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Sport Club Handbook

A Guide for Sport Club Officers & Members at the University of North Carolina Wilmington 2019-2020

Updated July 2019

This publication is a manual for all members of and officers of a UNCW Sport Club. It contains policies and

procedures that must be followed in order to run and be an active member of a successful UNCW Sport Club.

This manual cancels and supersedes all previously published policies, procedures and instructions.

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Table of Contents

2019-2020 Important Dates and Deadlines ............................................................................................................................... 5

Contact Information .................................................................................................................................................................. 6

Introduction ............................................................................................................................................................................... 7

The Code of Student Life .......................................................................................................................................................... 7

Discrimination ........................................................................................................................................................................... 7

Student Organization Administration ....................................................................................................................................... 8

Student Government Association (SGA) .............................................................................................................................. 8

A Student Organization ......................................................................................................................................................... 8

Student Organization Status .................................................................................................................................................. 8

The Sport Club Council ............................................................................................................................................................ 9

The Purpose .......................................................................................................................................................................... 9

Sport Club Council Mission Statement ................................................................................................................................. 9

Who to Know .......................................................................................................................................................................... 10

Department of Campus Recreation ..................................................................................................................................... 10

Competitive Sports Supervisors .......................................................................................................................................... 10

Faculty/Staff Advisor .......................................................................................................................................................... 10

Coaches ............................................................................................................................................................................... 10

Campus Activities and Involvement Center (CAIC) .......................................................................................................... 11

Being a Sport Club .................................................................................................................................................................. 12

Sport Club Status ................................................................................................................................................................ 12

New Clubs ........................................................................................................................................................................... 12

Gain Membership into the SCC .......................................................................................................................................... 12

CAIC Re-Registration ......................................................................................................................................................... 13

Re-Activate a Club .............................................................................................................................................................. 13

Sport Club Administration ...................................................................................................................................................... 14

Read and Follow Club Constitution .................................................................................................................................... 14

Elect Officers ...................................................................................................................................................................... 14

Sport Club Cohort Meetings ............................................................................................................................................... 14

Delegate Responsibility ...................................................................................................................................................... 14

Affirm Eligibility and File Official Rosters ........................................................................................................................ 15

Intramural Sports Participation ............................................................................................................................................... 15

Risk Management ................................................................................................................................................................... 16

Waivers/Visiting Club Waivers .......................................................................................................................................... 16

Take a Swim Test ................................................................................................................................................................ 16

SportGait Baseline Testing ................................................................................................................................................. 16

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CPR & First Aid Requirements .......................................................................................................................................... 16

Severe Weather ................................................................................................................................................................... 17

Injuries ................................................................................................................................................................................ 17

Reporting Injuries ............................................................................................................................................................... 17

Water Sports/Route Plans ................................................................................................................................................... 17

On-Campus Services ............................................................................................................................................................... 18

Reserve a Room .................................................................................................................................................................. 18

On-Campus Parking ............................................................................................................................................................ 19

Recreational Field Complex and Gazebo Recreational Complex Usage ............................................................................ 19

Financial Information .............................................................................................................................................................. 20

Keep Track Of Your Budget ............................................................................................................................................... 20

Deposits and Donations ...................................................................................................................................................... 20

Fundraising ......................................................................................................................................................................... 20

Sponsorships ....................................................................................................................................................................... 20

Additional Funding Opportunities ...................................................................................................................................... 20

Budget Allotments .............................................................................................................................................................. 21

The Budget Process ............................................................................................................................................................. 21

Administrative Budget Reductions ..................................................................................................................................... 22

Conduct & Behavior ............................................................................................................................................................... 23

Player Conduct .................................................................................................................................................................... 23

Club Conduct ...................................................................................................................................................................... 24

Alcohol Policy .................................................................................................................................................................... 24

Hazing ................................................................................................................................................................................. 24

Discipline & Due Process ................................................................................................................................................... 27

Purchasing ............................................................................................................................................................................... 28

Purchasing Process .............................................................................................................................................................. 28

Utilize Petty Cash................................................................................................................................................................ 29

Hosting Events ........................................................................................................................................................................ 29

Register an Event ................................................................................................................................................................ 29

Event Preparation ................................................................................................................................................................ 30

Parking ................................................................................................................................................................................ 30

Advertise an Event .............................................................................................................................................................. 30

Print Flyers .......................................................................................................................................................................... 30

Practices .................................................................................................................................................................................. 31

Access to Equipment ........................................................................................................................................................... 31

Missed Practices .................................................................................................................................................................. 31

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Additional Practice Time .................................................................................................................................................... 32

Travel ...................................................................................................................................................................................... 32

Travel Requests ................................................................................................................................................................... 32

Course Attendance & Travel ............................................................................................................................................... 32

Travel Reimbursements ...................................................................................................................................................... 33

Third Party Lodging Reimbursement Exceptions ........................................................................................................... 33

Direct Deposit Reimbursement ........................................................................................................................................... 34

Equipment Trailer Usage .................................................................................................................................................... 35

Gas Cards ............................................................................................................................................................................ 36

Rental Vehicles ................................................................................................................................................................... 36

Pay an Entry Fee ................................................................................................................................................................. 37

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2019-2020

Important Dates and Deadlines

Start of Practice Checklist

Attended Fall Training, Parts I & II

Two Safety Officers in DSE

Two Interest Meetings

Waivers Completed

If applicable, SportGait Completed

Sport Club Council Meetings Date

Fall Training, Part I August 23rd

Fall Training, Part II August 30th

October Monthly Meeting Week of September 30th

November Monthly Meeting Week of November 4th

CAIC Re-Registration Meeting November 15th

January Monthly Meeting January 17th

March Monthly Meeting Week of March 16th

April Monthly Meeting Week of April 13th

Paperwork Deadlines

Spring 2020 Practice Request Friday, November 1st

Spring 2020 Contacts Friday, November 22nd

CAIC Wavelink Re-Registration Friday, November 15th

Fall 2019 End of Semester Report Wednesday, December 4th

Sport Club Council Elections November 13th - 17th

2020-2021 Budget Request Friday, February 7th

Budget Presentation Request Friday, February 14th

Wavelink Officer Update Update in April

Fall 2020 Practice Request Friday, April 10th

Summer/Fall 2020 Contacts Friday, April 24th

Summer 2020 Involvement Fair Sign-Up Opens in April

Fall 2020 Involvement Carnival Sign-Up Opens in April

Spring 2020 End of Semester Report Friday, April 24th

Deadline/Event Deadline/Date

Fall Involvement Carnival Wednesday, August 28

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Contact Information

In Case of Emergency, call – 911

A. University Phone Numbers: (all 910 area code)

Competitive Sports Office 962-7529 Campus Recreation Main Office 962-7443

Competitive Sport Hotline 962-7246 SRC Lobby Desk 962-3261

University Police

Non-Emergency

962-2222 Emergency Information Hotline 962-3991

[888-657-5751]

B. Competitive Sports Contact Information

David Parker

Associate Director of

Campus Recreation

parkerd@uncw.edu 910-962-7443

Zach Gilbert

Assistant Director

of Campus Recreation

gilbertz@uncw.edu 910-962-4116

Daniel Turner

Competitive Sports

Coordinator

turnerdt@uncw.edu 910-962-7758

Andy Rampe

Competitive Sports

Coordinator

rampe2@uncw.edu 910-962-3318

Ryan Himes

Graduate Assistant rsh8136@uncw.edu 910-962-2696

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Introduction

The University of North Carolina Wilmington Sport Club Program is made up of those registered student

organizations that have petitioned and been accepted by way of vote for membership into the UNCW Sport

Club Council. The Department of Campus Recreation provides professional support to the clubs and the

Competitive Sports Staff serve as the advisors to the Sport Club Council, clubs, and members.

Sport clubs are strongly encouraged to recruit a faculty or staff advisor. As a registered student organization at

UNCW all sport clubs are afforded all rights and responsibilities as outlined in the Code of Student Life, the

Student Organization Handbook, and this manual. Sport club members are required to sign a waiver that

includes a statement agreeing to the policies and procedures presented in this manual.

Sport clubs are independent student organizations and receive administrative support by the Department of

Campus Recreation and advice from the Sport Club Council. The Sport Club Program is part of the Competitive

Sports Program within Campus Recreation and complements the University’s intercollegiate athletic programs,

intramural sport activities and physical education course offerings.

The success of your club depends on student leadership, a high level of organization and member participation.

The day-to-day operation is managed by student leaders within the club. Campus Recreation and the Campus

Activities & Involvement Center host workshops and clinics focused on building leadership and recruitment

skills. The Sport Club Manual serves as a resource for officers in the daily management and operation of their

clubs. This manual also contains policies and guidelines pertaining to the university, the Department of Campus

Recreation and the Sport Club Council. Please contact the Campus Recreation at (910) 962-7443 or

compsports@uncw.edu should you have questions.

The Code of Student Life The Code of Student Life outlines the rights and responsibilities and expected levels of conduct of students in

the university community and the greater Wilmington community. The purpose of the rules outlined is to

prevent abuse of the rights of others and to maintain an atmosphere in the university community appropriate for

an institution of higher education. The Code of Student Life will help student organizations and members of the

university desiring to use university facilities gain a better understanding of responsibilities of various boards

and committees and understand student rights and responsibilities. Sections in the Code cover academic

concerns (grievances and standards) and student conduct and appeals.

If the situation involves alleged criminal acts or is of a high severity it may be referred to the Office of the Dean

of Students for processing. A detailed description of the process may be found in the Code of Student Life.

Discrimination

UNCW is committed to equal educational and employment opportunity and is an affirmative action employer.

UNCW complies with all provisions of the Americans with Disabilities Act (ADA). If you require

accommodations, please contact the Department of Campus Recreation at (910) 962-7443.

