Policies and Procedures Manual August 2018

RECREATION SERVICES

CLUB SPORTS MANUAL

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Table of Contents

The Club Sports Manual is designed to be a resource for clubs in the administration of their programs. All Club Sport Officers, Coaches and Members should be familiar with the contents of this manual to help ensure the proper organization and success of their respective club.

Program Overview – Club Sports at the University of Delaware Page 4 Freedom of Association Non-Discrimination Policy Transgender Participation Leadership Development Building Leaders Utilizing Education (BLUE) Mission & Objectives for Club Sports Contact Information Current Club Sports Eligibility & Governance Guidelines Page 6 Overall Team Eligibility Student Eligibility Becoming an Official Club Sport Recruitment End of Year Survey Loss of Club Status Annual Renewal Required Forms Club Leadership Page 9 Roles of the Club Officers The President The Treasurer The Advisor Coaches Change of Officers Procedure Club Sports Code of Conduct and Discipline Process Page 11 Code of Conduct Membership Expectations Hazing Alcohol & Drugs Policy Campus and Office Resources Page 13 Reserving Rooms, Gyms and Fields Home Competition Clinics Certificate of Insurance Vending of Food & Beverages Policy Marketing, Promotions and Use of the UD Name Page 15 University Print and/or Digital Promotional Materials Your Club’s Official Name in Writing Use of University of Delaware’s Symbols Print Materials Social Media Support UDaily Articles Tools & Resources Page 2 of 28

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Travel Policies Page 17 Travel Coordinator Excused Absences Hotel Reservations Transportation Options Driving Restrictions Fines Policies and Guidelines for Student Drivers Finances and Business Office Procedures Page 19 General Policies Dues Making Deposits Fundraising Sponsorship Purchasing Purchasing Approval Placing Orders Apparel/Branding Policy Adidas Purchasing Equipment Reimbursements General Reimbursements Hotel Fees Reimbursements Mileage Reimbursements Gas Reimbursements Paying Bills Paying Entry Fees Paying Officials Paying Coaches Invoicing (Billing Others) Health & Safety Page 25 General Policies Emergency Response Inclement Weather Policy Page 25 Travel Home Games Electrical Storms Addendum: Late Night/Weekend Busses Page 28

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PROGRAM OVERVIEW

Club Sports at the University of Delaware

Freedom of Association Students are free to organize and join associations to promote their common interest. The University believes it is appropriate to share its resources with associated groups in order to fulfill the University’s overall educational function. Therefore, associated groups may apply to become an official registered student organization/club sport in order to access University resources. However, the purpose and goals of the organization must support the educational/developmental goals of the University.

Non-Discrimination Policy The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence. For inquiries or complaints related to non-discrimination policies, please contact: Fatimah Stone Interim Director, Institutional Equity & Title IX Coordinator 305 Hullihen Hall, Newark, DE 19716 302-831-8063 [email protected] For complaints related to Section 504 of the Rehabilitation Act of 1973 and/or the Americans with Disabilities Act, please contact: Anne L. Jannarone, M.Ed., Ed.S. Director, Office of Disability Support Services Alison Hall, Suite 130 Newark, DE 19716 302-831-4643 [email protected] OR contact the U.S. Department of Education - Office for Civil Rights.

Transgender Participation The University of Delaware Department of Athletics and Recreation supports and encourages transgender students to participate in club sports based on their expressed gender identity. Diversity and inclusion will always be at forefront of all Club Sports programming and activities. Collegiate Club Sport’s governing body transgender policies may differ than that of the University of Delaware. Club Sport staff will assist transgender students when seeking clarification on eligibility with the respective Club Sport governing body.

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Leadership Development Student organizations fulfill a very important role at the University of Delaware. These organizations provide a medium for students to enhance the lessons learned in the classroom through real life experiences and responsibilities. The Club Sports program exists not only to provide students with extracurricular competition in sport, and the ensuing benefits that sport competition brings, but also to develop skills that will assist students beyond their years spent at the University. While the Club Sports Office and other Recreation Services staff assist clubs with administrative needs and policy, the emphasis is on student leadership development and principles of self-governance. Club Sports are student run, and within each club the students are directly responsible for all aspects of managing and operating a successful competitive organization. As a result, Club Sports present a unique opportunity for students to develop both their athletic and leadership abilities.

Building Leaders Utilizing Education (BLUE) is an educational leadership program focusing on: health & wellness, personal success, community engagement, diversity and inclusion, and career preparation. Club Sport leadership will engage in a number of programs, workshops, and activities to assist in building personal, group and community leadership skills. The program is mandatory for all student-athletes and Club Sport leaders.

Mission & Objectives for Club Sports Club Sports are designed to: ● Develop a sense of belonging, cooperation and accomplishment between students from diverse backgrounds who share a common interest. ● To contribute to an individual’s physical and mental fitness. ● Provide an opportunity to engage in structured competition with other amateur Club Sports at a level other than the intramural or varsity level. ● Develop leadership skills. ● Develop organizational and administrative skills, which could include one or all of the following: governance, coordinating, scheduling, travel arrangement, financial planning and management, fund raising, risk management, and public relations.

Contact Information Club Sports Office: Carpenter Sports Building (Lil Bob) 26 N. College Ave, Newark DE 19716

REC.BLUEHENS.COM - Recreation website

iHub Homepage - UD Club Sports Management System

Bruce Thompson Assistant Athletic Director, Club Sports Office 106 [email protected] 302-831-6712

Sammi Shivock Club Sports Coordinator Office 107 [email protected] 302-831-1575 Page 5 of 28

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Current Club Sports Baseball Gymnastics Swimming Men’s Basketball Men’s Ice Hockey Synchronized Skating Women’s Basketball Women’s Ice Hockey Tennis Bass Fishing Men’s Lacrosse Track and Field/ Cross Country Bowling Women’s Lacrosse Trap and Skeet Crew Roller Hockey Triathlon Cycling Men’s Rugby Men’s Ultimate Disc Equestrian Women’s Rugby Women’s Ultimate Disc Fencing Sailing Men’s Volleyball Field Hockey Men’s Soccer Women’s Volleyball Figure Skating Women’s Soccer Water Polo Golf Softball Wrestling

ELIGIBILITY & GOVERNANCE GUIDELINES

Overall Team Eligibility The criteria for remaining an official club sport are: ● That the club sport agrees to adhere to all policies and regulations of the University of Delaware, the Division of Intercollegiate Athletics and Recreation Services, the Office of Student Conduct, and all local, state, and federal laws. Once registered, it is the responsibility of the club members to become acquainted with appropriate University policies and procedures in the Student Guide to University Policies, the Club Sports Policies and Procedures Manual, and other materials provided by the University. ● That the club be a viable, functioning organization composed of full-time matriculated students. ● That the club and its members not discriminate either in its membership or program on the basis of race, creed, color, gender, age, religion, national origin, veteran status, disability, gender identity or sexual orientation. ● The club sport must assume responsibility for all debts and obligations to the University incurred by the group. ● The club sport’s primary activity must not duplicate that of an existing club sport organization. ● The activity must be a commonly recognized sport such as one that participates in NCAA or Olympic competition. ● A club's roster must meet the minimum number of players required to field a full competitive team in their sport. In the case of individual sports, the roster number must be a minimum of 6. ● There must be a viable number of opponents and competitions within the region. Primary competitors must be other university affiliated teams.

