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Officer orientation. Tuesday August 26 th , 2014. Agenda. Welcome and Introductions Activation Check-List Officer’s Manual & Expectations Budget Risk Management Schedules CPR & First Aid Certifications Important Forms Travel Updates Keys Coaches Orientation Important Dates

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officer orientation

Officer orientation

Tuesday August 26th, 2014

  • Welcome and Introductions
  • Activation Check-List
  • Officer’s Manual & Expectations
  • Budget
  • Risk Management
  • Schedules
  • CPR & First Aid Certifications
  • Important Forms
  • Travel Updates
  • Keys
  • Coaches Orientation
  • Important Dates
  • Questions & Answers
welcome and introductions
Welcome and Introductions
  • Scott Schuttenberg
    • Under Armour/East Bay
      • Page 11 in Manual
    • Budget/Allocations
  • Jaclyn Gidley
  • Club Sport Executive Council
  • All Clubs
list of club sports teams
List of Club Sports Teams
  • Baseball
  • Climbing
  • Cycling
  • Dance*
  • Fencing
  • Figure Skating
  • Men’s Golf*
  • Hockey
  • Karate*
  • Men’s Lacrosse
  • Women’s Lacrosse
  • Quidditch
  • Men’s Rugby
  • Women’s Rugby
  • Men’s Soccer
  • Women’s Soccer
  • Swimming
  • Taekwondo
  • Tennis
  • Triathlon*
  • Ultimate
  • Women’s Volleyball
activation check list
Activation Check-List
  • Attendance at Rec Fest – Aug 22nd @ 8pm-Midnight
  • Attendance at Student Involvement Fair – Aug 24th @ 12pm-3pm
  • Club Sport Officer Orientation – August 26th
  • Completion of CPR/FA/AED class for safety officer – Sept 6th & 7th @ 9am in Upper Group Fitness
  • Complete online UNC Club Chartering package – September 15th
officer s manual
Officer’s Manual
  • Expectations
    • Hazing will not be tolerated! (Page 3 in Manual)
    • Publicity and Marketing (Page 9 in Manual)
    • Please read through the manual prior to 1-on-1 meeting with Jaclyn, and have questions ready
  • Officer Agreement (last page in manual)
    • Sign tonight!
  • Club Sport Supervisors
    • I will be hiring for this position
officer expectations
Officer Expectations
  • Responsibility
    • Represent UNC both ON & OFF the field
    • Set the tone and expectations with your team early
      • As a staff we will support decisions that you make that you feel are in the best interest of the University and your club
  • Communication
    • Be sure to have open communication with other officers, teammates, and Jaclyn
    • Respectful, timely, direct, and honest
      • Jaclyn Gidley– 970-351-2936 (Office) & 765-661-9094 (Cell)
      • Appointments – Honor your commitments
      • Blackboard – Your first stop for paperwork and information
  • You are a Chief Executive Officer (CEO)
    • Think “Big Picture”
    • Live up to your word
    • Hold your teammates accountable
    • Step in and help fellow officers when necessary
    • Be knowledgeable of the status of other officers
    • Organize and hold your own club meetings
vice president
Vice President
  • You are a Chief Operating Officer (COO)
    • Responsible for the daily operation of the team
    • Making sure everything is running properly
    • Is all paperwork turned in for every player?
      • Assumption of Risk
      • Non-Hazing
      • Photo Release
      • Etc.
  • You are the Brain of the Operations
  • You want to be knowledgeable on what everyone else in the club is doing
  • Be seen somewhat as the record keeper
  • Double checking that the club is in order and being a resource to any of the other officers where needed
  • Responsible for the approval of all the marketing materials for the team
  • Brochures, flyers, shirts, jerseys, any type of merchandise
  • You are the bank
    • Any and all purchases need to go through you
    • Need to be aware of how much is in your accounts
    • “2” Account is your allocations
    • “8” Account is your self-generated monies
    • Fundraisers
      • Organizing, taking the lead, and brainstorming for ideas to raise money for the club
student funded 2 account
Student- Funded – “2” Account
  • Account 20185 (General)
    • Withdrawals only – one way account
    • Top portion of your account statement
    • “2” Account money is to be used primarily for the following:
      • League dues
      • Rental costs
      • Player and Tournament registration fees
      • Student hourly staff
      • Umpires/Referees
self generated fund 8 account
Self Generated Fund – “8” Account
  • Two-way account – Deposits and Withdrawals
    • Deposits – dues, fundraising, donations, tournament fees, sale of merchandise, ticket sales
    • Withdrawals – reimbursements, coaches, equipment, apparel, regular season travel, registration, and fees
deposits withdrawals
Deposits & Withdrawals
  • Deposits – Page 12 in Manual
    • All cash/checks collected need to be deposited ASAP in the Campus Recreation Office between 8am – 4pm (will not accept after 4pm)
      • Never deposit any Club Funds into your personal account
      • For credit card payments over the phone instruct the payee to call Jaclyn at 970-351-2936
  • Withdrawals
    • Reimbursements must be for approved expenses
    • Need the original receipt (has to be an itemized receipt)
