A downloadable Sports Clubs Manual is available here in PDF format.

Table of Contents

A) The Sport Club Program
1. Introduction
2. What are Sport Clubs?
3. Sport Clubs and the Lesson Programs

B) Recognition and Administration
1. Membership
2. Procedures for Recognition
3. Health and Safety
4. First Aid and Accident Procedures
5. Club Conduct

C) Sport Club Personnel
1. Club Member Role
2. Club Officers
3. Club Advisor
4. Club Coach
5. Club Instructor

D) Sport Club Services
1. Secretarial Assistance
2. Budget Preparation and Assistance
3. Publicity
4. Equipment
5. Facility Use
6. Travel

E) Extramural Competition
1. Conference or League Affiliation
2. Scheduling
3. Officiating
4. Eligibility

F) Finances
1. Sport Club Budget Requests
2. Legitimate Budget Request Items
3. Expenses not to be funded

G) Forms

A) The Sport Club Program

Introduction

The Sport Club Program at the University of Iowa, administered by the Division of Recreational Services, is comprised of over thirty different sport clubs. This handbook has been prepared as a guide to assist student officers and faculty/staff advisors in the administration of their club program. It contains specific procedures and guidelines related to the conduct of sport clubs and their relationship with the Division of Recreational Services.

Student organizations recognized as sport clubs are governed by the rules and regulations of the Division of Recreational Services. Each sport club should become familiar with this handbook. Any questions pertaining to club activities not stated in this handbook or related to the information contained in it should be referred to the Sport Club Staff.

What are Sport Clubs?

A sport club is a group of students, faculty, staff and general public (51% of the members must be students) that has been formed by individuals who are motivated by a common interest and desire to participate in a particular sports activity. More specifically, sport clubs are formed so the participants in each sport club can learn new skills, improve existing skills, engage in competition, or enjoy recreational and social fellowship. Other important features of the Sport Club Program that make it unique are: self-motivation, self-administration, self-support, and self-regeneration. All these factors form the basis for which the Sport Club Program is organized. All clubs are divided into four tiers:

• Conditional: All new clubs will automatically be assigned to the conditional tier and will have one year to demonstrate stability in terms of club administration, student interest and support, by maintaining the appropriate number of active club members. Upon successful completion of the conditional status, a club will be automatically assigned to the appropriate tier.

• Recreational: Recreational clubs are primarily recreational, social and/or instructional.

• Martial Arts: Martial Arts clubs are primarily combative sports, defensive, offensive or both and are instructional based. They can have a limited number of local, regional or national competitions. They must have a certified instructor.

• Competitive: Competitive clubs routinely compete in tournaments or games against other teams or individuals from other colleges, universities or like organizations. League play and national/regional competition is encouraged.

Each sport club is a student organization composed primarily of students, faculty, and staff. The students within each club structure are responsible for the internal administration of their club. Some of their duties include club organization, coaching, scheduling, publicity, and fund raising.

Sport Clubs at the University of Iowa closely adhere to the objectives of the general definition of a sport club previously presented. Many of the clubs engage in extramural competition. These clubs compete against representative teams from other clubs, colleges, or universities. Some clubs seek to improve members' skills in a particular sport by providing instruction and practice time. Still other clubs provide recreational and social opportunities in a casual atmosphere. Although all the sport clubs emphasize a particular purpose for their organizations, each club incorporates to some degree all the general sport club objectives: instruction, competition, socialization, and recreation.

Sport Clubs should not duplicate another recognized sport club unless there are strong extenuating circumstances.

Some organizations in the Recreational Services lesson program (i.e., martial arts clubs, scuba, etc.) may also qualify as a sport club. In these cases, the club may make application to be recognized as a sport club and gain the services provided by Recreational Services. However income and services already provided will be carefully considered in determining the financial aid and services provided to them as sport clubs.

B) Recognition and Administration

Membership

Each sport club will determine its membership rules. However, the membership requirements must be free from discrimination based on race, sex, religion, ethnic group, or national origin, and all clubs must be comprised of at least 51% of student membership.

