Club sports manual2014 15

Club Sports Officer

Handbook

2014-2015

University of Oregon Club Sports

A program of the Erb Memorial Union

UO Snow-2014 Club of the Year

Table of Contents Introduction………………………………….1 Purpose Student Life Vision Erb Memorial Union Club Sports Mission Clubhouse Staff Clubhouse Services

Club Recognition……………………………4 Recognition Renewal Administrative Compliance Incentive Program New Club Process

Club Membership………………………….11 Eligibility Roster Certification Process Intramural Eligibility Club member registration

Financials………………………………………17 Funding Club Accounts Budget Preparation Supplemental Funding Opportunities

Purchasing…………………………………… 25 How to Spend funds Transaction Methods

Logo Usage Policy…………………………..30 Using University marks Ordering uniforms

Coaching…………………………………………33 Expectations Volunteer status Payroll

Club Conduct Policy………………………………………37

Club Event Planning………………………………………43

Home Facilities……………………………………………..44

Travel…………………..……………………………….………47 Ground Transportation Policy Itinerary Policy Driver Training Certification Motor Pool Procedures Rental Car Procedures Personal Vehicle Procedures Airline Travel Policy Lodging Class Absence Policy

Risk Management………………………………………..57 Athletic Training Services Medical Clearance Policy Emergency Action Plan Incident Reporting Roadside Assistance Program

Fundraising…………………………………………………..61 Overview Fundraising Activities Member Dues Donations Sponsorships

Leadership ……………………………………………………71 Club Sports Executive Committee Club Officers Leadership Team Structure

1 Club Sports Officer Handbook

INTRODUCTION

Purpose

Welcome to the Club Sports Program at the University of Oregon. The purpose of this handbook is to:

1. Provide an overview of the policies and procedures of the Club Sports Program.

2. Be a reference for club officers, coaches and staff.

3. Provide as a reference for member clubs in the development of internal club documents,

policies and procedures.

Student Life Vision

The Division of Student Life provides and promotes exceptional and transformative experiences that

prepare students to be healthy, successful, inspired global citizens. Within collaborative and inclusive

communities that embody the values of diversity, innovation and social justice, we actively facilitate

experiential learning and engage students in meaningful and deliberate

Erb Memorial Union

The Club Sports Program is one of several programs of the Erb Memorial Union (EMU). The program

directly supports the mission of the EMU, which is “to provide an open, inclusive, and resource-rich

community where students and staff collaborate to inspire and sustain extraordinary programs and

services that promote diversity, social interaction, and growth.”

Club Sports Mission

Club Sports is an athletic and leadership development program, providing students with the opportunity

to strive for athletic excellence, to create a healthy social network, and to build professional skills.

The five distinct pillars of The Club Sports Experience include:

1. Club Sports Leadership Team

2. Club Sports Executive Committee

3. Student Employment

4. Athletic Trainer Program

5. Club Membership

Program Motto

More Than You Can Imagine- represents the breadth of the program and the diversity of club activities.

It also represents the variety of experiences available to students involved in the program.


Clubhouse Staff

The Clubhouse staff consists of (3) professional staff members and student employees to support clubs

in their endeavors. Clubhouse staff members are charged with:

Facilitating event logistics

Providing resources to club officers to support successful club operations

Designing and delivering a leadership education program to enhance student learning and

development

Actively collaborating with campus partners to create a synergistic environment which promotes

program and institutional initiatives, and facilitates student learning

Clubhouse Services

The Clubhouse (MacArthur Court-1st floor) provides the physical space for club officers to conduct

business. At the Clubhouse, club officers may:

1. Attend drop-in advising hours for support with—

Purchasing

Travel arrangements

Event scheduling

2. Schedule advising appointments for support with—

Club development

Special event planning

3. Register and attend driver training classes

4. Network with club officers

5. Access phone/fax/computer for club business

Club Sports Executive Committee

The Club Sports Executive Committee (EXEC) is the student advising body of the program. The

committee works collaboratively with the professional staff in the development of the program. EXEC is

responsible for reviewing policies related to the operation of the program, and allocating funds to

support clubs in their endeavors.

EXEC is charged with:

1. Leading community-building and outreach efforts within the program.

2. Serving as peer mentors, and supporting the professional staff in the delivery of educational

events.

3. Serving as a minor conduct tribunal-making recommendations regarding club and individual

member status when conduct issues arise within the program.


4. Working collaboratively with members of the Club Sports Council and campus partners in

creating and implementing initiatives that promote the mission of Club Sports at the University,

and beyond.

Club Sports Programming Committee

The Programming Committee serves as a subcommittee of the Club Sports Executive Committee. The purpose of the committee is to work collaboratively with Club Sports Exec and Clubhouse staff to design and implement:

1. Council community events The purpose of community events is to create and sustain healthy relationships between club sports officers. 2. Outreach/recruitment programs The purpose of outreach/recruitment events is to promote both Club Sports involvement and attendance at Club Sports sponsored events. Such events include the Annual Club Sports Info Fair.

The Club Sports Council

The Club Sports Council includes club officers from each member club. The council helps to establish a

community of student leaders within the program. The mission of the council is to create opportunities

for clubs to learn and network with each other, while promoting the club sports mission throughout the

University, and beyond. The council meets each term for leadership training and community events.


CLUB RECOGNITION

ANNUAL CLUB RECOGNITION

Once a club has been recognized and maintains member status with the Club Sports Program, the club

will be invited to renew its recognition annually. To do so, the club must meet the following

requirements each year:

1. Be in administrative compliance with the University, Executive Committee, and Club Sports

Program Office.

2. Demonstrate a sustained interest in club (minimum: 10 members registered)

3. Maintain an updated portal on Org Sync.

4. Clubs with coaches/instructors must have a completed coaching registration on file with the

Clubhouse.

Once a club has been granted recognition, the club is eligible to access the following benefits through

the Clubhouse:

1. Use the University of Oregon name and a limited selection of logos.

2. Authorization to represent the University of Oregon as a recognized campus organization.

3. Authorization to submit facility space requests.

4. Authorization to reserve motor pool vehicles for club events.

5. Authorization to book rental vehicles using University contracted rates.

6. Access to an on-campus club sports account (agency account & Foundation account for

donations)

7. Access to Clubhouse computers, phone/fax for club business.

8. Authorization to register for FHS 409 (Club Sports Leadership Practicum).

9. Access to athletic trainer services.

Access to the benefits listed above may become restricted in the following circumstances:

1. A member club or individual member violates the University’s Student Conduct Code.

2. A member club or individual member violates the Club Sports Code of Conduct.

3. A member club is allowing participants to participate in club activities who have not registered

with the Club Sports Program.

Infractions are reported to the Club Sports Executive Committee, and if out of the Committee’s

jurisdiction, to the Dean of Students Office. More information may be found in the Conduct section of this

manual.


Administrative Compliance & Incentive Programs

Administrative compliance means that member clubs submit required forms to the Clubhouse each year

participate in mandatory leadership trainings, and maintain a positive conduct record with the program.

Clubs will be monitored for administrative compliance throughout the year. Failure to be in

administrative compliance may result in restriction to benefits.

The Incentive Program recognizes clubs and leaders who not only meet administrative compliance

requirements, but go above and beyond in their efforts to create a positive experience for their

members, and contribute to the greater community.

NEW CLUB APPLICATIONS

Students who are interested in starting a new club are referred to as club initiators. Club initiators may

be 1-2 students who are interested in starting a new club sport. Club initiators are responsible for

developing the necessary proposals, and following the process. Applications for new clubs are not

reviewed until the end of fall term.

Tier 1: Prospective Club Status

Prospective clubs are sports that are proposed, but not fully recognized by the program. Such clubs may

be granted Tier 1 status for up two academic terms.* this is a probationary period, designed to support

the club initiator in the evaluation of membership interest, resource evaluation, and sustainability.

*probationary status may be extended depending on the nature of the sport.

December –Attend a club initiator info session

Club Sports will sponsor a club initiator info session each December. Before being granted Tier 1 status,

club initiators must attend an info session learn more about the Club Sports Program and recognition

process.

Jan-May

During this time, club initiators may be granted tier 1 privileges by the Club Sports Director. Club

initiators are encouraged to work on the items on the club initiator checklist (see pg. 5).

Initiators will be tagged with an Executive Committee member who will serve as a peer mentor. Exec

members will be able to assist with:

1. Org Sync orientation

2. Constitution and budget orientation


Spring Recognition Presentation

To be considered for Tier 2(new club) for the following fall, prospective clubs will be invited to present

to the Executive Committee.

Exec will make a recommendation for final approval/denial of new club recognition to the Club Sports

Director. See page 6-7 for evaluation criteria. Your presentation should address each point on the

criteria list.

Tier 1 Privileges

During this time, club initiators are extended the following privileges:

1. Authorized to have an Org Sync portal (as a prospective club)

2. Authorized to submit space requests through the Club Sports Program to gather on campus and

evaluate member interest.

Tier 1 Restrictions

During this time, club initiators are restricted from the following:

1. Not authorized to travel to events.

2. Not authorized to build a website or utilize Facebook, identifying themselves as sponsored UO

Club Sports member club. The prospective club is to identify themselves as a “prospective club”

and utilize Org Sync to evaluate member interest.

Tier 2: New Club Status

New club sports are recognized by the UO Club Sports Program. New clubs are monitored for 1 year.

This is an extension of the probationary period, designed to support the new club officers in club

development.

Each spring, the new clubs are invited to submit a request to the Executive Committee, to be considered

for tier 3 club. Executive Committee will make a recommendation for final approval/denial tier 3 status

to the Club Sports Director.

Tier 2 Privileges

During this time, club initiators are extended the following privileges:

1. Authorization to represent the University of Oregon as a recognized campus organization.

2. Authorization to submit facility space requests.

3. Authorization to reserve motor pool vehicles for club events.

4. Authorization to book rental vehicles using University contracted rates.

5. Access to an on-campus club sports account (club account & Foundation account for donations)


6. Access to Clubhouse computers, phone/fax for club business.

7. Authorization to register for FHS 409 (Club Sports Leadership Practicum).

8. Access to athletic trainer services.

9. Authorization to use the University of Oregon name and a limited selection of logos.

10. Authorization to host a club website on the university’s server (must meet program website and

social media criteria).

11. New club funding support for the following academic year ($300-$500 allocation).

Initiator Checklist

What can club initiators do during the probationary period?

1. Register on Org Sync

o Create an Org Sync account (for you)

o Register as a club sports member

o Join the Club Sports Officer portal

o Join your prospective club’s portal*

*club initiator will be granted administrator status for this portal.

2. Develop a club proposal

In this proposal, you are to address the following:

a) How the club proposal supports the mission of the UO Club Sports program

b) Demonstrate a 1 year plan (what do you envision your club looking like in 6 months? 1 year?)

3. Develop an anticipated budget

The Program will grant minimal support for prospective clubs (between $300-500). This is to support

basic operational costs (i.e.-promotional flyers, facility charges). It is not to be used for personal items

such as t-shirts and uniforms.

It can take up to 2 years for a club to be fully evaluated and considered for inclusion in the annual

budget allocation process. Prospective clubs must plan to self-fund activities through membership dues

and fundraising activities.

4. Develop a constitution draft

This document outlines the anticipated operational procedures of your proposed club. The club office

has plenty of samples.


5. Evaluate interest

During this time, club initiators will need to generate interest in their club idea. The Clubhouse suggests

the following:

Host a prospective club member meeting

Submit a request to the Clubhouse to hold a prospective member meeting. Please note that the club is

to advertise itself as a “prospective club” in all communication.

Host office hours in the Clubhouse

This is a time to be in the Clubhouse and visit with new members.

To register meetings/ open hours, please go to your club’s portal and click “EVENTS” to register an

event. Clubhouse staff will review the event and contact you for follow up scheduling information.

6. Schedule a progress meeting with the Club Sports Director

This time should be used to report out on the progress of club development and address any questions

or concerns. Please contact the Clubhouse Front Desk (541-346-8025) to make an appointment.

COMMONLY ASKED QUSTIONS

Can I start my club now?

Club initiators can start working on the steps above at any time. However, the Club Sports Program

follows the annual process outlined above, starting with the club initiator info session each December.

If you have questions about the information contained in this guide, you are welcome to contact the

Club Sports Office and make an appointment with the Program Director at any time during the year.

How do I schedule an appointment?

Call 541-346-8025 and request to schedule a new club advising appointment

[email protected]

New Club Recognition Calendar

December Club Initiator Info Session

Jan-May Prospective Club status (required probationary period)

May/June Presentation to EXEC for new club status*

mailto:[email protected]


New Club Evaluation Criteria

At the conclusion of the probationary period, a prospective club will need to address the following

criteria in a presentation to the Club Sports Executive Committee:

Membership/Leadership

To be evaluated for full recognition, club sports must be student formed and led. Membership must be

at least 75% student. Faculty/staff may be welcomed as associate members. Non-UO affiliated

individuals shall not be members.

Membership minimum: 10

Leadership minimum: President & Treasurer

Type of Club

The type of club an initiator proposes may fall into 1 or more categories.

Competitive

Instructional

Recreational

Competitive clubs are groups who plan to affiliate with a regional/national governing body, meet to train

for competition in an approved league. Keeping to the program’s mission, such clubs are given priority

consideration in the recognition process. It is recommended that your club proposal include a

competitive element, or have the potential to develop a competitive element. .

Instructional clubs are groups who prioritize instruction. Instructional clubs may be considered if there is

a qualified instructor, there are adequate on-campus facility resources, and it does not duplicate a

program that is already offered through the PE & Recreation Department.

Recreational clubs are groups that meet primarily to play informally or for social purposes. Seeking

recognition as an ASUO group is generally recommended for groups of this nature. However, such

requests will be evaluated on case by case basis.

Uniqueness

Prospective clubs must be distinct from existing clubs in order to be recognized. Groups representing a

sport that already has an existing club will not be recognized.


Sustainability

For a prospective club to be considered for recognition, it will need to be a group that is likely to

continue in existence over a long period of time. Factors involved in this include availability of

coaching/instructors, availability of local competition for competitive clubs, overall student interest, etc.

Interest-Is there sufficient student interest (minimum of 10 students).

On-campus facility resources

For a prospective club to be recognized there needs to be sufficient on-campus facility space. Clubs

requiring off –campus facility space may be considered by the program, but tend to be denied. During

the probationary status, the Club Sports professional staff will work with the club initiator and PE &

Recreation staff to determine if there are adequate facility resources to sustain the club.

