Campus Recreation Services
Annual Award Winners
Student Athlete Achievement Award
2010-2011 Not awarded
2009-2010 Women’s Club Soccer
2008-2009 Women’s Club Soccer
2007-2008 University of Maryland Squash Club
2006-2007 Women’s Club Soccer
Spirit of Sport Clubs
2010-2011 James Logan, University of Maryland Men’s Basketball Club
2009-2010 Christina Bohr, University of Maryland Badminton Club
2008-2009 Jessica Boluda, University of Maryland Women’s Club Soccer
2007-2008 Kristen Hicks, University of Maryland Women’s Rugby Club
2006-2007 Jordan Osher, Women’s Club Soccer
2010-2011 University of Field Hockey Club
2009-2010 University of Maryland Triathlon Club
2008-2009 University of Maryland Club Gymnastics
2007-2008 Women’s Club Basketball
2006-2007 The Maryland Sailing Club
Sport Club of the Year
2010-2011 University of Maryland Club Water Polo
2009-2010 University of Maryland Triathlon Club
2008-2009 University of Maryland Club Gymnastics
2007-2008 University of Maryland Boxing Club
2006-2007 University of Maryland Field Hockey Club
Coach of the Year
2010-2011 Coach Jill Jou Waih Lau, University of Maryland Club Water Polo
2009-2010 Coach Andrew Barber & Coach James Evans, Terps Lacrosse Club
2008-2009 Coach Eric Pratt, University of Maryland Men’s Ice Hockey Club
2007-2008 Coach Jeff Soeken, University of Maryland Rugby Football Club
2006-2007 Coach Andrew Williamson, Maryland Club Baseball
Competitive Achievement Award
2010-2011 University of Maryland Men’s Rugby Football Club
2009-2010 Terps Lacrosse Club
2008-2009 University of Maryland Club Field Hockey
2007-2008 University of Maryland Rugby Football Club
2006-2007 University of Maryland Club Field Hockey
Terrapin Community Award
2010-2011 University of Maryland Club Swim
2009-2010 University of Maryland Women’s Ice Hockey
2008-2009 University of Maryland Club Gymnastics
Table of Contents
Sport Club Overview Information
List of Important Dates: Fall 2011……………………………………………………………………. 3
List of Important Dates: Spring 2012…………………………………………………………………..4
Definition of a Sport Club………………………….…………………………………………..………5
Sport Club Administration & Contact Information ……………………………………………………5
Sport Club Responsibilities
Becoming a Sport Club …………………………………………………….…………………….........7
Membership Rosters: How to join a sport club…………………………………...……………………9
Club Leadership & Officer Positions…………………..………………………………………..……10
Changing of Officers/Transitioning to New Leadership……………………………………………...11
Mandate of Activity Reports………………………………………………………………………….11
Sport Club Constitution……………………………………………………………………………….12
Coaches, Instructors, and Advisors…………………………………………………………………...14
Sport Club Logo Use………………………………………………………………………………….16
Sport Club Conduct & University Policies…………………………………………………………...16
UMD Hazing Policy………………………………………………………………………….18
UMD Policies & Procedures on Sexual Harassment……………………...………………...19
UMD Drug & Alcohol Abuse Policy…………………………………………….………..….21
Safety & Risk Management
Release & Informed Consent…………………………………………………………………………24
Medical & First Aid…………………………………………………………………………………..24
Personal Injury, Fire…………………………………………………………...……………..25
Bomb Threat, Power Failure…………………………………………….……………...……26
Thunder & Lightening………………………………………………………………………..26
Unsafe Facilities, Other, Campus Closure…………………………………………………...26
Position Statement on Thunder and Lightning……………………………..…………………………27
Preventing Disease Transmission…………………………..…………………………………………28
Requests for Additional Funding……………………………………………………………………..30
Funding to Attend National Events……………………….…………………………………………..30
Using CRS Allocations…………………………………………………………………………...…..31
Purchasing Procedures for Using Allocated Funds……………………………………….…………..31
Self-Generated Funds, including Fundraising……………………………..……………………..…..32
Club Checking Account…………………………………………………………………………...….33
Sport Club Travel
Trip Leader Responsibilities……………………………………………………………………….....38
Traveling Out-Of-Region (OoR)……………………………………………………………………..41
Traveling to a National Competition…………………………………………………………………41
Club Schedules, CRS Facilities, & Equipment
Contracts and Agreements……………………………………………………………………………43
Conference or League Affiliation……………………………………………………………...……..43
CRS Support & Club Recognition
Sport Club Staff………………………………………………………………...……...……..47
Letters To Instructors………………………………………………………...…...………….48
Sport Club Recognition……………………………………………………………………………….48
Submitting Photos and Videos…………….…………………………………………………49
I. Universal Precautions………………………………………………….....……….………………..51
II. Accident Report…………………………………………………………………......……………..53
III. Community-Associated MRSA for the Public Info Sheet…………………………..……………55
IV. Incident Report…………………………………………………………………………………....58
V. Map of Travel Region………………………………………………………………….………….60
IMPORTANT SPORT CLUB PROGRAM DATES
September 1 (Thursday) 6pm-9pm Officer Summit - MANDATORY
September 6 (Tuesday) 6pm-10pm Mass CPR/First Aid Certification Class
ERC- Multipurpose Room
September 6 (Tuesday) 4pm-6pm Sport Clubs Fair - MANDATORY
ERC Front Plaza
September 7 (Wednesday) 6:30pm-7:30pm Coach & Instructor Meeting – 1 of 2 options
September 7 (Wednesday) First day of club practices for fall
September 13 (Tuesday) 6:30-7:30 PM Coach & Instructor Meeting – 2 of 2 options
September 14 & 15 (Wednesday/Thursday) First Look Fair
McKeldin Mall 10:00am – 3:00pm
Register at www.union.umd.edu/firstlookfair/
by September 7
September 16 (Friday) Initial waivers/rosters due to CRS
September 18 (Sunday) Midnight First Fall Activity Reports due to CRS
October 14-16 (Friday-Sunday) Homecoming Weekend
October 21-23 (Friday-Sunday) Family Weekend
November 24-27 (Thursday-Sunday) Thanksgiving Break - no club activities
December 1 (Thursday) All Facility Requests for spring/winter due
December 1 (Thursday) Fall Semester Reports due to CRS
December TBA Officer’s Meeting (winter) - MANDATORY
ERC-Student Board Room
December 13 (Tuesday) Last day of club activity for fall
December 18 (Sunday) Last Fall Activity Report due
IMPORTANT SPORT CLUB PROGRAM DATES
January 26 (Thursday) 7:00PM Officer’s Meeting - MANDATORY
January 30 (Monday) First day of club practices for spring
February 5 (Sunday) First Spring activity reports due
March 18 through 25 Spring Break: No club activities
April TBA 2011-12 CRS budget request due
April 28 (Saturday) Maryland Day
May 3 (Thursday) Sport Club Appreciation Dinner
May 4 (Friday) End of Year Report and Fall 2012 Facility
Requests (practice only) are due to CRS
May 10 (Thursday) Last day of spring practices
May 13 (Sunday) Last activity report due
May 18 (Friday) All club equipment must be returned to CRS
May 18 (Friday) Final day to make 2010-11 purchases
May 28 (Monday) 6:00pm Officer’s Meeting (summer)- MANDATORY
ERC-Student Board Room
May 29 (Tuesday) First day of summer practices
Sport Clubs existed at the University of Maryland for numerous years, operating under the Student
Government Association (SGA) blanket. Since 1985, Campus Recreation Services (CRS) has been charged
with aiding and coordinating the efforts of the various Sport Clubs on campus.
A comprehensive sport club program is an integral part of campus recreation. It fills the void between
intramural sports activities and intercollegiate athletics, though it is not intended to be a “Varsity Sports”
program. That role belongs to the Department of Intercollegiate Athletics. Sport clubs give the university
community an opportunity to participate in highly competitive sport activities, learn new skills, improve skill
levels, and enjoy the recreational and social fellowship derived from sports involvement. The purpose of the
Sport Club Program is not to be the sole support of a competing team, but to foster growth and development
of clubs, which may sponsor a team. Other sport clubs may be organized for the fellowship involved and do
very little competing outside the club.
The Sport Club Program is administered by the Assistant Director-Sport Clubs. All sport club matters are
channeled through the Assistant Director-Sport Clubs, who controls dispersal of appropriated funds,
scheduling of facility space, and acts as advisor in all club matters. Within all student organizations, the
members have varied opportunities to become directly involved in the administration and supervision of their
club. They collectively have the responsibility for: writing their club constitution and bylaws, determining
their membership requirements, establishing their dues schedule, establishing the duties of their officers,
determining level/amount of activities and selecting a volunteer coach/instructor, all within the CRS
guidelines outlined in this handbook.
The success of the Sport Club Program depends upon the student leaders of the individual clubs. They must
have the initiative and drive to handle club administrative matters and motivate club members to take part in
various club activities. Without student interest, there would be no Sport Club Program.
DEFINITION OF A SPORT CLUB
A sport club is a student organization recognized by the Office of Campus Programs (OCP) and Campus
Recreation Services (CRS), which has been formed by individuals motivated by a common interest and desire
to participate in a sport activity. A club exists to promote and develop interest in that sport or activity at the
University. A sport club may be oriented toward competition, teaching, recreation, or socialization,
singularly or in any combination. The intent of some clubs may be to sponsor teams, which may compete
against other colleges and universities or within area sport associations.
SPORT CLUB ADMINISTRATION
The Sport Club Program is administered by the Assistant Director-Sport Clubs. The importance of the
officers' role to communicate with club members and the Assistant Director-Sport Clubs cannot be
overemphasized. The Assistant Director-Sport Clubs operates with an open door policy, and is available any
time during office hours or by appointment. The Coordinator of Sport Clubs will serve as the contact person
for the clubs in the absence of the Assistant Director-Sport Clubs. His/her office is located in the ERC, and
his/her information will be given to clubs at the beginning of each semester.
Any questions concerning sport club rules and regulations, or items not outlined in this handbook, should be
Katie Hagen Tiffanie Morgan
Assistant Director-Sport Clubs Coordinator- Sport Clubs
(301) 226-4401 (301) 226-4402
BECOMING A SPORT CLUB
Request for Recognition
In order to become part of the Sport Club Program, the following information must be submitted to the
Assistant Director-Sport Clubs:
• Confirmation from the OCP that the club is a registered student organization for the current academic
• Confirmation from the SGA that the club is recognized and eligible for funding (as necessary).
• Completed CRS Recognition Request Form.
• Completed CRS Club Membership Roster Form (at least 15 current members).
• A letter detailing reasons why the club wishes to be admitted to the Sport Club Program and
indicating a willingness to abide by Sport Club Program regulations, if accepted. This letter must be
accompanied by details of club activities during the past year (if applicable).
• Copies of two current members’ American Red Cross Community First Aid and Safety certification
• A copy of the club's proposed operating budget for the year.
• A copy of the club's current constitution and bylaws, which should include detailed information on
the club's governing body (if appropriate) and other rules, regulations and requirements that may
apply to the club.
• A complete listing of all equipment owned by the club or by individuals and used by the club.
• Safety equipment and specialized training that would be required for the organization’s activities.
• Information on time and duration of season, practices and or meeting/practice space required for the
operation of the club.
• Information on national and local governing bodies related to the activities of the organization,
including a web address.
Please contact Katie Hagen (email@example.com) for the formal Request for Recognition paperwork packet.
Criteria for Consideration
Prior to applying for acceptance into the CRS Sport Club program, a club must become recognized as a
“student organization” by the OCP. CRS will make a decision to recognize a club or not after considering the
• Evidence that there is sufficient student interest in participating in the activity.
• Evidence of responsible student leadership (ability to meet deadlines, strong communication skills, etc.)
• Length of time the organization has been active on campus and the degree of student participation.
• Availability of appropriate facilities (on or near campus) for practices and, if applicable, competitions.
If off-campus or non-CRS facilities are to be used, cost will also be a consideration.
• The potential impact (e.g. facility use, equipment, personnel, etc.) of the club on CRS programs and
• The ability of the club to financially support its activities (e.g. availability of adequate revenue sources).
• For competitive clubs, the availability of adequate competition within the Mid-Atlantic region (within
300 mile radius of the UMD).
• Where deemed appropriate by CRS, the existence of a recognized governing body for the sport that sets
and publishes widely accepted and used sport rules (i.e., everyone knows the rules and the same rules
are used in all competitions) designed, in part, to minimize risk to participants.
• Where deemed appropriate by CRS, the availability of qualified (including, where applicable,
certified/licensed) coaches or instructors.
• The degree of potential risk associated with club activities and the ability of club members to manage
that risk in an acceptable manner.
• The degree to which the CRS staff/office can adequately oversee the needs of the club.
• The degree to which the club’s activities reflect the mission and goals of CRS and the University of
The above criteria provide a general guide for decision making regarding the recognition of new sport clubs.
However, the list is not exhaustive, and CRS reserves the right both to consider other relevant factors and to
deny recognition to any club if, in the judgment of CRS, the club’s activities present an unacceptable risk to
students, or recognition is not otherwise in the best interest of CRS and/or the University.
Sport Club applications may be submitted to the Assistant Director-Sport Clubs throughout the year and will
be reviewed on a rolling basis. New Sport Clubs will only be admitted to the program once a year, generally
at the start of each academic year, however there may be exceptions to this under certain circumstances.
Evaluating interest, organization, and the club’s sustainability within the CRS program is an extensive 3 step
Step 1: Each summer, all applications collected through the year are reviewed. If the prospective club does
not meet CRS criteria for recognition, the Assistant Director will deny the club’s request for acceptance into
the Sport Club Program. If the evaluation of a new club aligns with Sport Club standards, the Club officers
will be contacted to set up an Interest Assessment Meeting.
Step 2: The Interest Assessment Meeting must be attended by all members listed on the application’s
membership roster, all club officers, the Assistant Director-Sport Clubs and the Coordinator-Sport Clubs.
The Interest Assessment Meeting is an opportunity for the CRS Sport Club staff to gauge the level of interest
in the new club and relay Sport Club policies, procedures, and requirements to the potential club officers and
members to ensure that all members understand CRS’ expectations.
Step 3: Following the Interest Assessment Meeting, the Assistant Director-Sport Clubs will make a
recommendation for the club to the Director of Campus Recreation. The club officers will be contacted
within 3 business days of the Interest Assessment Meeting regarding the final decision.
