SPORT CLUBS RESPONSIBILTIES:

The key to successful Sport Clubs lies in the degree of student leadership and participation. Students within each Sport Club are responsible for the internal administration of their club to include decision making in such areas as finances, competition, schedules, equipment, facilities, membership, practices, and safety. The ability of a Sport Club to communicate with its members and to delegate and follow through with responsibilities will ensure the Sport Clubs smooth operation and stability over time.

The Carleton College Clubs and their individual members are fully responsible for abiding by local, provincial, and federal laws, as well as college regulations in all activities.

Each Sport Club must annually resubmit for renewal of affiliation with the Sport Clubs Executive Council.

Each Sport Club must have a completed Membership List on file in the Recreation Center. The Fall Membership List must be submitted by September 25 or before the first scheduled competition date, whichever comes first. The membership lists must be updated as members are added or deleted.

ALL CLUB MEMBERS ARE REQUIRED TO HAVE A PARTICIPATION WAIVER AND INSURANCE AWKNOWLEGEMENT FORM SUBMITTED PRIOR TO PARTICIPATION — NO EXCEPTIONS

Each Sport Club is responsible for completing and submitting:
-Membership Roster and Elected officers (September 25)
-President’s/Captain Agreement (October 10)
-Budget Outline (October 10)

Each club is responsible for assuring that they have one (1) representative at the Sport Clubs Council Meetings. (Club will be in jeopardy of receiving no club funding and/or being fined $25.00 for each Sport Clubs Meeting missed).

CLUB STATUS:

First Year Conditinal Status:
New Sport Clubs must spend one year on probation to demonstrate stability in terms of attracting campus-wide participation on an annual basis. Sport Clubs in their first year will be self-supporting.

Returning Clubs:
Each Sport Club must annually submit for renewal with the SPORT CLUBS Executive Council. This includes submission of the List of Current Club Officers, the current Membership Lists and the current Captain’s Agreement.

Probation:
Sport Clubs that have failed to regularly attend Sport Clubs Council Meetings will be placed on probation for the current term as well as for the following term/year. Sport Clubs on probation may not utilize college allocated funding during this period. This probation could also affect requests for the following years funding. Also facility requests may be canceled during this period of time. All privileges may be restored at the termination of the probation.

Termination:
If any Sport Clubs begins to show steady decrease in participation, student leadership, and general interest, the Sport Clubs Executives will investigate the decline to ascertain the possible causes and whether the problem is a temporary condition. If it is determined that a Sport Club is no longer meeting the needs for acceptance, as a Sport Club, termination of the current status may be appropriate. Once terminated a Sport Club must re-enter the program by following the procedures for forming a new club.

SPORT CLUBS OFFICERS RESPONSIBLITIES:

Responsibilities of the Captain/President:

-Serving as a liaison between the club and the PEAR Department, with the contact being the Sport Clubs Executives.

-Informing club officers and club members and complying with the content of the Sport Clubs Handbook.

-The captain will sign a form stating that he/she has read the Handbook and will comply with all the rules and regulations stated within.

-Holding regular elections of officers as stipulated in the club constitution.

-Informing the next club captain of the routine guidelines for club operation prior to the next president assuming office. This would include transferring this Handbook to the new captain and arranging a meeting between the new president and the Sport Clubs Director.

-Submitting reports at the end of the term/year summarizing club activities. Report forms are available on-line.

-Meeting financial obligations incurred as a club.

-Completing the Accident/Incident Report form for any accidents/incidents requiring some form of medical attention that occurs during on-campus or off-campus practice, competition, informal recreation or instruction. These reports should be submitted to the Sport Clubs Director via the web within 24hrs of the occurrence.

-Reporting the results of all club associated competitions to the Sport Clubs Director.

-Appoint a qualified individual to be in charge of checking on the equipment for safety and inventory purposes. (Inventory Reports must be submitted to the Sport Clubs Director on an annual basis).

