April 27, 2011

Sports Club Federation OfficeRoom 206, Rec CenterClub Sport President Mailboxes

Dear Club Sports Presidents,

We are TTU students in Dr. Fricke’s English 2311 class. One of our projects is to write a proposal report about a current issue. We decided to write a report advising the club sports presidents on how to take advantage of the new percentage system. This report will maximize the amount of funds you receive from the Sports Club Federation Budget Council.

TTU has been dealing with a limited budget amount for a long time now. To determine how much money each of the Club Sports receives for travel, equipment, and other expenses, the Sports Club Federation has begun using a new system called the Percentage System. This new system requires you to create a budget proposal and present it to the Budget Council. We have come up with a plan for you to capitalize on your funding from the council.

This report has our recommendations on how you can take advantage of the new system. This can help you get more money from the Budget Council. We hope this is a big help to each of you.

Sincerely,

Audrya Houde

Member of the Sports Club Federation Budget Council

How to Plan Your 2011-2011 Club Sports Budget Proposal

Written by Texas Tech Students Dana Bradley, Chance Brinker, Audrya Houde,

To: The Texas Tech Club Sport Presidents

April 27, 2011

Table of Contents

Report Overview..........................................................................................2

Background of the Issue................................................................................3

The Old System............................................................................................................................3

The New Percentage System........................................................................................................3

Features of the New System.....................................................................4

OrgSync Website....................................................................................................4

General Recommendations....................................................................................4

Official Numbers Category....................................................................................5

Member Dues Category.........................................................................................5

Affiliation Dues Category......................................................................................6

Equipment/Facilities Category...............................................................................6

Monthly Meetings Category...................................................................................6

Fundraising Category.............................................................................................7

Travel/Competition Category.................................................................................7

Community Service................................................................................................7

Assistant Director’s Category................................................................................8

Penalties & What to do Next....................................................................9

Resources................................................................................................10

Percentage Chart.....................................................................................12

Report Overview

You will learn how to plan your TTU Club Sports budget proposal in this report. You will be given advice on how to maximize the money your team gets from the Budget Council. We will break down the new system and explained what the Budget Council uses to make their decisions. Also, we will describe how the new system has changed, from the old system. In addition, the new system has many different categories, where the old system was just based on the council’s opinions. The new system has changed the problems in the old system. Hopefully, this will help you plan your Club Sports Budget Proposal.

Background of the Issue TTU has 30 sport club teams1 whose budgets are determined by the Sports

Club Federation Budget Council. This council determines funding for travel, lodging, equipment, and facility costs. The teams would not be able to compete without this funding.

Recently, the Sports Club Federation voted to change the system that determines the amount of funding each team receives each year. This new system is called the Percentage System.

The Old System The old system did not have a specific scale or ranking to determine how the

money was distributed. The funding each team received was based on the opinion of the Budget Council. Each club gave a power point presentation at the end of the year to the Budget Council, and then the council decided how to allocate the funds. The students did not have any way to earn extra money or control the amounts they were given. Teams were not given extra credit for doing outside community service or fundraising.2

The new system has changed these problems.

The New Percentage System This system is divided into categories, including: Official Numbers, Member

Dues, Affiliation Dues, Equipment/Facilities, Monthly Meetings, Fundraising, Travel/Competition, Community Service and Assistant Director. Each team is assigned points in .25-point increments based on a wide variety of factors within each category.3 The percentages of each category are detailed in the chart we’ve attached after this report.

This system lets your club calculate how much money you are qualified to receive. You can keep track of the amount of points you have accumulated throughout the year. By keeping track of your records, you can plan projects and competitions ahead of time. This can help your team earn extra points and work towards earning the amount of money they would like to receive.

1 OrgSync. Accessed March 31, 2011. <http://OrgSync.com>2 Bourland, Hillary. 2010 Water Polo President. Interview. March 30, 20113 Percentage Form. Files on OrgSync. Accessed March 31, 2011. <http://OrgSync.com>

Features of the New System Below we have outlined each of the features of the Percentage System. We

have given our recommendations on navigating the OrgSync website and understanding each of the categories. There are a lot of categories covered in this section. It would be best to skim through each of these sections then go back later if you have any questions.

OrgSync Website To help facilitate student involvement in this new system, a new website has

been added, called OrgSync.4 This system allows club officers to fill out all of the club’s necessary paperwork, and keep up with deadlines and announcements posted by the Sport Club Federation.

