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Table of Contents Getting Started: An Introduction .................................................................................................... 3 US Collegiate Archery Association Membership and Benefits ..................................................... 4 Starting a College Club ................................................................................................................. 6 Interacting with College Officials ................................................................................................... 8 Equipment ..................................................................................................................................... 9 Repairing and Servicing Equipment ............................................................................................ 11 Obtaining Practice Space ........................................................................................................... 12 Contacting Club Members .......................................................................................................... 13 Websites, Advertising, and Clothing ........................................................................................... 14 Coaching ..................................................................................................................................... 15 Assembling a Traveling Team .................................................................................................... 16 Equipment for a Traveling Team ................................................................................................. 18 Traveling with the Traveling Team .............................................................................................. 19 Getting Involved in the Region .................................................................................................... 20 Insurance .................................................................................................................................... 21 Other Information ........................................................................................................................ 21 About College Eligibility .............................................................................................................. 23 Frequently Asked Questions: Eligibility ....................................................................................... 26 SAMPLE University Archery Club Constitution ........................................................................... 28 SAMPLE BYLAWS ..................................................................................................................... 33 SAMPLE Traveling Team Member Contract ............................................................................... 36 SAMPLE Tournament Itinerary ................................................................................................... 38 SAMPLE RECRUITMENT FLIER ............................................................................................... 43 Teaching Archery to Club Members ........................................................................................... 44 Need more info/help? .................................................................................................................. 46 About this Guide ......................................................................................................................... 46

This document is the property of USCA and cannot be copied and/or distributed outside of the guidelines expressly stated for New Clubs.

Copyrighted 2009 by USCA Photo credit: A. Ron Carmichael

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Getting Started: An Introduction The United States Collegiate Archery Association is a nonprofit 501c3 Corporation. USCA (previously known as College Archery Program (CAP) and College Archery Coaches Association) has been serving College students since 1966.

The vision of the U.S. Collegiate Archery Association is to establish college archery as an integral part of the campus experience in as many colleges and universities as possible. The USCA works hard to en-sure that beginning, intermediate and elite archers can enjoy the sport in college, and we strive to intro-duce archery to as many college students as possible.

The mission of the USCA is to serve as the National Governing Body for both recreational and elite arc-hery competition in college. Its central purpose and role is to develop and maintain the resources and in-frastructure that will support and grow college archery programs across the nation. The program is re-sponsible for conducting the U.S. Intercollegiate Archery Championships for target and 3D Collegiate archery, and also responsible for selecting collegiate archery teams to represent the U.S. at international events.

The US Collegiate Archery Association is comprised of four regions: West, North, East and South. The organization is governed by a Board of Directors, four Regional Representatives, two Athlete representa-tives, and an At-Large Director. The organization’s staff is comprised of an Executive Director, Member-ship Manager, Publicist, Webmaster, and Tournament Coordinator. Our volunteers strive to serve the college athletes in the best possible manner.

Our goal in developing the Start a Club Guide is to support college students in starting and growing a healthy archery club at their respective universities and colleges.

Additional support and information is provided in the USCA Rules and Procedures Handbook and the USCA Recruiting for your College Club Handbook posted on line at www.uscollegiatearchery.org.

Learn about the USCA Achievement Awards, Tournaments, Honors and much more at the USCA website www.uscollegiatearchery.org

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US Collegiate Archery Association Membership and Benefits USCA is a membership organization. As such, all coaches who are affiliated with a member club and ath-letes who compete must be registered members. USCA also offers a non-voting Supporting Membership class to provide for archers to participate in tournaments that may offer a Supporting Member division.

Membership registration for clubs and individuals is available through the USCA Archer Management System (AMS) at http://www.ams.uscollegiatearchery.org.

All membership registration for clubs, athletes and coaches may be completed 24/7 online at http://www.ams.uscollegiatearchery.org

• Easy pay by credit card or PayPal. • Clubs may also submit checks via snail mail. Membership is not approved until payment clears

the bank.

Club Memberships - Annual Dues - $90.00* New clubs receive 50% discount

• Third party liability insurance that covers archery related activities sponsored and supervised by a Member Club (including instruction, practices, competitions and demonstrations).

• Equipment Grants – based on criteria and commitment to growing on-campus clubs. • Travel Grants – based on funds availability, criteria including attending Regional events and

based on size of competition team. Grants are for attending Target USIAC or 3D USIAC only. • Eligible to receive group discounts by various manufacturers supporting USCA. • Opportunity to host national, regional and state events. • Event notices and communications updates. • Certificate of Membership. • Head Coach and Assistant Coach memberships.

Individual Membership – Athletes - Annual Dues - $35.00 • Third party liability insurance that covers archery related activities sponsored and supervised by a

Member Club (including instruction, practices, competitions and demonstrations). • Earn unique honors such as All-American, All-Academic Archery Team and Best New Archer. • Opportunity to compete for International Team positions at World University Archery Champion-

ships and World University Games. • Eligible to receive discounts by various manufacturers supporting USCA. • Opportunity to attend athlete workshops. • Eligible to run for USCA Board positions. • USCA membership card.

Individual Membership – Coaches - Annual Dues Two coaches for each club receive free memberships with the Club Membership.

• Additional Coaches pay only $10 to cover insurance and liability costs. • Participate in coach workshops. • Eligible to apply for World Team Staff positions. • Eligible to run for USCA Board positions. • Eligible to receive training stipends (when available). • USCA membership card.

All coaches and athletes must agree to adhere to the USCA Code of Ethics and acknowledge and sign the USCA liability waiver.

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Each club establishes a Club Representative who is responsible for voting on behalf of the club. The Club Representative shall be designated by each team via the USCA AMS and no later than 1 April of each year. Refer to the USCA By-Laws.

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Starting a College Club

Most Collegiate Archery Clubs are student-run organizations as Social/Student clubs or Sport/Recreation Clubs. Some clubs have Varsity status as well. USCA supports all levels and types of clubs.

Starting and growing a club is exciting and fun. The purpose of this handbook is to outline the steps in-volved for starting a Collegiate Archery Club. Understanding the process is key to setting up a working club in a short period of time. Even though every school has different requirements and limitations, a club may be started at any school with a little time and patience, and an ability to utilize available resources. USCA is here to support every club in its endeavor to participate in college archery.

In this guide you will find some great templates to help you get started. Be sure to read through every-thing carefully and work within the school’s recreational sports guidelines.

Finally, check the USCA website on a regular basis for updates, information, rules and regulations. Sam-ple documents and downloads may also be found at www.uscollegiatearchery.org.

Subscribe to the Enewsletter and receive monthly information, check our Fan Page on Facebook and stay up-to-date with Collegiate Archery.

To start a club, some administrative items must be completed through both the college/university and through USCA.

To be completed through the college/university: 1. Distinguish the club as an organization with the college/university. When a club is recog-

nized by the school as an organization, the club may become entitled to many benefits and op-portunities relating to school resources. Most schools require two or more people to start an or-ganization; this second person does not need to be an archer. The club must be affiliated with the University either as a Varsity, Sport, Recreation or Social/Student club. An exception may be granted by the Executive Director for extenuating circumstances. Social clubs have less re-quirements than the others, but also have less university support. Most clubs are recreation or sport clubs. See what fits your club!

2. Find a faculty advisor. Not all schools require a faculty advisor. If your university doesn’t, that’s fine. This person may oversee club expenses and ensure that everything is in line with school guidelines and rules. Faculty advisors can ordinarily be found on lists in the Student Organization office or by approaching faculty members directly. This advisor does not need to have prior arc-hery experience.

3. Open a school organization account. This account should hold organizational funds; member-ship funds can be held in this account, and equipment or team uniforms may also be paid for out of this account.

To be completed through USCA: 4. USCA Archer Management System (AMS). The AMS allows clubs to register/renew USCA

Club Membership, individual registration for Individual Membership, submit athlete eligibility, and pay membership dues online. Only one person per club will be able to access the Club informa-tion on the AMS. All individual members can access their own information. a. Register the Club at www.ams.uscollegiatearchery.org New Clubs receive a 50% discount

from the regular club fees. b. Individual athlete members who plan to compete must register for Individual membership. c. You can add athlete members at any time. d. You do not need to submit eligibility information at the time of individual membership regis-

tration. Eligibility information will need to be submitted prior to competition and this is ex-plained in the Traveling Team section.

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e. Coaches must register for Coach membership. Each club membership allows for two free Coach memberships. Additional Coaches pay a registration fee to cover insurance costs. If you don’t have a coach, that’s okay.

Once this is accomplished, the Club will be an official USCA club and covered by USCA liability insurance.

