Sports Clubs > Policy Manual

Policy Manual

For information pertaining to Sport Club programs and activities, contact:

Greg Corack
Assistant Director of Campus Recreation - Intramurals/Club Sports
Email: Greg.Corack@eku.edu
Phone: (859) 622-6752

For information pertaining to a specific club, contact that club's president (contact information is located on the main Sport Clubs webpage).

Introduction and General Information

Eastern Kentucky University Sport Club program compliments intramural activities, activity classes offered by the Department of Exercise & Sports Science and the university’s intercollegiate athletic programs. The Sport Club program is administered by staff members within Campus Recreation in conjunction with the staff of the Office of Student Life who combine to offer administrative guidance to the clubs. Each club is formed, developed and governed by the student membership of that particular club. The key to success of this program is student leadership and participation. Sport clubs are governed by the rules and regulations applying to all recognized student organizations and those established by Campus Recreation in coordination with the Sport Club Council.

Currently, the EKU Sport Club program recognizes nine clubs. These are Ice Hockey, Women’s Rugby, Men’s Rugby, Women’s Soccer, Men’s Soccer, Skeet & Trap, Softball, Swimming, and Men’s Volleyball. All of these clubs receive funding from Campus Recreation and Student Government Association and are active in competition in the region and across the country.

The Sport Club Council Handbook contains policies and guidelines to be followed by all clubs affiliated with the EKU Sport Club program and Campus Recreation. This handbook will serve as a working resource for officers in the daily management of their respective clubs. Questions and concerns not covered in this handbook are handled by the Assistant Director of Sport Clubs.

Sport Club Mission Statement

The Sport Club program is designed to serve the interests of EKU students, faculty and staff in various sports and recreational pursuits. The clubs are meant to be a learning experience for the members through their involvement in the organization and administration of club activities and community service in addition to the development of athletic skill. Clubs may vary in focus and programming as the members of each club are active in the leadership and decision making processes of club activity.

Responsibilities of Club Presidents and Officers

Beginning of Year:

o Review the Sport Club Council Handbook. Use as a resource and to educate club officers of expectations.
o Obtain a Release Form from each club member and turn them in to the Sport Club office.
o Obtain a Travel Insurance Form from each club member who may use their personal vehicle for Sport Club related activities.
o Submit an updated Roster Form with ID numbers.

Throughout the Year:

o Attend all scheduled Sport Club Council meetings. If a club is not present, it will be fined $50.
o Operate the club in compliance with the content of this handbook and with the content of the Office of Student Leadership & Involvment’s Registered Student Organization Handbook.
o Inform club members of university and department policies, procedures, expectations, emergency procedures and other regulations.
o Coordinate club activities with the Sport Club office and the Office of Student Life.
o Maintain complete inventory records and arrange with the assistant director to inventory and return equipment after completing a season. This must be accomplished before the final day of class each semester.
o Submit all required forms on time.
o Assure that all club financial obligations are met.
o Arrange facility reservations for club functions (practice, competitions, meetings, etc.) with the Assistant Director of Sport Clubs.

End of Year:

o Submit Officer Update Form and Annual Report to Office of Student Leadership & Involvement and to Asst. Director of Club Sports.
o Submit Inventory Report and arrange to have inventory stored for the summer by posted deadline.
o Submit End-of-Year Information Packet and Budget Allocation Packet.

The above responsibilities should be considered as guidelines and not as a complete listing of the club president’s duties.

Forming a New Sport Club

Individuals or groups interested in starting a new club and becoming affiliated with the Campus Recreation should use the suggestions outlined below as a guide for initiating a new club.

1. Meet with the Assistant Director of Sport Clubs regarding plans to establish a new club.
2. Schedule an organizational meeting to assess interest. Contact the Office of Student Leadership & Involvement (128 Powell) for advertising and facility reservation procedures.
3. Elect club officers.
4. Select a faculty/staff advisor.
5. Write a constitution and bylaws for your organization.
6. Complete procedures required by the Office of Student Leadership & Involvement to become a registered student organization.
7. Submit an information packet to the Assistant Director of Sport Clubs requesting recognition. This should include:
a. A roster of prospective members which includes EKU ID numbers of all participants.
b. A copy of a proposed budget for a full academic year.
c. The club’s constitution and bylaws.
d. A tentative schedule of the club’s activities (meetings, practices and competitions) for a full academic year.
8. Have all club members sign a Release Form and return these to the Sport Club office before your first practice or club activity.
9. Be selected for admittance by a majority vote of the Sport Club Council.

