The University of Guelph Department of Athletics SPORTS CLUB PROGRAM POLICY AND PROCEDURE MANUAL

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1 The University of Guelph Department of Athletics SPORTS CLUB PROGRAM POLICY AND PROCEDURE MANUAL

2 TABLE OF CONTENTS I. INTRODUCTION 4 a. Department of Athletics 4 b. Mission Statement 4 c. What are Sports Clubs? 4 d. Sports Club Objectives 5 II. CLUB GUIDELINES 5 a. General Criteria for Sports Clubs 5 b. Application Procedures for New Clubs 5 c. Annual Registration for Returning Clubs 6 d. Club Status 6 e. Membership and Eligibility Guidelines 7 f. Membership Fees 7 g. ID/Membership Cards 7 III. RESOURCES 7 a. Sponsored Activities 7 b. Non Sponsored Activities 8 c. Facilities 8 d. Keys 8 e. Special Events Request 9 f. Program Assistance 9 g. Web Site 9 h. Travel 9 i. Extramural Competition 10 j. Officiating 10 IV. CLUB RESPONSIBILITIES AND REQUIREMENTS 10 a. Student Club President 10 b. Club Treasurer 11 c. Coaches/Instructors 11 d. Rights and Expectations 12 V. RISK MANAGEMENT 13 a. Introduction 13 b. Health and Safety 14 c. Drug and Alcohol Policy 14 d. Medical Insurance 14 e. Incident Reports 14 VI. CLUB CONDUCT 14 a. Introduction 14 b. Discipline Process 14 VII. FINANCES a. Introduction 15 b. Membership Fees 15 2

3 c. Gifts/Donations 15 d. Fundraising 15 e. Sponsorship 16 f. Application for Department of Athletic Funding 17 g. Budget Preparation and Assistance 17 h. Procedures for Using Club Funds 17 i. Purchasing Procedures 17 j. Reimbursements 19 k. Individual Club Accounts 19 VIII. CONSTITUTION 19 a. Constitution Format Guideline 20 I. Introduction 3

4 Department of Athletics: The University of Guelph Department of Athletics provides opportunities for all individuals, within the University community to participate in a variety of physical recreation programs. These programs, which provide a balance to the University s academic demands, are available in many forms ranging from elite intercollegiate sport to spectator participation. Through the existing multi faceted recreational programs, of which clubs is a distinct part, the department seeks to provide equal opportunities for each individual regardless of sex, age, sport interest or physical ability. Mission Statement: The University of Guelph Sports Club Program promotes student participation in a variety of physical and athletic activities, gives students opportunities to engage in the activity of their choice at various skill levels, contributes to the development of student leadership and provides a bond between individual Clubs. While the Department of Athletics assists in the development and growth of the Sports Club Program, the emphasis of the program is on student leadership and involvement. The existence of each Sport Club and the success of the club are dependent upon student interest and involvement. What Are Sports Clubs? The Sports Club Program at the University of Guelph is comprised of various student organizations, each focused on a particular sport or activity. Some clubs are organized for the primary purpose of competition; whether it is interuniversity or between other club members, while other clubs are recreational or instructional in nature. All clubs practice regularly in order to promote and develop the skills and interests of their members. The Sports Club program at the University of Guelph is divided into 3 different levels: 1. Level I: Club that competes against external university groups/clubs and charges a fee to participate. 2. Level II: Club that may or may not have instruction and charges a fee to participate. 3. Level III: Club that is purely recreation with no fee required to participate. Each Sport Club is a student organization that is composed primarily of University of Guelph students, but may also include Department of Athletics Members. Each club, in conjunction with the Sports Club Office, is formed, organized, administered and governed by the students with the officers providing the organizational leadership for their club s activities. While clubs are encouraged to be self supporting, the Department of Athletics provides limited financial support, facility usage as well as guidance. The Sports Club Program Coordinator assists the clubs in fulfilling their goals and objectives. The success of all club programs is dependent on the students leadership, interest, involvement and participation. This manual has been written to act as a guide, to assist the clubs with the organization, management, execution and administration of their club program. It contains specific procedures and guidelines to be followed by all clubs affiliated with the Department of Athletics. Any questions should be referred to and discussed with the Sports Club Program Coordinator. The University Of Guelph Department Of Athletics Sports Club Program is designed to enhance the students experience while participating in a sport of their choice. It is not intended to be a path leading clubs to varsity status under the UofG Intercollegiate Athletics Program. The Sports Club Program Office entrance is located in the Intramural office. The office contact number is and the sports program coordinator is at x Sports Club Objectives: 4

