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					2010-2011 PURDUE UNIVERSITY
CLUB SPORTS OFFICER HANDBOOK
  Club Sports Directory
  2      Office Information
  2      Recognized Clubs

  Club Awards
  3      2009-2010 End of Year Awards

  Rules and Regulations
  4      Mission, Vision, Values
             Division of Recreational Sports
             Club Sports
  6      Personnel
  7      Club Sports Recognition
             Becoming a Club Sport
             Continuation as a Club Sport
  8      Membership & Participation
  8      Officer Descriptions & Responsibilities
  9      Equipment & Supplies
  10     Services
  10     Facility Usage
             Scheduling Guidelines
             Home Events
             Field & Facility Usage Policies
  12     Travel
             Travel Policies & Procedures
             Transportation Services Guidelines
  14     Standards of Conduct
  16     Risk Management
             Safety Checks
             Emergency Response
             Health Coverage
  20     Financial Support
  22     Club Classification & Compliance
             Classification
             Compliance Guidelines

  Calendar
  26     2010-2011 Important Dates & Deadlines

  Appendix
  27     Sample Club Sport Forms
OFFICE INFORMATION

Club Sports Office Information
Recreational Sports Center, Room 107                  NOTE:
355 Martin Jischke Drive                              *The Recreational Sports Center will be closed for
West Lafayette, Indiana 47907                         renovation starting January 2011. RSC offices will
Recreational Sports Center Phone: 765.494.3109        be relocated to the basement of Shreve Hall.
Club Sports Phone: 765.494.3118
Fax: 765.496.1163
Website: http://www.purdue.edu/RecSports

Professional Staff
Michelle Williams, Assistant Director – Club Sports
Division of Recreational Sports
RSC, Room 107A
Phone: 765.494.3122
E-mail: mwilliam@purdue.edu

Pam Pence – Clerical Support
Division of Recreational Sports
RSC, Room 107
Phone: 765.494.3118
E-mail: pep@purdue.edu



RECOGNIZED CLUB SPORTS


Aikido                                                Rugby, Men’s
Archery                                               Rugby, Women’s
Badminton                                             Running
Crew                                                  Sailing
Cricket                                               Soccer, Men’s
Fencing                                               Soccer, Women’s
Gymnastics                                            Tae Kwon Do
Ice Hockey, Men’s                                     Trap & Skeet
Judo                                                  Triathlon
Karate                                                Ultimate Frisbee, Men’s
Lacrosse, Men’s                                       Ultimate Frisbee, Women’s
Lacrosse, Women’s                                     Volleyball, Men’s
Outing                                                Volleyball, Women's
Racquetball                                           Water Polo, Men’s
Rifle & Pistol                                        Water Polo, Women’s
CLUB AWARDS

2009-2010 END OF YEAR AWARDS

The following clubs were recognized for their extraordinary accomplishments in various categories:

                                              Team of the Year
                                                  Fencing
                 Awarded to the club that shows overall excellence in leadership, organization,
                     club compliance, team fundraising, and community service efforts.

                                             Fundraising Award
                                             Women’s Ultimate
                        Awarded to the club that shows excellence in team fundraising.

                                         Community Service Award
                                             Women’s Lacrosse
                      Awarded to the club that shows overall excellence in serving others
                                     through community service events.

                                                Spirit Award
                                                 Run Club
                     Awarded to the club that shows a commitment to Boilermaker pride
                        through teamwork, collaboration, and good sportsmanship.

                                         Co-Advisors of the Year
                                       Peter Hollenbeck – Run Club
                                        Mark Smith – Fencing Club
                      Awarded to the club advisor who demonstrates an extraordinary
                  commitment to student growth & development and organizational success.

                                        SAO Boilermaker Pride Award
                                               Gymnastics Club
                          Honors a student organization for outstanding participation
                                       in a tournament or competition.




                                                       3
MISSION, VISION, VALUES

DIVISION OF RECREATIONAL SPORTS

Mission
The Division of Recreational Sports is committed to enhance the quality of life at Purdue through engagement in
recreation which fosters an appreciation for a healthy lifestyle and promotes lifelong learning.

Vision
The Division of Recreational Sports will be a national leader by offering fitness, wellness, and recreation
programs, services, and facilities of the highest quality.

Values
The Division of Recreational Sports upholds and practices the following values:


    Celebrate Differences
    We will create a respectful environment that celebrates the intrinsic worth of each individual,
    facilitates an open exchange of ideas, nurtures creative expression, and accentuates cross
    cultural interaction.


    Optimize Resources
    We take full responsibility for the efficient and effective use of all our resources.


    Remember Our Customer
    We must anticipate our participants’ needs, be mindful of their safety and pursue excellence in
    all we do.


    Educate Always
    We intentionally develop lifelong learners. Recreation plays a powerful role in transformative
    learning and enhances academic performance.


    Collaborate
    We believe in the synergistic benefits of working together. We strive to provide opportunities
    that will promote camaraderie and lifelong connections.




                                                          4
CLUB SPORTS

Mission
The Club Sports Department is committed to be an integral part of accomplishing the division’s mission. We will
provide valuable learning opportunities that enhance leadership and promote healthy lifestyle choices.

Vision
The Club Sports program will be a national leader in developing and transforming students through valuable co-
curricular experiences.

Values
Club Sports upholds and practices the following values:

    Leadership
    We will empower students and provide guidance to successfully organize and lead their clubs
    through shared responsibility.

    Community
    We will foster inclusiveness among our organizations and build a sense of community that
    engages students in learning opportunities.

    Passion
    We will create opportunities for participants to discover, build, and strengthen their passion for
    recreational pursuits.

    Safety
    Staff and students will be committed to work together to make appropriate and responsible
    decisions in order to provide the highest level of safety in all club activities.

    Communication
    We will establish clear expectations and create open lines of communication for club leaders
    and members.

    Excellence
    We will strive for excellence on and off the playing field by promoting sound character traits and
    service-minded attitudes.




                                                          5
PERSONNEL

Division of Recreational Sports (DRS)
Clubs receiving support from the Division of Recreational Sports (DRS) will be known as a DRS Club Sport. Once a
club’s constitution has been approved by the Office of the Dean of Students, they must abide by the policies,
procedures, and rules of the DRS. Recognized club sports will also follow the University policies and regulations
for student organizations that are governed by the Dean of Students Office. The Assistant Director for Club
Sports oversees the Club Sports Program and serves as the official representative of the program.

Office of the Dean of Students (ODOS)
All student organizations must be recognized and approved by the Office of the Dean of Students (ODOS). In
addition to following DRS policies, all Club Sports must abide by the policies of the ODOS. A close association is
maintained between the personnel of the ODOS and the DRS in order to assist and supervise student
organizations recognized as a DRS Club Sport.

Business Office for Student Organizations (BOSO)
The fiscal director of student organizations is responsible for exercising financial supervision over all student
organizations, including those recognized as club sports. See University Regulations for information about the
financial arrangements for student organizations.

Club Sports Council
The Club Sports Council (CSC) is the student advisory group responsible for directly interfacing with the
Division’s administrator for Club Sports. The CSC serves as an action committee representing all club sports and
keeps other club members, students, and faculty/staff informed of club programs and their needs. Each council
member has one vote and will make recommendations on the following issues: budget, excellence and
development funding, select disciplinary policies and procedures, club policies and procedures, and other
pertinent club sport concerns. The council, who is advised by the administrator for Club Sports, meets regularly
and its members are elected by club teams. No more than one member per team may serve on the council.

