VILLANOVA CLUB SPORTS

 2007-2008 Club Sport Policy Manual

Yearly Responsibilities

1. Club Sport Meetings

There will be a mandatory introductory meeting for all club sport officers at the start of each academic year.  In addition, each club is responsible for sending at least one officer representative to club sport monthly meetings. (See Appendix G)  It is recommended that all officers/advisors/coaches attend the meetings; however it is only mandatory for one officer. Officers are expected to check their email on a regular basis to ensure efficient communication between the Office of Intramurals & Recreation and each club.  

2. Financial Responsibility

A. Budget Proposal

Each club must submit a budget proposal along with their application for recognition or recognition renewal (See Appendix H for Budget Proposal Form). Factors to take into consideration when budgeting include but are not limited to the following:

• Equipment/uniform purchases

• Rental of off-campus facilities

• Travel expenses (gas, tolls, vehicle rental, hotel costs)

• Officials’ costs

• League dues

• Medical personnel for home contests

• CPR certification costs

B. Club Accounts and Purchases

Each club will receive their own private account to deposit funds. This will be referred to as your “fundraising account”. Funds from this account will roll over from year to year. 

Fundraising dollars may be used for any of the following expenses:

• Approved travel costs such as gas, tolls, rental vehicles and documented mileage by personal vehicles

• Lodging in accordance with competition

• Officials/medical personnel

• League or conference dues/memberships

• Tournament entry fees

• Pre-approved equipment and uniforms

• Medical supplies

• Apparel (which can be kept by club participants at year end)

• Food, refreshments and meals

• Awards or gifts

• Any other approved purchase

Once a club has been recognized by the University for one full year, they are eligible to receive University funding. Funds will be allocated based on a point system. (See section C of the Financial Responsibility section, page 8.) Funds allocated by the University will be held in a separate account from your fundraising account. This account will be called your “university account”. See the following break down of approved and non-approved purchases from your university account.

Approved Purchases:

• Any approved travel costs such as gas, tolls, rental vehicles and documented mileage by personal vehicles.

• Lodging in accordance with competition

• Officials/medical personnel

• League or conference dues/memberships

• Tournament entry fees

• Pre-approved equipment  

  • This equipment must be labeled, inventoried and returned to Office of Intramurals & Recreation after each academic year.

• Medical supplies  

• Pre-approved uniforms

  • These uniforms must be labeled, inventoried and returned to Office of Intramurals & Recreation after each academic year.

• Any other approved purchases

Non-Approved

• Socks or undergarments

• T-shirts, sweats, warm-up suits, jackets and shoes

• Food, refreshments and meals

• Awards or gifts

• Any other unauthorized purchase

Clubs will not be allowed to make any financial transactions without prior approval from the Coordinator of Intramurals and Recreation. There must be adequate funds in your account for all purchases prior to the date of purchase. All purchases must be club related. Only club Presidents, Vice Presidents or Treasurers will be allowed to submit requests for payment. In order to process the request, one must show proof of ID.

Four methods of payment that can be used:

• Reimbursement

• Credit Card

• Check

• Petty Cash

Reimbursement

In order to be reimbursed for any purchases, you must gain approval for the purchase from the Coordinator of Intramurals and Recreation prior to the transaction.  Additionally, YOU MUST SAVE YOUR RECEIPTS and turn them in to the Office of Intramurals & Recreation for payment. Receipts must be accompanied by the following information: 

• Description of purchase

• Date of purchase

• Payee name and complete address

• Payee social security number

• Amount of payment

• Original method of payment (cash, check, credit card etc.)

• DO NOT PAY INDIVIDUALS SUCH AS OFFICIALS IN CASH! You will not be reimbursed for any individuals paid in cash.

Travel Reimbursement.  If you are traveling in University Vehicles, you must save gas and toll receipts for reimbursement.  When traveling by personal cars, the driver will be reimbursed by mileage.  In order to be reimbursed, the drive must have the necessary driver information on file with the Intramural and Recreation Office in addition to being indicated on the travel authorization form.

Credit Card

Credit card payments can only be made by contacting the Coordinator of Intramurals and Recreation.  Examples of approved credit card transactions include hotel payments and on-line purchases.

Check

A request can be made to issue a check to a payee through the University. In order to request a check, you must provide the Office of Intramurals & Recreation with the following information:

• Description of service or purchase

• Date of purchase or service

• Payee name and complete address

• Due date of payment

• Amount of payment

• Invoice number (if applicable)

• Officials and other event staff must provide their social security number, as well as fill out a W-9 form and Villanova Event Staff Form for payment. The Office of Intramurals & Recreation will provide you with these forms.

Allow sufficient time to process a check request, at least 2 to 3 weeks.

