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Club Sports Forms

Please note: some items require the Adobe Acrobat PDF Reader, which can be downloaded from the Adobe web site.

• Officer Checkout
• Game Agreement
• Coaching Agreement

Please note: some items require a free Microsoft Office Viewer. Please select the appropriate viewer and download it from the Microsoft web site. Each Office file type link is labelled as such.

• Club Sport Waiver
• End-of-Semester Report
• Travel Request
• Registration
• Accident Report

UNCG Home » Student Affairs » Campus Recreation » Club Sports »

SECTION I

INTRODUCTION

The Club Sports Program supports the mission of the Department of Campus Recreation by providing recreational and competitive programming that promotes healthy, active lifestyles for UNCG students. Students will enhance their physical, psychological, ethical, intellectual and social development through their experiences with the Club Sports Program. The Department of Campus Recreation understands that club sports plays an integral role in co curricular education and provides support and assistance with coordination of facilities, financial resources, and leadership training to officers.

The UNCG Club Sports program serves students individual interests in different sporting activities. The opportunities available are either competitive, recreational/social, or instructional to meet the needs of the individual students. Club Sports serves as a catalyst for decision-making, leadership development and fiscal responsibility. The success of a club depends on the leadership and commitment of its members. The UNCG Club Sports Program is self-administered by elected officers and is financially supported by its member?s dues, fundraising, donations, and a small allowance from Campus Recreation. Student organizations have the opportunity to receive additional funding through the Student Government Association as long as it retains its affiliation with the Club Sports Council and the Office of Student Life. Included in administration, is coordination of practice and game times, recruitment efforts, marketing strategies, community service efforts and recruiting coaches. The Department of Campus Recreation offers guidance and support to include facility space, office supplies (within reason), and educational workshops.

SECTION II

CHARTERING NEW CLUBS

The biggest misconception of the Club Sports Program is that the Assistant Director decides which clubs will be represented at UNCG. Not the case. Club Sports are formed on the UNCG campus based on the interest level of the students. If you are a student and we currently do not have a club sport that meets your needs, please follow the steps below in the forming of a new club.

Forming New Clubs

1. Set up an appointment with the Assistant Director of Intramural and Club Sports: The Assistant Director will determine if the club is a viable option for the UNCG based on facility space, equipment storage and overall feasibility of the club. Also an interest meeting time will be set up to determine if there is interest among the UNCG student population. The Club Sports Council requires a minimum of five people interested to begin the process of becoming a club.
2. Constitution: Each organization will be required to write a constitution. The constitution is the framework for how the club will operate. It is important for the constitution to meet the needs of the club as many times the officers refer to the constitution when conflict arises.
3. Club Sport Council Affiliation: Following the interest meeting the Club will be required to fill out a Club Sport Council Affiliation Form. This form will include newly elected officers and contact information. The new club will also provide written goals, objectives, and initiative for the upcoming semester.
4. Final Meeting: The new club president will set up a final meeting with the Assistant Director to review the constitution, goals, and turn in a finalized roster and paperwork. The club will then be expected to attend the monthly club council meetings held on Thursdays, on the 4th Floor of the Student Recreation Center. All new clubs will face a one-year probation period where they are not eligible for funds distributed by the Club Sports Council.

SUPPORT FOR RECOGNIZED CLUB SPORTS

Once the Assistant Director and the Club Sports council approve a club, the club is eligible to:

• Reserve University facility space and equipment
• Collect reasonable dues, conduct fundraising events (see Fiscal Responsibility Section), solicit funds according to University Policy and must comply with Office of Student Life Student Organization handbook
• Be listed in university and student publications q Sponsor programs and activities consistent with the purpose of the organization
• Reserve the right to use the university logo ensuring that the comply with the publication guidelines
• Receive other additional funding from Student Government Association

OBLIGATIONS FOR RECOGNIZED CLUB SPORTS

As a recognized club sport and student organization clubs may be obligated to the following;

