2 TABLE OF CONTENTS Page Introduction..1 Membership and Eligibility..2 Calendar Deadlines...3 Club Requirements 4 Club Officer Descriptions.6 Academic Policy 8 Physical Education Credit 10 Coach Guidelines.11 Risk Management.12 Finances 16 Fundraising...18 Transportation and Travel.19 Schedules and Facilities 20 Club Equipment. 21 Code of Conduct...22 Social Media Policy...23 Appendix/Sample Forms...25
3 INTRODUCTION The Club Sports Program at Stevens Institute of Technology is administered by the Stevens Institute of Technology Department of Physical Education, Athletics and Recreation. Stevens provides funding to Club Sports as well as resources, assistance and guidance to the individual clubs. Each club is formed, developed, governed and administered by the student membership of that particular club and overseen by the Office of Campus Recreation, their advisor and/or their coach. This handbook has been prepared as a guide to assist student officers in the administration of their club sport program. The policies and procedures contained herein apply to all of the clubs. Each club officer and coach is required to be familiar with the policies and procedures so that they may ensure their club s activities are consistent with the guidelines outlined in this manual. Information, policies and procedures may change or be added to this handbook at any time. When this happens, a copy of the addition or change will be sent to all club sport participants. Questions regarding the policies and procedures within this manual should be directed to John Maurizi, the Director of Campus Recreation, whose office is located in the Schaefer Center. Mission Statement The Stevens Institute of Technology Club Sports Program, consistent with Intercollegiate Athletics and the Institute s mission, strives to provide leadership and recreational opportunities to the student body of the Institute, in order for them to enhance their knowledge and skill in a specific sport of interest, while at the same time retaining social, cognitive and physical experiences. Goals of the Club Sports Program 1. To provide leadership experiences for the student body at Stevens. 2. To provide recreational opportunities for the students to fulfill their college needs. 3. To provide assistance, guidance and resources for the clubs to effectively and successfully operate. 4. To maintain communication with the club officers so that the organization is effective and successful. Philosophy of the Club Sports Program All clubs within the Club Sport Program are oriented toward physical activity and sport. In every case, the underlying purpose of any individual club is to join together those members of the Stevens community that share a common activity interest. A club s focus must be competitive with the sole purpose of intercollegiate play on the club sport level. For each club, however, the scope of the club s activities must be consistent with its constitution. 1
4 MEMBERSHIP and ELIGIBILITY Membership in any club sport must be free from discrimination based on age, ancestry, color, disability, national origin, race, religious creed, sex, sexual orientation or veteran status. Each club must complete and submit a Team Roster at the beginning of each academic year. Deliver your roster to the Director of Campus Recreation by Thursday, September 7, The roster must include the following completed information about each member of your club: Name, Student ID #, Class Year, Gender, Phone Number, address, Major and Home Town. Each member is also required to fill out a liability waiver and participation agreement/medical insurance verification. The liability waivers and participation agreements should be on file by the same date listed above. 1. There is a mandatory membership fee of $100. Clubs are permitted to charge more than this amount however, $100 is the minimum. For those clubs that have two seasons and compete during the fall and spring semesters, will have a mandatory minimum or $100 per semester. 2. Membership may consist of matriculated undergraduate students. 3. Current varsity athletes are not permitted to participate in the same sport that they are currently competing in. 4. High school students in grades nine or above are not eligible for participation in club events. 5. Members may not use Club Sports to promote individual financial gain or private practice. 6. Presidents of each club sport are responsible for checking the eligibility of their players. 7. Players must maintain a grade point average of 2.0 to be eligible. 8. Graduate students are eligible for certain leagues and clubs. They must be enrolled for no less than 6 credits each semester that they are a member of a sport club team. LEAGUE MEMBERSHIPS For club s that belong to leagues that require a membership fee, this membership fee is paid by the team budget. In the event the league membership fee exceeds the amount of the team membership fee, the student will be required to participate in 80% of the league event. If the student does not or drops out from the team after the league membership is paid, that student will be responsible for the balance above the team membership fee.
5 CALENDAR DEADLINES This table provides the calendar deadlines for completion of various tasks that are required by Club Sports. The officers of each club are responsible for making sure these tasks are completed by the given deadlines. Item Deadline Officers Information Sheet Thursday, September 7, 2017 Fall Facility Request Thursday, September 7, 2017 Fall Practice Schedule Thursday, September 7, 2017 Fall Game Schedule Thursday, September 7, 2017 Team and Officer Goals Thursday, September 7, 2017 Roster and Liability Waiver Forms Thursday, September 7, 2017 Advisor/Coach Registration Thursday, September 7, 2017 Spring Facility Requests Tuesday, December 5, 2017 Spring Practice Schedule Tuesday, December 5, 2017 Spring Game Schedule Tuesday, December 5, 2017 Updated Constitution May 5, 2018 (if changes are necessary) Budget Requests for May 5, 2018 Annual Report May 5, 2018 Summer/Fall Contact Info May 5, 2018 Sponsorship form 72 hours after notification of intent to sponsor. All materials are to be delivered to the Director of Campus Recreation office by 4:00 PM on the above date, unless otherwise noted. All forms are available at or in the Campus Recreation office. A checklist will be kept by the Director of Campus Recreation to keep track of forms turned in.
