Fall 2013

SPORT CLUB OFFICER TRAINING

IntrosName, Club, Year in School, Celebrations

Purpose of today

Refresher for some, intro for othersTraining is ongoing

Ask questions!Can meet separately with each club also

PIZZA!!!

WELCOME BACK!

Think of 3, and don’t be afraid to dream big

Think outside the playing field as wellWe’ll revisit these later, hold onto the

paper throughout training

5 minutes… GO!

WHAT ARE YOUR GOALS FOR THE YEAR?

History of clubsStudent leadershipWhat makes them successful?

Service

Student Development

Quality

RelationshipsQuick look at our SC Program

WHAT ARE SPORT CLUBS?

32 Sport Clubs… and counting800 participants… and countingOver 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 service10 Staff Members

What they do

SPORT CLUBS BY THE NUMBERS

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

LIST OF CLUBS

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.

MISSION STATEMENT

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.

LEADERSHIP DEVELOPMENT

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

ELIGIBILITY

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

STANDARDS OF CONDUCT

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)

MAINTAINING YOUR CLUB

CONSTITUTION

RequiredPresident

Treasurer

Risk Manager

SuggestedVP

Secretary

Marketing/PR

Others?

OFFICER 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’

PRESIDENT 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

TREASURER 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)

RISK MANAGER 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

OTHER OFFICER 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

COACH/ADVISOR ROLES

COACH/ADVISOR CONTRACT

Key to your success, and maximizing our ability to help you communicate with…

• The Sport Club office (Gary and Bill)

• Denise (Rec Secretary)

• Staff on-site at your events

• Sport Club Liaisons

COMMUNICATION

• 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

MARKETING

• Style Guide• Competitive vs.

Non• Color Variations• Don’t alter• Get approved• T-shirts, etc…

LOGO USAGE

• 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!

HOW TO…

Club use onlyDeadlines for submission

Sending to meFrequency

Employees also

SUBMITTING ROWAN ANNOUNCERS

Facebook/RowanSportClubs

Twitter

@RowanSportClubs

#ProfPride

Rec Center

FB/Twitter/InstagramRowanRecCenter

Follow us!

1000 Tweet Goal

SOCIAL MEDIA

WEBSITE

WEBSITES

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

REC FACILITIES

No gum, food, drink, smoking, sunflower seeds

Wait until Athletics is done

Never without supervision

Enter by the Team House

TURF RULES

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!

FINANCIAL

REVIEW ICE HOCKEY BUDGET

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

FUNDING MODEL

FUNDING MODEL SNAPSHOT

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

NEW CLUBS

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.

SC STRIKE SYSTEM

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).

STRIKES

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)

IMPORTANT CONTACT NUMBERS

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…

SPECIAL EVENTS

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

COMMUNITY SERVICE

Website

Waivers

Injury Report

Reimbursement Request

Dues Form

Look at Online Forms

What is required of EVERYONE?

Location of Forms

PAPERWORK

SPORT CLUB WAIVER

OTHER FORMS

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

CLUB TRAVEL

Online Paperwork

Prof Points

FA Bags, Risk Mgmt.

Social Media

Marketing

Website Updates

Philanthropy

Budget/Finance

Sport Club Liaisons

STAFF ASSIGNMENTS

Googledocs

Rosters

Dues List

Emergency Contact Info

Who to share with

Competition reports

Other forms?

More online form submission

ONLINE PAPERWORK

Show and Tell!

ONLINE PAPERWORK

Recruiting

Practice Attendances

Communication within club

More service projects

Define officer roles/responsibilities

Better fundraising

WHERE CLUBS FEEL THEY COULD IMPROVE

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

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?

HOW WE CAN HELP WITH THOSE

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!

HOW YOU SAID WE CAN HELP YOU

What are the risks associated with clubs?Aware of safety concerns

Different Locations

Inside Rec

IM Field

Stadium

Esby

Off-Campus Locations

Always act as a first responder, secure scene, initiate EAPWork with the Rec Center Staff

Act within your certification

EMERGENCY PROCEDURES

Common Injuries

Reporting Injury

Contact Rec, Public Safety or 911

What, who, where, care given, state of victim

Higher Risk clubs

Concussion Risks

Visiting athletes

Injury reports

Athletic Trainers & EMS

SC Staff Roles

Potentially denying re-entry

Utilize new Wellness Center

EMERGENCY PROCEDURES (CONT.)

Go through proper channelsKeep us in the loop

Plan things out ahead of time, not last minuteLet us help you out!

PLANNING EVENTS

Different than mandatory budget stuff

Attending other clubs’ events

Attending Rowan Athletics’ events

Homecoming participation

Extra service

$1500 available each semester

Social Media points?

Quiz on officer manual

Miss a requirement, eliminated

More detail coming next meeting?

PROFPOINTS

Monthly Meetings

9/23 & 9/26

10/21 & 10/24

11/18 & 11/21

Paperwork Deadlines

Constitution by the end of September

Midyear reports due 12/12

Midyear Meetings

Week of December 16th

IMPORTANT DATES

Homecoming Participation

Put in Prof Country pic here

Contact Constantine Alexakos

Updated Manual on the website

PPTs from all Officer Meetings will be on the SC website

ODDS AND ENDS

NOW- what are your three goals? Anything additional?

Also let us know what you want to be covered in monthly officer meetings.

GOALS REVISITED

9/23 or 9/26More financial

Prof PointsBudget System

NEXT MEETINGS