Officer orientation

1. Officer orientation Tuesday August 26th, 2014

2. Agenda • Welcome and Introductions • Activation Check-List • Officer’s Manual & Expectations • Budget • Risk Management • Schedules • CPR & First Aid Certifications • Important Forms • Travel Updates • Keys • Coaches Orientation • Important Dates • Questions & Answers

3. Welcome and Introductions • Scott Schuttenberg • Under Armour/East Bay • Page 11 in Manual • Budget/Allocations

4. Introductions • Jaclyn Gidley • Club Sport Executive Council • All Clubs

5. List of Club Sports Teams • Baseball • Climbing • Cycling • Dance* • Fencing • Figure Skating • Men’s Golf* • Hockey • Karate* • Men’s Lacrosse • Women’s Lacrosse • Quidditch • Men’s Rugby • Women’s Rugby • Men’s Soccer • Women’s Soccer • Swimming • Taekwondo • Tennis • Triathlon* • Ultimate • Women’s Volleyball

6. Activation Check-List • Attendance at Rec Fest – Aug 22nd @ 8pm-Midnight • Attendance at Student Involvement Fair – Aug 24th @ 12pm-3pm • Club Sport Officer Orientation – August 26th • Completion of CPR/FA/AED class for safety officer – Sept 6th & 7th @ 9am in Upper Group Fitness • Complete online UNC Club Chartering package – September 15th

7. Officer’s Manual • Expectations • Hazing will not be tolerated! (Page 3 in Manual) • Publicity and Marketing (Page 9 in Manual) • Please read through the manual prior to 1-on-1 meeting with Jaclyn, and have questions ready • Officer Agreement (last page in manual) • Sign tonight! • Club Sport Supervisors • I will be hiring for this position

8. Officer Expectations • Responsibility • Represent UNC both ON & OFF the field • Set the tone and expectations with your team early • As a staff we will support decisions that you make that you feel are in the best interest of the University and your club • Communication • Be sure to have open communication with other officers, teammates, and Jaclyn • Respectful, timely, direct, and honest • Jaclyn Gidley– 970-351-2936 (Office) & 765-661-9094 (Cell) • Appointments – Honor your commitments • Blackboard – Your first stop for paperwork and information

9. President • You are a Chief Executive Officer (CEO) • Think “Big Picture” • Live up to your word • Hold your teammates accountable • Step in and help fellow officers when necessary • Be knowledgeable of the status of other officers • Organize and hold your own club meetings

10. Vice President • You are a Chief Operating Officer (COO) • Responsible for the daily operation of the team • Making sure everything is running properly • Is all paperwork turned in for every player? • Assumption of Risk • Non-Hazing • Photo Release • Etc.

11. Secretary • You are the Brain of the Operations • You want to be knowledgeable on what everyone else in the club is doing • Be seen somewhat as the record keeper • Double checking that the club is in order and being a resource to any of the other officers where needed • Responsible for the approval of all the marketing materials for the team • Brochures, flyers, shirts, jerseys, any type of merchandise

12. Treasurer • You are the bank • Any and all purchases need to go through you • **NO PURCHASES SHOULD BE MADE WITHOUT OUR KNOWLEDGE** • Need to be aware of how much is in your accounts • “2” Account is your allocations • “8” Account is your self-generated monies • Fundraisers • Organizing, taking the lead, and brainstorming for ideas to raise money for the club

13. Student- Funded – “2” Account • Account 20185 (General) • Withdrawals only – one way account • Top portion of your account statement • “2” Account money is to be used primarily for the following: • League dues • Rental costs • Player and Tournament registration fees • Student hourly staff • Umpires/Referees

14. Self Generated Fund – “8” Account • Two-way account – Deposits and Withdrawals • Deposits – dues, fundraising, donations, tournament fees, sale of merchandise, ticket sales • Withdrawals – reimbursements, coaches, equipment, apparel, regular season travel, registration, and fees

15. Deposits & Withdrawals • Deposits – Page 12 in Manual • All cash/checks collected need to be deposited ASAP in the Campus Recreation Office between 8am – 4pm (will not accept after 4pm) • Never deposit any Club Funds into your personal account • For credit card payments over the phone instruct the payee to call Jaclyn at 970-351-2936 • Withdrawals • Reimbursements must be for approved expenses • Need the original receipt (has to be an itemized receipt) • For Tournament Registrations a form or letter from host is required • Please drop off receipts in an envelope with the following information • Payee’s name, address, and Bear ID • Reason for purchase/reimbursement

