Club Sports Handbook 2008-2009 Club Sports Office: (408) 551-7182 Malley Center: (408) 554-4068 Fax: (408) 551-7180 Web Site: www.scu.edu/recreation TABLE OF CONTENTS CLUB SPORTS OFFICE Alcohol 15 Apparel 10 Erin Patchett Katrina Blanton-Hubbard Joe McDonnell Approved Drivers 14 Assistant Director Student Coordinator Student Coordinator Athletic Trainers 12 Office: (408) 554-5480 (408) 551-7182 (408) 551-7182 Bellomy Field 17 Cell: (408) 533-5724 email@example.com firstname.lastname@example.org Budgets 8 email@example.com Cash Advances 10 Cell Phones 14 Club Spt. Council 2 Coaches Competitions 4 18 INTRODUCTION Conduct 15 Welcome to the Santa through a broad scope of Program is designed to Contracts 12 Clara University Campus recreational, educational enhance the student Copies 6 Recreation Club Sports and competitive programs. experience. It is not a path Donations 9 Program. The handbook is leading clubs to varsity Eligibility 5 designed to guide all club CLUB SPORTS MISSION status under the SCU Emergency Proc. 13 officers in the organization, Intercollegiate Athletics STATEMENT Equipment 17 management, execution Department. Expenses 10 and administration of their Facilities 16 respective clubs. Please The Club Sports Program The Club Sports Program is Fac/Staff Part. 5 take time to read this provides students the administered by Campus Finances 8 handbook thoroughly as opportunity to participate Recreation and is overseen FLEX 9 club officers are responsible on competitive club teams by the Assistant Director of Flyers 7 for all of the information that compete against other Recreation and two Club Funding 8 included in this document. intercollegiate club teams Sports Student Fundraising 9 and to enhance their Coordinators. Hazing 15 CAMPUS RECREATION collegiate experience by Health Insurance 12 MISSION STATEMENT providing a well-rounded Injuries 12 education through Intramurals 5 Campus Recreation seeks physical, social, and Invoices 10 to enrich the lives of leadership development. Logos 6 students, faculty and staff The SCU Club Sports Mailbox 6 Malley Access 4 Malley Center 16 Marketing 7 Media 7 General Information Nat. Travel Fund 8 Officer Duties 3 The Club Sports Program is skills including program and the NCAA. Org Chart 2 designed to provide planning, delegation of Clubs are student-initiated Parking Permits 4 participants with an responsibility and and student-managed so Paying People 10 opportunity to: authority, group members are actively Practices 18 Participate in a wide dynamics, fundraising, involved in determining the Prospective Athl. 15 variety of sports and financial management, objectives and procedures Purchasing 10 develop lifelong leisure and public relations of their club. The decision- Receipts 11 values making duties are the Recognition 5 Learn new sports skills CLUB SPORTS DEFINED responsibility of the student Reimbursements 11 Practice and refine members and officers. The Required Forms 19 existing sports skills Santa Clara University clubs with the most success Reserving Rooms 17 Engage in advanced, defines a Club Sport as a and stability are those with Resources 6 structured intercollegiate participation-based active members and Results 14 competition student organization whose dedicated officers. Revenue 9 Develop a feeling of members compete Risk Mngmt. 12 belonging and regularly to pursue a goal- Our clubs compete with Scheduling 18 understanding among driven interest in a sport. All clubs from other universities Social Websites 15 individuals and groups Club Sports represent Santa and are not intercollegiate Sponsorships 9 Develop and maintain Clara University and must sports teams. Club Sport Stanton Field 17 physical fitness comply with the rules and teams do not recruit or Travel 14 Develop leadership skills regulations set forth by the offer scholarships. Trips 14 and capabilities University, their national Volunteers 4 Develop organizational governing organization, FAQs 20 22 TYPE TITLE HERE ORGANIZATION Club Sports Director of Recreation – Executive Board President – Organizational Chart Janice DeMonsi Ellen Metzger Assistant Director of Club Sports Council Recreation – Erin Patchett Executive Board Vice President – Colin Club Sports Coordinators – Niedermeyer Katrina Blanton-Hubbard and Joe McDonnell You can reach any of these people by emailing Club Sports Council firstname.lastname@example.org. Executive Board Chairperson – Katrina Blanton-Hubbard Club Sports Council Club Sports Office Staff Responsibilities include: club forms and maintain General administrative budgets for each team. guidance and assistance Assist with the continuing with all club business. development of policies Communicate regularly and procedures for the with the designated club Campus Recreation Club representative. Sports Program. Advise the CSC (Assistant Assign facilities for Director of Recreation) practices, games, and and serve as Chair of the any special events held Council (Club Sports on campus. Coordinator). Enforce all policies and Advise officers on regulations as defined by matters of liability, the Department of promotions, brochures, Athletics and Recreation travel, budgets, and Santa Clara equipment purchases, University. scheduling, and Have final authority fundraising. (Assistant Director) on all Process and track all club business. Club Sports Council (CSC) EXECUTIVE BOARD discuss ideas, issues, the CSC is made up of 18 the Council. budgets, discipline, and members (1 Team Rep for Attending all meetings Each spring the current agendas prior to CSC each of the 18 different (approximately 2 per CSC elects a new President meetings. The duties of the Club Sports teams). Each quarter) on Sunday and Vice President of the Executive Board are listed club may choose the evenings at 9pm. CSC Executive Board. on the CSC Constitution person that will serve as Passing along rulings and These elected students which is available online or their Team Rep but that other information from serve as leadership of the in the Club Sports Office. person must be an elected meetings to their team Council and must carry out officer of that club. officers and members. the CSC Constitution. The TEAM REPRESENTATIVES Responsibilities include: Assisting with special Executive Board meets with Serving as the liaison events and serving on the Club Sports Staff to The voting membership of between their team and Council committees. Club Sports Officers 3 Club Sports are self-administered and the daily operations University, the Department of Athletics and Recreation, of each club are mainly the responsibility of its officers and the Club Sports Handbook, and the SCU Student members. The contribution of each member is vital to the Handbook. club's success. However, it is the president who is ultimately Serve as liaison between the club and the administrative responsible for ensuring that the club functions properly. staff concerning club activities. Communication with the Each club president should delegate responsibilities Assistant Director of Recreation or Club Sports among officers and club members. Coordinator is expected on every aspect of the club and is critical to the success of each club. Each club must have a minimum of 2 officers. For clubs Establish and collect club dues. with larger membership, the ratio must be 1 officer for Select volunteer and paid coaches/instructors. every 15 team members to ensure that one person does Attend all scheduled club meetings called by the Club not face the impossible task of fulfilling all duties and Sports Staff. obligations. Typical club officers include president, vice- Inform club members and coaches of all responsibilities, president, treasurer, equipment manager, publicity obligations, policies, procedures, and crucial deadlines. manager, safety manager, etc. All club officers must meet Follow up to ensure compliance. the standards described in the Eligibility Policy for Submit a Team Roster Form prior to the first practice. Participation in Student Activities in the SCU Student Ensure that every participant properly fills out the Handbook which includes maintaining a cumulative GPA Informed Consent and Release of Liability Form, Medial of at least 2.0. Information and Authorization Form, and Conduct Guidelines. All three forms must be on file in the Club Responsibilities of the Club Sports Officers include but are Sports Office before members can practice and/or not limited to: participate in any club-sponsored event. Provide leadership and direction to the club. Update the team roster as membership changes and Follow regulations as stipulated by Santa Clara submit to the Club Sports Coordinator. Check the club's mailbox Authorization Form for paperwork, and checks Officer regularly in the Club Sports Office at the Pat each team member and the Emergency Contact to the Club Sports Coordinator with the Responsibilities Malley Fitness and Card given out at the Club Sport listed clearly Recreation Center. beginning of the year. on the top of the Continued… Check email regularly Inform the Club Sports document. and reply promptly. Coordinator of any Inform incoming officers Important information will address and/or phone to your club of all be conveyed via email in number changes of any operating procedures. regards to club activities, officers during the school Additional duties are deadlines, etc. year. discussed under the Satisfy financial Obtain approval for other headings of this obligations that the club competition and handbook. The points has incurred which are practice schedules for mentioned above should not covered by funds each quarter and not be considered a allocated through coordinate facility complete list of the Club Campus Recreation. requests and usage with Officers’ responsibilities. Keep accurate records the Assistant Director of of club income and Recreation. expenditures and ensure Fulfill requirements for funds are properly getting people deposited. approved to drive for all Fulfill all national club events. governing body and/or Have all promotional league obligations. items approved by the Become familiar with the Assistant Director of Injury Report Form and Recreation prior to mass emergency procedures. reproduction, posting, or Ensure that two club distribution. officers, coaches, or Submit a Program members are First Funding Summary and Aid/CPR certified. schedule a budget Have on hand at all meeting with the Club practices, games, and Sports Coordinator by special events: Medical the 3rd Friday of the fall Information and quarter. Submit ALL forms, Did you know you can see past Club Sports Award winners at www.scu.edu/recreation/club/Club-Contacts.cfm? 4 TYPE TITLE HERE MALLEY CENTER ACCESS Club Sports Coaches/Instructors Each club will be given The philosophy of the Club Responsibilities of the Club Letter of Agreement in free Malley Center Sports Program is to Sports Coaches