Policies and Procedures for Sport Clubs Program

Policies and Procedures for Sport Clubs Program

IDAHO STATE UNIVERSITY

Campus Recreation

Sport Clubs Program

Policies & Procedures

CHAPTER 1: Introduction to the Sport Clubs Program 1

CHAPTER 2: Organization of the Sport Clubs Program 5

CHAPTER 3: Recognition and Classification of Sport Clubs 8

CHAPTER 4: Organization and Requirements of Sport Clubs 13

CHAPTER 5: Funding and Financial Policies 22

CHAPTER 6: Competitions and Events 27

CHAPTER 7: Facilities 31

CHAPTER 8: Standards of Conduct 33

CHAPTER 9: Discipline 35

CHAPTER 10: Medical Coverage 37

CHAPTER 11: Risk Management 40

Chapter 12: Out-of-State Tuition Waivers 44

CHAPTER 1: Introduction to the Sport Clubs Program

Welcome to the Sport Clubs Program at Idaho State University! Sport Clubs offer a broad spectrum of activity for individuals and various interest groups on campus. Interest in sports and recreational activities can be competitive, recreational, or instructional in nature and serve as an alternative to intramural sports, physical education, and intercollegiate athletic programs. The Sport Clubs Program (SCP) is part of Idaho State University’s (ISU or University) Department of Campus Recreation under the Division of Student Affairs. Each Sport Club is formed, developed, governed, and administered by the membership of that particular Sport Club while working with the Department of Campus Recreation and the Sport Clubs Council for funding, recognition, and administration. Sport Clubs are a great way to enhance learning and add fun adventures to the University experience.

I. Purpose of the Policies and Procedures Manual

·  To serve as an aid for Sport Club Officers, Advisors, Coaches, and members in Sport Club:

o  Formation;

o  Development;

o  Administration;

o  Funding; and

o  Recognition

·  By choosing to participate in the SCP, all members are obligated to abide by the policies and procedures contained within this manual, as well as the Student Handbook, Student Code of Conduct, and all other ISU policies and procedures.

·  Compliance with policies, rules, and regulations will help Sport Clubs to achieve their goals and maintain a working relationship with the Department of Campus Recreation and ISU.

II. Mission Statement

The SCP provides a broad spectrum of sport, recreation, and leisure activities for all students across a broad range of skill levels and experiences.

The SCP is designed to enrich the University experience. The SCP is a training ground for leadership, organizational development, and teaching, and has the support of ISU’s senior administration. The emphasis of the SCP is student leadership and involvement. The ultimate mission is to provide a safe, fun, and educational environment for students to participate.

III. What is a Sport Club?

Sport Clubs at ISU:

·  Are student organizations of ISU administered by the Department of Campus Recreation;

·  Are recreational activities that are competitive, recreational, and/or instructional;

·  Represent the University in intercollegiate competition and/or conduct intraclub activities such as practice, instruction, social, and tournament play;

·  Can be created because the talent, dedication to the sport, and student interest demand an opportunity for students to participate in other than varsity athletics, or because no varsity team exists;

·  Have unique activities that range from local to national intercollegiate and/or open competition;

·  Must be affiliated with, but not necessarily a member of, a National Governing Body (NGB) for the sport in order to provide standards of competition and safety guidelines; and

·  Must promote a balanced lifestyle of wellness and physical activity.

Sport Clubs not meeting these definitions will be classified in one of the following categories: academic, cultural, Greek Life, honorary, professional, religious, service, or special interest. These clubs are registered in and completely governed by the Office of Student Organizations.

IV. Benefits of Sport Clubs Participation

·  Allows individuals to engage or participate in a sport or activity of their own choice at various skill levels;

·  Enhances and develops leadership, organization, responsibility, and decision-making skills;

·  Provides learning experiences for the members through their involvement in fundraising, public relations, administration, budgeting, and scheduling, as well as the development of skills in their particular sport;

·  Enhances the student’s overall education while living in the University setting;

·  Provides a basis for fellowship and developing a feeling of belonging between individuals and groups; and

·  Fosters the development of sound values and the life-enrichment aspects of leisure time.

