CLUB SPORTS Club Officer Training Ryan Bradshaw Assistant Director, Club Sports April 3, 2016 CLUB SPORTS Club Officer Training

Executive Council 2015-16 Council Members Mason Club Sports Executive Council 2015-16 Council Members Officially assume office – May 1, 2016 Will shadow Budget Allocation Process, will not make decisions

Executive Council BBQ Social Emergency Funds Mason Club Sports Executive Council BBQ Social April 24th – 6pm - Pavilion Emergency Funds Form to request funds – available on IMLeagues under ‘My Forms’

Club Event Calendar See what your fellow clubs are up to! Mason Club Sports Club Event Calendar See what your fellow clubs are up to! Available on the website If anything changes, you add or cancel an event, please email either the ECCS or Club Sports so they can adjust this calendar.

Finances Emergency Funds ECCS has funds available Mason Club Sports Finances Emergency Funds ECCS has funds available If operating budget is exhausted, club can request additional funding Will show proof of need, meet with ECCS VPs of Finance VPs of Finance will make decision

Finances 2016-17 Budget Allocations Mason Club Sports Finances 2016-17 Budget Allocations After all presentations, Executive Council as a whole will meet and determine budget allocations based on presentations they heard Will take place between April 16 and April 30 Clubs will be informed of their 2016-17 allocations during the last week of April

Finances 2016-17 Budget Allocations Total Amount to be allocated Mason Club Sports Finances 2016-17 Budget Allocations Total Amount to be allocated $207,000

Mason Club Sports Finances New W9 Form required for ALL purchases paid by check – even if we paid them before Form available on our website or here: http://recreation.gmu.edu/wp-content/uploads/2016/01/W9_COVSubstitute-GMU.pdf

Budget Check-ins 30 Clubs have completed Mason Club Sports Budget Check-ins 30 Clubs have completed Want to make sure that your club is going to spend all of the money you have in your account Google Doc will be sent out – all clubs must take part Field Hockey Golf You still need to meet with Ryan in order to get an allocation! You have until April 14th! Examples for a few of these skills

Budget Deadlines Many clubs have funds available to use this year! Mason Club Sports Budget Deadlines Many clubs have funds available to use this year! All funds in your operating account disappear on June 30, 2016 This includes GMU funding and self generated revenue Funds in Foundation Accounts only can carry forward Examples for a few of these skills

Mason Club Sports Budget Deadlines Therefore – let’s use as much of those funds, responsibly, this year as possible! Purchasing Deadlines Purchases above $2k – April 15 Credit Card purchases – May 31 Examples for a few of these skills

Use of Mason Rec facilities Mason Club Sports Use of Mason Rec facilities Deadlines to request facility use with priority: For the fall semester, August 1. Request for practices by May 15th. For the spring semester, December 1. For the summer semester, April 1.

Communication with Club Sports Office Mason Club Sports Communication with Club Sports Office #1 Rule – if it is not a personal matter for Ryan to deal with, email gmuclubsports@gmail.com This means anyone in our office can respond to it, even if Ryan is away Keep emails consistent with the subject line Please don’t reply to an email about ‘Rosters’, with questions about ‘hotels’. These emails tend to get lost in the shuffle and are also hard to find later on

First Aid Equipment Restocking times: Whitney’s hours Mason Club Sports First Aid Equipment Restocking times: Whitney’s hours Monday – 1pm-4:30pm Thursday – 11am-2:30pm Friday – 9am-12pm

Mason Club Sports Severe Weather If thunder is heard or lightning/funnel clouds are seen, the activity must be immediately stopped. All participants must move to shelter. The best option is inside a building, away from windows and doors. Clubs must wait at least 30 minutes after the last flash of lightning or sound of thunder before returning to the field or activity.

Year End Club Sports Awards Mason Club Sports Year End Club Sports Awards 2nd annual awards available to all clubs Club of the Year - The Club of the Year Award is given to the Sport Club that far exceeded the expectations, both on and off the field of play. Nominees are considered based upon organization, attitude, spirit, and commitment. Most improved club - Winners in this category have demonstrated marked improvement in their operations, fundraising, membership, and/or competitive achievements. This award is a recognition of a club's turnaround and commitment to moving in the right direction.