Currently enrolled University of North Carolina Wilmington students who have paid student fees are eligible to

participate in the Sport Club Program. University of North Carolina Faculty & Staff members may participate in

the Sport Club Program. All sport club participants must have a valid UNCW identification card, proof of

insurance, and a completed waiver on file each academic year of participation.

The University of North Carolina at Wilmington is committed to an inclusive campus community through

Affirmative Action and Equal Opportunity. As a result, membership and participation within a sport club is free

from discrimination based on race, color, sex, nation of origin, age, sexual orientation, or handicap.

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Student Organization Administration

Student Government Association (SGA) The Student Government Association is the governing organization for all full-time students at UNCW.

The SGA is responsible for allocation of student fee dollars, among many other things. The SCC presents a

budget proposal, on behalf of all sport clubs, to the SGA each spring semester. The SGA then makes a decision

on the level of funding to allocate to the SCC.

A detailed description of the SGA and its responsibilities can be found at www.uncw.edu/sga

A Student Organization The Student Organization Committee has established thirteen categories of student organizations:

Academic, Professional, Cultural, Graduate Student Associations, Greek Life, Honorary, Media,

Political/Activist, Religious, Performance/Visual Arts, Service, Special Interest and Sports & Recreation. In

addition, there are eight governing bodies which may further define the categories to similar interests: Student

Government Association, Interfraternity Council, Pan-Hellenic Council, National Pan-Hellenic Council,

Residence Hall Association, Student Media Board, Graduate Student Association and the Sport Club Council

(UNCW Code of Student Life, Sect. VI).

Registered Student Organizations are defined by the Code of Student Life, Section VI, and are subject to

all rights and responsibilities set forth therein. Student organizations that have petitioned for and granted

membership into the Sport Club Council are subject to all rules and policies pertaining to the Sport Club

Program. The Sport Club Program is located in the Student Recreation Center serves as the University

Administration coordinating the day-to-day operation and management of the program and its clubs. This

section defines the difference of being an “active” Student Organization within the category of Sports &

Recreation verses being an “active sport club” within the category of Sports & Recreation and under the

governing body of Sport Club Council.

Student Organization Status The Sport Club Program is made up of active organizations. The “active” status is given to those

organizations that re-register with Campus Activities & Involvement Center each spring semester. To re-register

as a student organization of UNCW, the organization must update their organization’s information online,

confirm and update their organization’s constitution/bylaws, and have one representative attend a re-registration

seminar, all by the deadline specified by Campus Activities & Involvement center. The “in-active” status is

designated to those organizations that have not re-registered by the spring deadline, have ceased club activity,

fall below the minimum number of members, fail to meet guidelines established in this manual and/or Sport

Club Council Constitution, or request the “in-active” status. Organizations that are “in-active,” are not eligible

to receive money, use/reserve space on campus, or be affiliated with the university in name or in practice.

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The Sport Club Council

The Purpose The University recognizes the Sport Club Council as an official governing body. The purpose of the SCC is:

To review all existing University policies and procedures and express the collective viewpoint on said

policies and procedures in the interests of all member sports.

To act as a liaison between the members of the SCC and university administration and its organizations.

To represent and support all member clubs in matters involving conflict with campus or community

organizations at the discretion of the SCC Advisory Board.

To monitor all member sport clubs and provide explanation of university policies and procedures and to

ensure that these guidelines are followed.

To ensure adequate and timely communication of all SCC policies to its member organizations and

determine/apply appropriate penalties when necessary. Penalties may include but are not limited to

monetary sanctions, participation limitations or expulsion of a sport club and/or their participants or

coaches.

To act as a governing body to represent, connect, and provide services for the sport clubs.

To resolve conflicts between member sport clubs in an attempt to ensure unity in the SCC.

To encourage and support the establishment of new sport clubs in an attempt to provide interested

students, faculty and staff with the opportunities to participate in an organized sports activity program.

To provide a venue through which the member clubs can market and promote their organization

including assistance in fund raising by offering ideas or suggestions.

To provide recommendations on the disbursement of SGA allocated funds to the budget authority

(Department of Campus Recreation).

To ensure adherence to the constitution of the SCC and its bylaws.

Sport Club Council Mission Statement

The Sport Club Council (SCC) at UNCW strives to enhance individual self-worth through experiential learning,

intentional leadership opportunities, personal responsibility and acquisition of lifelong skills.

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Who to Know

Department of Campus Recreation

Clubs who have gained membership into the Sport Club Council must follow the policies, procedures, and rules

set out by the Department of Campus Recreation and University community. The Competitive Sports professional

staff oversee and represent the Sport Club program. Each club will receive an advisor from the Competitive Sport

program to aid in the development of the club and its members. At the beginning of the semester, the club advisor

will schedule a monthly meeting with club leadership to answer questions, advise officers, and discuss any

upcoming events. This meeting is scheduled through the Club President, but any officer is encouraged to attend.

Competitive Sports Supervisors

Competitive Sports Supervisors are student staff members of Campus Recreation who are responsible for

overseeing the activities of the Competitive Sports program. All supervisors are certified in First Aid and Adult

and Child CPR w/ AED. Supervisors are on site to check-in club members, answer questions, serve as first

responders, and ensure the safety of all participants is met. For Home Events taking place on-campus, supervisors

will be assigned to your event to assist with visiting team check-in, event set-up and breakdown in addition to their

normal responsibilities. Additionally, the Sport Club program has one program assistant who aids in the

administration of the program through waiver review, travel binder preparation, and event scheduling.

Faculty/Staff Advisor

Clubs are strongly encouraged to seek a faculty or staff advisor from the University community in addition to their

advisor in the Competitive Sports program. This advisor is encouraged to work closely with the club officers and

provide perspective in the organization’s decisions through their experience, judgement and knowledge. The

advisor should help maintain continuity of the club programming and provide insight on University policies and

procedures.

Coaches If a sport club desires, members may seek the assistance of a coach. Any and all coaches serve at the discretion

of Campus Recreation. Campus Recreation must review all coaching candidates. It is highly recommended that

all coaches selected by a club have coaching certifications and/or endorsements recognized by the national

sanctioning body of that sport. Upon approval of a coaching candidate, the club coach must submit a

“Coaching Information” form annually. Coaches may be removed from service by Campus Recreation or by

the club membership for conduct not congruent with the Mission and Values of Campus Recreation, the Sport

Club Manual, the Sport Club Council Constitution, the Constitution of the Club they serve, or for any reasons

deemed necessary.

Coaches are encouraged to provide guidance in terms of practice schedule and game strategies. Club operations

remain the responsibility of the club executives. Coaches may not participate in competition unless they are

eligible under Campus Recreation and sanctioning body policy. All coaches must provide proof of health

insurance and sign a waiver of liability. Coaches may not promote private enterprise for personal gain. If a club

desires to have a paid coaching position, a contract should be drawn-up and approved by club officers.

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Campus Activities and Involvement Center (CAIC)

The Campus Activities & Involvement Center (CAIC) is your gateway to entertainment, involvement, and

leadership on campus. CAIC is a great resource for all clubs and any student organization. As part of the

Division of Student Affairs, CAIC is creating experiences for life by providing opportunities for students to

participate actively, grow personally, and explore new ideas and interests through a variety of entertainment and

involvement experiences. The CAIC staff, and the students with whom they work, are committed to creating a

vibrant campus community filled with diverse activities for all students.

CAIC provides many helpful resources for our registered student organizations. These resources include

organization mailboxes, computer workstations, button supplies, helium tank, a large poster printer as well as

other craft supplies to help with publicity, and much more. The CAIC staff is also available to help you and

your organization in an advising capacity. The Campus Activities & Involvement Center, located in the Fisher

Student Center on the second floor.

Clubs must re-register through the CAIC office on a yearly basis to remain an “active” organization on-campus

and with the Sport Club Council. Re-Registration is completed by attending a re-registration session in person

and completing the appropriate forms through Wavelink. Clubs should maintain an accurate roster of members

and officers in Wavelink.

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Being a Sport Club

Sport Club Status Active sport clubs enjoy all the benefits, privileges and responsibility detailed in this document and as outlined

in the Sport Club Council Constitution. Sport clubs achieve “active sport club” status after having registered

with CAIC and gaining membership with the Sport Club Council through demonstration of need and

recognition by the Department of Campus Recreation. Active sport club status may be revoked at the discretion

of the Competitive Sports Staff, Campus Recreation and/or through failing to adhere to Sport Club Council

policy as detailed in the constitution. Sport clubs with “in-active sport club” status may not utilize any SCC

allocated funding, are not eligible to practice, travel, host home events and request supplemental funding and

may face additional sanctions based on the results of any required investigation until “active sport club” status

is redeemed. A club can regain “active” status with the Council by meeting requirements as outlined in the

Council’s Constitution and/or satisfying requirements imposed by Campus Recreation. Individual situations

will be addressed on a case-by-case basis.

New Clubs Start a New Club

Starting a new club can be a lot of fun. There are five easy steps to follow:

1. Identify a sport that is not currently offered as a sport club.

2. Contact the Competitive Sports Office (910-962-7529) or Campus Recreation Office (910-962-7443)

to get the history (if any) of the club on our campus. We will schedule a meeting to talk about it.

3. Complete and submit an “Intent to Register” form with the Campus Activities and Involvement

Center (CAIC) (FSC 2029).

4. Schedule and host an informational meeting.

5. Prepare a club constitution and submit it to the Student Organization Committee (SOC) for approval.

Once your club has been approved, you can petition to gain entry into the Sport Club Council.

Write a Constitution

The student organization page on UNCW website provides a template and the required clauses that must be

present in all student organization constitutions. Go to the Student Organization page

(www.uncw.edu/studentorgs), and click on the link “Start an Org!”

