Sport Club Officer Handbook 2011-2012

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Sport Club Officer Handbook 2011-2012 Powered By Docstoc
					Department of Recreational Sports


   Sports & Special Programs




Sport Club Officer Handbook
           2011-2012


             Oregon State University
        Department of Recreational Sports
         Sports & Special Programs Office
          211 Dixon Recreation Center
              Phone 541-737-4083
               Fax 541-737-6832
           Sports@oregonstate.edu
                                                         TABLE OF CONTENTS
Table of Contents ...................................................................................................................................... 2
Welcome to Sport Clubs! .......................................................................................................................... 4
Staff Responsibility.................................................................................................................................... 5
Club Assignments ...................................................................................................................................... 6
Administrative Support ............................................................................................................................. 7
Sports & Special Programs Office ............................................................................................................. 7
Important Information .............................................................................................................................. 7
Calendar of Events .................................................................................................................................... 8
Department of Recreational Sports .......................................................................................................... 10
Student Affairs Mission Statement ........................................................................................................... 10
Department of Recreational Sports Mission Statement .......................................................................... 10
Guiding Principles ..................................................................................................................................... 10
Vision Statement ....................................................................................................................................... 10
Team Values .............................................................................................................................................. 11
Sports & Special Programs Overview........................................................................................................ 11
What is a Sport Club? ................................................................................................................................ 12
List of active Sport Clubs ........................................................................................................................... 12
Sport Club Committee .............................................................................................................................. 13
Committee Organization........................................................................................................................... 13
Committee Requirements......................................................................................................................... 13
Organization and structure ....................................................................................................................... 14
Get Organized: .......................................................................................................................................... 14
Annual Club Recognition ........................................................................................................................... 16
Club Officer Expectations.......................................................................................................................... 17
Sport club advisors .................................................................................................................................... 18
Faculty Advisors ........................................................................................................................................ 18
Coaches/Instructors .................................................................................................................................. 20
Club and Individual Requirements ............................................................................................................ 22
Conduct Expectations ............................................................................................................................... 23
Club Conduct ............................................................................................................................................. 23
Hazing Policy ............................................................................................................................................. 24
Disciplinary Guidelines .............................................................................................................................. 25
Events and Activities ................................................................................................................................. 27
Practice Requests ...................................................................................................................................... 27
Activity Requests....................................................................................................................................... 27
Home Event Requests ............................................................................................................................... 27
Facility Use Expectations .......................................................................................................................... 29
Additional Facility Requests ...................................................................................................................... 29
Facilities..................................................................................................................................................... 30
Travel and Transportation Requirements................................................................................................. 31
Travel itinerary .......................................................................................................................................... 31
Driver Authorization ................................................................................................................................. 32


                                                                                                                                                                     2
Travel Reservation Request FormS ........................................................................................................... 33
Equipment ................................................................................................................................................. 38
Inventory ................................................................................................................................................... 38
Storage ...................................................................................................................................................... 38
Equipment Checkout................................................................................................................................. 38
Safety and Risk Management ................................................................................................................... 39
Risk Management Requirements: ............................................................................................................ 39
Emergency Action Plan ............................................................................................................................. 41
Emergency Action Principles: ................................................................................................................... 41
Financial Accounts .................................................................................................................................... 43
State Account ............................................................................................................................................ 43
Agency Fund Account ............................................................................................................................... 48
OSU Sport Club Program Foundation Account ......................................................................................... 49
Agency Fund Account Donations .............................................................................................................. 49
Non-Capital Equipment account ............................................................................................................... 50
New Club and Growth Account ................................................................................................................ 51
National Travel Account............................................................................................................................ 51
Oregon State Student Foundation ............................................................................................................ 52
Personal Services Contracts ...................................................................................................................... 52
Fundraising ................................................................................................................................................ 53
Fundraising Opportunities ........................................................................................................................ 53
Sponsor Partnerships ................................................................................................................................ 53
Recreational Sports Partnerships ............................................................................................................. 53
Budget Process.......................................................................................................................................... 59
Budget Request ......................................................................................................................................... 59
Marketing and Promotions ....................................................................................................................... 61
Marketing Defined .................................................................................................................................... 61
RecSports Promotion Options .................................................................................................................. 61
How Sports & Special Programs Can Help ................................................................................................ 66
What is your advertising budget? ............................................................................................................. 66
Members and Intramural Participation .................................................................................................... 67
Varsity Letters ........................................................................................................................................... 67
New Sport Club Recognition ..................................................................................................................... 68
Policy ......................................................................................................................................................... 68
Club Full Status.......................................................................................................................................... 68
Club Associate Status ................................................................................................................................ 68
New Sport Club Membership Process ...................................................................................................... 69
Process ...................................................................................................................................................... 69
Appeals Process ........................................................................................................................................ 70
Appendices................................................................................................................................................ 71




                                                                                                                                                                      3
                                      WELCOME TO SPORT CLUBS!

Welcome to your role as a Sport Club Officer at Oregon State University, Department of Recreational Sports!
We sincerely hope you will enjoy your association with our department and will utilize this time as an
opportunity to grow and learn. Our philosophy for student development has helped many previous students
recognize their potential and achieve future goals. We strive to provide this same assistance to you.

The Sport Club Handbook has been created to provide you with a guide to procedures and policy information
as it relates specifically to your Sport Club within the department. Sport Club Officers are required to
thoroughly understand the material in this handbook prior to assuming their responsibilities and must
adhere to it in the performance of their duties.

The Department of Recreational Sports is a large and complex organization. Procedures for accomplishing
our common objectives may vary between facilities and programs, but our intent remains the same. We
strive to ensure a quality experience for all of our participants. As a Sport Club Officer, you are now a
member of our team reaching toward this objective. We look forward to the opportunity to work together in
providing recreational and leadership opportunities that foster healthy living to the Oregon State University
community.




                                                                                                                4
                                           STAFF RESPONSIBILITY

This is a breakdown of the staff’s major responsibilities to help direct you to the correct person for help. All
staff can help out in all areas but these are the primary job roles.

Dave Fehring , Associate Director of Programs
    Club Finances
    Liaison to the University
    Coaches and Instructors

Mitch Wiltbank, Coordinator
    Event Management
    Club Finances
    Equipment Management
    Marketing Development

Joe Schaffer, Coordinator
     Event Management
     Club Finances
     Equipment Management
     Marketing Development

Jessica Quinn, Office Specialist
     Office support and filing maintenance
     Travel and Purchase Requests

Matt Roth, Graduate Assistant
    Daily Club advising and communication of club activity and updates.
    Coordination of meetings, organization/leadership training

Nicole Garton, Graduate Assistant
     Daily Club advising and communication of club activity and updates.
     Coordination of meetings, organization/leadership training.
     Sport Club Committee Chair

Program Managers
    Daily advising of clubs and communication of club activity and updates.
    Support club meetings, trainings, travel, marketing, equipment inventory, and practice attendance.




                                                                                                                   5
                                          CLUB ASSIGNMENTS

This is a breakdown of who will be your main contact for your club. Each club is assigned a Program Manager
and a graduate assistant for support. This does not mean that you can not receive support from other staff
members, but just that they are your primary contacts.


                                    Coordinator: Mitch Wiltbank
                                           GA: Nicole Garton
    PM: Kelsi Mowreader                        PM: Mike Estes                         PM: Lisa Neyman
 SCIMPM3@oregonstate.edu                 SCIMPM4@oregonstate.edu                 SCIMPM1@oregonstate.edu
         Gymnastics                               Dodgeball                                Cycling
          M. Rugby                               M. Lacrosse                              M. Tennis
          W. Rugby                               W. Lacrosse                              W. Tennis
            Judo                                   Kendo                                Tae Kwon Do
       Team Handball                            Roller Hockey                       Wheelchair Basketball
        Table Tennis                                Polo                                    IHSA
           Baseball                                                                      Bass Fishing



                                       Coordinator: Joe Schaffer
                                             GA: Matt Roth
    PM: Kelli Burkholder                    PM: Melanie Rossetti                    PM: Emily Jacobsen
 SCIMPM6@oregonstate.edu                 SCIMPM5@oregonstate.edu                 SCIMPM2@oregonstate.edu
         Badminton                               M. Ultimate                               Sailing
        W. Volleyball                            W. Ultimate                              M. Soccer
        M. Volleyball                          W. Water Polo                              W. Soccer
         Racquetball                           M. Water Polo                                Pistol
          Triathlon                               Dressage                                  Rifle
          Disc Golf                                  Drill                             Hunter/Jumper
                                                   Karate                                   Event




                                                                                                              6
                                      ADMINISTRATIVE SUPPORT

SPORTS & SPECIAL PROGRAMS OFFICE

      Computer
      Telephone 541-737-4083
      Mailbox
      Copier
      Fax
      Travel Resources (Vehicle rental, Motor Pool, Hotels, Flights, Charter Busses, Maps)
      First Aid Kits
      Reservation for Facility Space
      Equipment Check-out
      List Serves creation-http://lists.oregonstate.edu/
      Central Web Services- 541- 737-1189
             Create a website- http://oregonstate.edu/cws/site-request
             Create a blog- http://blogs.oregonstate.edu/


IMPORTANT INFORMATION

                                            Club Mail Address
                                        Oregon State University
                                          Attention: YOUR CLUB
                                    Department of Recreational Sports
                                      211 Dixon Recreation Center
                                       Corvallis, OR 97331-3301

STAFF PHONE NUMBERS AND EMAIL ADDRESSES
Associate Director              541-737-6831              David.Fehring@oregonstate.edu
Coordinator                     541-737-3566              Mitch.Wiltbank@oregonstate.edu
Coordinator                     541-737-4884              Joe.Schaffer@oregonstate.edu
Office Specialist               541-737-3110              Jessica.Quinn@oregonstate.edu
Graduate Assistant              541-737-3568              Matt.Roth@oregonstate.edu
Graduate Assistant              541-737-3569              Nicole.Garton@oregonstate.edu
Program Manager                 541-737-4272              (see club assignment)
Sport Club Cell Phone           541-740-6877

OTHER RESOURCE PHONE NUMBERS:
Sports and Special Programs Office             541-737-4083
Safety Coordinator (Safety Staff)              541-737-5411
Department of Rec Sports Front Desk            541-737-3748
Campus Security (non-emergency)                541-737-3010
Campus Security (emergency)                    541-737-7000
Student Health Services                        541-737-9355
Athletic Training Appointments                 541-737-3736


                                                                                              7
                                         CALENDAR OF EVENTS


September 2011
      Sport Club Fall Officer Retreat Training                         25th
      Coach/Instructor Orientation                                     29th
      Beaver Community Fair                                            30th
      Fall Term Event Schedule                                         30th
      Winter Term Practice Request                                     30th

October 2011
       Annual Organization Form Submitted                              7th
       Club Constitution on File                                       7th
       Sport Club Committee Meeting                                    TBA
       Waiver and Liability Forms on File                          All Month

November 2011
      Coach/Instructor Orientation                                     1st
      Sport Club Leadership Meeting                                    8th
      Sport Club Committee Meeting                                     TBA
      Check-In with Clubs about Dead Week Practices                    21-25th

December 2011
      Sport Club Committee Meeting                                     1st
      Fall Term Report                                                 2nd
      Winter Term Event Schedule                                       2nd

January 2012
       Spring Term Practice Request                                    13th
       Budget Packets Submitted                                        13th
       Budget Presentations                                     th  th
                                                              17 ,19 ,24th,25th,26th
       Sport Club Committee Meeting                                    TBA




                                                                                       8
February 2012
       Sport Club Leadership Meeting                                    7th
       Non-Capital Equipment Request                                    10th
       Sport Club Committee Meeting                                     TBA
       Mid-Year Club Evaluation                                         6th-Mar 2nd


March 2012
       New Club Application Deadline                                    2nd
       Check in with Clubs about Dead Week Practices                    5th–9th
       Club Varsity Letter Request                                      16th
       Nominations for Sport Club Committee Members                     16th
       Winter Term Report                                               16th
       Spring Term Activity Schedule                                    16th
       Sport Club Committee Meeting                                     TBA

April 2012
        Summer Term Practice Request                                    6th
        Final Review of Fundraising                                     20th
        Sport Club Leadership Meeting (Club Transition)                 24th
        Sport Club Elections for New Officers                           All Month
        Sport Club Committee Meeting                                    TBA

May 2012
      Sport Club Committee Elections                                     4th
      Sport Club Transition Training                              th   th
                                                                10 ,11 ,15th,16th
      Sport Club Award Nominations                                       16th
      State Account Last Day to Use                                      25th
      End of the Year Club Meetings                               st
                                                                21 – June 8th
      Sport Club Committee Meeting                                       TBA
      Check in with Clubs about Dead Week Practices             28th – June 1st

June 2012
       End of the Year Party                                            5th
       Spring Term Report                                               8th
       Equipment Inventory Updated                                      8th
       Fall Term Practice Request                                       8th
       Equipment Returned to Sports & Special Programs Office           15th
       Sport Club Committee Meeting                                     TBA




                                                                                      9
                               DEPARTMENT OF RECREATIONAL SPORTS

STUDENT AFFAIRS MISSION STATEMENT

We create engaging environments for student growth and success.


DEPARTMENT OF RECREATIONAL SPORTS MISSION STATEMENT
We inspire healthy living by providing quality recreational and educational opportunities for the OSU
Community.


GUIDING PRINCIPLES

We make a difference through opportunities. We are committed to supporting the OSU community by
providing experiential learning, physical activity, and social connections that foster a fun and welcoming
environment where individuals thrive.


We serve as educators. We create meaningful learning experiences through our collaborations, programs,
services, facilities and employment, which support student success and enhance the student experience.


We believe each person has worth and dignity. We recognize, understand and encourage celebration of the
human differences that surround us and ask you to participate in fostering this spirit. Expression of bigotry,
hatred, prejudice or disrespect is inconsistent with the ideals of preserving human dignity and contradicts the
values of healthful living and fair play promoted by Oregon State University and our staff.


We serve as stewards of our resources. We are committed to using our financial, human and physical
resources in a responsible manner in meeting current and future needs. Recognizing students as a key
resource, we are committed to involving them in decision making. Decisions will be based on being
responsive, sustainable and consistent with our mission, guiding principles, values and vision.


VISION STATEMENT

Through staff passion, innovation, and steadfast commitment to creating dynamic learning experiences, the
Department of Recreational Sports has established itself as an essential campus partner in student wellness, a
healthy campus, and the success of students and campus alike. OSU RecSports is recognized as a leader and
source of best practices in the growing and evolving field of recreation.




