2011 Officers Clinic

2013 Sport Clubs Officers ClinicWelcomeIntroductionZach Gilbert - Assistant DirectorBrian Stelzer - CoordinatorAndy Rampe - CoordinatorAgendaTogetherLearning OutcomesExpectationsBeing a Club LeaderImportant DatesSCC/ E- BoardCompetitive Sports Staff AdvisorsMonthly MeetingsCoachesEligibilityWaivers/Swim TestsSupervisorsTechnologyAgenda (cont.)Presidents & TreasurersBudgetsPurchasingPointsLogosTravel

Agenda (cont.)Vice Presidents & SecretariesOn Campus ServicesHome Events/MeetingsPracticesLightsRisk Management

Learning OutcomesParticipants will be able to define the roles of coaches and supervisors.Participants will be able to identify five policies pertaining to the administration of their club.Participants will score 80% or better on after clinic assessment.Participants will be able to outline three duties of their officer position.Participants will be able to list at least three monthly meeting agenda items.ExpectationsWhat can you expect from us?To be a resource and an allyTo hold you accountable

What we expect from you:CommunicationAccountability Seahawk wherever you goLeading the ClubHead of an organizationSet the exampleShare your vision, promote camaraderieTalk the talk AND Walk the walkMargaret Thatcher said about leaders. Being a leader is like being a lady. If you have to tell people you are one youre not.Leading the ClubTransitioning LeadershipWhat went well?On AND off the fieldWhat do you need to make that transition easier?E.g. access to club email, past contacts, off-campus account info.Leading the Club (cont.)Expectations of membersMake sure they are written in your constitution. Recruit LeadersIdentify prospective leadersCreate positions for them as a try outAlumni Chair, Fundraising Officer, Etc.

DatesSCLS (fall)Dobo 205 5:30pmSept 11, 25Oct 16, 30Nov 13, 20SCC (fall)Dobo 134 7pmOct 15Dec 3

SCC/ E-BoardSport Club CouncilHow it affects your clubSupplemental FundingExecutive BoardPresident: Sal SerpeVice President: Blair BigwoodTreasurer: Amanda WilcekSecretary: Joseph MaldonadoTheir role within the SCCMentor clubsRepresent clubs in certain situationsProvide budget recommendationsMonthly MeetingsMeetings once a month with CS AdvisorPreferred to be with Club President and at least one other member, but can with as many members as club desiresBe prepared to discuss:Club goalsMonthly club report (Due last Wednesday of each month)Upcoming eventsUpcoming travelClub budgetAnticipated purchasesCoachesMust submit Coaching Information FormMust attend one Coachs Orientation sessionTime & Location TBDCS Staff must review coaching candidatesIt is recommended that they have certifications.Their job is to coach, not run the clubEligibilityWho is eligible?Currently enrolled University of North Carolina Wilmington students who have paid student fees are eligible to participate in the sport clubs as are University of North Carolina Wilmington Faculty & Staff.Try outsCant cut anyone, but can create a travel squad, A team, etc.Waivers/Swim TestsWaiversDue to CS Office before any practices/physical activityShould be done during required interest meetingsSwim TestsRequired for ALL aquatic related clubsMust make appointment for club (set-times avail.)first come first serveSupervisorsID & Waiver ChecksEnforce policiesHelp you with eventsAnother line of communicationTechnologyWebsiteForms/Manuals pageTouchnetDirect credit card paymentDues/entry fees (always open or period only)Link Available on Sport Clubs website

League Dues/Tournament EntryNEWMay be paid by Credit Card with advanced noticeMUST follow same purchasing procedures(quote first, ensure they take credit, etc.)Travel & Tournament EntryMUST be requested/submitted with Travel RequestSocial MediaFacebook: UNCW Sport Clubs (Group & Page)Twitter: @UNCWSportClubsLive On-Campus posts/tweetsMarketing & Newsletter

We need more followers!!Fall Semester Album ChallengePhoto in album w/most Likes winsSpring Semester BracketMatch-ups (groups of 4) in tourney style showdown!Winner earns 5 budget points Worth $100 in 12-13

UNCW Sport Club Bracket Round 1Winner determined the week of Jan XXVote for a team using the poll question below!

