Recreational Sports
A Unit of Student Life

Sport Club Handbook

Introduction

Welcome North Georgia Sport Clubs. The 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

North Georgia College & State University Mission Statement
North Georgia College and State University develops and educates leaders thorough a strong liberal arts, pre-professional, professional, and graduate programs.  North Georgia College & State University is proud to be designated by the Board of Regents of the University System of Georgia and by the Georgia General Assembly as the Military College of Georgia and distinguished as a leadership institution of Georgia. 
North Georgia College & State University provides an environment of academic excellence that develops leaders who respect all people, maintain high ethical standards, continue intellectual and personal growth, and serve the community, the state, the nation, and the world.

North Georgia College & State University Recreational Sports Mission Statement
The mission of the Recreational Sports Program at North Georgia College & State University is to provide students, faculty, and staff with the opportunity participate in a variety of recreational sports in a safe environment, creating a setting that fosters community, forms lasting memories, and instills a sense of belonging.  The Recreational Sports Program promotes physical fitness, healthy habits, and balanced behaviors, improving the overall social, mental, and physical wellbeing of participants.  Additionally, the program teaches students meaningful life skills, encourages personal achievement, and develops involved and responsible citizens.  In fulfilling this mission, we support and complement the institution’s academic and leadership objectives.

General Information

The North Georgia Sport Club program is composed of a group of students, faculty and staff that voluntarily organize themselves 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.
The Recreational Sports Office 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

NGCSU Recreation Center
198 Church Street
Dahlonega, GA 30597
(706)864-1622

Brooke Turner
Assistant Director of Recreational Sports
Sport Club Administrator
bmturner@northgeorgia.edu
(706)864-1622

Club Organization and Membership

What is a Sport Club?

The Sport Club program is a voluntary program organized for the purpose of promoting and developing skills and interest levels within a variety of different sports.  Sport Clubs are open to all faculty, staff, and 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 the Recreational Sports Department.  They are required to abide by rules and regulations governing student organization. 

Who can join a North Georgia Sport Club?

Sport clubs are made up entirely of any student, staff, or faculty member that has paid their Student Activity fee for either the semester or year that they are enrolled at North Georgia College & State University.  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 sheet stating that the individual understands the risks and responsibilities that are associated with their participation. *Faculty and Staff cannot compete in intercollegiate events, but they are welcome to practice.

Forming a new Sport Club

Starting a New Club

  • 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 North Georgia.
  • Sport Clubs must have a National Governing Body.
  • Hold and interest meeting and gather names, ID numbers, and contact information of interested individuals.
  • Decide club officers, advisor, dues, etc and construct a constitution for the club
  • Once the club is approved by the Office of Student Activities, the club must be approved by the Sport Club Administrator. 
    • Clubs will be on probation for 6 months.  And are not eligible for funding until the probationary period is complete. 

Returning Clubs

Must update information with the Sport Club Administrator each semester to remain on active status. 

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, depending on the nature and setup of the club.

o President: Oversees all functions of the club. Works closely with the Rec Sports Department. Delegates club responsibilities to the other officers and/or members. Will represent the club on the majority of topics.
o Vice President: Handles the day-to-day operations of the clubs. Reports issues to the President and works with other officers and members.
o 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 Rec Sports Office, oversees the club checking account and ensures all club bills are paid on
time.
o 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, keep and distributes minutes of all meetings.

In addition to these officers, the club has other members in charge of fundraising, scheduling, and promotions. All of the clubs will submit a list of their new officers to both the Coordinator of Student Leadership and Commuter Services and the Recreational Sports Office at the beginning of the school year or once the officer’s change over during the year.

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 schedule, and other matter of importance for that semester. The Sport Club Council will also conduct at least two semester meetings to discuss pertinent information related to all sport clubs.

Guidelines and Requirements

The president of each club is responsible for developing guidelines and/or expectations for the club each year. The president of the club is responsible for providing a request for fields, courts, and equipment to the Sport Club Administrator each fall semester.  The president or another member of the executive council is responsible for submitting a schedule for both practices times and games to the Rec Sports Office. All coaches much sign a “Coaches Agreement Form” and turn into the Sport Club Administrator.

Administrative Assistance

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 Saints Card to enter the Rec Center. All members of the sport club must have valid Saints 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.

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 contact the Sport Club Administrator to make copies. 

Sport Club Mailboxes

Each sport club has a mailbox located in the Rec Sports Office at the Rec Center. These boxes should be checked at least once a week between 8am-5pm, Monday-Friday.  All club mail should be sent to these mailboxes. 