Club Officers
Club Sports are meant to be a learning experience for the members through their involvement in fundraising,
public relations, organization, administration, budgeting, and scheduling, as well as their development of skills in
their particular sport. The Club Sports program identifies the club officers designated by each club as the
members directly responsible for upholding Club Sports Policies & Procedures. While all members have
unlimited opportunities to become involved directly with the administration and/or supervision of their club,
the administration will work directly with the designated officers to manage each club.

Faculty/Staff Advisor
Club members will choose their faculty/staff advisor. The faculty/staff advisor must be registered with the
ODOS and the BOSO. It is recommended that the designated faculty/staff advisor be informed often of what is
going on with the club they are advising. Do your best to keep your advisor involved with club related activities.

Coaches
Clubs may utilize a volunteer or paid coach, but it is the clubs responsibility to secure these services. The coach
should restrict his or her contributions to those involving his or her skills and knowledge in the area of coaching
and refrain from assisting in other areas of club management. All coaches must be approved by the
administrator for Club Sports. Before final approval is given, the individual must read and sign the Coach’s Code
of Conduct Agreement Form. Clubs are not permitted to utilize the services of a coach without this agreement
form being on file in the Club Sports Office.

                                                         6
CLUB SPORTS RECOGNITION

Club Sports are a proud component of the Division of Recreational Sports (DRS) at Purdue. The DRS is comprised
of five major programming areas: Club Sports, Informal Sports, Fitness/Wellness Activities, Intramural Sports
and Boiler Challenge. The DRS has been actively involved in providing assistance to the student organizations
recognized as club sports since 1936. Through Club Sports, the DRS is committed to providing opportunities to
student organizations focused on particular physical sport activities. The Club Sports Program offers an
assortment of team and individual sports. Club sports may also be competitive, instructional and/or
social/recreational in nature. The Division is committed to providing professional administrative guidance, some
financial support, and facilities for practice and competition.

Club Sports are governed by policies and regulations of both the DRS and ODOS. Clubs may be active during the
academic school year and summer session. The academic school-year rules, regulations, and procedures remain
in effect AT ALL TIMES.


BECOMING A CLUB SPORT

The following steps must to be taken in order to become a recognized Club Sport under the DRS sponsorship:

    1) Be a Purdue University recognized student organization in good standing for at least two years
    2) Consult a faculty advisor about becoming a club sport
    3) Submit the following to the administrator for Club Sports:
           a) A letter of application indicating why the organization desires to become a club sport
           b) A brief history of the club and a description of the sport
           c) Recent accomplishments (organization and/or personal)
           d) Proposed support requested: facility needs, equipment needs, etc.
           e) Proposed practice schedule times
           f) Copy of the proposed event/activity schedule for the upcoming year
           g) Proposed budget
           h) List of current officers and faculty advisor with contact information
           i) Copy of BOSO statement from the previous fiscal year
    4) The Club Sports Council will schedule a presentation to hear viable requests for affiliation and make a
       recommendation to the administrator regarding admittance

Clubs that are granted Club Sports recognition will have a one-year probationary period and will not be eligible
to receive funding from the Division. Clubs will be under evaluation the entire year in regards to paperwork
compliance, meeting attendance, and adherence to policies and procedures. After completion of the
probationary period, club membership may be granted unconditionally, declined, or extended under probation
for further evaluation.


CONTINUATION AS A CLUB SPORT

Each student organization recognized as a Purdue Club Sport that is sponsored under the Division will be
evaluated annually by the Club Sports Council and the administrative staff member in charge of the program.
The organization must be in good standing with the DRS, ODOS, and must be in compliance with DRS Club Sports
Policies and University Regulations: www.purdue.edu/univregs/index. Evaluations may result in modifications
or revocation of a Club Sport.


                                                        7
MEMBERSHIP & PARTICIPATION

Membership and participation within a club sport must be free from discrimination based on race, religion,
color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability, or status
as a disabled or Vietnam-era veteran. Each club constitution must carry a statement to this effect.

Eligibility for Participation
Membership for Club Sports is open to students, faculty, and staff as outlined in the Club’s constitution.
Community members may participate in a club as a guest member if allowed by the club. Students must also be
a registered Purdue student in good standing. For clubs conducting its practices in the RSC, students must be
either full-time students with a valid Purdue student ID or part-time students who have paid the part-time
student RSC membership. Faculty and staff members must possess a valid Purdue ID card and must either pay
the faculty/staff membership fee or pay the daily use fee. Guests of a club member may participate, but must
pay the daily use fee and enter with a RSC member. Club advisors and coaches are not required to pay the fee
for admittance to club-related functions or events.

Eligibility for Competition
Club teams are responsible for competing in compliance with any regulations set forth by their conference,
national governing body, etc. A club sport desiring to join a conference or league must notify the DRS.

Sportsmanship
All members of Club Sports are expected to uphold the highest level of sportsmanship, both on and off the
playing area. Any report of unsportsmanlike or inappropriate behavior may be grounds for disciplinary action.

Release Form
No club member, guest, volunteer or coach of a Club Sport is eligible to participate in a club sports-related
activity unless he or she has a signed release form. Releases must be on file complete and accurate with the DRS
for each and every club sport participant (NO EXCEPTIONS). Release forms are good for the current academic
year through the summer session.

Swim Test
Swim Tests are required for members of the water related sports (Crew, Water Polo, Sailing, Triathlon, Outing).
Members must possess and demonstrate basic ability to swim and tread water as outlined in the Swim Test
Form.

OFFICER DESCRIPTIONS & RESPONSIBILITIES

Along with ODOS officer requirements, the Club Sports Program requires a total of five officer positions to be
held and each individual’s current contact information to be on file at all times. Club teams may elect to have
additional officer positions as deemed necessary by the club’s members or constitution. In an effort to expand
the leadership opportunities, each of the five officer positions must be held by five different club members. The
positions are listed below and all officers must be students attending Purdue University at West Lafayette.

In addition to duties outlined in the club constitution, each club sport officer is responsible for, but not limited to
the following:




                                                           8
President
The President is responsible for oversight of the club and other officers. He/she is expected to serve as a liaison
between the club and the DRS while operating in compliance with the club constitution, Club Sports Handbook,
and University Regulations. Ultimately, the President is responsible for ensuring that fellow officers carry out
their responsibilities and that all club documentation is submitted completely and on time.

Treasurer
The Treasurer is responsible for the financial obligations of the club. He/she is expected to maintain account
records, submit necessary documentation, complete reports, and maintain a club budget.

Safety Officer
The Safety Officer is responsible for the safety of the club members during competition, practices, travel and
team events (fundraising, community service, etc.). He/she should maintain the first aid box, monitor facility
conditions, complete and submit Injury Reports, and ensure that at least one CPR/FA/AED certified member is
present at all club events. First aid kits can be restocked through the Club Sports Office by submitting a supply
list. It is also recommended that the Safety Officer serve as one of clubs certified members and Trip Safety
Leader during travel. Additional guidelines are outlined in the manual under Risk Management.

