Sport Club Handbook
2006-07
Sport Club Program
The Sport Club Program at The University of Southern Mississippi provides students with the opportunity to participate in sport activities that are recreational, competitive and instructional in nature. Sport Clubs are recognized by the University and managed by the student officers along with a faculty or staff advisor. Many of the clubs hold regular practices or instructional sessions. The clubs set their own practice times and coordinate game schedules with competitors.
The Sport Club Program is a major program thrust of Recreational Sports. Administration and supervision of the program through Recreational Sports includes scheduling, publicity, funding and providing an athletic trainer for competition.
Sport Club Council
The University of Southern Mississippi Sport Club Council is organized to encourage participation in certain sports through the formation and development of sports clubs. The Sport Club Council governs the distribution of funds from the Sport Club Program’s treasury and also serves as a regulatory and guidance board for the Sport Club Program.
The Sport Club Council will abide by the Sport Club Constitution. The Sport Club Council will meet the first week of each semester to determine the dates for future meetings, to discuss the Sport Club Handbook, and to elect officers for the year.
Definition of a Sport Club
A "Sport Club" is defined as a recognized student organization, which may provide a program of instruction recreation and competition in a specific sport on a club skill level. Participation in a sport club may involve intra-club competition, recreational pursuits, intramural or extramural competition, instruction, and social activities.
Objectives
- To develop instruction, learning and development of skills in a particular activity, that can develop lifelong leisure values and skills.
- To provide an opportunity for participants to compete in intramural and extramural competition at various skill levels with other colleges, universities and clubs.
- To promote the goals and objectives of the University and Recreational Sports.
- To develop leadership by providing opportunities for students to organize, administer and problem solve for individual clubs.
Eligibility
Any full-time undergraduate and graduate student enrolled at The University of Southern Mississippi is eligible to join any club.
All faculty and staff may join a club. However, they may be restricted from competition by league or association regulations. All faculty and staff must also purchase a REC card to participate.
Alumni are NOT eligible to participate in the Sport Club Program. They may only assist with instruction or advise during games or practices with the club.
No club may restrict its membership on the basis of race, sex, religion, color, national or ethnic origin, age, ability or military service.
Under NO circumstance may a student from another college, university or high school or person from the local community participate in the Sport Club Program.
It is the responsibility of the club president and officers to enforce the eligibility policies.
Guidelines for a Sport Club
Each club is required to have an updated constitution on file with the Office of Student Activities. Each club must register with the Office of Student Activities by the third week of each semester. Each club must conduct itself in a manner that is a positive reflection of The University of Southern Mississippi. All clubs are required to abide by the rules set forth in the Sport Club Handbook, Recreational Sports and the Sport Club Council.
Creating a Sport Club
Meet with Recreational Sports coordinator to discuss the club’s scope and purpose, financial status, membership status, constitution, faculty or staff advisor, coach, and officers.
Become familiar with the information in the student handbook pertaining to student organizations and the Sport Club Handbook.
Fill out a Request for Recognition form and a petition containing 10 names of interested full-time students. The petition must also have their Southern Miss ID# and signature. The form and petition must be submitted to the Recreational Sports coordinator or associate director of Recreational Sports.
After a final discussion with the Recreational Sports coordinator and the associate director of Recreational Sports, the club must register with the Office of Student Activities.
A club is considered “inactive” when it has no participation for two consecutive semesters. Once a club has inactive status, it must go through the same process as a new club to be reestablished.
Annual Registration
Previously recognized Sport Clubs seeking to renew their registration must obtain approval from the Recreational Sports Coordinator or the Associate Director of Recreational Sports at the beginning and end of each academic year. The registration can be accomplished by submitting a copy of the registration card (blue card) that is submitted to the Office of Student Activities.
Clubs that receive approval must complete the registration form (blue card) in the Office of Student Activities by the third week of each semester. If a club fails to renew registration during any academic year, it shall forfeit all privileges until the violation is corrected.
A club must have 10 active members on the roster. If the club falls below 10, the club will receive a notice to increase membership or be placed on probation. If the club falls below 10 for 2 consecutive semesters, the club will become inactive.
A Sport Club shall lose recognition if it fails to register for a period of two consecutive years. In such cases, the organization may reapply for recognition by following the procedures outlined in Creating a Sport Club.
