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2013 Sport Clubs Officers’ Clinic

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2013 Sport Clubs Officers’ Clinic. Welcome. Introduction Zach Gilbert - Assistant Director Brian Stelzer - Coordinator Andy Rampe - Coordinator. Agenda. Together Learning Outcomes Expectations Being a Club L eader Important Dates SCC/ E- Board Competitive Sports Staff Advisors

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Presentation Transcript
  • Introduction
    • Zach Gilbert - Assistant Director
    • Brian Stelzer - Coordinator
    • Andy Rampe - Coordinator
  • Together
    • Learning Outcomes
    • Expectations
    • Being a Club Leader
    • Important Dates
    • SCC/ E- Board
    • Competitive Sports Staff Advisors
    • Monthly Meetings
    • Coaches
    • Eligibility
    • Waivers/Swim Tests
    • Supervisors
    • Technology
agenda cont
Agenda (cont.)
  • Presidents & Treasurers
    • Budgets
    • Purchasing
    • Points
    • Logos
    • Travel
agenda cont1
Agenda (cont.)
  • Vice Presidents & Secretaries
    • On Campus Services
    • Home Events/Meetings
    • Practices
    • Lights
    • Risk Management
learning outcomes
Learning Outcomes
  • Participants will be able to define the roles of coaches and supervisors.
  • Participants will be able to identify five policies pertaining to the administration of their club.
  • Participants will score 80% or better on after clinic assessment.
  • Participants will be able to outline three duties of their officer position.
  • Participants will be able to list at least three monthly meeting agenda items.
  • What can you expect from us?
    • To be a resource and an ally
    • To hold you accountable
  • What we expect from you:
    • Communication
    • Accountability
    • Seahawk wherever you go
leading the club
Leading the Club
  • Head of an organization
    • Set the example
      • Share your vision, promote camaraderie
      • Talk the talk AND Walk the walk
    • Margaret Thatcher said about leaders. “Being a leader is like being a lady. If you have to tell people you are one – you’re not.”
leading the club1
Leading the Club
  • Transitioning Leadership
    • What went well?
      • On AND off the field
    • What do you need to make that transition easier?
      • E.g. access to club email, past contacts, off-campus account info.
leading the club cont
Leading the Club (cont.)
  • Expectations of members
    • Make sure they are written in your constitution.
  • Recruit Leaders
    • Identify prospective leaders
    • Create positions for them as a “try out”
      • Alumni Chair, Fundraising Officer, Etc.
  • SCLS (fall)
    • Dobo 205 5:30pm
    • Sept 11, 25
    • Oct 16, 30
    • Nov 13, 20
  • SCC (fall)
    • Dobo 134 7pm
    • Oct 15
    • Dec 3
scc e board
SCC/ E-Board
  • Sport Club Council
    • How it affects your club
    • Supplemental Funding
  • Executive Board
    • President: Sal Serpe
    • Vice President: Blair Bigwood
    • Treasurer: Amanda Wilcek
    • Secretary: Joseph Maldonado
  • Their role within the SCC
    • Mentor clubs
    • Represent clubs in certain situations
    • Provide budget recommendations
monthly meetings
Monthly Meetings
  • Meetings once a month with CS Advisor
  • Preferred to be with Club President and at least one other member, but can with as many members as club desires
  • Be prepared to discuss:
    • Club goals
    • Monthly club report
      • (Due last Wednesday of each month)
    • Upcoming events
    • Upcoming travel
    • Club budget
    • Anticipated purchases
  • Must submit Coaching Information Form
  • Must attend one Coach’s Orientation session
    • Time & Location TBD
  • CS Staff must review coaching candidates
  • It is recommended that they have certifications.
  • Their job is to coach, not run the club
  • Who is eligible?
    • “Currently enrolled University of North Carolina Wilmington students who have paid student fees are eligible to participate in the sport clubs as are University of North Carolina Wilmington Faculty & Staff.”
  • Try outs
    • Can’t cut anyone, but can create a travel squad, A team, etc.
waivers swim tests
Waivers/Swim Tests
  • Waivers
    • Due to CS Office before any practices/physical activity
    • Should be done during required interest meetings
  • Swim Tests
    • Required for ALL aquatic related clubs
    • Must make appointment for club (set-times avail.)
      • first come first serve
  • ID & Waiver Checks
  • Enforce policies
  • Help you with events
  • Another line of communication


  • Forms/Manuals page


  • Direct credit card payment
  • Dues/entry fees (always open or period only)
  • Link Available on Sport Clubs website
league dues tournament entry
League Dues/Tournament Entry
  • NEW
    • May be paid by Credit Card with advanced notice
    • MUST follow same purchasing procedures
      • (quote first, ensure they take credit, etc.)
    • Travel & Tournament Entry
      • MUST be requested/submitted with Travel Request
social media
Social Media

Facebook: UNCW Sport Clubs (Group & Page)

Twitter: @UNCWSportClubs

  • Live On-Campus posts/tweets
  • Marketing & Newsletter

We need more followers!!

  • Fall Semester Album Challenge
    • Photo in album w/most “Likes” wins
  • Spring Semester Bracket
    • Match-ups (groups of 4) in tourney style showdown!
    • Winner earns 5 budget points
      • Worth $100 in 12-13
uncw sport club bracket round 1
UNCW Sport Club Bracket Round 1

Winner determined the week of Jan XX

Vote for a team using the poll question below!

