Officer orientation Tuesday August 26 th, 2014

Agenda  Welcome and Introductions  Activation Check-List  Officer’s Manual & Expectations  Budget  Risk Management  Schedules  CPR & First Aid Certifications  Important Forms  Travel Updates  Keys  Coaches Orientation  Important Dates  Questions & Answers

Welcome and Introductions  Scott Schuttenberg  Under Armour/East Bay  Page 11 in Manual  Budget/Allocations

Introductions  Jaclyn Gidley  Club Sport Executive Council  All Clubs

List of Club Sports Teams  Baseball  Climbing  Cycling  Dance*  Fencing  Figure Skating  Men’s Golf*  Hockey  Karate*  Men’s Lacrosse  Women’s Lacrosse  Quidditch  Men’s Rugby  Women’s Rugby  Men’s Soccer  Women’s Soccer  Swimming  Taekwondo  Tennis  Triathlon*  Ultimate  Women’s Volleyball

 Attendance at Rec Fest – Aug 22 8pm- Midnight  Attendance at Student Involvement Fair – Aug 24 12pm-3pm  Club Sport Officer Orientation – August 26 th  Completion of CPR/FA/AED class for safety officer – Sept 6 th & 7 9am in Upper Group Fitness  Complete online UNC Club Chartering package – September 15 th Activation Check-List

 Expectations  Hazing will not be tolerated! (Page 3 in Manual)  Publicity and Marketing (Page 9 in Manual)  Please read through the manual prior to 1-on-1 meeting with Jaclyn, and have questions ready  Officer Agreement (last page in manual)  Sign tonight!  Club Sport Supervisors  I will be hiring for this position Officer’s Manual

Officer Expectations  Responsibility  Represent UNC both ON & OFF the field  Set the tone and expectations with your team early  As a staff we will support decisions that you make that you feel are in the best interest of the University and your club  Communication  Be sure to have open communication with other officers, teammates, and Jaclyn  Respectful, timely, direct, and honest  Jaclyn Gidley– (Office) & (Cell)  Appointments – Honor your commitments  Blackboard – Your first stop for paperwork and information

President  You are a Chief Executive Officer (CEO)  Think “Big Picture”  Live up to your word  Hold your teammates accountable  Step in and help fellow officers when necessary  Be knowledgeable of the status of other officers  Organize and hold your own club meetings

Vice President  You are a Chief Operating Officer (COO)  Responsible for the daily operation of the team  Making sure everything is running properly  Is all paperwork turned in for every player?  Assumption of Risk  Non-Hazing  Photo Release  Etc.

Secretary  You are the Brain of the Operations  You want to be knowledgeable on what everyone else in the club is doing  Be seen somewhat as the record keeper  Double checking that the club is in order and being a resource to any of the other officers where needed  Responsible for the approval of all the marketing materials for the team  Brochures, flyers, shirts, jerseys, any type of merchandise

Treasurer  You are the bank  Any and all purchases need to go through you  **NO PURCHASES SHOULD BE MADE WITHOUT OUR KNOWLEDGE**  Need to be aware of how much is in your accounts  “2” Account is your allocations  “8” Account is your self-generated monies  Fundraisers  Organizing, taking the lead, and brainstorming for ideas to raise money for the club

Student- Funded – “2” Account  Account (General)  Withdrawals only – one way account  Top portion of your account statement  “2” Account money is to be used primarily for the following:  League dues  Rental costs  Player and Tournament registration fees  Student hourly staff  Umpires/Referees

Self Generated Fund – “8” Account  Two-way account – Deposits and Withdrawals  Deposits – dues, fundraising, donations, tournament fees, sale of merchandise, ticket sales  Withdrawals – reimbursements, coaches, equipment, apparel, regular season travel, registration, and fees

Deposits & Withdrawals  Deposits – Page 12 in Manual  All cash/checks collected need to be deposited ASAP in the Campus Recreation Office between 8am – 4pm (will not accept after 4pm)  Never deposit any Club Funds into your personal account  For credit card payments over the phone instruct the payee to call Jaclyn at  Withdrawals  Reimbursements must be for approved expenses  Need the original receipt (has to be an itemized receipt)  For Tournament Registrations a form or letter from host is required  Please drop off receipts in an envelope with the following information  Payee’s name, address, and Bear ID  Reason for purchase/reimbursement

Withdrawals Continued  Purchases  P-Card – memberships, registrations, equipment, apparel, food, and travel  Check Request – building and room rental, Independent Contracts (officials), reimbursements  Travel  Complete and submit a Travel Resource Form  Registration and Fees  P-Card and/or Check Request  We will need an official form showing what exact the cost is for

Fundraising & Donations  Clubs must match 100% of their “2” Account allocation  All fundraisers must be approved by Jaclyn (  Association with the following is off-limits; Alcohol, tobacco or drug related business/industries, UNC Athletics corporate sponsors, and raffles/gambling  All car-washes must consist of appropriate attire! (no bathing suits or white shirts)  UNC Football games - $100 per game for a team that brings 4-6 people  UNC Foundation is a private non-profit 501(c)(3)  We (Club Sports) are not a 501c3, so all our donations must go through the foundation for tax purposes.  Let people know that their donation is tax deductible as it will be deposited through the Foundation.

