·
Will coach, provide skills and safety training to the club’s
members according to the goals and objectives determined by the club.
·
Will be responsible for supervising the day-to-day
operations of the club and for providing a program open to ALL levels of
competition according to club sports policies and procedures.
·
Will be responsible for working with the club to make sure
that an election of officers is held on a yearly basis and that officers
(president, vice-president, secretary/treasurer and fund-raising chairperson)
complete their job responsibilities according to the job descriptions listed in
the club sports handbook.
·
Will prepare and submit travel requests for any travel that
will be charged to the University Diner's Club account at least 2 weeks prior
to the trip (if a check is needed for an entry fee it will take 3-4 weeks to
process).
·
Will report any disciplinary problems within 24 hours. Will follow club sports procedures for
dealing with an uncooperative participant.
Will enforce the club sports code of conduct as explained in the club
sports handbook.
·
Will follow all club sports procedures as put forward in the
handbook and understand that nothing will be paid for that has not been
approved and ordered through proper purchasing channels.
·
Will pick up mail and check for any other pertinent
information in the club sports office once a week.
·
Will work with the club’s officers when developing and
submitting a budget plan and any other related finance requests.
·
Will complete an accident/injury form for any incident
requiring some form of medical attention that occurs during an on-campus or
off-campus practice, competition or instructional hours. These reports should be submitted within 24
hours of each occurrence.
·
Will educate club members on safety procedures and potential
injury in their particular sport according to guidelines set by that sport's
governing association.
·
Will provide the safest possible program for all
participants.
·
Will make sure that facilities and/or fields are prepared
for practices and competitions.
·
Will inspect facilities and equipment for compliance of
safety standards according to the governing organization for that sport.
·
Will follow emergency procedures as set by the club sports
office (printed in the club sports handbook) and will provide information and
follow-up for all club activities.
·
Will coordinate scheduling of meets and special events with
a coordinator as specified in the club sports handbook.
·
Will coordinate any promotion, commercial sponsorships and
advertising with a coordinator.
·
Will attend at least one scheduled coaches/officer’s meeting
per semester.
·
Will maintain current CPR certification and provide a copy
of the certification card to the club sports office at the start of each
season.
·
Will check out a first aid kit from the club sports office,
keep it stocked through the Emergency Care Room and bring it to all practices
and games.
·
Will read the University driver authorization manual and
become authorized to drive University vehicles at the beginning of each season
(if applies).
·
Will meet all required club sports coaches deadlines as
listed in the club sports handbook and as assigned by the club sports
coordinators.
·
Will be paid twice each semester (4 times during academic
year) depending on the length of competitive season.
The
CU Club Sports Program agrees to pay (name of
coach)_____________________________
for
coaching the (name of club) _________________________________ a total of
$______________
for the (dates of season) __________________________competitive season.
_____________________________________ ___________________________________
Coaches
Signature Date Coordinator’s Signature Date
Note:
·
A coach may be released from his/her coaching duties at any
time, based upon violation of the coaches agreement or for poor performance
evaluations received by club members.
·
Coaches are compensated twice each semester. Usually, October and November for fall and
March and April for spring.
Club
Sports Presidents
·
Will preside over club meetings.
·
Will serve as liaison between the club, the coach and the
Club Sports Office.
·
Will submit monthly participation reports summarizing club
activities and membership to the Kris/Patty by the second week of the semester.
·
Will follow all Club Sports procedures/policies as presented
in this handbook and will pass this information on to club members.
·
Will coordinate scheduling and payment of officials with the
Club Sports Coordinators.
·
Will inform club officers and members of all pertinent
information included in the Club Sports Handbook (officers are individually
responsible for insuring that all members meet Recreation Center, as well as
organizational membership requirements).
·
Will attend the Club Sports coaches and officers meetings.
·
Will submit facility/field requests to Kris/Patty by the
date required to arrange practice and match times for the upcoming semester.