Risk Assessment

For a prospective club to be recognized, the activity must fall within the acceptable risk guidelines, as

determined by the Director of Club Sports, with consultation with the Office of Risk Management.

Club initiators are encouraged to review the benefits of being a recognized UO Club Sport to determine

if Club Sports sponsorship is a good fit for the club proposal.


CLUB MEMBERSHIP

The eligibility requirements to participate in the University of Oregon Club Sports Program are as

follows:

1. Club members must be full/part-time University of Oregon students; paying the incidental fee

(this fee supports the Club Sports Program). Faculty/staff members may be associate members.

a) In an effort to preserve the primary mission of the program, the majority of club members

must be incidental-fee paying University of Oregon students. If a club welcomes

faculty/staff members into the membership, it must be kept in mind that those individuals

are not incidental-fee paying students. It is encouraged that clubs establish an associate

member policy, including a separate dues structure, for faculty/staff members, since these

members have not already paid into the program through the incidental fee.

b) Individuals outside the University community (this includes Lane Community College

students) are not eligible to participate.

2. Club members must register with the Program by completing a club member registration form

each year. The registration process includes the completion of emergency medical and waiver

forms.

3. Club members do not need to demonstrate minimum athletic skill level, unless tryouts are

deemed necessary.

a) Club officers must make every effort to not limit club sports membership through tryouts.

However, it is recognized that only a certain amount of individuals may reasonably be

accommodated for team practices and competitions. Club officers reserve the right to hold

tryouts and form a travel team from its members.

b) In the event try-outs must be held, each club must work out a fair and equitable method for

tryouts. Tryout procedures must be outlined in writing, shared with prospective members,

and submitted to the Club Sports Director. It is the responsibility of the coach and club’s

President to document the reasons why an individual was cut. This documentation must be

submitted to the Club Sports Director if requested.

4. The Program does not require members to demonstrate a minimum GPA. However, sport

governing bodies may require such minimums to participate in governing body-sponsored

events.


Eligibility Infraction Policy

Club members who do not maintain the required affiliation with the University, and who do not register

with the Club Sports Program are considered ineligible.

1. Ineligible participants will be reported to the Clubhouse and the CSEXEC.

2. Member privileges will be expected to be withheld from the participant.

3. Clubs continuously allowing ineligible participants will be subject to program sanctions.

The Club Sports Program may conduct periodic audits to check that registered, active participants are

maintaining program eligibility. Club officers are responsible for making sure that program eligibility

requirements are being enforced.

Governing Bodies

In addition to meeting the eligibility requirements of the University of Oregon Club Sports Program,

clubs who are affiliated with, and compete in, regional and national governing body-sanctioned events,

may have additional eligibility standards.

Examples of governing bodies depend on the sport, but some examples include National Intramural

Recreational Sports Association (NIRSA), USA Cycling, US Sailing, USA Rugby, etc.

1. Each club’s president is responsible for knowing their governing bodies’ eligibility requirements.

This information can usually be found on an NGB website.

2. Each club’s president is responsible for making governing body eligibility criteria available for

club members to review.

3. Each club participant is responsible for reviewing eligibility information and informing the club’s

president if he/she is ineligible to compete in governing body sponsored events.

A club member may meet University of Oregon Club Sports Program eligibility requirements to be a

general member and attend practices and participate in general club activities. But, that same member

may be ineligible for certain governing body events. Clubs must be very careful about this.

Club members who do not meet the eligibility requirements of the governing body will be marked as

such by the University’s Registrar Office during a roster certification process. Any questions must be

directed to the student in question and the governing body officials


Eligibility at a governing body level is managed by governing body officials. Typically, before an event, a

club’s governing body will require the club to submit roster certification.

Roster Certification Process

Each academic year, several clubs are required to submit rosters to the University’s registrar to “certify”

their membership for league, regional and national event participation. This is referred to as the roster

certification process. The reason for this process is for governing bodies to verify that participants in

events have been adhering to the governing body eligibility requirements.

Please review the information below, and also refer to member eligibility information previously

outlined in this handbook.

PLEASE NOTE: THERE ARE 2 FORMS REQUIRED FOR THIS PROCESS

FORM #1-Clubs are usually provided a form by the club’s governing body that is requesting certification.

This form will usually outline the eligibility requirements for the event. This form may require a

signature and student ID number from every participant on the club team. This form may also require a

seal and signature from the University Registrar.

Each participant listed must be in compliance with the eligibility criteria stated for the sport. It is the

responsibility of club officers to review the governing body’s requirements and communicate those to

their members.

FORM #2-In order to comply with student records and federal guidelines, club officers must also fill out

the roster certification authorization form provided by the Club Sports Program.

All club members listed on FORM #1 (provided by your governing body) must sign the roster certification

authorization form. Doing so allows the University’s registrar permission to release the information that

is being requested from your governing body.

1. The Club President must ensure that the roster certification form is complete and legible.

2. A club officer(s) must deliver both forms in a clean, legible format to the Office of the Registrar,

2nd Floor, Oregon Hall at least 10 working days prior to the due date.

Certification Reminders

1. Failing to submit the necessary paperwork to the Registrar’s Office in a timely way may

jeopardize your team’s ability to compete.

2. Neither the staff in the Registrar’s Office, nor Clubhouse staff, is able make exceptions to

eligibility requirements or takes some other action to certify an ineligible team member as

eligible for competition. The eligibility criteria are set by the governing body and the Registrar’s

Office has no authority to, and will not make, exceptions or changes.


3. The Registrar’s Office cannot inform the club officer why a club member is ineligible. This

violates student privacy laws. It is recommended that clubs educate their membership on

governing body’s eligibility criteria. Club officers should make it the club members’

responsibility to understand the eligibility criteria, and ask members to think about if they may

be ineligible BEFORE signing and submitting the forms to the Registrar’s Office.

4. Club members should not be asked to deliver the roster to the Registrar’s Office. There are

often questions that need to be answered before the paperwork can be completed. The club

officer(s) is typically the only person who can speak for the team and answer questions. Sending

someone other than a club officer can cause delays.

5. Club officers and ineligible team members should not return to the Registrar’s Office requesting

additional certifications because of a team member’s change in status. It may not be possible to

re-do the certification in a timely manner.

6. The Registrar’s Office will only mail or fax certified rosters if the governing body requires that

the documents come directly from the Registrar’s Office. In all other cases, the club officer is

responsible for mailing or faxing the certified roster by the deadline.

The Registrar’s staff cannot inform the club officer or staff why a club member is ineligible. However,

typical reasons that a student might be deemed ineligible according to a club’s regional/national

governing body (NGB) are outlined below:

Student is not an admitted student* An NGB may require a participant to be an “admitted” student (on a degree-granting education plan): If a student is in the Continuing Education Program (CEP), they are NOT an admitted student. If a student is in the American English Institute, they are NOT an admitted student.

Student is not registered for the required hours*

An NGB may require a participant to be registered as “full time” students. Undergraduate students: Full-time status=12 credit hours Half-time status=6 hours Graduate Student Full Time status= 9 credit hours Half time status= 5 credit hours Law Students: Full time status=9 credit hours Half time status=5 credit hours

Student is not in good academic standing*

The Club Sports Program does not have an academic requirement but, a NGB may have minimum GPA standards.


Student thinks they are dually enrolled, but “technically,” they are not...

The University of Oregon has a formal “dual enrollment” program. Students officially enrolled in the program are admitted to both UO and a community college. Club members sometimes misunderstand this term at the University of Oregon. For example, taking a class at Lane Community College, and taking a class through UO’s CEP does NOT make a participant a DUAL ENROLLED student according to the University of Oregon, or many NGB standards.

Monitoring Eligibility

Eligibility requirement can be confusing. Ultimately, individual club members need to responsible for

knowing the requirements and maintaining their own eligibility. Club officers need to communicate,

educate, and empower members to be responsible for maintaining eligibility. Below are some ways a

club can help themselves maintain eligibility as a group:

1. Conduct a Self -Audit Each Quarter

Club officers should have members report out on their quarterly eligibility status. Such forms can be

created easily in Org Sync and sent out to your members with a couple of clicks. In the report, club

officers can collect the information needed to determine if the members are eligible for events.

To do an internal self-audit successfully, officers will need to educate club members. Officers should

post your NGB information on Org Sync portals so that members can access it and review the

information. Club officers should communicate to members that the club needs them to be responsible

for determining their eligibility first to avoid club eligibility dilemmas closer to event day.

2. Create a Culture of Club Accountability and Teamwork

The University of Oregon is on quarter system. This means that club members’ eligibility status may

change 4 times during the year. Club members are responsible for doing their part to maintain their

eligibility to participate within the Club Sports Program and their governing bodies. This means they

need to be made aware of eligibility requirements, and report out to club leadership if they are

experiencing a period of ineligibility.

Intramural Eligibility

Club sport members are eligible to compete in the intramural sport EQUIVALENT TO their respective

club team, but intramural teams have a limit to the number of club players listed on the intramural

roster. If an intramural sport requires nine (9) or less players on the field/court, then ONE club member

is eligible to be on that roster. If the intramural sport requires ten or more (10+) players on the

field/court, then TWO club members are eligible to be on that roster.


This policy extends throughout the entire academic year (Sept thru June). Intramurals considers anyone

on the club team’s roster at any point in the year to be a club sport member.

Example

A club volleyball player may participate in fall, winter or spring intramural volleyball, provided that

he/she is the ONLY club volleyball player on that roster.

Since intramural softball requires ten (10) people on the field at one time, there is an allowance of TWO

club softball or club baseball players on that roster.

If a player plays club ultimate in the fall and quit, he/she is still considered a club ultimate athlete on an

Intramural roster in the spring term.

The Club Sports Program asks all club officers and members to respect the policy of our campus partners

in the PE & Recreation Department. Club officers are responsible for communicating this policy to their

membership. Please keep in mind that this policy is in place to provide fair play and an equitable

opportunity in the Intramural program. Repeated failure for clubs to adhere to this policy may result in

Club Sports Program sanctions.

If you are unsure of your Intramural eligibility, please contact the Intramural Sports Office at 541-346-

0673 or drop by 102 Esslinger Hall for more information.

Club Member Registration

Org Sync is a cloud-hosted software platform that creates an online community for club sports. The

program uses Org Sync to manage club operations, including membership registration for all individuals

participating in the program. All club sports members must:

Create an Org Sync account, log in.

Complete a member registration form for any club they wish to participate in.

Each club is also required to register their own club portal. Each club is required to keep the portal

profile information updated. This includes officer contact information.


FINANCIALS

OVERVIEW

The Club Sports Program is funded by the incidental fee (I-fee). The i-fee is paid by every student

through their tuition, and helps fund various student programs. The incidental fee funds programs that

promote students cultural and physical development, from student unions to intercollegiate athletics to

childcare. Fee funding for programs is determined through the democratic process within the ASUO.

There are three major program supported by the UO student incidental fee:

1. Student Programs The Programs Finance Committee (PFC) allocates the budgets for more than 120 student groups each

year. These groups then use the provided funds to put on events, attend conferences and offer

students the opportunity to get involved.

2. EMU Programs The Erb Memorial Union (EMU) Board oversees budget and makes policy for the implementation of the

EMU’s fee-funded programs, like the Craft Center, Club Sports and the Outdoor Program.

3. Intercollegiate Athletics The Athletic Contract and Finance Committee (ACFC) negotiates the agreement with the Athletic

Department to purchase student tickets to NCAA athletic events. They also work with the recreation

Center to bring students ‘free’ admission to our facilities on campus

(Source: ASUO website)

Budget Basics

The University’s fiscal year is July 1-June 30. During a fiscal year, funding for club activities will typically

come from:

1. University funding allocations (student incidental fees)

2. Membership dues

3. Fundraising activities

4. Donations & sponsorships from individuals and corporations (deposited to your club’s University

of Oregon Foundation Account)


A benefit to being a recognized club includes receiving access to utilize a club sports account (also

known as an index) and a Foundation account. The chart below indicates which account stores what

kind of funds:

Club Account Foundation Account

Incidental Fee allocation Member dues Fundraising activity revenue

Donations Sponsorships

Club Accounts (“Club Index”)

The club account (sometimes referred to as an “index) is a university account, available to house all

financial transactions made by the club. Club sports organizations must not have outside accounts

(i.e.—Bank of America, etc.), as this provides no university accounting record of club financial activity.

As a service to member clubs, the Clubhouse makes account ledgers available on office computers.

Ledgers will post expense and revenue transactions. However, it is expected that clubs maintain their

own budget recordkeeping system that works for their club specifically.

Starting Allocation

If eligible for funding, clubs may receive an annual allocation from student incidental fees. This

allocation is determined and distributed by the Program. This allocation is deposited each year into a

club’s account. Clubs’ starting allocations are intended to help offset basic operating expenses.


Starting Incidental Fee Allocation Policy

Incidental fee funds will be allocated to assist clubs with the following expenses:

Incidental fee funds do not support clubs with the following expenses (clubs need to plan to fundraise for these items):

Team Equipment –nets, goals, balls, pads, etc.

Travel Expenses-ground transportation via University motor pool

League/Association Dues

Event entry fees

Facility rental fees

Tournament or competition- related expenses officials’ fees, tape, event flyers, etc.

Equipment considered for personal use (shoes, bicycles, hockey sticks…)

Food and beverages

Trophies and awards

Team shirts

Items that are to be bought in order to be sold as a fundraiser for team

Insurance

Paying Coaches

Any expenses that EXCEED the club’s incidental fee allocation (Please plan on other forms of income to support these expenses (member dues, fundraising activities, etc.)

Carry forward Policy

Unused fundraised and member dues funds in club accounts (indexes) may carry forward from one

fiscal year to the next. Unused incidental fee allocation funds in club accounts do not roll over into the

next fiscal year.

Foundation Accounts-Donation Management

The Foundation is a not-for-profit corporation, responsible for administering private gifts donated to the

University of Oregon. Most member clubs have a Foundation account. This account will house charitable

gifts to the University of Oregon Club Sports Program and related member clubs. The Foundation does

not process non-gift transactions (tickets, fee payments, product purchases, etc.).

The University of Oregon Foundation is a nonprofit 501 c 3 organization, and is a wonderful service for

the UO Club Sports Program. When charitable gifts are made to a Club Sports member club, the

Foundation records this transaction and issues a gift receipt to the donor.

Although the Foundation provides a gift receipt to each donor, it is highly advised that clubs send

personal thank you notes to donors. Donors appreciate this recognition and like to know that their gift is

being used to help provide University of Oregon students with a valuable experience! Clubs may design

and send their own thank yous, or use Clubhouse stationary.


