GUIDELINES FOR SPORT CLUBS

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Rhoda Hopkins
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1 GUIDELINES FOR SPORT CLUBS TRAVEL POLICY for SPORT CLUBS 1. The club or team is expected to uphold the image of the University and to act in a positive sporting like manner when visiting other colleges/universities. 2. Travel is advised within the New England states. For approved travel outside the region, clubs are expected to fundraise additional money to cover the travel expenses. 3. All clubs registered with the Campus Rec Department must use University vehicles (buses, vans or rental cars). Use of these vehicles is restricted to off-campus competition, practice sessions, club association meetings, group fundraising activities, and equipment relocation. All student drivers must have completed the University Defensive Driving Course, which is available on-line. Contact your Sport Club contact for registration. 4. The coach, faculty advisor or a representative approved by the Assistant Director must travel with any team representing the University. 5. Exception may be made to using University vehicles for clubs that travel within a 45-mile radius. A copy of the driver s license and insurance for the individual driving must be on file with Campus Rec and the individual must have completed the defensive driving course. 5. Request for UNH transportation should be submitted as far ahead as possible to the Campus Rec Office. 6. In case of a trip cancellation for which a University vehicle or rental vehicle has been arranged, prompt notification of such cancellation should be given to the Assistant Director. Failure to give the rental company a 24-hour notice will result in full payment of rental agreement. 7. The use of University vehicles is granted solely to carry on University business. Under no circumstances may a vehicle be used for personal or family business or for personal gain. And no one other than official UNH club representatives may travel in University vehicles. 8. Use of seat belts for all passengers is required. 9. Use of cell phones is prohibited while driving. 10. All violations received will be the responsibility of the driver to whom the vehicle has been assigned (including parking tickets on UNH Campus). 11. All accidents, regardless of how minor, must be reported to the Wildcat Transit (Beverly ) within 24 hours of the accident (excluding weekends & holidays). This is mandated by our insurance carrier.

2 12. Clubs will be limited to a 12-hour driving period per day with no driving to occur beyond 12:00am (midnight). Individual drivers will be limited to a maximum 4-hour driving shift. Exceptions will be made for clubs traveling via bus with a professional driver. 13. Clubs will be responsible to remove and trash and/or belongings before returning the vehicle. 14. Please make certain that all doors are locked, lights are turned off, and vans are backed into parking spaces when you return the vehicles. 15. Due to increased concern surrounding van travel, the following manufacturer passenger guidelines must be followed: a) Do not speed drive conservatively. b) Fill front seats first c) Nothing should ever be loaded on the roof with the exception of approved bikes racks/bicycles. Equipment must be stored in the back of the Activity Bus. 16. All team members must travel to and from all away contests as a group in University vehicles. An exception will be granted if the student-athlete completes the Sport Club Travel Release Form. This must be completed and signed by the Sport Club Advisor no later than the Thursday previous to the travel (in the case of weekend travel). In addition, the Travel Release Form may only be used at the conclusion of Sport Club Travel not in the interim of a trip. 17. Due to the limited number of vehicles in the Campus Recreation vehicle fleet and the demand for these vehicles, it is strongly recommended that teams traveling with over 25 individuals (including coaches) use charter transportation for these trips. 25 individuals equals the use of one 10-passenger van and the activity bus any further reservations places undue strain on the Sport Club program on a normal travel weekend. Special requests will be reviewed on a case-by-case basis. Overnight travel requires additional considerations. These policies must be adhered to when a club travels overnight. 1. Contact your advisor regarding travel advances for cash. Travel advances for cash - $ or under - must be submitted two (2) business days prior to departure. 2. Contact your advisor regarding for requests for checks. Checks over $ must be submitted five to seven (5-7) business days prior to departure. 3. All advances must be cleared within ten (10) business days following the trip. Another travel advance cannot be issued if one is still outstanding. 4. If the club members agree (via an official vote with majority approval), money from the Q Account can be used to cover such expenses as vehicle rental/gas, lodging, meals and entry fees. No club receives funds for lodging or meals.

