Sport Club Handbook - Dahlonega Campus

The University of North Georgia Sport Club Handbook is designed to aid clubs with all aspects related to their club. We hope that the enclosed information will help you in running your club successfully.

Mission Statements

University of North Georgia Mission Statement

The University of North Georgia, a regional multi-campus institution and premier senior military college, provides a culture of academic excellence in a student-focused environment that includes quality education, service, inquiry and creativity. This is accomplished through broad access to comprehensive academic and co-curricular programs that develop students into leaders for a diverse and global society.  The University of North Georgia is a University System of Georgia leadership institution and is The Military College of Georgia.

University of North Georgia Department of Campus Recreation and Wellness Mission Statement

The mission of the Department of Campus Recreation and Wellness at the University of North Georgia is to promote a culture of involvement in lifelong recreational sports. Student needs at all campuses of UNG are served through a variety of programs. This mission is accomplished by meeting the following goals:

• Provide sports in a safe environment
• Create a setting that fosters community, forms lasting memories, and instills a sense of belonging
• Promote physical fitness, healthy habits, and balanced behaviors, improving the overall social, mental, and physical well-being of participants
• Develop meaningful life skills, encourage personal achievement, and develop involved and responsible citizens
• Complement the academic and leadership objectives of UNG.

General Information

The North Georgia Sport Club program is composed of a group of students, faculty and staff that voluntarily organize a club in order to compete and participate in sports/activities in which they feel passionately about. Funding for clubs comes from the Student Government Association, club dues, fundraisers, and other outside donations. The Sport Club program is strictly voluntary. Members of each club must realize that each sport has inherent risks and should have some type of health insurance to cover these risks.

Department of Campus Recreation and Wellness offers general guidance and support to each Sport Club. However, the success of each club hinges on the student leadership of its officers. Sport Clubs are meant to be a learning experience through involvement in fundraising, organization, administration, budgeting and

scheduling. The leadership opportunities are endless and allow all members to enhance their college experience. The handbook was created to clarify any difficult situations that clubs may encounter and explain the Sport Club program to all officers, coaches, advisors, and club members.

Important Phone Numbers and Addresses

UNG Recreation Center
198 Church Street
Dahlonega, GA 30597
706-864-1622

Sport Club Administrator
706-864-1622
ungdahsportclubs@gmail.com

What is a Sport Club?

A Sport Club is defined as a registered student organization that is designed to serve individual interests in various sports and recreational activities. A club may be instructional, recreational and/or competitive in nature. Sport is defined as an athletic activity requiring skill or physical prowess. Sport Clubs are open to all students that have paid their Student Activity fee for the year. The executive members of each individual club handle the majority of the responsibilities associated with the club. Sport Clubs receive money from a variety of sources: student fees, fundraising, dues collection and donations. Sport Clubs are registered and chartered organizations founded and administered by students in accordance with the University, the Division of Student Affairs and Enrollment Management, and the Department of Campus Recreation and Wellness. They are required to abide by rules and regulations governing student organizations. These rules can be found in the UNG Student Handbook. 

Who can join a North Georgia Sport Club? 

Active membership of recognized organizations, including all Sport Clubs, shall be limited to registered students in good standing on the Dahlonega campus that have paid their Student Activity fee for either the semester or year that they are enrolled at the University of North Georgia. Members of the University faculty and staff are also eligible to participate.

Students from the Oakwood, Oconee, and Cumming campuses, as well as Dahlonega students not paying fees, are eligible to participate in Sport Clubs at the Dahlonega campus based upon the following guidelines:

• Students who wish to use the Rec Center will pay an $83 activity fee per semester.
• Students who wish to participate in Intramurals will pay a $15 participation fee per semester.
• Students who wish to participate in Sport Clubs will pay a $15 participation fee per semester per sport.

Please note that paying the Sport Club or Intramural fee does not grant patrons access to the Rec Center. Intramural and Sport Club participants who have paid the participation fee will receive a card that they must present in order to participate in the activity. This pass grants access to specific areas of the Rec Center only. Patrons who have the pass, but are in an area they are not granted access to, will be dismissed from the facility and further disciplinary action will be taken by the Dean of Students. The $83 Rec Center activity fee entitles students to participate in Intramural Sports and Sport Clubs.

All Sport Clubs are open to anyone that meets these criteria. While it is understood that many competitive clubs must develop a roster for competition, clubs are not permitted to “cut” participants.  All activities must be open to students. Each individual participating in a Sport Club must sign a waiver stating that the individual understands the risks and responsibilities that are associated with their participation.

NOTE: Faculty and staff cannot compete in intercollegiate events, but they are welcome to practice.

