Club Sports Coaches Handbook

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Table of ContentsMission Statement…………………………………………………………………………………………………………………….3

Introduction………………………………………………………………………………………………………………………………3

Role of Coordinator……………………………………………………………………………………………………………………3

Responsibilities of Coach……………………………………………………………………………………………………………4

Core Values………………………………………………………………………………………………………………………………..5

Policies and Procedures………………………………………………………………………………………………………….5-7

Safety & Risk Management…………………………………………………………………………………….…………….8-11

Weather Policies………………….…………………………………………….…………………………………………………….11

Travel Regulations…………………………………………….……………………………………………………………………..12

Team Sanctions….…………………………………………….…………………………………………………………………13-15

Contact List………………………………………………………………………………………………………………………………16

Maps……………………………………………………………………………………………………………………………………..…17

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Mission Statement

The mission of this Coaching Handbook is to provide a guide for our Campus Recreation Club Sports appointed coaches. At Mount St. Mary’s a successful club is an integral part of campus recreation. The coaches appointed to our various clubs are to follow the four pillars that our university was built upon; Faith, Discovery, Community, and Leadership. Upon these pillars, they are to uphold a high level of ethical standards, values of good character, and follow all campus rules and regulations as expressed in the campus’ employment policies and procedures, as well as any policies outlined in this handbook.

Introduction

Once a coach or instructor is hired, he/she is considered an employee of the University and must complete the appropriate paperwork and meet all conditions provided by Human Resources department. Coaches are entitled to a semester stipend for their duties that may be kept for personal use or donated back to the club. Each stipend will be determined by the Club Sports Coordinator through the use of relevant information provided by the Coach. Coaches and instructors must meet with the Club Sports Coordinator to discuss his/her responsibilities to the club and pertinent rules of the Campus Recreation Department.

Clubs may also secure the services of volunteer assistant coaches. In order to do so, the club must submit the name(s) of the coach to the Club Sports Coordinator. They will then be contacted and asked to fill out a Volunteer Coach Contract. The Club Sports Coordinator will have final approval. If approved, the coach(s) may be entitled to compensation.

Volunteer coaches will be eligible to receive complimentary ARCC membership. This membership will allow them to use the ARCC facility including the fitness center, Fieldhouse and pool. This membership will run on a semester basis so they may receive one in the beginning of the academic year and if eligible for renewal, in January. In order to obtain this membership, they must fill out and submit the Volunteer Coaching Contract. Once approved, they will be contacted by a member of the Campus rec staff with further instructions. They will be required to attend a minimum of 1 practice or a total of 12 practices per semester in order to receive this benefit.

Role of Club Sport Coordinator

The Club Sports Coordinator serves as the official representative of Campus Recreation in the supervision of the Club Sports Program. In this role, he/she will:

Assist clubs in the coordination of activities, including marketing and fundraising. Provide advice on matters of scheduling, eligibility, coaches/instructors, finances,

safety/risk management, and travel. Allocate facility space and funds.

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Assist with the continuing development of policies and procedures of the individual clubs.

Provide all participants with training and leadership development opportunities. Enforce all policies and regulations as defined by Campus Recreation and Mount St.

Mary’s University. Discipline clubs and individual club members, as needed.

NOTE: The Club Sports Coordinator reserves the right to alter a coach’s pay based off of coaching responsibilities not being met. All coaching positions serve on a one-year term during the academic year corresponding with when the contract was signed. The Club Sports Coordinator also reserves the right to terminate a coach’s contract at any time during the academic year. All coaching positions are not guaranteed to be renewed at the end of the contract length.

Responsibilities and Obligations of Coach/Instructor

Coaches and instructors must acknowledge and respect the leadership positions held by the officers and abide by all decisions made by this group. Through their recommendations should be considered, final decisions will be made by the officers and/or club because they are ultimately held responsible. The expected roles of a club sport coach/instructor are:

To follow all University and Department policies and guidelines relative to club sports. To be involved strictly with coaching/teaching the team in practice and competition and

to refrain from participating in other areas of club management. Again, the student officers serve as the liaison between the club and Campus Recreation Department.