After you have completed registration the club will receive a Club Member certificate and Individual mem-bership cards in the mail.

Once you have completed the paperwork for the University and registered with USCA through the AMS, there’s more to do in order to start and grow a strong club.

Get ready for the new organization and its incoming members. • Organize emails. Since the organization will now be on the list of school organizations, the club

will be getting a large amount of emails of people wanting to join. You may not be quite ready to recruit, so make sure you respond to the emails telling interested students that you will send out an informational email as soon as everything is in place. Give them an idea of when that will be and encourage them to come out to the first practice when it’s all set up.

• Organize future paperwork. Certain forms are vital to any archery organization. These forms include; cash flows, contact info/organization roster, and waivers. By using a ‘Check Register’ Excel sheet, the club can easily keep track of cash flows. Figure out what information will be needed from future student members for the school and administrative paperwork. A form will be needed that collects full name, student ID number, year in school, email address, and a phone number. Waivers are required for archery organizations and can be found through the school.

• Finding a place to shoot. Whether on or off campus, a place to practice is necessary. More de-tailed information can be found on page 10.

• Recruiting members. Recruiting archers on campus can be done by posting flyers with practice times and meeting places, advertising in the university newspaper, and participating in on-campus recruiting activities. They need only be eligible members of USCA if they want to shoot recreationally, and to become competitive, members just need to be aware of the membership requirements for other organizations in which they want to compete.

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Interacting with College Officials To successfully start an organization at a college/university, good communication between the club and the school is necessary. Knowing how to interact with college officials is crucial to getting things accom-plished in a timely manner and will help clubs to find school staff members who can aid in helping the club attain its goals.

Finding whom to talk to is the hardest part. Go online and find a campus directory or do a simple Google search to help find needed information. Certain departments will differ from school to school, but the major departments used will be Space Management, the Registrar, Recreational Sports, and Student Organization offices.

• Start by learning who’s who. Understanding the roles of various staff members in a given de-partment will help the club to determine who is most appropriate to assist them.

• Always request a face-to-face meeting with college officials in the beginning. Use emails to establish initial contact with the official and then set up a meeting time. This will help the official put a face to the organization and will establish a personal connection and interest in the organi-zation. In most schools, it is a students’ right to request and hold a meeting with ANY college official. Come prepared with all necessary documents, proposals, materials, and always dress well.

• Be persistent. School officials may have questions regarding safety requirements, space restric-tions and costs. Many of these questions can be easily answered with information found in the Appendices of this Guide.

• Create a database of information that future members can access. Keep a database of in-formation regarding contacts such as name, position, contact info, and how they assisted the club. This will establish a record of useful information that can be used by current or future club officials, especially as club leadership changes.

• Have fun! The rewards of starting an archery club far outweigh the work it takes in the begin-ning. Once these small items are taken care of, club members can relax and begin enjoying the sport of archery as part of the college experience!

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Equipment The right equipment is imperative for a club to grow and keep members safe.

If the club has existing equipment: • Go through old equipment for safety and usability. Dispose of any cracked or damaged arrows,

frayed strings, or bows with twisted/damaged limbs. Always use a bow stringer to test bows and for stringing and unstringing bows. Unusable equipment should be thrown out, not sold or do-nated. Inventory all usable equipment and purchase replacement parts where necessary.

If the club has no prior equipment: • Serve the most amount of people with the least amount of work. Simplicity is key when look-

ing for new equipment. Buy equipment that is interchangeable and easy to fix. Find durable equipment that will not require constant repair. The goal is for archers to walk up to the line and shoot without being confused by bow components or breaking too many things.

Items to purchase: • Targets – American Whitetail produces outdoor target mats and homemade stands. They can be

used for indoor shooting, outdoor shooting, and tournaments when the club is ready. The only note regarding these targets is that when the bow poundage is too low, the arrows will not pene-trate the target. This can be fixed by putting layers of cardboard on the face of the target to give those arrows something to penetrate.

• Arrow net – Nets should never be used to protect people or property, but when hung properly and according to manufacturer’s instructions, nets can help protect walls from damage due to stray arrows.

• Range boundary markers – Caution tape is great to use because it is inexpensive and can easi-ly be setup to mark the perimeter of the range. Use an extension cord wrapper to store the cau-tion tape when it is time to pack up. Look into cones or roadway posts to deal with crowd control.

• Quivers – Simple ground quivers are available and are very easy to store. However, if quivers cannot be purchased, they can be easily made by utilizing materials readily available.

• Arrows – Easton Jazz and Blues arrows are a good-quality, cost-effective solution for clubs seeking arrows that will offer the forgiveness of an aluminum arrow, while still being low-cost and durable. Be sure to keep up with needed nock, fletching and point repairs, as these will keep the arrows shooting well.

• Bows – Depending on the finances of the club, the two options for a beginning program should be better quality beginner takedown bows, or less-expensive metal-handle takedown bows, such as those made by Hoyt, Samick, KAP or Win and Win. In either case, club members should be familiarized with the proper procedures for stringing, unstringing, taking down and putting bows together. PSE offers a good compound bow that has a wide adjustability for draw length.

• Storage – Rubbermaid-type storage containers are great for keeping equipment organized, and are easy to transport. Large SKB rail cases are also good for storing the bows since only one limb needs to be removed for storage. For arrows, an inexpensive option is gift-wrapping containers that open from the top so it is easy to select the arrows that are needed. As for the targets, the best option is to store them where the club practices, but if that is not an option, the club can also investigate the possibility of a trailer. An 8’ x 5’ trailer will fit four target mats and stands, and all bows and equipment. Check first with the University on rules for owning a trailer and remember that the club will need to pay registration on the trailer.

Purchasing and Financing Club Equipment: Since most clubs start out very small, there is little money for all the equipment listed above. However, there is assistance available in the archery community to help clubs with startup costs:

• Easton Foundations. The Easton Foundations (EF) is a sponsor of US Collegiate Archery and provides grant assistance to new archery clubs who are USCA members. Information regarding the types of grants and the online application is available on the USCA website. After you have reviewed the information if you still have questions, contact the USCA Executive Director at director@uscollegiatearchery.org for information. The grant is not automatic and must be ap-

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plied for and approved by the EF. The University will need to provide not-for-profit information as part of the process.*

• College/University recreational sports. Check with the school regarding storage facilities, and whether there is any money available to start up a new organization.

• Fundraising. There are companies online that assist college organizations with finding money. An example is www.clubfunding.com. A Google search, as well as spending some time talking to other student organizations that have had to raise money, can be helpful.

• Archery Equipment Suppliers. When ordering equipment, consider ordering from companies that specifically offer discounts to camp and school archery organizations. A Google search can be helpful in this regard as well.

*The University needs to be a 501(c)3 organization to qualify. Speak with the Student Business office (or equivalent) for documentation.

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Repairing and Servicing Equipment Even the best equipment can break at times, so it is important to be prepared for repairs and put together a system to quickly fix everything in a timely manner. When purchasing equipment, try to focus on items that the club can afford to keep working safely and properly each year. Purchasing industry-standard equipment for which parts can be easily found will save the club time and money in the long run. Consider establishing a relationship with a local pro shop that can advise the club regarding parts and repairs.

Things to keep in mind: • Depreciation costs of good equipment • The cheapest equipment is not always the best - there can be a sacrifice in performance, and

cheaper equipment is typically more difficult to service and repair. • Be aware of whether the equipment uses metric thread screws and some use standard thread

screws. • Avoid bolt-on limbs when archers start to move up in equipment. Instead, consider ILF (interna-

tional limb fittings) so that heavier and lighter limbs can be interchanged. • Use an assembly line to have multiple people help fix equipment – everyone will learn how to do

it and can help next time.

Repairing doesn’t have to be a chore: get everyone together and have a fletching party or inventory party where club members get to know one another while learning how to maintain the equipment.

One problem archery clubs can face is that when a bow breaks, they use parts from an extra bow and do not replace the old parts. Any time a part breaks, be sure to inventory the broken part and replace it im-mediately.

Club members should be able to make a vast majority of repairs once people are properly instructed on repairing equipment. If, as the beginning member, you aren’t sure how to safely repair equipment, con-sider talking to a local pro shop about learning how to repair or service the equipment. Even a half-hour lesson with one of the bow tech’s is money well-spent if it saves valuable club funds in the future.

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Obtaining Practice Space Obtaining practice space may require a great deal of networking. There are plenty of options for places to shoot but finding what is right for the organization is dependent on the school’s location, resources, and surrounding community.