                                                                                                                  10
TEAM VALUES

Our culture is one of teamwork, mutual respect, accountability and pursuit of a common vision. We encourage
learning, strive for excellence, work collaboratively, and seek balance between our personal and professional
lives. We celebrate our differences and successes and act with integrity. We are committed to shared
responsibility in providing a welcoming, safe, and fun environment that is a centerpiece of campus life where
social and physical interactions can flourish.



SPORTS & SPECIAL PROGRAMS OVERVIEW


SPORTS & SPECIAL PROGRAMS MISSION STATEMENT
We support Recreational Sports by providing structured recreational sport opportunities in a learning
environment that contributes to student success through involvement, leadership, and wellness.


SPORT CLUB PURPOSE
  Provide students with a recreational and educational program.
  Provide training opportunities in leadership, organizational development, skill advancement, and
   teaching.
  Offer recreational, social, competitive, and safe opportunities for students of all skill levels.
  Encourage a diverse sport opportunity.
  Support student run organizations recognized by Oregon State University.


INTRAMURAL SPORTS PURPOSE
  Provide a variety of team, individual and dual sports that meet the needs and interests of the campus
    community for both the physically demanding and less taxing sports.
  Provide a student development opportunity as Team Managers, Sport Supervisors, Referees, and
    Graduate Assistants.
  Provide different levels of competition to better serve participants with strong competitive interests, and
    those with a more recreational attitude towards sport.
  Provide student employment opportunities while developing and training Sport Supervisors, Program
    Managers, and Referees.
  Provide a safe and recreational environment implementing current risk management methods while
    maintaining a convenient and fun schedule of events.
  Maintain an excellent publicity network to inform the campus community of the opportunities available
    to them through Intramural Sports.




                                                                                                                 11
                                         WHAT IS A SPORT CLUB?

The Sport Club Program offers a wide variety of team, individual, aquatic, outdoor pursuits, and martial art
activities. Previous experience is not a prerequisite for membership. Many clubs provide instructional
components for skill development that can last a lifetime. Clubs meet and practice on a regular basis and
compete with other university club teams at a local, regional, and/or national level.

Sport clubs are recognized as sponsored student organizations at Oregon State University which establish
their own leadership, structure, membership requirements, competition schedules, dues, and fundraising
events. The clubs provide social, competitive, instructional, and safe environments based on the common
interests of the participating members. The Department of Recreational Sports provides administrative
support, access to facilities, equipment, marketing, and office services (telephone, computer, copier, fax,
mailboxes, and other information resources) in supporting the student clubs. The department also provides
funding support from ASOSU appropriated student fees for travel, competitions, conference dues, officials’
fees, and equipment.

Sport clubs continue to grow primarily due to the strong student participation and leadership. Sport clubs
are representatives of the University and adhere to the rules, policies, and regulations governing all
recognized sponsored student organizations, as well as those established by the Department of Recreational
Sports and Sport Club Committee.


LIST OF ACTIVE SPORT CLUBS


1.    Badminton                                          21.   Roller Hockey
2.    Baseball                                           22.   Rugby-Men’s
3.    Bass Fishing                                       23.   Rugby-Women’s
4.    Cycling                                            24.   Sailing
5.    Disc Golf                                          25.   Soccer-Men’s
6.    Dodgeball                                          26.   Soccer-Women’s
7.    Equestrian Dressage                                27.   Table Tennis
8.    Equestrian Drill                                   28.   Tae Kwan Do
9.    Equestrian Event                                   29.   Team Handball
10.   Equestrian Hunter/Jumper                           30.   Tennis-Men’s
11.   Gymnastics                                         31.   Tennis-Women’s
12.   Intercollegiate Equestrian                         32.   Triathlon
13.   Judo                                               33.   Ultimate Disc-Men’s
14.   Kendo                                              34.   Ultimate Disc-Women’s
15.   Lacrosse-Men’s                                     35.   Volleyball-Women’s
16.   Lacrosse-Women’s                                   36.   Volleyball-Men’s
17.   Pistol                                             37.   Water Polo-Men’s
18.   Polo                                               38.   Water Polo-Women’s
19.   Racquetball                                        39.   Wheelchair Basketball
20.   Rifle




                                                                                                               12
                                    SPORT CLUB COMMITTEE
The Sport Club Committee is the primary governing body of the Oregon State University Sport Club
Program. The Committee works with the Sports & Special Programs Staff in shaping the future of the
Sport Club Program.

The Committee is responsible for establishing and reviewing policies related to the operation of the
program, evaluating, and reviewing budget requests, allocating individual club dollars, and allocating
money to clubs from the national travel fund account. The Committee is also responsible for evaluating
and reviewing requests for new club membership, responding to questions and issues concerning sport
clubs, and making recommendations regarding club and individual member status when disciplinary or
conduct issues arise.


COMMITTEE ORGANIZATION

The Sport Club Committee consists of five elected sport club student members: two from each gender
and the individual who receives the largest number of votes after the previously mentioned categories
are filled. The student representatives will be elected by the Sport Club Association, which consists of
one representative from each sport club.
Three current faculty or staff members at Oregon State University will serve as appointed by the
Director of Recreational Sports and the Associate Director of Programs. The Associate Director of
Programs and the Director of Recreational Sports will serve as ex-officio members to the committee.
There are two co-chairs for the Committee, a Graduate Assistant and one student member voted in by
the Sport Club Committee.
The new Sport Club Committee members will be elected at the April Association meeting. They will
attend the last Committee meeting in May and assume their new position at the first committee
meeting in October.


COMMITTEE REQUIREMENTS

Faculty/Staff:
Three members are appointed for one-year terms with reappointment privileges.
No more than two members of the same gender shall sit on the committee.

Students:
Five active sport club members (undergraduate or graduate) elected by the Sport Club. Association is
appointed to one-year terms with reappointment privileges.
Members are approved by Associated Students of Oregon State University.




                                                                                                           13
                                  ORGANIZATION AND STRUCTURE

GET ORGANIZED:

All of the officers of the club need to meet and get organized. The best way to do this is to define the
roles of all of the officers in the club together. The following are examples of officer roles that you may
want to use for your club, however, you are strongly advised to build your club to best suit your needs:

President
     Provides the overall direction to the club
     Overseeing the work of the other officers and ensuring they work together as a team
     Serves as a liaison between the club, its faculty advisor, and the Department of Recreational
       Sports
     Schedules and runs organizational meetings
     Monitors the activities of the club, ensuring compliance with OSU Policies and Procedures
       affecting the club as well as the club’s constitution
     Provide the Coordinator with term and annual reports on club activities

Vice President
     Acts in place of the president when necessary
     Oversees committee chairpersons and the work of the committee
     Often heads special projects/committees such as fundraising drives, tournament arrangements,
        publicity and promotion campaigns, etc.

Secretary
     Handles club correspondence such as match and tournament scheduling with other schools and
        teams or communication with conference and association personnel
     Maintains membership lists
     Maintains all club files and records
     Keeps the membership informed of upcoming events, and distributes meeting minutes and
        other pertinent information to the membership

Treasurer
     Manages and records all financial transactions of the organization
     Keeps detailed records of the club’s financial transactions
     Establishes the annual budget for the organization in consultation with other club officers
     Reports the financial status of the club to the membership

Note:
These are very basic role definitions and should be tailored to your particular needs. Many clubs may
want to have an officer for fundraising or for race/tournament/game coordination.




                                                                                                              14
Once you have defined all of the officer’s roles for your club, create a task list for each officer. This will
give the individual officers precise responsibilities to the club. The following list is only an example of
possible duties which could be assigned to different officers, you are strongly encouraged to develop
your executive responsibilities to best suit your club’s needs and to work together as a team:

       Recruit new members – all officers/coordinated by President
       Coordinate and run club meetings – President
       Take meeting minutes - Secretary
       Set up competition schedule for the term or the year – Vice President
       Set up practice location and times – Vice President
       Run practices – President or Coach
       Coordinate travel to/from competitions - President
       Fundraising – Vice President
       Attend club officer meetings – President, Vice President, Secretary, Treasurer
       Have team members complete waiver forms and return to Associate Director of Sports & Special
        Programs - Secretary
       Purchase needed equipment – Treasurer
       Collect dues and deposit into earned account – Treasurer

In addition to a task list, develop a list of goals the club would like to accomplish over the year and
develop a plan and timeline for how to successfully complete those goals together. An example is
shown below:

Goal:
For the 2011-12 year, it is the goal of our sport club to maintain a year-long membership of 20
participants.

Steps to reach this goal:
     Contact all members of last year’s club to see if they are still interested in participating.
        (September 30th) - Secretary
     Market the club by using flyers, brochures and advertisements in the Barometer.
        (October 21st) – Vice President
     Establish an attendance requirement for those participants who wish to compete or travel. (All
        year) - President




                                                                                                                 15
ANNUAL CLUB RECOGNITION

Once a Sport Club has been granted and maintains full status with the Sport Club Committee, the club must
annually renew its status by meeting the following requirements each academic year.


1. Club is in good standing with the Sport Club Committee.
2. Submit Club Organizational Information Form by October 7th.
        a. Submit form via web-form at https://studentorgs.oregonstate.edu/sli2/
3. Current constitution on file with Sport Club Program by October 7th.
        a. Annually review club constitution.
        b. Every three years each club must review and submit an updated e-constitution.
4. Complete and review a Sponsorship Agreement detailing the nature of relationship with the
    Department of Recreational Sports and Sport Club.
5. Attendance at Sport Club Officer Fall Retreat Training is required.
6. Adhere to all Sport Club Program, Department of Recreational Sports, and Oregon State University
    Policies and Procedures governing club related activities.
7. Agree to comply with Standards of Conduct for Recognized Student Organizations and maintain
    accountability for University policies and guidelines.
8. Complete a risk assessment of the activities, events, and operations of the organization.
9. Have a professional staff member from the sponsoring unit appointed/assigned as the faculty advisor.
10. Student organization leaders must annually complete University base-line training in addition to any
    other training articulated in the sponsorship agreement.


Any club’s failure to adhere to these annual requirements will be placed on probation until the
requirements are completed.




                                                                                                            16
CLUB OFFICER EXPECTATIONS

The Sport Club Program offers a great opportunity for groups to excel at what they do best, compete!
Club officers must assume the highest level of expectations to ensure success of their Sport Club and the
Program. All Sport Club Officers must adhere to the following expectations:


1. Communication: As a student organization, communication is vital to the success between the Sport
    Club Officers and members as well as the Sports & Special Programs Staff. Communication also
    involves checking and efficiently replying to weekly:
          Phone calls
          Email inquiries-clubs must use club email for club business
          Club Mailbox
          Member Interest Forms
2. Read and understand the contents of Sport Club Handbook.
3. Attend all Sport Club trainings and meetings.
4. All student Sport Club members are eligible to hold office.
5. Submit all required forms on time and completed (forms not inclusive).
          Term practice schedules (online form)
          Game or event schedules (online form)
          Travel itinerary (online form)
          Purchase request forms (online form)
          Annual club recognition form online (online form)
          Term reports and evaluations
6. Always ensure all club members are acting in proper conduct and professionalism as you are
    representing Oregon State University and the Department of Recreational Sports.
7. Ensure all Sport Club members have a release and liability waiver and code of conduct form completed
    and on file with the Sports & Special Programs Office.
8. Inform club members of policies, procedures, expectations, Code of Conduct, emergency procedures
    and other regulations that must be followed.
          Sport Club Officers need to accept some responsibility for the actions of their club members.
9. Assure club is compliant with policies, rules, and guidelines.
10. Club is compliant with local, regional, and/or national governing associations.
11. Assure all club financial accounts and budget obligations are met.
12. Arrange all facility reservations for club functions through the Sports & Special Programs Staff.
13. For all club practices, games, or activities to occur an officer or coach/instructor must be present
    during the entire duration of the activity.
14. Inspect facilities prior to all practices, games, or activities for safety and maintenance needs.
15. Leave facilities at requested time with appropriate clean-up.
16. Equipment and supplies are returned cleaned and in “appropriate” condition.
17. Notify Sports & Special Programs Staff of all changes or updates to event schedule, practices, games,
    fundraising events, purchases, promotional materials, or any other club related activities.
18. During all Sport Club travel, officers must adhere to the following guidelines:
          Travel Itineraries completed four days in advance with all traveling members listed.
          Pick up copy of approved travel itinerary and first aid kit prior to traveling.
          Vehicles are inspected before leaving.
          Obey and follow all vehicle laws.
          All passengers have seat belts on at all times.
          Cargo is safely stored.


                                                                                                            17
                                        SPORT CLUB ADVISORS

FACULTY ADVISORS

The advisor’s role gives faculty and staff a unique opportunity to interact with students an extracurricular
learning environment that encourages respect, fun, and openness, creating an exciting sport experience.
The advisor can be any full-time member of OSU faculty or staff. The advisor’s role will vary depending on
the student organization, the size of the club, and its stage of development from a newly founded club to
one that is well established. They may act as a mentor, friend, resource, an assistant with activity or
fundraising planning, listener, facilitator, and advocate for the group. Depending on the nature of the club
activity and needs of the club, the Sports & Special Programs Office may require a Club Advisor.

Fortunately, the advisor generally does not act in all these roles at the same time. For instance, some
student clubs, like newly formed clubs, will probably need someone to take a role of teacher providing
guidance, leadership development, and experience that will benefit the club’s establishment and continual
growth with the University. Others will need an advisor able to act as a resource of information and a
coordinator of transition between leaders by offering clubs a sense of continuity from year to year.

The faculty advisor should participate and lend their support as much as possible to the clubs. The “ideal”
advisor is aware that she/he is often seen as a role model, resource of experience and knowledge,
provider of University policies and procedures, consultant for the decision making process, and more
importantly, sense of mature continuity that will help clubs reach their full potential. Faculty’s experience
and expertise are an invaluable resource for clubs to help define and shape plans, activities, and goals that
are effective and realistic and reflect favorably on the University.

The faculty advisor is considered a valuable link and resource between the club and University.

Benefits of a Faculty Advisor
  Supporting an extracurricular learning opportunity to benefit both students and yourself.
  Creating and building relationships with students outside the classroom or work.
  Helping students develop and mature in leadership, responsibility, accountability and life skills.
  Being part of a team atmosphere.
  Helping students realize their potential as an individual and as a club.
  Continuing the Sport Club Program legacy at OSU.
  Bridging the academic and extracurricular experience together.