To be a positive role model for all club sports. To provide proper supervision. To select goals that are attainable and provide realistic challenges for the students.

Discipline of Coaches/Instructors

Coaches and instructors may be sanctioned or dismissed for the following: Inappropriate behavior with students. Providing alcohol or other drugs, as well as drinking with students. Acting in an unsafe manner Failing to favorably represent Mount St. Mary’s University in a public setting

Campus Recreation has an obligation to protect each club and its members. If, in the opinion of the Club Sports Coordinator, any coach or instructor neglects or misleads club members, or is not working in the best interests of the club, he/she can be relieved of all coaching and/or teaching functions. Coaches and instructors will be afforded the same due process as the club and its members

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Core Values

As an employee or volunteer coach at Mount St. Mary’s University, he or she is required to demonstrate a creative and respectful practice environment, motivate every player to participate to the best of their abilities, remind the players to have a positive attitude, and honest with themselves, teammates and coaches. These core values are set in place for the betterment of the student athletes involved in the club and the coaches. The values are not descriptions of the work or the strategies we employ to accomplish our mission. The values underlie our work, how interact with each other, and which strategies we employ to fulfill our mission. The core values are the basic elements of how we go about our work. They are the practices to use every day in everything we do.

POLICIES AND PROCEDURES

RATIONALE: To provide our Club Sports with some basic guidelines so all coaches can deal with their athletes and their problems on a consistent basis.

I. COLLEGE MONEY

All sport clubs are responsible for managing their own funds and the activities associated with keeping a budget. This includes budget preparations, account management, fundraising, and requesting Campus Recreation funds. Campus Recreation funds are allocated on an annual basis (July 1–June 30) after review of the club’s budget request.

Ia. Budgets Club sport budget requests for the subsequent year must be submitted to the Club Sports Coordinator. Budget proposals for the upcoming year will be evaluated by the Club Sports Coordinator.

Allocations are determined at the beginning of each school year. Allocated funds will be available after all required forms are submitted and club-specific obligations are met. Funds will not be allocated for “national” events unless the club qualifies for a particular game/tournament outside of the region. Travel concerns will be evaluated on a case-by-case basis by the Club Sports Coordinator.

Ib. Self-Generated Funds It is not the policy of the Club Sports Program, nor is it financially possible, to fund all club expenses. Club sports are expected to supplement their allocated funds with self-generated revenue, such as membership dues, fundraising events, etc. Upon completion of the event, the fundraiser must be documented and submitted to the Club Sports Coordinator.

Once the money is collected, the funds may be transferred into the club’s account. These funds roll over on a yearly basis.

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Ic. Campus Recreation Allocated Funds

Campus Recreation funds will be dispersed by the Club Sports Coordinator. Club account ledgers will be kept in the CS office and may be examined at any time by club officers or advisors. At the end of the spring semester, any funds not used by a club are subject to redistribution based off of other club needs and the needs of the program as a whole. In order to use Campus Recreation allocated funds for purchases, make sure to plan ahead. It may take six weeks or longer from the time of purchase to actual product delivery. Campus Recreation funds may not be used for the following:

Any item that will become the permanent possession of a participant (i.e., warm-up jackets).

Alcohol, drugs, or any other illegal substance.

With advance approval of the Club Sports Coordinator, Campus Recreation allocated funds may be used for the following purposes:

Travel Equipment and maintenance Uniforms (which remain school property) Registration and entry fees Officiating/league fees and game/practice related expenses

All expenditures must be coordinated and processed through the Club Sports Coordinator. Any additional questions about how Campus Recreation allocated funds can be used should be directed to the Club Sports Coordinator. Procedures for Using Allocated Funds

Clubs wishing to use allocated funds for the purchase of goods and services must contact the Club Sports Coordinator with their intent to purchase or by using the Purchase Order form on IMLeagues.com. Due to the complex process of purchasing with University funds, it is necessary to do so at least six weeks prior to the date the equipment/service is desired. All requests must be accompanied by the following information before they will be accepted by the Club Sports Coordinator:

Vendor Name Quantity/Price Per Unit and Total Price Vendor Address Point of Contact Telephone and Fax Number Federal Tax Identification Number (a nine-digit number)

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If any reimbursement (approved in advance) is to be made to an individual, original receipts must accompany the request. Photocopies will not be considered original. Any item that is supposed to be reimbursed must have prior approval of the Club Sports Coordinator.

