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Club Sports Handbook
The sport clubs program at Longwood University is a student initiated, student managed program designed to meet the competitive and social needs of Longwood University students.
Sport clubs will be classified in one of two categories; competitive or recreational/wellness. Each category will have specific requirements that the club must meet to remain active.
Campus Recreation has full administrative authority and supervision of the sport club program. sport clubs are accountable to the requirements and expectations established by the Department of Campus Recreation. The sport club program will report directly to the Campus Recreation Director.
The department will be an advocate across campus for all active sport clubs. Campus Recreation will provide the expertise and resources to allow the individual sport clubs to be successful. Examples of service the department can provide are;
- Budget assistance and guidance
- Inventory and storage services
- Field maintenance and lining
- Game Management assistance
- Marketing and promotion program
- Equipment procurement
- Facility scheduling
- Fundraising assistance
- Office services (copy, fax, etc)
- Risk Management assistance
Sport clubs must maintain a good standing rating to be afforded full sport club privileges. Clubs must complete the following criteria to remain in good standing:\
- Attend all Sport Club Council meetings
- Complete the sport club application form
- Up-to-date information on student club leaders and coaches on file with Campus Recreation
- Signed liability waiver for each club member on file with Campus Recreation
- Travel Request Forms completed and turned in one week prior to every off-campus event
- Membership statistics and Year End Report submitted at the end of every academic year
- All clubs must provide for a safe environment for participation. This should include but not limit to; safe playing area for practices and competitions, proper instruction and supervision and emergency action protocol in place for injuries and emergencies
- Clubs must be in good standing with the regional or national organization that oversees the sport (ex: USA Rugby Federation for Rugby Club)
- Clubs must be in good standing with Longwood University's Student Activities Office and complete all requirements from that office.
Student leaders are vital to the success of every sports club. They are the athletic directors, marketing directors, traveling secretaries and chief financial officers. The Campus Recreation Department is here to support every club any way we can. Do not hesitate to ask the department for assistance and guidance with any issues that arise.
It is vital that the sport club leaders work closely with Campus Recreation to insure that all issues are being met. Minimal expectations for the club leaders are:
- Keep Campus Recreation informed of all activities
- Report competition scores the first work day after the event
- Report injuries and accidents the first work day after the incident (major/serious injuries should be reported immediately)
- Self report any negative incident to the Sport Clubs Coordinator as soon as possible
- Maintain accurate participation statistics for all club meetings, practices and competitions
- Complete required reports in a timely manner
- Competition statistics
- Sport Club questionnaire
- End of semester report
- Represent Longwood University in a professional manner at all times
The sport club has the responsibility to find an advisor from campus to assist with the management of the club. The advisor is required to meet with the Director of Campus Recreation to insure an understanding of the expectations of the club by Campus Recreation. A Campus Recreation staff member will be the advisor for any club in need.
Recruiting coaches to lead each sport club is recommended for all competitive clubs. Each sport club is authorized to recruit coaches from on-campus or off-campus. The coach is required to meet with the Assistant Director of Sports Programs to verify credentials and discuss his/her role with the Department of Campus Recreation. Campus Recreation reserves the right to require a coach for clubs that we deem a higher risk, but will assist each club who is interested in finding a qualified coach. We also reserve the right to deny any coaching candidate they deem to be unqualified to lead the club.
New sport clubs may request sport club status at any time during the academic year. New sports clubs must understand that funding will be limited until they prove that the club can be sustained over time. New clubs status will be evaluated on the following criteria;
- adequate number of members to operate effective practices, games, etc
- ability to schedule competitions and activities
- become a member of a nationally or regionally recognized sports organization or professional authority
First year clubs should not expect to receive more than $1,000 from Longwood University.
The following items are required for a new sport club to be established;
- Create a constitution that is on file with the Student Activities Office
- Submit sport club registration paperwork to the Student Activities Office and the Department of Campus Recreation
- Initiate enough interest to be able to sustain the activities of the club (minimum of 10 members) and provide an up-to-date roster of club members
- Have a minimum of two individuals to assume leadership positions in the club (president, vice president, treasurer, etc)
- Recruit an advisor. A Campus Recreation staff member will be the advisor if requested
- Facilities and areas are available for the club to practice or hold competitions
- Leagues and/or other schools are available for competition and events
- Must submit a projected budget for the year
Once a sport club is established, it is required to register with the Student Activities Office and the Department of Campus Recreation every year. The sport club registration paperwork is all that is required to re-activate the club for that academic year
Communication will be the key to the successful administration of a sport club. Formal and informal communication lines will be necessary for successful administration of the sport club program. Mandatory Sport Club Council meetings will be held regularly throughout the year. One officer from each club is required to attend each meeting. Individual meeting will also be scheduled as needed to address issues facing each club. Campus Recreation is always available to assist with any issues as they arise. Club officers may contact the Campus Recreation Office at any time to schedule an appointment with the Director
Email will be the primary form of communication between Campus Recreation and the sport club officers. Sport club officers are expected to check their campus email minimally once a day.