6 CLUB REQUIREMENTS 1. Officers Information Sheet Clubs are required to maintain active status with Club Sports by completing an Officers Information Sheet. 2. Fall Facility Request Clubs participating in the fall are required to submit their facility request form to reserve practice and competition time in the athletic facilities. 3. Budget Request for the School Year Budget requests will be due on May 5, These budgets will be used to allocate club sport funding for operational expenses (everything other than personal equipment). Please use the form provided and attach an additional detailed breakdown of all your club s projected expenses and income for the school year. If your club does not submit a budget request, you will not be considered for funding. Budget requests will be reviewed by the Director of Campus Recreation. The Director will allocate the funds and advise sport club presidents of the amount awarded and an explanation of determining factors. 4. Annual E-board elections Each team is required to hold e-board election in November of each year. E-boards will serve for one calendar year. Seniors cannot serve as president if they cannot complete their full term. 5. Fall Practice Schedule Club Sports requires clubs to submit a schedule complete with the days, times and location of regularly scheduled meetings. This schedule will be posted on our web page and used to inform potential members of your schedule. Please submit a schedule to the Director of Campus Recreation. 6. Fall Game Schedule Clubs are required to submit home and away schedules for all club events, including competitions, demonstrations and anything else other than your regularly scheduled practices. 7. Team and Officer Goals Personal goals should be set for improving club performance and/or the organization. Officers should also meet with their club members to set goals for the club as a whole. 8. Roster, Participation Agreement, Insurance, Liability Waiver Forms and Concussion form Club rosters will be submitted via to the Director of Campus Recreation. These rosters will then be cross-checked with liability waivers and used for letters of notification, annual report information, etc. Please submit your roster with complete information including: Name, Year in School, Gender, Major, Address and Hometown.
7 Each member is also required to complete a liability waiver, participation agreement and medical insurance verification form. For clubs that have not begun practice, please submit these forms for your officers including a note of what date practice is scheduled to begin. These forms and your club roster will be due before the first practice. 9. Spring Facility Requests See fall facility requests above. 10. Spring Practice Schedules Club Sports requires clubs to submit a schedule complete with the days, times and location of all regularly scheduled meetings. This schedule will be posted on our web page and used to inform potential members of your schedule. 11. Spring Game Schedules Clubs are required to submit home and away schedules for all club events, including competitions, demonstrations and anything else other than your regularly scheduled practices. 12. Annual Report Each club will be required to submit an annual report with detailed information about club activities, results and participation from the past year. This yearbook will be used for recruiting future members, marketing and advertising Club Sports. The Annual Report will also be an aid in determining the amounts awarded for next year s budget. 13. Summer/Fall Contact Information Ideally the summer contact person should be someone reachable via their Stevens address. Also, please turn in fall contact information so we can get in touch with you about scheduling/budgets for Fall Sponsorship form All club s must notify the Director of Campus Recreation of any sponsors they are seeking or sponsors that have agreed to give support of any kind to that club. This notification must occur within 72 hours to determine sponsorship conflicts with institutional standards. 15. Coach Required Starting Fall 2015, all clubs will be required to have a coach. Coaches must be available for practices and all games, home and away. Any candidate for a coaching position must apply through the Workday portal at A prospective coach cannot have any involvement with a team until approved by the Director of Campus Recreation and hired through Stevens Human Resources. Please see Coach Requirements for more information on eligibility.
8 CLUB OFFICER DESCRIPTIONS OFFICERS All club sports must hold elections for officers each November. Officer positions are be limited to: 1. Full-time, officially registered, undergraduate students at Stevens 2. Students can serve on only one eboard. 3. Students must be able to complete the full term. The following list of responsibilities for club positions should be considered as guidelines and not as a complete list of responsibilities. Each club should determine the duties of each officer with the approval of the Director of Campus Recreation. CLUB PRESIDENT 1. Serve as a liaison between Director of Campus Recreation and the club team. 2. Be familiar with Club Sports Handbook, and make sure its policies are implemented and adhered to. 3. Make sure all forms are filled out and submitted to Club Sports office on time. 4. Keep the club coach aware of all Club Sport activities. 5. Hold elections as stipulated in the Club Sports Handbook. 6. Carry emergency contact information to all team functions. 7. Ensure that at least one officer attends mandatory training sessions at the beginning of the Fall Semester. 8. Submit receipts and purchase card to the Director of Campus Recreation within 48 hours of returning from an event or use of the purchase card. 9. Submit a summary after a competition to the Club Sports office within 36 hours after the competition. 10. Submit travel itineraries and notice of home event documents 5 business days before travel/game. CLUB VICE-PRESIDENT 1. Assist the President, and preside over club when the President is absent. 2. Work closely with the President in coordinating organizational activities. CLUB SECRETARY 1. Take minutes of club meetings. 2. Conduct all correspondence for the club. 3. Update team roster as necessary. 4. Circulate publicity information if needed. 5. Compile the club s annual report information. 6. Assist the President and Vice-President when needed. CLUB TREASURER 1. Keep budget and account records up-to-date. 2. Maintain documentation of expenditures and receipts. 3. Prepare and submit budget request to the President of the club. 4. Oversee fund-raising activities. 5. Maintain club account within Stevens Club Sports Operations Guidelines. 6. Report to the president of the club.