The final decision regarding recognition of new sport clubs rests with the Director of Campus Recreation
Services. If an organization is accepted into the Sport Club Program, it will be granted provisional status and
notified in writing. Provisional clubs may enjoy benefits of the Sport Club Program, but must wait one year
to be eligible for full status and funding. After one year of successful provisional status, the club will be
granted full status and may then request funding.
All officially enrolled students (undergraduate and graduate), faculty and staff of the University of Maryland,
and, in some cases, members of the University of Maryland Alumni Association are eligible to join a sport
club as a regular member, though competitive eligibility is based on each sport’s governing body regulations.
Intercollegiate athletes may compete for a sport club in the same academic year that they are listed as varsity
players. However, the sport club in which they choose to participate should not be involved in an activity
similar to their varsity participation. The intercollegiate athlete must sit out one school year until he/she is
eligible to join a club which is considered a sport similar to their varsity team.
Membership and participation within a club must be free from discrimination based on race, religion, gender,
ethnic group, national origin, political affiliation, ability, sexual orientation, or on the basis of the exercise of
rights secured by the First Amendment of the United States Constitution. Each club’s constitution must carry
a statement to this effect.
A sport club may not restrict the number of members allowed to join its ranks: however; it is recognized that
only a certain number can realistically participate in competition. It is the responsibility of each sport club to
work out a fair and equitable method by which to accommodate all of its members' needs for instruction,
practice, coaching, and competition.
CRS requires all club members to carry the proper identification at all scheduled activities. Students, faculty,
and staff must have a University of Maryland ID. Coaches, instructors, and members of the Alumni
Association must have a picture ID with them during all scheduled activities. NOTE: Faculty, staff, and
Alumni Association members must have a CRS membership to enter Ritchie Coliseum or the Eppley
Recreation Center. Similarly, ALL summer club participants must be enrolled in summer classes or have a
CRS recognizes the importance of the interaction between alumni and student members of certain sport clubs.
Therefore, alumni are allowed to participate in approved club activities under the following conditions:
• Alumni participation must be voted upon by the club membership. If approved, alumni participation
guidelines must be added to the club’s constitution. Clubs must then submit a request to the Assistant
Director-Sport Clubs, to include alumni membership. Failure to inform the Assistant Director-Sport
Clubs of any alumni participation in your club will result in immediate disciplinary action.
• The percentage of alumni members cannot exceed 30 (thirty) percent of the total membership as
indicated on the membership roster.
• All alumni members must be members of the University of Maryland Alumni Association, and must
have graduated from the University of Maryland, College Park. A copy of the individual’s Alumni
Association membership card MUST be attached to the member’s Sport Club Release and Informed
• For clubs that use any CRS facility that requires membership access, Alumni Association members
must purchase a membership to be able to enter that facility.
• Dues for Alumni Association club members must be at least double the rate for student members, if
dues are collected. All proposed fees for Alumni Association participation must be voted upon by
the student membership and approved by the Assistant Director-Sport Clubs.
• Alumni Association members are prohibited from holding office or any leadership position within the
club or involving themselves in any administrative or managerial duties of the club.
Clubs considering extending membership to Alumni Association members should discuss the issue with the
Assistant Director-Sport Clubs before taking action.
MEMBERSHIP ROSTERS: HOW TO JOIN A SPORT CLUB
To participate in club activities, it is the responsibility of each individual club member to enter their
information on the CRS Sport Club website. The website can be accessed using
www.crs.umd.edu/sportclubs. Choose your club, scroll to the bottom of the page and click “Add Member”,
and complete the required information. You will not be a member until this process has been completed and
your signed Sport Club Release and Informed Consent Form has been turned in to the Assistant Director of
The Assistant Director-Sport Clubs will process the names for eligibility. In addition, sport clubs should pay
attention to the rules of their sanctioning organizations as to the eligibility of graduate students, alumni, and
faculty/staff members on competing teams. Clubs may be subject to program sanctions (see Discipline) for
allowing ineligible individuals and those not listed on the roster to participate. Sanctions may include
probation or suspension of individual club members or the entire club.
Each sport club shall elect, at a minimum, a president, a vice president, and a treasurer. Other specific offices
may be indicated in the club’s constitution. All officers must be, and remain, full-time (12 credits or more)
University of Maryland students. Full-time status will be verified by the Assistant Director-Sport Clubs.
Since clubs are self-administered, the management of club business is the responsibility of the officers. Each
club should identify the responsibilities of its officers. The following list of suggested duties should serve as
a guideline. Sport club officers' responsibilities include, but are not limited to:
• Serve as the liaison between the club and the Assistant Director-Sport Clubs. This includes
checking/responding to all emails and voicemails from the Sport Club staff.
• Conduct elections of officers once a year (BEFORE the end of Fall Semester).
• Attend all meetings called by the Assistant Director-Sport Clubs, or send a representative.
• Ensure that all required forms and reports are submitted on time.
• Complete procedures for registering as a student organization with the Office of Campus Programs
• Inform club members of the contents of the Sport Club Handbook, The Student Organization
Handbook, and the University Regulations.
• Submit a semester report of all activities at the end of each semester. This must include income,
expenses, and current bank account balance.
• Familiarize the incoming president with all club procedures and financial status prior to his/her
assumption of duties.
• Delegate responsibilities to involve other club members.
• Preside over club meetings and business during the president’s absence.
• Assist the president in completing reports and required forms.
• Notify the Assistant Director-Sport Clubs of any changes in the club’s schedule.
• Check the club mailbox in the ERC and e-mail, at least once a week.
• Arrange club travel and promotion.
• Organize club’s presentation for the First Look Fair, Sport Clubs Fair, & other promotional events.
• Attend all club meetings and record minutes.
• Conduct correspondence for the club and update the membership roster.
• Submit Activity Report Forms (including practices, scrimmages, and games) for the proceeding week
to the Assistant Director-Sport Clubs by no later than midnight on the following Sunday.
• Collect dues and keep an accurate record of all accounts. Keep all receipts to document all income
• Work with the president to prepare club’s budget request.
• Submit a statement of all club funds on hand, both in checking and savings, at the end of each
semester to the Assistant Director-Sport Clubs.
• Maintain club records needed for CRS and SGA annual budget requests.
• Submit all necessary documentation for purchases using CRS or SGA funds to the Assistant Director-
• Ensure that all Release and Informed Consent Forms are collected and submitted.
• Routinely inspect club equipment and facilities.
• Complete and submit Accident Report Forms when appropriate.
• Keep the club’s first aid kit stocked and ensure it is on site.
• Ensure that someone with proper certification (at a minimum American Red Cross Community First
Aid certification) is present at practices and competitions. For all tournaments (any instance where a
club is hosting more than three visiting clubs) clubs will be required to have someone designated to
respond to emergencies such as an EMT or athletic trainer.
• Ensure club compliance with all CRS and University safety policies and emergency actions
• Ensure proper biohazard handling and disposal.
• Keep accurate records of all club equipment, including purchase date, storage location, and current
• Inform the Assistant Director-Sport Clubs if any equipment becomes damaged or unsafe.
• Distribute equipment to club members and collect equipment at the end of the club’s season.
CHANGING OF OFFICERS/TRANSITION TO NEW LEADERSHIP
The successful transition from outgoing to new leadership is vital to the continued success of the club. The
following steps must be taken by the outgoing and incoming officers to ensure a successful transition:
• Turnover of all club records and inventory of all club equipment to new club officers.
• Review of all financial records.
• Update signing authority at the bank (MUST be done prior to February 1 each year).
• Review all forms including last year’s budget allocations and end of year report.
MANDATE OF ACTIVITY REPORTS
Sport club officers are required to complete and submit an activity report every Sunday night during both the
fall and spring semesters and in cases where a club is active, the summer semester as well. This allows CRS
to maintain a record of the club’s activity throughout the year. Activity reports are helpful for both CRS and
the club in the following ways: keeping regular contact with CRS, reporting any problems/issues with
facilities/activities, reporting competition results, and to notify CRS of accidents and incidents.
Because activity reports are a valuable source of information, they must be submitted weekly. Failure to
complete and submit an activity report will result the following sanctions:
1st missed report $75 fine
2nd missed report Cancellation of one week of practice or cancellation of the next competition
3rd missed report Suspension of club activities until the club officers have met with the
Assistant Director-Sport Clubs
SPORT CLUB CONSTITUTION
Each sport club is required to have an up to date club constitution on file with both the Sport Club Office and
the Office of Campus Programs. Constitutions are important in laying the foundation of the club, and should
be reviewed and updated by the club’s membership on a yearly basis.
The SGA website states “A constitution reflects the policies and procedures of organizations. Since every
organization is different, constitutions will vary in their content. The following sample constitution contains
areas typically addressed in constitutions and possible wording. When writing a constitution, however,
student organizations should be sure that their constitution reflects the policies and procedures of their
particular organization.” (http://www.stars.umd.edu/regguide.html#const ). A sample club constitution:
Constitution of "Name of Organization"
We, the members of "Name of Organization" do hereby establish this Constitution in order that our purpose
be realized to its fullest extent.
Article I - Name
The name of the organization will be "Name of Organization," henceforth referred to as "Name of
Article II - Purpose
"Name of Organization" is established for the expressed purpose of developing leadership skills as well as an
awareness of social responsibilities to encourage students to participate in public affairs.
"Name of Organization" understands and is committed to fulfilling its responsibilities of abiding by
University of Maryland, College Park policies.
Article III - Membership
Active membership shall be limited to persons officially connected with the University of Maryland, College
Park as faculty, staff or registered students. Students enrolled in the spring semester as well as students
enrolled in summer school are eligible for summer membership. (For groups wishing to secure Student
Government Recognition, this section may stipulate that active voting membership is limited to currently
registered undergraduate students.) In addition, the following requirements are necessary to constitute active
1. Payment in full of financial obligations as determined by organization. (For groups
wishing SGA Recognition, the language of this section would suggest that dues are not
required for voting, active membership.)
2. Attendance of at least 75% of all meetings during a given semester.
3. Active participation in all activities sponsored by "Name of Organization" unless the
activity interferes with either scholastic or financial constraints. "Name of Organization"
openly admits students to its membership and does not discriminate on the basis of race,
color, creed, sex, sexual orientation, marital status, personal appearance, age, national origin,
political affiliation, physical or mental disability, or on the basis of rights secured by the First
Amendment of the United States Constitution.
Article IV - Officers
"Name of Organization" will be governed by the following means:
1. An elected President (or other designated officer) will preside at all meetings of "Name of
Organization." the President will maintain the power to appoint all committee chairpersons,
shall present all motions to the body present and shall be present at 90% of the meetings of
"Name of Organization."
2. "Name of Organization" shall also maintain a Vice President. The Vice President's duties
shall be to preside at all meetings and functions that the President cannot attend.
3. Club members shall also elect a Secretary-Treasurer who will handle all dues, accounts,
new members, rule observances at stated meetings, protocol, etc.
4. The role and duties of the faculty/staff advisor shall include attending meetings, providing
counsel to the organization’s officers, etc. (Student organizations wishing to secure Student
Government Association Recognition should be certain to note in this section of their
constitution that the executive officers of the organization must be currently registered
undergraduate students. Further, one officer cited in the constitution must be the SGA
Liaison or one of the officers of the organization must have the duty of SGA liaison
stipulated as a portion of his/her responsibilities.)
Article V - Operations
1. Voting Eligibility - Those members meeting all requirements of active membership as set
forth in Article III will be granted voting privileges.
2. Election Process - All officers shall be elected by a majority vote of eligible voting
members of "Name of Organization." All elections will be held on an annual basis during the
month of________. The President will take nominations from the floor, the nomination
process must be closed and the movement seconded. The nominated parties will be allowed
to vote. All voting shall be done by secret ballot to be collected and tabulated by the
Secretary-Treasurer and one voting member of "Name of Organization," appointed by the
3. Removal - Any officer of "Name of Organization" in violation of the Organization's
purpose or constitution may be removed from office by the following process:
a. A written request by at least three members of the Organization.
b. Written notification to the officer of the request, asking the officer to be present at
the next meeting and prepared to speak.
c. A two –thirds (2/3) majority vote is necessary to remove the officer.
4. Meetings - All meetings will occur on a weekly basis or other regular basis at a
time selected by “Name of Organization” and will follow the procedure set forth
Report by the President
Vote on all committee motions and decisions
Any other business put forward by the members of the club
Dismissal by the President
Article VI - Finances
"Name of Organization" will finance the activities it engages in by the following means:
1. Membership dues (appropriate amount set by "Name of Organization") (Student
organizations wishing to secure Student Government Association Recognition should
indicate that dues are not required for voting, active membership.)
2. "Name of Organization" will submit a budget to the Student Government Association
Finance Committee or Graduate Student Government Finance Committee on an annual basis
and request funding appropriate to the effective operation of the organization for each year.
Article VII - Amendments
The constitution is binding to all members of the "Name of Organization." But the constitution is not binding
a. Amendments to the constitution may be proposed in writing by any voting member of
"Name of Organization" at any meeting at which 2/3 of the voting members is present.
b. These amendments will be placed on the agenda for the next regular meeting of the
executive council or other officer grouping.
c. Proposed amendments will become effective following approval of two-thirds (2/3)-
majority vote of active members.
Article VIII - Registration Renewal
"Name of Organization" will apply to the Office of Campus Programs for registration on an annual basis one
month after "Name of Organization's" new officer elections.
This information has been pulled from the Student Organization Registration Guidelines via the STARS
website (http://www.stars.umd.edu/regguide.html#const). Please visit www.STARS.umd.edu for more
COACHES, INSTRUCTORS, AND ADVISORS
It is the club's responsibility to secure the services of a coach/instructor for its team, if a coach/instructor is
desired. Club members must find a volunteer who meets the specified requirements as identified below and
who will abide by the rules for coaches and instructors outlined herein. The selection of a coach or an
instructor MUST be approved by the Assistant Director-Sport Clubs. All coaches/instructors must complete a
Coaches/Instructors Agreement and Application Form at the beginning of EACH YEAR and attend a
mandatory meeting (see Important Sport Club Program Dates). Coaches/instructors must submit copies of all
relevant certifications and qualifications.
The coach/instructor must strictly be a volunteer and is not considered an employee of the University. If it is
determined by CRS that a club is paying for the services of a coach/instructor, the club will be immediately
suspended from the Sport Club Program. The club will have to meet with the Assistant Director-Sport Clubs
to discuss possible reinstatement of the club.