All students attending the University of Iowa are eligible for membership in a sport club. In addition current faculty and staff of the University are also eligible to join sport clubs.

Upon approval by the individual club members, membership in a sport club is also available to University of Iowa alumni and non-University personnel. These memberships are limited to 49% of the total membership. Club members under the age of 18 must have a release form signed by a parent or guardian. All club members must sign a participation release form annually to be an active member of a recognized sport club.

Procedures for Recognition

Any group of individuals who are interested in forming a sport club to be recognized by the Division of Recreational Services must adhere to the following procedures: (the items below summarize this site)

1. Follow the procedures and complete the forms found at the Office of Student Life website under Creating a New Student Organization. (http://www.imu.uiowa.edu/osl/index.php)

• Recruit 5 or more persons, of which 51% are students.

• Download, type and print the Student Organization Recognition Form.

• Download, type and print the Student Recognition Questionnaire.

• Create a constitution using the guidelines found at the website.

• Read Link 1: Policy-Student Organization Recognition

• Submit Recognition form. Activity Questionnaire and a copy of your constitution to Recreational Services office E216 Field House and set up a meeting with the Sport club coordinator.

• Upon approval and recognition of the sport club by the Recreational Services, the club then becomes bound by Division rules and regulations and eligible for all club services and benefits. (See Services Section). New clubs will have a lower priority for services and financial aid than established clubs for a one year probationary period.

• A club must annually submit a number of informational forms (found on sport club web page) to the Recreational Services Office (E216 FH). Forms should be duplicated before use and should be typed or neatly printed.

• A copy of the Club Constitution
• The Student Organization Recognition Form
• Officers/Contact Form
• The club membership roster
• Individual waiver forms for each club member if required for your club
• General Information Form
• Facilities Request Form (If requesting space)
• Budget Request (by September 15 if requesting financial aid)

All of the above mentioned memorandums must be submitted with each application for financial aid to the Division of Recreational Services. All clubs should register with the Division of Recreational Services so they receive all campus sports club information. For information, call 335-9293/9286..

Health and Safety

Sport Clubs are expected to abide by all local, state, and national health and safety regulations. In the near future, several officers will be trained in cpr/first aid/aed in clubs designated as requiring this training.

Medical Examinations

The Division of Recreational Services strongly recommends that all members of sport clubs participating in vigorous or contact sports have an annual physical examination.

Sport club members who are under 18 years of age must have a parent or guardian sign a Division of Recreational Services Participation Release Form before they become eligible to participate in a sport club activity. This form must be signed and on file in the Recreational Services Office.

Failure to comply with the above rules will result in appropriate disciplinary action by the Coordinator of Sport Clubs.

Medical Insurance

It is strongly recommended by the Division of Recreational services that all members of sport clubs have adequate medical insurance coverage while participating in any club-related activity. Each club member is responsible for arranging insurance coverage. The University of Iowa or the Division of Recreational Services does NOT provide accident or medical insurance for club members. Individual clubs may require as a condition of membership, medical insurance for their members.

First Aid and Accident Procedures

It is strongly recommended that an athletic trainer be present at all club competition at The University of Iowa involving contact sports and other activities where such services are warranted. Coordination should be made through Recreational Services for trainer assistance at these events.

An accident report on club members who are injured and require treatment during on or off campus practice, competition, informal recreation, or instruction related to the sport clubs should be submitted to the Division of Recreational Services (E216 FH) within 48 hours of the accident when medical treatment is needed.

Club Conduct

Members of sport clubs are expected to act in a mature and responsible manner both on and off campus and especially while participating in a Sport Club activity.

Disciplinary action will be taken by the Coordinator of Sport Clubs, the Division of Recreational Services and the University of Iowa for any inappropriate conduct or action committed by an individual while participating in any club-related activity either on or off campus. The type of disciplinary action taken will depend on the offense that was committed. It may result in the Sport Club losing both recognition and support from the Division of Recreational Services. Appeals may be taken to the Recreational Services Committee.