Fundraising Chair
Often times, dues alone cannot completely fund each club’s operating costs. To help reduce out of pocket
expenses for members, clubs are strongly encouraged to do fundraising. The Fundraising Chair is responsible for
registering fundraising events with the Club Sports Office and completing all pre and post-event paperwork.
This individual should plan and initiate fundraising efforts, as well as, coordinate member involvement for their
club.

Community Service Chair
Incorporating service work within each organization is an important part of building leadership and giving back
to the community. The Community Service Chair should take initiative to plan and conduct service events for
their club. They are also responsible for registering community service events with the Club Sports Office and
completing all pre and post-event paperwork. At least 25% of active members must participate in the service
event to earn allocation points.



EQUIPMENT & SUPPLIES

Equipment
All equipment purchased for club use as an approved budgetary item from the DRS or BOSO budget becomes
the property of Purdue University/DRS. Upon receiving equipment, the club becomes responsible for its
maintenance and care. The University/DRS remains the owner of the equipment, and the division may bill the
club and/or its individual members for lost or damaged equipment. Equipment should be stored in designated
Recreational Sports storage areas – NOT with club members! Storage space (if available) for club equipment will
be provided upon request.

**The purchase of ammunition and firearms must be pre-approved by Club Sports and purchased through the
University billing system.**




                                                         9
SERVICES

Copies/Faxes/Long Distance Calls
Club officers may use the copy machine located in the Recreational Sport Office for club-related projects
provided the printing job is 50 sheets of paper or less. The club officer must seek approval from the
administrator for Club Sports prior to using the copier. Club officers may also use the Divisional fax machine and
place long-distance calls for club-related business upon approval from the administrator, the clerical support
staff, and/or the Associate Director of Programs.

Mailboxes
Each Club Sports team has a mailbox for all incoming correspondence. Any outgoing mail must be handled by
the individual clubs. Please check your mail on a regular basis and use the following return address in all
correspondence:
                         Purdue University – Division of Recreational Sports
                         ATTN: (your club name)
                         355 Martin Jischke Dr., West Lafayette, IN 47907

Website
Individual clubs are responsible for the upkeep and maintenance of their clubs website. All pages must portray a
positive image of the University and the Club Sports Program, and all sponsorships must be approved prior to
posting links / images on the site. Out of date or inappropriate pages will be deactivated from the Club Sports
home page.



FACILITY USAGE

SCHEDULING GUIDELINES

In establishing schedules, the officers, coaches, and faculty advisors must consider a balance between home and
away contests. The Assistant Director for Club Sports will give final approval to the club sports schedules.
At the beginning of each competitive club sport season, the club presidents are to furnish copies of the club’s
schedule to the Assistant Director for Club Sports. Space is very limited so proper planning is critical in securing
space and ensuring a successful event.

Practices
All clubs must submit their practice schedule requests on a Practice Request Form to the administrator for Club
Sports each semester by the posted deadline. The administrator has final approval on all practice schedules.
Organized practices outside of reservation times may result in disciplinary action.

Non-DRS Facilities
Club’s that choose to use facilities not managed by the DRS, must communicate this with the Club Sports Office.
Non-DRS practice space can be noted on the Practice Request Form, but games or events must be approved in
advance. Clubs are not authorized to sign any agreement or contract without the approval of Club Sports.




                                                        10
HOME EVENTS

For all home events, a Home/Facility Request Form must be submitted. The form should be submitted at least
two weeks prior to the date of your event in order to receive priority consideration. Requests are considered on
a first-come, first-serve basis. Requests received less than two weeks prior to your event will be reviewed on a
case-by-case basis. Any competitions between visiting schools must also be noted on the Home Event Request.

Changes to Event Requests
Any changes to the Home Event Request (game times, event schedule, etc.) need to be communicated to the
Club Sports prior to the event. Failure to notify Club Sports of changes to event schedules will results in loss of
allocation points and clubs are subject to paying for staffing costs for the event. Cancelled events will not
receive allocation points.

Visiting Team Privileges
With advanced notice, visiting teams or competitors may be permitted one-time-use lock, key, and towel
service. Request for these services must be made in writing to the administrator for Club Sports at least 3 days
prior to the contest.

Spectators and Admission Fees
Spectators are welcome at club-related activities but do not have facility-use privileges. The collection of
donations or admission fees is not permitted.

Merchandise
All merchandise sales must be approved by the administrator for Club Sports and included on the Home/Facility
Request Form (or ODOS Event Planning Form for fundraising specific events) prior to the event.

Officiating
Qualified and impartial officials should be selected to officiate all club contests. For these officials to be paid,
the club must gain prior approval by completing the Home/Facility Request or Trip Request Form. Additionally,
a BOSO Service Contract must also be submitted with the appropriate signatures in order to process payment
from club BOSO funds. Any requests for the payment of officials from DRS allocated funds will also require the
team to complete a Form 21 – Payee Certification Form for each official. The Form 21 – Payee Certification
Form covers all home games that he/she may officiate in the sport for one year.



FIELD & FACILITY USAGE POLICIES

The use of DRS facilities and equipment is a privilege and all clubs are expected to respect and be good stewards
of the facilities and equipment. This includes, but is not limited to: supporting and enforcing division policies
regarding use of facilities, cancellation of outdoor activities due to inclement weather and/or field conditions,
proper storage of university and club equipment, etc.

No alcohol or tobacco products are permitted on DRS facilities. Clubs should be proactive in reminding visiting
teams and spectators of this policy. Teams are also responsible for cleaning up any trash and removing
equipment and supplies from the playing area after each practice / game.

All outdoor fields will be closed for Club Sports use from December Break until the end of Spring Break (weather
permitting). Conducting practice during this time subjects your club to possible disciplinary sanctions.

                                                         11
TRAVEL

TRAVEL POLICIES & PROCEDURES

Trip Request
In order to travel on an approved University club trip, a Trip Request Form must be submitted to the
Recreational Sports Office at least two weeks prior to the trip. DRS will complete the reservation when
requesting University vehicles. Additionally, the sooner you submit your request, the better chance you have of
receiving the necessary vehicles. Requests do not guarantee receiving a vehicle. **Once University vehicles
have been reserved, the club is responsible for paying the daily rate for the duration of the reservation unless
cancelled at least 24 hours prior to the scheduled pickup.

Eligible Drivers
All drivers for any trip must be approved and eligible. One primary driver and one back-up driver are required
for each vehicle. Anyone desiring to be an approved Club Sports driver (University or private vehicle) must
attend Club Sports Driver’s Meeting, which are scheduled periodically throughout the academic year. All drivers
must also complete a Motor Vehicle Records check and meet the acceptable criteria in order to be an approved
driver. Clubs are responsible for a portion of this fee and any denied driver will be charged back to the
individual. In addition, a Club Sports Driver’s Form and the University Van Agreement Form must be completed,
signed (after watching the required video), and on file in the Recreational Sports Office. All approved drivers
must present their valid US driver’s license to a Club Sports Staff Member at the meeting.

University Vehicle Driver Regulations
To drive a University van, drivers must be at least 20 years old, have a valid U.S. driver’s license, successfully
complete the Motor Vehicle Records check, have 2 years of driving experience, and have completed the
University’s on-line van driving training video. To drive a university car, drivers must be at least 18 years old,
have a valid U.S. driver’s license, successfully complete the Motor Vehicle Records check, and have 1 year of
driving experience.