Student Eligibility ● Club Sports are open to UD students who pay the comprehensive fee or who are enrolled in the UD Associates in Art program. ● To be eligible to serve as a club sport officer, one must be an undergraduate student and a member in good standing within the respective club. ● Any aquatics-oriented club sport must have its members pass a swimming safety test as outlined by the national governing organization. It is the club President’s, or designee’s, responsibility to coordinate this with the Club Sports Office. ● All individuals who wish to participate (including tryouts and returning club members) in

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any club sport activity must sign up through the iHub management system and sign the Agreement to Participate Form, for each club they participate in. Following the prompts and completing the registration process will automatically add you to the roster of your desired team. Any participant who has not completed the form is ineligible to play. Playing an ineligible player could result in further disciplinary action, e.g. jeopardizing your status with your NGB (Nat’l Governing Body), losing facilities privileges, or loss of club status. ● Failure to meet the above requirements will render one ineligible for membership in a club sport, or the entire club ineligible for official club status. Special Note - Participation in competition may be subject to restrictions based on specific sport's governing body. (Example: some require full-time status or certain GPA requirements.)

Becoming an Official Club Sport ● To initiate the request for official recognition as a club sport a student representative must schedule a meeting with the Assistant Athletic Director, Club Sports. ● A potential new club sport must have the following components to acquire official club status: consistent interest, club profile, potential opponents/governing body or league, financial commitment from its members to participate (UD funding is limited), a proposed operating budget, at least two officers/leaders, a commitment to comply with University policies and regulations, and a secured practice/competition facility if one on campus is not available. The Club Sports Office will provide interested students with guidelines and forms to assist a potential new club through the process. ● Potential officers’ names and contact information must be submitted to the Club Sports Office. The President of the organization will be the direct contact for the Office. ● It is recommended the membership develop and maintain club bylaws, AND a team code of conduct spelling out the club’s structure and operational procedures (dues, refunds, attendance, officers and elections, etc.). An electronic version must be submitted to the Office, and will be kept on file. For a sample of bylaws, see the Club Sports Office.

Recruitment Lodging  Prospective students must pay for their own lodging during their visit to the University  Prospective students are not permitted to stay overnight at current team members’ dorms/apartments/houses. University/Athletic Facility Tours  Prospective students are required to contact the admission office for official university tours.  Prospective students should contact club leadership for athletic facilities tour. Food/Drink  Clubs are permitted to provide meals for prospective students.  Alcohol is PROHIBITED on any prospective student visit to campus. Classes  Prospective students are allowed to attend a formal University class with a club team member with faculty member permission. Waivers  If a prospective student is participating in a practice with current team members, he/she must fill out an Agreement to Participate Form.

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Travel  Prospective students are responsible for their own travel to and from campus.  Prospective students are responsible for their own parking while on campus. Parking Services. Parking Map. External Distributions  Any official recruitment correspondence i.e.; email, mail must be approved by the club sports office prior to sending out. End of Year Survey Each club needs to complete an End of Year Survey to reflect on the year in review, highlighting accomplishments and identifying areas of needed improvement. It is important for clubs to ensure compliance, quality of communication, adherence to travel and finance policies, and attendance at meetings, programs and trainings. In addition to the End of Year Survey, clubs need to complete and submit the Change of Officers Form and the Dues and Budget Worksheet. Failure to complete these requirements and/or failure to meet club sport standards may result in Loss of Club Status.

Loss of Club Status A club sport may lose recognition as an official University student organization or face other appropriate discipline if: ● Your financial status is continually in jeopardy, or any member of the club misuses funds. ● You violate any of the policies in this Manual, or local, state and/or University rules and regulations. ● Your club is brought up on charges and found "responsible" by the Office of Student Conduct. The University may temporarily suspend a club sport while it looks into allegations that the club sport violated a University policy, rule or regulation.

Annual Renewal - (Due at the end of each academic year or by 5/1) ● Change of Officers Form - provides the names and contact information of the club leadership and advisors for the upcoming school year. ● Dues and Budget Worksheet - a financial review of the previous year, the current year, and a projection for the upcoming year. ● End of Year Survey- snapshot of team's yearend review.

Required Forms The following is a brief overview and guide. For specific requirements, proceed to associated policy within the manual for full explanation. All club sport forms are accessed through the iHub management system.

FORM DUE DATE Must be signed BEFORE tryouts, or practices begin. Agreement to Participate Facility Reservation Form Due Date Determined Each Semester Change of Officer Form As Needed/End of Season Incident Report Form Within 24 Hours of Accident Club Ledger Should be Updated Regularly Deposit Form Required with All Deposits Dues and Budget Worksheet 3rd Week of Fall Semester Official/Referee Payment Form Within 2 Weeks of Expense Page 8 of 28

Policies and Procedures Manual Request for Reimbursement (including mileage) Within 2 Weeks of Expense/Travel Travel Request Form 2 Weeks Prior to Trip Sales Tax Exemption Form to be Used When Traveling in Other States End of Year Survey Due 2 Weeks after the End of the Season or by 5/1

CLUB LEADERSHIP

Roles of the Club Officers Officers’ duties listed below are guidelines and not all-inclusive. The club officers will ultimately decide upon the division of duties and could include positions such as Vice President and/or Secretary. Club Presidents and other officers shall be removed from their leadership position by the Club Sports Office if their actions are deemed detrimental to the team.

The President Club Sports are self-governed, and therefore, the daily operation of the club is the responsibility of its officers. The President is chiefly responsible for ensuring that the club functions smoothly and properly. Each President may delegate the following responsibilities among the officers and club members, as she/he deems appropriate. The President, however, must ultimately answer to the Club Sports Office and other University administrators as the official authority on their club’s business. ● Follow rules and regulations in this manual and the University of Delaware Student Guide to University Policies and inform all members of policies and procedures. Act as a liaison between the club team and the Club Sports Office. ● Be present at all meetings required by the Club Sports Office. ● Regularly check your email for correspondence from the Club Sports Office. ● See to it that club adheres to all deadlines. ● Ensure that each new member successfully registers through the iHub system and that the club sport roster in iHub is current and up to date before any club activity takes place and updated as needed throughout the year. ● Ensure that any individual that drives their own vehicle on club related business has successfully registered through the iHub system and all appropriate travel forms have been submitted. ● Oversee the Treasurer to ensure that the club is staying within the budget. ● Obtain approval for competition and practice schedules; coordinate facility requests. ● Submit the club’s schedule of competitions at the beginning of each semester. ● See to it that all flyers, publicity announcements, and apparel orders are pre-approved by the Club Sports Office. ● Conduct election of officers at least once a year. ● Complete all the necessary paperwork for renewal as a club sport. ● Familiarize the new incoming president with operating procedures. ● Complete tasks of other officers (below) in their absence.

The Treasurer The University reserves the right to audit the financial records of this organization. The Treasurer will submit the club’s official ledger if required. ● The club must maintain their funds in a University-authorized account. Treasurer works with the Club Sports Office staff to monitor that account. ● Keep an accurate record of all financial transactions on an official ledger. This record may be reviewed as needed by other officers, club members or the Club Sports Office.

