188

1

INTRODUCTION TO SPORT CLUBS

The purpose of the Illinois State University Sport Club program is to provide athletic opportunities to students who are seeking competition and camaraderie. The Sport Club program provides an avenue for Illinois State students to develop leadership skills, organizational abilities, promotes teamwork, fun, service, integrity, safety, and provides an outlet for students dedicated to a sport to pursue it at a high level. Additionally, the Sport Club program promotes excellence, accountability, and leadership through its support of student-run-teams.

Each club is a Registered Student Organization (RSO throughout document) through the Student Activities and Involvement Unit. ISU Sport Clubs are student-led and funded. The co-curricular environment provides an emphasis on student leadership, development, and learning given students are directly responsible for fundraising, public relations, organization, administration, budgeting, scheduling, decision making, and conflict resolution as it relates to their club. Club teams represent ISU in competitions across the country and the Department of Campus Recreation will serve in a support role for supervision and coordination of all club activities.

Participation in a Sport Club is strictly voluntary. Each participant should understand that the possibility of bodily and other injury does exist. Illinois State University does not provide accident or medical insurance for club members and cannot be held responsible for injuries during travel or participation in voluntary activities. Club participants are also held in the highest regard as it relates to personal and team conduct. Incidents and behavior deemed inappropriate will be held accountable as outlined in the Sport Club Compliance Program and the Illinois State University Code of Student Conduct.

The purpose of the Sport Club Handbook is to outline the policies and procedures of Illinois State University and the Department of Campus Recreation for the general operation of a Sport Club. It also serves as a how-to resource guide to answer questions that come up in the course of leading the club. The policies and procedures outlined in this handbook are subject to change and officers will be notified of any changes via email from Sport Club Administration.

CAMPUS RECREATION MISSION STATEMENT

Our mission is to enhance the quality of life of our unique members by educating and encouraging active participation in recreational opportunities that develop leadership skills, foster social interaction, and reinforce healthy behaviors.

We Commit to Provide You…

  • Safe, clean and sustainable indoor and outdoor facilities.
  • Consistent, innovative and exciting programs.
  • Outstanding service with integrity, civility, and courtesy.
  • Opportunities to develop and grow as a leader.
  • Knowledgeable, professional and enthusiastic staff.
  • Quality and well-maintained equipment.

As a Team, We Value:

  • Integrity: firm adherence to a code of morals or values.
  • Development: growing or causing to grow or become more advanced by deliberate effort.
  • Teamwork: members contributing a part of the betterment of the whole.
  • Inclusion: seeking ways to ensure access, voice, opportunity, and participation
  • Fun: amusement, enjoyment and playfulness.
  • Service: contribution to the welfare of others.
  • Safety: mitigation or risk to protect from injury, loss or accident.

SPORT CLUB GENERAL INFORMATION

Becoming a registered Sport Club with the Department of Campus Recreationdoes not end with the registration process. Clubs who choose to participate in the Sport Club Program accept the responsibilities and expectations of Sport Club status. These include:

  1. Be controlled and directed by ISU students. Like perspective clubs, a minimum of five currently enrolled (at least one credit hour) ISU students are required to be a sport club.
  2. The officers on file with Campus Recreation must also be currently enrolled, fee-paying ISU students in good academic and conduct standing.
  3. Abide by all regulations specified in the Illinois State University Code of Student Conduct and the Sport Club Compliance Program.
  4. Be advised by a full-time faculty or staff member at ISU that is not associated with Campus Recreation. The advisor should be able to consult and provide support to the Sport Club.
  5. Be in good financial and conduct standing.
  6. Commit to the fulfillment of the obligations of teams and individuals under the Sport Club Program.

