Sport Club Officer Training

1. Sport Club Officer Training Fall 2013

2. Welcome Back! • Intros • Name, Club, Year in School, Celebrations • Purpose of today • Refresher for some, intro for others • Training is ongoing • Ask questions! • Can meet separately with each club also • PIZZA!!!

3. What are your goals for the year? • Think of 3, and don’t be afraid to dream big • Think outside the playing field as well • We’ll revisit these later, hold onto the paper throughout training • 5 minutes… GO!

4. What ARE Sport Clubs? • History of clubs • Student leadership • What makes them successful? • Service • Student Development • Quality • Relationships • Quick look at our SC Program

5. Sport Clubs by the Numbers • 32 Sport Clubs… and counting • 800 participants… and counting • Over 65 home events in 12-13 • 300+ trips, games, events, scrimmages • $188,790 in dues payments • $24,155 in league dues • $60,000 from our office • 70+ acts of community service • 10 Staff Members • What they do

6. List of clubs • Archery • Baseball • Basketball (M) • Cheer • Dance • Equestrian • Field Hockey • Golf • Ice Hockey (M) • Ice Hockey (W) • Lacrosse (M) • Lacrosse (W) • MMA • Outdoor Adv. • Paintball • Parkour • Roller Hockey • Rugby (M) • Rugby (W) • Ski • Soccer (M) • Soccer (W) • Softball • Surf/Skate/Snow • Swim • Tennis • Ultimate (M) • Ultimate (W) • Unified Sports • Volleyball (M) • Volleyball (W) • Wrestling

7. Mission Statement • Rowan University’s Sport Club Program is dedicated to enriching the educational experience by providing safe opportunities to students for engagement in a variety of physical, sport activities across a broad range of skill levels and experiences. This includes activities that are competitive, semi-competitive, and recreational in nature. Further, the Rowan University Sport Club Program is a training ground for leadership, organizational development, and teaching. Ultimately, the mission is realized through a program that provides diverse sport activities while also affording the students opportunities to develop skills that will assist them beyond their years spent at Rowan.

8. Leadership Development • Student organizations fulfill a very important role at Rowan University. These organizations provide a medium for students to enhance the lessons learned in the classroom through real life experiences and responsibilities. The sport club program exists not only to provide students with extracurricular competition in sport and the ensuing benefits that sport competition brings, but also to develop skills that will assist students beyond their years spent at the University. While the Assistant Director and other Sport Club staff members assist clubs with administrative needs and policy, the emphasis is on student leadership development and principles of self-governance. Sport clubs are student-run, and within each club the students are directly responsible for all aspects of managing and operating a successful competitive organization. As a result, sport clubs present a unique opportunity for students to develop both their athletic and leadership abilities.

9. Eligibility • Competitive Sport Clubs: Currently enrolled students (grad or undergrad), unless there is a special exception designated by your governing body. • Non-competitive Sport Clubs (no contests against other colleges): Open to students, faculty/staff, or Rec Center members. • Intramural Eligibility

10. Standards of Conduct • Hazing • Rowan University defines hazing as “any action taken, created, or situated which intentionally or recklessly subjects any person to the risk of bodily harm, mental or physical discomfort, embarrassment, harassment, or ridicule; or causing or encouraging any person to commit an act that would be a violation of law or university regulations; for the purpose of initiating, promoting, fostering, or confirming any form of affiliation with a student group or organization.” • Alcohol or Illegal Substances • Not allowed on trips • Tobacco • Not allowed at any of our facilities • Sportsmanship

11. Maintaining Your Club • Updated Constitution (by end of September) • Roster (ongoing creation on our end) • Waivers (should be completed before any activity) • Practice/Game/Trip Schedule • Officer Contact List (notify us via email) • Semester/Annual Reports (due dates coming) • Attend SC Meetings (dates coming) • Submit Paperwork on time (ongoing) • Community Service (one per semester)

12. Constitution

13. Officer Roles • Required • President • Treasurer • Risk Manager • Suggested • VP • Secretary • Marketing/PR • Others?