V. Who Can Participate?

Current ISU students

·  Must be currently registered for the semester in which he/she is participating and be full fee paying students (full- and part-time) of ISU (does not include dual enrolled high school students);

·  May be eligible to serve as appointed or elected officers; and

·  May be financially supported by the Sport Club for uniforms, travel, equipment, etc.

Intercollegiate Athletes

·  May be active members if the above criteria are met;

·  Are not allowed to participate in the Sport Club of their intercollegiate sport;

·  Should consult with the Athletic Department Compliance Officer and Coaching staff before participating in a Sport Club; and

·  Must abide by the rules and regulations set forth by the National Collegiate Athletic Association (NCAA).

CHAPTER 2: Organization of the Sport Clubs Program

I. Governance of Sport Clubs Program

The administration of the SCP will be directed by the Department of Campus Recreation. The Sport Clubs Director will administer the program on behalf of the Department of Campus Recreation by delegation from the Vice President for Student Affairs and the Director of Campus Recreation.

A. Campus Recreation

The Director of Campus Recreation:

·  Oversees all aspects of the department, including the SCP;

·  Will serve on the committees; and

·  Has delegated administrative responsibilities of the SCP to the Sport Clubs Director.

The Sport Clubs Director will:

·  Administer all aspects of the SCP;

·  Be available for individual Sport Club consultation;

·  Attend all Sport Clubs Council meetings and act as the advisor for the Sport Clubs Council;

·  Be available to assist Sport Clubs with planning, organizing, coordinating, and evaluation of all Sport Club activities and projects;

·  Oversee all Sport Club accounts and authorize purchases; and

·  Address all issues regarding Sport Clubs and individual conduct and disciplinary issues.

B. Sport Clubs Council

The Sport Clubs Council serves to represent the interests of all Sport Clubs at ISU, and therefore it is necessary for all Sport Clubs to take an active part. The Sport Clubs Council is designed to:

·  Promote participation in the SCP;

·  Keep the Council members updated on individual Sport Club activities, e.g., scheduling of new activities, results of competitions and fundraisers;

·  Assist in the development of Sport Club policies;

·  Make recommendations, offer advice, and assist in the decision-making process of other matters when requested;

·  Keep the Department of Campus Recreation informed about Sport Club activities; and

·  Provide members to serve on various committees.

Each Sport Club is required to have one (1) representative on the Sport Clubs Council, usually the Sport Club President. Each representative is entitled to one (1) vote and must be present to vote. Coaches, Advisors, other Sport Club officers, and Sport Club members may attend the Council meetings; however, they will not be allowed to vote. The Sport Clubs Council will meet once a month during the academic school year. If a Sport Club representative is not able to attend a meeting, he or she must arrange for a substitute and notify the Sport Clubs Director at least twenty-four (24) hours prior to the meeting.

If a Sport Club is not represented at a Sport Clubs Council meeting, there will be a one hundred dollar ($100) fine imposed for each meeting missed.

The Constitution governing the Sport Clubs Council is available in the Sport Clubs office. The Constitution is a dynamic document that will change throughout the academic year.

C. Sport Clubs Program Committees

1. SCP Recognition Committee

·  Will review all applications for recognition of new and renewal Sport Clubs;

·  Will review and approve all Out-of-State Tuition Waiver Applications before submitting them to the Athletic Department; and

·  Is composed of the Director of Campus Recreation, the Sport Clubs Director, one other Assistant Director of Campus Recreation, and two (2) elected representatives from the Sport Clubs Council elected by the other representatives.

2. SCP Disciplinary Committee

·  Will hear all appeals regarding Sport Clubs and individual member disciplinary issues; and

·  Is composed entirely of ISU professional staff including the Director of Campus Recreation, an Assistant Director from Campus Recreation, and the Assistant Vice President for Student Affairs.

3. SCP Finance Committee

·  Will hear all budget requests made for supplemental and emergency funding from each Sport Club;

·  Will make recommendations for individual Sport Club funding and determine appropriate allocation (see Chapter 5: Funding, for details on this process);

·  Will determine the extent to which an incentives program can match fundraising each year; and

·  Is composed of the Director of Campus Recreation, the Sport Clubs Director, another Assistant Director from Campus Recreation, and three (3) representatives from the Sport Clubs Council elected by other representatives.