Private Vehicle Driver Regulations
In order to transport fellow club members in a private vehicle on a club trip, drivers must provide proof of
insurance to the Assistant Director that meets the following minimums: property damage: $50,000; bodily
injury: $100,000 each person, $100,000 each occurrence. Drivers must supply official documentation to support
the coverage required before the trip will be approved. Your insurance will be the primary coverage for any
accident you are involved in while driving your personal vehicle. The University’s General Liability will serve as
secondary coverage.

Trip Safety Leader
Clubs must designate a Trip Safety Leader and the Trip Safety Procedures & Agreement Form must be
completed and turned in to the office or completed forms mailbox by midnight on Tuesday for weekend travel
or 3 days prior the trip. The trip safety leader is responsible for ensuring that all drivers and club members act in
an appropriate and safe manner at all times while on the trip. It is strongly recommended that the Safety Officer
serve as the clubs Trip Safety Leader when travelling.

Travel Roster
The Travel Roster Form must be completed and turned in to the office or completed forms mailbox by midnight
on Tuesday for weekend travel or 3 days prior to the trip. The trip roster form must include ALL individuals
planning to travel with the club. Everyone travelling must have a Release Form, and when applicable, a Swim
Test Form on file at the Recreational Sports Office.

                                                         12
Travel Distance Policies
During club trips, safety is the number one priority. Accordingly, prior to travel, each trip will be reviewed based
on several factors including distance, route, departure times, weather, number of drivers, etc. Trip approval
does not eliminate the responsibility of club members to make sound decisions during the trip and reduce their
amount of travel for a given day if conditions dictate.

The following travel distance requirements are for travel in regular motor vehicles. Travel by bus, train, or
airplane has no mileage restriction, but are still subject to all other club travel policies and approval processes.

1) Trips exceeding 300 miles one way or with an estimated arrival time of midnight or later will receive further
review by the Club Sports Administrator and may require an over-night stay. A detailed travel itinerary may be
required.

2) In any event, trips will not exceed 650 miles (one way or round trip) in a 24 hour period unless approved by
the Director of Recreational Sports. A detailed travel itinerary will be required.

All travel itineraries will be reviewed by the Club Sports Administrator. Any trip deemed unsafe will require
itinerary changes prior to approval.

Conduct
As noted in the Standards of Conduct section in this handbook, all Club Sports members, coaches, and
volunteers are expected to conduct themselves in a manner that supports the mission of the university and is in
compliance with all policies in the University Regulations and Club Sports Handbook.

There is no consumption of alcoholic beverages during any club sanctioned or sponsored event. This includes;
practices, home competitions, trips and/or away competitions (this includes the entire duration of the trip). This
is in effect for any club member, coach, volunteer, or advisor. In addition, alcohol is not permitted at a club
function that may take place at a private residence. Any deviation of this policy will result in immediate
sanctions from the Club Sports Program, and further actions may be taken. Transporting alcohol in a university
vehicle or private vehicle being used for official club travel is not permitted.

Additional Club Sports alcohol policies can be found in the Standards of Conduct section of this handbook.

Injuries
Before the start of any away contest, check with the representative of the host institution to determine what
arrangements have been made to assist in the handling of an injury. If the host school has made no
arrangements, determine your own procedures to follow (i.e., telephone number of ambulance service, location
of local hospital, etc.)

If necessary to have an injured participant seen and/or treated by a physician, have him or her transported to
the emergency room of the local hospital. It is recommended that a qualified service (e.g., ambulance service)
be used to transport the injured participant. All expenses incurred for treatment, transportation to hospital, etc.,
are the responsibility of the injured participant. Rely upon the recommendation of the attending physician as to
whether the injured Purdue team member can be transported back to campus and what accommodations to
use (e.g., University vehicles). All injuries requiring a hospital visit should be reported to an administrator for
Club Sports immediately.




                                                          13
TRANSPORTATION SERVICES GUIDELINES

Emergency Repair Procedures (for University Vehicles)
When emergency services are required, use only qualified professional service and the following guidelines:
  1) For a minor condition — up to $200:
      Use the credit card supplied in the key case. If necessary, cash, personal check, or credit card can be
      used.
      Always obtain a receipt. Personal expenditures will be reimbursed at the Transportation Service Office
      upon return of vehicle.
  2) For a major condition — over $200:
      Call the Purdue Operator collect (day or night) at (765) 494-4600; inform the operator of your situation.
      The call will be transferred to the proper Transportation Service personnel.
      Transportation Service personnel will advise you of the necessary procedure to repair, or replace the
      disabled unit.

Accident Procedures
If an accident occurs use the following guidelines:
     1) Notify area police immediately — before leaving the accident scene.
     2) Provide assistance at the accident scene. DO NOT RENDER FIRST AID UNLESS PROPERLY CERTIFIED.
     3) Exchange information with the other driver(s): by completing the red “In Case of an Accident” form
         provided in the vehicles glove box, i.e.: driver’s name, address, city, state, zip code; driver’s license
         number, date of birth; license plate number, state, year; make, model, year, color of other vehicle.
     4) Do not accuse others or make any admission of responsibility for the accident.
     5) All accidents are to be reported by the driver immediately to the Transportation Services Department
         and the administrator for Club Sports (refer to emergency contact info).
     6) If there is an injury, or you cannot drive the vehicle, notify Transportation Service immediately (765-494-
         2114), and follow the emergency repair procedure.
     7) If the vehicle is drivable, continue your trip as planned once you have contacted the Transportation
         Service Department and the administrator for Club Sports (refer to contact info).



STANDARDS OF CONDUCT

The basic concept underlying the Purdue University standards of conduct is that students, by enrolling in the
University assume an obligation to conduct themselves and their organizations in a manner compatible with the
University’s function as an educational institution. Individuals must always act in a manner that does not detract
from the reputation of the University or the department. Club sports members are expected to behave in a
mature and responsible manner both on and off campus during all club sports-related activities, in accordance
with the Club Sports Handbook & University Regulations. Clubs and/or individual members may face
disciplinary action for inappropriate actions or behavior either on or off campus while engaging in any club
sports-related or community activities. Alcohol and drugs are not a part of the club sports program. Substance
use by any individual while participating in a club sports-related activity may result in disciplinary action by the
appropriate University office.

Alcohol Policy
There will be no consumption of alcoholic beverages during any club sponsored events such as practices, home
competitions, trips and/or away competitions (this includes the entire duration of the trip). This is in effect for
any club member, coach, volunteer or advisor. At no time is alcohol permitted at a club function; at a private
residence, etc. Any deviation of this policy will result in immediate sanctions from the Club Sports Program, and
further actions may be taken.

                                                        14
If a club desires to serve alcohol at a banquet or event to attendees of legal drinking age, the following must
occur:
     1) Clubs must request permission from the administrator for Club Sports at least ONE MONTH prior to the
         event
     2) Alcohol must be served by a licensed vendor such as; a caterer, restaurant, etc.
     3) Under-age alcohol consumption will not be tolerated at any time.

Hazing
The DRS endorses the anti-hazing policies set forth by ODOS. Hazing is not a part of the Club Sports Program.
Any club sport-sponsored event that includes activity that degrades, demeans, or causes any physical or mental
distress towards its members will not be tolerated.

