|
|
program
> club sports
Club Sports Policies
Official Notre Dame Athletics Homepage
The Recreational Sports Program provides an opportunity for everyone
in our academic community to join together in a broad offering
of organized athletic and informal recreational activities, regardless
of ability. An individual may choose from a wide variety of club
sports, interhall, co-rec and open competition, as well as many
forms of informal recreation. Activities are offered, taking into
account many levels of competitive intensity, individual differences
and interests. It is our aim at the University of Notre Dame to
develop the complete student, and RecSports provides a healthful
and fun opportunity for physical, emotional, and social participation
in recreation. We invite your active involvement in the varied
activities that comprise our program.
General Principles
The Club Sports program offers the student a unique opportunity
to engage in a competitive athletic endeavor gaining the benefits
and pleasures therein. It also allows the student an opportunity
to take part in the leadership, responsibility and decision making
process of club activities. The Office of Recreational Sports
provides professional guidance, facility support, an administrative
framework and may assist financially those clubs officially recognized.
However, it is the intention of the department that each club
operate as independently as possible.
Organization
The Club Sports program shall come under the direct control of
the Assistant Director Club Sports who in turn reports to the
Director of Intramurals and Club Sports. Each club shall operate
under the direction of the following officers: President, Vice-President,
Secretary and Treasurer. These officers will be elected by club
member votes at the close of the season. Eligibility to vote is
determined by the club's constitution. Each club is also required
to have a Notre Dame faculty or staff advisor.
Eligibility of Students
The Club Sports program is open to any student who is properly
registered as a regular full-time student. The student must be
performing successfully at least the minimum semester hours of
academic work required by the individual college of the university
in which the student is registered. A student must submit a release
and consent form, each year prior to participation
in the club sports program. A student on either academic or disciplinary
probation is ineligible to hold any club office as long as he/she
remains on probation. The conduct of any student representing
Notre Dame as a member of a club sport is expected to reflect
favorably on the University. Should individuals or groups discredit
the University, they will be subject to dismissal from the club
and disciplinary measures may be taken against the club. To be
considered as a member of a club team, the following conditions
must be met:
a) the students name must appear on the official club roster on
file with the Department of Recreational Sports
b) the student must have on file a proof of insurance form
c) the student must complete and sign a consent form which should
be on file at the Office of Recreational Sports. If the club member
is under 18, this form must be signed by a parent or legal guardian.
d) the student must be a full time student.
e) Saint Mary's and Holy Cross students are eligible for certain
club sports dependant upon club constitutions and playing affiliations
(conference, national associations, etc) rules. They are not eligible
for the Bengal Bout Boxing Program and the Men's or Women's Boxing
Clubs.
Faculty / Staff Participation
Notre Dame, Saint. Mary's and Holy Cross faculty and staff may
participate with clubs that choose to accept them as Associate
Members who do not have voting rights, cannot hold office, and
cannot participate in competition with other schools.
Loss of Club Status
If a club loses status from either RecSports or the Office of
Student Activities the officers must meet with the Director's
of either office to determine charges and timeline in order to
be placed back into the tier system.
Tier System
In order to provide support for the recreational sport or
atheltic related clubs a tier system has been used since the 1997-98
year. This format will be called the Tier System and each club
will be placed in either the A) Conditional (Tier 1), B) Recreational
(Tier 2) or C) Competitive (Tier 3).
Conditional (Tier 1)
Clubs that have shown an interest, and formally apply to RecSports,
will be observed for one to two years as a Tier 1 club and use
our office for facility assistance for practice or meetings but
would have no financial funding. In applying for Tier 1 status
each prospective club must:
(1) register as a N.D. club through the Office of Student Activities.
(2) Only those clubs that are sport/athletic in nature will be
considered. Other considerations include
(3) demonstrate sustained interest,
(4) have sufficient participant interest,
(5) demonstrate financial stability,
(6) have reasonable possibilities for scheduling and
(7) have adequate practice and playing facilities.
It is required that all clubs have a faculty or staff member to
act in an advisory capacity as Club Advisor. This individual is
to render assistance and make recommendations to club officers.
