Table
of Contents
Section Page
Club Sports Introduction . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Important phone numbers and addresses
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Club Sports office hours . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Club organization and membership. . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
What
is a Club Sport
Who
can join
Forming
a new club sport
Club
Sport organizational structure
Organizational
meetings
Guidelines
and requirements
Administrative Assistance. . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Entrance
into the Recreation Center
Copies
Mailings
Mailboxes
Long
distance phone calls
Office
equipment and supplies
Program Safety. . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . .7
Risk
management requirements
First
aid policies and procedures
Injuries
occurring at CU
Facilities. . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . 8
Scheduling
General
policy restrictions
Field
usage
Recreation
center ID's
Equipment Usage. . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Equipment
checkout policy
Equipment
checkout procedures
Equipment/Uniform
deposits
Deposit
refunds
Lockers
Audio-visual
equipment
Fundraising . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
10
Donations
Commercial
sponsorships
Advertising
sales
Fund-Raising
Opportunities
Coaches Agreement. . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Job Descriptions. . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.13
(president, vice-president,
secretary/treasurer and fund-raising chair)
Officer responsibilities . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
14
Participation
reports
Club
rosters
Coaches
evaluations and survey form
Club Sports Council. . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Responsibilities
of the Club Sports Representative
Club
Sports Executive Board
Job
Descriptions for the Executive Board
Tier
Budget classifications
Money Transactions. . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . .18
Payment of
officials
Entry
fees and league dues
Travel. . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. .19
Personal
automobile transportation
Air
transportation
Lodging
Transportation
Center vehicles
University
vehicle policies
Automotive
insurance coverage
Policies
governing vehicle usage
Public Relations . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22
Publicity
Promotion
Posting
guidelines
Code of Conduct. . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Unsportsmanlike
conduct and ejection policy
Disciplinary Guidelines. . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Appendix - most commonly used forms . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Club
Sports participation report
Coaches
evaluation & survey form
Tax
deductible donation letter
Long
distance phone log
Club
Sports waiver card
Coaches
timecard
Recreation
Center revenue and refund cards
Equipment
agreement and release agreement
Request
for travel and student excuse information sheet
Travel
Authorization
Travel
Voucher
Transportation
Center lease vehicle-reservation form
Transportation
Center departmental authorization form
Transportation
Center lease vehicle-rental rates
Transportation
Center charter bus-rental rates
Special
Services Contract
W-9 form
Tax Exemption
Certificate
Accident/Incident
form
Proposal for
National Travel form
Budget plan
proposal
Calendar
of events
INTRODUCTION AND PURPOSE
This
club sports handbook has been prepared to assist clubs in the administration of
their programs. Every club officer and
coach should be familiar with the contents of this handbook, as the success of
your organization depends on it.
The
University of Colorado identifies a Club Sport as a group of fee-paying
students and Recreation Center members (college age or above) voluntarily
organized for the purpose of furthering their common interests in a physical
activity through participation and competition. Financial funding for each club sport comes from three sources:
UCSU Student fees, optional fee check-off, and from individual club fundraising
and donations.
Club
sports are strictly voluntary. Club
members must recognize and acknowledge that the Recreation Center does not
carry special health and/or hospital insurance other than medical and hospital
service normally provided for students by Wardenburg Student Health Center,
that would provide such special insurance coverage for club activities. The club participant must further recognize
that there are inherent risks associated with participation in club sports that
they voluntarily assume. The Club Sports Program strongly recommends that every
individual carry medical/hospitalization insurance to protect them in case of
injury.
In
consideration of acceptance as a participant in such club sports, the club
participant releases and discharges the University of Colorado, its governing
board, officers, faculty, staff, coaches and other employees arising out of, or
in any way connected with, any bodily injury sustained by the participant
whether such injury results from the negligence of the aforesaid persons or
from some other cause.
While
the coordinators of Club Sports will assist clubs in every way possible, the
responsibility for the actual club administration and organization lies with
the club officers, coaches and members.
All club affairs must be conducted in keeping with University of
Colorado and the Student Recreation Center policies and procedures.
The
clubs are meant to be a learning experience for the members through their
involvement in fundraising, public relations, organization, administration,
budgeting and scheduling. Involvement
in a group and/or team situation helps enhance the student's overall education
while living in the University setting.
The leadership training and opportunities available through active
participation in a club sport are intended to benefit the participant throughout
their life on campus and after they leave the University.
Through
this handbook, the hope is to clarify the Club Sports Program for student
officers, coaches, advisors and club members.