• Understand and comply with the Office of Student Life?s Student Organization Handbook. The Office of Student Life?s Handbook is available online at the Office of Student Life?s website, http://studentlife.uncg.edu/studentinvolvement/studentgroups/
• Comply with the policies and procedures set by the Department of Campus Recreation and the Club Sports Council. The Club Sports Handbook is available online at the Department of Campus Recreation?s website, www.campusrec.uncg.edu/club/manual
• Adopt, maintain, and conduct business in accordance to their respective constitution and any other bylaws or regulations
• Understand and comply with the University?s Ethic Code and the Club Sports Council Conduct Expectations Ensure that the membership is in accordance with the eligibility requirements of the Club Sports Handbook
• Maintain an active membership roster that is updated to the Department of Campus Recreation Complete and submit to the Department of Campus Recreation the required paperwork for all persons who come to the university to participate. Complete and submit all paperwork required for all persons participating in your club.
• Comply with local, state, and federal laws and university regulations Participate in all workshops offered by the Department Campus Recreation and the Office of Student Life
• Abide by all travel and equipment policies
• Complete and submit all monthly reports and end of semester reports as required by the Department of Campus Recreation
• Receive prior approval for all fundraising activities. Fill out the proper paperwork in regards to fundraising activities.

ACTIVE AND INACTIVE STATUS

The following steps must be completed for the club to maintain active status.

1. The club must previously been recognized by the Department of Campus Recreation as a UNCG Club Sport and be currently in good standing.
2. The club must have approved organizational affiliation forms on file with the Department of Campus Recreation.
3. The club must have all required paperwork on file in the Department of Campus Recreation:

a. Roster Form

b. Constitution

c. All required Consent Forms and Medical Forms

d. Budget Proposal

e. Any other written material required by the Assistant Director

f. Officer Information Contact Sheet

1. The club must attend required individual meetings with the Assistant Director
2. The club is required to have a representative in attendance at Club Council Meeting.
3. The following can cause a club to receive an inactive status:

1. Missing one or more Club Council Meetings
2. Not attending the required individual club meetings.
3. The required paperwork is not up to date or missing
4. Playing with ineligible participants as a UNCG Club Sport

The following may occur when a club goes inactive:

1. Loss of all facility space
2. Club budget is frozen (NOTE: When club budget is frozen with Club Sports Council, funds are also frozen with Student Government Association)
3. Loss of priority scheduling
4. Probation for the upcoming semester

PROBATION AND EXPULSION OF CLUB SPORTS

1. The Assistant Director may reprimand and/ or place a club on probation for an unspecified amount of time, if warranted, for violation of club sports policies.
2. Any club on probation will be reduced to in-active status.
3. Flagrant or repeated offenses will result in further disciplinary actions to be determined by the Assistant Director and Director of Campus Recreation.

SECTION III

SPORT CLUB ADMINISTRATION CLUBS ORGANIZATION AND MANAGEMENT

The Department of Campus Recreation employs a full time professional staff member to guide the activities of club sports. The Intramural and Club Sports Director (IMCSD) is responsible for the direction of the Club Sports Program and insuring that operation of individual clubs is conducted in a mature and safe manner.

The role of the Intramural and Club Sports Director is to serve as a consultant to the individual club sport programs. The IMCSD advises clubs on day -to -day operations and special events. The IMCSD also serves in the capacity of faculty advisor to the Club Sports Council (CSC).

The Club Sports Council is the advising board for the club sports program. The CSC consists of one voting member from each of the individual club sports. They meet once a month to discuss club sport happenings and issues related to program. Member of the club sports council will elect a president, vice-president, secretary, and treasurer. Remaining members will be assigned to a committee to help improve over all guidance of the club sports council.

