SPORT CLUB GUIDEBOOK - REQUIREMENTS & EXPECTATIONS

SAC and SCP Recognition
Recognition & Registration
University recognition of each sport club expires annually at the beginning of the fall semester.  Each club must complete the online recognition process with the Student Activities Center in the fall semester by Wednesday, August 31st at 5:00pm. The Recognition process through the Student Activities Center will also include the Sport Club Program Application.
Student Activities Center Online Recognition
Returning clubs must reactivate their RSO registration each fall.  Use the following checklist in order to help with completion of the SAC Online Recognition Process:
- Complete the Get Recognized online workshop and quiz. To pass you must score an 80% or better.
- PRINT and READ all parts of the RSO Information Guide, available at union.fsu.edu/sac/sos/.
- Gather the FSU ID (abc08d) and contact information for all officers of the organization, a minimum of 2 officers is required for the Student Activities Center, 3 officers for the Sport Club Program.
- Gather the FSU ID (abc08d) of the members of your organization, a minimum of 10 members is required.
- Submit updated organization constitution.
- Have your advisor read, complete, and sign the Advisor Agreement Form and return to the Sport Club Office at 1035 Tully Gym
- Remind members confirm their membership in your organization.  A minimum of 10 confirmed members is required by the recognition deadline.Sport Club Registration
The following paperwork must be properly submitted to the Sport Club Office to complete the Sport Club Registration process.  These forms can all be found in the Resource Center link on the Sport Club Web Site.  See the Important Dates section or the Points System for due dates.
1. Club Roster – Includes listing of all members including name, FSUCard number, and email address (or FSUID, i.e. abc08d).
2. Coach / Instructor Application – Must be completed annually.  Clubs that do not utilize a Coach/Instructor must turn in a form with the club name and “N/A” in the first blank.
3. Participant Waivers – The Participation Statement and Informed Consent Form must be completed by each member of the club on an annual basis.  New members must complete a waiver prior to participation in any practice, event, or competition.
4.Equipment Agreement – Signed by the club president, agreement for proper treatment, care, storage, etc., of University-owned equipment being used by the club.
5. Guidebook Agreement ­– Signed by the club president, agreement that the club knows, understands, and will abide by the guidelines set forth in the Sport Club Guidebook.
6. Constitution Addendum – Signed by the club president, agreement that club adheres to Registered Student Organization policies.
Sport Club Officer Position Descriptions
Each club must have the following elected officers who must be full-time Florida State University students.  Contact information for each officer must be kept up-to-date with the Sport Club Office.
The positions are President, Safety/Travel, and Treasurer.
Some additional officer possibilities include Vice-President, Secretary, Fundraising Chair, Community Service Chair, Publicity & Advertisement Manager, Event Manager, Recruitment Chair, and/or Historian.

Monthly and Semesterly Paperwork
Weekly Numbers
Each club is required to submit weekly numbers to their Sport Club Program Assistant.  The purpose of the weekly numbers is to keep up-to-date with what is going on with each club.  The weekly numbers are also used in reports provided to Student Government Association to justify the allocation of funds to the Sport Club Program along with reports to other University entities that support the efforts of the Sport Club Program and its member organizations.
Monthly Reports
Each club is required to submit a monthly report.  The purpose of the monthly report is to keep up-to-date with what is going on with each club.  The monthly report participant counts are also used in reports provided to Student Government Association to justify the allocation of funds to the Sport Club Program.
Completed monthly reports can be turned in directly to the Sport Club office in 1035 Tully Gym or to a club’s appropriate Sport Club Student Staff Representative.  Monthly reports will include week-by-week accounts of meetings, practices, and events (including number of participants) and notes on recent and upcoming club activities.   
Failure to submit a monthly report will result in probationary status for the club. 
A second violation in the same academic year will result in loss of recognition as a club within the Sport Club Program.  This includes the loss of the ability to spend allocated funds and utilize Campus Recreation facility space.  The club must file the appropriate reports and petition the Sport Club Program to be reinstated. 
Monthly Report Due Dates