include but addition to the Coach Membership cards for two emphasize student are not limited to: Letter of Agreement. coaches that are good for leadership and Each new academic Stay up-to-date on club access to the Pat Malley participation. It is the year, read and sign the activities, competitions, Fitness and Recreation responsibility of each club Coach/Instructor Letter meetings, etc. Center (this card will not to secure the services of a of Agreement and Adhere to all Santa Clara allow coaches to take volunteer coach/instructor attach copies of any University, Department of fitness classes). Coaches if they so choose to have a new or updated Athletics and Recreation, who misuse their card will coach. The coach should certifications and/or national governing body lose future access limit his/her contributions to licenses. and/or league policies privileges to the facility those involving coaching Coaches MUST submit and regulations. and the Club Sport they skills and knowledge. the Coach/Instructor Exercise reasonable care represent may also face Letter of Agreement and caution in the disciplinary action. Contract for coaching whether they will be execution of all services is between the receiving payment from coaching duties in order Malley Center coach and the club. the club or not. to minimize the risk of Membership cards are Coaches are not Unpaid (or volunteer injury. only valid September – employees of Santa Clara coaches) must also Read and understand June. University. submit the Volunteer this handbook. If your club has more than two coaches that need access to the Malley Hiring Coaches Center for practice, the additional coaches will be Officers MUST meet with the Risk management Malley Center membership. given laminated passes Assistant Director of experience that give them access to Recreation prior to having Past experience in club Your league may also be the Malley Center only a new coach sign the coaching able to assist you with during scheduled practice coaching agreement form. spreading the news about times. The coach HIRING TIPS your open coaching CANNOT use the Malley A knowledgeable and position or may have a list Center for anything other experienced coach should Most teams that have had serve that they can use to than your club’s practices be chosen by the club. success finding a new send out the position (i.e. no working out, etc). Clubs may wish to consider coach have done so by announcement. the following: contacting local youth Please email the Assistant Prior coaching clubs, high school coaches, Other ideas include online Director if your club wishes experience and as well as local collegiate coaching forums, Craigslist, to get either Malley technical knowledge of coaches. flyers in local businesses. Center Membership cards the sport or the laminated cards for CPR/First Aid training If your team is unable to Please be sure to let the your coaching staff and Certification by the Club pay a coach, be sure to Assistant Director of allow 3 business days for Sport's governing body (if highlight some of the other Recreation know if you processing. applicable) advantages of the position need help with yours Safety awareness such as receiving a free search. PARKING PERMITS Teams may purchase various types of SCU Volunteer (Unpaid) Personnel parking permits for their coaches/volunteers. Only non-Santa Clara University affiliates that coach or All volunteer personnel trained professional volunteer’s certifications volunteer are eligible for a (whether unpaid coaches (Athletic Trainer, Physical and experience and will permit. To purchase a or volunteer medical Therapist, Physician, etc), inform the team if the permit, fill out the Campus personnel, etc) must be they must submit proof of volunteer is or is not Safety Parking Permit approved by submitting a their certifications prior to approved. Application and submit to Volunteer Letter of working with a club. The Club Sports Office. Club Agreement. If the Assistant Director of presidents will be notified volunteer is serving as a Recreation will review the when the permit is ready. MEMBERSHIP NON DISCRIMINATION POLICY 5 Each new* Club Sport will the Club Sports Program D. To be academically Santa Clara University undergo a probationary Title IX compliant. eligible, all members does not discriminate on period of one calendar 3. There must be evidence must have a minimum the basis of race, color, year during which they do of interest and cumulative G.P.A of national and/or ethnic not receive funds from commitment from 2.00. All G.P.A origin, sex, marital status, Campus Recreation, do students (PLAYER requirements are sexual orientation, not have a vote in the Club ELIGIBLITY): checked at the end of disability, religion, Sports Council, and do not A. Each team must have each quarter using the veteran's status, or age in receive any priority for a minimum of 15 current rosters on file. the administration of any facility scheduling. registered Santa Clara Students below the of its educational policies, University students as required G.P.A. will be admissions policies, Should the Club Sport team active members or 1.5 notified that they scholarship and loan meet each requirement multiplied by the cannot participate in programs, athletics or outlined below to the minimum number of practice or games for employment-related satisfaction of the Club players needed for a the entire following policies, programs and Sports Council, then the team sport (i.e. 6 x 1.5 quarter. This policy is activities. team will achieve full Club = 9 for volleyball). from the SCU Student Sport status. Permission may be Handbook. INTRAMURAL granted, under certain E. All Club Sport PARTICIPATION Once Club Sport status is circumstances, for members must be in achieved, the following list teams to have less good standing with We encourage all Club of requirements must than the required the university in order Sports athletes to utilize the continue to be met in order roster amount but can to participate on a various services that to maintain Club Sport prove interest and Club Sport. Students Campus Recreation has to status. commitment. placed on Disciplinary offer you. Aquatics, B. All active Club Sport Probation will not be Intramurals, Lifetime *Applications from members must be able to compete with Recreation Classes, Open prospective club teams are current Santa Clara their team (as stated in Recreation, and the not being accepted for 08- University students. the SCU Handbook) Weight Room are just a 09 due to a cap placed on Depending on and are not allowed to few of the areas you can the program by the league’s rules, these travel with their team become involved with. Department of Athletics can be to competitions However, please note that and Recreation. undergraduate or (officially or Club Sports team graduate students. A unofficially). members are NOT CRITERIA roster cap will not be F. All Club Sport ALLOWED to participate implemented however members must have on intramural teams of the 1. The primary activity of each team may their own private same sport in order to the club must involve choose to hold tryouts health insurance or keep intramural play fair physical activity and in order to keep their must have SCU health and fun for all other competition. Physically team size insurance. The injured participants. For example, active clubs that do NOT manageable. Teams party is responsible for a club volleyball player compete will not be that do not manage all financial obligations CANNOT play on any type considered for their roster size will not incurred in any of intramural volleyball application into the Club necessarily be given treatment team (3-on-3, 6-on-6, etc). Sport Program. Instead, more resources necessitated by an non-competing clubs (funding, facilities, injury. Santa Clara FACULTY/STAFF can apply to be etc.). University and the PARTICIPATION Registered Student C. Current SCU faculty or Department of Organizations under staff wanting to Athletics and See section “C” to the left Associated Students participate in a Club Recreation are not for more specific Santa Clara University. Sport must be responsible for any information. If your club 2. The club’s primary approved through the injury or property loss does have faculty or staff activity must not Assistant Director of incurred by any participants, your roster duplicate that of an Recreation. Their participant in the Club must clearly note which existing registered participation, if Sports Program. participants fall under that student organization, approved, will be G.Alumni may only category! Club Sport, or limited to practice participate in Club intercollegiate sport. The sessions. No faculty or Sports alumni games exception to this policy is staff will be allowed to and events. Women’s Club Volleyball participate in which was added in the competitions or hold spring of 2007 to make leadership positions. Membership, Cont’d 6 TYPE TITLE HERE RESOURCES Recognition as an official H. To be eligible, If a person not on both compose and Santa Clara University participants must the official abide by an annual Club Sport includes the properly and approved Women’s budget. The Assistant following privileges: completely fill out Club Volleyball Director of Recreation Use of the Santa Clara three required forms roster is found and Club Sports University name and the prior to any practicing and/or Coordinators must ability to represent SCU participation: competing with the approve all budgets and in competitions. Informed Consent team, it will result in expenses. Eligibility for General and Release of the Women’s Club 10. To retain Club Sport Fund and National Liability Form Volleyball team status, each club must Travel Fund. Medical Information being dropped as a adhere to all procedures Use of the Club Sports and Authorization Club Sports at Santa and ensure that the club Office and Malley Form Clara University. is managed in a Center Conference Conduct Guidelines Please see the Club responsible manner. No Room as well as other Any potential Sports Council Club Sport is guaranteed campus facilities for no athletes under the Disciplinary permanent status. The fee. age of 18 must have Guidelines for Assistant Director of Office services including their required forms additional Recreation and Club photocopying, faxing, signed by their information. Sports Council will review phones, and computers parents prior to 4. The club must offer an the status of each Club (club business only). participation. activity that falls within Sport at the end of every o Each team will I. For Women’s Club the acceptable safety academic year. Those receive $75 dollars of Volleyball participants guidelines established by Club Sports wishing to copy and mailing only: the Club Sports Staff remain active for the credit. Additional Must submit one and/or Santa Clara following year must expenses over $75 will Financial Aid Award University. submit an Intent to be charged back to Form per player. 