These obligations include, but are not limited to:

  • Affiliation with a National Governing Body (NGB) for the respective sport
  • Annual registration as an RSO with the Student Activities and Involvement and fulfillment of all its requirements
  • Completion of all Sport Club Program paperwork by established deadlines
  • Attendance at all scheduled trainings and meetings as called by Sport Club Administration
  • Regular communication with Sport Club Administration, including updating information and asking questions
  • Demonstrated ability to handle club finances in an appropriate manner, including use of an off-campus bank account
  • Development and accomplishment of annual goals and objectives for recruitment, fundraising, and competition
  • Full participation in the risk management directives of Campus Recreation and the Sport Club Program
  • Development of a constitution and by-laws (will help guide the club’s mission and goals)
  • Establishment of a leadership structure comprised of only ISU students with the Sport Club Administration
  • Confirmation that only eligible members that have signed the waiver are participating in club activities

Rights and Expectations

As a representative of the Department of Campus Recreation, each Sport Club is obligated to obtain the approval of Sport Club Administration prior to acting on items included and not included in this handbook. If a Sport Club chooses to act independently, that club will risk losing its Sport Club status and all rights and privileges associated with that status.

Compliance Program

The Sport Club Compliance Program was initiated in 2012-13 in order to supplement incidences and violations not highlighted in the Illinois State University Code of Student Conduct that are of particular significance to the club program. The document encourages accountability for both individual participants and club teams as it relates to club compliance with paperwork, meetings, sportsmanship, safety, conduct, and behavior.

Clubs and members not in compliance will be held accountable through censures, restrictions, and application of the different club statuses listed in the Compliance Program. Sport Clubs on inactive status will have no access to on-campus facilities or student-fee funds, are removed from the Department’s website as an active club, and are not permitted to practice or compete as a team until resolution has been made with the Department.

Club Participation

Each Sport Club participant must complete and submit a Club Participation Waiver and Release Formbefore physical participation with a club and be a currently enrolled, fee-paying ISU student. ISU faculty/staff (whose primary appointment is F/S - including those enrolled in classes with a tuition-fee waiver) and non-ISU individuals are not permitted to participate. The waiver must be filled out once every academic year for each club. Clubs should record pertinent participant information for club records prior to submitting the waiver to Campus Recreation (e.g., UID #, emergency contact information) because Campus Recreation will not distribute any information once the waivers are submitted. Waivers must be completed in PEN (blue or black ink) and are due to the Campus Recreation Administrative Office no later than 48 hours after they are completed. If an individual only attends an interest meeting and does not engage in physical or club activity beyond the meeting, no waiver is required.

Clubs can expect random roster checks throughout the year where they will be asked to produce their Redbird ID and verify they have a waiver on file. The Competitive Sports Student Team Member on duty has the right to keep individuals from practices/competition if they are unable to produce their Redbird ID.

Sport Club Executive Board

The Executive Board is comprised of five elected Sport Club current or past officers. These elections are held every spring for the following academic year. The purpose and responsibilities of the Sport Club Executive Board include:

  1. To review the Sport Club Handbook, which includes the policies and procedures that directly affect clubs, and provide feedback and recommendations for change, if necessary.
  2. To serve as a conduct board governing all violations of policies and procedures outlined in the handbook and provide recommendations for consequences and sanctions as outlined in the Sport Club Compliance Program. Some examples of sanctions might include the following bullets and the decision will vary based on the infraction:
  3. Monetary – loss of funding or denial of reimbursement
  4. Membership – probation or expulsion of clubs and/or their members from the Sport Club program
  5. Facilities – loss of fields, court space, scheduling priority, etc.
  6. Activities – suspension from practice or travel for a member or entire club
  7. Resources – loss of advertising, publicity, or press
  8. To make recommendations each spring about the amount of money allocated to each Sport Club based on their demonstrated need
  9. Assist with the facilitation of the monthly Leadership Series and the End of Year Sport Club Banquet
  10. To consider the best interest of all sport clubs and to carry out recommendations for the prosperity of the Sport Club Program
  11. To create sub-committees that may work on special projects

Positions and Responsibilities

The officers of the Sport Club Executive Board shall include (in order of succession): President, Vice President, Treasurer, Secretary, and Events Coordinator. One term is the length of an academic school year (first day of classes in the fall to graduation in the spring). The exception would be if there is a ruling that needs to take place before the new officers start their term. In this case, the existing Board would rule. No officer will be permitted to hold more than one Executive Board position. All Board officers shall retain voting rights, however, the President will only vote in the case of a tie for Executive Board voting procedures. Any officer may be re-elected, however not for more than two consecutive terms. Officers cannot reappoint themselves for a second term; they must be re-elected.

