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Presidents’ Training

Presidents’ Training. Contents. Who We Are SCC Model Meetings and Recurring Events Money The Sport Club Manual Running Your Club. Who We Are. Assistant Director of Sport Clubs. Chris Jones. Coordination and administration of the Sport Club program

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Presidents’ Training

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  1. Presidents’ Training

  2. Contents • Who We Are • SCC Model • Meetings and Recurring Events • Money • The Sport Club Manual • Running Your Club

  3. Who We Are

  4. Assistant Director of Sport Clubs Chris Jones • Coordination and administration of the Sport Club program • Risk management, allocation of facilities, final approval over sport club budgetary issues

  5. Graduate Assistant Megan Flosdorf • Shares in in the coordination and administration of the Sport Club program • Ensures that club offerings represent the current needs of students • Works 15-20 hours per week

  6. Executive Officers • Decision making body for the 45 sport clubs • Disciplinary advisory board • 3rd floor of UREC • Hold monthly presidents’ meetings • Hold 6 to 10 office hrs

  7. President • Facilitate Presidents’ and Exec Council meetings • Supportive Funds Requests • Spotlight one club weekly on Facebook page • Chair of Sport Club End of Year Party • Point of contact for community service opportunities • Provide assistance to other 3 SCC positions • Other duties as assigned Meredith Gilmer jmusccvicepresident@gmail.com

  8. Vice President Brett Woodward jmusccvicepresident@gmail.com • Responsible for Sport Club marketing including: • Spotlight one club weekly on Facebook page • UREC bulletin board and display case • Maintain website with UREC marketing staff • Control of Sport Club inventory, weekend equipment check out/in • Newsletter

  9. Treasurer Erin Henning jmuscctreasurer@gmail.com • Responsible for maintaining all financial records for the SCC • Tracking expenditures of all Sport Clubs, maintaining budget (including Supportive Funds) • Administration of appropriate paperwork for travel, expenditures and deposits

  10. Secretary Cassie Stergar jmusccsecretary@gmail.com • Maintain all club files housed in SLO • Meeting attendance and minutes • Point system • Participation numbers • Communication of deadlines/info to clubs • Distributing mail

  11. Your Club’s Exec • Treasurer • Maintain club personalaccount(with President) • Member dues • Club’s budget • Secretary • Practice Attendance • Turning in Participation numbers • Keeping meeting minutes President • Oversee exec board • Main contact between SCC and sport club • Seeks growth opportunities Vice President • Send weekend results & story topics to Vice President for FB/UREC page • Maintaining the quality of equipment • Checking in/out of equipment

  12. Sport Club Advisor • Must be full-time faculty/staff • Ensure sound leadership and decision making • Duties: guidance with management & policy, eligibility, conduct, etc. • Strongly encouraged to attend club meetings • Responsibility of officers maintain communication with advisor • Advisor signs 7 charges & officer update

  13. Sport Club Coach • Should be certified by a governing body (national or regional) • Should refrain from club management • Clubs must have a Sport Club Coach/Instructor Application on file, updated annually • Form allows for parking/campus access

  14. Meetings and Regular Events

  15. Presidents’ Meetings • Once a month • Let me know date/time! • During the meetings: • Talk about upcoming sport club events • Supporive Funds • Sport Club of the Month • YOUR club events • Leadership lessons • How can we improve the meetings?

  16. Semester “Check In” • SCC members are assigned to sport clubs • Ask questions, resolve any confusion,& learn more about the program • All 4 core officers must be there • Bring budget & competition schedule • Once per semester – within the 6-10th week of classes • We’ll come to you!