5. The club must offer Continue Form to the the club. Must be on the activities for which Assistant Director of o Copies must be made official approved acceptable and Recreation at the end of by Club Sports Office team roster. approved facilities and the Spring Quarter. Staff or Front Desk The official equipment are available Staff. approved team for games and practices A mailbox inside the roster will be as well as the resources Club Sports Office for created by the to provide support for the the purpose of Director of Club Sport through staff communication with Compliance within and finances. members and for two weeks of the 6. The Club Sports Program conducting club submission of all must be Title IX compliant business: Financial Aid Award with an equal number of “Club Sport” Forms. Until the men’s and women’s Malley Center, 715 official approved teams. 500 El Camino Real roster is returned to 7. Club Sports will be Santa Clara, CA the Club Sports Staff, approved and registered 95053 the Women’s Club by the Assistant Director Use of the registered Volleyball team will of Recreation and the SCU logos* on apparel, not be able to hold Club Sports Council equipment and official Club Sport based on the criteria websites. practices. outlined in this Ability to link club If a participant handbook. website to Campus intentionally or 8. The existence of club Recreation website. unintentionally fails leaders with knowledge to disclose any of the activity, time *When using the logos on information about commitment, and ability uniforms, equipment, etc. receiving to follow and enforce you MUST use a licensed athletically-related Club Sports policies and vendor. For more aid, the Women’s procedures. information about vendors Club Volleyball 9. Club Sport teams must & licensing please visit: team will be demonstrate financial http://santaclarabroncos. dropped as a Club stability. Teams must be cstv.com/school- Sports at Santa proficient in allocating bio/licensing.html Clara University. funds appropriately and MARKETING 7 Club Sports must have all publicity and promotional officially registered student organizations, University efforts (flyers, newspaper ads, posters, radio offices, academic departments, administrative offices, announcements, press releases, etc) approved by the and faculty and staff groups. Chalk messages, using Club Sports Coordinator and/or Assistant Director of water-soluble chalk, may be placed on paved Recreation. sidewalk areas in and around residence halls, on the east plaza of Benson Memorial Center, on the west STUDENT LIFE CHANNEL porch of Benson Memorial Center, and on paved sidewalk areas immediately adjacent to the Benson The Student Life Channel (SLC) is intended to be a Memorial Center. Chalk messages on sidewalks in other resource for on-campus students, staff, faculty, alumni campus locations, on outdoor stairs and ramps, on and guests of the University. It is primarily available in planter boxes, and on walls and other building surfaces the common areas of the Benson Memorial Center and are prohibited (taken from SCU Student Handbook). anywhere LincTV is available. Advertising on the SLC is available only for those events or news of interest to MEDIA INQUIRIES Santa Clara University students and must be submitted to the Benson Memorial Center for approval by a If your Club Sport team is contacted by any local or recognized university entity. Please stop by the Club campus media representatives, please direct them to Sports Office for information on how to submit your the Director of Media Relations for the Department of event to the SLC. Athletics and Recreation. No Club Sport should talk to the media without talking to the Assistant Director of CHALKING Recreation and/or Director of Media Relations first. Chalk messages pertaining to University-sponsored events may be placed in the designated areas by FLYERS the following statement: Upon approval of flyer, If you have a disability the club should make To post flyers at the Pat approximately 80 copies Malley Fitness and and require a reasonable of the flyer. Recreation Center or in the Copies should be Benson Center: accommodation, delivered to the housing Submit sample flyer to please call [name of office in the basement of Club Sports Office for individual] and [phone Benson. approval. number (voice)] or 1- Those flyers will be Club Sports Staff will distributed to all approve the flyer (if no 800-735-2929 (TTY- Community Facilitators, changes are required) or California Relay) at Resident Directors, will return the flyer for the least [number of hours] Assistant Resident club to make changes. prior to the event. Directors and Graduate Nearly every form The club must submit two Resident Directors to pass mentioned in this copies of the final draft along to students in the handbook is available To post flyers on other of the flyer to be hung in online at indoor bulletin boards on residence halls. the Malley Center. www.scu.edu/recreation/ campus: The club should deliver club/forms.cfm The club must submit a two copies to the info desk at Benson to be sample flyer to Club posted. Sports Office for Flyers in the Pat Malley approval. Fitness and Recreation Upon approval of flyer, Center will be posted for the club may only post a maximum of two on boards they have weeks. received approval for. It is NOT acceptable to To get approval, please post flyers on campus contact the department without getting approval that maintains the board. from Club Sports Staff. Flyers may NOT be To have flyers delivered to handwritten nor have the dorms: items scratched out. The club must submit a Printed material sample flyer to Club publicizing all events on Sports Office for campus must contain approval. 8 FINANCES TYPE TITLE HERE Understanding how finances work for Club Sports at Santa o A meeting with the Club Sports Staff must be scheduled to Clara University is crucial to the success of each team. review the summary. At the end of each month, the Club Sports Coordinators will ACCOUNT TYPES e-mail a budget which shows each club’s current balance. The club treasurer should review his or her own records to verify the account total and send any discrepancies to the University Account – The Club Sports Office administers a Club Sports Coordinators. university account for each of the 18 clubs. All club expenses and revenue come in and out of these UNIVERSITY FUNDING accounts. Gift Account – Each club team has a development The Club Sports Program receives $20,000 from the Office of account in which donations are deposited. These Student Life to be used among the 18 teams. This money is accounts are administered by the Development Office divided into the General Fund and the National Travel Fund. but any revenue into these accounts will be included in General Funds are given to all teams. The amount given is the club’s University Account (see above). determined on a yearly basis by the Club Sports Staff based Endowments – Club Sports are able to open endowment on recommendations from the Club Sports Council. accounts that are overseen by the University CFO. The National Travel Funds are given to teams that apply to the minimum amount to open one of these accounts is Club Sports Council for assistance with post-season expenses. $100,000. If you would like to learn more about The amount available will depend on the previous year’s endowments, contact the Assistant Director of Recreation. allocations and the amount of money used for the General Foundation Accounts – Foundations are a special type of Fund. account that are only available to state schools and thus, Any funds which remain unused at the end of the year will are not available at SCU. go into the Club Sports General Account and the Club Sports Outside Bank Accounts – Accounts outside the university Council will make recommendations on further distribution. are strictly prohibited. All club funds must go through the There is little or no additional funding available to the Club university account. Sports Program. Campus Recreation will provide some financial support for Club Sports when possible. BUDGETS o No Club Sport team will be fully funded by the Department of Athletics and Recreation. The Club Sports Office keeps the official budgets for all o Teams must meet the majority of their budgetary needs clubs. However each club should also designate a through fundraising and club dues. treasurer to monitor their budget. Every fall, each club must plan their team budget for the upcoming year and turn in a Program Funding Summary by the 3rd Friday of the fall quarter. o These budgets should be zero-based with all projected expenses and revenues. o Clubs should use past budgets, equipment catalogs, and online research to plan the most accurate budget. o Clubs must budget for post-season expenses and should not assume any specific amount of support from the National Travel Fund. National Travel Fund (NTF) The National Travel Fund which will make expenses for any grant funding in excess of will be allocated to support recommendations to coaches or non- what the club has teams in post-season play the Club Sports Staff. competing members of fundraised. as part of supporting the All Club Sports should team attending o The amount of dues program’s goal to be budget for the post- nationals. charged/collected. nationally competitive. season as if receiving The following factors will Club dues are not Teams in good standing no money from the NTF. be considered when considered fundraising are eligible to request Requests cannot be reviewing National dollars. NTF for post-season made for coaches’ Travel Fund requests: The number of team expenses. salaries, equipment, or o The amount fund- members required to NTF requests will be regular season travel. raised by the team. travel. presented at a special Requests also cannot The Council will never meeting of the CSC, be used to cover Revenue 9 All revenue received by the club must be turned into o Candy sales, car washes, raffles, youth clinics, the Club Sports Office within 48 hours of receipt. merchandise sales, food/drink sales at home events, food brochure sales, pot luck dinner party, rummage FUNDRAISING sales, bingo benefit, garage sales, white elephant A fundraising event is permitted only if the project is auction, bottle/can drive, rubber wristband sales, consistent with the purpose of the organization and holiday sales, benefit night at local restaurant University policy. Any direct solicitation at open events on campus must be previously approved by USING FLEX WITH FUNDRAISING the Assistant Director of Recreation. The net proceeds of the fundraising event must be Fill out a FLEX form with the Assistant Director of Recreation. used for the stated purpose of the organization, for a Turn form into Mary Johnson