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● Communicate regularly with the Office regarding financial status. ● Collect dues and other income. Secure checks that are made out to “University of Delaware”. ● Deposit club funds through the Recreation Cashier in CSB according to policy. ● Act as main liaison to the Club Sports Office on all financial transactions. This includes purchases, payments, deposits, reimbursements, etc. ● Adhere to all financial policies and procedures in this Club Sports Manual. ● Keep good financial records to pass along to future officers in order to maintain club continuity. ● Sign all financial documents.

The Advisor Club Sports teams are not required, but encouraged to have a University Advisor from among the full-time faculty or professional staff. The general purpose of University Advisors to Club Sports is to encourage continuity in functioning and to assist the club in operating in a manner that is consistent with the purpose of the University. The specific duties of the advisor shall be determined and agreed upon by the individual advisor and the club’s leadership. As a general rule, advisors should be familiar with the club’s program and the demands of the sport, and should counsel the organization in the exercise of responsibility. In carrying out their responsibilities, advisors shall be protected from liability in accordance with the University’s policy on indemnification of directors, officers and employees.

General duties: ● Communicate regularly with the officers. ● Provide continuity for the club from year to year. ● Encourage club officers to assume responsibility and honor their obligations. ● Advise the club regarding budget, fundraising, travel, competitions, practices, etc. ● Be familiar with policies in this Manual, and policies pertaining to student organizations in general. Provide guidance to the officers, concerning UD policy, as needed.

Coaches Clubs are first and foremost student organizations, thus it is important to remember that the internal organization and decision making of the club must be left to the club membership. A coach has many opportunities to provide a positive influence on club members, both in terms of skill development and in interpersonal development. However, the coach must also be aware of the limitations of the position within the Club Sports Program. The coach must follow all university and departmental policies and procedures and does not take the place of the club’s advisor or president. Matters involving the management of the club must be left to the club officers, members, and advisors.  All coaches must complete a University background check and Coach Agreement.  Work with the Club Sports Office for approval and to setup onboarding and payment details for coaches. They will be paid as a bi-weekly UD employee. Coaching salaries cannot be paid by any outside entity (i.e. booster clubs).

Change of Officers Procedure If the club changes officers at any time during the school year it is the responsibility of the student leadership to inform the club sport staff, complete the Change of Officer form and schedule an orientation meeting with the Club Sports Office. Whenever the club changes officers, the outgoing officers need to ensure that the following information is turned over to the incoming officers: Page 10 of 28

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● All club records, especially financial records. ● Names, phone and email contacts for club members, coaches, league offices, opponents, officials, etc. ● Suggestions for avoiding any problems that were encountered. ● A complete and accurate equipment inventory. ● A current list of club alumni and friends.

CLUB SPORTS CODE OF CONDUCT AND DISCIPLINE PROCESS

Code of Conduct In order to promote the finest educational experience possible, the University of Delaware has established high standards of conduct for its students and student organizations. Individual students and student organizations are expected to know and comply with the policies in the Code of Conduct. Individuals or clubs who violate, attempt to violate, or aid others in violating its provisions may face sanctions for their actions. This Student Guide to University Policy explains University standards and procedures. ● Individuals or clubs that are alleged to have violated the University Student Code of Conduct will be referred to the Office of Student Conduct. If any individual or club is found "responsible" for misconduct by the Office of Student Conduct, that individual and/or group will be sanctioned accordingly which may also include being suspended from all club sport activity. The Club Sports Office reserves the right to add sanctions to decisions handed down by Student Conduct and the Appellate Board. ● If a team or individual is found responsible and suspended for violations of University or club sport policy, those team members or individuals will be prohibited from participating in all club sport activities for the duration of the suspension. ● Complicity - A student shall not, through act or omission, assist another student, individual or group in committing or attempting to commit a violation of this Code of Conduct. A student who has knowledge of another committing or attempting to commit a violation of the Code of Conduct is required to remove themselves from the situation, and failure to do so when reasonable under the circumstances may be the basis for a violation of this policy.

Membership Expectations ● A student, as a member of a club team, who has guests at the University, is responsible for their guest’s conduct during any club activity, and will be held accountable for violations of any University rules or local laws by their guests. ● A club and its members are responsible for its actions. During club competitions, functions, or social events, any inappropriate behavior could result in a loss of recognition as a club sport by the University of Delaware. If members of your organization act inappropriately inside or outside of club functions, the appropriate authority will address the actions and the status of your club could be in jeopardy. ● For conduct issues that fall outside the University Student Conduct system, the Club Sport Office reserves the right to impose sanctions upon an individual or team. Recognize that you represent UD at all times and it is a privilege to be a member of a club sport. ● No player/coach/advisor shall: o Engage in physical or verbal abuse, threats, intimidation, harassment, coercion and/or other conduct that threatens or endangers the health and safety of any person. o Participate in a contest for which he/she is ineligible. o Mistreat the faculty, staff, facilities, or equipment of UD. o Strike, attempt to strike or otherwise physically abuse an official, opposing player, spectator or coach. o Use obscene gestures, profanity or disrespectful language. Page 11 of 28

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Hazing Hazing is defined as any action taken toward, or circumstance directed at, one or more students, which action or circumstance exposes such student(s) to unpleasant, harassing, embarrassing, degrading or hazardous conditions, the endurance of which is intended to be a condition upon

which the student(s) may become a member of, or participate with, any group, - is prohibited and will not be tolerated. Both the entire club and involved individuals may be suspended for condoning any hazing incident. Each participant agrees to the UD Policy on Hazing upon signing the Agreement to Participate form.

The following activities are examples of violation of this standard: ● Requiring the consumption of any food, liquor, drug or other substance; ● Requiring participation in physical activities, such as calisthenics, exercise or other games or activities requiring physical exertion; ● Exposing another to weather elements or other physically or emotionally uncomfortable situations; ● Forcing fatigue from sleep deprivation, physical activities or exercise; ● Requiring anything that would be illegal under any applicable law, including laws of the State of Delaware or City of Newark, Delaware; ● Requiring anything that can be reasonably expected to be morally offensive to another; ● Committing or requiring any act that demeans another based on race, gender, ability, sexual orientation, religion or age; ● Committing any act of physical brutality against another, including, but not limited to, paddling, striking with fists, open hands or objects and branding; ● Kidnapping or transporting another with the intent of stranding the person; ● Committing verbal abuse; ● Forcing or requiring conduct that can be reasonably expected to embarrass or adversely affect the dignity of another, including the performance of public stunts and activities such as scavenger hunts; ● Intentionally creating work or labor for another; ● Denying sufficient time for study or other academic activities; or ● Committing or requiring another to commit any sexual act or engage in lewd behavior.

Students have a duty to avoid being hazed. However, as student health and safety are of primary concern at the University if a student reports being hazed to a University official and fully participates in any resulting investigation, the Office of Student Conduct will not pursue conduct charges against the reporting student for violations of the Hazing Policy nor any other policies which may have been violated during the hazing activities. Educational interventions may be assigned to the reporting student.

Alcohol and Drugs Policy Please refer to the University Code of Conduct, for the University’s policies regarding alcohol and drugs. Club sports have more restrictive alcohol policies as detailed below. ● Alcoholic beverages and drugs are prohibited at all official club events – meetings, practices, tournaments, games, matches, shows, etc. ● Use of alcohol or drugs while traveling for a club event, including in lodging spaces, is strictly prohibited. ● The use of alcohol or drugs in a vehicle, while on University business, regardless of the vehicle’s ownership, is strictly prohibited.