5 1. To provide students, faculty and staff the opportunity for instruction and participation in a wide variety of sports from which one may develop firm, lifelong leisure values. 2. To develop leadership skills by providing opportunities for students to organize, administer and manage through their individual clubs. 3. To provide an avenue for camaraderie and to develop a sense of belonging among individuals through the shared pursuit of sport. 4. To provide an outlet for advanced participation and competition in a particular sport. II. Club Guidelines General Criteria for Sports Clubs: Any group of individuals interested in forming a sport club must be recognized by the Department of Athletics and must meet the following criteria: 1. The group s purpose and activity must be consistent with the philosophy and objectives of the Sport Club Program. 2. The group s membership must not be exclusive. 3. The group must be engaged in a sporting activity. 4. The group must provide balance or add to the variety of sporting activity on campus. 5. The initial number of students interested in participating in the proposed activity is a minimum of Suitable facilities and equipment must be available such that the club can meet, practice, and hold competitions. 7. The group must be financially self reliant. 8. The group must not create a demand for resources (i.e. Staffing or facilities) greater than that which can be met by the sports club office. 9. There must be adequate competition within the surrounding region (required for Level 1 Clubs only). Application Procedures for New Clubs: 1. Complete the Club Sport Request for Status/Recognition Form. Select the appropriate level that the club is applying for: Level 1 Club that competes against external university groups and charges a fee to participate. Level 2 Club that may or may not have instruction and charges a fee to participate. Level 3 Recreational with no fee required to participate. It must be noted that some Clubs may have to indicate more than one level as they may have a competitive/traveling team portion to their club as well as just participatory members. 2. Submit a Petition to Form a New Sport Club, which is signed by the individuals who would like to join the club. 3. Schedule an appointment with the Sports Club Coordinator. At this appointment, be prepared to review the information in this Manual. 4. Recognize that additional information regarding safety issues may be required if the activity being considered has a high liability or high risk factors. Sports Club status is granted when the structure of the group and the membership is such that successful accomplishment of purpose may be reasonably predicted and Department of Athletics Sports Club facilities and finances are available to support the club without jeopardizing support of other established Department of Athletics clubs and/or programs. Following approval the new club will agree to a one year (2 semester) probationary period after which a re evaluation process will occur prior to the club being granted approval to assume full club status. All new approved clubs will have 2 weeks to develop a club constitution and by laws. They are also required to provide information for publication in the Gryph Guide and on the Department of Athletics Website. Upon successful completion of the probationary period, the 5

6 club will be automatically elevated to full time club status. The Sports Club Program reserves the right to refuse recognition to any club requiring extensive funding or resources, any club involving high liability or high risk factors, or any club which does not properly represent the University of Guelph. Annual Registration for Returning Clubs: Each club s status will be evaluated at the end of the winter semester. The evaluation will be based on submitted semester reports, club president/contact meeting with the Sports Club Program Coordinator and evaluations filled out by club members and submitted directly to the club s office. To retain membership in the Sports Club Program the following requirements must have been met: 1. All requested administrative responsibilities were fulfilled. 2. Student interest in the club was demonstrated by a minimum of 12 active student members. 3. The guidelines as outline in this Manual were followed. 4. The club was represented at all sports club President/Contact meetings. 5. Suitable facilities continue to be available for the club to meet and practice. 6. Budgetary guidelines were adhered to. 7. Evaluations indicate the need and productive usefulness of the club. The following must occur each year for a club to re register. Failure to perform any of these items may result in loss of sports club status, facility reservation, and/or funding. 1. All returning clubs must submit Intent to Register Form and an Annual Report. 2. The club shows a steady membership. 3. Fill out and submit facility request form. 4. Club president must attend all Club meetings. 5. Each sport club must review, revise and adapt the club s constitution and by laws (if necessary) by the end of the second full week of instruction. Club Status: 1. First Year Status: New Sports Clubs must spend one year (2 semester) on probation to demonstrate stability in terms of attracting campus wide participation on an annual basis. Sports Clubs in their first year will be selfsupporting. 2. Returning Clubs: Each Sports Club must annually submit for renewal with the Sport Club Coordinator. This includes submission of a year end report which includes a List of Current Club Officers, the current Membership Lists and the current Captain s Agreement. 3. Probation: Sports Clubs that have failed to regularly attend Sports Club Presidents Meetings will be placed on probation for the current term as well as for the following term/year. Sports Clubs on probation may not utilize university allocated funding during this period. This probation could also affect requests for the following years funding. Facility requests may also be cancelled during this period of time. All privileges may be restored upon termination of the probation. Termination: If any Sports Club begins to show steady decrease in participation, student leadership, and general interest, the Sports Clubs Executives will investigate the decline to ascertain the possible causes and whether the problem is a temporary condition. If it is determined that a Sports Club is no longer meeting the needs for acceptance, termination of the clubs current status may be appropriate. Once terminated a Sports Club must re enter the program by following the 6