in the Event Planning Office purpose related to the goal of the particular Club (Benson 214) within 72 hours of when the sales will begin. Sport, or for a donation to a charitable organization. People may pay for your merchandise with FLEX at the Info Under no circumstances may any payment of profit Desk in Benson. accrue to the benefit of any individual member(s) of The club should take the receipt given to the purchaser at the organization. the Info Desk as proof of sale. Clubs must get all fundraising events approved by All FLEX receipts should be turned into the Club Sports the Club Sports Staff by submitting a Fundraiser Office. Request Form at least TWO WEEKS prior to the The total amount charged via FLEX will be transferred to anticipated event date. your club account approximately 1 week after the end of Revenue from fundraisers must be turned into the the month. Club Sport Office no later than 48 hours after the The Assistant Director of Recreation will receive an email club receives it. when the transfer is complete and the amount of the Common fundraising methods include: transfer; this email will be forwarded to the club officers. DONTATIONS OVERVIEW appointment with the general sponsorship SOLICITED DONATIONS Club Sports Coordinator details, copies of any Donations are gifts given to to see previous letters letters/mailings going out a club for nothing in return. If your team wants to requesting support from to the companies, etc. Donations are tax send out a mailing to alumni, friends, and It must be very clear what deductible and the alumni, friends, family, family. your team will need to do University will send all companies or others, a to honor the sponsorship donors a letter recognizing written proposal must be SPONSORSHIPS and what the company the donor’s contribution to submitted to the Assistant will give your team in the club. Director of Recreation for Sponsorships are deals return. approval. between teams and Clubs cannot sign any UNSOLICTED DONATIONS Written proposal should companies where contract related to include a sample letter to something is exchanged for sponsorships without first The donor indicates in be mailed or given out advertising. For example, a submitting it for review writing his/her desire to and what the market company may give your (see Contracts section). make a monetary value is of any team money to pay for The Assistant Director of donation. merchandise that will be uniforms in exchange for Recreation will notify all The donation is given to donors in return your team putting the Club Sports within seven addressed to the specific for donations. company’s logo on the days of their request if Club Sport or Assistant The Assistant Director of uniforms. A sponsorship is they have received Director of Recreation. Recreation will notify all NOT tax deductible! approval. The donation is Club Sports within seven forwarded to the days of their request if If your team wants to THANK YOUS Development Office. they have received contact companies to The monetary donation is approval. solicit sponsorships, you The university sends a thank listed in the club’s The copying charges as must submit a you letter to all donors but university account. well as the postage will Sponsorship Request we recommend that all Those donors who do not be billed to the club. Form. This form asks for clubs also send their own wish to make their Sample letters are information such as a list thank you to each donor! donations tax deductible available in the Club of the companies you may simply give money Sports office. If interested, wish to contact (include to the club. you may make an name and address), You can find a list of important dates and upcoming club meetings at www.scu.edu/recreation/club/forms.cfm 10 TYPE TITLE GENERAL INFO HERE University accounts are Expenses not like outside bank accounts where money PURCHASES UNDER $5000 include the Club Sport receive a W-2. However, can be withdrawn quickly. team, company name, they will receive a 1099 The Assistant Director of address, and contact and must claim their pay. The spending of club funds Recreation must number, total amount If you know he/she is an is supervised by the approve any purchases owed, and tax SCU employee, please Assistant Director of of equipment, uniforms, identification number. make a note on the Recreation and all etc. Guest Speaker Form to paperwork MUST be Purchases may be ORDERING APPAREL expedite payment. submitted at least fourteen placed on the Assistant days prior to the desired Director of Recreation’s Prior to purchasing CASH ADVANCES need for that money or for Purchasing Card. apparel, the club must the payment of bills. If the company submit an Apparel If your club needs cash accepts MasterCard, Request Form to the for travel and/or other Paperwork that is you will have to set up Assistant Director of club expenses you may submitted early will be a 15 minute meeting Recreation. request an advance of processed as soon as with the Assistant Once the apparel has club funds. received, but paperwork Director of Recreation been approved, follow An Advance Request received late will not have to discuss and order the the steps above to pay Form must be submitted any guarantees and may equipment (either for the merchandise with the amount of be delayed. online or over the (either “Purchases money and what phone). Under $5000” or denomination of bills you APPROVED EXPENDITURES Receipts must be “Paying Invoices”). would like. turned in within 24 hours Advance requests must Examples include but are of the order or the PAYING A COACH be made at least 14 not limited to: charges will be days prior to your Equipment – nets, goals, cancelled. To pay a coach with departure date in order balls, pads etc. All items will be shipped club funds, submit an to receive the funds on Travel Expenses – gas, to the Pat Malley Fitness Independent time. hotels, airfare and Recreation Center Contractor Agreement The person filling out the League/Association where it will be handed Form. request is the person Dues over to the club. This form must be filled responsible for returning Tournament Fees All equipment out completely all left over money and Facility Rental Fees purchased by a Club including the coach’s all receipts of Food and Beverages Sport becomes the social security number expenditures within THREE (for club activities only) property of that Club so that the pay can be DAYS of using funds. Trophies/Awards Sport. reported to the Federal The receipts and excess Uniforms Please note that Government. money must be Insurance California law states Independent submitted along with a Tournament or that every item must be Contractors are not Non-Travel Competition Related taxed so additional tax SCU employees, are Reimbursement Form in Expenses – officials fee, will be charged to your NOT paid on the order for the advance to tape, promo flyers club for any item with a university payroll and be cleared Paying Coaches tax lower than 8.25%. will NOT receive a W-2. If the expense was more Parking Permits (we are However, they will than the advance and not responsible for PURCHASES OVER $5000 receive a 1099 and you would like to be parking citations) must claim their pay. reimbursed for the Purchases over $5000 overage, submit a UNAPPROVED must be made through PAYING OTHER PEOPLE reimbursement form (see EXPENDITURES the Assistant Director of “Reimbursements” next Recreation by To pay a referee, trainer page). Examples include but are providing a quote from or other person with not limited to: the company with club funds, submit a PER DIEM Alcoholic Beverages, which the purchase will Guest Tobacco Products, or be made. Speaker/Honoraria To request per diem, Drugs Form. submit the Meal Money Personal Expenses PAYING INVOICES This form must be filled Receipt Form 14 days Personal Equipment - out completely prior to departure. shoes, bicycles, sticks, All bills that need to be including the person’s The daily rate is $27 per etc. paid should be social security number person. Hotel movies submitted to the Club so that the pay can be You must resubmit the Credit Card Finance Sports Staff at least 4 reported to the Federal Meal Money Receipt Charges weeks prior to due Government. Form within 3 days of date. Guest speakers/officials returning from your trip Only actual invoices are NOT SCU with each member of and bills can be paid. employees, are NOT the team’s initials All invoices, bills or paid on the university (indicating that they payment requests must payroll and will NOT received their per diem). Expenses, Continued 11 REIMBURSEMENTS REIMBURSEMENT FORMS reimbursee that he/she needs to come back to the All reimbursements will be made to the individual who There are 2 different Malley Center to pick the purchased the item/items. reimbursement forms to fill forms up from their team Reimbursements for travel-related expenses must be out in order to be mailbox and take the forms submitted on the Business Expense Form (see list to right). reimbursed. Each form is to the Bursar’s Office where Reimbursements for non-travel expenses must be for a different category of he/she will be reimbursed submitted on the Non-Travel Reimbursement Form (see expense (either travel with cash on the spot. The list to right). related or not travel reimbursee must have a It is important to fill in the name of the person receiving related). photo ID or they will not the reimbursement and the home address on the top of receive their reimbursement. the form. BUSINESS EXPENSE FORM If multiple pages are required, please put the total of REIMBURSEMENTS > $100 the receipts on the bottom of each page, as well as the Gas grand total of the reimbursement on the front page and Food on trips Reimbursements totaling be sure to number the pages on the top. Airfare over $100 will be done via The University will ensure that the expenditures occurred, Hotels the University accounting that they were valid and that proper documentation Car rental software and will result in a exists to support the payment. Tournament entry fees check to the reimbursee. Taxis or shuttles The check will take 2-4 RECEIPTS Tolls weeks to be cut and when Parking fees ready, our office will notify When requesting the reimbursement, the ORIGINAL the reimbursee that he/she receipts are needed. NON-TRAVEL needs to come to the The receipts must provide information on how payment REIMBURSEMENT FORM Malley Center to pick it up. was made (check/cash/credit card) and who actually If the reimbursee would like paid the expense. Equipment the check mailed to them, Receipts may NOT include any personal items or items Uniforms we will need a current that are prohibited for purchase with University funds. Merchandise to sell mailing address. Receipts for hotels must be itemized (i.e. the receipt Team banquets should list all of the rooms that were paid for). Postal charges