It is important for you and your officers to setup your personal portals and set up your organization online. To sign up, go to OrgSync.com and go to the “Create New Portal” tab. The directions are pretty simple to follow from there. Once you have signed up you can join Texas Tech’s portal by going to “Join” and selecting the “SCFEC” group.5

After joining, you will be able to receive all general student organization announcements.

General Recommendations A few basic recommendations will help you to work within this system.

For the Budget Council to give you points in each category, you must file the correct paperwork. In many of the categories, you must file the paperwork by a specific deadline. Make sure you are monitoring OrgSync weekly so you do not miss these deadlines.

It is also a good idea for you to keep very thorough financial records of all of your transactions. You should keep all receipts, invoices, and bills. This will save you time at the end of the year when you are putting together your budget proposal. Also, the receipts are needed if you would like to receive compensation from the Rec.

4 OrgSync. Accessed March 31, 2011. <http://OrgSync.com>5 SCFEC Group. OrgSync. Accessed March 31, 2011. <http://OrgSync.com>

Finally, you should create several officer positions within your club. These officers will help manage the club activities within each of these categories. Different potential officers could include: President, Treasurer, Fundraising Officer, and Community Service Officer. By delegating tasks to a number of different people, you are less likely to stress one person with too many responsibilities. This method of task delegation also encourages more creativity and teamwork within your club.

Official Numbers Category The Official Numbers category is based on the number of official members

the club has registered with the Sport Club Federation office. To get each of your members registered, they must have paid their dues in full and have filed an Informed Consent form.

This form is on the OrgSync website under the tab “Files,” or in the Sport Club Federation office. You can fill it out by going to OrgSync.com, selecting files tab, and then the Percentage form.

When calculating this category, the Budget Council wants to see that your team is attempting to get more members by advertising. Possible methods include making flyers, signing up for a booth at one of the University’s Organization Fairs, or creating a website. As a Sports Club officer, you have free access to the Rec’s advertising office and employees. They can design flyers and posters for you to hang around campus. Another benefit you receive is free unlimited printing.

Member Dues Category The Member Dues category is based on how much you charge each of your

members to participate in the club either each semester or academic school year. As mentioned above, each clubs dues depend on their need. Equipment, practice facilities, number of competitions, and travel expenses all help determine how much a club due should be. An active membership campaign means more members, and that can only improve your points in this category.

Affiliation Dues Category The Affiliation Dues category includes any dues required by national and/or

regional leagues or associations that clubs must participate in. Some sports are required to be in affiliations to be able to compete. Your club will earn .25 points for every $250 spent, up to a maximum of two points.6

You must be sure to document all of these fees properly. To receive credit, you must be able to present an invoice to the Budget Council citing proof of the fee amount. This invoice is also necessary if you want to access your current club budget to pay for your Affiliation dues.

Equipment/Facilities Category The Equipment/Facilities category is based on whether your team has to pay

outside fees for a practice facility or equipment. Your club will earn .25 points for every $750 spent, up to a maximum of two points.7 This area does not include out of pocket expenses for club members.

To receive credit for these fees, it is necessary to provide a receipt of your spending by either the facility manager or the company from which you ordered your equipment.

Monthly Meetings Category The Monthly Meetings category is determined by your meetings with your

Club Sport supervisor. At the end of each month, your supervisor will e-mail you to set up a meeting. You are obligated to respond and meet with him or her.

In these meetings, the supervisor wants to see that you are prompt, are staying on track with your monthly goals, and are coming up with creative ways for your club to stay on track in each of these categories. If you miss a scheduled meeting, your club will be given a minor penalty. You must also be making an effort to stay on track with your monthly goals. These can include fundraising goals or progress in designing a community service project.

6 Percentage Form. Files on OrgSync. Accessed March 31, 2011. <http://OrgSync.com>7 Percentage Form. Files on OrgSync. Accessed March 31, 2011. <http://OrgSync.com>

Fundraising Category The Fundraising category is based on the number of projects you perform,

the amount of money you raise, and the quality and creativity of the project. Fundraising, in this capacity, does not include income from member dues.

You can look to several areas for inspiration to create a fundraising project. One area is in the community. Lubbock has many local companies which strive to support Texas Tech and its students. One potential project could include asking a local company to donate a portion of their profits for one day. Another idea includes asking several companies to donate gift cards, products or meals, and holding a raffle on campus.

When trying to create a project, it may also help to ask faculty at Texas Tech. We have a very supportive faculty and student body that your club should take advantage of. One method of raising funds includes cleaning up after sporting events. You can sign up in the Student Union Building’s Student Organization office.