·
Will have each club member complete a membership/waiver card
& rider/driver card before they participate or compete in any club sport
activity. These cards must be kept
current and on file in the Club Sports Office.
·
Will submit accident reports to Kris/Patty within 24 hours
of any accident whether at practices or games if not already done by the
coach. Please communicate with the
coach to make sure this is completed.
·
Will hold regular elections of officers on a yearly basis to
elect at least a President, Vice-President, Secretary/Treasurer and Fundraising
Chairperson.
·
Will inform the next club president of the routines and
guidelines for club operations prior to the next president assuming
office. This should include
transferring the Club Sports Handbook to the new president and turning name and
phone numbers of the new officers in to Kris/Patty immediately following the elections.
·
Will check the club mailbox weekly in Recreation Center Room
128 and respond to any correspondence.
·
Will complete and submit all required forms pertaining to
club activities in a timely manner.
·
Will arrange specific times with Kris/Patty for equipment
and uniform checkout.
·
Will work with Kris/Patty to resolve any conflicts or handle
any disciplinary matters or complaints.
The
above duties can be delegated to various club officers or club members, but it
is the responsibility of the president to be sure that these duties are
completed according to Club Sports Guidelines.
Club
Sports Vice-Presidents
·
Will carry out the responsibilities of the President in
his/her absence.
·
Will submit all team scores and records to Kris/Patty for
publication and logging within 24 hours of the competition and keep track of
individual statistics throughout the season and have available on request.
·
Will follow all Club Sports procedures for spending money,
scheduling, etc. and understand that nothing will be paid for that has not been
approved and ordered through proper purchasing channels.
·
Will submit information on events to Kris/Patty for special
event set-up and lockers for visiting teams at least two weeks in advance.
·
Will complete all duties as assigned by Kris/Patty, Club
Coach, or Club President.
Club
Sports Secretary/Treasurer
·
Will work with fundraising chairperson to prepare and submit
proposals for fundraising activities to the coordinator according to Club
Sports guidelines.
·
Will coordinate expenditures with the assistance of the
coordinator.
·
Will follow all Club Sports procedures/policies as presented
in this handbook and understands that nothing will be paid for that has not
been approved and ordered through proper purchasing channels.
·
Will handle club correspondence with the assistance of the
Club President and Coach.
·
Will keep club members informed of the total equipment
deposits that are checked-out.
·
Will complete other administrative tasks as assigned by the
coordinator, Coach, or President.
Club
Sports Fundraising Chairperson
·
Will be responsible for presenting a written proposal to the
coordinator for approval before beginning work on any fundraising event.
·
Will follow all Club Sports procedures for spending money,
scheduling, etc., and understand that anything not approved and ordered through
proper purchasing channels will not be paid for.
·
Will request all facilities/fields in writing from the
coordinator according to scheduling guidelines. Will receive approval from the
coordinator before approaching any potential commercial sponsor or advertiser.
·
Will complete and submit a written evaluation of all events
to the coordinator within two weeks of the event.
Each
club president will be responsible for keeping participation figures and
turning in a monthly report of participation.
This form will allow the Club Sports Coordinators and the clubs to
evaluate how the programs are progressing and inform us of any problems,
equipment needs or repairs. These
reports are due at the end of each month along with the long distance phone log
form. Failure to submit these reports
may result in a freeze placed on the club's budget or cancellation of the
club's field and facility usage. Forms
are available from the Club Sports Office room 128.
Club
Rosters
A
club may request a team roster that will be generated from the waiver
cards. This will provide the name,
student number and phone number.
Additional information may be available. It is crucial that these cards be filled out completely and
legibly and must be turned in by the second week of the current semester. Both the roster and passenger waiver must be
signed on each card.
Coaches
Evaluations & Survey Form
·
Coaches will be evaluated each season by both the club
members and the Club Sports Coordinators based on how effective the coach has
been in areas such as: expertise of the
sport, technical knowledge, enforcement of safety procedures and regulations, administrative
and leadership skills, communication skills, and other areas of involvement.
