The Sport Clubs Program

Introduction

The Sport Club Program at the University of Iowa, administered by Recreational Services, is comprised of over forty-five 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 Recreational Services.

Student organizations recognized as sport clubs are governed by the rules and regulations of Recreational Services. Each sport club officer/contact 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 “Recognized Student Organization” 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.

Each sport club is a student organization composed primarily of students, faculty, staff and public. The students within each club structure are responsible for the internal administration of their club and must constitute 80% of the club. Some of their duties include club organization, coaching, scheduling, publicity, and fundraising.

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.

Recognition & 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 80% 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. All participants must pay a $5.00 fee to be on an official Sport Club roster. Club members under the age of 18 must have a release form signed by a parent or guardian. All club members must sign a waiver form annually to be an active member of a recognized sport club.

Each club member must have a signed waiver form. For students, waivers will be completed and submitted through the club’s OrgSync site. All non-student members must fill out a hard copy waiver and submit it to Sport Clubs by dropping it off at E216 Field House or by turning it in to a Sport Clubs Supervisor during a spot check. A waiver can be found at here

A requirement for all clubs is to keep an updated roster that includes current records of both waivers and paid $5.00 participation fees.

Procedures for Recognition

Any group of students who are interested in forming a sport club to be recognized by Recreational Services must adhere to the following procedures:

First go the website http://csil.uiowa.edu/manage-your-org/tag/starting+an+organization and follow the instructions for Starting an Organization.

When all is found in order, the application will be forwarded to the Student Organization Review Committee (SORC) for recognition approval.

Each Fall and Spring clubs must re-register by updating changes in principle representatives of the club and/or constitution and bylaws.

A more detailed explanation of recognition and the appropriate forms may be obtained at the Center for Student Involvement or the Recreational Services Office.

 

Recognition by the SORC does not automatically ensure recognition as a sport club. Student Organizations must meet the definition of a sport club and be approved by Recreational Services to become a recognized sports club.

 

Upon approval and recognition of the sport club by Recreational Services, the club then becomes bound by the Recreational Services 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 at here at the Sport Club site under the forms tab, to the Recreational Services Office (E216 FH). Forms should be duplicated before use and should be typed or neatly printed.

 

Club Roster

Budget Request (by September 17 if requesting financial aid)

Club Equipment Inventory

 

 

All clubs should register with Recreational Services so they receive all campus Sport Clubs information. For information, call the Sport Club Coordinator at 319-335-8029.

 

Re-Recognition

 

Each club must re-recognize each semester by updating their OrgSync website with current officers, contacts, constitutional and information changes as appropriate.

This is to be done by the OrgSync club administrator.

The Sport Club year will end on April 30th with the new year starting May 1st. Elections should be held at this time with new officer information being reported to the Sport Clubs department. If there are any reasons these dates do not work for your club, plead your case to the Coordinator of Sport Clubs.

A transition binder is expected to be held and passed down to ensure continuity from year to year with the clubs. Items in the transition binder should include but are not limited to a copy of the manual, travel information, event and practice schedules, purchase history, equipment inventory sheets, login and password information, and printed forms showing samples of all paperwork completed by clubs.

 

Health and Safety

Sport Clubs are expected to abide by all local, state, and national health and safety regulations.

 

Medical Examinations

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 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 Sport Club Coordinator.

 

Medical Insurance

It is strongly recommended by 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 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

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 Recreational Services (E216 FH) within 48 hours of the accident when medical treatment is needed by the Safety Officer.

 

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. University policies are clearly outlined in the Student Organization Policy List which can be found at the following link:

http://dos.uiowa.edu/policy-list/current/student-organizations-6/regulation-of-student-organizations-6/

 

While off campus, it is important to remember that clubs are an extension of the University. Wearing the University name, logo, and/or colors on uniforms or vehicles while traveling to and from competitions, staying in hotels, and competing is a privilege for clubs that should be a point of emphasis. All clubs must adhere to all driving laws, hotel policies, and competition rules while representing the University.

 

Disciplinary action will be taken by the Sport Club Coordinator, 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 Recreational Services. Appeals may be taken to the SORC.

Sport Club Personnel 

 

Club Member Role

Within each sport club, the members have 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. Clubs are encouraged to elect a combination of upperclassmen and underclassmen for the officer positions to ensure continuity from year to year. No member should hold multiple officer positions (excluding safety officer) to ensure a separation of duties throughout the club and avoids reliance on a single member for continuation of the club.

 

Club President and Vice President

The Club President and Vice President are elected positions. Either the club president or Vice President 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 information pertaining to sport clubs.
  • See that their sport club is complying with the rules and regulations of the University of Iowa and Recreational Services.
  • Complete and submit all necessary forms pertaining to their particular club to include the submission of a Waiver 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 club treasurer is a very important position. The treasurer must keep complete, documented, and updated financial records. 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
  • Club treasurers will be required to attend a Cash Handling training session.
  • 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.
  • Make all club deposits

 

 

Safety Officer

The safety officer position is required for all clubs. Any club member that is a student and already CPR/First Aid certified is qualified to act as safety officer. If no member of the club has his/her certifications, classes will be offered by the Sport Clubs program free of charge. A copy of all certifications must be on record with Recreational Services. The safety officer should be present at all practices and events. It is the responsibility of the safety officer to file 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 to Recreational Services (E216 FH) within 48 hours of the accident when medical treatment is needed. For all off campus practices, the safety officer must provide the Sport Clubs department with an Emergency Action Plan.

 

 

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:

 

  • Assisting with 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.