  17. Supportive Funds • Different this year • Form to request supportive funds is online on the “forms” page • Please fill this form whenever your team needs extra support, any time Oct 1 to April 1 • Must submit personal account budget • Response within 1 week • Clubs may be asked to come in • Based on participation (meetings, forms, community service), need, and detailed explanation of why extra funds are being requested

  18. Sport Club of the Month • Considerations: community service, fundraising, and participation • Benefits: • $50 in UREC bank account • Marketing for your club around UREC • Banner picture on SC Facebook page • On the participation report (due the 20th of each month) clubs receive an opportunity to provide extra information to receive this award

  19. Sport Club of the Year • $300 awarded • Applications in March • Participation, community service, fundraising, success of team

  20. Money

  21. Funds Accessible to You • Club bank account • UREC Money • Foundation Account

  22. Club Bank Account • Sport clubs keep track of the money they bring in and spend • Deposit dues and fundraising revenue • Tell members WHERE their money is going • Must be used for club related activities • Money is controlled by at least two people • President and Treasurer

  23. UREC Bank Account • Money earned through points from previous year • Supportive funds, sport club of the month/year • Will not pay for: • Food • Gas • Alcohol • Fundraising expenses • Items costing < $50 • Items not supporting club’s mission

  24. Foundation Account • A separate entity from JMU • Donations are tax-deductible for the donator • Contact Allie Morris if interested • morrisan@jmu.edu • 540-568-8708

  25. The Sport Club Manual

  26. Sport Club Manual • Everything you need to know! • UREC Mission statement: • University Recreation (UREC) promotes and advances healthy lifestyles through participation opportunities, educational experiences and supportive services. Our qualified staff is committed to excellence and attentive to the developmental needs of our participants.

  27. Sport Club Manual • Email is the primary source of communication • You’re advised to check email on a daily basis • Copy codes • Each team has a copy code to use • Handed out during the first week of school • For copying, not printing • Only for sport club relevant items

  28. Constitution • Every club is required to have a constitution • Don’t have yours? Contact SCC Secretary • Every member should be aware of and understand what is in the constitution • Email updated constitution to the SCC Secretary

  29. Constitution … So what goes in it? • It’s up to you! • Mission statement/goal • Dues • Travel and participation • Voting procedures • Strike policies • Must vote to amend!

  30. Mailboxes • Your Club mailbox is: • James Madison University Recreation CO/Club’s name MSC 3901 Harrisonburg, VA 22807 • All forms should be turned in here • Make sure to check your mailbox regularly for mail and bank statements • Do NOT put forms you are turning in to your own mailbox!!

  31. Emergency Requirements • 2 members must be First Aid & CPR Certified • UREC will offer classes for first responders - Sept 5th at 6pm, Godwin 344

  32. High Risk EMT Requirements • High Risk – activities having a documented history of catastrophic injury • Requires EMTs for scrimmaging and contact drills during practice and for entirety of the competition • If there isn’t an EMT there, call UREC • You can’t start without one • Gymnastics, M Lacrosse, M/W Rugby, Cheerleading, Wrestling

  33. Points System • Points = Money! • You receive points for: • Attendance at meetings and required events • Handing in your paperwork by the deadline • 2 points awarded for turning forms in on time • 1 point for turning it in within 48 hrs of deadline • Revising constitution for the year: 10 pts • Attending other clubs’ events – NEW!

  34. Community Service Requirements • 5 hours per member per year – Required! • Lose points for NOT DOING community service • Forms are due within a week of the event • Turn in to SCC Secretary

  35. Running Your Club

  36. Supportive funds • Travel Authorization • Travel Roster/Itinerary • Vehicle requests • Participation • Weekend Highlight – due Mondays at 10 Forms

  37. Tournaments/Practice Space • Club’s responsibility to get officials • Officers responsible for submitting facility requests for practice/game space • Email Meg with any changes • Must cancel at least 2 hours before event!

  38. Teambuilding Activities • Plan a meet and greet for new members at the UREC outdoor volleyball court • UREC ropes course

  39. Hazing • No tolerance policy • An intentional action taken toward any student, on or off campus, by a sport club or any of its members to produce humiliation, physical discomfort, bodily injury or ridicule or to create a situation where humiliation, physical discomfort, or bodily injury occurs

  40. Meetings • Make a bulleted list of what you want to talk about • Make sure that everyone has a say in the discussions, even if they are quiet • Fill out an activity request 3 WEEKS IN ADVANCE to reserve a room

  41. Questions?

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