INTRODUCTION AND PURPOSE 

The club sports program at University of Southern Indiana is a component of the Recreation, Fitness, and Wellness Department (RFW). Club Sports are recognized student organizations that exist to promote and develop interest in a particular sport or activity.  These interests may be competitive, recreational, or instructional in nature, and participation in Club Sports is strictly voluntary.  Each club is organized and run by its student members under the supervision of the RFW.  Because the emphasis of Club Sports is student leadership and development, involvement enhances the college experience and contributes to the students’ overall education.

This handbook is designed as a supplement to the Student Development/Student Organizations website, www.usi.edu/studentorganizations, maintained by the Office of Student Development Programs located in the University Center, Room 015.  The student representative of each club is expected to become familiar with the contents of both the manual and website, because they have been prepared to assist in the administration of each club.  Situations involving Club Sports business and activities not covered should be referred to, and discussed with, the Program Coordinator or Director of the RFW.  Information in the Club Sports Handbook is subject to change.  New policies and procedures, and changes to existing policies and procedures during the academic year, will be communicated to the clubs.

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ORGANIZATION PRIVILEGES

Facility Policies

It is the officers’ responsibility to communicate this information to club members, spectators, visiting teams, and other users of recreational/athletic facilities.  Failure to adhere to these policies will result in disciplinary action.

A.     Alcoholic Beverages

                  It is prohibited to consume, provide, or sell alcoholic beverages on University of Southern Indiana grounds in association with any club event or competition. Club members are prohibited from consuming alcoholic beverages before or during any club practice or competition on or off campus.  Any club function off campus that involves alcohol requires clubs to abide by all state and University policies and laws. No alcoholic beverages or glass containers are permitted on or around recreational or athletic fields. 

            B.   Inclement Weather

      The RFW will have the final decision on field conditions and weather-related decisions. The RFW staff will make decisions as to the condition of the fields when possible, but also will depend on each club when determining whether the scheduled practice/competition will destroy the field space.  Clubs should utilize their best judgement when fields are wet and possibly unsafe.  In the case of sudden inclement weather, it is the responsibility of the club to clear and stay off the fields. Clubs are responsible for any damage to any field/activity space.  This should be kept in mind when deciding whether to use a wet field for practice or competition.           

C.   Clubs should inspect the fields prior to every use.  It is the responsibility of the club to report field hazards to the Program Coordinator.  If the field is unsafe, practices/competitions must be cancelled or moved to an alternate location until the problem is corrected. In case of emergency, contact USI Security to determine if grounds personal are available.  

D.  For the safety of the users, no dogs or other pets are permitted on recreational/athletic fields. 

E.   Vehicles must be parked in the designated parking areas.  No vehicles are permitted on recreational/athletic fields. 

F.   Clubs are responsible for policing the facility and placing all trash in the containers provided.  

G.  Club Sports are not permitted to provide a game site for two non University of Southern Indiana teams. Tournaments may be an exception to this policy when the tournament has been approved by the Program Coordinator and Director and facilities are scheduled through Scheduling Services.
 

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FINANCIAL SUPPORT

While all active club sports are primarily funded through membership dues and fundraising activities, clubs have the opportunity to request funding through a Student Government grant program within the guidelines of that program. For information contact SGA at 464-1873 or sga@usi.edu.

Clubs can apply for funding for special events/projects from the Club Sports grant program through the Program Coordinator.  The club must submit a letter with an itemized list for how the money will be used.

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CLUB RESPONSIBILITIES AND REQUIREMENTS

To be registered as a Club Sport and to maintain active status with University of Southern Indiana and the RFW, each club must fulfill and observe the following policies and fulfill the following duties:

I.          Membership and Eligibility

All Club Sport members must fulfill one of the following requirements to be eligible for participation at University of Southern Indiana:

• University of Southern Indiana currently enrolled student

• University of Southern Indiana faculty

• University of Southern Indiana staff

Those individuals not affiliated with USI are eligible to become associate club members. Associate members are not eligible to hold club office or participate in any competition with other clubs. Associate club members shall not practice with the team unless granted permission by the Coordinator of the RFW.

