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Table of Contents SPORT CLUB PROGRAM MISSION ................................................................................................................................. 1
OFFFICE SUPPORT & RESOURCES ................................................................................................................................. 1
SPORT CLUB STAFF ........................................................................................................................................................ 2
CONTACT LIST ............................................................................................................................................................... 4
CLUB REQUIREMENTS ................................................................................................................................................... 5
STUDENT MEMBERSHIP ................................................................................................................................................ 6
COACHES/ADVISORS ..................................................................................................................................................... 6
RISK MANAGEMENT ..................................................................................................................................................... 7
SAFETY OFFICER TRAINING ......................................................................................................................................... 16
RECREATION DEPARTMENT EMERGENCY ACTION PLAN ........................................................................................... 16
FACILITIES AND SCHEDULING ..................................................................................................................................... 16
FINANCIAL MANAGEMENT ......................................................................................................................................... 17
TRAVEL GUIDELINES .................................................................................................................................................... 22
SPORT CLUB FORMS ................................................................................................................................................... 25
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CWU SPORT CLUB PROGRAM HANDBOOK
This handbook was created to serve as a resource to navigate how to manage a CWU Sport Club. If at
any time you have questions, please stop by our office or contact the Sport Club Staff.
SPORT CLUB PROGRAM MISSION The CWU Sport Club Program is designed to provide opportunities for CWU Students with mutual interests in a sporting activity, to pursue their interests more in depth. Each club is formed and administered by their student membership. Student leadership, interest, and participation are essential elements of a successful sport club. The Collegiate Sport Club Program at CWU is designed to be a learning experience for members through
their involvement in:
· leadership
· club administration
· financial management
· event and travel planning
The leadership traits developed through these experiences are not only intended to benefit the students
during their time on campus, but long after they leave the university.
The Sport Club Program supports the university mission by:
Providing extracurricular activities that enhance learning outside of the classroom through the participation and management of a student organization
Assisting in the recruitment of students to the university
Helping to create a sense of belonging for those that participate in the club that helps in retaining students
Providing a positive outlet for students that assists them in their overall wellbeing
OFFFICE SUPPORT & RESOURCES
University Recreation Office Hours: Monday- Friday 8 AM -- 5 PM Sport Club Office Hours: Monday – Friday AM – 4 PM Recreation Reception Phone: (509) 963-3510, Fax (509) 963-3515 PLEASE NOTE: Sport Club Office hours are subject to change due to program needs.
Sport Club Coordinator: Alex Lee
Email: [email protected]
Phone: Office (509) 963-3595
Assistant Director of Competitive Sports: Corey Sinclair
Email: [email protected]
Phone: (509) 963-3516
Sport Club Staff email: [email protected]
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Mailing Address: 400 East University Way
Student Recreation Center Rm. 171
Ellensburg, WA 98926-7448
SPORT CLUB STAFF
The CWU Sport Club program is a program housed in the Recreation Department. This program is under the supervision of the Director of Recreation as well as the Assistant Director of Competitive Sports. The Competitive Sports branch of recreation consists of Sport Clubs, Intramural Sports, Special Events and Youth Programs. Personnel for the Sport Club program includes: Sport Club Coordinator Sport Club Supervisors Sport Club Council Executive Committee (SCCEC) Individual Club Officers Coaches and additional Advisors The Sport Club Coordinator oversees all functions of each sport club on campus. This includes but it not limited to finances, travel, practices, competitions, club management, publicity, purchasing and all other functions of these student organizations. Sport Club Supervisors are a group of students trained to assist sport clubs and to aid in hosting events. These students are available throughout the weekdays of the academic year between the hours of 10 AM – 4 PM. To contact these staff members or to schedule a meeting please email [email protected]. The Central Washington University Sports Club Executive Committee (SCCEC) is an advisory group
consisting of 3-5 members that will assist in policy revision, strategic planning and the allocation of
resources. This committee’s guidance will not only impact their own organization, but also the Sport
Club program as a whole. The committee members will meet once a week during the academic year
(excluding summer, academic breaks, and finals weeks). Members of the committee will include:
The Collegiate Sport Club Coordinator will serve as the Committee Chair
3-5 sport club committee members
Committee Member Requirements:
Must be an active member of a sports club for at least one year
It is preferred they served as an officer of a club for at least one year
Must be knowledgeable about the sport club program
Must attend regularly scheduled committee meetings
Must be eligible to work on campus AND have 2-4 hours a week available to work
To apply:
Must submit a resume and cover letter explaining:
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1. Why they would like to be a part of the SCCEC
2. How they would contribute to the SCCEC
3. 1-2 goals they would like to accomplish as a committee member
The SCCEC Members will be appointed by the Collegiate Sport Club Coordinator. Members will serve a
term of one academic year.
The duties of a sports club executive council member consist of:
Meet all of the requirements of a University Recreation student employee
Regularly attending weekly SCCEC meetings
Provide input for the creation and revision of program policies and procedures
Assist the sport club staff with events or other duties when needed
Assist with projects related to:
o Risk management
o Leadership development
o Financial management
o Club/Program awareness
o Alumni engagement
o Officer training/transition
o Assist in investigating disciplinary issues and sanctions against clubs when necessary
Make recommendations for funding to each of the eligible sports clubs in the areas of:
o National travel funding
o Need-based funding
o Point system
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CONTACT LIST
Corey Sinclair, Assistant Director – Competitive Sports
& Camps
509-963-3516
Rusty Vineyard, Director
Phone: 509-963-3557
Email: [email protected]
Dania Cochran, Assistant Director
Phone: 509-963-3513
Email: [email protected]
Melissa Robertson, Coordinator – Climbing &
Challenge Course
509-963-3539
Bradley Gasawski, Coordinator – Outdoor Pursuits and
Rentals
509-963-3536
Kim Graham-Roseburg, Secretary Supervisor
509-963-3514
Jordan Halstead, Coordinator – Membership &
Facilities
509-963-3517
Michael Montgomery, Assistant Director of Operations
509-963-3556
Jordan Stinglen, Coordinator – Intramural Sports &
Special Events
509-963-3511
Outdoor Pursuits & Rentals
509-963-3537
Teresa Breckenridge, Custodial Lead
509-963-3510
CWU Pool (509) 963-1920 Club Accounting (509) 963-1327 Scheduling Center (509) 963-1641 Campus Life Publicity (509) 963-2677 Motor Pool (509) 963-3000 Facilities (509) 963-3000 Campus Police (509) 963-2959 Ellensburg Police (509) 925-8534 Student Health & Counseling Center (509) 963-1881 Kittitas Valley Hospital (509) 962-9841 Campus Information (509) 963-1111 Challenge Course (509) 963-3539
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Club Mailboxes
Every Collegiate Sport Club has a mailbox located in the Student Recreation Center in the Sport Club
Office. Important notes, meeting reminders, and messages are left in these mailboxes. All incoming mail
will be placed in its respective mailbox. All club mail is required to go to this office, never an individual
club member’s residence. These boxes need to be checked at least once a week.
