Augusta University 2017-2018 Club Sports Handbook
INTRODUCTION Augusta University Competitive Sports program combines intramurals and club sports within Campus Recreation. These Club Sports consist of registered student organizations within the Augusta University and are supervised by the Department of Campus Recreation. The Club Sports Program compliments the University's intercollegiate athletic programs, intramural activities and physical education course offerings. The Club Sports Program is administered by professional and student staff members within the Department of Recreational Sports. Each club is formed, developed, governed and administered by the student membership of that particular club, working in conjunction with the Competitive Sports Office. The key to the success of this program is student leadership, interest, involvement and participation. Each club is responsible for assuming leadership activities including but not limited to scheduling, fiscal management, ensuring compliance with all rules of the Augusta University Code of Conduct. This manual has been prepared to assist clubs in the administration of their programs and is designed to serve as a supplement to the Resource Policy Guide & Manual distributed by the Center for Student Organizations. The student officers of each Club Sport are expected to become familiar with both handbooks. Situations involving club sport business or any activities that are not covered in either of these handbooks should be referred to and discussed with the Competitive Sports Office. Information in the Club Sport Handbook is subject to change. New policies, procedures or changes/additions to existing policies or procedures made due to unforeseen circumstances during the 2016-2017 academic year shall be deemed official even though not printed in this publication. Club Sports will be officially notified of any policy changes/additions via email and an updated copy of this manual will be posted on the Club Sports Form/Flyers page of our departmental web site. This handbook is designed to be a tool to assist club members in the administration of their programs. Club officers are held accountable for understanding and adhering to the policies and procedures outlined in this handbook, and for educating their members appropriately. Please contact the Club Sports Staff if you have questions. DEFINING A CLUB SPORT A Club Sport is defined as a registered student organization that is intended to serve individual interests in different sports and recreational activities. A club may be instructional, recreational and/or competitive in nature. All Club Sports are voluntary. Involvement in a Club Sport is aimed at enhancing the student's experience at Augusta University. Club Sports are expected to meet, comply, and follow all policies put in place by the department of Campus Recreation and Augusta University. STARTING A NEW CLUB SPORT Anyone interested in starting a new club sport must first meet with a Competitive Sports Staff member (see contacts in next section), who can help assist with the advisor process and help students navigate the potential start up. However, in order to officially be recognized by the department of Campus Recreation you will need at least four club members, a club constitution and by-laws, and a signed advisor agreement. Who is constituted as a club member? 2
Any student is welcome to join any club. Every new club must set up a bank account and have at least four members pay club dues to be recognized as an official Augusta University Club Sport. Why four members? The club needs appropriate representation in the officer positions. Mandatory positions for a starting club are President, Vice President, Treasurer, and Safety Officer. While the secretary position is very beneficial we allow new clubs to appoint someone at a later date. What do I name the club? It is important that Club Sports stay uniformed, therefore the name should be presented as Augusta University (insert proposed club here). For example: Augusta University Men s Club Soccer, Augusta University Climbing Club, etc. The club name will be signed off on the Campus Recreation advisor agreement (which is required for funding). ADMINISTRATIVE CONTACTS Ayrn Sexton-Gilstrap Email: asextongilstrap@augusta.edu Zack Wright Email: zawright@augusta.edu Phone: (706)-446-5806 Phone: 706-721-2756 The Competitive Sports Staff can assist Club Sports in a variety of ways including but not limited to the following: Creating and implementing a constitution and by-laws Estimating approximate club dues and budgeting Program advising and leadership development Facilitate student engagement Equipment purchase advising Facility scheduling for practice and competition Team travel logistics and reimbursement Tournament planning It is the responsibility of the student officers to pursue the assistance of the Competitive Sport Staff regarding any club issues in question. Club officers can schedule an appointment with the staff to ensure staff is available and attentive. Please be considerate when requesting a meeting, allow for 1-2 business days for a response. 3