                                                                                                                18
Suggestions to advisors on establishing the communication and expectations:
  Be supportive, a resource person.
  Attend events, competitions, and meetings as much as possible.
  Have respect for club members by limiting control. Allow students to run the organization and to
    make their own way up to the point beyond which failure is inevitable-but do your best at that point
    to help them understand failure.
  Be accountable and available.
  Provide continuity and stability as student leadership changes.
  Provide an “outside” point of view or perspective.
  Serve as a resource on University policies and procedures.
  Provide your group with connections.
  Help club through organizational conflicts and issues.


Expectations from Student Sport Clubs to Advisors:
  Discuss expectations of the advisor’s role with the advisor.
  Continually keep advisor updated on all meetings, events, issues, and club activities.
  President should meet often with the advisor to discuss club matters and update advisor on club
    activities at least once a term.
  Responsibility for the success and failure of a club rests ultimately with the club and its members, not
    the Advisor.

Creating Great Student Stars:
  As an advisor, there are many things you can do to help these students become stars for their clubs
     but some of the most important things you can do are the small things.
  The following will create positive energy for the club:
                    Smile and say thank you.
                    Attend games, matches, shows, races, and involvement fairs.
                    Write a letter of recommendation.
                    Attend fundraising efforts.
                    Plan get-togethers for the club.
                    Attend the Sport Club Banquet and individual club banquet.


Finally, it is important for both parties to understand that their roles within the club represent only a small
portion of their lives. The student member is first and foremost a student, and the advisor is a university
faculty or staff with a variety of responsibilities. To acknowledge and understand the role and
expectations of both groups is important. Remember to HAVE FUN!!

Thank you for taking the time to participate with the Sport Club Program as a Faculty Advisor.
This role is instrumental in helping students and the clubs grow, develop, and learn real life
leadership skills for the future. Your support, as a faculty advisor, will not only help the clubs
succeed, but more importantly, create an exciting learning opportunity through recreation that
everyone involved can enjoy and appreciate.




                                                                                                                  19
COACHES/INSTRUCTORS

Sport Clubs and their membership may desire to seek the assistance of a coach/instructor. It is
imperative that the coach/instructor maintains the same philosophy of the Sport Club Program’s
mission statement. Coaches/Instructors have many opportunities to provide a positive influence on
student development (skill, leadership, social, and safety) through games, practices, and club activities for
club members. Coaches/Instructors may be paid out of the club’s Agency Fund Account; however, most
sport club coaches/Instructors are volunteers. Depending on the nature of the club activity and needs of
the club, the Sports & Special Programs Office may require a Coach or Instructor.


ELIGIBILITY OF A SPORT CLUB COACH/INSTRUCTOR
 1. Approved by the club membership.
 2. May be someone from in or outside the University Community.
 3. Complete coach’s application, coach agreement form, and volunteer form for approval. (annually
     complete coach agreement and volunteer form)
 4. Attend mandatory Coach’s/Instructor’s Orientation Meeting.
 5. Coaches/Instructors should refrain from activities involved in the club’s management. A sport club
     is first and foremost a student organization and, as such, the student officers (not the
     coach/instructor) must serve as the liaison between the club and the Sports & Special Programs Staff.
     The philosophy and key to the success of the Sport Club Program has been the continued emphasis
     placed on student leadership and participation.
 6. Coaches/Instructors are responsible for skill improvement, workouts, game strategy, and other
     coaching/instructing decisions.
 7. Coaches/Instructors must adhere to all University, Department of Recreational Sports, and Sport Club
     Program policies and procedures.
 8. Coaches/Instructors must help to ensure good sportsmanship at all times. Individuals must always
     conduct themselves in a manner that does not detract from the reputation of the University.
 9. Does not receive monetary gain and does not promote private enterprise for personal gain (primarily
     a voluntary position).
 10. It is recommended that all coaches/instructors purchase their own medical and liability insurance.
 11. The Agency Funds account is the only account available for paying a coach/instructor. If
     coach/instructor is paid by any means, please work with the Sports & Special Programs Staff.

The Department of Recreational Sports has the right and obligation to protect the club by relieving any
coach/instructor from their position if they are not deemed to be working in the best interest of the
club. The dismissal of the coach/instructor is not subject to appeal.

Note:
Coaches/Instructors may receive a complimentary Recreational Sports membership for their service to the
club. Coaches/Instructors wishing to have the membership should have their club officers contact the
Sports & Special Programs Professional Staff with the request. The Sports & Special Programs Professional
Staff will work with the Recreation Services Coordinator to process the membership request.
Coaches/Instructors with complimentary memberships are not eligible for the Volunteer Injury Coverage
listed on the Volunteer Form.




                                                                                                                20
Expectations of Faculty Advisor and/or Coach/Instructor

                   From Club to Advisor                   From Advisor to Club

Communication




Goals




Involvement




Expectations




                                                                                 21
                                CLUB AND INDIVIDUAL REQUIREMENTS


INDIVIDUAL MEMBER REQUIREMENTS
1. Currently enrolled undergraduate and graduate students at Oregon State University are eligible to
   participate in the Department of Recreational Sports Sport Club Program.
2. Oregon State University faculty, staff, other employees, and affiliates may purchase a membership from
   the Department of Recreational Sports to participate in the Sport Club Program. Faculty and staff may
   not receive any club benefits (i.e. payment/reimbursement for activity including entry fees, travel,
   league membership; may not hold officer positions in the club or voting privileges).
3. Each sport club participant must have a completed release and waiver of liability and code of conduct
   form on file with the Sports & Special Programs Office to be eligible to participate.
4. Club and participating members must adhere to OSU, Department of Recreational Sports, and Sport
   Club Program policies, procedures, expectations, and code of conduct.
5. Clubs should contact their sport’s governing body to confirm exact eligibility requirements. Many sports
   have specific standards for collegiate competition.
6. Individual club and participating members are responsible for paying dues in a timely manner to the club
   in which they participate.
7. Community members are not eligible to participate in the Department of Recreational Sports Sport Club
   Program.
8. OSU Sport Club Program will not support any exclusion to participate on the basis of race, color, national
   origin, ethnic group, religion, sex, sexual orientation, age, or disability.
Notes:
   No eligible participants can be restricted or cut from a sport club or told they are not allowed to
    participate with the club.
   Club officers or coach(s)/instructors(s) reserve the right to choose to form a traveling team from its
    members, since only a certain number can realistically participate in competition. Each club is
    responsible to work out a fair and equitable method that accommodates all of its members’ needs.


Actions Taken When Ineligible Participation Occurs
1. Individual club members are not considered a member until the release and waiver of liability and code
   of conduct form is on file.
2. Ineligible participants will be reported to the Sport Club Committee for further disciplinary action.




                                                                                                                22
                                          CONDUCT EXPECTATIONS

 CLUB CONDUCT

The basic concept underlying Oregon State University Sport Club Program’s standard of conduct is that
students, by participating, are assuming an obligation to conduct themselves and their organizations in a
manner compatible with the University's mission and exemplify the principles of honesty and integrity
and respect of diversity. Individuals must always act in a way which does not detract from the reputation
of the University, both on and off the field of play. Failure of sport clubs and individuals to adhere to a
responsible standard of conduct will result in disciplinary action set forth by the Sport Club Committee.


Oregon State University sport club members are obligated to abide by the policies, rules, and
requirements of the University as well as the Oregon Administrative Rules established for the Oregon
University System, which should be viewed by each participant at the following link:
http://arcweb.sos.state.or.us/pages/rules/oars_500/oar_576/576_015.html


CODE OF CONDUCT AGREEMENT
The Code of Conduct serves as a guideline for how individuals are expected to behave when
participating in Oregon State University Sport Club Program sponsored or endorsed events. All club
members participating in an event sponsored by OSU or off-campus events are representing their club
and Oregon State University at all times. Members are expected to uphold all University, Department
and Sport Club Program Policies/Procedures/Guidelines as well as represent themselves and their club
with sportsmanship and moral behavior before, during, and after any sport club event.


CODE OF CONDUCT GUIDELINES
Members shall not:
    Engage in illegal use, possession, or distribution of drugs or illegal substances, while traveling,
     competing, socializing, and /or using facilities including lodging spaces.
    Engage in the use and/or presence of drugs/alcohol while traveling (from the time the team leaves
     campus to the time it returns) or during any club related activity (practices, events, fundraisers,
     competing, spectating, etc).
    Violate any traffic laws and regulations when traveling to and from competitions.
    Engage in hazing, harassing, or threatening actions which intentionally subject another person to
     offensive physical contact, physical injury or property damage, or which specifically and intentionally
     insult another person in his or her immediate presence with words or gestures when a reasonable
     person would expect that such an act or actions would provoke a violent response. (These actions, when
     based on race, color, national origin, religion, age, disability, marital status, sex, or sexual orientations
     are among the forms of prohibited behavior).
    Violate any host University rules or policies.
    Misrepresent the mission, purpose or goals of your organization. Nor allow non-members to
     participate or influence organization or its activities and events.




                                                                                                                     23
HAZING POLICY

No student organization, including fraternities and sororities, organized or operating on the Oregon
State University campus, nor any member of such an organization, shall intentionally haze any member,
potential member or person pledged to be a member of the organization, as a condition or precondition
of attaining membership in the organization or of attaining any office or status therein.
Hazing is defined as: any action that endangers the physical, emotional, mental health or safety of an
individual, or destroys or damages personal property for the purpose of initiation, membership, admission
or participation in a group or organization. Expressed or implied consent of the person subject to hazing is
not a defense. Apathy and acquiescence in the presence of hazing are not neutral acts; they are violations
of this rule. Acts are constituted as hazing when they endanger the physical, emotional, mental health or
safety of an individual, or destroy or damage personal property.

Examples of Hazing Include, but are not limited to:
 Participating in calisthenics not related to a sport.
 Associating with specific people, but not others.
 Requiring acts of servitude.
 Forcing or coercing shaving of the head or any other part of the body.
 Conducting hunts or quests.
 Engaging in public stunts or buffoonery.
 Forcing, coercing, or encouraging someone to wear apparel that is conspicuous and not within
   community norms.
 Requiring or coercing tattooing, piercing, or branding.
 Engaging in or simulating sexual acts.
 Threatening or causing physical restraint or abuse (such as being held down, tied up, taped, or confined
   in a small space).
 Forcing or coercing consumption of any substance.
 Kidnapping, or transporting and abandoning, a person.
 Conducting interrogations.
 Requiring nudity in a public or private place.
 Causing excessive fatigue through physical or psychological abuse.
 Furnishing alcohol to minors, or requiring consumption of alcohol or use of illegal drugs by any person.
 Damaging, destroying, or stealing property.
 Identifying hazing targets or subjects on the basis of their race, religion, ethnic origin, gender, age,
   disability, sexual orientation, or other legally protected classification.


Note:
Determinations as to whether hazing occurred are made by the Professional Staff and Sport Club
Committee and, based on severity, may be treated as a major infraction and/or forwarded onto
University officials for further disciplinary action.




                                                                                                               24
DISCIPLINARY GUIDELINES

Violation of, or non-compliance with the Sport Club Program’s officer expectations, procedures, policies,
University policies, or sport club standard of conduct may result in disciplinary actions prohibiting your
club’s participating to full capacity.

MINOR INFRACTIONS
These apply to officers and club members who are not meeting the expectations and roles outlined in the
Sport Club Handbook. Examples of minor infractions include, but are not limited to the following situations:

Failure to:

   Attend Quarterly Leadership Meetings.
   Attend Monthly Officer Meetings
   Attend Sport Club Training sessions.
   Turn in required forms on time (Annual Recognition, Release and Waiver of Liability and Code of
    Conduct, Club Constitutions, Term Reports, Evaluations).
   Turn in club paperwork on time (Travel Itinerary, Motor Pool, and Event Registration).
   Contact Sports & Special Programs Staff about fundraising, competitions, games, and shows in a timely
    fashion.

Disciplinary Actions for Minor Infractions

First Offense:
Club is placed on probation with a loss of leadership points determined by the Sport Club Committee

Second and All Additional Offenses:
The following guidelines have been agreed upon by the Sport Club Committee regarding club fines based on
total club budget size.

Club Budget                        Fine for 2nd Offense                Fine for 3rd Offense
                                   (2.5% of budget tier)               (5.0% of budget tier)
$2,000 and below                   $50                                 $100
$5,000 and below                   $125                                $250
$8,000 and below                   $200                                $400
$10,000 and below                  $250                                $500

Note:
The Sport Club Committee is not limited to monetary fines in their disciplinary actions, although they are
encouraged to include fines for all club offenses after the first one. Other potential sanctions may include
freezing all club funds or revoking facility privileges. Continued minor offenses can result in disciplinary
actions typically reserved for Major Infractions (see below for major infraction guidelines).




                                                                                                               25
MAJOR INFRACTIONS
These include actions of the club and individual club members that are outside the acceptable standards of
conduct or violate the Sport Club Programs guidelines.

Examples of major infractions include, but are not limited to the following:
 Violation of Code of Conduct Agreement.
 Display of conduct that is incompatible with the University’s function as an educational institution and
   the purpose of the Sport Club Program.
 Allowing ineligible individuals to participate in club activities.
 Violation of any host University rules or policies.

Disciplinary Actions for Major Infractions
 May result in one or more of the following (this is not an all-inclusive list):
 Loss of funding.
 The removal of offending team member(s) and restriction from future participation for a specified
    period time.
 Suspension or exclusion from all or specified privileges or activities of the Sport Club Program.
 Participation in a team building workshop or other required educational activities or programs of
    community service.
 Loss of recognition as a sport club in the Department of Recreational Sports.

The Sport Club Committee will decide any disciplinary actions pertaining to sport clubs or individuals
committing major infractions.

Major infractions may be referred onto OSU Student Conduct or other Departments depending upon the
severity of the action taken by the club or member.



DISCIPLINARY NOTIFICATION (MINOR AND MAJOR OFFENSE)
Co-Chair of the Sport Club Committee will notify club officers with a disciplinary letter to be signed by club
officers and returned to the Sports & Special Programs Office within one week stating:
          The reason for the disciplinary action.
          The length of the probation period and action served to club.
          The possible consequences the club will face if additional infractions occur.




APPEAL PROCESS
Decisions of the Sports & Special Programs Staff and the Sport Club Committee may be appealed to the
Director of Recreational Sports by following these procedures:

1. Within seven days of the date on the disciplinary action, a written notification from the club President or
    Representative to the Director indicating the reasons for the appeal must be submitted.
2. The Director will rule on the appeal after investigating the situation and may uphold, reject, or modify
    the action taken by the Sport Club Committee. Parties involved will be notified of the appeal results in
    writing.