Any interested party in starting a club must come to the RecSports
Office to pick up and fill out the application form and any supporting
documents. An annual report is required at the end of the year
as well as periodic updates throughout the year. The Director
of Intramurals and Club Sports will make recommendations to the
Director of Athletics. A final approval will come from a committee
of the following individuals: Director of Athletics, Associate
Director of Athletics, Director of I.M.’s & Clubs Assistant Director,
Club Sports. Should an application be rejected, the prospective
club may resubmit its proposal no earlier than six months from
the date of rejection. Upon completion, and approval, of Tier
1 a conditional club would move up to Tier 2 or 3, depending on
their type of club, recreational or competitive. This process
will take no less than one year and no more than two.
Recreational (Tier 2)
Clubs at this level are recreational in nature and stressing
participation, instruction or very limited competition as part
of their program. Each club must base their budget on their own
membership dues, fundraising and possible allocations from the
Office of Student Activities and/or Club Coordination Council
(each individual club must apply). Clubs may get limited funding
from the RecSports Office based on membership and necessary club
expenses. All travel by club officers or members should be limited
and is voluntary. Facility and administrative assistance may be
supplied at the discretion of the RecSports Office. A list of
obligations to the RecSports Office is on the following page.
A Recreational club may ask to be lifted to Tier 3, or Competitive
Club status, by applying and showing just cause for the move.
Meeting the requirements for Tier 3 are listed under Competitve
status (next page). No club at this level has automatic status
for the following year. The status for every club will be reviewed
each academic year.
Competitive (Tier 3)
This tier is for clubs that regularly compete in season and vie
for conference, regional or national honors. Allocation for funding
is based on:
(1) percentage of necessary travel for a typical season for each
individual club. Other considerations for funding may include
(2) officials’ pay,
(3) equipment,
(4) administration of games,
(5) meetings or practices,
(6) equipment purchases, etc. may be covered as well.
Facility and administrative assistance may also be provided for
practices, games and meetings as needed. Membership dues and fundraising
are expected to supplement any allocations by the Office of RecSports,
Office of Student Activities and/or the Club Coordination Council.
No club at this level has automatic status for next year. The
status for every club will be reviewed each academic year.
Obligations to the RecSports Office
A. All appropriate forms must be filled out correctly, kept up
to date and filed properly with RecSports, Student Activities
and, when appropriate, Student Affairs.
B. All Club purchasing of equipment, clothing, supplies, etc.
must be done through the RecSports Office. All rentals, hotel
accommodations, airfare when needed, etc. must be approved by
the RecSport Office. Refer to the Club Sport Guidelines for licensing
concerns.
C. Attendance at all RecSport or Student Activity meetings are
mandatory. Repeated offenders to this obligation will be met with
some type of penalty. The penalty may range from allocation
cuts,
travel freezes or probationary status.
D. Continuity of positive club leadership is very important. This
would include following the constitutional by-laws set up by each
club.
E. Show financial responsibility with all club funds, university
allocations and club fundraising according to RecSports and University
policies.
F. Fundraising and membership dues are expected to supplement
club costs. Proper acceptable fundraising on behalf of RecSports
and Notre Dame is expected.
G. Appropriate behavior when traveling under the auspices of RecSports
and the University of Notre Dame. A club may only travel as a
representative of the University when authorized by the Office
Recreational Sports. Authorization will be given only under the
following conditions:
a) season schedule is on file and approved,
b) all necessary forms are on file (ex. insurance and consent),
and c) travel rosters must be presented in the office at least
two days prior to leaving.
H. When appropriate each club may help support a RecSport function
such as Student Activities Night and Late Night Olympics.
Probation
A Recreational or Competitive club may go on probation for any
violations of obligations to this office or conduct unbecoming
of RecSports or the University of Notre Dame. Please check the
list under ‘Obligations to the RecSports Office’ after the tiers
in this document. Each of those obligations must be met in order
to retain good standing. If a club is placed on probation a set
of charges and timeline will be put in place for the club to meet
in order to regain Tier 2 or 3 status.
Loss of Club Status
If a club loses status from either RecSports or the Office of
Student Activities the officers must meet with the Director’s
of either office to determine charges and timeline in order to
be placed back into the tier system.
Direction of Club Sport Teams
The Club Sports program is designed to provide not only athletic
competition, but also leadership and social experience. It is
expected that all clubs will be student run with assistance from
a faculty advisor and the Department of Recreational Sports. Each
sport is expected to select a full slate of officers, whose responsibilities
include, but are not limited to:
a) Club President -Oversee general operations of club, including schedules, forms,
and conduct.
- Serve as a liaison between the club and RecSports.
- Insure compliance to ND club sport policies and operating
procedures.
- Maintain a current list of addresses, phone numbers, and emails
for the club officers and members.
