Officer orientation

Tuesday August 26th, 2014

Agenda Welcome and Introductions

Activation Check-List

Officer’s Manual &

Expectations

Budget

Risk Management

Schedules

CPR & First Aid

Certifications

Important Forms

Travel Updates

Keys

Coaches Orientation

Important Dates

Questions & Answers

Welcome and Introductions

Scott Schuttenberg

Under Armour/East Bay Page 11 in Manual

Budget/Allocations

Introductions

Jaclyn Gidley

Club Sport Executive Council

All Clubs

List of Club Sports Teams

Baseball

Climbing

Cycling

Dance*

Fencing

Figure Skating

Men’s Golf*

Hockey

Karate*

Men’s Lacrosse

Women’s

Lacrosse

Quidditch

Men’s Rugby

Women’s Rugby

Men’s Soccer

Women’s Soccer

Swimming

Taekwondo

Tennis

Triathlon*

Ultimate

Women’s

Volleyball

Attendance at Rec Fest – Aug 22nd @ 8pm-Midnight

Attendance at Student Involvement Fair – Aug 24th @ 12pm-3pm

Club Sport Officer Orientation – August 26th

Completion of CPR/FA/AED class for safety officer – Sept 6th & 7th @ 9am in Upper Group Fitness

Complete online UNC Club Chartering package – September 15th

Activation Check-List

Expectations Hazing will not be tolerated! (Page 3 in Manual)

Publicity and Marketing (Page 9 in Manual)

Please read through the manual prior to 1-on-1 meeting with Jaclyn, and have questions ready

Officer Agreement (last page in manual) Sign tonight!

Club Sport Supervisors I will be hiring for this position

Officer’s Manual

Officer Expectations Responsibility

Represent UNC both ON & OFF the field Set the tone and expectations with your team early

As a staff we will support decisions that you make that you feel are in the best interest of the University and your club

Communication Be sure to have open communication with other

officers, teammates, and Jaclyn Respectful, timely, direct, and honest

Jaclyn Gidley– 970-351-2936 (Office) & 765-661-9094 (Cell)

Appointments – Honor your commitments Blackboard – Your first stop for paperwork and

information

President

You are a Chief Executive Officer (CEO) Think “Big Picture”

Live up to your word

Hold your teammates accountable

Step in and help fellow officers when necessary

Be knowledgeable of the status of other officers

Organize and hold your own club meetings

Vice President

You are a Chief Operating Officer (COO) Responsible for the daily operation of

the team Making sure everything is running

properly Is all paperwork turned in for every

player?Assumption of RiskNon-HazingPhoto ReleaseEtc.

Secretary You are the Brain of the Operations

You want to be knowledgeable on what everyone else in the club is doing

Be seen somewhat as the record keeper

Double checking that the club is in order and being a resource to any of the other officers where needed

Responsible for the approval of all the marketing materials for the team

Brochures, flyers, shirts, jerseys, any type of merchandise

Treasurer You are the bank

Any and all purchases need to go through you

**NO PURCHASES SHOULD BE MADE WITHOUT OUR KNOWLEDGE**

Need to be aware of how much is in your accounts

“2” Account is your allocations

“8” Account is your self-generated monies

Fundraisers

Organizing, taking the lead, and brainstorming for ideas to raise money for the club

Student- Funded – “2” Account Account 20185 (General)

Withdrawals only – one way account

Top portion of your account statement

“2” Account money is to be used primarily for the following:

League dues

Rental costs

Player and Tournament registration fees

Student hourly staff

Umpires/Referees

Self Generated Fund – “8” Account Two-way account – Deposits and

Withdrawals Deposits – dues, fundraising, donations,

tournament fees, sale of merchandise, ticket sales

Withdrawals – reimbursements, coaches, equipment, apparel, regular season travel, registration, and fees

Deposits & Withdrawals Deposits – Page 12 in Manual

All cash/checks collected need to be deposited ASAP in the Campus Recreation Office between 8am – 4pm (will not accept after 4pm)

Never deposit any Club Funds into your personal account

For credit card payments over the phone instruct the payee to call Jaclyn at 970-351-2936

Withdrawals

Reimbursements must be for approved expenses

Need the original receipt (has to be an itemized receipt)

For Tournament Registrations a form or letter from host is required

Please drop off receipts in an envelope with the following information

Payee’s name, address, and Bear ID

Reason for purchase/reimbursement

Withdrawals Continued

Purchases

P-Card – memberships, registrations, equipment, apparel, food, and travel

Check Request – building and room rental, Independent Contracts (officials), reimbursements

Travel

Complete and submit a Travel Resource Form

Registration and Fees

P-Card and/or Check Request

We will need an official form showing what exact the cost is for

Fundraising & Donations Clubs must match 100% of their “2” Account allocation

All fundraisers must be approved by Jaclyn (

Association with the following is off-limits; Alcohol, tobacco or drug related business/industries, UNC Athletics corporate sponsors, and raffles/gambling

All car-washes must consist of appropriate attire! (no bathing suits or white shirts)

UNC Football games - $100 per game for a team that brings 4-6 people

UNC Foundation is a private non-profit 501(c)(3)

We (Club Sports) are not a 501c3, so all our donations must go through the foundation for tax purposes. 

Let people know that their donation is tax deductible as it will be deposited through the Foundation. 

Budget

Allocations (Page 12-14 in Manual)

Will be announced next week

Dues Spreadsheet

Fill out tonight

Account Statements

Reading your statement

Budget forecasting is VERY important

Anticipate upcoming revenue and purchases

Updates will be made on a weekly basis

HALF TIME!

Go take a 10 minute break and then be ready to play a game!