Forming a New Sport Club

Starting a New Club

1. Meet with the Sport Club Administrator to discuss student interest in the club and review requirements of the club – including facility equipment needs, operational needs, outlet for completion, instructional needs and feasibility at University of North Georgia.
2. If planning to compete in collegiate sanctioned events, the sport club must have a National Governing Body.
3. Hold an interest meeting and gather names, Student ID numbers, and contact information of interested individuals. There needs to be at least 12-15 individuals present at the interest meeting for the potential club to move forward in the recognition process.
4. Decide club officers, advisor, dues, etc. and construct a constitution for the club.
5. Once the club is approved by the Office of Student Involvement, the club must be approved by the Sport Club Administrator. 
   1. Clubs will be on probation for 6 months and are not eligible for funding until the probationary period is complete. 
   2. The probationary period does NOT include summer months; only months during the academic school year will count toward the 6 month probationary period.

Returning Clubs

Each club must update information with the Office of Student Involvement and the Sport Club Administrator each year to remain on active status. The deadline for club renewal is set by the Office of Student Involvement. If the Student Organization Renewal Form is not submitted by the deadline, the club will be inactive until the following academic year in which they will be eligible for renewal at that time.

North Georgia Sport Club Organizational Structure

The student leaders run each club. Typically, these leaders are in the following positions: President, Vice-President, Treasurer, and Secretary. The following is a typical breakdown of each position’s responsibility. Some clubs may have more or less specific responsibilities, depending on the nature and setup of the club.

• President: Oversees all functions of the club. Works closely with the Department of Campus Recreation and Wellness. Delegates club responsibilities to the other officers and/or members. Will represent the club on the majority of topics.
• Vice President: Handles the day-to-day operations of the clubs. Reports issues to the President and works with other officers and members.
• Treasurer: Deals with all money-related issues. Responsible for submitting all bills and the club budget, which includes attending any money-related meetings. Submits receipts/invoices to the Department of Campus Recreation and Wellness. Oversees the club checking account and ensures all club bills are paid on time.
• Secretary: Responsible for the upkeep of membership. Updates the club on all communications. Informs members of dues. Works with the Treasurer to ensure only dues-paying members are active. Keeps and distributes minutes of all meetings. Emails minutes of each meeting to the Sport Club Administrator.

In addition to these officers, the club may have other members in charge of fundraising, scheduling, and promotions. All of the clubs will submit a list of their new officers to both the Office of Student Involvement and the Sport Club Administrator at the beginning of the school year and immediately after any change in leadership.

Organizations/Informational Meetings

During the course of the semester, each club will conduct at least one meeting to discuss fundraising ideas, budgeting, up-coming events, practice times, game schedules, and other matters of importance for that semester. 

Intramural Sports/Ringers

As stated in the Intramural Handbook, “Sport Club Rosters as received by the Sport Club Administrator will be used to determine an individual’s club membership status. Any individual who appears on these rosters will be considered a Sport Club member for the entire academic year.” Sport Club members who wish to participate in an Intramural Sport in the same or related sport to their respective club are considered ringers. The term ringer is described below.

A ringer is defined as an otherwise eligible participant with certain playing restrictions as a result of having benefited from advanced training and coaching opportunities in the same or related Intramural Sport. Therefore, the number of ringers, in the same or related sport, on a Sport Club roster is limited to 35% of the required number to play. 3v3 Basketball=1, 4v4 Flag Football=1, Basketball = 2, Flag Football = 2, Soccer = 2, Softball = 4, Ultimate Frisbee = 2, Volleyball (Indoor)= 2, Volleyball (Sand) =1, Water Polo = 2, Wiffleball=2.

The Student Organization Regulations is the University’s policy regarding discipline of Student Organizations. The primary purpose of this Code is to provide a quality educational environment for students and Student Organizations and to notify Student Organizations of the University's expectations regarding behavior. The Code should be read broadly and is not designed to define misconduct in exhaustive terms.  Student Organizations may be charged with violations of the Student Code of Conduct and the Student Organization Regulations. Disciplinary action directed towards Student Organizations shall be afforded according to procedures published and are available in the Student Handbook.

Unsportsmanlike Conduct

All University of North Georgia Sport Clubs are expected to show the highest level of sportsmanship when participating in any event. This includes practices, team events, games, tournaments, and any other activity that involves a Sport Club. The club and its members not only represent themselves but also the University, the Department of Campus Recreation and Wellness, and the Sport Club Program. Therefore, the emphasis on sportsmanship is highly encouraged.