Finances
Each Sport Club must submit budget requests to the Recreational Sports coordinator by February 1st of each year.
The budgets submitted to the Recreational Sports coordinator are requests for funds. These budgets are not guarantees of funds.
Every Sport Club is eligible for some financial support from Recreational Sports. These funds are considered a subsidy only, as each club is primarily financed by its members. The financial support may only be in form of a facility or equipment. Financial support does not always mean monetary funds.
funds request form must be submitted to the Recreational Sports coordinator four weeks in advance. This form is used by the President for advance payments such as tournament fees, officials, etc. An invoice for fees must be attached with the form in order to process a check.
When funds are allocated by Recreational Sports for travel, receipts must be kept and given to the Recreational Sports coordinator the Monday after the trip i.e. hotel receipts, tournament entry fees. Clubs are responsible for all expenses incurred on the trip. Predetermined expenses will be reimbursed with the accompanied receipts on the Monday after the trip. Clubs will not be reimbursed if they fail to meet the Monday deadline.
Budget proposals should include the following:
- Administrative costs, such as league or association dues, entry fees, subscriptions, printing and postage.
- Transportation, including lodging incurred.
- Equipment and repair.
- Athletic trainer and medical supplies.
- Competitive expenses such as referees and facilities.
Funds for the club’s activities may come from the following:
A. Membership dues
B. Donations and gifts
C. Fund Raising
1. Each club is expected to conduct some fund raising activities. Clubs not raising any funds may have their following year’s budget reduced.
2. All fund raising events must be reviewed by the Recreational Sports coordinator prior to advertising, requests for facilities are made, or funds are collected or expended.
3. A fundraising and sponsorship packet is included for clubs to use. This packet gives the club some fund raising ideas, as well as an outline of procedures to follow in order to obtain donations, sell merchandise or solicit sponsors for a special event. The club must see the Recreational Sports coordinator prior to doing any fund raising type activities.
4. Those clubs that solicit sponsors must also consider being active in the community. Businesses are asked for money every day from university groups. What sets your group apart? You must give back to the community to also receive.
D. Recreational Sports
Funds collected by the Sport Club should be deposited into an account established by the club at a local bank. The funds should NOT be placed in a personal checking or savings account. It is imperative that accurate financial records (income and expenses) be kept.
Facilities
All requests for Recreational Sports facilities must be filed with the Recreational Sports coordinator one month prior to the beginning of the semester except the fall term. Requests for the fall semester must be made by May 1st To request a facility, you must use a Facility Reservation Request Form and submit it to the Recreational Sports coordinator for approval.
Payne Center reservations for classrooms or meeting rooms must be made as soon as possible. Rooms requested at the beginning of the semester will have a better opportunity to get the space needed. Again, use the Facility Reservation Request Form.
All practice sessions or meetings will only be scheduled during the operating hours of the Payne Center. The practice or meeting must end 30 minutes prior to the closing of the Payne Center.
Visiting teams may dress and shower in the Payne Center. Arrangements must be made in advance with the Recreational Sports coordinator.
Sport Clubs have priority on the field or room for their practices during their scheduled times in Recreational Sports facilities. If problems arise while using the field or room during the scheduled time, please inform the facility supervisor or central staff on duty in the Payne Center. An incident report must be completed and submitted to the Recreational Sports coordinator the next working day.
Loyalty Field is closed on the day of a home football game and the day after. The soccer goals must be moved off Loyalty Field and placed next to the stadium in the northeast corner.
The rugby scrum sled may be used on the side of Loyalty Field under that stadium. It is NOT to be used on the playing area. When the field is wet, the scrum sled should not be used. Please take responsibility in trying to keep the Recreational Sports facilities in the best possible condition.
The Recreational Sports fields may be closed due to inclement weather. A decision will be made at 3 p.m. Clubs may call the Recreational Sports Office at 601.266.5405 for closure information.
No alcohol is allowed at any scheduled game, practice or any unscheduled event by the club. The University of Southern Mississippi’s alcohol policy is in effect at all times while on campus.
Sports Arena Field Lights – The club must notify the facility supervisor or CSOD before practice to have the lights turned on. The equipment manager may also advise the facility supervisor when he or she picks up the equipment in the Payne Center. The lights will be turned off at the end of the scheduled practice session.