If a club wishes to seek the services of a coach, members should seek an experienced individual who
possesses technical knowledge of the sport and knows how to aid players in avoiding injuries. Those
agreeing to serve as Coaches/Instructors must meet with the Assistant Director-Sport Clubs to discuss his/her
qualifications, responsibilities to the club, and pertinent rules of CRS prior to any coaching or teaching.
Coaches and Instructors
Coaches must acknowledge and respect the leadership positions held by the officers and abide by all
decisions made by this group. Recommendations made by the coaches will be considered, but final decisions
will be made by the officers and/or club because they are ultimately held accountable. A sport club
• Follows all University and Department policies and guidelines relative to sport club
coaches/instructors as outlined in the Coach/Instructor Handbook.
• Maintains a safe environment for participants; including themselves. NOTE: Takes the necessary
safety precautions as required by University policy, State or Federal law, and/or club policy, such as
wearing flotation devices, protective eyewear, etc.
• Is involved strictly with coaching/teaching the club members in practice and competition while
refraining from participating in other areas of club management. The coach/instructor should allow
the student officers to discuss club matters with the Assistant Director-Sport Clubs. The student
officers serve as the liaison between the club and the CRS Department – not the coach/instructor.
• Is a positive role model for all club participants.
• Selects goals which are attainable and realistic challenges given the nature of the Sport Club
Program. Coaches should remember that club teams are not varsity teams.
Volunteer coaches/instructors may be sanctioned or dismissed for the following:
• Acting in an unsafe manner which puts club members or themselves at risk.
• Managing club business, including scheduling, travel arrangements/payments, submitting forms, and
• Entering into agreements on behalf of the club or University.
• Offering scholarships.
• Recruiting players.
• “Cutting” students from the club.
• Instructing or encouraging club members to violate CRS or University rules and regulations.
• Failing to favorably represent the University of Maryland.
CRS has an obligation to protect the club and its members. If, in the opinion of the Assistant Director-Sport
Clubs, the club, or any member, is being neglected or misled by the coach/instructor, or if the coach/instructor
is not working in the best interests of the club, he/she can be relieved of all coaching and/or teaching
functions. Coaches/instructors will be afforded the same due process as the club and its members.
All sport clubs are required by the OCP and CRS to have a faculty/staff advisor. They can be very helpful.
Clubs can rely on them for assistance with activity planning, fund-raising, budget preparation, and problems
with club members. He/she can serve as a resource person regarding University matters and offer advice to
club members regarding club business and help members balance club/school activities. He/she should in no
way be directly involved in the daily operations of managing the club, or be relied on to make club decisions.
The club advisor should offer guidance. His/her role is to provide advice to the club. The advisor is most
helpful when he/she uses mature judgment and experience to help club members refine their programs, plans,
and discussions to a point where they are effective, realistic, and reflect favorably on the University. The
faculty advisor is considered a valuable link between the club and the University.
The advisor for a sport club is selected by the members of the club. The advisor should be an individual who
is accepted and respected by the members of the club. The sport club advisor must be a faculty or staff
member of the University of Maryland. The advisor should be available during the development of plans and
programs for the club and attend club meetings on a regular basis.
SPORT CLUB LOGO USE
University of Maryland Sport Clubs are the only student organizations on campus with permission to use
many of the University’s logos and trademarks, however, there are certain policies that must be followed in
order to remain within the guidelines set for this use.
Sport clubs may use the TERPS script logo as long as the word “club” is included. Any item with this logo is
for club use only. Due to copyright law, clubs may not sell any apparel with this logo, even if the word club
For example, this logo is unacceptable because Proper use of the logo includes the word “club”
it does not include the word “club”: either before or after the sport:
Terps logo found at:
For all questions regarding logo use or questions regarding alterations to the Testudo logo, please visit
www.Trademarks.umd.edu. You may also contact the Director of Trademark Licensing at:
SPORT CLUB CONDUCT & UNIVERSITY POLICIES
Sport club members have an obligation to conduct themselves and their organization in a manner compatible
with the University's philosophy and function as an institution of higher education. Members of sport clubs
are expected to act in a mature and responsible manner both on-campus and off-campus, especially while
participating in club activities. They will be held responsible for complying with CRS Sport Club policies and
procedures, the University of Maryland Code of Student Conduct, federal, state, and local laws, and they may
be disciplined for failure to do so.
NOTE: CRS has expectations for a high standard of behavior during sanctioned activities, and club members
and officers should further be aware that public perception of individual acts may reflect poorly on the club
and the University.
Prohibited conduct, includes but is not limited to:
• Club members participating in an inappropriate activity (fighting, alcohol/drug use, etc.), which
violates University policies, campus regulations and/or state/federal laws, while participating in any
sport club related activity.
• The use and/or presence of alcohol/drugs at any club activity (home/away tournaments, events,
practices, travel, etc.).
• Use of club checking account funds for the purchase of alcoholic beverages, personal items,
individual phone, or other bills.
• Failure to comply with requests of any University employee, including CRS staff or student
employees, acting in the performance of their job.
• Hazing – see policy below
• Failure to comply with regulations in this handbook.
When the Assistant Director-Sport Clubs has reason to believe that a club member, several club members,
coaches, or instructors have violated rules and regulations outlined in the Sport Club Handbook, the
University Code of Student Conduct, or any federal, state or local laws, she will take action to ensure that
cases of rule violations are handled fairly and expediently, and that individuals accused of rule violations are
afforded due process. The following steps will be taken:
1. Individual club members will receive written notice that an investigation is being conducted and that
the members(s) involved are suspended from participating in club activities until information is
collected and a meeting is held with the Assistant Director-Sport Clubs. In cases where the entire
club is involved or the member(s) in violation cannot be identified, the club president will receive
written notice that an investigation is being conducted and that all club activities are suspended until
information is collected and a meeting is held with the Assistant Director-Sport Clubs.
2. The incident or behavior(s) will be investigated. The Assistant Director-Sport Clubs will promptly
collect written reports and information from as many participants and witnesses as possible.
3. A meeting will be held with the individuals(s) involved. The individual(s) will have an opportunity to
present his/her/their version of the incident(s) and an opportunity to rebut statements of witnesses.
4. The Assistant Director-Sport Clubs, will review the evidence, listen carefully to the persons involved,
and consider the following before taking action:
• The attitude(s) of the club member(s).
• Any past disciplinary record of the member(s) or the club.
• The severity of the damage, injury, or harm that resulted.
• Whether the violation involved an action directed at another because of his/her/their race,
religion, ethnicity, gender, mental or physical impairment, etc.
• Whether the member(s) at fault take responsibility for his/her/their actions.
• The club member(s) honesty, or lack thereof, and cooperation with CRS during the course of
5. The Assistant Director-Sport Clubs will apply an appropriate sanction. Possible sanctions include:
• Warning that further incidents will result in more serious sanctions.
• Probation (final warning) for a period of time. Committing any violations while on
probation will result in suspension and possible expulsion.
• Restitution/Charitable Contribution.
• Fines as deemed appropriate by the Assistant Director-Sport Clubs and Associate Director-
• Work Project.
• Suspension of the member(s) from all CRS-sponsored club activities and/or suspension of all
club activities (facilities, travel, and or funding) for a specific period of time.
• Expulsion of the member(s) from the club or expulsion of the club from the Sports Club
6. The Assistant Director-Sport Clubs, will notify the individual(s) or club in writing of the sanctions to
be imposed and any further action (i.e. referral to the Office of Student Conduct or campus police)
that may be taken.
7. A summary of the incident, investigation, and applied sanctions will be established and maintained in
the CRS Office.
Additionally, for violations of the Maryland Code of Student Conduct, Club members may be referred to the
Office of Student Conduct and face possible judicial sanctions that affect his/her/their student status. These
• Disciplinary reprimand
• Disciplinary probation
• Suspension/expulsion from the University
CRS disciplinary actions and University disciplinary actions must be appealed separately. The decision of the
Assistant Director-Sport Clubs may be appealed to the Director of Campus Recreation Services. The appeal
must be addressed to the Director of CRS (1115 Eppley Recreation Center), and submitted, in writing, within
5 business days of the date on the letter notifying the individual(s) or club of the sanction imposed. The
decision of the Director of Campus Recreation Services is final.
Appeals of University sanctions must be addressed to the Director of Student Conduct. These appeals must
be submitted, in writing, to the Office of Student Conduct (2108A Mitchell Building) within 7 business days
of the date on the letter notifying the student of the sanctions imposed (see Code of Student Conduct,
University of Maryland Hazing Policy
Taken from the Office of Student Conduct
Hazing is Strictly Prohibited
Hazing is a fundamental violation of human dignity. It is strictly prohibited at the University of
Maryland - College Park. The University defines hazing as intentionally or recklessly subjecting
any person to the risk of bodily harm, or severe emotional distress, or causing or encouraging
any person to commit an act that would be a violation of law or university regulations, for the
purpose of initiating, promoting, fostering, or confirming any form of affiliation with a student
group or organization, as defined by the Code of Student Conduct. The express or implied
consent of the victim will not be a defense.
Examples of Hazing
Examples of hazing include, but are not limited to: forced consumption of alcohol or other
substances; sleep deprivation; use of alcohol in drinking games or contests; paddling; forced
tattooing or branding; creation of excessive fatigue; severe psychological shocks or humiliation
(as defined by a reasonable person under all the circumstances); compulsory servitude; theft or
misuse of property belonging to others.
Penalties for Hazing
Aggravated violations of this policy, as defined in Part 2 (a) of the Code of Student Conduct,
normally result in suspension or expulsion from the University, or revocation suspension or
expulsion or registration for a student group or denial of recognition or registration for a student
group or organization, even for a first offense. Individuals who participate in acts of hazing are
personally accountable under this policy, and the Code of Student Conduct, regardless of the
outcome of any related case brought against a student group or organization.
The Responsibilities to Challenge and Report Hazing
All members of the university community share the responsibility to challenge and make known
to the Office of Student Conduct acts of apparent hazing. Apathy in the presence of hazing, or
acquiescence to hazing, are not neutral acts. Individuals who participate in acts of hazing as
perpetrators or victims are personally accountable under this policy, and the Code of Student
Any acts or suspicion of acts of hazing must be reported immediately to the Assistant Director-Sport Clubs.
University of Maryland Policy and Procedures on Sexual Harassment
Taken from the Office of Diversity and Inclusion (http://www.ohrp.umd.edu/compliance/shpp/VI.120a.html):
The University of Maryland is committed to maintaining a working and learning environment in
which students, faculty, and staff can develop intellectually, professionally, personally, and
socially. Such an environment must be free of intimidation, fear, coercion, and reprisal. The
campus prohibits sexual harassment. Sexual harassment may cause others unjustifiable offense,
anxiety and injury. Sexual harassment threatens the legitimate expectation of all members of the
campus community that academic or employment progress is determined by the publicly stated
requirements of job and classroom performance, and that the campus environment will not
unreasonably impede work or study.
Sexual harassment by University faculty, staff, and students is prohibited. This constitutes
campus policy. Sexual harassment may also constitute violations of the criminal and civil laws
of the State of Maryland and the United States. For the purpose of this campus policy, sexual
harassment is defined as: (1) unwelcome sexual advances; or (2) unwelcome requests for sexual
favors; and (3) other behavior of a sexual nature where:
A. Submission to such conduct is made either or implicitly a term or condition of an
individual’s employment or participation in a University-sponsored educational program
or activity; or
B. Submission to or rejection of such conduct by an individual is used as the basis for
academic or employment decisions affecting that individual; or
C. Such conduct has the purpose or effect of unreasonably interfering with an individual’s
academic or work performance, or of creating an intimidating, hostile, or offensive
educational or working environment.
In assessing whether a particular act constitutes sexual harassment forbidden under this policy,
the standard shall be the perspective of a reasonable person within the College Park community.
The rules of common sense and reason shall prevail. Allegations of sexual harassment shall be
judged with attention to the facts particular to the case and the context in which the alleged
Conduct prohibited under this policy may manifest itself in many different ways. Sexual
harassment may, for example, be as undisguised as a direct solicitation of sexual favors, or
solicitation accompanied by overt threats. Harassment may also arise from behavior which as
the effect of creating an intimidating, hostile, or offensive educational or working environment.
In this regard, the following types of acts, if pervasive and continuous, are more likely-than-not
to result in allegations of sexual harassment: unwelcome physical contact, sexual remarks about
a person’s clothing, body or sexual relations, conversation of a sexual nature or similar jokes and
stories, and the display of sexually explicit materials in the work place or used in the classroom
which are without defensible educational purpose.
Sexual harassment may occur within a variety of relationships. It may occur among peers. It
may occur where no relationship exists between the parties other than being co-employees, or
co-students. Especially injurious, on the other hand, is harassment in relationships characterized
by an inequality of power, where one party has institutional authority over the other. Inherent in
these relationships is the power and fear of reprisal. Typically, such relationships are found
between employer and employee; senior faculty and junior faculty; graduate teaching assistant
and undergraduate; and faculty and student, when the student is enrolled in a faculty member’s
class or when the student is in a continuing position to require evaluation of work or letters of
recommendation from the faculty. Such relationships can be immediate, here and now, or based
upon future expectations (i.e. the need for future evaluations and references). Sexual harassment
may occur between persons of the same or different genders.
Education and awareness are the best tools for the elimination of sexual harassment. The
campus is committed to taking appropriate action against those who violate the provisions of the
policy. The campus is committed to protecting targets of harassment from retaliation.
Individuals who believe themselves subjected to an incident of sexual harassment should be
aware that there are many ways to bring it to the attention of the University and, where proper,
obtain redress or protection. There is an informal route. There are also more formal procedures
of long-standing which are sufficiently broad to deal with sexual harassment. Preventing sexual
harassment is a responsibility of the entire campus community. The campus has made this a
priority, but ultimately, no satisfactory investigation or resolution of a complaint can occur
without the initiate and continuous cooperation of the person who feels injured. Similarly,
allegations of sexual harassment are extremely serious, with potential for great harm to all
persons if ill-conceived or without foundation. Procedures which implement campus policy
recognize that potential. The campus is committed to protecting the rights of the alleged
offender as well as the offended.