Month	Due Date
August / September	Wednesday, October 5th 4:30 PM
October	Wednesday, November 2nd 4:30 PM
November	Wednesday, December 7th 4:30 PM
December	Wednesday, January 11th 4:30 PM
January	Wednesday, February 8th 4:30 PM
February	Wednesday, March 14th 4:30 PM
March	Wednesday, April 4th 4:30 PM
April	Wednesday, April 25th 4:30 PM

Other Paperwork
Throughout the year, other paperwork is required to be turned in to the Sport Club Office.  This required paperwork will count towards a club’s point total within the Sport Club Program Point System.  Forms can be found in the Resource Center section of the Sport Club Web Site.  Such paperwork includes:
Fall Paperwork
- Club Roster
- Coach/Instructor Agreement
- Guidebook Agreement
- Constitution Addendum
- Consent Forms
- Equipment Agreement Form
- Fall Semester Schedule
Spring Paperwork
- Equipment Agreement Form
- Roster Update
- Spring Semester Schedule
Final Paperwork
- End-of-the-Year Report: Each club is required to complete an End of Year Report and turn it in to the Sport Club Office in conjunction with the club’s End-of-the-Year Meeting with the Assistant Director of Sport Clubs.  This report provides the Sport Club Office with a year-in-review of club activities and contact information for future officers of the club. 
- Transition Notebook & End of Year Meeting: The Transition Notebook is a compilation of important information in regards to club business.  It can be a notebook, a file, or saved electronically.  This should include information such as past budget information, contact information, alumni contacts, fundraising records, and any other pertinent club information.  This notebook should be designed to be passed between outgoing and incoming club officers from year to year. This notebook will be presented to the Assistant Director at the end of each spring at each club’s end year meeting and evaluation.  Each club should also turn in the End-of-the-Year Report at this time.  It is preferred that the club’s current officers and required that the club’s incoming officers, all meet with the Assistant Director to discuss how the year went and what the club can work on going into the following year.
Paperwork must be turned in by 4:30 PM on the due date.  A list of due dates can be found in the Summary of Points Available section in the following pages of this guidebook.
Community Service
Each club shall complete a designated number of hours of community service. The number of hours varies based on the tier designation of the club.  Community service is deemed as services volunteered by individuals or an organization to benefit a community or its institutions. 
Some examples are the American Heart Association’s Heart Walk, sport clinics, Habitat for Humanity, or doing a neighborhood cleanup.  A Community Service Form must be completed prior to each community service event. 
Fundraising
Each club shall fundraising through the year to assist with financially supporting the club's activities and endeavors. The amount of fundraising required varies based on the club's initial annual allocation by the Sport Club Allocations Committee as well as the tier designation of the club. 
A fundraising project is considered a method used by the club to generate funds other than funds allocated by the Sport Club Allocations Committee.  To document a fundraising project, a Fundraising Documentation Form must be submitted to the Sport Club Office.
Club Web Site
Clubs are encouraged to create their own web sites for disseminating information about their club to students.  These web sites can be linked to the Campus Recreation Sport Club web site for easy access to interested students.  Clubs are also encouraged to submit information to the Assistant Director of Sport Clubs for headlines on the Campus Recreation Sport Club page. 