Scanning/Fax Machine
The Sport Clubs Office provides a fax machine for clubs to send or receive faxes. The fax machine can be
used for Collegiate Sport Clubs business only, (I.E. sending information to other colleges, receiving
tournament information, entry forms, vendor invoices, and league schedules). Before you send a fax you
must get permission from the staff. The Sport Clubs staff can help you with any questions you might
have.
CLUB REQUIREMENTS
As a Collegiate Sport Club you are required to follow the following policies and procedures:
1. Each member is to complete the online registration form prior to any participation. Information that is collected through this process includes:
a. Waiver/Assumption of Risk Form b. Code of Conduct Form c. Health form d. Insurance Information e. Private vehicle waiver
2. Each club is required to have at least two officers who manage the club with the support of the Sport Club staff.
3. Complete required paperwork and online forms. 4. Communicate with the staff regularly about all club activities, incidents, accidents, injuries and
concerns. 5. Attend regular meetings and training sessions. 6. Follow policies and procedures of SURC Accounting and the Scheduling Center outlined at
www.cwu.edu/surc/surc-and-club-accounting. 7. Follow through with all club commitments whether it involves University Recreation, any
organization your club affiliates with or a person or organization in the community. 8. Follow all policies and procedures of the Collegiate Sport Clubs program and represent the
university in a positive and professional manner.
Failure to meet any of these requirements may result in:
Temporary or permanent loss of funding
Loss of ability to use campus facilities
Suspension of travel privileges
Temporary or permanent loss of recognition by the university
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PLEASE NOTE: These penalties do not have to be followed in order, the severity of a club’s actions or
lack thereof may dictate stiffer penalties.
STUDENT MEMBERSHIP Membership and participation within a sport club organization must be free of discrimination based on
race, religion, gender, ethnic group, national origin, age, sexual orientation, or disability. Only students
may be elected and hold executive offices within the club. Clubs may set their own specific
requirements for membership as long as they are fairly applied to all active and prospective members.
Clubs are required to act in a democratic fashion, so the membership and elected officials guide the
direction of the club. Clubs may need to limit the number of members that compete; it is
understandable that only a certain number can realistically participate during competitions. Students
are responsible for the administrative duties of the club and ensuring the club follows the policies and
guidelines of the sport club. Coaches, instructors, and advisors are only allowed to help guide the club.
The Collegiate Sport Clubs Program is student run and must only be operated by students.
In order to be eligible to participate in sport club activities, a student must satisfy the following
requirements:
a. Be enrolled at Central Washington University b. Be 18 years of age c. Be in good academic standing with the university d. Have a valid CWU identification card e. Complete Online Registration PRIOR TO PARTICIPATION f. Members may be required to meet additional requirements to be eligible to compete under
a league, conference or national governing body. It is important members and officers are familiar with these policies and adhere to them or the club may face consequences from their governing body.
COACHES/ADVISORS Due to the technical nature of Sport Clubs and their level of competition, having a coach or advisor may be important for the continued success of a club. The coach is to be involved only with coaching the team during practice and competition. Since Sport Clubs are student organizations the coaches or advisors are not able to perform administrative or organizational duties. Coaches are not entitled to payment or reimbursement for expenses they may incur as a result of their activities with the club. If a club chooses to provide some financial compensation for expenses incurred or for the service provided, these terms will be disclosed to the Collegiate Sport Clubs Coordinator in the presence of both the club officers and the coach/coaches. The club will be required to fundraise and or use club money for these expenses.
Coach's/ADVISOR’s Role and Responsibilities
1. The coach/advisor must be aware of and follow all university and department procedures relative to
the Sport Clubs program.
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2. The selection of a coach/advisor must be approved by a majority of the club’s members and is subject
to the approval of the Sport Clubs Coordinator.
3. Coaches will not collect money from club members or handle club funds at any time.
4. The coach’s role is strictly for instruction and not administrative purposes. A coach/advisor may
provide organizational support but should not take on administrative tasks for the students. If there are
any concerns they should be brought to the attention of the Sport Club Coordinator immediately.
5. Coaches are not allowed to purchase equipment for the club. Any equipment purchased by the coach
will remain in the possession of the coach and will not be reimbursed.
6. Coaches must help ensure good sportsmanship at all times.
7. Coaches will refrain from making decisions about the club without input from club officers and
members. This includes any correspondence with leagues, other universities, and other departments at
the university. If the coach is aware of any decisions that are made without the consent of the Sport
Clubs Office, this information must be brought to our attention immediately.
8. The Sport Club Coordinator has the right and obligation to protect the club, and if in the staff's
opinion, the coach/advisor is not working in the best interests of the club, the coach/advisor will be
relieved of his/her duties.
9. Coaches must be recommended by club members and must renew their coach's information for each
academic year. Continuation of coaching duties is not automatic.
10. It is recommended that all coaches purchase medical insurance.
11. The coach/advisor is not an employee or representative of CWU or of University Recreation and
may not represent them self as such.
12. Coaches must demonstrate a level of expertise in their sport. A one page resume must be kept on
file with the Sport Clubs Office.
PLEASE NOTE: Sport club members select coaches and advisors. Therefore, officers elected by the team can dismiss a coach or advisor at any time during the year. However, before the dismissal of a coach or advisor, the Sport Clubs Coordinator must be notified.
RISK MANAGEMENT
The safety of all participants and anyone involved in the club is of the utmost importance! A good risk
management plan will assist you in the coordination of events and travel that will increase the safety of
participants and spectators. University Recreation expects clubs to operate in a manner that reflects
this belief, and provides clubs with the resources needed to implement a comprehensive risk
management plan. Risk management is the process of advising organizations of the potential and
perceived risks related to their activities. It also includes monitoring an organization’s activities and
taking corrective actions and proactive steps to minimize accidental injury and/or loss.
