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					Office of Recreational Services




     Sport Clubs Manual
    SECTION 1: Sport Club Philosophy/Organizational Components

1.0 Purpose of the Sport Clubs Manual
The “Sport Club Manual” is intended to assist the sport club officers and sport club
council (referred to as SCC in some sections) in club governance and protocol. Every
club should keep copies of all these handbooks on file and refer to them frequently. All
handbooks are available on-line at the sport club website:
http://recreation.cnu.edu/sport_clubs/main.html or in the sport club office, located
in room 364 of the Student Union.

1.1 Principles of the Sport Club Program
Sport clubs operate out of four main principles:
       -   They must be student initiated.
       -   They must be student operated and managed.
       -   They must actively work to provide funding for their activities.
       -   They must be student maintained for the future.

1.2 Classification as a Sport Club
Sport clubs at Christopher Newport University must meet the following five criteria for
representation within the Office of Recreational Services (referred to as ORS in some
sections) and the Department of Athletics (referred to as DOA in some sections).
       1. All sport clubs must be competitive activities that are physical and athletic in
           nature. Exceptions may be given to clubs which possess an alternative
           recreational outlet to the campus community.
       2. Sport clubs must have a national or regional governing/sanctioning body and
           be able to provide proof of that membership.
       3. Sport clubs must compete against outside competition.
       4. All participants must have Medical Insurance and provide the Office of
           Recreational Services with a copy of their individual policies.
       5. Sport clubs must administer a student lead “in-club” training program for
           future officers that proactively advance the effectiveness of the student
           organization.

1.3 Sport Club Philosophy
Sport clubs are registered student organizations. Like any other student club or
organization on campus, sport clubs must go through the processes and abide by the
stipulations set forth by Christopher Newport University. In addition, there are several
specific criteria that are set forth by the Office of Recreational Services (ORS) and the
Department of Athletics (DOA).

Sport clubs are designed to bring together students with similar sporting/gaming interests.
The sport clubs program can offer a wide variety of sporting activities, including team
sports and individual sports.

Previous experience is not a prerequisite for membership. Sport clubs may be competitive
in nature or may be administered for their socio-recreational elements. They should
encompass both qualities. They are open to all skill levels. Clubs must accommodate any
interested parties and work to maintain a balance among the more proficient participant
and the novice.

Unlike varsity sports, sport clubs are run by students for students. Clubs must not
discriminate in any way from allowing members on their team. They are open to
everyone. In certain clubs there may be limitations on how many team members a club
can carry to an event or tournament. To allow for maximum participation, many clubs
offer different levels of competition, such as an “A Team” and a “B Team”.

1.4 Program Structure
Overview: Sport clubs are one of three program areas administered by the Office of
Recreational Services. The other two are Intramural Sports and Outdoor Recreation. The
Office of Recreational Services is under the direction of the Department of Athletics
(DOA) but is overseen by the Director of Intramurals and Recreational Services (referred
to as the DIRS in some sections).

Organizational Chart (simplified):


                        Director of Athletics



             Director of Recreational Services



                Sport Club Program Assistant

Director of Intramurals and Recreational Services (DIRS): The Department of
Athletics employs a full time professional to supervise the campus sport and competition
aspect of the Office of Recreational Services. Specifically to sport clubs, The DIRS is in
the primary professional responsible for the administration of sport clubs. The DIRS is
responsible for insuring that the individual clubs operate in a safe and mature manner
benefiting the club participants, the Office of Recreational Services, the Department of
Athletics and the University community as a whole.

Sport Club Program Assistant: The Office of Recreational Services (ORS) will employ
a Christopher Newport University student as a Program Assistant (referred to as PA in
some sections) for the sport club program. The PA will be involved in many of the
programming, management and administrative duties involved with the program. The PA
is expected to serve as a liaison between the ORS, the Sport Club Council (see below)
and the University.

PA Selection/Application Process: He/she will be selected through an application and
interview process with the DIRS and other parties as designated by the DIRS. The PA
will NOT be allowed to serve on the sport club council but may hold a position with
his/her individual club. It is encouraged that prospective candidates have held past
positions with their individual club and be proficient in University protocol and sport
club functions.

PA Position Description: General duties assigned to this student will include but will
not be limited to: administrative paperwork and communication specific to sport clubs,
attendance at CNU sport club events, attendance at sport club general sessions,
attendance at SCC meetings, monitoring of club’s progress, development and
representation at local tournaments/events and all other duties assigned by the DIRS.

Sport Club Council: The Sport Clubs Council is made up of three to five student
leaders. The SCC is the advising and leadership body of the sport clubs program and is
advised by the Director of Intramurals and Recreational Services. Specifically, the SCC
is involved with hearing budget requests and determining budget allocations to the
various sport clubs, the addition and removal of clubs from the program, representing the
membership to the Inter-Club Association (hereafter referred to as the ICA) and other
campus entities, as well as administering disciplinary actions.

Selection of SCC Members: Any active sport club member will have the opportunity to
run for an SCC position. Candidates will be required to apply for the position and
interview with current SCC members, the PA and DIRS prior to selection. Typically,
these selections will be made in the spring semester. In most cases, terms will be for one
year. The following five positions are recommended:

•   President

•   Vice President

•   Treasurer

•   ICA Representative (mandatory)- The ORS requires that one member of the SCC
    attend every ICA meeting and report the minutes back to the sport club staff

•   Secretary (mandatory)-The ORS requires that one member of the SCC take down
    minutes of SCC meetings

Meeting Schedule of the SCC: The SCC meets about every other week based on the
amount of pending business, and all meetings are open to the public. Typically, the SCC
will not conduct business during the summer semesters, unless warranted by
circumstances.

Voting Procedure of the SCC: In matters which require a vote, the members of the SCC
will have an open vote to determine the outcome. The DIRS and the PA will have no
voting power over such conditions.
Faculty Advisor: Each sport club must have a faculty advisor. That person should be a
full time employee of the University and have an up to date understanding of club
operations and governance. Graduate Assistants are NOT eligible to serve as advisors.

Competent advisors lend their experience and expertise to help each club mature and
reach its full potential. The advisor should help the club's officers and members plan
effectively and realistically. The advisor can insure that the club achieves its aspirations
on and off the field. However, the advisor should offer guidance and support rather than
interfere with the student decision-making process.

The advisor should be consulted as one part of the decision-making process on a regular
basis and should be aware of obvious concerns expressed by members in the club. They
should be informed of all communication and regularly invited to practices, games, and
business meetings. Advisors need not be full-time coaches or instructors to make a
contribution to the club.

Coaches: Sport clubs are permitted to have coaches. Faculty advisors may duplicate
their role as advisor/coach. Sport clubs may pay the coaches, however there is a limit of
25% of allocated funds which may go towards paying a coach. This will be done in a
stipend-type system once a semester or once a year (i.e. at the completion of the season).

Coaches MUST accompany the club to contests and games. All coaches must have a
valid driver’s license and social security card. All coaches must have First Aid/CPR
certifications and this certification must be kept on file with the ORS.

In order to hire a coach the club must take the following steps.
    1. The club president must address and endorse a letter of recommendation for the
       specific coach and include copies of their First Aid/CPR certifications to the
       DIRS.
    2. The prospective coach must submit a letter of interest and a resume highlighting
       their applicable sport experience to the DIRS.
    3. The prospective coach will then be interviewed by the DIRS and members of the
       SCC to determine their suitability for the club.
    4. If hired, the coach will be required to go through necessary paperwork as
       required by the Department of Athletics and Christopher Newport University.
    5. Until the hiring process is fully completed, that individual will only be able to act
       as a coach in a voluntary capacity.

