Policies and Procedures Manual August 2018 RECREATION SERVICES CLUB SPORTS MANUAL Page 1 of 28 Policies and Procedures Manual 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 Policies and Procedures Manual 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 Page 3 of 28 Policies and Procedures Manual 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. Page 4 of 28 Policies and Procedures Manual 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 Policies and Procedures Manual 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