Club Expectations
Expectations
Club officers and members are accountable for all policies and procedures outlined in the Sport Club Guidebook and must also abide by the Florida State University Student Code of Conduct.  It is the students’ responsibility to obtain copies and effectively utilize the Sport Club Guidebook.  “Failure to know” is not an excuse for those not observing policies and procedures.  Clubs or individual members that fail to conduct themselves in an appropriate manner may be sanctioned. 
Disciplinary procedures start with the Assistant Director of Sport Clubs in coordination with the Director of Intramurals and Sport Clubs.  Disciplinary procedures can also extend to the Student Activities Center, University Judicial Board, Dean of Students Office, or Vice President of Student Affairs.  Sanctions may include, but are not limited to, loss of privileges and suspensions.  In very serious situations, clubs may be disbanded and/or individuals banned from participation.  Students are encouraged to discuss sanctions with the Assistant Director of Sport Clubs. 
Club Expectations
- In all club-sponsored activities, club members must assume full responsibility for following local, state, and federal laws as well as university regulations such as the Student Code of Conduct.
- Each club must maintain goals and objectives that are consistent with the educational mission of the university and the Seminole Creed.
- Clubs must be recognized online each fall with the Student Activities Center. 
- Each club must have a club roster on file in the Sport Club Office listing all members, their FSU card numbers, and email addresses.  The roster must be updated on a regular basis to include new members and remove old members.
- Each club must review and update its constitution annually.
- Each club is responsible for completing and submitting proper forms.
- Each club is responsible for assuring representation at SCP meetings and mandatory workshops.
- Each club is responsible for abiding by the guidelines, policies and procedures set forth in the Sport Club Guidebook.
Role of the Advisor
Please note that every sport club must have a full-time faculty or staff employee of FSU to serve as their advisor in order to be a fully recognized club by the university.
Sport Club Advisor Responsibilities
- Serve as an information source, provide guidance and leadership.
- Be knowledgeable of the guidelines and procedures for sport clubs and ensure that the student leaders of the organization are also informed of these policies.
- Assist members and officers in organization and in planning projects.
- Offer assistance in developing and overseeing the club budget.
- Periodically attend club meetings and activities.
- Oversee generation of funds.
- Supervise fund-raising events.
- Ensure club abides by University policies and procedures.
Role of Sport Club Coaches/Instructors
If desired, it is the responsibility of the sport club to secure the services of a coach/instructor for their club.  The coach/instructor is not an employee of Campus Recreation or Florida State University and is considered nothing more than a volunteer.  Coaches/instructors should preferably be experienced within the specific area of instruction and possess the necessary certifications and licenses, if they are required.
Coach/Instructor Regulations
1. The maximum number of coaches/instructors per each club is four.
2. If you have an exception and need more than four coaches/instructors, a written appeal must be filed in the Sport Club Office and approved by the Assistant Director of Sport Clubs.
3. Coaches/Instructors must be recommended by club members and must submit a signed instructor/coach application form each academic year in order to coach. 
4. The Coach/Instructor must be aware of and follow all University and Sport Club policies and procedures.
5. The Coach/Instructor should restrict their contributions to coaching and/or instruction and should refrain from activities involved in the club’s management.  A sport club is first and foremost a student organization and, as such, the student representatives (not the coach/instructor) should serve as the liaison between the club and the sport club staff, the University, and all non-University agencies.  The philosophy and key to the success of the Sport Club Program has been the continued emphasis placed on student leadership and participation.
6. The student members must handle club business matters (hosting tournaments, submitting forms, equipment requests, etc.) with the coach/instructor serving in an advisory capacity.  Club activities and events should be a team effort and not left solely to the coach/instructor or the student representative.
7. Coaches/Instructors must help to ensure good sportsmanship at all times.  Individuals must always conduct themselves in a manner that does not detract from the reputation of Florida State University.  This includes behavior in game situations, contact with other teams, and interaction with event staff.  When involved in off-campus events or when traveling, coaches must be aware that they are still representing the University and must act in a professional manner.
8. Participation in the Sport Club Program is strictly voluntary, therefore monetary rewards or scholarships shall not be promised or given to any player or prospective player by the coach/instructor.
9. It is recommended that all coaches/instructors purchase medical and liability insurance, as they are not covered by the University.
10. Coaches/Instructors should refrain from making appointments with the Director of Campus Recreation, Men’s and Women’s Athletic Directors, or any other person to discuss club business without first informing a member of the Sport Club staff.
11. The Sport Club staff has the right and obligation to protect the club, and if, in the staff’s opinion, the coach/instructor is not working in the best interests of the club, the coach/instructor will be relieved of his/her duties.
12. Coaches should not, under any circumstances allow hazing to take place within the club, nor should they allow an environment of hazing to exist.