1.5 Individual Sport Club Members
Overview: Sport clubs function as part of the Christopher Newport University campus
community and are representative of the University as they travel throughout the state or
nationwide. Consequently, they are held to a high level of conduct both as collective
organizations and as individuals. The parameters of acceptable behavior have been
established by the Office of Recreational Services, Christopher Newport University and
the governing bodies of each individual sport. Club presidents need to be aware of these
expectations and ensure that their members adhere to all policies and procedures.

Accountability: Club officers and members are accountable for all policies and
procedures outlined in the "Sport Clubs Manual". It is the student's responsibility to
obtain copies of these documents and utilize them. Failure to "know" is not an excuse for
those not observing policies and procedures.

All pertinent documents are available on-line at the sport club website and in the sport
club office in the Student Union.

Member Conduct: Clubs or individual members who fail to conduct themselves in an
appropriate manner will be sanctioned. All cases of discipline will first be reviewed by
the Director of Intramurals and Recreational Services, Sport Club Program Assistant and
the SCC to determine appropriate actions. For disciplinary issues during games or
practices on campus, suspensions from those facilities used (such as The Freeman
Center) may also occur. The SCC will render a decision on that member’s case.
Extremely severe infractions will be referred to Student Judicial Affairs.

Appeals Process: Clubs or its participants receiving sanctions may appeal the decision to
the SCC. Organizations or individual students filing such appeals should be aware that
the University might choose to levy a sanction greater than the one appealed. All appeals
must be in writing and received by the Program Assistant within 48 hours of the
initial sanction.

1.6 Individual Sport Club Officers
The range and positions of individual club officers are set forth by that club’s constitution
and the Office of Recreational Services. However, in accordance with Requirement Five
of the sport club classification clause, sport clubs must adhere to the following training
protocol:

Training of Future Officers: It is suggested that sport clubs continually work to train
new officers. Sport clubs are responsible for filling the void of departing club officers
with individuals who are competent to handle the requirements of the position. The
overall success of the club depends on ongoing student to student education. The Office
of Recreational Services suggests that each sport club have the following positions:

Club President- Position description as designated by club constitution. However,
typical duties are as follows: The president of each club is ultimately responsible for
ensuring that all relevant forms are turned in to the sport clubs office. In addition, it is
ultimately the president of each club that must educate his/her teammates on the
procedures involved with operating a sport club. The president should be active in the
scheduling of outside competition, communication with the National Governing body for
their sport and the conference in which their team belongs to.

Club Vice President- Position description as designated by club constitution. Vice
president should be active in the scheduling of practices, games, meetings and
fundraising opportunities.

Club Secretary- Position description as designated by club constitution. Secretary
should be active in the documentation of club meetings, historical events as well as other
duties assigned or sought.

Club Treasurer: Position description as designated by club constitution. However,
typical duties and ORS requirements are as follows: Individual sport club treasurers will
deal with a great deal of financial responsibility. The club treasurer will act as a liaison
between several Athletic Department professionals and his/her club regarding monetary
functions. This individual will be responsible for managing their club’s budget, updating
the club officers and members of spending limitations and overall budget maintenance,
submitting purchase and travel requests to the appropriate parties in the Department of
Athletics as well as dispersing reimbursements to team members. It is strongly suggested
that each club have an elected club treasurer and club treasurer-understudy. The role of
the club treasurer-understudy will be to learn the role of the club treasurer, serve in
his/her absence and take over the role of such club treasurer-elect when the club-
treasurer-elect leaves the program.

Club officers will be required to attend specific budget meetings and workshops on
campus to improve their financial accountability and performance. A list of these
workshops will be made available to the clubs at the fall and spring general sessions or as
soon as they are announced by the ORS. Club treasurers will be required to sign in at the
beginning of these meetings. If the club treasurer cannot attend, another officer must
attend. However, to better educate students and to improve the operations of your club, it
is suggested that all club officers attend these meetings.

FINANCIAL PENALTY: Failure of the club treasurer to attend these financial
training sessions will result in a 10% penalty of allocated funds per occurrence.

Sub-Committees or Other Positions: Various committees can be established for
marketing/promotions, fundraising, etc. Clubs may utilize internal committees to allow
more members to be involved in club governance and normal operations. Such
committees may assist the club in recruiting new members, staging events, developing
budgets, alumni relations, etc. Committee suggestions that other clubs have been using
include:
   • Public Relations: reports club accomplishments to ORS, alerts local media of events
       and results, and uses PR for recruitment on campus.
   • Inventory: checks the equipment to make sure that it is not lost or damaged, and
       reports status to ORS.
   • Historian: takes pictures, collects articles, and keeps scrapbooks up to date.
   • Social: provides the members with social outlets other than the usual club activities,
       ranging from intramural teams to trips to the beach.
   • Alumni: Keeps track of past alumni, alumni newsletters, solicits donations and plans
       alumni events.

1.7 Officer Elections
Frequency of officer elections is dependent on each club's constitution. However annual
appointments are the norm. The information provided in this section serves as a general
guideline for officer elections. If this information should conflict with a club's particular
constitution, the constitution holds precedent.

Elections generally are held each school year either at the end of spring semester or the
beginning of the fall semester. It is strongly suggested that each club elect a president,
vice president, secretary and treasurer.
Please follow these steps to insure that your club’s elections are done properly and
with validation:
   1. The election should be announced at least three weeks in advance and allow for
       all qualified applicants.
   2. At the election, nominations should be made and seconded.
   3. After nominations and speeches, an anonymous written ballot should be taken.
   4. Upon counting the results, place the ballots in an envelope and seal the flap by
       signature. This is part of the club's annual records and should be kept on file in the
       sport club office in the Student Union.
   5. Report election results to the Program Assistant, including each officer's name,
       phone number, and e-mail by using the Officer Contact Information Form
       (available in the sport club office). If elections take place at the end of the year,
       make sure to also include a summer address and phone number for each of the
       officers.

It is recommended that each club have provisions in the constitution for replacement of
officers who are unable to serve due to personal situations, school requirements or other
circumstances that may arise during their term.
                                SECTION 2: Budget

2.0 Overview
The purpose of a budget is to establish a sound financial record for club activities. Once
the budget is created, it is used as an instrument to plan for future events, provide an
accurate historical record for new officers, and finally, as a means to determine to what
extent support is needed in the form of an "Allocation." Allocations are made from funds
provided by Activity and Service fees to support four major areas:

-FEES
-EQUIPMENT
-TRAVEL
-PERSONNEL

2.1 Applying for an Allocation
At the spring general session (explained in Section 7), budget proposals will be covered
and a deadline for budget presentations established. A budget year begins July 1st and
ends June 30th. The budget request is divided into four major categories: Fees,
Equipment, Travel, and Personnel.

Steps to Apply for an Allocation:
   1. Clubs will need to print off a copy of the Budget Proposal Packet from the
       website or pick up a copy from the sport clubs office. Packets will also be made
       available at the spring general session.
   2. The packet will need to be filled out in its entirety and turned into the sport clubs
       office by the established deadline. All forms included in the Budget Proposal
       Packet must be filled out correctly or the application will be rejected.

PENALTY: Clubs that fail to submit a Budget Proposal Packet by the appropriate
deadline will be penalized 25% of their allocated amount, with an additional 5%
penalty for each additional day of tardiness for the upcoming year or for the
remainder of the current school year, whichever amount is greater.