CLUB SPORTS COUNCIL

The President, Vice-President and Secretary of the Club Sports Council will serve as the Executive Board for the Club Sports Council. Their role as the Executive Board is but not limited to the following:

1. Develop budget proposals to the Assistant Director which will benefit the Club Sports Council.
2. Provide the Assistant Director with recommendations in reference to disciplinary concerns.
3. Meet as a group twice a semester to discuss policies and concerns within the Club Sports Council.

President

1. Serves as a liaison between the Assistant Director and the Club Sports Council.
2. Presides over Club Sports Council Meetings.
3. Develops an agenda for individual meetings.
4. Meets with the Assistant Director as need be.

Vice-President

1. Assists the President with his or her duties.
2. Works with Club Sports Program Assistant to ensure all clubs have their proper paperwork filled out.
3. Presides over meetings when President.

Secretary

1. Records minutes at Club Sports Council Meetings.
2. Provides the Assistant Director with typed minutes.
3. Assists Club Sports Programmer with updates in roster forms for individual sports.

DUTIES OF CLUB SPORT OFFICERS

The overall success of the club is dependant upon leadership and participation from club participants. If a club sport lacks organization in its management and leadership it will most likely end in failure. The key to a successful club sport lies within its leadership and members. Motivating members to take an active part in their respective club is a huge undertaking. Communicate effectively with members will help in the success of the club.

Given that Club Sports are both student-run and self-administered, the management of the organization is the responsibility of the club officers. Each club?s constitution should be clear and concise as to what role each officer plays within the organization. Below is a framework of what traditional officers general responsibilities.

President

• Serve as a liaison between the Department of Campus Recreation and their respective club.
• Meet with the Assistant Director at the beginning and end of each semester to discuss goals of the club and upcoming year.
• Inform all club members of pertinent information regarding club sports.
• See that the club is complying with the Club Sports Handbook.
• Check the club?s mailbox once a week.
• Attend or appoint a member to attend Club Sport Council meetings every month.
• Report results of all club sponsored events (on or off campus) to the Assistant Director within 48 hours of the event.
• Notify the Assistant Director of any changes to the club?s schedule.
• Submit all necessary paperwork to the Department of Campus Recreation.
• Familiarize incoming Presidents of duties and responsibilities.
• Create and make annual budget proposal to Club Sports Council.
• Develop and appoint sub committees within their respective club to include: Publicity, Recruitment, Game Management, etc.

Vice-President

• Assist the president with his/ her duties.
• Preside over meetings in the absence of the president.
• Encourage participation among participants.
• Responsible filling out the required forms for travel Secretary q Records minutes at club business meetings.
• Submits copy of minutes to Assistant Director q Updates current roster with the Department of Campus Recreation Treasurer.
• Collect all dues and keep an accurate record of all accounts?Keep all receipts of each expenditure.
• Work with president in budget preparation
• Submit a statement of all club funds on hand, trust account, endowment fund, etc, at the end of each semester to the Assistant Director for Club Sports
• Work with the president in preparing club records for the annual audit.

SECTION IV

CLUB SPORT SERVICES

The Club Sports Council provides clubs with assistance in the following areas: travel arrangements, home match preparations, promotions, First Aid Supplies, administrative paperwork, training workshops, equipment purchases, facility use, funding and long distance communications for match arrangements. Services provided to club sports recognized by the Club Sports Council include the following:

OFFICE MANAGEMENT

• Clubs Sports Council has an office located in the EUC on the 3rd floor in the student organizations office space. We are currently hoping to include a computer this fall in that office space.

SECRETARIAL ASSISTANTCE

• Copying Services: Copying privileges will be provided on a limited basis. Free copies will be made for club sport related material by filling out a work request form. Generally no more than 30 copies per item, unless they are paid for out of a club sport budget.
• Flyers: A club sport may request a flyer or other types of publications to be completed by the Department of Campus Recreation Graphic Artist. Clubs must fill out the proper form and give adequate time for completion (2 weeks notice). NOTE: If a club is going to design their own publicity information, please remember the Assistant Director must approve everything. All information regarding individual clubs must have the Campus Recreation Logo, Department of Campus Recreation, and adhere to all publications policies and procedures regarding duplications of the Spartan. If a club refuses to do so actions will be taken against the club.
• Telephone Services: Long distance phone calls may be made from the Department of Campus Recreation upon approval of the Club Sports Director.