·
These evaluations will be taken into account in determining
whether or not the coaches contract will be renewed for the following
season. Club presidents will be
responsible for having the members complete these surveys and for returning
them to the Club Sports office at the end of the season.
·
The coaches final payment will not be submitted until the
evaluations have been received.
Coaches should make an appointment to go over these evaluations with Kris/Patty
after the completion of the semester.
These forms should be returned to the President of each club.
The
Club Sports Council is made up of 1 representative from each club. This member must meet the following
expectations:
·
Representative must have been a member of the club for at
least 1 season.
·
Representative must be a student at the University of
Colorado-Boulder, and paying full fees.
·
Representative must be able to attend 6 meetings total
throughout the fall and spring semesters and serve at least 1 year on the Club
Sports Council.
·
Representative must be motivated and enthusiastic about the
Club Sports Program.
Responsibilities of the Club Sports Representative
The
role of the Club Sports Council representative is to communicate with the club
members and the Club Sports office.
Responsibilities include, but are not limited to:
·
Informing club members of required information and of the
content of the Club Sports handbook and the University of Colorado Code of
Conduct.
·
Attending Club Sports council meetings and clinics and serve
as a liaison between the club members, the council and the club sports office.
·
Meeting the deadlines required by the Club Sports office
including facility requests, travel authorizations, purchase requests, current
member roster, club information, waiver cards, budget proposals, CPR and firs
aid certifications and others as assigned.
The Club Sports council members will
elect an Executive Board made up of 5 members and 1 alternate: president,
vice-president, secretary, finance representative, member-at-large and an
alternate.
The Club Sports executive board has the
following decision making authority:
·
Implement the Club Sports Tier Classification System.
·
Verify budget classifications.
·
Enforce budgetary guidelines based on missed council
meetings and budgets turned in after the deadline.
·
Make final decisions on budget appeals.
·
Make final decisions on disciplinary issues.
President:
·
The president is to be elected every Fall Semester by the
Club Council Representative from each club.
The President may only hold this position for a maximum of two years or
four semesters. Their vote in all Club
Council meetings will count as one vote and will represent his/her club. This position must be filled by a full time
student at the University of Colorado.
·
The President will attend and run all Club Spots Council
meetings. (No more than 4 a semester)
·
The President will attend and run all Executive Council
meetings.
·
The President will represent the Club Sports Representatives
in all cases to the Recreation Center Board and U.C.S.U. Student Board.
·
The President will have a vote in all cases pertaining to
changes in new policies and procedures, club financial appeals, and code of
conduct cases. The President will then
report all changes to the Coordinator(s) of the Club Sports Program.
·
The President will oversee any and all activities that are
relative to the Club Sports Council including fundraising and advertisement.
Vice
President:
·
The Vice President is to be elected every Spring Semester by
the Club Sports Council Representatives.
The Vice President may hold this position for no more than two years or
four semesters. Their vote in all Club
Council meeting will count as one vote and will represent their club. This position must be filled by a full time
student at the University of Colorado.
·
The Vice President will attend all Club Council and
Executive Council meetings.
·
The Vice President will have a vote in all cases concerning
changes in new policies and procedures, club financial appeals, and code of
conduct cases.
·
The Vice President will represent the Club Sports Council
Representatives in all cases when the President is unable to attend.
·
The Vice President will advise the President on all matters
concerning the Club Council.
·
The Vice President will take on the President’s
responsibilities if the President is unable to fulfill his/her
responsibilities.
Secretary:
·
The Secretary is to be elected every Spring Semester by the
Club Sports Council Representatives.
The Secretary may hold this position for no more than two years or four
semesters. Their vote in all Club
Council meetings will count as one vote and will represent their club. This position must be filled by a full time
student at the University of Colorado.