Hazing

Hazing is prohibited as outlined in the University of North Georgia Student Handbook. “Hazing” means any act committed by a person, whether individually or in concert with others, against a student in connection with pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization that is affiliated with an educational institution; and that is intended, or should reasonably be expected, to have the effect of humiliating, intimidating, or demeaning the student or endangering the mental or physical health of a student. Hazing also includes soliciting, directing, aiding, or otherwise participating actively or passively in such acts. Hazing occurs regardless of the consent or willingness of a person to participate in the activity. Hazing may occur on or off campus. No form of hazing will be tolerated at the University of North Georgia. If a Sport Club is proven guilty of hazing, disciplinary action will be taken as explained in the University of North Georgia Student Handbook. 

Disciplinary Guidelines

A student enrolling in the University of North Georgia assumes an obligation to conduct himself or herself in a manner compatible with the University's function as an educational institution. Actions considered contrary to the University and subject to discipline fall into the categories of academic and nonacademic misconduct. The Student Code of Conduct clearly defines these expectations and outlines the adjudication process. The purpose of the Student Code of Conduct is to educate all members of the UNG community and to maintain an environment conducive to academic excellence. The full Student Code of Conduct can be found in the University of North Georgia Student Handbook.

The Sport Club Administrator will provide administrative assistance to all Sport Clubs. The following provides an overview of the assistance available to each club.

Entrance into the Rec Center 

All Sport Club participants must present their Student ID Card to enter the Rec Center. All members of the Sport Club must have valid Student ID Cards for entrance into the Rec Center. Clubs practicing in the Rec Center may be eligible to receive passes for coaches to attend scheduled events.

NOTE: Clubs that have fans or coaches wishing to attend their games or practices in the Rec Center, but do not have memberships may request a spectator pass from the Department of Campus Recreation and Wellness.  Requests must be made by noon the day of the game, event, or practice, or by noon on Friday for Sunday games, events and practices. Please complete the Spectator Pass Request Form.

Spectator Pass Policies 

• Requests must be received by 12 noon the day of the game, Monday-Friday.
• Spectators must show a photo ID to receive their pass.
• Spectators must be at least 10 years of age and spectators under 18 must be accompanied by a parent or legal guardian. (Proof of age may be requested.)
• Spectators may not participate in ANY activities in the Rec Center; they may only be an observer. (Guest passes may be purchased at the Rec Center for $5 at any time; a Rec Center member must be with the guest at the time of purchase.)

Copies

A black and white copy machine is located in the Rec Center.  Each club may make up to 50 copies per semester.  The club must complete the Sport Club Copy Request Form as well as contact the Sport Club Administrator to make copies.

Sport Club Mailboxes

Each Sport Club has a mailbox located in the Department of Campus Recreation and Wellness at the Rec Center. These boxes should be checked at least once a week between 8:00 a.m. - 5:30 p.m., Monday-Thursday and 8:00 a.m. - 3:00 p.m., Friday.  All club mail should be sent to these mailboxes. 

Department of Campus Recreation and Wellness
(Sport Club Name)
198 Church Street
Dahlonega, GA 3059

Risk Management Requirements

At least 2 members of each club (minimum of one officer) MUST be CPR/AED/First Aid certified. At least one of the certified members of a team need to be present at all practices, games and tournaments. Individuals that are certified need to have a copy of their certification card on file in the Recreational Sports Office.  It is highly recommended that coaches be CPR/AED/First Aid certified.  It is highly recommended that a trainer be on site for all homes games/matches and tournaments, especially for contact sports. Each individual is encouraged to carry his or her own personal health insurance. The University of North Georgia does not provide any insurance for individuals or groups. 

First Aid Policies and Procedures

As stated before, at least two members of each club MUST be CPR/AED/First Aid certified.  CPR/AED/First Aid classes are offered at the Rec Center; contact the Sport Club Administrator if a member of a club needs to get a certification. All certification cards should be on file in the Department of Campus Recreation and Wellness.  It is highly recommended for all contact sports to schedule a certified athletic trainer for home games. The Sport Club Administrator can assist in securing trainers for events. Each team that practices or competes outside the Rec Center should have a First Aid kit for the entire season. First Aid kits can be checked out from the Department of Campus Recreation and Wellness at the beginning of each semester if the club does not have one of their own. 

NOTE: In the event that a club damages or misplaces a Department of Campus Recreation and Wellness’ First Aid kit that has been checked out to the club, a $20 fee will be assessed to the club’s budget immediately. No alternative payment options are permitted. If the club has already used all allocated funds for the year, the fee will be assessed to the club’s budget at the beginning of the next academic year.     

Inclement Weather

Sport Club practice, game, and/or event cancellations are determined two hours prior to the event. Information regarding these cancellations can be found by contacting the Department of Campus Recreation and Wellness at 706-864-1622, emailing the Sport Club Administrator, or checking the Department of Campus Recreation and Wellness website.