7 procedures for forming a new club Membership and Eligibility Guidelines: Membership is open to currently enrolled University of Guelph undergraduate and graduate students. Current Department of Athletics Members may be a club member, but NOT officers. Students from other colleges, universities, or high schools are not permitted to participate in any club activities until they have purchased the club membership and either an Athletics Membership or Club Day Pass. The Sports Club Program is a nondiscriminatory, equal opportunity organization. It is the responsibility of the club officers to enforce membership policies. Any club found in violation will have practice privileges suspended and other sanctions if necessary. All clubs must be comprised of at least 80 % student membership. No one under the age of 18 may participate in club activities unless a current UofG Student. Each club can determine its' own membership format. This can range from taking all comers to having tryouts. However, the club must provide equal opportunities for each individual regardless of sex, age, sport interest or physical ability. Instructors and or coaches who are volunteering their time may be granted a restricted membership free of charge upon the request of the club president/contact and with the approval of the Club Coordinator. Clubs that are having try outs must ensure that all try out information has been received by the Clubs Office and posted in a timely and appropriate manner. Once club members have been selected the club president/contact must submit a roster to the Clubs Office to ensure that proper registration can occur. Membership Fees: Participation fees for each club must be approved by the Club Coordinator. The amount of the fee may vary from club to club, regardless; the fee is based on the budget submitted by club presidents/contact that will clearly indicate any expenses the club will be incurring. ID/Athletic Membership Cards: Club participants must have a valid student or athletics membership card to access the facility. III. Resources Approved Sports Club has access to many university resources and benefits for use in Recreational Sports sponsored activities that are related to practice and competition ( sponsored activities ). These resources and benefits are a privilege and are not guaranteed due to budgetary constraints, club standing, availability and other factors. Sponsored Activities: Use of Department of Athletics facilities for practices and/or competition (approved activity areas, field space, and locker room and meeting places). 1. Ability to represent University of Guelph at competitions. 2. Ability to incorporate the name of the University Of Guelph into the Club name, but only if the name of the University follows the name of the organization and only if the organization is clearly designated as a student organization. However, in using the University name, clubs do not officially represent the University or the Division of Recreational Sports other than for the limited purposes of competition. Clubs may not offer or represent the University s endorsement, approval, or sponsorship of any activities except as specifically authorized by the Sports Club Coordinator. 3. Transportation Bookings and Hotel Bookings (at the cost of the club). 4. Use of the University Of Guelph Department Of Athletics Logo on all advertising, marketing, promotional or 7

8 fundraising material related to Sponsored Activity. 5. Limited photocopying of flyers and/or pamphlets can be requested through the Sports Club office. 6. Administrative support and guidance by Department of Athletics through the sports Non Sponsored Activities: Sport Clubs may also engage in non sponsored activities, such as social events and fundraising activities. Department of Athletics resources and benefits are not available for non sponsored activities. Advertisements, solicitations, sales or contractual materials that do not relate to sponsored activities should prominently display language that indicates that the University of Guelph Department of Athletics is not a party or a sponsor of the contractual agreement and that it neither endorses nor in any way warrants that the obligations of any party to any agreement made in the event will be met. Facilities: Clubs desiring to use the Department of Athletics facilities for club related activities must submit the appropriate facility request form (indicating times and preferred locations) to the Club Coordinator. 1. Facilities are requested in March of each year for the upcoming Spring Semester and Fall/Winter Semester s of the new school year. Because of changing schedules, dates and times, the Club Coordinator may not always be able to meet your scheduling needs and/or requests. Since facility schedules are printed and distributed to many users of the facility, it is very difficult to change a practice reservation. However, at the beginning of each term we will try to make any necessary additions/deletions in your facility schedule based on submitted requests. 2. Facility contracts will be placed in your mailbox. It is your responsibility to check the contracts for any inconsistency. Due to special events, building closures and holidays there may be inconsistencies in your schedule. Additional times may be granted upon special request to the Club Coordinator 3. Practice sessions adhere to the class schedule and regular building hours during each semester. Club activities end the last day of classes unless approval to continue between semesters is approved through the Club Coordinator and the facility is available. 4. Any time a club has reserved a facility it must be used. If the club cancels an event the Club President/contact must notify the Club Coordinator to ensure that the Department of Athletics records of activity are kept up to date. Any club using a facility is obligated to clean up after the activity. Some housekeeping services are available if pre requested (e.g. damp mopping of a floor). 5. A sport club must consistently have a minimum of ten members present to use their facility space. A club can be bumped out of their facility space during their time if the required numbers of participants are not present. 6. Additional space for special events, competitions, meetings is available on a first come first serve basis and is not guaranteed. 7. Clubs wishing to collect entry fees from tournament participants, admission fees from spectators, donations, or raise money in any other manner while using an Athletics department facility must notify the Club Coordinator for approval or may be deemed to be in violation of Club policy regarding fee collection. Many of the facilities with the Department of Athletics are shared facilities with other program areas within the department. This results in many different groups utilizing the same indoor and outdoor facilities. Clubs should request politely when it is time for them to take over their assigned facility and ensure that they in turn leave a facility at their scheduled ending time. It is highly recommended that the club president/contact keep their facility contract with them, so that if any conflict occurs they have documentation of their facility usage. The client service area also has day sheets which indicate and confirm room usage and facility bookings. Keys: Keys will be checked out to authorized club members to access activity areas and their storage (if applicable) from the Client Service Desk. The club member must leave their student ID to receive the key. Each club must submit a list of names of authorized members that are allowed to check out keys to the Sports Club Coordinator prior to your first official 8