An incident of sexual harassment may be reported to: a) any campus or University official or
faculty member, including an individual’s supervisor, department chair or dean; b) the Director
of Personnel (301-405-5651); c) a departmental or college equity officer; d) the Director of the
Office of Diversity and Inclusion (301-405-2838); or e) the President’s Legal Office (301-405-
4945). When an individual receives a report of sexual harassment, he or she will notify the
Legal Office prior to taking any action to investigate or resolve the matter informally. The Legal
Office will normally manage and coordinate all matters relating to complaints. Complainants
will be advised of relevant campus policies and procedures, and the informal and formal means
of resolving the matter will be explained. When a written complaint is not required to initiate an
informal investigation, the Legal Office must receive a signed complaint from the offended
person before any sanctions or other action can be undertaken against an individual for sexual
harassment. If the matter is to be investigated, consideration shall be given to the situation and
the wishes of the complainant. The investigation of a complaint will include discussing the
matter with the person accused of sexual harassment. The finds of the investigation shall be
confidentially reported to the President and to the relevant vice president, dean, chairperson or
supervisor for any necessary action. Sanctions for sexual harassment may range from reprimand
to termination, depending upon the circumstances of the case.
Formal grievance procedures for resolving sexual harassment complaints are available based on
the classification of the aggrieved person: a) Faculty members may file with the dean of their
academic unit under the Faculty Grievance Procedure contained within the Faculty Handbook of
the College Park Campus, University of Maryland; b) Associate Staff employees may file with
the Employee Specialist under the Associate Staff Grievance Procedure contained within the
Personnel Policies and Rules for Associate Staff Employees of the University of Maryland,
Office of Personnel, Chesapeake Building, 301-405-5651; d) Students may file under the
Code of Student Conduct, Office of Judicial Programs, 2108 Mitchell Building, 301-314-
8204; or e) Faculty, associate staff, classified, staff, and students may file under the UMD
Human Relations Code with a campus unit equity administrator or the Campus Compliance
Officer, Office of Diversity and Inclusion, 1107 Hornbake Library, 301-405-2838 (voice) or
STATEMENT ON SEXUAL RELATIONSHIPS AND PROFESSIONAL CONDUCT
The basic function of a university is the discovery and transmission of knowledge and activities,
which are founded upon the free and open exchange of ideas. In order for productive learning
and the work that supports it to occur, members of the Campus community - faculty, students
and staff personnel - should pursue their responsibilities guided by a strong commitment to
principles of mutual trust and confidence and professional codes of conduct.
It should be understood by all members of the Campus community that sexual relationships that
occur in the context of educational or employment supervision and evaluation are generally
deemed very unwise because they present serious ethical concerns. Many professional codes of
conduct prohibit relationships that occur within the context of one’s profession. Accordingly,
faculty and supervisors are warned about the possible costs of even an apparently consenting
relationship. The element of power implicit in sexual relationships occurring in the supervisory
context can diminish a subordinate’s actual freedom of choice. There is doubt whether any such
relationship can be truly consensual. In addition, sexual relationships between a professor or
supervisor and a subordinate create an environment charged with potential conflict of interest.
Questions of favoritism frequently arise. As a result, such conduct may subvert the normal
structure of incentives that spurs work and learning advancement and interjects attitudes and
pressures which are not consonant with the education and employment policies and principles to
which the Campus is committed.
University of Maryland Drug and Alcohol Abuse Policy
Taken from Testudo (http://www.testudo.umd.edu/soc/drugalcohol.html):
Illegal or abusive use of drugs or alcohol by members of the campus community jeopardizes the
safety of the individual and the campus community, and is inadmissable to the academic
learning process. The University of Maryland is therefore committed to having a campus that is
free of the illegal or abusive use of drugs and alcohol. In keeping with this commitment, it is the
policy of the University that the illegal or abusive use of drugs or alcohol is prohibited on
University property or as part of University activities. This POLICY is to notify students of
prohibited conduct and disciplinary actions which may result from violation of University
Prohibited Conduct: Drugs
The Code of Student Conduct prohibits, on University premises or at University sponsored activities,
1. unauthorized distribution
2. possession for purposes of distribution
3. use --- OR ---
4. possession of any controlled substance or illegal drugs.
"Controlled substance" and "illegal drugs" prohibited under the Code are set forth in Schedules I
through V in Article 27, part 279 of the Annotated Code of Maryland.
Prohibited Conduct: Alcohol
• The Code of Student Conduct prohibits the violation of published University regulations
or policies regarding the possession, use or distribution of alcoholic beverages, as
approved and compiled by the Vice-President for Student Affairs. These policies,
generally described below and subject to amendment from time to time, are available for
public inspection during normal business hours in the Judicial Programs Office.
• The Resident Life Alcohol Policy controls the use, possession or distribution of alcohol
in campus residence halls. This policy prohibits the possession or use of alcohol by any
student under the age of 21 or the furnishing of alcohol to a person known to be under the
age 21. It prohibits common containers (such as a keg or punch bowl) the sale of alcohol,
and parties involving alcohol. Students of legal drinking age may consume alcohol in their
rooms, suites or apartments only.
• The Office of Campus Program Alcohol Policy controls the use, possession, or
distribution of alcohol by students on University premises or at University sponsored
activities. This policy prohibits the possession or use of alcohol by any student under the
age of 21 or furnishing of alcohol to a person known to be under the age of 21. Alcoholic
beverages otherwise may not be possessed, consumed or distributed at University
sponsored events occurring on University premises unless advance written approval has
been obtained from the Office of Campus Programs. In addition, the University Policy on
Possession or Use of Common Containers of Alcohol prohibits the possession or use of
kegs, beer balls, punch bowls, and other common containers of alcoholic beverages or a
similar nature on University property, except for possession and use resulting from
licensed purchase by the University's Department of Dining Services.
• Disciplinary Sanctions: Sanctions for violations for University drug and alcohol policies
include expulsion, suspension, disciplinary probation, disciplinary reprimand, restitution,
dismissal from University housing, housing probation, work or research projects, drug
testing, and restrictions on further use of University facilities. Students may be
accountable to both civil authorities and the University for acts which constitute violations
of law and University policy. Disciplinary action at the University will normally proceed
during the pendency of criminal proceedings and will not be subject to challenge on the
grounds that criminal charges involving the same incident have been dismissed or
Safety & Risk
Participation in CRS activities, including use of facilities and equipment, is completely voluntary. There
are risks and hazards, minor and serious, associated with participation in athletic and fitness related
activities. Participants voluntarily assume all responsibility and risk of loss, damage, illness, and/or
injury to person or property associated with participation in CRS activities.
The University of Maryland, its officers, agents, and employees are not responsible for any loss, damage,
illness, or injury to person or property arising out of or relating to participation in CRS activities,
including the use of CRS facilities and equipment. The University of Maryland does not provide medical,
health, or other insurance for participants. Purchasing adequate health/medical insurance prior to
participation is strongly recommended, and in some cases may be required:
“The University of Maryland requires comprehensive health insurance coverage for
all undergraduate students admitted in or after Fall 2009 and are registered for 6 or
Students should check with their family’s insurance company to discuss their
eligibility of benefits and reimbursement procedures for UHC fees. UnitedHealth
Care Health Insurance Company currently provides a health insurance policy designed
for University of Maryland, College Park students; information is mailed to all new
students before the start of the semester. Most HMOs (Health Maintenance
Organizations) do not cover services outside their areas, so students in outlying
counties in Maryland or in other states or nations may want to consider enrolling in
the student health insurance plan.
Mandatory Health Insurance
The University of Maryland requires comprehensive health insurance coverage for all
undergraduate students admitted in or after Fall 2009 and are registered for 6 or more
credits. These students are required to show proof of health insurance coverage by
completing an online waiver card. Waivers can only be completed online.”
RELEASE AND INFORMED CONSENT
Each participant in the Sport Club Program is required to complete a Sport Club Release and Informed
Consent Form prior to any club activity. This document informs the participants of the potential dangers
associated with participation. Individuals who have not completed a Sport Club Release and Informed
Consent Form must not be permitted to participate in any sport club activity. Those clubs found not to be
in compliance will be subject to program sanctions (see Sport Club Conduct).
MEDICAL EXAMS AND FIRST AID
The University strongly recommends that all sport club participants have annual physical examinations.
The University of Maryland and CRS assume no responsibility for any participant with an existing health
condition that makes it inadvisable for him/her to participate in any given activity.
The sport club president and/or safety officer is responsible for having at least two individuals who are
certified in American Red Cross (or equivalent) CPR and one individual certified in American Red Cross
First Aid at every activity. He/she is also responsible for having a first aid kit with ice packs on site. See
the Assistant Director-Sport Clubs to replenish supplies or purchase a new first aid kit.
The sport club president is also responsible for insuring that “Universal Precautions” (see Appendix I)
are used when blood or potentially infectious fluids are present. All of the precautions must be followed,
The club member(s) certified in CPR/AED and first aid shall respond. Determine the seriousness of the
injury. If life threatening, call 911 or send someone for help. Assign other club members or bystanders
(when available) to specific tasks (i.e. calling campus police, etc.). Administer first aid to the level of
your training. The University Health Center is open from 8:00am-7:00pm Monday-Friday (limited
services after 5:00pm), from 11:00am-3:00pm on Saturdays, and CLOSED on Sundays. The University
Health Center phone number is (301) 314-8180.
All serious injuries that require transportation (to The University Health Center, doctor's office, hospital,
etc.) should include a 911 call for ambulance assistance. Have someone meet the emergency vehicle.
At any CRS facility, if an accident occurs that requires a participant to be transported to a hospital either
by ambulance or in a personal vehicle, the club MUST call the Manager on Duty (MOD) at 301-226-4500
immediately. This applies to visiting team member injuries as well as University of Maryland sport club
members and spectators.
During an off-site practice or event where UMD is the ‘home club’, if an accident occurs that requires a
participant to be transported to a hospital either by ambulance or in a personal vehicle, the club MUST
call the Manager on Duty (MOD) at 301-226-4500 immediately. This applies to visiting teams as well as
University of Maryland sport club members.
While traveling, if an accident occurs requiring a University of Maryland sport club participant to be
transported to the hospital either by ambulance or in a personal vehicle, the club MUST call the Assistant
Director-Sport Clubs, Coordinator- Sport Club, Associate Director-Programs, or MOD as soon as
possible. The home or cell phone numbers will be provided for these situations. CRS personnel will
either call the member’s emergency contact or instruct the trip leader to make contact with the member’s
When in doubt, always believe the injury is more serious than originally thought. Call for help and do not
move the injured participant, even if it means delaying an activity in progress.
Remain with the injured participant until help arrives.
An Accident Report Form must be completed whenever CPR/AED or first aid is administered or after an
injury, which may warrant medical advice or observation. This report MUST be completed in full and
attached to the Activity Report Form and submitted to the Assistant Director-Sport Clubs, within 24 hours
of the injury. If the club is traveling, the Accident Report Form should be turned in as soon as the club
returns from their game/tournament/event.
• Whenever you hear a fire alarm in a facility, stop all activities in progress and evacuate the
• When evacuating the building, make sure all people vacate the area and move outside. Do not
allow club members to enter another part of the building to retrieve personal belongings.
• Close all doors leading into the building.
• You may not re-enter the building until the alarm is turned off and/or a uniformed officer gives
you permission to enter the building.
• If you discover the fire, activate the closest alarm and then call the emergency number (911) to
confirm the report. After evacuating the building, a facility supervisor will direct the firefighters
to the correct location.
• Do not attempt to extinguish a fire.
NOTE: In CRS facilities, club members MUST follow the facility supervisor’s instructions.
• If you receive a bomb threat, try to learn its specific location. The same person should then
immediately report the threat to the campus police and CRS staff on duty.
• Follow directions given by police (might include evacuation of the building).
• Do not open/pick up any suspicious parcels.
• Suspend all activity in progress. If all areas are dark and it’s too difficult to move activities to a
lighted area, ask all club members to sit down and be patient. Make a general announcement
informing the participants/spectators that there is no need to evacuate. Remain calm.
• Report the power failure to the CRS Facility Supervisor on duty. The power failure might only
be at the facility where you are.
• Try to assist others who are wandering around. Encourage participants/spectators to stay out of
dark areas (i.e. locker rooms, bathrooms, etc.).
Thunder and Lightning (see position statement below)
• If thunder and/or lightning can be heard and/or seen, stop the game and seek protective shelter
• In situations where thunder and/or lightning may or may not be present yet you feel your hair
stand on end and skin tingle, immediately assume the following crouched position: drop to your
knees, place your hands/arms on your legs, and lower your head. Do not lie flat.
• In the event that either situation should occur, allow thirty minutes to pass after the last
sound/sight of thunder and/or lightning strike prior to resuming play.
Tornado (on UMD campus)
• The University of Maryland Early Warning System will sound for at least 3 minutes when a
tornado has been sighted or is indicated on radar. It can be heard through the University
community. Take the following steps once the siren has sounded:
• Take shelter in the lowest level of a brick building; stay away from windows, do not use elevators
• If a tornado is approaching and you cannot seek shelter, lie in ditch or low-lying area.
Once a facility has been deemed unsafe and closed, it may not be reopened without approval from an
appropriate CRS professional staff member and/or campus police.
The individuals having the power to shut down or curtail operations are the designated CRS professional
staff or the campus police. Anyone else directing you to shut down operations should be confirmed with
the appropriate CRS professional staff member. If a club is using an ICA facility, then ICA personnel
have authority to stop any club activity.
If you are ordered to shut down operations by the police, CRS staff or ICA personnel, you must do so.
Contact the Assistant Director-Sport Clubs, at home if necessary, to report the incident.
Sport club activities will not be held whenever the campus is closed. Call the campus information line
(301) 405-1000 for current campus closure information. It is also posted online at www.umd.edu.
If the campus should close while a sport club activity is in progress, try to complete all games/matches in
progress (both teams must agree to continue playing or the game should be suspended) and then send
everyone home. If the weather is making travel more difficult by the minute, suspend play and take note
of game status (time remaining, score, etc.).
Try to reschedule the event and contact the Assistant Director-Sport Clubs, regarding the cancellation.
POSITION STATEMENT ON THUNDER AND LIGHTNING
The following position statement has been adopted by the District of Columbia Public Schools, Athletic
Health Care Services Staff, and numerous officiating associations in the greater Washington D.C. area
and is the guideline utilized by CRS staff and programs.
Research indicates that lightning is the number two cause of death by weather phenomena, accounting for
110 deaths per year.
The National Weather Service has stated that lightning can strike up to a distance of ten miles with storms
traveling at a speed exceeding 50 miles per hour. However, thunder can only be heard within a distance
of eight miles. Therefore, if you hear thunder and/or see lightning you are in immediate danger and
should seek protective shelter in an indoor facility at once! An indoor facility is recommended as the
safest protective shelter. However, if an indoor facility is not available, an automobile is a relatively safe
alternative. If neither of these are available the following guidelines are recommended. Avoid standing
under large trees and telephone poles. If the only alternative is a tree, choose a small tree in a wooded
area that is not on a hill. As a last alternative, find a ravine or valley. In all instances outdoors, assume
the aforementioned crouched position. Avoid standing water and metal objects at all times (i.e. steering
wheel, metal bleachers, metal cleats, umbrellas, etc.).