Club Member Role

Within each sport club, the members have unlimited opportunities to become involved with the organization, administration and supervision of their club. The responsibilities of club members include but are not limited to:

• Formulating and writing the club constitution or bylaws.
• Determining membership requirements.
• Establishing dues.
• Selecting a faculty or staff advisor.
• Selecting a coach.
• Developing club rules and regulations.
• Administering the club budget.

Club Officers

All sport club officers must be students. ONLY club officers or their appointed representative shall communicate with Recreational Services on behalf of the club.

•• Club President or Representative

The club president is an elected position. Either the club president or his or her representative should perform the following duties:

• Serve as a liaison between their club and the Sport Club Staff. Attend all scheduled Sport Club representative meetings.
• Inform their club officers and members of all pertinent information pertaining to sport clubs.
• See that their sport club is complying with the rules and regulations of the University of Iowa and the Division of Recreational Services.
• Complete and submit all necessary forms pertaining to their particular club to include the submission of a Participation Release Form for each member annually.
• Report the results of all club-sponsored activities either on or off campus.
• Check the club's mailbox located outside the Recreational Services Office, Room E216, Field House at least weekly.
• Arrange for facility and/or field reservations for club functions.

•• Club Treasurer

The office of club treasurer is a very important position. The treasurer must keep complete, documented, and updated financial records. These records will be examined budget review time by the Coordinator of Sport Clubs. The treasurer should assume the following responsibilities:

• Keep current financial records.
• Document expenditures with the use of receipts.
• Make sure sport club monies are used properly.
• Prepare a budget report and submit it to the Coordinator of Sport Clubs by the designated deadlines.
• Know and monitor the rules and regulations governing the financing of student organizations.
• Initiate and ensure that club members assume responsibility for generating funds.
• Review the club’s monthly Statement of Accounts. The statements are put in the club’s mailbox monthly.

•• Club Advisor

It is strongly recommended that each club have a club advisor selected by members of the club. The sport club advisor must be a faculty or staff member of the University of Iowa.

The club advisor should attend club meetings on a regular basis. This will enable the advisor to better understand and assist the club. Other responsibilities of the advisor include:

• Approving the club's annual budget.
• Approving travel plans.
• Serving as a resource person for University on club matters.
• Counseling and advising club members.

The role of the club advisor is mainly to lend his or her experience to help each club mature and reach its full potential. The advisor should help club members refine their programs, plans, and aspirations effectively and realistically. The club advisor also adds stability and continuity to the club programming and provide knowledge of University policies and procedures.

•• Club Coach

If desired, it is the sport club's responsibility to secure the services of a coach for their team. The coach of the club team should be involved strictly with coaching the team in practice and extramural competition. He or she should refrain from assisting in other areas of club management.

•• Club Instructor

Club members will choose the instructor for sport clubs such as martial arts clubs, scuba, etc as required. He or she should be experienced within the specific area of instruction and possess the necessary certifications or licenses if they are required.

Coaches and honorariums for instructors may be paid from allocated funds. In these instances, the payment must be approved in advance by the Coordinator of Sport Clubs.

Services provided to sport clubs recognized by the Division of Recreational Services include the following:

Secretarial Assistance

Sports clubs may submit requests for secretarial assistance involving official club business at least four working days in advance of the date the material is required. Secretarial assistance request items should be coordinated through Recreational Services.

The following are considered to be acceptable as secretarial assistance request items:

• Assistance in publicizing club-related activities and limited copying.
• Preparation of club-related schedules, newsletters, entry forms, results, purchase orders, travel forms, and correspondence.

There will be no charge to the club for materials used in providing secretarial assistance. If professional printing is needed, the club will be charged the printer's fee. If an excessive amount of paper and/or secretarial assistance is needed, the request might be denied.

Telephone

Long distance phone calls concerning club business can be made in the Recreational Services Office. The Telephone Request Form must be completed and the club account will be charged for the calls.