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ASSUMPTION OF RISK, WAIVER OF LIABILITY AND STATEMENT OF SHARED RESPONSIBILITY FOR SPORT SAFETY FORM
Each sport club participant is required to complete the online registration prior to participation. Below is the form each participant is required to sign:
I am aware that trying-out for, playing or practicing in any sport or recreational activity can be a dangerous activity involving many risks or injury. I understand that the dangers and risks of trying-out for, playing or practicing in the above sport(s) include, but are not limited to: death, serious neck and spinal injuries which may result in complete or partial paralysis or brain damage, serious injury to any and all bones, joints, ligaments, muscles, tendons and other aspects of my body, general health and well-being. I furthermore specifically acknowledge that participation in Central Washington University Recreation programs may involve a risk of injury and that participation in such requires an acceptance of risk of injury. I rightfully assume that those who are responsible for the conduct of sports have taken reasonable precautions to minimize such risk and that peers participating in the sport will not intentionally inflict injury upon others or me.
In consideration of Central Washington University permitting me to practice, play, try-out for or otherwise associate myself with the Central Washington University Recreation program, I, exercising my own free choice, voluntarily agree to participate in such activities, promising to take due care during such participation. I hereby acknowledge that I have been informed of the nature of the above named activities, including the risks of bodily injury, death or damage to property which may occur from known or unknown causes. I understand and hereby voluntarily accept and assume all risks associated with such participation and agree to discharge and release the state of Washington, the Washington State Board of Education, Central Washington University and their agents, servants and employees from any and all liability, claims, causes of action or demands of any kind and nature whatsoever which may arise by or in connection with my participation in any activities related to the Central Washington University Recreation program, so long as the conduct which caused the injuries or damages was not grossly negligent or willful and wanton. I will accept the personal and financial responsibility of such injuries and any expenses incurred for physician visits, exams, and diagnostic tests or otherwise that are related to injuries suffered while participating in any try-out shall be my sole responsibility and not in any way the responsibility of Central Washington University or its agents, servants, or employees. Because of the inherent dangers of participating in a contact or other type of sport, I recognize the importance of following the coach’s instructions regarding playing techniques, training rules of the sport and other team rules, and agree to obey such instructions.
I also understand that I MUST provide proof of comprehensive medical insurance in order to be allowed to participate in any try-out or take part in recreation athletics at Central Washington University. I also understand that I will be required to obtain the clearance of a physician, via a participation physical examination, to participate. I further understand that irrespective of the clearance of the team physician, I may be at greater risk of suffering injury, illness or death as a result of my participation. For the specific additional risks associated with my participation, I understand I should consult with my personal physician and specialist, in addition to the team physician. By continuing to participate in Central Washington University Recreation programs despite these additional risks, I agree to assume these additional risks and waive any claims I may have as set forth more fully in each of the above paragraphs.
I have had sufficient time to review and seek explanation of the provisions contained above, have carefully read them, understand them fully and agree to be bound by them. The terms hereof shall serve as a release and assumption of risk for my heirs, estate, executor, administrator, assignees and all members of my family.
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I the undersigned hereby grant permission to Central Washington University (“CWU”), through its authorized representatives, to photograph or videotape me and, as applicable, to record my voice. I further give CWU my permission to use such photographic and/or sound recordings, as well as my name, in any print and/or non-print media, including but not limited to CWU publications, broadcasting stations, and websites, for educational and/or promotional purposes.
I also authorize the limited commercial use by CWU of my photograph(s) in connection with my participation in CWU-sponsored events and activities, such as graduation ceremonies or sports activities. Such commercial use shall be limited to offering my photograph(s) for sale to me and to my family, friends, and acquaintances. However, I also authorize CWU for this purpose to make my photograph(s) available for purchase through commercially hosted photo-sharing web sites.
For all purposes authorized by me, I acknowledge and agree that I will not be compensated for any such uses, whether educational, promotional, or commercial. I understand that CWU exclusively owns all photographic and/or sound recordings authorized by me. I waive any right to inspect or approve such photographs or recordings, any version of them, or any printed or other media into which they may be incorporated for the uses authorized by me. On behalf of myself, my heirs, assigns, and estate, I hereby release CWU and its authorized representatives from any claims arising from such uses, including any claims of defamation, invasion of privacy, or infringement of publicity rights.
This Agreement may be executed in counterparts, each of which shall be deemed to be an original and all of which together shall constitute one and the same instrument. Electronic transmission of any signed original document, and any retransmission of any signed electronic submission, shall be the same as delivery of an original.
PHYSICAL EXAMINATIONS AND HEALTH
The university strongly recommends that individuals have regular physical examinations before and
during participation in any sport clubs events. It is also recommended to avoid participation when
feeling ill, physically injured, or while having other harmful health conditions.
RISK MANAGEMENT REQUIREMENTS
Information and Assumption of Risk Forms must be on file before participants will be allowed to practice or participate in any event.
Participants should discuss all possible injuries and health issues with a doctor before participating in club sport.
It is required for all participants to meet the requirements of their national governing body. This includes but is not limited to requirements pertaining to insurance, individual registrations, communication and financial commitments.
All Collegiate Sport Clubs members are required to have personal medical insurance.
It is required that each club has at least two members certified in CPR and First Aid and has completed their Safety Officer training.
An accident/incident report must be filed for every injury that occurs during a practice or event (See Appendix J).
PERSONAL MEDICAL INSURANCE
Personal medical insurance is required for all participants. Personal medical insurance may be required
by some national governing bodies as well. If you do not have personal medical insurance, some options
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are available to you. CWU has policies for students that cover sport clubs participants. There are other
options as well that you can research on your own.
The Collegiate Sport Clubs Program has secured an insurance policy that acts as a secondary medical
insurance policy. This may cover medical expenses that are not paid by your primary medical insurance
policy. It is important that the accident is reported to our office immediately. Complete the accident
report form and see the coordinator for more information regarding the secondary insurance policy.
COLLEGIATE SPORT CLUBS INSURANCE POLICY
The Collegiate Sport Clubs program has purchased an insurance policy which includes general liability,
major medical, and catastrophic injury. While the cost is significant, the university, our program, and our
clubs benefit in a variety of ways. Some of the reasons for purchasing this policy include:
1. To help reduce the exposure of risk to the club, its members and the university. 2. To help ensure that should a student suffer significant injury while participating, he or she will
be able to continue their education and help reduce long-term impact on their life. 3. To meet participation requirements imposed by leagues, conferences and national governing
bodies. 4. To meet facility requirements for hosting events and practices.
Please note that although this policy does include medical insurance, we still require participants to
secure personal medical insurance prior to participation in this program. In the event your medical
insurance does not cover all of your expenses, we have the option to file a secondary insurance claim to
help with those costs. To do this, we need to have the Accident Report documented on campus! Please
note that this coverage is only in effect when you are participating in a recognized club function.