EQUIPMENT CHECKOUT

• Equipment issued by Club Sports Council is limited, so individual members are personally responsible for losses of equipment.
• Clubs may check out their equipment for the whole year and equipment must return and accounted for by April 30.
• If a club needs to use their equipment over the summer special permission must be given by the Assistant Director.
• If equipment is not returned by the specified date, the individual?s account will be charged for the price of the equipment.
• Maintenance of checked out equipment becomes the responsibility of the club.

EQUIPMENT STORAGE

• Storage space for club-owned equipment will be made available upon request.
• As stated in check-out, a club may check-out their equipment for the whole semester or leave the equipment in the storage closets.

EQUIPMENT PURCHASES

• Club Sports Council may purchase equipment for recognized clubs.
• All equipment purchases must be approved by the Assistant Director.
• Equipment Purchase Request Form (see appendix) must be filled out completely and submitted to the Assistant Director.
• Equipment purchases with university funds (i.e. Club Sport Council, Student Government appropriations, gift fund, endowment fund) become property of the club and the Department of Campus Recreation.
• The University is tax exempt so all purchases should be ordered through the Assistant Director
• Please keep in mind, items will not be ordered for a group if there is no money in the individual club?s trust account.

FACILITY USAGE

• Clubs desiring to use facilities for club-related activities must submit a facility reservation form to the Assistant Director.
• Facility reservations are not always guaranteed and need to be done ASAP
• The following are acceptable requests:

Club Meetings

Practice

Competition

Club Promotion

Club Fund Raising

SCHEDULING GUIDELINES

• Organized practice may be conducted from August 23, 2005- April 14, 2005.
• Facility space must be reserved two weeks in advanced
• All scheduling requests must be turned in by September 6 to receive priority scheduling.
• All schedules are tentative until approved by the Assistant Director.

SECTION V

POLICIES AND PROCEDURES ELIGIBLITY REQUIREMENTS

Each Club sport will determine its own membership rules in accordance with University affiliation guidelines. A Club may hold tryouts, however, the membership requirement must be free from discrimination based on race, sex, religion, ethnic group, or national origin.

Guidelines for Membership

All Club Sport members must be UNCG students who have paid a student activity fee (Continual Learning Students do not pay a student activity fee and are ineligible to participate). All participants must fill out the required paperwork to be eligible to participate.

Governance and Eligibility for Intramural Sports Participation

As a student you have the privilege to play intramural sports, however there is a limit to the number of club sports members on intramural teams. As a club sport participant it is your responsibility not to participate on team that carries more than the allotted club members. If you have questions regarding intramural sport participation please refer to the Rules and Regulations of the program or contact the Assistant Director. Please remember while participation in intramural sports is encouraged that club sports participants are expected to be role model participants, as you represent our university in traveling.

?The following number of club players are allowed: sports with 2-4 persons 1 club sport member per roster; sport with 5-8 players, 2 club sport members per roster; and sport with 9 or more players, 3 club sport members per roster.? -Rules and Regulations of Intramural Sports (Eligibility -H)

Release Forms

1. Each club member must complete and have on file a Participation Release/ Consent Form. Must be submitted to the club sports office and on file prior to participation.
2. Injured participants are responsible for all financial obligations incurred in any treatment necessitated by an injury.
3. Participants are strongly recommended to carry adequate medical insurance coverage, which is applicable for injuries sustained in club sport activities.
4. The Insurance Waiver, Release and Indemnity Agreement form must be completed and filed with the club sports office.
5. Should injury occur during participation in a club sport activity, an Incident/ Accident Report must be filled out and turn into the Assistant Director within 24 hours of the injury.
6. Each club sport member must fill out completely a Club Sport Participation Agreement Form and have it on file with the Department of Campus Recreation before participation.