OLD REIMBURSEMENTS Reimbursements for airfare must include a receipt listing Gifts/prizes/awards the number of tickets purchased and the names of the Facility Rentals Effectively September 1, travelers. Miscellaneous supplies 2008, the Club Sport Office Receipts from restaurants must be itemized (i.e. the will no longer process receipt should list each item, food and beverage, REIMBURSEMENTS < $100 reimbursement requests for ordered). receipts over 2 months old. If receipts do not meet the above requirements, Reimbursements totaling Please submit your receipts additional proof of the expense(s) will need to be under $100 will be done for reimbursement in a submitted. For example, copies of a bank statement or via the Bursar’s Office. timely manner. Please credit card statement showing the expense. After the correct form and contact the Assistant NOTE: In the case of itemized receipts for hotels and receipts are turned in and Director of Recreation if you restaurants, we MUST have the original receipt and signed by the Assistant have questions on this additional documentation will not be accepted as Director, the Club Sports policy. further proof! Office will notify the Document Detail and Consistency Documents related to club back for correction if the and supporting happened and not find expenses and revenues document is incomplete or documentation. If gaps in the record. that are submitted for if something is unclear. This necessary, explain processing must be unnecessary step will cause inconsistencies in a note or completed properly as delays in processing so on the paperwork itself. specified for the particular special care should be Provide enough detail to type of transaction taken the first time. ensure that an auditor, or mentioned in the previous someone unfamiliar with sections. The Club Sports It is important to ensure the situation, will Staff will send a document consistency between forms understand what has 12 12 TYPE TITLE HERE INJURIES RISK MANAGEMENT The Cowell Health Center (408-554-4501). Hours are limited to 8:00 GENERAL GUIDELINES include: to make arrangements a.m. - 5:00 p.m. Monday A private medical plan for Athletic Training through Friday. Campus To provide a safe and SCU insurance through services but the Club EMTs are available 5:00 positive recreational the Cowell Health Center Sports Office can assist p.m. - 6:30 a.m. experience for all (408-554-4501) you if you need help. A The closest emergency participants, it is necessary list of local physical room is located at to make efforts to prevent Students that do not have therapy clinics is posted O’Connor Hospital at accidents and injuries health insurance cannot in the Club Sports Office. 2105 Forest Ave in San before they happen. It is participate in the Club If clubs do not hire Jose (2.5 miles from strongly recommended Sports Program. Athletic Trainers, then campus). that every Club Sport somebody with First Aid The club president must implements and practices PHYSICAL EXAMS and CPR certifications ensure that an Injury the following safety should be present (i.e. Report Form is guidelines: Serious injuries may occur coach or team safety completed ASAP Club Sport officers, club during participation in a officer). following an injury. members, coaches, and competitive sport. For The Department of This report must be instructors must maximize participants own benefit Athletics and Recreation submitted within 24 participant safety at all and to reduce such risks, Training Room and Sports hours of each practices, games, and the Club Sports Program Medicine are NOT occurrence or other activities. STRONGLY encourages available for use by any immediately after Develop and practice each Club Sport athlete to Club Sport team or returning from a trip safety guidelines relevant get a physical examination individual. where the incident to your sport. prior to participation every occurred. Inspect fields and year. PROOF OF LIABILTY First Aid and follow-up facilities prior to every INSURANCE treatment (emergency practice session, EMERGENCY MEDICAL room, hospitalization, game/match, and TREATMENT If using a non-Santa Clara etc.) must also be special event. Report University facility that documented and unsafe conditions to the To be eligible to join a Club requires proof of liability submitted with the Injury Club Sports Coordinator, Sport team, each person insurance or certificate of Report Form. Assistant Director of must fill out the Medical insurance: Club officers should Recreation, or Malley Information and Submit the contact have copies of the Injury Center Front Desk staff Authorization Form. name, address, phone Report Form on hand at and do not use facilities This form contains number, fax number, all club events. that are unsafe. emergency contact stipulation of the At least two members for information as well as agreement (hours of use, LOCAL CLINICS each club must be releases club leaders to rules or policies), dates of certified in First Aid/CPR take seriously injured use, and policy amount Rose Garden Health, and a first aid kit should teammates to the to the Assistant Director 1947 The Alameda, San be available at each emergency room. of Recreation. Jose, (408) 249-0789 game/practice session. One copy of this form will This information must be More Physical Therapy, be filed in the Club Sports submitted at least THREE 2145 The Alameda, San HEALTH INSURANCE Office and the other WEEKS in advance. Jose, (408) 248-6886 copy is given to the club Center for Sports Santa Clara University and president. CONTRACTS Medicine, 455 O’Connor the Department of Athletics Club presidents must Dr, San Jose, (408) 947- and Recreation do not have this form (for all If a club is required to sign 2522 provide accident or members of the team) a contract, the contract Rehabilitation West, 591 medical insurance for club with them at all team must be submitted to the W Hamilton Ave, members and are not practices, games, and Assistant Director of Campbell, (408) 379- responsible for paying special events. Recreation to be reviewed 0737 medical costs associated with the University’s Risk San Jose Orthopedic with injuries incurred ATHLETIC TRAINING Management staff. and Sports, 125 N through participation in SERVICES Students cannot sign Jackson Ave, San Jose, club activities. contracts related to Club (408) 254-7722 During competition, it is Sports. The club must allow It is required that all club recommended that a 2-4 weeks for this review. members have an certified Athletic Trainer is Examples of possible accidental/medical plan in on site to assist with any contracts include effect prior to participating injuries. It is the equipment rental, facility in club activities. Examples responsibility of the club rental, etc. AMERICAN RED CROSS 13 Emergency Procedures ADULT CPR OUTLINE ON BELLOMY FIELD IN THE MALLEY CENTER OFF CAMPUS Only trained people can provide emergency care! Assess the situation. Assess the situation. Assess the situation. If an emergency, call 911 If an emergency, alert If an emergency, call 911 Remember… or Campus Safety (408- the Malley Center Front immediately. CHECK - CALL - CARE 554-4444) immediately. Desk staff immediately Notify the facility and o Two blue emergency and they will call 911. personnel, if they are ABCs: AIRWAY - phones are located on Provide necessary first present. BREATHING - CIRCULATION Bellomy Field. aid/CPR (only if certified) Provide necessary first If someone is available, until paramedics arrive. aid/CPR (only if certified) 1. Check the scene. have him/her alert the The Facility Supervisor will until paramedics arrive. 2. Check the victim for Malley Center Facility arrive with the AED and Once paramedics arrive consciousness (call 911 Supervisor (408-554-4068). can assist with first or injured person is if unconscious). Provide first aid/CPR aid/CPR/AED. transported, a club 3. Check for signs of life (only if certified) until Both the Facility officer or coach is (ABCs - open airway, paramedics arrive. Supervisor and a club required to contact the lock/listen/feel for If the Malley Center was officer must document Assistant Director of breathing, scan body notified, the Facility the injury. Recreation IMMEDIATELY. for severe bleeding). Supervisor will arrive with Once paramedics arrive o If the Assistant Director 4. If not breathing, give 2 an AED and can assist or injured person is of Recreation is not rescue breaths. with first aid/CPR/AED. transported, a club available, leave a Once paramedics arrive officer or coach is message and then IF BREATHS GO IN… or injured person is required to contact the attempt to contact 5. Begin CPR (30 transported, a club Assistant Director of the Director of compressions, 2 officer or coach is Recreation IMMEDIATELY. Recreation. breaths). required to contact the o If the Assistant Director o Emergency Contact 6. Stop only if the scene Assistant Director of of Recreation is not Cards will be becomes unsafe, EMS Recreation IMMEDIATELY. available, leave a distributed during the arrives, an AED arrives, o If the Assistant Director message and then fall quarter and all you are too exhausted of Recreation is not attempt to contact Club Sport teams must to continue, or the available, leave a the Director of have this card at all victim shows obvious message and then Recreation. practices, games, and signs of life. attempt to contact o Emergency Contact special events. the Director of Cards will be The club president must IF BREATHS DO NOT GO Recreation. distributed during the ensure that an Injury IN… o Emergency Contact fall quarter and all Report Form is 5. Re-tilt head and give 2 Cards will be Club Sport teams must completed immediately. more breaths. distributed during the have this card at all Any player that is 6. If breaths still don’t go fall quarter and all practices, games, and hospitalized or seeks in, their airway is Club Sport teams must special events. treatment in an obstructed have this card at all The club president must emergency room cannot (unconscious choking practices, games, and ensure that an Injury practice or participate in victim). special events. Report Form is competition until the 7. Begin modified CPR (30 The club president must completed immediately. Assistant Director of compressions, mouth ensure that an Injury Any player that is Recreation receives a check, 2 breaths). Report Form is hospitalized or seeks note from the doctor 8. Stop only when you completed immediately. treatment in an that clears the athlete to have cleared the Any player that is emergency room cannot resume practicing or airway which will be hospitalized or seeks practice or participate in playing their respective confirmed by your two treatment in an competition until the sport. breaths going in, emergency room cannot Assistant Director of making victim’s chest practice or participate in Recreation receives a rise. competition until the note from the doctor CONSCSIOUS CHOKING Assistant Director of that clears the athlete to VICTIM Recreation receives a resume practicing or note from the doctor playing their respective 1. Once victim can no that clears the athlete to sport. longer cough or speak, resume practicing or begin series of 5 back playing their respective blows followed by 5 sport. abdominal thrusts until object is removed. 