Each club will determine its own membership rules.  However, no student may be discriminated against for reasons of race, age, religion, sex, color, ethnic or national origin, physical, mental, or sensory disability, marital status, political or social affiliation, or sexual orientation.  Not all members are required to compete.  Each club is responsible for knowing and adhering to its own association/league regulations governing eligibility for participation.

II.        Register as a Student Organization

The privileges and advantages of being involved in a student organization are many; however, before a club is able to take full advantage of these privileges the club must register with the Office of Student Development Programs. This includes keeping the Office of Student Development Programs aware of the club’s activities and status and updating records.

**Clubs must renew their registration each semester; the deadline for registration is the third Friday of each semester.** 

III.       Club Sports Release Form  

All participants of Club Sports at University of Southern Indiana are exposed to the possibility of physical injury due to the nature of the activity.  Club members accept this risk and responsibility as their own by choosing to participate.  Therefore, all club members will be required to read and sign an agreement to participate/release form.   This release form must be completed and filed with the RFW before  individuals participate in any practice or competition.  

IV.             Obtain Club and Individual Insurance Coverage 

All Club Sports must show proof of commercial general liability insurance with $1,000,000 combined single limits for bodily injury and property damage liability.  This policy must include coverage for claims from athletic participants and must name USI as additionally insured.  All clubs also must purchase catastrophic accident medical insurance to cover medical expenses and disability from injuries sustained during the play, practice, and travel for a sport.  Clubs can often purchase this coverage through their national association. The catastrophic accident medical insurance can be waived for some Club Sports deemed to be low risk if approved by the RFW Director and Risk Management Director. 

V.        Club Sport Representative Meetings 

The RFW will hold organizational and informational meetings throughout the academic year.  There will be at least two meetings during the fall semester and two during the spring semester.  These meetings are essential for effective administration of all active club sports.  All clubs must have representation (members in attendance) at these meetings. The following meeting attendance policy will be enforced: 

            1^st Offense:     The club sport will be on probation for the remainder of the academic year and must meet with a RFW staff member within one week of the missed meeting.   Failure to meet with the RFW will result in further disciplinary actions. 

            2^nd Offense:   The club sport will become inactive and lose its registration as a University of Southern Indiana Club Sport. This will result in the removal of facility/space reservations for the club. 

VI.       Accurate Membership Roster and Officer Listing 

It is important to keep the club’s information current and accurate.  Keep the RFW aware of any changes in your club’s leadership or status as a club.  Notify the office as soon as possible after an election or selection of new officers, if the club selects a new advisor, or if there are any changes/additions to the coaching staff.  It is very important that both the membership roster and officer listing are kept current to ensure that all members meet University and club eligibility requirements and have the proper waiver forms completed and on file. This also will insure that mailings and other necessary information are sent to the correct people.  Doing this in a timely manner will ensure that the club is able to take full advantage of all the privileges available.   

VII.     Travel, Publications, Equipment Purchases, and Other Club Business. 

Student organizations are required to have an advisor who must be a member of the University of Southern Indiana faculty or professional staff.  The advisor assumes responsibility for working on a continual basis with his or her respective club in accordance with the policies of the institution.  Advisors give their time and expertise to facilitate the growth and development of students through the group process.  The faculty advisor’s role is to monitor activities so that the club and each of its members meet all requirements listed in this Club Sports Handbook, including practice, competition, travel, and insurance requirements.  It is important to maintain a relationship with the advisor, because he/she provides a degree of continuity to the club as new students arrive and others graduate. 

VII.     Designate a Club Sport Coach 

The coach does not have to be a USI employee. The coach must be approved by the Club Sports Advisory Committee which could consist of: 

• RFW Program Coordinator

• RFW Director

• Program Advisor for Student Activities

• One member of the USI Athletic Department (as assigned by the Director)  

The coach must demonstrate the appropriate expertise in that particular activity with an emphasis on safety for those participating. He/she shall have appropriate certifications in that sport (if available) and certifications in CPR and First Aid. 