Indoor Shooting Space:

An archery range requires a large amount of space, proper safety barriers, and easy accessibility. Try to locate the shooting space at a central location on campus. Shooting spaces aren’t just limited to the ob-vious gymnasiums. Also be sure to investigate armories, recreation centers, nearby church basements, underground hallways not being used, attics, or even an unused barn, depending on the type of facilities the school has to offer. Try to locate rooms with storage possibilities to store the equipment and target mats or the club will be forced to transport all the equipment each and every time.

Outdoor Shooting Space: An outdoor field can be easier to get from a school than an indoor location. The farther the field location from other activities, the easier it is to obtain, but the club could see a decrease in membership as a result of the distance. The key to getting a range close to campus is sharing with other groups and being mo-bile. Try to find places that are next to large buildings, wooded areas, or on research land. Make sure there is space for the trailer or a storage shed.

Obtaining the Shooting Space: • Start with the recreational sports center or Club Sports director. Begin talks with just asking advice

where to find a shooting place instead of just asking for it. Show them this land will be put to good use by bringing insurance information, field diagrams with measurements, parking plans, and other helpful documentation.

• Ask the Varsity Sports Center. The Varsity administration is a separate group than the Recreational administration, and may have land that the club can use.

• Talk to the field/facilities manager. The field/facilities manager might know of unused storage rooms, land owned by the university that is not being used, or an old hallway the club can shoot in.

Pro Shops/Ranges:

There is always the possibility that there is a range nearby that the club can join or use. This is a good alternative since they already have the targets, and the club will just need to arrange transportation. Keep in mind the costs that may be included in going to a range: range fees, gas costs, and transportation.

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Contacting Club Members Communication with club members is something the club needs to perfect in order to keep things running smoothly. When the club has 50+ members all needing to know if practice is canceled or where shooting is that week, it is imperative to get in contact with everyone quickly, easily. By taking advantage of availa-ble technology, the club will soon be able to get in touch with everyone without using phone trees or flooding members’ paper mailboxes.

Website The main way of communicating with club members will be the website. Place an update column on the site with a calendar where club leaders can post practice or any changes. Make sure current contact in-formation is on the website and try to anticipate questions that may be asked. Have a friend go through the website and figure out questions that the club can easily answer with another page on the site. The website will also be a great promotion tool as well as a means of gathering information for those interest-ed in joining.

Email

With email, the club can make different groups for different people to join. Using Google, for example, the club can create a group just for recreational members, a group for Traveling Team members, and a group for just Officers. This is a great way to get the information to only those who need it. When using emails, be aware that sometimes people use different email clients and what the club sends might not work with their client. Also, it is important to go over email basics. If the club has a very large list of members, i.e. 75 recreational shooters, who need to know of a practice change; send an email using BCC (blind carbon copy) so everyone cannot see the other email addresses. Another fun thing the club can do with email is sending out newsletters that use HTML code. This will give a professional look and feel to the emails that give the same information as a plain email. Encourage others to opt-in to the email list, so that the gener-al newsletter can also be used as a recruiting tool.

Texting Services

A free service beginning to emerge for organizations is texting services such as tXtBlaster.com. Please visit the website for more information. Please note that some phone plans charge based on the messag-es being accepted as well as the messages being sent, so be sure to advise club members that updates might cost them a standard messaging rate through their phone service providers.

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Websites, Advertising, and Clothing Growing an archery club is fun and exciting, and though it takes a little effort, the rewards are amazing. There are three simple ways to increase membership and visibility on campus: websites, advertising, and clothing.

Websites

Websites are usually the first thing that potential members see when learning about the organization. Make the first impression a good impression by being professional. A website for a school organization must be informative and up to date. A free website hosting domain for the club to use is www.freewebs.com, a website building software that allows the club to customize certain aspects of the page to convey information and pictures. To really show off the site, the club can purchase a persona-lized domain for around $10.00. Go to a computer science class and put up a note or hand out a flier to a professor asking for someone that knows how to write HTML code. Usually for little money, the club can get someone to design a simple website that is more professional than freewebs.com - and the club’s URL will not be www.freewebs.com/the school, but www.the schoolarchery.com instead.

Advertising Advertising is a representation of the club, its attitude, and a way to tell the audience who the organiza-tion is trying to target. Advertising can be free or expensive and still achieve the same results. It comes down to three things: planning and research, implementation, and execution. Quality matters when ad-vertisements are created. Spending just a little time in Microsoft word can produce a professional-looking ad which can be taken to the local copy center or FedEx Office, and distributed on campus, added to the college newspaper, and posted on campus where others can see it.

Clothing

Clothing is a very inexpensive way for the club to advertise the organization. Some things to keep in mind when ordering shirts:

• It makes sense to involve a few people in shirt design, as the shirts need to be nice enough that people will want to pay for them and wear them.

• Pre-ordering is necessary. People do not always sign up for shirts the first time, so it is wise to anticipate future orders.

• By finding the right vendor, the organization can make a profit on shirts. Certain vendors will re-duce the charge per shirt if they are able to retain their own logo on the clothing.

• Club members look more professional when practicing, traveling and at tournaments, while in uni-form. Uniforms send a message about the look and feel of the organization to potential mem-bers, while also establishing the identity of the school at archery competitions.

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Coaching With a new club on campus come new archers who do not know how to shoot yet. Some clubs are fortu-nate enough to have a coach on campus, but in some cases, more experienced student archers will be helping to coach new members.

Things to keep in mind when starting to coach: • The club is responsible for keeping the archers safe as well as maintaining their equipment until

they are capable of doing it themselves • Private lessons are a must, but remember that student-coaches are students first and a coach

second. These individuals must coach around their school schedule and focus on time manage-ment.

• Group lessons are a great way for everyone to learn a new concept at the same time. • Consider certifying club instructors. First, the more certified instructors a club has, the more stu-

dents it can assist without placing an undue burden on one person. Instructors can also use that certification to work as a camp archery instructor or assist at a range during the summer.

• When more coaches are established, consider having a “head coach” and “assistant coaches” structure, so that teaching within the club is consistent from instructor to instructor.

The US Collegiate Archery website provides more information regarding certification and coach education opportunities, at www.uscollegiatearchery.org. You may also visit the National Alliance for the Devel-opment of Archery (NADA) website at www.teacharchery.org to find information on instructor courses being offered in your area.

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Assembling a Traveling Team Building a Traveling Team incorporates the fun and excitement of tournament shooting into your college archery club. This involves just a few steps on the part of club officials, some of which you may already have done when setting up the club initially:

1. Visit the USCA Archer Management System (AMS). The AMS allows clubs to submit their in-formation, athlete eligibility, and pay their membership dues online. This should be done on a regular basis to ensure that athletes are eligible and that club membership is current. Athletes cannot compete without being on the Eligibility Roster. Athletes may not compete in tournaments in the college division unless they are on the USCA eligibility roster.

2. Determine if there are any associations archers will need to join. If the archer plans to com-pete in tournaments other than USCA sanctioned events, there may be a required membership depending on the type of competition desired. Archers must first meet eligibility requirements and be a USCA member athlete. Then, the following requirements apply, based on the type of tour-nament:

USCA Tournaments USCA Membership is required. USCA Tournaments are the only events that National Titles and honors are bestowed on Collegiate Archers.

USCA Sanctioned NAA Tournaments (local, state, national):

USCA Membership is required for any tournaments that have a college division.

USCA Sanctioned NFAA tournaments: NFAA membership is not required to attend the World Archery Festival in Las Vegas but to com-pete for the Collegiate Vegas Challenge, USCA Individual and Club membership is required. N-FAA individual membership is required for Louisville and the Dakota Classic in Yankton, South Dakota. If USCA sanctions an event that is an NFAA National Championship, such as NFAA In-doors, there are no national collegiate championship titles bestowed. National Collegiate Cham-pionship titles are bestowed only at USCA National events.

ASA Tournaments:

No membership is required to participate in the archer’s first ProAm in college division. ASA membership as well as USCA membership is required if the archer plans to shoot in more than one ProAm.

3. Traveling Team contract. This contract is important to keep team members shooting and aware of their responsibilities. When the club creates a Traveling Team, the organization is giving them the opportunity to shoot regionally and nationally, but with that comes more responsibilities. A sample contract can be found in the Appendices of this document.

Travel plans and expenses should be discussed with club members and worked out based on the needs of the organization. The club is basically building a new organization that is tied to the recreational arc-hery club through personnel and organization name. The traveling team has its own identity but still needs special consideration with the organization because it will command the most time and resources from the club. The club needs to get organized early on to separate funds that need to keep the club running and still help progress the traveling team. It is a balance the club needs to figure out because one sector cannot survive without the other.

Assign Officers • Traveling Team Trip Coordinator. This person’s responsibilities are to find hotels, update itine-

raries, find tournaments and notify those interested, and collect funds.