Gain Membership into the SCC Registered student organizations that engage in competitive sporting activities and that have a minimum of 6

members or enough to field a full team for that sport, whichever is greater, are eligible to apply for membership

with the Sport Club Council governing body (SCC). The club will be asked to submit a proposal to the

Department of Campus Recreation and the SCC Advisory Board demonstrating the club’s need for

administrative support from the Department of Campus Recreation and the SCC. The proposal should include a

summary of the scope and goals of the organization, the club constitution, the active member roster, and any

other supporting documentation. After reviewing the proposal, the SCC Advisory Board will provide a non-

binding recommendation of membership to the Department of Campus Recreation. The final decision regarding

acceptance and recognition of a potential sport club will be made by the Competitive Sports Program within the

Department of Campus Recreation.

All clubs that are current members of the Sport Club Council as of fall 2013 and have a minimum of 6 active

members will be grandfathered into the SCC. If a club is removed from the SCC for any reason, the club will be

held to the same membership requirements as a new club petitioning for the first time.

If a current club falls below the minimum 6 active members, they may be placed on probationary status for a

period of one year or until the club maintains 6 active members. During the probationary period, clubs may

have restricted access to facility space, on-campus funds, or be declared “In-Active” until such a time that the

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roster minimum has been satisfied.

The Department of Campus Recreation reserves the right to refuse administrative support to any club requiring

extensive funding, facilities or resources involving high liability or risk factors or which does not properly

represent the University of North Carolina Wilmington in action, behavior or reputation. It should be noted that

the Department of Campus Recreation might, upon advice of University officials and lawyers, prohibit club

activity on-campus in which the risk of serious and/or fatal injury is unacceptably high.

Upon induction into the SCC, the new club agrees to abide by the policies and decisions made by the SCC, the

Department of Campus Recreation, the Campus Activities & Involvement Center, the Office of the Dean of

Students and the University of North Carolina Wilmington.

CAIC Re-Registration Each year, Sport Clubs must re-register as a student organization through the Campus Activities and

Involvement Center by a set deadline, typically in the fall semester. Failure to do so will result in the club

being suspended from all activities including, but not limited to, hosting events, practice, travel, and ability to

spend on-campus funds.

Step 1: Send one (1) club member to a Re-Registration Seminar. A session is typically scheduled for just

Sport Clubs. In the event of missing the meeting, multiple sessions are scheduled to accommodate various

scheduling needs. Re-Registration Seminars are a way of providing information on topics about policies,

procedures, and resources. The information is critical to the success of our registered student organizations.

Step 2: Update your organization’s information via Wavelink. Be sure to include:

o A: Officers’ Contact Information: 3 registered students minimum, including assigning 1-2

Reservation Delegates – these will be the only members of your organization who can make

room reservations

o B: Constitution: Organizations are required to submit their constitution/bylaws electronically

through SeaOrg. Be sure to have your current constitution in one of the following file formats:

pdf*, doc, docx. (Note: pdf’s are recommended as this file will be posted publicly on the CAIC

website.)

If an organization does not complete any of the above steps by the re-registration deadline the organization will

be deemed as a non-registered organization. As such all privileges reserved for student organizations will be

revoked including reserving space on campus and having access to on-campus funds. Non-registered

organizations will be eligible to re-apply for registration status again at the beginning of the fall semester by

submitting an Intent to Register form with the CAIC.

Re-Activate a Club There used to be a sport club at UNCW that played the sport you want to play. The only problem is the club no

longer exists. Unfortunately this happens sometimes. Student interest fades or the sport just dies out. But there

is something you can do about it. Here’s how:

1. Contact the Sport Club Coordinator (962-7758) or go to the Campus Recreation office to see if the

sport has ever been played at UNCW.

2. Make a copy of the old constitution and contact names.

3. Revise the constitution if needed and file “Re-register” and “Officer Update” forms with

Campus Recreation and the Campus Activities and Involvement Center.

4. If the club has been inactive for more than one year and/or removed from the SCC, you must petition

the SCC for membership.

5. All “reactivated” clubs will be considered second year clubs for the purpose of budget allocations.

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Sport Club Administration

Read and Follow Club Constitution Read the Sport Club Council Constitution as well as your own. Make sure you understand all the policies and

regulations your organization must abide by in order to be a successful sport club. Please do not hesitate to ask

for clarification. Contact a member of the SCC Advisory Board or Competitive Sports Staff for answers to

questions (contact information found online and listed previously).

The University recognizes your club through its constitution. You can change it, but you must follow it. Your

club constitution contains useful information. The duties of your officers, membership eligibility, how and

when to hold elections should all be included in your constitution. A copy of your club constitution is on file in

the Campus Activity and Involvement Center.

Elect Officers Every club constitution must address how officers are to be elected. Most clubs hold elections in the spring

semester or at an annual business meeting (like the SCC). Clubs may take nominations one meeting and elect

officers, through secret or open ballot, at the next. Remember that in order to maintain active status you must

follow your club constitution.

Sport Club Cohort Meetings The Sport Club Council hosts meetings on select days on campus. Dates are announced prior to each semester

and can be found in the Handbook and on the Campus Recreation website. All sport club meetings must be

attended by at least one club officer. Clubs who are absent from a Cohort meeting may provide a reason to the

Advisory Council for their absence. It will be up to the Advisory Board to determine whether an absence will

be excused or unexcused. An unexcused absence will result in an automatic Level 2 Budget Reduction being

administered to the club. For more information about budget reductions, see the “Financial Information”

section of the handbook. The SCC holds elections at the end of the Fall semester. All clubs will be provided to

nominate members to the Sport Club Advisory Board. Following the nomination period, club presidents will

have the opportunity to vote on the Advisory Board. The success of the Council depends on the members

attending and taking an active role in the business of the Council. It is vital clubs select members who will

represent not only the club’s interest during meetings but also the interests of the Council as a whole.

Delegate Responsibility It takes a lot of time, organization and commitment to effectively administer a sport club. Too often the

President is stuck doing all the “work.” One characteristic of good leadership is the ability to motivate and

empower your membership. Some are more willing to accept responsibility than others. The sure way to know

which ones to look to are the ones that run for office, ask if they can help, or always have ideas about what the

club should do. Here is a list of potential duties broken-up by officer title.

President: Responsible for actions and functions. Schedules meetings, practices and competitions.

Coordinates fundraising and sponsorship efforts.

Vice President: Acts in place of President in the President’s absence. Handles logistics for

meetings, practices and competition.

Secretary: Maintains Sport Club Council meetings attendance. Handles official correspondence.

Treasurer: Responsible for creating budget reports and requests. Handles fiscal transactions

including processing of expenditures, and the deposit of revenue. Should maintain an on-going and

accurate summary of club account.

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Affirm Eligibility and File Official Rosters Currently enrolled University of North Carolina Wilmington students who have paid student fees are eligible

to participate in sport clubs, as are University of North Carolina Wilmington Faculty & Staff. All sport club

participants must have completed waiver/assumption of risk form on file with the Competitive Sports Staff.

Water sports participants must also complete a swim test prior to participation in club activities.

“Club Days” or “Try Outs” for the purpose of recruitment or determination of interest may complete a modified

waiver. Try-outs designed to determine a travel team from existing members must complete the full

waiver/assumption of risk form and be listed as an eligible member on IM Leagues.

Campus Recreation maintains a membership database of each club using a scheduling website, IM Leagues.

Club members that have been confirmed to be currently enrolled UNCW students, have completed waiver and

assumption of risk form, and have completed a swim test (if applicable) are considered eligible club members.

Only official club members may participate in club activities, including but not limited to: practice, travel and

fundraisers and other events.

Clubs may have seasons or competitions that occur during vacation periods. Club members are eligible to

compete provided:

- They were enrolled and paid student fees for the semester prior to the date of competition

AND continuing enrollment for the regular term immediately following the date of

competition.

- The competition is a championship or qualifying tournament within 60 days of the date they complete

the requirements for their degree (graduation).

o NOTE: Regular season matches or non-championship playoffs are NOT included in this

provision.

Please note: clubs that are members of a National Governing Body may have additional requirements for

eligibility. These requirements or exceptions DO NOT supersede the minimum requirements of eligibility as

noted herein. If the National Governing Body requires enrollment verification documents signed by the

Registrar prior to competition, bring those documents to the Competitive Sports Staff at least 2 weeks

prior to the date of the competition. Roster verification forms should be typed, if possible, and contain

each participant’s full name, signature, and 850-number.

UNCW is committed to an inclusive campus community through Affirmative Action and Equal Opportunity.

As a result, membership and participation within a sport club is free from discrimination based on race, religion,

sex, color, national origin, age, sexual orientation, or handicap.

Intramural Sports Participation

Intramural Sports limits Sport Club Member participation in sports the same or similar sports compared to their

club membership (e.g. Soccer Club participating in Indoor or Outdoor Soccer). According to the Intramural

Sports Handbook, Sport Club Members are “any student who competes in at least one sport club event,

practices with the club, or pays dues is considered a member of a sport club. “Club Days” and information

sessions are not considered club events for the purposes of eligibility.

Members are eligible to participate in Intramural Sports on the following basis:

SPORT RESTRICTION

Basketball 1 player per team

Baseball/Softball 2 players per team

Wiffleball 1 player per team

Soccer (7on7 or greater) 2 players per team

Indoor Soccer/5on5 Soccer 1 player per team

Ultimate Frisbee 2 players per team

4 on 4 Sand & Indoor Volleyball 1 player per team

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Risk Management

Participants are responsible for discussing with Student Health Services medical staff or with their family

doctor, any known physical problems that may limit participation in the Sport Club Program. This should be

accomplished prior to participation. Participants are responsible for proper conditioning as a prerequisite for

participation. Sport clubs may be required to purchase special event insurance. This will be determined on a

case-by-case basis. Safety of sport club participants is of utmost importance. There are inherent risks

involved in all recreational and competitive sport programs. All participants in the Sport Club Program

should be aware that involvement is voluntary.

