Sports Clubs will be evaluated throughout the academic year. Each club’s actions will be reviewed based on their performance and certain criteria established by the Department of Campus Recreation and Wellness. The tier system will be used to determine future funding and status of the sport club.
Tier System Description
It is vital that each club achieves their respective tier, due to the fact that their annual results will determine how much money their club is allocated. In order for a club to remain in a tier or advance to the next desired tier, that club must meet four of the five components listed in the guidelines below. The five differing components are denoted by an asterisk in the guidelines. The goal of the system is to ensure the timely return of required forms and to keep the University of North Georgia Department of Campus Recreation and Wellness up-to-date on the activities of each club. It is a hope that this system will assist each club in achieving their goals and meeting expectations for the year.
Tier System
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Blue |
White |
Gold |
Conditional |
Roster Size* |
Must maintain a roster of at least 20 student members; if applicable, all coaches must complete Coach's Information Form |
Must maintain a roster of at least 15 student members; if applicable, all coaches must complete Coach's Information Form |
Must maintain a roster of at least 10 student members; if applicable, all coaches must complete Coach's Information Form |
Must maintain a roster of at least 8 student members; if applicable, all coaches must complete Coach's Information Form |
National Association Requirements* |
Must be a member of a national sport affiliate or governing body |
Must be a member of a national sport affiliate or governing body |
|
|
Approved Competitions/ Events* |
Must participate in at least 2 away events and 1 home event; all appropriate forms must be completed before and after any event |
Must participate in at least 1 away event and 1 home event; all appropriate forms must be completed before and after any event |
Must participate in at least 1 away or home event; all appropriate forms must be completed before and after any event |
Participation is not required. However, if participating, all appropriate forms must be completed before and after any event |
Risk Management Requirements |
Must have 2 Safety Officers currently certified in CPR/AED/First Aid on file with the Sport Club Office |
Must have 2 Safety Officers currently certified in CPR/AED/First Aid on file with the Sport Club Office |
Must have 2 Safety Officers currently certified in CPR/AED/First Aid on file with the Sport Club Office |
Must have 2 Safety Officers currently certified in CPR/AED/First Aid on file with the Sport Club Office |
Leadership Workshop |
At least 25% of all club members, including all club officers, must attend the Leadership Workshop |
At least 25% of all club members, including all club officers, must attend the Leadership Workshop |
At least 25% of all club members, including all club officers, must attend the Leadership Workshop |
At least 25% of all club members, including all club officers, must attend the Leadership Workshop |
Community Service/Campus Service Projects* |
Must complete at least 100 service hours |
Must complete at least 75 service hours |
Must complete at least 50 service hours |
Must complete at least 20 service hours |
Fundraising, Donations, and Sponsors* |
Must raise at least 55% of their annual sport club allocation from Student Government Association; all appropriate forms must be completed before any fundraiser |
Must raise at least 43% of their annual sport club allocation from Student Government Association; all appropriate forms must be completed before any fundraiser |
Must raise at least 31% of their annual sport club allocation from Student Government Association; all appropriate forms must be completed before any fundraiser |
|
Funding Possible |
Eligible for approximately 60% of the Sport Clubs Program's annual budget allocation (around $4,800); all appropriate forms must be completed before eligible for allocation |
Eligible for approximately 30% of the Sport Clubs Program's annual budget allocation (around $2,400); all appropriate forms must be completed before eligible for allocation |
Eligible for approximately 10% of the Sport Clubs Program's annual budget allocation (around $800); all appropriate forms must be completed before eligible for allocation |
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Alumni Network |
Must have an active alumni network (i.e. - letter drive, newsletter, Facebook page, etc.) |
Must have an active alumni network (i.e. - letter drive, newsletter, Facebook page, etc.) |
Must have an active alumni network (i.e. - letter drive, newsletter, Facebook page, etc.) |
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Required Components
1. At least 25% of club members, including all club officers, attend Leadership Workshop |
5 points |
2. 2 Safety Officers with CPR/AED/First Aid certifications on file by deadline* |
5 points |
3. Sport Club Council Monthly Meetings |
8 points each |
4. Officer Contact Information Form* |
3 points |
5. Club Roster and Contact List (If applicable, including Coach’s Information Form.)* |
3 points |
6. Club Constitution and Bylaws* |
3 points |
7. Fundraising Request Form(s) |
3 points |
8. Equipment Inventory Fall/Spring* |
1 point each |
9. Progress Report* |
10 points |
10. End of the Year Evaluations and Annual Report* |
10 points |
*Each form must be completed and turned in by predetermined deadline. See Sport Clubs Calendar for more information.