Any club who disregards these cancellations will be subject to disciplinary action as deemed necessary by the Sport Club Administrator.

Injuries Occurring During Sport Club Events

In the case of injuries, each club must document the incident. An Accident Report Form should be turned in to the Department of Campus Recreation and Wellness immediately after the injury occurred. The form can be downloaded from the Sport Club website under the Forms section. The Sport Club Administrator must also be called and/or emailed regarding the injury. It is mandated that all clubs have First Aid kits at all games. These are available free of charge upon request. Clubs can coordinate a certified athletic trainer to be onsite through the Department of Campus Recreation and Wellness. The clubs are responsible for the cost of the certified athletic trainer.

Affiliation/Governing Body Requirements

Clubs must be a member of their club’s respective affiliation, governing body, conference, or league. Clubs who are not members of their respective affiliation, governing body, conference, or league will not be eligible to participate in any type of competition. This includes any scrimmage, tournament, game, or event where the club is competing against another university or club team.

Participants must complete any insurance, physical fitness, equipment or competency requirements as mandated by respective affiliations, governing body, conferences, or leagues.

Clubs are to abide by safety standards, precautions and guidelines required by respective leagues, affiliations, governing bodies, conferences, etc. for practices and contests. 

NOTE: Any Sport Club’s respective affiliation, governing body, conference, or league determines eligibility regulations. Each sport club must inform the Sport Club Administrator of ruling. If any sport club is not a member of a respective affiliation, governing body, conference, or league, the Department of Campus Recreation and Wellness determines eligibility regulations. Any student may participate in any sport club (men’s or women’s) in which they identify themselves most often. 

Scheduling

Practice requests must be submitted by the President of the club to the Sport Club Administrator each semester. All other facility requests for games, tournaments, meetings and other events need to be sent to the Sport Club Administrator at the beginning of the semester or as soon as the club has knowledge of the event. If a club would like to request the use of any facilities operated by the Department of Campus Recreation and Wellness, filling out a Facility Event Request Form is required to secure space. Once the requests are approved, the Sport Club Administrator will provide each club a space request confirmation in writing that will verify their practice/game time.

NOTE: For any in semester request, you must allow eight working days advance notice to secure space.

General Policy Restrictions 

Because of the heavy field and facility usage, teams must abide by assigned practice times. A team that is repeatedly going over practice time and/or causing problems will face disciplinary actions against them.

Building/Court/Field Usage 

The use of fields is a privilege that Sport Clubs have. Do not abuse that privilege. Clean up all trash prior to and after practice. It is the clubs responsibility to ensure the practice area is free of any risk and/or factors that may cause injury or damage. All teams must receive written permission to use the Drill Field, Rec Center, or any other campus facility prior to using the space for practices, games, meetings, etc. If you see other groups abusing the fields or using the fields on a restricted day, notify the Sport Club Administrator at 706-864-1622 or ungdahsportclubs@gmail.com.

Hosting Sport Club Events

• The request for hosting an event must be turned in to the Sport Club Administrator at least 14 days in advance of the event.
• The club needs at least two individuals in attendance with CPR/First Aid Certification. 
• It is recommended that high contact sports have a certified athletic trainer or EMT on site during games. Clubs should follow any guidelines that their governing body or association issues regarding medical personnel at game sites.
• A First Aid kit should be on hand at all hosted events.  Any first aid given should be recorded on an Accident Report Form that is turned in to the Department of Campus Recreation and Wellness.
• Opposing team members must sign an UNG waiver in order to participate.
• Clubs must submit, in written form, permission from off-campus entities to use their facility/venue for games and events.  Permission should include their approval for the event type, the date, and the time of use.
• Event insurance must be purchased for tournaments and events.  In some cases, membership of members to governing bodies provides the appropriate coverage.
• Clubs are responsible for greeting the clubs, arranging parking, showing them appropriate facilities to use, as well as ensuring proper waivers are signed by the opposing team.
• Clubs are responsible for all set-up and clean-up before, during, and after events.
• A Department of Campus Recreation and Wellness employee must be present at all hosted events, at the rate of $8 per hour.
• Use of on campus facilities must be approved by the Department of Campus Recreation and Wellness.
• Striping the Drill Field or reservation of equipment to stripe off-campus facilities MUST be coordinated through the Department of Campus Recreation and Wellness at least one week prior to the event.
  • A qualified Department of Campus Recreation and Wellness employee must be present during lining of the Drill Field at the rate of $8 per hour (not including paint). 
  • The paint color for lines on the Drill Field must be coordinated and approved through the Department of Campus Recreation and Wellness.
  • Paint can be purchased through the Department of Campus Recreation and Wellness at the rate of $48 per box.