9 SAFETY OFFICER 1. Safety of club members during practices, competitions, team travel and club events. 2. Must have a current CPR certification. 3. Must have current First Aid certification. 4. Complete head injury procedures and policies program 5. Collect and submit participant waivers. 6. Collect and submit Participant Agreements. EBOARD ELECTIONS 1. Eboards serve for one calendar year. 2. Elections are held at the end of each fall semester. 3. A student must be able to complete the full year term. 4. Written notice must be given to the Director of Campus Recreation of when elections will be held. 5. Election Requirements: a. President must the entire team asking for candidates interested in an eboard position. Coach and Director of Campus Recreation must be copied on this . b. Once candidates are set, President will the team the names of candidates and positions. Elections can happen at a team meeting however; students not in attendance must have the opportunity to vote. A set time limit must be sent out to respond with vote by . c. Results must be sent to the Director of Campus Recreation within 48 hours.
10 ACADEMIC POLICY Under NCAA rules, all student-athletes must make satisfactory progress toward a baccalaureate degree and maintain a minimum grade-point average in order to be eligible to participate in intercollegiate athletics. These NCAA rules also apply to the club sports teams. Stevens student-athletes participating on a club sports team must maintain a GPA for each current semester as well as cumulatively. To maintain satisfactory academic progress, a student-athlete must have earned a minimum of 20 credits at the end of his/her freshman year, and 48 credits as the end of his/her sophomore year and then average 12 credits for each semester thereafter. An undergraduate student-athlete will automatically become ineligible if he or she drops below 12 credits during his or her season of competition. All academic eligibility situations will be handled on an individual basis. If you have questions or issues related to your academics, please visit the Office of Undergraduate Academics on the 5 th floor of the Howe Center. Please note that all NCAA Bylaws apply to all club sports since they are administered within the oversight of the Stevens Intercollegiate Athletic Department. Responsibilities: Student Responsibilities: 1. Being aware of the above Stevens academic policy. 2. Self-monitoring of academic performance to insure compliance with the above policy. 3. Informing their coach and/or advisor each semester as to compliance with the above policy. Coaches and/or Advisor Responsibilities: 1. Being aware of the above Stevens academic policy as it applies to student-athletes. 2. Being aware of their respective league/association academic policy for student-athletes. 3. Attesting each season as appropriate to their respective sports league and/or association that each member of the team is in compliance with the above academic policy. Stevens Athletic Department: 1. Normally the athletic department, in conjunction with the Office of Undergraduate Academics, does not monitor each student-athlete s academic performance. 2. However, it does retain the right to make periodic spot checks to insure student-athlete compliance with the above academic policy. Class Absence Policy: Student-athletes participating on club sports teams normally will not be excused from classes. Participation is voluntary and not required. However, students wishing to participate in an Away Contest event that may require missing class time are always free to work out an arrangement with their respective classroom instructors to make up any missed work, subject to his/her instructor s approval.
11 PHYSICAL EDUCATION CREDIT POLICY Members of a club teams are eligible to receive physical education credit if the following criteria are met: 1. The team has a coach who can monitor student attendance on a regular basis. The coach must be a paid, part-time employee hired by Stevens. 2. Member must attend a physical education meeting at the beginning of each semester to register for PE. 3. Students must participate in 50% of practices and games. This must exceed 10 practices and games with at least two being games. 4. The coach must submit an attendance record to the Director of Campus Recreation promptly at the mid semester point and the close of each semester. 5. One P.E. credit per semester with a maximum of 2 credits overall for participating in club sports.
