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Advisors, and Coaches Club Officer Manual Miami University, 2011-2012 108 Recreational Sports Center Office: 513-529-8179 1 Miami Club Sports Miami University’s club sport program is designed to provide opportunities for students with similar interests to participate in various sport and recreational activities, both competitive and instructional. Club sports are meant to be a learning experience for the members through their involvement in fundraising, public relations, competition, administration, budgeting, and scheduling. Club sports exist to promote and develop interest in a sport or physical activity. Through their involvement in a team, members learn new skills, refine existing skills, engage in competition, and enjoy the recreational and social fellowship of sport. The guiding principles of our vision are to build on the campus’s core strengths that contribute to the overall undergraduate experience. Leadership Development The success of any club sport is dependent on the professionalism and leadership shown by the club officers, advisors, and coaches. Leadership opportunities exist within each club in the form of officers, captains, and coaches. This objective focuses on training officers and promoting leadership opportunities for all club sport members. Leadership training through workshops, conferences, and practical experiences is intended to benefit the participant beyond their Miami years. Safety & Risk Management Safety is the primary concern in any physical activity. This objective emphasizes ways to decrease the risk of injury to participants by providing opportunities for medical personnel and first aid supplies. Catastrophic injury insurance, injury screening, and physical training are also important components of the club sports program. The club officers and professional staff work together to identify possible hazards involved in travel, practices, and events. Information Networking Both the administration and students need to find innovative ways to exchange information in the learning process. It is important that hard work and initiative do not go unnoticed. This objective attempts to recognize the diverse achievements and actively promote the accomplishments of each team as well as the participation benefits in a club sport as a member and an officer. Resource Management Resources serve as the foundation of club sports. This objective is important to help each club generate the resources necessary to effectively run their program. This includes facilities, equipment, finances, and a strong knowledge base to answer questions. Club sport members are involved in all areas of their fiscal management from funding to fundraising. 2 Club Sport Criteria The three basic criteria for a club sport are: 1. Purpose: the purpose of a club sport is to participate in a physical activity with the primary emphasis being competition and instruction. 2. Governing Body: a club sport has a conference, division or governing body that oversees the rules & regulations associated with the sport. 3. Risk Management: the nature of the sport and/or extensive travel associated requires additional oversight to decrease the risk of injury, liability, and incident. New organizations seeking recognition are required to complete the Miami Recreation information forms prior to recognition by associated government. An organization will be required to meet all criteria listed to be considered a club sport. Extenuating circumstances in any of the categories may require club sport status with less than three of the criteria. A student organization can petition to become or withdraw from club sport status at any time. This petition will be reviewed by the Club Sports Director and Associated Student Government (ASG) for mutual approval. All new student organizations must have the approval of the Director of Club Sports prior to submitting their petition for recognition to ASG in order to become a club sport. Individual Eligibility Requirements Individual player eligibility is determined by each club’s constitution and, if applicable the governing body of the sport. All club sports are open to Miami faculty, staff and students, including those at the branch campuses, although some governing bodies restrict faculty, staff, and/or branch campus students from participation in sanctioned events. To be eligible to participate in a club sport, participants are required to fill out and submit a liability release form and emergency contact information as well as have up to date personal medical insurance. Branch campus students are currently not required by Miami to have insurance so officers must require branch campus students to provide proof of medical insurance prior to participation. It is suggested that all club participants have physicals prior to participation though this is not required. In addition to this manual, club sport members are required to follow the policies listed in the club’s constitution, the ASG constitution, and the Miami Student Code of Conduct during all activities on and off campus. Failure to follow the policies set forth in these documents can result in the removal of a member from the club without reimbursement of club dues. Club sport officers should make every effort to resolve the conflict internally using their constitutional by-laws for guidance before contacting the Director of Club Sports to mediate. If a solution cannot be reached after contacting the Director of Club Sports, the club or the individual can choose to pursue further action with the Office of Ethics & Student Conflict Resolution. 3 The Club Officer Collective Responsibility of all Club Officers 1. Abide by the rules and policies located in the club officer manual. 2. Attend club sport trainings or send a representative in your place. 3. Evaluate the coach/instructor at end of the season. 4. Maintain the club constitution and by-laws. 5. Communicate between advisors, coaches, members, and Club Sports Office (CSO). 6. File proper forms with the CSO. A. President 1. Scheduling opponents, activities, and facilities. 2. Plan club meetings and practices. 3. Implement proper disciplinary action when warranted. 4. Promote good sportsmanship on and off the field. 5. Submit a funding application with the assistance of the club’s treasurer. B. Vice President 1. Ensure certifications of CPR and First Aid for at least two club members. 2. Coordinate fund raising events with the assistance of the club’s treasurer. 3. Make travel arrangements and submit online travel notification to CSO. 4. Make provisions for officials, sport personnel, and site preparation. 5. Update the club’s website as needed. C. Treasurer 1. Oversee the club’s finances by documenting each expenditure and deposit. 2. Attend the annual club treasurers’ meeting. 3. Work with the president to develop and plan a yearly budget. 4. Submit expenditures to accounts payable for processing. 5. Submit annual audit of expenditures to the CSO. 6. Track payment of membership dues. D. Secretary 1. Maintain current rosters with name, year in school, hometown, email, and banner ID. 2. Maintain current inventory of equipment. 3. File accident and injury reports with the CSO. 4. Send competition results to the CSO weekly. History has shown that successful clubs are those that take advantage of all available resources, have strong student leadership, an active advisor, and active club members. It is the responsibility of each officer to train and familiarize incoming officers of their duties and responsibilities to the club and the offices they hold. New officers should consider taking part in the Emerging Leaders program that is offered throughout the year. Emerging Leaders Program The focus of the Emerging Leaders Program is on several foundational characteristics of leadership en route to the creation of a unique leadership blueprint for each participant. This program offers a chance to increase your knowledge of leadership, reflect on your current and past experiences, and share ideas with other emerging leaders through discussions, activities, and media. Sophomores and juniors who are committed to their leadership potential are encouraged to participate. Each group will have a maximum of twelve participants and sessions will be scheduled based on the availability of participants. A workbook accompanies the program and offers several additional resources. 4 Mandatory Meetings & Deadlines Description of Event Date / Deadline Time Club Sport Registration Meetings (Attend One) Monday, August 22 7p-9p Tuesday, August 23 7p-9p Liability Release Form and Emergency Contacts Prior to First Activity Club Sports Fair, Recreational Sports Center (RSC) Thursday, August 25 4p-7p Club Sport Funding Application Training Monday, August 29 7p-9p Resource Fair (Withrow Court) Thursday, September 1 7p-9p Club Sport Registration Form – Hard Copy, 108 RSC Thursday, September 8 4p Club Sport Funding Application – Submit via Email Thursday, September 8 4p Student Activities Registration – Electronic Registration Thursday, September 8 4p Semester Report – Hard Copy, 108 RSC Friday, December 9 4p Club Sport Officer Meeting & Awards Thursday, April 26 7p-9p Annual Report – Hard Copy, 108 RSC Friday, April 27 4p Financial Audit – Submit via Email Friday, April 27 4p To check the status of any meeting, form, or deadline utilize the “Compliance Database” on the club sports web site www.muohio.edu/clubsports. Officer Test Officers are required to complete the officer test as part of the registration process. The test covers the policies and procedures
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