14 14 TYPE TITLE HERE CELL PHONES TRAVEL Effective July 1, 2008, in California, all drivers are Club Sports teams away departure. during the year, a new prohibited from using a and at home represent Any person transporting copy must be handheld wireless Santa Clara University. teammates to practices, submitted to the Club telephone while operating All Club Sport trips are dry games, or other club- Sports Office. a motor vehicle, (Vehicle events for athletes and related events must be o The driver’s personal Code (VC) §23123). coaches. approved by the Club auto insurance will be Motorists 18 and over may All club activities that Sports Office. To accountable in the use a "hands-free device." occur off campus require become an approved event of an accident Drivers under the age of a Travel Form (this driver: or injury. 18 may NOT use a wireless includes but is not limited o Fill out and sign the Club Sport teams cannot telephone or hands-free to games, practices, Driving Roster Form. rent or drive 12 or 15- device while operating a fundraisers, league o Submit copies of a passenger vans or RVs. motor vehicle. meetings, and special current driver’s license events). and auto insurance. The Travel Form is due at o If a driver’s insurance COMPETITION RESULTS least FOUR DAYS prior to changes or expires Upon return from competitions, the club must submit a Results Form Team Trips within three days. Team trips begin and end especially important for Bay Area. All results will be posted on in the Bay Area and while those teams that travel the Club Sport portion of away on a trip, this during our spring break. There are no exceptions to the Campus Recreation handbook and the SCU Individuals are not allowed this policy as it was handed website within a week. Student Handbook governs to stay behind for other down to the Campus all behavior (i.e. no drug or non-club related plans. Recreation Program by TRAVEL DEALS alcohol use while on a Club Santa Clara University’s Sport trip). For example, if a team General Counsel. travels to Arizona for a These are the travel deals When a team leaves competition, no team the Club Sports Office is campus for a competition, member may stay behind aware of at this time. If the trip does not “end” until in Arizona. The trip will not your club encounters all team members are back be considered over until all other deals, please in the Bay Area. This rule team personnel and forward them to the Club applies all year long but is athletes arrive back in the Sports Staff so that all clubs can be made aware of them. Sheraton Gateway Los Angeles (near airport) Approved Drivers $99/night. Contact Michael Hoffs at 310-258- 4781to receive the Any person transporting during the year, a new anresources/policy/704.c rate. teammates to practices, copy must be submitted fm?menu=700. The Do not forget, you games, or other club- to the Club Sports Office. policy is also posted in cannot sign a related events must be The driver’s personal the Club Sports Office. contract without approved by the Club auto insurance will be getting it approved Sports Office. To become accountable in the by the Assistant an approved driver: event of an accident or Director of Recreation Fill out and sign the injury. first. Driving Roster Form. Prior to driving to or from Submit copies of a Club Sports events, each current driver’s license driver must also review and auto insurance. the University’s Vehicle If a driver’s insurance Policy found online at changes or expires http://www.scu.edu/hum 15 ALCOHOL TEAM CONDUCT The SCU Student Handbook states that CLUB SPORTS COUNCIL events or when traveling, the Club Sports Council “alcoholic beverages shall DISCIPLINARY GUIDELINES each club continues to Disciplinary Guidelines not be served or represent Santa Clara which are online at consumed at any The basic concept University. Any reports by www.scu.edu/recreation/cl University-sponsored underlying the Club Sports other teams or ub/forms.cfm. The intercollegiate or club Handbook is that students, administrators of activities document is used by the sport athletic event or by enrolling at Santa Clara that reflect negatively Council when determining recreational sports University, assume a duty to upon the University will the consequences of activity.” Club Sports conduct themselves and result in disciplinary action. policy violations and teams are expected to their Club Sport team in a Further, all clubs must includes information on obey this mandate. manner compatible with comply with the rules and minor infractions, Please see the SCU the University’s purpose as regulations set forth by the intermediate infractions, Student Handbook for the an educational institution. University, the Department major infractions, hearings, complete SCU Athletic Club members are of Athletics and appeals, and fines. Beverage Policy. expected to act in mature Recreation, their national and responsible manner governing organization, All officers are responsible All Club Sport trips are dry both on and off-campus, and their league. for knowing the contents of events for both the when participating in club- this document. athletes and the coaches. related activities. When All Club Sports officers involved in off-campus should be very familiar with HAZING Prospective Club Members (Non-SCU Students) The definition of hazing is provided in the Santa Club Sports coaches, criminal law. Club Sport funds cannot Clara University’s Student officers and members Prospective club be used to reimburse Conduct Code. cannot engage in any members must come coaches or officers for formal or informal with a parent or legal any expenses related to Hazing is strictly prohibited. activities with guardian and must stay meeting with or visiting Even if no alcohol is prospective club with them if event is prospective club involved and all members still in high overnight. members and their family participants are willing, school without the Prospective club members. many actions will still knowledge and members cannot If coaches and/or qualify as hazing. To permission of the arrange to stay on- or officers hold report violations of this Assistant Director of off-campus with current informational sessions policy, please contact the Recreation. Club Sports athletes. with prospective club Assistant Director of The Assistant Director of o Prospective club members and parents, Recreation or the Office of Recreation must approve members may stay on- they must hand out or Student Life. all materials distributed to campus only if read the following prospective students. arrangements to do so information: The purpose of any are made officially o Mission Statement SOCIAL WEBSITES meetings, visits, or events through Admissions. o Campus Recreation should be to give o During spring quarter, and the Club Sports All Club Sports members prospective club the Admissions Office Program do not offer are advised to be mindful members information offers overnight stays scholarships about what they put in that will help them make for admitted students. o Campus Recreation online profiles at sites such a decision about where The admitted student and the Club Sports as Facebook and they want to pursue their can make specific Program cannot MySpace. Your choices academic and requests regarding provide any assistance reflect upon Santa Clara extracurricular pursuits. who his/her host is. getting prospective University, the Department Any Santa Clara students admitted into of Athletics and SPECIFIC POLICIES University student can SCU Recreation, the Club become a host by o Campus Recreation Sports Program and you. If Club must receive contacting the and the Club Sports online evidence of permission from the Admissions Office. Program cannot behavior that violates the Assistant Director of Club Sport funds cannot provide any assistance Club Sports Handbook or Recreation in advance. be used to pay for food, with financial aid SCU Student Handbook is No alcohol, drugs, adult lodging, transportation or packages from the brought to the attention of entertainment, any other expenses for University Campus Recreation staff, gambling, sexual prospective club o Club Sports are funded disciplinary action may harassment or hazing. members and their primarily through dues result. No activities that violate family. and fundraisers 16 16 TYPE TITLE HERE ACCESSING THE MALLEY CENTER FACILITIES AND EQUIPMENT Whether for a Club Sport practice, game, or meeting Due to limited facilities, should be reported to reserve. Please remember all club athletes must have being a recognized Club immediately to the that merely submitting a an SCU Access card to Sport does not guarantee Assistant Director of request does not guarantee enter the Malley Center. availability of University Recreation or Club Sports a reservation. Clubs are Coaches should either use facilities. Coordinator. urged to put in a request as their Malley Center Campus Recreation Clubs are responsible for all soon as they are aware that Membership card (if they facilities must be shared aspects of game they will need a facility. have one) or their among all Campus management when hosting events (site Spaces available to reserve laminated quarterly pass. Recreation program areas preparation, equipment in the Pat Malley Fitness and Club Sports athletes and (Intramurals, Fitness, Open set-up and take-down, Recreation Center include 3 coaches are not exempt Recreation) as well as conduct of participants gym courts, 1 outdoor from the facility policy that within the Club Sports and spectators, crowd basketball court, 1 states all users must have an Program itself which control, facility clean-up, multipurpose room, and 1 ID to enter the building! includes 18 different teams. care of visiting teams and conference room. All practices, games, and FACILITY SUPERVISORS special events require officials, etc). Each club hosting an There are 3 fields available approval by the Club event is responsible for to reserve on Bellomy Field. The Facility Supervisor is the Sports Staff. making sure that visiting Lines vary depending on the acting building manager on All facilities must be kept teams are aware of the season. duty for the Malley Center, clean and returned to their Sullivan Aquatic Center, and original condition after facility rules. Availability of the Malley Bellomy Field. Please each practice or game. CAMPUS REC FACILITIES Center and Bellomy Field is request assistance from the Any misuse of a facility subject to