Villanova University’s fiscal year ends May 31^st. Any requests for payment must be submitted by May 15^th. Any payments made after May 15^th will automatically be deducted from your fundraising account.  If said account has insufficient funds available, the check request will not be granted.  Upon year end, all funds remaining in your fundraising account will roll over into the next fiscal year. Funds in your fundraising account may not be withdrawn at year end to close out the account. (For example, team members may not divide left over funds amongst themselves and receive a refund of dues.) Unused university funds will result in a deduction of budget points for the following academic year. 

Petty Cash

Petty cash requests can only be made when clubs have sufficient funds in their account.  To do so Requests must be made 3 days in advance of when the funds are needed.  Anywhere from $100 to $500 in petty cash can be requested.  Receipts and change totaling the amount issued must be turned in to the Office of Intramurals and Recreation no later than two business days after use.  Failure to submit receipts and change in a timely fashion will result in loss of privilege and a deduction of club funding allocation points.

C. Budget Allocation Criteria & Point System

Once a club has been recognized by the University for one full year, they are eligible to receive University funding. Recreational/Instructional club allocations will be based on the prior year’s spending and their submitted budget proposal. Funds for competitive and semi-competitive club will be allocated based on the following point system:

Criteria for receiving points: If the category does not apply, no points will be awarded. 50 points is the maximum points that can be awarded.

1. Members

• Defined: Total members reported on the official Participant Form accompanied by a waiver.

• Point Breakdown:

      1pt-   5-10 members

      2pts- 11-20 members

      3pts- 21-30 members

      4pts- 31-40 members

      5pts- 41+ members

2. Years in Existence

• Defined: The number of consecutive years the club has been recognized by the University.

• Point Breakdown:

      1pt- 1-4 years

      2pts-5-7 years

      3pts-8-10 years

      4pts-11-13 years

      5pts-14+ years

3. League Dues

• Defined: The amount paid through your club account required by your governing body in order to participate in the league or conference.

• Point Breakdown:

      1pt- $1.00-$100.00

      2pts- $101.01-$200.00

      3pts- $201.01-$300.00

      4pts- $301.00-$400.00

      5pts- $401.01+

4. Club Member Dues

• Defined: Dues paid by each individual club member to participate. This does not include funds from external parties.

• Point Breakdown:

      1pt-   $50.00-$100.00

      2pts- $101.01-$200.00

      3pts- $201.01-$300.00

      4pts- $301.01-$400.00

      5pts- $401.01-$500.00

      6pts- $501.01-$600.00

      7pts- $601.01-$700.00

      8pts- $701.01-$800.00

      9pts- $801.00-$900.00

      10pts- $901.00+

5. Competitive Schedule

• A single home or away game will be counted as 1 game. A single day tournament will be counted as 1 game. A two day (or more) tournament will count as a total of 2 games. Results and Travel Authorization Forms must be handed into the Office of Intramurals & Recreation prior to competition in order to receive credit for each competition.

• Point Breakdown:

      1pt-   1-3 games

      2pts- 4-6 games

      3pts- 7-9 games

      4pts- 10-12 games

      5pts- 13+ games

6. Fundraising

• Defined: Funds raised by the club that are deposited into the club “fundraising account” (does not include member dues). This can come in the form of fundraising initiatives, donations or sponsorships.

• Point Breakdown:

      1pt-   $100.00-$500.00

      2pts- $501.01-$1000.00

      3pts- $1001.01-$1500.00

      4pts- $1501.00-$2000.00

      5pts- $2001.00+

7. National Competition Participation

• 3 points will be awarded to any team that participated in a National Competition the previous year. All appropriate travel forms must be submitted in to the Office of Intramurals & Recreation in order to receive points.

8. Club Sport Classification

• Defined: Points received based on the club’s competitive level.

• Point Breakdown:

      0pts-     Recreational/Instructional

      1pt-      Semi-Competitive

      2pts-     Competitive                  

9. Facility Usage

• Defined: Points received based on the club practice and competition site.

• Point Breakdown:

      0pts-    On-campus facility

      2.5pts- Combination of on/off campus facility

      5pts-    Off-campus facility

Extra points:  If awarded extra points, they will be added to your club’s point total for the following academic year.

-Community Service

• Defined: Community service will be calculated by multiplying each hour of service completed by the number of participants involved.  A minimum of 33% of your club roster must participate in the project in order for it to be counted as community service.

• Community service must be reported to the Office of Intramurals & Recreation. To report community service include the following information:

      1. Names of participants

      2. Number of hours per participant

      3. Description and dates of service completed

      4. Site and contact information

• Point Breakdown:

      1pt-   5-25 hours

      2pts- 26-50 hours

      3pts- 51-75 hours

      4pts- 76-100 hours

      5pts- 101 + hours

Deduction of Points: Points will be deducted from your club’s point total for the following academic year for the following infractions:

- Failure to send at least one club representative to monthly meetings

• 2 points per meeting missed

- Late paperwork

• All paperwork will have a due date. Failure to hand in paperwork by the due date will result in a deduction of club points at the discretion of the Office of Intramurals & Recreation. This includes failure to hand in injury reports on time.