12 GUIDELINES FOR CLUB COACHES CLUB COACH REQUIREMENTS FOR EMPLOYMENT 1. Apply for the position on line at Resume and Cover letter should be uploaded during the application process. 2. Attend scheduled practices and games. 3. Bachelor s degree required and Master s degree preferred. 4. Previous coaching experience at the collegiate level is preferred. CLUB COACH S ROLE Every club sport must have a coach. The Coach is interviewed by the Director of Campus Recreation and if approved, hired by Stevens. Coaches may be faculty, staff or community members. The primary duty of the coach is to provide organized and safe instruction and training for participants of various skill levels. 1. The Coach must be aware of and follow all Stevens Club Sports policies and procedures. 2. The Coach and club members shall make no promise of monetary or other rewards to any players or prospective players. 3. The Coach should attempt to develop skills and conditioning for the purpose of competition on a club sport level. 4. The Coach should be concerned with the risk of exposure to liability as a result of serious injury. It is recommended that coaches have travel, medical and liability insurance. 5. The Coach should be aware of any situation that could result in sexual harassment, discriminating conduct or inappropriate conduct by club members. Coaches are required to complete a Title IX training provided by Stevens. 6. Coaches should encourage the development of leadership, initiative and the ability to accept responsibility among all members and officers of the club. 7. Coaches must help ensure good sportsmanship at all times. The Coach should ensure that the activities and undertakings of the club are sound and reflect favorably on Stevens. 8. A club sport is first and foremost a student organization, and therefore the student officers responsibilities include but are not limited to submitting forms, budgeting, scheduling, competition and travel arrangements, special events, etc. The Coach will be responsible for the team use of a Stevens purchase card, collecting receipts, and submitting receipts to the Director of Campus Recreation within 48 hours after card has been reconciled. 9. The Coach s responsibilities are not those of a varsity coach. The club sport program is designed to allow the club members to administer most facets of the club s activity except coaching. 10. The Club Sports office may relieve the club coach at any time if it is determined that the coach is not working in the best interest of the club. 11. Undergraduate and Graduate students are not eligible to serve as coach or assistant coach. 12. The Coach can assist in the development and implementation of club sport goals and objectives by attending organizational meetings and consulting with the officers and the Director of Campus Recreation. 13. All Coaches are required to attend the Fall Coach Workshop and all designated training session which includes but not limited to; CPR training, Title IX training and By-stander training.
13 RISK MANAGEMENT EMERGENCY MEDICAL TECHNICIANS Emergency Medical Technicians (EMT) are required for all home games. The EMT s will be hired through the Athletic Department and paid by the main club sport account. The EMT s will work strictly for Club Sports. The following will be in place as to the use of EMT s: 1. Please see the Tier system below now in place for the sports requiring an EMT for certain events 2. All sports will have a Club Sport EMT present at home games 3. An EMT will be provided for away games when available HEAD INJURY AND CONCUSSION POLICY From the Center for Disease Control s Heads Up Mild Traumatic Brain Injury Guidelines: Athletes who experience one or more of the signs and symptoms listed below after a bump, blow, or jolt to the head or body may have a concussion should observe for the following; Signs and Symptoms Signs Observed by Coaching Staff Appears dazed or stunned Headache or pressure in head Is confused about assignment or position Nausea or vomiting Forgets an instruction Balance problems or dizziness Is unsure of game, score, or opponent Double or blurry vision Moves clumsily Sensitivity to light Symptoms Reported by Athlete Appears dazed or stunned Headache or pressure in head Is confused about assignment or position Nausea or vomiting Forgets an instruction Balance problems or dizziness Is unsure of game, score, or opponent Double or blurry vision Moves clumsily Sensitivity to light Club presidents, vice presidents, treasurers, secretaries, coaches, and advisors are required to annually complete the NFHS Concussion in Sports Course within the first two weeks of the fall semester or the first two weeks of assuming their position. This course is offered free of charge at After completing the course each participant should a copy of their completion certificate to All club participants are required to sign the UA Sport Club Concussion Statement annually and are strongly encouraged to watch the NCCA s Concussions: Don't Hide It, Report It, Take Time to Recover video at
14 Removal from Play: Any participant, who during a practice or competition, sustains a head injury or suspected concussion, or exhibits signs and symptoms of a concussion, or loses consciousness, even briefly, shall be removed from the practice or competition immediately and may not return to the practice or competition that day. The participant should complete a SCAT2 Test 24-72hours after the injury performed by a qualified medical professional. The participant must be symptom-free for at least 24 hours in order to begin a return to play progression and clearance to play must follow the Return to Play section of this Policy. Reporting The club president or their designee shall communicate the nature of the injury to the Sport Club Coordinator by phone or immediately after the practice or competition in which a student has been removed from play due to a head injury, suspected concussion, signs and symptoms of a concussion, or loss of consciousness. Participants who sustain a head injury outside of club events should notify the Sport Club Coordinator within 24 hours of the event to ensure the participant s safe participation in club activities. Return to Play: Medical Clearance from a physician must be documented using the UA Sport Club Return to Play Clearance Form available at urec.ua.edu. This form must be provided to the Club Sport Coordinator prior to resuming club activities. The participant and club president will be notified via when the form has been processed by the Sport Club Office; the participant should not participate until this time. Forms may take up to one business day to process.