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• Traveling Team Secretary. This person’s responsibilities include making sure all paperwork is filed and sent to the proper people. This includes ensuring that athletes complete the USCA’s AMS, tournament registrations, and membership for other organizations as necessary.

• Traveling Team Coach. This person is responsible for being the coach at hand during practices and tournaments. Coaches in general should not compete at the same time as the archers. For clubs with student archers, this can be difficult. The coach needs to shoot on a different line than the other archers do during a tournament, in order to offer quick repairs and support when needed.

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Equipment for a Traveling Team The equipment for a traveling team is very different than that of a recreational team. It is important to un-derstand what to buy and why, how to use the equipment to help archers start purchasing their own com-petitive equipment, and how to purchase the equipment.

• Make bow packages. Make sets of equipment that are not archer specific (not including tabs or arrows). Include in the package a riser (metal riser such as the Hoyt Eclipse), limbs, string, sight, stabilizer, rest, plunger, clicker, bow stand, stringer, tools, and a quality bag. Certain things are not put into the bow package since archers can use equipment even if they change bows such as arm guards, chest protectors, and quivers.

• Set up the bows for generic arrows at first until the archers are ready for their own custom fit arrows. This will save money and allow archers to take more time to perfect their form and work their way up in bow weight.

• These bow packages can help students purchase their own equipment. If a student is low on funds, they can purchase certain things one by one and put it on the club bows. For instance, a student can just buy a sight and put it on the club bow; when they purchase a riser, they can still use the club limbs and stabilizer.

• Focus on fundraising to help fund equipment for competitive archers. Selling shirts, hosting an indoor tournament, raffles at tournaments or other events, and other fundraising efforts can help the organization to fund the equipment that can help the team to excel. Think out of the box, and enlist the help of others.

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Traveling with the Traveling Team When traveling to tournaments across the country, being well-organized becomes very important. Instruc-tions for traveling with the Traveling Team:

1. Once you’ve determined a tournament to attend, you will need to plan. Whether club mem-bers are target or 3D archers, USCA offers competitive opportunities for all. Regional and national tournaments can be found at www.uscollegiatearchery.org. Keep in touch with the USCA Regional Representative in your area as they too can give the club information on up-coming tournaments.

2. Make sure everyone that wishes to compete is an eligible member of USCA. This means having the archers log on to the AMS and provide all of the required information to the USCA Membership Manager (membership@uscollegiatearchery.org).

3. Book travel arrangements as early as possible in order to save money. Staying at the host hotel means the club will be around other archers. Sharing rooms with other club members will save money, but be sure to talk to club members first to make sure they are comfortable rooming with a given person. Think about the small details when booking a hotel room, such as making sure there is a complimentary breakfast available at a time when archers can access it, and whether there is a refrigerator for keeping small food items cold.

4. Send in the tournament registrations as quickly as possible. Space is limited at tournaments, and teams could face wait-listing issues if registrations are sent too late. Communicate with the tournament director to ensure that everyone’s registrations are received and processed without issue.

5. Determine who will be driving to the event. Make sure that everyone who is driving is proper-ly insured, and is following University guidelines for operating a vehicle on campus. Some clubs are able to utilize University transportation. Find out if your club has this opportunity by asking Sports/Rec.

6. Design and print out an itinerary, which will tell team members where they need to be and when. This document is great for helping archers to feel at ease about their schedule, so that they can relax and focus on the reason for the trip – the competition.

7. Figure out payments. One method is for each car to split up gas prices between passengers, and to do the same with hotel rooms. Another way to pay for the trip is for everyone to put money into the school account and that account can be debited after the trip.

If your club has questions about the prospect of traveling, be sure to contact the USCA – we’d be glad to offer advice and guidance!

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Getting Involved in the Region College archery is made up of a tight-knit community of student athletes who are willing to help each oth-er to support the growth of archery in schools around the country. The USCA is a national organization which also focuses heavily on the grassroots growth of each of its four regions: North, South, East and West.

There are three ways the club can get involved in the region. This includes traveling to or hosting a US-CA Regional Championship, networking and collaboration with the Regional Student Representatives, and working with nearby schools to help them establish and grow their own archery clubs.

USCA Regional Championships

Every year each region hosts their own USCA Regional Championships and encourages all college clubs to attend and compete against one another. This is a great way to network with other teams in the re-gion, build relationships and learn from one another. These tournaments also give archers great competi-tive experience before going to larger tournaments such as the Target United States Intercollegiate Arc-hery Championships (USIAC) and the 3D USIAC .

Student Athlete Regional Representatives USCA Regional Representatives are nominated by those in their region to help represent the interests of clubs in their area on a national level. They are focused on club growth and development in their region, as well as on the growth of USCA as a national organization. These individuals can be a great resource for your organization, whether there is a suggestion your club would like to present to USCA, or a ques-tion that pertains to your region. You can locate contact info for your current Regional Rep and National Athlete Rep on the USCA website under ‘Contact Us.’

Work with Nearby Clubs

Traveling to nearby clubs is another great way to help other clubs and build relationships with other arc-hers. USCA focuses on making archery a part of the campus experience at colleges across the country, so offering a helping hand to another club is not only a good gesture, but a boost for both organizations in terms of resources and friends.

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Insurance USCA is insured by a liability and accident insurance policy. Clubs are covered for their activities such as practice, local tournaments and other sanctioned club events. Individual athletes are covered for competi-tions and while participating in sanctioned events/activities. Coaches are covered wile participating in Club activities and USCA conducted events.

In order for a club’s tournament to be covered, clubs must submit the tournament information (date, loca-tion, format, etc.) to USCA to be posted on the USCA official website. Once the vent is completed, the club must submit the results for the tournament within ten (10) days of the end of the event. Clubs who do not provide the complete tournament information to USCA are not covered by the liability or accident in-surance and assume all liability of the event.

All participants at club activities and/or tournaments must sign the liability waiver prior to participation.

Clubs can request a certificate of insurance for proof of insurance for sanctioned events.

Other Information Club Structure: The majority of the USCA clubs are student-run organizations, typically sport recreation clubs. Very few organizations are varsity level, which have more stringent requirements through the uni-versity than do sport recreation clubs.

The club officers must be knowledgeable, not only about USCA requirements and regulations, but also the university/college sport recreation department regulations since the club is affiliated with both pro-grams.

If the club is through the university’s sport recreation or social club department, they likely have regula-tions about the role and involvement of a coach and advisor. Because these are student-run organiza-tions, the university expects the club officers to run the club — not the coach or advisor. Make sure or-ganization members know and understand the rules of the university, as they will impact the manner in which the club functions.

Clubs can also be student associations or social clubs. Decide which works best for your club and com-plete the requisite paperwork.

Classes: Setting up physical education classes for credit is not only a great way to keep fit, but is a useful recruitment tool. To explore the possibility of having either recreational archery classes, or classes for credit, the club will need to work with the athletic department or sport recreation department. To further explore these possibilities, the club should seek assistance from its faculty or staff Advisor.

Club Instruction: The club will also want to conduct classes for its members. A basic 6-week outline for teaching archery is attached as an appendix. There are also excellent books regarding how to teach arc-hery. For more information, consult the USCA website at www.uscollegiatearchery.org.

Divisions/Disciplines: Clubs include any and all archers, whether they shoot a compound, recurve, ba-rebow, traditional, or Genesis bow. The inclusive nature of the US Collegiate Archery Association is one of the USCA’s finest attributes. The organization continues to work toward including all equipment discip-lines in regional and national tournaments; for more information on divisions offered at specific USCA-sanctioned tournaments, visit the USCA website. Clubs are also encouraged to conduct local tourna-ments and be inclusive. Through efforts locally and nationally, if attendance warrants, more categories may be developed.

Eligibility/Compliance: All Clubs must meet USCA requirements; competing archers must be eligible to compete. University-affiliated clubs through Sports Recreation or Athletic Departments must also comply with all requirements from the university.

Coaches: Coaches are an asset to the team. USCA strongly recommends the club have someone who can assist in this regard. We also recommend working with a certified instructor, or giving student athletes can become certified so that several people in the club will be able to assist others within the organiza-tion. For information on certification opportunities, visit the USCA website.

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Advisors: Advisors are often required as part of the university club requirements. Typically, the advisor must be an employee of the university. If in doubt, contact the university sport recreation department.

Tournaments: The USCA offers tournaments at all levels: local, state, regional, national and interna-tional. Information is posted on the USCA website on a regular basis. Make sure members check the USCA website often. Also make sure that accurate, updated contact information is provided to the USCA so the club can be notified of all announcements. Updated information may be sent to the USCA web-master: webmaster@uscollegiatearchery.org.