change without Facility Supervisor if there is a may result in loss of facility Campus Recreation facilities notice and is based on problem with set-up, privileges. are available for Club Sports scheduled Campus reservations, or Any damage to facilities Recreation programs. maintenance issues. The Facility Supervisor has the final authority in all situations MALLEY CENTER POLICIES denied access to any recreation facility, and should be notified if of or asked to leave the premises any emergencies. Patrons must have current membership to immediately. the recreation facilities and must present Non-marking court shoes must be worn in HOSTING EVENTS their current ID to the front desk staff upon all activity areas. Any patron wearing entering. All Club Sport athletes and shoes that mark the court will be asked to To reserve facilities for an coaches must show proper ID in order to change shoes before he/she may event, fill out and turn in a gain access to the facility. continue the activity. Also, close-toed Facility Request Form at All patrons must wear shirts and shoes at shoes must be worn in the weight room least 2 MONTHS before all times while in the facility, unless in the and patrons may not participate in socks the event. locker rooms. An exception is the or bare feet. Once event is approved, gymnasium area. Locker rooms are provided for patrons to make an appointment Food and drinks need to be kept in the use for their convenience. Teams should with the Assistant Director lobby and may not be taken into any be made aware that they must provide of Recreation to discuss other part of the facility. Gum is not their own towels as well as locks for the specific needs and allowed in the recreation facilities. day use lockers. situations regarding the Enclosed water bottles with water only are Any patron vandalizing recreation facilities event(s). allowed in activity areas; however, no in any manner (kicking, hitting, writing, If the event is taking place glass containers are allowed. Hosting clubs etc.) will be removed immediately. Patrons in the Pat Malley Fitness will be expected to assist the facility staff in may also be held financially responsible and Recreation Center, a enforcing facility rules. for any damage. roster of teams that will be No rollerblades, bikes, or skateboards are Patrons exhibiting abusive behavior, either entering the facility must allowed in recreation facilities. verbally or physically, toward a fellow be provided in a timely No pets are allowed in recreation facilities patron or a recreation employee will be manner so that except guide dogs assisting a disabled asked to leave the facility immediately. arrangements may be person. Patrons may also be suspended from using made to allow them into No tobacco product or alcohol of any recreation facilities for abusive behavior. If the facility. kind is allowed in the recreation facilities. patrons refuse to leave the facilities upon All visiting team members Patrons or spectators under the influence the request of a recreation employee, entering and using the of alcohol will be asked to leave the Campus Safety will be called to remove Malley Center must sign facilities immediately. the patron. and complete an No weapons or firearms of any kind are In the event of a medical emergency, Assumption of Risk and allowed in the recreation facilities. Patrons patrons should inform the Malley Center Liability Form. possessing any weapon or firearm will be Front Desk staff immediately. 17 ON CAMPUS ROOM RESERVATIONS Facilities and Equipment, Cont’d Teams may request room BELLOMY FIELD POLICIES Bellomy when it is closed returning the field to its reservations in buildings on will face disciplinary action original condition after all campus to hold team In the event of inclement and may be charged a uses. meetings, information weather or poor field fee for field repairs. Club may be charged for meetings, etc. To do this, conditions, Bellomy Field Clubs must report any field clean-up costs if not you must email the Assistant may be closed. hazards (holes in field, returned to original Director of Recreation the The decision to close protruding sprinkler head, condition. number of people the room Bellomy field will be made broken glass, etc.) If bleachers are used for must hold, day/time each day by Campus immediately to the Malley practices or games, they preferences, and special Recreation Staff at noon. Center Front Desk staff must be returned to their equipment needed (i.e. If Bellomy is closed, club (554-4068) so it can be original location. DVD player). You will be officers and coaches will corrected as soon as No bicycles and/or motor notified via email if a room be e-mailed by Club Sports possible. vehicles are allowed on reservation was able to be Staff. NO alcoholic beverages the fields (grass or dirt made or not. Please During inclement weather, are permitted on or areas). request room reservations 72 Club Sports may be around Bellomy Field. Club No pets are allowed on the hours in advance. Anything allowed to practice non- Sports are expected to fields. less than 72 hours may not ball skills or conditioning in enforce this policy before, The use of tobacco result in a reservation. the Malley Center during, and after an event products is not allowed on (pending availability). If with players and the fields. TEAM EQUIPMENT space is available, Club spectators Guns, knives, or weapons Sports Staff will notify club Clubs are responsible for of any kind are prohibited. All team equipment is the officers and coaches and facility upkeep and property of the Club Sport times will be scheduled on maintenance during team, not Campus a first-reply basis. practice, games and Recreation. Clubs that are found using tournament play. Clubs are responsible for EQUIPMENT DONATIONS STANTON FIELD POLICIES in field, broken glass, etc.) immediately to All donated equipment must the Malley Center Front Desk staff (554- be approved by the No food or beverages are allowed on 4068) so it can be corrected as soon as Assistant Director of Stanton Field. possible. Recreation before The following items and actions are also NO alcoholic beverages are permitted on acceptance. If no tax prohibited on Stanton Field: golfing, any or around Stanton Field. Club Sports are deduction is desired for the sharp or pointed object, animals, bicycles, expected to enforce this policy before, item, the club will be chewing gum, chairs, smoking, sunflower during, and after an event with players. notified if the item is seeds, vehicles/scooters. Players, spectators, and others found with approved and then the Stanton Field is to be used only for alcoholic beverages will be asked to club can receive the item. scheduled and authorized teams. remove those beverages from the area. Those wishing to get a tax Prior to schedule usage, all team members Game play and/or practice will stop until deduction for a donated are required to read and sign the Stanton rules are complied with and may be item must follow these Field Agreement Form. subject to cancellation. procedures before the item Only participants are permitted on Enforcement of this policy will follow the can be accepted: Stanton Field. Spectators must remain guidelines established by Santa Clara The donor indicates in outside the fenced area. University for violation of university policy. writing his/her desire to In the event of inclement weather or poor Security and safety are of great donate the item. This can field conditions, Stanton Field may be importance and therefore, individual or be via letter or email. closed. team violations will be directed to the The value of the item must If Stanton is closed, club officers and Office of Student Life (OSL) and the be noted in the letter coaches will be e-mailed by Club Sports Director of Recreation. The letter/email must be Staff. Club may be charged for clean-up costs if addressed and sent to the During inclement weather, Club Sports the field is not returned to original Assistant Director of may be allowed to practice non-ball skills condition. Recreation. or conditioning in the Malley Center NOTE: Any violation of the stated Stanton If the donated item is (pending availability). If space is Field policies will result in the loss of access approved, the available, Club Sports Staff will notify club to that facility for all 18 Club Sports and letter/email will be officers and coaches and times will be the rest of the Campus Recreation processed and sent to scheduled on a first-reply basis. programs (intramurals, fitness, youth sports Development. Clubs that are found using Stanton when it camps, etc). is closed will face disciplinary action and may be charged a fee for field repairs. Clubs must report any field hazards (holes 18 18 TYPE TITLE HERE PRIORITY SCHEDULING In the fall and spring quarter, Intramurals PRACTICE POLICIES Although there is no limit (or B squad or 2nd team, have priority in to away games and total etc) game will occur. scheduling on Bellomy Clubs are limited to the number of games, the Clubs cannot schedule Field and in the winter number of hours they can approval of all games to miss classes; quarter, Club Sports practice while in and out of competition schedules is post-season play is the have priority in season. at the discretion of the only exception to this rule scheduling. The Malley Out-of-season limit is Assistant Director of policy. Center is shared all eight hours of practice Recreation. Games Any changes to a club’s three quarters by Club per week (only six can be requested in excess of competition schedule Sports, Intramural Sports scheduled in Campus required league play are must be communicated and Open Recreation. Recreation facilities). not guaranteed to be to the Assistant Director Priority within the Club In-season limit is twelve approved. of Recreation Sports Program will be hours of practice per IMMEDIATELY. given based on which week (only eight can be PRACTICE SESSION FACILITY Any changes to a club’s teams are in season for scheduled in Campus USE REQUEST FORM home competition each quarter. Recreation facilities). schedule are not The Practice Facility Practice times must be Required two weeks prior guaranteed to be Request Form must be after 5:00 p.m. on to practices. approved and should submitted by stated weekdays. Used to request facilities not be advertised as deadline which will be Mandatory practices are that will be used on a changed until approval is emailed to club officers. NOT allowed during finals regular basis for practice. granted by the Assistant o If a team requires on- week. Please be sure to request Director of Recreation. campus space for Practices and games a second and third Due to the limited practice but does not can only be held during preference in case your amount of field space for have that form in by the academic year. first choice is not Campus Recreation stated