For more information: http://www.uofoundation.org/gift/

Before sending out letters or any printed material soliciting donations for your club’s UO Foundation

account, your printed materials must be submitted via email to the Club Sports Director. The items will

then be submitted to the UO Foundation for approval. After any necessary revisions, the printed

material may then be sent out.

Budgeting Reminders

1. Prepare an accurate and realistic annual budget.

Use the club’s foundational documents to guide you in this process. How much does it cost us to

do what we do each year? At a basic level? At the level we strive to operate at (growth items)?

Does our budget reflect the core mission and purpose of our organization (found in your club’s

Constitution)

2. Stay within your budget.

3. Treasurers should report out on the financial health of the club to members periodically. This is

a good way to keep everyone in the loop, so that you can get buy-in for fundraising initiatives.

4. It is the responsibility of officers to make financial information available to their members. It is

the responsibility of members to take an interest in the financial health of their organization,

and work with club leadership to make informed financial decisions.

5. Utilize a separate event budget *for any major event (tournament, fundraiser, nationals, etc.)

which itemizes all projected expenses and income. Use event budgets as you plan events.

These are necessary when making any supplemental requests, so it is good to get into the habit

of working with separate event budgets. They also serve as helpful historical documents for

club officers planning similar events in the future.

6. Record all income on a ledger sheet and deposit it the day it is received.

7. Understand the difference between short term budgeting vs. long term strategic budgeting vs.

accounting:

Short term budgeting—includes annual budget, special event budgeting

Long term budgeting---includes thinking about where your organization wants to be 3 years

from now, and how your club can get there financially.

Accounting—is an exercise you do when your club is actively working with your budget

http://www.uofoundation.org/gift/


8. Maintain accurate, current, financial records. The Clubhouse provides a “shadow ledger”

service for clubs to check transactions within their account index. The “shadow ledger” is

designed to reflect the actual transactions in the University’s Financial Information System (FIS)

and is mainly used for the staff to reconcile transactions each month.

9. The “shadow ledger” is NOT considered a budget, but serves as a transactional log. Please make

it a point to keep your club’s own financial information in a way that works for you and your

club. The “shadow ledger” is a good resource tool for the designated treasurer to use when

making sure that transactions are being reconciled in the University’s financial system.

SUPPLEMENTAL FUNDING OPPORTUNITIES Exec Financial Assistance Fund The Club Sports Executive Committee (Exec) Financial Assistance Fund was established to support unanticipated, club-related expenses during the year. This fund prioritizes the support of clubs who qualify for national events. For clubs participating in competitive events, Exec strives to financially assist clubs with event registration fees transportation expenses. However, all requests are reviewed on a case-by-case basis. Assistance levels may vary. Submitting a Request To request financial assistance through this fund, clubs must contact their Exec representative (tag) to request a supplemental request form. Clubs intending to make a request for a travel-related event are encouraged to alert an Exec member as soon as possible, and email a preliminary event budget to their tag ([email protected]) prior to submitting a formal request via Org Sync. This ensures that Exec can best prepare for the number of requests it will receive during the year and try to budget out accordingly to try to assist as many clubs as possible.

In the review process, the following criteria are considered. Clubs should take care to demonstrate

information is clearly and effectively presented for an efficient review process:

1. Fundraising status

2. How the request supports the mission of the club

3. The total cost of the event

4. The total cost per student

5. Type of event:

a. Is this a regional event?

b. Is this a national event (non-qualifying)

c. Is this a national event (qualifying event)

d. Is this a special event (a unique event that does not fit the above categories)



6. Is the club in good standing with the program?

In the review process, priority is given to support clubs with of transportation and entry fee costs for

national qualifying events.

Equipment Fund The equipment fund is intended to assist clubs in financial assistance with purchasing of both minor and major equipment (such as boats, goals, trailers, etc.) Uniforms, or other personal equipment items, are not considered priority items for funding. To request financial assistance with an equipment purchase, clubs must submit a Supplemental Funds Request Form to the Clubhouse (available on Org Sync). Equipment requests are accepted on a year-round basis. However, requests are only reviewed for

consideration periodically:

Type of Request Review Schedule

Requests< $500 Quarterly

Major Requests $500-$4999.00

Annually (for your equipment request to be considered for the upcoming fiscal year, please submit your equipment request on Org Sync not later than APRIL 1 for consideration)

The Club Sports Director will review all proposals and make a decision on funding all, some, or none of

the purchase based on the information provided in the request, and the financial resources available.

The Clubhouse will notify the club officers of the decision and the amount of allocation.

The program seeks to support requests. Requests that cannot be funded upon request will be kept on

file in the event a funding opportunity becomes available at a later date.

In the review process, the following criteria are considered:

1. The reason for the equipment request.

2. How the purchase supports the mission of the club.

3. How the club plans to maintain and manage the equipment.

4. If this club currently in good standing with the program

New Club and Growth Funds


The New Club and Growth Funds were established to support newly started and developing clubs have experienced increase in participation, small equipment needs, or competition and travel expenses. Requests considered may include:

1. Administrative expenses

Registration and entry fees

Conference dues

Advertising

2. Travel expenses

Ground transportation –regional competition (motor pool)

3. Equipment

Team equipment only

Equipment maintenance & repair

To request financial assistance through this fund, clubs must submit a supplemental funds request form on Org Sync. Requests are reviewed quarterly.

In the review process, the following criteria below are considered. Clubs should take care to demonstrate information is clearly and effectively presented to ensure and efficient review process.

a) Fundraising efforts

b) How the request support the mission of the club.

c) If the club in good standing with the program.

d) If this a recurring cost.

e) If the club has a plan to compensate for the increased financial need in the future.

Clubs planning a special event, co-sponsoring with another group on campus, or who have a big idea for improving life on campus for students, may qualify for other sources of funding. ASUO On an annual basis, Over-realized Funds (ORF) may become available for allocation. ORF is created when more students than expected enroll in the University and pay the Incidental fee. As a result, ASUO is left with supplemental funds to allocate. ASUO recognized programs, programs or departments funded by the incidental fee are eligible to apply for ASUO Over-Realized Funds. The priority of these funds is for BIG ideas, which would have BIG impact on students. It is best to partner with members of the EXEC, and/or other student leaders whose organizations have similar needs and interests on project ideas.

Over-Realized Fund Allocations must:

(1) Address one-time, non-recurring expenses for which other funding sources are not available or are inappropriate


(2) Benefit large groups of students or to support projects with a broad base of student support *

(3) Address issues of an emergency nature that have an impact on students

(4) Respond to special or unique targets of opportunity, where investment of resources will result in substantial savings of student fees

As a department funded by the incidental fee, the Club Sports Program is eligible to submit a request for ORF.

Do you have a BIG Idea for a club sports proposal that meets the criteria above? A facility enhancement? A special speaker event? Another idea that would benefit a large group of students and benefit recreation for students? If so, please contact a member of the Club Sports Executive Committee.

*The Club Sports Executive Committee and Club Sports Director evaluates program “big” needs each year to consider program needs that may be eligible for consideration for this fund. These allocations are to support BIG ideas, impacting BROAD base of students. Thinking program-wide, University-wide, and on a collaborative basis is necessary for this process.

U.S. Bank Student Event Sponsorship Fund

The U.S. Bank Student Event Sponsorship Fund provides $100-$500 sponsorships for creative and

collaborative student programming. Funding is available on a competitive basis to any organized UO

student group (ASUO, EMU, or any UO academic department or auxiliary unit). All artistic, cultural and

educational events that reach a broad and diverse audience will be considered.


PURCHASING To spend funds out of a club account, the club treasurer must submit a purchase request form on Org Sync. This form is located in the Club Sports Officer portal. Purchase requests from clubs who do not have sufficient funds will be denied until funds are available. The club’s treasurer should check account funds are available for the purchase PRIOR to submitting the request). Clubs must consider local vendors before ordering goods out of the region. This can save clubs money and time. Once the purchase request is received, Clubhouse staff will assign club officers an appropriate transaction method. Below are the most common methods the Clubhouse uses to spend money out of accounts:

1. Purchase Order (PO) Agreement

A PO is a “promise” that if the vendor sends the requested items, AND an invoice is issued from the

vendor, payment will be made to the vendor. This is the ideal method of payment whenever possible.

To be issued a purchase order number:

The Clubhouse must receive a price quote (including product information, quantity, and pricing)

from the vendor. Please attached this quote to the Purchase Request form on Org Sync (if this is

not possible, drop off a hard copy)

The Clubhouse staff will review the request and authorize a purchase order number to the

vendor.

Once the product is received by the club, the vendor must issue the club an invoice for final

payment. The total will be deducted from the club’s account, and the vendor will be paid.

Price Quotes

A proper price quote allows a club officer to see what costs would be involved for the work they would

like to have done, and should include the following information:

Vendor information (contact name, address, phone)

Items/service being quoted

Quantity


2. Check

A check is typically issued when a club is invoiced for entry fees, league dues, or when an invoice has

been received for some other good/service. An invoice will need to be submitted to the Clubhouse with

your purchase request to process payment. An invoice is a document issues by the vendor to you (the

buyer). Depending on the nature of the purchase, a typical invoice includes:

The word “invoice” and an invoice #

Date of invoice

Vendor and Buyer (your club) information

Description of goods/services

Date product was sent or delivered

Unit price and total prices

Payment terms (method of payment, date of payment, details about late payment)

Checks for entry fees should be made payable to a University (not an individual or person). If payment

to an individual is unavoidable, that individual must provide a substitute W-9 with their social security

number. Club officers should try to avoid this situation.

Please keep in mind that University checks are printed 2 times per week (Tuesday and Friday). To

ensure prompt payment, clubs should indicate in their authorization when they need their check issued

(ASAP is not an appropriate directive). If you are concerned that this timing may present an issue with

your vendor, Clubhouse staff can contact the vendor to verify status of the payment. Sometimes, this

communication can ease concerns a vendor may have.

Check Distribution

Checks will be mailed to the vendor upon printing by the University, or a club officer may choose to pick

up the check in the Clubhouse to arrange for delivery. Club officers may opt to pick up/hold when they

submit the purchase request form.

For payment to be issued, a vendor must be set up in the University’s vendor system. Club

officers should inquire at the Clubhouse Front Desk to see if a vendor has a vendor ID#. If a

vendor does not have vendor ID #, a substitute W9 packet will need to be sent to the vendor

and returned to the Clubhouse.

If paperwork (registration forms, etc.) of any kind needs to be mailed with a check, please turn it

in with the request and a note on it saying that it needs to accompany the check. Club officers

may make this note when they submit the Org Sync Purchase request form.

If a club officer would like to know if a check has been sent, paid or cashed, please email your

inquiry to [email protected]. Include the vendor name and club index number. A



Clubhouse staff member will inquire about the payment status. You may also inquire at the

Clubhouse Front Desk.

3. Procurement Card (VISA)

The procurement card (VISA card) can be used to pay for items such as online purchases, entry fees, and

travel expenses. The card cannot be used for professional services (i.e.—imprinting, coaching, etc.).

Visa cards must be used in the Club Sports Office (they cannot be checked out of the office).

A receipt must be printed out in the Clubhouse after any VISA transaction.

The VISA card and the receipt must be returned to the Clubhouse Front Desk prior to leaving the

Office.

If used for lodging, or other travel, where receipts cannot be printed in the Office at the time of

the transaction, such receipts are due to the Clubhouse no later than 5 business days after

travel has completed.

Repeated failure to return receipts to the Club Sports Office staff in a timely fashion will result in

as loss of VISA procurement card privileges.

4. Reimbursements

Reimbursements require a substantial amount of paperwork and approval from several departments

(Club Sports, EMU Accounting and Business Affairs). Not only is it time consuming, but it also can be a

very expensive process. The institutional cost to process a single reimbursement is over $10.00.

In an effort to support institutional financial sustainability, the program strives to avoid personal

reimbursements. When it is necessary, the following guidelines need to be adhered to:

a) Clubs must understand that reimbursement requests after events cannot be guaranteed, and

should communicate this to their club members.

b) Requests for reimbursements that did not have prior approval are at risk for being denied.

c) University policy prohibits reimbursements for the purchase of gift certificates cannot be

reimbursed.

d) Coaches will only be reimbursed for their personal travel expenses.

e) Members requesting reimbursement must submit a request to their designated Club Officer.

The club officer will approve/disapprove reimbursement based on availability of funds, and will

submit the reimbursement request to the Clubhouse for final approval.

Proper documentation for Reimbursements

Proper receipts display proof that a payment was made covering the cost of a particular item.

a) Receipts must be itemized, clear and legible as to the item(s) purchased and include proof that

full payment was made.


b) Reimbursements require prior approval and if a receipt is not itemized a bank statement or

credit card statement may be required as proof of purchase.

c) Original receipts are required (no photocopies).

d) Do not mix personal purchases with reimbursed purchases on a receipt.

e) Individuals must not pay for services (coaching) and expect reimbursement. Services are

taxable, and must follow certain payment protocols.

Requests for the purchase of equipment or services in excess of $25,000 require and price quotes from

three different vendors. Please see the Club Sports Director for more information and assistance.

Contracts Guide

Timeline/Other Important Updates You must submit your request for contract a minimum of two weeks before the event. If the contract is a rental agreement, a custom contract (a contract provided by the contractor) you need to submit the request of contract a minimum of six weeks before the event. Tips for Making the Process Easier

Plan ahead!!