                                                                                                                 26
                                         EVENTS AND ACTIVITIES

PRACTICE REQUESTS

Clubs submit practice requests including facilities, dates, and times for each term through the Sports &
Special Programs Office. Requests for facilities are due at the end of week 1 of the term prior to when you
need them. Please keep in mind the Sport Club Program may not always be able to meet your first
preference for practice facilities and times each term due to the Department’s and other campus facilities
being heavily used. No practices are allowed during finals week.

ACTIVITY REQUESTS

Term Event Schedules are submitted online at the beginning of each term to the Sports & Special Programs
Office. The form should include both club home and away activities including games, shows, tournaments,
meets, fundraisers, and marketing/tabling with facility locations, dates, and times for each activity. Clubs
are free to update their schedule as needed throughout the year. However, some events require advance
planning and advising to be approved.


Note: All scheduled activities are available on a first come, first serve basis with discretion by the Sports &
Special Programs Staff.

HOME EVENT REQUESTS

All club events must be approved by the Sports & Special Programs Staff prior to the event happening. Staff
must be consulted throughout the planning stages for any sport club event.


HOSTING AN EVENT
 Submit Home Event Registration Form online for approval by the Sports & Special Programs Staff six
  weeks prior to event. If submitted less than 1 month in advance, the event may not be approved.
 Staff must be involved in advising meetings throughout the process.
 Facility, equipment, supplies, and safety staff needs are reserved through Sports & Special Programs.
 Clubs will work with staff to make sure officials, judges, referees, or volunteers have personal service
  contracts on file prior to schedule (only applies if clubs are hiring, scheduling and paying for the services).
  Unpaid volunteers must fill out a volunteer form prior to helping at a club event.
 If charging entry fees at an event site, clubs must check out a cash box from the AABC MU Finance Office.
 After the event, the club will complete an event evaluation form along with a debrief meeting with the
  Sports & Special Programs Staff.




                                                                                                                    27
PROCEDURE
   Sports & Special Programs Staff are assigned club events to oversee; each staff member is responsible
    for meeting with the organizers of their respective events to ensure all club needs are being met.
   It may also be necessary to attend the event and “check in” to see how smoothly it is running and
    check to ensure Department of Recreational Sports standards are being met.
             Staff should try to make any Sport Club Officers and/or Coaches/Instructors aware that
              she/he is there (assuming they are not competing).
             The staff should make sure the entire club needs have been met, make sure the facility
              remains in good condition, and that playing conditions are safe.
             If conditions are unsafe due to an excessively muddy field, thunderstorm, overaggressive
              participants, etc. the staff has the right to cancel the event (although if possible consult with
              your supervisors by phone first).
   After all events it is necessary for the club to fill out the “debrief” questions attached to their online
    event registration. Staff will meet with the event organizers to discuss what went well and what
    didn’t work at the event.
   Any concerns should be noted, as well as any changes that may need to be made in the future, and
    attached to the event registration for future reference.


Note:
Club will return all waivers from the event to the Sports & Special Programs Staff within 2 weeks of the
event. Failure to do so will result in the offense being forwarded on to the Sport Club Committee for
disciplinary review.


Note:
       All club equipment must be picked up from and returned to the maintenance hallway near the East
        Entry of Dixon.
       Clubs that fail to return their equipment to this hallway will be subject to disciplinary action and
        charges to replace any lost, stolen, or damaged equipment.
       Sport Clubs should make sure officials, judges, referees, or volunteers are scheduled.




                                                                                                                  28
FACILITY USE EXPECTATIONS

Many of the Recreational Sports facilities are shared and used with other programs or clubs. This results in
many different groups utilizing the same indoor and outdoor facilities. Here are expectations sport clubs
should adhere to:
   Club’s canceling practice(s), game(s), or any reservation(s), a club officer must contact the Sports &
    Special Programs Office at least 24 hours before the reservation is in effect.
   Clubs are responsible to conduct a safety check of facilities and fields prior to every practice.
   Clubs are responsible for set-up and clean-up of all facility sites.
   Misuse of equipment or facilities will jeopardize future use and club status.
   Clubs are required to respect facilities (Privilege to use) and are responsible to leave at designated end
    time.
   If there are other users or clubs using the facility at your scheduled time, contact Dixon front desk (737-
    3748) to clarify times with other users.
   Drugs and alcohol are prohibited in and at all Department of Recreational Sports facilities and events by
    participants, coaches/instructors, or spectators.


ADDITIONAL FACILITY REQUESTS

Additional requests for Recreational Sports, university, or community facilities must be submitted to the
Sports & Special Programs Staff two weeks prior to desired date to be considered.


Note:
Department of Recreational Sports will allow clubs to reserve classroom space through the Sports & Special
Programs Office for short term reservations (i.e. monthly meetings, 3 week weekly meetings).



WEATHER CONDITIONS:
Club practices or competitions may have to be cancelled due to inclement weather conditions in order to
avoid irreversible damage to the playing surfaces. Any cancellations due to weather will be made on the
Wednesday before the competition is scheduled to take place in order to give the club time to contact the
visiting team(s). Please note that NO practices will be permitted on Peavy Fields during Winter Term.
Competitions may be allowed under certain circumstances.




                                                                                                                  29
FACILITIES

Requested through Sports & Special Programs Office:
      Dixon Recreation Center
            6 Courts
            7 Racquetball courts
            2 Squash Courts
            3 Multi-purpose rooms
                One matted martial arts
            2 Classrooms
            Conference Room
            Pool (8 Lanes)
            Diving well
      Tennis Center
            4 indoor courts
            6 outdoor courts
      Athletic Department
            Reser Stadium
            Truax Indoor Practice Facility
            Track Field
      McAlexander Field house
            2 Courts
            Turf surface
            Classroom
      Sport Fields
            Peavy Fields (West/East)
            Student Legacy Park
            Women’s Building Fields
      Langton Hall
            3 Courts
            Pool
            Gymnastics Room
            2 Multi-purpose rooms
      Women’s Building
            Gymnasium


Note:
All other facility requests, clubs need to ensure contracts and agreement are processed through the Sports
& Special Programs Office.




                                                                                                             30
                          TRAVEL AND TRANSPORTATION REQUIREMENTS
Any travel outside Corvallis City limits or events attended not hosted by the club within Corvallis City limits
must have an approved Travel Itinerary.

TRAVEL ITINERARY

   A “Travel Itinerary” must be completed at least four (4) days in advance of travel and approved by the
    Sports & Special Programs Staff.
   Any changes to the Itinerary must be done prior to departure.
   If this form is not on file, the club will not be eligible to travel or receive funding for the trip. These
    offenses will be referred to the Sport Club Committee.



PROCESS
1. Submit the online Travel Itinerary with a travel roster of club members.
   • All members on travel roster have waiver and liability and code of conduct form on file with the Sports &
       Special Programs Office.
   • Completely fill out form with club, event, location, driving route, transportation used, lodging (if
       applicable, no more than 4 people per room), departure and return date, and times from Corvallis.
   • Pick up a first aid kit and copy of travel itinerary from the Sports & Special Programs Office.
   • Upon return from trip, return travel first aid kit to the Sports & Special Programs Office by the next
       Wednesday.
   • Club will be charged for replacement out of their state account for any lost or damaged kit.
2. Any expenses expected to be incurred during travel must meet spending guidelines for the state account for
   reimbursement or purchases approved by the Sports & Special Programs Staff through the Purchase Request
   Form.
3. University or Rental vehicles may be reserved through the Sports & Special Programs Office.
4. Violations of travel policies, procedures, and Code of Conduct will result in a disciplinary action taken by Sport
   Club Committee.
5. Any mechanical or emergency service problems encountered while traveling contact Motor Pool at (866) 253-
   5671 ext. 3, 24 hours a day.
6. In case of an emergency (serious injury to club member, accident, weather) immediately call 911 or deal with
   the situation. Then call the Sports & Special Programs Staff at (541) 740-6877 to inform them of the situation
   and actions taken. Remember to document the incident with witnesses, dates, times, and actions taken.
   Remember to remain calm and use your resources!




                                                                                                                  31
 DRIVER AUTHORIZATION

Annually, all Sport Club participants driving Motor Pool or Rent-A-Car vehicles must have a completed Driver
Authorization form and verification of the online test on file in their respective club binder.


     Process for Drivers
    1.    Go to the Motor pool website: http://motorpool.oregonstate.edu/safety/vansafety.cfm.
    2.    Watch the “Van Safety Video”.
    3.    Take “Van Safety Test”.
    4.    Submit print out of quiz completion attached to completed Driver Authorization form.
    5.    Fax the authorization form (not quiz results) to Motor Pool (7-7093) facing up.
    6.    Wait for confirmation on the fax machine screen to say “Fax sent ok”.
    7.    Press the ID button in order to exit out of your copy code.
    8.    Stamp Driver Authorization form with red “FAXED” stamp.
    9.    Write in your initials and the date.
    10.   Complete Driver Authorizations in online database.
    11.   Three-hole punch the paperwork and place them in the respective club binder under the “Driver
          Authorization” tab.



 PERSONAL VEHICLES
     The owner of a privately owned vehicle used for transportation for club related activities is strongly
      recommended to confirm that their own insurance and liability coverage is valid.
     Oregon State University assumes no responsibility for the use of private vehicles.




 DRIVER SAFETY POLICIES:
    1. Passengers should help keep drivers alert and watch for signs of drowsiness.
    2. Drivers must adhere to posted speed limits, and must obey all traffic laws and       regulations.
    3. A designated club member will serve as the navigator.
            a. The navigator will sit in the front passenger seat and will remain awake throughout his/her
               duty as navigator.
    4. Seat belts or other approved safety restraint devices required by law must be worn by all travelers
       while the vehicle is in operation.
    5. Driving between the hours of 12:00 a.m. (midnight) and 6:00 a.m. is strongly discouraged except in
       an emergency situation.
    6. The following regulations concerning the balance of driving, sleeping, and breaks should be
       followed:
            For every 4 hours of driving, drivers must take a 20 minute break.
            For each 12 hours of driving, drivers must take at least a 4 hour rest period.
            Alternate drivers must be provided for trips expected to take more than 8 hours.




                                                                                                               32
TRAVEL RESERVATION REQUEST FORMS

Travel Request forms are for sport clubs to request travel arrangements through the Sports & Special
Programs Professional Staff for the following:
       Motor Pool vehicles
       Rent-A-Car vehicles
       Charter Busses
       Flights
       Lodging

MOTOR POOL VEHICLE REQUESTS
All Sport Club participants driving Motor Pool vehicles must have a current Driver Authorization form and
verification of the online test on file in their respective club binder. Roadcraft Advanced Driver Training
classes are recommended for all drivers of Motor Pool vehicles. Contact Environmental Health and Safety
(541) 737-7083 for details.


       Motor Pool reservations for Sport Clubs are made only through the Sports & Special Programs
        Office by submitting a Travel Request form.
       The cost of Motor Pool vehicles are charged to the club’s state account.
       University vehicles may only be used for University business. Any person may report misuse of a
        State vehicle to the proper authorities.
       Only members on the travel itinerary may ride in University vehicles.
       Pick up Motor Pool Release slip from Sports & Special Programs office to take to Motor Pool.
       Pick up vehicles at the designated time with Motor Pool Release slip at Motor Pool between 7:00am
        and 5:30pm on weekdays only.
                If you plan on leaving on a weekend you must pick up the vehicle on the Friday prior to
                   leaving, and include Friday in the estimated daily rate.
                You must bring a valid driver’s license to pick up the vehicle.
       Return vehicles at any time (24 hours a day) at the OSU Motor Pool lot. When returning a vehicle,
        please take the following steps:
                Enter the odometer reading, date and time on the trip ticket in the log book.
                Write any comments about the performance of the vehicle.
                Leave the log book in the car and lock all doors.
                Place keys through the slot on the side of the building or in the slot by the service door
                   located under the carport of the OSU Motor Pool Building.


Note:
At this time, all or any 15 Passenger Van Use either thru Motor Pool, rental companies or private use is
prohibited for use by Sport Clubs due to the department’s commitment to ensure safety of travel for all
Department of Recreational Sports Staff and club members.




                                                                                                              33
MOTOR POOL RATES
                       *Motor Pool mileage rate includes the cost of fuel.
                              Current Rental Rates                Daily
                                                                  Per Day      Per Mile
                              Medium & Hybrid Sedans              $21.00       $0.20
                              Full Size & Flex Fuel Sedans        $23.00       $0.25
                              6 Passenger                         $28.00       $0.28
                              8 or 12 Passenger                   $38.00       $0.30
                              Mini Cargo                          $28.00       $0.28
                              Full-size Cargo                     $38.00       $0.30
                              Utility Vehicle (SUV)               $38.00       $0.32
                              1/4 Ton (Compact)                   $22.00       $0.25
                              1/2 Ton                             $25.00       $0.28
                              3/4 Ton                             $28.00       $0.30
                              1 Ton                               $35.00       $0.34


CANCELLATIONS OF MOTOR POOL


Cancellations and changes must be requested through Sports & Special Programs Professional Staff at least
48 hours in advance to help avoid charges and ensure proper funding/credit to club accounts.




                                                                                                            34
RENT-A-CAR RENTAL VEHICLE REQUESTS
 All Sport Club participants driving Rent-A-Car vehicles must have a current Driver Authorization form
   and verification of the online test on file in their respective club binder.
 Rental vehicle reservations for Sport Clubs are made only through the Sports & Special Programs Office
   by submitting a Travel Request form.
 Sports & Special Programs Professional Staff will email a quote to the requesting club officer for
   approval. A Purchase Request Form for payment must be upon approval of a quote for reservations to
   be confirmed.
 Upon approval from requesting club officer and submission of a Purchase Request Form, Professional
   Staff will email confirmed reservation for club officer to update Sport Club online database itinerary.
 The cost of a rental vehicles are charged to the club’s state account.
 Only members on the travel itinerary may ride in rental vehicles.
 University vehicles may only be used for University business. Any person may report misuse of a rental
   vehicle to the proper authorities.
 Pick up vehicles at the designated time from the rental company.
 You must bring a valid driver’s license to pick up the vehicle.
 Return vehicles at the designated time(s) to rental company. Hours to return vehicles will be outlined in
   reservation confirmation.