President

  • Supervise and control the activities of the organization
  • Preside over and call all meetings to order
  • Ensure all Executive Board officers are performing their duties
  • Assign special projects to Executive Board officers
  • Assist with the allocation of monies to clubs based on the needs based model
  • Assist with presentations and activities during the monthly Leadership Series

Vice President

  • Assist the President in his/her duties
  • Assumes the President’s responsibilities in his/her absence
  • Keep accurate records of all meetings in the Secretary’s absence
  • Assist with the allocation of monies to clubs based on the needs based model
  • Assist in special projects as assigned by the President
  • Assist with presentations and activities during the monthly Leadership Series

Treasurer

  • Work in conjunction with the President to prepare and present the SCAC budget
  • Assist in special projects as assigned by the President
  • Assist with the allocation of monies to clubs based on the needs based model
  • Assist with presentations and activities during the monthly Leadership Series

Secretary

  • Keep accurate records and attendance of all meetings and send to the Coordinator following all meetings
  • Assist with presentations and activities during the monthly Leadership Series
  • Assist with the allocation of monies to clubs based on the needs based model
  • Prepare ballots for elections
  • Assist in special projects as assigned by the President

Events Coordinator

  • Coordinate all Expo, Sport Club Recognition Celebration, Clubs that Care Week, and volunteer activities
  • Assist in special projects assigned by the President
  • Assist with presentations and activities during the monthly Leadership Series
  • Assist with the allocation of monies to clubs based on the needs based model

Executive Board members must be current, fee-paying students of Illinois State University and active members of the Sport Club Program. While they do not need to be current officers, they must have held a major officer role previously for at least a year (president, vice president, treasurer). Executive Board members may not miss more than two meetings in a semester. A board member’s failure to attend more than two meetings in any given semester, whether scheduled or unscheduled absences, may result in removal from the Sport Club Executive Board. The position may be filled as deemed necessary by the Coordinator via appointment.

CLUB REGISTRATION PROCESS

RSO Re-Registration Process

The Student Activities and Involvement Unit manages the RSO registration process. This is an annual process that occurs in the spring of each academic year. Each club should complete the form found on the Dean of Student’s website before the conclusion of the spring semester (last day of finals). The club will be required to submit an updated constitution (example here), listtheir president and treasurer and five members, and provide their advisor’s contact information. A club may not list someone associated with Campus Recreation as their advisor. Failure to register as an RSO excludes a club from recognition as a sport club and all sport club benefits for the upcoming year.

In addition to updating their registration as an RSO in the spring, all club officers are required to attend a training for officers anda one-on-one meetingwith Sport Club Administration to be considered an active sport club for the following fall. At this meeting, clubs will establish their new officers for the following academic year.

Note: Clubs that have been removedfrom the Sport Club program due to compliance and/or accountability violations are not eligible to re-register for Sport Club status until all sanctions and restrictions outlined in their compliance letter have been completed. These groups would then need to apply as a NEW Sport Club and be subject to those guidelines, if re-approved by the Executive Board.

Notification of Changes

All club names should read “Club Name at Illinois State University”. When an organization changes its name, revises its constitution, selects new officers (including Advisor), and/or when the addresses and telephone numbers of officers change during the academic year, such changes must be reported to the Student Activities and Involvement Unit and Campus Recreation. Failure to notify either party changes can result in loss of RSO status thereby ending Sport Club status.

Withdrawal of Registration

Any organization may withdraw its registration and disband as a club at any time by notifying Sport Club Administration. Disposition of organizational funds, if any, and certification that there are no outstanding debts, must accompany the withdrawal. Upon the date of notification of the withdrawal of registration, the organization forfeits all privileges afforded to Registered Student Organizations (RSO’s) and Sport Clubs.

Constitution

A constitution is the basic framework of an organization. It is used to provide an administrative structure for your group. Everything your club does or could do should be considered when drafting this document. If anything happens with the club, we will reference the constitution to see how your group outlines management of that situation.