Sport Clubs Officers' Clinic: Leading with Accountability and Vision

1. 2013 Sport Clubs Officers’ Clinic

2. Welcome • Introduction • Zach Gilbert - Assistant Director • Brian Stelzer - Coordinator • Andy Rampe - Coordinator

3. Agenda • 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

4. Agenda (cont.) • Presidents & Treasurers • Budgets • Purchasing • Points • Logos • Travel

5. Agenda (cont.) • Vice Presidents & Secretaries • On Campus Services • Home Events/Meetings • Practices • Lights • Risk Management

6. 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.

7. Expectations • 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

8. 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.”

9. 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.

10. 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.

11. Dates • SCLS (fall) • Dobo 205 5:30pm • Sept 11, 25 • Oct 16, 30 • Nov 13, 20 • SCC (fall) • Dobo 134 7pm • Oct 15 • Dec 3

12. 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

13. 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

14. Coaches • 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

15. Eligibility • 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.

16. 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

17. Supervisors • ID & Waiver Checks • Enforce policies • Help you with events • Another line of communication

18. Technology Website • Forms/Manuals page Touchnet • Direct credit card payment • Dues/entry fees (always open or period only) • Link Available on Sport Clubs website

19. 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

20. 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

21. 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

22. 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

23. Video Newsletter

24. 10 Minute Break

25. Presidents and Treasurers

26. Budgets • 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

27. 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

28. 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

29. Purchasing • 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

30. Travel • 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.

31. 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.

32. Vice Presidents and Secretaries

33. 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

34. 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

35. 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.

36. Practices • 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

37. 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 • CPR/1ST AID • 2 members