It is the responsibility of the club officers and coaches to accurately
convey the information in this handbook to the club members.
| Club Sports Office | Kris Schoech | Patty
McConnell |
| Recreation Center Rm. 128 | Club Sports Coordinator |
Club Sports Coordinator |
| Campus Box 355 | 7391 Coors Drive | 2770
Eldridge St. |
| University of Colorado | Arvada, CO 80005 | Golden, CO 80401 |
| Boulder, CO 80309-0355 | (303) 424-5648 | (303)
278-2834 |
| (303) 492-5274 | (303) 492-5133 | (303)
492-7206 |
| (303) 492-2891 | Kristopher.Schoech@colorado.edu | Patricia.McConnell@colorado.edu |
| Recreation Center Director, Gary Chadwick | 492-7399 |
| Associate Director of Programs, John Meyer |
492-7287 |
| Associate Director of Facilities, Herb Kienle |
492-5472 |
| Emergency Care Room |
492-7996 |
| Recreation Center Security |
492-6560 |
| General Recreation Center Information |
492-6561 |
| Equipment Checkout | 492-7247 |
| Administrative Office | 492-6051 |
| Ice Rink | 492-7255 |
| Pool | 492-7685 |
Monday -
Thursday 10 a.m.-6 p.m.
Friday 10
a.m.-5 p.m.
Note: Office
hours will be reduced during summer, holiday and University breaks.
No
transactions such as, equipment check-out and deposits will be done outside of
these hours. Appointments are available outside of office hours if arrangements
are made in advance. Each club sport
reports to the person listed below.
Please direct questions accordingly.
Kris Schoech,
Club Sports Coordinator Patty McConnell, Club Sports
Coordinator
Cycling Baseball
Dance Fencing
Figure
Skating Field
Hockey
Men's
Rugby Fly
Fishing
Women's
Rugby Kayak
Men's
Ice Hockey
Racquetball
Women’s
Ice Hockey
Roller Hockey
Men's
Lacrosse Squash
Women's
Lacrosse Swimming
and Diving
Men's
Soccer Tae
kwon do
Women's
Soccer
Tennis
Softball Triathlon
Snowboarding Men’s
Volleyball
Men's
Ultimate Women’s Volleyball
Women’s
Ultimate Men’s and Women’s Water Polo
Wrestling
What
is a Club Sport
·
The Club Sports Program assists individuals who are
voluntarily organized for the purpose of promoting and developing interest and
skills in a particular sport.
·
Membership is not limited by skill level and is open to all
fee-paying students and Recreation Center members, college age or above.
·
Some intercollegiate teams may be limited by eligibility
rules for actual competition against league teams.
·
Members are responsible for many of the administrative
duties of the club and learn leadership and organizational skills through their
participation.
·
Funding comes from student fees, club fundraising
activities, donations to the CU Foundation, and from the Club Sports Optional
Fee check-off.
Who
Can Join a Club Sport
·
Club sports are open to all fee-paying students and
Recreation Center members, college age or above. Membership restrictions in some clubs are set by individual
league or divisional rules. Potential
members must read and sign a release/waiver card indicating the individual
understands the risks and responsibilities assumed in participation.
·
It is the responsibility of club coaches and officers to
insure that all club members meet the qualifications for membership and that a
waiver card is completed and on file in the Club Sports Office before a
participant is involved in any club activity.
Clubs not following membership and participation policies are subject to
actions as described later in this handbook.
Forming
a New Club Sport
A
written proposal must be submitted to the club sports coordinators with the
following questions answered.
·
The average number of full-time students and Recreation
Center members that are likely to participate on a weekly basis.
·
Facility space required on a weekly basis for practices,
games and special events.
·
State whether the proposed club is a recreational or a
competitive team and if there is a national governing body. If appropriate, indicate any local, regional
or national competitions available.
·
Develop a financial report with operating costs, equipment
costs and possible ways to generate revenue.
If
the proposal is approved and recognized by the Club Sports Office, then it must
pass the following criteria.
·
The club will have 1 year of probationary status to
substantiate adequate administration and to maintain a minimum of 10 active
participants.
·
The club will have to demonstrate a strong administration
through completion of monthly participation and phone log reports, holding an
election of officers and scheduling weekly meetings and practices.
·
The club must have 1 representative at each club sports
council meeting.
·
The club must raise funds to cover all expenses for the
first probationary year. This includes
expenses for travel, league dues, entry fees and equipment. A final year-end budget report must also be
submitted.
·
The club must follow the policies and procedures that are
set forth by the Recreation Center and Club Sports Handbook.