- Submit all necessary forms, including an annual report of
club sport activities, to RecSports.
- Determine the location of all your club sport equipment and
submit a semester inventory to the club sports office.
- Insure financial obligations are met and account for club
funds.
- Insure that your club has an up-to-date constitution.
- Attend or send a representative to weekly Club Sports Meetings.
- Supervise fund raising projects.
- Inform incoming president of duties and responsibilities prior
to change of officers.
b) Club Vice-President - Assist the president with all responsibilities,
and act in his or her place during the absence of the president.
Such responsibilities include scheduling games and special events,
travel, transportation, lodging, meals; arranging for officials,
supervisors, and field lining.
c) Club Secretary - Keep records of all club sport activities,
meetings, forms, and rosters. Call or e-mail club members to
remind them of upcoming meetings, events, and competition. Handle
all club correspondence.
d) Club Treasurer - Oversee all finances and bookkeeping. Submit
bills, receipts, invoices, and purchase requests, with bids.
Ensure that all club members have paid their dues, if required.
Assist in preparing all expense reports.
e) Faculty Advisor
- Assist in the development and implementation of club sport
goals and objectives, and documentation of pertinent information.
Be available to club officers during the development of projects
and programs to provide expertise and direction. Assure that
activities are well planned and reflect favorably on the University.
f) Coach - it is strongly recommended that students, University
faculty or staff act as club coaches. This coach is to act only
in the teaching, training and instruction for the sport itself.
The coach is not to perform administrative duties for the club.
All prospective coaches must fill out a Volunteer Coach Application
Form, and meet with the Director of Intramurals and
Club Sports before assuming coaching responsibilities. In exceptional
cases, permission may be granted for a coach who is not associated
with the University to be retained. Such a coach will be allowed
only with prior approval of the Director Intramural and Club
Sports, and the Director of Athletics.
Club Sport Meetings
Meetings for club sport representatives shall be scheduled by the
Assistant Director Club Sports on a monthly basis. These meetings
will highlight a specific topic and also provide an open forum for
club representatives. It is mandatory that each club be represented
by an officer.
Club Sport Advisory Council
A Club Sport Advisory Council, consisting of representatives from
six clubs, will meet twice each semester to identify specific issues,
study them, and develop a supported proposal of action.
Weekly Reports
Each Monday before 11:00 A.M., all clubs, when in season, are required
to contact the Assistant Director Club Sports to report on the prior
week's activity and provide information about upcoming events. Results
are submitted to the Athletic Department, distributed across campus,
to "The Observer" , and placed on the RecSports website. Phone number:
631-6192; e-mail address: BROWN.146@ND.EDU
Scheduling
All club schedules shall be submitted on proper forms,
for approval to the Office of Recreational Sports. Failure to submit
a schedule will be viewed as a serious matter, and may be grounds
for disciplinary action. Schedules must be submitted at least two
weeks prior to the start of the season.
The club must notify the Department of Recreational Sports for an
extension. In making a schedule, the following procedures must be
followed:
a) contests may be scheduled only during the academic school year
b) no contests are to be scheduled during the study or exam periods
c) away contests should constitute no more than sixty percent of
a season
d) home contests must be cleared due to facility utilization by
various University programs (requests must be submitted on proper
forms).
e) failure to fulfill scheduling commitments with other institutions
or organizations will be viewed as a serious breach of the club's
obligation
f) all commitments with other institutions or clubs must be submitted
in writing along with the completed schedule
g) exceptions must be approved by the Director of Intramurals and
Club Sports Note: Clubs are responsible for contacting Ruthann Heberle,
Medical Services Administrator, Student Health Services, 631-8662,
at least two weeks prior to a home event to secure medical coverage.
If a club fails to secure medical coverage, the event will be cancelled.
Excused Cuts
A member of a sports club may be granted three excused cuts per
class. A travel form must be signed by the Assistant Director, Club
Sports and on file in the office of Student Affairs 48 hours before
departure. After the above has been completed, each student requesting
an excused cut must fill out the proper forms in the absence office
prior to departure for club sport travel is entitled to three excused
cuts per class. Note: Students may not miss a final exam in order
to participate in club competition.