Insurance Verification Form: It is highly recommended by the Club Sports Council that all members of club sports have adequate medical insurance coverage (health, accident, hospitalization), which is applicable for injuries sustained in club sport activities. The Insurance Verification Form or the Insurance Waiver, Release, and Indemnity Form must be completed and on file with the club officers.

Participation Release and Consent Form: The Department of Campus Recreation (DCR) requires all members of a club sport to sign an Informed Consent Release/ Waiver and Indemnity Agreement before they are eligible to practice or participate with a club. The release/ waiver form must be submitted to, verify by and placed on file by staff of the Department of Campus Recreation before actual practice or participation begins for each individual club member.

Club sport participants who are under 18 years of age must have a parent or guardian sign a Club Sports Council Waiver/ Release form before they become eligible to participate in a club sport activity. Again, this form must be signed and on file before actual participation begins.

CONDUCT POLICY

Club Conduct/ Responsibilities

• Members of club are expected to act in a mature and responsible manner both on and off campus.
• In all activities, clubs assume full responsibility for abiding by local, state, and federal laws as well as University regulations.
• Members of club sports are expected to be model citizens when representing the University of North Carolina at Greensboro. This includes participation in intramural sports as well as traveling off campus.
• Clubs are required to register each fall and fill out reaffiliation forms.
• Each club must have a roster form and all required paperwork on file with the Department of Campus Recreation.
• Each club must review and update their constitution annually.
• Each club is responsible for attending Club Sport Council Meetings.
• Each club is encouraged to attend leadership seminars and workshops performed by the Office of Student Life.
• Clubs are encouraged to hold Club Business Meetings.
• Club Council members are expected to treat other clubs and members with respect.
• No consuming of alcohol or taking any drugs except for medical purposes.
• Leave an event without cleaning the facility or field.
• Strike, attempt to strike, or otherwise physically abuse an official, opposing team member, coach, spectator, department employee, or teammate.
• Intentionally enrage in or incite participants and/or spectators to engage in abusive or violent actions q Use obscene gestures, or profane/disrespectful language
• Violate any host university rules or policies
• Always return equipment in a proper time frame.

Club Business Meetings are non-practice meetings where club members discuss the goals and objectives of the clubs. These meetings should take place twice a semester when all issues surrounding the club may be discussed in an open forum manner. Minutes should be kept and placed on file.

Officers and athletes in club sports program represent University of North Carolina at Greensboro and the Department of Campus Recreation. As such, all representatives are expected to behave with dignity both on and off the field. Behavior of any sort, which would reflect negatively on the image of UNCG, and the image of their specific sport, will not be tolerated of Club Sports Council.

Club Sport officers, athletes, and coaches are expected to adhere to all policies and procedures and serve as role models to each other, to the campus community and while participating away at other universities. Any negative behaviors will be reported to the Council and forwarded to the Assistant Director.

The following are four categories of participant and/or team misconduct. Any of the following forms of misconduct may result in the disciplinary sanctions listed being applied to the participants and/or team involved.

• Staff/Participant Safety ? Misconduct that jeopardizes the health and well-being of staff and other participants.
  • Vulgar, obscene, abusive, derogatory, or demeaning comments or gestures.
  • Threats, intimidation, or verbal aggression.
  • Initiating acts of physical aggression.
  • Fighting (punches thrown).
  • Failure to comply with requests from Department of Campus Recreation Staff.
  • Being under the influence of alcohol/illegal substances.
• Facility Policies ? Misconduct that includes intentional disregard for existing facilities policies.
  • Willful or repeated disregard for Facility Policies.
  • Failure to comply with requests from Recreational Sports Staff.
  • * Being under the influence of alcohol/illegal substances.
• Access infractions ? Misconduct that includes unauthorized entry and exit from University Facilities.
  • Allowing unauthorized users to enter the facility.
  • Entering the facility through any door other than the main entrance.
  • Entering the facility without the proper safety and or authorized personnel in attendance.
  • Unable to produce a valid picture ID when requested. (Do not ask the Assistant Director to allow you access to the facility without proper identification).
  • Exiting door marked as emergency exists only.
• Facility/Equipment Issues ? Misconduct that includes equipment or facility polices.
  • Failure to return checkout equipment in prescribed time.
  • Destroying or defacing any property.