Note:
At this time, all or any 15 Passenger Van Use either thru Motor Pool, rental companies or private use is
prohibited for use by Sport Clubs due to the department’s commitment to ensure safety of travel for all
Department of Recreational Sports Staff and club members.



CANCELLATIONS OF RENT-A-CAR RENTAL VEHICLES
Cancellations and changes must be requested through Sports & Special Programs Professional Staff at least
48 hours in advance to help avoid charges and ensure proper funding/credit to club accounts.




                                                                                                              35
CHARTER BUSSES REQUESTS
 Charter Bus reservations for Sport Clubs are made only through the Sports & Special Programs Office by
   submitting a Travel Request form.
 Sports & Special Programs Professional Staff will email a quote to the requesting club officer for approval. A
   Purchase Request Form for payment must be upon approval of a quote for reservations to be confirmed.
 Upon approval from requesting club officer and submission of a Purchase Request Form, Professional Staff
   will email confirmed reservation for club officer to update Sport Club online database itinerary.
 The cost of charter busses can be charged to the club’s state account or Agency Fund Account.
 Only members on the travel itinerary may ride in charter busses.


CANCELLATIONS OF CHARTER BUSSES
Cancellation policies vary depending on the company. Club Officers are directed to take notice of
cancellation policies prior to approving a quote for reservations. Clubs will be responsible for all
cancellation fees imposed. Cancellations and changes must be requested through Sports & Special
Programs Professional Staff to help avoid charges and ensure proper funding/credit to club accounts.



FLIGHT REQUESTS FOR AIR TRAVEL
 Flight requests for Sport Clubs’ air travel are made only through the Sports & Special Programs Office by
   submitting a Travel Request form.
 A complete list of all travelers’ full names as stated on government issued photo identification and birth
   dates must be attached to the Travel Request form for flights.
 Sports & Special Programs Professional Staff will email a quote to the requesting club officer for approval.
   A Purchase Request Form for payment must be upon approval of a quote for reservations to be confirmed.
 Upon approval from requesting club officer and submission of a Purchase Request Form, Professional Staff
   will email confirmed reservation for club officer to update Sport Club online database itinerary.
 The cost of air travel can be charged to the club’s state account or Agency Fund Account.
 Tickets will be placed in the club’s mailbox in the Sports & Special Programs Office.


Note:
Cancellations and changes must be requested through Sports & Special Programs Professional Staff to help
avoid charges and ensure proper funding/credit to club accounts.




                                                                                                             36
LODGING REQUESTS
Lodging reservations for Sport Clubs are made in the Sports & Special Programs Office by completing a
Travel Request form and attaching lodging confirmation printout. A Purchase Request form for the proper
hotel and amount must accompany the Travel Request form and lodging confirmation.


   The cost of lodging reserved via phone or online is charged to the club’s state account.
   Confirm with Professional Staff the club’s State Account balance has sufficient funds to make lodging
    reservations.
   In the Sports & Special Programs Office, use the office resource computer or telephone to complete
    lodging reservations. Professional Staff will provide payment information to complete the reservation.
   Use lodging confirmation to update the Sport Club online database itinerary.


Note:
Bring back original itemized receipts within 1 week of each trip. Clubs must return original lodging
invoices/receipts to complete hotel payment.

CANCELLATION OF LODGING
Clubs take note of the hotel cancellation policy prior to completing reservations. Some reservations require
up to 72 hours notice for cancellation of entire reservation or change in the amount of rooms and/or nights
the rooms are needed (i.e. club members not attending event). If the event is cancelled by the hosts within
the cancellation period the fee will be taken from the State Account. Otherwise any “no shows” or
cancellations are the responsibility of the clubs and the fee will be taken from the Agency Fund Account.


Note:
Cancellations and changes must be requested through Sports & Special Programs Professional Staff to help
avoid charges and ensure proper funding/credit to club accounts.



ADDITIONAL TRAVEL RESOURCES
   Weather and Road Conditions
         http://motorpool.oregonstate.edu/quicklinks.cfm
   Winter Driving Tips
         http://www.oregon.gov/ODOT/COMM/winterdriving.shtml
   In Case of an Accident
            http://motorpool.oregonstate.edu/safety/accident.cfm
   OSU Motor Pool Roadside Assistance Only
         http://motorpool.oregonstate.edu/safety/roadside.cfm




                                                                                                               37
                                               EQUIPMENT

INVENTORY

Club Equipment Inventory will be checked on a quarterly basis by the club’s Coordinator to update records.
If any equipment was purchased, sold, lost or disposed of by the club the inventory list must be updated. If
any club equipment wants to be sold, donated, or disposed of, the club needs to work with the Sports &
Special Programs Office prior to any selling, donating, or disposing.



STORAGE

The Sport Club Program provides a limited amount of storage for clubs to store equipment and supplies in
Recreational Sports Facilities (i.e. SC/IM Storage (behind EI), Upper Gym, McAlexander Fieldhouse, Student
Legacy Park, and Peavy Fields).

   The Sports & Special Programs Staff keeps an inventory of all equipment stored in the storage spaces
    and must give approval for any club equipment to be moved there.
   Club equipment that is not in regular use (old jerseys, out of date or unsafe equipment, or old club
    records) may not be stored in the equipment storage room.
   If clubs have old equipment they wish to get rid of, they may contact the Sports & Special Programs Staff
    for help in donating or selling the equipment.


EQUIPMENT CHECKOUT

Any club member in possession of club equipment must have Sports & Special Programs Staff complete a
checkout form located in the checkout box in the second drawer of the front desk.

Completed equipment checkout forms are filed in the front of this box.



DAILY EQUIPMENT USE PROCEDURES
1. Club officers can only check out equipment 15 minutes prior to their scheduled practice times and must
   return the equipment immediately following the conclusion of practice.
2. Club officers must check in with Operations Staff at equipment issue where the Center Manager or
   Supervisor will have a list of club officers and coaches. Officers or coaches are required to provide their
   student id card or other photo identification to check out equipment.
3. Club officers seeking to check out equipment during non-practice times must have made prior
   arrangements with Sports & Special Programs Staff 24 hours in advance so that the information can be
   relayed onto the Operations Staff. Otherwise club equipment will not be issued.
4. Failure to adhere to these guidelines will result in disciplinary action.




                                                                                                                 38
                                      SAFETY AND RISK MANAGEMENT
Safety of sport club participants is of utmost importance. There are inherent risks of injury and/ or death
involved in all recreational and competitive sport programs. The participants in the Sport Club Program
should be aware that involvement is voluntary.


RISK MANAGEMENT REQUIREMENTS:

1. Sport Club officers, club members, coaches, and instructors should emphasize safety during all club-
    related activities.

2. Sport Club Program strongly recommends that all sport club participants have annual physical
    examinations. OSU and DRS assumes no responsibility for any participant with an existing health
    condition that makes it inadvisable for him/her to participate in any given activity.

    Note: Student Health Services offers physical exams to all currently enrolled OSU students. Call 737–
    7607 for an appointment.

3. It is strongly recommended that each individual sport club member secure her/his own Accident and
    Health Insurance. OSU’s Department of Recreational Sports does not provide insurance coverage for
    accident or illness incurred while participating in the Sport Club Program.

    Note: Participants must understand the risks involved with sport competition, and will not hold OSU
    liable for injury, damage, or loss arising from participation in all sport club activities.

    Note: Student Health Services offers students health insurance (call 737-7568).

4. Release and liability waiver form must be on file with the Sports & Special Programs Office for all
    members.

5. Inspect fields and facilities prior to every practice session, game, or special event. Report unsafe
    conditions to the Recreational Sports personnel on duty immediately at 737-3748. If at an off-campus
    site, report the conditions to the proper managing authority.

    Note: Do not use facilities or equipment if they appear unsafe.

6. Safety staff is required to be on site for all home activities for clubs that are contact sports. The Safety
    Coordinator will determine the need for safety staff members at non-contact sport activities.

7. In the event of an adjustment and or cancellation of an activity, the club will contact the Sports & Special
    Programs Staff immediately. If the change occurs on the weekend, contact 541-740-6877. In the event
    that the Sports & Special Programs Staff are not able to be reached, the club must contact the Safety
    Programs Coordinator (541) 737-5411.




                                                                                                                  39
8. In the event that the Sports & Special Programs Staff or Safety Programs Coordinator were not
    contacted with sufficient notice of an activity adjustment and/or cancellation, the club may be charged
    for the full cost of safety staff's requested hours of coverage and/or the additional time needed of
    coverage beyond the initially requested hours. The cost is approximately $10.50 per hour, per
    employee.

    Note: During the activity, cancellations due to inclement weather, or other such condition, are exempt
    from the above policy.

9. Participants are obligated to wear proper dress and appropriate protective equipment. If the participant
    chooses not to use such equipment, the participant must realize that they are doing so at their own risk.

10. Each participant recognizes that they are always responsible for their own well-being and the well-being
    of the group they are a part of.

11. Sport Club travel for all competitions and events must submit travel itinerary form and be issued a first
    aid kit through the Sports & Special Programs Office.

    Note: If injury occurs, complete the Injury Report Form and return it to the Coordinator.

12. In case of an incident (i.e. Fight, intoxication, theft, property damage, etc) or accident, please fill out an
    Incident Report Form and notify Sport Club Staff within 24 hours.

13. It is recommended that club officers be certified in Sport Safety Training First Aid and CPR.

    Note: First Aid and CPR classes are available to Sport Club participants, coaches, and instructors at a
    reduced price by the Safety Program.

14. Follow-up care for athletic injuries is available to Sport Club participants (Prevention, Evaluation,
    Treatment, and Rehabilitation):
               Student Health Services – 541-737-WELL (9355)
               Student Health Services at Dixon- 541-737-7556
                      Acupuncture
                      Chiropractic
                      Health Coaching
                      Massage Therapy
                      Nutrition Consultation
                      Physical Therapy
                      Sports Medicine – 541-737-7564
                      Certified Athletic Trainer – 541-737-3736




                                                                                                                     40
                                        EMERGENCY ACTION PLAN

EMERGENCY ACTION PRINCIPLES:

Check:
   1. The scene for safety, to find out what happened, determine how many victims there are, and for
       bystanders who could assist.
   2. The victim for consciousness.

Call:
       911 and if on campus 7-7000 (for Public Safety).

Care:
       For life threatening conditions.
       After you call emergency personnel, call as soon as possible the Sports & Special Programs Staff at
        (541) 737-3566 or (541) 737-4884 weekdays, and (541) 740-6877 weekends. If no contact is made
        with either, contact the Safety Coordinator at (541) 737-5411.



PEAVY FIELDS (JEFFERSON AND 30TH ST)
If there is an emergency on Peavy Fields, you should use a cell phone or go to a phone in one of the
following locations:

Emergency Blue Phone
This phone is located on the corner of Jefferson and 30th. Simply push the button and it will dial emergency
personnel. Then Call the Dixon Recreation Center Operations Staff at (541) 737-3748.

Peavy Hall
Enter the building on the side facing Peavy fields and go through the first door on your right. The phone is
straight ahead to the left directly outside of room #A130 or the auditorium. There is a blue sign that points
you in the right direction. Please keep in mind that this is a pay phone so if you are not calling 9-1-1, you will
need money.

Hours for Peavy Hall:
Monday-Thursday          7:30am -10:00pm
Friday                   7:30am - 6:00pm
Saturday                 8:00am - 5:00pm
Sunday                   1:00pm -10:00pm

West Dining Hall
Phones are located directly across from the office that is in the middle of the building. Both on and off-
campus phones are available.

Hours for West Dining Hall:
Doors facing 30th Street are open every day until 7:30pm
Doors located between the dining hall and West Residence Hall are open Monday-Saturday until 11:00pm
and on Sunday until 8:00pm.




                                                                                                                     41
DIXON RECREATION CENTER (WASHINGTON AND 26TH STREET)
If there is an emergency in Dixon, contact or find a Dixon Recreation Center Staff member to respond and
call 9-1-1.



MCALEXANDER FIELD HOUSE (BENTON WAY BEHIND GOSS STADIUM)
If there is an emergency in McAlexander, contact or find a McAlexander Field House Staff member to
respond and call 9-1-1.



STUDENT LEGACY PARK: FIELDS AND TENNIS CENTER (WASHINGTON AND 26TH STREET)
If there is an emergency at the Student Legacy Park fields or tennis center, call 9-1-1, and then call Dixon
Recreation Center staff at (541) 737-3748.



LANGTON HALL (JEFFERSON ST ACROSS FROM MU)
If there is an emergency in Langton Hall there are phones located in the center of the main hallway and in
the pool area. If there is an emergency call 9-1-1, then call Dixon Recreation Center staff at (541) 737-3748.
Be sure to locate these phones before your first practice and tell your members where they are in case of
emergency.



WOMEN’S BUILDING (26TH STREET ON THE WEST SIDE OF THE MU QUAD)
If there is an emergency in the Women’s Building a phone is located in the main lobby near the drinking
fountain on the north end of the building. If there is an emergency call 9-1-1, then call Dixon Recreation
Center staff at (541) 737-3748. Be sure to locate this phone before your first practice and tell your members
where it is in case of emergency.



RESER STADIUM
If there is an emergency in Reser Stadium there is an emergency phone located directly across Parker Plaza
on the corner of Ralph Miller Lane and 26th St, by the OSU parking structure.



TRUAX INDOOR PRACTICE FACILITY
If there is an emergency in Truax Indoor Practice Facility, a phone is located in the lobby on the brick wall.
Immediately call 911 and then call the Dixon Recreation Center Staff at (541) 737-3748. Be sure to locate
these phones before your first practice and tell your members where they are in case of emergency.




                                                                                                                 42
                                          FINANCIAL ACCOUNTS
Sport Clubs are eligible to hold a state account through the Sport Club Program and an Agency Fund
account. The establishment of both accounts was designed to benefit clubs in accessing funds. The
members of each club are primarily responsible for the financial support of their club. All club funds must
be used for the benefit of the entire group.
Funds for club activities will normally come from the following sources:
    1. Membership dues.
    2. Fundraising.
             All fundraising activities require prior approval from the Sports & Special Programs Office.
    3. Budget allocations from the Department of Recreational Sports Student Fees.
    4. Donations/Sponsorships from individuals and corporations.
    5. Refer to Appendix A for the ‘Sport Club Account Matrix’ guide for each type of account available to
       Sport Clubs.