Travel/Competition Category The Travel/Competition category is determined by the level of competition

your club reaches. These levels include: local, state, regional and national events. “National Travel” is defined as travel outside of the following states: Texas, Oklahoma, New Mexico, Colorado, Louisiana, Arkansas, Missouri and Kansas.8 You will not receive points for every trip the club traveled, but will earn the value based on the furthest trip the club took for the year. Your club should constantly be striving each year to expand and try to reach new heights within your competition. Ambitious, successful clubs are rewarded.

Community Service The Community Service category is determined by the number, creativity

and impact of the community service projects you complete. You must submit a Community Service Documentation no later than week after the project, and you must complete 2 projects to receive the full .25. Only completing 1 project does not give you full credit.9

8 Percentage Form. Files on OrgSync. Accessed March 31, 2011. <http://OrgSync.com>9 Percentage Form. Files on OrgSync. Accessed March 31, 2011. <http://OrgSync.com>

The creativity and impact of your projects is also evaluated. For example, participating in Habitat for Humanity for the day earns more points than merely spending a couple of hours at the Animal Haven shelter.

When searching for project ideas, it is a good idea to look around Texas Tech. Every year, the university hosts numerous campus-wide service events such as the “Share the Warmth Coat Drive,” “Take a Kid to the Game,” and the Arbor Day celebration. The sign-up for these events can be found on the OrgSync website under the “Events” tab.10

Assistant Director’s Category The Assistant Director’s category is where the Assistant Director will assign

up to 3 points based on the club’s involvement of officers, adherence to policies, management of funds, communication, involvement within the Sport Clubs Federation, and attainment of goals.

Primarily, the Assistant Director wants to see that your club stays involved in the Sports Clubs Federation. Each officer is required to complete a Risk Management course that educates members of your club about issues such as alcohol, drugs and hazing. Sign-ups for this course can be found on the OrgSync website under the “Events” tab.11 If each officer does not complete this course on time, the club will be penalized.

The Assistant Director also wants to see your club practice good communication with the Sport Clubs Federation. This means that you should be keeping your supervisor and the Assistant Director apprised of your progress. Each time you complete a project or a fundraiser or a competition, you should be filing the appropriate paperwork with the Sports Club Federation office. Your club should also be communicating with the Assistant Director if there are any problems within the club. You should think of the Club Sports supervisors as a resource to help you solve your issues.

10 Events. OrgSync. Accessed March 31, 2011. <http://OrgSync.com>11 Events. OrgSync. Accessed March 31, 2011. <http://OrgSync.com>

Penalties & What to do Next It is possible for your team to earn penalties. These penalties can be earned

for a wide variety of misconduct. Minor penalties deduct 1% while major penalties deduct 5-10% from your total percentage. Classifying the penalty will be determined by the Assistant Director.12

In the next pages, we’ve attached a copy of the Percentage Chart as well as a list of useful contacts that will help you get started earning points for you club. We wish you the best of luck.

12 Percentage Form. Files on OrgSync. Accessed March 31, 2011. <http://OrgSync.com>

Resources The Sports Club Federation office is located on the third floor of the TTU

Rec Center in room 206. This office and its employees are your most valuable asset in all issues regarding your club. Below we have listed their contact information, as well as other resources that might aid your club.

The Budget Council members know the most about the new Percentage System. They are who you should contact if you have questions regarding your current percentage point total and how you can earn extra points.

Adam Miles – Budget Council PresidentAdam.miles@ttu.edu

You should use your supervisor as a sounding board. Utilize their experience to get advice about issues such as setting up new projects and dealing with problems between members. Your supervisor is who you should contact first if you come across any issues or questions.

Danielle Hill – Club Sports SupervisorDanielle.hill@ttu.edu

Stephen Holick – Club Sports SupervisorStephen.holick@ttu.edu

Kyle Kuby – Club Sports SupervisorKyle.kuby@ttu.edu

Christine Lavercome – Club Sports Supervisorc.lavercome@ttu.edu

The Assistant Director arranges each of the events that take place within the Sports Club Federation office. He also monitors all of the OrgSync form submissions. He is a valuable resource if you have already consulted your supervisor but cannot come up with a solution.

Jonathan Elliot – Sport Club Federation Assistant Director806/786-2044Jonathan.elliot@ttu.edu

Percentage Chart This chart is an outline showing how the percentage points are assigned

within each category. An example of a completed percentage chart shows you how to sum your team’s points to keep track of your progress throughout the year.