14. President Roles • Primary liaison with the SC Office • Keeps club members compliant with all policies • Assures all paperwork/reports are complete • Submits facility requests for any space needed • Attends all SC trainings and meetings • Works on transition to new officers • Assists other officers with all of their assigned duties • ‘Other duties as assigned’

15. Treasurer Roles • Collects dues or assures that dues are paid • Maintains records of receipts and expenditures • Submits reimbursement requests or assists other club members in doing so • Submits all invoices in prompt manner for payment • Submits officials’ paperwork when applicable • Assists in any other financial matters as needed

16. Risk Manager Roles • Submits travel itinerary for any club travel off-campus • Completes club Emergency Action Plan with regards to any off-campus activity • Completes injury report in the event a SC Staff member is not present • Checks out a FA kit for any off-campus travel • Maintains copies of club emergency contacts • Obtain FA/CPR Certification (provided by us)

17. Other Officer Roles • VP • Assist President with any duties as needed • Attend meetings in absence of President • Potential ‘President-in-waiting’ • Marketing • Maintains club’s Social Media • Creates club flyers • Communicates with SC Marketing Staff • Secretary • Takes attendance at practices and meetings • Assists with any paperwork or semester/Annual Reports

18. Coach/Advisor Roles • Need to maintain being a STUDENT org • Coaches shouldn’t run the club or fulfill officer duties unless that coach is a student • Our office does not hire/fire the coach, but can assist in those processes • Important to designate what the coach’s duties are, what the club’s duty is • Final say goes to the club • Is your club looking for a coach? (start a list) • Coach benefits • Rec Membership or potential pay • Coach’s contract

19. Coach/Advisor Contract

20. Communication • Key to your success, and maximizing our ability to help youcommunicate with… • The Sport Club office (Gary and Bill) • Denise (Rec Secretary) • Staff on-site at your events • Sport Club Liaisons

21. Marketing • Announcer • Work with Marketing team • PPT Flyers • Utilize Graphic Designers, but well in advance • Digital Signage • Tabling- Rec/SC • Res Life Boards • Duplicating • Logo and Branding Guide • Social Media

22. Logo Usage • Style Guide • Competitive vs. Non • Color Variations • Don’t alter • Get approved • T-shirts, etc…

23. How to… • Submit an Announcer • Reserve a room or table • At Rec vs. elsewhere • Request practice space • Hang things on RA Boards • Use digital signage • Order from Duplicating • Use social media • Be active • Be informative • Be interactive • Follow us, we’ll follow back!

24. Submitting Rowan Announcers • Club use only • Deadlines for submission • Sending to me • Frequency • Employees also

25. Social Media • Facebook/RowanSportClubs • Twitter • @RowanSportClubs • #ProfPride • Rec Center • FB/Twitter/Instagram • RowanRecCenter • Follow us! • 1000 Tweet Goal

26. Website

27. Websites

28. Rec Facilities • IM Field • No smoking, pets, alcohol, vehicles allowed • Follow reservations, show up for them too • If it’s nice out, leave it unlocked • Key list, lights • Making the call on weather • Rec Center • Court priority • Abiding by Rec policies • Gym workouts

29. Turf Rules • No gum, food, drink, smoking, sunflower seeds • Wait until Athletics is done • Never without supervision • Enter by the Team House

30. Financial • How to pay dues, fundraising money • Ordering from Vendors • New vendor- W9, NJ BRC • Ask early in your process! • Include me on emails, send me invoices • Plan a budget • Reimbursement • Tracking member dues • Allocation usage, carry-forward • More in-depth focus at September officer meeting • Bring your treasurers • This stuff takes time and planning!