NGCSU Recreational Sports
(Sport Club Name)
198 Church Street
Dahlonega, GA 30597

Program Safety

Risk Management Requirements

At least 2 members of each club, (minimum of one officer) MUST be CPR/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 Rec Sports Office.  It is highly recommended that coaches be CPR/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 their own personal health insurance.  North Georgia College & State University does not provide any insurance for individuals or groups. 

First Aid Polices and Procedures

As stated before at least two members of each club MUST be CPR/First Aid certified.  CPR/Firsts 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 Rec Sport Office.  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 available for the entire season. First Aid kits can be checked out from the Rec Sports Office at the beginning of each semester if the club does not have one of their own.

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 Rec Sports Office 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 an athletic trainer to be onsite through the Rec Sports Office. The clubs are responsible for the cost of the trainer.

Affiliation/Governing Body Requirements

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. 

Facilities

Scheduling

Practice requests must be submitted by the President of the club to the Sport Club Administrator each semester. All other facility request 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. 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. Please note: for any in semester request you must allow 8 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 assure the practice area is free of any risk and/or factors that may cause injury or damage. If you see other groups abusing the fields or using the fields on a restricted day, notify the Sport Club Administrator (706)864-1622 or bmturner@northgeorgia.edu

Hosting Sport Club Events

  • The request for hosting an event must be turned in to Recreational Sports 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 a injury report form, that is turned in to the office of Recreational Sports.
  • Opposing team members must sign an NGCSU 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 type event, 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 insuring proper waivers are signed by the opposing team.
  • Clubs are responsible for all set-up and clean-up before, during, and after events.
  • A Rec Sports 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 Recreational Sports.
  • Striping the Drill Field or reservation of equipment to stripe off-campus facilities MUST be coordinated through the Department of Recreational Sports at least one week prior to the event
  • A qualified Rec Sports 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 Recreational Sports.
  • Paint can be purchased through the Recreational Sports Department at the rate of $4 per can.

 Equipment

• Equipment purchased with SGA funds for clubs is considered owned by North Georgia College & State University, 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 Rec Sports Office.
• 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. We will then follow Risk Management procedures in getting the equipment fixed or replaced (if applicable). The following is required after equipment has been damaged:
o Secure the equipment
o Provide all written documentation of the incident
o The Risk Management Department will then need an appraisal of the damage (they will contact out this endeavor)
o All work on the equipment or replacing the equipment will be determined then by the Risk Management Department.
o The club should also take pictures. The Risk Management Department 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 is using North Georgia equipment will need to do an inventory at the beginning and end of each school year. This form will be required to be turned into the Sport Club Administrator at the end of each academic year (spring). This will be reviewed at the end of year meeting with the Sport Club Administrator.

Storage

Clubs may secure smaller equipment in Rec Center, pending approval by the Sport Club Administrator.

Fundraising Donations

Donations can be made to a specific club and may be tax-deductible. Checks must be made payable to “North Georgia 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). Upon receiving the donation the North Georgia Foundation will mail a receipt to the donor for their records. The monies received through the foundation do not have the same expense restrictions as SGA money.

Fundraising Opportunities

Clubs have the opportunity to fundraise in many different ways. Many clubs fundraise in order to generate more money for their clubs. 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 Activities.

Coach’s Agreement

• 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.
• All Coaches must be approved by the Sport Club Administrator and complete a Coach Information Form, and sign a Waiver
• Coach will provide the safest possible program for all participants
• Coach will follow all Sport Club procedures as put forward in the manual.
*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.

Job Descriptions

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 manual and will pass this information on to club members.
• Will coordinate scheduling and payment of officials with the Sport Clubs Administrator.
• 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, as well as organizational membership requirements).
• Will attend the Sport Club coaches and officers meetings.
• 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 card before they participate or compete in any club sport activity. These cards must be kept current and on file in the Sport Club Office.
• 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/Treasurer and Fundraising Chairperson.
• 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 Operations Manual 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 procedures for spending money, scheduling, etc. and understand that nothing will be paid for that has not been pre-approved and ordered through proper purchasing channels.
• Will submit information on events to the Sport Club Administrator for special event set-up at least two weeks in advance.
• Will complete all duties as assigned by the Sport Club Administrator, club coach or club president.

Secretary/Treasurer

• Will volunteer his/her time and expect no monetary compensation.
• Will work with the fundraising chairperson 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 Clubs procedures/policies as presented in this manual and understands that nothing will be paid for that has not been pre-approved and ordered through proper purchasing channels.
• 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, coach or president.