Year End Club Sports Awards Mason Club Sports Year End Club Sports Awards 2nd annual awards available to all clubs Community service club - This award is presented to the club that demonstrates the highest level of “giving back” to the University community. Student Officer of the Year - Award will be based on, and nomination letters should explain the following: Effectively delegates responsibility to other team members/officers Provides leadership at all team events off the field (administratively, community service, alumni events, etc) Proven ability to communicate effectively and motivate club members Held the officer position for this school year

Year End Club Sports Awards Mason Club Sports Year End Club Sports Awards 2nd annual awards available to all clubs Process Nominations by IMLeagues form Self-nomination for Club of the Year, Most Improved, and Community Service Nomination by club member for Officer of the Year Nominations due April 29th Selections by ECCS on May 1st

Year End Club Sports Awards Mason Club Sports Year End Club Sports Awards 2nd annual awards available to all clubs Winners plaques will include names of ALL winners for the rest of time Plaques are located downstairs outside the RAC Gym Nomination form located on IMLeagues under ‘My Forms’

RSO Dates Yardfest – April 17 from 10:30am-1:30pm Mason Club Sports RSO Dates Yardfest – April 17 from 10:30am-1:30pm Email was sent out – register by April 8th! http://admissions.gmu.edu/rsvp/yardfest Bench Painting Applications Due by April 14 at 9pm Ryan needs to sign your application form! Paint on May 3rd

Club Sports Survey Will be coming out within the next week Mason Club Sports Club Sports Survey Will be coming out within the next week Club(s) with at least 75% of members completing the survey will get T-shirts! Officer survey as well!

Mason Club Sports Wrapping up your year When you are done with games at practices for the year Let our office know Cancel all of your remaining practice/game times Return your 1st Aid Kit Examples for a few of these skills

Mason Club Sports Wrapping up your year If you have equipment to store over the summer, make arrangements with me to drop it off in our new storage area Do not just show up with a bunch of stuff and leave it in my office You should be creating a list of your clubs inventory. If you haven’t begun this already, please start now!

Wrapping up your year End of year meetings Mason Club Sports Wrapping up your year End of year meetings Brief 10-15 minutes to recap What went well What you can improve on for next year Plans for next year Financial obligations we need to set up in summer Any other plans/questions you have Will take place late April, early May, after budget info is released Examples for a few of these skills

Rocking with REC New format! Mason Club Sports Rocking with REC New format! One large day at the start of the school year for ALL Freshmen More info to follow Examples for a few of these skills

Use of Mason Rec facilities Mason Club Sports Use of Mason Rec facilities All clubs must cancel their practice reservations at least 48 hours in advance of the scheduled start time (4 hours in advance for outdoor reservations cancelled for inclement weather).

Info Sharing What have you guys been up to? Mason Club Sports Info Sharing What have you guys been up to? Many clubs were in the midst of activities including Trap & Skeet and Swim at Nationals today, M & W Volleyball heading next week! Badminton tournament Running event Crew regatta Others?

Travel Requests/Post Competition Reports Please fill out the Post Competition Reports immediately after competing. Please fill out Travel Request Forms at least 48 hours before you leave. We have set up scheduled reminders to remind you to do that, so the club sports office should not have to email you on Monday or Thursday asking where these forms are.

Alumni As your members graduate, get online and have them fill out the form to be an alumni http://recreation.gmu.edu/club-sports/alumni/ Each club should be gathering a list of Alumni If you need help, contact Paul Bazzano

Club Sports Program Assistant Mason Club Sports Club Sports Program Assistant We will be looking for a Program Assistant to assist in the office for the 2016-17 academic year Position will be for 10 hours per week More info to come next week!

Mason Club Sports Remaining Meetings May 1st 8pm in Ike’s

Mason Club Sports Contact Info Ryan Bradshaw Phone: 703-993-5819 Cell: 571-620-8928 Email: gmuclubsports@gmail.com Examples for a few of these skills

THANK YOU FOR YOUR TIME! Questions?