Club 1: Men’s Rugby

Club 2: Women’s Ultimate

Club 4: Women’s Lacrosse

Club 3: Triathlon

video newsletter
Video Newsletter
  • Created monthly for highlights & info
  • Content
    • Announcements
      • Upcoming meetings/deadlines/etc.
      • Competition schedule
    • Athlete of the Month
      • Submit each month, voted on by Council Board
    • Results/Highlights from past month
  • Keep track of your income and expenses
  • Fundraising/Sponsorships
    • Make sure you get it approved
    • Get creative
  • Deposits
    • Money should be deposited by the next business day.
    • Donations are eligible for tax benefits.
  • Petty Cash
    • Get approval
    • Under $50
    • Bring in Receipts
    • Fill out form
budget requests presentation
Budget Requests/Presentation
  • Request/Hearing (60% of on-campus allocation)
    • February/March
    • More formal process this year
      • Powerpointor similar
      • Defend/show projected budget
        • (e.g. bring copies of invoices, show competition results, etc.)
    • Must include Operational Cost
      • Minimum to function as a club
      • Carry over balance should NOT be more than double
point system
Point System
  • Point System (40% of on-campus allocation)
    • You can earn points and you can lose points
    • Changes for the 12-13 AY
      • No weekly reports
      • Can only gain 3 budget points a semester for team meetings
      • ½ point for chalking, tabling, & painting rock
  • http://prezi.com/m7kf4dp2_tlo/sport-club-sectreas-workshop/
  • Must be pre-approved!
  • Art work must be submitted for approval
  • Submit a merchandise request form
  • If using a logo, must be with a licensed vendor.
  • Approved Logos
  • Forms
  • Travel Notebooks
  • Reimbursements
    • Any reimbursement submitted after the 10 business day deadline will be subject to minus points in the amount of -5 points for each day late. This is only incurred if a reimbursement is submitted late.
    • Name on receipt must match name on card.
    • Must be within travel dates.
  • Gas
      • Fuel receipt that shows the $ per gallon, the date of purchase and the total price.
  • Entry Fees
      • Submit the official entry form and a travel request for the event to sportclubs@uncw.edu. Make sure to note that you want to use club funds to pay.
      • Entry fees can only be process along with a travel request. All entry fees are paid AFTER the event takes place.
travel cont
Travel Cont.
  • Lodging
    • Must submit receipts with a zero balance.
    • Must submit a Hotel Occupancy Form upon return.
  • Vehicle Rental
    • Call Enterprise to reserve a vehicle(s) and write down the reservation number on the vehicle request form. Confirm that Enterprise has your driver licenses information on file.
    • Make sure to identify yourself and your club. Request the UNCW rate (includes insurance.)
    • Complete the vehicle request form including the reservation number and tax (must be listed as a line item).
    • Submit the Vehicle Request with the Travel Request .
    • Gas cards are available for Rental Vehicles. Cards may be reserved by checking the appropriate space on the Travel Request form. They are available on a first-come, first-serve-basis.
on campus services
On Campus Services
  • Mailbox
    • CR Offices
    • Please get into a habit of checking it once a week
  • Email
    • Create a club email that can be passed down
    • Request a UNCW email account by contacting the Campus Activities & Involvement Center located in the Fisher Student Center.
  • Reserve a room
    • Free of cost
    • Contact information is in the Sport Clubs Manual online.
    • Send Competitive Sports an event request
  • Flyers
    • Less than 20 copies can made CAIC Office
    • Competitive Sports can help you with larger projects
    • Club funds can only be used for on campus printing
  • Buttons
    • 50 per semester
  • Posters
    • 5 per semester
  • Banners
hosting an event
Hosting an Event
  • Fundraisers/ Games/ Meetings
    • Submit home game schedule as soon as possible (ALL Clubs)
    • Fundraisers/Meetings
      • For on campus meetings rooms see previous slide
      • Submit Event Requests for Campus Recreation Facilities
      • Make sure you have a spot reserved for fundraisers
hosting competitions
Hosting Competitions
  • Games
    • For games submit an event request – 14 business days in advance
    • Contact opponent to verify times and dates
    • Schedule officials if needed
    • Schedule a time to set up for your event
    • Develop a budget
  • Pre-Competition Meeting (NEW)
    • REQUIRED to host on-campus
    • Held week prior to event (Thursdays @ 5pm or by appt.)
    • Agenda: Set-up, Field, Painting, Restrictions, etc.
  • Requirements to begin practicing
  • Non club members cannot participate!
    • Cape Fear students, community members, etc.
  • Cancelations
  • Field Conditions
    • Pay attention to weather/call hotline
  • Bikes & Skateboards
    • Off the fields
    • Bike at racks
  • Trash
  • Keys and Equipment
risk management
Risk Management
  • Waivers
    • Proof read!
      • Common errors
    • Swim test
      • Must schedule time
  • Float/Route Plans
    • Route intended to take
    • Who is participating
    • Who is CPR/1st AID certified
  • Injuries
    • Reports
  • Weather
    • 30 rule for lightning
    • 2 members