·
The Secretary will attend all Club Council and Executive
Council meetings.
·
The Secretary will have a vote in all cases concerning
changes in new policies and procedures, club financial appeals, and code of
conduct cases.
·
The Secretary will record all important information that
takes place in the Club Council meeting and the Executive meetings. These notes will be distributed to the other
Club Sports Executive members on a timely basis.
·
The Secretary is responsible for printing and copying the
Club Council and Executive Council meeting agendas.
·
The Secretary is responsible for taking role at each Club
Council and Executive Council meeting.
Any club representative that does not attend a Club Council meeting must
be documented and passed on to the Finance Officer #1.
Finance
Officer:
·
The Finance Officer is to be elected every Fall Semester by
the Club Sports Council Representatives.
The Finance Officer may hold this position for no more than two years or
four semesters. Their vote in all Club
Council meetings will count as one vote and will represent their club. This position must be filled by a full time
student at the University of Colorado.
·
The Finance Officer will attend all Club Council, Executive
Council and Appeals meetings.
·
The Finance Officer will have a vote in all cases concerning
changes in new policies and procedures, club financial appeals, and code of
conduct cases.
·
The Finance Officer will be responsible for representing and
reporting the Club Sports Tier system to all Club Council Representatives.
·
The Finance Officer will be responsible for collecting all
of the club budgets in the Spring Semester.
Any budgets not turned in on time must be reported to the Secretary for
recording purposes.
·
The Finance Officer will assist the Technical Advisor in the
organization of the Club Sports Optional Fee Program.
Technical
Advisor:
·
The Technical Advisor is to be elected every Spring Semester
by the Club Sports Council Representatives.
The Technical Advisor may hold this position for no more than two years
or four semesters. Their vote in all
Club Council meetings will count as one vote and will represent their
club. This position must be filled by a
full time student at the University of Colorado.
·
The Technical Advisor will attend all Club Council,
Executive Council, and Appeals meetings.
·
The Technical Advisor will have a vote in all cases
concerning changes in new policies and procedures, club financial appeals, and
code of conduct cases.
·
The Technical Advisor will be responsible for conducting the
Club Sports Optional Fee promotion and advertising campaign. This includes involving each Club
Representative to assist in promoting and advertising for the optional fee
check-off.
·
The Technical Advisor will maintain the club sports web page
and assist in the decision making related to any computer updates and/or
changes.
Alternate:
·
The Alternate will be elected every Fall Semester by the
Club Sports Council Representatives.
The alternate may hold this position for no more than one year or two
semesters. Their vote in Club Council
meetings will count as one vote and will represent their club. This position must be filled by a full time
student at the University of Colorado.
·
The Alternate will attend all Club Council, and Executive
Council meetings
· The Alternate will only have a vote in the Executive Council meetings if there is an officer absent.
·
The Alternate will be responsible for filling in for any
elected officer, except for the President.
The Club Sports Council uses a Tier
Classification system to allocate Student Fee Money. The Tiers range from Tier 1 to Tier 4 with Tier 1 receiving the
highest student fee allocation. The
Tiers focus on level of competition, level of involvement and number of
players. Each Club Sport will only be
allocated the amount that it has raised in fundraising. However, the Tier System sets an upper limit
on the amount received from Club Sports.
This is based on the club's fundraising amount for the present
year. A club must reapply for their
Tier Classification each year. This is
done as part of the budgeting process in late January.
Please Note:
Maximum budget allocations are subject to change from year to year.
T1 = $0 -
$5,200:
·
Must have a National Sports Affiliate.
·
Must be competing for a National Championship on the Club
Sports level.
·
Must have at least 40 active members who are full time
students at CU.
·
Must be competing in a local or regional league or organization
with organized scheduled games or competition.
·
Must have at least 12 organized scheduled games or
competitions.
·
Clubs must fund-raise an amount that equals or exceeds
student fee allocations.