• Equipment purchased with SGA funds for clubs is considered property of the University of North Georgia but at the disposal of the respective club.
• When getting ready to purchase equipment, contact the Sport Club Administrator for assistance. Purchases for equipment can be made by the Sport Club Administrator using the school issued credit card. This can only be done in the Department of Campus Recreation and Wellness.
• It is important and mandatory for all clubs to maintain updated equipment inventory logs.
• In the event of a situation where North Georgia-owned equipment is damaged/lost, the club is required to contact the Sport Club Administrator. The risk management procedures will be followed in regards to having the equipment fixed or replaced (if applicable).The following is required after equipment has been damaged:
  • Secure the equipment.
  • Provide all written documentation of the incident.
  • The Department of Campus Recreation and Wellness will then need an appraisal of the damage (they will contract out this endeavor).
  • All work on the equipment or replacing the equipment will be determined then by the Department of Campus Recreation and Wellness.
  • The club should also take pictures. The Department of Campus Recreation and Wellness will also need to take pictures.
• The club is responsible for any deductibles applicable when making claims for insurance.
• If the club wishes to get rid of school purchased equipment, contact the Sport Club Administrator for the processing to surplus the equipment by state regulations.  

Checkout Policies and Procedures

Each club that has purchased equipment either through the usage of the allocated funds they receive from the Department of Campus Recreation and Wellness or equipment that is owned by the Department of Campus Recreation and Wellness will be required to complete a Sport Club Equipment Rental Contract at least 2 days prior to taking the equipment off campus. This form can be located online; hard copies of the form can be located in the Sport Club Administrator’s office.

Exception: Clubs that have purchased equipment through the usage of the allocated funds they receive from the Department of Campus Recreation and Wellness DO NOT have to complete the form for weekly practices.

Storage

Clubs may secure smaller equipment in the Rec Center, pending approval by the Sport Club Administrator. To secure smaller equipment in the Rec Center, storage lockers will be used. Clubs have access to the wire storage lockers located in the gymnasium area for storage of equipment, gear, etc. A club officer needs to contact the Sport Club Administrator to secure a storage locker and lock. Indoor sports will have priority in the use of the lockers.

Donations can be made to a specific club and may be tax-deductible. Checks must be made payable to “UNG Foundation – Sport Clubs” with the memo line stating the specific Sport Club and mailed to the Sport Club Administrator (address listed earlier in the handbook on page 4). Upon receiving the donation, the North Georgia Foundation will mail a receipt to the donor for their records. The moneys received through the foundation do not have the same expense restrictions as SGA money.

If a club is soliciting tax-deductible donations, the Director of Development must be contacted prior to the donation being given. Tax-deductible donations must be processed through a qualified charitable organization to qualify for the deduction. The University of North Georgia Foundation, Inc. was founded in 1959 for this particular purpose. 

Jeff Boggan

Director of Corporate and Foundation Relations

Development Officer – Athletics

Oakwood Building 134 – Gainesville Campus

678-717-3570

jeff.boggan@ung.edu

Fundraising Opportunities

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 Administrator and the Director of Student Involvement. A UNG Fundraiser Request Form must be filled out and approved prior to the fundraiser event.

• Coaches are an integral part of a club’s success. Typical club coaches come from Alumni and the local area that have extensive experience as a player and/or coach.
• The officers of each club are responsible for choosing their coach.
• Coaches should not be viewed as being in charge of the club. Coaches are strictly responsible for the on-field/on-court decisions (strategies, players), but do not lead the club. Officers should view the coach as a resource.
• Coaches will NOT be paid through SGA allocated funds.
• All Coaches must be approved by the Sport Club Administrator, complete a Coach’s Information Form, and sign a waiver.
• Coaches will provide the safest possible program for all participants.
• Coaches will follow all Sport Club procedures as put forward in the handbook.

NOTE:  A coach may be released from his/her duties at any time based upon violation of the coach’s agreement or for poor performance evaluations received by club members.

President

• Will volunteer his/her time and expect no monetary compensation.
• Will preside over club meetings.
• Will serve as liaison between the club, the coach, and the Sport Club Office.
• Will follow all Sport Club procedures/policies as presented in this handbook and will pass this information on to club members.
• Will inform club officers and members of all pertinent information included in the Sport Club Handbook (officers are individually responsible for insuring that all members meet Recreation Center requirements as well as organizational membership requirements).
• Will attend the Sport Club officers meetings.
• Will attend the year-end meeting with the Sport Club Administrator.
• Will submit facility/field requests to the Sport Club Administrator by the date required to arrange practice and match times for the upcoming semester.
• Will have each club member complete a waiver before they participate or compete in any Sport Club activity. These waivers must be kept current and on file in the Department of Campus Recreation and Wellness.
• Will submit accident/incident reports to the Sport Club Administrator within 24 hours of any accident/incident whether at practices or games if not already done so by the coach.