The coach also will meet with the RFW Program Coordinator and Director to ensure that he/she understands and agrees to follow all University policies regarding safety, travel, eligibility, and the USI Code of Student Behavior. 

IX.       Safety of All Individuals Participating in Club-Sponsored Events           

Safety is extremely important and all precautions should be taken to ensure that club members and visiting team members practice safe procedures when participating in a club sport event or activity.  

            Risk Management 

The following precautions will be taken to ensure the safety of all participants: 

·     Absolutely no practices or contests will be scheduled until the required forms have been completed and returned to the RFW.

      The required forms are:

• Assumption of Risk and General Wavier of All Claims (for each participant)

• Club Sport Officer List

• Club Sport Membership Report

• Club Sport Members’ Safety

• Club Members Certified in Emergency First Aid Treatment

·     All clubs will be required to have a minimum of one member certified in First Aid and Cardiopulmonary Resuscitation (CPR). The club will provide a list of all members currently certified in First Aid and/or CPR. Copies of certifications cards will be on file with the RFW. It is mandated that at least one member with current CPR certification and one member with current First Aid certification (it can be the same person) be present at all club functions. (See Appendix  D) For clubs that do not have anyone with current certification, the RFW will provide classes to obtain certification at very minimal cost ($4 for the certification card). Failure to have a safety officer with proper certification may result in a loss of privileges and status as a club.

·     A First Aid kit must be on site for all club functions. First Aid kits can be checked out from the RFWC.

·     Inspect fields and facilities prior to every practice session, game, or special event and report unsafe field conditions to the RFW.  If you are at an off-campus site, report the condition to the on-duty personnel.  Do not use facilities or equipment if they appear unsafe.

·     All personal injuries suffered during Club Sports activity must be reported to and the appropriate accident report forms completed for the RFW within 24 hours of the injury.

·     All clubs hosting events and/or practices at University of Southern Indiana will need to be able to communicate with emergency personnel.  Therefore, all hosting clubs will need to arrange for telephone(s) access at the site of the event.  For outdoor events, each event site will need to have access to a cellular or public telephone. All club members must have access to emergency numbers. 

·     University of Southern Indiana clubs are not permitted to host a competition with individuals involved under 18 years of age.  Opposing teams are required to sign a form abiding by this policy.             

X.        Training for Succeeding Members

It is important that the transition is smooth so the club can continue.  Please remember to talk to the younger members so they know what needs to be done.  Start keeping all files in a binder or folder to hand down.

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TRAVEL REQUIREMENTS

University travel requirements can be found in the clubs and organization guidebook:  www.usi.edu/studentorganizations.

In addition to the University requirements, all Club Sports must have an approved University agent (coach, advisor, or some other approved University employee) with the team for club functions off campus including competitions and practices.

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OFFICER RESPONSIBILITIES

Refer to the website, www.usi.edu/studentorganizations, for officer responsibilities. In addition to those mentioned, Club Sports are required to have a risk management officer. 

Risk Management Officer

• Get certified in community First Aid and CPR

• Attend ALL practices and games OR

• Make arrangements to ensure that someone is in attendance for all club practices and competition who is First Aid and CPR certified.

• Check field/facility conditions prior to use.

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STANDARDS OF CONDUCT 

Clubs have an obligation as a student organization of the University of Southern Indiana to conduct themselves in a manner that is compatible with the University’s philosophy and function as an educational institution.   

Each club will be expected to maintain a high standard of conduct and represent the University of Southern Indiana appropriately.  This will apply specifically to facility reservations, facility conditions, and public relations. 

The University’s Student Rights and Responsibilities: A Code of Student Behavior is online at http://www.usi.edu/stl/codenew.asp.

