Club Organization

1. Club Sport Classifications

Each club sport will fall under one of the following classifications:

Competitive:

• Governed by an external body of legislation.

• Seeks outside competition and affiliation with a conference or league.

• Eligibility requirements are set forth by league.

Semi-Competitive:

• Is not governed by an external body of legislation.

• Participates in external competition.

• Team officers coordinate all external competition with near-by schools.

• Undergraduate and graduate students are able to participate. However, for external competition, captains must come to an agreement on whether graduate students will be allowed to participate.

Recreational/Instructional:

• For purpose of skill refinement and recreational health. 

• Does not participate in extramural competition.

• Faculty and staff may participate.
  
   

2. Officer Responsibilities

Each club must appoint a President, Vice President and Treasurer.

Appointed officers must be reported to the Office of Intramurals & Recreation via the Officer Agreement Form. (See Appendix A for Officer Agreement Form).

President – The President acts as the primary contact person for their club. Each Club President will automatically become a member of the Club Sport Council and is the only club member with voting rights. The President is responsible for but not limited to:

• Coordinating team meetings.

• Attending all scheduled club sport meetings.

• Representing their club’s opinions at monthly club sport meetings.

• Scheduling all practices and/or competitions.

• Relaying all club sport rules and regulations to their coach, advisor and club members. 

• Ensuring adherence to all regulations outlined in the Club Sport manual.

• Ensuring that all required paperwork is filled out completely and turned in to the Office of Intramurals & Recreation promptly.

• Assisting the Treasurer in preparing the annual budget and coordinating fundraising efforts.

• For competitive clubs, Club Sport Presidents are responsible for ensuring team compliance with rules and deadlines set forth by the governing organization.

Vice President – The Vice President is responsible for:

• Assisting the President in all of the aforementioned roles.

• Attending all Club Sport meetings.

• In absence of a secretary will maintain club files/records and submit the club’s End of Semester Form (See Appendix T for End of Semester Form).

Treasurer – The Treasurer is responsible for:

• Coordinating and implementing fundraising efforts as well as taking the necessary steps to gain approval for fundraising projects.

• Collecting club dues (if applicable).

• Budget development and management.

• Making account deposits.

• Submitting requests for petty cash or reimbursements.

• Receiving permission from the Office of Intramurals & Recreation for all transactions, purchases or financial agreements.  (Officers cannot enter into a financial contract without prior approval from the Coordinator of Club Sports.)

Other offices, which are recommended but not required:

Captain -The captain is responsible for:

• Executing practice plans or assisting the coach in the execution of practice plans.

• Uniting the team to achieve common goals during practice and competition.

Webmaster -The webmaster is responsible for:

• Requesting a website (new clubs) or requesting website access for the existing club website.

• Creating and maintaining the club website.

• Ensuring any information displayed on the Recreation Home Page regarding their club is accurate and up-to-date.

• Submitting team pictures, results and press releases to the Office of Intramurals & Recreation to be posted on the Club Sport webpage.

Secretary -The secretary is responsible for:

• Maintaining club files and records.

• Submit club’s End of Semester Form.

3. Club Sport Council

The Club Sport Council will be comprised of all club presidents, the Director of Intramurals & Recreation and the Coordinator of Intramurals & Recreation. The council will meet only as necessary. Each member of the Council is a voting member and will be responsible for representing their club’s views when decisions are put to vote by the administration.

4. Club Faculty/Staff Advisor Responsibilities

All clubs are required to find a Faculty or Staff Advisor unless waived by the Coordinator of Intramurals & Recreation. The advisor must be a faculty or staff member at Villanova. Club Sport Advisors serve as a valuable resource for clubs. In addition to the following expectations, it is important for the Club President and Club Advisor to meet and discuss advisor expectations prior to signing the Club Advisor Agreement Form. As far as the Office of Intramurals & Recreation is concerned, club advisors are responsible for the following:

• Attending important club meetings.

• Attending practices and competitions on a periodic basis.

• Providing club continuity from year to year by assisting with officer transitions.

• Providing valuable feedback for decision-making.

• Overseeing scheduling, budgeting, and financial transactions.

• Relaying university policies and expectations to the club.

• Acting as a mediator if team conflicts should arise.

• Initiating frequent correspondence with club officers.

• Staying involved with club activities.

The advisor must understand and agree to all of the terms in the Club Advisor Agreement (See Appendix B for Faculty/Staff Agreement).

5. Club Coach Responsibilities

A coach is required for any sport which the Director/Coordinator of Intramurals and Recreation deems necessary due to safety concerns. If the club is not required to have a coach, clubs may still choose to elect a coach. Club coaches are volunteer positions. The Coordinator of Intramurals & Recreation must approve all club coaches. Coaches must understand and sign the Volunteer Coach Agreement Form prior to any involvement with the club (See Appendix C for Volunteer Coach Agreement). The team doesn’t have the right to arrange an additional paid contract.  The coach must understand that their agreement is on a yearly basis and may not transfer from year to year. In order to gain approval, the coach must:

• Be at least of 21 years of age.

• Display in-depth knowledge of the sport and training principles related to the sport.

• Have an extensive history of involvement in the sport.

• Not be an undergraduate student.

• Meet with the Coordinator of Intramurals and Recreation.

Coach Responsibilities:

• Attend all practices and competitions.

• Develop and implement training programs to prepare athletes for competition.

• Assist in the scheduling of competitions and practices.

• Promote good sportsmanship.

• Limit team size or travel squad size (if necessary).

• Act as a mediator if team conflicts should arise.

• Travel to overnight competitions with the team.

• Enforce University policies and code of conduct.