Budget Preparation and Assistance

The Coordinator of Sport Clubs will assist each Sport Club with the preparation of budget requests. All budget requests must be submitted to Recreational Services no later than September 15 each fall. Budget request forms should be duplicated from the forms found at the back of this manual or they may be picked up from the Sport Club Office. The Coordinator of Sport Clubs must approve all budgets. Each club will be notified of their appropriation at the Sport Club General Meeting held at the beginning of the fall term. (Approximately October 1)

Publicity

The Recreational Services Office will assist each club in publicizing their program. Each request for assistance must be made in writing and submitted to the Coordinator of Sport Clubs.

Equipment

Use: The Division of Recreational Services provides a limited amount of equipment for use by sport clubs. Equipment issued by the Division of Recreational Services is governed by a specific check out system. Each club should become familiar with this system.

All equipment purchases by the Division of Recreational Services designated for club use as an approved budgetary item becomes the property of the Department. After the club checks out the equipment, the maintenance for it becomes the responsibility of that club. Although the University remains the owner of the equipment, the club and/or its members are responsible for it and will be held accountable for any damage or loss. (see Equipment Policy memorandum)

Storage: Limited storage space for club-owned equipment may be made available upon request and approval of the Division of Recreational Services.

Purchase: The Division of Recreational Services will purchase equipment for recognized clubs. All purchase request forms must be completed and submitted to the Coordinator of Sport Clubs. All equipment purchases involving departmental budget monies for Sport Clubs must receive approval from the Coordinator of Sport Clubs. (See accounting procedures).

Facility Use

Specific policies and procedures pertain to reserving facilities and field and club representatives should become familiar with them. Sport clubs desiring to use departmental facilities for club-related activities must submit an “Application for Use of University Facilities” to the Coordinator of Sport Clubs. Reservation of facilities not under the jurisdiction of the Division of Recreational Services remains the responsibility of the clubs. The Recreational Services Office will assist clubs when possible in securing other University facilities for club use.

The following are acceptable requests for use of facilities:

• Club meetings
• Practice
• Recreation
• Instruction
• Competition
• Club promotion
• Equipment storage
• Club fund raising

Practice facilities are reserved on a semester basis. Additional space for meetings, games, etc. is available on a first-come, first-serve basis. Locker space is available to club members on the same basis as regular use of the Division of Recreational Services' facilities. Visiting teams or Competitors may be permitted use of locker facilities under the jurisdiction of the Division of Recreational Services during the period of competition with a recognized Sport Club.

Sport clubs wishing to collect entry fees from tournament participants, admission fees form spectators, donations, or raise money in any other manner while using a department facility must have written approval from the Coordinator of Sport Clubs prior to the event.

All sport club participants, visiting clubs, and spectators must abide by all rules and regulations pertaining to facility use.

Travel

All club travel is governed by the rules and regulations of the Division of Recreational Services and the University of Iowa. Travel guidelines for Sport Clubs using private vehicles include the following:

• An Application for Sport Club Travel Form must be filled out three working days prior to day of departure at the Recreational Services Office.
• Advanced approval is required from the Sport Club Coordinator for all travel and any reimbursements.
• Only gas purchases, lodging and entry fees are reimbursable and require receipts and completion of a Pro Travel Acknowledgement of Expenses and a Hotel Verification Form (if lodging was paid).

Travel guidelines for Sport Clubs using University vehicles include the following:

• Request for use of University vehicles must be made in writing using the Student Organization University Vehicle Request Form (this form will serve as the notice of club travel and the Application forSport Club Travel Form need not be completed) The vehicle request must be completed and turned into the Sport Club Coordinator, who will then make the online vehicle reservation, sign the form and forward it to the Dean of Students for his signature. This process takes time and to be assured that the vehicle is reserved and all the paperwork is completed on time the club officer should allow at least 5 working days before the travel date to start the reservation.
• All out of state drivers must submit a Fleet Safety Out of State Driver Record Release form to be eligible to drive a motor pool vehicle. This form can be found at the risk management web site. The form should then be sent to the Fleet Management Administrator, Risk management, 305 PCO. The club account will be charged a nominal fee for the review. The club MFK account # must be included (contact the Sport Club Coordinator).
• To review all motor pool fleet rules and regulations regarding training required, driver requirements, vehicles available, cost, etc. you can use the general University web site (http://www.uiowa.edu) and go to m for the motor pool site in the index.