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NON–HAZING POLICY

The University of Southern Indiana is an institution of higher education and, as such, maintains high standards and recognizes the importance of academic achievement.  The University strives to maintain an environment that is conducive to learning and which promotes academic success.  To help ensure such an environment, hazing is prohibited by Section 2.5 of the USI Student Rights and Responsibilities and by Indiana Code 35-42-2-2.  The University unconditionally opposes any situation created intentionally to produce mental or physical discomfort, embarrassment, harassment, or ridicule.  Freedom from the humility and danger of hazing is guaranteed to every student.  Any violation of this guarantee should be reported immediately to the Office of Student Development Programs.

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GRADE RELEASE 

Every club member must sign a Grade Release form authorizing the University of Southern Indiana and its designated officials to release semester and cumulative grade reports, mid-term grade reports, and hours enrolled  to the Office of Student Development Programs, RFW, organization  president, organization advisor, organization scholarship chair, and organization coach (if applicable).  Any disclosure of academic information shall be for use in determining eligibility to participate, scholarship programming, awards recognition, and verification of minimum academic standards.  You must have a minimum cumulative GPA of 2.0 to be apart of the Club Sports program.

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DISCIPLINARY PROCESS

All Club Sports have an obligation to operate within the rules and regulations set forth by the University of Southern Indiana, the RFW, and the Student Development/Student Organizations website www.usi.edu/studentorganizations. Any violation of the rules, regulations, and recommendations listed and those set forth by the RFW and University of Southern Indiana may result in disciplinary action. The RFW and the Dean of Students serve as the judicial officers for the University of Southern Indiana and any suspected violations will be referred to the RFW staff or the Dean of Students for review.

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CLUB FINANCES

Registered student organizations at USI may open campus financial accounts called agency accounts. When the organization utilizes services offered by various departments at USI, such as printing, copying, motor pool rental, and physical plant set-up, the cost may be charged back to the organization's agency account.

Opening an Agency Account

To open a new agency account, please send the following information, to Jina Campbell, via e-mail, at jcampbell@usi.edu, in the USI Accounting Office:

• Name of organization
• Faculty or staff advisor (this would be the fiscal agent for the account)
• Alternate signature authority by faculty or staff member
• Will food purchases be made with this account?
• Date to open account
• Date to close account
• Account purpose
• Organization's purpose
• How will this organization generate revenue?
• Does this group have any outside reporting requirements? If so, what are they?

If you have any other questions about agency accounts, contact the Accounting Office at 464-1967.

Agency Account Procedures

Deposits
Deposits may be made at the cashier's window.

Deposit forms are needed only for multiple checks and are available at the cashier's window.

Petty Cash
Petty cash is used to reimburse an organization for expenses already incurred. Petty cash reimbursements are limited to $100. All expenses over this amount are reimbursed by agency voucher.

Petty cash forms must be signed by the organization’s faculty advisor for reimbursement to occur.

Cash Advances
An organization may obtain a cash advance for purchases.

The cash advance forms are available at the cashier's window in the lower level of the Orr Center. The University must be reimbursed on the first business day following the withdrawal or on the due date specified. Return all unused cash with the receipts and a completed petty cash form to the cashier. The sum of the returned cash and the receipts should equal the total of the cash advance.

A cash advance form must be signed by the organization’s faculty advisor before an advance may be issued. 

Fundraising Guidelines

Fundraising guidelines for the following can be found online at www.usi.edu/studentorganizations. 

• Fund Raising for Student Organizations
• Sponsorship Fundraising Policy
  • All Sponsors must be approved by the Program Coordinator or Director.

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PUBLICITY 

Policies regarding the following areas can be found in the Office of Scheduling Services, University Bulletin or online at www.usi.edu/studentorganizations. 

• Posting on University property
• Banners
• Bulletin boards
• Staked signs
• Table tents
• Chalking
• Window paint
• Distribution of literature/handbills
• Informational material
• News releases
• Advertising

 

FORMING A NEW ORGANIZATION

Guidelines for forming a new Club Sport team can be found in: INTENT TO ORGANIZE – Instruction Packet for New Organization at www.usi.edu/studentorganizations.