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● No words or images that connote drinking, alcohol or drug use may be used in fundraising, general advertising, apparel or advertising of a social event. ● Clubs must observe the University’s “Dry Period” at the start of each semester. This is a two- week period at the start of each semester in which alcohol may not be served at ANY student function, regardless of location or age of students attending. ● For social events held off campus: ○ The University accepts no responsibility for the possession, use, consumption, manufacture, sale, or distribution of alcoholic beverages by student’s off-campus, including at events or functions sponsored in whole or in part by one or more student organizations or individuals. ○ A student hosting or attending an off-campus function should be aware of the applicable laws regarding alcohol and should be aware that the University may also impose sanctions upon the student for such behavior. ● Use of alcohol or drugs that leads to behavior impinging on the rights of others is prohibited and will be punished. This includes parties in private residences, and incidents occurring out- of-state or out-of-country. ● Any incident involving illegal or prohibited use of alcohol or drugs will be referred to the University’s Office of Student Conduct.

CAMPUS AND OFFICE RESOURCES

Reserving Rooms, Gyms and Fields

Meeting room, kiosk, or outdoor terrace space: All requests for space within the University Student Centers, classrooms, any outdoor terrace, and Harrington Beach must be done online. Go to Request for Space Form for Student Organizations.

Athletic Facilities -All athletic facilities are accessible to Club Sports if available for date of practice or competition. To reserve a facility for practice or competition - North Campus: Carpenter Sports Building, Frazer Fields, or hockey rinks (Harrington & Independence Fields are managed through Student Centers, & reserved online, see above): ● Complete the Facility Reservation Form, which will be sent to the Club Sports Office for the approving signature. Contact the Club Sports Office for more information. ● The reservation will be considered official once the club has received the final copy with all appropriate signatures. ● All teams must pick up after themselves before leaving the fields, including visiting teams. Failure to do so will result in cleaning fines, and possibly loss of privileges. ● Any Reservation of Recreation Facilities for over 100 people will require Custodial Staff. A club hosting a large event (100+ people) will incur this fee. To reserve a facility for practice or competition - South Campus: Rullo Stadium, Football Practice Fields (FPFs) or other Athletics fields, including Field #7 (on Rt. 4): ● Send a request via email (no paper form available) to your club’s Administrative contact. The facility will be considered reserved once the club president receives a confirmation email. ● Artificial turf cannot be treated like natural turf; it is more sensitive. Specific synthetic turf rules will be provided to clubs that use these fields. Failure to comply with regulations will result in loss of privileges and an infraction on the clubs’ record. ● The entire club is responsible for making sure that their visitors do not violate any of the turf rules, such as the footwear regulations. ● All teams must pick up after themselves before leaving the fields, including visiting teams. Failure to do so will result in cleaning fines, and possibly loss of privileges. Page 13 of 28

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City of Newark Dept. of Parks and Recreation Fields: Various fields in the city are available for two- hour blocks pending their current league schedules: ● To reserve, you must go in person to the Parks and Recreation Office at 220 Elkton Rd. (across from Park and Shop Ctr.) to fill out the permit and pay the nominal fee. Phone: 366- 7060.

Home Competitions  Complete the Facility Reservation Form or send an email to the Club Sports Office as instructed above depending on the space being requested for competition.  Once home competition has been approved, an officer must submit a copy of the game day schedule to the club’s Administrative contact for review and approval. Any additions or changes to the schedule need to be communicated promptly to the Club Sports Office in case any necessary modifications need to be made to the existing reservation.  If hosting a home competition on campus, at least one officer from the host club must be at the competition site at all times to handle any problems, questioning, or emergencies that may arise.  An athletic trainer/ medical coverage will be available for moderate and high risk home competition only. An athletic trainer will not travel with club teams.

Clinics If your club is interested in hosting a clinic, please contact your club’s Administrative contact for additional information and guidelines. ● The event needs to be clearly identified in all communication as a Club “Insert Sport” Clinic. ● Marketing materials must note that the event is not in conjunction with (or affiliated with) the NCAA Varsity Sports program at UD. ● All marketing of the event will run through the Club Sports Office to ensure details above are followed. ● The clinic cannot be held within 60 days of a varsity clinic in the same sport. Consult with your club’s Administrative contact for acceptations to this policy. ● If working with NON-UD students, each participant (or their parent if under age 18) must sign a waiver before being permitted to participate. The official waiver for this purpose is available in the Club Sports Office. Waivers must be submitted to the Office after the clinic. ● All clinics must comply with applicable Protection of Minors policies.

Certificate of Insurance If you are using an off-campus facility you may be required to provide proof of UD’s insurance to the owner. Send email request to your club’s Administrative contact stating the following: name of organization requesting it; a FAX number (not phone); a contact person from this organization, mailing address; location & date of your event, and your club name. One-week notice is required for this; but appreciate more notice when possible. The certificate is sent directly to the facility owner by the Office of Risk Management.

Vending of Food & Beverages Policy See University Policy

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MARKETING, PROMOTIONS AND USE OF THE UD NAME

University Print and/or Digital Promotional Materials By participating in Club Sports, you consent to photography and video recording and their release in University print and/or digital promotional materials.

Club Sport websites, marketing materials (digital or print) and social media channels must follow the policies outlined in this section. All club related letters and mailings, etc. must be reviewed and approved by the Club Sports Office before they are published, mailed, or go to print.

Your Club’s OFFICIAL Name in Writing  All official written references to or publications of your club must use the phrasing “______Club at the University of Delaware”. This does not apply to apparel.  For example, the wording “Ice Hockey Club at the University of Delaware” must be used on a flyer, letterhead, schedule, website, program, etc.

Use of University of Delaware Symbols The University of Delaware reserves the right of proprietorship of a number of symbols of identification of the University used in connection with activities of the University. The following emblems and logos are registered with the State of Delaware and CANNOT be used in advertisements or any student flyers/handouts/etc. without the consent of the University of Delaware: ● The “UD” symbol, with the interlocking “U” and “D”. ● The University of Delaware Crest. ● YouDee – No pictures, illustrations, or original designs of the mascot may be used. ● The phrase “University of Delaware” – No group may identify or advertise itself as “The University of Delaware Group X.” Groups may identify or advertise themselves as “Group X at the University of Delaware.”

The use of University trademarks and service marks is prohibited without the express permission of the University of Delaware. See License Policy in order to learn how to use UD symbols legally.

