Club Sport Recognition Training September 24th, 2018

Recreational Athletics

Club Sport Staff Bryan Ford- Assistant Athletic Director, Director of Rec Athletics Matt Macer- Assistant Director, Intramural and Club Sports Adam Shanley- Club Sport Coordinator aas398@drexel.edu Bridget A. Wiseley, MS, ATC - Head Athletic Trainer, Club Sports baw93@drexel.edu Mike Watkins, MS, LAT, ATC - Assistant Athletic Trainer, Club Sports maw468@drexel.edu

Department Structure Recreational Athletics Intramural Sports Club Sports Health Wellness Aquatics Facility Experiential Learning

Recreational Athletics Mission To promote healthy, active lifestyles to the Drexel community by fostering a culture committed to engagement, experiential learning and diverse programs

Values Leadership Teamwork Community Wellness Fun

My Philosophy If I can make it happen, I will make it happen Respect the fact that I am a Professional and on occasion take a day off Your lack of planning is not my emergency

Club Resources

Club Sport Resources Club Sport Manual- All the answers about Club Sports…or most Student Org Resource Center- Basement of Creese Dragon Link Pages- Centralized location for all Club Resources Use all of your resources!

Club Sport Athletic Trainers Certified medical professionals Available during the Fall Term From Monday-Wednesday 1Pm- 5PM and by appointment Mornings, Thursdays and Fridays Office is on the Main Level of the DAC in the North West Corner Will be on site each night for practices and all home games Twitter @DrexelClubATC for updates

What is a Club Sport?

What is a Club Sport? Student Lead Organizations Clubs must be physical in nature, requiring an element of risk or injury Must belong to a governing body or association Must compete on a regional or national level against other University Club Sport Organizations

Recognition Requirements President, Treasurer, & Travel Coordinator have attended Recognition Training August 22nd 6PM September 24th 6PM Team has registered on Dragon Link More information to follow Club has at least 2 safety officers Completed on Blackboard

Role of Club Sport Office Advisor to all Club Sport teams Liaison with other University Departments Help Navigate University procedures Hold each Club accountable Develop student leaders

Role of Club Officers Daily operations of Club Finances Recruiting Competition Fulfill Club Sport requirements Participant Forms Travel Forms Purchasing Requirements Communicate Issues & Questions to Club Sport Office

Role of Coaches Individual Sport Instruction Supporting Officers Technique & improving skills Supporting Officers Positive role model for Club athletes Ensure safety of all athletes

Club Sport Participants

Participant Eligibility Currently enrolled Drexel students regardless of race, religion, nationality, gender, sexual orientation, or ability Students may participate while on co-op Alumni & Rec Center members are ineligible Faculty & Staff are ineligible Must complete all participant forms

Participation Forms Join Club Sport Dragon Link Roster Fill Out Participation Agreement Create ATS profile and fill out: Health Questionnaire/Annual Update HIPAA release concussion addendum Some sports are required to submit a physical

Participation Forms All information is checked by Coordinator or Club Sport ATCs Please allow up to a week for approval The sooner a participant fills this out the better! Forms must be filled out before participating in practice or competition Club leaderships responsibility to check google doc and ensure all participants are approved

Rosters Roster Link will be sent to you. Save it in bookmarks! If name is on Google Doc- Participation Agreement is approved Who is approved to practice?

Individual Officer Responsibilities

President Enforcing the Club Constitution Ensuring the Club is in compliance with all Club Sport policies and procedures Completing all necessary paperwork and meeting all Club Sport Office deadlines Ensure that all participants have completed participant paperwork before practicing or competing Complete 2 meetings with the Club Sport Coordinator per term (Fall-Spring)

Treasurer Completing purchase requests as necessary Maintaining an accurate budget for Club 17 & 71 accounts Understanding the purchasing protocols and procedures of the Club Sport Office Completing the Allocation request each Spring to ensure funding for the following fiscal year

Travel Coordinator Submitting Travel Requests forms by deadlines Ensuring that all Drexel policies are being followed while travelling Arranging lodging & transportation accommodations if necessary Communicating any issues or incidences that occur while a Club is travelling

Safety Officers Understanding and enacting the proper procedures and protocols for accidents and emergencies while at a Club event Submitting accident reports to the Club Sport Athletic Trainers Ensuring that the First Aid Kit is at all Club practices and Competitions Adhering to safety guidelines/ regulations set by governing body for the sport and Club Sports Athletic Trainers

Safety Officers Can be other Club Officers 2 are required at every practice and competition Training on Blackboard Learn After an individual completes their Participation Agreement they will be added to blackboard learn Power point and Quiz (must pass with 100%)