   3. Clubs will be required to set up a budget proposal presentation to be heard by the
      SCC. This presentation should focus on how the club meets the principles
      established by the Office of Recreational Services and justifies the spending and
      proposal of funds. To set up this meeting, the club should contact the Program
      Assistant and sign up for an available time.

   4. The club may designate whomever it would like to present. However, each club
      officer should be present during this presentation. Faculty and advisors may not
      present on behalf of the club. This presentation should last no more than 15
      minutes (MS power point suggested) with an additional 10 minutes allotted for
      questions by the SCC. Each club will be required to bring their own equipment
      (computer, visual aids, etc.) to this meeting.

PENALTY: Clubs that miss their scheduled budget proposal with the SCC will be
penalized 50% of their allocated amount for the upcoming year or for the
remainder of the current school year, whichever amount is greater.
   5. After the presentations, the SCC will propose a budget to the Director of
      Intramurals and Recreational Services and the Director will initiate the rest of the
      budget process. Once funds have been allocated for the upcoming fiscal year, the
      SCC will reconvene to determine individual club allocations.

   6. Individual clubs will be notified of their budget allocation once the SCC has
      determined individual allocations. This will most likely take place during the
      month of August (ideally at the Fall General Session, see section 7).

   7. Funds will only be released to clubs that have completed the annual registration
      process in the fall semester.

2.2 Fees
This budget line does not roll over to the succeeding year, and cannot be combined or
transferred to another line. This budget line is used to pay for:
             • Local, regional or national governing body fees and/or dues for the entire
                club – not for individual club members.

2.3 Travel
This budget line does not roll over to the succeeding year, and cannot be combined or
transferred to another line. This budget line is used to pay for:
             • Tournament entry fees
             • Vehicle rentals
             • Gasoline
             • Road tolls
             • Hotel or Lodging
             • Airfare (special consideration only)

These funds are REIMBURSEMENT only or will be charged directly to your club’s
account. NO CHECKS/CASH WILL BE ISSUED IN ADVANCE for travel. Upon
returning from your trip, you must turn in all receipts, and the hotel receipt must be
itemized and show a zero balance. A list of travelers and their CNU ID number must
also be provided upon return to verify their attendance (Travel Voucher). Never spend
personal money and expect to be reimbursed without prior written approval.

2.4 Equipment
This budget line does not roll over to the succeeding year, and cannot be combined or
transferred to another line. This budget line is used to pay for
            • Equipment and/or facility rental only.

NOTE: Equipment storage space on campus is limited and clubs may find that they do
not have any space to store equipment. The recreation storage cage in The Freeman
Center may not be used for sport club equipment. Major purchases of size and/or price
(All purchasing over $250 or purchasing that is over 25% of your total allocated amount)
should be brought to the attention of the DIRS. All purchasing will be monitored
carefully to insure that each club is spending its allocation on equipment wisely.
2.5 Personnel
This budget line does not roll over to the succeeding year, and cannot be combined or
transferred to another line. This budget line is used to pay for:
            • Coaches (No greater than 25% of allocated amount may be used to pay for
                a coach)
            • Instructors
            • Judges who are working with the club during regular practices or as a one-
                time guest instructor.
            • Referees and officials when a club hosts an event.

2.6 Special Request Funding
There may arise situations in which clubs need to request funds for events that come up
on short term notice, because of team or individual accomplishments (i.e. qualifying for
the National Championships) etc. In this event, clubs may request for additional funding
through the ORS. Please follow these steps for special request funding.

Applying for Special Request Funding:
  1. Print off a Special Request Funding Form from the sport club website or pick up a
      copy of the form from the sport club office.
  2. Fill out the form in its entirety.
  3. Attach any flyers or documents that will support your request.
  4. Submit the request to the Program Assistant.
  5. The PA and DIRS will overlook the request and determine an outcome. NOTE: If
      travel is involved do not hesitate to request this funding so that all Prior Approval
      to Travel Forms are submitted at least six weeks prior to the event. Also, this is
      only a request for funding. There are no guarantees that monies will be allocated
      to the club.

NOTE: Food CANNOT be paid for with Allocated funds. Only Revenue/Profit Account
or Foundation Account funds can pay for food. See section 4 for complete details on
these two accounts. No alcohol can be purchased with any funds.
                  SECTION 3: Fundraising and Sponsorships

3.0 Overview
In accordance with Principle 3 of the sport club philosophy, clubs need to actively work
to fund their activities. This does not mean that clubs will not receive allocations from
the University.

Fundraising benefits your club in many ways. One, it creates bonds with club members
outside of practice and game situations. Two, it promotes your club to the local
community (who may also be potential fans or spectators). Three, it helps to further the
advancement of your club on campus by showing a commitment to consistency and
quality.

All fundraising ideas should be discussed with the DIRS before hand. When planning a
fundraising event, take careful consideration to the type of event you are holding and the
location. Venues or events that are inconsistent with NCAA policy (gambling, etc.) will
be prohibited. Holding socials at events such as bars, taverns or clubs are not consistent
with University practices. These are also prohibited.

Any organization charging a fee for an event or selling refreshments at an event must
adhere to a number of guidelines. The organization should establish its admission price
and clearly document it in their publicity and promotion for the event. They should use
numbered tickets, or some other accurate means of documenting the number in
attendance. Money that is collected must agree with the number of attendants.
Attendance records and all event related collections are subject to audit by the
Department of Athletics, Business Manager, the Director of Recreational Service and the
Director of Athletics.

Please be sure to include a description of service or items sold, as well the number of
units sold and unit price when depositing fund-raised dollars.

To ensure a quality fundraising event or service, please follow these steps:
   1. Compile a letter addressing why your club is fundraising and why you have
      chosen the potential event, venue and/or location.
   2. Set up a time to meet with the DIRS to discuss this fundraising event. Keep in
      mind things such as:
          a. Who will be working it?
          b. Will you be asking for donations or must the customer pay?
          c. Will food be needed?
          d. Is it cost effective?
   3. If approved, you will be able to hold the fundraising event and will be expected to
      deposit your raised money into your Revenue/Profit account. These fundraised
      monies are your clubs to use in any way (the exception is the purchase of alcohol)
      and roll over from year to year.

3.1. Proactive Fundraising Concept
In time, the following provision will be enacted to ensure that clubs are working to
fundraise for the betterment of their club. Though it is currently inactive, this provision
may go into affect at any time under the discretion of the DIRS.
Clubs are expected to raise money in order to receive their allocated funds. Initially,
clubs will receive 50% of their allocated amount. They will be required to raise 25% of
their allocated amount through fundraising (not by DUE charging) in order to receive the
final 50% of their allocation. This must be done during the fall semester (or first
semester they receive an annual allocation).

PENALTY: Failure to raise the required 25% of funds during this first semester
will result in the club forfeiting its remaining funds for the rest of the fiscal year.

For example, the Tennis club was allocated $1000 prior to the fall semester. $500 was
immediately released for their use. The club must now raise $250 (or 25% of their
allocated amount) in order for the remaining $500 to be released. This must be done
prior to the start of the spring semester.

In addition, the club must raise 25% of their allocated amount during the spring semester
(or over the summer) or the second semester of their allocation. This money must be
raised before the club is allowed to receive an allocation for the upcoming year (i.e. next
fiscal allotment).

PENALTY: Failure to raise the required 25% of funds during this second semester
will result in an automatic 25% decrease in allocated funds for the upcoming fiscal
year.

For example, the Tennis club was allotted $1000 prior to the fall semester. Having
successfully completed its fundraising requirement during the fall, the club had to raise
an additional $250 during the spring (or 25%) of its allocated amount. However, the club
was unable to do so, even though they had from January 1-late August to complete the
task. Thus, their allocation for the next academic year was decreased by 25%.