If your club wants to conduct a tournament, you must notify the USCA and have it posted on the website. Results are required to be submitted no more than 10 days after the tournament. Failure to notify the USCA about a tournament nullifies your insurance for that event!

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About College Eligibility In order for an archer to compete in ANY registered tournament or event in a collegiate division or in affil-iation with his/her IHL, the participant must meet USCA eligibility requirements and be a USCA member in good standing.

There are two (2) sessions of eligibility. Proof of eligibility must be provided prior to competitions as out-lined below.

The Fall eligibility session is 1 August through 31 December. The Fall deadline is 15 September or 15 days prior to the first competition. If a university is not in session, contact the USCA Membership Manager. (membership@uscollegiatearchery.org)

The Spring eligibility session is 1 January through 31 July. The deadline for Spring eligibility is 1 February or 15 days prior to the first tournament. If this date is not technically possible, the club can appeal the deadline to the USCA Membership Manager (membership@uscollegiatearchery.org). The Fall eligibility can be used in the event that tournaments are held during the month of January and school is not in session.

In the event that a student athlete was ineligible during a Fall session, but is eligible during a Spring ses-sion, the Club Rep (or the athlete), may submit proof of Spring eligibility prior to any Spring tournament participation.

In the event that a student athlete was eligible for a Fall session, but fails to meet Spring eligibility re-quirements by carrying the full-time credits or their GPA fell below the requisite GPA (2.0 for undergrad / 3.0 for grad) during the Fall session, that athlete is ineligible to compete in tournaments during the Janu-ary session.

The USCA reserves the right to request proof of eligibility by contacting the athlete, the coach/advisor and/or the Club. Appropriate proof will be determined by the USCA Membership Manager or the Execu-tive Director and appeals can be made through the complaint process as outlined in USCA’s Handbook, “A Matter of Trust: Codes of Ethics.”

USCA Eligible status will be granted on a per Session basis to an archer who: 1. Is registered, pursuing a degree and enrolled full-time as a student at a single USCA recognized

and compliant IHL; a. Online and Correspondence Course Credits will be accepted towards a student's Full-Time

enrollment status only if they are offered through the student's USCA IHL; and they appear as normal, indistinguishable IHL credits on the student's transcript.

b. If a participant is enrolled in two IHLs simultaneously, the archer must meet the Full-Time enrollment requirement independently at one (1) USCA recognized and compliant IHL in or-der to represent and/or be affiliated with that IHL at a USCA activity.

2. Maintains a 2.00 minimum cumulative GPA (Undergraduate students), or a 3.00 minimum cumu-lative GPA (Graduate students);

3. Adheres to the USCA Code of Ethics. Archers must agree to the Code of Ethics at the time of membership registration and/or renewal in order to compete; and

4. Is a member in good standing.

In order for an archer to be certified USCA Eligible, a USCA member club must:

For each archer: 1. Submit complete and accurate individual membership registration through the AMS. 2. USCA eligibility form properly executed by the University/College Registrar or Athletic Director es-

tablishing that the student(s) is (are) enrolled in the institution full-time and maintaining a GPA of 2.0 or higher for undergraduates or a 3.0 or higher for graduate students. The USCA reserves the right to require an official or unofficial copy of the student's current transcript.

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For the USCA IHL club: 1. Current Club membership completed through the USCA Archer Membership System (AMS). 2. Active USCA Individual memberships for the Club Representative and complete and accurate

registration through the AMS. 3. Coaches must register through the AMS providing complete and accurate information.

Establishing USCA Eligibility Paperwork Shall be submitted to the USCA AMS at a minimum of once per Session for the Session in which you plan to compete:

1. Postmarked by September 15th

2. Postmarked by February 1 for the Fall Session;

st

a. May and should be updated/amended at any time during a Session to reflect any change; for the Spring Session;

b. May be requested for reconsideration by the USCA Membership Manager and/or USCA Ex-ecutive Director at any time during the USCA Academic year; and

c. In the event that the Spring Session starts prior to an athlete being able to submit the paper-work for Spring semester, then an extension of Fall eligibility can be requested. The athlete is responsible for requesting this extension from the USCA Membership Manager. Failure to do so and competing without an exception will result in disqualification and other penalties.

Length of Eligibility 1. An archer may participate in USCA events for a maximum of five (5) Academic 2. Years beginning with those athletes who were members during the 2008-09 3. Academic year. Athletes who graduated prior to May 2009 are ineligible for the 4. extended year of eligibility. 5. A student shall have unlimited years to complete a total of five (5) years of 6. USCA eligibility. 7. One (1) year of USCA eligibility is considered used when an archer competes in 8. any sanctioned USCA event in a collegiate division during a USCA Competitive 9. Year, whether or not the archer is properly representing an IHL, has not been 10. granted USCA Eligible status, or is unaware of and/or is in conscious disregard 11. of the USCA eligibility requirements. In a case of extreme circumstances, a 12. hardship exemption may be considered by submitting a request through the 13. process outlined in A “Matter of Trust: Our Codes of Ethics.” 14. Transferring Institutions: A student who transfers from one institution to another 15. without graduating must have met the eligibility requirements prior to and upon 16. transferring in order to immediately apply or reapply for USCA archer status. 17. There is no waiting period.

Non-USCA Eligible status

A student not receiving USCA Eligible status may: 1. Not shoot in any USCA event as a USCA participant; 2. Shoot in a non-USCA class (such as Senior Division), if available; 3. Re-apply for USCA Eligible status when in full compliance; and

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4. Appeal the Non-USCA Eligible status by providing evidence of an error to the USCA via the com-plaints process outlined in the Codes of Ethics Handbook.

An individual who participates in a USCA event, who is not certified as USCA Eligible and/or has lost his/her eligibility, will face penalties up to and including his/her loss of standings, rankings, awards, titles, honors as well as USCA eligibility.

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Frequently Asked Questions: Eligibility 1. Do I have to send transcripts and the signed eligibility form?

As long as the school registrar/athletic director signs off on the paperwork verifying GPA (Grade Point Average) and full-time status, you do not need to send transcripts. If the club chooses to NOT have the eligibility signed and verified by the registrar/athletic director, then the club must provide some proof of not only full-time status but proof of the 2.0 or higher GPA. 2. Can an athlete compete without documentation?

If there is an extenuating circumstance, the club president or coach needs to contact the USCA Member-ship Manager prior to competition. If there is a valid issue, temporary exceptions may be granted while the paperwork is gathered. Don’t make assumptions, contact the USCA Membership Manager. 3. More athletes want to compete than were originally on the eligibility form, can they still compete?

Yes! Send in the appropriate documentation as listed above ASAP. 4. Who authorizes eligibility?

The first step to authorize eligibility is the University Registrar who will sign the form verifying full-time sta-tus and cumulative gpa. Once that is signed, send the hard copy to the USCA at PO Box 1537 Ridgecr-est, CA 93556. The USCA Membership Manager will validate the eligibility form through the AMS. 5. How do I know I have been verified eligible?

The club representative has access to the AMS and can check status at any time. Once an athlete is en-tered into the AMS, the club is responsible for sending a signed hard copy to the Membership Manager for verification. Once received, the Membership Manager will ‘validate’ each athlete on the AMS. Check the club roster on the AMS and make sure everyone is listed and validated. If an athlete is not listed as eligible, contact the USCA Membership Manager ASAP to clear up the problem. Clubs should maintain a copy of the signed eligibility forms. 6. What do I do if I go to a tournament and someone asks for verification of eligibility?

If a tournament director asks the club for proof of eligibility the club can have them check the lists on the college website. The club can carry a copy of athlete eligibility. If an individual unrelated to the tourna-ment asks for proof (for example, another athlete, coach, or parent), the club can politely tell them that they should contact the USCA Membership Manager or the Executive Director with any questions or con-cerns. An athlete or coach may however question a student athlete’s eligibility by contacting the appro-priate persons - such as discussing a possible issue with their own coach, asking a tournament director, or contacting the USCA Membership Mgr/Executive Director. 7. How many years can I compete in college archery?

Athletes have 5 years of eligibility. There is no time limit on using them. They do not have to be used con-secutively either; meaning, an archer can shoot for 3 years, take 1 year off and still have 2 years left to use whenever the student returns to competition. 8. How does eligibility get used?

If you shoot in even one college division local, state, regional, or national tournament that is sanctioned by USCA, you have used one year of eligibility. If you register and shoot in a sanctioned tournament and are later declared ineligible, you have still used 1 year of eligibility. 9. Can I transfer schools and shoot for the club of my new school?