Print Materials All promotional materials require the approval of the Athletics and Recreation Marketing and Engagement Office prior to printing. Please email [email protected] to have your material approved. ● Club team members can order any print materials through UD Printing by creating a profile and submitting the request here. ○ Payment: . Members must enter your team’s purpose code on the online order desk to submit payment. The treasurer should have access to this code. Contact the Club Sports Office for assistance. . Members can email [email protected] if you would like a price estimate prior to placing your order ○ Paper Stock: . 100# Gloss Cover is the same weight as a postcard . 100# Gloss Text is the same weight as a magazine paper ○ Pick-Up: . UD Printing will only deliver to university offices. Therefore, it is easiest for you to choose “Pick Up at UP” and collect your materials from their office when ready. Their office is beside the General Services Building on South Chapel Street. Page 15 of 28

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● Print Material Locations for display: Campus Bulletin Boards & Display Policy - See University Policy ○ Bulletin Boards . Trabant & Perkins - There is no reservation fee to have team flyers on display. . Carpenter Sports Building (Lil Bob) - space available by the first floor fitness center poster display for material size 8.5x11 and 11x17. Please contact [email protected] at least one week in advance if you would like to have your poster on display. Subject to availability. o Banners . Trabant and Perkins - banner display options available, for pricing and reservation guidelines see Banner Policy. . Carpenter Sports Building (Lil Bob) – Contact [email protected] for information on hanging a banner in the main lobby of the CSB. ○ Residence Halls . Have one copy approved at the Residence Life and Housing Office in Gilbert Hall and ask them to be place in the RA mailboxes. This will allow them to be put on display in every hall on campus. ○ Tips Include the following information: Club Name, Event Name, Date, Time, Location, Cost of the Event, Contact Info, Club Sport website/social info, Approved club Sports mark.

Social Media Anything posted on official social media sites, by the administrator or followers, should be in good taste and appropriate for all audiences. Photos, comments, videos and stories shared on social media by users may be reused by the University of Delaware on other platforms. UD reserves the right to delete comments that are deemed by the page administrators as inappropriate. These comments include but are not limited to political endorsements or banter; outside links; mudslinging or defamation; off-topic messages, advertisements and promotions of any sort; or SPAM. UD’s policy on Responsible Computing and Use of University Computer Resources as well as the Responsible Computing Policy apply.

Support ● UD Recreation can help share your content through the @UDLilBob social media channels. Most requests can be shared on Twitter, but Instagram and Facebook are reserved for more newsworthy and/or high quality images due to the more limited posting schedule. If you would like help promoting something through the @UDLilBob social media please contact Alexa Wick, Asst. Director of Marketing & Engagement at [email protected]. You can also tag @UDLilBob in your post for consideration to be shared. ● The Athletics accounts (@UDBlueHens and @UDCockpit) are responsible for covering varsity sport teams, so they will only share news on national championships or other significant accomplishments of our club sports teams coordinated through Recreation. Please connect with your club’s Administrative contact and [email protected] if you have accomplishments to share.

UDaily Articles Teams can write short articles highlighting a recent accomplishment for distribution through UD’s UDaily email list and website. If there is something you would like to write an article for, please connect with your club’s Administrative contact and [email protected] to coordinate. Tips ● You will need to include an image with your article. Horizontal (landscape orientation) images work best. Page 16 of 28

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● Including quotes from team members and/or coaches adds a more personal touch to the article. Consider adding quotes that reflect on the team/individual performance, excitement going into your next event, etc. ● Add an “about” section that summarizes your team (division of play, student run structure, number of players, etc.) and includes your fundraising link.

Tools & Resources ● Canva is an online design tool that you can use if you don't have the software and want to quickly design flyers, social media graphics, etc. ● Hootesuite and Buffer are free social media management tools that allow you to schedule posts in advance.

TRAVEL POLICIES

All travel must be approved by Club Sports Office prior to departure. The club team is expected to uphold a positive image of the University and to act in a sportsmanlike manner when visiting other schools or clubs. Failure to do so may result in loss of club status or other appropriate discipline.

Travel Coordinator A “Travel Coordinator” should be named for each trip and is responsible for: ● Coordinating transportation. Clubs are responsible for coordinating their own transportation. ● To request or confirm rental vehicles, submit the Travel Request Form a minimum of TWO (2) weeks prior to the trip. The cost of the rental will be charged to your club account. ● Submitting all other travel information through the iHub System at least two weeks prior to your trip. ● Insuring that all drivers and travelers have a copy of the itinerary, directions, timelines, etc. ● Supervising the conduct of club sports members on the trip. ● Completing an Incident Report Form and submitting it to the Club Sports Office if an accident occurs. Accidents involving private autos are the responsibility of the owner, but must still be reported. Accidents involving UD vehicles must also be reported to Motor Pool, x8471, and your club’s Administrative contact as soon as possible.

Excused Absences Club competitions are considered excusable absences. See policy below (the Club Sports Office will act in place of Advisor). YOU MAY NOT WRITE YOUR OWN LETTER. For an official excusal letter, submit the following information to your club’s Administrative contact at least one week prior to the day you will need the letter:  Name of each club member needing the excusal;  Dates involved;  Location of the competition – name of school, city & state;  Leave time from Newark.

Policy from Official Faculty Handbook on “Student Class Attendance and Excused Absences” “Absences on religious holidays not listed in University calendars, as well as absences due to athletic participation or other extracurricular activities in which students are official representatives of the University, shall be recognized as excused absences when the student informs the instructor in writing during the first two weeks of the semester of these planned absences for the semester. Absences due to similar events which could not have been anticipated earlier in the semester will be recognized as excused absences upon advance notification of the instructor by an appropriate faculty adviser or athletic coach.” Page 17 of 28

Policies and Procedures Manual Hotel Reservations  It is recommended that Travel Coordinators make hotel reservations through their Lucid Travel team page.  For additional lodging information contact your club’s Administrative contact.

Transportation Options Teams have SEVERAL options for transportation. You are neither required to rent vehicles, nor use private vehicles - it is your choice. Feel free to speak to anyone in the Club Sports Office if you need advice. Below are available transportation options: ● Private Vehicles – individuals are free to use private vehicles for club travel. Club Sports are prohibited from using a 15-passenger van. ● UD Motor Pool - Vehicles may be rented through the University’s Motor Pool. UD Motor Pool is an independent vendor. All users must abide by their regulations, timelines, etc. They do allow 18 yr. old UD students to drive. Clubs must leave a credit card in the event of a violation. ● Outside Rentals - You may also rent vehicles from outside agencies through Anthony Travel or on your own. When renting, you MUST opt in to the liability insurance. If your team chooses to rent from Hertz or Enterprise/National the insurance has been negotiated under UD contracts. Detailed information can be found here as specific contract ID numbers are required during booking to ensure coverage. Outside rentals are a reimbursable expense. Any person driving a 12-passenger van must first pass a qualification test, notify your club’s Administrative contact to setup an online test. Club sports may not rent 15-passenger vans. ● School Bus Rentals - School-style busses may be rented through UD Transportation Services or through an outside agency. ● Charter Bus Rentals (coach busses) – are the preferred choice for longer trips. Contact the Club Sports Office for a preferred vendor list for cost savings. ● Rail Travel – Contact the Club Sports Office for more information. ● Air travel – Anthony Travel is the preferred vendor. ● Airport Shuttle – Shuttles should be reserved as part of your air reservations.

Driving Restrictions For safety reasons, there are limits to how long an individual may drive in one stretch. They are outlined in the policy below. Violation of this safety policy will jeopardize club standing and ability to utilize vehicles for club purposes in the future.

Fines Individuals incurring fines while traveling in a rental vehicle will be notified by UD Motor Pool, and should take care of this obligation with the information UD Motor Pool provides.