15 Risk Management Tier System Effective Fall 2016, Club Sport teams will be assigned to a tier (1-3). The tier identifies requirements each team must follow. A team may be moved to a different tier at the discretion of the Director of Campus Recreation. TIER 1 TEAM Practices Games Baseball EMT required/coach required EMT required for home and away games/coach required Ice Hockey EMT required/coach required EMT required for home and away games/coach required Lacrosse - Men EMT required/coach required EMT required for home and away games/coach required Ski and Snowboard EMT/Ski Patrol required at ski resort EMT/Ski Patrol required for races/coach required Swimming Lifeguard required Lifeguard required for home and away games TIER 2 Crew No EMT required EMT required for all regattas/coach required for home and away regattas Lacrosse - Women No EMT required EMT required for home games/coach required for home and away games Sailing No EMT required EMT required for all regattas/coach required for all regattas Soccer Men No EMT required EMT required for home games/coach required for home and away games Soccer - Women No EMT required EMT required for home games/coach required for home and away games Ultimate Frisbee No EMT required EMT required for home games/coach required for home and away games Volleyball - Men No EMT required EMT required for home games/coach required for home and away games TIER 3 Archery No EMT required No EMT required/coach required for home and away games Bowling No EMT required No EMT required/coach required for home and away games EMT s will be scheduled by the Office of Campus Recreation.
16 EMERGENCY PROCEDURES Safety of club sports participants is of the utmost importance. There are inherent risks involved in all recreational competitive sport programs. In the event of an injury or emergency, the following guidelines should be followed: ACCIDENTS AND INJURIES The Dean of Students and the Director of Campus Recreation are to be notified immediately of all emergencies involving students. He/she has the authority and the responsibility for coordinating the efforts made on the student s behalf. Situations that are to be reported include any injuries involving a student, serious accidents, severe illnesses, missing students, arrests for serious offenses, traffic accidents, theft and other cases of serious misbehavior. Note: If a student is injured during a practice or game, please do not administer any medication that has not been prescribed by that student's doctor. This includes any over the counter medication. This also applies to a student who may be suffering from a cold, flu or head ache. If they have a cold or flu they should not be practicing with the team. In any case, do not offer any medication, over the counter or anything else. Contact Information: Dean of Students Kenneth Nilsen Director of Campus Recreation John Maurizi Phone: Phone:
17 CLUB FINANCES CLUB SPORTS TEAM ACCOUNTS The Office of Campus Recreation assists student-led sport club teams in keeping proper accounts of their financial activities. Unless exempted by the Director, each club must maintain an unrestricted financial account for the deposit of dues, fundraising money, and for disbursements. Off-campus accounts and slush funds are not permitted. Substantial guidance and assistance are available from the Office of Campus Recreation. 1. All money to be deposited must be submitted to the Office of Campus Recreation within 24 hours after receiving the funds. 2. Presidents must submit the amount they will charge members for the upcoming academic year to the Director of Campus Recreation by May 5, Membership fees are to be paid by each student using the Tuition Management System portal at CLUB SPORTS FUNDING Each club is eligible for funding to support normal club operations. Clubs must meet all requirements and administrative due dates stated in this handbook to receive funding from the Office of Campus Recreation. Once funds have been allocated, money from the team account is spent in the following order: 1. Membership dues 2. Allocated Budget 3. Fundraising BUDGET PREPARATION A proposed budget will be due to the Director of Campus Recreation by May 5, Please fill out the Club Sport Budget Request Form completely and attach any additions with detailed line items for all of your projected expenses and income. If a club does not turn in its request by this date, they will not be considered for funding for the school year. Allocations will be made by the beginning of the fall semester. Once a club receives their allocation, they must follow proper procedures to gain access to these funds. These procedures include but are not limited to: 1. Submission of waivers, agreements, insurance form and concussion forms. 2. Submission of membership dues receipts. Submissions are made to the Director of Campus Recreation and prior approval is needed from the Director for all use of these funds. Personal equipment and personal transportation expenses (including gas reimbursements) will not be covered by the budget and must be provided by each individual participant. Effective immediately, membership dues not used during the academic year will roll over into the next year s team budget. Any budget a team was awarded from the Club Sports Budget will revert to club sports main budget.
18 USE OF PURCHASE CARD Each club will have a team purchase card to be used for all expenses related to team operations. Specific rules apply that must be followed or violating teams will not have access to the purchase card. 1. The purchase cards have a set limit of $250 single purchase and $1000 monthly limit. a. If the team requires an increase, the team President or Coach must make a request, IN WRITING, 5 business days before the needed increase. 2. Only the Coach or President is permitted to make transactions with the purchase card. 3. Charges must be reconciled within 48 hours of transaction. 4. Receipts must be submitted to the Director of Campus Recreation within 48 hours of use. a. Scan original receipt and to Director of Campus Recreation. b. Missing receipts must have the appropriate missing receipt form signed and to the Director. c. Food and dining receipts must be itemized. 5. Failure to reconcile purchases in concur and/or submit receipts within 48 hours will result in purchase card being closed. a. While the students will have access to the budget money, they will not be permitted to use the purchase card. 6. Failure to respond to a request for information or receipts when the monthly statement arrives will result in the loss of purchase card privileges for one month, either immediately or when that team s season begins the following year. 7. When used in a restaurant, no more than 15% tip is permitted. 8. Purchase card cannot be used for Taxis, Uber, Lift, etc. 9. Team meals must be purchased as a single, itemized transaction. Single meal purchases are not permitted unless approved by the Director of Campus Recreation. 10. End of season team dinner can only be approved is there is membership money remaining in the team budget. A request with an estimate of the cost must be submitted to the Director of Campus Recreation for approval. DOCUMENT SUBMISSION GUIDELINES Team s budgets will be fined for the following reasons: 1. Late travel itinerary/notice of Home Event form will no longer be accepted after the due date. This date is found in the Travel and Transportation section of the Handbook. 2. Late game summary/photos - $25 per day late. 3. Failure to submit receipts - $25 per day late and loss of purchase card privileges. 4. Not attending a scheduled meeting or mandatory meeting $ Misuse of the purchase card - $50 and loss of purchase card privileges. 6. Any of the above may also result in denied travel itinerary s and practice cancellations. 7. Failure to submit any club related document upon request or by a specified deadline - $25 per day late.