• Will hold regular elections of officers on a yearly basis to elect at least a President, Vice-President, Secretary, and Treasurer.
• Will inform the next club president of the routines and guidelines for club operations prior to the next president assuming office. This should include transferring the Sport Club Handbook to the new president and a list of names and phone numbers of new officers to the Sport Club Administrator immediately following the elections.

Vice President

• Will volunteer his/her time and expect no monetary compensation.
• Will carry out the responsibilities of the President in his/her absence.
• Will follow all Sport Club policies/procedures as presented in this handbook.
• Will submit information on events to the Sport Club Administrator for special event set-up at least two weeks in advance.
• Reports issues to the president and works with other officers and members.
• Will complete all duties as assigned by the Sport Club Administrator and/or club president.

Secretary

• Will volunteer his/her time and expect no monetary compensation.
• Will be responsible for maintaining up to date membership records.
• Will be responsible for updating club members on all communications.
• Works with the Treasurer to ensure only dues-paying members are active.
• Keeps and distributes minutes of all meetings.
• Emails minutes of each meeting to the Sport Club Administrator.
• Will follow all Sport Club procedures/policies as presented in this handbook.
• Will handle club correspondence with the assistance of the club president and coach.
• Will complete other administrative tasks as assigned by the Sport Club Administrator and/or club president.

Treasurer

• Will volunteer his/her time and expect no monetary compensation.
• Will work with club officers and members to prepare and submit proposals for fundraising activities to the Sport Club Administrator according to Sport Club guidelines.
• Will coordinate expenditures with the assistance of the Sport Club Administrator.
• Will follow all Sport Club procedures/policies as presented in this handbook and understands that nothing will be paid for that has not been pre-approved and ordered through proper purchasing channels.
• Will complete other administrative tasks as assigned by the Sport Club Administrator and/or club president.
• Will coordinate scheduling and payment of officials with the Sport Club Administrator.
• Responsible for submitting all bills and the club budget, which includes attending any money-related meetings.
• Submits receipts/invoices to the Department of Campus Recreation and Wellness.
• Oversees the club checking account and ensures all club bills are paid on time.

Team Rosters

Rosters must be turned in each year as soon as the team becomes organized. The roster form will provide, at minimum, the name, Student ID number, phone number, and email address of each club member. It is crucial that these forms be filled out completely and submitted online by the date specified by the Sport Club Administrator. It is the responsibility of the club’s secretary to keep an updated roster on file with the Sport Club Administrator. 

The purpose of the Sport Club Council is to confront, discuss, and resolve issues related to various sport clubs in our campus community. In addition, it provides student members the opportunity to govern themselves and to collectively voice their concerns in an organized campus forum. 

The North Georgia Sport Club Council is made up of one representative from each club.  The representative for each club must meet the following expectations:

• Must have been a member of the club for at least 1 semester.
• Must be a student at the University of North Georgia and paying full fees.
• Must be able to attend 6-9 meetings total throughout the Fall and Spring semesters.
• Must be motivated and enthusiastic about the North Georgia Sport Club Program.

North Georgia Sport Club Council Responsibilities

The role of the Sport Club Council members is to attend monthly meetings and serve as a liaison between the club members. During these meetings, sport club representatives will be briefed on current and proposed sport club policies and procedures and any possible revisions to sport club regulations. Furthermore, they will be advised of upcoming events, student development initiatives, and service project opportunities. Council members and participants will always have the opportunity to present issues or state concerns to the Sport Club Council and/or Sport Club Executive Board. 

The purpose of the Sport Club Executive Board is to serve all clubs by providing resources and acting as an advisory group for the Sport Club Council.  The members of the Sport Club Executive Board will focus on the following areas:

• Make recommendations on admitting clubs to the Sport Club Program.
• Develop ways to increase participation and communication between all Sport Clubs.
• Serve as the Appeals Board for sanctions administrator by the Sport Club Administration.
• Advise the Sport Club Council on policy development and implementation.
• Make approvals on yearly budget allocations for each club. 

The University of North Georgia Sport Club Executive Board is comprised of the Sport Club Administration and five students who are current officers and members of active sport clubs. Each sport club may only have one member on the Executive Board. In order to be considered as an applicant for the Executive Board, the following requirements must be met:

• Must have been a member of the club for at least 1 year.
• Must be a current officer of a sport club.
• Must be a student at the University of North Georgia and be paying full fees.
• Must be nominated and voted into office by Sport Club members.
• Must serve a one year term but may be chosen to serve one additional year.
• Must be able to attend monthly meetings during Fall and Spring semesters.
• Must be motivated and enthusiastic about the North Georgia Sport Club Program.