The most dangerous storms give little or no warning, thunder and lightning are not heard or seen. Up to
40% of all lightning is not accompanied by thunder and 20-40% of thunder cannot be heard due to
atmospheric disturbances, thus the term "silent killer". At times the only natural forewarning that may
precede a strike is feeling your hair stand on end and skin tingle. At this point, you are in imminent
danger of being struck by lightning and should drop to the ground and assume the aforementioned
crouched position immediately. Do not lie flat. Should a ground strike occur near you, lying flat
increases the body's surface area that is exposed to the current traveling through the ground.
The National Weather Service recommended that thirty minutes should pass after the last sound/sight of
thunder is heard and/or lightning is seen prior to resuming play. This is sufficient time to allow the storm
to pass and move out of lightning strike range.
A perilous misconception that it is possible to see lightning coming and have time to act before it strikes
could prove to be fatal. In reality, the lightning that we see flashing is actually the return stroke flashing
upward from the ground to the cloud, not downward. When you see the lightning strike, it has already
hit. It is a fact that you will never see the bolt that hits you. If utilized immediately, the information
provided can be used to minimize the risk of injury or death due to lightning.
To provide a safe and positive recreational experience for all participants, it is necessary to try to prevent
accidents and injuries before they happen. It is strongly recommended that every sport club develop,
implement, and practice the following safety precautions:
• Emphasize safety during all club activities.
• Encourage all members of your organization to have a physical examination and to purchase
personal health insurance prior to participation. The national associations governing some sports
offer accident and liability insurance coverage.
• Review CRS emergency procedures with all club members. Document this review, including the
date and list of members present.
• Inspect fields and facilities, as well as club equipment, prior to every practice session, game or
special event. Report unsafe conditions to the CRS personnel on duty immediately. If at an off-
campus site, report the condition to the proper managing authority. NOTE: Do not use facilities
or equipment if they appear unsafe. The club president or safety officer will make the final
• Submit an Accident Report Form for injuries that occur to club members and others during any
club event on or off campus. These reports must be submitted to the Assistant Director-Sport
Clubs within 24 hours of the occurrence.
Tips for filling out Accident Report Form: (See example in Appendix II)
• Fill out the form completely with ALL information.
• Be specific about how the injury occurred.
• What events led up to the injury?
• How was the person hurt exactly?
• Did it happen during the game, warm-ups, etc.?
• Did it happen during the normal course of the game?
• Was there a fight or altercation?
• Part of body injured, do NOT draw pictures. Please use descriptive terms.
• Give complete information on what aid was given. Who applied the ice? Was biohazardous
• Witnesses: If possible, get a witness that is not a sport club member. Indicate on the form what
connection the witness has with the activity.
• Do not editorialize or indicate what you suspect the diagnosis to be.
• Please write neatly! NOTE: Accident Report Forms are legal documents which may be required
in a court of law.
PREVENTING DISEASE TRANSMITION (see Universal Precautions in Appendix I)
While the risk of becoming infected while administering aid is remote, there is a small chance that some
blood borne infectious diseases can be transmitted. In order to reduce risk, use the following procedures
if confronted with blood or other potentially harmful bodily fluids:
• A participant that is bleeding shall be removed from a sport club activity until the bleeding has
stopped and the wound has been completely covered.
• A participant that has blood on a uniform shall be removed from the contest until the soiled
clothing has been changed.
• Before treating any injury involving blood or other body fluids, gloves (rubber, latex) must be
worn by the person administering aid.
• Immediately wash hands after administering first aid, even if gloves were worn and no contact
with blood occurred.
• Inside a CRS supervised facility, get a Facility Supervisor to clean all blood contaminated
surfaces and equipment.
• Any materials (including gauze, band-aids, paper towels, etc.) that come into contact with blood
or other body fluids shall be handled while wearing gloves. Bloody materials should be placed in
a biohazard bag and then deposited in the biohazard waste container located in the ERC. NOTE:
Do not throw biohazard waste into any trash receptacle.
• Club members with bleeding or oozing skin conditions should not treat injuries.
• Any time biohazard waste is created, it must be reflected in the Accident Report Form.
Clubs are responsible for managing their own funds. This includes budget preparation, account
management, fund raising, managing SGA funds, and requesting and managing funds from CRS. CRS
funds are allocated on an annual basis (July 1 - May 31) after review of the club’s budget request.
Sport club budget requests for the subsequent year must be submitted to the Assistant Director-Sport
Clubs annually. Budget proposals for the upcoming year will be evaluated by the Assistant Director-
Sport Clubs, using the following criteria:
• Number of active participants
• Activity level
• Number of years organized
• Anticipated growth
• The club's organizational health
• Number of events/games hosted on campus
• Anticipated equipment needs
• History of good budget management
• Projected fundraising activities equal to at least 30% of dollar value of annual projected expenses
NOTE: Clubs should be prepared to raise more than 30%
• Realistic and careful projection of income and expenses
All sport club budgets must be submitted on a Budget Request Form. This form includes a breakdown of
all anticipated club related costs. Forms are provided via email to club presidents and hard copies are
available if requested.
Clubs are not allowed to budget for travel outside of the mid-Atlantic region (radius of 300 miles from the
University of Maryland), thus CRS funds will not be allocated for such travel. However, clubs which
qualify for a national event may apply for funds to travel outside of the region.
After review by the Assistant Director-Sport Clubs, budgets will be approved and/or revised based on the
amount of funding available. Allocations are determined in July and funds will be available after all
required forms are submitted and specific obligations met.
REQUESTS FOR ADDITIONAL FUNDING
Any requests for funds in addition to those already allocated should be directed, in writing, to the
Assistant Director-Sport Clubs. A full description and explanation of the need for additional funds must
be included in this request. A representative of the club should be prepared to meet with the Assistant
Director-Sport Clubs to discuss the request.
FUNDING TO ATTEND NATIONAL EVENTS
All requests for additional funding for a national tournament must be submitted to the Assistant Director-
Sports Clubs as soon as the club is notified of qualification. In some instances, this notification may
come well in advance and in other instances there may be just a weeks’ notice. Either way, do not delay
in submitting an official letter of request. For more information, please see “Traveling Out of Region”
and “Traveling to a National Competition” under TRAVEL.
USE OF CRS ALLOCATED FUNDS
CRS allocated funds will be administered by the Assistant Director-Sport Clubs. Club account ledgers
will be maintained by the Assistant Director-Sport Club’s office and may be examined at any time by
club officers. To use CRS allocated funds for purchases, plan ahead because it may take six weeks or
longer from purchase request to delivery.
CRS allocated funds may not be used for:
• Banquets or parties
• Flowers or decorations
• Salaries, wages, or other compensation of coaches, managers, instructors
• Any item that will become the permanent possession of a participant (e.g. warm-up jackets)
• Meals and mileage for officials, coaches, advisors, or spouses
• Gifts or awards
• Reimbursement of expenses incurred by advisors and coaches due to their attendance at out-of-
• Telephone calls that are listed on officers’ and/or coaches' personal accounts
• Gas or tolls
With advance approval of the Assistant Director-Sport Clubs, CRS allocated funds may be used for the
following purposes: travel, lodging, equipment and its maintenance, uniforms which remain club
property, registration and entry fees, officiating/league fees, and game/practice related expenses. All
expenditures must be coordinated and processed through the Assistant Director-Sport Clubs to ensure
compliance with CRS and University purchasing policies and procedures. Any additional questions about
how CRS allocated funds can be used should be directed to the Assistant Director-Sport Clubs.
The procedure for allocating SGA funds has changed. For this academic year, SGA allocations were
determined by the SGA Vice President of Finance and the Assistant Director – Sport Clubs based on the
requests made by clubs via the SGA Allocations Request paperwork. SGA allocations will be transferred
to CRS at the beginning of the academic year and will be available for club use immediately. Sport club
officers will not need to transfer funds from SGA to CRS for use. Even though SGA funds are housed
within CRS, SGA funds must still be used within the guidelines outlined by the SGA. Examples of those
• Line item adjustments
• Funds will not be used for lodging
• Funds can be used for CRS approved out of region travel
PURCHASING PROCEDURES FOR USING ALLOCATED FUNDS
Clubs wishing to use any allocated funds held by CRS (including SGA funds) must submit all of the
following information via the Purchase Request Form to the Assistant Director-Sport Clubs:
• Vendor’s name
• Product (be as specific as possible - i.e. color, size, R/L)
• Quantity and price per unit
• Total price of items or service (including labor or shipping and handling)
• Address (physical or web address)
• Contact person
• Telephone AND fax numbers
• Nine digit Federal Tax Identification Number (FEI#) for vendor
Website quotes may be used, but they need to be turned into the Assistant Director-Sport Clubs in
addition to the Purchase Request Form. Do not just submit the web address for the company. Whenever
possible, clubs should locate a vendor which is located in the State of Maryland.
When using the services of other departments on campus, such as the campus police or Maryland Student
Officials Association, see the Assistant Director-Sport Clubs, for approval and instructions on purchasing.
All requests for purchases must be accompanied by price quotations from a minimum of three vendors
if the purchase is over $500.00 including shipping costs. University policy requires that any purchase
over $5,000.00 must be put out for bid (this can be an extremely long process). Arrangements for such
expenditures must be discussed in advance with the Assistant Director-Sport Clubs.
All orders placed through the Assistant Director-Sport Clubs will take up to one week to be placed.
If the order is needed immediately, it may be to the advantage of the club to place the order and use
personal or club checking account funds. However, if an individual member uses personal funds for a
purchase of club items or services, he/she cannot receive reimbursement through CRS or SGA funds.
The individuals making the purchase will be held fiscally responsible.
As previously stated, it is not the policy of the Sport Club Program, nor is it financially possible, to fund
100% of all club expenses incurred. Sport clubs are expected to supplement their allocated funds with
self-generated revenue such as member donations (dues) and other fundraising activities. Each club
receiving CRS funding is responsible for raising at least 30% or more of the dollar value of its yearly
Fundraising activities and events, other than dues, must follow these approved guidelines:
1. Submit a proposal outlining the activity to the Assistant Director-Sport Clubs.
2. For events on campus approved by the Assistant Director-Sport Clubs, the club must then
take the request to the Office of Campus Programs and file a Registration of Event Form
(NOTE: There are many guidelines that must be observed. It is a good idea to check out a
proposed activity thoroughly before committing to the idea.).
3. Clubs which complete fundraising activities through departments at the University and would
like to request a check (to deposit into the club’s checking account) must have an FEI/EIN.
A FEI/EIN can be obtained through the organization’s bank and must be included on all
4. At the end of each semester, all club fundraising activity must be reported to the Assistant
Fundraising ideas that have been successful for clubs in the past include:
• Cole Clean-Up: Emails are sent to all clubs periodically listing the available dates for Cole
clean-ups. Dates are given to clubs on a first-come, first-served basis. This fundraiser requires
10-15 club members, but generally goes much quicker and smoother when more club members
• Concessions for a Major League Team: Clubs can contact any major league stadium in
Maryland or D.C. to request a list of dates available to groups to work the concession stand
during game day. The club will receive a cut of the total profit made at that stand during the
• Concessions at Comcast or Byrd: These dates book fast, but work the same as concessions at a
major league stadium. If your club is interested, please call 301-314-8296 to see if there are any
• Portion of the Proceeds Night: Many local dining establishments will work with your club to
donate a portion of the profit from food sales of business you bring in. Local eateries that have
done this in the past include Noodles & Co., Applebee’s, and California Tortilla.
• Host a Tournament or Demonstration: Many clubs have made substantial amounts of money
by organizing and hosting a tournament or demonstration and charging entry fees/admission to
the event. To schedule a tournament or demonstration, please contact the Assistant Director-
Sport Clubs to ensure that the event falls within CRS guidelines.
• Sponsorships: If your club is interested in learning more about sponsorships, please contact the
Assistant Director-Sport Clubs to ensure that the sponsor falls within CRS guidelines.
• Sell Apparel: Sites such as CafePress.com will allow a club to upload logos and text on various
items to sell directly from the web. Alternately, a club could contact an apparel company to
design and print shirts, etc. to be sold on campus or at events. Please follow all CRS and
University guidelines when designing and printing shirts or sanctioning will occur.
CLUB CHECKING ACCOUNT
Any club that receives money other than allocations from CRS or SGA must have a checking account at
SunTrust or Chevy Chase banks. Bank statements for these accounts MUST be sent to the CRS office for
auditing purposes. The mailing address should read:
1115 Eppley Recreation Center
University of Maryland
College Park, MD 20742-5311
All correspondence from the bank to the club will come through the sport club office. Photocopies of all
bank correspondence, including statements and overdraft notices, will be placed in the club file to be kept
on record with the sport club office. All original paperwork will be placed in the club mailbox at Member
Services for the clubs’ records.
In order to accept monetary or equipment donations, sport clubs must ensure that they use gifts according
to the donor’s specifications and that the donor is able to take advantage of any tax benefits (see
Foundation Accounts). NOTE: Sport Clubs are not non-profit organizations. Anyone wishing to make
a donation to your club must contact the Assistant Director-Sport Clubs for further information, as gifts
made directly to a sport club are NOT tax-deductible.
Clubs may not solicit donations without advanced approval of Assistant Director-Sport Clubs.
Foundation accounts are State and/or University accounts established in the long-term interest of a sport
club. Unlike CRS funds, these accounts do not operate on a fiscal cycle and the club can use them to
accept tax-deductible donations.
Sport clubs with University of Maryland Foundation or College Park Foundation accounts may access
funds by informing the Assistant Director-Sport Clubs, of the amount of funding needed. Clubs must
submit appropriate invoices to the Assistant Director-Sport Clubs, in order to access funds in foundation
accounts. Please keep in mind that these are State and/or University funds and cannot be used for
The College Park Foundation allows University departments to establish accounts for the long-term
success of the University. Campus Recreation Services’ Sport Club Program is an important aspect of
student life at the University of Maryland which CRS aims to continually develop, improve, and support.
Therefore, CRS will support the establishment of College Park Foundation accounts on behalf of CRS-
recognized sport clubs with long-term goals which match the department’s vision for the program.
College Park Foundation Accounts at a glance:
• Tax deductible gifts may be accepted into the College Park Foundation account established on
behalf of the Club.