First Aid Kits
The Sport Clubs Office will supply a first aid kit to each sport club. It is the responsibility of each club to
ensure that the first aid kit is fully supplied. Additional supplies are available in the Sport Clubs Office.
Each team must have the first aid kit with them at all practices, competitions, and when traveling. In
addition to a first aid kit, clubs are required to have with them the following:
Accident reports
Sport Club Coordinator cell phone (call if anyone requires medical attention)
Sport Club Staff emergency contact information
Working cell phone
Emergency action plan for home events and practices
INJURY PREVENTION
1. Club officers, club members, volunteer coaches, and instructors must emphasize safety during all club-related activities.
2. Develop and practice safety guidelines relevant to your sport. 3. Develop an Emergency Action Plan that outlines al procedures in the event of an emergency. 4. Clubs are required to have at least two safety officers certified in First Aid/CPR in attendance at all
practices and games. 5. Club members are required to inspect fields, facilities, and equipment prior to EVERY practice
session, league game, and special event. Report unsafe conditions to the Sport Clubs Coordinator immediately!
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6. It is strongly recommended that all members of a Sport Club have a physical exam prior to participation in club activities. The Health Center on campus can provide this service for a relatively low cost.
INJURIES OCCURRING AT CWU OR OFF CAMPUS
Always know where the nearest phone is to call 911, your location, and where emergency medical personnel need to go to respond to the emergency.
Clubs must have all club members’ emergency information at all events. This information should be put in your first aid kit that must be with you at all times.
When an injury occurs on campus, call the campus police. When you are calling from a campus phone, dial ext. 2958 to get the campus police. If you are calling from a payphone, dial 911 for the Ellensburg Police.
When you are off campus, dial 911 for the nearest emergency response. When calling 911 you will need to identify what the situation is, your location, and if the injured
person(s) has any pre-existing medical conditions. Please stay on the phone with the dispatch until help arrives.
File an incident/accident report with the Sport Clubs Office within 1 business day after an injury or accident. When a serious injury occurs and requires a trip to the hospital, contact the Sport Clubs Coordinator immediately. Emergency contact information for University Recreation must be inside of your first aid kit. If you call someone and fail to talk to them, leave a detailed message, the status of the situation, and your contact information. Then go onto the next person on the list.
Any injury that occurs when participating in a sanctioned club event must be reported within 90 days to a physician to be covered under our insurance policy. Questions regarding this policy should be directed to the coordinator.
WHEN TO FILL OUT AN ACCIDENT REPORT
When any injury occurs that prevents a participant from participating in practice or competition
Any injury that requires medical attention (bandages other than a Band-Aid, tape, ice)
When medical assistance is called
Any injury involving a head, neck, or spinal injury (EMS must be called in this case)
Anytime a participant loses consciousness (EMS must be called in this case)
A detailed accident report must be completed in case of any injury during a Sport Club practice or
competition. Be certain to include a description of the accident and any statements by witnesses and
make sure all information is legible. Detail the first aid that was administered and by whom. In no
instance should you diagnose an injury, either verbally or in writing on the form. This form must be
submitted to the Collegiate Sport Club Coordinator on the first business day following the accident.
CALLING 911
In case of an emergency, follow the emergency procedures.
1. Call CWU police (911). 2. The CWU police will then dispatch an ambulance if necessary. 3. If the accident is not an emergency encourage the injured student to go to the Student Health
Center or to a local hospital.
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4. You must call the Collegiate Sport Club Coordinator if medical assistance is called.
RESPONDING TO AN EMERGENCY
In case of an accident resulting in injury, the supervisor or officer will be in charge of the situation with
the club members assisting in rendering care.
1. Ask the participant if they would like you to call for emergency medical services. Make them
aware that they are responsible for payment for all costs incurred. If the participant is
unconscious, implied consent is granted.
2. NEVER transport an injured participant in an employee's personal car.
3. Make no statements to anyone other than the proper authorities. Do not discuss the incident
with bystanders. In no way admit to cause or lay blame upon CWU personnel or facilities
including yourselves or co-workers. Make no statements to the press. Refer anyone asking
questions to the Assistant Director of Sport Clubs.
4. Injured persons not wishing emergency medical services should be directed to seek additional
medical assistance on their own.
5. Complete a detailed accident report form. Be certain to include a description of the accident
and statements by eyewitnesses. Detail the first aid that was provided and by whom. In no
instance should you diagnose an injury, either verbally to the patron or in writing on the
accident report form. Forward the completed accident/injury report form to the Collegiate
Sport Club Coordinator.
CONCUSSION EDUCATION & MANAGEMENT PROTOCOL
Below is information that has been compiled using several resources including the Center for Disease Control and the CWU Student Medical Services Center.
The information below is provided to each sport club participant prior to participation during the individual registration process:
The objectives for this concussion education & management component:
1. Educate you about what a concussion is and the potential negative effects of a concussion. 2. Provide you with some information to help you understand whether you or another club member
may have suffered a concussion. 3. Identify some things you should or should not do if a concussion is suspected. 4. Provide a framework on when they should seek additional medical attention. 5. Educate you on the process to return to play and documentation required to return to play.
CONCUSSION A FACT SHEET FOR STUDENT ATHLETES For more information and resources, visit www.NCAA.org/health-safety and www.CDC.gov/Concussion.
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WHAT IS A CONCUSSION?
A concussion is a brain injury that:
Is caused by a blow to the head or body from contact with another player, hitting a hard surface such as the ground, ice or floor, or being by a piece of equipment.
Can change the way your brain normally works.
Can range from mild to severe.
Presents itself different for each athlete.
Can occur during practice or competition in ANY sport.
Can happen even if you do not lose consciousness.
WHAT ARE THE SYMPTOMS OF A CONCUSSION?
You can’t see a concussion, but you might notice some of the symptoms right away. Other symptoms can show up hours or days after the injury. Concussion symptoms include:
Amnesia
Confusion
Headache
Loss of consciousness
Balance problems or dizziness
Double of fuzzy vision
Sensitivity to light or noise
Nausea (feeling that you might vomit)
Feeling sluggish, foggy or groggy
Feeling unusually irritable
Concentration or memory problems (forgetting game plays, facts or meeting times)
Slowed reaction time Exercise or activities that involve a lot of concentration, such as studying, working on the computer, or playing video games may cause concussion symptoms (such as headache or tiredness) to reappear or get worse.
HOW CAN I AVOID A CONCUSSION?
Basic steps you can take to protect yourself form a concussion:
Do not initiate contact with your head or helmet. You can still get a concussion if you are wearing a helmet.