**NOTE: The Sport Clubs Captain may appoint a liaison representative, but for successful communication, it is advisable to have the president as the link between the club and the PEAR Department.

Responsibilities of the Vice-Captain:

-Presiding over meetings and business in the Captain’s absence.

-Assisting the Captain with his/her duties.

Responsibilities of the Secretary:

-Recording and circulating minutes of all meetings.

-Maintaining updated membership lists.

-Submitting to the Sport Clubs Director an updated membership list. Developing and circulating publicity regarding club activities as approved by the Sport Clubs Director.

Responsibilities of the Treasurer:

-Preparing with the club captain the annual budget request.

-Maintaining all appropriate records of your financial activity.

-Aiding in fund raising activities.

-Submit all requests for individual reimbursements to the Sport Clubs Director

Responsibilities of the Equipment Manager:

-Submitting an equipment inventory annually (May 29) to the Sport Clubs Director.

-Obtaining club equipment for club functions through the PEAR Department.

-Ensuring that all club equipment is stored appropriately at the Rec. Center, West Gym, Stadium and
Cowling.

Responsibility of the Safety Officer. (Teams who travel/compete in sport club events/matches)

-Maintain a first aid kit, stocked sufficiently with supplies and this kit will be on hand at every club
practice and competition.

-Restock first aid supplies as they are depleted.

-Certified in Standard First Aid and CPR for adults, will be at every club practice and competition.

SPORT CLUBS MEETING REPRESENTATIVES:

Each Sport Club shall designate one (1) officer to attend the Sport Clubs Meetings (minimum of one per term). This representative will report meeting information back to the club officers. Others may attend as guests, but shall not have voting rights. A Sport Club will be fined $25.00 for each meeting missed without an approved excuse. (Request for approval of absence must be submitted to the Sport Clubs Executives prior to the meeting).

CLUB INSTRUCTORS AND COACHES RESPONSIBILITIES:

Wherever possible, Sport Club instructors and coaches should be Carleton students, staff, or faculty.

Any Sport Club wishing to use an instructor or coach not affiliated with Carleton must submit a written request to the Sport Clubs Director. The request must include the prospective instructors’ qualifications, experience, and certifications. Sport Club instructors/coaches are required to fill out a yearly INSTRUCTOR/COACH agreement form that can be found online at: https://apps.carleton.edu/campus/rec/club/officerforms/

Instructors and coaches (outside Carleton) are strongly encouraged to have their own personal liability insurance as the college only covers claims for those who are injured on the job who are currently employed by the college.

The selection of instructors and/or coaches is the responsibility of the club, but is subject to the approval of the Sport Clubs Director.

The instructor and/or coach must restrict their involvement with club to teaching and coaching in practice and may not participate in any area of competition as part of the club. Instructors and Coaches may not be involved in club administrative or decision making related business. The student representative will act as the liaison between the club and the PEAR Department. Questions as to the coaches or instructors involvement in the Sport Clubs business should be presented to the Sport Clubs Executives.

The Carleton College coaches or instructors are fully responsible for abiding by the local, state and federal laws as well as the college regulations in all Sport Clubs activities.

PE CREDIT

 Active Club Sports members are eligible to receive TWO PE credits over the four years of college.

-Only one credit may be earned each academic year.  This means that an individual cannot claim a Fall and Spring season sport as two credits within the same year

-Team members may not claim a sport PE credit in the same term if they are enrolled in a PE class

-Team Members are responsible for informing captains that they are eligible for PE credit

-Individual club members are responsible for registering for their club at the same time as they register for the term classes.  Drop/Add cards can be used at the beginning of the term to register for a club

**Captains will receive a class roster list that must record all practices attended (Minimum of 16) to earn the PE credit.  The roster must be signed by the captain at the end of the term and indicate which students meet the minimum requirements for attendance.  The roster should be sent to the Club Sports Director ad the Recreation Center.