Disciplinary Sanctions
Disciplinary incidences will be handled by either the administrator for Club Sports or the Club Sports Council
depending on the severity of the offense. The council will hear disciplinary cases not handled by the
administrator for Club Sports. Grounds for disciplinary action include the following offenses:

    1)    Failure to attend mandatory meetings and submit required forms on time
    2)    Allowing ineligible player(s) to participate in club sports activities
    3)    Displaying conduct that is detrimental to the University, DRS and the Club Sports Program
    4)    Inappropriate and/or disruptive behavior on trips or in the local community
    5)    Unsportsmanlike conduct towards officials, opponents and/or spectators
    6)    Intentionally causing bodily harm to another opponent, referee, spectator, etc.
    7)    Hazing
    8)    Use of /or transporting alcohol or illegal / controlled substances
    9)    Misuse of club funds
    10)   Putting the lives of others in danger by driving unsafely while on club trips
    11)   Violating local, state or federal laws

Clubs violating any University or Club Sports policies and procedures are subject to various sanctions. These
may include:
    1) A verbal or written warning to the officers of the club
    2) Probation: This may include restriction or loss of facilities
    3) Loss of travel privileges
    4) Loss of DRS funding
    5) Suspension of the club or selected members for a prescribed period of time
    6) Revocation of recognition as a club sport and a letter sent to the Office of the Dean of Students for
        additional action

Appeals Procedure
Once a sanction has been determined, clubs have the ability to appeal the decision with the Associate Director
of Programs. To do so, written notification from the club president to the Associate Director indicating the
reasons for the appeal must be submitted within seven days of the date on the notification letter.
The Associate Director will rule on the appeal after investigating the situation and may uphold, reject, or modify
the action taken by the judicial board. When appropriate, appeals will be passed to the Director of Recreational
Sports for review if the Associate Director was involved in the original sanction. All parties involved with the
appeal will be notified in writing. During the period of appeal, the penalty imposed will be in effect.




                                                        15
RISK MANAGEMENT

SAFETY CHECKS

The Division of Recreational Sports will be conducting safety checks (practices and games) on a random and
continual basis to ensure that all safety measures are met. During a safety check, each club must be compliant
with the following items or the practice will be cancelled:
    1) Safe Field/Court Conditions (Checking for any over use or general concerns)
    2) Safe Equipment (Appearance ONLY)
    3) Player Eligibility (Confirm all participating have completed necessary forms)
    4) First Aid Packs (Packs are present and stocked)
    5) Certified Member (Ensure that there is a certified member present and able to perform skills)

First aid kits can be restocked through the Club Sports Office by submitting a supply list of need items.

Safety Officers & Certified Members
All Club Sports will be required to have a certified Adult CPR/FA/AED member present at all practices and
competitions. Club Safety Officers are responsible for ensuring that a certified member is present and
coordinate signing up for certification classes as necessary. The DRS offers classes for these certifications at a
minimal charge; if, however, the certified member holds a certification from another location they must present
their cards to the Assistant Director of Club Sports for record purposes.
*Failure to comply with the above safety checks and/or safety officer requirements may result in disciplinary
actions for the club.

EMERGENCY RESPONSE

Injuries
When available, refer all emergency situations to the Club Sport Supervisor. If no supervisor is available, and it is
determined that medical assistance is needed, the following procedures should be followed:

    1) If the injury occurs on one of the DRS outdoor playing fields, have a Club Sport member contact
        emergency personnel.
            a. Via Cell Phone
                      i. Call Purdue Police at 765-494-8221 and direct them to your exact location (e.g. South
                         end of Black Fields, Rugby Field, West End of Gold Fields)
      *Do not dial 911 first because the call gets rerouted. The quickest response is to call Purdue Police directly!
                              1. Send another club member to meet emergency personnel. Put them in a visible
                                 location where EMT can easily recognize them.
                     ii. Then call Welcome Center at RSC at 765-494-3109 to inform them of the situation at
                         hand.
            b. If a cell phone is not available, emergency phones are located at:
                      i. Gold Field — Southeast end of field and second light pole from north end of field.
                     ii. Airport/Black Field — East end of field, approximately 30 yards south of parking area
                         and east of Cricket Pitch
                    iii. Wabash Valley (Softball) Field — Southwest corner of Purdue West Shopping Plaza.

    2) If the injury occurs in the Recreational Sports Center, inform the Welcome Center personnel of the type
       of injury involved and the location of the injured person. This DRS staff member will call the police and
       appropriate staff.

                                                         16
Purdue Alert
Purdue University uses the Purdue ALERT Emergency Notification System to notify the Purdue community of
situations on campus that may be dangerous or hazardous. This includes an emergency siren system to alert
when shelter need to be sought immediately (Shelter-in-Place or Safe Areas). All club officers and DRS staff
should be aware and in-tune with the warning system. The Purdue Alert system is used for:
                 Tornado Warning
                 Active shooter, building intruder, or civil disturbance
                 Hazardous materials release
The Purdue ALERT siren sounds the same for all of these situations, so if you hear the siren please refer to the
Purdue homepage, www.purdue.edu for detailed information. Please note that regular testing occurs on the
first Saturday of every month at 11am (except during home football games and periods of adverse weather).

The Purdue ALERT also includes an optional text message service. This voluntary service allows participants to
receive alerts and warning directly to their cell phone. If you are interested in participating in this service, please
sign up at http://news.uns.purdue.edu/mail.html.

For more information about the Purdue ALERT Emergency Notification System, please refer to
http://www.purdue.edu/emergency_preparedness/warning_system.htm.

Severe Weather Procedures
Note: Club Officers, please contact Welcome Center @ 765-494-3109 for weather updates.

In times of inclement weather, the National Weather Service employs a series of alerts to notify residents in
specific areas of inclement weather. Examples include:
             Watch – there is a risk of hazardous weather, but it’s uncertain. It is intended to provide
             precautionary lead time.
             Warning – hazardous weather is occurring, is imminent, or has a very high probability of occurring.
             Severe Thunderstorm – a thunderstorm is considered severe if it produces hail at least ¾” in
             diameter, winds of 58 mph or stronger, or is capable of producing a tornado. Any thunderstorm can
             produce dangerous lightning, hail, and flooding, which is capable of producing structural damage.
             Tornado Watch – conditions are favorable for the formation of tornados. A watch is intended to
             provide precautionary lead time.
             Tornado Warning – tornados have been detected by radar, a tornado or a funnel cloud has been
             spotted. Tornados are occurring, imminent, or have a very high probability of occurring.

In the event of a Tornado Warning, a voice message warning will broadcast over the weather radio, local radio,
and television stations. All warnings and watches are sent with a time at which the current alert is expected to
end. When that time has arrived, and the alert has not been elevated or extended, the severe weather warning
has ceased and activity can resume. The All-Clear signal may be announced by radio and television.

DRS has established Safe Areas for staff and patrons to find safety from severe weather. These locations are
structurally sound internal spaces free of exterior glass and windows that will provide shelter from the weather.

The designated safe areas for tornado evacuation for the RSC, listed by priority, are:
           1. Colby Fitness Center
           2. Lower Racquetball Hallway
           3. Lower Racquetball Courts
The designated safe areas for shelter in place for Aqua listed by priority are:
           1. Aqua Locker/Shower Rooms:
           2. Hallway Outside the Locker Areas
           3. RSC Locker Room

                                                          17
If the weather deteriorates so rapidly that moving to the safe areas is not possible, patrons should be directed to
any interior hallways or restrooms. Avoid windows and glass and be mindful of equipment as they could become
flying debris.