19 POST SEASON BUDGET GUIDELINES If a team qualifies for post season, the remaining team budget is used until exhausted and the main club sport budget covers 100% of everything above the team budget. The team must submit a budget of expected post season expenses. Teams will be responsible for fines/overages from the regular season if the post season budget exceeds the amount remaining in the budget. The main club sport budget can no longer cover the cost of these fines/overages. The fines/overages decrease the amount of funds available for post season. The amounts include; late summaries/receipts, cost related to no notice of canceled practices and games and coaches working beyond the amount set for the season. FUNDRAISING Any fundraising or solicitation of donations must receive prior approval from the Director of Campus Recreation. Any marketable materials to be used for fundraising purposes must be approved prior to ordering by the Director of Athletics. All funds raised through approved fundraisers and solicitations will be deposited into the club account and spent with the approval of the Director of Campus Recreation. 1. Fundraising money can be carried over to the next year s budget only if: a. The team has not exhausted their dues and allocated budget b. Fundraising money is not needed for post season play PUBLICITY A club may or may not identify itself by name as affiliated with Stevens Institute of Technology. If Stevens or Ducks or any other commonly known designation concerning Stevens is used to identify the group, the word varsity is specifically prohibited to identify a club or a portion of the club.
20 TRANSPORTATION AND TRAVEL Travel for club activities is voluntary and at the discretion of the club members. Anyone undertaking such travel does this on a voluntary basis with the understanding that Stevens does not assume any responsibility for accidents, damage or injury resulting from such travel. Stevens does not reimburse for mileage when using a personal vehicle to travel to practices and games. Each Club Sport that travels is required to have a coach. The coach MUST accompany the team during travel. Club Sport teams are not permitted to travel in 12 or 15 passenger vans at any time for travel to and from club events included but not limited to, competitions and practices. Any team traveling with more than 10 players must use a transportation company arranged by the Athletic Department and requested on the travel itinerary. Transportation arranged by the Athletic Department for day trips is limited to $750 and paid for from the main sport club account. Any amount above $750 will be charged to the team account. Transportation for overnight events is permitted. The President must submit in writing, along with the travel itinerary, a detailed itinerary of the team plans during the trip (times for games, meal, etc.). The team must also reserve a hotel room for the driver. TRAVEL ITINERARY Prior to any club travel, a Travel Itinerary must be submitted to the Club Sports Office five (5) business days before the travel date. It is important that this is done so travel can be pre-approved. This form is also important for contacting club participants in case of an emergency. Failure to submit the itinerary within 5 days will result in travel being denied and no expenses will be covered. The travel itinerary must include: 1. Departure time from campus 2. Time game will start 3. Length of time allotted for game 4. Return time/arrive on campus 5. Roster. 6. All other areas of the travel itinerary must be completed If a team requires or request transportation from Stevens, the Travel Itinerary form must be completed and submitted to Club Sports Office 5 business days before the departure date. Failure to comply will result in transportation not being provided. The results from any home or away competition must be submitted to the Director of Campus Recreation within 36 hours. This includes results, game summary and photos. The information will be posted on the team s official website. Although results from competitions may be posted on league websites at a later date, all clubs must provide an account of the team performance and any pertinent information such as team score or individual student accomplishment. OVERNIGHT TRAVEL If a team plans on traveling overnight, the team president must submit an Overnight Travel Request Form. This form must be signed by the team coach and submitted to the Director of Campus Recreation 10 business days before travel. This is separate from the Travel Itinerary which must be submitted 5 business days before travel.
21 RENTAL VEHICLES Students are permitted to rent vehicles for away games. The rental is limited to only cars and minivans. Trucks and large passenger vans are not permitted. To drive a rental vehicle, the driver must submit a copy of his/her driver s license and complete Vehicle Use Form to the Office of Campus Recreation. This form can be obtained from the Director of Campus Recreation and must be submitted 5 business days before the rental.
22 SCHEDULES AND FACILITIES Availability of the Schaefer Center and associated practice facility space on campus will be viewable through EMS at However, all requests for facility use must be submitted to the Director of Campus Recreation and will be approved pending review of club status. This includes verification of timely submission of waivers, agreements concussion forms and membership payment receipts. If made through EMS, the Director of Campus Recreation will receive notification and request for approval which will be based on the same criteria as a direct submission to the Office of Campus Recreation. Teams must submit a practice schedule for each semester. This practice schedule is used to cross-reference the amount of time each team coach is available to participate during team practices and games.