Yes! Because we are not under NCAA regulations, there is no waiting period if you transfer schools. 10. Where are the forms I need to be eligible or to set up a college club?

The Athlete Management System is the USCA’s online registration software for club membership, athlete membership, and athlete eligibility. www.ams.uscollegiatearchery.org Online instructions walk you through the simple process.

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11. What happens if I shoot in a tournament and then am declared ineligible?

If you are declared ineligible, you lose a year of eligibility. Your scores will be moved from college division to the appropriate senior division. 12. If I am declared ineligible but later meet the requirements, can I be reinstated?

Yes! However, you still lose the year of eligibility and your scores will not be reinstated retroactively un-less mandated by the USCA Board. 13. Can I take classes at more than one school and compete?

An athlete must be considered a full-time student at one college/university to meet the basic require-ments for eligibility. 14. Does correspondence school count?

No. 15. Do online classes count towards eligibility?

Online classes are a relevant means of gaining a college education. Some schools only offer cer-tain classes via the internet. If the classes are associated with a university of higher learning as defined in the USCA handbook, and your college/university considers the athlete full-time, then yes, it counts. 16. If I take classes on line, am I required to do anything different?

No! You are required to complete the same eligibility forms as any other student athlete and submit them to the USCA Membership Manager. 17. My club representative forgot to submit my eligibility, now what?

If you have already competed in a tournament, you need to contact the Membership Manager at membership@uscollegiatearchery.org If you have not yet competed then you need to get your informa-tion in as soon as possible. 18. What happens if I go to a tournament and I’m not on the eligibility roster?

You shoot in the age appropriate non-collegiate division. You are not eligible to shoot in USCA divisions until your paperwork is submitted and validated.

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SAMPLE University Archery Club Constitution We, the members of University of *** Archery Club, and subscribing to the regulations and policies of Uni-versity of *** Sport Recreation Club Department (see note 1 at end), establish this Constitution to govern the matters within our organization.

Article I - Name Section 1. The name of this organization is University of *** Archery Club Section 2. The University of *** Archery Club has affiliations with:

A. the National Governing Body for collegiate archery in the United States, specifi-cally, USCA Archery, and

Article II - Purpose Section 1. The purpose of this organization is to provide opportunities for campus students and community youths to be informed and participate in the sport of archery.

Article III - Membership Section 1.

A. Advisor – There shall be one (1) faculty/staff Advisor who shall be a member ex-officio with no voting privileges per University requirements. If no advisor is re-quired, the selection of an advisor is up to the Club members with a 2/3 vote ma-jority. **(see note 2 below)

B. Coach – There shall be one (1) Coach who shall be a member ex-officio with no voting privileges.

i. Coaches are not required to have certification, but it is strongly recom-

mended. USCA acknowledges NASP, BAIT, NFAA and NAA certifica-tions.

ii. The Coach shall assist the Club and Team members at the discretion of the team, which may include: attending Competition events, teaching form and serve at the discretion of the Club members.

iii. The Coach may charge reasonable fees iv. The Coach serves at the pleasure of the team and may be asked to step

down with a vote of 2/3 or more of the club members.

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v. The Coach must adhere to the policies and practices as set out by the University’s Sport Recreation Student manual and must not interfere in any way with the clubs inner-workings, including setting practice times, finances, team related dynamics, or travel schedule.

vi. The Coach understands that this is a student-run organization and will

work in the capacity of coaching.

vii. The Coach must adhere to the rules and regulations of the USCA and represent the club in a professional manner at all times.

(see note 3)

Section 2.

A. Club Members – Any student at the University campus where the club member-ship is filed may be a Member of the archery team provided that he or she is enrolled in at least six (6) semester hours of University credit. Students at branch campuses are not eligible to join the main Campus club. Students at branch campuses must file their own Club membership per the USCA requirements.

i. Competition Team –

a. Club Members who are actively pursuing a degree, enrolled full-time as defined by the university, and are in good academic stand-ing are eligible to join the Competition Team.

b. Club members who wish to join the competition team must submit

a request in writing to join and commit to the team requirements which include Code of Conduct, financial obligations, mandatory practices and specific competition events.

c. Upon completion of the required forms, the club member will be con-

sidered part of the competition team. d. Competition Team members may not be removed from the Competi-

tion Team without due process through the Sports Recreation De-partment.

ii. Any violations of the USCA or University Code of Conduct may result in

suspension from the team awaiting final decision by the Club Officers and the requisite authorities from the Sports Recreation Department. If the vi-olations are determined to substantial, the Club member will lose both Competition Team status and Club membership.

B. Affiliate Members – Any alumni, faculty, or staff member at the main campus

may be an Affiliate Member of the Archery Club.

i. Affiliate Members may participate in Club activities, but do not have any voting privileges.

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Article IV - Officers Section 1. The Officers of the club will be:

A. President – The President of the University Archery shall be the leader of club

activities with consultation of Club officers. He/she acts as the Competition Team Captain, responsible for the recruitment of new members, and oversees the Of-ficers’ duties. The President shall communicate with the University Archery Club Advisor and the Coach on a regular basis.

B. Vice-President – The Vice-President of the University Archery Club shall take

the place of the President upon his or her absence, resignation or removal.

C. Secretary – The Secretary shall maintain the records of eligibility, club member-ship, individual membership, and appropriate forms/paperwork in relation to the US Collegiate Archery Association, and the Sport Recreation program. Duties al-so include maintaining current membership rosters and contact information.

D. Treasurer – The treasurer is responsible for ensuring the student archery funds

are current, notifying student athletes of refunds/payments, issuing statements, receipts for travel, and payments to the coach, USCA, or the Sports Recreation Department at the University. The treasurer will provide bi-monthly (or sooner if requested) funding status of the club at its regular meetings.

Section 2.

A. All Officers must be Club Members.

B. Officers are not required to be competitive team members, with the exception of the Club President who serves as the Competitive Team Captain, and as outlined below. C. All Officers must be students in good standing as required by the University’s Sport Recreation Policy.

D. The President must be a member of the Competition Team during his or her term of office and have been a member of the Competition Team for at least one (1) semester during the previous academic year.

Section 3. The term of office for each Officer is June 1 to May 31. Section 4.

A. An Officer may be removed from his or her position by a majority vote of 2/3 of the Club membership or as determined necessary by the Sports Recreation De-partment.

Article V - Elections

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Section 1.

A. Election of Officers shall occur once per year in the month May, prior to USIAC. B. Officers shall be elected by a majority vote of the Club members attending the

meeting where elections are being held.

C. An individual who has been accepted to the university, but is not yet a Club Member, is not eligible until after being a member for one full semester.

Section 2. Unless otherwise provided above, an Officer vacancy will be filled by appointment by the Presi-dent after a majority vote by the club officers. Section 3. The procedures for voting are:

A. All Club members in good standing are eligible to vote; B. Election dates and voting procedures shall be announced to all Club Members in

writing or by email at last seven (7) days prior to the election; C. Voting shall take place by secret written ballot and results displayed for all Club

members to affirm the votes; and D. A quorum of the Club Officers shall be required for an election to be valid. E. The Coach or Advisor does not have any authority in regards to the election, nor

a vote. (See Sports Recreation Handbook and the role and regulation of coach-es)

Article VI - Meetings

Section 1.

A. Regular meetings of the Club shall be held monthly during the academic year. B. The Secretary shall be responsible for notifying members of upcoming meetings

by any appropriate and reasonable means of communication including, but not li-mited to email, public posting, phone. At least one ‘public’ posting must be made at the place of practice.

Article VIII - Amendments

Section 1. The constitution may be amended by:

A. a vote of two-thirds (2/3) of the Club members in good standing in atten-dance of a regular Club meeting.

B. If a meeting to change the constitution is to be held, seven (7) days notifi-cation announcing the proposed changes must be provided to all membership.

Notes

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Note 1: USCA Clubs must agree, and adhere to, the USCA Code of Ethics for athletes and coaches. Failure to do so may result in club membership being suspended or rescinded. Note 2: Coaches are not required, however they are strongly recommended. Most university Sport Recreation Clubs have specific guidelines and regulations regarding a coaches role in student-run Clubs. Make sure your coach knows the requirements/rules. Note 3: For USIAC, When traveling, appoint an archer’s representative. The representative’s role is to do just that, represent the archer if there is a dispute, if there is a need for communica-tion from the tournament director, etc. The representative can be an archer on the team, a team manager, or a coach; it is the duty the club to select that person.