Officer Responsibilities

Participation Reports

Each club president will be responsible for keeping participation figures and turning in a semester report of participation. This form should be kept up currently with any changes to the club with regards to officer change, roster additions, coaching changes and any other administrative change the club may incur. This form will allow the Sport Club Administrator and the clubs to evaluate how the programs are progressing and state any problems, equipment needs or repairs. These reports are due at the end of each semester along with a Semester Report. Failure to submit these reports may result in a freeze placed on the club's budget or cancellation of the club's field or facility usage.  Participation reports are due by the last day of classes each semester.

Club Rosters

Roster must be turned in each semester as soon as the team becomes organized. The roster form will provide the name, NGID number, phone number, and email address. It is crucial that these forms be filled out completely and legibly and must be turned in by the second week of the current semester. An updated roster with names and email addresses must be submitted by each club if any additions are made.

North Georgia Sport Clubs Council

The North Georgia Sport Club Council is made up of one representative from each club.
The purpose of the Council is to pass on pertinent information to the clubs and to advise the Sport Club Administrator on instituting rules, regulations and policies for the entire North Georgia Sport Club Program. This Sport Club Council representative must meet the following expectations:
• Must have been a member of the club for at least 1 season.
• Must be a student at the North Georgia College & State University, and paying full fees.
• Must be able to attend 6 meetings total throughout the fall and spring semesters.
• Must be motivated and enthusiastic about the North Georgia Sport Club Program.

North Georgia Sport Club Representative Responsibilities

The role of the Sport Club Council representative is to communicate with the club members and the Sport Club Office. Responsibilities include, but are not limited to:  Informing club members of required information which includes the contents of the Sport Club Handbook and the North Georgia College & State University Code of Conduct.  Attending Sport Club Council meetings and clinics and serve as a liaison between the club members, the council and the Sport Club Administrator. Meeting the deadlines required by the Sport Club Office including facility requests, travel authorizations, purchase requests, team rosters, club information, waiver cards, budget proposals, CPR certification and others as assigned.

Monetary Transactions

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 31st.    
  • Clubs will not be reimbursed for travel or food.
  • Allocated funds may be used for:
    • Equipment
    • Entry Fees
    • Membership Dues
    • Hosting Expenses
    • General Supplies

Reimbursements/Receipts/Invoices

  • Expenses must be approved prior 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
Club Administrator the check and he/she will contact the club to let them know to come to 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 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 North Georgia College & State University will wait almost the entire 30 days unless 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 at bmturner@ngcsu.edu and we will schedule an appointment. The Sport Club Administrator will be happy to work around your schedule.

Travel

Before any sport club travel, clubs must submit a Travel Request Form. 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). Clubs may NOT be funded for any trip made without the submission of an itinerary to the Sport Club Office.

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 fund raising efforts.

Automobile Insurance

If a club elects to use a personal automobile the driver must have automobile insurance, in accordance with state law.

Public Relations/Publicity

Use of the North Georgia College & State University Name

Sport Clubs may use the name “North Georgia College & State University” 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 North Georgia College & State University. North Georgia College & State University, NGCSU or North Georgia should never precede the name of the club in any published or public record, (should read: i.e. - The Volleyball Club at North Georgia College & State University).

Promotion

Promotion begins with the leadership of the specific club. The best place to begin promoting your club is at INTRO 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 encouraged to have an up-to-date website.  These can be hosted by the University, for more information on acquiring a website please contact Judy McHan at jmchan@ngcsu.edu.  Club websites will be linked to the Rec Sports website upon request. 

Posting Guidelines

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 Marketing Department 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 Public Relations Website.  Sport Clubs are not allowed to use the Athletics Logo (Overlapping NG).

Code of Conduct

The Student Organization Regulations is the Institute'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 Institute'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 Conduct Code 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 North Georgia Sport Clubs are expected to show the highest level of sportsmanship when participating in any event. This includes practices, team events, games, tournament, and any other activity that involves a Sport Club. The club and its members not only represent themselves but also the university, the Rec Sports Department, and the Sport Club program. Therefore, the emphasis on sportsmanship is highly encouraged.

Hazing

Hazing is prohibited as outlined in the 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.
 

Disciplinary Guidelines

A student enrolling in North Georgia College & State University assumes an obligation to conduct himself or herself in a manner compatible with the Institute's function as an educational institution. Actions considered contrary to the Institute 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 North Georgia community and to maintain an environment conducive to academic excellence. The full student code of conduct can be found in the student handbook.

Sport Club Evaluation System

 

Sports Clubs will be evaluated throughout the academic year.  Points will be awarded to each club based on performance on certain criteria established by the NGCSU Rec Sports Department.  The points may be used to determine future funding and status of the club.  The maximum number of points a club may earn is 250. 