Travel
A club may only travel as a representative of the University when
authorized by the Office of Recreational Sports. Authorization will
be given only under the following conditions: a)the season schedule
is on file and approved b) all necessary forms are on file (ex. consent and insurance,
next of kin, use of vehicle) c) travel roster is presented three days prior to leaving so that Student affairs and the Athletic Department may have them on file 48 hours prior to departure d) travel roster must also include an attached itinerary and Mapquest for the trip Note: Clubs are not permitted to travel between the hours of 12:00am (midnight) and 6:00am
Triduum
In the Catholic tradition, the Triduum, the period from Holy Thursday
evening until Easter Sunday evening, stands as one continuous celebration
that marks the "high holy days" of the Church's year. In recognition
of the Triduum's importance, the University discourages competition,
practice and travel related to competition during this period.
Subject to the following guidelines, clubs may compete, practice
or travel during the Triduum, provided that the team's schedule
allows the opportunity for all students, coaches, and advisors to
attend services or otherwise to participate in the prayer of the
Church during this period. In addition, the following restrictions
apply:
Good Friday: No competition is permitted at home. Practice at home
may occur before noon or after 6:00 p.m.
Easter Sunday: No competition is permitted at home. Competition
at away sites may begin after noon. Practice at home may occur after
1:00 p.m.
Note: Clubs that earned the right to participate in national championships
and must travel outside the academic calendar are still required
to submit all necessary forms.
Travel Involving the Use of Rental or Personal Vehicles
The coach, captain or the president of a particular club sport is
required to submit a travel form, and a rental and/or
personal vehicle form, to the Director of Club Sports
at least 48 hours prior to the scheduled departure of the team.
This form must list the names of all people who will travel, including
the participants, managers, coaches, and any other passengers who
will travel in the automobiles involved, including spectators. It
must be specified whether personal or rental cars are to be used.
The travel form must contain the identity of each person's car to
be used as well as the number of the rental cars to be used. Proof
of bodily injury and property damage coverage must be provided on
each personal vehicle used. This insurance coverage must be in the
minimum amount of $50,000 per person/$100,000 per accident for bodily
injury, and $10,000 per accident for property damage. A certificate
from the insurance company setting forth the coverage should be
attached to the travel form which is submitted to the Director of
Club Sports.
The drivers of all vehicles must have a valid drivers license and
hereby agree not to use alcohol or drugs of any kind prior to or
during the driving of these vehicles. If a rental car is to be used,
only those drivers who are specifically authorized by the rental
contract shall drive the rented vehicles. The student shall not
sign up for the optional insurance coverage on the rental contract.
The Rowing Club is the only Club Sport that is authorized and required
to purchase the collision damage insurance when renting a vehicle.
Insurance Identification Cards, are available from the
RecSports office. They must be in the rental or University vehicles
at all times and returned to the RecSports office within 48 hours
upon completion of travel.
Accident reporting forms, are available from the RecSports
office.
There are two options for renting a van:
Option 1. Contact the Maintenance Garage on campus (1-6467). The
University offers clubs the opportunity to rent vehicles at a special
University rate, with pick-up and drop off on campus. Clubs may
bill the rental vehicle directly to their club account. Drivers
must be 18 years of age or older. Details of the vehicle plan are
available at the garage. Option 2. Contact rental agencies and ask
for best rates. Describe what you want dates, etc. They should
fax us their price. RecSports will write a purchase request, get
a P.O. number from Business, and call the compay. They will send
the bill to usRecSports, and it will be paid from the club’s account.
Club Sports Accounts
Each Club Sport has two accounts. One is monitored by RecSports,
and the other by Student Activities. All transactions, deposits,
purchases and charges must be submitted to the RecSports Office
and approved by the Director of Intramurals and Club Sports or the
Assistant Director Club Sports. Forms are available for all transactions
and are explained at length in the second part of the Policies and
Procedures Guideline.
If you received money through the Club Coordination Council you
will have an account with Student Activities. Club Presidents may
have access to the status of both of their accounts at either the
RecSports Office (Rich O'Leary or Dave Brown), or the Student Activities
Office in LaFortune Student Center, (Debbie Acrey). Generally, any
expenses involving travel or competition are handled in the RecSports
account. Alumni contributions and dues are deposited in the RecSports
account.
Student Activities accounts usually deal with internal campus purchases,
such as bookstore, poster, or copy center expenses. Also, all concession
stand expenses and profits are handled by Student Activities. Any
club wishing to apply for a concession stand should submit its form
in February as part of the reregistration of the club process with
the Club Coordination Council.
Club Presidents may apply to Student Activities for a Sam's Club
or Martin's card. These will allow for the purchase of large amounts
of food or other items without handling cash, and the purchases
are also tax exempt.