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SAMPLE BYLAWS Bylaw I

Membership

Section 1 There shall be three types of membership in University Archery Club. Regular membership is open to students enrolled at Cal State University, which contains: competitive team membership, which is limited to those regular members, who conform to the highest eligi-bility standards for athletes at UNIVERSITY ARCHERY CLUB and of the USCA of USA Archery and that meet the performance standards established by the University Archery Club. Asso-ciate membership is open to Cal State University faculty, staff, alumni and people from the gen-eral public. There will also be honorary membership may be bestowed on an individual who is recommended by the Executive Board, approved by the regular membership for having giving superior and unselfish service to the club and its programs. Honorary membership may be for specified period of time and or specified privileges.

Section 2 Any person from the above categories may complete and sign a membership appli-cation, submit it to the Executive Board through the Secretary and pay the specified dues to the Treasurer and upon approval by the Executive Board the person shall then be granted full club benefits.

Section 3 Up to a maximum of 20 percent of the members of a student organization may be individuals who are not Cal State University students, e.g., community members, students at other colleges. Only students enrolled at Cal State University may vote on issues that come be-fore the student organization. Section 4 Any member may be suspended or expelled from University Archery Club for con-duct contrary to the constitution of University Archery Club or for conduct that grossly impairs the rights of the members to enjoy the benefits of the organization. A member must submit the offense in writing. After the offense has been submitted to the organization, the offending member shall have the right to a hearing before the organization at a regular meeting and may be suspended or expelled only upon the affirmative vote of three-fourths of the voting members present. The offending member has the right to appeal an adverse decision at a regular meet-ing, and such offending members shall be reinstated unless the suspension or expulsion is again approved by a three-fourths vote.

Bylaw II

Dues

Section 1 The Executive Board shall set dues for the organization, with approval from the or-ganization. Bylaw III

Officers

Section 1 The President shall preside at all meetings of University Archery Club. He/She shall be the official spokesperson of University Archery Club, representing policies, views, and opi-nions of the organization in its relations with the campus and community at large. Section 2 The Vice President shall preside at University Archery Club meetings in the absence of the President. He/She shall perform all legal duties assigned to him/her by the President. He/She shall notify all members of University Archery Club meetings, plan and conduct a new member event and a final club awards function at the end of the season.

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Section 3 The Treasurer shall handle all financial affairs and budgeting of University Archery Club, maintaining all necessary accounting records. Said records shall be maintained in accor-dance with generally accepted accounting principles. He/She shall maintain bank accounts for University Archery Club, requiring signatures of both the Treasurer and President for authorized disbursements. All disbursements in excess of $50 require majority approval of University Arc-hery Club members. Section 4 The Publicist shall coordinate all publicity and marketing information about and for the club, solicit, edit and disseminate information to the club, the campus, other college sport clubs, and affiliate groups. He/she shall also serve as the webmaster for the official University Archery Club web site. Section 5 The Secretary shall take minutes at all meetings of University Archery Club, keep minutes on file and submit required copies to all University Archery Club members. He/She shall be responsible for all University Archery Club correspondence and shall keep copies thereof on file. He/She shall also act as historian and shall maintain all records of the organization. Section 6 In the event that an elected officer is unable to fulfill his/her term of office, there shall be an election to fill the vacancy at the next regular meeting or at a special meeting. Any eligible member, including those already holding office, may be nominated for a vacant office. Howev-er, an executive officer may hold only one position at a time. Section 7 Petition by one-third of the total number of members shall be cause for a recall elec-tion. A member must submit the offense in writing. After the offense has been submitted to the organization, the offending officer has 48 hours before the hearing. A recall election shall be held at the next regular business meeting after the presentation of the recall petition and shall be conducted as a special election. Recall will require a favorable vote of three-fourths of the total-voting members. Section 8 To be eligible for office in the organization, a candidate for office must be carrying a minimum of six (6) undergraduate units or three (3) graduate units of regular university credit per semester at Cal State University and have a cumulative G.P.A. of no less than 2.0 and not be on probation of any kind. A candidate for an office must be a matriculated Cal State Universi-ty student.

Section 9 The term of office for the officers of the organization shall be for one academic year. No officer is allowed to hold the same office for more than two consecutive terms. Bylaw IV

Advisors

Section 1 There shall be at least one advisor from the faculty or administration elected by the club. Section 2 The advisor(s) shall be elected at the same time as the other officers and serve a term of one year. The advisor has no term limits. Section 3 The advisor shall be an ex-officio, non-voting member. Bylaw V

Coach

Section 1 The club must select and vote on a coach to help with the training of the club mem-bers.

Section 2 He/she shall meet all the requirements that has been set fort by the USCA.

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Section 3 The club holds the right to remove a coach from his/her position by a simple majority vote.

Section 4 The coach has no part in the running of the club or its finances. He/she shall be an ex-officio, non-voting member. Bylaw VI

Committee

Section 1 The President, in consultation with the Executive Board, may create standing com-mittees as needed to further the club. Section 2 A standing committee named, Certified Instructor Committee shall be established and provide on-campus club instruction in archery and develop an off-campus program for ages 10 to 80. Bylaw VII

Quorum

Section 1 The percentage of members that constitutes a quorum shall be fifty percent plus one. Section 2 In voting, a majority shall consist of more than fifty percent of those voting. Section 3 A majority of regular members shall constitute a quorum for an election and to tran-sact business. Bylaw VIII

Executive Board

Section 1. Elections will be held once each academic year. The elections will be held at the first Monday of May. Section 2. At least one week's notice shall be provided for any meeting at which an election is to be held. Section 3. Elections shall be by secret ballot and be counted by the President and Vice Presi-dent. The election and counting must tack place on the grounds of University Archery Club. Section 4. A majority of members of the organization shall constitute a quorum for an election. Section 5. A majority of all votes cast in the election shall be necessary to elect. If no candidate receives a majority, a run-off election shall be held between the two candidates receiving the largest number of votes. Bylaw IX

Parliamentary Authority

Section 1. Source of authority shall be Robert’s Rules of Order, newly revised.

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SAMPLE Traveling Team Member Contract This contract contains the expectations for all Sample College Traveling Team members. All members must meet the requirements laid out in Article X of the SAMPLE COLLEGE Constitu-tion, as well as all US Collegiate Archery Association rules and regulations. The following is ex-pected of all Traveling Team members:

• Participation in at least 10 official practices throughout the semester In the event that the archer cannot make 10 scheduled practices, it is then the re-sponsibility of the archer to schedule an official private practice with one of the SAM-PLE COLLEGE club officers. A SAMPLE COLLEGE club officer must be present in order for the practice to be considered official. It is the duty of the officer conducting the practice to contact the Traveling Team Representative stating that the practice had been completed. Any archer failing to complete 10 official practices will forfeit their Tournament Eligibility and will not be able to shoot for SAMPLE COLLEGE club at any tournament. Private practices with an officer can be scheduled to make up any missed practice. It is not the responsibility of the SAMPLE COLLEGE club offic-ers to schedule an official private practice in the event that an archer does not meet the 10 practice requirement.

• Participation in SAMPLE COLLEGE sponsored events Throughout the semester Fundraising and Community Service opportunities will be-come available. All Traveling Team members are required to participate in half of the events for which the archer was given a two week notice. All SAMPLE COLLEGE club sponsored tournaments will require participation from all Traveling Team mem-bers.

• Participation in Traveling Team Meetings All meetings in which at least one weeks’ notice was given to the archer are required. The SAMPLE COLLEGE club officers will try to schedule the meeting to fit the major-ity of the Traveling Team members. The SAMPLE COLLEGE club Traveling Team Representative and President must be notified 24 hours prior to the scheduled meet-ing time if an archer cannot make a scheduled Traveling Team meeting in writing. Legitimate excuses, to be determined by the SAMPLE COLLEGE club officers, will necessitate an alternate meeting with a SAMPLE COLLEGE club officer. The SAM-PLE COLLEGE club officer, who was present at the meeting, will discuss the con-tents of the missed meeting. All archers are responsible for any missed information, obligations, and paper work discussed in the meeting.

When traveling to tournaments it is important to remember that as a Traveling Team member you are constantly representing SAMPLE COLLEGE and the SAMPLE COLLEGE Archery Club. Therefore the officers reserve the right to revoke Tournament Eligibility whenever they feel that the conduct of an individual does not accurately represent SAMPLE COLLEGE and SAMPLE COLLEGE Archery Club. Any individual whose Tournament Eligibility is revoked will be removed from the SAMPLE COLLEGE club’s tournament roster, will be required to remove all SAMPLE COLLEGE club’s uniform clothing, and will no longer represent SAMPLE COL-LEGE club for the remainder of the tournaments.