ALCOHOL POLCIES

The Department of Campus Recreation is committed to maintaining a healthy and safe community that reflects high standards of personal responsibility and behavior. Alcohol use at any club sport sponsored event on or off campus is prohibited. If at any time, a club sport team or team member(s) is found violating any policies regarding drug or alcohol consumption or distribution, the individuals and team as a whole will be penalize, pending probation or expulsion as a university recognized club.

• Consumption of drugs or alcohol is prohibited in relation to any club sport events or functions.
• Possession of drugs or alcohol is prohibited in relation to any and all club sport events or functions
• Advertising that highlights the availability of drugs or alcohol at any club sport event or function is prohibited.

HAZING

Hazing is an intentional action taken toward any student, on or off campus, by a student organization or any of its members to produce humiliation, physical discomfort, bodily injury or ridicule, or to create a situation where humiliation, physical discomfort, bodily injury occurs. Hazing will not be tolerated in the UNCG Club Sports Program. To maintain the club?s affiliation standards, each member of the club must sign the Office of Student Life?s Anti-Hazing Form. All members are expected to sign and abide by the policy.

DISPLINARY ACTION

Club Sports or individual members of clubs may face disciplinary actions for inappropriate behavior while participating in club sport activities or any related activities. When incident occurs it will be brought to the attention of the Executive Council of the Club Sports Council and the Assistant Director. At this time the club or individual will present its case. The Executive Council will then make recommendations to the Assistant Director in the sanctioning process. The Assistant Director will sanction the club based on the recommendations from the Executive Committee.

Section VI

Fiscal Responsibility

BUDGET PHILOSOPHY

The Department of Campus Recreation provides partial funding for the Club Sports Program. Other avenues for club funding can include dues, fund raising activities, donations and the Student Government Association. The Student Government Association has its own policies and procedures. It is the responsibility of the club to be aware of the policies and procedures for SGA. If you need more information with regards to SGA, please contact the Office of Student Life.

Part of the responsibility of the Assistant Director is to oversee the generation and expenditure of club funds with a degree of financial accountability. The Staff is responsible for ensuring wise and prudent judgment in the acquisition and disposition of club funds, thus aiding in effective administration. Please keep in mind it is the duty of the Assistant Director to ask pertinent questions with regards to how clubs spend there money. All purchases from funds received from Club Sports Council must be approved the Assistant Director.

TRUST ACCOUNTS

Individual Club Sports are not allowed open an off campus bank account with the University?s Tax Identification Number. Trust Accounts have been set up through the University to assist clubs with their financial responsibility. Clubs will receive a monthly expense and revenue report at the monthly Club Sports Council Meeting. To obtain your balance prior to the meeting, a written request must be submitted to the Assistant Director. An expense and revenue sheet will be put in the Club Box within 48 upon receiving the request. All money the club generates is expected to be deposited into the club sports accounts.