3.2 Sponsorships
Clubs are allowed to gain sponsorships and donations from local, regional or even
national companies. However, this must be done with the utmost caution as targeting
some companies may negatively affect the Department of Athletics, the ORS or the
University. Clubs should never ask for donations/sponsorships from organizations
without the written approval of the DIRS. University Advancement and the Director
of Development for Athletics will also be involved in sponsorship processes.

If you club is seeking sponsorship you should set up a meeting with the DIRS and bring
information on the potential organization you will be targeting similar to the process for
fundraising ideas.
                SECTION 4: Budget Management and Protocol
4.0 Overview
It is the responsibility of the club treasurer to ensure that all activity within their club’s
account is documented and kept on file. Using an MS Excel spreadsheet or other
computer program can help to develop an accurate record of budget activity.

The DIRS/DOA Business Manager will inform the club if they are near their spending
limit for the entire year but ultimately the club should be responsible for EACH and
EVERY action that affects their account status.

NOTE: All purchasing over $250 or purchasing that is over 25% of your total allocated
amount should be brought to the attention of the DIRS before the DOA Business
Manager is consulted.

The following sections have been compiled so that clubs may efficiently execute the
various tasks that will affect their budget:

4.1 Process for Applying to Travel for an Event:
    1. All travel and associated expenses must be approved at least SIX WEEKS prior to
       the date of travel. Prior Approval to Travel forms are available in the sport club
       office. Clubs that know their dates of travel during the yearly registration period
       should submit their schedules and Prior Approval to Travel forms with their
       registration packets.

    2. Clubs should first address any travel with the DIRS. Questionable travel concerns
       may also be brought to the attention of the Director of Athletics.

    3. After approval from the DIRS, clubs wishing to travel will submit the Prior
       Approval to Travel form to the professional in charge of Program Support in the
       Department of Athletics. THIS FORM MUST BE SUBMITTED AT LEAST SIX
       WEEKS PRIOR TO TRAVEL.

    4. Club designees should contact the Program Support professional by phone or
       email prior to stopping by the office.

                        Contact Information: Name: Cindy Sutphin, Program Support
                                            Phone: 757-594-8821
                                            Email: csutphin@cnu.edu

4.2 Purchasing
Purchase Orders (PO’s) are required for all purchases to be paid directly by the
University or reimbursements over $49.99. Before a PO is issued, your account balance
will be verified and you will be asked what you intend to purchase to determine if the
item is on state contract—meaning it must be purchased from a specific vendor. Once
your account balance is verified and you receive the “ok to purchase”, a PO will be
issued.

If you have been awarded a grant to make purchases you must have a copy of the
approved grant form when requesting the PO. In addition, the source of revenue must be
clearly stated on each PO. For example, if you are using private club funds you would
note “Revenue/Profit Account;” if you are using SAFF funds, you would note “SAFF
Account”.

Please keep in mind that only one PO will be issued at a time and no additional PO’s will
be issued until all outstanding paperwork is returned to the Department of Athletics,
Business Manager.

Failure to return paperwork to the ORS/Department of Athletics will result in suspension
of purchasing privileges or closure of account.

State procurement laws stipulate that all purchases over $4999.99 go out for public bid
and must therefore be processed by University’s Purchasing Office. Failure to comply
will result in loss of purchasing privileges in addition to personal liability.

CNU is TAX EXEMPT and should not be charged sales tax on any items purchased
using a Purchase Order; however, this exemption does not apply to lodging, prepared
meals, or purchases to be reimbursed. If a vendor needs a copy of our Exempt Certificate
please notify the Department of Athletics, Business Manager.

4.3 Process for Purchasing
    1. After determining your club’s needs and conducting research to find a suitable
       and trustworthy vendor you will need to pick up a Purchase Order. Purchase
       Orders (PO) are available through the Department of Athletics, Business
       Manager, and will only be issued to officers listed on the officer contact
       information form. The club treasurer should handle these duties.
    2. Fill out the Purchase Order form in its entirety.
    3. If the purchase is over $250 or more or purchasing that is over 25% of your total
       allocated amount please submit it to the DIRS for approval.
    4. After the DIRS approves the purchase (if applicable), you will forward the form
       to the Business Manager in the Department of Athletics. If the purchase is less
       than $250 you may forward it directly to the Business Manager.
    5. Club designees should contact the Business Manager by phone or email prior to
       stopping by the office (see contact information below).
    6. The equipment will be delivered to the sport club office in the Student Union.
    7. It is your club’s responsibility to keep track of purchased equipment through an
       inventory system.

              Contact Information: Name: Shanika Ellis, Business Manager
                                   Phone: 757-594-7288
                                   Email: sellis@cnu.edu

FILLING OUT THE PURCHASE ORDER
The following areas need to be completed on all PO’s
   • Date of order
   • EIN (Employer Identification Number sometimes called                  FID   Federal
       Identification Number) or Social Security for sole proprietors
   • Name and address of vendor
   • Vendor contact
   • Phone and fax number
   •   Any special instructions
   •   Description of item and item number
   •   Quantity of item ordered
   •   Quoted Price
   •   Total Amount

It is very important that you instruct the vendor to reference the PO number on all
packing slips and invoices.

The correct “Ship To” and “Bill To” address is noted on the PO. All goods should be
delivered to the CNU Warehouse unless there is a specific need for an inside delivery
such as an installation, set up, or testing requirement.

4.4 Pick-up Orders from Local Vendors
    1. Once your account balance is verified you will be given a PO to complete at the
       PO workstation. Much of the required information will be available in the Vendor
       Listing at the PO workstation, however if we have not dealt with a vendor in the
       past, you will need to contact the vendor to gather the required information.
    2. Once you fill in the required information, the Department of Athletics, Business
       Manager will sign the PO.
    3. You will then take the white copy of the PO to the vendor—all other copies of the
       PO remain at the PO workstation. Some vendors will keep the white copy others
       will not—this will vary by vendor.
    4. Once the purchase is completed you will return to the PO workstation, pull your
       PO from the pending file, attach the receipt/invoice, and submit to the Department
       of Athletics, Business Manager for review. All original paperwork received from
       the vendor must be attached to the OSA PO copy. Make copies of all documents
       for your club files.
    5. If everything is filled out correctly, the process is complete.

4.5 Local Vendors
Listed below are several local vendors that accept Purchase Orders.
                  Kmart                  Papa John’s           C&J Engraving
                   Farm Fresh             Pizza Hut            Trophy World
                    OfficeMax               CompUSA              Food Lion
                    Big Top                Printsables          5 Star Pizza
                      Ben Franklin            Kinkos                Lowes

4.6 Mail, Phone, Fax orders
The same procedure above applies with the exception of Step 3 and 4. The order will be
placed via phone or fax and at this point there is no additional paperwork to process.
Some vendors will require a hard copy of the PO, which may be faxed, and others will
take the number via phone—this will vary by vendor. It is your responsibility to contact
the vendor and place the order.

Once the order ships, the vendor will immediately mail an invoice to the University’s
Business Office. All invoices should be mailed directly to the Business Office to avoid
payment delays. The “Bill To” address is noted on the PO form. Once the PO is
completed, it is forwarded to the Business Office. The PO gives the Business Office
authorization to pay the invoice. At this point the transaction is complete. In the event
that an invoice is mistakenly mailed to the organization, the invoice should be forwarded
to the Department of Athletics, Business Manager as soon as possible.