Community and UNC Service Giving Back

Habitat for Humanity Volunteer Day

Additional volunteer opportunities

Youth Clinics, Weld County Food Bank, UNC Events, City of Greeley Parks and Rec, Greeley Museums Office, Poudre River Trail, United Way, Boys & Girls Club, Habitat for Humanity, Senior Resource Service, Etc.

Visit www.unco.edu/volunteer/ for more ideas!

  Event Date(s) Time Location

Baseball Tryouts 8/30 & 8/31 11am - 2pm Jackson Field

Climbing Informational Meeting 9/3/2014 6pm Climbing Wall, CRC

Cycling Group Ride 8/30/14 10am UC Lower Lot

Dance Informational Meeting 8/28/2014 6:30pm Council Room, UC

Tryouts 9/2/2014 8:45pm Lower Group Fitness, CRC

Tryouts 9/3/2014 8pm Upper Group Fitness, CRC

Fencing Informational Meeting 9/4/2014 8pm Upstairs Lobby, CRC

Figure Skating        

Men’s Golf

Hockey Informational Meeting 8/28/2014 7pm Aspen, UC

  Tryouts 9/1/2014 9:30pm Greeley Ice Haus

  Tryouts 9/2/2014 8:15pm Greeley Ice Haus

  Tryouts 9/3/2014 8pm Greeley Ice Haus

Men's LAX  Informational Meeting      

Women's LAX Informational Meeting 9/10/2014 8pm Aspen A, UC

Quidditch Informational Meeting 8/28/2014 8pm Council Room, UC

Men's Rugby Play Around  8/26/14 6pm West Campus Field #7

Women's Rugby Informational Meeting 8/27/2014 6pm Spruce A, UC

Men's Soccer Tryouts 9/2 - 9/5 6-9pm Synthetic Turf Fields

Women's Soccer Tryouts 9/2 - 9/5 6-9pm Synthetic Turf Fields

Swimming Informational Meeting 8/28/2014 7:30pm Columbine C, UC

TKD Informational Meeting 9/1/2014 6pm Fireside Lounge, UC

Tennis Tryout 9/3/2014 5pm UC Courts

Triathlon        

Ultimate Tryout  9/2 and 9/4 7pm West Campus Field

Women's Volleyball Informational Meeting 8/28/2014 7pm Aux Gym, CRC

Tryouts 9/2 - 9/4 7-9pm Aux Gym, CRC

Schedules

Practices Everyone has a hardcopy of their practice

schedule (if on campus)

If you practice off campus, please send me the days/times/locations for our website

Season Schedules I have Hockey, Men’s Rugby, Women’s

Soccer, and Men’s Soccer

Anyone else please bring schedule to 1-on-1 Meeting or email me

CPR/First Aid/AED Certifications

Safety Officers (Page 9-11 in Manual)At least 2 officers/members

must be trained and certified

CPR/FA/AED Training DatesSeptember 6th and 7th @ 9am.

Daniel and I will be teaching

Risk Management

Injuries and Accidents are going to happen

Prepare, react, communicate, and evaluate

Emergency Contact Information Athletic Trainer at “High Risk” sports

home contests Soccer, Rugby, Lacrosse, & Ice Hockey

Risk Management Continued

Travel Paperwork – Travel Roster & Travel

Resource FormPlanning…

How your team is getting thereWhere you’ll be staying How you’ll be getting back safely

Travel Binder & First Aid Kit Leadership, Common Sense &

Communication

Important Forms

All packets have enough hard copies for 20 members If you need more you can come pick up more

Blackboard location Emergency Contact List

Assumption of Risk

Liability Waiver & Participation Agreement

Fundraising Template

Photo Release Form

Vehicle Owner Acceptance of Responsibility

Travel Updates

Travel Roster v Travel Resource Forms Page 14-18 in Manual Travel Roster – everyone must complete! Travel Resource Form – any travel that requires

hotels, rental vehicles, or airline tickets

15 Passenger Van Training August 27th and 28th at the Gear Shop from 5-

6pm

Keys Teams who should have keys

Men’s Rugby

Women’s Rugby

Men’s Soccer

Women’s Soccer

Men’s LAX

Women’s LAX

Ultimate

Quidditch

Baseball (Jackson)

DO NOT PROP OPEN THE SHED!

This is shared space

Coaches Orientation

Current list of Coaches

Orientation Would like them to attend the 1-on-1

meeting, if they can’t I’ll meet with them on an individual basis

If you don’t have a coach and you need or are looking for one, it is your responsibility to take the lead on this

Name Sport

Kristin Hoort Figure Skating

TBA Men's Lacrosse

Cristian Sarmento Men's Rugby

Mario Garcia Men's Soccer

Scott Washenfelder Women's Soccer

Matt Rion Taekwondo

Hockey - Head

 Kelly Newton Hockey - Assist

  Hockey - Assist

  Women's Rugby

 TBA Women's Lacrosse

  Ultimate

Marilyn Johnson Swimming

Important Dates

Club Sport Council Meetings – (Pg. 8 in Manual)

September 3rd, 2014

October 8th, 2014

November 5th, 2014

December 3rd, 2014

Must schedule a 1 on 1 meeting with Jaclyn Use sign up sheet

Kayla Fauria - Representative

Recap on Tonight’s List

Everyone needs to Get their picture taken (marketing)

Fill out Photo Release form prior

Sign the 2014-2015 Officer Agreement Write down your team dues on

spreadsheet Schedule 1-on-1 Meeting with Jaclyn Update Coaches Information (if

applicable) Vehicle Responsibility Form (if applicable)

Questions and Answers