Equipment
The Recreational Sports coordinator issues all jerseys, equipment and supplies to the clubs.
Each club should have an equipment manager who will check out and return all equipment on a daily basis. Only the equipment manager or president will be allowed to checkout equipment.
All equipment purchased by the clubs with Recreational Sports monies become the property of The University of Southern Mississippi Recreational Sports.
All clubs will have an inventory list for pre- and post season.
All equipment not turned in will be charged to the individual student when applicable or to the club.
Jerseys – The jerseys are the property of The University of Southern Mississippi Recreational Sports. No individual has the right or privilege to keep a jersey for any reason. The jerseys are the responsibility of the club. The club president and the equipment manager are authorized to check-out the jerseys. No other member will be allowed to check out the jerseys. All jerseys that were check-out must be returned to Equipment Issue to be washed. The facility management staff will wash and dry all uniforms after scheduled games. The jerseys must be turned in immediately after a home game or no later than 8 a.m. the following Monday after an away trip. Those jerseys not returned will be charged to the club president’s or individual club member’s personal Southern Miss account. Any lost jerseys will result in that individual not being allowed to participate until the jersey is replaced. It is the responsibility of the president and equipment manager to keep track of the jerseys. The penalty for a first offense of not turning the jerseys in to be washed will result in the club being placed on probation. The second offense will result in the club losing the privilege of using the jerseys. The club will then have to provide their own jerseys.
An Equipment Checkout Form must be filled out each time equipment is checked out from Equipment Issue in the Payne Center.
Scheduling
Make the tentative schedule a minimum of three to six months in advance. Attempt to schedule as many home contests as possible.
If possible, schedule teams of equal ability that is also on a club basis. Also, try to schedule near home (100 miles) and combine games in one geographical area into a single trip.
All schedules must be coordinated and approved by the Recreational Sports coordinator.
Transportation
Transportation requests will be submitted along with the schedule to the Recreational Sports coordinator.
The van must be picked up no later than 3 p.m. on the required pick up date by the driver or club president.
If a club must cancel a trip, they must notify the Recreational Sports coordinator 72 hours in advance before the scheduled game. Failure to do so will result in a $50 fee and the club will be put on probation for the rest of the year.
The vehicle must be returned in the same condition as it was picked up. This includes cleaning up trash.
Only club members may accompany the team in a University vehicle. NO EXCEPTIONS!
All of The University of Southern Mississippi’s travel policies must be adhered to.
Any employee of The University of Southern Mississippi may drive a university vehicle. This includes any student that is employed on-campus by the university. The driver(s) of the van must be 21 years of age, have proof of vehicle insurance, and a valid driver’s license to be eligible to drive under The University of Southern Mississippi’s policies. A valid copy of each driver’s license and proof of insurance must be on file with the Recreational Sports coordinator.
Every driver must be approved by Recreational Sports by taking a test drive with one of the following Recreational Sports staff before departing on a Sport Club trip: Recreational Sports coordinator, Intramural/Sport Clubs graduate assistant, associate director of programming, and associate director/risk manager of Recreational Sports.
When traveling in large vans, the maximum number of people allowed in a van must be 12 people. When traveling with a large group, the number of people riding in the vans must be equally distributed. For example, if there are 19 members going on the trip, 9 members must ride in one van and 10 members in the other.
A roster of all members traveling to a game must be submitted to the Recreational Sports coordinator 24 hours before departure. If not submitted, the vans will not be released and the club traveling in private vehicles will not be permitted to travel and the contest will be cancelled by the Recreational Sports Coordinator.
Franchise Fee
Every Sport Club member must pay $10 each semester in order to participate in the Sport Club Program. The fee must be paid prior to the member’s second practice. The fee is given to the Recreational Sports coordinator. The checks must be written to the Southern Miss Sport Club Council.
Membership Dues
Each Sport Club may set there own membership fees in addition to the $10 franchise fee. The club may use these fees to purchase equipment, travel, etc. These funds must be used for the improvement of the club – not for personal gain. If deemed necessary, the Recreational Sports coordinator will audit the clubs account.