4.7 Purchase Reimbursements
In order to be reimbursed for an approved club purchase, a sport club reimbursement
form must be completed and the original receipts should be attached to the form. These
forms are available online at the ORS website and in the sport club office. A club officer
must sign the form before it can be submitted to the ORS/Department of Athletics. An
officer cannot authorize a reimbursement to him or herself. A signature of a second club
officer is required to process the reimbursement request. All receipts will be turned in to
the Department of Athletics, Business Manager:

                      Contact Information: Name: Shanika Ellis, Business Manager
                                    Phone: 757-594-7288
                                    Email: sellis@cnu.edu


For travel-related reimbursement, the receipts should be turned in to the Program
Support professional (currently, Cindy Sutphin):

                      Contact Information: Name: Cindy Sutphin, Program Support
                                          Phone: 757-594-8821
                                          Email: stuphin@cnu.edu

4.8 Central Store Orders
Central store order forms are available in the sport club office and should be completed
or signed by a club officer, then forwarded to the Dept. of Athletics Program Support
Professional for processing. If the item you need is not available from the Central Store,
you may use an outside source.

                      Contact Information: Name: Cindy Sutphin, Program Support
                                          Phone: 757-594-8821
                                          Email: csutphin@cnu.edu

4.9 Process for Paying for Facility Rental
Before your club enters into any sort of a contractual agreement regarding facility rental
you need to clear this arrangement with the DIRS. If approved, you will submit the bill
for this rental the same way as you would for a regular purchase.

                      Contact Information: Name: Shanika Ellis, Business Manager
                                    Phone: 757-594-7288
                                    Email: sellis@cnu.edu



4.10 Procedure for Paying Coaches, Officials, or Outside Event Staff:
For special events and tournaments that are hosted by CNU sport clubs, only qualified
officials can be used. This is further illustrated in the Special Event Planning Packet.
Please refer to this packet for complete instructions on these two issues.
For Coaches- After your coach is hired they will be instructed to go to the
Administrative Assistant in the DOA to get on payroll. The DIRS will initiate this
process when hiring is complete.

For Referees- Payment of officials will be done by the Athletic Dept. Business Manager.
However, it will take up to 30 days for an official to be paid and cash payment on site is
not an option.

                      Contact Information: Name: Shanika Ellis, Business Manager
                                    Phone: 757-594-7288
                                    Email: sellis@cnu.edu
                           SECTION 5: Club Accounts

5.0 Overview
Organizations recognized by the Office of Recreational Services (ORS) are eligible to
open and operate a campus account; however, only organizations with SGA
representation are eligible to apply and receive SGA funding. SGA funding is generated
from Student Activity Fees, thus such funding is also known as “SAFF” (Student Activity
Fee Fund) money.

Financial Information will only be released to Officers listed on the Officer Contact
Information form. This form is a part of the Annual Registration Packet as well as the
Club Application Packet. Copies of this form are also available in the sport club office.
An updated recognition form must be submitted annually and as leadership changes.

There are two types of campus accounts. If your organization generates revenue and
receives SGA funding from the Finance Committee, you will have two accounts a
“Profit/Revenue” account and “SAFF” (Student Activity Fee Fund) account:

              •   SAFF Account- The “SAFF” account is used to record all Student
                  Government allocations and transactions involving such.
              •   Profit Account- The “Profit” account is used to record all non-SAFF
                  transactions.

5.1 Process for Opening a Campus Account
    1) To open an account, see the Business Manager in the Department of Athletics.
       Have available a copy of your Recognition Request form and Officer Contact
       Information form.

              Contact Information: Name: Shanika Ellis, Business Manager
                                   Phone: 757-594-7288
                                   Email: sellis@cnu.edu

   2) All SGA-funded financial transactions must flow through the organizations’
      campus accounts.

The following guidelines apply to all funds held in an on-campus account.

Campus accounts are monitored and managed by the Department of Athletics, Business
Manager and the DIRS in conjunction with each organization’s Treasurer. The fiscal
service provided by the ORS/Department of Athletics in no way relieves any organization
from maintaining detailed records. The goal of this service is guidance and instruction in
addition to ensuring record keeping integrity. Accurate accounting records must be
maintained at the club level.

Accounts with no activity for twenty-four months or longer will be classified as
“inactive” and any funds remaining in the profit account will be transferred to a general
fund and used for general campus programming.
Under NO circumstances can cash be disbursed. All transactions originate in the
ORS/Department of Athletics; however, final processing takes place in the University’s
Business Office by means of Purchase Order, Reimbursement Request, or Travel
Voucher. All payments are made via “check in the mail”. Please allow 7-10 business
days for processing.

5.2 Deposit Transactions
All checks should be made payable to CNU—not the individual organization

ALL monies earned by or collected by organizations must be deposited by the next
business day following receipt. No money intended for deposit is to leave the campus.
The only exception to this rule is for items sold off campus. In this specific instance, the
deposit may be done on a weekly basis however a daily transaction record is still required
and should be submitted with the deposit.

Club account deposit forms are available in the sport club office. A deposit form must
accompany each deposit and include detailed information regarding the source of
revenue. For example, if a deposit is being made for membership fees, there should be a
list of members who have paid attached to the deposit form or you may note this
information in the space provided on the form. It is also very important that all checks
have the student ID number noted—checks missing this information will not be accepted.

Deposits are to be made directly to the Department of Athletics, Business Manager.

               Contact Information: Name: Shanika Ellis, Business Manager
                                    Phone: 757-594-7288
                                    Email: sellis@cnu.edu

5.3 Bookstore Transactions
You may also purchase items from the CNU Bookstore using a Bookstore Requisition
form issued by the Business Manager in the Department of Athletics. Prior to receiving a
Bookstore Requisition form, your account balance will be verified. Once the purchase is
completed, the receipt or a copy of the receipt must be submitted to the Business
Manager.

               Contact Information: Name: Shanika Ellis, Business Manager
                                    Phone: 757-594-7288
                                    Email: sellis@cnu.edu

5.4 Campus Catering
The Business Manager must authorize all campus catering and food service requests. To
utilize this campus service, meet with the appropriate food service personnel, determine
the estimated cost of the food service, and bring the contract to the Dept. of Athletics
Business Manager for signature.

NOTE: BANQUETS OFF CAMPUS ARE CLASSIFIED AS TRAVEL—ALL
GUIDELINES BELOW APPLY. A list of all members in attendance must accompany
the Travel Reimbursement Request.
5.5 Requirements for Using a State Vehicle
   • Availability of STATE VEHICLES is VERY limited. Drivers must be licensed
      and employed by the University (student employees, as well as RA’s DO NOT
      meet this requirement). If your club has a coach on payroll with the University,
      they would be accepted.
   • Requests should be submitted to the Program Support Professional as soon as a
      need is determined. Availability will be checked immediately upon receipt of the
      request.
   • Date, destination, purpose, and period of use are required in order to check
      availability.
   • The activity must be registered with the Office of Recreational Services.
   • The vehicle must be used for official use only.
   • Out of state requires special permission from the Office of Recreational Services.

Please note that your organization will be charged for use of state vehicles-approx .22 per
mile. When you pick up the keys from Plant Operations, you should also receive a gas
card. Use this card for gas purchases- the cost of gas is included in the per mile rate.