Conference or League Affiliation

Any sport club desiring affiliation with a conference or league must secure prior approval from the Division of Recreational Services before becoming a member of that conference or league. The sport club will submit the appropriate entry form and fees.

Scheduling

Each club president must submit a copy of the club's competitive schedule to the Sport Club Coordinator. The schedule must be submitted in advance of the club season. When planning a schedule of competition, each club should try to maintain a balance between home and away games.

Officiating

All requests for the payment of officials for sport club contests from monies allocated to clubs by Recreational Services must have the advanced approval of the Sport Club Staff.

In order for officials to be paid, a club officer must insure the Officials Employment Agreement is completed and signed by the club officer and the official. Make sure all instructions on the form are followed completely.

Payment of officials will be made from the Sport Club Office through normal University channels.

Eligibility

It is the responsibility of each club to adhere to the eligibility requirements that are set by the conference, league, etc., of which it is a member.

The members of each sport club are primarily responsible for the financial support of their club. Self-support is an essential principle of the Sport Club Program. Each club must make every effort possible to raise funds for their program. The Division of Recreational Services will make supplementary financial assistance to qualified clubs.

Monies received by a sport club must be used for the benefit of the entire group according to University rules and regulations. Funds for the sport club activities will normally come from the following sources:

• membership dues
• on-campus fund raising activities (University policies must be followed. Information is available at the Student Life Office.)
• off-campus solicitation (requires specific prior permission from the Sport Club Staff)
• budget allocation from the Division of Recreational Services account
• supplemental funds (if available) for regional and national tournaments

Annual Budget Requests

Clubs seeking financial assistance from the Division of Recreational Services must submit a budget request to the Sport Club Office. The Sport Club fiscal year is October 1 to September 30. Requests for each academic year are due by September 15. Late requests may be submitted at any time during the year, but there is no guarantee that funding will be available for the club after the September deadline.

For a club to be considered for funding, the annual budget request must be filed with the following forms (typed or neatly printed): These forms unless indicated can be found at the links section of the Recreational Services website www.recserv.uiowa.edu under program/sport clubs.

• A copy of the club constitution (found at Office of Student Life website)
• Officers/Contact Form
• Membership Roster Form
• Individual Waiver Form if required for the club (if there is not a club waiver at the link it is not required)
• General Information Form
• Facilities Request Form (if requesting space)
• Budget Request
• Student Organization Recognition Form (found at Office of Student Life website)

All of the above mentioned memorandums must be submitted with each application of financial aid to the Division of Recreational Services by the deadline above to not jeopardize funding. For information, call 335-9293.

Budget Appropriation Process

• Each club submits a budget request to the Recreational Services Office (E216 Field House)
• Each request is received and analyzed by the Sport Club Staff. Only justifiable expenditures are retained. Adjusted budget requests are developed when necessary.
• The club representative receives notification of the appropriated amount for the club at the general sport club meeting in the fall. (Approximately October 1)

Legitimate Budget Request Items

• League or Conference entry Fees/Dues
• Officiating expenses
• Travel - gas only for private vehicle or the cost of renting a University vehicle
• Equipment - Game, practice, and safety
• Publicity and advertising
• Administrative costs - office supplies, postage, printing, telephone, etc.
• Honorariums in special instances approved by the Coordinator of Sport Clubs
• coaches
• Services (Field lining, trainers, other wages)
• Lodging
• Awards

Expenses Not To Be Funded

• Food and refreshments
• Personal equipment or uniforms
• Any item not approved prior to purchase

PROPER PROCEDURES MUST BE FOLLOWED WHEN USING UNIVERSITY FUNDS.

Remember. . . .Any expenditure from the Sports Club account must receive PRIOR APPROVAL OF THE SPORT CLUB STAFF. PROPER FORMS MUST BE COMPLETED AND SUBMITTED BEFORE MONIES CAN BE USED. NO OUTSIDE ACCOUNTS PERMITTED.