STATE ACCOUNT

Money is provided to clubs through student fee dollars each year. The Sport Club Committee allocates
these funds to clubs during the yearly budgeting process each January. This money does not roll over from
year to year. At the end of May, the unused funds in each club’s account are moved to the Department of
Recreational Sports Reserves Account.


At the beginning of each academic year 30% of each club’s budget will be withheld by the Sport Club
Program. This money will be released during fall and winter term in two 15% allocations, each being
contingent upon the number of leadership points a given club successfully collects.


For example: Club has $1000 budget. Club will receive $700. In December club has collected more than
the predetermined minimum number of points necessary to receive the full 15% allocation available, $150 is
deposited into their state account. Should the club also reach the same points level by the end of winter
term the other $150 will be deposited into their account.




                                                                                                              43
Example Point Scale: In a given term there are 12 available leadership points based on turning in
competition schedules on time, attending club meetings (or prearranging an excused absence), term activity
reports, etc. The allocation to clubs could be based on the following scale:
     10-12 points: Club receives full 15% allocation for term
     7-9 points: Club receives 10% allocation
     4-6 points: Club receives 5% allocation
     0-3 points: Club does not receive any money from the 15%


The State Account is a “restricted” account, meaning there are restrictions on what can and cannot be
purchased or reimbursed. All transactions must receive prior approval by the Sports & Special Programs
Staff before transaction occurs.


Allowable purchases                                      Non-allowable purchases
Travel to competitions                                   Banquets or parties
A portion of lodging while competing for OSU             Flowers or decorations
Registration and entry fees                              Salaries of coaches or instructors
Conference dues                                          Any items that will become the permanent
Game and practice supplies                               possession of a participant (e.g. warm-up
                                                         jackets or uniforms)
Officials’ fees
                                                         Meals and mileage for officials, coaches, and
Facility rental for games and practices                  advisors
Equipment maintenance
                                                         Gifts or awards other than those given by the
Yearbook pages                                           Sport Club Committee
Advertising                                              Telephone calls that are listed on officer’s
Gas or mileage (travel in personal vehicles)             and/or coaches/instructors personal accounts
                                                         Payment toward a club event in which the club
                                                         will make money (includes any special
                                                         events/tournaments sponsored by a club)




                                                                                                             44
SPENDING GUIDELINES-STATE ACCOUNT
There are a number of procedures that can be used to spend your state account money. Each purchase
will probably require a different procedure, so please read carefully through the following options.
Please note time restrictions for getting information to the Sports & Special Programs Staff.


Club Purchase Orders/Purchase Requests are completed online in the Sports & Special Programs Office.
Completed online purchase orders/purchase requests are to be printed, signed and given to the Sports
& Special Programs Office Specialist for approval and processing with AABC accounting for timely
processing of the following:



PURCHASE ORDERS-STATE ACCOUNT
A Purchase Order (PO) is a “promise” that if the vendor sends the requested items AND an invoice,
payment will be made to the vendor in a timely manner. Items that can use POs are catalog orders and
equipment purchases.
POs can be processed within 2 days, if the following information is gathered:
     Vendor Name
  Address
  Phone number
  Fax number (if available)
Documentation such as an order page, web page, or information that will be needed to place the order
is required. Make sure vendor will accept a PO before requesting one.



CHECKS-STATE ACCOUNT
Checks can be issued for Entry Fees, League Dues, Lodging Expenses or any items allowable from the
state account. Checks are printed three times a week, so clubs are encouraged to submit requests in
advance to ensure accurate and prompt payment.
        Checks can be:
           1. Mailed directly to payee.
           2. Mailed with attached paperwork.


Note:
If mailed to payee directly, this will be the fastest method of payment.




                                                                                                       45
PROCUREMENT CARD (CREDIT CARD)-STATE ACCOUNT
The Sports & Special Programs Staff can order equipment purchases and reserve hotel rooms for your
sport club by using a credit card. Please provide information where you would like to purchase your
items (i.e. paperwork, web page, phone number). The procurement card is not allowed to be used for
rental vehicles, food, gasoline, and membership dues, just to name a few.


EQUIPMENT
To order equipment by using a credit card, please provide information where you would like to purchase
your items (i.e. paperwork, web page, phone number) by completing a Purchase Request Form.


LODGING
To reserve lodging, club offers are directed to make reservations in the Sports & Special Programs Office
via internet or phone with the assistance of the Office Specialist or a Coordinator. Purchase Order with
name of member making the reservation and Travel Request form must be completed before
reservations can be made. For instructions to secure lodging, refer to the ‘Travel’ section of this
manual.


Note:
Original itemized receipts/invoices from the hotel must be turned in to the Sports & Special Programs
office within 2 days of returning from the trip to complete hotel payment via credit card.


CANCELLATION OF ROOMS
Clubs take note hotel cancellation policy (some need up 72 hour cancellation) in case the number of
rooms reserved (via department) will be reduced (i.e. club members not attending event). If the event is
cancelled by the hosts within the cancellation period the fee will be taken from the State Account.
Otherwise any “no shows” or cancellation is the responsibility of the club’s and the fee will be taken
from the Agency Fund Account. If you do cancel/change hotel reservation, please contact the Sports &
Special Programs Office Specialist or Coordinator immediately.


REIMBURSEMENT PROCESS-STATE ACCOUNT
Reimbursements for allowable purchases can be made to members of clubs if there is funding available.
Documentation Required
    Purchase Request Form must include their name, address, phone number, and student ID (or social
     security number if they aren’t part of OSU) at the top and completely fill out the item description
     table.
    Proof of payment for allowable purchases (copy of check, credit card/bank statement, or
     receipt/invoice).
    Proof of purchase or participation results, event flyer, etc.
    Travel Itinerary (if club travel was involved).



                                                                                                            46
Process
    Person requesting reimbursement submits a Purchase Request form and all supporting
     documentation to the Sports & Special Programs Office.
    Sports & Special Programs Staff submits the Purchase Request form and all supporting
     documentation to the AABC accounting department for processing. Reimbursement usually takes
     between 7-10 days from time of submission.
    If reimbursement is for under $100, they can take the form and pick up their money at Kerr
     Administration Building with 2 forms of photo ID within 30 days.
    If reimbursement is over $100, they have to sign the form and submit to the Sports & Special
     Programs Office Specialist for final processing with the AABC.


     Note:
     Please have any club member wishing to get reimbursed throughout the year go into their student
     records page and update their direct deposit form:
       1. Go to http://oregonstate.edu/students/onlineservices/
       2. Click on Online Services Quick Login.
       3. This will help expedite the reimbursement process.


REIMBURSEMENTS FOR GAS OR MILEAGE
Gas reimbursements for a club trip in a personal vehicle:
 1. Attach receipts and itinerary to completed Purchase Request form.
    Mileage reimbursements for a club trip in a personal vehicle:
 1. Use Mapquest to calculate trip mileage.
 2. Mileage is currently at $0.51 cents a mile (but can change throughout the year without notice).
 3. Less than the maximum can be claimed (leaves more for other members/events if budget money is
    limited).

REIMBURSEMENTS FOR TRAVEL
 1. Note dates AND time of departure from Corvallis and arrival to destination.
 2. List dates of travel, i.e. August 25-27, 2011.
 3. Submit travel itinerary (should be complete PRIOR to start of trip).
 4. Reimbursement usually takes between 5-7 days from time of submission.


REIMBURSEMENT-CASH OUT CAPS
Reimbursements that are less than $100.00 with original receipts can be reimbursed (for non-travel
related items only).




                                                                                                       47
DIRECT DEPOSIT
Please have any club member wishing to get reimbursed throughout the year, go into their student
records page and update their direct deposit form.

1. Go to OSU Homepage and Click on Faculty and Staff.
   http://oregonstate.edu/students/onlineservices/
2. Click on Employee Online Services and enter your User name and password.
3. Click on Personal Information and click on view or update Direct Deposit Information.
4. Click on the Start button.
5. Enter your bank information for Reimbursements under the Student/Employee Payables section at
   the top.
6. Click submit button at the bottom of the page.


AGENCY FUND ACCOUNT

Each sport club has an Agency Fund account set up with the Auxiliaries & Activities Business Center –
MU Finance Office (AABC-MU) for monies earned by your club. Your club is able to earn money by
collecting dues/donations and fundraisers, which then are deposited into your Agency Fund account. All
monies that your club deposits into this account is unrestricted and disbursed by the appointed
treasurer for any purpose that the club has determined to be appropriate. All transactions, which
include deposits and withdrawals, should be processed at the AABC-MU in the Memorial Union, Room
215.


Corrections from the State Account to the Agency Fund Account must be kept to a minimum and cash
withdrawals over $100 are not permitted from the Agency Fund Account. Checks are printed three
times per week; clubs are encouraged to submit club requests in advance to ensure accurate and
prompt payment. Reimbursements are highly recommended. Clubs can access their Agency Fund
account information via the following link:
https://bfpsystems.oregonstate.edu/webreporting/IndexLookup.aspx




                                                                                                         48
OSU SPORT CLUB PROGRAM FOUNDATION ACCOUNT

The Federal Tax ID # for the OSU Sport Club Program is 936022772. The OSU Sport Club Program
Foundation Account is available for clubs who received a charitable donation of money or gift-in-kind to
their club. Depositing a charitable donation directly into the Sport Club Program Foundation Account
ensures that the donor will get a tax receipt from the OSU Foundation for tax purposes; however, the
OSU Foundation will assess a transaction fee for all donations processed.


CHECK/CREDIT CARD DONATIONS:
 1. Check donations should be written payable to the OSU Foundation. The club name and the OSU
    Foundation account number 4100774390 need to be written on the memo line of the check.
 2. Credit card donations are processed directly through the OSU Foundation. Please have donor call
    541-737-2059. The donor will need to provide your club name and the OSU Foundation account
    number 4100774390 to the OSU Foundation representative.

GIFT-IN-KIND DONATIONS:
 1. Before donations of products or gift-in-kinds are made, you must first contact the Sports & Special
    Programs Staff to get approval. Service provided or space rental are non-allowable gift-in-kinds, if
    the gift comes from the provider.
 2. Go to http://osufoundation.org/staffresources/campus/gik.pdf and print both pages. The donor is
    required to fill out donor area of form and sign. Please return form and any receipts/invoices to
    Sport Clubs and Intramural Sports.

Note:
Please note value of the donation and the different requirements based on value of material donated
(page 1 of printed document).



AGENCY FUND ACCOUNT DONATIONS

The Agency Fund Account is available for clubs who received a charitable donation of money to their
club. Depositing a charitable donation directly into the Agency Fund Account ensures that your club will
not be assessed any transaction fees; however, the donor is not guaranteed a tax receipt from the OSU
Foundation for tax purposes. There is also no way to process credit card donations or gift-in-kind
donations to an Agency Fund Account.


CHECK DONATIONS:
 1. Donations should be written out to your specific club. Club must collect the donor’s name (first,
    last) and mailing address before depositing into the Agency Fund account.
 2. Please identify with AABC-MU staff that this deposit is for a charitable donation.
 3. Club rep will fill out charitable donation form which will identify purpose of donation.
 4. AABC-MU staff will make copy of check and will send the copy of the check and charitable form to
    OSU Foundation.



                                                                                                           49
NON-CAPITAL EQUIPMENT ACCOUNT

The Non-Capital Equipment Fund is intended to assist clubs in funding major purchases of equipment,
such as sailboats, goals, judo mats, etc. Items that must be replaced on a regular basis such as balls,
chalk, uniforms, etc. will not be considered for funding.

TO REQUEST MONEY
Clubs must submit a proposal to the Sports & Special Programs Office by Friday, February 10th containing
the following:

    The reason for the equipment request.
    Why this purchase would benefit the club.
    How the club plans to maintain and manage the equipment.
    Where the equipment will be stored.
    Any safety requirements that will need to be addressed.
    A list with contact information and quoted prices (including shipping and handling) for the
     equipment from at least three manufacturers (if applicable).
    Indicate the other funding options that your club has pursued.

The Sports & Special Programs Staff will review all proposals and make a decision on funding all, some,
or none of the purchase based on the information provided. A staff member will then notify club
members of the decision and possible allocation.


PURCHASING GUIDELINES
 1. As with any purchase, clubs must submit an invoice or receipt for the equipment/item and fill out a
    Purchase Request Form.
 2. Purchases costing $5000 or greater will be dealt with on a case by case basis due to University-
    required bidding process for items exceeding this price.
 3. Clubs are encouraged to alert the Sports & Special Programs Staff as soon as possible if they intend
    to request funding or have questions regarding the proposal.




                                                                                                           50
NEW CLUB AND GROWTH ACCOUNT

The purpose of the New Club and Growth Account is to assist newly started and existing clubs that have
experienced a large increase in participation, small equipment needs, or competition and travel
expenses. Any allocation from this account is subject to the same restrictions as the State Account.

TO REQUEST MONEY
 1. Clubs must submit a proposal to the Sports & Special Programs Office outlining the following:
        The amount requested and the reasoning behind it.
        The intended uses of any possible allocation.
        How the club intends to compensate for increased financial need in the future.
 2. The Sports & Special Programs Staff will review all proposals and make a decision on funding all,
    some, or none of the request based on the information provided. A staff member will then notify
    club members of the decision and possible allocation.
 3. As with any purchase, clubs must submit an invoice or receipt for the equipment/item and fill out a
    Purchase Request Form.

NATIONAL TRAVEL ACCOUNT

The National Travel Fund was established for clubs who qualify for national competitions. This fund has
the same allowable and non-allowable expense regulations as the State Account.

TO REQUEST MONEY:
 1. Club must submit a proposal with a cover letter (description of club, purpose of why you are
    requesting, and why this would be beneficial for OSU) along with a list of traveling expenses they
    expect during their trip to the Sport Club Committee Chair (ie: lodging, airfare, car or van rental,
    entry fees).
 2. The staff will schedule a meeting with the Sport Club Committee to review the proposal and hear
    the club’s presentation.
 3. Sport Club Committee will then make a final decision on the allocation to the club.


Note: Clubs intending to make a request from the national fund are encouraged to alert a Sport Club
Committee Co-Chair as soon as possible. This ensures the Committee will be prepared for the number
of requests it will receive during the year.




                                                                                                           51
OREGON STATE STUDENT FOUNDATION

The OSU Student Foundation has been established to help student organizations with funding for
specific funding requests through an allocation process. Below are the guidelines for requesting funds
from the OSU Student Foundation.