Figure out your budget and research costs

Ask questions early

Research travel costs

5. Personal Service Contracts A Personal Service Contract (PSC) is used to purchase services rather than goods. If you are paying someone for services, please review the information below and consult a Clubhouse staff member for assistance. Fixed Fee Only This is the easiest contract. It means that you will only pay for the speaker’s fee or honorarium. This can include fees for service providers such as: DJs, Video Production, Large Catering orders, rental agreements or hotel price agreements. Please note, that proof of insurance may be required for rentals. Also, rental agreements and hotel price agreements generally take up to six weeks BEFORE the event to process. Fixed Fee, that Includes Travel The second option for contracts is fixed fee that includes travel costs. This means the cost of travel and the fixed fee are combined and the contractor is responsible for paying and arranging their own travel. For example, if the speaker charges $500 to speak and their travel costs are going to be around $500, then the fixed fee would be $1000. This is the easiest way to handle travel for speakers because in the event that the speaker has to cancel, the airline ticket can be used for other travel and the student organization is not out that money (all airline tickets are now non-transferable). If the contractor cannot afford to front the travel costs we can


arrange to make two payments to the contractor-one for travel expenses before the event and one after the service is performed. Fixed Fee + Separate Travel/Lodging This version includes a fixed fee paid to the contractor, as well as, expenses paid by the student organization to outside vendors. This means you are paying the speaker’s fee in addition to travel expenses. For example, you pay $1000 for the fixed fee, $300 for airfare through the UO travel agencies and pay $150 to the hotel for the speaker’s lodging. The travel costs need to be included in the contract request as payments to third party vendors-not as part of the fixed fee. If you don’t know the exact costs you can estimate the costs. Make sure you estimate high because if the actual travel costs end up being higher, we can only cover the amount of the costs listed on the contract. Fixed Fee + Reimbursement for Travel/Other Expenses This version included a fixed fee and other expenses. Other expenses might include baggage fees, transportation fees (taxi, parking, etc.) or materials needed to provide the service (paper, paints, etc.).For example, you pay $100 for the fixed fee. After the event, you reimburse the speaker $250 for the airfare ticket that the speaker purchased on Expedia and you reimburse them for their baggage fee of $25. If you have agreed to reimburse the speaker for travel and/or miscellaneous expenses, be sure to include the amount you are willing to reimburse the contractor in the contract. In the example listed above you would need to include the $275 in the contract. A major downside of this type of contract is that the speaker cannot be reimbursed until AFTER the event and reimbursements may take multiple weeks to process and pay. Additionally, the speaker must provide a lot of personal documentation (itemized receipts, photocopies of credit card(s) or statement(s) showing charges); otherwise the speaker cannot be reimbursed. Contracts through Payroll If the contractor is someone who is currently employed or has been employed in the OUS system in the last two years, they will need to be paid through the payroll process. This is includes professors, student employees (getting paid hourly), any one employed at any OUS school. There is different paper work depending on if they student employee or faculty/staff. These forms are available in the Controller’s office. Please note, GTFs, depending on their contracts may or may not be paid to provide services. Additionally, when you pay someone through the payroll process you are responsible for not only paying the fee but OPE as well. This rate varies depending on the amount of the fee. Please remember this is an added expense that you will need to plan for when budgeting for your event.


Logo Usage Policy

Using University Marks

The University permits the use of its trademarks on products only after the university and producer or manufacturer has entered into a trademark licensing agreement.

The Office of Marketing and Brand Management is responsible for negotiating the required trademark licensing agreements and oversee that all merchandise using University marks are produced by a UO licensed vendor. Failure to use a licensed vendor to produce products representing the University of Oregon is a violation of University policy and various state and federal trademark laws.

Approved licensed vendors meet several licensing requirements prior to producing University-related products, including providing samples of their product(s), paying an annual licensing fee, and provide comprehensive liability insurance.

The Club Sports Program has a responsibility to support the University’s licensed vendors. Licensed vendors are familiar with the marks, and how they are to be used. Licensed vendors are also familiar with artwork approval, royalty accounting practices, and Club Sports guidelines.

FAQ

Can Club Sports use the “O?”

Uniforms: For Club Sports, the O MAY BE USED by member clubs on competition uniforms only. It CANNOT be used on other apparel that is designed for team wear off the field of competition.

Apparel: The O CANNOT be used on apparel for Club Sport teams fundraising activities or on apparel for their travel/leisure activities. Clubs may use other University marks for such purposes.

Novelty items: Backpack, travel bags, can use the O.

Are there royalty fees?

A royalty is a usage-based payment made by one party (the "licensee") to another (the "licensor"-University of Oregon) for the right to ongoing use of University marks. Royalties are typically agreed upon as a percentage of gross or net revenues derived from the use of an asset or a fixed price per unit sold of an item of such.

Resale items-If you are using items with University marks on items for resale, your sale items are subject to a 10-15% royalty fee. When you are pricing your sale items, we recommend building this fee into the sale price to cover this fee.

Internal usage- Team uniforms for competition are exempt from royalties, but all other items are royalty bearing--whether for travel/leisure wear or for fundraising uses.


Are there certain fonts we should use?

At this time, recommended fonts for member clubs include:

Microgramma AkzidenzGroteskBE-Bold.

Font Restriction: The UO Athletic font – "Bellotti bold" - is not available for use by Club Sports on either uniforms or travel/leisure/resale wear.

What do I need to know when using the “O?”

The “O” the mark cannot be altered. For example items attached to it, through it, etc. The “O” must remain intact.

A repeating O pattern is not allowed. The ‘O’ must be a solid pattern/color

Do I need to include “club” in our name?

If your sport is duplicated on the VARSITY level at UO?—YES

i.e.-Club Soccer/Soccer Club, Club Baseball/Baseball Club….etc.

If your sport is NOT duplicated on the varsity level at UO—NO*

*It is recommended you use “club” in your name, but doing so is not yet a requirement.

Other Compliance Reminders

The Oregon Duck (Disney), duck mascot head, and other Athletic Department marks (wings, WTD, Nike duck) are not available.

The on-field duck (the Duck head you see on Club Sports Facebook and Twitter sites) is available for use.

The UO licensee producing your product will be knowledgeable on available marks and the university’s procedures/approval process for producing your product.


Uniform/Apparel ordering process

1. Club officer must let the vendor (licensee) know it is for a UO Club Sports team in order to expedite your order.

2. Club officers are to request a quote from the vendor. The officer is to complete a purchase request form (on Org Sync's officer portal). The quote and artwork must be uploaded with the request.

3. Clubhouse staff will review and approve funds. * 4. Proposed artwork will be sent by the vendor to Marketing and Brand Management for review

and approval. * 5. Final approval for all orders bearing University marks is dependent on both Club Sports and

Marketing and Brand Management approvals. Clubhouse staff will notify club officers if their order is fully approved or denied.

With the exception of where “recommendations” are noted, these policies are non-negotiable. Please

make every effort to submit compliant artwork concepts. Doing so will save your club time!


Coaching

The University of Oregon’s Club Sports Program is one of the leading club programs in the country in

regards to both athletic accomplishment and leadership development. The program strives to create a

healthy and supportive environment for all participants to enjoy sports that they are passionate about.

Club coaches are vital partners in supporting these student organizations in their endeavors.

Club Presidents must register any coaches/instructors with the program. This can be done on Org Sync,

by filling out a coach registration form. This is an annual process (July 1-June 30). Clubs must re-register

returning coaches each year. Club coaches are volunteer positions, and may be selected from the

community or may be University students or staff.

Registered coaches will receive registration and orientation packets in the mail from the Clubhouse. This

packet will contain required University volunteer forms, waivers and information from the institution’s

Office of Affirmative Action. Coaches must review, sign where indicated, and return the registration

packet to the Clubhouse to be authorized to work with a club sport in an instructor/coach capacity.

By registering as a club coach, I will:

1. Coach/instruct the club according to the skill level of the club members in order to develop and

improve the skills of all members.

2. Coach/instruct the club according to the rules and regulations of the club’s governing body

and/or conference.

3. Be open and receptive to coaching suggestions from club athletes.

4. Stay involved with continuing education and updated techniques as they pertain to the sport.

5. Conduct all practices and contests in a professional, safe, and responsible manner, keeping with

University policies, state and federal laws.

6. Promote good sportsmanship on and off the field.

7. Work collaboratively with club officers to develop an organizational culture that is safe and

healthy for members, and which supports a positive reflection of the University when

representing the institution at home and away events.

8. Follow emergency safety and medical procedures for the University of Oregon Club Sports

Program.

9. Serve as a positive mentor for the club. The club officer(s) will serve as the primary liaison(s)

between the club and Club Sports staff, and directly oversee club operations and direction.

10. Not have voting rights in club business unless I meet the eligibility requirements for membership

in the club.

11. Attend practices and competitions during the duration of the competitive season. If I am not

able to attend a practice/competition, I will ensure that appropriate replacement is available, or

I will give a copy of that day’s practice or game plan to the club’s officers.


12. Be available for team travel. Exact dates will be specified by club officers. I understand the goals

of team travel include team building, student-leadership development and enjoyment. I will

encourage the fulfillment of these goals by supporting club members as they strive to make

responsible choices.

13. Understand that club coaches are not institutionally funded positions. Compensation may be

made to me by a club, only if fundraised funds are available to do so.

14. Understand that coaches are eligible for dismissal by the club officers and/or the Club Sports

Director. Coaches are eligible for mid-season dismissal if they fail to complete any of their duties

as outlined in the Coaches Agreement, or if at any time, two-thirds of the team votes to dismiss

the coach.

15. Understand that the University of Oregon’s Policy on Discrimination and Harassment prohibits

discrimination and harassment based on race, color, national origin, sex, age, disability, religion,

sexual orientation or veteran status. In order to comply with this policy, coaches must set team

performance standards for attitude and/or ability and any other category in writing prior to

team try-outs, making cuts, or prohibiting any student from becoming a member of the team.

Coaches must also document the inability of a student to meet the written standards prior to

cutting the club athlete from the team or prohibiting a student-athlete from becoming a

member of a team.

16. Understand and follow all club financial procedures as put forth in the Club Sports Manual. I

understand that no expense may be reimbursed that has not been pre-approved and ordered

through the proper purchasing channels

17. Understand that I will be held accountable and responsible to the club’s President and the Club

Sports Director.

Coaching Payment

Coaches with the University of Oregon Club Sports Program are volunteer positions. These positions are

not institutionally funded. This means that funds are not budgeted to pay such individuals.

If a club regularly pays a coach, the Clubhouse requires that the club has a job description on file, and

that the coach submits a payroll packet (this is different paperwork than the volunteer forms). A payroll

packet may be obtained from the Clubhouse.

It is expected that the job description is shared with the coach. Failure to have this on file with the Club

Sports Office will result in your request to pay your coach being denied by the Club Sport Director.

The fiscal year is July 1-June 30. Clubs whose coaches do not have payroll packets submitted to the

Clubhouse by May 1 will not be paid for their service. The Clubhouse will also not approve of retro-

active coaching payments (paying a coach for service during the previous fiscal year.


If a club is considering paying a coach for their time, the club must have fundraised funds available in the

club’s account to do so (clubs are not funded through university allocated funds for coaching payment).

Clubs must not promise to pay a coach without having secured (deposited), fundraised funds that are

dedicated to paying him/her.

If a club has secured fundraised funds to pay a coach, below are instructions to issue payment:

1. The Club President must visit the Clubhouse to pick up a payroll packet. The coach must

complete the payroll packet (W-2, Direct Deposit, etc.) and return it to the Clubhouse. When put

on payroll, Coaches are considered temporary employees.

2. Payment will not be processed until the payroll packet is complete in its entirety. The coach will

need to submit a copy of their driver’s license and social security card (payroll requires both

documents).

3. If the coach already holds a public employee position (works for the city, county or state), the

club will be required to contribute to their retirement (=6% of paycheck). Please calculate this

into your coaching payment budget.

4. Anytime payroll is processed, there are Other Payroll Expenses (OPE) that the club will be

responsible for including the following:

Retirement – if applicable

Employee Relations Board

If a club practices in the Student Recreation Center, coaches/instructors will need permission to access

the facility during practice/competition times. In order to grant them access, the club president needs

to do the following:

1. Register the coach with the Club Sports Program on Org Sync. Coaching registration information

must be reviewed by the coach, and any required forms returned to the Clubhouse prior to the

coach being authorized access to any facilities.

2. Complete a purchase request form on Org Sync to purchase a UO Recreation Center ID from the

Card Office.

3. Deliver the approved purchase request form to the UO Card Office (located in the EMU-lower

level).

4. Once the coach has their ID, he/she must return to the Clubhouse and report their ID number to

Clubhouse staff.

5. Clubhouse staff will send a memo to the PE&REC staff requesting access for the coach.

Coaches cannot access the SRC with their UO ID card during non-scheduled practice times (see

information about club sports coaching memberships below).


Discounted Student Recreation Memberships for Coaches

Registered club coaches are eligible to purchase a membership at a reduced rate for their personal use.

The club may determine if this is something they are interested in using fundraised funds to purchase

for their coach as a perk.

If a club is not in a financial position to offer this perk to their coach, the club may simply provide the

information and pricing for to their coach so that they can determine if it is something they would like to

purchase with their personal funds. The membership is not intended for a club coach to be used to

conduct extra club practice sessions.


CLUB CONDUCT POLICY

All club members, officers, coaches and instructors are expected to be familiar with the Club Sports

Code of Conduct, and be adherent to it during club sport activities. The Club Sports Code of Conduct is

written to reflect and supplement the UO Student Code of Conduct. Both codes are considered in effect

during club-sponsored events, both on and off campus. Upon registration with the program each year,

members agree to adhere to the codes.

The acts causing a club sport, its members, or coach(s)/instructor(s) to be disciplined include, but are

not limited to, the following:

1. CONSUMPTION OF ALCOHOLIC BEVERAGES (regardless of age) at club-related activities, on and

off University property.

2. USE OF DRUGS (non-medicinal) at club-related activities, on and off University property.

3. HAZING.

4. MISUSE OF EQUIPMENT OR FACILITIES, while participating in any club-related activity.

5. NON-COMPLIANCE to University of Oregon's Student Code of Conduct as well as host institution

rules.

Non-Hazing Policy

Hazing is strictly prohibited. The program will not tolerate hazing for the purpose of initiation, admission

into, affiliation with, or as condition for maintaining membership in a group, organization, or club

affiliated with the Club Sports Program.

University of Oregon Student Code of Conduct & Hazing

Article II – Definitions:

(18) “Hazing” means any initiation rites, on or off campus, involving any intentional action or situation

that a reasonable person would foresee as causing mental or physical discomfort, embarrassment, or

ridicule. Individual acceptance of or acquiescence to any activity that occurs during an initiation rite

does not affect a determination of whether the activity constitutes hazing. Activates and situations that

may occur as part of hazing include, but are not limited to:

1. Sleep deprivation or causing excessive fatigue

2. Physical or psychological shock

3. Public stunts or jokes

4. Compelled ingestion of any substance

5. Degrading or humiliating games or activities


6. Activities that have an adverse effect on academic progress

7. Forced servitude

8. Activities which are not consistent with the parent organization’s rules

and regulations

9. Other activities which violate Federal, State, or local laws.

The University of Oregon Student Code of Conduct

All University of Oregon students are expected to know and adhere to the University of Oregon’s

Student Code of Conduct. This includes during their time as club sports members. The Student Conduct

Code applies to individual students and student groups, and extends to any University owned or

controlled property, or University –sponsored events. In some circumstances, student conduct code

jurisdiction also extends to off-campus behavior.