                      Contact Information: Name: Cindy Sutphin, Program Support
                                          Phone: 757-594-8821
                                          Email: csutphin@cnu.edu
                        SECTION 6: Starting a New Club

6.0 Overview
When reviewing applications for membership in the sport club program at Christopher
Newport University, there are five criteria that the SCC will review. These criteria are as
follows:
    1. All sport clubs must be competitive activities that are physical and athletic in
       nature. Exceptions may be given to clubs which possess an alternative
       recreational outlet.
    2. Sport clubs must have a national or regional governing/sanctioning body and be
       able to provide proof of that membership.
    3. Sport clubs must compete against outside competition.
    4. All participants must have Medical Insurance and provide the Office of
       Recreational Services with a copy of their individual policies.
    5. Sport clubs must administer a student lead “in-club” training program for future
       officers that proactively advance the effectiveness of the student organization.

The process for becoming a Sport Club at Christopher Newport University is as
follows:
    1. Any student organization wishing to become a sport club must print out a copy of
       the Club Application Packet from the website or pick up a copy of this packet
       from the sport club office in the Student Union. A club must have at least five
       potential members interested before they initiate this process.

   2. The interested group of students must fill out all the appropriate forms included in
      this packet. They must abide by all deadlines. No applications are accepted during
      the summer. However, the application is good for one year from the day it is
      submitted and may be kept on file in the sport club office for future consideration.

   3. The officers of the potential club will need to schedule a presentation date with
      the sport club PA to present their application to the SCC.

   PENALTY: Failure to attend the scheduled presentation will result in the
   application process for the potential club being terminated immediately. The
   club will have to wait 60 days before they are allowed to present again. If this
   time frame leads into the summer months (when no new clubs may be added),
   then the 60 day time frame will carry over into the fall semester.

   4. The potential club will present to the SCC

   5. After the presentation to the SCC is completed, the SCC will deliberate and either
      approve/disapprove the club. This deliberation may take up to 7 working days.
         a. Various factors may contribute to the non-approval of the requested group
              of students including: budget constraints, similarity with existing clubs,
              student involvement, poor presentation or communication with the ORS,
              etc.

   6. If approved, the club will be activated and the officers notified by phone and/or
      email. They will also receive a letter of recognition from the Office of
   Recreational Services. If clubs are denied membership they will receive a letter
   from the Office of Recreational Services. Clubs that are initially denied may
   reapply after 60 days and may ask for additional help with the DIRS or the sport
   club PA to help facilitate this second process.

7. The “new” club will be put on a one year probationary period in which they
   will be included as part of the Office of Recreational Services sport club program
   and will be expected to abide by all policies of the ORS. This probationary period
   has been established to improve the overall quality of the sport club program and
   to ensure that the club has the intention and motivation to stay organized for a
   long period of time.

PENALTY: At the discretion of the SCC, any failure to abide by these policies
during the probationary period will be grounds for immediate removal from the
sports club program.

8. From the date the SCC hears the proposal and approves the new club, the club
   must wait one semester (not including summer) before they are eligible for special
   request funding and two semesters (not including summer) for an annual budget.

9. Clubs that apply in the fall semester will be eligible for budget allocations the
   following fall semester. Clubs that apply in the spring semester will be eligible
   for budget allocations the following spring semester.

10. Clubs will be expected to submit budget proposal packets even if they will not be
    receiving funds. This educates the club in the processes of the budget allocation
    procedure and the sport club program.

11. Clubs will be allowed to charge membership dues and are expected to fundraise
    during this probationary period.

12. Clubs may apply for a “Start-Up” budget that is only available for new clubs.
     SECTION 7: Registration and Requirements of Existing Clubs

7.0 Yearly Registration of Existing Sport Clubs
All sport clubs must complete the registration process every year. Annual Registration
Packets will be made available on-line, in the sport club office in the Student Union and
at the fall general session. Clubs must register with the ORS within the first THREE
weeks of the fall semester.

The Annual Registration Process is as follows:
Print off a copy of the Annual Registration Packet from the sport clubs website, or pick
up a copy from the sport clubs office in the Student Union. Packets will also be available
at the fall general session.

   1. Completely fill out each form in the packet. Incomplete packets will not be
      accepted by the ORS. PAY CAREFUL ATTENTION TO THE DEADLINES.
      DO NOT WAIT UNTIL THE THIRD WEEK OF CLASSES TO FINISH THIS
      PROCEDURE.

   2. Turn in the completed packet to the sport club PA in the sport club office of the
      Student Union. Pay close attention to the registration deadline.

   PENALTY: Failure to meet the registration deadline will result in a 25%
   decrease in the funds allocated to the club for that academic year. An additional
   5% decrease for each additional late day. In addition, these occurrences may be
   grounds for removal from the sport club program for the upcoming academic
   year.

   3. Schedule a registration appointment with the sport club PA. At this time, the club
      designee will sit down with the PA and the packet will be reviewed. This
      appointment may take place after the registration deadline, but should be done
      soon thereafter.

PENALTY: Clubs that fail to attend their registration appointment with the Sport
Club Program Assistant will be penalized 25% of their allocated amount. A second
missed appointment will result in a suspension of all funds and may be grounds for
removal from the sport club program for the upcoming academic year.

   4. Once the PA has held the registration meeting and the packet has been approved,
      the club’s funds will be released.
   5. Pick up a Club Notebook at the time of the registration appointment.

7.1 Club Notebook
At the time of registration appointment each club will be furnished with a notebook from
the ORS. This notebook is the responsibility of the President of that club and must be
present at any of the club’s events (including practices).

Included in this notebook will be a copy of the SPORT CLUB MANUAL, TEAM
ROSTER FORM, ORS Contact information and Athletic Department Emergency Action
Plan, and a copy of each individual’s INSURANCE POLICIES. THESE FIVE
ARTICLES ARE MANDATORY for inclusion in this notebook. Any other useful
information the club would like to put in their notebook (schedules, meeting dates, etc.) is
encouraged. This is done for risk management purposes. Take care of the notebook and
make sure it is in a safe place at all times on site, it includes personal information about
club members.

7.2 General Sessions
There will be two general sessions each year. Each club is required to have TWO
REPRESENTATIVES at these meetings. It is encouraged that clubs alert ALL their
officers to attend these meetings to learn how the system works. Members attending the
meeting are responsible for discussing and dispersing the information to the members of
their club.

Club representatives should be present for the entire meeting. Roll call will take place at
the beginning of the session. Locations and reminders will be sent out over e-mail.

PENALTY: Failure to attend a General Session will result in a 25% penalty in
allocated funds. A second absence in the same academic year will result in a
suspension of all funds and may be grounds for removal from the sport club
program for the upcoming academic year.

Fall General Session
The Fall General Session will take place within the first week of classes of the fall
semester. Topics discussed in this session will include:

               •   Introductions of the DIRS, the Sport Club Program Assistant, Sport
                   Club Council members, and all other parties involved.
               •   A general overview of the ORS organizational structure, philosophy
                   and duties.
               •   A general overview of the sport clubs program.
               •   Yearly Registration including:
                       o Insurance and Liability
                       o Travel
                       o Facility Reservations
               •   Budget Management including:
                       o Travel reimbursement
                       o Equipment purchasing
                       o Facility Rental
                       o Coaching

Spring General Session
The Spring General Session will take place in the first week of classes in the spring
semester. Topics discussed in this session will include:
          • Introductions
          • Call for open SCC positions or Program Assistant Position
          • Budget request procedure for upcoming academic year
7.3 Educational Workshops
In addition, the ORS will provide several workshops through out the year that highlights
ways to improve the sport club. Some of the concepts of these workshops may include:
    • Fundraising
    • Scheduling outside competition
    • Improving the quality of play
    • Professional development within sports
These workshops will be mandatory for certain club officers in some cases and will be
voluntary in other cases. For mandatory meetings the following protocol was adopted,
similar to that of the General Sessions:

PENALTY: Failure to attend a Mandatory Workshop will result in a 10% penalty
in allocated funds. A second absence in the same academic year will result in a
suspension of all funds and may be grounds for removal from the sport club
program for the upcoming academic year.