Campus Recreation will not be responsible for purchases that have not been approved. The individuals making the purchase will be held financially responsible.Requests for Additional Funding

Any requests for additional funds should be directed in writing to the Club Sports Coordinator. A full explanation as to the need for additional funds must be included. A representative of the club should be prepared to meet with the Club Sports Coordinator to discuss the request. All requests for additional funding for a national tournament must be submitted to the Club Sports Coordinator. All requests must include the following information:

Official letter of invitation to the event. List of club members invited to participate in the event. Itemized list of all expenses. Itemized list of all funds raised for the event. Total amount requested.

Campus Recreation may allocate money to help send a club to a national tournament. As stated before, requests for additional funding will be considered on a case-by-case basis by the Club Sports Coordinator.

Donations In order to accept donations, clubs must insure that they receive gifts according to the donor’s specifications and that the donor is able to take advantage of any tax benefits. Anyone wishing to make a donation to your club must contact the Club Sports Coordinator for further information. Clubs may not solicit donations without advance approval of the Coordinator.

II. SOCIALIZATION WITH STUDENTS OR STUDENT ATHLETES

A. No coach will attend alcohol consuming parties or functions with students. 1. Being close with athletes is fine, as long as a level of professionalism is maintained. 2. This should be practiced in and out of season, at home or on the road. 3. You represent our institution twenty-four hours a day-everywhere you are. Act

accordingly.

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III. ATHLETE TRAINING

A. Preseason Preparation 1. Before an athlete may begin to participate, all of their medical paperwork MUST be

complete and turned into the head coach. An athlete will be considered ineligible to compete until all of the following materials are secured by the head coach:

a. Family Insurance Notification b. Xerox Copy of Health Insurance Card (Front& Back)

2. The head coach will provide the Club Sport Coordinator with a list of those athletes who have handed in their completed paperwork. It is the coach’s responsibility to police and not allow ineligible athletes to participate.

B. Responsibilities of Mount St. Mary’s University Club Sport Coaching Staff 1. Communicate times of practices, or change in game schedules, at least 24 hours

before they are to be held to the Club Sport Coordinator. 2. Provide a schedule of the times and location of all games, departure times, and

changes in schedule to the Club Sport Coordinator’s Office. 3. Provide a preseason roster and update this roster when necessary. 4. Police and prevent ineligible athletes from participation in practices and games until

all FORMS are complete.

SAFETY & RISK MANAGEMENT

A. Release of Responsibility 1. Each participant in the Club Sports Program is required to complete a Club Sports

Membership Release Form prior to any participation. This document informs the participants of the potential dangers associated with participation. Individuals who have not completed a Club Sports Membership Release Form may not participate in any club sport activity. Those clubs not in compliance will be subject to program sanctions.

B. Medical Exams 1. The University strongly recommends that all Club Sport participants have annual physical examinations. Mount St. Mary’s University and Campus Recreation assume no responsibility for any participant with an existing health condition that makes it inadvisable for him/her to participate in any given activity.

C. Insurance 1. All participants who are practicing, participating in scheduled club events, and/or traveling with the club are strongly encouraged to carry adequate health and accident insurance coverage. Adequate insurance should include coverage for injuries incurred while participating in club activities and during periods of travel to and from club-related activities.

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D. Emergency Action Procedures 1. Clubs will be provided with basic first-aid supplies upon request, including pre-wrap and tape. Club Sport Supervisors will also have first-aid supplies available at all home games for club use. 2. If an injury occurs, here are some things to remember:

If the injury is life threatening, call or send someone for help. Have someone assign other club members or bystanders to specific tasks (i.e., calling campus safety, family members, etc.). Administer first aid if necessary.

All serious injuries that require transportation (doctor’s office, hospital, etc.) should include a 911 call for ambulance assistance. Make sure to have someone meet the emergency vehicle.