3 5. The club s coach/advisor must travel with the club on any and all overnight excursions. All coach s/advisor s expenses will be paid for from the club s Q Account or Out-of- State Travel appropriation. 6. Lodging arrangements will be made in advance. The club members and coach must all stay together. SPORT CLUB TRAVEL LIABILITY 1. The University carries an Automobile Liability policy. All University vehicles are covered by the policy obtained by the New Hampshire State Purchasing Office. Personnel protected under the policy against the claims of others are the drivers of all State vehicles. This includes employees and those students who are authorized to drive a University vehicle on University business by special permission. Drivers of non-state vehicles on University business are not protected under this policy, but would have to look for protection under their own personal automobile liability insurance policy. 2. Private cars may only be used for sport club travel on an emergency basis with approval of the Director. The vehicle must be covered adequately for public liability insurance protection by the owner. 3. Only registered Sport Club members, advisors, and coaches may travel in University vehicles. To see Safe Driving Practices, please refer to Appendix C. SCHEDULING FOR SPORT CLUB COMPETITION/PRACTICES 1. All scheduling will be coordinated and initiated by the Campus Rec Department, not coaches and/or club members. Final approval and signature of agreement are the responsibility of the Assistant Director of Campus Recreation. 2. Any sport club team wishing to affiliate with a conference, league, or association must secure prior approval from the Assistant Director of Campus Recreation. 3. When scheduling intercollegiate competitions, it is a goal of Sport Clubs to maintain a balance between home and away contests. 4. When scheduling, consideration should be given to prevent conflicts with intercollegiate programs and other University activities. 5. No official or mandatory practices can be held during finals. It is permissible for informal groups of students to practice during this time; however, formal facility reservations will not be made during this time or during university break periods including summer break. Special requests for practice times and/or competitions during university break periods will be reviewed on a case by case basis.

4 PLANNING for HOME & AWAY COMPETITION TIMELINE Contact your Sport Club Advisor to further plan competitions. HOME EVENTS 1-4 Months Prior 1) Reserve facility space. 2) Contract with officials and opponents in writing (include directions). 3) Contact Assistant Director regarding athletic trainer(s) or EMTs. 1-2 Weeks Prior 1) Touch base with visiting team(s). 2) Make arrangements for volunteers (scorekeepers, line judges, ball runners) 3) Purchase/secure supplies (scorer s table, clock, whistles, towels, cones, game balls, flags, trophies, etc.). 4) Check with Equipment Room Manager to confirm team uniforms will be clean. 5) Decide if concessions is necessary/desired. 6) Submit paperwork for officials and EMT that are not currently in the UNH system. Day of Competition 1) Meet visiting team(s) and officials; escort to locker room. 2) Report results via on-line result sheet ( sports clubs) To see the template of the Event Result Sheet, please refer to Appendix B. After the Event - Submit any receipts for last-minute purchases. AWAY EVENTS 1-2 Months Prior 1) Submit vehicle request to Sport Club Advisor. 2) Send in any required entry fees and/or forms. 1 Week Prior 1) Get travel advance money for gas & coaches meals (if necessary). 2) Get directions and confirm place and time of contest. 3) Set meeting place and time for club departure. Day of Competition (or day before if leaving early the following day) 1) Pick-up travel binders/packets containing vehicle keys/gas cards/ travel log/directions. 2) Pick-up keys at Enterprise if renting a van(s). 3) Complete travel log & deposit it in the Drop Off Box outside of the Whittemore Center side door. 4) Return to campus Gas up vehicles. Leave travel binders/packets, keys, & gas cards in your club s mailbox. Not in the mailbox outside the Whittemore Center. 5) Report any mechanical problems with vehicles ASAP.