The Club Sports Code of Conduct

The Club Sports Code of Conduct is an extension of the University Student Code of Conduct. Every

participant in the Club Sports Program agrees to uphold the Club Sports Code of Conduct upon

registration with a member club. The Club Sports Code of Conduct has been created to encourage and

maintain a consistent standard of appropriate behavior as regional and national student ambassadors of

the University of Oregon Club Sports Program.

The Office of Student Conduct and Community Standards

This office educates the University community about the community standards necessary to maintain

and protect an environment conducive to learning. The Club Sports Program specializes in adjudicating

program infractions. Certain conduct situations (particularly violations of the Student Code of Conduct)

may be deemed outside the jurisdiction of the Club Sports Program. Such cases may be referred to the

Office of Student Conduct and Community Standards for review and adjudication.

Club Sports Conduct Review Program

Pursuant to OAR571-021-0110 (appendix A), in cases when a member organization of the Club Sports

Program may have committed a Club Sport Program or a Student Code of Conduct infraction, the Club

Sports Committee may serve as a sub-delegate of the Community Standards Committee.

As such a tribunal, the Club Sports Program’s adjudication process for program infractions strives to

reflect that of the University of Oregon’s Office of Student Conduct and Community Standards in that,

through this process, EXEC strives to:


Respect the dignity and essential worth of all individuals.

Promote a culture of respect throughout the University community.

Respect the privacy, property, and freedom of others.

Reject bigotry, discrimination, violence, or intimidation of any kind.

Practice personal and academic integrity and expect it from others.

Promote the diversity of opinions, ideas and backgrounds which is the lifeblood of the university

Source: UO Affirmation of Community Standards

http://uodos.uoregon.edu/StudentConductandCommunityStandards

Furthermore, EXEC strives to specifically:

Educate the club sports leaders and participants about the standards expected to maintain and

protect an environment conducive to the healthy, safe, and successful operation of member

organizations; to thoughtfully and respectfully facilitate the tribunal process, and through the

issuance of appropriate sanctions.

Intake Protocol When the Club Sports Program is notified that a club is in violation (through a

complaint filed by an individual, team, police report, or citizen’s complaint); the intake and review

process strives to:

1. Allow for both effective and efficient information gathering to determine the appropriate

adjudication process based on the severity of a program infraction report.

2. Allow for the inclusion of all necessary parties, as deemed necessary, based on appropriate

jurisdiction and the severity of the incident.

3. Allow the opportunity for club sports member organizations, leaders, and participants to be

active, reflective participants in the process.

4. Facilitate an intake and review process that creates an environment where member clubs, if in

violation of program infractions, are able to be collaborative in the creation and completion

appropriate educational sanctions.

5. Effectively and efficiently assist club sports member organization, leaders, and participants,

return to the business of operating their organizations in a safe and enjoyable manner, as

representatives of the University of Oregon and the Club Sports Program.

Review Protocol

The Club Sports Director will review the infraction report. Depending on the nature of the report, the

Club Sports Director will:

1) Facilitate a referral to the Office of the Dean of Students Office for review.

2) Facilitate a referral to the CSEXEC Committee for review and adjudication.

3) Directly manage the infraction review and sanctioning process.

http://uodos.uoregon.edu/StudentConductandCommunityStandards


*Depending on the nature of the reported infraction, the Club Sports Director reserves the right to

immediately suspend club privileges and events, pending further investigation.

Appeal Process

In the case of reports reviewed by Office of the Dean of Students: The appeal process will be subject to

the policies and procedures of the University’s Student Conduct Program.

In the case of reports reviewed by EXEC: Clubs have the right to appeal disciplinary decisions determined

by EXEC. The club has 2 business days from the date of disciplinary action to submit the appeal. The

appeal must be in writing and state the following:

1) Describe the action that is in question.

2) Give specific reasons why you took part in such actions.

3) List all names involved and the number of members

4) State why you feel that the original disciplinary sanction that was given to you or the club is not

justified to the actions that took place.

5) State what you feel your sanction should be.

6) Describe the actions that you are the club is going to take to correct the actions.

The appeal must be submitted in person to the Club Sports Director within the 2 business days appeal

period (by 5pm). The Club Sports Director will rule on the appeal after investigating the situation, and

may uphold, reject, or modify the action taken by the Committee. Decisions made by the Club Sports

Director in regards to program infractions are final.

In the case of reports reviewed by Club Sports Director: Clubs have the right to appeal disciplinary decisions determined by the Club Sports Director. The club has 2 business days from the date of disciplinary action to submit the appeal. The appeal must be in writing and state the following:

1. Describe the action that is in question.

2. Give specific reasons why you took part in such actions.

3. List all names involved and the number of members

4. State why you feel that the original disciplinary sanction that was given to you or the club is

not justified to the actions that took place.

5. State what you feel your sanction should be.

6. Describe the actions that you are the club is going to take to correct the actions.

The written appeal must be submitted in person to the Associate Director of Student Union Programs &

Services with in the 2 business day appeal period (by 5pm). After investigating the situation, the

Associate Director may uphold, reject, or modify the action taken by the Club Sports Director.


Conduct Process Terms

Tribunal (n):

A court or forum of justice. Something that decides or determines.

Adjudicate (v):

To hear and settle a case by judicial procedure

Program Infraction

A program infraction, as referred to in this process, is any infraction of:

The Club Sports Code of Conduct

Policies and procedures outlined in the Club Sports Program Manual

Club Sports Coordinator Agreement

Club Sports Coaching Agreement

Guidelines for Media and Public Image Management for Club Sports

All club athletes who wear a UO Club Sports uniform in any sport, by definition, represent the

University of Oregon.

Any negative behavior on the part of club coaches and athletes that results in a police report is a

public issue, not just a “team issue.”

Clubs are advised to insert the word “club” into their official team name, onto Web sites, media

guides, etc., to differentiate them from UO’s NCAA Division I Intercollegiate varsity athletic

teams sponsored by the University’s Athletic Department. If the sport is offered by the varsity

program, doing so is a requirement.

All officers and coaches should review the Club Sports Conduct policy with their clubs at the

start of the season, and again at the beginning of any post-season or tournament play.

Manage off-the field issues. Set CLEAR and UNAMBIGUOUS rules for personal conduct as a

condition of playing and coaching. READ your handbooks, know the rules, and know the rules of

the sports you play.

Create a team accountability environment in which players are accountable to one another for

their actions.

Control your team image at ALL TIMES. Cell phone cameras, video/DVD cameras, digital

cameras and team Web sites, as well as FACEBOOK, are great communication tools. They also

create huge vulnerabilities if they capture images of your team or individuals on it that do not

represent the images you want to portray about your team. NEVER let your team web site or

Facebook be the repository of individual blogs, photos or postings that are critical of other

players, other teams, fans or private individuals.


CLUB EVENT PLANNING

Event Registration

The program considers events to be any of the following:

HOME EVENT The club is hosting another club on campus (including competitive events and scrimmages)

AWAY EVENT The club is traveling to an event off campus

SPECIAL EVENT The club is sponsoring an event on campus/off requiring space or program publicity assistance (fundraiser, charity event, home event requiring off-campus facilities, etc.)

CLUB MEETING The club requires meeting space for a club meeting

Clubs are required to register events on Org Sync by submitting an event registration form. The purpose

of the event registration process is for staff to screen basic information about your event, and help club

officers to facilitate event logistics.

Do not wait until you know all the details about your event. This is a screening process only. If your club

is thinking about an event, please register it. Submitting an event registration form does not guarantee

the club space or other resources for the event.

Once a club has registered an event, club officers should move on to fill out all applicable forms specific

to the event (space request form, motor pool request forms, purchase requests forms).

Event Budgeting

It will be expected that club officers have prepared an event budget for any significant club related

event. Depending on the nature and scope of event, submitting an event budget may be required by

Clubhouse staff prior. It is recommended to upload your event budget at the time of event registration

to avoid delay in the processing of your event forms.

Home Event Reminders

Referees

Scheduling of referees for tournaments and games is the responsibility of the individual club. Clubs may

arrange to have referees scheduled by their referees' association if one exists for their sport.


If a referees' association will be scheduling referees, the Club President should consult the referee

association to inquire how much those fees will be for the season. The Club President should then

consult their club account to check for availability of funds and budget accordingly. At the conclusion of

the season, the club is typically invoiced for the entire season.

Cash Prizes for Events If a club chooses to award cash prizes for your event, please advertise the amount of the prizes in the tournament registration information (example--$100 for 1st place, $50 for 2nd, etc.) At the conclusion of your event, in order to get a check for the award winner(s), please follow the procedures below: After the event, the club must write an award letter on club sports letterhead which must include the following information:

1. Name of prize winner 2. Amount of prize 3. Name and date of tournament

The award letter must be attached to a purchase request form and submitted to the Clubhouse on Org Sync. A check will be created for the award amount, and the funds will be deducted from the club’s account. A winner of a cash prize will be required to complete a W-9 The club should have adequate funds to pay for the awards. Clubs are not funded through their incidental fee budget to pay for awards. Therefore, clubs should budget fundraised funds to pay for such awards. Gift Cards The program does not allow clubs to purchase gift cards from their club’s agency accounts for prizes for events. Individuals cannot be reimbursed for gift cards. Requests to do so will be denied. EMU gift cards are allowable gift cards that can be purchased out of agency accounts. Please see the Club Sports Director for assistance. The Duck If a club is interested in booking The Duck for an event, a request must be submitted to the Athletics website. Clubs must budget fundraised funds to pay for Duck appearances.


HOME FACILITIES

Meeting Facilities

The EMU is an excellent centralized location in which clubs may hold their business and organizational

meetings. Meeting rooms must be scheduled through the Club Sports Office via Org Sync.

Please use Org Sync to submit requests for meeting rooms to the Clubhouse. Such requests must

submitted least 3 business days in advance to submit the request to the Scheduling Office.

The Scheduling Office has TV/DVD players as well as dry erase boards available for your team meetings.

There is a charge for audio visual equipment.

Clubs can also schedule tables, table tents, and sandwich boards, ground stakes, and sidewalk chalk to

advertise upcoming events. These items should be scheduled at least 2-3 weeks in advance.

Clubs may also schedule space in classrooms on campus.

Athletic Facilities

All requests for use of The Student Recreation Center, Gerlinger, Gerlinger Annex, Leighton Pool, the turf

fields and other recreational facilities on campus must be made through the Club Sports Office. This

includes practice sessions, special events and competitions. The Clubhouse will forward the request

through proper channels to receive approval.

Each term, clubs will be asked to submit space requests for the following term. If a club needs to

request extra practices during term, the request must be submitted 7 working days prior to the date

being requested. This is to ensure that scheduling updates are posted on SRC calendars at the start of

each week.

Requests are considered and approved according to prioritized uses. Academic, physical education, and

open recreation time take priority over club sports requests.

Facility Request Reminders

1. Requests that require services (e.g., lifeguards, lock/unlock, supervision, etc.) must be received a minimum of 7 working days prior to the event. It is prudent to make requests as early as possible.

2. If a club does not intend to use the facility time it has reserved, the Clubhouse must


be notified at least 3 working days prior to the event.

3. A minimum of 10% of the cost of the rental may be assessed if there is less than 3 days’ notice.

4. Clubs cannot use tables, chairs, benches and other equipment from hallways, gyms, or classrooms. Clubs may request such items when they submit a space request to the Clubhouse.

5. Clubs are not authorized to utilize the sound system equipment. Clubs may request to use the Club Sports sound system by filling out an equipment request form on Org Sync.

6. Clubs should leave the area in the same condition in which they found it.

7. Broken or damaged items should be reported to the Clubhouse by the next business day. Failure to do so could result in loss of privileges for the club or individual member who seeks to use these facilities and/or equipment.

Facility Fees

1. Clubs may use facilities free of charge for the first three hours of scheduled practices, scrimmages, and league matches during normal building operating hours (excluding lifeguard fees for pool use).

2. If clubs use facilities outside of normal building operating hours, a charge will be assessed by the hour for a supervisor to unlock, attend to, and secure the facility the day of the event.

3. Clubs will be charged a minimum of two hours of custodial services during club tournaments depending on the number of facilities used.

4. During practice and league matches Club Sports will be responsible for clean up; if P.E. & REC. feels that cleanup was not done to their satisfaction they have the right to assess a clean-up fee to club teams.

5. Clubs will be invoiced by P.E. & REC for facility usage for tournaments (3 teams or more), contests, and any activity that is not a practice or league match (some examples; clinics and fundraisers).

Shower & Tape Usage

Requests for use of locker rooms and showers for a visiting team's use must be made through the

Clubhouse at the time the facility is scheduled. The host team will be billed accordingly (rates will be

posted in the Clubhouse). If arrangements are not made in advance, each visiting team member will

have to pay a fee at the door. If there is a continuous issue with clubs not pre-arranging for use of

showers for home events, the club may lose the privilege. Cleats are strictly prohibited in the building.


The use of any adhesive tape in the facility is strictly prohibited. If your club requires tape for your

event, your club may obtain information on an approved tape from Physical Education & Recreation.

Failure to comply will result in your club being charged the cost to remove the tape and residue, as well

as any repairs to the surface.

Off Campus Facility Usage

When on-campus space is not available, The City of Eugene, Willamalane Parks and Recreation, and

other community partners can be a source of activity space for club sports. The club must be able to

afford to rent off-campus rental space prior to booking. Be sure to investigate associated costs with the

vendor.

Off campus facilities will require a rental application/contract, and certificate of insurance documents.

Clubs requiring off-campus facilities for events are to submit event registration, with all applicable rental

applications no later than 4 weeks prior to the event, unless directed otherwise by staff upon event

registration. Not planning with this timeframe in mind may risk your event not being approved by the

Clubhouse.


TRAVEL

Traveling as a member of a club sport is a unique opportunity to represent the University of Oregon. It

is the responsibility of all club members on the trip to support the club’s officer to ensure a successful

and enjoyable journey.

When on a trip, the Club President is the primary contact from the time of departure to the time of

return. If, for some reason, he/she cannot be in attendance, there shall be a designated (and

appropriately trained club officer) serving as proxy.

The designated proxy must be trained in club sports trip policies, procedures, and protocol by the

president, and must be pre-approved by the Club Sports Director prior to the club’s departure.

If, for some reason, the president is unable to attend club events on a regular basis, the club needs to

consider making arrangements to designate a new president. Failure to do so may result in cancelled

trips.

When on a trip representing the University of Oregon, club members must adhere to the Club Sports

Code of Conduct and Student Code of Conduct at all times during the trip.