Rosters
Each Sport Club president and officers must submit a roster to the Recreational Sports coordinator containing all club member’s name, address, e-mail, ID# and telephone number. No one may participate in any club activity unless an assumption of risk waiver has been signed and the $10 franchise fee paid. The president must submit a new roster every month if members have been added.
Publicity
Recreational Sports will, upon request, assist each club in publicizing their upcoming event.
The Recreational Sports coordinator and the associate director of marketing and Public Relations must approve all publicity items.
Be familiar with University policy on publicity promotion and advertising as stated in the Student Activities Handbook.
If your club is doing something of particular interest to alumni, contact the alumnus magazine and the Alumni Development Office
The club should utilize the following media:
- Newspaper – The Student Printz, The Advertiser, The Hattiesburg American
- Radio - WHSY 104, SL 100, WUSM-FM, B-95, Rock 104
- Television – WDAM, WHLT
- Flyers - Campus bulletin boards
- Word of mouth
- Sport Club brochure
- Website
Policies of Reprimand/Conduct
Clubs are expected to function in a mature and responsible manner, both on and off campus in all club-related activities in accordance with the club constitution and the Student Activities Handbook.
Sport Clubs and individual members may face disciplinary action for inappropriate conduct on and off campus while participating in any club activity. This includes travel to away games.
Spectators are welcome at club related activities, but do not have use of facilities.
No alcoholic beverages are permitted. It is the club’s responsibility to monitor this situation, including spectators. Games will be delayed until the problem is corrected. The university’s alcohol policy will be enforced.
The club may be subject to immediate probation with all funds frozen and all activity postponed if University rules and regulations are not followed. The Recreational Sports coordinator and associate director of programming will notify the club of this action.
Health and Safety
The Sport Club Advisory Council and Recreational Sports strongly recommend that all members of sport clubs have an annual physical examination and have accident/health insurance. Recreational Sports also recommends the club officers, coaches and advisors be certified in First Aid and CPR. Recreational Sports offers certification free of charge.
Assumption of Risk
Individuals are encouraged to have a physical examination and obtain adequate health and accident insurance PRIOR TO PARTICIPATION in Recreational Sports activities. Individuals who participate in Recreational Sports will be doing so at their own risk. The University of Southern Mississippi is not responsible for any injury that may occur to individuals participating in any Recreational Sports activity. Participation in any Recreational Sports activity is on a voluntary basis. Student Health and Accident Insurance information may be obtained at the University Clinic.
An Assumption of Risk Waiver form must be completed before participating in the Sport Club Program. All forms must be turned into the Recreational Sports coordinator by the third week of each semester or one week before the first game, whichever comes first.
Accident and Incident Reports
It is the duty of the Sport Club President and officers to submit an accident report for injuries that occur to club members during on campus or off campus practices or competitions. These reports should be submitted to the Recreational Sports coordinator as soon after the accident as possible. Incident reports should be filed when facilities are not working, a fight occurs on the field, or anything that is not deemed the norm for the activities of the club.
Accident Report Forms
Safety for our participants is our main concern in Recreational Sports. However, accidents can happen in any active area. The factual reporting of the accident and the gathering of all pertinent information is a very important part of the president and club officers’ responsibilities. This information helps in identifying problems, trouble spots and hazards that can be corrected so that similar accidents will not occur in the future. These reports also let us know that our participants are well cared for.
Incident Report Forms
Incident reports also have a place in our program. These help solve discipline problems, report theft or other unlawful acts, and describes unsportsmanlike behavior and the detailed action taken after the incident. Any out of the ordinary activity that takes place at a facility or sponsored event must be reported to the Sport Club coordinator. Further action, if it is deemed necessary, will follow the proper procedures as set forth by the director of Recreational Sports.
The Incident Report Form is to be used by all Recreational Sports affiliates in reporting unusual incidents which take place either in facilities or on the sport fields. For your information, an incident is any activity taking place which is not a normal and programmed activity. Examples of incidents include fighting, abusive language, theft, damaged equipment, disregard for policy or procedures, whenever security has to be requested, etc
Please take time to review the reverse side of the Incident Report form. It is essential for each employee to be diligent in observing incidents and reporting on the same. Additionally, your central staff supervisor should be notified immediately when an incident occurs where security or a rescue squad has been requested.