When in doubt, always believe the injury is more serious than originally thought. Call for help and do not move the injured participant, even if it means delaying a game in progress.

Remain with the injured participant until help arrives. An Injury Report Form must be completed whenever ice is dispersed, first aid or CPR is

administered, or after an injury that may warrant medical advice or observation. This report must be completed in full and submitted to the Club Sports Coordinator within 24 hours of the injury (Form can be found on IMLeagues.com).

All clubs are required to have their own EAP specific to their practice location and typical routine on file with the CS office for the current academic year. Injury Report Form Tips

This form can be found on IMLeagues.com. If a Club Sports Supervisor is present at the time of the injury and they document what occurred, there is no need for additional documentation by the club. However, it is recommended that the clubs Safety Officer routinely check-in with the Club Sports Coordinator regarding injuries and ensuring proper documentation for all.

Fill out the form completely with all relevant information. Be specific about how the injury occurred.

1. What events led up to the injury?2. How was the person injured? 3. When did the injury take place (during the game, warm-ups, etc.)? 4. Did it happen during the normal course of the game? 5. Was there a fight or altercation?

E. Preventing Disease Transmission 1. While the risk of becoming infected during first-aid administration is remote, there is a small chance that some blood-borne infectious diseases can be transmitted. In order to reduce risk, use the following procedures if confronted with blood or other potentially harmful bodily fluids:

A participant that is bleeding shall be removed from a club sport activity until the bleeding has stopped and the wound has been completely covered.

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A participant that has blood on a uniform shall be removed from the contest until the soiled clothing has been changed.

Before treating any injury involving blood or other body fluids, gloves (rubber, latex) must be worn by the person administering first aid.

Immediately wash hands after administering first aid, even if gloves were worn and no contact with blood occurred.

In a Campus Recreation supervised facility, get a Facility Supervisor to clean all blood-contaminated surfaces and equipment.

Any materials (gauze, band-aids, paper towels, etc.) that come into contact with blood or other body fluids shall be handled while wearing gloves.

Bloody/soiled materials should be placed in a bio-hazardous bag and then deposited in the bio-hazardous waste container located in the Athletic Training room. Do not discard materials into just any trash receptacle.

Club members with bleeding or oozing skin conditions should not treat themselves or others.

Any time bio-hazardous waste is created, it must be reflected in the Injury Report Form.

F. Tips for Handling Fire Whenever you hear a fire alarm in a facility, stop all activities in progress and evacuate

the building immediately. When evacuating the building, make sure everyone vacates the area and moves outside.

Do not allow club members to enter another part of the building to retrieve personal belongings.

Close all doors leading into the building. Do not re-enter the building until the alarm is turned off and/or a uniformed officer

gives you permission to enter the building. If you discover the fire, activate the closest alarm and then call the emergency number

(911) to confirm the report. After evacuating the building, direct someone to watch for and direct the fire department to the correct location.

Do not attempt to extinguish the fire.

G. Tips for Handling Power Failure Suspend all games in progress. If all areas are dark and it is too difficult to move games to a lighted area, ask the

participants to sit down and be patient. Make a general announcement informing the participants/spectators that there is no

need to evacuate. Report the power failure to the Campus Recreation Facility Supervisor on duty. The

power failure might only be at the facility where you are. Try to assist others who are wandering around. Encourage participants/spectators to

stay out of dark areas (i.e., locker rooms, bathrooms).

H. Tips for Handling Unsafe Facilities

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Once a facility has been deemed unsafe and closed, it may not be reopened without approval from an appropriate Campus Recreation professional staff member and campus security.

If you have to close a facility:

1. Lock the doors. 2. Turn off the lights. 3. Keep participants away from the facility. 4. Post signs, if possible.

I. Additional Tips The individuals having the power to shut down or curtail operations are members of the

Campus Recreation professional staff or campus safety. Anyone else directing you to shut down operations should be confirmed with an appropriate Campus Recreation staff member.

If you are ordered to shut down operations, you must do so. At your earliest convenience, contact the Club Sports Coordinator to report the incident.

