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The Club Sports Program promotes participation in a wide variety of activities, complementing the University’s Intramural Sports Program and Varsity Athletic Program. Sport Teams participate in extramural collegiate games and practice with or without the support of a recognized coach. Club Sports are designed to help students develop leadership, financial, and organizational management skills through the opportunity to create, organize, and run their own club. The club itself will determine the length and type of game schedule to participate in, as well as the amount of scheduled, organized practices. The Department of Intramurals provides advisement and administrative assistance to clubs, but emphasis is placed on student leadership and involvement, with the success of each club dependent on the dedication and commitment of its student leaders and members. All Club Sports are required to adhere to the policies set forth by the Department of Intramurals & Recreation.
Anyone interested in organizing a Club Sports Team can use this Checklist to get started.
CLUB SPORT CRITERIA and RESPONSIBILITIES
The following is a list of responsibilities that the Department of Intramurals & Recreation will use to assess each club team. In order to be considered in good standing, a club team must meet all criteria and guidelines set forth.
CRITERIA and GUIDELINES
• Understanding that student organizations are not agents of Fairmont State University or Pierpont Community & Technical College, and ensuring they make it clear in their representation to third parties that they speak only for their members and not for the University (e.g., the Fencing Club is the Fencing Club at Fairmont and/or Pierpont or the Fairmont State Fencing Club, but not the Fairmont State University Fencing Club).
• Complying with all local, state, and federal laws, University policies and regulations, and Campus Recreation requirements.
• Remaining in good standing with state, regional, and national affiliations as appropriate.
• Ensuring that all prospective members and all current team members are advised of the accident/medical insurance requirement for membership in a sport club in which physical contact is an inherent element of the sport (applies to all sport club teams).
• Ensuring that club members are informed of the Code of Conduct for Club Sports and understand the importance of conducting themselves in a mature and responsible manner that will reflect positively upon themselves, their club, and FSU or PC&TC.
• Ensuring that club activities do not interfere with academic responsibilities and that each team member listed on the Roster maintains a cumulative GPA of 2.0 or higher, and is currently enrolled in a minimum of 6 credit hours.
• Seeking approval for fundraising activities from the Student Activities Office through completion and submission of any required paperwork.
• Following basic guidelines for all club/organizations as specified in the Student Organization Handbook and/or website.
Note: All Club Sport Team names, all uniform apparel, team shirts, and use of FSU or PCTC logos etc. must be approved through the Department of Intramurals & Recreation.
CLUB TEAM RESPONSIBILITIES
• Keeping the Intramural Office informed of scheduled club activities and events.
• Completing and submitting all required forms and reports to the Intramural Office in a timely manner.
• Checking email routinely and the club mail box in the Falcon Center weekly.
• Having at least one team representative present at all Club Sports meeting.
• Submit 100% of the required ‘beginning-of-the-semester’ forms before any practices/events are held.
• Continue to update club information and roster as necessary. All names listed on the roster must be verified by the club president (student leader) and the Director of Intramurals & Recreation.
• Maintaining all team equipment issued. Maintaining the cleanliness of facilities reserved for club use. Equipment checked out for use by a club team must be returned no later than 3 days following an event or one week of completion of the semester season.
• Ensuring and providing for a smooth transition of officers from semester to semester to help maintain the integrity of the club team.
• All trip planning forms must be submitted at least 5 business days in advance.
• Travel rosters must be submitted at least 24 hours before trip departure. This includes all away games.
ROLE OF THE DEPARTMENT OF INTRAMRUALS & RECREATION
All sport clubs will fall under the direct guidance of the Office of Intramurals & Recreation. The Director serves as a resource person to help provide direction and continuity to the club. He/she can contribute valuable knowledge and experience related to University operations and policies. The Director may be called upon to give input and/or feedback regarding the programs and activities of the club, but his/her foremost task is to facilitate self-government by the students, while providing help or guidance as needed. The Director is also responsible for verifying the club team roster which includes verifying enrollment and GPA.While the Department provides advisement and administrative assistance to club teams, emphasis is placed on student leadership and involvement, with the success of each club dependent on the dedication and commitment of its student leaders and team members. Responsibilities include:
• Ensuring that a Release and Waiver of Liability/Informed Consent has been signed by each team member and submitted to the Intramural Office prior to his/her participation in club activities.
• Securing an updated, completed roster, Coach Contract Form (if necessary), and all other necessary paperwork.
• Verifying the club roster for accuracy and eligibility. This includes enrollment and GPA status of all rostered students. (2.0 cumulative and minimum 6 credit hours)
• Assisting in the scheduling of practice and meeting facilities/times/dates and home games.
• Ensuring that all visiting teams submit a Visiting Team Roster.
• Provide equipment storage facilities. Loan equipment as needed.
• Assist in the marketing and information distribution for all club teams.
• Being available to meet with the president (student leader) and other team members as needed.
• Acting as a sounding board for the club team in dealing with ideas and concerns.
• Advising the club team regarding University policies and procedures.
• Encouraging the development of initiative, responsibility, and leadership in club members.
• Encouraging sound financial practices for the management of club funds. Assisting in reviewing the club budget and making recommendations as appropriate.
ROLE OF COACH/INSTRUCTOR
While each club team may choose whether it wishes to have a coach or instructor, the Department of Intramurals recommends that competitive teams have a coach who is at least 21 years of age (This may be a requirement of some leagues or conferences.) The Department of Intramurals is not responsible for the selection, training, supervision, or compensation of coaches or instructors. They should be selected on the basis of their expertise and experience in the sport, certifications as appropriate, personal references, and their perceived ability to relate to club members. It is suggested that the club provide the coach/instructor with a position description that includes his/her responsibilities and authority. Several forms, including a Coach/Instructor Application and a Club and Coach/Instructor Agreement are available for club use.
The responsibilities of the coach/instructor should include:
• Following risk control and safety guidelines as established by the club, the Department of Intramurals, and/or any other governing bodies for the sport or activity.
• Coordinating practices/classes and providing instruction and training that will help club members to develop and improve their skills.
• Providing on court/on field management for competitions.
• Promoting fair play and sportsmanship at all practice/class sessions and competitions.
• Abiding by all applicable rules and regulations of FSU and/or PC&TC and any conference, league, or association to which the club may belong.
• Conducting himself/herself in a professional manner that will reflect positively upon the club and FSU and/or PC&TC.
• Ensuring that all required documents are completed and turned into the Department of Intramurals & Recreation
If you have questions regarding the Club Sports Program, please come by the Intramural Office in room 208 Colebank via the Falcon Center, or contact Tina Mascaro – firstname.lastname@example.org 304-367-4291.