16. Withdrawals Continued • Purchases • P-Card – memberships, registrations, equipment, apparel, food, and travel • Check Request – building and room rental, Independent Contracts (officials), reimbursements • Travel • Complete and submit a Travel Resource Form • Registration and Fees • P-Card and/or Check Request • We will need an official form showing what exact the cost is for

17. Fundraising & Donations • Clubs must match 100% of their “2” Account allocation • All fundraisers must be approved by Jaclyn ( • Association with the following is off-limits; Alcohol, tobacco or drug related business/industries, UNC Athletics corporate sponsors, and raffles/gambling • All car-washes must consist of appropriate attire! (no bathing suits or white shirts) • UNC Football games - $100 per game for a team that brings 4-6 people • UNC Foundation is a private non-profit 501(c)(3) • We (Club Sports) are not a 501c3, so all our donations must go through the foundation for tax purposes.  • Let people know that their donation is tax deductible as it will be deposited through the Foundation. 

18. Budget • Allocations (Page 12-14 in Manual) • Will be announced next week • Dues Spreadsheet • Fill out tonight • Account Statements • Reading your statement • Budget forecasting is VERY important • Anticipate upcoming revenue and purchases • Updates will be made on a weekly basis

19. HALF TIME! • Go take a 10 minute break and then be ready to play a game!

20. Community and UNC Service • Giving Back • Habitat for Humanity Volunteer Day • Additional volunteer opportunities • Youth Clinics, Weld County Food Bank, UNC Events, City of Greeley Parks and Rec, Greeley Museums Office, Poudre River Trail, United Way, Boys & Girls Club, Habitat for Humanity, Senior Resource Service, Etc. • Visit www.unco.edu/volunteer/ for more ideas!

22. Schedules • Practices • Everyone has a hardcopy of their practice schedule (if on campus) • If you practice off campus, please send me the days/times/locations for our website • Season Schedules • I have Hockey, Men’s Rugby, Women’s Soccer, and Men’s Soccer • Anyone else please bring schedule to 1-on-1 Meeting or email me

23. CPR/First Aid/AED Certifications • Safety Officers (Page 9-11 in Manual) • At least 2 officers/members must be trained and certified • CPR/FA/AED Training Dates • September 6th and 7th @ 9am. Daniel and I will be teaching

24. Risk Management • Injuries and Accidents are going to happen • Prepare, react, communicate, and evaluate • Emergency Contact Information • Athletic Trainer at “High Risk” sports home contests • Soccer, Rugby, Lacrosse, & Ice Hockey

25. Risk Management Continued • Travel • Paperwork – Travel Roster & Travel Resource Form • Planning… • How your team is getting there • Where you’ll be staying • How you’ll be getting back safely • Travel Binder & First Aid Kit • Leadership, Common Sense & Communication

26. Important Forms • All packets have enough hard copies for 20 members • If you need more you can come pick up more • Blackboard location • Emergency Contact List • Assumption of Risk • Liability Waiver & Participation Agreement • Fundraising Template • Photo Release Form • Vehicle Owner Acceptance of Responsibility

27. Travel Updates • Travel Roster v Travel Resource Forms • Page 14-18 in Manual • Travel Roster – everyone must complete! • Travel Resource Form – any travel that requires hotels, rental vehicles, or airline tickets • 15 Passenger Van Training • August 27th and 28th at the Gear Shop from 5-6pm

28. Keys • Teams who should have keys • Men’s Rugby • Women’s Rugby • Men’s Soccer • Women’s Soccer • Men’s LAX • Women’s LAX • Ultimate • Quidditch • Baseball (Jackson) • DO NOT PROP OPEN THE SHED! • This is shared space

29. Coaches Orientation • Current list of Coaches • Orientation • Would like them to attend the 1-on-1 meeting, if they can’t I’ll meet with them on an individual basis • If you don’t have a coach and you need or are looking for one, it is your responsibility to take the lead on this

30. Important Dates • Club Sport Council Meetings – (Pg. 8 in Manual) • September 3rd, 2014 • October 8th, 2014 • November 5th, 2014 • December 3rd, 2014 • Must schedule a 1 on 1 meeting with Jaclyn • Use sign up sheet

31. Kayla Fauria - Representative

32. Recap on Tonight’s List • Everyone needs to • Get their picture taken (marketing) • Fill out Photo Release form prior • Sign the 2014-2015 Officer Agreement • Write down your team dues on spreadsheet • Schedule 1-on-1 Meeting with Jaclyn • Update Coaches Information (if applicable) • Vehicle Responsibility Form (if applicable)

33. Questions and Answers