Compliance Progress Expectations
Total Points as of April 24, 2015 |
Compliance Standing |
2015-2016 Budget Allocation Status |
2015-2016 Club Standing |
100-90 |
Excellent |
No Budget Allocations Deductions |
Active Sport Club |
89-80 |
Very Good |
Potential Budget Allocations Deductions* |
Active Sport Club |
79-70 |
Good |
Potential Budget Allocations Deductions* |
Active Sport Club |
69-60 |
Probationary |
Not eligible to participate in the 2015-2016 budget allocation process |
Probation Tier - Must maintain 80% throughout 2015-2016 year to remain a Sport Club. Failure to meet 80% will result in removal from the program. |
59-50 |
Probationary |
Not eligible to participate in the 2015-2016 budget allocation process |
Probation Tier - Must maintain 80% throughout 2015-2016 year to remain a Sport Club. Failure to meet 80% will result in removal from the program. |
49-0 |
Program Dismissal |
Not eligible to participate in the 2015-2016 budget allocation process |
Dismissed from the Sport Club Program for the 2015-2016. May rejoin in Fall 2016. |
*Budget allocations deductions are at the discretion of the Sport Club Executive Board during the 2015-2016 Budget Allocation process in September 2015.
**First Year Sport Clubs must maintain at least an 80% in compliance to remain in the Sport Club Program.
Any sport club that falls below 60% in compliance throughout the 2014-2015 year will meet with a Sport Club Administrator to discuss club standing and program expectations.
Required Components Description
Leadership Workshop: 5 Points for Club Officers and Members
All club members will have the opportunity to learn new leadership skills as well as hone existing leadership skills through the Leadership Workshop. The workshop consists of a number of presentations/trainings given by a variety of university employees. Examples of the presentations include: StrengthsQuest, budget, officer roles and delegation, marketing/social media, event planning, time and stress management, etc. At least 25% of all club members, including all club officers, must attend the Leadership Workshop.
After the workshop, all club members in attendance will be asked to complete a short online survey in regards to their experience. Once the survey has been completed, the club will be awarded the points if all requirements met.
CPR/AED/First Aid Training: 5 Points
The University of North Georgia Sport Club Program requires at least two club officers and/or members are trained and certified in CPR, AED and First Aid. Coaches are also encouraged to obtain CPR/AED/First Aid Training. This is to help ensure the safety of all Sport Club participants. Certification classes are available through the University of North Georgia Department of Campus Recreation and Wellness. CPR/AED/First Aid classes will be available on a first come, first serve basis. Registration fees for certification classes may or may not apply depending upon the nature of the class, the instructor of the class, etc. Proof of certification is required to be on file with the University of North Georgia Department of Campus Recreation and Wellness. The deadline for turning in proof of certifications is October 1.
Attendance at Sport Club Council Meetings: 8 Points Each
Attendance at Sport Club Council meetings is mandatory for all clubs. All club officers should plan to attend each meeting. Meetings will be held at least twice a semester. These meetings are extremely important and areas of discussion will focus on budget procedures, travel procedures, operating policies, eligibility, discipline matters, fundraising, and other topics integral to a club’s success.
Officer Contact Information Form: 3 Points
It is vital to have the current contact information for all club officers on file with the Department of Campus Recreation and Wellness. The key to a successful relationship between the University of North Georgia Department of Campus Recreation and Wellness and the individual club is communication; therefore, this contact form must be turned in by the second Friday after school has commenced, and any changes must be brought to the attention of the Department of Campus Recreation and Wellness as soon as possible.
Club Roster and Contact List: 3 Points
For a variety of reasons, it is important to know the individuals that participate with each individual club. Clubs are required to submit a completed roster with up-to-date contact information for each member by the second Friday in September. For clubs who have yet to determine their club’s membership, a list of returning players will suffice; however, the roster MUST be updated as membership changes.
Coach’s Information Form:
As stated earlier in the Handbook, coaches are an integral part of a club’s success. It is highly encouraged that the coach is an alumnus, faculty/staff member at the university, or member of the local community and has extensive experience as a player and/or coach. Each club is not required to have a coach. However, if a coach is present, he/she should not be viewed as being in charge of the club. Officers and other members of the club should view the coach as a resource. All coaches must be approved by the Sport Club Administrator and complete a Coach’s Information Form that can be found via the Sport Club website. Anytime a change in coach is made, the form needs to be updated immediately. The form is due the second Friday in September.