23 EQUIPMENT 1. The Club Sports Program will be designating storage space for some clubs to store their equipment. Once the area is designated, the clubs will be notified. 2. Teams are not permitted to purchase equipment which is considered personal equipment. 3. Club budgets cannot be used for the purchase of team uniforms. 4. Although uniforms must be purchased by the team members, any and all designs must be approved by the Director of Campus Recreation and the Director of Athletics. This includes color and style of shirts and shorts/pants as well as logos and written text.
24 CODE OF CONDUCT PHILOSOPHY To be admitted to Stevens and to its baccalaureate programs, and to represent Stevens in club competition is a distinct privilege and must be earned by positive performance both on and off the field. By accepting this privilege, the student-athlete accepts the responsibilities outlined by the Code of Conduct in the Stevens Student Handbook. DISCIPLINARY ACTION Dependent upon the nature of the offense, disciplinary action for misconduct by members of a club sport will either be remanded directly to the Dean of Student Life, or will be dealt with by the Director of Campus Recreation. NOTE: Certain violations that are of particular concern to Club sports and the Athletic Department are listed below. Their incorporation in this document mandates that club officers have a thorough understanding of these policies and assume responsibility for ensuring that their organization abides by said policies at all times. However, this does not excuse team members from ignorance of the remainder of Stevens regulations. ALCOHOL POLICY Please refer to the Student Handbook for the complete Stevens policy concerning alcohol. Note that the Campus Recreation Office and the Department of Athletics prohibits the use of alcohol before, during or after department sponsored athletic events. FIREARMS POLICY While it stands to reason that a student may wish to establish a legitimate club that makes use of firearms or archery equipment, Stevens has a strict policy regarding possession and storage of weapons. Please refer to the student handbook for the complete Stevens policy concerning firearms. Questions regarding the implementation of this policy in regards to the establishment of a club sport should be directed to the Dean of Student Life. HAZING POLICY Hazing and initiations are absolutely prohibited by Stevens Institute of Technology and by the Department of Physical Education, Athletics and Recreation. Further, hazing is against the law in New Jersey. These acts are defined as any behavior that is physically, emotionally or psychologically abusive to an individual or selected group of individuals for the purpose of gaining entrance or acceptance into an established group. An individual s consent to hazing or initiation is not a defense for the behavior. Any team, group or individual that engages in this behavior will be subject to serious sanctions by the university and the Department of Athletics. These sanctions range from university probation and suspension from athletic contests to expulsion from the team and/or the university.
25 SOCIAL MEDIA POLICY The Department understands the popularity and usefulness of all social networking websites. You are asked to remember that you are representatives of Stevens Institute of Technology and the Stevens Ducks. Please keep in mind that once you post something, it is available to anyone in the world. Any text or photo posted becomes the property of the site (regardless of how you limit access to your site) and are no longer within your control. You should never post information, photos or other items online that could embarrass you, your family, your team, the Department or the University. Understand that if information or pictures that are posted represent violations of a team, Department, University and/or NCAA policies, then you may face disciplinary action.
26 SAMPLE FORMS Compliance Agreement.25 Liability Waiver.26 Participation Agreement...29 Facility Request Form...30 Budget Request Form 31 Travel Itinerary..32 Club Officers Registration Form...33 Notice of Home Event form..34 Concussion Statement 35 Concussion Return to Play.36
27 STEVENS INSTITUTE OF TECHNOLOGY PARTICIPATION AND COMPLIANCE AGREEMENT I have read the Stevens Institute of Technology Club Sport Handbook and agree to abide by all the rules mentioned in the handbook and comply with all the safety requirements, policies and procedures described in this manual. Name: Date: Signature: Team: Phone Number: Stevens
28 ASSUMPTION OF RISK, AUTHORIZATION AND RELEASE AGREEMENT FOR PARTICIPATION IN CLUB AND INTRAMURAL SPORTS The parties to this Release are (Participant), (Participant s parents or legal guardian if Participant is under age eighteen, all referred to hereafter jointly and severally as Participant ) and the Trustees of the Stevens Institute of Technology ( Stevens or the University ). The Participant has chosen to participate in Club and/or Intramural Sports (referred to hereafter as the Activity ). In consideration for Stevens permitting the Participant to participate in the Activity, the Participant agrees as follows: 1. Charitable Purpose. Participant acknowledges and agrees that the University has organized this Activity in connection with its charitable mission and that Participant is a beneficiary of that mission. 2. Assumption of Risk. Participant recognizes and understands that participation in the Activity, including but not limited to travel, may expose Participant to danger and risk of injury, which may range in severity from minor injuries to long-term or catastrophic injuries, including paralysis and death. Knowing the hazards, risks and dangers of the Activity including but not limited to falls; over-exertion; effects of weather; contact with other participants; musculoskeletal injuries; and head, neck, spinal cord and/or brain injury, Participant acknowledges and agrees that participation in the Activity is at Participant s own risk. Participant understands that such risks exist during all aspects of participation, including but not limited to training or conditioning sessions, practices, and competitions. In addition to the risks listed above, which exist for all athletic activities, the following are risks increased by the nature of certain activities: - For aquatic activities (including but not limited to swimming and boating), Participant understands that specific risks include cramping, intake of water, and drowning. - For contact sports (e.g., wrestling, basketball, lacrosse, soccer, baseball, softball, field hockey, ice hockey, rugby and frisbee), Participant understands that the risk of injury is increased by the nature of the contact and collision that exists in the sport. - For sports involving objects traveling at a high rate of speed (e.g., baseball, softball, tennis, volleyball, golf, field hockey, ice hockey, lacrosse, track and field, archery, rugby, frisbee, and paintball), Participant understands that the impact of such objects against the body could produce injury. - For the sport of fencing, Participant understands that the use of blades for thrusting and slashing movements could cause injury and also understand that blades may be subject to breakage increasing the risk of injury. - For running, cycling, skiing, snowboarding, hiking, and equestrian sports, Participant understands that traversing uneven terrain or obstacles may cause a fall or injury. - For equestrian sports, Participant understands that risk of injury is increased by the potential for falls or erratic movement by the horse.