J. Campus Closure Club sport activities will not be held when the campus is closed due to inclement

weather. For further information, call the campus switchboard (301-447-5777) for current campus closure information.

If the weather is making travel more difficult by the minute, suspend play and take note of game status (time remaining, score, etc.).

Try to reschedule the event and contact the Club Sports Coordinator regarding the event cancellation.

Weather SafetyOperating under the 30 and 30 rule, if you hear thunder and/or see lightning within 30 seconds of each other, you are in immediate danger and should seek protective shelter in an indoor facility at once. Any practice or activity must be postponed for 30 minutes after each occurrence of this rule. An indoor facility is recommended as the safest protective shelter. However, if an indoor facility is not available, an automobile is a relatively safe alternative.

TravelGeneral Regulations

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In order to schedule any event outside the Mid-Atlantic region (PA, NJ, NY, DE, VA, WV, MD, DC, and NC), approval must be obtained from the Club Sports Coordinator. The request to travel outside the region must be submitted in writing to the Club Sports Coordinator and must include the type of activity, date(s), and location. There is no guarantee this travel will be approved. The club officers must report any accident or serious incident on a club-related trip to the Club Sports Coordinator immediately.

School Vans Club travel may be done using Mount St. Mary’s University approved vehicles. These vans are available to all clubs for rental at a per mile fee. All work orders to reserve school vehicles should be done at least one month in advance by notifying the Club Sports Coordinator of your school vehicle requests.

Only approved van drivers completing the Public Safety driving program are allowed to drive a van. Clubs are responsible for the cleanliness of the vehicles they use. All food and debris must be removed and vehicles should be returned in equal or better condition than when they were picked up. Clubs failing to clean vehicles adequately after use will be fined and are subject to loss of use of school vehicles. In addition, under no circumstances may alcohol or drugs be in a Mount St. Mary’s University vehicle.

If a school van or school vehicle is not available for use, clubs may request to reserve an Enterprise vehicle at an additional cost. Contact the Club Sports Coordinator for more info.

Club Travel in Private Vehicles When school vehicles are not available or feasible for use, then private vehicles may be used. All owners, drivers, and occupants of private vehicles during school trips, practices, games, and events are responsible for their own insurance coverage (including third-party liability insurance).

Mount St. Mary’s University assumes no responsibility for the use of private vehicles. The school provides no medical or auto insurance for private or rented vehicles. The owner of the vehicle assumes total liability for everything that happens to and in that vehicle. All drivers must be identified as drivers on the appropriate forms located on IMLeagues.com/msmary.

Sanctions

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Club sport members have an obligation to conduct themselves and their organization in a manner compatible with the University's philosophy and function as an educational institution. Members of club sports are expected to act in a mature and responsible manner both on and off campus, and especially while participating in club activities. Participants will be held responsible for complying with club sport rules and regulations, the Mount St. Mary’s University Code of Student Conduct, and federal, state, and local laws. They may be disciplined for failure to do so. Prohibited conduct, includes but is not limited to:

Reckless disregard, including misuse of equipment or facilities, while participating in any club sport related activity.

The use and/or presence of alcohol/drugs at any club activity (tournaments, events, practices, travel, etc.).

Participating in an inappropriate activity that violates University policies, campus regulations, and/or state/federal laws.

Failure to comply with requests of Campus Recreation employees. Hazing. Failure to comply with regulations in this handbook

When the Club Sports Coordinator has reason to believe that a club member, several club members, or a coach/instructor have violated rules and regulations outlined in the Club Sports Handbook, the University Code of Student Conduct, or any federal, state, or local laws, he or she will take action to insure that cases of rule violations are handled fairly and expediently. In addition, the Coordinator will see that individuals accused of rule violations are afforded reasonable protection. Throughout this process, the following steps will be taken: Individual club members will receive written notice that an investigation is being conducted, and that the members(s) involved are suspended from participating in club activities until information is collected and a meeting is held with the Club Sports Coordinator. In cases where the entire club is involved or the member(s) in violation cannot be identified, the club president will receive written notice that an investigation is being conducted and that all club activities are suspended until information is collected and a meeting is held with the Club Sports Coordinator.