* New clubs admitted to the Sport Club Council are not eligible to apply for budget allocation until they have been a member for one academic year.

Returning Club Procedures

The following must occur each year for a club to re-register with the university. Failure to perform any of these steps may result in loss of Sport Club status, facility reservations and/or funding.

1. Submit a Student Organization Officer Update Form to the Office of Student Leadership & Involvement after every officer change and by the posted date at the end of each spring semester.
2. Submit an Annual Report to the Office of Student Leadership & Involvement before the last day of class in each spring semester.
3. Submit End-of-Year Information Packet and Budget Allocation Packet to the Assistant Director of Sport Clubs by the posted date at the end of each spring semester.
General Policies and Procedures

Eligibility for Club Membership

1. Clubs must consist solely of currently enrolled undergraduate/graduate full-time students and faculty/staff of EKU.
2. Membership will also be approved by each club’s constitutional bylaws and any additional rules of leagues to which clubs belong.
3. University Handbook for Students: “The organization shall be open to all students meeting reasonably established organizational qualifications and such qualifications shall not be based upon race or religion.”
4. Each member of a sport club must complete a Release and Form, have it on file at the Sport Club office and be listed on the club’s membership roster before he/she will be recognized as an official member of a sport club.

Health Insurance and Injury Considerations for Participants

1. Participants are required to carry personal health insurance. When the participant signs the Release Form, he/she indicates that they have adequate medical insurance to cover injuries that may result from participation in sport club activity.
2. Should an injury occur during participation at any club activity, an Injury Form must be filed by a club officer with the Sport Club office within 24 hours.
3. An injured participant is responsible for all financial obligations and for any treatment required as a result of the injury.
4. Participants are responsible for discussing with Student Health Services medical staff or with their personal physician any known physical problems which may limit participation in the Sport Club program. This must be accomplished prior to participation.
5. Participants are responsible for proper conditioning that is requisite for participation.
6. First Aid kits are issued to each club with emergency action procedures included. In addition, each club is required to have two individuals certified in First Aid and CPR with at least one of these present at all club activities. The Sport Club office will offer certification classes at no cost at the beginning of the fall semester. If clubs cannot attend any of the scheduled sessions, they must pay for the course themselves.

Sport Club Office Services

The following services are available through the Sport Club office or are provided by the Sport Club Council

• Administrative assistance and guidance.
• Practice and game facility reservations.
• Equipment purchase, storage and check-out.
• Budget preparation.
• Maintenance of an accounting system.
• Fax machine.
• Fund raising assistance.
• Publicity and promotion.
• Computer.
• Copying service – limited to 70 copies per event.
• Club record keeping and organization.

Contracts

If your club is required to sign a contract for any reason (e.g. to use a facility for practice/competition, to compete against another university, etc.), the president of the club should be the club representative that signs – the Assistant Director of Sport Clubs and the Assistant Director of Student Involvement & Leadership will not sign contracts.

Contracts should contain NO language involving Eastern Kentucky University. All contracts should be worded so that the involved club is the entity assuming risk.

Class Attendance

The EKU University Handbook for Students gives individual departments the authority to prescribe attendance regulations for their classes:

“Students are responsible for course work covered during all class periods, including the first class meeting. Since attendance policies vary among departments and for courses within departments, students must be familiar with the policy printed on the course syllabus.”

Therefore, absences from classes for valid reasons are excused only by instructors or departments. A student should inform instructors of any known absences well in advance. The Assistant Director of Sport Clubs will provide informational letters to faculty members provided the club is in good standing with the Sport Club Council.

Final examinations must be taken at their scheduled time and can only be rescheduled if a student has more than three in one day. If a club has a potential conflict during final exams, please inform the Assistant Director of Sport Clubs as soon as possible. However, absences are seldom granted during finals.