31. Review Ice Hockey Budget

32. Funding Model • How we determined your money • Tiers, Multipliers, Points, Deductions, Requirements • How you can assure all your money • Clubs went up, money stayed same • When we can, we increase funding, trying for more next year, so it is important that clubs do their part in abiding by everything, setting goals, being awesome • Revised funding model discussed at next meeting

33. Funding Model Snapshot

34. New Clubs • Potential for new clubs • Limited based on space • Petitioning Process • 1-year process, will be stricter • No funding • Tougher requirements this year • New Club Interest Meeting will be held… • September 24th and October 15th at 5pm

35. SC Strike System • Rowan Sport Clubs are required to complete all club duties as outlined today and in Manual • Strikes will accumulate throughout the course of one full academic year. • Upon receiving any strikes, a meeting must be held with the Assistant Director of Sport Clubs to review each situation. All missed meetings will require a makeup meeting with a Sport Club staff member. All missing reports/forms are required to be handed in late. • When a club accumulates 6 strikes or more, the club will be considered eligible for decharterment. The club will be dechartered at the discretion of the Assistant Director of Sport Clubs. • Petitioning clubs will automatically need to restart the petitioning process upon receiving any strikes.

36. Strikes • Missed Officer Meeting – 1 Strike • A club will receive 1 strike for missing any officer meeting (1 per month) throughout the Fall and Spring semesters. • Missed Semester/Annual Report – 2 Strikes • A club will receive 2 strikes for failing to hand in a semester or annual report. • Missed Service Project – 2 Strikes • A club will receive 2 strikes for missing a service project. Two service projects are required each academic year (1 per semester). • Missed Officer Training – 2 Strikes • A club will receive 2 strikes for missing mandatory officer training (offered at the beginning of each school year).

37. Important Contact Numbers • Gary Baker • 856-256-4908 , Text my cell with your number • Bill Moylan • 856-256-4982, Text his cell with your number • Use cell in case of emergencies or something URGENT! • Rec Center- 856-256-4900 • Public Safety- 856-256-4911 (emergencies)

38. Special Events • Every SC activity could be a Special Event • Work with clubs on creating Special Events out of their events; at least one for each club • Plan, promote, execute • Tie it to a philanthropy • Longboard Challenge, Rugby Homecoming, Ice Hockey events, Lax Tournaments, Parkour trips, Golf Scramble, etc…

39. Community Service • Monthly SC Philanthropies • September- Alex’s Lemonade Stand • October- Breast Cancer Awareness • November- Canned Food Drive • Ends on 11/15 at football game vs. TCNJ • December- Toy Drive • Spring Service? • Club Requirements- 1 per semester • SLVCE Office • Website • Newsletter

40. Paperwork • Website • Waivers • Injury Report • Reimbursement Request • Dues Form • Look at Online Forms • What is required of EVERYONE? • Location of Forms

41. Sport Club Waiver

42. Other Forms

43. Club Travel • Purpose of travel itineraries • Travel options • Out of pocket, drive own cars • Out of pocket, reimbursement • Buses, costs… flights? • Driver Waivers • Risk Mgmt • Emergency Plan for the road • FA Kits • Emergency contacts • Overnight stays • Request for excusal from class

44. Staff Assignments • Online Paperwork • Prof Points • FA Bags, Risk Mgmt. • Social Media • Marketing • Website Updates • Philanthropy • Budget/Finance • Sport Club Liaisons

45. Online Paperwork • Googledocs • Rosters • Dues List • Emergency Contact Info • Who to share with • Competition reports • Other forms? • More online form submission

46. Online Paperwork • Show and Tell!

47. Where Clubs Feel They Could Improve • Recruiting • Practice Attendances • Communication within club • More service projects • Define officer roles/responsibilities • Better fundraising

48. How we can help with those • Recruiting • Late Night at the Rec • Info Meetings set up • Practice Attendances • Encourage them to hold people accountable • Encourage them to all pay dues • Communication within club • Facebook group • Email lists • Googledocs for rosters/dues

49. How we can help with those • More service projects • Monthly options through our SC program • Define officer roles/responsibilities • Set this up for Officer Training • Set up additional officer trainings, specifically for finance, travel & risk • Better fundraising • Track dues • Fundraising sheets through the Foundation office • Set up dropdown menus through foundation?

50. How You said we can help you • Recruiting opportunities • Late Night, SC Expo, Info Meetings, Announcers • Marketing • Flyers in Res Halls, TV’s, Announcers, Social Media • Speed Up Reimbursements • Make expectations clear • Practice Space • More turf time • Lining Fields • Already talked with grounds • Track Dues and give online access • Working on it!