5 After the Event 1) Follow-up with bills (transportation, supplies) and ensure charges are paid. 2) Submit receipts for cash advance/reimbursement to your Sport Club Advisor with provided envelope. 3) Submit results on-line via Event Result Sheet on Campus Rec website 48 hours of competition. NOTE: Contracts require several signatures and approvals within the University. When you receive any contract/agreement, check immediately with the Campus Rec Office for information regarding your particular contract. To see more details on scheduling campus facilities, please refer to Appendix A. To see a sample of on-line result sheet, please refer to Appendix B. BUDGETING & PURCHASING 1. Mandatory club budget meeting held Thursday prior to Thanksgiving. 2. Budget request forms are available from the Campus Rec Office and should be used to submit requests. These budget requests should cover: operating and equipment expenses; travel; organizational membership fees; instructional costs; film rental; special events; publicity costs; postage & printing expenses; professional services fees; etc. Anticipated income from club dues, donations, fundraising projects, etc. is also required as a portion of the formal budget request. 3. Clubs are required to submit a suggested budget for the upcoming Academic Year the first week of December. Failure to do so will result in freezing the club s account. Student members of each club will be required to present their club s budget request to both the Director and Assistant Director of Campus Recreation. This presentation will allow clubs to elaborate on their needs as well as justify anticipated expenses. 4. Purchases for the fall season may be made when the fiscal year begins on July 1 st. 5. All clubs will receive equitable consideration in the allocation of funds with emphasis on the number of participants, the previous activity of the team, and the club s actual need. Final appropriations will be determined by the Director based upon approval/revision of the overall Student Rec Fee. 6. All expenditures of funds, including club Q Accounts, must first be approved by the Assistant Director. No reimbursement will be made if approval was not granted prior to purchase! 7. REQUEST FOR CHECKS FROM THE SPORT CLUB CONVENIENCE CHECKING ACCOUNT (a.k.a. QUICK CHECKS) MUST BE MADE THREE (3) DAYS IN ADVANCE OF DATE CHECK IS NEEDED. 8. Many purchases can now be completed by using the University PCard. If a business

6 accepts Mastercard, we can most likely use the PCard. This process will expedite delivery limited to certain types of transactions. Please check with Sport Club Advisor. 9. Any purchase or service over $5,000 needs to go through an informal bid process, which involves securing three (3) or more quotes. Any purchase in excess of $10,000 needs to go through a formal bid process conducted by the Purchasing Department. 9. NO ONE WILL BE REIMBURSED FOR ANY EXPENSES WHICH HAVE NOT BEEN FIRST APPROVED BY THE ASSISTANT DIRECTOR. 10. The Business Manager will maintain accounting systems for all club expenditures including club Q Accounts. 11. Any equipment/supplies purchased by a sport club from their club account is property of UNH. Team purchases paid by individuals are property of that individual. 12. All sport clubs are expected to follow UNH copyright requirements. Equipment, supplies, or clothing which displays ANY logo or terms (UNH, University of New Hampshire, Wildcats, etc.) must obtain prior to print, approval from the Assistant Director. All goods containing logos/terms must be purchased from licensed vendors. 13. All club members food and lodging are to be paid for by individual club members. Coach s food and lodging should be worked into the budget request. 14. If the University has not done business with a particular vendor, we will need their Federal Tax ID number to establish a vendor code. MEMBERSHIP DUES and FUNDRAISING 1. Membership dues are self-imposed and the amount is determined by the membership. In order to see the number of active members, dues are mandatory for each club. 2. All dues are to be paid to the Department of Campus Recreation s through the on-line event system or front desk personnel at the Hamel Rec Center and documented with a Sport Club Payment Form. Club officers and advisors/coaches will receive regular updates, informing them which club members have paid their dues and fulfilled other necessary requirements (swim test, health history form, physicals). 3. A date should be established beyond which no individual may participate if the dues have not been paid. 4. Fundraising is a great way to help lower membership dues. Dues and fundraising are to make up 50% of the annual budget for each club. For fundraising procedures, please refer to Appendix F. For raffle procedures, please refer to Appendix G.

TRAVEL. Staff/Individual Travel. Individual Travel Form

TRAVEL. Staff/Individual Travel. Individual Travel Form TRAVEL Staff/Individual Travel Individual Travel Form Professional non-recruiting in-state travel does not require advance paperwork but will need notification to the direct supervisor. All professional