North Georgia Sport Club Executive Officer Responsibilities

The role of the Sport Club Executive Board representatives is to communicate with club members and the Department of Campus Recreation and Wellness. Responsibilities include, but are not limited to; the following:

• Informing the Sport Club Council of required information which includes the contents of the Sport Club Handbook and the University of North Georgia Code of Conduct.
• Provide a forum for clubs to discuss general concerns with the council and administration.
• Attend budget proposal meetings and allocate money based on budget proposals.
• Conduct disciplinary hearings as needed.
• Review membership applications for new sport clubs.
• Accept responsibilities as assigned by the Sport Clubs Administration.
• Provide leadership, direction, and guidance for Sport Club members.
• Maintain and acquire relationship with all sport clubs.

Requesting a Budget 

• There is a very limited funding available for Sport Clubs. 
• Clubs will request budgets at the beginning of each academic year. 
  • Allocated monies must be spent by March 13th.   
• Clubs will not be reimbursed for travel (lodging, gas) or food.
• Allocated funds may be used for:
  • Equipment
  • Team Entry Fees
  • Governing Body Membership Dues (National Dues)
  • Hosting Expenses
  • General Supplies

Reimbursements/Receipts/Invoices

• Expenses must be approved prior to the purchase in order to use allocated funds. 
• All receipts and invoices must be submitted to the Sport Club Administrator for payment. Receipts MUST BE ORIGINALS!
• If a club requires that an invoice be paid, the original invoice (no copies) must be submitted. If the vendor accepts VISA, we will pay the vendor via that method.  If they do not, we will submit the invoice to the Accounts Payable Department and have a check sent directly to the vendor. We must have a vendor profile on file prior to any check being cut.
• If we pay with an invoice either with a VISA or check, the club must confirm (in writing) that the items purchased have indeed been received or the services rendered according to the invoice.
• Should a club pay for something out of the club’s outside account (or an individual member pays), we require the original receipts. Once we have the original receipts, we will submit them to the Accounts Payable Department and the check will be made out to the individual club. Accounts Payable will send the Sport Club Administrator the check and he/she will contact the club to let them know to come to the Rec Center to pick it up from their mailbox.
• If an individual member of the club pays for something that is club related and expects reimbursement, it is up to the club to either pay the person out of their account immediately or after the reimbursement check arrives.
• All receipts must be taped (NO STAPLES) to a blank sheet of paper for ease of submittal. DO NOT HIGHLIGHT.
• When invoices are not used, the Sport Club Administrator must have a flyer or email from another school with where, when, and the cost for tournaments. In addition, a copy of the cleared check must accompany any reimbursement check.
• Check requests take about 8-10 days for payment. Be aware on company invoices that the University of North Georgia will wait almost the entire 30 days unless the stated pay date is on the invoice.
• Please physically hand all completed paperwork to the Sport Club Administrator. Be sure to put club, contact name, phone number, and email address on the front page. You will be contacted if additional information is needed.
• If you need to speak with the Sport Club Administrator concerning bills for your club, please send an email to schedule an appointment. The Sport Club Administrator will be happy to work around your schedule.

Before any Sport Club travels, clubs must submit a Sport Club Travel Form 48 hours before departure, which can be found online via the Sport Club website. Required information is a list of specific members who are going, where the club is going, and all information about where the club is staying (name, phone number, etc). If all required forms are not submitted 48 hours before departure, the club will not be eligible to receive University funding. If trip is already processed, the club will not be eligible to receive University funding for future trip(s). Clubs may NOT be funded for any trip made without the submission of an itinerary to the Department of Campus Recreation and Wellness. A club must travel and compete with a minimum of 5 members. If a club wishes to travel and compete with 4 members or less, the Department of Campus Recreation and Wellness will not recognize this travel as a representation of the individual club, the Sport Club Program, or the University as a whole. To receive allocated funds for entry fees, a club must travel and compete with a minimum of 5 members. If a club wishes to travel and compete with 4 members or less, the individual members of that club are required to pay his or her own expenses.

Exception: Individual club members who are able to advance to regional or national competition to represent their respective club, the Sport Club Program, and the University as a whole will be allowed to use allocated funds for entry fees if those funds are still available to the club. The Sport Club Executive Board and Sport Club Administration must approve the usage of these funds prior to the competition. Funds available may only be used for entry fees. 

Lodging

Sport Clubs are not given money from SGA to pay for lodging. These costs should be covered by the individual clubs, either through dues or other fundraising efforts.