For a medical or life threatening emergency call 911 immediately then please contact the Wellness Center by phone at (706)-721-6800, and tell the front desk staff you need to get in touch with Zack or Ayrn. Be sure to leave a contact number we can best reach you at for a quicker response. If you contact a Competitive Sports member via personal cell phone, and it is deemed a non-emergency the club will be fined! CLUB OFFICERS The following is a list of suggested duties for student leaders. Individual clubs should identify the responsibilities of each officer. President- 1. Serve as the liaison with the Competitive Sports office. 2. Communicate all Club Sports policies and procedures to all club members. 3. Seek approval for Club Sports business. Examples: Logo requests, purchases, community service, etc. 5. Attend the Club Officer Trainings. 6. Responsible for attending or providing a club member at all Club Sport special events and mandatory events. Vice President- 1. Serve as the president in all duties as determined if the president is unable to do so. 2. Assist the president in all duties as determined by the president. 3. Responsible for all material posted on any Club website(s). Treasurer- 1. Keep accurate records of all club accounts and allocated funds. 2. Responsible for submitting all reimbursement requests properly and within two weeks. 3. Assist the president with the Budget Proposal and Presentation during the spring semester, if requesting allocated funds. Secretary- 1. Submit all weekly reports and event results. 2. Submit Community Service Requests and Follow Ups. 3. Maintain helpful documentation (notes, emails, and memos) of club meetings. Safety Officer- 1. Have CPR, First Aid, AED certification and report club injuries. 2. Check safety and standards of club equipment. 4
Club officers are to serve as communicators between the Competitive Sports Department and the club. Rules and regulations covered in the officer training and in the handbook should be voiced to all members. Every club member is expected to follow them and questions should be forwarded to the appropriate staff as they arise. OFFICER TRAININGS At the beginning of the Fall semester club officers will be expected to attend a mandatory training. The training is designed to keep clubs on the right track and help with any compliance concerns. Any club not represented will forfeit any allocated funds from Campus Recreation. An additional brief meeting will be held in the Spring to address any new clubs or new club presidents. COACHES AND ADVISORS Augusta University does not pay any individual for coaching or instruction. If the club deems payment necessary than the club dues should cover that expense. The Augusta University campus Recreation department views any non-student club involvement volunteer and will require the appropriate paperwork. HAZING PREVENTION Hazing is against local, state, and federal law. Hazing is defined as any intentional, negligent, or reckless action, or situation which causes another pain, embarrassment, ridicule, or harassment, regardless of the willingness of the participant. All participants must agree to abide by the hazing policies established by Augusta University and any additional regulations governing hazing established by the Department of Competitive Sports and/or in the constitution and bylaws of their specific Club Sport. All Club Sport officers must sign a hazing policy form prior to participating in club activities. Any hazing activities will result in an automatic referral to the Assistant Dean of Students for reprimand. RISK MANAGEMENT Due to the private organization status of all Club Sports, it is your responsibility as club officers to reduce risks through implementing risk management strategies and informing your respective teams. Liability exposure is a serious issue and each club sports should realize that the University DOES NOT cover organizations. Each Club Sports is expected to write and implement their own Emergency Action Plan and purchase liability insurance for higher risk activities (if applicable or necessary). It should be a priority to contact a Competitive Sports Staff member should EMS or police be called. Minor injuries should be documented and submitted by one of the club safety officers or another officer. This is why the department of Campus Recreation BANK ACCOUNTS Campus Recreation urges the use of agency accounts. An agency account is to help with longevity of the club and takes some of the burden off club officers. The agency accounts can be set up upon request after a club sport has started and deemed an official club sport by the campus recreation department. ALLOCATED FUNDS FROM CAMPUS RECREATION 5
All clubs must apply for funding through the Augusta University Campus Recreation department via a formal email. Budget proposals help us to see what your semester looks like so we can better allocate funds. CLUB SPORTS BUDGET PROPOSALS All sports clubs should have a brief proposal of club goals and ambitions, including the funding to reach the goals. Campus Recreation is here to help facilitate these goals. However, it is important that the staff know where and what your plans are to better help you organize budget and time. FUNDRAISING, DONATIONS, & SPONSORS The department of campus recreation does allocate funds, but allocations will not cover all the cost. Please remember when asking for donations and sponsorship that you represent the club and Augusta University in a courteous manner. Some businesses have local ties and are already supporting other organization s thank them for the consideration and move on, any group reported of rude behavior will be penalized and reprimanded. MARKETING Be sure to go over the branding guidelines provided by Augusta University. In order to use the Augusta University logo s you are required to go through certain vendors. These suppliers are obligated to send a proof to the marketing department. If it is declined than the club is back to creating and could be responsible for still paying for the design. That is why we highly recommend you view the branding guidelines ahead of time. 6