Club
Sports Organizational Structure
Club
Sports requires organizational structure within each club. The suggested administrative structure of
each club is the election of a:
·
President
·
Vice-President
·
Secretary
·
Finance/Treasurer Representative
·
Club Sports Council Representative
·
Technical Representative (maintains web page)
In
addition to these officers, Club Sports recommends the appointment of
chairpersons to perform other duties such as fundraising, scheduling, etc. The names, addresses and phone numbers of
these officers must be submitted within 3 weeks of the start of the
semester. Because clubs are primarily
student fee supported, it is necessary for at least 75% of these officers to be
full-time students.
Organizational/Informational
Meetings
·
Each club must conduct at least 1 organizational meeting
each semester.
·
These meetings should be used to discuss fundraising ideas,
new business, up-coming events, practice times, game schedule, guidelines and
any other matters of importance.
·
Roster/waiver cards should be completed at the first meeting
of each semester and turned in with the names, addresses and phone numbers of
the club officers and coaches within 2 weeks of the meeting. As new members join
the club, they must complete a roster/waiver card before they participate in
any activity.
Guidelines
and Requirements
·
The coach or president of each club is responsible for
submitting each individual’s clubs guidelines and/or expectations to the Club Sports
Office.
·
The coach or president of the club is responsible for
providing a request for fields or courts, uniforms, equipment, tournament
requests, and referee requirements to the club sports office.
·
The coach or president is responsible for submitting a team
schedule to the club sports office as soon as possible for approval and 1 copy
for the Emergency Care Room.
Note: Please
report any equipment or uniform theft to the University Police and the Club
Sport Office immediately! Formal written
theft reports must be completed
within 48 hours of discovery of the theft or you may be responsible for the
missing equipment.
The
Club Sports office provides administrative assistance to all club sports. The following provides an overview of the
assistance available. If a club has a
need not listed, see the Club Sports staff.
·
All club sports participants including officers must present
their Buff One card to enter the Student Recreation Center.
·
All coaches must present a Student Recreation Center
Building Pass accompanied by a photo ID.
·
Spectators of events that do not charge admission are
permitted into the Student Recreation Center free of charge. Those spectators attending events that
charge admission, i.e. hockey games must be on a guest list to enter free or
they must pay the daily guest fee to the cashier.
· Each club is issued a copier code for making no more than 20 copies at a time in the main office.
· Club’s needing over 20 copies should make a request to the Club Sports office. Copies may be completed that day or it could take 24 hours (depending on various circumstances).
·
A request must be made
to a coordinator for large jobs such as brochures, posters, special orders,
etc., and in turn the order will be filled by Kinkos.
·
All printed material
must have the “UCSU” logo and “Sponsored by Recreation Services-Club Sports.”
·
Both envelopes and
University stationary are available through the Club Sports office, but all
printed materials must be approved by a coordinator.
·
A return address stamp
and ink pad plus blank return envelopes are available upon request from the
Club Sports office.
·
Each piece of mail must
include the University return address when not using a University envelope
along with a speedtype (account number) in the lower left hand portion of the
envelope.
·
Mail pick up for both
on and off campus is located in the main office on the reception desk.
·
Mailings should be
typed if possible and bundled/rubberbanded together for large pick ups.
·
Each club has a mailbox located in the Club Sports office
room 128 of the Student Recreation Center and it should be checked at least
once a week.
·
Each club receives a 7-digit long distance phone code for
making long distance calls from on campus.
·
Each long distance call should be recorded on the
appropriate form and submitted at the end of each month.
·
The use of office equipment and supplies is exclusively for
clubs and may only be used with permission from the Club Spots staff. Personal use is strictly prohibited.
·
A Club Sports Waiver, personal
vehicle insurance statement and passenger acknowledgement and release
concerning travel in private vehicles on university business must be
signed.
·
At least 2 members of each club,
specifically the coach and an officer should be certified in CPR and first
aid. It is highly recommended that one
certified member be at each practice and all away contests. Certified individuals need to have copies of
their cards on file with the Club Sports office.
·
A trainer is recommended to be on
site for home activities and strongly recommended for away games for contact
sports.
·
An accident/incident report should
be filed for every injury. The ECR
(Emergency Care Room) is available to all students. Referrals are made to Wardenburg Student Health Center.
First
Aid Policies & Procedures
·
Each club is encouraged to have 1 member in addition to the
coach, certified in CPR. One of these
2 individuals should be present at each practice outside of the Recreation
Center and when traveling. CPR and
first aid classes are offered at the Recreation Center, City of Boulder Parks
and Recreation Department and through American Red Cross. Individuals must be pre-approved for a class
outside of the Recreation Center in order to be reimbursed for these expenses. Upon completion, a copy of the certification
card(s) must be submitted to the club sports office.