    • For Tournament Registrations a form or letter from host is required
    • Please drop off receipts in an envelope with the following information
      • Payee’s name, address, and Bear ID
      • Reason for purchase/reimbursement
withdrawals continued
Withdrawals Continued
  • Purchases
    • P-Card – memberships, registrations, equipment, apparel, food, and travel
    • Check Request – building and room rental, Independent Contracts (officials), reimbursements
  • Travel
    • Complete and submit a Travel Resource Form
  • Registration and Fees
    • P-Card and/or Check Request
      • We will need an official form showing what exact the cost is for
fundraising donations
Fundraising & Donations
  • Clubs must match 100% of their “2” Account allocation
  • All fundraisers must be approved by Jaclyn (
    • Association with the following is off-limits; Alcohol, tobacco or drug related business/industries, UNC Athletics corporate sponsors, and raffles/gambling
    • All car-washes must consist of appropriate attire! (no bathing suits or white shirts)
    • UNC Football games - $100 per game for a team that brings 4-6 people
  • UNC Foundation is a private non-profit 501(c)(3)
  • We (Club Sports) are not a 501c3, so all our donations must go through the foundation for tax purposes. 
  • Let people know that their donation is tax deductible as it will be deposited through the Foundation. 
  • Allocations (Page 12-14 in Manual)
    • Will be announced next week
  • Dues Spreadsheet
    • Fill out tonight
  • Account Statements
    • Reading your statement
      • Budget forecasting is VERY important
        • Anticipate upcoming revenue and purchases
  • Updates will be made on a weekly basis
half time
  • Go take a 10 minute break and then be ready to play a game!
community and unc service
Community and UNC Service
  • Giving Back
    • Habitat for Humanity Volunteer Day
    • Additional volunteer opportunities
      • Youth Clinics, Weld County Food Bank, UNC Events, City of Greeley Parks and Rec, Greeley Museums Office, Poudre River Trail, United Way, Boys & Girls Club, Habitat for Humanity, Senior Resource Service, Etc.
      • Visit for more ideas!
  • Practices
    • Everyone has a hardcopy of their practice schedule (if on campus)
    • If you practice off campus, please send me the days/times/locations for our website
  • Season Schedules
    • I have Hockey, Men’s Rugby, Women’s Soccer, and Men’s Soccer
    • Anyone else please bring schedule to 1-on-1 Meeting or email me
cpr first aid aed certifications
CPR/First Aid/AED Certifications
  • Safety Officers (Page 9-11 in Manual)
    • At least 2 officers/members must be trained and certified
  • CPR/FA/AED Training Dates
    • September 6th and 7th @ 9am. Daniel and I will be teaching
risk management
Risk Management
  • Injuries and Accidents are going to happen
  • Prepare, react, communicate, and evaluate
  • Emergency Contact Information
  • Athletic Trainer at “High Risk” sports home contests
    • Soccer, Rugby, Lacrosse, & Ice Hockey
risk management continued
Risk Management Continued
  • Travel
    • Paperwork – Travel Roster & Travel Resource Form
      • Planning…
        • How your team is getting there
        • Where you’ll be staying
        • How you’ll be getting back safely
    • Travel Binder & First Aid Kit
    • Leadership, Common Sense & Communication
important forms
Important Forms
  • All packets have enough hard copies for 20 members
    • If you need more you can come pick up more
  • Blackboard location
    • Emergency Contact List
    • Assumption of Risk
    • Liability Waiver & Participation Agreement
    • Fundraising Template
    • Photo Release Form
    • Vehicle Owner Acceptance of Responsibility
travel updates
Travel Updates
  • Travel Roster v Travel Resource Forms
    • Page 14-18 in Manual
    • Travel Roster – everyone must complete!
    • Travel Resource Form – any travel that requires hotels, rental vehicles, or airline tickets
  • 15 Passenger Van Training
    • August 27th and 28th at the Gear Shop from 5-6pm
  • Teams who should have keys
    • Men’s Rugby
    • Women’s Rugby
    • Men’s Soccer
    • Women’s Soccer
    • Men’s LAX
    • Women’s LAX
    • Ultimate
    • Quidditch
    • Baseball (Jackson)
    • This is shared space
coaches orientation
Coaches Orientation
  • Current list of Coaches
  • Orientation
    • Would like them to attend the 1-on-1 meeting, if they can’t I’ll meet with them on an individual basis
    • If you don’t have a coach and you need or are looking for one, it is your responsibility to take the lead on this
important dates
Important Dates
  • Club Sport Council Meetings – (Pg. 8 in Manual)
    • September 3rd, 2014
    • October 8th, 2014
    • November 5th, 2014
    • December 3rd, 2014
  • Must schedule a 1 on 1 meeting with Jaclyn
    • Use sign up sheet
recap on tonight s list
Recap on Tonight’s List
  • Everyone needs to
    • Get their picture taken (marketing)
      • Fill out Photo Release form prior
    • Sign the 2014-2015 Officer Agreement
    • Write down your team dues on spreadsheet
    • Schedule 1-on-1 Meeting with Jaclyn
    • Update Coaches Information (if applicable)
    • Vehicle Responsibility Form (if applicable)