Waivers/Visiting Club Waivers All club members are required to fill out, sign and have a witness signature, a Waiver/Assumption of Risk form

and be a currently enrolled student, a faculty or a staff member at UNCW. Individuals under the age of 18 must

have a parent or legal guardian sign the Waiver/Assumption of Risk form. New members will not be able to

participate in any club activity until these forms are on file with Campus Recreation. Waivers can be found

under the link “Forms/Manuals” on the sport club page (www.uncw.edu/campusrec). A waiver must be filled

out properly and turned-in to the Campus Recreation office in the Student Recreation Center before that

individual participates. Club officers (Secretary) should keep a current roster and copies of each member’s

waiver. The most up-to-date official roster for your club will be made available by request.

Visiting clubs will be asked to sign a waiver on game day. Clubs may not participate unless all of the club

members that plan on playing sign the waiver. All visiting club members must show a valid University/College

photo ID or valid government issued photo ID.

Take a Swim Test Participation in UNCW Sport Clubs that are water related (Crew, Fishing, Sailing, Surfing, Swim, Triathlon,

Wake Board, Water Polo, and Water Ski) is contingent on participants passing a swim test. The swim test

consists of a continuous 100 yard swim and 5 minutes of treading water. The Department of Campus Recreation

aquatic staff will verify successful completion of the test. Swim tests may be attempted by groups of 4 or less

during open swim hours. For larger groups a club must schedule an evening for the groups’ swim tests through

the Competitive Sports staff (910-962-7529). Failure to inform Competitive Sports and receive confirmation

prior to arrival may result in denial of swim test.

SportGait Baseline Testing In order to remain committed to student safety, we are offering concussion baseline testing through SportGait to

all Sport Club athletes. Due to the high risk nature, the following clubs are required to complete testing prior their

waiver being approved: Competitive Cheer, Equestrian, Ice Hockey, Men’s and Women’s Lacrosse, Men’s and

Women’s Rugby, Quidditch, Men’s and Women’s Soccer, and Wakeboard. Any club or members interested in

completing Baseline testing may speak with their advisor about the process to schedule a time for testing.

CPR & First Aid Requirements As part of our risk management plan, all clubs are required to have a minimum of two members that are

American Red Cross CPR and First Aid Certified (or equivalent). Clubs may not engage in physical activity

until verification of certification has been made, and copies are on file with Campus Recreation. At least one

certified member must be present for any travel, home event, practice, or other physical activity. Classes are

offered through Campus Recreation every fall and spring semester at a reduced cost. Club money may be used

to pay for the club member’s enrollment. Visit the Campus Recreation website under the Aquatics Program or

UNCW’s Environmental Health and Safety website for a current list of classes.

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Severe Weather Campus Recreation managed field space, the Rec Fields and the Gazebo, may be closed due to inclement

weather. Call the Campus Recreation Weather Hotline at 910-962-RAIN (7246) daily for field status. Sport

Clubs must refrain from on-field activities if/when the fields have been closed due to weather.

Injuries In the event of an injury:

1. Attend to injured person(s) as your level of certification allows.

2. If available and on campus, send a non-injured member to contact the Competitive Sports Supervisor

on duty.

3. If the injury is serious or life threatening, call EMS at 911. After calling EMS contact the Sport Club

Program advisors and/or Supervisors or the Assistant Director of Competitive Sports or Director of

Campus Recreation at the earliest possible moment at the Campus Recreation office (910-962-7443).

4. For on campus practices, the Competitive Sports Supervisor will complete an Accident Report Form. If

the injury occurs off-campus, be sure to obtain any additional documentation which might be

completed by other universities, police, ambulance personnel, doctors or hospitals.

5. Upon return or after the incident, schedule a meeting with the Competitive Sports Coordinator to review

the situation. The purpose of this meeting is to attempt to prevent future accidents and to analyze the

incident.

6. Campus Recreation staff will have the final decision on all return to play decisions. Participants may be

required to submit proof of medical clearance by a medical professional before returning to play.

***An injured participant is responsible for all financial obligations incurred in any treatment necessitated by

an injury. All accidents should be reported to the Competitive Sports Staff immediately.

Reporting Injuries

An Accident Report can be found on the Forms/Manuals page of the Campus Recreation website. Reports

should be filed with Campus Recreation within 24 hours of the accident occurring. Blank accident reports will

also be sent as a part of the travel binder. The front & back document contains necessary details (e.g. victims

condition, vital signs, medical assistance given, time, dose, and who administered; if applicable, time EMS

called and arrival time, the weather conditions, exact location of team members, conditions of field, witnesses to

accident, document the name of the EMT and time you transferred care). If you did not witness the accident,

make sure to find someone who did witness it so all the necessary information can be gathered and record all

contact information. If it’s a serious or life-threatening emergency, please try to locate as many witnesses as

possible and try to get as much information as possible.

Water Sports/Route Plans Participation in UNCW Sport Clubs that are water related (Crew, Sailing, Surf, Swim, Triathlon, Wake Board,

Water Polo, and Water Ski) is contingent on participants passing a swim test (see page 13).

Clubs are also required to file “Float Plans” or “Route Plans” with Campus Recreation for activities where 2 or

more members gather in any activity consistent with the clubs stated mission (surfing, bike ride, etc) during the

academic year. Clubs will need to designate members as “Float Officers” or “Route Officers” and these

individuals must be contacted prior to any activity taking place on/in the water or on the road (e.g. not a fixed

location). The information to be presented to these members is detailed below. The Float/Route Officers will

then contact designated Campus Recreation staff (compsports@uncw.edu) with the information detailed below

prior to and after the event takes place.

- Names of members participating.

- Location of activity and route if applicable.

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- Time activity is to begin and end.

- Names of CPR/FA certified members present at event.

Water Temperature Information

Club members are reminded of the safety considerations and extreme danger of cold water and hypothermia

may present. Even if the shoreline is close at hand: a wetsuit, wetsuit vest, float coat or wearing your PFD may

determine whether or not a swimmer may reach the shore safely before incapacitation or even death. Refer to

the rule of 100 when deciding what clothes to wear. If the water temperature and air temperature added together

are equal or less than 100 degrees you must wear wetsuits or dry suits. Clothing decisions should be made by

looking at this system in 10-degree increments. (I.e. 60 degree water temperature and 70 degree air temperature

= 130 degrees.) If the water temperature is below 60 degrees, participants are strongly advised to wear a

wetsuit.

Boat requirements and club certifications for use must meet the standards set by the University in the UNCW

Guide for Safe Boating Operation, May 2013, GUIDE_FOR_SAFE_BOATING_OPERATIONS.pdf this applies

to clubs using powerboats.

On-Campus Services

Clubs may utilize the U.S. Postal Service located in the Fisher University Union. Simply address the piece of

mail, remember to use a return address and write your club fund number where the stamp would be. This will

authorize the Post Office to charge your on-campus account for the cost of the mailing. On-Campus mailings

are free and should be deposited in the ON-CAMPUS mailbox in the Fisher University Union.

Sport Club Mailboxes

Each club has a mailbox in the Campus Activities & Involvement Center, Fisher Student Center, AND a

mailbox in the Competitive Sports Suite, 162, located in the Student Recreation Center. The SGA and

university administration will send mail to your Fisher Student Center mailbox. Vendors and Campus

Recreation will send mail to your Competitive Sports Box.

Mailing Address for Sport Clubs

“Club Name” UNCW Student Recreation Center

601 South College Drive

Wilmington, NC 28403-5923

Email

Each club should establish a joint club email account or the representatives of the club must give their

individual emails to receive the SCC emails. These emails contain important information allowing the officers

to stay abreast on the latest Sport Club Council happenings and announcements. Sport Club Officers should

check email frequently. Sport clubs may request a UNCW email account by contacting the Campus Activities &

Involvement Center located in the Fisher Student Center.

Reserve a Room Your club has the ability to reserve a room on campus at no cost; however, there may be monetary charges

associated with the use of technology. Clubs may reserve rooms online at the Campus Reservation System

website (https://events.uncw.edu/virtualemscampus/), or by utilizing the contact numbers below to call to

reserve the space. All room reservations should be sent to the Competitive Sports Staff in the form of an event

request. You may contact the Athletic Department ONLY AFTER notifying the Competitive Sports staff of

your intent to request space and receiving approval to do so.

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Be sure to read all contacts and agreements pertaining to facility reservation.

On-Campus Parking

During practices or events held on-campus, sport club members are expected to adhere to UNCW Parking

policies and procedures. Field or facility reservations with Campus Recreation DO NOT include the parking

areas that surround them. Exceptions are made ONLY for home competitions or events. Please refer to the

“Home Event” section on page 30 for these procedures.

Recreational Field Complex and Gazebo Recreational Complex Usage

1. Facilities may be used by current UNCW students and faculty/staff members only. All users must

present a valid UNCW ID upon request. No Trespassing.

2. Scheduled activities/reservations through the Department of Campus Recreation have priority over open

recreation.

3. Recreation area may be closed or reservations cancelled if conditions warrant such action (i.e. repairs,

interruption of utility service, dangerous conditions, and inclement weather).

4. Fighting, unruly conduct or improper use of equipment will result in indefinite loss of area use

privileges.

5. No glass containers are allowed.

6. Alcohol and/or tobacco are not allowed on the premises.

7. Motor vehicles are not permitted on fields.

8. NO golf allowed.

9. DO NOT urinate on or around the field, use a proper toilet facility.

10. The use of sunflower seeds, gum, and other food is not permitted on the artificial turf.

11. Pets are not permitted inside the Recreational Field Complex, but are still at the Gazebo Complex.

12. All dogs must be on a leash at all times. Owners are responsible for the removal of their animals waste. (It

is the recommendation of Campus Recreation Competitive Sports that no dogs be allowed on the fields

during sport club practice.)