• Account funds are continuous (roll over from year to year).
Intended Use of Accounts
• Supplement for large-scale travel such as for national events
• Large purchases such as boats, uniforms, and equipment (which would become property of the
University for use by the club).
• Safeguard the club from budget cuts within the University.
Establishing an Account
• Contact the Assistant Director-Sport Clubs to discuss the Club’s need for College Park
• Contribute (from Club checking account) or solicit a gift of $20.00 or greater to establish an
Account Balance Requirements
• $20.00 minimum to establish an account (notify CRS of this interest).
• $1,000.00 minimum to begin spending from the account.
• $1,000.00 minimum balance must be maintained once met.
Deposits to an Account
• Each account will have a separate ‘Gift Form’ which should be returned with the donation.
• Donations/Gift Forms can be delivered to the Assistant Director-Sport Clubs or the Student
Affairs Director of Development.
• Statements will be received by the Assistant Director-Sport Clubs and/or Director of CRS on a
monthly basis at the Eppley Recreation Center.
• The Assistant Director-Sport Clubs will make those statements available to Club officers upon
• CRS and the Club will be immediately notified of gifts of $1,000.00 or more.
Disbursements from an Account
• Meet with the Assistant Director to review the account balance and discuss the nature of the
• Provide CRS with the appropriate number of competitive bids for a purchase, as outlined in the
CRS Sport Club Handbook.
• Provide CRS with an invoice (to include SSN or EIN) for the agreed upon purchase.
• Allow 2-3 weeks for payments.
Stewardship and Recognition
• Gifts in the amount of $0.01-$50.00 must receive a letter of appreciation from a member of the
Club. CRS will provide letterhead, cards, and postage upon request.
• Gifts in the amount of $50.01-$999.99 must receive a letter of appreciation from a member of the
Club and a letter of appreciation from the Assistant Director-Sport Clubs.
• Gifts in the amount of $1,000.00-4,999.99 must receive a letter of appreciation from a member of
the Club and a letter of appreciation from the Vice President for Student Affairs.
• Gifts of $5,000.00 or greater must receive a letter of appreciation from a member of the Club, a
letter of appreciation from the Vice President for Student Affairs, and will be permanently
recognized in the Eppley Recreation Center.
Sport Club Travel
Sport club travel regulations are designed to promote the safety of all club members while traveling to
and from sport club events and tournaments.
Sport clubs may travel to participate in events and tournaments held in the mid-Atlantic region (a radius
of 300 miles from the University of Maryland). Exceptions to this policy may be requested ONE time per
academic year (in addition to regional or national competition being held outside the mid-Atlantic
region). If that request is denied, travel will be limited to the mid-Atlantic region.
All sport club travel must be approved in advance by the Assistant Director-Sport Clubs, whether or not
the club intends to use CRS funds to travel. If the Assistant Director-Sport Clubs does not approve the
travel, the club may NOT travel on its own. The event/tournament host will be notified that the
University of Maryland club is not approved to participate.
Only those club members, coaches, and advisors who have current Sport Club Release and Informed
Consent Forms on file in the Campus Recreation Services office will be approved to travel. No guests,
friends, family members, or others will be allowed to travel with the club. All travelers must be listed on
the Travel Request/Itinerary Form. In the event that a club is found to have traveled without CRS
approval, or has taken a coach or club member not listed on the travel roster, the club may be suspended
from the Sport Club Program and the club officers may be referred to the Office of Student Conduct.
All drivers must be approved to drive by the Assistant Director-Sport Clubs. Drivers must have a valid
driver's license, less than 6 points on the driving record, be over 18 years of age, and submit a driving
record Driving Record Self-Verification Form. Club members who are not approved to drive must travel
as passengers on all sport club trips.
NOTE: Alcohol and/or illegal drug use is NOT permitted while participating in CRS sport club activities.
Sport club activities include, but are not limited to, club practices, games, travel to and from
games/practices, overnight stays during travel, training sessions, and recruitment events. Abuse of this
policy will lead to disciplinary action up to and including suspension of the club and/or members, after
appropriate due process by CRS and/or the University of Maryland Office of Student Conduct.
BEFORE TRAVELING TO ANY EVENT
A Travel Request/Itinerary Form must be submitted to the Assistant Director-Sport Clubs by midnight
the Tuesday prior to the date of departure, regardless of the mode of transportation or source of funds.
The following information is required on the Travel Request/Itinerary Form:
• Purpose and destination of trip
• Name and phone number of contact at tournament/event site
• Hotel information (if needed)
• Names of club members traveling and emergency contact name/phone number for each
• Name of each driver (at least 2 per vehicle when traveling more than 4 hours)
• Passengers traveling in each vehicle
• Name of trip leader (person responsible for the trip) and a cell phone number
• Time of departure from College Park
• Estimated time of arrival at tournament/event site
• Time of departure from tournament/event site
• Estimated time of arrival in College Park
• Approximate mileage and planned travel routes
• Name and phone number for hospital nearest the tournament/event site
Once approved, the Assistant Director-Sport Clubs will assist the club with arrangements for rental
vehicles, lodging, and payment of tournament entry fees. Clubs are required to travel as a club. In the
event that a member of the club is unable to travel with the club, the Assistant Director-Sport Clubs may
authorize that member to use his/her personal vehicle.
At least one club member (student) must be designated as the Trip Leader. The Trip Leader is
responsible for insuring that all sport club members are aware of and abide by important travel safety
regulations while on an approved sport club trip. The trip leader is responsible for notifying the Assistant
Director-Sport Clubs immediately of any changes to the approved travel request (who is traveling,
itinerary, or travel route) and any accidents or incidents that occur while traveling, or at the event or the
hotel. The Trip Leader must attend the Trip Leader Meeting to get all travel information (hotel, van
rental, emergency procedures, etc.). The meeting will be held every Wednesday at 3:00pm and any club
that intends to travel on any given weekend must send a representative to this meeting.
TRIP LEADER RESPONSIBLITIES
The Trip Leader can be any student member of the club, however he/she must commit to upholding the
following responsibilities for each trip that they lead:
• Adhere to the trip itinerary submitted through the Travel Request/Itinerary Form.
• Understand and agree to enforce CRS travel policies for the duration of this trip.
• Report any accidents, incidents, and/or violations of Sport Club policy.
• Return all trip materials to CRS no later than the close of business on the next business day
following the club’s scheduled return including all hotel receipts. Failure to return receipts will
result in a $50 administrative fee will be levied from club funds.
Failure to attend the Trip Leader Meeting and fulfill the responsibilities listed above will result in the
• First offense: The club will not receive funding for the next trip and may be placed on
• Second offense: The club will be suspended from all travel including any regional or
national tournament they may have qualified to attend. NOTE: The length of suspension
will be determined by the Assistant Director-Sport Clubs.
All Trip Leader materials distributed during the Trip Leader Meeting must be returned by 5:00pm on the
next business day after the club returns, or the club will be charged a $25.00/day administrative fee for
every day the materials have not been returned.
1. Clubs must adhere to the travel itinerary submitted to, and approved by, the Assistant
2. All passengers must be authorized to participate in sport club activities (members, coaches,
advisors) and listed on the approved Travel Request/Itinerary Form. No guests, family
members, friends, or others who are not authorized to participate/travel. This includes private
3. Club members must travel in vehicles exactly as designated on Travel Request form.
4. There may be only as many passengers in the vehicle as there are passenger seat belts.
5. All travelers must wear seat belts.
6. CRS does not allow the club members to drive 12-passenger or 15-passenger vehicles.
7. Only approved and designated drivers may drive.
8. All vehicles must be used exclusively to travel to the event, lodging, meals, or to seek
medical treatment for injuries. They may not be used for personal business or pleasure;
clubs are NOT permitted to ‘detour and frolic’.
9. When using multiple vehicles, all vehicles must depart at the same time and travel together.
All vehicles must follow the approved travel route and stop as scheduled.
10. When using multiple vehicles, all vehicles must either be state approved rental vehicles or all
vehicles must be personal vehicles.
11. Luggage must be packed so that the driver's view is not obstructed.
12. The front seat passenger in each vehicle must take responsibility for reading maps, providing
directions to the driver, changing the radio stations or temperature, assisting with vehicle
maneuvering as needed (e.g. to park in a difficult spot), controlling the passengers, and
staying awake, so the driver can concentrate on driving.
13. All other passengers must behave in a manner that does not distract the driver.
14. While driving, a rest stop of not less than 15 minutes must occur every 2.5 hours.
15. No single driver may drive for more than 4 hours. If the driver is sleepy, switch immediately.
16. No travel may occur between the hours of midnight and 6:00am.
17. On an approved sport club trip, club members and coaches shall NOT consume alcohol or use
These travel regulations are designed to protect the safety of participants. On an approved sport club trip,
all travelers must abide by them. Failure to comply with these regulations may result in penalties for the
entire club, up to and including suspension of all club activities or expulsion of the club from the Sport
Club Program. Please note that approved travel may be cancelled by the Assistant Director-Sport Clubs
in the event of severe weather or unsafe driving conditions.
All drivers must be approved to drive by the Assistant Director-Sport Clubs. Drivers must have a valid
driver's license, less than 6 points on their driving record, be over 18 years of age, and submit a driving
record Driving Record Self-Verification Form. Drivers may also register as an official volunteer driver
for the Sport Club Program, which may provide additional liability and accident coverage when driving a
rented vehicle within the state of Maryland.
Drivers are responsible for the safety of all passengers and are expected to use extreme care when
transporting club members to an event/tournament. Drivers must be capable of operating a vehicle
(rested, alert, etc.) and comfortable operating the type and size of vehicle being used. Additionally, the
driver is expected to:
• Inspect the tires and adjust the seat and mirrors before starting the vehicle.
• Ensure that the vehicle is not driven if there is a mechanical problem.
• Make sure that he/she is comfortable with the size of the vehicle.
• Ensure that all passengers are in their seat belts prior to departure.
• Focus on driving. Do not change the radio station, adjust the temperature, talk on cell phones,
text message, etc. The front seat passenger is responsible for those items.
• Obey all traffic, parking, and safety laws, including the speed limit. Drivers assume
responsibility for all traffic and parking tickets.
• Keep a safe following distance.
• Drive defensively - be prepared for the unexpected.
• Stop for fuel when the fuel gauge drops below 1/4 full.
• Use caution when traveling or stopping on unpaved surfaces to avoid getting stuck.
• Reduce speed in rain, fog, snow, or ice. Change drivers often. Pull over if conditions are too
hazardous for safe driving.
• Report all traffic and/or parking violations to the Assistant Director-Sport Clubs within 24 hours
of your return to campus.
All drivers on club approved travel are required to fill out a Driving Record Self-Verification Form and
submit it to the Assistant Director-Sport Clubs. Clubs are responsible for adhering to the travel itinerary
and vehicle assignments submitted with their Travel Request/Itinerary Form, in addition to the vehicle
guidelines listed below.
As of August 2010, CRS will no longer be using Enterprise as a vendor for van rentals.
Motor Pool Rentals
If your club would like to rent 7-passenger van(s) for a trip, the Assistant Director-Sport Clubs will
reserve them through University Motor Pool. However, the following information is required with your
Travel Request/Itinerary Form:
• The approximate time and date of both pickup and drop off
• List of approved drivers
• Number of vehicles needed
Drivers only need to be 18 years of age to operate a Motor Pool van.
It is the responsibility of the club officers and advisor to make sure that the owner of any vehicle used for
club purposes has adequate automobile insurance coverage, including third-party liability. The University
of Maryland assumes no responsibility for the use of private vehicles. Friends or relatives are not allowed
to travel with club members. Only approved travelers may ride in the vehicle. NOTE: The owner of the
vehicle assumes liability for everything that happens to and in that vehicle. There will be no mileage
reimbursements for private vehicles.
If the club would like to stay in a hotel/motel, a designated club officer should make the club's
reservation. Clubs are advised to call several hotels in order to receive the best price for
accommodations. Then, communicate the information listed below to the Assistant Director-Sport Clubs
through the Travel Request/Itinerary Form. Any cancellation fees may be debited from the club’s CRS
allocated funds. Hotel rooms on busy weekends sell out quickly; plan ahead. Contact the host of the
event to determine if early arrangements need to be made in order to reserve a room for that day/weekend.
To request for CRS to pay for a hotel reservation, the following information is needed:
• The complete name, mailing address, and phone number where the club has made reservations
• The name under which the reservation was placed (example - John Smith or Maryland Golf Club)
• The dates the club has reserved, the number of rooms reserved, and the number of people staying
in each room
• The room rate that the club was quoted and the date the reservation was made
To help ensure continuing good relations with hotel management and discourage abuse of rooms,
CRS allows a maximum of four (4) sport club members in a typical hotel room. Clubs are required
to get as many rooms as needed to properly house the participants (example – if 25 members plan
to attend a trip, the club would need to reserve seven rooms).
All out-of-region travel must be approved by the Director of Campus Recreation Services before any
commitments or travel arrangements can be made by the club. Out of Region travel requests should be
submitted as far in advance as possible, but at least 4 weeks in advance of traveling. Clubs should not
assume an out-of-region travel request will be approved, even if the club has participated in the
event/tournament in the past. The Director and the Assistant Director-Sport Clubs will consider the
following before approving any out-of-region travel requests:
• Club’s records or compliance with CRS regulations – must be in good standing with CRS
• Quality of the event – potential for valued experience
• Reason for attending
• Location of the event
• Options for safe travel to the event and safety of the event
• Cost to the club and cost to individuals
• Number of club members who will participate in the event vs. the number that will not
• Number of opportunities for participation at the event (example: number of competitions)
• Trip duration (round-trip from the University of Maryland) and time away from the University
• Impact on academic mission of the University
If the club is given permission to travel outside of the region, no CRS funds can be used to pay for the trip
(exception – national competitions for which the club has qualified). CRS reserves the right to impose
additional travel regulations for approved out of region travel.
Club officers are encouraged to schedule a meeting with the Assistant Director-Sport Clubs when they
first begin considering travel to an out-of-region event. This will allow for a frank discussion of attending
the event and insure that all required information is submitted with the request.
TRAVELING TO A NATIONAL COMPETITION
A national competition is defined as an event that clubs must competitively qualify for in order to attend.