Your cooperation in making this procedure work is paramount to Recreational Sports providing the safest environment to the University community.
Phone Numbers
Please feel free to contact Lindsey Inman or Mark Crager regarding any questions or concerns you may have. Home telephone numbers are not to be given out for personal reasons - only for emergency use.
Jacob Chesnutt
Intramural Sports Graduate Assistant
jwchesnutt@yahoo.com
Office: 601.266.5405
Cell: 571.276.5846
Mike Giles
Director/Risk Manager
michael.giles@usm.edu
Office: 601.266.5405
Home: 601.268.3217
Mark Crager
Associate Director of Programming
mark.crager@usm.edu
Office: 601.266.5405
Cell: 850.212.9664
Emergency Action Plan
* Assess the situation and the victim
* Call 911 if life threatening: begin with "I have an emergency.”
State exact location of the emergency
The care being given
The number from where the emergency call is placed
Your name
Answer all questions asked by the dispatcher
Do not hang up until told to do so
* You may use an emergency red phone, blue emergency pole or dial 64021
*to notify central control:
A. Begin with "I have an emergency."
State your exact location.
Describe the emergency
State that 911 has been called or needs to be called
* Payne Center -- Facility supervisor or CSOD shall meet the emergency medical services (EMS) at the rear door service entrance and lead them to the proper area.
* Care for the victim until emergency medical services arrives or other trained personnel relieve you.
* After the emergency situation, the facility supervisor sees to it that all reports are thoroughly completed by all involved persons before they go off duty or go back on duty.
Natural Disasters
The television in the Payne Center Atrium or campus tornado warning siren may be our initial indicator of severe weather. Facility Supervisor and the Central Staff on Duty may monitor either the Weather Channel, channel 8, or local station, WDAM, channel 4, for up-to-date bulletins. Appropriate action will be taken depending on the weather situation. Severe weather concerns and emergency procedures are listed below.
Use available communication systems to warn patrons in the case of any emergency.
If emergency is such that they cause a serious problem and evacuation of Recreational Sport facilities is necessary, then follow the procedure for facility or sport field evacuation.
Severe Weather
1. Severe Thunderstorm Warning -- Heavy rain, lightning and strong wind gusts may affect activities for Recreational Sports. Check with facility supervisor or CSOD if a severe thunderstorm is in the area. Activities may be suspended in the interest of safety for the participants.
2. Tornado Watch –Conditions may be present for a tornado. Check local weather stations by radio or TV to stay updated. Conditions may be such that facilities and activities are affected. Activities may be suspended in the interest of safety for the participants. Check with the facility supervisor or CSOD.
3. Tornado Warning -- A campus tornado siren will blast to notify participants that a tornado has been spotted in the immediate area. The siren means participants must take shelter immediately. The CSOD or facility supervisor will check all facilities and recreational sport areas by the available communication systems. This may include the P.A. system, telephone or hand-held radios. Participants in the Payne Center will be directed to move to the North, West, and South Concourse of the first floor and assume a kneeling position with your head down and covered, next to the brick wall. Alternate safety areas are the men's and women's locker rooms with participants taking positions next to an inside wall. Above all, participants should move to areas at the center of any building away from all the windows. All open areas managed by Recreational Sports may be cleared and activities suspended in the interest of safety. Participants in other recreational sports facilities should move to safe zones as directed by the Seeking Shelter procedures.
4. Hurricane -- The eminent danger of a hurricane is somewhat predictable. Check local weather stations by radio or TV to stay updated. Conditions may be such that Recreational Sports facilities and activities are affected. Check with Recreational Sports Coordinator or the CSOD. The Recreational Sports Associate Director of Programming and the Risk Manager will work with other university officials and personnel to make the proper preparations for a hurricane.
5. Flooding -- High water and fast rising water may affect some recreational sport facilities. Check local weather station by radio or TV for flash flood warnings. Conditions may be such that Recreational Sports facilities and activities are affected. Check with the recreational sports coordinator or CSOD.
Seeking Shelter Due to Weather Conditions
1. Loyalty Field – Clear the fields and take shelter in the Sports Arena bathrooms or locker rooms. In case of immediate danger, it may be necessary to have patrons lie flat in the nearest ditch or other low area and shield the head with their hands. Put people in their vehicles. Attempt to keep participants away from the light poles and trees.