The incident(s) or behavior(s) will be investigated. The Club Sports Coordinator will promptly collect written reports and information from as many participants and witnesses as possible.

A meeting will be held with the individuals(s) involved. The individual(s) will have an opportunity to present his or her version of the incident(s) and an opportunity to rebut statements of witnesses.

The Club Sports Coordinator will review the evidence, listen carefully to the person(s) involved, and consider the following before taking action:

1. The attitude(s) of the club member(s) 2. Any past disciplinary record of the member(s) or the club 3. The severity of the damage, injury, or harm that resulted

4. Whether or not the violation involved an action directed at another because of their race, religion, ethnicity, or gender 5. Whether or not the member(s) at fault take responsibility for their actions

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6. The level of the club member(s) honesty, or lack thereof, and cooperation with Campus Recreation during the course of the investigation

The Club Sports Coordinator will apply an appropriate penalty. Possible sanctions include: 1. A warning that further incidents will result in more serious sanctions. 2. Probation (final warning) for a period of time. Committing any violations while on probation will result in suspension and possible expulsion. 3. Restitution/Charitable Contribution. 4. Suspension of the member(s) from all Campus Recreation-sponsored club activities and/or suspension of all club activities (facilities, travel, and or funding) for a specific period of time. 5. Expulsion of the member(s) from the club or expulsion of the club from the Mount St. Mary’s University Club Sports Program.

The Club Sports Coordinator will notify the individual(s) or club in writing of the sanctions to be imposed and any further action (i.e., referral to Judicial Board or Public Safety) that may be taken.

A disciplinary record will be established and maintained in the CS Office. Additionally, for violations of the Code of Student Conduct, club members may be

referred to the Office of the Dean of Students and face possible judicial sanctions that affect their student status. These sanctions include:

o Disciplinary Reprimand o Disciplinary Probation o Suspension/Expulsion from the University

Campus Recreation disciplinary actions may be appealed. The decision of the Club Sports Coordinator may be appealed to the Director of Campus Recreation. The appeal must be addressed to the Director of Campus Recreation and submitted in writing within seven (7) days of the date on the letter notifying the individual(s) or club of the sanction imposed. The decision of the Director of Campus Recreation is final.

Deactivated Teams Failure to meet requirements and/or responsibilities outlined by the Club Sports office

may result in a club being deactivated. If a club becomes deactivated, they must follow this procedure in order to apply for reactivation.

The deactivated club must submit a letter to the Club Sports Coordinator requesting to become active again and outlining exactly why they deserve to do so.

If the letter is deemed acceptable by the Club Sports Coordinator, the club will be given a list of requirements that need to be completed in order for the club to be considered for reactivation. These requirements will have a strict due date.

Upon completion of Step 2, the club will set up a meeting to present in front of the Club Sports Council. At this meeting, the club will discuss the following: why it failed as a club in the past, what steps they have taken to remedy the situation, goals/objectives for the upcoming year, an outline of their upcoming semester, team operating budget, any other relevant information for the council.

Once this meeting is completed, the Council will use a majority vote to determine if the club should be considered for reactivation.

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The Club Sports Coordinator will take all of the above steps into consideration and make a final decision regarding the club’s status. a. If the club is accepted as an “active” club, they will be able to operate as normal under the club sports structure and will receive all benefits related to being an active club. They will also be obligated to follow all policies, procedures and requirements for the current academic year. b. If the club is denied acceptance as an “active” club, they will be disbanded and forced to apply as a new club sport at the beginning of the following academic year.

Clubs who become active and later deactivated, during the same academic year, will be subject to disciplinary actions as determined by the Club Sports Coordinator.

NOTE: Once reactivated, the club will not receive any funding for the first semester. If the club remains in good standing with the Club Sports office, they may be eligible to receive funding for the following semester.

Contact ListMen’s RugbyMen’s BasketballMen’s Soccer

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BaseballIce HockeyWomen’s RugbyWomen’s BasketballWomen’s LacrosseWomen’s VolleyballSoftballEquestrianDance TeamField HockeyBrazilian Jiu Jitsu / Krav MagaPhoenix KarateRunningTennisUltimate Frisbee

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