When appropriate, special accounts may be activated for certain
funding or purchases. These will be initiated by the RecSports Office
and will carry certain restrictions for their use.
Clubs have the option of leaving money in their accounts at the
end of the year. The money will draw interest. Clubs should explain
the purpose of the funds, such as a capital expense or trip, in
order to avoid a negative impact on requests for future budgets.
To remain informed of current information, and to offer input representing
club sports teams, RecSports requests one club president volunteer
to serve as a club sport liaison to the Club Coordination Council.
Anyone interested should inform the RecSports Office.
RecSports Funding of Clubs
Each club is expected to demonstrate financial responsibility regardless
of the source of funds. Each academic year, all sanctioned clubs
will receive a specified allotment from the Office of Recreational
Sports. This allocation is not intended to cover all of a club's
yearly expenses, and the amount received may vary from year to year.
If a club desires funding for the next academic year, a request
must be made through the Department of Recreational Sports. The
following requirements must be fulfilled:
1) A cover sheet with name of club, current year, purpose of request
and signature of president and treasurer.
2) A Budget request, including projected income, projected
expenses and the requested allocation
a) Income - list all revenues that are anticipated such as dues,
fund raisers, donations and specified others
b) Expenses - list all expenses anticipated, such as travel, equipment
and specified others
c) Capital Expense - list those expenses that will aid club for
a period of more than three years
d) Budget Request - should be reflected in the difference between
income and expenses
3) Current expenses and income - the amount spent to date and estimated
for the remainder of the year; the same for income
4) An annual report, with previous year's budget analysis,
included, must be on file.
5) All required documents (above) must be submitted by the last
class day of spring semester.
Proportionate Funding
Funding will be based on legitimate requests in relation to available
resources. Financial needs vary among clubs, and from year to year.
The Office of Recreational Sports will make every effort to take
these variations into account.
Travel expenses are only computed for Tier III teams. Mileage is
doubled for round trip, multiplied by the number of cars, and multiplied
by .30 for each mile. Travel does not include trips out of the normal
geographic region, travel during breaks, or national championships
at the end of the season.
Each club's legitimate expense requests are noted. The total amount
of all requests is determined. Each club's percentage of the total
request is calculated. Each club's percentage is then taken from
the amount allotted from RecSports.
Post-Season Play
Teams whose seasons are extended to a national championship by winning
divisional or regional championships may petition for additional
funding. A written request must be received prior to the event,
and all proper travel forms must be submitted. Funds will be awarded
at the end of the budget year in June, when all requests are reviewed.
Methods for Clubs to Obtain RecSports Funds
1) The request must be in writing through the office of the Assistant
Director Club Sports - a minimum of 14 days is required.
2) The request must be made by authorized club officers only.
3) The request must be approved by the Director of Intramurals and
Club Sports or the Assistant Director Club Sports.
4) In order to obtain travel funds in advance, the request must
include destination, date of departure and return, number of students
making the trip, the amount and detail of expected cash expenditures.
Upon your return an expense report must be completed and filed with
the RecSports office and submitted to the Athletic Business Office
in the Joyce Center, 2nd level.
5) In order to obtain travel funds following a trip, an expense
report must be filed and receipts attached for all expenditures.
This is to be done within two days after returning to campus.
6) Contact the Office of Student Activities to access allotment
placed in your account through Club Coordination Council.
Items for which RecSports Funds May be Used
1) Travel Expense
2) Maintenance
3) Equipment
4) Payment of Officials
5) Uniforms
6) Insurance
7) Entry Fee
8) Capital
9) Repair & Reconditioning
Budgeting
All clubs must submit an acceptable budget, EXHIBIT H, and a completed
budget analysis, EXHIBIT H2, prior to the last class day, detailing
fiscal activities for the academic year and estimates for the coming
year. Failure to submit an acceptable budget will be reason to withdraw
funding and may result in a one year probation. The budget must
be submitted on forms obtained at the Recreational Sports office.
See the RecSports/Student Activities
Approval Grid
Financial Responsibility
1) No club shall purchase, charge or in any way enter into a financial
agreement without prior approval of the Assistant Director Club
Sports.
2) No club shall request work by any University department without
prior approval of the Assistant Director Club Sports.
3) Supplies, equipment and facilities purchased by a club become
the property of the University.
4) No club shall solicit funds without prior consent of the Assistant
Director Club Sports.