Policies and Guidelines for Student Drivers Failure to comply with these policies may result in loss of club status or other appropriate discipline. 12-Passenger Van Policies: ● 12-passenger van occupancy may not exceed a total of nine individuals, including driver. This number must be reduced for every 170 lbs. of additional weight due to luggage, passenger weight, etc. ● A valid driver’s license is required for each driver and all applicable local, state and federal laws must be adhered to. ● Drivers must have safe driving records, which includes a record free of any DUI's or similar offences. ● Experience driving vans or similar vehicles is required. Page 18 of 28

Policies and Procedures Manual ● Seatbelt usage must comply with applicable state laws, but, in addition, should be used at all times by passengers in all rows of seats. ● All drivers must complete the online 12-passenger van training program, and sign off on this at the UD Motor Pool office. ● There is to be no driving between midnight and 6:00 am. ● Single day total driving mileage per van should not exceed five (5) hours (roughly 250 miles). A rest stop of 15 minutes (taken all together) and rotation of drivers for every two hours of driving are strongly encouraged. ● Loading of luggage racks on top of these vehicles is prohibited due to the increased rollover risk of weighting the top.

EXAMPLES: o Van travels up to 2.5 hours (roughly 125 miles) to site of competition and then returns, same day. (Fresh, alert, non-fatigued persons should drive on the way home.) o Van travels up to 5 hours (roughly 250 miles) to site of competition; team stays overnight and returns following day. (Rotate drivers every 2 hours.)

Vehicles Other Than 12-Passenger Vans Policies: Failure to comply with these policies may result in loss of club status or other appropriate discipline. ● A valid driver’s license is required for each driver and all applicable local, state and federal laws must be adhered to. ● Drivers must have safe driving records, which includes a driving record free of any DUI's or similar offences. ● Seatbelt usage must comply with applicable state laws, but, in addition, should be used at all times by passengers in all rows of seats. ● There is no driving between midnight and 6:00 am. ● Single day total driving mileage should not exceed 10 hours or 600 miles. ● An individual may not drive more than 4 hours in a day. Drivers should be rotated every 2 hours. ● A rest stop of 15 minutes (taken all together) for every 2 hours of driving is strongly recommended. ● Immediately following a competition (same day), a competing individual may not drive more than 2 hours, and the team may not drive/travel more than 5 hours or 300 miles. Rotate drivers every 2 hours or less.

FINANCES AND BUSINESS OFFICE PROCEDURES

General Policies  University Allocations - Each team will receive a yearly allocation, that will be distributed based on: o Total funds available from the University. o The club’s current balance at the end of each academic year. Clubs running at a deficit can be penalized during the following year. o The club’s history of complying with institutional regulations and guidelines set by the Division of Intercollegiate Athletics and Recreations Services (DIARS). o Any infractions or disciplinary issues can result in reduced funding. ● Use of University allocations o University allocations may be used to assist with standard operating expenses, which include transportation and lodging (as long as expenditures incurred are not for personal use), entry fees, league dues, equipment and supplies, team-owned uniforms, and Page 19 of 28

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equipment repairs. University allocations are dispersed to clubs after qualifying expenses have been accrued. o UD allocated funds DO NOT carry over from year-to-year. You must use the money in that year or your allocation will be reduced to equal qualifying expenses accrued. o Each Club is required to complete a yearly Audit with the Recreation Services Business Office. o UD allocated funds may not be used to pay for coaches’ salaries, personal apparel, banquets/parties/teambuilding dinners, trophies, gifts, awards, flowers or decorations. o “Supplemental” funds are used for such nonessential items or for expenses that exceed University allocations. Supplemental funds are comprised of individual members’ dues, private donations and gifts, and fundraising revenues. Any remaining supplemental funds will be carried forward into the next year. Supplemental funds (private money) DO carry over. ● Regulations regarding University accounts o ALL club financial transactions are required to go through Recreation Services Business Office. o Deposits of any funds received by the Treasurer must be deposited within 24 hours. o Clubs may not spend more than is showing in their account, plus their UD allocation. Funds must be deposited to cover purchases, payments, etc. as needed.

Dues ● Member dues are required. This demonstrates interest and commitment to the program. Dues are necessary to supplement the University’s allocation. ● The amount of member dues is at the discretion of each club’s leadership. ● Treasurers must keep an accurate account of individual members’ dues payments. UD reserves the right to inspect treasurers’ books as needed. ● All dues must be deposited into the club’s account with the University via the Cashier’s Office in Carpenter Sports Building or paid online through iHub.

Making Deposits Policy for Club Sports Deposits (Complies with University Cash Receipts Policy 3-21)

All checks should be made payable to University of Delaware. It is crucial that the club’s FULL name is written in the check’s memo field, to ensure that the funds are directed to your club. E.g. use “men’s” or “women’s” as it applies, and the word “club” after the name of your sport.

 ALL FUNDS collected must be deposited through the CSB/Recreation Services Cashier within 24 hours of receipt. This includes cash AND checks. It is not good practice, and therefore prohibited, to hold club funds for more than 24 hours.  The official Deposit Form must accompany deposits and be contained in an envelope.  For a CASH deposit, a copy of each receipt issued by the Treasurer when the cash payment was made must be attached to the Deposit Form.  A Cashier is available in the CSB Monday-Friday 8:00 am – 8:00 pm during the fall and spring semesters. Hours are reduced during special sessions and holidays.  The Deposit Form is available online and at the CSB Cashier’s Office.  Deposits are to be supported by other records. Specifically, in the club’s own financial ledger that is kept by the club Treasurer. Per UD policy 3-21: “The supporting records … must show the nature, source, date and amount of each cash receipt”. Page 20 of 28

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 UD Policy 3-21 specifically prohibits petty cash or “slush funds”. All club funds must be deposited into the university account.  Payments from opponents for home competitions should be directed to the Recreation Services Office, not an individual in the club.

Fundraising Clubs are encouraged to fundraise each year to ease clubs' financial burdens.

Fundraising Guidelines  Proceeds must be deposited into the club’s UD account and funds deposited must reconcile with the documented income.  You may NOT conduct door-to-door sales in University facilities.  Off-campus individuals or firms are not permitted to conduct Sales and Solicitations on campus for you.  Club Sports are permitted to hold raffles and 50/50’s for their organization under the following conditions: o The total prize is valued at less than $5,000 o The selling price for a ticket for the 50/50 or Raffle is less than $5.00 per ticket. o Money raised through a 50/50 or Raffle must be reported via the Raffle Sales Report form. o Raffles, 50/50s and other games of chance are regulated by the State of Delaware Gaming Control Board. Consult the Club Sports Office for more information regarding these activities.  The sale of food that is not commercially prepared and packaged is prohibited by state law.  You may re-sell UD Club specific apparel, which you have ordered and paid for, for profit, ONLY if you disclose to the vendor when ordering that you will be re-selling. This is important because of “royalties” the vendor is required by law to pay to the Collegiate Licensing Company. All purchasing and trademark guidelines as noted below must be followed. Solicitation of Private Donations  Clubs may solicit alumni, parents, families and friends for donations, but IT MUST FIRST BE APPROVED jointly by the Club Sports Office and the UNIVERSITY DEVELOPMENT OFFICE. o Online donations are preferred. Individuals or companies who want to donate funds to a Club Sport should be referred to the Development’s Gift website. Crowdfunding is an option available to club sports, please reach out to your club’s Administrative contact for more information. o Checks are to be made payable to “University of Delaware” and should have the name of the club in the memo field o It is crucial that the club’s FULL name is written in the check’s memo field, to insure that the funds are directed to your club. E.g. use “men’s” or women’s” as it applies, and the word “club” after the name of your sport. o All donations are tax deductible, and the donor will receive official notification from the University.