9 club practice. Special Event Requests: A special event is defined as a tournament, game or clinic that is planned and scheduled by clubs outside of their regularly scheduled facility times. Clubs are entitled to submit a facility request to the Club Coordinator for use of a facility. Please note that there will be a facility rental fee that the club will be responsible for. Your request will be confirmed or denied at the beginning of the term it is requested for. If approved, a minimum of two weeks prior to the event the club president/contact must contact the Club Coordinator outlining all arrangements that have been made. Depending on the event, some clubs may be required to provide an event outline and meeting directly with the Club Coordinator. Note: The University of Guelph prohibits the consumption or possession of any alcoholic or intoxicating beverages and illegal drugs at Club special events. It is the club s responsibility to monitor all club events (including the actions of spectators) to assure these items are not on site. Program Assistance: 1. Each Club will have a mailbox in the Club s Office. Clubs may use the Club Office as a permanent mailing address and may also have faxes sent on behalf of the Club Name of Club c/o Name of Club Coordinator Department of Athletics, Sports Club Office University of Guelph Guelph, Ontario N1G 2W1 Fax: (519) A Club President/Contact may use the telephone in the Club Office on a limited basis. Long distance calls must be approved by the Club Coordinator. 3. Request for assistance in publicizing club related activities and limited photocopying for specific club documentation must be submitted 4 working days in advance to Club Coordinator. 4. The Club s Office will assist with the publicity of your club through advertisement in the Gryph Guide numerous advertisements in first year programs and newspapers as well as through the Department of Athletics Website. 5. The Club Coordinator is available to you as an information resource and can provide guidance and suggestions when requested at any time. There will be no charge to the club for materials used in providing limited photocopying. If professional printing is needed, the club will be charged the printer s fee. If an excessive amount of paper is needed, the request might be denied. Web Site: The Department of Athletics has a website gryphons.ca. Every semester the main club page will be updated by the Clubs Office. Each club can request their own page that will be linked directly to the Club Main page. It is the responsibility of the Club President/Contact to keep the information up to date. Travel: Each club team is responsible for making its own travel arrangements, including travel insurance, transportation, lodging and meals for any off campus events. Travel guidelines for Sports Club include the following: 1. A travel request form must be filled out three weeks prior to date of departure. One week before travel, please provide the Sports Club Office with an up to date list of who is traveling along with emergency contacts. 2. The Sports Club Coordinator must approve all off campus trips by sports clubs. 3. Charter buses and vans are mandatory for team travel during the winter months, and recommended during other times of the year. However, a sport club may decide such travel is not feasible for a particular reason and may choose to utilize personal vehicles or rental vehicles. This must be approved by the Sport Club Coordinator. If it 9

10 is not approved, the team traveling cannot represent the University of Guelph in that event. It is also imperative that individuals driving are aware of travel policies. 4. Buses and vans can be booked for any club upon request. There must be available funding in your budget to pay for any rental transportation. Club members must follow the rules and regulations outlined by the rental company regarding the rental of a van. If bus transportation to an overnight event is being booked it must be noted that the club will also be responsible for covering the cost of the driver s accommodation. Club representatives/contact must fill out the transportation request form and submit to the Club Coordinator 2 weeks prior to departure. 5. If personal vehicles are used, drivers must have valid driver s license and valid insurance for vehicle. It is the clubs responsibility to ensure that any driver is a legal driver with appropriate insurance. Travel insurance for each club member must also be purchased and copies submitted to club office. 6. The transportation and/or consumption of alcoholic beverages are prohibited while traveling on The University of Guelph Sports Club trips. Failure to abide by this policy will jeopardize the club s affiliation with the University Of Guelph Department Of Athletics Sports Club. 7. Club funds may be used to assist with transportation costs and overnight accommodations. Club members must pay for meals. **Accidents: in case of a vehicular accident or a major injury incurred at any point during the approved travel/event, take any and all necessary emergency care steps then immediately contact the Sports Club Coordinator, if the coordinator is not available leave a detailed message on voic . An accident report form should be submitted to the coordinator within 24hrs of the accident. Extramural Competition: Any club desiring affiliation with a conference or league must secure prior approval from the Club Coordinator before becoming a member of that conference or league. The club will submit the appropriate entry forms to the Club Coordinator to submit and authorize any fees to be paid. Any fee s required are the responsibility of the Club to ensure are included in their budget. Officiating All requests for the payment of officials for Club sport contests must come from the club President/Contact upon conclusion of the event. Officials must fill out an Officials Payment Form and sign it accordingly. Club presidents/contact will submit all forms to the Club Coordinator IV. Club Responsibilities and Requirements The following list of responsibilities for the Club President/Contact positions should be considered as guidelines and not as a complete listing of responsibilities. Each club must determine the exact duties that the club requires to be fulfilled. These responsibilities must become part of the club s constitution and submitted to the Club Coordinator. Student Club President: Each club must elect, appoint or designate a student President/Contact to perform the following duties: 1. Communication: The club President/Contact is the liaison between the club and the Sports Club s Office. He or she should not assign the responsibility to another member, although it is appropriate to include other members in the communication process. Please provide to the Club Coordinator your current and permanent address, telephone and contact information. All information regarding club events, functions and objectives will be communicated to the Club Coordinator on a regular basis. It is important that the office receives information regarding any changes to your clubs so that we are providing the correct front line information to those enquiring 10