Outdoor Sports
   1) Lightning
          a. Always be on high alert for thunder and lightning. If you have any questions or concerns, contact
               the Club Sports Director or your CS Supervisor
                     i. Ask Welcome Center to assist by tracking the weather
          b. If a Lightning Detector is unavailable or not working properly, rely on your senses to gauge the
               severity of the lightning
                     i. Use the 30-30 rule:
                            1. Count the time between lightning and thunder
                            2. If that time is 30 seconds or less, the storm is close enough to be dangerous
                            3. Activity will cease and club members/guests will take shelter immediately
          c. If the storm cell is considered dangerous, activity must cease for 30 minutes after the last
               thunder is heard or when the Lightning Detector reads All Clear
                     i. Remember, the storm is dangerous if:
                            1. Either less than 12 miles away on the lightning detector
                            2. Time between lightning and thunder is less than 30 seconds
   2) Severe Thunderstorm Warning or Tornado Watch
          a. Prior to the event
                     i. Event may be cancelled or postponed; check with the Club Sports Director or your CS
                        Supervisor for further details
          b. During the event
                     i. Inform members of the current weather situation
                    ii. Review emergency procedures with members in case it turns to a Tornado Warning
                   iii. Communicate with Welcome Center on the status of the storm cell
                   iv. Refer to the Lightning Guidelines if lightning is in the area
   3) Tornado Warning or lightning is dangerously close (refer to Lightning Guidelines)
          a. Stop the activity immediately and inform members of the situation
          b. Move to safe location indoors immediately (if available, transport via vehicles):
                     i. Gold Fields – Inside AQUA or RSC
                    ii. Black Fields/Rugby/Cricket – RSC or enclosed building in Purdue West or Airport
                   iii. Do not take shelter in vehicle unless as last resort
   4) When the danger has passed
          a. If the storm cell is considered dangerous, activity must cease for 30 minutes after the last
               thunder or when the Lightning Detector reads All Clear
          b. If necessary, confer with the Club Sports Director or your CS Supervisor prior to resuming play

Indoor Sports
    1) If a “Severe Thunderstorm Warning” or “Tornado Watch” is issued:
            a. Be on alert and notify other members of potentially threatening weather
            b. Wait for additional information from the DRS Facility Manager (or other staff)
    2) If a “Tornado Warning” is issued:
            a. Direct club members to proceed immediately to the Colby Fitness Center in the RSC or the
                AQUA Locker Rooms for AQUA clubs
            b. Wait for additional instructions from the DRS Facility Manager (or other staff)




                                                        18
Active Shooter, Building Intruder, or Civil Disturbance Procedures
In the event of an active shooter, building intruder, or civil disturbance, notification will again come through the
Purdue Alert emergency siren system, another Purdue Alert communication layer or when directed by Public
Safety officials.

In the event of an alarm due to an active shooter, ALL CLUB MEMBERS should follow these general procedures:
     1) Inform club members to take refuge in a room that can be locked if possible and has limited visibility
        from outside the room.
            a. Lower Level – Racquetball Courts unless you can safely make it to another level with a safer
                 room.
            b. Ground Level – Restrooms (Unisex), Locker Rooms, or Equipment Center
            c. 1st Level – All Pro Staff Offices (Best Location), Room 122, or Restrooms
            d. 2nd Level – Men’s Restroom unless you can safely make it to another level
            e. AQUA – Men’s and Women’s Locker Rooms or Offices
            f. Outdoors – Find refuge in nearest building
     2) Close and lock the building’s or room’s door(s). If unable to lock the door, then secure it by any means
        possible.
     3) Hide under a desk, in a closet, or in the corner.
     4) After getting to a safe location and without jeopardizing your safety, try and obtain additional clarifying
        information by all possible means (e.g. Purdue Homepage, TV, Radio, Email, ect.)
     5) Report any additional information to 911 if you can do so without jeopardizing your safety.
     6) Stay in your safe location until you receive an all-clear from the Police or via some other medium of
        communication.

Hazardous Materials Release
In the event of a hazardous materials release, notification will again come through the Purdue Alert emergency
siren system, another Purdue Alert communication layer or when directed by Public Safety officials.

In the event of an alarm due to a hazardous materials release, ALL CLUB MEMBERS should follow these general
procedures:
     1) Inform club members to immediately proceed to the building save havens: (If outside, then proceed
        indoors immediately)
        The designated safe areas for shelter in place for the RSC listed by priority are:
                 1. Colby Center
                 2. Racquetball Hallway
                 3. Racquetball Courts
        The designated safe areas for shelter in place for Aqua listed by priority are:
                 1. Aqua Locker/Shower Rooms:
                 2. Hallway Outside the Locker Areas
                 3. RSC Locker Room
     2) Do NOT go outside or attempt to drive unless you are specifically instructed to evacuate
     3) Do NOT use elevators as they may pump air into or out of the building
     4) Try and obtain additional clarifying information by all possible means (e.g. Purdue Homepage, TV, Radio,
        Email, etc.)
     5) Stay in your safe location until you receive an all-clear.

HEALTH COVERAGE

The University’s General Liability Policy
At the University’s discretion the policy provides protection to officers and members of club sports as long as
they are acting within the scope of their duties. The club sport must be a recognized student organization and
                                                         19
the activity involved must be approved by ODOS. Coverage applies to claims brought by third parties for bodily
injury or property damage. No coverage is provided for claims arising out of autos or aircraft.

Medical/Dental Insurance
The DRS staff STRONGLY RECOMMENDS that all club sports members have a medical and dental insurance
before participating in any club related activity. However, international students are REQUIRED to have medical
insurance before participating in any club related activity. Individual club sports may require medical and/or
dental insurance and/or annual examinations of its members as a criterion for membership.

Student Medical Insurance
Members of club sports are eligible for the student medical insurance offered through the University. Club
members who carry the insurance should always have their insurance card in their possession. The staff of the
Student Health Center business office will assist insured students with appropriate claim forms.



FINANCIAL SUPPORT

FUNDING SOURCES & LIMITATIONS

Funding for Competitive Clubs
Available DRS funds will be allocated by club compliance and budgetary need. Clubs can earn allocation points
throughout the year by staying in compliance and meeting deadlines. Fifty-percent (50%) of DRS funds will be
allocated based on the total number of points earned by clubs for the year. Each point will represent a certain
dollar amount based upon available budget dollars. The remaining fifty-percent (50%) will be allocated based on
club need from the previous year expense totals (as stated on BOSO account statements). Each club will receive
a set percent of funding based on their portion of the total club expenses and the amount of available funding.
The funding rate that each club receives is determined by the amount of available funding by total club
expenses. Additionally, clubs may not receive more funding than what is requested from the approved budget.

Recreational Sports Funds
Purchases made with Rec Sports funds have restrictions and must follow specific purchasing guidelines. All clubs
have the ability to make purchases through Rec Sports. If Rec Sports funding has been used up or is not
available, then excess charges will be billed to the clubs BOSO account. Rec Sports funding is primarily limited to
the following categories:
    1) Travel expenses related to lodging and the use of University vehicles
    2) Sports equipment / uniforms related to the clubs activity
    3) General expenses for repair and maintenance costs of equipment
    4) Capital items
    5) Officials

For equipment type purchases, a detailed request should be submitted to the administrator. Requisition
requests should reflect the best interests of all club members and be based on approved budgets for club
equipment. University purchasing procedures are followed upon approval of the request. ALL ammunition and
firearms must be purchased through the University purchasing system.