GUIDELINES:
 1. Application needs to be submitted at least three weeks before funding is needed.
 2. Application should be dropped off at the OSU Student Foundation box located at Student Events
    and Activities Center.
 3. Complete the application and attach the following information to the form: description of group,
    description of situation requiring funds, anticipated benefit to OSU and students, other financial
    resources pursued, and detailed budget.
 4. Every other year clubs are eligible. If they receive money one year, they have to wait another year
    to apply for funds.

PERSONAL SERVICES CONTRACTS

Personal Services Contracts are for individuals who have a specialized skill, knowledge or resource that is
not available within Recreational Sports. Anytime one of these individuals is paid for their services to
the club (including reimbursements for travel, lodging and food) you must do a personal services
contract. This contract must be setup at least three weeks prior to the event. You will need to gather
the following information:

       Name of Individual
       Tax ID Number
       Address
       Phone
       Citizenship Status
       United States Citizen
       United States Citizen living outside of the United States
       Services to be performed
       Dates of Service
       Payment Amount

Note:
Please have all information above prepared before talking with Sport Clubs and Intramurals Sports Staff.




                                                                                                              52
                                            FUNDRAISING

FUNDRAISING OPPORTUNITIES

Many clubs conduct some type of fundraising efforts during the year to help offset the costs of their club
operations. Hosting events, tournaments, working athletic events, alumni and family donations, car
washes, and instructional classes have been proven to be successful means of raising money.



FUNDRAISING GUIDELINES
 1. Clubs must complete the online Activity Registration Form prior to fundraising activity for all
    fundraising events.
 2. All revenue generated must be deposited into the Club Agency Fund Account in the AABC-
    Memorial Union Finance Office.
 3. An individual or individuals of the club may not participate for private financial gain.
 4. When collecting money, a cash box from the AABC-Memorial Union Finance Office must be used.
 5. Drawings may have some restrictions, please see Sports & Special Programs Office.
 6. Fundraising suggestions and additional help located in the Sports & Special Programs Office.


                                      SPONSOR PARTNERSHIPS

RECREATIONAL SPORTS PARTNERSHIPS

Steps for successful sponsor “Partnerships” within the Department of Recreational Sports:
 1. Review department Partnership Guidelines below;
 2. Fill out a pre-partnership form which are available in the Sports & Special Programs Office or
    contact Wendy.Little@oregonstate.edu;
 3. Have all letters and partnership materials reviewed by Sports & Special Programs Office. Set-up a
    meeting with the RecSports Outreach Team at Wendy.Little@oregonstate.edu for clarification,
    support and templates;
 4. Begin recruiting partners.



PURPOSE
These guidelines have been created in response to a greater interest in partner involvement. This
document is intended to provide specific guidelines regarding sponsorship, advertising and donations in
an effort to unify department areas within Recreational Sports, and present a consistent message
through our interactions with potential partners. This document outlines how to achieve unity and
consistency through pricing, marketing and promotional opportunities, sponsor tracking, and sponsor
relations.


Decisions are based on Recreational Sports Mission Statement, Vision Statement and Guiding Principles.



                                                                                                             53
PERSONS AFFECTED
All program areas with the Department of Recreational Sports seeking any form of partnership with a
business, group, or establishment.


Specifically:
        Event Coordinators
        Facility Managers
        Sport Club Officers
        Recreational Sports Administrative Staff


DEFINITIONS
Sponsorship:
    Support or alignment with a specific event, activity, program, or organization financially and/or an
     in-kind contribution for marketing and promotional opportunities in direct support of the event,
     activity, program, or organization.
Advertising:
    An exchange of money and/or in-kind contributions for space to market the company not related
     to a specific event, activity, program, or organization.
Other Possible Forms of Partnership
    Donation: A voluntary contribution of money, in-kind, or services without obligation to provide
     specific public acknowledgment for the donation.
    Fundraiser: An event or campaign with the intent of raising money and/or in-kind without
     obligation to provide specific public acknowledgment.

PARTNER ELIGIBILITY
Potential partners must fit within our guiding principles, mission, and vision parameters.
Key components from each of our statements:
    Mission Statement: The Department of Recreational Sports inspires healthy living by providing
     quality recreational and educational opportunities for the OSU Community.

    Vision Statement: The Department of Recreational Sports is dedicated to promoting lifelong
     recreational pursuits by providing dynamic experiences, which encourage healthy and creative
     learning.

    Guiding Principles: We are committed to providing recreational and educational experiences to the
     University community that supports a well-rounded education and healthy lifestyle. We create and
     foster a safe, fun and welcoming environment for individuals to participate and thrive.




                                                                                                            54
In order to remain consistent with our Recreational Sports standards (mission statement, vision
statement, guiding principles) tanning salons, bars*, alcoholic beverage distributors, tobacco
distributors, smoke shops, or other establishments portraying messages that undermine a healthy
lifestyle, may not be contacted in regards to sponsorship, donation, or any other form of partnership.


*Bars are defined as a room or establishment whose main feature is a bar for the sale of alcohol.


Before pursuing potential partners, a Pre-Partnership Form must be submitted to Recreational Sports
Marketing for approval. Recreational Sports Leadership Team has final say regarding all potential
partners.


PARTNERSHIP OPPORTUNITIES
All marketing and promotional opportunities offered to potential partners must be aligned with our
Recreational Sports standards (Guiding Principles, Vision Statement, Mission Statement).


If a potential partner contacts you about sponsorship or advertising opportunities consider the following
questions:


 1.   Is this a regularly occurring marketing & promotional opportunity? If yes, defer to pricing already
      in place. If no, refer to the questions below:
 2.   Does this partner fit the eligibility requirements?
 3.   Who will be impacted or involved in working with this partner? What costs may be associated with
      the event? Is it feasible for the timeframe requested? Will tasks be required that are outside a
      person’s normal job responsibilities?
 4.   Conduct a cost-benefit analysis to determine if the partnership is worth pursuing.


SPONSORSHIP PACKAGES
Any program area may offer sponsorship packages with package discounts as an incentive to sponsor an
event or activity. A grouping of three modes of marketing and promotional opportunities constitutes a
sponsorship package. The total price of the package is the sum of the price of the individual modes of
sponsorship, minus up to 15% as a package incentive.




                                                                                                            55
PARTNERSHIP LIMITATIONS
Program areas can sell sponsorship and advertising spaces for events and activities happening within the
program area.


Sport Clubs can sell sponsorship and advertising spaces for events and activities happening within the
sport club program as well as space on their team uniforms and equipment.


Marketing/Outreach can sell sponsorship and advertising opportunities within marketing/outreach
program managed spaces and events.


**If additional spaces are desired then please contact the appropriate program area responsible for that space**


PARTNERSHIP PRICING
The Partnership Pricing Policy is based on the following four variables:


INTERACTION (I)
The degree of partner interaction with participants. There are four levels of interaction:


             Interaction                                                       Weighted Value
             Low: banners, flyers, t-shirts                                    I=1
             Medium: info tables, games                                        I=2
             Medium-High: product demo, sample, giveaway                       I=3
             High: selling, title sponsor                                      I=6



PEOPLE (P)
The number of people/participants that a specific marketing and promotional opportunity reaches.
There are four levels of people:



                    People                                 Weighted Value
                    < 100 people                           P=1
                    100-1000 people                        P=2
                    1001- 3000 people                      P=3
                    > 3000 people                          P=4


                                                                                                                   56
DURATION (D)
The length of time that this form of partnership takes place. (i.e. A banner up for 2 weeks or a table at
an info fair for one day).


There are seven levels of duration:


                            Duration                  Weighted Value
                            1 day or less             D=1
                            1 week                    D=3
                            2 weeks                   D=5
                            3 weeks                   D=7
                            1 month                   D=8
                            1 term                    D=10
                            1 year                    D=16



COST OF PRODUCTION & MAINTENANCE (C)
The cost is non-negotiable, and represents the cost to Recreational Sports of the time and material
dedicated to the creation and maintenance of each individual marketing and promotional opportunity.


DETERMINING THE PRICE OF SPONSORSHIP
As stated above, the pricing policy is based on three variables weighted value and a base multiplier of
17. The multiplier is constant throughout all modes of partnership; therefore, we multiply all variables
and their weights by 17 to determine the final cost of a particular marketing and promotional
opportunity.
        IPD17+C = $
For example, to determine the price of a banner that will be displayed for one week, reaching 3,000+
people, the variables would be as follows:
        I = 1 (low or static advertisement)
        P = 4 (3,000+ people)
        D = 3 (displayed for 1 week)
        C = (varies by marketing and promotion opportunity)
Once the values are determined, they can be plugged into the equation in place of their variables to find
the price for that specific marketing and promotional opportunity.
        [1 x 4 x 3] x 17 = $204 + C = Total Cost for the above banner


                                                                                                            57
REMEMBER: This formula is meant to determine the cost of different sponsorship marketing and
promotional opportunities on an individual basis. Any additional marketing and promotional
opportunities should be calculated individually, and then the costs of the individual modes may be
added to determine the total cost of partnership. (i.e.: determine the price of a banner, then the price of
a t-shirt and add the cost to obtain the total cost of partnership). Sponsors supporting an event or
activity may give up to 50% in-kind to satisfy the price of the sponsorship.


Discounts are considered donations and cannot be considered monetary or in-kind payment.


PAPERWORK: CONTRACTS, AGREEMENTS, INVOICES
The RecSports Outreach Team will assist in providing the following documents:
        Sponsorship Agreement: all off-campus sponsorship requires a Sponsorship Agreement.
        Advertising Contract: All off-campus advertising requires an Advertising Contract.
        Partner Invoice: All forms of partnership must also include a completed Partner Invoice.


Each Department engaged in partnership must keep one copy of the finalized partnership forms for
their records and submit one copy to the Department of Recreational Sports Outreach Team.


COMPETITION CLAUSE

Marketing and promotional opportunities must be made visible to all companies. If the opportunity
facilitates a limited number of partners, partner selections must be based on relevance to partnership
and on a first come first serve basis. Exclusivity may not be offered for any event or partnership
opportunity.




                                                                                                              58
                                          BUDGET PROCESS

BUDGET REQUEST

The Sport Club Program receives support from the University Student Fees. During each winter term the
Sports & Special Programs Staff submits a budget request, as part of the overall Department of
Recreational Sports budget request, to the Board of Recreational Sports to review. The budget is then
submitted to the Student Incidental Fees Committee, ASOSU Senate, and finally the University
President.


Individual Sport Club’s budget requests are due to the Sports & Special Programs Office each January.
Clubs are required to justify all budget requests. Budget forms and specific expense/income information
are distributed in the fall term. The Sports & Special Programs Staff will be available to help guide clubs
through the budget process.


The Sport Club Committee reviews requests and holds budget hearings for clubs to present their budget.
The following point system will be used to determine sport club budget allocations.


SPORT CLUB BUDGET NOTES
   1. All clubs are required to submit a Budget Request Form along with a cover letter giving a
      background description of their club, last year and this year’s accomplishments/activities,
      challenges, and prioritize which budget items are most important for the club.
   2. Previous year’s budget allocation sheets are available for clubs to review.
   3. The Sports & Special Programs Staff will be available as a resource as clubs develop budgets.



BUDGET HEARING GUIDELINES
  1. Clubs have 10 minutes to present their budget request. They are asked to provide a brief
     overview of their club, discuss the reasoning behind their requested amount, and explain any
     major changes from the previous year’s allocation.
  2. The Sport Club Committee may request clarification or ask questions of club members at the
     end of the presentation.
  3. Upon conclusion of all presentations, the Sport Club Committee will discuss and allocate
     budgets based on presentation content and the criteria set forth above.




                                                                                                              59
CRITERIA
    Number of members in club (20% of total point value)
        Members who have completely filled out the Waiver/Liability Form on file with the Sports &
          Special Programs Office.
        This will be compared to the previous year’s totals.
    Fundraising (20% of total point value)
        Club’s ability to raise 25% of their current allocation and additional efforts.
    League dues and entry fees (10% of total point value)
        Amount of money club has to spend to regional/national governing bodies and entry fees to
          tournaments and competitions.
    Travel costs (10% of total point value)
        Costs a club has related to travel.
        This will be broken down into Motor pool, gas and lodging costs, and equipment transportation.
    Equipment needs
        Refers to equipment that intends to stay with the club.
        This DOES NOT include uniforms. Also, supplies needed to maintain equipment qualifies.
    Operating costs
        Costs a club has related to operation.
        This will be broken down into Officials Fees, Facility Rentals, Field Paint, Nets, Goals, etc.
    Leadership and Community efforts (40% of total point value)
        Based on points accumulated from last year through January of the current school year.
        Points are tabulated based on paperwork turned in on time, attendance at sport club meetings,
          hosting tournaments, fundraising activities, community volunteering, and attending/volunteering
          at events held by other clubs.
    Discretionary
        Will be used only if the Sport Club Committee feels a club deserves more points, but justification
          of those points do not lie in above criteria.


Approval of the Sport Club Budget is done with a simple majority vote of the Sport Club Committee.




                                                                                                          60
                                   MARKETING AND PROMOTIONS

MARKETING DEFINED

Marketing is a social and managerial process by which individuals and groups obtain what they need and
want through creating and exchanging products and value with others. (Shilbury, 1998)

RECSPORTS PROMOTION OPTIONS

•    Provides basic information about the Sport Club program on the website
     http://oregonstate.edu/RecSports/sport-clubs.
•    Sport club practice times are listed online in the RecSports Quarterly Schedule.
•    There is a Sport Club bulletin board in Dixon Recreation Center that will have basic information
     about clubs as well as a club highlight each month.
•    Provide a basic flyer and brochure template to clubs wanting to design their own materials.
•    The template is available in the Sports & Special Programs Office.
•    University flyer and brochure templates are okay to use as well and can be found at:
     http://oregonstate.edu/ua/brand/brand-tools.

WHEN CREATING YOUR OWN FLYERS, BE SURE TO INCLUDE:


1.   Name of the event & the club
2.   Day and date
3.   Time
4.   Location of the event
5.   Contact name & phone number
6.   The RecSports Website (oregonstate.edu/RecSports) and Office Contact


Note:
All promotional materials (including entry forms) require the approval of the Sports & Special Programs
office prior to printing and duplication. All flyers must be posted only on official bulletin boards. Flyers
may not be posted on walls, trees, or other structures.


WANT RECSPORTS GRAPHIC DESIGNERS TO CREATE ONE FOR YOU:
Example of graphic designer materials:
    Flyer, t-shirt, brochure, plasma ad, etc.
    Fill out a graphics request form which can be found online or in the Sports & Special Programs
     office.
         Graphics Request forms can be emailed to wendy.little@oregonstate.edu or submitted
            to the Sports & Special Programs Office.
    Filling out the form does not guarantee that we will be able to meet your request, but it will be
     considered along with the other needs of the department.
    If you submit the request at least two weeks in advance, your chances of getting what you need
     are much greater. Plan ahead to utilize this free service.