“National” tournament or events that are open to any club willing to travel will be considered out of
region travel. When a club qualifies for a national event by winning a regional or sectional event, a
request to travel must be made immediately to the Assistant Director-Sports. All requests must include
the following information:
• Official letter of invitation to national event
• Method of qualification
• List of club members qualified to participate in national event
• Itemized list of all expenses
• Itemized list of funds raised for event; evidence that the club has been raising or saving money to
compete in the event
• Total amount requested (expenses - total funds raised)
• Location of national event
• Date of event
• Event host contact information
• Potential academic impact (if missing classes)
• Tentative trip itinerary
Once the letter of request is reviewed, the club will be contacted with further instructions. Please keep in
mind that not all requests to travel to National or Out of region trips will be approved.
The responsibility for scheduling the club’s activities rests with the club members. Activities and
competitions scheduled outside the immediate region (see Travel section) MUST be approved by the
Director of CRS prior to the club's commitment for the event. Failure to get approval will result in
disciplinary action and trip cancellation.
A copy of the club’s schedule should be filed with, and approved by, the Assistant Director-Sport Clubs
prior to the start of each semester (see Important Sport Club Program Dates). This allows CRS to prepare
for each club's activities and also allows time for clubs to make travel arrangements.
Schedule as many home contests as possible. Scheduling of activities during final exam week is
prohibited. Never schedule additional home activities without the approval of the Assistant Director-
Any club that wants to practice/compete during the summer or winter term must submit their request to
the Assistant Director-Sport Clubs with their End of Year Report and have an officer attend the
Summer/Winter Officer’s Meeting (see Important Sport Club Program Dates).
All contractual agreements by sport clubs for competition or for any other purpose must be made in the
name of the sport club and NOT in the name of CRS or the University of Maryland. Any agreement
entered into by a club is NOT binding upon CRS or the University of Maryland. No club may enter into
an agreement without prior approval from the Assistant Director-Sport Clubs.
CONFERENCE OR LEAGUE AFFILIATION
A sport club desiring to affiliate with a conference or league, for scheduling or competition, must secure
prior approval from the Assistant Director-Sport Clubs each year.
Members of the Sport Club Program are eligible to use designated facilities that fall under the
management of CRS. The Assistant Director-Sport Clubs may also make arrangements for clubs to use
other facilities, either on or off campus, if necessary. All requests for CRS facility space must be made to
the Assistant Director-Sport Clubs, using a Facility Request Form.
Clubs are prohibited from holding ‘informal’ practices in CRS facilities. If it is determined that a club has
congregated with the intention, or with effect of, monopolizing a space otherwise designated for informal
recreation, the club will be subject to disciplinary action.
Clubs using facilities must submit a signed Facility Use Agreement. Clubs will be given this form to read
and sign before using facilities for the year (this includes summer). CRS is responsible for canceling the
availability of fields due to inclement weather conditions before and during a scheduled event. Clubs can
call the CRS Rainline at 301-314-7246 in cases of inclement weather. NOTE: Clubs should use
discretion if they feel that their activity might damage the field, even if play is permitted.
Any damage or problems regarding assigned facilities/cancellation of reservations MUST be reported
immediately to the Assistant Director-Sport Clubs. Clubs found to be damaging facilities or equipment
will be charged for repairs and subject to program sanctions.
Any club activities other than a regular practice or dual meet (UMD vs. 1 other team) are considered
special events and require additional preparation. Many special events may require additional support
staff, rentals, or special equipment, therefore, it is important to submit a request to host a special event
well in advance.
Requests to host special events should include a budget and answers to the following questions:
• What type of event does the club want to host?
• Why does the club want to host this event?
• Who will benefit from this event?
• Is this a fundraising event?
• How will club members be involved?
• Will the National Governing Body be involved? How?
• Will there be concessions, vending, or sales of any type?
It is important to remember that many special events will require additional resources. Here are the price
estimates to use when completing your special event budget:
Pricing Estimates for Staff (2011-1012)
• Housekeeping: $43/staff-hour ($30/staff-hour for some groups)
• Electrician: $45/staff-hour
• Police: $56/officer-hour, $22/aide-hour; no discounts beginning FY10
• Special Event Staff: $25/staff-hour – Contact Zach @ (301) 390-7510
• UHC EMTs: $10/staff-hour – Clubs/orgs should contact UHC @ x48180
Pricing Estimates for Facilities Management Rentals
• Rental: $10/5’ round table; $7.50/6’ rectangular table; $1.25/chair
• Labor: estimate 4 hrs @ $33.22/hr = $132.88 (Over Time rate is $45.35/hr (x 4 hrs = $181.40)
• FM Admin charge: 10% of Rental & Labor total
• Always drop-off Friday @ 4pm, and pickup Monday
All equipment purchased with CRS or SGA allocated funds becomes the property of the University of
Maryland. All such equipment must be accounted for in a year-end inventory. The Assistant Director-
Sport Clubs, along with a club officer, will take a physical inventory at the end of the activity season.
Lost or damaged equipment purchased with CRS or SGA funds will be replaced with club funds (club
checking account if necessary). NOTE: Officers are advised to have club members sign an agreement
when issuing equipment to individual members.
Sport club equipment may be used only during the club's approved activity season and must be suitably
stored during the remainder of the year at the Eppley Recreation Center or in the facility designated by the
Assistant Director-Sport Clubs.
It is recommended that each club elect/appoint an Equipment Manager to monitor and control club
equipment. This person should check in/out both uniforms and equipment. This will ensure that the club
members losing or damaging equipment will pay for it rather than the club treasury. Equipment check-
out forms are available from the Assistant Director-Sport Clubs.
University of Maryland Sport Clubs who use implements which are, or could be considered, weapons
(swords, sabers, foils, nunchucks, paintball markers, wooden staffs, etc) should be aware that weapons
on-campus is a large concern of administrators, police, and the general public. As such, all weapons may
only be used during a club sponsored event. Weapons should always be transported in a carrying case
and should not be on display in any residence halls, building hallways, or outside of club activities for any
reason. Any club that fails to abide by this policy will be subject to sanctioning.
CRS provides many resources to sport clubs, including:
Sport Club Staff
The Assistant Director-Sport Clubs and Coordinator- Sport Clubs serve as the official representatives of
CRS in the supervision of the Sport Club Program. In this role, they will:
• Provide advice on matters of: scheduling, participant eligibility, coaches/instructors, finances,
equipment purchases, safety and risk management, and travel.
• Assist clubs in the coordination of activities including marketing and fundraising.
• Allocate facility space and funds.
• Assist with the continuing development of policies and procedures of the individual clubs.
• Develop and improve the policies and procedures of the Sport Club Program.
• Provide officers with training and leadership development opportunities.
• Enforce policies and regulations as defined by CRS and the University.
• Discipline clubs and individual club members as appropriate.
• Act to protect the safety of students participating in club activities.
Copies in quantities of less than 20 can be made at the CRS office at no charge. For quantities over 20,
the Assistant Director-Sport Clubs will send the order out to copy services and the club will be billed
CRS will mail items of club business after approval by the Assistant Director-Sport Clubs. It is required
that all clubs use the following as their correspondence address:
1115 Eppley Recreation Center
University of Maryland
College Park, MD 20742-5311.
All incoming mail will be distributed through the Assistant Director-Sport Clubs. NOTE: University of
Maryland letterhead and envelopes may be used with approval from the Assistant Director-Sport Clubs.
All clubs have a mailbox at the ERC, located in the Member Services area. These need to be checked on
a regular basis (at least once a week).
Designated telephones are available for long-distance calling for approved club business, such as making
travel arrangements or obtaining price quotes, on approved club purchases. All calls must be made in the
CRS office and approved by the Assistant Director-Sport Clubs in advance.
The ERC Student Board Room or wet/dry classrooms are available for club members to conduct club
business. All requests for use of a meeting space and supplies must be made through the Assistant
Director-Sport Clubs. CRS will assist those clubs who plan on hosting an event on campus.
The Art Director is available to help with ideas for promoting the club and club events, designs for flyers,
ads, pamphlets, web-site development, communication with the DIAMONDBACK, and other promotional
ideas. Requests for marketing assistance should be made through the Assistant Director-Sport Clubs well
Clubs are allowed to publicize by posting fliers in CRS facilities. All fliers must contain the CRS logo
and be submitted to the Assistant Director-Sport Clubs for posting. Clubs may not post items themselves
in CRS facilities. The Assistant Director-Sport Clubs will make arrangements to have items posted. On
campus, fliers can only be posted at University approved locations, such as kiosks and bulletin boards.
Do not tape them to poles or the ground/sidewalk near the ERC. Chalking is permitted as long as it is on
sidewalks and not on walls, buildings, etc. Clubs will be sanctioned for violating University posting
regulations as discussed in the Sport Club Conduct section of this handbook.
Letters to Instructors
Clubs may request that the Assistant Director-Sport Clubs inform faculty of an approved sport club event.
The letter will verify those members of the club who are scheduled to travel, dates of travel, as well as the
expectation that each individual will be responsible for any missed class time and work assignments.
This is NOT an excused absence. The decision to excuse a student from classes will be made by the
professor/instructor. Clubs must submit all names and University IDs at least one week in advance if
such letters are needed.
SPORT CLUB RECOGNITION
The End of Year Awards Dinner is held annually in May to celebrate the accomplishments of each club.
Officers and club members are treated to a catered dinner, as well as an awards presentation and look
back at the year’s successes and achievements. To make this end of year celebration a true reflection of
the year, all club members are invited to submit awards nominations, photos, and video clips.
There are seven (7) different awards for which clubs may nominate themselves or others:
Terrapin Community Award
This award is presented to the club that demonstrates the highest level of “giving back” to the University
community. Ways clubs may choose to “give back” might include community involvement such as
demonstrations for other organizations, participation in community service events as a club, or active
involvement in campus wide initiatives such as Maryland Day or Family Weekend.
Coach/Instructor of the Year
This award is presented to the sport club program’s most outstanding coach or instructor. Clubs nominate
their coach or instructor by explaining what makes that person an outstanding coach/instructor.
Athletic/Competitive Achievement Award
This award is presented to the club with the most outstanding athletic or competitive achievement.
This award is presented to the club whose fundraising success has allowed for club growth.
Student-Athlete Academic Achievement Award
This award is presented to the program’s top student-athletes, based on combined average GPA.
Spirit of Sport Clubs Award
This award is presented to the individual that best represents the spirit of sport clubs – the person that
encourages involvement, increases morale, and is a true leader.
Club of the Year
This award is presented to the club that has demonstrated the highest degree of organization and
commitment to its members, the department, and the University.
Submitting Photos and/or Video Clips
The end of year slideshow is an annual tradition that showcases each club’s members and events. Each
club is encouraged to submit a variety of photos or video clips to be included in the slideshow. All
submissions should be emailed to UMDSC.firstname.lastname@example.org by April 15, 2012 to ensure inclusion in
Universal Precautions is a method of infection control in which ALL human blood, tissue, and
other potentially infectious materials are treated as if known to be infectious for HIV, HBV and
other blood borne pathogens.
Universal precautions are intended to prevent occupational exposure to human blood. The routes
of transmission for occupational exposure are 1) contact with broken skin, 2) splash to mucous
membrane of the eye, nose, or mouth, or 3) puncture of the skin with a sharp object. Under
circumstances in which differentiation between body fluid types is difficult or impossible, all
body fluids shall be considered potentially-infectious materials.
Universal precautions include the following practices:
Wear gloves when touching human blood or other potentially-infectious material or surfaces
soiled with them. Remove gloves when they become torn or contaminated.
Wear masks and protective eyewear whenever splashes, spray, or spatter of blood or
potentially infectious materials are likely to occur, to prevent exposure of mucous
membranes of the mouth, nose and eyes.
Wear protective suits, gowns, or aprons during procedures that are likely to generate
splashing of potentially infectious materials.
Wash hands and other skin surfaces immediately following contact with human blood or
other potentially-infectious materials. Use tongs or forceps if possible.
Use appropriately-labeled and constructed containers for disposal, storage, and transport of
any potentially-infectious material.
Employees responsible for first aid providers must cover skin lesions and wear gloves when
treating patients or when handling health-care equipment.
Do not eat, drink, apply cosmetic or lip balm, smoke, or handle contact lenses in work areas
where there is likelihood of occupational exposure Do not keep food and beverages in
refrigerators, freezers, shelves, cabinets, or on countertops where human blood or other
potentially-infectious materials are present.
Procedures for Athletic Department Trainers and Sporting Event Officials
In the athletics environment, universal precautions should be utilized during the immediate control of
bleeding and when handling bloody dressings, mouth guards, and other articles contaminated with human
blood or other potentially-infectious material. The use of appropriate gloves of the examination, cleaning
and dress of wounds is required. Gloves must be available for all athletic events, training sessions and
physical therapy sessions. Other PPE (goggles, masks, face shields, fluid-resistant aprons, etc.) must be
available and used as needed, if there is a possibility for splashing or aerosolizing of human blood or
other potential-infectious material.
Eating, drinking, smoking, applying cosmetics or lip balm, or handling contact lenses is
prohibited in areas where there is a likelihood of occupational exposure to human blood or other
potentially infectious materials.
Any procedure involving human blood or other potentially infectious materials should be done in
a way that minimizes splashing, spraying, or spattering.
All personnel responsible for the treatment of wounds must be provided the necessary PPE. Place
disposable gloves into a biohazard disposal bag immediately after use. Reusable contaminated
PPE must be placed into an appropriately-labeled, leak-proof container until decontaminated.
Use extreme care when handling sharp objects such as needles, razors and scissors. Needles
should not be recapped, bent, broken or otherwise manipulated by hand. Disposable sharps must
be immediately placed into a puncture-proof sharps container after use. Sharps containers must be
puncture-resistant, labeled or color coded as bio hazardous material, and leak proof on the sides
Athletes may not compete at any level of competition if wounds have not been treated and
Athletic personnel with exudative lesions, open wounds or weeping dermatitis should avoid
situations where they may come into contact with potentially infectious materials.
The use of common towels or water bottles is discouraged because they may become
contaminated with potentially infectious body fluids. Although transmission of HIV in saliva is
extremely unlikely, dental or oral injuries increase the potential for transmission of blood borne
UMCP CAMPUS RECREATION SERVICES Individual Filing Report__________________________________
Date _____________ Time_______ [ ] AM [ ] PM
UM Police Notified [ ] Yes [ ] No
ACCIDENT REPORT Officer Name and Badge #_______________________________
IMPORTANT: This is a legal document. PRINT LEGIBLY, carefully completing all relevant sections on the front and back of this form,
providing as much information as possible. Submit completed form to immediate supervisor within 24 hours.
For emergencies requiring transport, call your supervisor and/or Manager on Duty as soon as possible after Accident Report completed.