BOSO Account
Separate from any DRS accounts, all clubs hold an individual club BOSO account. The funds generated by a club
through dues assessment or fundraising projects may be spent according to club needs and are governed by the
regulations of BOSO. Specific information about club accounts may be obtained from BOSO.

                                                        20
Fundraising
Financial support from the Division is limited to monies allocated to individual club sports by the DRS. This
allotment is not intended or able to completely fund the club’s annual budget. Therefore, each club should
generate additional money to fully support their club needs. The BOSO office must approve ALL fundraising
projects. In addition to getting approval from BOSO, you will need to fill out an event planning form from the
Dean of Students Office and inform the administrator for Club Sports of your project.

Gift Accounts
Clubs are permitted to use funds from their gift accounts for approved expenses and must be purchased
through the University purchasing system. Account balances are communicated regularly and any donations a
club receives should be identified with the proper accounting codes. Potential donors may also make a gift
online through the links set up on the Rec Sports website.

Excellence & Development Funding
Additional funding may be available to clubs through Excellence & Development Funding. These funds are
intended to offset expenses for clubs that experience unforeseen expenses, unfound hardships, or are
competing in national championship tournaments. The amount of money allocated for Excellence and
Developmental Funding is LIMITED, and clubs are encouraged to prepare throughout the year for such fiscal
restrictions. Clubs must apply for funding by the stated deadline and the Club Sports Council will hear the
presentation and determine an award amount. Excellence and Developmental Funding is NOT guaranteed to
any club and depends on availability, club preparedness, and ability to show need.




                                                       21
CLUB CLASSIFICATION & COMPLIANCE

CLASSIFICATION

Classification Type
Clubs can be placed into two distinct funding classifications depending on the type of organization and extent of
travel and organizational operating expenses. Instructional clubs, generally more recreational and informative
in nature, do not receive a DRS funding allocation, but are eligible to apply for Excellence and Development
Funding. Competitive clubs, who are generally more active in travel competing against other clubs, are eligible
to receive funding based on compliance and need. Regardless of classification, all clubs must remain compliant
to receive the benefits associated with being a DRS Club Sport.

Instructional clubs are more recreational and                 Competitive clubs are more active in travel and
informative in nature. These clubs do not typically           competing against other clubs. These clubs typically
travel and their major benefit from the DRS is                have higher expenses related to their activity.
facility usage. These clubs include:
                                                                      Cricket
        Aikido                                                        Fencing
        Archery                                                       Gymnastics
        Badminton                                                     Ice Hockey, Men’s
        Judo                                                          Lacrosse, Men’s & Women’s
        Karate                                                        Rugby, Men’s & Women’s
        Outing                                                        Running
        Racquetball                                                   Sailing
        Rifle & Pistol                                                Soccer, Men’s & Women’s
        Tae Kwon Do                                                   Trap & Skeet
                                                                      Triathlon
*Instructional clubs will not receive a DRS funding                   Ultimate, Men’s & Women’s
allocation, but are eligible to apply for Excellence &                Volleyball, Men’s & Women’s
Development Funding.                                                  Water Polo, Men’s & Women’s


Classification Criteria
Each clubs classification status will be reviewed on an annual basis. Competitive clubs who are funded may be
moved into the instructional class if they do not meet the competitive criteria. Clubs who do not meet the
necessary criteria would be given one academic year to regain their competitive status before being moved.

Instructional clubs pursuing reclassification as a competitive club should schedule a meeting with the Club
Sports Council (through the Assistant Director) to present material to justify the move. Clubs will want to define
the amount of travel the club experiences each year, as well as, costs associated with travel and equipment
purchases. Clubs should be prepared to show these expenses on the previous fiscal year’s BOSO statement.

The following general criteria are examined to determine classification status.
Instructional
        No (or minimal) travel expenses
        No (or minimal) equipment expenses
        On average, have less than $2,000 in annual expenses



                                                         22
Competitive
      Moderate to substantial travel related expenses
      Moderate to substantial equipment expenses
      On average, have more than $2,000 in annual expenses
      Compete regularly in various team competitions



COMPLIANCE GUIDELINES

To receive the benefits associated with being a DRS recognized Club Sport (facilities, funding, etc.), all clubs must
remain compliant with paperwork and meeting requirements. Failure to meet the compliance guidelines will result
in loss of facilities, funding, and/or club status.

Required Compliance:
Club Officers
All clubs are required to identify an active club member to fill the following officer positions. To expand leadership
opportunities within the club, a member cannot hold multiple required officer positions.
         President
         Treasurer
         Safety Officer
         Fundraising Chair
         Community Service Chair

To remain in full compliance:
       Each officer position must be filled at all times
       All officers for each club MUST attend Full Officer Training in August
       If the meeting is missed, that officer is responsible for scheduling a makeup meeting with the
       administrative staff prior to the set deadline.
           o Failure to attend Full Officer Training or schedule a makeup will lead to the clubs accounts being
                frozen and loss of RSC facilities

President Meetings (50 Points)
Presidents must attend ALL Presidents’ Meetings. If the President cannot attend the meeting, then he/she needs
to send a representative from the club (preferably an officer). Attendance will be taken and absences will be noted
which can affect classification and allocation of funds. Points will be awarded ONLY if clubs have full attendance at
every meeting per semester.

    Point Breakdown & Penalties
        25 Points Fall Semester – Full Officer Training (August), September, October, November
        25 Points Spring Semester – January, February, March, April
        Unexcused Absences:
           o First – loss of practice facilities for one week as determined by the administrator
           o Second – loss of practice facilities for two weeks as determined by the administrator
           o Third – loss of practice facilities for three weeks and club probation
           o Forth – club suspension from Club Sports and a freeze on DRS funds.

*Emergency and reasonable excuses may be accepted with minimum 24 hours notice of the meeting and will be
reviewed by the professional staff.




                                                        23
Club Documentation
Clubs are expected to submit all paperwork completely and on time! The following documentation must be
submitted by the deadline:
        CPR/FA/AED Certification Cards (minimum of two per club)
        Semester Schedule of Events (Fall & Spring)
        Practice/Callout Request (Fall & Spring)
        End of Semester Report (Fall & Spring)
        Treasurer Report (Fall & Spring)
        Budget Request
        Officer Election Report
        Get Involved – ODOS Re-affiliation

    Point Breakdown & Penalties
        5 Points per form (Must be received before the deadline)
        Failure to submit forms completely and on time will result in frozen funds and loss of facility usage until
        all forms are turned in.

Members
Clubs will receive allocation points for each active member who has a waiver on file. Penalties will be imposed for
members who are participating without a waiver on file.

    Point Breakdown & Penalties
        2 Points per active member (80 point max)
        - 5 Points for members participating without a waiver (per occurrence)

Game Documentation
In order to travel or participate in home or away events, clubs must submit the proper documentation. This
documentation must be submitted at least two weeks prior to the event. Partial credit may be earned if received
under the two week window.

Clubs are expected to notify the Club Sports Office promptly when event information changes from the original
request. Failure to notify Club Sports of changes to event schedules will result in loss of allocation points and clubs
are subject to pay for staffing costs for the event. Cancelled events will not receive allocation points.