2. Intramural Sports Complex – Take shelter in the interior space of the concession stand/field house. In case of immediate danger, it may be necessary to have participants lie flat in the nearest ditch or other low areas and shield the head with their hands. Put people in their vehicles. Attempt to keep participants away from the light poles, trees and the chain link fence.
3. Pride Field – Clear the fields and direct all individuals to take shelter in the Payne Center. In case of immediate danger, it may be necessary to have patrons lie flat in the nearest ditch or other low area and shield the head with their hands. Put people in their vehicles. Attempt to keep participants away from the trees.
4. Off-campus site – While at an off-campus site, check with the site supervisor for designated shelters or safe zones. Be aware of your surroundings and the weather forecast for the area.
Job Descriptions
Recreational Sports Coordinator
Assists in planning, developing and supervising The University of Southern Mississippi Sport Club Program and activities on and off campus. The Recreational Sports coordinator works closely with the club president’s, Sport Club Council, and the associate director of Recreational Sports.
Adviser
Each sport club must have one university affiliated faculty/staff adviser. A good adviser can be a valuable asset to a club in terms of providing mature judgment, advice based on experience, and insight into university operations and policies.
The adviser must be a full-time faculty or staff member at The University of Southern Mississippi. He or she should be highly interested and, if possible, experienced in the specific activity and accepted and respected by members of the club. The adviser must also sign each club member’s assumption of risk waiver.
The primary role of the adviser is to act as the first point of information for all activities of the club. The foremost goal is to allow the club to be self-organized and self-governed, but the advisor guides and counsels members. This person should rely on his or her experience to help the club mature and achieve its full potential by assisting members to refine their programs, plans and aspirations effectively and realistically. Club advisers are encouraged to embrace the student development concept maintained by Recreational Sports and work to guide club members through the learning experiences provided by the sport club involvement.
President
Keep the Recreational Sports coordinator informed of all club business.
Preside over club meetings and conduct club business.
Inform officers of pertinent policies and information.
Know what services are available to sport clubs.
Attend Sport Club Council mandatory meetings.
Delegate authority within the club.
Complete all facility reservations in advance.
Promote fund-raising events.
Maintain accurate financial records.
Submit funds requests must to Recreational Sports coordinator.
Submit completed Travel Itinerary 24 hours in advance.
Complete membership rosters and give the Recreational Sports coordinator monthly updates.
Complete daily participation form and submit every week.
Secure travel plans 48 hours previous to departure time.
Complete supervisor’s report after an away trip and submit report by 8 a.m. the following Monday.
Turn in receipts to the Recreational Sports coordinator on Monday morning after the trip.
Turn in franchise fees to Recreational Sports coordinator.
Submit budget to Recreational Sports coordinator by Feb. 1
Submit tentative club practice and game schedules to Recreational Sports coordinator in advance.
Ensure club compliance with rules and regulations of the university and Recreational Sports.
Continuously recruit new members to keep the club active.
Train the next president.
Equipment Manager
Assist with checking out equipment from Recreational Sports for use during the year.
Fill out the Sport Club Equipment Checkout Form properly.
Maintain and repair equipment as necessary.
Notify Recreational Sports coordinator of damaged equipment.
Student Members
The students within the Sport Club Program have an unlimited number of opportunities to become involved in the administration of the club. The student can contribute in the responsibilities of writing the club constitution and by-laws, establishing dues, selecting a faculty advisor, selecting a coach, and assisting in the overall duties of the club.
Coach
The main responsibility of the coach is to provide expertise instruction in practice and competition. The coach is also responsible for the conduct of his or her team members and must function as an appropriate role model in attitude and behavior. The coach works with the Recreational Sports coordinator regarding financial needs, scheduling, travel, etc. The coach may be a student, faculty, staff, alumni or member of the community and approved by the associate director of Recreational Sports. Any club that is interested in having a coach must discuss the possibility with the Recreational Sports coordinator and associate director of Programming.
Are You Interested in Starting Other Clubs?
How about judo, women's soccer, racquetball, or men's volleyball? If so, please come by the Recreational Sports Office in the Payne Center, Room 101, or call 601.266.5405 and leave us your name, address, and phone number.