Conduct

The basic concept underlying the university’s standard of conduct is that students, by enrolling in the university, assume an obligation to conduct themselves and their organizations in a manner compatible with the university’s function as an educational institution. Individuals must always conduct themselves in a way which does not detract from the reputation of the university. This includes behavior in game situations, misuse of equipment and facilities and conduct during club related activity (fund raisers, community service, trips, etc.). Inappropriate conduct and actions while participating in any sport club related activity will jeopardize the club’s continued status as a Sport Club and as a Recognized Student Organization.

Hazing Policy

No club shall conduct hazing activities. Hazing activities can be defined as, “any action taken or situation created, intentionally, whether on or off fraternity/University premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities may include but are not limited to the following: use of alcohol; paddling in any form; creation of excessive fatigue; physical and psychological shocks; quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on outside or inside of the confines of the chapter house; wearing of public apparel which is conspicuous and not normally in good taste; engaging in public stunts and buffoonery; morally degrading or humiliating games and activities; and any other activities which are not consistent with fraternal law, ritual or policy or the regulations and policies of the educational institution”. If you have any questions about acceptable activities, please contact the Assistant Director of Sport Clubs PRIOR TO engaging in any activity.
Eastern Kentucky University along with the Office of Student Life supports Kentucky State laws regarding hazing (KRS 164.375):

(1) The boards of trustees of the University of Kentucky and the University of
Louisville and the boards of regents of those state colleges set out in KRS 164.290 shall, within ninety (90) days of July 15, 1986, adopt statements of campus policy which prohibit any action or situation which recklessly or intentionally endangers mental or physical health or involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization. Such policy statements shall govern the conduct of students, faculty and other staff as well as visitors and other licensees and invitees on such campuses and property. The penalties for violations of such policy statements shall be clearly set forth therein and shall include provisions for the ejection of a violator from such campus and property, in the case of a student or faculty violator his suspension, expulsion or other appropriate disciplinary action and, in the case of an organization which authorizes such conduct, rescission of permission for that organization to operate on campus property. Such penalties shall be in addition to any penalty pursuant to the penal law or any other chapter to which a violator or organization may be subject. A copy of such policy statements which prohibit reckless or intentional endangerment to health or forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization shall be given to all students enrolled in said college and shall be deemed to be part of the bylaws of all organizations operating on said campus.
(2) Nothing contained in this section is intended nor shall it be construed to limit or restrict the freedom of speech nor peaceful assembly.
Eastern Kentucky University has a zero tolerance policy for hazing. Failure to comply with national policies, University policies, and/or Kentucky state law will result in consequences up to individual/chapter expulsion from the University or chapter suspension.

Alcohol Policy

The university prohibits the unlawful possession, distribution, and use of alcohol and illicit drugs on university property or at university sponsored activities. This standard applies to all registered student organization-sponsored social activities, fundraisers, and promotional meetings. All events where alcohol is served, sold, or consumed must comply with the guidelines found in the University Student Handbook and the Student Organization Handbook. That being said, the Assistant Director of Sport Clubs STRONGLY discourages the consumption of alcohol at any club activities.

Discipline Process

Violations of or non-compliance with EKU, Student Life or Campus Recreation policies and standards of conduct may result in revocation of Sport Club recognition or other disciplinary action. The discipline process has been developed to assist club leaders in addressing issues that may cause problems for the club.

First Offense:

If the violation is the club’s first of the current academic year and the club is not under probation from violations committed the preceding year, the following steps are taken.

1. The club president is notified that disciplinary action against the club is being considered.
2. The club representative/club member involved will be scheduled to appear before the Assistant Director of Sport Clubs and/or the Assistant Director of Student Involvement & Leadership who will then determine a warranted course of action. Such action could include, but is not limited to, probation, a written reprimand, a $50-$100 fine from allocated money, loss of facility reservations and loss of recognition by the Sport Club Council.
3. The Assistant Director of Sport Clubs will notify the club president of the disciplinary action taken against the club.

Second Offense:

If the same situation occurs again or a different infraction occurs, the club representative/club member will again be scheduled to appear before the Assistant Director of Club Sports and/or the Assistant Director of Student Involvement & Leadership. The same process will be followed with the same but stiffer possible disciplinary actions.

Appeal Process:

The club representative will inform the Assistant Director of Sport Clubs through a written statement that the club wishes to appeal the disciplinary action. The appeal must be received in the Sport Club office no later than one week after the club has been informed of the action being taken and must include the circumstances related to the violation and the reasons for the appeal.