Officer Meetings Each Club will meet with the Club Sport Coordinator 2 times per term (Fall, Winter, Spring)

Facility Scheduling

Practice Space Practice Space requested by term Depends on availability of space, uniqueness of space and Club compliance Fall Schedules were requested in May Will be released in August

Game/ Competition Space Requested through Facility/ Game Request form on Dragon Link 15 business days are required for staff scheduling purposes Club Sport games cannot be scheduled during Varsity Athletic contest at Vidas Clubs will be responsible for paying any cost associated with their games, including facility opening/ closings, custodial staff, officials fees and any damages during events

Meeting Space Clubs are allowed to use meeting spaces in the DAC, Rec, Armory, or Vidas Field House Space can be reserved for film review, team meetings, information sessions, team parties(need approval for food) Requested through Dragon Link Facility/ Game Request Form Allow for at least 2 business days for processing

Cancelling Space Email Clubsports@Drexel.edu & Clubatc@Drexel.edu Clubs must notify at least 4 hours prior to the scheduled game, practice or reservation (or by 2PM Friday for Weekend events) 1 No Show- Warning 2 No Shows- Lose of practice space for next week 3 No Shows- Lose of practice space for 5 weeks Example: If end of Fall Term and 3 No shows occur Club will not be allowed to practice until Week 6 of Winter Term.

Dragon Link

Dragon Link All Clubs are responsible for keeping their Dragon Link pages up to date Only required info is contact info- All officer positions up to date Clubs will need to re-register organization All forms submitted to Club Sport Office are through the Drexel Club Sport Dragon Link page

Administrative Compliance Score

ACS Score Used to determine how well a Club is meeting or exceeding the standard set forth by the Club Sport Department Not a comparison of Clubs vs one another Help E-Board determine funding for the following allocation year

Questions?

Club Sport Council

Club Sport Council Meetings Development opportunities held once per month At least one club officers is required to attend Agendas are created to offer Clubs resources and to create community amongst Clubs

CSC E-Board President Programming Community Engagement Finance Isabella Mendoza- Tennis Programming Taylor Menser- Women’s Soccer Community Engagement Vatsal Biyani- Cricket Finance Krista Bahnsen- Women’s Soccer Madison Werts- Women’s Rugby

Travel Procedures

Travel request Form Must be filled out for any game or competition travel Submit Travel Request before submitting any purchase requests Must be submitted at least 10 business days prior to departure Details can be updated/ changed Club must complete a Results Submission Form on Dragon Link within 2 business days of return

Approved Transportation Personal Vehicles Rental Vehicles- Purchase Request Required Walking Train/ Public Transportation Chartered Bus- Must use Academy or Stouts- Purchase Request Required Airplanes- Can use Club Funds but easier if individuals pay

Driver Policies Any individual who drives a personal vehicle or rental vehicle must have a Driver Form on file through Dragon Link Coaches must drive separate Only Club participants are allowed to travel with team Clubs should not drive between the hours of 12Am-6Am. Can leave before 6AM with approval of Club Sport Coordinator Individuals should take breaks from driving every 3 hours

Approved Lodging Hotels Pay Now- Usually third party websites like Hotels.com/ expedia Pay when you check out- Usually through Hotel website (requires a Credit Card Authorization form from Hotel) Coordinator will send you confirmation once booking is complete Lodging can be provided by the host site/school Private residence- Can stay with a family member AIR BnB is not allowed by Drexel Procurement

Best Practices Submit travel requests as early as possible Have details confirmed Names on the requests MUST accurately represent who is traveling Submit rosters in last name alphabetical order Helps approved faster Confirm that your team is listed on travel list that is sent out every Friday Submit results submission immediately upon return from trip

Best Practices Submit any incident reports to Club Sport Coordinator via email Car accident, change in lodging, any issues Report any injuries to ATC’s immediately upon return to campus via Email – for serious injuries, or hospital visits please call the ATC’s asap

Questions?

Finance & Purchases

Accounts Overview 2 types of accounts Account Codes & Org Codes SAFAC (17)- Money directly from student fees Team (19)- dues, fundraising & donations Account Codes & Org Codes Account code is different for each Club- Org Code is the same for all 17 accounts and 19 accounts 17xxxx- 4298 19xxxx- 3526 Fiscal Year- July 1st- June 30th

SAFAC (17) Account Money allocated through student activity fees Does not roll over from year to year Can be used for: Governing Body Dues (National, Conference or Regional) League Fees Coaches Fees (Cannot exceed $4,000.00) Officials Payments Hotels for League Events Club Equipment (Must be approved by the Club Sport Coordinator)

SAFAC (17) Account Cannot be used for: Air transportation Food Beverages Payments for individual members Equipment for individual team members Uniforms/ Apparel

