STANFORD CLUB SPORTS FALL QUARTER MEETING, SEPTEMBER 2014

CLUB SPORTS UPDATES Eric Stein- Senior Associate Athletic Director for Physical Education, Recreation, and Wellness

STAFF INTRODUCTIONS Claire Davis, Assistant Director- Club Sports Noreen Ng, Administrative Assistant- Recreation Office Location: Ford Center Office Phone Number: Office Fax Number: Use the Club Sports Contact Cheat Sheet as a resource for whom to contact when. If you’re unsure, contact Claire and she will respond and/or direct you to the right person.

TEAM INTRODUCTIONS Team Name Size of your team Competitive season(s) One word to describe your team

TEAM & OFFICER RESOURCES Website: clubsports.stanford.edu Field status, athletic training room hours and info, recent results and upcoming events, all forms and documents, upcoming deadlines and reminders, etc. Mailing list: All important information, announcements, requirements, and deadlines will be communicated using this list. Officer’s Guide Basic guide to officer expectations and responsibilities for Fall 2014 Club Sports Manual Comprehensive guide for managing your team: event planning, fundraising, academic credit, financial operations, donations, sponsorships, travel, and more.

GUEST SPEAKERS Theo Mitchell, Coordinator- Marketing Ken Look, Club Sports Athletic Trainer Michael Fredericson, MD, FACSM Professor and Director, PM&R Sports Medicine Team Physician, Stanford Athletics Director, Sports Medicine Fellowship Stanford University School of Medicine Lenson Pellouchoud, Triathlon team member- ITS Resources

ATHLETE REGISTRATION Anyone who wish to participate with your team must do the following before participating: Register online at Sign the Liability Release and Waiver Complete the Acknowledgement of Health (HA) form* *Submit a Certification of Health Care Professional form to the Club Sports office, if necessary Complete the Code of Conduct agreement It is your responsibility to ensure that every person participating with your team has completed all 4 (5*) of the requirements above.

ATHLETE REGISTRATION If someone is not a committed member of the team (i.e. is trying out the team or attending their first practice), you can have them sign a hard copy of the paper waiver. However, should the participant choose to continue with the team beyond that, they would need to register online and complete all other related requirements. Hard copies of paper waivers should be submitted to the Club Sports office.

ATHLETE REGISTRATION Please print rosters before each fall practice, of have a smart phone/tablet available at practices to check athletes’ registration status. Check your online roster regularly as athletes begin to register and follow up with those who have no registered or completed all requirements. Fall Registration Deadline for Returning Team Members: October 15, 2014 Fall Registration Deadline for New Team Members: October 31, 2014 Ongoing Registration Deadline for New Team Members: before participation

COACHING PAPERWORK Coaching Agreements: for ALL coaches, old and new, paid and volunteer Must be filled out completely and signed by both coach and one officer Coaching Agreement Deadline: October 15, 2014 Livescan Background Checks: for NEW coaches only, paid and volunteer Required by Stanford, can be done at Public Safety Office or another location Cost is $20 if done at Stanford (we recommend reimbursing coaches, need receipt) A copy of the receipt must be submitted to the Club Sports office as confirmation of completion More info in the Officer’s Guide Livescan Background Check Deadline: October 15, 2014

COACH RESOURCES After a coach has a Coaching Agreement on file and has completed their Livescan background check, they are eligible for the following resources: Facility pass- contact Claire and she will coordinate with card office, coach will pay a one-time $20 fee Parking permit sponsorship form- contact Claire and she will coordinate with P&TS, coach will have to pay for the permit itself

COMPETITIVE SCHEDULES All teams are required to submit a quarterly competitive schedule by stated deadlines throughout the year. Teams should also notify the Club Sports office of any changes to their submitted schedule as the quarter goes on. If your team is not competing in any given quarter, please notify us so that we mark your team as having ‘completed’ this requirement. Fall Competitive Schedule Deadline: October 1, 2014

DRIVER FORMS Any team member, coach, or person driving to or from team activities (practices, tournaments, etc.) must have Driver Forms on file. Completed forms must be scanned and ed to the Club Sports office or dropped off as hard copies. Must be actual scans, not pictures. Driver forms submitted last year are still valid unless the license has expired, in which case we need a new copy of the license. List of approved drivers can be found on the Google doc. Driver Forms Deadline: October 31, 2014 Additional Driver Forms Deadline: the Wednesday before travel

TRAVEL FORMS All teams are required to submit a Travel Form for any team activity (training, game, tournament, etc.) that involves travel outside of San Mateo or Santa Clara counties. Will now be submitted online via You will select which participants will be traveling with the team and/or participating in the activity by checking a box next to their name. Please note that only approved and active members will be displayed as eligible to travel /participate, and only approved drivers will be displayed as eligible to drive. Travel Form Deadline: the Wednesday before travel

REPORT FORMS All teams are required to submit a Report Form following any competitive team event (game, tournament, etc.) Will now be submitted online via Report Forms should not only give results (scores, placements, etc.), but should state any other highlights from the event (e.g. Tournament MVP, new personal bests, etc.) Results and highlights are shared through variety of channels to promote Club Sports teams and demonstrate their achievements. Report Form Deadline: every Monday by 1:00pm (following a competitive event)

ACCIDENT REPORTS All injuries requiring medical attention that occur during club practices or competition, whether to a Stanford affiliate or other person, must be reported to the Club Sports office within 48 hours of the incident via Accident Report. An accident report must be submitted before the injured athlete makes an appointment with the athletic trainer. Report all serious injuries (life threatening, broken bones, loss of consciousness, or conditions requiring hospitalization) immediately to Claire Davis at The information will then be provided to Risk Management and other necessary parties as appropriate.

TIER SYSTEM AND TEAM ACCOUNTABILITY In Spring 2011, Club Sports implemented a tier system for organizing teams and holding teams accountable to meet expectations. Each tier has a different set of minimum requirements assigned, with different levels of benefits available to each tier as outlined in the Tier System document. A point system will be used throughout the year to track how teams meet expectations. Points will be calculated based on a number of expectations, including but not limited to: attendance at mandatory meetings, compliance with requirements and deadline, abiding by the the University’s Fundamental Standard, fundraising, travel, etc. Tier assignments will be reviewed annually each August based on the point system, as will team requests to move up a tier based on points and minimum criteria.

FINANCES Budget Proposals- TBD following the election of the Financial Co-President Will likely be due in mid-late October Financial Aid- available through university grants and the ASSU Executive to help Stanford Club Sports athletes (full-time students only) Application date TBD following the election of the Financial Co-President Maximum assistant per athlete is $100/quarter (up to $300/year) ASSU Banking Workshops- all need FOs must attend a workshop to access their team’s account Schedule available online

STUDENT ATHLETE CONDUCT Eric Stein- Senior Associate Athletic Director for Physical Education, Recreation, and Wellness

ELECTIONS Administrative Co-President Sasha Herbst de Cortina (Women’s Rugby) Financial Co-President Greg Heon (Men’s Ultimate) Committee Members Daniel Maroko (Baseball)

STANFORD CLUB SPORTS