Financial Information

Keep Track Of Your Budget Most clubs have a Treasurer. This officer, or some other designee, should be charged with the fiscal

responsibility for the club. Each club is provided a beginning balance and an orientation to the University

Accounting system. It is imperative that clubs maintain an accurate and reliable tracking of the budget. The

Competitive Sports Staff will provide a backup to the club. Those clubs that have elected to utilize off-campus

accounts should build safeguards to ensure that organizational money is protected. It is important to remember

that the Competitive Sports Staff will not manage or assume any responsibility for off-campus accounts. IT IS

THE CLUB’S RESPONSIBILITY TO MONITOR THE BUDGET.

Deposits and Donations All money received by the club and designated for on-campus should be deposited with Campus Recreation that

day or the next business day. Donations to the organization/university must be processed through Campus

Recreation to be eligible for tax benefits through the University Advancement Division. Remember to be

forthright and truthful with donors regarding where his or her money will go. Donations solicited using the

UNC-Wilmington Collegiate name must be deposited on-campus. Third Party checks, overseas checks and

unsigned checks (or signed in pencil) will not be accepted. On-campus funds are managed through Campus

Recreation.

Fundraising All sport clubs are encouraged to undertake fundraisers throughout the year. Fundraisers are a good way to

create social interaction among club members as well as create awareness about the club. Ideas for fundraisers

include: carwash, run-a-thon, rent a club member for the day. Be creative! Most often the most creative

fundraisers are also the most lucrative. Talk to other clubs and find out what works well for them. Meet with the

Competitive Sports Staff if you plan to utilize a commercial sponsor in relation to the fundraising activity.

Sponsorships Sport clubs are encouraged to solicit sponsors to help offset club costs. The Division of Student Affairs and the

Department of Campus Recreation have determined that alcohol or tobacco products are not appropriate sponsors

for sport club sponsored activities or programs. Use of such sponsors for sport club fund-raising activities is

strictly prohibited. All sponsors must be approved by a member of the Competitive Sports Staff.

Additional Funding Opportunities Sport clubs may petition the SCC for supplemental funding. The Sport Club Council Advisory Board and the

budget authority (Campus Recreation) have sole discretion as to the amount and process by which funding may

be allocated. More information about the process and requirements for a Supplemental Funding request can be

found in the Sport Club Council Constitution. Clubs must present their request for funds to the Sport Club

Council Advisory Board and have approval before presenting the request to the membership. In time sensitive

cases the Advisory Board will act on behalf of the membership. The membership will provide a

recommendation to the Advisory Board and final approval will come from the Advisory Board and Budget

Authority.

Funds in the Sport Club Council budget have been designated for National/Regional Travel for those clubs

who qualify for post season events (i.e. earn the opportunity to compete due to season results). Clubs must

submit a detailed request to the SCC Advisory Board and Competitive Sports Staff for review. The request

should include a detailed budget, quotes for hotels (if applicable) and a total amount of the request. The

Advisory Board will provide a recommendation to the Budget Authority, and Campus Recreation will make the

final determination of funding.

Funds in the Sport Club Council budget have been designated for off campus rentals. At the end of each year,

clubs that pay to utilize a facility should submit supporting documentation along with their budget request.

These will be used to determine the amount of additional funding clubs will be allocated to off-set the costs of

using off-campus facilities. All rental payments MUST follow UNCW Purchasing procedures. Please refer to

the purchasing section (page 27).

Sport clubs may seek additional funding opportunities through the Student Government Association’s “Capital

Expenditure” funds. Any requests must be preapproved by the Competitive Sports Staff. The SGA website:

www.uncw.edu/sga under “Funding” has more information on the amount, requirements, and availability of

additional funding.

Budget Allotments

Awarded funds are deposited in the club’s account on, or about, the beginning of the new fiscal year (July 1).

Allocations are designed to provide a fraction of the club’s operating budget. Clubs cannot spend money from

on campus accounts in new fiscal year until they receive notification from the Competitive Sports staff.

The Budget Process

The Sport Club Council receives financial support from the SGA through allocated student fee dollars. Each

spring semester the Sport Club Council Advisory Board submits a budget request on behalf of the SCC

membership to the SGA Appropriations Committee. The SGA ultimately determines the total SCC allocation

for each budget year. The funds from the total SCC allocation dedicated to individual club operations are

disbursed to Sport Club Council member clubs based on a three part process involving the clubs’ budget

requests and presentations, and each club’s “operational zero.”

Part I) Budget requests/ proposals and presentations by clubs will be used to distribute funds designated for

club operations among the clubs. Budget proposals should include all intended/estimated expenditures

demonstrating the financial needs of a club for the next fiscal year (July 1 through June 30). After submitting

the budget proposals, clubs will set up a meeting with the Sport Club Council Advisory Board and the budget

authority/designee to justify the club’s expenses and requested funds. These requests and presentations will be

reviewed by the Sport Club Council Advisory Board and the budget authority/designee in order to provide any

recommendations or adjustments to the budget authority (Campus Recreation). This part of the process is

designed to help clubs plan for the future. Clubs are encouraged to examine the number times the club

traveled, league dues, registration fees, equipment rentals, contingency fund savings and any other expenses

when determining their proposed budget for the following fiscal year. The proposed budget and the points

earned by the club will be compared in Part III (Operational Zero) of the allocation process.

Note: Turning in a budget late or missing your scheduled budget meeting will result in a 10% reduction to

next year’s allocation in addition to any other applicable disciplinary measures.

Part II) Club expenditures from on-campus accounts are reviewed over a 4-year period to determine the average

amount spent including large and small purchases. This number represents the club’s “operational zero” that is

used to determine how much money a club should have roll-over each year to maintain a fund balance equal to

1 year of operating cost. This number will be evaluated annually to account for any change in club spending that

would raise or lower a club’s operational zero. Clubs that maintain balances in excess of this amount must

provide justification of why they are carrying a high balance in their account. Examples of acceptable

justifications include but are not limited to: purchase of high cost equipment, planned travel to championship

events requiring airfare and clubs with conference/league dues and/or penalties for cancelled games in the event

of club sanctions. Clubs maintaining balances over their operational zero will have 1 fiscal year to follow their

justification plan and spend the funds or they will be subject to having future fiscal year funds held by the SCC.

Clubs falling to this category will not have access to allocated funds until they have reached their operational

zero during the affected fiscal year. Allocated funds will then be dispersed to clubs once they have submitted an

updated budget detailing why they need the allocated funds. This will prevent a club from spending to their

operational zero late in the year and receiving funds that allow them to carry a high balance into the next fiscal

year. Any funds held from clubs that is not allocated during the fiscal year will be transferred to the post-season

travel fund and SCC operating fund.

Administrative Budget Reductions

Being a member of the Sport Club Council requires club’s to meet requirements and deadlines throughout the

academic year. Clubs which fail to meet these requirements and deadlines are subject to Administrative

Budget Reductions through the following process of Level 1, Level 2, and Level 3 Reductions. The following

chart provides an explanation for each level:

Classification Monetary Value Reason

Level 1 Reduction $50 Missed Deadline

Missed Travel Meeting

Missed Advisor Meeting

Actions of the club which violate the Sport Club Handbook

Level 2 Reduction $125 Any combination of two Level 1 infractions

Unexcused absence from Monthly Council Meeting

Failing to follow purchasing procedures

Failing to follow logo guidelines

Level 3 Reduction $200 Any combination of three Level 1 infractions

An unexcused absence from Council Meeting plus any

additional infraction listed above

Clubs will be provided a written warning before any reductions are administered to allow an opportunity for

the situation to be corrected. Only one written warning will be issued per semester. Additionally, clubs will

have the opportunity to provide a reason for an excused absence to be decided by the Advisory Board.

If a club misses a scheduled practice without notifying the Competitive Sports office, a written warning will

be provided for the first missed practice per semester, and a $20 reduction will be administered for each

subsequent missed practice. Additional information about missed practices can be found under the “Practices”

section of the Handbook.

All reduction levels will be reset after each semester to allow clubs an opportunity for a fresh start. Each club

will begin a new semester with a written warning for their first reduction after a new semester has begun.

A Level 3 Reduction will include a suspension of all club activities outside of meetings, community service,

or fundraisers until a meeting with the Competitive Sports Office has taken place to attempt to remediate the

ongoing issue. Remediation could include community service, missed practice time, missed travel, or a loss of

other privileges provided to Sport Clubs.

Any club which reaches a Level 3 Reduction in the Fall semester of the academic year and reaches a Level 2

Reduction in the Spring semester will be required to schedule a meeting with the club membership and

Competitive Sports professional staff to discuss ongoing issues. All club activities will be indefinitely

suspended until a corrective action plan is devised between club leadership and the Competitive Sports

professional staff.

If a club goes into a negative balance as a result of a reduction, they will have 10 business days to rectify the

situation. If the club does not make up the debt, they will be suspended from all activities outside of meetings,

community service or fundraisers until the budget is no longer in a negative balance.

Conduct & Behavior

The basic concept underlying the University’s standard of conduct is that students, by enrolling in UNCW,

assume an obligation to conduct themselves and their organizations in a manner compatible with the

University’s function as an educational institution. Both on the playing surface and in the community, sport club

athletes should remember that they represent not only themselves and the club, but also UNCW. An individual’s

behavior in game situations and particularly with game officials should reflect UNCW in an upstanding manner.