11 about your club. 2. Read and understand the content of the Club Program Sports manual. 3. Attend all Club Program meetings. If you are unavailable a club representative may attend in your place. 4. Inform club members of all policies, procedures, registration processes, expectations, emergency procedures and other regulations pertinent to your club at your club Meetings. 5. Co ordinate with the Club Coordinator facility bookings for practices, events and club meetings. Notify the supervisor of any staff changes. 6. Monitor all Sports Club events, assuring that all policies and procedures are being followed. 7. Organize information for club days in order to recruit members and provide information to the University community regarding opportunities available. 8. Familiarize incoming presidents/contacts with Club procedures and functioning s. 9. Submit a roster form if required to the Clubs Office and update it accordingly as needed. 10. Submit and keep up to date records of all required forms and adhere to the due dates specified on the club calendar located at the beginning of this document. 11. Assure that all club financial obligations are being met. 12. Ensure that all safety concerns are being met at all Sports Club practices, competitions and activities, and safety checks of the facility are being done and concerns being reported. 13. Promote good sportsmanship. 14. Supervise fundraising projects and get proper approval from the Club Coordinator regarding all fundraising ventures. 15. Provide information in order to keep the website up to date. 16. Implement proper disciplinary action procedures when necessary; ensure that any concerns within your club structure are brought to the immediate attention of the Club Coordinator who is able to provide appropriate guidance. 17. Make sure that club s mailbox is checked each week for mail and items relating to the club. 18. Maintain record of attendance at meetings and practices. Club Treasurer: 1. In conjunction with the club president/contact develop a budget for the year and submit to the Club Coordinator. 2. Maintain an accurate and up to date financial record for your club. 3. Aids in setting club fee s if necessary, based on budgetary requirements. 4. Initiate and ensure that club members assume responsibility for generating funds. 5. Write letter to Club Coordinator requesting funds for specific objectives. Not all requests are granted. 6. Assist with collection of fundraising monies and deposit directly to the Club s Sports Secretary who will provide you with a receipt. 7. Under no circumstances are clubs allowed to retain money in private accounts. This will result in loss of club status. 8. Ensure that collection of club membership fees are done by the Sports Club Office and not by club officers. 9. Check with the Sports Clubs Office to ensure that member s have paid there fee s 10. Submit all requests for re imbursement forms along with receipts directly to the Club Coordinator. 11. Request travel advances, petty cash and purchase orders from the Club s Supervisor. Coaches/Instructors: Coaches are defined as those members whose participation within the club is restricted to giving (not receiving) instruction and who have an approved coaching contract with the Department. Club coaches and instructors must sign complete a Coach/Instructor Registration Form prior to induction into position. 1. Each club sport has the option to secure the services of an instructor/coach. If a club chooses to have an instructor/coach, it is the club s responsibility to find and secure a qualified instructor. It must be made clear to the coach/instructor that they are being hired by the club and not the Department of Athletics. They should be 11