5) In order to solicit funds, a proposal must be submitted in writing
to the Assistant Director Club Sports . The Assistant Director shall
either approve or disapprove the request. Upon approval the proposal
will be forwarded to the Office of Public Relations and Development
for final approval.
6) All agreements/contracts with volunteer coaches or instructors,
must first be approved, by the Assistant Director Club Sports.
7) Except for travel expenses, each month's expenses should be turned
in by the first Monday of the next month if not sooner.
Purchase Order
To request a Purchase Order, the following information is needed:
1) Quantity of items to be ordered
2) Order number (if available)
3) Description of merchandise (what it is, size, color, etc.)
4) Price per item
5) Any shipping and handling charges
6) Account number to be billed
7) Name and complete address of vendor
8) Any purchase over $2,000 needs three estimates
9) When order is received, check it against packing slip. Sign,
date, and give slip to the RecSports Senior Staff Assistant in order
to pay invoice
Note: it takes one to two weeks for request to be processed and
arrive at the vendor.
Approval of Purchase Requests
Team Use Only
Clubs wishing to purchase clothing for either practice or competition,
or for club members only, must have the approval of RecSports. Artwork
must be approved by the Athletic Department and Licensing. Clubs
must submit, Departmental Request to Produce, Distribute,
or Sell Merchandise, to the Club Sports Coordinator or Director
of Club Sports.
Purchase Requests for Fundraisers
Merchandise For Sale
If a club wishes to SELL items to people other than club members,
it must submit a SAOnline Application, to Student
Activities. This must be approved by both Student Activities and
Licensing before merchandise is ordered. Student Activities will
then determine whether to approve selling merchandise on campus,
at events on campus, and / or off campus competition.
Sellilng Merchandise - See the RecSports/Student
Activities Approval Grid
Any coach or club wishing to sell merchandise for any event or purpose
must make a special request, using the proper form, for
approval by the University Licensing Committee. You may not use
Notre Dame logos without prior approval. Forms are available in
the RecSports office. Clubs which want to order clothing, uniforms,
etc. for competition, practice, or team use only, can simply complete
the Athletics Dept. process of ordering from vendors,
and not go through Student Activities. Clubs which want to order
clothing or other merchandise for general sale (fund raisers) or
not exclusively for team use, first need the approval of RecSports
of the idea, and then go through the SAOnline application process with Student Activities BEFORE ordering or selling
the product. Example: If a club wants to sell hats for a fund raiser,
it will 1. Go to RecSports to get the idea and approved.
2. Complete the Goods & Services Application, through
Student Activities. 3. Upon approval, order and sell the hats.
Funding For a Coach
It is possible for a club to have a paid coach. This individual
is to assume the duties of teaching, training and instruction for
the sport only. All club administration must be performed by the
officers as described in the section, Direction of Club Sport Teams,
in this book. The following is an outline explaining the process
for hiring a coach:
1) Approval must be obtained from the Recreational Sports office.
2) The coach’s salary for two years must be raised before it is
possible to seek a coach.
3) This money must be placed in a restricted fund account set up
for this purpose.
4) This position is contracted on a one year basis and will be reviewed
at the end of each academic year.
5) The University will be responsible for payment to the coach,
and the coach will be listed on the University's payroll.
6) The selection of any club coach must be initiated by a committee
set up by the club involved and the Office of Recreational Sports.
7) Recommendations are then presented to the Athletic Director for
his review and possible action.
Instructors
A club that does not desire a coach but does need instruction, through
a paid instructor, must do so with the approval of the Office of
Recreational Sports. With the varied aspects of each club the president's
of these clubs should set up a meeting with the Director of Club
Sports and Intramurals and the Club Sport Coordinator. In this meeting
we will set up a standard for that specific club and its instructor.
The club, however, will not be able to pay an instructor based of
membership.
Medical
All segments of the Department of Recreational Sports are voluntary
in nature and the University does not provide insurance with the
exception of club sports travel insurance. The following conditions
govern club sports participation:
1) The participant is responsible for all insurance and medical
expenses incurred. The University assumes no responsibility for
medical expenses
2) No player is permitted to take part in any club game or practice
until insurance forms and consent forms, are completed
and on file at the RecSports office.
3) The University strongly recommends a physical exam before participation.
4) Students should only take part in Crew and Sailing if they are
qualified swimmers. Swimming tests are required of all members of
the Crew and Sailing Clubs. Arrangements will be made by the Department
of Recreational Sports.