It is the responsibility of the sport club officers to request practice/event space from the Department of Campus Recreation. The facility reservation form must be completed and submitted at least 72 hours prior to any club-sponsored activities taking place at any university location.
*Please note that Campus Recreation oversees and only schedules the Health and Fitness Center, 1st. Avenue field, and the Lancer Park Sports Complex. Practices held at any other location should be cleared with the Assistant Director of Sports Programs. In the event of inclement weather, field space for practices, games, and/or tournaments may be cancelled at the last minute if Campus Recreation deems playing conditions unsafe or if activity may damage the field(s).
Report any needed repairs and upkeep items to the Director of Campus Recreation as soon as possible. Campus Recreation will work with Facilities Management and Aramark to remedy any potential situation as they arise.
It is the sport clubs responsibility to leave the facility/field in the same condition it was prior to the event. Sports clubs are responsible for the removal of event materials and trash at all events.
The officers of each sport club are responsible for the equipment, supply and uniform inventory of the sport club. An inventory report form must be filled out in September prior to the club becoming active and again by May to close the sport club in good standing for the year
Sport clubs file formal requests for funds to the Student Finance Committee of the Student Government Association. This takes place in the spring semester proceeding the academic year of use. The Director of Campus Recreation must sign off on the sport club budget prior to the Student Finance Committee hearing the request. The budget must be specific and submitted in line item format. The allocation amounts are based on the following criteria;
- Previous accomplishments of the club
- Number of students involved in the club
- Plans for the current year (Need)
- Current status of the club and compliance with University policies
- Amount of funding self generated by the club (must self support a minimum of 25% of their requested budget)
All sport clubs are expected to internally generate at least 25% of your budget. This can be done through fundraising or assessing dues to all members or a combination of both. The amount of dues should be considered carefully and approved by the Director of Campus Recreation. Dues collection must be evenly enforced for all club members. All fundraisers must also be approved by Campus Recreation prior to participation.
Sport clubs have the authority to open two separate accounts. The first is the student organizations account or 4 - account. This is the money that is allocated from the Student Government Association and can be used only for the items that were approved by the Student Finance Committee. This money returns to the university at the end of the academic year if it is not spent. The second account is called a 0 - account. The money in this account comes from dues or fundraisers that the club has collected. This money can be spent on any activities of the club except for alcohol or tobacco. This money stays with the club into the next year if it is not spent
Club officers submit requests for payment to the Accounts Payable office to be reimbursed or request payments for sport club expenses out of either account. Receipts must be turned in to receive the reimbursements.
- Signature Authorization Form: This form is filled out in the beginning of the year and lists who is able to request reimbursements or payments. Clubs should consider carefully who has the authority to request funds. Traditionally, president, vice president and treasurers are given this authority. A Campus Recreation professional should be listed as a signature authority as well.
- Expense Reimbursement Form: To be submitted with receipts to the Accounts Payable Office.
All sport clubs are expected to comply with Longwood University requirements, Campus Recreation expectations and at all times reflect well on Longwood University. The Director of Campus Recreation has the right to access disciplinary actions against any club for failure to meet the stated expectations. All disciplinary action will be delivered to the sport club in written form
Disciplinary actions may be any of the following:
- Temporary loss of facility space
- Temporary freeze of funds
- Suspension of travel privileges
- Partial loss of funds
- Complete loss of funds
- Suspension from the Sport Club Council and removal as a registered student organization
The sport club has the right to appeal all disciplinary decisions by Campus Recreation to the Vice President of Student Affairs or his designee. The club has 72 hours from the date of the sanction letter to submit an appeal. The Director of Campus Recreation will schedule the meeting for the club and a ruling on the appeal will come in a timely manner.
Alcohol is not permitted at any sanctioned sport club event. Infractions of this policy will be considered a major infraction and will be dealt with severely as well as forwarded to the Longwood University Judicial Board
Illegal drug usage at any sanctioned event will be considered a major infraction and dealt with severely as well as forwarded to the local authorities and the Longwood University Judicial Board
Hazing activities are not condoned nor tolerated. Infractions of this policy will be considered a major infraction and will be dealt with severely as well as forwarded to the Longwood University Judicial Board. Sport Club president and officers are held responsible for any hazing violations.
- Structure of the Sport Club Program
- Role of the Department of Campus Recreation
- Expectations of the Sport Club
- Expectations of Sport Club Student Leaders
- Role of Advisors
- Role of the Coach
- Formal Recognition of a New Club
- Registration of a New Sport Club
- Re-Registration of an Existing Sport Club
- Facility/Field Usage
- Facility/Field Maintenance and Upkeep
- Sport Club Inventory
- Financial Policies
- Generated Revenue
- Sport Club Financial Accounts
- Reimbursement of Funds
- Disciplinary Process
- Appeal Process
- Alcohol & Drug Policy