Misuse of equipment and facilities (including not using reserved space and/or neglect in following facility use

procedures; i.e. leaving debris or equipment in a facility) as well as inappropriate conduct and actions while

participating in any Sport Club related activity will jeopardize the club’s continued status as a member

of the Sport Club Council. The Department of Campus Recreation and the Competitive Sports Program

reserve the right to suspend, sanction or remove clubs, their members, or coaches for acts deemed to be

detrimental to the Sport Club Program, Campus Recreation, and/or the University. All sport club members and

coaches shall be held to the standards set forth in the UNCW Code of Student Life Handbook, including those

policies regarding hazing of club members. Actions in the Sport Club Program may also impact eligibility in

Intramural Sports, other Sport Clubs, and Special Events within the Competitive Sports Program Area.

The following guidelines demonstrate the expectations of the Department of Campus Recreation and the

Competitive Sports Program for sport club members and coaches. At home events, player conduct will be

recorded by the UNCW Competitive Sports staff on site. Prior to traveling, the clubs trip leader/representative

must sign the sportsmanship agreement to be completed at the travel meeting. For any and all of the

expectations listed below, failure to comply may result in the club losing budget points due to negative image

(refer to “Minus Points” section). Please note the following situations are guidelines, and the Department of

Campus Recreation and the Competitive Sports Program reserve the right to modify sanctions based on the

severity of each case.

Player Conduct

1. Player plays or attempts to play under an assumed name or play while suspended:

a. Ejected if caught before, during, or after contest; suspended for the remainder of current semester

b. 2nd offense: suspension from all Sport Club activities for one calendar year

c. 3rd offense: permanent suspension

Note: The Competitive Sports Staff reserves the right to penalize the lender/supplier of false campus ID

and/or club presidents.

2. Player uses abusive/threatening language toward staff, officials, opponent, or spectator: a) during a

contest which does not result in an ejection or b) resulting in an ejection from the contest or tournament:

a. Will receive a written reprimand and probation for the remainder of the semester.

b. Suspended for 1 game and placed on probation for the remainder of the semester.

3. Player attempts to or does hit, swing at, push, wrestle with anger, etc. an opponent, teammate, spectator or

official:

a. suspended from all Sport Club activities indefinitely; the Associate Director or designee will

determine if and when the suspension will be lifted; student(s) involved may be reported to the Office

of the Dean of Students

4. Players not ejected but reported for undesirable behavior in an academic year:

a. Written reprimand. Possible suspension and/or loss of budget points due pending decision by the

Associate Director or designee.

b. 2nd offense: suspended for 2 games

Note: If previously suspended per above additional 2 game suspension and loss of budget points

for negative image.

c. 3rd offense: suspended for one calendar year

d. 4th offense: permanent suspension

Club Conduct

Alcohol Policy The possession, sale, use or consumption of alcoholic beverages at club functions or any situation sponsored or

endorsed by the club, or any event an observer would associate with the club is strictly prohibited.

1. No alcoholic beverages may be purchased through club funds nor may the purchase of same for

members or guests be undertaken or coordinated by any member in the name of, or on behalf of, the

club.

2. No club members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to

any minor (i.e., those under legal “drinking age”).

3. No club may co-sponsor an event with an alcohol distributor, charitable organization or tavern (defined

as an establishment generating more than half of annual gross income from sales of alcohol) where

alcohol is given away, sold or otherwise provided to those present.

4. No club may co-sponsor or co-finance a function where alcohol is purchased by any of the host groups

or organizations.

5. All club activities will be DRY (even if a member, advisor, or coach is of legal age to drink). This includes

but not limited to recruitment, practice, games, travel and social events.

Violation of this policy:

1. Will result in the initiation of the discipline process.

2. Individuals involved may be referred to the Office of the Dean of Students for a hearing.

3. Will result in an automatic and immediate suspension of all club activities for one month.

Clubs found “responsible” in respect to the violation might face consequences including but not limited to,

probation, loss of practice time, loss of SCC allocated funds, loss of SCC Active Status, or recommendation for

elimination.

The use or distribution of drugs, except those prescribed by a physician for medical purposes is prohibited at

sport club sponsored events both on and off campus. The UNCW community is expected to comply with the

laws of the State of North Carolina and New Hanover County as well as University regulations. Consult the

Code of Student Life, the Office of the Dean of Students or the University Police department for further

explanation.

Hazing The Department of Campus Recreation has a zero tolerance policy relating to hazing. Club members are

encouraged to review university policy and North Carolina Law. Acts of hazing do not have to be intentional

for them to be a violation of laws and policy. Clubs should review current practices to ensure that no hazing,

bullying, etc. exists.

Sport clubs are subject to all local, state and national laws pertaining to hazing of members. Refer to the Code

of Student Life for further explanation.

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Discipline & Due Process Violation of, or noncompliance with the University policies, campus regulations, Sport Club Council (SCC)

procedures or SCC standards of conduct may result in revocation of SCC recognition or other disciplinary

action. The discipline process has been developed to assist club leaders in correcting the mistakes that may

cause problems for the club and the University. Situations and conduct that violate the Code of Student Life or

State and Federal law will be referred to the Office of the Dean of Students for additional investigation and

possible action.

Campus Recreation Program and Policy

The Department of Campus Recreation has jurisdiction over all Sport Club Program Policy (this manual as

revised), Campus Recreation policy and may render decisions related to such.

The Competitive Sports Staff will notify club officers and begin to investigate violations. Upon completion of

the investigation a decision will be rendered and club officers and members will be notified. Clubs found

responsible for violation(s) of the Sport Club Manual or Campus Recreation policy may receive one or more of

the following disciplinary sanctions:

Verbal Reprimand/Warning

A statement of disapproval or warning will be given with a formal notation.

Written Reprimand

Involves a status of warning (which may include but is not limited to, a change in the priority listing for facility

reservation) through the end of the next full semester, which terminates automatically when the imposed period

expires.

Probation

Involves a status of probation (which may include but are not limited to, a change in the priority listing for

facility reservation) for a time to be determined by Competitive Sports which terminates automatically when the

imposed period expires.

Suspension

Involves exclusion from all or specified privileges or activities of the Sport Club Program and cancellation of

all scheduled competition for a specified period of time and ordinarily carries with it conditions which must be

met for reinstatement. The sport club is still considered a registered student organization but may be referred to

the Student Organization Committee or the Office of the Dean of Students for censure or review.

Indefinite Suspension of Activity

Involves exclusion from all or specified privileges or activities of the Sport Club Program and cancellation of

all scheduled competition for at least the next two full semesters (fall and spring) and ordinarily carries with it

conditions which must be met for reinstatement. Reinstatement after an indefinite suspension requires that: the

club applies for reinstatement with Competitive Sports Staff at the close of the imposed period; the advisors and

Competitive Sports Staff determines whether the Sport Club has met the conditions imposed and is otherwise

eligible for reinstatement. The Sport Club is still considered a registered Student Organization but may be

referred to the Student Organization Committee or the Office of the Dean of Students for censure or review.

Removal of Members

The Department of Campus Recreation reserves the right to suspend any member(s) from a Club’s roster and

activities

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Appeals Process

Sport clubs or members have the opportunity to appeal sanctions imposed by the Competitive Sports Staff

and/or Campus Recreation to the Director of Campus Recreation or designee. The club/member has five

business days from the date they are notified of sanctions to provide the Director or designee of Campus

Recreation with a formal written notification that they wish to appeal the decision. The offending club should

prepare a formal statement of appeal detailing the salient points and counter arguments to be presented to the

Director or designee of Campus Recreation. Please note phone messages are not considered formal statements

of appeal and will not be accepted by the Director or designee of Campus Recreation.

University of North Carolina Wilmington Policy

The Campus Judicial Board plus two designees from the appropriate advisory council will serve as the original

hearing body for all violations of the Code of Student Life. All student organizations maintain the right to an

administrative hearing conducted by the Office of the Dean of Students.

The Campus Conduct Board plus two (2) designees from the appropriate advisory council (appropriate advisory

councils are SOC, Sport Club Council, Graduate Student Association, Inter-fraternity, Pan-Hellenic Council and

National Pan-Hellenic Council) would serve as the original hearing body. All student organizations still

maintain the right to an administrative hearing conducted by the Office of the Dean of Students.

Purchasing

Purchasing Process SGA allotted funds may be used to purchase equipment or rent facilities that can be utilized by all the members

of the club. Personal items may not be purchased with club funds. Personal items may include, but are not

limited to: mouth guards, shoes, shin guards, gloves, goggles, etc. Exceptions may be made on a case-by-case

basis. NOTE! ALL CLUB PURCHASES MUST BE PRE-APPROVED. UNCW PURCHASING

DEPARTMENT RESERVES THE RIGHT TO REFUSE THE REIMBURSEMENT OF FUNDS TO

INDIVIDUALS THAT PURCHASE EQUIPMENT WITHOUT PRE-APPROVAL. CLUB MEMBERS ARE

PERSONALLY LIABLE FOR ALL PURCHASES THAT ARE NOT APPROVED. Any and all purchases

over $50 and/or not associated with club travel MUST follow the procedures listed below. The club may have a

need to purchase or replace uniforms. Like equipment, SGA allotted funds may be used to purchase uniform

pieces that can be utilized by all members of the club. That means articles will remain in the club inventory.

Keep in mind that all artwork must be submitted for pre-approval and all vendors must be licensed. Check

with the Competitive Sports Staff about types of artwork that may be used.

1. Shop around. Local vendors may not have the best price for an item. Look on the internet and

request catalogs. Get a non-binding price quote from the vendor.

2. Make sure your vendor will accept Purchase Orders.

3. Submit a formal request and quote to the Competitive Sports Professional Staff.

4. ALL MERCHANDISE MUST BE ACCOMPANIED BY DOCUMENT PROOF.

5. All purchases, including uniforms, MUST BE PRE-APPROVED. Club members will not be

reimbursed for unapproved purchases!

6. If utilizing a UNCW logo or look, the vendor must be listed as licensed through the University.

This includes all apparel and products.

7. The Sport Club Logo may be utilized on all apparel with individual club name inserted below. 8. If approved, the request will be processed within two (2) to three (3) business days. Equipment

delivery time is based on the vendor’s ability.

a. NOTE: Time may increase if the vendor must be entered into the purchasing system.