Sponsorship It is NOT permissible for student clubs to seek sponsorship of any kind. Sponsorship means the individual or organization receives an endorsement in return. Individuals and organizations may make tax-deductible private donations to your program, but you may not solicit businesses,

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corporations, etc. for sponsorship, NOR can you use their name as advertisement, or promote them. This is a University-wide restriction. Endorsing organizations, businesses or individuals not approved by UD violates contract laws.

Purchasing

Purchasing Approval Any orders placed without required approval will NOT be covered by your University account. For approval, proper documentation should be submitted to your club’s Administrative contact. You may proceed with the order after it has been approved. Proper documentation includes: ● Vendor name ● Item(s) & price per item ● Total cost ● Include copy of artwork (apparel orders) if not currently on file. The Club Sports Office must approve all artwork prior to ordering for all apparel, including uniforms & warm-ups. A copy of the artwork must be submitted to the Club Sports Office. These will be kept on file for future use.

It is permissible, but not preferable, for an individual to pay for an order with personal funds, and seek reimbursement later. Purchase must still be pre-approved as described above. Reimbursements for these purchases must be requested within 30 days of the purchase. Per UD Procurement Policy, all procurements for goods and services over $5,000 or more must be handled by the purchasing department.

Placing Orders Traditional Method:  Place order after receiving any required approval.  Have bill sent to the Club Sports Office via email, fax, or postal service.  If a vendor will not fill an order without credit card pre-payment information first, proceed as below: o Provide your club’s Administrative contact with proper documentation. Once they receive permission to use their university credit card (usually takes 24hrs) the order will be placed. o All orders paid for by the Club Sports Office will be delivered to the club’s Administrative contact. Club representative may pick up the items in the CSB once delivered.

Apparel/Branding Policy The Club Sports Office must approve all artwork prior to ordering for all apparel, including uniforms & warm-ups. A copy of the artwork must be submitted to the Club Sports Office. These will be kept on file for future use. ● IMPORTANT – If using any “Registered” or “Trademarked” titles, phrases or logos - ® or ™ on the apparel, you are required by University policy to order through a LICENSED VENDOR. To become a LICENSED VENDOR for University of Delaware trademarks, the vendor applies for a license through the CLC (Collegiate Licensing Company). The process takes several weeks and there are associated fees.

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● The University aims to present a consistent and accurate brand message. o All Club Sports have two official marks. (See photo). o All uniforms and warm ups must comply with the campus-wide brand program: The University’s official PMS colors – PMS 2945c Royal Blue and PMS109c Yellow - are the only colors approved for uniforms and competition warm-ups. Navy blue is no longer a permissible uniform color. o Reputable vendors will know these colors and understand the trademark and color regulations. If not, they are not reputable. Please see current list of licensed vendors here. o This applies only to official uniforms and warm ups worn for competition. ● BE DISTINCT as a CLUB. Club Sports may not duplicate or copy University of Delaware varsity team’s logos or apparel. Apparel for the club-level sports for which there is also a varsity program must include the word “club” i.e. Delaware Club Lacrosse vs. Delaware Lacrosse.

Adidas The University of Delaware and DIARS have partnered with Adidas. What does this mean for Club Sports? You can purchase Adidas items at a 40% discount for your team needs. Contact the Club Sports Office for more information and ordering details.

Purchasing Equipment ● All equipment purchased with UD funds becomes the property of the University; however, due to space limitations, the University cannot store all club equipment. ● It is the club’s responsibility to maintain an inventory record. The record may be called upon to supply to the Club Sport office at any time. ● To place an order for equipment, please refer to “Purchasing Approval”, above. ● Any unsafe or outdated equipment must be reported &/or turned in to the Office of Club Sports, who will repair or dispose of it. ● Per UD Procurement Policy, all procurements for goods and services over $5,000 or more must be handled by the purchasing department.

Reimbursements

General Reimbursements There are two processes that can be used to reimburse club expenses: ● Expense is under $3000 and the person to be reimbursed is a student or coach: the Club Sports Office can write a convenience check to reimburse the expense. ● Expense is over $3000 or the person to be reimbursed is a parent, or other outside party: the reimbursement will be processed through the University’s Procurement Office. This process requires 4 to 6 weeks for the check to be processed and mailed.

In order to be reimbursed for expenditures for official club business, (other than hotel and gasoline, see below) incurred by an individual, the Treasurer or President must: ● Bring all original receipts to the Club Sports Office (copies and faxes of receipts are not acceptable).

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● Receipts must be no more than 30 days old. Receipts over 30 days will not be processed. ● Complete a Request for Reimbursement form for each individual to be reimbursed. This form requires an SSN, and an officer’s signature. ● Proof that the person being reimbursed is the person who paid. This is necessary, as the Procurement Office requires proof that the payer and reimbursee are one and the same. o The name of the reimbursee appears on the invoice or receipt. o The credit card used appears on the invoice or receipt and there is a copy of the credit card of the reimbursee attached. The last four numbers should match and their name should be easily readable. o The receipt indicates that cash was used to pay for the expense.

Hotel Fees Reimbursements All of the following documents are required to reimburse Hotel fees: ● The Hotel Folio - A folio, in this case, is the sheet(s) of paper you get from the hotel when you check out, it is your receipt and your proof of payment. Remember to take care of all personal expenses at check out, as the folio should show only room fee and taxes. ● A complete Request for Reimbursement form. ● Proof that the person you are reimbursing is the one who paid for the rooms.

Mileage Reimbursements  When using a private vehicle, one may be reimbursed only for mileage. Use the Request for Reimbursement Form. To be reimbursed for gas used in rented vehicles, submit original receipts with the general Request for Reimbursement form.

Gas Reimbursements In order to be reimbursed for gasoline used for official club travel the Treasurer or President must submit the following forms:  Request for Reimbursement form which requires signatures, and must be submitted within 30 days of the trip.  Printed Map of mileage to and from the club event must be included.

Paying Bills If you have received a bill that you need to be paid, bring it in or send it to the Club Sports Office.

Paying Entry Fees To pay an entry fee, bring the following information to the Club Sports Office no less than 2 weeks prior to the due date: ● Original entry form ● Tournament name ● Tournament date ● Registration fee ● Organization’s Federal Tax ID (or SSN if paying to an individual) ● Address

Paying Officials Per University policy, officials will not be paid for their services until after the work has been performed. In order to pay your officials the following must be completed:  Officials Payment Form Page 24 of 28

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 Request for Taxpayer Identification Online Form (one-time only)  After you submit the form/s, Accounts Payable will pay the official through direct deposit. This process takes 4 to 6 weeks. The Club or any club member WILL NOT be reimbursed for a cash or check payment given directly to an official – this is an IRS/Federal Government rule.

Paying Coaches Work with the Club Sports Office for approval and to setup onboarding and payment details for coaches. They will be paid as a bi-weekly UD employee. Coaching salaries cannot be paid by any outside entity (i.e. booster clubs).