BUDGET GUIDELINES

• Allocated funds represent those funds provided by the Department of Campus Recreation
• Trust Account Funds represent all other funds raised by a club including dues/memberships and funds derived from fund raising activities and donations.
• All club expenditures for allocated and/or trust account funds must be approved by the Assistant Director prior to a commitment being given to any individual, business, or vendor.
• No off campus accounts are allowed for any Club Sport.
• No Alcohol may be purchased with any Club Sport Monies.
• Requests for expenditures of allocated and trust account funds with regard to purchase of supplies, equipment, materials and contract services will be routinely approved, providing the purchases and procedures comply with state and university policies and law.
• Allocated and/or checking account funds can be utilized for the following:
  • Travel expenses such as lodging
  • Transportation (fuel, vehicle rentals)
  • Contracted Services (officials, judges, etc.)
  • Equipment/Supplies
  • Repairs/Maintenance for equipment/vehicles
  • Dues/Fees (club membership, tournament registration)
  • Miscellaneous

ALLOCATED FUNDS

Budget allocations will be completed in the Fall Semester. Each club is required to submit a budget request for review by the Club Sports Council, Assistant Director and the Club Sports Executive Board. Department funds will be allocated to each club based upon these requests, as well as several other factors as determined by the Club Sports Staff.

Allocated funds are granted each year based on several factors including:

• The number of years a club has been in existence
• The number of active club members
• The relative cost of a sport when looking at such factors, as travel needs, equipment needs, etc.
• The length of the competitive season
• The demonstrated self-reliance of a club and their growth and stability over a number of years
• If the club belongs to a League, Union, etc.

PROCEDURES FOR UTILIZING ALLOCATED FUNDS

1. The Club Treasurer and one other officer must sign all requests for funds.
2. Official estimates and recommended vendors are supplied along with a description of the intended purchase. In the case of travel arrangements, a complete Travel Request form and accompanying information is required.
3. For purchases with the P-card, proper authorization and documentation of purchases are always required. An invoice and receipt is needed when purchasing items with P-cards.
4. The university standing purchase order card may be used for approved purchases.
5. Receipts will be required for reimbursements or purchases.

ENTRY AND LEAGUE FEES

Entry and league fees can be paid in advance providing the university has the following items:

Entry Fee

1. Tournament flyer or Invoice with all information i.e. where, when, cost, etc.
2. List of participants and social security numbers (roster)
3. University requisition form and request for funds form
4. Special travel request form

League Fee

1. Invoice with logo for organization
2. Cost of League Dues
3. Where to send remittance payment
4. University requisition form and request for funds form. When you request a payment in advance or submit an invoice for payment, you must remember it will take four weeks to have the check sent to the tournament director. Plan accordingly.

Financial Training/Deposit Requirements:

• At the beginning of each year or as a new club begins, a receipt book will be provided to each club.
• An individual receipt must be completed for any money received ie, dues, shirt sales, etc. In the case of a fundraiser such as a car wash, write one receipt for the total amount collected during the event.
• When collecting dues, the Treasurer should list the members? names and amounts paid on the deposit form.
• Please note that you could be required to present the receipt books for audit by University staff at any time.
• Do not hold checks or cash. All funds should be deposited with Recreational Services immediately upon receipt or by the next working day.
• When receiving a check, the Treasurer should examine it to ensure that it was written correctly and completely.
• Checks should be made payable to ___________ Club.
• Any checks returned for insufficient funds will be charged back to the club that deposited it. Campus Recreation Staff will work with the Treasurer to collect the funds.
• The Treasurer is responsible for reviewing the club?s ledger, which is provided each month in order to report any discrepancies. Current balances should always be recorded on the forms when requesting funds or making a deposit.

If the club will be inactive during the summer, the Treasurer will need to turn the receipt book back in to Campus Recreation so that the records can be retained and passed to the Treasurer in the fall.

Fundraising and Merchandising

• A fundraising proposal form must be filled out and turned in for approval.
• All fundraisers must be approved by the Assistant Director.
• Fundraising and Merchandising permits must be obtained from the Office of Student Life.
• Sponsorship proposals must be turned into the Assistant Director for approval.
• T-shirts may be sold on campus, however must receive permission and approval from both Department of Campus Recreation and Business Affairs. The design must be approved before the shirt is made.
• Club Sports may not solicit door-to-door or person-to-person anywhere on or off campus.

