1. Club Sport Recognition Training
September 24th, 2018

2. Recreational Athletics

3. 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
Bridget A. Wiseley, MS, ATC - Head Athletic Trainer, Club Sports
Mike Watkins, MS, LAT, ATC - Assistant Athletic Trainer, Club Sports

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

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

6. Values
Leadership
Teamwork
Community
Wellness
Fun

7. 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

8. Club Resources

9. 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!

10. 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
for updates

11. What is a Club Sport?

12. 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

13. 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

14. 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

15. 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

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

17. Club Sport Participants

18. 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

19. 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

20. 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

21. 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?

22. Individual Officer Responsibilities

23. 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)

24. 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

25. 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

26. 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

27. 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%)

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

29. Facility Scheduling

30. 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

31. 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

32. 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

33. 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.

34. Dragon Link

35. 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

36. Administrative Compliance Score

37. 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

38. Questions?

39. Club Sport Council

40. 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

41. 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

42. Travel Procedures

43. 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

44. 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

45. 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

46. 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

47. 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

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

49. Questions?

50. Finance & Purchases

51. 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

52. 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)

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

54. 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

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

56. 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

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

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

59. 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

60. 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?

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

62. 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

63. 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

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

65. 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

66. 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

67. Check Request Enter name on check Enter Address Enter phone number
Must match Invoice and W9 forms
Enter Address
Enter phone number
Enter

68. 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

69. 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

70. 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!

71. 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

72. 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

73. 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

74. 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

75. 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

76. Marketing, Logos, Apparel

77. 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

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

79. 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

80. Questions?