deadline, they available. programs, Club Sports will receive the lowest COMPETITION POLICIES Bellomy will be divided teams are not allowed to priority. into sections and clubs host post-season games The Assistant Director of Club Sports teams are will be assigned a part of or tournaments. Recreation will make limited to the number of the field to practice on. the practice schedules competitions they can Depending on the day, FACILITY REQUEST FORM based on the requests participate in while in and one to three clubs will submitted and will have out of season and all practice at one time and Required two months final say on the competitions must be clubs will have to be prior to events. schedule. approved by submitting a flexible with their Used if your club needs Game Request Form (see scheduling request. If to use Campus FIELD LINES Facility Scheduling below). Intramural Sports games Recreation facilities to are scheduled, please host a tournament, Please note that field lines Out-of-season (this special event or includes pre-season) do not disrupt games or will be chalked during the practices on their fundraiser. fall quarter instead of home game limit is one Be sure to indicate game. scheduled field space. painted. This means that it exactly how much of the is crucial for clubs to give Out-of-season away facility you need (one games are not limited. GAME SCHEDULE REQUEST the Assistant Director of FORM court, two fields, a Recreation notice of all In-season home games meeting room, etc) and scrimmages at least two limit is four games (teams what additional in larger leagues may not Required two months weeks in advance. prior to games. equipment you need be restricted to 4 in order (scoreboard, tables, to allow the team to Used to request approval of competition schedule chairs, cones, flip cards, remain in good standing water coolers). with their league). as well as request facilities for any home Each Club Sport team In-season away games will be held financially are not limited. games. If a team wants to add a responsible (retail cost) Total number of games is for replacing any not limited. tournament or game not on the original request, damaged or missing Teams that do not have equipment. true “in seasons” and they must submit a new “out of seasons” will be form for approval. limited to 4 home events For scheduling purposes, per year unless facilities be sure to indicate are available. whether or not a B side REQUIRED FORMS 19 There are a variety of different reasons the Club Sports Volunteer Letter of Agreement Office requires teams to fill out forms for club business. o Required for any coach or personnel that is UNPAID. Some forms are required based on university policy, Independent Contractor Form others are required as the easiest means of getting info o Used to pay coaches. from clubs in a timely manner, etc. Campus Safety Parking Permit Application o For teams that want to purchase permits for their Below is a list of our current forms, sorted based on coaching staff. when they should/must be turned into the Club Sports Office. REQUIRED FOR VOLUNTEERS REQUIRED PRIOR TO PRACTICING/COMPETING Volunteer Letter of Agreement o Required for any personnel that is UNPAID. Team Roster Form Informed Consent and Release of Liability Form REQUIRED ON A ON-GOING BASIS Medical Information and Authorization Form Conduct Guidelines Injury Report Form Women’s Club Volleyball Financial Aid Form o Due within 24 hours of injury Stanton Field Agreement Non-Travel Reimbursement Form o Due within two months of purchase (but sooner than REQUIRED BY THE THIRD FRIDAY OF FALL QUARTER that is highly recommended). Apparel Request Form Program Funding Summary o Due prior to purchasing any apparel whether for team o Schedule a meeting to review this form with a Club use or for sale. Sports Coordinator before the third Friday of the Release of Liability Form fall quarter. o Required for any non-SCU people using Malley/Bellomy Club Sports Constitution (if updated) for any events other than a schedule competition. Sponsorship Request Form REQUIRED TO TRAVEL TO GAMES OR PRACTICES o Due prior to contacting any outside organization about sponsorship opportunities. Driving Roster Form Stanton Field Agreement o Must submit copy of current driver license and o Due prior to using Stanton (applies only to teams auto insurance with this form. scheduled on Stanton). FLEX Form REQUIRED TWO MONTHS PRIOR TO EVENT o Due to Event Planning Office at least 72 hours prior to merchandise sales. Game Schedule Request Form Facility Request Form REQUIRED FOR OFFICIALS/REFEREES/TRAINERS/OTHER PAYEES REQUIRED TWO WEEKS PRIOR TO EVENT Guest Speaker/Honorarium Form Used to make one-time payments for professional services. Practice Session Facility Request Form Advance Request Form REQUIRED AT NEW OFFICER TRAINING (END OF SPRING QTR) Fundraiser Request Form Intent to Continue Form REQUIRED FOUR DAYS PRIOR TO COMPETITION Travel Form REQUIRED WITHIN THREE DAYS OF A COMPETITION Results Form Business Expense Form (if applicable) Meal Money Receipt Form (if applicable) REQUIRED FOR COACHES Coach Letter of Agreement o Required before coach works with team in any capacity. Get the Required Forms Checklist at www.scu.edu/recreation/club/forms.cfm. It is a directory of all the various Club Sports forms, logged by when they are due to the Club Sports Office! 20 TYPE TITLE HERE FREQUENTLY ASKED QUESTIONS! TURNING IN ITEMS TO THE CLUB SPORTS OFFICE write a personal check for the entry fee and then submit a reimbursement form so that you can be reimbursed for I have forms/checks/cash to turn into the Club Sports Office, that amount. where do I leave it? We are traveling next month and we don’t want to have to o Forms can be left in the Club Sports Inbox on the wall pay for gas and hotels ourselves, what can we do? behind the door in the Club Sports Office (room 114). o You can submit a request for a cash advance. These Checks can also be left in the same inbox but must be in requests must be submitted 2 weeks prior to departure. an envelope! All cash must be handed directly to a Club This allows the team to withdraw cash from the club Sports Coordinator or the Assistant Director of Recreation. account so that the team can pay for things like gas, Be sure to leave notes with everything you drop off so hotels, etc up front rather than having to put those that we know exactly what it is and what we should be expenses on a personal credit card and requesting a doing with it. reimbursement after the trip. If you request a cash advance, you must save all receipts and after the trip, turn BECOMING AN APPROVED DRIVER in all left over money plus all of the receipts. Why I am not an approved driver, I signed the form and CLUB DUES turned in copies of my driver license and auto insurance? o The most common mistakes are people turning in a copy What do I do with the club dues I’ve received? of their vehicle registration, AAA membership card, or o Whether paid via cash or check, all dues should be turned health insurance care rather than their AUTO INSURANCE into the Club Sports Office within 48 hours of receipt. We CARD. Many people also turn in copies of their expired will then deposit the dues into your club account. license or auto insurance. We need current, valid copies! ORDERING APPAREL PAPERWORK AND FORMS How do I go about ordering shirts, shorts, jerseys, etc? What forms does a person have to fill out to be eligible to o First decide if you want to use an SCU logo or not. start practicing with a club? o If YES - you will need to find a licensed vendor (Campus o See criteria “H” and “I” on page 6 of this handbook Recreation uses Logo Locker in San Jose). The company (membership section). MUST be licensed to use our logos, no exceptions. Fill out Where do I get _______ form? the Apparel Request Form and Royalty Waiver Form prior o Nearly all of the Club Sports forms are online at to placing your order. If approved, you can proceed with www.scu.edu/recreation/club/forms.cfm. All forms are your order. Payment can either be made via your club’s also available in the Club Sports Office (room 114) at the purchasing card (see Assistant Director of Recreation to Malley Center. They are located on the “wall of forms” arrange this) or the company can send us an invoice to which is behind the door. pay through the university. o If NO - you can use any vendor. Fill out the Apparel RESERVING TEAM MEETING SPACE Request Form prior to placing your order. If approved, you can proceed with order. Payment can either be made via How do I reserve a room that is big enough for my team to your club’s purchasing card (see Assistant Director of have a meeting? Recreation to arrange this) or the company can send us o The Malley Center Conference Room can comfortably fit an invoice to pay through the university. around 35 people (without using the tables) and is available for teams to reserve through the Assistant INELIGIBLE PLAYERS Director of Recreation. If you need a room larger than that, rooms in other buildings on campus can be A member of our club is not eligible due to his/her reserved. cumulative gpa, is there any exception that will allow o To reserve, email the Assistant Director the date and time him/her to at least practice with our club? you need a room, how many people the room must hold, o A student with a cumulative gpa under 2.0 is ineligible for and any special equipment needed. all club activities (practice, games, meetings) until his/her cumulative gpa rises above 2.0. There are no exceptions. GETTING REIMBURSED A member of our club is on disciplinary probation, can the Club Sports Office assist with getting this person out of How do I get reimbursed for entry fees/gas/uniforms/etc? trouble? o Page 11 of this handbook is dedicated to o If appropriate, the Club Sports staff may write a character reimbursements. Please read that section to determine letter on behalf of a club athlete but it should be noted whether or not your receipts are sufficient and what form that once a student gets involved in the judicial process you should turn in to get reimbursed. due to behavior in violation of the SCU Student Handbook, the Campus Recreation staff has no say in the process. PAYING FOR STUFF We are not able to remove someone from disciplinary probation. Please make sure this is clear to all team How do I pay tournament fees? members as each person’s off the field behavior has the o Submit your tournament registration form (filled out potential to impact their status with the university and with completely) to our office and the university can cut and their club team. When on disciplinary probation, team send the check. That process takes about 4 weeks. If the members can practice with their team but cannot travel due date is sooner than 4 weeks, your other option is to or play with the team.
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