Budget  Allocations (Page in Manual)  Will be announced next week  Dues Spreadsheet  Fill out tonight  Account Statements  Reading your statement  Budget forecasting is VERY important  Anticipate upcoming revenue and purchases  Updates will be made on a weekly basis

HALF TIME!  Go take a 10 minute break and then be ready to play a game!

Community and UNC Service  Giving Back  Habitat for Humanity Volunteer Day  Additional volunteer opportunities  Youth Clinics, Weld County Food Bank, UNC Events, City of Greeley Parks and Rec, Greeley Museums Office, Poudre River Trail, United Way, Boys & Girls Club, Habitat for Humanity, Senior Resource Service, Etc.  Visit for more ideas!

EventDate(s)TimeLocation BaseballTryouts8/30 & 8/3111am - 2pmJackson Field ClimbingInformational Meeting9/3/20146pmClimbing Wall, CRC CyclingGroup Ride8/30/1410amUC Lower Lot DanceInformational Meeting8/28/20146:30pmCouncil Room, UC Tryouts9/2/20148:45pmLower Group Fitness, CRC Tryouts9/3/20148pmUpper Group Fitness, CRC FencingInformational Meeting9/4/20148pmUpstairs Lobby, CRC Figure Skating Men’s Golf HockeyInformational Meeting8/28/20147pmAspen, UC Tryouts9/1/20149:30pmGreeley Ice Haus Tryouts9/2/20148:15pmGreeley Ice Haus Tryouts9/3/20148pmGreeley Ice Haus Men's LAX Informational Meeting Women's LAXInformational Meeting9/10/20148pmAspen A, UC QuidditchInformational Meeting8/28/20148pmCouncil Room, UC Men's RugbyPlay Around 8/26/146pmWest Campus Field #7 Women's RugbyInformational Meeting8/27/20146pmSpruce A, UC Men's SoccerTryouts9/2 - 9/56-9pmSynthetic Turf Fields Women's SoccerTryouts9/2 - 9/56-9pmSynthetic Turf Fields SwimmingInformational Meeting8/28/20147:30pmColumbine C, UC TKDInformational Meeting9/1/20146pmFireside Lounge, UC TennisTryout9/3/20145pmUC Courts Triathlon UltimateTryout 9/2 and 9/47pmWest Campus Field Women's VolleyballInformational Meeting8/28/20147pmAux Gym, CRC Tryouts9/2 - 9/47-9pmAux Gym, CRC

Schedules  Practices  Everyone has a hardcopy of their practice schedule (if on campus)  If you practice off campus, please send me the days/times/locations for our website  Season Schedules  I have Hockey, Men’s Rugby, Women’s Soccer, and Men’s Soccer  Anyone else please bring schedule to 1-on-1 Meeting or me

CPR/First Aid/AED Certifications  Safety Officers (Page 9-11 in Manual)  At least 2 officers/members must be trained and certified  CPR/FA/AED Training Dates  September 6 th and 7 9am. Daniel and I will be teaching

Risk Management  Injuries and Accidents are going to happen  Prepare, react, communicate, and evaluate  Emergency Contact Information  Athletic Trainer at “High Risk” sports home contests  Soccer, Rugby, Lacrosse, & Ice Hockey

Risk Management Continued  Travel  Paperwork – Travel Roster & Travel Resource Form  Planning…  How your team is getting there  Where you’ll be staying  How you’ll be getting back safely  Travel Binder & First Aid Kit  Leadership, Common Sense & Communication

Important Forms  All packets have enough hard copies for 20 members  If you need more you can come pick up more  Blackboard location  Emergency Contact List  Assumption of Risk  Liability Waiver & Participation Agreement  Fundraising Template  Photo Release Form  Vehicle Owner Acceptance of Responsibility

Travel Updates  Travel Roster v Travel Resource Forms  Page in Manual  Travel Roster – everyone must complete!  Travel Resource Form – any travel that requires hotels, rental vehicles, or airline tickets  15 Passenger Van Training  August 27 th and 28 th at the Gear Shop from 5-6pm

Keys  Teams who should have keys  Men’s Rugby  Women’s Rugby  Men’s Soccer  Women’s Soccer  Men’s LAX  Women’s LAX  Ultimate  Quidditch  Baseball (Jackson)  DO NOT PROP OPEN THE SHED!  This is shared space

Coaches Orientation  Current list of Coaches  Orientation  Would like them to attend the 1-on-1 meeting, if they can’t I’ll meet with them on an individual basis  If you don’t have a coach and you need or are looking for one, it is your responsibility to take the lead on this NameSport Kristin HoortFigure Skating TBAMen's Lacrosse Cristian SarmentoMen's Rugby Mario GarciaMen's Soccer Scott WashenfelderWomen's Soccer Matt RionTaekwondo Hockey - Head Kelly NewtonHockey - Assist Women's Rugby TBAWomen's Lacrosse Ultimate Marilyn JohnsonSwimming

Important Dates  Club Sport Council Meetings – (Pg. 8 in Manual)  September 3 rd, 2014  October 8 th, 2014  November 5 th, 2014  December 3 rd, 2014  Must schedule a 1 on 1 meeting with Jaclyn  Use sign up sheet

 Kayla Fauria - Representative

Recap on Tonight’s List  Everyone needs to  Get their picture taken (marketing)  Fill out Photo Release form prior  Sign the Officer Agreement  Write down your team dues on spreadsheet  Schedule 1-on-1 Meeting with Jaclyn  Update Coaches Information (if applicable)  Vehicle Responsibility Form (if applicable)

Questions and Answers