12 experience within the specific area of instruction and possess necessary certifications. Instructors/coaches will not be paid for their contributions to the Sports Club program; however honorariums can be made available to them. This honorarium is the clubs responsibility and must be included in the club budget and clearly outlined in the coach/instructor s contract. This contract will be kept on file in the Club s Office. 2. It is highly recommended that the coach/instructor be certified in CPR and First Aid. 3. The coach/instructor should restrict their contributions to coaching/instruction and it is recommended that they remain as advisors when it comes to the club s management. 4. The coach/instructor is not permitted to submit paperwork on behalf of the club, unless previous agreements were made between the coach and the Club Coordinator. Those requests submitted by the instructor/coach will not be accepted. 5. The coach/instructor must help insure good sportsmanship and safety on and off the field/court. 6. Use of facilities by non university coaches/instructors is limited to the reserved time and activity area reserved by the specific sports club. Any instructor/coach, on a complimentary membership, found using unauthorized activity areas or during non scheduled times will have their membership revoked and privileges suspended. Also, the club will not be allowed any more instructor/coach complimentary memberships for the rest of the academic year. 7. It is the responsibility of the Club to secure a coach/instructor. However, the Club Coordinator has the right and obligation to protect the club. If in the Club Coordinator s opinion, the coach is not working in the best interests of the club, a meeting will be set up with the club President/contact to discuss this matter. Should the Club Sport opt to pay the coach an honorarium, they must: 1. Complete an addendum contract between the club and the coach stating the amount of the honorarium and a payment schedule pre approved by the Club Sport Coordinator 2. The original copy can be obtained and filed at the Intramurals and Sports Club Office before any funds are paid to the coach. 3. Honorariums must be paid by club funds. University of Guelph is not responsible for payments for any services provided by the club coach. o o No University benefits are to be a part of the contract. Verbal agreements between a club member and the coach will not be honored either by the University or by the club. 4. No cash payments are to be made to the coach. Limited restricted membership cards may be issued to individuals who will be instructing or coaching and who are not affiliated with the University Of Guelph Department Of Athletics. All memberships must be approved by the Club Coordinator and will be limited to two per club per semester. Coaches/Instructors are prohibited from using Department of Athletics Facilities for personal financial gains. Rights and Expectations: As a member of the Department of Athletics, each Sports Club is obligated to obtain the approval of the Sports Club Coordinator prior to acting on items, issues or ideas that is not covered in this handbook. If a Sports Club choose to act independently, that club will risk losing its Sports Club status, and all the rights and privileges associated with that status. V. RISK MANAGEMENT 12

13 Introduction: The Department of Athletics is committed to providing a safe and positive experience for all participants. Each individual participating in a Club Sport activity assumes responsibility for his/her own health. It is also the individuals responsibility to determine his/her own ability to participate and at what level he/she can participate. To provide a safe a positive recreational club experience for all participants it is necessary to prevent accidents and injuries before they happen. It is strongly recommended that every Club Sport be aware of the risks associated with their activity and take necessary precautions. Health and Safety: The following policies exist to provide a safe and positive recreational experience for all participants: 1. Club Sport President s/contact are required to clearly outline any risks associated with their activity. These risks may range from performing the activity itself to the use of equipment. 2. Each Club participant is required to sign a participation/liability waiver upon registration which states that they clearly recognize that they are responsible for their own well being and the well being of the group they are a part of. 3. A copy of each club member s Emergency Information Form should be available at each practice, game or other event in case of injury. 4. Clubs that have external governing bodies may be required to include in their club fee a portion of the cost to purchase additional insurance. 5. Club Presidents/contacts are expected to inspect equipments, field and other facilities prior to every practice, game or special events. Do not use any facilities or equipments if they seem to be unsafe. Report any concerns to the Club Coordinator. 6. Sports Clubs are expected to conduct themselves in a manner that appropriately represents the University of Guelph. 7. It is highly recommended that at least two active members of each sport club possess current certification in CPR and First Aid before clubs may practice. If two members are not certified, they must become certified at the club s expense. At least one of these members must be present at ALL club practices and games. The Department of Athletics offers the opportunity to achieve this certification through the Club Coordinator. 8. All Clubs must be aware of the Department of Athletics procedure regarding injury. For minor injuries, First Aid kits are available at the Client Service Desk, First Response can be called if additional help is required and X52000 Emergency Services should be called if an ambulance is required. It is highly recommended that each sport club purchase their own First Aid Kit. 9. An Incident Report Form available in the Club s Office is required to be filled out by the Club President/Contact for any injury that occurs and submitted to the Club Coordinator in the appropriate mailbox. These reports are due at the time of the incident, or the next business day following the incident. 10. Participants are obligated to wear proper attire and appropriate protective equipment. If the participant chooses not to use such equipment, they must realize that they are doing so at their own risk. Drug and Alcohol Policy: 13