A hearing will then be scheduled with an Appeals Committee consisting of Campus Recreation professionals (this committee will not include the Assistant Director of Sport Clubs) and at least one non-involved club president. Upon hearing the appeal, the committee will either reject or uphold the appeal.

Budget and Finances

At the beginning of each academic year, Accounting and Financial Services mails a signature card to each club’s advisor. This card needs to be signed by the club’s incoming treasurer and advisor and returned to Accounting and Financial Services in order for the treasurer to be able to have checks made. If no card is received by the advisor, it is the treasurer’s responsibility to obtain one.

Student Government Association Allocations

Each year, SGA allocates money to registered student organizations three times a year, but its main allocation comes at the end of the spring semester. Club officers, especially treasurers, should familiarize themselves with that process in order to comply with SGA’s procedures and deadlines.

Campus Recreation Allocations

In addition to SGA money, sport clubs are allocated money by Campus Recreation. This money is used in conjunction with SGA money and money each club brings in on it own to operate the Sport Club Program and is distributed to the individual clubs through annual budget hearings.

In order to receive an annual budget from Campus Recreation, each club requesting funding must complete a Sport Club Budget Allocation Packet and return it to the Assistant Director of Sport Clubs by the posted deadline each spring. The Sport Club Council will then convene to allocate budgets by majority vote. Each club will have a representative (treasurer) provide a 5-minute presentation to the council during the budget allocation meeting.

Any club that fails to submit a budget on time or does not comply with the policies set forth in this handbook will not be eligible for funding. Issues that will be taken into account in the allocation of Campus Recreation money include need, compliance, amount of competition and standing with the department (i.e. probation).

Community Service: An additional amount of money has been set aside from the Campus Recreation budget to allocate to clubs who perform community service throughout the year. This money will be given out at the end of each semester to be used the following semester. If a club wishes to be considered for this, they should submit a Community Service Project Form to the Assistant Director of Sport Clubs by the posted deadline each semester. Contact the Sport Club office for suggestions for appropriate community service.

Fundraising

All fundraisers must be approved by the Office of University Development (321 Jones) prior to fundraising activities. The Private Fundraising Authorization Form can be obtained in the Sport Club office or in the Office of University Development. University Development and the Assistant Director of Sport Clubs can be contacted for help with fundraising ideas.

Sponsorships are considered a form of fundraising and must approved through the Office of University Development.

Deposits

Generated funds (fundraising money, dues, etc.) must be deposited in the club’s Accounting and Financial Services account – no off-campus bank account are allowed. Checks should be made out to the club and taken to Student Accounting Services on the 2nd floor of the Student Services Building. The club treasurer will need to endorse all checks with their name, their club’s name and the club’s student activity account number.

Expenditures

Each club’s treasurer must know how much funds their club has available at any given time from the various places on campus they have money. Campus Recreation and SGA will only pay out what has been allocated even if equipment and services were prepaid with personal money. When submitting an invoice or receipt for reimbursement or having a check made, you must have the original invoice or receipt – copies will not be accepted.

1. Campus Recreation – Bring invoice or receipt to the Sport Club office and the department administrative assistant will reimburse or make the payment directly to the billing company.
2. Student Government Association – The invoice or receipt should be taken to the SGA Treasurer (132 Powell) who will have the check made out to the appropriate person or company.
3. Accounting and Financial Services – Fill out Student Activity Accounts Request for Withdrawal Form which must be signed by the club treasurer and faculty sponsor, attach original invoice or receipt, and submit to 213 Jones. Checks can either be mailed to the recipient or picked up by the requestor. Checks take up to three business days.

Travel

Developing safe and prudent travel plans help to secure a successful and safe club trip. Below are procedures required for club travel in private and commercial vehicles.