29 Participant understands and acknowledges that protective equipment must be worn properly for athletic activities as appropriate. Participant understands and acknowledges that if Participant has a question or is concerned about the proper use, fit, or condition of any equipment, Participant is responsible for immediately addressing such concerns with the Director of Campus Recreation. Participant specifically agrees to assume all of the risks and responsibilities surrounding Participant s participation in athletic activities at Stevens, including but not limited to the use of any Stevens equipment or other property. 3. Physical Condition and Ability. Participant attests that Participant is in good physical condition and is physically capable of engaging in the Activity. Participant understands that Stevens does not screen participants for illness, injuries, allergies or other medical conditions which would prevent or limit participation in any activity. It is the responsibility of Participant to evaluate the Participant's ability to participate in any and all activities. Participant acknowledges and agrees that s/he has responsibility for preventing potential injuries including, but not limited to, by exercising judgment in calibrating activities to his/her individual level of ability, knowing how to use any equipment prior to use, knowing how to perform any exercise activities with proper form, ceasing activities and seeking medical treatment if a potential injury occurs, and complying with medical recommendations. 4. Release, Hold Harmless and Indemnification. Participant agrees and hereby does release and hold harmless Stevens and its trustees, officers, directors, employees, agents, representatives, students, and insurers, and each of their respective successors and assigns (collectively, Released Parties ), both in their personal and official capacities, from any and all liability for any harm, injury, damage, claim, demand, or cause of action of any kind or nature that may be brought by or on behalf of the Participant, any member of Participant s family, Participant s heirs, administrators, beneficiaries, and personal representatives, and any of their respective successors or assigns ( Releasing Parties ), arising out of any and all known or unknown, foreseen or unforeseen, physical, emotional or other personal injuries, damages to or loss of property, and any consequences thereof which may be sustained by Participant or other Releasing Parties arising out of or in connection with the Activity. Participant agrees to and hereby does indemnify, defend and hold harmless the Released Parties from any action, claim or demand that Participant or any other Releasing Party have or may have arising out of or in connection with Participant s participation in the Activity. Furthermore, Participant agrees to and hereby does indemnify Stevens for any injuries, damages, or losses to others or to the premises, facility, or equipment of the University caused by Participant. Such indemnifications shall include costs and expenses incurred by Stevens, including reasonable attorneys' fees. 5. Consent to Treat. If Participant should suffer an injury or illness during the Activity, Participant authorizes the employees, agents, or other representatives of the University to use their discretion to administer or authorize emergency medical treatment and/or to transport or to have Participant transported to a medical facility and Participant acknowledges that the Released Parties assume no responsibility or liability for any injury or damage which might arise out of or in connection with such medical response or treatment and any such action(s) related thereto shall be subject to the release in paragraph 4 above. Participant further understands and agrees that any such treatment will be Participant s sole financial responsibility. 6. Compliance with Rules. Participant understands and agrees to abide by all policies, rules and regulations of Stevens, including any directions of Stevens staff in connection with the Activity. Participant shall not engage in inappropriate conduct including but not limited to the use of physical, sexual, or verbal violence or harassment. 7. Termination. Participant understands that Stevens may, in its sole discretion, terminate Participant s ability to participate in the Activity at any time. Reasons for termination may include, but are not limited to, inappropriate conduct or other behavior or health or safety considerations. 8. Governing Law and Venue. Any action arising out of this Agreement or Participant s participation in the Activity shall be construed in accordance with, and governed by, New Jersey law. The exclusive venue for any action arising out of this Agreement shall be the federal or state courts located in Newark, New Jersey and the County of Hudson, New Jersey.
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