Team (19) Account Money deposited into Club account from fundraising, dues, donations etc. Does roll over from year to year More flexibility on purchases Cannot violate Drexel policy Cannot violate federal or state law No Alcohol purchases

Checking Balances Each Club should track their own spending to ensure accuracy 2 ways of tracking Google Doc Web Finance

Google Doc View only will be shared with President & Treasurer at beginning of year Please bookmark Tracks payments and deposits as they are processed Used due to delay in posting on Web Finance

Web Finance University Account tracking system Password resets can be requested through the Dragon Link homepage Web finance

Depositing Money Deposits always go into the team (19) account Fill out the Cash Receipt Deposit Voucher Instructions & form available on Dragon Link Email the Club Sport Coordinator to set up a short meeting to deposit funds Never leave money in my office, always set up a meeting

Making Purchases All purchases by the Club must be made using the Purchase Request Form on Dragon Link Clubs are not allowed to have external accounts or pay with Cash Two forms of payment Check Purchasing Card

Purchase Request Form Insert Club Sport that purchase is for Type of Request How are you paying the vendor? Credit Card for vendors that accept it Check for all other Reimbursements are only accepted if approved prior to purchase Type of Purchase What is it for?

Purchase Request Form Select Account Enter Account number Enter Contact Information for person filling out form

Types of Requests Credit Card Check Request Used for purchases that the vendor accepts Payment by card Preferred payment method Typically equipment, league dues, online purchases, apparel Check Request Used for purchases where vendors do not accept credit card or for paying Universities/ people Typically paying Universities, Officials/ Referees, expenses over $5,000.00

Types of Requests Travel Reimbursements Reimbursements Used for reimbursing mileage & tolls Clubs can reimburse up to 53 cents per mile Must have receipt for all tolls Reimbursements Only to be used when prior approval is granted by Club Sport Department Typically when travelling and a Club Sport card is not available

Credit Card Request Enter Reason for Expenditure Enter Vendor Name Be Specific- 5Ws Enter Vendor Name Enter Vendor Address

Credit Card Request Enter Vendor Phone Number Enter Total purchase Price Upload an invoice Price per product Product description Total price Enter detailed instructions Website URL/ Call Enter Additional Info Username/ Password

Credit Card Request Click Submit for Approval Credit Card Requests typically take 2-3 business days to process and pay Cannot be used for purchases over $5,000.00 Hotel purchases may require additional information

Check Request Enter name on check Enter Address Enter phone number Must match Invoice and W9 forms Enter Address Enter phone number Enter E-mail

Check Request Enter reason for expenditure Enter Check Amount Be Specific- 5Ws Enter Check Amount Upload an Invoice Price per product Product description Total price Upload a W9- US Tax Form Referees, Officials, Assignors require a IC determination

Paying Officials/ Referees If you know who the official is before the day of the game, please submit purchase request as soon as possible If you do not know please submit in a timely manner Print out forms and have them sign at the field if necessary

Check Request Click Submit for Approval Check Requests typically take several weeks to pay The better filled out the Purchase Request the faster the check is processed!

Travel Reimbursement Request Enter Name to appear on check Enter address Needs to match the address in Drexel One Enter amount of miles and or amount for tolls Where you drove How much you are reimbursing for Enter Check Amount

Travel Reimbursement Request Upload an image of the route taken Must include total mileage driven Upload toll receipts if applicable Click Next and Click Submit

Reimbursement requests Prior approval is necessary Must include reason purchase could not be made through standard procedure “I forgot” is not an excuse Honesty goes far Set up Appointment with Club Sport Coordinator

Check Cashing Use Web Finance to check on the status of a check Encumbrance = Money held for payment (Not yet paid) Check Date = day check was written Recon Ind If blank Check has not been cashed If Letter appears check has been cashed

Reserve Funding Used for unforeseen expenses like National Competition Clubs need to prepare as if they are attending a National event Fundraise! Process will be changing More details to follow

Marketing, Logos, Apparel

Marketing All Clubs are responsible for creating their own marketing materials Rec Athletics can assist by promoting content on social media or by posting on the Club Sport Screen in the Rec Lobby All marketing materials must be approved before printing Social Media posts do not need prior approval, but use best judgement

Logo Use Clubs are given the right to use Drexel Athletic logos and typefaces If you need access to the logos please email the Club Sport Coordinator Logos must be used according to the brand standards that can be found on the Drexel visual identity page

Apparel/ Uniforms Clubs can use logos and visual identity for apparel All apparel designs must be approved by the Club Sport Coordinator Please CC Club Sport Coordinator on all communications with vendors Suggested vendors BSN Kampus Klothes

Questions?