Avoid striking an opponent in the head. Undercutting, flying elbows, stepping on a head, checking an unprotected opponent, and sticks to the head all cause concussions.
Follow your athletics department’s rules for safety and the rules for your sport.
Practice good sportsmanship at all times.
Practice and perfect the skills of the sport.
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WHAT SHOULD I DO IF I THINK I HAVE A CONCUSSION?
Don’t hide it. Tell your athletic trainer and coach. Never ignore a blow to the head. Also, tell your athletic trainer and coach if one of your teammates might have a concussion. Sports have injury timeouts and player substitutions so that you can get checked out.
Report it. Do not return to participation in a game, practice or other activity with symptoms. The sooner you get checked out, the sooner you may be able to return to play.
Get checked out. Your team physician, athletic trainer, or health care professional can tell you if you have had a concussion and when you are cleared to return to play. A concussion can affect your ability to perform everyday activities, your reaction time, balance, sleep and classroom performance.
Take time to recover. If you have had a concussion, your brain needs time to heal. While your brain is still healing, you are much more likely to have a repeat concussion. In rare cases, repeat concussions can cause permanent brain damage, and even death. Severe brain injury can change your whole life.
RECOGNIZING A POSSIBLE CONCUSSION
To help recognize a concussion, watch for the following two events among your student athletes during both games and practices:
1. A forceful blow to the head or body that results in rapid movement of the head; -AND-
2. Any change in the student athlete’s behavior, thinking or physical functioning (see “WHAT ARE THE SYMPTOMS OF A CONCUSSION” listed above).
WHAT SHOULD I DO IF I THINK AN ATHLETE HAS A POSSIBLE CONCUSSION?
As a coach, club officer, or teammate if you think an athlete may have a concussion, you should: REMOVE THE ATHLETE FROM PLAY. When in doubt, sit them out! KEEP AN ATHLETE WITH A POSSIBLE CONCUSSION OUT OF PLAY ON THE SAME DAY OF THE INJURY AND UNTIL CLEARED BY A HEALTH CARE PROVIDER. Do not try to judge the severity of the injury yourself. Only a health care provider should assess an athlete for a possible concussion. After an athlete is removed with a possible concussion from practice or play, the decision about return to practice or play is a medical decision that should be made by a health care provider. Recording the following information can help a health care provider in assessing the athlete after the injury: •Cause of the injury and force of the hit or blow to the head or body. •Any loss of consciousness (passed out/knocked out) and if so, for how long. •Any memory loss right after the injury. •Any seizures right after the injury. •Number of previous concussions (if any).
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INFORM THE ATHLETE ABOUT THE POSSIBLE CONCUSSION. Let them know about the possible concussion and give the athlete and the temporary guardian the HEADS UP fact sheet. This fact sheet can help someone watch the athlete for concussion signs or symptoms that may show up or get worse once the athlete is at home or returns to school. INFORM THEM WRITTEN INSTRUCTIONS FROM THE ATHLETE’S HEALTH CARE PROVIDER ARE REQUIRED TO RETURN TO PLAY. These instructions should include information about when they can return to play and what steps you should take to help them safely return to play.
WHAT STEPS CAN I TAKE TO HELP AN ATHLETE RETURN TO PLAY?
An athlete’s return to school and sports should be a gradual process that is approved and carefully managed and monitored by a health care provider. Below are five gradual steps that you, along with a health care provider, should follow to help safely return an athlete to play. Remember, this is a gradual process. These steps should not be completed in one day, but instead over days, weeks, or months. BASELINE: Athlete is back to their regular school activities, is no longer experiencing symptoms from the injury when doing normal activities, and has a green light from their health care provider to begin the return to play process. An athlete should only move to the next step if they do not have any new symptoms at the current step. STEP 1: Begin with light aerobic exercise only to increase an athlete’s heart rate. This means about 5 to 10 minutes on an exercise bike, walking, or light jogging. No weightlifting at this point. STEP 2: Continue with activities to increase an athlete’s heart rate with body or head movement. This includes moderate jogging, brief running, moderate-intensity stationary biking, moderate-intensity weightlifting (less time and/or less weight than a typical routine). STEP 3: Add heavy non-contact physical activity, such as sprinting/running, high-intensity stationary biking, regular weightlifting routine, non-contact sport-specific drills (in 3 planes of movement). STEP 4: An athlete may return to practice and full contact (if appropriate for the sport) in controlled practice. STEP 5: An athlete may return to competition.
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REMEMBER: It is important for you and the athlete’s parent(s) to watch for concussion symptoms after each day’s return to play progression activity. If an athlete’s concussion symptoms come back, or he or she gets new symptoms when becoming more active at any step, this is a sign that the athlete is pushing him- or herself too hard. The athlete should stop these activities, and the athlete’s health care provider should be contacted. After the okay from the athlete’s health care provider, the athlete can begin at the previous step.
SAFETY OFFICER TRAINING The sport club staff has worked with CWU medical administrators to create a training program to help prepare students for any accidents or injuries they may encounter while participating in a sport club. Below are the desired learning outcomes for the training program:
Identify how to recognize symptoms of a concussion Articulate multiple short term and long term impacts of a concussion Explain how symptoms of a concussion impacts a person's ability to make decisions for
themselves Identify two resources to utilize if they suspect a concussion may have occurred Identify what you should do if they suspect someone MAY have sustained a concussion Explain the care that should be provided for the next 24-48 hours Articulate the proper process to report accidents Identify symptoms of heat and cold related illnesses, how to avoid them and how to treat for
them Explain the proper process to respond to a medical emergency when traveling off campus Explain the emergency action plan during practices Explain the emergency action plan during a competition in which there is no medical personnel
(EMT or Athletic Trainer) available to respond to a medical emergency
In order to be certified as a Safety Officer for a CWU Collegiate Sport Clubs participants need to complete this online training, pass the test with an 80% or higher and provide current copy of their CPR and First Aid Certifications to the Collegiate Sport Club Staff. The training can be found on the sport club website.
RECREATION DEPARTMENT EMERGENCY ACTION PLAN The Recreation Department has a comprehensive Emergency Action Plan. Please review this document and familiarize yourself with the sections of the document that pertain to your club. This document can be found on the forms and documents page of the sport club website or at www.cwu.edu/sport-clubs/sites/cts.cwu.edu.sport-clubs/files/documents/Emergency%20Action%20Plan.pdf. If you have any questions please contact the sport club staff.