Section VI

TRAVEL AND SAFETY PROCEDURES

Each club is responsible for making their own travel arrangements. A travel request form must be filled out two weeks prior to traveling. The form needs to list all members attending the event, an arrival and departure time, and contact person for emergencies. When travel the individual members of the club are expected to represent UNCG in a professional and proper manner.

EMERGENCY PROCEDURES

First Aid and Accident Procedures: The Club Sports Council highly recommends that every club sport adopt the following safety procedures:

• Each club should have at least two individuals certified in CPR and First Aid. A first aid kit is recommended to be on site during practice sessions and competitions. The Department of Campus Recreation offers classes on campus and at-cost rate. So check the calendar.
• As injuries occur accident and incident reports should be turned into the Assistant Director 24 hours after the accident occurs. This included accidents in the result of club sport activities.
• Each club must develop an Emergency Action Plan. This plan is to be on file with the Department of Campus Recreation and followed during practice sessions and competitions. If unsure of how to develop a plan, please make an appointment with the Assistant Director. Club officers should discuss this plan with participants regularly.
• Emergency Medical Technicians or Certified Athletic Trainer are required for all home contests of the following sports: Rugby, Soccer, Equestrian, Ice Hockey and Football). NO personnel no play. The personnel must stay the entire game and have a copy of credentials with the DRC.
• All club sports are required a supervisor on-site. The Department of Campus Recreation will assist with scheduling of the supervisor. Two weeks notice prior to games is required.
• It is the job of the club sport team to perform an facility inspection prior to participation. When participating in events off campus, it is recommended that the club perform an inspection of the facility.

RISK MANAGEMENT

The Department of Recreational Services strives to provide an awareness of the risks involved in each activity. Certain elements of danger are inherent in each specific activity. Often these elements of danger are beyond the control of the Department and its staff. Participation in the Club Sport Program is purely voluntary and such participation involves the unavoidable risks of personal injury, loss of or damage to personal property and the possibility of loss of life.

It is the individual's responsibility to determine his/her own ability to participate and at what level he/she can participate. The Department strongly recommends an annual physical exam prior to the start of the season. The participant should seek additional information at any time one's health status changes. Such actions are designed to ensure that one's participation is within one's health status/limitations.

1. Each member of a club sport must sign a Club Sports Release Form. This form states that each Club Sport member realizes there is a risk of injury while participating and that the Department of Recreational Services is not responsible for any injury, which occurs during this sport. Club Sport members who are under 18 years of age must have a parent or guardian sign these releases before being able to participate in any club activity.
2. Each club member must fill out the Insurance Verification Form before being able to participate in any club activity. It is recommended that club sports participants have adequate health insurance. Students who do not have insurance may purchase the University insurance.
3. Each club member is recommended to have a complete Physical Exam before participating in practices or in competition.
4. Club officers are responsible for seeing that all forms are read, understood and signed by club members before participation in club activities.
5. Failure of a Club Sport Member to comply with these policies will mean automatic ineligibility for that player until all requirements are completed. A club team that plays an ineligible player runs the risk of disciplinary action. Failure to comply with the above rules will result in appropriate action by the Club Sport Executive Board, and/or Department of Campus Recreation Staff.
6. All accidents/injuries must be reported directly to the Club Sport Staff immediately following the practice or game. Accident report forms must be filled out by an administrative officer of the club within 24 hours and turned in to the Club Sports Staff.

Thunder and Lightning

If a Department of Campus Recreation Employee hears thunder or sees lightning the fields must be cleared immediately. There will be no finishing of games, even if there is ten seconds left. If it appears that the storm will blow over, you must wait 20 minutes after the last thunder or bolt of lightning. Example: If it has been 18 minutes since the last sound of thunder and/or you see lightning the count starts back at 20 minutes. The Intramural Supervisor is expected to use sound judgment in deciding whether to cancel the remainder of the evening games.

Page updated: 09-Jul-2007

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