9. Clubs utilizing off campus funds are required to gain approval for any purchase utilizing the UNCW

look, logo, likeness as noted above in #4 and #5.

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Utilize Petty Cash All petty cash purchases must be pre-approved! Club members are personally liable for all purchases that are

not approved. You may NOT use petty cash for: printing, copies, postal service, or book store purchases.

1. Get approval from Campus Recreation.

2. Keep it under $50.

3. Bring receipt to Campus Recreation.

4. Fill out Petty Cash Reimbursement Request follow same procedure as instructed above to find

reimbursement request on http://uncw.edu/campusrec/competitive/clubs/index.html.

5. The Competitive Sports Staff will process the authorization for approved purchases.

6. Take signed form to Cashier’s Office in the Warwick Center for reimbursement

Hosting Events

Register an Event We use the Home Event Request Form in DoSportsEasy to help ensure effective communication between your

club and Campus Recreation. We also schedule our Competitive Sports Supervisors based on the information

you provide on the Event Request. This form is required for any activity outside of regularly scheduled practice

or meetings held in the greater Wilmington area. Follow these steps to plan your event:

1. Contact Competitive Sports office to see dates available for reservations by email or by phone. On-

campus space is reserved on a first come, first serve basis.

2. Go to the Sport Club page, click on the link “Submit a Travel or Home Event Request.” Find your

club widget and select “Events.” Select “Add New Event” from the menu bar located at the top.

3. Fill out all requested information based on availability discussed with the Competitive Sports office.

Verify that the location selected is “Home.”

• NOTE: Your event start time should include the time for warm-ups.

4. Select a Home Event Meeting date for Monday or Tuesday at 5:30pm the week of your event.

5. Click “Submit” once all information has been entered.

6. Contact your opponents and verify the dates and times.

7. After clicking “Submit,” your event should be listed under the Events page on DoSportsEasy. You can

click “Edit” to input your roster prior to the event and complete the Event Report after the event.

8. Attend the Home Event Meeting the week of your event. Be prepared to discuss what equipment you

will need, event set-up and breakdown, and potential back-up plans.

It is important to register all of your club’s activities with the Competitive Sports Staff. Examples of

events that need to be registered include, but are not limited to: home games, fundraisers, special events,

community service, tournaments, anything that your club does as a whole that is not practice.

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Event Preparation Clubs are encouraged to submit a schedule of home games/matches as soon as possible. This will increase the

likelihood of securing the desired facility. The Campus Recreation facilities available for reservation are the

Gazebo Multipurpose Field, Tennis Courts, the Recreational Field Complex and Student Recreation Center.

Requests are to be made at least 10 business days prior to date of competition. Home games not registered with

Campus Recreation will be considered unauthorized. Unauthorized home games will result in club sanctions.

The week of your event a club representative must attend a home event meeting to discuss expectations of the

club, and equipment or staff needed in order to host the event. Home event meetings will take place every

Monday and Tuesday at 5:30pm or by appointment. Failure to attend a home event meeting may result in

cancellation of the event, or restricted access to facility or Competitive Sports resources.

Clubs wishing to utilize Athletic Department facilities such as Trask and Hanover Gymnasiums should contact

the Department of Athletics at 962-3235 ONLY AFTER notifying the Competitive Sports staff and receiving

approval to do so.

Your club is responsible for the behavior and conduct of the visiting team. Invite only those teams that you

know to be of high quality on and off the field. University Police may be deemed necessary depending on the

size of the crowd and/or the type of activity anticipated. Club funds will be used for this expense.

Your national governing body (NGB) may require that EMS be present at your home games. It is your

responsibility to know and follow your NGB rules.

Parking When planning for a Home Event, clubs must factor in the cost of parking to their event expenses. When

submitting a Home Event Request, clubs should estimate (opposing players, fans, officials, etc.) the amount of

cars expected to be on-campus as a result of the event. Competitive Sports staff will submit the Event Parking

Request form on behalf of the club at least one week in advance of the event. Costs vary based on the size of the

event and can be found on the UNCW Parking website. For most Sport Club events, parking is expected to cost

$50-$100. The charge can be pulled directly from a club’s on-campus account provided funding is available.

Advertise an Event There are many ways to raise the profile of your organization on and off campus. Flyers, Facebook, and

sidewalk chalk are easy ways to get the word out about an upcoming event. You can utilize the Campus

Activities & Involvement Center event calendar to reach the on-campus community.

Print Flyers Printing services are available to all clubs. Here’s how:

1. Develop your document.

2. Submit it to the Competitive Sports Staff (compsports@uncw.edu) for review.

3. Printing less than 20 copies may be accomplished at the Campus Activities and Involvement Center

using the club copy card. Larger projects will be submitted to the University Copy Center/Print Shop.

4. The Competitive Sports staff can help you complete the University’s “Print Request” form for larger

projects. Club funds may only be used for printing on campus. We cannot reimburse you for

printing work done off-campus. Post flyers only on bulletin boards designated for general campus

use. Do not post flyers on departmental bulletin boards.

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Practices

Only club members may participate at club practices. All sport club members must have an approved

waiver in DoSportsEasy, have a valid UNCW ID card and be prepared to present it. Coaches may

instruct and/or demonstrate skills during practice, but may not actively practice with the club members (i.e.

they may not scrimmage with club members, participate in drills, etc.). Sport club coaches must have a form

of photo identification when on university property. At least one Safety Officer whose information has been

verified by Campus Recreation must be present for the length of the practice or for as long as physical

activity is taking place.

Clubs utilizing on-campus facilities must submit a reservation request in order to receive regularly scheduled

practice reservations each semester. The request forms are distributed prior to each semester and is returned to

the Competitive Sports Office. Failure to submit practice requests may result in reduced practice times and/or

restricted access to on- campus facilities. Campus Recreation and the Competitive Sports Program reserve the

right to change, cancel, or otherwise modify practices.

During the semester, clubs are expected to utilize the practice times that have been reserved for their club. If the

club needs to cancel a practice for any reason, a club representative must contact the Competitive Sports Office

by 3pm the day of the practice or by 3pm on Friday if the practice occurs on the weekend. Failure to notify

the Competitive Sports Office of a cancellation may result in the loss of reserved practice time.

Access to Equipment

A competitive sports supervisor will be on duty for all official club practices and competitions. It is the

responsibility of club officers to inform the Competitive Sports staff of their practice/competition needs at least

2 weeks prior to the practice or competition the equipment will be needed. For competitions, this may be done

by submitting the Event Request Form. The day of the practice/competition the competitive sports supervisor

will supply any equipment that was previously requested if available. For any practices in the Student

Recreation Center, clubs should contact the SRC Building Manager for assistance if the requested equipment is

not available at the start of their practice.

Prior to home competitions, clubs may require painting materials in order to line fields for play. A paint plan,

including a field diagram and schedule to paint, are due at least one week prior to the intended day of

painting. At the completion of painting sessions, clubs must return the used equipment to the storage area and

ensure the items are properly arranged and accessible for the next use. Leaving painting equipment in disarray

(i.e. painting string not properly wound, measuring tape in knots, paint cans strewn about, etc.) may result in

sanctions. Clubs will not be permitted to paint on the artificial turf.

Missed Practices If a club does not arrive for a scheduled practice, the absence will be considered a “missed practice.” If a club

chooses to cancel a practice for any reason (weather, travel, player rest, etc.), they must notify the Competitive

Sports office by 3:00pm the day of the scheduled practice, or by Friday at 3:00pm if the scheduled practice takes

place over the weekend. For the first “missed practice,” the club will receive a written warning for the first

missed practice, and receive a budget reduction of $20 for each subsequent missed practice. Missed practices will

reset at the end of each semester. Continually missing scheduled practice times may impact a club’s practice

request and scheduling for following semesters.

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Additional Practice Time Clubs may request additional practice time for special reasons (try outs, preparation for nationals, consecutive

rain outs, etc.) by contacting the Competitive Sports Office. All requests will be handled on a case by case

basis due the reason for the request.

Travel

Travel Requests Your club will more than likely travel at some point during the semester to compete against another university

or collegiate club. You need to plan ahead for such a trip.

1. Designate a Trip Leader. This person will be responsible for all travel paperwork and is responsible

for attending the Travel Meeting. These meetings are held on Monday and Tuesday afternoons at

5:00pm before the trip. Pick the day that is most convenient for you. The trip leader or club designee

MUST attend this meeting! Only those members listed on the travel roster are eligible to travel.

2. Go to the sport club page (www.uncw.edu/campusrec), click on the link Submit a Travel Request and

scroll down to your club.

3. Travel Request forms must be fully completed in DoSportsEasy in order to be approved. The form

will request the following: a roster, destination, expected travel window, a list of approved drivers,

reimbursement information, and lodging (if applicable)

4. Indicate on the Travel Request, the estimated amount for any reimbursement you may be seeking

broken down by cost. For example, you would list Lodging: $400; Fuel: $100.

5. Submit the Travel Request form in DoSportsEasy at least ten business days prior to the date of

departure. All supporting documentation, including reimbursements, should be submitted at this time.

6. The Competitive Sports Staff will process the Travel Request. The completed travel authorization

will be approved once all information has been completed, and a club member has attended a travel

meeting the week of your travel.

7. Entry fees and registration are the only travel advances that can be submitted with the travel request

for payment from on-campus funds.

a. This MUST be done with a university credit card or check request. All other payment methods

will be paid AFTER the event has taken place due to university policy.

8. Remember only individuals listed on the official club roster are eligible to travel with the club. SCC

allocated money may not be used to supplement a “vacation” or “spectating” for non-club members.

9. All of the details will be reviewed and revisions can be made at the pre-trip meeting. If a club is

not represented at the pre-trip meeting, the club will not be authorized to travel.