FACILITIES AND SCHEDULING Recreation, Athletics, and the academic departments share most of the recreation facilities at Central
Washington University. Due to the large number of activities scheduled by each of these departments,
space is limited. It is vital that your club plans in advance when it can practice and when it can host
events. To reserve any space on campus please email the Sport Club Coordinator. Quarterly practice
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schedules should be submitted at least 6 weeks in advance. If you have questions, please contact the
coordinator. Please do not contact other departments or facility managers directly, this creates
confusion. Failure to comply with these policies may result in loss of facility use. Club representatives
are responsible for securing the necessary facilities for all practices, meetings, competitions, and other
events that your club sponsors. A current game schedule is required as soon as it is available.
Facility Inspections
It is the intent of the University Recreation Department to keep all facilities (both indoor and outdoor) in
safe, playable conditions. It is important that sport club members review facilities prior to utilizing the
space and report any problems to the Sport Clubs Coordinator that may pose a hazard to participants or
spectators. In the event of inclement weather, clubs must first obtain the permission of the University
Recreation Department prior to activity.
RESERVING FACILITIES ON CAMPUS FOR PRACTICES
Facility requests for your practice facility must be submitted each quarter. Please bear in mind that
because you submit the request it does not mean that you are guaranteed that time slot. Early requests
are more likely to be fulfilled. The electronic form to make this submission can be found on the sport
club website.
HOSTING AN EVENT
Communication is key for a club’s success. Prior to making any commitments to hosting an event it is
important to communicate with the sport club coordinator. The sport club coordinator will help with any
facility reservations, staffing, accommodations, contracts, applications, permits and anything else that
may be needed for the event. Depending on the nature of the event, some events can require weeks or
months to prepare for. When you meet with the coordinator you will create a time line for planning the
event. If the event occurs off campus, a contract may be needed. In this case additional time may be
needed.
RENTAL AGREEMENTS/CONTRACTS
Students should not enter into any contact or sign any legal documents on behalf of the club without
consulting with the Collegiate Sport Clubs Coordinator. If you do you are acting outside of your scope of
authority and exposing yourself to a great deal of risk. Communicating regularly with the staff will help
you navigate challenges with unfamiliar tasks. Please seek them out with any questions you may have!
FINANCIAL MANAGEMENT
Responsible management of a student organization’s finances is essential to the success of any club. To
assist you there are several resources you can utilize that include forms, sport club staff, SURC
Accounting staff and workshops.
ANNUAL BUDGET
Prior to any academic year each club is asked to create a budget to project their expenses and revenue
goals to ensure they are able to complete the following year. This budget should include all travel,
equipment, fees and any other expenses the club may incur during the year. The sport club staff has
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created a budget form to assist you in creating your annual budget. Each spring a workshop will also be
held to assist you in the process.
Once this is completed the sport club staff and Sport Club Executive Committee (SCCEC) will review this
budget and also analyze the club’s revenue and expenses from the previous year. The SCCEC will then
provide the sport club staff with a recommendation for how much financial support each club should
receive for the following academic year. These are known as “matching funds”. Each club should then
create their dues structure for the following year, as well as identify fund raising goals to ensure they are
able to cover all of their expenses for the year. Below is a recommended formula each club should use
to ensure they are able to meet their financial commitments for the following year:
Club Dues + Fund Raising Goal + Sport Club Financial Support = Projected Annual Expenses + 10% or more
Your treasurer should keep records and continually evaluate your revenue and projected expenses
during the year. A quarterly report should also be shared with the entire club membership to ensure
transparency of the club finances. If there are any significant differences in any of these figures the club
administration should meet and discuss how they plan to overcome those differences. Any questions
about your annual budget should be directed to the sport club staff.
MATCHING FUNDS
Each academic year the sport club administrators identifies what financial support can be provided to
each individual club. Factors that are used to determine how much financial support each club should
receive includes:
Number of student members
Number of members in competition
Activity of the club both in competition and outside of competition
Growth and stability of the club
Revenue generation
Amount paid out of pocket
Number of competitions throughout the year
Travel costs
Equipment needs
Other costs the club incurs during the season (insurance, facility rental, etc.)
Goals accomplished by the club
Community involvement
Ability to comply with policies and procedures
Additional information about the process used to allocate these funds is discussed in the Annual Budget
section above.
Since the funds are provided by the university, there are certain requirements that must be met for a
club to utilize any of these funds. These requirements include:
Registration fees (League or Association fees)
Automotive rentals
Gas to and from competitions (with proper documentation)
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Hotel/Motels
Buses/Airplanes
Officiating fees
Facility rentals for competition or practices
Major equipment purchases that can be inventoried as capital equipment (soccer goals, wrestling mat, swim timing system, storage container, etc.)
State funds may not be used to purchase any of the items below:
Items intended to benefit an individual
Awards
Individual clothing items that will not be inventoried as club property (including uniforms)
Give-a-way items
SPORT CLUB POINTS SYSTEM
Each year funds will be set aside to serve as an incentive for sport clubs. From March to the following
March (the term in which club officers serve) the sport club staff will monitor each club’s activity and
award points according to the point system. At the end of each term the corresponding funds will be
awarded to each club. Since these funds are awarded by the university, they can only be used to
reimburse expenses that are recorded in the club ledger and meets the requirements of SURC
Accounting. In addition to those requirements, they also must meet the conditions for the matching
funds. Questions about the point system should be directed to the sport club staff. More information
about the points system can be found on the sport club website.
BANK ACCOUNTS
It is the policy of Central Washington University that all clubs are prohibited from using an outside
banking institution to deposit their dues or money raised during a club activity. Any violation of this
policy may result in your club being suspended from the Collegiate Sport Clubs Program.
CLUB DUES
All clubs should keep detailed records of all club dues paid. SURC Accounting will only document
deposits put into the account so it is very important to keep records of who paid. Club dues should be
collected by the treasurer and only an officer on the authorized signature list should make deposits into
the club account.
At the beginning of each quarter the sport club staff will inform clubs when they are able to charge club
dues to student accounts. This service will only be available during specified times. Charged club dues
will be available within two weeks after the student accounts are charged. Questions about this service
should be directed to the sport club staff.
FUNDRAISING
Fundraising can help reduce the costs of dues for the members. Before a club can take on a fund raising
project all clubs are required to communicate their plans to the sport club coordinator. When
communicating the fund raising plan it is important to include details about what the expectations of
the club are, what the business is providing in return and any paperwork required. If there are any
contracts involved it may take several weeks to seek university approval so please plan accordingly.
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SPONSORSHIP AND DONATION GUIDELINES
CWU Collegiate Sport Clubs is a part of the University Recreation Department. The University
Recreation Department and the university must approve all sponsors. A sponsorship may not conflict
with a current university policy or sponsorship contract.