 

Evaluation Area

Total Points

Deadline

1

Attendance at Fall Workshop

20

 

2

CPR/ First Aid Certifications (x2)

10

 

3

Club Constitution and Bylaws

15

 

4

Officer Contact List

10

 

5

Team Roster & Contact List

10

 

6

Student Organization Chartering Packet

10

 

7

Attendance at Club Sport Council Meetings (x4)

10

 

8

Travel Rosters

15

 

9

Travel Requests

15

 

10

Club Website (Current)

10

 

11

Fall Schedules (Practice/Games/Events)

10

 

12

Spring Schedules (Practice/Games/Events)

10

 

13

Submission of 2009/2010 Budget Proposals

20

 

14

2009/2010 Budget Proposal Presentation

20

 

15

Equipment Inventory Fall/Spring

10

 

16

Year-End Meeting and Annual Report

10

 

17

Club Elections

5

 

Evaluation System Description

Items contained in this section total 250 points.  It is vital that clubs earn as many pints as possible, because their performance in these areas can determine how much money each club is allocated.  The goal of the evaluation system is to ensure the timely return of required forms and to keep the NGCSU Recreation Sports Department up-to-date on the activities of each club.  It is hoped that this system will assist each club in achieving their goals and meeting expectations for the 2009-2010 year. 

Fall Workshop:  20 Points
The purpose of the Fall Workshop is to orient club officers to the NGCSU Sport Club Program.  The workshop is mandatory of all clubs and officers and will allow the NGCSU Recreational Sports Department to discuss policies and procedures for the Sport Club Program.  In addition, officers will be given Sport Club Handbooks.  The majority of the Fall Workshop will be spent in discussion regarding items in the Handbook and to outline expectations and goals of the Sport Club Program.

CPR/First Aid Training:  20 Points
The NGCSU Club Sport Program requires at least (2) club officers and/or members be trained and certified in CPR and First Aid. Coaches are also encouraged to obtain CPR/First Aid Training. This is to help ensure the safety of all club sport participants.  Certification classes are available through the NGCSU Recreational Sports Department.  CPR/First Aid classes will be available on a first come first serve basis. 
Registration fees for certification classes will apply.  Proof of certification is required to be on file with the NGCSU Recreational Sports Department.  The deadline for turning in proof of certifications is October 1. 

Club Constitution and Bylaws:  15 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 NGCSU Recreational Sports Department.  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. 

Officer Contact List:  10 Points
It is vital to have the current contact information for all club officers on file with the Recreational Sports Department.  The key to a successful relationship between the NGCSU Recreational Sports Department and the individual clubs is communication; therefore, this contact list must be turned in by the Friday after Labor Day, and any changes must be brought to the attention of the Rec Sports Department as soon as possible. 

Team Roster and Contact List:  10 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 hold try-outs or determine their club’s membership, a list of returning players will suffice; however, the roster must be updated as membership changes. 

Team Waivers:  15 Points
North Georgia College & State University does not provide accident or medical insurance for club members and cannot be held responsible for injuries incurred during travel or participation in voluntary activities.  Individuals must be made aware that participation in club sports is done so at their own risk.  It is REQUIRED that all Club Sport participants sign a “Waiver and Release of Liability” form.  A minor, anyone under the age of 18, must have a parent/guardian signature prior to participation 

Student Organization Chartering Packet:  15 Points
All NGCSU Clubs are required to submit a chartering packet and to complete the chartering process.  Deadline for submission of the Student Organization Chartering Packet is the same as the deadline set by the Office of Leadership and Commuter Services.

Attendance at Club Sport Council Meetings:  10 Points Each (40 Total)
Attendance at Club Sport 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. 

Travel Rosters:  15 Points
Each club is required to submit a completed Travel Roster at least five (5) days prior to leaving.  Travel Rosters must be submitted by any team which is traveling off-campus.  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. 

Travel Requests:  15 Points
Clubs that travel overnight and/or clubs that travel out-of-state and plan on using club funds must submit a Travel Request Form 2 weeks in advance of leaving.  This form must be completed with the assistance of the Club Sport Director; therefore, a meeting must be scheduled by a club member. 

Club Website:  10 Points
Clubs are encouraged to create and maintain an up-to-date website to promote their activities.

Fall/Spring Schedules:  10 Points Each
Clubs are responsible for scheduling all of their practices/games/events with the Recreational Sports Department.  Fall Schedules are due the second Friday in September and Spring Schedules are due the thirds Friday in January. 

Budget Proposals:  20 Points

Budget Proposal Presentation:  20 Points

Equipment Inventory Fall/Spring:  10 Points

Year-End Meeting / Annual Report:  10 Points

Club Elections:  5 Points

 

  by Brooke Turner