Automobile Insurance 

If a club elects to use a personal automobile, the driver must have automobile insurance in accordance with state law. A copy of the driver’s automobile insurance must be on file with the Sport Club Office prior to traveling. 

Sport Club Van Rental

Eligible Vehicle Drivers

To be an eligible vehicle driver, university employees or students must be at least 21 years of age, are not currently disqualified drivers, and have completed the REQUIRED Georgia DOAS Risk Management Motor Vehicle Training Course. Students or individuals who are not employees of the university must submit paperwork to become non-paid “University Affiliates”. Paperwork to become a “University Affiliate” can be found on the Human Resources website. The forms needed include both the University Affiliate Info Form and the Background Check Consent Form. These forms are to be turned into the Department of Campus Recreation and Wellness when reserving a vehicle. A minimum of 2 members of the sport club or approved group using the vehicle must be certified through the Georgia DOAS Risk Management Motor Vehicle Training Course. 

After completion of the training course, please ensure that you print off your certificate and bring this with you when reserving a vehicle.

Vehicle Charges

1. There is no daily rental fee for using a vehicle. However, the sport club or approved group using the vehicle will be responsible and charged for all gas used.
2. You will receive the vehicle with a full tank of gas. The vehicle must be returned with a full tank of gas. There will be a $6/gallon charge added to your bill for vehicles needed to be filled up by UNG Rec Sports upon return.
3. Repairs to state-owned vehicles that are not the result of normal “wear and tear” or lost or damaged keys will be the responsibility of the club/group utilizing the vehicle.
4. If the vehicle is returned excessively dirty, including but not limited to the following: dirt, mud, stained interior or ceiling/floor, garbage left in vehicle, etc., a $50 cleaning fee will be charged. 

Vehicle Reservations

1. The vehicles are given priority to the Department of Campus Recreation and Wellness first. Any other UNG student organization may request a vehicle rental but the internal Rec Sports programs have up until 5 business days prior to a date to book their travel.
2. No reservations will be approved until 30 days out from the date of travel requested.
3. A minimum of two members going on the trip must be “Eligible Vehicle Drivers” (Please See Definition Above) at the time in which the reservation is made.
4. Vehicle reservation forms must be completely filled out. You may complete the vehicle reservation form online or by coming by the Department of Campus Recreation and Wellness. Vehicle packets for confirmed reservations must be picked up no later than 2 PM the first day of travel. For travel over the weekends, vehicle packets must be picked up by 2 PM on Friday.
5. All vehicles are parked in the visitor parking lot at the bottom of the Rec Center parking deck in spaces labeled, “Service Vehicles Only”. When vehicles are returned, they should be parked in these same parking spaces.
6. Please read all Department of Campus Recreation and Wellness vehicle rental procedures before submitting a rental request form.

Use of the University of North Georgia Name

Sport Clubs may use the name “University of North Georgia” in describing their organization. However, a Sport Club should understand and make it clear in their representation to third parties that they speak only for their own members, not the University or the student body as a whole. Sport Clubs are not agents of the University of North Georgia. Clubs may use “University of North Georgia Volleyball Club”, but must always include the word “club.”

Promotion

Promotion begins with the leadership of the specific club. The best place to begin promoting your club is at freshmen orientation during the summer. You also have the option to set up tables and demonstrations in the Rec Center to promote your club. Contact the Sport Club Administrator for more information on promoting in the Rec Center.  

Website

Clubs are required to have an up-to-date website. Once a website has been established, clubs are encouraged to link their website to the Sport Club website. This can be accomplished by contacting the Sport Club Administrator.

Posting Guidelines in the Rec Center

GENERAL RULES & REGULATIONS:

• Content on all fliers and posters must not include any inappropriate language or images.
• Posters will have a two (2) week limit posting on Rec Center bulletin boards.
• For advertisements without a definite ending (event) date, the two (2) week limit will begin starting the Monday after submission.

FOR SUBMISSION OF FLIERS TO BE POSTED:

• Please attach contact name and information to the submitted flier.
• All fliers or posters must be approved by the Sport Club Administrator before being posted.
• Please submit flier copy to the Sport Club Administrator.
• Once approved, an expiration date will be placed on the flier.
• The flier can then be hung up by the Rec Sports Staff Associate on the assigned bulletin board(s).
• Fliers and posters are prohibited from hanging on walls, doors, or windows within the facility.

Using the University Logos

Please refer to the policies listed on the University Relations website. Sport Clubs are required to use the logo provided by the Department of Campus Recreation and Wellness. In addition to the use of the provided logo, clubs may also create their own logo that is specific to their club if they wish to do so. 

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. 

*Each form must be completed and turned in by predetermined deadline. See Sport Clubs Calendar for more information.

*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.