5) Individual clubs may require insurance and/or physical examination
of members for a criteria of membership.
6) Club presidents are required to submit injury reports, to the Office of Recreational Sports for injuries during practices
or contests.
7) It is recommended that club officers establish policies and procedures
for medical coverage and supervision at all practices and contests,
home and away.
Solicitation of Funds - See the
RecSports/Student Activities Approval Grid
When soliciting funds, please refer to the following guidelines:
General Alumni, Parents: Clubs are not permitted to solicit funds
from the general alumni; nor are clubs permitted to solicit funds
in a solicitation directed to parents of all Notre Dame students.
Parents of club members, club alumni, friends of the club: Clubs
may solicit parents of club members, club alumni, and friends of
the club through a newsletter. The newsletter must be approved,
in order, by RecSports, the Alumni Office, and the Development Office.
Local Businesses and National Corporations: Clubs wishing to solicit
local businesses, or local franchises of national businesses, must
first have solicitation approved by RecSports and the Athletic Department.
Copies of all requests are forwarded to Student Activities. Clubs
wishing to solicit national corporations must submit the request
to RecSports, to be forwarded to the Development Office for approval.
Clubs seeking to create an advertising book by soliciting businesses
for ads must have the approval of RecSports. These books are limited
to events only (ex. Bengal bouts, Equestrian Show). Corporate Sponsorship
for Competitive Events: Clubs wishing to secure corporate sponsorship
for an on campus event must submit the request to RecSports, to
be forwarded to Licensing for approval. if approved, insurance must
be secured by the club through Risk management (ex. Gymnastics Michiana
or Eagle Lake). Events would include both competition (ex. Clover
Classic) or instructional workshops (ex. Judo Club tutorial). Non-competitive
fund raising campaigns: Clubs coordinating a non-competitive fund
raising campaign on campus (ex. Crew ergothon) must first have the
approval of Student Activities. Note: Clubs wishing to solicit students,
faculty, staff, or departments, must first seek approval from Student
Activities.
Conduct
Clubs are expected to function in a mature and responsible manner,
both on and off campus in all club-related activity, and in accordance
with duLac, RecSports, and Club Sport policies and guidelines. Clubs
may face disciplinary action for inappropriate behavior while participating
in any club-related activity.
Disciplinary Concerns
A disciplinary concern is “the violation of, or non-compliance with,
University policies, campus regulations, RecSports and Club Sports
procedures, or standard of conduct.” There are two categories of
disciplinary concerns, minor and major infractions.
The first is a minor infraction (e.g. failure to submit required
forms and documentation in a timely manner, or failure to attend
Presidents Meetings. For a minor infraction, the following will
occur for a first offense:
The club is placed on probation. A letter (e-mail) is written to
the club president, stating the reason for probation, the length
of probation, and the consequences the club will face if additional
infractions occur during the probation. Club officers must submit
a letter of explanation concerning the offense.
If additional infractions occur while on probation, the club’s funds
will be frozen, and the club’s allocated funds could be forfeited.
The Assistant Director will meet with the Club Advisory Council
(CAC) to recommend the appropriate action to the Director for approval.
The entire club membership will be notified via e-mail by the Assistant
Director, Club Sports as to what actions have been taken against
the club, and the club is reminded of its right to appeal the decision.
Common examples of administrative offenses include, but are not
limited to: failure to submit consent waivers with proof of insurance,
next of kin form, travel roster, driver form, expense report, purchase
order, merchandise form, club results, or AMEX card when they are
due.
If a club is absent from a required Presidents Meeting, the following
procedure shall be followed:
The club must submit a written explanation of the absence to the
Assistant Director.
First Offense If the absence is judged to be unexcused, the club
shall be fined 5% of its RecSport allocation, or $100, whichever
is greater, with the fine being deposited in the club contingency
fund. The club will also meet with the Assistant Director to review
what was discussed at the meeting.
Second Offense The club will be placed on inactive status. The club
will not have access to funds, and will not be entitled to use University
facilities. In order to be reinstated as an active club, the officers
must appeal their reinstatement before the CAC and the Assistant
Director.
The second is a major infraction, Examples include the use of club
funds without proper authorization, allowing ineligible individuals
to participate in club activities, and unsportsmanlike conduct.
In such instances, a meeting with the club president and the Club
Advisory Council (CAC) is scheduled. Input from appropriate administrators
is solicited when deemed appropriate. The Director, RecSports and
the Assistant Director, Club Sports, after consultation with the
CAC will determine the disciplinary course of action. The club is
notified in writing of the decision, and is reminded of their right
to appeal the decision.