·
Follow CU Club Sports rules/guidelines and submit all
appropriate paperwork on time.
T2 = $0 -
$3,200:
·
Must be a part of a National or Regional Association.
·
Must be at least 24 active members competing on the club
level.
·
Must have at least 8 organized scheduled games or
competitions.
·
Must be able to fund-raise an amount that equals or exceeds
student fee allocations.
·
Follow CU Club Sports rules/guidelines and submit all
appropriate paperwork on time.
T3 = $0 -
$1200 :
·
Must have a minimum of 16 active competing members.
·
Must have 4 organized scheduled games/competitions or
events.
·
Must be able to fund-raise an amount that equals or exceeds
student fee allocations.
·
Follow CU Club Sports rules/regulations and submit all
appropriate paperwork on time.
T4 = $0 - 400:
·
Must have a minimum of 12 active competing members.
·
Must have 2 organized scheduled games/competitions or
events.
·
Must be able to fund-raise an amount that equals or exceeds
student for allocations.
·
Follow CU Club Sports rules/guidelines and submit all
appropriate paperwork on time.
There
are many ways that student fee money may be spent. All expenditures must be pre-approved by the coordinator.
Reimbursements will not be made for any money spent without prior
approval. All money must be spent
through proper channels and petty cash reimbursements are not available.
Outside
checking accounts are not allowed according to University regulations, nor are
student agency accounts through the UMC.
All requests for funds must be in writing and submitted to the
coordinator. Indicate in writing the item(s) to be purchased, cost and
suggested source. It will then be
processed using one of the following methods.
·
University IN: An IN is
used to buy items available through another University department (bookstore,
publication services, physical plant, printing services, Colorado Daily ads,
etc.). A request for these should be turned in at least 3 business days prior
to when it is needed.
·
A-Card
(MasterCard): The A-card is used to order equipment/goods and can not
be used for services, transportation or travel. The limit is $3000. This
item(s) must be purchased by a coordinator.
·
Standing
Orders:
These take 6-10 weeks to set up, but should be used when purchases are under
$1000 and will be done more than once a year.
This is the best way to pay officials.
·
Purchase
Order:
A PO is used for orders over $3000 and requires the approval of the Club Sport
Coordinator(s). These may take as long
as 6-12 weeks to be processed, depending on the time of year, size of order,
type of equipment, etc. Submit the
vendor’s name, address and phone number when you turn in your request.
·
Diner’s Club
Card: This
card may be requested by coaches to use for travel expenses. The cards are kept in the Rec. Center safe
and will only be checked out for club trip use. If the club is interested in pursuing use of a Diner’s Club Card,
please ask Kris/Patty for an application.
This card can only be used for
lodging and rental cars, it can not be used for airline tickets!
·
Sales Tax: The University
of Colorado does not pay sales tax.
Cards are available to have when traveling on University business. The sales tax exempt number may not be used
for any unauthorized expenditure.
·
Fiscal Year: June 30th is
the end of the fiscal year. Any
expenses that have not cleared the statements by that time will be charged to
the following year's budget. This will
effect your allocation for that following year. If a club has not turned in paperwork for payment by May 16th,
it risks forfeiting University payment of that expense.
Payment
of Officials
There
are 3 ways to pay officials for working games/meets.
·
Standing Order - This is the
most preferred way of paying officials.
A standing order is set up with a league or officials organization and
they in turn bill the club for games officiated and then pay the
officials. This must be set up at least 6-10 weeks in advance of the first game or
meet and the organization must carry liability insurance on their members.
·
University
Payroll
- This requires the official to be set up on the University Payroll system. The
official must complete six forms and it may take as long as 6 weeks for
payment.
·
Special
Services Contracts - These are only used when an official does not belong to an
official’s organization through which we can pay them. The contracts must be set up in advance of
the game and payment takes approximately 3 - 4 weeks after the game.