- Incidents:

• Unauthorized travel and unauthorized purchases will result in a deduction of 10 points for each infraction.

• Leaving a practice facility in unsatisfactory condition will result in a deduction of 1 point per occurrence. If the problem persists, access to the facility will be denied.

• University van misusage will result in a deduction of points at the discretion of the Office of Intramurals & Recreation. If the misusage persists, the privileges of University van use will be removed.

• Left over funds in your University account will result in the loss of points. The remaining percentage from the total amount allocated will be the percentage of points deducted from your point total. (For example, if the club was allocated $1000 and had $500 remaining, 50 of your points would be deducted from your total points earned for the following academic year.)

• Other actions resulting in the loss of points at the Coordinator’s discretion include (but are not limited to): misspending university allocated funds, paying for tournaments that aren’t attended, participation by ineligible players, illegally hosting guests on campus.

Negative Points

If a club falls below zero points, the club will be put on probation and have one semester to bring points above zero or will be in jeopardy of having their University recognition revoked.

3. Fundraising & Club Dues

Clubs are encouraged to charge club dues in order to generate an initial source of funds. It is the responsibility of the club officers, in conjunction with the club advisor, to calculate the amount to charge for club dues according to proposed budget and squad size. Once your club is established, fundraising is the preferred method of generating funds.

Clubs must present all fundraising ideas to the Office of Intramurals & Recreation for approval before the fundraising endeavor begins.

4. Reporting Club Participants

Participant forms are to be turned in to the Office of Intramurals & Recreation as soon as cuts have been made and your roster is finalized for the year. (See Appendix I for Participant Form.) If team cuts are not made, the Participant Form must be turned in to the Office of Intramurals & Recreation no later than five days after your first team meeting. Participant additions and corrections should be updated regularly. The participant form must be accompanied by a signed waiver and should include:

• First and last name

• Jersey number (if applicable)

• Year (fresh., soph., jr. sr. grad, faculty/staff)

• Email address

• Phone number

• Banner ID #

5. Officers

Officer information should be turned in to the Office of Intramurals & Recreation after your first practice of the academic year. (See Appendix A for Officer Agreement Form.) Additions or changes to officer appointments can be made throughout the season and must be reported to the Office of Intramurals & Recreation.

6. Facility Requests

Villanova University athletic facilities are scheduled in accordance to the following prioritization:

• In-season varsity teams

• Intramurals

• Out-of-season varsity teams

• Club Sports

If you reserve a facility and then someone above you in the hierarchy makes a facility request for the same time, you will lose your reservation. In order to request the use of on-campus athletic facilities, you must submit a Facility Request Form (See Appendix L). Requests for facility usage in the fall must be submitted with Recognition Renewal Form. Requests for facility usage in the spring must be turned in by December 1.  If your club has facility space reserved for a time that you will not be using it, you must cancel your facility reservation with the Office of Intramurals and Recreation immediately. 

If using an on-campus facility, it is the clubs responsibility to return any university equipment used and clean the facility of trash after use. Further use of facilities can be denied if there is unreasonable damage to the field/facility. Misusing an on or off campus facility will result in a deduction of club points for the following year. Also the Athletic Facilities and Operations Department has the right to refuse use of any facility due to inclement weather or any other reason.

There is no guarantee that your club will be granted on-campus facility usage.  If your team desires to use off-campus facilities for their activities, the Office of Intramurals & Recreation must approve the location prior to any formal agreement between your club and an outside organization.

7. Equipment/Uniform Orders

All equipment and uniform purchases must be accounted for in your budget proposal. You must have sufficient funds in your account prior to purchasing any equipment. All uniform/apparel designs must be approved through the Office of Intramurals & Recreation before being purchased. Clubs have the option to purchase Nike apparel at discounted prices through the Office of Intramurals and Recreation.

Process for purchasing equipment:

1. Set up a meeting with the Coordinator of Intramurals and Recreation to discuss ordering options.

2. Each club will receive an order form that must be filled out and returned to the Office of Intramurals and Recreation for approval. Be sure to make a copy of your order form to keep for your records. Provide the original to the Office of Intramurals & Recreation.

3. The Office of Intramurals & Recreation will notify the team when the order is received. There is no guarantee as to when orders will be received.  Please allow a minimum of one month for orders to arrive.