·
It is necessary for all contact sports to arrange with the
club sports office in order to schedule a trainer at home games (this is highly
suggested). A request for a trainer
should be submitted with the game schedule at the beginning of each
semester.
·
Each team that practices or competes outside the Recreation
Center should have a first aid kit to use for the entire season. These kits will be checked out to the coach
who is responsible for making sure it is always stocked. Additional supplies are available at the
emergency care room in the recreation center.
·
Because of the high cost of tape and supplies, it is
imperative that tape not be used for anything other then practice/game injuries
and prevention.
·
The coach will check the first aid kit out at the beginning
of the semester and will be responsible for returning it at the end of the
season. Coaches payments will not be
processed until these kits and any other equipment checked out by the coach are
returned.
·
All coaches should encourage their participants to carry
individual medical insurance. The
University does not carry special health and/or hospital insurance other than
what is provided by Wardenburg Student Health Center. Additional insurance coverage is recommended for club
participants in the event that they should sustain an accidental injury while
participating in club sports activities.
Injuries
Occurring at CU
·
If an injury occurs in the Recreation Center contact
building security at the front desk door, the Facility Supervisor at equipment
checkout or call x2-6561.
·
If an ambulance is needed contact University Police at
492-6666. If you can't reach them call
911. If the person is conscious and able to use reasonable judgment, you must
have their permission before calling an ambulance because they will be
responsible for payment. Do not
move the person until it is determined by a trainer or a person certified in
first aid as to the extent of the injuries and if they can be moved safely.
·
If an ambulance is not required, have a friend take the
injured person to the Emergency Care Room in the Recreation Center or to
Wardenburg Student Health Center. A
coach should not transport an injured participant. If there is no one else there to transport the person, call the
University Police at 492-6666.
·
File an incident/accident report with the club sports office
and the Emergency Care Room
within 24 hours of the injury or accident.
If a serious injury occurs which requires a trip to the hospital contact
the club sports coordinator as soon as possible, no matter what time of day or
night. Call Patty McConnell (collect) at work (303) 492-7206 or home (303)
278-2834 or Kris Schoech at work (303) 492-5133 or home (303) 424-5648.
·
Students and individuals from visiting teams are not covered
by CU University insurance or Wardenburg Student Health Services and therefore,
they should be taken to Boulder Community Hospital by one of their own team
members. They will be responsible for their own medical bills. Also, any club members who are not students
of the University should be taken to Boulder Community Hospital emergency room,
as non-students cannot be treated at Wardenburg Student Health Center.
·
If there is a potential problem on a field, facility or with
equipment, please notify the Club Sports Office at once in order for the
problem(s) to be resolved.
·
If the fire alarm sounds in any CU building in which a club
sports team is practicing, the coach shall evacuate the team. Specifically in the Recreation Center, the coach
should assist the assigned supervisors in clearing the area. The coordinators
of club sports will also assist with the evacuation to the lower level
racquetball courts and the tunnel corridor.
Scheduling
Facility/field
requests must be completed by the club coach/officer and submitted to the club
sports coordinator by April for the summer and fall and October for spring
semesters. A current game schedule is
required as soon as it is available for facility scheduling, publicity purposes
and for securing trainers. If lockers
and/or showers are needed for a visiting team, arrange it with the club sports
office at least two weeks in advance of the event.
General
Policy Restrictions
·
Because of heavy usage of the fields and facilities, it is
crucial that all clubs abide by rules concerning the use of these areas. Clubs
failing to abide by the rules may find themselves without a facility or with
other disciplinary actions taken against them.
· No alcohol is allowed in or at club sports facilities or fields. Players and coaches are responsible for making sure that no alcohol is consumed before, during or after any practice or game in or at club sports facilities. Violation of this rule will lead to instant loss of facility usage and other disciplinary action.
Field
Usage
·
Do not leave trash, tape, cups, or other materials on the
field after play. If the field is left
a mess, it could result in loss of facility privileges.
·
In case of inclement weather, call the club sports office at
492-5274. The club sport office may
cancel practices or games at any time due to inclement weather conditions. If unable to make contact with the office,
then call a coordinator at 492-5133 or 492-7206.
·
When practicing, stagger the direction you play to prevent
wearing one area of the field too heavily (if you normally play north/south try
practicing east/west).
·
Play must occur in a direction away from the parking lot or
street when balls or equipment are used that could cause damage to vehicles
near the field. This is especially true in the case of lacrosse or sports that
use a "hard" ball. DO NOT throw them against a fence bordering a
parking area of any type.
·
If you see other groups abusing the fields or using the
fields on a restricted day, notify the club sports office at 492-5274 or Campus
Police at 492-6666.
· Check with Recrea