    Home Events (5 points each event)
       Home Facility Request Form (due two weeks prior to event)

    Travel/Away Events (10 points each event)
        Trip Request Form (due two weeks prior to event)
        Travel Roster (due Tuesday by Midnight before weekend trips)
        Trip Safety Leader (due Tuesday by Midnight before weekend trips)

All waiver forms must be on file to receive full credit. Late forms will receive half credit. Home and trip requests
received within five days of the event will not receive credit. Additionally, event requests submitted without two
week notice may not be granted.

Optional Incentives:
Club Website (10 points)
Allocation points will be awarded for clubs that maintain a current and updated website. Websites will be checked
at the beginning of each semester. Sites that remain live (on the Club Sports site) for the entire semester will be
eligible to receive five points per semester.

                                                            24
Fundraising
Fundraising events must be approved in advance. There is no requirement for number of members that need to
participate in the fundraising activity. Points will be earned for each fundraising event as a whole. If the
fundraisers are repeated then it will be counted as one fundraiser and the total money earned over the certain
period of time will be added and points will be determined through the breakdown. A fundraiser is any monetary
gain outside the club except for dues. Verification of deposit must be obtained and information recorded in the
Club Sports Office. Net income of the fundraiser will be used to determine fundraising level.

Events must be registered in the Club Sports Office two weeks prior to the event. Some events may require an
Event Planning Form to be filed with ODOS. EPF are due to ODOS at least two weeks prior to an event. Follow up
information must be recorded in the Club Sports Office within one week following the event.
    Point Breakdown (50 point max)
        < $100 = 2 points
        $101-$300 = 4 points
        $301-$600 = 8 points
        >$601 = 10 points

Community Service
Community service events should be designed to benefit the surrounding community. When conducting a
community service event, there should be no monetary gain for the club whatsoever. This means that the
members of the club should offer their services at no charge and gain an experience of helping others and
furthering the community. Community service events must be registered in advance through the club sports office
and post event information must be recorded to receive full credit.

Events must be registered in the Club Sports Office two weeks prior to the event. Some events may require an
Event Planning Form to be filed with ODOS. EPF are due to ODOS at least two weeks prior to an event. Follow up
information must be recorded in the Club Sports Office within one week following the event.

    Procedures & Point Breakdown (50 point max)
       At least 25% of active members must participate
       5 points for 2 hours of service

Club Sports Council
 Serving on the Club Sports Council is a great way to get involved and be a part of the decision making regarding
club sports policies and governance. Club members who actively serve on the council will receive allocation points
for their club.

    Point Breakdown (10 points)
        5 Points for Fall Semester
        5 Points for Spring Semester

Additional Certified Members
Clubs who have more than the minimum number of certified members (Adult CPR/FA/AED) will receive additional
allocation points. Copies of certification cards must be in the office prior to the deadline and the certifications
must remain current.

    Point Breakdown (12 point max)
        Additional certified members 1-2 receive 4 points each
        Additional certified members 3+ receive 2 points each




                                                          25
                                            Important Dates & Deadlines
                                              Club Sports • 2010-2011
Paperwork Due Dates:
Fall Semester Schedule of Events – September 10, 2010                 Spring CSC Funding Request – March 11, 2011
Certified Member CPR/FA/AED Certifications – September 17, 2010       Fall 2011 Practice/Callout Request – April 1, 2011
Fall CSC Funding Request – October 22, 2010                           2011-2012 Budget Request – April 22, 2011
Spring Practice/Callout Request – November 12, 2010                   Spring End of Semester Report – April 22, 2011
Fall End of Semester Report – December 5, 2010                        Spring Treasurer Report – April 22, 2011
Fall Treasurer Report Due – December 5, 2010                          Officer Election Report – April 22, 2011
Spring Semester Schedule of Events – January 21, 2011                 SAO Get Involved Re-Affiliation – April 29, 2011

Driver’s Meetings:
All drivers MUST attend a Driver’s Meeting before they will be permitted to drive for their club. Attendees must RSVP
with the Club Sports Office in advance.

Friday, August 27, 2010                  5:00 – 6:00 pm, RSC 122
Thursday, September 2, 2010              6:00 – 7:00 pm, RSC 122
Wednesday, September 8, 2010             6:00 – 7:00 pm, RSC 122
Wednesday, September 15, 2010            6:00 – 7:00 pm, RSC 122
Thursday, October 14, 2010               6:30 – 7:30 pm, RSC 122
Thursday, January 20, 2011               6:00 – 7:00 pm, STEW 202
Wednesday, February 9, 2011              6:30 – 7:30 pm, STEW 202

Officer Meetings:
Meetings are mandatory! Failure to attend will result in disciplinary action. Presidents may send an alternate
representative to the Monthly President Meetings, but all officers are required to attend Full Officer Training.

Full Officer & BOSO Training             Sunday, August 29, 2010                      6:00 – 8:00 pm, STEW 206
Officer Make-Up Training                 complete by September 10, 2010               as scheduled
Monthly President Meeting                Wednesday, September 15, 2010                8:00 – 9:00 pm, RSC 122
Monthly President Meeting                Thursday, October 14, 2010                   8:00 – 9:00 pm, RSC 122
Monthly President Meeting                Thursday, November 11, 2010                  8:00 – 9:00 pm, RSC 122
Full Officer Meeting                     Wednesday, January 19, 2011                  6:30 – 8:30 pm, STEW 206
Monthly President Meeting                Wednesday, February 9, 2011                  8:00 – 9:00 pm, STEW 202
Monthly President Meeting                Wednesday, March 9, 2011                     8:00 – 9:00 pm, STEW 202
Monthly President Meeting                Wednesday, April 13, 2011                    8:00 – 9:00 pm, STEW 202

CPR/FA/AED Certification Class:
Full and recertification courses are available at a reduced cost for club members. Pre-registration is required through
the Recreational Sports Welcome Center and space is limited!

Adult CPR/AED Recert                     Sunday, August 29, 2010                      6:00pm-9:00pm, RSC 122
First Aid Only                           Monday, August 30, 2010                      5:00pm-8:00pm, RSC 122
Adult CPR/AED/FA Full                    Tuesday, August 31, 2010                     5:00pm-10:00pm, RSC 122
First Aid Only                           Tuesday, September 7, 2010                   5:00pm-8:00pm, AQUA Classroom
Adult CPR/AED/FA Full                    Thursday, September 9, 2010                  5:00pm-10:00pm, RSC 122
First Aid Only                           Friday, September 10, 2010                   3:00pm-6:00pm, RSC 122
Adult CPR/AED Recert                     Monday, September 13, 2010                   6:00pm-9:00pm, AQUA Classroom
Adult CPR/AED Recert                     Thursday, September 16, 2010                 5:30pm-8:30pm, RSC 122
Adult CPR/AED/FA Full                    Monday, September 20, 2010                   5:00pm-9:00pm, RSC 122

                                                                26
                                             Appendix


Sample Club Sport Forms

Waiver, Release, & Hold Harmless Agreement
Emergency Contact Form
Injury Report Form
Coach’s Code of Conduct Agreement Form
Key List
Officer Election Report
End of Semester Report
Treasurer Report
Schedule of Events
Fundraising Report Log
Community Service Report Log
Trip Request
Travel Roster
Trip Safety Leader Form
Home Event Request




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