Event Registration

To activate travel privileges (the ability to book motor pool, airline tickets), clubs must register

the event on Org Sync.

Once a club has registered an event, club officers may start completing the necessary forms on

Org Sync (i.e.-motor pool request forms, purchase requests). Clubhouse staff will help club

officers facilitate travel plans.

Ground Transportation

The Club Sports Program partners with University Motor Pool services to provide ground transportation

to club events. Motor Pool vehicles are the primary and preferred source of club transportation for the

program. The use of private vehicles for transportation to events will only be considered on rare

occasions.

Drivers and passengers are expected to follow University policy, federal, state and local laws.


Itinerary Policies

Before submitting a final itinerary to the Clubhouse for approval, please remember:

1. The event must be registered with the Clubhouse.

2. Travel between the hours of midnight and 4:00am is prohibited. For your itinerary to be

approved, your trip plan must reflect travel during authorized times.

a. This is a University Policy, is non-negotiable, and submitted itineraries that do not

adhere to this policy will not be approved.

3. It is required that 2 certified drivers are assigned to each vehicle being used on the trip.

When creating a final travel itinerary, club officers must plan a drive time that:

1. Avoids driving between midnight and 4am

2. Calculates a drive time based on driving 55mph or below, depending on local speed limits

It is advised that club officers MapQuest their trip (consider the route you are traveling) check the

mileage, and make sure the itinerary is realistic.

Club officers should buffer drive times when:

1. The club is traveling during winter months

2. The club is traveling in multiple vehicles. Moving more people takes more time---bathroom and

food breaks take longer. Club officers should buffer this extra time into travel plans.

Driver Training and Certification Program

All students and staff must be certified drivers to drive university motor pool vehicles or private vehicles

for any club sports activity. To receive clearance, drivers must pass the Club Sports Driver Training Class,

pass a practical driving test in a 12 passenger van, and have a current UO Driver Certification card. Prior

to certification, all drivers must pass a qualification criterion. The criterion includes reviewing the

driving record of the potential driver.

A schedule of classes will be posted in the Clubhouse, with event postings on Facebook and Org Sync.

To sign up for an upcoming class---

Visit the Clubhouse, or contact 541-346-8025/[email protected] to inquire about upcoming

trainings. Driver training is usually scheduled once a week during the academic year.

Clubs should certify drivers at the beginning of the competitive season to be sure that there are enough

certified drivers when needed. Once trained, all drivers are expected to adhere to club travel rules and

mailto:541-346-8025/[email protected]


all state driving rules regardless of the fact that they are driving or are a passenger. Clubs who fail to

follow the rules may be subject to program restrictions.

License Status Change

All certified drivers are required to report any citations issued or changes in status of his or her driver's

license to the Clubhouse before driving a university or state motor pool vehicle.

All certified drivers are required to report any license status change to the Department of Public Safety,

in accordance to Oregon Administrative Rule 571-010-0110. Citations, suspended or revoked license,

getting a new license, are all examples of license status changes that must be reported to DPS.

Motor Pool Gas Card (Voyager Card)

Each motor pool vehicle is equipped with a gasoline card (also known as the Voyager Card).

Voyager Card Directions

1. The card is specific to the vehicle and may not be used to fuel a vehicle other than the one it is

assigned to.

2. The card can be swiped through a machine 3 times in a day, and then it will stop working.

3. If a card is not working, call Roadside Assistance (866-253-5671) and ask them to re-set the card.

A personal credit card should NOT be used for gasoline unless roadside assistance informs the

traveler to do so.

4. If using a personal credit card is unavoidable, please keep itemized receipts and bring it to the

Club Sports Office on the next business day after your return.

5. Motor Pool charges the club a daily vehicle rate PLUS mileage. Therefore, if a club member

purchased gas, the club is paying for it twice. It is important to submit receipts so that the

motor pool bill may be adjusted and the reimbursement may be processed.

6. If a card is lost or damaged it should be reported immediately to Motor Pool.

7. Motor Pool will provide the club with a packet that contains instructions to vendors, and a list of

vendors currently accepting the Voyager card. Using the card for the purchase of anything other

than gasoline will result in a $25.00 fine.


Directions to Motor Pool

University Motor Pool is located at 3233 Franklin Blvd. Operating hours are Monday thru Friday 7:00

a.m. to 5:30p.m.

1. From campus, turn right onto Franklin Blvd.

2. Head east on Franklin Blvd.

3. Drive under the I-5 overpass towards Springfield.

4. Stay in the right lane after you pass the I-5 overpass.

5. The entrance to parking lot is on the right. You will see a black wrought iron fence and white

vehicles inside the fence. Go into the lot and park. The office is the building in the middle of the

lot.

Motor Pool Reservation Procedures

Clubs must submit motor pool vehicle requests through Org Sync. Bookings then are made by the

Clubhouse staff. Please have the dates, destination, and departure time, type of vehicles needed,

number of club members, expected return time, driver’s name and license number. The number of

vehicles available is limited. It is recommended that clubs submit motor pool requests as early as

possible. Vehicles can be reserved 1 year in advance.

Cancellation Policy

If cancellations are necessary, they must be made 48 hours in advance or the club will be charged

$50.00 cancellation fee per vehicle.

Vehicle Pick Up and Return Procedures

Pick Up Procedure

The individual checking out a vehicle is responsible for the vehicle at all times and must be in the vehicle

any time it is being driven. To check out a vehicle you must:

Obtain a driver slip from the Clubhouse (you will have to show your driver’s license).

Take the driver slip to Motor Pool to check out a vehicle.

The primary driver will be provided with a Club Sports Emergency Card, which includes emergency

contact numbers.

Return Procedures

1. Pull the vehicle up to the first gate to the left of the Motor Pool Office.

2. Swipe the voyager/gas card through the card reader to open the gate.


3. Park the vehicle in the RETURN LOT (straight ahead).

4. Complete the Duck Card, and leave on the dash board (make sure information is accurate, with

the correct date).

5. Lock the vehicle.

6. Place the keys in the drop box.

Return Advisory

If a club is returning late on a Sunday evening, the return lot at Motor Pool may be very full. The only

lane with room to return the vehicle will be the far left lane. These factors tend to create an

environment conducive to accidents. Specifically---clubs scrape vehicles against the yellow pole,

resulting in extensive vehicle damage.

To avoid this situation, the Clubhouse suggests that clubs do the following:

1. Driver should pull into the left lane (the exit)

2. Driver should get out of the vehicle

3. Driver should put the Voyager card in the key box to open the gate.

By following the above steps and being in the left exit lane, clubs reduce the risk of driving into the pole.

Enterprise Rental Car Program

The State of Oregon has a contract with Enterprise Car Rental that is available for use by Club Sports

teams when traveling out of state. When this contract is used, Enterprise takes full responsibility for the

entire risk of loss or damage to the rented vehicle. They also allow drivers age 18 and older to drive

without adding a minimum age surcharge to the rental.

Clubhouse staff will book Enterprise reservations on a club’s behalf when an event requires it.

Enterprise Vehicle Pick Up Procedures

When vehicles from Enterprise are booked, Club officers will receive an email with pick up instructions.

When renting under the Enterprise contract, please remember:

1. Decline Damage Waiver and Liability coverage since it is included in the State rate (Corporate

Account Number must be on the contract).

2. 18 year old drivers are permitted without surcharge.

3. Rates include unlimited mileage.

4. Renters may use the Enterprise Plus Express Lane (at most major airports).

Clubs must have sufficient funds in their club account to cover travel expenses prior to the trip. Club

Presidents are responsible for turning in a completed travel itinerary form for all away trips. These


forms must be completed and turned in to the Clubhouse on the Monday of the week of travel or at

least 5 business days prior to trip departure date.

Private Vehicles Use Policy

For insurance purposes, the University’s Motor Pool Program is considered the primary and preferred

means of ground transportation to and from events for the Club Sports Program at the University of

Oregon.

In the cases where personal vehicle transportation is approved, members driving their own vehicles to

club events are driving on university business, may be reimbursed for mileage provided they are a

current certified driver and have been authorized to drive for their team by both their club’s president

and the Club Sports Director.

If private vehicles are used, they must be equipped with a seat belt for each passenger. Any costs for

damages, maintenance, and/or repairs incurred during private vehicle use are NOT eligible to be

covered by Club Sports budgets.

Drivers (and their passengers) of private vehicles are NOT covered by the University of Oregon liability

insurance while on club-related trips.

Airline Travel Policy

Airline travel must be coordinated through the Clubhouse. Clubs have the following options:

Utilize university travel agent (in certain situations, the Club Sports Director may require a club

to utilize a travel agent)

Book directly with the airline.

Booking online through a travel search engine (larger groups are encouraged to consider using a

group travel service or travel agent).

University Travel Agent

Once an event is registered with the Clubhouse, the event will be screened by staff. Depending on the

nature of the trip, clubs may be referred to the university travel agent to investigate pricing for the trip,

or given the option of making their own arrangements utilizing the VISA Team Travel Card. In certain

circumstances, depending on the size and complexities of the trip, the Club Sports Director reserves the

right to mandate a group to book with the travel agent.

The benefits to using a travel agent is having a professional investigate and book large groups together,

as well as streamlined billing (no gathering receipts, etc.). The drawbacks include slightly higher fees.

However, some clubs have found that the service provided by a travel agent outweighs the slight


increase in cost.

Although travel search engines such as Expedia, Priceline, Orbitz may seem to offer better pricing, it

becomes very difficult to piece together a group trip with such search engines. Clubs incur significant,

unexpected fees, and spend a significant amount of time making such arrangements. Additionally, there

is usually less flexibility than if a club books through at travel agent or airline directly. CheapOAir is not

recommended. This company’s travel services have proven to be less than desirable.

Airline Ticket Purchasing Policy

Prior to purchasing any airline tickets club officers must register their event on Org Sync.

Any event including the purchase of airline tickets will require the submission of an event budget and

the club’s anticipated travel roster. It is expected that if a club plans to purchase tickets, there are

current funds to do so in the club’s account... Travel rosters must be typed, and include the following

information:

FULL NAME (Last, First, Middle Initial) STUDENT ID DATE OF BIRTH GENDER

Duck, Donald Edward 950123456 11/07/89 M

The Club Sports Director will not review any request until this is submitted. There will be no exceptions.

All names on the list must have a membership registration form on file with the Clubhouse.

Lodging

Motel 6 Reservation Instructions

1. A club officer must submit a purchase request on Org Sync for approval to make a reservation.

2. Once authorized to reserve, the Clubhouse staff provides the Welcome Card account number.

3. A club officer must contact the Motel 6 where the club would like to stay to investigate the

availability of rooms. Reserve the rooms.

4. When reserving, it is required that the club officer informs Motel 6 staff that he/she has a

Welcome Card Account, and provide them with the account #.

5. After the club’s stay, Motel 6 will invoice the club for the total amount of the stay. Once the

invoice is received by the Clubhouse, the amount will be deducted from the club’s agency

account to pay the invoice

6. The club’s president or other designated officer must return all receipts to the Clubhouse within

5 business days of return.


Other Lodging Vendors

1. To reserve lodging accommodations, a club officer must call the lodging vendor to investigate

the availability of rooms and the cost of your anticipated stay.

2. The club officer must speak with the vendor regarding options of payment (will the vendor

accept a Purchase Order (PO) Agreement # and invoice us after the stay? or Do they require a

credit card? Can they direct bill the University?)

3. Club officers must submit a purchase request form on Org Sync with all of the information you

collected in step #1. This will help Clubhouse staff facilitate payment for your trip.

4. Once approved, a club officer must request a credit card authorization form from the hotel (the

form may be faxed to 541-346-3913 Att: “Name of club officer”) or emailed to the Club

President.

5. The club officer must fill out the credit card authorization form, obtain a signature from the Club

Sports Director and fax (or scan-email) it back to the hotel.

6. The club officer must confirm reservation is confirmed and the credit card authorization has

been received by the vendor.

7. Upon return from the trip, the Club President must ensure that receipts are submitted to the

Clubhouse within 5 business days.

If a club has been assigned a purchase order number for the stay….

The Clubhouse staff will send the purchase order agreement to the vendor with billing information. The

vendor will then invoice the program. Once the invoice is received, the total amount of the stay will be

deducted from the club account.

Class Absence Policy

The Club Sports Program supports members in their efforts to make responsible choices. The ongoing

challenge to balance academic and club commitments can be difficult. The program does not have a

minimum GPA requirement, and therefore does not monitor club members’ academic performance

status.

Before seeking a request from a faculty member to miss an academic class for a club sports event, it is

the responsibility of the student to evaluate their current academic standing in the course. It is the

responsibility of the student to determine whether or not attending a club event is the best decision for

his/her academic success.

If the club event requires a student to miss class, the program provides an event notification form. This

form must be provided to members by the club’s president. The Clubhouse will not provide forms to

members directly. Club presidents must work with the Clubhouse to prepare forms for distribution to

membership.


The form is used by club members to communicate with faculty members regarding the details of

upcoming club sports events. Event notification forms provide official notification to faculty members

of the following:

That a club sport event has been scheduled (this event is registered with the program.

That the student is a registered club sport participant, eligible to participate in the event.

The form is not intended as a request from the Clubhouse to excuse a student from class. It is intended

to verify that an event is registered with the Clubhouse during specific dates and times.

The faculty member may use the information in the event notification form to help determine if the club

member’s absence from class will be considered excused, or unexcused. Please keep in mind, there may

be various factors in a faculty member’s determination. Such factors may include departmental/class

policies and/or the club members’ academic performance.

The Club Sports Director is available to answer any questions or concerns a faculty member may have,

and will make arrangements for peer/coach proctoring during travel, if the professor is agreeable to

such a situation. But, it is ultimately the responsibility of the club member to make responsible choices

regarding academic obligations.

Physical Education classes do not accept the event notification form (this department has their own

policies regarding class absence. Please refer to the Physical Education Department for policy

information.


RISK MANAGEMENT

Risk management may be defined as “the technique of assessing, minimizing, and preventing accidental

loss to an organization, as through the use of insurance, safety measures, etc. (dictionaryreference.com).

The program utilizes various techniques to minimize risk. These include (but are not limited to):

1. Establishing a general Emergency Action Plan (EAP)

2. Collaborating with Enterprise Risk Services to maintain appropriate insurance coverage for

program property (boats, etc.)