CHAPTER 3: Recognition and Classification of Sport Clubs

I. Criteria Used to Recognize a Sport Club

When reviewing applications for SCP recognition, the SCP Recognition Committee will consider whether the proposed Sport Club:

·  Meets the definition of a Sport Club (see Chapter 1);

·  Shows evidence of student interest and commitment;

·  Has core leadership with knowledge of the activity, the time commitment necessary, and the ability to follow and enforce policies and procedures;

·  Agrees to comply with all University and Department of Campus Recreation rules and regulations;

·  Has safe, suitable facilities and equipment available to meet the Sport Club’s needs;

·  Is affiliated with (but is not necessarily a member of) an NGB;

·  Is a physical activity not currently offered within the SCP (men’s and women’s Sport Clubs of the same sport are not considered duplicating);

·  Will promote activities and benefits in order to attract new members;

·  Will provide proper instruction, training, and skill progression in order to accommodate less experienced individuals;

·  Will not discriminate on the basis of race, color, national origin, religion, gender, age, sexual orientation, gender identity, physical or mental disability, genetic information, or athletic ability; and

·  Has the ability and desire to positively represent ISU, the Department of Campus Recreation, and the SCP.

II. Sport Club Classification

Sports have a certain amount of inherent risk and liability. The prime reason Sport Clubs are managed differently than other student organizations is to help mitigate these factors. As a result, any and all clubs that are considered a Sport Club (see Chapter 1: Introduction, Section III: What is a Sport Club?), and have inherent risk and liability must be classified as a Sport Club and register with the Department of Campus Recreation.

If these criteria are not met, the club has the option of registering with the Office of Student Organizations and answering entirely to them and ASISU.

III. Process of Recognition

A. New Sport Clubs

All Sport Clubs must have a minimum of twelve (12) students (eight (8) students in Idaho Falls) to be recognized. A new Sport Club is one that has never existed at ISU or a Sport Club that has been inactive for a period of one (1) or more continuous calendar years. The following procedure is to be used when registering as a new Sport Club:

·  Contact the Sport Clubs Director informing him/her of the intent to apply as a new Sport Club;

·  Submit an application and Sport Club Constitution to the SCP Recognition Committee;

·  If the Sport Club is not approved, a letter detailing the reasons for denial will be sent, including steps that must be taken before reapplying;

·  If the Sport Club is approved, it must turn in all required paperwork to the Sport Clubs Director (see Chapter 4: Section II Requirements of Sport Clubs) within two (2) weeks, otherwise it will be placed on inactive status.

B. Renewal Sport Clubs

A renewal Sport Club is one that was active in the previous academic year and wishes to re-register for the following year. All Sport Clubs are required to re-register for ongoing active Sport Club status. The process for renewal is as follows:

·  Submit a Renewal Application to the SCP Recognition Committee by 4:00PM the last Friday of September;

·  Be sure that participants’ Sport Club Membership Forms are turned into the Sport Clubs office. No student may participate in any way (practice or competition) until he/she has completed and turned in the form.

·  If the Sport Club is not approved, a letter detailing the reasons for denial will be sent, including steps that must be taken before reapplying;

·  If the Sport Club’s renewal is approved, it must turn in all required paperwork to the Sport Clubs Director. All required paperwork is due within two (2) weeks from the time of approval or before the start of the Sport Club’s first activity, whichever is sooner.

·  If required paperwork isn’t completed and turned in, the Sport Club will be placed in inactive status.

Packets of all necessary forms will be available two (2) weeks prior to the start of the fall semester.

Note: Any activities performed by a new or renewal Sport Club without following the proper procedure will not be authorized or funded and may be grounds for disciplinary action against the Sport Club.

IV. Levels of Recognition

A. Active

An active Sport Club:

·  Is in good standing with the SCP and ISU;

·  Meets regularly (at least once per month);

·  Has the minimum number of active student members (twelve (12) for Pocatello, eight (8) for Idaho Falls);

·  Has met all paperwork requirements by the appropriate deadlines; and

·  May access Sport Club funds for authorized Sport Club activities.

B. Inactive

Inactive Sport Clubs have either failed to meet the criteria for an active Sport Club in one or more areas, or have not completed the re-registration process by 4:00 PM the last Friday of September.