Club 1: Mens RugbyClub 2: Womens UltimateClub 3: TriathlonClub 4: Womens LacrosseVideo NewsletterCreated monthly for highlights & infoContentAnnouncementsUpcoming meetings/deadlines/etc.Competition scheduleAthlete of the MonthSubmit each month, voted on by Council BoardResults/Highlights from past monthVideo Newsletter

10 Minute BreakPresidents and TreasurersBudgetsKeep track of your income and expensesFundraising/SponsorshipsMake sure you get it approvedGet creativeDepositsMoney should be deposited by the next business day.Donations are eligible for tax benefits.Petty CashGet approvalUnder $50Bring in ReceiptsFill out formBudget Requests/PresentationRequest/Hearing (60% of on-campus allocation)February/MarchMore formal process this yearPowerpoint or similarDefend/show projected budget(e.g. bring copies of invoices, show competition results, etc.)Must include Operational CostMinimum to function as a clubCarry over balance should NOT be more than doublePoint SystemPoint System (40% of on-campus allocation)You can earn points and you can lose pointsChanges for the 12-13 AYNo weekly reportsCan only gain 3 budget points a semester for team meetings point for chalking, tabling, & painting rockPurchasinghttp://prezi.com/m7kf4dp2_tlo/sport-club-sectreas-workshop/ Must be pre-approved!Art work must be submitted for approvalSubmit a merchandise request formIf using a logo, must be with a licensed vendor.Approved LogosTravelFormsTravel NotebooksReimbursementsAny reimbursement submitted after the 10 business day deadline will be subject to minus points in the amount of -5 points for each day late. This is only incurred if a reimbursement is submitted late.Name on receipt must match name on card.Must be within travel dates.GasFuel receipt that shows the $ per gallon, the date of purchase and the total price.Entry FeesSubmit the official entry form and a travel request for the event to sportclubs@uncw.edu. Make sure to note that you want to use club funds to pay.Entry fees can only be process along with a travel request. All entry fees are paid AFTER the event takes place.

Travel Cont.LodgingMust submit receipts with a zero balance.Must submit a Hotel Occupancy Form upon return.Vehicle RentalCall Enterprise to reserve a vehicle(s) and write down the reservation number on the vehicle request form. Confirm that Enterprise has your driver licenses information on file. Make sure to identify yourself and your club. Request the UNCW rate (includes insurance.)Complete the vehicle request form including the reservation number and tax (must be listed as a line item).Submit the Vehicle Request with the Travel Request .Gas cards are available for Rental Vehicles. Cards may be reserved by checking the appropriate space on the Travel Request form. They are available on a first-come, first-serve-basis. Vice Presidents and SecretariesOn Campus ServicesMailbox CR OfficesPlease get into a habit of checking it once a weekEmailCreate a club email that can be passed downRequest a UNCW email account by contacting the Campus Activities & Involvement Center located in the Fisher Student Center. Reserve a roomFree of costContact information is in the Sport Clubs Manual online.Send Competitive Sports an event requestFlyersLess than 20 copies can made CAIC OfficeCompetitive Sports can help you with larger projects Club funds can only be used for on campus printingButtons50 per semesterPosters5 per semesterBanners

Hosting an EventFundraisers/ Games/ MeetingsSubmit home game schedule as soon as possible (ALL Clubs)Fundraisers/MeetingsFor on campus meetings rooms see previous slideSubmit Event Requests for Campus Recreation FacilitiesMake sure you have a spot reserved for fundraisers

Hosting CompetitionsGamesFor games submit an event request 14 business days in advanceContact opponent to verify times and datesSchedule officials if neededSchedule a time to set up for your eventDevelop a budgetPre-Competition Meeting (NEW)REQUIRED to host on-campusHeld week prior to event (Thursdays @ 5pm or by appt.)Agenda: Set-up, Field, Painting, Restrictions, etc.PracticesRequirements to begin practicingNon club members cannot participate! Cape Fear students, community members, etc.CancelationsField ConditionsPay attention to weather/call hotlineBikes & SkateboardsOff the fieldsBike at racksTrashKeys and Equipment

Risk ManagementWaiversProof read! Common errorsSwim testMust schedule timeFloat/Route PlansRoute intended to takeWho is participatingWho is CPR/1st AID certifiedInjuriesReportsWeather30 rule for lightningCPR/1ST AID2 members