3. Delivering a safe driver education program and travel protocol

4. Delivering Leadership Orientation and ongoing trainings for club leaders and coaches

5. Supporting higher –risk activities with certified athletic coverage

6. Providing on-campus financial accounts for recognized clubs.

7. Referring club members to available health insurance providers*

*The program does not provide health insurance or any medical reimbursement for members. Club

members are required to have their own health insurance coverage, sufficient enough to cover

anticipated injuries which may be sustained from sports. Members may review the membership

registration form for more information.

Athletic Training Services

The Club Sports Program maintains an athletic training service for club athletes. A certified athletic

trainer is available at regularly scheduled hours in the Student Recreation Center (SRC) for consultation

on prevention, treatment, and rehabilitation of athletic injuries, and to provide information about other

aspects of athletic health-care of interest to club athletes. Coverage is available for home events

(fulfilling requests for coverage depends on personnel availability and a "need" priority if there is a

conflict.)

In addition to offering walk-in clinic hours, the athletic trainer is available to make presentations on

topics of interest to particular clubs upon request. Previous workshop topics have included "Emergency

Treatment of Injuries by Coaches and Participants," and "Nutritional Eating Habits for Athletes." If your

club is interested in scheduling a specialized program with a trainer, please contact the Clubhouse at

[email protected].

The athletic training room for Club Sports is located in the SRC, Wellness Room 6. Hours are posted at

the beginning of each term. The athletic trainer has a box in the Clubhouse.


Medical Clearance Policy

Club coaches, officers, and injured members, are responsible for enforcing the Club Sports Program’s Medical Clearance policy. The athletic trainers and Sports Medicine physicians will determine if an athlete needs to be removed from practice and/or competition. Upon the Clubhouse staff’s receipt of a report indicating that a club athlete needs to be removed from activity for medical reasons, the program’s medical clearance policy will be implemented.

Medical Clearance Protocol

Club coaches, officers, and injured members, are responsible for enforcing the Club Sports Program’s

Medical Clearance policy. The athletic trainers and Sports Medicine physicians will determine if an

athlete needs to be removed from practice and/or competition.

Upon the Clubhouse staff’s receipt of a report indicating that a club athlete needs to be removed from activity for medical reasons, the program’s medical clearance policy will be implemented. Refrain from Play Order

Once notified of an injury that requires a club member to be placed on the refrain from play list, staff will direct an e-mail to the athlete, coach, club officers, and medical team, stating that the identified athlete may not practice or compete until written documentation of medical clearance from a physician has been submitted to the staff. Clearance Order Once written medical clearance has been received by the staff, a second e-mail will be sent out to notify the athlete, coach, team officers, and medical staff of the updated participation status. A scanned copy of the clearance document will be attached. Club coaches, officers, and injured members are all responsible for enforcing and adhering to the Club Sports Program’s Medical Clearance policy. As such, players on the medical clearance list will refrain from play until a clearance order is issued.


Emergency Action Plan

It is required that Club Presidents serve as the designated safety officer during events, unless the club has created a separate position for this responsibility. As the club’s primary safety officer, this means that he/she oversees the implementation of the Emergency Action Plan (EAP) when necessary. The designated safety officer is responsible for making sure that members, officers, and coaches, are aware of the EAP. In the absence of the club’s president, it is required that a proxy is assigned to this role, and is properly educated and familiar with the programs EAP and what is expected to be reported.

1. Assess the situation and determine the extent of the emergency.

2. Administer first aid appropriate for the victim (s) to the level of your training.

3. Activate EMS-If life threatening emergency, CALL 9-1-1 immediately.

4. Facilitate-If the injury is not life threatening, but serious, recommend they go to the closest medical facility and assist them in finding transportation. Department of Public Safety may be contacted for such assistance on campus at 541-346-6666

5. Report the incident status to Club Sports staff.

When to Report an Injury If any injury to a club sport member requires a trip to the hospital (home/away events, practices), the club president follows the reporting protocol to provide information to Clubhouse staff. The following information is necessary when reporting such a situation:

1. Name of participant 2. Club/event where injury occurred injured 3. Nature of injury (if specific details are unknown, this may be general at time of phone-in

report—injured limb, head/neck injury, laceration (bleeding) 4. Current status of the injured participant (participant is still in the hospital? Is someone with

him/her)

Trained medical personnel should be summoned to the scene before moving or transporting any injured

participant and/or spectator, especially if injuries to the back, neck or head are apparent or suspected.

In the event of an injury, the athletic trainer (if available) or coach should determine whether

emergency assistance is needed. Immediately contact 9-1-1


Travel

When a club is on the road, in addition to injuries, the following travel-related situations should be

reported:

1. Motor Vehicle accidents 2. Major changes to travel itinerary 3.

Motor Vehicle Accident Reporting

The individual operating the vehicle should take the following steps:

1. Stop 2. Assess the situation* and call for the police 3. Depending on the severity of the injuries, call 911. Do not move an injured person. 4. Light and place emergency flares if necessary (found in your vehicle’s emergency kit) 5. Request that the attending officer file a written report, regardless of the extent of the damages 6. Move the vehicle only when directed to do so or if possible to avoid obstructing traffic 7. Fill out the At Scene of Accident form found in the orange envelope in the vehicle’s glove box. 8. Have any witnesses fill out the orange Witness Cards 9. Show the blue Certificate of Coverage (Proof of Insurance) form to the police and any other

parties that may request that information 10. Report the accident, to the Motor Pool by calling (866) 253-5671 and submit the State Self

Insurance Claim form. 11. The driver of the vehicle must visit the Club Sports Office the next business day to meet with the

Club Sports Director to fill out a Supervisor’s Incident Report Form.

If there were any injuries, damages exceeding $1500, or if vehicle needed to be towed, the driver must

visit the DMV within 72 hours of the incident to complete a DMV Report.

Do not debate or admit responsibility.

Do not make statements to anyone except: Police/law enforcement, Risk Management, Legal Counsel

Roadside Assistance 24 HR Service -- Phone: (866) 253-5671. Should a club encounter unexpected vehicle problems, University Motor Pool staffs are available 24 hours a day.

If a club needs assistance, please call the Motor Pool at (541) 737-4142 or toll-free at (866) 253-5671. After hours and on weekends, a Public Safety Dispatcher will connect you with a Motor Pool employee 24 hrs. per day to get you the help needed.

For Unattended Vehicles: Fill out the Yellow Card in the orange envelope in the vehicle’s glove box. The State of Oregon requires that you leave your name, address, driver’s license number, vehicle plate number, insurance information, and a brief description of the incident.


Itinerary Change Reporting

All clubs are required to submit an itinerary to the Clubhouse prior to any registered club travel event.

If, within the course of the trip, your itinerary changes, resulting in an extra overnight, please call the

itinerary change in to the Clubhouse staff and provide updated information.

What’s a major itinerary change?

If a club submitted an itinerary that states they will return to campus on Tuesday, but due to weather,

they have made arrangements to stay overnight and will need to return Wednesday. This is considered a

“major” change to your itinerary and should be phoned in.

The reporting protocol is designed so that the Clubhouse staff can, when necessary:

1. Facilitate appropriate after-care as needed for injured club sports athletes, and as desired by participant. Injured club members will receive resource materials (University Health Center information, etc.)

2. Facilitate logistical assistance in the event extended hospitalization is causing a logistical dilemma for the club---getting the club back to campus, helping the club provide support to injured athlete in the hospital.

3. Report to EMU Staff/Dean of Students Office in the event of serious situations when family may need to be notified, and whose injury may affect long-term academic obligations.

4. Follow up with campus travel partners, including Motor Pool and Risk Management, when

motor vehicle accident paperwork is required.


FUNDRAISING Fundraising Overview

The program is dedicated to providing an athletic alternative that is both an inclusive and affordable

experience for students. With the wide range of activities included in the program, keeping activities

affordable can be a challenge. For most clubs, the i-fee allocation assists with basic costs, but will not

support the cost of a club’s entire annual operating budget. Clubs must plan other ways to generate

revenue in the form of:

Fundraising activities

Sponsorships

Member dues collection

Fundraising Activities

Fund-raising activities take the form of club-initiated activities (bake sales, car washes, etc.). They must

comply with University and campus policies. All income generated from fund-raising activities must be

deposited in the club’s agency account by the next business day. Some samples of fundraising activities

include:

Athletic Venue Cleanups

The Club Sports Office, in collaboration with the Department of Athletics, provides clubs with a

convenient opportunity to earn money through on-campus venue clean ups. Look for announcements

from the Club Sports Office for more information about how to take part in these events.

Letter Writing Campaigns

Letter writing campaigns are a major source of funds for many clubs and have been successful year after

year. There are specific guidelines and several steps that must be followed when writing fundraising

letters to businesses, and friends and family.

Friends and Family Letters are a great way to publicize club activities, communicate the club’s goals for

the year, and identify ways people can support the club.

1. Write the letter

2. Submit the letter to Clubhouse staff for editing (if the letter will be sent to businesses, you must

submit a list of businesses you will be targeting)

3. Edit as requested and resubmit for final approval.

4. Create donation slips specific to your team (include foundation account #).

5. Gather addresses from team members, use address list.


6. Set-up the letter on a computer – Be sure margins are set appropriately to accommodate

letterhead.

7. Create a mail merge for your address list

8. Consult with the Clubhouse staff for assistance with envelopes, letterhead, and to arrange a

time for club members to visit the Club Sports Office to personalize letters.

9. Make sure the following 3 things are in each envelope.

Letter, signed

Return slip

Return envelope

10. Submit the prepared letters to the Clubhouse Front Desk form mailing. Sealing the envelopes is

not necessary. The Mail Services Department has a machine that will seal them for you.

Clubhouse Reservations

If a club wants to plan a letter mailing work party with their members in the Clubhouse, please book a

time with the Clubhouse staff. Scheduling these projects in the evening hours is good option.

Raffle Event Policy

According to Oregon Administrative Rule 137-25-310, the following information must be printed upon

each ticket sold or shall be otherwise provided to each purchaser at the time of ticket sale (via handout):

0. The date and time of the drawing

1. The location of the drawing

2. The name of the organization conducting the raffle

3. The price of the chance

4. A full and fair description of the prize or prizes to be awarded (no cash prizes are allowed)

5. The retail market value of each prize to be awarded, and

6. The total number of tickets, which may be sold.

If there are no special raffle tickets printed, it is required that the club posts a flier at all ticket sale

locations listing the required information. If raffle ticket sales take place over a period of time, there

must be “special” raffle tickets printed. The EMU Ticket Office assists in developing and printing custom

raffle tickets.

According to Oregon Administrative Rule 137-25-240, a report must be submitted after the raffle. The

raffle report form must be submitted to the Club Sports Director and must include:

The total amount of proceeds received from the sale of tickets for each raffle game. Total dollar

amount raised cannot exceed $2,000.00 per raffle

All expenses relating to the conduct of each raffle game (other than prizes)


Total cost of non-cash prizes awarded · The winning ticket stubs

Please note: no cash prizes are allowed.

Clubs may submit this information in a post-event report that is required after each club sport event.

The names, addresses, and signatures of the winners of the first three prizes must be provided to the

Clubhouse. Also for all prizes valued at $100 or more, the name, address and signature of the

prizewinner must be obtained.

The Vice President for Administration and Finance files an annual report to the state in order to

maintain the license. If the Club Sports Program is found in violation of the aforementioned rules, the

program will be financially responsible for all fines incurred. The Administration and Finance Office will

not be responsible for any fines.

DONATIONS

The program partners with the University of Oregon Foundation and Business Affairs Offices to manage

all donations, whether they are in the form of cash or goods. If a club receives a donation in the form of

“goods” (i.e.—an individual paid for a club’s lodging, an individual donates a boat or other piece of

equipment), in order to recognize the generous supporter, and for the supporter to receive appropriate

tax documentation to acknowledge his/or gift, be sure to inform the Club Sports Director.

Gifts In Kind

If your club receives a gift in kind donation, please make sure the following information is submitted to

the Club Sports Director-- ---

Date Gift Occurred: 2/27/2011

Donor Name: George Baker

Donor Address: 30301 Riverview Dr. Junction City, OR. 97448

Gift Amount: (how much was the gift worth)

Checks/Cash

If your club receives money (cash/check) in the form of a donation from an individual, please bring it to

the Club Sports Office and make arrangements with Club Sports staff to deposit it into the club’s

Foundation account. Please see the Club Sports Office Specialist for proper deposit procedures.

Donor Recognition

It is advised that clubs recognize donors by writing thank you notes. The Clubhouse provides clubs with

thank you note materials.


Clubs Donating To Other Organizations

1. I-fee allocated funds may not be donated to a charitable cause. Therefore, your club must have

sufficient fundraised funds in the account to donate.

2. Check the club account balance and determine the amount of fundraised money the club wants

to carve out for this donation (for example—do you want to dedicate money earned from a

clean up to this charitable organization?)

To Donate Using Fundraised Funds:

1. Collect the required information on the organization your wishes to donate to, including contact

information (this information could be a printout from a website or other source).

2. Write a donation letter-The club should write a donation letter (on Club Sports letterhead) to

the charitable organization to accompany the donation check.

SPONSORSHIP

To sponsor something is to support an event, activity, person or organization financially or through the

provision of products or services. Many times, this means one party provides money and/or resources

that are of value to a club, or a specific club sport event. This is usually in return for publicity in some

form. As a result, both parties should benefit from the arrangement and should look to future

development of the arrangement.

There are various levels of sponsorship.

Finding sponsorship for clubs is not easy and it does require the commitment to both seeking out

partnerships and, making sure that clubs can fulfill their end of the agreement. Clubs need to be able to

show potential sponsors the benefits of associating themselves with the club.

Sponsors consider return on investment (ROI) when measuring the value of sponsorships. The

Clubhouse recommends that club officers designate a specialized committee of club members to work

on sponsorship initiatives. These initiatives may be a combination of short-term (for a specific event)

and longer term relationships.

Program Guidelines

The program wants clubs to be successful, and encourages clubs to be unique and entrepreneurial.

However, it is important for clubs to keep in mind that they are a member of a larger organization—

Club Sports, and the University of Oregon.

It is important to keep in mind the following guidelines:

Club Sports will not approve alcohol sponsorships.


Please alert the Club Sports Director of your intent to obtain sponsorships that may exceed

$5000.00 (either cash or gifts-in kind). If you plan to ask for more than $5000, the Director may

involve the Foundation and the Purchasing and Contract Services Offices for consultation. Again,

all professional offices at the University of Oregon want your club to be successful. When your

club commits to aggressively seek sponsorship, involving more stakeholders, you must be

committed to being patient with this process.