Travel-Related Responsibilities

1. Campus Recreation, Student Involvement & Leadership and the university are not insurers of club members’ safety when they travel.
2. All travel arrangements are the responsibility of the club president/officers, and all travel must be documented. A separate Travel Form must be submitted to the Sport Clubs Office for each trip.
3. The Office of Student Involvement & Leadership must be informed that you are planning an event off campus. You should send an email to Lonnie Scott (Lonnie.Scott@eku.edu) which should included departure and return times, destination, lodging arrangements, the nature of the trip, etc. at least a week before the trip.
4. The club treasurer and president must assure that the club has sufficient funding to cover travel expenses prior to taking a trip. It is expected, however, that most incidental travel expenses (i.e. gas, lodging, meals) will be covered by club members themselves.
5. Receipts for all travel expenditures must accompany requests for reimbursement when submitted to the Sport Clubs Office or Accounting and Financial Services.
6. International travel requires approval from the Asst. Director of Sport Clubs and the University Attorney. Please contact the Asst. Director of Sport Clubs before planning an international trip.

Rented Vehicles

If your club rents a vehicle through an outside agency, please make sure that you understand the vehicle agreement and strictly abide by its terms. In many cases, outside agencies will only rent to individuals who are at least 21 (and possibly 25) years of age. Also, their insurance coverage may be limited, so please ask about their coverage.

Personal Vehicles

When taking personal vehicles, the club will be required to provide Travel Insurance Forms for all drivers in addition to the Travel Form.

Faculty Advisors and Coaches

Faculty Advisors

Advisors are required by the Office of Student Involvement & Leadership for all registered student organizations. Their role is to advise student organizations and to give them general ideas on how an organization is to be run, but their role is not to run the organization. For a more complete statement on the roles and responsibilities of faculty advisors, please refer to pgs. 9-13 of the Student Organization Handbook.

Coaches

1. Any club that wishes to utilize the expertise of a coach must have that individual complete a Coaches Application, submit it to the Sport Club office and arrange a meeting with the Assistant Director of Sport Clubs prior to conducting any instructional practice sessions. In addition, the coach must be certified in CPR and First Aid.
2. The coach must restrict his/her involvement with the club to teaching and coaching in practice and competition and must not participate in other areas of club management.
3. The coach must allow the club officers to serve as the liaisons between the club and the Sport Club office.
4. Each coach must carry his/her own health and travel insurance.
5. The coach must understand and accept the philosophy of the Sport Club program and be aware that the student leadership of each club retains the right to terminate any non-contractual relationship.
6. If the coach receives monetary compensation from the club (which the Sport Club office highly discourages), please discuss this relationship with the Assistant Director of Sport Clubs to ensure compliance with university and state laws.
7. The Campus Recreation staff prefer that coaches are students, faculty or staff of Eastern Kentucky University.

Equipment

Sport clubs’ equipment must always be accounted for to ensure the continued use of such equipment. Several procedures have been established for its security.

1. Sport club equipment may only be used during the club’s activity season. During the remainder of the year, it must be securely stored. Storage arrangements must be made with the Assistant Director of Sport Clubs.
2. All equipment and supplies must be issued under the direction of the Assistant Director of Sport Clubs with the assistance of the club presidents and/or the club equipment manager.
3. In order to charge individual club members for lost or damaged equipment, the club president or equipment manager must make sure that an accurate Sport Clubs Equipment Agreement is completed for all those who are issued equipment.
4. A completed Inventory Report of all equipment owned by the club must be on file in the Sport Club office. Clubs are required to inventory their equipment with the Assistant Director of Sport Clubs at the end of each semester.

Facilities

Each facility used by a club must be safe and appropriate for the specific activity. If you have any problems or concerns with a facility, please notify the Assistant Director of Sport Clubs. In order to secure university facilities, please use the following guidelines.

1. Recreational facility requests for each semester are due to the Sport Club office by the posted dates in the preceding semester. This should be done by submitting an ONLINE Facility Request Form at http://campusrec.eku.edu. Any late requests will be handled with a lower priority.
2. Classroom facility requests for club meetings and other functions must be made through the Office of Student Life.
3. The Assistant Director of Sport Clubs will coordinate all requests for Athletics Department and Richmond Parks and Recreation facilities.
4. Activity on outdoor facilities may be restricted due to inclement weather. To verify the condition of a field or to find out if practices have been canceled, please call 622-PLAY after 2pm. If hosting a game, please have the opposing club contact you before leaving for Richmond to verify the condition of the field and weather forecast. Games will not be played even in an opposing team has traveled to Richmond if inclement weather prohibits the use of a facility.