10. Prior to departure, a club representative MUST pick up the Travel Binder containing travel

information, emergency procedures, Competitive Sports Contact information, etc.

a. Failure to pick up/return Travel Binders may result in a monetary fine to the club account for

failure to adhere to policies and procedures.

Course Attendance & Travel

In some instances sport club competitions may conflict with a student’s coursework or class schedule. The club

member is responsible for contacting their professor(s) well in advance of any club travel. Officers SHOULD

NOT contact a club member’s professors on behalf of any members as a method of verification for the travel. If

professors request any verification, the member should contact a Competitive Sports Advisor. Please note,

professors are NOT required to grant excused absences for Sport Club travel.

The information below from the Faculty Handbook (p. 120) outlines the expectations of students and professors

if missing class meetings due to travel.

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Chapter V: Faculty Responsibilities Page 111 of 164: Student participation in university-sponsored

activities occasionally requires that a student miss one or more class meetings. A student who expects to

miss class because of participation in a university-sponsored activity must notify the instructor in

advance of the absence and make arrangements with the instructor to complete all missed work and, if

necessary, to do any compensatory projects which the instructor assigns.

Travel Reimbursements Individual club members will cover most of the travel costs. Entry fees, lodging and transportation costs may be

reimbursed from your club’s allocated account.

1. All travel guidelines must be observed in order to be eligible for reimbursements.

a. Expenses incurred during un-authorized travel will not be processed.

2. All reimbursements must be from within the timeframe listed on the Travel Request.

3. Prior to travel, the trip leader (typically the President) will receive an email from ChromeRiver with

the requested reimbursement amount, and must select “accept” prior to travel in order to receive your

reimbursement after the trip is completed.

a. NOTE: You should verify the amount listed matches your estimate for reimbursements. 4. Go to www.uncw.edu/campusrec, click on the link Forms/Manuals

5. Complete the Travel Reimbursement form including name, address and phone number. Attach the

original receipts. This form is a PDF and should be typed, printed, and submitted to the Coordinator

of Competitive Sports/Sport Clubs (form may be emailed to compsports@uncw.edu).

6. The trip leader or designee should bring the ORIGINAL RECEIPTS and submit Reimbursement

Request Form(s) (one for each member seeking reimbursement) ALL at the same time to Campus

Recreation by 3:00pm within 10 business days after travel. (For the purposes of this manual a

business day is defined as days Monday through Friday from 8am- 5pm excluding holidays.)

a. NOTE: per university policy requests over 30 days after travel will NOT be processed

7. Hotel rooms and/or gas/plane tickets: Make sure the name on the receipt matches the name on

the credit card!

8. All gas receipts must show cost per gallon. 9. Once the receipts have been submitted, the travel leader (typically the President) will receive an email

from ChromeRiver, and must select “accept” in order for checks to be processed. a. NOTE: It is important that verify the amount listed in the email to make sure your

reimbursement is correct. 10. Once the reimbursement is accepted, reimbursement checks will be mailed to the address listed on the

Travel Reimbursement form.

a. NOTE: Verify all addresses those receiving reimbursements to avoid delays.

11. Only those club members listed on the travel roster by the end of the pre-trip meeting are eligible for

reimbursements. No exception will be made.

12. Expenses not meeting these criteria will not be processed.

Third Party Lodging Reimbursement Exceptions

If a club or member is considering staying in any other facility (see chart on the following page for clarification)

other than a regular hotel or motel, then the club must submit a 3rd Party Lodging Exception Form prior to

departure. Such rentals or agreements must be approved by OSBM in advance.

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Direct Deposit Reimbursement Club members are strongly encouraged to set-up a direct deposit to ensure you receive your reimbursement in a

timely manner and to remove the need to pick up a physical check from Campus Recreation. In order to set up

direct deposit, complete the Direct Deposit Form found on the Forms/Manuals Page, and attach a voided check

OR a bank’s direct deposit authorization letter. This may be done at any time throughout the year and only

needs to be done once! Every reimbursement request after completing direct deposit will be deposited

electronically provided it was completed at least 2 weeks prior to the reimbursement request.

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Helpful Reimbursement Hints:

1. Lost receipts/failure to print: take down the information of the gas station/hotel/etc. in order to contact

them later. Hotels will almost always be able to fax/email a copy of the bill to you.

a. Note: Gas stations sell many items. ONLY GAS purchases will be reimbursed.

2. Collecting Receipts: It’s highly recommended that you label receipts with the name of who paid and

keep them in the Travel Binder. This prevents loss and facilitates turning all reimbursement requests in

at the same time.

3. Rental Vehicles: The university will NOT pay for any additional insurance should you choose to include

it in your rental. These expenses would be billed to the individual or the club.

4. Gas Cards: These may be used ONLY when utilizing a rental vehicle. Please see the section below for

further restrictions/details.

The Division of Student Affairs, Department of Campus Recreation, and the University are not insurers of club

member’s safety when they travel. Club members are responsible for developing safe and prudent travel plans

prior to taking trips.

Equipment Trailer Usage The Department of Campus Recreation owns an equipment storage and transportation trailer for use by member

clubs of the Sport Club Council. Prior to use of the trailer, each step of approval must be completed. Once

approval has been granted, procedures for travel use may then be completed as needed.

Driver Approval:

1. It is highly recommended that each club have at least 2 members complete driver approval. Training will

be conducted by Campus Recreation staff at designated times each semester (fall and spring).

a. It is recommended drivers be designated by September & January of the academic year.

2. All drivers operating vehicles that may pull the trailer must complete annual written test and driving test.

a. Driving tests are administered by Campus Recreation by appointment only.

b. Written tests must be completed through UNCW Environmental Health and Safety.

3. A background and driving check will be completed by Campus Recreation through University Police

prior to authorization.

4. All drivers must complete and submit a trailer use agreement to Competitive Sports for each requested

use of the trailer.

Travel use procedures:

1. A club officer must notify the Competitive Sports Professional Staff in writing of their intent to utilize

the trailer for club business, including the duration of travel and requested date/times of pickup and

return.

2. Each driver that may tow the trailer during travel must submit valid driver’s license and proof of

insurance at the time of the travel meeting (see page 32, Travel), and review pickup/return schedule.

3. At the time of pick-up/return, a representative of the club and a professional staff member will inspect

the trailer for damage, functionality, and additional equipment (straps, hitch, etc.) and note on the check-

out form any findings.

All forms relating to the trailer usage can be found on the Forms/Manuals page of the Sport Club website.

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Gas Cards Clubs may utilize these cards when traveling in a rental vehicle only. The following procedures MUST be

followed in order to continue these privileges.

1. Check out the Fuel Card Binder from the Office Manager in Campus Recreation Admin Suite (SRC

140) before trip departure. The fuel card binder includes: fuel card, PIN #, Receipting Form, tape, pens,

and paperclips.

2. Record the starting departure mileage on the first receipt before departing on trip.

3. Each time a fuel stop is made, remove the top Receipting Form and fill out the requested information.

4. Pay for the fuel using the UNCW Campus Recreation fuel card. *If there are any problems when

using this fuel card, please call the 1-800 number listed on the back of the card. Please note that

odometer reading and driver ID are required for use.*

5. Tape the receipt to the Receipting Form and record the current mileage on the next Receipting Form. If a

receipt is not given at the gas pump, please see the cashier for a receipt.

6. Return the completed Receipting Form with attached receipt to the clipboard.

7. Repeat this process each time the vehicle is fueled.

8. Upon conclusion of the trip, collect the Receipting Forms with attached fuel receipts, place them in

chronological order in the binder, paperclip them together, and leave them in the binder.

9. Return binder, complete with forms/receipts and card, to the Office Manager in the Campus Recreation

Admin Suite (SRC 140) between the hours of 8:00 a.m. and 5:00 p.m. on the next business day after

returning from the trip.

** Warnings **

Cards are for fuel purchases only!

Record vehicle mileage prior to travel departure

Rental Vehicles Your club may need the use of rental vehicles. Sport clubs are able to receive a discounted UNCW rate with

Enterprise Rental (only located at 1437 S College Rd, 28403). Clubs are NOT eligible to direct bill the

University for the rentals. All rentals must be paid for by the club or individual member and submitted for

reimbursement following standard travel reimbursement procedures (see above).

Please note: if the club chooses to add any insurance or damage protections from a rental company, the

University CANNOT reimburse the club for the expense.

Club funds may be utilized, and here’s how: 1. Call Enterprise (910-397-9110) to check availability.

a. Must be 25 or older for a 15 Passenger Vans or vehicles larger than mini-vans.

2. Identify yourself and your club. Request the UNCW rate. 3. Reserve a vehicle(s), request a quote, and write down the reservation number on the vehicle

request form. Confirm that Enterprise has your driver licenses information on file.

4. Remember to fill up with gas and clean out the vehicle at the completion of your trip to avoid

extra charges.

5. Gas cards are available for Rental Vehicles. Cards may be reserved by checking the

appropriate space on the Travel Request form. They are available on a first-come-first-serve

basis. Cards will be checked out at the Campus Recreation Business office before 4:30pm on

the last business day before your trip and must be returned on the first business day after

your return. Submit your Travel Request early!

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Pay an Entry Fee To pay for an entry fee using on-campus funds:

1. Print off the official entry form (or create it using the on-line resource with the information you have)

2. Submit a travel request for the event.

3. Entry fees can only be processed along with a travel request.

4. Indicate the method of payment preferred

a. Entry fees paid by credit card may be done PRIOR to the event.

b. All entry fees paid by check will be sent AFTER the event takes place.

Campus Recreation will assist you in working with tournament hosts to help with your registration for events. A

meeting may be required between members of your Club and Campus Recreation staff to communicate what

steps need to occur for the Club to participate in the event.