These
are the only ways for officials to be
paid and all paperwork must be done in advance of the games. If these procedures aren't followed, payment
may have to come out of the coaches/players pockets and will not be reimbursed.
Entry
Fees and League Dues
It
takes approximately 3 to 4 weeks from the time a check request is received to
the time of payment. An official
invoice or entry form must be turned in with a check request in order for an
entry to be processed.
TRAVEL
During
any club travel, the club is expected to uphold the image of the University of
Colorado and to act in a sportsman-like manner when traveling. Clubs should notify a coordinator in the
event that a change in plans occurs or an emergency arises. If any University funds are to be used to
subsidize the cost of the trip, proper procedures must be followed according to
the published time schedules and all receipts must be kept with amount and date
clearly printed on the receipt. All
out-of-state travel must be scheduled at least 3 weeks in advance so that a
travel authorization form can be processed.
If a club needs lodging or ground transportation, allow at least 4 weeks
before the trip to get everything processed.
Personal
Automobile Transportation
Club
members that expect to drive and be reimbursed for mileage must have travel
forms on file and signed at least one week before departure of the trip. All drivers are required to have their
personal auto insurance information and waiver card signed and on file in the
Club Sports Office before the date of the trip. Upon return, gas receipts
must be turned in within three days for
reimbursement. Checks for
reimbursement will take approximately 3 to 4 weeks from the time all the
information is submitted.
Air
Transportation
The Club
Sports Office does not make airline reservations or pay for air
transportation. Airline travel
arrangements should be coordinator through each individual club’s officers.
Lodging
·
Lodging requests must be made through the Club Sports Office
at least 3 weeks in advance. Clubs are
encouraged to ask for the assistance of opposing teams in helping to secure
lodging (i.e. sororities, fraternities, dorms, or individual player's homes).
·
Any team using University funds must obtain an itemized
receipt or invoice from the hotel to return to the Club Sports office. If
personal charges (i.e. movies, meals, phone calls, etc.) are listed on the
bill, these charges must be paid directly by the individual to the hotel before
checking out and the bill should reflect that payment correction. If
you pay with a credit card, you also need to turn in the credit card receipt. If
you do not turn in a receipt you will not be reimbursed and will
forfeit any further use of your Diner’s Club Card. Please see the section
concerning obtaining a Diner’s Club Card for use with clubs traveling on a
regular basis.
Transportation
Center Vehicles
Transportation
Center vehicles are in short supply so it is important to schedule them as far
in advance as possible to ensure availability for the trip. A club should request all vehicles at the
beginning of each season and for the entire season to a coordinator. No vehicles may be requested less than three
days in advance. If a club has
scheduled a vehicle and needs to cancel it, the cancellation must be received
at least 48 hours in advance or the club will be charged a cancellation fee.
University
Vehicle Policies
·
Anyone 25 years old or younger must complete a “free” 4-hour
Defensive Driving Course through the CU Transportation Center. Courses are offered weekly on Wednesdays
from 8am-12noon, Thursdays from 12-4pm and the first Wednesday of each month
from 5-9pm. Call 492-2752 to register
for a “free” class at least two weeks before the date of the trip.
·
All drivers must be
included on an authorized driver’s list that the coordinator will send to the
Transportation Center at least one week before the trip. Please turn in the driver’s name, date of
birth, social security number, indicate if below 25 years old, and date of
completion of the defensive driving course.
·
There must be at least
2 authorized and certified drivers for each vehicle on a trip. If driving at night or on a long trip, there
must be at least 3 drivers per vehicle.
If drivers have not completed the required steps at least 1 week in
advance, then the vehicle will be canceled.
·
Keys and trip tickets for each vehicle must be picked up by
4 p.m. on weekdays. CU Transportation
Center vehicles may not be used for personal use!
·
When picking up the vehicle, record the starting mileage on
the trip ticket and carefully check the vehicle for damage or trash before
leaving. After leaving the parking lot
the club is responsible for anything that happens to the vehicle.
·