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

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

3. 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’

4. 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 either the ECCS or Club Sports so they can adjust this calendar.

5. 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

6. Finances 2016-17 Budget Allocations
Mason Club Sports
Finances
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 allocations during the last week of April

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

8. 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:

9. 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!
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10. 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
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11. 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

12. 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.

13. 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,
This means anyone in our office can respond to it, even if Ryan is away
Keep s consistent with the subject line
Please don’t reply to an about ‘Rosters’, with questions about ‘hotels’. These s tend to get lost in the shuffle and are also hard to find later on

14. 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

15. 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.

16. 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.

17. 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

18. 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

19. 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’

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

21. 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!

22. 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

23. 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!

24. Wrapping up your year End of year meetings
Mason Club Sports
Wrapping up your year
End of year meetings
Brief 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

25. 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
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26. 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).

27. 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?

28. 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 you on Monday or Thursday asking where these forms are.

29. Alumni
As your members graduate, get online and have them fill out the form to be an alumni
Each club should be gathering a list of Alumni
If you need help, contact Paul Bazzano

30. 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 academic year
Position will be for 10 hours per week
More info to come next week!

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

32. Mason Club Sports
Contact Info
Ryan Bradshaw
Phone:
Cell:
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33. THANK YOU FOR YOUR TIME!
Questions?