The order of disciplinary actions is as follows:
Probation for a specific period of time, under specific terms and
penalties
Funds are frozen
Loss of practice facilities and suspension from campus for a specified
period
Loss of funding or Fines, up to $1000
Loss of permission to compete
Loss of Club Sport status
Notification of disciplinary action is sent to the club’s membership.
Appeal Process
The appeal process exists to ensure that all disciplinary actions
taken against club sports are fair and equitable. Clubs that initiate
an appeal are advised that the person/council who hears the appeal
may at their discretion, recommend a stiffer penalty than the discplinary
decision.
To file an appeal, a club must submit a written notification to
the Assistant Director indicating the club’s reasons for the appeal,
and any circumstances related to the situation that caused te infraction,
within three working days. The three day working period begins when
the notification of disciplinary action is e-mailed to the club
president. The officers will be notified via e-mail as to when and
where theyk may present evidence supporting their appeal. When a
decision has been reached, the club will be notified. The appeal
process consists of two separate forums:
Appeals of decisions involving minor infractions will be heard by
the CAC,. The CAC will forward a recommendation on the appropriateness
of the original disciplinary decision, along with the recommendations
of subsequent disciplinary action to be taken, to the Assistant
Director, Club Sports. The Director and/or Assistant Director will
rule on the appeal, and may uphold, reject, or modify the recommendations
of the CAC.
Appeals involving major infractions or decisions of the Assistant
Director will be forwarded to the Director, RecSports, who will
rule on the appeal after investigating the situation. Clubs are
again reminded that the Director may uphold, reject, or modify the
decision of the Assistant Director.
Hazing
Hazing, defined as subjecting a person to treatment intended to
put him/her in a humiliating or disconcerting position, is prohibited
and is cause for disciplinary action. A person is guilty of hazing
when, in the course of another person’s initiation into or affiliation
with any organization, he intentionally or recklessly engages in
conduct which creates a substantial risk of physical injury to such
other person. The forced consumption of alcohol, drugs, or any other
liquid, gaseous, or solid substance for the purpose of initiation
into or affiliation with any club is prohibited, and cause for disciplinary
action. It shall not constitute a defense to the charge of hazing
that the participant(s) took part voluntariy, that they voluntarily
assumed the risks of hardship of the activity, or that no injury,
physical or mental, in fact was suffered. All participants are subject
to disciplinary action.
Student Standards Pertaining to the Use of Alcohol
The following RecSport Alcohol Policy is consistent with the policy
the Notre Dame Athletic Department has adopted governing the conduct
of Notre Dame student-athletes with respect to alcohol. These standards
were developed to help ensure compliance with the University’s Alcohol
Policy and Indiana state law. Club sport members should be aware
that Indiana law prohibits drinking by those under the age of 21.
Thus, underage drinking by club sports members is prohibited.
Under the University’s Alcohol Policy, intoxication by any student,
irrespective of age, is prohibited. Thus, intoxication by a Notre
Dame student-athlete or student worker, irrespective of the age
of the student, is prohibited.
University funds may not be used to purchase alcohol for consumption
by members of a club sport at any time, irrespective of the age
of the individuals involved or the legal drinking age in the jurisdiction
where the alcohol is purchased.
There will be no consumption of alcohol while in transit to or from
practice, competition, or any club activity, regardless of whether
personal vehicles, buses, vans, airplanes, or other means of transportation
are used. As representatives of Notre Dame, members of a Notre Dame
club sport may not consume alcohol from the time they leave campus
until they return upon the completion of a University sanctioned
and approved club trip. Any deviation from this policy will result
in the immediate suspension of the club. A report of the incident
may be forwarded to the Office of Student Affairs.
Club sport members may not consume alcohol during any “official
club activity,” including receptions, dinners and special events.
Club members should be aware that if coaches, administrators or
athletic department staff members become aware of such conduct,
or of underage drinking at any time on team trips, they will take
appropriate action to stop it.
Clubs may adopt more restrictive rules relative to alcohol use for
their respective teams. In such an event, club members shall also
comply with those rules.
Students in violation of provisions of the University’s Alcohol
Policy as set forth in “du Lac” will be subject to University disciplinary
action through the Office of Residence Life and Housing. In addition,
failure to adhere to the above guidelines by club members may also
result in appropriate action by RecSports. |
|