14 As per University Of Guelph policy, illegal drugs and alcohol are not allowed in any University Of Guelph athletic/recreation facility. Furthermore, illegal drugs and alcohol are prohibited at club sponsored activities, on or off campus. It is the responsibility of the club to see that both visiting teams and home teams adhere to this policy. There will be no consumption of alcoholic beverages while traveling to and/or from club sponsored events. Any deviation from this policy will result in immediate dismissal from the program. Medical Insurance: The University of Guelph Department of Athletics does not accept any responsibility for ill health or injury sustained while participating in any of the programs including but not limited to the Sports Club Program. No expenses incurred by any club participant will be paid by the Department of Athletics. Participation is on a voluntary basis. All University of Guelph Students are covered under the University of Guelph Student Health Plan. For more information, participants can contact the Student Health Plan Office at extension: or via at: healthpl@uoguelph.ca Clubs that have external governing bodies that they belong to, might be required to purchase additional insurance. The cost of this insurance should be included in the submitted budget and can be incorporated into the club fee. Neither the University of Guelph nor the Department of Athletics accepts responsibility for ill health or injury sustained while participating in any of the Club programs. Any medical expenses incurred by a participant will be the responsibility of the participant. Participation in club programs is on a voluntary basis and it is recommended that all participants consider a physical health examination prior to embarking upon a new activity. Incident Reports: Club Sport Presidents/Contacts are required to complete and submit an incident report form for injuries which occur to club members during practice, competition, or instruction on campus. Incident Report forms can be picked up at the Clubs Office and submitted to the same location no greater than 24 hours after the incident occurred. If an injury occurs off campus, the club president/contact must file the report at the Club Sport Office within 24 hours of the injury occurring VI. CLUB CONDUCT Introduction: The basic concept for the standard of conduct is that participants, by registering for an approved club program have assumed an obligation to conduct themselves in a manner compatible with the University s function as an educational institution. All club members are responsible under the University Of Guelph Student Code Of Conduct. Members of the Department of Athletics are also responsible under the Department of Athletics Code of Conduct. It is expected that all club members conduct themselves in a manner which does not detract from the reputation of the University, or contravenes the policies of the University Of Guelph Department Of Athletics Sports Clubs Guidelines. While attending off campus events participants must remember that they represent the Department of Athletics as well as the University of Guelph and any reports of misconduct or activity negatively reflecting the University will result in a disciplinary action. Misuse of equipment provided or facilities, as well as inappropriate conduct and actions will participating in any club event will jeopardize the club s continued status. Discipline Process: Violation of, or non compliance with University policies or codes of conduct, or with Department of Athletics policies or codes of conduct as well as club regulations may result in revocation of membership, club activities being suspended and club status being terminated. The Sports Club Coordinator, on campus manager and athletic director will handle all disciplinary action of the individual club or its members if deemed necessary. The University may also take additional disciplinary action if necessary. 14

15 Minor infractions may include but are not limited to non attendance at a President s meeting, failure to submit required forms on time or inappropriate processes used for financial obligations. If this is the club s first offense during the current academic year the following steps are taken: 1. The club is placed on probation (including a freeze on facility access) until the club corrects the situation. Club funds may also be frozen. 2. The Club Coordinator will notify the Club President in writing of the reason for the probation, length of probation, freeze on funds (if applicable), possible consequences if the situation is not rectified or if additional infractions occur. If two or more infractions occur: 1. The club may be placed on one year probation or the club s status may be revoked. 2. The club will be notified in writing of any disciplinary decision and also of right to appeal. Major infractions may include but are not limited to: Violations of university or Department Codes of Conduct, negative representation of the university, unsportsmanlike or discriminatory conduct inappropriate use and or misuse of club funds, allowing ineligible individuals to participate in club activities, non payment of fees, and inappropriate purposes of activities of club. For all major infractions the following steps are taken: 1. A meeting with the Club Coordinator, on campus programs manager and club President is scheduled. 2. The club is notified in writing of the decision made and reminded of their right to appeal. 3. Disciplinary Actions may include strict probation, loss of funding, loss of facility use, loss of Department of Athletics membership or status, loss of club status, and any other disciplinary measure deemed appropriate by the University VII. FINANCES Introduction: The members of each sport club are primarily responsible for the financial support of their club. Self support is an essential principle of the Sports Club Programs. Club funds must be used for the benefit of the entire group. Funds for club activities will normally come from the following sources: (all must be approved by the Club Coordinator) 1. Membership fees must be approved by the Club Coordinator. 2. Gift/Donations from individuals and corporations 3. Fundraising must be approved by the Club Coordinator 4. Funding from the Department of Athletics as per request. Membership Fees: Each club is expected to financially support its activities through membership fees and fundraising. Club officers are responsible for establishing a fee structure that is fair and reasonably meets the club s budgetary needs. Membership fees must be approved by the Sports Club Coordinator Gifts/Donations: Any forms of solicitation must be approved by the Sports Club Coordinator to ensure the efforts meet the University guidelines. All checks received as a gift/donation or money raised through fund raising processes must be made out to the University of Guelph and deposited to the Sports Club Coordinator. All terms and conditions associated with gifts/donations must be specified in writing. Fundraising: Fundraising is important for the existence of many clubs. Any letter requesting donations designed by a club must be approved by the Club Coordinator prior to it s dispersal to the community. All fundraising activities must adhere to the policies and procedures outlined by the University of Guelph. All fundraising cheques must be made payable to the 15

