Contact Info Assistant Director Intramurals/Sport Clubs Jack Harper Coordinator Intramurals/Sport Clubs Michael

Funding 101 Chartered Organizations Fund Who is eligible? Chartered student organizations only What can be funded? -Capital items not requested in budgets -New programs not requested in budgets -New and unforeseen costs of programs -Programs denied funding via annual budgets Senate Fund Who is eligible? Any campus group, organization, or department, including those with temporary or probationary charter What can be funded? Anything that benefits SMU and the student population; Student Senate does not pay debts Annual Budgets - request in the fall and spring

Club Funding Annual Budget Fundraising Alumni Involvement Club Dues Sponsorships Thank-you notes must be sent for all donations

Free advertising Stake Signs/Use of Campus Grounds Bulletin Boards – Post flyers Banners in HT Commons West Bridge Table/Railing Campus Central (stairwell projection) Student organization ad space in the Tuesday edition of Daily Campus Daily Campus Calendar Fliers in residential communities – RLSH will post for you

Free advertising Student Programs Screensaver -Pressing enter, spacebar, or F12 on an image takes you to a related website with more info -No charge; submit 2 weeks in advance Current Students Homepage -Same guidelines and request form as the screensaver -Rotating set of images on “Current Students” page accessible from smu.edu -2nd most popular smu.edu website Student Activities Calendar -Accessible at -Events also appear on University Events Calendar, organization meetings can be included -Contact information must include name, , and LOCAL telephone number Friday Update -Submit by Wednesday at 5 PM Find all these at

Hughes-Trigg Reservations

Dedman Center reservations  Website :  Contact Echo Dickerson for more  Teams may utilize classrooms and studios as available.  NO TEAM WORKOUTS CAN BE CONDUCTED IN THE DEDMAN RECREATION WITHOUT PRIOR APPROVAL. THIS INCLUDES THE WEIGHT AND CARDIO EQUIPMENT.

Game Day / Field Usage Requesting Field for game schedules Communicate with Jack Harper early and often regarding any scheduling requests or changes Notify us before and immediately after any scheduling changes for games

Game Day / Field Usage No tents or canopies may be used that have to be staked into the ground Leave the fields in the same condition or better than you found them

Contracts Need to be completed 30 days in advance When you receive the original, make a copy and bring the original to SAMSA Make sure any revisions that you make on the contract go on the COPY Students may NOT sign contracts under any circumstance SMU does not make deposits

SPORT CLUB SPECIFIC INFORMATION

Sport Club Supervisors Will be at practices on our fields and all club home games. They are there to help. Will bring the keys and scoreboard control to the field on game days. Checking in club members at games and practices.

Progress Reports Please highlight the following areas in a twice per semester progress report Opportunities Obstacles Achievements Advice/Direction Needed

Websites NEW FORMAT If you want a club managed site talk to us. Remove information that will not be updated regularly and makes the site seem out of date (schedules, game results, etc). Give us site administrator info so we can ensure they have access to edit site

Check Requests All check requests must be approved and signed by one of us before being approved by SAMSA Due by 3 P.M. on Tuesday, checks issued on Thursday Allow two weeks for processing to be “safe” Must sign your clubs “signature authorization form” Comptrollers Office in H/T

Payment of Individuals Officials All officials must have a W-9 on file Allow several weeks for officials to get paid, especially if it is their first payment If you want to pay them at the game site you can pay them personally and get reimbursed, or fill out a check request and have a check ready at the game site.

Paying for Travel Airfare Book far enough in advance to get best rates Before booking travel determine what accounts will be funding the travel. If using student comptroller checking verify compliance with regulations before booking If using university org, you must discuss reservations with the department of rec sports prior to booking.

Paying for Travel Ground Transportation Make sure you have reliable transportation Keep all gas and parking receipts for reimbursement No bus contracts without our approval If you are reserving university vans, get those reserved as far in advance as possible to ensure they will be available.

Travel Reports Before traveling in University Vans: Log-in to courses.smu.edu Take van safety course using appropriate log-in provided in materials Submit with letter of authorization – MVR to SAMSA Must be done one (1 ) week prior to trip.

Paying for Travel Hotel Expenses If hotel is in Texas you must fill out a form that keeps you from paying state occupancy tax Get invoice for reservations ahead of time and request check to present to hotel at time of check-out This keeps you from waiting for reimbursement from school after you have paid for the trip

Travel Reports After you return from any travel please let the Department of Rec Sports know: How your team performed The details of the trip Any issues or problems encountered We should receive immediate notification of any significant issues such as major injuries (i.e. compound fractures), vehicle accidents, ect.

Equipment/Apparel If you need equipment speak to us. Funds to pay order in full must be available before order is placed. Please make orders as full team and not as individuals

Finishing up the Year All club equipment should be turned in to the Department of Rec Sports at the end of each season Preferably hold elections/nominate and establish leaders for the next year We need accurate contact information for the summer in order to keep the club up to date for interested students, league scheduling questions, events taking place at the start of school, etc.

Sport Club Guide to

Log In Log in with your SMU ID # and password First time users will be asked to sign a waiver.

Joining an Organization Click on Organizations

Joining an Organization Search for desired club Click on Desired Club

Joining an Organization Join

Registering an Organization Click Register Fill out form

Viewing Roster Click on roster ALL club members must join the organization

Registering Travel Click on “Campus Links” then “Student Organization Travel Registration Form” Fill out form and submit. Must be done 1 week in advance

Remaining MOMs September 5 8am-9am September 10 10am-11am September 11 9am-10am September 16 5:30pm-6:30pm September 18 6pm-7pm

Remaining Treasurer Meetings Thursday 5 th 7:30pm-8:30pm Friday 6 th 10:00am-11:00am