NOTE: In all cases where a club does not have allocated funds and fails to attend
mandatory sessions or abide by specific deadlines, the ORS has the right to suspend that
clubs practices and/or remove them from the sport club program.
                          SECTION 8: Risk Management
8.0 Team Roster Form:
Each club must submit an “original” team roster form with their registration packet. This
team roster form will be kept on file in the sport club office at all times and copies of it
will be made for the club president. The club president is responsible for keeping a copy
of the updated team roster form on site during any of their club’s activities (in the club
notebook). Meaning, each time there is an addition to the original, a copy should be
made for the club notebook by a member of that club.

No participant can compete in sport clubs at CNU without:
   1. Signing the original team roster form kept on file in the sport clubs office.
   2. Providing the sport clubs office with a proof of medical insurance.
   3. For Aquatic Sport Clubs Only- providing a copy of the appropriate swim test,
       lifeguard certification, etc, to the sport club office.

NOTE: All coaches must have First Aid/CPR certifications and this certification
must be kept on file with the ORS. All club officers must be certified in First
Aid/CPR. Certifications can be done for free at The Freeman Center. These classes
typically last no more than 6 hours and are free of charge to CNU students. First Aid
certifications last for three years and CPR certifications last for one year.

Clubs officers MUST communicate to prospective members that they must complete the
items mentioned above before participating.

Participants may join the club “on-site” by signing a copy of the team roster form.
However, this is not a substitute for signing the original team roster form. The copy only
covers that participant for that first, original participation. Afterwards, that participant
will not be allowed to play on the club without signing the original team roster form.

No sport club should operate without keeping a file of the certifications and an updated
team roster form in their club notebook.

PENALTY: Any club found to be using a participant who has not signed the
original team roster form will receive a 5% financial penalty to their allocated
amount per individual.

8.1 Proof of Insurance
Each participant listed on the team roster form must have a proof of insurance on file
with the ORS. Team roster forms will NOT BE ACCEPTED if the names on the roster
do not correspond with the proof of insurances and vice versa. This proof of insurance
will be kept in the club’s file in the sport club office. Copies of the proof of insurance for
each individual should be kept in the club notebook and should be readily available at
any club event (including practices).

PENALTY: Any club found to be using a participant who does not have a proof of
insurance on file in the sport clubs office will receive a 5% financial penalty to their
allocated amount per individual.
8.2 Aquatics Certifications-Aquatic Sport Clubs Only
Passing a basic swim test is a requirement for anyone wanting to become a participant of
an aquatic sport club. A current Lifeguard Certificate or WSI card is acceptable.
However, SCUBA cards and other swim tests are not acceptable. This certification will
be kept in the club’s file in the sport club office. Copies of the certifications for each
individual should be kept in the club notebook and should be readily available at any club
event (including practices).

PENALTY: Any aquatic sport club found to be using a participant who does not
have a valid aquatic certification on file with the sport club office will receive a 5%
financial penalty to their allocated amount per individual.

8.3 First Aid/CPR Certifications
All sport club officers must have a copy of a valid First Aid/CPR certification on file in
the sport club office. From time to time, first aid and CPR classes will be held in The
Freeman Center for free. Club members should contact The Freeman Center to find out
when these classes are. It is suggested that all sport club participants become certified.

PENALTY: Any sport club found to be using a club officer who does not have a
valid First Aid/CPR certification on file with the sport club office will receive a 5%
financial penalty to their allocated amount per individual.

8.4 Participant Safety, Prevention and Emergency Response Insurance
The University does NOT hold a blanket insurance policy on Recreational Services
participants. Consequently, all club participants must purchase some type of
comprehensive accident-health insurance. All financial responsibility rests with the
participant. Club officers should notify their members of this fact.

8.5 Athletic Trainers (AT's)
Recreational Services do not provide athletic trainers for sport club teams or events.
Clubs may employ their own trainers for events by going through the appropriate steps
highlighted in earlier sections of this manual.

8.6 Prevention through Conditioning
There are several places on campus to condition yourself and your club through workouts
and education. These include the Trieshmann Health and Fitness Pavilion and The
Freeman Center. In addition, the nearby Noland Trial provides space for outdoor jogging.

These programs provide education, personal fitness profiles, exercise logging, and
nutritional and dietary analysis. The fitness centers can also provide a one-on-one
training appointment for those interested in setting up a workout program. A
comprehensive conditioning program can both enhance performance and prevent injury.
                   SECTION 9: Facility Reservation and Use

9.0 On-Campus Facility Reservations
Facility reservations for practice times, meetings and special events or tournaments are
limited by the Office of Recreational Services and the Department of Athletics.

Space is very limited. Currently, there are only two areas on campus that sport clubs may
practice, The Freeman Center and James River field (Tennis may use the varsity tennis
courts). Due to this reason a priority level has been established. Athletics will receive
top-priority over field/court space. Intramural sports will receive secondary priority over
field/court space. In addition, outside organizations, special events and other non-sport
clubs on campus may request space in which sport clubs will need to compete with for
adequate time and space. This means that a continual week to week schedule may not be
possible.

Sport clubs are strongly encouraged to look off-campus if their practice or reservation
needs are more than can be accommodated.

To reserve practice times and facilities each club should follow these steps:

Process for Requesting Facility Space:
   1. Print off a copy of the Facility Request form from the website or pick up a copy
      from the sport clubs office.
   2. At the beginning of the semester, submit a Facility Request form to the
      appropriate professional in the Department of Athletics (mentioned on the form).
   3. The Department of Athletics has final say over the designation of practice times
      for sport clubs. These are ONLY REQUESTS. There is no guarantee your club
      will receive what it has requested because we seek to be fair to all clubs who
      request practice times and facility space. Consideration is given to equitably
      accommodate all clubs.
   4. Once the club receives confirmation of the requested time, the practice time is a
      binding agreement between the club, the ORS and the Department of Athletics. If
      practice should be canceled for any reason, a club officer must contact the same
      professional it made the reservation with as soon as possible. If the club is
      negligent by either not using their practice time or canceling too many practices,
      with or with out notification, the club will be asked to stand before the SCC where
      the club's status with the sport clubs program may be in jeopardy.
   5. Clubs must post practice times on their website.

9.1 Off-Campus Reservations
Clubs are responsible for booking and reserving off-campus facility space. Copies of
rental agreements and all other forms regarding the rental or reservation of off-campus
venues must be kept on file in the sport clubs office. Each club MUST speak with the
DIRS before engaging in any contract with an outside venue. DO NOT ENTER INTO
ANY SORT OF A CONTRACT WITH AN OUTSIDE VENUE UNTIL YOU HAVE
SPOKEN WITH THE DIRECTOR of INTRAMURALS and RECREATIONAL
SERVICES.
                        SECTION 10: Event Management

10.0 Hosting an Event
Clubs should print off a copy of the Special Event Planning Packet from the website or
pick up a copy of this packet from the sport club office if they wish to host an event.