8. League Information

Competitive clubs that are governed by an outside organization must update their contact information with the governing organization annually. The Coordinator of Intramurals & Recreation must be added as a contact person for all leagues. Clubs are financially responsible for league dues. Club presidents are responsible for ensuring compliance will all league rules and regulations. League information must be reported to the Office of Intramurals & Recreation with proposal for recognition/re-recognition. (See Appendix M for League Information Form.)

9. Practice/Game Schedule

Game schedules (See Appendix J) must be turned in to the Office of Intramurals & Recreation at least two weeks prior to competition. If you practice off campus, practice schedules must be submitted to the Office of Intramurals & Recreation two weeks prior to commencement as well. (See Appendix K for Off-campus Practice Schedule Form.) Schedules must include:

• Dates

• Time

• Location

• Opponent (if applicable)

• Off-campus practice facility contact information (if applicable)

If you would like to host a home competition or scrimmage you must set up a meeting with the Coordinator of Intramurals and Recreation to discuss event requirements at least 3 weeks prior to desired competition.

10. Officials

Any home contests must have the appropriate number of certified officials working the game for safety purposes. Officials are to be compensated by the club or through the league. It is the club’s responsibility to secure officials for the contest and report the names of officials to the Office of Intramurals & Recreation at least one week prior to the game date. Officials must complete a W-9 and a Villanova Event Staff form in order to receive payment. Please inform officials that checks will be mailed to them after all proper paperwork is filled out and received by the Office of Intramurals & Recreation. Do not pay officials in cash!

11. Opponent – Proof of Insurance

Clubs that host extramural competition on campus must provide proof of liability insurance from the visiting school two weeks prior to competition. If opponents cannot provide proof of liability insurance, each visiting participant must sign a Waiver and Emergency Contact Form prior to the start of competition.

12. Travel

Teams must subsidize any travel expenses including but not limited to:

• Tolls

• Gas

• Vehicle rental

• Hotel accommodations

All travel dates and accompanying information must be submitted to the Office of Intramurals & Recreation. (See Appendix N for Travel Authorization Form.) If you need assistance booking hotel accommodations, please contact the Office of Intramurals & Recreation.

A.  University Vehicle Requests

To request the use of University vans, clubs must complete a Vehicle Request Form (See Appendix R) or complete the form online at: http://www.villanova.edu/recreation/clubsports/Vehicle_Request_Form.htm .  In order to request an athletic van, the driver must be 21 years of age and have submitted a Motor Vehicle Consent Form (See Appendix S) along with a copy of their license to the Office of Intramurals and Recreation.  These documents must be submitted prior to requesting an Athletic van.

Athletics Vans are allotted in the same hierarchy as athletic facilities:

• In-season varsity teams

• Intramurals

• Out-of-season varsity teams

• Club Sports

If you reserve a van and then someone above you in the hierarchy makes a van request for the same time, you will lose your van.

Things to know:

• Vans will be located in the East Main Lot.

• When using athletics vans, you will need the lock box key from the Office of Intramurals and Recreation.

• The lock box key must be returned to the Intramural Office immediately.  Do not take it with you on your trip.  Others may need the key while you are out of town.

• You must sign out the van you will be using.

• You must take the vehicle you are assigned.  If your van is not there do not take an alternate van without approval from the Coordinator of Intramurals and Recreation.

• Vans must be returned to their original parking location, and used gas must be replaced.

• Any damage to University vehicles must be reported to the Coordinator of Intramurals and Recreation immediately following the incident.

Requesting Other University Vans:

In order to request a University van from a department other than the Athletic Department, each driver must have completed the Fleet Management Safety Program through Public Safety.  This must be done prior to requesting the van.  To schedule a training session please contact Mr. David Mann at (610) 519-6986 or via email: david.manniii@villanova.edu .

B. Out-Sourced Vehicles

You may rent out-sourced vehicles through the Office of Intramurals & Recreation by submitting a Vehicle Request Form located at: http://www3.villanova.edu/recreation/clubsports/Vehicle_Request_Form.htm or Appendix R. This form must be turned into the Office of Intramurals & Recreation two weeks before the date when the vehicle is needed. You must have sufficient funds in your account in order to make the request.

C. Personal Vehicles

You may also choose to take personal modes of transportation. In order to take personal vehicles you must provide the following information to the Office of Intramurals & Recreation:

• Proof of a valid driver’s license

• Proof of vehicle registration and insurance

• Completed Travel Authorization Form (See Appendix N)

In the instance a University van or out-sourced vehicle reservation needs to be canceled, please contact the Office of Intramurals & Recreation as soon as possible. Failure to notify the Office of Intramurals & Recreation can result in the denial of future vehicle requests. Please only reserve vans if you intend on using them.

13. End of Semester Report

Clubs are responsible for filling out an end of semester form prior to the end of each semester. (See Appendix T)

Contact Information / Club Sport Manual