Club Constitution and Bylaws (Renewal): 3 points
A club constitution provides a basic framework and structure for each club. Each club is required to have a current constitution on file with the University of North Georgia Department of Campus Recreation and Wellness. Clubs are encouraged to refer to their constitutions when dealing with club issues such as elections, eligibility, and collecting dues. Final drafts of constitutions are due to the Recreational Sports Department by the third Friday in September.
Fundraising Request Form: 3 points
As stated earlier in Section 7: Fundraising Donations in the Handbook, clubs have the opportunity to fundraise in many different ways. It is a requirement for each club to fundraise a specific percentage of money according to their tier. This may be achieved in many ways as long as the club has its ideas approved by the Sport Club Administration and the Director of Student Involvement. A UNG Fundraiser Request Form must be filed out and approved prior to the fundraising event.
Equipment Inventory Fall/Spring: 1 point each
A detailed inventory of equipment will be kept by the Sport Club Administrator. Members of each of the clubs will have access to view this inventory; however, no one but the Sport Club Administrator will have access to update the inventory. It is the responsibility of each club to update the Sport Club Administrator when new equipment is purchased and/or old equipment is retired. Inventory will be conducted twice a year (Fall and Spring semesters). For both the Fall and Spring semesters, the equipment inventory is due on the last day of classes.
Progress Report: 10 points
Since communication is crucial for a successful program, it is important for each sport club to submit a Progress Report to correspond with the Sport Club Administration any achievements, milestones, and issues within the past three months and any targets for the next three months. This report is due on the last day of classes during the Fall semester.
End of the Year Evaluations and Annual Report: 10 points
Towards the end of each Spring semester, current sport club presidents must schedule a meeting with the Sport Club Administration to discuss previous and future goals, any changes/improvements for their sport club, skills learned from being a club leader, and any changes/improvements for the Sport Club Program. It is highly recommended that current and future club officers also attend the evaluation.
Other Required Forms Description
Travel Requests and Rosters Fall/Spring:
Clubs that travel outside of Lumpkin County (day trip, overnight trip, out of state trip) must submit a Sport Club Travel Form 5 business days in advance of leaving. Failure to submit a completed Sport Club Travel Form may jeopardize a club’s ability to take future trips. Each club is also required to submit a completed Travel Roster at least two (2) days prior to leaving. Travel Rosters must be submitted by any team that is traveling outside of Lumpkin County. This includes all scrimmages, games, tournaments, exhibitions, etc. Failure to submit a completed Travel Roster may jeopardize a club’s ability to take future trips. Points will be awarded at the end of each semester for Travel Requests and Rosters.
Post Travel Report Fall/Spring:
After returning home, a Post Travel Report will need to be filled out by a club member, preferably a club officer. Any time a club travels outside of Lumpkin County with 5 or more members to represent their club, this will be considered a “club trip”; therefore, a Post Travel Report should be turned in within 2 days upon returning home from the trip. Points will be rewarded at the end of each semester.
Fall/Spring Practice Schedules:
Clubs are responsible for scheduling all of their practices with the Department of Campus Recreation and Wellness. Fall Practice Schedules are due the second Friday in September and Spring Practice Schedules are due the third Friday in January. Points will be awarded at the end of each semester for practice schedules.
Fall/Spring Schedules:
Clubs are responsible for scheduling all of their games and events with the Department of Campus Recreation and Wellness. Fall Schedules are due the second Friday in September and Spring Schedules are due the third Friday in January. Points will be awarded at the end of each semester for schedules.
Home Event Request Fall/Spring:
Clubs that host an event within Lumpkin County must submit a Sport Club Home Event Request 5 business days in advance of the event. Failure to submit a completed Sport Club Home Event Request may jeopardize a club’s ability to host future events. Points will be awarded at the end of each semester.
Home Event Results Fall/Spring:
After a club hosts a home event within Lumpkin County, a Home Event Results Report will need to be filled out by a club member, preferably a club officer. Any time a club hosts any sort of event (scrimmage, game, fundraiser, etc.) where they are representing their club and the University, a Home Event Results Report should be turned in within 2 days of the event. Points will be rewarded at the end of each semester.
Budget Request:
Clubs are responsible for creating a budget at the beginning of each school year that lists, in detail, the club’s fiscal needs for the year. The budget should be prepared in spreadsheet form, should be very detailed and should take into account ALL monetary needs the club may have for the year. The Budget Request Form can be located on the Sport Club website.
Budget Request Presentation:
Each club will present their budget proposal to the Sport Club Council, to members of the Department of Campus Recreation and Wellness and to the Sport Club Administrator. This presentation will allow the club the opportunity to voice their budget needs for the year.