                                                                                                               61
OSU PROMOTION LOCATIONS & CONTACTS


Dixon Recreation Center, Student Legacy Park, or McAlexander Fieldhouse
   Contact: Wendy Little prior to the term you wish to promote your event,
    wendy.little@oregonstate.edu, 541-737-7096.
   Some of the options include:
       Bulletin Boards (sport club highlight each month)
       Plasma Ads
       Display Cases
       Info Table in West Entry
       Flyers - (flyers and posters can be printed at OSU Printing & Mailing, 541-737-4941,
         http://printmail.oregonstate.edu)
       Banner
       Website
       Special Events – Dixon START Nights (summer), RecNight (CONNECT Week in Fall)


Memorial Union
   Contact: MU Business Office (MU112) to reserve: 541-737-2650
   Meeting Room or Marketing
   Equipment available:
       AV/Sound equipment (mics, mixers, and more…)
       Canopies (small, medium, large)
       Platform risers (8 sections)
       Power hook-up (2, 6 outlet spiders)
       Tables (29)
       Easels
   Dates to begin advertising reservations for the upcoming term
       Fall- September 1
       Winter- December 1
       Spring- March 1
       Summer- June 1
   Options
       Banner
       Table Tents 4” x 6”
       ½ commons (need 65), blimpies (need 32)
       Bulletin Boards
       Easel on MU steps
       Display Wall
       Table in Quad
       Plasma Ads
       Sidewalk Chalk
               No reservations needed, only allowed by student groups or depts., only on public
                  walkways – not walkways leading up to buildings – okay in quad, on streets, etc.




                                                                                                     62
            Flyers on stakes along sidewalk paths
                         No reservation needed
                         Max 4 stakes in quad per event per club
                         Initially post stakes after 9:00am – landscape management cuts the grass
                           earlier in the morning
                         No deeper than 12 inches in ground
                         Must be removed by 5:00pm the day following the event. If not: landscape
                           management will remove all stakes


Resident Halls
          Dining Center Info Table
                Contact the Service Center, McNary 541-737-1004, West 541-737-2100, Arnold
                   541-737-9196
          Dining Center Table Tent Inserts 4” x 6”
                Contact Debbie Kuehn, 541-737-3477 (can reserve for 3 days only, need 380 table
                   tents – 100 McNary, 200 West, 80 Arnold)
          The Campus Living – ResHall Newsletter
                Contact mike.shingle@oregonstate.edu
          Housing no longer permits flyers to be hung in residence halls.


The Daily Barometer - www.dailybarometer.com
          Barometer Ads
          Call 541-737-2233 to reserve the ad space or request them to design an ad for you, or call
           Kami at 541-737-6379, email the final ad to baro.production@studentmedia.orst.edu -
           Examples and price quotes are available.
          Classified Ads
             If you don’t have a lot of money, you can put a classified ad in the Barometer. One trick is to
                 put an ad in the Personals section, which is often the most popular part of the paper. Write
                 a fun ad as if one member of your organization is telling the other about what a wonderful
                 time they’re going to have at your event. Include all pertinent information.
          Calendars
             Most newspapers have free calendar sections where they will list your event, including the
                 Barometer. Be aware of deadlines – some are over a week in advance.
          Barometer Business Manager: 541-737-6373


Gazette Times – www.gazettetimes.com
          Contact 541-812-6073
          Ad approved by university marketing, Carson Dunlap, carson.dunlap@oregonstate.edu,
           541-737-5052




                                                                                                                63
Media Services
      Television/DVD
      Sport Clubs in need of a TV or DVD Player, can reserve and check one out through the
       Department of Communication Media Center. Call 541-737-2121 for reservations and details.
      Videos
      RecSports and University Marketing have video cameras that you can borrow to take videos of
       your club. Contact Wendy Little, wendy.little@oregonstate.edu, 541-737-7096.


KBVR Radio Station
      Radio Ads/Public Service Announcement/KBVR Radio 541-737-6323
      The public service announcements are free and open to the public.
      It is up to the radio station to decide to run it or not, so fill the PSA form out legibly and
       with care. The deadline is two weeks before its date.
      The information should include (also see designing your own flyer):
         Phone number where you can be contacted if there are any problems.
         Event, sponsor, day, date, time, location, reason (if any), and any additional comments.


Press Releases
      These one-page event announcements are sent out to news organizations, including print, radio and
       TV, which let them know your event is coming up. Sometimes they will write a story beforehand and
       sometimes they will cover the actual event.


Public Service Announcements
      Free announcement made on radio and television.
      All radio stations and TV stations have to make them but they all have different deadlines.
      PSAs can be 10, 20, 30 or 60 seconds in length.
      You should write up exactly what you want them to say (using the same format as a press release)
       but time yourself as you read it out loud an put the time at the top of your text.
      It is up to the station whether or not they choose to read it.


Miscellaneous
      Word of Mouth
            This is the cheapest and best form of advertising.
      Flyers PAC Classes
            123 Langton Hall
      Athletics
            Info tables, PA announcement, half-time activity – Nikki Pruett, 541-737-1085
      Promotional / Giveaway items
            Steve George, Blue Dawg Promotions, 541-752-1200 – www.bluedawgpromotions.com
      Uniforms, t-shirts, warm-ups & banners –
            Two local companies you can check with are Element Graphics, 541-752-0033 or Les & Bobs,
               541-929-7388



                                                                                                           64
      Facebook
                http://www.facebook.com/, start a page or add something to the RecSports page – Wendy
                Little, 541-737-7096 or wendy.little@oregonstate.edu
      Beaver Community Fair
            First Friday after school starts in September.
            Reservations can be submitted online at http://oregonstate.edu/sli/sorgs/bcf
            Dante Holloway, 541-737-1562, dante.holloway@oregonstate.edu
      Post flyers at businesses in the community
            Make sure to get permission from the business owner.
      Host an informational day during practice
      Create your own website
            Web pages can be linked through the RecSports website
            Central Web Services- 541- 737-1189
                      Create a website- http://oregonstate.edu/cws/site-request
                      Create a blog- http://blogs.oregonstate.edu/
      Sport Club Interest Forms
            Developing the interest forms is not only a good way to promote, but to recruit new
                members.


Other Ideas
      Announcements on classroom blackboards
      Handbills passed out on the Quad/around
       campus
      Arrows leading to the event
      Chalk messages on sidewalk
      Bumper stickers
      Door to door announcements
      Sandwich Boards
      Residence Hall Competition
      Half-time presentation
      Free tickets passed out in the Quad
      Announcements in dining centers
      Buttons
      Paper footprints
      Table tents
      T-shirts
      Balloons
      Doorknob signs




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HOW SPORTS & SPECIAL PROGRAMS CAN HELP

The Sports & Special Programs Staff can offer assistance regarding:
       Development of a timeline.
       Getting on to the campus calendar.
       How to use other media channels at OSU and Corvallis.
       How to write a press release.
       With other members of the event planning team develop goals for Publicity.
       For publicity purposes, who is your target audience?


WHAT IS YOUR ADVERTISING BUDGET?

       Printing costs
             Paper
             Other materials
             Advertising
             Design costs
     Decide which media you will use for publicity:
             Posters
             Flyers
             Table tents
             Outdoor signs
             Newspaper ads (required if you are using Educational Activities funds)
             Newspaper free advertising and/or coverage
             Radio/television public service announcements
             “Last day/last week” attention-getters
             OSU Calendar of Events
     Create a “Press Information” Page including:
             Event
             Performer(s) Presenter(s)
             Day/Time
             About the Event (description)
             About the Performer(s)/Presenter(s)
             Cost of Event/Ticket Prices
             Sponsors of the Event
Tickets Sold: @ the door? Where else? When?




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                          MEMBERS AND INTRAMURAL PARTICIPATION

The following guidelines have been established by the Intramural Sports Program regarding intramural
participation by sport club participants. Sport club members are expected to know these guidelines and
to follow them:
  Events which provide for five or fewer players in the game at one time are limited to one club
      member on their intramural roster. Events which provide for six or more players in the game at
      one time are restricted to two club members on their intramural roster.
  If “A” and “B” divisions are available, the individual or team must participate in the “A” division.
  An individual is considered to be a club member if their name is listed on the club roster form
      which is on file in the Sports & Special Programs Office, the person attends more than four club
      practices in any given term, participate on the traveling team/roster, or in other club related
      activities for one academic year.
  An individual who has competed for a sport club at OSU is considered a club member for one year
      after they have competed, regardless of whether or not they continue on with the club.


                                           VARSITY LETTERS


Varsity letters are available to sport club participants who meet certain criteria. To qualify for a varsity
letter award a club participant must be an active member who has met the following MINIMUM
REQUIREMENTS as established by the Sport Club Committee:
 1. Have attended at least ¾ of all in-season practice sessions.
 2. Have participated in at least 50% of all official meets and/or matches.
 3. Have been an active participant in sport club fund raising activities.

It is important to note that these are minimum standards and that each sport club does have the option
of establishing higher standards for determination of their varsity letter winners.
    However, each club’s criteria must include established guidelines on each of the three areas listed
     above and must be submitted to the Sports & Special Programs Staff by November 1st each year.

A first year varsity award recipient will receive a varsity letter. Service bars will be awarded for
participation in sport clubs in the following years.
    A list of members who are eligible for letters and bars must be submitted to the Sports & Special
     Programs Staff by March 16th.




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                                 NEW SPORT CLUB RECOGNITION

POLICY

Not all student organizations engaged in a sport activity are, or can be, recognized as members of the
OSU Sport Club Program. Inclusion in the program is dependent upon proven continued interest in the
activity, capabilities for sustaining such interest in the OSU student community, and the ability of the
Department of Recreational Sports to meet club needs via the Sport Club Program. Student
organizations should not view membership in the Sport Club Program as an avenue to student fee
funding. Funding is not guaranteed and more appropriate avenues for funding may exist elsewhere.
Membership in the Sport Club Program provides student organizations with direct access to a variety of
services offered through the Department of Recreational Sports. The Sports & Special Programs Staff
serves as advisors to clubs with their day to day operations, special events, budgeting, scheduling,
promotional advice, and ensures a safe and responsible experience.

CLUB FULL STATUS

   Clubs may apply for student fee funding through the Sport Club budgeting process.
   Full Status clubs demonstrate adequate interest, organization, motivation, and leadership beyond
    the club’s founding members.

CLUB ASSOCIATE STATUS

1. Clubs refers to the clubs who are active, but do not receive any student fee funding through the
   Sport Club budgeting process.
2. This generally refers to new clubs seeking membership.
3. The Sport Club Program can provide a limited amount of funding to help newly formed clubs.
4. Associate Status clubs may take advantage of those services offered through the Sport Club
   Program.
5. Associate Status clubs may apply for the Full Status title as a means to qualify for student fee
   funding.
    A waiting period of one academic year exists before application for Full Status will be
       considered.
    Since the Sport Club Budget process begins during winter term, associate status clubs may apply
       for the student fee funding with the provision that clubs maintain good standing and have met
       sport club requirements at the end of the academic year.
Note:
    Full Status membership does not guarantee student fee funding, but allows Sport Clubs to apply
       for such funding.
    Associate or Full Status Clubs not meeting Sport Club Program organizational requirements will
       have 2 years before losing Sport Club status.




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NEW SPORT CLUB MEMBERSHIP PROCESS

PROCESS

Application for membership in the Sport Club Program, or for changing from Associate Status to Full
Status in the program, is made to the Sport Club Committee. The following items must be submitted to
the Sport Club Committee Chair in order to receive consideration:


1. Submit a letter of application addressed to the Sport Club Committee addressing the following:
           Why acceptance of the club would benefit the Sport Club Program.
         Describe club purpose and goals and how it aligns with OSU mission.
         Describe club activity and how it will be delivered to participants.
         Detail how the club will manage safety and risk during club activities.
         List the names and contact information of club officers, faculty advisor, and coach/instructor.
         Status of club membership (participants must be enrolled OSU students or faculty/staff who are
            Recreational Sports members).
         Contact information of governing associations.
2.   Club’s constitution and by-laws, which should include detailed information on the official regulatory
     body and any other rules, regulations, and/or requirements that may apply to the club.
3.   Club’s budget that should include complete itemized accounting of all revenues and expenses covering
     the past two seasons (if applicable).
    If club officers anticipate any budget changes for the next activity season, such dollar adjustments
     should be outlined in detail.
4.   Club activity schedule and a description of the activity for the past two sport seasons; included should
     be information concerning the time and duration of the in-season practices, the type of facilities used
     or desired, and the length of the sports season.
5.   A complete listing of all equipment inventory owned by the club. If equipment used during practice
     sessions and/or competition activities is privately owned, then list the name of the individual to which
     it belongs.
6.   New Club Applications received after February 25th will be considered for the following year
     recognition.




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The Sport Club Committee will consider the information submitted and make its decision based upon
the factors listed below (Not inclusive list):


1. The availability of facilities and required equipment, as well as the impact of the proposed program
     upon the usage patterns of existing facilities and equipment for intercollegiate, recreational,
     intramural, or physical education purposes.
2.   The Sport Club’s financial resources and potential earned monies to adequately fund the proposed
     program.
3.   The degree of student participation and interest in the proposed Sport Club activity.
4.   Clubs determined to be engaged in high risk activities may be required to develop higher standards,
     policies, and procedures per Oregon State University and the Department Recreational Sports.
5.   Adherence to sport, department and university safety and risk management standards and practices.
     Oregon State University and the Department of Recreational Sports may defer or require admittance
     to regional or national associations.
6.   Bench marking current standards of club admittance policies with peer institutions.
7.   The availability of adequate competition within the established Sport Club region of Oregon,
     Washington, Idaho, Northern California, and British Columbia (if applicable).


APPEALS PROCESS

Appeals of the committee’s decision concerning membership in the Sport Club Program may be
submitted in writing to the Sport Club Committee Chair. The Sports & Special Programs Staff will then
route the appeal to the Director of Recreational Sports, who may then reconvene the Sport Club
Committee. The committee will only consider such appeals if new information concerning the
petitioning club becomes available, or if conditions exist which warrant further discussion.




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                                                         APPENDICES
Sport Club Account Matrix ............................................................................................................................... a




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