SPORT CLUBS POLICY TRAINING

Who’s in the room? Take out your phones Go to Kahoot.it Enter the game pin Introductions Name Club One specific policy question (if you have one) https://play.kahoot.it/#/k/b8bdfc8f-b87a-4018-9bec-71c7ec4a5400

What is a Sport Club? Rec Sports Perks Student run organization RSO status True sport Competitive in nature Governed by CfLI and Rec Sports Facility space for practice and competition Access to motion W, Wisconsin insignia Guidance on 1:4 ratio from Rec Sports staff Recognition and visibility Access to DRS, grants and funds Vehicle access, discounts and access to state contracts Rec Sports Perks CfLI has over 900 student orgs and only 4 professionals to provide assistance and guidance. Rec Sports has an average 1:3 ratio, at most 1:4 ratio for liaisons to clubs for more attention and quicker response to questions and needs. Access to $60,000 in DRS, $100,000 in equipment support and nationals support and over $5.1 million in the club endowment. We give a lot to clubs, expect a lot in return. The rest of this presentation highlights the expectations and requirements for clubs to remain in our program.

What’s on WIN? Win.wisc.edu Club page Club roster, add request Club member consent form Club supplemental health form Sport Clubs page Email invite request Forms Required submissions Requests for funds, travel Self reports Documents Handbook and training modules Council meeting minutes Templates and PDFs Talk about how they get access, how they approve members to the roster, how the approve member consent forms Show them sport club page, documents and forms, mention 2 step processes

Organizational Health Officer role Tough but fair Good of many over few Ultimately responsibility falls to you Officer transition Where most strong clubs stumble Need for overlapping leadership Plan for training, passing of knowledge Selection Compliance Every club can do the bare minimum, what separates yours? Priority points importance Organizational Excellence Scorecard One bad apple can ruin the bunch, make sure you make the tough decisions for the good of the club. One club behaving badly on a trip can lose travelling privileges for all clubs. The chancellor views all clubs as one. If one club has issues, all clubs have issues.

Organizational Excellence Scorecard 3 Tiers of Organizational Health Tier 1: Noncompliant~1% Will enter lifesaving mode and go through the audit process to identify weaknesses and room for improvement, placed on probation Has one academic year to become compliant Tier 2: Compliance and overall healthy ~95% Tier 3: Organizational Elite ~4% Ability to draft prime time practice space during facility crunch $500 in additional DRS from Executive Board allocations Competitive Sports will offset 10% off stock Under Armour apparel club purchase from Kollegetown Scorecard available on Sport Clubs WIN page under Documents Clubs and liaison works together each month to track progress Piloting program this year. Replaces merit fund for rewarding clubs that go above and beyond

Travelling and Hosting To Travel Travel Request Form Accurate travel roster Members with both forms completed Representing UW and Rec Sports Overnight stays Reimbursement Post Event Summary To Host Special Event Request Form Meet with Comp. Sports Staff Event planning Communication Day of expectations Comp. Sports Supervisors Facility use Emphasize every step in the process must be completed on time for points. A club can travel 20 times but if they never remember their post event summary they won’t get any priority points.

Travel Reimbursements Hotels Can reimburse or book on behalf of the club To receive reimbursement, clubs must book through hotel site No Expedia, Travelocity, Orbitz, etc Must provide receipts with itemization, room assignments and business contact info No reimbursements for expenses older than 30 days Rental vehicles Can only reimburse Authorized Drivers for vehicle/gas/tolls Must provide receipts

Monthly Meetings Only as useful as you and the liaison make them! Preparing an agenda Q&A prep OE Scorecard tracking Financial tracking Priority Points Monthly focus Officer transition Budget prep Travel and hosting help

Rec Sports Services AT Services Jerod Keene UHS, appointments and drop in clinic hours Event coverage Financial Services Meetings for reimbursement processing, booking travel, purchasing equipment with internal funds Review, edits and submission of VHH grants Support Funds Competitive Sports Office Club Liaisons Equipment rental General questions and help Jerod hours in CoSpo, will advertise his UHS hours on WIN soon CoSpo office open 9-6 M-F, clubs travelling need to pick up materials on Friday, weekends office is closed

QUESTIONS?