Any attempt to solicit donations, both written and verbal, must be discussed with the Collegiate Sport
Clubs Coordinator prior to solicitation. As a part of the Collegiate Sport Clubs Program, University
Recreation, and Central Washington University, it is important to keep a certain degree of
professionalism. We strive to maintain this image in all aspects of our functions.
If a business is interested in having a logo or company name on any equipment, it must be approved by
the coordinator and the company must pay the costs associated with this addition. Any responsibilities
or commitments must be outlined in writing and reviewed by the coordinator and other parties on
campus to ensure we are not violating federal, state, or university policy.
DONATIONS
Donations may be accepted by clubs, but it is important that we follow university, state, and federal
laws. For a financial gift to be deemed as a donation, there must be nothing given in return for the
donation. If there was, it would be categorized as a sponsorship. For a gift to be tax deductible, the gift
must go into a foundation account so it can be tracked properly for tax purposes and there is proper
documentation. Please note, services cannot be tax deductible. Also, if someone is donating an item,
there is a process to determine the value of that item. We will work with the university to follow that
process. If you have questions regarding donations you may contact the coordinator or the SURC
Accounting Office.
Clubs should contact the Sport Clubs Office to ask for assistance locating potential donors. Local
businesses may be willing to donate to your sport club. The Sport Clubs Coordinator must approve all
donation letters before anyone is contacted.
PURCHASING EQUIPMENT, MEMBERSHIPS
The sport club coordinator has the ability to purchase equipment and memberships for sport clubs.
Please note, all equipment purchased by a club must be reimbursed by club funds. The sport club
program cannot own club equipment with the exception of large capital equipment. Below is the
process to make a purchase:
1. Contact the sport club coordinator about your desire to make a purchase with the details about
the expense. This should include what it is, the cost and who you wish to make the purchase
from.
2. The sport club coordinator will schedule a meeting to make the purchase.
3. Prior to your meeting, the club officers should complete an expense form in SURC Accounting
(contact SURC Accounting to learn the requirements needed to complete an expense form).
4. If making a purchase for anything travel related make sure you have submitted a travel itinerary
and travel authorization through SURC Accounting.
5. Bring a printed out quote or estimate for the purchase to the SURC Accounting Office. Tell the
staff you “need to make a purchase using the sport club credit card”.
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6. They will encumber the funds so the expense will show on your club ledger and the sport club
budget can be reimbursed once it hits the budget.
7. Bring a copy of the completed expense form to the meeting with the sport club coordinator.
8. The sport club coordinator will make the purchase and collect any needed documentation.
9. Once the charge hits the sport club budget the coordinator will work with SURC accounting to
finalize the transaction from your club budget.
SURC ACCOUNTING
SURC Accounting provides accounting/banking services to both Clubs and Organizations on campus as
well as provides support to various units within the Student Union and Recreation Center. The office is
open weekdays from 8 AM to 5 PM and is closed on most federal holidays. The office is located in SURC
263. For more information visit: http://www.cwu.edu/surc-accounting/.
NATIONAL TRAVEL
The sport club budget has funds dedicated to help clubs who are attempting to qualify or have qualified for a national competition. To submit a request for national travel, follow the following steps:
1. Contact the Sport Club Coordinator 2. Complete the national travel budget form 3. Once the form is submitted you will be contacted within 1 week with several times the
committee members are available to hear your request 4. Complete a 10 minute presentation that includes the following information:
a. Club history (competitions, events, etc.) b. Club activity (fundraising, community service events, club events, etc.) c. Current financial status (annual expenses, revenue, dues structure, sponsors,
donations, etc.) d. Current Goals e. Details about the event (location, how you qualified, etc.) f. Budget for the trip and how much the club and members will contribute toward the
cost g. Any additional information you feel may help the committee make an informed
decision 5. The committee will ask questions and deliberate 6. You will be contacted via email with their decision within 72 hours of your presentation IF the committee does need any additional information from your club.
PLEASE NOTE: Requests for national travel must be made AT LEAST 5 weeks prior to an event. If your club has to qualify for an event and details are not certain, please submit an estimate so in the event your club does qualify you are able to make travel arrangements to attend the competition once you qualify.
CONTRACTS
For some services, events or facility rentals your club may be asked to enter into a contract. Prior to
entering into any contract it is important to consult with the sport club coordinator. The university has
some resources that may be able to assist us in this process. We need at least one month to execute a
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contract so please plan accordingly. It is important to contact the sport club coordinator immediately
once you learn you may have to enter into a contract.
TRAVEL GUIDELINES
General Travel Guidelines
1. All club travel must be pre-approved by the Sport Club Coordinator. Failure to comply with this policy may result in loss of privileges and will not be covered by our insurance.
2. Each time a sport club travels out of the area (over 60 miles from campus), they must turn in a Travel Itinerary at least 2 weeks before the departure date of the event (See Appendix N). This form will include a list of all club members attending the event, the arrival and departure times for travel, the name of the event, the cost, and how the club will benefit from the trip.
3. Each member on the travel itinerary must be on the club roster and have a waiver/assumption of risk form as well as an athlete code of conduct form on file with the office.
4. When traveling, clubs are required to have their first aid kit with them. 5. Allow at least two weeks to process travel accommodations when driving. 6. Allow at least five weeks to process travel accommodations when flying. 7. When traveling as a club, you are representing the university from the time you leave campus
until the time you return. Remember to act professionally and responsibly. (See the “Athlete Code of Conduct Form.”)
8. Prior to any trip a club representative is required to meet with the sport club staff for a pre-trip meeting. In this meeting travel conditions will be evaluated, inclement weather plans will be made, travel rosters will be confirmed, times will be confirmed, trip details will be confirmed, lodging will be confirmed and a point of contact for both the club and the sport club staff will be created to ensure communication throughout the trip.
9. Clubs are required to submit receipts for all club-related expenses per SURC Account policy. This includes receipts for gas, lodging, rentals, registration, air fare, parking and any other travel related expenses that need to be paid or reimbursed.
10. All receipts must have the amount and date clearly printed and dates must fall within the dates and times established on the travel itinerary and travel authorization.
11. In the event of a change in travel plans or an emergency, clubs are required to notify the coordinator immediately. If the club is unable to reach the coordinator they are to continue down the Emergency Contact List leaving messages with the individuals they contact until they speak with someone.
PLEASE NOTE: MARIJUANA OR ALCOHOL CONSUMPTION ARE NOT ALLOWED AT ANYTIME WHEN A CLUB IS TRAVELING ON OFFICIAL BUSINESS. THIS IS FROM THE TIME YOU DEPART CAMPUS TO WHEN YOU RETURN TO CAMPUS AND ALL TIMES INBETWEEN.