Invoicing (Billing Others) ● If you sponsor a competition and a visiting opponent requires an invoice, you should create one using Word or Excel or a similar program. Several templates are available in the Club Sports Office. ● You may also provide a sample when one of your opponents needs to invoice you and needs advice on how to create a PROPER invoice that UD Accounts Payable will not reject (i.e. includes the school’s Fed. Tax ID #). ● In general, invoices must include who, what, when, how much, where to send, AND the institution’s Federal Tax ID #.

HEALTH & SAFETY

General Policies ● All club members must have their own health insurance coverage before they practice/compete. ● The University assumes no responsibility to pay for or underwrite the cost of medical care given to members of club sport teams in connection with injuries sustained in club practice or competition. All services not covered by UD Student Health Center are the responsibility of the individual and his or her medical insurance carrier. ● Teams should utilize the University Student Health Center for medical care. UD Physical Therapy Clinic may also provide free screening for sport injuries. Club Sport athletes have access to an athletic trainer in the Carpenter Sports Building. Walk-ins are available, however, appointments are recommended. ● In the event of injury, an Incident Report Form must be filed with the Club Sports Office within 24 hours (whether the accident was at home or at an away contest). ● The club President and Treasurer must be Standard First Aid & CPR/AED certified and at least one of them must be at each club activity. ● It is STRONGLY recommended that all members of a club sport have a physical exam prior to participation in club activities. This is the responsibility of the individual. ● When dealing with blood use the following procedures: o A participant that is bleeding or has blood on the uniform shall be removed from the activity until the wound has been completely covered and the soiled clothing has been changed. o Use medical gloves before treating a bleeding wound. o Wash hands immediately after treating a bleeding wound regardless of contact with blood. o If in a UD building, get the supervisor on duty to assist in treating the bleeding wound and cleaning up the equipment/facility. o All materials that come in contact with blood should be disposed in a Biohazards Waste bin, not a regular trash receptacle. If there is not one nearby, contaminated materials should be placed in a sealed plastic bag, for later disposal. o Team members with bleeding or oozing skin should not treat others’ injuries. Page 25 of 28

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Emergency Response In the event of an emergency/bodily injury: 1. Check the scene ▪ Is it safe for you to help? ▪ Can bystanders help? ▪ What happened? ▪ How many victims are there? 2. Call 911 for an ambulance if the victim: ▪ Is or becomes unconscious ▪ Has seizures, severe headache or slurred speech ▪ Has trouble breathing ▪ Appears to have been poisoned ▪ Has chest pain or pressure ▪ Has injuries to head, neck or back ▪ Is bleeding severely ▪ Has possible broken bones ▪ Is vomiting or passing blood 3. Provide proper first aid as indicated ▪ If you are in doubt as to the severity of the injury – Call 911 for an ambulance ▪ Get the victim’s permission to help first, if possible. If unconscious, permission is implied. ▪ Care for life-threatening emergencies before those that are not life threatening. ▪ Keep the victim still, comfortable, reassured and warm.

Complete an Incident Report Form for ALL injuries and submit it to the Club Sports Office within 24 hours of the injury/accident. If an ambulance is called an officer MUST contact their club’s Administrative contact.

In event of vehicle accident: 1. Respond to any injury as outlined above. 2. Contact the police to file an accident report for insurance purposes. 3. UD Vehicle: Contact Motor Pool and report the accident. If it is after business hours leave a message on their voice mail. Contact their club’s Administrative contact. 4. File an Incident Report Form with the Club Sports Office within 24 hours of the accident.

INCLEMENT WEATHER POLICY

Travel If extreme or poor weather conditions exist (or are forecasted), a club officer should contact the Club Sport Office to determine whether or not to proceed with travel. The Club Sports Office reserves the right to suspend travel due to weather. It is recommended that a club officer contact the home club for their assessment of travel conditions in their area.

Home Games ● Whenever possible, the decision whether or not to play will be made by the Club Sports office PRIOR TO game day. ● The Club Sports Office reserves the right to cancel a contest or event if conditions warrant. ● Whenever the University closes (including delayed openings, or early dismissals) for inclement weather, recreation programming (including club sports activities) scheduled during the closure will be canceled. Check with the Club Sport Office for official University Weather Updates. Page 26 of 28

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Electrical Storms Lightning is the most consistent and significant weather hazard that may affect outdoor activities. The following policy is in effect for all outdoor sports. Students should be particularly aware of the safety concerns that the policy addresses and cease outdoor activity when conditions demand.

Lightning Policy for Recreation Services ● Recreation Services is informed of impending storms via Weather Sentry, a sophisticated campus-wide lightning detection system. When a warning is received, that means dangerous lightning is approaching and all outdoor activities must be ceased and fields cleared. ● On Frazer Field, during open hours, CSB staff will inform players to clear the fields. ● In the event you observe lightning but no one has appeared to clear the field, the club president should take the lead. The following safety protocol should be followed: o Chain of Command; The persons filling the roles listed below are responsible for making the decision to remove a group or individuals from the playing field; stopping the activity, and determining when/if it is safe to resume: ▪ Practices: Club President, or next highest officer, Coach, Club Sports Staff, Field Supervisors ▪ During competition: Officials, Club President/officer ● Detection: Be aware of how close lightning is occurring by using the flash to bang method*: o Count the seconds from the time the lightning is sighted to when the next clap of thunder is heard. o For every 5 seconds you count, the storm is 1 mile away. o At 6 miles out (or 30 seconds) or closer, CEASE ACTIVITY AND SEEK SHELTER OR PROTECTION o This method is not completely fool proof; no method is. Thunder or approaching clouds are not always the best indicators. ● Shelter/protection o Safe shelter is defined as a building. o If access to a building is not available, seek shelter in a car with the windows up, but do not touch the sides of the vehicle. o Avoid being near large/tall trees or poles (choose a small tree in a wooded area, if possible). ● Resumption of Play o Play may resume after 30 minutes of unobserved electrical activity. If you observe lightning again within 30-minutes of the last count, restart your 30- minuete count. Activity should not resume until 30 minutes after the last lightning flash or clap of thunder.

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Policies and Procedures Manual Effective: October 12, 2018

Addendum Late Night/Weekend Busses

1. Any University of Delaware recognized student organization (Registered Student Organizations, Recognized Fraternities and Sororities, Club Sports Teams, or other groups) travel requiring busses or other forms of large transportation that occurs between 6:30PM and 6:30AM and/or on Saturday and Sunday can only utilize the following three locations for pick up and drop off: a. Lot 19 located at Cleveland and North College Avenue b. Perkins Student Center on Academy Street c. Trabant University Center between the parking garage and southwest entrance

2. Busses or other forms of large transportation cannot pick up students at any other on or off campus location during that time period for event transport. Upon returning from the event, busses and other forms of large transportation must drop off participants at one of the three approved locations. Busses should not stop at any other areas on or off campus.

3. It is the responsibility of the student organization to ensure this policy is followed and that transportation companies use approved locations. Any violation of this policy or other reported policy violations will be referred to the Office of Student Conduct.

4. If an organization would need to discuss an alternate location due to constraints of the event or where a club sports team meets, they should speak with the department or area that recognizes their organization. (Fraternity and Sorority Leadership and Learning, The University Student Centers, Campus Recreation, or other entity).

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