Items to be submitted to the Director:

Draft of the sponsorship letter

List of the organization you will be contacting

Any contracts (where money or services are being exchanged)

When appropriate, the list will then be sent by the Foundation for review and approval before

the club makes contact with the corporation. The Foundation will approve, deny or collaborate

with the club for each corporation.

Clubs must identify themselves as a University of Oregon club sport in any written or verbal

correspondence. It is important that clubs distinguish yourself from the varsity athletic program

to avoid being associated with the wrong program. Although it may be tempting to associate

with the varsity program, many potential sponsors are intrigued by the dedication to the pure

amateurism, and entrepreneurial spirit that club programs support.

1. Clubs must not make promises they cannot keep.

2. Decide if the club wants to focus on donations as opposed to sponsorships.

Donations vs. Sponsorships—Know the Difference

Donations are tax-deductible which can be very appealing to potential partners. However, when such a

donation is made, there can be nothing provided in return. For example, a club must not provide

advertising to a business making a donation. If this is the case, it is no longer a donation. It is a

sponsorship.

Once advertising occurs (sponsorship), this is considered a business transaction, which needs to be

handled differently than a donation. In this situation, the sponsor is now paying for the club to promote

the company.

A club cannot promise University resources without acquiring the appropriate stakeholders’ approval.

For example, agreeing to post a banner outside the Sport Club Office at the EMU without approval. For

example, agreeing to post a banner outside the Clubhouse at the EMU without approval of both parties

would be unacceptable and could cause you to default on your end of the agreement.


Clubs must think about all of associated stakeholders. For example, if the club uses ski areas, they would

need to check with the staff at the mountain to see if any banners or merchandise tables could be set

up. It takes more effort and time to get such permission, but doing so can lead to positive long-term

relationships that can benefit your club.

Conduct Sponsorship Research

When looking for sponsorship, a club should make a list of local businesses or companies that are

associated with the sport or team (ex—a restaurant your team always eats at after practice).When a

business is connected to the team in some way, the sense of similarity creates a better chance of the

potential sponsor saying yes to the offer.

Clubs should look for companies that advertise in your sport-related magazines. Clubs should watch

sporting event programs to see which companies are patrons. These companies probably have a budget

for sponsorship, and may be likely to sponsor a club. You can also seek businesses that have nothing to

do with your sport, or regional/national businesses. But, to be thoughtful about the potential

partnership, it is important to educate yourself on the potential sponsor’s business. Companies that

your parents work for may also be a good target, since there is a personal connection.

Once the list is ranked, put the most promising potential sponsors first. This helps prioritize time and

effort on behalf of the club.

The Sponsorship Letter

Just like Sport Club Friends & Family letters, write individually to each sponsor on Club Sports letterhead

paper. Present an honest and realistic case and list any likely benefits to the sponsor. The tone of a

sponsorship letter is different than a donation letter.

Personalize your request for sponsorship. Outline why this would be a good partnership. Be

thoughtful and research your potential sponsors. Educating yourself about sponsors will help

you sell your product (your club) propose a partnership.

Be flexible with your proposal. “Packages” are a good guide, but they sometimes don’t fit the

sponsor’s values perfectly.

Provide a brief description of the club.

If this sponsor request is for a specific event, send your letter well ahead of the event (3-6

months if possible).

The Follow up Meeting or Call

Try to arrange an initial meeting. If possible, invite them to a club practice or game.

Agree to all sponsorship deals in writing—either by a letter of agreement or a written contract

to be signed by authorized signatories of both parties (UO Club Sports contracts are submitted

to the Club Sports Director, and depending on the nature of the sponsorship, the Club Sports


Director will work with the UO Purchasing and Contract Services Office for the review and

signature of such documents).

Finalizing and Follow Up

Use sponsorship income or goods as a useful resource, but do not rely on sponsorship as the

success factor of your tournament of league.

Obtaining an agreement for a sponsorship deal is the start, not the end of a relationship. Work

hard to look after the sponsor’s interests, as this may reap future rewards. Create personal

relationships, and be sure to invite the sponsor to the tournament or a league event.

Follow up with a hand-written than you note emphasizing how their sponsorship directly

affected your success.

Remember the sponsor is associating its name with your tournament or league and its public

image. It is important that its name is enhanced, not damaged by the image of the club.

Types of Sponsorship

Gifts in Kinds of Sponsorships

Apparel sponsors are usually the easiest sponsors to obtain for club sports. Many organizations like to

have their logo placed in front of the public, and using apparel to achieve this is one of the most cost

effective approaches.

Clubs may consider offering organizations the option to pay for clothing you intend to have at your

event for sale or giveaway in exchange for placing their logo on the clothing.

Logistics Sponsorships

These types of sponsorships can range from anything to merchandise booth sponsor, field sponsor or

first aid sponsor. These types of sponsorships can be creative. These are usually appealing to many

organizations if they feel the sponsorship fits their mission. These sponsorships can be facilitated as

easily as placing a placard near the sponsored area (e.g.—field, first aid tent, etc.)

Accommodation Sponsorships

Every club needs a place to stay when they travel. Why not strike an agreement with a hotel? It would

be difficult to get direct funding from a hotel for this type of sponsorship, however, it is customary for

hotels to offer group discounts and give financial kickbacks to the event for every room blocked.

Cash sponsorships

This type of sponsorships is usually the most difficult to obtain, especially for club sports that are more

non-traditional. This is because cash paid or donated has a return on investment (ROI) that is very


unfriendly to potential sponsors. It is helpful to keep this in mind when attaching a dollar cost to any

item for which you solicit sponsorship.

Sample Sponsorship Letter

Below is a sample. But there are various ways to design your pitch to potential sponsors)

(Date)

Dear__________________________________,

The (Club name) at the University of Oregon is seeking sponsorships for the upcoming season. Our team has been in existence for 10

years, and we now have 30 dedicated University of Oregon students on the roster. Last year our club placed first in the Pacific Northwest

Championship, and we hope to travel to the (name of event) in (location of event).

Due to the nature of your business, we believe a sponsor partnership with your organization can be beneficial to both parties. The

combination of our practices, regular season games, playoffs and prominence on campus exposes us to UO students, faculty/staff, alumni

and members of the local, regional and national communities.

The (club name) is an official club of the University of Oregon Sport Club program. The program includes 45 sport clubs, coordinated by

student leaders, and includes over 1400 student athletes. The (club name) currently has a roster of (# of players). Our supportive

spectators, range in ages from 18-50+, so we believe this partnership would provide your company with a unique opportunity for

exposure.

We are currently seeking the following partnerships. Please note that these are just suggestions and we are excited to work out an

agreement that meets both of our needs. Any support you can offer, whether monetary donation and/or merchandise would contribute

greatly to the overall success of our team this year.

Uniform sponsor ($2500—One opportunity available)

Lodging sponsor ($2000)

Travel Sponsor ($1500)

Equipment sponsor

Title Sponsor for home tournament ($2500)

Web page sponsor ($500—multiple opportunities available)

Practice T-shirt sponsor ($500—multiple opportunities available)

We appreciate your time in considering this opportunity to support our club. Within this packet, we have attached a copy of our season

schedule, our most recent club newsletter, as well as samples of our media coverage last season. We will follow up with a phone call next

week and look forward to the opportunity to discuss this potential partnership.

Sincerely,

(Signature)


Duck Store Bake sales

Visit the Duck Store. Go to the back of the store to Customer Service. Tell them you are from the ___________ and are interested in scheduling a bake sale. They will have the student fill out a form with the date and time. Duck Store employees will check to see if your preferred date is available.

Once a sale is scheduled, register it as a Club Sports event on Org Sync .Once your fundraiser is complete, be sure to bring your $$ to the Clubhouse to deposit to the club account.

MEMBER DUES

All club members have paid the incidental fee, which supports club sports programming. Therefore,

club officers should strive to keep the personal cost of club participation to a minimum for members.

The need to collect club member dues will vary from club to club depending on the nature of the

activity.

The important thing for officers to do when planning a member dues plan is to:

1. Project the club’s anticipated operational costs.

2. Determine what members will be supporting through dues collection.

3. Communicate to members what their dues support.

4. Have a refund policy. Club members should understand at the time of payment if their dues are

refundable or not, and under what circumstances.

Creating a member dues structure can take various forms, depending on the club. Clubs may have a

very straightforward dues structure, where members pay a flat fee. Clubs may have a tiered

membership structure, where club members may be involved at a higher level than other members,

paying more to participate at a higher level. If a club has a fluctuating membership, clubs may have

members pay per event.

Regardless of the dues structure, club officers should always start planning their dues structure with the

development of their annual operational budget, and refer to their club’s constitution to help determine

club funding priorities.


CLUB SPORTS LEADERSHIP EXPERIENCE

The Club Sports Experience is fully dependent on the enthusiasm and entrepreneurial spirit of students

at the University of Oregon to operate. The Clubhouse provides the framework and network of support

to help students succeed in their efforts. This includes providing opportunities for intentional leadership

development.

What is The Club Sports Experience? It can be many things, depending on a student’s level of

involvement within the Program. A student’s experience could be as an athlete. A student may also

choose to take advantage of one of the (5) leadership development opportunities the Program offers:

1. The Club Sports Officer Experience 2. The Club Sports Executive Committee Experience 3. The Club Sports Practicum Experience 4. The Student Employment Experience 5. The Graduate Teaching Fellow (GTF) Athletic Trainer Experience

Each Experience within the program provides students a chance to not only be involved in a fun,

dynamic athletic program, but also a chance to build their educational package while at the University of

Oregon.

The Clubhouse provides the framework and support for students to be successful in their endeavors, by

coordinating annual training opportunities. The Program celebrates the athletic and leadership

achievements each year with the Club Sports Awards Celebration.

Club Sports Executive Committee

The Executive Committee is a 5-member student committee comprised of club sports leaders who meet

regularly with the club sports professional staff to oversee the entire Club Sports Program, and who

serve as peer advisors for Club Sports officers. During their experience, members progressively develop

leadership skills as they represent member clubs, network with student leaders across campus, and

collaborate with professional staff members to oversee the direction of the program.


Basic Qualifications

Applicants to Executive Committee must have Club Sports member experience. Although previous club

sport leadership is preferred, applicants for Club Sports Executive Committee do not need to have

experience as club officers.

Due to the time commitment, it is suggested that Executive Committee members are not serving as

current club officers during their term. But this decision should be made by the individual.

Exec meets weekly during the academic term.

In general, key areas of learning in this 1-2 year experience for participants include:

1. Strategic Planning

2. Event Planning

3. Budget and Financial Management

4. Peer Advising

5. University collaborations

6. Presenting

Club Officers

The Program mandates each club elect (1) President and (1) Treasurer.

Club Sports Council

All officers from all member clubs are members of the Club Sports Council.

Club Sports Leadership Teams

Beyond the president and treasurer positions, member clubs should develop their own leadership

teams. Duties of the leadership must be clearly outlined in the club constitution.

A leadership team should –

Be a group of elected representatives within a club. Their purpose should be to fulfill the various

functions necessary to keep the member club operational.

Serve as the club’s internal governing body, making decisions regarding the direction of the club

(tryout formats, financial decisions, coaching decisions,etc.).

Support the president in making decisions by serving as an advisory and voting board,

supporting one another as a team to make decisions and delegate tasks.

Understand that they are mentors for new, or less experienced, student members. As such

representatives, members of a Club Sports leadership team should be willing and able to uphold

positive behavioral standards.

Attend Club Council trainings when offered.

Take advantage of other leadership development opportunities on campus (i.e.-Holden Center’s

Leadershape and Catalyst programs)


Leadership Team Sample Structure

President

Provides overall direction for the club

Oversees the work of the other officers and ensures they work together as a team

Schedules and runs organization meetings

Monitors the activities of the club, ensuring compliance with the Program.

Vice-President

Acts in place of the president when necessary

Oversees committee chairpersons and work of the committee

Oversees special projects/committees (fundraising, tournament arrangements, publicity,

Promotional campaigns, etc.

Secretary

Handles club correspondence such as match and tournament scheduling

Maintains membership lists

Keeps membership informed of upcoming events

Distributes meeting minutes to membership

Treasurer

Manages and records all financial transactions of the organization

Keeps detailed records of the club’s financial transactions

Reports the financial status of the club to the club membership

Other—Travel Coordinator, Fundraising Coordinator, Equipment/Gear Coordinator, Website

Coordinator, Alumni Coordinator.

Next Steps

Once you have defined all the officer roles, create a task list for each officer so that each person has

specific responsibilities.

Develop a list of goals the club would like to accomplish over the year, with a timeline and assigned

task list to successfully active those goals together.


Example:

Goal:

For the ________year, it is the goal of our club to increase membership from 15 to 25 members.

Steps to reach the goal:

Sept-

Contact all members to see if they are still interested in participating (Secretary)

Oct-

Market the club by using flyers, brochures, Facebook, etc. (Vice President)

All year-

Establish and enforce an attendance requirement for those participants

who wish to compete or travel (President)


LEADERSHIP EDUCATION

Schedule

Club officers will be provided more information about trainings during the year. Below is a general outline of our leadership program:

Club Sports President Training

Schedule: Fall term Requirement: mandatory for all club presidents

A beginning of the year nuts n’ bolts training for Club Presidents. This training is primarily dedicated to overview of policies and procedures in the Club Sports Manual.

This session is a review of logistical tasks & office tours to assist club officers become familiar with basic operations, policies, and procedures.

Club Sports Council Meetings

Schedule: varies

Requirement: mostly optional (depends on topic)

This is a series of 1-hour meetings focusing on club sports-specific topics, and/or leadership and organizational development topics beyond logistics. Samples include:

Delegation Fundraising & Sponsorship Conflict Resolution Resumes for sport leaders Nutrition Constitution Training Org Sync Training Hazing Education

Organizational Transition Training

Schedule: Spring

The nature of club sports has leaders coming and going, usually every year. For any organization, this can be disruptive to the longer term goals and operations of a club. This session provides an overview of best practices in leadership transition so your club continues strong!

Club Sports Budget Training

Schedule: Spring


Requirement: mandatory for club presidents

This session provides an overview of the annual budget development process.

Club Sports Leadership Practicum (FHS 409)

The Club Sports Practicum (FHS 409) is a credit-earning experience available exclusively for members of Club Sports Executive Committee, and club members holding office within their organization.

Club presidents are given registration priority. However, other club officers may register depending on the nature of their involvement with the club and the availability of space in the class. The Club Sports Director will review such requests on an individual basis.


We Wish You a Successful and Safe Club Year!

Go Ducks

Documents

Club sports manual2014 15