16 University of Guelph and submitted to the Club Coordinator. Thank you letters must be sent to all donors. In no way may clubs sell, distribute or promote alcohol or tobacco as a fundraiser. This includes drinking establishment allowing the club to raise money by distributing their containers to customers. If the club is found using alcohol or tobacco as a fundraiser, the club will be deemed inactive and all activities will be cancelled. Fundraising Policies: All Sports Clubs must obtain approval and coordinate all fundraising activities with the Sport Club Coordinator. Off Campus Fundraising Sport clubs interested in raising funds off campus must submit a Fundraising Approval Form to the Sport Club Coordinator. On Campus Fundraising Sport clubs interested in raising funds off campus must submit a Fundraising Approval Form to the Sport Club Coordinator. If a campus facility is utilized for the fundraising event, the event sponsor will be charged reservation fees and variable costs (i.e., set up and special services). 1. When charging admission or collecting donations at an on campus event, cash box and ticket arrangements must be made through the Sports Club Office. 2. Clubs planning to use off campus assistance (i.e., a promoter) to help promote an event must contact the Department of Athletics Events Manger for special guidelines before making any arrangements. 3. The application to raise funds must be signed by the Sport Club Coordinator. 4. Food and beverage concession sales during events on campus require approval by the Department of Athletics and are subject to several conditions. Major criteria used in the review process include conditions specified in the Hospitality Service Contract, the food to be sold, the location of the event, policies of the Environmental Health and Safety Office, etc. 5. Although your group can sell T shirts on campus, there are several specifications that must be satisfied before you order them and have them for sale: a. T shirts may only be sold on campus with a permit obtained from the Sport Club Coordinator. b. The T shirt designs must be submitted for review with your fundraising applications before the shirt is produced. c. The name of the sport club must be printed on the shirts. d. The Gryphon Logo cannot be used in any printed shirts. 6. Sport clubs must keep records showing how funds were raised, the amounts raised, the expenses incurred when raising the funds. These records must be kept current and made available for inspections and/or audit by the Intramural Sports & Sport Clubs Office. The Sport Club Coordinator can help with record keeping ideas or assistance. 7. Sport clubs must be clearly identified as sponsors of fund raising events or activities when raising funds. 8. Sport clubs may not solicit door to door or person to person anywhere on campus or off campus. 9. Sport clubs raising funds in violation of policy may have their sport club status revoked. Sponsorship: Sport clubs may secure a sponsor to help with their fundraising under the following guidelines: 1. All sponsorship proposals must have prior approval of the Sport Club Coordinator and the Director of Athletics. 2. The following means of sponsorship MAY be approved: a. Contact with non alcohol/tobacco companies such as sports related businesses, eateries, or neutral entities that would not reflect negatively upon the University. b. Exchange of goods/gift certificates in exchange for major event sponsorship; e.g., A & B Company presents the UofG Squash Club Tournament. 3. The sports club program shall follow all of the above outlined procedures and those in the University of Guelph 16

17 Policy & Procedure Manual. Application for Department of Athletic Funding: To apply for funding, clubs must return a completed Request for Additional Funding Form. 1. The Sport Club Coordinator will allocate funds for the following academic year by the third week in September and advise club representatives. 2. Late requests for University funds may not be accepted. Criteria for Allocation of Department of Athletics Funds General Criteria: Sport clubs must demonstrate genuine interest, participation, and sustained activity before funding requests will be considered. The activities of all clubs will be reviewed annually to assess the adequacy of programs and to determine the extent to which stated objectives have been met. The following specific items will be considered: 1. The number of student members maintained throughout the year. (Minimum number: twelve or minimum number of members over twelve needed to participate in the activity.) 2. The level of club activity including the number of group activities, competitions, organized practices, and the number of individual activities by club members utilizing club equipment and facilities, the level of fundraising and amount of club membership fees. 3. The fulfillment of responsibilities, including responsible use of funds, care and maintenance of equipment, meeting sports club program deadlines, attendance at sport club meetings, and completion of the Annual Report and the Application for University Fee funding. Budget Preparation and Assistance: The Club Coordinator is available to assist each Club with the preparation of budget requests and will provide each club with a template. All budget requests and reports must be submitted to the Club Coordinator with the semester end report. Procedures for Using Club Funds: Clubs may spend money on entry fees, purchasing club equipment, supplies, uniforms, coaches/monitors/instructors honorarium and other various approved expenses. Club treasurers/presidents may request to spend club funds for anything that will help the club reach the goals that the members of the club wish to attain. The club president or treasurer must get permission from the Sports Club Coordinator before they spend any club funds. Club presidents and members will not be reimbursed for expenditures of unapproved purchases. Misuse of club funds will be deemed a major infraction and disciplinary actions will be taken. Purchasing Procedures: All purchasing and money advance requests are given to the Club Coordinator and must be done in a timely manner as indicated below. Cash can only be picked up by the club treasurer or club president from the business office during normal business hours (9:00a.m. to 4:30 p.m.) Monday to Friday after approval has been given by Sports Club Coordinator. Campus departments accomplish their departmental purchasing through the University of Guelph Revenue Control Office. The Sport Club Office is responsible for ensuring that requirements and restrictions governing direct purchase delegations are followed. 1. Request for petty cash (amount under $100.00) must be submitted to Club Coordinator one week prior. Cash is picked up from the business office and the treasurer returns to the Club Coordinator all receipts and any remaining petty cash within 48 hours. 2. Purchases Under $2500: Requests for purchase of equipment or supplies under $2500 (including tax and shipping) must be submitted on a Purchase Request Form to the Sports Club Office at least 10 business days 17