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In signing this document I, ________________________ agree to the above policies and ex-pectations as well as have read and understand the constitution and operating and safety pro-cedures of the SAMPLE COLLEGE Archery Club. ____________________________________ _____________________________________ Member Signature Date SAMPLE COLLEGE club Officer Witness Date

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SAMPLE Tournament Itinerary Tournament Name Date Location Officers in Charge: NAME and NAME Contact: NAME – Tournament Director P: ###-###-#### E: nobody@email.com NAME – Travel Coordinator C: ###-###-#### E: nobody@email.com Kyle Shipman – Tournament Coach/Team Assistant C: ###-###-#### E: nobody@email.com EMERGENCY CONTACT: NAME – For Archery Problems P: ###-###-#### NAME – For Serious Archery Related Problems P: ###-###-#### NAME – For Archery Registration Problems for Individuals P: ###-###-#### E: nobody@email.com NAME – Club Advisor P: ###-###-#### E: nobody@email.com In case of any emergency or problem, find NAME . Cars and Drivers: Car 1: NAME Capacity: 4 Phone Number: ###-###-#### In Car:

To: NAME From: NAME

Car 2:

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NAME Capacity: 4 Phone Number: ###-###-#### In Car: To: NAME From: NAME Notes: All drivers must have proof of insurance and a valid driver’s license to drive themselves and others. It is highly discouraged to drive the whole way yourself. Costs: Gas: This will be decided between the drivers and those riding. Each car will handle the gas independently by those riding. Hotel: The rooms are held under the name of NAME, but have not been paid for or reserved with a credit card. The rooms will be paid at the end of the hotel stay separately by room. Each room is responsible for coming up with the total amount and splitting that between those staying in the room. Food: We plan on going out to eat in the mornings (maybe IHOP one morning and continental breakfast another). For lunch, we will see what is on site or order sandwiches. For din-ner we will go out as a team. Everyone will be responsible for paying for their individual meals. Entertainment: What each individual spends is up to that individual. Things to Do: There will be time to go to Wal-Mart on Friday to pick up random necessities. There is an indoor water park about 20 minutes away from the hotel, Hotel has a pool, hot tub, etc. What to Bring:

Equipment

Tournament clothing (Dress code will be strictly enforced. Matching shirts and pants are allowed at collegiate events. Many clubs wear their school colors. For non-college events, ONLY blue, white, or khaki pants/shorts/skorts are permitted for the NAA. Women’s shirts must have a 3” strap while Men cannot wear sleeve-less shirts. Skirts and shorts must be below fingertips.)

Swimsuit

Toiletries

Every day clothes

Pillows and blankets for the car

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Money

Phone chargers

Music

Emergency contact info

Medicine

Bottles for water

Snacks

Camera

Schedule: Thursday/Friday: Time Action 6:00 PM NAME leaves TBA (Late Thursday night / Friday morn-ing)

NAME leaves/NAME stops in Ohio

Before 12:00 PM Arrive at Tournament Get lunch as a team, go over schedule

12:00 PM Go to shooting venue to practice 3:00 PM Check into hotel 5:00 PM Cancel any open hotel rooms/hold NAME

/NAME rooms

6:00 PM Latest check in time without charges Wal-Mart run

Dinner as a team/NAME and NAME leave

Saturday: Time Action Wake up

9:00 AM Leave for breakfast 10:45 AM Leave for shooting venue 11:00 AM Arrive at shooting venue, register and set up

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12:00 PM Scoring shooting begins TBA Leave for hotel, shower, sleep 8:00 PM – 11:00 PM Dinner – Buffalo Wild Wings Sunday: Time Action Wake up

Check out of hotel

9:00 AM Leave for breakfast 10:45 AM Leave for shooting venue 11:00 AM Arrive at shooting venue 12:00 PM Scoring shooting begins Change for awards if there are any

TBA NAME /NAME leave Hotel:

HOTEL ADDRESS

Phone: ###-###-#### Hotel Room Details:

9 rooms

6:00 pm hold on Friday the 13

$69 a day for two double beds (two people but can fit four) + tax

th

Includes continental breakfast, fitness room, hot tub and indoor pool, and micros & fridges

Check in: Friday 19th

o If room needs to be held after 6:00 pm on Friday 13

, March 2009 before 6:00 pm but after 3:00 pm th

Under the name NAME

, call with credit card num-ber

Ask for the “Archery Championship” special rate which is $69 a day

Check out:

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Sunday 15th

Each room will pay separately

, March 2009 in the AM

Room Confirmation Numbers: 41429 NAME /NAME

41430 Girls

41431 NAME /NAME

41432 NAME /NAME

41433 NAME /NAME

EXTRA ROOMS MUST BE CANCELED! Include Directions to Hotel Here

Last Revised: 2/24/09 All those going on this trip understand the risks and liabilities involved. You will be held responsible for all your own costs. Any damages will be covered by those responsible. Payments will be made on the spot and will not be covered by the SCHOOL

.

Archer: __________________________________ Emergency Contact: __________________________________ E/C Relationship: __________________________________ E/C Phone Number: __________________________________ PUID: __________________________________ Cell Phone Number: __________________________________ Car Number (To): __________________________________ Car Number (From): __________________________________ Destination after Tournament: __________________________________ Please fill out and return to NAME prior to leaving XXXX night. Archers will not be allowed to go on the trip unless archers fill out and return this form.

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SAMPLE RECRUITMENT FLIER

University of (school name) Archery Club Invites High School Juniors and Seniors

To Recruitment Week! Come Visit University of (school name) and all its possibili-

ties! After the you’ve made the ‘scholastic’ rounds –

Come meet the team and Coach, see where we practice and get to know all about the Archery Club.

Team members will answer all the questions about shooting and competing in the US Collegiate Archery Association. If the club have questions about the campus, housing, etc., the club can ask that too!

When: (dates that coincide with our university new student tours)

Where: (recommend the practice field/range)

Time: (whatever works for the schedule)

Join us to shoot and enjoy pizza after practice—on us! It’s FREE ~ hosted by U of U Archery Club

To register: E-mail: (the contact info) or

Call: (the contact info) Website: www.universityarchery.edu

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Teaching Archery to Club Members

Beginner’s Class 1st

Safety week

Learning about the equipment What everything is How to put a bow together The proper way to string a bow Basic technique How to pick up and hold the bow How to aim Basic release 2nd

Fill out Club sports forms, collect dues week

More basic technique Go over week 1 material How to use and adjust a sight Technique specifics: posture (feet position, straight back, etc.) 3rd

Class 1 week

Go over posture again Technique specific: How to use the back, part 1: The draw and anchor Class 2 Bow Maintenance and learning about the tools Class 3 Stretching and archery-specific workouts/practice techniques 4th

Class 1 week

Go over draw and anchor point again Technique specific: How to use the back, part 2: Transfer, hold, and follow through Class 2 Bow tuning overview Class 3 Fun shoot 5th

Class 1 week

Go over transfer, hold, and follow through Class 2 The Mental Game Class 3 Practice 6th week

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Class 1 Putting it all together (Best Method) Class 2 How to shoot in a tournament Scoring Rules for etiquette and attire Class 3 Mini tournament

The first two weeks are fairly flexible in order to get out all that energy most new archers have (they just want to shoot for fun!! Then learn.). After that, the more rigid schedule begins. We found that this order of classes was good, but it could be rearranged or other classes could be added. Having a few fun or interesting classes in between technique classes helps to keep everyone more interested.

It is suggested to hold 3 2-hour practices per week. Each day, start out with the class and bands, and then allowed everyone to shoot for the rest of practice. Team members can do the teaching (with light bows and bands), and then walk around during shooting time to give some one-on-one attention to everyone.

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Need more info/help? If the club has any questions, contact the US Collegiate Archery (USCA) Membership Manager or the USCA Regional Representative. Contact information for USCA staff and board members may be found at http://www.uscollegiatearchery.org/content/contacts.

Eligibility: Membership Manager, membership@uscollegiatearchery.org

Publicity/Announcements: Publicist, publicist@uscollegiatearchery.org

Other questions and concerns:

Executive Director, Lorretta Sinclair at director@uscollegiatearchery.org

About this Guide

The USCA Starting a Club Guidebook was designed to support interested archers, coaches, school per-sonnel and others in starting a collegiate archery club. The Guidebook is not intended to cover all of the Rules and Procedures for the USCA. Full information regarding USCA Rules and Procedures can be found online in the Official Rules and Procedures Handbook.

Our website is the best resource for college archery information:

www.uscollegiatearchery.org

To access our Archer Management System and become a USCA member:

https://ams.uscollegiatearchery.org

This document is the property of USCA and cannot be copied and/or distributed outside of the guidelines expressly stated for New Clubs. Copyrighted 2009 by USCA