PERSONAL DATA- Please print in blue or black ink
Last Name ____________________ First Name __________________________UID #_______________
Home Phone #______________________ Date of Birth_________________ Sex [ ] M [ ] F
Status: [ ] Student [ ] Faculty/Staff [ ] Alumni [ ] Student Dependent [ ] Faculty/Staff Dependent [ ] Guest [ ] Affiliate
ACCIDENT WITNESSES (put the names and phone numbers of additional witnesses at the bottom of this page):
1. First and Last Name _________________________________ Daytime Phone(____)________________
2. First and Last Name _________________________________ Daytime Phone(____)________________
DETAILS OF ACCIDENT
Date of Accident ____________ Time _______ am/pm Activity _________________________________________
[ ] Aquatics [ ] Fitness [ ] Informal Recreation [ ] Intramurals [ ] Non Credit Instruction [ ] Outdoor Recreation [ ] Sport Club
[ ] Special Event [ ] Other______________________________________
Facility Where Injury Occurred:
[ ] Armory [ ] Cole [ ] ERC [ ] Engineering Fields [ ] Fraternity Row [ ] SPH [ ] Ritchie [ ] Turf [ ] Other ____________
Specific Area in Facility Where Injury Occurred:______________________________________________________________
PART OF BODY INJURED
(Check if applicable) [ ] Right [ ] Left
[ ] Ankle [ ] Arm [ ] Back [ ] Ear [ ] Elbow [ ] Eye [ ] Face [ ] Finger [ ] Foot [ ] Groin [ ] Hand [ ] Head [ ] Hip
[ ] Knee [ ] Leg [ ] Mouth [ ] Neck [ ] Nose [ ] Shoulder [ ] Toe [ ] Torso [ ] Wrist [ ] Other_________________
DESCRIBE IN GREATER DETAIL (e.g. inside of left ankle, back of right hand, tip of left index finger)
HOW DID INJURY OCCUR (specify events leading to the accident/injury)
obstacle [ ] Collision with participant [ ] Collision with playing surface [ ] Equipment related
[ ] Collision with
[ ] Unknown [ ] Other ____________________________
[ ] Non-Contact
DESCRIBE IN DETAIL EXACTLY HOW THE INJURY OCCURRED (as observed or as reported to you by the
COMMENTS MADE BY INJURED PARTICIPANT (with regard to how the injured part feels, what hurts, any
SUSPECTED CLASSIFICATION OF INJURY
[ ] Concussion [ ] Contusion/Bruise [ ] Dislocation/Break [ ] Laceration [ ] Sprain/Strain [ ] Unknown [ ] Other ____________
Does the participant have a history of injury/surgery that may have contributed to this injury? [ ] Yes [ ] No
If yes, participant reported _______________________________________________________________
FIRST AID ADMINISTERED BY
Name _____________________________________ Daytime Phone (______)_____________________
ACTION TAKEN: [ ] AED [ ] Applied Ice [ ] Applied bandage [ ] Applied Pressure to Stop Bleeding [ ] CPR
[ ] Elevated [ ] Kept Immobile [ ] Other _______________________
DESCRIBE IN GREATER DETAIL
EMERGENCY RESPONSE AND CONTACT INFORMATION
ADDITIONAL ASSISTANCE SUMMONED? [ ] Yes [ ] No Exact time of call made to EMS ____________ am/pm
Exact time of arrival of EMS_______________ am/pm
Ambulance #/Name of Company responding______________________________________________________
Person (parent, friend, RA) to be notified if transported to hospital:
First and Last Name* _________________________________Phone(____)______________________________
*CONTACT THIS PERSON IMMEDIATELY AFTER PARTICIPANT HAS BEEN TRANSPORTED.
CRS Professional Staff Member call to emergency contact:_______________________ Time_________ am/pm
SIGNATURE OF INJURED PARTICIPANT
I agree that the information reported on this form is accurate and true.
Signature of Injured Participant (or parent of minor dependent) _______________________________ Date____________
[ ] Injured participant was UNABLE to sign this report. [ ] Injured participant was UNWILLING to sign this report.
SUBSEQUENT ACTION TAKEN
[ ] Left the facility. [ ] Remained in facility but refrained from participating. [ ] Resumed participation on own volition.
[ ] Taken to Health Center by __________________________ ($10 payment may be required at UHC)
[ ] Driven to ___________________________________Hospital by _____________________________________
BLOODBORNE PATHOGEN EXPOSURE CONTROL
Blood or potentially infectious materials present? [ ] Yes [ ] No
Personal protective equipment (gloves) worn? [ ] Yes [ ] No
If no, did an Exposure Incident occur? [ ] Yes [ ] No
Biohazardous waste created? [ ] Yes [ ] No Disposed of properly in CRS BHW container? [ ] Yes [ ] No
Specify what was disposed of and where (e.g. gloves, bandages in Equipment Issue BHW box)____________________________
Did participant leave the CRS facility before contaminated items could be collected for proper disposal? [ ] Yes [ ] No
FIRST REVIEW BY: (Initial & Date) __________________Asst. Director/Coordinator _________________ Director/Risk Manager
Clarifying comments added by first reviewer after Accident Report received. Comments added on (date) ___________.
ACCIDENT REPORT FOLLOW-UP
Attempt #1: Date_____________________ Time: __________ CRS Staff: _______________________
Attempt #2: Date_____________________ Time: __________ CRS Staff: _______________________
Attempt #3: Date_____________________ Time: __________ CRS Staff: _______________________
Attempt #4: Date_____________________ Time: __________ CRS Staff: _______________________
Attempt #5: Date_____________________ Time: __________ CRS Staff: _______________________
Attempt #6: Date_____________________ Time: __________ CRS Staff: _______________________
STATUS OF INJURED PARTICIPANT
[ ] Injured participant is fine now - no complications.
[ ] Injured participant is fine now, but reports_________________________________________________
[ ] Injured participant has not been to a doctor but has an appointment or is planning to see a doctor soon.
[ ] The accident was serious enough to warrant additional medical attention at the:
[ ] University Health Center [ ] Hospital [ ] Physician's Office/Urgent Care Center [ ] Other_____________
Diagnosed as a: _________________________________________________________________________________
[ ] Unknown - left messages, but injured participant never called back.
[ ] Unknown - unable to contact injured participant. Reason:_________________________________________________
FINAL REVIEW BY: (Initial & Date) ________________Asst. Director/Coordinator __________________ Director/Risk Manager
Community-Associated MRSA Information for the Public
The Centers for Disease Control and Prevention (CDC, visit http://www.cdc.gov/ for more
information) has received inquiries about infections with antibiotic-resistant Staphylococcus aureus
(including methicillin-resistant S. aureus [MRSA]) among persons who have no apparent contact with the
healthcare system. This fact sheet addresses some of the most frequently asked questions.
Questions and Answers
Released: February 3, 2005
What is Staphylococcus aureus (staph)?
Staphylococcus aureus, often referred to simply as "staph," are bacteria commonly carried on the skin or
in the nose of healthy people. Approximately 25% to 30% of the population is colonized (when bacteria
are present, but not causing an infection) in the nose with staph bacteria. Sometimes, staph can cause an
infection. Staph bacteria are one of the most common causes of skin infections in the United States. Most
of these skin infections are minor (such as pimples and boils) and can be treated without antibiotics (also
known as antimicrobials or antibacterials). However, staph bacteria also can cause serious infections
(such as surgical wound infections, bloodstream infections, and pneumonia).
What is MRSA (methicillin-resistant Staphylococcus aureus)?
Some staph bacteria are resistant to antibiotics. MRSA is a type of staph that is resistant to antibiotics
called beta-lactams. Beta-lactam antibiotics include methicillin and other more common antibiotics such
as oxacillin, penicillin and amoxicillin. While 25% to 30% of the population is colonized with staph,
approximately 1% is colonized with MRSA.
Who gets staph or MRSA infections?
Staph infections, including MRSA, occur most frequently among persons in hospitals and healthcare
facilities (such as nursing homes and dialysis centers) who have weakened immune systems. These
healthcare-associated staph infections include surgical wound infections, urinary tract infections,
bloodstream infections, and pneumonia.
What is community-associated MRSA (CA-MRSA)?
Staph and MRSA can also cause illness in persons outside of hospitals and healthcare facilities. MRSA
infections that are acquired by persons who have not been recently (within the past year) hospitalized or
had a medical procedure (such as dialysis, surgery, catheters) are known as CA-MRSA infections. Staph
or MRSA infections in the community are usually manifested as skin infections, such as pimples and
boils, and occur in otherwise healthy people.
How common are staph and MRSA infections?
Staph bacteria are one of the most common causes of skin infection in the United States and are a
common cause of pneumonia, surgical wound infections, and bloodstream infections. The majority of
MRSA infections occur among patients in hospitals or other healthcare settings; however, it is becoming
more common in the community setting. Data from a prospective study in 2003, suggests that 12% of
clinical MRSA infections are community-associated, but this varies by geographic region and population.
What does a staph or MRSA infection look like?
Staph bacteria, including MRSA, can cause skin infections that may look like a pimple or boil and can be
red, swollen, painful, or have pus or other drainage. More serious infections may cause pneumonia,
bloodstream infections, or surgical wound infections.
Are certain people at increased risk for community-associated staph or MRSA infections?
CDC has investigated clusters of CA-MRSA skin infections among athletes, military recruits, children,
Pacific Islanders, Alaskan Natives, Native Americans, men who have sex with men, and prisoners.
Factors that have been associated with the spread of MRSA skin infections include: close skin-to-skin
contact, openings in the skin such as cuts or abrasions, contaminated items and surfaces, crowded living
conditions, and poor hygiene.
How can I prevent staph or MRSA skin infections?
Practice good hygiene:
1. Keep your hands clean by washing thoroughly with soap and water or using an alcohol-based
2. Keep cuts and scrapes clean and covered with a bandage until healed.
3. Avoid contact with other people’s wounds or bandages.
4. Avoid sharing personal items such as towels or razors.
Are people who are positive for the human immune deficiency virus (HIV) at increased risk for
MRSA? Should they be taking special precautions?
People with weakened immune systems, which include some patients with HIV infection, may be at risk
for more severe illness if they get infected with MRSA. People with HIV should follow the same
prevention measures as those without HIV to prevent staph infections, including practice good hygiene,
cover wounds (e.g., cuts or abrasions) with clean dry bandages, avoid sharing personal items such as
towels and razors, and contact their doctor if they think they have an infection.
Can I get a staph or MRSA infection at my health club?
In the outbreaks of MRSA, the environment has not played a significant role in the transmission of
MRSA. MRSA is transmitted most frequently by direct skin-to-skin contact. You can protect yourself
from infections by practicing good hygiene (e.g., keeping your hands clean by washing with soap and
water or using an alcohol-based hand rub and showering after working out); covering any open skin area
such as abrasions or cuts with a clean dry bandage; avoiding sharing personal items such as towels or
razors; using a barrier (e.g., clothing or a towel) between your skin and shared equipment; and wiping
surfaces of equipment before and after use.
What should I do if I think I have a staph or MRSA infection?
See your healthcare provider.
Are staph and MRSA infections treatable?
Yes. Most staph and MRSA infections are treatable with antibiotics. If you are given an antibiotic, take all
of the doses, even if the infection is getting better, unless your doctor tells you to stop taking it. Do not
share antibiotics with other people or save unfinished antibiotics to use at another time.
However, many staph skin infections may be treated by draining the abscess or boil and may not require
antibiotics. Drainage of skin boils or abscesses should only be done by a healthcare provider.
If after visiting your healthcare provider the infection is not getting better after a few days, contact them
again. If other people you know or live with get the same infection tell them to go to their healthcare
Is it possible that my staph or MRSA skin infection will come back after it is cured?
Yes. It is possible to have a staph or MRSA skin infection come back (recur) after it is cured. To prevent
this from happening, follow your healthcare provider’s directions while you have the infection, and
follow the prevention steps after the infection is gone.
If I have a staph, or MRSA skin infection, what can I do to prevent others from getting infected?
You can prevent spreading staph or MRSA skin infections to others by following these steps:
1. Cover your wound. Keep wounds that are draining or have pus covered with clean, dry bandages
until healed. Follow your healthcare provider's instructions on proper care of the wound. Pus
from infected wounds can contain staph, including MRSA, so keeping the infection covered will
help prevent the spread to others. Bandages and tape can be discarded with the regular trash.
2. Clean your hands. You, your family, and others in close contact should wash their hands
frequently with soap and water or use an alcohol-based hand sanitizer, especially after changing
the bandage or touching the infected wound.
3. Do not share personal items. Avoid sharing personal items, such as towels, washcloths, razors,
clothing, or uniforms, that may have had contact with the infected wound or bandage. Wash
sheets, towels, and clothes that become soiled with water and laundry detergent. Use a dryer to
dry clothes completely.
4. Talk to your doctor. Tell any healthcare providers who treat you that you have or had a staph or
MRSA skin infection.
What should I do if someone I know has a staph or MRSA infection?
If you know someone that has a staph or MRSA infection you should follow the prevention steps.
Date last modified: June 30, 2008
Content source: Division of Healthcare Quality Promotion (DHQP)
National Center for Preparedness, Detection, and Control of Infectious Diseases
UNIVERSITY OF MARYLAND: CAMPUS RECREATION SERVICES
INCIDENT REPORT FORM
Indicate type of incident (check/circle one):
______ Customer Complaint ______ Physical Threat/Verbal Threat ______ Fire Alarm
______ Improper Use of UID ______ Medical Emergency ______ Bomb Threat
______ Theft ______ Other (please explain):____________________________________
Date of Incident: ________________ (Month/Day/Year) Time of Incident: ________________ (AM/PM)
Person Filing Report: ________________________ Employee Signature: _________________________
Location of Incident (be specific, e.g. room number, field designation, etc.):
Description of the Incident (please be detailed, including extent of damage, missing equipment, etc.):
Page _____ of ______
Name: __________________________________ Name: ___________________________________
UID#: __________________________________ UID#: __________________________________
Address: ________________________________ Address: __________________________________
Phone#:_________________________________ Phone#: __________________________________
Witness (es): (If Appropriate)
Name: __________________________________ Name: ____________________________________
UID#: __________________________________ UID#: ____________________________________
Address: ______________________________ Address:____________________________________
UM Police Notified? _______Yes _______ No
Responding Officer’s Name: _______________________ Case Number: _________________________
Professional Staff Section
Follow‐up Action Taken by CRS: __________________________________________________________
First Review By: ________________________ Second Review By: ___________________________
Revised 7/10 Page _____ of ______
Map of Travel Region