RENTING A VEHICLE
Your club has the option to rent a vehicle through enterprise or use the CWU Motor Pool when
traveling to a club event.
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RENTING A VEHICLE FROM ENTERPRISE
To rent a vehicle from enterprise, schedule a meeting with the sport club coordinator. The sport
club coordinator will verify you have the funds prior to your meeting. Please make sure you
have completed your travel itinerary and travel authorization prior to scheduling this meeting.
Reservations must be made at least 2 weeks prior to your trip. Please note, as a state institution
we receive a reduced rate, there is no additional fees for a driver under the age of 25, and there
is no additional charge for the insurance. Drivers must be at least 21 years of age. Once the
reservation is made, you will take the receipt to SURC Accounting to encumber the funds.
RESERVING A CWU MOTOR POOL VEHICLE
Your club has the option to utilize CWU Motor Pool vehicles. There is a cost associated with this service. There is a daily fee as well as a mileage fee. Gas is included in this fee. They will issue you a gas card that you will use while you travel. To reserve a vehicle, stop at the SURC Accounting Office to discuss payment for the service. They have a form that will outline the costs and they will encumber these funds in your club account. Once the trip is concluded and the actual charges are confirmed, your club will be charged that amount. To find out if vehicles are available, you can call (509) 963-3000.
LODGING, FLIGHT, RESERVATIONS, EVENT REGISTRATIONS
The sport club coordinator has the ability to make purchases using a credit card for approved club
purchases. Approved travel purchases include lodging accommodations for club travel, flights,
registration fees and membership fees. Below is the process to make a purchase:
1. Contact the sport club coordinator about your desire to make a purchase with the details about
the expense. This should include what it is, the cost and who you wish to make the purchase
from.
2. The sport club coordinator will schedule a meeting to make the purchase.
3. Prior to your meeting, the club officers should complete an expense form in SURC Accounting
(contact SURC Accounting to learn the requirements needed to complete an expense form).
4. If making a purchase for anything travel related make sure you have submitted a travel itinerary
and travel authorization through SURC Accounting.
5. Bring a printed out quote or estimate for the purchase to the SURC Accounting Office. Tell the
staff you “need to make a purchase using the sport club credit card”.
6. They will encumber the funds so the expense will show on your club ledger and the sport club
budget can be reimbursed once it hits the budget.
7. Bring a copy of the completed expense form to the meeting with the sport club coordinator.
8. The sport club coordinator will make the purchase and collect any needed documentation.
9. Once the charge hits the sport club budget the coordinator will work with SURC accounting to
finalize the transaction from your club budget.
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CWU MAXI VAN CERTIFICATION
CWU requires all students and staff to receive a certification before they may operate a maxi van.
Before you operate a University Recreation vehicle (with the exception of the “Gator”) or rent a vehicle
from CWU Motor Pool, you must complete this certification. If you have never been certified or if has
been more than 24 months since you were certified, you must complete the following steps to get
certified:
1. Go to the motor pool office located in the Jongeward Building, also known as facilities (This building is located on the west side of campus near the Science Building; the nearest intersection is C St. and 11 Ave.).
2. Inform them you are there to take the maxi van test. 3. They will have you sit down at a computer station to sit through a tutorial and take a test (up to
3 people may take the certification at one time).
4. Once you have completed the tutorial and passed the test, you need to inform the staff.
5. They will hand you a form that you need to complete and deliver to the University Recreation reception desk to be signed by your supervisor.
6. You are now certified as a maxi van driver.
If you have been previously certified to drive a CWU “Maxi-van” within the past 24 months, you may
retake the test online to get recertified. If you have never been certified, follow these instructions:
1. Go to http://www.cwuce.org/vansafety/course.asp 2. Username: cwu 3. Password: drivesafe 4. Once you have finished, come to the Recreation Center Reception Desk and ask for the Maxi
Van Driver Certification Form. Fill out this form and leave it for the Sport Clubs Coordinator to sign.
5. The Sport Clubs Coordinator will sign it and give it back to the reception staff. We will send the information to motor pool so CWU has a record of this certification.
6. You are now certified as a maxi van driver.
Driving Restrictions
Clubs are required to switch drivers every three hours. In addition, when club members are traveling,
they may not drive between the hours of 1 AM and 5 AM. Before departing on a long trip, clubs are
required to establish a travel plan with the coordinator. This will identify the hours the club will be
driving and where they will stop.
Traveling in Inclement Weather
When a club anticipates traveling in inclement weather they must meet with the coordinator to discuss
their travel route, how they will check road conditions while travelling, locations before passes where
they can stop if needed, and discuss schedules in which they will communicate with the coordinator
during the trip.
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Excused Class Absence Requests
Occasionally, club members will need to be absent from classes in order to attend scheduled sport clubs
competitions. You must inform your instructors at the beginning of the quarter that you participate in a
sport club that competes in off-campus events that may conflict with the scheduled class time. The
coordinator can provide you with a letter for your instructor explaining what you are doing and when
you will be traveling for the competition. If you need a letter, you must notify the Sport Clubs Office two
full weeks prior to your departure date. This letter cannot be created after the trip has taken place.
Please note, this is only a request for the instructor to work with you, we cannot excuse players from
any academic obligations.
Your request must be accompanied with the following information:
1) Club name 2) Name of the scheduled tournament or opponent 3) Location of the tournament/contest dates 4) Time of departure and return 5) Name (first and last) of all students who will be traveling
PLEASE NOTE: Each participant will be responsible for all academic work missed during competitions.
Emergency Service for University Vehicles
In the event of an emergency where the vehicle cannot be driven, have the vehicle towed to the nearest
reputable automotive repair shop or to a service station. Call the coordinator and then 509.963.3000 to
contact motor pool and seek assistance. Indicate details of injuries (if any), assistance needed, and
where the driver can be located.
In the event you are involved in an accident with a university vehicle, follow these procedures:
-Do not move the vehicle or leave the scene.
-Notify the police.
-Notify CWU Motor Pool Office at (509) 963-3259.
-Notify a Sport Club professional staff member Alex Lee at (206) 240-0872 or Corey Sinclair at
(509) 969-4523. If you reach a voicemail, leave a message, and continue to attempt to contact
the people on the emergency contact list that should be located in your first aid kit.
SPORT CLUB FORMS There are a variety of forms this program has created to help students, increase communication,
document tasks, and manage risks. These forms are located on our website at
http://www.cwu.edu/sport-clubs/. If you have any questions about these forms, please contact the
Sport Club staff.