All events hosted by sport clubs, whether on campus or off campus, must be approved by
the ORS as the sponsoring and responsible University department. Hosting an event,
game, match, seminar, tournament - is one of the most popular functions of any sport
club. However, there are a number of policies and procedures that must be followed to
ensure that all events meet University standards. The best way to insure compliance and
quality is to stay in constant communications with the ORS throughout the planning,
implementation, and evaluation phases.
Some Things to Remember when Planning an Event
       • Reserve your facility early.
       • Utilize your sport's governing body's resources in scheduling and marketing.
       • Consult with the Sport Clubs PA and DIRS frequently. Don't be afraid to ask
       any questions.
       • Keep accurate records.
       • Require all your members to contribute their time and effort.
       • Receipts must be kept for all purchases. Write receipts for all entry fees, t-shirts,
       and other money received.
       • Arrive early the day of the event and be prepared to stay late. Do not risk the
       safety of participants in order to complete an event. (i.e., lightning, rain, fight)
       • Be punctual and timely.
       • Put as much effort into clean-up as you put into the other more enjoyable aspects
       of the event.
       • Complete all financial reports ASAP.
       • Utilize all available resources at all stages of your program.
10.1 Special Event Planning Packet
The Special Event Planning Packet must be completed when hosting an event on site
whether that is a single game or a multi-day tournament. If planning an event please
consult with the DIRS for further instructions.

10.2 Charging Entry Fees
Entry fees (if applicable) should be based on market average, reasonable club needs and
expectations for the event.

10.3 Event Marketing
Marketing can be the key to a successful event. Many sports governing bodies publish
event calendars that can be very helpful in planning and scheduling. Others make
available mailing lists to their members. Such lists are an excellent means of marketing
an event.
Special Equipment Needs- The purchase of any special equipment, including t-shirts
and trophies, is essential to planning an event. The turnaround time between ordering and
delivery of items purchased with A&S funds can be extensive. Please plan accordingly.

Maps and Directions-Always include a map to the special event’s particular venue on
any off campus publicity.

10.4 Day of the Tournament
Setting-Up- It goes without saying that the day of any major event is a hectic one.
Someone from the club should be on site well in advance of the scheduled starting time
and conduct a comprehensive safety inspection of your venue and benefit set up.
Some clubs prefer to set up the night before. This is a very efficient use of time,
especially if you have an early start time or extensive preparation needs. Clubs that
choose to do their set up the night before need to make those arrangements with the ORS
when they are making their facility reservations. Safety inspections should still be
conducted the morning of the event.

Registration Tables- In addition to safety inspections, a club should also set up the
check-in/registration table. The following items need to be a part of all registration tables:
       • Change (ones and fives)
       • Participant waiver forms (available in the sport club office)
       • Receipt books, sales log, cash register, or money bag.
Receipts must be written for all money that changes hands. This includes T-shirts, entry
fees, or other fundraising items. These receipts are more for University accounting
purposes than the people paying the entry fees.

Off-Campus Participants- Off campus participants should sign a participant waiver
before competing. This includes any and all traveling clubs or individuals who participate
in a sport club event on campus. Many sports governing bodies have their own liability
waiver forms for a sanctioned event. Both these and the CNU document should be used.
Off campus participants must be informed that Christopher Newport University DOES
NOT carry any type of accident/health insurance. Any injured participant will be
responsible for any and all medical expenses they may incur.

10.5 After the Tournament-
Event Accounting and Summary- Financial documentation should be completed
ASAP. Receipts and other records should be delivered to the DOA Business Manager
office the first business day following the conclusion of the event. Clubs should also
write an evaluation for their history file. This will greatly assist the operation of the event
in future years.
                 Section 11: Marketing and Communications
11.0 General Overview
Clubs are responsible for the promotion of their organizations. The ORS will include
sport clubs in its general marketing plans but will not target promotion of specific clubs.

There are several university policies regarding promotion and publications. Clubs should
defer to the Student Handbook or this manual for complete descriptions of lawful
marketing, the use of the sport club office, and other areas classified as promotional.

However, the ORS does have some specific requirements for marketing that must be
followed by all sport clubs, these include:

Printed Material- Printed material includes examples of the following:
   • Posters
   • Flyers
   • Handouts
   • Brochures
   • Calendars
   • Banners (non-painted)

In most cases, clubs will post flyers and distribute handouts for upcoming games,
matches, or informational/recruiting sessions. When making promotional material, the
ORS requires that you include the following text. The text should be bolded and centered
at the bottom of the document:

Line 1: Sponsored by the Office of Recreational Services
Line 2: recreation.cnu.edu

Make sure that material is posted error-free and that it looks professional. Clubs may
also use the Captain Chris logo adopted by the ORS (pictured below) on their
promotional items:




Posting Material on Campus-Sport club promotional material can be posted on any
SGA Ok’d bulletin board on campus. It may not be posted on the Intramural Bulletin
Board in the Trieshmann Health and Fitness Pavilion.

Website- Clubs are required to keep an up-to-date website with match, practice and club
officer information on it. The ORS website (recreation.cnu.edu) has a portion devoted to
sport clubs and will enable each club to link its personal site to the ORS site. Each club
must keep a website. There are no exceptions!
                        SECTION 12: The Sport Club Office

12.0 Overview
By holding an office in the Student Union, the sport club program has agreed to the
following provisions regarding the operation and use of student organization office space:
1. A student organization access information form must be submitted no later than the
   last day of classes in the spring semester. This form notes who is allowed access to
   the office.
2. Student organization offices shall always be locked when unattended.                Any
   unattended office found open will be locked.
3. The Office of Student Activities is not responsible for any missing, stolen or damaged
   items in the student organization offices. Thefts from and damage to any student
   organization office must be reported to both University Police (594-7053) and the
   Office of Student Activities (594-7260).
4. Dispose of trash in proper containers. Offices, that regularly violate this rule, may be
   charged a cleaning fee. Sweeping and trash disposal is provided by the Student
   Union staff.
5. The hallways in the Student Union may not be used by any organization for storage
   space or activities of any kind. Hallways shall remain clear at all times.
6. Smoking is not permitted in the student organization offices or University buildings.
7. Electrical appliances are not permitted to be used in student organization offices
   (including space heaters, microwaves, refrigerators, etc.)
8. Loud music is prohibited.
9. Each office will be provided with a desk and filing space and chairs. If the
   organization wants to purchase additional equipment, they must notify the Business
   Manager in Student Life before proceeding. The requesting organization is
   responsible for any and all expenses.
10. Student organization office assignments are non-transferable.       Only student
    organizations which have been assigned a space may conduct business in its assigned
    space.

11. Any damage to an office or the furniture supplied by the University may result in
   fines or loss of the privilege of having an office. An inventory of all furniture and the
   condition of the office will be conducted at the beginning of each year and at the end
   of the year.

12. If an organization loses a key to the office, it may be assessed a fee for lock changes.

13. Any activities conducted within a student organization office that violate federal,
   state, local laws or University policy may result in the organizations eviction from its
   office and/or judicial proceedings.
14. The student organization must maintain regular office hours and usage of space.
   Any office space not being utilized on a regular basis may be revoked. This is to be
   determined by the Student Union Board and/or the Director of Student Activities.
15. The Student Activities administration or the Student Union Board may establish
   additional guidelines. All organizations will receive written notification.

In addition, the ORS required that all clubs have office hours each week. ONLY Club
officers may use the office at this time. Make valuable use of this opportunity for
research, contacting other universities, planning, meetings, working on your club’s
website, creating marketing material, etc. Clubs will be allotted 3 hours per work in
which to use the office.

Failure for your club to use the office during your allotted time may result in suspension
from the sport club program as it puts the ORS at jeopardy of losing this valuable office
space.

Any fees charged for damage, etc. occurring on behalf of your club will be charged to
your club’s account.

The office space will also be used by the Program Assistant for sport clubs and the SCC.
The PA, SCC and each individual club will have a schedule posted to ensure that
complications do not arise.




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